Business Applications Manual

Transcription

1 ECISD Business Applications Manual Information Systems

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3 TABLE OF CONTENTS INTRODUCTION... 1 INFORMATION SYSTEMS-BUSINESS OPERATIONS... 3 SECTION 1: MUNIS LEAVE REQUEST SYSTEM (EMPLOYEE SELF SERVICE)... 4 LOGIN... 4 ENTER A REQUEST FOR TIME OFF... 5 CANCEL REQUEST / ADD TO CALENDAR... 9 LOGOUT... 9 UPDATE EMERGENCY CONTACTS EMPLOYEE SELF SERVICE (ESS) TIME OFF APPROVER Review An Employee s Time Off Request Approve Time Off Requests Through Employee Self Service (ESS) Review An Employee s Leave History Approve Time Off Requests Through E Mail SECTION 2: MUNIS SQL REPORTS ACCESSING MUNIS SQL REPORTS MANAGER RUNNING REPORTS INTERACTIVE SORTING CALENDAR PROMPTS CLOSING THE SQL REPORTS MANAGER PROGRAM SECTION 3: MUNIS USING MUNIS Permissions and Security Munis Menus Programs Tab Standard Screen Features Ribbon and Menu Options Keyboard Shortcuts Finding Records in Munis Using Wildcard Card Characters in Searches Managing Selected Records Reports Tyler Content Manager SECTION 4: ACCOUNTING DEPARTMENT IMPORTANT ACCOUNTING DATES TO REMEMBER:... 36

4 GENERAL LEDGER ACCOUNT INQUIRY Finding an Account Viewing the Data Account Lists with Balances BUDGET PROCESSING Budget Transfer/Amendment Search For A Budget Transfer/Amendment Approve Budget Transfers/Amendments Budget Amendment Status Codes STUDENT ACTIVITY PROCESSING Receipt Activity Transaction Disbursement Activity Transaction Purchase Order Activity Transaction Approve Student Activity Purchase Orders SECTION 5: PURCHASING DEPARTMENT IMPORTANT PURCHASING DATES TO REMEMBER: PURCHASING REQUISITION ENTRY-PURCHASE ORDER Overview Prerequisites Enter a Requisition to a Vendor Enter a Requisition to the School Warehouse Status Change Search for A Requisition Update a Rejected Requisition Approve Requisitions Requisition Status Codes SECTION 6: PAYROLL DEPARTMENT IMPORTANT PAYROLL DATES TO REMEMBER: MINUTES CONVERSION SHEET IMPORTANT INFORMATION FOR LEAVE AND PAY Basic Payroll Steps: Types of Batches CREATING SUBSTITUTE/PART TIME PAY (PAYROLL 7) Add long term pay, magnet pay or long distance pay to a sub CREATING MONTHLY LEAVE BATCH (PAYROLL 6) RESUMING A BATCH... 94

5 RELEASING A BATCH PROOFING A BATCH APPROVING A TIME ENTRY BATCH SECTION 7: HUMAN RESOURCES DEPARTMENT CAMPUS/DEPARTMENT CANDIDATE REVIEW AND RECOMMENDATION PROCESS Review Candidates Recommend Candidates: Search For A Pending Applicant Record: Search For An Applicant Using Applicant Master SECTION 8: SERVICE REQUEST

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7 INTRODUCTION Tyler Munis is the software which Ector County ISD conducts their day to day business needs. This manual will provide you with helpful information and instructions on how to perform your day to day functions in Munis, which include how to submit a requisition, enter supplemental pay, how to look up candidates for job openings, how to enter a service request and much more. 1

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9 INFORMATION SYSTEMS-BUSINESS OPERATIONS CONTACT INFORMATION Director of Information Systems/District PEIMS Coordinator Secretary to Director of Information Systems Information Systems-Business Manager- Finance Heather Potts Melinda Compton Roxxie Barreno Business Analyst-KRONOS Joan Altendorf Business Analyst-Payroll Lani Clark Business Analyst- Human Resources Susie Chasco Operations Technician/Security Sherry Coolahan

10 SECTION 1: MUNIS LEAVE REQUEST SYSTEM (EMPLOYEE SELF SERVICE) The Munis software system is by all full time district employees. LOGIN Go to Employee Self Service. This can be accomplished by one of the following methods: Method A (Method A can be used from within and from outside the ECISD network. This method will be used by the majority of ECISD employees.) a. Open Internet Explorer, b. From the ECISD home page, click on For Staff, c. Now click on Employee Access Website, d. Click on the Employee Self Service link. Method B (Method B can only be used from within the ECISD network by employees who have log in access to Munis for financial, human resource or payroll responsibilities.) a. Open the Munis software, b. From My Favorites on your dashboard, click on Employee Self Services 1. Click the Log in button 4

11 2. Click the log in link 3. On the Login screen, enter your User Name and Password. Then click Log in. NOTE: Your User Name is your employee ID number with no leading zeroes. (12345) The first time you log in, your Password will be oracle1. Upon first time log in, you will be asked to change your password to a new one and create a password hint. Your new password must be a least 6 characters long and contain at least one numeric character; it is case sensitive. ENTER A REQUEST FOR TIME OFF 1. Click on Employee Self Service. The Welcome to Employee Self Service page appears. 2. Click on Time Off, The Time Off page appears, displaying your leave balance status. 5

12 3. Click on Request Time Off. NOTE: The *This is an estimate message is part of the Munis software and does not reflect time entered in MUNIS TIME ENTRY. 4. The Request Time Off page displays in a calendar format. Click <<Previous Month or Next Month>> to select from other months in the calendar. Each of the four steps in the Request Time Off process are described at the top of each page. 5. Click on the date/s you wish to request off. The date box will highlight to yellow when selected. (Click on the date again to deselect it.) NOTE: Step 1 in the process is to select the date/s. You will be asked on the next screen during Step 2 to select a leave type. The leave type selected will be applied to ALL dates selected in Step 1. You cannot apply different leave types to a date range of requested days. If you plan to use different leave types for different dates in a date range being requested, you should only select one date at a time in Step 1. Step 1 of 4: Select Dates 6. Click continue. 6

13 7. Select the leave type for the time off you are requesting. Step 2 of 4: Select Type 8. Then click Continue. 9. If the amount of leave you are requesting is for only a half day, change it at this time by highlighting the 1.00 and typing.50. Step 3 of the Request Time Off process is the verification of the amount of the day being requested. The screen defaults to a full day (1.00). Step 3 of 4: Partial Day Requests 10. Then click Continue. 11. In Step 4 you will verify the details for the time being requested, Click change to return to Step 1 to make changes to the request. 7

14 12. Although the comment field is not required, you can click Comment to add details or a brief explanation to this request. If a comment is entered here, it will display with the request to the Time Off Approver indicated at the bottom of the screen. No reason code will be selected. NOTE: The comment field can be used to indicate whether the absences was taken in the A.M. or the P.M. Step 4 of 4: Additional Information 13. Click Make Request to submit your leave request, or click Cancel to cancel the request and return to Step The approver will immediately receive an e mail with a link to your Time Off Request. 15. When the requestor takes action on the time off request, you will receive an e mail indicating whether the request was approved or denied. 8

15 CANCEL REQUEST / ADD TO CALENDAR 1. After you submit your request, the program will automatically bring you to the My Request screen. The details of the Time Off Request will display on the screen with the Status of the requested time. NOTE: If you previously entered your leave and would like to cancel a request or add it to your calendar, Click My Requests from the left side after logging in to ESS again. 2. Under the Options column, two links are available in the lower right hand corner: 3. Cancel will cancel this request. NOTE: Once leave is no longer pending approval, it cannot be cancelled. 4. Add to Calendar will export the request to your Outlook calendar. LOGOUT 1. To log out of MSS, click on your name in the upper right hand corner of the screen. 2. Click on the Log Out link. 9

16 UPDATE EMERGENCY CONTACTS All employees must enter the emergency contact information into ESS. 1. After logging into Employee Self Service, click on Personal Information 2. Click on Add Emergency Contact. 3. Enter the emergency contact information. Although Relationship is not a required field, please select a relationship from the dropdown box choices of Child, Other or Spouse. 10

17 4. Click Update. The program returns you to the Personal Information screen. 5. Add additional contacts by following Steps 2 3 again. EMPLOYEE SELF SERVICE (ESS) TIME OFF APPROVER The MUNIS software system is utilized by all employees to request time off. Review An Employee s Time Off Request 1. Log In to ESS 2. Click on Employee Self Service. The Welcome to Employee Self Service page appears. As an approver, this page, the landing page, displays a notice when there are time off requests that require your attention. 11

18 3. At the bottom it also shows a list of time off information for employees for whom you are the time off approver, including a graphical summary of each employee s leave balances. 4. To review a time off request you will need to access the Manage Time off Requests page. You may navigate to this page through the menu option Time Off or by clicking on the notification link at the top of the Welcome page. As an approver, you will find the extra options of Employee Requests and Employee History under the Time Off menu option. 5. Click on time off requests. 12

19 Approve Time Off Requests Through Employee Self Service (ESS) 1. If you wish to navigate anew to this page from your login to Employee Self Service (ESS), use the following menu thread Employee Self Service > Time Off > Employee Requests. 2. The Manage Time off Requests page appears, displaying your employees requests and leave balance status. Details included with each request are Dates, Leave Amount, Leave Type, and Comments. We are not currently using the Leave Reason feature. 3. Options allow you to Approve or Deny the employee s request or to Add the request to your Microsoft Outlook Calendar. 4. NOTE: When you click on Approve or Deny, the employee will receive an e mail notifying him of your action. The e mail does not give you the option of including a comment, so you may wish to notify the employee by some other means or through a personal e mail when you have denied a request. 13

20 5. After the approver takes action on a request the page advances to the next request for review. Review An Employee s Leave History 1. Click Employee History. If you wish to navigate anew to this page from your login to ESS, use the following menu thread Employee Self Service > Time Off > Employee History. 2. The Employee History page displays leave balances and previous time off request records for an employee. 14

21 3. The Employee drop down selection allows you to see all of your assigned employees. To review other employees records click on the name field or drop down arrow and then select a name from the list that is dropped down by clicking on it. Longer drop down lists may include a scroll bar at the right. 4. The Calendar view button enables you to view leave information for all your employees at once in a calendar format. 15

22 5. When you click on Calendar view, the Time Off Calendar provides you a graphical summary of all time off requests for the year. You may graphically view which days were requested in any month by hovering over the month bar with your mouse and expanding the month by clicking on the >> button that will appear at the top of the bar. The days of the week values are for year to date, the number of times that day of the week was requested off. Details of which employee took that day off may be found by clicking on the day of the week. 16

