External Invoicing Reporting & Approvals

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External Invoicing Reporting & Approvals ACCOUNTS RECEIVABLE REPORTING... 2 REPORTING MENU... 2 CUSTOMIZABLE REPORTS... 4 PINNED REPORTS... 6 PINNED REPORTS SCHEDULER... 10 INVOICE APPROVALS.

1 External Invoicing Reporting & Approvals ACCOUNTS RECEIVABLE REPORTING... 2 REPORTING MENU... 2 CUSTOMIZABLE REPORTS... 4 PINNED REPORTS... 6 PINNED REPORTS SCHEDULER INVOICE APPROVALS REASSIGNING INVOICES EXTERNAL INVOICING ASSISTANCE Documentation Conventions To Note Additional information can be found at OPTION Option for working with the system Warning!

(2) Pinned Reports Functionality to save frequently used reports or reports with specific parameters in an easy to find location Reporting Pinned Reports Reporting Menu When you access the

2 Accounts Receivable Reporting In the FAST Accounts Receivable application there are two locations where a user can access AR reports. They are: (1) Reporting Menu Reports include standard reports available through the application and those created by Financial Services for use when monitoring your billings. (2) Pinned Reports Functionality to save frequently used reports or reports with specific parameters in an easy to find location Reporting Pinned Reports Reporting Menu When you access the Reporting menu, you have four options to select from: All Reports - Reports and functionalities located in the All Reports are standard and unique to this menu and cannot be pinned: Customer Support: aurora_finance@umanitoba.ca l umanitoba.ca/computing/renewal/aurora/finance 2

To generate one of the All Reports options: 1. Click on the report name a report box will display on the right hand side of the screen. 2. Select an Output PDF or Excel format of the report. 3.

3 To generate one of the All Reports options: 1. Click on the report name a report box will display on the right hand side of the screen. 2. Select an Output PDF or Excel format of the report. 3. Provide report criteria (e.g. Department Org code or Invoice Number) 4. Select Print. Some of the most useful functionalities found in the All Reports are Re-Print Invoices and Payment by Invoice No. The rest of the FAST AR reports are customizable. Customer queries reports pertaining to customer database: Customer Listing (names, address, contact information) Customers with Suspended Credit - review this list before dealing with customer AR Aging report this is the main AR report that shows all of the outstanding invoices Batch History Query use this report in order to find out what FOAP/ FA has been selected on an invoice/ where the financial transaction has been charged. Customer Support: aurora_finance@umanitoba.ca l umanitoba.ca/computing/renewal/aurora/finance 3

Customizable Reports A majority of FAST reports are customizable, i.e. they can be filtered on, sorted, exported, e-mailed, saved or scheduled within the application.

4 Customizable Reports A majority of FAST reports are customizable, i.e. they can be filtered on, sorted, exported, ed, saved or scheduled within the application. Information about FAST Reports can be found in The_New_FAST_Finance_Reporting document. Navigating FAST AR Reports When selecting a report from the Reporting Menu, it opens up on the Filter options Tab: 1. Report Tabs: - Filter Options. Allows to refine your query without exiting the report - Select Help tab for more information on using the reporting pages - Select + More tab to access tabs that do not open automatically 2. In the More tab there are a number of options: - Pinned Reports: open and manage Pinned Reports - Advanced Options: change report display (hide or unhide columns, change sort, etc.) - Edit My Tabs: change settings for how tabs present on the reporting page 3. Report Filters Use Filters to narrow down report results, for example, enter the organization code in the Department filter to query on outstanding invoices for a specific department. Most of the filters relate to columns or fields in the report and may vary from report to report. Customer Support: aurora_finance@umanitoba.ca l umanitoba.ca/computing/renewal/aurora/finance 4

Some of the filter icons are: <> = Not equal to = Add value as a report filter = Remove value from your report filter = Save value for future reports = Search for values you wish to filter your

5 Some of the filter icons are: <> = Not equal to = Add value as a report filter = Remove value from your report filter = Save value for future reports = Search for values you wish to filter your report on Select Execute Report to run your report: Create Pinned Report Export Report Options Use More/ Advanced Options to modify report results even further by selecting or hiding columns or changing pre-set sorts: Customer Support: aurora_finance@umanitoba.ca l umanitoba.ca/computing/renewal/aurora/finance 5

