KATY INDEPENDENT SCHOOL DISTRICT MUNIS FINANCIAL CLERK MANUAL

Transcription

1 KATY INDEPENDENT SCHOOL DISTRICT MUNIS FINANCIAL CLERK MANUAL

2 KATY INDEPENDENT SCHOOL DISTRICT MUNIS NAVIGATION MUNIS End User Version

3 Table of Contents Table of Contents... 2 CHAPTER 1: MUNIS NAVIGATION... 3 Logging in to MUNIS...3 Setting up Your Dashboard and Navigating MUNIS Menus...3 Toolbar, Menu, and Keyboard Options...4 Toolbar Tips... 4 Toolbar Options... 5 MUNIS Toolbar Buttons & Hot Keys...9 Character Fields - Find Search Filters

4 CHAPTER 1: MUNIS NAVIGATION Logging in to MUNIS From any Katy ISD computer, open up Internet Explorer and type in the address bar the following: Live Address: Your dashboard should look similar to this: Setting up Your Dashboard and Navigating MUNIS Menus MUNIS uses a Menu Tree type menu for navigation purposes. Menu Tree With the Menu Tree, a selection is made by double clicking, and the menu stays open even after the selection is made and the selected program opens in another window. Throughout this manual, the symbol will be used along with the menu path. Each nested menu will be separated by the. 3

5 For example, we will use the following navigation instruction: Financials General Ledger Menu Inquiries and Reports Account Inquiry You can create your own menu of most frequently used programs by right clicking on any of the menu options. Add to My Programs or My Favorites. My Programs is next to the menu tree, and My Favorites is a separate webpart (if you choose to have this enabled). Many users find it useful to add their most frequently used programs to the Programs tab on the dashboard by selecting Add to My Programs. This enables users to, over time, build a Programs tab that meets their specific needs and thereby avoid the menu tree. Selecting the option to Add to My Favorites will only work if the user has added the My Favorites webpart to her or his dashboard (not a default setting). Also new in the current version of MUNIS is a Recent Activity section on the Programs tab that will always display recently opened programs. Toolbar, Menu, and Keyboard Options The toolbar is your primary resource for performing actions within each program. It provides a quick and easy way to access various program options without memorizing keyboard shortcuts or looking in a menu. Toolbar Tips While in a program, you can hover your mouse over the toolbar button to display a brief description of its functionality and the keyboard shortcut, if one exists. An example is shown below. 4

6 You can enable and disable this feature by using your mouse to right-click on an active toolbar button and selecting "Enable Text" to display a description below each icon. Right-click and select "Enable Text" again to disable this feature. The result will appear as follows: Only buttons appearing in color are available for use. If a button is grayed out it is not available for use. Toolbar Options Below is a table detailing each option and its description. If a related menu option or keyboard shortcut exists, it is also listed. Depending on the user s level of security, not all options will be available to them. Available options are driven by program/module and levels of access. Option ACCEPT CANCEL CUT COPY PASTE FIND Description Select Accept after entering all the data necessary to create a record. This button is often highlighted when adding, updating, or searching for records. Keyboard: Press Enter. Select Cancel to end an operation, such as adding or updating a record. Keyboard: Press Esc. Cut, Copy, and Paste are closely related. They are especially useful if you need to copy or cut a lot of data from a program outside of MUNIS, and paste it into a MUNIS program. Or if you are repeating data in a MUNIS program, simply copy from one field, and paste into as many other fields as needed. If you mistakenly insert data in one field and want to move it to another field, instead of retyping, cut it and paste it into the correct field. Keyboard: Press Ctrl-X to cut, Ctrl-C to copy, and Ctrl-V to paste. Select Find to search for records in a program. Find, or the side menu option Define, is often used to create an active set of records before proceeding to another step, such as printing a report, inquiring on a vendor, or reviewing invoice batches, among others. In many cases, you can use wildcard characters to further define a search. Keyboard: Press Ctrl-F. 5

7 Option BROWSE QUERY WIZARD ADD UPDATE DELETE Description Browse is available when an active set of records exists, or after one is created using the toolbar option Find or the side menu option Define. MUNIS displays a screen listing all the records in the active set. To view a specific record in the browse screen, highlight it with your mouse, and select Accept from the toolbar or double click on the record. The selected record displays in the program. Keyboard: Press Ctrl-B. The Query Wizard is used to create a query based on an expression or mathematical equation. This option assists in finding records that meet very specific criteria that cannot be defined by entering data directly into a field. When selected, a screen opens (similar to the expression builders found in Excel or Access) where you can enter an expression based on the fields in the active program. Keyboard: Press Ctrl-Q. Select Add to enter a new record. When you select Add, entry fields become available with the cursor positioned in the first field. The program may place default values in fields to save you keystrokes, but often these defaults may be overridden. You can move from field to field by pressing Tab or by selecting the field with the mouse. When the cursor is in a field, helpful information displays on the bottom left side of the screen. Some fields have an additional Help button that lists valid field entries. Keyboard: Press Ctrl-A. Select Update to add data or make changes to existing data in a record. Data in any active field can be changed. Fields that are not active are usually part of the key to the record. The key is the field or combination of fields that uniquely identifies the record as being different from any other record. If you need to change anything in a non-active field, you must delete the record and reenter it. Keyboard: Press Ctrl-U. Select Delete to remove the record currently displayed from the program. If the record is being used by another process, you cannot delete it. Note: Once a record is deleted it cannot be recovered. Keyboard: Press Ctrl-D. 6

8 Option PRINT Description Select Print to send a report to the current user's default printer. In most cases, this option automatically prints and does not prompt you to choose a printer or the number of copies to print. Note: This option functions differently if selected from the File menu. Instead of printing to the user's default printer; you have the option to choose which printer to send the report and how many copies to print. Display allows you to view a report on the screen. DISPLAY PDF SAVE MICROSOFT EXCEL Select PDF to format the output as a PDF document. Selecting PDF automatically opens the document using the installed PDF reader program. This PDF can then be saved on a drive, your desktop or ed as an attachment. Select Save to save a report to a file to the internal MUNIS spool directory. Select Microsoft Excel Export to output an active set of records in Excel format. Excel automatically opens with the data from the active set of records. This data now may be manipulated without any danger of altering any data in MUNIS. The file created during export is automatically saved in the directory where the MUNIS software is installed. MICROSOFT WORD MICROSOFT EXCHANGE ATTACH MAPLINK Select Microsoft Word Export to output an active set of records into Word or to create a Mail Merge. Allows user to a link to a MUNIS item to other users. This is based on permissions, so if the recipient does not have permissions or access to the same screen, they will not be able to access the ed link. Allows user to create appointments and meetings from within MUNIS. Attach allows you to view, add, or delete documentation related to the current record. Select Image Attachments to view an image associated with the record you are currently viewing. Image opens Tyler Content Manager for MUNIS. These options provide content management capability specific to MUNIS programs. This icon will not be used by Katy ISD users. 7

9 Option NOTIFY FAVORITES MUNIS ENHANCEMENTS KNOWLEDGE BASE HELP Description This icon will not be used by Katy ISD users. Favorites adds the current program to the Favorites menu. Use the Favorites menu to start or organize programs in your list of favorites. Users will not use the MUNIS Enhancements icon. Users will not use the Knowledge Base icon. Select Help to access information about the program currently open. If not in a specific field, selecting this option opens a screen-level help window that provides help for the entire screen. If in a specific field, selecting this option opens a field-level help window that brings you to help for the specific field your cursor is in. When field-level help is accessed, you may scroll up and down to view help for the entire screen as well. Keyboard: Press F1. Also available in the Help menu. 8

10 MUNIS Toolbar Buttons & Hot Keys Button Button Button Button Accept Select <ENTER>. Cancel Select <ESC> Cut Select CTRL X for Cut Copy Select CTRL C for Copy Button Button Button Button Find Browse Query Wizard Paste Select CTRL V for Paste Select "CTRL - F" for Find Select "CTRL - B" for Browse Select "CTRL - Q" for Query Wizard Button Button Button Button Add Update Delete Direct Print Select "CTRL - A" for Add Button Select "CTRL - U" for Update Button Select "CTRL - D" for Delete Button Button Display PDF Save Excel Export Button Button Button Button Word Export Exchange Attach Button Button Button Button MapLink Favorites Help Exit Button Button Select "F1" for Help Button Button First Record Select "CTRL Left Arrow" for First Record Previous Select CTRL Up Arrow for Previous Next Select CTRL Down Arrow for Next Last Record Select "CTRL Right Arrow" for Last Record 9

11 Character Fields - Find A character field only accepts letters of the alphabet. When you are performing a Find in a character field, enter the text you are searching for exactly as it was originally entered in the program. For example, if you added the record as 'SMITH', entering 'Smith' does not find the record. MUNIS is case sensitive. You should always have your CAPS LOCK key on when working within MUNIS. Symbols may be used to refine searches in character fields. The following table lists valid symbols and their definitions: Symbol Description < less than Finds records with a value less than the data entered. Entering <L finds data from A K. > greater than Finds records with a value greater than the data entered. Entering >L finds data from M Z. : range Finds records based on data between and including two limiting characters. A: C finds Alabama, Bermuda, California, but not apple, banana, or coconut. or Finds "this" value or "that" value. * wildcard Find Comparisons: To find all records beginning with ARL, enter ARL*. The result may yield ARLBERG, ARLINGTON, ARLON, and so on. < Less Than > Greater Than = Equal To <= Less Than or Equal To >= Greater Than or <> Not Equal To : Range Or Equal To * Wildcard? Wildcard One Character Search Filters At various points in the MUNIS System, you are given the opportunity to further filter your find criteria by the use of the button. We ll use the Account Inquiry Browse screen in our example. 10

12 Step 1. Clicking the button will open the following three fields for entry, as follows: Step 2. Step 3. Step 4. The first field can be used to narrow your search results using the Character Fields as described above. The second field is used to specify to which column the filter applies. The last field is used to specify whether you wish to restart your search ( New Filter) or search within the current record set ( Add Filter.) Step 5. Click to execute the Search Filter. 11

13 KATY INDEPENDENT SCHOOL DISTRICT ACCOUNT INQUIRY CHART OF ACCOUNT CHANGES MUNIS End User Version 10.5

14 Table of Contents ACCOUNT INQUIRY SCREENS... 3 LOOKING UP ACCOUNTS USING SEG FIND 10 2

15 ACCOUNT INQUIRY SCREENS Financials General Ledger Menu Inquiries and Reports Account Inquiry The Account Inquiry program provides both summarized and detail history for a selected set of accounts, with a focus on current available budget. The information in the columns displayed throughout this program depends upon your personal security settings in GL User ID Permissions and Parameters. This program is subject to general ledger account code security, limiting users to their own accounts. Account Inquiry is subject to data restrictions by year. Access can be restricted by prior year, current year, or next year. If you have access to current-year data, you may view MONTHS and CFWD (Carryforward). If you have permission to access data from prior years, history is available. In addition to user settings, the fields on the tabs within this program vary according to the type of account being viewed. Account inquiry information displays as follows: Expense accounts - Positive black, negative red. Revenue accounts - Positive red, negative black. A mixture of revenue and expense accounts - The screen displays positive numbers in black, negative in red. A mixture of revenue and liability accounts - The screen displays positive accounts in red, negative accounts in black. Zeros display in black, regardless of account type. (The function will be explained in more detail below.) 3

16 FOUR YEAR COMPARISON FIELD Original Budget Transfers In Transfers Out Revised Budget Actual (Memo) Encumbrances Requisitions Available DESCRIPTION Adopted budget from the Budget Completion Journal and like transactions (journal source code BUC) The total budget amount transferred into an account from another account. The total budget amount transferred out of an account from another account. Reflects a new budget amount any time there is a revision to the original budget. Budget revisions can be the result of budget transfers. The most current actual expenditures to the account. The most current encumbered expenditures to the account. The most current pre-encumbered expenditures to the account. The real-time available balance of the account. Revised Budget Actual Encumbrances Requisitions Percent Used % of Budget expended 4

17 CURRENT YEAR for an EXPENSE ACCOUNT The second tab shows the Current Year balance information for an account, in the Current Year column. These numbers, often referred to as memo balances, are a snapshot of the account in realtime. Although the budget totals are only updated when a posting occurs, the Actual (Memo), Encumbrances, Requisitions, and Available balances are updated when a transaction is entered into a proof file. That allows the system to calculate a real-time, online available budget balance where applicable. FIELD Original Approp Amendments Revised Budget YTD Actual Encumbrance Requisitions DESCRIPTION CURRENT YEAR Original adopted budget from budget completion journal Transfers In + Transfers Out CFWD Budget Transfers CY Revised Budget (CFwd Budget CFWD Budget Transfers CY) Actual (Memo) Actual CY from LY (Encumbrances + Requisitions) Encumbrances CY from LY The most current pre-encumbered balance of the account. 5

18 FIELD Available Budget DESCRIPTION Revised Budget (Expenses + Encumb/Req) % Used Percentage of Budget expended CURRENT YEAR for a BALANCE SHEET Account FIELD Starting Balance Activity Ending Balance Memo Balance DESCRIPTION The original starting balance. Activity charged against the account. The original balance less activity amounts. The most current balance of the account. NOTE: The fields remain the same on the 4 YEAR COMPARISON and HISTORY TABS regardless of account type. 6

19 The option allows you to view the budget rollup group, if one exists. Rollup codes are established in Budget Rollup file maintenance. Click for account details based on the selected criteria: FIELD Date Range Year/Period to Include Unposted journals limit to Reference 1/2/3/4 DESCRIPTION Indicate the range of dates to include in the detail. The range of fiscal years to include in the detail. Select to include unposted journals in your search. Can be limited to Active journals, Budget journals, and Encumbrance journals. Type reference comments in the appropriate boxes; Leave the references boxes blank to include all reference comments. You will not use these search fields. 7

20 FIELD Invoice DESCRIPTION This is the 12-character invoice number. Select Accept once you have entered your search criteria and a browse screen of the detail posted to the selected account is displayed as follows: If you wish to view additional detail on any line in the browse screen, highlight the line by clicking on it and then select the transaction line will display. button from the side menu. Additional detail on the Select EXIT to return to the detail inquiry screen. Select Journal from the Account Detail Screen to view the complete journal associated with the journal line on the account. Click from the Account Inquiry screen to view the account's closing balances for each period in the current fiscal year. Click or account status. from the Account Inquiry screen to select accounts by segments, account type, You can also establish a segment sorting order for your Account Inquiry by selecting the option on the side menu of the screen. Note that once a sort order is established for a user-login, the sort order will be retained until such time as the user establishes a new sort order. Click from the Account Inquiry screen for a summarized year-to-date total for all accounts in the active set. 8

21 Expense accounts display positive amounts in black, negative in red. Revenue accounts display positive amounts in red, negative in black. Zeros always display in black, regardless of account type. If you have a mixture of two different types of accounts that have both Revenue and Expense accounts in your data set, the Totals screen displays positive numbers in black, negative numbers in red. If you have a mixture of Revenue and Liability accounts: In the Totals screen, positive accounts display in red and negative accounts display in black. Step 11. You must Exit the screen to return to the Account Inquiry program. 9

22 ACCOUNT LOOKUP USING SEG FIND In order to search on an account or range of accounts, you will need to click the button on the left hand side of the screen. Type in the segment values that you wish to search on (wild cards and logical operators are permitted) and click to perform the search. The more segments that you fill in will help narrow the results of the search. For example: Note: When determining account balances, using the Account Type limitation of EXPENSE ensures an accurate available balance. The above selected segments will result in one record found and the Summary Screen will appear as follows. This screen lists balances related to the account displayed. 10

23 To view the detail transactions that make up each of the summary balances, you can click the yellow folder icon next to the amount. The detail will appear in a new screen as follows. The Src column (source) may be useful in determining the nature of the transactions. A few of the most common sources are as follows: BUC- Budget Creation (Original Budget) BUA Budget Transfer or Budget Amendment (Ref 4 will state which type) API Check issued to pay accounts payable invoice EXE Employee Expense Encumbrance EXL Employee Expense Liquidation (actual check will be listed as API) 11

24 CRP Cash Receipts Entry (Deposit) GCR General Cash Receipt or Journal Entry GEN General Journal Entry GNI General Journal Entry that was imported into Munis INI Inventory Issue (warehouse pick ticket) POE Purchase Order Encumbrance POL - Purchase Order Liquidation While you have a transaction highlighted on this screen, you can select the button to view details related to that transaction. These screens will differ depending on the source of the transactions. For some items such as purchase orders, you will be able to select and view the actual scanned documents that related to the transaction. For other items, the screens returned may be more generic in nature. While you have a transaction highlighted, you can also select the button to view all transactions that were in that source batch. If the related scanned backup documentation. is available, then you can drill down and see Hitting the Esc key or will close out this screen and return you to the summary screen page. Please note that if you hit while on the summary screen page, the result will be a listing of all transactions for each of the balance types (all transactions from each yellow folder option). 12

25 KATY INDEPENDENT SCHOOL DISTRICT REQUISITION ENTRY MUNIS - End User Version 10.5 February 2016

26 Table of Contents 2 1 Tyler Menu Path for Requisition Entry 3 2 Switching Between Requisition Forms 4 3 Entering a New Requisition 7 a. The Header Screen 7 b. The Line Detail Screen 12 i. Online Shopping 12 ii. Manual Line Item Entry 15 4 Requisition Status 22 5 Reactivating a Rejected Requisition 24 6 Workflow - Viewing the Workflow Progress 24 7 Warehouse Requisitions - 'Pick Tickets' 26 8 Requisition 'House Cleaning' 26 2

