VANTAGE MANUAL Revised October 24, 2012

Transcription

1 VANTAGE MANUAL Revised October 24, 2012

2 TABLE OF CONTENTS System Overview/Login Instructions Page 3 Setting User Preferences Page 4 Expense Reports Page 5 Requisitions Page 14 Document Approval Page 22 Substitute Approver Page 27 Purchase Orders Page 29 Monthly Budget Reports Page 37 Miscellaneous Page 45 2

3 VANTAGE SYSTEM OVERVIEW The Vantage Fiscal Reporting system provides an automated process flow for approving expense reports, requisitions and purchase orders. Vantage will save employees a great deal of time and energy by routing expense reports, requisitions and purchase orders automatically through the system. Vantage also provides transparent reporting throughout the system. End users have the capability to check the status of all expense reports, requisitions, purchase orders and invoice payments at anytime during the approval process and after it has been completed. Vantage will provide budget managers with real time reporting. Vantage will check each transaction to ensure there is enough money within the departmental budget. Vantage will not allow approval of any requisitions or expense reports if the budget is depleted. Cafeteria, café, copies, postage and long distance charges will not be entered in Vantage as a requisition. These charges will not be automated charges against the departmental budgets. These charges will be charged to the budget monthly by the Business Office through the journal entry process in Vantage. However, these charges must be accounted for before submitting and approving requisitions and expense reports. Vantage is a powerful tool that will expedite all areas of fiscal account management. However ALL end users must embrace the processes set up within Vantage in order to receive all the benefits that are associated with the system. LOGIN INSTRUCTIONS: USERNAME: (first initial + lastname) PASSWORD: ***** (Same password used to check through the BU website) DOMAIN: bakeru Click on VantageLive icon You may need to download Citrix onto your laptop or personal computer in order to access Vantage. You will be prompted to login to Vantage: USERNAME: (same as above) PASSWORD: ***** 3

4 SETTING USER PREFERENCES Each end user must set their user preferences that will be associated with their user name each time they login to Vantage. By setting these preferences certain fields within Vantage will automatically populate with the information chosen in the User Preference setup. You may update your user preference as necessary. For example, if you take another position on campus you would update your user preferences to reflect changes that have occurred. To Set User Preferences: Click on the Preference icon (box with bright color squares) or under File select Preference Maintenance. The APBuyUnit preference value will be set to a campus. You must choose SPGS or CAS from the drop down menu in the VALUE field. The GLBudgetBalanceName and GLFiscalYear fields are predetermined fields and should not be changed for any reason! The POBuyer field will be populated with the budget manager s name that you currently report to. If you are a budget manager you will enter your own name in this field. The POLocation field selection should reflect the location the majority of your packages are shipped to. Simply click in the VALUE field to access the POLocation choices. The POUnit field will be the same at the APBUYUNIT field. After all fields have been completed click the green barrel with the yellow arrow or press F12. 4

5 EXPENSE REPORTS 5

6 EXPENSE REPORTS An expense report is used when Baker reimburses someone for personal expenses. Expense reports should not be used to pay a vendor for services/goods. Vantages Expense Report module provides an easy way to record review and approve expense reports for payment. An end user may enter an expense report for a single event or enter an expense report that covers multiple events. Once the expense report is entered it is automatically routed to the appropriate approvers based on the general ledger accounts entered on the expense report. Once the expense report has gone through the approval process an invoice is created. A check or direct deposit will be issued for the expense report during a regular check run. To Enter An Expense Report: Click on: Payables Expense Reports Expense Rpts (Figure 1) Do not type anything in the empty white box. Leave it blank. Click OK. 6

