A MEMBER OF THE TEXAS A&M UNIVERSITY SYSTEM. Texas AgriLife Research Texas AgriLife Extension Service. Pathway Net Guide REVISED 2/29/08

Transcription

1 A MEMBER OF THE TEXAS A&M UNIVERSITY SYSTEM Texas AgriLife Research Texas AgriLife Extension Service Pathway Net Guide REVISED 2/29/08 1

2 TABLE OF CONTENTS Logging On Page 3 Viewing Transactions Page 6 Organizing Transaction View Page 11 Reallocating Transactions Page 12 Splitting Transactions Page 17 Running Reports Page 20 Scheduling Reports Page 27 Purchasing Card Coordinator: Candi Young Phone: 979/ Fax: 979/ PurchasingCard-AG@AG.TAMU.EDU 2

3 LOGGING ON 1. Via Internet Explorer type the following URL in the address bar (Please note that Pathway Net does not run properly when using Mozilla Firefox): The first time you log on your User name and temporary password will be the same. At first login, the system will prompt you to choose a permanent password to continue then ask you to login again using your new permanent password. Passwords must be at least seven characters and can be any combination of lower/uppercase letters, numbers and special characters. Passwords are case sensitive and will expire every 90 days. Your User Name will always remain the same. *Please make sure that your pop-up blocker is turned off by going to tools, pop-up blocker and selecting Turn off pop-up blocker. User Name Temporary Password Quick Tip: If your password is ever reset for any reason, it will be reset to a random eight-character temporary password and ed to you, or a password will be specified by the Program Coordinator if your current address is not set up in Pathway Net. 2. After signing on again with your new password a License Agreement will appear. Press the I Agree button at the bottom of the screen to continue. 3. A set of security questions will appear at log on. Use the drop down box and select a question. Enter in the answer and confirm the answer. Occasionally Pathway Net will ask you to answer one of these before logging into the system. 4. Complete all 4 security questions and click Save and Continue. 3

4 Changing Passwords When They Expire: If you ever need to change your password when it expires, use the following steps. 1. When you are prompted that your password has expired, change your password in the pop up box provided. 2. When you are prompted that your password has expired and you do not get a pop up box, more than likely your pop up blocker is on. You will not get the pop up box that you should get if the pop up blocker is on. 3. Go to the Tools button in the Internet Explorer tool bar, select Pop Up Blocker and turn it off. 4. Log in again to Pathway Net and you should get a pop up box to use to change your password and enter a new password hint. 5. You have only three attempts to logon and then you will be locked out of Pathway Net. You will then need to contact the Program Coordinator to reset your password. Note: Passwords must be at least seven characters and can be any combination of numbers, letters and characters. Passwords are case sensitive and will expire every 90 days. Your login 4

5 Changing Passwords Before They Expire If you ever want to change your password before it expires, use the following steps. 1. In the blue menu bar at the bottom, click on the Change Password button. A pop up box window will appear. 2. In the pop up box, enter your new password. 3. Re-enter your password in the second field to confirm the new password. 4. Enter a password hint to help you remember your new password. 5. Click on OK. Note: Passwords must be at least seven characters and can be any combination of numbers, characters and letters. Passwords are case sensitive and will expire every 90 days. (Under tools in the explorer tool bar, remember to turn off pop up blocker.) Click on this link to change your password voluntarily. 5

6 VIEWING TRANSACTIONS Transaction View allows you to query any subset or all of your transaction data based on specific search criteria that you select, i.e. by cycle type, cycle date or date range. Transactions will be available for you to view within Pathway Net the day after the charge posts to your account, enabling you to view and reallocate throughout the month before the end of the cycle date. Click on Transaction View on the left menu bar. The Hierarchy tab of the Transaction View search screen will appear. **Your screen will not look exactly as the one below does as you will only see the departments that you have access to. Click on Transaction View to see your department. 6

