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Nextgen Transactions. Presented by Bridget Clayton Local Government Corporation Resource 2014. Transaction Menu Options. Import Transactions Transaction Batches Transactions Transaction Templates Post Transactions. Import Transactions.

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Presentation Transcript
nextgen transactions

Nextgen Transactions

Presented by Bridget Clayton

Local Government Corporation

Resource 2014

slide2

Transaction Menu Options

  • Import Transactions
  • Transaction Batches
  • Transactions
  • Transaction Templates
  • Post Transactions
import transactions
Import Transactions
  • 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.
slide4

File With Errors

A red shield will be displayed if there are errors on the file.

Click NEXT to receive a message detailing the errors.

slide5

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 errors
File Without Errors

There will be no error shield.

Review the complete transaction.

Click NEXT to continue.

transaction batches
Transaction Batches
  • 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.
slide10

Transaction 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
slide11

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.

slide12

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.
slide14

Post Batch

After selecting POST Batch it will display the batch information.

Select NEXT to continue.

slide15

Review the Summary

Click FINISH to post.

transactions
Transactions
  • Financial Management
  • Transactions
  • Transactions
  • Click NEW from the ribbon bar
slide18

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.

summary screen
Summary Screen

Review Summary Screen

Click FINISH

transactions viewing options
Transactions Viewing Options
  • You can view posted transactions and unposted transactions by:
      • Date
      • Number
      • Amount
      • Batch ID
      • Reference
slide22

Viewing Transactions

  • Financial Management
  • Transactions
  • Transactions
  • Select your View option
  • Enter selections
  • Click FIND
  • Double Click on the transaction you wish to view.
slide23

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.

post transactions
Post 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 transaction options
Review Posting Transaction 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 definition
File Definition
  • Financial Management
  • Administration
  • File Definition
  • Select NEW from the ribbon bar.
file definition1
File 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 definition
Creating A File Definition

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.

adding gl accounts
Adding GL Accounts
  • Financial Management
  • General Ledger
  • GL Accounts
  • New from the Ribbon Bar
gl accounts
GL Accounts
  • GL Accounts enter Fund-Sub Fund-Function-Object- Cost Center-Sub Object.
  • Account Type
  • Add Fiscal Year
adding fiscal year to gl account
Adding Fiscal Year to GL Account

Mark if this is a cash account

a common error
A 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 account
Search for GL Account

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 account
Add Fiscal Year to Existing GL Account

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 transactions1
Nextgen Transactions

This concludes our Training class.

Thank you for Participating in Our Resource 2014 Class.

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