OnBase E-Forms and
Workflow
Instructions
December 2014
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):
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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.
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.
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%
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.
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.
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.
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.
Purchase Requisition
Begin a Purchase Requisition request with Vendor information. If you know the
Vendor, enter it in the Vendor Name field. If you don’t 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 don’t know the amount just enter the Dist %
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.
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.
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 don’t 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 person’s name in the Department P-Card Admin Routing field.
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.
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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.
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If someone else should be completing the document use Notify New Pcard Admin of assignment.
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Use Cancel this Request in situations like a duplicate submission.
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When the document is complete use Completed for Finance Center to send to the finance
center.
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Use Resend General form link Email when someone asked for a copy of the email they had
received.
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.
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.
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.