23 Approve Time Off Requests Through E Mail When an employee submits a request for leave you will receive an e mail notification. This e mail contains the request details and a hyperlink that will allow you to View the employee s Outstanding Requests. It also provides you with links to directly Approve or Deny the request. If you click on the View link you will be taken to the login page for ESS, and you will need to login before ESS takes you to the Employee Requests page. If you click on Approve or Deny to take action on the request directly from this e mail you need not login to ESS, although you will be directed to the ESS login page verifying your action. When you click on Approve or Deny, the employee will receive an e mail notifying him of your action just as would have happened had you made this action through your ESS login. As a reminder, the e mail does not give you the option of including a comment, so you may wish to notify the employee by some other means or through a personal e mail when you have denied a request. 17

24 SECTION 2: MUNIS SQL REPORTS The SQL Reports Manager contains custom reports built by the Information Systems department for campuses and departments to run as needed. You have access to run any reports that are visible to you in the SQL Reports Manager folders. The SQL Reports Manager does not require any additional login! Note: The data shown on the reports is LIVE data. ACCESSING MUNIS SQL REPORTS MANAGER 1. Start Internet Explorer 2. From the Favorites menu, select the MUNIS folder and select MUNIS LIVE Note: If you are using Internet Explorer 9, the Favorites button is the STAR button located on the right side of the screen (shown below). Click the STAR button to display the Favorites menu. 3. Select MUNIS SQL Reports listed under the My Favorites section of the dashboard: 4. Click the Campus Reports folder to view the standard reports you have access to. Note: The screen below will display only reports and folders you have security access to view. Depending on your security access, you may see different folders than those shown below. 18

25 RUNNING REPORTS The Campus Reports folder contains common reports that campuses/departments run (i.e. Employee List, Birthday List, etc.). The other folders are specific to departments (i.e. HR, Payroll, etc.) 1. Click on any report name to run that report. In the examples below, the 05 - Employee List report was selected to run a list of employees. 2. The report will take a moment to start running and then you will see a prompt at the top of the screen for you to select your Campus. Most people will only have one campus to select so click beside it to put a checkmark beside the campus you are running the report for. If you have multiple campuses, you can click one or more campuses or click Select All for all of your campuses. 3. Click the View Report button to generate the report after you have filled out any prompts at the top of the screen that require your input. 19

26 4. The report will run using the criteria you entered in the prompts and you will see the report on the screen. 5. At this point you can print the report or save it to a PDF or Excel file by clicking the appropriate button on the toolbar shown below: Note: If you are using IE 9 and you select the SAVE option shown above, the message shown below will appear at the bottom of the screen. Click the OPEN button to open the report in either Excel or Adobe. From there you can print or save the file. Note: If you export to Excel and the report is set to page break on a group, each group will appear on a different sheet tab in Excel. 20

27 6. After you have saved or printed the report, you can navigate back to the Campus Reports or Business folder by clicking the appropriate hyperlink at the top of the screen. INTERACTIVE SORTING Some of the reports have interactive sorting added to one or more of the columns. This allows you to sort the report by a different column after you run it instead of the default sort order. 1. After you run a report, note any columns that have interactive sorting available. They will have arrows displayed to the right of the column heading. 2. In the example shown above, click the arrow to the right of the Birthday column heading to sort the report in ascending Birthday order instead of Last Name order. The list is now shown in the new sort order. Note: You can click the interactive sort button again to sort the list in descending order. 21

28 3. To return the list back to the default sort order, click the REFRESH button on the toolbar above it. It now returns back to the default sort order of Last Name. CALENDAR PROMPTS Some of the reports will prompt you to enter a date or a date range. You can use the calendar to enter the date(s) or you can type the date using the format shown in the prompt. 1. In the example below, the report has 2 prompts at the top of the screen to enter a Beginning and Ending Date range. 2. You can either type the date range in the format shown MM/DD/YYYY or click the calendar to select the date for each of the date range boxes. 3. Click the View Report button after you have the dates filled in to run the report. 4. After the report runs, you can either Save or Print the report using the buttons on the toolbar (see screen in Step 6 in previous section). CLOSING THE SQL REPORTS MANAGER PROGRAM 1. Close the Internet Explorer browser tab or window. 22

29 USING MUNIS SECTION 3: MUNIS 101 Using Munis describes the features of the Munis screen, ribbon, and standard menu options. It also provides keyboard shortcuts, and provides an overview of several of the features that enable you to efficiently manage information within Munis programs. Permissions and Security Permissions and security settings determine the programs and options available to individual Munis users. User permissions and security settings are typically determined by a user s responsibilities as they relate to using the Munis system. For example, a payroll entry person does not necessarily require permissions to access the Tax Billing programs. Permissions and security settings are maintained by ECISD Information Systems. Munis Menus In Munis, menus are available according to the security permissions granted to your user roles. Typically, permissions are granted according to need. For example, if your primary job is to enter timesheets in Payroll, you may not be able to see the System, Financials, General Revenues, or other menu options. 23

30 Menus are divided by Munis products (modules), and then by applications within those products. For example, Financials is a product, and Accounts Payable is an application within that product. Within an application, there are many programs Programs Tab The Programs tab on the Tyler Dashboard provides easy access to the Munis programs that you use frequently. 1. To add a program to the Programs tab, find the program in the menu and right-click the program name. 2. Click Add to My Programs to add the program to the Programs tab. 24

31 3. Click the programs tab and the program is available. If the program you select is the first program in a Munis product that you have selected, the program creates a category for the program. 4. As you add more programs from different products, the program categorizes them as well. 5. Use the Add a Category option to create user-defined categories in which you can store program selections. 6. The Programs tab includes the Recent Activity category that displays the last ten programs that you accessed from the navigation pane. Standard Screen Features The standard Munis program screen contains several working sections, including a ribbon, menu options, and a navigation bar. Directly under the banner is the Munis ribbon. This ribbon contains groups of related buttons that allow you to perform various actions throughout Munis programs. 25

32 The work area for a Munis program is centered on the screen; the work area contains the fields required to complete program actions. Often, if there are numerous fields, the work area is divided into tabs, which sort the fields by intended use or purpose. The navigation bar at the bottom of the screen allows you to move through an active set of records one record at a time, to move to the first or last record of the set, or to open attachments. The browse button displays a list of all records in the active set. The Menu group in the ribbon provides the program-specific actions available for a program. These options differ according to program as they may display additional screens for the selected program or they open other related programs. For programs that have multiple options, click the More arrow to view the complete list. On-screen buttons provide access to information that is specifically related to the active record. For example, in the Vendors program, the Remittances, Comments, Performance, and Commodity buttons all provide access to details specific to the selected vendor record. Ribbon and Menu Options The ribbon is your primary resource for performing actions within each program. In addition to the ribbon, there are menu and keyboard options available to help you use Munis programs efficiently. 26

33 The following table provides descriptions for the Munis ribbon groups and buttons. If a button is dimmed, the selection is not available. Button Confirm Accept Cancel Search Search Browse Description Accept saves information after you have created or updated a record. This button is often highlighted when adding, updating, or searching for records. Cancel ends an operation, such as adding or updating a record. Search finds records in a program. Search is often used to create an active set of records before proceeding to another step, such as printing a report, purging records, or posting invoices. In many cases, you can use wildcard characters to further define a search. Browse is available when an active set of records exists, or after an active set is created using the Find or Define buttons. The browse screen displays a list of all the records in the active set. You can sort, view, or export data from the browse screen. On a browse screen, the Excel button exports the data directly to a Microsoft Excel spreadsheet. This functionality requires that you have Microsoft Excel 2002 or later on your workstation. Advanced Actions Add Update Delete Global Duplicate Advanced provides advanced searching options. Click the down arrow to access the advanced options available in the active program. Add enters a new record into the database. When you click Add, entry fields become available with the cursor positioned in the first field. The program may place default values in fields to save you keystrokes, but typically you can replace the defaults. You can move from field-to-field by pressing Tab or by selecting a field with the mouse. When the cursor is in a field, helpful information often displays at the bottom of the screen. Some fields have an additional help button that lists available field entries. Update adds data or changes existing data in a record. You can change data in any active field. Fields that are not active typically are part of the record key. The key is the field or combination of fields that uniquely identifies the record from all other records. If you need to change data in a key field, you must delete the record and enter it again. Delete removes the record currently displayed from the program. If the record is being used by another process, you cannot delete it. Once you delete a record, you cannot recover it. Global provides the option for updating or deleting multiple records at one time. Click the down arrow to access the global options available in the active program. Duplicate creates a copy of data and creates a new record in the same program using the original data as a base. Once you duplicate data, you can modify the new record. 27

34 Output Print Text File Attachments Audit Menu Return Print sends a report directly to your default printer. Click the down arrow to display output options. In many instances, Output Options opens the Output dialog box, which provides you with multiple print settings and options. If a program has specific output sort options or types, the program provides the appropriate options box when you click Output Options. Text File saves a report to a file in the Munis spool directory. After saving, you can display or print the report from the Saved Reports program. You can access Saved Reports by clicking Saved Reports on the Departmental Functions menu. To use the spool function from the File menu in a specific program, click Output and then select File under Output Type. Do Not Use! ECISD is using TCM for attachments. Audit provides the audit history for the selected record. The Menu group provides options specific to managing data in the active program and options for accessing related programs. The options in this group vary by program; for programs with multiple options, click the More arrow to view the complete list. Return closes the current screen and returns you to the previous screen of the active program. Keyboard Shortcuts Keyboard shortcuts available within Munis programs include the following: Press Enter to save information after you have created or updated a record. Press Tab to move forward to the next available field; press Shift+Tab to move back to a previous field. Press Spacebar to clear or select check boxes. Press Spacebar to view options in a list. Use the Up and Down arrows to move through the options; press Enter to select an option. Press Ctrl+[arrow] to move through the records in an active set: Press Ctrl+Down Arrow to the move to the next record. Press Ctrl+Up Arrow to move to the previous record. Press Ctrl+Right Arrow to move to the last record in the active set Press Ctrl+Left Arrow to move to the first record in the active set. 28

35 Finding Records in Munis There are several ways to find existing records in Munis programs. Most commonly, click Search on the ribbon, complete available fields, and then click Accept to create an active set of records that match the search criteria. If you click Search, leave all the fields blank, and then click Accept, you create an active set of all records stored for that program. For the most efficient search, be sure to complete the Key or Required fields on the screen. Key and required fields are identified by boldface labels Using Wildcard Card Characters in Searches Wildcard characters are symbols that you can use to refine your search criteria or to substitute for unknown values. You can include wildcard characters in boxes where you can type characters or numerals. For example, in a Name field, using a wildcard character such as an asterisk allows you to find all names that begin with J. In this case, the program displays the first record in the active set of records matching the search criteria. Click Browse in the Search group of the ribbon to view a list of all results. In programs such as the Bank Codes program, you can enter *Bank* in the Name field to find all records with the word Bank in the name. Using the asterisk before and after the word finds all banks, including those that begin with the word Bank (for example, Bank of America) and those that end with the word Bank (such National Bank). The greater than and less than symbols are often used in date boxes when you are trying to find records before or after a certain date. For example, to find all records that have been added to a program on or since January 1, 2005, type >=01/01/2005 in the date box 29

