General Ledger - University of Tasmania

Revised on: 12th

October 2011

General Ledger Training guide for end users

TechnologyOne Financials – General Ledger – training for Finance staff

This training manual describes how to use the General Ledger features of TechnologyOne

Financials (T1). It includes these topics:

Transaction Processing Tab .................................................................................................. 1

UTAS Journals ................................................................................................................... 2

UTAS Transfers within Own Budget Centre ....................................................................... 2

UTAS Budget Centre Commitment Journal ....................................................................... 2

UTAS Internal Transactions (UTRANs) ............................................................................. 3

UTAS Funding Transfers with Other Budget Centres ........................................................ 3

UTAS Internal Purchases ................................................................................................... 4

Transaction Processing Assistance Tab ................................................................................ 5

Exercise – Prepare a correcting journal ................................................................................. 8

Exercise – Prepare a funding transfer to move money between projects within a single

budget centre. ...................................................................................................................... 15

Exercise – Prepare a Salary Recharge/Buyback journal ..................................................... 18

Exercise – Prepare an Other Recharges journal ................................................................. 21

Exercise – Prepare a Budget Centre Commitment journal .................................................. 25

Exercise - Prepare a University Internal Transaction (General Use) for a service or product

(Supplier) .............................................................................................................................. 28

Exercise - Prepare a University Internal Transaction (General Use) for a service or product

(Purchaser) .......................................................................................................................... 37

Exercise – Prepare a funding transfer to transfer funds with another Budget Centre (Payer)

............................................................................................................................................. 45

Exercise – Prepare a funding transfer to move money between faculties and divisions

(Receiver) ............................................................................................................................. 49

Exercise – Prepare a CAPS Transfer .................................................................................. 51

Exercise - Prepare an ITR Product Request (Purchaser).................................................... 54

Exercise - Prepare an ITR Product Request (ITR) .............................................................. 59

TechnologyOne Financials – General Ledger – training for end users 1

Transaction Processing Tab

The transaction processing screen enables you to process:

Purchase orders

Customer Invoices

Journals

This training module covers the processing of the different types of journals. For

General Users there are six main types of journals used in T1:

UTAS Journals

UTAS Transfers within Own Budget Centre

UTAS Budget Centre Commitments

UTAS Internal Transactions (UTRANs)

UTAS Funding Transfers with Other Budget Centres

UTAS Internal Purchases


UTAS Journals

These are used to perform correcting entries where amounts have been

charged to the incorrect project or natural account. These journals can only

be used to correct transactions within your own budget centre.

When correcting an entry, the internal/external indicator should follow the indicator of the originating entry.

UTAS Transfers within Own Budget Centre

„Transfers within Own Budget Centre‟ is defined as those budget centres you

have delegation over. UTAS Transfers within Own Budget Centre can be

used for:

General Transfer of Funds (a/c 10500) within a single budget centre or

budget centres that you have delegation over (where Budget Transfers are

not applicable). Document type: General Funding Transfer

Recharging salaries (a/c 20500) for the recharging or cost recovery of

salaries between project within a single budget centre or budget centres that

you have delegation over. Document type: Salary Recharge/Buybacks

Contributions to contracts (a/c 10510) where a formal contract requires the

University to contribute to a project and both the paying and receiving

projects are within budget centres that you have delegation over. Document

type: Contracts Funding Transfer

Transfer of Funds within an Institute or College (a/c 10505) for use by

University Institutes and Colleges only to transfer funds between their own

projects. Document type: Institutes/Colleges Funding Transfer

Recharging of Budget Centre centrally paid expenses for recharging of

expenses that are paid from a single project where the cost needs to be

distributed between 2 or more projects, or for charging out the use of

equipment or supplies within budget centres that you have delegation over.

Document type: Other Recharges

UTAS Budget Centre Commitment Journal

These journals are used when the budget centre wishes to “pre-commit”

funds that they have identified as future expenditure/income, but do not wish

to raise a Purchase Order, AR Invoice and/or have not identified as future

salary expenditure through HRMS.

Note: A Budget Centre Commitment Journal is a one sided journal and does not have a balancing entry. This document will not balance back to 0.00


UTAS Internal Transactions (UTRANs)

UTRANs are primarily used to charge other Budget Centres within the University for

the supply of Goods or Services. They are initiated by the supplier of the goods or

services and include:

General use

Asset Management Services Work Orders (that exceed $1,000)

Information Technology Resources charge-backs.

The Asset Management and ITR UTRAN transactions are initiated by those cost

centres. Anyone else can initiate a General Use UTRAN.

Note: A UTRAN can also be used to seek reimbursement from another budget centre for an expense or a portion of an expense that you have paid on their behalf.

UTAS Funding Transfers with Other Budget Centres

Funding Transfers can be used for:

Transferring Funds (a/c 10500) across budget centres, only one of which

you have delegation on. Document type: General Funding Transfer

Contributions to contracts (a/c 10510) where a formal contract requires

the University to contribute to a project and only one of the projects sits

within a budget centre that you have delegation on. Document type:

General Funding Transfer

Recharging/recovering or contributing towards salaries (20500) across

budget centres, only one of which you have delegation on. Document

type: General Funding Transfer

Transfers between UTAS and the Foundation (18006, 18005, 35050) for

the transfer of funds between the University and University Foundation.

