Verian Training Guide:
Approvals
Version 1.0
07/31/15
1Last Updated 07/31/15
Table of Contents
1:Learning Objectives
2:Introduction
3:Email Approvals
4:Logging into the Verian Website
5:Reviewing an Order Request
6:Yes Checkbox and Note to Requestor
7:Send FYI Notifications
8:Edit Approval Routing
9:Order Request Header
10:Completing the Approval/Denial
11:Approving/Denying Multiple Requests
12:Approving a Non-PO Invoice
13:Mobile Approvals
14:Substitute Approvers
Training & DevelopmentVerian Training Guide: Approvals1
For internal use only. Proprietary and confidential. Do not copy or distribute externally.
1:Learning Objectives
After completion of this training session, participants will have a better understanding of how to use the Verian Procure to Pay (P2P) system to:
- Approve or deny an order requestvia the Verian website,
- Send notes to the requestor,
- Add additional approvers,
- Approve or deny multiple order requests,
- Approve or deny an order request via the Verian mobile site.
During training and on the job, employees will have access to customer information. All employees are required to keep this information confidential.
2:Introduction
The Verian system will route all order requests to Managers for approval. Each user will have a predefined approval limit. If the total amount of the request is within the Manager’s approval limit, then only one level of approval is required. If the total exceeds the Manager’s approval limit, then the request will move higher up the Org Chart for approval until a Manager with a sufficient approval limit is reached.
Requests will be routed to Managers via email, and a notification will also appear within the Verian system.
3:Email Approvals
Managers can approve or deny requests via email. Clicking on the link sent in the email will bring the Manager to the Verian website to review the order request (steps below). Managers can also just respond to the email using one of the following action words:
- Approval: Yes, Approve, or Y
- Denial: No, Reject, Decline, or N
4:Logging into the Verian Website
Access the Verian website using the links below.
For Ditech originations:
For Green Tree servicing:
For RMS:
Click on the appropriate link and save the web page as a favorite. The Verian website utilizes Single Sign-On (SSO) technology that allows users to log in and gain access to the system without having to use an ID and Password.
5:Reviewing an Order Request
To review an order request, access the Verian website and navigate to the Tasks list. The Tasks list will indicate that there are items to be approved and will display the number of items. Click on the Requests to Approve link.
The Orders to Approve screen will load with a list of Documents Pending Approval.
To review an order request, click on the number in the Reference No. column.
The Detailed Approval for Order Request No. screen will load with the order details (Description, Cost, Quantity). The Qty. fields are editable, allowing the approver to revise the quantity of a line item on an order request.
6:Yes Checkbox and Note to Requestor
The Yes? checkbox is used to approve the request. The checkbox will be checked by default. Items that are checked will be approved. Click on the checkbox to remove the checkmark. Items without a checkmark will be denied. Approvers can approve some items and deny others for order requests with multiple line items.
If items are being denied, the approver should include a reason in the Note to Requestor field. Notes in this field will be sent to the requestor as a notification.
7:Send FYI Notifications
The Detail Approval screen provides the option to notify other system users about this request/approval using the Send FYI Notifications option. Use the + Add button to search for and select users to notify. Selected users will receive notification asking them to review this request.
8:Edit Approval Routing
Approvers have the option to manually add other approvers in the Edit Approval Routing section of the Detail Approval screen. All of the current approvers on the route will be displayed. Additional approvers can be searched for and added using the + Add button. Only users with permission to approve requests will be available for selection. The green arrow keys can be used to move an approver up or down in the approval sequence. You cannot insert an approver before the current approver.
9:Order Request Header
The Order Request Header information is displayed at the bottom of the screen. An approver can attach documents or images to the request using the paperclip icons.PO Attachments will be sent to the vendor,Internal Attachments will not.
10:Completing the Approval/Denial
After all information on the Detail Approval screen has been reviewed, the approver can complete their approval/denial by clicking the Process button. If approved, the request will be sent to the next approver in the approval chain (when applicable) or will be sent to purchasing. The requestor will receive notifications indicating that items have been approved, declined or both.
A notification will pop up confirming that you want to approve or deny the order request. Click OK to complete the approval/denial.
11:Approving/Denying Multiple Requests
Multiple requests can be approved and/or denied from the Order to Approve screen.
Clicking on the checkboxes will enable the buttons at the bottom of the screen.
Approvals
Click on theApprovebuttonto approve all of the selected order requests.
The system will confirm that you want to approve the selected requests. Click OK to approve the selected requests.
Denials
Click on Declinebutton to deny all of the selected order requests.
