ECISD
2015-2016
Business
Applications
Manual
Information Systems
TABLE OF CONTENTS
INTRODUCTION ... 1
INFORMATION SYSTEMS-BUSINESS OPERATIONS ... 3
SECTION 1: MUNIS LEAVE REQUEST SYSTEM (EMPLOYEE SELF SERVICE)... 4
LOGIN ... 4
ENTER A REQUEST FOR TIME OFF ... 5
CANCEL REQUEST / ADD TO CALENDAR ... 9
LOGOUT ... 9
UPDATE EMERGENCY CONTACTS ... 10
EMPLOYEE SELF SERVICE (ESS) TIME OFF APPROVER ... 11
Review An Employee’s Time Off Request ... 11
Approve Time Off Requests Through Employee Self Service (ESS)... 13
Review An Employee’s Leave History ... 14
Approve Time Off Requests Through E‐Mail ... 17
SECTION 2: MUNIS SQL REPORTS ... 18
ACCESSING MUNIS SQL REPORTS MANAGER ... 18
RUNNING REPORTS ... 19
INTERACTIVE SORTING ... 21
CALENDAR PROMPTS ... 22
CLOSING THE SQL REPORTS MANAGER PROGRAM ... 22
SECTION 3: MUNIS 101 ... 23
USING MUNIS ... 23
Permissions and Security ... 23
Munis Menus ... 23
Programs Tab ... 24
Standard Screen Features ... 25
Ribbon and Menu Options ... 26
Keyboard Shortcuts ... 28
Finding Records in Munis ... 29
Using Wildcard Card Characters in Searches ... 29
Managing Selected Records ... 31
Reports ... 34
Tyler Content Manager ... 34
SECTION 4: ACCOUNTING DEPARTMENT ... 36
GENERAL LEDGER ACCOUNT INQUIRY ... 37
Finding an Account ... 37
Viewing the Data ... 39
Account Lists with Balances ... 41
BUDGET PROCESSING ... 43
Budget Transfer/Amendment ... 43
Search For A Budget Transfer/Amendment ... 47
Approve Budget Transfers/Amendments ... 47
Budget Amendment Status Codes ... 47
STUDENT ACTIVITY PROCESSING ... 48
Receipt Activity Transaction ... 48
Disbursement Activity Transaction ... 54
Purchase Order Activity Transaction... 59
Approve Student Activity Purchase Orders ... 63
SECTION 5: PURCHASING DEPARTMENT ... 64
IMPORTANT PURCHASING DATES TO REMEMBER: ... 64
PURCHASING REQUISITION ENTRY-PURCHASE ORDER ... 65
Overview ... 65
Prerequisites ... 65
Enter a Requisition to a Vendor ... 65
Enter a Requisition to the School Warehouse ... 70
Status Change ... 74
Search for A Requisition ... 74
Update a Rejected Requisition ... 75
Approve Requisitions ... 75
Requisition Status Codes ... 75
SECTION 6: PAYROLL DEPARTMENT ... 79
IMPORTANT PAYROLL DATES TO REMEMBER:... 80
MINUTES CONVERSION SHEET ... 82
IMPORTANT INFORMATION FOR LEAVE AND PAY ... 83
Basic Payroll Steps: ... 83
Types of Batches ... 84
CREATING SUBSTITUTE/PART TIME PAY (PAYROLL 7) ... 85
Add long term pay, magnet pay or long distance pay to a sub ... 90
CREATING MONTHLY LEAVE BATCH (PAYROLL 6) ... 91
RELEASING A BATCH ... 95
PROOFING A BATCH ... 95
APPROVING A TIME ENTRY BATCH ... 95
SECTION 7: HUMAN RESOURCES DEPARTMENT ... 99
CAMPUS/DEPARTMENT CANDIDATE REVIEW AND RECOMMENDATION PROCESS ... 100
Review Candidates ... 100
Recommend Candidates: ... 104
Search For A Pending Applicant Record: ... 105
Search For An Applicant Using Applicant Master ... 108
1
INTRODUCTION
Tyler Munis is the software which Ector County ISD conducts their day to day business needs.
This manual will provide you with helpful information and instructions on how to perform your day to day functions in Munis, which include how to submit a
requisition, enter supplemental pay, how to look up candidates for job openings, how to enter a service request and much more.
3
INFORMATION SYSTEMS-BUSINESS OPERATIONS
CONTACT INFORMATION
Director of Information Systems/District PEIMS Coordinator
Heather Potts 456-9729
Secretary to Director of Information Systems
Melinda Compton 456-9729
Information Systems-Business Manager-Finance
Roxxie Barreno 456-5238
Business Analyst-KRONOS Joan Altendorf 456-5237
Business Analyst-Payroll Lani Clark 456-9724
Business Analyst- Human Resources Susie Chasco 456-5239
4
SECTION 1: MUNIS LEAVE REQUEST SYSTEM (EMPLOYEE SELF
SERVICE)
The Munis software system is by all full time district employees.
LOGIN
Go to Employee Self Service. This can be accomplished by one of the following methods: Method A (Method A can be used from within and from outside the ECISD network. This
method will be used by the majority of ECISD employees.)
Method B (Method B can only be used from within the ECISD network by employees who
have log in access to Munis for financial, human resource or payroll responsibilities.)
a. Open the Munis software,
b. From My Favorites on your dashboard, click on Employee Self Services
1. Click the Log in button
a. Open Internet Explorer,
b. From the ECISD home page, click on For Staff, c. Now click on Employee Access Website, d. Click on the Employee Self Service link.
5 2. Click the log in link
3. On the Login screen, enter your User Name and Password. Then click Log in.
NOTE: Your User Name is your employee ID number with no leading zeroes. (12345)
The first time you log in, your Password will be oracle1. Upon first time log in, you will be asked to change your password to a new one and create a password hint. Your new
password must be a least 6 characters long and contain at least one numeric character; it is case sensitive.
ENTER A REQUEST FOR TIME OFF
1. Click on Employee Self Service. The Welcome to Employee Self Service page appears.
6 3. Click on Request Time Off.
NOTE:
The “*This is an estimate” message is part of the Munis software and does not reflect time entered in MUNIS TIME ENTRY.
4. The Request Time Off page displays in a calendar format. Click <<Previous Month or Next Month>> to select from other months in the calendar. Each of the four steps in the Request Time Off process are described at the top of each page.
