Datamatics Global Services. epm User Manual

Transcription

1 Datamatics Global Services epm User Manual September 2012

2 Contents New User Requisition... 5 Change Password... 7 Unlock Your Account... 8 Logging into e-payables Manager Searching/Lookup in EPM Invoice History Freelancer Agreement Foriegn Questionnaire Intercompany Transmittal/Picasso Form Invoice Routing/ Routing instructions for Receiver/Reveiwer Routing instructions for Approver Proxy Approver Check Requistion P a g e

3 New User Requisitions To create a user id and password, begin by clicking New User Requisition at the top of the initial log-in screen as displayed below. 3 P a g e

4 Enter company name (Pearson, Pearson Canada, Penguin Group Inc) when prompted, and click Validate *Note PINC is incorporated under the same company name as Penguin Group Inc 4 P a g e

5 The New User Requisition Form for epm template will appear as shown below. *Note: All fields are mandatory. First Name and Last Name: In this field the first name and last name of the user should be provided for whom the account is being requested. Company: Enter your company name. Contact Number: User should provide their respective contact details. This is the work phone number of the requestor for whom the account is being requested. Employee ID: This is the identification number assigned by Pearson if applicable. 5 P a g e

6 User ID: Please use the format last name underscore first initial of your first name and 001,(ex-patton_s001) complete last name. (User id must be 7-15 characters in length). ID: To get the auto-generated password, user should provide their respective address. User Type: External option to be specified. Comments: Enter the user level being requested. After entering all the details, click on the Save button. VERY IMPORTANT: A requisition is not saved until you have completed the final step of the requisition process, clicking Save at the end. If you logout or click a link on the left side before completing these steps, none of the information you have entered will be saved. An will be sent to the approver requesting approval. You will receive an with your user name and temporary password (you will be prompted to change your password u at the time of your initial log-in). 6 P a g e

7 Changing Password e-payables Manager is a package of high security and confidentiality. To protect against the misuse and alteration of the information under our control, we endeavor to safeguard the confidentiality of personal information by means of Secure Sockets Layer (SSL) incorporated with Internet browser. We enforce strong logon credential policies therefore we recommend changing your password frequently helping to protect your account information. When a new request is approved by the approver, the requester can login using the user id and password provided in an which is auto-generated by the system. New approved users can logon to the system through Change Password Screen: Password must be at least ten characters in length and the maximum length must be 16 characters. (Longer is generally better.) Password must contain at least one alphabetic and one numeric character. Password must be significantly different from previous passwords. Password cannot be the same as the user ID. Password must be a combination of at least one upper case character, lower case and digits to strengthen the password. It should not be information easily obtainable about you. This includes license plate, social security, telephone numbers, or street address. *Please be advised that it is against Pearson policy to share passwords. Employees found in violation of this policy are subject to severe disciplinary actions up to and including termination. 7 P a g e

8 Unlocking Your Account On the initial log in screen Click Unlock My Account *Note: After 3 unsuccessful attempts at logging into epm your user id will be locked. 8 P a g e

9 Enter your user id and hit tab Answer the two security questions you set up at your initial log in. Click unlock my account Click close, which will take you back to the log-in page to re-enter your user id and password information 9 P a g e

10 Forgot Password If you forget your password, click Forgot Password at the top of the initial epm log-in screen ( which is shown below. 10 P a g e

11 The Forgot Password screen will open as shown below. Enter your epm user ID and your address in the spaces provided, and click Save. You will receive your epm user id and password via P a g e

12 Logging into e-payables Manager Epayables Manager (epm) is a web based application that is accessible at Log-in to the application using your username and password. *Note: Passwords are case sensitive. 12 P a g e

13 You will then be brought to the select project screen, depending on your access. You will see all projects you have access to. 13 P a g e

14 Searching for Invoices in epm You will be brought to the lookup screen 14 P a g e

15 You can search for an invoice using one or more of the search criteria. Note: The more search criteria entered, the fewer results you will receive. The % sign can be used as a wildcard during searches either preceding or following a character string. Ex. % will provide all results %123% will provide all results that include 123 %123 will provide all results that end in % will provide all results that begin with 123 Please note that the following are standard fields that are filled in for all invoices: Invoice number Invoice date Amount Received date IRN (image reference number) Vendor Name Batch Name Other fields: (such as cost center and gl code) may or may not be completed for each invoice, depending on the circumstances. Searching on those fields may not yield the most comprehensive results. For best results it is suggested to search on the criteria listed above. Results can be sorted by selecting the fields to sort on from the first order by, second order by, third order by drop down menus prior to clicking the search button. 15 P a g e

