Lake Michigan College has designed two separate workflows to accommodate processing of vendor invoices in an electronic format.
This document will provide user information on DPAY – the electronic request for payment of a vendor invoice not requiring a purchase order.
For those invoices received where the purchase was originated through Banner requisition/purchase order process, please see documentation on POPAY – the electronic request for payment of vendor invoice that required a purchase order.

Credits CAN’T go through DPAY – invoice must net to zero dollars or greater

All workflows can be accessed through the College wide dashboard EDUDash. For the best user experience it is highly recommended that you use Chrome as your web browser. The EDUDash web address www.mylmc.org will prompt you for the following:

Open

Login with your current network credentials.  Your browser will open to the following screen.  Keep in mind that throughout all dashboard menus only options you have access to based on your user rights and responsibilities will be visible.

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SECTION 1 – INITIATING A DPAY WORKFLOW

From EDUDash home page, first click on the green +new  under DPAY to create your request.

Once the Direct Pay Workflow Request screen loads, you will see three Action Options are available when creating a new DPAY.

1. Route – Allows you to send invoice to any other employee in the College.

2. Save – Allows you to save started workflow for future completion.

3. Submit – Option that sends your workflow through to the next step (approval or processing by Accounts Payable).

None of these options are available until you have selected a vendor and attached a PDF copy of the respective invoice.

Selecting a Vendor

You will first be prompted to enter vendor information.  The vendor list can be searched by name of by Banner ID.  Only active Banner vendors have been included through EDUDash.  If your vendor is missing, please contact the Purchasing Manager to determine if this is a new vendor or if updated paperwork is required to reactivate an existing vendor.

Attaching an invoice

Once you have assigned a vendor, you can proceed to the “Attachments” tab to add a PDF copy of the vendor invoice to be paid.  Only one file may be attached and it must be in a PDF format.  Once successfully attached the view button will open your attachment within the existing workflow.

Action Option – Route

After first selecting the Route option (1), you will be prompted to enter the name (2) of the individual you wish to send attached invoice copy.  Enter any additional notes (3) and click on Route (4).

Action Option – Submit

In addition to having a selected vendor and attaching an invoice copy, the following will be required before workflow can be submitted.

• Description – This field is carried forward as Banner invoice description.

• Invoice Date – If none specified, please use current date.

• Department – Commonly known as your Org number/name.

• Account – This field is searchable by number or name.

• Amount

Optional fields include:

• Check Handling Instructions – If none specified payment will be issued to vendor according to their payment request.

• Vendor invoice # and Due Date – Not all requests will have specified invoice numbers or due dates.  Final determination for loading in Banner to be made by Accounts Payable Coordinator. 

Once the department and amount fields have been entered, the screen will display the corresponding approvers for the selected org and approval limit.

If funding for the invoice is coming from more than one department, additional payment lines can be added by selecting the plus sign at the end of each respective row.

After completion of all fields, workflow can be submitted for next step (approval or directly to Accounts Payable) depending on your approval authority limit.

If the invoice requires approval, an email will be sent to the respective approver(s) notifying them that they have a DPAY workflow request awaiting action.

Tracking a Submitted DPAY

Upon “submitting” a DPAY workflow, you become the owner of this workflow and are considered to have “Participated” in the workflow.  At any time you can review the current state of your request by clicking on the “Workflow Participation” tab.  Along with the DPAY number, fields are provided for current queue and age of request.  There is also a link provided to open the workflow for further review.

Upon re-opening the file, the “Approval & Steps” tab contains information on what users still need to process the request as well as previous actions already taken.

SECTION 2 – APPROVING A DPAY WORKFLOW

After a DPAY request has been submitted, the first designated approver will receive an email indicating the workflow is awaiting action in their queue.  The email will contain a link that will take you directly to the workflow or you may view your requests by logging into www.mylmc.org directly.

From EDUDash home page, first click on “Workflows” in the left column.  Next make sure you are on the tab for “Workflow Requests.”  All workflows that require an action by you will be displayed.  All DPAY workflows are defined in the “Type” column.  Once the workflow you wish to process is identified, you can click on any field within that row to open.

Once the Direct Pay Workflow Request screen loads, you will see two Action Options are available when approving a new DPAY.

1. Approve – Option to send workflow on to the next step (subsequent approver or processing by Accounts Payable).

2. Reject – Option will send workflow back to “owner” for reprocessing.

Before approving or rejecting, the DPAY request should be reviewed for accuracy.  No additional fields will be required to be populated but you may find that a field may need to be adjusted.  All fields with the exception of “Department” and “Amount” can be modified by an approver.

Reviewing the Attachment

A copy of the invoice and/or supporting documentation can be found in the “Attachments” tab.  The “View” button will open the attachment within the existing workflow.  The document name (hyperlink) will download a copy of the attachment.

Reviewing the Workflow Detail

The attachment should be used to verify that “Workflow Request” tab has been completed accurately.

Several fields are optional and may be blank when you receive DPAY for approval.  Not every field is required to be populated before approving.

Optional fields include:

• Checking Handling Instructions – If none specified payment will be issued to vendor according to their payment request.

• Vendor Invoice # and Due Date – Not all requests will have specified invoice numbers or due dates.  Final determination for loading in Banner to be made by Accounts Payable Coordinator.

Action Option – Approve

After all fields have been reviewed and modified where necessary, the workflow can be submitted for next step (subsequent approval or directly to Accounts Payable).

If the invoice requires additional approvals, an email will be sent to the respective approver(s) notifying them that they have a DPAY workflow request awaiting action.

Tracking an Approved DPAY

Upon “Approving” a DPAY workflow, you are considered to have “Participated” in the workflow.  At any time you can review the current state of your request by clicking on the “Workflow Participation” tab.  Along with the DPAY number, fields are provided for current queue and age of request.  There is also a link provided to open the workflow for further review.

Upon re-opening the file, the “Approval & Steps” tab contains information on what users still need to process the request as well as previous actions already taken.