UAccess FINANCIALS Introduction to UAccess Financials

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1 UAccess FINANCIALS Arizona Board of Regents, 2012 THE UNIVERSITY OF ARIZONA updated v.1.00 For permission to use our materials, please contact n PDFs available at

2 COPYRIGHT & TRADEMARKS Copyright 2012, Arizona Board of Regents All rights reserved.

3 Table of Contents Training Guide Introduction... 1 Objectives... 1 Using Online Tutorials... 1 Additional Resources... 1 UAccess Financials Documents... 3 Transactional vs. Maintenance E-Docs... 3 Introducing the Disbursement Voucher... 5 Action List and Routing... 7 The Action List... 7 Action List Status and Action Requested... 7 Outbox... 9 Delegation Primary Delegation Secondary Delegation Additional Routing Options Ad Hoc Routing Organizational Review The Route Log E-Doc Basics Document Header Standard Tabs Actions Error Messages Completing Simple Accounting Lines Additional Accounting Lines Actions Submitting Supporting Documentation Document Search Search Types Exercise: Practicing Search Resubmitting a Disapproved Transaction Using Online Tutorials Next Training Steps Appendix A: Document Statuses Appendix B: Advanced Search Parameters Appendix C: Which Payment Method to Use When Appendix D: Disbursement Voucher Payment Reasons Appendix E: Disbursement Voucher Invoice Numbers Appendix F: Creating a Disbursement Voucher Vendor Page iii

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5 Introduction Objectives Learn how to navigate within UAccess Financials Manage your Action List Understand routing and delegation Conduct searches for documents Request reimbursements and payments for employees Access online tutorials to complete additional transactions Identify additional training opportunities and other resources Using Online Tutorials We can t possibly teach you every process in the class and you wouldn t remember all of them if we did! One of our goals in this class is to get you comfortable with using the online tutorials when you have questions about how to accomplish a task in UAccess Financials. You will have several opportunities to practice with the online tutorials today. When you need the online tutorials, you can access them at Log in with your NetID and password. Additional Resources Financial Policies & Procedures Manual: The 24/7 IT Support Center: Basic application support Mosaic Community: Peer networking community and forum Page 1

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7 UAccess Financials Documents Forms in UAccess Financials are referred to as electronic documents or e-docs. E-Docs consist of a series of tabs. Each tab has information on it that you may need to fill out to complete the e-doc. All of the e-docs you will need to use are on the Main Menu tab of UAccess Financials. Transactional vs. Maintenance E-Docs There are two types of e-docs: transactional and maintenance. In the simplest terms, transactional e-docs are ones that move funds around, whether that means paying a vendor, reimbursing an employee, billing another UA department, or reconciling a PCard transaction. Maintenance e-docs do not move funds; rather they create or modify accounts, vendors, sub-accounts, delegates, and assets. That is, they modify parts of the account and system structure. The transactional e-docs for general users are located in the middle column of the Main Menu. The maintenance e-docs are in the right-hand column of the Main Menu. The left column contains inquiries and custom document searches. Routing can be different for transactional and maintenance documents. Fundamentals > Introducing E-Docs > Introducing Transactional E-Docs Fundamentals > Introducing E-Docs > Introducing Maintenance E-Docs Page 3

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9 Introducing the Disbursement Voucher Training Guide All of the example documents in this workshop are Disbursement Vouchers (DVs). Disbursement Vouchers are one of the most commonly used transactional documents in UAccess Financials. Here are a few of the common reasons to use one: Employee expense reimbursements Travel advances and reimbursements Moving and interview expense reimbursements Creating and replenishing petty cash funds and operational advances Research subject pay Paying external vendors under some circumstances The Payments & Reimbursements section of the online tutorials goes through both the general principles of filling out a Disbursement Voucher and the particulars for the many different uses of the document. The Disbursement Voucher document can be intimidating at first, as it has a lot of tabs. But only a few of those tabs are used on a regular basis, and those required tabs will always be expanded when you first initiate a Disbursement Voucher. The rest of the tabs are either informational or only required under specific business circumstances. Not only will the online tutorials tell you when you need to fill out an additional tab, but UAccess Financials will also warn you when the payment reason you have selected requires additional information. You will see several Disbursement Vouchers during this workshop, and you will learn the basics of filling one out. Payments & Reimbursements > Initiating a Disbursement Voucher Payments & Reimbursements > Specific Payment Reasons > Multiple Tutorials Payments & Reimbursements > Operational Advances Payments & Reimbursements > Creating a Disbursement Voucher Vendor Page 5

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11 Action List and Routing The Action List Your UAccess Financials Action List lists all electronic documents (e-docs) that are waiting for you to take some action on them. It s an electronic UAccess Financials to-do list. Action List Status and Action Requested E-Docs appear on your Action List for one of several reasons. Each e-doc has both a Status and an Action Requested. It is your responsibility to make sure that you take action on the items listed in your Action List in a timely manner. Fundamentals > Managing Your Action List > Viewing Your Action List Fundamentals > Managing Your Action List > Configuring Your Action List Page 7

12 Status Status Meaning Action Requested What you need to do. Saved You have saved the e-doc but not yet submitted it to route to the appropriate approvers. Nothing further will happen to the document until you complete and submit it. Complete Add any necessary information to the e- doc and submit it for routing. Enroute Processed The initiator has submitted the e-doc to route for review and you are one of the people who need to review it. All approvals are complete and the transaction has posted to the General Ledger or will tonight. Any related payments, transfers, etc. are being processed or have been completed. However, Acknowledgements are still pending on the e-doc. Approve Acknowledge FYI Acknowledge Review the e-doc to make sure the information is accurate. Add notes and/or edit what you can as needed. Then approve to move it to the next reviewer or disapprove to return to the initiator. Open the e-doc and review it. Click the button at the bottom of the e-doc to acknowledge that you have seen it. Open the e-doc if you would like. Clear the FYI either from the Action List or by opening the e-doc. Open the e-doc and review it. Click the button at the bottom of the e-doc to acknowledge that you have seen it. Fundamentals > Managing Your Action List > Acknowledging a Document Fundamentals > Managing Your Action List > Clearing FYIs from Your Action List Page 8

13 Outbox Once you Approve, Acknowledge, or FYI an e-doc, it moves to your Action List Outbox. Important! Even though e-docs you have saved but not submitted appear in your Action List, they do not appear in your Outbox after you submit them. If you need to find a document that you initiated, you will need to use Doc Search to find it. You can clear e-docs from your Outbox. Managing my Outbox: Page 9

