eledgers PSD LBC FSR s Best Practices for Using eledgers

Transcription

1 eledgers PSD LBC FSR s Best Practices for Using eledgers eledgers will be the method used to distribute Financial Accounting System (FAS) ledgers beginning with the July 2010 FAS ledgers, which are scheduled to be released in early August. eledgers uses the OnBase web based application and is the alias for the FAS reports entitled Account Statement in Whole Dollars (often referred to as the AM090) and the Report of Transactions (AM091). In the eledgers application, these reports are entitled Summary Transactions and Detailed Transactions, respectively. This Best Practices document describes the PSD LBC s monthly protocol for administering accounts (i.e., annotating the eledgers) under the new application and the steps the FSR should follow to prepare for the transition. The goal is to continue the highest degree of integrity in the account management process. PROTOCOL FOR ANNOTATING MONTHLY eledgers An FSR may choose one of the following protocols for annotating their monthly eledgers. Before selecting a protocol, please note the requirement for gathering and keeping source documents does not change, only the method for annotating eledgers. OPTION #1: Self-print eledgers An FSR may replace the printed copy delivered to them with a self-printed copy. The FSR would annotate the self-printed eledger, attach source documents to it and file the packet in the account s ledger file. The FSR may limit the self-printed copy to the FAS Report of Transactions (AM091) and utilize the green eledgers option (described below) or Business Objects queries for managing the +,-.&%&

2 FAS Account Statement in Whole Dollars (AM090). To self-print a FAS Report of Transactions (AM091), follow these steps 1 : Open OnBase (see the section Steps to Take Now for access information) Find Document Retrieval and click-on down arrow for drop-down box. Click-on Custom Queries Click-on Detail Transactions (lists the Report of Transactions AM091 only) Find Keywords and click-on the calendar box next to MonthEnd Date. Select the most current month end. Find the Binoculars at lower left corner of page and click-on them. WAIT for accounts to load to the right. It may take several seconds. Select an account from the upper right window pane. For a range, choose first desired account number, hold shift key down, choose last desired account number. Right click on highlighted area. Drop-down box will appear. Select Print. Under Print Queue select desired printer Under Print Format select ledger duplex Under Properties select print on both sides/flip on long edge Under Job Settings select Continuous Flow OPTION 2: Green eledgers An FSR may prefer to use eledgers in a green way by annotating ledgers on the screen. The OnBase web based application provides note and highlight features and retains them into the future. Interested FSR s should attend a training class (see STEPS section for the link) to learn how to utilize these features. 1 Anaccountwithnotransactionactivityforthemonthisexcludedfromtheprintandfilerequirement. +,-.&#&

3 Once a given month s eledger is electronically annotated, the FSR should complete an eledger Filing Sheet, attach the account s source documents to it and file the packet in the account s ledger file. The eledger Filing Sheet is provided at the end of this document. A separate file with the sheet only will be saved on the PSD LBC shared drive under (to be announced). FSR: STEPS TO TAKE NOW 1. Between now and June 30, 2010 final close, FAS ledgers are being delivered via paper and the new eledgers system concurrently. Make sure you can access and view eledgers prior to June 30, You can access the system with your CNET ID using Internet Explorer at and for Mozilla and Mac users at 2. Visit for a list of training dates and attend a session. 3. Confirm that you are listed as an Account Administrator (AA) in at least one of the AA fields on each general ledger (Ledger = 0 2 ) and subsidiary ledger (Ledger = 1 thru 9 3 ) account for which you have been assigned responsibility. 4. Select the protocol option you will follow for annotating monthly eledgers. 5. Confirm that a principal investigator (PI) for your gift, grant and contract accounts is listed as an AA in one of the other AA fields. Meet with the PI to discuss how the he/she wishes to utilize eledgers once the conversion takes place. Options include: FSR self-prints and delivers a copy to the PI; FSR shows PI how to use the OnBase web based application; FSR s a pdf copy of eledgers to the PI. 2 TheLedger0accountrangestowhichaPSDadministratorshouldnotbeassignedare 1.) 0"2XXXXthrough0"34XXXwithPayModeattributevalueequal1,and 2.) 0"4XXXXthrough0" ) 0"89XXX 3 APSDadministratorshouldnotbeassignedtoan8"8XXXXaccount. +,-.&/&