Document type: Foundation Funding Transfer


UTAS Internal Purchases

Internal Purchases can be used for:

Topping up student/staff printing accounts where the budget centre

has accepted a cash payment for this purpose. Document type: CAPS

Transfer

Purchase ITR Products where the budget centre can choose a standard

catalogue item from the ITR website and then request the item through the

TechnologyOne Financial System. Document type: ITR Product Request.

Exceptions to this process are:

Items outside the standard IT catalogue that require a quote to be received - for these items a UTRAN will be raised by ITR

General operating consumable such as toners, batteries, hard drives etc - these items will be centrally charged if under $300 or a UTRAN will be raised by ITR if above $300


Transaction Processing Assistance Tab

This tab steps you through a short series of statements to determine which

document type is the most appropriate to use for the transaction you wish to

complete.

In the first window you will select whether you are transacting within the Budget

Centre(s) that you have access to or whether you are transacting with a Budget

Centre(s) outside of your access. This will then take you through to another

window where you can determine what document type you should use.


Once you get to the end of your questions and have determined which document

type you should be using. Click on the final statement and the system will take you

to the correct screen to create your document.


Exercise – Prepare a correcting journal

You would prepare a correcting journal if, for example, someone had posted a

transaction to the wrong Project or Natural Account and you wanted to rectify the

problem.

Search for a Transaction for Supporting Documentation

Search for transaction in project 057600 using account string 057600.36006.2 for

milk for the week ending 2/01/11. The amount that you are looking for is $15.75.

For the purposes of this exercise we will assume that the transaction should have

been posted to project 057609.

1. Workplace: UTAS Admin Officer – General

2. Workplace tab: Project Enquiry

3. Under Operational Project Ledger click on Current Year 2011 (note for future

enquiries, if the project you are enquiring on sits in the RT Ledger click on

Research and Trusts Ledger)

4. Under Links to other Functions click on Transaction Listing

5. In the Account Number field type in the full account string 057600.36006.2

then click Retrieve


6. Export the information to excel using the excel icon on the right hand side of

the screen.

7. Highlight the relevant transaction.

8. Save the information in one of your share drives.

When you select Save as the following window will appear


Select TSClient from the left hand side of the screen then navigate to

the folder that you want to save your document to in one of the share

drives you have access to.


Prepare a Correcting Journal

1. Workplace: UTAS Admin Officer - General

2. Workplace tab: Transaction Processing

3. From UTAS Journals menu click on Correcting Journal – General Use

4. A blank transaction entry window will open.

Header

Journal

Number:

Generated automatically

Date: Enter the reference date of the document, e.g. if the original transaction

you‟re correcting is 25 May and you want to reference that date, change

this date to 25 May

Period: The period is automatically generated and indicates the accounting period

that the transaction will be posted to, e.g. Period 2 = month of February.

The period is locked down and cannot be over-ridden.

Dissections

Ldg

Code:

Choose the relevant Ledger Code (OP or RT)

Account

Number:

Click the magnifying glass to build the account number.

The Account number is made up of three components: a project, a natural account and an internal/external indicator XXXXXX.XXXXX.X


In the Account Components window, either type in or search for the

numbers for the Project, Natural Account and Internal/External indicators

To search for each of these components click on the magnifying glass icon

next to each, then click Retrieve to display all options – select an option by

clicking the blue underlined number and it will appear in the Accounts

Component window.

Remember wild cards can be used to assist in searching.

Ensure the Int/Ext indicator is the same as the transaction you are correcting.

When you have built the Account Number click OK

Project

Description:

Automatically populated when you enter the account number

Account

Description:



Fund Src: Automatically populated when you enter the account number

Bud Ctr:

Amount:


Enter the amount of the journal. In this instance we will be entering a

credit of $15.75.

A credit is income and needs a minus sign. A debit is an expense and is a positive amount

Activity: This field is optional - Click the magnifying glass to search available

activity codes

Narrative: Explain the purpose of the journal – each narrative field takes a

maximum of 40 characters. The narrative fields concatenate when

displayed on a report.

Narrative 2: For entry of more information

Narrative 3: For further information (Note: It is helpful to reference the narrative from

the original transaction that you are trying to correct in the narrative of

your correcting journal. In this instance you might put something like

“Milk for ending 2/1/11 – incorrectly coded – trf expense from 057600 to

057609”)

Requested

by:

Enter the name of the person who requested the transfer

5. Repeat this process to do the balancing side of the journal (where you are

transferring the expense to). For future journals you can keep repeating this

process to correct multiple transactions.

6. Check that document has balanced to zero. (On the bottom left hand side of the

document window it should read Dr+Cr 0.00)

7. Attach supporting documentation. Note: ensure the file is closed before you try

to attach it.

Click on the Attachments tab

Click on the paperclip icon then file.

Navigate to where you saved your information on the original

transaction and attach to your document.


Note: It is mandatory to attach supporting documentation to all correcting

journals.

8. When you‟ve finished this journal entry you need to submit the document for

approval. From the Document File Actions pane on the left-hand side of the

screen select Submit.

9. A workflow operation window will appear. The Assign Next User field will

automatically populate with your default workflow approver.

