Realtime Financial Management Administrator manual - University ...

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10 Νοε 2013 (πριν από 3 χρόνια και 5 μήνες)

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Page
2

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90

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
-
FInanci
als

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 or
der 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

24

7.1.

Order not confirmed

................................
................................
....................

24

7.2.

Order confirmed

................................
................................
..........................

24

7.3.

Orders to Internal Suppliers

................................
................................
...........

24

7.4.

Housekeeping

................................
................................
................................
...

24

8.

Printing an order

25

8
.1.

Printing a single purchase order

................................
................................
....

25

8.2.

Printing multiple purchase orders

................................
................................
..

25

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.

Supp
lier 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

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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 Bud
geting checking

52

15.

EXCEPTIONS/troubleshooting

54
4

15.1.

Amending an existing order
................................
................................
..........

54

15.2.

Invoices sent to the unit 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 Busin
ess Objects

................................
................................
............

56

16.2.

Report Specific Details to be updated

................................
...........................


58

16.3.

Report Specific Details to be updated

................................
............................

59

16.4.

Report Specific Details to be updated

................................
............................

61

16.5.

Report Specific Details to be updated

................................
............................

63

16.6.

Report Specific Details to be updated

................................
............................

65

16.7.

Report Specific Details to be updated

................................
............................

67

16.8.

Report Specific
Details to be updated

................................
............................

69

16.9.

Report Specific Details to be updated

................................
............................

71

17.

APPENDIX
-

FORM SYS1: EFinancials User Set Up Form

73

18.

APPENDIX
-

FORM SYS2: Quick reference card

74

19.

Appendix
-

FORM AP3: Supplier Set up Application form

78

20.

Appendix
-

FORM AP4: Purchase Requisition form

79

21.

Frequently asked questions


e
-
financials

81

22.

Frequently asked questions


BUSINESS OBJECTS

83

23.

Frequently asked questions


BUSINESS OBJECTS: Research 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 Ta
x 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

Page
4

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90

25.3.

AUTHORISERS

................................
................................
............................

87

25.4.

FINANCE

................................
................................
................................
....

87

26.

Appendix
-

Installing J
-
Initiator

88



Page
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90

2.

OUTLINE OF REAL
-
TIME FINANCIAL MANAG
EMENT JOB FUNCTIONS






2.1.

POP ADMINISTRATOR & AUTHORISOR

2.1.1.

Description of job fu
nction:



Ensure all Purchase Requisitions are complete and authorised



Ensure all purchases comply with procurement procedures



Process purchase orders through eFinancials



Process Goods Receipting / Goods Returns through eFinancials



Liaise with suppliers



Liai
se with the UCD Bursar’s Office as required



Deal with case studies



Monitor budget using Business Objects reporting tool as required



Maintain records



Accountable for non
-
authorised expenditures processed through eFinancials



2.2.

POP AUTHORISER

2.2.1.

Description of j
ob function:




Authorise / Deny Purchase Orders in a timely manner in eFinancials



Comply to procurement procedures (including Freedom of Information Act)




Page
6

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3.

LOGGING ONTO EFINANC
IALS


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 UCD Bursar’s Office website

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3.

The following eFinancials login screen pops up.







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Page
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4.

To log in the system, enter the
following as shown on the screen:




Username (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 will inform you if the

system is
unavailable at any time.







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Page
8

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90

4.

GETTING FAMILIAR WIT
H E
-
FINANCIALS


4.1.

THE ICON BAR


Icon

Name

Use


SAV
E (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 t
he 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.


Exe
cute 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. T
he
search is covered in more details later on in the manual.



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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.

F
urther 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 i
con;

POP005 for example, to access the Order Entry
screen.

Click the
icon 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 c
ollapse 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.


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4.3.

Shortcuts Keys



The shortcuts below can be shown typing
CTRL
+

K

or by clicking on
Help
-

Keys













Function

Function Explained

Key

Clear Field

Clears the highlighted fie
ld.

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


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Page
11

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90

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
th
ose 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:


%oli
ve%

will find any string containing olive.


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


Page
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5.

ORDER ENTRY


POP005

5.1.

To open the
order entry screen select from 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


key o爠捬i捫 the

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Page
13

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90

The Purchase order is composed of an
Order Header

and
Lines


















5.2.

Purchase order header entry





The required entry fields to create a new order are shown here in yellow




T
he

tab (order header) is the first to be completed.





Use the TAB


key o爠the 剅呕T丠


key to 浯ve to the next field.


Order header:

Standing data

-

Supplier

-

Address

-

Ledger

-

PO number

-

Etc.


Lines:

Ordered goods / services

-

Product / Service Description

-

Price

-

Quantity

Page
14

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90

FIELD

DESCRIPTION

COMMENTS

PO Type

The PO Type will prefix the order number. Each
School/College/Research Institute is assigned a
n
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
requestin
g the goods/service, description of the
order, etc.). This order reference is used to
facilitate the search on screen POP013.

The text will not appear on
the printed purchase order.


Originator

eFinancials
enters your user ID here automatically.

Thi
s cannot be changed.

Authoriser

The Authoriser initials are entered in this field.

All Originator and Authoriser initials are set by
the Systems Accountant and should be noted
during training on your quick
-
reference sheet.

In some cases where
approved by
the College
Principal / Head of School the
POP Administrator may
authorise orders.

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
field
s are disabled.

Sub
-

Ledger

Enter the code of the currency ledger in which the
invoice will be paid.

Check the ledger code on your quick
-
reference
sheet or search using FastFind.





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 b
e
terminated and a new one
created.





Page
15

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90

Supplier

Enter a valid supplier code.

The FastFind facility can be used to access the
correct supplier code.

The supplier code cannot be
changed once the Order
Header has been confirmed.