7 1. On this page, you will select general search criteria for the transactions that you would like to view. You will need to select the following: #1 Cycle Type: Select the cycle type of the transactions that you want to view. It is suggested that you select Statement. NOTE: If you select a Cycle Type and Cycle Date, the Start and Ending Date range will automatically populate. #2-Date Range: Select the date range of the transactions that you want to see if you are searching for specific transactions. #3-Searching Unit: Unless you are a manager or reallocator that has access to multiple units, there will only be one department/unit for you to select which is the department/unit that you are in. Although only one department/unit will show, you will still need to select it by clicking directly on the department name until it turns RED. 7

8 Quick Tip: Texas A&M AgriLife s statement cycle begins on the 6th t and ends on the 5 th of each month, unless the 5 th is on a weekend or holiday. If the 5 th is on a weekend or holiday, the cut-off will be on the following business day. Below are the monthly statement date ranges for Texas A&M AgriLife. These date ranges should be used, along with the posting date option, if you want to view all transactions for particular statement. Billing Cycle Transaction Activity/Statement From Date Transaction Activity/Statement To Date Jan-08 12/06/07 01/07/08 Feb-08 01/08/08 02/05/08 Mar-08 02/06/08 03/05/08 Apr-08 03/06/08 04/07/08 May-08 04/08/08 05/05/08 Jun-08 05/06/08 06/05/08 Jul-08 06/06/08 07/07/08 Aug-08 07/08/08 08/05/08 Sep-08 08/06/08 09/05/08 Oct-08 09/06/08 10/06/08 Nov-08 10/07/08 11/05/08 Dec-08 11/06/08 12/05/08 2. Once you have made all of your general search criteria selections, you can press View Results at the bottom of the screen to see your transactions that fell within the general search criteria. 3. You can also add additional search criteria to your transactions search by going to the Select Cards to search for specific transactions by cardholder. - The Select Card button will generate a pop up box which allows you the option to search by cardholder and view only selected cardholder s transactions. - To see all cardholders, enter an asterisk in the search field. -Then select Search. - Check the box by the cardholder whose transactions you would like to view. Then select OK. 8

9 4. Another option to add additional search criteria is by going to the Additional Filters tab to search for very specific transactions. On the Add l Filters tab, you will have the option of adding search criteria so that you can view transactions that have a specific transaction amount, merchant name, mcc, object code, etc. After you ve selected all of the desired search criteria, press View Results at the bottom of the screen to see your transactions. The Trans View screen will appear with your transactions listed in the Results tab. To view more detailed information about the transaction, click on the ID link for the transaction. Click the underlined number within the ID field to select the transaction Use this scroll bar to view other available fields 9

10 The Transaction tab contains detailed information about the transaction that appears. This also allows access to be able to reallocate the charge to the account/object code that has been designated. Please see section on reallocating charges for instructions. Use scrollbar to view additional transaction information 10

11 ORGANIZING TRANSACTION VIEW 1. Select Transaction View, then select Options. 2. A screen will appear that allows you to change the order in which you see your detailed transaction information, and also allows you to display the detail that you see: By checking the boxes, you can change what information is displayed. Using the arrow keys allows you to move the order of the detail. 3. Once you have arranged the order and checked the boxes beside the information that you want to see, select OK, then proceed with the steps to view your transactions. 11

12 REALLOCATING TRANSACTIONS Your cards are already programmed or mapped with default cost allocation information. When viewing your transactions in Transaction View, by right scrolling you will see the Texas A&M Agriculture fields with the values that default to each of your transactions. You will need to edit the transactions that you want to change the account/support account and object class code so that they more appropriately reflect what was charged. *Note: All transactions must be reallocated within 12 business days after the cycle statement date. Refer to page 8 for a schedule of statement cycle cutoff dates.. There are 2 ways to reallocate transactions in Pathway Net: Global Reallocation where you reallocate multiple transactions or Reallocating one transaction at a time. GLOBAL REALLOCATION: Transaction View allows you to reallocate several transactions at once. ***NOTE: Please do not use this as it does not usually work correctly. 12

