GVSU Business & Finance Accounts Payable 2015 James H Zumberge Hall x12233 Julie DeVecht x12202 Cathie Richter x13021 Kathleen Loreth x18010 Brian Van Doeselaar x12287 ELECTRONIC INVOICE APPROVAL DOCUMENT RETRIEVAL SYSTEM http://www.onbase.gvsu.edu/appnet/login.aspx OnBase is a document management system that makes it possible to scan, store and retrieve documents. It also has features that facilitate automating business processes. By using a combination of email, Web and OnBase technology, we are able to eliminate the distribution of paper invoice copies and implement an electronic approval process. Note: All current purchasing and approval policies remain in effect; only the approval process is changing. Accounts Payable will notify departments via email as invoices are received and awaiting approval. 1. Each department has a appointed designated representative to act as the primary contact for invoice approvals. 2. Unit heads may request changes at any time by sending an email to Brian Van Doeselaar, Associate Controller. This option is available, for example, if designated representative will be absent due to vacation, etc. If you would like to see who has been given access to your department(s) please click on this link to see the list http://www.gvsu.edu/cms3/assets/b4b7b0e9-d28e-b5f0- E1B08291994E76F1/onbase/onbase_department_list_crosswalk.pdf 3. Accounts Payable will send an email (1 email per invoice) to the designated representative each time an invoice is received. 4. The email will contain a link to the scanned image of the invoice stored in OnBase. There are 2 ways that you can access your invoices for approval. 1. Click on the link received in your email message. This link will follow your default browser settings. If your default browser is not Internet Explorer then Onbase will not work properly. It is possible to copy the link and open Internet Explorer and paste the link into the url box of IE to follow the link manually. 2. Open Onbase by using the following link http://www.onbase.gvsu.edu/appnet/login.aspx Invoice Approval process as of 3/13/2015 Page 1
1) Instructions for following the email link to Onbase a) Click on the link indicated in the email Enter your network user name. Enter your password (initially = 12345678). b) Enter your network user name and Onbase password. Click on Login or press the enter key. Invoice Approval process as of 3/13/2015 Page 2
c) Single click anywhere on the screen to have a menu be displayed. Click on the Workflow option and then single click on the Open Workflow option d) Next double click on the link in the Work Folder to display the invoice. Upon viewing the invoice, choose one of the processing options outlined below. It may be necessary for several options to be exercised within a department before an invoice is returned to Accounts Payable. Invoice Approval process as of 3/13/2015 Page 3
Task buttons Printer, Add Note View Note, Zoom In, Zoom Out Image Control buttons 1. Assign FOAP, approve invoice and return it to Accounts Payable. Enter FOAP here Save Button a. Click on the Add FOAP task button. The screen will change and in the upper right corner of your screen you should see Add FOAP Data. b. Enter your Fund, Organization, Account and Program codes in the appropriate places and click the save button. If additional FOAPS are needed add the additional FOAP(s) and the dollar amounts to the FOAP note on the invoice. See example Invoice Approval process as of 3/13/2015 Page 4
c. Click the Approve task button.this automatically returns the invoice to Accounts Payable. 2. Assign FOAP and Push the invoice to someone else for approval. Enter FOAP here Save Button a. Click on the Add FOAP task button. The screen will change and in the upper right corner of your screen you should see Add FOAP Data. Invoice Approval process as of 3/13/2015 Page 5
b. Click on the Push task button to display an email form. Enter the recipient s internet email address in the TO: box. Enter your internet email address in the From: box. Select your department name by clicking on the drop down arrow to display the list of departments. If any of these three boxes are not completed correctly nobody will be able to view the invoice you asked them to view and or approve. Invoices may be pushed forward as many times as necessary before the final Approve icon is selected. c. Optional - Enter a subject that will be informative to the person you are sending the email to. d. Click the Send button. This will push an email to the person in the TO box. The invoice will move from the Invoice Approval queue to the Second Approval queue. 3. Push the invoice to someone else for FOAP assignment, invoice approval and return to Accounts Payable. a. Click on the Push task button to display an email form. Enter the recipient s internet email address in the TO: box. Enter your internet email Invoice Approval process as of 3/13/2015 Page 6
