CODA Manual VERSION 10 USER INSTRUCTIONS Contents

CODA Manual
VERSION 10 USER INSTRUCTIONS
Contents
Logging on to CODA
instructions on how to log on and change password
CODA Browsing Queries
list of common browsing enquiries (can be added to)
Browse Balances
how to find a balance figure for a particular account
Browse Details
enquiry facility for detailed transactions
Browse Documents
enquiry facility for transactions within documents
Credit Desktop
enquiry facility specifically for suppliers/customer code search
External References
description of external references used against different doc types
CODA Document Types
description of each doc code used in CODA
Vocab Items
description of CODA terminology used within the system
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CODA Manual
LOGGING ON TO CODA
To log into CODA, click on the CODA Switchboard icon on your desktop and enter
the username and password as notified (ensuring that Num Lock and Caps Lock
lights on your keyboard are both on).
Normally at this stage you would either click OK or press <enter> but for security
reasons you should change the notified password now –
Click on the Password button and enter your own here.
NB passwords must be a minimum of 6 alpha and 2 numeric characters
Passwords must be changed every 30 days for which you will receive a reminder
seven days in advance each time you log on to CODA. If you use the wrong
password or username, after 5 attempts you will be locked out. At this stage email
financesystems@dundee.ac.uk to have your password reset.
There should be a number of buttons on your CODA Switchboard, eg Browse
Details, Browse Balances and Element Master - click only ONCE on these buttons to
initiate the facility otherwise the system will open up multiple facilities (one for each
time you click) and may make your PC crash.
To log out of CODA click:
File…Exit.
------------------------THINGS TO REMEMBER WHEN USING CODA
Within CODA there are two areas to which transactions are posted:
Intray – where most postings go initially until fully checked
Books – documents are posted here when fully checked, once here they cannot be
modified.
Only documents posted to the Books show in Browse Balances
Browse Details will show postings to both Books and Intray
Therefore, there may be a difference between the two facilities on a balance.
Also, until a year-end process has been run, brought forward balances for a
current year will not show in Browse Balances.
For assistance, email financesystems@dundee.ac.uk
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CODA BROWSING QUERIES
Queries most commonly used (notified by departmental users)
Please add to these by sending an e-mail of your query to:
financesystems@dundee.ac.uk
INDEX
Page
1.
Has a particular purchase invoice been paid and if so when?
3
1a. What was the cheque/edi number and the total amount paid to the supplier
3
2.
How to search on an amount (for example if No 1 above provides no data)
4
3.
How to find a supplier’s/customer’s code
4
4.
How much has been spent in a cost centre compared with budget
5
5.
Which sales invoices raised by my department are still unpaid?
5
5a. Is there a receipt on the system for a particular sales invoice?
6
6.
6
Has an Order placed on PECOS been paid on CODA?
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1. Has a particular purchase invoice been paid and when? (i.e. a query from a
supplier)?
Before carrying out this search, you must have a note of the supplier’s code – see No 3 below.
Open Browse Details, make Selector, Browse Presenter and Explode Presenter all BDBOOKIES, click OK and fill the Browse Details Selection box as follows:
Element 2 Code
External Reference 1
Doc Code
From
Supplier’s code (Pxxx…)
Supplier’s invoice number
*PI*
To
leave blank
leave blank
leave blank
Click Search.
In the column Pay Status the line will either show ‘Paid’ or ‘Available’, the column Date
Paid will show the date on which it was paid (if applicable), column Pay Doc will show how
it was paid (i.e. PAYCHQ for cheque payment or EDI for BACS payment) and column
EDI/Chq No will show either the cheque number or BACS reference number. Take a note of
the Pay Number and Date Paid in case you need to carry out the search 1a following.
-------------------------------------------
1a. What was the total amount paid to the supplier by the University?
Take a note of the Pay Number and Date Paid from the previous search. In Browse Details,
make Selector, Browse Presenter and Explode Presenter all BD-PAYLIST, click OK and fill
the Browse Details Selection box as follows:
Pay Number
Date Paid
Supplier’s Code
From
as noted from previous search
as noted from previous search
Supplier’s code (Pxxx…)
To
leave blank
leave blank
leave blank
Click Search.
