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Priority Software® BA3: User`s Manual

1. pli 5 B e EEA ii Saias k General Base Penod Pus j iz Taa Prove 4 Sub amp al E ri F ro Lk UN ae 377200330023 DT BN LI c ee ee ae ee cd all e This screen will pop up m J Pi Ana 9 er a ma s m uzz Di n F s a 7 d se ete En m aru gl Xr ou 1 Ena BET IE mE o e m 17 a Whe i lal IL a 103 f Click on View Payroll Encumbrance Entry and you can see your payroll encumbrance AMO Lirinibrances SIE x FEE vixi aBa TARD el Sel E E Reletence B TxDate Foi Type Total Enc Rn PA v3413 hom sr ___ 58s and F r 37 865 43 Pason Name Source Account Enc Remaining Coyote Wie E o ps n ieee Derciphon p Prevent Future Changes REX Wie E hom Payroll Aulomstion d 1001 Bc 3 P Ra 11526555 m 2700 73361 10012007 E Contractual Employees are handled differently e Use the start and end dates on the contract as the effective date and appointment end date e Annual salary and annual health insurance are rolled into one amount on the Distribution form This is the way it comes through SOP This will then calculate the biweekly to match FRS e Contractual employees are charged FICA and therefore you need to set 8 as the fringe benefits unless it is on a no fringe account Fringe Benefits Changes Sometimes you need to change the
2. was a Notes T 7 nes Reference H ie Dabe Form Type Total Awarded m S 55 E3I e Click on the Filters tab or hit the nd Filter key in the second row from the top The system is now on the Filters page emm Datasheet Notes om C Hransachbon Information e D Alis zm M eem Awad Information Account Humber Project Code FRS Sub Code Ong Code 44 e 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 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 Noiecalds lound malching Mei cilii the Tower left hand corner of the screen e Click on the Se tab and the system brings up a blank screen in 4 td mode E awards emu Ferme ee al ale T Fiter Reterence 8 Tra Date Form Type Total Awarded im d Dept Ref I hm dd yy d vyy Form i type Et 10 00 1 Enter the unique Department Reference Number FRS some departments use FRS 1 and then FRS 2 for year 2 Enter the Trx Date Transaction Date Start Date 3 Choose the Form Type by clicking on the E button to the right of the Form Type field See the Transaction Form Types screen s
3. noooeX5578 Mere Grand Ache Pay Doc Stating 06 21 2005 F Example 4 Initial Encumbrance Screen for the preceding usua Doc Im ay r till Engum alco Pje Ede owe Hena Toe Ee el six ul xvii amam lie laj e Mu e Datasheet Notes SP Fitess Fielerence Tm Date Form Type MR PAY AGES mo ae m PA Fieleare h Close Enc Link to Papiol Form Saved 11 234M e 148 Revise Current Pay Doc modifying Example 4 General Tab Note the New Effective Date K Payroll bocurwents F k lel xl Fm F5 ew Doro Tack Mei E x m amp 1 alan ujajn g Pagers Datasheet Notes Summary V Fiters Effective Date Appoiniment End Assign ID E po Ime Source Hire Dale Hew Effective Date bie Grand Py ozor2004 mere Copy Existing Notes E Revise Curre Uu xccco5578 Mere Brand Active Pay Doc Starting 08 21 2005 Post Repost T IA HEAR Example 4 New Pay Doc Distribution Tab created by the Revise Current process Note that the distribution is the same as the original Pay Doc until it is modified E Payroll Documents 1 six ul elvis amaj siii in e General Distribution ET Datasheet M VW Fiters Bare Penod Salm FTE Salar Pay Penod Finge ESE 3 pw 47 m oo nox sean HousAWk Houh Rate Total Disirbulion X n np F Fi Tee B elise 0g re ETE URGE BUS Rid C a
4. 6occc55 78 Mere Giard Active Pay Doc Staring 07 01 2006 Post Repos Example 3 Distribution Tab Pay Doc after clicking the Post button L3 Payroll Documents B NR laj x Fu ts We Ray ds Took Hae e olx B ve SEB 1n el General Distribution T Datasheet Notes Summay WF Fiters Annus Sala FTE Salary Pay Penod mge Fame ie j s 6 30 2007 ot 503 78 Example 5 Encumbrance Screens after the preceding Pay Doc was posted Note the change in amount on account 22345 Compare it to the original encumbrance on page 18 The encumbrance amount for the other two accounts remains the same Example 5 Account t22345 E Payroll Encumbrances UP Resy P m M 4 r M amp dye IT Darssheet Notes V Fites Reference B Tee Dane 7 Fam Type Tola Ene 4 T mmm onae sr zi Salary and Fain 1675 87 Person Nama Source Accoun Enc Remaining Mere Grand i 11 576 87 Deccrpbon Prevent Future Changes z Mere Grand ham Payroll Acsi PAVYBSSBA Mare Grand Aleleace amp Close Enc Link lo Payroll Form 153 154 Example 5 Account T12345 EB Payroll Encumbranco s alni xj Pe Ent Wero Fieri e Te cid Eam r M el ge x m vivi General Disirbulion ET Datasheet Notes SZ Faters Aia Reeencel ToDaa Fom Type TolEnc 07 01 2006 ium H and Fiin m w PAY
5. boonocS6 78 Mere Grand Active Pay Doc Starting 07 0 2008 _ Post Repos E Eb Saved 1052AM 2 149 Example 4 Revise Current Pay Doc after the Annual Salary and Account Distribution were modified E Payroll Documents Fle Edt Vew Records Took Heb ej Six m oe e Sle General Distibution I Datachest Notes Summary W Farer Base Period kaiaa FTE Salay Pay Period Finge fat Femove E _ Boe Jl oo fowr 2021 26x HouiAWk Hourly Rale Total Disinbulion c 1 1000 F FudTime 100005 07 01 2005 06 30 2007 75 00 07 0 2006 06 30 2007 10 00 Tess LAr 3 fece TR Mere Grand Active Pay Doc Susting 07 01 2006 Post Flepoat am E i TR Suid ele Example 4 Revise Current Pay Doc after Posting Note that 5 records corresponding to the number of dis distribution records were modified k Pyra Docunie nils jo x ir Ede we Risso Tone Lose amp s x tal lyx slaj el General Distibution ET Datasheet Notes Summary W Fes Base Penod FTE Samy PayPenod Finge AHL Panse b dps a sm pos ssa Hous wk Houh Rate Total Distribution X Pon ini Complete i c el J Srecondmadfcationsocasred 0 00000000000 00 0 imt Code StatDate End Date 2 Penod Y yar f 07 01 2006 06 30 2007 7500 1518 59 Je 874 2806 06 36 2007 1
6. amp alx m w viwj amp lgie v w el General Distrbulion F Datasheet Notes Summary SZ Faters Base Period ss pem T CLOS Fringe t in ean HoursAU k EM Total Dishibulon o SUDO F Ful Tens o Ai 10 00 c 08 15 2006 0330 2006 1000 42025 1 Fietoactive ieo625578 Mens Grand Pay Doc for the Period 09 15 2006 thu 08 30 2006 Post Repost saved 218PM x 2 New future Assign ID 1 Payroll Document with the same account distribution as the retroactive change General Tab d Payroll Documents File Edk View Records Tools Heb ie x al y ama njaj n ej ara 7 Datachest Notes Summary S Fikers ponet Appointment End Assn ID oc 55 78 Mere Grand Acie Pay Doc Starting 10 01 2006 Pout Repost saved 220PM 164 Example 6 Distribution Tab Note the end dates on the distribution tab These are from the End Date on the Account Information screen Edit the End Date fields to the date the user wants to end the encumbrance 06 30 2007 in our sample E Payrol Documents _ 5 xi Pe L4 wee Pecos Ta Pee E x fal Sese al a ll General Distibution E Datasheet Notes Summa W Fiteis Base Period AnewslSalay FE Salay Pey Period Fringe B4 Pemew E eng a sre furo seus am Hour wk Hourly Rate Total Disiriulion S io aoi DATAS Tx 10 01 2006 09 14 2007 10 0005 1040 2006 06 31 2008 1
7. 1 s jc E Direct Expenses A Direct Expense is a form that makes an immediate affect on the account balance Direct Expenses do not have encumbrances to expend against This form is usually 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 56 Accounting Account Information or Account Groups EH Account Types EB Project Groups EB Sponsored Projects Personnel EB Persons or Person Groups EB Awards EE Amen dments i ix ul six semm w el T Datasheet pres T Frere RelerenceH TixDate Form Type Total Expended e Click on the Filters tab or hit the nd 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 direct expenses are in the system for your account This is a precautionary measure so the user may determine if a direct expense exists in the system before entering new data e If there are no existing records in the system it will return No recordz found matching fher ciens 5 the lower left hand corner of the screen 57 e Click on the Set tab and the system brings up a blank screen in J Ed mode amp Direct Expenses ril xl File Edt View Records Tools Help General Er Datasheet tes V7 Fiters Area Relerence H Tm Dat
8. JT vam 7 a mos E fe a m L ya Wis E Aci ave Pay Doc Stating 7 orae The fringe benefit will now calculate at 25 Payroll Encumbrances e Goto the Personnel Forms Menu e Click on Payroll Encumbrances Personnel Forms Menu e Click on the Filters tab 110 111 Id 1yroll Encumbrances File Edit View Records Tools el bix uj wivi alaale I Lo el ont he lS es gt Reference E Tx Bate Fom Typa Total Enc _ s Person Name Enc Remaining E ee l 0 00 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 Payroll Encumbrances Never input Social Security Numbers into the system This is a violation of the campus acceptable use policy e Highlight the name you want on the list and hit the Select button Perec Locate 112 The system brings up any payroll encumbrances that fit the filter criteria the person and date selected in this example on the Filter screen i Payroll Encumbrances Fie Edit View Records Tools Help e x al lyi ammi lel General Distribution Dalasheau 37 500 00 Nm _ 9 375 00 T 00 PAY 2413C Coyote
9. m 1091 2006 The payroll transfer should be posted on the 09 15 06 line and the normal payroll should be posted on the 10 01 06 line The users should receive a Multiple Encumbrance Match warning when posting from the DIW Double click on the DIW Reference number and the system will bring up both encumbrance lines The user should highlight the line to which they want to post the DIW transaction and hit the Post button on the pop up screen 169
10. pun n ann uu a S m fieitoaciiva x1234557 Duck Dany D Pay Doc for the Fland 12 01 2007 ihu 1231 2007 Past Repos B Saved STAM xl 144 Post the Retroactive Document and watch for the number of record modifications Payroll Encumbrance screens after posting the Retroactive Document Note the three accounts involved Retro Pay Doc Encumbrance on Account t22345 E Payroll Encumbrances Be x al e ammi el General Distibution IT Datasheer Notes SP Fiter Brea om oar Form Type Total Ene 4 PEDIS 121200 Au H ee 3140574 nE _ xi zd Prevent Futura Charges T Dewy Crom Paol Aidoso EEN a ae a e een Tess Ye rae Cones Elect Hate _ POE Ez Comme 1 008 10 12012007 PAN3M10E Duck D D Release amp Clove Enc Example 3 Retro Pay Doc Encumbrance on Account TT526555 amp Payroll Encumbrances File Edt Vew Records Took Help x m SIE ens Tnm Genesal Distiulion ET Datasheet Notes S Fits Tre Dae Foem Type gu er Salay and Fin Account 12 01 2007 _ Mam 2007 145 Retro Pay Doc Encumbrance on Account 111TTT E Payroll Encumbrances Fle Edi View Records Tools Help v bix Bl se ve jx enel ja gt nj el General Distribution ET Datasheet Notes V Fitess
11. 115 e Select the list from the list of names the system Locate Persons IB xj dg Persons Type lo nania down kal e Click Apply user is still on the Filters tab at this point e Click on the General tab i Payroll Dor iments gt 5 x Fie Edt Vew Records Toos Help x al e vl ain I ej Eilective Date Appointment End Assign ID Fil 07 01 2005 haan fi Hre Date Superceded Revie Curent New Assignment e The system brings up any existing payroll docs for this person e Use the LW H buttons second row from the top of the screen to move through the existing payroll docs to the most current doc for this person for this assignment 1f multiple assignments are used e Make sure the Appointment End Date is blank The system has three options to choose from when doing a payroll doc change s Revise Current New 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 116 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 o
12. mmp Scroll Bar More oe come into view as the user moves the scroll bar to the right n 12450 Patines 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 Most FRS transactions and SOP don t necessarily have a year tied to the transaction the system automatically uses the year set as current to post the record 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 without any encumbrance 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 e FRS 51 maps to BA3 101 Encumbrance Adjustment e FRS 62 maps to BA3 6 Payroll Transfer if the FRS reference number starts with PT otherwise map to BA3 11 Expenditures 67 FRS 65 maps to BA3 6 Payroll Transfer FRS 55 maps to BA3 5 Initial Payroll Encumbrances FRS 50 maps
13. LLL Available Non Members tel od al alvi General E Datasheet V Fiers System displays the existing Person Group with Current Members and Available Non Members e Highlight the person you want to remove from the Current Members and click the button 96 a m Pa a A Se i 1 p Person Groups A E r pp n File i ELS ip Ve jas F E ecords ie nnl lr Ael lx uj SEJE ala gt ALIE 2 as a oo mM 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 ie Person Groups jon Parr hare f ALM a a E LF Rammy zd Peta one wb san m dd T Dubose Keshaens T SSN ain A person can belong to more that one group 97 Payroll Documents e Goto the Personnel Forms menu Locate Transactions and click on the second item Payroll Documents ES Priority Software BAS File View Tools Window Help V amp B e gt miii iae Personnel Forms Menu Change Area BA Search Personnel Persons EE Person Groups Farms Tran SA ctions 3 side eh Eg Payroll Documents e This brings up a blank new screen on the General tab Click on the Filters tab H e ors E Payroll Documents SES
14. X xi Type le nanew down ist be changed Fiant LogniD jUseName a Li COYOTE Covobe Wie E Hd achore Ciopp T Ashton Full baj ocross Cross Dene M dii ECROWELL Crowell Elizabeth HCRUDUP Crudup Heather E Cul Cui Qinghin Dig MIKEC Cummings Michael P amp puppi Curwingham Francis JF Currie Douglas Grant Area Reset e The user will then appear on the list Click OK to continue w Permissions Project Admins with Inhented Permission Rights can not be changed cLoginID UserName Rights eLSCHUP Schupbach Carolyn A KARL AD Aldridge Kari w Users with Explicit Permissions for Project Remove 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 26 w Permissions Project Admins with Inhented Permission Rights can not be changed aLSCHUP 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 save current changes 29752 2004 TTOROO Migrate to Alias Set Year as Current Account Groups An Account Group is a way to organize accounts
15. fe EASL n pecan ae 348FM j 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 check account and person records 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 E3 Priority Software BAI Elle View Tools Window Help Priority Software BAJ File Miei Tools indo Help Ita Henn EE wae e Accounting Forms Menu Change Area BA Search Accounting Account Information or Accnul Account Types Project Groups Sponsored Projects Personnel Donations MEI Fersannel Accounting Personnel Forms Menu Change Area B Search Personnel Persons E Person Groups Transactions FS Payroll Encumbrances E Payroll Documents Persons or Person Groups Transactions Awards Amendments Encumbrances Direct Expenses Income Journal Entries acl 1 a oa oc i Reconciliation Import External Data inta BAS Data Import Worksheet DIWJ Eg Reconciliation Wizard Donations NEI Personnel Publications Publications Maintenance Maintenance User User Done UV Y am a UUU e Forms are used to enter new data into the system You will go here to review and update accounts and perso
16. FE Sponsored Projects In Prep EF Top Donors Fs version Info Y F 2 Re Order the Parts by Clicking on a Part Mama then click the Mowe Up or Move 3 Click the Save Settings buttons when you are done 124 Impersonation A departmental Data Admin may be set up to Impersonate another BA Central User Units should contact Sharon Elliott selliott at umresearch umd edu 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 ogir 4 Account Password i i IT ID j Password Gheck here to save your login information on your compuber System displays the Data Admin BA Central Homepage e Click on Change User Welcome to BA Central Sharon Layout Change Area My Settings Repos Change User Hel Version Information Date amp Time Monday October 20 2008 10 54 35 AM EIN AN MUN CENE Web Browser Hozilla 4 0 compatible MSIE 7 0 Windows NT 5 1 NET CLR 1 1 4322 NET CLR Ten 4 or 30 am Java Enabied Yes Ranie Tene 57 Cookes Enabled eer m Suppo te vSro Yes e 5unoorts Activex Contos Yes IP Address 10 99 36 122 Authenticsben Type SQL Server Authentication Authenbcated User selliott Data Source BA3L on BAASI Lf pow ed by Accu hiiher can k Change User Return to Dashboard Administration Current User Sharon Elliott You may select from A following User s Dashboar
17. click once User may also use CTRL E to enter Edit e t will change to Edit and you are then able to make changes to the information C User may also use CTRL S to save the record Remember to save the changes that you make by clicking where it says Edit 13 Automated F amp A Cost Feature Some Important Information about the automated F amp A calculation e Automated Indirect Cost updates once per night e Automated F amp A calculates on expenditures and open encumbrances if a department wants to encumber the budgeted amount of F amp A on the grant do not select IRC schedule e F amp A 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 F amp A on FRS account number 5 25000 e Automated F amp A calculation will ignore any Direct Expense form where the reference number starts with YTD e The user can update the F amp A at any time by opening Account Information Filtering on the account number and going to Tools and clicking Refresh IDC e When the user brings up Reconciliation Wizard the system will update F amp A automatically e Normally F amp A is applied to projects If a user does not want F amp A on the project check the box in Account Information Flags Tab to suppress project IDC E Account Information n1
