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. 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).

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. 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. 

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. It is recommended to always include the Date at the beginning of your attachment description.

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 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.

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

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.

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

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.

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, 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.