5. Click on the date/s you wish to request off. The date box will highlight to yellow when selected. (Click on the date again to deselect it.)
NOTE: Step 1 in the process is to select the date/s. You will be asked on the next screen during Step 2 to select a leave type. The leave type selected will be applied to ALL dates selected in Step 1. You cannot apply different leave types to a date range of requested days.
If you plan to use different leave types for different dates in a date range being requested, you should only select one date at a time in Step 1.
Step 1 of 4: Select Dates
7 7. Select the leave type for the time off you are requesting.
Step 2 of 4: Select Type
8. Then click Continue.
9. If the amount of leave you are requesting is for only a half day, change it at this time by highlighting the 1.00 and typing .50.
Step 3 of the Request Time Off process is the verification of the amount of the day being requested. The screen defaults to a full day (1.00).
Step 3 of 4: Partial Day Requests
10. Then click Continue.
11. In Step 4 you will verify the details for the time being requested, Click change to return to Step 1 to make changes to the request.
8 12. Although the comment field is not required, you can click Comment to add details or a brief
explanation to this request. If a comment is entered here, it will display with the request to the Time Off Approver indicated at the bottom of the screen. No reason code will be selected.
NOTE: The comment field can be used to indicate whether the absences was taken in the A.M. or the P.M.
Step 4 of 4: Additional Information
13. Click Make Request to submit your leave request, or click Cancel to cancel the request and return to Step 1.
14. The approver will immediately receive an e‐mail with a link to your Time Off Request.
15. When the requestor takes action on the time off request, you will receive an e‐mail indicating whether the request was approved or denied.
9
CANCEL REQUEST / ADD TO CALENDAR
1. After you submit your request, the program will automatically bring you to the My Request screen. The details of the Time Off Request will display on the screen with the Status of the requested time.
NOTE: If you previously entered your leave and would like to cancel a request or add it to your calendar, Click My Requests from the left side after logging in to ESS again.
2. Under the Options column, two links are available in the lower right hand corner:
3. Cancel will cancel this request. NOTE: Once leave is no longer pending approval, it cannot be cancelled.
4.
Add to Calendar will export the request to your Outlook calendar.
LOGOUT
1. To log out of MSS, click on your name in the upper right hand corner of the screen.
10
UPDATE EMERGENCY CONTACTS
All employees must enter the emergency contact information into ESS.
1.
After logging into Employee Self Service, click on Personal Information2. Click on Add Emergency Contact.
3. Enter the emergency contact information. Although Relationship is not a required field, please select a relationship from the dropdown box choices of Child, Other or Spouse.
11 4. Click Update. The program returns you to the Personal Information screen.
5.
Add additional contacts by following Steps 2 – 3 again.
EMPLOYEE SELF SERVICE (ESS) TIME OFF APPROVER
The MUNIS software system is utilized by all employees to request time off.Review An Employee’s Time Off Request
1. Log In to ESS
2. Click on Employee Self Service. The Welcome to Employee Self Service page appears. As an approver, this page, the “landing page,” displays a notice when there are time off requests that require your attention.
12 3. At the bottom it also shows a list of time off information for employees for whom you are the
time off approver, including a graphical summary of each employee’s leave balances.
4. To review a time off request you will need to access the Manage Time off Requests page. You may navigate to this page through the menu option Time Off or by clicking on the notification link at the top of the Welcome page. As an approver, you will find the extra options of Employee Requests and Employee History under the Time Off menu option. 5. Click on time off requests.
13
Approve Time Off Requests Through Employee Self Service (ESS)
1. If you wish to navigate anew to this page from your login to Employee Self Service (ESS), use the following menu thread
Employee Self Service > Time Off > Employee Requests.
2. The Manage Time off Requests page appears, displaying your employees’ requests and leave balance status. Details included with each request are Dates, Leave Amount, Leave Type, and Comments. We are not currently using the Leave Reason feature.
3. Options allow you to Approve or Deny the employee’s request or to Add the request to your Microsoft Outlook Calendar.
4.
NOTE: When you click on Approve or Deny, the employee will receive an e‐mail notifying him of your action. The e‐mail does not give you the option of including a comment, so you may wish to notify the employee by some other means or through a personal e‐mail when you have denied a request.
14 5. After the approver takes action on a request the page advances to the next request for
review.
Review An Employee’s Leave History
1. Click Employee History. If you wish to navigate anew to this page from your login to ESS, use the following menu thread
Employee Self Service > Time Off > Employee History.
2. The Employee History page displays leave balances and previous time off request records for an employee.
15 3. The Employee drop‐down selection allows you to see all of your assigned employees. To
review other employees’ records click on the name field or drop‐down arrow and then select a name from the list that is dropped down by clicking on it. Longer drop‐down lists may include a scroll bar at the right.
4. The Calendar view button enables you to view leave information for all your employees at once in a calendar format.
16 5. When you click on Calendar view, the Time Off Calendar provides you a graphical summary
of all time off requests for the year. You may graphically view which days were requested in any month by hovering over the month bar with your mouse and expanding the month by clicking on the >> button that will appear at the top of the bar. The days of the week values are for year‐to‐date, the number of times that day of the week was requested off. Details of which employee took that day off may be found by clicking on the day of the week.
17
Approve Time Off Requests Through E‐Mail
When an employee submits a request for leave you will receive an e‐mail notification.
This e‐mail contains the request details and a hyperlink that will allow you to View the employee’s Outstanding Requests. It also provides you with links to directly Approve or Deny the request. If you click on the View link you will be taken to the login page for ESS, and you will need to login before ESS takes you to the Employee Requests page.
If you click on Approve or Deny to take action on the request directly from this e‐mail you need not
login to ESS, although you will be directed to the ESS login page verifying your action.
When you click on Approve or Deny, the employee will receive an e‐mail notifying him of your action just as would have happened had you made this action through your ESS login. As a reminder, the e‐mail does not give you the option of including a comment, so you may wish to notify the employee by some other means or through a personal e‐mail when you have denied a request.
18
SECTION 2: MUNIS SQL REPORTS
The SQL Reports Manager contains custom reports built by the Information Systems department for campuses and departments to run as needed. You have access to run any reports that are visible to you in the SQL Reports Manager folders. The SQL Reports Manager does not require any
additional login!