13 REALLOCATING ONE TRANSACTION AT A TIME: Transaction View also allows you to reallocate transactions one at a time. This option is recommended by Texas A&M AgriLife. Step #1 From the Results tab within Transaction View, click on the Transaction ID link to view the transaction. Step #2 Search for the desired account/support account by using the first ellipsis box to select from the menu of valid accounts values. Press OK after you select the correct account. Use the second ellipsis box to select from a menu of valid object code values. Press OK after you select the correct object code. These two fields are required. These can also be entered manually if you know the account-support account-memo bank and object code. Press OK when you are done. Select OK when all information has been entered. Don t forget to enter the info required when you have a fixed asset, business meal or gift. Please see next section for detailed description on these additional fields. 13

14 If you receive this error after you click OK, try using the ellipsis button to ensure that you are using an account that exists in the list. If the account you want to use does not appear in the list of valid values, send an request to request the account be added to the list. Step #3 Optional Fields: Description field If the description field is not filled in by the reallocator, a default description will automatically be added based on the object class code that was chosen. There are 100 data entry alphanumeric character spaces available, however, only the first 22 characters will map to FAMIS. Purchaser if other than the Cardholder If the purchasing card is shared, the action should be indicated on the Purchasing Card Check Out Log and in Pathway Net. (20 data entry alphanumeric character spaces available) Q-Doc Number Reallocate to the appropriate object class code and document the Q-doc number here for all controlled preliminary fixed asset purchases. This procedure is located in the Purchasing Card Program Guide in section (7 data entry alphanumeric character spaces available) 5 IRS W s Space available to document the who, what, where, when and why information for a business meal purchase. (50 data entry alphanumeric character spaces available) Gift Recipient information Space available to document the recipient s name, address, and social security number/uin for gift purchases per section of the Purchasing Card Program Guide. (55 data entry alphanumeric character spaces available) 14

15 1. Used for card sharing. 2. Enter Q-doc for Fixed Asset. 3. Enter IRS 5 W s for business meal. 4. Enter name, address, SS#/UIN NOTE: Special characters will not work such as:, % Space & Entering these in the Pathway Net fields may cause the error called Pathway Net Error or just truncate the field when used. The error may cause problems with the Transaction View, Reports and the Mapper program Disbursements uses to post the transactions to FAMIS. 15

16 Step #4 Remember to add details regarding your transaction in the Notes section of the transaction if needed. This information might be needed to properly reallocate your account. These notes will not appear in FAMIS. Type your detailed notes within the Notes field Use the right scroll bar to scroll down to the Notes box within the Invoice section Step #5 Once you have completed reallocating and adding notes to your transaction, remember to flag the transaction as Reviewed on the main Transaction View page. This is not required but may assist you in remembering which transactions have already been reallocated. 16

17 SPLITTING TRANSACTIONS A transaction may require costs to be split between more than one account/support account and/or object code. To split a transaction, click on the ID link for the transaction. Once on the detail screen proceed as follows: Step#1 : Press the Split button at the bottom right of the screen 17

18 Step #2- Choose the Type of Split by pressing the radio button. Step #3- Choose the Options for Add by pressing the radio button. Step #4- Type the number of splits desired in the box on the upper right of the screen. Step #5- Press the Add button to proceed to the next screen. Pathway Net will take you to the split entry screen below: Step #6- Fill in all desired account/support account, object code and amount for each split. Step #7- Press the Save button at the bottom of the screen. 18

19 When returned to Transaction View the split transaction will appear bolded. 19

20 RUNNING REPORTS To run reports choose Requests then Reports on the left menu bar. A list of reports will appear. 1. Choose the report that you want to run and press Next at the bottom left of your screen. Report 121 is the Cardholder Statement (Central Bill). 2. The screen below will appear. When reallocating, it is best to leave Post Date selected for the Date Type. 20

