Colleague UI 5.3 Manual

Transcription

1 Page 1 of 33 Table of Contents Access Colleague Navigation Information Window Person Search Form Search Student Menu (ST) NAE (Name and Address Entry) SASM (Student Academic Summary) APPN (Applications) STDT (Student Term Detail) Student Codes SACD (Student Acad Credit Detail) STSC (Student Schedule) ADSU (Address Summary) Financial Menu (CF) VEIN (Vendor Inquiry) RINQ (Requisition Inquiry) PINQ (Purchase Order Inquiry) REQM (Requisition Maintenance) APRN (Approval Needed) Create Purchase Requisition Approve Purchase Requisition

2 Page 2 of 33 Access Colleague 1. To access Colleague, login to your MyNIC account at Note: The screens you have access to depend on your role at NIC and your security assignments. If you have questions about your access, please contact the IT Help Desk at ext Once logged in, click on Applications, then click on Colleague UI Colleague Navigation Main Navigation 1. When person search is chosen Person choose to search/lookup by person Search box enter search information Drop-down shows person search history Circle arrow shows person search results Advanced advanced person search Logout logs you out of Colleague Gear wheel provides access to preferences 2. When form search is chosen Folded Paper choose to search/lookup a form Search box enter search information Drop-down shows form search history Circle arrow shows form search results Navigate allow you to browse by application (UT, CORE, ST, CF, or HR) Logout logs you out of Colleague Gear wheel provides access to preferences Note: If you need to logout of Colleague, ensure you click Logout (top right). If you do not log out properly, you could lock your Colleague session and be unable to login until the system resets.

3 Page 3 of Side Navigation Star allows you to look up a favorite you have marked for a person or a form. Question mark provides access to help, keyboard shortcuts, and a quick tour. Person allows you to logout. Printer allows you to print the screen currently displayed. Slider allows you to increase or decrease the font/windows size. Information Window 1. Search for a user s account using their 7-digit ID number or by their first and/or last name. 2. You can also do an advanced search, by choosing Advanced from the main navigation bar.

4 Page 4 of If searching by name, you may have to choose a person by double-clicking on the record. 4. A record will provide the full name, address, phone number(s), address, DOB, status, and entry date. Note: In this new version of Colleague, on the very first person record you open, you will need to choose the pin icon. This allows you to switch between forms (NAE, SASM, STSC, etc.) without having to lookup the person each time. Once this is set, it is the default.

5 Page 5 of 33 Where used indicates the person s status: Code Description Code Description APP Applicants JOB Jobapps CON Constituent LEN Lenders COR Corp.founds MAI Mailing DEC Deceased.person MED Med.applicants EMPB Empbkup PER Person EMP Employees PERAR Person.ar FAC Faculty PP Pp.employees FIN Fin.aid STA Staff FOR Foreign.person STU Students HRP Hrper VEN Vendors INS Institutions Student Menu (ST) Student menu options: Navigate provides you the option to look for a form by application instead of typing the form name in the search box.

6 Page 6 of From the NAE (Name and Address Entry) screen you can view: a. Full name b. Address c. DOB d. Phone e. Addresses (primary, student, & secondary)

7 Page 7 of From the SASM (Student Academic Summary) screen you can view: a. Start term b. Academic level (ex: undergraduate) c. Student program (ex: Nursing) d. Institutions attended (i.e. high school, colleges) Note: you can expand the student application by clicking on the Note: you can expand the term by clicking on the icon beside application entry (APPN). icon beside current term (STDT).

8 Page 8 of From the APPN (Applications) screen you can view: a. Start term b. Catalog used c. Academic Program d. Academic level e. Department/Degree/Major f. Application Date g. Anticipated graduation date h. Admit status (ex: new, former, etc.)

9 Page 9 of From the STDT (Student Term Detail) screen you can view: a. Status: Part-time vs Full-time b. Date they registered c. Academic and class level d. Student program and start date e. Each class registered (note: to see more than 4 classes click on a class name to see navigation) Note: Double-check the student code column for additional information about a specific course (i.e. D=drop, DN=dropped for non-attendance, etc.) See the table list of student codes. Note: you can expand the class by clicking on the icon beside a section name and title (SACD).

