Inter-Department Request

Finance Subsystem – Integrator 3

Adapt IT Business Solutions

INTEGRATOR 3 – TRAINING MANUAL

Inter-Department Request


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No part of this document may be reproduced or transmitted in any form or by any means, electronic, electrostatic, magnetic tape or mechanical, including photocopying, recording, or by any information storage and retrieval system, without permission in writing from Adapt IT - Business Solutions or an authorised representative of Adapt IT - Business Solutions.

First edition: September 2015

Second edition: January 2016

Adapt IT - Business Solutions

PO Box 25168 Monument Park

0105 South Africa

Fax: +27 012 460 5337

Email: [email protected]

Website: www.adaptit.co.za

http://www.adaptit.co.za/


Contents

How do you use this workbook? 4

Icons used ......................................................................................................................... 4

Need help? ........................................................................................................................ 5

How to Login to the Finance iEnabler for the first time without a PIN: 6

Requesting Department: How to create an Inter-Department Request 8

STEP 1: Create/Maintain IDR (Role: Requestor) ............................................................... 8

STEP 2: Add scanned or emailed documents (Role: All) ................................................. 11

STEP 3: Adding detail on the the Inter-Departmental Request (Role: Requestor) ........ 16

STEP 4: Maintain and Inter-Department Request (Role: Requestor) ............................. 18

STEP 5: Query Inter-Department Request (Role: All) ..................................................... 20

STEP 6: Copy IDR (Role: Requestor) ................................................................................ 21

STEP 7: Requesting Department IDR Funds Control (Role: Accountant/Payment Verfier) ............................................................................................................................ 25

STEP 8: Requesting Department Approval (Role: Cost Centre Approver) ...................... 27

STEP 9: Supplying Department Approval (Role: Supplier) .............................................. 29

STEP 10: Supplying Department: Partial Rejections (Role: Supplier) ............................. 31

STEP 10.1: Requesting Department: Partial Rejections (Role: Requestor) .................... 32

STEP 11: Requesting Department: IDR Post Funds Control (Role: Accountant/Payment Verifier) ........................................................................................................................... 33

STEP 12: Requesting Department: IDR Post Approval (Role: Cost Centre Approver) .... 35

STEP 13: IDR Normal (Query) (Role: All) ......................................................................... 37

STEP 14: IDR – GL Generation ......................................................................................... 39

Glossary 41


4

How do you use this workbook?

This workbook is intended to help you the learner/user to achieve a clear understanding of the Inter Department Request.

Icons used

The following icons have been used for easy reference:

Activity Assessment Assignment Case study Discussion

Group activity

Outcomes Reading Help Note it!

Tip Study skills Summary Terminology Time

Please take note that not all icons may be used in this document.


5

Need help?

Is there a course web site address?

There is an online manual/help facility available on the system that the user can refer to.

Is there an email address for contacting a consultant?

Email may be sent to [email protected]

Where can they be located?

Corner Bushbuck Street and Squirrel Street.

Monument Park

0105

Fax: +27 (12) 460 5337

Telephone: +27 (12) 425 5600


6

How to Login to the Finance iEnabler for the first time without a PIN:

Open an Internet Explorer session

Type in the URL address or click on the icon provided by your IT department.

On web page, select the personnel button, and type in your personnel number assigned to you in {PBOP-1}

Click on the REQUEST A PIN BUTTON. The system will assign a unique pin to your user ID.

The following message will be displayed.


7

Check your normal email, because the system will send you an email to inform you about your pin number that was assigned to your user id. Now you can use this pin to login to the Finance iEnabler. You can also change the pin number that was awarded to you by doing the following:


8

Requesting Department: How to create an Inter-Department Request

STEP 1: Create/Maintain IDR (Role: Requestor)

Click on the drop down folder named “Internal Department Request”

Go to Create/Maintain IDR link to access the following screen:

Click on Create/Maintain IDR on the left hand side.

The following screen will open on:


9

Click on “Create New Document”


10


11

STEP 2: Add scanned or emailed documents (Role: All)

Should you wish to upload any documents, for example Graduation Ceremony invite to support the request, the following should be done:

Click on the blue here so that the navigation menu can be displayed.

