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e5 General LedgerCoding and

Enquiriesuser guide

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Conventions used in this document

Note: something for you to take note of. For example: Every Customer must have at least one address.

Tip: a shortcut or tip to help you work quickly. For example: Remember you can double-click to activate a calendar in a date field.

Important: something important for you to be aware of. For example: Always review the Period selection when using transaction drill down screens

Warning of consequences – usually of omitting a step.

[***] keyboard – for example press [Enter], press [Shift]+[F3], press [F12]

MenusNavigation through menus is indicated with . For example:Select Edit Paste Special Paste Picture means select Edit menu, then Paste Special from the edit menu, then Paste Picture from the Paste Special options.

© 2010 Optimum Technology Transfer Ltd and University of BradfordVersion 1.4

Contents

Logging in to e5 WUI...................................................................................1Usernames and passwords..........................................................................1

Menus and navigation.................................................................................2Screen layout..............................................................................................2

Finding codes in e5.....................................................................................4Field Help overview.....................................................................................4Field help - using Prompt.............................................................................5Field help – using Calculator and Calendar..................................................6

Screens and window management.............................................................7Controlling windows....................................................................................7

Chart of Accounts........................................................................................8Account Key................................................................................................8Analysis Key................................................................................................8Structures...................................................................................................9Balance classes...........................................................................................9

Enquiries...................................................................................................10General Ledger enquiries - Account Details..............................................10Selection screen - Account Details............................................................11Account Details.........................................................................................12Drill down - Account Details......................................................................12Parameter - Account Details......................................................................15Favourites.................................................................................................16

Transaction Enquiries –Transaction by Account Code...............................18Linked Enquiry Accounts Receivable/Sales Invoicing.................................21Personal Query..........................................................................................24Extended Selection...................................................................................27Transactions by Analysis code..................................................................29

Profit and Loss Enquiry –...........................................................................30Exporting data to MS-Excel.......................................................................33

MS-Excel download...................................................................................33Advanced..................................................................................................33

Appendix...................................................................................................34Action buttons and function keys..............................................................34


Revision history

Version Date Summary of changes Author1.0 28/6/10 Client specific screens and details EStrickland1.1 22/07/10 AF review changes EStrickland1.2 23/07/10 CP review changes EStrickland1.3 03/11/10 Add more detail CForster1.4 16/11/10 AF review – delete non coding/enquiry sections AFletcher


Coding and Enquiries Logging in to e5 WUI

Logging in to e5 WUI

Usernames and passwords

Open Internet Explorer and choose your e5 URL. The e5 Web User Interface screen will display, click Connect. The e5 Sign On screen will display.

User: enter your user name.

Password: enter your password. This is a maximum of 8 characters in length.

Click OK.

Passwords Alpha-numeric – combination of numbers and letters. Maximum 8 characters If your password/ID is entered incorrectly, on the third attempt, your account will lock

and you must contact the system administrator.

Screen lockExit from e5 if you are away from your desk, or lock your screen using this procedure:1. Press [Ctrl]+[Alt]+[Del].2. Select Lock Computer.3. Enter your password again to access the computer.

© 2010 Optimum Technology Transfer Ltd and University of BradfordVersion 1.4 1

Content area

Menu and Action bar

Navigation pane

Contents pane

Command tools

Command line

Coding and Enquiries Menus and navigation

Menus and navigation

Screen layout

Generale5 has a Title bar at the top of the screen to identify the part of e5 you are currently working in. This shows the screen code and name followed by the session number. In the above example; MZA2 e5 Hierarchical Menu – 1 is the screen MZA2 and its description in session one. e5 has a Menu bar to access commands, and two Toolbars, providing shortcuts and actions to use in various parts of the system. The toolbar under the menus is called the Action bar. The tools (buttons) on the Action bar are often called Actions in e5. The second toolbar is at the bottom of the screen. The centre of the screen is divided into two panes: Navigation pane: shows the folder and screen structure you have access to. Content pane: shows the subfolders or screens.

Command lineThe command line displays information, warning and error messages. Click the drop-down arrow to view all the messages if there is more than one. In the above example, the journal batch number information message is shown.

