Financial Document Imaging

This page is for both end users of the imaging system and information technology support professionals. Transaction types:

  • Vouchers (invoices, payment transactions)
  • Vendor/supplier record setup or change requests
  • Expense reports or reimbursement requests
  • Cash advances
  • Department deposits
  • Retroactive distributions of payroll expenses ("retros" in HRMS)
  • Journal entries (accounting adjustments)
  • Cashed accounts payable checks
  • Procurement card applications
  • Procurement card reconciliation reports
  • Requisitions
  • Purchase Orders

General information about how the system works and is used can be found on the IT website for the University: https://it.umn.edu/technology/perceptive-content?km

Resources

Imaging Exception reports for each Cluster

DocuWare (legacy system)

DocuWare was the legacy imaging system for financial transaction backup documentation (for pre-July 1, 2008 activity). It is no longer available for inquiry.

Audit

Units working with external auditors should contact the helpline with the list of transactions the auditors have selected as their sample. Image requests related to an actual audit by an external audit firm will be acted on immediately.

Expense and PCard email option

Effective immediately people may image backup documentation related to Expense Reimbursements/travel and PCard activity using the email method. Instructions are available here. (pdf)

Retro Distribution imaging

People may image backup documentation for Retro Distribution transactions entered in HRMS. All backup documentation for Retros is stored in one imaging system drawer. The drawer itself in the imaging system is named for the old process, HSA (historic salary adjustments). That drawer is immediately accessible for scanning to anyone with regular EFS JE entry access or scan access in the imaging system for JEs. Those with view access for JEs in the imaging system are able to immediately view items related to Retro Distributions in the HSA drawer.

There are three methods for getting the backup documentation into the imaging system: via email (recommended), via the “print” to the imaging system feature, or via the Cluster scanning process. The email method may be used by anyone at the University who has backup documentation for a Retro transaction. The email process is the most efficient way to send backup documentation to the imaging system. For more information on the details of how each process works, see the instructions below.

Note that like the drawer itself in the imaging system, any job aids associated with Retro imaging refer to the old name for the document, HSA. The steps for imaging have not changed, just the name of the transation.

Imaging Retro backup information Cluster scanning method Print to the imaging system method Email method

Imaging system desktop client required

x

x

 

No imaging system access required

 

 

x

Getting access to image documents

Access is granted via the EFS access request process. Includes view and scan access.

Access is granted via the EFS access request process. Includes view and scan access.

No special access request is needed to send images to the imaging system. Access to view images is granted via the EFS access request process.

Who is able to use this method to put items in the imaging system

Anyone with EFS JE entry access or imaging JE scan access can scan/view.

Anyone with EFS JE entry access or imaging JE scan access can scan/view.

Anyone with an @umn.edu email address can send items to the imaging system.

Notes

Your chief financial manager will decide if this option is required for your unit.

Uses the same processes as other cluster scanning activities.

Your chief financial manager will decide if this option is required for your unit.

Requires additional setup on individual desktops but otherwise uses the same processes as other cluster scanning activities.

This method is open for use at the discretion of the individual working with HSA activity.

The email option is only available for the HSA drawer and skips over the usual cluster scanning activities.

Instructions

Instructions for the cluster scanning method are available here. (pdf)

Instructions for the 'Print to the imaging system' method are available here. (pdf)

Instructions for the email method are available here. (pdf)

Department Deposits imaging options

People preparing department deposits have options for imaging:

Imaging department deposits via email (pdf)

Imaging department deposits via imaging system printer (pdf)

Requisitions

Many requisitions do not require supporting documentation be attached in the financial system, as all relevant information for some is contained in the transaction itself. Which requisitions must have supporting documentation? Those for professional services or consulting, or those over certain dollar thresholds, require certain forms be completed and associated with the transaction in the financial system. These forms are "attached" to the requisition in the financial system itself, and not sent to the imaging system. Those with access to enter requisitions have instructions on how to attach supporting documentation or required forms within the financial system itself.

Purchase Orders

Purchase orders "inherit" images from requisitions in the financial system. Supporting documentation requirements are equivalent for the two transactions.

Vouchers

There are a number of ways to create a voucher (a payment transaction) in the financial system. The two most common are entering a transaction online in the financial system and uploading them via an interface.

The standard online voucher imaging process occurs at the cluster level. Unpaid invoices are first scanned into a cluster-level imaging workflow. These invoices are then worked by a voucher preparer to created vouchers in the financial system, and after each voucher is complete the invoice image is “linked” and archived. This completes the standard voucher imaging process. In a few cases the invoice will not be scanned ahead of time – such as if the preparer is working off of a hard copy. If this is the case, the invoice can be scanned later and linked to the existing voucher.

The other main process involved in voucher creation is the interface process, where vouchers are created in external systems and loaded into PeopleSoft. In order to tie the images back to the voucher records after they are loaded, each voucher includes a unique code assigned by the external system, and this code is loaded with the record into PeopleSoft. At the time the voucher is created in the external system, a matching bar code label is attached to the invoice. Later, when these invoices are scanned, the bar code is used to link the scanned image back to the record in PeopleSoft.

Contact the University Financial Helpline 612-624-1617 or controller@umn.edu for assistance. Some activity can never be deleted, some requires special access, some can be deleted by a cluster level scanner

A patch code sheet, also known as a separator sheet, is used to simplify the task of scanning and organizing documents. A patch code is used to create a new batch when it is detected by the scanner. Each time a patch code is detected, a new batch is created for the documents that are scanned after it. People can insert patch code sheets in between documents so they can scan multiple documents at once. Follow this link to download the patch code (pdf). People can make multiple copies of the patch code and reuse them. It is helpful to print them out on colored papers so they are easily spotted but choose a light color because some scanners may have trouble with dark/neon colored paper.

About the imaging system, history

In early 2016 ImageNow was upgraded to its latest version. The product itself was re-named to Perceptive Content. ImageNow, when first implemented, replaced the DocuWare system for the imaging of financial documents in July 2008. The current system has been in use at the University since 2000 as an enterprise-level document imaging solution and is being used by the entire University.