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15 Delegation Fiscal Officers are automatically included in the routing for transactional e-docs that affect the account for which they are Fiscal Officer. Those documents route to the Fiscal Officer for approval and cannot move to Final status without approval from the Fiscal Officer or their delegate. However, not every Fiscal Officer wants to review every transaction on their account(s). They may want to review only certain types of e-docs or only transactions over certain amounts. Or they may not want to review any of them. That s where delegation comes into play. Delegation is set up by account and can be set for specific e-doc types, specific dollar ranges, and/or specific date ranges. Primary Delegation A Primary Delegate will receive e-docs in their Action List in place of the Fiscal Officer. In other words, if a Primary Delegate is assigned for an account, the Primary Delegate will receive e-docs that meet the delegation criteria. The Fiscal Officer will not receive those e-docs in their Action List. Secondary Delegation Fiscal Officers and Primary Delegates do get to leave the office occasionally. If they re on vacation, someone needs to be able to step in and review documents in their stead. Secondary Delegates are the people who can help out under those circumstances. E- Docs don t automatically route to the Secondary Delegate s principal Action List, but the Secondary Delegate can access the e-docs from the delegate drop-down menu on their Action List if they need to while the Fiscal Officer and/or Primary Delegate are unavailable. Fundamentals > Managing an Action List > Introducing Delegation Fundamentals > Managing an Action List > Viewing an Action List as a Secondary Delegate Fundamentals > Managing an Action List > Viewing Primary Delegate Action Lists Working with Maintenance Values > Workflow Maintenance > Assigning Primary Account Delegates Working with Maintenance Values > Workflow Maintenance > Assigning Secondary Account Delegates Working with Maintenance Values > Workflow Maintenance > Assigning Multiple Account Delegates Simultaneously Page 11

16 How many s are there per account? What happens when a views their Action List? When would a approve e-docs? What happens when a approves a document on their Action List? What happens when a disapproves a document on their Action List? How can a Fiscal Officer see docs awaiting approval by delegates? What happens when a initiates a document on their account? Fiscal Officer Primary Delegate Secondary Delegate One One per doc type As many as you need per doc type, but should be appropriately sparing. Sees documents Sees documents Does not see initiated on their that meet the documents unless account only if delegation criteria accesses the those docs do not Secondary meet any Primary Delegation list. Delegation criteria Then sees docs that meet delegation If no delegates, on a daily basis Routes to any other reviewers Returns to the initiator/reconciler depending on doc type Can view docs delegated to both Primary and Secondary Delegates through drop-down menus Auto-approves On a daily basis for e-docs that meet the delegation criteria Routes to any other reviewers Returns to the initiator/reconciler depending on doc type NA Auto-approves if it meets the delegation criteria criteria As needed when the Fiscal Officer and/or Primary Delegate are not available Routes to any other reviewers Returns to the initiator/reconciler depending on doc type NA Auto-approves if it meets the delegation criteria It is important to realize that a document initiated by the Fiscal Officer of an account will not route to that Fiscal Officer for approval. It will automatically be considered approved by the Fiscal Officer. The same is true of documents initiated by delegates. If a Primary or Secondary Delegate initiates an e-doc on an account they are a delegate for, that transaction will auto-approve just as it would if the Fiscal Officer had initiated it. Page 12

17 Additional Routing Options In addition to the standard Fiscal Officer and FSO routing, you and your department have two other options for how to route documents. In either case, the document can be routed to an individual or to a group. Ad Hoc Routing You can ad hoc route an e-doc to anyone you would like to have review it. If you are ad hoc routing before the document is submitted, you can have the ad hoc reviewer acknowledge, fyi, or approve the document. In most cases, if you are ad hoc routing after the document has been submitted, you can only have the reviewer acknowledge or fyi the document. The exception is approvers. If a document has been routed to you for approval, you can ad hoc route it for approval before you complete your own approval. After you approve, you can ad hoc route it for fyi or acknowledgement. Ad hoc reviewers are added on the Ad Hoc Recipients tab. Organizational Review Your department may have additional review set up for specific document types, amounts, Fund or Sub-Fund groups, or Object Sub-Types. Documents that meet the defined criteria route to an additional group or individual beyond the standard Fiscal Officer routing. Organization Review is set up using the Organization Review maintenance e-doc. Fundamentals > Completing Standard E-Doc Tabs > Sending an Ad Hoc Request Before an E-Doc is Submitted Fundamentals > Completing Standard E-Doc Tabs > Sending an Ad Hoc Request After an E-Doc has been Submitted Working with Maintenance Values > Workflow Maintenance > Creating a New Group Working with Maintenance Values > Workflow Maintenance > Creating an Organization Review Page 13

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19 The Route Log Documents move around a lot in UAccess Financials. Since all of the approvals and reviews are completed electronically, you are able to see where a document has been, where it is now, and where it is going. Every document in UAccess Financials has a Route Log and reviewing it will tell you everything there is to know about the document s approval path. The Route Log includes sections for Actions Taken, Pending Actions, and Future Actions. Finished stages show in the Actions Taken section. The Pending Actions section lets you know what the document is waiting for right now. Future Actions tell you where the document is going next. Fundamentals > Completing Standard E-Doc Tabs > Reading the Route Log Page 15

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21 You can also tell when a Primary Delegate is acting on the behalf of a Fiscal Officer. Reading the Route Log: Page 17

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23 Reading the Route Log: Fundamentals > Managing Your Action List > Approving a Document Fundamentals > Managing Your Action List > Disapproving a Document Page 19

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25 E-Doc Basics Document Header Every document, regardless of type, includes a Document Header across the top of the document. Some elements of that Document Header are consistent across document types. Document Type Help Document Number (Doc Nbr) Status Initiator Created Purpose Identifies the type of document that you are working on. Anywhere you see the help icon, you can click on it to open the user documentation for Kuali Financial System the software that drives UAccess Financials. The unique code that identifies this e-doc. This code can be very useful when you are searching for a specific e-doc, need a reference number to identify related transactions, or are asking for help. Indicates where the document is in its life cycle. See Appendix A for details on specific statuses. The person who first created this document. When the Initiator created the document. Under some circumstances, you will see additional information in the Document Header, but the elements in the table above will always appear. Fundamentals > Navigating in UAccess Financials > Accessing Help Fundamentals > Introducing E-Docs > Introducing the E-Doc Page 21

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27 Standard Tabs E-docs consist of a series of expandable tabs with data entry fields grouped on them. By default, a new e-doc opens with the tabs that include mandatory fields expanded. You can collapse them as you go if you like. In the screen shot below, all of the tabs have been collapsed for ease of viewing. There are certain tabs that show up in every document and some that show up in every transactional document. In addition, each document type may have additional tabs specific to that document type. Fundamentals > Completing Standard E-Doc Tabs > Completing the Document Overview Fundamentals > Completing Standard E-Doc Tabs > Reading the General Ledger Pending Entries Tab Fundamentals > Completing Standard E-Doc Tabs > Adding Notes & Attachments Page 23

