NextGen Financial Management

Transcription

1 NextGen Financial Management Transactions & Account Presented by Local Government Corporation Resource 2016 NextGen Transactions and Account Import Transactions Transaction Batches Transactions Transaction Templates Post Transactions Searching Account Tips From a Field Rep Importing Transactions Transactions can be imported into NG from an Excel Spreadsheet To do this LG must set up a File Definition for you to use this option. Call phone support or your Implementation and Support Representative to set this up for you. 1

2 Import Transactions To Import Do The Following: 1. From FM Folder<Transactions Folder<Import Transactions 2. From each drop down: Select Your Division, File Definition, File Location, Batch Id 3. Select NEXT File With Errors If you receive errors you will see the Red Shield, click Next to get a message detailing the errors Sample Errors with Importing Account Control 101 is invalid because it does not allow entries for fiscal year and January Period Issue: January Period is not open GL account number is invalid because it does not exist for fiscal year Issue: Account number is not setup for this fiscal year 2

3 Summary Screen NOTE: When Finish is selected the batch is not posted yet to the GL! Click Finish Confirmation File Without Errors If there are no errors you will not get a red shield Verify Totals Click Next 3

4 Transaction Batches Transactions Batches From the Menu Transaction Batches Multiple Options 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 create a batch from the Transaction Batch Menu. Or you may create a batch while entering a transaction. Posting Your Imported Transaction Batch Menu: 1. FM<Transactions<Transaction Batches 2. Search for Open Transaction Batch by checking unposted only and Click Find. 4

5 Open Batch 2/28/2016 2/28/2016 Double Click the batch to Open Transaction Batch Notice two tabs: General Tab and Transaction Tab From here we can add comments in our internal notes for future explanation, view the transactions that we imported or print the batch for verification of information before we post. Notice the Tasks to the right of the screen Posting Batch 2/22/2016 2/22/2016 5

6 Posting Batch Next Screen lgc 2/22/2016 Next screen shows the batch then you click NEXT 1. Summary and Confirmation Screen 1. Summary Screen will have the totals of the transaction they should balance! 2. When you click finish then confirmation screen will tell you that the batch has been posted. 2. Adding Transactions Using Transaction Batches Creating Transaction Templates OH MY! WHERE DO I GO NOW? 6

7 Adding Transactions Any County Menu:<Financial Management<Transactions <Transactions For New Transaction: Click New in Ribbon Bar Search for existing Transactions: Fill in Criteria and click Find Note: Transactions can be searched by Number, Amount, Batch ID and Reference by changing your view to the right of the search screen. New Transaction New Transaction: Two screens: 1 General information about transaction 2 Account information and amounts are inserted. If there is a Red Shield Field Can Not be Left Blank Post Transaction Option By selecting the Box Post This transaction The system will post when you complete this process. If left unchecked then the transaction will be done in a Transaction Batch where the user will have to manually go into the transaction batch and post when ready. Thus Requiring another step 7

8 New Transaction 1 st Screen Any County Here Post This Tran. Is checked so Batch Id is grayed out Meaning you will not use for this transaction. This will post automatically when finished. (click Next to go to 2 Screen) New Transaction 2 nd Screen Account Look Up 8

9 Summary Screen Any County Two Tabs: Trans Tab and Entry Tab you can select and view entry or Print Pre Post report Select Finish When Ready From Previous Screen: Select link and Preview Pops up for viewing and Printing Any County Transaction Confirmation w/options 9

10 Viewing Existing Transactions Any County Menu: Looking for a Transaction: FM<Transactions<Transactions<Search Remember we can search by different views as well! BY CHECKING HERE MULTIPLE PAGES CAN BE ELIMINATED Any county Selecting Transaction To View Double click Any County Once Transaction is Opened: Option to Void is under Tasks to the right of the screen. Internal Notes Tab Click on tab and add a note if desired Entry Tab To view General Ledger Entry (These screens have minimized for viewing purposes) 10

11 Transaction Templates Create 2 Options 1 st Option If you are in the process of creating a new transaction and you get to the confirmation screen. Located on the right hand side of the screen you will see the Tasks in a blue box. From here you can create a Template using that entry you just finished. ANY COUNTY Click Create Template<Screen to create Template Resource Sample Template Any County 11

12 Template Entry Tab Note: Delete amounts so that each time you use the template all you have to add is the correct amount. You can make the dollar amounts 0.00 SAVE AND CLOSE WHEN READY 2 nd Option Creating Templates To Edit an Existing Template: Click Find Any County Menu: Transactions<Transaction Templates< Click New in Ribbon Bar If SOMEONE ELSE CREATED TEMPLATE YOU CAN NOT EDIT 12

13 General Ledger Account Option Provides a YTD and MTD break down Can view multiple FY periods Can break line item down by Budget Year Run Account Analysis By Period Run a Transaction by Period GL Menu Any County This screen has tabs as well to do an account analysis, look at transactions and Period balances by year At a Glance Budgeted Amounts, MTD and YTD Expenses & Encumbered Each Month can be drilled down into as well (by Double Clicking Month) 13

14 Budget Tool: Comparing FY Periods Up to 6 years can be viewed Office Supplies Run Account Analysis By Period 2 Advantages to looking here at the Account Analysis It Is Another way to look without going to reports and printing a report From this screen you may double click to go into the transaction Transaction By Period 1. Transactions by Using View 2. Transaction type 3. Posting Status 14

15 General Tips from A Field Rep Perspective 1. How do I change a General Ledger Account Description? 2. How do I update my Cash amount when transactions have been made on the GL while working on my bank reconciliation? 3. How do I determine if I am showing More than the Bank or Less at a quick glance? 4. Can I Delete a Bank Reconciliation Batch if I created it by accident? 5. How can I set Default Printers like FLEXGEN had them set up? Changing GL Account Descriptions Account is currently Company #7 We want it to be AFLAC DOUBLE CLICK to Open With Cursor in Description Change to Desired Description of AFLAC 15

16 How do I update my Cash amount when transactions have been made on the GL while working on my bank reconciliation? Notice Bread Crumbs as to how we got to this screen! ADJUSTED CASH IN BANK BALANCE IS YOUR CASH ACCOUNT CURRENT BALANCE How do I determine if I am showing More than the Bank or Less at a quick glance? Bank or Trustee Cash or Statement Ending Bal = Bank Ending or Trustee Adjusted Bank Balance= Bank or Trustee Cash in Bank Balance = Your Cash Balance Adjusted Cash in Bank Balance is after any adjustments Difference = Over or Under the Bank 16

17 Can I delete a Bank Reconciliation Batch if I created it by accident? How can I set Default Printers like FLEXGEN had set up? From the Menu<Tools<Profiles<Select New from the Ribbon Bar 1 2 How to use Profile 17

18 Thank You for Using Local Government Corporation 18