[AP] Setting up AP Approver Groups and Linking to Online Portal

Step 1: Ensure Employee has a VA User Profile

1. In Vista, go to Viewpoint Administration > Programs and open VA User Profile.

   • Note: Vista Access/license is not required if the employee only needs access to approve invoices on the portal.

2. If the employee does not have a user profile, create one:

   • Username: First name.Last Name
   • Email: Employee's work email used for the online portal login

   • Note: When creating a new user profile, you will be prompted to create a password.

     • If the employee will not be logging into Vista:

       • Enter a random password and proceed without needing to save it.

     • If the employee will be logging into Vista:

       • Save the password securely, as the employee will need it for their initial login.

3. In the Info Tab:

   • Ensure PR Co and Employee # are linked to the employee's profile.
4. In the Security Groups Tab:
   • Verify they are assigned Security Group 4 - All Attachments to view attached AP Invoices.

5. ---

   Step 2: Set Up HQ Reviewer

   1. In Vista, navigate to Headquarters > Programs and open HQ Reviewers.

   2. Create a new reviewer:

      • Info Tab:

        • Reviewer: Employee's initials (typing this will create a new reviewer)
        • Name: Employee’s full name
        • Email: Employee's work email
        • Active Box: Checked

      • Usernames Tab:

        • Press F4 in the User Name field to search for and link the employee’s VA User Profile.

Step 3: Set Up HQ Reviewer Groups

1. In Vista, go to Headquarters > Programs and open HQ Reviewer Groups.

2. Create a new reviewer group:

   • Info Tab:

     • Reviewer Group: Name for the group (often the initials of members in this group)
     • Description: List of employees in the Reviewer Group
     • Responsible Person: Press F4 and select the HQ Reviewer
     • Reviewer Group Type: Select 1-Invoice
     • Approval Options:
       • View and Approve Self-Only: Only one reviewer can view and approve an invoice at a time.
       • View and Approve Self and Lower Levels: All reviewers can view the invoice, with higher-sequence reviewers able to approve for lower sequences.
       • Example: A sequence 3 reviewer’s approval auto-approves sequences 1 and 2.
     • Apply Reviewer Threshold Amount at Line Level: Check this if reviewer thresholds should be based on the line’s gross amount.
       • If the line gross is at or above the threshold, the reviewer is added; otherwise, they are not.
   • Reviewers Tab:
     • Press F4 in the Reviewer box to add reviewer(s) to the group.
     • Set the approval sequence and threshold amount (if applying thresholds) for each reviewer in the group. 

Admin Verification of User Setup

Admins can verify if the user was set up correctly by logging into the portal:

1. Navigate to Manage Portal User Access within the Finance Controls Module Bundle.
2. Confirm that the employee’s VA User Profile is visible.

Reviewer Access to Invoices

• Once set up, the reviewer will receive a notification in their Approver Section under Invoice Review for any invoices assigned to them.