10. To change the user that this document will workflow to click on the magnifying

glass and search for the appropriate user. To select the user click on the blue

underlined user ID. This will populate the assign next user field.

11. Once you have selected who to send your document to you can enter a

comment in the Comments field (maximum of 150 characters) and click on OK.


Exercise – Prepare a funding transfer to move money between projects within a single budget centre.

Your School‟s General Operating Project is contributing $2,500 to a staff

development project to assist a staff member with the costs of attending a

conference.


2. Workplace tab: Transaction Processing tab

3. From UTAS Transfers within own Budget Centre click on General Funding

Transfer

Header

Journal No.: Defaults

Date: Today‟s date defaults

Period: Defaults

Dissections

Ldg Code: Select Ledger Code

Account No.: On this document type this can be either the account you‟ll be

transferring the money from or the account you‟ll be transferring

the money to. In this case we will make the first line the account

you‟ll be transferring the funds from.

Click the magnifying glass next to this field then build the account

components:


Select Project code: (paying from)

Natural Account: 10500 is hardcoded in this field and cannot be

changed

Int/Ext Indicator: for this exercise we will be using a 2 as this entry

is a debit. We would use a 1 if we were entering a credit.

When the account number is built click OK

Account

Description:

Defaults when account number is selected

Fund Src: Defaults when account number is selected

Bud Ctr: Defaults when account number is selected

Transfer Amt: Type the amount you want to transfer.

Narrative: Type an explanation for the transfer – use all three fields if

necessary (each field is 40 characters)

Requested

by:

Enter the name of the person who requested the transfer

4. Repeat this process to do the balancing side of the journal, remembering to use

the opposite indicator and the opposite sign. For this exercise we will be using

an indicator of 1 and a negative amount as this entry will be our balancing

credit entry.

5. You can continue to repeat this process to add more lines to the journal.




7. Attach your supporting documentation where applicable. Click on the

Attachments tab

8. Click on the paperclip icon then file.

Navigate to where you saved your documentation. Remember that any supporting

documentation that is to be attached needs to be saved to a shared drive to be

accessible through TechnologyOne. You will not be able to retrieve files from your

desktop or C: Drive.

9. From the Document File Actions pane on the left-hand side of the screen select

Submit.

If the document is within your financial delegation this action will approve both

sides of the transaction.

If the document is above your financial delegation the system will over-ride your

decision from Submit to Refer to Your Supervisor/Manager. The Assign

next user field will automatically populate with your default approver‟s ID but

you can use the magnifying glass to select an alternate approver if appropriate.

10. Note: If your school‟s business process dictates that even if the transaction is

within your financial delegation this type of transaction needs to go to a second

person within your budget centre for approval, click on Refer to Someone Else

instead of Submit at step 6 and select the appropriate person using the

magnifying glass.


Exercise – Prepare a Salary Recharge/Buyback journal

An employee within your School works primarily for the project that his/her salaries

are allocated to. However, this staff member does from time to time work on other

projects within your budget centre. The portion of the employee‟s salaries that can

be attributed to time spent on other projects needs to be allocated to/recovered

from the other projects that they have worked on.

Note: A salary costing sheet is the preferred documentation for these types of journals. Supporting documentation is mandatory for a salary recharge journal. This supporting documentation must clearly show how you arrived at the amount to be recharged.


2. From UTAS Transfers within own Budget Centre click on Salary Recharge /

Buybacks

Header


Date:

Period:

Today‟s date defaults

Defaults

Dissections



recovering the salaries expense from (dr +) or the account you

will be reimbursing the salary expense to (cr -). In this case

we will make the first line the account you‟ll be reimbursing

the salary expense to.

Click the magnifying glass next to this field then build the

account components:


Select Project code: (reimbursing to)

Natural Account: 20500 is hardcoded in this field and cannot

be changed.

Int/Ext Indicator: use 2 if this entry is a debit and 1 if it is a

credit. In this case we will be using a 1.


Account

Description:




Transfer Amt: Type the amount you want to recover.

Narrative: Type an explanation for the transfer – use all three fields if

necessary (each field is 40 characters). With salary

recharges it is desirable to state in your narrative the level the

employee is paid at (e.g. HEO3) and the hours/period that the

salary covers.

Requested by: Enter the name of the person who requested the transfer


transferring the salary expense to), remembering to use an indicator of 2 and a

positive amount.

4. You can keep repeating this process to make multiple entries in your journal.




6. Attach your supporting documentation. Click on the Attachments tab







Submit.

If the document is within your financial delegation this action will approve both

sides of the transaction.

If the document is above your financial delegation the system will over-ride

your decision from Submit to Refer to Your Supervisor/Manager. The

Assign next user field will automatically populate with your default approvers

ID but you can use the magnifying glass to select an alternate approver if

appropriate.

9. Note: If your school‟s business process dictates that even if the transaction is

within your financial delegation this type of transaction needs to go to a second

person within your budget centre for approval, click on Refer to Someone Else

instead of Submit at step 7 and select the appropriate person from the

magnifying glass.


Exercise – Prepare an Other Recharges journal

Your budget centre has vehicles on permanent hire from the University‟s Vehicle

Fleet. The hire fees are charged to a single central project within your budget

centre. A log is kept of the vehicle usage and this usage is attributed to various

projects within the budget centre. Prepare an Other Recharges Journal to recharge

the cost of the vehicle to these projects on a usage basis.

