Online Payment Approver - Center for Training and Education
Contents
1. aaa R3 Inbox Business Workplace of Lisa Finnen SY Back Cancel Tools a New message Find Workplace Edit Goto Folder Personal settings Display organizational assignment Refresh organizational environment TW Trash Switch on preview Save when you exit Adopt substitution End substitution Activate substitute Adopt view Exit view A pop up window will open If it doesn t say Personal Substitutes at the top of this window click the Personal Substitutes button This is the window where you ll be setting up your substitute Online Payment Approver User Guide Page 25 of 30 Personal Substitutes Mame Substitution Profil Status of Substitu Assigned as of Assigned u E ETN aaaaag PT PI PA a0 sc a Substitutes for positions PE You should see your name listed in this window Click your name once to select it Then click the Create Substitute a button Search Criteria Category Search Term cl Coarch TeSearch Term hlaxiry us ers by address data Start search A User Search window will open Click the Users by address data category OCI 41 co Search Criteria Category Users by address d E User Last name liona S Firstname Ble O O Department Building code Room Number Extension Cast center Internal mail Company name City Start search Online Payment Approver User Guide Page 26 of 30 Then search fo2. New message Find folder Find document Appointment calendar Distribution lists Workplace Training UPUR31 alO c 8 F E s mama g a o a a a7 F Bl bo A aE Documents 0 PUN Documents 0 Status Dynamic c Creation Date Status P 03 02 2009 In Process REVIEW RELEASE DEPRT APPR CHECK REQ DOC 1901047912 gt CI Grouped according to task pg pte seid 28 3 B2 mb al a ad Ula ls iS aa ala ll gt Grouped according to content Na gt CI Grouped according to content type Y2 02 24 2009 Ready REVIEW RELEASE DEPRT APPR CHECK REQ DOC 1901047893 gt Grouped according to sort key D 02 24 2009 Ready REVIEW RELEASE DEPRT APPR CHECK REQ DOC 1901047898 Bb Overdue entries 0 o 02 24 2009 Ready REVIEW RELEASE DEPRT APPR CHECK REQ DOC 1901047894 M Deadline messages 0 o 02 24 2009 Ready REVIEW RELEASE DEPRT APPR CHECK REQ DOC 1901047896 Bb incorrect entries 0 a 02 24 2009 Ready REVIEW RELEASE DEPRT APPR CHECK REQ DOC 1901047897 gt Ep Outbox 02 24 2009 Ready REVIEW RELEASE DEPRT APPR CHECK REQ DOC 1901047895 gt GResubmission ia 02 24 2009 Ready REVIEW RELEASE DEPRT APPR CHECK REQ DOC 1901047892 gt BPrivate folders D 02 24 2009 Ready REVIEW RELEASE DEPRT APPR CHECK REQ DOC 1901047891 9 Shared Aon D 02 24 2009 Ready Approve Expense Report 0015007588 for Employee Thomas Cindy After reviewing this information click the Refuse but
3. information You should verify that it s acceptible to post the expense to these cost objects Amount in doc curr Kg Aost center Order i 28 00 101 1010249731 0 00 0 00 0 00 KI Short text POSTAGE Debit El Debit Z Debit E Debit ME 4 6 Payment Now le s take another look at the center of this screen So far we ve examined the information contained on the Basic data tab If you click the Payment tab additional information about the document will be displayed RUS Inbox B33 Inbox Released Parked Vendor Invoice 1901047912 JHEN 2009 Menu a 4 SY Hack Cancel Tools a Tree On Editing Options Release Refuse Transactn Invoice El Bal 0 00 Basic data Details Workflow Tax LA EQ Yendor BaselineDt 03 01 2009 Print terms 0 Days 0 000 Address Due on 03 01 2009 0 Days 0 000 FEDEX Discount 0 00 USO 0 Days net PO BOX 94515 Disc base 0 00 USD To be calcultd Fixed PALATINE IL 60094 4515 Print block Free for payment El Inv ret o Patt bank House bank Reason cde Bank account Mot available Os Generally the Payment Method field should be blank This allows the system to automatically select the method of payment based on the information in the vendor master record There may be times however when the originator has requested a specific method of payment and overrided the system s default selection For instance if a staff member is going on a
4. information displayed here It s pulled from the vendor master record o If banking information is displayed this generally means that an ACH Automated Clearning House payment will be issued to the vendor o If no banking information is available this generally means that a check will be issued to the vendor 4 5 Cost Distribution At the bottom of this screen you ll see the Cost Distribution section 1 Items No entry variant selected ab Debit Debit Debit Debit POSTAGE 0 00 0 00 5i e The G L acct colum contains the General Ledger accounts or cost categories that the expense will be posted to You should verify that these are the correct accounts e Inthe Amount in doc curr area you can see the amounts that will be posted to each of the G L accounts You should verify that these amounts are correct If you use the scroll bar at the bottom of this section additional information will be displayed In the Text column you should see the vendor name and invoice number This is also the text that will be displayed on a BW report 1 Items No entry variant selected Elst ol acct Shorited D C__ Amountindoc cur aluedate Tet VIL fco TET in 640251 POSTAGE Debit D0 22009 Fedextinw Px658971 Debit JHE Debit JHE Debit n CT Online Payment Approver User Guide Page 13 of 30 If you scroll a little farther to the right you ll see Cost Center Order WBS
