HomeMy WebLinkAboutTRAINING AP Invoice Approval Process Overview 2023Step 1
ANY s ta ff pla ces a n invoice in S:Drive \AP -Invoices\La serfiche
Invoices Project in the appropriate department folder
Step 1. Import Agent
The S:Drive folder is monitored by Laserfiche “Import Agent”
which moves the invoices & initiates a Laserfiche Forms instance
for expense distribution allocation, approval & payment.
Step 2. Staff Notification
Logging into Laserfiche Forms
Access to Laserfiche is through network credentials which will require the
domain name for accessing the Laserfiche Servers i.e. engineering \BBeers.
The Invoice Process form will require you to log in using your network
credentials. If you are prompted to log in, use network credentials and
include the domain name.
Laserfiche Forms -Inbox
To view invoices assigned to you or a Team you are associated with, log into
Laserfiche Forms which defaults to your inbox: https://lffs.municipal.net/forms .
View Tasks
Assigned to
you : →
View Team
Tasks : →
Spending Authority
Teams & Spending Authority
Department/Division Teams are built into the Laserfiche Forms
system.
Teams & Spending Authority (cont.)
Step 2. Forms Processing/Team Tasks
Step 2. Forms Processing/Required Fields
NEW FIELDS*
To improve the process, staff identified additional fields which will be helpful
for invoice processing. These fields are new and have been built into the
system:
→
↑ This field is
conditional on “Assign
to Different Team”
These fields will be used for
Check Requests, Travel
Expense Reimbursements etc.
→
REMINDER*
If an invoice is assigned to a different Team, when it is ready to be processed
without changes you must go back and change the Reroute/Cancel back to
“No Change” or the invoice will continue to loop back to step 1 for that Team:
→If you are the Team who needs
to process the invoice, change
this field back to “No Change”.
→
Step 2.a Copy & Paste Data From Invoice into Fields
A.*Click the Cursor Icon in the Document Viewer
B.*Drag a box around desired text
C.*Copy to clipboard & paste into desired field
Step 2.b Credit Card Statements
It is recommended, the Credit Card Statement and receipts be
scanned as one single PDF document with multiple pages for
receipts in the same order as appears on the statement. Doing so,
simplifies the review and expense distribution allocations for
Finance review.
Once a statement is retrieved from the vendor website and receipts are added
to the PDF in the order they appear on the statement, it is placed in the
appropriate division folder in the Shared Drive to kickstart the Forms process:
\\FS \dept \Shared Staff \AP-Invoices \Laserfiche Invoices Project \DEPARTMENT
or DIVISION
Step 2.b Credit Card Statements
EXAMPLE:
Step 2.b Credit Card Statements
Credit Cards will not follow Spending Authority.
●1st Level Notifica tion will a ssign the Credit Ca rd Holder (Name on card)and
Approver (Approving supervisor, cannot be card holder)who will automatically have the
statement routed to them for review (See below)
●The remainder of the form will be completed the same as a traditional
Invoice or PO Invoice.
Step 2.c PO Invoice
PO Invoices will not follow Spending Authority.
●1st Level Notification will assign the Authorized Signer(s) who will
automatically have the statement routed to them for review (See below)
●The remainder of the form will be completed the same as a traditional
Invoice or Credit Card.
If this field is
“N o ”
This field will be
hidden
PO Invoices (vendor payments) will be paid
through this new process.
No Changes to Creating a Purchase Order (PO)
in HTE. POs will continue to be created in HTE
and routed to the appropriate staff for
signature.
Step 2. Forms Processing/Invoice Viewer
Click to Expand/Collapse
Click for Full Screen View
Click to Open in New Window
(screen side by side)
Step 2. Forms Processing/Additional File Upload
Step 2. Forms Processing/Expense Distribution
ENHANCEMENT*
The field Project Code will be required if a Capital Expense Account is used
in the form:
→
Step 2. Forms Processing/Expense Distribution
Step 2. Forms Processing/Expense Distribution
Step 2. Forms Processing/Expense Distribution
Signature Update*
Approval of items is captured through network credentials. Users will no
longer be required to apply a digital signature.
Step 3. Finance Approval
Vendor Payments
Finance will have the ability to generate a Report in Laserfiche Forms which is uploaded into HTE
reducing manual entry into the system.
Vendor Payments/Repository
Staff interested in viewing the status or a copy of the Vendor invoice processed can navigate to the Repository
folder: \06 Finance\Vendors\Vendor Name. The AP Invoice Template contains all the information identified in the
Forms process.
Metadata includes the “Date Posted to HTE”.
Searching the
Repository
Search functionality in
Laserfiche is robust. Staff can
find a specific vendor through
their name or search for a
specific amount, purchasing
account, description, project
code, PO Number etc.
*Processed Vendor Payments are
available on the Town’s Website:
www estes org/vendor-payments