Nextgen Nextgen TransactionsTransactions

Presented by Bridget Clayton

Local Government Corporation

Resource 2014

Import Transactions Transaction Batches Transactions Transaction Templates Post Transactions

Transaction Menu Options

Transaction Menu Options

Import Import TransactionsTransactions

Division-this will fill in automatically if you only have 1 Division (multiple divisions will need to select one)

File Definition-select the File Definition that has been setup

File-may fill in automatically

Batch ID-You will select a batch that has already been created or you may create one here.

File With ErrorsFile With ErrorsA red shield will be displayed if there are errors on the file.

Click NEXT to receive a message detailing the errors.

Example Errors in File

Account Control 101 is invalid because it does not allow entries for 2013-2014 fiscal year and January Period

(would be because the January Period is not open)

GL account number 101-31100- - - is invalid because it does not exist for 2013-2014 fiscal year

(would be because this account number is not setup for this year)

File Without ErrorsFile Without Errors

There will be no error shield.

Review the complete transaction.

Click NEXT to continue.

Review the summary, if all info is correct, click FINISH to import.

After the transaction imports you will receive a confirmation.

Click Close

Transaction Transaction BatchesBatches

Importing a Transaction File will create a batch containing the transaction. The entry is not posted until you close and post the batch.

You may create a batch from the Transaction Batch Menu.

Or you may create a batch while entering a transaction.

Transaction BatchesTransaction Batches Financial

Management

Transactions

Transaction Batches

Select New from the Ribbon Bar to add a new batch

Click FIND to list unposted batches.

Double click the batch to open

General Tab lists Batch Id, Date, Status and Created by.

Tasks are Print Batch, Close Batch and Post Batch

Click on the Transactions Tab to see the transactions in the batch.

The transaction will be detailed.

The total transaction amount listed.

Add Transaction allows you to add more transactions to the batch.

Click on the General Tab to switch back to the previous screen.

You will be able to now Print the Batch, Close the Batch, and Post the Batch.

Post Batch Post Batch

After selecting POST Batch it will display the batch information.

Select NEXT to continue.

Review the Summary

Click FINISH to post.

The confirmation screen will display once the batch posts.

Click CLOSE

TransactionsTransactions Financial

Management

Transactions

Transactions

Click NEW from the ribbon bar

Another way to enter a batch is to add a new Transaction and not check to Post this Transaction.

Checking this option allows you to immediately post the transaction.

Click the drop down arrow to select an existing batch or click the ellipses to add a new batch.

Fill in all the required info

Click NEXT to proceed with the transaction.

Enter the accounts, debits and credits.

Hit NEXT to continue.

Summary ScreenSummary ScreenReview Summary Screen

Click FINISH

Transactions Transactions Viewing OptionsViewing Options

You can view posted transactions and unposted transactions by:

Date Number Amount Batch ID Reference

Viewing Transactions

Viewing Transactions

Financial Management

Transactions

Transactions

Select your View option

Enter selections

Click FIND

Double Click on the transaction you wish to view.

The General tab shows the general info for the transaction such as status, date, type, number description, etc.

If this was a manual transaction you can Void the transaction here.

If any Internal Notes have been entered they will show on the Internal Notes tab.

Click on the entries tab to see the full transaction.

Voiding a Transaction

Fill in the required info

Click NEXT

The entries will pull in based on the original transaction.

Click NEXT to continue

View Summary Screen

Click FINISH

Post TransactionsPost Transactions Financial

Management

Transactions

Post Transactions

All closed batches will display.

Select the batches you wish to post.

Click NEXT

Click Finish on the Summary Screen

Review Posting Review Posting Transaction OptionsTransaction Options

Can be done automatically as the transaction is entered.

Can be done thru the Transaction Batch Menu Option

Can be done thru the Post Transaction Menu Option

File DefinitionFile Definition Financial

Management

Administration

File Definition

Select NEW from the ribbon bar.

File DefinitionFile Definition Select your Division

Key in your Description

Type Import Transaction

Select Transaction Type

Select Delimiter (CSV or Excel)

Click ellipses to browse to file path.

Click ellipses to browse to filename.

You can allow public or private access.

If file contains a header row, check the box.

Active should be checked.

Click NEXT to continue

Creating A File Creating A File DefinitionDefinition

Select the column names that match your file.

If column needs formatting select the appropriate format.

Field number is the column number for a CSV file, for excel files you will select the starting point and end point.

Select NEXT to continue.

Review the summary screen and click FINISH if all is correct.

Adding GL Adding GL AccountsAccounts

Financial Management

General Ledger

GL Accounts New from

the Ribbon Bar

GL AccountsGL Accounts GL Accounts

enter Fund-Sub Fund-Function-Object- Cost Center-Sub Object.

Account Type

Add Fiscal Year

Adding Fiscal Year to GL Adding Fiscal Year to GL AccountAccount

Mark if this is a cash account

A Common ErrorA Common Error

This GL Account number

is being used for an

existing GL Account

The GL Account may

have been setup for a

prior year, but not the

current year.

Select close this will take

you back to the Untitled

GL Account Screen.

Click on the Back button

from the Ribbon Bar.

This will take you to the

GL Account Search

Screen

Search for GL Search for GL AccountAccount

Change Fiscal

Year to NONE

Type in GL

Account Number

Hit Find

Loads Your

Search Results

Then you can

select the

Account Number

Results

Add Fiscal Year to Existing GL Add Fiscal Year to Existing GL AccountAccount

Click the Add Fiscal

Year Tab

This will take you to

the add Fiscal Year

Screen

There you will add

the Current Fiscal

Year

Save and Close

This will bring you

back to this screen

with the Year added

Save and Close

Nextgen Nextgen TransactionsTransactions

This concludes our Training class.

Thank you for Participating in Our Resource 2014 Class.