Xx.Xwork Instruction: Onestop Enquiries

Financial Services

xx.xWork Instruction: OneStop Enquiries

Responsible Position: / Manager - Financial Operations
Approved by: / Director Financial Services
Date of Effect: / June 2010

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Table of Contents

Overview

Purpose

Coverage

OneStop Enquiries

Transaction Enquiry

Transaction Enquiry – POS

Transaction Enquiry – Student Number

Transaction Enquiry –Surname/Company Name

Transaction Enquiry –Transaction Code

Transaction Enquiry –Distribution

Data File Enquiry

Relevant Policy and Guideline Documents

Other Related Documents

Procedures and Guides

Forms

Contacts

Review

Overview

Purpose

This Work Instruction provides the steps required for making the main types of enquires in OneStop.

Coverage

This Work Instructionapplies to all University Cashiers and staff with OneStop Enquiry Access.

OneStop Enquiries

Transaction Enquiry

The Onestop Transaction Enquiry is used to search for all receipts processed through Onestop including BPay, Web and Australia Post payments

1.To access, the enquiry, select Receipts > Transaction Enquiry from the menu (or the Enq? shortcut button on your toolbar if you have one)

Select the search type from the criteria available. These are selected from the ‘Search for’ dropdown shown below:

Some reference information is not currently collected by UTAS on Receipts, e.g. Housing Invoice, Loan ID Code, and Contractor code. Receipts created outside of Onestop (e.g. Bpay, and APO payments) are loaded to Onestop nightly.

Enter the search criteria.

The fields available to enter additional criteria will be determined by the type of search that has been selected. In all cases however, the same ‘optional’ criteria will be displayed, allowing the user to specify a date and/or time range to apply to their search as well as other information such as the amount and User ID of the cashier.

Entering 0 in a date field will be interpreted as today’s date when the user tabs out of the field. Similarly, entering -3 will be automatically converted to the date 3 days ago.

The Surname/Company Name is not case sensitive. Therefore, the field will only accept upper case characters, but the search will return names that match regardless of case.

4. To send your search results straight to a file that can be viewed in Excel you may do so by selecting the File Output option after entering your search criteria. You will then need to name the file and select Save as shown above.

Once the relevant Search by option has been selected, and search criteria entered, the Scan button is selected to perform the search. The all transactions matching the criteria are displayed as follows:

You may then either:

Double click on a transaction to view details
Select Output all to export the search results that appear on the current search result screen to a csv (spreadsheet) file (the user should select C drive and then type in a file name when asked)..
Select Print all to have the search results printed in a report format via their default laser printer. Ensure that under the Printer Setup option you select landscape format.
Select Go Back to return to the search criteria screen to either Quit or modify your criteria and search again.
If your search has returned too many results to appear on the screen, the Continue button will appear allowing you to scroll to the subsequent pages of results. Note that Output all will only export the results currently appearing on the screen to a file. To output results that carry over multiple screens select Go Back then File Output on the Search Criteria screen.

Transaction Enquiry – POS

The POS Transaction search is typically used when the receipt number is known, or the transaction being searched for does not relate to any particular customer reference (such as Student/Debtor/Invoice number etc.) – and only the amount and/or time and/or location at which the receipt took place is known

When POS Transaction is chosen from the Search By list, the Campus number should be entered before the POS or receipt number.

The following screen is displayed:

In the above example, the search will show all transactions that took place at Student Administration Hobart on 17th August 2007.

Transaction Enquiry – Student Number

The Student Number search is typically used when the type of transaction would have required a Student no. to be collected (e.g. Student Fees, Graduation ceremony etc) or the Student Number is known.

When Student Number is chosen from the Search For list, the following is displayed allowing the user to specify the known values:

In this example the search will find all transactions that occurred between the 21st and 31st August 2007 at Student Administration Hobart for Student 946130.

Transaction Enquiry –Surname/Company Name

The Surname/Company Name search is typically used when the customer’s name is known and most likely would have been recorded for the relevant transaction.

When Surname/Company is chosen from the Search By list the following is displayed allowing the user to specify the known values:

In this the search will find all transactions for the surname Smith, processed at Hobart Student Administration on any date, for any amount.

Transaction Enquiry –Transaction Code

The Transaction Code search is used when the Transaction Code is known.

When Transaction Code is chosen from the Search By list, the following is displayed allowing the user to specify the known values:

In the above example, the search will find all receipts for transaction code 001 (student fees) processed at Student Administration Hobart between the 21st and 31st August 2007.

Care must be taken when performing searches such as this, as student fees can have a large volume of records.

Transaction Enquiry –Distribution

The Distribution search is typically used when part or all of the G/L code the funds were receipted to is known. OneStop requires that all elements prior to the search field be sequentially entered

When Distributionis chosen from the Search By list the following is displayed allowing the user to specify the known values:

In this example the user is searching for all receipts processed to project 65322 and account 0000 for the 17th August 2007. Note that the entity, fund and budget centre had to be entered as well.

Data File Enquiry

The Data File enquiry (also called validation enquiry) in Onestop allows users to query:

Student Invoices (loaded nightly)
Accounts Receivable Debtors
Accounts Receivable Debtor Invoices

The steps to follow when using the enquiry are:

Select a ‘Search For’ option

Choose the option from the Search For list (on the left hand side) that describes what you are searching for (e.g. choose ‘Student Number’ if you are searching for a Student). What you choose will determine what options are then available in the Search by list.

Select a ‘Search By’ option

Choose the option from the Search by list (on the right hand side) that describes the information you wish to use to narrow your search (e.g. if you are searching for a Student Number, and you wish to narrow the search by specifying part of their name, choose Name).

Enter Search Value

Enter all or the first part of the value to be used to restrict the search (e.g. if searching for a Student Number by Name, enter part or all of the Name in the Name field).

Search for Matching Records

Select the Search push button to initiate the search. All matching records will then be displayed in the lower part of the screen.

5.Shortcuts for Searching

If you have searched for a debtor or student number, and now wish to search for their invoices you can do so without having to note down the debtor/student number as follows:

Highlight the relevant debtor/student in your search results by selecting it with your mouse
Choose either Student Invoice number or Debtor Invoice number from the Search For list (depending on whether you searched for and highlighted a Student or Debtor)
Select Debtor Number or Student Number from the Search By list. The Student or Debtor number highlighted in your previous search results will populate the Student/Debtor Number field
Select the Search push button to initiate search & display results

6.Copying Search results into a Transaction

If you have found a student or debtor number and wish to copy this for a transaction, use [shift][F1] when you return to the POS details screen, to copy the number into the receipt transaction.

Relevant Policyand Guideline Documents

FINP 4.1 Invoicing and Receivables Policy

xx.x Cashiers Back Office Guidelines

xx.x Cashier and Revenue Collection Guidelines

Contacts

The contact officer for this guideline is:

Manager - Financial Operations

Financial and Business Services

Review

This Work Instruction will be reviewed as required by changes to operations.

FINP 4.1 – Invoicing and ReceivablesPolicyFinancial Management UnitPage 1 of 14

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