Payables Approval and Tracking Configuration Guide. November 2016

Transcription

1 Payables Approval and Tracking Configuration Guide November 2016

2 Copyright Information While EleVia Software has attempted to make the information in this document accurate and complete, some typographical or technical errors may exist. EleVia Software is not responsible for any kind of loss resulting from the use of this publication. This page shows the original publication date. The information contained in this publication is subject to change without notice. Any improvements or changes to the product will be documented in subsequent updates. This publication contains proprietary information which is protected by copyright. All rights are reserved. No part of this document may be electronically reproduced or transmitted in any form or by any means, electronic or mechanical, or translated into another language, without the prior written consent of EleVia Software. This edition published November Copyright 2016, EleVia Software. All rights reserved. Unpublished-rights reserved under the copyright laws of the United States. Unauthorized reproduction or distribution of this program or any portion thereof could result in severe civil or criminal penalties. 2

3 Contents Copyright Information... 2 Overview... 4 Vision Configuration Fields for Payables Approval & Tracking... 5 Invoice Folder Re-Notification Configuration... 9 Payables Approval & Tracking Configuration General Tab Roles Tab Stages Tab Routes Tab Custom Columns Tabs Stamps Tab Settings Tab

4 Overview EleVia Software s Payable Approval and Tracking(PAT) allows for managing, tracking, reviewing and approving invoices in a single, streamlined, paperless process. Designed for AEC and professional services firms that use Deltek Vision and available exclusively from EleVia Software, PAT streamlines and automates the traditionally complex vendor invoice review process. Use this intuitive software to control everything within one application that coordinates reviews, tracks progress, helps shorten the review cycle, and controls expenses more accurately. Save time. PAT automates several steps in the process. It allows Accounting to batch load vendor invoices from PDFs that are ed or scanned into a file folder. It notifies reviewers/approvers when invoices need to be approved and tells your accounting department when they are approved for payment. All activity happens in one application, so you can eliminate time usually spent combing through records, locating a specific document, exchanging marked-up hard copy or waiting for overnight packages to arrive. Go paperless. Review and approve vendor invoices without exchanging a single piece of paper, fax or . PAT centralizes all activities in one application. Vendors can their invoices to a specified address like ap@company.com and PAT can retrieve them and get them ready for approvers to review. Reviewers can mark-up edits and offer comments or approval all in the same application, from any location with Internet access. There is no need to distribute, retrieve or store paper copies. Regain control. PAT creates a consolidated overview of every invoice that is out for review. This makes it easy to see at a glance how many invoices are outstanding, which reviewers have responded with comments and which reviewers still need to provide feedback. With PAT, Vendor Invoices don t spend extra time being routed throughout the office. Historical Data. PAT allows you to easily sort/browse through historical data by project, vendor, or a more advanced query to see historical and pending information in one place. With user defined Columns, you can track any information vital to your company from vision allowing managers to view anytime, anywhere as long as they have access to the Internet. The user-friendly Payables Approval and Tracking interface is integrated directly into Vision. Accounting teams can easily prepare invoices for review, grouping them to match the way you do business. When reviewers log in, they see a complete list of the invoices they need to review. Without leaving the application, reviewers can mark-up invoices, add clarifying comments sending messages to the accounting department. Approvers can also track consultant contracts on projects what consultants have billed your company, what you have paid them, match invoice amounts to has been billed to your client and what your client has paid your company. The review process becomes easier because there are no paper files, faxes or s to exchange. 4

5 Vision Configuration Fields for Payables Approval & Tracking Invoice Folder PAT needs a folder on the network to store the PDFs of the Vendor Invoice. You have two ways you can keep track of where these are stored. You can store them by Vendor or by Project. Vendor To keep the PDFs filed (electronically) by vendor, a user defined field will need to be created in Vision for the Vendor Info Center called Payables Folder. Then populate this field for the existing vendors using Utilities/Advanced Utilities\Search and Replace as shown below: A possible SQL statement is : '\\ccg7151\vendordata\'+replace(replace(replace( Replace(Replace(Replace(LTRIM(RTRIM(ve.Name)),'\',''),'/',''),'*',''),':',''),'"',''),' ','') Where \\ccg7151\vendordata\ is replaced with the file path name to the server and folder where the PDFs are to be stored. 5