5. l l Ps Single sign on 550 is a mechanism whereby a single action of user authentication and authorization can permit a user to access all computers and systems l where he has access permission without the need to enter multiple passwords Single sign on reduces human error a major component of systems failure and is Password therefore highly desirable but dificult to implement Forgot Password We also have a Frequently Asked Questions section available for more information and help Login Problems Click here for Non JavaScript Version For Security Reasons please close all Web Browsers when finished Johns Hopkins Enterprise Authentication v5 1 1 21v Use of the Johns Hopkins Enterprise Directory JHED Computer System shall be solely for the business purposes of the Johns Hopkins Institutions Unauthorized use may subject you to criminal prosecution Use of this system is monitored Evidence of unauthorized use collected during monitoring may be used for administrative criminal or adverse action Use of this system constitutes consent to monitoring for these purposes and for any other purpose related to the business interests of the Johns Hopkins Institutions or as needed to protect system resources 3 2 WebGUI vs WinGUI There are two ways to access the Online Payment transaction the WebGUI and WinGUI interfaces The functionality is the same in both though some icons may be different This guide documents
6. presented with a hard copy of the invoice or it will be scanned and attached to the online payment request To access an invoice that has been attached to an online payment request click the Services for Objects button and then select Attachment List pee nbox ak R 3 Inb Hana History Released Parked Vendor Invoice 1901047912 JHEN 2009 Menu a 4 Yd Back Cancel Tools a Tree On Editing Options Release Refuse Transactn Invoice Bal 0 00 COB ala Details Workflow Tax Withholding tax Prose KING E Ej Vendor Item long text Address l FEDEX PO BOX 94515 PALATINE IL 60094 4515 Bank account Not available Private note send i Relationships Workflow i Wy Objects i Help for object services A pop up window will open If the invoice is attached you will see it listed in this window Just double click the invoice to view and print this document When you re finished close the document and the pop up window 4 9 Approving a Request Now let s say that you want to approve this online payment request All you need to do is click the Release button You ll return to your inbox but the document that you ve just approved will no longer be listed here Online Payment Approver User Guide Page 17 of 30 RUS Inbox BF Inbox Released Parked Vendor Invoice 1901047912 JHEN 2009 Menua df Back Cancel Tools a Tree on Release Refuse Editing Options Trans
7. the WebGUI interface Online Payment Approver User Guide Page 5 of 30 e WinGUI Requires proper security access and client software installed on your computer SAP m 5 LAG Seas ao akaicoe Business Workplace of Lisa Finnen gt amp Inbox gt Outbox gt Resubmission gt c8 Private folders gt 9 Shared folders gt c9 Folders subscribed to fi Trash e WebGUI Can be used without installing special client software Welcome Lisa Finnen FX JOHNS HOPKINS CustomHeip Loa ort Welcome Knowledge Network R S Enterprise BW Report Center Go Shopping Settings Internal Service Provider Ordering Online Payment Request TTSC ES Travel Reimb R 3 Inbox b R33 Inbox l Business Workplace of Lisa Finnen menu af dlll Back Cancel Tools a New message Find folder Find document Appointment calendar Distribution lists gt Ginbox Gana Business Workplace gt BResubmission gt cB Private folders gt Shared folders gt Folders subscribed to Trash D R3P 800 E 7 Online Payment Approver User Guide Page 6 of 30 3 3 Determine Your Interface Log in to the SAP production client e Ifyou see an R 3 Enterprise tab o You have the appropriate security role to access the WinGUI interface o This does not indicate that the client software has been installed on your workstation e If you need to install the client software go to http h1support j
8. 02 2009 20 03 43 03 02 2009 09 17 21 5 gt Grouped according to sort key 6 Create Note for 1901047899 2009 GP 03 02 2009 11 38 27 03 02 2009 11 37 15 5 gt Grouped according to task A DOCUMENT 1901047899 REJECTED g 03 02 2009 11 37 15 03 02 2009 11 37 08 5 Bb Overdue entries 0 A REVIEW RELEASE DEPRT APPR CHECK REQ DOC 1901047899 GP 03 02 2009 11 37 08 02 24 2009 14 35 01 5 Bb Deadline messages 0 A REVIEW RELEASE DEPRT APPR CHECK REQ DOC 1901047910 Y 03 02 2009 11 26 17 0302 2009 09 21 22 5 neorrect entries 0 Sp Outbox e Documents 4 11 Additional Features Now let s return to your inbox one more time There are a few features on this screen that could help you as you review approve and reject online payment requests ODES eo ESS eS F aA Update Click this button to refresh the list of documents displayed in your inbox 03 Execute Click this button to see detailed information about a document selected from your inbox You would see the same information if you double clicked the document pa Display Click this button to see additional information about a document selected from your inbox Online Payment Approver User Guide Page 21 of 30 Reserve When an online payment request document is submitted for approval it will appear in the inbox of every employee authorized to sign it If you select a document in your inbox and then click Reserve the document will disappear from all
