TECHNOLOGYONE FINANCIALS WORKFLOW CHANGES

Transcription

1 UNIVERSITY OF TASMANIA TECHNOLOGYONE FINANCIALS WORKFLOW CHANGES Responsible Position: Manager, Financial System Last amended/reviewed: October 2010 Table of Contents INTRODUCTION... 3 WORKFLOW NAMING CHANGES... 4 WORKFLOW ACTION CHANGES... 5 Changes to Approve and Refer to Someone Else... 5 New Workflow Action Resubmit... 5 HOW DO I FIND A WORKFLOW RULE ERROR?... 6 GENERIC WORKFLOW RULES... 7 Financial Delegation limit has been exceeded... 7 Document cannot be coded to an Enterprise Budgeting Use Only account... 7 Document cannot be coded to a Finance or HRMS Use Only accounts... 8 Document Balance check... 8 ACCOUNTS PAYABLE WORKFLOW RULES... 9 AP invoices can only be coded to expense accounts... 9 Internal / External Indicator check must = 0 (External)... 9 GENERAL LEDGER WORKFLOW RULES GENERIC GENERAL LEDGER WORKFLOW RULES Document Balance check for University Internal Transactions (UTRAN) PART OF THE TRANSACTION IS OUTSIDE YOUR DELEGATION University Internal Transaction (UTRAN) workflow rules Funding Transfers workflow rules Foundation Funding Transfers workflow rules CAPS Document workflow rules TRANSACTION IS WITHIN YOUR DELEGATION Budget Centre Commitments workflow rules Salaries Recharge / Buyback workflow rules Other Recharges workflow rules October 10 Workflow Changes.docx Page 1 of 16

2 WORKFLOW CHANGES SCHEDULED FOR FEBRUARY WORKFLOW ESCALATIONS ACCOUNTS RECEIVABLE WORKFLOW RULES October 10 Workflow Changes.docx Page 2 of 16

3 Introduction A full workflow review was undertaken by the Financial Systems area in July 2010 and Finance One users feedback was reviewed to see how workflow could be improved. In particular, how could we assist users in more efficiently and easily completing document processing. The purpose of this document is to outline the changes to workflow and to provide assistance in: the processing of documents; the correct use of account codes; and how approvals are obtained. There are two types of workflow messages you may receive (which are identified in this document by the following symbols): Error Message: This will require you to take action to correct the document before you workflow it on Information Message: A warning will appear on the information bar at the bottom of the screen notifying users that an action has been overridden by the system. Example: Where a document is greater than your delegation limit the system overrides the Approve decision to Refer to Someone else. October 10 Workflow Changes.docx Page 3 of 16

4 Workflow Naming Changes To assist in the processing of finance documents we have tried to ensure simplicity and consistency when naming workflow actions/decisions. We have now standardised the naming of this decision across all documents, these include: - Submit; - Approve; - Reject; - Refer to Someone Else. Previously some documents may have had workflow actions such as Submit for approval or Submit to Purchaser, these will now be replaced with the standard Submit. October 10 Workflow Changes.docx Page 4 of 16

5 Workflow Action Changes Changes to Approve and Refer to Someone Else Some workflows now take a different path than previous e.g. exceeding delegation when selecting Approve will automatically instigate the Refer to Someone Else option. This action will default to your default approver. You can either: a. Amend the approver, add any comments and select OK ; or b. Keep the same default approver, add any comments and select OK ; or c. Cancel the operation New Workflow Action Resubmit This action is available where a document has been referred for more information/supporting documentation. When supporting information has been attached to the document select Resubmit. The Resubmit action does not require the document to be reapproved. If you need someone else to action on your behalf, select the option to Refer to Someone Else. They will then process and Resubmit. Please note: Accounts Receivable document workflows have not been developed; this is scheduled for release in early October 10 Workflow Changes.docx Page 5 of 16

6 How do I find a Workflow Rule error? When a document cannot proceed due to workflow rule errors, a message will appear at the bottom of the screen on the information bar stating Unable to proceed due to Workflow Rules. The error message can only be viewed by clicking on the more hyperlink. This will bring up an information box on the screen explaining what the error is e.g. One of the natural accounts used is restricted for Finance of HRMS use ONLY. Please correct (see below): The Errors and Warning on the document file action pane identifies errors in the document; it does not identify the errors you have in the workflow. October 10 Workflow Changes.docx Page 6 of 16

