My Finance Approver Training Pack Finance Services September 2017 Version 1

Transcription

1 My Finance Approver Training Pack Finance Services September 2017 Version 1 Page 1

2 Finance / September 2017/ Version 1 Contents 1 My Finance Quick Reference Guide Page 3 2 GL Codes/Cost Centres/RIO s/sio s page 9 3 Process Flow Purchasing and Invoicing Page 10 4 Process Flow Non-Order Invoices Page 11 5 Purchasing and Invoicing 5 Stages/3 Way Match Page 12 6 Purchasing and Invoicing Approval of Requisitions Page 13 7 Purchasing and Invoicing Rejection of Requisitions Page 16 8 Purchasing and Invoicing Approving or Rejecting From Mobile App. Page 20 9 View Requisitions page View Purchase Orders Page Viewing Goods Received Note Details by PO Page Non-Order Invoice/Credit Note Approval Process Page Purchasing and Invoicing Approval of Non-Order Credit Note page View Register Enquiry (To View any Invoices) Page Sales Credit Note Approval/Rejection Page 39

3 My Finance Day 1 My Finance Quick Reference Guide It is first necessary to log in to SCC My Finance via the URL provided which should be set as a favourite within your web browser On clicking on the following screen will appear. Please use your user ID and password to log into My Finance: If you have forgotten your password, change it by clicking on `Forgotten Password` at the bottom of the screen, or `Change Password`, the dialogue box will appear. You will then receive an into your Outlook account requesting that you follow a link to reset / change your password. Page 3

4 My Finance Day 1 My Finance Quick Reference Guide Continued Launch the My Finance program From your computer browser in the box type: How to reset Password for My Finance How to add My Finance to your browser favourites From the main screen: Input user ID- Select (forgotten Password) This triggers an Open Outlook Click and follow link. Once you are on the main page of My Finance before you, login. Find the Star icon at the top right of your browser. A screen will open and ask you to Add. This is now a saved favourite. When you start your browser again find the star icon on the right top of your screen. Using Web nav arrows Home Integra Tool Bar Favourites Create a favourite Navigate Navigation Tool You must NOT use these to navigate around the programme. USE THE BUTTONS IN THE PROGRAME I.E. NEXT, BACK, on the screen. This is the Home icon: - this will take you back to the main menu at any time. This is the My Finance tool bar You can add EForms and pages within the My Finance program using the Favourites button. From Home screen select the e-form (i.e. EFM301) select favourites and then click the option (add current option). This will then add this form or traction to your favourites This will take you to the main Navigation panel. This is the menu that will support your e-forms Tools, Reports, recent History, etc. Page 4

5 Finance / September 2017/ Version 1 Navigate Menu Menus takes you to all the menu options Recent History A list of your most recent Menu Documents Favourites Lists the items you have added to your Favourites Tools Not Used Reports Not yet available IBI Not used Document Updates List of last 10 documents updated Job Controller Not Used Tasks Lists outstanding Tasks also on Front Pane Help Info regarding the Integra System Tools Not Used Other Tool Bar navigation buttons Accessibility Help Logout Task Menu WEB690 Authorisation screen for Purchase Requisitions On the Home Screen on the tool bar to the far right of the other navigation button are three other function buttons. This option will navigate you to the accessibility options i.e. Front, quick reference keys We recommend that you do not change any of these options The Help Button will open up other browser, this option gives you information about the program itself. You MUST ensure that you Logout of My Finance using the logout option before closing the browser. This will ensure that you have disconnected from the Web Browser. This is very important for security reasons. This menu is at the right of the Home screen. You will find all folders containing information with regards to authorisations. Yu can use this to navigate to the approvals instead of s. Use this code to navigate to the Approvals screens for Requisitions. You will also find this folder in the task panel of the home scree if you have pending approvals for requisitions. Page 5