36 The following table provides a list of wildcard characters and their descriptions. Symbol Description = is null Use to find records that have a NULL in a field. = or == equal to Use to find records that are equal to the value typed in the box. For example, typing =ME in the State box finds records where the value equals ME. < less than Use to find records with a value less than the data typed in the box. For example, typing <L finds data from A K. <= less than or equal to Use to find records with a value less than or equal to the data typed in the box. For example, typing <=L finds data from A L. > greater than Use to find records with a value greater than the data typed in the box. For example, typing >L finds data from M Z. >= greater than or equal to Use to find records with a value greater than or equal to the data typed in the box. For example, typing >=L finds data from L Z. <> or!= not equal Use to find records with values not equal to the data typed in the box. For example, typing <>1 finds all records where the value is not equal to 1. <! less than ASCII (33) Use to find records that have a space in a field. : or.. range Use to find records based on data between and including two limiting characters. For example, typing A:C finds Alabama, Bermuda, California. Typing a:c finds apple, banana, coconut. or Use to find records with this value or that value. For example, typing Cash Charge finds all records where the value equals Cash, if it exists, and all records where the value equals Charge, if it exists. * wildcard Use to find all records with the same sequential character string that begins, includes, or ends with an asterisk (*). For example, typing ARL* finds all records starting with ARL, such as ARLBERG, ARLINGTON, ARLON, and so on. Typing *H finds all records ending with H such as SMITH, WORTH, and so on.? single-character wildcard Use to finds all records with the same sequential character string where only a single-character differs. For example, typing A?C finds all records where the value equals ABC, ADC, ACC, AEC, and so on. 30

37 Symbol [c] Description a set of characters Use to find all codes, as follows: Start with N or T: [NT]* Start in lowercase: [a-z]* Start in uppercase: [A-Z]* Use to find all two-character codes, as follows: Start in lowercase: [a-z]? Start in uppercase: [A-Z]? Managing Selected Records An active set consists of records with information matching your search criteria. You create an active set when you complete a search that produces multiple records that you can navigate and view. At the bottom of a program screen, a navigation bar displays the number of the record that you are currently viewing, the total number of records, and options to assist you with navigation. You can view records in the active set one at a time or you can click Browse on the navigation bar to view a list of all records in the active set. In the following example, you are viewing record 1 of 5, and there is one document attached to the record. To navigate the active set of records: Click First to view the first record in the active set (record 1). Click Previous to view record 1 of 5. Click Next to view record 2 of 5. Click Last to view the last record in the active set (record 5). Click Search to create a new active set of records. Click Browse to view a list of all records in the active set. The active set remains active until you perform another search or close the program 31

38 Browsing Records Once you have created an active set of records within a Munis program, click Browse to display the collected data in a table format. You can sort the data, view or hide columns, export the data, or filter the data to create a more specific data set. To view or hide columns, right-click the column headings. Select the columns containing data you wish to view; clear those columns that you wish to hide. Click outside the heading list to display your selections in the revised format. When you create an output file or report from a browse screen, the output does not include columns that you have hidden on the screen display. To sort the data, click on the column heading that you want to use as the sort key; the data sorts in ascending order. If you click the column header again, the data sorts in descending order. To resize columns, position your pointer at the bar between column headings and hold the mouse button down while you drag the bar to the right or left. Once you have the records selected and sorted as you wish, use the Preview, PDF, Print, or Text File ribbon button to view, print, or save a report of the records; click Word to export the records to Microsoft Word or click Excel to export the records to Microsoft Excel. 32

39 Exporting Records When you click Excel on a standard browse screen and you have Microsoft Excel 2002 or greater, the program exports the active set of records to Microsoft Excel spreadsheet. The Excel spreadsheet includes a hyperlink to the record within Munis. If you do not have the correct version of Excel, the program displays a message allowing you to save the file to your workstation Filtering Records The Munis browse screen includes a filter option that allows you to regroup the active set of data. To filter data: 1. Click the Filter button. 2. Enter filter data. Use wildcards such as the asterisk (*), less than (<) symbol, or greater than (>) symbol; use <> or!= for 'not equal to'. 3. Choose the field on which you wish to filter the data. 4. Click Go to execute filter. If you filter the data such that no records are found, the previous results remain on the screen, and the program displays the following message: "Clearing filter, no records found." 5. Click OK to continue. NOTES: Filters are not case-sensitive. Filter results are 'equal to' for date or numeric columns, and 'contains' for character columns (unless you include special characters such as >=). Totals, which can be any mix of sum, average, minimum, or maximum value, are recalculated for any filter. Format strings may obscure a column's true value, especially with 'float' types. For example, the true value might be , but the column might only show '345'. If you created a filter '=345', this record would not be included because the filter would see the true value, even though the user would not, because of a format string with no decimals showing. 33

40 The asterisk (*) wildcard character can be used with character columns. Using wildcards with numeric or date columns is allowed, but may lead to unpredictable results. Reports In many Munis programs, you can create reports by searching for records and then using the Output ribbon options (Preview, PDF, Print, or Text File) to view, print, or save the report. If the Word or Excel buttons are active within a program, you can also export the report to a Microsoft Word document or Microsoft Excel spreadsheet. When you select Preview, the program provides the report in HTML format with no page breaks. Tyler Content Manager Tyler Content Manager provides content management capability specific to Munis programs. It eliminates the shuffle of system-generated reports and forms by automatically transferring them into images for storage and retrieval from the Munis system. These forms and reports are instantly available and linked to your Munis application. Tyler Content Manager provides optical character recognition (OCR) and full-text searching. The automatic indexing feature reduces the costs commonly associated with misfiling and retrieval. Each word is indexed for keyword searches so reports and forms can be accessed in seconds. Using Tyler Content Manager, you can retrieve GoDoc images for activated modules. You can also send documents from Tyler Content Manager using Microsoft Outlook, and you can view related documents such as checks, invoices, and purchase orders associated with a purchase order number, or the 1099 and payroll check information related to an employee number. To access Tyler Content Manager, click TCM on the ribbon. The program displays a list of the Defined Mappings screen. 34

41 When fields in the Munis programs are mapped to Tyler content Manager and you open the content manager program, the program displays the TylerCM Document Explorer screen, which includes three information panes. To resize each pane, slide the column indicators to the right or left. 35

42 SECTION 4: ACCOUNTING DEPARTMENT Chief Financial Officer Secretary to Chief Financial Officer Director of Finance Secretary to Director of Finance Accounting Supervisor Special Projects Accountant Finance Accountant Fixed Asset Clerk Bookkeeper Clerk Clerk Clerk Clerk David Harwell Lydia Valenzuela Sherrill Watson Marlena Pointer Albessa Chavez Rebecca Widener Pam Caywood Sarah Harrison Regina Saenz Nanette Swilling Patty White Kathy Smith Kim Byers IMPORTANT ACCOUNTING DATES TO REMEMBER: Every Monday: Student Activity Discretionary Check Run Every Wednesday: Accounting and Student Activity Check Run Every Thursday: Student Activity Fund Discretionary Check Run 36

43 GENERAL LEDGER ACCOUNT INQUIRY The ECISD fiscal year begins July 1. The software identifies the timeframe between July 1 and November-December as the next year mode even though the year reflects the correct budget year. When the Finance Department closes out the financial data in November-December, the software will identify the mode as current year. As a result, the account inquiry functionality is different while we are in next year mode vs current year mode. Finding an Account Use the following steps to run the GL Account Inquiry program. 1. Open GL Account Inquiry (Please note that this screen can be found in several locations.) Financials > Account Inquiry OR Department Functions> Account Inquiry 2. There are two different search options: Using the Search Feather Using Advanced Search: NOTE: When in next year mode, Advanced Search is the only option you can use to export a list of your next year accounts and balances Search Feature 1. Click on Find and enter your search criteria into any of the available fields. NOTE: Your options are Fund, Org, Object, Project, Account Name, Type, and Status. 37

44 Leaving all fields blank will search for all accounts for which you have permission to view. 2. After you have made your selection, click Accept to submit your search criteria. NOTE: Once you have found the group of accounts or single account on which you would like to inquire, you may export a summary or a monthly report directly from the screen. Advanced Search 1. Click on Advanced from the Search ribbon. 2. Then select Segment Find. Segment Find permits account selection on any account segment or segments. By clicking on the Advance button and selecting Segment Find you will open a new window in which you may search. 3. Click on Field Help to search this list of segments or enter the segment directly into the field. You may search using one or multiple criteria. 4. After you have made your selection, click Accept to submit the search criteria. 38

45 Viewing the Data Header Data Field Acct Acct Name Definition The full account number will display here. Each segment is typically separated with a dash. No access to this field. The name of the account will display here. No access to this field. Account type If using basic find, select balance sheet, expense, revenue, statistic or leave blank to select all account types. Once data is found, displays the type of the account. Status An account's status determines whether it appears on reports and if transactions can be posted to it. An Active status is the 39

46 normal status of most accounts. An account with an Inactive status prevents all posting to that account without proper permission. The Closed status indicates that an account is completely closed to all input and only prints on those reports offering the option to print closed accounts. No transactions may be entered against it. An account will be designated as Closed if there has been no activity - other than budget activity if the fund is a multiyear fund - posted to it in the current year. 4 Year Comparison Tab Shows the current fiscal year, the previous two fiscal years, and the next fiscal year. Field Original Budget Transfers In Transfers Out Revised Budget Actual (Memo) Encumbrances Requisitions Available Percent Used Definition Adopted Budget at the beginning of the Fiscal Year Any budget transfers adding budget to the account. View account detail by selecting the folder. Any budget transfers removing budget from the account. View account detail by selecting the folder. Current Budget including any budget transfers. The general ledger memo balance which includes posted and unposted items. View account detail by selecting the folder. The sum total of all open PO s for the identified accounting period View account detail by selecting the folder. The total amount of requisitions in status 4, 6, and 8. View account detail by selecting the folder. Budgeted amount remaining in the account. Percent of the budget that has been spent, transferred out, or encumbered. When you are using this field as Find criteria, enter the smallest percent used you wish to find. For example, if you enter 10, the program finds 10 and everything up to 100 percent. 40

47 Account Lists with Balances When working in next year mode, the only way to generate a list of accounts with balances is to use the export feature. 1. Click on the Excel button. 2. An option window appears, defaulting to Summary. Leave the Summary option for your selection. 3. Click OK. 4. A selection window appears. 41

48 5. Click on Select None from the ribbon. The check marks in the select column will all be removed. 6. Now select only the following fields by double-clicking in the selection box to the left of each field: FULL ACCT ACCT DESCRIPTION NY_ORIGINAL_BUD NY_REVISED_BUD NY_MEMO_BAL NY_ENCUMB NY_REQ NY_REMAIN_BUD (This field reflects your remaining budget amount.) NY_PCT_USED 7. Then click Save and Exit in the ribbon. Note: Once you have selected the fields you want to appear on the Excel file and clicked Save and Exit, you will not have to repeat step 6 to select only these fields in subsequent inquiries. When the selections screen appears, you will simple click on Accept. 8. A Windows Internet Explorer window opens. 42