28 Standard Tab Name Document Overview All E-Docs or Transactional Only All Information Needed The Description field is the one mandatory field to be able to save the document. The Explanation field should include a valid UA business reason (on transactional docs), which will expedite processing. Notes Accounting Lines Transactional only Account Number(s), Object Code(s), amount(s), and other information to help report on transactions. May be single-sided Accounting Lines or balanced Lines (i.e. To and From lines). General Ledger Pending Entries Transactional only After you save a doc with completed Accounting Lines, displays the entries that will be made into the General Ledger once the document is fully approved. Notes and Attachments All Allows you to add explanation or supporting information to the e-doc as it routes. Some Notes automatically populate this area, such as notes on copied docs and disapproval comments. Ad Hoc Recipients All Allows anyone with access to route the document to additional reviewers. Route Log All Shows completed, pending, and future routing for the e-doc. Fundamentals > Completing Standard E-Doc Tabs > Completing the Document Overview Fundamentals > Completing Standard E-Doc Tabs > Reading the General Ledger Pending Entries Fundamentals > Completing Standard E-Doc Tabs > Adding Notes and Attachments Page 24

29 Actions At the bottom of the screen are action buttons. You will see different buttons depending on the document status and your relationship to the document. Action Button Save Submit Action Saves the e-doc for you to work on later, but does NOT route it for approval. Saves the e-doc and routes it to any Approvers. Cancel Cancels the e-doc completely. Only available to the document initiator before submitting the e-doc. Whether it can be opened and copied later depends on whether it has been saved. Close Allows you to close the e-doc without making any changes. If an initiator closes without saving, it is the same as canceling. Copy Duplicates the e-doc. There will always be a reference to the original document in the header and in the Notes of the copied doc. Copying can be an excellent way to save time and effort, and is useful in Travel, for instance, as a way of tying advances and reimbursements together. Approve / FYI / Acknowledge Only visible if an e-doc has been routed to you for one of these actions. Performs the requested action and clears the e-doc from your Action List. Reload Refreshes the e-doc to show any changes saved by other users. Will wipe out any unsaved changes you have made. Page 25

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31 Error Messages When you attempt to complete actions in an e-doc, such as adding Accounting Lines or saving or submitting, UAccess Financials checks the document for errors that will prevent it from completing that action. UAccess Financials notifies you of those errors. You will need to resolve the errors before you can move forward. If you attempt to save or submit a document with errors, you will see a count of errors at the top of the screen, and the specific tabs with errors will be marked with a do-not-enter error icon and an explanation of the error that needs to be resolved. Important: Unless you see the text Document was successfully saved or Document was successfully submitted at the top of the screen, you did not save or submit the document. You can also watch the Status to make sure your document was successfully saved (Saved) or submitted (Enroute). Page 27

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33 Completing Simple Accounting Lines Training Guide Procedure Financial transactional e-docs include Accounting Lines to track information about the funds involved in the transaction. This tutorial will show you the most basic version of how to fill out Accounting Lines. Step Action 1. Let's take a look at the Accounting Lines tab. Step Action 2. Always enter the Chart Code. Click the Chart drop-down list. 3. Always choose UA as the Chart Code. Click the UA list item. Fundamentals > Completing Standard E-Doc Tabs > Completing Simple Accounting Lines Page 29

34 Step Action 4. Enter the account number that you want to use. If you don't know the account number, you can use the magnifying glass to search for it. Enter " " in the Account Number field. Step Action 5. A Sub-Account is a way for you to track transactions at a more detailed level than within individual accounts. For instance, you might want to track a professor's expenses and revenues across a number of accounts. To do so, you would set up a Sub-Account that you use only for transactions related to that professor. Or, if several subdepartments use the same account, you might want to track expenses for each of those departments. Enter "WATT" in the Sub-Account field. Fundamentals > Data Entry Fundamentals > Searching for a Valid Value Working with Maintenance Values > Chart of Accounts Maintenance > Creating an Account Working with Maintenance Values > Chart of Accounts Maintenance > Updating Multiple Accounts Using the Account Global E-Doc Working with Maintenance Values > Chart of Accounts Maintenance > Creating a Sub-Account Page 30

35 6. Enter the appropriate Object Code. You can use the magnifying glass to search for any value. FSO has a reference available for you to look up and learn Object Codes: Enter "3150" in the Object field. 7. Sub-Object Codes allow you to track Object Codes at a more detailed level. You could, for instance, use Sub-Object Codes to split the Office Supplies Object Code into Sub-Object Codes for Paper and General Office Supplies. Or, you might, as in this case, want to track lecturers for a specific lecture series. Enter "SYM" in the Sub-Object field. Working with Maintenance Values > Chart of Accounts Maintenance > Creating a Sub-Object Code Working with Maintenance Values > Chart of Accounts Maintenance > Creating a Sub-Object Code Global Page 31

36 Step Action 8. Project Codes allow you to track multiple transactions across different accounts and Object Codes. For example, if you were in the Theater Arts department, you might want to use a Project Code to track all transactions related to a production of Into the Woods. In this case, you are tracking all transactions related to a UAccess Symposium that is funded and organized by multiple departments across campus. Enter "9305SYM013" in the Project field. 9. Enter the Amount that you want to apply to this account, Object Code, etc. Enter "250.00" in the Amount field. Working with Maintenance Values > Chart of Accounts Maintenance > Creating a Project Code Page 32

37 Step Action 10. You can use the Line Description field to add a brief narrative description of this particular Accounting Line. Note: The Line Description field does not appear on all Accounting Lines. Enter "Presentation at UAccess Symposium" in the Line Description field. 11. Some Accounting Lines may have additional fields specific to that e-doc. The Disbursement Voucher, for instance, includes an Invoice Number field. Enter an Invoice Number in the field if you have one. Otherwise, refer to the FSO Invoice Number Guidelines (in Appendix E and at Enter "SERV " in the Invoice Number field. 12. You must click the add button in order to record your Accounting Line. If you do not, the Accounting Line will not be recorded. Click the add button. Page 33

38 Step Action 13. You have added this Accounting Line to the e-doc. You may add additional Accounting Lines as necessary. For example, if you split funds between two different accounts or two different Object Codes within the same account, you would use multiple Accounting Lines to record the split. Page 34