Note: The data shown on the reports is LIVE data.
ACCESSING MUNIS SQL REPORTS MANAGER
1. Start Internet Explorer2. From the “Favorites” menu, select the “MUNIS” folder and select “MUNIS LIVE”
Note: If you are using Internet Explorer 9, the “Favorites” button is the STAR button located on the right side of the screen (shown below). Click the STAR button to display the “Favorites” menu.
3. Select MUNIS SQL Reports listed under the “My Favorites” section of the dashboard:
4. Click the “Campus Reports” folder to view the standard reports you have access to.
Note: The screen below will display only reports and folders you have security access to view. Depending on your security access, you may see different folders than those shown below.
19
RUNNING REPORTS
The “Campus Reports” folder contains common reports that campuses/departments run (i.e. Employee List, Birthday List, etc.). The other folders are specific to departments (i.e. HR, Payroll, etc.)
1. Click on any report name to run that report. In the examples below, the 05 - Employee List report was selected to run a list of employees.
2. The report will take a moment to start running and then you will see a prompt at the top of the screen for you to select your Campus. Most people will only have one campus to select so click beside it to put a checkmark beside the campus you are running the report for. If you have multiple campuses, you can click one or more campuses or click “Select All” for all of your campuses.
3. Click the “View Report” button to generate the report after you have filled out any prompts at the top of the screen that require your input.
20 4. The report will run using the criteria you entered in the prompts and you will see the report on the
screen.
5. At this point you can print the report or save it to a PDF or Excel file by clicking the appropriate button on the toolbar shown below:
Note: If you are using IE 9 and you select the SAVE option shown above, the message shown below will appear at the bottom of the screen. Click the “OPEN” button to open the report in either Excel or Adobe. From there you can print or save the file.
Note: If you export to Excel and the report is set to page break on a group, each group will appear on a different sheet tab in Excel.
21 6. After you have saved or printed the report, you can navigate back to the Campus Reports or
Business folder by clicking the appropriate hyperlink at the top of the screen.
INTERACTIVE SORTING
Some of the reports have interactive sorting added to one or more of the columns. This allows you to sort the report by a different column after you run it instead of the default sort order.
1. After you run a report, note any columns that have interactive sorting available. They will have arrows displayed to the right of the column heading.
2. In the example shown above, click the arrow to the right of the “Birthday” column heading to sort the report in ascending Birthday order instead of Last Name order. The list is now shown in the new sort order.
22 3. To return the list back to the default sort order, click the REFRESH button on the toolbar above it. It now
returns back to the default sort order of Last Name.
CALENDAR PROMPTS
Some of the reports will prompt you to enter a date or a date range. You can use the calendar to enter the date(s) or you can type the date using the format shown in the prompt.
1. In the example below, the report has 2 prompts at the top of the screen to enter a Beginning and Ending Date range.
2. You can either type the date range in the format shown MM/DD/YYYY or click the calendar to select the date for each of the date range boxes.
3. Click the “View Report” button after you have the dates filled in to run the report.
4. After the report runs, you can either Save or Print the report using the buttons on the toolbar (see screen in Step 6 in previous section).
CLOSING THE SQL REPORTS MANAGER PROGRAM
1. Close the Internet Explorer browser tab or window.23
SECTION 3: MUNIS 101
USING MUNIS
Using Munis describes the features of the Munis® screen, ribbon, and standard menu options. It also provides keyboard shortcuts, and provides an overview of several of the features that enable you to efficiently manage information within Munis programs.
Permissions and Security
Permissions and security settings determine the programs and options available to individual Munis users. User permissions and security settings are typically determined by a user’s
responsibilities as they relate to using the Munis system. For example, a payroll entry person does not necessarily require permissions to access the Tax Billing programs. Permissions and security settings are maintained by ECISD Information Systems.
Munis Menus
In Munis, menus are available according to the security permissions granted to your user roles. Typically, permissions are granted according to need. For example, if your primary job is to enter timesheets in Payroll, you may not be able to see the System, Financials, General Revenues, or other menu options.
24 Menus are divided by Munis products (modules), and then by applications within those products. For example, Financials is a product, and Accounts Payable is an application within that product. Within an application, there are many programs
Programs Tab
The Programs tab on the Tyler Dashboard provides easy access to the Munis programs that you use frequently.
1. To add a program to the Programs tab, find the program in the menu and right-click
the program name.
25
3. Click the programs tab and the program is available. If the program you select is the first program in a Munis product that you have selected, the program creates a category for the program.
4. As you add more programs from different products, the program categorizes them as
well.
5. Use the Add a Category option to create user-defined categories in which you can
store program selections.
6. The Programs tab includes the Recent Activity category that displays the last ten
programs that you accessed from the navigation pane.
Standard Screen Features
The standard Munis program screen contains several working sections, including a ribbon, menu options, and a navigation bar.
Directly under the banner is the Munis ribbon. This ribbon contains groups of related buttons that allow you to perform various actions throughout Munis programs.
26
The work area for a Munis program is centered on the screen; the work area contains the fields required to complete program actions. Often, if there are numerous fields, the work area is divided into tabs, which sort the fields by intended use or purpose.
The navigation bar at the bottom of the screen allows you to move through an active set of records one record at a time, to move to the first or last record of the set, or to open
attachments. The browse button displays a list of all records in the active set.
The Menu group in the ribbon provides the program-specific actions available for a program. These options differ according to program as they may display additional screens for the selected program or they open other related programs. For programs that have multiple options, click the More arrow to view the complete list.
On-screen buttons provide access to information that is specifically related to the active record. For example, in the Vendors program, the Remittances, Comments, Performance, and
Commodity buttons all provide access to details specific to the selected vendor record.
Ribbon and Menu Options
The ribbon is your primary resource for performing actions within each program. In addition to the ribbon, there are menu and keyboard options available to help you use Munis programs efficiently.
27
The following table provides descriptions for the Munis ribbon groups and buttons. If a button is dimmed, the selection is not available.
Button
Description
Confirm
Accept
Accept saves information after you have created or updated a record. This button is often highlighted when adding, updating, or searching for records. Cancel
Cancel ends an operation, such as adding or updating a record.
