THE UNIVERSITY OF HULL
Contents
1. Manual 3 Page 19 of 27 The University of Hull DREAM USER MANUAL Amount Make sure you follow the earlier rules to get the sign correct on your entry Press Tab to move the cursor to a rest field Press Tab again if this is not the last line of the journal Repeat the sequence for all lines in the journal There is no limit to the number of lines you can enter on the journal The Nominal Account and Account2 the description of your selection appears at the bottom left of the in put screen If you are entering multiple lines the descriptions are for your entries on the current line When the entry is complete the Control Total field will show the total value of your document d INTER CHARGE JOURNAL IDE x Date 20 11 2007 Feriod EXE REG Document Na ZFAC 8316 Inter Faculty Journal Creator If you are charging a department for costs enter an amount If you are giving credit to a department enter a MINUS amount Foxx E ce u Press FU to post Email recipient to advise journal in REG XFAC awaiting action Receiving Faculty BAB FACULTY OF SCIENCES Recipient AN Other Dept of Eng Name and Department of the Recipient Nommal Account Account _ OK Description Auth Amount ET RA AUOD D is a Test Posting ADSLL Ta Nominal FAC OFFICE SUNDRY COSTS Control Total 100 00 Account CORE FACULTY OFF FARE AWARDS Account 2 Press F9 key to post the document when it is completed You must then e2. e f you know the Customer account enter it in the field or e Enter a postcode with no spaces and tab over the field this will display a screen with the relevant Customer numbers and names to enable you to lo cate the correct number only UK or Document Input in Dream Manual 3 Page 12 of 27 The University of Hull DREAM USER MANUAL e Tab over the field this will display a screen with all the Customer numbers and names to enable you to locate the correct number This screen also has the search facility which is detailed on pages 5 6 above Choose the customer you require and click on Select When you have selected an ac count the Contact Information box will tell you the Customers Name and Details so that you can ensure you have made the correct selection If the Customer does not have an account contact Anne Coates in Finance by email or send her a form found on the Intranet to set up a new one You cannot proceed with creating the Sales Order until the cus tomer has been created in the master file Customer Contact UoH Contact The data held in the master data table for the Customer Pre name will appear and will be printed as the top line of the address on the invoice There is a maximum of 30 characters for the Customer Contact field If nothing appears in the Customer Contact field then there is no data held as the Pre name If the Prename is not the name you want the invoice to be sent to overtype the data 1n the C
3. Finance Document Input in Dream Manual 3 Page 15 of 27 The University of Hull DREAM USER MANUAL 7 0 ACCRUALS amp PREPAYMENTS Accruals amp Prepayments are posted to Dream using the Accrual Application in Sorsis for Dream This is used for both period end and year end accruals and prepayments The application is held in the report group called Accruals In addition there is an excel file called Accruals SS Template for Users xls This is in the same format as the application and enables the user to build up their accruals prepayments save them and copy them into the ap plication once complete It is sent out with the year end instructions The user can complete their accruals directly into the application but they must then be posted immediately as there is not facility to save them When entering the figures directly you can use a full stop and tab to copy the line above as in Dream Accruals Application In report group Accruals highlight Application Accruals amp Prepayments and press preview The applica tion has 5 worksheets A Accrued Expenditure ACCR Only allows entry of positive values amp only allows entry of I amp E Ex penditure nominals or AJDOOO AJEOOO B Accrued Income PPAY Only allows entry of negative values amp only allows entry of I amp E Income nominals C Prepaid Expenditure PPA Y Only allows entry of negative values amp only allows entry of I amp E Ex penditure nominals or
4. AJDOOO AJEOOO D Income in Advance ACCR Only allows entry of positive values amp only allows entry of I amp E Income nominals E Accrued Debtor Credit Notes ACCR Only allows entry of positive values amp only allows entry of I amp E Income nominals Complete the top section first Faculty selection determines the control line account 1 The name in the Department field posts to the description on the control line The name in the Created by field posts to the userfield2 on the document The period selected will be the current period at standard month end and any of 12 13 or 14 at year end Then enter the accruals amp prepayments on the appropriate sheets e Each sheet posts separately When you have completed the sheet press the Post button e A log in box will appear enter your Dream USERID and Password The application will then validate the entries against the rules on the system e Ifthere are coding errors you will see Sorry Verification Failed Press OK Any errors will be high lighted in pink e Place the cursor over the pink cell and a comments box will appear advising you why the posting has failed e Correct the errors and press the Post button again e fthere are no errors you will see Posting was successful Press OK The document date and number are now allocated e If you require a hard copy of your accruals highlight the area you wish to print and print just that se lected ar
