Tips For Using Electronic Documents & WESPAC Electronic Documents: On a locked Electronic document all you have to do is TAB through the fields and fill in the needed information. You may print the form and manually complete it. Note: on the Prior Approval Form, I have provided a MANUAL Version – (see enclosed in your packet). That is because in some cases you will need a line to write on. Remember, this is only for those who would prefer to write everything vs. typing. To unlock a “locked” document – the password is the same as the staff portal (link4staff). For efficiency we encourage you to encourage your staff to use the electronic documents found on the Business Services Website. WESPAC Tips: These are the “Frequently asked Questions” Has my invoice been paid? Why are there multiple listings for the same invoice? How do I see the Check # and pay date for the payment? Why do I see multiple PO’s listed with the same #? Look up payment history on a PO ~ before you call us, try this: Go to Purchasing – Purchase Orders – Type in your PO# or search through your list – click on the PO you are looking for (it should be highlighted in dark blue) – click Tab #3 Invoice – You should now be able to see all invoices that were paid, including the invoice number & amount – the status will be H if they have been previously paid or B if they are in batch to be paid in the next pay period. Please note: If you see a VH or DH that means that we have done some type of reversal or deletion – watch out because even though you see one or both of those listed, usually there is also an H to go with it because we corrected a problem and then reissued a check. It does not mean we duplicated payment or your budget is being charged 3 or 4 times! If you need the check number for a particular invoice – highlight the invoice – click on the magnifying glass VIEW – now you can see the Date of the Inv., The Total Amount Paid and the Check # - if you want to know the exact pay date, on this same page click the magnifying glass VIEW next to the Check # and you can see the check date & the vendor information where the check was mailed. Note: On the Check Information page – if more that one invoice has been paid during the same pay period to the same Vendor, then the total will include all invoice amounts. The VH & DH applies to Purchase orders too, it does not mean you have 3 of the same PO’s – it just shows there was some type of change. ---------------------------------------------------------------------------------------------Online Receiving - Easy How To: Go to Receiving - choose WEB – click Apply Filter You will come to a screen with PO's on it – don’t worry about the list, just click ADD then type in your PO # and hit TAB - your line items will be displayed, just follow the screen - if have received everything as typed click the receive all and hit SAVE. If you have received partial amounts, enter in the exact amounts you have received and hit SAVE. That’s it. **Note; if your order has been partially received don’t forget to come back and online receive when the remainder of your order arrives.