The next screen will show the total amount paid on the first line followed by the list of
invoices making up that payment.
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2.
How to search on an amount
In Browse Details, make Selector BD-VAL SRCH and use the Browse Presenter and
Explode Presenter of your choice and enter data as follows:
Home Value
Document Code
Element 2
From
enter the amount - if it is a credit
to your department precede it with
a minus sign
enter relevant doc code as per list of
doc codes or leave blank to see all
documents posted to you department
with the specified amount
To
leave blank
Enter either your department level 2
or P* for supplier or D* for customer
leave blank
leave blank
External Reference 1 optional
Year/Period
narrow the search down by entering
a range to search within
Click Search.
-------------------------------------------
3.
How to find a supplier’s/customer’s code
Go to Credit Desktop, if asked to ‘Set Anchor Point’, select Account Summary and
check the Don’t Ask Again box. In the Element Level field, enter 2, <tab> once to
Element Code and enter either P* for a supplier or D* for a customer. <Tab> once
to Element Name and enter * followed by part of the name of the supplier/customer
followed by * with no spaces (NB enter these details in upper case only). Press
<enter> or click Find. A list of customer/supplier codes should appear in the
Element Code column with corresponding names at the right hand side. To check
you have the right code, click on it to highlight the whole line then click OK. If you
are asked to enter Account Summary, click the drop down arrow and select either
PL for suppliers, COMSALES for commercial customers or SL for students. The next
screen should show details such as address etc. To carry out another search either
click File...Select or click the Select icon:
-------------------------------------------
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4.
How much has been spent in a cost centre compared with budget?
Go to Browse Balances, enter ACTyyyy (where yyyy is the current financial year) in
Browse Balance Code field, enter BROWSEALL in the Selector Code field then
check the first three of the eight boxes to the right of the Browse Balance Code so that
a tick appears in each. Click Search and in Browse Selection enter the relevant level
2 code (ie your departmental code) in Element 2 From column and the cost centre
number in the Element 3 From column (using the arrow keys on your keyboard to
move between prompt fields is easier than using the mouse). Click Search.
If a budget has been assigned to this cost centre it will be on the first line of the search
response. To view the overall total of expenditure against budget click on View at the
top of the screen, then click on Show Totals, the totals will then appear on a bar across
the bottom of the Browse Balance screen showing Actual, Commitments, Budget and
Variance totals.
-------------------------------------------
5.
Which sales invoices raised by my department are still unpaid?
Go to Browse Details, make Selector, Browse Presenter and Explode Presenter all
BD-SLCOM, click OK and fill the Browse Details Selection box as follows:
Doc Code
Pay Status
Element 2
External Reference 2
From
SI*
Available
D*
your 3 digit dept code followed by *
To
leave blank
leave blank
leave blank
leave blank
Click Search.
This shows all sales invoices on CODA raised by your department which have not yet
been matched – a receipt for any of these amounts could be in the system but not yet
matched against the sales invoice.
-------------------------------------------
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5a. Is there a receipt on the system for a particular sales invoice?
Go back to Browse Details search screen and using BD-SLCOM enter only the
following:
Element 2 Code
Pay Status
From
Customer Code
Available
To
leave blank
leave blank
Click OK
Receipts for that particular customer would show on the system as credits against doc
code CT or JBT*
6.
Has an Order placed on PECOS been paid on CODA?
Open Browse Details and enter the following:
At the next screen enter G followed by the PO number as shown below:
and click Search
If the order has been matched to an invoice data will show at the next screen
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and if the invoice has been paid, details of this will show in these columns
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BROWSE BALANCES (USING ELEMENTS CODES)
This facility will show the balance on a particular account. Please note, however, it only
shows amounts which have been posted to the books whereas Browse Details shows all
transactions in both intray and books. Also, until a year-end process has been run it will not
show brought forward balances for a current year. You will be notified by the Finance Office
Systems Section as soon as a year end process has been run and balances have been brought
forward.
At the CODA Switchboard, click once on Browse Balances
Browse balance code should be ACTyyyy (where yyyy is relevant four-digit year).