39 Additional Accounting Lines Actions There are additional actions that you can perform on Accounting Lines, but that we aren t going to be able to go over in class. Action Deleting Multiple lines Importing Balance Inquiry Editing How? Click the delete button on the line you want to remove. Enter accounting information on the blank line and click the add button to add the additional line. The transaction will be distributed across the accounts, object codes, etc. in the proportions that you have identified. Click the question mark icon on the Accounting Lines to access the template specific to this document type. Format your information according to that template and click the import lines button to select your file and import it. Once an Accounting Line has been added, you can click on the Balance Inquiry button to open a Balance Inquiry Report Menu that will let you look up information about your account balances. If you want to edit an Accounting Line that has already been added, simply make your changes to the line. The changes will be recorded when you save/submit/approve the document. Fundamentals > Completing Standard E-Doc Tabs > Importing Accounting Lines Fundamentals > Completing Standard E-Doc Tabs > Completing Balanced Accounting Lines Page 35

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41 Submitting Supporting Documentation When you submit e-docs in UAccess Financials, you may need to mail originals of supporting documentation to FSO: forms, receipts, authorizations, or other materials. FSO s Payment Reason Guidelines for Disbursement Vouchers are available in Appendix D of this booklet and at They include descriptions of what kinds of supporting documents need to be sent to FSO for common Payment Reasons. In some cases, you can also attach documentation to the Notes & Attachments tab for the sake of departmental review, but bear in mind that anything you attach to that tab can be seen by anyone who opens the e-doc. So do not attach documents containing sensitive information Social Security Numbers, health information, protected human subjects information, etc. to it. Note again: You will need to mail the originals of any required supporting documentation to FSO at PO Box , USB 402. If you have questions about what to include for a specific transaction, contact FSO Accounts Payable at or accts_pay@fso.arizona.edu. Important! Accounts Payable will not approve your transaction until all supporting documentation has been received at Accounts Payable and has been scanned and attached to the Images File tab. Coversheet Notes & Attachments Images File What is It? Who Can See It? What to Do With It? Automatically Anyone who opens the Use as cover sheet for generated when a DV. any supporting Disbursement Voucher documentation you (DV) is saved. Expense submit to the approvers report includes in your department and signature line. to FSO. Standard tab available on every e-doc. Tab available only on DVs. Anyone who opens the e-doc can view information entered on or attached to this tab. Only people who have been part of the routing for the DV can see documents attached to this tab. Use only for nonsensitive information. Original copies of supporting documentation will still need to be mailed to FSO even if attached to this tab. FSO will scan all supporting documentation for the DV and attach it to this tab. Payments & Reimbursements > Viewing Docuware Images Page 37

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43 Document Search When you want to search for a document in UAccess Financials, you have several options. Which option you use will depend on what you are trying to accomplish. In most cases, the pre-built Custom Searches will quickly get you to the right search fields for the type of document you are trying to find. Note that the Transactions Custom Search will allow you to search for all types of transactional (funds-related) documents. You can use the basic search/detailed search button to modify the fields available for the search. Specifically, detailed searches include more routing-related search fields, such as Status and Approver. Fundamentals > Data Entry Fundamentals > Using Wildcards to Find the Right Value Fundamentals > Searching for Documents > Conducting a Basic Document Search Fundamentals > Searching for Documents > Conducting a Detailed Document Search Fundamentals > Searching for Documents > Using Custom Document Searches Page 39

44 Search Types Search Type Basic Search Description Simple search criteria. Used when you are looking for a specific document by Document Number or all documents created by a specific user in a specific date range. You can enter a Document Type to get more search fields specific to that Document Type. Detailed Search More refined search criteria, including Approver, Status, and Approval dates. You can enter a Document Type to get more search fields specific to that Document Type. Custom Search Superuser Search Pre-built search screen for a specific Document Type. You have the ability to change the type of information you see between document details and workflow (routing). Can be used in conjunction with Detailed or Basic Search. Search function that allows users with high levels of access to administer documents and manage workflow. You will not use this search. Page 40

45 Exercise: Practicing Search You can use the three search methods to get the most out of the information you have. Depending on what you know and what you want to find, you can use different searches to arrive at the documents that you want. Work through the examples below to determine which search to use and how to best use it to get the information you want. There may be more than one way to get there! What you know What you want Which search to use Doc Nmbr: Doc Type: DI The current routing status and location of the document Account Number: T-Number (goes in the Org Doc # field): T All documents tied to that travel instance on that account Employee: Ryan Straight Account: The status of an expense reimbursement for that employee Fundamentals > Searching for Documents > Saving a Document Search Page 41

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47 Resubmitting a Disapproved Transaction Training Guide When a transaction you initiated is disapproved, you will need to acknowledge the disapproved document and then, if appropriate, copy it to create a corrected one to submit. Step Action 1. Disapproved documents appear in your Action List with a Status of Disapproved and an Action Requested of Acknowledge. Click the disapproved document s ID number. 2. You can collapse the tabs to view just the ones you want to see. Click the collapse all button. 3. The Notes & Attachments tab will show you why the document was disapproved. Click the show button. Fundamentals > Managing Your Action List > Acknowledging a Document Page 43

48 Step Action 4. You will see the reason for the disapproval. Then, you can acknowledge that you have reviewed the disapproved document. Click the acknowledge button. 5. Acknowledging the disapproved document returns you to your Action List. To access the document you want to copy, you will need to look in your Outbox. Click the Outbox link. Page 44

49 Step Action 6. There it is! Click the disapproved document s ID number. 7. The Explanation field text will not copy over when you copy the document, so it s a good idea to copy that text from the original document if you plan to use it in the new document. 8. Click the copy button. 9. Note that the Document Header identifies the document that you copied this one from. Let's take a look at the Document Overview. Page 45

50 Step Action 10. Your Description copied over. There's no reason to edit it unless it needs editing. You will, however, need to enter the UA business reason in the Explanation field. If you copied it from the original document, you can paste it in now. 11. Click the hide button. 12. Let's look at the Payment Information tab. Page 46

51 Step Action 13. Note that, in some cases, not all information copies over. In an expense reimbursement, you will need to look up the employee you want to reimburse. In this case, however, your payee was a vendor, so you re all set. 14. The information can, in this case, stay as it is. Click the hide button. Page 47

52 Step Action 15. Make the required changes to the Accounting Lines. 16. Click the hide button. 17. Let's see what's happening on the Notes & Attachments tab. Page 48

53 Step Action 18. When you copied the document, a note was automatically added. Click the hide button. 19. Click the submit button. Page 49

54 Step Action 20. Note that in the case of a Disbursement Voucher you will see a message pointing out that another document exists with the same Invoice Number and Payee. In this case, that's okay. The document referred to is the one that was disapproved. Click the yes button. Page 50

55 Step Action 21. Oops! We forgot something. But UAccess Financials isn't shy about pointing out our error. Enter your phone number in the Phone Number field. 22. Now you're ready to submit. Click the hide button. 23. Click the submit button. 24. Click the yes button. Page 51

