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Priority Software® BA3: User`s Manual

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Contents

1. Account Information Account Inlarmation e Enter Edit mode click on the lock on the lower right side of the screen or hit CTRL E changes to Pea when the user clicks on the lock e Select the IDC rate for this account by clicking on the B three dots next to the IRC Schedule field e Select the Indirect Cost Rate from the drop down box All rates start with MTDC or TDC contact Sharon Elliott X54199 if you need an official campus rate added to the table Jia e Save the record by clicking on or hitting CTRL S 20 PESE ance to saed when the user clicks on the pencil The system calculates and posts the account IDC during the overnight cycle Below is a screenshot of VPR test account t 24654 showing the Automated IDC calculation This is the general tab on the form i Encumbrances File Edt View Records Took Help amp 3s x ta vi SELBE n el IE E Datasheet Notes Line Items S7 Fitters Documents Tix Date Form Type Total Enc Koss i il 60 009 83 Vendor Req Type Enc Remaining mi Noma 35435618 System ene IDC PO Date Approved By User Fred User Date HEZ i a Encumbrances Asean __ Vos Piet Sub Lode Encumtrancs t Goes _ POET Une Lk 124654 60 003 83 T Automated IDC Encumbrance EJ 2 __ _ E FRS Account number this is a test account so it starts with a t instead of the normal ledger
2. E Account Information Fie Edt View Records Tools Help Click on the General tab T al Z x i amp E38 MERS audigi and review the account information F General DE Feron Flags E Datasheet Notes Projects Notifications S7 Fiters Documents Account Humber w Year Account Type a p dem S E Click on the word Tools E Account Information Fie Edt View Records Tool J ej sigix uj xivix aia igi Isi In e Ares DOO EE TERT Account Type Shoet Name Click on the drop down menu Permissions System displays the current account permissions 27 E Account Information File Edt View Records Took Help ivi aig 1 lt gt Ij el JJ Genel GE Persons Flags EM Datasheet Notes Projects Notifications Users with Inherited Permissions for the Account cannot be changed by departmental Data Admins Users with Explicit Permissions for the Account may be added modified or removed by departmental Data Admins Global QE VPRP VPRPayDocRep Delels Mone Delete Delete Lam departmental security group G2 VPA A VPR Read Ony Read Read Read Read permissions VRP Accountants 1 etc in this sample in the screen shot on the left should not be changed by departmental users 4654 1 VAP Test Diw Migrate to Alias Set Year as Curent Saved 918AM e Click onthe button on the righ
3. Pfii p Scroll Bar More fields come into view as the user moves the scroll bar to the right verde Reference D Comment Details b D omaso nkom T112450 ReValidate Verdor Name User Reference xp n v 5 jos 94 DIW Field Reference Information Account Number The FRS number for the transaction Year Number used to distinguish an Account Number by year e g 01 02 03 or 1 3 2 3 3 3 for years in the grant life or 2004 2005 2006 for years in a state account Project Project Code used to signify a sub division of monies within an account account projects are set up on the Accounting Forms Menu Account Information screen The system will pick up the project code assigned if it can match the transaction to an open encumbrance The project code must be input on the DIW if the user is posting the transaction as an override Sub code FRS sub code used to signify the type of expense budget or revenue service material or other charge received or rendered Trx Code Identifies the type of transaction associated with the transaction FRS 51 maps to BA3 101 Encumbrance Adjustment FRS 65 maps to BA3 6 Payroll Transfer FRS 55 maps to BA3 5 Initial Payroll Encumbrances FRS 50 maps to BA3 10 Initial Encumbrances FRS 21 maps to BA3 30 Budget Adjustment FRS 2X other than 21 maps to BA3 50 Initial Budget All other FRS codes map to BA3 11 Expenditures Acc
4. CASL E baal on asnl 2 J 217PM 4 38 e Click on the Filters tab and enter the six digit FRS account number for the account that you want to add permissions to Then click Apply to display the information E Account Information File Edit view Records Tools Help t ox B oe ve S I oacumentz Account Number Year Account FRS Account Type dh Status Short Name Alias Budget Start Budget End Organizational Unit Investigator Local Accountant Clear Criteria Remove Migrate to Alias Set ear as Curent 4 Edit 322 PM e Click on the Projects tab Account Information File Edit View Records Tools Help t al glx el vw 39 e Click on the Permissions button at bottom right hand corner of the screen E Account Information File Edit View Records Tools Help t alax Hl exi sg Projects for Account 529752 2004 Project Code Default ee RUN RR SR RR 529752 2004 TTOSOD Z Migrate to Alias Sel fear as Current Eb Saved 2 38 PM e Permissions for this project will pop up You will see users with inherited permissions in the top list and users with granted permissions in the second list w Permissions Project Admins with Inherted Permission Rights can not be changed i CSCHUP Schupbach Carolyn A Full EAR AD Aldridge Kari Ww Full Users with Explicit Permissions For Project Add Modify Remove Grant Area R
5. OK ES Copy Account New Account Humber ear HHT FY Cancel Budget Start Budget End 03192004 09302000 iw Automatically Increment by One rear Iw Copy Fringe Eligibility e You have just copied the account information onto a new year Be sure to click the Set Year as Current button to change from the previous year to the current year ate to Alias Set Year as Current i Edit 3 36 PM e To save your changes click once on Edit at the bottom of your screen It will then say Save which means your information is now saved P Edit gt El Saved 24 How to edit saved information If you need to make changes to information that you have already saved please follow these steps e Click on the appropriate tab For example if you need to change the name of the local accountant you would click on the Persons tab e At the bottom right hand corner of the window find where it says Saved and click once 252 PM PUE e t will change to Edit and you are then able to make changes to the information Remember to save the changes that you make by clicking where it says Edit 25 BA Central Guide Some Important Information about BA Central e Users with BA3 access automatically have access to BA Central e Users without BA3 access must complete an SOU to access BA Central e Departmental BA3 Data Admins control the account and project permissions th
6. v gt CASL E ba3l on asn12 J 212PM 4 Priority Software BA3 g B E3 ue amp l e me nib bi e Accounting Accounting Forms Menu EE Change Area BA Search rc e Locate the Accounting menu and click on the first item Account Information Decision Reports Project Groups Sponsored Projects Personnel Persons or Person Groups Transactions Budgeting Budgets Expense C Sub Cod Sub Cod Sub Cod Awards Amendments Encumbrances Direct Expenses Income Journal Entries Configura Indirect Transact Organiza Organiza sponsor Buildings a s s 2a o 2a Donations HCl Personnel Reconciliation CURIE Import External Data inta BAS Vendors Data Import Worksheet DIW Tags Maintenance Reconciliation Wizard User 4 gt Done CASL a baal on asn12 r3 217 PM os kia is i ea ad ia ia ia 34 e Click on the Filters tab Account Information File Edit View Records Tools Help t mex E xix e Enter the 6 digit FRS number for the account you want to access Then click on the Apply button KE Account Information File Edit View Records Tools Help Account Number Year k EN Account Type i Status Short Hame Alias Budget Start Budget End Organizational Lnit E T E Investigator Local Accountant Clear Criteria Remove Migrate to Alias Set ear as Curent Edit 322 PM e The account informat
7. BAS Si JperStar 5 T e Community of Science F E Donations F Exchange Calendar F Exchange Inbox T Exchange Public Folder Exchange Tasks f EF Local Accountant Recon Monitor F FF My Reports f My Sponsored Projects F FE NCI Summary 2 f ES Payroll Alerts FF EE Sponsored Projects In Prep EF Top Donors Version Info f Leave Status Space Utilization amp BA Search F FE Weather FF My Accounts T Faculty and Staff T Getting Started Accountant F Google Search F EE Payroll Statistics FF Reflect All Years FF OoOOOOF SINE BI r Iv vr a Li Li E E E E B B E E E D E E E E i E Instructions Move Up Move Down 1 Check the X next to the Parts you want to display 2 Re Order the Parts by Clicking on a Part Name then click the Move Up or Move Dawn buttons to Change the Order 3 Click the Save Settings buttons when you are done Seve Setings and Close Cancel 105 Impersonation A departmental Data Admin may be set up to Impersonate another BA Central User Units should contact Sharon Elliott selliott umresearch and let her know which Data Admins need to Impersonate other departmental users e Log onto BA Central with your normal user id and password Dashboard Login Account Password oa ID Password Check here to save your login information on your computer in with m MT System displays the Data Admin BA C
8. This sample is set to org unit VPRGS Other Related a Other Related allows the user to set limits based on the criteria chosen in any of the drop down boxes Maximum Records to Return allows the user to choose the number of accounts projects etc displayed before the word more appears on the BA Central Homepage Maimre Reg ordi fa Return n e mn inse e Click the Save button to save the selected settings and the Lu button to return to the BA Central Homepage 114 nstructions for downloading the campus VPN software Sharon Per our conference call w Gerry please guide your users to the Help Desk website helpdesk umd edu At the Know the document number that you want prompt window please key in number 4052 for all Windows users or 3834 for Mac users unfortunately the software is compatible with Mac operating systems of 10 2 and newer This will provide your users access to download and install the VPN client as well as a user guide to review If by some chance they should have difficulty performing the download and install the Help Desk is experienced at helping them through it Hope this helps Rob
9. are encumbered and posted as sub code 2700 on grant contract accounts The fringe benefits appear on the DIW depending upon the account type set on the Accounting Forms Menu Account Information Screen as Records Remaining to be Processed for grant contract accounts and Records that have already Processed Successfully for State Accounts SOP Corrections payroll transfers except for pay periods 1 amp 27 are imported on pay periods 1 and 27 only Payroll transfers Corrections on the SOP for pay periods 2 26 are duplicates of payroll transfer transactions that appear as PT batches in the FRS transaction listing The FRS report of transactions includes payroll transfers journal vouchers vendor payments encumbrances and all other transactions on the DIW Tip See the Import Filter Rules in the BA3 Operating Rules document 91 e Go to the Accounting Forms Menu and click on the Data Import Worksheet O Priority Software BAS t d e e 0 2 m og ij e Accounting Forms Menu Accounting EH Account Information or amp ccount Groups EH Account Types EB Project Groups EH Sponsored Projects Personnel EH Persons or Person Groups Transactions EB Awards EB Amendments EB Encumbrances EH Direct Expenses EB income Journal Entries Reconci Important The DIW will post to the year set as current on the Account Information screen f FY 2006 is the year set as current and the user posts June 2005
10. 02 05 2005 Amount BHMEHTA Ie E 96 ee d a aA Detail La UK P5 14 2005 Enc Closed Exception PayExpenditue Encumbrances is sheady closed Choose Ovemde to post anvswew Details Details on the comment returned by BA3 e g Pay Expenditure Encumbrance is already closed no header found multiple encumbrance matches found etc This explains to the user why the transaction did not post See the example above Tips amp Common Posting Problems Payroll e DIW returns Person not Found in the comments section of the transaction The Person record for this transaction either does not exist or it has an incorrect SSN The DIW will NOT post the transaction even with the Override box checked until the person record is entered or corrected Parson not found PaE Ho Person veas found in database with SSN iU pdate Reference or create Person e DIW returns No Header Found in the comments section and Pay Expenditure No Payroll Encumbrance Header found matching this person and Source account in the details column The system does not have an open payroll encumbrance for this his person Details l Header nol found u Nu PaE spendiure Mo Payroll Encumbrance header found matching this Person and Source Account Choo o The DIW will post the transaction with the Override box checked or t