9. 02 24 2009 Ready REVIEW RELEASE DEPRT APPR CHECK REG DOC 1901047891 O 11 17 2008 Ready REVIEW RELEASE DEPRT APPR CHECK REG DOC 1901047806 O 02 24 2009 Ready Approve Travel request 0015007702 for Employee Cronin Jeremiah for O 02 24 2009 Ready Approve Travel request 0015007701 for Employee Lipscomb Heriberto for D 02 24 2009 Ready Approve Travel request 0015007700 for Employee Moses Wilbert for Online Payment Approver User Guide Page 10 of 30 4 3 Basic Data To review one of these documents and ensure that it s in compliance with JHU policies you simply need to double click it And you ll arrive at a screen where detailed information about the document is displayed In the center of this screen you ll see a series of tabs Right now the Basic Data tab is selected and basic data about the document is displayed BF Inbox i Released Parked Vendor Invoice 1901047912 JHEN 2009 Menual gl Back Cancel Tools a Tree On Editing Options Release Refuse Transactn Invoice El Bal O 0D CO Payment Details Workflow Tax Lb EQ Vendor 2007904 Invoice date 03 01 2009 Posting Date 03 02 2009 Vendor Sp G L Address PO BOX 94515 Documente 1901047912 PALATINE IL 60094 4515 USD Tax amount 0 00 El Text Pavmt terms Due immediately Bank account Baseline date 03 01 2009 Mot available Company Code JHEN JOHNS HOPKINS ENTERPRISE U S A ls Lot No s oF 1 Items No entry
10. 09 Menua df Back Cancel Tools a Tree On Editing Options Release Refuse Transactn Invoice El Bal 0 00 COF Basic data Details Workflow Tax ni Hasic data BaselineDt 03 01 2009 Pmnt terms 0 Days o oj Payment Due on 03 01 2009 o Days 0 0 a Discount O 00 USO o Days net 15 Dise base 0 00 USO To be calcultd Fixed ATR Oleic tax 60094 4515 Pmt Method Print Meth Sup Fmnt block Free for payment is ip Inv ret 0 Fart bank House bank Reason cde Bank account Mot available For instance if a check that was requested needs to be returned to the originator by interdepartmental mail you need to verify that the originator s name work address and phone number are listed here Welcome Knowledge Network RS Enterprise Ri Enterprise EPR Users BWGUI BW Report Center Go Shopping Settings _ Internal RF Inbox Released Parked Vendor invoice 1901047912 JHEN 2009 Menua d Back Cancel Tools a Tree On Editing Options Release Refuse Transactn Invoice El Bal 0 00 COFA Details Workflow Tax Withholding tax 4 F ar Vendor Item long text Address a Mm FEDEX PO BOs 94515 PALATINE IL 60094 4515 Bank account Mot available Online Payment Approver User Guide Page 16 of 30 4 8 Verifying the Information As an approver you will need to verify that the information recorded in the online payment request document matches the actual invoice You will either be
11. PRT APPR CHECK REQ DOC 1901047894 gt BFolders subscribed to O 02 24 2009 Ready RELEASE DEPRT APPR CHECK REQ DOC 1901047893 fi Trash O 02 24 2009 Ready RELEASE DEPRT APPR CHECK REQ DOC 1901047892 O 02 24 2009 Ready RELEASE DEPRT APPR CHECK REQ DOC 1901047891 11 17 2008 Ready RELEASE DEPRT APPR CHECK REG DOC 1901047806 O 02 24 2009 Ready pprove Travel request 0015007702 for Employee Cronin Jeremiah for O 02 24 2009 Ready Approve Travel request 0015007701 for Employee Lipscomb Heriberto for w nara dronnag Bean Approve Travel request 0015007700 for Employee Moses Wilbert for Status Dynamic c Creation Date Status Ka 03022009 Reserved H2 0302x2009 In Process el 2 24 2009 Ready Ready When you see this icon it means that this document is new and has not yet been opened The document may also appear in other approvers inboxes Na In Process When you see this icon it means that the document has been opened but it hasn t been approved or rejected The document is your responsibility and has been removed from all other inboxes Reserve When you see this icon it means that you ve applied the Reserve function to the document The document is now your responsibility and has been removed from all other inboxes Online Payment Approver User Guide Page 23 of 30 5 Establishing a Substitute Approver As an approver it s your responsibility to appoint a substitute approver in case
12. R Display AR Documents provides finance users with important information including data for customer account display document display and balance display This role is important for monitoring and reconciling sponsored and non sponsored account activity Many departmental users do not currently have SAP access to this role If you do not have this role ask a supervisor to submit an ISR to request it The technical role name is ZRF AR DISARDOCS xxx where xis a user s business area For additional information contact ARSSC Billings Department Customer Service at 443 997 2480 or billings jhu edu Posted 1 27 09 at 11 47 AM b December Month End Close The financial period of December 2008 period 6 FY09 has been closed as of 5 p m on Friday January 16 Posted 1 20 09 at 2 56 PM Online Payment Approver User Guide Page 7 of 30 Important notices are posted on this page in descending chronological order The top menu bar also contains a new Knowledge Network tab This link brings you to a one stop shop for information relating to SAP including job aids FastFacts sessions training courses and policies and procedures Online Payment Approver User Guide Page 8 of 30 4 SAP Business Workplace SBWP e Within SAP online payment request documents can be accessed from the SAP Business Workplace SBWP e The SAP Business Workplace o Allows you to monitor review and approve or reject electronic travel and business ex pense documen
