Initial Window
2Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
Initial Window
Type the production URL and Enter the user name and password, then click on “Login”
If BPOpen® remains idle for 30 minutes, then the login session expires.
3Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
Initial Window
When user logs into BPOpen® tool, the generic Inbox is displayed.
Approver User Scenario
5Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
User should click on AP All Invoices option from the left panel of main screen to refresh the list of manual\Scan items . User can click on Run button to open the corresponding work item.Accessing the work items
6Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
Accessing work item
Inbox Column : The column names displayed in the Inbox Division Display the division, i.e. IndiaDocument Type Displays the type of document i.e. NOPO, PO
Sub Document Type Displays the Sub Document TypePriority Displays if the work item priority is 48hrs or 24hrsSource Shows the source of Workitem. It can be either Scan or Manual.Created By Displays the Creator detailsBPOpen Ref ID System generated unique reference numberCountry Displays the country for which this work item is applicable.Source Ref ID Displays the Source reference IDMajor Status Displays major status, ex. query, processing, validation, rejectedMinor status Displays minor status based on the major status ex. for query it will be external or internal query raised Creation Date Displays the creation date in the MM/DD/YY hh:mm:ss IST Due Date Displays the due date in the MM/DD/YY hh:mm:ss IST Last Update Displays the last updated date.Run Click on the icon to view the Workitem
7Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
Approval
Click on Approval Task option from the left panel of main window.User can click on Run button for the work items to open the corresponding work item.
8Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
AP- Approval Form
To view fields, click on icon to expand each field for review.
Each sub heading has been explained in the next few slides.
The Approval Document will open in a new window.
The Document is divided by the following main headings:
•Document Details•Doc Type Details•Attachments•Approval Details•Query•Comments•Action History•Action Buttons
This section is not
editable for approver.
Excel and word document
attachments have only ‘Download’ option,
while pdf/text have a ‘view’ option as well.
9Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
File attachment
Click on Manage Attachment to add an attachment. Please refer the Reference Guide (17-23)
A new window Add Attachment will open, click on Add Document
10Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
Raising a Query
To raise an internal query, tick the check box next to Internal Query orclick on Raise Query to raise an external query
11Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
Approval Form
The Comments section displays the previous comments on the Work item and the Action History displays the previous actions taken on the Workitem
12Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
Approval Form
Click on Approveto approve the invoice
The Approval Document include five action buttons:1. Approve2. Code3. Save for Later4. Reject5. Cancel
13Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
Rejection reasons
Select the Rejection Reason from the drop down list and enter the Comments.Next click on OK to reject the form
The Reject Request window will open
14Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
Searching Invoices
15Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
User should click on Search Invoices from the left hand side menu to access the list of work items. Searching Invoices
16Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
The following Search Invoice window will display. Field
mentioned in Red is
mandatory
Searching Invoices
17Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
Searching Invoices
The list of the work items will be displayed based on the entered conditionsUser can click
on Select button to view the details of
corresponding workitem.
18Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
Searching AP Work items
Details of selected Invoice will be displayed. Click on Exit button to close the Document Information window.
19Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
Resolving Query
20Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
Resolving an Internal Query
To Resolve the query, Click on the Select link on the Action of the query section
21Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
Resolving an Internal Query
Provide resolution comments on Resolution field, and then Click on Resolve Query
22Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
Resolving an Internal Query
The resolved Query is displayed with the complete details of, raised by, raised to, reason, query description, and Status of the query resolved
23Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
Resolve Query
The Comments section displays the comments inputted each user at each stageThe Action History section displays the action on the work item by each user
24Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
Resolving an Internal Query
Click on the Submitto submit the work item after query resolution
25Copyright © Capgemini 2014. All Rights ReservedMarico_AP_CL Approver_Nov_14_V0.2
Thank you