7 (Figure 2) To Search for the Vendor ID Number (See Figure 2) The vendor is the person who will receive the reimbursement. Click on the glasses to search for the vendor id number (See Figure 2) Make sure the search by: says vendor name, if it doesn t, click in the Search By field to access the drop down menu. Select Vendor Name and hit the tab key. (See figure 3) Enter the first name of the person in the Search For field. Click Begin Search. Highlight the appropriate name and click the ok button or double click on the vendor. If the person you are looking for is not in Vantage, please Once the person has been entered you will receive an confirming they have been added. Your must include the Name AND address. If this information is not included they cannot be added to Vantage. If you have other contact information include that as well. NOTE: You will NOT be able to process an expense report or requisition until the person has been added to Vantage. When you have located the correct vendor, click OK. 7

8 (Figure 3) The NOTIFICATION field is used to set the notification preference after the expense report has been approved or cancelled. This field is defaulted to send an message when the expense report has been approved or cancelled. To change this default access the drop down menu, choose the option you would like and hit the tab key. (See figure 2) Figure 2 The Buy Unit will automatically populate. The DATE field defaults to the current date. The BATCH field will remain blank. 8

9 The FISCAL YEAR field will default to the current fiscal year. The CURRENCY field and STATUS field can not be accessed. You must type the reason for the expense in the REASON box. The reason entered should include a detailed explanation of the expenses stated on the expense report. If you are being reimbursed for mileage include details including date driven, where driven, number of miles and reason for trip. After all required fields are populated click on the ITEMS tab. (See figure 4) (Figure 4) The TYPE field is used to assign the expense type. Use the drop down arrow to utilize the predetermined expense types. Enter the total cost of the item in the EXP AMT field. The REIM AMT field will default to the amount entered in the EXP AMT field. However if the amount that will be reimbursed is less that the expensed amount this field must be updated. For example if an employee pays sales tax on a purchase the REIM AMT field would be utilized. The REIM AMT would reflect the deduction of sales tax since Baker University is tax exempt. The RECEIPT field alerts the approver the receipts for the expensed items will be sent prior to approval. Please click the box to the right of this field. 9

10 You can enter the account number if you know it. If not, click inside the ledger account box to bring up the glasses. Click on the glasses. Click inside the Search By box to access the drop down menu. Select Organization Description and hit the tab key. (See Figure 5) Enter the department name in the Search For field. Click Begin Search. If you would prefer to bring up all the account numbers you have access to just click Begin Search and leave the search for field blank. Highlight the appropriate account number and click OK or just double click on the account number. (Figure 5) The COST ACCT field will be utilized only for restricted accounts. If you are using a restricted account the Cost Acct field must be populated. Click inside the white box to bring up the glasses, click on the glasses. Search by; should say cost account. Search for; type in T and click; Begin Search. This will bring up the cost accounts. Choose the appropriate option and double click on the cost account or click ok. (See Figure 6) 10

11 Figure 6 (Figure 7) Leave the following fields blank; CREDIT CARD, LOCATION, PURPOSE and Analysis DESC field; type in a brief description of the expense. Click the ADD button to add additional items to the expense report. Never change any information in the payables invoice tab! 11

12 When all the items have been entered (see Figure 4) for the expense report, click the green barrel with the yellow arrow or press F12 to save the expense report. An expense report number will now populate the white box. Write this number down. Click on cancel to exit this screen. You have now completed the expense report and Vantage will electronically send the expense report to the budget manager for approval. Now you need to send your receipts to the budget manager. Before you send your receipts make sure you have written your name on each receipt. Attach your receipts to an expense report type sheet. To print the expense rpt type, click on Payables, Expense reports, Exp Rpt type. Type in your expense report number and leave all the other fields blank. Click on report. Send your Expense Report By Type with receipts attached to the appropriate budget approver. After the budget manager approves the expense report it will be forwarded to the Business Office for final approval. How to Check the Status of Your Expense Report: You may check the status of your expense report at any time during the electronic approval process. Click on; Payables Expense Reports Expense Rpt-Vendor This will bring up the expense report by vendor selection. Click on the glasses, click in the Search By field to access the drop down menu. Select Vendor Name and hit the tab key. Enter the first name of the vendor in the Search For field. Click the Begin Search button. Highlight the appropriate vendor and click the ok button or double click on the vendor. (See figure 8) 12

