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UTAS Home › Division of the Chief Operating Officer › Financial Services › Manuals, Cheat Sheets and FAQs  › TechnologyOne

Accounts Payable, Payments and Purchasing

Manuals

Cheat Sheets

FAQs

What if I have received an invoice via workflow that does not belong to me?

If an invoice is sent to you by Financial Services and it does not belong to you, please “Reject” this invoice. The invoice will then be returned to Financial Services to explore further. If you are aware of whom the invoice belongs to, please note this in the “comments” field.

What happens once I receive a notification to my email inbox that I have an invoice to approve?

Once an invoice has been sent to your workflow inbox, you will receive a notification via email. Please do not respond to this email, you must log on to TechnologyOne and action the invoice from your workflow inbox.

Can I code an invoice across two separate budget centres?

No. Due to security and delegation issues, you cannot code across budget centres at present. One alternative is to code the full amount to your budget centre and then create a UTrans to recuperate the funds. If this does not suit your needs, please contact: T1 Help or +61 3 6226 7512 or +61 3 6226 2656.

What if I receive an invoice that needs to be matched against a purchase order?

If a purchase order (PO) is quoted on an invoice from a supplier, Financial Services will match the invoice against this PO. Unfortunately, sometimes suppliers do not quote PO's on an invoice. If you receive an invoice that needs to be matched against a PO, please "Reject" the invoice and enter the PO number in the order field, located in the header section of the invoice. Please also quote the PO number in the "reason" box when rejecting. Financial Services will then match the PO against this invoice and workflow it back to you for approval.

Note: If an invoice is not matched against a PO and you only put the PO number in the order field, this will not de-commit the funds.

My purchase order has a status of "approved”, do I need to do anything?

Once your purchase order has been approved, you will receive a notification to your email that it is ready to be released and printed. If you do not release and print your purchase order, the supplier will not receive a copy of the purchase order and Financial Services will not be able to match the invoice to the purchase order when it is processed. To release and print your purchase order, open the “Purchase Order Short Form" to display a list of all the purchase orders you have raised and their current status. If the status is "approved", highlight the order line and select "Release & Print" on the left hand side toolbar. This will then display a transmission box, select your preferred transmission method and select "Print".

How do I view an invoice that is in my workflow inbox?

When an invoice appears in the workflow inbox, highlight the invoice line and select "Open" on the left hand side toolbar to open the transaction. Then to view the invoice, select the yellow paperclip in the top right hand corner.

What if I have paid an invoice on my University business card and it has been workflowed to me for payment?

If you have received an invoice into your inbox and you wish to pay this on your University Business Card or already have, please "Reject" this invoice and in the “comments” field, let us know that you have made a payment on your credit card. Financial Services will then delete this invoice from the system.

Note: Do not forget to print out a copy of the invoice prior to rejecting it to attach with your Business Card documentation.

Accounts Receivable, Revenue Collection and Banking

Manuals

Cheat Sheets

FAQs

The customer has not been setup in TechnologyOne Financials system, how do I add them?

It is important that you do not overwrite the address information when raising an invoice. You will need to provide Financial Services with the customer’s information on a Supplier/Customer Creation form. Requests should be sent to Accounts.Receivable@utas.edu.au.

How and when can I print a copy of the invoice?

You can print invoices after they have been approved. From the "Transaction Processing" tab, select "My Customer Document Files". Enter the document file number and change the drop down box to "All Document Files" and select "retrieve". Click on the blue hyperlink and under "Document Actions", select "Print". In the processing options, select "Run job on another computer using Distributed Processor" and select your preferred transmission method and select "Print".

Business Intelligence (BI), Reports and Enquiries

Manuals

Cheat Sheets

FAQs

How do I do a transaction report by project number?

In the "Project Enquiry" tab select the relevant ledger and year (e.g. Operational Project Ledger - Current Year 2010). Click on the arrows next to the "Search" field to enter your search criteria (e.g. Project (OP) = 057618). Select "retrieve". From here, you can drill down and/or navigate using the "Links to other Functions" task pane on the left.

How do I do a transaction report by project owner?

In the "Other Enquiry" tab, select the relevant EIE enquiry, either EIE enquiry - OP projects or EIE enquiry - RT projects. On the task pane on the left hand side, select "Perform Enquiry". This will give you your "allowable hierarchy" for making enquiries. From here, you can drill down into your budget centre. You will see a list of Project Owners IF they have been allocated. Unallocated projects will be located under "NA - Not Applicable". Select the relevant project owner to see the transaction listing.

Managing Workflows

Manuals

Cheat Sheets

FAQs

I am having trouble accessing the “My Workflow” link from my email inbox.

You will not be able to access your workflow in TechnologyOne from the link in the workflow notification email. You will need to log on to TechnologyOne via your desktop link to access your workflow from the "My Workflow" tab.

How do I code/check the coding of a document in my workflow inbox?

