SAP Users Frequently Asked Questions

Automated Accounts Payable Solution FAQs

How long will a document stay in the workflow inbox?
The documents will stay in a workflow until they have been actioned and forwarded to another user or returned to Expenditure.

Will the MS Outlook 'out of office' inform Expenditure of absences?
No, however you can set up substitutes within SAP while you are out of the office.  For guidance on how to set this up see the 'How to set up an out of office for Workflows' lesson in STT at http://broadstreet/SAP

How will Expenditure decide who to send the invoice to for invoices without a purchase order?
Expenditure staff will use their knowledge and expertise along with any information provided on the invoice to locate the correct administrator, however, it would be useful if one main contact could be provided for each School and Service.

Can SAP users recall documents from a workflow?
No, however Expenditure can recall documents from a workflow if necessary.

Can SAP users forward documents onto another user?
Yes, the document can be forwarded as many times as required.

How have the Budget Holders been informed of this change?
Finance has discussed the changes with all School/Service Management Teams. 

What happens if invoices are sent directly to Schools/Services instead of Finance?
The invoice should be sent directly to Expenditure for scanning in accordance with the Financial Regulations.  As the technology does not recognise hand writing, there is no benefit to be gained by writing information on the invoice.  The vendor should also be requested to send all future invoices directly to Finance as not adhering to this procedure may delay payment.

What if the Budget Holders don't use Internet Explorer or Desktop Anywhere e.g. MAC's?
Contact SAP via the IT Helpdesk on ext 4242.

Will the process change for travel?
The ordering of travel will remain the same however the processing of the invoices will be via the new system

Will the process change for purchase cards?
No

How will the system work with call off orders?
If there is enough goods receipt then the invoice will be matched to the order and processed for payment in the usual way. If there isn't enough goods receipt to cover the order then a GRN required workflow will be sent to the SAP user who created the order.

Can the SAP team set up an out of office in SAP if a SAP administrator is absent on long term sick?
No, however the user can set up an inactive substitute which will allow them to view a colleague's cockpit and move individual tasks into their cockpit. 

To set up this option follow the 'How to Set up an Out of Office for Workflows' lesson within STT, however leave the dates as today's date to 31.12.9999 and do not tick the Substitution active tick box.

How do I view another SAP user's cockpit?
After they have set you up as an inactive substitute, see previous question, select Workflow > Adopt Substitution to show the following screen:

 

Select the user, then continue.

How do I move a document from another user's cockpit to my cockpit?
After opening the other user's cockpit, see previous question, select the item and  icon.

What if the Administrator is also the Budget Holder for invoices less than £100?
The initial query will need to be sent to a different administrator first.

If there is a price difference but the item has already been GRN'd, does the GRN need to be removed before changing the price?
No

Can you print an invoice?
The option is available to print, however as the invoice image is available via SAP from the purchase order and the reports, we recommend that you avoid printing wherever possible. Please note that only electronically authorised invoices will be accepted by Expenditure.

What do you do if an invoice is received for code and approve, but a purchase order already exists?
Enter the Purchase Order number in the invoice header using the change icon, then return it to Expenditure using the reject button with a note explaining why.

Can queries be sent to anyone in the University, even non-SAP users?
Yes, any non-SAP user can access the query via the website.

What happens to one-off purchases?
If the purchase value is between £100 and £5,000 the invoice will be sent on a code and approve workflow. If the purchase value is greater than  £5,000 a vendor will need to be created and the invoice will be sent on a purchase order required workflow.

When a document is forwarded from a SAP user to another SAP user, will it go into their MS Outlook inbox?
No, this will be sent to them within SAP to their cockpit, however, they will receive a notification via MS Outlook.

Will the invoice be shown on the same screen when creating a Confirmation Order?
No, however, you could open a 2nd SAP session and move between the screens to avoid printing the invoice.

How do we receive more than 1 authorisation for an invoice?
The document needs to be sent on a Query, then for the final authorisation send the document using the workflow.

Can notes be added to the documents?
Yes.  SAP users select the 'Create note' icon and non-SAP users select the 'Create new workflow note' icon.

What happens to credit notes received from vendors?
Credit notes are processed using the same system as invoices.

Is the invoice query always sent to the SAP creator of the related purchase order?
Yes.

What should the Schools/Services do if an invoice is sent directly to them from the vendor?
Send the invoice directly to Expenditure to be scanned.  Do not attempt to resolve the invoice as handwriting is not recognised by the system and only electronically authorised invoices will be accepted by Expenditure.

How often will the documents go into the cockpit?
The invoices will be scanned daily by Expenditure, therefore any queries will also be sent daily.

Have the Budget Holders been trained on this system?
Meetings have been held with all Schools and Services Management Teams, as well as their Personal Assistants.

What will happen with any invoices received and processed before the 2nd March 09?
Hard copies will be retained and the invoices will not be scanned.

What information would help Expenditure to process invoices without a purchase order received initially by a School/Service?
The only information required is the School/Service the invoices relate to so that the invoice can be scanned and forwarded electronically to the appropriate contact for  each School/Service.