February 2001 Online Users Manual

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1 February 2001 Online Users Manual

2 TABLE OF CONTENTS Getting Introduction 1 Started Preface..2 Understanding the Icons...3 Launching & Logging Into SPS...4 Program Office Guide Getting Started. 7 Tables Maintain Tables 8 Payments Request Payments 10 Disbursement Listing..11 Request Funds Funds Reimbursement 13 Reporting Preview/Print Reports 15 Acct EFT Info Sheets..16 Inquiry Search/Browse Tables 17 Program Transfer Information 18 Project Balance...19 Project Period..20 Payments by Batch..21 Payments by Vendor Order.22

3 SAAS SAAS Interface 23 Security SPS Security 25 Change User Password..26

4 Introduction Introduction Preface Understanding the Icons Launching and Logging Into SPS Program Office Guide Getting Started 1

5 Introduction Preface MINIMUM WORKSTATION REQUIREMENTS 1. 64MB RAM (128 recommended) 2. Adobe Acrobat 4.05 or greater 3. Internet Explorer 5 or greater 4. Netscape 4.7 or greater 5. Jinitiator or greater 2

6 Introduction Understanding the Icons Save current information Go to first record Print current information Go to previous record Printer setup Go to next record Close current form Go to last record Query Enter Insert record Query Execute Remove record Query Cancel 3

7 Introduction Launching and Logging Into SPS From your desktop, click on the icon created to run SPS. The following SPS Logo/Launching screen will appear allowing you to click on the Launch SPS!! hyperlink. After clicking on the hyperlink, the logon screen will display so the user can enter Userid, Password, and Database.

8 Introduction Once the User Id, Password and Database are entered the user will know that the correct logon information was entered if their office name appears on the SPS Main Menu Screen. Before beginning any SPS transaction the user needs to familiarize himself/herself with the Main Menu. Make a note of the different selections available to you under each menu option. If an option is grayed out it is not available. The menu options available to a user are determined by the role assignments set up by SPS Security. For example: a Business Manager and a Superintendent, even though, they both are district personnel will have different menu options available to them. Menu Options Available for School Districts (Depending on the role assignments) File All options under file are enabled. Tables Entire option is disabled. Payments Disbursement Listing is enabled. Request Funds Entire option is disabled. Reporting EFT Information Sheets are enabled. Inquiry Program Transfer Information, Project Balance, Project Period, Payments by Batch and Payments by Vendor Order are enabled. SAAS Entire option is disabled. 5

9 Introduction Query All options under Query are disabled unless a table is open. Record All options are disabled. Security Only Change User Password is enabled. Help All options under Help are enabled. 6

10 Introduction Program Offices Guide Getting Started Logon to SPS Request Payments using the Disbursement Listing. Run EFT Information Sheets under Reporting. Inquire on Payments using Payments by Batch, Payments by Vendor Order, Program Transfer Information, Project Balance (PRBL) and Project Period (AGPR) under Inquiry. 7

11 Maintain Tables 1 Maintain Tables

12 Maintain Tables N/A For Program Offices

13 Request Payments 2 Request Payments Disbursement Listing

14 Request Payments Disbursement Listing The Disbursement Listing form is used to request payments. To access this form, click Payments on the main menu and select Disbursement Listing from the drop-down menu. When the form displays click Query then Enter to prepare the form for input. The first step is to select a grant to request payments on, this is done by clicking on the Grants button. INQUIRE ON A PAYMENT REQUEST To inquire on a Payment Request for a particular Grant select the grant from the list by clicking on the Grants button. Select the grant by scrolling through the list or by using a wild card character to filter out certain grants. For example, if a user wanted to go directly to grants that start with TI they would key in TI% in the Find box located above the list of grants. Once a Grant has been selected, click the OK button this will populate the Disbursement Header information. The user must then click Query then Execute, which checks the table for previous requests on the Grant. If no previous request exist an alert will display stating There were no records to retrieve, click OK, click Query, then click Cancel. This means, a new request can be made by clicking Record then Insert Record (see Adding A Payment Request).

15 Request Payments ADDING A PAYMENT REQUEST To add a payment click on the Grants button and select a grant from the list and click OK. The header will be populated with the grant information. Click Query then Execute, which checks for previous requests on the Grant. If there are no previous requests, the message There were no records to retrieve appears, click OK, click Query, click Cancel, click Record then Insert Record, click the Grants button and select the same grant again then click OK. Proceed by clicking on the Vendor Number field in the Disbursement Detail section. Enter the Vendor Number and press the Tab key (the Vendor, Entered By, and Entered Date fields will be populated). Click once in the Funds Requested field, enter an amount and press Enter. The Total Amount in the Disbursement Header section will change to reflect the Funds Requested Amount. To save the information that was entered click File then Save. If successful the following alert will display. To exit click OK, File, then Exit. MODIFY A PAYMENT Modifying a Payment is almost the same as inquiring on one. Starting from the main menu, click Payments and select Disbursement Listing. Prepare the form for input by clicking on Query then Enter. To make changes to a specific Grant, click the Grant button and select the Grant to be changed then click OK. Click Query then Execute so the Disbursement Detail section can be populated with the previous information that was entered for this Grant. The only fields that can be modified are Vendor Number, Project Number and Amount, so click on one of these fields and make the desired change and click File and Save. If successful the same alert from above will display, click OK. To exit, click File and Exit. DELETE A PAYMENT To delete a Payment, click Payments and select Disbursement Listing. Click Query then Enter to prepare the form for input. Click the Grant button and select the Grant whose payment is to be deleted then click OK. Click Query then Execute to populate the previously entered information. To delete a payment click in the Vendor Number field (the one to be deleted) found in the Disbursement Detail section. Click Record then Remove Record, this will delete that particular payment and reduce the Total Amount by the (deleted) amount of Funds Requested. Click File then Save to complete the delete then click File and Exit to exit the form.

