REAL-TIME FINANCIAL MANAGEMENT
ADMINISTRATOR
USER MANUAL
V1 Rev0 19 May 2005
1. TABLE OF CONTENTS
1. TABLE OF CONTENTS 2
2. OUTLINE OF REAL-TIME financial management JOB FUNCTIONS 5
2.1. POP ADMINISTRATORS 5
3. Logging onto efinancials 6
4. Getting familiar with e-FInancials 8
4.1. THE ICON BAR 8
4.2. Navigation 9
4.3. Shortcuts Keys 10
4.4. Searching 11
5. Order entry – POP005 12
5.1. Open the order entry screen 12
5.2. Purchase order header entry 13
5.3. Purchase order line entry 17
6. authorising an order 22
6.1. The Authoriser logs onto to eFinancials and open the order entry screen 22
7. DELETING an order 25
7.1. Order not confirmed 25
7.2. Order confirmed 25
7.3. Termination 25
8. Printing an order 26
8.1. Printing a single purchase order 26
8.2. Printing multiple purchase orders 26
9. Goods Receipt 27
9.1. Open the Goods Receipt screen 27
9.2. Receipting goods 30
10. Goods Return 31
10.1. Open the Goods Return screen 31
10.2. Returning goods 33
11. Supplier Set up 35
11.1. Supplier Enquiry 35
12. Supplier history enquiries 38
12.1. Supplier Enquiry 38
12.2. Enquire whether a particular invoice has been paid 39
12.3. To enquire what invoices were paid by a particular cheque: 41
13. Universal Enquiry Screen 43
13.1. Open the Universal enquiry screen 43
13.2. Universal Enquiry - Purchase Orders 44
13.3. Universal Enquiry - Purchase Items 50
13.4. Universal Enquiry - Goods Receipts/Returns 50
13.5. Universal Enquiry - Invoices/Credit Notes 51
14. Residual Budgeting checking 52
15. EXCEPTIONS 53
15.1. Amending an existing order 54
15.2. Invoices sent to the faculties instead of accounts 55
15.3. Dealing with multiple currencies eg Order in Sterling, supplier invoice in Euro 55
15.4. Pro-Forma invoicing – pre payment 55
16. Business Objects 56
16.1. Running Business Objects 56
16.2. Running FIN011 58
16.3. Running FIN001 60
16.4. Running FIN023 (Project Monthly Detail - Job Code) - PI 62
16.5. Running FIN024 (Project Monthly Details Job Code) - PI 64
16.6. Running FIN027 (Project Budget vs Actual - Project Code) - PI 66
16.7. Running FIN030 (Project Budget vs Actual - Job Code) - PI 68
16.8. Running FIN170 (Commitments & Accruals for a Job Manager) - PI 70
16.9. Running FIN164 (List of Invoices processed) - PI 72
17. APPENDIX - FORM SYS1: EFinancials User Set Up Form 74
18. APPENDIX- FORM SYS2: Quick reference card 75
19. Appendix - FORM AP3: Supplier Set up Application form 79
20. Appendix - FORM AP4: Purchase Requisition form 80
21. Frequently asked questions – e-financials 81
22. Frequently asked questions – BUSINESS OBJECTS: Faculty and Departments 83
23. Frequently asked questions – BUSINESS OBJECTS: Research and Departmental Funds 84
24. APPENDIX - Glossary 85
24.1. Commitments / Immediate Commitments 85
24.2. Accruals 85
24.3. Invoice 85
24.4. Credit Note 85
24.5. Goods Receipt Note / OG 85
24.6. Goods Return Note / OR 85
24.7. Purchase order cycle: 85
24.8. Sales Tax and VAT (Value Added Tax) 86
25. APPENDIX - OUTLINE OF REAL-TIME financial management JOB FUNCTIONS 87
25.1. PI/ RESEACHERS 87
25.2. POP ADMINISTRATORS 87
25.3. AUTHORISERS 87
25.4. FINANCE 87
26. Appendix - Installing J-Initiator 88
27. Version history 91
2. OUTLINE OF REAL-TIME financial management JOB FUNCTIONS
2.1. POP ADMINISTRATORS
2.1.1. Description of job function:
· Key in purchase orders in eFinancials
· Key in Goods Receipting in eFinancials
· Deal with case studies
· Liaise with the Finance department to solve issues
· Join the user group
· Accountable for non-authorised expenditures
· Liaise with suppliers
Read APPENDIX - OUTLINE OF REAL-TIME financial management JOB FUNCTIONS for further details.
