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Instructions for FASS Accounting Assistance to process AP requests in BOSS

Invoice Payment and Employee Reimbursement Step-by-step guide

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  1. A request type is required with BOSS form submissions. The Unit Coordinator or Service Desk will make an assignment based on the request type.

  2. The “FASS Assignment” field triggers automated emails. FASS Invoice, FASS Employee Reimbursement, and FASS JV assignments send an automated email to fsacctspayable for action.


  3. Example Scenarios:

    1. Unit Coordinator submits an invoice for payment against a contract or PO*
    2. Unit Coordinator submits an invoice for something the unit purchased without a previous expense approval entry in BOSS.
    3. Unit Coordinator submits an invoice for payment against an existing BOSS expense line.**
    4. Unit Coordinator submits request for payment from Foundation***
  4. An email is sent to FASS A/P. The unit is designated in the subject line and the email body lists the Row ID and a link to the dynamic view.


  5. Follow the link to Dynamic View and process the invoice. Be sure to check the approval status.


  6. Select a line and click to get to the detail window where you can make updates.
  7. Select Name from Accounting Agent drop down
  8. Check Budget Approval status. “Requested” means the Budget Approver was sent an email but has not yet been approved. If the status does not change to “Approved” within 48 hours, delete the “Requested,” save, select “Requested” again and save. This will trigger another email to be sent.
  9. If not entering right away or the budget approver has not yet approved, change the payment status to “Received/In Review” and click Save.
  10. Check the received status, the received date, and if a packing slip or other receipt was provided. If ready to pay, enter the payment details in the data window.
  11. Attachments (anything attached to the submission) will be visible in the “Attachments” window. Attachments can also be added here.
  12. Once entered, update Payment Status to “Entered/Pending Payment.”
    1. “Complete” is selected once payment is verified in Banner as being paid. Typically, a student worker will have the responsibility for checking and making this update but Accounting Assistants will be back up.

*For Invoices Submitted Against a Contract or PO

The Contract or PO should be listed on the Contracts Smartsheet in the Unit’s workspace in Smartsheet. Locate the associated contract or PO on the unit’s contracts Smartsheet to find the spend against the contract, FOATEXT and account code. The entry on the Contract sheet will automatically update when a payment is entered in the DV.

**For invoices submitted through the BOSS form but already have an existing expense line:

Locate the corresponding expense line and process there. Attachments will need to be moved to that line. Mark the “Duplicate Entry” check box to indicate it is a duplicate entry and not processed on that line.

*** Foundation Payments are not processed through Banner. Instructions for processing will be provided separately.

Invoice Payments For Purchasing Assistance Jira Tickets

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If the customer requires purchasing assistance, a Jira ticket is created and the Buyer processes the request. Once the order has been placed, the Buyer will reassign this Jira ticket to Accounts Payable.

  1. Monitor the Jira ticket for the customer to update the ticket with the received date and a scanned copy of the receipt or packing slip
    1. Communicate with the customer in the Jira ticket if information or documentation is needed
  2. Once the order is received the customer will update the Jira ticket with their received status, received date, and packing slip/receipt
  3. Attach the documentation and update the entry in the Dynamic View (see steps above)
  4. Keep the Jira ticket open until the invoice has been paid. 
  5. Once paid, update the ticket with the payment information (i.e. paid 11/30/22  I33333) and resolve the ticket.


Invoices Submitted to

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fsacctspayable

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  • Look for the associated expense line, attach the invoice, and process.
  • If no existing expense line, go to the unit’s BOSS form and enter. Quick links to unit Boss forms can be found here: https://fass.uoregon.edu/department-boss-forms
  • Enter Budget Approver according to the Unit Budget Approver Delegation authority.
  • Alternatively, follow up with the unit directly to get the information needed to submit through BOSS.
  • Recurring invoices designated as processed on the Recurring Invoice Smartsheet should be attach attached to the corresponding line on that SS. A list of recurring invoices that will be tracked on the RIS will be provided separately.

Adding New Vendors

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The Vendor # column is tied to a lookup table on the Vendor Banner Info sheet located in the BOSS Resources folder. The column looks to match the Vendor Name column in the Vendor Banner  Info sheet and returns the vendor number. The vendor name must match what is in the Vendor Banner Info sheet. The name in the Vendor Banner Info sheet matches what is in Banner.

If the # is not pulling in:

  • Check the Vendor Banner Info sheet to see if vendor is already on there.
    1. If it is, check to make sure the vendor name is exact match. Once it is exact match, the number should pull in.
    2. If it is not there, it will need to be added. Add the name exactly as it is in Banner and add the number. Once it is entered, the number should pull in.

Invoices for Recurring Services

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Certain recurring invoices should be recorded on the Recurring Invoice Smartsheet. List will be provided separately.

FASS JV Processing Step-by-step guide

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A JV is similar to an invoice payment in the sense that is often being done to pay another UO department for something or to charge a UO department for something. Accounting Assistants will process JVs that are the equivalent of payments for goods/services. A common example is from UHR’s Learning & Development Team. If a JV comes through that is a request for something other than a routine payment, the email should be forwarded to the unit’s primary accountant.

  1. Email to fsacctspayable will have link to FY23 JV Requests Dynamic View and the associated Row ID.
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  2. Enter the JV in Banner and enter doc # in DV. Mark as Entered/Pending payment. Once the JV posts, the status should be changed to “Complete.”
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**Note: the L&D JVs have a separate DV, “FY23 L&D JVs” that will be linked on the email sent to fsaccountspayable. Instructions for the L&D JVs will be provided separately.

PCard/Duck Depot Reconciliations Step-by-step guide

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  1. The PCard/Duck Depot Report Dynamic View is a tool to be used for PCard/Duck Depot Reconciliations. The report pulls in entries with Purchase Method of “PCard” or “Duck Depot” and when “Reconciled” is not checked.
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  2. Apply filter for the card being reconciled. 
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  3. Click on an expense line to open the Details window.
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  4. The Data tab shows the expense details necessary to complete the reconciliation. Follow up, as necessary, on missing information.
  5. The Attachments tab shows attachments submitted. Download the documents to attach in concur.
  6. Once the information has been entered into Concur, select “Reconciled.” Do this last – once saved, the line will no longer be visible in the DV.
  7. If the item/service has not been received by the time of the Concur statement submission, mark the “Prepaid” box.

PCard/Duck Depot Reconciliation for Purchasing Assistance Jira Tickets

If the customer requires purchasing assistance, a Jira ticket is created and the Buyer processes the request. Once the order has been placed, the Buyer will reassign this Jira ticket to Accounts Payable.

  1. Monitor the Jira ticket for the customer to update the ticket with the received date and a scanned copy of the receipt or packing slip
    1. Communicate with the customer in the Jira ticket if information or documentation is needed
  2. Once the order is received the customer will update the Jira ticket with their received status, received date, and packing slip/receipt
  3. Attach the documentation and update the entry in the Dynamic View (see reconciliation steps above)
  4. Resolve the Jira ticket.


Prepaid Dynamic View

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  1. The Prepaid Dynamic View report shows BOSS entries that have the “Prepaid” box marked.
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  2. When the item has been received, a JV needs to be processed to move the expense out of the prepaid account code to the actual account code.
  3. Enter the JV #, and account code the expense is moved to, and indicate the date of the JV in the notes field.
  4. Once the “Prepaid” box is unchecked, the line will no longer show on the report.


Helpful Resources


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