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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

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myUF Payment Solutions

In partnership with UF Disbursement Services


Presentation
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
Security Roles

  • Two security roles for myUF Payment Solutions:


Security roles1
Security Roles

  • Two security roles for myUFL:



Paper invoices now electronic
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
1. Invoices to myUF Payments

Step 1

  • Vendors upload invoices to myUF Payments

Vendors

Invoice


2 straight through processing
2. Straight Through Processing

Step 2

  • myUFPaymentSolutions matches invoices to myUFL

    purchase orders

  • Perfect matches = Straight-Through-Processing

    for payment

Purchase Order

Invoice


3 invoices route to departments
3. Invoices Route to Departments

Step 3

  • Partially matched invoices route to department

    approvers for adjustments and approval

  • Approvers view invoices in myUFPaymentSolutions

Dept Approver

Purchase Order

Invoice


4 approvers may route to reviewers
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
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
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

  • 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

  • [email protected]

  • 352 392-1241

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



Main page
Main Page

Main Menu Bar


Main menu
Main Menu

Search for Invoices

Create Unencumbered Payments and Foundation Transfers

New Invoices Folder


Inbox
Inbox

Change

Filters to View All

Folders


Search page
Search Page

Save Search Reports

Use Search Filters


Check request page
Check Request Page

Vendor

Search

New or One-Time Vendor

Action Buttons

ChartField

Allocations



Inbox1
Inbox

Change

Filters to View All


Using filters
Using Filters

To view ALL invoices in each folder, increase number of rows.

Click Apply Filters or Save as Default for next time.


Inbox2
Inbox

Folders


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.



Selecting an invoice
Selecting an Invoice

Click the Work button in the Inbox folder to open an invoice .


Examining an invoice
Examining an Invoice

Invoice Header

Imaged Invoice

Action Buttons

PO matching information

ChartField

Allocations


Annotating an invoice
Annotating an Invoice

View in New Window

Click bars to display tools.

Click to add a stamp.

Click to Save annotations.

Click to add a sticky note.


Routing an invoice
Routing an Invoice

Click Route button.


Routing an invoice1
Routing an Invoice

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


Checking the header
Checking the Header

Check that the Invoice Header information matches the invoice.


Checking the header1
Checking the Header

COR360 Voucher Number becomes Voucher ID in myUFL with a leading “P.”

When invoice is complete, Remaining amount should be 0.00.

Check Asset Purchase box to display Asset Receiving fields.


Receiving an asset
Receiving an Asset

Enter all asset information here. Assets will no longer be received in myUFL.


Line items tab to view po
Line Items Tab to View PO

Click the Line Items tab to view PO information.


Line items tab to view po1
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
Allocations for ChartFields

Click the Allocations tab to check the ChartField.


Allocations for chartfields1
Allocations for ChartFields

ChartFields are populated per the matching PO lines. Scroll to the right to view all.

GL Allocation Speadsheets


Allocations for chartfields2
Allocations for ChartFields

When finished, click the Save icon to combo edit check.

Incomplete ChartField information will turn incorrect field red.


Submitting invoice
Submitting Invoice

Click the green Approve button to submit to workflow.



Foundation fund administrator
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
Secondary Approval

  • When are invoices routed to Secondary Approval?


Workflow states
Workflow States

You may check workflow state on Search page.

Where is my invoice?

Approval

Secondary Approver

AP Complete

Approver

Inbox

DOCE

Construction, Foundation Concession Assets

Department Fund Administrator

Exported to myUFL for payment


Workflow state
Workflow State

AP Exception examples

  • Invoices where the Vendor did not match the purchase order

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

AP Exception

UF Disbursements is working on it.


Checking invoice detail
Checking Invoice Detail

Workflow and detailed information can be accessed for every invoice.



Check request page1
Check Request Page

New or One-Time Vendor

Vendor

Search

Special Payment Handling


Searching for vendor
Searching for Vendor

Vendor Search


New or one time vendor
New or One-Time Vendor

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


Chartfield allocations
ChartField Allocations

Click green Plus button to begin.

Use dropdowns to enter ChartFields. Use typeahead to search.




Workflow status and history
Workflow Status and History

The Search feature provides Workflow Status and History.


Online training
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.


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