Staff Expenses
Payment through Accounts Payable (not Payroll)
To enter staff expense payments into e5:
A small amount of staff payments or reimbursements are processed through Accounts Payable and
not through Payroll. These include insurance claims or urgent advances not requested via the prior
approval system).
1. Select E5 MainAccounts PayableExpense Ledger.
2. Double-click on Enter Expense Claim.
3. Enter the employee number or find it by using the Prompt facility.
4. Enter the Company number in the Company/Element field (101) or 103.
5. Enter the expense reference in the Reference field.
6. Enter the Date in the Date field either directly or using the Calendar prompt.
7. Enter the amount in the Claim Amount field.
8. Press [Enter].
1
You will now see the Tax tab.
9. Change the Tax (VAT) code to the correct one, if required.
10. Select Lines.
11. Enter the Description in the Description field.
12. Enter the Amount in the Net Amount field.
GL Details
13. Select the GL Details tab and enter the:

Cost Centre

Funding

Nominal codes as appropriate
14. Select Update.
A System ref number will be generated and this can be seen both at the top of the screen and in the
Message bar. Write the number on the invoice/claim document etc. The amount will now be paid in
the next Accounts Payable Staff Expenses pay run.
2
Journal Entry
Batch types / journal types are used to identify different kinds of transactions posted; and define the
details that need to be entered against a transaction. In e5 the term journal and batch are
interchangeable. The batch type defines whether the general ledger will be updated immediately
with the transaction or if this is delayed until the update process is run. The batch type will determine
the currency used on the transaction. It will also define whether authorisation is required before the
journal is posted to the GL.
Standard Batches
These batches are used for journals that are one-off movement of funds within the General ledger
accounts within the same period. The faculties / departments as before will have the ability to post
standard journals within their own departments but any journals over £10k will have to be authorised
by the accountant advising that faculty. Any journals between departments/ faculties will have to be
posted by Finance after appropriate authorisation
Standard Journal entry
This is the main Journal Entry method.
1. Select e5 MainGeneral LedgerData Entry.
2. Double-click Journal Entry – Standard Journal.
3. Type: enter or, using prompt (see page 6), select the journal batch type code – JV01 equivalent
for example is GJNL.
4. Press [Enter], any mandatory fields will display a red background. Any fields with defaults based
on the batch type will fill with the default values.
5. Journal Reference – this should be the journal reference book or another unique reference. It
needs to be unique within the period
3
6. Period is the financial accounting period.
7. Transaction Date: defaults to end of period date e.g. period 3 it would default to 31st October.
8. Balance Class: Enter the appropriate one – see list in the Appendix.
9. BTZ Element: Enter the appropriate one. Use BTZ for journals for Balance Class AB only.
10. Description: enter a description for the journal. This will be used by default for the transaction
lines; however individual line descriptions can be entered.
Expected Totals
11. Number of Transactions: enter the total number of transaction lines that will be in the batch.
12. Base Currency Debits: enter the total amount for debits. When the journals are updated this
value will be compared to the total value from all the journal debit lines. You cannot update a
batch where these values are not equal.
13. Base Currency Credits: enter the total amount for credits. When the journals are updated this
value will be compared to the total value from all the journal credit lines. You cannot update a
batch where these values are not equal.
14. Select the MCA Code in the Journal Lines.
15. MCA: Mini Chart of Accounts (Page 12). You can use this if you want. Enter the cost centre
number and hit return and it will populate the cost centre and funding letter column
16. Cost Centre Enter the cost centre number (if not using MCA) and hit return
17. Funding: Enter the appropriate Funding code (if not using MCA).
18. Nominal: Enter the Nominal Code.
19. Analysis: you can enter a code up to 11 characters here for further analysis e.g. project code if
you have a number of projects here
20. Description: this will default from the description you have entered above or you can enter a
different description for each line
21. Amount: Enter the Debit and Credit amount, note the credit amount should be entered as a
negative.
Important: if after entering Cost Centre Funding or Nominal you hit return it will validate if the
Cost centre is linked to that Funding Letter / Nominal. If it is displayed as red then it is not
linked
Important: In relation to Journal line information, there is no debit / credit button as in Integra ,
credits in e5 are denoted by a minus sign
22. Select Update.
23. Once updated successfully a message detailing journal number will display in the information bar.
4
Journal Upload