Cost Centre

Enter a valid
cost centre.

NOTE:

This can be changed at line level and/or multiple
values entered if required.

The Cost Centre entered in
the Order Header may only
be changed at Line value
once the Order Header has
been saved.

Activity

This field is not used at UCD.

Ignore


Job

Enter a valid research project code if the order is
to be charged against a project.


A Business Objects report
listing the ‘R’ or Job Code for
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Delivery Date

This field automatically defaults to today’s date.

bnte爠the expe捴ed delivery d慴e.


Order Date

This field automatically defaults to today’s date.


Reference

This field may be populated as the user wishes.

NOTE:

Details entered will appear on printed or
der and
on certain Business Objects reports.

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
-
led
ger.

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 fin
alised

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.

Th
is field must be ticked
to be able to receipt
goods.





Page
16

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90

All other fields on the screen are automatically generated.

Once all required fields are complete, click
Apply

to save the information. An order number will be
generated.




The Purchase Order h
eader is now complete.





Don’t use the Order Number yet as the order is not finalised.


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Dealing with internal
suppliers:


The suggested method to raise an order against the internal supplier.


This will facilitate commitment accounting and also residual budget checking.
The internal charges would still go through monthly as described above.


These Orders should n
ot be Receipted on the System
.


When the department receives its monthly report the POP Administrator
should then check which internal orders were paid by general transfer. The
POP administrator must terminate the orders created for the purpose of
commitme
nt accounting on the system (ie remove the commitment).


If the order were not terminated then the amount would be in both
Commitments and Actuals
.


Page
17

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90

5.3.


Purchase order line entry

The

tab holds details of a purchase order ie whether it is a product, sever
al products or a
service. The purchase order lines entry screen is only available after the PO header has been
completed and the Apply button been clicked.








Use the TAB


key o爠the 剅呕T丠


key to
浯ve to the next field.


Page
18

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90


FIELD

DESCRIPTION

C
OMMENTS

Order

Purchase order number.

Automatically assigned from
the header page.

Status:

Purchase order status.

Automatically assigned from
the header page.

Delivery Date

Expected delivery date of goods or services.

Defaults to the date entered
on the
header page.

Del Add

Delivery address code.

By default, the delivery
address will be printed at
the top of the order with the
address specified on the
order header and this
Del
Add

is left blank.

If you need to specify a
different delivery address for
a p
articular line, you need to
enter the delivery address
code at line level.

When printed, the purchase
order will show the specified
delivery address after each
item at line level.

IDA

Internal Delivery Addresses.

Not used in UCD.
Ignore


Residual Budget


Level 1
: Indicates value of available budget
for purchases within current category of
goods/supplies.

Level 2
: Indicates overall balance of project
income available/unavailable

If Level 1 budget is exceeded
the POP Administrator may
decide to proceed wit
h order
based on Level 2 Residual
Budget.

Product

Ignore the first box which requires product
codes (not in use in UCD at present).

The second box requires a description of the
product/service.

This information
automatically feeds through
to the descrip
tion field at the
bottom of the screen.


Cost Centre

This automatically displays the cost centre
code entered on the header page.



This can be changed for one or
more line items as and if
required.

See notes below.


Page
19

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90

Account

Enter a valid expense code

to describe the
product/service being ordered.

If there is no job associated, the account code
starts with 8. If there is a job associated,
the account code starts with 9.

All research project purchases
carry expense or account
codes starting with

9.

Activity

Ignore.


Job

The job or research code entered on the
header page is automatically entered here.
However, as with the cost centre, it can be
also be changed for each particular line item
if required.

When using job codes, the
account code mu
st start by
“9”

Description

Product description.

When the description is longer than this
field, it is possible to enter additional text
once the line is saved

This field is automatically
updated when the Product
Description field is entered
(see Product)

Quantity

Enter the number of units being ordered
(products only).

Until the order is saved, it is
possible to make a change.

Once the order is saved, the
level for order amendment is
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Cost

Enter the cost per unit exclusive of VAT.
(services)

Disc

Enter the percentage of trade discount to be
applied to the cost of this order line
if
appropriate.


Net Value

eFinancials

automatically calculates and
inserts the value in the case of products. In
the case of services there is no quantity
entered
-

only a net value amount is
entered This net value must be exclusive of
VAT.


VAT cd

The

appropriate VAT code applicable to the
product/service. Administrators should always
check to ensure that the VAT code is correct.





Most common VAT codes

EXEMPT
/

US

00

0

%

IRELAND

01

21

%

11

13.5

%

EU


04

21

%

05

13.5

%



Use 00 (Exempt) for
US.

Per

Number of units of the item to which the
cost per item relates. This is automatically
generated.


Item No

Line item number that is automatically
generated by the system.


Page
20

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90

Recpt/Auth/Text

Ignore


Sort by net value

Ignore


Commitment
schedule

I
gnore








Delivery from the US:


Tax is collected at point of entry.

Use tax code 00 in the purchase order and create a
separate purchase order for DHL and UPS.



It is possible to assign different order lines to different cost centres depending on y
our access
rights. Standard budget control applies. It is important to understand that budget availability
must be checked on each
line

as the cost centre can be different.


You can check the value of the order in the
Total Value
Box.






It will not be

possible to confirm a purchase order if
the budget is exceeded on one or more cost centres.


When all lines are entered, you need to save them. Click the
Apply
button.





When the line is saved, you will notice that more buttons are available.





As
briefly mentioned in the description above, extra information can be entered about each
product/service by using the “
Line text
” button.



Page
21

of
90



The “Schedule” push button is not used in UCD.





You have entered and order and completed the
lines but the li
nes are blank when you return to

that order.


Do not enter the lines again!


