Imaging and Workflow

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Imaging and Workflow

• For Accounts Payable

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Accounts Payable gets Invoice in mail from
vendor

• AP Clerk scans invoice. AP Clerk routes image
  of invoice to appropriate person for approval or
  for receiving in PeopleSoft

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• The employee will receive an email notification
  at 1000 a.m. the following day telling them that
  they have invoices to approve or receive. This
  email will have a link to go directly to the
  invoice waiting in their Workflow queue
• OR, they can go directly to the link
• http//imageprodsvr8080/webnow/

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Sign-In Screen
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Click on the Workflow Icon
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Your work queue here Your
invoices to approve
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Click on the invoice to view.Invoice will appear
in open window
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Ways to approve

• T (text) to insert a message such as Receipt
  or Account/Project
• And/Or your STAMP of approval this will
  input Approved by (your name)

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Let go of mouse and bring it down to where you
want to put your STAMP

• Click mouse again and approval will be on
  document!

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Routing Invoice

• Click on right arrow to route
  forward
• Choices
• Route for further approval
• Route to Accounts Payable for processing

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Be sure to log-out when you are done!You are
holding a seat and you may prevent others from
getting into the system.
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Once approved, Invoices move to the AP Invoice
Link Workflow queue
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AP Clerk enters invoice into PeopleSoft
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Once invoice is entered into PeopleSoft and
SAVED, the link key becomes available
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Fields entered in PeopleSoft will populate
applicable fields in Imaging System. These are
key searching fields
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Searching Features

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

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Choose the Search Icon
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Ways to Search Simple SearchBy Vendor
Vendor ID ends with
Vendor (use five numbers)

• Double click on line to open up copy of invoice

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Search by ContentThis feature is OCR (Optical
Character Recognition) It will search all the
documents for the word or number you
input.Content
Search for

• Number of times search
• content is on invoice

Vendor Name
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• Searched item will be highlighted on your invoice

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Imaging and Workflow

• For General Ledger

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• Supporting documentation is sent to the
  Imaging Printer

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