13 (Figure 8) The VENDOR field will automatically populate in the search screen. Click the report button to process the report request. All expense reports processed for a vendor will show on this report. The report will show the expense report number, date, status, amount and the reason for the reimbursement. The report will also show approval information such as where the expense report was routed to for approval, the approval action taken, etc. (Figure 9) 13

14 REQUISITIONS 14

15 REQUISTIONS Vantage can save end users time and energy in automatically routing purchase order requisitions through the organization for approval to pay. Using Vantage s electronic Purchase Order module allows requisitions to be entered into Vantage and routed to the appropriate approver based on the general ledger accounts used on the requisition. The approver then approves the requisition and it is forwarded to the Business Office for final approval. When goods are received in Vantage the purchase order is closed and ready for payment. When the invoice is received it will automatically be paid. Entering Requisitions: Click on; Purchasing Requisitions Requisitions leave the white box empty as Vantage will automatically assign a requisition number after it is saved. Click OK (See Figure 8) (Figure 10) Before you can enter line items for goods and services you wish to requisition, you must provide some information about the requisition. (Figure 10) The REQUESTOR field automatically defaults to your Vantage UserID. The NAME field automatically defaults to the first and last name associated with your Vantage USERID. 15

16 The DECISION NOTIFICATION field is designed to send an to the requestor once the requisition has been approved or cancelled. Click the arrow to utilize the drop down box and select the decision notification of your choice. The RECEIPT NOTIFICATION field is used by the requestor to select who will be notified when the goods are received or services are completed. The BUY UNIT field must be populated for each requisition. Click the arrow to utilize the drop down box and choose the correct buy unit. The DOCUMENT CLASS is left blank. Reason for Purchase give as much detail as possible PO Comments any comment needed printed on the purchase order The FISCAL YEAR field defaults to the current fiscal year. (Figure 11) You are now ready to enter the items that will appear on purchase order requisition. Each requisition has an unlimited number of items that can be requested. Click on the Items tab The LINE field is automatically assigned by Vantage. The ITEM field should be left blank. Enter the Vendor ID in the VENDOR field. You must enter a valid vendor. If the vendor you wish to use is not a valid vendor, please Penny.Anderson@bakeru.edu. Your must include the Vendor Name and address. If you have a contact telephone number and address please include that information as well. You will receive an confirmation after the vendor has been added to Vantage. 16

17 To find the vendor id click inside the empty white box beside vendor then click on the eyeglasses. Click in the Search by: box for a drop down list and choose Vendor Name. Type the first letters of the vendor name and click on Begin Search. If the vendor you would like to choose is in the vendor file highlight the correct vendor and click OK. (See Figure 10) (Figure 12) The vendor ID and vendor name fields will automatically populate with the information from the vendor ID search. The DESC field is designed enter a brief description of the goods you are purchasing. Enter the quantity you wish to order in the QUANTITY field. Enter the price per unit in the PRICE field. The AMT field will automatically be calculated. The DR ACCT field is where the account number that will charged is entered. You may enter the account number or search for the account number if needed. To search for the account number you would like to charge click inside the empty white box beside DR acct to bring up the eyeglasses; click on the glasses. Click in the Search by: box for a drop down list and choose Organization Description. Enter the department name in the Search for field. Click the begin search button. Scroll up or down to find the correct account number. Highlight the correct account number and click OK. (See Figure 13) 17

18 (Figure 13) If the item is to be charge to a restricted account you must enter the restricted account number in the DR ACCT field. COST ACCT - You may enter the cost account number or search for the cost account number if needed. To search for a restricted account number click inside the empty white box to bring up the eyeglasses, click on the glasses; type T in the search for field and click Begin Search. Scroll down to find the correct account number and double click. (See Figure 12) (Figure 14) 18