Once a line is entered and saved, it remains in
eFinancials.


To retrieve the lines, click on the “Execute
Query”

button if the line猠慲攠扬慮k.


周e line猠will 牥
J
慰ae慲
.



Once the order is complete return to the header page. The total value of the order before VAT will be
displayed on the right of the screen.

Budget is not committed until the PO is
Confirmed
.

The authoriser must now confirm the purchase order.

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6.

AUTHORISING
AN ORDER

6.1.

The Authoriser logs onto to eFinancials and 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


key o爠捬i捫 the

i捯n

Page
23

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On display of the purchase order header entry, click the

icon or press
F11

on your keyboard.
All searchable fields will be highlighted in
blue (see screen below):




You must search for orders with a status of
Entered
. In the Status field, select “
Entered
” as
shown on the picture above. The search can be refined by entering data in any field such as the
order number. Please refer to the wi
ldcard search section of this manual.

The user enters and executes a query on their department order type with a status of Entered (ie
choose entered from the drop down menu on the Status field).

To retrieve orders to be authorised, hit the

icon or press

CTRL F11
.

You can browse purchase orders using the

icons.

The Authoriser then authorises the orders as he/she sees fit. This is done by clicking on the
Confirm

pushbutton at the bottom of the Order header screen.


The action of confirming the order in
vokes the Residual Budget checking process. If there is
sufficient budget the order can be confirmed. If there is not sufficient Level 2 budget the authoriser
will be unable to override the message given at this stage and will therefore be unable to confir
m the
order.

The authoriser’s initials are displayed in the “
Authoriser”

field. When the order is confirmed it
changes to status “
Confirmed
”.



At this point a commitment is raised against the cost centre in eFinancials.


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7.

DELETING AN ORDER


Completed

orders which have been correctly entered, received and paid for in full are
automatically set to complete within the system and therefore do not require termination. The
advantages of maintaining or archiving purchase order records on the system are clea
r as
details of completed orders may be accessed for information purposes


ie through eFinancials
enquiry screens and Business Objects Reports.


Only where problems arise may it become necessary to terminate a Purchase Order from
eFinancials for example

where the order is entered against the wrong supplier / currency. In
all such instances the POP Administrator may not terminate a Purchase Order but should
revert to the Helpdesk for advice.


7.1

Order not confirmed

Unconfirmed orders should not be terminate
d from eFinancials. If the order cannot be
completed against the entered Supplier / Cost Centre / Job Code the POP Administrator should
contact the Helpdesk for further instruction.


7.2

Order confirmed

The system will not allow termination of confirmed order
s for which goods have fully/partially
been receipted. In the case of partially receipted orders where it has been agreed with the
supplier that the balance of goods remaining due will not be received the POP Administrator
should adjust the original order
, deleting the appropriate lines. The system will automatically
set the order to complete once payment has been made to the supplier.


7.3

Internal Suppliers

All orders placed against dummy or Internal Suppliers should be terminated once payment has
been conf
irmed. The POP Administrator can monitor monthly payments using Business
Objects Reports at the end of each Period.


7.4

Housekeeping

The POP Administrator should not terminate purchase orders where there has been a partial
delivery without deleting any o
utstanding items from the order and confirming that there has
been payment for or where issues have arisen with the supply of goods until they have
confirmed is a full or partial receipt and no payment made for goods.


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8.

PRINTING AN ORDER

8.1.

Printing a single
purchase order


Printing is controlled centrally with eFinancials.


For printing Purchase Orders on Local printers, on pre printed , stationary the following
must be done:




The printer should be a Laser Printer





If using any other type of printer plea
se inform
the systems accountant. It may be possible to
make other type printers work with efinancials
but it will take some time to organise this.




The Printer should be attached to the PC of the User or can be networked to the PC




A programme “eFinanci
als.exe” which is available from the Systems Accountant
should be run on the PC. This programme makes the printer attached to the PC
accessible and it is only run once. The PC must be restarted for the printer to work
in eFinancials.





This should have
been installed prior to the
start of the training


Once the purchase order has been confirmed it can be printed off. Orders are printed
singly by clicking the print button on the POP005 screen. Should a user have access to
several printers, select the on
e you want to print on.


When the print push button on the order form is activated a screen should pop up showing
the printer name to which the order will be printed.


Once printed, the
Print

button changes to
RePrint

8.2.

Printing multiple purchase orders

Whe
n there is a requirement for multiple copies, print the order once and then photocopy the
original purchase order as many times as you require.

Or use the
RePrint

Functionality to print from e
-
Financials. Clicking the

button will set the purchase order s
o it can be reprinted. A popup will appear to tell you the
Purchase Order has been marked for reprinting.


Click OK

Page
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Click
Print

to print it as explained in the previous paragraph.

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9.

GOODS RECEIPT

Once the goods/service have been delivered and checked they

must be receipted on the system by
raising a Goods Receipt Note.



9.1.

Open the Goods Receipt screen

Use the menu:

UCD Purchase order processing

Goods receipts, returns and inspections menu

POP009


Goods receipts and return entry



Or

Type
POP009

in the sh
ortcut and hit the RETURN


key o爠捬i捫 the

i捯n
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The Goods receipts is composed of a
Header

and
Lines (details of a Goods receipts)






Field Descriptor Guide

FIELD

DESCRIPTION

COMMENTS

Type

OG
-

Goods receipt note

The text box beside it will be automatically
completed once
OG

is entered in the first box.


PO no

Enter the order number to which the invoice
relates.

Note: You can use the fast
-
find
button

or
C
TRL

+
L
to
retrieve a list of order number.

GRN Desc

Enter a reference as per order number to refer
easily to the GRN


Supplier

Supplier code and name.