56 Step Action 25. Submit successful! Your document has now routed for approval. End of Procedure. Page 52

57 Using Online Tutorials Procedure You can find the online tutorials at You will log in with your UA NetID and password. Step Action 1. Note that you can, in most modern browsers, have multiple tabs open in one window. In this case you have the online tutorials open in one tab and UAccess Financials open in the other. This example uses Internet Explorer, but you could use a different browser if you wanted to. Click the UAccess Financials tab. Page 53

58 Step Action 2. Since you have the tutorials and the actual system open at the same time, you can switch back and forth between them as you find the information you need to complete your work. You could accomplish the same thing by having the tutorials and the actual system open in two separate windows--particularly if you have two monitors. Click the UPK - UAccess Financials tab. 3. You can find tutorials a couple of ways. The long way, in most cases, is to expand the outline until you find what you want. Click the + button before Purchasing. Page 54

59 Step Action 4. You can also use the My Roles link to restrict the outline by Role. Click the My Roles link. Page 55

60 Step Action 5. This approach is only helpful if there is a role that applies to what you are trying to accomplish. Click the Check Request/Disbursement Voucher Preparer checkbox. 6. When you apply a role, it restricts the outline. Click the OK button. Page 56

61 Step Action 7. If you want to remove the roles filter, just uncheck the box. Click the My Roles checkbox. 8. In this case, you are looking for help in reimbursing an employee for an outof-pocket expense. Enter "expense reimbursement" in the Search field. 9. Click the magnifying glass button. Page 57

62 Step Action 10. You see only those materials that matched your search criteria. You could look at the Expense Reimbursement tutorial, but since you haven't yet created a Disbursement Voucher from scratch, let's begin with the basic Initiating a Disbursement Voucher tutorial. Click the Initiating a Disbursement Voucher link. 11. It can be very useful to see where that tutorial resides in the whole outline. Click the View filtered outline link. Page 58

63 Step Action 12. We can now see where the results are in the outline, but we might want to see the whole outline with our selection highlighted. Note, by the way, that the Expense Reimbursement tutorial is under the Specific Payment Reasons section. Click the clear search results button. Page 59

64 Step Action 13. Now you can see where the Initiating a Disbursement Voucher tutorial falls in the full outline. 14. You have two options for how you view the content. You can print out a pdf of the information. Click the Print It! button. Page 60

65 Step Action 15. There it is. You could print it from here if you wanted to. Click the close button. 16. The other option is to launch a tutorial that will walk you through the steps of the process with full-screen screenshots. Click the Try It! list item. Page 61

66 Step Action 17. The tutorial opens in a new window. If you have two monitors or a large screen, you could move the tutorial off to the side in order to use it to step you through the process you are completing in UAccess Financials. But, if you don't have two monitors, you can still jump between the tutorial and UAccess Financials. 18. Depending on which browser you are using, you may navigate slightly differently. But in Windows computers, you will usually have one or more buttons at the bottom of the screen showing you which windows you have open. Or, you can press the [Alt] and [Tab] keys to toggle between windows. Press [Alt+Tab]. Page 62

67 Step Action 19. Select your browser window. If you have the tutorials and UAccess Financials open in tabs, you will want to switch to the UAccess Financials tab. Click the UAccess Financials tab. Page 63

68 Step Action 20. You can navigate to the part of UAccess Financials that you want to use and then switch between the tutorial and the real system as you go. Click the Disbursement Voucher link. 21. Let's switch back to the tutorial. Click the button. 22. As you work through the tutorial, pay attention to the text in the bubbles. In this case, there's a link to the Financial Policy manual that you can use to look up policy details about expense reimbursements. Note: The tutorials do not focus on policy, rather they concentrate on how to use the system and link to policy guides whenever possible. Click the Financial Policy and Procedures link. Page 64

69 Step Action 23. There's the section for Reimbursements. That's what you want. Click the 9.10 Requisitions/Reimbursements link. Page 65

70 Step Action 24. Once you're in the section you want, you can use your browser's search function to look for key terms. Most browsers use either [Control+F] (Windows) or [Command+F] (Mac) to launch search. Press [Ctrl+F]. 25. Enter "expense reimbursement" in the Find field. Page 66

71 Step Action 26. As you move through the manual, you should find some information that will help you determine how policy applies to your specific situation. Look through the manual to find information that may help answer your questions. Page 67

72 Step Action 27. Here, you find lots of details about expense reimbursements. Click the scrollbar. Page 68

73 Step Action 28. Once you re finished reviewing the policy information, you can close the pop up window. Click the close button. 29. When you're ready to move forward in the tutorial, follow the instructions at the bottom of the bubble. Or you can always use your [Enter] key to move forward. Press [Enter]. Page 69

74 Step Action 30. On any frame in the tutorial, you have multiple options for navigating using the Actions link. Click the Actions link. Page 70

75 Step Action 31. Note that you can move backwards to the previous step, restart the tutorial from the beginning, or download the pdf (Print It!) version of the tutorial. Click the Previous Step link. 32. Sure enough, you're back at the previous step. Press [Enter]. 33. Press [Enter]. 34. Each tutorial begins by telling you where to navigate in the system (bolded navigation paths) and then builds on information in previous tutorials (italicized navigation paths). Note that these tutorials only talk about the standard tabs, such as the Document Overview, if there's something specific about how you should fill them out. But that doesn't mean that you don't need to fill them out! Press [Enter]. Page 71

76 Step Action 35. Each bubble has information that you may need as you go through your project, and you should always refer to the other tutorials that are mentioned if you need to review the information that they contain. Press [Enter]. Page 72

77 Step Action 36. Some steps in the tutorial guide you through completing an action in the system. You can also press your [Enter] key to move forward if you would like. Click the show button. Page 73

78 Step Action 37. If the information is something that you have seen before, like the Document Overview or the Accounting Lines tab, the tutorial may just tell you what kind of information you should enter. If it's the first time a topic is discussed in the tutorials, the tutorial will walk you through exactly how to do the steps. Click the continue link. 38. At this point, you could jump over to UAccess Financials to fill out the Document Overview tab in your Disbursement Voucher. Click the hide button. 39. Keep following the steps in the tutorial. Click the show button. Page 74

79 Step Action 40. The tutorial will walk you through looking up a Payee. Follow along with the tutorial and, whenever you are ready, jump over to your Disbursement Voucher to fill it out. Click the magnifying glass. 41. Click the Payment Reason Code drop-down list. Page 75

80 Step Action 42. Note that some of the bubbles contain links to FSO documentation and other outside resources. Click them whenever you need a little more background information. Click the Payment Reason Guidelines link. 43. Review the Payment Reason Guidelines to see what you need to know about an expense reimbursement. Click the Close button. 44. Move on to the next steps in the tutorial, and switch over to your Disbursement Voucher any time you feel ready to enter some more details in it. Click the E - Expense Reimbursement list item. 45. Make sure to note any advice that the tutorials give you about best practices or search tips. Press [Enter]. Page 76