Selector code should be BROWSEALL.
You must tick one box for each level code you need to see a balance on, for example to see a
balance on a level 3 code the first three boxes should be ticked, to see a balance on a level 1
code only the first box need be ticked, to see a balance on a level 2 code the first two boxes
should be ticked etc)
To the right of the screen click search. A ‘selection box’ should then appear:
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Enter your search criteria in the ‘From’ column (the example shown here is from test data and
will show balances for a level 3 code), click Search.
To show the total bar along the bottom, click:
View…Show Totals
From this screen you can either View Periods relating to the balance or View Details which
make up the balance.
To View Details double click on an amount in the Actuals column, or click once on an
amount in this column then click on the View Details button..
The screen will then display all the documents that make up the balance figure:
Data showing on the screens in Browse Balances can be printed by clicking:
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File…print.
They can also be exported to Excel by clicking:
Edit…Select All…Edit…Copy
open Excel then click:
Edit…Paste.
To close this screen click:
Exit.
Back in Browse Balances, to View Periods, click on the line number button immediately to
the left of the line you wish to view and the line should highlight, then click on the View
Periods button:
The following screen appears:
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This particular example shows expenditure of £217.33 was incurred in year 2008 period 2.
Again, details of these amounts can be viewed by double clicking on the actual amount or by
one click on the actual amount then click the View Details button at the bottom left.
To exit from the Browse Balances period drill down, click on the close button
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BROWSE DETAILS
Browse Details, as the name suggest, shows the detailed make up of all balances, ie the
transactions making up a balance.
Click Browse Details button on Switchboard:
When you first log in you will have to choose Selector, Browse presenter and Explode
presenter. (‘Selector’ just means the list of your search criteria and ‘Presenter’ is what data
will show and in what format) Click on the drop down arrows and select the required
masters:
Choose anything beginning BD, but it is recommended you choose one of the following:
BD-DEPT -
this is for simple account code queries, which can be sorted and
subtotalled within Browse Details
BD-BASIC -
this will show a little more detailed information than BD-Dept
BD-BOOKIES
-
this is for purchase invoice queries (whether a supplier’s invoice
has been paid, when paid and by which method etc)
(this is a replica of what will be used in Accounts Payable for
browsing)
BD-SLCOM
-
this is for sales invoice queries (whether a sales invoice is on the
system and whether it has been paid etc)
BD-VAL SRCH
-
this is for searching on an amount (previously unavailable in
CODA)
If you need to see data which is not covered by the above, contact Finance Office Systems
Section - Sheila Alexander, Alison Cunnigham or Yvonne Howarth by emailing:
financesystems@dundee.ac.uk
to arrange the setting up your own presenter.
To do a simple search, after populating the three fields with the relevant BD-* masters, click:
OK
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Enter your search criteria at the next screen:
(The above sample query is simply asking for all data posted to level 2 code 720 on a
document code JE in period 2 of 2008)
If you need to search on something which isn’t in the list, click on the Edit button: (NB this is
only for one-off changes – requests for permanent changes to Browse Details Selectors have
to be made to Finance Office Systems Section - Sheila Alexander, Alison Cunningham or
Yvonne Howarth)
Click on the drop down arrow beside the Vocabulary field, select the required item from the
list and click Append Line, then add the required search criteria and click Search:
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If the total doesn’t appear along the bottom, click:
View…Show Totals
Columns can be enlarged by clicking and dragging your mouse over the borders of each
header column.
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SORTING/SUBTOTALLING WITHIN BROWSE DETAILS:
Data can be sorted and subtotalled, click:
View…Manipulate.
Sorting can be on any of the presented columns by clicking on the drop down arrow to the
right of the ‘Manipulate by’ field:
To subtotal, click on the box beside Subtotal and, if you prefer, you can click the Colour
button and choose a colour to highlight the subtotals, click OK
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this now shows the data sorted and subtotalled by Document Number. The figure in the
highlighted line is the sub total value.