18. m foem ms E Click on the word Tools E Account Information Fie Ed amp View Record Took Ae alg x a el Click on the word Tools IE gt ej iJ Gener Persone Flag EI Datacheet cue Notifications WF Fiters me Aecourt Humbe v Yew Account Type m EE C os c X pontoned Froti 5hor Hame Click on the drop down menu Permissions System displays the current account permissions E Account Information 1 File Edt Wew Records Tools Help 1 i lgx dl mie x B e vc v v x E32 B e W i u el D Gene Sf Pesons Flags MI Datastwat Notes Projects Moliicaton WF Filters Dcumedix S Pemesiont Users with Inherited Permissions xm for the Account cannot be changed EI a CFR CAN TELE DATA by departmental Data Admins P es a es zi r Users with Explicit Permissions for E the Account may be added Modi modified or removed by e N Bemove departmental Data Admins Global Dde Deas Ina departmental it VPA PayDocRep Delete None Delete Delete Space ce STOND VPA Read Only Fisad Read Rasad Pea permissions VRP Accountants etc in this sample in the screen shot on the left should not be changed by departmental users 24554 1 VAP Test DIW Migrate to Alas Set Yea as Curent Saved S918AM 27 e Click on the Aw button on the right side of the screen to add a PI or other specific user
19. 14 45 Benefit For acparstrent 05z 5 Berahi For achuskmerts Je 55 Berell Ver sduhet AIT Pe Bareli Lor acasbmariz TEX BS Benchi for acpustiverits Pici nie ene pni 1 105 105 Berwstit hod aniust 115 TI Benefit lor aput j EH ET Pos Reges B Saved 1 25 M a 105 Highlight the correct new fringe rate and hit Select E Carril Daciei alo x He De bemp e Es x m yz ajaja Hajen e Genea Ditibuiron IT Datssheet Notes Summary W Fitess Bate Period muda FTE O Sey PayPemd Finge ESC Pene a iS Er qu laid I amp 18 18 a LES QUAM 2 This screen will come up and then Post Repost n Papragil Die terial i Phr Vide Ve Tonts Tok cmm el alx m vvi alin ajma sj nl el Gerard Distrbuson E Datasheet l m Y cena Gisaved 5A 2 The system will tell you it has modified the record 106 k Pi saah ananenia a ej re Ep ee Bacai ta e e six m s vi amp General Distribution IM elay Fien FTE Saly Pay Pernod Farge i _Fariove o ee U some us wm Hours wk Hourly Hale of mo amp Fa WAH Coyole Wide E Active Pay Doc Sharing 07 01 2008 oo TBSAN x At this point you have two rates in the fringe box E Paral Fe Lr Ve Ae Tone amic w x al ivi ania PARAN General Distribution ET
20. Area Rettrence i TmDate Fom Type Total Eri PR ENEU 200 BU 0 1 004 10 Person Name Enc Remaining Duck DaD 5 E VER 7 xl 1 004 10 D D bm pan Yer Prjpet_ SubCode Eneuntraree Ced Effective Date es T HH ct soam BEES BHL Nm Release amp Close Enc Lirk to Payroll Form f Saed RIBAM s Example 3 Click on the Payroll doc Summary tab and view the funding E E Payroll Documents E x Bj ama M eJ l General Distibusion FE Datasheet Notes Summan 57 Fitess Funding Summary for Duck Daisy D Feb 05 Jan 06 OctO Dec Jan03 Jul 08 111ITT 2008 T12345 2006 22345 1 T26830 1 10000 Total ALL OOOO 11326535 1 x1234557 Duck Dany D for the Penod 10 71 2007 tu 12 31 2007 Post Repost Seed 1013AM 146 Setting II Example 4 PI Grand Mere has a 12 month appointment and an existing pay doc that started on 08 21 2005 with 100 of her salary on account T24654 Grand Mere received a raise on 07 01 2006 and changed her account distribution to 75 on 111TTT year 2007 10 on account t22345 and 15 on account T12345 The original pay doc was completed using a b 12 month bi weekly pay schedule Business Office Staff completes the pay doc using account distribution end dates of 06 30 2007 for all accounts Example 5 PI Grand Mere reviews her August account statements and says there will be a
21. Fe EOM iio Records Tike Heb six gl x HP n el 7 Datasheet Addresses Membership Fipa V Fies Documents General indeatois Locally Phones Affiistions Demogaphic Profle Photo Perzon Id First Name Middle Hame Last Name Fere Reeve odes eR Am Display Mame Fast Middle Last SSN Honc Suite Ur Sr IH Tales s M D PhD RN cademi Title Directory Name Lact Fact Middle a Nowcwdrlomdmechngherchwa t 22M 5 Note All other fields are optional 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 f Edit gt Saved Note If a form is incomplete meaning you have not filled in all required fields the record will not save 90 e Next click the Indicators tab Person Information File Edit View Records Tools Help w x al v Datasheet Addresses Membership Project v Filter Documents General Phanes Affiliations Demographics Profile Photo 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 amp ccountant Sarah E Brooks E Saved 4 15 PM e Check any item that applies to this person Investigato
22. J next to the Form Type this brings up a list of available choices whenever you see it next to a field 4 Complete the Person Name or click on the to select create a person 5 Complete the Source Account SA and account distribution MUST be the same 6 Complete the Description User defined description to tell you what the encumbrance is when you see it on reports 114 7 Complete the Salary Distribution the system will not let the user input an Effective Date since that date is filled in from a payroll doc Payroll Encumbrances _ 5 x gj x l in e File Edt View Records Tools Help Dui x ul odd bd 5 j 4 gt N General Distibution ET Datasheet Notes W Fiters Reference H q TmxDate 5 Form Type Toa Ene m eing oest 08 01 2005 sr SE 25 000 00 Penson Name Sounce Acoound Enc Aemarung instructor Unknown 4 E P2345 au aj 5 00000 Desciption 6 Prevent Fulue 5 Instructors for Spring OE 2l 5 each L from Paol Automation spring OG INST 5 Instructors for Spring 06 5k each Close Encumbrance Link to Parol Form E SSS aa a Updating a Payroll Doc e Filter on the person s last name E Payroll Documents File Edit View Records Tools Help e x B v w SIE r M amp Person Effective Date Appointment End Job Coyote wile E a gy py
23. fl Datasheet Notes VP Fitess eee ee re Hla e 1n e Ue CL Enter the Reference 2 Enter the Trx Date transaction date 3 Enter the Form Type or click on the key next to the field highlight the form type you want and hit the Select key ew Locate Transaction Form Types E Transaction Form Types 4 Enterthe Description for this form e g UPAS transferring monies from Salaries to Travel startup funds from the Provost for Dr Wonderful 49 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 Pi Edt Vues Foda Took Help tx gl viver SOE Halen el Deresi T Doas Mises 7 Faen Ales Foie E Fre Dia Form Tie ha A pss aaa Rer 1 5 O0 UC Ciara 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 Sayed indicator on the bottom right hand side of the screen as you add lines e A user must enter the Edit mode to change any information in the form header or on a previously entered line Click on the B Saved icon it will change o Edi mode or select Edit Edit Record from the tools menu or hit CTRL e
24. to see more tips or just click OK to continue Tip of the Day Chrl Shitt moves to the previous record Ctrl S hift f DK i moves to the nest record a aE Previous Tip Hest Tip W Show Tips at Startup You have now opened Priority This screen will appear with top news and information E Priority Software amp BAJ File View Tools Window Help ts EB mo Harg Accounting ons hd oT Sun Mon Tue Wed Thu Fri sat Version Info i News ete ta mea k d econ Wizard Step by Step EEN E a IE Local News Reconciliation has never been so easy 4 10 it 32 ii Top Features 1 5930 and you re done Learn more i4 15 16 17 18 18 20 nowy Zi al A More a 22 23 24 25 26 3 co E Feedback There are currently no Top Stories BA Support About Unlimited Problem Support is available 205 838 7061 ani 3S pm CST M F Weather for College Park Cloud Men BEN pm empii p RealFeel Temp 91 Humidity 60 Winds M at 5 mph Click for 5 day forecast powered by Accu esther cam Donations IY Always Show BA News at Startup NCI Personnel Copyright 1999 2002 by Priority Software Inc All Rights Reserved Publications Maintenance User gil J a dn EASL ba3lanasi2 348FM 4 At the lower part of the screen you will at times see a red yellow or green symbol e Red means you cannot enter any new data until a new patch has bee
25. ul J sisirin el eneral DE Persons Flags IE Datasheet Notes Projects Notifications W Fiters Documents Account Humbe s Yew Account Type k BS a foe ff Sponsored Project Shoa Hame e Enter Edit mode click on the lock on the lower right side of the screen or hit CTRL E ome changes to POES when the user clicks on the lock 15 e Select the F amp A rate for this account by clicking on the three dots next to the IRC Schedule field 1 Staar Budget Start Acie 0901 2004 IRC F amp A Orgarizalional Lirit 1420161 IM e Select the Indirect Rate F amp A from the drop down box All rates start with MTDC TDC or other contact Sharon Elliott at selliott at umresearch umd edu if you need an official campus rate added to the table e Save the record by clicking on fu or hitting CTRL S f Ed Saved changes to when the user clicks on the pencil The system calculates and posts the account F amp A during the overnight cycle Below is a screenshot of IDC encumbrance form for VPR test account t 24654 showing the Automated F amp A calculation This is the general tab on the form E Encumbrances Fle Edt View Records Tooke Help D alx S e e Ea e K i LCI e Rees ET Datasheel Notes Line items S Fiere Documents Tex Cate Form Type Taalin 1 AS 30205 til 60 009 83 ne calculated PH Cale Approved By App Dale
26. File Edit View Records Tools Help t lx E lyx Sila nlp e Area Person Effective Date Appointment End Assign ID VPR a Bh NH Source Comments Hire Date INST 2E D Superceded Position E Revise Eurent Job Hew Assignment E Retroactive Change Post Repost P L New 31FM z 98 E Payroll Documents ini xl File Edit View Records Tools Help e i x Ell X v7 e EX f H E Z e 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 Ello will bring up Ellington Elliott Ellison etc and click apply E Payroll Documents Bl x Fie Edit View Records Tools Help t lx B v slala n gt e Person Effective Date Appointment End Job Distribution Information Account Number Project Code Sub Code EE ee E 1 Clear Criteria Remove b e The system returns with the payroll documents entered for this person or with Ma records found matching filter criteria 99 New Payroll Documents the first time a payroll document is entered for a person in your area 1 Click on the General Tab 2 Fill in the person name or select from the m button to the right of the name field Fill in the effective date of the payroll doc This 1s the effective date of this payroll doc It is best to le
27. Screen after clicking the No button The No means that it 1s okay for the end date of the change not to be a pay period end date E Retroactivi P p Ehiint mem gt almi x Affected Payroll Documents The retro change will take affect on 12 01 2007 The follwing is a lst of documents that are active dung or after that tine Duck Daisy D 10 01 2007 12 31 2007 BITE 3 2007 140 Example 3 Screen after clicking the Next button on the preceding screen This screen allows for a retroactive salary amp pay schedule adjustment H Retroactive Pay Change Wizard Pay Amount and Frequency Changes The current Salary amount and pay frequency are ished below In the spaces provided please indicate what the new Salary or Pay Frequency vell be If no changes are being made leave the values unchanged Current Values Hours Wk Amount Hour Annual Salary Period Amount d Hours Wk Amount f Hour Annual Salary Period Amount Wee d 3 sooo p taj Screen after clicking the Next button amp Retroactive Pay Change Wizard Distribution Changes The current distribution islisted below In the space provided please indecobe the new Salary Distribution X E 141 Example 3 Make the changes on the New Payroll Distribution line s and modify the end date s 1f necessary The system will use the End Date on the Account Information
28. Wile E Link to Papal Fam Saved 1054AM 2 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 Entering Payroll Encumbrances without a payroll doc This is not typically recommended You might consider doing this 1f e You had someone being paid an award or payment that will come through payroll but it is not part of their salary e Users may only enter accounts they own e You are doing a payroll transfer and you only own one of the account numbers You cannot do a retroactive action unless you own both account numbers e You have an hourly student and you want to encumber their salary for a particular project 113 Go to the Personnel Personnel Forms Menu and Click on Payroll Encumbrances 31 Priority Software BAS File View Tools Window Help SIE B 5 2 le m b la g Personnel Forms Menu Change Area BA Search Personnel Persons EE Person Groups Forms H e ors General Distribution Ef Datasheet Notes W Fiter Aus Relerence H TmDale FomTwe ToEnc 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 3 Complete the Form Type note the
29. Budget Statemeril CC Cost Center Allocation Contract Reseach in Oigancstional Innovation Sanda DR Disbursement Requistion DAF Disbursement Request Form ELFTR ELF Travel lt Lencel AS Found i 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 1f projects are in use on this account enter the sub code and the dollars 53 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 0 x Fie Edt View Records Tools Help Ee 1x Ma jv SE Ole j wj ej Gere al Distribulion Datasheet Notes Line Items v Fiters Documents Relerence H TmDale Fom Type ir zz ne 23 2005 ce Direct Input of Encumbrance ReqTwe Note that the Total Enc amount on the upper right side
30. Doc box is unchecked E Retroactive Pay Change Wizard a x Person Information Please specihv the Person who will be receiving Retro Actrye Salary Adjustments as well as the Person puck Daisy D au Effective Date Ending Date 12 01 2007 12 34 2007 C Screen after clicking the Next button d i Aetouictive Pay Omang Mimi Person Information i ee sank Y HU Porson so WA Dt Ea R A EAEn s et EE dates when change begins and ends Effective Date Ending Date r Create anew Current Assignment Pay Coc Change Effective Dale 2 Specified Effective Date doss not match a Payroll Schedule Start Date It is recommended that the Effective Date ba the Start Date of the First Retro Pay Penod Would you like to correct Hye Effective Date before proceeding rs ey ced 139 Example 3 Screen after clicking the No button on the preceding screen The No means that it is okay for the start date vi the change not to be a pay period start date n mem Tay Te meer Person Information Please speciry the Person whe ps lat aac fn nha nee Se ud rond E mre Create new Current Assinmment Pay Doc Ix 7 hanp Filer tree Daie Specified Ending Dabe does not match a Payroll Schedule Erd Date Iti recommended that the Retro Ending Date be the End Date of the last Retro Pay Period Would you lke to correct the Ending Date before proceeding Yes No aen m Jr
31. Form seed o Saved 2 35 FM 2 134 Example 2 Revise Current Pay Doc modifying Example 1 Pay Doc General Tab Note the New Effective Date 13 LIP TTLLIN poiar a Pise fF v gt i m 21234567 Duck Daisy D Active Pay Diac Stating 1041 2007 Example 2 Distribution Tab after the account change was made IE Peri nil 4 TEXTILE AT He C h Gene Tow e six gl Gleam w el Geren dcum Lt Ars FTE Sabwap Penod Finge S44 Femove fo Rees ff te ame Raa fas Heures Houi Aate Total Distsbuban 3 of sam F Fame XT Ps 1234557 Duck Dausy D Active Pay Doc Stating 01 01 2008 135 Example 2 New Payroll Encumbrance form after posting the Active Pay Doc Starting 01 01 2008 T Payroll Encumbrances six Bl sivivi aisitig sil in e c Lem Fiters BA Relerernce 3 Tex Date Form Type Total Enc f MS E auam 7481 78 Peon Name Enc Remamng ma Dass D al a oe 2006 ml 746175 r Pievent Futuie Changes E Day D Kn pam P don a loas Iemetosei oer een tne K T12345 ee j0t012008 d T r2 5 Ja BECI eS hae LI mma fr m ri PAY3410D Duck Daisy D Example 2 Screen image of the original Example 1 Pay Doc after the new Revise Current se Doc was created Note the Appointment End date amp Payroll D TT E x Ed Yew Records Took Help el six aj sivi ajala x i jw el p
32. MERE ae E a a SAL E a Seal Ira al rol I ol f E T T C J 2M P ES 4 d n ae JO Lj mj e Click on the green triangle next to the Account Group you want to edit System displays the Account Group Members Account brots e Right click on the Account Number you want to remove and hit Delete on the pop up box l Bui chant Laros i T rare a a C P TL Tae ac to A TUS Hu a i NIS ae uM E zi j El dh tr 4 _ oe ees i CER x w IW T un vjvim Es eo e ROI Doreen i ial m FC i m ER Wew ii gm t e Click the Yes button to delete the account from the Account Group 3l 02 System displays the revised Account Group i Account Groupe B a w lx ve amu el General S7 Fes lg a Account Groups VPR Tunes VAP Cartoon Ted Accounts Project Groups e Open the Accounting Forms Menu and Click on Project Groups Priority Software BAS joy File View Tools Window Help ke SB E n d id La n Accounting Forms Menu Change Area BA Search Accounting Account Information or Accoug Decision Support Groups Quick Balance em Praject Groups Budgeting Reports Doe ed eTocs Budgets eines expense Codes Persons or Person Groups sub pages P Sub Cade Pools e Sub Code Mappi Transactions Publications Awards ae Configuration Maintenance
33. T12315 2006 100 0094 22345 1 3500085 T25230 1 100 0086 Total ALL 100 0088 100 0076 100 0094 100 0098 TT326555 1 100 0056 V reete steh alike mp t Yemen ta EE hid Changes d F To apply the Retroactive adjustments the Seb a mim nii a Adjustment Documents IF the documents below are not correct use the Pres button to DNA eee 143 Screen returns to the pay doc after clicking the Yes button The retroactive change doc has not been posted yet Filter on Daisy Duck and review the pay doc that was created Retroactive Pay Doc that was created General Tab Note the comments E Payroli Diaconus Em iul x ii herds Togi m six m fl v aBa n e General Distribution 7 Datasheet Notes Summary V Fiters Effects Dala Appointment End Assign ID xij 12 01 2007 12 31 2007 2 Hue Date Rebosctve 31234557 Duck Daisy D Pay Doc for the Peapod 12 01 2007 they 12 31 2007 Post Repent RB Saved SUBAM Example 3 Retroactive Pay Doc Distribution Tab from the new Pay Doc created on the preceding page amp Payroll Documents Fle Ede View Records Took Help W lx m Ivi aee ueli el General Distribution ET Datasheet Notes Summary W Fiters Bate Period Annus Salary FTE ma Duc Hn Aad Remove mo S exea s2500000 soo pane Hour Rate Total Distrbulan 1000 F Full Time curn cutus 1201 2007 1231 2007 300003