Note: Supporting documentation is not mandatory for this type of journal. However, if the journal affects projects within the Research and Trust Ledger, supporting documentation held within the Finance System can be of assistance to staff when preparing financial reports.


2. From UTAS Transfers within own Budget Centre click on Other Recharges

Header



Period: Defaults

Dissections



recovering the expense from (dr +) or the account you will be

reimbursing the expense to (cr -). In this case we will make the first

line the account you‟ll be reimbursing the expense to.


components:


When recovering costs on a usage or percentage basis it is usual to

recover the cost against the expense code that the cost was originally

coded to using an indicator of 1. An income code can be used however

is deemed appropriate for your budget centre‟s reporting purposes.


Account

Description:




Transfer

Amt:

Type the amount you want to recover. In this instance our first line is a

Enter the amount. For this exercise this will be a credit therefore a

negative amount.

Description: Type an explanation for the transfer (e.g. Vehicle Cost Recovery June

2011). This field has a 40 character limit.

Narration

2/Bud Ctr

Ref:

Enter a reference number that is relevant to your budget centre (for

example in this instance you might enter the vehicle registration

number) or enter further explanation of the transaction. This field has a

40 character limit.


Feeder

System

Reference:

This is an optional field. A Feeder System Reference is a

reference number applied to a transaction that relates to a

system outside the Finance System. This reference field is used

by budget centres that centrally charge costs (e.g. Vehicle Fleet,

Asset Management etc). If recharging expenses that have been

centrally charged to a single project in your budget centre it may

be useful to use the Feeder System Reference number to allow

easier reconciliation.

Recharge

month:

This is an optional field.

Requested

by:

This is an optional field.


transferring the expense to). You can keep repeating this process to make

multiple entries in your journal. Note: When doing the debit dissection/s for

this journal you need to use an internal/external indicator of 2 (internal

expense) and the amount will be a positive amount.

4. Check that the document has balanced to zero. (On the bottom left hand side

of the document window it should read Dr+Cr 0.00)

5. Attach your supporting documentation.



Navigate to where you saved your documentation. Remember that

any supporting documentation that is to be attached needs to be

saved to a shared drive to be accessible through TechnologyOne.

You will not be able to retrieve files from your desktop or C: Drive.

6. From the Document File Actions pane on the left-hand side of the screen

select Submit. If the document is within your financial delegation this action

will approve both sides of the transaction.

If the document is above your financial delegation the system will over-ride

your decision from Submit to Refer to Your Supervisor/Manager. The

Assign next user field will automatically populate with your default approvers


ID but you can use the magnifying glass to select an alternate approver if

appropriate.

7. Note: If your school‟s business process dictates that even if the transaction

is within your financial delegation this type of transaction needs to go to a

second person within your budget centre for approval, click on Refer to

Someone Else instead of Submit at step 7 and select the appropriate

person from the magnifying glass.

8. On approval most documents continue on to the Fin Post Pool to be

reviewed by Financial Services. When a document is directed to the Fin

Post Pool a workflow operation box will appear with a comments field. This

comments field is optional. You can choose to put a comment in here to be

read by the reviewer or you can simply click OK.


Exercise – Prepare a Budget Centre Commitment journal

Your budget centre plans to purchase a large and expensive piece of equipment at

the end of the year. You know approximately how much this piece of equipment

will cost (for this purpose of this exercise we will say $120,000) but are not ready to

raise a purchase order at this stage. Prepare a Budget Centre Commitment

Journal to commit the funds for this future purchase.


2. From UTAS Budget Centre Commitments click on Budget Centre

Commitment Journal

Header



Period: Enter this period or a future period (if appropriate).

Dissections


Account No.: Enter the account that you wish to commit the funds against.

Click the magnifying glass next to this field then build the

account components:


The internal/external indicator that you select in the Account

Components is dependent on the type of expense/income you

are preparing your commitment for. In this case we will use a

0 as this will be an external expense when it comes in.

When the account number is built click OK.

Project

Description:

Defaults when account number is selected.

Account

Description:

Defaults when account number is selected.

Fund Src: Defaults when account number is selected.

Bud Ctr: Defaults when account number is selected.

Commitment

Amt:

Type the amount you want to commit. In this instance we are

committing for an expense therefore the amount will be a

positive number

Narritive: Type an explanation for the commitment (e.g. Purchase of a

big piece of engineering equipment). This field has a 40

character limit.

Narrative 2: Enter more detail in required

Narrative 3: For further detail if required

Requested by: This is an optional field.


3. Repeat this process to make multiple entries in your journal. Remember, this is

a one sided journal. Do not enter a balancing line in this journal.

4. You may wish to attach supporting documentation to this journal.



Navigate to where you saved your documentation. Remember that any

supporting documentation that is to be attached needs to be saved to a

shared drive to be accessible through TechnologyOne. You will not be

able to retrieve files from your desktop or C: Drive.

5. Submit your document for approval. From the Document File Actions pane on

the left-hand side of the screen select Submit.

6. A workflow operations box will appear. The Assign next user field will

automatically populate with your default approvers ID but you can use the

magnifying glass to select an alternate approver if appropriate.

