Attach Documentation to PCard Transactions - PS Financials

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Overview

All Purchasing Card transactions require supporting documentation to substantiate the expense.  With the implementation of the new reconciliation process in PS Financials, it is now required that documentation supporting the expense be uploaded for each transaction.

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Requirements

  • Types of Documentation
    • Required
      • Receipt
      • Business Food/Meal Purchase Authorization (if applicable)
    • Optional
      • Approvals
      • Other documentation that supports the expense
  • Timeframe
    • Uploading documentation is optional beginning 5/5/14 through 6/30/14
    • Starting with transactions posted 7/1/14, attaching documentation to transactions in PS Financials will be required in order to approve a transaction.
    • Required documentation must be uploaded before the transaction goes to the status of “Closed.”  This occurs on the 21st of each month for the 4 statement dates identified by Purchasing.
    • Although required documentation, like receipts, must be uploaded before the transaction goes to the status of “Closed,” you can still upload additional documentation after this date should you need to.


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Documentation Upload Process

In order to attach documentation, follow these steps:

1.  Click on the comments bubble titled “Public Purpose” for the transaction requiring documentation.

step1   2.  Click on the “Documentation” button in the upper right hand corner of the Public Purpose (Comments) screen.   step2   3.  This will take you into OnBase.  If it is your first time logging into OnBase, see the section below entitled “First Time Login.” 4.  Otherwise, the system will automatically log you into OnBase and they will land in the OnBase Viewer Window:
  • “No folders found,” shown in upper left, means that no documents have been uploaded for this transaction.
5.  Click the green-arrow near the top of screen to upload/import your supporting documents.   step5   6.  After clicking the upload icon you will receive a screen similar to the one shown below, with the transaction information automatically populated. This will assist you in verifying that you are uploading documentation for the correct transaction.
  • Note: The transaction information is read only as it is automatically populated from PeopleSoft.  If the information does not look correct, contact ASK-FAS@nau.edu with the details. 
step6  
7.  Click the Browse button in upper left to browse for the file you will upload as supporting documentation.
8.  Verify that the Document Type selected shows “PCARD – Transaction Documentation” and let the File Type automatically select for you.
9.  In the screen shot above you see that a Dell Receipt.pdf file is selected, and the file type automatically set to a PDF.  This is just an example screen-shot.  You are able to upload any needed documentation file type from a file saved on your computer or accessible network location.
  • It is recommended that documentation be in PDF or one of the Microsoft Office formats since these are accessible at most computers.
  • Outlook Emails – It is recommended that emails be converted to PDF prior to uploading.  OnBase will allow you to upload these files, however, they will not be viewable again as OnBase does not have an Outlook viewer built in.
10.  If you have the right file selected and the transaction information is correct, click the green arrow at the bottom left to import the file.
11.  When the import finishes, a note in the upper left will indicate the Import Succeeded as shown below.  If you have more documents, proceed as indicated above until finished.  
step11  
12.  When you are finished uploading, you can click the ‘X’ in the upper right corner of the window to exit OnBase and return back to the PeopleSoft Financials Procurement Card page.


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Viewing Uploaded Documentation

  13.  After uploading, if you want to verify the imported documents you can click the folder icon in the upper left of the OnBase Viewer window:   step13  
14.  You can also verify the uploaded documents by clicking the “Documentation” button in the upper right hand corner of the Public Purpose (Comments) screen in PeopleSoft Financials – this is possible at any time following your successful uploads.
15.  After clicking the folder icon in the OnBase Viewer window or the “Documentation” button on the Public Purpose (Comments) screen in PeopleSoft Financials, you should be back in the OnBase Viewer window and see one or more lines in the left part of the window to select from – if there is just one document, as below, it will automatically be shown in the preview pane on the right.   step15
  • Word and Excel files may prompt you to open or download, depending on your web browser settings.
  • When multiple documents have been uploaded for a transaction, it will look like this – note the middle left pane with 2 lines representing 2 documents.  Additionally, this screen shot shows how an Excel file will prompt to open or download:
step15_2   16.  When you are finished viewing documents for a transaction, you can click the ‘X’ in the upper right corner of the window to exit OnBase and return back to the PeopleSoft Financials Procurement Card page.


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Deleting/Removing Documentation

At this time, users are unable to delete/remove attachments once they’re uploaded to OnBase.

  • If the wrong attachment is uploaded for a transaction, contact ASK-FAS@nau.edu to have the attachments removed. You will then need to upload the correct attachments for the transaction. 


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Help and Further Assistance

The ‘Help’ feature within OnBase is not currently available.

If, after reviewing this guide, you need further assistance, contact ASK-FAS@nau.edu



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First Time Login

If this is the first time you are accessing OnBase, it is possible that you could have issues with the Pop-Up Blocker as well as logging into OnBase.  The information below will assist users in successfully accessing OnBase.

Pop-Up Blocker

When you click the “Documentation” button you could see a web-browser warning asking about allowing a pop-up window or adding a web address to your browser settings.

An example is shown here:

pop_up

1.  You can allow the pop-up windows for OnBase by choosing the “Options for this site” drop down, and selecting “Always Allow.”
2.  For the TEST side of OnBase you could see a box like the above, but the address would show as “paperbark.nau.froot.nau.edu” – that needs to be allowed, too.
3.  Once the above are set to be always allowed, you should not see them again and just be passed straight through to OnBase to view or upload associated files.

Login Problem

After getting beyond the above pop-up warning, you may be prompted to enter your NAU credentials and/or possibly see an error logging into OnBase.

If you do encounter this:

1.  Close the web browser window for OnBase indicating log-in problem. 
2.  Try again to access OnBase. 
3.  If pop-up warnings appear again, please be sure to “always allow” and try again.  On occasion, you may need to sign out from PeopleSoft Financials and close web browser windows and try again.
4.  The very first time you successfully login to OnBase you will need to accept the Licensing Agreement, EULA:

  

login4   5.  After scrolling down the Agreement to bottom, click to accept and then click Continue button…   
login5 6.  Users will then be taken to the OnBase Viewer Window as indicated in the steps above.


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Web Browser Information

OnBase will only function with the following web browsers.

  • Windows
    • Internet Explorer 9
    • Internet Explorer 10
    • Internet Explorer 11
    • Firefox 17 ESR 
    • Firefox 24 ESR 
  • Mac 
    • Safari 5.1.9
    • Safari 5.1.10
    • Safari 6.0.4
    • Safari 6.0.5
    • Firefox 17 ESR
    • Firefox 24 ESR

Firefox users who are not using one of the supported versions of Firefox will see a screen like the one below.  Users will not be able to login to OnBase if they are not using the correct version.

browser

For additional information regarding web browsers supported by OnBase, as well as installation instructions, see the Web Browsers Supported by OnBase document.



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PeopleSoft (also known as "LOUIE") is NAU's student and employee information management system. ITS provides technical support for the PeopleSoft system.  

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