2. On-line Approval Training - LORIS Finance Financial Services Prepared by: Donna Gross 14-Sep-09

3. Purchasing at WLU Non capital purchases and travel expenses that are < $5,000 should be made using a p-card. All other purchases should have a Requisition/Purchase Order –Millennium Web Req is being rolled out with on-line approvals so that requisitions can be processed on-line for approval.

4. How to process and approve purchases? Online approval –Purchases over $5,000 Processed through Web Requisitioning Requisition & Invoice approval required because we do not do receiving PCard – one-up signature approval –Travel –Non Capital purchases under $5,000 Manual Approval (Signature) –Travel Reimbursements/ Advances –Bookstore Inventory –Library Acquisitions –Other exceptions Payroll Requisitions

5. Why On-line Approvals? To avoid duplication of work when sending invoices through the University mail To prevent invoices from getting lost in the mail or buried on a desk To eliminate additional follow up when invoices go missing To speed up the process to avoid payment penalties To speed up the process to take advantage of discounts when available To make approval of documents available through an off- campus connection (LORIS) for approvers when they are not available to sign documents To be able to track documents from the time they arrive in Accounts Payable, through approvals until a payment is cut Automatic one-up approval to superior if over your limit –Control approval of contracts etc.

6. Approval Notification When you enter any Banner Finance form, you will receive notification that you have documents to approve. In the morning each day, you will receive an e-mail listing documents that you may need to approve. E-Mail report to be sent daily Banner notification

7. Document Approval Instruction included with email Please go to Banner or LORIS to approve or disapprove the documents on the attached list ( https://isis.wlu.ca )https://isis.wlu.ca NOTE: -Approving the invoice indicates that you have received the goods (in good order) and/or services and are willing to pay the amount in full -For Web Requisitions, additional information could be available as an attachment in Millennium. Please log into Millennium (WebReq) to view this information ( https://isis.wlu.ca )https://isis.wlu.ca -If you have any questions regarding the document, please contact the Document Originator -If you need further instructions, documentation is available on the Financial Resources Web Page ( http://www.wlu.ca/docsnpubs.php?grp_id=95 ) http://www.wlu.ca/docsnpubs.php?grp_id=95 -It is not necessary to wait for this e-mail notification. You can approve documents at any time

8. Types of Documents Web Requisitions –Requisitions are entered on Millennium Web Req –The requisition is fed to Banner Finance for approval by Material Management (Purchasing) –Once the requisitions is approved, Purchasing will create a Purchase Order for the vendor Invoices –Invoices are entered by the Accounts Payable department –When an invoice is entered it will automatically go to the approval process –Travel and Cheque Requisitions with signature will be approved by the Accounts Payable person who enters the invoice so that there will be no delay in payment assuming that there is a proper approval signature on the form –All invoices need approval, even if a PO exists since we do not do any receiving on the purchase order items

9. Originating User The Originator of the document is your primary contact person for approvals. –This is the person who posted the document to the Finance system

10. Who does the approving? We are using the University signing authority policy to identify who will be able to approve documents and at what $ amount. We are assigning two individuals to each level of each approval queue. The first approver would be the manager/person responsible for the department account. The second approver will be a person who would take that responsibility in the absence of the first approver. It is important that the first approver notify the second approver of their absence. In most cases, the second approver would be a one-up manager. –NOTE: Both the first approver and the second approver will get notification that documents are ready for approval. It is up to the individuals to determine who should do the approving of that document. It is important to maintain these queues. In the event that a person leaves the department and/or a new person is hired, the queue would have to be adjusted accordingly.

11. Disapprove a document? Disapprove a document when accounting is incorrect –Invoices generated from a Purchase Order will use the accounting provided on the PO. Be careful to use correct accounting on the PO so that changes are not required later when the invoice arrives. –If the accounting should be changed on the PO in must be done before the invoice is posted. Changes to accounting on the PO will delay payment of the invoice. This process is a time consuming for the user as well as AP and Purchasing as the process needs to start over from the beginning so that the invoice can be approved on-line correctly. If there is a discrepancy in the delivered items, be sure to notify the vendor of any delivery discrepancies and request a credit note (if required). In this case, a new invoice may be required or a credit note will come from the vendor. –Approve the original invoice when the credit note is received and entered for approval. –If a new invoice is posted, then disapprove the original and approve the corrected invoice. If you are not sure which option to choose, please contact the originator of the document and they will help you determine an appropriate alternative. NOTE: Provide a detailed explanation so that AP or purchasing can correct the problem in a timely fashion. Contact the originator of the document by providing a description of the issue in the text box provided when you disapprove the document.

