Show All Answers

1. How do I request access to the system?

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)

2. How do I log in?

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

3. Are there user manuals to walk me through how to enter something into the system?

Yes, all user manuals can be found at http://www.spotsylvania.va.us/finance-enterprise or directly here.

4. My workspace is blank and says “Workspace Loading” but nothing is happening, what do I do?

Use the refresh button in your browser to reload the page or right click in the page and select reload.

5. I’m receiving too many emails from the system, is there a way to keep the emails from overcrowding my inbox?

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 

6. What is a Security Code?

There is a PO Security code for Purchase Orders and an AP Security Code for Invoices. 

Security Codes represent departments or divisions and help to determine the approval workflow. Users will only have the ability to view information that pertains to their specific security codes. 

There is also a PE Security Code for Vendors. Most users will only see VENDORS(If they are Active), INTERNAL(For Bill to and Ship To on an PO), and EMPLOYEE(For Reimbursement Requests).

7. What are Screen Masks?

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. 

For Example: 

POUPPR

PO represents that Purchase Order Module

UP Represents a folder of screens that will Update items

PR represents Purchase Requests

APOHININ

AP Represents the Accounts Payable Module

OH represents the Open Hold folder

IN represents the Invoice Processing folder

IN represents the Invoice Entry screen.

8. Can records be exported to excel?

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. 

9. What information is required to be entered?

All fields noted with an * are required, the record will not save unless all of these fields are completed. 

Some fields will automatically populate after entering data and some fields will automatically populate after saving the record.

Check the Field Help for more information. If a required field is not populated an error will be displayed. It is recommended to save the top portion of your record before entering items into the tabs below to check for any errors. 

• Purchase Request:
  • Top Portion: 
    • PR#
    • Vendor ID
    • Automatically populated but should be Reviewed:
      • Sec Cd 
      • Vendor Address
      • Remit To Address
      • Bill To ID
      • Bill To Address
      • Ship to ID
      • Ship to Address
      • PO Type
      • Pay By Amount (Checkbox)
  • Items:
    • Account Key/Object
    • Amount/Percent
    • Unit Price/Quantity (such that the Extended Amount equals the Total Amount of the accounts)
    • Item Description
• Invoice
  • Top Portion:
    • Invoice Number
    • Invoice Date
    • Vendor ID
    • Expected Payment Amount
  • Automatically populated but should be Reviewed:
    • Vendor Addr Cd
    • Payment Type
    • Early Pay Discount (if set up for Vendor)
    • Separate Check (if set up for Vendor) 
  • Extract PO Items:
    • PO#
    • Partial(or Full)
    • Extract Button
    • Hit Checkbox next to item(s) before entering amount
  • Direct Pay Items
    • Account Key/Object
    • Unit Price
    • Quantity
    • Fiscal Year (only during the start/end of a FY)
    • Description
    • Do not fill out (these will be auto populated after you save the item):
      • Discount Date (if an early pay discount is selected)
      • Due Date

10. Why is the Attach button greyed out and unable to be selected?

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. 

11. Can I modify what is displayed in grid mode?

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 anywhere on the screen other than the restore button to have the changes applied. If you click on the restore button, it will not accept your changes and default back to the original display.

12. Is there a way to see only objects that are associated with a particular key?

Yes, when you select a Key or Object Field you can click on the three dots to the right of the fields to search/select a Key or an Object. Or you can use to the “Lookup Account” option and this will only show you Keys and Objects that are associated together and populate both fields. 

From right to left, the first description is for your Key and the second for your Object.

Remember to use * as a wildcard to broaden your search.

13. I received the error “Invalid account association in fiscal year”, what does this mean?

This means that the Org Key and Object you have selected are not permissible for use together in that fiscal year. Review the code to ensure you have entered the account code correctly. If after review, the account code is correct as entered, you will need to complete the Account Request Form located at: http://www.spotsylvania.va.us/finance-enterprise or contact the Accounting Office.

Remember that we have Object for things like 'Ammunition' that would be associated with Keys for the Sheriff department but not with Keys for the HR Department. While the account department tries to create all the necessary associations when a Key is created, it is always possible some were missed or not considered.  

14. How do I view jobs that I have run in the past but no longer show up in my Workspace Job Queue?

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.

15. Can I start a record with information and then come back at a later date to complete it?

Yes, so long as you enter all required data for the portion of a record, you can save the record but not approve it. 

For example if you complete the PR# and Vendor on a purchase request and then save it will allow it. But if you enter the PR#/Vendor and just the Key for an item it will not save. You would have to delete the incomplete item and before saving just the top portion.

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.