81 Step Action 46. Press [Enter]. 47. Pay close attention to the information about searching for a person. Press [Enter]. 48. Keep moving through the tutorial, toggling between it and UAccess Financials, to help you complete your Disbursement Voucher. End of Procedure. Page 77

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83 Next Training Steps In this workshop, we ve covered the basics of how UAccess Financials works and how to work within it. Odds are good that you will want more training and reference materials on specific business processes both the how to of completing them in UAccess Financials and the whys of UA financial policies. Topic How To: Systems Training by UITS Why: Policy Training Basics Introduction to Financials Note that many of the policy classes are currently being revised to reflect the new system and may not currently be available. However, new classes will be rolled out on a regular basis. Stay tuned! Travel Travel Advances & Reimbursements Travel Purchasing Arizona BuyWays & Requisitions (Currently being revised into a general Purchasing workshop.) Reconciliation Month End Account Reconciliation Online Resources a.edu Tutorials on additional aspects of UAccess Financials. Policies on financial business processes at the UA. Page 79

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85 Appendix A: Document Statuses Status Action Completed Implications Initiated Document has been Has not been saved. Is not created but not saved. on the Initiator s Action List. Saved Enroute Disapproved Processed Final Canceled Document has been saved but not submitted. Document has been submitted and is in the routing process. Document has been disapproved by one of the reviewers and returned to the Initiator. Document has been fully approved, but there are still outstanding FYIs or Acknowledgements. Document has been fully approved with no outstanding FYIs or Acknowledgements. Initiator created the e-doc and then canceled it either before or after saving. Has not entered routing. Is on the Initiator s Action List. Has not entered routing. There are still pending approvals. Transactions have not posted to the General Ledger. Nothing further will happen with that document. The Initiator needs to copy, correct, and resubmit the document, if appropriate. Transactions have posted (or will post tonight) to the General Ledger. Transactions have posted (or will post tonight) to the General Ledger. A document that was canceled before saving can be found in Doc Search, but cannot be opened. A document that was canceled after saving can be found in Doc Search and opened. It can be copied. Exception System error in processing Indicates that there has been a system error in processing a rule related to the document. It is in an Exception queue and is awaiting review and correction of the error before it returns to regular routing. Disapprove-Cancel Not used at UA. Not used at UA. Page 81

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87 Appendix B: Advanced Search Parameters Standard wildcards ( * and % ) are used to create contains, begins with, and ends with searches. There are, however, plenty of other characters that you can use to refine your search. Note that many of these search parameters only work in fields without a magnifying glass next to them. Character Function Use with Example * Match on any character or characters? Match on any single character Alphanumeric characters Works in magnifying glass fields Alphanumeric characters Works in magnifying glass fields! Not equal to Alphanumeric characters 103* Matches on all account numbers that start with 103 ( , , etc.) 103?490 Matches on all seven-digit account numbers that start with 103 and end with 490 ( , , etc.)!*end* Or All types of data *End* *end* && And All types of data *David*&&*Garcia* In a Description/Title field, matches on all records that do not contain the word End. Wildcards (*) ensure that records containing End will be excluded no matter where the word falls in the field. In a Description/Title field, matches on all records that contain either End or end. (Some search fields are case sensitive.) Note that the wildcards (*) ensure that the record will be included no matter where the word falls in the field. In a Vendor Name field, will return records that contain both David and Garcia. In this example, it eliminates difficulty finding a vendor if you aren t sure exactly how their name is formatted in the system. > Greater than Alphanumeric characters You could also combine search terms to exclude two terms, such as both End and end:!*end*&&!*end* >1000 Matches on all dollar amounts greater than 1000 Page 83

88 Character Function Use with Example < Less than Alphanumeric characters, numbers, dates >= Greater than or equal to <= Less than or equal to.. Between (inclusive range) Alphanumeric characters, numbers, dates Alphanumeric characters, numbers, dates Alphanumeric characters, numbers, dates <100 Matches on all dollar amounts less than 100 >=1000 Matches on all dollar amounts greater than or equal to 1000 <=100 Matches on all dollar amounts less than or equal to Matches on dollar amounts equal to or greater than 1000 and on dollar amounts less than or equal to 1500 Page 84

89 Appendix C: Which Payment Method to Use When There are many different documents you can use to complete payments within UAccess Financials. Which you use when will depend on the circumstances. Page 85

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91 Appendix D: Disbursement Voucher Payment Reasons Available at Payment Reasons on the Disbursement Voucher (DV) in UAccess Financials serve multiple purposes including ensuring designated business rules programmed within the system are met, routing requirements are met based on the business needs of central administration unit, and supporting the University of Arizona reporting requirements. This following information has been created to assist UAccess Financials users with identifying the correct Payment Reason, based on the expenditure, when creating a Disbursement Voucher. Additionally, this document provides criteria that Accounts Payable staff reviews in order to approve the expenditure. This information should be utilized as a reference tool only, as it is not exclusive to all scenarios that occur on the University campus, nor does it replace University of Arizona Expenditure policies. NOTE: The UA Business Purpose should always be indicated in the 'Explanation field of the Disbursement Voucher' as this will expedite the review and approval of the transaction. Code Payment Reason Payment Reason Description Supporting Documentation required and Helpful Tips to support the expenditure: A Award / Prize Payments made for Prizes and Awards must be made to Non-employees only. Awards may not include personal services, scholarships or fellowship payments. For payments of Prizes and Awards to University Employees, please contact University Payroll. Description of contest or event promoting the distribution process of the award and the selection criteria used to support the UA business purpose for the award. If award/prize exceeds $50.00 recipient is required to provide their SSN number for creatingthe payee/vendor record. Recommended Object Code E Expense Reimbursement Reimbursement for out-of pocket expenses to University employees and others who incur University business related expenses. This payment reason may not be used in lieu of the procurement process. Original, itemized receipt(s) should include description of purchase(s), amount, date of purchase and name of establishment purchase was made. Proof of payment may be required Employee signature on DV Cover Sheet or Employee Reimbursement Request form on eforms. Packing slips or order forms alone are not acceptable documentation for a reimbursement F Foreign Visitor Payment Payments made to or on behalf of nonresident aliens/individuals who are other than U.S. citizens or Permanent Residents (green card holders). This payment reason can include business Payments to a foreign company Payments made to individuals who are Non-US Citizens Page 87

