Back to Main Training Menu
OverviewAll 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.
- Types of
Food/Meal Purchase Authorization (if applicable)
documentation that supports the expense
documentation must be uploaded before the transaction goes to the status of
required documentation, like receipts, must be uploaded before the transaction
goes to the status of “Approved,” you can still upload additional documentation even after the transaction goes to a status of "Closed" should you need to.
Documentation Upload Process
In order to attach documentation, follow these steps:
1. Click on
the comments bubble titled “Public Purpose” for the transaction requiring
2. Click on
the “Documentation” button in the upper right hand corner of the Public Purpose
3. This will
take you into OnBase. If it is your
first time logging into OnBase, see the section below entitled “First Time
the system will automatically log you into OnBase and you will see the
OnBase Viewer Window:
5. Click the
green-arrow near the top of screen to upload/import your supporting documents.
- “No folders
found,” shown in upper left, means that no documents have been uploaded for
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
- 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.
7. NEW! OnBase now provides 2 ways to select your file to upload:
- You can still click the Browse button in upper left
to browse for the file you will upload as supporting documentation.
- You can also drag and drop a file on your computer that you want to upload. Locate the file on your computer click and hold and drag the file into the OnBase window. A green plus sign, see below, will appear when your can drop it.
- Note: you cannot drag the file from Outlook to the OnBase window. It must be located on our computer or share drive first.
8. Once you have selected your file either through the browse option or the drag and drop option, the document you selected will appear in the document queue. It will also provide a preview of the document. This will assist you in verifying that you have the correct file for this transaction.
9. OnBase now allows you to
queue up multiple documents. If you have
another document that needs to be uploaded for this transaction repeat step
7. You can queue up to 5 documents at a
10. The Document Type “PCARD –
Transaction Documentation” and the File Type are automatically selected for
11. You are able to upload a
document of any file type from a file saved on your computer or accessible
12. If you have the right file selected and the transaction
information is correct, click the green arrow at the bottom left to import the
- It is recommended that documentation be in PDF or one of the
Microsoft Office formats since these are accessible from 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.
- If you have queued up multiple documents, you will need to
upload each individually. The file
selected in blue is the file that will be uploaded when you click the green
arrow at the bottom of the screen.
13. When the import finishes, the
document goes from “Pending Import” to “Import Succeeded.” If you have multiple
documents queued up, select the next file and then click the green arrow at the
bottom of the screen to upload it.
Proceed until all documents have the “Import Succeeded” message in the
14. 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.
Viewing Uploaded Documentation
15. 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:
16. You can also view 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.
17. 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. The first document is
automatically shown in the preview pane on the right.
18. 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
- NEW! Word
and Excel files will now be previewed
in the browser window. You no longer
have to download them to your computer for viewing. However, you cannot edit the documents and
save the changes.
time, users are unable to delete/remove attachments once they’re uploaded to
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.
Help and Further Assistance
feature within OnBase is not currently available.
If, after reviewing this guide, you
need further assistance, contact ASK-FAS@nau.edu.
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.
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:
1. You can allow the pop-up
windows for OnBase by choosing the “Options for this site” drop down, and
selecting “Always Allow.”
2. Once you select "Always Allow," you should not see this message.
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
3. If you are still receiving an error, you
may need to sign out from PeopleSoft Financials and close all of the 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:
5. After scrolling down the
Agreement to bottom, click to accept and then click Continue button…
6. Users will then be taken to the
OnBase Viewer Window as indicated in the steps above.
Web Browser Information
OnBase will only function with the
following web browsers.
- Internet Explorer 9
- Internet Explorer 10
- Internet Explorer 11
- Firefox 31 ESR
- Safari 5.1.9
- Safari 5.1.10
- Safari 6.0.4
- Safari 6.0.5
- Safari 6.1.x
- Safari 7.0.x
- Safari 7.1.x
- Safari 8.0.x
- Firefox 31 ESR
If you are not using one of the
supported browsers listed above, you will see a screen like the one below. You will not be able to login to OnBase if
you are not using the correct browser and version.
For additional information regarding
web browsers supported by OnBase, as well as installation instructions, see the
Web Browsers Supported by OnBase document.