Financial Document Imaging

Department Deposits imaging options

People preparing department deposits have options for imaging:

Imaging department deposits via email (pdf)

Imaging department deposits via imaging system printer (pdf)

For the cluster level scanning folks:

This page is for both end users of the imaging system and information technology support professionals.

Transaction types:

  • Vouchers (invoices, payment transactions)
  • Vendor/supplier record setup or change requests
  • Expense reports or reimbursement requests
  • Cash advances
  • Department deposits
  • Historic salary adjustments or retroactive distributions of payroll expenses
  • Journal entries (accounting adjustments)
  • Cashed accounts payable checks
  • Procurement card applications
  • Procurement card reconciliation reports
  • Requisitions
  • Purchase Orders

Requisitions

Many requisitions do not require supporting documentation be attached in the financial system, as all relevant information for some is contained in the transaction itself. Which requisitions must have supporting documentation? Those for professional services or consulting, or those over certain dollar thresholds, require certain forms be completed and associated with the transaction in the financial system. These forms are "attached" to the requisition in the financial system itself, and not sent to the imaging system. Those with access to enter requisitions have instructions on how to attach supporting documentation or required forms within the financial system itself.

Purchase Orders

Purchase orders "inherit" images from requisitions in the financial system. Supporting documentation requirements are equivalent for the two transactions.

Vouchers

There are a number of ways to create a voucher (a payment transaction) in the financial system. The two most common are entering a transaction online in the financial system and uploading them via an interface.

The standard online voucher imaging process occurs at the cluster level. Unpaid invoices are first scanned into a cluster-level imaging workflow. These invoices are then worked by a voucher preparer to created vouchers in the financial system, and after each voucher is complete the invoice image is “linked” and archived. This completes the standard voucher imaging process. In a few cases the invoice will not be scanned ahead of time – such as if the preparer is working off of a hard copy. If this is the case, the invoice can be scanned later and linked to the existing voucher.

DocuWare (legacy system)

DocuWare was the legacy imaging system for financial transaction backup documentation (for pre-July 1, 2008 activity). It is no longer available for inquiry.

Audit: Units working with external auditors should contact the helpline with the list of transactions the auditors have selected as their sample. Image requests related to an actual audit by an external audit firm will be acted on immediately.

Vendor issue: Units working with a vendor to resolve issues from prior to July 1, 2008 may contact the helpline for assistance finding related backup documentation. Image requests for an actual issue with a vendor will be acted on immediately.

All other requests: General requests for images from DocuWare will be acted on as time allows. Contact the helpline for assistance.

The other main process involved in voucher creation is the interface process, where vouchers are created in external systems and loaded into PeopleSoft. In order to tie the images back to the voucher records after they are loaded, each voucher includes a unique code assigned by the external system, and this code is loaded with the record into PeopleSoft. At the time the voucher is created in the external system, a matching bar code label is attached to the invoice. Later, when these invoices are scanned, the bar code is used to link the scanned image back to the record in PeopleSoft.

Expense and PCard email option

Effective immediately people may image backup documentation related to Expense Reimbursements/travel and PCard activity using the email method. Instructions are available here. (pdf)

Historic Salary Adjustment (HSA) Imaging

People may image backup documentation for HSA (historical salary adjustment) transactions entered in HRMS. All backup documentation for HSAs is stored in one imaging system drawer. The drawer is immediately accessible for scanning to anyone with regular EFS JE entry access or scan access in the imaging system for JEs. Those with view access for JEs in the imaging system are able to immediately view items in the HSA drawer.

There are three methods for getting the backup documentation into the imaging system: via Email, via the “print” to the imaging system feature, or via the Cluster scanning process. The email method may be used by anyone at the University who has backup documentation for an HSA transaction. The other two methods may be used if your financial Cluster or RRC determine they are required for the group. The email process is clearly the most efficient way to send backup documentation for HSAs to the imaging system. For more information on the details of how each process works, see the instructions below.

Imaging HSA backup information Cluster scanning method Print to the imaging system method Email method

Imaging system desktop client required

x

x

 

No imaging system access required

 

 

x

Getting access to image documents

Access is granted via the EFS access request process. Includes view and scan access.

