1. FITC P2P Refresher for Approvers

2. Welcome to R13 Refresher Training!
FITC P2P for Approvers
Welcome to R13 Refresher Training!
R13 went into production the weekend of Oct 12th

3. Accessing FITC ACCESS AND NAVIGATION From your computer:
Log in to mycommunity.ku.edu navigate to the FSRC site click on the FITC link
Ku.edu MYKU Services Financial Systems Click on the FITC Link
Go directly to the login page at: financials.ku.edu
Mobile: Via your phones application

4. What has changed for approvers?
FITC P2P INTRODUCTION
What has changed for approvers?
There is only ONE BPM worklist
You no longer have to go to both Financials and Procurement

5. Navigating to P2P functions
ACCESS AND NAVIGATION
Navigating to P2P functions
Home Screen
Home Button
Favorites
Watch list
Now located on left side of screen
Home screens vary depending on security roles

6. REQUISITIONS
Requisition
Overview

7. Requisition Preferences
REQUISITIONS
Requisition Preferences
Business unit preferences must be set up by all users with Purchase Requisition access
Always check your preferences before you start to shop
Shoppers do NOT add favorite charge accounts in the Requisition Preferences

8. Shopping REQUISITIONS Hosted & Punchout Suppliers
Enter Requisition Line/Noncatalog order forms
Hosted & Punchout Suppliers

9. Requisition Line REQUISITIONS More Tasks Enter Requisition Line
Line Type
Item Description
Category Name
Quantity
UOM
Negotiated
Agreement
Requester
Deliver to Location
POET(if applicable)
Charge Account
Work Order
Store Room
Add to Cart

10. REQUISITIONS
Review/Submit cart
Click the Shopping Cart > Review

11. Header REQUISITIONS Review Business Unit Description Justification
Requisition Amount
Attachments

12. Lines REQUISITIONS Review Description Category Name
Quantity
Price
Radioactive?
Special Approval?
To edit, highlight the line and click the Actions dropdown

13. Line Details REQUISITIONS Review Requester
Requested Delivery Date (do not move out more than a few days)
Deliver to Location

14. Billing REQUISITIONS Add a Split if needed Review POET (if applicable)
Charge Account
Work Order
Store Room

15. Notes and attachments REQUISITIONS
Line Level Attachments and Notes to the Supplier (Header attachments recommended)
Check the Supplier (for each line)

16. REQUISITIONS
Submit Requisition
Save and Close or Submit

17. Find an Incomplete Requisition
REQUISITIONS
Find an Incomplete Requisition
Recent Requisitions displays status information about your requisitions
Click the Description to open the requisition
Actions drop down display the options available
Click Manage Requisitions to search for requisitions

18. Manage Requisitions REQUISITIONS
Click Manage Requisitions to search for requisitions
**must have at least one field filled out
Requisition number (Lxxx for open search)
Entered By = who submitted requisition
Description
Requestor = Shopper (who reassigned)
Order = PO Number
Click Advanced to add fields
Highlight row, click Actions:
Duplicate requisition
Delete (only available to requisitions in ‘Incomplete’ status
Export to excel
Cancel Requisition (available to requisitions in ‘Rejected’, ‘Withdrawn’ status)
Edit
Reassign
View Document History

19. Requisition Approvals
REQUISITIONS
Requisition Approvals

20. Reviewing & Approving Requisitions
Requisition Approvals
Reviewing & Approving Requisitions
Notification
FITC Notification
BPM worklist
Home screen > Bell to view Actions assigned to you
             
    
Click on the Action Required: Approve Requisition xxxxxxx link     
Click the task   
    The approval page opens up 
       
Click More Details and your BPM worklist will pop up OR

21. Reviewing & Approving Requisitions
Requisition Approvals
Reviewing & Approving Requisitions
Click Actions Drop Down      
Request Information  
Sends task to user who submitted REQUISITION 
User will receive information request task to add comment or attachment. If attachment is added, user must SAVE task. Reopen task, Actions > Submit Info 
Reassign
transfers task to another user or group
Delegate
allow specific user to act on my behalf)
Search User by entering the Last Name > Search
Check the box by the user ID
Click OK

22. Reviewing & Approving Requisitions
Requisition Approvals
Reviewing & Approving Requisitions
Adhoc Route
Adds an approver to the workflow
Save
Click Save to save any comments or attachments added to the task. Saving commits the attachment to the server

23. Reviewing & Approving Requisitions
Requisition Approvals
Reviewing & Approving Requisitions
Funding will be in the body of the task
Comments
Scroll to the Comments section click +
Type a comment, click OK
Actions > Save (closes window - reopen task to approve or reject)
Comments and attachments made in the task are meant for the next approver.