5. Home Value Status Description Document Input in Dream Manual 3 Page 24 of 27 The University of Hull DREAM USER MANUAL If the completed document has been created in the books by Accounting Services you will get an error mes sage as below x E Somy no details match the selection criteria e Dream32zDREAM CPP Line Number 3138 Revision 1034 This error message arises because DREAM changes the document type from XFAC to XFAD when it creates the completed document in the books Although the document type has changed the original document number is retained To see the completed entry run a Document Report and complete the selection screen as below d Document Report x Previous Settings Show settings created by other users Transaction T ype factual e Auto fill I Last Doc 8315 Custom Columns Document Type ra rl Hold Database Number jae to pooo Document Dates I to NEED Periods I to User e Authorisation Authoriser fal z Group Waiting for Authorisation Future authorisation Authorised by Use Input Date Range OK ut Date 23 03 2007 to 23 03 2007 Input Date 23 03 2007 to 23 03 200 CER Leave the Period boxes blank The Document Report for a completed XFAD is shown as below d Document Report LL OL x AF AD Inter Faculty Journals Posted Transaction Type ACTUA
6. can enter on the journal You will see that as you select the Nominal Account and Account2 the description of your selection appears at the bottom left of the input screen If you are entering multiple lines the descriptions are for your entries on the current line When the entry is complete the Control Total Field should be 0 00 Press F9 to post If the Control Total Field is not 0 00 or if there are coding errors the document will NOT post Having successfully completed the document the entry now appears in the books If you want to review the postings made select File Recent Documents this shows the last four documents you have posted Database Change Password ose jave Etits Sare AE Send Print Piese rint her Print Setup Configuration Recent Documents Recent Orders h Exit Having selected the document from the Recent Document menu clicking on your document reference number will pull up a document report as below Document Report AC Inter Faculty Journals orminallAccount Home Value Status Description By pressing the right button on the mouse you can pull up a list of the options available to you to customise the Document Report These options are set out in detail in Section 1 of the Reporting in DREAM Manual Document Input in Dream Manual 3 Page 7 of 27 The University of Hull DREAM USER MANUAL 4 RESEARCH JOURNALS This document input form is u
7. click on the pencil icon on the Toolbar E e click on OPTIONS from the Menu Bar along the top of the screen then click DOCUMENT INPUT e press CONTROL J Any of these will display the Document Input selection screen shown below Which one you use is entirely your choice although you will find that using the pencil icon is the most popular The date and period appear automatically The TRANSACTION TYPE should always be set to ACTUAL Select the TYPE required by pressing the Past To Books Register Type i JF Then select the FORM you require options From Period Number Range available will be de pendent on the docu To Period 2007 11 Date 05 06 2007 ment type you have d Document Input Transaction Type ACTUAL chosen Press OK If Journal Input there is only one form Farm Ce available this area will be greyed out Document Input in Dream Manual 3 Page 3 of 27 The University of Hull DREAM USER MANUAL 2 2 INPUT FORMS COMMON ELEMENTS There are a number of elements that are common to all input screens At the top left there is the University of Hull logo with the name of the input screen At the top right you will see the date the period and year the document will post to the docu ment type and the document number the system will sequentially number the document types DO NOT RESIZE THE INPUT SCREENS THESE HAVE BEEN DESIGNED TO BE THE CORRECT SIZE FO
8. in Dream accessed via a document report view attachments Sales Invoices are represented by Document Type SOIN and has two input forms attached to it Sales Invoice UK UK Customers Sales Invoice Overseas Overseas Customers 5 1 TO INPUT THE DOCUMENT From the Document Input Selection Screen Type SOIN Form Sales Invoice UK or Sales Invoice Overseas Select Sales Invoice UK for a UK based customer and Sales Invoice Overseas for an Overseas based cus tomer Click on OK to open the Sales Invoice input form To give you the opportunity to review information about the customer you select particularly to verify that you have made the correct selection DREAM has a Contact Information feature Select View Contact Infor mation from the Menu bar across the top of the screen A green Account Information box will open move it out of the way of the Sales Invoice document screen d Sales Invoice Debtors Eifel xi Oe bh Sales Invoice Document Date 17 08 2009 UNIVERSITY OF Hull Number SOIN USE THE TAB KEY AND NOT THE Customer F MOUSE TO COMPLETE THIS FORM Customer Contact Type in contact name if different University Contact Julie Bosworth Enter your name AND your telephone number Nominal ccounti1 jAccount2 OK VAT Full Description it Pri Gross Delivery Date Press F9 to Post Nominal Account 1 Account2 Customer There are a number of ways of selecting the correct customer account
9. mail the recipient to advise them that there is an XFAC document for them to review and complete ensure that you tell them the number of the document It is important to remember that this document has NOT been posted to the books as it is in the REGISTER area awaiting the recipient completing their side of the document If you want to review the postings made select File Recent Documents This will list the last four docu ments you have created Double click on the first document listed Having selected the document from the Recent Document menu clicking on your document reference number will pull up a document report as below You will see that the codes you entered on the document do NOT show up as the Nominal Account instead DREAM has posted your entry to Suspense Codes Nominal XXX999 and Account1 the same as the Recipient Faculty you entered on the document DREAM does this to enable the document to be completed when the recipient has added their codes While the document is still in the Register awaiting completion DREAM has placed your codes in columns called User Fields 1 2 and 3 To be able to see them right click anywhere in the body of the report and select Columns Document Input in Dream Manual 3 Page 20 of 27 The University of Hull DREAM USER MANUAL from the options Highlight Userfields 1 2 and 3 on the selection screen and click OK Also in UserField 3 is the authoriser s user ID you entered on the documen