92 Code Payment Reason Payment Reason Description Supporting Documentation required and Helpful Tips to support the expenditure: related expenses, fees for services including honorarium, royalty, etc. Payments made to third party vendors (IE: lodging) on behalf of a foreign individual I Independent Contractors Compensation for services performed by Non-employees only. Some common object codes would include 3150, 3230, Independent Contractor form required. Payment to individuals performing services whereas the employment process is not appropriate. Original signed ICON form is required Invoice billing UA OR original itemized receipts should be provided with the DV Cover sheet. Suggested Object codes = 3150, 3230, 3490 H Interview Expenses Expenses incurred to recruit a prospective University Employee, including airfare, transportation, lodging, meals and other necessary expenses related to the job interview or recruiting process. M Moving Expenses Allowable and approved costs related to moving expenses incurred by a University employee in relocating family and/or possessions. Object code 5580 X Other Miscellaneous payments, etc. UA Career Track job number is required on the DV Original itemized receipts Home mailing address if candidate is not offered the position. Offer letter indicating moving allowance approved and accepted. Original itemized receipts along with proof of payment MapQuest or Odometer reading if mileage claimed instead of providing gas receipts Proof of payment for flights with an itinerary Object code suggestions = 5580, 5581 Miscellaneous payments (other than those covered by existing payment reason codes) Y Prepaid Travel Expense Prepaid travel expenses for lodging, airfare, conference registration and car rental paid to vendors on behalf of employees and non-employees on University of Arizona business. Payment directly to a third party vendor to prepay hotel expenses or other travel expenses to avoid out-of-pocket expenditures on behalf of employee, students and non-employees. B Refund Refund(s) to employee, individuals, vendors, students or sponsoring agencies based on monies received by the University of Arizona. Purpose for the refund must be documented Reference to original Cash Page 88

93 Code Payment Reason Payment Reason Description Supporting Documentation required and Helpful Tips to support the expenditure: Receipt or deposit of funds being refunded. Original account whereas the monies reside should be the account utilized for the refund. P Royalty/Permission Fees Royalties or permission fees paid for the use of or the right to use intellectual property or physical assets. Use object level code LIC for royalty/permission fees. Royalty statement or permission contract should be provided to support expenditure. Reportable income to the payee Object code suggestions = 4660 N Stipend Scholarships/Fellowship payments and participant support for Non-employees and Non-University of Arizona students. V Travel Advance Travel advances may only be issued to active University employees. Use object code T Travel Expense Travel expense reimbursements for University employees, students and affiliates traveling for University business purposes. Object code suggestions = 3250 Original Travel Authorization form along with employee promissory note signature. Object code requirement = 8315 Only expenditures for traveling on University business by employees, students and affiliates In State 6240 Out of State 6340 Foreign K Utility/Freight Payment for Freight and Utilities such as telephone service, internet service, etc. Use object level codes UTIL, COMM, COS and MISC for utility and freight object codes. Payments made directly to a Utility or Freight company. All pages of the Utility/Freight invoice are required to initiate payment. Only 'current charges' can be paid on Utility/freight invoices. Exception - Utility / Freight invoices can be faxed to Accounts Payable at with the DV # written on the top right corner of the invoice to expedite payment. Object Code Suggestions: 4510 Electric 4520 Gas 4550 Water/Sewer 3860 Long Distance 3840 Communication equipment 3950 Communication Plans NOTE: This list should be utilized as a training tool and is not an exhaustive list due to the unique circumstances within each department. Please consult your Financial Management fund accountant or an Accounts Payable Specialist for additional assistance. A receipt should contain the following: An itemized list of what was purchased, The amount of the purchase, The date of the purchase The name of the vendor NOTE: Alcohol and related tax & tip is non-reimbursable with University funds (please see your fund accountant) Please contact Accounts Payable should additional clarification be required or guidance on the proper selection of a Payment Reason in UAccess Financials. Page 89

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95 Appendix E: Disbursement Voucher Invoice Numbers Available at Invoice number(s) is a required field on the Disbursement Voucher (DV) and is utilized for multiple purposes including providing instructions for vendor/payee, eliminating duplicate payments and reporting features for multiple payments to the same payee to identify each payment (e.g. refunds, reimbursement, travel, etc). NOTE: Invoice number provided by the vendor should ALWAYS be referenced in UAccess Financials in the 'invoice number' field. This document should only be utilized to provide guidance should no invoice number be available. Payment Reason Invoice Number Recommendation Example A - Award/Prize AWARD + date of Award AWARD B - Refund REFUND + Date revenue received REFUND E - Expense Reimburse EXP + REIM + oldest receipt date EXPREIM F - Foreign Visitor Payments FVP + oldest receipt date FVP I - Independent Contractors SERV + date of last service SERV H - Interview Expense EXP + Career Track Job Number EXP49673 M - Moving Expense MOVEXP + oldest receipt date MOVEXP X - Other: Dues Catering Entertainer Lease Operational Advance Registration Fees Subscriptions Subject Payment DUES + Last Name CATERING + Date of event ENT + date of first performance LEASE + LEASE # + month + year OPADV + Date funds required REGFEE + Last Name SUBS + Last Name Date(s) of participation DUESSTROM CATERING ENT LEASE569APR12 OPADV REGFEESTROM SUBSSTROM Y - Prepaid Travel Expense PREPAY + TRV + Date of travel PREPAYTRV P Royalty/Permission Fee ROYALTY + Period covered FEES + Period covered ROYALTYJAN2012 FEESJAN2012 N Stipend STPND + Month + Year STPNDAUG2012 V Travel Advance End date of travel T - Travel Expense TA# + EXP + End date of trip Add A, B, C... if multiple reimbursements T123456EXP T123456EXP A K Utilities/Freight Billing account number + billing month + YR JUN12 Default invoice number Use the most recent date identified for the expenditure and an Accounts Payable Specialist will edit based on Accounts Payable criteria. Supplemental Guidelines - Department Specific This table below is for Accounts Payable to identify criteria for unique situations with departments that have specific requirements. Page 91

96 Payment Reason Invoice Number Recommendation Example X - Other Miscellaneous Type of Payment: Petty Cash PETTYCASH + date initiated PETTYCASH Petty Cash Replenishment PETTYREV + date initiated PETTYREV Change Fund CHGFUND + date initiated CHGFUND Cooperating Teachers COOPTEACH + semester + year COOPTEACHSPR2012 Homeland Security LASTNAME + H1B LASTNAME + FEES LASTNAME + PREM STROMH1B STROMFEES STROMPREM ICA Officials OFFICIAL + date of event (or 1st event) OFFICIAL Athlete Per Diem ATHLETE + Period Covered ATHLETE Check Reissues ORIGINAL INVOICE NBR + REIS EXPREIM REIS Revolving Operational Advances REVOPAD + Date Required REVOPAD Please contact Accounts Payable should you request an additional invoice number creation which does not fall within these guidelines. Page 92