Information barDisplays the name of the company you have logged into, the Session number you are in and the Level. To open another session choose ApplicationSessionCreate, this

2 © 2010 Optimum Technology Transfer Ltd and University of BradfordVersion: 1.4


opens another window with a new session. This allows you to work on two separate areas of the system or two separate screens at the same time.



Field Warning and Errors

WarningThe yellow background in a field represents a warning. There is something wrong and when you look at the message bar you will see a warning message explaining what is wrong. As is it only a warning the screen can be updated (saved) without changing the field or value. Before the screen can be updated the warning must be accepted. To do this:

Click Accept Warnings (triangle and exclamation mark) then click Update to save the changes.

OR Click Update and Accept Warnings (triangle and tick) to accept the warning

and update the screen.

ErrorThe red background in a field represents an error, you cannot accept (ignore) an error it must be rectified. An error is often seen when mandatory information on a screen has not been entered. Look at the message bar to see the error message explaining what is wrong. You will not be able to update a screen until all the errors have been rectified.



Finding codes in e5

Field Help overview

In any screen within e5 you will be able to use three functions; prompt, calendar and calculator; when these options are available the cursor icon changes. Prompt: this is only available for lists. When you click a field where the values come

from a list you can look up the value from the list using prompt. With the prompt cursor displayed double-click the field and then click OK to the prompt screen to show all values in the list.

Calendar: this is only available for dates. When you click in a date field your cursor will change and you can use a calendar. With the calendar cursor displayed double-click the field and the calendar will open. Use the dropdown list to change the month or year. Click the date and then click OK.

Calculator: this is only available for numeric fields. When you click in a numeric field your cursor will change. With the calculator cursor displayed double-click the field and the will calculator open. Use the calculator then click Update to place the



calculator value in the field. Click Cancel to return to the numeric field without the value.

Field help - using Prompt

Much of the data that is input into e5 is in the form of codes to ensure that the data is of good quality and can be used to run meaningful enquiries. This means that when you want to add information or run enquiries, you need to enter codes. Prompt enables you to search for a code based on selection criteria:Follow the steps below to use Prompt:1. Click the field that requires a code. In the above example, a Journal type is required. 2. Click Prompt or double-click the field. This opens the selection screen. 3. To view all entries on the list, click OK. In some Selection screens you must enter

selection criteria before you can click OK.4. To reduce the list of codes you can enter part or all of the code in the selection

screen. Type part of the code you want to find, followed by a wild card. Wildcards (_ or %) allow you to enter part of a word/code rather than the whole thing, which gives you a better chance of finding a matching code on the system. Some selection screen fields do not allow the use of wildcards.

Some examples of wildcards:stat%: look for all entries starting stat – will find stationery or station.%pay: look for all entries ending pay– will find Maternity pay and Basic pay.%travel%:

look for all entries containing text string travel anywhere in the description– will find Client travel and travel grant or travelling expenses.



Field help – using Calculator and Calendar

Calendar: this is only available for dates. When you click in a date field your cursor will change and you can use a calendar.

1. When the calendar cursor displays, double-click the field to display the calendar. Use the drop-down list to change the month or year.

2. Click to select a date and then click OK.

Calculator: this is only available for numeric values. When you click in a numeric field your cursor will change and you can use a calculator. 1. When the calculator cursor displays, double-click the field to display the calculator. 2. Use the calculator then click Update to put the calculated value in the field. 3. Click Cancel to return to the numeric field without the value.



Screens and window management

Controlling windows

Single window actions When you open a screen, it opens as a window and can be controlled like any other window: You can maximize, minimize or restore to original size. When not maximized, you can resize the window by using click and drag on the

window edges. Click Close or press [Alt] + [F4] to close a window. Click WindowClose windows to close an open window.

Multiple window actionsYou can open more than one Window at once. When maximised, only the active window displays. When you have multiple windows open: Select WindowNew window to open another window.

Press [Ctrl]+[Tab] to cycle through open windows.

Select WindowNext or Previous to move to the next/previous window



Chart of Accounts

Account KeyNominal, Cost centre and Activity codes make up the Account key. This information must be entered against all journals, sales invoices and purchase orders.

