Introduction

**Some of the items discussed in this guide may not be available to your district**

This document addresses the variable nature of workflow queues and buttons across different databases within our system. It is designed to guide users through understanding and navigating these discrepancies when processing documents as either requisitions or invoices.


A. Problem Statement

Users frequently encounter confusion and operational disruptions due to differences in workflow queue titles and button labels across various database setups. This inconsistency can lead to errors in document submission processes, especially when requisitions and invoices are involved.


B. Solution

To mitigate these issues, it is crucial to identify and understand the specific configuration and terminology used in your database's workflow setup. Adjusting user expectations and training according to these variations will ensure smoother operations and correct usage of system features.


Note: that not all titles of workflow queues or buttons may match your own database and not all databases have both options enabled to submit as a requisition and invoice.


To create the mileage invoice macro, you need to have administrative access in your Myscview database. 


1. To start, click over to the Mileage tab of Site settings. On this page, you will see on the database settings, "Invoice     Number Macro" with a text box beside it. (Leaving this blank, wouldn't affect the function over your database.)



2. There are specific macros that can be entered to the Invoice Number Macro text box. Which includes: {{Initials}}, {{CurDate}}, {{CurTime}}, {{SCID}}.

 

 *** Keep in mind that all of the macros may not be used together due to the max length restriction of 15 for the invoice number. 


MACRO SPECIFICATION

  • {{Initials}} - User Initials
  • {{CurDate}} - Current Date
  • {{CurTime}} - Current Time
  • {{SCID}} - Mileage ID



 

 3. After entering the specific macros into the Invoice Number Macro text box, confirm the change by pressing the "Apply" button at the top left of the screen.


4.  When loading the confirm screen, any mileage items with a blank invoice number should pre-fill based on the macro or blank if macro is blank.



C. Troubleshooting

  • Submission Errors: Investigate any errors during document submission to determine if they stem from misunderstanding the workflow steps or button functionalities. Correct users' actions accordingly and reinforce proper procedures through targeted training.
  • User Configuration Errors: Confirm whether users experiencing problems have the correct permissions and settings configured for their roles. Adjust configurations as needed and remind users of the scope of features available within their database setup.


D. Related Articles

Expenses/Mileage: How do I use the Mileage Manager? 

Expenses/Mileage: How do I use the Mileage Form?

Expense/Mileage: Account Code Query  


Conclusion

Understanding and adapting to the unique workflow configurations and terminologies of individual databases are essential for effective system utilization, particularly when dealing with complex procedures like requisitions and invoices. By implementing best practices for training, documentation, and user support, organizations can alleviate confusion and enhance productivity. Continuous learning and adaptation are key to successfully navigating database-specific workflows and ensuring all users can operate effectively within the system.