You need to click on the workflow document you want to see (but not on the blue underlined section). Then click "Open" from the task pane on the left hand side. This will open the screen where you can add the dissections (coding). Double clicking on the blue, underlined part of the transaction will open up the transaction details where you can review the details and comments associated with this. Select "Close" from the top task pane when you have finished reviewing.

Navigation and Settings

Petty Cash

Manuals

FAQs

How do I attach my receipts?

Once you have scanned your petty cash receipts, saved them to a destination on your computer, and are ready to attach them to your reimbursement, select the "Attach" tab. Select the small paperclip on the right hand side and select "File". A pop up box should appear, locate the destination of your saved receipts and select "Open". This will then upload your receipts into TechnologyOne.

Note: If you are having trouble locating your files in the pop up box, select "TSClient" on the left hand side to show a list of all drives available on your PC.

Note 2: Once you have uploaded your receipts into TechnologyOne, you are not required to keep these on your computer.

How long do I need to keep my receipts if I do not attach them in TechnologyOne Financials?

If you decide not to upload your receipts into TechnologyOne, you are required to keep your petty cash receipts for a minimum of 2 years as per University Policy. You must be able to make these available at any stage for audit purposes.

What if my petty cash is displaying a message that it does not balance?

If the total of your petty cash reimbursement does not balance with what has been entered into the dissections, the system will not allow it to be approved. If your petty cash does balance to the reimbursement amount requested, in the bottom left of the dissections, the Dr+Cr Inc will display as 0.00.

Technical Help

Cheat Sheets

FAQs

I am having problems logging on to TechnologyOne Financials - what can I do?

Once you have received the necessary training, you will be “enabled” as a user and will receive an email confirming your access and password. Ensure you log on by using the most recent TechnologyOne remote desktop file - available for PC and Mac on the TechnologyOne Financials Entry Page - using your UTAS log on credentials e.g. "UTAS\jbloggs" and your pop account password. If you receive an error saying that "… you must be granted the Allow log on through Terminal Services right …", please contact the Financial Services helpdesk via email so we can resolve the issue.

If you are still having problems, try changing your password on the ITR website and trying again.

If the problem persists, contact the Financial Services helpdesk.

What version of the remote desktop client do I require to launch the application and access TechnologyOne Financials?
  • Windows remote desktop version 6 or above is required for Windows;
  • Windows remote desktop version 2 or above is required for Macintosh.

UTrans, Journals and Funding Transfers

Manuals

Cheat Sheets

FAQs

How do I correct a transaction that has been incorrectly posted to a project and/or natural account?

Use "Correcting Journal - General Use". A correcting journal is likely to arise when the original transaction (e.g. BCMS, AP Invoice, AR Invoice or UTran) has been posted to the incorrect project or natural account.

Note: The internal/external indicator must follow the original transaction. If the transaction was from BCMS, AP Invoice, AR Invoice or OneStop, the indicator will be 0. If the original transaction is internal (e.g. UTran), the indicator may be a 1 or a 2.

I am paying for funds to be transferred to a student printing card (CAPS), how do I do this?

Use “Funding Transfer – CAPS”. This is where the budget centre provides funds to a students' printing (CAPS) card. CAPS transactions are workflowed to finance for the funds to be placed against the students' account.

How do I give funds to another budget centre for them to use at their discretion?

Use "Funding Transfers". This situation is likely to occur when:

  • you have agreed with another budget centre to provide them with a set amount of funds to contribute to a project (e.g. providing $10,000 to Asset Management to co-fund some building works/refurbishment);
  • or, when a contract you have entered into requires the University to contribute to the funding of the project.

Note: It is unlikely that these funds have already been spent and the account is pre-determined and must be the same on both sides. The account codes to use are:

  • if the transfer is to another budget centre, the account code is 10500;
  • if it is a transfer to meet the terms of a contract, the account code is 10510.
How do I pre-commit funds that I have agreed to pay another budget centre at a future time?

Use “Budget Centre Commitments". These are to enable budget centres to manage their budgets more effectively. Budget centre commitments are for commitments that are not purchase orders or salary commitments.

How do I recharge other projects in my budget centre for costs already charged to my main/lead project?

Use "University Internal Transaction - BC Recharge". This is where budget centres have a lead project they receive standard charges into which they recharge out to individual projects in their budget centre at a later date.

Note: This can assist in the charging of projects across the budget centre you have authority to charge. If part of the recharging is to another budget centre outside your delegated authority, please use the “University Internal Transaction – General”.

How do I request another budget centre to reimburse me for expenditure that I have made or am about to make?

Use "University Internal Transaction - General Use". This is where the budget centre has:

  • made payments; or
  • is about to make payments; or
  • is to provide services to another budget centre.

Note: ITR and AMS have their own specified UTran for which they will initiate and workflow to you (the purchaser). It should be noted that the goods/services requested will not be provided by either of these budget centres until the UTran has been approved.