This is automatically retrieved
once the purchase order number
has been entered.

Delivery Note

Enter
the supplier’s delivery note number or
supplier reference.


QA Code

Not used in UCD.
Ignore


Receiver

Not used in UCD.
Ignore


Query

This flag determines the purchase order lines
Not normally changed

Page
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FIELD

DESCRIPTION

COMMENTS

that will be retrieved onto the Goods
Receipts/Returns lines. Default to “
bx捬ude
Fully Receipted”.

健牭mtted s慬ues

All

Retrieves all order items, regardless of the
type of transaction.

Authorised

Retrieves all line items that have been
authorised.

Include Fully Receipted

Retrieves all line items that are available for
matching
, including those that have been fully
receipted.

Exclude Fully Receipted

Retrieves all line items that are available for
matching, except those that have been fully
receipted.

GRN No

This is automatically generated once the
informati
on on the header page has been
committed.




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9.2.

Receipting goods

The “Lines” screen holds the details of what goods/service have been receipted.




All details on this screen are generated automatically from the header screen and the purchase
order.


You n
eed to enter the quantity or value of the product/service being receipted.



Products are receipted on a quantity basis.



Services are receipted on a net value basis.


When you are on a line, you can easily see the quantity ordered as illustrated on the pictu
re
above.


The Administrator then saves the Goods Receipt Note. This is done by clicking on the
Apply

button at the bottom of the Goods Receipt Note Line screen.





You now need to confirm the reception of goods to move the purchase order from commitmen
ts
(Orders authorised not received) into accruals (Orders received not invoiced).


Go to the Main tab (on top of the POP009 screen)



Confirm the order reception using the “confirm” push button.



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10.

GOODS RETURN


The information entered for a
Goods Retur
n Note

is exactly the same as that of a Goods Receipt
Note except that the type is
OR
. The goods return note changes the accrual created by the goods
return note back to commitment status. It also removes the amount made available for payment
by the good
s receipt note.

10.1.

Open the Goods Return screen


Use the menu:

UCD Purchase order processing

Goods receipts, returns and inspections menu

POP009


Goods receipts and return entry


Or

Type
POP009

in the shortcut and hit the RETURN


key o爠捬i捫 the

i捯n
Page
32

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90

The Goods receipts is composed of a
header

and
Lines (details of a Goods return)



FIELD

DESCRIPTION

COMMENTS

Type

OR

-

Goods return note

The text box beside it w
ill be automatically completed
once
OR

is entered in the first box.


PO no

Enter the order number to which the invoice relates.

Note: You can use the fast
-
find
button

or
CTRL

+
L
to
retrieve a list of order number.

GRN Desc

Enter a reference as per ord
er number to refer easily
to the Goods return note


Supplier

Supplier code and name.

This is automatically retrieved
once the purchase order number
has been entered.

Delivery Note

Enter a reference.


QA Code

Not used in UCD.
Ignore


Receiver

Not used i
n UCD.
Ignore


Query

This flag determines the purchase order lines that will
be retrieved onto the Goods Receipts/Returns lines.



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FIELD

DESCRIPTION

COMMENTS

Permitted Values

All

Retrieves all order items, regardless of the type of
transaction.

Authorised

Retrieves all line items t
hat have been authorised.

Include Fully Receipted

Retrieves all line items that are available for matching,
including those that have been fully receipted.

Exclude Fully Receipted

Retrieves all line items that are available for matching,
except those that
have been fully receipted.

Automatically set at “Exclude Fully Receipted”.

GRN No

This is automatically generated once the information
on the header page has been committed.




10.2.

Returning goods



The “
Lines
” screen holds the details of what goods/servic
e have been returned.


All details on this screen are generated automatically from the header screen and the purchase
order.




Page
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You need to enter the quantity or value of the product/service being returned.




Products are returned on a quantity basis.



Servi
ces are returned on a net value basis.


When you are on a line, you can easily see the quantity ordered as illustrated on the picture
above.


The Administrator then saves the Goods Return Note. This is done by clicking on the
Apply

button
at the bottom of

the Goods Return Note Line screen.





You now need to confirm the return of goods to move.


Go to the Main tab (on top of the POP009 screen)



Confirm the order return using the “
Confirm
” button.








For partial returns, contact the Help Desk


Page
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11.


SUPPLIER SET UP


Check the supplier does not already exist. This is achieved via performing searches on the Supplier
enquiry screen using the Supplier name, address and registration number.


11.1.

Supplier Enquiry

This screen is accessed through the Accounts Pay
able module


Use the menu:

UCD Accounts Payable

Supplier enquiry

AC101P


Supplier enquiry



Or

Type
AC101P

in the shortcut and hit the RETURN


key o爠捬i捫 the

i捯n





This screen is run in enquiry mode (fields in blue)





Page
36

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In order to enquire on a specific supplier the sub
-
ledger and supplier details need to be
entered.






NB:

The supplier is linked to a sub
-
ledger.


The sub
-
ledger is that of the curren
cy in which the supplier is paid.

eg P31 = Irish Euro, P09 = Sterling.


Ensure you perform a supplier query against the right ledger.




Thorough searching needs to be performed in cases where the Supplier name includes words
such as “the”, “ltd” etc. as
these type of supplier records might be harder to find.



The
CUST
-
SUPP

field requires the supplier code eg CAS007 = Castletown Press.


We recommend you maintain a list of the supplier account codes which you use on a frequent
basis in your
Quick Referen
ce Guide
.


However, if you do not know the supplier code you should highlight the fields under CUST
-
SUPP and enter the full supplier name or part thereof.


Remember to use the
%
key as your wildcard to assist in your search as necessary.


Once the
Execute
Query

key

(
CTRL F11)

is hit all the header information on his
supplier will be retrieved.





