ESP Tip & Technique 2015 AP Workflow Frequently Asked Questions

Transcription

1 THE AUSTRALIAN NATIONAL UNIVERSITY F&BS Business Solutions ESP Tip & Technique 2015 AP Workflow Frequently Asked Questions For further information see documentation on the following page: Contents FAQ s Frequently Asked Questions... 3 Purchase Orders... 3 What if the PO exists but no Receipt?... 3 Correcting PO/Receipt Data... 4 Example of Modifying PO Quantities/Amounts... 4 Example of Adding Freight/Other charges to a PO Scanned Invoice... 4 How do I use the Validate Data Function... 5 How do I deal with this Purchase Order invoice?... 5 Purchase Order Currency Different to Supplier Currency... 5 Tolerances for Purchase Order Invoices... 6 Entering Purchase Order/Receipt Information during the WorkFlow... 7 Why I Can t Find a Receipt for this Purchase Order?... 7 How do I get more information on a PO invoice when there is only one step?... 8 PO Search Line Currency does not match Invoice Currency... 8 Collaborative s... 9 I have just approved by Collaborative , but now I just received it back again Why?... 9 Accessing the Collaborative Form... 9 Responding to the Collaborative Form... 9 If you cannot update the approval in the collaborative Miscellaneous FAQs What if I am going on leave? What if I am getting too many notification s? What if the Scanned Invoice does not belong to me? How can I find what is waiting for my approval? How do I change the configuration of the team I am in? What if I can t read the Scanned Invoice? What team do I assign the Scanned Invoice to? How do I insert an extra approver? Page 1 of 23

2 What if I don t need 5 approval steps? When should I Deny a Scanned Invoice? How do I easily navigate to other areas in ES Financials? How do I target a certain individual? Why is this Scanned Invoice going out to multiple approvers? Why am I getting this invoice when it has nothing to do with me? How do I get the Scanned Invoice PDF to open in a new window? Recycled Vouchers What the? Why can t I add an attachment to the workflow? When should I Restart the Workflow? I m a Step One (Admin Initial Review) Approver What is My Job? I m a Step Two (Business Contact) Approver What is My Job? I m a Step Three (Financial Delegate) Approver What is My Job? I m a Step Four/Five (Admin Final / Finance Review) Approver What is My Job? How do I change the Approver(s) on a Pending Step? The Supplier is Sending me a Revised Invoice which will have the Same Invoice Number I have been added to a team, but am not eligible to approve a step What s the Difference Between Inserting an Additional Approver and an Additional Reviewer? What is this Whole Start a New Path Caper all about? Can I just Scan an Invoice and it to F&BS for processing? Available Reports Available Inquiries Where can I find more information? Page 2 of 23

3 FAQ s Frequently Asked Questions Purchase Orders What if the PO exists but no Receipt? You should try to identify who the goods were delivered to and contact them to request that a receipt is raised. For clarity of information please use the workflow status comments to update who you have contacted and what you are waiting for so that others know what has happened and can follow up if necessary. You can update these even if you are keeping them in your approval queue by using the Add Comments button. If you wish to differentiate any items in your queue that may be on hold, update the Scan OK field to Hold do not process yet the search results in scanned invoice workflow;. You will then be able to see this value in OR from Scan Pending Approvals: Then, once the receipt is added, you can repeat the PO Search and choose the receipted lines you require for this invoice. Page 3 of 23

4 Correcting PO/Receipt Data There are times when the Quantities/Unit Prices/Amounts on the PO/PO Receipt are different from what is to be paid on this invoice. If this is the case then you need to consider the following Is the variation in accordance with your agreements with the Supplier (e.g. contracts etc.)? Does the price variation result in the need for additional financial delegation approvals? Does a change order need to be raised? Someone will need to override the information defaulted in from the Purchase Order and modify as necessary. This may result in a match exception which will need to be overridden once matching runs over the voucher. Example of Modifying PO Quantities/Amounts If Invoice has: Search for receipt returns: Then update the Quantity and Unit Price fields to match that on the invoice (please remember that unit prices are GST exclusive). So in this case: - Update Quantities Update Unit Prices (excluding GST) (in this case not needed) Press Calculate push button (will update merchandise amount and the Invoice Line discrepancy amounts if balanced will be 0.00) Once you have done this press the Validate Data push button to confirm all details are correct. You may receive errors or warnings alerting you of any issues. Example of Adding Freight/Other charges to a PO Scanned Invoice If you have been billed for miscellaneous items that are not on the PO you will need to add an extra line to the scanned invoice. Go to the Invoice Lines tab. In the example below there is a Line Discrepancy amount of $1.00. Looking at the invoice this is a freight charge. Add an extra line with the symbol. Page 4 of 23