Nominal codeNominal codes are attached to every e5 transaction. For example, a journal posted, a purchase order or a sales invoice. Access to some codes can be restricted for posting and/or enquiry purposes.A nominal code is the basis of every transaction in e5. This is a mandatory field comprising of four digits. Nominal codes are grouped within the following ranges:0000-0999 Balance sheet1000-1099 Hefce and Tuition Fee Income1400-1799 Research and General Income7000-7999 Operating Costs8000-8199 Depreciation and Interest Payable8200-8299 Overheads9000-9199 Payroll Costs9800-9999 Pension and Restructuring Costs

Cost CentreCost centre codes are five digits and are mandatory. Each academic school and the corporate services will have a range of cost centre assigned to them. If any income or expenditure is generated, it will be posted against their cost centres. For example, 43000 – 43999 School of Life Sciences.Only a balance sheet nominal should be used with a balance sheet cost centre -i.e nominals in range 0000-0999 should be used with cost centres in range 00001-29999.

ActivityThis is a six digit code and is mandatory. The activity code is used when a further level of analysis is required by the School. Some Activity codes such as Research grants can only be used with specific cost centres. All Externally Financed Project Cost Centres should have an activity code starting C,D,H,R or S.Activity code examples; R00980 Cancer Research UK, 010003 MusicActivity code is a mandatory field if this level of coding is not required you must still enter a code. The Activity code 000000 is for N/A.

Analysis KeyOther and Payroll codes make up the Analysis key. This information is optional but should be entered when required.

OtherThe Other code is used when another level of analysis is required against the cost centre. For academic schools this code may represent an individual.



PayrollThis field is populated with an employee’s payroll ID for additional reporting/analysis. This field is also used to record details of the course for a tuition fee which has been raised via the SAINT system interface. Example of coding

StructuresStructures are used to group the Cost centre codes. Structures are constructed of elements. Cost centre is the base element and then the grouping of cost centres is another element. There are 2 structures used for reporting; MR is the Management Reporting structure, M1 is the Management Reporting structure with externally funded activity codes shown separately.

Balance classesBalance classes organise balances of the same type. AB -Actual Balance is the default balance class and is the class used by most journals. Other balance classes are BO – Original budget, XO – Externally funded budgets, FC – Forecast, MC – Manual commitments and PO – Purchase orders.



Enquiries

General Ledger enquiries - Account Details

There are various default enquiries in e5. Some are dedicated specifically to the General Ledger, and show all journals, such as List Journals. Others are specific to a particular area, such as Accounts Payable, and only show transactions relating to this area.Some enquiries will allow you to move from one module to another. For example; an Account Receivable enquiry could be linked to a Sales Invoice module so you can drill down to see the Sales invoice.Most enquiries require selection criteria to be entered before you can run the enquiry.



Selection screen - Account Details

Account Details shows balance information against nominal codes. The selection criteria can be used to show a single nominal or a range of nominal codes by using wild cards or alternatively balance information for a cost centre(s) can be retrieved. The information displayed in the columns and rows.

Selection screenIn selection screen enter your selection criteria which will be used to display a list of specific balances. The selection screen for enquiries can be split into two areas; Primary and Secondary. Primary selection: within this area there is only one mandatory selection criterion.

To display this field press [Enter] to validate the screen. The mandatory field will display with a red background.

Secondary selection: one or more of these fields may be entered into to further select the information detailed in the enquiry. Wildcards

The full code can be entered in the selection criteria or part of the code using wild cards can be entered. Wildcards (% or _) enable you to enter part of a code/word/phrase rather than the whole thing.40%: Will look for all cost centre starting 40; such as 40010 and 40041.4000_ Will look for all entries starting 4000 with only one additional digit; such as

40001. It wound not look for 4001.%1: Will look for all entries ending 1; such as 40041 and 40011.%40%: Will look for all entries containing 40 anywhere; such as 40021, 40040 and

50140.Period From /To: This will usually default to the current period. Enter the period number range to see more than one period.Year offset: This will default to the current year but historic and future years can be viewedOnce you have entered your selection criteria, click OK to display the enquiry results.Layout: the layout is the design of the results list. This specifies the balances that are displayed and the format in which to display them. If layout is left blank then the default



layout is used, this is a company setting. The default layout is L001 which shows balance for Actual and Budget without total rows. If you want Actual and Budget with total rows then choose layout L005 but be aware that the totals can cause unexpected results – for example if the monthly balances are shown as rows then the total will add up the monthly balances and give a meaningless total.You will see different Selection options for different enquiries.

