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TRANSCRIPT
PROCEDURES MANUAL FOR PROCESSING REPORTS FOR
GRANT AND CONTRACT PROJECTS
By: Debbie Linthicum Director, Grants and Contracts Cal Poly Pomona Foundation, Inc.
August 2016
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Foundation Financial Services has an accounting system called One Solution where you can have access to current balances of your grant and contract account(s) at any time. A copy of the user manual can be found on our website: http://www.foundation.cpp.edu/grants-contracts/. In order to process reports from this system, you will need to download a program called Terminal Services. There is a step-by-step video on how to download this program via the weblink below: http://www.foundation.cpp.edu/content/media/f/onesolution/OneSolTermServHowTo.mp4. This process has to be done only once. After you have downloaded this program, you can process your reports. If you have any questions with regards to the Terminal Services program download, please contract Joe Bustamante at 909 869-3056 and he will be happy to assist you. Your user name for this system is your email address before @cpp.edu. The temporary password is IF@S123. Please be sure to change this password to a permanent one after you log into the system for the first time.
If you have any problems with accessing the system, please contact Debbie Chavez at [email protected] and she can reset it for you. If you have not used this system for three months, your password will need to be reset.
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How to Process Reports After you have logged in, your screen should look similar to this:
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To Process a Monthly Budget Report, open the Grants and Contracts Tab click on the Budget to Actual Expenditure Report Selection:
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Your screen should look like this:
Under the “Enter the value for Project Number”, enter your grant account number. Or if you have more than one grant project, you can leave this field alone and all of your grant projects will print. In the bottom right corner, press Submit and your monthly report will process. Just a word of caution for the last report, do not cross fiscal years (July 1-June 30) when you enter the dates.
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To print the report, go to the paper icon, and choose Print
If you are having problems printing using this method, you can press on the PDF button to the right of the paper icon and print out an Adobe version of the report.
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To process the report with the expenditure detail, choose the second report, “Expenditure Detail Report”
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Under “Enter the value for Project” enter your grant account number and press the Submit button. If you have more than one grant project, you can also leave this field alone and all of your grant projects will print. Just a word of caution for the last report, do not cross fiscal years (July 1-June 30) when you enter the dates.
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Example of how the fields should be completed:
Follow the same process to print out the report to the printer.
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If the account has outstanding purchase order forms, you can process a report which will give you the detail of these expenditures by processing an “Outstanding Purchase Orders Request Report.”
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Under the “Enter the Project” area below, enter your grant number and press Submit.
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Example of how the fields should be completed:
Follow the same process to print out the report to the printer.
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If you need to see detail of expenditures for multiple months at once, you can process a “Total Expenditure Detail Report”.
Under the “Enter the Start Date:” section, please indicate the first month in which to process the report. Under the “Enter the Report Date:” section, please indicate the last month in which to process the report. Enter the “Enter the Value for the Project:”, enter your grant account number and press the Submit button.
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Example of how the fields should be completed:
Follow the same process to print out the report to the printer. Just a word of caution for the last report, do not cross fiscal years (July 1-June 30) when you enter the dates. The report will not process correctly. For instance, do not enter a start date of July 1, 2008 and an ending date of June 30, 2010. The information will not be accurate.
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As a general comment, if you have more than one active grant account, if you wish to print out all your reports at once, in the “Enter the Value for Project Number:”
field, instead of entering your project number, enter a * which is called a wildcard
and all your projects will print at once. For instance, to Process a Monthly Budget Report, click on the Budget to Actual Expenditure Report:
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Under the “Enter the value for Project Number”, enter a * instead of your grant number as follows:
In the bottom right corner, press Submit and your monthly reports for all your active grant projects will process at once.
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If you wish to export reports to an Excel file, in the Enter Y for Excel output option, indicate a Y for all reports and press Submit:
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After the report has processed, press the Paperclip in the top left corner of the screen then press Open when prompted.
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To Process a Monthly Budget Report where the budget categories are summarized, open the Grants and Contracts Tab click on the Budget to Actual Expenditure Report Summary (BAER) Selection:
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Your screen should look like this:
Under the “Enter the Start Date:” section, please indicate the first month in which to process the report. Under the “Enter the Report Date:” section, please indicate the last month in which to process the report. Push “Submit”.
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