10 Page 10 of 33 Student Codes Code Description Explanation X Deleted student dropped before first day of term W Withdrawn Course student dropped after add/drop week, but before last day to withdraw N New student added before first day of term A Add student added during add/drop week D Drop student dropped during add/drop week C Cancelled course was cancelled TR Transfer Equiv Eval course was transferred in from another institution NC Noncourse Equivalency things like test scores, non-credit courses DR Deregistered Registrar's office dropped them for non-payment DS Duplicate Section Dereg Registrar's office dropped them, registered for 2 sections of the same class. DP Prereq not met Dereg Registrar's office dropped them, did not meet the pre-requisites DN Non-Attendance Dereg Registrar's office dropped them for non-attendance

11 Page 11 of From the SACD (Student Acad Credit Detail) screen you can view: a. Course information b. Start/End dates c. Date and time student registered for the course d. Course credits

12 Page 12 of From the STSC (Student Schedule) screen you can view: a. Enter the term (ex: 2017SP, 2017SU, or 2017FA) to access this screen. b. The screen will show the classes a student is/was enrolled in for that semester.

13 Page 13 of From the ADSU (Address Summary) you can view: a. Current and previous addresses.

14 Page 14 of 33 Financial Menu Financial menu options: Navigate provides you the option to look for a form by application instead of typing the form name in the search box.

15 Page 15 of From the VEIN (Vendor Inquiry) screen you can view: Note: You will need to enter the vendor name to search the first time you access the VEIN form. Company name Address Phone number(s) History: you can also expand the history for this vendor by clicking on the icon.

16 Page 16 of From the REQM (Requisition Maintenance) screen you can: Create purchase requisition. See Create Purchase Requisition section below for complete instructions.

17 Page 17 of From the RINQ (Requisition Inquiry) screen you can view: Note: You will need to enter a requisition number. If you would like to create a requisition see the section Create Purchase Requisition. Requisition date Initiator PO assigned (you can view the PO by clicking on the icon) Vendor Items ordered (can view specific item information by clicking on the icon next to each item) Total cost

18 Page 18 of From the PINQ (Purchase Order Inquiry) screen you can view: Note: You will need to enter a purchase order number to lookup. PO date PO amount Vendor Approver Initiator Expected date Requisition (you can view the Requisition by clicking on the more details icon) Voucher (you can view the Voucher by clicking on the more details icon) Vendor (you can view Vendor information by clicking on the more details icon) Items ordered (can view specific item information by clicking on the details icon beside each item)

19 Page 19 of 33 Create Purchase Requisition 1. To create a purchase requisition, enter REQM (requisition maintenance) in the form field and hit Enter. 2. Next, enter A to add a new requisition and choose click OK or hit Enter. 3. In the next dialog box click OK or hit Enter to assign automatically assign a requisition number. 4. Click OK to confirm that you want to assign a requisition number automatically.

20 Page 20 of Enter the following information: Initiator: Enter your name as the initiator. You can lookup your name by: o First initial, middle initial, and the first 6 characters of last name o 7-digit ID number o Search by partial name (ex: John Sm or Jon Smi) Desired Date: Select or enter your desired date. Vendor ID: Enter the Vendor ID number and hit tab, the system will auto-populate the vendors name and full address. How to look up a Vendor ID#: Using the same Vender ID field, type in the vendor name and hit Enter. A look-up screen will appear; select the appropriate vendor from list and enter. The system will auto-populate the vendor s ID number, name, and full address. This is also a good way to check if a vendor is already in the system. Ship To: Type in and hit enter to pick from a list of locations. The main NIC campus is code 01. Ship Via: Type in and hit enter to pick from a list of shipping methods. BW (best way) works well for most orders. Note: If your vendor is not listed and you wish to add them as a vendor, please request a W9 form from the vendor and send it to Accounts Payable with a request to create a new vendor.

21 Page 21 of 33 AP type: Type in USBK and hit enter. o Your PO will not print without an AP type. o Note: GEN was deactivated in February of If you use this you will get the error message This is not an active bank code. Approvals: Your name goes next to 1 as the first approver. Click on the icon to enter other approvers. If prompted, enter your approval password. Note: This is not your MyNIC or Colleague password; this is the password you created inside Colleague on the APPW screen. Note: You are not able to search by your normal name or ID number for the approvals field, you will need to enter the user s full username (ex: cahall) or search for their username as a wild card (ex: cah )

