Finance One. Upgrade March 2013

Transcription

1 Finance One Upgrade March 2013 Page 1

2 Contents Introduction... 3 Environment... 4 Citrix Users... 5 PCard... 6 Fixed Assets... 9 User Preferences Page 2

3 Introduction Finance One will be upgraded to version on the 18 th March This guide outlines key process changes that are required as a result of the upgrade. The upgrade will allow us to progressively implement some new functionality over the next few months. Citrix users please see the Citrix Users section. Whilst bookmarks/links to the existing URL will continue to work for a limited time, it is strongly advised that users update their links as outlined in this section. NTier users We will send out instructions on Monday 18 th March on how to upgrade or install the N-Tier Client software on your computer to link to the new Finance One version. The first time you log on to the new version of Finance One it may be slower than usual while the system copies new files to your computer. This should speed up with subsequent logins. If you have any further queries or would like some assistance with anything in this document, please contact the Finance One Helpdesk: Finance1.helpdesk@otago.ac.nz Page 3

4 Environment The table below shows which Operating systems, Microsoft Office versions, and web browsers are compatible with Finance One Users who are not using these platforms or who are located at a remote site must continue to access Finance One via Citrix. If you are unsure if you will be affected by these changes please consult your IT desktop support. Operating Systems (79) Microsoft Office Web Browsers Vendor Exp Old New Windows XP Professional SP3 April 2014 Y Y Windows Vista SP2 (2) April 2017 Y Y Windows 7 Jan 2020 N Y(106) Windows 8 TBA N N Office 2003 SP3 Apr 2014 Y Y Office 2007 SP2 (52) Jan 2013 Y Y Office 2007 SP3 (52) Oct 2017 Y Y Office 2010 RTM 32 bit Oct 2020 N Y Office 2010 RTM 64 bit Oct 2020 N N Internet Explorer 6 N N Internet Explorer 6.0 SP2 (8) Y N Internet Explorer 7 (8) Y Y Internet Explorer 8 (8) N Y Internet Explorer 9 (8) N Y Safari for Windows (8) N Y Safari for Mac (9) N N Chrome N Y Opera 10.5 N N Page 4

5 Citrix Users As part of the upgrade ITS will also upgrade the existing site for accessing Finance One. Users with an existing bookmark for should find that the bookmark will continue to function. However, we recommend that ALL users update to the address before the old address is retired later this year. You will notice that the interface is now slightly different, the existing web interface site resembles below: The new site looks like below: Page 5

6 PCard Coders can now tick the boxes beside the transaction line to select the item/s they wish to action. The running totals on the Purchase Card Transaction screen have now been moved to show above the Outstanding Items list. Page 6

7 The Transaction Details screen now shows all User fields. The Dissection Narration field is now blank but mandatory and must be populated with information to reflect the purchase details. Narrations 2 and 3 remain locked and cannot be changed. Page 7

8 By selecting the action Attachment you can now add an attachment such as an or scanned document to an individual Pcard transaction. Page 8

9 Fixed Assets 1. When opening the Create Asset tab all the fields will be locked down until a Template has been selected from the New box on the left of the screen. If the Template required is not visible you will need to click on More within the box which will provide a full list of Templates to chose from. Page 9

10 2. You now no longer generate the Asset Number as in the previous version. After all the Details and Attributes have been added a number will generate automatically on Save.. 3. Once you have selected the Template the screen will then unlock to enable you to complete the General Asset, Identification and Supply Details as per the manual. Page 10

11 4. What was previously Asset Class and Location Codes have been replaced by Attribute Details and you will need to open this Tab and select the required Asset Class and Location.. Page 11

12 5. Once you have completed all the General Asset, Identification and Supply Details and Attribute Details click on Save. This generates an Asset Number and completes the process. Page 12

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14 6. As with the previous version once you have Saved the Asset you will be unable to make any changes to the Asset Details or Asset Attributes. 7. If changes are required you will need to contact the Asset Officer: Geoff Miller on Extension: 8175 who will make the amendments for you. 8. In the Enquiry screen Class Attribute and Location Attribute have replaced the Asset Class and Location tab s These will need to be selected in the drop down Criteria box. 9. Once you have selected the Criteria you need click on Retrieve to select the Assets for these entries. Page 14

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16 User Preferences In previous versions User Preferences were on a single tab and accessed from any screen in Finance One. The Preferences link now presents users with a menu of options. If you have not set a default user role the system will no longer pick one for you. You are now shown a menu which allows you to pick the role you wish to use as you log in. Page 16