6 Finance / September 2017/ Version 1 Any field highlighted ORANGE These are mandatory fields and therefore must be completed with information required. Information Dialogue boxes i.e. GL codes Links within Approval and Rejection s You can double click on lines instead of using the option. You are able to searchin these boxes for information at the top under the decriptors. You can click on the links in the Approval and Rejection s to navigate to then. When you click on the links within s you will be requested to sign in to integra. When you have signed in the program will take you automatically to the form or area that the is linked to Padlock Attachments and Diary Entries Mobile app information Some fields have a padlock next to them. These fields are locked and cannot be amended. At the top of most screens you will see the Attachment icon. This will tell the users if any documents are attached to the action i.e. If looking at GRN then there maybe an attachment, this could be a scanned copy of the delivery note if you have scanned and attached it. By clicking on the icon, a list of attached documents will be shown. Each document can be viewed from the list. i.e. PO against the Invoice. You can print the documents if in the list. You must have Google chrome or download the app from your app store to enable you to use this feature. Cost Centre/ GL Codes Remember to use the same Cost Centres used when creating the customer invoice. Please note that a GL code is needed in this field as this is selected as part of the product code. Page 6

7 Finance / September 2017/ Version 1 Product Codes These are linked to income GLs codes. View all your Requisitions RSS400 This is the page where you will be able to see all of your Requisitions and view their status. View all your Purchase Orders RSS410 This is the page where you will be able to see purchase orders. Their status can be seen by the View details. PRL310 Invoice / Credit Note Registration Amendments You can make amendments for Invoice/ Credit note. The meaning of OCR Optical Character Recognition This is a system used by SCC to enable the system to read information from, for example, an invoice. The system has different templates set-up in the system. When an invoice is scanned into the system by SCC the program scans the document and selects the best pre-setup template to read the information contained within the invoice. For example banner have a set invoice template, therefore there is a program to read information such as invoice number, school address, line order details, amounts etc. When these are scanned, they attached the information that the system holds for that i.e. Purchase order number. This is used when the matching process is done against the PO, GRN and Invoice. The system then sends out messages to pay the Invoice if the information matched or if it raises a Flag in the system for it to be manually assessed. Schools may be informed that GRN and Invoice do not match if not within tolerance levels. Page 7

8 Finance / September 2017/ Version 1 GL Codes Manual Commitments RIO s SIO s NML400 - Cost Centre List Updated Income and Expenditure GL List All Centres and GL Codes for your school will remain the same. In My Finance the structure will be combined and treated one code as set by SCC e.g / These are fixed however all the combinations used in SAP will be migrated across to My Finance. If a new combination is required a request will need to be made to SCC You are not able to do Manual Commitments in My Finance. A RIO is a Cost Centre which sits outside the school budget. This is a restricted allocation of money and can only be used for the specific purpose it was allocated for by SCC. Expenditure on a RIO follows the normal authorisation procedure. In My Finance Analysis Codes for SIO s will be created by SCC. This enquiry screen will show a list of Cost Centres / GL Codes for your school. NML300N Creating a Journal NML350 Reversing a Journal NML320 Amend/Edit a s Suspended Journal NML330 Budget Journal entry (Virement) A Journal is for moving a transaction between Cost Centres. For example, if an invoice has been posted to an incorrect code, this is the process for allocating it to the correct one. Gives the option to Suspend the Journal for completion later. See NML320 Amend / Edit a Suspended Journal. This process is used if a Journal had inadvertently been posted the wrong way. For example, the Debit and the Credit are the wrong way around. This cuts out the need to create a new Journal. This enables the user to Amend/Edit a Suspended Journal prior to allocation. A Budget Journal is for moving Budgets from one cost centre to another. Page 8

9 My Finance Day 1 GL Codes/Cost Centres/RIO s/sio's Cost Centres/ GL Codes Updated Income and Expenditure GL List - see appendix 1 All Centres and GL Codes for your school will remain the same. In My Finance the structure will be combined and treated as a complete code as set by SCC e.g / All GL code/cost centre combinations currently used will be migrated over to My Finance. If a new combination is required a request will need to be made to SCC. Details of how to make this request will be communicated by SCC in due course Manual Commitments RIO s Manual Commitments are not available in My Finance. Salary commitments there is no option to input this data within My Finance. A RIO Will be shown as a cost centre in My Finance. A RIO is a restricted allocation of money which sits outside the school budget. Expenditure on a RIO will follow the normal authorisation process SIO s In My Finance SIO s will be classed as Analysis Codes. SIO s will be created in due course by SCC. NML400 - Cost Centre List This enquiry screen will show a list of Cost Centres / GL Codes. Page 9

