Lawson Portal User s Manual

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1 Lawson Portal User s Manual

2 Table of Contents 1. Lawson Portal FAQ s page 1 2. Login Page page 9 3. Portal Home Page page Form Search (a) Search by form ID page 11 (b) Search by form description page Viewing Multiple Forms page Printing a Standard Lawson Screen (ie: GL90) page Drill-Down using a Standard Lawson Form (GL90) page Adding a Job page Running a Job page Job Schedule page Print Manager page Viewing a Report page Output (a) Changing a report format page 28 (b) Drill-down feature page Creating a.csv Document (a) From a report in your Print Manager - page 30 (b) From a standard Lawson screen: GL45/GL90/etc page Printing a Report page Employee Self Service page Contacts page 39

3 1. Lawson Portal FAQ s 1. What is Lawson Portal? Portal is a web-based application; no software will be loaded onto your computer. Everything will be accessed via the web. 2. Can I log into Portal from home? Lawson Portal can only be accessed from computers connected to the Loyola network; computers outside the firewall will not be able to access Portal. 3. What internet browser can I use to access Portal? Currently, Portal will only work with Microsoft Internet Explorer 6.0 and up. 4. How do I know what version of Internet Explorer I currently have? To check the version of IE: a. Open an IE browser window. b. Click Help c. Click About Internet Explorer. A new window will open: If the version is not 6.0 or higher, you will have to download a later version of IE. *Note The default version of IE loaded onto LUC PC s is version 11.x.xxxx. Page 1

4 5. How do I download a later version of Internet Explorer? To download a later version of IE, visit Microsoft s Download Center: Click on the version of IE you wish to download. Follow the on-screen instructions. 6. How do I access Portal? There are a couple ways to access Lawson Portal: 1. Open IE and go to: 2. Start Menu Button > All Programs > Loyola Software > Administrative Applications > Lawson Portal *TIP Add the Portal homepage as a desktop shortcut. To do this: First you will have to add the Portal homepage as an Internet Favorite. a. Open IE and go to: b. Click on Favorites and select Add to Favorites. c. Enter new name for link (optional). d. Select the folder in which you would like the link to be saved. e. Click Add. Page 2

5 The Lawson Portal link is now saved as an Internet Favorite. You will now have to create the desktop shortcut. To do this: a. Click Favorites. b. Click on the folder where you saved the Lawson Portal Link. c. Right mouse click on the link you created. d. Click Send To. e. Select Desktop (create shortcut). Page 3

6 The Lawson Portal link is now saved onto your PC s desktop. Double-clicking on this icon will open Internet Explorer to the Portal Homepage. 7. I do not receive messages on the bottom of the screen after I submit a job, do a change function, etc. How do I enable the information bar at the bottom of the screen? The information bar will provide you with a couple things, such as: Confirmation a job was added Confirmation a job was submitted successfully Error messages Page 4

7 To enable this information bar: a. Open Internet Explorer (you do not need to be logged into Portal for this). b. Click Tools. c. Click Internet Options. d. Click the Security tab. e. Click the Internet icon. f. Click the Custom Level button at bottom of window. g. Scroll down to the Scripting section (near the bottom of the page), and Enable the Allow status bar updates via script option: h. Click OK at bottom of page. A pop-up will open, click Yes. i. Click OK once more to exit from the Internet Options window. 8. Will pop-up blockers affect the functionality of Portal? Yes, pop-up blockers may cause issues as you are using Lawson Portal. To ensure you don t run into any problems: a. Open Internet Explorer (you do not need to be logged into Portal for this). b. Click Tools. c. Click Pop-up Blocker. d. Select Pop-up Blocker Settings. Page 5

8 e. In the Address of website to allow field, type luc.edu f. Click Add. g. Click Close. *Note this step will not change the settings for any third-party pop-up blockers you may have installed on your PC; Yahoo, Google, etc. If you experience issues with pop-ups after you change these IE settings, please check the settings on the third-party pop-up blocker.* Page 6