6 Additionally a workflow should be created to update all new vendors that are added to vision. 6

7 Project To keep the PDFs filed (electronically) by project, a user defined field will need to be created in Vision for the Project Info Center called Payables Folder. Then populate this field for the existing Projects using Utilities/Advanced Utilities\Search and Replace as shown below: A possible SQL statement is : '\\ccg7151\'+pr.wbs1+ Vendors Where \\ccg7151\ is replaced with the file path name to the server and folder where the PDFs are to be stored. 7

8 Additionally a workflow should be created to update all new Projects that are added to vision. 8

9 Re-Notification Configuration Re-notification s can automatically be sent to users, after a designated number of days, as a reminder to complete their tasks. This is an unscheduled workflow added automatically during the installation. We recommend to schedule this workflow for the s to automatically be sent. The details are described below: The Conditions in the top grid below must include all employees that might get a re-notification . While including extra employees may slow down processing slightly It is better to ensure every possible recipient is included rather than to have too few. The arguments used for the stored procedure Always set to If set to something other than the empty string ( 2 single quotes), then this value will be used as the subject of the rather than the original subject with [re-notification] at the If set to something than the empty string, then this address will used as the sender of the , rather than the sender of the original for which the employee is being re-notified. 9

10 Payables Approval & Tracking Configuration The configuration of PAT is how we establish the parameters of your Accounts payable Review and Approval process. As each company differs in their AP process, the configuration screens are tailored to fit your company. Enter the configuration by clicking on the utilities menu item in the upper right hand corner of PAT General Tab 1) Series - the series number of licenses held. Must exceed or equal the number of non-terminated employees in the Vision database. 2) Activation Password - Sent from CCG required to use the application. 3) Log Level - Indicates the level of information that will be logged. Off means to information will be logged. Error logs only errors. Warnings logs errors and warnings. Info logs much more information and should only be used if troubleshooting a problem. The Recommended Log Level is Warning. 4) Log File - Specifies the location of the generated log file relative to the end users computer. The string $temp can be used to indicate Windows default temp folder, usually C:\Documents and Settings\username\Local Settings\Temp. CCG recommends leaving blank to default to the users temp directory; otherwise the value must include a filename e.g. C:\Temp\PATlog.txt or $temp\patlog.txt. 5) Voucher Number Length - The length of the invoice number to be displayed in the application (the number of characters from the right-hand side and is auto-populated from Vision). 6) Project Name Length - The number of characters to be displayed from the project s long name. This is usually auto-populated from Vision. 7) Employee Display - How employee information is displayed in Payables Approval and Tracking (name only, employee number only, name and employee number) 10