11. 2005 Post Repost New Payal Form Document succemiuli created e Click on the distribution tab E Payroll Documents Fie Edt View Records Tools Hep ge x mj vl v x amla Genes C Distribution Aiea Person VPR Coyote Wile E I JE Datasheet Notes Summa V The system brings up a new distribution screen with the same data as the payroll doc the user was on when they hit New Assignment e Fill in the new payroll doc with the information for the New Assignment see the example on the next page 89 KEH ni 567 C oot Wile E Active Pay Doc Starting 08 315 2005 Click the button on the bottom right hand side of the screen to post the record 7 Save the record click the fe button if it hasn t changed to the Je Saved button or hit CTRL S to save the record 90 Data Import Worksheet DIW BA3 nas the ability to download transactions from the campus FRS system and the Statement of Payroll Charges SOP The Data Import Worksheet lists the transactions that are available from the campus systems It works as a filter because the user decides which transactions should and should not be posted against the account The SOP detail 1s available by person in the DIW The SOP transactions post against payroll encumbrances using the SSN as the Reference Fringe Benefits other than tuition remission
12. Budgets Personnel Expense C ze Persons or Person Groups Site E Sub Cod Transactions A Sub Cod B Awards Amendments Configura Encumbrances Indirect Direct Expenses Transact Income Organiza Journal Entries Organiza Sponsor Buildings Vendors Data Import Worksheet DIV Tags Maintenance Reconciliation Wizard S 4 gt Done CASL E baal on asni 2 J zir PM 4 ial aa ic ca al iu Donations HCl Personnel Reconciliation Import External Data into BAS pia a ac cal o ic iu is Publications e A window will pop up The data you will find on this form is set up from an FRS download so it is taken directly from FRS The account information is similar to the information contained in the FRS account header e Before entering any information into this form you will need to search the system for existing data pertaining to the account you want to add To search for existing data click on the Filters tab E Account Information File Edit View Records Tools Help t alax Gl ez x Area Account Number Tear Account Type Alias cem T Sponsored Project Short Mame Long Mame Status Budget Start Budget End IRC Schedule Last IRC Balance Active ol ol El No Balance Organizational Unit Default Object Mapping x NNNM m Migrate to Alias Set year as Current P Edit 2 41 PM e Filters is Priority s search engine Anytime you need to sear
13. Deraipion n 4 ed App Dale User Ref i User Date Encumbrances ere e UUN qs o a aa e ari oa n f Ed 240PM 5 4 51 Enter the Reference e g ELF travel approval number RM appears as M in FRS or other document identifier BA3 will use this reference to match transactions from FRS Enter the Trx Date transaction date Enter the Form Type or click on the key next to the field highlight the form type you want and hit the Select key Locate Transaction Form Types E loj xj fg Transaction Form Types EN AS Award Statement BA Budget Amendment BLANEET Blanket Encumbrance BS Budget Statement LL Cost Center Allocation Contract Research m rganazational Innovation Sandia DE Drect Input of Encumbrance DEP Deposit DR Deburement Regquation Select DAF Disburzement Request Form ELFTR ELF Travel Cancel Enter the Description for this form e g Dr Wonderful San Diego 9 12 9 15 ASP Conference This description will show on the Open Encumbrances and on the Paid Transactions listing after it is paid so make it something the PI or administrator will recognize Enter the Encumbrances Distribution information enter the account number the system will pre fill the year with the year set as current on the Account Information screen enter the project if projects are in use on this account enter t
14. already posted and marks the record as posted if the record was unposted The item disappears from the list when it is marked as unposted E3 Data Import Worksheet File Edit View Took Help wj vie alg waly Em TER sound T Fiters 8 800 e PRIORITY SOFTWARE IN e Click on the filter tab and filter on the data to bring up the specific transaction s you want to repost e g the following screen used the Account Trx Month and Show Only Records Remaining to be Processed as the filter criteria 100 E3 Data Import Worksheet C Show Only Record that have Already Processed Successhully Show Only Records that have Problems EA Remove The transaction is now available to repost Note Marked as unposted in the comment field EJ Data Import Worksheet File Edk View Took Help w vito alg wie Em Mla hm ej acon pan E Toae 7 GO General Tolerances Information SZ Fiters 101 BA Central Guide Some Important General Information about BA Central e Users with BA3 access automatically have access to BA Central e Users without BA3 access must complete an SOU to establish BA Central access e Departmental BA3 Data Admins control the account and project permissions that allow a BA Central User to view accounting reports and projects account permissions automatically confer project permissions for that account e BA Central Projects are updated every night BA Central Account
15. encumbrance and repost the transaction If the user chooses to Override BA3 creates an encumbrance for the amount of the transaction posts the transaction and closes the encumbrance o The user should input a project code before overriding the DIW transaction if projects are in use on this account e DIW returns A P O No detail match Exception and No encumbrance detail found for this Account Project Object with reference M12345 The system found the reference number but something in the Account Project Object was different from the encumbrance APD Ho detail match Excepbon Expenditure Mo encumbrance detail found for this Acoounk Propect O bject with reference M161761 Cho o The user should correct the account number the project and or the object on the open encumbrance in BA3 before trying to post the record again Marking Records as Unposted or Posted Sometimes users may delete a posted record and need to go back and repost records they have already posted The system allows users to adjust the record and to mark DIW transactions as unposted in the system This allows users to repost the transaction again The user may also want to mark records 98 as posted so the record doesn t keep showing up on the Show Only Records Remaining to be Processed list when the user is in the DIW Marking a record as Unposted e Go to the Accounting Accounting Forms Data Import Worksheet DIW s
16. project e Go to the Accounting Accounting Forms Menu Transactions and click on Encumbrances Accounting Account Information or Account Groups EB Account Types EB Project Groups EB Sponsored Projects Personnel EH Persons or Person Groups p Edit an Rect Tools Help v x fl v ael v e General yistiibution ED Datasheet Notes TEE T Fiters Documents sea Reference Tm Dae Fom Type TetalEnc Fes Te Enc Remaining e Click on the Filters tab or hit the v Filter key in the second row from the top Filters search in BAS e Filter on the Account Number or other information to see if any encumbrances are in the system for your account This is a precautionary measure so the user may determine if an encumbrance exists in the system before entering new data 50 Encumbrances Clase Encumbrance J Ek ze e If there are no existing records in the system it will return No records found matching fer eret in the Tower left hand corner of the screen e Click on the Sl tab and the system brings up a blank screen in 4 t mode E Encumbrances Fie Edt View Records Tools Help E BX B liv amp r n e General Distibution EE Datasheet Notes Line Items S7 Fiters Documents Reference B Tix Date Fom Type Total Enc E 1 3157 p 000 Reg Type Enc Remarnmg
17. see it on reports e Complete the Salary Distribution the system will not let the user input an Effective Date since that date 1s normally from a payroll doc NINA Ui A 75 E Payroll Encumbrances alx Gl vivix sime del n el Sees Det ED Dest kon Sr eid Reference t 7 TmDate 2 FormType 3 Total Enc sping OB INST 08 01 2005 br sinite 32500000 Person Mame Source Account Enc Hemaring IX Unir 4 E 4 125 000 00 E Prevent Future Changes from Parol Automaton soning DG INST 5 Instructors for Spring 06 9 5k each Close Encumbrance Link to Payroll Fom M B Saved 1 39PM d Entering 9 or 9 1 2 or 10 over 12 faculty This is a work around solution the payroll schedule is not set to correctly calculate this type of pay basis e Enter a payroll doc see page 3 for a new payroll doc or page 5 to modify an existing payroll doc Complete the General screen and the top part of the Distribution screen as usual E Payri oll Documents Fie Edt view Records Tools Help Os x mi wi vi Slee ei General Distribution EZ Datasheet Notes Summary V7 Fiters Percy Effective Date Appointment End Assign ID PS E ajer f Source Hre Date 76 e Complete the bottom half of the distribution screen but put O in the on the account distribution The system will calculate a period bi weekly of 0 E P
18. ANEET Blanket Encumbrance BS Budget Statement LL Lost Center Allocation Contract Research in Organizational Innovation S anda e Enter the Description for this form e g UPAS transferring monies from Salaries to Travel startup funds from the Provost for Dr Wonderful e Enter the Amendment Distribution information enter the account number the system will pre fill the year with the year set as current on the Account Information screen enter the project if projects are in use on this account enter the sub code and the dollars Pis Edt Vue Beccrde Cock hep Se bx wj vivi angela i wj ej Gereral E Ciotacheee Hoe S F r Ara Fere m 8 Fra Cile Form Troe ees fia e Hipo Ba ES sace Deppe Y Note that the Balance amount on the upper right side of the screen updates as the user adds lines Moving to a new line saves the previously completed line note the deed indicator on the bottom right hand side of the screen as you add lines e Auser must enter the Edit mode to change any information in the form header or on a previously entered line Click on the II icon it will change o Edi mode or select Edit Edit Record from the tools menu or hit CTRL e to edit the record Users should always save the record before exiting the screen 49 Encumbrances other than payroll monies obligated set aside to meet known or anticipated expenses for the account
19. B Sponsored Projects Personnel EH Persons or Person Groups 53 The system brings up the Direct Expenses Screen on the General tab in 4 t mode Datasheet iotes SZ Fites Alea Relerence Tri Date Form Type Total Expended MM e desm 7 e Click on the Filters tab or hit the 7 Filter key in the second row from the top Filters search in BA3 e Filter on the Account Number or other information to see if any encumbrances are in the system for your account This is a precautionary measure so the user may determine if an encumbrance exists in the system before entering new data e If there are no existing records in the system it will return No records found matching liter criteria in the lower left hand corner of the screen e Click on the Sl tab and the system brings up a blank screen in 4 t mode 54 1n xl E Direct Expenses File Edit View Records Tools Help amp s x Bl e v 5 General E3 Datasheet lotes SP Fiters TmDate FomType 3 TREE EE amd sano 1 e Enter the Reference e g ELF travel approval number RM appears as Mff in FRS or other document identifier This transaction is immediately expended on account reports as of the date it was entered e Enter the Trx Date transaction date 3 e Enter the Form Type or click on the key next to the field highlight the form type you want and hit
20. Central System displays the BA Central Login page in the interior screen section of BA3 e Enter User ID and Password then click the Log In E Priority Softwares BA3 E aloj xl t GiB ei zm wie ioH PrioritySoftware 2E Dashboard Login Version 3 0 7 Dashboard Login Password 103 The System displays the BA Central User s Homepage Welcome to BA Central Sharon v3 0 9 Layout Change Area My Settings Reports Change User Help Thursday o 2 A cent ral c MAPS alm m ales aS ap M m AL cesa n SIN agp I a HS pm ets t Setting the BA Central User Layout e Click on Layout Welcome to BA Central Sharon Change rea My Settings Reports Change User Help 104 e Click the check box next to the items you want to display on your BA Central Homepage unclick the check box to remove an item from the Homepage e Re Order the display by Clicking on the item you want to reposition on the Homepage 1tem changes to bold M My Account Watch P ES then click Move Up or Move Down to change the order in which the item appears on the Homepage e Click the Save Settings and Close button to save your changes Dashboard Layout Editor Admin Menu Return to Dashboard Dashboard BA Central Alerts f F5 My Account Watch My Project Balances ff Account Alerts F EE Account Reconciliation Monitor F Account Statistics T
