New Finance Officer & Staff Training

Transcription

1 New Finance Officer & Staff Training Overview MUNIS includes many programs and tools to allow for the management of the District financials. As newer finance officers and staff, you are charged with understanding, reporting and accessing the information available to you. This session provides some basic information on accessing and managing the data available in the MUNIS database. Three Environments Live: Train: Test: Production work Same version of Munis as Live (share the same programs). Use Training to try a new process, verify the correct operation of a process, fix an issue, become familiar with different or new functionality etc. - Mucopy function in Cloud Admin copies from Live to Training to refresh data. Separate set of programs from Live/Training and can be on a different version of Munis. Use this environment to become familiar with next version of Munis or just a new Munis program. - ASP (Cloud) Support copies from Live to Test. Contact them at x3 x6. - Loading a new version of Munis is performed by ASP Support and version recommended by KDE. - Loading a new program in the current version in Test is performed through the Munis Internet Update (MIU) utility. This utility is available to every district and should be used to update programs in Live/Training every 2 weeks. Page 1 of 16

2 MUNIS Dashboard Understanding how to navigate MUNIS is important to efficiently using it! District & Environment. Environments are Live, Train or Test. 2. Login ID w/drop down options. Primarily used to Sign Out. - Click on Login ID to see options 3. Programs/Menu tabs. Menu contains all Munis Menus you have permissions to see whereas Programs are the favorites you ve added. 4. Menu Search allows searching through menu options contained in Menu and Program tabs - While on Menu tab enter EEO in the Menu Search box and find the EEO-5 menu option 5. Knowledgebase & Online Help. - Knowledgebase is a database of Munis documents, presentations and videos of Munis functionality. Accessing the Knowledgebase requires logging into the Tyler Technologies Munis Support web site. - Click on the Knowledgebase icon and login to the site. If you do not have a login click the register option and complete the form and submit then see the instructor for a login ID. - Once in click the Munis Knowledgebase link. - In the Knowledgebase enter Dashboard in the Keywords area and click Search. - Online Help provides help for the current program. We ll look at this later 6. Views. If you use web parts, you can create views to house them. 7. Dashboard Admin. A group of options to administer your dashboard. Page 2 of 16

3 Programs Tab Use this tab to establish easy access to programs you use often resulting in less time navigating menus. To add a program to the Programs Tab - Click on the Menu tab. - Open the Departmental Functions menu. - Place cursor over the Requisitions Entry (or any other) program, right click and select Add to My Programs. - Go to Financials > General Ledger > Journal Entry/History and add Journal Inquiry/Print. - Click the Programs tab. - Notice the menu options were added under the highest level menu (e.g. General Ledger) Create a Custom Menu - Add the following programs (use what you have learned thus far to find them): - Transfer Files to/from Cloud - Roles - User Attributes Add a Custom Category - Click the Programs tab - Click the add a category - Add a category named Admin Move Programs to the New Category - Hover over each of the 3 programs previously added to the Programs tab and right click. - Left click Edit this Program. - Change the category to the new category Admin. - Expand the Admin category. - You just grouped administration tasks under a category in Programs making it easier to access and perform the administration function! Move Programs within a Category - Place your cursor over the User Attributes program. - Left click and hold the mouse button down. - As you move your cursor between menu options notice a thin dark grey bar appears. - Move the file to just above the top menu option in Admin until the dark grey bar shows. - Unclick the left button to drop the menu option. The menu option should have moved to the new location. - This can be a little tricky and may require some practice. You can drag and drop categories the same way! Page 3 of 16

4 Screen Layout & Program Navigation There are 7 areas to MUNIS program screens: 1. MUNIS Drop-down menus 2. MUNIS Toolbar 3. Side Bar Buttons these buttons change with each program 4. Work Area this area changes with each program 5. Embedded Screen Buttons Not in all programs. These change as well. 6. Record Navigation Bar 7. Tabs - On the Menu tab navigate to Financials > Accounts Payable > Vendor Processing. - Open the Vendors program. Page 4 of 16