5 Enter the line details (Description, amount, Fund, Dept, Proj (if needed)). Hit Calculate and save. Line Discrepancy Amount should now be zero. How do I use the Validate Data Function In steps 1 to 4 the button checks GST, Line/header balance and chartfields. As the PO information is copied in you should be checking that the invoice balances (check the line discrepancy amount). Also using the Validate Data push button function will alert you to any issues that will be encountered when trying to create the voucher, so it is better to check earlier in the process. The button recalculates GST Exclusive (header) amount, line amounts and Line Discepancy amount. It is good practice to press calculate after adding/deleting lines. Final validation in step 5 checks that description and account have been entered as well as the previously mentioned checks. Validation is automatically carried out on step 4 and 5 approval without the user having to press the validate button. How do I deal with this Purchase Order invoice? When setting up your team structure, you can specify that a certain team is the default PO Team for that Business Unit. Now, whenever a Purchase Order/receipt number is entered in the workflow, the system will ask if you would like to change to the Purchase Order team. This is because a Purchase Order has already been preapproved and the delegate does not need to approve again. The Purchase Order team is typically made up of Purchasing staff and the appropriate Finance staff for reviewing and creating the voucher in the later steps. Tolerances have been built in to the system and if the scanned invoice passes these tolerances ($50/10%) it will skip the first 4 steps and arrive at step 5 ready for finance review and voucher creation. The Purchase Order team would only need to get involved if the invoice failed the tolerances, couldn t find the specified PO/receipt or if no receipt had been entered. Purchase Order Currency Different to Supplier Currency If the Purchase Order currency is different to the Supplier currency, the currency from the Purchase Order is transferred across to the scanned invoice workflow. This can sometimes cause an issue where the payment currency is mismatched. When you try to action the invoice an error similar to this will occur: Page 5 of 23

6 You will need to change either the invoice header currency, or the PO line currency as in the screenshot below. If you change the invoice header currency, you may need to change the payment currency on the payments tab, as it will have defaulted to the Supplier currency and the following message will be displayed. Make sure you take note of the payment currency so that you pay the Supplier the correct amount in the correct currency. Tolerances for Purchase Order Invoices The tolerances for a Purchase Order invoice to skip straight to Finance Review (step 5) are $50 or 10% at both the header and line level. If an invoice is within these tolerances (when compared to the Purchase Order/Receipt) then on submission to workflow or on a restart, the invoice will skip straight to step 5. Page 6 of 23

7 Note: If a Purchase Order/Receipt is entered sometime during the workflow, tolerances are only checked if the process is restarted. If the invoice is outside of these tolerances then it will need to go through the 5 Purchase Order workflow steps, including a Financial Delegate step. Entering Purchase Order/Receipt Information during the WorkFlow While in the workflow, if you realise that a scanned invoice actually belongs to a Purchase Order, then you should go to the PO Search Tab, enter any identifying information you have (Purchase Order Number, Supplier ID etc.) and click search. If any Purchase Order lines for your search criteria have been receipted, then they will be returned in the results: Select the lines you want and click. If the Purchase Order line(s)/invoice amounts are within tolerances, then the workflow can skip straight to step 5 for the Finance Review. To do this you should press the restart button. Note: comments are mandatory when restarting. The reason for restarting is the tolerances are only checked when the invoice is first submitted to workflow, or when the workflow is restarted. Why I Can t Find a Receipt for this Purchase Order? The most likely answer is because there isn t one. Another reason could be that the Purchase Order is complete, not dispatched or not Budget Checked. The PO line could be closed or already vouchered. Any of these reasons will not allow a receipted PO line to be picked up on a voucher or in the scanned invoice workflow. The easiest way to assess this is to look at the Activity Summary for the Purchase Order. There is a link to the Activity summary on the PO Search Tab: Page 7 of 23