7 Generic Workflow Rules There are a number generic workflow rules which can apply over all documents. Financial Delegation limit has been exceeded Financial Delegation Debit Dissection Limit Exceeded Financial Delegation Credit Dissection Limit Exceeded This is a warning message only. When selecting Approve, workflow will review your delegation and the value of the document. If this exceeds your delegation, workflow will now automatically Refer to Someone Else. This action will pop up and will default in your default approver. You can either: a. Amend the approver, add any comments and select OK ; or b. Keep the same default approver, add any comments and select OK c. Cancel the operation. Document cannot be coded to an Enterprise Budgeting Use Only account One of the natural accounts used is restricted for Enterprise Budgeting use only. Please correct Please select an account that is available for General Use. If you are unsure of the details of a natural account go to the Other Enquiries Tab, Natural Account Details and select the natural account you are querying. Review the field Chart of Accounts and this will indicate if it is suitable for use. October 10 Workflow Changes.docx Page 7 of 16

8 Document cannot be coded to a Finance or HRMS Use Only accounts A natural account used is restricted for Finance or HRMS use only. Please correct Please select an account that is available for General Use. If you are unsure of the details of a natural account go to the Other Enquiries Tab, Natural Account Details and select the natural account you are querying. Review the field Chart of Accounts and this will indicate if it is suitable for use. Document Balance check This document is out of balance. Please correct. Ensure that both sides of transaction (debits and credits) offset to $0. To review this go to the bottom of the grid and ensure that the total document is equal to $0. Once your document balances to $0, the error will clear. October 10 Workflow Changes.docx Page 8 of 16

9 Accounts Payable Workflow Rules AP invoices can only be coded to expense accounts Balance sheet accounts (i.e. those starting with a 6, 7, 8 or 9) are not allowed in this document. Please use another natural account. When coding a supplier invoice to a RT or OP project the natural account should begin with a 2 or 3. Any natural accounts (5 digit code in the account string) not beginning with a 2 or 3 need to be corrected. Internal / External Indicator check must = 0 (External) Internal / External Indicator required to be 0 (External) for ledger GL, OP or RT. Please ensure last digit of the Account Number is 0. The last digit of the account string needs to be 0. October 10 Workflow Changes.docx Page 9 of 16

10 General Ledger Workflow Rules Generic General Ledger Workflow rules These rules apply across all general ledger documents including University internal transactions. Document Balance check for University Internal Transactions (UTRAN) University Internal Transactions (UTRAN) and Funding Transfers will generate an out-ofbalance document for the user creating the document. The recipient receiving the charge or funds will have to balance the document before posting. This document is out of balance. No action is required by the user creating the document, continue with the Submit. October 10 Workflow Changes.docx Page 10 of 16

11 Part of the transaction is outside your delegation There are specific workflow rules for General Ledger documents where part of the transaction is outside your delegation e.g. the document is workflowed onto other budget centres for further completion and authorisation. These documents are: - University Internal Transactions (UTRANS) - Funding Transfers - CAPS - Foundation Transfers University Internal Transaction (UTRAN) workflow rules These documents are used to charge another budget centre for costs you have already paid for on behalf of them and you are now seeking reimbursement for the expenditure. They are always initiated by the budget centre seeking funds from another budget centre. Internal / External Indicator must not be 0 (External) for University Internal Transactions. Please ensure last digit of the Account Number is 1 (Income) or 2 (Expense). For University internal transactions such as a UTRAN or Funding Transfers, please ensure the last digit of the account number is a 1 (income) or 2 (Expense). First line of a UTRAN document must be Income (Internal / External Ind of 1 & a credit or negative amount). Please correct. When creating your UTRANS, please ensure that the first line in your UTRANS must be a credit (Income) with an internal/external indicator of 1. This reflects where you want the income to be recorded. October 10 Workflow Changes.docx Page 11 of 16