5 1. MUNIS Drop Down Menus: a. Click on My and review the available options. My contains: a. Favorites - access and organize you MUNIS program favorites b. Reports takes you to spool file maintenance and brings up your reports c. Menu Preferences ignore b. Move your cursor across to view all of the available options in the Drop Down Menus. Note that most of the options contained within the drop down menus are also icons in the toolbar c. Click the Help drop down menu. This provides access to: a. Knowledgebase (previously reviewed) b. MUNIS Help F1 Bring up MUNIS documentation from the MUNIS Web site for the program you are in. c. About MUNIS Tells you the program name, MUNIS Version etc. d. Click on Help. Note the help document pertains to the Vendors program. a. Click the Field Descriptions link b. Click the Tasks link 2. MUNIS Toolbar: The icons in the toolbar function the same no matter the program. Icons in focus appear in color and are accessible and those out of focus are grey in color and not accessible. Icons may appear in and out of focus as you work in the program. a. Move your cursor and hover over an icon in the toolbar. Notice the following: a. A brief description of the icon s function appears and remains for a few seconds b. Many of the icons show a key sequence at the end of the description (i.e. Ctrl+F). The key sequence is a keyboard shortcut to this function! b. Right click your mouse anywhere within the MUNIS program pane. Notice the following: a. A list of the toolbar icons appear in a dropdown format. b. The last option is Enable Text (only if you right click your mouse over the Munis toolbar) c. Select the Enable Text option. Notice that each icon now has a brief label displayed beneath the icon. d. Right click again and deselect the Enable Text option. 3. Side Bar Buttons: Side bar buttons contain functions specific to a program unlike the toolbar icons that function the same across all programs. a. Move your cursor and hover over an icon in the toolbar. Notice a brief description of the buttons function appears Page 5 of 16

6 4. Work Area: The work area is where you enter, update or define information. This area contains several types of fields. Free form entry: Allows entry of alpha-numeric characters. If the field contains a.00 or other decimal then only numeric values are accepted. Dropdown: Presents a limited number of predefined values. Click on the down arrow to select a value or start typing the value and the matching acceptable value appears. Ellipses: Presents a list of predefined values that appear in their own pane. Click the ellipses to open a pane or type in an acceptable value. If the value you type in is invalid you will receive a warning message in the lower left corner of the screen Radio Button: This field is used when the user has two or more options only one of which may be selected. Just click the radio button you wish to use. Checkbox: This field indicates either a yes, no or not selected. If the box contains a check mark it is Yes, if blank it is No and if it contains a grey center established. it has not been Date: Fields that require a date show a small datebook in the right corner of the field. Click the calendar to open a pane and select a date or simply enter a date. Dates may be entered in a few formats. For example , 12/31/2010, etc. Key fields are highlighted with a light blue background. Placing criteria in these fields when performing a Find will speed retrieval of information. Required fields have a Bold field label indicating you must place information in these fields to complete the addition of a new record or when updating a record. Let s try some of these fields by performing a Find: a. Click on the Find icon to perform a find. b. Select Active vendors from the Status field dropdown c. Name matches A* d. Not a 1099 Vendor (check the box until it is blank) e. Payment Receipt Method is Printed Check (on Terms tab) f. Click OK or hit Enter to find matching records. Page 6 of 16

7 5. Embedded Screen Buttons/Icons: Embedded screen buttons appear where additional, optional information may be stored. If the folder to the left appears in yellow, additional information is stored in this pane. Clicking a button opens a pane allowing you to enter or view information. Embedded screen icons provide additional functionality associated with a field. You may also see the following embedded icons on select screens: The folder icon allows drilling into the information presented in the field to the left of this icon. The icon appears adjacent to a field that contains an address. If an address is present, clicking this icon opens your and starts an with this address. The WWW icon appears adjacent to a field that contains a URL. If a web address is present, clicking this icon opens your default browser with the address in the field. 6. Record Navigation Bar: The record navigation bar displays information about the records in your find set. A find set is a list of all the records returned after performing a find operation. The record navigation bar shows the number of records in the find set as well as the number of the record currently displayed. The bar also allows you to navigate through the records to change the record currently displayed. a. Click Find and enter <2000 in the vendor number field. b. Notice the number of records in your find set and you are currently viewing record number 1. c. Move forward a few records by clicking the icon. d. Move to the last record by clicking the icon. e. Move back a few records by clicking the icon. f. Move back to the first record by clicking the icon. 7. Tabs Tables with many fields, more than will fit on a single screen, are typically organized by tabs. The most important information usually appears on the first tab. Notice the Vendor File Maintenance Screen has 4 tabs. a. Move through the vendors and click on the various tabs to view the information on these tabs. Page 7 of 16