Click on the “View/Upload – IDR Requests”. The system will not allow you to attach any electronic documents, it must be in the format as stipulated by the Universities setup of the DSR ie.pdf. It could be scanned or emailed documents that you have received.

The following screen will be displayed once the “View/Upload – IDR Requests” is selected.

Click on the “Upload Document” button to access the following screen:


12

The user is allowed to browse for the file that he/she would like to upload.

Click on the browse button, and select the file that you would like to upload. This is similar to adding attachments to emails. After you have selected the file to be uploaded, the system will bring the user back to the document upload screen.


13

Click on “Save” to save the document.


14

The system will notify the user whether the process was successful.

More than one document can be added to a request. Should you wish to add more documents; the process can simply be repeated.


15

When finished uploading relevant files; click on “Close” button to go back to the main screen and to proceed with the creation of the IDR.


16

STEP 3: Adding detail on the the Inter-Departmental Request (Role:

Requestor)

Click on the list of values (LOV) so that the valid details can be displayed eg. “From departments”.

Note: Only Departments that you have been linked to will be displayed.

The following screen will be displayed.

Complete the Document Detail and Item Detail fields as illustrated below:


17

Document Classification:

Refers to the Document type of request

Select between the two values i.e. Maintenance and Services.

Item Classification:

Refers to the Line Item type of request

Select between the two values: ie. Service and Maintain.


18

STEP 4: Maintain and Inter-Department Request (Role: Requestor)

The user can at any stage save their work and exit from the Finance iEnabler. Whenever the user wants to proceed he can click on “Create/Maintain IDR” to proceed with processing on the IDR. Only documents in status “processing” can be found on maintain request.

The details of all items added to the IDR will be displayed on Document and Item Detail screen.

You may now add or remove items as desired.

Click on the Save button to save the changes made.

Click on the complete button.


19

YOU HAVE NOW COMPLETED YOUR FIRST INTER-DEPARTMENT REQUEST!!!!


20

STEP 5: Query Inter-Department Request (Role: All)

Click on the Query IDR option on the left window pane. With this option the user can query the request throughout its life span. The user is able to view the current status off the request.


21

STEP 6: Copy IDR (Role: Requestor)

Click on Copy IDR on the left hand side. This option creates a new request from an existing request, where the status on the requisition is complete. It allows the user to add item information to the newly created request. The user has a choice between entering a specific IDR number, if known, and search by a specific requisition classification. After you have entered the department number, click on search. The following should appear on the screen:

Click on the document number and you will have two options available, being, “Create IDR Document from Document ‘xxxx’” and “View Document Detail”

Clicking on “View Document Detail” will help select the document the user requests to copy:

The information that will appear will be greyed out:


22

After verifying the document needed for copy, click the return key. The first option “Create IDR Document from Document ‘xxxx’” can now be selected for copying the selected document.

After the program has copied the Item information into the newly created request, it will navigate the user to the Item Detail screen. Click on the IDR number in question and use the ‘here’ to add more items or to complete the requisition. The user can now apply changes, add more items or complete the document.


23

Click Save and the complete button.


24

You have now copied an existing IDR which will now be generated with a new IDR number.


25

STEP 7: Requesting Department IDR Funds Control (Role:

Accountant/Payment Verfier)

Click on “Approve IDR”

Once The user clicks on the “Approve IDR” link, all requisitions that the user is entitled to approve or reject, according to his/her restriction set-up will be displayed.

Click On The Relevant Requisition Number

Select the blue IDR number on the left column that needs to be approved.

The following information is displayed on the screen:


26

In the grey line – Document Number, Status of the requisition, total value of the request.

The detail of the request is displayed, including Item classification, Origination user, the cost centre that will be debited, the Account that will be debited, the Credit Cost centre, Account, GL Note, the Level of Approval, Approval Status and the Item amount.

You will notice that that the Credit Account is blank/null which will be explained later on in the User Guide.

On the Approval Status, a drop down menu is available, where the user should indicate what the status of the request should be. The status can be changed to either accept or reject.

Accept: Should the user select “Accept” the status of the request will change to Department/Cost centre holder for Approval.

Reject: Should the user select “Reject” the document will proceed no further.


