Attaching Documents to Journals - PS Financials

Overview

Guidelines for when to attach documentation to departmental journals:

As a general rule, supporting documentation should be attached when a journal cannot stand on its own in terms of justification, and or to assist approvers evaluate the appropriateness of the transaction.  



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IDTs Requiring PAASFC Approval

ATTACHMENTS REQUIRED

Such as:
  • Documentation to justify an expense transfers against grant projects where the IDT is routed through the PeopleSoft workflow for PAASFC approval must be submitted through the PeopleSoft attachments functionality. 
  • Such transactions must meet the Post Award Cost Transfer Guidelines at:  http://nau.edu/postaward/policies/Cost-Transfer-Guidelines/ .


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Non-Grant IDT's

ATTACHMENTS GENERALLY NOT NEEDED

Such as:
  •  Reversing and correcting journals referencing original journals or sub system documents (e.g. Expense Report or Voucher).
  •  P-card transfers between accounts within the same department or project (e.g., travel transfers to appropriate travel accounts)
  •  P-card transfers between departments where p-card charges are being allocated from a central p-card department.
  •  Service center IST journals referencing service request information

ATTACHMENTS ARE RECOMMENDED

Such as: 

  • P-card or other expense transfers to an outside department  (e.g., Biology to Engineering)


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Header Page Attachment Processing

Attachments can be added to journals at any point prior to the journal being posted.  Because attachments are only REQUIRED for journals requiring PAASFC approval, it is best to submit the journal for approval first to verify that PAASFC (Post Award) is included in the approval routing.  After submitting for approval, review the approvals page to determine if the journal requires PAASFC approval.

  GLJE-Attachments.01

 Go to the Header or Lines page and select the Attachments button at the top right hand corner of the page. Note: you must first have a Journal ID before you can add an attachment.

  GLJE-Attachments.06-2013.05.01

  • If prompted for credentials enter your normal NAU login and password.
Web Browser Information
  • Firefox users may see a screen like this if they are not using Firefox 17 ESR.  The ESR versions of Firefox are the once-per-year update cycle. Firefox 17 ESR is the version partially supported by ITS, and is the version supported within OnBase. 

 GLJE-Attachments.07-2013.05.01

  • Internet Explorer, version 8 on Windows XP and version 9 on Windows 7 are fully supported.
  • For additional information regarding web browsers supported by OnBase, as well as installation instructions, see the Web Browsers Supported by OnBase document.
  • Depending on your web browser settings, you could encounter one of the following at first attempt:  Pop-Up Blocker, Login Problem:

Pop-Up Blocker

When you click the Attachments button you could see a web-browser warning asking about allowing a pop-up window or adding a web address to your browser settings.

Two examples are shown here:

GLJE-Attachments.08-2013.05.01

For the TEST side of OnBase you could see a box like the above, but the address would show as “paperbark.nau.froot.nau.edu” – that needs to be allowed, too.

You can allow the pop-up windows for these by choosing Options for this site, drop down, and selecting to Always Allow.

Once the above are set to be always allowed through, you should not see them again and just be passed straight through to OnBase to view or upload associated files.

Login Problem

After getting beyond the above pop-up-block warning, you may be prompted to enter your NAU credentials and/or possibly see an error logging into OnBase.

If you do encounter this, close the web browser window for OnBase indicating log-in problem.  Try again to access OnBase.  If pop-up warnings appear again, please be sure to “always allow” and try again.  On occasion, you may need to sign out from PeopleSoft and close web browser windows and try again.

  • The very first time you successfully login to OnBase you will need to accept the Licensing Agreement, EULA.
GLJE-Attachments.09-2013.05.01
  •  After scrolling down the Agreement to bottom, click to accept and then click Continue button…

 GLJE-Attachments.10-2013.05.01

After the first OnBase login users should automatically land in the OnBase Viewer Window:

  • Click the green-arrow near the top of screen to upload/import your supporting documents.
  • No folders found, shown in upper left, means there are no documents yet uploaded.
GLJE-Attachments.11-2013.05.01

After clicking the upload icon you will receive a screen similar to the one shown below, with your own Journal ID automatically entered in the Journal ID field.

NOTE:  If the word “NEXT” shows in Journal ID you need to close this window and process your PeopleSoft Journal to get a valid ID number before uploading.  See next page for a screen-shot & info.

