Accounting Assistant BOSS Manual

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 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 approved. If 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 budget approver has not yet approved, change the payment status to “Received/In Review” and click Save.
10. Check received status, 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.

• Look for associated expense line, attach 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 information needed to submit through BOSS.
• Recurring invoices designated as processed on the Recurring Invoice Smartsheet should be attach to the corresponding line on that SS. A list of recurring invoices that will be tracked on the RIS will be provided separately.

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.

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