21. Direct Expenses Income za Journal Entries oa e a ze o o a i Reconciliation Import External Data into BAS Data Import Worksheet DIW Reconciliation Wizard 3 z zi ZTE o E User Done Done e Forms are used to enter new data into the system You will go here to add accounts add persons do encumbrances edit saved information and do other things requiring data entry Click on Forms to display the different forms you can use Forms e Reports are used when you want to view data that have already been entered into the system When you are in Reports you cannot enter new information into the system Click on Reports to display the different reports you can view Reports ACCOUNTING Adding accounts e Click on Forms from the left E Priority Software BA3 m il Ed en tnder Adoisitidg P ee _t Lt Forms BA News Reports Version Info Recon Wizard Step by Step Local News Reconciliation has never been so easy 1 2 3 4 and you re done Learn more Top Features d Mare BA Next Local BA News Feedback There are currently no Top Stories About v CASL a ba3l on asn 2 r3 2l2PM g Priority Software B 3 m ol E3 BL OE 28 DUBIE mea dU click on the first item Account TEY les El Be 9 le Information l Accounting Forms Menu Change Area BA Search C Project Groups Budgeting Sponsored Projects
22. EK af ord Tool He p a ia VESTE mc i i T UT m rema f il J B Lat mr TM W 1 7 J E E iq i gt M r Gener 7 Datasheet W Fiters ee ee Group Code Group Name lanage Members anage m i me ru BALDI c hd abe a ore RTT i ra Tai P E zl LUTTETR POE ETT s ERIS TIRE L CM z LLL _ E B il a D e Fil L er DAL LI a abusu j Cw r 1I a E Kai p e Highlight the person you want to add to the Person Group and hit the CJ button to place the person in the Group Note User may choose more than one person by holding down the CTRL key and clicking on the names they wish to add Person Groups 69 The selected person persons appear on the right side of the screen under Current Members and are added to the Group i Person Groups m m loss v V mm Group Code Group Name IvPR PI Loyote s Research Group Manage Hembeti Available Non Members 23755 Current Members 2 D ucore Andrew Maps D udash Michele Bi e Continue selecting new Group Members by highlighting the Available Non Members name and clicking the button until all Group Members are added Removing a Person from a Person Group Open the Personnel Forms menu and click on Person Groups 3 PIRSINE Forms Menu The system brings up the Perso
23. Information or Account Groups EB Account Types EB Project Groups EB Sponsored Projects Personnel EH Persons or Person Groups viai AN a Encumbrances EH Direct Expenses EB income E Journal Entries w njaa el Reference t Trx Date Form Type 47 Click on the Filters tab or hit the 7 Filter key in the second row from the top Filters search in BA3 Filter on the Account Number or other information to see if any awards are in the system for your account This is a precautionary measure so the user may determine if an amendment exists in the system before entering new data If there are no existing records in the system it will return FPTMEERBNEDIDIDENENUUERN QE ee UM Ho records found matching filer cre 15 the lower left hand corner of the screen Click on the eea tab and the system brings up a blank screen in f Edt mode EE Amendments Fie Edt View Records Took Hep ge x ul e amp General E Datasheet Motes V7 Fiters Relerence 8 Tim Date Form Type Balance m 1 1 sum Description njala el o EET 9 s Enter the Reference Enter the Trx Date transaction date Enter the Form Type or click on the l key next to the field highlight the form type you want and hit the Select key 48 Locate Transaction Form Types ae Transaction Form Types S Award Statement BA Budget Amendment BL
24. Investigator Local Accountant Clear Criteria Remove Migrate to Alias Set ear as Current E Edit 322 PM e Go to the top menu and click on Tools then select Permissions from the menu that pops up Account Information File Edit view Records 31 The following screen will appear on which you will find two lists E Account Information File Edit wiew Records Tools Help v alg ta vr 4f General Persons Flags Datasheet Mates Projects Notifications WwW Filters Documents S Permissions Admins with Inherited Permission Fights can not be changed List of administrators Users with Explicit Permissions List of other users Migrate to Alias Set ear az Curent Edit 3 14 PM e Admins with Inherited Permissions These are the administrators who automatically have access to everything in Priority Their rights cannot be changed e Users with Explicit Permissions These are other users who have been granted specific levels of access by an administrator Their individual permissions are set by account or by project 32 e Click the Add button to add a new user to the account this will bring up a list of users From the list select the user who is receiving permission The user s name will then appear on the list E Account Information File Edit wiew Records Tools Help t alg al lvi SIBlele Kp pi el 4f General Persons Flags Datasheet Mates Projec
25. Priority Software BA3 User s Manual Getting started in Priority e Locate the Priority icon on your desktop and double click to open BA Priority Software BA3 LNK e When the log in screen pops up enter your log in name and password then click OK Press OK to continue or Cancel tog Vy Enter Your Username and password below Use Integrated Security Mame Datasources BA3L on ASNTZ e A Tip of the Day window will pop up Click on Previous Tip or Next Tip to see more tips or just click OK to continue t Tip of the Day Chrl Shitte lt moves to the previous record Ctrl S hitt gt E moves to the nest record Previous Tip Nest Tip iw Show Tips at Startup You have now opened Priority This screen will appear with top news and information E Priority Software BAI File View Tools Window Help VS BHB e gt el H mda g Accounting Form BA News Reports Version Info Recon Wizard Step by Step Local News Reconciliation has never been sa easy 1 2 3 4 and you re done Learn more Top Features nr Mare BA Next Local BA News Feedback There are currently no Top Stories About Iv Always Shaw BA News at Startup Copyright 1923 2002 by Priority Software Inc Ee All Rights Reserved Publications x Close Mon Tue Wed Th Fri 5a e a ee re s w 3 iz a 15 16 17 18 19 20 a lz la m mm Be o 2 BA Supp
26. THRY Theory Duck Daisy D E We ama 110 System displays the Account View for the selected account e Click on the Add Notification button e Back New Jf Edit EjView H Reports g amp Search E BA Central BA Account View as of Monday March 13 2006 9 10 4M rafermation Account t24654 1 VRP Test Grant for DIW Principal Investigator Coyote Wile E E Local Accountant Ho Accountant has been assigned Account Type Grant Credited Organization 1420101 VPRGS VP amp Dean for Research amp Graduate Studies Budget Period 06 01 2005 thru 07 31 2006 Note 140 Days Remaining in Budget Period Balance 41 010 as of 03 11 2006 03 31 AM Documents m Need to move the salary on 06 02 14 2006 11KB Eliott Sharon i Financial Statement 03 30 2005 02 13 200 17KB Elliott Sharon enth Open Available 059 2005 t 234 213 172 455 20 749 41 010 Elliott Sharon 02 13 2006 Hood Red R 100 0055 30 0095 06 30 2006 Mere Grand 100 0055 100 00 07 31 2006 Wolf Big B 25 0055 100 0095 07 31 2006 Notific n Add Notification There are no Hotifications for this Account 111 System displays the Account Notifications screen e Click on BA3 Account Reconciliation Notification e Click the Add Record button Account Notifications Account 124654 1 VRP Test DIW Notifications AddRecord Close El joe 2 Jj mme 3 112 System displays the Account View screen with the added noti
27. The Income form behaves in the same manner as the Encumbrance form It is used to take into consideration Income monies the department 1s already aware of but has not yet been reflected by the institution as well as real income dollars that have been received by the department These transactions could also be processed as Encumbrances or Direct Expenses with a negative amount e Go to the Accounting Accounting Forms Menu Transactions and click on Income Accounting Account Information or Account Groups EB Account Types EB Project Groups EB Sponsored Projects Personnel Persons or Person Groups Fa Awards EH Amendments Fa Encumbrances EH Direct Expenses OUMal Entes 56 The system brings up the Income form on the General tab in 7 E mode E Income Records Tools Help 2 sx m vix ajae lt gt el ion E Datasheet Notes SZ Fitess Area Reference Tm Date Total Income fy FF f Es DNE Projected Income 0 00 Deposit Ticket Form Type Income Fremaining E ao e Click on the Filters tab or hit the 7 Filter key in the second row from the top Filters search in BA3 E Income e Filter on the Account Number or other information to see if any income forms are in the system for your account This is a precautionary measure so the user may determine if an income form exists in the system before enter
28. Type Alias cease FF BB Not sequired Sponsored Project Short Mame Not required tal Long Mame Status Budget Start BudgetEnd JAC Schedule Last IRC Balance Active 2 o o Not required El No Balance Organizational LI rit Default Object Mapping Dept unit rs Not required Migrate to Alia Set Year as Current e To save your changes click once on Edit at the bottom of your screen It will then say Saved which means your information is now saved P Edit mum E Saved 10 e Double check the Area field to make sure it is correct Priority has it automatically entered into the system and the user can not change it If it is incorrect you must contact the system administrator with your request see contact information on page 43 E Account Information File Edit View Records Tools Help Me lkk B xv Year Account Type Alias E WO Sponsored Froject Short Mame Long Name Status Budget Start BudgetEnd IRC Schedule Last IRC Balance Active EE EE No Balance Organizational LI rit Default Object Mapping Ci lll Migrate to Alias Set Year as Curent Edit 3 36 PM e Next click on the Persons tab E Account Information File Edit View Records Tools Help Me IX Mi zx 4 General Persons Flags Datasheet Notes Projects Notifications V Filters Documents Area Ac
29. at allow a BA Central User to view accounting reports and projects account permissions automatically confer project permissions for that account e BA Central Projects are updated every night BA Central Accounts are updated when a BA3 User reconciles an account or posts financial reports documents Adding a BA Central User to the Account Permissions in BA3 user must be a Data Admin to add permissions e Open the Accounting Forms Account Information Screen by clicking on the blue Account Information Accounting Forms Menu Change Area BA Search Accounting Account Information or Account Groups This opens the Account Information screen e Click on the Filters tab Account Information Edt View Records Tools Help alx B e ve sx seam Jf General h Persons Flags E Datasheet Notes Projects Notiications SZ Fiters Documents e Enter the account number and click on Apply 26 E Account Information File Edit View Records Tools Help aj jv x saam e s Af General E Persons Flags ET Datasheet Notes Projects Notifications W Fiters Documents Account Number Yea Account FRS o Account Type ne Short Name Eur aa Budget Stat Budget End Organzatonal Ure m ccm uum m eem zl Bestia
30. ather for Collage Park Cloudy Time 3 30 pm Temp 83 RealFeel Temp 31 Humidity B Winds M at 5 mph Click for 5 d ay forecast powered by Acouesther con Donations Iv Always Show BA News at Startup MEI Personnel Copyright 1999 2002 by Priority Software Inc MEE All Rights Reserved Publications Maintenance User 4 li I B EASL E ba3l on asn 2 e x48FPM g Note You will be dealing only with 1 Accounting and 4 Personnel The other areas are not in use at the University of Maryland To get started you will want to set up accounts and add persons The following pages will provide instructions on how to do these things e Under both Accounting and Personnel you will find the options Forms and Reports Click on either one to display these options Priority Software BA3 Priority Software BA3 File wiew Tools Window Help File view Tools Window Help t amp l HBe gt E m bie k amp e E 9 E m b a Personnel Forms Menu So CI Change Area BA Search Personel Accounting Forms Menu Change Area BA Search Accounting Account Information or Accoul Account Types Project Groups Sponsored Projects 3 amp Persons Person Groups Reports a lI o o a Transactions o E 2 Payroll Encumbrances Personnel Payroll Documents Persons or Person Groups dens Transactions e Awards Amendments Encumbrances
