Nextgen Transactions. Import Transactions. Local Government Corporation Resource /11/2014

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Nextgen Transactions Presented by Bridget Clayton Local Government Corporation Resource 2014 Transaction Menu Options Import Transactions Transaction Batches Transactions Transaction Templates Post

1 Nextgen Transactions Presented by Bridget Clayton Local Government Corporation Resource 2014 Transaction Menu Options Import Transactions Transaction Batches Transactions Transaction Templates Post Transactions Import Transactions Division-this will fill in automatically if you only have 1 Division (multiple divisions will need to select one) File Definition-select the File Definition that has been setup File-will fill in automatically Batch ID-You will select a batch that has already been created or you may create one here. 1

because the January Period is not open) GL account number 101-31100- - - is invalid because it does not exist for 2013-2014 fiscal year (would be

2 File With Errors A red shield will be displayed if there are errors on the file. Click NEXT to receive a message detailing the errors. Example Errors in File Account Control 101 is invalid because it does not allow entries for fiscal year and January Period (would be because the January Period is not open) GL account number is invalid because it does not exist for fiscal year (would be because this account number is not setup for this year) File Without Errors There will be no error shield. Review the complete transaction. Click NEXT to continue. 2

3 Review the summary, if all info is correct, click FINISH to import. After the transaction imports you will receive a confirmation. Click Close Transaction Batches Importing a Transaction File will create a batch containing the transaction. The entry is not posted until you close and post the batch. You may also create a batch by going directly into Transaction Batches. You may also create a batch under the transactions menu. 3

Tasks are Print Batch, Close Batch and Post Batch Click on the Transactions Tab to see the transactions in the batch.

4 Transaction Batches Financial Management Transactions Transaction Batches Click FIND to list unposted batches. Double click the batch to open General Tab lists Batch Id, Date, Status and Created by. Tasks are Print Batch, Close Batch and Post Batch Click on the Transactions Tab to see the transactions in the batch. The transaction will be detailed. The total transaction amount listed. Add Transaction allows you to add more transactions to the batch. Click on the General Tab to switch back to the previous screen. 4

5 You will be able to now Print the Batch, Close the Batch, and Post the Batch. Post Batch After selecting POST transaction the batch will display. Select NEXT to continue. Review the Summary Click FINISH to post. 5

6 The confirmation screen will display once the batch posts. Click CLOSE You can also add a new batch by selecting NEW from the ribbon bar. Transactions Financial Management Transactions Transactions Click NEW from the ribbon bar 6

Another way to enter a batch is to add a new Transaction and not check to Post this Transaction. Checking this option allows you to immediately post the transaction.

7 Another way to enter a batch is to add a new Transaction and not check to Post this Transaction. Checking this option allows you to immediately post the transaction. Click the drop down arrow to select an existing batch or click the ellipses to add a new batch. Fill in all the required info Click NEXT to proceed with the transaction. Enter the accounts, debits and credits. Hit NEXT to continue. Summary Screen Review Summary Screen Click FINISH 7

Transactions Viewing Options You can view posted transactions and unposted transactions by: Date Number Amount Batch ID Reference Viewing Transactions Financial Management Transactions Transactions

8 Transactions Viewing Options You can view posted transactions and unposted transactions by: Date Number Amount Batch ID Reference Viewing Transactions Financial Management Transactions Transactions Select your View option Enter selections Click FIND Double Click on the transaction you wish to view. The General tab shows the general info for the transaction such as status, date, type, number description, etc. If this was a manual transaction you can Void the transaction here. 8

9 Fill in the required info Click NEXT The entries will pull in based on the original transaction. Click NEXT to continue View Summary Screen Click FINISH 9

Post Transactions Financial Management Transactions Post Transactions

10 If any Internal Notes have been entered they will show on the Internal Notes tab. Click on the entries tab to see the full transaction. Post Transactions Financial Management Transactions Post Transactions All closed batches will display. Select the batches you wish to post. Click NEXT 10

Definition Select NEW from the ribbon bar.

11 Review Posting Transaction Options Can be done automatically as the transaction is entered. Can be done thru the Transaction Batch Menu Option Can be done thru the Post Transaction Menu Option File Definition Financial Management Administration File Definition Select NEW from the ribbon bar. File Definition Select your Division Key in your Description Type Import Transaction Select Transaction Type Select Delimiter (CSV or Excel) Click ellipses to browse to file path. Click ellipses to browse to filename. You can allow public or private access. If file contains a header row, check the box. Active should be checked. Click NEXT to continue 11

Field number is the column number for a CSV file, for excel files you will select the starting point and

12 Creating File A File Definition Enter the column names that match your file. If column needs formatting select the appropriate format. Field number is the column number for a CSV file, for excel files you will select the starting point and end point. Select NEXT to continue. Review the summary screen and click FINISH if all is correct. Adding GL Accounts Financial Management General Ledger GL Accounts New from the Ribbon Bar 12

GL Accounts GL Accounts enter Fund- Sub Fund- Function-

Account Type Add Fiscal Year Adding Fiscal Year to GL Account

13 GL Accounts GL Accounts enter Fund- Sub Fund- Function- Object- Cost Center-Sub Object. Account Type Add Fiscal Year Adding Fiscal Year to GL Account Mark if this is a cash account GL Accounts setup but not in the Current Year. If you receive an error that says: This GL Account number is being used for an existing GL Account You will go back to the GL Account Search Screen 13

Fiscal Year Screen There you will add the Current Fiscal Year Save and Close This will bring you back to this screen with the Year

14 Search for GL Account Results Change Fiscal Year to NONE Type in GL Account Number Hit Find Loads Your Search Results Then you can select the Account Number Add Fiscal Year to Existing GL Account Click the Add Fiscal Year Tab This will take you to the add Fiscal Year Screen There you will add the Current Fiscal Year Save and Close This will bring you back to this screen with the Year added Save and Close Nextgen Transactions This concludes our Training class. Thank you for Participating in Our Resource 2014 Class. 14

NextGen Financial Management Refresher October 18, 2016

NextGen Financial Management Refresher October 18, 2016 Inquires/Reporting GL Account Inquiry Select the Account: Page 1 of 32 List All Fiscals Years: Can Select Fiscal Year or Change View Options View