You must run the
Execute Query

prior to
performing any query to a specific supplier.




Page
37

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Once you have confirmed a supplier is not set
-
up in eFinancials;


Go to
http//www.ucd.ie/bursar


Download and complete
Supplier Account Set
-
up Form

Submit to Accounts Payable Unit



This form gathers required information including the Suppliers full name, address and contact
details as well as the reason for dealing wi
th this new Supplier.


The requests are processed within 24 hours.


You will not formally be informed of the supplier account creation.


Check the creation in e
-
Financials after 24 hours.

Page
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12.

SUPPLIER HISTORY ENQ
UIRIES


12.1.

Supplier Enquiry

This screen is acces
sed through the Accounts Payable module


Use the menu:

UCD Accounts Payable

Supplier enquiry

AC101P


Supplier enquiry



Or

Type
AC101P

in the shortcut and hit the RETURN


key o爠捬i捫 the

i捯n


周e 獣牥sn i猠run in enquiry 浯de ⡦ield猠in blue



Page
39

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12.2.

Enquire whether a particular invoice has been paid

Click the
All Posted

push button and a blank
Item Enquiry

screen is displayed.




To retrieve all transactions aga
inst the supplier click
Execute Query


(
CTRL F11)
.


To enquire on transactions relating to a particular order placed with this supplier enter (while in
query mode) the purchase order number in the “
Our reference”

field and click
Execute Query


(
CTRL F11)
.


In both of the above cases (after executing query) a grid will display different transaction types
against the supplier eg PI = Purchase Invoice, PQ = Cheque.





TRANSACTION TYPES

PI
Invoice

PC
Credit note

PD
Debit

PQ
Cheque

PB
Eft Payments

PG
Genera
l Payment

PT
Transfer

PM
Manual


The status field (
St.)

against each PI transaction will indicate the invoice status





INVOICE STATUS

F

Fully Paid

P

Partially Paid

A

Approved

R

Registered


To find out which payment an invoice was included in, highligh
t the invoice and click the
Allocations

button.


Page
40

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When the split screen appears (see picture below) place the cursor in the bottom part of
the screen. The payment that included this invoice appears with all other items in that
payment.





Page
41

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12.3.

To enquire
what invoices were paid by a particular cheque:



Click the
All Posted

push button and a blank
Item Enquiry

screen is displayed.




Enter
PQ
-
for cheques or
PB
-
for Eft Payments. in the
transaction

Type

field and click
Execute Query


(
CTRL F11)
.





TRAN
SACTION TYPES

PQ
Cheque

PB
Eft Payments



A grid displaying all cheque or Eft payments to the supplier will be displayed.





Select a particular payment and click the
Allocations

button. This screen will initially display the
value of the payment and
the batch in which it was entered.

Page
42

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Place the cursor in the bottom part of the screen in the
Ref

field and all invoices associated with
this payment will be displayed. The lines can then be scrolled through to find a particular invoice.



Page
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13.

UNIVERSAL EN
QUIRY SCREEN

This screen gives the user the option to enquire on the status of purchase orders against particular
suppliers, cost centres, jobs and sub
-
ledgers. The user may enquire on orders raised, received or
invoiced.


13.1.

Open the Universal enquiry scree
n

Use the menu:

UCD Purchase order processing

Enquiry screens menu

POP016


Universal enquiry






Or


type POP016 in the shortcut and hit the RETURN


key o爠捬i捫 the

i捯n

Page
44

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13.2.

Universal Enquiry
-

Purchase Orders


This query is used to check the status of a purchase order at all levels (line details, goods
receipted and Invoices status)




First, enter the Order number in the order field as shown above.

If you know
the particular line of the item you want to enquire, you may enter it in the second
field.


Click the Purchase Order button







Page
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FIELD

DESCRIPTION

COMMENTS

Supplier

The supplier of the order


Order

The order number


Cost Centre

The Cost centre of the

overall order

Each item ordered may be
assigned to a different cost
centre.

Value

The nett value of the overall order


Outstanding

The value of outstanding items (ie, yet to be receipted)


CCy

Currency of the order


Order Date

Date the order was enter
ed


Due Date

Date the order is due


St

Status of the order

1: Purchase order entered, not yet authorised.

2: Purchase order confirmed by user with appropriate
level of authority.

3: Purchase order held (not used in UCD).

4: Purchase order complete.

5: Pu
rchase order terminated.


Aut

Authority

Y: Authorization is required

N: Authorization is not required


Activity



Job

The job code for the particular order.


Reference

Order reference


S/L

Sub ledger


Description

Order description



Page
46

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By default, the

screen shows the values in the base currency, ie Euro.


You can change the display unit:



From base currency to the Value of the order currency



From base currency to Quantity


Click the drop down located on the right hand side of the screen and choose the

display unit.





You can now view the line details, the goods receipted and the Invoices status. Do to so, choose
an option from the buttons at the bottom of the screen.




Text will show text associated to the order header or footer.



Page
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P.Items shows

information on each line item.





FIELD

DESCRIPTION

COMMENTS

Supplier

The supplier of the order


Order / Item No

The order number and the line


IDA

Internal Delivery Address: Not used in UCD


Product



Order

Value of the line


Received

Value of it
ems receipted


CCy

Currency of the order


St

Status of the order

1: Purchase order entered, not yet authorised.

2: Purchase order confirmed by user with appropriate
level of authority.

3: Purchase order held (not used in UCD).

4: Purchase order complete.

5: Purchase order terminated.



Page
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FIELD

DESCRIPTION

COMMENTS

Due Date

Date the item ordered is due


Cost

Cost per single item ordered


Outstanding

The value of outstanding items (ie, yet to be receipted)


For Invoice

The value still to be invoiced


Invoice

The value invoiced


C
ost Centre

The Cost centre of the overall order

Each item ordered may
be assigned to a
different cost centre.

