Numbering

Selected Modules/Submodules/Actions

When Option enabled

1.0

Accounts Payable

The Accounts Payable module contains the ability to identify and process outstanding payables. Refer to the Accounts Payable module for more information.

1.1

Cheque Print

The user will be able to re-print a cheque and will be able to search by Cheque Number, MICR Number or Payment Authorization Number.

1.2

Payment Possibilities

The user will be able to select unpaid invoices and complete an end-to-end pay run, including Payment Authorization, Preliminary Run, and Final Run. Security access will also need to be provided to the user for all functions in this module to run end to end. Refer to the Security section for more information. 

1.3

Pay Run Management

*if only one of the actions below is selected the others will not be available to run, although the button will still be active, clicking on it will being the user to the Dashboard screen.

The user will have access to all actions listed below (1.3.1-1.3.4) including search by Authorization # or Advanced Search Criteria to manage Pay Runs (modify, reset pay run, cancel a pay run, print cheques, and generate a final run report), continue the pay run process and finalize a Payment Possibility. Security access will also need to be provided to the user for all functions in this module to run end to end. Refer to the Security section for more information. This will also provide access to any actions within the Pay Run Management submodule.

1.3.1

Preliminary Run

The user can perform the preliminary run process of the pay run management.

1.3.2

Final Run

The user can perform the final run process of the pay run management.

1.3.2.1

Final Run Print

The user will have access to generate and print a report of the final run.

1.3.3

Payment Authorization

The user can specify invoices to not pay or partially pay.

1.3.3.1

Payment Authorization Save

The user can make changes to the payment authorization and save it. If this option is deselected, the user can only inquire on the payment authorization screen.

1.3.4

Cancel Pay Run

The user can cancel the pay run.

1.4

MICR Encoding

The user will have access to update the cheque information with the physical or micro-encoded bank number.

1.5

Create A/P Cheque

The user can create and print cheques for invoices belonging to a particular vendor.

1.5.1

Create Cheque Print

The user can print an A/P cheque.

2.0

Accounts Receivable

The Accounts Receivable module provides the ability to maintain all functions relating to the processing of receivables. Refer to the Accounts Receivable module for more information.

2.1

A/R Invoice Management

The user will have access to all actions listed below (2.1.1-2.1.5) including search, inquire, add, modify, print and cancel.

2.1.1

A/R Invoice Add

The user can create an A/R invoice using the New button. This button will not be visible on the A/R Invoice Management screen if deselected.

2.1.2

A/R Invoice Cancel

The user can cancel an A/R invoice using the Cancel feature in the Action menu. Action will not be visible in Action menu if deselected.

2.1.3

A/R Invoice Edit

The user can modify an A/R invoice using the Modify feature in the Action menu. Action will not be visible in Action menu if deselected.

2.1.4

A/R Account Print

The user can print an A/R invoice using the Print feature in the Action menu. Action will not be visible in Action menu if deselected.

2.1.5

A/R Invoice Inquiry

The user can use the inquire hyperlink on the Invoice number to access invoice details. If this is deselected user will see the hyperlink but no information will display in the A/R Invoice Inquiry screen.

2.2

A/R Account Management

The user will have access to all actions below (2.2.1-2.2.4) including search, inquire, add, modify, and delete.

2.2.1

A/R Account Add

The user can create an A/R account using the Create A/R Account button. This button will not be visible on the A/R Account Management screen if deselected.

2.2.2

A/R Account Edit

The user can modify an A/R account using the Modify feature in the Action menu. Action will not be visible in Action menu if deselected.

2.2.3

A/R Account Inquiry

The user can use the inquire hyperlink on the account number to access account details. If this is deselected user will see the hyperlink but no information will display in the A/R Account Inquiry screen.

2.2.4

A/R Account Delete

The user can delete an A/R Account using the Delete feature in the Action menu. Action will not be visible in Action menu if deselected.

2.3

Cash Receipt Management

The user will have access to all actions below (2.3.1- 2.3.5) including search, inquire, create new regular or miscellaneous cash receipts as well as cancel, close and print cash receipts. (Note: creation of cash receipts will only be available to a user who has Cashier user type access).

2.3.1

Cancel Reversal

The user can cancel an A/R cash receipt using the Cancel feature in the Action menu. Action will not be visible in Action menu if deselected.

2.3.2

Cashier Close Report

2.3.3

Print Cash Receipt

The user can print an A/R cash receipt using the Print feature in the Action menu. Action will not be visible in Action menu if deselected.

2.3.4

Add Cash Receipt

The user can create an A/R cash receipts using either the New Regular or the New Misc. buttons. These buttons will not be visible on A/R Cash Receipt Management screen if deselected. (Note: creation of cash receipts will only be available to a user who has Cashier user type access).

2.3.5

Close

The user can close an A/R cash receipt using the Close feature in the Group Actions menu. Action will be unavailable to select from the Group Actions menu if deselected.

2.4

Detail/Summary Aged Trial Balance Report

The user will have access to generate a Detail/Summary Aged Trial Balance Report based on the criteria they input on the Detailed/Summary Aged Trial Balance Report screen.

2.5

A/R Account Name & Address Report

The user will have access to generate an A/R Account Name & Address Report based on the criteria they input on the Account Name & Address Report screen.