13. User Guide Online Payment Approver WebGUI version LEAR Wile SOLLUTMS Table of Contents 1 ABOUT THIS DOCUMENT mguaasia naaa iw AA ANN AA ha 3 1 1 HON TOE LG GUIDE a tert tan ka kaa AE banh AA E BG NG Naa 3 1 2 COURSE OBJECTINED aaa danna alan aan A 3 2 REVIEWING APPROVING AND REJECTING 0 0 cc ccc aaa 4 2 1 PURCHASE ORDER EXCEPTION LIST 2ceccececcececcececcececcecuccccucecuccececuececeeaucacucucausucsuaecauaeseeaeeas 4 2 2 REVIEWING ONLINE PAYMENT REQUESTS 222202220002 a aaa aaa 4 2 3 SAP SECURITY ROLES cccnccvatececescadcaote ht Na DAGA KAN GALE ANON Mm kam NEL Baka NAP am tobe KG Km pm KANA AA 4 3 LOGGING IN TO SAP a 5 3 1 LOGGING IN TO THE SAP 22G ANONG BANANA NAGA Naa 5 3 2 WERGUINS NINGUlh saaan GAAN aaa E ma aaa 5 3 3 DETERMINE YOUR INTERFACE 2a GP AA GA AANO AA AA ANA 7 3 4 WELCOME PAGE a 7 4 SAP BUSINESS WORKPLACE SBWP 11111111 a 9 4 1 ACCESSING THE SEW P ccecccsisenccesedidedesessivateconedeabsadineaiadedenaiadiiatedianderanendinaaiadadaneiedenasatiandessadcee 9 4 2 ONLINE PAYMENT REQUEST DOCUMENTS cccsceccececcececceccccececcecuceecucaccucuececueuecseaeseuaeeeseesecaees 10 4 3 SA PA AA 11 4 4 VENDOR INFORMATION bs cissccieineatettantsnietcsaiaancdcedsnesinisantwisicntaiietneiaamesneteuesthsisantedicndabietnedlaaessontenadteada 12 4 5 GOST DISTRIBUTION ZA AA a AG AE POLA Janina 13 4 6 PAYEN a An AA Am a 14 4 7 kei AA 15 4 8 VERIFYING THE INFORMATION sccececcececcececcece
14. actn Invoice El Bal 0 00 CY Payment Details Workflow Tax iG 5 al Vendor vendor 2007904 Sp GL Address Invoice date 037 0172009 Reference FX76586971 FEDEX Posting Date 03 02 2009 PO BOX 94515 Documente 1901047912 PALATINE IL 60094 4515 Amount 26 00 USD Calculate tax Tax amount 0 00 El Text Payinit terms Due immediately Bank account Baseline date 03 01 2009 Mot available Company Code JHEN JOHNS HOPKINS ENTERPRISE U S A ls Lot No 1 Items Mo entry variant selected Elst fer acct shorted we Amountindoc curr lLoc cur amount Tax jurisdictn code Assignment nofi 640281 POSTAGE Debit 28 00 ar If you want to review this document you can retrieve it by opening your outbox and clicking Work Items Executed by Me 4 10 Rejecting a Request As an approver you cannot change or delete a document So if a document needs to be corrected or deleted you should reject the document so the employee who prepared it can resolve the issue Online Payment Approver User Guide Page 18 of 30 From your inbox start by double clicking the document Information about that document will appear Welcome Knowledge Network R S Enterprise _ R 3 Enterprise EPR Users BWGUI EW Report Center Go Shopping Settings Internal Service Provider Ordering Online Payment Request Online Payment Approval ETIT R 3 Inbox R 3 Inbox History Bac Business Workplace of Training UPUR31 menus di Back Cancel Tools a
15. business trip the originator may have wanted to ensure that she has a check to cover hotel expenses Online Payment Approver User Guide Page 14 of 30 The payment option codes are as follows 1 Check JHU 2 Wires JHU 3 Vendor Automated Clearing House ACH JHU 4 Check JHHS 5 Wires JHHS 6 ACH JHHS 7 Emply ACH JHU 8 JHU single check 9 JHHS single check Generally the Payment Method Supplied field should be blank This allows the system to automatically select the method of payment delivery based on the information in the vendor master record There may be times however when the originator has requested a specific form of delivery For instance let s say that the originator wants to provide a staff member with a check to cover business trip hotel expenses Unless the originator manually enters a code in this field the check will automatically be mailed to the vendor rather than the staff member The payment delivery codes are as follows 01 Departmental pick up at Accounts Payable Shared Services Eastern 02 Attachment required 03 Airmail 04 Returned interdepartmental mail 4 7 Notes Now let s take a look at the Notes tab This area can be used for any information that the department needs to convey to Accounts Payable Shared Services Online Payment Approver User Guide Page 15 of 30 RF Inbox Released Parked Vendor invoice 1901047912 JHEN 20
16. ccecuccecucececuececeeeucueaecueaeseceesecseaeceeaessuaueereesecaees 17 4 9 APPROVING A REQUEST cccececcececcecsccececcecuccecacececuucecuucecsucusseauuueauuecuetecuucecsucecsuaesseausaeaesecaees 17 4 10 REJECTING A REQUEST wesivicciceciwcvesesndavwiuiisauunnoddcdusedsinctuneawiat wiedvewulwroededsusadsn esnaeawtsiwiwdvecdunmedadsuens 18 4 11 ADDITIONAL FEATURES ccscicsncracuotodmeusatonnesandansaudiunrtanericaneuddehtadad dans ouiduntbauntinaneustieutadanlonteuiamnntee 21 BAS STATS COMIN AA AA 23 5 ESTABLISHING A SUBSTITUTE APPROVER cc ccccccceccececcececcececeececccecucuececaeceuaeceeaeeeceees 24 5 1 SUBSTITUTE APPROVER POLICY ccsccececcececcececcecuccecucuecucececsececueaeceeausucaesecaeueceeaeseeaueeeeesecaees 24 5 2 TWO TYPES OF SUBSTITUTE APPROVER cccscscececcececececcecececcaececscucuenececseuuaesecstaeauaeserscauaunenecas 24 5 3 SETTING UP A SUBSTITUTE APPROVER cccsseccececcececcececcccecuccececcecueaecueaeceeaucucueueceeaecsuaeeeeaesereees 25 6 APPENDIX A RESOURCES w 0 000 cccccccccccceccecsccececcccececcececcucsccucsccusecusecausucsucacsecessecutecausecaunacass 30 Online Payment Approver User Guide Page 2 of 30 1 About This Document This document is designed as a resource for Online Payment approvers who access SAP through WebGUI Throughout this document WebGUI screens are displayed 1 1 How to Use This Guide As a Reference This user manual was organized in a linear format that corres
