Interdepartmental Order

Transcription

1 Manual Policy Logging In Log-In Page Initiating an Interdepartmental Order Interdepartmental Order Information Screen (Header) Summary Screen Adding Journal Lines to Summary Screen Submit Approver s Action Buttons Checking the Status of an IT psimons 11/21/2014

2 Policy Interdepartmental Order Form is only for use with university service departments to order goods or services Recharge natural accounts (88XX) must be used for the debit; the service department must use cost recovery natural accounts (89XX) for the credit 1

3 Logging In: Log in through Gibson Online using your Tulane network (LDAP) user ID and password - Your Tulane credentials without following your user name 2

4 Log-In Page When you log in, a screen appears with the following selections - To Do List: Lists all ITs awaiting action from you - Watch List: Lists all ITs that you have taken action on during the approval routing - Blank Forms: Lists the IT types (Transfer of Funds, Departmental Correction and Interdepartmental Order) Click on the IT type to initiate a form - Administration Forms: Lists look up tables User Initiated IT Folders: ITs that you have initiated in the past Department Listing: A list of current TAMS organizations Natural Accounts: A list of current TAMS natural accounts Org Initiated IT Folders: ITs that have been initiated by your organization in the past - Reports: Lists actions to allow you to print a formatted version of any of your ITs - Recent Content: Lists content recently added by the administrator Note that the To Do List is bolded and underlined indicating the currently open screen Single click on any of the selections to open that screen 3

5 Initiating an Interdepartmental Order From the Selections menu, single click on Blank Forms Open (initiate) a blank form by clicking on the appropriate process - Departmental Correction - Interdepartmental Order - Transfer of Funds 4

6 Order Information Screen (Header) Use the Interdepartmental Order form to order goods or services from a university service department - Always use the 88XX (Recharge) series of natural accounts The reference number at the top left hand corner of the form is system generated (in this example, ID#: I ) All fields with a red asterisk are required Effective Date: This date determines which GL period the IT gets posted in - Should never be future dated Expenditure Date: Only required if you are using a grant (5XXXXX) on the IT - Should never be future dated Department to be Charged: The department being charged for the goods or services - Start typing to autofill the dept name or choose from the drop-down arrow Prepared by: Defaults the Initiator s user ID (Write-protected) Category: Defaults the IT process that you selected (Write-protected) 5

7 Order Information Screen (Cont d) Short Subject: Include a short description of the goods or services being requested - This description is important because it appears in the Subject column of the IT in your To Do List and your Watch List Reference/Justification: Include detailed information regarding the order - Information in this field does not appear in TAMS or on any TAMS reports - Use this field to include detailed instructions for the goods or services being ordered Service Department to be Credited: From the drop-down list, choose the appropriate service department - When you submit the order after filling in your account information, the IT will automatically route to Default Approvers of all accounts that need to be approved before moving to the service department for servicing Click OK to go to the Summary screen where you can include account distribution information for your order 6

8 Summary Screen This screen allows you to include account distribution information Note the tab selections at the top of the screen - Interdepartmental Order Form Summary: The current screen - Notes: Click on this tab to view all notes that have been added during the routing of the IT Notes can be added by the Initiator or any of the Approvers If any Approver returns the IT to the Initiator, a prompt will appear that will require a note when the Initiator clicks the Return to Initiator button - 7

9 Summary Screen (Cont d) Interdepartmental Order - View Attachments: Click on this tab to view all attachments that have been added during the routing of the IT Attachments can be added by the Initiator or any of the Approvers - Status And History: Click on this tab to view an audit trail of the IT Includes Initiator, Approvers, actions taken and dates and times of actions taken Also shows whose To Do List the IT is currently on Note the buttons at the bottom of the form - Edit Journals: Click this button to add account/project distribution information - Edit Order Information: Click this button to go back to the Order Information screen (header) to make any changes or corrections - Add Note: Click this button to open a dialogue box that will allow you to add a free text note to the IT Initiator and all Approvers can add a note for any reason during the routing - Manage Attachments: Click this button to add or delete attachments Delete action is only enabled for the Initiator - Add Attachments: Click this button to add an attachment Pdf, Word and Excel file types allowed Initiator and all Approvers can add attachments during the routing - Discard: Click this button to completely delete the IT This action is only enabled for the Initiator Approvers must send the IT back to the Initiator if it needs to be deleted - Close: Click this button to close the form and save it to your To Do List When you close the form, all previously entered information will be saved The form will remain on your To Do List until you complete it and submit it 8

10 Edit Journal Screen This date defaults from the grant Expenditure Date that you entered on the Order Information screen When you click on the Edit Journals button, the Edit Journals screen shown above opens to allow you to add account/project data You can click the View All NA button to view a table of current TAMS natural accounts Expenditure Date is only required if you are using projects (5XXXXX) - If you entered a grant expenditure date on the Order Information screen, the date will default in this field When you are ready to add journal lines, click the plus sign + above the appropriate section (General Ledger or Grants section) - The X button deletes a row 9

11 Adding Journal Lines Adds row Deletes row To add a GL account, click the plus sign + under the Edit General Ledger Journal Rows section - Acct: Account number to be debited - NA: Natural account to be debited On a Departmental Order form, only recharge/cost recovery (88XX/89XX) natural accounts should be used - DU: Department Use Code to be debited - Act Date: Activity Date associated with the journal line This date is descriptive only and does not determine the accounting period of the IT Accept the default or use any date that relates to the activity of the line This date appears on the monthly TAMS Transaction Report under the Activity Date column 10

