myUF Payment Solutions

In partnership with UF Disbursement Services

Presentation

• Today we will introduce:

– An overview of the new system and how it connects to myUFL

– How to view electronic invoices

– How to complete an invoice

– How to process a check request for unencumbered payments

– Approval workflow and export to myUFL for voucher build and payment

Security Roles

• Two security roles for myUF Payment Solutions:

Security Roles

• Two security roles for myUFL:

OVERVIEW

Paper Invoices Now Electronic

Before:•Piles of invoices•Filing•Manual delivery•Possible lost paper

After:•Find instantly•Route electronically•View with voucher

1. Invoices to myUF Payments

Invoice

Vendors

Step 1– Vendors upload invoices to myUF Payments

2. Straight Through Processing

Step 2 – myUF PaymentSolutions matches invoices to myUFL purchase orders– Perfect matches = Straight-Through-Processing for payment

InvoicePurchase

Order

3. Invoices Route to Departments

Dept Approver

Step 3– Partially matched invoices route to department approvers for adjustments and approval– Approvers view invoices in myUF PaymentSolutions

Invoice Purchase Order

4. Approvers May Route to Reviewers

Approver Reviewers

Step 4– Approvers may route invoices to any reviewer to confirm goods/services/assets received– Reviewers route back to approvers for approval

5. Approvers Process Invoices

Approver

Step 5– Approvers process and approve invoices – Secondary Approver Workflow (more later)

WorkflowSecondaryApproverWorkflow

6. Invoices Export to myUFL

Step 6– Workflow-approved invoices export to myUFL for voucher-build and payment, per vendor payment terms

ApprovedInvoices Vouchers

UF Disbursements

• UF Disbursements configures the system

• Contact us if

– An employee leaves your department or if you need to add an employee to use myUF Payments

• disbursements@ufl.edu

• 352 392-1241

• http://www.fa.ufl.edu/departments/university-disbursement-services/

LET’S TAKE A LOOK!

Main Page

Main Menu Bar

Main Menu

New Invoices FolderCreate

Unencumbered Payments and

Foundation Transfers

Search for Invoices

Inbox

ChangeFilters to View All

Folders

Search Page

Use Search Filters

Save Search Reports

Check Request Page

VendorSearch

New or One-Time

Vendor

ChartFieldAllocations

Action Buttons

USING THE INBOX

Inbox

ChangeFilters to View All

Using Filters

To view ALL invoices in each folder, increase

number of rows.Click Apply Filters or Save as Default for next time.

Inbox

Folders

Inbox Folders

New Invoices contains new

invoices awaiting your

review.Pended contains

invoices you have chosen to work on later.CC’d contains

invoices copied to you

for your reference

only.Unassigned

folder contains invoices routed

to a group.

PROCESSING AN INVOICE

Selecting an Invoice

Click the Work button in the Inbox folder to open an

invoice .

Examining an Invoice

Invoice Header

Imaged Invoice

ChartFieldAllocations

Action Buttons

PO matching information

Annotating an Invoice

Click bars to display tools.

Click to add a sticky note.

Click to add a stamp.

View in New Window

Click to Save

annotations.

Routing an Invoice

Click Route button.

Routing an Invoice

Use dropdowns to select person to receive this invoice. It will arrive in

their Inbox.

Checking the Header

Check that the Invoice

Header information matches the

invoice.

Checking the Header

COR360 Voucher Number becomes

Voucher ID in myUFL with a leading “P.”

Check Asset Purchase box to

display Asset Receiving fields.

When invoice is complete, Remaining amount should be

0.00.

Receiving an Asset

Enter all asset information here.

Assets will no longer be received

in myUFL.

Line Items Tab to View PO

Click the Line Items tab to

view PO information.

Line Items Tab to View PO

Scroll down to view

Unmatched Lines.

View the PO lines matched to this invoice.

These are the unmatched remaining

lines on the PO.

Allocations for ChartFields

Click the Allocations tab to check the

ChartField.

Allocations for ChartFields

ChartFields are populated per the

matching PO lines. Scroll to the right to view all.

GL Allocation Speadsheets

Allocations for ChartFields

When finished, click the Save icon to

combo edit check.

Incomplete ChartField

information will turn incorrect

field red.

Submitting Invoice

Click the green Approve button to

submit to workflow.

APPROVAL WORKFLOW

Foundation Fund Administrator

• When an invoice with an “F” Source of Funds is submitted,

– It enters approval workflow

– The department approver routes it to the Department Fund Administrator for final approval

– Eliminates the need for the UFF-PA form

Secondary Approval

Containing Fund or ChartField Routed To:

143 DCE

PC Bus Unit = CONST Construction

192 Concessions

Source of Funds = “Fxxxxx” Foundation

Account Code = “78xxxx” except for 787000

Asset Management

• When are invoices routed to Secondary Approval?

Workflow States

Approval Secondary Approver AP Complete

DOCE Construction, Foundation Concession

Assets

Department Fund

Administrator

Exported to myUFL for payment

You may check workflow state on Search page.

Where is my invoice?

ApproverInbox

Workflow State

AP Exception

UF Disbursements is working on it.

AP Exception examples

•Invoices where the Vendor did not match the purchase order

•Invoices where the deptID for routing purposes could not be found

Checking Invoice Detail

Workflow and detailed information can be accessed for

every invoice.

CHECK REQUESTS

Check Request Page

New or One-Time

Vendor

Special Payment Handling

VendorSearch

Searching for Vendor

Vendor Search

New or One-Time Vendor

Complete all fields for a new or one-time vendor.

ChartField AllocationsClick green Plus button to begin.

Use dropdowns to enter ChartFields. Use typeahead to

search.

Transfer funds from UFF to UF

Action Buttons

Workflow Status and History

The Search feature provides Workflow Status and History.

Online Training

• Online training is available:– For UF_AP_Reviewer, take PST967 myUF

Payments for Reviewers

– For UF_AP_Approver, take PST970 myUF Payments for ApproversNOTE: This security role also grants access needed to create expense general ledger journal entries. Therefore completion of PST956 Online Journal Entry is also required for this role.