Transcript AP/ePro Workflow Update

Purchasing &
Disbursements and Travel Services
e-Pro and AP Workflow
Updates and Lessons Learned
May 25th, 2016
Nora Compean, Director of Disbursements and Travel Services
Yvette Medina, Business Analyst, Purchasing and Distribution Services
Where We Are Now
– Workflow for AP and e-Pro Requisitions went LIVE 3/28/16
– Training:
• Online training available for approvers: “Approval Workflow Process:
Non-Purchase Order Vouchers and Requisitions” (PS0305).
– Go to http://training.utsa.edu/ under Online Training, under UTShare.
• Updated in-class training available for creators: “Processing of Non-PO
Vouchers Using UTShare/PeopleSoft” (PS 203.04).
– Enroll at https://mytraining.utsa.edu/flexapps/classroom/index.html
• Updated training available for “Purchasing Goods and Services” (PS
202.02)
Requisition (ePro) Workflow Updates
• Getting a PO
• Requisition to PO Sourcing runs every two hours, starting at
9 AM
• Small dollar PO’s are issued on the run time hour, two hour
wait is no longer needed
• Requisition Attachments
• At this time, Approvers can’t see attachments included on a
requisition
• System update will change this, allowing attachments to be
seen by approvers
• TBD when update will be implemented
AP Workflow Updates
• Documents will automatically reroute for approval if
DTS makes changes to:
• Address on “Payment Information” tab
• Invoice #
• Payment terms
(Note – We will be investigating if changes to fields like Invoice and payment
terms can be exempted from the workflow process.)
AP Workflow Common Errors
• Vouchers routing for approval but held up at an approver’s electronic desk
(follow up necessary)
• Vouchers are DENIED due to:
– Missing supporting documentation (creators must attach all supporting
documentation for approvers to review)
– Incorrect chartfield string (incorrect account codes)
– Creators selecting the wrong “location tab” for Citibank payments. Correction
locations are listed below.
• Location UTSA1 for Procard
• Location UTSA2 for CLIBA
• Location UTSA3 for TAC cards
• Location UTSA4 for OneCards
AP Workflow Common Errors
• Selection of incorrect vendor when creating Requisition or Non-PO voucher
(e.g. AT&T, MEP, Inc., etc.)
• PO Voucher Common Match Exceptions:
 38% - Rule_R500 No receipts found
POC required (Purchase Order Corrections)
 22% - Rule_V400
Total amount already paid; pending invoice > PO amount + allowable % tolerance
 18% - Rule_V500
Total amount already paid; pending invoice > PO amount + allowable amount tolerance

6% - Rule_V200
Total quantity already paid; pending invoice > available PO Quantity

6% - UTZ_E200
Invalid PO status
 10% - Other
Note: Match Exception Rules Translation Table
http://www.utsa.edu/purchasing/PS%20Forms/ME_Translation%20Table.pdf
Attachments - Common Errors
• Vouchers missing supporting documentation
• Scanned documentation pages are not in sequential order
• Scanned images of over 40 pages per digital file (recommended up to 40
pages)
• Irrelevant supporting documentation included in file (e.g. lengthy emails,
duplicates, etc.)
• Naming convention file exceeds limit of 20 characters
Note: Scanning Requirements
http://www.utsa.edu/financialaffairs/training.html
Email Notifications
• Currently - approvers receiving out of office
notifications from DTS staff after workflow action
• Coming soon –
– Won’t receive out of office notifications
– Email notifications will be from [email protected]
– More information in subject line
Unexpected AP Workflow Issues
– Non-PO Vouchers created prior to 3/28/16 without proper supporting
documentation have been deleted. Departments were contacted prior to
help resolve errors. Vouchers will have to be recreated in PeopleSoft for
processing.
– Mass Maintenance Process (end of month process to update accounting
date to new month)
• Process causes vouchers that have routed for approval to “un-budget check”, losing the
workflow history
• Back office is currently running a batch budget check process to “re-budget check”
vouchers in order to restore workflow history
• A Change Request will be submitted asking that a step be added at the end of process
to “re-budget check” vouchers
• No front office action needed
Unexpected UTShare Issues
• Another component’s implementation of T&E caused the
following issues for UTSA:
– Encumbering of FY2014/2015 Travel Authorizations in “pending” status
were budget checking, and as a result, encumbering funds.
• All campuses were affected.
• Status: SIS developed a SQL and corrected old Travel Authorization
encumbrances as of 5/12/16
Resources
• Purchasing Contact Information:
– Send email to purchasing at [email protected]
– Contact your department assigned Procurement Specialist
http://www.utsa.edu/purchasing/contact.cfm
– Contact Front Desk, ext. 4060
• DTS Contact Information:
– Send email to DTS at: [email protected]
– DTS Contacts: http://www.utsa.edu/financialaffairs/dts/contact.html
– Contact Front Desk, ext. 4213