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Requests can be made to the Finance Systems Office by emailing [email protected] or by submitting a Change Request. Permissions may be required from Department Director(s), Accounting, Procurement, or others.
Users must be set up in Active Directory by the I.S. department before being granted access. (If you have a spotsylvania.va.us email then you have been set up in Active Directory)
Access the Production system using the following link: https://SCONEJOB.SPOTSYLVANIA.VA.US/Production; then log in using a username of spotsy\flast where f is your first initial and last is your last name. So John Smith would use the username spotsy\JSmith
Your password is the same as your Windows/Outlook password.
The Test environment can be accessed here: https://sconetestjob.spotsylvania.va.us/Test
Yes, all user manuals can be found at http://www.spotsylvania.va.us/finance-enterprise or directly here.
Yes, you can create a new folder that will automatically route all system emails into that separate folder. For information on how to create a separate folder please see the user guide at http://www.spotsylvania.va.us/finance-enterprise
There is a PO Security code for Purchase Orders and an AP Security Code for Invoices. These security codes represent a department or division. It also drives approvals and limits users to view only information for that particular department or division.
There is also a PE Security Code for Vendors. Most users will only see INTERNAL(For Bill to and Ship To on an PO), EMPLOYEE(For Reimbursement Requests), and VENDORS(If they are Active).
Every screen in Finance Enterprise has a screen mask that represents the module/folder that it is located in. You can type these masks in the search, press enter, and be taken directly to the page.
To see all the modules/folders/screen you have access to you can click on the Main Menu from any workspace.
PO represents that Purchase Order Module
UP Represents a folder of screens that will Update items
PR represents Purchase Requests
AP Represents the Accounts Payable Module
OH represents the Open Hold folder
IN represents the Invoice Processing folder
IN represents the Invoice Entry screen.
Yes, most entry screen will have an “Export to Excel” option on the left. Note: You are required to use search criteria to narrow down the record list before exporting.
You can also export GL transaction entries from GLIQ.
Any Cognos Report can be ran to excel and will match the formatting of the report, or the Excel Data can be exported which will ignore all formatting, include hidden items used to create the report, but will not include Sub-Report items. To Run to Excel, simply click the Play button on top, and select Run to Excel.
All fields noted with an * are required, the record will not save unless all of these fields are completed. Additionally, finance has selected some additional fields that will be required. These do not have the * but an error will display if the data is not entered, for example the description field. It is recommended to save the top portion of your record before entering items to check for any errors.
When adding an attachment to a record a description must be entered before the attachment can be submitted. Once the file is selected and the description is entered, the button should un-grey and be able to be selected. It is recommended to always include the Date at the beginning of your attachment description.
Yes, when in grid mode select the checkbox dropdown located in the first column. This will display all available display options. Once you have selected what you would like, click somewhere else on the screen to have the changes applied. If you select the button on the bottom, the system will revert to the original display. Your display preferences for the grid mode will be saved every time you change which columns you wish to see.
Yes, when entering an account you can use to the “Lookup Account” option. To see only objects associated with a particular key you can search by the key number or lookup the key number. Then only the objects associated with that key will display. You can also search for objects in this lookup.
This means that the key and object you have selected are not associated and therefore that account does not exist. If you need this account, you will need to complete the Account Request Form located at http://www.spotsylvania.va.us/finance-enterprise or contact the accounting office.
You can view all your submitted jobs by going to the Finance Job Output (SYUTFO) screen and enter your search criteria. Available search criteria include start and end date, job number, user Id, and/or description.
Yes, so long as you enter all required data, you can save the record but not approve it. If you don’t approve the record, it will remain in your Pending Tasks and you can access it and complete it at a later time then approve it to start the approval process.