49 9. Save or Open the Excel file. NOTE: The default Excel settings create a file that prints on two pages. To avoid your budget printing on two pages, make the needed adjustments to the file prior to printing. Once you have extracted the Excel file, it is static data. To get updated available amounts, you must pull the data again. BUDGET PROCESSING Budget Transfer/Amendment The Budget Transfer and Amendments program performs current year budget transfers and amendments. This may reduce one budget line and increase another. 1. Open the Budget Transfers and Amendments program Financials > Budget Processing > Budget Transfers and Amendments 2. On the Munis toolbar, click Add. 3. Complete the following fields in order to complete the header of the Budget Transfer/Amendment. 43

50 Field Clerk Fiscal Year Period Journal Journal References (1 and 2) Short Description Effective Date Budget Year Code Entity Code Description This box displays the name of the user who created the budget amendment entry. This is the accounting year for the transfer or amendment. The default value is the fiscal year established in General Ledger Settings. This box is accessible when you click Add to enter a new record. This is the fiscal period for the transfer or amendment. The default value is the period established in General Ledger Settings, This box is accessible when you click Define to locate an existing record and when you click Add to enter a new record. This is the journal number for the transfer or amendment. This box is accessible when you click Define to locate an existing transfer or amendment record; this box is not accessible when you are adding a new record. In this case, the program enters the next available journal number. These are user-defined reference code that stays with a transaction throughout its life. A journal reference may be a control number, a date, or a note. These boxes are accessible when you are adding an amendment or transfer and when you are updating an existing amendment or transfer. They are not accessible when you click Define to locate an existing record. This is the description to be used by the system when referring to this journal. The program uses this description on screens and reports where journal information is summarized. It also is the fourth reference field in Journal Inquiry/Print. This box is accessible when you are adding an amendment or transfer and when you are updating an existing amendment or transfer. It is not accessible when you click Define to locate an existing record. You can enter up to 10 characters as a short description. This is the date that the transaction affects programs in the Munis system. The program displays a warning if the date is outside of the current fiscal period. This box is accessible when you are adding an amendment or transfer and when you are updating an existing amendment or transfer. It is not accessible when you click Define. Leave at 1. This box stores the budget year code 1-Current year. This box is accessible when you are adding an amendment or transfer and when you are updating an existing amendment or transfer. It is not accessible when you click Define. Leave at 1. This box is accessible when you are adding an amendment or transfer and when you are updating an existing amendment or transfer. It is not accessible when you click Define. 44

51 Field Amendment Type Description This box indicates whether the journal is a Budget Journal, Budget Amendment, or Budget Appropriation Change. The default value when you are adding a record is type 1. The possible values are: 1, 4: Expense account to expense account or revenue account to revenue account. 7, 8: Expense or revenue accounts; balance across funds. Special Condition Amendment Status This box is accessible when you are adding an amendment or transfer and when you are updating an existing amendment or transfer. It is not accessible when you click Define. Leave Blank. This list is accessible when you are adding an amendment or transfer and when you are updating an existing amendment or transfer. It is not accessible when you click Define. This box displays the current status of the amendment. The list of possible options is as follows: Held: The initial status of the added journal. Unbalanced: Displays if the journal is not in balance. Unbalanced journals cannot be released. Pending Approval: The journal is released and pending workflow approval. Approved: The journal has been approved using the workflow process or the Budget Approvals program. Project Accounts Apply Error: An error has occurred in the Workflow process. Should not be selected. 4. On the Munis toolbar, click Accept 45

52 5. Complete the following fields in order to complete the detail of the Budget Transfer/Amendment. Field Description Journal Journal Lines Line PA Type Project Account Account These are the journal details for the budget amendment selected on the main Budget Amendment Entry screen. This is a sequential number assigned by the program to identify each line uniquely. This is the Project Accounting account type. (Only available if utilizing the Munis Project Ledger.) This is the project account. Project accounts are defined in the Project Accounting module. (Only available if utilizing the Munis Project Ledger.) This is the full general ledger account number that the journal entry affects. After you have entered the account number, the program prompts you to select a display method for the account's budget. Click None, Amounts, or Transaction History to continue: If you select Amounts, the program displays the Budget Amounts Display. The information included in this display-only screen varies depending on the fiscal year. It may show current year and carry forward amounts for the original budget, amendments, revised budget, expenditures, and so on. If you select Transaction History, the program displays the Year/Period, Journal Number, Date, Description, and Budget Change for each account transaction. If no history is available, the screen display does not change. Comment Effective Date I/D Amount Journal Details Increase If your organization uses the full account entry method, you must enter the account type (B-balance sheet, R-revenue, or E-expense) and then the full general ledger account number; if your organization uses the org/object account entry method, enter the org code, object code, and project code (if applicable). This box stores the bud description of the line item. The description entered becomes part of the detail transaction. If you would like to add more details than you can type in this box, click the Add'l Description option. The date that the transaction affects programs in the general ledger. This box indicates an increase (I) or decrease (D). If the budget should decrease by the amount entered, type D. If the budget should increase by the amount entered, type I. This is the amount of the transaction. Do not enter a dollar sign or commas; if the transaction is a whole dollar amount, do not enter the decimal point. You cannot enter a negative value. You may not transfer more budget from an account than the current budget value. This box contains the total amount of increases within the amendment. 46

53 Field Decrease Description This box contains the total amount of decreases within the amendment. 6. On the Munis toolbar, click Accept. 7. You have completed the entry of a Budget Transfers/Amendment. 8. Click Release in the Menu of the ribbon.this starts the approval process for the requisition. Once you have released the requisition, you will be able to see it, but will not be able to make changes to it. Search For A Budget Transfer/Amendment 1. To find a Budget Transfer, Select the Browse button from the ribbon.. 2. Choose an option to browse (by selecting the Browse Own Journals you will see all Budget Amendments you have entered), Select 3. Select the Budget Transfer/Amendment you are searching for and Select Approve Budget Transfers/Amendments Budget transfers/amendments may be approved from the Dashboard of persons with approval authority. Or, they can be approved directly from the Budget Transfers and Amendment screen by searching for the budget transfer and selecting Approve at the bottom of the screen. (You also have the option to reject, forward, or hold the requisition from this screen.) Budget Amendment Status Codes Amendment Status: This box displays the current status of the amendment. The list of possible options follows: Held: The initial status of the added journal. You must click release to initiate the Workflow process. Unbalanced: Displays if the journal is not in balance. Unbalanced journals cannot be released. Make sure your increases and decreases equal. Pending Approval: The journal is released and pending workflow approval. Approved: The journal has been approved using the workflow process. Error: An error has occurred in the Workflow process. (See the Workflow help content for more information on Workflow functionality.) 47

54 STUDENT ACTIVITY PROCESSING Receipt Activity Transaction This section provides instructions for processing a receipt in Munis Student Activity for club and discretionary accounts. 1. Open the Activity Transactions program. Financials >Student Activity > Activity Transactions 2. Click Search. 3. Enter CASH in the Cash Code box, or click the Field Help Button to select the cash code from a list. 4. Click Accept. 5. Select Ok on the following message. This is simply saying you only have permissions to your campus/department data. 48

55 This will allow you to view all activity for the CASH code. Field Description Cash Code This is the cash code you are viewing a transaction history for. Use the field help button to view a list of cash codes and select one from the list. Type This is the type of transaction, either disbursement or receipt. Number This is the transaction number. Location This is the location associated with the transaction. Activity This is the activity code used for the transaction. Vendor This is the vendor associated with a disbursement record. Receipt This is the receipt number for the transaction. Deposit This is the deposit number. Amount This is the total amount of the transaction. Status This is the current status of the transaction. Disbursements This is the total value of all disbursements listed for the activity. Receipts This is the total value of all receipts listed for the activity. 6. Click Receipt from the upper right side of the MUNIS ribbon. The program displays the Receipt screen. 7. Complete the available fields as outlined below: 49

56 Field Description Transaction This box holds the transaction number of the receipt. You cannot change the value here. Cash Code This is the cash code to which the receipt applies. The cash code value is automatically carried from the code you entered in the Activity Transactions program. Location Enter you campus number (i.e 002) Amount Enter the amount of the receipt. (Required) Deposit Enter the amount of the receipt that is deposited. (should be the same as amount above) Receipt This is the receipt number that was given to the payer. Receipt numbers are generated in the Accounts Receivable module, and you cannot change the receipt number here. Paid By Enter the name of the person or entity that provided payment. (District Required) Payment Method This is the payment method for which the receipt was generated. Select payment method from drop down (Cash, Check, Other). When the receipt has both cash and checks, select Cash and enter that amount and then select Other and enter the total amount of checks. If you only have a few checks, you can select Check and enter the checks(s) individually. If the payment was made via check, enter the check number. Check Number Check Date If the payment was made via check, enter the check date or select the date using calendar option. Amount Defaults to the amount entered above. If multiple payment methods are used, this would be the amount for that line s payment method. Notes You can enter any notes about the receipt here. Activity This is the activity code to which the receipt applies.(saf Student Activity club/faculty funds or DISC Discretionary Funds) Activity This is the description of the entered activity code (auto populates) Description 50

57 Field Description Action This is the action code to apply the receipt to. You can enter more than one action code by entering them on separate lines. (Actions codes are linked to GL account number) Description This is the default description of the action code. Amount This is the amount of the receipt that is applied to the entered action code. Status This is the current status of the entry. 1 Created Total This is the total amount of all activity transactions that make up the receipt. 8. Click Accept to save the record. The program saves the data and refreshes the screen to include the Reverse and Print Receipt buttons. 9. At this time, click PDF from the MUNIS ribbon to create a printed receipt. 10. Click Reverse to reverse a transaction if an error has been made. Reverse immediately reverses the receipt and assigns a reversal receipt number. To view the reversed receipt, open the Cash Balances program from the Student Activity menu. 11. Click Return 12. At the end of the day, click on More from the ribbon menu, then click on Cash Out. This will give you a list of all receipts entered for the day. This amount should be the same amount on your daily bank deposit slip. 51

58 13. Complete the available fields as outlined below Field Location GL Effective Date Year/Period First Check Number Description Enter your campus number or select from the help Will automatically populate (not necessary to change) Defaults Not available for cash outs. 14. Click Accept. 15. The system displays a list of available transactions for the location code entered. 16. From the list, select the transaction that you want to cash out. You can also use the Select All and Unselect All buttons on the ribbon menu to make your selection. 52

59 17. Click Accept. 18. Click Process from the ribbon menu. 19. Click Save on the Output Options screen, and Click OK 20. The processing is complete. Click Return to return to the previous screen. 21. A journal for the amount of the receipt has been posted to the General Ledger provided that the receipt has been cashed out. 53