Multi-line and regular journals can be posted using the MS-Excel Add-in Journal Upload template. The
journal upload template is a spreadsheet that can automatically upload data into e5. Faculties /
departments will be given a spreadsheet in the template format for completion before being sent to
Finance for upload. The template can be saved locally, however to upload to the e5 system the
computer needs to be configured.
1. Double click the MS- Excel Journal Upload template spreadsheet.
2. Macros must be enabled for the journal upload template. To enable these, click Options on the
Security warning bar. Choose Enable Editing.
3. Click Add-Ins tab on the ribbon bar
4. Click e5 Journal and choose Session LogOn.
5. e5 User: enter your user name for e5.
6. e5 Password: enter your password for e5.
5
Journal upload template – header details
You can now enter the journal header details on the journal upload template.
7. Journal Type: enter GJNL for standard journals for example.
8. Journal Ref: Enter the Journal Reference.
9. Date: enter the appropriate date.
10. Year: is the financial accounting year. Leave as This and the journal will be uploaded to the
current period.
11. Period is the financial accounting period. Enter the correct period for posting.
12. Balance Class: Select the appropriate Balance Class for the Journal type.
13. BTZ Element: Select the appropriate BTZ Element for the Journal type. Leave blank if not
using AB Balance Class
14. Description: enter a description for the journal. This will be used by default for the transaction
lines; however individual transaction descriptions can be entered.
15. No Trans (number of transactions): enter the total number of transaction lines that will be
uploaded.
16. Base Debits: enter the total amount for debits. When the journals are validated or uploaded
this value will be compared to the total value from all the journal debit lines. You cannot upload
a journal where these values are not equal.
17. Base Credits: enter the total amount for credits. When the journals are validated or uploaded
this value will be compared to the total value from all the journal credit lines. You cannot upload
a journal where these values are not equal.
18. You do not need to enter any other header detail unless it is an accrual or Recurral journal.
6
Journal upload template – Validate
The data can be validated before it is uploaded into e5. E5 also provides an error report identifying
the reason for validation failure.
You can now enter the journal line details.
1. Cost Centre: enter the cost centre code.
2. Funding: enter the Funding code.
3. Nominal: enter the nominal code.
4. Analysis: Only enter if appropriate for this transaction.
5. Description: enter transaction line text. If left blank the description from the header will be
used.
6. Financial Value: enter the debit amount on the first line and a credit for the second, balancing
line. Please note the credit is keyed as a minus figure
7. Select e5 Journal  Journal Validate.
8. A dialog box containing the number of rows posted appears
9. Select Validate from the dialog box.
7
Journal upload template – Upload
If the validations have occurred correctly you can proceed to uploading the journal to e5.
10. Select e5 Journals Journal Upload. A dialog box containing the number of rows that will be
uploaded displays.
11. Click [Update] to update the data in e5. Messages are displayed on the status bar explaining
that the data is being uploaded.
12. The upload report will display. Batch number will be the journal number for e5.
13. When the upload has been completed successfully you must logoff your session. Click e5
Journal and choose Session Logoff.
14. Close MS-Excel and click No to saving the spreadsheet.
8
Failed Upload
Should your upload fail for whatever reason you will see the report with the error messages informing
you why the upload failed.
1. Make the appropriate amendments to the spreadsheet
2. Repeat the validation upload process above.
9
Paperclip Function
Paperclip allows the user to retrieve an electronic copy of a file in its native format such as a
Microsoft Word document or a Microsoft Excel spreadsheet.
Using Paperclip
If the Paperclip Icon is present it indicates there is/are Paperclip attached document(s) to the e5
entity, which are visible to the current user. If files are already attached to a transaction,
will be
displayed in the status bar, and click the Paperclip icon to open Paperclip or to add new paperclip
attachments.
screen.
The
button is used to close the Paperclip window and return to the transaction
10
Toolbar Options
Search Options
There are two types of search available within Paperclip.
1. The Standard Search is displayed above the list of currently attached files. Enter the search
string in the Search field and click Go.
Note: This search option will only search the attachment contents and any notes it may have
2. The second is the Advanced Search option accessed via the Advanced Search link. This allows a
more specific search area to be defined using the following check boxes.
Enter the search string in the Search field and refine the search location by ticking the boxes
listed below. Click Go to start the search.