2.6

Cash Receipt Transactions Report

The user will have access to generate a Cash Receipt Transactions Report based on the criteria they input on the Cash Receipt Transactions Report screen.

2.7

Balance Report

The user will have access to generate a Balance Report based on the criteria they input on the Balance Report screen.

2.8

Invoice Transactions Report

The user will have access to generate an Invoice Transactions Report based on the criteria they input on the Invoice Transactions Report screen.

2.9

Cashier Report

The user will have access to generate a Cashier Report based on the criteria they input on the Cashier Report screen.

2.10

Close Summary Report

The user will have access to generate a Close Summary Report based on the criteria they input on the Close Summary Report screen.

2.11

Bank Reconciliation Report

The user will have access to generate a Bank Reconciliation Report based on the criteria they input on the Bank Reconciliation Report screen.

2.12

A/R Transaction Report

The user will have access to generate an A/R Transaction Report based on the criteria they input on the A/R Transaction Report screen.

3.0

Batch

The Batch module provides the ability to maintain all functions relating to Batch, including batch balancing, fixing batch totals, managing a batch (add, edit, delete etc.). Refer to the Batch module for more information.

3.1

Batch Balancing

The user can search all batches and inquire, as well as balance any batches necessary. 

3.1.1

Fix Batch Total

This provides access to fix batch totals (balance a batch) throughout the application (i.e. Month End).

3.2

Batch Code Management

*Actions below will not be visible in the Action menu unless selected.

The user will have access to all actions listed below (3.2.1- 3.2.5) including create a new batch code, modify, delete, deactivate or reactivate a batch code. 

3.2.1

Batch Code Add

The user can create a new batch code using the Create New Code button.  This button will not be visible on the Batch Code Management screen if deselected.

3.2.2

Batch Code Edit

The user can modify a batch code using the Modify feature in the Action menu.  Action will not be visible in Action menu if deselected.

3.2.3

Batch Code Delete

The user can delete a batch code using the Delete feature in the Action menu. Action will not be visible in Action menu if deselected.

3.2.4

Batch Code Deactivate

The user can deactivate a batch code using the Deactivate feature in the Action menu.  Action will not be visible in Action menu if deselected.

3.2.5

Batch Code Reactivate

The user can reactivate a batch code using the Activate feature in the Action menu.  Action will not be visible in Action menu if deselected.

4.0

Budget

The budget module provides the functions necessary to enter and transfer budgets. Refer to the Budget module for more information.

4.1

Budget Transfer

The user will have access to transfer a budget from one G/L account to another and print the input transfer information.  

4.2

Budget Voucher Approvals

The user will have access to all actions lists below (4.2.1-4.2.5). This access is mainly for Approvers who need to approve a budget voucher before it becomes a budget entry. Budget vouchers can also be rejected, modified or deleted.

4.2.1

Budget Voucher Accessible All Approvers

The budget voucher approver will have the option to see pending vouchers assigned to other approvers. When this section is deselected, only vouchers assigned to the user will be available.

4.2.2

Budget Voucher Approve

This will provide the user with the ability to approve a budget voucher with the Approve button in the Budget Voucher Approval Review screen. Button will not be visible if deselected.

4.2.3

Budget Voucher Reject

This will provide the user with the ability to reject a budget voucher with the Reject button in the Budget Voucher Approval Review screen. Button will not be visible if deselected.

4.2.4

Budget Voucher Modify

This will provide the user the ability to save any changes made to a budget voucher using the Save button in the Budget Voucher Approval Review screen. Button will not be visible if deselected.

4.2.5

Budget Voucher Delete

Has no function.

4.3

Budget Management

The user will have access to all actions listed below (4.3.1- 4.3.5) including the creation of a new budget entry, to modify, post, delete or print a budget entry.

4.3.1

Budget Entry Accessible All Originators

This will provide accessibility to all budget entries for originators.

4.3.2

Budget Entry Delete

The user can delete a budget entry using the Delete feature in the Action menu. Action will not be visible in Action menu if deselected.

4.3.3

Budget Entry Post

The user can post a budget entry using the Post feature in the Action menu. Action will not be visible in Action menu if deselected.

4.3.4

Budget Entry Modify

The user can modify a budget entry using the Modify feature in the Action menu. Action will not be visible in Action menu if deselected.

4.3.5

Budget Entry Add New

The user can create a new budget entry using the New Budget Entry button.  This button will not be visible on the Budget Management screen if deselected.

4.4

Budget Voucher

The user will have access to all actions listed below (4.4.1- 4.4.5) including the creation of a new budget voucher, to modify, send for approval, delete or print a budget voucher.

4.4.1

Budget Voucher Accessible All Originators

This will provide accessibility to all budget vouchers for originators.

4.4.2

Budget Voucher Add New

The user can create a new budget voucher using the New Budget Voucher button.  This button will not be visible on the Budget Voucher Management screen if deselected.

4.4.3

Budget Voucher Modify

The user can modify a budget voucher using the Modify feature in the Action menu. Action will not be visible in Action menu if deselected.

4.4.4

Budget Voucher Send for Approval

The user can send a budget voucher for approval using the Send For Approval feature in the Action menu. Action will not be visible in Action menu if deselected.

4.4.5

Budget Voucher Delete

The user can delete a budget voucher using the Delete feature in the Action menu. Action will not be visible in Action menu if deselected.

