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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Presentation transcript:

Imaging and Workflow For Accounts Payable

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

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

Sign-In Screen

Click on the Workflow Icon

Your work queue here Your invoices to approve

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

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)”

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!

Routing Invoice Click on right arrow to route forward Choices: Route for further approval Route to Accounts Payable for processing

Be sure to log-out when you are done! You are holding a seat and you may prevent others from getting into the system.

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

AP Clerk enters invoice into PeopleSoft

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

Fields entered in PeopleSoft will populate applicable fields in Imaging System. These are key “searching fields”

Searching Features This is your new filing cabinet for all your invoices. NO MORE PAPER!

Choose the Search Icon

Ways to Search: Simple Search By Vendor Vendor ID ends with Vendor # (use five numbers) Double click on line to open up copy of invoice

Search by Content This 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

Searched item will be highlighted on your invoice

Imaging and Workflow For General Ledger

Supporting documentation is sent to the Imaging Printer

JE is entered into PeopleSoft and submitted for approval through PS Workflow