17. cial SAP Resources OpeningApproverInbox V4 pdf e How to view employee role assignments o http training jhu edu html Financial SAP Resources ViewingRoleAssignments V2 pdf Online Payment Approver User Guide Page 30 of 30
18. eteness and accuracy e Supporting documentation invoices e Compliance with funding agency regulations and the Purchase Order Exception list e Please contact Accounts Payable Shared Services if you have questions regarding online payment policies and procedures 2 3 SAP Security Roles e As an approver you ll need the following SAP security role Online Payment Approver e Once you have this role you ll be able to review online payment request documents and make decisions about these payments e If you don t have access to this security role work with your departmental HR administrator to process an ISR Position Maintain and add the role Online Payment Approver User Guide Page 4 of 30 3 Logging In to SAP You should be familiar with the SAP login process but this will serve as a review 3 1 Logging In to the SAP To log in 1 Open an Internet Explorer browser window si Internet Explorer 2 Navigate to http hopkinsone johnshopkins edu 3 Enter your JHED ID User ID and password click Login JOHNS HOPKINS YJ AUTHENTICATION HOPKINSONE LOGIN ENTERPRISE LOGIN INFO FORGOT PASSWORD Please enter your JHED ID and Password p plaice Jase Ai En Welcome to the Johns Hopkins Enterprise Login First Time JHED Users Click Here The purpose of Johns Hopkins Enterprise login is to provide a single sign on functionality for our customers to access many applications with Just one log in JHED ID
19. f the text in this area is preceded by an asterisk this means that the information should be included on the documentation sent to the vendor If the text is not preceded by an asterisk this means that it is a note to Accounts Payable Shared Services 4 4 Vendor Information Now let s take a closer look at the right side of this screen Here you ll see information about the vendor RF Inbox i Released Parked Vendor Invoice 1901047912 JHEN 2009 Menua d Back Cancel Tools a Tree On Editing Options Release Refuse Transactn Invoice Bal 0 00 Payment Details Workflow Tax iG ur a Vendor vendor 2007904 Spb Address Invoice date 03 01 2009 Reference FX2755597 FEDEX Posting Date 03 02 2009 PO BOX 94515 Documente 1901047912 PALATINE IL 60094 4515 Amount 26 00 USD Tax amount 0 00 E Text Paymt terms Due immediately Bank account Baseline date 03 01 2009 Mot available Company Code JHEN JOHNS HOPKINS ENTERPRISE U S A Lot No 4 1 Items Mo entry variant selected Est G Lacct_ Shorted rc Amountin doc cur loccuramount Taxjurisdictn code Assignment nofi E 640281 POSTAGE Debit Z 20 00 20 00 Online Payment Approver User Guide Page 12 of 30 e The vendor s address is pulled from the vendor master record You must make sure that this address matches the one on the actual invoice to ensure that the payment is sent to the correct location e You may see the vendor s banking
20. hu edu You may need to work with your LAN administrator for the installation Welcome Lisa Finnen pa JOHNS HOPKINS ry Getting Started Archived Messages SMART Getting Started e lf you do not see the R 3 Enterprise tab o You can access the Inbox using the WebGUI interface R 3 Inbox tab 3 4 Welcome Page The system will bring you to the Getting Started page in the Welcome section Welcome Lisa Finnen A JOHNS HOPKINS A Go Shopping Settings Internal Service Provider Ordering Getting Started 4rchived Messages SMART Getting Started d Welcome to the Johns Hopkins SAP Portal gt NEW Knowledge Network tab next to the Welcome tab Knowledge Network is the new one stop shop to locate information relating to SAP including job aids fastfacts sessions training courses policies and procedures There are many useful links to sites such as controller s office JHU and JHHS Shared Services and myLearning No more having to think about where to go to get help using SAP There are community discussion boards around Purchasing Accounts Payable HR Payroll Sponsored Projects and more This is your new social networking site This is phase one Ye will continuously update and add to this site The Learning Solutions team would appreciate your feedback e mail us at learning jhu edu Posted 1 30 09 at 1 59 PM gt DID YOU KNOW Display AR Documents is an Important Role for Finance Users The role A