9 9. How do I log out of Portal? To logout, simply click the logout button located at the upper right-hand side of the screen. *Note you do not need to be on the Portal homepage to logout.* 10. Will closing the browser log me out of Portal? No! If you wish to log out completely, you must click the logout button. Simply closing the browser window will not log you out. 11. Can I use the browser s back button to go to a previous screen? It is not recommended that you use the browser s back button. If you would like to go to a previous screen, use the form search in the upper right-hand side of the screen. 12. Can I print a Lawson screen that I am currently viewing? Yes, you do have the option to print a Lawson screen you are viewing, such as GL20, GL90, etc. *Important - In order to optimize the print output, you will need to make a change to the default print settings.* To do this: a. Open Internet Explorer. b. Click File > Internet Options. c. Click on the Advanced tab. Page 7

10 d. Scroll down to Printing. e. Check Print background colors and images. f. Click OK. Page 8

11 2. Login Page The web address for Lawson Portal is: jexampl 1. Enter your network id and password. 2. Press Enter or click. Page 9

12 3. Portal Home Page Clicking on a Shortcut link will take you directly to that form. Clicking the Lawson icon at any time will automatically bring you back to the home page. Entering a form ID here and pressing Enter will take you directly to that form. If you do not know the form ID, you can also search by form description. (See following pages for form search help.) Search box Search Links Menu Preferences Help Page 10

13 4. Form Search *Note depending on your security class, you may not have access to the search box.* (A) Search by form ID To search for a form: 1. Type the form ID (ie: GL45) in the search box. 2. Press Enter or click. 3. The form will load in the current window. Page 11

14 (B) Search by form description If you do not know the form ID (ie: FB40), you can search by description: 1. Type form description (ie: journal ). 2. Press Enter or click. 3. Search results will open in a new window/tab. Page 12

15 To open form: 1. Click the form name (ie: FB40, listed under General Ledger ). 2. The form will open in the original Portal Window. 3. Click. Page 13

16 5. Viewing Multiple Forms To view multiple forms at the same time (ie: GL45 & GL90): 1. Click File. 2. Click New Window. 3. A new window will open to the Portal Home Page; type in the form ID in the search box and press Enter or click. Page 14

17 Original window New window Page 15

18 6. Printing a Standard Lawson Screen (ie:gl90) There are multiple ways to print a form you are currently viewing: (A) 1. Right mouse click anywhere on the screen. 2. Click Print. Print output shown below. *Note the data that appears on the screen is the data that will be printed. If you wish to see all transactions, you must page-down and print multiple screens. Alternately, you can do a.csv export (see page 31).* Page 16

19 (B) 1. To use the browser s print function, click File > Print. Print output shown below. *Note the data that appears on the screen is the data that will be printed. If you wish to see all transactions, you must page-down and print multiple screens. Alternately, you can do a.csv export (see page 31).* (C) 1. You may also capture a screen-print using Printkey Simply click the Print Screen key on your keyboard. 3. If you do not have this software installed, you can download it here: Page 17

20 *Note - If your print output appears like the above print preview, please refer to pages 7-8 In the Frequently Asked Questions section. You will need to make changes to the default print settings which are covered on those pages.* Page 18

21 7. Drill-Around Using a Standard Lawson Screen (GL90) a. Open GL90. b. Enter desired parameters and click. c. Right-click in the blank box to the left of the line you wish to drill around on, and select. Page 19

22 When you drill-around using GL90, the default view is Account Transactions Amounts. This contains all transaction amounts that have hit the Accounting Unit you selected from the beginning of Lawson. To view only the transaction detail for the line you drilled on, click Transaction Detail. Page 20

23 Since the example here is an Accounts Payable transaction, we can drill further by clicking Accounts Payable. This will provide you with additional information such as Vendor, Vendor Name, and Invoice Number. Page 21

24 Drilling further, you can obtain information such as the Voucher Number, Purchase Order Number, and Payment Number. Using the tree view on the left-hand side of the screen, expanding the folders by using the + will allow you to drill-down to Invoice Detail. Page 22