27 REQUISITION ENTRY 1. Tyler Menu Path for Requisition Entry Financials Purchasing Purchase Order Processing Requisition Entry Departments and campuses will initiate all Purchasing requests with the entry of a Requisition record in MUNIS. The Requisition Entry module may be used to: Enter a new requisition Check the status of a requisition Correct a rejected requisition In addition to entering a new requisition this module can also be used to find a requisition. You may wish to find a requisition in order to finish creating it. You may want to check the status of your requisition. If it has been released you may wish to see where it is in the workflow (who has approved it and what approval is still pending). If a requisition has been rejected, you need to find it, review the rejection note, and if necessary activate it, edit it, and release it again. Once a requisition has been approved by all of the workflow approvers, its status changes to Approved. Once approved it will automatically appear in a buyer s queue for conversion to a PO. The Buyer s name appears on the requisition header and is based on the 3-digit commodity code used in the requisition header. 3

28 2. Switching Between Requisition Forms Please note that there are three different forms for requisition entry: KISD - Shorter version of the Standard form MREQ Mini version with no Vendor selection option NONE Standard MUNIS req entry As mentioned above, there are three requisition forms available to the Katy staff. You should use the KISD version, as it was specially designed to not only capture the requisition information required by the Purchasing staff, but it is also scaled down to make your entry of the requisition faster. When you open the Requisition Entry screen if you see a screen similar to either of the two screens below (MREQ or NONE) you need to switch to the KISD short form. The MREQ Form - there is no vendor information. Do not use this form. 4

29 The NONE Form has two tabs at the top Main and Terms/Miscellaneous. To Switch to the KISD Form Click Switch Form at the upper left of the requisition entry screen. 5

30 Click the radial button for the KISD Form. Click the OK button. Once you have done this once, the KISD form should open by default. If your computer is ever re-imaged, you may need to set the form default again. The KISD Requisition Entry form looks like this: KISD Short Form - there is vendor information and there are not mutliple tabs 6

31 3. Entering a New Requisition: Choose Requisition Entry from the Purchasing Menu. Click Add button. NOTE: Before you begin entering information on a requisition, please enable CAPS LOCK so all characters appear in UPPER CASE. Use the TAB key, NOT the Enter key, to move between fields. The Enter key accepts the header or line that you are working on. Below are the fields displayed within the Requisition Entry program. The District will not allow the processing of the requisition without values being entered in certain required fields. NOTE: Although you may be able to bypass a field which KISD requires without entering any information, the field will still be necessary for processing. Failure to complete all required fields may result in rejection of or delay in processing your Requisition. See the bold notations in the Description fields below for further guidance. FIELD Dept/Loc Fiscal Year Req# a. The Header Screen General Commodity General Description DESCRIPTION The requesting department code defaults from the user ID department code, but can be changed to another Department Code to which you have access. Click the drop-down button for a list of valid department codes. Based upon the user MUNIS ID setup, the user s department code will appear in this field. The KISD user will normally accept this department. (Two fields representing the FY code and year) The Fiscal Year code defaults based on the entry in the Fiscal Year field on the GL Parameter Table. If the current year is entered, C displays in the first field, indicating the Requisition is considered for the Current Year and updates the current year account balance. If the next year is entered, "N" displays in the first field. The user will accept the default unless directed by Financial Services or the Purchasing Department to change it. The system will assign a Requisition number upon entry. This number will represent the Requisition and will be the link to its Purchase Order upon conversion. This field will not be accessible. The user will accept the Requisition number assignment. Type in the code if you know it or use the drop down list to make your selection. The District has designed its own commodity code structure. Please select the appropriate 3 digit code from the pull down list. This is required. Munis uses this code to route the requisition to the correct buyer. If left blank, the requisition will NOT flow to a buyer and the requisition will be delayed. Note: 390 is the Commodity Code for Warehouse Pick Tickets. 395 is for Warehouse Bulk Order Pick Tickets. The default description linked to the general commodity code selected in the previous field will appear. Delete the default description that appears and replace it with the contract information. KISD users are required to enter either the KISD contract source or an approved abbreviation for a coop contract or other purchase type (i.e. PSV or SSV or NCV). Because they will be used for search & reporting purposes, the abbreviations need to be entered EXACTLY as they appear in this reference file. It is acceptable to enter RFCSP#### or just #### for a KISD contract. Other abbreviations: PSV ---Professional Services Vendor (architects, accountants) SSV ---Sole Source Vendor NCV ---Non-Contracted Vendor (A vendor/purchase not on any KISD or co-op contract) HCDE ---Harris County Department of Education co-op/choice Partners HGAC ---Houston/Galveston Area Co-op USC ---U.S. Communities TIPS --- The Interlocal Purchasing System (TIPS/TAPS Region VIII) TPASS ---Texas Procurement and Support Services TXMAS ---Texas Multiple Awards Schedules SPRING --- Spring co-op TCPN ---Region IV Texas Cooperative Purchasing Network REGV ---Region V s purchasing co-op TEA --- Texas Education Agency 7

32 FIELD Status Entered (Date) By Vendor DESCRIPTION BUYBOARD DIR ---Texas Department of Information Resources ONE OF THE ABOVE ABBREVIATIONS OR A KISD CONTRACT NUMBER MUST BE ENTERED IN THIS FIELD. ALSO INCLUDE: PREPAY --for all prepay orders CONFIRMING INVOICE -- If this is a confirming order AND you are attaching an invoice to the requisition CONFIRMING If this is a confirming order without an invoice attached. REMEMBER TO USE ALL CAPS! TYPE ABBREVIATIONS EXACTLY AS STATED ABOVE. The purchasing department searches this field to capture total expenditures on a contract. If you misspell an abbreviation, or put an extra space in the abbreviation, the PO will not be captured in this calculation. You will not visit this field. It will be updated by the system during requisition entry and processing. 2 indicates the requisition has been Created without the general ledger portion of the Requisition filled in or completed. 4 indicates the requisition has been Allocated (i.e., the expense account(s) has/have been completely entered, the funds have been pre-encumbered on the general ledger account, and the requisition is ready for release); 6 designates the requisition as Released for approval; 8 designates the requisition as Approved by ALL approvers in the workflow. (A Buyer may still need to approve and convert it to a PO) 1 indicates the Requisition was rejected by an approver or canceled. 0 represents a requisition that has been converted to a purchase order. This date will automatically display the date in which entry takes place. KISD users will accept the default. Do not change this date. The user id of the person entering the requisition will default. KISD users will accept the default The general notes function allows a user to enter a note manually or by importing a Standard Note. General Notes will appear on the Vendor copy and the file copy of the PO if the Print on PO button is selected. Use this to enter any note appropriate for an approver, a buyer, or an A/P staff person or for a vendor. KISD personnel will see the note when they review the requisition in Munis. The vendor will see the note ONLY if you click Print on PO. General Notes will appear on Warehouse Pick Tickets. Use this field for delivery instructions for the warehouse delivery person such as DELIVER TO 9 TH GRADE CENTER or WILL PICK UP. Note: Use this field on warehouse orders and not the Vendor Sourcing Notes (as described below) since only General Notes can appear on warehouse orders. The vendor to whom the Purchase Order will be sent. This is required unless you are ordering from the warehouse. To request a new vendor, send a new vendor request to Purchasing for review, approval and entry into MUNIS prior to entering a requisition. IRS form W-9 and a Debarment Form must be provided prior to the establishment of the new vendor. With the exception of warehouse pick tickets, requisitions should not be released until the vendor is assigned to a requisition. This vendor field is left blank on warehouse orders. If you know the vendor number you can enter it in this field. If you do not know the vendor number follow the steps below. To search for a vendor: Click on to the right of the Vendor field 8

33 Using all CAPS enter the first few letters of the vendor name in the Alpha Sort field and Click Accept. MUNIS will display the list of vendors as shown below: Double clicking on the vendor or clicking once on the vendor and then click Accept The vendor information will then be populated on the requisition. 9

34 FIELD Committed PO Mailing Delivery Method Remit # Vendor Address Ship-To Code Ship to Reference Buyer Type PO Number Notify Originator of Overages Contract Number Description DESCRIPTION This checkbox is completed by MUNIS and cannot be changed. The vendor's address to be used for mailing the purchase order. If there are multiple addresses for the vendor, select the button for a list of valid addresses. Double click on the desired address and the PO Mailing address number will be automatically updated. Note: If multiple addresses exist for a vendor, the 0 address (the primary address on the vendor master) will default as the PO mailing address and remittance 1 (if a remittance address exists) will default as the vendor Remit for check mailing. If the needed vendor address does not exist in the Vendor file, end users will submit new address requests to the Purchasing Department prior to releasing the requisition. If user is entering a refund requisition, the PO Mailing and Vendor Remit # fields will have the same number. One of the blocks will be automatically checked based on how the vendor is set up in the vendor master. The user SHOULD NOT change this. This shows the method by which the PO will be delivered to the vendor. KISD does not use the fax method. If either or E-Procurement is checked the PO will be automatically electronically sent to the vendor. This will default to either 0 (if the remittance address is the same as the PO mailing address) or default to 1 (if the remittance address is different than the PO mailing address). For most PO s the default should not be changed. However, the user may change the vendor remit # to another address. This will probably need to be changed on all REFUND requisitions. If this requisition is for a refund, then you will use the number of the remittance person for your campus refund vendor and this same number should also be entered in the PO Mailing field above. The mailing address for the purchase order which defaults from the vendor mailing address selected in the PO Mailing field above. If the address is incorrect, move back to the PO mailing field by selecting shift-tab on the keyboard and change the PO Mailing Number to one of the remit addresses. (Optional) Enter any information you would like to appear on the purchase order, such as the vendor catalog number(s) and quote information, including date of quote, name of person providing the quote and phone #. Example: This is where you would enter the H.E.B. account number. Enter the text in the box provided or select a standard note by clicking on the Import button. If this is a confirming order, place a note to that effect in this field. Many of our vendors have their PO s ed to them. Assume that the vendor will see the PO and warn them not do duplicate a shipment you ve already received. Vendor Sourcing Notes will appear on the purchase order only if you click the Print on PO button. Any note mentioned above may be put in the General Notes mentioned previously as either can be printed on the PO. There is no need to put the same note in both the General Notes and the Vendor Sourcing Notes. DO NOT USE THIS BUTTON! A user is able to manually enter vendor quotes via this button. KISD users should not enter quotes manually but should attach all quotes via the paperclip icon. If the Dept/Loc has an associated default ship to code, it displays. If you wish the vendor to ship the goods to an address different than the one displayed, another code can be selected. The user will normally accept the default but will have the option to change it if necessary. Choose PICK if you desire to pick up your warehouse order at the warehouse instead of having it delivered. Some Ship To s have an address associated with them. User may leave this blank or enter the address of the person to whom the vendor could any questions regarding the order. As this does appear on the PO it is helpful to enter the address of the requisitioner so that the vendor can contact you with any questions regarding the order. Used for entry of a line of information concerning where, how, or to whom the requisitioned goods are to be shipped. It prints below the Ship-To address on the PO. (Name of person accepting delivery if different from the requisitioner.) This field does not appear on a warehouse pick ticket. This field will automatically populate with the name of the buyer associated with the General Commodity code entered previously. This list indicates the type of requisition. Defaults to N-Normal. Accept this default unless instructed by Purchasing to select another option. No access. After the Requisition is converted to a Purchase Order, the Purchase Order number will be displayed in this field. A Purchase Order Number will also display here if the Type field above is set to D for Department Emergency. If the requisitioner (finance clerk) wishes to be notified via that the Financial Services office has paid an amount over the original amount of the Req then check this box. If not, leave unchecked. (A/P is authorized to pay up to $50 in excess of the PO amount.) For most requisitions this will be left blank. Mostly pertains to construction and special projects. The description of the contract will default based upon the contract number entered in the field above. Accept this default. If no contract was entered above this field will remain blank. Once completed Click Accept the Line Detail screen will appear if the KISD form is being used. 10

35 Note if you are using the NONE Form as you TAB through the Header Screen fields you will TAB to the Terms/Miscellaneous screen, below is the description of these fields. Please note: Most of these fields are not used at KISD. The few that are used have been put on the KISD short form. If you do see this Terms/Miscellaneous, please Switch to the KISD form. The explanation below of the fields on the Terms/Miscellaneous tab is provided for general reference. FIELD Discount % Freight % Freight Method/Terms Bill-To Code Special Handling Allocation Buyer Review Type PO Number DESCRIPTION KISD WILL NOT use this field. Any discounts taken will be entered on each line item. KISD WILL NOT use this field but instead will enter a separate line item for freight at the point of requisition entry. This defaults from the Vendor File to provide information about freight, charges, carrier, etc. For example, UPS, Ground Only. It should not be changed. This should not be changed. The Dept/Loc has an associated default Bill-To code. In KISD, the Bill-To Code will default to the Accounts Payable Department (PAY) unless you are one of the departments which process its own payments (PAY2, PAY3 or PICK). This option is to be used for important Requisitions requiring immediate attention (special handling or attachments). This field is set to N-None to indicate there is no special processing for this Requisition. Accept N-None Leave this field blank. KATY ISD will not use allocation codes at the current time but may do so in the future. Allocation codes are used to simplify the entry of multiple GL accounts within multiple requisitions. They are established for convenience sake, as needed. If an allocation code is available for your needs, please select it. Otherwise, leave this field blank. Accept the default do not change. This field displays the user id of the person who will convert the Requisition to a Purchase Order. ON KISD SHORT FORM. Please leave blank. This list indicates the type of requisition. Defaults to N-Normal. Accept this default unless instructed by Purchasing to select another option. For Super users: The requisition type can be N-Normal B-Blanket: encumbers funds for a department for future use D-Dept/Emergency: automatically creates a purchase order number from the requisition (with proper permissions) RFP/Bid: A requisition that will be used to elicit a bid response No access. After the Requisition is converted to a Purchase Order, the Purchase Order number will be displayed in this field. A Purchase Order Number will also display here if the Type field above is set to D for Department Emergency. 11

36 FIELD Notify Originator when converted to PO/Contract Notify Originator of Overages Contract Number and Description fields DESCRIPTION This is not on the KISD short form. On the long form it should be left alone. This is on the KISD short form and can be checked if you wish to be notified if A/P were to pay over the amount of the original PO. These fields are also on the KISD short form. The Construction and Technology Departments will use this field on specific contracts that they manage. All other finance clerks would use this field to enter a shopping contract that has been set up by the Purchasing Department. If this Requisition results from Contract processing through Purchasing, choose the Contract Number here by selecting the browse button. If the Contract Number does not appear in the dropdown here, contact Purchasing. You may also view the contract by clicking on the. b. The Line Detail Screen It is here that you will enter the line items you wish to purchase. There are two basic ways to add line items to the requisition. i. Shop Online for dynamic punch-out vendor websites (e.g. OfficeMax, CDW-G, School Specialty) ii. Manually adding each line item. i. Online Shopping (Dynamic Punch-out Vendor Websites) If you wish to shop online on one of the KISD specific Vendor Dynamic web sites, then click. 12

37 This screen lists all vendors set up in Munis for Online Shopping. Select the vendor you would like to shop with and click Accept to be taken directly to the vendor website showing KISD pricing. The user should search and navigate the vendor s web pages to locate items which you would like to purchase, adding the appropriate quantity of all items to a shopping cart on the vendor s site, just as you would do if shopping at any online retailer at home. Once your shopping has been completed, the user will be able to view and make quantity updates on the cart. Here is an example of a CDWG cart: 13

38 Once satisfied with your cart, click Checkout It will take a few seconds for the vendor s website to capture/calculate your order then a screen will appear which will offer you the opportunity to transfer your cart. Each vendor s site will present this a little differently. Here is an example of the CDW-G screen: Click Transfer Shopping Cart to transfer the cart back into Munis. The vendor site may display a message that looks similar to this: Click Close This will close the Internet Explorer screen and thus depart from the vendor s site. You may receive the message below: Click Yes. The line detail screen will now display. 14

39 On the line item screen in Munis you will have two buttons on the upper left Continue and Cancel. Choose Cancel if you DO NOT wish to complete the cart transfer or click Continue. A line will be automatically created for each item that you had placed in your cart. Each line needs to have a five digit commodity code added. Click on the update button. The user must scroll to each line and manually enter the 5 digit commodity code appropriate for that item. In addition each line needs an account code(s) assigned to it. If the same account code(s) are to be used on all or most of the lines, use the Mass Allocate function. ii. Manual Line Item Entry If you are not using the Shop Online function but adding the lines manually Click Add at the top of the Line Item Detail screen to add your first line. 15

