AP/AR SharePoint Work Flow - CostTransfer Form

CURRENT ENVIRONMENT Version: 2007 Microsoft SharePoint Internal Server: Windows 2008 Enterprise SP2 64-Bit VM - 4GB RAM, dual CPU, 2.67GHz processors External Server: Windows 2008 Enterprise SP2 64-Bit VM - 4GB RAM, dual CPU, 2.67GHz processors Authentication: Active Directory Sub-Sites 1: AP SharePoint Sub-Site 2: AR SharePoint Both the AP & AR SharePoint sites need to be available externally (https://) for Field Approvers on client & government sites, auditors and vendors. Current production AP & AR SharePoint sites are fully functional within the corporate firewalls. However, externally, the ability to open up a .pdf document on the client application without having to check-out/check-in the file is lost. This issue must first be resolved before beginning the proposed task below. PROPOSED TASK - AP & AR Workflow The following fields will be visible in each Document Library & will be Dynamic so that there is minimal manual entry. A. Project ID B. Project Name C. Vendor ID D. Vendor Name E. Invoice Title ([login to view URL]) F. Vendor issued Invoice Number G. AP Processor H. Field Approver I. Created date J. Created by K. Modified date L. Modified by M. Invoice Status N. Invoice Date (time stamp) O. Voucher Number P. Check Number Q. Check Date 1 Vendor Invoice Log (Document) - Convert Vendor Invoice Log from List to Document Library. - Invoice will be emailed by Vendors to Vendor Document Library - AP Staff will manually enter invoice information into Vendor Invoice Log (Document Library). - Invoice will then be Copied to AP Step 1 – AP Staff Folder (Document Library) via workflow. - AP Processor will receive email notification via workflow. 2 Step 1 – AP Staff Folder (Document Library) - AP Processors will route invoice to Field Approver via workflow. Workflow will Cut invoice into Sub folder in Step 2 - Field Approver Folder - Field Approvers receive email notification of pending invoice via workflow. 3 Step 2 Field - Approver Folder (Document Library) - Field Approvers will review invoice and either Reject or Approve the invoice. - Rejected Invoice: Field Approver selects Rejected in the Invoice Status Field, adds rejection note. Rejected Email notification sent to AP Processor via workflow. - Invoice will be cut & moved back in a sub folder in Step 1 – AP Staff Folder via workflow. - Approved Invoice: Field Approver will electronically signs & save .pdf document, select Approved in the Invoice Status Field, add any optional notes. - Approved email notification sent to AP Processor via workflow. - AP Processor will mark invoice as vouchered once it has been entered & vouchered in Deltek Costpoint - Invoice will be cut & moved into Step 4 - Archive 4 Step 4 - Archive (Document Library) - Invoice will remain in Archive folder as read only. - Set Invoice status marked as PROCESSED with invoice status date as time stamp of voucher date via workflow - Voucher Number, Check number & Check date will be automatically populated through a one way feed from Deltek Costpoint, updated nightly via workflow CURRENT AP PROCESS (Current AR Process is similar to the current AP Process) 1. Vendor Invoice Log (List) AP Staff enters invoice information into Vendor Invoice Log (List). AP Staff scans & attaches original vendor invoices sent via email, postal service in a .pdf format. AP Staff then routes & copies the invoice into a sub folder of Step 1 – AP Staff Folder (Document Library). 2. Step 1 – AP Staff Folder (Document Library) AP Processors cut & route invoice to a sub folder in Step 2 - Field Approver Folder. Field Approvers receive email notification of pending invoice via workflow. Step 2 Field - Approver Folder (Document Library) Field Approvers review invoice and either Reject or Approve the invoice. Rejected Invoice: Field Approver selects Rejected in the Invoice Status Field, adds rejection note. Rejected Email notification sent to AP Processor via workflow. AP Processor then cuts invoice and places back in a sub folder in Step 1 – AP Staff Folder. Approved Invoice: Field Approver electronically signs & save .pdf document, selects Approved in the Invoice Status Field, adds any optional notes. Approved email notification sent to AP Processor via workflow. 3. Step 3 - Signed & Approved (Document Library) AP Processor cuts invoice from Step 2 Field Approver Folder and paste into Step 3 - Signed & Approved. Invoice sits dormant in this folder pending processing in Deltek Costpoint. 4. Step 4 - Archive (Document Library) Once invoice has been entered and vouchered in Costpoint, invoices are cut out of Step 3 - Signed & Approved and placed in Step 4 – Archive. CURRENT WORKFLOWS Step 1 – AP Staff Folder (Document Library) Email Notification to AP Processor Step 2 Field - Approver Folder (Document Library) Email Notification to Field Approvers – Pending Invoice New Invoices set status to PENDING New Invoices set status date to System Date Invoice Status date update concurrent with invoice status APPROVED/REJECTED email notification to AP Processors Existing Cost Transfer form was created in MS InfoPath then published to a document folder in the AP SharePoint sub-site. Users must have InfoPath installed on their local client to use the form. Currently, users complete the form in SharePoint, save to a .pdf file on their local drive, attach supporting documentation, electronically sign the document then upload to a document library in SharePoint. PROPOSED TASK – Cost Transfer Form 1. Use existing form to create a web-based form. This will eliminate the need for users to have InfoPath on their client machine. 2. Create electronic signature fields (4 fields max) using Active Directory account to validate signature. 3. Form must have the ability to attach supporting documents (.pdf)