Attachment
Notes


File Name
Username
If selected the
If selected the
documents
If selected the
If selected the
search will include Attachments
search will include any Notes added to the
search will include the File Names of documents
search will include Usernames
Note: Search strings can be used with the wild card character '*' as long as the search string
does not start with the wild card character. e.g. Invoice* is acceptable but *invoice is not.
The results of the searches are displayed under the Search field. Click the item to begin the download
process.
11
Related Documents
Any documents related to the attachment are displayed and can be accessed by clicking the link.
Folders
A folder structure will be displayed relating to the type of record being displayed by Paperclip.
The Related Documents folder displays any associated documents for the record type selected.
Note: It is not possible to attach files to the Related Documents Folders. These are
automatically populated by the application being used, eFinancials, FPM etc. Files can however
be attached to Transactions within these files.
12
Right Clicking Options
Right clicking on attachments shown with a Paperclip icon provides access to the following options
that are also available using the icons at top of the screen.

Switch View - This option can be used to move the selected folder to the top of the tree
structure. This option will only be available where more than one document is associated with
the item.

Attach File - Click

Download Document - Click
required.

Preview Document - Click

View Notes - Click
to view the notes associated with the selected transaction. These will
have been entered when the file was attached. The visibility of the attachment can be set
here as well as making the attachment distributable. See Attachments for details about
adding notes.

Delete Document - Click
to open the Attachments window.
to download the selected file. Enter the save location
to preview the attached file.
to delete the selected file form the transaction.
13
Dragging & Dropping Files
It is possible to move files between folders created by 'dragging and dropping' them where required.
When the file is selected and dragged a small window detailing the file is displayed and moves with
the file. The colour within the window changes to indicate where the file can be moved to.
A red window indicates the file can't be
dropped at the selected level / folder.
A green window indicates file can be dropped
at the selected folder / level.
14
Attachments
When you first click on
at the top of the main screen or in the status bar, it brings the screen
above. This shows was have been added to the transactions.
To add another file, Click Attach File
to display the Upload window, see below.
15
You can either type the path and filename in the Upload File field or use the Browse button. If you
want to add any Notes about the file, these must be entered before uploading. Enter these in the
area below the File field.

The visibility and distribution of attachments can be set using the Attachment Visibility drop
down menu and the Distribute check box.

Set the Attachment Visibility to Public to allow the attachment to distributed. Attachments with
this setting will be displayed with this icon
. The distribute check box is enabled with this
setting allowing the attachment to be sent to the relevant suppliers via email in the case of
procurement.

Setting the Attachment Visibility to Personal means only your user can see this attachment.
Attachments with this setting will be displayed with this icon
allow distribution.