25 8. Adding a Job To add a job: 1. Using the search box, type in the form ID of the job you wish to add (ie: GL165). 2. Fill out the Job Name, Job Description, and all necessary Parameter fields. 3. Click. Page 23

26 9. Running a Job To run a job: 1. Click. 2. A pop-up window will open, click. 3. You will receive a confirmation (bottom of page) that the job was submitted. Page 24

27 10. Job Schedule To monitor the status of a job you submitted: 1. Click. 2. The Job Schedule list will open in the current window. List of active jobs. Click to refresh list. If more than 2 jobs are submitted at once, remaining jobs go to a waiting queue until active jobs are complete. List of all completed jobs. Page 25

28 11. Print Manager The Print Manager can be accessed a couple ways: 1. From the Job Schedule screen, click then click. 2. To access the Print Manager after submitting a job, click. Page 26

29 12. View a Report You can view (open) reports multiple ways: 1. Double click the report. It will open in the current window/tab. 2. Right click on the report. Click. 3. Click to highlight the report. Click. Click. Page 27

30 13. Output (A) Changing report format Clicking will bring you back to the Print Manager. The default output view is HTML. To change the format: 1. Click. 2. Select output type (ie: PDF Landscape). 3. Report will open in a new window/tab. Page 28

31 (B) Drill-down (available only when viewing report in HTML) The blue-underlined fields are hyper-links which are drillable. Clicking one of these fields will open a new drill-around window. You can drill further by clicking on the +. Page 29

32 14. Creating a.csv File (A) From a report in your Print Manager To create a.csv file (to export data to Excel): 1. After opening a report, click. 2. A File Download window will open, click. 3. The file will open in Microsoft Excel. Page 30

33 (B) From a standard Lawson screen: GL45/GL90/etc To create a.csv file (to export data to Excel): 1. Enter desired parameters and click. 2. Click. 3. The file will be sent to your Print Manager. Page 31

34 4. From the Print Manager, open the.csv that you created. (The file will be named print(#).csv). 5. After opening the file, click. Page 32

35 6. A File Download window will open, click. 7. The file will open in Microsoft Excel. Page 33

36 15. Printing a Report There are multiple ways to print a report: (A) From the Print Manager 1. Right click on the report, click. A Print Report window will open; a. Click the Printer dropdown and select the printer to send the report to. (network printer) b. Enter the number of copies you wish to print. c. Click. Page 34

37 2. Click to highlight the report, click click. A Print Report window will open; a. Click the Printer dropdown and select the printer to send the report to. (network printer) b. Enter the number of copies you wish to print. c. Click. Page 35

38 (B) To print a report you are currently viewing: Click at the top of the page. A Print Report window will open; 1. Click the Printer dropdown and select the printer to send the report to. (network printer) 2. Enter number of copies you wish to print. 3. Click. Page 36

39 (C) To print a report you are currently viewing in pdf format: Click at the top of the page. A Print window will open; 1. Click the Name dropdown and select the printer to send the report to. You can select a local printer or network printer. 2. Click. Page 37

40 16. Employee Self Service A. Lawson Portal will be the main source of information for all Lawson applications. This includes Employee Self Service. The web address for Portal is: *Note If you currently have Employee Self Service saved as an internet favorite, make sure to update it with the new web address.* B. After logging into Portal, you will see the Employee Self Service link on the left-hand side of the screen in the shortcuts list. Click on Employee Self Service to expand. You will have the option to select Benefits, Pay, and Personal Information. C. You can also access Employee Self Service via the Start Menu Button > All Programs > Loyola Software > Administrative Applications > Lawson Portal. D. The updated Employee Self Service documentation can be found at: Page 38

41 Contacts Financial Systems Rebecca Gomez Director, Financial Systems & Payroll x Tracy Snowberger Senior Financial Systems Analyst x *Additional Lawson documentation can be found here:

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