Search
Search
Search finds records in a program. Search is often used to create an active set of records before proceeding to another step, such as printing a report, purging records, or posting invoices. In many cases, you can use wildcard characters
to further define a search.
Browse
Browse is available when an active set of records exists, or after an active set is created using the Find or Define buttons. The browse screen displays a list of all the records in the active set. You can sort, view, or export data from the browse screen. On a browse screen, the Excel button exports the data directly to a Microsoft® Excel spreadsheet. This functionality requires that you have Microsoft Excel 2002 or later on your workstation.
Advanced
Advanced provides advanced searching options. Click the down arrow to access the advanced options available in the active program.
Actions
Add
Add enters a new record into the database. When you click Add, entry fields become available with the cursor positioned in the first field. The program may place default values in fields to save you keystrokes, but typically you can
replace the defaults. You can move from field-to-field by pressing Tab or by selecting a field with the mouse. When the cursor is in a field, helpful information often displays at the bottom of the screen. Some fields have an additional help button that lists available field entries.
Update
Update adds data or changes existing data in a record. You can change data in any active field. Fields that are not active typically are part of the record key.
The key is the field or combination of fields that uniquely identifies the record from all other records. If you need to change data in a key field, you must delete the record and enter it again.
Delete
Delete removes the record currently displayed from the program. If the record is being used by another process, you cannot delete it. Once you delete a
record, you cannot recover it. Global
Global provides the option for updating or deleting multiple records at one time. Click the down arrow to access the global options available in the active program.
Duplicate
Duplicate creates a copy of data and creates a new record in the same program using the original data as a base. Once you duplicate data, you can
28
Output
Print sends a report directly to your default printer. Click the down arrow to display output options. In many instances, Output Options opens the Output
dialog box, which provides you with multiple print settings and options. If a program has specific output sort options or types, the program provides the appropriate options box when you click Output Options.
Text File
Text File saves a report to a file in the Munis spool directory. After saving, you can display or print the report from the Saved Reports program. You can
access Saved Reports by clicking Saved Reports on the Departmental Functions menu. To use the spool function from the File menu in a specific program, click Output and then select File under Output Type.
Attachments
Do Not Use! ECISD is using TCM for attachments.
Audit
Audit provides the audit history for the selected record.
Menu
The Menu group provides options specific to managing data in the active
program and options for accessing related programs. The options in this
group vary by program; for programs with multiple options, click the More
arrow to
view the complete list.
Return
Return closes the current screen and returns you to the previous screen of
the active program.
Keyboard Shortcuts
Keyboard shortcuts available within Munis programs include the following:
•
Press Enter to save information after you have created or updated a record.•
Press Tab to move forward to the next available field; press Shift+Tab to move back toa previous field.
•
Press Spacebar to clear or select check boxes.•
Press Spacebar to view options in a list. Use the Up and Down arrows to move throughthe options; press Enter to select an option.
•
Press Ctrl+[arrow] to move through the records in an active set:
Press Ctrl+Down Arrow to the move to the next record.
Press Ctrl+Up Arrow to move to the previous record.
Press Ctrl+Right Arrow to move to the last record in the active set
29
Finding Records in Munis
There are several ways to find existing records in Munis programs. Most commonly, click Search on the ribbon, complete available fields, and then click Accept to create an active set of records that match the search criteria. If you click Search, leave all the fields blank, and then click Accept, you create an active set of all records stored for that program.
For the most efficient search, be sure to complete the Key or Required fields on the screen. Key and required fields are identified by boldface labels
Using Wildcard Card Characters in Searches
Wildcard characters are symbols that you can use to refine your search criteria or to substitute for unknown values. You can include wildcard characters in boxes where you can type characters or numerals. For example, in a Name field, using a wildcard character such as an asterisk allows you to find all names that begin with “J”.
In this case, the program displays the first record in the active set of records matching the search criteria. Click Browse in the Search group of the ribbon to view a list of all results.
In programs such as the Bank Codes program, you can enter *Bank* in the Name field to find all records with the word “Bank” in the name. Using the asterisk before and after the word finds all banks, including those that begin with the word “Bank” (for example, Bank of America) and those that end with the word “Bank” (such National Bank).
The greater than and less than symbols are often used in date boxes when you are trying to find records before or after a certain date. For example, to find all records that have been added to a program on or since January 1, 2005, type >=01/01/2005 in the date box
30
The following table provides a list of wildcard characters and their descriptions.
Symbol Description
= is null
Use to find records that have a NULL in a field.
= or == equal to
Use to find records that are equal to the value typed in the box. For example, typing =ME in the State box finds records where the value equals ME.
< less than
Use to find records with a value less than the data typed in the box. For example, typing <L finds data from A–K.
<= less than or equal to
Use to find records with a value less than or equal to the data typed in the box. For example, typing <=L finds data from A–L.
> greater than
Use to find records with a value greater than the data typed in the box. For example, typing >L finds data from M–Z.
>= greater than or equal to
Use to find records with a value greater than or equal to the data typed in the box. For example, typing >=L finds data from L–Z.
<> or != not equal
Use to find records with values not equal to the data typed in the box. For example, typing <>1 finds all records where the value is not equal to 1.
<! less than ASCII (33)
Use to find records that have a space in a field.
: or .. range
Use to find records based on data between and including two limiting characters.
For example, typing A:C finds Alabama, Bermuda, California. Typing a:c finds apple, banana, coconut.
| or
Use to find records with this value or that value. For example, typing
Cash|Charge finds all records where the value equals Cash, if it exists, and all records where the value equals Charge, if it exists.
* wildcard
Use to find all records with the same sequential character string that begins, includes, or ends with an asterisk (*). For example, typing ARL* finds all records starting with ARL, such as ARLBERG, ARLINGTON, ARLON, and so on. Typing *H finds all records ending with H such as SMITH, WORTH, and so on.
?
single-character wildcard
Use to finds all records with the same sequential character string where only a
single-character differs. For example, typing A?C finds all records where the
value equals ABC, ADC, ACC, AEC, and so on.
31
Symbol
Description
[c]
a set of characters
Use to find all codes, as follows:
Start with N or T: [NT]*
Start in lowercase: [a-z]*
Start in uppercase: [A-Z]*
Use to find all two-character codes, as follows:
Start in lowercase: [a-z]?
Start in uppercase: [A-Z]?