21. ick this button to filter the list of documents in your inbox based on a field value Online Payment Approver User Guide Page 22 of 30 Find in list Click this button to search for a document in your inbox using a value 4 12 Status Column And finally let s take a closer look at the Status column in your inbox There are three different icons that might be displayed in the Status column Each icon has a different meaning R33 Inbox History Back Fc Business Workplace of Training UPUR31 Menu a 4 Yd Back Cancel Tools a New message Find folder Find document Appointment calendar Distribution lists FE Pe ceri cee Ie EE a inbox Gr Unread Documents 0 5 Documents 0 icc Creation Date P 03 02 2009 RELEASE DEPRT APPR CHECK REQ DOC 1901047912 Bi Overdue entries 0 amp 03 02 2009 Reserved RELEASE DEPRT APPR CHECK REQ DOC 1901047911 F Deadline messages 0 o 03 02 2009 In Process RELEASE DEPRT APPR CHECK REQ DOC 1901047909 Bb Incorrect entries 0 YP 02 24 2009 Ready RELEASE DEPRT APPR CHECK REQ DOC 1901047898 gt S5 Outbox 02 24 2009 Ready RELEASE DEPRT APPR CHECK REG DOC 1901047897 gt cB Resubmission o 02 24 2009 Ready RELEASE DEPRT APPR CHECK REQ DOC 1901047896 gt Private folders O 02 24 2009 Ready RELEASE DEPRT APPR CHECK REQ DOC 1901047895 gt Shared folders O 02 24 2009 Ready RELEASE DE
22. onship will be valid from today s date through December 31st 9999 In other words it s unlimited Now let s focus on the Substitution Active checkbox If you check this checkbox the employee will become an active substitute This means that documents will automatically begin to be forwarded to the employee s inbox It s a good idea to set up an employee as an active substitute the day before you expect to be out of the office for example the day before you leave on a vacation If you leave this checkbox unchecked the employee will become a passive substitute This means that the employee will have the authority to access your inbox and process pending documents This functionality will come in handy if you experience an unexpected absence Click the Save LEL button to complete this process And you ll return to the Personal Substitutes window where you ll see the name of the employee that you ve just established as a substitute approver Lo Personal Substitutes Mame Substitution Profil Status of Substitu Assigned as 0f Assigned u L Lisa Finnen L Deborah Long General substitu Deactivated 03032009 Unlimited LO qg gHgl 2GiIfC e yE f om elo Se S Substitutes for positions a Take a look at the Status column e fit says Activated this means that the employee is an active approver and all docu ments will automatically be forwarded to the employee s inbox Online Payment Approve
23. other inboxes and become your responsibility to complete Forward Click this button if you d like to forward a document to another person s inbox and remove your responsibility to complete it Make sure the person you select has the authorization to approve it Resubmit Click this button to reject a document without first reviewing it This is not the proper way to reject a document since you cannot specify a reason for the rejection 8 Display Workflow Log Click this button to see a very detailed workflow view aia E Environment When you click this button you ll be presented with four options e Display objects in workflow If you select this option you ll be presented with a detailed document view It s impossible to approve or reject a document when you re working within this view e Display workflow relationships If you select this option you ll be presented with a workflow overview e Start workflow This option is not used at Hopkins e Create link This option is not used at Hopkins S Print list Click this button to generate a printer friendly list of the documents in your inbox E Details Click this button to see a different view of the data displayed on the inbox line item tHE Layout settings This button allows you to modify save select and manage the data fields displayed in your inbox Ped Sort Click this button to sort the documents in your inbox Filter Cl
24. ponds with the sequence of steps necessary to review and process an online payment request 1 2 Course Objectives Online Payment approvers are responsible for reviewing online payment request documents and either approving or rejecting them After completing this course you should be able to e Describe the policies associated with approving online payment e Access online payment request documents in SAP e Review the information contained in online payment request documents e And approve and reject online payment requests Online Payment Approver User Guide Page 3 of 30 2 Reviewing Approving and Rejecting At Hopkins certain types of transactions can be paid through an online payment request Employees can log onto SAP and submit a payment request for things like catering express shipping and software licensing After the payment is approved a payment is made to the vendor 2 1 Purchase Order Exception List A complete list of the transactions that can be paid through an online payment request is available on the Shared Services website http ssc jhu edu supplychain exceptions html 2 2 Reviewing Online Payment Requests As an Online Payment approver it s your job to review online payment request documents and either approve or reject them e Online payment request documents are available for review in SAP e You re responsible for reviewing the online payment request for e Availability of funds e Compl