34. TIME RUN l0 13 51 FINANCIAL RECORDS SYSTEM Pr 09 COLLEGE PARK FEHO O Al ACCOUNT STATEMENT IN WHOLE DOLLARS FOR 08 31 03 ee ae 7 PRIORITY SOFTWARE PROJECT perr 14201 01 UPR UP Research 10 Default object Mapping For reporting purposes you can compress multiple sub codes into one report line item area such as Supplies could contain the sub codes 3716 3914 3916 3952 3953 and 3990 You can look at other departments and use them but you cannot edit them If you need a mapping set up for your department email Sharon Elliott at selliott at umresearch umd edu SEE 8 9 and 10 IMAGES ON THE PRECEDING PAGE 11 e If you want the name of this grant to appear on the financial statement report you need to copy add it to the Notes tab This will print the title onto the financial statement report Anything in the Notes tab will print onto the financial statement report An easy way to copy this information highlight the information use CTRL C to put it on the clipboard click on notes tab and enter into the Edit mode and use CTRL V 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 CTRL E may also be used to enter Edit Mode CTRL S may also be used to save the record i Edit umm g Saved Next click on the Persons tab E Account Information l a E xj Eee w r n e lags E Dat
35. VER COWYCOTE Lut Dues D VPR DDLCK Goorin V 999 2006 by Foote Sofware nc AM Rrahits Reserved System displays the User s actual Homepage Search BA3 P MyAccount Watch S ITTT 20086 YR Stake Test 1138600 20051 YP FOR RESEARCH Weather ES P ix 7 114801 innt RESEARCH amp DEVEL Wealhien lor College Park 114821 2006 Pria y Project VPRIGS LEASG amp RE m Parly Sunny 1 4502 2004 Time 2 30 pam bi dbi riei 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 THAT PWT Bre Days 103 109 109 n 126 Current k 1 221 273 amp 575 202 n 24 497 9 600 t PA within BA3 to add a notification the system cannot add a notification from within BA3 at present e Open a web browser and enter baws1 umd edu dashboard in the address line e Enter user id and password then click Log In Projected Balance Invest 1 231 273 leghorn 675 202 0 24 497 9 600 7 215 127 amp Snagit E er uar cue Priority Software Dashboard Login Priority Software Dashboard Login Version 3 0 7 I prefer to Log in with my Windows NT Account If you need assistance logging in email Priority Software Technical Support Impersonate the User you want to notify by clicking on Change User Welcome to BA Central Sharor a l Layout Change Area My Settings Repor amp chang
36. Xj Fie Edt View Records Took Help p Us als pj ws 4j f Garea fi Persons Flags T Datachee Notes Projects Notifications S Fiters Documents p Figs Pract Usage v Moniceed Local Foece Project Accounting F9 Enable Auto Pay Encumbrance Preven Procl Accounting Hide hom Accounting Fiepaits Enable Automated Nighth Posting Use or Lose Suppress Project Level IDC Default Handing for Clver Expend ures Probab verE penciurs on General Encumbrances Fethi Overt penchure on Fayol Encurmbtuances biata to Alleys Sek fee as Cunan Pes 23M 4 14 Enabling the Automated IDC Feature e Open the Accounting Forms Account Information Screen by clicking on the blue Account Information Accounting Forms Menu Change Ares BA Search ow Er REX AccountInfcermation or Account Groups This opens the Account Information screen e Click on the Filters tab F r cai Flags E IS e Enter the account number and click on Apply D Geneial EF Persons Flags ET Datasheet Notes Projects Notiications W Fiters Documents Account Number rea Account FRS Account Type oe a _ Shod Name ETE Budget Start Budget End rganizational D nil n a Deer citera o Pae e Click on the General tab E Account Information e S Mi rie TE dun
37. distribution screen on the payroll document you are revising 117 1 View Records Tools Help PT ix i vr SISE W 4 LALI e ET Datasheet Mates Summary SZ Fiters Mui FTE Salap Pay Period Fringe 544 Remove Mi Hourly Rate Total Distibubon We ono 2005 06 30 2006 cmn Ys E Achive by e Make any changes and click the Post Repost button on the lower right of the screen _ o Post Repost A Edi e Save the record if it hasn t saved already click on the eem button at the bottom right hand side of the screen or hit CTRL S Filter for and Post the original pay doc which now has an appointment end date on the General Tab so that the system will update the original encumbrance The system will update the encumbrance from the original payroll doc and create a new encumbrance from the revised payroll doc Entering a New Assignment Document Reminder filter on the person first as shown on page 6 Two PHR appointments with different pay rates within the same Department e Click on the General Tab e Click on the New Assignment button on the lower right section of the screen 118 E Payroll Documents s x m e aem n el C Genera Doistibtion E Datasheet Notes Summary V Fiter Effective Date Appartment End Assan ID ial Foon EN 09072005 mE Dat Job o x3234557 Co
38. fringe benefit rate on an employee The most common change comes during open enrollment when an employee makes changes in their coverage or the costs go up or down There are two ways to correct this on your pay docs Example 1 Open the pay document on the personnel that you need to change In this example Wile E has 18 fringe benefits Open enrollment has come and his new policy will cost 25 of his salary 104 Warning It is critical that you remember to add the new rate first and post and then delete the old rate and post Otherwise you will break the link from the pay doc to the pay encumbrance 3 Payroll Documents Fle Edt Wew Records Tools Help lx m vivis ege laln ej t c l n a aM M o General Distribution M Datasheet Notes Suma S7 Fitees Bate Period Annus Say FTE Nm mee Se sab from pum B Fui Time d 432345557 Coste Wile E Active Pay Doc Staitng 07 01 2008 Post Repost a Saved 16AM i First add the new rate to your record by pushing the Add button and that will pull up the Fringe Codes screen Li ILL Doct i tj six aj pe amp im najra el Genel Distibulion T Datasheet Noter Summary T Fatess Bam Penod Annual Salary FIE fri Ifa za LT anina Ion Locate Fringe Codes TCU ues awe T Paas UIT MXN 6 818 18 X 2X Benet For acpustmernit 4135 3 Benef For ackastmenitz
39. i ga o iS 4 ke amp 3 j E i a 39 40 e Click the yes button to delete the project from the Project Group e System displays the revised Project Group lolx Fia Ed amp View Record Took Hep E aby s vis see el T2345 mizus 1E Copying account information from year to year e Click on Forms from the left menu under Accounting e Locate the Accounting menu and click on the first item Account Information 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 Account Number Y ear mme FRS Account Type LT Status Short Mame Alias Budget Start Budget End Organizational Unit Investigator Local Accountant Clear Criteria Hemove t gt Migrate to Alias Set Year az Curent uf Edi 3 22PM oy 4 The existing account information will appear e Next click on the Copy Account button which is on the left side of the menu above the tabs File Edit ew Records Tools Help 6 Area Account Number w ye 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 OK H Cop
40. not you need to go to Account Information in Accounting Forms to grant permissions to this person see page E Person Information File Edit wiew Records Tools Help t x B v SIE General Indicators Locality Phones Affiliations Demographics Profile Photo Datasheet Addresses Membership Project WP Filters Documents Project Assignment and Tre Permissions for Brooks Sarah E Account Year Project Project Investigator Permissions b 01529799 o l Reed Brecht Richard D Head Brecht Richard D Read Head Read Read Rea Read Read jHead m m Du LL Grant All Sarah E Brooks g Saved 4 34 PM Note Other sections on this form are not required and are generally not used by UMCP Person Gr OUPS A Person Group is a way to organize Person Payroll records for reporting purposes An example of a Person Group would be to place a particular PI s Graduate Students in a group of their own Open the Personnel Forms menu and click on Person Groups 93 The system brings up the Person Groups screen e Click on the New Form amp l icon to create a new Person Group Person Groups Records Took Help SY ivi alea 1 1 j el 1 Enter the Group Code up to 16 characters including spaces by which you want to identify the Person Group 2 Enter the Group Name up to 45 characters including spaces 3 Click in the a
41. of the screen updates as the user adds lines Moving to a new line saves the previously completed line note the 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 IMPORTANT When you are working on Purchasing Cards keep in mind that if you have not assigned a unique reference numbering the departmental reference to the Visa log everything will post under the PCRD e g PCRDOI Whatever you assign on the Visa Log before closing will download into FRS The reference space on the Visa log is limited to seven 7 digits Some departments are using departmental reference numbers some departments are using One initial of the card owner mm yy and the transaction number for example c050803 Coyote May068 third transaction on the log As long as this information is added to the log before closing it will post in FRS and DIW with the information SMART ENCUMBERING Smart Encumbering can be used to average out the payments on ongoing charges on an account such as monthly telephone charges Open your encumbrance and double click on the amount fu u xa I utu 1 55 ee Smart Encumbering Options M M Em TED a ee FIcumbr ance Lua LIA LI E E P dag cmm gi 1 Lum oam m p NI n 0 z ya lt p y a Si BRENNEN LEN ty l i CF Wet P E ET bh
42. the second reference on the visa log ED aka an Wrrk amp lhiesl rini Bia Kia nom 3 dum ss 5 a_i ih Im soa aon as on LTERFRES COYOTE gages rms gee omm T INTERMATIO COYOTE T PERDIO PCRD10 jeg m mra sn councrcovore T T es 3952 i EE E EE d ITE nean Pca PCRDIO iam Lammi roiacomm P T wm rum 11 ora IE 71 ject SPED C m eca m Tsmar amenar DUCK LIT T memes Penoi 000000 PERDIO 2 If you try to post these transactions you will receive the notification that no header was found TEA 11 SIGNUP C vaTE Gm Mk me I NN Teu HE t 1270 25 DO AHNE ARUND COYOTI I o IVPFAZEA PERDO EL MEM UNMIC IN T ATTMsssz3COYOTE F lsr PoS 11 UI amp DDDM DELL COYOTE I F IN AXNL PERDIO ss 103200 a2 70 EDEN e52 COYOTE TC LL NO PERDIO gq 11 1001 2007 F 05 FEDEX 854 DUCK PCRDHO 37 05 0m PA i PCADIO 49 97 FEDEX 854 COYOTE PERDIO H0 FILTERFRES COYOTE eo SE PERDIO 0 24 INTERNATIOCOYOTE f PERDIO PERDIO 75 00 NTL COUNCI COYOTE F PORDTO PCRDTU EDO DO NTLCOUMCICOYDTE E PORDIO PCRDIO AF PC TOOLST DUCK A ds mi d D10 PCRDTO 1 505 00 REG NCET2 coOYoTE P ju PERDIO IPADO i 348 00 SPORTS D Bus orar zi Vi CAD 113 207 1200 00 TECH COUNC COYOTE Ano 10132007 E 10012007 30000 USPTO DUCK 1001 2007 30000 05PTO DUCK 10132007
43. to the Explicit Permissions list System displays a list of users in the drop down box E sers dii Adhi i xj Um dfi CMPS UMIACS Rea CMPS LIMIAES Read Ury User clicks on the User Name they want to add and TCOHENT Cohen Thomas hits the 5 button S KCONCA Conca Ken KONCA Conca kenneth G jcoRDES Condes John T COvOTE cote Wile E ECROWELL Crowell Elizabeth p Cunja Douglas EZS E BDAHMS Clashes obert xjl Cancel User highlights the line with the new user Mody and clicks on the button Delete Mone Delete Delete E vPRP VPR Pav Doc Rene s i Moekally Parmes User changes the drop down box settings to MD FIC THAM TE Read to allow the new user to see the Account f a account information on BA Central HorrPayol The ione Pawol Tig ane i E sif Pawol none 4 Te Alor veer lo vens pede remain on Fe 23 The revised screen looks like this Bj Modify Permissions AXI 124654 for User COYOTE Accoun orem NonPawolT fied Paci To Req c Dance Parol Fes Account Permienons Detention Read Allows use to view extended information on the ourt Inicamation Form Used without Read peimessions HA ew bose demographic normalen Project Permissions e Click on Forms from the left menu under Accounting e Locate the Accounting menu and click on the first item Account Information e Click on the Filters tab and enter t
44. 0 00 20254 eT 3 z 701 208 0620207 Sas 1376 150 Example 4 Payroll Encumbrances created by posting the Revise Current Doc Note that there are three Encumbrance Forms created by this posting this pay doc Example 4 Account t22345 b Payroll Encumbrances Fle Edt View Records Tools Help _ amp e x tal vis eleme nlala el Min peer E Datasheet Notes 57 Fite Aeteence 8 Tix Dae Fam Type mop paa mur Person Mame Example 4 Account T12345 Payroll Erichamhramces E SS ET zr Feo Tos Hep lE x ge x ia s v s amaj n el General Distribution ET Datashee T T Fiters Relerence 1t Tm Date Form Type Total Enc PAY 465808 07 2006 lis Salary and Fin aoa Person Name Enc Remaining Co Grand Z IDEEN C z EEEN peen l kom Paral Automahon PAYAEBBSE Maie Grand Heleae amp Lise Enc Link to Pawol Fem b a 151 Example 4 Account 111 TTT Year 2007 E Payroll Encumbrances Rie Edt View Records Tools Help A lx m s vi SEBE tieli ej General Distribution ET Datasheet Notes W Fiters Area Relernce TmDate Fom Type Total Enc vasest EER 35850000 Enc Remaining m Grand we 2007 zi s3360000 Descnption Fi Changes eee L hom Payol Automaton E Payroll Documents Fla Edit View Records Tool Help E lX B amla M el Genaral or 7 Datasheet M
45. 1 FI 79 This screen will open The system will automatically split the cost 50 each You can correct the amount that you want to split The two costs must equal the total cost or the system will notify you that the costs are not correct The user cay split the transaction into more lines by clicking new split button and entering the money for each line on the split ta Slit Record Click OK Post the payment and the system will split the cost in the distribution of the encumbrance E Encumbrances 7s xl Fle Edt View Records Took Help al Blain a viviki almiae uel e Gener al Meet ie Datasheet Notes Line Items d Fiter Documents Tom Ene 131 48 Talal Exp 3 Bl 45 Remaining 80 Reconciliation Wizard B43 allows the user to reconcile the month end BA3 balances to the campus month end FRS report The system provides a column by column comparison of FRS categories and amounts to BA3 categories and amounts when the user inputs the FRS numbers e Go to the Accounting Forms Menu and click on the Reconciliation Wizard 3 Priority Softwares BAS Mrd EIC weg e f gt E S Accounting Forms Menu jualin Accounting jc Account Information or Account Groups EB Account Types EH Project Groups EB Sponsored Projects Repti Personnel EH Persons or Person Groups Transactions EB Awards EH Amendments EB Encumbrances EM Direct Expenses EB income
46. 101 VFRGS VP amp Dean For Research amp Graduate Studies Budget Panod 8 01 2005 thru 07 31 2006 Note 140 Days Remaining in Budget Penad Balance 41 010 as of 03 11 2006 03 31 AM Documents m Need to move the salary on 06 02 14 2006 IEB ElHatt Sharon EJ Financial Statement OF 30 2005 02 13 2005 17kB Eliot Sharon R ciliatioan Honth Open Available na 2005 234 213 4 172 455 20 749 41 010 Elliott Sharon 07 13 2006 Head Red F 100 00 20 005 06 30 2006 Mere Grand 100 00 100 0095 07 31 2006 Walt Big B 22 00 100 005 07 31 2005 Notifications Add Notification There are no N otfhicatrons for this Account 129 System displays the Account Notifications screen e Highlight BA3 Account Reconciliation Notification e Click the Add Record button http asniz umd edu Ac count Notifications ERATIS ur S Account Notifications Account t24654 1 VRP Test DIW BA3 Account Reconcilehon Notification Notifications asarei thus Eje p Mene d 130 System displays the Account View screen with the added notification Be Back New jf Edt E View B Reports dM Search BA Central BA Account View as of Monday March 13 2006 9 23 AM Account t24654 1 VRP Test Geant for DIW Principal Investigator Coyote Wile E 2 Local Accountant Mo Accountant has been assigned Account Type Grant Credited Organization 1420101 VPRGS VP amp Dean for Research k Graduate St
47. 12 01 2007 12 31 2007 be transferred to accounts t22345 50 and 111TTT 50 This change was made after the fact the payroll had already processed in PHR and been charged to the original account and required a payroll transfer or Initial ae Doc for Daisy Duck General Tab O x 9 six ul isin Per el ee E Datasheet Notes Summary WF Fitess EHectr e Date Appcantment End Asagi ID im pato enm p NM Hire Date p Superceded Posies Humber job Nunber i Hew Assignment _ 1234567 Duck Date D Acte Pay Doc Start 10411 2007 Post Alepon x a Saved 231 PM 133 Example 1 Distribution Tab fee ayroll Documenta Fie Edt View Record Toss Help E bx uj vij amaj xiin ej General eas Datasheet Notes Summary S F Armus Saisy FTE SalawPay Penod Finge iit men BE ies ea aa 495928 ux Heunwk Houdy Rate Total Distributions o 1000 Fe Ful Tk 100 005 en Iss stn Ste Estee Pest ae Iso wn M e 11001 2007 06 30 2008 10000 238557 Duck Daizy D Active Pay Doc Starting 1001 2007 Pob Reges ne Initial Payroll Encumbrance form created by the Example 1 Pay Doc amp Payroll Encumbrances ptr gl Alvin almam w a General Distibuhon ET Datasheet Notes VF Fites Aea Hro TaD rome PAY MIOC Duck Dany D Release amp Close Enc Link to Pawol
48. 39 08 VZWALSS AP DUCK a ii Lip Vie tie E ences ome IY nel ipendtue Encumbrances s ied cid On px RAN No header found uta ihg Te a qe EIS talere Expenditure Encumbrance it already closed Che Expenditure No header found matching the halere Expenditure No encumbrance detal ound for this APO No detal match ein Expenditure No encumbrance detal found for this d j PCRD TAPAD Ho deal m detail maich Exception Expenditure No encumbrance datai found for thes CAPD No detal match wception Expenditure No encumbrance deta found for this on Expenditure No encumbe und fo ee No encumbrance detail lourd for this Ekg x Mo encumbrance detad ound for ther Egendiae No encumbrance deti found othe pa i LI a L E E 2 unm _ I I I 1 j r 3 You are able to choose override to post these charges but they will be lumped as one transaction and all the payments will be applied to that one transaction 3 women EDEK E me Sater ann LTERFRES DOYO HE I E lenon Rm ja ste a DE on P RP wip soa patch 2 4 No deal maich LAPAD No detal match E The next screen shows how the payments are lumped into one transaction and that there are no details in the encumbrance 74 B x Fie Edt View Records Tools Help e blaik nal seis pe SIE ale e General Disibulon ET Datasheet Hates Line items S Fiters Docum