40 NOTE Open purchase orders and large see attached list book orders will be entered in the requisition entry screen differently than other orders. Because we receive by quantity not by dollars. the total dollar amount will be entered into the requisition as a quantity and the unit price will be entered as $1.00. For example, an open PO to Sam s for $ would have line 1 entered with a quantity of 200 at a cost each of $1.00. If $ was spent, the receipt would be attached when receiving in Munis and the quantity received will be entered as FIELD Fiscal Year, Number and Line DESCRIPTION Displays the Fiscal Year, Requisition Number and the line number on the Requisition. Entered automatically as line items are added. There is no access to these fields. Qty Required for KISD. The order quantity for a single line item in the Requisition. The program multiplies the number entered here by the Unit Price of the line item to calculate the net cost. KISD user will enter the Quantity. See note about Open Purchase orders just above this Field/Description table. Commodity You may either type in the five digit commodity code directly if you know it or may click the to see on a small inset window the three digit commodity code previously entered on the header screen. Click to see a list of the 5 digit commodity codes within that general commodity. Select the appropriate 5 digit code and click If the item is to be purchased from the warehouse, leave the commodity code field blank. Inventory Item/ Location/Type Description Unit Price UOM GROSS Freight Discount % For Warehouse Orders only. Enter the Inventory item # or select it from the Field Help box. Location and Pick Ticket will populate as you tab through the fields. Required in KISD. This field fills by default with the description of the five digit commodity codes entered previously. User should replace this default with the specific item number and description of the item being ordered on this line. This field accepts up to 200 characters (that is five lines of 40 characters each). All detail lines will print. Inventory item descriptions will display here; do not change them. For other purchases user should type in product information/description, part number, item number, model number, vendor catalog number, etc necessary for the vendor to identify the item being purchased. For the LARGE Book requisitions, user will enter a description of the books being ordered and the words See attached list. The unit price of the goods or services specified on the line item. The program multiplies this amount by the Qty number to calculate the Line item total field. The exact price shall be entered for items. This is the price BEFORE discounts are taken. See note about Open Purchase orders just above this Field/Description table. The unit of measure to be printed for the line item. KISD user must enter the correct UOM for the goods/services requested. Enter a UOM description in accordance with the following convention: This is a text field and will accept any 4 character entry. Note: This field is descriptive and in no way affects the calculation of the Item Total. There is no direct access to this field. Freight should be entered as a separate line item and should NOT be entered here. Leave this field at zero. The percentage discount applicable to this line item is entered here. Note: Discounts must be applied to each line item. 16

41 FIELD Credit Line item total Add Desc/Notes DESCRIPTION Tab over unless a credit is allowed by the vendor for this purchase. Used to record a coupon or credit. When entered, the program reduces the Line item total by the credit amount. This field prints on the Requisition and resulting PO. Explain any reason in the Description field. This field allows entry of a credit of up to 9, or until the Line item total is reduced to 0. The system will not allow the credit to be greater than the line item total. An example of a valid credit is a coupon. This will show the detail of the value of the coupon on the purchase order and purchase order history. This MUNIS-calculated field contains the total dollar amount to be requisitioned for the line item. There is no direct access to this field. Additional information about this line can be entered here, and can print on the PO. A yellow folder here indicates there is a secondary screen of text; gray indicates that no text exists. To enter text, click the button and choose Add Note. The text entered stays with the Requisition through its conversion to a PO. The line item fields described below do not currently display on the KISD Requisition Entry Form. Manufacturer Manufacturer item no. Vendor Vendor item no. KISD does not use this. KISD does not use this. Defaults the vendor from the main screen. KISD does not use this Box Tab over. This information is maintained on the Vendor file, the commodity code table and the Object Code table to capture 1099 information and will default accordingly. Bid Dept/Loc Required by Requested by Fixed Asset Notify Buyer Tab over. KISD will not be using the MUNIS Bid module at this time. This is the department/location code of the requesting department. The default value is entered according to the department code associated with your user ID, but you can change this if you are authorized to order items for more than one department. If the department code is changed while adding or updating a requisition, the program displays a replacement confirmation message. Click Yes to replace the current data with the new department's defaults. KISD will accept defaults unless a user is authorized to request purchases for multiple departments on a single purchase order/req. This is the date by which the goods or services in this requisition are needed. This is for informational purposes only. TAB OVER. Do not use. This information is maintained on the Object Code table and Commodity Code selected to capture Fixed Asset information and will default accordingly. KISD will accept the default. If no value defaults and the user knows the purchase will be a Fixed Asset, checkmark this box. Tab over. KISD will not use this function. (This instructs Munis to send a notification to the buyer when this line is received.) This completes the top portion of the Line Detail. The fields below are used to distribute the cost of a particular line item across one or multiple accounts. FIELD Account Code Description DESCRIPTION The Account Code for the expense account to allocate the cost of the line item. The Account Code may default from the Department Code but may be changed to another Account Code that the Originator has permissions to utilize. Type in as much of the code as known to narrow your search and then click the (field help, F9) for a list of valid entries. This field will default as an expense account. The account code used must have the proper object code for a trackable item. The description of the account will display in this field. There is no access. 17

42 FIELD Amount DESCRIPTION Defaults to the total value and assumes the cost of the line item is being allocated to a single expense account. Adjust this to distribute the cost over multiple allocation lines (i.e., expense accounts) if desired, but the total of the allocation lines must equal the line item total. For example, if the total is $3,000 and is split 50/50 between two accounts, enter one account on the first line for $1,500 and complete the line. Notice that MUNIS takes you to the second line. Add the second account number and the remaining $1,500 there. Notice that the account and available budget will display below the lines on the screen. Hit Tab and the system will perform a budget check. If the amount is over budget you will not be allowed to proceed unless you have budget over-ride authority. If over budget you must stop and request a budget amendment or change the allocation account to a valid distribution account with available budget. If the account you just entered is over budget or will go over budget as a result of this requisition, the following screen will appear: Click ok and this screen will appear: GL Bud If you have authority to over-ride the budget check (accountants/financial Services Director/CFO) enter the appropriate password and click OK. If you do not have such authority, click cancel. Leave the requisition in a CREATED status. Initiate a budget transfer to the account you wish to use on this line or use a different account. There is no access to this field. This will display U if under budget or A if an account is over budget and an authorized user over-rode the budget to allow the over budget condition. Once the account codes are accepted the one pictured below. the line is complete and the line detail screen will look similar to 18

43 To add another line to the requisition, click ADD and repeat the above steps. If the budget code for additional line items is the same as the budget code on the first line item, you may click the Copy GL Acct button amount will be displayed and the budget code will populate and you will then tab over and the dollar When all items are entered for this Requisition with proper budget codes close the line item screen. The status on the header screen should now be 4-Allocated, as shown below. 19

44 If it still shows 2-Created.this means that the Line item total and the Account Code Amount are unequal on one or more of the line items and will need to be corrected. It is not possible to release a requisition from the Created state. If the user attempts to RELEASE the requisition and a line is out of balance an error message as shown below will be given. User must correct the balances on the line(s) indicated. At this point please scan and attach any and all related documentation to the requisition using the icon. Please refer to separate Scanning and Attaching Images instructions on how to do so. 20

45 When you are satisfied that the requisition is complete, click the Requisition will enter the MUNIS Workflow approval process. Now the status will change to 6 Released. Additional Action Buttons in Requisition Entry: Click to view, add, or update the detail lines of a requisition before it is released. Click to release a requisition into workflow for approval. Click to activate a rejected requisition in order to make corrections. Click to allocate all lines of the requisition to a specified account or accounts. Click to allocate the requisition to encumber the funds necessary to purchase the item(s), changing the status to 4-Allocated. Click to display a list of the notes associated with the current requisition. A requisition can have a vendor sourcing note, rejection note, general note or additional descriptions notes. To display the text associated with each note, select the desired line item. Click to copy the selected requisition to another, assigning the next available requisition number and setting the status to 2-Created. The selection displays a list of the existing GL Accounts for the current requisition. You can select a specific GL Allocation for further view on the line detail screen. The selection displays a list of GL accounts with a total amount for the entire requisition. 21

46 4. Requisition Status To return to a requisition in order to: Check the current status Correct a rejected requisition Determine/View workflow progress To Check the Status, choose Requisition Entry from the Purchasing Menu and then click FIND. Enter search criteria, one or a combination of the following. Requisition #, Dept/Loc, Fiscal year, etc. The above search request will produce all requisitions entered for department-744 for the 2016-FY This search found 53 requisitions - use the BROWSE button to view selected requisitions 22

47 Select the desired requisition and click. The status is Created. 23

48 5. Reactivating a Rejected Requisition When a Requisition has been rejected by an approver its status will change to 1-Rejected. Electronic notification ( ) will be sent to the originator. You will need to find, activate, edit, and again release the requisition if you desire it to be processed. Within the Requisition Entry program: Click Notes on the left side of the screen. All notes will populate, click Reject and Accept to read the entire reject note. To Correct and re-release a rejected requisition: Click on the left of the screen. Notice the status changes from 1-Rejected to 2-Created. If a change to the Header screen is needed: Click Update and make any necessary changes to the requisition header. If changes to the line detail click then click, and make necessary changes. When complete, choose the Accept to register the changes. Click from the side menu to release the Requisition back into Workflow. The status will now change back to 6-Released and the requisition will go back through workflow. 6. Workflow Viewing the Workflow Progress The approval work flow can be viewed by clicking Click to view an audit trail of approvals. as shown below: 24

49 The words In Progress in the status column indicate where the requisition is in workflow along with the name of the approver. The Workflow on any given requisition is determined by the budget code and/or sometimes the dollar value of the purchase. Some requisitions require multiple approvals prior to reaching an Approved status while others only require the Budget Manager s approval. Once ALL approvals are done then its status will change to 8 Approved. Once approved the requisition will flow to the Purchasing Buyer based on the commodity code. The buyer will review the requisition and either reject it if corrections are needed or Convert it to a Purchase Order. Once converted the status will change to 0-Converted The user will be sent by an electronic File Copy of the Purchase Order once it is printed 25

50 7. Warehouse Requisitions- Pick Tickets There are a few differences between Warehouse Requisitions and Vendor requisitions. These differences have been highlighted in several places in the instructions in this manual. Those differences are: General Commodity code (3 digits) on the requisition header for a warehouse requisition is 390 and for warehouse bulk orders is 395. No vendor should be selected for warehouse requisitions. General Notes will appear on Warehouse Pick Tickets. Use this field for delivery instructions for the warehouse delivery person such as DELIVER TO 9TH GRADE CENTER or WILL PICK UP. Must Check Print on PO. Vendor sourcing notes do not print on warehouse pick tickets. Choose PICK for the ship-to if you desire to pick up your warehouse order at the warehouse instead of having it delivered.otherwise it will be delivered to your campus/dept which defaults. Add the comment WILL PICK UP in the General Notes. The Reference field does not appear on a pick ticket. Put the Deliver to.. comment in the General Notes..not in the reference field. Do not enter a 5 digit commodity code on the line items of a warehouse requisition. On each line item of a warehouse requisition enter the inventory item # or select it from the field help box. Location and Pick Ticket will populate as you tab through those fields. If you don t select an inventory item #, the requisition will not flow to the warehouse. Make sure that PICK TICKET is checked for each line item (not PO). 8. Requisition House Cleaning It is important that all Finance Clerks monitor the status of requisitions they have entered. In order for the Financial Services office to close the books at month-end and year-end, there should be no requisitions in a status 2-Created or status 4-Allocated. It is recommended that all Finance Clerks review their requisitions each week and take these actions: Status 2-Created Any requisition in this status should either be completed (add line(s)) and released or deleted. Status 4-Allocated Any requisition in this status should be released or deleted. Status 1-Rejected The books can be closed even if status 1 requisitions exist. Status 1 requisitions cannot be deleted without first activating the requistion. Then click on the delete button. If possible, though, please make corrections and release. 26

51 Purchase Order Receiving Revised February 2016 for Munis Version 10.5

52 Table of Contents Table of Contents... 2 PURCHASE ORDER RECEIVING... 3 Notes about PO Receiving...3 Understanding the Information on the Receiving Records...4 Receiving One Line at a Time...5 Using Quick Receipt...7 Quick Receipt Select Lines... 9 Quick Receipt Select Partial Other Ways to View Receiving Records

53 PURCHASE ORDER RECEIVING In KISD deliveries of goods and services will be recorded in MUNIS via the Purchase Order Receiving function. To receive on a Purchase Order, enter the PO Receiving File Maintenance program. Financials Purchasing Purchase Order Processing Menu Purchase Order Receiving The following screen will appear: Notes about PO Receiving Users intuitively believe that they should FIND a PO in this screen and then add a receiving record but this is NOT correct. Selecting FIND on this screen is asking for receiving records to be found and if there are no receiving records for the PO# entered, Munis will return a message at the bottom of the screen. This is an excellent way to check to see what receiving, if any, has been done on a PO. The message means there are no receiving records. It does NOT mean that your PO is lost! 3

54 Understanding the Information on the Receiving Records If a user is not certain what receiving, if any, has been done on a particular PO, clicking Find and entering the PO # (leaving the line# field blank) is the way to determine the answer. As discussed above, if Munis returns the No records found. message it means that there are absolutely no receiving records for that PO. If there has been receiving done on the PO, Munis will return all receiving records and it is important that the user understand the information Munis provides so that they will know what has been received and what has NOT been received on each line of the PO. When asked to Find all receiving records for PO returns the screen below. 4

55 Before any payment is made on a PO the user may edit and even delete receiving records. After a payment is made on the PO, editing/deleting receiving records is not possible..but additional receiving records can be made. Receiving One Line at a Time Step 1. Choose the ADD tool button and enter the following information: (NOTE...be sure to use the <TAB> key to move from field to field. Using the Enter key will accept the receiving record before it is complete.often resulting in a receiving record where a quantity of ZERO has been received.) 5

56 FIELD FISCAL YR PO Number Line# Vendor Item Bid Number Description Quantity Ordered/ Received Date/Remaining Received Quantity Dollar Amount Date Packing Slip# DESCRIPTION Normally accept the default. Enter the PO number in this field. The drop-down is available to query all outstanding, open POs for the fiscal year defined in the Fiscal YR field above. The detail line number representing the received material or service. The drop-down will display all lines within the selected purchase order. Will default to the vendor on the purchase order. There is no access to this field. There is no access to this field. Katy ISD is not using the Bid feature within MUNIS. The item description from the Purchase Order Line will display here. There is no access to this field. These fields are display fields, which the system will update once the PO and Line # are entered. Enter the exact quantity received. You can enter decimal places. This field should not be left blank, as the quantity entered here will also update the Receiving table. This allows the system to track the quantity received and remaining for the PO line. The exact dollar amount of the order received. In theory, this should be the invoice dollar amount; however the amount may vary due to a difference between the Quantity ordered and delivered, or between the PO amount and the delivered amount (full delivery). An entry here also assumes that the delivery included an invoice. A packing slip would not ordinarily show an amount. Munis calculates the dollar amount and under most circumstances this should NOT be changed by the user. Enter the date received. The system will default to today s date but this can be changed. Enter a packing slip number in this field, if included. Fix Asset# This is the fixed asset number for each purchase order line number received, if applicable. By (user-id) The system will input the User ID. There is no access to this field. Comments Internal comments that are part of the receiving data. Optional. These comments do not print on the AP Invoice Liquidation Proof or the check stub. ClosePO Place a check in this block to communicate to the A/P department that the PO may be closed. Returned Tab Returned Quantity (Returned Comments) This field is informational only. The returned quantity does not affect the open PO. This field allows for a log of shipments that were returned but are expected to be re-shipped at a later date. Internal comments explaining why the order was returned. Step 2. Choose the OK tool button when complete. Step 3. Repeat steps one and two for each PO line that you wish to receive. 6

57 Step 4. Once the user has finished adding receiving records for a particular PO the user should then use the attach icon to add the packing slip(s). Attach the packing slip to the receiving record of the first line to which the slip applies. For example If packing slip #ABC pertains to lines 1, 2 and 4 then attach it to the receiving record for line 1. Then attach packing slip #DEF, which pertains to lines 3, 5 and 6 to line 3 s receiving record. Attaching packing slips in this matter will greatly assist Financial Services, as they will not have to look through all 6 receiving records to find two packing slips. Using Quick Receipt If you have a purchase order that has many lines, you may use the receive on many lines at once. option in order to PLEASE NOTE: Any receiving records created in will reflect a Receipt Date which is the same as the date the Quick Receipt is being done. If the Date of Receipt is prior to today, should not be used. Step 1. Open the Purchase Order Receiving module. Step 2. Select Quick Receipt 7

58 Step 3. On the next screen enter the PO Number and click ACCEPT to locate the correct purchase order. All the lines of the PO will be shown and on each line the user is able to see the quantity ordered, quantity received to date, and the quantity remaining to be received, if any. 8

59 Quick Receipt Select Lines Step 1. Select the option to see all lines and then receive in full or partially on those Step 2. If Full is chosen, the system will receive the entire remaining quantity. If Partial is chosen, the following screen will appear, allowing the user to enter the quantity received. 9

60 Step 3. Enter the quantity received, then Click ACCEPT to return to the Purchase Order Receiving Screen. 10

61 Step 4. Once either Full or Partial has been check on the appropriate lines, Click ACCEPT Step 5. Then click (upper left) to complete the Receive action. Step 6. If you have a packing slip (or receipt) click UPDATE, complete the Packing Slip # field and then click ACCEPT. (upper right corner) Step 7. Click the Close the Window button to return to the Purchase Order Receiving screen. Step 8. Use the ATTACH icon to add the packing slip(s) to the receiving record. 11

62 Quick Receipt Select Partial Step 1. If the user wishes to receive on just one line quickly then click, highlight a particular line then select. Then the user may enter the quantity received for that line and then click Accept. Step 3. Step 2. The user may repeat step one for all of the lines for which they wish to receive. Step 4. Then click the Receive button to complete the Receive action. Step 5. When done, click the Close the Window button to return to the Purchase Order Receiving screen. NOTE: Attachments cannot be added while in the Quick Receipt screens. If, after finishing a Quick Receipt you have a packing slip to attach.from the Purchase Order Receiving screen, FIND the PO and Line receiving record just made.and then attach the packing slip to it. 12

63 Other Ways to View Receiving Records There are several ways for any user to view the receiving records for a given PO while in a module other than the PO Receiving module. 13