Activity



Job

The job code for the particular order.


Pr var

The account which receives the posting for a price
variance, generated from the d
ifference between the
stock holding and receipt cost for any Product subject
to standard costing. (Not used)


Requisition

Not used


Item

Not used



By default, the screen shows the values in the base currency, ie Euro.


You can change the display unit:



From base currency to the Value of the order currency



From base currency to Quantity


Click the drop down located on the right hand side of the screen and choose the display unit.




Page
49

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Receipt shows information on goods receipted and goods returned.





The purpose is to enquire on all orders raised against a particular cost centre.
This enquiry facility
can be used in several ways:



Enquiry by supplier


will show orders entered



Enquiry by Order Number


can access details of the order number entered



Che
ck if an invoice has been processed for a particular order or part of an
order.





Click the Purchase Order button and a blank
Purchase Order Enquiry
screen is displayed.



Click the

icon or press
CTRL F11
.


The records retrieved will be all POP orders
raised against the cost centre.


The information displayed includes the value of the order, order/due date, requisition reference
and outstanding amount (ie yet to be receipted).


This search could be amended to list confirmed/held/complete orders by choos
ing the particular
category in the Retrieve field on the universal enquiry screen.


The search could also be modified to search for a particular purchase order by entering the order
number in the

order

field on the purchase orders screen.




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13.3.

Universal En
quiry
-

Purchase Items

To enquire on all Purchase Order Items raised against a particular cost
centre:


1

On the Universal Enquiry screen enter the cost centre code in the cost centre
field and leave all other fields as they are (ie with the * symbol which m
eans
search for all).


2

Click the Purchase Items button and a blank Purchase Items Enquiry screen is
displayed.


3

Click the execute query button.


4

The records retrieved will be all purchase order items for each purchase order
raised against the cost centre.


5

The information displayed includes the order value, amount received and
amount outstanding. It also provides information on the value of each order
line for invoice (equals amount received) and the value entered on the invoice
entry screen. However, to
confirm if an actual cheque has been issued to a
supplier it is necessary to use the supplier enquiry screen.


6

This search could be amended to list confirmed/held/complete orders by
choosing the particular category in the retrieve field on the universal en
quiry
screen.


7

The search could also be modified to search for a particular purchase order by
entering the order number in the order field on the purchase order lines
screen.



13.4.

Universal Enquiry
-

Goods Receipts/Returns

To enquire on all GRNS raised agains
t a particular cost centre:


1

On the Universal Enquiry screen enter the cost centre code in the cost centre
field and leave all other fields as they are ( ie with the * symbol which means
search for all).

2

Click the Goods Receipts/Returns button and a blank
Goods Receipts/Returns

Enquiry

screen is displayed.

3

Click the
execute query

button.

4

The records retrieved will be all Good Receipt/Return Notes for each purchase
order raised against the cost centre.

5

The information displayed includes the GRN number and th
e order to which it
relates (broken down by line item) and also the value of the GRN.

6

This search could be amended to list confirmed/held/complete orders by
choosing the particular category in the retrieve field on the universal enquiry
screen.

7

The search
could also be modified to search for a particular purchase order by
entering the order number in the

order

field on the goods received note
screen.


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13.5.

Universal Enquiry
-

Invoices/Credit Notes

To enquire on all Invoices/Credit Notes raised against a particu
lar cost
centre:


1

On the Universal Enquiry screen enter the cost centre code in the cost centre
field and leave all other fields as they are (ie with the * symbol which means
search for all).

2

Click the Invoice/Credit Note button and a blank
Invoices/Credit

Notes Enquiry

screen is displayed.

3

Click the
execute query

button.

4

The records retrieved will be all Invoices/Credit Notes for each purchase order
raised against the cost centre.

5

The information displayed includes the invoice value and the order number to

which it relates. It also details the internal reference number allocated and the
batch reference in which the invoice was entered.

6

This search could be amended to list confirmed/held/complete orders by
choosing the particular category in the retrieve fi
eld on the universal enquiry
screen.

7

The search could also be modified to search for a particular purchase order by
entering the order number in the

order

field on the invoice or credit note
screen.


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14.

RESIDUAL BUDGETING C
HECKING

It is not sufficient to che
ck the balance in a project or cost centre

Residual Budgeting

provides on
-
line budget control within the Purchase Order Processing module.



Budget Amount

-

Actual Expenditure

-

Commitments
(Orders authorised not received)

-

Accruals

(Orders received n
ot invoiced)


= Residual Budget



Residual Budgeting is invoked on order authorisation.

eFinancials will check the Residual Budget remaining and inform the user where the Residual Budget
is being exceeded.

In all instances where purchase orders are raised

in respect of research related supplies/materials
the Principal Investigator or research manager will need to look at the individual levels at which the
budgets are entered. Where an overspend is likely, sanction for that overspend must be sought
before
the order can be raised.

The researcher must seek approval for any budget amendment required from the UCD Post Award
Finance Office, and, where necessary the appropriate funding body.

Upon approval, a budget journal can be performed and orders raised aga
inst the supplies budget.