49. 5 005 10 01 2008 06 30 2007 SERI EE eo225578 Mera Grand Acie Pay Doc Staring 101 2006 Post Repost EU ULL du Mti fe Distribution Tab The same Pay Doc after the End Date field was made 06 30 2007 for all accounts 3 P Documents File Ede View Records Took Help BL abd ui sizi aie n General Distribution ET Datasheet Notes Summan SZ Fater inJ el Bate Period Gams ETE Salaw Pay Penod Fringe s in ee Bo ges ff seme fos fmt a Houts Wk Hour Flate Tot l Distribution X EL Ful Tie 1900 ees Eee Ics Tere ise i Rm 10H01 2006 06 30 2007 10 00 k M lla H 10 01 2006 06 30 2007 15 00 10 01 2006 06 29 2007 7500 M UN H M deoos56TH Mate Grand Acbve Pay Doc Starting 1001 2006 Post Repost E Saved ZMP z 165 Example 6 Post all three Pay Docs the New Effective Document reflecting Retro Changes the Retroactive Payroll Adjustment and the original Pay Doc that now has an end date New Effective Document Payroll Documents X sex a ivi aim wi 1rini ei General panel 7 Datasheet Hotes Summary WP Fitess Effectwe Dale Appomiment End Assign ID ie emn p Source Comment Hire Date mST NewEEtfective Document reflecting Reno Changes _
50. 67 Account T12345 E Payroll Encumbrances Fie Edt View Records Tools Hep Ee x B el vx esee n el ses pase IM Dateshest Notes SZ Fikers Reference 8 Tix Date Form Type Total Ene t Pares onae s F s Salay and Fin 3857820 Peison Mama Souce Account Enc Remanmng ux Grand E T2345 3 373 20 133627 RENE LL LOL a ssia T 0701200 Account 111TTT E Payroll Encumbrances Fie Edt View Records Tools Help Bir r nj el sa aba T Datasheet Notes V Fiers Referenca H 7 Tht Data Foam Type Total Enc fee eem pum ssmyandFin s3950000 Source Account 7 Enc Fiemamning i cem iE mir 2007 i 3950000 eros Grand fom Pe Fou Pool on Account Year Propect Subtode Ercumbeance Closed Elfectne Date POE Commer yarn 2007 101 sayn oma fey mr gom w2 l sasae O omz fas te m Ea 1 Ls mI El PAN ABEBEC Mere Grand Link bo Payroll Form om PER 237 FM i L er Account GM56789 168 E Payroll Encumbrances t x Bl e vec amam n el p General Distibution IT Datasheet Notes W Fikers Fielesence f TmDaa Fom Type Rs IPavassean isisa svF a Salay and Fin Person Mame Source Account as ae 05152 amp T 09152006 3549 15 1 02678 10012006 PAYAESERD Mere Grand
51. ABERSB Mem Grand Example 5 Account 111TTT Year 2007 d Payroll Evie ume diet d n jn xi Ej Six wj ivi amam r n amp l Cop Dishibuton KT Datasheet Notes S Fiters Relerence Tix Date Form Type Tol Ent Em ravecsesc 07 01 2006 Salary ard Fin 1385000 Person Nama di 155 Example 5 Payroll Document Summary Tab after changing the distribution end date on account t22345 to 09 30 2006 Note the line red on the screen that indicates only 90 of Grand Mere s salary is covered as of 10 06 E Payroll Documents T x uj s Sec amle el General Distibution E Datasheet Notes Summa SZ Fikers Funding Summary for Mere Grand Aug 05 LLITTT 2007 112345 2006 22345 1 en Ee am Ton ALLI 100 008 0100 M 05055678 Mere Grand Actie Pag Doc Starting 07 01 2006 Post Repost Example 6 Current Active Pay Doc for Grand Mere after Example 5 was completed General Tab E Payroll Documents File Edt View Records Tools T x Bl ARC ejm n e General one 7 Datasheet Notes Summary T Fites Eltectree Date Appontment End Assign ID m IEEE ia o TNEC Supsiceded Devise Cunene Job Hurnbes Hacia ot bbl m Retroactive Change eooob 78 Ment Grand Alive Pay Dac Stating 07 07 2006 Post Repost Saved 1 30PM 2 156 Example 6 Distribution Tab am
52. Aae Total Distribulion amp 0 0 00 0 DO ESIE E me she lt 3567 Coyote Wia E Active Pay Doc Stang 06 15 2005 Post Prepac few 1041 AM 4 Click the 55 559 button on the bottom right hand side of the screen to post the record NEN e Save the record click the W button if it hasn t changed to the 1 Saved button or hit CTRL S to save the record The system will create a new encumbrance from the revised payroll doc The system does not update the original pay doc because this 1s a new assignment running concurrently with the original assignment Entering Retroactive Change Payroll Transfers To help users with the various payroll transfers refer to Addendum A in the back of this manual BA Central Guide Some Important General Information about BA Central e Users with BA3 access automatically have access to BA Central 121 e Users without BA3 access must complete an SOU to establish a BA Central user ID and get 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 The front page of My Account and My Project Watch balance date are updated every night The drill down data is updated every time a user updates a transaction e All BA Cen
53. Configura Encumbrances Eg Indirect Direct Expenses Income Journal Entries Transact Organiza Organiza Sponsors Buildings fal Js a 65 sa s D onatians Reconciliation i Import External Data into BAS Vendors gt Data Import Worksheet DIW Tags Maintenance Reconciliation Wizard e User 4 li EI Dons CASI baal on asn12 e ATAPI 4 Personnel Publications a a aa 3 8 s a e lt 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 filter 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 Fie Edit View Records Tools Help T lgx B v x E P Genma G Peison Flag I Datasheet em ae Notifications CV Fiters oc Account Humbe Wear Account Type Co m ee p Sponsored Propect Short Name m Long Marne si Status Budget Stet Budget End pues Lait IRC Balance ace ef h 2s rgerszational Urt Default Object Mapping 3l E Migrale lo Abas Sel Test as Cure Sen 6SM e Filters is Priority s search engine Anytime you need to search for data in Priority go to the Filters tab on t
54. Datasheet Notes Simemary WP Fitess eel o E CIS ee e HaurcAWk Hourly Aala Total Distribution ii sooo fe Full Tne 100 00 The S sut Ste nte 3 mor Ue dirae UIF Le 2008 05 30 2011 WOOT i518 T8 E o Aa Captie Wia E Adtive Pay Doc Stating 07 01 2008 Post Repost Doo N ut Now you need to remove the old fringe rate Highlight the old fringe rate and hit the Remove button Warning Remember to add the new rate first and post and then delete the old rate and post Otherwise you will break the link from the pay doc to the pay encumbrance 107 t i d e E uL a T 5 M 73 288 ne Son TOO eeN a es es ee ee Now post again to remove the old rate on your payroll encumbrance 108 1j Vayr nil bur iren d m amu loge Her lx ta v aem w n ej Gene Dihibulion ET Dslasheei Hotes Summe V Fitess Bass Fenod Aneel Seley FIE Salay Pay Period Fringe Bi mew eee eee nsn ooo semeia 25x Hourt wk Hourly Rate d soo F Ful posting Complete 3224567 Toyata Wio E Active Pay Doc Starting U7 01 2008 7 Jd t ans You have successfully corrected the fringe rate on this account This fringe benefit change will effect the entire time period of this pay doc Example 2 You can just add the extra rate t
55. Deposit Ticket Fom Typa B Description 60 e Click on the Filters tab or hit the md 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 entering new data e If there are no existing records in the system it will return Notecoldstourd malching fier ctn the Tower left hand corner of the screen e Click on the Se tab and the system brings up a blank screen in 4 d mode L1 E Income File Edt view Records Took Help Aix wl xivix B Sa eese cranes oa Reference TmDale Total Income it 43 2 2E Projected Income sm Deposit Ticket Form Type Income Fremaining L 84 a EHE D escnplion No reccads found matching filter critena EN Enter the reference number Enter the Trx Date transaction date 3 Leave Projected Income box blank unless the user never wants to post against this transaction 4 Enter the item description 5 Enter the accounting distribution information P 61 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 _ Open En
56. EB Journal Entries Reconciliation EB Import External Data into BAS oe NES Pea The system brings up the Reconciliation Wizard screen E AAS Reconciliation Wizard Pie Edt View Tools Help PM sjemjmis slej j jeson Jw General Eust qnl Documents M Rellect All Years Budget Actual 2E F Not Rellected H ud ELLILLBICIILA Eu 4ddzea Tm BP CCC 81 The user should set the tolerance level the first time they access the Reconciliation Wizard The system usually brings up the Tools menu if this the users first time in the Reconciliation Wizard but if not complete the following steps BAS Reconciliation Wizard F e Edt Vie e Click on the Tools Menu T 5 SEAE to set the tolerance level and specify the closeout reports the user wants the system to produce and post to BACentral when the account is reconciled o Click on Customize and this will bring up the screen shot below The user entered 5 as the tolerance level in this example The system will not allow the user proceed to the next step in the reconciliation process if the variance for the preceding step is not within the tolerance BAJ Reconciliation Wizard Custom Settings per r Reconciliation Tolerance Amount Specify the tolerance amount that you wil alow before considering reconciled Male pou wal not be poed othe no sept the cineri variance is lers than or equal to the Tolerance Amount specified he
57. Eg scsi is Fl Indirect ates Doe ER A balon bass 10374M_ 7 The system will open the Project Groups Screen below Maud p zl Click on the Filters tab Enter the name of the Project Group you want to use in order to verify that the Project Group name is not already in use Entering VPR returns all Project Group names that start with VPR Click the Apply button Project Groupes j a i Bernrde Tonk He r ll a ROCO al m pun M _ ce cer ii F DEL Ju i 4 J F z r 33 34 The system returns all Project Group names that start with VPR L VPR VRP Test GROUp vpr testing project groups A yprd test e Click the General tab if the Project Group name you want to create is not on the list returned by the filter on the previous page VPR VAP Test GROUp dk vprsel lesing protect groups A vprd test e Click the New icon E Project Groups sf xivix amp a Project Groups amp VPR VRP Test GROUp eM A wpr sel testing project groups i 9 word test e The following screen will come up Add Project Group EN a e This will add your group to Project Groups e Add code name and description you want for this group 35 Pre pect Greougpes Um Cw CREE Ago ape GEO HN T8 c s Rag RU UR ae AL r Aet j nsr rE p E fat Li I EL RY PEL
58. L shpesceded a k cu arem Retroactive Payroll Adjustment Document P m Documents He Mew cere ln a uix a vivix Sila ujel n ei General Distibubon ET Datasheet Motes Susa V Fikere Alea Peton o EHectree Data Til Asagn ID 7 ven Mere Grand hes em Souce Comment Hie Date INST Resoactree Payal Adjustment C T Suecedein Original Pay Doc with the Appointment End Date completed E F yrolt Docurpiirte Pm T fe TDmcowrnds Tm ts lx m k Bile ajja ulaj n el Shes 7 Datasheet Notes Sumenay W Fiter Effective Date Apporiment End Astign ID m Feet fre peur Tes Hue Daie 166 Example 6 Pay Doc Summary Tab on the New Effective Document after the preceding three docs were posted E Payroll Documents Fie Edit View Records Tools Help t lx al v amla deep General Distibution ET Datasheet Notes Summary SZ Faters Funding Summary for Mere Grand Aug 05 A06 Sep06 Oct 6 Tul 07 HHTTT 2007 GM56789 1 T12345 2006 122545 1 10 00 Payroll Encumbrances after Example 6 Pay Docs were posted Account 22345 E Payroll Encumbrances File Edt View Records Tools Help Ee x Gl e se amela i el General nistibulion ET Datasheet Notes SZ Fiters Ares Riehtrence B Tix Date 7 Faim Type SS create 1
59. ON vu ij Bh i hx r d zc ile ei oe I BE Aba Y a Lh Tr ESTER PET m i TH ax E LV UI CNN e Click on New Group Member e Select what project the user wants to add to the Group 36 37 e The system will add the project to the Group E Project Groups e Repeat these steps for each project you would like to add to the Group amp Project Groups Fle Edt View Records Tool Hap T12345 Computer 112945 eal How to Remove a Project from a Project Group Open the Accounting Forms menu and click on Project Groups nting Forms Menu 3 s BA Search Accounting Account Information or Account Groups ea Project Groups E e Click on the filters tab 38 e Enter the Project Group or part of the Group Code followed by the the search below asks for every Group code that starts with Office in the Group Code box and click apply ole Ie amn el M 3 1 a Wr NE m ms e oe e System displays the existing the Project Groups that met the Filter criteria PTEE 4 e Click on the green triangle next to the Project Group want to edit e System displays the Project Group members at n Ame F Fu HK EN Project Groups E aa I7 REP A EQUES E ER dm Fr d ee oe To ey i LUE nnd 5 os 7 al tal ag en ee T B LJ X n T 4 1 Ed Fa
60. TABLE OF CONTENTS Getting started m Priority decivesceccccssstececcsssseesesecacsvesteseccnestecessadsavesesedagecestoseecnnstesescaioasens 2 P Xeviltiisi aee ID 6 Cremer al TaD eye E 9 PE ODS se t pce doe al desti die dene dive irent atas eidcm p qud Nba M eM 11 Automated FACOS Ecate uer sb coo da deban a iahasah ene cu t Ia bate usse pu oU i Reb 13 settine Up DIOJeCIS narra eut pite ek elut bat va gptetus o ba emus us sours S ur Lob uet iae 16 PEMS SONS ducentem nius attese eens da us iius tutius E oU Lu Mim Ed tus base RUE 19 A COUN OO UP ascents ut ee tc aces acon cadet tied ica i M Saati cetus 26 Copying account information from year to year nne eee 40 Transactions Other than payroll eee eere ee eee e e eee eee eee eee eee eee etes eee 42 JA VITRES aree idco Ropa E ident diode arate Mobacao panic ideae dath udi IM OOqauipus 42 ADe IMM IE OE ELT DE EST ENTE 46 Encumbrances other than payrolbiiueo datei tio ME e roD daltiv tad oe MU terea us 49 Direct Ex peis Sinsin a a div buta se ieget acude 55 Incolle AN EEE A E E neta tee MM LL MED es 58 Data Import Worksheet un nta ed aa ea EEEE TEE SE PUE 62 E e O EE E E E A E A A E E A E T 66 O E EI E 67 Marking Records as Post Unposted 2o ete iare utra Cio uota mb Duae en ut etae Mau ee up Dd edet 74 SPHE Ge T 78 Reconciliation Wizard 35 vn ive te seiussseshcsdasictavedsastaunsedseiuassedeatiass chevedsastaves
61. Use Fel H Uzer Date F amp A Below is the distribution tab of the F amp A 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 E Encumbrances g alaj xj File Edt View Records Took Help V obs wl lve alil Li ej gt Totals j Tots Ene 80 00883 TotalExp 3565365 Remaining 15435518 Vaience 000 Total of F amp A on this account Total of F amp A spent on this account Balance of F amp A on this account 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 Projects may be used to segregate data pots of money within one 1 account or to aggregate data pots of money across multiple accounts 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 e Click on Forms from the left menu under Accounting e Locate the Accounting menu and click on the first item Account Information e Click on the Filters tab E Account In
62. a default Transactions entered on this account will assume the default project code if a user does not enter a different project code E Account Information Ele Edit View Records Took Help Rs lgx a vivid Sask alein el s Proyects Notifications Y al pone Projects for Account 529752 2 Paaie ae eios eser Tone es xus es C eem C FUN PO E1 T lt agate to Alas Set Year as Curran Jf Ede 12 FM 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 The system will automatically save the previous line when the user tabs to a new line before exiting the form Granting BA3 permission to projects is explained on Page 25 NOTE Departmental users may choose to use automated IDC If Departmental users select automated IDC on the account they may choose to allocate IDC to the project level IDC on Projects e System calculates and allocates F amp A on project expenditures and encumbrances unless user elects to suppress project level IDC on the Account Information Form Flags tab e F amp A is posted to the same project as the expenditure encumbrance e To suppress F amp A on projects on account information open Flags tab and click on the suppress project IDC 19 E Account Information File Edt Vimw Records Tools Help pl g x aj sv SIE BIE w rjnj el rj General 2 Person
63. ad HR 3525020 Budget Available 64100665 575280571 The user 1s now ready to complete the reconciliation and post the selected reports to BA Central e Hit the Post t button at the top of the screen The system returns the following screen iRecancile this Accoont Would you like to record 114800 2006 to a Balance of 641 036 65 For Aug 2005 This process wil generate the cloning reports verify that the adjusted Institution Balance is within the tolerance this Account and Month at reconciled 3 8 e Click Yes if this account reconciliation is finished or No if you need to redo something on the reconciliation before posting it The system returns the following screen to let the user know the reconciliation processed and posted Reconciliation Successhul 1 Account 1 14600 2006 was successfully raconcled For Aug 2005 Obck on the Documents tab t view the closeout E reports 737 85 e Click the OK button and the system returns to the General tab e Click on the Documents 8 tab to view the closing reports The example below shows the Financial Statement generated by the system for this reconciliation The user can click on the spreadsheet to view the report E BA3 Reconciliation Wizard T sj aille s o xi v Aone aT E ud General Worksheet Recap Documents T Reflect AN Years 03 16 2005 12 16 PM The Reconciliation reports are n
