Transaction Processing TP Global Concepts

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Transaction Processing (TP)Global Concepts

• Damon Dorsey
• FMS Training Coordinator
• Indiana University

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What Does Transaction Processing Do?
Transaction Processing

• Allows users to create transactions and performs
  edit checks before transactions are routed for
  approval.
• Handles routing and approval for transactions
  through an application-specific In-Box. Sends
  fully approved financial transactions to the
  General Ledger.
• Allows read-only access to all transactions via
  Document Search.

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Creating Transactions

• Most TP transactions can be initiated by anyone.
• A wide variety of transactions, divided into
  Document Groups, exist to accomplish specific
  tasks.
• Edit checks exist at a global levelDoes the
  account number youre using exist? and at a
  transaction-specific levelCan you use this
  type of account on a Budget Adjustment
  transaction?

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Routing and Approval

• After initiation TP electronically routes the
  transaction to the proper approvers.
• The path of approval can be influenced by the
  type of transaction (a Cash Receipt may route
  differently than a Budget Adjustment) and the
  information entered into the transaction (if I
  use a grant account the document will route for
  special approval).
• Routing can be highly customized. Delegates may
  be assigned for approvals based on account
  information and additional approvers can be added
  at an Organization level.
• TP users customize routing within the application
  using Chart of Accounts Maintenance documents.

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Example Financial Document Routing
Financial Documents can go through 3 levels of
routing.

• Level One Account Level (Fiscal Officer)All
  accounts used on the document are identified and
  it routes to a designated approver (at IU we call
  this person a Fiscal Officer) for each of those
  accounts. Fiscal Officers can delegate approval
  authority to other users based on document type
  and dollar amount. All approvals at this level
  must happen before the document moves forward.

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Example Financial Document Routing

• Level Two Organization RoutingEvery account
  belongs to an organization and optional routing
  can be established by each organization based on
  document type and dollar amount.
• Example The Dean of Biology wants a chance to
  approve every Budget Adjustment document over
  1,000 that involves a Biology account.
• All approvals at this level must happen before
  the document moves forward.

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Example Financial Document Routing

• Level Three Special RoutingSome documents
  will require special administrative approvals
  based on the type of document, the accounts being
  used, or other attributes of the transaction.
• Examples
• Budget Adjustment documents must be approved by
  the University Budget Office.
• Disbursement Vouchers for travel must be
  approved by Travel Management.
• A transaction using a grant account must be
  approved by Contract Grant Administration.

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Document Search

• Users can search for and view any transaction
  regardless of whether it has been approved,
  disapproved or is pending approval.
• Routing can be tracked through Document Search.
• Existing documents can be used as templates for
  new documents.

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Demonstration Overview

• Document Creation
• Distribution of Income/Expense document
• Disbursement Voucher document
• Document Search
• Search criteria
• Check document routing
• Using the In-Box
• Approvals and other workflow actions