address in the From: box. Select the department name by clicking on the drop down arrow to display the list of departments and choose the department name of the recipient. If any of these three boxes are not completed correctly nobody will be able to view the invoice you asked them to view and or approve. Invoices may be pushed forward as many times as necessary before the final Approve icon is selected. b. Optional - Enter a subject that will be informative to the person you are sending the email to. c. Click the Send button. This will push an email to the person in the TO box. The invoice will move from the Invoice Approval queue to the Second Approval queue. 4. Invoice does not belong to my department. a. Click Add note icon. b. Choose the comment note. Enter information why it does not belong to your department. The note is saved automatically. c. Single click on the Not Ours task button. Invoice Approval process as of 3/13/2015 Page 7
5. Deny payment of the invoice and return it to Accounts Payable. a. Click Add note icon. b. Choose the comment note. Enter information why the invoice is being denied payment. The note is saved automatically. c. Click the Deny task button. The invoice will automatically be returned to Accounts Payable with your notes. 6. Change a FOAP previously assigned if invoice has not been approved. Type over any of the incorrect values to fix the FOAP Invoice Approval process as of 3/13/2015 Page 8
2. Instructions for signing directly into Onbase to review invoices for approval http://www.onbase.gvsu.edu/appnet/login.aspx Enter your network user name. Enter your password (initially = 12345678). a. Enter your user name it should be the same as your network id without the department container ex. Vandoesb b. Enter your password this is a separate password from your network password. You may reset it to match. If you forgot your password please call the help desk at 12101 to get it reset. Invoice Approval process as of 3/13/2015 Page 9
c. Click on drop down arrow in order to see the workflow option. Choose this option d. Click on the plus sign in front of AP Invoice Approval (A) this will display the Invoice Approval queue. Now click on Invoice Approval (B) (A) (B) e. If you received an email from your departmental contact the invoice that needs your attention will be found in the Second Approval Queue. Click on the line that says Second Approval and the AP-Email Eform list will be shown. Click on one of the Email Eforms and you will be able to view the invoice that needs your attention. Invoice Approval process as of 3/13/2015 Page 10
2) Press spacebar to activate the controls on this screen. 3) Double click on an item listed in the Documents: Invoice Approval window. The display will appear like the following picture. Invoice Approval process as of 3/13/2015 Page 11
4) Double Click the link that is displayed on the Life Cycle View window. The display will look like the following picture Upon viewing the invoice, choose one of the processing options outlined below. It may be necessary for several options to be exercised within a department before an invoice is returned to Accounts Payable. Invoice Approval process as of 3/13/2015 Page 12
1. Assign FOAP, approve invoice and return it to Accounts Payable. Enter FOAP here Save Button a. Click on the Add FOAP task button. The screen will change and in the upper right corner of your screen you should see Add FOAP Data. b. Enter your Fund, Organization, Account and Program codes in the appropriate places and click the save button. If additional FOAPS are needed add the additional FOAP(s) and the dollar amounts to the FOAP note on the invoice. See example c. Click the Approve task button.this automatically returns the invoice to Accounts Payable. Invoice Approval process as of 3/13/2015 Page 13
2. Assign FOAP and Push the invoice to someone else for approval. Enter FOAP here Save Button a. Click on the Add FOAP task button. The screen will change and in the upper right corner of your screen you should see Add FOAP Data. b. Click on the Push task button to display an email form. Enter the recipient s internet email address in the TO: box. Enter your internet email address in the From: box. Select your department name by clicking on the drop down arrow to display the list of departments. If any of these three boxes are not completed correctly nobody will be able to view the invoice you asked them to view and or approve. Invoices may be pushed forward as many times as necessary before the final Approve icon is selected. c. Optional - Enter a subject that will be informative to the person you are sending the email to. Invoice Approval process as of 3/13/2015 Page 14
d. Click the Send button. This will push an email to the person in the TO box. The invoice will move from the Invoice Approval queue to the Second Approval queue. 3. Push the invoice to someone else for FOAP assignment, invoice approval and return to Accounts Payable. a. Click on the Push task button to display an email form. Enter the recipient s internet email address in the TO: box. Enter your internet email address in the From: box. Select the department name by clicking on the drop down arrow to display the list of departments and choose the department name of the recipient. If any of these three boxes are not completed correctly nobody will be able to view the invoice you asked them to view and or approve. Invoices may be pushed forward as many times as necessary before the final Approve icon is selected. b. Optional - Enter a subject that will be informative to the person you are sending the email to. c. Click the Send button. This will push an email to the person in the TO box. The invoice will move from the Invoice Approval queue to the Second Approval queue. Invoice Approval process as of 3/13/2015 Page 15