64. aders in the red boxes that appear on the screen below A B 2e Je 4e 5 6 e 7o The BA3 column is a calculated amount from transactions in the BA3 The user enters the Institution column amounts from the FRS end of the month account statement The Variance amount is a system calculated amount that shows the difference between the BA3 amount and the Institution amount The variance amount must be within the user s tolerance amount as defined on the preceding pages Enter the budget amount from FRS in the Institution column Enters the amount of any budget transactions pending transactions that are reflected in BA3 but not yet reflected in FRS in the Institution column Enter the Prior Month s YTD expenditure number from the previous month s FRS statement BA3 will bring up the Prior Month s YTD number from the last time the account was reconciled in BA3 or from transactions entered as Direct Expenses for dates prior to the current month if this ts the first reconciliation for this account in BA3 Enter the current month expenditures from FRS Enter the current month IDC amount from FRS If IDC is activated on the Accounting Accounting Forms Account Information Screen BA3 will calculate the amount based on the IDC table If IDC is not activated on the Accounting Accounting Forms Account Information Screen the BA3 amount is from transactions posted downloaded from the DIW during the month Enter reven
65. adjustments Un 1 Benefits 25 22 Benefits US 35 Benefits Use 425 Benefits 052 52 Benefits D5X EX Benefits Eancel e Click on the post repost button on the lower right corner of the screen e This creates the payroll encumbrance record for the payroll doc E Saved 9 45 AM 13234557 Coyote Wile E Active Pay Doc Starting 07 01 2005 Pay Doc Tips a The effective date entered on the general screen is the date that will pre fill the start date on the account distribution screen b The system will pre fill the end date with end date on the year selected as current Account Information screen the user can over ride this date with the actual end date for the entry c 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 if they say yes J invalid Date Range l Xx 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 ba continue anyway ow h 102 d If you double click in the info box of the distribution area the system will show you how the amount was calculated From there you can view the payroll encumbrance Pi ayn oll Documents EH F1 E wl aix a s v v alma ula al inj el mm St T Fes J e t x s Distribution 7 a
66. ample below e Highlight the Form Type and hit the key to enter this form type on the Awards form Select AS Award Statement for the initial award Locate Transactian Form Types joj xi ie j Transaction Form Types Type Lo narrow chown let AS Award Statement BA Budget Amendment BLANKET Blanket Encumbrance BS Budget Statement CC Cos Center Allocation Contract Heseach i Ungancational lhnovation S ache DRF Disbursement Request Form ELFTR ELF Travel Cancel 43 Found 45 File Edt View Records Tools Help e x tl se ZBE m Datasheet Notes SZ Fiers p w 4 5 aj Reference H a Tra Date Form Type Total Awarded wW yg mx 10 00 Diescuplion n Initial Award Supplement 1 or other dept description etc 4 Enter the description e g Initial Budget Supplement 1 August 2005 to make the document easily identifiable 5 Enter the Account Number the system will pre fill the year with the year set as current on the Account Information screen 6 Enter the Project Code 1f projects are in use on this account 7 Enter the Sub Code 8 Enter the Amount for this line e 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 syst
67. as follows 1 gt Du Account number the six digit FRS number enter without dash Example 5 54521 would be entered as 554321 Double check the Area field to make sure it 1s correct Priority has it automatically entered into the system and the user can not change it If it is incorrect you must contact Sharon Elliott at selliott at umresearch umd edu Year grant year or fiscal year it can be either the year of funding or the fiscal year Example UM fiscal year starts in July eg July 07 or FYOSG on contracts and grants you can use the start date or on grants with multiple years of funding you can use Y1 3 meaning years I through 3 Account Type imports as a grant but the user can change it select from list by clicking on square to right of field indicated below in red circle Example contract grant etc Your choice will affect whether or not fringes will appear on the account Short Name project sponsor number This will automatically download Long Name project title from FRS Budget Start amp End dates for the year if state or account years if grant Automated F amp A choose the F amp A rate see pagel2 add cross ref Ls ount Information A ri xi Edit View Records Tools Help Pi lg x SX fa vi ES Le f General E Persons Flags E Datasheet asl Puis Va waa NV T Documents Account Number Van Account Type Rs f 1 FRS Number it Select from list C m Sponsor
68. as the retroactive change E Retroactive Pay Change Wizard Person Information ia igh ac ai EA BOTE aaah a uy Nin panei ned Hon dates when change begins and ends Effective Date Ending Date Creat Cutrent Assignment Pay Doc 09 15 2006 05 30 2004 M ak enlace thena RES ares i 158 Screen after clicking the Next button E Hietenacbive Vay Change Wiears zu x i 1 Person Information m Please specify the Person who will be receiving Petra Active Salary Adjustments as well as the Perzon Ee s im Greste a new Current Assignment Pay Doc hange Effective Date IF 5g Effective Date does not makch a Payrol Schedule Start Date It is recommended that the Effective Date be ar the Start Date of the frst Retro Pay Period Would you like to correct the Effective Date before proceeding 5 Di Beet Click the No button the No means that is okay for the start date of the change not to be a pay period start date Example 6 Screen after clicking the No button from the preceding screen E Retroactive Pay Change Wizard Affected Payroll Documents The retro change vell take affect on 09 15 2006 The Felloying i a let of documents that ans EEXGI r after that time reen bug BA3 will create a ienment 1 Doc for this example because the Create a new Current Assignment Pay Doc box was checked but this screen omits it The Payroll Documents ist
69. asheet Notes Projects Notihzations V Fiters Documents File Edt View Records Took Help X selgix El iyik P Genet Aen Account Number Yes Account Type Aat ERE d ow 0 M e If desired enter information for the following 1 Investigator project director a k a Principal Investigator 2 Local Accountant Normally this is the Business Office Person 3 Central Accountant This could be the Director or 2 4 Level Person Note You can select persons from list to right of field 12 E Account Information File Edit View Records Tools Help t ald Hl 9x Responsible Persons Investigator Project director select from list Local Accountant Account 1 select from list Central Accountant 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 open the Persons form and click on Persons filter for the name and add this responsibility on the Indicators tab e To save your changes click once on Edit at the bottom of the screen How to edit saved P Edit 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
70. ave the appointment end date blank so future processing can be entered on this document You will enter the end date on the distribution line as seen on the next page Note The person record must be entered before the user can input a payroll doc for that person This is normally done by the PHR System download E Payroll Documents Ioj x File Edit View Records Tools Help Es x Bl lyx Sibel nl e Area Person Effective Date Appointment End Assign ID PRO p ______ i Source Comments Hire Date Superceded Inst 4 Sup Position Revise Eurent Hew Assignment kl Retroactive Change Post Repost CF New St PM 4 Comments may be used for information e g Dr Wonderful s GA if the department chooses 100 Click on the distribution tab ioi xi File Edit View Records Tools Help Me x Bl x SIE n e Genera Distribution Area Ferson Effective Date Appointment End Assign ID VPR Coyote wile E Es 07 01 2005 _ fi Source Comments Hire Date heer FL Superceded See the distribution screen below 1 Enter in the base period click on the button to see the available choices In the case of 9 in 12 you will need to make some adjustments to post FRS 2 Enter the annual salary 100 or the salary for your unit the system calculates the Salary Pay Period from the Annual Salary Base Period 3 Enter t
71. cumbrances Summary Original Eneurmnbrarwee Project Sub Code Vendor Name Tre Date Ref Humbers Encumbrance Expenditures Tata Funds tor Dr Amazing 06 26 2007 RwProvost2008 dao s 000 10 000 00 Testing income Turmel Total Open Encumbrances 100000 amp 0 00 18 000 00 Current Expenditures Detail The system shows this item as Projected Income Remaining BELOW the account total on the Financial Statement Report Expenditure Expenditures Encumbrance Uncommitted Panchi Current TTD em ainineg Babine oO Ono 0 00 O00 31 Expenditure Expenditures Encombrance lncammitted Budget Current vim Reri Balance praes i Dno O00 s ono 3 00D Don ngo amp 0 00 gg 4 v 00 0 00 M z 240 000 00 Frajected balance E 16 000 00 If Projected Income is checked you cannot post a deposit to this entry The example below was used to generate the Financial Statement directly above E Income File Edt View Records Tools Help x m el 7 mea w s w ej amp me Distributor ET Datasheet Hates SZ Fives Reler nce H TmiDale Total income it Ken l Provost2008 08 26 2007 Progeeted Income 70 000 00 Depost Tickel Fom Tye cria Tee iil povost200e Funds fot D Amanna testing mocme function FET fit IBSTAM Z 62 Notes Reminders about Income 1 Remember when entering Income to always use a positive number f
72. da faus G0 General Tolerancee Information S Fiere GU CPYSRVRESEARCH ANOLON PRIORITY SOFTWARE IN Hi 76 Right click the mouse while on the record and the system brings up the following pop up screen Tad ie ai eqs j oe aii iin ENB er 6 no v re So Caeser Toren Iiamston S Filer 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 already posted and marks the record as posted if the record was unposted Data Import Worksheet The item disappears from the list when it is marked as unposted 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 TI EJ Data Import Worksheet l eli xi e r N EAT fava eur RE GER C Show Only Records that hava Problem The transaction is now available to repost Note Marked as unposted in the comment field E Data Import Worksheet m 5 x Fle Edt View Tools Help Be Aro aa wi ale a E accon om Toae fas aa General Telerances Information SZ Fiters apo onto Dee eee tee i 114801 3718 n 08 01 2005 5OSSD CPYSRV RESEARCH Not
73. ds COYOTE Dblck rnc A Figh 125 e Click on the Directory Name of the user you want to Impersonate System displays the impersonated BA Central user Homepage Wile wo Friday March 10 2008 Welcome to BA Central BP Layo ge sports Change Wiser Help LI eee 3 A centra um di My Accounts 3 P My Project Balances m gw tz4 EA 1 VRP Test DIW Project amp Project Marne Investigator Balance T2583 1 Coop Galaxies Lm Cosmos Srudy Fudd Elyar 27 644 32745 1 test evaluate Teaching Apes ants 116 047 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 Welcome to BA Central Wile v3 0 7 Friday March 10 2006 B Layout Change Area My Settings Report Change User gt p 239 ane J centra l a My Accounts P7 My Project Balances n w tee 1 URP Test DIW Project Project Manmre investigator Balance T2830 1 Coop Galaxies 2 Cosmos Study Fudd Elmer t 27 654 32245 10 tect ey sluate TA Teaching Agr ants 1 115 047 System displays the Change User page e Click on Stop Impersonating 74 Change User Retin to Dashboard Administration Current User Shanon Elliott Currently Impersonating COYOTE hop imperscndainn You may select from the following Weer s Dashboards Cho bh E
74. e FomTypa Total Expended Oa 1 8 IB ILIA 2 Ped 10234M 1 Enter a unique Reference This transaction is immediately expended on account reports as of the date it was entered If you use YTD at the beginning of your reference number the automatic F amp A will ignore these charges and you will need to enter the cumulative F amp A 2 Enter the Trx Date FRS transaction date mm dd yyyy It is recommended you use the last month end date prior to conversion For example if you reconciled through March 2008 then this date would be 03 31 2008 3 Enter the Form Type or click on the key next to the field highlight the form type you want and hit the Select key 4 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 recognize 5 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 if 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 numb
75. e Override box checked or the user may create the 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 70 o The user should input a project code before overriding the DIW transaction if projects are in use on this account o See Warning notes on Purchasing Cards on Page 70 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 AJF LI 2 Na detal match Excepbon Expenditure No encumbrance desi found for this Account Progec UD bject vthi ielerence M151761 Che 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 NOTE When posting Purchasing card transactions each department must decide on a unique reference number If this unique number is added to the Purchasing card log before the closing date it will post to FRS which imports into DIW If you override the Purchasing Card transactions as they appear on the DIW they will post as one large transaction See example below 1 This screen shows the FRS down load of Purchase Card Transactions into DIW if no other information has been added to
76. e 6 The screen below appears after clicking the Finish button on the preceding screen Et Retroactive Pay Change Wizard Finished You have completed all the Wizard Steps and ane now ready to apply the Retroactive Pay Changes Click the Finish button below to apply the changes and close this Form To apply the Retroactive adjustments the Wizard wil create the Following Payroll Adjustment Documents If the documents below are not correct use the Prey button t back up and make changes Existing Documents that will be updated with a nex Ending Date Assignment Effective Date Current End Date Revised End Date l Toli 09 30 2005 New Pay Documents Assignments Effective Date End Date i 10 01 2006 2 09 15 2006 09 30 2006 Distribution breakdown Prior to Retro Change Aug 0 hio Oct 06 Jul 07 HITIT 2007 75009 T5008 T12345 2006 2315 toS Total ALL 162 Click Yes and the system creates two new payroll documents Documents 1 amp 2 that follow were created by the Retro Wizard 1 Retroactive Adjustment Assign 2 Pay Doc created by the Retro Wizard General Tab n Payroll Documents ipl x _ L anb E in irae oe i te Ph Ae Pu l i 3 a ZIEL T nd iE L 17 a mi l nagah a Pletmactive focoe878 Mera Grand Pay Doc fr l 163 Example 6 Distribution Tab for the preceding Pay Doc Payroll Documents
77. e User gt r centra l System displays the users you may impersonate k Change User Return to Dashboard Admmbitration Current User Sharon Elliott Vou may select from He following User s Dashboards Directory Name Area User Code uilding Rop foods ike F YPE COYOTE sacs Luv F1 VPR DOLK oy rigid D 1999127005 by Procniy s Wane D uci A ighis Reserved n e Click on the Directory Name of the user you want to Impersonate 128 System displays the Impersonated User s Homepage e to mie Ht BA Central Wile Wy Settings 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 Fo 41x Account Name beac 1 WR Test DIW Tweskigabor ZESQU I Coop Galaxies em Cosmos Study Fudd Ekner C eases 1 best evaluate T Teaching Assistants yt2345 3 4 ExTerr Ctr THEY Theser y Duck Daisy D System displays the Account View for the selected account e Click on the Add Notification button By Back New f Edit Vview B Reports 4M Search m BA Central BA Account View as of Monday March 13 2006 9 10 AM Account t24654 1 VRP Test Grant for DIW Principal Investigator Coyote Wile E bl Local Accountant No Accountant has been assigned Account Type Grant Credited Orgsenization L420
78. ed Project Short Name 4 Automatic Long Nama 5 Project Title from FRS E Budget Stat BudgetEnd RC Schedule Last IAC Balance Pa pE No Balance Default Object Mapping Migiate to Abas ft Edi MOUPAM 2 10 Priority will automatically assume some Account Budget dates when you input a transaction The dates on the Year Set as Current are assumed If you want to set a different year as current click on Set Year as Current button at the bottom of the screen A check mark appears to the right of the word Account Number when the account year has been set has current i Account Information E aln x File Edit View Records Tools Help Re alex adj ive a 8 M el General Q Persons Flags E Datasheet ial Projects Notifications V7 Fiters Documents Le ja Ej Area Accoun Humber wv ear Accoun Type NR pros rcm S Sponsored Project Shot Mame testing idc chg All other fields are optional They include 8 Status select from list archive active closed expired or pending The Account status must be set as active 1f the user wants to monitor it in BA3 9 FRS 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 VPR is 1420101 University of MD Financial Records System at College Park
79. ed above wil be affected by the retra change E thes is correct chk Next If not dick the Frey button below to back up and modiy the Effective Date 159 Click the Next button and the following screen appears If no changes are required on this screen click the Next button U Ei Retroactive Pay Change Wizard i S x Pay Amount and Frequency Changes The current Salary amount and pay Frequency are listed below In the spaces provided please indicate what the new Salary amp or Pay Frequency will be Fo ER QA Ar DNO made leave the values unchanged Lay Hours Wk Amount Hour Annual Salary Period Amount Fm see que Sew Values ee Hours Wk Amount Hour Annual Salary Period Amount B swe l 452800 0 2 022 99 Postion Example 6 The screen below appears after clicking the Next button on the preceding screen E Retroactive Pay Change Wizard Distribution Changes The distribution is listed below Tn the space provided please indicate the new THE is space provided please indicate the new Salary M mc X7 m i012 06 30 2007 15 00 303 78 SS z 1012 O6 30 2007 75 00 1 518 90 qe c hw z L c i Example 6 Make the changes on the New Payroll Distribution section of the screen and click the Next button Note the End Date section of the screen The system will use the End Date on the Acc
