Completing a Document Inquiry

Note:  The Document Inquiry option is only available if your organization has licensed the K12Docs module.

1. From the Accounts Payable screen, select the Options menu and then Vendor Inquiry.

Note:  The Vendor Inquiry option can also be accessed from the Options menu within the Vendors, Invoices, and Purchase Orders options.

2. At the Vendor Inquiry screen, select the Options menu and then Document Inquiry.

3. At the Document Inquiry screen, complete one of the following:

• To view all the documents in K12Docs for the invoices, purchase orders, and/or requisitions tied to a specific Accounts Payable check, enter the number of the check in the Check Number field or click the Search button to select the correct check.  

Tip:  If applicable, click the To Screen button to the right of the Check Number field to preview or reprint a copy of the check, which will include a "Copy" overlay; the To Screen button by the Check Number field is only enabled if the user has Full Access rights to the Replace/Reprint Checks option in Accounts Payable.

• To view all the documents in K12Docs for a particular posted or unposted invoice (along with the documents for the purchase orders and/or requisitions tied to the invoice, if applicable), enter the number of the invoice in the Invoice Number field, or click the Search button to select the desired invoice.

• To view all the documents in K12Docs for a particular posted or unposted purchase order (along with the documents for the invoices and/or requisitions tied to the purchase order, if applicable), enter the number of the purchase order in the Purchase Order Number field, or click the Search button to select the desired purchase order.

Tip:  If applicable, click the To Screen button to the right of the Purchase Order Number field to preview or reprint a copy of the purchase order using the report entered in the Default Purchase Order Format field in the Accounts Payable System File.

• To view all the documents in K12Docs for a particular requisition (along with the documents for the invoices and/or purchase orders tied to the requisition, if applicable), enter the number of the requisition in the Requisition Number field, or click the Search button to select the desired submitted or unsubmitted requisition.

Tip:  If applicable, click the To Screen button to the right of the Requisition Number field to preview or reprint a copy of the requisition using the report entered in the Default Requisition Form Report field for the specified approval tree within the Requisition Options option.

4. Click the Display button.

Note:  If there are not any documents in K12Docs for the selected item, a message will appear stating there are no documents to display; click OK and then select a different item for which to view documents.

5. All the documents in K12Docs for the selected item appear in the Invoice Documents List, the Purchase Order Documents List, and/or the Requisition Documents List.  The document attributes and folder indexes display for each document.

6. To view a document:

• Click the View button to the left of the desired file.

• The document will appear in the K12Docs preview screen.

• When finished viewing the document, close the K12Docs preview screen.

7. If desired, to email all the documents on the screen:

• Click the Email button.

Note:  If the total file size of all the documents is greater than 25MB, the documents cannot be emailed and a message will appear stating the process was cancelled; click OK and then continue with Step 8 below.

Tip:  The documents from K12Docs will be emailed as follows:  1) any .TIFF files that are single-page documents will be attached as .TIFF files; 2) any .TIFF files that are multi-page documents will be converted and attached as .PDF files; and 3) all other file types, such as .PDF files or .DOC files, will be attached as their original file type.  Also, the documents will not include any annotations or redactions, but will include E-signatures, if applicable (any .TIFF files will include the E-signatures, while all other file types will attach both versions of the files--the original file without the E-signatures and the file with the E-signatures saved).

• The Email Document screen will appear with the Employee Selection List showing all the active employees with an email address defined for the Other Communication usage.  In the Employee Selection List, select the employees for which to email the documents by clicking the box for the Selected column to the left of the desired employee.  A checkmark will appear in the box if the employee is selected.  To select all the employees listed on the screen, click the Select All button located above the Employee Selection List.  If desired, change the filters to modify the employees displayed here.

• Click the Email button.

• The Email Options screen will appear; complete the email options as needed.

Steps to Complete the Email Options

Note:  The Email Options screen may take a while to appear depending on the number and size of the documents that will be emailed.

• Click the Execute button to email the documents.

Note:  If the first email is unable to be sent successfully, a prompt will appear asking to continue trying to send the remaining emails; click Yes to continue sending the remaining emails, or click No to quit sending the emails at this time (and, if desired, edit the Recipients List and then resend).  If an email is rejected because an incorrect email address was entered for a recipient, the rejection notice will be sent to the appropriate address for the designated email address in the Email Manager option.

• A message will appear in the status bar on the Email Options screen once the documents have been emailed.

• Click the X in the upper right-hand corner to close the Email Options screen.

Note:  If there were one or more emails not successfully sent, the Cancel button and Retry button appear at the bottom of the Email Options screen.  If desired, edit the Recipients List and then click the Retry button to try resending the emails to those recipients who did not have one sent initially; otherwise, click the Cancel button to close the Email Options screen.

8. After viewing (and emailing, if desired) all the desired documents for the designated item, click the Cancel button to clear the screen in order to select a different item for which to view documents, or else click the X in the upper right-hand corner to close the Document Inquiry screen.