16 Results display as 5 per invoices per page 16 P a g e

17 To move to a different page within the results, click the page number at the bottom of the display. Results can be exported to excel file by clicking Save as a Comma Separated Excel File. Clicking the link will export all search results. To only export the page you are currently viewing, check the box next to display selected record and then click the export link for the format you require. 17 P a g e

18 Opening a Scanned Image of an Invoice To open an invoice image, click the orange icon to the left of the invoice information under invoice link. Doing so will open the invoice image to the following screen: Invoice indexing information is listed on the left of the screen, including current status and notes regarding the invoice. If the invoice has more than one page, you may flip to another page using either the drop down page selector or the arrows next to the drop down. Using the controls directly above the image, you can enlarge and rotate the image as necessary, as well as print/save the current page you are viewing. To print all pages of a multiple page image, you can click on the green printer icon to the right of the return to search button. 18 P a g e

19 Displaying the Invoice History To view the routing history of an invoice, click the blue Invoice History icon for the desired invoice in the search results list, which will open Invoice History and Time Line Report screen as the one shown below. This report will show the complete history of the invoice from the date it was scanned into epm to the last action taken. Click Return to Matrix to return to the Look Up screen 19 P a g e

20 ing a TIFF File of an Invoice To an image click on the envelope also located to the right of the return to search button. The send mail pop-up window will open. Begin entering the first name of the person you want to the document to. Their address should be listed in the drop down. If the does not appear it can be copied and pasted and will be retained in the system going forward. Please note that any sent utilizing this feature will not be recorded with the image. Once you select the user name, you may enter any note in the body of the pop up window which will travel along with the document. Once you have entered your information click the ok button which will send the with a copy of your document attached. You will get a message saying your mail has been sent. 20 P a g e

21 *When you are done viewing the image, click on return to search. Failing to do so will lock the invoice so that others cannot view it. Similarly, should you time out or click the back button on your browser; you will also lock the invoice. The user can not unlock the invoice. The system will auto-lock after 20 minutes. 21 P a g e

22 Invoice Routing When you receive your notification that you have invoices awaiting your review/approval. Log into epm, go to the core tab and click on Approval Routing. Note: notifications are sent each day at 10:00 a.m. est. Provided you have invoices awaiting your attention. 22 P a g e

23 Invoice Routing Your approval queue will be displayed. You will see a numeric number under invoices assigned which is the total amount of invoices awaiting your review/approval. 23 P a g e

24 Invoice Routing Click on the numeric number. Your list of invoices will be displayed. Select the invoice you want to view by clicking the red envelope on the left, this will open your document for display. 24 P a g e

25 Invoice Routing Your current status will be routing. You have the following options to travel a document: Approval Reject-Use this option if you do not want an invoice to be paid. You will be required to enter a note as to the reason for the rejection. If you want to undo the rejection you will need to contact the DGSI tech desk. Return To AP If you need to return an invoice that may require changes to be made, such as an indexing error. Choose the status of Return To AP at which time the invoice will routed back to the AP processor. Corrections will be made and the invoice will be routed back to the original receiver/reviewer. This option is to be used only for invoices that will eventually need to be processed and paid. Reviewer-Use this option if you would like to send the document for further review. Once selected the reviewer box will appear, begin typing the reviewer name, last name first. The AD User file (Active Directory) which list Pearson employees will appear for you to select the reviewers name. Once selected click the update button in the bottom left hand corner of your screen. Which will send the document to the reviewer. 25 P a g e

26 Adding Coding Details You have the option to enter the coding details by clicking the coding details button in the bottom left hand corner of your screen. The coding details box will appear. Note: The coding details are a mandatory field to be completed before the document can be final approved. The coding is project specific see next page for details 26 P a g e

