BusinessWorkplaceInbox

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Contents
1.0OrganizingInbox...............................................................................................................................................................2

1.1Folders.......................................................................................................................................................................3

1.2RejectImagingWorkflows........................................................................................................................................4

1.3ChangeWorkItemTitle............................................................................................................................................5

1.4ReplaceWorkItem....................................................................................................................................................6

1.5DeleteEmails.............................................................................................................................................................7

2.0DirectPayables..................................................................................................................................................................8

2.1RejectedbyAgency...................................................................................................................................................9

2.2ChangingaDocument.............................................................................................................................................12

2.3PostingErrors..........................................................................................................................................................14

2.4RejectedbyComptrollerGeneralsOffice..............................................................................................................15

3.0LogisticsinvoicewithPO.................................................................................................................................................17

3.1RejectedbyAgency.................................................................................................................................................18

3.2ChangingaDocument.............................................................................................................................................21

3.3PostingErrors..........................................................................................................................................................23

3.4RejectedbyComptrollerGeneralsOffice..............................................................................................................24

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1.0OrganizingInbox

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1.1Folders

MakingFolderstokeepemailsorganized.

ClickonPrivateFolders,gotoFolderandchooseCreate.Theusercannownametheirfolder.

Therearetwowaystomoveanemailintoafolder:dragtheemailtothefolderorrightclick,choosemove,andtype
foldername.

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1.2RejectImagingWorkflows

AnimageworkflowitemislocatedintheInboxthatisnolongerneeded.

ClickontheOtherFunctionsicon tobringupthedropdownlist.

ChooseRejectExecutionandthiswilldeletetheimagefromtheinbox.

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1.3ChangeWorkItemTitle

AuserwantstochangetheTitleofaworkitemlocatedintheInbox.

ClickontheOtherFunctionsicon, tobringupthedropdownlist.ChooseChangeWorkItemText.

Makechangesinsidethebox,thenGreenCheck.TheTitle(description)hasnowbeenchanged.

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1.4ReplaceWorkItem
Auserhasclickedonacoworkersworkitembymistakeandtheydonotwanttoworkthedocument(theblockis
halfshaded).

RightclicktobringupthedropdownlistandchooseReplace.

OrclickontheReplaceIcon ,lookslikeawhiteblockatthetop.

Thiswillreleasetheworkitembacktoalloftheoriginalrecipients(theblockwillnowbeallwhiteagain).

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1.5DeleteEmails
TodeleteemailssentfromotheruserswithinSAP.

Rightclickontheemail.ChooseDeletefromdropdownlistoruseTrashCaniconattop.

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2.0DirectPayables

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2.1RejectedbyAgency

Adocumenthasbeenrejectedwithintheagency.

Therecanbeupto3levelsofapprovalwithinanagency:BudgetSupervisor,APSupervisor,andAPLead.Arejectionat
anylevelreturnsaworkitemandanemailtothepreviousapprover.Ifthereisonlyoneapprovallevel(suchasAP
Lead),thiscausestherejectioninformationtobereturnedtotheinitiatoroftheworkflow.

Thepreviousapproverfirstreceivesanexpressemailnotificationasfollows(onlyiftheyarealreadyinSAP):

Thiswillallow
theuserto
continue
workingon
theircurrent
transaction.

Thetwoitemssenttothepreviousapproversinboxare:anemailtellingthemwhythedocumentwasrejectedanda
workitemtodisplaythedocument.

Work item
Email

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Theyshouldopentheemailtoseewhythedocumentwasrejected.Thentheycandeletetheemailbyrightclickingand
usingthedeleteonthedropdownlistorthetrashcaniconthatappearsatthetop.

Theusercannowexecutetheworkitemandthedocumentwillbedisplayed.Tochangethedocument,gotoDocument
andchooseChangefromthelist.Thisputsthedocumentinchangemode.MakethechangesthatareneededandSave
asCompletewhichwillsendthedocumentontothenextapprover.

Thefieldswillturn
whiteallowingthe
usertomake
changesasneeded.

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 BusinessWorkplaceInbox
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Oncetheworkitemhasbeenexcuted,thefollowingscreenwillappear:

Thisscreenappearswhetherthedocumenthasbeenchangedornot.Completingtheworkitemwillsenditontothe
nextapprover.Hitting willcanceltheworkitemandleaveitintheinbox.

Note:Theworkitem*must*becompletedtohavetheworkflowcontinue.Itwillsitintheusersinboxuntilcomplete.
ChangingthedocumentfromeithertheinboxworkitemoratransactionsuchasFB03orFV60willnotcreateanew
workflow.Theonlywaytosendtheapprovalalongistohit onthescreenabove.Iftheuser
hascanceledoutoftheworkitemabove,theyshouldexecuteitagain,greenarrowbackfromthedocumentdisplay(or
changethedocument)andmanuallycompletetheworkitem .Thiswillallowtheworkflowto
continuetothenextapprover.