31. ayroll Documents Fie Edt View Records Tools Help Bs lx fa Iv Bene Das onthe nos Sina S7 Filters Base Period Annual Salay FTE Salary Pay Period Fringe amp 44 Pemow N a Es sso poo f s 25x Hours Wk Hourly Rate Total Distribution o no 50 E 3234567 Coyote Wile E Active Pay Doc Starting 08 07 2005 Post Hepost saved 219FM e Post Repost the form e Goto the Personnel Personnel Forms Menu and Click on Payroll Encumbrances ES Priority Software BAS File View Tools Window Help tS e E 9 fF en wel i9 g Personnel Forms Menu Change Area BA Search Personnel Persons Person Groups Farms H ep ors TI e Enter the payroll encumbrance see the instructions on page 10 E Payroll Encumbrances Fie Edt View Records Tools Help Du six I ev Slee r n e General Distribution EZ Datasheet Notes Y Fitess Reference E Tm Date Form Type Total Enc Ren Coyote 9 12 08 07 2005 uim H 7 165 000 00 Person Name Enc Femanng Eos wile E ey cc El 165 000 00 Coyote 9712 Covote s 9 12 5 alam Close Encumbrance Link to Pagroll Fer Saved 231PM mp Note the system will not let you enter an effective date at this point J1 Link to Payroll Farm e Click the button on the bot
32. c rosoft Internet CER provided by Provided by DACS E E slm xj eC Sine CI O O 3 0 me diem SB JAMO Eja js Priority Software Dashboard Login Version 3 0 7 gt Dashboard Login e ID Impersonate the User you want to notify by clicking on Change User Click on Change User Welcome to BA Central Sharor E Layout Change Area My Settings Reporte Change User He centra l System displays the users you may impersonate 109 W Change User Return to Dashboard Adminstration Current User Sharon Elliott You may select from hi following User s Dashboards Coyote Wie E COYOTE Duck Daisy D DOUCE oppright 2 99912006 by Priority Software Inc Al Righi Reserved e Click on the Directory Name of the user you want to Impersonate System displays the Impersonated User s Homepage Welcome to BA Central Wile ings Reports Change User Help e Click on the account number to which you want to add a notification the account chosen below is a test account so the number starts with a t instead of the normal FRS ledger number Poo P7 My Project Balances VRP Test DIW Project Project Name ivestigator rzessg T1 Coop Galaxies CM Cosmos Study Fudd Elmer C y32345 1 best evaluate TA Teaching Assistants y42345 3 4 ExTerr Ctr
33. ch for data in Priority go to the Filters tab on the form you are using WP Filters Always start by checking the filters to make sure that the information you are about to enter 1s not already in the system e To check the filters Enter the six digit FRS account number and click Apply in bottom right hand corner If this account 1s already on record the information will appear If there are no records for this account it will say No records found matching filter criteria at bottom of window Then you may continue E Account Information File Edit View Records Tools Help Account Number Y ear meum FRS Account Type EN Status Short Name Alias Budget Start Budget End Organizational Unit Investigator Local Accountant Clear Criteria Remove Migrate ta Alias Set fear as Current Ma records Found matching filter criteria a Edit 3 22 PM e After you have checked the filters go back by clicking the General tab Account Information E mfx Fie Edit View Records Tools Help aq Persone Flags Datasheet Nates Projects Notifications W Filters Documents e Enter account information NOTE Required fields are indicated by asterisks They are as follows o Account number the six digit FRS number enter without dash Example 5 54321 would be entered as 554321 o Year grant year or fiscal year it can be either the year of funding or the fiscal year Example if t
34. count Number Year Account Type Alias a 41 H8 uM o 11 e Enter information for the following o Investigator project director a k a Principal Investigator o Local Accountant o Central Accountant Note You can select persons from list to right of field E Account Information File Edit View Records Tools Help t IX B xvx Responsible Persons Investigator Project director select from list Local Accountant Account 1 select from list Central 4ccountant Account 2 select from list Migrate to Alias Set Year as Curent Edit 2 31 PM If there is a person who is not on the list go to Personnel and click on Persons to add this person see page 32 e To save your changes click once on Edit at the bottom of the screen i Edit 12 Account Groups An Account Group is a way to organize accounts for reporting purposes Open the Accounting Forms menu and click on Account Groups Accounting EHE Account Information qr Account Groups FH Account Types Project Graups FE Sponsored Projects Personnel The system brings up the Account Groups screen e Click on the New Form icon to create a new Account Group m m Heo 9 0 om da D om Pa es E ox The system returns the Add Account Group screen E Enter the Code up to 15 characters including spaces by which you want to identify the Account Group 2 Ente
35. d Administration Current User Sharon Elliott Currently Impersonating COYOTE Etop Impersonl ging You may select from the following User s Dashboards Coyote wie E WPR CONYOTE Duck Daisy D VER DICK Coorg T999 2006 by Pronty Software Inc Al Rlabts Reserved 106 r3 0 7 Fridav March 10 2006 gees rel AM gk Balance 27 644 116 047 TULF Friday March 10 2006 geese AM T J Curent Balance 27 644 amp 115 047 System displays the User s actual Homepage 107 x Search BA3 OE Search Weather F o Fl Weather for Collage Park ie us unny pm My Account Watch L11TTT 2006 VPR State Test 4 114800 2006 VP FOR RESEARCH 114821 2004 RESEARCH amp DEVEL 114801 2006 Priority Project 114302 2004 1145x165 we VPRGS LEASG amp RE THET EHEVITESMU Patt Days Remaining 10 109 109 Current amp 1 231 273 675 202 24 497 9 600 7 1 Projected 1 231 273 leghon 675 202 24 497 9 600 t 7 Kia 108 Adding an Account email Notification to a BA Central User Log on to BA Central using an Internet Browser Do not access BA Central from within BA3 to add a notification the system cannot add a notification from within BA3 at present e Open a web browser and enter asn12 umd edu dashboard in the address line e Enter user id pus password e click Log In EL Software Dashboard Login Mi
36. d Awards Amendments Configura Encumbrances Indirect Direct Expenses Transact Income E Organiza Journal Entries Organiza aa is sa ao is ca Donations HCl Personnel ura a Sponsor Reconciliation Buildings Import External Data into BAS Eg Vendors Data Import Worksheet DIW Tags Maintenance Reconciliation Wizard d M gt Done CASL E baal on asnl 2 J zir PM 4 Publications 27 e Click the Filters tab and enter the six digit FRS account number for the year whose information you are going to copy Then click Apply E Account Information File Edit view Records Tools Help Ae x E e Ea acuments Account Number Y ear pem FRS Account Type p Status Short Name Alias Budget Start Budget End Organizational Unit Investigator Local Accountant Clear Criteria Remove C a E Migrate to Alias Set ear az Current 4 Edit 322 PM The existing account information will appear e Next click on the Copy Account button which is on the left side of the menu lt above the tabs E Account Information Fie Edit yew Records w alg a Tools Help Ap Area Account Number w rc 23 e A Copy Account screen will pop up The account information will automatically appear Double check the data and make any necessary changes Make sure there is a check next to Automatically Increment by One Year and then click
37. de Enter the Amount for this line Move to the next line and continue with the next budget item The system will pre fill the next line with the information from the previous line when you tab to the first field you want to change e g tab to the next line project field and the system will pre fill the account number and year tab to the next line sub code field and the system will pre fill the account number year and project code Users should always save the record before exiting the screen Fie Edk Wee Record Took Help lx Ell Yvi amp Tel KIMGE Germa r3 Datatheet Notes V Facas Area Frisara B Tm Date Fem Type PR fia esas Jas cu Aran Statement Si 508 09 Note that the Total Awarded amount on the upper right side of the screen updates as the user adds lines Moving to a new line saves the previously completed line note the OE Saved indicator on the bottom right hand side of the screen as you add lines e User must enter the Edit mode to change any information in the form header or on a previously entered line Click on the E Saved icon it will change o Edi mode or select Edit Edit Record from the tools menu or hit CTRL e to edit the record 46 Amendments An amendment is a modification to the original award or budget for an account e Go to the Accounting Accounting Forms Menu Transactions and click on Amendments Accounting EH Account
38. de and the system will pre fill the start date from the date the user entered on the General tab and the End Date from the end date on the Accounting Accounting Forms Menu Account Information The user may override the end date amp Payroll Documents Ioj x File Edit view Records Tools Help r 0 amp l ca E Datasheet Notes Summary Y Filters 4 2 3 Period Annual Salary FTE Salar Pay Period Fringe _294 Remove M Weekly f s15000000 ioooos f 575342 25x Hours w k ost Hate Total Distribution 0 0 00 25 004 Payroll Distribution Account Year Project SubCode Start Date EndDate Period 5 sis on e A0 Sidi Mc FAT RENE CRINE S a ERN NNCEZNG 33234557 Coyote Wile E Active Pay Dac Starting 07 01 2005 Post Repost E Saved 8 33AM a 83 e Clicking the Fringe Add button on the screen above brings up the Locate Fringe Codes screen Choose the appropriate fringe rate Locate Fringe Codes Ioj x E Fringe Codes Type ta narrow down list Mew zm 24 Benefit for adjustments 355 Benefit for adjustments DA 42 Benefit For adjustments 052 5 Benefit for adjustments U1 14 Benefits 252 276 Benefits Use 32 Benefits 4X 4 Benefits 052 52 Benefits 5X 5X Benefits Eme e Click on the post repost button on the lower right corner of the screen e This creates the payroll
39. e Enter the data for the field s on which you want to filter e g use the account number and month use the transaction type and month use the account number month and sub code use the Reference month and account number etc e Click the EN HN button in the lower right hand corner of the screen e Click the Options button for the choice of records e g Show Only Records Remaining to Be Processed Example filtering on the account number and transaction month for any records remaining to be processed 93 E Data Import Worksheel E F 5 x Figure 1 fie Edt view Tools Heb Dj die Maly Ble Hlan OY accom toda General Tolerances Information V Fitess ls Relerence Refeience2 Tm Month Code Comment 5 rr M Source Account Humber Project Code IFRS qg p Local Accountant C Show Only Records that have Akeady Processed Successfully C Show Oink Records thal have Problems Clear Criteria Remove EN NN TotatO Posted 0 37AM z The screen below Figure 2 appears 1f the user entered the Account Trx Date and hit the GO key in the upper right hand corner or filtered on the specific data points above Note the scroll bar across the bottom of the screen E Data Import Worksheet File Edt View Tools Help Bf vito alg rimis eue ulala General Tolerances Information S7 Fiters se _Lreal Foes ____T E Decem Amm aes Figure 2
40. ed to make changes to information that you have already saved please follow these steps e Click on the Filters tab Enter any known information about the person you want to search for and click Apply in the bottom right hand corner This will display the saved data for this person Mak Is Tools aam Remove Close Encumbrance Edit 4 43 PM Documents Profile Photo e At the bottom right hand corner of the window find where it says Saved and click once 252 PM PEE e t will change to Edit and you are then able to make changes to the information f Edi 3 16 PM Remember to save the changes that you make by clicking on Edit in the bottom right hand corner 67 Person Groups A Person Group is a way to organize Person Payroll records for reporting purposes Open the Personnel Forms menu and click on Person Groups ersonnel Forms Menu The system brings up the Person Groups screen e Click on the New Form icon to create a new Person Group Person Groups k B v s amp jga e Enter the Group Code up to 16 characters including spaces by which you want to identify the Person Group 2 e Enterthe Group Name up to 45 characters including spaces e Click in the available Non Members box and the system displays the person names available 68 jar 1 E Person Groups
41. ee page 1 of the Data Import Worksheet instructions if you need assistance E31 Data Import Worksheet Fie Edt View Took Help A amp e zlto alg aly Ble nlala ej General Tolerances Informati oan Remove Qa 3 The system returns the following screen Scroll the screen to the right and note the Processed Successfully in the Comment field B3 Data Import Worksheet File Edt View Tools Help Be vito alg simis Biel w r n E accon om moase fans z 50 TES mE Y e E ae EXE if ean oes T bi amp 800 00 PRIORITY SOFTWARE IN amm ET iy AREN a e Left click on the record you want mark as unposted The record highlights and a small arrow appears in the column to the left of the Account 99 r Data Import Worksheet Fie Edk View Tools Help General Tolerances Information V Fiteis e Right click the mouse while on the record and the system brings up the following pop up screen amp aka Import orker Flo Edt Wes Tools Help wl zlta alal wins eim w r M jac vs tadwefaagis go General Tolerances infomaton V Fiton 08252005 GEOD UD PRIORITY SOFTWARE IN e Click on the Mark as Posted menu item Note The Mark as Posted menu item acts as a toggle switch i e it marks the record as unposted if the record was