12. Disapprove Message in Banner You can send a message to the originator of the document when you disapprove it. –Enter a message in the text box provided …. Type your instructions to AP or Purchasing in this text box. When you click on OK a message will be sent to the Originator of the document.

13. Disapprove Message in LORIS You can send a message to the originator of the document when you disapprove it. –Enter a message in the text box provided …. Type your instructions to AP or Purchasing in this text box. When you click on the ‘Disapprove Document’ button, a message will be sent to the Originator of the document.

14. Approve a document? Approve a document only after you have received the goods (in good order) or service. Packing slips and receiving documents should be maintained in the department as supporting documentation for our auditors. If you are the second approver, then do not approve documents in these second approver queues unless the first approver is not available. –You will be notified of all documents (first and second approver) that you may approve. If you are the first (principle approver), then approve these documents as soon as possible.

15. Where to process approvals? Banner –You can approve all documents in Banner. However, Banner is not available to you off campus. –Scanned images of the document are available for you to view in Banner. LORIS –You can approve all documents in LORIS. LORIS is available to you off campus –Scanned images of the document are available for you to view through LORIS.

16. When to process approvals? Absolutely, as soon as you can!!! If documents are approved quickly, we have a better chance of taking advantage of discounts and avoiding payment penalties. You will get an e-mail notice each morning if you have items that may need your approval. You should review these on a daily basis. –Currently, we run regular cheque runs on Tuesdays and Thursdays for CDN dollar payments and Fridays for USD payments. Invoices will be included in the appropriate run based on the due date of the invoice. However, the approval must be posted before the cheque run process begins.

17. Banner - Approval Forms Approvals Notification Form – FOIAINP User Approval – FOAUAPP Document Approval – FOAAINP Invoice/Credit Memo Approval – FOQINVA Requisition Approval - FOQRACT

18. Approval Notification Form FOIAINP This form will appear as soon as you select a Banner Finance form. –This occurs only once per log in. Therefore, you will not get further notices unless you log out and return to Banner. You do NOT have to wait for an e-mail to process an approval

19. User Approval FOAUAPP This form will give you a list of all documents where you might be required to process an approval. The form defaults to a next approver list. There is a link for each document so that you can view: – document detail – queue detail There are buttons to process: –approval –disapprove To approve the document, click on the approve button below the document. This form defaults to a next approver list. If you wish to see all documents that you may be expected to approve, remove the check mark in the next approver field before performing the query

20. Document Approval FOAAINP This form will allow you to query document queue information by the document number. On this form you can also approve or disapprove the document. A list of approval queues related to the document are listed with a list of the next approver name(s). Documents will appear in each level of the queue. If the higher $ approver approves the document, it will disappear from the lower level queues. To approve the document, click on the approve button. To disapprove the document, click on the disapprove button and notify Accounts Payable that there is a problem with the invoice or Purchasing that there is a problem with the requisition.

21. FOQINVA Detail of an invoice document If there are multiple items, you can scroll through the data here Check the amount for your department. This is the amount you are approving. If there are multiple accounting lines per item, you can scroll through the data here

22. FOQRACT Detail of a requisition document If there are multiple rows of accounting related to a specific item, you can scroll through the data here Check the amount for your department. This is the amount you are approving. If there are multiple items, you can scroll through the data here

23. Document with multiple accounting lines These are typically courier type invoices such as DHL, Federal Express etc – for the moment we have discontinued approvals for courier invoices. If a document has multiple accounting lines –Several people/queues may have to approve the document before it can be paid. NOTE: An invoice will not be paid until all users have approved the invoice. Delaying this process could result in our services being cancelled. –The next queues are selected by the system Once the first approver processes the approval, the next queue will be able to see the document on their next approver list. If you query all documents, you will see the document listed for you approval. We always recommend that you select ‘All’ documents for viewing and approve them as soon as possible In Banner uncheck the next approver field on FOAUAPP and in LORIS select ‘ALL’ documents. –The document amount displayed on the form FOAUAPP or in you e-mail is the full amount of the invoice. To view the individual amounts by accounting line, query the detail for the document.

24. Multiple account approvals The FOAUAPP form will give you a list of all documents where you might be required to process an approval. The form defaults to a next approver list This form defaults to a next approver list. If you wish to see all documents that you may be expected to approve, remove the check mark in the next approver field before performing the query

25. Detail of an invoice document for ‘commodity level’ accounting If there are multiple items, you can scroll through the data here Check the amount for your department. This is the amount you are approving. Commodity Level accounting multiple items with separate accounting for each

26. Detail of an invoice document for ‘document level’ accounting If there are multiple rows of accounting related to a specific item, you can scroll through the data here Check the amount for your department. This is the amount you are approving. Document Level accounting one item with Multiple accounting lines

27. Detail of a requisition document for ‘document level’ accounting If there are multiple rows of accounting related to a specific item, you can scroll through the data here Check the amount for your department. This is the amount you are approving. Document Level accounting one item with Multiple accounting lines If there are multiple items, you can scroll through the data here

28. Document Image or Additional Info Invoice –In Banner or LORIS you can drill down to view an image of the invoice from the approval forms. Web Requisition –Millennium Web Req may have additional supporting documentation, such as quotes, as an attachment.

