The Business Affairs Office images these documents:

• Bids and quotes
• Fuel Cards
• Invoices
• W-9 forms
• Purchase Order Attachments
• Surplus Property Records
• Vendor Information

All invoices processed by the Business Office are imaged. The emPower component of our computing system allows all users to view, magnify and print the invoice whenever needed (the images are indexed by the APID number assigned by the BASIS system when the invoice information is logged.) The image aids the departments in performing the receiving function.

The Disbursing Office also views and approves the invoices on-line using the invoice image.

To gain access to emPower contact any of the following:

email - Gerald Golden or call at (479) 575-6472
email - Bill Adams -  or call at (479) 575-4783
 
 

Obtaining an image by using the emPower icon

1. Bring up emPower
a.  If you already have a search icon showing click on it and login to emPower.  The last search by that icon will be done.  After the search is completed right click on the icon again and select "Edit Search" (or click on the "Binocular" icon in the tool bar.  Enter the desired search information and click the green check in the tool bar.
b.  If not - from the menu select File/Open/Library and login to emPower You should now have a new window open "Library Search - Click on the blue icon on the right of the toolbar "Select Search Class".   Another window open with a drop down of the "Search Classes" you can access.  Click on the desired "Search Class" and then click on the green check in the tool bar.  Fill in any search information you need and click the green check. (Caution: you should always enter some "search" data.  Otherwise you are  requesting all documents and the time involved may be long.)
2. If there were any documents matching your search criteria you should now see a  folder list and a document list.  Clicking on the desired folder will list the documents for that fold, then double click on the desired document.  The document will be opened using the Windows default application for that file type.  The document is then being handled by that application and you may manipulate that document in any manner the application will allow.
3. To perform another search right click on the search icon and select "Edit Search" (or click on the "Binocular" icon in the tool bar.  Type in the new search information and click on the green check.

• Bring up emPower
• Type in your password
• Input your AP ID in the window "Please enter desired indexes" and press ?Enter>
• When image appears, make sure your window with the image is the active window and in the menu of image window click on file and then click on print.
• To view or print another image activate your "Please enter desired indexes" window and repeat steps

• Start up Netscape or Internet Explorer. You should have a BOOKMARK of  Login Page or emPower Login Page.

• If you do not have a bookmark:
• The first screen you will see is for login screen.
• You should add a bookmark at this screen.

• You should enter your ID and Password (normally these two items are set initially to the same thing).  There is a General ID and Password of INVOICE you may use if you do not have a Personal ID.

• After entering the ID and Password you should click on SUBMIT (you may have to scroll down to see the SUBMIT button).

• In the next screen you should click on LIBRARY SEARCH.

• You should now see a list of the data you can access.  For Invoices click on the yellow Folder to the left ofVIEW_INVOICES.

• You should now be at the search screen.  The only item you need fill in here is the AP_ID.  This number is found in the UPS (BASIS) system.  On the AP ID line there are two boxes.  The first contains the search condition and should be "=".  The AP ID is entered in the rightmost box.

• You must now click on START SEARCH.  Most of the time this will bring up the image of the invoice.  Sometimes it will stop at a folder list and you must click on the yellow folder to continue.  If there is more than one document in this folder it will stop at a document list and you must click on the green icon to the left of the document you wish to see.

• To view another invoice click on NETSCAPE to bring focus back to Netscape.  Click on the Search Page button (or click BACK until you are at the Search Page).  Enter a new AP_ID number (remember the equal and space), click Start Search.

• To  exit emPower click on the MAIN_MENUbutton, click on the LOG OUT OF emPower button (may be necessary to scroll down to see this button) and exit Netscape.

• The image will be displayed using the application your browser is set to use.  Most people prefer Microsoft's Imaging program (Kodaking or Wangimg) or the UAVIEWER program.  Microsoft's Imaging program comes on the Windows CD and the

UAVIEWER program can be obtained  from University of Arkansas Computing Services department

With an image showing:

The right mouse button acts as a magnifying glass - point at the data you wish to see and hold the right mouse button down.
You may move the mouse as desired to see more.
Draw a box around an area while holding the left mouse button down and that area is expanded.
The smaller the box the larger it expands.
Click on best  fit in the menu bar to return to original size.

In the title bar there is a (1 of nn) quantify indicating you are viewing page 1 of nn pages.
Clicking ">>" to the right of this takes you to the next image while the "??" takes you to the previous image.

Under the File menu option is a print option.
This option has two options:

The upper option prints only the  displayed image while the lower will print all pages of the document.

The arrow keys rotate the image

email - Gerald Golden or call at (479) 575-6472
email - Bill Adams -  or call at (479) 575-4783
 
 

last update 06/19/09