42. encumbrance record for the payroll doc iL n 43234557 Coyote Wile E Active Pay Doc Starting 07 01 2005 Fast Repost e E Saved 9 45 AM Pay Doc Tips o The effective date entered on the general screen is the date that will pre fill the start date on the account distribution screen The system will pre fill the end date with end date on the year selected as O current Account Information screen the user can over ride this date with the actual end date for the entry o The system will let the user create a payroll doc that exceeds the end date of the account The system will warn the user see the screen cut out below but allow them to proceed 1f they say yes J Invalid Date Range l i X Aa The Distribution date range defined For this distribution Falls outside of the budget range For this Account 07 01 2005 J 06 30 2006 would you like to continue anyway Yes No 84 Updating a Payroll Doc e Filter on the person s last name Payroll Documents e Select the list from the list of names the system a 7 Locate Persons t E r Dkr hF d Persons d T or wh a rn T T qe n ky e Click Apply user is still on the Filters tab at this point e Click on the General tab Payroll Dacuments dE Fh Fin a mue Lm e The system brings up any existing payroll docs for this person 85 e Use the A 1 pn buttons second row from the top of
43. entral Homepage e Click on Change User Welcome to BA Centre aror a Layout Change Area My Settings Repor amp Change User JHelp 4 centrapl System displays the users you may impersonate W Change User Return to Dashboard Adminstration Current User Sharon Elliott YOu may select from hi following User s Dashboards Directory Name Area User Code Building Rox Coyote Wile E VPR COYOTE Duck Daisy D VPR DOUCK POOP D 992 2006 by Priority Software Inc AW ions Reserved e Click on the Directory Name of the user you want to Impersonate System displays the impersonated BA Central user Homepage My Accounts P My Project Balances Account amp Account Name t24654 1 VRP Test DIW Project Project Name Investigator T26330 1 Coop Galaxies CM Cosmas Study Fudd Ebner C v32345 1 test evaluate TA Teaching Assistants Data Admin may now set the layout and view any information available on the Impersonated User s Homepage How to stop impersonating and return to the user s BA Central Homepage e Click on Change User My Accounts 4 My Project Balances Account amp Account Name t24654 1 VRP Test DIW Project amp Project Name Investigator T256830 1 Coop Galaxies CM Cosmas Study Fudd Ekmer C v32345 1 test evaluate TA Teaching Assistants System displays the Change User page e Click on Stop Impersonating Ya Change User Return to Dashboar
44. eset 40 e Click the Add button to see a list of users When the list of users pops up highlight the user that 1s receiving permission then click Select SM Users to Add be changed Rights biz 294127 Accts 294127 Accountants Full ER 294127 Data Admins 294127 Administration Ful 294127 Pay Doc Reps 294127 Pay Doc Reps A 294127 Read Only 234127 Read Only ERIS 4 Heam Michael JADAMS Adams Jacquelin Access ASNIZ BASADMIN Admin BAS CMPS UMIACS Admin System KARI Aldridge Kari m e The user will then appear on the list Click OK to continue w Permissions Project Admins with Inherited Permission Rights can not be changed SgCSCHUP Schupbach Carolyn amp Full KARL AD Aldridge Kari w Users with Explicit Permissions for Project Add New user Modify Remove Grant Area Reset 41 e Highlight the new user and click Modify and adjust the level of access you want to grant the user on the list that pops up w Permissions Project Admins with Inherited Permission Rights can not be changed SaCSCHUP Schupbach Carolyn A Full KARL AD Aldridge Kari w Users with Explicit Permissions for Project New user Grant Area Reset e Click OK to return to Projects Make sure it says Saved in the bottom right hand corner of the screen If it still says Edit click on it once to sa
45. fication e Back New f Edit E View H Reports h Search E BA Central BA Account View as of Monday March 13 2006 9 23 AM Account t24654 1 VRP Test Grant for DIW Principal Investigator Coyote Wile E iJ Local Accountant No Accountant has been assigned Account Type Grant Credited Organization 1420101 VPRGS VP amp Dean for Research amp Graduate Studies Budget Period 08 01 2005 thru 07 31 2006 Note 140 Days Remaining in Budget Period Balance 41 010 as of 03 11 2006 03 31 AM Documents O Dazsument Mame Created Size By i Need ta move the salary on 06 02 14 2006 11KB Elliott Sharon i Financial Statement 09 30 2005 02 13 2006 17kB Eliott Sharon Month Open Available Ending Budget Encumbrances Expenditures Balance By Cin o9 27005 234 213 172 455 20 749 41 010 Elliott Sharon 02 13 2006 Hood Red R 100 0095 5D 0 9 06 30 2006 Mere Grand 100 00 100 0095 07 31 2006 Wolf Big B 25 00 100 00 07 31 2006 Add Notification Nama Wile E Coyote Account Reconcilation 113 BA Central Web Part Settings BA Central My Web Parts My Accounts My Accounts Watch My Project rt Balances etc display these 9 9 information panel next to the item title symbols on the right side of the 3 Help button contains basic information about the web part Refresh button refreshes the view of that particular web part e g if the user hits the button next My Project Balances the syste
46. g is turned on for the account and no project is specified in the DIW Reference This reference is the same as reference 1 on the FRS transaction listing for non payroll transactions and the Reference field on BA3 encumbrances The SSN is used for payroll transactions from the SOP BA3 uses this reference number to match against open encumbrances in the system See the BA3 Operating Rules DIW Posting Rules Overide Reference Reference Comment Dts SSN for EA E Payroll F 8 6 2005 Processed Successfully IRX ap alx EFE TERME General Distibutign ET Datasheet Notes Line Items V Fiters Area Tre Date Form Type MR L 8 m Vander Reference2 This reference field is the same as reference 2 on the FRS transaction listing for non payroll transactions BA3 will use this number as the check date for payroll expenditures from the SOP marked for posting See the BA3 Operating Rules DIW Posting Rules for additional information Comment An explanation note or remark affiliated with the record BA3 sometimes returns a comment on a transaction to make the user aware of conflicts problems during the posting process e g the example below is from a user trying to post a payroll charge to a closed encumbrance the system responded with Enc Closed Exception Account Year Project Sub Code Trx Code Date Amount Description Post Over F 114915 f 1020 E
47. he fiscal year began in March 04 then this field should say FY04 o Account Type select from list by clicking on square to right of field indicated below in red circle Example contract grant etc o Short Name project sponsor o Long Name project title or TTO o Budget Start amp End dates for year E Account Information File Edit View Records Tools Help Me mI XI B vv Area Account Wumber Year Account Type Alias CASL Account FRS Year Select from list i Sponsored Froject Short Mame um Project sponsor Long Mame Project title TTO Status Budget Start BudgetEnd IRC Schedule Last IRC Balance Active m 4d Yyyy m dd yyyy EX No Balance Organizational Unit Default Object Mapping p D l Click to Migrate ta Alias Set rear as Current select current Edit 3 36 PM year Priority will automatically assume dates when you input a transaction If you want to set the year as current click on Set Year as Current button at the bottom of the screen All other fields are optional They include o Status select from list active closed expired or pending o Organizational unit department or unit each department has its own code If you do not know what yours is ask your Payroll person Example the code for CASL is 1420106 E Account Information File Edit View Records Tools Help t mI XI B Area Account Number Year Account
48. he sub code and the dollars The system will pre fill the next line with the information from the previous line when you tab to the first field you want to change e g tab to the next line project field and the system will pre fill the account number and year tab to the next line sub code field and the system will pre fill the account number year and project code 52 E Encumbrances Fie Edt View Records Tools Help amp e amp x m v Genera Distribution E Datasheet Notes Line tems W Fites Documents Area Reference H Tr Date Form Type ul fia 09232005 DE z Dect Input of Encumbrances p oms Note that the Total Enc amount on the upper right side of the screen updates as the user adds lines Moving to a new line saves the previously completed line note the l Saved indicator on the bottom right hand side of the screen as you add lines Users should always save the record before exiting the screen Direct Expenses A Direct Expense is an expenditure that makes an immediate affect on the account balance Direct Expenses do not have encumbrances to expend against This form may also be used to enter year to date or project to date expenses during conversion e Go to the Accounting Accounting Forms Menu Transactions and click on Direct Expenses Change Area B Search Accounting Account Information or Account Groups EH Account Types EB Project Groups E
49. he user may create the payroll encumbrance and repost the transaction If the user chooses to Override BA3 creates a payroll encumbrance for the amount of the transaction posts the transaction and closes the encumbrance o The user should input a project code before posting with an override on the DIW transaction if projects are in use on this account e DIW returns Enc Closed Pay Exception in the comments section of the transaction 7he payroll encumbrance for this person has no open balance or the user has closed the encumbrance Comment Details Enc Closed Exception PayExpendture Encumbrance is akeady closed Choose Override to post anyay o The user may check the Override box on the transaction and BA3 will post the transaction against the closed encumbrance 977 o The user should input the project code before posting with an override on the DIW transaction if projects are in use on this account Non Payroll Transactions e DIW returns Header not Found in the comments section of the transaction and Expenditure No header found matching this reference number Choose override to create a new header The system could not find an open encumbrance with this reference number ende not Found Expenditure No header found matching the reference number Choose Ovemde to create a new header o The DIW will post the transaction with the Override box checked or the user may create the
50. ick on the Sl tab and the system brings up a blank screen in 4 t mode I O X t lx m viv 2 General F Datasheet Notes V Fiters Reference Tr Date Form Type Total Awarded Dept Ref yyl orm typy ie 0 00 Desciipion nas Supe or a dedi eie nitial gt Supplement 1 or other dept description etc ES ERS e Enter the Department Reference Number e Enter the Trx Date Transaction Date e Choose the Form Type by clicking on the E button to the right of the Form Type field See the Transaction Form Types screen sample below e Highlight the Form Type and hit the L key to enter this form type on the Awards form Select AS Award Statement for the initial award Locate Transaction Form Types dget Aumendeavent BLANKET Blanket Encumbrance il BS Budget Stabtemeni LC Cast Center Allocation Contract Research m rgangational Innovation Sanda DE Drect Input of Encumbrance DEP Deposit DR Disbursement Requisition DRF Disbursement Request Form ELFTR ELF Travel Cancel 3 Found 45 e Enter the description e g Initial Budget Supplement 1 August 2005 to make the document easily identifiable e Enter the Account Number the system will pre fill the year with the year set as current on the Account Information screen Enter the Project Code if projects are in use on this account Enter the Sub Co
51. ing new data e If there are no existing records in the system it will return No records found matching fiter criteria in the lower left hand corner of the screen e Click on the Sl tab and the system brings up a blank screen in 4 t mode 5 E Income File Edt View Records Tool Help No record found matching filter Enter the reference number Enter the Trx Date transaction date Check the Projected Income if the item is outstanding The system shows this item as Projected Income Remaining BELOW the account total on the 4740 Research Board Grants 17 004 00 3 ggd 0 00 000 17 004 00 A930 Association Dues 3 000 00 F 0 00 0 00 000 3 000 00 s005 FM Rent Billing 0 00 O00 f 0 00 143 75 143 75 9926 NM Tri within Dre College 0 00 0 00 0 00 000 0 00 Account Total f 1 102 582 00 43 662 90 116 754 19 988 601 96 2 774 15 The system shows this item as an Open Encumbrance on the financial statement and includes it in the account balance if the Projected Income box is not checked Expenditure Expenditures Encumbrance Uncommitted Obiect Obiect Classification Hare Budget nackte YID Remaini Bal 4740 Research Board Grants j 17 004 00 000 000 0 00 17 004 00 4930 Association Dues 300000 000 000 000 3 000 00 10000 00 10 000 00 115 753 19 978 501 96 e Enter the i
