Source: Cross index: Date Approved: Date Revised: Date Effective: Date Reaffirmed: Scope
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TABLE OF CONTENTS
TABLE OF CONTENTS ............................................................................................................................................. II ABOUT THIS DOCUMENT ........................................................................................................................................1 About This Document ............................................................................................................................................1 Intended Audience..................................................................................................................................................1 Feedback on this document ....................................................................................................................................1 Document Legend ..................................................................................................................................................1 SUPPLIER COST REQUISITIONS, PURCHASE ORDERS AND SUPPLIER INVOICES ..................................2 Test Scenario 6 Create direct coded standard invoices........................................................................................3 Test Scenario 7 Enter Expense Report Invoice, Interface Expense Report and validate actual in PSI................4 Test Scenario 8 Create direct coded Pre-Approved invoices using Markview....................................................5 Test Scenario 9 Create direct coded Non-PO invoices using Markview .............................................................6 Test Scenario 10 Create direct coded Non-PO invoices using Markview ...........................................................7 VIEWING AND ADJUSTING EXPENDITURES EXPENDITURE INQUIRY......................................................8 Test Scenario 2 Adjusting Expenditures in Expenditure Inquiry ........................................................................9
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Intended Audience
The intended audience of this document is Saskatoon Health Region and Impac project team members. It assumes prior knowledge of the background for the project.
Document Legend
Symbol Meaning (N) Navigate (B) Button (T) Tab (ST) Sub Tab
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Step
1.0 1.1 Enter Header Info
Resp
Payables Payables
Action or Path
(N) Invoices > Entry > Invoices Select Invoice Type = Standard Enter other Invoice Header Info: Supplier Site Invoice Number Amount Project, Task, Exp. Type, Exp. Item Date, Exp. Org (optional at the header level, if entered here will default to distribution lines) Change other fields as required Save your work
Expected Results
Invoice Form Opens
Payables
Payables
Payables
Payables
Enter Distribution Info: Type Amount Tax Code (If Applicable) Project Task Exp. Type Exp. Item Date Exp. Organization Save your work Close Distributions window Select (B) Actions Check Validate and select (B) Okay Select (B) Actions Check Create Accounting Select (B) Okay
Account Generator kicks off and generates and populates correct account in distributions form
Invoice Validated
Invoice Accounted
* END OF PROCEDURES *
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Test Scenario 7 Enter Expense Report Invoice, Interface Expense Report and validate actual in PSI
Create direct coded invoices to Projects to test AP Expense Report Account Generator Create an Invoice coded to CIP Project with three distributions o Capital task o Expense Task o Capital Equipment Purchase Task Create invoices for the CEP and Expense Project Validate and Create Accounting for Invoices
Step
1.0 1.1 Enter Header Info
Resp
Payables Payables
Action or Path
(N) Invoices > Entry >Invoices Select Invoice Type = Expense Report Enter other Invoice Header Info: Supplier Site Invoice Number Amount Project, Task, Exp. Type, Exp. Item Date, Exp. Org (optional at the header level, if entered here will default to distribution lines) Change other fields as required Save your work
Expected Results
Invoice Form Opens
Payables
Payables
Payables
Payables
Enter Distribution Info: Type Amount Tax Code (If Applicable) Project Task Exp. Type Exp. Item Date Exp. Organization Save your work Close Distributions window Select (B) Actions Check Validate and select (B) Okay Select (B) Actions Check Create Accounting Select (B) Okay
Account Generator kicks off and generates and populates correct account in distributions form
Invoice Validated
Invoice Accounted
* END OF PROCEDURES *
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Step
1.0
Resp
AP User Role: PreApproved Invoice Entry AP User
Action or Path
(N) Invoices > Entry >Invoices
Expected Results
Invoice Form Opens
Click Get Next Invoice Image button in the toolbar Enter other Invoice Header Info: Supplier Site Invoice Number Amount Project, Task, Exp. Type, Exp. Item Date, Exp. Org (optional at the header level, if entered here will default to distribution lines) Change other fields as required Save your work
User will be prompted to login to launch the MarkView Viewer. Once user logs on successfully, the invoice image will open in the viewer. Invoice header information will be saved and the invoice image in the Viewer will be attached to the record.
AP User
AP User
1.4 Validate
AP User
AP User
AP User
Enter Distribution Info: Type Amount Tax Code (If Applicable) Project Task Exp. Type Exp. Item Date Exp. Organization Save your work Close Distributions window Select (B) Actions Check Validate and select (B) Okay Select (B) Actions Check Create Accounting Select (B) Okay Place the 'Entry Complete' markup on the document and enter any comments.