10. ser Field 2 User Field 3 Click on Document Change Document from the menu bar This will open the Recipient Document for you to complete Document Input in Dream Manual 3 Page 21 of 27 The University of Hull DREAM USER MANUAL d INTER CHARGE JOURNAL NEW _ Oy xj Dat 20 11 2007 Inter Faculty Journal b 20 11 2007 Ed Period XFAC REG Recipient fac fess Document No rc 8316 If the Originator s Entries are NEGATIVE amounts you must enter a POSTIVE amount mw Ifthe Originator s Entries are POSITIVE amounts you must enter Chane nbs Bitte a NEGATIVE amount Description This is a Test Posting Ff i Gus Recipeint s Entries ominal Nominal Control Total 100 00 Account 1 Account 2 If any other document format is displayed do not proceed any further The configuration of your screen is incorrect Please call the Systems Office 6560 6860 to have your configuration changed The document will show the detail of the charges credits the Originator is wants you to accept Nominal Either type the Nominal code into the field or press tab to bring up a drop down list of the nominals that you have access to Once you have selected the Nominal you need either double click on it or highlight and click on Select then tab Account Follow the same process for selecting an Account as for a Nominal On the List of Accounts box there is a search facility You access this by clicking on the Hj but
11. will only post if the total in the Control Box is 0 00 Press the F9 key to post the document Remember that posting the document retains the document in the REGISTER not in the books Indi vidual users do not have the authorisation to release postings from the REGISTER it is done by Finance If you want to review the postings made select File Recent Documents This will list the last four docu ments you have created Double click on the first document listed You will see that the codes you entered on the document do NOT show up as the Nominal Account instead DREAM has posted your entry to Sus pense Codes Nominal XXX999 and Accountl1 the same as the Recipient Faculty you entered on the docu ment DREAM does this to enable the document to be completed when the recipient has added their codes While the document is still in the Register awaiting completion DREAM has placed your codes in columns called User Fields 1 2 and 3 Also included in UserField 3 are the usernames of the authorisers of both the originator and Document Input in Dream Manual 3 Page 23 of 27 The University of Hull DREAM USER MANUAL the recipient document There is now a third line in the posting that shows a 0 00 value this indicates that the document is complete The narrative on this line shows the name and department of the recipient To be able to see the additional data right click anywhere in the body of the report and select Columns from th
12. ARCH Document No RINL 65i JOURNAL Authorised by Nominal Account Account2 j OK Deserpion Control Total Nominal Account 1 Account 2 Press F9 to post Updated by Mike Booty for Version 3 2 on 15 04 2007 Document Input in Dream Manual 3 Page 8 of 27 The University of Hull DREAM USER MANUAL You will note that on the input screen instead of the current period and year ARCH and REG are shown Authorised by Your cursor will be in this field when the screen opens This screen now works the same as a normal Journal so just follow the instructions as laid down in Section 3 Journal Transfer It is important to remember that documents are not posted to the books at this stage although they can be viewed in DREAM You can review the postings through File Recent Documents Having selected the document from the Recent Document menu clicking on your document reference number will pull up a document report as below you will see that the Period and Year posting reference is ARCH REG I Document Report _ Oy XI RJML Research Journal Mominal amp ccount Ledger Title Description Home Value Status By pressing the right button on the mouse you can pull up a list of the options available to you to customise the Document Report These options are set out in detail in Section 1 of the Reporting in DREAM Manual If you add the User Fields to the Columns you want to see on the Document report you will f
13. Follow the same process for selecting an Account as for a Nominal If there is an Account2 attached to the selected Nominal Follow exactly the same process for selecting a Nominal and Account If there is no Account2 attached the cursor will have moved to the description field If the coding rules are broken see 02 Manual Coding Rules then an N will appear in the OK column and an error message will appear in the bottom of the form in red Manual 3 Page 13 of 27 The University of Hull DREAM USER MANUAL showing what type of error has been made on that line You will not be able to post the document until the error or errors on each line have being corrected VAT For UK Sales invoices there are VAT rules embedded If either the nominal or ac count does not have VAT rules set up in the system you will not be able to post the document Contact Accounting Services on 5223 Description Enter a description for this line of the invoice The description should be meaningful and be a maximum length of 250 characters Quantity Enter the quantity Unit Price Enter the price per unit The document will automatically calculate the Net Value exc VAT and moves the cursor to the VAT field DREAM has been customised for the University to automatically calculate the VAT based on the Nominal and Account combination selected 1n the Sales Order document If you believe that the calculated VAT value is for your sales order incorrect you are able to
