THE UNIVERSITY OF EDINBURGH FINANCE PROCESS MANAGER USER GUIDE Student/Visitor efinancials Payment Record Creation
CONTENTS Notes Page 2 Submitting a Student/Visitor efinancials Payment Record Creation Page 3 Using Paperclip to attach Application Form Page 10 1
Notes If a supplier record for the student or visitor already exists in efinancials there is no need to submit the FPM transaction. A completed efinancials Payment Record application form must instead be sent to finance@ed.ac.uk. The Finance Helpdesk team will ensure the details on the existing payment record are correct and confirm you can proceed. You can check for an existing record by entering the Student or Visitor Number in the Personnel Number field and clicking the Key Icon. The Supplier Check note at the bottom for the screen will display if a record for the student or visitor member (supplier) already exists in efinancials - If the student or visitor already exists, exit the transaction and email completed application form direct to finance@ed.ac.uk with the email header FPM Student/Visitor efinancials Payment Record Creation. 2
Submitting a Student/Visitor efinancials Payment Record Creation Log in to Finance Process Manager https://www.fpm.finance.ed.ac.uk, using your EASE login details. After logging in to FPM, if not already highlighted, select Transaction Workbench. A listing of all created transactions will be displayed. 3
To create a Student or Visitor efinancials Payment Record Creation, click the Create Transaction button, which will display a pop-up box, with available Item Types. From the drop-down box, highlight Student or Visitor efinancials Payment Record Creation and click Select. 4
If a Security Warning is displayed on screen, click Yes or OK to view the FPM transaction page. A Student or Visitor efinancials Payment Record Creation transaction should now be displayed on screen with most, if not all, fields blank. If applicable, the scrollbar on the right of the screen can be used to move up and down the transaction fields. At this stage, the Transaction Status is Initial. There are two tabs displayed which are Main Tab and FIS Use tab. Only the Main Tab should be completed. (NB: All fields should be populated in UPPER CASE) The Sub Ledger will default to P06 Student. P07 Visitor can be selected from the drop down menu. If the first field (Supplier Approval) is blank, click the binoculars icon to select an Approval Group. All Student or Visitor efinancials Payment Record Creation transactions must be submitted to the Fisusers efinancials Payment Record Approval (FIS-EFIN) group. 5
Clicking the binoculars icon to select an Approval Group, will display the following screen. Enter FIS-EFIN in the Search box and click on code search. The available Approval Groups will be listed in the Search Results. Highlight the desired Approval Group and click Add to favourites. The desired Approval Group should now have been added to Favourite Supplier Approval Groups. Highlight desired Approval Group and click Apply Changes and Close to populate the relevant transaction field. 6
The Supplier Approval field should now be populated with the desired Approval Group. Complete transaction fields as required, noting that fields which include an asterisk (*) next to the field type, are mandatory and therefore must be populated. DO NOT enter and/or amend fields in FIS Use tab. NB: When entering the Address for a Student enter their Departmental Address. Enter the Post Code as INTERNAL. 7
Personnel Number field should be populated with the student or visitor number and then click on the Key Icon. If a supplier record for the student or visitor already exists in efinancials there is no need to submit the FPM transaction. However, a completed efinancials Payment Record application form must instead be sent to finance@ed.ac.uk. The Finance Helpdesk team will ensure the details on the existing payment record are correct and confirm you can proceed. Whether a payment record already exists can be checked by entering the Student or Visitor Number in the Personnel Number field and clicking the Key Icon. The Supplier Check note at the bottom for the screen will display if a record for the student or visitor (supplier) already exists in efinancials. If the student/visitor already exists, exit the transaction and email completed application form direct to finance@ed.ac.uk with the email header FPM Student/Visitor efinancials Payment Record Creation. If the student/visitor does not already exist in efinancials continue to complete the form. FPM includes Bank Validation Software, therefore when Bank account and Bank sort code fields have been populated, Use Bank Wizard should be clicked to validate Bank details and also to automatically populate the Bank Name and Bank Address fields. Once all required transaction fields are populated, click the Save button. A copy of the new user s completed efinancials payment record application form must be attached to the transaction using the paperclip icon. 8
A copy of the efinancials payment record application form can be found by clicking on Using Paperclip to attach the efinancials Payment Record Application form to the transaction The efinancials Payment Record application form can be added to the transaction by using the Paperclip application. To do this, scroll to the bottom of the transaction page and from the available Operations, click the red Paperclip Attachments icon. The Paperclip application should open in a separate browser window. The related Transaction Reference will be displayed on screen. To attach the eexpenses Application Form, click the red Paperclip icon. Clicking the red Paperclip icon should display the file Upload facility. 9
To attach the desired electronic document, click the Browse button and then locate the document from the relevant drive/location and select Upload. The selected electronic document should now be attached to the Transaction Reference. To view the attached electronic document, highlight the document title and select the Magnifier icon from the top toolbar. When the application form has been successfully attached a small red tick should appear next to the red Paperclip Attachments icon. To confirm the attachment, click the Save button. NB: Use the Modify button if you wish to add or remove electronic documents via Paperclip. DO NOT delete attached electronic documents via Paperclip, when Viewing a transaction in FPM. At this stage, the Transaction Status is now Draft. 10
If all relevant details have been added to the document and no further details, notes or attachments are required, the transaction can be Saved and submitted at a later time, or it can be submitted by clicking the Submit button. When submitted, a transaction is sent to the relevant Approval Group for review, approval and/or querying. At this stage, the Transaction Status is now Submitted. The user who submitted the transaction can recall the transaction from the relevant Approval Group by highlighting the transaction and clicking the Withdraw button. This will remove the transaction from the Approval Group and place it back into the user s listing for amendment. At any stage in the process, the current position of a transaction can be viewed using the Track Status option. The Track Status records each stage in the lifecycle of a transaction and each point in the process can be viewed from this screen. 11