22 Page 22 of 33 You are now on the APRV screen and will enter your next approver on the right side of the screen. The approvals on the left have been completed; approvals on the right side of the screen are pending. Approvals are required based on approval dollar limits for the amount of your requisition. Once you enter another approver, that person will now have a requisition awaiting their approval. If you have another level of higher approval, each approver should enter the next approver. Click Save when finished and you will be taken back to your REQM screen. Note: You are not able to search by your normal name or ID number for the approvals field, you will need to enter the user s full username (ex: cahall) or search for their username as a wild card (ex: cah )

23 Page 23 of From the REQM screen, click on the icon next to Line Items.

24 Page 24 of You will now see the RQIL (requisition item list) screen. Click on the icon by line 1 to enter an item.

25 Page 25 of From the RQIM (requisition item) screen, enter the following information: A. Description: Be as specific as possible on each line item. If you are buying 3 binders and 1 box of pens, you should have entered a line item for the three binders and another line item for one box of pens. If you have a quote for a large furniture purchase, you should copy each line item on the quote and state per quote #. Detailed descriptions provide the college with a permanent record of what was purchased and why. B. Estimated Price C. Quantity D. Units of Issue: Enter for a look-up screen for units of issue (ex: ea=each, cs=case, etc.) E. Desired Date F. GL Account No: Enter your budget account number G. Percent: Enter 100, which indicates that the funds are 100% from this budget/account number (this field must include a value to proceed). Note: If you want to enter more than one budget number for a split budget purchase, click on the arrow on the top right of the GL Account box to advance to a second page to enter an additional GL account number, and be sure to enter the appropriate percentage from each of the budgets. After entering all the information for this item, click Save. This will advance you to a new screen to enter your next item. When you are finished entering all of your line items, Cancel out of the last RQIM screen. Note: Cancel means you are just canceling that screen; Cancel All deletes your entire order. A B C D E F G

26 Page 26 of Once you save through all the line items, you are back at your summary screen. Click Save, then Update.

27 Page 27 of You will now be on the REQM screen. Complete Requisition: When your requisition is complete, enter Y or Yes in the Requisition Done field. o You can use N if you want to come back to your requisition later. o Your requisition will not be turned into a PO until you enter Y in the Requisition Done field. Save: Click Save until you are provided with a requisition number.

28 Page 28 of 33 If you are awaiting approval from your next approver, you will get the message All items have not been approved, therefore document is not approved. This is not an error; it just means that approval is pending from your next approver. Note: Your requisition number is not the same as your PO number. The Business Office runs a processor to turn approved requisitions into PO s several times a day. If you are in need of a PO number, and know that your approvals are complete, contact the Business Office to generate a PO number. PO s are generally printed and signed by our controllers once a daily. If you truly have an emergency situation, call the Business Office. Once your requisition has been approved as a PO, you can look up your PO number using the PINQ screen. If you have any questions or need assistance, please contact the Business Office at

29 Page 29 of 33 Approve Purchase Requisition 1. In order to approve a requisition, you need to go into the APRN (Approvals Needed) screen. 2. At the Authorization Lookup prompt, enter your Colleague ID (First Initial, Middle Initial, and first 6 characters of last name), and click OK. Note: You are not able to search by your normal name or ID number for the approvals field, you will need to enter the user s full username (ex: cahall) or search for their username as a wild card (ex: cah )

30 Page 30 of Next, input the current fiscal year and click OK. 4. The system will immediately prompt you for your password enter your password and click OK. Note: This is not your MyNIC or Colleague password; this is the password you created inside Colleague on the APPW screen.

31 Page 31 of At the APRN (Approvals Needed) screen you will see a list of all the Purchase Requisitions currently needing your approval. A. If the amount in the Net column is less than $5,000 you can approve from this screen. B. If you know what the requisition is for, approve it by changing the last column to a Y for yes. C. Click Save here and you will have approved whichever requisitions you marked with a Y. o If you have multiple requisitions to approve, just hit enter as you change each N to a Y. When you are all done, hit Save. D. You can click on the icon next to REQ to view the original requisition. You will also need to go into the requisition if it is over your $5000 approval limit (see step #6, next page). Note: If you click Save All, you will save your work and exit the screen. Cancel All will cancel the whole process and take you back to the main menu. C D A B

32 Page 32 of Once the REQM screen is open Click on the icon next to Line Items to view the items on the requisition. If the requisition is over your approval limit, click on icon beside Approval.

33 Page 33 of 33 Add the next approver s ID in the next approvals column. Click Save to return to the REQM screen. Save out of REQM screen and then finally out of the APRN screen.