5.0

Cheque

This module contains the ability to view and manage cheques. Refer to the Cheque module for more information.

5.1

Cheque Inquiry/Report

The user will have access to search, inquire, export or print any cheque.

5.2

Cheque Return

The user will have access to search any already returned cheque or undo a returned cheque.

5.3

Cheque Cancel

The user will have access to search any already cancelled cheques or cancel a cheque.

5.4

Electronic Reconciliation

The user will access to pull up any electronic cheque files using the Preliminary or Final report option.

6.0

Code Management

Code Management contains the submodules for maintaining commodity codes, location codes and the defining of default G/L codes. Refer to the Code Management module got more information.

6.1

Commodity Code

The user will have access to all actions listed below (6.1.1- 6.1.5) including search, inquire, add, edit, delete, activate or deactivate any commodity codes.

6.1.1

Commodity Code Add

The user can create a new commodity code using the Create New Code button.  This button will not be visible on the Commodity Code Management screen if deselected.

6.1.2

Commodity Code Edit

The user can modify a commodity code using the Modify feature in the Action menu. Action will not be visible in Action menu if deselected.

6.1.3

Commodity Code Delete

The user can delete a commodity code using the Delete feature in the Action menu. Action will not be visible in Action menu if deselected.

6.1.4

Commodity Code Deactivate

The user can deactivate a commodity code using the Deactivate feature in the Action menu. Action will not be visible in Action menu if deselected.

6.1.5

Commodity Code Reactivate

The user can reactivate a commodity code using the Activate feature in the Action menu. Action will not be visible in Action menu if deselected.

6.2

Commodity Code G/L

The user will have access to all actions listed below (6.2.1- 6.2.5) including search, inquire, add, edit, delete, activate or deactivate any commodity code G/Ls.

6.2.1

Commodity Code G/L Add

The user can create a new commodity code G/L using the Create New Code button.  This button will not be visible on the Commodity Code G/L Defaults Management screen if deselected.

6.2.2

Commodity Code G/L Edit

The user can modify a commodity code G/L using the Modify feature in the Action menu. Action will not be visible in Action menu if deselected.

6.2.3

Commodity Code G/L Delete

The user can delete a commodity code G/L using the Delete feature in the Action menu. Action will not be visible in Action menu if deselected.

6.2.4

Commodity Code G/L Deactivate

The user can deactivate a commodity code G/L using the Deactivate feature in the Action menu. Action will not be visible in Action menu if deselected.

6.2.5

Commodity Code G/L Reactivate

The user can reactivate a commodity code G/L using the Activate feature in the Action menu. Action will not be visible in Action menu if deselected.

6.3

Location Code

The user will have access to all actions listed below (6.3.1- 6.3.5) including search, inquire, add, edit, delete, activate or deactivate any location code.

6.3.1

Location Code Add

The user can create a new location code using the Create New Code button.  This button will not be visible on the Location Code Management screen if deselected.

6.3.2

Location Code Edit

The user can modify a location code using the Modify feature in the Action menu. Action will not be visible in Action menu if deselected.

6.3.3

Location Code Delete

The user can delete a location code using the Delete feature in the Action menu. Action will not be visible in Action menu if deselected.

6.3.4

Location Code Reactivate

The user can reactivate a location code using the Activate feature in the Action menu. Action will not be visible in Action menu if deselected.

6.3.5

Location Code Deactivate

The user can deactivate a location code using the Deactivate feature in the Action menu. Action will not be visible in Action menu if deselected.

7.0

DB Export

This module provides the ability to export data from various tables. Refer to the Db Export module for more information.

7.1

Cheque Export

The user will have access to export cheques to text or excel based on the search criteria selected.

7.2

G/L Account Dictionary Export

The user will have access to export G/L Account Dictionary items to text or excel based on the search criteria selected.

7.3

G/L Alias Dictionary Export

The user will have access to export G/L Alias Dictionary items to text or excel based on the search criteria selected.

7.4

G/L Export

The user will have access to export general ledgers to text or excel based on the search criteria selected.

7.5

Journal Entry Export

The user will have access to export journal entries to text or excel based on the search criteria selected.

7.6

Stock Export

The user will have access to export stock information to text or excel based on the search criteria selected.

7.7

Vendor Export

The user will have access to export vendor information to text or excel based on the search criteria selected.

8.0

DB Import

This module provides the ability to import data to various specified tables. Refer to the DB Import module for more information.

8.1

Budget Import

The user will have access to select a budget file to import into the application.

8.2

G/L Account Dictionary Import

The user will have access to select a file to import G/L Account Dictionary items into the application.

8.3

G/L Alias Dictionary Import

The user will have access to select a file to import G/L Alias Dictionary items into the application.

8.4

G/L Import

The user will have access to select a file to import General Ledgers into the application.

8.5

Invoice Import

The user will have access to select a file to import invoices into the application.

8.6

Journal Voucher Import

The user will have access to select a file to import journal vouchers into the application.

8.7

Payroll Import

The user will have access to select a file to import payroll information into the application.

8.8

Purchase Order (Summary) Import

The user will have access to select a file to import summary purchase orders (PO’s) into the application.

8.9

Requisition Import

The user will have access to select a file to import requisitions into the application.

8.10

Stock Import

The user will have access to select a file to import stock information into the application.

8.11

Vendor Import

The user will have access to select a file to import vendor information into the application.