19 Leave the TAX1/TAX2 field blank. The FRT field is used to apply shipping or delivery charges to the requisition. If there will be a freight or delivery charge associated with the purchase you must include the freight costs on the requisition request. Click in the FRT field and double click freight. Hit your TAB key and enter the estimated cost of freight. Hit your TAB key and enter the account number in the DR ACCT. Scroll over using the bottom scroll bar (located above freight field). Pay Unit should ALWAYS say 1. Buyer Click inside the empty white box to bring up the drop down arrow. Click on the arrow. This will bring up the list of buyers; double click on the appropriate buyer. PO Type click inside the empty white box to bring up the drop down arrow. Click the option that is most appropriate for your purchase. Location should default from your preferences. Scroll over just a little more. The REQUIRED DATE (See Figure 13) field defaults to the current date. However, a future date is required to be entered in order for purchase order status to reflect correctly on the PO Scoreboard. It is recommended the REQUIRED DATE field be set a minimum of 30 days from the date of entry. Shipping Date and ETA date can both be left blank. Scroll over a little more. The QUANTITY TOLERANCE (see Figure 13) field is used to enter the quantity of items you will accept if more are received then originally ordered. For example, the quantity request is 5 reams of letter head. The quantity tolerance has been set at 1. Therefore, up to 6 reams can be received on the purchase order. The PRICE TOLERANCE (see Figure 13) field is used to enter the excess dollar amount you are willing to pay if the shipment price is more than the purchase order indicated. For example, the dollar amount on the purchase order is $100.00; you can set the price tolerance at $ When the invoice arrives and the invoice is for $115 it can be paid due to the price tolerance being set to an extra $20. 19

20 (Figure 15) If you have more than one item on a purchase order simply click on the ADD button (at the bottom of the screen) to enter each additional item. The F9 key can be used to copy information from one line to another line within the same purchase requisition. After all items are entered for the requisition, click the green barrel with the yellow arrow to save. Your requisition has now been forwarded to the appropriate buyer for approval. OPEN PURCHASE ORDER An open purchase order can be used when you have a budgeted amount for materials and you don t know exactly how much the total cost will be. (i.e. lumber for a theatre set; costumes, etc.) OR for reoccurring monthly expenditures that vary based on usage. (i.e. billboard advertising; food, etc.) If you are unsure when an open purchase order would be appropriate contact the Business Office. To Check the Status of a Requisition: You may check the status of a requisition that has been entered in Vantage at anytime. The Requisitions by Requester report will show all requisitions entered by a specific requestor. The report will give the following information: requisition number, date the requisition was entered, the status of the requisition, comments entered by the requester, approver s name, action taken by each approver and any comments the approver entered regarding the requisition. 20

21 To run the Requisitions by Requester report: Click on; Purchasing Requisitions Reqs Requestor Click inside the empty white box next to Requester to bring up all requisitions for that requester OR you can tweak your search by just entering the requisition number beside Requisition and leaving the rest of the fields blank. Click on Report and it will bring up the requisition and show who has approved and if it has become a purchase order. The purchase order number will be listed if it has gone through the approval cycle. (Figure 16) 21

22 Document Approval 22

23 TO APPROVE A REQUISTION/EXPENSE REPORT Click on; Document Approval Document Approval again All requisitions and expense reports that are awaiting approval will show in your document approval folder. To exit this screen hit the trash barrel at the top of the screen. (Figure 17) If you wish to look at an expense report or requisition in more detail right click on the line in question and click Edit Document. This will pull up the original document entered. (See Figure 17) After you have reviewed it there are three options you must choose from to proceed. 23

24 (Figure 18) The first option is to approve the document in its original status. Click the APP box, then click the green barrel with the yellow arrow or press F12. (Figure 19) The second option is to cancel the expense report or requisition. Click the CAN box, then click the green barrel with the yellow arrow or press F12. 24