Page
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CODE:

DESCRIPTION

:

CODE:

DESCRIPTION

:

90900

Income
-
EU

90905

Income
-
Industry

90901

Income
-
EI

90906

Income
-
Teagasc

90902

Income
-
Wellcome Trust

90920

Income Internal

90903

Income
-
HRB

90908

Income
-
Transfer from Partner

90904

Income
-
State

90909

Income
-
General

CODE:

DESCRIPTION

:

CODE:

DESCRIPTION

:

91900

PAYCST

Research Pay Costs

92055

SCHOLS

Scholarships
-
Research

91910

PAYCST

Salaries & Wages
-
Dept Fund

92092

STUFEE

Student Fees

CODE:

DESCRIPTION

:

CODE:

DESCRIPTION

:

LEVEL 1

L
EVEL 1

92100

Petty Cash

92400

Laboratory Chemicals

92101

Telephone & Fax

92410

Laboratory Glassware

92102

Couriers

92411

Laboratory Disposables

92103

Postage/Freight
-
Incoming

92412

Gas hire

92104

Postage/Freight
-
Outgoing

9241
3

Lab Supplies General

92106

Mobile phone charges

92414

Lab waste disposal

92110

Stationery

92416

Conway Institute charge

92111

Office Supplies

92420

Lab Equip
-
Repairs

92115

Printing
-
Copiprint

92421

Lab Equip
-
Maintenance

92116

Printing
-
Other

92422

Lab Equip
-
Parts

92120

Photocopying
-
Copiprint

92425

Electronic Components

92121

Photocopying
-
Other

92430

BoiMedical Facility Supplies

92122

Self service photocopying

92431

BioMedical Facility Overtime

9212
5

Audio Visual Centre Charges

92432

Purchase of Animals

92126

Audio Visual Materials

92433

Care/Feeding of Animals

92127

Photographic Expenses

92440

Protective Clothing

92130

Books/Maps/Publications

92441

Laundry

92131

Journals/Per
iodicals

92450

Lab Teaching Expenses

92132

Copyright licences

92452

Maintenance & cleaning

92135

Subscriptions

92140

Staff Training
-
Course Fees

LEVEL 1

92141

Staff Trianing
-
Travel Expenses

92500

Computer Equip
-
Repairs

92142

Sta
ff Training
-
Other Expenses

92501

Computer Equip
-
Maintenance

92143

Conference / Seminars fees

92502

Computer Equip
-
Parts

92145

Advertising/Promotions

92520

Computer Software
-
Licences

92150

Hospitality

92521

Computer Software
-
Mai
nt.

92151

Visiting Lecturers expenses

92522

Computer Software
-
Repairs

92152

Room hire

92540

Computer Consumables

92540

Computer Consumables

LEVEL 1

92552

Computer Operations

92600

Office Equip/Furniture < E 3000

92601

Office Equip/Fu
rniture > E 3000

LEVEL 1

92602

Office Equipment
-
Leased

92900

CONTRB

Overhead Contribution
-
College

92603

Equipment rental

92901

TRNFER

Transfer to Partners

92610

Lab Equip/Furniture < E 3000

92902

TRNFER

Transfer between Accounts

92
611

Lab Equip/Furniture > E 3000

92903

TRNFER

Transfer to Close Accounts

92612

Lab Equipment
-
Leased/Hired

92904

TRNFER

Overhead
-
General

92620

Computer Equipment < E 3000

92996

VATDTY

VAT Recoverable

92621




Computer Equipment > E
3000

92622

Computer Equipment
-
Leased

LEVEL 1

92200

Travel
-
Mileage

LEVEL 1

92201

Travel/Subsistence
-
Inside EU

92300

Consultancy Fees

92202

Travel Subsistence
-
Outside EU

92304

External Assistance

92220

Travel insurance

92305

O
ther Fees

92230

Central Transport Charges

E
X
PE
N
DI
T
U
R
E

EQUIPMENT

EXTERNAL ASSISTANCE

TRAVEL

OVERHEADS

FEES

PAY COSTS

SCHOLARSHIPS

PROJECT INCOME

PROJECT INCOME

INCOME/EXPENSE CODES FOR RESEARCH GRANTS

IN
C
O
M
E

P
RJ
N
P
Y
-

LE
V
EL
2

P
RJ
P
A
Y

P
RJ
IN
C

EX
TA
ST

LA
BS
UP

LAB SUPPLIES

OF
FS
UP

EQ
UI
PT

TR
AV
EL

CO
M
SU
P

OFFICE SUPPLIES

COMPUTER

SUPPLIES

Page
54

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90

EXCEPTIONS/TROUBLESH
OOTING


14.1.

Amending an existing order





If an order has been saved or confirmed,
a
mendments can only be made to the order
value up to a limit of €635.


NQ.N.N.

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 h
it the RETURN


key o爠捬i捫 the

i捯n

Page
55

of
90

On display of the purchase order header entry, click the

icon or press
F11

on your
keyboard. All searchable fields will be

highlighted in blue (see screen below):



You can refine your search by entering data in any field. Please refer to the wildcard search section
of this manual.


To retrieve orders, hit the

icon or press
CTRL F11
.


You can browse purchase orders using t
he

icons or the keyboard


.


Changes can be made in a way similar to the order creation.


14.2.

Invoices sent to College/School/Institutes instead of Accounts Payable

o

Should be forwarded to Accounts within 24 hours

o

Notification to supplier.



14.3.

Dealing with mul
tiple currencies eg Order in Sterling, supplier invoice in
Euro

14.3.1.

There is no issue dealing with multi
-
currencies. The currency should be determined
at order entry point and agreed with the supplier. If for some reasons the currency
were to change, the initi
al order must be cancelled and a new purchase order must
be entered and authorised in the new currency.


14.4.

Pro
-
Forma invoicing


pre payment


PO creation


GRN


Cheque issue



Page
56

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90

15.

BUSINESS OBJECTS

15.1.

Running Business Objects


Open the Novell Delivered Applications




Locate Business Objects


Network Applications (NAL)





Administration





Business Objects V5.1





Open Business Object Reader as shown on the screen shot above.


Page
57

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90

Log on to Business Objects










Usernames and passwords are case
-
sensitive
and m
ust be entered in lower case.