80. edeniuedietios 80 POPS OM MGM ERE 85 PERSONS reset acess i EUM UE ULM NIMM MIN LE 86 PeO OUN ee rae ach cee tee eral et tne ata ahaa ndo Ex eet tases 92 Pay OM DOCUMEN eire iet erate tee cee el ea 97 Payroll Encumbrances a tp oO MIR aiu a A od Rudd oMN 110 FRE VIS C EFC arie onte taedio m E a 116 ING AS eimen n crier ondas cm ier M Ms IM eI SMPC DIM KM I E VIDI UAI 117 Retroactive Change Payroll Transics eter ER EH seals 120 BA Central Ge ERR 121 Payroll Examples 445 riviste eise eii rie eset s Pede e ar is I DE qid ei iU 132 Priority Software BA3 User s Manual Getting started in Priority BA TP Priority Software BA3 LNK e Locate the Priority icon on your desktop and double click to open e When the log in screen pops up enter your log in name and password then click OK Change your password on your initial visit to this screen Enter Your Username and password below Press OF to continue or Canc Use Integrated Security Mame Cancel sstark Beers Options Datasources paa on BAAS If the log in screen does not open check and verify that your VPN Client is activated Locate the VPN icon on your computer and double click Highlight the UMAPPS choice for access unless you are working wireless then press the Connect icon enter your user name and password which are the same as your ARES name and password e A Tip of the Day window will pop up Click on Previous Tip or Next Tip
81. em 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 alal x ofa al sse ao se o num Dataset Noter S Fien Meleerce E Tm Date m fis 08 26 2006 re Le Jenner 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 1 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 CL icon it will change tof Edi mode or select Edit Edit Record from the tools menu or hit CTRL e to edit the record e The total awarded should match the amount on your ATS e Be sure to enter the sub code 9998 for F amp A budget 46 Amendments An amendment is a modification to the original award or budget for an account User may also use the Awards form if the user wants to keep all the data in 1 form area Notes 1 You can add modifications directly to the award 2 If the user is posting the budget for DIW and The transaction code is 50 it will post to Awards The transaction code is 30 it will post to Amendments You can change the transaction code to 50 on the DIW and f
82. entire account e If My Project balance on the BA Central Projects updates every night if the user drills down into the project data it updates as changes are made e BA Central Accounts are updated when a BA3 User reconciles an account or posts financial reports documents 20 Giving a BA Central User permission to the entire account you 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 ACC Actunt Infiiemiation or Accounz Groupe This opens the Account Information screen e Click on the Filters tab E Account information F e Edt View Records Took Help j WIE Persons imh PAREM ID e Enter the account number and click on Apply E Account Information File Edt View Records Toos Help Ace aal ei Sele e el D General T Persons Flags ET Datasheet Notes Projects Notifications V Fiters Documents Account Number Yea Account FRS Accounl Type v Shod Name um hene ATI P Budget Start Budget End rganizatonal Uni Sponsored Froti Esco Remove E Ga Do a 21 E Account Information r r L QE Ss Click on the General tab 2 sii nigh B 7 471 SE EE cal E e and review the account information Accoun Numbes w Yew Account Type
83. ents Total Ene ry J Total Ep t I Servus 0 00 PEAD IHDODR FUR TONGGARWE Fieleate amp Cipe Ene EB wed O ou Marking Records as Unposted or Posted Sometimes users may delete a posted expenditures and need to go back and repost expenditures 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 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 see page of the Data Import Worksheet instructions if you need assistance 75 amp Data inport Worksheet File Edit View Tools Help ulale in 2 Gereral Tolerance Infomaiicf The system returns the following screen Scroll the screen to the right and note the Processed Successfully in the Comment field E Data Import Worksheet d ioj xj l vivisl alg rimis ma General Tolerances Infomation T id 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 Data Import Worksheet TASTATUR w viel aie wies Em w A can nem Z To
84. er 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 Fie Edt View Records Tools Hep amp six ul siviw alg el a el m Datasheet Motes Y Fiters n Reference B Tix Date Form T ype NENNEN foe26 2005 pE a Direct input of Encumtean 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 amp s Sayed 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 for all sub codes beginning with 0 The Income form is used in the same manner as the Encumbrance form It is used to encumber Income monies the department expects but has not yet been received as well as real income dollars that have been received by the department oo oe oe Pm o 59 e Go to the Accounting Accounting Forms Menu Transactions and click on Income counting Forms Ment Accounting EH Account Information ar Account Groups EB Account Types EB Project Groups EB Sponsored Projects Personnel EB Persons or Person Groups E Amendments EH Encumbrances Direct Expenses OUMal entes Ares Reference Tr Date ven T Bojected Income
85. er 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 a button in the lower right hand corner of the screen 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 E3 Data Import Worksheet Fie Edt View Took Help Bu sy 1z General uper Informatic es Reference Toa Month Code Comment 07 2005 AT m DENT furca EET Account Number Project Code ERSS NR p Local Accountant C Show Onk Records thal have Already Processed Successfully C Show nly Records thal have Problems Taso Pose 834 4 66 The screen below appears if 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 Seat bar across the bottom of the screen f GS Data Import Worksheet DA Edt Mew Took Help BIS italy Em ulaji e p pam SZ Fiters TE 23 DRE 321 PRIORITY SOFTWARE eS E SE Inn e cci iS nho it 08252005 amp 80000 PRIORITY SOFTWARE fe I
86. es Marked as posted unposted does not change payments that have been paid on encumbrances The user will need to manually remove payments from the encumbrances if the user 1s changing how the payment is posted 78 Splitting the cost of an encumbrance in DIW screen below is how the encumbrance looks 3 Erncurmbrances lil je SHR amam w e General Distsbution ET Datasheet Notes Line items WF Fiters Documents Area Relerence 4 Tx Date Fam Type Total Enc 0072007 IR intemal Requintion s20810 Fea Type Enc Remarung OMIS76396146 OFFICE Maxi Noma 0 00 Descuption Genders vwrisdrest mesh organizer elc PODae Approved By pe Dae UserRel User Date Lise Treen stam tres cer Eros A split normally occurs when you want a cost to be spit between two or more project codes e Open the DIW screen to the encumbrances for that month e Highlight the encumbrance and right click on the transaction that you want to split e Choose Spit Record 13 Data Import Worksheet File Edt view Took Hep xe viejo ale ily Bie rim Elac zimosT pe General Tolerances infomation SZ Fiters SC RN ee EN SP BEL SNORT SAGE 112301 2008 11 0614 2007 207 09 Boise O0eseg74 LE T e007 207 09 Boire 00833974 pirm Ji dos nm 08202007 20810 Bose OO0BT7ES T m 3916 ME 08 27 2007 l 257 85 Boise 0025809
87. for reporting purposes For example if you wanted to set up reports so that all accounts for one particular Principle Investigator are together or all NSF accounts are together Open the Accounting Forms menu and click on Account Groups 2 Accounting Forms Menu Change Area DA Sear Accounting EH Account Information qr Account Groups FH Account Types EH Project Groups FA Sponsored Projects Personnel The system brings up the Account Groups screen Click on the New Form amp l icon to create a new Account Group Fie Edt Wew Records Took Help Se The system returns the Add Account Group screen 1 Enter the Code up to 15 characters including spaces by which you want to identify the Account Group 2 Enter the Description up to 40 characters including spaces of the Account Group Add Account Group 28 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 529741 2004 TTO 024 529765 2005 TTO O15 529843 2004 TTO 012 529858 2006 TTOHOST ON 122245 1 VPR IDC Test 124654 1 VRF Test DIW T26830 1 Coop Galaraes xj The selected account appears on the right side of the screen under Acc
88. formation File Edit View Records Tools Help us alex H ow m EE Area Account Number Year Account Type Alias 17 e Enter the 6 digit FRS number for the account you want to access Then click on the Apply button E Account Information File Edit View Records Tools Help e ex e v Account Number Y ear ole Account Type Status Short Mame Alias Budget Stark Budget End Organizational Unit Investigator Local Accountant Clear Criteria Remove Migrate to Alias Set ear as Current Edit 322 PM e The account information will appear Next click on the Projects tab E Account Information File Edit View Records Tools Help Me alax H e Account Number Y ear 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 Each account must have Project Null 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 If the person does not appear on the drop down box see instructions on page 11 for checking the indicator flag on the Persons Tab 18 e You also have the option of setting this project code as
89. he FTE 100 or percentage that matches the salary you entered in the previous step 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 Code 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 Payroll Documents BE a x File Edit View Records Tools Help t x Bl e e ev s r M amp rr Period Annual Salary Salar Pay Period Fringe _29 Remove ye Weekly Fe 150 000 00 x OO 5 753 42 25 Hours wk m Hate Total Distribution 0 0 00 25 Ds Payroll Distribution Account Year Project SubCode Stat Date EndDate Period ees ams EnA Sem ae M Ll I 43234557 Coyote Wile E Active Pay Doc Starting 07 01 2005 Post Repost E Saved amp 33 AM 101 e Clicking the Fringe Add button on the screen above brings up the Locate Fringe Codes screen Choose the appropriate fringe rate Notice the first few numbers are negative numbers Locate Fringe Codes Bl x E Fringe Codes Type to narrow down list Er m for TER I3 34 Benefit for adjustments ks E DA 45 Benefit For adjustments 5 5 Benefit for
90. he form you are using Tu Filters Always start by checking through filters to make sure that the information you are about to enter 1s not already in the system e To check an account through filters Enter the six digit FRS account number without dashes and click Apply in bottom right hand corner If this account is already on record the information will appear on the General Tab If there are no records for this account it will say No records found matching filter criteria at bottom of window Please wait until FRS download creates the account in Priority FRS will download 24 48 hours after the ATS is released except at the Fiscal year end The new Fiscal year account information downloads don t start until after the 06 32 FY close is completed E Account Information File Edit View Records Tools Help Account Number Y ear meum FRS Account Type Lo T Status Short Mame Alias Budget Start Budget End Organizational Unit Investigator Local Accountant Clear Criteria Remove Migrate to Alias Set Year as Current Ma records found matching filter criteria f Edit 322 PM e Review the account information if the data is from an old account please email Sharon Elliott at selliott at umresearch umd edu with the account number and she will research the problem and get back to you Review the following information on the General Tab NOTE Required fields are indicated by asterisks They are
91. he six digit FRS account number for the account that you want to add permissions to Then click Apply to display the information e Click on the Projects tab E Account Information File Edit view Records Tools Help EE e Highlight the project you want to grant permission then click on the Permissions button at bottom right hand corner of the screen 24 lal xj b Account Information T sizix af vix eje surn el 4 Gene T Peroni Flags TF Datasheet Noter Projects Hotiications V Fitess Documents T2E830 1 Coop Galasiers Migiate to Alas Set fear se Curent Seed AM l 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 Fights can not be changed LoginlD UserName Rights i CSCHUP Schupbach Carolyn A Full KARH AD Aldridge Kari Ww Full Users with Explicit Permissions For Project Remove Grant Area Reset Request Click the Add button to see a list of users When the list of users pops up highlight the user that is receiving permission then click Select If your user does not appear on the lest check and see if they have been issued a BA Central User ID 25
92. hecking any of the Account Related boxes limits the BA Central Homepage display to those accounts that fit the Click Here to change your password criteria on any of the My settings with Account in the k ttle e g My Accounts My Accounts Watch etc r amp rceunt Related Principal Investigator Local Accountant and Central where T am the Principal Investigator Accountant are defined on the Account Information Where T am the Local Accountant Screen Person tab in BA3 where I am tha Central Accountant Account Filters Hints Setting the Account Filter limits the BA Central Homepage Accounts that match the following patberns display shown on any of the My settings with the word All Accounts will be used Account in the title to those accounts that fit the criteria Add Account r Project Related Setting the Project Related filter limits the BA Central F Where I er the Investigator Homepage display to those projects where the User is the defined as the Project Investigator on the Accountant Related to any of the following Org Units Information Projects Tab in BA3 Include Ong Unit Hame Sub Ongs Organizational Units Mf 1420101 VPRGS VP amp Dean for Research amp Graduate sb Add Org Unit Limits the Accounts amp Projects displayed to those that fit the selected criteria This sample is set to org unit VPRGS Other Related pee SRL _ __ Other Related all
93. her the transaction will post or the system generates a warning message Set this up once on every computer you use e NOTE If you are on a new computer the Tolerance screen will automatically open File Edt View Tools Help amp deisi alah in 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 amount will post Ei Data Lnport Worksheet File Edt View Tools Help BIg wie Ble w Irin wm viral General en poe a a Dolar Tolerance Amount P Generate exceptions lor Imported Expenditures 1100 that ace Ex off from exisbnig Encumbrances Percentage Tolerance Amount Generate exceptions for Imported Expenditures Bei utra n that ane amp x olf from exasting Encumbrances i x 0 00 iia AP ae mom Manet a iil Tem e Click on the Filters tab see 1 or select the Account and TrxDate see 2 from the drop down boxes Q 65 r J Data In port Work sheet File Edt View Took Help ive ig ela fet n General Tolerances amatio Account Yesr Project Sub Code TmCode Dae Amount Descriptio 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 appears 1f the user clicked the filters tab Ent
94. ion Wizard Xni xj EA JE SIE ylk Kil Account 112245 2006 Moni Dcr 2005 0 Worksheet 6 000 00 Step 4 Enc Not Reflected 0 00 616 314 73 Checked 0 00 810 314 73 Variance 0 00 T12345 i C T2245 Doe WieE Tiao Coyote to Athens Greece C 3350 ELFTR 4 500 00 jJ i0CEncunbrance TI S998 Her erie Coysteto San Francesco C jan i ELFTR 1 500 00 at JPAYSATSD Ti3346 Coote WE tz S F seas sto PAYATBBA T12345 Hood Ried Fi 100 s 25 000 00 08 F PAYAISHA TI2345 Hood Red R Ein T7700 s 1525000 E F testo vesting project liansaclon 3732 PCard 10 000 00 715 F peuz IDC Encumbrance TT 3398 6 062 50 zu Lar PAY3ITID TI2345 Coyote Wie E mms sr 2 205 48 En 84 NL Click the General Gene tab to return to the initial screen E BAS Reconcilialion Wizard uc 2 ini xi Fe Edit View Tools Help e S amp E3 B e 3 8 x Account 114800 2006 Monihc Aug 2005 84 General Worksheet seca Documente l Bellect Al Yeas z Budget Achial 2 036 391 00 Nol Relleched 000 7 aj Expenditures Prot Months YTD 72091 29 0 00 Curent Month 10854397 0 03 Current Month Indirect Cost 0 00 0 00 Revenue Prot Month s Y TD ao non 3 0 0 Curent Month Qd oo 0 00 aj Encumbrances Open Commimerts DC 117355899 117835900 411 Hot Rellect
95. ked 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 Accounting 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 UID is used for payroll transactions from the SOP BA3 uses this reference number to match 68 against open encumbrances in the system See the BA3 Operating Rules DIW Posting Rules wemde Reterence Reterence2 UID for ay E PY85205 ProemedSuccersuli _ 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
96. l ne Y l W LIE x If SE are no existing B EC in the system it will return If the expenditure does come up check and be sure it is in your BA3 area Sometimes one department will use the same reference number for many different departments You can reuse the reference number if it is not in your department For example Dining Services may use DBS123 for 5 different departments therefore all 5 departments can use that reference number in Priority as long as they are in different BA3 areas Enc umbrances brance inl xj Fie Edt View Records Tools ge x a 5 General Distribution Tl Datasheet Notes Line Items V Fiters Documents Reference B Tix Dale Fam Type Taal Enc i a 2 Jm som Reg Type Enc Remaining m I Moa 30 00 Descnpbon PO Date ApprowedBy App Dale liserFief f Liser Date Ped z40PM n 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 post FRS transactions from DIW 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 Formi Types Transaction Form Types E AS Award Stalernent B Budget Amendment BLANKET Blanket Encumibrance 4 B5
