NextGen Financial Management Refresher October 18, 2016

Transcription

1 NextGen Financial Management Refresher October 18, 2016 Inquires/Reporting GL Account Inquiry Select the Account: Page 1 of 32

2 List All Fiscals Years: Can Select Fiscal Year or Change View Options View Options: Grid Options: Page 2 of 32

3 Print Preview Option: Select A Fiscal Year: List each period s totals: Page 3 of 32

4 Select the View: Tab Options for Entire Fiscal Year: Account Analysis: Select Type Page 4 of 32

5 Can enter a date range from within the fiscal year: Return ALL feature: allows all results to return on one page. This allows for printing and exporting ALL results, rather than just the results on the page. Return All NOT checked: Return All CHECKED: Grid Options: Page 5 of 32

6 Transactions Tab: View By Options: Page 6 of 32

7 Transaction Type Options: Same Grid Options: Period Balances by Year Tab: Page 7 of 32

8 Compare Options: Number of Year Options: Page 8 of 32

9 Same Grid Options: Clicking the Ellipses beside the total will take you to the Inquiry for that Period: Page 9 of 32

10 You can then click on the tabbed options from this screen to inquire on the period selected: GL Account Inquiry per Period: You may also click on the Period from the General Tab of the GL Account Fiscal Year Inquiry: Page 10 of 32

11 General Tab: Account Analysis Tab: Same options as available by year, only restricted to the period selected. Page 11 of 32

12 Same Grid Options: Transactions Tab: Same View by Options: Page 12 of 32

13 Same Transaction Type Options: Same Grid Options: Page 13 of 32

14 Transactions Inquiry View by Options: Transaction Type Options: Page 14 of 32

15 Search by amount for a date range results: Descending Date Order Optional: Can click on column heading to resort the order: Return All option is on the Ribbon Bar: Page 15 of 32

16 Click the Up Arrow button to the left of Search Results to maximize results screen. Click the Down Arrow button to minimize results screen. Same Grid Options as other Inquiries: Page 16 of 32

17 Select a transaction to view the detail: General Tab: Internal Notes: Page 17 of 32

18 Entries Tab: Entries Tab has the Grid Options available: Page 18 of 32

19 Importing Transactions/File Definitions Files and File Definitions 3 Step Process 1. Create a file with your transactions listed and save it as an Excel or CSV file. (hint CSV files are the easiest to match and import) 2. Create (or edit existing) file definition in NextGen Financial Management to correspond to your file of transactions. 3. Import the file using the file definition into a transaction batch and post it. 1. Creating the File: a. Date must be in an open accounting period. Format of MM/DD/YYYY works best. Page 19 of 32

20 b. Transaction Number must be entered, one file can contain more than one number. Check the next number under Financial Management/Administration/Transaction Types c. Transaction Type must be entered as the Transaction Type Description from NG, not the abbreviation: d. Transaction Description must be on the file, this is user defined. e. For the simplest and most accurate matching for the GL account # it is best to enter each account segment in it s own column. Page 20 of 32

21 f. Debit Amounts and Credit Amounts must be entered and the format that works best is Number, 2 decimal places, no comma as shown below: g. Debits and Credits must equal for most transaction type. (some exceptions) h. Save File As: CSV(comma delimited) 2. File Definition: Page 21 of 32

22 a. Select NEW from the Ribbon bar or edit an existing Import Transaction type file definition: b. Fill in the required Criteria: Page 22 of 32

23 c. Delimiter Options: Comma is the easiest to define and will be what you need to select if you saved the file as a CSV type. d. Select if the file has header rows and trailer rows: e. Match the Column Names, Formatting and Field Number to your file: ***Make sure you select the proper format for the date and the amounts. Select Next and Finish to save. Page 23 of 32

24 3. Importing the File into a Transaction Batch a. Select File Definition, File and Batch ID, click Next: b. Lists the transactions to be imported. Review them, scroll to bottom to check to see if the totals match. Look for any red shied errors. Notice you also have the Grid options. Page 24 of 32

25 c. Confirm Summary Screen. Click Finish: d. Confirmation Screen, Click Close: e. Post Transaction from Batch f. Select the batch: Page 25 of 32

26 g. General Tab: Tasks for Printing, Closing and Posting the batch. h. Transactions Tab: Lists the transactions in the batch, can edit these before posting or add more transactions to the batch. Also have the Grid options for exporting and printing. i. If you are not ready to post the Transaction but don t want anyone to enter anything into your batch, select Close Batch: Page 26 of 32

27 j. If you are ready to post the batch you may simply click on Post Batch, this will post and close at the same time. Page 27 of 32

28 Transaction Templates Creating, Using & Modifying Transaction Templates 1. Adding New Template, Select New from Ribbon Bar: a. General Ta: Fill in required information b. Entries Tab: Enter the information you would like saved on the template such as the GL accounts. The amounts and percentages are optional: Page 28 of 32

29 c. Save your changes from the Ribbon Bar: 2. Using a Template with a new Transaction: a. Enter the required info on new Transaction: Page 29 of 32

30 b. Click on Load Template and select the appropriate template: c. Once the template is selected the saved information will fill in on the screen: d. Enter the appropriate amounts on the Entries screen: Page 30 of 32

31 e. Summary Screen: 3. Modifying Existing Template Select template from Template Search Page 31 of 32

32 a. After opening the template make the necessary changes. For example, we will add a cash account to this template: After Adding Cash Account: b. You may also want to rearragne the order of the accounts, click on the Move Row Up and Move Row Down buttons to do this: c. After making changes Save from the Ribbon Bar: Page 32 of 32