97 Appendix F: Creating a Disbursement Voucher Vendor Procedure As you create a Disbursement Voucher to pay a vendor, you may realize that the vendor you want is not already in UAccess Financials. If that's the case, you can add the vendor yourself. In this tutorial, you will learn how to create a new vendor for use in Disbursement Vouchers. Step Action 1. Note: Accounts Payable will need supporting documentation to create a new vendor. For U.S. based vendors, the vendor's Independent Contractor (ICON) ( form or IRS form W-9 ( will usually do. For foreign vendors, an Independent Contractor (ICON) ( form or IRS form W-8BEN ( will be needed. If you have one of the documents listed above, please fax it to Accounts Payable after you submit your vendor request. Doing so will greatly expedite the creation of your new vendor. Do not attach the document to the Notes and Attachments tab. If you do not have an Independent Contractor form, W-9 form, or W-8BEN, Accounts Payable will contact the vendor for you and request one. 2. Vendors are created for use in specific e-docs. So, a vendor set up for a Disbursement Voucher can only be used on a Disbursement Voucher. Payments & Reimbursements > Creating a Disbursement Voucher Vendor Page 93

98 Step Action 3. To navigate to the Vendor e-doc from the Main Menu, go to Lookup and Maintenance > Vendor > Vendor. Vendor is a maintenance value, so you need to click the create new button to add a new one. In this tutorial, those steps have already been completed for you. This tutorial focuses on fields that are specific to the Vendor e-doc. If you need to review how to fill in the standard tabs, please review the appropriate tutorials in the Fundamentals > Completing Standard E-Doc Tabs section. 4. You are looking at the Vendor tab first. Click the show button. Page 94

99 Step Action 5. The Vendor # is automatically assigned after you submit the Vendor e-doc. 6. If you are setting up a business as a vendor, enter the name of the business in the Vendor Name field. Use all caps and no punctuation when you enter vendor name and address information. For example, write HART MATHEWS AND MILLER LLC. Do not enter Hart, Mathews, and Miller, L.L.C. 7. If you are adding an individual, as you are in this example, fill out the Last Name and First Name fields. Enter "JONES" in the Vendor Last Name field. 8. Enter "SAM" in the Vendor First Name field. 9. Click the Vendor Type drop-down list. Page 95

100 Step Action 10. Vendor Type indicates which type of payment this vendor can be used with. In most cases, you will choose Disbursement Voucher as your Vendor Type. Note: In order to create a Disbursement Voucher vendor, Accounts Payable will need a tax ID for the vendor. 11. In this case, you want to create a vendor record for an independent contractor. You need to choose Disbursement Voucher as your Vendor Type. Click the Disbursement Voucher list item. 12. The Is this a foreign vendor field defaults to No. If you don't know whether the vendor is a foreign vendor, you can leave this field as No. Accounts Payable will update the field if necessary. Page 96

101 Step Action 13. If this is a foreign vendor, change the Is this a foreign vendor field to Yes. You also need to indicate whether you have the foreign vendor's W-8BEN. 14. Enter the vendor's Tax Number, which should be indicated on the Independent Contractor Form, the IRS Form W-9, or the IRS Form W-8BEN. If you don't have the Tax Number, you can leave this field blank. 15. Note: UAccess Financials will not let you create a duplicate vendor. If you attempt to add a Tax Number that already exits for this Vendor Type, you will get an error and will not be able to submit the document. Try searching for the vendor again. Or, if you think there is a mistake, contact FSO- Operations. Enter " " in the Tax Number field. Page 97

102 Step Action 16. Since you are setting up an individual as a vendor, select SSN as the Tax Number Type. Business vendors will normally have a FEIN (Federal Employer Identification Number). If you do not have a Tax Number for the vendor, leave the Tax Number field blank and choose NONE for the Tax Number Type. Click the SSN option. 17. Click the Ownership Type drop-down list. Step Action 18. In this example, your vendor is an individual so choose the appropriate value. Click the INDIVIDUAL/SOLE PROPRIETOR list item. Page 98

103 Step Action 19. Fill out the other fields with any information you have. Click the scrollbar. Step Action 20. You have just a couple more required fields on this tab. Click the Conflict of Interest drop-down list. 21. Choose Unknown. Accounts Payable will determine if a Conflict of Interest exists. Click the Unknown list item. 22. Click the Default Payment Method drop-down list. 23. For the Default Payment Method, always choose A-ACH/Check. The vendor will receive either a check or a payment via ACH. Click the A - ACH/Check list item. Page 99

104 Step Action 24. Click the scrollbar. 25. You're done with the Vendor tab. Next, you will add an address. Click the hide button. 26. Each vendor must have at least one address. You should have this information on the Independent Contractor Form or IRS Form W-9. Click the show button. Step Action 27. Click the Address Type drop-down list. 28. Disbursement Voucher vendors must always have at least one REMIT address. Click the REMIT list item. 29. Enter "876 E ALAMEDA ST" in the Address 1 field. Page 100

105 Step Action 30. Enter "SAN JOSE" in the City field. 31. State and Postal Code are not marked as required. However, they are required for United States addresses. Enter "CA" in the State field. 32. Enter "90034" in the Postal Code field. 33. Click the Country drop-down list. 34. Click the UNITED STATES list item. 35. For each Address Type, you must have one address marked as the default. If you do not choose an address to mark as default for each Address Type, you will receive an error when you try to submit the document. Click the Set as Default Address drop-down list. 36. This is the only Remit address for this vendor, so select Yes. Click the Yes list item. Page 101

106 Step Action 37. Don't forget to add the address. Click the add button. Step Action 38. You've added the first address, and, if needed, you can add more. Click the hide button. 39. You will need to complete the Supplier Diversity tab. Click the show button. 40. Click the Supplier Diversity drop-down list. Page 102

107 Step Action 41. Choose the appropriate diversity category. In most cases, you will choose Small Business or (Individual). Don't worry if you aren't quite sure which category to choose. Accounts Payable will change it if need be. Click the SMALL BUSINESS OR (INDIVIDUAL) list item. 42. As always, don't forget to add. Click the add button. 43. Click the hide button. 44. Notice that a row was added to the Notes and Attachments tab as soon as you created this e-doc. Click the show button. Page 103

108 Step Action 45. The Note is simply a record of who created this e-doc. Click the hide button. 46. You've completed the required fields for creating a new vendor. You're ready to route it on to Accounts Payable. Click the submit button. Step Action 47. After you submit the Vendor e-doc, you are taken to the Vendor Review page. This page explains what documentation you must send to Accounts Payable to support the vendor request. Read it carefully! Click the yes button. Page 104