The system will prompt you for a decline reason. Enter a reason in the text box and click Decline to deny the selected requests.
12:Approving a Non-PO Invoice
Managers can approve non-PO invoices via the Verian system. Invoices requiring approval will appear in the Tasks list on the Verian website Home page. Click on the Invoices to Approvelink.
The Invoice Task Center page will load with invoices to approve. Click on the magnifying glass icon to review the invoice.
The Approve Invoice screen will load the selected invoice.
Approvers can click on the tabs (Header, Details, Distribution, Vendor, Notes, Attachment) to review information that the requestor included about the invoice. Approvers can add additional approvers by clicking on the Add Approver tab.
Clicking on the Image button at the bottom of the page will display an image of the invoice if the requestor saved an image.
The buttons on the bottom of the screen will allow the approver to approve, deny or void the invoice.
- Click Void to void the invoice (information entered for the invoice is incorrect or the invoice was assigned to the wrong approver).
The Reason for Voiding window will pop up. Enter the reason in the Reason free-form text box and click Void.
- Click Decline to deny the invoice.
The Reason for Reject window will pop up. Enter the reason in the Reason free-form text box and click Decline.
- Click Approve to approve the invoice.
If there are multiple invoices in the approver’s queue, the Approve + Next button will enable. The approver can click this button to approve the current invoice and move on to the next invoice in the queue.
13:Mobile Approvals
Managers can approve purchase order requests and invoicesfrom a mobile device. Prior to accessing the mobile site, a mobile password must first be set up via the Verian website.
Click on your name at the top of the screen and then click on Profile.
The Profile screen will load with fields to change (or set up) your mobile password. Enter a password in the New Mobile Password and Confirm Mobile Password fields, then click Save Profile.
With a mobile password established, the Verian mobile site can now be accessed. From an Internet browser on your mobile phone, access the Verian mobile system at:
Enter your Username (email address) and Password, then click Log in.
The mobile home screen displays the number of requests that require approval and the number of messages that have been sent to you.
To approve items, click on Approvals.
A summary of each request to be approved is displayed. Purchase Order requests will display with a shopping cart icon, and invoices will display with a piece of paper icon.
Purchase Order Request Approvals
Each request displays the Order Request #, Total amount, requestor’s name, vendor, and age of request (in days).
To select a request for approval, click on the green arrow next to the request summary.
The request will load and display the Header, Lines, and Approvers. Scroll down to add a Note to Requestor and Finish Approval/Decline.
The Lines will default to Approved. The number of approved lines will display in the green circle. Click on the green arrow to review the item details and change the approval status.
The items can be denied by clicking on the Yes button. All items can be denied by clicking on the Decline All button at the top of the screen.
Clicking on the Decline All button will change the approval status to No. The screen will update the approval status of the line items and the Decline All button will change to an Accept All button.
Click on the No button to change the status back to Yes (approved). All items can be approved by clicking on the Accept All button at the top of the screen.
Click theBack button at the top of the screen to return to the request screen. The Lines field will display the number of approved/denied items.
When you are ready to approve or deny a request, scroll down and click on the Finish Approval/Decline button. (The button will display in green for approvals, red for denials.)
The mobile site will not prompt you with any “Are you sure?” message. The request will be approved or denied if the button is clicked.
Invoice Approvals
Each invoice displays the Invoice #, Total amount, vendor, and age of request (in days).
To select an invoice for approval, click on the green arrow next to the invoice summary.
The invoice will load and display the Header, Lines, Account Code Distribution, Vendor and Invoice Image/Attachments(Scroll to view all details).
Click on the green arrows to view the Lines, Invoice Image and/or Attachments.
Scroll down to add a Note and Approve or Decline.
A message will confirm the invoice was approved or declined.
14:Substitute Approvers
When an approver is away from the office they can set their user status to “Out” and name another user to approve requests while they are away.
Click on your name (from the Home screen) and then click Status.
The In/Out Status screen will display.
- Use the Status drop-down menu to change the status from “In” to “Out”.
- Use the Return Date field to indicate the date that you will return to the office.
Note: Verian will not automatically change your status back to “In”, even with the Return Date entered. You must log in to the system and manually update your status from “Out” to “In” upon your retuen.
- Click the magnifying glass icon in the Substitute field to search for the name of the user who will approve items while you are away.
- Click the Update Status button.
The Home screen will now display your status as “Out”. Order requests that would normally route to you will route to the substitute approver instead.
Training & DevelopmentVerian Training Guide: Approvals1
For internal use only. Proprietary and confidential. Do not copy or distribute externally.