Automating the invoice process including scanning documents

Roger Pederson

We would like our users to be able to initiate an invoice, including adding scans and have them go through the the appropriate approvers (sometimes more than one) and entered as an invoice in FE without being rentered manually.  Can anyone provide some insight into how they accomplished this?  

B Sanders

We do all this through FE NXT Expense Management.  I don't understand your "without entering this manually".

 

Roger Pederson

Thanks for your help, we have over 100 people across campus that can initiate a disbursement request that may require multiple levels of approval depending on the school and the requested amount.  It has been suggested that a workflow application could help us automate the approval process except we haven't found a way to load the approved disbursements from the workflow application into FE NXT except by manually entering the approved request.

Bill Sanders

We have about 36 full time staff all of which can initiate a disbursement.  I believe we can do everything you are doing just within FE NXT Expense Management.  I would be happy to show you via Zoom.  Email me if you are interested. bsanders@kcmgc.org

Nancy Williams

In order to use this Expense Management process, must all the people with expenses be users of FE?

Katherine A Liles

Great efficiency question here, Robert! I think Expense Management could definitely provide the help that you're looking for.


If you are looking to see the Expense Management functionality in action and to learn a little more about it, we do have an eLearning you can take via this link >>  https://blackbaud.csod.com/LMS/LoDetails/DetailsLo.aspx?loid=b3f9f85f-0070-4c59-aa89-2cdc977a2384&isCompletionRedirect=true&loStatus=16&regnum=1#t=1 

We recently made our eLearning accessible to all users and you can view them at any time.


Nancy - I can see you asked if all people with expenses have to be users of FE. The answer here is yes, but keep in mind how you can always limit what other access they have in the system. Using both the security options found in web view + database view, you can ensure they are only going to view the data we want them to see.