64 KATY INDEPENDENT SCHOOL DISTRICT PURCHASE ORDER CHANGE ORDERS MUNIS - End User Version 10.5 February

65 Table of Contents Purchase Order Change Orders..3 Determining the status of a PO Change Order. 4 Making changes to the PO Header. 7 Making changes to existing Line Items on the PO...8 Adding a new Line IItem to the PO. 9 Releasing the Change Order for Approval...11 Additional Buttons 12 Change Order Housecleaning 13 2

66 PURCHASE ORDER CHANGE ORDERS Financials Purchasing Purchase Order Processing Purchase Order Change Orders The Purchase Order Change Orders program allows a user to make changes on a purchase order that he/she has rights to maintain. The finance clerk must initiate a change in the Purchase Order Change Order screen whenever: The total dollar amount of the PO increases by more than $50 because of an increase in the quantity ordered or an increase in the price of an item(s) ordered or another line (freight/shipping) needs to be added The description on a item changes (model B is substituted for the model A that was ordered) The budget code needs to be changed The vendor needs to be changed The ship-to needs to be changed A VENDOR SOURCING NOTE explaining what was changed should be entered for all Change Orders Since many vendors are set up to have PO s automatically ed to them a VENDOR SOURCING NOTE needs to be added that explains the reason for the change and instructing the vendor to NOT DUPLICATE THE ORDER. For the vendors that are not set-up for automatic ing the VENDOR SOURCING NOTE will insure that the PO is handled in the way you need. (i.e. please forward PO to vendor or no need to send PO to vendor etc.) Be sure to select Print on PO. A Purchase Order Change Order is not needed if the total cost is decreasing (quantity ordered or price each is being reduced). Nor does a change order need to be done if the Financial Services Office needs to process an overage of less than $ As with all requests, once a Change Order has been entered remember to release it into workflow, as the change order will go through the same approval process that requisitions do. Change orders need to be approved and posted quickly because no payments can be made on a PO while a change order is pending. This program allows access to POs that have not been closed, that is POs with a status of: 6 Posted or 8 Printed With the proper permissions, it allows changes to such POs within limits established in MUNIS (e.g. the user cannot cancel a closed PO). 3

67 Determining the Status of a PO and/or Change Order Financials Purchasing Purchase Order Processing Purchase Order Change Orders Click Find and enter the PO number Click ACCEPT When a PO is in status of 6-Posted or 8-Printed your screen should look like this: N-None next to the change order field and 1of 1 indicating that a change order is not currently pending. 4

68 IF a change order IS already pending on the PO you will see Record 1 of 2 at the bottom of the screen. Record 1 is the original PO and is identified by the two arrows at the top of the screen pointing to Original. 5

69 Record 2 is the pending change order, as identified by the two arrows at the top of the screen pointing to Change Order. (User may toggle from record 1 to record 2 and back again using the left and right arrows at the bottom of the screen.) While Record 2 (the change order) is on the screen, an APPROVERS button will appear at the bottom right. One can see where the change order is in the approval workflow by clicking on this APPROVERS button. While Record 1 is on the screen, the APPROVERS button when clicked will not display this information. While a change order is pending, no other change order may be created on the same PO and the Financial Services Office is not able to make any payments on the PO. If a change order s status is REJECTED.no payment may be made on the PO and no further change orders may be created on the PO. Therefore it is very important that change orders NOT be left in a rejected status. User should read any rejection note (which can be seen by clicking the APPROVERS button), then delete the rejected change order then, if necessary, create AND release a new change order. If no change order currently exists on the PO then Record 1 of 1 will appear at the bottom of the screen. User may commence creating a change order on the PO. 6

70 Making Changes to the PO Header If Needed (i.e. Changing the vendor number or ship-to address) Financials Purchasing Purchase Order Processing Purchase Order Change Orders Click Find and enter the PO number Click ACCEPT Once the original PO is found Click UPDATE Tab to the field that needs updating make the necessary changes Click and enter the purpose of the Change Order (i. e. correcting ship to address or changing vendor number). Also add special instructions to the vendor such as DO NOT DUPLICATE ORDER. Click ACCEPT When all changes to the Header are done click the button (upper left) to release the changed PO into the approval workflow. ( Note If changing only the Header information the PO will not need approval by principals or department heads. It will flow directly to the designated buyer for approval.) 7

71 To Make Changes to the Existing Line Items of the PO (Update the budget code, Update the line item description, Update the unit price, Update the quantity ordered, etc ) Financials Purchasing Purchase Order Processing Purchase Order Change Orders Click Find Click ACCEPT and enter the PO number (DO NOT CLICK UPDATE IN THIS SCREEN UNLESS YOU ARE CHANGING THE HEADER THEN SEE THE INSTRUCTIONS ON PAGE 7) Click on the upper left of the screen. Use the right arrow at the bottom of the screen to go to the line you wish to change. Click the Update button In the Journal Information section add a short description of the change being made (i.e. change budget code or updating unit price etc ) (Note this is in addition to the Vendor Sourcing Note that needs to be added explaining the change being made and instructing the vendor to Not Duplicate the Order ) Tab to the area that needs updating, make all needed changes and click accept Close the window 8

72 Once you are back in the Header Screen Click and enter the purpose of the Change Order (i. e. changing budget code, changing price, changing quantity, etc ). Also add special instructions to the vendor such as DO NOT DUPLICATE ORDER. Click (upper left) to release the changed PO into the approval workflow. To Add a New Line to the PO Financials Purchasing Purchase Order Processing Purchase Order Change Orders Click Find and enter the PO number Click ACCEPT (DO NOT CLICK UPDATE IN THIS SCREEN UNLESS YOU ARE CHANGING THE HEADER THEN SEE THE INSTRUCTIONS ON PAGE 7) Click on the upper left of the screen. Click the ADD button In the Journal Information section add a short description of the change being made (i.e. Adding additional items or adding shipping, etc.) (Note this is in addition to the Vendor Sourcing Note that needs to be added explaining the change being made and instructing the vendor to Not Duplicate the Order ). Tab to the Detail sections of the screen (Note the Purchase Order section in the upper right will automatically populate with the FY, Number and line.) 9

73 Tab through and complete the Detail and Miscellaneous section and the budget code. Click accept when finished with the added line. Close the window. Once you are back in the Header Screen Click enter the purpose of the Change Order (i. e. add additional line item(s)). Also add special instructions to the vendor such as DO NOT DUPLICATE ORDER. Click the button (upper left) to release the changed PO into the approval workflow. 10

74 Releasing the Change Order for Approval After creating a change order as described above, you will need to release the change order for approval. Approval is needed when you have changed an amount, detail or general ledger allocation. When ready to release the change order for approval, click at the upper left of the main PO Change Order screen. This will send notification to the first level of approval required. Ultimately, the approval process will move its way along to the designated Buyer within the Purchasing Department for final approval. Anyone with the right to approve the change order also has the permissions to REJECT the change order as well, if needed. Once fully approved, the change order will take effect and the purchase order will be updated accordingly and available for invoicing. When accessing a changed PO in PO Inquiry, the latest version of the PO will be visible on the screen. An image of the original PO and each Change Order will be visible in Tyler Content Manager (paperclip icon). The Change order, when printed, will have the same first 8 digits as the original PO but the xx on the end will increment with each successive change order. For example, the first change order on PO will be numbered A second change order to the PO willl be number , and so on. 11

75 Additional Buttons There are several buttons on the left side of the Purchase Order Change Order Screen. The Line Detail button, opens a screen that allows the addition of lines to the PO or the edit of existing lines on the PO. The Notes button will allow the user to see all notes associated with the PO including any rejection notes. The Audits button allows the user to see the history of the PO, such as when the PO was converted. All the remaining buttons on the left.should not be used by the Financial Clerk. No Financial Clerk is allowed to Cancel, Close or Re-Open PO s. Only Financial Services has those permissions. 12

76 Change Order Housecleaning The district has a legal responsibility to pay our vendors promptly. Since payments cannot be processed on PO s that have a change order pending on them, it is imperative that no change orders be left out there in a created, pending, or rejected status. It is recommend that at least weekly each Finance Clerk open the PO Change Order program and find any pending change orders for which they are responsible. This is done by clicking the Find button, entering the Dept/Loc code, selecting the CHANGE ORDER radial button then clicking Accept. If there are no change orders for the criteria entered currently being processed, Munis will return a message in the lower left that No records were found that satisfy the selection criteria. 13

77 Any change order that has not yet been posted will appear. If there is more than one change order in process for the Dept/Location, the user may use the left and right arrows to scroll through all such change orders. Finance clerks should: 1 - Release change orders into the approval workflow when the change order is created. 2 - Follow up with the Principal or Department Head to ensure they approve any change order. 3 - Delete any rejected change order then create and release a new change order if necessary. 4 - Any change order with an APPROVED status has just been approved by a buyer and will soon be posted and printed. No action by the finance clerk is necessary. 14

78 KATY INDEPENDENT SCHOOL DISTRICT PURCHASE ORDER INQUIRY MUNIS - End User Version 10.5 February

79 PURCHASE ORDER INQUIRY MUNIS provides the District with the Purchase Order Inquiry screen to allow for end users to view their respective purchase orders. The PO Inquiry screen does not allow the user to add, update or delete either records or information. It is inquiry only. The user can use this module to see all the information related to any Purchase Order they have authorization to view, including all attachments (including those attached to the requisition), all receiving, invoices, and notes. Financials Purchasing Purchase Order Inquiry and Reports Purchase Order Inquiry Use the Find button to locate the PO or PO s you are interested in. Your search can use any or all of the criteria listed on the PO Inquiry Find screen: 2

80 FIELD Dept/Loc GL Effective Date Fiscal Year/Period PO Number General Commodity MAIN TAB DESCRIPTION This field defaults from the department code that is established in your user profile and displays the department that initiated the order. This is the date the transaction affects the general ledger. This is the fiscal year and period for the transaction. The value can be the current or next year. The default value for the fiscal year and period is the value of the Default Year/Period field in GL Parameter FM. This is the purchase order number for the items or services. Displays the general commodity grouping for the Requisition. 3

81 FIELD General Description Entered Needed By Expire Last Changed Status DESCRIPTION This field shows the contract number/name associated with the purchase. This date will automatically display the date on which the PO was posted. This field is typically left blank. The date by which the goods or services on this PO are needed. This is an optional, information-only date field. MUNIS does not process or prioritize based on this date. This is the date the purchase order expires. The date the purchase order was last changed/updated. The second box indicates the number of times that the purchase order has been changed. The Status box displays the current status of the purchase order: 1-Rejected 2-Created without the general ledger detail complete 4-Allocated (The expense accounts have been completely entered and the purchase order is ready for posting.) 5-Released 6-Posted The following status codes do not appear in PO Entry/Proof, but do appear in Purchase Order Inquiry and Purchase Order Maintenance. 0-Closed 8-Printed 9-Carryforward purchase order The program updates the value of the Status box as the purchase order moves through the process. Allows you to review any receiving records related to this purchase order. Allows you to review any AP invoices related to this purchase order. Allows you to review any notes related to this purchase order. Vendor Committed Vendor PO Mailing Vendor Address Vendor Remit # Ship-To Code Reference The vendor to whom the Purchase Order will be sent. Indicates that the vendor is designated as a sole source for the commodity. The information in Vendor Maintenance provides the default value for this box. This field will be rarely, if ever, populated in KISD. The vendor's address to be used for mailing the purchase order. If there are multiple addresses for the vendor select the button for a list of valid addresses. Double click on the desired address and the PO Mailing address number will be automatically updated. Note: If multiple addresses exist for a vendor, the 0 address (the primary address on the vendor master) will default as the PO mailing address and remittance 1 will default as the vendor Remit for check mailing. The mailing address for the purchase order and defaults from the vendor mailing address selected in the PO Mailing field above Vendor remit number: This is the code for the Vendor address(es). As above, this defaults to zero if the vendor does NOT have any additional remit addresses, otherwise it defaults to 1. The address to which the goods will be sent to. Used for entry of a line of information concerning where, how, or to whom the requisitioned goods are to be shipped. It prints below the Ship-To address on the PO. 4

82 FIELD Discount % Days to Discount Days to Net Freight Method/Terms Bill-To Code Special Handling Review Type Requisition Contract Notify Originator of Overages TERMS/MISCELLANEOUS TAB DESCRIPTION Displays the discount extended by vendor. KISD does not use this field. Indicates the number of days during which the vendor's discount can be applied. The program enters the default value for this box from AP Vendor Maintenance. The number of days for the invoices to be paid before interest is charged. Defaults from the Vendor File. The Bill-To Code defaults as the Accounting Office. This option is to be used for special handling requirements associated with the PO. This field is set to N-None to indicate there is no special processing for this PO. KISD will not be using this field. This list indicates the type of PO. The PO type can be N-Normal B-Blanket: encumbers funds for a department for future use D-Dept/Emergency: automatically creates a purchase order number from the requisition (with proper permissions) E-Exported: Used in conjunction with EVA RFP/Bid: A requisition that will be used to elicit a bid response Defaults to N-Normal. The related requisition number. If this PO results from Contract processing through Purchasing, this is the Contract Number. You may also view the contract by clicking on the This will be unchecked per policy.. Construction only. 5

83 There are several selections available on the upper left side menu. Most will be rarely used by KISD Finance Clerks. The user may hover the mouse over each one to see what can be queried with a particular selection. Of these choices the the Lines on the PO. selection will be used most often. This selection will show 6

84 Fiscal Year, Number and Line Quantity Commodity Inv Item/Location Unit Price UOM Freight Discount % Credit LINE DETAIL Displays the Fiscal Year, Requisition Number and the line number on the requisition when created from a requisition. Entered automatically as line items are added. There is no access to these fields. The order quantity for a single line item on the PO. The program multiplies the number entered here by the Unit Price of the line item to calculate the net cost. This is the type 4 Detail, Commodity Code. This Commodity Code is a more detailed code for the actual item being purchased. Displays the related warehouse inventory item information, if any. The unit price of the goods or services specified on the line item. The program multiplies this amount by the Qty number to calculate the Line item total field. The unit of measure to be printed for the line item. If the item is in Commodity Codes, the description will default and must be updated by the Buyer. Note: This field is descriptive and in no way affects the calculation of the Item Total. In KISD this field will typically be blank. Displays the prompt payment discounts extended by the vendor. Used to record a trade-in or credit. When entered, the program reduces the Line item total by the credit amount. This field prints on the PO. Explain any reason in the Description field. This field allows entry of a credit of up to 9, or until the Line item total is reduced to 0. The system will not allow the credit to be greater than the line item total. An example of a valid credit is a trade-in used for a vehicle purchase. This will show the detail of the value of the trade-in on the purchase order and purchase order history. This MUNIS-calculated field contains the total dollar amount for the line item purchase. Line item total Description The long description for the line item that will print on the PO. This field accepts up to 200 characters (that is five lines of 40 characters). All detail lines will print during an Output. Add Desc/Notes Additional information about this line can be entered here, and can print on the PO. A yellow folder here indicates there is a secondary screen of text; gray indicates that no text exists. To view the text, click the button. Manufacturer KISD does not use this field. Manufacturer Item No. KISD does not use this field. Vendor item no. Does not display information Box This information is maintained on the Vendor file, the commodity code table and the Object Code table to capture 1099 information and will default accordingly. Fixed Asset This information is maintained on the Object Code table and Commodity Code selected to capture Fixed Asset information and will default accordingly. Request by The user id of the individual requesting the item. This would be a person in the department from whom the PO is being issued. Receipt Notification This will be blank. Required by This is the date by which the goods or services on this PO are needed. Dept/Loc This is the department/location code of the requesting department. Bid The District will not be using the Bid Module. WO number This field will be blank. The District will not be using the WO module. WO Task This field will be blank. The District will not be using the WO module. Notify Buyer This check box directs the program to notify the buyer when the item is received. The user will receive notification via and must have a valid address in their user id permissions. This will be unchecked. Account Code The Account Code for the expense account to allocate the cost of the line item. The Account Code will default from the Buyer s Department Code but must be changed to the correct Account Code. Description The description of the account will display in this field. Amount Defaults to the total value and assumes the cost of the line item is being allocated to a single expense account. Bud This will display an A if an account is over budget and an authorized user over-rode the budget to allow the over budget condition. 7

85 KATY INDEPENDENT SCHOOL DISTRICT VENDOR INQUIRY MUNIS - End User Version 10.5 February

86 VENDOR INQUIRY Financials Purchasing Purchase Order Inquiry & Reports Vendor Inquiry The Vendor Inquiry program displays the vendor file used by the Accounts Payable, Purchase Order, and Requisition programs. Use this program to view vendor data and information. This program is inquiry only. You will not be allowed to Add, Update or Delete any vendor records or information. Please note that there are five tabs of information on the vendor record: Main, General, Miscellaneous, Contacts, Certifications. 2

87 MAIN TAB ITEM Vendor Alpha Status MAIN TAB DESCRIPTION The MUNIS Vendor number. New vendor numbers will be assigned automatically by MUNIS in numerical order. Purchasing will omit the from the beginning of the vendor name as MUNIS provides for Vendor record queries by name. Since the official name of many vendors begins with "The" or a similar word, a second field Alpha is provided for the entry of that part of the name to query. In most cases, the entry in this field will be the official vendor name without the "The." If the vendor is a person, Purchasing will enter their name as last name, first name. For companies that use acronyms, such as UPS, the acronym will be entered here. The vendor's status. Options are: Active - Indicates a current and established vendor. Inactive - Provides a warning during invoice entry that the vendor is inactive One Time Pay - Indicates a vendor number used one time to pay multiple recipients. Stop - Does not allow use of this vendor during requisition, purchase order or invoice entry. Vendors with a status of stop may be assigned to commodity codes using the Vendors button on the left side menu in Commodity Code Maintenance. Temporary - Signifies that this vendor is only to be used for a short period of time and then deleted. This is informational only. Bidder - Identifies that this vendor is not yet an established vendor but only a bidder. A bidder status does not prohibit entry of purchase orders and invoices. Self Service Vendors who enter their information through the vendor self service web site are assigned to a status of self service. Once the Purchasing Department has reviewed the vendor information for accuracy, they will update the vendor status to stop. Vendors with a status of self service cannot be used in requisition, purchase order or invoice entry. 3