25 (Figure 20) The third option is to edit the original document. Once editing of the requisition has been completed click the green barrel with the yellow arrow or press F12. When editing a document please attach a note indicating the reason for editing the document. (Figure 21) To attach a note simply click on the PAPER icon. (See figure 18) The note will be attached to the document and will follow the document throughout the entire system. This information will be helpful to the requistioner and others that must approve the invoice as well. Once all updates and notes are complete hit the green barrel with the yellow arrow or press F12. 25

26 (Figure 22) The requisition/travel expense report is now approved. 26

27 SUBSTITUTE APPROVER 27

28 Substitute Approver When you are going to be out of the office you need to set a substitute approver in your absence. To do this click on the following; Document Approval Approver Substitutes Add Click inside the empty white box under Substitute approver to bring up the drop down arrow. This will bring up the list of approvers. Designate someone in your department to approve documents and click on their name. Type in the dates you will be absent and click on the green barrel with the yellow arrow or hit F12. If no substitute approver is designated, documents cannot be approved in your absence! 28

29 PURCHASE ORDERS 29

30 After the requisition is approved by the appropriate personnel the requisition will become a purchase order. To print a purchase order to fax to a vendor or to keep in your records simply click on the PURCHASING tab, click on the PURCHASE ORDERS folder and click on PO PRINT. Type in the purchase order number you would like to print. At the bottom of the page you will find and empty white box next to printed. Click inside the box just one time to bring up the grey arrow (you do not want a black check). Click ok. (Figure 23) After the PO is printed you must take the necessary steps to place the order with the vendor designated on the purchase order. Typically, you will either fax the purchase order or a purchase order to the vendor. You may be required to sign the purchase order as many vendors ask for a signature on any purchase order. TO RECEIVE GOODS ON A PURCHASE ORDER: When goods arrive, the receipt of goods must be entered in Vantage. The process of receipting goods received in Vantage is EXTREMELY IMPORTANT. An invoice cannot be paid until the goods have been received. Once the items have been received the status of the purchase order changes to closed and is eligible for payment. To receive the items in Vantage: Click on; Purchasing Receiving 30

31 PO Receivers The PURCHASE ORDER field is a required field. Enter the assigned purchase order number and click OK. Leave the bill of lading field blank. If you do not know the assigned purchase order number you will need to do a search to find the purchase order number. (See Figure 24) (Figure 24) To search for a purchase order number, click on the eyeglasses next to the PURCHASE ORDER field. The Search By field has many several different options that can be used to conduct a search. To change the search criteria in this field simply click in the field to access the drop down menu. Click in the Search By field to access the drop down menu. Select purchase order. Leave the Search For field blank. Click on the eyeglasses next to the vendor box. Make sure it says vendor name beside Search by. Type in the name of the vendor, then Click on Begin Search. This will bring up a list of vendors, highlight the one you are looking for and click on ok. Click on Begin search again. This will bring up a list of purchase orders for the vendor. Highlight the one you want to receive goods for and click on OK. (See Figure 25) 31

32 (Figure 25) The PURCHASE ORDER field has now been populated. Click OK. The Adding Receivers for PO: screen will now appear. The BUY VENDOR, VENDOR NAME, BUYER, etc. (all fields at the top of the screen) will automatically populate. Please do not make any changes at the top of the screen. Enter the quantity received in the RECEIVED field. Click the green barrel with the yellow arrow or hit F12. NOTE: Enter only the actual quantity received. If the quantity received is less than the quantity that was ordered please receive only what you have. When the remaining items are received you will process a separate receipt of goods for the remaining items. Receiving for an open purchase order Follow the same procedure as above but in this case you will receive the dollar amount of the invoice. 32

33 (Figure 26) TO CANCEL OUTSTANDING PURCHASE ORDERS: It is important to cancel outstanding purchase order in order to release the funds back to the line item that was debited when the purchase order was approved. There are two situations in which an end user would need to cancel a purchase order. The first situation would occur if the vendor is unable to fill the order. The second situation would be if the original quantity received is less than the quantity stated on the purchase order AND you are certain that the remainder of the order will not be filled. To cancel an outstanding purchase order: Click on; Purchasing Purchase Order PO Cancel Enter the purchase order number in the PURCHASE ORDER field and click the OK button. 33

