Introduction to eProve

On July 1, 2002, the Accounts Payable Department (AP) began processing selected payments via a digital imaging work process system. This system facilitates the payment process by converting paper documents such as invoices, purchase orders, receiving reports, and correspondence into digital images that may be transmitted, reviewed, approved, and stored electronically. The digital imaging system should greatly enhance the University's processing of payments.

One advantage of the new system that will directly impact University departments is that AP can now replace the old "speed letters" with electronically transmitted images and e-mails. For example, AP can now send an e-mail containing an image of an invoice needing approval to the contact person shown on a purchase order. The contact person can approve the invoice instantly by clicking the approval link at the bottom of the screen with the image of the invoice. This new method should greatly speed up the approval process and will provide more detailed documentation. The user can choose to print a paper copy of the invoice if desired and also has the ability to reject payment or approve it with added comments.

Requirements and Information

User e-mail addresses must be registered and synchronized through Enterprise Information Technology Services (EITS) via their MyID function. Most employees have already done this as a result of information disseminated during the past year by EITS. Any user needing to complete this process may do so by following instructions found at www.emailinfo.uga.edu .

Users must use Internet Explorer when viewing eProve. The University community uses many different e-mail systems, but Internet Explorer is necessary for optimal performance for the document imaging system. The AP web site contains instructions for using eProve.

Partial payments on purchase orders create an additional responsibility for users. Departmental users are responsible for ensuring that multiple payments against a purchase order do not exceed the total dollar value of the order. When a payment will exceed the total order amount, the user should contact the Procurement Department to adjust the order amount. You are not required to wait for the email notification. You may use the procedures above to go to the imageweb and view any eProve items at any time.

The emails are simply notifications that something needs to be processed. Several months ago, all employees were sent a notice by EITS to register their email, but many employees have not successfully done so. If you enter the eProve site and do not see your email address in the left hand corner(about 3 inches from the top left side), your email is not registered.