Note: Once the actual expense has been incurred or the funds have been committed in another way (e.g. by raising a Purchase Order) you will need to do another Budget Centre Commitment Journal to reverse this commitment.

Copy everything from the original journal but reverse the sign on the amount (i.e. if the amount was a positive in the original journal it will now be a negative).

If you know when the actual transaction for which you are committing the funds will occur you may choose to do a Budget Centre Commitment Journal with Reversing Entry. This document has an additional field in the header section Reversing Period. Select what period you wish the commitment to be reversed in. The commitment will be reversed in the selected period.


Exercise - Prepare a University Internal Transaction (General Use) for a service or product (Supplier)

The following exercises will now demonstrate how you would initiate University

Internal Transactions (UTRANs). You would prepare a General UTRAN if, for

example, you were recovering costs or a portion of a cost from another budget

centre, or if you were charging for goods or services provided by your budget centre

to another budget centre.

Scenario 1

For this example we will be recovering printing costs for a shared printer resource

between Finance and AMS. Finance is charged for all the printing each month,

$500 is to be recovered from an AMS project for the month of May.



3. From UTAS Internal Transactions (UTRANs) click on General Use

Header



Period: Defaults

Dissections

Ldg Code: Choose relevant code

Account: Build the three-part account number


Project

Description:


Account

Description:




Amount: Enter the amount remembering that as the supplier your side is a

credit so should have a minus sign before the amount.

Activity: This is an optional field. If your budget centre uses activity codes

click on the magnifying glass in this cell and select from the

available activity codes in the list.

Narrative 1: Explain the purpose of the Utran (e.g. 50% printing charges for

May 2011) – each narrative field takes a maximum of 40

characters. The narrative fields concatenate when displayed on a

report.

Narrative 2: Enter further information as needed

Narrative 3: Enter more details if required

Requested for: Optional field – This field may be useful in the case of supply of

goods or services if the person requesting the goods or services

will not be the person you will be submitting the Utran to for

completion/approval.

4. Attach your supporting documentation where applicable. This may be a copy of

the original invoice or a spreadsheet showing usage for example.

5. Click on the Attachments tab






7. When you‟ve finished entering your side of the Utran you need to submit the

document to the budget centre that you are charging for the debit side of the

transaction to be completed and the transaction approved.


Submit.


9. You will receive an „errors and warnings‟ message alerting you to the fact that

“1 Error exists for this document”.

All Utrans will have one error when being workflowed to the

receiver/purchaser. This error is an out of balance error. The

message asks you to choose whether to continue with the save

process. Click Yes.

If the „errors and warnings‟ message indicates that you have multiple errors click No. You will need to correct all errors other than the „out of balance error‟ before proceeding (see „Errors and Warnings‟ in „Overview, Navigation and Shortcuts‟ training module.

10. A workflow operation window will appear.

11. From the Assign Next User field click on the magnifying glass and search for

the appropriate person in the other budget centre that you should workflow the

document to for completion. To select the user click on the blue underlined

user ID. This will populate the assign next user field.

12. Insert comments in the comments field if appropriate and click OK.


Scenario 2

Assume you are an Administration Officer in Asset Management. There is a client

charge of $2,500 for the repainting of an office. The income is receipted to

OP.061508.18401.1



3. From UTAS Internal Transactions (UTRANs) click on Asset Management

Work Orders

Header



Period: Defaults

Dissections



Project

Description:


Account

Description:






Work Request #: Enter the Work Request number that has been generated from

the AMS Archibus System for this job.

Requested by: Enter the name of the requester as per the Archibus System

Work Category: Enter AMS Work Category - e.g. CF (Customer Funded)

Work Description: Enter description of work carried out (e.g. repaint room 203)

Recharge Month: Enter the month in which the work was carried out.


13. Attach your supporting documentation where applicable.





shared drive to be accessible through TechnologyOne. You will not be

able to retrieve files from your desktop or C: Drive.


document to the budget centre that you are charging, for the debit side of the



Submit.

16. You will receive an „errors and warnings‟ message alerting you to the fact that 1

Error exists for this document.

17. All Utrans will have one error when being workflowed to the receiver/purchaser.

This error is an out of balance error. The message asks you to choose whether

to continue with the save process. Click Yes.


A workflow operation window will appear.




document to for completion. To select the user click on the blue underlined

user ID. This will populate the assign next user field.

19. Insert comments in the comments field if appropriate and click OK.

Scenario 3

Assume you are an Information Technology Officer in ITR. Via the IT Service Desk

you have received a request from a budget centre to purchase IT equipment to their

specifications. You need to charge the budget centre $7,500 for the purchase of

this equipment. The income is receipted to OP.060524.18405.1



3. From UTAS Internal Transactions (UTRANs) click on Information

Technology Resources

Header



Period: Defaults

Dissections




Project

Description:


Account

Description:






Activity This is an optional field. If your budget centre uses activity codes



Service Desk

Ref:

Enter the Reference Number assigned to this job by the IT Service

Desk

Asset #: Enter the Asset Number that will be assigned to this piece of

equipment if known. If this purchase is for software enter the asset

number of the equipment on which this software is to be installed.

Job

Description:

Enter the description of what is being purchased. There is a 40

character limit on this field.

Requested for: Enter the name of the person for whom the equipment is being

purchased.