8 MUNIS Toolbar As indicated previously, the toolbar contains icons that perform functions consistently across all MUNIS programs. Let s review the functionality of each icon. Used to accept selection criteria in a find, update or define. Used to cancel a find, update or define. Cut, Copy and Paste are used to cut, copy or paste text from a field to another field/application or from another application into MUNIS. Cut simply blanks the current field. The first task after entering any MUNIS program is to find data to report or review. The find icon allows a user to select data records using various criteria. Some examples for free form entry fields are: o * wildcard representing any number of characters and can be used at the beginning, end or middle of a string. e.g. A*, A* Co. or *Industries. Only valid for character fields. o? wildcard represents a single character and can be used at the beginning, end or middle of a string. e.g. 001?075, 370?,????075. Each? represents one character. Only valid for character fields. o < less than can locate character strings or numbers less than a value. e.g. <1000, <r o <= less than or equal can locate character strings or numbers less than or equal to a value. o > greater than can locate character strings or numbers greater than a value. e.g. >80, >ME o >= greater than or equal can locate character strings or numbers greater than or equal to a value.{d o <> or!= not equal can locate a string or numbers not equal to a particular value. e.g. <>0,!=1000 o : or.. allows the entry of a range of values to locate. e.g. 1:100 or A..FZZZ o pipe allows entry of a list of exactly matching values. e.g a. Open the Account Inquiry program in Departmental Functions. b. Find accounts not in Fund 2 (use <> or!=). Click the spool icon to save the report. c. Find accounts where the first three characters of the org are 001 (use * or?) d. Find accounts where the last 4 characters of the org are 1075 (use * or?) e. Find account names less than D (use <). f. Find orgs matching and (use ) g. Find objects between 0110 and 0299 (use : or..) The Browse icon allows a user to view records in the data set in a one line per record format. The browse screen is used to select a record, export data to Excel and provides the ability to customize the browse to each user s desire. Page 8 of 16

9 a. Find accounts with the org b. Click the browse icon to view the selected data. c. Double click on an account in the middle if the browse list to make it the current record in the active set. d. Click the browse icon again to view the selected data e. Move the bottom scroll bar to view the other columns in this browse screen. f. Click on the Available column heading to sort the data in ascending order. Click on the column heading again to sort it in descending order. g. With your cursor in any column heading, right click. This presents a list of columns that can be displayed in the browse screen. Uncheck all of the fields below the Available box. This will require right clicking and unchecking several times. Also uncheck the Project column. h. Left click the Available column and holding the button down, drag and drop the column between the Project and Description columns. i. Click the Excel icon to load the data into an Excel spreadsheet. Note: all browse screens contain the Excel icon and thus can export data to Excel. The Add and Update icons allow the addition of a new record or to update the current record in the find set. The delete icon deletes the current record only. If a MUNIS program includes the ability to mass delete it will be represented by a sidebar button or program and not this icon. The display icon presents a report in a pane on the user screen. a. Open a Munis report you are familiar with and find some data (not a lot of data, we want just a short report. b. Click the display icon to view the report in the report viewer. c. Notice the report is improved over the non-cloud version. Stay on this screen while the instructor reviews the various options. d. Zoom in on the report. e. Move through the pages. f. Open a different report, find data and click display. g. Notice both reports are available and you can easily move through them by clicking on the tab above the report. h. Close the programs used to display the reports. Notice the reports still display! The presentation icon prepares a MUNIS report and displays it in Adobe Reader (pdf format). The report quality is improved with a nice header, bolded column heading etc. Opening the report also allows flexibility in saving and distributing the report. Once the report is generated you have options in Adobe to print or to Board Members etc. in a better quality format. Page 9 of 16

10 The printer icon prints the report directly to the users default printer. The default printer is established in Admin > User Account Maintenance. The spool icon saves a snapshot of a report to the server. The report can be archived, printed, displayed etc. Spool files are accessible in each program My > Reports or from the menu Dept > Spool F/M. a. In the Account Inquiry program select My > Reports to view the files spooled by your user account. b. Display one of the reports (double click on the report or highlight and click the Display Files button. Frequently Used Programs Let s review programs used frequently by finance officers and some of the particular functionality available: YTD Budget The YTD budget report is used frequently to produce expense and revenue to budget reports. Departmental Functions > YTD Budget Report Reporting always requires selecting data first. The YTD Budget program provides two options for selecting data, the standard Org/Object/Project pane and the Segment Find pane. Both panes provide common ways to access account information in MUNIS. a. Find accounts with Org b. Now find accounts with the function between 1100 and Page 10 of 16

11 The Report Options button provides many ways to report the same data. New Report Option: Note: The report options are saved for each user every time they are saved. Page 11 of 16