Access is granted via the EFS access request process. Includes view and scan access.

No special access request is needed to send images to the imaging system. Access to view images is granted via the EFS access request process.

Who is able to use this method to put items in the imaging system

Anyone with EFS JE entry access or imaging JE scan access can scan/view.

Anyone with EFS JE entry access or imaging JE scan access can scan/view.

Anyone with an @umn.edu email address can send items to the imaging system.

Notes

RRC/Cluster Director will decide if this option is required for your unit.

Uses the same processes as other cluster scanning activities.

RRC/Cluster Director will decide if this option is required for your unit.

Requires additional setup on individual desktops but otherwise uses the same processes as other cluster scanning activities.

This method is open for use at the discretion of the individual working with HSA activity.

The email option is only available for the HSA drawer and skips over the usual cluster scanning activities. (Note that no other types of EFS transaction backup may be emailed to the imaging system at this time—the process does NOT work for voucher backup, etc.)

Instructions

Instructions for the cluster scanning method are available here. (pdf)

Instructions for the 'Print to the imaging system' method are available here. (pdf)

Instructions for the email method are available here. (pdf)

About the imaging system

In early 2016 ImageNow will be upgraded to its latest version. The product itself has been re-named to Perceptive Content. ImageNow, when first implemented, replaced the DocuWare system for the imaging of financial documents in July 2008. The current system has been in use at the University since 2000 as an enterprise-level document imaging solution and is being used by over thirty different departments/colleges/business units.

Imaging hardware and software options
View a pdf of imaging hardware/software/browser requirements (pdf)

Training and User Guides

Classroom Training

The University Technology and Training Center (UTTC) has a 3-hour hands-on introduction. Though this class is not EFS-specific, it does cover most of the basic tasks and features people need to know. Topics covered in the course include

  • indexing scanned documents
  • retrieving indexed documents
  • searching for documents using simple and advanced queries
  • viewing documents with PowerView
  • adding annotations to documents
  • routing and processing documents in workflow
  • performing standard tasks in the web interface

Upcoming classes.

Online Tutorial

An online tutorial is available. This tutorial covers the same material as the basic classroom course, without the hands-on learning. You can view the content whenever it is convenient. Many of the topics are broken out into subtopics as well, so you can view just those topics you need to learn about, in any order. You can view the tutorial at http://uttc.umn.edu/training/tutorials/imagenow/.

User Guides

Quick Start Guides are available in downloadable PDF format:

Scanner Training

Training for staff who will be scanning documents is more specialized and will be done at your site by one of the imaging specialists.

Patch Code Sheet

Patch code sheet also known as a separator sheet is used to simplify the task of scanning and organizing documents. A patch code is used to create a new batch when it is detected by the scanner. Each time a patch code is detected, a new batch is created for the documents that are scanned after it. User can insert patch code sheets in between documents so they can scan multiple documents at once.

Follow this link to download the patch code (pdf). User can make multiple copies of the patch code and reuse them. It is helpful to print them out on colored papers so they are easily spotted. However, choose a light color as your scanner may have trouble with dark/neon colored paper.

Frequently Asked Questions

Once a document has been linked to the voucher and routed forward to completion, it cannot be deleted. If the document is still in the workflow queue, route the document forward then choose F AP Voucher Delete on the prompt window.

Please visit the Imaging page to download user guides and view online tutorials.

Voucher Specialists have the privilege to modify the keys.

  • Search the document to be fixed.
  • When you open the document, keys are modifiable so you can modify the Voucher ID. (If Properties tab is not shown, press F7)
  • Click File > Save or click on the Save icon (floppy disk icon).

Yes you can, voucher supporting document can be copied and linked to another voucher.

  • Search the document to be copied.
  • File > Copy Document
  • Update the document keys or select F AP Voucher drop down menu to link it to a new voucher. (Be sure to have Voucher entry page open in PS).
  • Update Voucher Origin key, if the Origin ID has changed.
  • Update the Document Type to UMN01 or UMNIS.
  • Click OK.