Using PROCESS DIRECTOR
Accounts Payable in the Web
Application
1. Introduction
Introduction
Objectives
To provide you with an understanding of:
How to log on and navigate the PROCESS DIRECTOR Web Application
How to approve invoices in a workflow
How to perform all other workflow actions using the Web Application
Introduction
Contents
This component covers the following areas:
1. Introduction
2. The user interface
3. Approving and rejecting documents
4. Queries and forwards
5. Other actions
6. Changing personal settings
7. Create Check Request
8. Summary
2. The user interface
The user interface
Starting PROCESS DIRECTOR
Enter the PROCESS DIRECTOR address in your browser, for example:
http://localhost:8080/pdweb-app/logon.do
Enter your user name and password and click Log on
The user interface
Workflow inbox
Worklist Documents to approve
The user interface
Workflow history
The user interface
Statuses
Document Workflow status
status
Read
Posted
Unread
Contains errors
Forwarded or query
No errors sent
Approved
Rejected
Workflow recalled
The user interface
Worklist
Display the
Worklist in a Display
floating the
Display the start page window Worklist
Refresh the worklist
Hide the
Expand/ worklist
collapse
all Click to display
categories documents in a
Expand/ category
collapse
this Drag to resize the Worklist
category
Number of
documents
in this
category
Click to open the selection screen
The user interface
Selection screen
Enables you to filter a Worklist category to
show only documents that meet specific
criteria
Define selection
Only available if configured criteria
Click the magnifying glass icon next to the
category that you want to filter, enter filter
criteria and click Search
The user interface
Apply a filter…
The user interface
Document list
Displays all the documents in the selected Worklist category
Click column headings to sort the list
Click a document number to view document details
Worklist Actions bar Document list
The user interface
Document details
Use the Actions bar to perform actions on a document
Worklist Header data Actions bar
Line items
The user interface
Document details
You can hide or display data in the header
Click to display Click to browse and
hidden data Click to hide data display hidden data
The user interface
Document details
Use the buttons to the right of the header data to display additional information
Attachments
Notes
Messages
Audit trail
The user interface
Exercise
Familiarize yourself with the Worklist:
Expand and collapse categories
Display documents
Resize
Hide and display again
Use the selection screen
Familiarize yourself with the document list:
Sort the list
Display the details of a document
Familiarize yourself with the document details:
Show and hide header data, line items, attachments, notes and messages
Enter new data or make changes
3. Approving and rejecting
documents
Approving and rejecting documents
About workflows
You are responsible for approving a workflow step
Workflows may have one or more steps
Workflows may have more than one processor (even for each workflow step)
Processors can be restricted to specific user types, users or user groups
Approving and rejecting documents
Determining what to do
A document was sent to me for approval—what do I do?
Click the
Messages button
to display a short
description of the
workflow task.
Approving and rejecting documents
Determining what to do
Notes
Notes may also be included for you to read containing further instructions
Click the Notes button to
display notes.
Approving and rejecting documents
Editing documents
You can edit documents immediately after opening them
Some
fields may
be read-
only
Approving and rejecting documents
Editing documents
Search help is available for some fields
…so you can select a valid value!
1. Click the question mark
2. Specify search
criteria
3. Select value from
results
4. Selection added to
doc.
Approving and rejecting documents
Editing documents
A calendar is available for date fields
…so you can select a date!
Approving and rejecting documents
Editing documents
Placing the cursor over some fields reveals extra
information
Drop-down box
appears
Approving and rejecting documents
Notes
Add notes for internal communication with other processors of the document
Click to display notes Enter text
Approving and rejecting documents
Attachments
Add files as attachments
Click to display Click to add attachment Select file
attachments
Approving and rejecting documents
Saving and approving documents
Not ready to approve? Save the document.
You can make further edits later
Finished? Approve it.
The document disappears from your Worklist.