27 Pearson US/Pearson Canada Coding Details Company Code -2 digits Business Area-3 digit Cost Center- 4 digits with a alpha character Profit Center- 4 digits Amount-Total amount of your invoice ISBN Number-Can be 10 or 13 digits (For PE Canada users you are to provide the internal order number or Production order number where applicable) Order Number-Isbn conversion ISBN Indentifier-To identify your title as S for School or H for Higher Ed Print Number-Print number of the title to apply charges Quantity of Units-Quantity billed per invoice Unit of Measure- PC Asset#-6 digits Trans Type-Always enter 100 for asset entries Line Item 2 Long Text-Information you want to be retained in SAP or to have the information print on your check stub you will need to enter an * (asterick) before keying your information Pay Method-If you require a separate check you will enter a C in this field Pay Method for PE Canada- If you require a separate check you will enter a E in this field Payment Method Supp-If you require special mailing instructions, a drop down has been provided in order to select the special handling code you require: I=Interoffice X=Overnight A=Attachment M=Multiple special handling request F=Foreign postage Note: You will be required to enter special handling directions in the your notes field to the bottom left of your screen. Example: Send check to the attention of 27 P a g e

28 Penguin Group Coding Details Company Code -3 digits (PGI = 101) **WBS element specific coding (plant & marketing expenses) 1) General Ledger account number (7 digits) 2) WBS element number 3) Amount **Writer for hire specific coding 1) General Ledger Account number ( ) 2) Profit Center (7 digits) 3) ISBN (currently product) (13 digits) 4) Amount **Operating Expenses (including intercompany accounts) 1) General Ledger Account number (7 digits) 2) Cost center (8 digits) 3) Amount The balance of this page is additional coding information that may or may not be helpful: Cost Center- 8 digits Profit Center- 7 digits Amount-Total amount of your invoice credits are entered as negative numbers WBS Element/ISBN Number-varies Asset# 6 digits Trans Type-Enter 100 for debits, 160 for credit entries Line Item 2 Long Text-Information you want to be retained in SAP or to have the information print on your check stub you will need to enter an * (asterick) before keying your information Payment Method-If you require a separate check you will enter a C in this field Payment Method Supp-If you require special mailing instructions, a drop down has been provided in order to select the special handling code you require: I=Interoffice X=Overnight A=Attachment M=Multiple special handling request F-Foreign postage 28 P a g e

29 PINC/Coding Details Company Code =3 digits (PINC=321, PCF=335, RYC=322) Cost Center- 8 digits Profit Center- 7 digits Amount-Total amount of your invoice WBS Element/ISBN Number-varies Asset# 6 digits Trans Type-Enter 100 for debits, 160 for credit entries Line Item 2 Long Text-Information you want to be retained in SAP or to have the information print on your check stub you will need to enter an * (asterick) before keying your information Payment Method-If you require a separate check you will enter a C in this field Payment Method Supp-If you require special mailing instructions, a drop down has been provided in order to select the special handling code you require: I=Interoffice X=Overnight A=Attachment M=Multiple special handling request F-Foreign postage Note: You will be required to enter special handling directions in the your notes field to the bottom left of your screen. Example: Send check to the attention of After entering the required fields of coding click the save button, which will add another line for multiple lines of coding. Once you have entered all lines click the green close button above the coding grid. Your coding details will be displayed in the bottom left hand corner of your screen 29 P a g e

30 Editing Coding Details To make changes to your coding entry click on the pencil located to the right of your screen. Once your changes have been made re-click the pencil and click the green close button above the coding details. In order to delete an entry you will click the trash can, at which time you will receive a pop up asking Are you sure you want to delete, click ok and your information will be deleted. Note: Epayables routing does not apply to royalty related payments, T&E and SAP purchase orders. 30 P a g e

31 Attaching Supporting Documentation To attach a document, such as the exhibit V forms (freelancer agreements), purchase orders or supporting documentation for your check request. Click the browse button to the right of the attach file option. (Attachments must be in the form of a pdf or tiff). Once attachment is populated in the attach file field click the blue book above the coding details button in order to attach the document. This will become the last page of your document. Note: Multiple attachments are accepted. 31 P a g e

32 Freelancer Agreement (Exhibit IV) A template of the Freelancer Agreement (Exhibit IV) form has been provided for your convenience. The below pop up will appear when processing freelancer invoices. When you click ok, the form will be populate to be completed which will become the last page of your document. 32 P a g e