60 Disbursement Activity Transaction A disbursement transaction is created any time a check is needed for an activity. 1. To complete a disbursement, Open the Activity Transactions program. Financials > Student Activity > Activity Transactions 2. Click Search. 3. Enter a cash code in the Cash Code box. 4. Click Accept. 5. Select Ok on the following message. This is simply saying you only have permissions to your campus/department data. 6. Click Disbursement from the upper right side of the MUNIS ribbon. The program displays the Disbursement screen. 54

61 7. Click No on the popup message below. 8. Complete the Disbursement screen as outlined below: Field Description Transaction This box holds the transaction number of the disbursement. You cannot change the value here. Cash Code This is the cash code to which the disbursement applies. The cash code value is automatically carried from the code you entered in the Activity Transactions program. Location Enter you campus number (i.e 002) Amount Enter the disbursement amount Check This will be auto populated once the check is processed. Check Date This will be auto populated once the check is processed. Invoice Enter invoice number or short explanation of the disbursement. Invoice Date This is auto populated and does not allow changes. Vendor is the default vendor number for Student Activity. DO NOT CHANGE. Name Enter the name and address of the vendor s information here. Address City/State/Zip Country 55

62 Field Description Activity Enter SAF or use the field help to select Student Activity Fund Activity Description This is the description of the activity code. Action This is the action code to apply the disbursement to. You can enter more than one action code by entering them on separate lines. Use the field help button to view a list of action codes and select one from the list. Description This is the default description of the action code. Amount This is the amount of the disbursement that is applied to the entered action code This is the 1099 box code of the disbursement. Enter this code if the vendor is expected to receive a 1099 tax form. Status This is the current status of the entry. Total This is the total amount of all activity transactions that make up the disbursement. 9. Click Accept. When the record is saved, the program refreshes to include the Release and Activate buttons in the MUNIS ribbon. Scan documentation into TCM for the disbursement. 10. Click Release to release the transaction into workflow. The disbursement must be approved before it can be cashed out. 11. Click Activate to activate a rejected transaction. 12. Click Return to return to the previous screen. 56

63 13. To cash out the disbursement, click on More from the ribbon menu. NOTE: This can only be done once the disbursement has been completely approved) 14. Complete the available fields as outlined below Field Location GL Effective Date Year/Period First Check Number Description Enter your campus number or select from the help Will automatically populate (not necessary to change) Defaults Not available for cash outs. 15. Click Accept. 16. The system displays a list of available transactions for the location code entered. 17. From the list, select the transaction that you want to cash out. You can also use the Select All and Unselect All buttons on the ribbon menu to make your selection. 18. Click Accept. 57

64 19. Click Process from the ribbon menu. 20. Click Save on the Output Options screen, and Click OK. 21. The processing is complete. Click Return to return to the previous screen. 22. A disbursement transaction has now been created. Disbursement can now be processed and a check can be printed per the check schedule. 23. A journal for the amount of the disbursement has been posted to the General Ledger provided that the disbursement has been cashed out. 58

65 Purchase Order Activity Transaction In Munis Student Activity, a Purchase Order is created any time purchases are made with discretionary funds. 1. To open purchase order screen, Open the Munis Activity Tracking program. Financials > Student Activity > Activity Transaction 2. Click Search. 3. Enter CASH in the Cash Code box 4. Click Accept. The program displays the details. 5. Select Ok on the following message. This is simply saying you only have permissions to your campus/department data. 59

66 6. Click Purchase Order from MUNIS ribbon, this will take you to the purchase order screen within student activity (this is a separate purchase order screen than the requisition entry screen) 7. Complete the fields as outlined below: Field Description Transaction This box holds the transaction number. You cannot change the value here. Cash Code This is the cash code to which the receipt applies. The cash code value is automatically carried from the code you entered in the Activity Transactions program. Location Enter you campus number (i.e 002) Amount Enter the amount of the receipt. (Required) GL Effective Tab through to accept the default. This is auto populated. Date Fiscal Year Tab through to accept the default Period Tab through to accept the default PO Number Select +1 to generate the next PO number 60

67 Field General Description Entry Needed by Description Type in a description of the entire order. NOTE: The system accepts upper or lower case letters. It does not default to all upper case letters. You may want to decide at your campus/department how you want your purchase orders to look, so that you enter them in a consistent manner. Tab through to accept the default. Enter a date to alert the vendor if you would like the item(s) by a specific date. The message below will display as a warning. This message is ok, tab to the next field. Expirations Vendor Number Tab through. The above error message will display. This is required. Helpful Hints - Use a partial name to search using the filter functionality. Vendor names are case sensitive, so be sure to use all capital letters. NOTE: The vendor numbers have changed. They do not match the numbers that were used in itccs. 8. After you have entered a Vendor Number, Click Accept.. This will bring you to the Line Detail section. Each Line Detail screen represents an item you would like to purchase. If there is more than one item, you will need to add multiple records on this screen. By default, you are brought to the first item you are requesting in Add mode. 61

68 Field Description Description Enter a description for the specific line item being purchased. NOTE: This is where you will indicate the actual item and a detailed description of the item being ordered so that vendor knows exactly what you want. This is also where you can put who the item goes to for your reference. Quantity Defaults to 1, but should be changed to the number of units being requested. Unit Price Enter the price per unit. The total will multiply the Qty times this price. UOM The unit of measure for the item. The typical is UOM is Each. However, you can type BOX, CRTN, CASE, etc. or any 4-character description to indicate the UOM for the item being ordered. Freight Leave blank. Freight must be entered as an individual item/line. Discount Enter a discount percent for just this line item (not the whole order), if used. Percent 9. Tab through the remaining options to open Activity at the bottom of the screen. 10. Enter DISC in the Activity field and select Tab. 11. Enter Action code or use the filed help to find action code. NOTE: In the Student Activity Module GL accounts are associated with Action Codes therefore you will not key in a GL account code. You will simply select the Action code associated with the appropriate account number. If the entire amount of this line item will be allocated to a single Activity, verify the amount, and click Accept to save that line item. If you need to allocate the amount to more than one GL account, change the amount of the first GL expense account. Then press the tab key through the amount field, and you will be taken to a second line where you can enter another Action and amount. Always review the amounts and accounts before clicking Accept to save the line item. 12. If you would like to purchase more than one item with this requisition, you will need to click the Add button to add another Line Detail record. Follow the same process as above for each item you are requesting. 13. To return to the Purchas Order Header screen, select the Return button in the Munis ribbon. 14. Scan any documentation in TMC if necessary. 15. Once you have entered all of your requested items, click Release in the Menu section of the ribbon. This starts the approval process for the purchase order. Once you have released the purchase order, you will be able to see it, but will not be able to make changes to it. 16. With Workflow, a released Student Activity Purchase Order will have a status of 3 Pending. You can click on the Approvers button at the bottom of the screen to see who needs to approve the requisition. 62

69 17. Once all approvers have approved the requisition, the status changes to 8 Approved. Approve Student Activity Purchase Orders Purchase Orders may be approved from the Dashboard. You also have the option to reject or forward the Purchase Order from the dashboard. 63

70 SECTION 5: PURCHASING DEPARTMENT Purchasing Director Purchaser/Buyer/P-Card Purchasing Contracts Specialist Purchasing Clerk Albert Valencia Sylvia Villarreal Shanta Kirkwood Monica Lopez IMPORTANT PURCHASING DATES TO REMEMBER: Every Friday: Advance Travel Forms and Approved Requisition due by 1:00 P.M. in order for check to be available on Thursday 64

71 PURCHASING REQUISITION ENTRY-PURCHASE ORDER These instructions are specific to creating a requisition at the beginning of a new fiscal year. At the beginning of a new fiscal year, you will be in the next year mode until November- December when the Finance Department closes out the financial data. Overview By entering a requisition, you are requesting funds to make a purchase. As soon as the requisition is entered with an expense account, the funds are set aside, or encumbered in the General Ledger account. After the requisition is released, it goes through the approval process after which it is converted into a purchase order. The PO is sent to the vendor as authorization to provide the goods or services requested. Prerequisites Before you enter a requisition into Munis, the following information is helpful to know in advance: A vendor name or vendor number from which you would like to purchase the items. The proper General Ledger expense account(s) that will be used for the intended purchase. The quantity, price, and description of what the user would like to requisition. The commodity codes for the items you will be ordering. Enter a Requisition to a Vendor 1. Open Requisition Entry Financials > Purchasing > Purchase Order Processing Menu > Requisition Entry (it will open in a new browser tab) Note: Requisition Entry can also be found on the Munis Departmental Functions menu. 2. On the ribbon at the top right corner select, Switch Form 3. Select VEN REQ to enter a general vendor requisition and click the OK button. VEN REQ should not be selected to order items from the school warehouse, (i.e. paper, green envelopes, etc.). 4. Click Add. The requisition entry screen is divided into 2 sections: Header and Line Item Detail. The Header contains information such as the vendor, shipping address, etc. The Line Detail contains information about the specific item(s) you wish to purchase. 65

72 Note: When entering a requisition while we are still in next year mode, the fiscal year defaults to 2016; the Next button is selected. DO NOT CHANGE THE FISCAL YEAR. Because we have not yet closed out the fiscal year, the software considers us to be in next year mode 5. Enter information on the Main tab. NOTE: Press the TAB key to move from one field to another; press Shift TAB to move backwards. It is important that you tab to/through fields. Do not use your mouse to select a field on the page. Required fields appear in bold on the screen. Dept/Loc Fiscal Year This field pre-populates with your department code. You must change this if you enter requisitions for multiple departments. Tab through to accept the default. Requisition number Tab through so the system can auto-populate the field. General commodity Enter the 3-digit General Commodity code. General description Type in a description of the entire order. NOTE: The system accepts upper or lower case letters. It does not default to all upper case letters. You may want to decide at your campus/department how you want your purchase orders to look, so that you enter them in a consistent manner. 66

73 Status Needed by Entered The system maintains this field, disallowing the user from manually changing it. 1- Rejected: The requisition has been rejected by an approver. Click the Approvers button to view the rejection comments. To update a rejected requisition, click the Activate button. 2- Created: The requisition header (general) details have been entered, but general ledger (GL) details have not been entered, or, the requisition has header and GL detail, but does not have the appropriate budget to move it to a Status 4. In this case, a budget transfer must be made and posted, after which, you can click the Allocate button to move the requisition to a status 4-Allocated. 4- Allocated: The requisition has been entered and has been allocated (charged) to a general ledger account, therefore money is being taken from available budget. The requisition has not been released into Workflow. A requisition must be in a status 4-Allocated to be released into Workflow; click Release to initiate the Workflow process. 6- Released: The requisition has been released into Workflow and is awaiting approval. Click the Approvers button to see the current approval status. 8- Approved: The requisition has been fully approved in Workflow and is ready to be converted to a purchase order. 0- Converted: The requisition has been converted to a purchase order. The number is included on the Terms/Miscellaneous tab in Requisition Entry. Enter a date to alert the vendor if you would like the item(s) by a specific date. This is not a required field. Defaults to today s date. Note: Disregard the warning message that appears after you tab through the Entered field. Simply press your tab key again. 67