17 * indicates pre-set preferences users should not change Default Notification User * Specify the Default Notification User who will receive announcements for jobs you submit. This setting defaults to your own user ID. Default DP Queue for Crystal Reports * Queue for crystal reports. Default DP Queue for XLOne * Queue for Xlone reports. General default DP Queue * General job queue. Default Logical Printer Default Finance One printer for bulk printing. If you do not have a local printer (listed in the picklist) then please select FMIS-PROJECT. If this setting is left blank you can cause the queues to hang if you accidentally print to a printer. Use Logical Printer Whenever Possible * Tick to use the default printer. Show job progress popup on Tick to show the job progress pop-up box. submission Show Job indicator icon in tray Send message on successful job completion Tick to display the shortcut icon at the bottom right of the screen. Tick if you want the system to display a message when it successfully completes a job that you submit. Page 17

18 The different theme options change the colour of your Finance One screens. Avoid the espresso theme as this is dark and uses a high amount of ink to print screenshots etc.. Page 18

19 * indicates pre-set preferences users should not change Is auto retrieve flag set * Automatically retrieves data for certain queries Show advanced filter criteria * Allows the user to use the advance search boxes when performing a query Maximise forms by default Indicate if you want the system to automatically maximise each function that you open Show lead-thru tips Indicate if you want the system to display helpful hints next to some complex fields Enable the Function Key Quick- Enables the mapping of function keys in Finance One (default Y) Map helper Enable the Quick Text helper Enables the mapping of quick text in Finance One (default Y) Display program codes * Shows the program function codes for system administrators. Page 19

20 Audible notification when errors occur Show field description tooltips Close all previous workplaces when switching Hide DP Toast popups User CC Default Picklist OK/Cancel action In-form Toolbar style Help Topic display style Max row for picklists/enquiries Enable Automatic Spell Checking Indicate if you want the system to play a sound when an error occurs. Indicate if you want the system to display a field's description as a tooltip when you hover your cursor over a field. Indicate if you want the system to automatically close the current workplace when you switch to another workplace. Otherwise, the current workplace remains open. Specify if you do not want to see the toast popups. Specify your default cost centre for reports etc. Specify how you want picklist popup windows to behave when you make a selection: Remain Open the system retains any additional criteria you specify the next time you open the picklist popup window. Close the system does not retain any additional criteria you specify when the picklist popup window closes. Minimise the system minimises the popup window and retains any additional criteria you specify. Specify how you want the icons on the button bar to display. You can display icons or text, or a combination of both. The option for selectively displayed text will display icons only for intuitive buttons (such as the Home button). Specify how you want user assistance to display when you open a topic from the Assistance pane: Application Browser assistance displays in your workspace. System Browser assistance displays in a popup window that uses your internet browser s navigation buttons. Docked Application Browser assistance displays on a dedicated tab in the assistance pane. Popup Browser assistance displays in a popup window that uses TechnologyOne navigation buttons. Specify the maximum number of records that you want returned in picklists and search results. Lower numbers of records process more quickly but may mean that you need to use more specific criteria to adequately restrict your results. If this option is ticked incorrect spelling will be underlined in red. Page 20

21 Select the workplace you most usually work in. Finance One will then default to that workplace whenever you login. For each role that you can access, specify the tab that you want to display by default when you open the workplace. Otherwise, select System Default to display the first available tab in the workplace for each role that you open. Page 21

22 * indicates pre-set preferences users should not change Security Category * This setting defaults to your own user ID. Document File Group * This setting defaults to $DEFAULT. Purchasing Location * Defaults to 10 main University Entity account. Purchasing Sub-Location Your Cost Centre into which the majority of your Purchase Orders are coded. Default Logical Printer Default Finance One printer for bulk printing. If you do not have a local printer (listed in the picklist) then please select FMIS-PROJECT. If this setting is left blank you can cause the queues to hang if you accidentally print to a printer. Delivery Point Type Main delivery address group your Purchase Orders go to (usually your Delivery Point name Cost Centre). Default delivery address code for your Purchase Orders (this can be changed at order time to another address if required). Inventory System * Default to $DEFAULT unless you have access to an inventory system (e.g. Chemistry). Inventory Location * Default to $DEFAULT unless you have access to an inventory system (e.g. Chemistry). Travel and expense system * Not used Travel and expense group * Not used ECR Debtor account * Not used Page 22