To remove the subtotals, click:
View…Manipulate
and remove the tick beside ‘Subtotal’
To perform a new search, click on the leftmost icon on the toolbar:
Or click:
File…Select
PRINTING FROM BROWSE DETAILS:
To print the information on screen, click:
File…Print
and click the Properties box,
Click the Effects tab and tick the box at the bottom left “Fit to A4 Paper Size”,
Click the Basics tab and check the box for Landscape
Click OK…OK
-------------------------------
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EXPLODING A LINE (viewing the other lines in the transaction):
Click anywhere in the required line, either click:
Actions…Explode Document
or click the Explode Document icon on the toolbar:
(By holding the mouse arrow over each icon above Browse Details screen you will get a brief
narrative of what each icon does)
-------------------------------
CHANGING THE PRESENTER (the look of the display screen)
While Browse Details is open, you can change the look of the display screen by clicking on:
View…Change Presenter
Then click on the drop down arrow beside Browse presenter and choose one from the list
(only those beginning BD-)
-------------------------------
COPYING TO EXCEL
Data can be copied to Excel by clicking:
Edit…Select All…Edit…Copy
open a new Excel worksheet and click:
Edit…Paste (or press Ctrl+V).
Alternatively, you can highlight only the lines you want to copy, click:
Edit…Copy
then paste into Excel.
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BROWSE DOCUMENTS
(shows all sides of a transaction within a document)
Can be used, for example, to find all purchase invoices for your department:
Click:
CODA-Financials…Browse…Browse Documents
As an exampl,e enter the following:
In the next screen, enter the appropriate details, e.g.:
(this will show all transactions on document codes starting with PI (purchase invoices) in
period 2 of 2008 posted to level 2 code 736)
Entering an element 2 code will find all invoices for your department, or you can also enter an
element 3 code to find invoices relating to specific projects.
Also, you can narrow the search down to a specific supplier/customer by entering that
supplier/customer’s code in Cust/Supplier Code field.
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NB it is important you enter your departmental element 2 code each time whichever search
you perform.
Doc Code variables:
PI
*PI*
SI*
-
will show purchase invoices only
will show all purchase invoices and credit notes
will show all types of sales invoices
The resultant screen will show all lines in the document enabling you to see which invoices
for your department/project are paid or unpaid. The data can also be exported to Excel in the
same format as you see on screen.
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BROWSE DESKTOP – ACCOUNT SUMMARY
This is the quickest way to find a supplier’s or customer’s code.
[The structure of a supplier code in CODA is
P + first four characters of the name + last four characters of the post code
For example, P J Green Ltd, KY5 4DF becomes PGREE54DF
Similarly, the structure of a customer code is
D + first four characters of the name + last four characters of the post code
For example, Glaxo plc, ER3 2WS becomes DGLAX32WS ]
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Click once on the Browse Desktop button on the Switchboard. If there is no button for this,
click:
CODA-Financials...Browse…Browse Desktop
select Account Summary and check the Don’t Ask Again box then click OK.
The ‘Element Finder’ will then show:
1. For a
customer or
supplier,
element level
must always be
2
2. Enter P* in this field to
search for a supplier, or D* to
search for a customer
(asterisk must be entered)
3. Enter * and
supplier/customer’s name or
part of the name then * in this
field, eg *SMITH*
NB asterisks must be used
before and after the name, also
enter the name in capitals
4. Click Find or press
<enter>
Searches can be made on any of the above fields, eg Address, Post Code etc.