8 The Activity summary shows all PO, Receipt, Invoice and Matching activity for the selected Purchase Order. How do I get more information on a PO invoice when there is only one step? If a PO invoice has skipped straight to step 5 and you need more information you can t pushback as there is only one step. The solution is to insert an ad-hoc approver after your step to obtain the information you need from that person. Then insert yourself after this again to ensure that the scanned invoice comes back to you and you can update and create the voucher. PO Search Line Currency does not match Invoice Currency This message will appear if you fetch PO/Receipt lines that are in a currency other than that of the scanned invoice header currency. You will receive one of these messages for each line that has a different currency to the invoice you are working on. Selecting these PO lines means you will have to change currency, either in the scanned invoice header or at the line level. Page 8 of 23

9 Collaborative s I have just approved by Collaborative , but now I just received it back again Why? If you have approved a step by Collaborative there are a few situations where you may see the invoice again: If you are a Business Contact and a Financial Delegate (Step 2 and Step 3) but didn t specify a Financial Delegate before approving step 2, then you will receive another Collaborative for the step 3 (Financial Delegate approval). Ensuring you select yourself as a Financial Delegate will mean that step 3 will auto approve and you will not receive another Collaborative for this invoice. The approver that is next in line may have pushed back the scanned invoice to you. There will be comments left at the top of the collaborative that you should take note of. Accessing the Collaborative Form Clients may display the content in different ways. You may need to view the differently in order to get the Form in a state where you can enter data and have the Submit button enabled. These should be attempted with the following preferences. 1. Directly in - If the client supports viewing the directly in the then the input fields/drop down lists/pushbuttons are enabled. They can interact directly with the and respond. This works in the following clients: Thunderbird, Microsoft Office 2003 (not 2007 or 2010), iphone Mail, Apple Mail 2. View message in browser/unblock content - If the client has a message about the content not being able to display properly then can use the option to display in a browser or show hidden content and update from there Microsoft Office Using the HTML form. If their client does not allow any of these options or is having issues submitting using the other options then they will need to Open the ApprovalForm.html attachment, edit it in the browser and submit from there. Please note that when using this HTML form option then please do not use special characters such as & # and * in the comments or other input fields. Doing so will cause an error. After pressing submit, an will be created in your default client containing a string of encrypted characters you now just need to press send on this . Responding to the Collaborative Form Click - depending on your client you may need press 'send' for the drafted , or accept messages about allowing mail to be sent on your behalf. This will send from your default client. Page 9 of 23

10 If you cannot update the approval in the collaborative There are certain things that the collaborative form will NOT be able to do. Add additional attachments Search for Purchase Order/Receipt information Provide ability to split the invoice to further lines than is available in the Validation of data entered - it does not allow you to search for valid values for GL codes, so please take care to enter appropriate values Reassign the current workflow step to a different user. Insert an adhoc approver. In this circumstance you have the following options Update/Approve the transaction online. Push back to the previous approver and provide comments providing the details of what you want changed. Please note that pushing a transaction back will mean that once they fix the data it will come back to you directly (not to the group of approvers) Update the comments with what you need changed and approve the step allowing the future approver/administrator to update the data for you. Or use the hyperlink provided in the to log onto the system and update the transaction yourself. You will need to log onto ES Financials using your ES password. Page 10 of 23

11 Miscellaneous FAQs What if I am going on leave? If you have a planned absence you are able to nominate another staff member to redirect all your AP Workflow approvals to while you are away. Navigation: Main Menu > My System Profile In the Alternate User section you can nominate an alternate user and the date range of your absence. All approvals routed to you and approved by you will show with the following description in the AP Workflow: User UFSTRN04 has nominated UFSTRN09 to carry out their approvals in their absence. What if I am getting too many notification s? Users have the option of having an notification whenever they are pending on an approval step (Note: this is different to the Collaborative users receiving notification s must still log on to action the approval). You can turn this option on/off in the My System profile section. Navigation: Main Menu > My System Profile In the Workflow attributes section you have the option to turn notification on or off. What if the Scanned Invoice does not belong to me? If you are on an approval step and you don t think the invoice belongs to you, you can redirect the invoice through the following methods: Reassign you can reassign your approval step to anyone in a team for the Business Unit. Enter the Reassign From user ID and the Reassign To user ID and click Reassign. Change Team If the scanned invoice does not belong to your team you can select the appropriate team from the Area/Team search. After saving, the team will be change for all future steps but the pending step will not have changed. To change the pending step to the new team as well you will have to (1) Change the Team, (2) Click restart to restart the workflow in the new team. Alternatively you could reassign the pending step. Page 11 of 23