14. L Maminali amp ccount Description Home value Status UserField 1 UserField User Field 3 The nominals and accounts entered by the Originator and the Recipient now appear in the posting fields and have disappeared from the User Fields 1 and 2 The user names of the authorisers of both the Originator and Recipient documents now appear in UserField 1 Document Input in Dream Manual 3 Page 25 of 27 The University of Hull DREAM USER MANUAL Appendix I Amendments to Manual Amendment to narrative on pages 28 amp 29 sequent documents Dec2005 Fully checked and updated oS Feb 2008 Updated for Dream 3 2 SS C uU Document Input in Dream Manual 3 Page 26 of 27 The University of Hull DREAM USER MANUAL Appendix 2 REQUEST FOR AN OFFICIAL UNIVERSITY CREDIT NOTE INVOICE NO TO BE CREDITED Credit Note No Finance Office Use ONLY Customer Details Special Instructions For hil VIRO OL uso oia SR WADFeQ E AME RASA x arai Company Name POBRE 10 ze OMEN EG ads NUS MR UBER VUE QU MEE VE ROME nau POSO Uae ia ae Sbs e ERE RM NNN a Sn a arias ea EMEN Credit Note Details Description of goods services provided Total SEE Jor c TRO LLL vendam EE RAN RERO E E ESE E SEES ouo DEBES ooossextess videndi eese Vat 17 5 Your Details Department Name Block Capitals eee eee e
15. R THE TYPE OF INPUT INVOLVED If you are entering data or narrative into an input screen which you want to be exactly the same as is in the field immediately above it enter a full stop then tab over and the line above will be copied To post a document press F9 You cannot tab out of a table If you need to move outside the table once you have entered it use the mouse On each input screen there is an Authorised By field You should enter the username of the indi vidual who is the authorised signatory on the codes you are using When in a table use tab to move forward through the fields and shift tab to move backwards through the fields If the cursor is on a mandatory field you must enter a value or text in that field before the cursor will allow you to move If you need to delete a row in a table or have unintentionally tabbed onto a new row click on Post on the menu bar and select delete row Where possible use the tab key to navigate the screen All input screens have the system coding rules embedded and will not post if there is a coding er ror Any error messages will appear in the bottom left corner of the screen To review the document you have recently input press File Recent Documents This will list the last four documents you have input Select the document you require If you have input and posted a document and realise that it is incorrect do not try and correct it contact the Systems Office Tel 6560 6860 When more th
16. The University of Hull DREAM USER MANUAL THE UNIVERSITY OF HULL DREAM USER MANUAL Manual 3 Document Input in DREAM Document Input in Dream Manual 3 Page 1 of 27 The University of Hull DREAM USER MANUAL CONTENTS Section Description Page 1 Document Input Screens 3 2 Input Forms 3 4 3 Transfer Journal 5 7 4 Research Journal 8 11 5 Sales Invoicing 12 14 6 Sales Credit Notes 15 7 Accruals amp Prepayments 16 17 8 Inter Departmental Faculty Journal 18 8 1 Originator 18 21 8 2 Recipient 21 25 8 3 Viewing Inter Faculty Documents 25 Appendix I Amendments to Manual 26 Appendix II Sales Credit Note Request Form 27 Document Input in Dream Manual 3 Page 2 of 27 The University of Hull DREAM USER MANUAL 1 DOCUMENT INPUT SCREENS To enter data into DREAM you must find the appropriate document input form UDI to enter it on Each UDI is attached to a Document Type within DREAM The full list of Document Types is available by running the Documents Query in Sorsis for Dream Authorised DREAM users outside Central or Faculty Finance Offices have access to a limited number of Document Types for input purposes These are JRNL Transfer Journal XFAC Inter Faculty Journals SOIN Sales Order Invoice How to use each of these Document Types and the Input Forms that go with them is covered in this Manual 2 INPUT FORMS 2 1 SELECTING AN INPUT FORM There are several different ways of selecting the required form e
17. also be found on the University Portal Services amp Sup port Finance Office Financial Procedures 2 The request should be printed on pink paper The key requirements for submitting the credit note request form are e One request form must be submitted for a credit against each invoice e The original invoice number in DREAM SOIN the credit note refers to must be quoted on the form e An attachment showing the lines of the invoice to be credited see below must be attached e The reason for the credit note being raised must be meaningful this is shown on the actual credit note sent to the customer e The nominal and account Analysis Details must show the same codes as the original in voice e Ensure that the form is properly Authorised Which Lines of the Invoice are to be Credited The input screen for creating a Sales Credit Note in Finance requires the entry of the line number of the origi nal invoice For ease of use we have created a query in the General Reports to give this information and it should be attached to the back of the Sales Credit Note request In Sorsis for Dream General Reports Open Query Credit Note Attachment Invoice Type Select either SOIN or FINV from the drop down Invoice No Enter the SOIN or FINV number you wish to credit Print the detail highlight the row s you wish to credit and attach to the back of the Sales Credit Note request When complete it should be sent to Debtors Control