Recharge Month: If this equipment/software has been supplied prior to

charging the budget centre you can enter the month that

the equipment/software was supplied in this field.

4. Attach your supporting documentation where applicable. Click on the

Attachments tab







document to the budget centre that you are charging, for the debit side of the



Submit.

8. You will receive an „errors and warnings‟ message alerting you to the fact that 1

Error exists for this document.

All Utrans will have one error when being workflowed to the

receiver/purchaser. This error is an out of balance error. The

message asks you to choose whether to continue with the save

process. Click Yes.


A workflow operation window will appear.




document to for completion. To select the user click on the blue underlined user

ID. This will populate the assign next user field.

10. Insert comments in the comments field if appropriate and click OK


Exercise - Prepare a University Internal Transaction (General Use) for a service or product (Purchaser)

The following exercises will now demonstrate how to deal with University Internal

Transactions (UTRANs) that have been received by you in your workflow.

Scenario 1

Recovery of printing costs from a shared printer resource between Finance and

AMS. Finance is charged for all the printing each month, $500 is to be recovered

from an AMS project for the month of May.


2. Workplace tab: My Workflow

3. Click on Inbox, and highlight the workflow item sent to you from the Supplier

and then click on Open in the “Actions for Task” in the task pane.

4. The document will contain the income side of the transaction (in this example,

Financial Services recovery of the printing charge). You will need to confirm

the expenditure side of the transaction (against an AMS project). Begin your

dissections on the line(s) below the income dissections.

Dissections



Project

Description:


Account

Description:





Amount: Enter the amount remembering that your side of the transaction is a

debit therefore a positive number.

Activity: This is an optional field. If your budget centre uses activity codes click

on the magnifying glass in this cell and select from the available activity

codes in the list.

Narrative 1: Explain the purpose of the Utran. This will automatically copy down the

narrative from the line above. You can choose to keep the same

narrative copied from the credit line or amend the narrative if you feel

you will require further clarification for enquiring/reporting on your

project. Each narrative field takes a maximum of 40 characters. The

narrative fields concatenate when displayed on a report.

Narrative 2: For further information

Narrative 3: Enter more details if required

Requested

for:

Optional field



6. When you have finished entering the debit line/s of the dissections you need to

approve the transaction. From the Document file Actions pane on the left-hand

side of the screen select Approve.

If the document is within your financial delegation, this action will approve the

transaction. If the document is above your financial delegation the system will

over-ride your decision from Submit to Refer to Someone Else. A workflow

operation window will appear. The Assign next user field will automatically

populate with your default approvers ID but you can use the magnifying glass to

select an alternate approver if appropriate.


7. On approval most documents continue on to the Fin Post Pool to be reviewed

by Financial Services. When a document is directed to the Fin Post Pool a

workflow operation box will appear with a comments field. This comments field

is optional. You can choose to put a comment in here to be read by the

reviewer or you can simply click OK.

Note: Under Document File Actions you have the option to Reject the document if you do not accept the charges.

There is also an option to Refer to Someone Else. You may wish to refer a document that you have received in you‟re My Workflow Inbox for

coding/reviewing and/or approval.

Scenario 2

You will receive a charge of $2,500 from Asset Management Services for the

repainting of an office. You need to code the charge to one of your expenditure

projects.




and then click on Open in the “Actions for Task” in the task pane on the left

hand side of the screen.

4. The document will contain the income side of the transaction (in this example

AMS work order income). You will need to confirm the expenditure side of the

transaction (against a project in your budget centre). Begin your dissections on

the line(s) below the income dissections.


Dissections



Project

Description:


Account

Description:




Amount: Enter the amount remembering that, as the purchaser, your side

of the transaction is a debit therefore a positive number.

Work Request #: This will automatically copy down from the line above.

Requested by: This will automatically copy down from the line above

Work Category: This field will automatically copy down from the line above

Recharge Month: This field will copy down from the line above.







7. If the document is within your financial delegation, this action will approve the












There is also an option to Refer to Someone Else. You may wish to refer a document that you have received in you‟re My Workflow Inbox for coding/reviewing and/or approval.


Scenario 3

You will receive a charge of $7,500 for IT Equipment purchase and installation,

code the charge to one of your expenditure projects




and then click on Open in the “Actions for Task” in the task pane on the left

hand side of the screen.

4. The document will contain the income side of the transaction (in this example

ITR Hardware Income). You will need to confirm the expenditure side of the

transaction (against a project in your budget centre). Begin your dissections on

the line(s) below the income dissections.

Dissections



Project

Description:


Account

Description:





Amount: Enter the amount remembering that, as the purchaser, your side is a

debit therefore a positive amount.

Activity This is an optional field. If your budget centre uses activity codes



Service Desk

Ref:

Automatically copies down from line above

Asset #: Automatically copies down from line above

Job

Description:

Automatically copies down from line above. You can choose to

keep the same Job Description copied from the debit line or amend

this field if you feel you will require further clarification for

enquiring/reporting on your project. This field takes a maximum of

40 characters.

Requested for:

Recharge

Month:

Enter the name of the person for whom the equipment is being

purchased.