Note: When you exit Business Objects, you are prompted to save the report. We advise
you to click “
No
” as you may save data that would mislead future reporting activities.





Page
58

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90

15.2.

Running FIN011

Report Name:


Report Descrip
tor:



Run the report




FIELD

VALUE

COMMENTS

Account Structure

Type “A” (will be revised with new UCD structure).


Co獴 Cent牥
pt牵捴u牥

Type “A” (will be revised with new UCD structure).


bnte爠CC Code

bnte爠you爠捯獴 捥ct牥.


bnte爠the 䑡ae to
B
egin

呹pe the N
st

of October of the financial year required.

This is only used for
display purposes.

Enter the Date to
End

Type the last day of the financial period entered
below.

This is only used for
display purposes.

Financial Year

Enter the financial

year you want to report.

2006 means the year
starting on 1 Oct 2005
ending 30 Sep 2006

Period

See UCD Financial year below.



UCD Financial year starts on 1 October and ends on 30 September the following year.


Month

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sept

Period

1

2

3

4

5

6

7

8

9

10

11

12




Page
59

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90

15.3.

Running FINXXXX

Report Name:

School/Unit Supplies & Travel Monthly Detail report by Cost Centre


Report Descriptor:

This report provides itemised Income and Non Pay
expenditure costs
-

includes Invoices,
Journal Transfers for all cost centres
throughout the college. Transactions referenced by
-

Suppliers Name, Invoice No
and Our Order Number are identified in this report for reference purposes. This
Report also includes charges for Tutors pay costs for the

cost centre.


Run the report




FIELD

VALUE

COMMENTS

Account Structure

Type “A” (will be revised with new UCD structure).


Co獴 Cent牥
pt牵捴u牥

Type “A” (will be revised with new UCD structure).


bnte爠CC Code

bnte爠you爠捯獴 捥ct牥.


bnte爠䙩n慮
捩慬 奥慲

bnte爠the 䙩n慮捩慬 奥慲v

O00S 浥慮猠the ye慲a
獴慲aing on N 佣l O00R
ending 30 pep O00S

bnte爠䙩n慮捩慬
健物od

pee 啃䐠䙩n慮捩慬 ye慲abelow.




啃䐠䙩n慮捩慬 ye慲a獴慲a猠on N 佣lobe爠慮d end猠on 30 peptembe爠the following ye慲a


Month

佣l

乯v

a


䩡g

䙥c

M慲

Apr

M慹

䩵n

䩵l

Aug

pept

健物od

N

O

3

Q

R

S

T

U

V











Page
60

of
90


Sample Report FINXXX



4500
Code
SL
Transaction Description
Our Ref
Invoice Date
Entry Date

82101
P31
21.00 01 3806531543
3806531543
3/4/2005
12/4/2005
5.36
82101
P31
Total Calls 1/4/05 - 30/4/05
3806531543
3/4/2005
12/4/2005
15.06
82101
P31
Vpn Rental
3806531543
3/4/2005
12/4/2005
10.5
82102
P31
Courier Services March 2005
CS01241
25/3/2005
11/4/2005
80.65
82111
P31
10 Part Multicoloured Manilla
WE01234
31/3/2005
12/4/2005
9
82111
P31
5 Part Multicoloured Manilla D
WE01234
31/3/2005
12/4/2005
1.9
82111
P31
5 Star Staple Remover 296905
WE01234
31/3/2005
12/4/2005
1.58
82111
P31
Albany Office Supplies Ltd
ABC1218
31/3/2005
13/4/2005
-13.31
82111
P31
Cambridge A4 Recycled Refill P
WE01234
31/3/2005
12/4/2005
58.4
82111
P31
Codex Limited
ABC1218
5/4/2005
13/4/2005
-54.47
82111
P31
Crystal Tab Inserts White (50)
ABC1218
14/7/2003
18/4/2005
7.67
82111
P31
Crystal Tabs Clear (5)
ABC1218
14/7/2003
18/4/2005
46.8
82111
P31
Hewlett Packard Multifunctiona
WE01234
31/3/2005
12/4/2005
165.14
334.28
School Office General
Page
61

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90

15.4.

Running FIN023 (Project Monthly Detail
-

Job Code)
-

PI

Report Descriptor:

This report provides details of all transactions including
income/pay and
non pay for a project for the dates selected. This can be used to
show the total expenditure for a project.


Run the report





FIELD

VALUE

COMMENTS

Account Structure

Type “A” (will be revised with new UCD structure).


bnte爠䩯b Code

奯u爠删捯de


䕮b
e爠the 䑡ae to
Begin

呹pe the N
st

day of the report period.


Enter the Date to
End

Type the last day of the report period.


Job Structure

Type “A” (will be revised with new UCD structure).



Page
62

of
90

Sample FIN023 report






4123
Code
Inc/Exp/ Catagory
SL
Our Ref
Invoice
Date
Supplier Name or Description
Batch Reference
Transaction Reference
Code

90909
Income - General
GEN


Royal Fame Academy

1158706
-9,460.00
92150
Hospitality
GEN


P01005779 8 Anding Zhu

1166055
762.66
92150
Hospitality
GEN


Refund Reservation Amendments

1165578
-1,251.00
92150
Hospitality
P31
378519
14/7/2004
SHELBOURNE HOTEL
B008742
211511
3,336.00
92201
Travel/Subsistence -Inside E U
P31
378546
8/8/2004
NATIONAL CAR RENTAL
B010104
249677
325
92202
Travel/Subsistence-Outside E U
GEN


P00008257 0 Albert Einstein

1157753
2,000.00
92202
Travel/Subsistence-Outside E U
GEN


P00008257 0 Albert Einstein