88 ITEM Entity Type Reason Company Name DBA Address/Zip Code/ City/State/Country/Foreign Entity WWW SSN/FID/DUNS DESCRIPTION Will not be used by KISD. Flagging of this vendor record as one of the vendor types as established by the Purchasing department. The reason for the vendor's status. Reason codes are defined under Vendor Status Reason Codes in Miscellaneous Codes and are maintained by Purchasing. No Fields currently listed in drop down. The full, official vendor name, as would appear on the W-9 form. The "Doing Business As" name, if any. Street number/box number, Zip Code, City, and State, are required. Foreign Entity and Country are optional. This is considered address zero and is the primary (default) address for purchase orders. The first address entered using the Remits button is the default address for accounts payable payments and is only entered if different than the primary address entered here on the General Tab. address that purchase orders can be ed through MUNIS or contact address. The website address of the company. The employer identification number. If the Vendor is a 1099 Vendor enter the SSN or FID Number. These fields may be hidden from you based upon permissions. The buttons on the Main tab (right side) include: Click to access the Vendor Performance File Maintenance program in which you can view information on a specific vendor's performance. This button is not accessible if the vendor status is one-time pay. This option displays only in inquiryonly mode. Click to view commodities for the selected vendor. This option displays only in inquiry-only mode. Click to view remittance addresses or additional purchase order mailing addresses. An unlimited number of remittance addresses may be entered for each vendor. If any additions, updates, or deletions are made to a vendor's remit address, the changes are displayed in the Vendor Maintenance Audit List/Purge program. 4

89 GENERAL TAB ITEM Discount Percent General Tab DESCRIPTION The discount percentage offered by the selected vendor, if applicable. Days to Discount The number of days from the invoice date to receive a vendor discount, if applicable. When entering an invoice for a vendor with a discount, the discount date is calculated automatically by adding the number of days to the invoice date. Minimum Order The minimum order amount that this vendor allows. This amount is for reference only. Days to Net The number of days allowed from invoice date to pay the full invoice. When entering an invoice for this vendor, the due date is calculated automatically by adding this number of days to the invoice due date. Freight terms/method The vendor's usual method of shipping. When a purchase order is entered for this vendor, these freight terms appear automatically on the screen for printing on the purchase order. Freight Percent Will not be used by KISD. Use/Sales Tax Percent Will not be used by KISD. Use Tax Vendor Will not be used by KISD. A/P retainage status Retainage settings controlled by A/P department. Never retain is the default Vendor/Default Check marked if a 1099 vendor and Purchasing will enter the 1099 default box from the drop down list. The 1099 default code must exist in AP code file from AP miscellaneous code table. W-9 Sent/Received Check marked when the W-9 is sent and received and only if applicable. Payment Receipt Shows how the vendor will receive payment for goods/services. ACH Override ACH settings controlled by A/P department. Purchasing Delivery This is the vendor's choice for the purchase order delivery method. At least one method must be Method checked. When a vendor is added to the database the default value is Print. The vendor is able to change this at anytime via Vendor Self Service. Purchasing may also make changes here. If is selected, the box on the Main tab must be populated. These options are not accessible when the vendor status is one-time pay. Payables Delivery Method KISD does not use the Fax function. Select only Print or , preferrably . The payment method: printed check, fax, or . The default selection is printed check. At this time in KISD, only the Print option should be used. 5

90 Miscellaneous Tab ITEM Default Account Default Alloc Code Class Performance Geographic County Code AR Customer Separate Checks Payroll Employee Payroll Hire Date Miscellaneous Tab DESCRIPTION A default account number to be associated with a vendor. When a vendor is selected in Invoice Entry/Proof, PO Entry/Proof, or Requisition Entry, this number is the default account number value. Verify the account type is correct for the account being entered. E-Expense will default. Shift-Tab on the keyboard to change the default. If a default exists in Inventory Item File Maintenance (org, object, project) or Department Code FM (org), it replaces the default in Vendor Maintenance. Allocation Codes will not be used at Katy ISD although they may be used in the future. The vendor class code. Vendors can be selected by class code for inclusion in the Vendor Invoice List and Vendor Fiscal Year Summary Report. Vendor class codes are created in AP Miscellaneous Codes by the Purchasing Department. The vendor performance rating code to rate the vendor s performance. Vendor performance codes are created in AP Miscellaneous Codes by the Purchasing Department. The geographic code classifying the vendor's geographic location or service area. Vendor geographic codes are created in AP Miscellaneous Codes by the Purchasing Department. Will not be used by KISD. The customer number, if this vendor is also a customer in the Accounts Receivable module. This permits reporting of vendors who have a delinquent accounts receivable balance. AR customer numbers for vendors are created in the Accounts Receivable module. If checked, indicates that each invoice should be paid with a separate check. The value entered in this box is the default value in the Invoice Entry/Proof Separate Check field, but you can change this. The employee number, if this vendor is also an employee of your organization. This is for reference only. Payroll employee numbers are created in the Payroll module. This date pulls in 1099 vendors for the Payroll New Hire report. This box is only accessible if the 1099 field is selected on the General tab. The SSN box on the General tab must also be completed. Your permissions may hide this field from you. 6

91 ITEM DOB Minority Business Information DESCRIPTION The date of birth associated with the selected vendor record. DOB is a searchable field. Shows if vendor is HUB certified. The default Expense Account and the default Allocation Code will not be assigned on the vendor file at this time. KISD has the option of using the Class and Geographic Codes as needed. If the vendor is also an Accounts Receivable Customer in MUNIS, the Customer Number may be entered for reference purposes. Separate Checks will be left blank as a default. Separate checks may be commanded at the AP Check run stage for special requests. Contacts Tab ITEM Contacts DESCRIPTION Information for vendor contacts. Multiple contacts may be entered. 7

92 Certifications Tab Used to view certification notes. 8

93 The Side Buttons Select to sort vendor by number, alpha name, or type. 9

94 When viewing a particular Vendor s record, Select will appear: and the following screen Select any combination of Year/period, Status, or PO number to find the PO s which have been issued to the vendor. A window showing a list of the PO s found within the search criteria will appear. Choose particular PO on that list to view a specific PO. 10

95 Select and the following screen will appear: Make your selection to see a summary of the G/L accounts used with PO s to this particular vendor. 11

96 Select and the following screen, showing a history of the changes made on the vendor record, will appear: The selection will not be used by KISD. 12

97 VENDOR ATTACHMENTS A W9 and Debarment Form must be received prior to any vendor being added to the MUNIS Vendor Database. Additional attachments could include: Proof of Liability Insurance Signed Liability Insurance Waiver Independent Contractor and or Services Documents To View Vendor Attachments Click the icon. 13

98 Select the type of attachment Click 14

99 KATY INDEPENDENT SCHOOL DISTRICT REFUND REQUESTS & PETTY CASH MUNIS End User Version

100 Table of Contents Table of Contents... 2 REFUND REQUESTS & PETTY CASH REQUESTS... 3 Entry of a Refund Request or a Petty Cash Request...3 2

101 REFUND REQUESTS & PETTY CASH REQUESTS Financials Purchasing Purchase Order Processing Requisition Entry Departments and campuses will initiate refund requests and petty cash requests with the entry of a requisition record in MUNIS. It is important to note that a Purchase Order will not be printed as a result of these types of requests. Your converted requisition number and the resulting purchase order number will be your reference. Using either of these numbers, you can quickly pull up your related item record within MUNIS. Please note that there are two different forms for requisition entry: the standard MUNIS Requisition Entry screen and one designed specifically for Katy ISD (this form is named KISD). The instructions below follow the KISD requisition entry fields. The KISD form is simply a shorter version of the standard MUNIS requisition entry screen, with fewer fields included. Entry of a Refund Request or a Petty Cash Request As mentioned above, there are two requisition forms available to the Katy staff. You should always use the KISD version (not just for petty cash or refund requisitions), as it was specially designed to not only capture the requisition information required by the Purchasing staff, but is also scaled down to make your entry of the requisition faster. On the left hand side of the screen, the top button is the button. This button allows you to choose which requisition form you wish to use during requisition entry. Selecting this button will bring up the following screen: Mark your selection and hit the OK button. You should now see the version of the screen that you just selected. (Note: If the Help Desk before continuing). option is not available to you, please contact the Technology 3

102 To enter a new Refund/Petty Cash Requisition: Step 1. Choose Requisition Entry from the Purchasing Menu, if you are not on the correct version click the entry. Step 2. Then choose ADD button and choose the version you wish to use for on the following screen. NOTE: Before you begin entering information on a requisition, please enable CAPS LOCK so all characters appear in UPPER CASE. Step 3. <Tab> through the fields until the cursor returns to the General Commodity Code field. FIELD Dept/Loc Fiscal Year Req# General Commodity DESCRIPTION Based upon the user MUNIS ID setup, the user s department code will appear in this field. The KISD user will normally accept this department. The user will accept the default unless directed by Financial Services or the Purchasing Department to change it. The system will assign a Requisition number upon entry. This number will represent the Requisition and will be the link to its Purchase Order upon conversion. The user will accept the Requisition number assignment. Please type in the commodity code 350 or select It from the FIELD HELP button. This is required by Katy ISD! Selecting any other commodity code on a refund requisition will result in the requisition being rejected. 4

103 FIELD General Description Status Entered (Date) Vendor DESCRIPTION Since this description pulls in as the description on the check it should be changed to identify the reason for the refund or Petty Cash for SEPT. Please change it accordingly. This is required by KISD. You will not visit this field. It will be updated by the system during processing. 2 indicates the Requisition has been Created without the general ledger portion of the Requisition filled in or completed. 4 indicates the Requisition has been Allocated (i.e., the expense account(s) has been completely entered and the Requisition, the funds have been pre-encumbered on the general ledger account, and is ready for release); 6 designates the Requisition as Released for approval; 8 designates an approved Requisition. 1 indicates the Requisition was rejected by an approver or canceled. 0 represents a converted Requisition. This date will automatically display the date in which entry takes place. KISD users will accept the default The general notes function allows a user to enter either notes manually or by importing a Standard Note. General Notes will not appear on a printed copy of the Purchase Order since no PO will be printed as a result of the Refund/Petty Cash requisition process. However these notes will remain on the Requisition Entry screen and if the Print on PO box is checked they will show on the File Copy of the PO stored in TCM. Please enter any internal KISD notes here. For example, FIELD TRIP CANCELED DUE TO HURRICANE IKE. Please select the appropriate designated Refund Vendor from the pull down list. Refund/Petty Cash requisitions will not be approved until the proper vendor is assigned to a requisition. To select a vendor from the VENDOR FILE, click on the FIELD HELP button at the right of the Vendor field. This allows you to search for a vendor (see below). After defining your search and hitting Enter, a list of vendors appears. Double click on the vendor from whom you would like to purchase goods or services. Note: All Refund Vendors will start with your dept/ campus code. Petty Cash Vendors will be your petty cash custodian. If you are entering a Petty Cash Reimbursement, skip ahead to page 13. Step 4. To search for a refund vendor, click FIELD HELP your campus/dept. code in Vendor Alpha and choose ACCEPT below: next to the Vendor field, enter, as shown 5

104 Hint: Since all refund vendors will begin with your campus or dept code, if you define your Vendor Help screen exactly as the one above is defined (using YOUR campus/dept code), you will quickly locate the established refund vendor for your campus or department. MUNIS will display the list of refund vendors available. Select the refund vendor for your campus or department based on the type of refund. 6

105 Step 5. Choose the desired Refund Vendor by either double clicking on the vendor or by clicking once on the vendor and then clicking ACCEPT. The vendor information will then be populated on the requisition. Step 6. After selecting the Vendor, you will need to add the address of the person you wish to create the refund for (parent, student, etc.). Select the Folder icon, just to the right of the vendor number field: Step 7. Clicking on the yellow folder will bring up the following prompt: Step 8. The option Vendor Maintenance is already selected so simply leave it as is and hit OK. DO NOT CHOOSE THE ADD VENDOR OPTION. 7

106 This will bring you to the Vendors screen, where you can add the name and address of the refund recipient within the Addresses option. Refund vendors are the only vendors you will be able to add a remit address to all other vendors will be maintained exclusively by the Purchasing Department. Important: DO NOT HIT THE ADD BUTTON AT THE TOP OF THE MAIN VENDORS SCREEN. YOU ARE REQUIRED TO ADD A NEW ADDRESS TO AN EXISTING REFUND VENDOR VIA THE INSTRUCTIONS BELOW. YOU ARE NOT LOOKING TO CREATE A NEW VENDOR. IF A PARTICULAR REFUND VENDOR CANNOT BE FOUND, PLEASE STOP THIS PROCESS AND CONTACT THE PURCHASING DEPARTMENT. ANY REQUEST SUBMITTED WITH A NON- AUTHORIZED REFUND VENDOR WILL BE REJECTED AND RETURNED TO YOU. Step 9. Maintenance screen appears as seen above, select the link. The Vendor Addresses screen will appear. NOTE: There may be several remit addresses already attached to this Refund vendor. This is expected. Click BROWSE to first see if the name you need already exists. If not, to add a new name and address, click ADD at the top of the Remit screen. Your screen will look as follows: 8

107 Step 10. Within the Address Number field, hit the button and accept the next sequential remittance number. Write down the remit number, you will need it again in a moment. Enter in the recipient s name and address information as seen in the screen shot below. In the bottom portion of this screen, you will need to set the two Delivery Methods as follows: Payables Delivery Method set to Print Purchasing Delivery Method set to . The addres REFUND@KATYISD.ORG must be manually keyed in each time a remit is added. NOTE: Failure to change this bottom portion as outlined may result in a delay in the processing of your request. 9

108 Step 11. When you are finished, click ACCEPT address. to complete the addition of the new Your screen will now look like the screen shot below. MUNIS confirms that you have successfully entered a new address with a Records added message in the lower left hand corner. Step 12. Finally, click the both on the Remittance and the Vendor Maintenance screens to return to the requisition entry screen. 10

109 Step 13. <Tab> to the PO Mailing address field on the requisition and select the remit number you just created. Step 14. <Tab> to the Remit address field on the requisition and select the remit number you just created. Step 15. Hit Tab to accept the number. You can either type the number in directly or use the help button to locate the name and address you just entered. Step 16. Hit Tab. NOTE: Failure to Insert the remit number in both the PO Mailing field and the Remit field as outlined may result in a delay in the processing of your request. The sample directly below shows a requisition with the remit number ONLY in the remit field. The second example below (correct) shows a requisition with the remit number in both the PO mailing field and the remit field. Notice that the person s name appears twice and their address is shown. INCORRECT: CORRECT: 11

110 Step 17. You will leave the Ship To code as it defaults in. Step 18. Click ACCEPT to advance to the Line Detail screen, which appears as follows: Step 19. Click ADD to enter the required line item. Please then perform the following steps: The quantity defaults to 1 and hit tab Enter commodity code for refunds and commodity code for Petty Cash. Hit tab twice to tab through the Inventory Item and Location fields. Within the description field: 12

111 o For Refunds: add the descriptive text after the words REFUND FOR that describes what you are requesting the refund for. In our example, the description should be changed to say REFUND FOR CANCELLED MUSEUM TRIP. Please REMEMBER TO use all CAPS when doing so. o For Petty Cash Reimbursements: add the month after the words PETTY CASH FOR. For example, PETTY CASH FOR SEPT. Within the Unit Price field, enter the dollar amount for the refund or reimbursement. Step 20. Once the above steps are complete, <tab> to the bottom portion of the screen so that you may enter account codes. You can allocate to one or several accounts, as needed. MUNIS will perform a real time budget check at this point. Step 21. When finished, click ACCEPT to save the detail line. Step 22. Then click the in the upper right corner of the detail line item screen to return to the main requisition screen Step 23. Scan and attach any balance sheet, petty cash vouchers/receipts or back-up documentation for the refund to the requisition using the ATTACH icon. Note that appropriate backup documentation to substantiate a refund request MUST include proof of payment. Proof of payment must show that the money being refunded was actually recorded in a MUNIS deposit batch. It must identify who made the payment so that it can be ensured that money is being refunded to the correct individual. Money should NEVER be refunded to a student, always a parent, guardian, or other appropriate adult. Likewise, the refund request should be expensed to the activity account where the money was originally deposited. Step 24. Review the requisition to ensure that it is correct and complete before you release it. Step 25. When you are satisfied that the requisition is complete, select the button on the left side of the screen to release the Requisition into the MUNIS Workflow approval process. Now the status will change to 6 Released. 13

112 KATY INDEPENDENT SCHOOL DISTRICT BUDGET TRANSFERS & AMENDMENTS YEAR TO DATE BUDGET REPORT MUNIS End User Version

113 Table of Contents BUDGET TRANSFERS AND AMENDMENTS AT A GLANCE... 3 BUDGET TRANSFERS AND AMENDMENTS... 4 Budget Transfer and Amendment Entry...4 Update a Previously Entered Budget Transfer or Amendment YEAR TO DATE BUDGET REPORT AT A GLANCE YEAR TO DATE BUDGET REPORT