18. an one user is attempting to post the same document type at the same time the system may give you a message to say that your document number has already been used and has allocated you the next number Click OK if this happens Document Input in Dream Manual 3 Page 4 of 27 The University of Hull DREAM USER MANUAL 3 TRANSFER JOURNAL This document input form is used for three purposes 1 Entries within a department 11 Entries between departments where both parties have agreed the entry in both departments This will mean the originator must have access to post in the recipient department s books iii Entries by Central Finance This form is not to be used for journals on Research Account l s Please see Section 4 Research Journals From the Document Input Selection Screen Type JNRL Form JOURNAL The following screen will be displayed d INTERNAL STANDARD JOURNAL JOURNAL Nominal Account 1 Account 2 INTERNAL STANDARD lel Es Date 0a OF 2007 Period 2 2007 Document No RNL 43061 Authorised hy t Description Control Total Press F9 to post Authorised by Nominal Document Input in Dream Your cursor will be in this field when the screen opens Press the Tab key on the keyboard to bring up a drop down list of the individuals who can authorise docu ments This is the individual who is the authorised signatory on the nominal account The user name of the authoriser appears on all documen
19. e options Highlight Userfields 1 2 and 3 on the selection screen and click OK lel Es d Document Report APAC Inter Faculty Journals MNominal A amp cecount Description Home value Status User Field 1 User Field 2 User Field 3 If you are a recipient it is in your interest to clear the document as quickly as possible to ensure the en tries appear in the books If you have a query or wish to dispute the charge you must contact the origi nator straight away If a document requires cancellation contact the Systems Office 6560 6860 Re quests must be with the agreement of the originator THE FINANCE OFFICE WILL DELETE ALL XFAC DOCUMENTS WHICH HAVE NOT BEEN COMPLETED AFTER THREE MONTHS amp AT THE YEAR END 8 3 VIEWING INTER FACULTY TRANSFER DOCUMENTS You can enquire at any time on the status of your document i e whether the recipient has completed their side of the entry or whether it has been posted to the books once completed To view the status run a Document Report see earlier instructions for Recipient If the document is still awaiting completion by the recipient the document report will appear as below Document Report AFAC Inter Faculty Journals Mominali amp ccount Ledger Home value User Value Status If the recipient has completed their entries the Document Report will appear as below with an additional line Document Report h Inter Faculty Journals ominalvAccount Ledger Title
20. ea e Check the postings in Dream using the document number allocated and also the number after for the reversal e When you close the application use File and Exit Document Input in Dream Manual 3 Page 16 of 27 The University of Hull DREAM USER MANUAL Checking the entries you have made It is the Finance Officer s responsibility to check the department s accruals amp prepayments are accurate and complete Run an account report with the following criteria Ledger Areas Account Select the appropriate account Period Enter the period to which you have posted your documents Doc Date Enter the document date this will ensure you only see the entries you have just posted and not the reversals from the previous period Tick Combine in One Window Subtotal By nominal This report will show you all the documents you have posted Document Input in Dream Manual 3 Page 17 of 27 The University of Hull DREAM USER MANUAL 8 INTER DEPARTMENT FACULTY JOURNAL This document input form is used for any transfers between departments and faculties areas of the University where the recipient needs to both approve and code the charge in their books The process works by having different document input forms for the Originator and the Recipient and relies on the originator notifying the recipient by e mail that the document is awaiting their attention 8 1 ORIGINATOR Click on the pencil icon to open the Document Input selection screen Click o
21. ed to go to the next or last Account which con tains the given criteria or to go back one or go back to the first Account If you click on the Ell button after you have input your search criteria you will see a list of the Accounts with that Criteria The example below shows all the Accounts with the word Danish in the title DACODS E as 4 gt al Cancel Account Title DACOOS N FBGRNT DML ACAD DANISH GOVERNMENT EACO01 FBG DML ACAD SCAN DANISH MIN SUBJ susp Once you have selected the Account you need either double click on it or highlight and click on Select Tab If an Account2 is required the cursor will stop in the Account2 field if not the cursor will move to the Description field If the coding rules are broken see 02 Manual Coding Rules then an N will appear in the OK column and an error message will appear in the bottom of the form in red to show what type of error has been made on that line You will not be able to post the document until the error or errors on each line have being corrected Enter a meaningful description Each has a maximum length of 30 Characters Tab into the Amount field Enter the debit amounts as positive numbers and credits as negatives Manual 3 Page 6 of 27 The University of Hull DREAM USER MANUAL Tab into the rest field Tab again if this 1s not the last line of the journal Repeat the sequence for all lines in the journal There is no limit to the number of lines you
22. ee eee eee Analysis Details Nominal Account Value excluding VAT PETA Er EE QOO oer iy RO gee ene OE ma menm tme eben is Authorisation To be signed by the Director of Finance ssssessssss Dette i iiiouuiuuuu u Unsigned incomplete or illegible forms will be returned by the Sales Invoice Section for completion or amendment Please return the completed form to Sales Invoicing Section Exchequer Services Finance ext 5307 Document Input in Dream Manual 3 Page 27 of 27