4. Invoice does not belong to my department. a. Click Add note icon. b. Choose the comment note. Enter information why it does not belong to your department. The note is saved automatically. c. Single click on the Not Ours task button. 5. Deny payment of the invoice and return it to Accounts Payable. a. Click Add note icon. b. Choose the comment note. Enter information why the invoice is being denied payment. The note is saved automatically. Invoice Approval process as of 3/13/2015 Page 16
c. Click the Deny task button. The invoice will automatically be returned to Accounts Payable with your notes. 6. Change a FOAP previously assigned if invoice has not been approved. Type over any of the incorrect values to fix the FOAP Invoice Approval process as of 3/13/2015 Page 17
Document Retrieval GENERAL NOTES 1. The most common document type to retrieve is AP-Invoice Select Business & Finance from drop down Click on the Document Type AP-Invoice Vendor Number is the same as the GNumber When searching with a name remember that it requires an exact match. To help with the search use the wildcard *. Example *Grand Rap* You can use any of the keywords to search for a document. The more keywords you enter the smaller the results will be To execute the search either click on the binoculars icon or hit the enter key. Invoice Approval process as of 3/13/2015 Page 18
2. Remember that if you right click on an image you will be able to display a menu of options to work with the image. It also includes the option to view the history of the document. This displays the user names of everybody who has viewed the image or made any changes to the document. If you select the workflow tab in the history view it will show you where the document is in the process of payment. If the list of queues includes in entry of waiting for check the invoice has been entered into banner and you should be able to see the transaction in your budget print outs. 3. If you double click on an image the program will display a list of documents that are related to the invoice you are viewing. If the invoice has been paid you will be able to see a copy of the check or direct deposit stub that was sent to the name on the check. If the invoice was paid against a purchase order, you will be able view the purchase order and all of the attachments that were part of the purchase order. 4. In order to use the FOAP s in the keyword field for document retrieval you need to scroll down the list of keywords until you see the word Fund and click the arrow in front of the word. This will expand the list to show the fund, organization, account and program fields. Enter as much as you wish to search by your FOAPS and then pick from the list of documents found processed under that FOAP or part of the FOAP. Invoice Approval process as of 3/13/2015 Page 19
APPENDIX Using Image View Control Base 1. Disk icon: save image to a file allows you to attach the saved file to an email 2. Printer icon: print image at destination selected from drop down menu 3. Yellow folder with star icon: allows user to add note to image 4. Yellow folder with corner turned down icon: view notes on image 5. Double arrow-left: go to first page of multi-page document 6. Single arrow-left: go to previous page 7. Single arrow-right: go to next page 8. Double arrow-right: go to last page of multi-page document 9. Plus sign: increase image size (zoom in) 10. Minus sign: decrease image size (zoom out) 11. Drop down menu: options for how document appears in window 12. Equal sign: document appears as actual size 13. Arrows pointing left and right: document width fits in window 14. Four arrows: entire document appears in window 15. Arrow left: rotate document to the left 16. Arrow right: rotate document to the right 17. Star: options (do not use) Invoice Approval process as of 3/13/2015 Page 20
KEYWORDS FORMAT - EXAMPLES KEYWORDS FORMAT - NOTES WILDCARD = *. Can be used anywhere within a field. Do not use INVOICE TYPE or FISCAL YEAR fields. DO NOT USE 0708 G00021086 INTERUR* 067159 05/31/2007 INVOICE NUMBER is the vendor s invoice number, not GVSU invoice number. VENDOR NAME may start with the or contain other articles. Easiest way to search is to use wildcard. (For example, to search for Brian Van Doeselaar, use *Brian V*.) To search for all Travel & Expense documents related to a certain vendor/person, enter TR* in INVOICE NUMBER field. CHECK NUMBER will start with A for payment by check and with an explanation point (!) for direct deposit. 173593.00 P0012242 Banner Doc Reference I0094578 Invoice Approval process as of 3/13/2015 Page 21
Password Reset Instructions View A View B View C In order to change your password, please complete the following steps. 1. Click on the drop down arrow before the question mark. Choose the User option See view A 2. Choose the Password option from the User menu. See View B 3. Choose the Password option and enter your old password and enter a new password. Please reenter the new password and click the save button. See View C If you need help with resetting your password please call the GVSU computer help desk at 331-2101 or you can call or email Kathleen Loreth at 331-8010 or lorethk@gvsu.edu or Brian Van Doeselaar at 331-2287 or vandoesb@gvsu.edu. The help desk will be your quickest way to get a password reset. Invoice Approval process as of 3/13/2015 Page 22