114 BUDGET TRANSFERS AND AMENDMENTS AT A GLANCE Financials Budget Processing Budget Transfers and Amendments Add Tab until you get to Journal reference 1, MUNIS will fill year, period & journal. MUNIS will fill Clerk once you have accepted this sreeen. Journal reference 1 = your initials Journal reference 2 = your org/campus Journal reference 3 = TRANSFER OR AMENDMENT (Transfer if it is in the same function, amendment if it is between different functions) Amendment Type defaults to 1, which is 99% of all transfers. See detailed instructions for other types, such as one sided. Accept, Tab. Enter your account.tab. Briefly describe the reason for transfer in the box by the account, Tab. Effective date will default to todays date, Tab Enter an I in the next box if you want to increase this account, Enter a D if you want to decrease this account Enter the amount you are increasing/decreasing WHOLE DOLLARS ONLY At any time that you are on the segments of an account you can click on the Add l Description box and add a detailed description on the reason for the transfer. This description is mandatory for amendments. (Attach to Line 1) When you exit this description screen it will ask you if you want to save. (Yes) (If you add Add l Description after completing all your other lines, you will need to save again by checking the green check ) Tab to the next line Enter the next line (s) until you are done (If you tab one time too many you will have a blank account line, click the green check Accept Exit this screen and return to the header screen Release again.) 3

115 BUDGET TRANSFERS AND AMENDMENTS The Budget Transfer and Amendments program allows you to perform current year budget transfers and amendments for simple expense to expense line item budget transfers to budget adjustments that require Board approval. Budget amendments will be entered on a decentralized basis. Campuses/Departments will enter budget amendment requests into MUNIS and will attach any supporting documentation using the Tyler Content Manager functionality. Notice that the MUNIS system does not differentiate between Transfers within the same function and Amendments between different functions. Therefore, it will be important for Campuses/Departments to correctly identify their changes in the Short description field on the Budget Header screen. Budget Transfer and Amendment Entry Only those fields in bold are required by MUNIS for processing. However, other fields may only be required by Katy ISD under certain circumstances. NOTE: Although you may be able to bypass a field which Katy ISD requires without entering any information, the field will still be necessary for processing. Failure to complete all required fields may result in rejection of or delay in processing your Budget Transfer. Step 1. Verify that your keyboard is set to Caps Lock (all capital letters) Step 2. Navigate to the Budget Transfers and Amendments Menu and the following screen will display: Financials Budget Processing Budget Transfers and Amendments 4

116 FIELD Clerk Step 3. Select the ADD tool button to enter a budget amendment request and enter the following information in the following fields: Fiscal Year DESCRIPTION This field is not accessible but will display the user that has created the Budget Transfer or Amendment. Katy ISD Campus/Department users will only have permissions to enter budget adjustments in the default (current) fiscal year and therefore only specific Accounting staff can change the Fiscal Year. Period Campus/ Department users will only have permissions to enter budget adjustments in the default (current) period and therefore only specific Accounting staff can change the Period. Journal NO ENTRY REQUIRED/NO FIELD ACCESS - MUNIS generates a transaction reference number from the General Ledger Journal Control Table. Journal reference 1 Enter your initials. Journal reference 2 Enter the Campus/Department code for the budget transfer that is being entered. Short description Type TRANSFER for changes within the same function. Type AMENDMENT for changes between different functions. Amendments between different functions will be held pending approval by the board. Use Additional Description button on the line detail for entering a concise and pertinent description of the transfer or amendment. This field is required. Effective Date This is the date that the transaction affects programs in the MUNIS system. This date does not affect processing (proofing or posting) of budget transactions. However, the program displays a warning if the date is outside of the current fiscal period. Typically, this date is the same for all detail lines in a journal entry, but it can be different from line to line. The date entered in this field should always be the date of entry. This box is accessible when you are adding an amendment or transfer and when you are updating an existing amendment or transfer. It is not accessible when you click Define. KISD users should accept the default unless otherwise instructed. Budget Year Code Campuses/Departments should only enter a budget year code of 1 in this field. Budget Year 2 code is used to make any necessary adjustments to carry forward budgets created from prior year encumbrances and only the Accounting Department will process these types of budget transfers. Entity Code NO ENTRY REQUIRED/NO FIELD ACCESS. MUNIS will always default this value to 1 since Katy ISD is not using multiple entity codes. Amendment type You are in the box that indicates whether the journal is a Budget Transfer, Budget Amendment, or Budget Appropriation Change/One-sided Budget Amendment. There are eight Amendment Types in MUNIS and Katy ISD will use Type 1 for Transfers within the same function and Amendments between different functions, Type 2 for Amendments that recognize revenue in conjunction with increasing expenditures and Type 3 for One-sided Amendments. For budget Transfers and Amendment Types 1, 2 and 3, the user will enter the budget adjustment amount and MUNIS will calculate the revised budget for the general ledger account. Type 1 From Expense Acct to Expense Acct or Revenue Acct to Revenue Account This is the type that Campus/Department users will enter for all line item budget transfers. Use Type 1 for routine budget transfers within the same function. Also use Type 1 for balanced budget amendments between different functions. Type 1 is the most common option. Type 2 - From Expense Acct. to Revenue Acct. Do not use this type for budget transfers. Use Type 2 to recognize a revenue budget in conjunction with increased expenditures, Type 2 is less common. Type 3 One-sided Amendment to Expense or Revenue Acct. This type will change fund balance. When using Type codes 1, or 2 the net amounts must zero-balance by fund. The header screen can be updated after entering line detail if the incorrect type was initially entered. NOTE: Routine budget transfers within the same function will process quickly through Budget Workflow. Budget Amendments between different functions and One-sided Budget Amendments, after necessary approvals, will be held in workflow by the budget office and will be posted to GL after board approval. On rare occasions a Type 8 transfer between different funds will be allowed. 5

117 FIELD Special Condition Amendment status DESCRIPTION Choices are Temporary, Recurring or blank. KISD will not use recurring budget transfers. MUNIS will default this value to blank. NO ENTRY REQUIRED/NO FIELD ACCESS This field displays the current approval level of the budget transaction. The following are the three field messages: Approved, Held, and Rejected. Step 4. After completing entry of the Budget Transfer Header fields click Accept and the Budget Amendment Detail Lines screen automatically appears as shown below: Step 5. Enter the details of your budget transfer in this screen. The Budget Lines screen fields are defined as follows: FIELD Account Type Account DESCRIPTION MUNIS defaults the Account Type to E xpense or R evenue. Enter the type of account to be adjusted. Options are R evenue or E xpense. To access this field, enter shift-tab. Enter the account number for the budget transaction line. You can enter an account directly into the account field if the account is known at the time of entry. To search for an account a single segment or multiple segments can be entered in the appropriate fields and then select the ellipsis to display a drop-down list of accounts in your search selection. You can then view the accounts, select the account by double clicking on your selection, and the account will be automatically populated in the field. 6

118 Step 6. Enter I to increase an account and D to decrease an account. ONLY INPUT WHOLE DOLLARS, NO CENTS. FIELD DESCRIPTION Description Enter the purpose for the budget change request for the account line. This description will default on any additional lines you enter but can be changed on the subsequent lines. Effective Date I/D Amount MUNIS will default the effective date entry from the Budget Journal header record. This is the date the budget change request is entered into the system through the Budget Amendment Entry screen. Department users should accept the default by using TAB Key to move to the next field. Enter I if the request is to increase the budget for this Account or enter D if the request is to decrease the budget for this Account. ONLY WHOLE DOLLARS, NO CENTS Enter the requested budget amount for this Account. If you enter an amount in this field that will decrease a budget amount to less than 0 for an account, you will receive an error message and will not be able to continue. You will need to change the amount or the account to correct the problem before you will be allowed to proceed. ENTER WHOLE DOLLARS ONLY, NO CENTS. Campus/Department users will be required to justify all budget amendments that must be approved by the Budget staff using. Click on from the Budget Amendment Detail Line Screen and the following screen will display: Step 7. To enter justification for a transfer or amemdment click on the Add l Description box and enter the justification for the budget transfer or amendment in the area provided on this screen. This is mandatory for amendments. 7

119 Step 8. When you have completed the additional notes section, go to the File menu to save your comments Step 9. Then choose Exit to return back to the Budget Amendment Detail Lines Screen. If you hit the exit button before saving your file the following screen will appear, hit yes to save your comments. Once you return to the Budget Amendment Detail Lines Screen you will notice that the Additional Description is now highlighted, indicating to the user that additional notes exist for this budget journal. (The green check, or accept, must be chosen to fully save the comments.) Step 16. Click the to continue entering data for subsequent accounts. Once you enter the last account for the Budget Transfer or Amendment, tab into the next blank Step 17. Note that MUNIS will add the Journal line entry totals in the lower left hand corner of the screen which is shown in the screenshot below. Campus/Department users with the exception of select Budget Department staff must have a balanced budget transfer (increases equal decreases) before proceeding with a routine budget transfer within a function. 8

120 Step 18. Choose the action button to verify that the funds are in balance. Department users with the exception of select Budget Department staff must have a balanced budget transfer by fund and function (increase amount equals decrease amount) before proceeding. Step 19. When finished viewing the Fund Summary Information, hit the to return back to the Budget Amendment Detail Lines screen. Step 20. If you need to make a change to any of the lines in your budget transfer journal, select from the toolbar and make the changes. You can navigate through the lines and fields by using the TAB Key or by clicking on the line and field with your mouse. Click to save the changes. 9

121 Step 21. To add or change an additional description comment to your budget transfer journal line, select from the toolbar navigate to the line you need then follow Steps above. Step 22. When finished making changes to the Budget Transfer/Amendment, Click Accept and then click file exit to return back to the Budget Header screen. Step 23. Any supporting documentation for the budget transfer entry should be electronically attached by the initiator to the budget journal at this time using the Tyler Content Manager functionality eliminating the need to maintain paper audit trails of journal entries. Step 24. Once the budget transfer journal is complete, select from the Workflow Menu to release the journal for approval. This will change the Amendment Status to Pending Approval, and will send a notification for approval to the approvers defined in MUNIS Workflow as shown below. Once a Budget Transfer has been approved by all required approvers, the Budget Department will post the Budget Amendment Journal to the General Ledger. Once the posting is complete, the funds will become part of the accounts available balance. Step 25. When finished with the Budget Transfer/Amendment, go to file exit to return back to the MUNIS Main Menu. 10

122 Update a Previously Entered Budget Transfer or Amendment Use this procedure to make changes to a previously entered Budget Transfer or Amendment Journal. Step 1. Verify that your keyboard is set to Caps Lock (all capital letters) Step 2. Navigate to the Budget Transfers and Amendments Menu and the following screen will display: Financials Budget Processing Budget Transfers and Amendments Step 3. Click Browse from the menu toolbar. The following pop-up screen may display (depending on your permissions). If the screen does not display skip to Step 5. 11

123 Step 4. You can choose one of the three options to narrow your search. i. option will display only those journals that you entered ii. maintain option will display all user journals that you are authorized to iii. option will allow you to enter a user s MUNIS Clerk ID in the Clerk ID field. You will only be allowed to view another Clerk s journals if you have permissions to view journals other than your own. Step 5. Once you have made your selection the browse screen will open with a list of unposted budget amendment journals that meet your selection criteria as shown below: Step 6. Select the Budget Journal that you want to maintain by double clicking on the journal from the browse list using your mouse and the journal will display on the screen as follows: 12

124 Step 7. Should modifications be necessary to the journal header information, select Update from the menu toolbar. Step 8. If the budget transfer/amendment journal has already been released into workflow approval the following dialog box will open, indicating that any changes to the journal will restart the workflow process. If you did not previously release the journal into workflow you will not receive this message. Step 9. Select and the following screen will display: 13

125 Step 10. Change any fields on the budget amendment entry screen that are shown in white with the correct values if necessary. You can navigate through the fields by using the TAB key. Step 11. Once you have changed the journal header information select Accept from the menu toolbar to accept the changes or tab through all fields and the journal header changes will be accepted. Step 12. Should modifications be necessary to the line detail, click menu of the Budget Amendment Screen. Step 13. Follow steps above to make changes. from the side Step 14. When finished making changes to the Budget Transfer/Amendment, Click Accept and then click file exit to return back to the header screen. Step 15. Once all changes are complete, select from the Workflow Menu at the bottom of the screen to release the journal for approval. This will change the Amendment Status to Pending Approval, and will send a notification for approval to the approvers defined in MUNIS Workflow. 14

126 Step 16. Once a Budget Transfer within the same function has been approved by all required approvers, the Budget Department will post the Budget Amendment Journal to the General Ledger. Once the posting is complete, the funds will become part of the accounts available balance. Amendments between different functions and one sided amendments will be posted to the general ledger after board approval. To Check on the Status of a Budget Transfer or Amendment To check on the status of your transfer or amendment, follow steps 1-6 above in the updating a previous transfer & amendment section, then click on in the lower left corner. This will show where your transfer/amendment is in the approval process. To expand the information, click on the arrow to the left of the step number to see the name approving at that step level. (Notice: Detail box at bottom right of screen will display data when the line is expanded.) Step 26. When finished with the Budget Transfer/Amendment, go to file exit back to the MUNIS Main Menu. to return 15

127 YEAR TO DATE BUDGET REPORT AT A GLANCE Financials General Ledger Inquiries and Reports YTD Budget Report Seg Find (whatever parts of your budget you want to see, for example, Fund = 199, Resp Area = your campus/org) For most reports it helps to choose account type Expense, and account status active. Accept Report Options Choose the Sequences on how you want your report to sort Choose all the other options on your report, don t forget the second tab Accept Exit this screen Tell Munis how you want to display or print the report. Use the buttons along the top of the screen (PDF or Display on Screen or Print) or go to File and choose from the drop down box. 16

128 YEAR TO DATE BUDGET REPORT Financials General Ledger Inquiries and Reports Menu YTD Budget Report Choose to find the desired accounts, the screen below will appear. Enter the desired segments and click Accept. 17

129 You will return to the YTD budget report screen shown below: Choose. The following screen will appear: 18

130 These dates should match if you are including journal detail. 19

131 Enter the desired criteria: FIELD Sequences DESCRIPTION PRINT OPTIONS Establishes a particular component (segment, org, object) of the account structure as a sort key for the print sequence. Sequence 1 is the primary sort key for all accounts on the report, Sequence 2 is the secondary sort, and so on. Total Page Break Report Title The default sort is by fund, org, character, and object. Object does not need to be defined if it is the lowest level of the report. If checked, the report prints a subtotal line whenever the sequence changes. For example, if you select org code as part of the sort sequence, the report prints a total whenever the org changes. If checked, the report inserts a page break whenever the sequence changes. The title for the YTD report. The default value for the first line of the title is Year-to Date Budget Report, but you can change this. Include only accounts that used You can enter up to 40 characters of text on the two lines of text. The title centers automatically when the report prints. Accounts are included based on the percent of the budget used. For example, if you type 100 in this field, the report includes accounts with a percent used greater than or equal to 100. This includes accounts that have used all of the budget or have exceeded the budget. If the value of this box is 0 or greater, up to 100, the percent used is set to and prints on the report as 100% when the account has a zero revised budget and actual or encumbrance activity. Totals Only Type a percent or leave this box blank to include all accounts. If checked, the program creates a version of the report that does not print a line for each account, but subtotals lines. This is useful when org totals are needed, but not details for each individual account in the org. Account Description Print Full GL Account If an account has a $0 available budget but has detail transactions, it is included in the report. The description that prints next to the account: short or long. The long description contains up to 30 characters; the short description contains 10. If checked, the report prints the full account number with each segment separated by a dash. This prints instead of the org/object/project codes. Format Type Double Space Suppress Zero Balance Accounts This option is only accessible when the Totals Only check box is not selected. The detail format option: Standard or Cents in Budget Amount. When you select Cents in Budget Amount, the Transfers/Adjustments and Revised Budget columns display cents. If checked, the report prints in double-spaced format. This option is only accessible when the Totals Only check box is not selected. If checked, the report excludes any account meeting the following conditions: zero original budget, zero budget transfers, zero revised budget, zero actual, zero month-to-date actual, zero encumbrances, zero available budget, and if detail is selected, no detail for the reporting period. 20

132 FIELD Year/Period DESCRIPTION This is the time period for which information for the budget report is selected. Select Within this Period to type specific dates in the Period and Year boxes. -or- Select Current Fiscal Month to you the current fiscal month as defined in GL Parameter FM. -or Print MTD Version Roll Projects to Object Print Revenues-Version Headings Print Revenue as Credit Print Revenue Budgets as Zero Include Fund Balance Select Prior Fiscal Month to uses to the prior fiscal month. If checked, the report prints a month-to-date column on the report. The MTD column is either MTD Expended or Actual MTD Revenue. If the MTD option is chosen, the Transfers/Adjustments column is omitted. If checked and project accounting is in use, summarizes all general ledger accounts that have a project code under their common org and object. Instead of each project account printing with its own descriptions, it is included under the org/object. ADDITIONAL OPTIONS If checked, the program causes the revenue-related column headings to print versus the standard column headings. Select to print revenues-version headings. There is no encumbrances column. If checked, the report displays revenue accounts as credits. Do not select this check box to print revenue account balances without the minus sign. This check box is accessible when the report is being run for just revenue accounts. If checked, indicates to the program that revenue budget amounts should print as zero. If checked, indicates to the program that fund balance summary information is included. If you select this option, the fund balance summary prints at the end of each fund. Print Journal Detail From Year/Period This check box is only accessible if there are both revenue and expense accounts in the active set and the Field # in Sequence 1 is Fund. If checked, the report includes detail transactions from the GL Journal Hold and GL History tables and prints these detail lines for each account. When printing journal entry detail, startof-year (SOY) entries are treated like purchase order entries. These SOY entries are the encumbrance entries for purchase orders carried over into the current year from last year. To include the SOY journal entries, use a starting period of 0. The first year/period of the range for which you want to include journal detail. To Year/Period Include Budget Entries Type the year in the YYYY format. The last year/period of the range for which you want to include journal detail. If checked, the report includes transaction type 5 budget account journal entries in the detail of the report. Include Encumbrance/ Liquidation Entries This box is accessible if the Print Journal Detail check box is selected. If checked, the report includes transaction type 4 encumbrance account journal entries in the detail of the report. This box is accessible if the Print Journal Detail check box is selected. 21