27

STEP 8: Requesting Department Approval (Role: Cost Centre

Approver)

Click On The “Approve IDR” Link

Once the user clicks on the “Approve IDR” option, all requests that the user is entitled to approve or reject, according to his/her restriction set-up will be displayed.


Select the blue IDR number on the left that needs to be approved.

The following information is displayed on the screen:


28



You will notice that the Credit Account in blank/null which will be explained later on in the User Guide.


Accept: Should the user select “Accept” the status of the request will change to Supplying Department for Update and Approval.



29

STEP 9: Supplying Department Approval (Role: Supplier)

Click On The “Supply IDR” Link

Once the user clicks on the “Supply IDR” option, all requests that the user is entitled to approve or reject, according to his/her restriction set-up will be displayed.






30

You will notice that the account and amount can now be updated. The Supplying Department can now select which account must be credited.


Accept: Should the user select “Accept” the status of the request will change to Post Funding for update and approval.



31

STEP 10: Supplying Department: Partial Rejections (Role: Supplier)

If for some reason the Supplying service cannot perform one off the line items requested; this is referred to as a “partial rejection”.

Click On The “Supply IDR” Link

Once the user clicks on the “Supply IDR” option, all requests that the user is entitled to approve or reject, according to his/her restriction set-up will be displayed.





32

The requesting user will be notified by an email that an item/s has been rejected.

STEP 10.1: Requesting Department: Partial Rejections (Role:

Requestor)

The requesting user must login and select “Partial Rejections”

The requesting user must now decide whether or not to proceed with this request.

Cancel = Will cancel the entire IDR

Continue = The IDR will proceed with the item/s that have been approved.


33

STEP 11: Requesting Department: IDR Post Funds Control (Role:

Accountant/Payment Verifier)


Once The user clicks on the “Approve IDR” option, all requisitions that the user is entitled to approve or reject, according to his/her restriction set-up will be displayed.



In the grey line – IDR Number, Status of the requisition, total value of the request.


34



Accept: Should the user select “Accept” the status of the request will change to Department/Cost centre holder for Approval.


NB: You will notice that only one line item is now sent for approval!!!


35

STEP 12: Requesting Department: IDR Post Approval (Role: Cost

Centre Approver)


Once the user clicks on the “Approve IDR” option, all requests that the user is entitled to approve or reject, according to his/her restriction set-up will be displayed.


Select the blue IDR number on the left that needs to be approved.



36



Accept: Should the user select “Accept” the status of the request will change to Supplying Department for Update and Approval.


The Approver is now being requested to approve only line items accepted by the Supplying Department.

If this request is approved, the IDR will be effected in the General Ledger.

NB: You will notice that only approved line items are now sent for approval.


37

STEP 13: IDR Normal (Query) (Role: All)

Click on the QUERY IDR option on the left hand side. In this option the user can query the IDR throughout the life span of the Query Requisition.

Upon completion of the relative search criteria, a list will be displayed as follows:

Select the relevant IDR number in question by selecting the document number (highlighted in blue)


38

The document in question will be displayed by clicking on “Status Qry” to the far right.

The user will now be able to trace through the IDR in question from the start (processing) of the IDR to completion (Normal).


39

STEP 14: IDR – GL Generation

The effected GL Journal will be reflected in the General Ledger.

Debit Cost centre

Credit Cost Centre


40


41

Glossary

Term Definition

Field A box on the screen that displays numeric or alphanumeric information, or permits numeric or alphanumeric information to be entered.

List of Values A list of codes (numeric or alphanumeric) accessible through menus in certain fields.

Note: Is represented by an ellipsis or at the end of the field.

Output The displayed or printed result by which information is requested from the database through a query or entered search criteria.

Record A data structure composed of one or more fields.

Report The displayed or printed output resulting from report criteria used to generate a report.

Report query Criteria used to search the database so that a report is generated.

Screen All that relates to data can be displayed or entered in fields in one or more blocks.

Maintain Create, Capture, Insert or Enter Records

Delete, Purge Records

Update, Change or Rectify Records

Utilise Query, View, Understand or Use Information

Verify Check, Control, Confirm or Validate Information

Analyse Interpretation

Applying of processes

Examine, Investigate, Consider, Evaluate or Scrutinise

Copy Duplicate

Documents

Inter-Department Request