23. have being corrected Description Enter a description for this line of the entry The description should be a meaningful one and has a maximum length of 30 Characters Authorisation This document input form has the ability to enter an authorisation on each line if re quired Press Tab again to bring up a drop down list of the individual users who can authorise the line This means authorised to spend on the account Please remember therefore to obtain authorisation before completing the document Highlight the user name and double click or click on Select This places the author ised user in the Auth field on the document Amount Make sure you follow the earlier rules to get the sign correct on your entry The rule is that if the control total box has a negative number in it then you will need to enter your values as positives and vice versa Press Tab to move the cursor to a rest field Press Tab again if this is not the last line of the journal Repeat the sequence for all lines in the journal There is no limit to the number of lines you can enter on the journal The Nominal Account and Account2 the description of your selection appears at the bottom left of the input screen If you are entering multiple lines the descriptions are for your entries on the current line When you have completed all your entries the total in the control box should be 0 00 If not go back and alter your entry until the total is 0 00 as the document
24. he cursor will then move to the Recipient field Document Input in Dream Manual 3 Page 18 of 27 The University of Hull Recipient Nominal Account Account2 OK Description Authorisation Document Input in Dream DREAM USER MANUAL To ensure that name of the person you are sending the document to is part of the posting in DREAM enter the name and department of the recipient The cursor will then move to the table Either type the Nominal code into the field or press tab to bring up a drop down list of the nominals that you have access to Once you have selected the Nominal you need either double click on it or highlight and click on Select then tab Follow the same process for selecting an Account as for a Nominal On the List of Accounts box there is a search facility You access this by clicking on the Hj button which gives you the following box d Find Account x Find PeName 1 1 Name Cancel Bddes Town 1 County PostCode o County MATNo Contact Telephone o o Fas alutation MEM NN If you know that part or all of the title of the Account you can type it into the Title and it will find all accounts which contain that title The 4 4 IH H buttons can be used to go to the next Account which contain con tains the given criteria or last Account which has the given criteria Also to go back one o
25. ind that the name of the Originator of the document appears in User Field 1 User Fields 2 and 3 are not used The name of the Originator appears in the User Field 1 even after the document has been authorised and posted by Post Award Finance 4 2 AUTHORISING THE JOURNAL POST AWARD FINANCE ONLY To review or accept a Research Journal click on the pencil icon as normal to generate the Document Input Selection Screen figure 1 Choose Type RJNL using the next to the box The box To Period will have defaulted to REG ARCH e Change the Post To button to Books e Set the From Period using the to REG ARCH The To Period will change to the current posting period for Journals once the radio button is changed to Books e Select RESEARCH JOURNAL BOOKS from the Form drop down e Press OK to proceed Document Input in Dream Manual 3 Page 9 of 27 The University of Hull DREAM USER MANUAL Transaction Type ACTUAL Post To Journal Input Books Register Type RUNL 2 From Period REG ARCH 2 Number feat ige To Period 2007 12 2 Date 06 07 2007 Research Journal Hang Form RESEARCH JOURNAL BOOKS Cancel The following screen will be displayed Highlight the first line of the document to be reviewed Registered documents Document Type AJML Document Number 5 Cancel Click on OK when you Date Value Accoun
26. n the to the right of the Type box and select XFAC This changes the Post To button from Books to Register and confirms that the document you create will be posted to a DREAM Register not directly to the accounts This is because until both originator and recipient have completed the document it does not become live in Dream Click on the OK button This will pull up the Originator document The document is defaulted to post to a Register Period which is shown in the boxes at the top right as REG XFAC d INTER CHARGE JOURNAL Oe x Dat at a Inter Faculty Journal Creator ae 20 11 2007 Period erac REG Document No xFAc 516 If you are charging a department for costs enter an amount If you are giving credit to a department enter a MINUS amount Press F9 to post Email recipient to advise journal in REG XF AC awaiting action Receiving Faculty Recipient Jo Name and Department of the Recipient Nominal Control Total N Account 1 Account 2 WHEN ENTERING VALUES IT IS IMPORTANT TO GET THE SIGNS CORRECT If you are charging a department for costs enter an amount If you are giving credit to a department enter a minus amount Receiving Faculty Your cursor will be in this field when the screen opens Press the tab this will bring up a drop down list of the Faculties Areas of the University set up within DREAM Highlight and double click on the receiving location or press Select T
27. overtype the VAT amount with 15 of the Net Value if the calculated value is Nil and vice versa If you are un sure as to whether VAT is chargeable on your sales order contact Pam Beecroft Accounting Services 5223 Delivery Date Enter the delivery date of the goods or services It is recommended that you com plete this field as it is a VAT requirement to show the delivery date of all goods and services on your invoices Repeat the sequence for all lines There is no limit to the number of lines you can enter If you inadvertently tab onto a blank line you can remove it by selecting Post Delete Row Don t use a new line for the purpose of inserting extra description without any costs as this will prevent the invoice being printed When the entry is complete the Control Total field will show the total value of your Order showing the To tal Net VAT and Gross Values When your document is complete Press F9 to post As you post the document the invoice will print on your local printer and a copy of the invoice saved and attached to the sales invoice You can view the invoice by running a document report and selecting Document View Attachments from the menu Document Input in Dream Manual 3 Page 14 of 27 The University of Hull DREAM USER MANUAL 6 0 SALES CREDIT NOTES The manual process for requesting a Sales Credit Note has changed the Sales Credit Note Request form is shown in Appendix II of this Training Manual and can