21 3. Continue by pressing the Next button to proceed to the next screen and then the Finish button on the bottom left corner of the screen to run your report. 4. When Finish is selected the screen will give you the option to the report to someone, or type a message. 5. When complete press the Run Report button at the bottom left side of the screen. 6. A pop-up message will appear informing you to find your report in the Log. Press OK. *Note - You must go to your Log to view all reports generated in Pathway Net. 7. Go to Requests on the left menu bar, then select the Log submenu. 21

22 8. Locate your report in the request log. Right click on the report link and choose Open to open your report in Pathway Net. If you want to save your report, choose Save Target As. Right click on your report that was generated in order to save or view in Pathway Net. 9. Save the file to a location of your choice. 10. Open the file from the location where you saved it. ** Once a report is generated, it will stay in your Log in Pathway Net for 72 hours before automatic removal. 22

23 Different Types of Reports: Report 121: Cardholder Statement This is to be printed out for each cardholder and retained with documentation for all transactions. Be sure that the approver has signed off on each one. Report 161: If for some reason Report 121 says that a particular cardholder has no transactions, but you know they have made purchases, this report may be used instead. Please follow the instructions listed previously regarding how to generate a report. Report 508: Cardholder Data this is useful if you want to see all cardholders for your department, when the cards were opened, if they have been closed, most recent purchase date and cardholder limits. You will follow the same procedure to generate the report, but there are a few minor differences regarding how to save this report: 1. Once the report has been generated and appears in the log as Cardholder Profile Data File, right click on this report and save the target as a text document in any folder that you choose. 23

24 2. Open Microsoft Excel, and select File and then Open. Change the Files of Type to Text Files. 3. Select your report you previously saved and click on Open. This will bring up a screen that asks you to choose Delimited or Fixed Width. Choose Delimited and select Next. 24

25 4. This will arrange your cardholder data to appear as below, select Next: 5. From the screen shown below, you can begin to select columns that you do not need by highlighting the column and selecting Do not import column (skip). Or you can leave all columns in your report by selecting Finish. 25

26 6. After selecting finish, your report will be generated in Excel. You can then modify the report in Excel to auto fit the column width making it possible to view all of the cardholder data for your department. To do so, select the entire worksheet by clicking on the upper left corner of the worksheet (between A and 1), and double click on the line between columns A and B. **Please note, if you would like to save this Excel file, remember to change the Save as type to Microsoft Office Excel Workbook. Otherwise it will attempt to save this as a text file which will not be legible. 26

27 SCHEDULING REPORTS Use the following procedures to schedule a report. 1. From the menu bar, click Requests and then Scheduler. The Request Scheduler and New Request tabs display. 2. Select the New Request Tab. 3. Type a name for the request in the Enter Name for Request textbox. You can use up to 30 alphanumeric characters. 4. Select the request type from the Select Request Type option. Depending on your security settings, you may be able to see only one option. 5. Select the report from the Select drop-down list. 6. Select the request s frequency from the Select Frequency option. If you select the Daily option, the request will be run daily. Daily requests include the previous day s transactions. If you select the Weekly option, the day of the week option is activated. Select the day of the week you want the request to run. The request will include the previous week s transactions. For example, if Monday is selected, the report will include transactions from the previous Monday through Sunday. If you select the Cycle option, the Cycle drop-down list and the Grace Period textbox are activated. The Cycle drop-down list is populated from the cycles that have been defined in Cycle Maintenance. Select a cycle from the list and type the number of days desired in the Grace Period textbox. 27

28 Note: The grace period includes a one-day delay to ensure that transactions for the last day in the cycle are included in the request. The grace period entry overrides this one-day delay. For example: If a cycle ends on the 15 th and a 3 day grace period is entered, the request will run after 8:00 PM MST on the 18 th (15 th + 3 day grace period). If the default value for the grace period is used, the request will run on the 16 th (15 th + 1 day grace period default). 7. Click Save Request to save the request. Click Cancel to clear all entries and return to the Request Scheduler tab. 28