25. r User Guide Page 28 of 30 e fit says Deactivated this means that the employee is a passive approver and is able to access your inbox if necessary You can delete a substitute or change a substitute s status by using the buttons at the bottom of this window e BS To delete a substitute you just need to select the substitute that you want to delete and then click the Delete button e ied To change a substitute s status you need to select the substitute whose information you wish to modify and then click the Choose button You ll once again be presented with the Detail Screen Substitution window Once you re here you can adjust the employee s status by checking or unchecking the Substitution Active checkbox Then click the Save LEL button to save your work Online Payment Approver User Guide Page 29 of 30 6 Appendix A Resources For more information consult the following resources e General Web sites o Shared Services http ssc jhu edu o Controller s Office http www controller jhu edu o Knowledge Network https collaborate johnshopkins edu sites SAP knownet Pages default aspx e Contact Information for Accounts Payable Shared Services o http ssc jhu edu accountspayable contact html e Purchase order exception list o http ssc jnu edu supplychain exceptions html e How to open an approver s inbox instructions for passive substitute approvers o http training jhu edu html Finan
26. r your substitute employee by entering his or her first and last name It s a good idea to add the wildcard character the asterisk to the end of the employee s name just in case the name is hyphenated or ends with a Junior or Senior Finally click the Start search button to conduct your search And a list of search results will be displayed bk Search Criteria Eq Search results 1 Entry found User Name Lastname Firstname Deparment Buildings Room Mo Extension CostCntr Int mail Mame City It s important for you to understand that these search results are not limited to individuals with appropriate approver access You ll need to make sure that the substitute that you select has the proper access Instructions on how to view an employee s role assignments are available in the Resources section of this program Now once you locate the correct employee you need to double click that employee s name And the Detail Screen Substitution window will appear LE Detail Screen Substitution Substitute for Lisa Finnen Substitute Deborah Long Substitution data Validity 03 03 2009 Oto 1243179999 Profile General substitution Substitution active By x Within this window you ll see your name in the Substitute for field and the name of the employee that you selected in the Substitute field In the Validity fields you can see that this Online Payment Approver User Guide Page 27 of 30 substitute relati
27. ton W3 Inbox RF Inbox Released Parked Vendor Invoice 190104 909 JHEN 2009 i J Tree On Editing Options Release Refuse a Dog OO Transactn Invoice Bal Payment Details Yorkin son 03 02 2009 Documente 1901047909 139 00 Basic data Vendor Address T MOBILE P O BOX 142596 CINCINNATI OH 46272 2596 Vendor Invoice date Posting Date Amount Tax amount Text Payt terms Hank account Due immediately 03 02 2009 Company Code JHEN JOHNS HOPKINS ENTERPRISE USA Lot No Baseline date Mot available Online Payment Approver User Guide Page 19 of 30 A window will open prompting you to explain your reasons for rejecting the request RF Inbox Decision Step in Workflow Menua d ff Cancel Tools a Workflow Create DOCUMENT 1901047909 REJECTED Choose one of the following alternatives No supporting documentation Incorrect GL Cost Center combination Insufficient funds Other Cancel and keep work item in inbox Your options include No supporting documentation Incorrect GL Cost Center combination Insufficient funds Other And Cancel and keep work item in inbox This option should be used if you re not yet ready to make a decision about whether you want to accept or reject this request If you click this button the document will remain in your inbox where you can process it later If you click Other another pop up window
28. ts o Speeds up the approval and payment remittance processes o Reduces paper documentation 4 1 Accessing the SBWP You can access the SAP Business Workplace by clicking the R 3 Inbox tab Then to access pending online payment request documents you need to begin by clicking open your inbox If you are a Substitute or backup approver and you need to access documents that are in the regular approver s inbox please see the Resources section of this document to get instructions on how to open and close the regular approver s inbox Welcome Lisa Finnen Fy JOHNS HOPKINS ry l Getting Started Archived Messages SMART Getting Started Online Payment Approver User Guide Page 9 of 30 BS Inbox R3 Inbox Business Workplace of Training UPUR31 Menu a 4 ss Back Cancel Tools al New message Find folder Find document Appointment calendar Distribution lists Business Workplace F Unread Documents 0 Documents 0 gt Workflow 22 PB Overdue entries O pk Deadline messages D IE Incorrect entries D Ep Outbox t cE Resubmission eb Private folders Shared folders t cui Folders subscribed to Ty Trash 4 2 Online Payment Request Documents Now within your inbox take a look at the number that appears next to Workflow This is the number of documents in your queue Click Workflow to see a list of these documents The list will appear in the center of your screen Yo
