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OnBase E-Forms and Workflow

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E-forms and Workflow. A new system is being rolled out that replaces paper forms or email requests for financial transactions processed by Finance Centers. – PowerPoint PPT presentation

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Title: OnBase E-Forms and Workflow


1
OnBase E-Forms and Workflow
  • Instructions
  • December 2014

2
E-forms and Workflow
  • A new system is being rolled out that replaces
    paper forms or email requests for financial
    transactions processed by Finance Centers.
  • The on-line form was developed using OnBase.
    OnBase is also used as the campus Records
    Management system and is now in use in several
    other offices.
  • Using a current browser (IE9 or IE10, Chrome or
    Firefox 19 29)
  • Access forms from the Finance Center forms
    webpage http//www.dartmouth.edu/fincenter/forms.
    html

Access The person who submits a request has the
ability to view that request as it makes its way
through the process. Department Administrator is
a specific role in OnBase. They have access to
the OnBase Unity client and can view all requests
made against Orgs or Awards to which they have
access in the Oracle systems. For someone who
does not have this access it can be set up for
OnBase only by completing the standard Security
Access form section on Reporting. Approvers
have access to requests that are sent to them as
a part of the process.
3
On Every Form
  • When you open a new form the Date Submitted,
    Submitter name, Department and Finance Center are
    pre-populated. Fields that are greyed out
    cannot be changed.
  • If you have more than one department in the HR
    System
  • use the drop down menu to select the department
    related to this request
  • use the drop down to change the Finance Center
    where the request should be routed
  • Request Number
  • Each request is assigned a number that allows
    easy follow-up. It is on the top right corner of
    the title bar.
  • When text is greyed out in a field, OnBase is
    providing hints on what is expected or the format
    to be used in that field.

Submitter As a Submitter you will have the
ability to see the Requisitions that you
requested. You will receive an email confirming
your submission and providing a link to view it
in the future. Department Administrator A
Department Administrator is able to see all
Requisitions assigned to Orgs or Awards to which
he or she has access in IRA.
4
The Basics
  • Required Fields
  • To submit a request using one of the eForms you
    need to complete the required fields indicated by
    . Required fields will be different based on the
    form but common required fields include
  • Vendor Name or check Vendor unknown
  • Chart Type
  • Chart String
  • Amount or Dist
  • Business Purpose

Accounting Information Chart Type normally has 3
options GL String, PTAEO String or Nicknames.
Nicknames you have defined in your eProcurement
profile will be listed in this drop down menu. An
Nickname is a Description give to identify a full
chart string. If you wish to create nicknames
for your accounts contact your Finance Center.
When a nickname is selected, it will fill the GL
string fields with the exception of the Natural
class. The system does not currently allow
nicknames for PTAEO strings. On the Pcard form
there is a 4th option for the default string
assigned to the card. Chart String can be typed
in or copied from another source. GL strings are
entered as a full string with Natural Class as a
separate field. Natural class is often not
Required. PTAEO strings are broken out into the
individual segments When using Dist the total
distributed for the Item must 100
5
Additional Access
  • When entering an eForm that is expensed to an Org
    or PTAEO Award that your Department Administrator
    does not have access to in IRA, check the
    Department Administrator Additional Access check
    box.
  • When you check the box you are presented with two
    additional fields. The first field is a drop
    down menu that defaults to Security GL Org.
    Also in the drop down menu is PTAEO Award and
    then a list of the Nicknames that you have
    defined in your eProcurement profile.
  • Select the correct option from the pull down and
    enter in a value GL Org or PTAEO Award, that the
    Administrator has access to in IRA, except in the
    case of selecting a Nickname when the GL Org will
    be auto populated.
  • To correct the value entered either re-type the
    information or use the Remove button
  • When entering Request on behalf of begin by
    typing the Last Name and a list is generated.
    Select the correct name from the list.
  • Enter the Requestor Phone number and Delivery to
    Location as appropriate.

6
Attachments and Comments
  • Attachments
  • Attach supporting documents to the eForm by using
    the Add and Remove Attachments button.
  • When the Supporting Attachments box opens first
    select a Document Type (Contract, Bid, Sole
    Source) from the drop down list and then click on
    the Select a File button to browse your computer
    to find the file and click Upload. You can add
    multiple attachments. When complete click Done.

Comments Enter any additional information that
you would like seen by the Finance Center or the
Approver in the Comment box.
7
Approve and Submit
Not all eForms require an approver but when you
determine one does, OnBase will route to one or
more Approvers. This approval can then be
captured in the eProcurement system. Note You
never need to add yourself as an Approver. Note
this is only for approvals that are now done
through email, not approvals that go through the
eProcurement Workflow.
In the Approvals field type in the name of the
Approver beginning Last Name first. Once you have
found the correct name in the list, click on the
name and then click Add This Approver.
To add multiple Approvers repeat the step to add
an approver. If you have entered more than one
approver you can re-sequence the order of the
approvers by changing the Sequence number for an
Approver. To then send the request to the
Finance Center click Submit. If you have not
finished entering the Purchase Request you can
click Save Without Submitting at any point and
will receive an email with a link to continue
working on the form. If you want to pretend you
never started, click Close Without Saving.
8
Notifications and Error Messages
  • Notifications OnBase send notifications to alert
    people to the status of requests. For example,
    Submitters receive an email when a request is
    received by the finance center and Approvers
    receive an email when they need to approve. The
    emails contain a link that opens the request and
    allows the recipient to view the request and
    related documents.
  • Do not forward a email to another person. The
    email is specific to the recipient and will not
    work for another user. When you need a copy of
    an email contact the Finance Center and they can
    re-send the email.
  • Error Messages Messages are displayed when
    OnBase needs additional information or when there
    is a problem. Yellow messages are informational
    and Red messages indicate there is a problem that
    needs to be resolved.

