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Imaging and Workflow For Accounts Payable

Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

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The employee will receive an notification at 10:00 a.m. the following day telling them that they have invoices to approve or receive. This will have a link to go directly to the invoice waiting in their Workflow queue OR, they can go directly to the link

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Page 1: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Imaging and Workflow

For Accounts Payable

Page 2: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Accounts Payable gets Invoice in mail from vendor

AP Clerk scans invoice. AP Clerk routes image of invoice to appropriate person for

approval or for receiving in PeopleSoft

Page 3: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

• The employee will receive an email notification at 10:00 a.m. the following day telling them that they have invoices to approve or receive. This email will have a link to go directly to the invoice waiting in their Workflow queue

• OR, they can go directly to the link http://imageprodsvr:8080/webnow/

http://imageprodsvr:8080/webnow/
Page 4: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Sign-In Screen

Page 5: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Click on the Workflow Icon

Page 6: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Your work queue here Your invoices to approve

Page 7: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Click on the invoice to view.Invoice will appear in open window

Page 8: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Ways to approve

T (text) to insert a message such as Receipt # or Account/Project

And/Or your STAMP of approval – this will input “Approved by (your name)”

Page 9: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Let go of mouse and bring it down to where you want to put your STAMP

Click mouse again and approval will be on document!

Page 10: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Routing Invoice

Click on right arrow to route

forward

Choices: • Route for further approval• Route to Accounts Payable for

processing

Page 11: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Be sure to log-out when you are done!

You are holding a seat and you may prevent others from getting into the system.

Page 12: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Once approved, Invoices move to the AP Invoice Link Workflow queue

Page 13: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

AP Clerk enters invoice into PeopleSoft

Page 14: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Once invoice is entered into PeopleSoft and SAVED, the link key becomes available

Page 15: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Fields entered in PeopleSoft will populate applicable fields in Imaging System. These

are key “searching fields”

Page 16: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Searching Features

This is your new filing cabinet for all your invoices.

NO MORE PAPER!

Page 17: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Choose the Search Icon

Page 18: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Ways to Search: Simple SearchBy Vendor

Vendor ID ends with Vendor # (use five numbers)

Double click on line to open up copy of invoice

Page 19: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Search by ContentThis feature is OCR (Optical Character Recognition)

It will search all the documents for the word or number you input.

Content Search for:

Number of times “search” content is on invoice Vendor Name

Page 20: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Searched item will be highlighted on your invoice

Page 21: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Imaging and Workflow

For General Ledger

Page 22: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

Supporting documentation is sent to the Imaging Printer

Page 23: Imaging and Workflow For Accounts Payable. Accounts Payable gets Invoice in mail from vendor AP Clerk scans invoice. AP Clerk routes image of invoice

JE is entered into PeopleSoft and submitted for approval through PS

Workflow


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