Financial Information System (FIS) Workshop: User Training for Finance Operations

1. FIS - JD Edwards EnterpriseOne Common Foundations Workshop “Financial Information System (FIS)” Finance User Training

2. Contents Part 1: Theory and Structure • FIS Structure • Remote and non-remote users • Companies in FIS • Ledgers in FIS • Basic account structure • Types of accounts • Category Codes Part 2: Using FIS to find information • Logging on • FIS user menus • Fast path • Visual assist keys • User interface • Using the header line • Popular screens: actuals and commitments • Popular screens: account balance by month Part 3: Using FIS to perform transactions • Budget transfers • Journal entries – preparing • Inter fund transfers Part 4: Running reports Part 5: Logging out and getting help Appendix A • Category codes explained Appendix B • Internet explorer compatibility view settings Appendix C • Posting entries (advanced users)

3. Part 1: Theory and Structure

4. FIS Structure • FIS is a large database made up of a series of tables • The FIS interface allows us to access the information in those tables: • F01xxx are tables containing the address book • F03Bxxx are tables related to accounts receivable • F04xxx are tables related to accounts payable • F09xxx are tables for general accounting • F43xxx are tables for purchasing • Commonly used tables by Finance:

5. FIS Users • There are two different types of users of FIS • Remote users. These are people out on campus preparing entries and/or reviewing the financial results of their departments. • Non-remote users. These are core finance and budgets personnel. • Different users have different access levels to ensure safety of information and segregation of duties

6. Companies in FIS • The University has a number of companies within FIS. Each has its own set of “books” within the system. Note that year ends can differ between companies. • The fiscal year number relates to the first day of the year (i.e.: a year beginning May 1, 2015 will be “15”)

7. Ledgers in FIS Each Company has access to a variety of ledgers: AA CAD “actuals” ledger (most commonly used) CA USD “actuals” ledger (sometimes referred to as the “Currency” ledger) BA Budget ledger JA Job Cost ledger (used in Research Finance and Plant Fund) BD Budgets uses this ledger in their budget development process

8. Account Structure • Fund • Business Unit (used to be Cost Centre and sometimes incorrectly referred to as an “account”) • Object Account • Sub Object (Subsidiary) Account • Typically, you do not need to refer to the Fund when inputting data to the system. This is because every Business Unit “belongs” to a particular Fund and the system automatically stores this information. • When entering data (e.g. Journal Entry), you must always have a Business Unit and an Object Account. A Subsidiary Account is optional - it is another level of detail that is sometimes added to a particular object account. Refer to the following example: 22825.8426.CPC Business Unit Object Account Subsidiary • When the system (FIS) refers to “Account”, it is referring to the whole “Account String” which includes the Business Unit, Object Account and Subsidiary (if required).

9. Operating Accounts (Departmental) Trust Accounts Grant Accounts Accounting Concepts for FIS users Types of Accounts There are 3 main types of accounts:

10. These are your Business Unit accounts They are 5 digits long and start with either a “1” , “2” or “3” (for Ancillaries) e.g. Department A – 22825 They are funded through the University’s central operating budget, administered by the Budget Process and the Budget Committee, and approved by the Board of Governors. The ancillaries refer to activities of the University outside of its core academic practices – these include residence and food services. The Budget is allocated to various object accounts such as general office supplies, travel, equipment, and repairs. Accounting Concepts for FIS users Operating Accounts

11. These accounts are set up for the University to track capital asset repair and maintenance projects They are 5 digits long and start with a “4” The funding for these accounts is typically from the Operating surplus or from other sources (including the FRP), and is approved by the Board of Governors on a total basis At the end of the fiscal year, the University reviews the expenditures in these accounts to determine if any should be capitalized; otherwise they are expensed. Accounting Concepts for FIS users Repair Accounts

12. These accounts are set up for the University to track capital projects (i.e.: new buildings) They are 5 digits long and start with a “5” The projects would be individually approved by the Board of Governors. Facility Services is responsible for budgeting for capital projects and monitoring the budget to actual. At the end of the fiscal year, the University will determine which projects are “in progress” at year end and which need to be capitalized and amortized. Accounting Concepts for FIS users Capital Accounts