52. ion will appear Next click on the Projects tab E Account Information File Edit View Records Tools Help Me lax H ve Account Number Y ear 35 e Project code and description Null will appear on the first line of every account The system will use this project code for all transactions if a unit does not set up other project codes for an account e Move to the second line and enter the project code s of your choice Keep in mind that users see the project code when entering transactions e Enter a name and check the Active box in order to set up the project code If you wish you may enter an investigator e You also have the option of setting this project code as a default Transactions entered on this account will assume the default project code if a user does not enter a different project code e You may enter new codes by moving to the next line of the form To do this click Tab on your keyboard until your cursor jumps to the next line E Account Information File Edit wiew Records Tools Help t lgx Hl eve em r dj Projects Far Account 529752 2004 Project Code Name Investigator Active Default Comment EN eae A GO O ee B C Fernmizsions 29752 2004 TTOHOUD Migrate to Alias Set Year as Current Edi 2 12 PM 36 IDC on Projects System calculates and allocates IDC on project expenditures and encumbrances IDC is
53. lx gl x viv eieae lt gt el General Distibution IE Datasheet not rues gt Area Reference f Tx Dale Form Type Total Ene uum E E rin Person Name Nr an eee e Filter on the person s last name or other user chosen field Note the box next to the date field This allows the user to set the encumbrance filter date greater than or equal to equal to or less than a specified date The example below is set to greater than or equal to 07 01 05 E Payroll Encumbrances Fie Edit View Records Tools Help Source 4ccount C 73 e Highlight the name you want on the list and hit the Select button ini xi Ne Persons T A ta narrow dowr list Cordes John Cormick Matthew Tyler Corona Edgar Vail Corsi Thomas M L asper George MW Costanzo Amy Beth Countee Joan Courtney Shannon Mare Elizabeth Cousins Kenneth jc Couture Heather Linn Coyote Wile E fan Fron Cancel The system brings up any payroll encumbrances that fit the filter criteria the person and date selected in this example on the Filter screen r Payroll Encumbrances Fle Edit View Records Tools Help Ae amp x Gl NM EN selam w el L Total Enc 46 875 00 Enc Remaning 46 875 00 Fake Mle ented E Wile E a from Payroll Automation esee Tresoaes Tone TEcrtenees Ge Ere tne FG eon Le 32345 2 1001 s 3750000 ona 3 L
54. m Iw Local Accountant Central 4ccountart Sarah E Brooks E Saved 415 PM Remember to save the changes that you make by clicking on Edit in the bottom right hand corner 65 Projects e Next click on the Project tab E Person Information File Edit wiew Records Tools Help t x B vc Datasheet Addresses hembership q WX Filters Documents General Indicators Locality Phones Affitto Demographics Profile Photo Person Id First Mame Middle Mame Last Mame e If this person has been given permission to view accounts and projects his or her information will appear on the form see example If not you need to go to Account Information in Accounting Forms to grant permissions to this person see page 19 E Person Information E mE File Edit wiew Records Tools Help General Indicators Locality Phones Affiliations Demographics Profile Photo Datasheet Addresses Membership Project WP Filters Documents Project Assignment and Trs Permissions for Brooks Sarah E Account Year Project Project Investigator Permissions CS Cr 05 PAM 1 jRead O Read Red Read 529739 Read Read Read Read Ree 529769 2004 2004 D53758 Ans Reed Grant All Sarah E Brooks E Saved 4 34 PM Note Other sections on this form are not required and are generally not used by UMCP 66 How to edit saved information If you ne
55. m will refresh the project balances Z4 Configure button brings up the menu below and allows the user to customize all My settings hy Settings TE Fr Eating roDuzbkonatratkrn ptis Eel allow yov o Customize oll Eis Checking any of the Account Related boxes limits the BA Central Homepage display to those accounts that fit the Tink Here to chame rour password criteria on any of the My settings with Account in the title e g My Accounts My Accounts Watch etc Receunt Related Principal Investigator Local Accountant and Central V Where E am the Primieal Investigator Accountant are defined on the Account Information Where E am the Lata Accountant Screen Person tab in BA3 V Where E am the Central Accountant Accaunk Fillers Dunt Setting the Account Filter limits the BA Central Homepage Recounts that mate the Eellewiag patterns display shown on any of the My settings with the word Al horami call be used Account in the title to those accounts that fit the criteria dd Arrr noject Mere Setting the Project Related filter limits the BA Central V Where E am the Inerstipator Homepage display to those projects where the User is Qroani siena Warts the defined as the Project Investigator on the Accountant Petated te ane ef tpe follering Org Unts Information Projects Tab in BA3 berg ad Ong Uri Hane E bur get Y ipu a mrt Limits the Accounts amp Projects displayed to those that fit the selected criteria
56. n Groups screen e Click on the Filters tab F Ferson Groups Fie Edt View Records Took Help ge x Ga e SIE gl Lal Group Code Group Name Manage Member Available Non Members Curent Members Nam Roe amp 5 File Edt View Records Tools Help Kae lx fa vei General E Datasheet VW Fiters System displays the existing Person Group with Current Members and Available Non Members 70 e Highlight the person you want to remove from the Current Members and click the button TE FS 2 EUPCTEPDOTO OTPUCT OCTDOTOPSEGE Qa Da System moves the selected person back to the Available Non Members list and displays the Current Members of the Person Group Note Users must do a View Refresh click on the word View then hit Refresh to see the removed Group Member on the Available Non Members list Person Groups Su a GC GA 71 72 Payroll Encumbrances e Goto the Personnel Forms Menu e Click on Pavroll Encumbrances ES Priority Software BAS File View Tools Window Help Me amp e E 9 5 en d Gel o e Change Area BA Search Personnel Persons Person Groups Forms Personnel Forms Henu rance PITS H ep ors e Click on the Filters tab i Payroll Encumbrances File Edt View Records Tools Help a amp
57. number Below is the distribution tab of the IDC Encumbrance form for the same test account Note the system calculated expenditure amount The amount was calculated on current month expenditures posted at the time of the overnight cycle Eb Encumbrances File Edt View Records Took Help x gl wei SB el M el Foo Datasheet Notes Line Items S Fiters Documents Totals Total Enc s 50 003 83 BITE Dra E pu uem Total Exp 15 553 55 EE ll Remarww 15435518 Variance 0 00 21 Copying account information from year to year e Click on Forms from the left menu under Accounting ES Priority Software BA3 Beji File View Tools Window Help Version Info Recon Wizard Step by Step Local News Reconciliation has never been sa easy 1 2 3 4 and you re done Learn more Top Features DA More BA Next Local BA News Feedback There are currently no Top Stories About Y gt CASL E ba3l on asn12 e 212PM 4 User e Locate the Accounting menu and Priority Software BA3 click on the first item Account File view Tools Window Help Information tal HBe e A E m Bd 5 Accounting Forms Menu Change Area BA Search Decision Project Groups Budgeting Sponsored Projects Budgets Personnel Expense C Persons ar Person Groups Eben be Sub Cod Transactions E Sub Co
58. ort Sun E Unlimited Problem Support is available 205 838 7061 9 00am 5 00pm CST M F Weather for College Park ou Cloudy Time 3 30 pm Temp 83 b RealFeel Temp a1 Humidity 60 Winds Mat 5 mph Click for 5 day forecast pow ered by AccuWesihercam ra CASL fe baal on asn z J 34E FPM 2 At the lower part of the screen you will at times see a red yellow or green symbol e e Red means you cannot enter any new data until a new patch has been uploaded into Priority This requires notifying IT that they must put in the new software update before any new additions can be made e Yellow means that there have been some software changes They should be included in the system and they won t affect any new data that will be entered e Green means the system is available and ready Please continue SHA Ui BW bd There are 7 major areas in Priority Accounting Donations NCI Personnel Publications Maintenance User IAM RWNE They are listed on the left menu E Priority Software BA3 Sele ke amp E E e 9 E 5 led Bd 8 g Forms BA News Reports Version Info Recon Wizard Step by Step Local News Reconciliation has never been so easy 1 2 3 4 and you re done Learn more Top Features MET Mare BA Next Local BA News Feedback There are currently no Top Stories BA Support About Unlimited Problem Support is available 205 638 7061 9 00am 5 00pm CST M F We
59. ound matching Filter criteria i Edit Note All other fields are optional 63 e To save the data you have just entered click on Edit in the bottom right hand corner It will change to Saved which means that you have saved the new data i Edit gt E Saved Note If a form is incomplete meaning you have not filled in all required fields the record will not save e Next click the Indicators tab E Person Information File Edit View Records Tools Help t alx l 7 Datasheet Addresses Membership Project M Filters Documents General Locality Phones Affiliations Demographics Profile Phota e The system will show which person you are working on The name of the person will appear in the lower left hand corner of the screen Central Accountant Sarah E Brooks El Saved 4 15 Ph 64 e Check any item that applies to this person Investigator Local Accountant Central Accountant etc The example below shows Sarah Brooks as currently active a local accountant and 1s enabled to do payroll encumbrances E Person Information File Edit View Records Tools Help t x B w v SI Addresses Membership Project W Filters Docurnerits General Indicators Locality Phones Affiliations Demographics Profile Photo Job Status Job Termination D ate ae Job Responsibilities Author Track Leave Investigator Iw Enable Payroll Encumbrances emm
60. ount Year Project Sub Code Tre Code Date Bmount Description Post 114800 2006 1013 E 08 06 2005 CA SGELLIOTT F lt Field blanked out for example purposes Date The date the transaction posted against the account per the institution Amount The amount of the FRS SOP transaction imported Description FRS description or comment affiliated with the record e g Vendor Name on a Purchase Order Pay To name on a Miscellaneous Payment Form for non payroll transactions First Middle Initials and Last Name for payroll transactions see the sample above etc 95 Post A check mark indicates the transaction is marked to be posted against the account when the post transactions key Le is clicked The post key 1s the third button over on the second row from the top BA3 will attempt to post all transactions on the screen which have a check mark in the Post column when the Post key is clicked ej v eib alg miy Ble wl lt gt 1n el Override When checked this indicates the user would like to override any problem BA3 found when trying to post the transaction e g BA3 will create an encumbrance when it cannot find one to match this transaction and then post this expenditure against the encumbrance it created using the information from the DIW Payroll transactions must have a person record in order to post even with an override The system will post to the default project if Force Project Accountin
61. oup Edi Mew Records Tools Heb 4 x XV 1 Q Account Groupe WPR Tunes ad Eo nou qp ae LEOCW ESL eee Lum a VF e Right click on the green triangle and continue adding accounts following the previous instructions until the Account Group is complete How to Remove an Account from an Account Group Open the Accounting Forms menu and click on Account Groups Accounting EE Account Information FH Account Types Project Groups FE Sponsored Projects Personnel 16 Click on the filters tab Enter the Account Group or part of the Group Code followed by the the search below asks for every Group code that starts with VPR in the Group Code box and click apply 17 System displays the existing the Account Groups that met the Filter criteria amt ount Groups Ple Edt View Records Tools Help w ax lvl Sila e o Genet Y Fe e Click on the green triangle next to the Account Group you want to edit System displays the Account Group Members l Account Groups amp alx s v amp General 7 Fiers e Right click on the Account Number you want to remove and hit Delete on the pop up box i Account Groups x wl amaj e General S7 Fass 29 Account Group Account unt Hum TUN IDUVUN VPA Tunes VAP Cartoon Test Accounts CT RESTE i L System asks if you are sure Delete Record Y Are x