24. Reviewing & Approving Requisitions
Requisition Approvals
Reviewing & Approving Requisitions
Attachments
Scroll to the Attachments Section click +
Select Attachment type of Desktop file
Click Browse, select a file to attach
SAVE (closes window - reopen task to approve or reject)
Comments and attachments made in the task are meant for the next approver.

25. Reviewing & Approving Requisitions
Requisition Approvals
Reviewing & Approving Requisitions
Click Approve or Reject A comment is required for Rejections

26. Reviewing & Approving Requisitions via Email
Requisition Approvals
Reviewing & Approving Requisitions via
Notification
Click Approve or Reject

27. Reviewing & Approving Requisitions via Email
Requisition Approvals
Reviewing & Approving Requisitions via
Approvers may add an attachment to or comment.

28. REQUISITIONS
Invoice
Overview

29. Invoice Workbench
Invoices
1. edit columns (add, delete)

30. Invoice Header Tip: Save invoice after completing the Header
Supplier number: default from supplier
Legal entity: defaults
Tip: Save invoice after completing the Header

31. Invoice Header Navigate to the Purchase Requisition module
Enter Requisition Line
Search Supplier/Supplier number
Identify contracts

32. Distributions
1. do not use miscellaneous

33. Distributions: Asset
Tip: Click View > Columns to view Asset details
Fixed Assets = 17xxxxx Account code - must Track as Asset & Book

34. Distributions
POET
Tip: Project funds must have a POET
*should default
Save after!
Project - Expenditure Organization - Expenditure Type - Task

35. Manage Installments
Tip: Payment Method defaults = Supplier Site

36. Pick up Checks in Accounting
Manage Installments
Pick up Checks in Accounting
Tip: Payment Method = ACH cannot be picked up in accounting
Tip: Remit Message 2:
Handling Instructions

37. Validation Validation Process: Shortcut: Ctrl + Alt + v
Generates distributions
Checks matching
Checks period status
Applies/releases Holds
Validates Projects
Reserves funds
Checks tolerances
Tip: If invoice will not validate, check Holds – resolve hold & revalidate
Shortcut: Ctrl + Alt + v

38. System Holds
Example #1
Tip: to view Hold reason, click the number of Holds
Reason: Total of invoice lines does not equal invoice amount

39. System Holds
Example #1
Update Header Amount or Distributions = amounts must match

40. System Holds
Reason: The project is not active as of the Expenditure item date
Example #2
Tip: to view Hold reason, click the number of Holds

41. System Holds
Example #2
Budget & Expenditure Date must be prior to the project end date
Tip: Consult with your Finance Manager/ Grant Coordinator for project – related holds

42. System Holds
Example #3
Reason: Funds Reservation Failed
Tip: to view Hold reason, click the number of Holds
Tip: Consult with your Finance Manage/ Grant Specialist for project – related holds

43. System Holds Example #3 Tip: Do not Reverse a line with a Hold
Reason: Funds Reservation Failed
Tip: Do not Reverse a line with a Hold
Contact your Grant Coordinator/Finance Manager for project related Holds.
Option: remove project from POET & Charge account/save/revalidate/hold will be removed

44. Statuses
Tip: To view details of a submitted invoice – click the Notification
Information Request
Used by approver to obtain a comment and/or attachment
Ideal for invoices missing supplier invoice attachment or supporting documents
Information may be submitted via notification or BPM task
Attachments must be saved if using BPM
When completed: Actions > SUBMIT INFORMATION