Approving and rejecting documents
Approving line items
Multiple users can review a document to approve or reject individual line items
In the example above, Item 2 has already been approved by another processor, so it
is not visible
Approving and rejecting documents
Approving line items
To approve line items, check the Approved box.
To reject line items, do not check the Approved box.
Approved
Not approved
Click the Approve button on the Actions bar to complete the approval process
Do not click the Reject button on the
Actions bar. This rejects the entire
document, including items that you
have approved.
Approving and rejecting documents
Rejecting documents
Click the Reject button
Depending on the workflow configuration
Returns the document to the recipient or processor of the previous step
Returns the document to the recipient or processor of first step
Returns the document to the PROCESS DIRECTOR processor
Completely cancels the workflow
Approving and rejecting documents
Determining the next recipient
Some workflows may ask you to enter the next recipient after approving a
document
Suggestions
and search
help are
available
Approving and rejecting documents
Determining the next recipient
Steps may only permit certain user types
SAP users
Internet (Web Application) users
User groups
Email addresses
Use search help to locate usernames!
Some users may be automatically entered
You may be able to remove them
Approving and rejecting documents
Exercise
Open one of your new documents
Add a note
Change some data
Attach a file
Open the attachment
Approve the document
4. Queries and forwards
Queries and forwards
Forwarding documents
Hands responsibility for processing to another user
Does not skip the step!
Queries and forwards
Queries
Use when you want to ask someone else a question
Queries are saved as notes
Queries and forwards
Queries
Recipients view the query, and reply with a note
1. Open document.
2. Create note to reply.
3. Send.
Queries and forwards
Queries
The document returns back to your worklist for approval
5. Other actions
Other actions
Recalling documents
Allows you to edit documents you have already approved
May not be available on all documents
Other actions
Workflow status
Step 2
Step 1
Other actions
Viewing approved documents
You can view the documents you have worked on
Other actions
Exercise
Open a document in your Worklist.
Forward it to someone else.
Open another document and send a query.
Open a document you have already approved and recall it.
6. Changing personal settings
Changing personal settings
Changing personal settings
Change your personal data
Changing personal settings
Changing personal settings
Other settings
Changing personal settings
Assigning substitutes
Active substitutes
Use for planned periods of absence
Substitutes receive an email notification when a document is assigned to you
Your documents are displayed in the substitute's main approval Worklist (marked with the
Substitution icon)
Passive substitutes
For unplanned periods of absence
Substitutes do not receive email notifications
Documents are displayed in the substitute's approval Worklist, under a subnode
Changing personal settings
Assigning substitutes
Enter
substitution
period
Active/
passive
substitute
Search for and select user
Changing personal settings
Worklist – Active substitutes
Documents appear in main
Worklist
Changing personal settings
Worklist – Passive substitutes
Documents appear in a
subnode
Changing personal settings
Taking over processing
Changing personal settings
Exercise
Make changes to personal settings
Assign and activate a substitute
7. Creating Check Request
Create Check Request
• Not available for all customer systems
• Allows users to create an invoice from scratch
• Must go out on approval
Create Check Request
All mandatory fields will have
to be entered manually
Save Template (not all
customers have this)
Image Required
Check Request Templates
To save a template click Save Template
Enter a template name and hit save
Once the template is saved and the Check Request is released the template will
be available the next time you Click Create Check Request.
Changing personal settings
Exercise
Create a Check Request
Save a template
Create a new check request using the new template
8. Summary
Summary
Key ideas from this component
The PROCESS DIRECTOR interface:
Worklist: a navigation area to quickly view different types of documents
Document list: displays all documents in the selected Worklist category
Document details: create, edit and view document information
Approving and rejecting documents
Determining what to do
You may not be able to edit all fields
Summary
Key ideas from this component
Other workflow actions
Adding notes
Adding attachments
Forwarding documents
Sending queries
Recalling documents
Changing personal settings
Change your personal data and password
Assign substitutes
Create Check Request
Templates
Using PROCESS DIRECTOR Accounts
Payable in the Web Application
