OnBase for Invoices

Overview & Step-by-Step Instructions to Process Invoices

This page gives you an overview of the business process and step-by-step instructions to process invoices in OnBase.

OnBase Training, Support & References

OnBase Help & Login

Help information and instructions for using OnBase for invoice processing are available on the Mojo Helpdesk webpage. Help topics include:

OnBase AP Application Help
Buyer Role Help
- Buyer Processing and Approval Training Videos
- Buyer Processing and Approval Training Guidance
Budget Reviewer Role Help
- Budget Review and Approval Training Videos
- Budget Review and Approval Guidance
OnBase AP Basics Help
Brainware Help

OnBase training and how-to instructions now live on the Department of Accounting & Finance (DAF) Mojo Helpdesk website. To access these instructions:

NOTE: This link will not work until you are first logged into the Mojo Helpdesk website

Log into the Mojo Helpdesk Website

How to Log Into Mojo Helpdesk (Employee)

These roles are involved with invoice processing in OnBase:

Project Manager (PM): Someone who receives invoices and processes them for a department by coding them (e.g., with Cost Center, Purchase Order (PO) number, etc.) Typically, the PM is also the Buyer.
Buyer: Someone who requested the goods or services and is responsible for providing CDOT the assurance the goods or services being invoiced are what we received.
- Note: As a Buyer, you may work with a PM who receives invoices and processes them, then sends them to you in OnBase for Buyer Review & Approval or you might process invoices and do Buyer Review & Approval.
Budget Approver: A CDOT employee (e.g., department supervisor) who has the ultimate responsibility to approve the budget for a CDOT Cost Center, including approving invoices.

Cost Center: A cost center is the CDOT term for funding source and they function much like a bank account.
Projects: Projects function like Cost Centers, but these funds are established for a specific purpose (e.g., building a road or highway with Federal Highway dollars).
Grants: Grants function like Cost Centers and projects, but these funds are established for a specific purpose (e.g., paying for driver safety training or the establishment of a busing system in rural areas with Federal Grant dollars).
General Ledger (GL) Account: These are sections within a funding source (e.g., Cost Center). Work with your Business Office if you want more details about GLs. There are three types of GL Accounts:
1. Personal Services GLs (start with 41)
2. Operating GLs (start with 43, 44 or 45)
3. Capital Purchase GLs (start with 46)
Functional Area: A functional area is a further breakdown within a GL Account (e.g., Administrative Activities - 1100; Engineering Activities - 1300). Budget Approvers can refer to your monthly Business Office report to see what Functional Areas you typically use within your funding source (e.g., cost center, project, etc.).