3. Logging onto efinancials
1. Open Internet Explorer
2. Type in the eFinancials URL in the Address area of Internet Explorer and press the ¿ key on your keyboard.
/ You can also find the link from the bursar’s office website
http://www.ucd.ie/bursar/
Follow the link to e-Financials
/ Bookmark the link on your browser.
Next time you want to log on, it will be in your favourites.
3. The following eFinancials login screen pops up.
/ If you don’t see this popup and you are invited to installed Jinitiator instead, please read Appendix.
4. To log in the system, enter the following as shown on the screen:
· user name (supplied by the Systems Accountant)
· password (supplied by the Systems Accountant)
· Service: type “efinlive”
· Database: type “efin”
/ When I log in to eFinancials I get a message to say that my username/ password in invalid.This happens if you have typed an incorrect password or if the system is down for any reason (maintenance etc.).
The Systems Accountant should inform you on down times.
/ If you have forgotten your password, don’t hesitate to ask the Systems Accountant to reset it.
Phone:
Internal: 1484
External: 716 1484
4. Getting familiar with e-FInancials
4.1. THE ICON BAR
Icon / Name / Use/ SAVE (Apply) / Use SAVE to save information entered or changed on the screen. This button is only available on data entry screens.
/ PRINT / Use PRINT to print a screenshot of the current working window.
/ Not used in UCD
/ Not used in UCD
/ Document Image / Will be used when document imaging is implemented.
/ Not used in UCD
/ Switch base currency / Was in use when Punts were in use.
Not used in UCD
/ Not used in UCD
/ Not used in UCD
/ Previous Record / Scroll back through the current window, record by record.
/ Next Record / Scroll forwards through the current window, record by record.
/ Delete / Remove / Use to delete a record from the database. If the record has been posted, or you are in an enquiry-only screen, the delete action is not allowed and an appropriate message appears on your screen.
/ Enter Query / This button is used to put the screen into query mode.
You enter selection criteria on the highlighted fields within the window. In query mode, fields are displayed in a blue colour.
To improve the speed of research, it is good practice to narrow the number of records returned from the search.
To narrow the number of records returned, enter selection criteria into multiple fields, rather than just one field.
Querying data is case sensitive.
/ Execute Query / Use to find and display the records fulfilling the selection criteria entered or to perform a global search.
/ Fast Find / Use to run a lookup query window which will return valid data values for the field where the cursor is currently placed. The search is covered in more details later on in the manual.
4.2. Navigation
The menu lines display the options available to the user within the application.
1. To select an option:
· click the icon to expand the list
OR
· double click the required module
2. Further options may be available. Click again until you can see the option you require.
3. Double click the required option or highlight it and press ENTER.
4. The icons at the side of the menu area are used to perform functions within the menu.
Icon / Name / Use / Procedure/ Shortcut / Used to access the eFinancials program directly, rather than from a menu / Enter the shortcut value for the program in the box adjacent to the icon;
POP005 for example, to access the Order Entry screen.
Click theicon button.
/ Enlarge Font / Used to make the menu font larger / Click the icon button to increase the font size for menu items.
This does not increase the font size in the windows.
/ Reduce Font / Used to make the menu font smaller / Click the icon button to decrease the font size for menu items.
This does not decrease the font size in the windows.
/ Expand Menu / Used to expand the menu option / Click this icon to expand the menu under the highlighted menu item.
/ Collapse Menu / Used to collapse the main level menu / Click this icon to collapse the main menu to the main item.
/ Collapse All Menu / Used to collapse all of the level menus / Click this icon to collapse the second level menu.
/ Refresh Menu / Used to refresh changes to menu lines / When lines are modified, click this button to immediately update the changes on the menu lines.
4.3. Shortcuts Keys
The shortcuts below can be shown typing CTRL + K or by clicking on Help - Keys
Function / Function explained / KeyClear Field / Clears the highlighted field. / F5
Clear Record / Clears all the fields on the entire form / F6
Save (Apply) / Saves the current record / CTRL+S
Down / DOWN ARROW
Duplicate Field / SHIFT+F5
Duplicate Record / SHIFT+F6
Edit / CTRL+E
Enter Query / F11
Execute Query / CTRL+F11
Exit / F4
Help Field / Open the on-line help for the highlighted field.
Note: this may be blocked if you are using a popup blocker. / ALT+H
List of Values / CTRL+L
Next Field / TAB F
Next Block / SHIFT+PAGE DOWN
Next Record / DOWN ARROW
Previous Block / SHIFT+PAGE UP
Previous Field / SHIFT+TAB F
Previous Record / UP ARROW
Print / CTRL+P
Return / RETURN/ENTER
Show Keys / Shows this list of shortcut keys / CTRL+K
Up / UP ARROW
4.4. Searching
4.4.1. Introduction
The FastFind icon displays a window allowing the user to quickly see the range of available records / values. This may be the full range or a range limited to the user specified criteria.