62. posted to the same project as the expenditure encumbrance Note the Functional Users Group has a request in to the vendor that would allow the user to suppress this function on an account basis some users need to reflect only direct project expenses for some accounts 37 Project Permissions E3 Priority Software BA3 m ullEd Click on Forms from the left menu under Accounting S EB s E m H A g BA News Reports Version Info Recon Wizard Step by Step Local News Reconciliation has never been so easy 1 2 3 4 and you re done Learn more Top Features tue Mare BA Next Local BA News Feedback There are currently no Top Stories About Publications Maintenance Ww gt CASL a ba3l on asni2 r3 212PM 4 E Priority Software BA3 T z E3 e Locate the Accounting menu and kE amp EE e mice click on the first item s ccountin rms Menu Account Information Ed Hi a Reports Project Groups Budgeting Sponsored Projects Fal Budgets Personnel Expense C Persons or Person Groups FEE Sub Cod Sub Cod Transactions Sub Cod Awards Amendments Configura Encumbrances Indirect Direct Expenses Fl Transact al Income i Organiza Donations Journal Entries Fa Organiza cl EXE tg Sponsors Reconciliation Fg Buildings Personnel ze Import External Data into BAS Publications Data Import Worksheet DIW Maintenance Reconciliation wizard User Il E Done
63. r the Description up to 40 characters including spaces of the Account Group Add Account Group 13 e Click the OK button and the system brings up a list of accounts e Highlight the account you want to add to the Account Group and hit the Select button Note the account selected below is a test account for demo purposes so it starts with a T instead of the normal FRS ledger number Locate Accounts 529765 2005 TTOHO15 529766 05 TTO 028 523542 2005 TTO 38 523843 2004 TTO 012 529856 2005 TTOSO31 Of 529867 2005 TTO 048 712345 20061 testing ide cha 122345 1 VPR IDC Test 124654 1 VAP Test DIW T26830 1 Coop Galaaes 2 Found The selected account appears on the right side of the screen under Account Number and is added to the Group E Account Groups 14 e Right click on the green triangle and click New Group Member and select the next account you want to add to the Group E Account Groups Fie Edt View Records Took Help 2 x IF e Type in the first few digits of the account number you want to add highlight the account number when it appears on the list and hit the select button to add the account to the Group Locate Accounts ajoj x R Accounts 172345 1 YFA IDC Test el QM Fi terra meist 15 The selected account appears on the right side of the screen under Account Number and has been added to the Gr
64. rmation Sle File Edit View Records Tools Help Indicators Locality Phones Affiliations Demographics Profile Photo eee Sheet Addresses Membership Project YW Filters Documents First Hame Middle Hame Last Hame 62 e Fill in required fields which are indicated by asterisks o Person ID This is the UID from PHR or ARES The system will pre fill the Social Security Number SSN after you fill out the Person ID field o First Name o Last Name o Display Name First Middle Last The system will automatically fill in the display name after you have entered the person s first and last names Just double check to make sure that there are no spelling errors o Directory Name Last First Middle The system will automatically fill in the directory name after you have filled in previous fields E Person Information File Edit View Records Tools Help e x B vix Addresses Membership Project Filters Documents General Indicators Locality Phones Affiliations Demographics Profile Photo Person Id First Mame Middle Hame Last Mame UD Jom Doe Display Mame First Middle Last SSM System will pre fill this field for you as well as SSN 222 33 4444 Hanarific Suffis Jr Sr IM Titles s M D Ph D RN Academic Title O Directory Mame Last First Middle System will pre fill this field for you H Ma records F
65. s p 2700 s337500 jonas ii I ET TEE L PAY3413C Coyote Wile E Close Encumbrance Link to Payroll Form Note the salary and fringe benefit encumbrances This is because account y32345 is set up as a grant account Accounting Accounting Forms Menu on the Account Information Screen and a fringe benefit rate was input on the payroll doc 74 Entering Payroll Encumbrances without a payroll doc Go to the Personnel Personnel Forms Menu and Click on Payroll Encumbrances ES Priority Software BAS File View Tools Window Help i amp ll EIe limimglw Bie Personnel Forms Menu Change Area BA Search Personnel Persons Person Groups Farms H ep ors Fie Edt View Records Took Help AB General Distiibution E Datasheet Notes V7 Fiters Ares Reference H Tix Date Form Type Total Ene L1 m sum Peron Mame Source Account Enc Remaining See the screen shot on the next page for the referenced fields 1 Complete the Reference user defined 2 Complete the Trx Date transaction date 3e Complete the Form Type note the E next to the Form Type this brings up a list of available choices whenever you see it next to a field e Complete the Person Name or click on the to select create a person e Complete the Source Account e Complete the Description User defined description to tell you what the encumbrance is when you
66. s are updated when a BA3 User reconciles an account or posts financial reports documents e BA Central Access from a non UMD EDU address requires use of a campus VPN Virtual Privacy Network See the email from Rob Goebeler at the end of the BA Central Guide for instructions on how to download the VPN Logging on to BA Central Users with BA Central Only access must use the first option open a web browser and enter the asn12 link There are two options for a BA3 user to access BA Central e Open a web browser and enter asn12 umd edu dashboard in the address line e Enter user id and password then click Log In E Priority Software Dashboard Login Microsoh Internet Explorer provided by Provided by OACS E i E jg j xj E ae ee A O O x 2 151 posench verme z B R eg Address E http asn12 und edu Dashboard Lagin asp iogin true B Eja jus Priority Software Dashboard Login Version 3 0 7 gt Dashboard Lagin Account ID fie OR e Click on the BA Central icon while logged into in BA3 102 3 Priority softwares BAJ Accounting Forms Menu Change Area BA Search User Hint Accessing BA Central by opening a browser and entering the address lets the user avoid re entering their password numerous times BA3 has a window limit that forces users logging in via BA3 to re enter their password when accessing reports in BA
67. st as shown on page 6 e Click on the General Tab e Click on the New Assignment button on the lower right section of the screen E Payroll Documents File Edt View Records Tools Help Z fx ul ayik 4 simaj wj el eneral Doinituicn E Datasheet Notes Summary T7 Fiere Elfective Date Appontment End Assign ID m beewer a MEN fom Hire Dale I Superceded Revise Current 3234557 Coyote Wie E Active Pay Doc Starting 09 07 2005 Post Repost ooo A Saved 1 46 PM E e The New Assignment screen appears e E Create New Assignment Based On Selected Payroll Form New Effective Date New Assign OK LR See Cae Creating a new assignment makes a copy of the orginal document The original document remains active The newly created document is also active and may be modified to show changes for the New Assignment le Fill out the New Effective Date 2 e Check Uncheck the Copy Existing Notes box 3e Click OK The system creates a new payroll document with the Effective Date entered above see the example on the next page 88 E Payroll Documents Fie Edt View Records Tools Help v x BA e vi SEB n H ej Gener Ditibulen E Datasheet Notes Summary v Filters Area Person Source Comments hst vj Foston Job 4567 Coyote Wile E Active Pay Doc Starting 08 15
68. t side of the screen to add a PI or other specific user to the Explicit Permissions list System displays a list of users in the drop down box E Users bo Add X es r QD CMPS UMIACS Rea CHPS UMIACS Read Only TCOHEN Cohen Thomas KCONCA Conca Ken n KONCA Conca Kenneth JOORDES Cordes Jahn Se COYOTE wate wie E ECROWELL Crowell Elizabeth CURRIE Currie Douglas select E poas Dune Robar sj Gwen User highlights the line with the new user Modly and clicks on the button E vPRP VPRPayDocRep Delte None Delete Delte System displays the default account settings for the new user 28 45 Mocdily Permissions 124654 tl User COYOTE User changes the drop down box settings to Read to allow the new user to see the Account Red i account information on BA Central Non Payod Tre uana User clicks 20 Account Permissions Administrators use Permissions to give other users access to specific data Standard system wide Permissions for each area s DataAdmins PayDocs and Accountants were set when their Priority area access was set They must do this by setting permissions in each individual account To do this please follow these steps EJ Priority Software BA3 B E File view Tools Window Help e Click on Forms from the left menu under Accounting BA News Recon Wizard Step by Step Local News Reconciliation has never been so easy 1 2 3 4 and
69. t time a payroll document is entered for a person e Click on the General Tab e Fill in the person name or select from the Ll button to the right of the name field e Fill in the effective date of the payroll doc This is the effective date of this payroll doc Note The person record must be entered before the user can input a payroll doc for that person E Payroll Documents Bi x File Edit view Records Tools Help n el Area Person VPR Source Comments INST Ex Superceded Position Tid Revise Curent Hew Assignment Jab E Retroactive Change Past Hepost CIF New st PM e Click on the distribution tab 82 E Payroll Documents loj x Fie Edit view Records Tools Help t lx Bl l vx eale n amp l SAD Area Ferson Effective Date Appointment End Assign ID VPR Coyote wile E m 07 01 2005 E Source Comments Hire Date iret m Superceded See the distribution screen below le Enter in the base period click on the button to see the available choices 2 Enter the annual salary for your unit the system calculates the Salary Pay Period from the Annual Salary Base Period Enter the FTE for your unit 4 Enter the fringe rate see the screen cutout on the next page 5 Enter the payroll distribution including the Account Number Project 1f one is assigned to this entry Sub Co
70. tem description Se Enter the accounting distribution information The example below was used to generate the Financial Statement directly above Income q eee ee ee OS i a n oR Au 58 59 PERSONNEL Persons forms e Click on Personnel from the left menu The Personnel Forms Menu will appear Priority Software amp BAJ File View Tools Window Help ke amp e E 9 m iw ps Denim Personnel Forms Menu age Area BA Search NE Personnel Configuration Eg Persons Fringe Codes es Person Groups Job Numbers Eg Positions Forms Payrall Schedule Types Payrall Schedule Transactions Payroll Encumbrances SISSETTE 8 Payroll Documents ide Tools Fe Payroll Form 4utomated Revision Personnel Browser Unposted Payroll Document Browser E Y Dane CASL ba3lonasni2 9 amp 04PM z m e Next go under Personnel and clic Priority Software BAI on the first item Persons 7 ee Mee gei ie Personnel Forms Menu NCI Change Area BA Search Payroll Encumbrances Payroll Documents Reports 60 The Persons form will pop up Remember to first check the filters to see if there is existing data for the person you want to enter into the system To do this click on the Filters tab E Person Information File Edit view Records Tools Help t alx a Se 7 Datasheet Addresses Membership Project C
71. the Select key 4 e Enter the Description for this form e g YTD expenses for Project XYZ or Telephone July This description will show on the Paid Transactions listing for the month it is entered so make it something the PI or administrator will 5 recognize e Enter the Direct Expenses Distribution information enter the account number the system will pre fill the year with the year set as current on the Account Information screen enter the project 1f projects are in use on this account enter the sub code and the dollars The system will pre fill the next line with the information from the previous line when you tab to the first field you want to change e g tab to the next line project field and the system will pre fill the account number and year tab to the next line sub code field and the system will pre fill the account number year and project code E Direct Expenses File Edt View Records Tools Help el aix uil sviki alaale lel Ln o General ET Datasheet Notes V Fiters Is Area Reference B Trx Date Form Type Ma f OO p DE Dect Input of Eneutxan Note that the Total Expended amount on the upper right side of the screen updates as the user adds lines Moving to a new line saves the previously completed line note the l Saved indicator on the bottom right hand side of the screen as you add lines Users should always save the record before exiting the screen Income