97. l post the transaction with the Override box checked or the user may create the payroll encumbrance and post 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 The payroll encumbrance for this person has no open balance or the user has closed the encumbrance Comme Ene Closed Exception PayExpenditure Encumbrarce is alieady closed Choose Ovemide to past anyway o The user may check the Override box on the transaction and BA3 will post the transaction against the closed encumbrance 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 Header rot found Espendilure No header lourd m tcmmao Ires psierence number Choose D vemde fo cies re header o The DIW will post the transaction with th
98. ly 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 no benefits Accounts VV Y DIW imports all items on the FRS report of transactions including payroll transfers journal vouchers vendor payments encumbrances and all other FRS transactions on the DIW Tip See the Import Filter Rules in the BA3 Operating Rules document There will be a Go to the Accounting Forms Menu and click on the Data Import Worksheet 23 Priority Software BA3 SPB 05 wg e d Accounting Forms Menu Accounting Account Information or Account Groups EB Account Types ES Project Groups EB Sponsored Projects Personnel Persons or Person Groups Transactions Fe Awards Amendments Encumbrances FE ES EB Direct Expenses E rg income Journal Entnes 64 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 transactions the transactions will post to FY 2006 See page 41 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 whet
99. m had Tok Help amp j tix aj xiv SIE General Dizirit IT Datasheet Notes Summary X Fitess Person Effective Dale Appointment End Assign ID m Tipna a ff Hoe Date a NC Superceded utin Heise Cunent Job Number seein ila Se af Relraactive Change 41234567 Duck Daisy D Active Pay Doc Starting 01401 2008 Post Repost 137 Example 3 Preceding Example 2 Doc after clicking the Retroactive Change button E Retroactive Pay Change Wizard IE x Retroactive Payroll Change Wizard i This Wizard is used to make salary funding changes that take affect at a prior point in time This Wizard vall walk you through the process step by step You vll be promoted before ary actual database changes are made Click the Next button below to begin Se cra Fi Retroactive Payroll Change Wizard after clicking the Next button Ja etrnaehive Fay Cline Wired E P xi Person Information Please specify the Person who wl be recening Retro Actrve Salary Adjustments es well ax the dates when change begns and ends TN Daisy D wl ET Create a new Current Assignment Pay Doc aoe eam that reflects these Retro Changes eme cw cm 138 Example 3 Retroactive Change Wizard with screen 2 completed This example is moving the payroll from 12 1 12 3 1 07 to other accounts Note that the Create a new Current Assignment Pay
100. ments General Indicators Locality Phones Affiliations L ermreg Profile Photo Person Id First Mame Middle Mame Last Mame WM mW 13MhMW o e Click on filter tab and enter the person s first and last name 67 E Person Information Fla Edk View Records Tools Help A gs SA e xvi eiae el Bened Indicators Loceiy Phones Altiiations Diemogranhics Wei Photo ET Datasheet Addresses Membership ProeA V Fies Qocumerts Fesi Name Middle Name Last Mame p eas am A e If the 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 aaz amp Person Information File T fee Gecad Tek jia e x B v Sele lH el General Indicators Locality Phones Alfiiations Demogaphes Profile Photo E Datachest Addresses Membership Project V Fiters Documents First Name Middle Name Lait Name EEE 88 e If the person you searched for is already in the system his or her information will automatically appear PHR will download the information L Person RES _ 6 x i Six gi ERU amam M 4j IT Datasheet Addeises Membership Piet Y Fates Documents General indcators Locaiy Phones Affiiations Demographics Profi Photo Fi
101. n uploaded into Priority Unless you can add software to your computer 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 you are operating in the most current version of the software There are 7 major areas in Priority Accounting Donations NCI Personnel Publications Maintenance User They are listed on the left menu EJ Priority Software BA ER Eile wiew Tools Window Help TUE BA News Ks ns IK Version Info Recon Wizard Step by Step E3 ET T m Local News Reconciliation has never been so easy EJ ESEA 10 4 il l2 13 1 2 3 4 and you re done Learn more id 14 is 6 EEA ia 19 pa now More et 2 ze BA Next Local BA News 23 Feedback There are currently no Top Stories Henn Top Features BA Support About Unlimited Problem Support is available 205 838 7061 ODnanm 00pm CST M1 F Weather for College Park Clow f Time 3 30 pm Temp 83 T RealFeel Temp JE 94 E Humidity 60 Winds Wat 5 mph Click for 5 day forecast T powered by AoculWesthercom Donations Iv Always Show BA News at Startup Personnel Copyright i 1999 2002 by Priority Software Inc OC TE All Rights Reserved Publications Maintenance User
102. nother account coming in and she ll move her on account t22345 to that account in October The new account number is unknown at this point The encumbrance on Account t22345 should only go through September The Business Office Staff changes the end date for that one account distribution on the existing Pay Doc and reposts it Example 6 PI Grand Mere receives new account number GM56789 on 10 01 2007 with a 09 15 06 effective start date She elects to change her salary distribution as of 09 15 06 The change has missed the PHR deadline and will require a payroll transfer The change was effective in PHR on 10 01 06 Example 4 Initial Pay Doc for Grand Mere General Tab T Mm ini xj bixi al elvis General Distribulion 3 Datasheet Notes Summary Ww Fitar Effective Date Appointment End Assign ID ir pes Jie MN Y Superceded Postion Number _ s Revise Curent Job Number esce 5578 Mere Grand Active Pay Doe Starting 08 21 2005 Post Repos 147 Example 4 Distribution Tab Payroll Dircurnent s He ES ves Pi nm Tog een e lx mj x BIB lt r 2 appe Gana dies Datasheet Notes Sunma SZ Fite FTE Salay Pay Penod Fringe Bet Pene E e ff aa pnr aT a Hour Wk Hourly Rate Total Dishribubion J 0 0 00 F Ful Time jte 100 005 os EMR TEEI Muss mas UI lm
103. ns input 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 New information must be entered through Forms Click on Reports to display the different reports you can view Reports ACCOUNTING Reviewing accounts E Priority Software amp BAJ File View Tools Window Help e Click on Forms from the left ui d e xia e menu under Accounting B News Recon Wizard Step by Step Local News Reconciliation has never been so easy Top Features Version Info 1 2 3 4 and you re done Learn more ma More BA Next Local BA News Feedback There are currently no Top Stories About Donations Personnel Publications Maintenance we Uzer m Pall EASL a ba3l on asnl2 l 212PM z E3 Priority Software BAJ Eile wiew Tools Window Help Accounting Forms Menu e Locate the Accounting Forms E Change Area BA Search menu and click on the first item Sorin Decision S Account Information Account Information Account Groups BB Quick Ba ACCU Thee Heini Project Groups Budgeting Sponsored Prajects Budgets Personnel Expense C Persons or Person Groups Sub Cod fl Sub Cod Transactions Sub Cod Eg Awards Amendments
104. o equal the new rate Payroll Documents S lx wil sivi alglm i i vj el General Distribution ET Datasheet Notes Suresy S Fites m jpes ram finn on HaurcAWk Holy Aala n coo i Ful Tine fan ee Wm ROCESS A x D Fi ETT WIHSET Copse Wil E Active Pap Doc Stag 7 01 2008 109 The difference between 18 and 25 is 7 If you add 7 to this document it will calculate 25 Hit the Add button and highlight the extra percentage you want and select B Payroll Darirmenre _ jO xi Fe Ce ve lenin Tum esi Ae slx fal sz s aima aahei Genaral Distributor M Datasheet Hores Summary V Fiter Locate Fringe Codes m ERT Ir ae i Se Benefits T r 10 Bereits TX 114 Berefitz 125 12 Beneliiz 13x 135 Benelits 14x Benefit Payroll Diis s lal x File d Wa Aw Te o d w lt al Svp asia daraa General els Fiters Say FIE Salay Fey Period Finge As Remew m co Br dE oo ioc 16 818 see Hour Wik Howl Aate Total Distibulion se of mu E Ful Tome 100 008 Hit the Post Repost button Your record has been modified 1 rd cae B fate Sera mn ba vm d njaj ART ae xl ped VI l r d E Jp C HE TR son Li Vin fh Fr E nb i 5 H x LA i Genera l pamanna hema Biad
105. or an income deposit 2 BA3 DIW will show a positive number 3 FRS will still show a negative number because it is a credit on the account 4 When posting cash deposits use this number from your deposit slip as your reference number drop the 0 and pick up the number after the hyphen This is what DIW will post to In this case the number would be 7355101 TY OF UNIVERSI YL m mem em 5 Remember when doing a JV to do a transfer of income that you use a positive number and therefore your initial account becomes the debit account number and the transfer to account number becomes the credit account number BE SURE TO SEE PERSONNEL SECTION BEFORE TRYING TO ENTER DIW Data Import Worksheet DIW 243 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 63 The SOP detail is available by person in the DIW The SOP transactions post against payroll encumbrances using the UID as the Reference Fringe Benefits other than tuition remission are normally encumbered and posted as sub code 2700 on grant contract accounts If there is no encumbrance and the user posts a transaction with the override the system will post each fringe benefit sub code separate
106. orce it to post to Awards 3 Posting from DIW is not recommended because FRS posts the entire contract and grant money under the sub code 3000 How to Enter the Budget Directly into BA3 You can still keep all budget information in one form area by using Awards Go to the Accounting Accounting Forms Menu Transactions and click on Amendments Accounting Forms Menu Change Area BA erc Accounting EB Account Information ar Account Groups EB Account Types EB Project Groups EB Sponsored Projects Personnel EB Persons or Person Groups ncumbrances Direct Expenses EB Income Journal Entries The system brings up the Amendments screen on the General tab in Edit mode 47 xl ra m F AE TG z D D m j ET i rt LF E E DULL MI mm am i Rai di o Li zi P LES J ot Saree iit E I bi A EL i ior pe a b 3 prr vl F Pac aag aa Ty ai P i 1 iiis N zo J x Ld la nr d i a B gale at f zt Luca i rj 1 f ns i IL Er S M i a ll e e Click on the Filters tab or hit the Td Filters search in BAS e 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 48 2 Amer niment 5 Edt View Records Tools Help T bix i
107. otes Summary SZ Fiters Effective Date Appointment End Assiga ID HMP BEEGA m x ET e e p Superceded Postion Number 2j E jeoooS678 Mere Grand Active Pay Doc Starting 07 01 2008 Pox Repost 152 Example 5 Initial Distribution Tab for the preceding Pay Doc E E Payroll Documents Fie Edt Mew Records Took Help x fl lvl sea el General Dierbution ET paternal na Fiter Base Ptiod FIE Saway Ferd Finge At mene MN e a ea n ea ES Houre Wk acai Total Dittibution 3 a FF Ful Time 0000 Dan 2006 06 30 2007 150 303 74 006 ora ate 2007 ras 3202 j paco 5578 Mere Grand Ackve Pay Doe Staring U7 01 2006 Posi Repou Example 5 Distribution Tab Distribution End Date changed to 09 30 2006 on account t22345 E Payroll Documents File Edt View Records Took Help amp e Sx al v alme all gt el Ganera Distibution E Datasheet Notes Summan V7 Fier Base P tiod s FTE Salaya Period Fringe Bii Penovej fE B4 oo woo sensa sex Hows Hourly Rale Total Dielbuhor D s0 00 fe Full Time 700 00 Papa Leer M M a E pour ume doaie diarbed Ebad id VE See 1012 07 01 2006 06 30 2007 75 00 1 518 90 LP 22345 1 1012 07 01 2006 002009 10 00x 20252 4 Si NN nz 8012006 06302007 1500 130378 An EJ iz
108. ount Information screen for this account unless the user enters a 160 different End Date End Date 06 30 2007 was input for account GM567689 in this example E Ue enaelive Pay lanp Wim i Je zii xli Distribution Changes k g The curent distribution is listed below In the space provided please indicate the new Salary Toe 30 28 i7 5 00 7 4305 78 ne 39 2007 75 009 1 518 90 Example 6 The screen below appears after clicking the Next button on the preceding screen B Retroactive Ing Change Wika a 3 ici xl Affected Payroll Documents Tare cras pe eITeccon Ds The following is a ist of documents that sre active during o or after that bie The Payrol Documents isted above will be affeched by He retro change IF this is correct dick Next Tf not click the Prev button below to back up and modify the Effective Cuta 161 The screen below appears after clicking the Next button on the preceding screen E Retroactive Pay Change Wizard x Pay Amount and Frequency Changes The current Salary amount and pay frequency are listed below In the spaces provided bises Miche os Wr Me he CR E a Pay Frequency will be If no changes are being made leave the values unchanged je nen Hours Wk Amount Hour Annual Salary Period Amount BL Weld 52 800 00 2 022 99 c ien Hours Wk Amount Hour m Period Amunt Exampl
109. ount Number and is added to the Group E Account Groups 4n x e elx alalt e 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 Fle Edt View Records Took Help x sen 29 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 T2583 1 Coon qs The selected account appears on the right side of the screen under Account Number and has been added to the Group i File Edit View Records Tools Help yel six sivik aite e General v Fiter Account roues Gd 22345 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 Forms Menu aires BA Search Accounting Account Information dr Account Groups Account Types Project Groups Sponsored Projects 30 Click on the filters tab e 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 Account Groups 5 a TERY PO PLS
110. ow available on BA Central PERSONNEL Persons forms e Click on Personnel from the left menu The Personnel Forms Menu will appear E Priority Software BAI File View Tools Window Help rame 5 Simple Accounting bn Wace Personnel Forms Menu NEI Mange Area BA Search Personnel Configuration Persons Fringe Codes Persan Groups job Numbers Positions Payroll Schedule Types Payroll Schedule Tools Eg Payroll Form Automated Revision E3 Personnel Browser ES Unposted Payroll Document Browser Transactions Payroll Encumbrances Payroll Documents tis a is i3 aa Publications M aintenance User CASL ba3lonasni2 404PM 86 E3 Priority Software BAI File wiew Tools Window Help Next go under Personnel and click on the first item A 7 LE pi E a P ersons Accounting Donators Personnel Forms Menu Lt NE Change Area BA Search Personnel Person nel Persons Person Groups e 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 Never input Social Security Numbers into the system This is a violation of the campus acceptable use policy Person Information File Edit View Records Tools Help w x ial vi Datasheet Addresses Membership Project CY fies Y Docu
111. ows the user to set limits based on the criteria chosen in any of the drop down boxes Area Code i 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 Account Group Maximun Recorda to Relburit 10 ee Mira e Click the Save button to save the selected settings and the EEEE button to return to the BA Central Homepage e The user may still see other data to which they have permission by searching on it 132 Addendum A Payroll Examples To help users with payroll transfers 2 settings have been set Please read through them to help you decide which example will best fit your needs Setting I Example 1 Graduate Student Daisy Duck has a 12 month appointment and has an existing pay doc with 100 of her salary on account TT526555 grant account obligated from 10 01 2007 through 06 30 2008 The pay doc was completed using a Leap Year Bi weekly Example 2 Ms Duck s PI initiates a change in her salary distribution account to 100 on account T12345 probably after prompting from the Business Office Staff starting January 1 2008 through June 30 2008 Ms Duck s PI initiated this change in enough time for PHR to be updated and the salary to flow through FRS on the correct accounts Example 3 Ms Duck s PI reviewed his January 2008 account statements and directed that her salary for the period
112. p Payroll Documents Film Edk View Records Took Help s x ml sivi alma uli n el General Distribution ET Datasheet Notes Summary VW Fars Bas Penod pene FIE peres Finge _ Add Bemow H wes s529000 woo 205 26x HoursAVk Hout Rate Total Distibulion X 00 fw Ful Time 100 DO EEANN 3 07 01 2006 06 30 2007 15 00 2 97 2006 Td t 700 1518 90 poco TB Mese Grand Achve Pay Dec Stating U7 01 2006 Post Repost G Saed 1PM PPM Example 6 Pay Doc Screen after clicking the Retroactive Change button General Tab E Retroactive Pay Change Wizard O S le xi Retroactive Payroll Change Wizard This Wizard E used to make salary funding changes that tale affect at a prior point in time Ther Wizard vill walk you through the process step by step You wil be prompted before any actual database changes are made 157 Retroactive Payroll Change Wizard after clicking the Next button E Retroactive Pay Change Wizard me xi Person Information EE rae eo ee doraa ae Pee en ee ey oe eee ee dates when change begins and Create Cur Es signnenk Pay Doc v Vici Rech nie docu A Example 6 Retroactive Payroll Change Wizard with the Person Information screen completed Note that the Create a new Current Assignment Pay Doc that reflects these Retro Changes box is checked This creates a future payroll doc with the same changes
113. 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 B2 05 2005 Amount BMMEHTA Pr 4 200 Enc Closed Exception PayEspen lure Ercumbrance ig akeado clomed Choose Divernde to post ary 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 UID The DIW will NOT post the transaction even with the Override box checked until the person record is entered or the UID and reference field is 69 corrected Comasan Geta l Person not found _ PayExpendtune No Person wat found mi database wih SSNIDSSS 4 Update Fletetence of create Paiton 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 person on this account richie No Pa od Ernia hander found matching this Pemon and Source Account Choo o The DIW wil