29. Images in Banner Drill down to the document detail form for the invoice Note: documentation for a Requisition is stored in Millennium Web Req. This information will be attached to the PO once the req is approved. Click on the first BXS link in the toolbar above the form For more information on imaging, see the document: Imaging in Finance – Banner Instructions http://www.wlu.ca/docsnpubs.php?grp_id=1165http://www.wlu.ca/docsnpubs.php?grp_id=1165

30. Recommend steps in Banner Email received –Each item is listed on the e-mail Log into Banner Open form FOAAINP Exit from the Approval Notification Form – FOIAINP –click on the X in the corner of the form Enter the document number listed in the e-mail –ctrl Pg Down Click on the Queue button –view the approver information for the document Click on the ‘Detail’ button –View the document detail Click on the BXS icon in the toll bar –View the scanned document for invoices Exit back to the form FOAAINP Approve the document –If you disapprove the document, Type a message in the text box provided –Click on OK

31. Millennium Web Req for requisition attachments Go to Millennium WebReq Select the Requisition tab Select Requisition Status Enter the Requisition Number and click on the Search button. Click on the view attachment icon For more information on imaging, see the document: Imaging in Finance – Millennium Instructions http://www.wlu.ca/docsnpubs.php?grp_id=1165http://www.wlu.ca/docsnpubs.php?grp_id=1165

32. LORIS – Approval Forms Select Approve or Disapprove for each document If you select all documents, you will get a list of all documents that you may have to approve, If the document has multiple accounting lines it will be listed here but may not appear the next approver list. Click on the document number to view the details

33. LORIS Drill down to document detail Click on the highlighted document number to view document details

34. LORIS Drill down to document image Click ‘Display Document’ to view the scanned image Exit the image form –Click on X in top right hand corner of form Go ‘Back’ to approve the document

35. Approve on LORIS Click on the continue button to return to your approval list Click on the Approve document button to complete the approval

36. Disapprove on LORIS Click on the continue button to return to your approval list Enter an explanation in the text box for AP or Purchasing and click on the disapprove button to complete the disapproval

37. Recommend steps in LORIS Email received –Each item is listed on the e-mail Log into LORIS Select Finance from the menu Select Approve Documents from the menu Your user Id should default into the user ID field Enter the document number Click on ‘Submit Query’ Click on the highlighted invoice number –view the document detail Click on ‘Display Documents’ to view image of document if available –Exit the image form Go ‘Back’ Select the approve option next to the document number –Click on the ‘Approve Document’ button –If you disapprove the document, please type a message in the text box provided Click on Continue Click on ‘Another Query’ –For the next document on you list

38. Queue Example CABD – Board of Governors approval - >$1,000,000.00 (all funds/orgns) Approvers - Wayne Steffler and Gary Lambert (with written board approval) VPF – VP Finance (orgn 50) < $1,000,000.00 Level 1 Approvers Max Blouw, Sue Horton <=$1,000,000.00 Level 2 Approvers Jim Butler, Max Blouw <=$500,000.00 FSER – Financial Services (orgn 538082) Level 1 Approvers Wayne Steffler, Gary Lambert <= $50,000.00 AVPF – Assist VP Financial Resources (orgn 53,59) Level 1 Approvers Gary Lambert, Jim Butler <= $200,000.00 FGEN – General Accounting (orgn 538079) Level 1 Approvers Ed Linder, Wayne Steffler <= $50,000.00 MATM – Materiel Management (orgn 538029) Level 1 Approvers Marion Barnaby, Gary Lambert <= $50,000.00 SHMA – Shipping & Mail Services (orgn 538190, acct 73,74) Level 1 Approvers Ramona Albrecht, Jeniffer Kohli <= $10,000.00

39. Help! Contact the document originator if you have specific questions regarding the document. If there is a problem with your Queue(s), contact Michael Kohut at ext 3883 or mkohut@wlu.ca.mkohut@wlu.ca If there are changes that need to be applied to your department queues because of a new hire or replacement, the manager of the department must authorize the changes. –Please send e-mail authorization the approver change to mkohut@wlu.ca. Include the new persons user ID, queue, and $ amount limit. If there is a person to remove, please send that information as well.