Accounts Payable and Travel Softdocs etrieve Processing Manual

Audience/Target Users

  • Staff

  • Faculty

What You Need Before You Start

  • Security access to Softdocs etrieve based on your approved system roles.

  • If you need help identifying the correct security group, submit a ticket to the Service Desk.

Design Overview

Document Type Prefixes

  • AP: Accounts Payable

  • APC: Accounts Payable Confidential

  • DD: Direct Deposit

  • DR: Division of Research

  • PAY: Payroll

  • PCRD: PCard

  • SAO: Student Accounts Office (Bursar)

  • TR: Travel

  • VR: Vendor Relations

Document View Saved Searches

Accounts Payable Processing

Processing Method

Use the AP Invoice Dashboard for all Accounts Payable processing tasks.

Status Key Field Values

  • Processing: New or Hold

  • Review by Supervisor: Review

  • Voids FSS Review: FSS

  • Special Payments Processing: Special

  • Processing Complete: Processed

Travel Processing

Processing Method

Use the TR Invoice Dashboard for all travel processing tasks. (ON HOLD)

Note: Until the TR Invoice Dashboard is active, use the following Travel Workflow Processing Saved Searches:

Status Key Field Values

  • Processing: New or Hold

  • Review by Supervisor: Review (Supervisors can change Status to New and document type to AP* or FA* to route for processing)

  • Voids FSS Review: FSS

  • Special Payments Processing: Special

  • Processing Complete: Processed

  • Route for Payroll Review: Payroll (TR* doc types only. Payroll will process via saved search and set status to Processed when done)

  • Route for Budget Office Review: Budget (TR* doc types only. Automated workflow sends notice for review and sets status to Processed)

  • Route for General Accounts Review: GA (TR* doc types only. Automated workflow sends notice for review and sets status to Processed)

  • Route for Grants & Contracts Review: Research (TR* doc types only. Automated workflow sends notice for review and sets status to Processed)

  • Route for Purchasing Review: Purchasing (TR* doc types only. Automated workflow sends notice for review and sets status to Processed)

  • Route for Tax Review: Tax (TR* doc types only. Automated workflow sends notice. Tax must click the Source button and set status to Processed, Special, or Payroll)

  • Route for Student Accounts Review: SAO (TR* doc types only. Automated workflow sends notice for review and sets status to Processed)

Contact Information

If you have questions or need assistance with system access, please contact the Service Desk.

 

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