Imaging and Workflow
For Accounts Payable
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
• The employee will receive an email notification at 10:00 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://imageprodsvr:8080/webnow/
Sign-In Screen
Click on the Workflow Icon
Your work queue here Your invoices to approve
Click on the invoice to view.Invoice will appear in open window
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)”
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!
Routing Invoice
Click on right arrow to route
forward
Choices: • Route for further approval• Route to Accounts Payable for
processing
Be sure to log-out when you are done!
You are holding a seat and you may prevent others from getting into the system.
Once approved, Invoices move to the AP Invoice Link Workflow queue
AP Clerk enters invoice into PeopleSoft
Once invoice is entered into PeopleSoft and SAVED, the link key becomes available
Fields entered in PeopleSoft will populate applicable fields in Imaging System. These
are key “searching fields”
Searching Features
This is your new filing cabinet for all your invoices.
NO MORE PAPER!
Choose the Search Icon
Ways to Search: Simple SearchBy Vendor
Vendor ID ends with Vendor # (use five numbers)
Double click on line to open up copy of invoice
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
Searched item will be highlighted on your invoice
Imaging and Workflow
For General Ledger
Supporting documentation is sent to the Imaging Printer
JE is entered into PeopleSoft and submitted for approval through PS
Workflow