You can also query on specific values or change report sorting by clicking on the column header: Pinned

regular basis, you can save them as pinned reports.

on only invoices that are over 30 days old; to remove the age buckets columns and the customer type column;

Go to Reporting/ AR Aging report and use the Age in Days filter to narrow the search on invoices > 30 days

6 You can also query on specific values or change report sorting by clicking on the column header: Pinned Reports In FAST, if you use specific reports and / or particular report filters or advanced options on a regular basis, you can save them as pinned reports. For example, to create a pinned report based on the AR Aging report using the following criteria: to report on only invoices that are over 30 days old; to remove the age buckets columns and the customer type column; add a descending sort to the invoice age column. Go to Reporting/ AR Aging report and use the Age in Days filter to narrow the search on invoices > 30 days old (you can use multiple filters at the same time when required): Click Execute Report. The report results will display. Customer Support: aurora_finance@umanitoba.ca l umanitoba.ca/computing/renewal/aurora/finance 6

on the selected criteria: Click Save As will open:.

7 In the More/ Advance Options unselect the columns as necessary. In the Column Sort column select the Descending (DESC) value from the drop-down menu beside the Age column: Click Execute Report; the system will generate a report based on the selected criteria: Click Save As will open:. A new box Type the Report name; Type a Description of the report (optional); To use the Dashboard, select one of the following: - Select Make Graph Available on Dashboard to create a graph - Select Make Grid Available on Dashboard to create a grid Click save. A success message appears: Customer Support: aurora_finance@umanitoba.ca l umanitoba.ca/computing/renewal/aurora/finance 7

It is only available to the report creator.

screen from Your pinned report is located under the My Pinned report tab.

8 Click the red x to close the message. Another message shows the name of the pinned report: Your pinned report is now saved on the Pinned Reports Tab. It is only available to the report creator. To access pinned report click on the pin icon anywhere in FAST application: located on the left-hand side of your screen from Your pinned report is located under the My Pinned report tab. Click the plus sign + to expand and run the report: You can mark a pinned report as a Favorite for easy access. Click Add to Favorites icon. The report will now be listed under My Favorite Reports tab when you select Pinned reports: Customer Support: aurora_finance@umanitoba.ca l umanitoba.ca/computing/renewal/aurora/finance 8

Pinned Report Icons There are several icons next to each pinned report that can assist you with your work: Description hover over the icon to obtain more information on the report Execute select to

email the report in PDF, Excel or XML format Favorite select to move a report to the My Favorite Reports section All Public Pinned Reports Reports in this section are pinned by the system

9 Pinned Report Icons There are several icons next to each pinned report that can assist you with your work: Description hover over the icon to obtain more information on the report Execute select to execute the report without report options PDF select to export the report to PDF format without report options Excel select to export the report to Excel format without report options select to the report in PDF, Excel or XML format Favorite select to move a report to the My Favorite Reports section All Public Pinned Reports Reports in this section are pinned by the system administrator. These reports are from the Reporting menu and proven as the most utilized by FAST AR users. Therefore they have been saved to the module Home Page: Invoice Status Report Note that the Invoice Status original report is located under the Invoice menu unlike all other reports: This report is different from the AR Aging report because it lists all of the invoices created with the user s fund-org security regardless of the invoice balance (AR Aging report shows only invoices with balance other than 0.00). Invoice Numbers on the Invoice Status Report are linked to a PDF copy of the invoice. Use the paperclip icon to attach a document to an invoice or to view an existing attachment. Customer Support: aurora_finance@umanitoba.ca l umanitoba.ca/computing/renewal/aurora/finance 9

Pinned Reports Scheduler The Report Scheduler allows you to schedule Pinned Reports to be sent directly to

Easy to set-up and manage, you can now create pertinent Pinned Reports and review the data in either PDF or

To create a schedule, use the Schedule button on your report: Use the arrow key to expand and view options:

An Option Box will open: Leave the default value in the How often field for one time scheduling or select