8.12

A/R Account Import

The user will have access to select a file to import A/R Accounts into the application.

8.13

A/R Invoice Import

The user will have access to select a file to import A/R Invoices into the application.

9.0

Email

9.1

Accessible All Originators

The user will have access to all emails sent within the boards environment. If this is deselected, the user will only have access to see the emails that were sent due to entires they have made.

10.0

Fax

10.1

Accessible All Originators

The user will have access to all faxes sent within the boards environment. If this is deselected, the user will only have access to see the faxes that were sent due to entires they have made.

11.0

General

Manage Scanned Documents

12.0

General Ledger

The General Ledger module contains all the functionality required to maintain the general ledger, as well as the processing of month ends and year ends. Refer to the General Ledger module for more information.

12.1

G/L Account Management

The user will have access to all actions listed below (12.1.1- 12.1.5) including search, inquire, adding a G/L account, rebuilding a G/L description, deleting and modifying a G/L account.

12.1.1

G/L Description Rebuild

The user can build a G/L account description using the Build Description feature in the Action menu. Action will not be visible in Action menu if deselected.

12.1.2

G/L Account Add

The user can create a new G/L account using the Add G/L button.  This button will not be visible on the G/L Account Management screen if deselected.

12.1.3

G/L Account Delete

The user can delete a G/L account using the Delete feature in the Action menu. Action will not be visible in Action menu if deselected.

12.1.4

G/L Account Edit

The user can modify a G/L account using the Modify feature in the Action menu. Action will not be visible in Action menu if deselected.

12.1.5

G/L Account Inquiry

The user can use the inquire hyperlink on the G/L account number to access G/L details. If this is deselected user will see the hyperlink but no information will display in the G/L Inquiry screen.

12.2

G/L Account(s) Replication

The user will have access to replicate multiple existing G/L accounts to use as templates to create new accounts in this module.

12.3

G/L Dictionary Editor

The user will have access to search, add, edit and delete G/L or Alias dictionary items.

12.4

G/L Global Alias Change

The user will have access to make mass changes to the alias.

12.5

G/L Global Lock/Unlock

The user will have access to lock or unlock multiple G/L accounts at a time in this module.

12.6

G/L Month End

The user will have the access to lock/unlock, run a month end, and generate a month end report, view existing reports and notes for any fiscal period listed in the grid on the G/L Month End screen.

12.7

G/L Chart Of Accounts

The user will have access to create a new chart of accounts for the next fiscal year; this can be processed immediately or scheduled for a later date on the Create New Chart of Accounts screen.

12.8

G/L Groups

The user will have access to search, inquire, add, copy, delete and modify any G/L account groups in this module.

12.9

G/L Year End

The user will have the access to lock/unlock, run a preliminary or final year end, view existing reports and notes for any fiscal year listed in the grid on the G/L Year End screen.

12.10

G/L Chart Of Account Report

The user will have access to generate a G/L Chart of Account Report based on the criteria they input on the G/L Chart of Account Report screen.

12.11

G/L Trial Balance Report

The user will have access to generate a G/L Trial Balance Report based on the criteria they input on the G/L Trial Balance Report screen.

13.0

Invoice

This module provides the ability to enter and maintain accounts payable invoices. Refer to the Invoice module for more information.

13.1

Invoice Management

The user will have access to all actions listed below (13.1.1-13.1.6) including search, inquire, add invoice and online cheques, edit, print, delete and copy invoices.

13.1.1

Invoice Add

The user can add an invoice using the Add Invoice button. The button will not be visible on the Invoice Management screen if deselected.

13.1.1.1

Invoice Add Print

No Function

13.1.2

Online Cheque Add

The user can add an online cheque using the Add Online Chq button. The button will not be visible on the Invoice Management screen if deselected.

13.1.3

Invoice Copy

The user can create an invoice using the Copy feature in the Action menu. Action will not be visible in Action menu if deselected.

13.1.4

Invoice Delete

The user can delete an invoice using the Delete feature in the Action menu. Action will not be visible in Action menu if deselected.

13.1.5

Invoice Edit

The user can modify an invoice using the Modify feature in the Action menu. Action will not be visible in Action menu if deselected.

13.1.6

Invoice Inquiry

The user can use the inquire hyperlink on the invoice number to access invoice details. If this is deselected user will see the hyperlink but no information will display in the Invoice Inquiry screen.

13.2

Invoice Report

The user will have access to generate an Invoice Report based on the criteria they input on the Invoice Report screen.

14.0

Job Management

Job management enables the user to review and maintain scheduled jobs. Refer to the Job Management module for more information.

14.1

Job Delete

The user will have access to search, inquire and delete jobs displayed in the grid on the Job Management.

15.0

Journal Entry

The journal entry module contains all functionality required for the entering and approving of journal entries. Refer to the Journal Entry module for more information.

15.1

Journal Voucher

The user will have access to all actions listed below (15.1.1- 15.6.6) including search, inquire, add, copy, delete, edit, view notes history for journal vouchers. Journal Vouchers can also be sent for approval.

15.1.1

Journal Voucher Inquiry

The user can use the inquire hyperlink on the journal voucher (JV) number to access journal voucher details. If this is deselected user will see the hyperlink but no information will display in the JV Inquiry (View Only) screen.