10 My Finance Day 1 Process Flow Purchasing & Invoicing Free Text Item Purchase Order Web Basket WEB300 Contract Item (Approved Supplier) Catalogue Item G R N RSS320 PO Invoice ed or posted to SCC PO Invoice ed or posted to School Forward to SCC to process If GRN entered and Invoice the same value as purchase order PAID by SCC If no GRN to requisitioned requesting GRN entry. If the invoice does not match PO & GRN back to school to authorise. If GRN entered and Invoice the same value as purchase order PAID by SCC School Authorise Invoice PAID Page 10

11 My Finance Day 1 Process Flow Non-Order Invoices Non-Order Invoice received by School Non-Order Invoice received by SCC Non-Order Invoice registered by school using Process PRL300 Non-Order Invoice forwarded to SCC to register on behalf of school Non-order Invoice registered by SCC School Authorise Invoice PAID School Authorise Invoice PAID School Authorise Invoice PAID workflow to school to input GL Account Code and authorise School Authorise Invoice PAID Page 11

12 Finance / September 2017/ Version 1 Purchasing and Invoicing Process Flow 5 Stage Process, 3 Way Match Page 12

13 Finance / September 2017/ Version 1 Purchasing and Invoicing Approval of Requisitions Open your and select the WKF003 Purchase order Requisition Requires Authorisation . Click on the link at the bottom of the . This will open your browser and take yu directly to the My Finance Login screen. Once logged in it will take you directly to WEB690 Web Authorisation and to the transastion to be approved or rejected. Or Select and enter WEB690 into the field box. The WEB300 The main WEB690 screen will appear WEB690 WEB Authorisation **You will see all requisitions awaiting approval Or From the Task Panel on the home screen select the RSS folder and click on link. This will take you directly to the WEB390 WEB Authorisation transaction screen. **You will see all requisitions awaiting approval Page 13

14 Finance / September 2017/ Version 1 Web690 Web authorisation transition screen. Select the requisition that you wish to authorise Click at the end of line. This will open the first screen to the requisition requiring you to check the details. If the details are correct click Authorise all of the requisition. Click Authorise All button at the bottom right of the screen. All the lines should change to Authorise Now click Summary Requisition at the bottom right of the screen. Page 14

15 Finance / September 2017/ Version 1 The requisition Summary Screen should now appear If the details are correct then select the Complete Requisition at the bottom right of the screen. The final screen is the Requisition completion screen This screen will inform you that the Requisition has been approved and that a Purchase Order number has be raised. At this point the Purchase Order will be ed directed to the supplier or if the supplier does not have an address it will workflow to SCC to be printed and posted. A workflow will also be sent to requisitioner to inform them that the requisition has been approved and inform them of the Purchase order number. Close the screen by clicking on the Home button or logout of My Finance if no other requisitions need approval. Page 15

16 Finance / September 2017/ Version 1 Purchasing and Invoicing Rejection of Requisition Open your and select the WKF003 Purchase Order Requisition Requires Authorisation . Click on the link at the bottom of the . This will open your browser and take yu directly to the My Finance Login screen. Once logged in it will take you directly to WEB690 Web Authorisation and to the transastion to be approved or rejected. Or Select and enter WEB690 into the field box. The WEB300 The main WEB690 screen will appear WEB690 WEB Authorisation **You will see all requisitions awaiting approval Or From the Task Panel on the home screen select the RSS folder and click on link. This will take you directly to the WEB390 WEB Authorisation transaction screen. **You will see all requisitions awaiting approval Page 16

17 Finance / September 2017/ Version 1 Web690 Web authorisation transition screen. Select the requisition that you wish to authorise Click at the end of line. This will open the first screen to the requisition requiring you to check the details. If the details are correct click Authorise all of the requisition. Click Reject All button at the bottom right of the screen. All the lines should change to Rejected Page 17