The window will work in one of two ways:
· For some FastFind windows, AutoQuery will open the window with a full list of the available records displayed. Highlight the required record and click OK to return to the main window with the required details displayed.
· For other FastFind windows, the window will be displayed in query mode allowing the user to specify the search criteria. The criteria can include as many or as few of the available fields as required by the user. Once the criteria have been defined, the user clicks OK to view the records meeting those criteria.
/ FastFind does not work in all fields.4.4.2. Wildcards
The following wild cards can be used when specifying the search criteria:
% represents any number of characters
_ represents one character for each underscore keyed in.
Examples:
%olive% will find any string containing cedar.
This would find:
· olive
· the olive
· the olive tree
· olive tree
_ook_ will find any string with one character before and one character after ook.
This would find:
· books
· cooks
· looks
5. Order entry – POP005
5.1. Open the order entry screen
Use the menu:
UCD Purchase order processing
Purchase order entry and processing menu
POP005 – Purchase order entry
Or
type POP005 in the shortcut and hit the RETURN 8 key or click the icon
The Purchase order is composed of a Order header and Lines
5.2. Purchase order header entry
/ The field currently being updated shows in yellowThe tab (order header) is the first to be completed.
/ Use the TAB F key or the RETURN 8 key to move to the next field.field / description / comments /
PO Type / The PO Type will prefix the order number. Each department is assigned an order type.
The Order Type is set by the Systems Accountant. Check the quick-reference sheet to get your order type. / Example:
Conway Institute: CI
You can use the fast-find button or CTRL + L to retrieve a list of valid codes.
Order / Upon completion of the order header, eFinancials will automatically enter an order number into the first box. / Example:
Conway Institute: CI
Order number: CI02335
Order reference / An internal reference must be entered into the Order reference (name of the person requesting the goods/service, description of the order, etc.).
This order reference is used to facilitate the search on screen POP013, it is useful to type relevant information in this field. / The text will not appear on the printed purchase order.
Originator / eFinancials enters your user ID here automatically. / This cannot be changed.
Authoriser / The Authoriser initials are entered in this field.
The Authoriser’s initials is set by the Systems Accountant. Check the quick-reference sheet to get your Authoriser’s initials.
Reviewer / This field is not used at UCD. Ignore / You may notice that unused fields are disabled.
Buyer / This field is not used at UCD. Ignore / You may notice that unused fields are disabled.
Sub - Ledger / Enter the code of the currency ledger in which the invoice will be paid.
Check the ledger code on your checklist card.
/ P31 Irish Euro
P09 Sterling
are the most commonly used ledger codes
/ It is not possible to change the currency of a purchase order once it has been approved. It is therefore important to ensure that the correct currency is entered here. Should the supplier invoice in a different currency, this purchase order will have to be terminated and a new one created.
Supplier / Enter a valid supplier code. / The supplier code cannot be changed once the Order Header has been confirmed.
The fast find facility can be used to access the correct supplier code.
Cost Centre / Enter a valid cost centre. / The Cost Centre cannot be changed once the Order Header has been saved.
NOTE:
This can be changed at line level if needed.
Activity / This field is not used at UCD. Ignore
Job / Enter a valid project code if the order is to be charged against a project.
Your trainer will give you a list of projects codes you need to proceed. Write it on your quick-reference sheet. / “R” Code
Delivery Date / This field automatically defaults to today’s date.
Enter the expected delivery date.
Order Date / This field automatically defaults to today’s date.
Reference / This field may be populated as the user wishes. / Some departments enter the requisition number in this field
Document Format / The Document format used for report generation. Not used in UCD. Ignore.
Payment Terms / The payment terms that should apply to any invoice that is matched against this purchase order. Not used in UCD. Ignore.
Contract / This field is not used at UCD. Ignore / You may notice that unused fields are disabled.
Inv Addr / Address where the invoice should be sent. This is linked to Sub-ledger. / Check the Invoice Address code on your checklist card.
Del Add / Address where the goods or services will be delivered. / Note: You can use the fast-find button or CTRL + L to retrieve a list of valid codes.
Site / Not used in UCD. Ignore
Order finalised / A flag that indicates that the purchase order is confirmed. This flag is switched on when the purchase order is confirmed. If you subsequently change the value of the purchase order, this is switched off and you must reconfirm the purchase order.
This must be ticked to be able to receipt goods.
All other fields on the screen are automatically generated.