15.1.1.1

See Pre-Commitment Amount Field

The user will have access to view the pre-commitment amount field in the grid. If this is deselected the field will not display in the grid.

15.1.1.2

See Commitment Amount Field

The user will have access to view the commitment amount field in the grid. If this is deselected the field will not display in the grid.

15.1.2

Journal Voucher Accessible All Originators

The user will have the option to see vouchers created by others. When this option is deselected, only the user’s own vouchers will be available.

15.1.3

Journal Voucher Add

The user can add new journal voucher using the New Journal Voucher button. The button will not be visible on the Journal Voucher Management screen if deselected.

15.1.3.1

Create Standard JV

The user will have access in the JV Entry- Create New Journal Voucher screen to create a standard journal voucher by completing the fields and clicking on Save button.

15.1.3.2

Create Recurring JV

The user will have access in the JV Entry- Create New Journal Voucher screen to create a recurring journal voucher by completing the fields and clicking on Save as Recurring button.

15.1.3.3

Change Description Field

The user will have access to change the G/L account description field in the grid. If this is deselected the description will be read-only.

15.1.3.4

Pre-Commitment Amount Field Enabled

The user will have access to select this selection box from the search criteria to display the pre-commitment amount field if necessary. If this is deselected the selection box will not appear in the search criteria.

15.1.3.5

Commitment Amount Field Enabled

The user will have access to select this selection box from the search criteria to display the commitment amount field if necessary. If this is deselected the selection box will not appear in the search criteria.

15.1.4

Journal Voucher Copy

The user can create a journal voucher using the Copy feature in the Action menu. Action will not be visible in Action menu if deselected.

15.1.5

Journal Voucher Delete

The user can delete a journal voucher using the Delete feature in the Action menu. Action will not be visible in Action menu if deselected.

15.1.6

Journal Voucher Edit

The user can modify a journal voucher using the Modify feature in the Action menu. Action will not be visible in Action menu if deselected.

15.1.6.1

Edit Standard JV

The user will have access in the JV Modify screen to modify and save a journal voucher to a standard journal voucher by completing the fields and clicking on Save as Recurring button.

15.1.6.2

Edit Recurring JV

The user will have access in the JV Modify screen to modify and save a journal voucher to a recurring journal voucher by completing the fields and clicking on Save as Recurring button.

15.1.6.3

Pre-Commitment Amount Field Enabled

The user will have access to change the G/L account description field in the grid. If this is deselected the description will be read-only.

15.1.6.4

Commitment Amount Field Enabled

The user will have access to select this selection box from the search criteria to display the pre-commitment amount field if necessary. If this is deselected the selection box will not appear in the search criteria.

15.1.7

Journal Voucher Approvals

The user will have access to select this selection box from the search criteria to display the commitment amount field if necessary. If this is deselected the selection box will not appear in the search criteria.

15.1.7.1

Journal Voucher Accessible All Approvers

The journal voucher approver will have the option to see pending vouchers assigned to other approvers. When this option is deselected, only vouchers assigned to the user will be available.

16.0

Purchasing

This module contains all the functionality required for the creation and maintenance of purchase orders. Refer to the Purchasing module for more information.

16.1

PO Global Close

The user will have access to search, inquire and close multiple purchase orders on the PO Global Close screen.

16.2

Buyer’s In-Basket

The user will have access to search, inquire, create a PO, re-route the requisition to another buyer, originator and/or approver, and create a note on a requisition or view requisition notes and notes history.

16.3

PO Voucher Review

The user will have access to review, approve and reject purchase order vouchers in this module. (Note: User needs to have Purchase Order Approver user type access to approve or reject purchase order vouchers. The PO Voucher Review screen will not display any requisitions in the grid without the correct access).

16.4

PO Report

The user will have access to generate a PO Report based on the criteria they input on the Purchase Order Report screen.

16.5

PO Report By G/L

The user will have access to generate PO Report by G/L based on the criteria they input on the Purchase Oder Report by G/L screen.

16.6

PO Receipts Report

The user will have access to generate a PO Receipts Report based on the criteria they input on the PO Receipts Report screen.

16.7

PO Management

The user will have access to all actions listed below (16.7.1- 16.7.7) including search, inquire, add a detailed or summary PO, copy, delete, edit, print, close and view notes for purchase orders. Receipt of product from a purchase order can be entered and inquired as well.

16.7.1

PO Add

The user can add new detailed or summary purchase orders using the Add Detailed PO or Add Summary PO button. These buttons will not be visible on the PO Management screen if deselected.

16.7.2

PO Copy

The user can create a PO using the Copy feature in the Action menu. Action will not be visible in Action menu if deselected.

16.7.3

PO Edit

The user can delete a PO using the Delete feature in the Action menu. Action will not be visible in Action menu if deselected.

16.7.4

PO Inquiry

The user can use the inquire hyperlink on the PO number to access purchase order details. If this is deselected user will see the hyperlink but no information will display in the Purchase Order- Inquiry screen.

16.7.5

Receipt Inquiry

The user will have access to inquire on the purchase order receipt using the PO Receipt feature in the Action menu in the PO Management screen or in the Purchase Order- Inquiry screen using the View PO Receipts button.

16.7.6

Add Receipt

The user can add receipt of purchase order products using the PO Receipt feature in the Action menu. Action will not be visible in Action menu if deselected.