34 (Figure 27) Enter the quantity you wish to cancel in the QTY CANCELLED field and click the green barrel with the yellow arrow or press F12. The purchase order is now cancelled and the funds have been released back to the budget line item associated with the purchase order. (See Figure 29) (Figure 28) ACCESSING PURCHASE ORDER INFORMATION: 34

35 The Purchase Order Scoreboard is a very valuable and flexible tool that all end users can access to obtain information about a purchase order in the system. To access the Purchase Order Scoreboard: Click on; Purchasing PO Scoreboard Click OK (Figure 29) The Purchase Order Scoreboard has many different fields that the end user may access to find information regarding the status of a purchase order. (See Figure 30) Simply click in any of the fields to access the drop down menu. You may search for purchase order information by populating one or more fields at any given time. The BUYER field accesses all buyers. Simply arrow down to the buyer that approved the purchase order and click the OK button. This search will provide all purchase orders associated with that particular buyer. The BUY VENDOR field can be used to narrow the search to a particular vendor. Enter the buy vendor name and click the OK button. This search will provide all purchase orders associated with that particular vendor. The DOCUMENT CLASS field is a blank field. The PO TYPE field will filter all purchase orders based on the following PO types: Goods, Services Received and Services Not Received. Typically, you will search on the Goods PO type. 35

36 Due to the broad search criteria used to execute this search it may be difficult to navigate the search results unless another field is populated as well. The APPROVED field will filter all purchase orders based on the following purchase order types: Unapproved and Approved, Approved or Unapproved. The STATUS field will filter all purchase orders based on the follow status types: Open and Closed, Open or Closed. While the Purchase Order Scoreboard can be utilized to search for purchase order information there are several other reports that are available to obtain information as well. All reports are located in the Purchase Order folder. Please explore the different types of reports offered. If you have questions or need assistance with any of the reports accessible to you please contact the Business Office. EDITING AN APPROVED PURCHASE ORDER: If an error is discovered after a requisition has been approved and assigned a purchase order number it is possible to change certain information on the purchase order. Please contact the Business Office to make these changes. 36

37 MONTHLY BUDGET REPORTS 37

38 Vantage has many reports that end users will find helpful. A few of the reports have already been covered in this training manual. There are many reports that have not. All end users will have different reporting needs. This section will cover the monthly expenditure report budget managers will use throughout the fiscal year. This report is real time and can be accessed at any time. THE MONTHLY EXPENDITURE REPORT Click on General Ledger Click on Custom Reports Click on Monthly Expenditures (Figure 30) The ORGANIZATION LEVEL field accesses the hierarchy in which the general ledger was designed. Access the drop down menu and select the LOCATION option. The ORGANIZATION field is the field where the budget you wish to access is entered. You may enter the organization number or utilize the drop down menu to access any budget in which you have security permissions to view. The LEDGER ACCOUNT field would be used the budget manager wanted to review a particular line item. The PERIOD field houses the 12 fiscal periods within Vantage. This field MUST be set to 12 in order to review the yearly departmental budget amounts. The BUDGET BALANCE NAME field defaults to BUDGET. 38

39 The LEDGER field defaults to BAKER. The FISCAL YEAR field defaults to the most recent fiscal year. (Figure 31) The following information is reflected on the Monthly Expenditure report. (See Figure 31) The report shows real time activity for each line item within a department. The YTD Budget column reflects the YTD budget amount. This column will report the budget for the number of months selected in the PERIOD field. This is why it is important to make certain the PERIOD field is set to 12. The YTD Committed column shows the dollar amount that has been expensed within each line item. The Period Actual column reflects the dollar amount expensed within the current fiscal period. The YTD Actual column shows the total dollar amount paid. The Available column reflects the current dollar amount available to spend. The calculation for this column is: YTD Budget YTD Committed YTD Actual = Available 39