  •  Click the Browse button in upper left to browse for the file you will upload as supporting documentation.
  • Make sure that the Document Type selected shows “FAS – Journal/IDT Documentation” and let the File Type automatically select for you.
  • In the screen shot below you will see that a Cost Transfer Justification.pdf file is selected, and the file type automatically set to a PDF.  This is just an example for the screen-shot, the file can be whatever you need to attach to the Journal as your own documentation, selected from a location you typically scan or save to.
  • If you have your right file selected and the Journal ID is correct, click the green arrow at the bottom left to import the file.
GLJE-Attachments.12-2013.05.01

NOTE:  If you have a Journal ID showing as NEXT, as shown below, it indicates that the Journal Add/Create did not complete in PeopleSoft Financials yet in order to receive a valid Journal ID number:

GLJE-Attachments.13-2013.05.01
  •  Please close the OnBase Viewer Window and process the Journal until an ID number is generated, and then perform the Upload/Import of attachments.
  •  When the import finishes, a note in the upper left will indicate the Import Succeeded as shown here.  If you have more documents, proceed as above until finished:
GLJE-Attachments.14-2013.05.01

When all finished, you can click the upper right corner to exit the OnBase window and return back to PeopleSoft Financials Journal page, OR if you want to verify the imported documents you can:

  • Click the folder icon in the upper left of the OnBase Viewer window:
GLJE-Attachments.15-2013.05.01
  •  Or you can verify the uploaded documents by clicking the “Attachments” button back in the PeopleSoft Financials Journal Header or Lines page – this is possible at any time following your successful uploads.
  • After clicking the folder icon in the OnBase Viewer window or the Attachments button in Journal page, you should be back in the OnBase Viewer window and see one more lines in the left to select from – if there is just one document, as below, it will automatically show in the preview pane.
  • Word and Excel files may prompt you to open or download, depending on your web browser settings.
GLJE-Attachments.16-2013.05.01

 When multiple documents have been uploaded for a Journal ID it will look like this – note the middle left pane with 6 lines representing 6 documents.  Additionally, this screen shot shows how an Excel file will prompt to open or download:

GLJE-Attachments.17-2013.05.01

When finished verifying the uploaded document(s), close the window in upper right with the ‘X’ to return to PeopleSoft Financials Journal page.

 NOTE:

1. At this time, users are unable to delete/remove attachments once they’re uploaded to OnBase

        a)If you need to delete a journal, you will need to add the attachments to the new journal

        b)If you inadvertently add attachments to an incorrect journal ID, contact ASK-FAS@nau.edu to have the attachments removed. You will need to add the attachments to the correct journal ID

2. The ‘Help’ feature within OnBase is not currently available

3. The ‘old’ Attachments link (bottom left hand corner of the page) has been renamed to View Attachments Uploaded in PeopleSoft.  The upload functionality of this link has been disabled.  If you are reviewing old journals that don’t have attachments, the link will be disabled               and the number zero will show after the label; an old journal with attachments will indicate the number of attachments (the link will be live and attachments viewable):

 GLJE-Attachments.18-2013.05.01



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Questions & Answers:

Why is my IDT being routed to PAASFC for approval?

If the IDT falls under the following criteria it is considered a High Risk and therefore needs PAASFC review and approval before it is processed.

  • Expense transfer greater than $1,000
  • Any expense transferred from funds outside of 3000, 3100, 3700, 3800 & 3900
  • All supplies and Materials Accounts (730*)  with exception of 730220 & 730240

What documents do I need to provide to PAASFC to ensure IDT approval?

  • A copy of the invoice(s) or travel document(s)
  • Justification that addresses the questions below. Cost Transfer Justification Form must be completed. 
  • How did the error occur?
    • What is the benefit of moving this expense to the debit or transfer to project id?
      • Note:  Because the current audit environment targets expense transfers to a  project id.  Be specific, to simply state, “moving expense/supplies” is not acceptable.  When moving several items, name 2 or 3 of the major items being transferred.
    • What is being done to prevent this type of expense transfer in the future?
    • Why is the expense being moved so late?
      • If the transaction is over 90 days from the date the expense originally posted to the ledger, address the untimeliness.

My IDT is not considered High Risk, what documentation should I retain in my department?

The same documentation (see “What documents do I need to provide to PAASFC to ensure IDT approval”) is required for all IDT’s on any sponsored project.

PAASFC conducts post-transaction audits to ensure that departments are maintaining the required supporting documentation for all IDT’s on sponsored projects.


Where can I find more information regarding Cost Transfers on Sponsored Projects?

PAASFC has provided a Cost Transfer Guidelines under Policies on our website www.nau.edu/postaward

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Training & Documentation


This section provides "How-To" guides than enable you to search for and view summary and detail information such as Departmental Journal Overviews, IDT and IST Journal Transactions, Journal and Ledger Inquiries. Also provided are guides for Journal Creation and the Approval Processes. 


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