11 8) Vendor Display - How the vendor is displayed in Payables Approval and Tracking (vendor name only, vendor number only, vendor name and vendor number). 9) Re-Notification Interval - The number of days between re-notifications being sent to approvers/reviewers to remind them they still have invoices to review or approve. 10) Bank Code - The default bank code used by this company. Setting this also implies a default company. The batch load setting will override this. You can leave blank if you don t want a default. 11) Export Docs to TDM If you want to use the Transaction Document Management in Vision, then you have a choice of uploading the invoices from PAT with Markups on the PDF or without the markup. (requires Legacy API set up in ISS - contact EleVia for this set up ) If you are not using TDM in Vision then choose No 12) Def. Contract Filename - The default contract filename PAT will use. Can include several variables : PAT_Contract_[Vendor]_[Payablenumber].pdf includes the vendor name and contract number in the filename. ([] denotes a variable.) Some variables you can use for this option are : [SRCFILE], [VENDOR],[VENDOR.NAME], [PAYABLENUMBER], [PAYABLEDATE], [FILEDATE], [FILEDATETIME], [FILEDATE.format], [WBS1], [COMPANY], [CURRENTDATE], [CURRENTDATETIME], [USERNAME], [EMPLOYEE], [EMPLOYEE.LASTNAME], [EMPLOYEE.FIRSTNAME], [EMPLOYEE.PREFERRED] 13) Def. Invoice Filename - The default invoice filename PAT will use. Can include several variables : PAT_Invoice_[Vendor]_[Payablenumber]_Payabledate.pdf includes the vendor name, Invoice Number, and Invoice Date in the filename. ([] denotes a variable.) Some variables you can use for this option are : [SRCFILE], [VENDOR],[VENDOR.NAME], [PAYABLENUMBER], [PAYABLEDATE], [FILEDATE], [FILEDATETIME], [FILEDATE.format], [WBS1], [COMPANY], [CURRENTDATE], [CURRENTDATETIME], [USERNAME], [EMPLOYEE], [EMPLOYEE.LASTNAME], [EMPLOYEE.FIRSTNAME], [EMPLOYEE.PREFERRED] 14) Def. Transaction Filename - The default Transaction Filename PAT will use. Can include several variables : PAT [USERNAME] [CURRENTDATETIME] includes the User Name and date-time combination to create the filename. ([] denotes a variable.) Some variables you can use for this option are : [CURRENTDATE], [CURRENTDATETIME], [USERNAME], [EMPLOYEE], [EMPLOYEE.LASTNAME], [EMPLOYEE.FIRSTNAME], [EMPLOYEE.PREFERRED] 15) Accounting Roles - A semicolon separated list of Vision security roles that define the users that function as accounting users. These users have greater rights in the application. No space before or after the semicolon. 16) Config. Employees - A semicolon separated list of employee numbers designating who will have access to the Configuration menu. No space before or after the semicolon. 17) Contract Enabled Used to enable PAT s Consultant Contract capability. 18) Show Vision Amounts If you modify the amount of the voucher in Vision this will update the voucher in PAT if checked. 19) Charge Type Choose whether to be able to charge to Regular Projects or All Projects. 20) Status Choose whether to allow charges to be to Projects that are Active only or Active and Inactive Projects 11

12 21) Hide Project Name Choose whether you want to hide the project name or what level of the tree structure you might not want to show in PAT 22) Control Amount You can choose to all Reviewers/Approvers to change the amount charge to different projects/phases/tasks. If you do this allows the total voucher to stay at the invoice amount imported by accounting. 23) GL Account Status Choose whether you want PAT to allow charges to active or all General Ledger Accounts. 24) Default GL Account - 25) All GL Account Types If not checked, the only General Ledger accounts accessible to you in PAT will be income statement accounts. If checked you have all General Ledger Accounts available to you. 26) Source Path: Source Path is where the browse window starts when adding invoice/contracts via the edit form (not batch load). This should be set to the scanning input folder if one exists. 12

13 Roles Tab PAT comes with two roles already defined. Accounting and Non-Accounting. The roles from vision you want to assign to PAT s accounting role were supplied on the General Tab (no. 15). All others go into the Non-Accounting role. You can also create your own role that might be just a little different from the standard roles that PAT comes with. An example might be that you have an Administrative role that imports the invoices into PAT and directs them to the reviewers/approvers but doesn t have the rights to import the PAT invoices into Vision. You would need to add the Vision Role to the grid and choose the options your want to give that role. 1) Key A unique identifier for PAT. Usually the same as the label. 2) Label The label for the Role to easily identify where the users assigned to that role have access. 3) Order The Order you want to see the roles in the dropdown menu. 4) Description The Description of the Role (can be a little more descriptive than the label.) 5) Mark-up Color The color for the Mark-ups to the PDFs. They can be a different color for each role to easily identify the role that made the mark-up. 6) Highlight Color The color for the highlight of each role. They can be a different color for each role to easily identify the role that made the text highlight. 7) Field Options Choose the fields you want to expose in PAT per role. IE Accounting might want to see the GL Account but the PM who is approving the invoice doesn t. a. Show Gl Account b. Show Suppress Bill c. Show Pay Terms d. Show Vendor Address e. Show Liability Code f. Show Bank Code 13