Set the Attachment visibility to Sensitive to restrict the attachment so that it cannot be
distributed. Attachments with this setting will only be available to users who's defined role
allows them to view Sensitive attachments. Attachments with this setting will be displayed with
this icon

. The distribute check box is not available with this setting.
Attachments added via e5 only can be added with a setting of Public/Sensitive. Attachments
with this setting will be displayed with this icon

. Tick the distributed flag to
.
The [Distribute] check box controls whether the attachment can be distributed from the
Financial Management System. Attachments with this setting will be displayed with this icon
.
Click the [Upload] button and the file will be listed.
16
The following icons can be displayed next to the filenames:
The preview icon enables an attached file to be previewed and amended. If changes are
made, a new version of the file will be saved. The new version will need to be attached to the
transaction.
The notes icon enables the Notes added prior to uploading the file to be previewed.
Indicates that the entity has both files and notes attached to it. Right click and select View
Notes or click the
Notes icon in the Toolbar to view the notes.
Indicates that the attachment has been set as Public (see above).
Indicates that the attachment has been set as Personal (see above).
Indicates that the attachment added via e5 only has been set as Public/Sensitive.
Indicates that the attachment has been set as Sensitive (see above).
Indicates that the attachment is distributable.
The delete icon will be displayed if the logged on user is the user who originally attached the
file. Click to remove the attachment. The original file will not be deleted from its location.
17
Copy a journal
Copy
To save time when you have already created and posted a journal very similar to the journal you
want to create you can copy your previous journal if it is still on the journal listing. Or you could set
up a template for frequently used journals - see section on creating a template or use the Journal
Upload in previous section remembering to save the journal as a separate template.
1. Select General LedgerData Entry List Journals.
2. Journal From and To: enter the journal number range. This can be left blank to retrieve all
journals. The journal number can be found on the other details tab of the transaction enquiry.
3. Status: choose the journal status for the journal you want to copy. You cannot copy an
unprocessed journal.
4. Click OK to display a list of journals.
5. Select the journal you want to copy and select ApplicationEdit and select Copy or you could
right-click and select Copy. The journal will be displayed.
6. Complete the journal, revising text descriptions, dates, codes and values, and click Update when
complete.
7. A new journal number will be allocated.
18
Copy a Transaction Line
When entering the transaction lines on a journal and the lines are very similar you can copy the
previous line and then amend the values which are different.
To copy a transaction line:
1. Complete the header information for your journal and complete the transaction line you want to
copy.
2. In Cmd (command) column for the line you want to copy type “ and then press [Enter]. The
transaction information will be copied to the line below.
3. Change the details of the new line as required.
4. Complete the journal and click [Update].
To copy the same line more than once enter the number of times you want the line to be copied after
the quotation mark. For example, “2 will copy the line twice.
To delete a line, type D in the Cmd column and then press [Enter].
19
Accounts Payable Enquiries
Enquiries overview
There are a number of ways to enquire in Accounts Payable based on the information you possess
and the information you will need to retrieve.
Options include:
1. Supplier Transaction Enquiries.
2. Transactions by Supplier.
3. Transactions by Order.
4. Transactions by Reference.
5. Transactions by GRN.
6. Transactions by Systems ref Number.
7. Transactions by GL Account.
8. Logged Transactions Enquiries.
20
Enquiry tips
Note: the following tips can be used when using any enquiry.
View all transactions
There will be times when e5 will not return all transactions in your enquiry because the limit of 500
transactions has been exceeded. If this is the case, use the More button (purple plus) to retrieve
subsequent transactions. Each time you select the More button, a further 500 transactions with be
returned. Continue to select More until the button changes colour (grey) which denotes that all
transactions have been returned.
Enquiry tool bar
Navigate backwards/forwards one table of transactions at a time.
Go to the Refresh tool to rebuild your list. This ensures the latest transactions will display.
Use the More icon to retrieve additional transactions.
transactions are displayed.
When the icon turns grey in colour – all
Paper Clip is a function see journal entry section for more details
In Enquiry screens or when you press F4 to get bank details on the data entry screen for example,
there are four icons on the top right hand corner. There is an icon which is a circle of two arrows
with a question mark is a toggle switch. It actually comes up as code switch.
If you press this once in the data entry screen for bank details for example, it will change the sort
code column to display the name of the bank only, if you press it again it will show the bank name
plus the sort code and if you press it again it will show only the sort code.
Sorting
Select a column heading to sort it in ascending/descending order. A triangle will appear next to the
column heading to indicate the sort order. In the opposite example, the Status column is sorted in
ascending order.
21
You can also right-click the column heading and selected Sort Ascending or Sort Descending.

