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Under Construction Web Templates

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									                                  RIAS PHASE II
                                  User Guide



                                  WEB ADI (Application
                                  Desktop Integrator)




WebADI version 9 – Nov. 2, 2009
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                                                                                                                                                                                                   2



                                                                                     Contents
  WEB ADI........................................................................................................................................... 1
     Excel 2003.......................................................................................................................................................................................... 1
     Excel 2007.......................................................................................................................................................................................... 2

  Journal Header Section ..................................................................................................................... 4
  Journal Lines Section ........................................................................................................................ 7
  Uploading a Journal ......................................................................................................................... 10
     Oracle Icon in Excel 2003 .............................................................................................................................................................. 10
     Oracle Icon in Excel 2007 .............................................................................................................................................................. 10
     Upload............................................................................................................................................................................................. 10




WebADI version 9 – Nov. 2, 2009                                                                                                                                                                          ii
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WEB ADI

                           The Web ADI (Application Desktop Integrator) is a customized Microsoft Excel
                           template with Visual Basic macros designed to be used with Microsoft Excel versions
                           up through Office XP. In order to use Web ADI Excel templates, do not forget to change
                           your security settings to enable the Visual Basic macros to run. Detailed instructions
                           are in Desktop Configurations guide, which is posted on the RIAS website.

                           Journal entries are created by entering data into a template. There are 4 templates that
                           you can download from the RIAS website under the forms repository and save on your
                           desktop. The templates are:

                                   RU Actuals
                                   RU Budget – Temp Adj
                                   RU Budget – Permanent Adj
                                   RU Manual Encumbrance

                           Non salary budget adjustment journals can only be created using the Web ADI
                           Template.
                           After you complete a journal, it can then be uploaded to the General Ledger using the
                           Web ADI tool.


                           The Web ADI is not supported on MACs. Anyone using a MAC will have to create
                           their journals directly in the RIAS application. For MAC users, there will be a RU
                           MAC Budget - Permanent Adj and RU MAC Budget – Temporary Adj templates
                           without embedded macros that can be used to create non salary budget adjustment
                           journals. These templates can be found on the RIAS website under forms repository.
                           MAC users can then email their journals to the Budget Office. The Budget Office will
                           approve and upload the journals to the General Ledger.


Excel 2003
                           When you open the Web ADI template in Excel 2003, a Security Warning window
                           appears. Click on Enable Macros from this window in order to have the template work
                           correctly.




WebADI version 9 – Nov. 2, 2009                                                                                    1
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Excel 2007

                           When you open the Web ADI template in Excel 2007, a Security Warning bar appears.
                           Select Options from the Security Warning bar.




                           A security window appears. Select Enable this content in order to have the Macros
                           enabled and for the template to work correctly. Select OK.




WebADI version 9 – Nov. 2, 2009                                                                                2
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Web ADI Template Sections

                           The journal template consists of three major areas:




                           • Context Section: These fields are non enterable and are pre-populated with
                           information associated with the journal

                           • Journal Header Section: where you enter information about the journal

                           • Journal Lines Section: where you enter information for specific accounts

                           A field with an asterisk (*) means it is a required field.




WebADI version 9 – Nov. 2, 2009                                                                           3
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Journal Header Section



                           1.     The Accounting Date is a required field. Double click in the Accounting Date field
                                  to start the RIAS application.

                           2.     The Rutgers Login Screen appears.




                           3.     Enter your Net ID and Password
                                      Notice your password does not appear as you type it; this prevents others from
                                      seeing it. Keep your password confidential to prevent unauthorized users from
                                      gaining access to the RIAS Applications.

                           4.     Click on the Login button

                           5.     The Select Responsibility dialog box appears. Highlight the RU GL Journal and
                                  click on Select.

                                     RU GL Journal – A person assigned to this role is either a Preparer or an
                                      Approver who can create actuals, manual encumbrances or non salary budget
                                      adjustments. The access that has been assigned to you determines whether
                                      you can only prepare or approve/prepare journal entries.




WebADI version 9 – Nov. 2, 2009                                                                                    4
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                           6.     The Accounting Date is today’s date. Pick an Accounting Date from the calendar
                                  and click on Select. The date you select will populate the Accounting Date on the
                                  WEB ADI Excel template.