Optional Field. If this equipment/software has been supplied prior

to charging the budget centre you can enter the month that the

equipment/software was supplied in this field






If the document is within your financial delegation this action will approve the













There is also an option to Refer to Someone Else. You may wish to refer a document that you have received in you‟re My Workflow Inbox for coding/reviewing and/or approval.


Exercise – Prepare a funding transfer to transfer funds with another Budget Centre (Payer)

In this scenario the Faculty of Science General Operating Project is contributing

$2,500 to the Capital Management Plan Reconciliation Project.



3. From UTAS Funding Transfers click on Funding Transfers

Header



Period: Defaults


Account No.: This is the account you‟ll be transferring money from.


components:


Select Project code: (paying from)

Natural Account: 10500 for funding transfers or 10510 for UTAS

contribution to contracts or 20500 for cost recovery of salaries or

contributions to salaries.

Int/Ext Indicator: must be 2


Account

Description:




Transfer Amt: Type the amount you want to transfer. Remember that your side of the

transaction is a debit therefore a positive number.

Narrative: Type an explanation for the transfer. Use all three fields if necessary.

Each field is limited to 40 characters.

Requested

by:

Enter the name of the person who requested the transfer (optional)

4. Attachments can be added to provide supporting documentation. If this

transaction is a submission for a contract or for salary cost recoveries, you

should add attachments. Click on the Attachments tab






6. Once you have finished filling out the header (the debit side of the transaction)

you need to Submit the document to the receiver of the funds.

If the document is within your financial delegation:

From the Document file Actions pane on the left-hand side of the screen select

Submit to Receiver. You will receive a warning that the document contains 1

error.


This error is a document out of balance error and will always occur on

the payer side of this type of document. The message will ask you to

confirm that you wish to proceed with the Save process – click Yes.


A workflow operation window will appear. The Assign next user field

will automatically populate with your ID. Go to the magnifying glass

and search for the appropriate user in the receiving budget centre.

Click on the blue link in the User ID field to populate the assign next

user field.

If the document is above your financial delegation:

From the Document file Actions pane on the left-hand side of the screen select

Refer to Your Manager/Supervisor. You will receive a warning that the document

contains 1 error.






A workflow operation window will appear. The Assign next user field

will automatically populate with your ID. Go to the magnifying glass

and search for the appropriate user in the receiving budget centre.

Click on the blue link in the User ID field to populate the assign next

user field.

Note: If the document is above your financial delegation and you select Submit to Receiver the system will over-ride your decision from Submit to Receiver to Refer to Your Manager/Supervisor.


Exercise – Prepare a funding transfer to move money between faculties and divisions (Receiver)

The following exercise will now demonstrate how to deal with Funding Transfers

that have been received by you in your workflow.



3. Click on Inbox, and highlight the workflow item sent to you from the Payer and

then click on Open in the “Actions for Task” in the task pane on the left hand

side of the screen.

4. The document will contain the expenditure side of the transaction in the header;

you are now required to enter the project you wish to receive the funds into.

Dissections

Ldg

Code:

Select Ledger Code

Account

Number:

Build the account number – this is the account you‟ll be transferring money

into

Natural Account: should be the same as that used in the header – i.e.


10500 or 10510. Int/Ext Indicator: should be 1

Project

Description:


Account

Description:




Amount: Enter the amount you want to transfer into this account. In this

instance we will be transferring the full $2500 into the one project.

On this type of document while you can only have one debit

dissection (in the header) you can have multiple credit dissections if

you wish to disperse the income amongst several projects.

Remember that the amount that you are entering is a credit therefore

a negative amount.

7. Repeat this process to add additional lines.



9. When you have finished filling out the credit side of this document it needs to be

approved. From the Document file Actions pane on the left-hand side of the

screen select Approve.







Exercise – Prepare a CAPS Transfer

School of Earth Sciences has received 3 x $50 cash payments from students to top

up their CAPS accounts. The school needs to have the $50 credited to each of the

students‟ CAPS printing cards by preparing a CAPS Transfer to debit the school‟s

nominated project.



3. From UTAS Internal Purchases click on CAPS Transfers

Header



Period: Defaults

Dissections



On a CAPS Transfer the natural account used on the debit side

must be 36200 (External Printing). The internal/external indicator

must be 0 as we are receiving funds from an external source

(students). A workflow error will occur on Submit if a different


natural account or indicator is used.

Project

Description:


Account

Description:




Amount: Enter the amount that a single student has paid remembering that

this entry is a debit therefore a positive number.

Activity: This is an optional field. If your budget centre uses activity codes

you can choose to select an appropriate activity code from the list

available by clicking on the magnifying glass.

Student/Staff

ID or CAPS

Acct:

Enter the Student or Staff ID number. If the account to be topped up

is a group account number.

Narrative : Explain the purpose of the Document (e.g. CAPS Credit Feb 11).

Include the student/staff name or group account name. You can use

all three narrative fields if required. Each field is limited to 40

characters.

4. Repeat this process to make multiple entries in your journal.

5. When you have completed entering all the dissections in your document you

will need to submit it for processing.

6. From the Document file Actions pane on the left-hand side of the screen select

Submit.

You will receive a warning that the document contains 1 error.






A workflow operation window will appear that informs you that the

document will be allocated to the CAPS_DOC Work Pool. You may

wish to type a message in the comments box however this field is

optional.