Manipulating columns
When viewing columns on screens you can lock columns or rearrange columns to suit your viewing
needs. These can be customised and then reset when you are finished with your query.
You can adjust the width of a column. Hover between two column headings and drag the doubleheaded arrow to set the column width(s). You can also reposition columns by clicking on the heading
and then dragging it to the required location.
Ctrl O allows you to see columns of information in block form.
22
Personal Query
You can personalise or customise your queries if, for example, the column you want to see is off to
the right of the screen or you want to hide columns. On the output screen:
1. Change column widths as appropriate then
2. Right-click on any column.
3. Select Personal Query.
4. Select the columns you want to display or not display.
5. Move columns up or down.
6. Select the tabs along the top making appropriate changes.
7. On the last tab select Run Query.
8. This gives you a preview.
9. Select the Finally, Exit/Re-edit/Save Query tab.
10. Select Save and Exit Query.
11.
In future when you run the Enquiry and right-click on a column and select Personal Query you will
see a pop-up window with your newly defined Enquiry in it.
23
Favourites
You can also create a list of Favourite Enquiries by running the Enquiry, setting it up the way you
want as per the previous pages and then adding it to Favourites.
To do this:
1. Find and run your Enquiry.
2. Set up the appropriate parameters in the Selection area.
3. Customise the Enquiry.
4. Select the Favourites icon.
5. Enter the name of the Enquiry.
6. Select OK.
7. Select Save.
Now whenever you select the Favourites icon your Enquiry will appear in the list.
8. Select it.
9. Select Execute.
24
Searching
The Search bar
allows you to
search each
column
independently.
You delete it by
right clicking and
hit Show/Hide
In all enquiries you can add search filters to the enquiry results. The example above shows a
Transaction Details List enquiry but say we want to limit it to transactions for a single day:
1. Press [Ctrl] + [F].
2. This opens up a search row above the results and below the column headings.
3. Enter the criteria you want to filter by (in this case we have entered 31 Jul 2011).
4. Press [Ctrl] + [G] to run the filter/search
To remove the search filter:
5. Press [Ctrl] + [Q].
25
Exporting Data to Excel
Excel
You can copy the results from an enquiry onto the clipboard, in a file or into MS-Excel.
To copy into MS-Excel:
1. Click Excel in the enquiry screen and the download screen is displayed.
2. Choose Open in Excel and click OK.
3. The data will be copied into Microsoft Excel.
You can select the column selection tab to limit the columns exported
26
1 Supplier Transactions enquiry
Use the Supplier Transactions Enquiries screen to view transactions (invoices, credit notes,
payments and so on). You can determine how many transactions e5 returns based on your selection
criteria. It is the criteria which tells e5 what you would like to enquire on, for example, you could
enquire on all transactions in the system for a particular supplier (as shown in the above illustration
for 0000001) or you might have a query on a specific system reference.
To use the Supplier Transaction Enquiries screen:
1. Select e5 MainAccounts PayableEnquiries.
2. Double-click Supplier Transaction Enquiries. You will be presented with the Selection criteria
screen. Use this to refine your enquiry. In the above illustration, the supplier account number
000001 has been entered so only transactions for this supplier will be retrieved.
3. Select OK to run the enquiry.
Note: This is the only enquiry that will search on the Sundry Account details.
27
Supplier enquiry: When will my invoice be paid?