12 Let s try some reporting options: a. Find accounts in Org b. Click the Report Options button and make sure each of the options on this screen matches the options in the above screens. c. Click OK once your options are set correctly and close the Report Options pane. d. Click Display to view the report. It should look something like this: e. Click the Report Options button again and change the Include accounts that used to 80%. f. Click OK, close the pane and display the report. You should have only a few accounts. g. Close the display pane, click the Report Options button, select the option to Include journal detail (Additional Options tab). Use a range of 2013 period 2 to 2013 period 2. h. Click OK, close the pane and display the report. It now includes account detail. i. Find accounts with Orgs beginning with 001 and Account Type E. j. Click the Report Options button and uncheck the Include journal detail. On the report sequence options, change Sequence 1 to 03 Function. k. Click OK, close the pane and display the report. Forward through the pages noticing the change in function in the column heading. l. Close the display pane, click the Report Options button and add Sequence #2 11 Object and click the Total check box for this sequence. m. Click OK, close the pane and display the report. Notice the significant change in the report. n. Close the display pane, click the Report Options button and select the Totals Only check box. o. Click OK, close the pane and display the report. Page 12 of 16

13 Account Inquiry This program is also a favorite among finance staff. It provides many options to view budgets, expenses, revenues, balances etc. Here is the Main pane and the additional tabs: a. Open the Account Inquiry program in the Departmental Functions menu. b. Find accounts in Org and review the 5 Year Comparison tab. c. Click the Current Year and History tabs and review the information here as well. d. Click the Totals button to gather the totals for all currently selected accounts. Revert back to the account screen by closing the pane. e. Browse the accounts and select account f. Click the Detail button and click OK. This opens a pane and presents a list of detail transactions posted to this account. g. Highlight a transaction with an API source journal and click the Detail button. This presents a pane with the details of the invoice associated with this transaction. Notice you can look at nearly all of the details associated with the invoice. Page 13 of 16

14 h. Return to the Account Inquiry pane by closing the detail transaction pane. i. Find accounts in Project Notice the additional Life column and possibly the strange numbers presented. Turn your attention to the instructor for additional information. j. Pick an account with a balance in the Actual (Memo) filed and click on the highlighted folder in the 2013 column to the right of the Actual (Memo) field. This opens a pane with actual (AP Invoices, General journal entries, Accounts Payable Maintenance, Payroll etc.) transactions for the fiscal year. Vendor Central This is a new program and a favorite as it provides much information about vendors including their purchase orders, invoices, checks etc. a. Open the Vendor Central program in Other Applications > Centrals > Financials. b. Enter dell in the Search by vendor name and click Go. c. Click on the More button for vendor Dell. d. Click on the tabs to see the information on this vendor. e. Hover over the page numbers in the lower left corner to see the vendors on each page. f. Click the Details link for Dell. Notice the panels with detailed information. g. Change the Timeframe located in each panel to see more or less data. h. Click the Settings icon and click the Panel Settings tab. Change the default timeframes as well as add or remove loaded panels. i. Click the Save button then close the settings to see the new results. j. Click the Advanced search option near the search box. k. Enter the zip code of your district office, select Active status and click the Search button. Page 14 of 16

15 MUNIS Office MUNIS Office provides users with an ability to extract MUNIS data into an Excel spreadsheet or integrate the data into a Word template. Let s run through a simple example of extracting data into an Excel spreadsheet: a. Open Vendor Inquiry in Departmental Functions. b. Find a group of 100 or so vendors (vendor number < 2000?). c. Click Browse. A pane opens listing the vendors. d. Click the Excel icon in the toolbar. This opens Excel and loads the data currently selected. e. Notice the information and order of the columns matches the information displayed in the Browse pane. Close the pane and return to the Browse pane. f. Return to the Vendor inquiry program and click the Excel icon in the toolbar. g. A list of available fields appears. These are the fields available for reporting in Excel or Word. h. Click the Save & Exit button to open the spreadsheet. Page 15 of 16

16 Query Wizard Build & Save a Query In this example we will build a query and save it. 1. Open the YTD Budget Report found in Departmental Functions. 2. In the YTD Budget Report select Find icon then select the QW icon. 1. Click on the Object row and click the Format button. This will take you to the Edit Assistant tab. 2. In the Edit Assistant click the Switch Format Mode button to enter a range of objects. Enter the range of 0110 to 0299 then click the Notice the range now appears in the Expression column. Format button again. 3. Click on the Account status row and click the Format button. This will take you to the Dropdown Assistant tab. 4. In the Dropdown Assistant tab you will see a list of defined values beneath the Select list of items label on the left. Double click on the Active option to add it to the list of items to select in this field. Click the Format button to return to the Fields tab. 5. Click on the Org row and click the Format button. This will take you to the Edit Assistant tab. 6. In the Edit Assistant tab enter the orgs on the line under the heading Enter list of items. Click the Format button to return to the Fields tab. 7. Click the Save-As button at the bottom of the screen. This opens a pane where you may save your query. Give the query the name Central Office Salary. Also make sure the box Make this query public is left blank! 8. Click on the Load tab and look for your saved query. Double click on your query to run it. You should retrieve 16 rows from this selection. Select the Display button to view the report. Page 16 of 16