MetaViewer Interface and Navigation

Transcription

1 MetaViewer Interface and Navigation Created by Janet Lee, Technology Training Coordinator Information Technology Westchester Campus July 2011 Objective of this tutorial is to familiarize you with MetaViewer interface and functions below. To test your knowledge, take the Quiz. To control playback of this tutorial, use the playback controller on the bottom left of the window. To jump to a topic, use the navigation pane on the right. Click the triangle to expand the list. What is MetaViewer? Log On/Off to the System Main Window and Panes Master Index and Folder Pane Account Balance Report Monthly Accounting Detail Report LMU Account Number Main Menu Navigate between Pages Navigate within a Page Print a Report Search within a Report Master Search Common Accounting Codes MetaViewer Math Set Startup Font Size Change Subscriptions Change Greenbar Fix Wavy Printout Export Data to Excel Learning Resources About the Tutorial What Is MetaViewer? MetaViewer is a Web based report viewing application that allows users, who have been granted access, to view and print account reports MetaViewer is a tool to verify correct dollar amounts are entered and allocated to the right account number Primarily used for account reconciliation and budget monitoring No data input or editing Available on campus only Live data data changes daily LMU fiscal year June 1 st to May 31 st Do not share your login or data Logoff properly (not minimize) when you are away from your computer Recommended browser Internet Explorer Does not work on Mac Operating System. But if Windows is installed on a Mac, it will work. Questions on this tutorial, to janet.lee@lmu.edu 1

2 Log On/Off to the System Westchester campus users MYLMU > Systems Logins > MetaViewer or Law School users contact LLS ITS User Name and Password is not the same as your network login If you access MetaViewer for the very first time, you might be prompted to install Java. Follow the onscreen instructions. You need administrator privileges to your computer for installation. If you do not have the permission, contact ITS Help Desk. Main Window MetaViewer main window outlined in red Main Menu and Panes Main Menu Folder Pane Document Pane View Pane Questions on this tutorial, to 2

3 Master Index Double click Master Index icon to expand folders list Folder Pane Double click Yellow Folder icon for each fiscal year folder to see reports Drag to adjust width of pane View Pane Double click Yellow Folder icon to display reports in the View Pane Questions on this tutorial, to 3

4 LMU Account Number Campus Code (2=Westchester, 3=LLS) Project Number Fund Number Organization/ Department Description of Account Number: Operations Fund (11), Westchester Campus (2), Annual Giving Program (53210), no Project number assigned (00000) Object Code Object Code Description Example of Account Balances Report What Is Account Balances Report? Account Balances Report serves as a summary report Include 5 columns Obj (Object Code), Description, Budget, Actual, Available Sorted by Account Number first, then Object Code, and date Primarily used to see how much fund has been spent and how much fund is left for each Object Code Questions on this tutorial, to janet.lee@lmu.edu 4

5 Details on Account Balances Report Object Code Object Code Description Amount allocated for a fiscal year Amount spent (show in positive) and amount received (show in negative) Amount available after each expense item Example of Monthly Accounting Detail Report What Is Monthly Accounting Detail Report? Monthly Accounting Detail Report is an itemized expense and revenue report Include 8 columns Date, Entry/Inv#, Description, Reason, Budget, Encumbrances, Actual, Available Sorted by account number first (if you can see more than one account), Object Code second, and then dates starting from 06/01 Unused fund will not be carried over to the next fiscal year Primarily used to reconcile P Card transactions and requisitions and to search for a transaction using Report Search function Questions on this tutorial, to janet.lee@lmu.edu 5

6 Details on Monthly Accounting Detail Report Date = date the entry was entered into the system Entry/Inv# = Accounting code, P Card transaction number, requisition number, etc. Description = vendor name, requestor name, time period, etc. Reason = name of event, conference, or restaurant, etc. Budget = Amount allocated for this object code in a fiscal year Object Code Total is included at the end of each object code section Actual = Amount spent (shown in positive) and amount received (shown in negative) Available = Amount available for this object code in a fiscal year Encumbrances = Encumbrances is used to reserve budget amount for certain expense item. Discuss with your budget manager further about this feature. Main Menu Close MetaViewer properly using File > Sign Off or keyboard shortcut key. Do not click the button. This will leave MetaViewer Java running which might affect other Java enabled applications. Main Menu Copy Selection and Paste to Search might be useful when performing a report search or a master search (discussed later) Not widely used Questions on this tutorial, to janet.lee@lmu.edu 6

7 Main Menu You can access the same function using icons on the Toolbar (discussed later) Not widely used Main Menu Macro and Export to is not widely used Export Data, Subscriptions, and Workstation Preferences will be discussed later If you change your password and forgot it later, ITS Help Desk will restore to original assigned password. Report Search On/Off allows you to search for any text or numbers in the open document (discussed later) Questions on this tutorial, to 7

8 Print allows you to print all pages or specific pages within a range (discussed later) Rotating not available Text/Blank toggles between Text view or Blank view (cut page in half) Text view display entire page with Greenbar Blank view display half page with Greenbar removed Questions on this tutorial, to janet.lee@lmu.edu 8

