FAQs about APES Invoice Workflow
What is APES Invoice
The Accounts Payable Electronic Scanning (APES) Invoice Workflow was introduced in 2014 to replace the old paper based system of processing invoices.
There are many advantages to the online processing of Invoices including;
Reducing paper invoice handling across the University.
Allowing for easy tracking of invoices.
Automated rules and checks in place to ensure invoices are processed correctly.
System checks ensure that all invoices are approved appropriately.
The APES workflow system was rolled out across the University in 2014/ 2015 with the last areas converting over in April 2015.
There are three main roles in the APES workflow Process; Coders, Reviewers and Approvers.
2. What is
a Coder's role in the Workflow Process?
Coders are responsible for entering the relevant financial information on transitions, adding attachments and sending them on for review or approval. Coders also have options to redirect invoices to other areas of the university as needed or back to Accounts Payable for deletion if they are incorrect.
Coders can not approve invoices they have coded, even if they have the required VCA. If a coder has VCA they will be able to approve invoices, within their limit, that someone else has coded.
Coders will required to complete an FS22 and attend a hands on training session before they will be given system access. Coders will also require Finance One to be loaded on their PC before being able to log on.
is a Reviewer's role in the Workflow Process?
The Review step is a non mandatory option in the workflow to allow a staff member to view and endorse an invoice for payment before it goes on for final approval. A reviewer may or may not have VCA.
Reviewers are able to check all the details of an invoice and add additional comments for the approver. A Reviewer cannot make changes to an invoice, however they will have the option to return the invoice to the coder to request any desired changes.
Reviewers use My Workflow Inbox and therefore do not require any training, nor do they require Finance One to be installed on their PC. If you are already a Coder or Approver you will have access to review, otherwise we will require an FS22 to be completed and returned before we can give you system access.
Approvers provide the final
approval of the expenditure of University funds. All Approvers must
hold a VCA as recorded by Assurance services for a value higher than that of
the invoice being approved.
Approvers are able to check all the details of an invoices including any comments that have been made by previous coders or reviewers. An Approver cannot make changes to an invoices, however can return it to the coder to request changes be made.
Approvers use My Workflow Inbox and therefore do not require any training, nor do they require Finance One to be installed on their PC. All staff with a recorded VCA will automatically be given approval access in Finance One.
I get Access to Finance One to Code Invoices?
There are three requirements for access;
A completed and signed FS22 access form
Attend a hands on Training session
Have Finance One installed on their PC
Training sessions are held fortnightly at City West, please see the Finance One Training page for more details.
Please Note: There is no assumed knowledge or prior training requirement for Coding training
If you are an approver your
access will automatically be updated based on the records held by Assurance
Services. This only applies to you approval access, if you require any
other access to be changed a form will be required.
If you require a change to your Coding or Reviewing access a new FS22 is required. This is an audit requirement and must be completed before your access will be changed.
How do I get access to
All staff members that hold a VCA as recorded by Assurance Services will be given the appropriate level of access in Finance One.
If you believe your approval limit in Finance One does not match your recorded VCA, please contact the Financial Systems Team at firstname.lastname@example.org or on 22175.
How do I get access to
If you are a Coder or an Approver you will already have access to review invoices by default.
Otherwise you will need to fill out an FS22 requesting review access. There is no training requirement for reviewing, so once we have your correct completed form we will add you to the system. If you require assistance with reviewing we have quick guides available here.
My Approver/Reviewer is not coming up on the the list in Finance One,
what do I do?
If your approvers name does not appear on the list and you are sure they have VCA, please contact the Financial Systems team at email@example.com or on 22175.
If a reviewers name is not on the list they will need to fill out an FS22, have it approved and forward it on to the Financial Systems Team.
Once we have the completed form we will provide review access.
If you have an invoice you are concerned falls outside the workflow
process please contact the Financial Systems Team either at
firstname.lastname@example.org or on 22175. We can assist in finding the best
process to get your invoice approved and ready for payment.
Do Reviewers and Approvers require Finance One loaded on their computer?
Reviewers and Approves use My Workflow Inbox to review or approve invoices and will not need to log in to finance one.
My Workflow Inbox can be accessed here, or via the hyperlink contained in workflow emails.
Please Note: It is important to click the hyperlink from Workflow emails, clicking on the attachment will not work.
Are there any invoices that can't go through workflow?
Foreign exchange invoices
Forms ie FS3
Purchase Order Invoices (as they go through work)
All other invoices should be processed via the Workflow.
Please Note: Accounts Payable only pay on Invoice. Statements, delivery slips, proformas etc will not be processed by Accounts Payable and should not be sent in.
Suppliers should email invoices
If a supplier is unable to email their invoice, they can send it to;
University of South Australia
Finance Unit (101-06)
GPO Box 2471
Adelaide SA 5001
Check there is something on the invoice to identify it as coming from your area ie a persons name, school name etc. Forward it via internal mail to Accounts Payable (Internal Post Code 101-06).
Please Note: Accounts Payable will not accept scanned copies.
have received an email invoice, what should I do with it?
Vendors should be sending their invoices directly to email@example.com
However if you receive an emailed invoice you can simply forward it on to the same address.
Why has my coding Pool
in Finance One disappeared?
Coding pools will only show if there is an invoice in them, so if you have previously had access and it has disappeared it simply means there is nothing to action.
If you are sure there is something in the pool and you still cannot see it please contact the Finance Systems Team at firstname.lastname@example.org or on 22175 and we can check your access is correct.
If you have any further questions or concerns please contact the Finance Systems Team at email@example.com or on 22175