Frequently Asked Questions

  1. How do I request access to the system?
  2. How do I log in?
  3. Are there user manuals to walk me through how to enter something into the system?
  4. My workspace is blank and says “Workspace Loading” but nothing is happening, what do I do?
  5. I’m receiving too many emails from the system, is there a way to keep the emails from overcrowding my inbox?
  6. What is a Security Code?
  7. What are Screen Masks?
  8. Can records be exported to excel?
  9. What information is required to be entered?
  10. Why is the Attach button greyed out and unable to be selected?
  11. Can I modify what is displayed in grid mode?
  12. Is there a way to see only objects that are associated with a particular key?
  13. I received the error “Invalid account association in fiscal year”, what does this mean?
  14. How do I view jobs that I have run in the past but no longer show up in my Workspace Job Queue?
  15. Can I start a record with information and then come back at a later date to complete it?
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  1. How do I know if I have something to approve?
  2. How do I know my Purchase Request or Invoice has been fully approved?
  3. My purchase order or invoice was rejected, what do I do?
  4. Why was my purchase order or invoice was rejected by the system?
  5. The system rejected my request due to requiring an attachment, I’ve added an attachment but cannot approve. How do I restart workflow?
  6. I’m going to be out of the office, is it possible to have approvals sent to someone else in my absence?
  7. We’ve had a change in staff and need to update our approvers, how do we do this?
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  1. How do I make changes to or add a Vendor?
  2. How do I look up information about a vendor?
  3. What are Vendors with a Security Code of Internal?
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  1. When are funds encumbered?
  2. How do I get the purchase order to the vendor?
  3. How can I view the actual Purchase Order that is sent to the vendor?
  4. When searching on the Purchase Request (POUPPR) screen, can I search by Vendor Name or can the Vendor Name be displayed in the search results?
  5. What are the attachment requirements for purchase orders?
  6. Is it possible to enter a purchase request without knowing the vendor?
  7. How can I see if a purchase order has been received?
  8. How do I know if my purchase order has been matched to an invoice?
  9. I want to make a change to my purchase request after I have approved it, however the purchase request has not been fully approved yet. Is this possible?
  10. Can I change a purchase order after it is fully approved?
  11. Why can’t I create a change order?
  12. Can I close or cancel a purchase order without receiving or paying against it?
  13. What items cannot be changed through a Change Order?
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  1. The Invoice description field is not long enough for my invoice text, what can I do?
  2. What do I do if the invoice does not match the purchase order?
  3. What types of purchases are exempt from purchase orders?
  4. How are Travel Claims and Check Requests processed?
  5. What are the attachment requirements for invoices?
  6. How do I view the original vendor invoice?
  7. When will my invoice be paid?
  8. How can I see if an invoice was paid?
  9. My Invoice Proof Listing has a block stating “Approval not complete”, will my record process?
  10. Can I run an Invoice Proof Listing for a single invoice?
  11. Is it possible to only see the warning and blocks related to Invoices on the Invoice Proof Listing?
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