40 To access the Monthly Expenditure report for a particular line item: Click on General Ledger Click on Custom Reports Click on Monthly Expenditures You may either enter the specific account number or search for the specific account number by clicking on the power search icon. Access the SEARCH BY field drop down box and choose Ledger Account. Access the SEARCH FOR field drop down box and click on the correct organization. Click the BEGIN SEARCH button. Highlight the correct account number and click the OK button. (Figure 32) As seen in Figure 32 the Monthly Expenditure report has been limited to the office supplies line item. 40

41 (Figure 33) To find out what expenses make up the total spent. You can look this up under Ledger Inquiry. This is found by clicking on; General Leger; Ledger Inquiry. Figure 34 Organization Level; Click on the drop down arrow and choose location Organization; enter the account number you want to look at Balance 1; Actual Balance 2; leave blank Period; the period you want to look at Ledger; Baker Fiscal year; current year Click ok 41

42 Figure 35 Right click on the ledger account; click on transactions. This will bring up all expenditures for this line item. To exit this menu, right click on any of the lines and click on organization. To Access Restricted Account Budget Reports: Click on General Ledger Costing Cost Reports Cost Inc Stmt No Bud The COST Id field must be populated with the costid associated with the restricted account you wish to view. If you do not know the CostID number simply access the drop menu that will display all CostIDs that you have access to. Simply double click on the appropriate CostID number. The AS OF DATE field simply sets the date you wish to view detail through. It is strongly suggested to set this date to the last day of the fiscal year. This will ensure you are reviewing ALL information regarding the specified restricted account. The STATUS field should be set to open. Figure 36 42

43 43

44 Agency accounts Click on; General Ledger Custom Reports GL Detail Multi Period Ledger Account: Enter the account number Period: Enter the entire fiscal year Balance: Actual Ledger: Baker Fiscal Year: use the arrow to access the drop down menu and click on the appropriate fiscal year. Click Report 44

45 MISCELLANEOUS HOW TO SECTION 45

46 HOW TO CHECK IF AN INVOICE HAS BEEN PAID: Click on Payables Vendor Inquiry (Figure 37) Click on the eyeglasses beside the empty white box at the top of the screen. The Search By field will be set to VENDOR NAME. Type in the name of the vendor beside search for Click on Begin Search Figure 38 46

47 This will bring up the list of vendors Highlight the vendor you want, then click OK This will take you back to the original screen. Click inside the empty white box beside the first question What is the status of invoice This will bring up the search glasses Click on the glasses Click on Begin Search (Figure 39) This will bring up all invoices paid to the vendor. Highlight the invoice you want to inquire Click OK Again this will take you back to the original screen Click on the question mark on the right hand side of the screen beside the question what is the status of Invoice 47

48 (Figure 40) The blue highlighted line will show the check number, check date (GL date) and the amount of the check. Reconciled date is the date the check cleared our bank. If an invoice does not show at all, that means accounts payable does not have a copy of the invoice and one should be sent to the Business Office. If you would like to look at a copy of the check; right click on the blue line. Click on check details. To exit and look for another invoice, right click again on the blue line and click on return to questions. Or you can hit the trash can at the top of the screen. To Copy Information from One Line to Another: If you need to copy any information from a field in the previous line of an expense report or requisition simply click in the appropriate field and press the F9 key. The F9 key will populate the blank field with the information stored in the previous line. 48

49 CONCLUSION Vantage is a powerful system that has the capability to streamline the fiscal accounting processes for Baker University. This manual covers the basics needed to begin using the Vantage system, please do not hesitate to call if questions or concerns arise. Please contact Darla Prather at Darla.Prather@Bakeru.edu should budgeting issues arise. Please contact Penny Anderson at Penny.Anderson@Bakeru.edu regarding any accounts payable vendor issues. 49