Managing Selected Records
An active set consists of records with information matching your search criteria. You create an active set when you complete a search that produces multiple records that you can navigate and view.
At the bottom of a program screen, a navigation bar displays the number of the record that you are currently viewing, the total number of records, and options to assist you with navigation. You can view records in the active set one at a time or you can click Browse on the navigation bar to view a list of all records in the active set. In the following example, you are viewing record 1 of 5, and there is one document attached to the record.
To navigate the active set of records:
•
Click First to view the first record in the active set (record 1).• Click Previous to view record 1 of 5.
•
Click Next to view record 2 of 5.•
Click Last to view the last record in the active set (record 5).•
Click Search to create a new active set of records.•
Click Browse to view a list of all records in the active set.32
Browsing Records
Once you have created an active set of records within a Munis program, click Browse to display the collected data in a table format. You can sort the data, view or hide columns, export the data, or filter the data to create a more specific data set.
•
To view or hide columns, right-click the column headings. Select the columns containingdata you wish to view; clear those columns that you wish to hide. Click outside the heading list to display your selections in the revised format. When you create an output file or report from a browse screen, the output does not include columns that you have hidden on the screen display.
•
To sort the data, click on the column heading that you want to use as the sort key; thedata sorts in ascending order. If you click the column header again, the data sorts in descending order.
•
To resize columns, position your pointer at the bar between column headings and holdthe mouse button down while you drag the bar to the right or left.
Once you have the records selected and sorted as you wish, use the Preview, PDF, Print, or Text File ribbon button to view, print, or save a report of the records; click Word to export the records to Microsoft W ord or click Excel to export the records to Microsoft Excel.
33
Exporting Records
When you click Excel on a standard browse screen and you have Microsoft® Excel 2002 or greater, the program exports the active set of records to Microsoft Excel spreadsheet. The Excel spreadsheet includes a hyperlink to the record within Munis.
If you do not have the correct version of Excel, the program displays a message allowing you to save the file to your workstation
Filtering Records
The Munis browse screen includes a filter option that allows you to regroup the active set of data.
To filter data:
1.
Click the Filter button.2.
Enter filter data. Use wildcards such as the asterisk (*), less than (<) symbol, or greaterthan (>) symbol; use <> or != for 'not equal to'.
3.
Choose the field on which you wish to filter the data.4.
Click Go to execute filter.If you filter the data such that no records are found, the previous results remain on the screen, and the program displays the following message: "Clearing filter, no records found."
5.
Click OK to continue.NOTES:
•
Filters are not case-sensitive.•
Filter results are 'equal to' for date or numeric columns, and 'contains' for character columns (unless you include special characters such as >=).•
Totals, which can be any mix of sum, average, minimum, or maximum value, are recalculated for any filter.•
Format strings may obscure a column's true value, especially with 'float' types. For example, the true value might be 345.67, but the column might only show '345'. If you created a filter '=345', this record would not be included because the filter would see the true 345.67 value, even though the user would not, because of a format string with no decimals showing.34
•
The asterisk (*) wildcard character can be used with character columns. Using wildcardswith numeric or date columns is allowed, but may lead to unpredictable results.
Reports
In many Munis programs, you can create reports by searching for records and then using the Output ribbon options (Preview, PDF, Print, or Text File) to view, print, or save the report. If the Word or Excel buttons are active within a program, you can also export the report to a Microsoft Word document or Microsoft Excel spreadsheet.
When you select Preview, the program provides the report in HTML format with no page breaks.
Tyler Content Manager
Tyler Content Manager provides content management capability specific to Munis programs. It eliminates the shuffle of system-generated reports and forms by automatically transferring them into images for storage and retrieval from the Munis system. These forms and reports are instantly available and linked to your Munis application.
Tyler Content Manager provides optical character recognition (OCR) and full-text searching. The automatic indexing feature reduces the costs commonly associated with misfiling and retrieval. Each word is indexed for keyword searches so reports and forms can be accessed in seconds.
Using Tyler Content Manager, you can retrieve GoDoc images for activated modules. You can also send documents from Tyler Content Manager using Microsoft Outlook, and you can view related documents such as checks, invoices, and purchase orders associated with a purchase order number, or the 1099 and payroll check information related to an employee number.
To access Tyler Content Manager, click TCM on the ribbon. The program displays a list of the Defined Mappings screen.
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When fields in the Munis programs are mapped to Tyler content Manager and you open the content manager program, the program displays the TylerCM Document Explorer screen, which includes three information panes.
36
SECTION 4: ACCOUNTING DEPARTMENT
456-9709
Chief Financial Officer David Harwell
Secretary to Chief Financial Officer Lydia Valenzuela
Director of Finance Sherrill Watson
Secretary to Director of Finance Marlena Pointer
Accounting Supervisor Albessa Chavez
Special Projects Accountant Rebecca Widener
Finance Accountant Pam Caywood
Fixed Asset Clerk Sarah Harrison
Bookkeeper Regina Saenz
Clerk Nanette Swilling
Clerk Patty White
Clerk Kathy Smith
Clerk Kim Byers
IMPORTANT ACCOUNTING DATES TO REMEMBER:
Every Monday:
Student Activity Discretionary Check Run
Every Wednesday:
Accounting and Student Activity Check Run
Every Thursday:
37
GENERAL LEDGER ACCOUNT INQUIRY
The ECISD fiscal year begins July 1. The software identifies the timeframe between July 1 and November-December as the “next year” mode even though the year reflects the correct budget year. When the Finance Department closes out the financial data in November-December, the software will identify the mode as current year. As a result, the account inquiry functionality is different while we are in “next year” mode vs “current year mode”.
Finding an Account
Use the following steps to run the GL Account Inquiry program.
1. Open GL Account Inquiry (Please note that this screen can be found in several locations.)
Financials > Account Inquiry OR
Department Functions> Account Inquiry
2. There are two different search options: Using the Search Feather
Using Advanced Search:
NOTE: When in “next year mode”, Advanced Search is the only option you can use to export a list of your next year accounts and balances
Search Feature
1. Click on Find and enter your search criteria into any of the available fields.
38
Leaving all fields blank will search for all accounts for which you have permission to view.
2. After you have made your selection, click Accept to submit your search criteria.
NOTE: Once you have found the group of accounts or single account on which you would like to inquire, you may export a summary or a monthly report directly from the screen.