28. r go back to the first Account If you click on the Ell button after you have input your search Criteria it will only show you the Accounts with that Criteria The example below shows all the Accounts with the word Danish in the title Once you have selected the Account you need either double click on it or highlight and click on Select If there is an Account2 attached to the selected Nominal Follow exactly the same process for selecting a Nominal and Account If there is no Account2 attached the cursor will have moved to the description field If the coding rules are broken see 02 Manual Coding Rules then an N will appear in the OK column and an error message will appear in the bottom of the form in red showing what type of error has been made on that line You will not be able to post the document until the error or errors on each line have being corrected Enter a description for this line of the entry The description should be a meaningful one and has a maximum length of 30 Characters This document input form has the ability to enter an authorisation on each line if re quired Press Tab again to bring up a drop down list of the individual users who can authorise the line This means authorised to spend on the account Please remember therefore to obtain authorisation before completing the document Highlight the user name and double click or click on Select This places the author ised user in the Auth field on the document
29. sed for any journal entry that has postings to a Research Account 1 This therefore covers all Accounts that have a Funding Source identifier the first digit of the Account of L Re search Support Fund W Research Investment Fund X TCS amp KTP Y Research Grants and Z Research Contracts This is a specific document input form to enable Post Award Finance to authorise all entries to Research Ac coun s 4 1 CREATION OF THE JOURNAL FACULTIES etc From the Document Input Selection Screen How you complete the Select Screen Field differs from that for the other journal input forms The originator posts this document input form to a REGISTER rather than directly to the books to enable the Research Office to review the entry before posting to the books For this purpose a Register called ARCH REG has been created into which all RNJL documents are posted by the originator The TRANSACTION TYPE should always be set to ACTUAL d Document Input Check radio button ACTUAL set for Register Transaction Type Research Journal Post To C C Reate P OF Books Type FNL E as e From Period 2 Humber fest Range Type RINE To Period JREG ARCH K Erate DE 2007 l Will default to Journal Input REG ARCH Earn RESEARCH JOURNAL Cancel Click OK This will pull up the Research Journal Input Form d STANDARD RESEARCH JOURNAL IGI x Dat 3 06 2007 STANDARD m j eee erio ARC REG RESE
30. t The description on the other line on the entry contains the name and department of the Recipient you entered on the document lel E d Document Report AF AC Inter F aculty Journals Morminal cceaunt Description Home value Status User Field 1 ser Field 2 User Field 3 If you are the originator it is your repsonsibility to ensure that recipients clear your documents as quickly as possible Leaving them incomplete will mean that the entries are not in your accounts You should contact the recipient if you document is not cleared in a reasonable timescale If a document requires cancelling contact the Systems Office 6560 6860 THE FINANCE OFFICE WILL DELETE ALL XFAC DOCUMENTS WHICH HAVE NOT BEEN COMPLETED AFTER THREE MONTHS amp AT THE YEAR END 8 2 RECIPIENT When you receive an email from the Originator quoting the document number run a document report by click ing on the a icon on the menu bar This will pull up the document report selection screen Transaction Type Should always be ACTUAL Document Type XFAC Number box The number the Originator gave you If you want to review a number of sequential documents enter the first Document Number in the first box and the last Document Number in the to box Click on OK The document report displayed as follows d Document Report a x AFAC Inter Faculty Journals Transaction Type ACTUAL Marminal amp ccaunt Description Home value Status User Field 1
31. t i have selected 5 26 06 2001 1 000 00 DAODDA a docent 5 26 06 2001 1 000 00 DADUDE E 04 07 2001 1 000 00 yADO E E 04 07 2001 1 000 00 YADO38 This lists the individual documents posted through RJNL currently in the REG ARCH register awaiting clear ance by Post Award Finance Having pressed OK to proceed the following screen will be displayed This displays the document that was created by the Originator the only change being that the Year and Period now show the current year and period for Journals in the books w STANDARD RESEARCH JOURNAL BOOKS OF XJ 4 STANDARD M RESEARCH 3 JOURNAL Q00000 000000 Date 27 05 2002 Period 10 Document No RJ NL 136 Hewer Barlow old year sals adj Hewer Barlow old year sals adj Control Total 000 Nominal ENGIN PAY TEACH RES PERM Account 1 RG ENG EDM EPSRC GR L27084 Account 2 Unspecified Authorised by Press F9 to post Your cursor will be in this field when the screen opens The member of staff in Post Award Finance must authorise the journal and press F9 to post If an amendment is needed to the Research Account posting the Post Award Fin ance can make the change it is recommended that they notify the originator before doing so If the document is not to be posted at this stage then press F4 key to clear the form The document will remain unchanged in the Register If the entry is not approved following conversations wi