14 g. Show Voucher Number h. Show Check Number (Disb only) i. Show Expense Code j. Show Tax Code k. Show Originating Vendor l. Show Company m. Show Filename n. Edit Vendor 8) Options Choose the different options that are available for each role. IE Allow an advanced search to the more proficient users. a. Edit PR Detail Only Keeps Role from editing anything but the project number/phase number/task number on vouchers. b. Allow Advanced Search Allows Role to use the Advanced Search in the browse Grid. c. Use Filter Icons Allows role to use the filters in the grids d. No Add Button - doesn t allow role access to the New menu item; therefore role cannot add contract, vouchers, cash disbursements, batch load, or recurring entries to PAT. e. Allow Batch Load Allows role to use Batch load f. Edit Batch Options Allows role to change and save batch options for importing vouchers from files or s. g. Show Recurring Allows role to use the recurring option for vouchers and Cash Disbursements. h. Read Only Routing Keeps role from editing routing i. Add Disbursements Allows role to use Cash Disbursements as well as vouchers. j. Combine Matching PR Rows Combines rows with the same Project for approval and vision upload. k. Use Dropdown Contains Filter l. Show Input Columns Menu m. Edit All PDFs Allows role to edit PDFs n. Show All in Pending Allows role to have the All option o. Export to Vision Don t allow role to export to Vision p. Trans File Ready for Export Allow role to export to Vision q. Delete Don t allow role to delete line items 9) Hide PDF Options Each Invoice PDF has normal PDF toolbar options. You can elect to hide some of them from different roles. 10) Inactive Only check if you want to make a role inactive. 14

15 Stages Tab The stages set up the flow of the invoice through the review and approval process from the import of the vendor invoice to the vision voucher. You can have as many stages as you would like, and as many approvers/reviewers as you want. 1) Key A unique identifier for PAT. Usually the same as the label. 2) Label The label for the Stage to easily identify the stage of the invoice. Usually the same as the Key. 3) Description The Description of the Stage(usually the same as the key and the label but can be a little more descriptive than the label.) 4) Inactive If you want to take a stage out, make it inactive instead of deleting it therefore if it has historical data attached you don t lose that data. 5) Order the order you want to see the stages in the drop-down menu. 6) Type the type or function of the stage a. Default -the stage all invoices enter the PAT System b. Next If there are more than one reviewer/approver, or just a reviewer and no approver, then the process moves to the next step in the process. c. Continue Approval type (when invoice has been approved, it continues through the process to Accounting d. Approvee. Abort Assign to stages that won t be imported into Vision. Also used for cancelled invoices. This will also cancel any pending approvals. 7) Voucher Status Assigns a movement to the stage. a. Ready assigned to the Ready to voucher stage; tells PAT that this invoice is ready to upload into the Vision system. b. Exported assigned to the imported into vision stage; tells PAT this invoice has already been imported into Vision. c. No Export assigned to stages that will never be imported into Vision 15

16 8) Require Stamp Allows you to create a stamp in the Stamps tab and assign it to a stage so that the vendor invoices you want to require a stamped impression are validated. 9) Subject You can enter the verbage you would like in the subject of an for a single invoice entered into PAT sent to the Reviewer/Approver. The variable [:ItemDesc] can be used to identify the single item for this . 10) Subject Batch You can enter the verbage you would like in the subject of an for a batch load of invoices entered into PAT sent to the Reviewer/Approver. 11) Message You can enter the verbage you would like in the body of an sent to the Reviewer/Approver. IE Please review/approve your vendor invoices within 2 business days. This will combine with the link from the tab to create the body of the that is sent. 12) Valid Roles This is to limit stages for certain roles. If the field is blank all roles have access. If you want to limit the stage to certain roles, enter the PAT roles here. 16