Advanced Search
1. Click on Advanced from the Search ribbon.
2. Then select Segment Find. Segment Find permits account selection on any account segment or segments. By clicking on the Advance button and selecting Segment Find you will open a new window in which you may search.
3. Click on Field Help to search this list of segments or enter the segment directly into the field. You may search using one or multiple criteria.
39
Viewing the Data
Header Data
Field Definition
Acct The full account number will display here. Each segment is typically separated with a dash. No access to this field. The name of the account will display here. No access to this field.
Acct Name
Account type If using basic find, select balance sheet, expense, revenue, statistic or leave blank to select all account types. Once data is found, displays the type of the account.
An account's status determines whether it appears on reports and if transactions can be posted to it. An Active status is the Status
40 normal status of most accounts. An account with an Inactive
status prevents all posting to that account without proper permission. The Closed status indicates that an account is completely closed to all input and only prints on those reports offering the option to print closed accounts. No transactions may be entered against it. An account will be designated as Closed if there has been no activity - other than budget activity if the fund is a multiyear fund - posted to it in the current year.
4 Year Comparison Tab
Shows the current fiscal year, the previous two fiscal years, and the next fiscal year.
Field Definition
Original Budget Adopted Budget at the beginning of the Fiscal Year
Transfers In Any budget transfers adding budget to the account. View account detail by selecting the folder.
Transfers Out Any budget transfers removing budget from the account. View account detail by selecting the folder.
Revised Budget Current Budget including any budget transfers.
Actual (Memo) The general ledger memo balance which includes posted and unposted items. View account detail by selecting the folder. Encumbrances The sum total of all open PO’s for the identified accounting period
View account detail by selecting the folder.
Requisitions The total amount of requisitions in status 4, 6, and 8. View account detail by selecting the folder.
Available Budgeted amount remaining in the account.
Percent Used Percent of the budget that has been spent, transferred out, or encumbered.
When you are using this field as Find criteria, enter the smallest percent used you wish to find. For example, if you enter 10, the program finds 10 and everything up to 100 percent.
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Account Lists with Balances
When working in next year mode, the only way to generate a list of accounts with balances is to use the export feature.
1. Click on the Excel button.
2. An option window appears, defaulting to Summary. Leave the Summary option for your selection.
3. Click OK.
42 5. Click on Select None from the ribbon. The check marks in the select column will all be
removed.
6. Now select only the following fields by double-clicking in the selection box to the left of each field: FULL ACCT ACCT DESCRIPTION NY_ORIGINAL_BUD NY_REVISED_BUD NY_MEMO_BAL NY_ENCUMB NY_REQ
NY_REMAIN_BUD (This field reflects your remaining budget amount.) NY_PCT_USED
7. Then click Save and Exit in the ribbon.
Note: Once you have selected the fields you want to appear on the Excel file and clicked Save and Exit, you will not have to repeat step 6 to select only these fields in subsequent inquiries. When the selections screen appears, you will simple click on Accept.
8. A Windows Internet Explorer window opens.
43 9. Save or Open the Excel file.
NOTE:
The default Excel settings create a file that prints on two pages. To avoid your budget
printing on two pages, make the needed adjustments to the file prior to printing.
Once you have extracted the Excel file, it is static data. To get updated available
amounts, you must pull the data again.
BUDGET PROCESSING
Budget Transfer/Amendment
The Budget Transfer and Amendments program performs current year budget transfers and amendments. This may reduce one budget line and increase another. 1. Open the Budget Transfers and Amendments program
Financials > Budget Processing > Budget Transfers and Amendments
2. On the Munis toolbar, click Add .
3. Complete the following fields in order to complete the header of the Budget Transfer/Amendment.
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Field Description
Clerk This box displays the name of the user who created the budget amendment entry.
Fiscal Year This is the accounting year for the transfer or amendment. The default value is the fiscal year established in General Ledger Settings. This box is accessible when you click Add to enter a new record.
Period This is the fiscal period for the transfer or amendment. The default value is the period established in General Ledger Settings, This box is accessible when you click Define to locate an existing record and when you click Add to enter a new record.
Journal This is the journal number for the transfer or amendment. This box is accessible when you click Define to locate an existing transfer or amendment record; this box is not accessible when you are adding a new record. In this case, the program enters the next available journal number.
Journal References (1 and 2) These are user-defined reference code that stays with a
transaction throughout its life. A journal reference may be a control number, a date, or a note. These boxes are accessible when you are adding an amendment or transfer and when you are updating an existing amendment or transfer. They are not accessible when you click Define to locate an existing record.
Short Description This is the description to be used by the system when referring to this journal. The program uses this description on screens and reports where journal information is summarized. It also is the fourth reference field in Journal Inquiry/Print. This box is accessible when you are adding an amendment or transfer and when you are updating an existing amendment or transfer. It is not accessible when you click Define to locate an existing record. You can enter up to 10 characters as a short description.
Effective Date This is the date that the transaction affects programs in the Munis system. The program displays a warning if the date is outside of the current fiscal period. This box is accessible when you are adding an amendment or transfer and when you are updating an existing amendment or transfer. It is not accessible when you click Define.
Budget Year Code Leave at 1. This box stores the budget year code 1-Current year. This box is accessible when you are adding an amendment or transfer and when you are updating an existing amendment or transfer. It is not accessible when you click Define.
Entity Code Leave at 1. This box is accessible when you are adding an amendment or transfer and when you are updating an existing amendment or transfer. It is not accessible when you click Define.
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Field Description
Amendment Type This box indicates whether the journal is a Budget Journal, Budget Amendment, or Budget Appropriation Change. The default value when you are adding a record is type 1.
The possible values are:
1, 4: Expense account to expense account or revenue account to revenue account.
7, 8: Expense or revenue accounts; balance across funds. This box is accessible when you are adding an amendment or transfer and when you are updating an existing amendment or transfer. It is not accessible when you click Define.
Special Condition Leave Blank. This list is accessible when you are adding an amendment or transfer and when you are updating an existing amendment or transfer. It is not accessible when you click Define. Amendment Status This box displays the current status of the amendment. The list of
possible options is as follows:
Held: The initial status of the added journal.
Unbalanced: Displays if the journal is not in balance. Unbalanced journals cannot be released.