133 FIELD Sort Option DESCRIPTION Sorts journal detail by journal entries or purchase orders. If you select journal entries, you receive the following prompt: after accepting. Select the appropriate choice for your report. Detail Format Option This box is accessible if the Print Journal Detail check box is selected. Determines the report format: Standard - Presents journal detail as is. For example, AP*, PO*, SOY, and R* source journals have reference 1 labeled VND and reference 2 labeled PO; the detail line also has the vendor alpha presented before the journal comment and the detail line ends with the check number where available. On all other journals, only reference 1 is presented with the label REG (reference 2 is omitted) and the line ends with the journal comment. Include Additional JE Comments Print MY s in one year review When printing format 2, the program uses the value of the Paid By Reference box from the Payment Entry screen. If the receipt is not found or the box is left blank, the value of the Ref3 box is used instead. The Detail Format Option is accessible if the Print Journal Detail check box is selected. If checked, journal entry comments print on the report. This check box directs the program to include a current or next year view for multiyear accounts. If you select the current year, the original budget column shows the original budget of the account at the beginning of the year, not the beginning of the life of the account. Select this check box to include a current year or next year view for multiyear accounts. Once all your report options are chosen click, then click file exit to take you back to the header screen as shown below. 22

134 Select the print option you prefer print, PDF, Display to Screen, Save to the Munis Spool Directory, excel, and word. Or click file, output to get the screen below. 23

135 Choose one of the following four options, this will depend on the needs of user and what the report will be used for. i. Munis printer this option starts the print program on your computer and then you will have the option to choose a printer (network or not) that is setup on the computer. ii. Local printer-to print iii. Save this option will send the report to the MUNIS spool file and/or to Tyler Content Manger. iv. PDF this option will export the report and will open it up in Acrobat Reader. v. Display this option will open up a display screen showing the report within MUNIS. 2. Click OK after making your selection. You will be returned to the Next year budget reports screen. When finished viewing/printing/spooling the next year budget report(s), click file exit to return back to the MUNIS Main Menu. 24

136 KATY INDEPENDENT SCHOOL DISTRICT CASH DEPOSITS MUNIS End User Version

137 Table of Contents Table of Contents... 2 Payment Processing... 3 Payment Entry...3 Resume a Batch Review a Batch and Attach Supporting Documentation Reversals Release an AR Batch

138 Payment Processing Payment Entry Payment Entry is the program that is used to record deposits. Deposit entries are recorded as batches, one batch per unique deposit ticket. The District will not use Payment Entry to issue receipts to parents, staff members, students or other patrons. General Revenues Payment Processing Payment Entry To initiate a new deposit batch: Step 1. Open Payment Entry. Step 2. Click ADD. Step 3. Enter fields as described in table below: 3

139 FIELD Description Entry Date This is the date the batch is created. The current date is the default date, but it can be changed to a future date. It is not recommended for users to backdate deposit batches. Clerk Receipt Option Department In most cases, KISD will accept the default date. This is the user ID of the clerk who creates the batch. Cannot be changed by user. KISD will select option 0 NO RECEIPTS This is the department code for the clerk. Batch Number Deposit Number Interest Effective Date GL Effective Date GL Year/Period Receipt Number Number of Receipts Batch Status Validation Options Auto Validate Bank Code Bank Acct KISD users should populate this field with their three (3) digit Campus/Organization Number KISD will accept the default batch number. KISD will enter pre-printed deposit ticket numbers located on the deposit ticket. This number will be referenced to track your deposit through the system. KISD will accept the default date. KISD Will accept the default date. KISD will accept the default Year/Period. KISD will not be printing receipts. Leave as default. KISD will not be printing receipts. Leave as default. The program automatically populates this box depending on whether or not a batch is in a status of UNRELEASED or RELEASED. KISD will TAB over this selection. KISD will TAB over this selection. KISD will TAB over this selection. When the Batch Header has been completed, click ACCEPT appear: and the following screen will 4

140 Step 4. Click ADD. Step 5. Enter fields as described in table below. Field Payment Detail Receipt Loc/Dept Customer Paid By Comment Description This is the receipt number, system assigned but not used by KISD. The user should enter the campus/department code. By using this code, reports can be generated by Department. KISD will tab through Customer Number (leave as zero). In this field it is a REQUIREMENT that you detail the activity or event which generated the money being deposited. Examples: VENDING COMMISSIONS, T-SHIRT SALES TAX, CELL PHONE FEES. BE VERY SPECIFIC! This field is not required. Charge Detail Charge Code Use the Field Help Button to select a charge code from the available charge code set. This determines which activity account the money will be deposited to. Description This field is not required. Quantity Users will always enter 1 in this field. Price Users will enter the amount that is being deposited for the activity or event in this field. Charge Amount Users will not visit this field. This field will automatically populate based on the amounts in both the Quantity and Price fields. Cash Account KISD will not change the Cash Account field. GL Payment Allocation KISD will accept the defaults for the following fields: Seq This is the sequence number for the general ledger allocation. T This is the account type to be used. Revenue Account This is the revenue account to be used. Acct Desc This is the description of the revenue account. Amount This is the portion of the total amount you want to allocate or distribute to the specified account. Description This field will be left blank. 5

141 Total Allocated Totals Charge amount Sales tax amt Total amount Batch Information Batch# Deposit Department Current Receipt Batch Total Receipt Count This is the total payment amount allocated to the general ledger accounts. KISD will accept the defaults for the following fields: The total payment amount for this activity/event. Sales tax should be entered as its own receipt. This field will always state.00 sales tax. Same as the Charge amount KISD will accept the defaults for the following fields: The system generated number for this batch. This is the deposit ticket number entered on the initial batch screen. This is the 3-digit campus/department number of the clerk entering the deposit. This is the total for the current receipt (same as charge amount). The running total for all of the receipts in the batch. The total number of receipts in the batch. Step 6. When this screen has been completed, choose Receipt screen will appear, as below: ACCEPT and the Completing 6

142 Step 7. Complete the applicable fields according to the Item/Descriptions Field Last Receipt For Customer Payment Method Description KISD will leave this box checked (default). This list indicates the method used to pay the receivable, such as check, cash, credit card, and so on. Check/Reference # When the method is 9 Multiple (meaning the payment is comprised of both checks and cash), the program displays the Payment Method Allocation screen. On this screen, you can add multiple payment method detail lines. Users should enter check # when payment is made by check unless there are multiple checks in which case they will enter the word MULTIPLE. 7

143 Add'l Payment Ref Receipt Option/Copies Indv. Receipt Format Printer Print GL Accounts Validate Effective Date Total This Receipt Total For Customer Reference Paid By Customer # Paid By Reference Total Remitted Change Due Enter NSF Check Data KISD will tab through this field. KISD will not print receipts. Leave as default. KISD will accept the default. KISD will accept the default. KISD will tab through this field. KISD will tab through this field. KISD will accept the default. KISD will tab through this field. This is the total charges for the customer. This field will be left blank. This is the customer identification number for the customer paying the bill (should always be 0). This should default from the Paid By field on the previous screen. This is the amount being paid by the customer. This is the amount of change due to the customer. Leave as default. Step 8. Click ACCEPT to be returned to the Miscellaneous Receipts screen. Repeat the entry steps on the Miscellaneous Receipts screen until all your payments for that deposit are entered. AVOID USING THE ADD CHARGE FEATURE. EACH ITEM DEPOSITED NEEDS TO BE ON ITS OWN RECEIPT. Step 9. When you have completed your batch, choose Exit from the Miscellaneous Receipts screen to return the Payment Entry screen, as below: 8

144 At this point, the following tasks are available using the buttons on the left side of the screen: RESUME: Resume the batch to continue processing additional payments or make corrections. LOOKUP BATCH: Find another batch in progress. VIEW-REV: Review your batch and attach supporting documentation without processing any additional payments. OUTPUT-REL: Release the batch so that it can be posted. DEPOSIT RPT: This option is rarely used. Most users generate a report at the time the batch is released. 9

145 SETTLEMENT: Create a settlement report, sometimes used to collect the two-signature verification of your deposit. The following sections outline the functions listed above. Resume a Batch General Revenues Payment Processing Payment Entry Step 1. Upon opening Payment Entry, the system will automatically pull up the last batch you worked on. If you are looking for a different batch, you can look it up by batch number by clicking from the side buttons. Step 2. Type the number of the batch that you want to resume in the Batch Number field. Step 3. Click ACCEPT. The program displays the Payment Entry Batches browse screen. Step 4. Select the batch that you wish to resume. Step 5. Click ACCEPT. This will return you to the Payment Entry screen. Step 6. Click RESUME. Note: If the batch has already been released, the program displays a message allowing you to change the status to not released. Click Yes to change the status; click No to keep the released status. When you click Yes, the program displays a confirmation message. Click ACCEPT. When you click No, the program returns to the Payment Entry screen. You must have permission to maintain the batch in order to resume the batch. Review a Batch and Attach Supporting Documentation General Revenues Payment Processing Payment Entry Step 1. Open Payment Entry and find your batch as described above. 10

146 Step 2. Click VIEW-REV from buttons on the left side. Step 3. Select the Payment you wish to view. Step 4. Selecting a receipt to view will take you to the Payment History screen. Step 5. Click the ATTACH (paperclip) icon to attach your supporting documentation. Supporting documentation for most deposit batches would include dual verification signatures, a copy of the deposit ticket, and any other required materials related to the batch potentially including class rosters or paid lists, accounting of inventory sold for fundraisers, vendor letters, one-day tax-free forms Step 6. Click to exit this screen and return to the previous screen. Reversals General Revenues Payment Processing Payment Entry Step 1. Open Payment Entry and find the desired batch as described above. Step 2. Click on the Payment Entry screen. The program displays a browse screen, which lists all of the receipts in the specified batch. Step 3. Select the receipt that you want to reverse. Step 4. Click ACCEPT. The program displays the Payment History screen. 11

147 Step 5. Click on the left side. Step 6. Enter the Reason Code and Click ACCEPT. Step 7. The system will flag the original receipt as reversed and will assign a receipt number to the reversed receipt. 12

148 Step 8. Continue reversals from this screen or click to return to previous screen. Release an AR Batch General Revenues Payment Processing Payment Entry Step 1. Open Payment Entry and find the desired batch using the steps above. Step 2. From the Payment Entry screen, choose from the left side. This will send the Batch into the Proof and Release process. The following screen will appear: 13

149 Without changing any of the output options, choose screen will appear: ACCEPT. The following Select the desired output option (PDF is recommended, so you can save or print the report). Once finished saving or printing your deposit report, please exit that screen. Step 9. The following screen will appear: 14

150 Step 10. Answer to Release the Batch. The following screen will appear: Step 11. This number is the deposit ticket number entered on the Payment Entry screen. You can either correct the number at this time or accept the previously-entered number by clicking. DO NOT click the CANCEL button. This will release the batch with no deposit ticket number to track it through the system. Step 12. You will be returned to the Payment Entry screen, as below, where the batch will now be shown as Released: 15

151 KATY INDEPENDENT SCHOOL DISTRICT GL MISC: JOURNAL VOUCHERS REPLACEMENT OF STOLEN ITEMS STUDENT ACTIVITY FUNDS SALES TAX MUNIS End User Version

152 2

153 Table of Contents Table of Contents... 3 JV INFOPATH FORM and PROCESS... 4 Accessing the Journal Voucher Form...4 Completing the Journal Voucher Form...5 Back-up and Documentation for Journal Vouchers...6 LOSS PREVENTION-REPLACEMENT of STOLEN ITEMS... 7 Replacement Ordering Procedures...7 STUDENT ACTIVITY FUNDS FUND Student Activity Revenue vs. Expenditures...8 Exceptions...8 SALES TAX INFOPATH FORM and PROCESS... 9 Accessing the Sales Tax Form...9 Completing the Sales Tax Report Form

154 JV INFOPATH FORM and PROCESS Accessing the Journal Voucher Form The Journal Voucher process is to be used for corrections or reclassifications of expenditures or revenues and transfers between any activity funds. Journal Vouchers are not used to simply transfer budget from one account to another (this would be a Budget Transfer or Amendment), but rather they are changing something that is already on the general ledger. The Journal Voucher form can be accessed online via the KatyNet homepage. Select Online Forms from the upper menu. The form can be found by searching keyword Journal Voucher or under Financial Services forms. Select Journal Voucher from the menu as shown above and the following form will open. 4

155 Completing the Journal Voucher Form A reference number will be auto-generated for you in the upper right hand corner of the form. Please make note of this reference number, as it will be used by Financial Services in any communication with you regarding that particular JV. Enter fields as described in table below. Field Name Date Responsibility Area Fund, Function, Object, Sub- Object, Org., PI, Resp. Area, Project Description Description This is the date you are completing the Journal Voucher. You can select the date by clicking on the calendar icon to the right of the field. This is your 3-digit campus/department number. This is the budget code you wish to debit or credit. Please list debits before credits on your voucher. This is a description of the fund being debited or credited. 5

156 Type (D, C) Debit Amount Credit Amount Totals This is a description of the transaction, D for debit or C for Credit. If you used Type D, then enter the amount debited here. Please list debits before credits. If you used Type C, then enter the amount credited here. Please list debits before credits. This automatically totals all amounts from both the debit and credit columns. DEBIT AMOUNT AND CREDIT AMOUNT TOTALS MUST BE EQUAL. After the above fields have been completed and the debit and credit column totals are equal, you may explain the purpose of the Journal Voucher in the Reason field near the bottom of the form. You may also re-enter the 3-digit numbers of the campuses/departments being debited and credit. Back-up and Documentation for Journal Vouchers All Journal Vouchers must have back-up or documentation substantiating the purpose for the correction or reclassification. This allows Financial Services to understand the intent of the Journal Voucher in addition to providing documentation for audit purposes. To finalize your Journal Voucher, print out a hard copy and attach the backup documentation. Have your principal or budget manager sign the form at the bottom acknowledging their approval of the JV. If the JV is reclassifying expenses between campuses or departments, then each budget manager involved must sign the form. It is the responsibility of the financial clerk to route the form for signature. The Financial Services Department will not route the form. Submitting Journal Vouchers Once complete with signatures and backup, scan the Journal Voucher and any related documentation. the resulting file to accounting@katyisd.org. Put the reference number of the JV in the subject line of the . This address will be monitored by a representative in the Financial Services department who will process the Journal Voucher and route it to an accountant for approval. Once approved, the JV will be processed as its own record (journal entry) in MUNIS. Please note that JVs received with incomplete signatures or without adequate supporting documentation will not be processed. These will be ed back to the campus or department who initiated the JV. Tracking Journal Vouchers The status of Journal Vouchers can be easily obtained by ing accounting@katyisd.org. Since transmission of journal vouchers is electronic, tracking where a JV is at in the process of being reviewed and posted should be much simpler. Once posted, JVs can be viewed in Account Inquiry as transactions in the Actual (Memo) folder. The JV reference number will appear in the line item detail, letting the user know the JV is posted to the account. 6

157 LOSS PREVENTION-REPLACEMENT of STOLEN ITEMS The District has established procedures for the replacement of equipment that is stolen or vandalized at the campus level. Risk Management maintains the detailed procedures and should be contacted for a copy. Once it has been determined that the loss meets the criteria for replacement, 20% of the replacement cost should be funded by the campus and 80% will be funded by Risk Management. Replacement Ordering Procedures The campus financial clerk will input a requisition in MUNIS for the item the campus wishes to order. 20% of the cost will be coded to the correct budget code in the campus responsibility area. The other 80% will be coded to: Risk Management will have placed budget equal to the 80% they are funding into the above account and notified the financial clerk that the budget is available. Once the requisition is released it will follow workflow to both the campus principal and the Risk Management budget manager for approval. 7

158 STUDENT ACTIVITY FUNDS FUND 865 Student Activity Accounts are in Fund 865. Each Student Activity Fund will have its own 3-digit subobject. The revenue object code is All deposits will be coded to: subobject-campus-00-responsibility area (Remember, deposits will be entered via Charge Codes so this account coding will be in the background. See the Cash Deposits documentation for details on this.) The expenditure object code for nearly all expenses will be 6799: subobject-campus-99-responsibility area Student Activity Revenue vs. Expenditures For example, your Student Council Activity Fund has two accounts: XXX-00-XXX to which all of your DEPOSITS will be coded XXX-99-XXX where you will code nearly all of your EXPENDITURES. Exceptions The only exceptions to the expense coding are: Payroll Trackable Items Capital Expenditures You will use the correct object code for these items 61XX for payroll and 6387 for trackable items. If an 865 student group wishes to purchase capital expenditure items costing over $5,000, those purchases should be coded to fund 461, object 66XX, and subobject 012, and a JV would need to be prepared to debit the 865 activity fund s revenue account and credit the revenue account. Contact your assigned accountant when you need one of these accounts added. 8