If a supplier calls enquiring when a particular invoice of theirs will be paid, you can use the Supplier
Transaction Enquiries screen.
To look up the payment date for a supplier’s invoice:
1. Select E5 MainAccounts PayableEnquiries.
2. Double-click Supplier Transaction Enquiries.
3. Transaction Reference: enter the supplier’s invoice number. In the above illustration, DOC1
has been entered.
4. Select OK. You will be presented with the invoice detail.
5. Select Transactions to see the due date for the invoice.
28
Supplier enquiry: How much am I owed?
If a supplier calls enquiring how much they are owed, you can give them a balancing figure using the
Supplier Transaction Enquiries screen.
To look up the amount owed for a supplier:
1. Select E5 MainAccounts PayableEnquiries.
2. Double-click Supplier Transaction Enquiries.
3. Supplier: enter the supplier’s account number.
4. Select OK. You will be presented with the transactions.
5. The Bal O/S shows the total NET amount currently owed to the supplier.
29
Supplier enquiry: Why hasn’t my invoice been paid yet?
If a supplier calls enquiring why their overdue invoice has not been paid, you can investigate to find
out why it has not been paid using the Supplier Transaction Enquiries screen.
To find out why and invoice has not been paid:
1. Select E5 MainAccounts PayableEnquiries.
2. Double-click Supplier Transaction Enquiries.
3. Transaction Reference: enter the supplier’s invoice number.
4. Select OK. In the above illustration, invoice number 5 has been entered.
Tip: if you enter the supplier’s account number as your search criteria, all transactions will be
retrieved. To see only invoices which are Held, select Extended and set the status to Held.
Press [Enter] to return to the previous screen to view just held invoices.
5. Select the invoice you wish to investigate (5 has been selected). Select Lines.
6. Status: use the Status value to determine why the invoice has been held. In the above
example, Q has been entered which indicates there is a Quantity mismatch between the invoice
and the order and a P indicating there is a price difference. It would also show a V for Value
mismatch or an M for Miscellaneous mismatch.
30
2 Transactions by Supplier
You would use this enquiry when you want to list all transactions and/or all transactions by status or
see the balance outstanding for a single supplier. If you wish you can export this list to Excel using
the
symbol at the bottom of the vertical scroll bar. Remember to check the colour of the Cross at
the top. This should be grey if all records have been returned on the Enquiry.
31
3 Transactions by order
This enquiry is used to view details by order number. By activating the buttons at the bottom you can
drill down to view the relevant information.
32
4 Transactions by Reference
This enquiry is used to view details by document reference number (Invoice number or Credit Note
number). By activating the buttons at the bottom you can drill down to view the relevant information.
33
5 Transactions by GRN
This enquiry is used to view details by GRN number. By activating the buttons at the bottom you can
drill down to view the relevant information.
34
6 Transactions by Systems ref Number
This enquiry is used to view details by Systems Reference number. By activating the buttons at the
bottom you can drill down to view the relevant information.
What is the order number for the invoice?
If you only have the invoice number and not the order number, for example, the supplier might have
forgotten to quote the order number on the invoice, you can use the Transactions by Reference
enquiry to look it up.
To look up the order number for an invoice:
1. Select E5 MainAccounts PayableEnquiries.
2. Double-click Transactions by Reference.
