The "drill-down" capability in FinancialLink provides immediate access to images of most paid invoices on campus purchase orders and Federal Express billings as well as to Payment Authorization summaries and other types of payments and reimbursements including entertainment.
Departments no longer need to handle paper invoices and air billings under $5,000. Disbursements will continue to be the official office of receipt and record for all invoices and billings.
Note: Authorized access to FinancialLink is required for this feature. If you do not have access, please see How to Get a User ID (Business Systems).
The following invoices are available online if they were received in Disbursements in 2002, or later:
- Purchase Order-related invoices under $5,000 (see how to process). Invoices over $5,000 can be accessed but only if the original, unsigned invoice is available (see how to process) due to the need for signature confidentiality. If you require a copy of the signed invoice, make a copy of it before forwarding it to Disbursements for payment.
- Federal Express/ Freight Air bills under $5,000 (see how to process). Bills over $5,000 can be accessed only if the original, unsigned document is available.
For payment documents other than imaged invoices, the link will be to the payment summary if available.
Using the drill-down feature: FinancialLink data that is underlined with a colored font (usually blue) indicates a link to more information for that transaction.
Links relating to Disbursement processes, are located on any FinancialLink report that contains transactional date, including the following:
Questions? E-mail Ellen Sanders. Include the Document # (7, D or P) that you are referring to along with the type of drill-down you are trying to obtain (Transaction Report or Invoice).
Notes on using the drill-down feature in specific reports
Operating ledger transaction detail report:
Column header: Doc & Seq.
If the first character is a 7 or a D, the link drills down to an Invoice Report with vendor invoice, payment and purchase order information.
If the first character is a P, the link drills down to the Payment Authorization Report with payment authorization and payment information.
Note:The Invoice Report also contains links. The Vendor Invoice Number drills down to the PDF invoice image and the Purchase Order number goes to the Purchase Order page.
Column header: Description
If the Doc & Seq begins with a 7 or D, the Description field (Vendor Name) links to a PDF image of the vendor invoice (Acrobat Reader 5.0 is recommended).
Column header: Doc. Ref.
If the first character is a 1 or 2 and is a Purchase Order (PO), this links to the Purchase Order report.
Purchase Order report:
Checks paid history
Column header: UCSD Document
If the first character is a 7 or D, this links to the Invoice Report
Column header: Vendor Invoice
This links to the invoice.
Ledger transaction history
Column header: Document-Seq
If the first character is a 7 or D, this links to the Invoice Report.
Column header: Description (vendor name)
If the first character is a 7 or D, this links to the invoice.
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