TechnologyOne Financials Overview, Navigation and Shortcuts. Training guide for end users

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1 TechnologyOne Financials Overview, Navigation and Shortcuts Training guide for Revised on: 28 th July 2011

2 This training manual describes how to navigate within TechnologyOne Financials (T1). It explains key terminology that may be used during future training sessions. T1 is an extremely customisable product and so the help provided online is generic in nature. This document provides information that is specific to UTAS s workplaces and tabs; however, for further information and examples select Help > Help on Window (or press F1) any time. The Assistance screen becomes available; in it you can: search for key information follow hyperlinks to key topics.

3 Contents About TechnologyOne Financials (T1)... 1 General Ledger in T What you ll be doing in T Navigation... 3 Workplaces... 4 Header links... 5 Home Portal... 7 Tabs... 8 Functions... 9 Grid Functions Options Task panes Button bar Side bar Favourites Search Errors and Warnings Document File Errors Workflow Rule Errors Document File Release Other quick links and information Keyboard shortcuts Dates Using Paste Special to copy data during data entry Fast keystrokes... 24

4 About TechnologyOne Financials (T1) General Ledger in T1 There are four ledgers in T1: General Ledger (GL) Operational Ledger (OP) Research and Trust Ledger (RT). Salaries and Wages Ledger (SW) Most users will only be required to access the OP and RT Ledgers. The operational ledger is a periodic ledger which contains projects that are operational in nature. This ledger closes at end of financial year. When you search for information in this ledger you need to specify the year you re interested in. The Research and Trust ledger runs in perpetuity and contains projects that are for research or trusts, or require whole-of-life reporting. Projects in this ledger may have specific contractual obligations. The Salaries and Wages Ledger is populated from the HRMS system and contains payroll costs and staffing information. This ledger is not readily available to all staff and access needs to be requested and signed off by your manager. What you ll be doing in T1 Transaction Processing In T1, you will be able to: raise your own purchase requisitions approve supplier invoices raise customer invoice requests raise UTRANS and Funding Transfers process Correcting Journals Reports and enquiries make finding up-to-date data easy In T1 there s a difference between a report and an enquiry. If you re looking for information about a transaction you need to run an Enquiry in the Project Enquiries tab or Other Enquiries tab. If you are looking for balances/funds availability on a Project you will need to run a report in the Admin Reports tab. 1

5 Information on transactions is easily accessible within T1, and online enquiries offer many options for searching for data (refer to the section titled Perform a project enquiry for further explanation). No transaction reports will be provided (unless specifically requested where data isn t easily accessed by the online enquiry function). To enable you to perform the above activities you will need to understand how to navigate around T1 and use the enquiry and reporting functions. 2

6 Navigation T1 is Windows based so with a little knowledge of the data held in the system you should be able to navigate easily. You ll get your own login to T1 this provides you with your own Workplace and a range of tasks that you can perform, such as creating purchase requisitions, raising invoices and approving invoices. Some people might have more than one Workplace (if they perform more than one role). 3

7 Workplaces When you log in to TechnologyOne Financials, you ll be logged in to your default Workplace and you ll see the Home Portal screen. A user may have a number of Workplaces but there will be one that you will use primarily to transact or access data. The workplace in this example is the UTAS Admin Officer. The Workplace name is found at the top right-hand side of the screen. The UTAS Admin Officer Workplace will allow most users to perform all their activities required, including: raising Purchase Orders requesting Customer Invoices internal University Transactions enquiring on data running reports managing Workflows. 4

8 Header links If you have access to more than one Workplace, you can access any other workplaces available to you through the My Workplace icon in the Header links (just above the Home Tab). This will return a menu in which a selection to another workplace can be made. Click on the hyperlink to open the relevant workplace. Most users will only see one workplace. This will vary depending on the area of the University you work in. Other header links are: My Reports and Files where you can retrieve recently run reports. Announcements these are messages that are sent to you by o o the System Administrator and the Distributed Processor when you have processed a job Reminders you can create a reminder of tasks you need to perform in the system 5

9 Preferences allows you to specify certain setup options in your own login, such as o General: Tick Show advance filter criteria Remove tick from Show lead-thru tips on important/complex fields o Job Processing: Tick Use logical printer instead of Windows default wherever possible Set Default Logical Printer. Set this to a printer in your area that has been set up for use with T1. This printer will be used for all jobs run under the Distributed Processor If you cannot find a printer in your Department that is available in the pick list, please contact the T1F helpdesk with printer details and they will organise setup. Please Note: It is ITR policy to set up one dedicated T1 printer only for each area. They do not set up individuals office printers for use with T1. o Default Workplace: Change Default Workplace to another workplace on your list that you want to access on login Don t forget to click Save and Close before exiting to save all changes that have been made to your Preferences. 6

10 Home Portal Once you have opened the Workplace you require, the Home Portal will be displayed. The Home Portal will display: Alerts - you can configure you own alerts if needed by selecting Configure Access to other useful information, e.g. online tools, online forms, chart of accounts guidance and policies. (This may be changed and updated by Central Finance.) If you are have access to Business Intelligence (BI) this Home Portal will be replaced with BI dashboards. These dashboards summarise the financial information for your area. 7

11 Tabs The key to navigating around T1 is the use of Tabs. These tabs group key tasks you will perform. The tabs you see will vary depending on which Workplace you have selected. In the UTAS Admin Officer workplace the key tasks are: Project Enquiries Other Enquiries Transaction Processing Transaction Processing Assistance Third Party Systems (most users won t need this tab) Admin Reports Specialist Reports Scheduled Reports My Workflow Other. This document does not explain the key uses of each tab; this will be covered in other training sessions. 8