18 Finance / September 2017/ Version 1 A new dialogue box will appear on the screen requesting information of why the requisition is to rejected. Select the reason from the dropdown menu to why the requisition is being rejected and then click This will take you back the to the Summary information screen Click Requisition Summary bottom on the bottom right of the screen. This will take you to the requisition summary screen In this screen you will be able to see that the requisition have been rejected. Page 18

19 Finance / September 2017/ Version 1 Click Complete requisition button on the bottom right of the screen to complete. The final screen will also state that the requisition has been rejected. No purchase order number will be raised. The requisitioner will now receive a workflow stating that the requisition has been rejected. The requisitioner now have the opportunity to Cancel or amend the requisition. Page 19

20 Finance / September 2017/ Version 1 Purchasing and Invoicing Approving or Rejecting From Mobile App. To use the My Finance mobile app you must have Chrome or have downloaded the mobile app from you mobile phone app store. C Page 20

21 My Finance Day 1 View Requisitions Click Click In Launch enter RSS400 Requisition Enquiry. To see all your requisitions, navigate to (RSS400 Requisition Enquiry) Next Screen Click in any of the fields to search for a requisition. Enter text or use the to find information in any of the fields. Or click at the botton right of the screen this will show all of a users s requistions The next screen will appear with a list of requsitions. Page 21

22 Finance / September 2017/ Version 1 Click to view the detail of the requsition. Page 22

23 Finance / September 2017/ Version 1 View Purchase Orders To see all user s approved Purchase Orders (RSS410 Purchase Order Enquiry) The next screen will follow: Click in any of the fields to search for a Purchase order. Enter text or use the to find information in any of the fields. Or click at the botton right of the screen this show a list of all of a user s Purchase orders. The next screen will follow: Click to view detail of a Purchase Order. Page 23

24 Finance / September 2017/ Version 1 The next screen will follow: The three tabs will give you more information in relation to the Purchase Order. The at the top right of the screen will open another diologue box showing documents attached to a requsition, these can be viewed here. The Purchase Order information sent to supplier can be opened and printed. Page 24

25 Finance / September 2017/ Version 1 Click Print. to view the document. Right click on the documents and it will give you the option to Page 25

26 My Finance Day 1 Viewing Goods Received Note Details by PO The Goods Received Note can also be viewed along with details by Purchase Order by Select from the home bar and then enter RSS421 into. The RSS421 screen will open. The next screen will open: The user can enter text details in any of the fields to locate the GRN or use the each field to search for Purchase orders. Then click at the side of Or click at the bottom right of the screen to view all GRN s. The next screen will appear: Select the one you wish to view. The next screen will appear: Page 26

27 Finance / September 2017/ Version 1 The tabs can also be used at the top to view details. The purchase order and or attachment to this purchase order can be viewed in the top right of the page. Page 27

28 My Finance - Approver Training My Finance Non-Order Invoice/Credit Note Approval Process: Approval of Invoices and Non-Order Invoices Purchase Order Invoices SCC to process all Purchase Order invoices on behalf of schools regardless of where they are delivered. If delivered to school they need to be forward on to SCC either via post or (preferably) scanned & ed. to ap@staffordshire.gov.uk Postal Address: PO BOX 10 Eastgate Street Stafford ST16 2NF The invoices will be registered in My Finance by SCC If the invoice value matches the purchase order and GRN then it will be forwarded to the payment queue. There is a tolerance of 5% or 25 to allow for delivery costs etc. If the value of the invoice is higher than the purchase order and outside of the tolerance, then the invoice will be work flowed back to the school for verification before it can be processed. Once approved it will be forwarded to the payment queue Payment terms 28 days Non-Order Invoices If SCC receive the invoice direct from the supplier: SCC will register and scan the invoice in to My Finance. It will then be work flowed back to the school to insert the Account Code, Analysis Code and/or RIO if applicable. If the invoice value is within the originators self-approval then it will be forwarded to the payment queue to be paid. If the value of the invoice is above the originators self-approval limit then it will be work flowed to an approver in My Finance. If Schools receive the invoice direct from the Supplier: There are two options Page 28

