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
Step 1
– Vendors upload invoices to myUF Payments
Vendors
Invoice
2. Straight Through Processing
Step 2
– myUF PaymentSolutions matches invoices to myUFL
purchase orders
– Perfect matches = Straight-Through-Processing
for payment
Purchase
Order
Invoice
3. Invoices Route to Departments
Step 3
– Partially matched invoices route to department
approvers for adjustments and approval
– Approvers view invoices in myUF PaymentSolutions
Dept Approver
Invoice
Purchase
Order
4. Approvers May Route to Reviewers
Step 4
– Approvers may route invoices to any reviewer to
confirm goods/services/assets received
– Reviewers route back to approvers for approval
Approver
Reviewers
5. Approvers Process Invoices
Step 5
– Approvers process and approve invoices
– Secondary Approver Workflow (more later)
Approver
Workflow
Secondary
Approver
Workflow
6. Invoices Export to myUFL
Step 6
– Workflow-approved invoices export to myUFL for
voucher-build and payment, per vendor payment terms
Approved
Invoices
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/universitydisbursement-services/
LET’S TAKE A LOOK!
Main Page
Main Menu Bar
Main Menu
Search for
Invoices
Create
Unencumbered
Payments and
Foundation
Transfers
New Invoices
Folder
Inbox
Change
Filters to
View All
Folders
Search Page
Save
Search
Reports
Use Search
Filters
Check Request Page
New or
OneTime
Vendor
Vendor
Search
Action
Buttons
ChartField
Allocations
USING THE INBOX
Inbox
Change
Filters 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
Action
Buttons
PO matching
information
ChartField
Allocations
Annotating an Invoice
Click
bars to
display
tools.
Click to
Save
annotations.
Click to add a
sticky note.
View in New
Window
Click to
add a
stamp.
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
• When are invoices routed to 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
Workflow States
You may check workflow state on Search page.
Where is my invoice?
Approval
Secondary
Approver
AP Complete
Approver
Inbox
Department
Fund
Administrator
DOCE
Construction,
Foundation
Concession
Assets
Exported to
myUFL for
payment
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
Vendor
Search
Special
Payment
Handling
New or
OneTime
Vendor
Searching for Vendor
Vendor
Search
New or One-Time Vendor
Complete all fields for a
new or one-time vendor.
ChartField Allocations
Click 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 Approvers
NOTE: 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.