When the document is picked up from the CAPS Pool the balancing

side of the document will be entered. The specified amount will then

be allocated to the respective student/staff account.


Exercise - Prepare an ITR Product Request (Purchaser)

Scenario

Your supervisor has asked you to purchase outright (not on ITR lease scheme) a

new desktop for a new employee that will commence shortly.

To decide the desktop required you will need to access the IT website and review

the catalogs available from Procurement section. When you have made your

decision make a note of the product code that you wish to purchase outright.

If you wish to purchase equipment through the lease scheme contact the IT service

desk.



9. From UTAS Internal Purchases click on ITR Product Request

Header



Period: Defaults

Dissections




As you are entering the expense side of the transaction (Debit) the

indicator must be a 2.

Account

Description:


Item Code: Type in the item code that you noted from the IT Catalogue on their

website or click on the magnifying glass to select the item from the

list in TechOne. Click on the blue link in the Rate Code column to

populate the item code field.

Note: The product list in TechOne is grouped by product type.

Click on the + symbol next to the product type to open the group.


Rate: Defaults when item code is selected

Units: Enter the number of units required

Amount: Defaults when item code and units are selected

Activity:

Optional field. If your budget centre uses activity codes click on

the magnifying glass and select an appropriate code.

Job

Description:

Enter the item being purchased (e.g. Dell Optiplex desktop with

24in monitor). Note: The Product Description field does not carry

through to project reports/enquiries. If you do not enter a Job

Description anyone enquiring on this project will not be able to

determine what has been purchased. This field is limited to 40

characters.

Job

Description

cont:

Enter further details of the item being purchased if required. This

field is limited to 40 characters)

Item

Location:

Enter the location where the item is to be installed/delivered (e.g.

Rm 318 Level 3 Corp Serv Bldg/Sandy Bay)

Requested

for:

Enter the name of the staff member that you are purchasing the

equipment for (the asset number is assigned against this person‟s

name).

10. Repeat this process to request multiple items on your ITR Product Request.

11. Attachments can be added if required.






shared drive to be accessible through TechnologyOne. You will not be able

to retrieve files from your desktop or C: Drive.

11. When you have completed entering your dissections in your document you

need to submit it for processing.

12. From the Document file Actions pane on the left-hand side of the screen select

Submit.

You will receive a warning that the document contains 1 error.





If the document is above your financial delegation:

If the document is above your delegation the system will over-ride your

decision from Submit to Refer to someone Else. A workflow

operation window will appear. The Assign next user field will

automatically populate with your default approver but you can use the

magnifying glass to select an alternate approver if appropriate.

If the document is within your financial delegation:

If the document is within your delegation a workflow operation window

will appear that informs you that your document will be allocated to the


ITR_PURCH Pool (IT Procurement). You may wish to type a message

in the comments box however this field is optional.

When the document is picked up from the ITR Purchase Request Pool

the balancing side of the document will be entered and the order

processed by ITR Procurement.


Exercise - Prepare an ITR Product Request (ITR)

Scenario

A supervisor has asked an Admin Officer to purchase a new desktop outright for a

new employee that will commence shortly. The Admin Officer has prepared and

ITR Product Request and Workflowed it to the ITR Purchase Request Pool for

action.



3. Under Workflow Views in the task pane on the left hand side of the screen click

on the + next to Pools then select ITR Purchase Request

4. From the list that populates to the right, highlight the workflow item sent to you

by the purchaser.

5. Click on Open in the “Actions for a Task” in the task pane on the left.

6. The document will contain the expense side of the transaction. You will need to

confirm the income side of the transaction (against an ITR Project). Begin your

dissections on the line(s) below the expense dissections.

Dissections




There are specific natural accounts for ITR recharge income. Use the

magnifying glass next to Natural Account to find the appropriate

income code. In this case it will be 18405 ITR Hardware Recharge

Income. You will need to use an indicator or 1 for internal income.

Account

Description:


Item Code: Select the same item code from catalogue as the purchaser has

selected or type the same item code into this cell

Rate: Defaults when item code is selected

Units: Enter a negative number of units that corresponds with the purchaser‟s

selection

Amount: Defaults when item code and units are selected. The amount is a

credit so should have a minus sign before it.

Activity: Optional field

Job

Description:

Enter the item being purchased (e.g. Dell Optiplex desktop with 24in

monitor). Note: The Product Description field does not carry through

to project reports/enquiries. If you do not enter a Job Description

anyone enquiring on this project will not be able to determine what has

been purchased. This field is limited to 40 characters.


Job

Description

cont:

Enter further details of the item being purchased if required. This field

is limited to 40 characters)

Item

Location:

Enter the location where the item is to be installed/delivered (e.g.

Rm 318 Level 3 Corp Serv Bldg/Sandy Bay)

Requested

for:

Enter the name of the staff member that the equipment has been

requested for.

A useful tip is to use the full stop (.) followed by the tab key to populate the fields as they were in the previous row.



14. When you have finished filling out the credit side of this document it needs to be

approved.

From the Document file Actions pane on the left-hand side of the

screen select Approve (you may also choose to click Reject if you do

not accept the request).

15. On approval most documents continue on to the Fin Post Pool to be review by

Financial Services. When a document is directed to the Fin Post Pool a




General Ledger - University of Tasmania

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