32. t reports and cannot be removed Please remember therefore to obtain authorisation before completing the document Highlight the user authorising the document and click on Select or highlight and double click The cursor will then move into the table You can either type the Nominal code into the field or press Tab which will bring up a list of the Nominals that you have access to Either move the cursor down the table until you reach the Nominal you want to select or type in the first part of the nomi nal which will highlight the first Nominal beginning with the digits you have en tered Once you have selected the Nominal you need either double click or highlight and click on Select Tab into the Account field Manual 3 Page 5 of 27 The University of Hull Account Description Amount Document Input in Dream DREAM USER MANUAL You can either type the Account code into the field or press Tab which will bring up a list of the Accounts that you have access to In addition on the List of Accounts box there is a search facility You access this by clicking on the Bj button which displays the following box d Find Account If you know that part or all of the title of the Account you can type it into the Title and it will find all accounts which contain that title If you are searching on a Cred itor or Debtor Account you can also search on other master data such as address and postcode The W 41 IH Hl buttons can be us
33. th the originator then the original entry into the Register should be deleted The originator should contact the System Office 6560 6860 to delete the document Once the document has been posted using the F9 key the registered document screen will re appear If another document in the Register is to be reviewed follow the selection process as described above if not click Cancel Document Input in Dream Manual 3 Page 10 of 27 The University of Hull DREAM USER MANUAL If you want to review the postings made select File Recent Documents and click on the document reference this will pull up a document report The postings will now show the period amp year the document has been posted to rather than REG ARCH Right click anywhere in the body of the report to show the options to customise your report These options are set out in detail in Section 1 of the Reporting in DREAM The authorisers of both the original charge and the approval from the REO are shown as User Fields 1 and 2 Document Input in Dream Manual 3 Page 11 of 27 The University of Hull DREAM USER MANUAL 5 SALES INVOICING This document input form is used to create a sales invoice SOIN directly in DREAM The process to create a sales invoice is as follows e The user creates Sales Invoice document in DREAM e As the user posts the document F9 the invoice is automatically printer on the user s local printer e A pdf copy of the invoice is attached to the document
34. ton which gives you the following box Tile DANISH Find ex Cancel PostCode o County oo QNO 10 Contact oS Telephone o El Salutation oo E URL If you know that part or all of the title of the Account you can type it into the Title and it will find all accounts which contain that title The 35 3 I Hl buttons can be used to go to the next Account which contain con tains the given criteria or last Account which has the given criteria Also to go back one or go back to the first Account Document Input in Dream Manual 3 Page 22 of 27 The University of Hull DREAM USER MANUAL If you click on the Ell button after you have input your search Criteria it will only show you the Accounts with that Criteria The example below shows all the Accounts with the word Danish in the title Once you have selected the Account you need either double click on it or highlight and click on Select Account2 If there is an Account2 attached to the selected Nominal Follow exactly the same process for selecting a Nominal and Account If there is no Account2 attached the cursor will have moved to the description field OK If the coding rules are broken see 02 Manual Coding Rules then an N will appear in the OK column and an error message will appear in the bottom of the form in red showing what type of error has been made on that line You will not be able to post the document until the error or errors on each line
35. ustomer Contact field with the name you wish the invoice to be sent to Your name will default into it Amend as required and add a contact number this will appear on the invoice as a contact name and telephone number There is a maximum field length of 30 characters for the name and address ADDITIONAL FIELDS ON OVERSEAS SALES INVOICES When raising an Overseas Sales Invoice NewSalesDoc For there is are 2 additional fields Currency Type of Supply This field cannot be changed but shows the currency the account 1s set up on If the currency 1s anything other than GBP the value you enter on the Sales Invoice Request screen must be entered in the currency of the customer as shown in the Currency box i e If you enter 90 on a customer set up in USD an invoice will be raised for 90 not 90 If you have an invoice to raise where you know the value but need to enter in a cur rency contact Dave Crooks Accounting Services 5323 who will give you the cur rent currency conversion Tab over the field and select whether you are invoicing for goods or services The cursor will then move into the table TABLE ON BOTH FORMS Nominal Account Account2 OK Document Input in Dream Either type the Nominal code into the field or press tab to bring up a drop down list of the nominals that you have access to Once you have selected the Nominal you need either double click on it or highlight and click on Select then tab
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