Access an Invoice Image through Kuali Financial System (KFS) for Payment Requests and Disbursement Vouchers


Invoice Images can be accessed through Kuali Financial System (KFS), replacing the functionality that was available through ProWeb with Financial Records System (FRS). To learn how to access an invoice image through KFS for a payment request or disbursement voucher, follow the steps listed below:

NOTE: The following instructions are only applicable to Kuali Financial System (KFS) users on the University of Maryland College Park campus. Additionally, Invoice Images are still available through ProWeb for payments that were processed through FRS.

Accessing an invoice image for a Payment Request

1. Connect to GlobalProtect Virtual Private Network client.

2. Open a web browser and go to kfs.umd.edu.

3. The KFS Portal will open. Click Payment Request under the Purchasing/Accounts Payable heading in the Custom Document Searches section.

NOTE: If not logged in, the Central Authentication Service (CAS) login window will open. Log into the CAS with a University Directory ID and Password in order to continue.

Payment Request Link

4. The Document Search window will open. Enter search parameters in the Search Options fields.

Payment Request Search Options

5. Click search.

Search Button

6. A list of documents that fulfill the search parameters will appear below the Search Options fields. Click a Document ID link to open a document.

Payment Request Search Results

7. The document will open. Click Show on the Invoice Image tab to expand the Invoice Image tab. This tab contains the link to the Invoice Image through the Optix database.

Invoice image tab

8. The Invoice Image tab will display two links. Click Invoice Image on Optix System by Purchase Order or Invoice Image on Optix System by Payment Request

a. Click Invoice Image on Optix System by Purchase Order to retrieve a "hit list" of Invoice Images by Purchase Order.

Invoice Image by Purchase Order

b. Click Invoice Image on Optix System by Payment Request to retrieve an image associated with the specific Payment Request.

Invoice Image by Payment Request

9. The KFS Optix Image Document Search Results window will open. Click the Optix Document ID link.

10. The Opening [DocumentID].pdf window will open. Click OK to open the invoice image as a PDF.

Optix Document ID Hyperlink

Accessing an Invoice Image for a Disbursement Voucher

1. Connect to GlobalProtect Virtual Private Network client.

2. Open a web browser and go to kfs.umd.edu.

3. The KFS Portal will open. Click Disbursement Vouchers under the Financial Processing heading in the Custom Document Searches section.

NOTE: If not logged in, the Central Authentication Service (CAS) login window will open. Log into the CAS with a University Directory ID and Password in order to continue.

Disbursement Vouchers link

4. The Document Search window will open. Enter search parameters in the Search Options fields.

Disbursement Vouchers Document Search

5. Click search.

Search Button

6. A list of documents that fulfill the search parameters will appear below the Search Options fields. Click a Document ID link to open a document.

Disbursement Vouchers Search Results

7. The document will open. Click Show on the Invoice Image tab to expand the Invoice Image tab. This tab contains the link for the invoice image associated with the specific Disbursement Voucher.

8. Click the Invoice Image on Optix System by Disbursement Voucher link.

Invoice Image by Disbursement Voucher

9. The KFS Optix Image Document Search Results window will open. Click the Optix Document ID.

10. The Opening [DocumentID].pdf window will open. Click OK to open the invoice image as a PDF.

Optix Document ID Hyperlink