17 Routes Tab The routes are created to move the invoice from one reviewer/approver to another. Route fields 1) Key - A unique identifier for PAT. 2) Label the name of the route 3) Description A more descriptive name of the full routing. 4) Inactive Use to inactivate a route. 5) Route Type Choose the route type, whether the resource to approve comes from the project, the vendor, the employee, or the vision role. 6) Route Value Choose the field for the route type. IE if you had chosen route type = project, then the route value might be Project Manager. 7) Description Give a description of this particular line in the full Route. 8) Option 1 If you have chosen the project route type, this identifies the WBS level from which the route value is chosen. 9) Option 2 - If you have chosen the project route type, this identifies if there are more than one line in the voucher to different projects, whether you send to the different project s route value or just the top line s. 10) Order the order in which the routing takes place. 17

18 Route Types You can have more than one reviewer/approver per invoice. I. In the first example, there is only one reviewer/approver. II. In the second example, there are four reviewer/approvers. a. A field from the PR (project) info center. b. The Role is the Vision Role. c. A field from the VE (Vendor) info center. d. A field from the EM (Employee) info Center e. Or you can just pick an individual employee. 18

19 Custom Columns Tabs The Custom Columns tab defines the UDCs (user defined columns) in Payables Approval and Tracking. Some aspects of PAT custom columns require programming knowledge. Contact EleVia for additional information on the programming interface and an example or for custom column assistance. 19

20 Stamps Tab This tab you can create different stamps to mark your vendor invoice in a uniform fashion. Once Stamps have been entered on the Stamps Grid, you can add them to the Stages tab if you would like a stamp required for a particular stage. 1) Label the name of the stamp 2) Type the type of stamp (what is defined by the Content) a. Text b. Image 3) Content The verbage of the text of the stamp or the UNC path to the image. When using text, use /n for a return; other variables you can use here are : [:FIRSTNAME], [:LASTNAME], [:DATE], [:TIME] 4) Position Where you want the stamp to be placed on the document a. Free (can be placed anywhere on the document) b. Top Right c. Top Left d. Top Center e. Center 5) Pages the pages you might place the stamp a. All b. First c. Current 6) Order the order the stamps are listed in the drop-down menu. 7) Width (% of page) the size of the stamp 8) Valid Roles The roles that have access to the stamp. By default all roles have access, if you want to limit the access, then list the PAT Roles you want to have access. 20

21 9) Inactive Use this to inactivate a stamp instead of deleting one. Settings Tab This is configure your that you are going to send to reviewers/approvers to notify them they have vendor invoices to review/approve. Any changes to the fields on this tab will not take effect until the CCG Service is restarted. I. SMTP Server - The outgoing SMTP server. II. SMTP Port - The outgoing SMTP port, often 25. III. SMTP Username - For SMTP authentication. IV. SMTP Password - For SMPT authentication. V. Default Delay The interval between notification are sent for initial vendor invoices VI. Message Queue Summary/Maintenance - The right side of this tab shows the messages still in the queue; i.e. those that have not yet been sent. These s can be selected and deleted here. VII. Message Configuration link Timeout - The number of days that an link into PAT will be valid, after which the link will fail. VIII. Message Configuration link - The contents of the link. Often the message will thendisplay Click here to enter Payables Approval and Tracking. Example : 21

22 IX. <BR><BR>Click <ahref=" =7.2&Database=Vision_Database_Name&DbServer=SQL_Server_Name&[:USERENC]&[:EDE NC]">here</a> to enter Payables Approval & Track Message Configuration Enforce Windows Username - When checked, then the user clicking on the link will be mapped into an employee in Vision (via Vision security), and then the Windows Username UDF in the Employee Info Center must exactly match the current user s Windows login, or the link will fail. This prevents employees from using other employees links. 22