16.7.7

PO Print

The user can print a PO using the Print feature in the Action menu. Action will not be visible in Action menu if deselected.

17.0

Queries

Queries include Budget Query and Drill Down Query. Refer to the Queries module for more information.

17.1

Drill Down Query

The user will have access to query details regarding five (5) tabs) Vendor, Requisitions, PO’s, Invoice and Cheques, based on the information provided in the search criteria on the Drill Down Query screen. Printing this information will also be available.

17.2

Budget Query

The user will have access to search and inquire any budget information that displays based on the search criteria provided on the Budget Query screen.

17.2.1

Allow Drill Down to Employee Pay

In budget query, when detailed payroll data has been imported, the user will have the ability to drill down into an employee’s full (earnings and deduction) payroll information for that pay period.

18.0

Requisition

This contains the ability to set up and maintain requisitions. Refer to the Requisition module for more information.

18.1

Requisition Delegates

The user will have access to create a new delegate, modify or delete a delegate as well as see their delegates and their delegators.

18.2

Shopping Cart

The user will have access to search, inquire and select items. The user will be able to use the Shopping Catalogue, add a Miscellaneous Requisition, place items in their Cart and Checkout, which creates a requisition. (Note: The Checkout option will not be available if the Req Add (18.4.1) option under Requisition Management (18.4) is deselected. This module will not display in the menu if deselected.

18.3

Requisition Review

The user will have access to modify a G/L, send a requisition for approval, print, create a note, view requisition history and notes. The user can also review the requisition to approve or reject it. (Note: User needs to have Requisition Approver user type access to approve or reject requisitions. The Requisition Review screen will not display any requisitions in the grid without the correct access).

18.3.1

Modify GL in Req Review

The user will have access to modify a G/L account in a requisition that requires review using the Modify G/L feature in the Action menu. Action will not be visible in Action menu if deselected.

18.4

Requisition Management

The user will have access to all actions listed below (18.4.1-18.4.7) including search, inquire, create requisition, edit, print, copy, view requisition history and notes. Clearing an over budget flag for a requisition can also be processed by a user in the Requisition Management screen.

18.4.1

Requisition Add

This allows the user to Checkout in the Shopping Cart screen, which then creates a requisition. If this is deselected all steps in the Shopping Cart screen will be available to complete until the user reaches Checkout and will be brought back to the Dashboard screen.

18.4.2

Requisition Cancel

The user can cancel a requisition using the Cancel feature in the Action menu. Action will not be visible in Action menu if deselected.

18.4.3

Requisition Copy

The user can create a new a requisition using the Copy feature in the Action menu. Action will not be visible in Action menu if deselected.

18.4.4

Requisition Edit

The user can modify a requisition using the Modify feature in the Action menu. Action will not be visible in Action menu if deselected.

18.4.5

Requisition Inquiry

The user can use the inquire hyperlink on the requisition number to access requisition details. If this is deselected user will see the hyperlink but no information will display in the Requisition Inquiry screen.

18.4.6

Requisition Clear O/B

The user can clear an over budget flag that is displayed on a requisition using the Clear O/B feature in the Action menu. Action will not be visible in Action menu if deselected.

18.4.7

Requisition Mail to Buyer

19.0

Security

The Security section provides the functions required to define roles, user groups, and individual users, and grant each the necessary permissions (menus, G/L security, etc.) to perform their job functions.   Refer to the Security module for more information.

19.1

User Group Management

The user will have access to all actions listed below (19.1.1- 19.1.2) including search, inquire, edit and deactivate/reactivate a user group.

19.1.1

User Group Edit

The user can modify a user group using the Modify feature in the Action menu. Action will not be visible in Action menu if deselected.

19.1.2

User Group Deactivate/Reactivate

The user can activate or deactivate a user group using either the Deactivate or Activate feature in the Action menu. Action will not be visible in Action menu if deselected.

19.2

System Maintenance

The user will have access to place the system into system maintenance mode, where by only those listed in the grid on the System Maintenance Management screen will have access until the system is no longer in maintenance mode and the Maintenance Mode button is turned OFF.

19.3

System Maintenance Sign-In

Currently this screen bring the user to Dashboard.

19.4

Role Management

The user will have access to all actions listed below (19.4.1- 19.4.5) including search, inquire, add, edit, deactivate/reactivate, copy and delete a role.

19.4.1

Role Add

The user can create a new role using the Add Role button. This button will not be available to select in the Role Management screen if deselected.

19.4.2

Role Copy

The user can create a new role using the Copy feature in the Action menu. Action will not be visible in Action menu if deselected.

19.4.3

Role Delete

The user can delete a role using the Delete feature in the Action menu. Action will not be visible in Action menu if deselected.

19.4.4

Role Edit

The user can modify a role using the Modify feature in the Action menu. Action will not be visible in Action menu if deselected.

19.4.5

Role Deactivate/Reactivate

The user can activate or deactivate a role using either the Activate or Deactivate features in the Action menu. Action will not be visible in Action menu if deselected.

19.5

User Management

The user will have access to all actions listed below (19.5.1- 19.5.3) including search, inquire, edit, deactivate/reactivate, sign in as another user and sign selected users out.

19.5.1

User Edit

The user can modify a role using the Modify feature in the Action menu. Action will not be visible in Action menu if deselected.