4 6. Apply Step 5 to other personnel (e.g., office, institute, departmental or executive administrators) who use these FAS reports. Meet with those individuals to discuss how they will utilize eledgers once the conversion takes place. 7. Identify personnel who use paper ledgers but are not assigned as an AA on an account(s). Perhaps the individual always borrowed a copy of your paper ledgers. Work with them to set-up proxy privileges to continue that access. Perform the following steps to give proxy access to an account. You can also contact genaccounts@lists.uchicago.edu to discuss how to make this access possible. a) Create an OnBase account. In the Document Retrieval Panel, select new forms New OnBase Account Access (Eforms) fill out the form and submit. Wait 2 business days before the next step. b) Request Proxy access. In the Document Retrieval Panel, select new forms Requests: Proxy Access to Ledgers (Efomrs) fill out the form and Submit. +,-.&0&

5 eledger FILING SHEET Account number: FAS month end date: CHECK ONE: I have annotated the eledger for this account without exception. I am researching the following exceptions on the eledger for this account. Describe: FSR Signature Date Please attach the source documents to this filing sheet and file the packet in the account s ledger file. An account with no transaction activity for the month is excluded from the filing sheet requirement. +,-.&1&

6 eledgers Quick Reference Card Web Client eledgers Navigation ~ OnBase Panel ~.-... I;1' Document Retrieval Panel Document Retrieval ---1: t'i- Toolbar ' I Workspace,-... ~- Document Search Results List 1\.- ',,'2'3:".~. :;n, ~,...,_n "'H~... 'ijo,*as. : 1:-< «4",.., TJI<'",,~..Hn "",:-T- ~"'1 IItlhm ", -,1'1I:"II n_,"",~,. ~u." U11: J>IfII'If'n ~n.-r>18u t '*' I,.. IUt " _"".,f ~'J.. r' ~ '*1'..~~ "'.».It~un".'.~~ ':'~ IUI(f'"~ft. ::.'Jou-.n.1i UJlt "_~Wi<:...H..'..:.""".. tl: I t~''''' _*v., '. OJ". Toolbar Document Viewer Thumbnail Display The Navigation Panel allows you to switch between differentsections of eledgers. Use the Document Retrieval Panel to do basic searches for eledgers. Use the Document Retrieval Toolbar for more advanced searches The Document Search Results List willshow eledgers that met your search criteria. The Document Viewer area shows a selected eledger, whilethe Thumbnail Display highlights the portion of the eledger that is currently displayed. Use the Toolbar for easy access to commands to work with the eledger in the Document Viewer area. Search for eledgers Withthe eledgers application, you have many options for searching for your eledgers. Note: For all searches, under Document Type Group, select Electronic Ledgers. A. By date range (date entered into the system): f If youwanttheeledgersfrom February2008to April2008, ~,._OnBase type 03/31/08 in the From: field and type 05/31/09 in the To:,yUOQl, '{ field.clickthe binocularicon ~. to complete the search. 1"'..._..._.. B.With calendar button(date entered into the system):: ~~::; ~_.. Populate the To: and From: fields by clicking the calendar l'''''''~~t'"~ icon and selecting the appropriate days. Click the binocular:~::::::..::';:.::i~:-' ;:;;,:.-;;. icon ~. to complete the search":f:z::;;::;~~';l, ~ C.By Keyword: AIf~"" 1'";1\".""...,,... T...:;", D..~,,_~" Keyword search allow you to search for eledgers that have iii specificinformationbasedon severaloptions.forexampleto ""' T... get a list of all eledgers associated with an account number, 1j~JIiii type the account number into the account number field and ~i4'.. '" click the binocular icon. NOTE: in keyword search, the date refersto thedateon the eledger.to refineyoursearch.'".ij' Change the numeric operator: Click the = sign to _.~...- change = it to greater/less than, greater/less than or equal I' "" to (=, <, >, <=, >=, <». ""i Search Multiple Keyword entries: To open second.-... keyword place your cursor in the field you want to duplicate and press F6 on your keyboard (or, Double-click on the Keyword Type's name label). Use And/Or operators: With'atleast two keyword ' entries, the and button will appear, click the and button and you can toggle between and an or when you have more than one keyword entry. And returns eledgers that contain both keyword values entered. Or returns eledgers that contain either, or both of the keyword values entered.. C, THE UNIVERSITY OF CHICAGO What is eledgers? eledgers is the application used to store and distribute The University's ledgers of records in a secure electronic environment. Electronic ledgers (eledgers) are available to all authorized FAS administrators. When can I view my eledgers? Generally, eledgers will be available five business days after the start of the following month. For more specific dates and information, visit the FAS calendar at: How do I access eledgers? With Internet Explorer: 1. Go to: 2. Type your CNetlD and Password for credentials (not case sensitive) 3.Select ActiveX 4. Click Login NOTE: ActiveX may require a download and admin rights. Select HTML Only to see use eledgers with limited features. With Firefox or Safari: 1. Go to 2. Type your CNetlD and Password for credentials (not case sensitive) 3. Click Login NOTE: Some features on Firefox and Safari are limited. Document Retrieval Toolbar " 0? i.,i.. Click the Binoculars icon to start the search for eledgers. Click the Clock or History icon to see a list of all the searches you have performed while logged in to OnBase. The list automatically resets when you log off. Click the Key and Arrow icon to clear only keywords and begin another search for the currently selected document type and date range. Click the Arrow to reset the entire Document Retrieval window for your next search. This clears the keyword value, date range and document type. Notes 1,;{i ~"t: ceikoneledgers Quick Reference Card University of Chicago Financial ServicesI genaccounts@lists.uchicago.edu