12 Change Business Unit If the scanned invoice has been assigned to the wrong Business Unit you can change the Business Unit and save the page. The Area/Team will change to the default team for the new Business Unit. After saving, the team will be change for all future steps but the pending step will not have changed. To change the pending step to the new Business Unit/team as well, you will have to (1) Change the Business Unit, (2) Click restart to restart the workflow in the new Business Unit/team. What if I have no idea who the invoice belongs to? If you cannot identify who the invoice belongs to at all then you should Deny the scanned invoice (placing appropriate comments). F&BS Financial Shared Services will be monitoring scanned invoices that have been denied. This will alert them that this invoice needs to be assigned to a new area. How can I find what is waiting for my approval? This will vary depending on what type of user you are. If you log into the system then use the following method: Scan Pending Approvals in ES Financials this section provides a list of transactions currently eligible for your approval. Navigation: Accounts Payable > Vouchers > Scanned Invoices > Scan Pending Approvals This page defaults your user ID and therefore shows all your pending approvals. Removing this Approval User ID and entering a Business Unit or Area/Team will show all pending approvals for the Business Unit/Team. - You may have received an , depending on your security settings. Standard Notification s will provide summary information and the link. Collaborative s will provide more detailed information and allow you to update and approve transactions from the without logging in to ES Financials directly. Reminder s if something has been waiting for your approval for 2 or 5 days then you will receive a reminder in the standard format. Scanned Invoice Workflow in ES Financials has the detailed transactions and is where you can update and approve these transactions. Navigation: Accounts Payable > Vouchers > Scanned Invoices > Scanned Invoice Workflow Page 12 of 23

13 Tick the Pending user approval checkbox and enter your Uni ID in the Approval User id field and click search. All your pending approvals are returned in the search results. Worklist The worklist in ES Financials provides a link to all tasks in Financials regardless of whether they are related to Scanned Invoices. This may include voucher approvals or Travel & Expense approvals. You must have the worklist option checked in Main Menu > My System Profile Navigation: The worklist link appears in the top right of the page. All your pending approvals are shown in the worklist and can be accessed via the link. How do I change the configuration of the team I am in? Each area will have a nominated Team Administrator, who will be responsible for keeping the teams in their area up to date. Staff movements and re-arrangements need to be actioned by this administrator. F&BS BSO will help with the initial set-up of teams, but ongoing maintenance will be the responsibility of the areas own Team Administrator. What if I can t read the Scanned Invoice? If the scanned invoice is of bad quality or is missing pages you can contact F&BS Shared Services on or via on Financial.Shared.Services@anu.edu.au. They will then be able to rescan or add the missing pages to the existing Scanned Invoice. What team do I assign the Scanned Invoice to? This will depend on how your Business Unit has configured its teams. Through experience it has been found that separating your organisation down to sections or down to departmental level is usually the most logical way of setting up your team structure. Important additions to this are the Purchasing Team and the Finance Team. The role of the Purchasing team is to deal with any scanned invoices that relate to Purchase Orders that have been Page 13 of 23