                           7.     Period is a required field. Double click in the Period field to bring up a drop down
                                  list of open periods. Highlight a Period and click Select. The Period you select
                                  will populate the Period field on the WEB ADI Excel template.




                           8.     Line Description is a required field. This description should describe the purpose
                                  of the journal. The field length is 240 characters.

                           9.     Alternate Approver is an optional field. If a preparer wishes to select a different
                                  approver other than the approver assigned in the preparer’s requisition hierarchy.
                                  Double click in the Alternate Approver field to select the name from the drop down
                                  list. Click on LOV to get a list of values.




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                                  Change the search criteria from Value to Description. Type in the name you want
                                  with % (the wildcard) and click on Go. Names will appear that match the criteria
                                  you have entered. Highlight the name you want and click Select. The name you
                                  selected will appear on the Web ADI Excel template.




WebADI version 9 – Nov. 2, 2009                                                                                      6
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Journal Lines Section
                           10. Enter an Account number. A Preparer can type the number in directly, cut and
                               paste from another excel spreadsheet or select the account by double clicking in
                               any of the account fields (Fund Group, Fund Source, Organization, Natural
                               Account, Project or Future Use) to display a drop down list of values. A preparer
                               is responsible for populating information in the Fund Source, Organization and
                               Natural Account. Fund Group, Project and Future Use default to zeros.

                                  If a Preparer is entering a journal for Plant/Construction accounts, then the Fund
                                  Group must be changed to 07 (Construction Funds) when working with accounts
                                  778XXX and 779XXX or 17 (BOG Construction and R&R Funds) when working
                                  with accounts 771XXX and 773XXX by the Preparer.




                           11. An easier way to get account information is to type information in either the Fund
                               Source, Organization or Natural Account and select Combinations. A listing of
                               valid account combinations appear, matching the criteria you entered. Highlight
                               the account you are looking for and then click Select.




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                           12. A dialog box appears with the description of the account you highlighted. Click
                               on Select.




                           13. A message appears that the account combination is valid. Click Select.




                           14. The account information is automatically populated on the Web ADI Excel
                               template. The system has also generated a flag in the upl (Upload) column to
                               indicate this row is waiting to be uploaded to the General ledger system. Enter
                               Debit amount.




WebADI version 9 – Nov. 2, 2009                                                                                  8
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                           15. Double click in Dept. Activity 1, 2 field to display the Enter Journal Lines screen.




                                  All the fields are optional on this screen. Their lengths are as follows:

                                              Dept Activity 1 – 30 characters

                                              Dept Activity 2 – 30 characters

                                              Cross Reference - 15 characters
                           Any information can be entered in these fields. Some examples are Project Names, PO
                           or Invoice information. Once you have entered information, click Select.

                           16. A valid information screen appears. Click on Select again.




                           17. The information you entered is populated on the Web ADI Excel template.




                           18. Move to the next row and repeat Steps 10-16 for each additional line entry. When
                               finished, review the journal to make sure the Debit Total is equal to the Credit
                               Total.

                           19. Save the file on your desktop. Select Save As from the file menu and create a file
                               name for your journal.

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Uploading a Journal


Oracle Icon in Excel 2003

                                  The Oracle icon in Excel 2003 is located within the Excel 2003 toolbar.




Oracle Icon in Excel 2007

                                  The Oracle icon in Excel 2007 is located under the Add-Ins tab.




Upload
                           1.     Select Upload from the Oracle pull-down menu on the toolbar.

                           2.     The Upload Parameters screen appears. Keep all the defaults .




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                           3.     Select the Upload button.

                           4.     The Processing: Upload screen appears indicating your journal is in the process of
                                  being uploaded to the RIAS application. The system lists processing tasks and
                                  checks off each task as it is completed by the system. If you select Cancel the
                                  upload will stop.




                           5.     A Confirmation Screen appears when the upload process has been completed and
                                  identifies the number of rows successfully uploaded.




                           6.     After you have reviewed the confirmation message, select Close.

                           7.     Smiley faces in the Messages column indicates the journal entry has been
                                  successfully uploaded. Notice there are no longer flags in the Upl column. The
                                  journal will be reviewed by your Approver for approval and posting to the General
                                  Ledger.




WebADI version 9 – Nov. 2, 2009                                                                                   11
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