Pending Approval: The journal is released and pending workflow approval.
Approved: The journal has been approved using the workflow process or the Budget Approvals program. Error: An error has occurred in the Workflow process. Project Accounts Apply Should not be selected.
46 5. Complete the following fields in order to complete the detail of the Budget Transfer/Amendment.
Field Description
Journal
These are the journal details for the budget amendment selected on the main Budget Amendment Entry screen.
Journal Lines
Line This is a sequential number assigned by the program to identify each line uniquely.
PA Type This is the Project Accounting account type. (Only available if utilizing the Munis Project Ledger.)
Project Account This is the project account. Project accounts are defined in the Project Accounting module. (Only available if utilizing the Munis Project Ledger.)
Account This is the full general ledger account number that the journal entry affects. After you have entered the account number, the program prompts you to select a display method for the account's budget. Click None, Amounts, or Transaction History to continue:
If you select Amounts, the program displays the Budget Amounts Display. The information included in this display-only screen varies depending on the fiscal year. It may show current year and carry forward amounts for the original budget, amendments, revised budget, expenditures, and so on.
If you select Transaction History, the program displays the Year/Period, Journal Number, Date, Description, and Budget Change for each account transaction. If no history is available, the screen display does not change.
If your organization uses the full account entry method, you must enter the account type (B-balance sheet, R-revenue, or E-expense) and then the full general ledger account number; if your organization uses the org/object account entry method, enter the org code, object code, and project code (if applicable).
Comment This box stores the bud description of the line item. The description entered becomes part of the detail transaction. If you would like to add more details than you can type in this box, click the Add'l Description option.
Effective Date The date that the transaction affects programs in the general ledger. I/D This box indicates an increase (I) or decrease (D). If the budget should
decrease by the amount entered, type D. If the budget should increase by the amount entered, type I.
Amount This is the amount of the transaction. Do not enter a dollar sign or commas; if the transaction is a whole dollar amount, do not enter the decimal point. You cannot enter a negative value. You may not transfer more budget from an account than the current budget value.
Journal Details
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Field Description
Decrease This box contains the total amount of decreases within the amendment.
6. On the Munis toolbar, click Accept.
7. You have completed the entry of a Budget Transfers/Amendment.
8. Click Release in the Menu of the ribbon.This starts the approval process for the
requisition. Once you have released the requisition, you will be able to see it, but will not be able to make changes to it.
Search For A Budget Transfer/Amendment
1. To find a Budget Transfer, Select the Browse button from the ribbon. . 2. Choose an option to browse (by selecting the Browse Own Journals you will see all
Budget Amendments you have entered), Select
3. Select the Budget Transfer/Amendment you are searching for and Select
Approve Budget Transfers/Amendments
Budget transfers/amendments may be approved from the Dashboard of persons with approval authority. Or, they can be approved directly from the Budget Transfers and Amendment screen by searching for the budget transfer and selecting Approve at the bottom of the screen. (You also have the option to reject, forward, or hold the requisition from this screen.)
Budget Amendment Status Codes
Amendment Status: This box displays the current status of the amendment. The list of possible options follows:
•Held: The initial status of the added journal. You must click release to initiate the Workflow process.
•Unbalanced: Displays if the journal is not in balance. Unbalanced journals cannot be released. Make sure your increases and decreases equal.
•Pending Approval: The journal is released and pending workflow approval. •Approved: The journal has been approved using the workflow process.
•Error: An error has occurred in the Workflow process. (See the Workflow help content for more information on Workflow functionality.)
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STUDENT ACTIVITY PROCESSING
Receipt Activity Transaction
This section provides instructions for processing a receipt in Munis Student Activity for club and discretionary accounts.
1. Open the Activity Transactions program.
Financials >Student Activity > Activity Transactions
2. Click Search .
3. Enter “CASH” in the Cash Code box, or click the Field Help Button to select the cash code from a list.
4. Click Accept .
5. Select Ok on the following message. This is simply saying you only have permissions to your campus/department data.
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This will allow you to view all activity for the CASH code.
Field Description
Cash Code This is the cash code you are viewing a transaction history for. Use the field help button to view a list of cash codes and select one from the list.
Type This is the type of transaction, either disbursement or receipt. Number This is the transaction number.
Location This is the location associated with the transaction. Activity This is the activity code used for the transaction.
Vendor This is the vendor associated with a disbursement record. Receipt This is the receipt number for the transaction.
Deposit This is the deposit number.
Amount This is the total amount of the transaction. Status This is the current status of the transaction.
Disbursements This is the total value of all disbursements listed for the activity. Receipts This is the total value of all receipts listed for the activity.
6. Click Receipt from the upper right side of the MUNIS ribbon. The program displays the Receipt screen.
50 Field Description
Transaction This box holds the transaction number of the receipt. You cannot change the value here.
Cash Code This is the cash code to which the receipt applies. The cash code value is automatically carried from the code you entered in the Activity Transactions program.
Location Enter you campus number (i.e 002)
Amount Enter the amount of the receipt. (Required)
Deposit Enter the amount of the receipt that is deposited. (should be the same as amount above)
Receipt This is the receipt number that was given to the payer. Receipt numbers are generated in the Accounts Receivable module, and you cannot change the receipt number here.
Paid By Enter the name of the person or entity that provided payment. (District Required)
Payment Method
This is the payment method for which the receipt was generated. Select payment method from drop down (Cash, Check, Other). When the receipt has both cash and checks, select Cash and enter that amount and then select Other and enter the total amount of checks. If you only have a few checks, you can select Check and enter the checks(s) individually.
Check Number
If the payment was made via check, enter the check number.
Check Date If the payment was made via check, enter the check date or select the date using calendar option.
Amount Defaults to the amount entered above. If multiple payment methods are used, this would be the amount for that line’s payment method.
Notes You can enter any notes about the receipt here.
Activity This is the activity code to which the receipt applies.(SAF – Student Activity club/faculty funds or DISC – Discretionary Funds)
Activity Description
51 Field Description
Action This is the action code to apply the receipt to. You can enter more than one action code by entering them on separate lines. (Actions codes are linked to GL account number)
Description This is the default description of the action code.
Amount This is the amount of the receipt that is applied to the entered action code. Status This is the current status of the entry.