33 Foreign Questionnaire A template of the Foreign Questionnaire has been provided for your convenience. The below pop up will appear when processing invoices for foreign vendors, if you choose to complete online click ok. You also have the option of attaching the questionnaire through the browse option. When you click ok, the form will be populate to be completed which will become the last page of your document 33 P a g e

34 Intercompany Transmittal/Picasso Form A template of the Intercompany Transmittal/Picasso Form has been provided for your convenience. The below pop up will appear when processing invoices coded to an intercompany charge code 271XXX or 247XXX. If you choose to complete the intercompany form online, click ok. You also have the option of attaching the Intercompany Picasso Form through the browse option When you click ok, the form will be populate to be completed which will become the last page of your document. 34 P a g e

35 Invoice Approval You are now ready to send the document for further review/final approval. Click on the further approval button in the bottom left hand corner of your screen. Validations have been put in place to ensure all requirements are completed before selecting the final approver. The APSA card file (Accounts Payable Signature Authority) will be displayed. To select your approver begin typing the approvers name (last name first). Click the approver s name the APSA information will be populated in the required fields. Once the approver has been selected click the update button. 35 P a g e

36 Invoice Approval The message Invoice has been sent to Final Approver will notify the approver that an invoice will is routed to them. Click ok, which will return you to the approval queue. 36 P a g e

37 Invoice Approval When you receive your notification that you have invoices awaiting your review/approval. Log into epm, go to the core tab and click on Approval Routing. Your approval queue will be displayed. You will see a numeric number under invoices assigned which is the total amount of invoices awaiting your review/approval. 37 P a g e

38 Invoice Approval Under invoices assigned you will see the amount of invoices that are in your queue awaiting your approval. Click on the numeric number. Your list of invoices will be displayed. Select the invoice you want to view by clicking the red envelope on the left. This will open your document for display. 38 P a g e

39 Invoice Approval You will view the image of your document along with the indexing information. At this time you may verify that the goods services/received has been checked and your coding details have been completed. You may also make changes (see Editing Coding Details) 39 P a g e

40 Invoice Approval Once you have reviewed and verified all information click the green close button which will take you back to the initial screen. The coding details will be visible in the bottom left hand corner of the document. If you find that there is a problem with your invoice you may choose to route the invoice back to the reviewer or reject the invoice. (To undo rejection contact the DGS tech desk. By changing your status to routing the reviewer option box will appear, at which time you may select the reviewer you wish to route the invoice back to. If you choose to reject the invoice you may change the status to invoice approval reject, at which time the invoice will be routed back to the AP processor, this option is to be used only for rejected invoices that will not be processed. (Note: A note must be entered as to the reason for the rejection). 40 P a g e

41 Invoice Approval At this point red hover boxes are available, which will show all receivers and approvers who have viewed the document: A Hover box-will show all previous approvers R Hover box-will show all reviews G Hover box-will show user name of person who selected goods/services received. 41 P a g e

42 Invoice Approval If you find that there are no discrepancies and all required information has been provided, you are now ready to send the document for final approval. Change the status to final approval and update. At this point please ensure you receive Status Update Successful message. Click ok Process is complete. 42 P a g e

43 Setting a Proxy Approver To assign an alternate approver under the core tab select Proxy Approval. 43 P a g e

44 Setting a Proxy Approver You will see your name displayed as the Approver Name. Start typing the last name of the user you wish to assign as you proxy. Once the name is populated select the leave from date and the to date click ok. 44 P a g e

45 Setting a Proxy Approver The right side of your screen will show the history of your handover. If you wish to delete your entry click delete button located to the right of your entry. 45 P a g e

46 Check Requisition The check requisition template is located under the core tab. 46 P a g e

47 Check Requisition Complete all details required for your request Note: Fields marked with a red asterick (*) are mandatory fields. 47 P a g e

48 Check Requisition Once you have completed your requisition details you have the option to choose a reviewer or choose an approver. After selecting your reviewer or approver click submit at the bottom of your page. You will receive a popup message which will include your irn number. *Note: Please retain the irn number for your records and tracking your requisition. 48 P a g e