Accounts Payable

HELPFUL TIPS ON IMAGING

Accounts Payable home Helpful Hints for Vendors Wire Transfers EFT Authorization Instructions Payment Request Cost Types Honoraria Guidelines  

The Accounts Payable Office converts vendor invoices from paper to electronic images. The ability to view these images is available to all campus BFS/BearBuy users.

BearBuy - Preparing and Submitting Documents for Payment

In the BearBuy system, departments should scan all required backup documentation and receipts, attach the document images to the online form or requisition, and submit the transaction in the system for approval. Original documents that you attach to the transaction in BearBuy should NOT be forwarded to Accounts Payable. 

Vendor invoices received by Accounts Payable will be converted to electronic images and linked to the Purchase Order in BearBuy.

Obscuring or Redacting Information

Privacy Warning: See Data Privacy requirement for protecting restricted information (PDF).

Please be sure to obscure or remove any sensitive or confidential information from receipts and other payables documents. This can be accomplished by crossing out the information with a black permanent marker. Examples of sensitive or confidential information are as follows:

  • Social Security numbers
  • Credit Card numbers (except the last four digits)
  • Debit Card numbers (except the last four digits)
  • Credit or Debit card security codes
  • Passwords, including access codes for financial institutions
  • Bank Account numbers
  • Home addresses
  • Unlisted phone numbers
  • Passport numbers
  • Drivers License numbers
  • California Identification Card numbers (or other state Identification card number)
  • Date of birth information
  • Mother’s maiden name

HIPAA Privacy Compliance – Protected health information includes:

  • Patient or human subject names, email or home addresses
  • Personal identifying numbers (including insurance and medical numbers)
  • Personal health information, test results, or medical information

Viewing Images in BearBuy

Note: As of September 1, 2015, attachments in the applications that utilize the ImageNow viewing tool may only be viewed in Internet Explorer, Firefox or Safari. The Chrome browser is no longer supported.

Quick Guide:

  • Open the voucher in BearBuy and click on the Attachments tab.
  • Click on the attachment document/file name to launch the document access system and open the image file.
  • System will display the imaged document(s), or will respond with a [No Records Found] message box.
Detailed Instructions (with screen shots):

How to Access and View Imaged Documents in BearBuy (PDF)

Viewing Images in BFS

Quick Guide – images can be viewed in BFS from two locations:

1. Voucher Inquiry page – click on the “Image” tab, the last tab on the right.

    • Click on the View Image button [View image] button to launch the WebNow document access system.
    • System will display the imaged document(s), or will respond with a [No Records Found] message box.

    2. Worklist Voucher Approval page – click on the “Image” tab, the fourth tab on the right.

      • Click on the View Image button [View image] button to launch the WebNow document access system.  
      • System will display the imaged document(s), or will respond with a [No Records Found] message box.
      Detailed Instructions (with screen shots):

      How to Access and View Imaged Documents in BFS (PDF)

      AP Documents that Cannot be Viewed Include:

      • EFT authorizations
      • BFS Direct Vouchers
      • bluCard back-up
      • Adjustments
      • Wire transfer vouchers
      • Invoices processed prior to November 26, 2007
      • Travel & Entertainment back-up prior to September 1, 2009
      If you get a “No Records Found” error message while attempting to view images:
      • The document may have been processed before November 2007, prior to implementation of the imaging system.
      • The document may be confidential. Confidential documents cannot be viewed in the imaging system. This includes electronic funds transfers (EFTs) and check requests which may contain bank information or other confidential data.

      Technical Tips - Contact Your Local IT Support for Additional Assistance