3. Transaction Ref: enter the supplier’s invoice number. In the above illustration, 5 has been
entered.
4. Select OK. You will be presented with the invoice detail.
5. Select Dates /Currency to see the order number.
35
7 Transactions by GL Account
This enquiry is used to view details by GL Account. By activating the buttons at the bottom you can
drill down to view the relevant information. Note the Message at the bottom of the screen. Click on
the Purple cross until it goes grey.
36
8 Logged Transaction Enquiries
This enquiry is used to view details by Logged Transactions. By entering your ID number in the
Logged User field you can view the logged transactions specific to that user. By activating the
buttons at the bottom you can drill down to view the relevant information.
37
Who raised the order?
There might be situations where you need to consult with the originator of an order before you can
process the order-related invoice. You can use the Orders enquiry to find out the creator of the
order. Before an order is approved, it starts out as a requisition in e5.
To find the creator of the order (Requisitioner):
1. Select E5 MainPurchasing ManagementOrder Management.
2. Double-click Orders.
3. Order: enter the order number. In the above illustration, PO-000006 has been entered.
4. Select OK.
5. The originator for the order is the Create User.
38
Payment Processing
Tip: Good habit to run GR4 before payment run. This takes up all suppliers which have a
payment imminent and will include any which have been added since the overnight process
was run.
Handwritten Cheque Allocation
1. Enter the request for payment as your invoice.
First time payment for Students will need to be set up using their student number. Auto-numbering
will be switched off in order to create them on the system if they have not been already. If there are
a number of students, the student number could be put on a spreadsheet and loaded overnight.
Important: Do not forget to switch auto-numbering back on when supplier is created
2. Select E5 MainAccounts PayablePayment ProcessingMiscellaneous Payments
3. Click on Insert
at top of screen.
4. Enter Supplier number. Use student number as Supplier number.
5. in the Reference field, for handwritten cheques, put cheque number. If creating a request for a
payment to be generated, the reference is the memorandum or internal reference number.
39
6. Enter remaining details.
7. Click on [Allocation] button at bottom of screen
8. Retrieve - This will show any outstanding transactions against this account which are ready for
payment.
9. Highlight the transaction you want to allocate the cheque to and click on [Pay Trans] or
[Amend+Pay], if you only want to pay part of the invoice. The system places an asterisk (*)
beside each transaction you selected and displays the Payment value.
10. [Update].
Note: In Enquiries, Inv/Memo will be Fully Paid. Cheque will be Fully Alloc. (Legend will show
CASH)
40
Payment Reconciliation
1. From the Payment Processing menu, click on Payment Reconciliation
2. Enter the following fields:
1.
Bank Code (No 1 Account is B1). The description appears beside the bank code.
2. In Transaction Ref, enter the payment references, such as cheque numbers, for the system to
reconcile.
3. Payment Value. The system checks the payment value with the Payment Reference on
transactions in the system. If these fields are correct, you can update the screen to reconcile
the transaction
3. Click [Update]
41
Cancel a Payment
The system reverses cash postings when a cheque is cancelled. Invoices paid on that cheque
become open and available for payment again based on their Due date. These invoices may be
suspended, cancelled or repaid depending on requirements.