29 Option 1 The invoice can be scanned and ed to SCC - ap@staffordshire.gov.uk or posted to SCC. Postal Address: PO BOX 10 Eastgate Street Stafford, ST16 2NF. Once registered by SCC the non-order invoice will workflow back to the school to insert the Account Code, Analysis Code and/or RIO if applicable. If the invoice value is within the originators self approval limit then it will be forwarded to the payment queue to be paid. If the value of the invoice is above the originators self approval limit it will workflow to an approver in My Finance. Option 2 The school can manually register and scan the non order invoice themselves in to My Finance (as they currently do in SAP). If the invoice value is within the originators self approval limit then it will be forwarded to the payment queue to be paid. If the value of the invoice is above the originators self approval limit it will workflow to an approver in My Finance. Process for Approval of a Non-Order Invoice Page 29

30 Approval of a Non-Order Invoice Open your and select the IAS300 - Authorisation authorisation . Click on the link at the bottom of the . This will open your browser and take yu directly to the My Finance Login screen. Once logged in it will take you directly to IAS- Authorisation screen and to the transastion to be approved or rejected. Or Select and enter IAS300 - Authorisation into the field box. The IAS300 Authorisation The main IAS300 - Authorisation screen will appear. **You will see all Non-order Invoices/Credits Notes awaiting approval Or From the Task Panel on the home screen select the ISA- Authorisation folder and click on link. This will take you directly to the transaction screen. **You will see all requisitions awaiting approval Page 30

31 Approvers will navigate to the IAS Authorisation transaction screen. The below transaction screen will appear. You will be able to choose and view the transaction by clicking the VIEW option to the right of the screen. In the TYPE Column will tell you if the transaction is an Invoice authorisation (INV) or a Credit Note Transaction (CRN) Approvers will navigate to the transaction that requires approval. It will give you details of the Invoice that requires approval. Check the details of the transaction. In the Authorisation box, you will be required to select Authorise or Reject. Page 31

32 From this screen, you will be required to check the GL Details. This tab can be found along from the Authorisation tab. You will be required to Accept the GL Code by checking the box. You can check the GL Code from the EDIT option on the transaction line. When you have checked the details, you can then Click SAVE at the bottom right of the screen to complete the approval. This approval will then be sent to the Payment queue to be paid. Page 32

33 Purchasing and Invoicing Approval of Non-Order Credit Note If SCC receive the Non Order Credit Note direct from the supplier: SCC will register and scan the credit note in to My Finance. The credit note will then be workflowed back to the school to insert the account code, analysis code and/or RIO if applicable. If the credit note value is within the originators self approval limit then the credit note will be forwarded to the payment queue to be processed. If the value of the credit note is above the originators self approval limit it will workflow to an approver in My Finance. If Schools receive the Non Order Credit Note (paper copy): There are two options 1. The credit note can be scanned and ed to SCC - ap@staffordshire.gov.uk. Or sent to a postal address (to be confirmed). In this option the process outlined above would follow. 2. The school can manually register and scan the credit note themselves in to My Finance (as they currently do in SAP). If the credit note is within the originators self approval limit then it will be forwarded to the payment queue to be processed. If the value of the credit note is above the originators self approval limit it will workflow to an approver in My Finance. Page 33

34 Approval Process for Non-Order Credit Notes Page 34

35 Approval Process for Non-Order Credit Notes Open your and select the IAS300 - Authorisation authorisation . Click on the link at the bottom of the . This will open your browser and take yu directly to the My Finance Login screen. Once logged in it will take you directly to IAS300 - Authorisation screen and to the transastion to be approved or rejected. Or Select and enter IAS300 - Authorisation into the field box. The IAS300 Authorisation The main IAS300 - Authorisation screen will appear. **You will see all Non-order Invoices/Credits Notes awaiting approval Or From the Task Panel on the home screen select the ISA- Authorisation folder and click on link. This will take you directly to the transaction screen. **You will see all requisitions awaiting approval Page 35