13. These accounts are set up for specific purposes or functions such as Scholarships or conferences. They are 5 digits long and start with either a “6” or a “7” They are funded through various outside sources i.e. private donations, government grants, or registration fees (conferences). There are 2 main types of Trust accounts: Endowment Accounts (Interest Earning) Expendable Accounts (No Interest earned) Accounting Concepts for FIS users Trust Accounts

14. Typically funded by an individual or group of individuals for a very specific purpose (i.e. Scholarship). These accounts begin with a “6” The initial investment is deposited and remains unspent unless the Endowment is to be closed out. These accounts have specific terms of reference that must be followed and expenses are not allowed to be posted to them. Interest earned is calculated at year-end with a maximum of 6% transferred to an Expendable trust. This account will start with a “7” and has the same last digits as the Endowment. Interest earned over 6% is returned to the Endowment. Accounting Concepts for FIS users Trust Accounts – Endowment

15. Funded by the interest from their respective Endowment Accounts, Government funding, or from private donations that have not been earmarked as an Endowment. These accounts begin with a “7” Payments for scholarships, supplies, salaries etc. can be made from these accounts. These accounts do not have budgets. Expenses are limited to funds available. Accounting Concepts for FIS users Trust Accounts - Expendable

16. Grant accounts are 5 or 6 digits long and start with an “8” They are funded from external granting agencies such as NSERC or SSHRC, or internally funded (start up grants). Grantee is responsible to ensure that expenditures meet the funding agency’s guidelines. Any non-compliance with these guidelines may result in loss of future funding to the grantee and the University as a whole. Any over-expenditure of the grant is the sole responsibility of the grantee. Any grant account may be audited by the funding source at any time. Additional financial assistance may be available from the Research Grants Department of Finance. Accounting Concepts for FIS users Grant Accounts

17. Made up of the following components: Business Unit 22825 Department A Object Account 8426 Printing & Stationary When entering data in the System, you must always have a Business Unit and an Object Account as well as a “.” separating the two. Accounting Concepts for FIS users Basic Account Structure 22825.8426

18. A Sub-object is another level of detail that is sometimes added to a particular Object. In the above example, the Business Unit is 22825. The Object account is 8426 (Printing & Stationary) and the Sub-Objectis CPC (Copier Costs per Copy). The use of the Sub-Object further clarifies what the object is being used for and makes tracking of these expenses easy to identify. Accounting Concepts for FIS users Basic Account Structure 22825.8426.CPC

19. Category codes • Category codes are one of the key ways that data is summarized and reported in FIS • Category codes can be applied in various places: • At the Address Book level • At the Business Unit level • At the Object (Account level) See Appendix A for a list of some of the most common CAT codes at each level.

20. Part 2: Using FIS to find information

21. Logging On to the Full Client (in-Office) Click this icon on your desktop Make sure the Environment is PD7334 – if it says JPD7334, contact the Systems Administrator at ext. 2142 • Password rules: • Minimum of 8 characters (maximum 10) • Include both alpha and numeric characters (symbols are not allowed) • Should not include a substantial portion (more than 4 characters) of your user id • Be sufficiently complex that it cannot be guessed easily • Expire every 90 days and you cannot repeat the last 10 passwords you have used

22. Logging On - Remotely • Open Internet Explorer (note: FIS is not compatible with Firefox, Chrome or Safari) • Go to www.uwindsor.ca/fis • Save web page to favorites list 4. Enter User Name & Password 5. Select Environment

23. You may have to disable “Pop-up Blockers” on your desktop(if you see a “gear” running on your screen & nothing is happening) Some third-party toolbars (e.g. MSN search, etc….) offer a pop-up blocker. Simply click the button on the toolbar to deactivate. If the toolbar is not visible, go to “View” – Toolbars and select the option with the pop-up feature on and then deactivate. Or, you may have to select Tools – Internet Options, then choose the Advanced Tab, find an option that refers to a pop-up blocker and disable it. From this point on, documentation will reflect the web client, but the functionality is the same for both the web and full client Logging on: HelpfulHints, Windows, etc.