7 eledger Navigation Tool bar )..:.- ] ~ I Highlight 3 (jj[f;j ~ ~ 100% ~uw.(f~ r -.- ~ I ~~~ The toolbars allow you to work with your eledgers quickly. NOTE: Hoover your mouse over any button for an explanation of the command. Search an eledger for a particular text string with the Text Search Toolbar. Make a note with the AnnotationsToolbar. Use the Viewer Control Toolbar for navigating, manipulating, processing and scaling documents. Some popular buttons include: ~ fiif _ Lock the top rows of your eledger, to keep headers. ~ - Save the eledger to your desktop. ~ -Print eledger. k [$ Communication ~. ~ C-.J. -Attach a note to the eledger. - Search for text stnngs. - Zoom In and out. Custom Queries Ri ht Click Options Custom Queries are document retrievals that have been customized for specific searches and allow sorting on the results (unlike other searches). To use customized queries: OnBase -~ ~ (ft/ Document v v' ~' :r Document Retrieval ;:Ft' Document ~ Custom Queries ;1 New Form J. Briefca5e Retrieval 1. In the DocumentRetrievalPanel,under DocumentTypeGroups,selectelectronic ledgers 2. Under Document Type, select Custom Queries 3. In the Custom Quieries Panel, select the type of eledger you are looking for (Summary transactions, detail transactions or both) 4. Type in any other keyword search criteria 5. Click the Binocular Icon to search The Proxy Screen OnBase 0.('..11I..._..._...,~...- o.«.~ "c~ "'- n ~"',,.. ~ ( t::o l_n,iiib-_... ',(~ _- (~ YCHICACO rro1)' ACt'ft, to FAS 1.~ItPn...",.,1'..."'1.- f~ III..".., ao<,. Aooo..'o4IIo, ~_... ~("""", """" ""-"'..._...- '"""1 '...u»\,..._... r '~..w...'""i'(:\... 1_(~ n.._('-id ~...( m_...,... "_ n f O\"\f._..._......t' ("~ III...1""'"111..._.._..._ ( :0--- i_i ww ""... When viewing an eledger you have the following right click options: Keywords- Select keywords to highlight specific information within the eledger History- Select history to see the history of the eledger Here you can see when and who made changes, or viewed the eledger Notes- Select notes to add or view notes Notes do not appear on the eledger, but are attached to the eledger Print- Select print to print the eledger from your computer Send To- Select Send To to eledgers or save the document to your computer. To to another eledgers user select Internal User. If you are using Outlook and the Active X client, you can select Mail Recipient to the eledger in Outlook. Select File to save your eledger to your personal computer Toolbars- Check or uncheck specific toolbars to show or hide tool bars Navigate- Switch between pages of your eledger with Navigate. Scale- change the viewing scale (zoom in or out) Process- Change the orientation (rotate righuleftor flip vertically/horizontally) Collaboration- This feature is not generally used In ej&cilers 'T" ,.., ~ Tlill '1\1 R>Il"Y'" A Proxy is a person who has access to your FAS eledgers. You can request Proxy access for any FAS account that you have access to. To give proxy access to an account: 1. Create an OnBase account. In the Document Retrieval Panel, select new forms -+ New On Base Account Access (Eforms) -+ fill out the form and Submit. Wait 2 business days before the next step. 2. Request Proxy access. In the Document Retrieval Panel, select new forms -+ Requests: Proxy Access to Ledgers (Eforms) -+ fill out the form and Submit. NOTE: You can give proxy access at the level of your access. For example, if you have exec level access, you can have a proxy for your exec level access. If you are an administrator on one account, you can have a proxy for the account that you administer. Notes ceikon eledgers Quick Reference Card University of Chicago Financial Services I genaccounts@lists.uchicago.edu