114. r o Click on the Closeout Reports tab and the system brings up a list of available reports The user enters a check mark in the Run at Closing box next to the reports they want the system to run when the reconciliation is posted BA3 Rec ciliation Wizard Custom Settings em Select any Aeports that you verfi to run as part of the Cloning and Reconcilialion process for a F not defined Account Reconciliation Staus nat defined Account ate not defined Account Listing Account Status SEIEN by Project Account Status Summary Forecast o Click on the Printing Option box next to the selected report titles to define the report set up for each reconciliation report The options chosen General Worksheet aa a Ee BA3 Reconciliation Wizard 82 will remain in effect for ALL accounts reconciled by this user on this machine unless the user changes them in the future m Account Status Sw o Click on the Print Preview button to save the Printing Options in the wizard o Click on the Close button to return to the Reconciliation Wizard screen Enter Select the Account and Month to reconcile BA3 _insitution Vanance The Mm brings up the data for the account and month selec selected Note the three column he
115. r Local Accountant Central Accountant etc The example below shows Sarah Brooks as currently active a local accountant and is enabled to do payroll encumbrances e tis important that you be sure to mark all indicators that apply to this person for future transactions If you fail to mark a person as an investigator they will not appear on the drop down box to assign to an account on the account information form persons tab 91 E Person Information File Edit wiew Records Tools Help Addresses Membership Project w Filters L acuments General Indicators Locality Phones Affiliations Demographics Profile Photo Job Status Job Termination D ate aay Job Responsibilities Author Track Leave Investigator iw Enable Payroll Encumbrances mmm Iw Local Accountant Central amp ccountant Sarah E Brooks E Saved 4 15 PM Remember to save the changes that you make by clicking on Edit in the bottom right hand corner Projects e Next click on the Project tab E Person Information File Edit View Records Tools Help t x ml vec Datasheet Addresses Membership C Pres 3 M Filters Documents General Indicators Locality Phones Ahia Demographics Profile Photo Person Id First Name Middle Hame Last Mame 92 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
116. rec on ET Datsiheer Notes Summary S Fae Elisse Date Appoaimer End Acn ID m bett a BEBE n Hare Fate Sr sweets m Tienen Job Number 41224557 Duel Day D lir the Penod 10 01 2007 thew 12 71 2067 Post Repost iE EIL 2 OOOO Ama RM Post the Original Example 1 Pay Doc with the Appt End of 12 31 2007 136 Example 2 Payroll Encumbrance for the Example 1 Doc after posting the Appointment End change made by the Example 2 Revise Current process Note the difference in the encumbrance amount on this account Compare it with the encumbrance amounts on this account from page E Payroll Encumbrances te lx Ga vi amom Kl lt gt n ej General Distibution TT Datasheet Notes SZ Fitess Ares Reference 8 Tix Date Faim Type Tots Enc mz t Satay and Fn 836 OF Source Account Enc Flemaining Pe ee f T526555 n m 3883507 Preveril Future Changes pos Dao D irom Payicd Automaton D E Ton HE ke m e cms cl a o a ll cun e ol cmo 5 3252453 10012007 C PAYMTOC Duck Day D Release Clase Ene Link to Payrol Form saved 2 58PM Example 3 Retroactive Change Payroll Transfer starting with the Example 2 Pay Doc General Tab after Example 2 was completed Ma Pio warner te s dc xj EU m
117. rst Name Middle Name Laz Hama i S CNN Display Nome Fust Midde Last fws E Coyote po Hona Suffw We Salil Tiles M D PhD RN Inr Ssma 25M PHR downloads once a week on Sunday of all approved new appointments e If no existing data is already in the system click on the General tab If you do not want to wait for PHR to download the information you may enter it yourself by the following steps This is not the recommended way E Person tnfornsatiin ioi xj me EM veh Hla mln amp l sei axi gi v xiv aee ange Addresses Membership Proa OW Fes Documents Idco Localty Phones A f sionr Demogephics Profle Photo e Fill in required fields which are indicated by asterisks 1 Person ID This is the UID from PHR or ARES Be sure it matches PHR exactly Never input Social Security Numbers into the system This is a violation of the campus acceptable use policy 2 First Name Be sure it matches PHR exactly 3 Last Name Be sure it matches PHR exactly 89 4 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 5 Directory Name Last First Middle The system will automatically fill in the directory name after you have filled in previous fields E PereenInlnemelion 0 E ial x
118. s Flags E Datasheet Notes Projects Honhcations S Finer Documents fea Account Humber V Yew Account Type Befom SIEGE n1 inj el P Geneal h Peron Flags ET Datasheet Notes Projects Notitcation V Fiters Documents 8 Sei al siala Plage 7 r Prod Usage HJ Monitored Locally Foie Project Accounting v Enable Auto Pap Encumbiance Prevent Proiect Accounting 7 i355 cern Data Import Hide from Accounting Feport Enable Automated Nighily Posting M Default Handing lor D ver Expenditures Prohbi Gyer Expenditune on Genial Encumbeances Prohbs Over Expeneihure on Pauli Encumbrances How to Set BA Central Account and Project Permissions It is through permissions that you give access to see BA Central on line Some Important Information about BA Central Users with BA3 access automatically have access to BA Central Users without BA3 access must complete an SOU to access BA Central and receive their User ID 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 Project permissions must be set up also Some users can be given only project access if they should not have access to the
119. screen unless the User inputs another date User may input the or the Period Sj Retroactive Pay Change Wizard mr gt mAn m tic ar wer arson 478 ma m x 50 00 478 14 ixl mi icm PS a 1 E PF Screen Shot after clicking the Next Button check the bi weekly distribution sometimes these are a penny or two off adjust the bi weekly distribution by amount instead of if necessary 142 Example 3 Screen shot after clicking Yes Ei Re troactive Pay Chi inge Wizard Finished You have completed al the Wizard Steps and sre now ready to apply the Retroactive Pay Changes Click the Finish button below to apply the changes and dose this Form To apply the Retroactive adjustments the Wizard wall create the following Payrol Documents IF the documents below are not correct une the Prev button to back up and make changes Existing Documents that will be updated with a new Ending Date Assignments Effective Date CumentEnd Date Revised End Date No existing documents in the zystem will be closed Nem Pav Documents Assignment Effective Date End Date Date F 12 01 2007 12 200 31 2007 Distribution breakdown Prior to Retro Change Feb 05 Jan 05 Oct 07 Jants ags 112345 2006 1256830 1 Total ALL 11528535 1 New Distribution breakdown ance Retro Changes are applied Feb 0S Jan06 Oct07 DecOT Jan Os Julos LLITTT 2008 500055
120. t e Click on Layout Welcome to BA Central Sharon DLL Area My Settings Reports Change User Help 123 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 item changes to bold My Account Watch m then click Move Up or Move Down to change the order in which the item appears on the Homepage Dashboard Layout Editor Admin Menu Return to Dashboard bet torte BAD Headir f Dashboard BA Central pe Leave Status Space Utilization F BA Search Y E EE My Accounts EF Faculty and Staff T Getting Started Accountant ES Google Search F EF Payroll Statistics F Reflect All Years F 7377713 3 341 330 N biti m9 3718813718988g 1 Check the X next to the Parts you want to display Click the Save Settings and Close button to save your changes Alerts T FR My Account Watch EE My Project Balances E PE Account Alerts Y EF Account Reconciliation Monitor FF Account Statistics F FE BAS Superstars EF Community of Science FE Donations E Exchange Calendar FF Exchange Inbox T amp Exchange Public Folder f FE Exchange Tasks P BF Local Accountant Recon Monitor EF My Reports T My Sponsored Projects FE NCI Summary 2 E Payroll Alerts
121. to BA3 10 Initial Encumbrances FRS 21 maps to BA3 30 Budget Adjustment FRS 45 maps to BA3 6 Payroll FRS47 maps to BA3 6 Intercampus Payroll Transfer FRS 2X other than 21 maps to BA3 50 Initial Budget FRS Revenue transactions sub codes 0101 0999 import as BA3 transaction code 40 income The transaction sign imports the opposite of the FRS transaction sign in order to match how BA3 treats Income Forms i e FRS revenue of 4000 appears as 4000 in FRS and as 4000 on the BA3 income form e All other FRS codes map to BA3 11 Expenditures Eene W 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 Post A check mark indicates the transaction is marked to be posted against the account when the post transactions key is clicked The post key is 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 El Data Import Worksheet DaD l j xJ alaj Filial Ble w n e ace Awos Override When chec
122. to edit the record e Inthe case of a UPAS you will enter a negative number from one budget Sub code and a positive number to another budget sub code Users should always save the record before exiting the screen Encumbrances other than payroll monies obligated set aside to meet known or anticipated expenses for the account project Sub codes 300 and above It is in this area of Priority that the Department must make some maintenance decisions on their accounts Decide whether you are going to still use Departmental Requisition numbers maintain records by vendor names what will be used as the Reference number etc The closer you come to using what will download from FRS the easier reconciliation will be 50 e Go to the Accounting Accounting Forms Menu Transactions and click on Encumbrances change Ares ER Ter Accounting EH Account Information ar Account Groups EB Account Types EB Project Groups EB Sponsored Projects Personne Persons or Person Groups ee Van Rear Tos He e Click on the Filters tab or hit the nd 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 Enc umorances 7 E F EI E a T E p E A d eis e
123. tral Access to access the server requires use of a campus VPN Virtual Privacy Network UMD user with directory ID can download a free copy of the VPN from www helpdesk umd edu search on VPN and follow the instructions on the screen Contact OIT help desk if you have trouble downloading or accessing 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 bawslI umd edu dashboard link Connect to the VPN There are two options for a BA3 user to access BA Central e Open a web browser and enter baws1 umd edu dashboard in the address line e Enter user id and password then click Log In di Priority Softwares Dashboard Login Microsoft Internet Explorer provided by Provided by DACs Address i http F iba bain asp dj 5 xl d Go Links ak 227 The System displays the BA Central User s Homepage Welcome to BA Central Sharon _ Layout Change Area My Settings Reports Change User Help 2 Version Information Date amp Time Monday October 20 2008 10 54 35 AM 7 Sunny Web Browser Mozilla 4 0 compatible MSIE 7 0 Windows NT 5 1 NET CLR 1 1 4322 NET CLR Time 1 L 30 am Java Enabled Yes RealFeel Terg 257 Cookes Enabled Yes erm Supperts VESerot Tuppits Activex Controls IP Address Authenbcaben Type Autrwenbcated Deer Data Source Weather for Collage Park Setting the BA Central User Layou
124. udies Budget Period 06 01 2005 thru 07 31 2006 Note 140 Days Remaining in Budget Pernod Balance 41 010 as nf 03 11 2006 02 31 AM Documents w Need to move the salary on 06 02 14 2006 l1KB Elliott Sharon EJ Financial Statement 09 30 2005 02 13 2006 17KB Elliott Sheron Month Ogien Awailahle Ending Budget Encumbrances Expenditures Balance Ey Un 09 2005 224 213 E 172 455 20 749 31 010 Elliott Sharon 02 13 2008 Hood Red F 100 00 50 005 06 30 2006 Mere Grand 100 00 5 100 00 OF 31 2006 Wolt Big B 25 00 100 00 07 31 2006 Add Motiheshban Nama Wile E Coyote Account Reconcalastion To remove the email notification click on the name and select delete 131 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 system will refresh the project balances Remember Project Balances update every night Configure button brings up the menu below and allows the user to customize all My settings Remember My Web Parts Access acts as a Filter My Settings The My Settings Customization options below allow you te Cuztomize all t C
125. ue if applicable from FRS Enter Open commitments from FRS 83 Note the blue check mark to the left of each step below This means the users has completed and reconciled the amount for this step within the tolerance level for the lim BAS Recone ili ation Wiz ard File Edit View Took Help xe s SEB siel x General Worksheet Recap Documents Belle Al Years A Sten uum t Account 114800 2006 Month Aug 2005 84 1j Budget Actud 235 33100 1 Mot Reflected Hj JD 0 00 v 2 Expenditures Pix Manhs YTO 7309129 7agm29 000 Lumen Month 10864357 10364400 103 Curent Month Indiect Cost no fo 5 0 O0 Revenue Pro Months YTO um non 6 0 00 Current Month uw Don 0 00 i 5n Encumbrances Open Commitments OC 117836853 11783 300 7 011 Not Fiellected INA 35 250 20 Budget Available 5403655 5752557 The next step is for the user to reconcile BA3 s open commitments to FRS open commitments e Click on the Worksheet tab and the system brings up a list of open encumbrances in BA3 Users check the OC box 1 if the BA3 open commitment is reflected in FRS or the NR box 2 if the open commitment is not reflected in FRS The system adjusts the variance totals at the top as the user checks each box The user also has the choice to choose to mark all transactions as open commitments reflected in FRS or not reflected J BA3 Reconciliat
126. vailable Non Members box and the system displays the person names available e Highlight the person you want to add to the Person Group and hit the 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 E Person Groups Fis Edt View Records Tools Heli he x m elvis sEm General ET Datasheet V7 Fiters Group Code Group Name VPR Coy Manage Members Avalable Non Members 23758 Curent Member HM 4 F M nmm F baizd4i LI The selected person persons appear on the right side of the screen under Current Members and are added to the Group E Person Groups Fie Edt Yew Records Took Help lx m xiv Sila wel inj el General ET Slashest 7 Fitess Group Name z Manage Man J gt i X _ jme Role 1 1 P Coo wiee N N puck Daisy 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 94 95 The system brings up the Person Groups screen e Click on the Filters tab WE Person Groups Ere pj pr E3 SS Group Code oy Name r Manage Members
127. verload 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 Both debit and credit accounts must be in your unit to do a retroactive transfer 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 me mini screen appears i Revise Current Payroll Form Besson New Elfective Date OF 3 Cote wee A 7 nm 2 Iv Copy Exuing Notes e Fill in the New Effective Date 2 e Check uncheck the Copy Existing Notes box 3 Click OK and the system creates the New Payroll Doc see the next screen shot for an example Payroll Documents i 2 5 F e Edt Wew Records Took Hap wj si ul vivi amaj lalin el General Distribution B Datasheet Notes Summary V Fiters Elective Dale Apporiment End Assn ID MO ERE aM Roc l Supesceded emo m Saai a DOR p234557 Comte Wie E Acie Pay Doc Stang COHTT 20405 Post Aegi roll Fem Dosar duy gt saved 1022AM e Click on the distribution tab and this will bring up the
128. y Account Hew Account Number ear prr FY Cancel Budget Start Budget End jw Automatically increment by One Tear vw 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 The account that is set as current is the one future data will be automatically entered into If you have not finished last fiscal year do not set a future year as current ate to Alias Set Year as Current if Edit 3 36 PM 42 When you pull up DIW the system automatically assumes it is the Year set as Current 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 f Edit en al Saved Entering Transactions Other than payroll Awards Budgets are the original amount of monies budgeted to an account e Goto the Accounting Accounting Forms Menu e Click on Awards EZ Priority Soltwared BAJ B eiii wie a5 i ahorro rome LM PATE Accounting Account Information ol EB Account Types EB Project Groups EB Sponsored Projects Personnel EB Persons or Person Grot Transactions XD Awards Amendments Encumbrances Direct Expenses Income Journal Entries 43 The system brings up a blank Awards screen in zn mode on the General tab
129. yote Wie E Active Pay Doc Starting 08 07 2005 Post Repost e The New Assignment screen appears d Create New A ssignment Based On Select ed Payroll Fomo Hew Ellectve Dale New Astigi TI wile E z 2 2 i Copy Exiting Notes hi Creating a new assignment makes a copy of the original document The onginal document remains achive The newb created document ip ako active and may be modified lo 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 119 amp Payroll Documents Fie Edt View Records Tools Help Past Repost Lf Edh Y55PM 7 e Click on the distribution tab Payroll Documents Fie Edt View Records Teck Help p x B v ajexjB hy oeira D pu Area Person Datasheet Notes Summary T 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 120 Fill in the new payroll doc with the information for the New ASSI egnment li Payroll Documents EL a xi ee suc al alvin anim iei n e General Des E Datasheet Notes Summary ST Falters Base Period Aur Say FTE Salar Poy Pesad Finge AH Peme Re imaa e usas f n us Hoa wk Hou

Priority Software® BA3: User`s Manual

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Priority Software&reg; BA3: User`s Manual

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Priority Software® BA3: User`s Manual