159 SALES TAX INFOPATH FORM and PROCESS Accessing the Sales Tax Form Each Katy ISD campus or department that conducts sales of any kind is responsible for submitting a Sales Tax Report to Financial Services on a monthly basis. Sales Tax Reports are due to Financial Services by the 5 th of every month for the month prior. Reminder messages will be posted to the MUNIS Dashboard by the 1 st day of the month. The Munis Sales Tax Report Form can be accessed online via the KatyNet homepage. Select Online Forms from the upper menu. The form can be found by searching keyword Sales Tax or under Financial Services forms. Select Munis Sales Tax Report from the online form menu and the following form will open. 9

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161 Completing the Sales Tax Report Form A four-digit reference number will be auto-generated for you in the upper right hand corner of the form. Please make note of this reference number, as it will be used in any correspondence from the Financial Services regarding your Sales Tax Report. Enter the fields as described in table below: Field Name Campus/Dept. Code Reporting Period Input Date MUNIS Batch # Date of Sale Date of Deposit Subobject Code Description This field is required. This is your 3-digit campus/department number. This is the month for which you are reporting sales tax, typically the month prior. The Reporting Period may be selected by using the calendar icon to the right of the field. This is the date of your report. The Input Date may be selected by using the calendar icon to the right of the field. This is the batch number of the deposit of the deposited sales you are reporting. This is intended to reflect the date the sale occurred. This is intended to reflect the date of your MUNIS deposit batch. This is the 3-digit subobject of the organization or activity 11

162 Non-Taxable Sale Taxable Sale Select Tax Rate Tax Collected Gross Sales that conducted the sale. Example: 270 for Student Council. This is the dollar amount if the sale being reported was NOT subject to sales tax. This is the dollar amount if the sale being reported was subject to sales tax. Select your campus or department s assigned tax rate from the drop-down menu. Your tax rate is 6.25%, 7.25% or 8.25%. Please make sure that each line item on your Sales Tax report is being multiplied by the same tax rate and that the tax rate is correct. This field automatically populates based on any amount entered in the Taxable Sales column and the tax rate you chose in the Select Tax Rate field. The tax collected column should ALWAYS equal your deposited tax for the month in your Sales Tax Activity account. This field automatically populates based on the totals of all non-taxable and taxable sales entered on your report. Important things to remember when completing a sales tax report: Each line on the form is intended to represent one sale. That sale is either taxable or nontaxable. Therefore, there should not be dollar amounts in both the Non-taxable Sales and Taxable Sales fields in the SAME line. If the line you are entering is a non-taxable sale, it is acceptable to enter 0.00 in the taxable sales and vice versa. The Non-taxable and Taxable Sale fields are numeric fields only. The addition of any extra characters ($ or comma) will prevent the rest of the form from calculating correctly. Sales Tax Reports are due every month, regardless of your volume of sales. If your campus/department had no sales for the month being reported, please submit a report with the non-taxable and taxable sales reflected as $0.00. The Sales Tax Report defaults with 10 lines. If necessary, add lines by selecting the Add More Rows option near the bottom of the form. After you have verified that your Sales Tax Report is accurate, it is advisable to save or print a copy for your records. To finalize your sales tax report, click the SUBMIT button located at the bottom center of the form. This transmits your form to Financial Services department. 12

163 KATY INDEPENDENT SCHOOL DISTRICT EMPLOYEE EXPENSE MUNIS End User Version 10.5

164 Table of Contents Table of Contents... 2 EMPLOYEE EXPENSES... 3 Processing ESS Claims... 3 Procedure for Reprocessing a Rejected Claim... 5 Cash Advances...7 Initiating Cash Advance Requests... 7 Closing Cash Advances

165 EMPLOYEE EXPENSES Processing ESS Claims Financials Employee Expense Expense Claims Step 1. On the MUNIS toolbar, click. This will enable you to search by several criteria, including claim number, claim status, or your 3- digit campus/department number. To see all created claims for your responsibility area, you can select 12-Actual-Created from the Claim Status pull down menu as shown below. Step 2. Click when finished entering in the desired criteria. Scroll through the found claims for the one you want to modify. Step 3. Once you have found the claim you wish to update, click message will appear:. The following 3

166 Step 4. Please click Yes. Tab through the header to reach areas of the header that may need editing. Step 5. Click. At this point, use the original receipts given to you to verify the Unit Expenses the employee has entered. Make corrections to the Unit Expenses section if necessary and click again. You will get this message when trying to accept your updates: Step 6. Please click Yes to update the claim status to Created, Actual. Step 7. Now click. If asked to Browse invalid accounts click No. Step 8. Click. If the T column is blank, enter E for expense account. Enter in the appropriate budget code for the expense. Step 9. Click. Please note that ALL unit expenses in the claim must be updated and accepted, even if it appears as though the default budget code is correct. You will not be able to progress and promote your claim to allocated until all unit expenses have been reviewed and accepted. 4

167 Step 10. Once the final unit expense has been accepted, the Promote Claim to Allocated button should be available. Click. Step 11. On the Expense Claims screen, click and attach the receipts or other documentation to the claim as an Expense Receipt. Note: Please refer to the Employee Expense FAQs,Guidelines, and Mileage Calculator for details regarding acceptable back-up documentation for every type of expense. These resources are available on the KatyNet Knowledge Base as well as from directly within Employee Self Service. Step 12. Click to release this claim into workflow for approval. Expense claims workflow to Financial Services first and then to the principal or budget manager. Procedure for Reprocessing a Rejected Claim When an approver rejects an employee expense claim that you have released, it will become a claim status 16 Actual, Rejected. To change and reprocess the claim, the claim needs to be reactivated. Step 1. Find the claim you wish to modify by using the claim number or by searching for the claim status 16 Actual, Rejected. Step 2. Once you have found the claim, click. The claim will be changed from status 16 Actual, Rejected to status 11 Actual, Entering. The financial clerk can now edit the claim in this status, or the employee can edit it through ESS. See steps 3-5 below. Step 3. Click and make any necessary modifications to the claim header. 5

168 Step 4. Click. This will allow you to make any necessary changes to the Unit Expenses on the claim. Step 5. Click again. The following message will appear. Step 6. Click Yes to update the claim to status 12 Actual, Created. Step 7. Click. Step 8. When the Employee Expense Claim GL Allocation screen appears, click. Step 9. At this point, the account field will allow you to enter a budget code. You will need to enter the correct budget code or, in exceptional cases, accept the default. Step 10. After re-entering the budget code, tab to the Amount column and make sure the amount you are allocating to the budget code is correct. Step 11. Click. NOTE: You will need to repeat this process for every unit expense in the claim. Katy ISD will not allow any expenses to default to a budget code. Step 12. Click. 6

169 Step 13. The Employee Expense Claim GL Allocation screen will close and return you to the main Expense Claims screen. You will notice that the claim status has changed to 14 Actual, Allocated. Step 14. Click to attach any necessary back-up to this claim. Please refer to the Employee Expense FAQs, Guidelines, and Mileage Calculator for details regarding acceptable back-up documentation for every type of expense. These resources are available on the KatyNet Knowledge Base as well as from directly within Employee Self Service. Step 15. Click to release the claim for approval. The revised claim should now go back through the workflow approval process. Cash Advances Initiating Cash Advance Requests Financials Employee Expense Expense Claims Cash advances are initiated by the financial clerk in the MUNIS Expense Claims module. Step 1. From the Expense Claims screen, click to initiate the claim. Step 2. Select the FCLERK USE ONLY claim template by clicking the Field Help button next to Claim template. This is important: In order to proceed with the cash advance request, the claim MUST be in the FCLERK USE ONLY template. Step 3. Once FCLERK USE ONLY is selected, click. Step 4. For the claim status, select Status 1 Estimated, Entering. Step 5. Enter the Employee Number, or look this up using the Field Help. Step 6. The Dept field should automatically populate with your Campus/Department Number. NOTE: You should only enter Cash Advance requests for employees assigned to your department. Step 7. The Fiscal Year field will default to the current Fiscal Year. 7

170 Step 8. In the claim details, enter the Start and End date of the event for which you are requesting a cash advance. Start and End TIMES are not required fields. Currently, the only appropriate reasons for requesting a cash advance are: 1. Student meals during travel 2. Cash to be used during life skills lessons Step 7. Enter the Destination City and State, and enter the purpose for travel in the comment section. Leave the destination country blank. Step 8. Click to accept the header information and proceed to the unit expense. Step 9. Unit Expenses for every type of travel expense will appear. Step 10. Use the button to delete the expense item lines that you do not need. Step 11. Complete the columns in the Unit Expenses section. Please note that for this to be processed as a cash advance, the Unit Amount MUST equal the Cash Adv. column. 8

171 Step 12. Once the unit expenses are complete, click appear.. The following message will Step 13. Click Yes. This will promote the claim from a status 1 Estimated, Entering to a status 2 Estimated, Created. Step 14. Click to budget code the claim just like an expense claim that an employee would have entered through the self-service website. Step 15. Once each unit expense has been allocated, click change the claim to a status of 4 Estimated, Allocated.. This will Step 16. Click to attach the required back-up documentation. Step 17. Click so that the claim can be approved. Closing Cash Advances When a cash advance is issued, the employee will submit the receipts and any returned cash for the advance to the Financial Clerk. The following steps will be taken to close the claim once the receipts and cash have been received. Step 1. The Financial Clerk will find the original claim by clicking and entering the search criteria (claim number), or by searching for a Claim Status 10 Estimated, Approved. Click when criteria has been entered. Step 2. Click and the following prompt will appear: 9

172 Click Yes to close the claim. The Claim Status should change to 20 Actual, Reimbursed. *****IMPORTANT: If you need to change the budget code on the claim, please do NOT click no. Click YES and close the claim, and then submit an after-the-fact Journal Voucher to correct the expense. Clicking NO will result in you later being UNABLE to close the claim.***** Step 3. Click to scan and attach the receipts and any other documentation. Step 4. Deposit the excess cash and record your deposit in MUNIS as you usually do (through General Revenues > Payment Processing > Payment Entry). When selecting a Charge Code for your deposit, please use the ADVANCES/REIMBURSEMENTS Charge Code or the appropriate activity account from which the advance was initially paid. Step 5. If you used the ADVANCES/REIMBURSEMENTS charge code, follow up your deposit of the excess cash with a Journal Voucher debiting account: and crediting the expense account that you originally used to pay for the cash advance. 10

173 KATY INDEPENDENT SCHOOL DISTRICT TYLER CONTENT MANAGER (TCM) MUNIS End User Version

174 Table of Contents Table of Contents... 2 CHAPTER 1: TYLER CONTENT MANAGER... 3 Scanning and Attaching Images...3 Scanning and Attaching New Documents... 3 Attaching Existing Files... 4 Retrieving Images...5 TylerCM Display Panel...6 Printing TylerCM Images...6 Deleting TCM Documents/Attachments...7 Viewing Related Documents...7 Manipulating Images...8 CHAPTER 2: TCM USER SYNC... 9 Appendix A: Scanner Settings (this is only applicable if you have a scanner for MUNIS)

175 CHAPTER 1: TYLER CONTENT MANAGER Scanning and Attaching Images Scanned images, such as receipts, quotes and back-up documents, can be submitted to Tyler Content Manager for MUNIS and associated with a particular MUNIS record. The images may already exist as files (previously scanned), or they can be scanned on-the-fly at the time of entry. NOTE: The scanner must be attached to the PC intending to scan a document, or be accessible via a shared network drive/port. Scanning and Attaching New Documents The following procedure provides an example of scanning and attaching a new document to TylerCM. Step 1. Click on the toolbar. Step 2. This initializes the Tyler Content Manager interface, opening to a blank page. Step 3. Select. Step 4. From the TylerCM idocs menu, Click ADD NEW Step 5. Step 6. Tyler Content Manager for MUNIS automatically populates with the appropriate key information from MUNIS depending on the program (Req number, PO number, vendor number, and so on). The attachment is also automatically linked to any related documents. Scan the document by placing the document on the scanner bed or automatic document feeder, then click Scan Document on the Document Maintenance toolbar on the right column within TCM. The program displays the Acquiring Images box. Step 7. Click Finish. Step 8. Be sure to either click the save icon or choose to save the record upon exiting the screen. 3

176 Attaching Existing Files If you have a file or an image that already exists, you can store it in Tyler Content Manager and associate it with an existing record in a MUNIS program. Attaching existing files follows the same rules as a scanned image This example shows how to attach an existing scanned image to the corresponding MUNIS record. Step 1. Access the record to which you will be attaching the document. Step 2. Click on the toolbar.. Step 3. Select. Step 4. From the TylerCM idocs menu, Click ADD NEW Step 5. Click the Attach File icon on the Document Maintenance toolbar on the right column within Tyler Content Manager. Step 6. Browse to locate the file to be inserted and highlight it. The program displays the Open box. Step 7. Browse for the file you wish to attach and click Open.. 4

177 Step 8. To view the document to make sure you got the one you wanted, click on Use Browser or configure your TCM settings to always view using browser by checking and the system will not prompt you for the document type again. Step 9. You will then be able to see the file you attached in the TCM window. Step 10. Be sure to either click the save icon upon exiting the screen. or choose to save the record Retrieving Images Images can be retrieved for enabled MUNIS programs using an inquiry screen such as Purchase Order Inquiry, Receipt Inquiry, or Vendor Inquiry. Step 1. Find the record for which you want to view an image. Use to view TCM images. Tyler Content Manager for MUNIS viewer opens in a separate window. 5

178 TylerCM Display Panel There are three panels on the TylerCM idocs screen. Each is resizable by hovering the mouse between two columns. When the double-ended arrow appears, you can either increase or decrease the size of the panel. Panel - List of documents retrieved based on search criteria. Panel - Meta data index. Metadata is key fields associated with the document that uniquely link the document to the MUNIS record. It helps to index, store and retrieve each individual document. Panel - Preview of the document image (image is read-only). Printing TylerCM Images Documents stored in Tyler Content Manager for MUNIS can be printed by clicking Print bottom of the document image in the display panel. This opens the Select Print Options box. at the Default margins, orientation, paper size and source are set with Tyler Content Manager, but you can override them. 6

179 Deleting TCM Documents/Attachments MUNIS-generated forms such as a Purchase Order, Accounts Payable Check, etc, cannot be deleted by the common user. You can, however, delete any documents/files added through camera icon as well as TCM documents that were manually scanned or added. To do this, follow these steps: Step 1. Find the MUNIS record and open the TCM for MUNIS viewer to display the document you wish to delete: Step 2. To delete the TCM record click Remove Selected Document. Step 3. At the prompt, select Yes to remove the document. Viewing Related Documents With TCM, you have the ability to view related documents. Examples of related documents are: Accounts payable checks, vendor invoices, and purchase orders related by the PO number. Purchase orders and requisitions related by requisition number. W-2s, 1009Rs, and payroll checks related by employee number. The following example shows how to view all documents related to a purchase order (from Purchase Order Inquiry). Step 1. Open Purchase Order Inquiry and find the desired record. Step 2. Click. TylerCM opens in a separate window. Step 3. Click View Related Documents in the upper right hand corner of the screen. Step 4. The documents related to the purchase order appear in a separate window with the document types listed in the left panel as shown below. 7

180 Step 5. Click a document in the list to select it. The program displays the image in the preview panel. Manipulating Images In order to Export an Image to a file location, select Export Documents tool. Select the location to which you want to save it to and click OPEN. 8

181 Once you click OPEN, the following screen will appear: Choose to export all pages, are just a selected range of pages. Once you have made your selection, click OK to finalize the export. CHAPTER 2: TCM USER SYNC The MUNIS/Tyler Content Manager (TCM) imaging integration is available to MUNIS users. To utilize the TCM interface, you must first perform a user validation and permission synchronization. The process is required initially to verify your user ID is active and to assign you the appropriate TCM permissions; it is only necessary to repeat this process if your permissions are modified. 1. Once you have logged into your computer, please go to the following address in order to sync yourself with TCM. You can also type the address into Internet Explorer. LIVE 2. You will see the Operation In Progress bar similar to the screen below: You will see the Katy ISD TCM log in screen. Please enter in your username (Katy ID) and your network password (the same one you log onto your computer with). If your default user ID appears like this, please remove before proceeding. 9

182 Press Enter or click the Log In button to complete. 3. Synchronization is complete. You can now exit the TCM application by selecting. 4. Verify that full integration (the Camera icon) is functional. If you click on anywhere in MUNIS where TCM data exists (like Requisition Entry or Purchase Order Inquiry), TCM should now launch. If you have any questions related to Tyler Content Manager (TCM), please contact the Technology Support Center. Appendix A: Scanner Settings (this is only applicable if you have a scanner for MUNIS) In order to optimize your Fujitsu scanner settings, please complete the following. 1. Open up TCM by clicking. 2. Click. 3. From the TylerCM idocs menu, Click ADD NEW 4. Click the Show Toolbar Menu icon on the bottom right hand side of the screen. 5. Select Scanner Setup from the list of menu options: 6. Please make any necessary adjustments to your scanner settings. Follow these settings exactly. The ones in red below are the ones you will need to change (if it has not been done already). 10

183 This should say the name of the scanner model, such as FUJITSU fi-6130dj Once these have been completed, select. How to Scan in Duplex: Once you have completed these setting changes, if you need to scan in duplex, you must go into the Setup Scanner and make sure you check Duplex.. 11