74 Project Accounts Applied General Notes Vendor PO Mailing Remit Ship to Reference Discount Type Purchase Order Work Order Task This check box indicates that project account strings have been applied to the requisition. Uncheck this box. If needed, enter by clicking on the button, typing a note and saving. If you want this to print on the PO, click on the Print On PO button found in the ribbon. Click Accept and Return after you are finished with the notes. NOTE: This is where you can specify the person for whom the merchandise is being ordered. This is a required field. Helpful Hints - Use a partial name to search using the filter functionality. Vendor names are case sensitive, so be sure to use all capital letters. NOTE: The vendor numbers have changed. They do not match the numbers that were used in itccs. Leave blank. Tab through this field. The ship-to address will appear. Do not change this field. Enter the CIP# if the purchase is tied to the campus improvement plan. Optional. Enter if receiving a percentage discount for the whole order. NOTE: If the vendor always allows a discount, the amount will automatically appear. Defaults as Normal (one time Req and PO). Purchase Order number will appear here after Requisition has been converted. Optional. Enter Work Order number if Requisition is related to a Work Order. Optional. Enter the task from the Work Order entered above. 6. Press Enter on the keyboard or click the Accept button. This will bring you to the Line Detail section. Each Line Detail screen represents an item you would like to purchase. If there is more than one item, you will need to add multiple records/lines on this screen. By default, you are brought to the first item you are requesting in Add mode. 68

75 7. Enter information on the Line Detail screen Quantity Commodity Description Unit Price UOM Freight Discount percent Defaults to 1, but should be changed to the number of units being requested. Enter a detailed 5-digit commodity code for the item. Enter a description for the specific line item being purchased. NOTE: This is where you will indicate the actual item and a detailed description of the item being ordered so that vendor knows exactly what you want. This is also where you can put who the item goes to for your reference. Enter the price per unit. The total will multiply the Qty times this price. The unit of measure for the item. The typical is UOM is Each. However, you can type BOX, CRTN, CASE, etc. or any 4-character description to indicate the UOM for the item being ordered. Leave blank. Freight must be entered as an individual item/line. Enter a discount percent for just this line item (not the whole order), if used. 8. Tab through the remaining options to open GL Allocations at the bottom of the screen. 9. Enter the GL expense account to which the item will be charged. If the entire amount of this line item will be allocated to a single GL Account, verify the amount, and click Accept to save that line item. If you need to allocate the amount to more than one GL account, change the amount of the first GL expense account. Then press the tab key through the amount field, and you will be taken to a second line where you can enter another expense account and amount. Always review the amounts and accounts before clicking Accept to save the line item. 10. If you would like to purchase more than one item with this requisition, you will need to click the Add button to add another Line Detail record. Follow the same process as above for each item you are requesting. Note: You can use the Copy GL Acct button to use the same amount number for the next time. 11. To return to the Requisition Header screen, select the Return button in the Munis ribbon. 12. If you have supporting documentation to add to this requisition select the TCM button from the Munis ribbon. 69

76 13. Once you have entered all of your requested items, click Release in the Menu section of the ribbon. This starts the approval process for the requisition. Once you have released the requisition, you will be able to see it, but will not be able to make changes to it. Enter a Requisition to the School Warehouse 1. Open Requisition Entry Financials>Purchasing>Purchase Order Processing Menu> Requisition Entry (it will open in a new browser tab) Note: Requisition Entry can also be found on the Munis Departmental Functions menu. 2. On the ribbon at the top right corner select, Switch Form. 3. Select WHSE REQ to order items from the school warehouse (i.e. paper, green envelopes, etc.) and click the OK button. It is very important that you select WHSE REQ for warehouse requisitions. If you do not, the requisition goes through the approval process and will be deleted by the Purchasing Department. 4. Click Add. On the Main tab, the requisition entry screen is divided into 2 sections: Header and Line Item Detail. The Header contains information such as the requisition number, commodity code, shipping address, etc. The line Detail contains information about the specific item(s) you wish to purchase. Note: When entering a requisition while we are still in next year mode, the fiscal year defaults to 2015; the Next button is selected. DO NOT CHANGE THE FISCAL YEAR. Because we have not yet closed out the fiscal year, the software considers us to be in next year mode. 70

77 5. Enter information on the Main tab. NOTE: Press the TAB key to move from one field to another; press Shift TAB to move backwards. It is important that you tab to/through fields. Do not use your mouse to select a field on the page. Required fields appear in bold on the screen. Dept/Loc This field pre-populates with your department code. You must change this if you enter requisitions for multiple departments. Fiscal Year Requisition number General commodity General description Status Needed by Entered Tab through to accept the default. Tab through so the system can auto-populate the field. Enter the 3-digit General Commodity code. NOTE: For WHSE REQ, the general commodity code will be either 310 (plain envelopes) or 645 (paper, for office and print shop use). No other general commodity codes should be selected for WHSE REQ. The description defaults to the description for the general commodity code. It is not necessary to change this description, but you may type in a description of the entire order. NOTE: The system accepts upper or lower case letters. It does not default to all upper case letters. You may want to decide at your campus/department how you want your purchase orders to look, so that you enter them in a consistent manner. The system maintains this field, disallowing the user from manually changing it. 1- Rejected: The requisition has been rejected by an approver. Click the Approvers button to view the rejection comments. To update a rejected requisition, click the Activate button. 2- Created: The requisition header (general) details have been entered, but general ledger (GL) details have not been entered, or, the requisition has header and GL detail, but does not have the appropriate budget to move it to a Status 4. In this case, a budget transfer must be made and posted, after which, you can click the Allocate button to move the requisition to a status 4-Allocated. 4- Allocated: The requisition has been entered and has been allocated (charged) to a general ledger account, therefore money is being taken from available budget. The requisition has not been released into Workflow. A requisition must be in a status 4-Allocated to be released into Workflow; click Release to initiate the Workflow process. 6- Released: The requisition has been released into Workflow and is awaiting approval. Click the Approvers button to see the current approval status. 8- Approved: The requisition has been fully approved in Workflow and is ready to be converted to a purchase order. 0- Converted: The requisition has been converted to a purchase order. The number is included on the Terms/Miscellaneous tab in Requisition Entry. Tab through this field Defaults to today s date. 71

78 Note: Disregard the warning message that appears after you tab through the Entered field. Simply press your tab key again. Project Accounts Applied General Notes Ship to Work Order Task This box defaults to blank/not checked. If a check mark appears, uncheck this box. If needed, enter by clicking on the button, typing a note and saving. If you want this to print on the PO, click on the Print On PO button found in the ribbon. Click Accept and Return after you are finished with the notes. NOTE: This is where you can specify the person for whom the merchandise is being ordered. The ship to address (985 Central Receiving) will appear. Do not change this field. Optional. Enter Work Order number if Requisition is related to a Work Order. Optional. Enter the task from the Work Order entered above. 6. Press Enter on the keyboard or click the Accept button. This will bring you to the Line Detail section. Each Line Detail screen represents an item you would like to purchase. If there is more than one item, you will need to add multiple records on this screen. By default, you are brought to the first item you are requisition in Add mode. 72

79 7. Enter information on the Line Detail screen: Quantity Commodity Inventory Item Defaults to 1, but should be changed to the number of units being purchased. Enter a detailed commodity code for the item. Refer to the Commonly Used Commodity Codes for Warehouse Orders provided by the Purchasing Department. The Description field will pre-populate and the Unit Price will appear. Enter the inventory item. The limited number of available warehouse inventory items may be viewed by clicking on the ellipsis. The item numbers are numeric and are circled in the screen shot below. Those displayed inventory items that begin with an alpha character are used only by the Maintenance Department. When you click tab after entering the inventory item number, a window pops up. Click yes. Location Type The location defaults to 002-Paper Warehouse The type defaults to pick ticket If pick ticket is not selected, you should select it. Description Unit Price, UOM, GROSS< Freight, Discount, Credit Requested By Do not change this description that has defaulted to the item code description. The unit price automatically displays and the system calculates your TOTAL. None of these fields are updatable. Tab through this field. 8. Enter the GL expense account to which the item will be charged. If the entire amount of this line item will be allocated to a single GL Account, verify the amount, and click Accept to save that line item. If you need to allocate the amount to more than one GL account, change the amount of the first GL expense account. Then press the tab key through the amount field, and you will be taken to a second line where you can enter another expense account and amount. Always review the amounts and accounts before clicking Accept to save the line item. 73

80 If a single item and account code completes your order, tab through the description and amount fields. The system accepts/saves your order. 9. If you would like to purchase more than one item with this requisition, you will need to click the Add button to add another Line Detail record. Follow the same process as above for each item you are requesting. Note: You can use the Copy GL Acct button to use the same account number for the next item. 10. To return to the Requisition Header screen, select the Return button in the Munis ribbon. 11. Once you have entered all of your requested items, click Release in the Menu section of the ribbon. Once you have released the requisition, you will be able to see it, but will not be able to make changes to it. Status Change With Workflow, a released requisition will have a status of 6 Released. You can click on the Approvers button at the bottom of the screen to see who needs to approve the requisition. Once all approvers have approved the requisition, the status changes to 8 Approved. Search for A Requisition 1. To find a requisition, select the Search button from the ribbon 2. Enter your search criteria. 3. Click Accept 4. If requisitions are found for your criteria the first requisition that matches will appear. 5. You can navigate between found requisitions by using the arrows at the bottom of the screen or click the Browse button on the ribbon. 74

81 Update a Rejected Requisition Click Activate in the Menu portion of the ribbon. 1. Click Update. 2. Click Line Detail in the Menu portion of the ribbon. 3. When you have identified the item you need to update, make the appropriate changes. 4. Tab through the remaining fields on the screen, including the account code, description and amount. 5. Click Accept. The status of the requisition would now be 4-allocated. 6. Click Release. The status of the requisition should now be 6-released. Approve Requisitions Requisitions may be approved from the Dashboard of persons with approval authority. Or, they can be approved directly from the Requisition Entry screen by searching for the requisition and selecting Approve at the bottom of the screen. (You also have the option to reject, forward, or hold the requisition from this screen.) Requisition Status Codes Status: This box displays the current status of the requisition. The list of possible options follows: 1 Rejected: The requisition has been rejected by an approver. Click the Approvers button to view the rejection comments. To update a rejected requisition, click the Activate button. 2 Created: The requisition header (general) details have been entered, but general ledger (GL) details have not been entered, or, the requisition has header and GL detail, but does not have the appropriate budget to move it to a Status 4. In this case, a budget transfer must be made and posted, after which, you can click the Allocate button to move the requisition to a status 4 Allocated. 4 Allocated: The requisition has been entered and has been allocated (charged) to a general ledger account, therefore money is being taken from available budget. The requisition has not been released into Workflow. A requisition must be in a status 4 Allocated to be released into Workflow; click Release to initiate the Workflow process. 75