14 raised in ES Financials. Usually the Purchasing team would need to deal with scanned invoices that have not been receipted or that have a discrepancy that is outside the ANU tolerances, which are $50 or 10%. The role of the Finance team is to deal with any scanned invoices that the Finance team currently deal with. These could be pre-approved invoices that do not need to be re-routed to the delegate again or scanned invoices for contractual grant funding etc. How do I insert an extra approver? You are able to insert another extra approver into the workflow at any time. For example, if you wanted your School Manager to approve a transaction along with all the existing approvers in the other approval steps. In the example above you would click on the to insert an additional approver or reviewer. You must then press save to commit the extra approver. If you do not press save the extra approver will not be added. This results in the inserted approver being added to the workflow as below. If you then wanted the scanned invoice back to you (and you were not in any of the future steps) you could insert another approver and select yourself. Inserting an ad-hoc reviewer has the effect that the reviewing user gets a notification that the transaction has occurred but has no action to take. They do not have to approve anything for the workflow to continue on. What if I don t need 5 approval steps? If a user is configured in a team in consecutive steps, when a step is approved the next step will be auto approved. In this way the number of approval steps can be decreased. In the example below the Business Contact user approved step 2 and because they were configured as an Admin Final Review, step 3 was auto approved. Business Contact (step 2) and Financial Delegate (step 3) need to be specifically selected for auto approval to take place on these steps. Page 14 of 23

15 When should I Deny a Scanned Invoice? A scanned invoice should only be denied in a few circumstances. If you never intend on paying the invoice it should be denied with appropriate comments entered to enable Financial Operations staff to ascertain if the scanned invoice should be cancelled from the system. If you need to change the Business Unit then the scanned invoice will have to be denied. The Business Unit can then be changed and the process restarted in the new Business Unit. If the scanned invoice is not for you or your team, instead of denying you should reassign or change the team. If you have no idea who the invoice is for, then you should deny, delete the business unit and save the page. The scanned invoice will go to Incomplete status and will be picked up by F&BS staff. How do I easily navigate to other areas in ES Financials? There are many links to other areas in ES Financials in the Scanned Invoice Workflow, you just need to know where to look. These links make it easier to navigate and enable you to be more productive. Scanned Invoice Workflow Navigation: Accounts Payable > Vouchers > Scanned Invoices > Scanned Invoice Workflow AP Workflow Summary Tab Voucher Links: Voucher Entry Voucher Approval Page 15 of 23

16 Invoice Lines Tab PO Search Tab Page 16 of 23

17 Scan Pending Approvals Navigation: Accounts Payable > Vouchers > Scanned Invoices > Scan Pending Approvals How do I target a certain individual? Users in steps 2 and 3 (Business Contact and Financial Delegate) can be specified in the Workflow Summary page (Note: the step cannot already be pending otherwise changing the Business Contact or Financial Delegate will have no effect a pending step is locked). It is best practice to select a Business Contact. Selection of a Financial Delegate is mandatory before step 2 can be approved. Collaborative users can also specify a Financial Delegate in their . Why is this Scanned Invoice going out to multiple approvers? If a Business Contact has not been explicitly identified then all users that have been defined for that step will be available for that steps approval. The multiple approvers can be seen by clicking the Multiple Approvers link. Steps 1, 4 & 5 are usually looked after by teams regardless. Page 17 of 23

18 Why am I getting this invoice when it has nothing to do with me? Users in Steps 1 & 2 should be trying to allocate the scanned invoice to a particular Business Contact and Financial Delegate. If there are multiple approvers for that step, and a specific individual has not been selected then all approvers will be eligible to approve the invoice, even if it has nothing to do with them. It is best practice for step one users to allocate Business Contact at least (and a Financial Delegate if they know). Step two users should be entering a Financial Delegate if one has not yet been selected. How do I get the Scanned Invoice PDF to open in a new window? If you would like the scanned invoice to appear in a new window and not a new tab you can change your browser options. Mozilla Firefox Go to Tools > Options and select the General tab ensure that Open new windows in a new tab instead is off. Note that this setting applies to all of your browsing. Also, in Firefox, Google Chrome and Internet Explorer, you are able to grab the tab at the top of the screen and drag it across to another monitor to enable you to see both the invoice and the workflow screens. Internet Explorer Go to Tools > Internet Options. On the General Tab in the tabs section click Settings. Make sure the Always open pop-ups in a new window is selected. Note that this setting applies to all of your browsing. Page 18 of 23