Note#2:Ifthedocumentisreparked(meaningsettoParkedfromchangemode),andrecompleted,anew
workflowwillbelaunched.Thiswillresultinaduplicateworkflow.

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2.2ChangingaDocument
Auser(APLead,APSupervisor)needstomakeachangetotheDocumentduringtheapprovalprocess.

Thiscanbedonebyexecutingtheworkitemandswitchingtochangemode.Fromthedocumentdisplay,goto
Document;chooseChangewhichwillputthedocumentintochangemode.Ifchangesaremade,chooseSaveas
Completedandapprovelikenormal.

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The user can also delete the document at this point. To delete go to Document choose Delete Park Document. The
Decision Step screen will appear. If the user chooses approve the document will be deleted. If the user rejects the
documentitwillfollowthesamestepsasanormaldocumentthatisrejected.

Onceuseropensthedocumentitwillletthemknowthedocumentwasdeleted.Theywillgreencheckandthengreen
arrowback.ItwilltakethemtotheCompleteWorkItemscreen;theyshouldchooseCompleteWorkItemwhichwill
removethedocumentfromtheirinbox.

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2.3PostingErrors

Theagencyhasapprovedthedocumentbutitgetsanerrorduringposting.

Theworkflowcangetanerrorduringpostingthatwillcauseaworkflowdisplayitemalongwithanemailnotificationto
be sent back to the initiators inbox. The work item can be completed and the workflow will behave just like the
document was rejected. Some posting errors are application level errors that will cause the workflow to stop
immediatelyandnotifytheworkflowadministrator(SCEISpersonnel).Inthiscase,theworkflowadministratorwillhave
to correct the problem and either restart the current workflow or have the agency repark and recomplete the
documenttocreateanewworkflow.

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 BusinessWorkplaceInbox
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2.4RejectedbyComptrollerGeneralsOffice

TheCGsofficehasrejectedadocument(Ztravel,IDTs,DirectPay).

Thefinalagencyapproverfirstreceivesanexpressemailnotificationasfollows(onlyiftheyarealreadyinSAP):

Thiswillallow
theuserto
continue
workingon
theircurrent
transaction.

Theworkflowitemalongwitharejectionemailwillbesentbacktothelastapproversinbox.Theusershouldopenthe
emailtoseewhythedocumentwasrejected.

Workitem
Email

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 BusinessWorkplaceInbox
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Theapprovershouldopenthedocument(executeworkitem)andgreenarrowback.Theywillseethefollowing:

ChooseCompleteWorkItem.Nowtheworkitemhasbeencompletedandwillberemovedfromtheusersinbox.The
workflowisalsocompleted.DocumentsthatarerejectedfromtheCGsofficemustbereversedbyusingFB08andre
entered.Thisisamanualprocessthatmustbeperformedbytheagency.

The user can forward the message from the CGs office to the AP clerk to inform them they will need to process the
documentagain.Todothis,opentheemailandchoosetheemailiconatthefarleftandentertheusernameinthe
recipientblock.Thenchoosethesendiconnexttothegreencheck.

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 BusinessWorkplaceInbox
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3.0LogisticsinvoicewithPO

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 BusinessWorkplaceInbox
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3.1RejectedbyAgency

Adocumenthasbeenrejectedwithintheagency.

Therecanbeupto2levelsofapprovalwithinanagency:APSupervisor,andAPLead.Arejectionatanylevelreturnsa
workitemandanemailtothepreviousapprover.Ifthereisonlyoneapprovallevel(suchasAPLead),thiscausesthe
rejectioninformationtobereturnedtotheinitiatoroftheworkflow.

Thepreviousapproverfirstreceivesanexpressemailnotificationasfollows(onlyiftheyarealreadyinSAP):

Thiswill
allowthe
userto
continue
workingon
theircurrent
transaction.

Thetwoitemssenttothepreviousapproversinboxare:anemailtellingthemwhythedocumentwasrejectedanda
workitemtodisplaythedocument.

Work item
Email

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 BusinessWorkplaceInbox
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Theyshouldopentheemailtoseewhythedocumentwasrejected.Thentheycandeletetheemailbyrightclickingand
usingthedeleteonthedropdownlistorthetrashcaniconthatappearsatthetop.

Theusercannowexecutetheworkitemandthedocumentwillbedisplayed.Tochangethedocument,gotoEditand
chooseDocumentChangefromthelist.Thisputsthedocumentinchangemode.Makethechangesthatareneeded
andSaveasComplete.