24. FIS User Interface - Web version • Provides access to menus, applications and reports. Most of the time, you will use pre-defined menus specifically designed for various areas in Finance If your Task View does show Finance Department Menus, click the down arrow and find that menu – select it, then click Save As Default. If you cannot get anything to happen when you click on Finance Department Menus, you will need to revise your Compatibility View Settings on Internet Explorer – see Appendix B

25. FIS User Menus • A variety of menus are available to Finance users: • “Finance Department Menus” contains the most commonly needed items for Finance users • The “One World” Menu includes all screens that are available on any of the job specific menus Full client view Web client view

26. “Fast Path” • The fast path bar allows you to easily navigate straight to the screen you are looking for without having to go through the entire menu. Popular Fast Path options for Finance users: WSJ Pulls up a job listing (i.e.: all the reports you have run are stored here) P0011 Review, approve and post batches P0010 See list of companies, roll to next month or next year P04571 Payments screen to run cheques BV Report runner UTB Table master

27. The Find button retrieves information and displays it in the grid (refreshes data) Once a Grid Row is checked use the Select button to drill into the Row detail (or double click) The Close button closes the active form or application FIS User Interface Menu Bar Note: This Menu Bar will vary depending on the form you are in.

28. FIS User Interface The RowExit button gives you drill-down options for the selected row within the grid (this pulls data from the selected row to the next application) The Form Exit button allows you to jump to various associated applications (this does not carry over any selected data from the grid)

29. Calendar - Find a date Flashlight - Search for specific items Field information (Help) Visual Assist Keys

30. Visual Assist Keys Click in field that requires a date. Click Calendar button that appears at right. Choose appropriate year and month. Click correct date. Click OK. Note: The date will often default to current date if you TAB through the field Calendar

31. Visual Assist Keys Flashlight • Click in field that requires valid value. • Click Flashlight button that appears at right. • Choose valid value from list that appears, or perform search. • Click OK.

32. FIS User Interface Enter a Business Unit/Account and click the ‘Find’ button.

33. FIS User Interface Level of detail goes from 3 to 9 with 3 being the most aggregated total you can get (3 = “Assets”, 4 = “Current Assets”) and all the way down

34. FIS User Interface To display the records for your Business Unit so you get the full listing of objects and sub objects - click on the arrow key beside the “Records” line and continue to click until the arrow disappears (in the Full Client view, you only have to scroll down). A line that shows up blue means it is a subtotal; A blue line with all caps is a total

35. FIS User Interface Click an account you want to view in detail, and click the ‘Select’ button.

36. FIS User Interface This will provide all the details of what has gone through the account

37. Using the Header & QBE Line • If you have a lot of records in the detail for an object account, you can use a “Query by example” line to narrow your search if you are looking for a particular amount or vendor. You would key in the sort criteria and then click the “Find” button. It will return only data that matches your sort criteria. • Operators for use in QBE • > Greater than • < Less than • >= Greater than or equal to • <= Less than or equal to • ! Not equal to • * Wildcard character (asterisk sign) Note: these are case sensitive

38. Using the Header & QBE Line Example of searching for transactions greater than $1,000.00

39. Using the Header & QBE Line Example of searching for a certain document type • Common Document Types: • JE – Journal Entry • PV – Payment Voucher • QC – Purchasing Card entry • BB – Base Budget Transfer • BO – Budget Transfer – 1 time • BT – Budget Transfer • OP – Purchase Order • RI – Receivables Invoice • RC – Receivables Payment

40. Using the Header & QBE Line Example of searching for transactions of a vendor using the wildcard (*) character

41. Using the Header & QBE Line Results of search for vendor name beginning with letters ‘WFS’

42. FIS User Interface - To Exit a Screen How do I go back? Click on “Close” X - do NOT use the “X” in right corner No !

43. Popular Screens: Actuals and Commitments Actuals and Commitments - double click on this option

44. Popular Screens: Actuals and Commitments Enter a business unit and click the ‘Find’ button to display entries

45. Popular Screens: Actuals and Commitments To view details on a commitment – select the account and then go to the menu item Row  Open PO’s

46. Popular Screens: Actuals and Commitments This screen will show you a list of the outstanding PO’s for the account

47. Popular Screens: Actuals and Commitments The next item is Commitment Inquiry Detailed – double click this menu item

48. Popular Screens: Actuals and Commitments Enter a purchase order number and click the ‘Find’ button to view the details of the purchase order

49. Popular Screens: Account Balance by Month The next item is the Account Balances by Month – double click the menu item

50. Popular Screens: Account Balance by Month Enter the Business unit and object account and then click ‘Find’ to see a monthly summary of what has been charged