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Approve a WebNow Non-Catalog Invoice

Non-catalog purchase requisitions (PR) are used to purchase goods and services from suppliers.  These requisitions result in non-catalog purchase orders (PO) that are distributed to suppliers through either fax or email. 

To receive payment for these orders, suppliers return manual (paper) invoices to the central Accounts Payable (AP) office.  These invoices are scanned and indexed (electronic record of invoice detail) and put into an ImageNow workflow for approval or return. 

These instructions illustrate how to approve (or return) a non-catalog purchase order invoice using WebNow. 

 1   Receive Email Notice.  After an invoice is received, scanned, and indexed by the AP Office, an email notification is sent to the appropriate approver(s) through an ImageNow.  This email will provide a summary that identifies the Vendor Name, the Invoice Number, the $Amount, and the applicable PO number.

Click the embedded link to access the invoice record.

 2   Open WebNow. Non-catalog invoice approvals are work-flowed through ImageNow.  WebNow allows system users to access these records using a web browser. 

  1. Click on the  button
  2. Type in the User Name (KU Portal ID)
  3. Type in the Password (KU Portal password)
  4. Click
 

Opening WebNow from the embedded email link will take the Approver directly to the task identified in the email.  When the WebNow window opens, other pending tasks for the Approver will also be accessible. 

 

 3   Review the Invoice.  The invoice is in a pending task workflow status.  Once an invoice is approved, the action results in the creation of a PO Voucher to pay the supplier. Before either approving or returning an invoice, an Approver should review the invoice record.

KUPPS PO

Open the applicable KUPPS non-catalog PO for the invoice.    The PO number is found on the email notice and should be present on the image of the invoice.  Verify that critical data between the PO and invoice are consistent.

 4   Approve or Return the Invoice.

To approve the invoice, click the  button.  This action results in the creation of a PO Voucher to pay the supplier.

 - or -  

To return the invoice because of unacceptable conditions associated with the document or indexed information:

  1. Click the  button.  The Return Task tool box will appear.
  2. Select a reason for return and enter a comment if applicable.
  3. Click the  button.

This action results in the return of the invoice back to the central AP Office - Exceptions team, for investigation and resolution.

All invoice records can be access through WebNow. Instructions are under a separate Quick Reference Guide. 

WebNow Tool Tips

Click on the icons for the following review options:

  1. Properties. Access details and enter Notes on document.
  2. Magnify/Reduce the document image.
  3. Rotate the document image.
  4. Fit window, width, or height of document in viewer window.
  5. Hide/unhide annotation seen on document.
  6. Navigate document when zoom  is > 100% (click-hold-drag)
  7. Add “sticky-note” to document.
  8. Add Annotation to document.
  9. Drawing tools to emphasize details detail on document.
  10. Page navigation tools when document is more than one page.

DEMIS

In some instances, an invoice will pay for an entire PO.  In other cases, an invoice will only pay for part of a PO.  Use DEMIS report PO Activity Report.srx to determine how much of the PO encumbrance has been / will be relieved by the payment resulting from the invoice.
 

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