12 Adding Journal Lines (Cont d) Interdepartmental Order - Line Description: Appears on the monthly TAMS Transaction Report Character limit is Debit: The amount to be debited (charged) If you are not sure of the amount, you can leave the amount field blank and let the service department fill in the amount You will receive an alert when the amount is added by the service department - Message: If any of the line information you entered does not pass validation, you will receive a message with the error details after you click OK at the bottom of the screen If you receive an error message, make the necessary correction and click OK again If you are not sure of the correction and need time to research it, you can delete the line by clicking the X button above the line and then clicking OK to close the form until you are ready to add the corrected line back in The incomplete IT will remain on your To Do List until you are ready to reopen and correct it Click the plus sign + each time you need to add another GL account - You can add as many GL accounts as needed 11

13 Adding Journal Lines (Cont d) Interdepartmental Order Edit Grants Journal Rows - Proj/Task/Award: Grant to be debited Proj/Task/Award link is validated and will reject if any of the values are incorrect - Exp Type: Expense type to be debited Comment: Appears in TAMS and on the monthly TAMS grants statement Character limit is Debit/Credit: The amount to be debited 12

14 Adding Journal Lines (Cont d) Interdepartmental Order - Message: If any of the line information you entered does not pass validation, you will receive a message with details after you click OK at the bottom of the screen 13

15 Adding Journal Lines (Cont d) Interdepartmental Order After you have entered all journal data and clicked OK, the Submit screen will automatically open up. If there is a validation error, you will remain on the Edit Journals screen with an error message in the Message field. When you are finished adding your journal line information, click OK to validate the information you have entered and to open the Submit screen - If any of the information you entered does not pass validation, you will remain on the Edit Journals screen with an error message in the Message field - Once you correct the error, click OK again to go to the Submit screen 14

16 Submit Notice on the submit screen shown above that two new action buttons are now available at the bottom of the screen 15

17 Submit (Cont d) Interdepartmental Order - Submit Order: Click this button to submit the IT which moves the IT to the first Approver If the Initiator is also the Approver, the IT will skip that approval and move to the next Approver if applicable - Submit Order with Plus One: Click this button to submit the IT to the Approver and the Approver s Plus One If the Initiator is also the Approver, the IT will skip that approval and move to the Approver s Plus One before moving to the next Approver if applicable 16

18 Approver s Action Buttons Interdepartmental Order Any time an IT reaches your To Do List for approval, you will receive an alert To approve an IT, log in to the electronic IT system and choose the To Do List tab Click on the appropriate IT from the list to open it for review and to approve or send back to Initiator 17

19 Approver s Action Buttons (Cont d) An arrow button indicates more action buttons if you scroll The Summary screen will open with the following action buttons: - Approve: Click this button to approve the IT and move it forward to the next stage of the workflow 18

20 Approver s Action Buttons (Cont d) - Approve with Plus One: Click this button to approve the IT and move it to your Plus One Approver before moving it forward to the next stage of the workflow - Modify Line Description: This button allows the Approver to modify the Line Description if necessary, but not any other information (i.e. amount) - View Delegates: Click this button to view your current list of delegates You will also have the opportunity to add delegates by clicking the Manage Department Delegates button shown at the top of the list of delegates - Return to Initiator: Click this button to return the IT to the Initiator You will be prompted to add a note to give an explanation - Add Note: Click this button to add an optional note You can include a note to add special instructions to the service department if necessary - Add Attachment: Click this button to add an attachment if necessary Attachments can be in PDF, Word or Excel format 19

21 Checking the Status of an IT Interdepartmental Order You can filter the type of ITs you want to see by choosing the type from this Process field or you can select All Any time that you want to check the status of an IT that you either initiated or approved, log in and choose the Watch List Once the Watch List opens, you can filter the what type of ITs you see (i.e. Departmental Correction, Transfer of Funds, Interdepartmental Order) by choosing the appropriate process in the Process field, or you can select All to see all types Open the IT by clicking anywhere on the line - Reminder: Any IT that you have initiated or approved will remain on your Watch List until it is processed and posted - You can check the status of any of these ITs as long as they are on your Watch List 20

22 Checking the Status of an IT (Cont d) When the Summary screen opens, click on the Status and History tab to view the status of your IT - Includes whose To Do List the IT is currently on and all phases of approval and actions taken 21

23 Checking the Status of an IT (Cont d) The Status and History screen includes the entire history of the IT since initiation The header shows - Whose To Do List the IT is on waiting for action - Whose Watch List the IT is on - The stage of routing and the exact date and time the IT hit that stage - The initiator and date and time the IT was initiated In this example - The IT is awaiting grant approval from gpeacoc or tsteven (To Do List) - Action was taken on the IT (Watch List) by bwayne as the org approver and psellers as the intiator 22

24 Checking the Status of an IT (Cont d) The region at the bottom of the screen shows all actions taken throughout the life of the IT The most recent action is at the top of the list - Notice in this example that the IT is waiting for Grant Approval - When you are finished reviewing the Status and History, click the Close button 23

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