45. System Rejections: Auto Rejections
UKANSBUKURESFund Invoice has UKANS BU, but using a 9xx fund
KURESBUInvalidFund Invoice has KURES BU, but using a fund that does not start with a ‘9’
UKANSProjectFundsNoProject UKANS BU, using fund 717/718, with no project value (POET)
KURESProjectFundsNoProject KURES BU, using fund 908/918/928/938/948/958, with no project value (POET)
UKANSProjectNotUKANSFunds UKANS BU, not using fund 717/718, with project value (POET)
KURESProjectNotKURESFunds KURES BU, not using 908/918/928/938/948/958, with project value (POET)
UKANSAssetNotUKANSAssetBook UKANS BU, using fund starting with ‘17xxx’, asset not booked ‘UKANS ASSET’
KURESAssetNotKURESAssetBook KURES BU, using fund starting with ‘17xxx’, asset not booked ‘KURES ASSET’
IncorrectItemTypeReject Invoice is using an Item Type that is not ‘Item’ or ‘Freight’. Miscellaneous type cannot be used

46. Auto Rejections
UKANSBUKURESFund – Invoice has UKANS BU, but using a 9xx fund
example
Tip: to review rejection reason, hover over box with ‘X’ 

47. Auto Rejections
KURESBUInvalidFund – Invoice has KURES BU, but using a fund that does not start with a ‘9’
Example
X means rejection (left pic)
Tip: to review rejection reason, hover over box with ‘X’ 

48. Auto Rejections UKANSProjectFundsNoProject
UKANS BU, using fund 717/718, with no project value (POET)
KURESProjectFundsNoProject
KURES BU, using fund 908/918/928/938/948/958, with no project value (POET)
Tip: to review rejection reason, hover over box with ‘X’ 

49. Auto Rejections UKANSProjectNotUKANSFunds
UKANS BU, not using fund 717/718, with project value (POET)
KURESProjectNotKURESFunds
KURES BU, not using 908/918/928/938/948/958, with project value (POET)
Tip: to review rejection reason, hover over box with ‘X’ 

50. Auto Rejections UKANSAssetNotUKANSAssetBook
UKANS BU, using fund starting with ‘17xxx’, asset not booked ‘UKANS ASSET’
KURESAssetNotKURESAssetBook
KURES BU, using fund starting with ‘17xxx’, asset not booked ‘KURES ASSET’
Tip: to review rejection reason, hover over box with ‘X’ 

51. Auto Rejections IncorrectItemTypeReject
invoice is using an Item Type that is not ‘Item’ or ‘Freight’. Miscellaneous type cannot be used
Tip: to review rejection reason, hover over box with ‘X’ 

52. Approver Rejections
BPM Notifications
Tip: Multiple ways to view why an approver rejected an invoice:
Notifications
Holds & Approvals tab within an invoice

53. Approver Rejections Top Reasons Central Audit Rejects Invoices:
Invoice Number is incorrect – Invoice # must match supplier invoice
Incorrect remit – remit address must match supplier invoice & reflect correct contract
Incorrect amount – amount must match supplier invoice. Header amount must = distributions
Incorrect Invoice Date – must be date on supplier invoice, not the date entered into FITC
Incorrect funding – specifically account code
POET value does not match the distribution
Invoices submitted with Holds – holds must be resolved prior to submitting invoice
Non staff travel does not include supporting documentation such as mileage/lodging/meals, etc
Proper documentation/business purpose is required – use description, notes or attachments
hospitality forms required for state funded food purchases

54. Approver Rejections
Correct > Save > Revalidate (if needed) > Resubmit
If the Invoice is Validated, fields open for edit are:
Invoice Number
Amount
Description
Date
Payment terms
Distributions
If the Supplier or Supplier Site need to be changed, the system will not allow edits to these two fields if the invoice is Validated – *use workaround
The Business unit cannot be changed. Invoice must be canceled & re entered

55. Invoice Workflow
The workflow determines if an invoice requires approval and if so, routes the invoice to the approvers, who can then approve or reject the invoice.
FITC Invoice workflow:
Non PO invoices require approval from each cost center approver regardless of amount, and approval from Central Audit (UKANS or KURES).
PO invoices require cost center approval if amount is $3,000 or more and approval from Central Audit (UKANS or KURES).

