TechnologyOne Financials - University of Tasmania, …

1 Revised on: 28th July 2011 TechnologyOne Financials Overview, Navigation and Shortcuts Training guide for end users TechnologyOne Financials Overview, Navigation and Shortcuts training for end users This training manual describes how to navigate within TechnologyOne Financials (T1). It explains key terminology that may be used during future training sessions. T1 is an extremely customisable product and so the help provided online is generic in nature. This document provides information that is specific to UTAS s workplaces and tabs; however, for further information and examples select Help > Help on Window (or press F1) any time.

2 The Assistance screen becomes available; in it you can: search for key information follow hyperlinks to key topics. TechnologyOne Financials Overview, Navigation and Shortcuts training for end users Contents About TechnologyOne Financials (T1) .. 1 General Ledger in T1 .. 1 What you ll be doing in T1 .. 1 Navigation .. 3 Workplaces .. 4 Header links .. 5 Home Portal .. 7 Tabs .. 8 Functions .. 9 Grid Functions .. 11 Options .. 12 Task panes .. 13 Button bar .. 14 Side bar .. 15 Favourites .. 16 Search .. 17 Errors and Warnings .. 18 Document File Errors.

3 18 Workflow Rule Errors .. 19 Document File Release .. 20 Other quick links and information .. 22 Keyboard shortcuts .. 24 Dates .. 24 Using Paste Special to copy data during data entry .. 24 Fast keystrokes .. 24 TechnologyOne Financials Overview, Navigation and Shortcuts training for end users 1 About TechnologyOne Financials (T1) General Ledger in T1 There are four ledgers in T1: General Ledger (GL) Operational Ledger (OP) Research and Trust Ledger (RT). Salaries and Wages Ledger (SW) Most users will only be required to access the OP and RT Ledgers.

4 The operational ledger is a periodic ledger which contains projects that are operational in nature. This ledger closes at end of financial year. When you search for information in this ledger you need to specify the year you re interested in. The Research and Trust ledger runs in perpetuity and contains projects that are for research or trusts, or require whole-of-life reporting. Projects in this ledger may have specific contractual obligations. The Salaries and Wages Ledger is populated from the HRMS system and contains payroll costs and staffing information.

5 This ledger is not readily available to all staff and access needs to be requested and signed off by your manager. What you ll be doing in T1 Transaction Processing In T1, you will be able to: raise your own purchase requisitions approve supplier invoices raise customer invoice requests raise UTRANS and Funding Transfers process Correcting Journals Reports and enquiries make finding up-to-date data easy In T1 there s a difference between a report and an enquiry. If you re looking for information about a transaction you need to run an Enquiry in the Project Enquiries tab or Other Enquiries tab.

6 If you are looking for balances/funds availability on a Project you will need to run a report in the Admin Reports tab. TechnologyOne Financials Overview, Navigation and Shortcuts training for end users 2 Information on transactions is easily accessible within T1, and online enquiries offer many options for searching for data (refer to the section titled Perform a project enquiry for further explanation). No transaction reports will be provided (unless specifically requested where data isn t easily accessed by the online enquiry function). To enable you to perform the above activities you will need to understand how to navigate around T1 and use the enquiry and reporting functions.

7 TechnologyOne Financials Overview, Navigation and Shortcuts training for end users 3 Navigation T1 is Windows based so with a little knowledge of the data held in the system you should be able to navigate easily. You ll get your own login to T1 this provides you with your own Workplace and a range of tasks that you can perform, such as creating purchase requisitions, raising invoices and approving invoices. Some people might have more than one Workplace (if they perform more than one role). TechnologyOne Financials Overview, Navigation and Shortcuts training for end users 4 Workplaces When you log in to TechnologyOne Financials , you ll be logged in to your default Workplace and you ll see the Home Portal screen.

8 A user may have a number of Workplaces but there will be one that you will use primarily to transact or access data. The workplace in this example is the UTAS Admin Officer. The Workplace name is found at the top right-hand side of the screen. The UTAS Admin Officer Workplace will allow most users to perform all their activities required, including: raising Purchase Orders requesting Customer Invoices internal University Transactions enquiring on data running reports managing Workflows. TechnologyOne Financials Overview, Navigation and Shortcuts training for end users 5 Header links If you have access to more than one Workplace, you can access any other workplaces available to you through the My Workplace icon in the Header links (just above the Home Tab).

9 This will return a menu in which a selection to another workplace can be made. Click on the hyperlink to open the relevant workplace. Most users will only see one workplace. This will vary depending on the area of the University you work in. Other header links are: My Reports and Files where you can retrieve recently run reports. Announcements these are messages that are sent to you by o the System Administrator and o the Distributed Processor when you have processed a job Reminders you can create a reminder of tasks you need to perform in the system TechnologyOne Financials Overview, Navigation and Shortcuts training for end users 6 Preferences allows you to specify certain setup options in your own login, such as o General: Tick Show advance filter criteria Remove tick from Show lead-thru tips on important/complex fields o Job Processing.

10 Tick Use logical printer instead of Windows default wherever possible Set Default Logical Printer . Set this to a printer in your area that has been set up for use with T1. This printer will be used for all jobs run under the Distributed Processor If you cannot find a printer in your Department that is available in the pick list, please contact the T1F helpdesk with printer details and they will organise setup. Please Note: It is ITR policy to set up one dedicated T1 printer only for each area. They do not set up individuals office printers for use with T1.