19 Recycled Vouchers What the? Occasionally there may be instances where a voucher ends up in a recycled status. The user must then go to voucher regular entry and correct any errors that have stopped the voucher being in a postable status. Once the voucher issues have been resolved the voucher status will change from Recycled to Postable Why can t I add an attachment to the workflow? If the Scanned Invoice has a status of AP, that is, it has had a voucher created in Accounts Payable or has a status of Cancelled, you can no longer add attachments in the workflow. If you need to add attachments this can still be done in the Voucher Regular Entry page for a scan with a status of AP (Accounts Payable > Vouchers > Add/Update > Regular Entry). When should I Restart the Workflow? You should restart the workflow: If you have added any Purchase Order lines during the workflow and the invoice is within tolerances. If you ever see a Skipped step. This means the workflow could not find any approvers for this step. This should not happen, but if you do see this you should consciously select a Business Contact (step 2) or Financial Delegate (Step 3) and restart the workflow. If the previous approvals were done in error you can restart the workflow over from step 1 Any other time you want to start again from step 1. Page 19 of 23

20 I m a Step One (Admin Initial Review) Approver What is My Job? Check that the invoice has been assigned to the correct Business Unit and Team. They should identify the Business Contact (Invoice contact) who should be aware of the purchase and whether goods/services have been appropriately received, they should choose that user ID. If they also know the Financial Delegate that can be chosen here also. Check that any Purchase Order details have been appropriately identified. They can search for any Purchase Orders for the Supplier, by Purchase Order number, Receipt number or description. If Purchase Order information is added here and is within tolerances (matches the invoice), then the step 1 user should restart the workflow process. This makes the system recalculate the Purchase Order/Receipt/Invoice tolerances. If the invoice is within tolerances then it will skip straight to step 5 Finance Review. If it outside the tolerances, then the workflow will become a 5 step process as the delegate needs to approve the price difference. Approve the step (can optionally enter any workflow comments if you have specific instructions for the next approver). I m a Step Two (Business Contact) Approver What is My Job? The scanned invoice will go to the Business Contact identified on the transaction (however if no business contact was chosen it will go to all Business Contacts identified for that team the exception is that Collaborative users are excluded unless specifically chosen as a Business Contact or Financial Delegate). The user should set the Scan OK field to OK Goods/Services Received to validate that it is OK to pay due to goods/services being received. Other options such as Hold, Dispute etc can be used to identify an issue with the invoice. Leaving comments is advised when these are selected. Ensure that the Financial Delegate has been selected. Selecting a Financial Delegate is mandatory by this stage of the workflow. If the Business Contact is also the Financial Delegate then selecting this field before approving will result in step 3 being auto approved. Enter any other details that they know about the transaction (such as GL codes, Description) Approve the step I m a Step Three (Financial Delegate) Approver What is My Job? The Scanned Invoice will go to the Financial Delegate identified on the transaction in the previous steps. They will review the scan and update any missing details as appropriate Determine if it can be approved under their delegation, and approve the step I m a Step Four/Five (Admin Final / Finance Review) Approver What is My Job? The Scanned Invoice will go to anyone in the team who has been identified as an Admin Final/Finance Reviewer. Ensure all details are updated correctly Check that correct financial delegate has approved Check the details entered, ensure correct GL description and account are entered If it relates to a PO then check the unit price/quantities to ensure it matches what is on the invoice. Check/update the Payment details (payment method, payment message etc.) in the Payments tab. If it is EFT check the Bank Account Number, if the supplier needs any message in the remittance advice (apart from the invoice number) then enter it in the Payment Message. Telegraphic Transfer details for foreign Suppliers are held against the Supplier record. If these are not populating then contact vendor.maintenance@anu.edu.au Press the Validate Data push button which basically checks that data is valid (e.g. GL combinations are correct etc.) Once there are no errors on validation then Approve the step This changes the status of the Scanned Invoice to Completed and the voucher will be automatically created. If the invoice fails any validation then you will need to correct the errors and press the Confirm/Create button to build the voucher. You will receive a message telling you whether it has been successfully created. The status of the invoice will now be AP. If there are errors and the Voucher is Recycled then you will need to correct the errors as appropriate on the Voucher Regular Entry page so that the voucher status changes from Recycle to Postable. Page 20 of 23