9
Purchase Requisition
Begin a Purchase Requisition request with Vendor
information. If you know the Vendor, enter it in
the Vendor Name field. If you dont know the
Vendor, check the Vendor unknown box.
In the Item section for each item enter a
Description, and if known, Price Each and
Quantity. Then in the Chart section show how the
expense for the item will be charged.
The expense can be charged to multiple chart
strings by clicking Add Additional String.
Enter the expense amount to be charged to the
chart string in the Amount field or provide an
allocation to the chart string by entering the
Dist . But not both on the same item. If you
dont know the amount just enter the Dist
10
Vendor and Items
When there are multiple items on the request, add
lines by clicking Add Additional Item
To correct a Chart String, either re-type the
information or use the Remove button. The Delete
Item button will delete the Item unless it is the
only Item on the form.
11
Pcard Receipts
  • To start a Pcard receipt submission you first
    pull up the card used by the Cardholder Name,
    Last 4 Digits of Card or the Line 2 Description.
  • To submit a request you need to complete the
    required fields indicated by
  • Cardholder Name, Business Purpose, Chart Type,
    Chart String, Amount or Dist .

To enter the Cardholder Name begin typing the
last name and then select from the list
displayed. If there are multiple cards with the
same cardholder name a list will be presented.
Highlight and Click to select the appropriate
card.
After selecting the card enter Business Purpose.
The purpose should describe why the item was
purchased not what was purchased. When the
person making the purchase is not the same as the
person whose name is on the card enter the name
of the Purchaser in the Purchaser if Not
Cardholder field. To enter the name begin typing
the last name and then select from the list
displayed. Enter it in the Vendor Name field,
Receipt Date and Receipt Total.
12
Submitting Receipts
Accounting When selecting a chart string for
Pcard you will see one additional Chart Type
Pcard Default. Selecting this option will pull
the chart string that is assigned to the card.
The expense can be charged to multiple chart
strings by clicking Add Additional String.
Enter the expense amount to be charged to the
chart string in the Amount field or provide an
allocation to the chart string by entering the
Dist . But not both on the same item. If you
dont know the amount just enter the Dist
Additional Receipts Add additional receipts
be clicking on Add Additional Item.
When the balance of the form needs to be
completed by another person enter that persons
name in the Department P-Card Admin Routing
field.
13
Completing a Pcard Request
  • OnBase allows a person to start a request and
    then send it to someone else to complete. If you
    are a department administrator within OnBase and
    the submitter designates you as the Department
    P-Card Admin on the form you will receive an
    email asking you to complete the request from
    within Unity.
  • Start Unity and select Workflow from the top
    ribbon. In the Pcard Life Cycle on the left hand
    side of the screen select Pcard Admin Completion.
    Double click anywhere on the form to edit and
    then add or correct chart string, add business
    purpose or comments.
  • Use the buttons on the top ribbon to complete the
    action.
  • To add receipts Import Document from the top
    ribbon. Make sure you select the appropriate
    document type, probably Pcard Receipt, and then
    search for item to attach.
  • If someone else should be completing the document
    use Notify New Pcard Admin of assignment.
  • Use Cancel this Request in situations like a
    duplicate submission.
  • When the document is complete use Completed for
    Finance Center to send to the finance center.
  • Use Resend General form link Email when someone
    asked for a copy of the email they had received.

14
MyLS
  • To change an individuals payroll account
    distribution in the future complete the MyLS
    eForm.
  • Enter the name of the employee whose wages are
    being affected in Employee Name. If you know the
    Assignment Number complete that also.
  • Begin date for the new account distribution is
    required but End Date is optional.

15
Retroactive Wage Transfer
  • To complete a retroactive wage transfer begin by
    entering the name of the employee in Employee
    Name. Enter Assignment Number if know. Wage
    transfer required the entry of a Begin Date and
    End Date.
  • When the person making the request is not the
    same as the person submitting the form enter the
    name of the requestor in the Requested on behalf
    of field. To enter the name begin typing the last
    name and then select from the list displayed.
  • Finally if this request involves a grant enter
    the name of the Grant Manager in OSP who will
    review the PTAEO transaction.

A wage transfer requires identification of the GL
String and or the PTAEO string where the charge
is currently and needs to be moved from Transfer
From and the string where it will be moved to
Transfer To.
16
Wage Transfer
  • Other Information
  • All requests require an explanation. Please
    complete Reason for transfer.
  • When the retroactive wage transfer involves a
    grant there are additional questions that must be
    answered and reviewed by the Office of Sponsored
    Research.

Note that you do not need to add OSP as specific
approvers on the form, just those who will need
to approve in advance of that office. OSP will
have all Retroactive Wage Transfers automatically
routed to them prior to the request being
processed.
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