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How To Use SAFE

SAFE is a document management solution that can be used to review, approve and/or reject invoices. This document describes the SAFE interface and actions that may be completed with SAFE.

Prerequisites: 

In order to use SAFE, you will need:

  • Access to the SAFE application via the KESEF server.

On this Page:

 

Login and Navigate SAFE

  1.  Double-click to open the CNG-SAFE application. The login screen appears.

2. In the login window, enter your Username and Password. Click Log In. The application opens.

enlightenedNote: If the "connect to" field is not populated, select the Main domain

 

3.  After the program opens up, you will see something like the screenshot below. This screen summarizes the status of your organization.

 

View Invoices and Vendors

If you have invoices to approve, you will see a number greater than zero in the Documents Box (A). To view vendors, select the appropriate cabinet from the Cabinet Name section (B). Alternatively, you may select the appropriate cabinet from the Previously Viewed Cabinet section (C).

Selecting the cabinet will take you into SAFE. This screen includes a list of vendors (A), the documents related to the selected vendor (B), and a preview of the selected document (C).

The Vendors list displays vendors in alphabetical order. You can search for a vendor by using the find filter.  Tip: There may be variations in naming conventions, such as including titles or “The” in front of names, or you may not remember the exact first word of the vendor name.  When you search using the find filter; if you type in an asterisk before and after the vendor name or part of name you are searching for, it will search for any word in the vendor name that has that word.  Example: If you know a vendor has the word landscaping in it, but forget the exact first word of the vendor name to search for that vendor in SAFE, you can type in the find filter  *landscaping*  and press find, and it will search for any vendor that has the word landscaping in its vendor name.

The document list provides a visual indicator of the status of the invoice. A landscape or PDF icon (A) indicates the invoice has been paid. A page with two people in front (B) indicates an open/unpaid invoice. You also have the ability to View and Print documents from the document list section.

 

The document preview shows you all pages of the document. Use the toolbar at the bottom of the preview to adjust the size (using the + or - icons), view other pages (the left and right-pointing arrows), and more.

enlightenedTip: You can adjust the size of the windows by clicking on the border of the window, dragging it to the desired size, and releasing the mouse click.

View the Approval Sequence

To view the approval sequence of a document:

1.  Right-click on the document name. An action list appears

 2. Select Trace. The trace window opens

The trace window will display the approval history (who approved the invoice and when) as well as any comments. 

Approve an Invoice

Please note: There are no notifications when there is an invoice in one’s workflow tier waiting for invoice approval.

1. From the lower-left panel, select Workflow (A). The workflow screen opens. On this screen, you can see the list of invoices needing to be approved (B), Comments (C).

enlightened If you are part of a group of users that approves invoices, you will need to take ownership of the invoice. When you click on Workflow, you will see all the invoices for your group. to take control of the invoice, select Claim Group Item from the toolbar above the invoice preview.

 

2. To write a note, place your mouse in the Remark field and type your comment. When done adding your comment, select Save.

3. Invoices can be approved or rejected from the toolbar above the invoice preview. 

enlightenedTip: A preapproved process set up by your board automatically knows where to route invoices next. You do not need to set anything manually for the invoice to go to the right place in the case of rejection or approval.

 

 

Printing

To print from SAFE:

1. Select the document you would like to print

2. In the document list toolbar, select PrintThe print window will open.

3. Select the desired printer from the drop-down menu (A), then click Print (B). Your document will print.

 

To print from the Workflow screen, you can print from the toolbar above the invoice preview. 

 

Tips and Troubleshooting

  • To save a copy of an invoice to your desktop, click on the file, and drag it onto the desktop icon in the explorer section of the screen.

  • If your screen does not look like the screenshots above, please use our contact form and someone will assist you.
Mon, February 17 2025 19 Shevat 5785