Account Details

Drill down - Account DetailsAn enquiry might return rows which require further investigation - you can drill down to see the next level of information or the original transaction information. For the example above, select a cost centre balance row and click Drill Down to see the Activity balances; as Activity is the next level. To drill down:Double click anywhere in the line or click Drill Down to see the drill down to the next level of detail. This is now showing Activity level.



If you use the Drill Down action again this will show transaction level, which is the lowest level of information you can retrieve.



To return to the previous level:Click Return or Cancel.

Click on the individual tabs to view more information or use the form view by pressing Ctrl F on your keyboard. This will show all fields on all tabs in a form view, as shown below.

Click on the Cancel button to retrieve the initial view.

SortTo sort the data, click the column heading you want to sort by. The data will be in descending order. Click the column header again to sort in ascending order. You can only sort by one column at a time.

Important: When you drill down to transaction level the selection criteria for the transaction screen defaults to only the current month. This can be changed by the parameters at the top of the screen


Cancel


Parameter - Account Details

On the Account Details enquiry there are 3 parameters: Period, Entity and Formula. By default the Entity will be the row, in the above example above this is Cost centres. The Formula is the columns; in the above example the first column is the YTD Budget Balances. Period is the page; in the above example it is period 11.When you run the Account Details enquiry without entering any period selection criteria the enquiry will show the current period. You can view the next period or previous period by using the next or previous buttons. If would like to see the periods displayed on each row then change the Row selection at the top of the screen to Period. The Entity (cost centre) which becomes the page parameter and the formula will remain the columns.



Favourites

You can keep your favourite enquiry with selection criteria as a favourite. 1. Open and run your enquiry entering the selection criteria you require.2. Click Favourite Enquiries to display the favourites screen. This will display all

favourites created from all modules.3. Select: enter a name for the enquiry. 4. Click Save. This enquiry will now be used as the default setting every time you open

the original enquiry. In the above example the Account Details enquiry.



When a menu screen is displayed the favourite enquiry icon is available, click this icon to display all the favourites you have saved.

Double click anywhere on the line to execute the enquiry.

Display as defaultThis enquiry will now be used as the default setting every time you open the original enquiry. The above example; the Account Details enquiry. To stop your favourite being used as the display default:1. Click Favourite Enquiries to display the favourites screen. 2. Click the favourites and Display. This will remove Y from the Display column.3. Click Save. This favourite will not be used as the display default.



Transaction Enquiries –Transaction by Account Code

This enquiry will allow you to search for transactions by Nominal(s), Cost Centre(s) or a combination of both. Wildcards and the Prompt action can be used in this selection window as previously shown.

The period will default to the current period unless otherwise entered. Press Enter to retrieve the transaction list screen.

Periods can also be changed from the transaction list screen.

Note: All of the examples below can be used in all Transaction Enquiries, it is only the selection window that differs.



Important: If the +button on the Action Bar is green, only the first 200 rows are displayed and included in the total financial value shown. The green + button should be clicked until it goes grey in order to see all transactions and the total value of all transactions for the selection criteria.

By clicking each tab more information will be given for that transaction. If the transaction originated in another module i.e. Accounts Payable, Accounts Receivable, the Linked Enquiry button can be used to take you to the module where the transaction originated. The example below is Accounts Payable.



This example has taken you to the Accounts Payable Enquiry screen. Click on the Invoice Image icon to see an image of the invoice, as shown below.



Click the X to close down the image and use the Exit icon until you are taken back to the GL transaction enquiry screen.

Linked Enquiry Accounts Receivable/Sales InvoicingThe screen below displays transactions that originated in Accounts Receivable.



Select the button Linked Enq this will take you to the Accounts Receivable Enquiry screen.

The Status field will indicate if the transaction has been paid or not.