9 Zoom Up for zooming in Zoom Full Page scales open document to fit vertically between top and bottom margins of window Zoom Page Width scales to fit open document to fit horizontally between left and right margins of window Questions on this tutorial, to 9

10 Zoom Full Size returns open document to default zoom level Zoom Down for zooming out Yellow Slider or < > arrow for navigating between pages Hit = number of pages you are allowed to view Hold and drag the yellow slide to navigate to a specific page Click < or > arrow to go back or forward one page at a time Questions on this tutorial, to janet.lee@lmu.edu 10

11 Green Slider or < > arrow not available for most users Page = total number of MetaViewer report pages for the entire campus Cannot hold and drag the green slider Left 0 switch view from Text to Blank (need to click the Blank icon to return to default view) Right 0 not available for most users Questions on this tutorial, to janet.lee@lmu.edu 11

12 Restore/Minimize icon allows you to toggle between Full View and Minimized View (showing Folder Pane and Document Pane) Minimized view Folder pane and Document pane are visible Full view Folder pane and Document pane are hidden Navigate from Page to Page Click < or > arrow Drag the Yellow slider From Main Menu > View > Goto Navigate within a Page Drag the Vertical or Horizontal Scroll Bar or click the arrow Questions on this tutorial, to janet.lee@lmu.edu 12

13 Print a Report Toolbar > Printer icon > Select a printer > Change number of copies (optional) > Print button For Print What, keep it as Best View For Print Range, Page = current page, Hit Pages = pages you are allowed to view For Orientation, keep it as Best Fit For Margins, do not change these numbers Search in a Report Toolbar > click Report Search icon > Type text or number > press Enter key Lines matching your search term highlighted in yellow To turn off Report Search, click on the Report Search button again or delete the keyword and press Enter key Advanced Report Search Use wildcard character * for better search results. For example, pnet will not find PNET123456; but pnet* will find this entry and other entries that were charged to any LMU P Cards. Search keyword is NOT case sensitive [Org xxxxx result includes all line items matching the organization number you typed in the search box [Proj xxxxx result includes all line items matching the project number you typed in the search box [Obj xxxx result includes all line items matching the object code you typed in the search box. Does not always work. Instead, search by typing the object code in the search box. Questions on this tutorial, to janet.lee@lmu.edu 13

14 Master Report Search Master Search button is located right below the Main Menu. It searches for all the reports in all the folders. Report Search is recommended. Common Accounting Codes AP = Accounts Payable Examples: reimbursement checks, vendor invoices, requisition forms JE = Journal Entry (internal fund transfer) Examples: Campus Digital Graphics, Facilities Management, Sodexho catering MetaViewer Math For example, ($1,500) In Excel, number in parenthesis indicates money spent (debit); but In MetaViewer number in parenthesis indicates money received (credit) Questions on this tutorial, to janet.lee@lmu.edu 14

15 Startup Font Size If you find yourself zoom in to report all the time, increase the font size so that the report will be more readable Main Menu > Options > Workstation Preferences > Startup Font Size Subscriptions Subscriptions allows you to turn on or off any fiscal year folders that you do not wish to see listed in the folder pane Main Menu > Options > Subscriptions > click the box for each report (blue = folder visible; white = folder not visible) Greenbar Greenbar color and height is for viewing only. They do not show up on color printout. You can change the color of Greenbar and number of lines. Main Menu > Options > Workstation Preferences > Greenbar Greenbar height = 3 Greenbar height = 1 Questions on this tutorial, to janet.lee@lmu.edu 15

16 Fix Wavy Printout Wavy printout is caused by printing with proportional font. Choose a fixed width font instead. Main Menu > Options > Workstation Preferences > Print Font > Courier New or OCR Extended > OK Export Data: Save as ASCII File 1. Main Menu > Options > Export Data > select an Export Set > ASCII File > Lookup File > navigate to a folder or the Desktop and enter a file name > Export Export Data: Choose Data Type 2. Keep default Fixed width option > Next Questions on this tutorial, to janet.lee@lmu.edu 16

17 Export Data: Adjust Columns 3. Follow on screen instructions to Add, Delete, or Move a break line > Next Caution: place the break line carefully to make sure that text is not cut off. Scroll up to the top of the screen. Use the of column heading as a guide. It is a good practice to place the break line right after the dashes. Export Data: Define Data Format 4. Keep the default General > Finish Export Data: Open Data File in Excel 5. From Excel > File > Open > Change Files of type to All Files > locate the save location > double click the ASCII text file Questions on this tutorial, to janet.lee@lmu.edu 17

18 Export Data: Modify Column Widths 6. From Excel > Expand Column Widths Export Data: Save As an Excel File 7. In Excel > Office Button > File > Save As > Excel Workbook Learning Resources Go to > Learning Tools Quick Reference Guide, 2 page PDF with step by step instructions Online Tutorial on Interface and Navigation Print version of Online Tutorial Any discrepancies, expense item issues, or cannot see certain account numbers, contact your budget manager or the Controller s Office Questions on navigation, contact training@lmu.edu Feedback on this tutorial, send e mail to training@lmu.edu Created by Janet Lee, Technology Training Coordinator Information Technology Westchester Campus July 2011 Questions on this tutorial, to janet.lee@lmu.edu 18