56. Payment Info
Tip: If payment is a UKANS ACH/check (add an A0 to the beginning) the number is the voucher number in SMART
Tip: to view State of KS check #, use Financial Transaction Mgmt AP Dashboard, P2P/Payments

57. Manage Invoices Tip: Add Fields allows users to expand search criteria
Users can search using a Quick search or click Manage Invoices to add search criteria
Personalize search results
Export to excel

58. REQUISITIONS
Invoice
Approvals

59. Reviewing & Approving an Invoice
Invoice Approvals
Reviewing & Approving an Invoice
Home page, Bell > view Actions available 
             
    
Click on the Action Required: Approve Invoice xxxxxxx link     
Click task   
    The approval page opens
       
R13, same process as a Requisition
Click More Details to view BPM worklist OR

60. Reviewing & Approving an Invoice
Invoice Approvals
Reviewing & Approving an Invoice
Select Actions drop down      
Request information  
Sends task to user who submitted invoice 
User receives information request task to add comment or attachment
if attachment is added, user must Save task, reopen, Actions > Submit info 
Reassign
transfer task to another user
Search User by Last Name, click Search
Check the box by the user ID
Click OK
Adhoc Route
Adds approver to workflow
Save
Saves any comments or attachments added to the task.
Saving commits the attachment to the server.

61. Reviewing & Approving an Invoice
Invoice Approvals
Reviewing & Approving an Invoice
Click Edit Distributions to see funding (not all roles have the ability to view edit distributions)
Comments
Scroll to the Comments section and click +
Type a comment, click OK
If your Role restricts you from seeing the Funding in Edit Distributions, use the notification you receive to see the Funding.

62. Reviewing & Approving an Invoice
Invoice Approvals
Reviewing & Approving an Invoice
Attachments
Scroll to the Attachments section and click +
Select the Attachment Type of Desktop file
Click Browse
select a file to attach(any file on the computer)
SAVE (this will close the window, re open to approve or reject)

63. Reviewing & Approving an Invoice
Invoice Approvals
Reviewing & Approving an Invoice
Click Approve or Reject A comment is required if task is rejected

64. Reviewing & Approving an Invoice via Email
Invoice Approvals
Reviewing & Approving an Invoice via
Receive notification
Click Approve or Reject in the

65. Reviewing & Approving an Invoice via Email
Invoice Approvals
Reviewing & Approving an Invoice via
Add comments in space indicated, click Send

66. REQUISITIONS
Interesting
Tidbits

67. BPM
Getting to your BPM
Home > Tools  Worklist OR
(Next slide)

68. Getting to your BPM BPM To Modify your BPM View Bell More Details
Click the Pencil to edit

69. BPM
Modify BPM views
Choose one column to view, click the >> arrow to move
Sort by Created to view most recent
Then by: change to Task Definition Name
This will organize the tasks to show most recent and then by type, invoice, req, etc.
Click OK

70. Vacation Delegation Vacation Delegation
Bell  More Details  Your Name Drop down  Preferences
R13: Only requires users to vacation delegation once!

71. Vacation Delegation
Vacation Delegation
‘Delegate to’ is recommended

72. Let’s talk about Request More info
Request Information
Let’s talk about Request More info
Request more info from a User, REQUIRES:
Click Notifications or use BPM in FITC, or notification
User will need to find and select the task that has the question mark icon
Add comments and/or Attachments
SAVE if adding an attachment
Click Submit Information OR
Next slide please

73. Let’s talk about Request MORE info
Request Information
Let’s talk about Request MORE info
Requester receives Notification when Info has been requested.
Submit the information through the just as an approver would approve an invoice.
Much Easier!
Click Submit Info Link from
Type in your comments
Add any Attachments
Send

74. Financial Systems Resource Center Site
FINDING HELP INFORMATION
Financial Systems Resource Center Site
Browse to
Log in using your KU Online ID and password.
Select SharePoint.
Search for and select Financial Systems Resource Center.
Choose FITC P2P for training guides.
Tip: Follow the FSRC site to find it again later.
Glossary
Terms Crosswalk
Training Documentation
P-Card Policies
System links

75. Help site: kansas.sharepoint.com/teams/FSRC P2P Helpdesk
Aimee Bergmann (4-6136)
Jody Lin (4-6411)
Amanda Maly (4-4919)
Lori Gutsch (4-5616)
Training courses available on MyTalent.ku.edu

76. Questions?