10 Pinned Reports Scheduler The Report Scheduler allows you to schedule Pinned Reports to be sent directly to the your inbox at specific times or at regularly scheduled intervals. Easy to set-up and manage, you can now create pertinent Pinned Reports and review the data in either PDF or Excel formats when you need it! To create a schedule, use the Schedule button on your report: Use the arrow key to expand and view options: To set up a new schedule, select Schedule this report to be sent to me. An Option Box will open: Leave the default value in the How often field for one time scheduling or select one from the available options: Daily, Weekly, Monthly, Yearly. The Box will refresh and show additional options. Select the Weekly frequency: Customer Support: aurora_finance@umanitoba.ca l umanitoba.ca/computing/renewal/aurora/finance 10

11 For example, to schedule a report that will be ed on the weekdays at 8:00 AM starting April 1, 2016 until March 31, 2017 in Excel, select the following settings: Click Save to save the schedule. To schedule a report on a quarterly or semi-annual basis, select the monthly frequency option; select an Interval of 3 for quarterly and 6 for semi-annual schedule. To view or manage your report schedule, select the calendar icon : Invoice Approvals Some units at the University require invoice approval by a supervisor prior to releasing the invoice to the customer. If your Unit has an approval structure established with Financial Services, the following steps should be taken to approve invoices: Customer Support: aurora_finance@umanitoba.ca l umanitoba.ca/computing/renewal/aurora/finance 11

1. Select Invoice Edit For Approval from the menu bar. 2. A list of invoices that you have authority to approve will display. Select the invoice you wish to approve. 3.

12 1. Select Invoice Edit For Approval from the menu bar. 2. A list of invoices that you have authority to approve will display. Select the invoice you wish to approve. 3. The invoice creation screen will display. Make any needed changes to the invoice if required. To Approve: 4. Select the Save icon at the bottom of the screen. 5. Proceed with printing the invoice to PDF or as per instructions in the External Invoicing manual. To Disapprove: 6. Uncheck the This invoice is ready to be printed and posted checkbox. OPTION If you wish, input notes to the creator utilizing the Additional notes icon located at the top right of the screen. 7. Click Save. The creator can now access the invoice and make necessary changes. The invoice will no longer appear in the list of invoices in the For Approval menu. It will appear in the invoice creator system under Edit in the Invoice menu. Customer Support: aurora_finance@umanitoba.ca l umanitoba.ca/computing/renewal/aurora/finance 12

Reassigning Invoices The option exists to assign an invoice created by one user to another.

Only Users with approval authority have the ability to reassign invoices 1. Select Invoice Reassign Invoices from the menu bar. 2. The Report Options screen will appear.

Once your report has generated, click on the Reassign this invoice icon next to the invoice you want to reassign. 5. The Reassign Invoices box will appear.

13 Reassigning Invoices The option exists to assign an invoice created by one user to another. An example where this might be helpful would be if an employee has gone on vacation and an invoice they left in progress needs to be completed and sent to the customer. Only Users with approval authority have the ability to reassign invoices 1. Select Invoice Reassign Invoices from the menu bar. 2. The Report Options screen will appear. Enter any filters you wish to limit your invoice query or leave the screen blank. 3. Select the Execute Report icon. The report will display based on your search criteria. 4. Once your report has generated, click on the Reassign this invoice icon next to the invoice you want to reassign. 5. The Reassign Invoices box will appear. Select the search icon next to the Employee field. 6. Enter the User ID, first and/or last name of the person you want to search for and press Search. 7. The system will provide you a list of users that match your query. If your search provides no employee matches, it may be because the employee s security does not allow them to access that invoice. Customer Support: aurora_finance@umanitoba.ca l umanitoba.ca/computing/renewal/aurora/finance 13

14 8. Select the employee of your choice. 9. Click the Save icon. 10. The invoice has now been assigned to the employee you selected. External Invoicing Assistance If you require assistance when working with the FAST Accounts Receivable module, you have various tools and individuals to assist you: Help Menu accessible from many of the AR screens. Select Help Online Documentation to review the library of information for the application. General Accounting-Revenue contact the AR Accountant at or with any questions relating to the application, billing customers or reports. Aurora Finance Customer Service contact or for assistance working with the application or with questions regarding your security (access) settings. Aurora Finance Online Help the Aurora Finance site contains help documents tailored for the University of Manitoba user. Customer Support: l umanitoba.ca/computing/renewal/aurora/finance 14

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