From here you can select the SI Link button.



From this screen the V1 icon can be used to see the image of the transaction, as shown in previous section.



Personal QueryThis allows reports to be built from the data of the enquiry you have just executed. They can be downloaded to a spreadsheet or emailed. From the transaction enquiry screen, click on the Personal Query icon. All fields that were available in the enquiry screen can be used in the report, however by clicking on the Deselect All button you can then click in the Display field to select the fields you wish to include in the report.

Step 2 will allow you to group fields by selecting the Total on Change of, a Grand Total field can also be selected.



Step 3 will allow a selection of From and To values to be entered if applicable. Step 4 then allows you to Run Query and view the report details.

Ctrl D can be used from this screen, lines in orange are the summary lines that were selected earlier.

By changing the display pull down menu only totalling groups can be viewed, downloaded or emailed. To send the report via email, select Step 6.



Select Email from the Send pull down menu and enter an email address of the person you wish to send the report to. Also flag the Headings and Column Titles fields.

Click on the Send Query button. Step 6 will then allow you to Exit the query, Edit the query or Save & Exit the Query.



Extended SelectionCan be used to break down your search criteria, remember you have formats in which you can make an entry. Any number of fields can be entered.

You can only view transactions



From a transaction line, you can link to the Journal Batch Details to view all transactions in the batch, right click against the line and choose Display followed by Jrnl Btch Details.

This will link you to the Transactions by Batch Type enquiry. Using the Exit icon will take you back to the original enquiry.



Transaction Enquiries – Transactions by Batch Type, the Primary selection in this enquiry would be the Batch Type. You can use the Prompt action to search for valid batch types.

Transactions by Analysis code

The primary selection in this enquiry would be Analysis code (Other /Payroll)

Click OK to retrieve the transactions.



Profit and Loss Enquiry –

An on-line Profit and Loss enquiry is available which groups the nominal codes and is broken down by the Organisation Structure. (Management Reporting Structure)

● A parameter screen allows you to define criteria such as the screen layout to be used and period(s) for which to retrieve balances. Group and category selections are used to give a profit and loss enquiry for a limited range of nominals eg Operating Costs only or Travel and Subsistence Costs

● You can perform structured and unstructured enquiries by group and category with the option to drill right down to transaction level.

The example below shows a summary level on the structure.

If you wish to retrieve a Profit and Loss enquiry for a Cost Centre, then after you have entered the Structure Code then press enter on the keyboard.



Enter the Cost Centre and then click on OK to retrieve the enquiry.Using the drill down action against a category will take you to the next level:-

If your initial enquiry was a Cost Centre then the drill action would take you straight to nominal level.



If a Summary Element has been entered this would first drill you down the structure until you get to nominal level

At any of the summary stages you have the option to display:-Nominal Balances – this will display all nominals for the group and category for the parent element which is displayed at the top of the windowChild Nominal Balances – this will display all nominals for the group and category for the child element you selected i.e A-S in the screen shot aboveBalance Sheet/Profit Loss – This will display the Balance Sheet or Profit and Loss for the Child element you selected.



Exporting data to MS-Excel

MS-Excel download

You can copy the results from an enquiry onto the clipboard, in a file or into MS-Excel.To copy into MS-Excel:1. Click Excel in the enquiry screen and the download screen is displayed2. Choose Open in Excel and click OK.3. The data will be copied into Microsoft Excel.

Advanced

1. Click Advanced to choose the columns that will be copied into MS-Excel.2. Click the Select column for the columns you do not want to copy and the tick will

change to a cross.3. Use Move Up and Move Down to re-organise the order of the columns.



Appendix

Action buttons and function keys Frequently used action buttons and function keys:

Help [F1]

Update [F2]

Exit [F12]

Cancel [F12]

Prompt [F4]

Refresh [F5]

Update Warnings [F10]

Accept Warnings [F11]

Amend [F14]

Insert [F15]

Copy [F16]

More [F6]

View

Backwards [F7]

Forward [F8]

Right [F11]

Left [F10]

Selection Window [F13]

Paperclip

Function keys above F12 are accessed by holding down [Shift], for example, [Shift]+[F3] enables [F15].


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