16 Funds Reimbursement 3 Funds Reimbursement 13

17 Funds Reimbursement N/A For Program Offices 14

18 Preview/Print Reports 4 Preview/Print Reports Acct EFT Info Sheets

19 Preview/Print Reports Acct EFT Info Sheets Acct EFT Info Sheets is a report of all districts Information Sheets that were processed. This report can be accessed by clicking Reporting on the main menu then selecting Acct EFT Info Sheets from the drop-down list. Click on the Run_Report button to run the report. The report will come up in Acrobat Reader. When using Netscape, if a blank screen comes up click on the minus sign to minimize it and the report should be in the background. To print the report, click on File then Print or use the printer icon. When printing is complete click on File and Exit to exit the report preview then click on File and Exit to return to the main menu.

20 Search/Browse Tables 5 Search/Browse Tables Program Transfer Information Project Balance Project Period Payments by Batch Payments by Vendor Order 17

21 Search/Browse Tables Program Transfer Information Program Transfer Information is used to get a balance on a particular program. To access the table, click Inquiry on the main menu and select Program Transfer Information from the drop-down menu. Click Query then Enter to prepare the form for input. Select a Program Name from the list to Inquire on by clicking the down-arrow to the right of the Program Name box. Once the program is selected click Query and Execute. Only information for that program will appear for inquiry. The information on the form is for viewing and printing only it cannot be changed. To print the information, click File and Print. To exit the form, click File and Exit. 18

22 Search/Browse Tables Project Balance Project Balance (PRBL) is used to get a Project Balance on the SAAS table. To access the table, click Inquiry on the main menu and select Project Balance from the drop-down menu. Once the form displays it must be prepared for input by clicking on Query then Enter. Enter in a valid Project Number and click Query and Execute. Only the Project Number that was entered will appear for inquiry. The information on the form is for viewing and printing only it cannot be changed. To print the information, click File and Print. To exit the form, click File and Exit. 19

23 Search/Browse Tables Project Period Project Period (AGPR) is used to inquire on a Project on the SAAS Agency table using a date range. To access the table, click Inquiry on the main menu and select Project Period from the drop-down menu. Once the form displays it must be prepared for input by clicking on Query then Enter. Enter in a valid Project Number or Project Start Date or Project End Date and click Query and Execute. Only information on the search criteria that was entered will appear for inquiry. The information on the form is for viewing and printing only it cannot be changed. To print the information, click File and Print. To exit the form, click File and Exit. 20

24 Search/Browse Tables Payments by Batch Payments by Batch is used to get a list of payments by a certain Batch Prefix. To access the table, click Inquiry on the main menu and select Payments by Batch from the drop-down menu. Once the form displays it must be prepared for input by clicking on Query then Enter. All fields can be used to search, but for example enter in a valid Batch Prefix and click Query and Execute. Only information on the search criteria that was entered will appear for inquiry. To get a Total Amount for the search criteria that was entered click the SUM button. If a user wants to query on the entire State, instead of entering in a certain search criteria, they would simply click Query and Enter then Query and Execute and all payments will be displayed not just certain ones. The information on the form is for viewing and printing only it cannot be changed. To print the information, click File and Print. To exit the form, click File and Exit. 21

25 Search/Browse Tables Payments by Vendor Order Payments by Vendor Order is used to get a list of payments by Vendor Number. To access the table, click Inquiry on the main menu and select Payments by Vendor Order from the drop-down menu. Once the form displays it must be prepared for input by clicking on Query then Enter. All fields can be used to search, but for example enter in a valid Vendor Number and click Query and Execute. Only information on the search criteria that was entered will appear for inquiry. To get a Total Amount for the search criteria that was entered click the SUM button. If a user wants to query on the entire State, instead of entering in a certain search criteria, they would simply click Query and Enter then Query and Execute and all payments will be displayed not just certain ones. The information on the form is for viewing and printing only it cannot be changed. To print the information, click File and Print. To exit the form, click File and Exit. 22

26 SAAS Interface 6 SAAS Interface

27 SAAS Interface N/A For Program Offices

28 SPS Security 7 SPS Security Change User Password

29 SPS Security Change User Password The user has the option of changing their password at any time by clicking on Security on the menu bar and selecting Change User Password from the drop-down menu. The user will be prompted to enter the old and new passwords. After the old and new passwords are entered and the new password verified an alert will appear indicating the password has been modified. The user can then click OK and then click on the X in the top right corner to exit this option.

30 SPS Security

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