72. the screen to move through the existing payroll docs for this person e Make sure you are on the payroll doc you want to change e The system has three options to choose from when doing a payroll doc change s Revise Current Hew Assignment Retroactye Change e Click on Revise Current to change the accounting distribution the annual salary etc for an existing record This brings up a Revise Current Payroll Form which will create a new payroll doc and adjust the existing encumbrance created by the original payroll doc See the screen cut out at the top of the next page e Click on New Assignment to enter a second assignment for the person such as an overload a TA with an hourly overload or a second different appointment in the same unit e Click on Retroactive Change to calculate a payroll transfer and set up a new future payroll document if required The original payroll document must be in BAS for the system to do the transfer Transfers that affect periods before BA3 was in use must be input manually Entering a Revise Current Document Reminder filter on the person first as shown on the preceding page e Click on the General Tab see the preceding page if you need a reminder e Click on Revise Current and this mini screen appears E Revise Current Payroll Form Es Person Hew Elfectree Date OK Coyote Wile E E 4 a 2 Fe Copy Existing Notes le Fill in the Ne
73. tom right hand side of the screen i Relink Payroll Distribution Payroll Document Distribution Listing for Coyote Wile E The Payroll Encumbrance rs not curently inked ou may link it to one of the below Pay Document distnbutions Omet Code Poy sot Put Anon tte ree 16 07 2005 06 30 2006 0 00 No 78 e Highlight the payroll doc you just created with the 0 and 25 fringe benefits e Click the button to link this encumbrance to the payroll doc If the system says that the payroll doc is linked to another encumbrance be sure you are on the correct encumbrance then hit the e Click the __ Bene button to finish the link e The system returns you to the General screen Note the Effective Date was completed by the system from the linked payroll doc E Payroll Encumbrances File Edit View Records Tools Help 2 e x wj xivix seam w el eco Feste eet oe Area Reference t TmDae Fom Type Tow Enc VPA Coote 3 12 09072005 S F s Salary and Fin 165 000 00 Person Mame Source Account Enc Remaining Coyote Wile E Inl 12345 2006 bel 165 000 00 Descnption r Prevent Future Changes Coyote s 8 12 Salary rom Payroll Automaton faceond Vou Papel Toce Enon EET NE Ge m3 12345 79 Payroll Documents e Go to the Personnel Forms menu Locate Transactions and click on the second item Payroll Documents ES Priorit
74. transactions the transactions will post to FY 2006 The system brings up the DIW e Click on the Tolerances tab to set the user per transaction tolerance level This is the dollar amount or percentage amount over expenditure compared to the encumbrance that determines whether the transaction will post or the system generates a warning message amp 3 Data Import Worksheet 02 e Enter the user tolerance level by dollar or percentage This example has the tolerance set to 1 Any transactions that are within 1 of the encumbrance will post E Data Import Worksheet File Edt View Tools Help 2 alg elmly E General Tolerances Information W Falters Generale exceptions for Imported Expenditures i 1 00 that are x off from existing Encumbrances Generate exceptions for Imported Expenditures Percentage Tolerance Amount m that are cx off from existing Encumbrances I 7077 m prem a a m NEN 3 E a te Ag onem aA adm T aT e Click on the Filters tab see Figure 1 on the next page or select the Account and IrxDate see figure 2 on the next page from the drop down boxes 3 Data Import Worksheet The filters tab will return show only those items for which the user has filtered the Account and TrxDate will show all unposted transactions available for the account The screen below Figure 1 appears if the user clicked the filters tab
75. ts Notifications M Filters Documents G5 Permissions Admins with Inherited Permission Fights can not be changed LoginlD UserName Rights Users with Explicit Permissions Logn D UserName Account Non PayTra PayTra Payroll Add IU New user M Remove Infa Grant Area Heset Request Migrate to Alias Set ear as Curent uf Edit GMPM oy e To set the user s level of access click on the Modify button e A list will pop up Select each task area you are granting the user access to to Alias Set Year as Current 4 Edi 314PM 4 33 Setting up projects Projects are a way of segregating and reporting on data that units may want to track for various purposes Users set the project code s up on the account s and then enter that project code when they are entering transactions Users may have the same project code set up for different accounts The system reports are capable of collecting the project data from all accounts in your area when you produce reports by project EJ Priority Software BA3 File view Tools Window Help e Click on Forms from the left menu P amp HBe 3c wg e under Accounting Eg B BA News Version Info Recon Wizard Step by Step Local News Reconciliation has never been so easy 1 2 3 4 and you re done Learn more mow Top Features Mare BA Next Local BA News Feedback There are currently no Top Stories About
76. u sure you want to delete member T12345 2006 e Click the Yes button to delete the account from the Account Group 18 Edk View Records Tods g FE alx xv General S7 Fikes amp VPR Tunes VAP Caitoon Test Accounts i 122345 EA E e Automated Indirect Cost Feature Some Important Information about the automated IDC calculation Automated Indirect Cost updates once per night IDC calculates on expenditures and open encumbrances IDC encumbrance and payment distribution are stored in the Accounting Forms Transactions Encumbrances section of the system with reference number IDC the account number e g IDC525000 would be the reference number for IDC on FRS account number 5 25000 Automated IDC calculation will ignore any Direct Expense form where the reference number starts with YTD Enabling the Automated IDC Feature Open the Accounting Forms Account Information Screen by clicking on the blue Account Information Accounting Forms Menu Change Area BA Search Accounting Account Information or Account Groups This opens the Account Information screen Click on the Filters tab E Account Information Fie Edt View Records Tools Help Re alex ma e seam e Jg General f Persons Flags E Datasheet Notes Projects Notifications Y ries ocuments E m I rae 19 e Enter the account number and click on Apply
77. v e X Documents General Indicators Locality Fhones Affiliations Der Profile Photo Person Id First Name Middle Name Last Mame HW EE Enter known data into any of the blank fields 1 e the person s first and or last name then click Apply E Person Information File Edit view Records Tools Help v lx gl vI General Indicators Locality Phones Affiliations Demographics Frofile Photo Addresses Membership Project VW Filters Documents First Hame Middle Mame Last Mame Person s first name Person s last name Display Name Person Id Clear Criteria Remove 4 Edit 4 15 PM 61 e Ifthe person you searched for is already in the system his or her information will automatically appear e Ifthe person you searched for is not yet in the system it will say No records found matching filter criteria in the bottom left hand corner of your screen E Person Information File Edi View Records Tools Help e x a vi General Indicators Locality Phones Affiliations Demographics Frofile Photo Addresses Membership Project V Filters Documents First Hame Middle Name Last Mame Y ahn Doe Display Mame Person ld i Clear Criteria Remove Ame e Ma records found matching filter cnteria e Edit eed PM e If no existing data is already in the system click on the General tab E Person Info
78. ve current changes Migrate to Alias Set Year as Current a_i 529752 2004 TTOROU 42 Entering Transactions Other than payroll Awards Budgets are the original amount of monies budgeted to an account e Go to the Accounting Accounting Forms Menu e Click on Awards 3 Priority Software BAS File View Tools Window Help Fon EH Account Information oi EB Account Types EB Project Groups EB Sponsored Projects Personnel Eg Perso ns or Pers rn Gre nsactions Tra al Awards Amendments Encumbrances Direct Expenses Income Journal Entries i F 5 ial ba eal s 43 The system brings up a blank Awards screen in Edt mode on the General tab IBIx General E Datasheet Notes SV Fitess Area Reference H G Date Form Type Total Awarded IP e Click on the Filters tab or hit the 7 Filter key in the second row from the top The system is now on the Filters page ftd 3PM oy 44 e Filter on the Account Number or other information to see if any awards are in the system for your account 7his is a precautionary measure so the user can determine if anything already exists in the system before entering new data e If there are no existing records in the system it will return No records found me matching hiter criteria in the lower left hand corner of the screen e Cl
79. w Effective Date 2 e Check uncheck the Copy Existing Notes box 3 Click okay and the system creates the New Payroll Doc see the next screen shot for an example 86 E Payroll Documents File Edt Wew Records Took Hep six ul vix aea silin el General Distribution E Datasheet Notes Summary V Fate Effective Date Appointment End Amon ID x3234557 Comite Wile E Actve Pay Doc Starting 89 01 2005 Post epost Click on the distribution tab and this will bring up the distribution screen on the payroll document you are revising File Edt View Records Tool Help um C Distribution DEN Datasheet Motes Summary 7 Fiters Base Period Anwa Salay FTE Salay PayPerod Fringe A4 Remove fey visomoon wor 25 Hourz Wk Hourly Rate Total Distibubon 0 0 00 25 00 Paywoll Distnbution apu dehen mui iaie Lese Sh ieiti Ly 323a 1001 0701 2005 06302006 2500x 1 438 36 Acive ie il e Make any changes and click the Post Repost button on the lower right of the screen o Post Repost Edi Save the record if it hasn t saved already click on the sem button at the bottom right hand side of the screen or hit CTRL S The system will update the encumbrance from the original payroll doc and create a new encumbrance from the revised payroll doc 87 Entering a New Assignment Document Reminder filter on the person fir
80. y Software BAS File View Tools Window Help SHEBE e gt lE i la g Personnel Forms Menu Change Area BA Search Personnel Persons Person Groups Farms Tra nsactions Ea phe o S eg Payroll Documents e This brings up a blank new screen on the General tab Click on the Filters tab H ep ors E Payroll Documents in x File Edit view Records Tools Help t x lyx BiB Area Person Effective Date Appointment End Assign IDO Source Comments Hire Date INST E Superceded Position Bevise Current Job E Retroactive Change Post Repost L New 3PM 80 E Payroll Documents B x File Edit View Records Tools Help t x Bl v sx alala nlp pi el Person Effective Date Appointment End Job e Input last name or input the first few letters of the last name followed by the the is the wild card in Priority e g Ell will bring up Ellington Elliott Ellison etc and click apply E Payroll Documents E x File Edit View Records Tools Help nlala e Person Effective Date Appointment End Job Distribution Infarmatian Account Number Project Code Sub Cade LL 1 B 1 1 Clear Criteria Remove C Apply D 81 e The system returns with the payroll documents entered for this person or with No recorde found matching filter criteria New Payroll Documents the firs
81. you re done Learn more mow Version Info Top Features Mare BA Next Local BA News Feedback There are currently no Top Stories About Publications Maintenance Ww gt CASL a ba3l on asn12 J 212PM 4 ST on E Priority Software BA3 Sele e Locate the Accounting menu kEs L amp E JE e Aloma A e and click on the first item Accounting Forms Menu ec EE Account Information E A Decision Reports Project Groups Budgeting Sponsored Projects Budgets Personnel Expense C Persons or Person Groups Sub Cod Sub Cod Transactions Sub cad Awards Amendments Configura Encumbrances Direct Expenses Income Journal Entries Indirect Transact Organiza Organiza sponsors Buildings vendors Tags acl s s 2a fal 2a Donations Cl Personnel Reconciliation Sissons Import External Data into BAS Data Import Worksheet DIW Reconciliation Wizard User 5 I gt Done CASL E baal on asni 2 r3 217PM 4 kia s i i a ia ia ia Maintenance 30 e Click on the Filters tab and enter the six digit FRS account number for the account that you want to add permissions to Then click Apply to display the information E Account Information File Edit view Records Tools Help t ex S vri SIE I oacumentz Account Number Year Account FRS Account Type dh Status Short Name Alias Budget Start Budget End Organizational Unit

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