1 – Created
Total This is the total amount of all activity transactions that make up the receipt. 8. Click Accept to save the record.
The program saves the data and refreshes the screen to include the Reverse and Print Receipt buttons.
9. At this time, click PDF from the MUNIS ribbon to create a printed receipt.
10. Click Reverse to reverse a transaction if an error has been made. Reverse immediately reverses the receipt and assigns a reversal receipt number. To view the reversed receipt, open the Cash Balances program from the Student Activity menu.
11. Click Return
12. At the end of the day, click on More from the ribbon menu, then click on Cash Out. This will give you a list of all receipts entered for the day. This amount should be the same amount on your daily bank deposit slip.
52 13. Complete the available fields as outlined below
Field Description
Location Enter your campus number or select from the help GL Effective Date Will automatically populate (not necessary to change)
Year/Period Defaults
First Check Number Not available for cash outs. 14. Click Accept .
15. The system displays a list of available transactions for the location code entered.
16. From the list, select the transaction that you want to cash out. You can also use the Select All and Unselect All buttons on the ribbon menu to make your selection.
53 17. Click Accept .
18. Click Process from the ribbon menu.
19. Click Save on the Output Options screen, and Click OK
20. The processing is complete. Click Return to return to the previous screen.
21. A journal for the amount of the receipt has been posted to the General Ledger provided that the receipt has been cashed out.
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Disbursement Activity Transaction
A disbursement transaction is created any time a check is needed for an activity.
1. To complete a disbursement, Open the Activity Transactions program.
Financials > Student Activity > Activity Transactions
2. Click Search .
3. Enter a cash code in the Cash Code box. 4. Click Accept .
5. Select Ok on the following message. This is simply saying you only have permissions to your campus/department data.
6. Click Disbursement from the upper right side of the MUNIS ribbon. The program displays the Disbursement screen.
55 7. Click No on the popup message below.
8. Complete the Disbursement screen as outlined below:
Field Description
Transaction This box holds the transaction number of the disbursement. You cannot change the value here.
Cash Code This is the cash code to which the disbursement applies. The cash code value is automatically carried from the code you entered in the Activity Transactions program.
Location Enter you campus number (i.e 002) Amount Enter the disbursement amount
Check This will be auto populated once the check is processed. Check Date This will be auto populated once the check is processed. Invoice Enter invoice number or short explanation of the disbursement. Invoice Date This is auto populated and does not allow changes.
Vendor 99998 is the default vendor number for Student Activity. DO NOT CHANGE.
Name Enter the name and address of the vendor’s information here. Address
City/State/Zip Country
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Field Description
Activity Enter SAF or use the field help to select Student Activity Fund Activity Description This is the description of the activity code.
Action This is the action code to apply the disbursement to. You can enter more than one action code by entering them on separate lines. Use the field help button to view a list of action codes and select one from the list. Description This is the default description of the action code.
Amount This is the amount of the disbursement that is applied to the entered action code.
1099 This is the 1099 box code of the disbursement. Enter this code if the vendor is expected to receive a 1099 tax form.
Status This is the current status of the entry.
Total This is the total amount of all activity transactions that make up the disbursement.
9. Click Accept . When the record is saved, the program refreshes to include the Release and Activate buttons in the MUNIS ribbon. Scan documentation into TCM for the
disbursement.
10. Click Release to release the transaction into workflow. The disbursement must be approved before it can be cashed out.
11. Click Activate to activate a rejected transaction. 12. Click Return to return to the previous screen.
57 13. To cash out the disbursement, click on More from the ribbon menu.
NOTE: This can only be done once the disbursement has been completely approved)
14. Complete the available fields as outlined below
Field Description
Location Enter your campus number or select from the help GL Effective Date Will automatically populate (not necessary to change)
Year/Period Defaults
First Check Number Not available for cash outs. 15. Click Accept .
16. The system displays a list of available transactions for the location code entered.
17. From the list, select the transaction that you want to cash out. You can also use the Select All and Unselect All buttons on the ribbon menu to make your selection.
58 19. Click Process from the ribbon menu.
20. Click Save on the Output Options screen, and Click OK.
21. The processing is complete. Click Return to return to the previous screen.
22. A disbursement transaction has now been created. Disbursement can now be processed and a check can be printed per the check schedule.
23. A journal for the amount of the disbursement has been posted to the General Ledger provided that the disbursement has been cashed out.
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Purchase Order Activity Transaction
In Munis Student Activity, a Purchase Order is created any time purchases are made with discretionary funds.
1. To open purchase order screen, Open the Munis Activity Tracking program. Financials > Student Activity > Activity Transaction
2. Click Search .
3. Enter CASH in the Cash Code box 4. Click Accept .
The program displays the details.
5. Select Ok on the following message. This is simply saying you only have permissions to your campus/department data.
60 6. Click Purchase Order from MUNIS ribbon, this will take you to the purchase order screen
within student activity (this is a separate purchase order screen than the requisition entry screen)
7. Complete the fields as outlined below:
Field Description
Transaction This box holds the transaction number. You cannot change the value here. Cash Code This is the cash code to which the receipt applies. The cash code value is
automatically carried from the code you entered in the Activity Transactions program.
Location Enter you campus number (i.e 002)
Amount Enter the amount of the receipt. (Required) GL Effective
Date
Tab through to accept the default. This is auto populated. Fiscal Year Tab through to accept the default
Period Tab through to accept the default
61 Field Description
General Description
Type in a description of the entire order.
NOTE: The system accepts upper or lower case letters. It does not default to all upper case letters. You may want to decide at your
campus/department how you want your purchase orders to look, so that you enter them in a consistent manner.
Entry Tab through to accept the default.
Needed by Enter a date to alert the vendor if you would like the item(s) by a specific date.
The message below will display as a warning. This message is ok, tab to the next field.
Expirations Tab through. The above error message will display. Vendor
Number
This is required. Helpful Hints -
Use a partial name to search using the filter functionality.
Vendor names are case sensitive, so be sure to use all capital letters.
NOTE: The vendor numbers have changed. They do not match the numbers that were used in iTCCS.
8. After you have entered a Vendor Number, Click Accept .. This will bring you to the Line Detail section. Each Line Detail screen represents an item you would like to purchase. If there is more than one item, you will need to add multiple records on this screen. By default, you are brought to the first item you are requesting in Add mode.