21 How do I change the Approver(s) on a Pending Step? When a step becomes pending the Approvers within that step are frozen. Adding new members to that step in the Team Maintenance will not update any pending steps (only Not Routed steps). To change an approver on a pending step you can: Restart the workflow (note the workflow will begin again at step 1) Reassign one of the approvers in the pending step to another user you are able to assign to any users that are in any of the teams associated with the Business Unit of the Scanned Invoice. The Supplier is Sending me a Revised Invoice which will have the Same Invoice Number. You will need to deny the invoice you do not want to pay and put comments in the workflow comments. F&BS will then cancel the original invoice out of the workflow. So, you would need to deny it, and in your comments spell out that the Supplier is sending a revised invoice and that this one will need to be cancelled so a duplicate is not detected. The invoice that you deny will need to be in a cancelled status for the new invoice not to be picked up as a duplicate. Only F&BS shared services can cancel an invoice. I have been added to a team, but am not eligible to approve a step. This would be because the pending steps are not dynamically updated when a team changes. All future (Not Routed) steps are updated, just not the pending step. If you would like to have the pending step updated as well you can either re-assign or, if the workflow is restarted then all steps will be updated to the new team configuration. What s the Difference Between Inserting an Additional Approver and an Additional Reviewer? Inserting an additional approver means that this person must approve the inserted step for the invoice to continue through workflow (either by logging on or via a Collaborative ). Inserting an additional reviewer on the other hand does not stop the workflow at the review step awaiting any user actions. A reviewer will receive a notification that an invoice has been flagged for their review and it will include a link to the workflow. What is this Whole Start a New Path Caper all about? Starting a new path allows another separate thread of approval to be initiated while the other approval path is still in workflow. The two paths can be approved simultaneously but act exclusively. To enable a voucher to be created all approval paths must be complete. This allows approval paths to go to completion without having to wait for approvals in the other path to move forward. Page 21 of 23

22 Can I just Scan an Invoice and it to F&BS for processing? Yes, this is now the preferred (and quickest) method of getting invoices into the Accounts Payable Workflow. When you scan and invoices to invoice.workflow@anu.edu.au then could you please use the following settings on your scanner: Highest available resolution One invoice per Available Reports Voucher Reports Voucher reports can be found by navigating to: Accounts Payable > Reports > Vouchers Voucher Download This is a generalised download of voucher details that can be used for adhoc reporting. Unapproved Vouchers This Report can be used to identify any vouchers within the Business Unit that have an Approval Status of Pending or Denied up to the date selected on the submission page. The order of the report is by descending voucher number. Approved Vouchers This Report is a list of all vouchers for a Business Unit range approved with a voucher amount greater than the amount entered on the submission page. nvision Report Book There is a report available to run through the nvision control centre report book. Use the Report ID od AP_WFLOW and Business Unit ANUGL. The report provides a pivot table of pending invoices and an aging profile. You can drill down to each transaction to see where in the workflow it is. Available Inquiries Voucher Inquiries Voucher inquiries can be found by navigating to: Accounts Payable > Review Accounts Payable Info > Vouchers Voucher Inquiry This Inquiry allows you to review detailed voucher information. New features include: additional search fields, sort options (you are able to re-sort information once retrieved by clicking on column headings) The voucher inquiry now returns a lot more information, including paid amounts, VAT amount, unpaid amount, ability to drill through to payments, voucher line details, all status values (posting, budget check, match, approval, close, etc.). You are also able to download this inquiry to excel. Page 22 of 23

23 Scan Pending Approvals Navigation : Accounts Payable > Vouchers > Scanned Invoices > Scan Pending Approvals This is an enquiry screen which will show all of your outstanding approvals and how long they have been waiting for your approval. AP Workflow Reporting Queries Navigation : Accounts Payable > Vouchers > Scanned Invoices > Scan Pending Approvals (Reporting Tab) AP Invoice Search Query Provides an enquiry that searches for an invoice number both in the Accounts Payable Workflow and also searches for any invoices that have already been created into vouchers. Recycled Vouchers Provides a listing of all vouchers that have ended up in a recycled status. Vouchers in a recycled status need user intervention on the voucher regular entry page to correct any errors before they can be approved and payment made. Scans Completed not in AP This enquiry gives a listing of all scanned invoices which have not yet been created into vouchers. This will include all vouchers in Completed state which just need to be created into vouchers. Where can I find more information? If you need more information about inquiries for scanned invoices please refer to the documents (including training notes) accessible in the Accounts Payable Workflow tips & techniques page. Page 23 of 23