19.5.2

User Deactivate/Reactivate

The user can activate or deactivate a user using either the Activate or Deactivate features in the Action menu. Action will not be visible in Action menu if deselected.

19.5.3

Sign In as a Different User

The user can sign in as a different user using the Sign In As feature in the Action menu. Action will not be visible in Action menu if deselected.

19.6

User Reports

The user will have access to generate User Reports based on the selected report option and user group in the User Reports screen.

20.0

Settings

The Settings section enables the user to configure and maintain the K212 Financial system. Refer to the Settings module for more information.

20.1

Accounting

The user will have access to eight (8) tabs including Accounting, G/L Account, Alias Format, Bank Codes, Currency Subscriptions, ForEx Rate, Invoice Type and Bank Tap Specification. The Accounting tab contains options for Board Specific setting and Account Payable relating to fiscal year and period displaying in the application. Minimum amounts for cheques, days for invoice payment and discount G/L account numbers. All other tabs are used to add, edit or delete formats for G/L’s, Alias, bank code numbers for accounts, types of currency, foreign exchange rate, types of invoices and specific bank tape formatting.

20.2

Account Receivable

The user will have access to four (4) tabs including A/R Master, Account Type, Revenue Code and Revenue Category. These tabs are related to accounts receivable parameters and defaults as well as code and type settings including G/L accounts.

20.3

Banking

The user will have access to all banking settings that are used with the board and all applicable information.

20.4

Email and Fax

The user will have access to select any auto-generated emails that will be sent out as well as the email address for the auto-notification. The user will also have access to general fax information and all local fax numbers.

20.5

Integration

The user will have access to set up payroll and work management integration information regarding where any integration will come from including software ID and Web Service URL’s etc.

20.6

Purchasing

The user will have access to seven (7) tabs including PO Change Approval, Purchasing System, Requisition Master, PO Default, Requisition Number, Requisition Auto-Approval, and Requisition Approval Levels. These tabs are used to set parameters on what levels of access and approvals employees have to the system and their purchasing limitations surrounding requisitions and purchase orders.

20.7

Tax

The user will have access to set up, edit or delete any tax setting within this submodule. These tax settings will be displayed throughout the application where tax options are available. (i.e. selecting the tax discount on items to purchase).

20.8

Vendors

The user will have access to set up, edit and delete vendor security codes and type codes. These options will be displayed throughout the application when vendor information is displayed.

20.9

Year End

The user will have access to setup or edit the surplus/deficit account to which any open PO’s will move to when a final year end run is being processed. The option of carrying forward commitments and pre-commitments can also be selected here.

20.10

Board

The user will have access to information regarding their board including (but not limited to) Name, Address, Contact, Email, Phone, Logo image and any announcement information wanting to be displayed on the Dashboard.

20.11

DB Import/Export

The user will have access to import all the options listed below (20.11.1-20.11.14). The user will also be able to select a data type and create, modify or delete a setting in the selected data type.

20.11.1

A/R Account Import

The user will have access to create, modify or delete a setting related to the A/R Account Import data type. This option will not display in the Data Type drop-down menu if deselected.

20.11.2

A/R Invoice Import

The user will have access to create, modify or delete a setting related to the A/R Invoice Import data type. This option will not display in the Data Type drop-down menu if deselected.

20.11.3

Cheque Export

The user will have access to create, modify or delete a setting related to the Cheque Export data type. This option will not display in the Data Type drop-down menu if deselected.

20.11.4

G/L Account Dictionary Import/Export

The user will have access to create, modify or delete a setting related to the G/L Account Dictionary Import/Export data type. This option will not display in the Data Type drop-down menu if deselected.

20.11.5

G/L Alias Dictionary Import/Export

The user will have access to create, modify or delete a setting related to the G/L Alias Dictionary Import/Export data type. This option will not display in the Data Type drop-down menu if deselected.

20.11.6

G/L Export

The user will have access to create, modify or delete a setting related to the G/L Export data type. This option will not display in the Data Type drop-down menu if deselected.

20.11.7

G/L Import

The user will have access to create, modify or delete a setting related to the G/L Import data type. This option will not display in the Data Type drop-down menu if deselected.

20.11.8

Invoice Import

The user will have access to create, modify or delete a setting related to the Invoice Import data type. This option will not display in the Data Type drop-down menu if deselected.

20.11.9

Journal Entry Export

The user will have access to create, modify or delete a setting related to the Journal Entry Export data type. This option will not display in the Data Type drop-down menu if deselected.

20.11.10

Payroll Import

The user will have access to create, modify or delete a setting related to the Payroll Import data type. This option will not display in the Data Type drop-down menu if deselected.

20.11.12

Purchase Order Summary Import

The user will have access to create, modify or delete a setting related to the PO Summary Import data type. This option will not display in the Data Type drop-down menu if deselected.

20.11.13

Stock Import/Export

The user will have access to create, modify or delete a setting related to the Stock Import/export data type. This option will not display in the Data Type drop-down menu if deselected.

20.11.14

Vendor Import/Export

The user will have access to create, modify or delete a setting related to the Vendor Import/export data type. This option will not display in the Data Type drop-down menu if deselected.

20.12

System

The user will have access to overall system settings including internal and external email sender email addresses, licenses and configuration settings related to the application.

