Introduction to SmartStream Financials

1. Introduction to SmartStream Financials Systems and Procedures

2. Topics • What is SmartStream? • How to request access to SmartStream • Tools for SmartStream users • How to Log on • How to set up SmartStream Desktop • How to navigate in SmartStream • How to search in SmartStream • SmartStream contacts

3. What is SmartStream? • SmartStream is a software that serves as the official financial application for MUSC • Used to inquire on the General Ledger using the full UDAK (User Defined Accounting Key) • Used to inquire on Procurement items

4. Steps to Request SmartStream • Step 1 • Complete this required tutorial “Introduction to SmartStream Financials” which you are doing now • Step 2 • Fill out a SmartStream Security Request form found at the link below • http://academicdepartments.musc.edu/vpfa/forms/systems/ss_security%20form.pdf • Scan and email to securityforms@musc.edu • Step 3 • Contact the OCIO Help Desk at 792-9700 to request that SmartStream be installed on your desktop • Step 4 • Subscribe to the Finstream Users Email List

5. Finstream Users Email List • How to subscribe to email list • Send email in Plain Text Format to: • finstream-users-request@musc.edu • Send with no subject and the following message: • subscribe ‘your email id’@musc.edu • Do not use quotation marks in above email address • http://academicdepartments.musc.edu/vpfa/finance/systemsprocedures/sslinks/ssmail.htm

6. Tools Available to Users • SmartStream application • MUSC Financial Reports aka Moneybags • Available Balance Report • Provides current year-to-date expenditures, budfund, commitment/encumbrances and available balance • Month-End Reports • Print/View month end reports • Procurement Reports • Print/View three procurement reports • Fixed Assets Report • Print/View capital equipment report • Grants and Contracts Accounting • Accounts Receivable • Use MS Access to create custom queries based on information in Darkwing, the data warehouse • Webapps

7. Logging Onto SmartStream • After you have completed the steps to request access to SmartStream it is time to Log On • Click the SmartStream icon on your desktop

8. Logging Onto SmartStream • After clicking the SmartStream icon on your desktop the Server Log On window opens • The initial Logon ID is your netID • The initial password is the word password (all lower case) • Click Log On

9. Changing Initial Password • When logging onto SmartStream for the first time you will enter your initial log on information into the Server Log On window • The following window will pop up • Click OK

10. Changing Initial Password • You will then see this screen • Enter your Current password • The word password in all lower case • Enter your new password • Verify your new password • Click OK

11. Changing Initial Password • The confirmation of password change screen • Click OK

12. SmartStream Passwords • Passwords will auto expire every 90 days and you will be required to change your password • From the SmartStream Desktop, select the File menu • Click Change Server Passwords • Enter current password, then enter new password and verify new password • If you need your password reset, send an email to sspasswordreset@musc.edu

13. SmartStream Desktop • Your SmartStream desktop will look similar to this when you log on the first time

14. SmartStream Desktop • Double click Home Drawer • Labeled with your name

15. SmartStream Desktop • After double clicking on your name you will see three folders • Activity List • To Do Lists • Workgroup To Do Lists

16. SmartStream Desktop • If you double click the Activity List folder you will see a default Activity List called Your Activities Default Activity List

17. Customizing Activity List • The first time you use SmartStream you will need to customize your Activity List • Do this by adding Activity Windows that fit your job requirements • Requisition • Purchase Order • Invoice • Account Balance • Can either modify an existing list or create a new list

18. Setup Activity Lists • Modifying an Existing Activity List • Select the Activity List that you want to modify • Single click ‘Your Activities’ • Click the Desktop menu from the menu bar • Select ‘Customize Activity List’ which will open a new window • The Source List contains all Activity windows that you have access to • Double click each Activity window from the Source List that you want to include in the Activity List • You can also single click an Activity window and click the copy button to populate selection to Destination List • Shift-click and Ctrl-click can be used for multiple selections • Click OK when finished

19. Customize Activity List Window

20. Setup Activity Lists • Create a new Activity List • Click the New button on the toolbar or select File, then New • The New Browser Objects window opens • Select the ‘Activity List’ radio button for the Object Type • Single click ‘Activity Lists’ to highlight the Location • Type in an Activity List name • Click OK • The ‘Customize Activity List’ window opens • The Source List contains all Activity windows that you have access to • Double click each Activity window from the Source List that you want to include in the Activity List • You can also single click an Activity window and click the copy button to populate selection to Destination List • Shift-click and Ctrl-click can be used for multiple selections • Click OK when finished

21. New Browser Objects Window New Button

22. Navigating SmartStream • The Open button is used to open the File/Open Search window to search for data using criteria • The Clear Window button is used to clear the window of data, to inquire on another document • The Views button is used to navigate between the ‘Views’ of an Activity • The Action button is used primarily for entry functions Actions Open Clear Window Views

23. File/Open Searches • Most Activity windows have a File/Open Search capability that allows you to search for documents using criteria • If the Open button is available on the toolbar then the search window is available

24. How to File/Open Search • Here are the steps necessary to conduct a search • After opening an Activity window click the Open button, this opens the File Open Search window • Any criteria entered on the main window will be brought into the search window as criteria

25. Adding Criteria • Select the Field drop down arrow and click the desired field

26. Adding Criteria • Select the desired ‘Operator’ • Using Equal To provides better response time

27. Adding Criteria • Type in the Value • The Value field is case sensitive

28. Adding Criteria • Click the Add button

29. Adding Criteria • Click the Search button when ready to search • This will display the results • In this example nothing was returned

30. Please send an email to securityforms@musc.edu to verify completion of this tutorial