29. u can sort the documents by title by clicking the Title heading Online payment request documents will have titles that read Review Release Department Approval Check Required and then a document number R 3 Inbox History Back Fo Business Workplace of Training UPUR31 menu a dif Back Cancel Toolsa Newmessage Find folder Find document Appointment calendar Distribution lists 7 sf Workplace Training UPURS 8 0 66 2 S a 2 m 5 28 3 O ea ele Ra v Slnbox Unread Documents 0 sa a Documents 0 Status Dynamic c Creation Date ftatus me lll iY 03 02 2009 Ready REVIEW F RSE DEPRI APPR CHECK REG DOC 19010479 Bj Deadline messages 0 YP 03 02 2009 In Process REVIEW R ASE DEPRT APPR CHECK REQ DOC 1901047909 Bb Incorrect entries 0 O 02 24 2009 Ready REVIEW RELEASE DEPRT APPR CHECK REQ DOC 1901047898 gt Sp Outbox P 02 24 2009 Ready REVIEW RELEASE DEPRT APPR CHECK REQ DOC 1901047897 gt GResubmission O 02 24 2009 Ready REVIEW RELEASE DEPRT APPR CHECK REQ DOC 1901047896 gt c8 Private folders D 02 24 2009 Ready REVIEVY RELEASE DEPRT APPR CHECK REQ DOC 1901047895 gt QShared folders O 02 24 2009 Ready REVIEW RELEASE DEPRT APPR CHECK REQ DOC 1901047894 gt Folders subscribed to o 02 24 2009 Ready REVIEW RELEASE DEPRT APPR CHECK REQ DOC 1901047893 fi Trash O 02 24 2009 Ready REVIEW RELEASE DEPRT APPR CHECK REQ DOC 1901047892 O
30. variant alle aust oL acct Shortted mt ggwn kac naat s BG IKA om 640281 POSTAGE Debit Sl e The vendor number should start with a two but can start with one e Vendor numbers that start with a two are vendor addresses where payment remittances are sent e Vendor numbers that start with a one are vendor addresses where purchase orders are sent Sometimes when the vendor address for both payments and purchase orders are the same only one vendor number is created and it will start with a one The important thing to verify is that the vendor address matches the address on the invoice Online Payment Approver User Guide Page 11 of 30 e The invoice date is the date that the invoice was created by the vendor e The reference field is the invoice number It should match the number that is on the actual invoice It s important to make sure that these numbers match in order to avoid a possible duplicate payment and also to make it easy to search for this invoice at a later date e The posting date is the date that the online payment request document was created in SAP This date must be within the current accounting period If the date reflects the previous month and the accounting period is closed for that month then it cannot be processed The originator will have to change the posting date to reflect the current accounting period e The amount is the total amount to be paid on the invoice e The text field is optional I
31. will open LE Create note Note created by UPUR3T1 on 03022009 Tithe of note PIF Online Payment Approver User Guide Page 20 of 30 Within this window you can type the reason why you re rejecting the document Please be precise to eliminate confusion as the originator will be able to view this information Click the Continue button to complete the process And once again you ll return to your inbox The document that you rejected will no longer be listed here But you can review it by opening your Outbox and clicking Work Items Executed by Me Welcome Knowledge Network R S Enterprise R S Enterprise EPR Users BWGUI BW Report Center Go Shopping Settings Internal Service Provider Ordering Online Payment Request Online Payment Approval DOTS Tr R33 Inbox R33 Inbox History Back Forward Business Workplace of Training UPUR31 menu a dl Back Cancel Toolsa Newmessage Find folder Find document Appointment calendar Distribution lists gf Workplace Training UPUR31 ee naaa aag TF ela 7 Sinbox ork items executed by me Since 01 31 2009 Unread Documents 0 Documents 0 Workflow 21 gt Grouped according to content ww Title Status Executed on Execute Creation D Creation Priority BR DOCUMENT 1901047909 REJECTED 03 02 2009 20 04 12 03 02 2009 20 03 43 gt Grouped according to content type Ib REVIEW RELEASE DEPRT APPR CHECK REQ DOC 1901047909 03
32. you re ever unavailable to process requests If you have a substitute approver in place documents will never be delayed because of your absence In this section we ll step through the process of setting up a substitute approver in SAP After you complete this section you ll be able to e Explain the difference between active and passive substitute approvers e And set up a substitute approver 5 1 Substitute Approver Policy A substitute approver is a departmentally authorized employee with appropriate security roles assigned to his or her position More than one person can be established as a substitute approver 5 2 Two Types of Substitute Approver There are two types of substitute approvers e Active substitute approvers e Passive substitute approvers Active substitute approvers have documents that require approval automatically routed to their SAP Business Workplace inbox This feature is turned on whenever the approver is expected to be absent Passive substitute approvers have to access the approver s inbox to retrieve documents requiring approval This is generally done when the approver is unexpectedly absent Online Payment Approver User Guide Page 24 of 30 5 3 Setting up a Substitute Approver OK let s set up a substitute approver From SAP access the SAP Business Workplace by clicking the R 3 Inbox tab Then from the menu bar click Menu Settings gt Workflow Settings gt Maintain Substitute
Download Pdf Manuals
Related Search