20.13

Tangible Capital Assets

The user will have access to create, edit or delete (only without dependencies will this option be available),an asset class in the Asset Class tab, Add, edit or delete Ministry Asset Types in the Ministry Asset Types tab and Edit the G/L alias that contains the TCA Code in the General Parameters tab.

21.0

Stock

This section provides the ability to set up and maintain a catalogue of frequently ordered goods.   Refer to the Stock module for more information.

21.1

Stock Management

The user will have access to all actions listed below (21.1.1-21.1.3) including search, inquire, create stock, edit, print, activate/deactivate and delete stock.

21.1.1

Stock Add

The user can add new stock using the Create New Stock button. The button will not be visible on the Stock Management screen if deselected.

21.1.2

Stock Edit

The user can edit stock using the Modify feature in the Action menu. Action will not be visible in Action menu if deselected.

21.1.3

Stock Delete

The user can delete stock using the Delete feature in the Action menu. Action will not be visible in Action menu if deselected.

21.2

Reassign Group Codes

The user will have access to reassign group codes from one group code to another.

21.3

Purchase History

The user will have access to generate a Purchase History report based on the criteria they input on the Purchase History screen.

21.4

Stock Product Catalogue

The user will have access to generate a report of the stock product catalogue based on the criteria they input on the Stock Product Catalogue screen.

21.5

Stock Report

The user will have access to generate a Stock Report based on the criteria they input on the Stock Report screen.

22.0

Tools

The Tools menu provides access into Custom Module Management, Form Report Management and Payroll G/L Mass Synchronization. Refer to the Tools module for more information.

22.1

Custom Module Management

The user will have access to add new modules and submodules to the menu pane.

22.2

Payroll G/L Mass Synchronization

The user will be able to specify G/L accounts to be synchronized with an integrated payroll system.

22.3

Form Report Management

The user will have access to add a new form template, as well as delete, modify and set a report template as a default.

23.0

Vendor

The Vendor module provides the functions required to set up and maintain vendors. Refer to the Vendor module for more information.

23.1

Vendor Management

The user will have access to all actions listed below (23.1.1-21.1.5) including search, inquire, add, edit, print, activate/deactivate and delete vendors.

23.1.1

Vendor Employee Integration

23.1.2

Vendor Delete

The user can delete a vendor using the Delete feature in the Action menu. Action will not be visible in Action menu if deselected.

23.1.3

Vendor Inquiry

The user can use the inquire hyperlink on the vendor number to access vendor details. If this is deselected user will see the hyperlink but no information will display in the Vendor Inquiry screen.

23.1.3.1

See Vendor Financial Info

The user will have access to view past fiscal years financial information.

23.1.3.2

See Vendor Banking Info

The user will have access to view the Banking Information including EFT Payment option, bank, transit and account number. Banking Information will not be visible if deselected.

23.1.3.3

See Vendor Email Address

The Email Address field will be available to view. If this is deselected, the Email Address field will not be visible.

23.1.3.4

See Vendor Webpage Address

The Website field will be available to view. If this is deselected the field will not be visible.

23.1.3.5

See Internal Note

The Internal Note field will be available to view. If this is deselected the field will not be visible.

23.1.4

Vendor Add

The user can add a new vendor using the Create New Vendor button. The button will not be visible on the Vendor Management screen if deselected.

23.1.4.1

See Vendor Financial Info

This does not change in Vendor Add.

23.1.4.2

See Vendor Banking Info

The user will have access to add bank info in the Banking Information tab including, EFT Payment option, bank, transit and account number. This tab will not display if deselected.

23.1.4.3

See Vendor Email Address

Under the Accounting Information tab, in the Preferred Payment Notification section the Email radio button will be available to select and the Email Address field can be entered. If this is deselected, in the Preferred Payment Notification section, the Email radio button will be unavailable and the Email Address field will not be visible.

23.1.4.4

See Vendor Webpage Address

Under the Accounting Information tab, the Website field will be available to enter. If this is deselected the field will not be visible.

23.1.4.5

Internal Notes Field Enabled For Data Input

Under the Purchasing Information tab, the Internal Note field will be available to enter. If this is deselected the field will not be visible.

23.1.5

Vendor Edit

The user can edit a vendor using the Modify feature in the Action menu. Action will not be visible in Action menu if deselected.

23.1.5.1

See Vendor Financial Info

This does not change in Vendor Edit.

23.1.5.2

See Vendor Banking Info

The user will have access to modify bank info in the Banking Information tab including, EFT Payment option, bank, transit and account number. This tab will not display if deselected.

23.1.5.3

See Vendor Email Address

Under the Accounting Information tab, in the Preferred Payment Notification section the Email radio button will be available to select and the Email Address field can be edited. If this is deselected, in the Preferred Payment Notification section, the Email radio button will be unavailable and the Email Address field will not be visible.

23.1.5.4

See Vendor Webpage Address

Under the Accounting Information tab, the Website field will be available to enter. If this is deselected the field will not be visible.

23.1.5.5

Internal Notes Field Enabled For Editing

Under the Purchasing Information tab, the Internal Note field will be available to enter. If this is deselected the field will not be visible.

23.1.6

Multiple Vendors

The user will have access to change, delete, deactivate or reactivate multiple vendors in the Multiple Vendors Management screen. 

23.1.7

Vendor Reports

The user will have access to generate Vendor Reports (Analysis, Payments, Name/Address, Aging) based on the criteria they input on the Vendor Reports screen.