Account Generator kicks off and generates and populates correct account in distributions form
Invoice Validated
Invoice Accounted
The 'Entry Complete' markup will be placed on the invoice and the workitem will transition to the 'Verify AP Process Complete' queue.
* END OF PROCEDURES *
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Step
1.0
Resp
AP User Role: NonPO Invoice Entry AP User
Action or Path
(N) Invoices > Entry > Invoices
Expected Results
Invoice Form Opens
Click Get Next Invoice Image button in the toolbar Enter other Invoice Header Info: Supplier Site Invoice Number Amount Project, Task, Exp. Type, Exp. Item Date, Exp. Org (optional at the header level, if entered here will default to distribution lines) Change other fields as required Save your work
User will be prompted to login to launch the MarkView Viewer. Once user logs on successfully, the invoice image will open in the viewer. Invoice header information will be saved and the invoice image in the Viewer will be attached to the record.
AP User
Place the Non-PO Invoice Entry complete markup. Choose an approver from the provided list of values.
A list of values of approvers should be populated. The markup should be placed successfully on the invoice and the invoice should be transitioned to Approval and Coding queue and retrieved by the approver selected. . The invoice should be displayed in the web inbox of the approver. The user should be able to add new distribution lines coded to projects, and modify or delete the lines successfully.
1.3 Log in as Business End User and code and approve the invoice
Markview
Login to MarkView Home as the Non-PO Invoice Approver that was selected in the above step. Click the Invoice Distributions link and then 'Add a line' to fully distribute the invoice. Enter project distributions, not GL code combinations. Verify all desired functionality (deleting lines, duplicating lines, account segment lookups, etc). Place Approved markup
The comments box should be displayed. After clicking on Ok, a successful message should be displayed to the user saying that the invoice was approved.
* END OF PROCEDURES *
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Step
1.0
Resp
AP User Role: NonPO Invoice Entry AP User
Action or Path
(N) Invoices > Entry > Invoices
Expected Results
Invoice Form Opens
Click Get Next Invoice Image button in the toolbar Enter other Invoice Header Info: Supplier Site Invoice Number Amount Ensure it is over the limit of the approver you will route the invoice to, but less than the limit of the approver above them in the hierarchy. Project, Task, Exp. Type, Exp. Item Date, Exp. Org (optional at the header level, if entered here will default to distribution lines) Change other fields as required Save your work
User will be prompted to login to launch the MarkView Viewer. Once user logs on successfully, the invoice image will open in the viewer. Invoice header information will be saved and the invoice image in the Viewer will be attached to the record.
AP User
Place the Non-PO Invoice Entry complete markup. Choose an approver from the provided list of values.
A list of values of approvers should be populated. The markup should be placed successfully on the invoice and the invoice should be transitioned to Approval and Coding queue and retrieved by the approver selected. The invoice should be displayed in the web inbox of the approver. The user should be able to add new distribution lines coded to projects, and modify or delete the lines successfully. The comments box should be displayed. After clicking on Ok, a successful message should be displayed to the user saying that the invoice was routed to the next approver. The invoice should be displayed in the web inbox of the approver. The comments box should be displayed. After clicking on Ok, a successful message should be displayed to the user saying that the invoice was routed to the next approver.
1.3 Log in as Business End User and code and approve the invoice
Markview
Login to MarkView Home as the Non-PO Invoice Approver that was selected in the above step. Click the Invoice Distributions link and then 'Add a line' to fully distribute the invoice. Enter project distributions, not GL code combinations. Verify all desired functionality (deleting lines, duplicating lines, account segment lookups, etc). Place Approved markup
1.4 Log in as the next Approver in the Hierarchy to Approve the Invoice
Markview
Login to MarkView Home as the next Approver in the hierarchy. Place Approved markup
* END OF PROCEDURES *
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Step
7.0 Process Invoice Adjustments in Payables 7.1
Resp
AP User
Action or Path
Have a Payables User open the invoice and Validate: - Invoice Status = Needs Revalidation - Reversing and New Distribution lines are correct with correct accounts Have Payables User: - Calculate Tax if required - Re-Validate Invoice - Create Accounting - Transfer to GL (will transfer to GL only if distribution accounts changed)
Expected Results
Invoice is adjusted successfully with correct distribution lines and is ready to be fully processed
AP User
* END OF PROCEDURES *
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