82 6 Released: The requisition has been released into Workflow and is awaiting approval. Click the Approvers button to see the current approval status. 8 Approved: The requisition has been fully approved in Workflow and is ready to be converted to a purchase order. 0 Converted: The requisition has been converted to a purchase order. The number is included on the Terms/Miscellaneous tab in Requisition Entry. Commonly Used Commodity Codes For Vendor Orders Item Being Purchased General Commodity Code (3 Digit) Detail Commodity Code (5 Digit) Comments ID s and Lanyards Clothing Accessories Tassels/Robes/Cap & Gowns Computer Desktop/Tower PC for Office/Classroom Computer Laptop/Notebook Laser Printer Network Printer Desktop Printer PC printer for desk Scanner Desktop Scanners Printer Cartridge/Toner Water Bottled Water (ex. Sam s) Coffee School Room Furniture Student chairs, desks Office Furniture-Chairs Wood Chairs Office Furniture-Desks Wood Desks Batteries Band Instruments/Accessories Fine Arts Orchestra Instruments/Accessories Fine Arts Choir Supplies/Accessories Fine Arts General Office Supplies Misc. Office Supplies Staples Tape Includes Tape Dispensers 76

83 Pencils Includes Pencil Leads Pens All Pen Types Laminating Film/Supplies Textbooks-Special Ed Textbooks-Pre-K through 5 th Textbooks 6 th -8 th Textbooks 9 th through 12 th Library Books General Library Book Purchase Student Planners General Instructional Items Regular Instructional Materials Science Instruction Supplies Use to order frogs, pigs, etc. Signs and Related Supplies Use for school signs Football Equipment Trainer Supplies Video Projector Accessories/Parts Use for overhead projectors Smart Boards Education/Training Consulting Instructional Consulting Services Music Instrument Maintenance/Repair Fine Arts Office Furniture Install Notary Services Notary Services Includes renewal & stamp Magazine Subscription Newsletter Subscription Newspaper Subscription Travel Agency Services Use for National Travel Co. Document Shredding Services Laminating Services Employee-Advance Travel Air, Hotel, Meals, Mileage etc. 77

84 Employee-Reimbursement Reimburse for Travel & other Freight Costs Freight/Shipping Costs Conference Fees Tournament Fees Membership Dues Registration Fees Meals (includes Luncheons) Car Rental Services If not part of staff travel Copy Machine Rent/Lease Long Term for copiers Drinking Water-Cooler Long Term PO s for water For Warehouse Orders Items Being Purchased 3 Digit Code 5 Digit Code Comments Envelopes, #10 Window Inventory Code 0005 Envelopes, Regular Inventory Code 0004 Envelopes, Green Inter-Office Inventory Code 0006 Paper, Copy, Letter Inventory Code ½ x 11 Paper, Copy, Letter Inventory Code ½ x 14 Paper, 3 hole 8 ½ x Inventory Code

85 SECTION 6: PAYROLL DEPARTMENT Payroll Director Payroll Accountant Payroll Bookkeeper Payroll Specialist Payroll Clerk Payroll Clerk Payroll Clerk Payroll Utility Clerk Armando Nunez Lisa Mikel Debbie Homfeld Debbie Jimenez Chesiree Olivas Lynne Booker Yvonne Brooker Ester Burciaga 79

86 IMPORTANT PAYROLL DATES TO REMEMBER: 80

87 IMPORTANT FEDERAL AND STATE PAYROLL DATES TO REMEMBER: September 24, 2015 Part time payroll October 7, 2015 Full time payroll October 22, 2015 Part time payroll October 28, 2015 Full time payroll November 12, 2015 Part time payroll November 18, 2015 Full time payroll December 14, 2015 Part time payroll December 17, 2015 Full time payroll January 26, 2016 Part time payroll February 3, 2016 Full time payroll February 26, 2016 Part time payroll March 1, 2016 Full time payroll March 29, 2016 Part time payroll April 6, 2016 Full time payroll April 26, 2016 Part time payroll May 4, 2016 Full time payroll May 26, 2016 Part time payroll June 7, Full time payroll 81

88 MINUTES CONVERSION SHEET 82

89 IMPORTANT INFORMATION FOR LEAVE AND PAY The Munis system will be utilized by campus and department secretaries to input leave for an employee that was not entered via Employee Self Service and to enter all additional pay information. The advantages of utilizing this feature of the Munis software include the following: ECISD standardizes substitute and supplemental pay reporting processes across the district, ECISD can now provide detailed information on the pay stubs for those employees being paid, ECISD eliminates processes that are no longer supported or maintained at the district level (i.e., the Mike Lackey Access database program and other manual processes), ECISD provides a paperless workflow process that relieves the campus secretary from coming to central office to submit payroll information. Basic Payroll Steps: 1. Select Correct Payroll you are entering data for: Payroll Run type Description 5 Semi Monthly This is for semi monthly employees 6 Monthly Salary This is the monthly payroll that is generated for full time monthly employees. This includes auxiliary pay. (Normally due around the 15 th of the month) 7 PT/Subs/Temp This is the monthly payroll that is generated for subs and for part time employees (normally due on the 1 st of the month) NOTE: Refer to a Payroll Calendar for actual due dates. Federal and State Programs have specific due dates as well. 2. Create a Time Entry Batch NOTE: After you create a batch for the correct payroll and pay date then you can just open that batch back up and continue adding to it. No new batch is needed. 3. Time Entry Batches will go to principal for approval via their dashboard, then federal batches will go to Federal and State department for approval, fund 255 will go to Professional Development for approval and then finally to payroll for final approval and posting. It is EXTREMELY important that you select the correct Bach Department or the approvals will not function properly. 83

90 Types of Batches Description Monthly Substitute/PT Pay Monthly Federal Part Time Pay Payroll Run Type Batch Department Batch Location 7 SUBPT Defaults to your 3 digit Location 7 FEDPT Defaults to your 3 digit Location Notes Goes to Principal/Director for Approval and then Payroll Goes to Principal for Approval, Federal State Department, then Payroll Monthly Leave 6 LEAVE Defaults to your 3 digit Location Goes to Principal/Director for Approval and then Payroll Supplemental Pay (excludes Federal Funds and 255 Professional Development Funds) Supplemental Pay (Federal Funds) 6 SUPPL Defaults to your 3 digit location 6 FEDFT Defaults to your 3 digit location Goes to Principal for Approval and then Payroll Goes to Principal/Director for Approval, Federal and State dept., then Payroll Supplemental Pay (Fund 255 Professional Development) Semi Monthly Supplemental Pay 6 PROFD Defaults to your 3 digit location 5 SEMIM Defaults to your 3 digit location Comp Pay Out 6 COMPT Defaults to your 3 digit location Extended Year Services 6 EXYRS Defaults to your 3 digit location Goes to Principal/Director for Approval, Professional Development, then Payroll Goes to Director for Approval and then Payroll Goes to the Principal/Director for Approval then to payroll Goes to the EYS Administrator, Federal and State Dep., Assist. Sup. Secondary, Payroll 84

91 CREATING SUBSTITUTE/PART TIME PAY (PAYROLL 7) 1. Select Correct Payroll 7 Payroll 2. Go to Human Resources/Payroll Payroll Payroll Processing Payroll Start and Status 3. Click Search. 4. Select Run Type 7 PT/SUBS/TEMP 5. Enter the appropriate Check Date 6. Click Accept 7. You will now see the Correct Start and End Dates for your payroll. Verify they are correct. 85

92 8. Click Change on the upper right hand of the Munis ribbon. 9. You will receive a confirmation at the bottom of the screen that you are now in the payroll that you have selected. NOTE: The system defaults to whichever payroll you changed to list. During the month you can switch back and forth between payrolls to add information to each batch. You must select the payroll you want in order to select the appropriate batch. 10. Create or Select your Time Entry Batch, Go to Human Resources/Payroll-Payroll - Payroll Processing Time Entry Processing Time Entry 86

93 11. You will receive a message asking if you are in the correct payroll. Click Yes if the information is correct. If the payroll information is not correct follow the steps above to select a different payroll. 12. Click Add Batch to create a NEW batch for the specified payroll. NOTE: AFTER creating the first batch for the payroll you can resume the batch to add entries throughout the month. Do not create additional batches. At most you will have one batch for each group of pay you previously submitted. 14. It will default to Detail. Click OK. NOTE: In future trainings we will cover other methods. 15. For Department for payroll 7 select one of the following: SUBPT- for monthly Sub/PT Pay (non-federal funds) Payroll 7 FEDFT- for Monthly Federal Part Time Pay - Payroll 7 87

94 Note: Select the department code from the ellipse. If you manually type it in the box it MUST be in all CAPITALS. 16. Select appropriate Department and Click Accept 17. Click Tab 18. Location will default. Click Tab 19. For Comment enter: Monthly Substitute/PT Pay 88

95 20. Click Accept. NOTE: After Clicking Accept you will be in the data entry mode for the batch 21. Click Add to add an entry for an employee 22. Select the From and To Date for the Sub (select the same from and to date) Click TAB 23. Enter the employee ID or click the ellipse to pick from available employees. You can view employees at your location and at 998. Click TAB until you reach the Quantity field. 24. For quantity enter 1 for a full day or.5 for half day. Click TAB 89

96 25. After clicking TAB the rate of pay will default from the employee record. The amount will also be calculated based on how much they worked. NOTE: The substitute office maintains the rate of pay for subs. When a sub becomes certified they will update the rate and it will pull the new rate when it becomes effective. 26. Tab through fields until you reach Account number. Delete default account and enter the account number you are paying the person from. 27. By default the date prints in the Notes box. You may enter additional notes as needed. 28. Click Accept. Add long term pay, magnet pay or long distance pay to a sub 1. After adding the record for their base pay click Duplicate NOTE: You will receive the following message in RED. IGNORE this message. It is just letting you know there are no project segments associated with the account number. 90

97 2. Change Pay type to appropriate pay type. You can use ellipse to select correct pay type. Enter quantity. Verify account is correct. Click Accept. 700 Sub Add Long Term Pay (this automatically adds 100 for a full day or 50 if the quantity is entered as.5) 701 Sub Add $10 Distance Campus if they are receiving extra pay that day for subbing at one of the specified campuses. Quantity is Sub magnet Pay (extra pay for subbing magnet hour) quantity is how many hours they did magnet that day. NOTE: It is possible for a sub to have multiple records for the SAME DAY if they receive long term pay, long distance pay or magnet pay. CREATING MONTHLY LEAVE BATCH (PAYROLL 6) 1. Select Correct Payroll 6 Payroll 2. Go to Human Resources/Payroll Payroll Payroll Processing Payroll Start and Status 3. Click Search. 4. Select Run Type 6 MONTHLY SALARY 5. Enter the appropriate Check Date 6. Click Accept. 7. You will now see the Correct Start and End Dates for your payroll. Verify they are correct. 8. Click Change on the upper right hand of the Munis ribbon. 91