36 Approvers will navigate to the IAS300 Authorisation transaction screen. The below transaction screen will appear. You will be able to choose and view the transaction by clicking the VIEW option to the right of the screen. In the TYPE Column will tell you if the transaction is an Invoice authorisation (INV) or a Credit Note Transaction (CRN) Approvers will navigate to the transaction that requires approval. It will give you details of the Credit that requires approval. Check the details of the transaction. In the Authorisation box, you will be required to select Authorise or Reject. Page 36

37 From this screen, you will be required to check the GL Details. This tab can be found along from the Authorisation tab. You will be required to Accept the GL Code by checking the box. You can check the GL Code from the EDIT option on the transaction line. When you have checked the details, you can then Click SAVE at the bottom right of the screen to complete the approval. This approval will then be sent to the Payment queue to be paid. Page 37

38 View Register Enquiry (To View Any Invoice with Status) Select and enter PRL404 into the The PRL404 screen will open. Populate the field you wish to search on. EG Supplier, Purchase Order No, Invoice Number, Status, Location (Dfe number) or Date or combinations of these. Click The following Screen will appear This will show the Status of the Invoices both Order and Non-Order in the Status Column. Page 38

39 Sales Credit Note Approval Process for Sales Credit Note Page 39

40 Process for Sales Credit Approval (Authorised) Approvers will receive a workflow for the Sales Credit orginator. Open your and select the option at the bottom right of the Click to Approve. The link will take you directly to My Fininace. When you login it will take you directly to the SLS334 Credit Note Registration Authoisation authorisation . Click on the link at the bottom of the . This will open your browser and take you directly to the My Finance Login screen. Once logged in it will take you directly to SLS334 Credit Note Registration Authoisation screen and to the transastion to be authorised. Page 40

41 Click on VIEW to view the details of the Sales Credit being requested for authoirsation. This will show information screen of the details of the transaction Navigate back to the main screen using the Back buttons on the bottom right of the screens. When you are back at the front to SLS334 Credit Note Registration Authoisation screen click Authorise from the far right of the transaction line details. A dilaogue box will apppear requesting the apporver to select UPDATE if the dates of the credit are correct. Page 41

42 Then select SAVE at the bttom right of the screen. Then next screen will reuqire the aprrover to selct OK at the bottom right of the screen to complete the transaction. Page 42

43 Process for Sales Credit Rejection (Reject) Approvers will receive a workflow for the Sales Credit orginator. Open your and select the option at the bottom right of the Click to Approve. The link will take you directly to My Fininace. When you login it will take you directly to the SLS334 Credit Note Registration Authoisation authorisation . Click on the link at the bottom of the . This will open your browser and take you directly to the My Finance Login screen. Once logged in it will take you directly to SLS334 Credit Note Registration Authoisation screen and to the transastion to be authorised or rejected. Page 43

44 Click on VIEW to view the details of the Sales credit being requested for authorisation. This will show information screen of the details of the transaction Navigate back to the main screen using the Back buttons on the bottom right of the screens. When you are back at the front to SLS334 Credit Note Registration Authoisation screen click Reject from the far right of the transaction line details. Page 44

45 A dilaogue box will apppear requesting the apporver to write infromation of the reason for the rejection. When the approver has written a short description of the reason for rejection, click UPDATE at the bottom of the dialogue box. Another dialogue box will appear on the screen detailing information with regards to if the apporver rejects the Sales credit. If the apporver wishes to reject the sales credit then select YES Page 45

46 This will then return the approver to main screen transaction screen. Click Save at the bottom of the screen. At the next screen to complete the transaction click OK at the bottom right of the screen to complete the transaction. You will see that the status of the transaction states REJECTED. Page 46

47 The Originators Workflow When the approver has authorised or rejected the tranaction, the originator of the Sales Credit will receive a workflow stating the status of the Credit Note. Authorised The originator can click on the click to view the Sale Credit Enquiry. Rejected If rejected the originator will have the option to Amend or Cancel the transaction from the system. Page 47

48 Entrust Finance Services, The Riverway Centre, Riverway, Stafford, ST16 3TH Telephone: The content of this documentation is subject to copyright of Entrust Support Services Limited: All rights reserved. You may not, except with our express written permission, commercially exploit the content. Any redistribution or reproduction of part or all of the contents in any form is prohibited other than in accordance with the law. Page 48