Attach Documentation to PCard Transactions - PS Financials

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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.



  • Types of Documentation
    • Required
      • Receipt
      • Business Food/Meal Purchase Authorization (if applicable)
    • Optional
      • Approvals
      • Other documentation that supports the expense
  • Timeframe
    • Required documentation must be uploaded before the transaction goes to the status of “Approved.”  
    • Although 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 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 you will see 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.      No folders found 
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 with the details. 
Document in Queue 
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.
    Green plus button
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 time.
10.  The Document Type “PCARD – Transaction Documentation” and the File Type are automatically selected for you.
11.  You are able to upload a document of any 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 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. 
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 file.
  • 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.
   This is a test Test 1 
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 queue.
Dell receipt pending import     
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:     Dell receipt imported successfully   
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.   image   
  • 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. 
    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 Card page.


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 to have the attachments removed. You will then need to upload the correct attachments for the transaction. 


Help and Further Assistance

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

If, after reviewing this guide, you need further assistance, contact


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:


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.

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 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:


login4      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.

  • Windows
    • Internet Explorer 9
    • Internet Explorer 10
    • Internet Explorer 11
    • Firefox 31 ESR 
  • Mac 
    • 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.

Onbase 15 

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.