1. Select E5 MainAccounts PayablePayment ProcessingMiscellaneous Payments
2. List screen right click and pick [Edit] and then scroll to [Cancel] as in the diagram above. This
action will take you into the screen below:
42
3.
[Update]. The status of the transaction will now be Canc
43
Appendix
Payment Codes
Payment/Category
Code
Category
Payment Method
Bank Code
PX
BACS
BX
B1 B3
VX
Advances
BX
B1
BX
Banner Payments
BX
B1
HX
Support Providers
BX
B1
RX
Research Office Payments
BX
B1
SX
Sundry BACS
BX
B1
EX
Employee BACS
BX
B1
MX
Student Misc Payments
BX
B1
PC
Cheques
CQ
B1
EU
Euro Payments
EU
B2
SC
Sundry Cheque
CQ
B1
FP
Foreign Payment
FP
B1 B3
90
Purchasing Card Payment
UX
UEP BACS
44
Payment Methods
Payment Methods:
Bank Codes:
BX
CQ
EU
FP
B1
B2
B3
90
BACS
Cheque
Euro
Foreign Payment
Account No. 1
Euro Account
UEP (formally UU Health)
Purchase Card Payments
45
Action buttons and function keys
or
Help
[F1]
Update
[F2]
Exit
[F12]
Cancel
[F12]
Prompt
[F4]
Toggle Switch
[F4}
Refresh
[F5]
Update Warnings
[F10]
Accept Warnings
[F11]
Amend
[F14]
Insert
[F15]
Copy
[F16]
More
[F6]
View
Backwards
[F7]
Forward
[F8]
Right
[F11]
Left
[F10]
Functions History
Paperclip
Drill down
Function keys above F12 are accessed by holding down [Shift], for example, [Shift]+[F3]
enables [F15].
46
Journal Batch Types
Integra
e5
Description
Integra
e5
Description
JV15
ADVG
Advertising
Recharges
N/A
CAIA
Income allocation for research
combination
N/A
APAR
AP/AR Netting
N/A
CAIB
Income Allocation B/Out
N/A
APAY
Salary
Adjustments
N/A
CAOA
Overhead allocation
N/A
APDF
AP Default
N/A
CAOB
Overhead allocation B/out
N/A
ARAC
Cash Allocation
JV17
CATG
Catering Recharges
N/A
ARAJ
Adjustment Entry
JV08
CLNG
Cleaning Charges
N/A
ARBC
Batched Credit
Note Entry
CONS
Consultancy ( from IUL)
N/A
ARBI
Batched Invoice
Entry
N/A
CRDF
CR Default
CM01
ARCA
Cash Entry
JV11
ENGY
Energy Recharges
N/A
ARCR
Currency
Revaluation
EM01
EXPS
Other Expenses Pay
SL12
ARDC
Detailed Credit
Note Entry
N/A
FRSA
FRS Adjustment
N/A
ARDD
Direct Debits
N/A
GBAD
GL Budget Addition
N/A
ARDF
AR Default
N/A
GBUD
GL Original Budget
SL11
ARDI
Detailed Invoice
Entry
JV01
GJNL
GL Journal
SL11 / SL12
ARIC
Offline
Invoices/Credit
Notes
JV01
GJRV
General Journal Reversal Journal
N/A
AROC
Offline Cash
JV01
GLAD
GL Adjustment / Auto Journals
CM03
ARTR
Transfers
ST01
GRCL
Recurring Journal
N/A
BADJ
Banner / Fee
adjustments
AP30
GRNI
GRN Accrual - Non-Stock
JV40
BFEE
Banner Fees
N/A
GTRF
Transfer - Correction Journal
RP01
BFME
Brought Forward Monthly
N/A
HIST
Historical Transactions ( this is
how the Integra transactions will
be denoted in e5)
YE5
BFYE
Brought Forward Year
JV90
IUAD
Intra University Journal Adj
BKAD
Bank Adjustments
EM01
MLGE
Mileage expenses Pay
47
Integra
e5
Description
Integra
e5
Description
N/A
BKGL
Bank GL
Adjustments
JV13
MOBL
Mobile Recharges
N/A
BKST
Bank Statement
JV06
MPAY
Monthly Pay
N/A
BURS
Banner Bursary
JV20?
OHDR
Overhead Recurring
JV20
OHDS
Overheads
AP04
PTCX
Cancelled Transactio
JV03
PCPY
Photocopying
Recharges
N/A
PTFR
Payment Transfer
EM01
PEXP
Payment
Expenses ledger
(advances/misc e
AP01
PTRX
Payment Transaction
CRN)
FC01
PFCR
Foreign Currency
Revaluation
PVAT
VAT analysis by Cost
OP05
PGRN
Goods receipt
PY01
PYGJ
Prior Year General Jo
JV13
PHON
Telephone
Recharges
JV92
RCHG
Faculty/Dept Rechar
N/A
PLOG
Logged
Transactions
JV15
REPS
Repairs & Maintenan
Charges
OP03
PORD
Order
JV50
RESS
Residences Postings
OCCAM
JV20
POST
Postage
Recharges
(Consol)
JV06
SPAY
Subsidiary Pay
AP06
PPAY
Purchase
Payments
JV13
TCOM
Telecoms
CM06
PPCX
Cancelled
Payment
JV04
TRPT
Transport Recharges
PY01
PPGJ
Prior Period
General Journal
JV06
WPAY
Weekly Pay
OP01
PREQ
Requisition
YE2
YECR
Year End Accruals &
Income
JV02
PRNT
Printing
Recharges
YE3/YE4
YEDR
Year End Debtors /
Prepayments
48