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 BusinessWorkplaceInbox
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Oncetheworkitemhasbeenexcuted,thefollowingscreenwillappear:

Thisscreenappearswhetherthedocumenthasbeenchangedornot.Completingtheworkitemwillsenditontothe
nextapprover.Hitting willcanceltheworkitemandleaveitintheinbox.

Note:Theworkitem*must*becompletedtohavetheworkflowrestart.Itwillsitintheusersinboxuntilcomplete.
ChangingthedocumentfromeithertheinboxworkitemoratransactionsuchasFB03orFV60willnotcreateanew
workflow.Theonlywaytosendtheapprovalalongistohit onthescreenabove.Iftheuser
hascanceledoutoftheworkitemabove,theyshouldexecuteitagain,greenarrowbackfromthedocumentdisplay(or
changethedocument)andmanuallycompletetheworkitem .Thiswillallowtheworkflowto
restart.

Note#2:Ifthedocumentisreparked(meaningsettoParkedfromchangemode),andrecompleted,anew
workflowwillbelaunched.Thiswillresultinaduplicateworkflow.

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 BusinessWorkplaceInbox
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3.2ChangingaDocument
Auser(APLead,APSupervisor)needstomakeachangetotheDocumentduringtheapprovalprocess.

Thiscanbedonebyexecutingtheworkitemandswitchingtochangemode.Fromthedocumentdisplay,gotoEdit,
chooseDisplay/Changewhichwillputthedocumentintochangemode.Theusercannowmakeschangestothe
document.Ifchangesaremade,chooseSaveasCompletedandapprovelikenormal.

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 BusinessWorkplaceInbox
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If the user wants to delete the document, once it is in change mode, they can go to Invoice Document and choose
Delete.TheDecisionStepscreenwillthenappear.IftheuserchoosesApprovethedocumentwillbedeleted.Ifthe
userchoosesRejectthedocumentwillstillbedeleted,butthe

Theusercanalsodeletethedocumentatthispoint.TodeletegotoDocumentandchooseDeleteParkDocument.The
Decision Step screen will appear. If the user chooses approve the document will be deleted. If the user rejects the
documentitwillfollowthesamestepsasanormaldocumentthatisrejected.

Onceuseropensthedocumentitwillletthemknowthedocumentwasdeleted.Theywillgreencheckandthengreen
arrowback.ItwilltakethemtotheCompleteWorkItemscreen;theyshouldchooseCompleteWorkItemwhichwill
removethedocumentfromtheirinbox.

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 BusinessWorkplaceInbox
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3.3PostingErrors

Theagencyhasapprovedthedocumentbutitgetsanerrorduringposting.

Theworkflowcangetanerrorduringpostingthatwillcauseaworkflowdisplayitemalongwithanemailnotificationto
be sent back to the initiators inbox. The work item can be completed and the workflow will behave just like the
document was rejected. Some posting errors are application level errors that will cause the workflow to stop
immediatelyandnotifytheworkflowadministrator(SCEISpersonnel).Inthiscase,theworkflowadministratorwillhave
to correct the problem and either restart the current workflow or have the agency repark and recomplete the
documenttocreateanewworkflow.

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 BusinessWorkplaceInbox
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3.4RejectedbyComptrollerGeneralsOffice

TheCGsofficehasrejectedadocument.

TheAPSupervisororLeadreceivesanexpressemailnotificationasfollows(onlyiftheyarealreadyinSAP):

(Theworkflowsystemwilllookforthesupervisorfirst,thenthelead.)

Thiswill
allowthe
userto
continue
workingon
their
current
transaction.

Theworkflowitemalongwitharejectionemailwillbesentbacktothelastapproversinbox.Theusershouldopenthe
emailtoseewhythedocumentwasrejected.

Workitem
Email

Theapprovershouldopenthedocument(executeworkitem)andgreenarrowback.Theywillseethefollowing:

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ChooseCompleteWorkItem.Nowtheworkitemhasbeencompletedandwillberemovedfromtheusersinbox.The
workflowisalsocompleted.DocumentsthatarerejectedfromtheCGsofficemustbereversed.ToreverseaPurchase
OrderdocumentyoumustfirstdoaMR8MtoreversethepaymentfromthePurchaseOrder.Thenyoumustclearthe
vendorbyusingF44.

The user can forward the message from the CGs office to the AP clerk to inform them they will need to process the
documentagain.Todothis,opentheemailandchoosetheemailiconatthefarleftandentertheusernameinthe
recipientblock.Thenchoosethesendiconnexttothegreencheck.

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