98 9. You will receive a confirmation at the bottom of the screen that you are now in the payroll that you have selected. NOTE: The system defaults to whichever payroll you changed to list. During the month you can switch back and forth between payrolls to add information to each batch. You must select the payroll you want in order to select the appropriate batch. 10. Create or Select your Time Entry Batch 11. Go to Human Resources/Payroll Payroll Payroll Processing Time Entry Processing Time Entry 12. You will receive a message asking if you are in the correct payroll. Click Yes if the information is correct. If the payroll information is not correct follow the steps above to select a different payroll. 92

99 13. Click Add Batch to create a NEW batch for the specified payroll. NOTE: AFTER creating the first batch for the payroll you can resume the batch to add entries throughout the month. Do not create additional batches. At most you will have one batch for each group of pay you previously submitted. 14. It will default to Detail. Click OK. 15. Select Department: LEAVE 16. Click Tab 17. Location will default to your campus. Click Tab 18. For Comment enter: Monthly Leave 19. Click Accept 20. Click Add to add leave for an employee 21. Enter the FROM/TO Date for the date of leave. Enter each date separately 22. Click YES for Absence NOTE: If you charging an employee loss of pay code 308 or 318 DO NOT select absence. It is docking their pay not trying to use leave. 93

100 23. Enter the employee ID or click the ellipse to pick from available employees. You can view employees at your location and at 998. Click TAB 24. Select appropriate Leave Type in the Pay Type Box. Click the ellipse to view list of pay types. Enter quantity (.5 or 1). Click Accept. RESUMING A BATCH After you create an initial batch you can open it up at any time to make corrections or add additional employee data. 1. Select Appropriate Payroll on the Payroll Start and Status screen 2. On the Time Entry screen Click SEARCH. Select the Batch you want and Click RESUME in the upper right hand corner. This will allow you to add to a time entry batch or to make modifications to an existing batch. 94

101 RELEASING A BATCH Once you have completed a Time Entry batch for a specified pay period you have to release it for approval. PROOFING A BATCH To review the data entry for a batch you can do several things from the Time Entry Screen. After selecting a batch you can click the PDF button to print detailed or summary level reports. You can click Browse to view all of the detail information. You can export the data from the browse mode to Excel You can click Scan Detail to review the records in detail. In Scan mode you can select a record and it will take you to the update screen to make corrections. APPROVING A TIME ENTRY BATCH 1. Approver receives E mail Notification NOTE: The campus principal or department director is notified of a time entry batch awaiting approval in the same fashion as a requisition notification. The approver receives an e mail notification like the one below. 95

102 2. Approver logs into Munis. 3. Access the batch from the My Workflow Approvals notification. From this view, the approver cannot discern whether the awaiting approval is a requisition or a time entry batch. 4. Click on Approvals. A window opens listing the approvals that await. A payroll time entry batch is identified in the Type column as PRT. The Summary column indicates a run #, a warrant # and a batch #. NOTE: It is possible that more than one batch may be awaiting approval. In addition, it is possible that other types of approvals await such as requisitions or budget transfers. 5. Click in the check box to the left of the type, PRT. 6. Click on the Actions drop down button. 7. Click on More Info. 96

103 8. A verification window opens. In the example below, the payroll run type is payroll 7 part time substitutes (PST) for the payroll period beginning on 3/1/14 and ending on 3/31/14. The data being submitted will be reflected on the 4/15/14 checks for the employees in the sample batch. 9. Click Yes to continue with this payroll process. The batch information screen now appears. 10. To see the detailed payroll information for the employees in this batch, click Scan Detail from the ribbon. 97

104 NOTE: The list of employees with their pay information now appears, similar to the screen shot below. Note the summary information in the bottom left hand corner of the displayed information. 11. Click the button to exit the scan detail view that lists the employees being paid. 12. Click Approve. The payroll information is now released and will continue on for processing. 98

105 SECTION 7: HUMAN RESOURCES DEPARTMENT Chief Human Resources Officer Secretary to Chief human Resources Officer Human Resources Director-Elementary Staff Secretary to HR Director-Elementary Staff Human Resources Director-Secondary Staff Secretary to HR Director-Secondary Staff Human Resources Director-Administrative and Paraprofessional Staff Secretary to HR Director-Paraprofessional Staff Secretary to HR Director-Administrative Staff Human Resources Director/Title IX Substitute Services Manager Staff and Budget Coordinator Position Control Clerk Human Resource Receptionist Keith Garinger Griselda Flores Staci Ashley Shayla Armstrong Rebecca Mull Michelle King Valnita Hernandez Amanda Matta Melissa Seaton Joretha Lee Terrie Flowers Jennifer Moran Monica Chapman Sofie Portillo 99

106 CAMPUS/DEPARTMENT CANDIDATE REVIEW AND RECOMMENDATION PROCESS Review Candidates 1. Open Job Opening Human Resources/Payroll >> Human Resources >> Applicant Processing >> Job Openings 2. Select Search from the MUNIS Ribbon. 3. Enter criteria for specific job opening such as location or leave blank for all job openings 100

107 4. Select Accept 5. Navigate to job opening if necessary using the arrows at the bottom of the screen 6. To review candidates for a job opening, Select Candidates from the MUNIS ribbon to see all candidates that have applied for that job opening. (If it is a position HR has to review first, you will only see those candidates that have completed the pre-screen process) 7. The Applicant Master screen should open and display all candidates who have applied for that opening. 8. Evaluate each candidate s application information. This includes, work history, references, certifications, ventures, education information, etc. 9. Use the Ref Checks button to log reference checks. 101

108 10. Select Add from the MUNIS ribbon 11. Enter the following information for Applicant Reference Checks a) Date: The date the reference check took place b) Requisition #: The requisition number for which the reference check applies to. You can select the field help for assistance with requisition number c) Conducted By: Who conducted the reference check d) Reference Name: Type the reference name or select the field help to pick a reference the candidate entered. 12. Select Accept from the MUNIS ribbon. 13. To add notes to the reference check, select Notes from the MUNIS ribbon 14. Enter notes in blank area 15. Select File, then Save 102

109 16. Select the red X on the right side of the screen 17. Select Return from the MUNIS ribbon 18. Use the Interview button at the bottom of the screen to log when you interview a candidate. 19. Select Add from the MUNIS ribbon 20. Enter the following information for Candidate interviews a) Date: The date the interview took place b) Requisition #: The requisition number for which the interview applies to. You can select the field help for assistance with requisition number c) Conducted By: Who conducted the interview. If interview committee was used, enter Committee in this space and enter the names in notes 21. Select tab on keyboard, it takes you to the notes field 22. Enter Interview notes or Committee member s names if applicable. 23. Save notes 24. Select the red X on the right side of the screen 25. Select Return from MUNIS ribbon 103

110 Recommend Candidates: 26. When ready to recommend applicant for hire, Select Pending from the MUNIS ribbon. 27. The Pending Applicant screen should open with the candidate s information populated. 28. If the candidate has applied for more than one job, you will see a list. Minimize columns so that the Status of the job openings is displayed to see what status the candidate s additional job openings are at. 29. Select the necessary requisition number, then select Accept from the MUNIS ribbon 30. Select Recommend from the MUNIS ribbon. 31. The Pending Applicant screen should be opened for editing. Change the status from C - Candidate to O - Offer. 32. Select Accept from the MUNIS ribbon. 104

111 33. Select More from the MUNIS ribbon, than select Release 34. From the Release Applicant pop up, select Yes 35. This changes the workflow status on the Pending Applicant screen from N - Pending Approval to X - In progress. 36. This starts the approval path and the Approver button is now available at the bottom of the screen to view the approval path. Search For A Pending Applicant Record: Pending Applicant will show you all candidates for a particular job opening if you search by requisition number. It can also be used to see all job openings a candidate has applied for by searching on candidate information such as Applicant #, SSN, Last or First name 1. Open Pending Applicant Human Resources/Payroll >> Human Resources >> Applicant Processing >> Pending Applicants 105

112 2. Select Search from the MUNIS ribbon 3. Enter criteria to search on or leave blank for all Pending Applicants 4. Select Accept 5. You can select the browse button from the MUNIS ribbon to view a list of all records or use the navigation arrows at the bottom of the screen Or 6. The default sort order is by requisition number. (All candidates who have applied for a job opening) 106

113 7. If you would like to sort by applicants, click on the Name column to sort ascending A-Z. (All job openings a candidate has applied for) 8. Select record to review 9. Select Accept from the MUNIS ribbon. 10. If you wish to look at Candidate s application, from the Pending Applicant screen select Applicants from the MUNIS ribbon. 11. This takes you to the Applicant Master screen where you can review application information and add additional reference checks, interviews, etc. if needed. 107

114 Search For An Applicant Using Applicant Master 1. Open Applicant Master Human Resources/Payroll >> Human Resources >> Applicant Processing >> Applicant Master 2. Select Search from the MUNIS ribbon 3. Enter criteria to search on or leave blank for all Pending Applicants 4. Select Accept from MUNIS ribbon 5. You can review application information and add additional reference checks, interviews, etc. if needed. 6. To see what job opening the candidate has applied for, select Pending from the MUNIS ribbon. 7. If Candidate has applied for multiple jobs, you will see them listed on a screen. 8. Select requisition to view, and select Accept from the MUNIS ribbon. 108

115 SECTION 8: SERVICE REQUEST 1. Navigate to Quick Entry Service Requests (located under Menu Munis/Financials/Work Orders, Fleet and Facilities/ Facilities/Requests/Quick Entry Service Requests) 2. Fill out the service request screen (tab to each field): Requesting Dept. select your campus from the drop down box. Servicing Dept. select the type of service for your request (Maintenance, Custodial or Energy Management). Activity click the selection button and select the type of service you are requesting from the list. You can click on any of the column headings at the top to sort by that column. Each of the Gen Cat areas contains a general repair that is 01, i.e. AH01, CP01, EL01. You can pick the general category or a detailed description (Maintenance will override your selection if needed). Once you select your item, click the Accept button to go back to the request screen and the activity code for the item you selected will fill in. Description type in a description of what you are requesting to be done (be as detailed as possible). Be sure to include the room # in the description area. Priority optional; this is your priority and may be changed by servicing department when received. Cause optional; fill in if applicable Type (Subject of Service) select Facility Code (Subject of Service) select your campus Note: select 950 if your campus is in the Admin Building Code (Work Location) this will auto fill the same as the code (campus) above in the Subject of Service. Area Code (Work Location) optional can select area of campus if applicable 109

116 Room # (Work Location) optional type in a room number if applicable; the room number must also be entered in the description area 3. Click the Accept button when you have finished filling out the service request form. 4. Click the Submit button 5. Click Yes to submit the request when the message below appears: 6. The request has now entered workflow approval and you will receive a notification when your request has been approved. 7. To see a list of service request for your department, run the 01 Service Requests SQL report located in your campus reports folder 110