Welcome to the Business Users Group

1. Welcome to theBusiness Users Group Friday, September 17, 2004 8:30 – 11:30 am

2. Today’s Agenda • Welcome and Opening Remarks • Presentations • Help Desk Procedures • Copying Accounts to Business Units • How to check for Errors on Batches • Reviewing 3-Way Match • Month End Reminders • Break out session 2

3. Address Book

4. Help Desk Procedures

5. WHO YOU GONNA CALL?

6. NIS BUSTERS • Work Instructions – NIS Website • www.das.state.ne.us/nis • Co-Workers • Agency Networks • IMS Help Desk 6

7. Trouble Shooting TechniquesSelf Check Before you call the Help Desk, these steps can facilitate a solution or a quicker resolution. 7

8. Has any work been done on my computer or software lately? • If you use Citrix, did you log into the WPD7333 environment? 8

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10. Log out of NIS and log back in • Log off PC and Restart • Can you perform the function on another PC? • Have you checked your Security? 10

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12. OFF TO THE HELP DESKWhat do they need to help you? • User ID • Screen shot of errors • Batch numbers, Document numbers, Purchase Order Numbers, • Menu path – also known as Bread crumbs 12

13. SYSTEM ISSUES • General Ledger Posting in Jas is not functioning correctly • A temporary GL Post has been created • Calendar Visual Assist is not functioning properly in Jas. • OLE attachments are not correctly working consistently. 13

14. Copying Accounts to Business Units

15. To add an account, navigate to Copy Accounts from Master Chart • Please note that the instructions for copying accounts are located on the NIS Website under General Accounting on the Training Manuals page 15

16. Click Find to populate the Chart Types 16

17. Choose Chart Type “NM” for Nebraska Master • Click Select 17

18. Enter the Business Unit number to be copied to in the Copy To field • Enter 400000 in the Object Account From field • Enter 999999 in the Object Account Thru field • Click OK when all information has been entered 18

19. Copying Accounts to Business Units • We encourage agencies to set up a Business Unit to be used as a Model that has the accounts they want to use. This model can then be used to copy accounts to new business units. • One way to set up a Business Unit to be used as a model is to use a business unit that contains all accounts that you wish to use. Delete accounts that you do not use. Select this business unit to copy to new business units. For larger agencies, multiple models could be established for various purposes. 19

20. Some points to keep in mind regarding object accounts: • Level of Detail 3, 4 and 5 need to remain intact for object codes used so reports utilizing level of detail rollup reflect accurate information. • Object accounts 560000 to 566900 are needed for fixed asset depreciation for business units that are Responsible Business Units in the Fixed Assets module. • Object account 481100 is needed for interest business units. 20

21. Choose Copy Accounts from a Business Unit 21

22. Enter the Business Unit to copy from in the Business Unit field in the grid • Click Find • Choose the Business Unit to copy from • Click Select 22

23. Enter the new Business Unit in the Copy To field • Click OK 23

24. If you are setting up a simple grant BU… • Click Add Business Units 24

25. Enter your Business Unit in the QBE line • Click Find 25

26. Click in the box to the left of the business unit • Click Row, Job Budgets, Budget Original 26

27. Note that a simple grant business unit needs only these object accounts if it only receives revenue and pays aid. 27

28. If you are setting up a simple operating expense business unit… • Click Add Business Units 28

29. Enter your Business Unit in the QBE line • Click Find 29

30. Click in the box to the left of the Business Unit • Click Row, Job Budgets, Budget Original 30

31. Note that a simple operating expense business unit only needs expense object accounts 500000-599999 31

32. If you are setting up a business unit that is also used as a responsible business unit in the fixed asset module… • Click Add Business Units 32

33. Enter your Business Unit in the QBE line • Click Find 33

34. Click in the box to the left of the Business Unit • Click Row, Job Budgets, Budget Original 34

35. A Business Unit that is used as a responsible business unit in the Fixed Asset module must have all objects in the 56XXXX series. 35

36. Incorrect Object Account Set-up 36

37. How to check for Errors on Batches

38. If you try to post a batch and receive a G/L Post Report like this, it is likely that your batch failed due to budget. • First, double-check that the batch is in an approved status (A) and not pending or in error. • Assuming that the batch was approved for posting, there are several steps to take to check for budget failure. 38

39. STEP 1: View Work Center • To navigate to your Work Center, click on User Options 39

40. Click on Work Center 40

41. Enter the date you attempted to post the batch in the Received field in the QBE line, and click Find. 41

42. Choose the row that has your name in the Sender field and has something other than “Job has completed” in the Subject field by placing a checkmark to the left of the row. 42

43. You will see an explanation of the batch error in the Subject field • Verify that the batch listed in the text box is the batch you attempted to post. An error code of E means that batch number 347901 failed due to insufficient cash. You will find a text box at the bottom of the screen with the batch number, batch type, and error code. In this example, the batch number is 347901, the batch type is G (for journal entry), and the error code is E. 43

44. The following is a list of the budget error codes and a corresponding description that you may see in your Work Center: Error CodeDescription of Error A Insufficient Appropriations B Insufficient Allotments C Insufficient PSL D Insufficient Grant Authority E Insufficient Cash F No Appropriation Found G No Allotment Found H No PSL Found I No Grant Authority Found J No Cash Account Found K Net Prog/Fund Expenses < 0 L Net Prog PSL < 0 M Net Grant Expenses < 0 Z Budget Check Function Error (Systems Dept investigates / Can be an authority or data integrity issue) 44

45. STEP 2: Run the G/L Post Budget Failure Report This report will give you specific information about which transaction/document in the batch is failing budget checking. 45

46. Use any of the following navigations to find the G/L Post Budget Failure report: • Agency Budget Menu > Agency Budget Management > Budget Reports > Budget Reports > G/L Post Budget Failure Report • General Accounting – Agencies > Manage Journal Entry > Post Process > G/L Post Budget Failure Report • Payables > Voucher Processing > G/L Post Budget Failure Report • Inventory > Inventory – Statewide > End of Day Processing – Post Transactions > G/L Post Budget Failure Report • Purchasing > Statewide > Purchasing – Statewide > End of Day Processing – Receipt Posting > G/L Post Budget Failure Report 46

47. Start from Work With Batch Versions – Available Versions window. • Choose Version NIS0001 by placing a checkmark in the box to the left of the row, and click Select. 47

48. Choose Data Selection, click Submit. 48

49. Click into the Right Operand field for the Batch Number, choose Literal. 49

50. Enter the batch number that failed to post and click OK. 50