12 Functions When you click on a Tab you ll often see a list of functions. These may be visually identified as clickable images or buttons, or as a list. For example: The Project Enquiries tab displays functions as clickable images or buttons. Hover over a button until the cursor changes to a hand, then click to open the function. 9

13 The Transaction Processing tab displays functions as lists with clickable items. 10

14 Grid Functions Grid functions enable you to fully use enquiry and data entry screens. At the right-hand side of any grid there are a number of icons you can choose: Search this function can be used to search for words, accounts, amounts within a grid Show Graph Print Export to Excel this function can be used to export to excel after customizing columns and using search criteria and filters. Send to Excel Pivot Table Publish this will publish the results of the grid to a nominated user(s) in their Home portal Published Reports portlet Letter Writing Wizard Options (see below) Save Layout this function saves any customisation to columns (see Options) 11

15 Options You are able to alter the look of the data you view on grids. 1. Click on the Options icon (2nd to last icon), and select Customise columns This will return a Customization grid which will vary depending on the enquiry. 2. Drag and drop from the Customization list to where you want to view the additional data on the grid (Note: you can drag and drop items off the grid also) 12

16 Task panes Task Panes appear on the left-hand side of many screens. These panes list actions, views and links to other functions that specifically apply to that window. This screen shows actions and links. For example, Submit is an action on a document file. This will submit your UTRAN document for approval (via workflow). A Document File is similar to a batch (for those used to batch processing). There can be a number of Documents in a document file. Some documents have been restricted to only allow one document per document file e.g. UTRANS. 13

17 Button bar A Button Bar becomes available when various functions are opened. This bar allows you to navigate in a similar way to normal internet browsers, with options such as: Help Opens the Assistance pane so you can search for help by topic Back returns you to the previous screen Home returns you to the Home page for this tab Windows enables you to switch between active windows Close closes current window and returns to previous window on that tab (if applicable). Clear clears all the fields on the screen you re viewing Retrieve refreshes the data on the screen you re viewing. 14

18 Side bar The buttons on the Side Bar allow you to access functions that can be used across the whole system, mainly through Favourites and Search. 15

19 Favourites You can save frequently used functions as Favourites so you can open them quickly. When you re in a screen that you wish to save as a favourite, click on Favourites on the side bar and then click on Add Current Function link at the bottom. 16

20 Search Use the Search box as a quick way of locating T1 functions: 1. Enter a portion of the name of the function you re looking for 2. Choose from the list displayed 3. Double-click on the name 17

21 Errors and Warnings There are 2 types of errors: Document Files errors Workflow Rule errors. Document File Errors Document file errors are indicated in the Document File Task Pane and relate to errors that relate to transaction entry, e.g. invalid account code combinations. To view the errors and warnings in a document file, Click on the Errors and Warnings link under Document File in the Document Task Pane. Click Save if it asks if you want to save this document. Document File Error This will take you through to another window that gives you an explanation of what the error is e.g. Document is out of balance. 18

22 You can return to the document again by clicking on the current document in the task pane. If you have a document with multiple lines and the error relates to only one line (e.g. inactive account code) you can click on the blue line in the Reference field of the error message and this will return you to the exact cell of your document that is causing the error. Workflow Rule Errors Workflow rule errors are indicated on the information bar at the bottom of the screen and are a result of business process rules that haven t been complied with, e.g. the internal/external indicators on UTRANs. Document File Error To enquire on these rules, click on more to review the detail of the workflow rule. 19

23 Document File Release Document File Release is used when you receive a warning stating Document File is in use by another user. This warning indicates that they system has locked the file as the system perceives the file to be in use. If the document release function is unsuccessful, a call should be logged with or call extension Document File Release can be found on the Other tab under the Document File Processing menu. 20

24 Open the function, and key in the Document File Number in the Document File Name Field, and click on Release Document File on the Task Pane. 21

25 Other quick links and information At the bottom of the screen are some other quick links and information icons. These can aid navigation in T1. There are direct links to: Alerts Workflow This area can also identify where to obtain further information on errors when processing transactions; in the below example there is a Workflow Error. 22

26 To obtain more information on the error, click more This example shows that for an Internal Transaction (UTRAN), the Internal/External indicator must not be 0 (External) for University Internal Transactions. Please ensure last digit of the Account Number is 1 (Income) or 2 (Expense). The user must now close the error message and correct the account code string. 23

27 Keyboard shortcuts You can use shortcut keys instead of using the mouse to select menu options. Clear the screen to perform the next action in the same function Copy text to clipboard Cut text to clipboard Perform a Paste Special Undo Last Action Wildcard Searching CTRL+N CTRL+C CTRL+X CTRL+SHIFT+A CTRL+Z % Dates Today s date T Tomorrow s date T+1 Yesterday s date T-1 Using Paste Special to copy data during data entry Use Paste Special to copy data from an external application, such as a Microsoft Excel spreadsheet, into T1. This is very useful for any data entry functions and can save time and reduce keyboard errors. Your trainer will demonstrate the use of this function. The Finance System Admin team will help you to set up any Paste Special functionality you may require. Fast keystrokes Full-stop (.) Minus (-) Plus (+) Copy the last value for this field, either text or numeric Copy the last value for this field (numeric only) and reverse the entry Calculate the outstanding balance 24

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