Post on 05-Feb-2016
description
Nextgen Nextgen TransactionsTransactions
Presented by Bridget Clayton
Local Government Corporation
Resource 2014
Import Transactions Transaction Batches Transactions Transaction Templates Post Transactions
Transaction Menu Options
Transaction Menu Options
Import Import TransactionsTransactions
Division-this will fill in automatically if you only have 1 Division (multiple divisions will need to select one)
File Definition-select the File Definition that has been setup
File-may fill in automatically
Batch ID-You will select a batch that has already been created or you may create one here.
File With ErrorsFile With ErrorsA red shield will be displayed if there are errors on the file.
Click NEXT to receive a message detailing the errors.
Example Errors in File
Account Control 101 is invalid because it does not allow entries for 2013-2014 fiscal year and January Period
(would be because the January Period is not open)
GL account number 101-31100- - - is invalid because it does not exist for 2013-2014 fiscal year
(would be because this account number is not setup for this year)
File Without ErrorsFile Without Errors
There will be no error shield.
Review the complete transaction.
Click NEXT to continue.
Review the summary, if all info is correct, click FINISH to import.
After the transaction imports you will receive a confirmation.
Click Close
Transaction Transaction BatchesBatches
Importing a Transaction File will create a batch containing the transaction. The entry is not posted until you close and post the batch.
You may create a batch from the Transaction Batch Menu.
Or you may create a batch while entering a transaction.
Transaction BatchesTransaction Batches Financial
Management
Transactions
Transaction Batches
Select New from the Ribbon Bar to add a new batch
Click FIND to list unposted batches.
Double click the batch to open
General Tab lists Batch Id, Date, Status and Created by.
Tasks are Print Batch, Close Batch and Post Batch
Click on the Transactions Tab to see the transactions in the batch.
The transaction will be detailed.
The total transaction amount listed.
Add Transaction allows you to add more transactions to the batch.
Click on the General Tab to switch back to the previous screen.
You will be able to now Print the Batch, Close the Batch, and Post the Batch.
Post Batch Post Batch
After selecting POST Batch it will display the batch information.
Select NEXT to continue.
Review the Summary
Click FINISH to post.
The confirmation screen will display once the batch posts.
Click CLOSE
TransactionsTransactions Financial
Management
Transactions
Transactions
Click NEW from the ribbon bar
Another way to enter a batch is to add a new Transaction and not check to Post this Transaction.
Checking this option allows you to immediately post the transaction.
Click the drop down arrow to select an existing batch or click the ellipses to add a new batch.
Fill in all the required info
Click NEXT to proceed with the transaction.
Enter the accounts, debits and credits.
Hit NEXT to continue.
Summary ScreenSummary ScreenReview Summary Screen
Click FINISH
Transactions Transactions Viewing OptionsViewing Options
You can view posted transactions and unposted transactions by:
Date Number Amount Batch ID Reference
Viewing Transactions
Viewing Transactions
Financial Management
Transactions
Transactions
Select your View option
Enter selections
Click FIND
Double Click on the transaction you wish to view.
The General tab shows the general info for the transaction such as status, date, type, number description, etc.
If this was a manual transaction you can Void the transaction here.
If any Internal Notes have been entered they will show on the Internal Notes tab.
Click on the entries tab to see the full transaction.
Voiding a Transaction
Fill in the required info
Click NEXT
The entries will pull in based on the original transaction.
Click NEXT to continue
View Summary Screen
Click FINISH
Post TransactionsPost Transactions Financial
Management
Transactions
Post Transactions
All closed batches will display.
Select the batches you wish to post.
Click NEXT
Click Finish on the Summary Screen
Review Posting Review Posting Transaction OptionsTransaction Options
Can be done automatically as the transaction is entered.
Can be done thru the Transaction Batch Menu Option
Can be done thru the Post Transaction Menu Option
File DefinitionFile Definition Financial
Management
Administration
File Definition
Select NEW from the ribbon bar.
File DefinitionFile Definition Select your Division
Key in your Description
Type Import Transaction
Select Transaction Type
Select Delimiter (CSV or Excel)
Click ellipses to browse to file path.
Click ellipses to browse to filename.
You can allow public or private access.
If file contains a header row, check the box.
Active should be checked.
Click NEXT to continue
Creating A File Creating A File DefinitionDefinition
Select the column names that match your file.
If column needs formatting select the appropriate format.
Field number is the column number for a CSV file, for excel files you will select the starting point and end point.
Select NEXT to continue.
Review the summary screen and click FINISH if all is correct.
Adding GL Adding GL AccountsAccounts
Financial Management
General Ledger
GL Accounts New from
the Ribbon Bar
GL AccountsGL Accounts GL Accounts
enter Fund-Sub Fund-Function-Object- Cost Center-Sub Object.
Account Type
Add Fiscal Year
Adding Fiscal Year to GL Adding Fiscal Year to GL AccountAccount
Mark if this is a cash account
A Common ErrorA Common Error
This GL Account number
is being used for an
existing GL Account
The GL Account may
have been setup for a
prior year, but not the
current year.
Select close this will take
you back to the Untitled
GL Account Screen.
Click on the Back button
from the Ribbon Bar.
This will take you to the
GL Account Search
Screen
Search for GL Search for GL AccountAccount
Change Fiscal
Year to NONE
Type in GL
Account Number
Hit Find
Loads Your
Search Results
Then you can
select the
Account Number
Results
Add Fiscal Year to Existing GL Add Fiscal Year to Existing GL AccountAccount
Click the Add Fiscal
Year Tab
This will take you to
the add Fiscal Year
Screen
There you will add
the Current Fiscal
Year
Save and Close
This will bring you
back to this screen
with the Year added
Save and Close
Nextgen Nextgen TransactionsTransactions
This concludes our Training class.
Thank you for Participating in Our Resource 2014 Class.