The New Electronic Distribution Form

1
The New Electronic Distribution Form

• Tina R. Fulton
• Administrative Systems Instruction and
  Development
• GA/GL
• instructeam_at_uab.edu

2
Presentation Outline

• Current Features
• New Features
• Form Demo
• Locating Primary Recipients and their Electronic
  Distributions
• Adding Secondary Recipients
• Copying Criteria
• End-dating Criteria
• Removing End Dates
• Running Reports

3
Presentation Outline

• Additional Information
• Criteria Maintenance
• Changing Primary Recipients
• Go-live Date
• Training Dates
• Questions

4
Electronic Distributions Terminology

• Electronic Distribution
• The electronic burst of monthly account
  statements to user worklists
• Primary Recipient
• The Deliver-to Person and Award Manager for GL
  and GA Account Strings
• Secondary Recipient
• A user assigned by the Primary Recipient to
  receive an electronic distribution of Account
  Statements/Reports
• Criteria
• Account Strings for which reports are burst to
  the Primary and Secondary Recipients
• End-dated
• The state in which Electronic Distributions for a
  specific Secondary Recipient or specific Criteria
  have been terminated
• Manual Copy (or Manual End-date)
• The process by which individual criteria is added
  or end-dated by keying directly into the form

5
Current Features What Stays the Same

• Update Capability- Primary Recipients Only
• Copy Options
• Manual Copy
• Copy by Organization
• Copy All
• End-dating Options
• Manual End-date
• End Date All (specified Secondary Recipient)
• End Date All (all Secondary Recipients)
• Report Option

6
New Features

• Inquiry-Only View available
• More Reports Available
• Report Groups
• Grouping of account statements/reports that are
  related or used in conjunction with one another
• Additional Copy Option
• By Project
• Criteria Maintenance
• Copy by Org, Project, or All
• End-dates
• Viewable on-screen
• Future dates allowed
• Removable
• Report Options
• View distributions for Primary Recipients
• Available to all users

7
Locating and Adding Electronic Distributions

• Information Needed
• Primary Recipient
• Report Group
• Can Included End-dated distributions

8
Copying Criteria

• Copy Options
• By Account (Manual)
• By Organization
• By Copy All
• By Project

9
End-dating Criteria

• End-dating Options
• By Account (Manual)
• By Secondary Recipient
• By End-date All

10
Removing End-dates

• Secondary Recipients can only be added to an
  Electronic Distribution once
• Remove at least one End-Date to make updates
• Select Include End-dated Records to retrieve
• Options
• By Criteria (Manual)
• By Secondary Recipient

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Running Reports

• Options
• Recipient
• Primary-Only
• By Primary Recipient for specified Secondary
  Recipient
• By Primary Recipient for all Secondary Recipients
• Report Group
• Notifications
• Email Notification
• Personal Worklist Notification
• Link accessible only once

12
Additional Information- What will happen at
Go-live?

• Go-live date June 18th, 2007
• Secondary Recipients already in system
• Converted to new form
• Setup Type Manual
• Activate the Criteria Maintenance Feature
• End-date Manual setups
• Use Copy All, Copy by Org, or Copy by Project
  Option

13
Additional Information

• Changing Primary Recipients
• The preceding Primary Recipient will be
  end-dated, and the Secondary Recipients will be
  placed under the new Primary Recipient when the
  maintenance routines are run

14
Additional Information

• Training Opportunities
• Presentation Schedule
• Monday, June 11th and Tuesday, June 12th
• Volker Hall Room E
• 100-300 PM
• Monday, June 18th
• West Pavilion Boardroom
• 900-1100 AM
• Online Instruction
• http//www.uab.edu/adminsystems/documentation/fina
  nce/fn_document/doc_electronic_distribution.pdf
• Presentation also available
• OATRAIN

15
Additional Information

• Instructor-Led CLinics
• Every Tuesday
• AB B60 Computer Lab
• 200-330 PM
• Ask-IT
• Call Extension 6-5555
• Email askit_at_uab.edu

16
Questions?