12 Funding Transfers workflow rules Funding Transfers are initiated by the payer of the funds and will generally arise when there has been an arrangement between two budget centres to fund or part fund an activity. For a Funds Transfer, the Natural Account must be 10500, 10510, or Please correct. For a Funds Transfer, correct the natural account to either: 10500, or This ensures that movement of funds is offset within the one natural account. First line of a Funding Transfer document must be an Expense (Internal / External Ind of 2, a debit or positive amount). Please correct. When creating your Funding Transfer, please ensure the first line in your Funding Transfer must be a debit (Expense) with an internal/external indicator of 2. This reflects where you are moving the money from. The second and subsequent lines must be a credit with internal external indicator of 1. This will reflect where you want to move the money to. Second and subsequent lines of a Funding Transfer document must be Income (Internal / External Ind of 1, a credit or negative amount). When creating your Funding Transfer, please ensure the first line in your Funding Transfer must be a debit (Expense) with an internal/external indicator of 2. This reflects where you are moving the money from. The second and subsequent lines must be a credit with internal external indicator of 1. This will reflect where you want to move the money to. Please don t use the Funding Transfer document if you are transferring funds between the Foundation and the University (please see below). October 10 Workflow Changes.docx Page 12 of 16

13 Foundation Funding Transfers workflow rules This is used for all funding transfers between the University Foundation (BC713) and all other University Budget Centres. For Foundation Funding Transfers the Natural Account must be or Please correct. Ensure that you use Foundation Funding transfer only accounts: or The Internal / External Indicator is required to be 0 (External). Please ensure last digit of the Account Number is 0. Ensure you use the external indicator of 0. CAPS Document workflow rules This document is to be used where Budget Centres fund photocopying on a student card (e.g PhD student) that is processed through the CAPS system. The charge is to be costed to the Budget Centre project. For CAPS, the Internal / External Indicator is required to be 0 (External). Please ensure last digit of the Account Number is 0. For a CAPS document please ensure the last digit of the account number is a 0 (External). UTAS CAPS Transfer must be coded to Natural Account (External Printing). For a CAPS document correct the natural account to (external printing) to record the true nature of the expense/income. October 10 Workflow Changes.docx Page 13 of 16

14 Transaction is within your delegation There are other General Ledger documents which allow transactions to occur within the budget centre(s) that you have delegation. These documents are: - Budget Centre Commitments - Salary Recharges/Buybacks - Other Recharges Budget Centre Commitments workflow rules This is where the budget centre wishes to pre-commit funds that they have identified as future expenditure, but do not wish to raise a Purchase Order and/or have not identified as future salary expenditure through HRMS. Budget Centre Commitment documents will automatically post when you select Approve. Salaries Recharge / Buyback workflow rules This document is for use where salary buyback arrangements are in place between projects. They are for use within the budget centre(s) that you have delegation over. For Salary Recharge/Buyback documents the Natural Account must be Please correct. If creating a Salary Recharge/Buyback document, please ensure that both sides of the transaction are coded to natural account is (Cost Recoveries-Salaries). October 10 Workflow Changes.docx Page 14 of 16

15 Other Recharges workflow rules This is where the budget centre operates a central project in which to expend costs against. These costs are then recharged out to other projects within your delegation. For Other Recharge documents, the Natural Account cannot be 10500, , 18005, or Please correct. Ensure that you don t use Funding transfer only accounts: 10500, , 18005, or Funding Transfers that are within your budget centre may be considered to be a budget transfer and therefore should be handled through Enterprise Budgeting October 10 Workflow Changes.docx Page 15 of 16

16 Workflow Changes Scheduled for February 2011 Workflow Escalations Workflow escalations are scheduled to be activated from February These rules will perform the following: - On the 3 rd working day, the assigned user will receive a reminder notification to action the document; - On the 6 th working day, the item will be assigned to your Default Workflow Approver ; - Financial Services will commence investigating outstanding items on the 10 th working day. In My Workflow tab, select User Parameters from the Action Pane on the left of the screen. If the value against the workflow approver is not your usual approver, please enter the User ID of your default approver. Accounts Receivable Workflow Rules Workflow around Accounts Receivable has also been reviewed; however there are some significant changes occurring which will require some retraining. The implementation of this workflow has been delayed until February The key change to Accounts Receivable is that approved documents will workflow back to the originator to be released and printed (including attachments as required). October 10 Workflow Changes.docx Page 16 of 16