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Supplier names then show in the
right hand column and the
supplier code shows in the left
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EXTERNAL REFERENCES (from some of the main documents currently used)
Document Code
External Reference 1
External Reference 2
JBT*
(jnl bank transaction)
SOURCE OF INFORMATION
TYPE OF PYMT/RCPT
(e.g. POS, BACS etc)
SICO
(sales invoice)
DEPT REFERENCE
LEVELS 2 & 3 CODES
SICOC
(sales credit note)
DEPT REFERENCE
LEVELS 2 & 3 CODES
JE/JESS
(journal entry)
CREATOR OF THE JOURNAL
(as appears on source document)
DEPARTMENT NAME
(e.g. Chemistry, English)
PI
(purchase invoice)
SUPPLIER’S INVOICE NUMBER ORDER NUMBER
(as appears on actual invoice)
PIC
(purchase invoice credit)
SUPPLIER’S CREDIT NOTE
NUMBER
INVOICE NO
BEING CREDITED
PIS
(purchase invoice
staff)
DESCRIPTION OF PAYMENT
(brief description to appear on
remittance)
SURNAME FORENAME
OF PAYEE
PIVO
(vat only purchase
invoice)
SUPPLIER'S INVOICE NUMBER
JSAL
(salaries journal)
PAYROLL TYPE
(e.g. weekly/monthly)
DOCUMENT TYPES
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PAY WEEK/MONTH
(month or week number)
CODA Manual
ACCR
ACCRVS
ACCRYE
ACCSS
ADJ
ADJSS
CANCHQ
CT
DDPI
EDI
ITS
JBT
JBTSS
JCORTAX
JE
JEPC
JESS
JSAL
MCP
MIRROR
PAYCHQ
PI
PIC
PID
PIDVO
PIJE
PIS
PIVC
PIVO
SIAA
SIAAC
SIAFT
SIAFTC
SIAFTSP
SIAFTSPC
SICO
SICOC
SIJE
SLR
ACCRUAL JOURNAL
ACCRUAL REVERSAL SPREADSHEET
ACCRUAL REVERSAL START YR 97/98
ACCRUAL BY SPREADSHEET
Y/E ADJUST JOURNAL
Y/E ADJUSTMENT BY SPREADSHEET
CANCELLED CHEQUE
CASH/CHQ TRANSACTION
DIRECT DEBIT PURCHASE INVOICE
EDI (BACS payment document)
ITS INTERFACED VOUCHERS
JOURNAL BANK TRANSACTION
BANK JOURNAL BY SPREADSHEET
TAX CORRECTION JOURNAL
JOURNAL ENTRY
JOURNAL ENTRY PURCHASING CARDS
JOURNAL ENTRY BY SPREADSHEET
SALARIES JOURNAL
MANUAL CHEQUE PAYMENT
MIRROR (cancelling document)
PAYMENT PROCESS CHEQUES
PURCHASE INVOICE
PURCHASE INV CREDIT
PURCHASE LEDGER DEBIT NOTE
VAT ONLY DEBIT NOTE
PUCH LEDGER JOURNAL
PURCHASE INVOICE SPECIAL
PURCHASE CREDIT VAT ONLY
PURCHASE INVOICE VAT ONLY
SALES INV AUTO ACCOMMODATION (STUDENTS)
SALES CREDIT AUTO ACCOMMODATIO (STUDENTS)
SALES INV AUTO TUITION FEES (STUDENTS)
SALES CREDIT AUTO TUITION FEES (STUDENTS)
SALES INV AUTO SPONSOR TUITION (STUDENTS)
SALES CREDIT AUTO SPONS TUITION (STUDENTS)
SALES INVOICE COMMERCIAL
SALES CREDIT COMMERCIAL
SALES LEDGER JOURNAL
SALES LEDGER REFUND
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Glossary of CODA Terminology:
Account code
Authorising user
Bank code
Batch
Company
Company group
Comments
Debit/Credit
Desc
Destination code
Doc code
Doc currency
Doc date
Doc Line No
Doc num
Doc value
Dual value
Due date
Element 1 code
Element 1 group
Element 2, 3 etc code
Element 2, 3 etc group
External ref 1
External ref 2
External ref 3
Home Value
Input date
Line type
Matching date
Matching ref
Media code
Pay number
Pay status
Rec status
Status
User Code
User status
User refs 1, 2 & 3
Val date
Xref
Xref shortname
Year_Period
all elements of ledger code (e.g. 1000.620.000) when using this as a criteria
in browse details, you must enter a dot between the codes
not used
not used
system generated number (stated on print-outs)
always UOD
not necessary (exclude from criteria)
additional comments added on to a transaction - seldom used
whether amount is debit or credit
description of transaction
not necessary (for intercompany use)
type of document the transaction was input by
always GBP
actual document date (e.g. purchase invoice date, journal transfer date etc)
number of a line within a document
system generated number
not used (multiple currency related)
not used (multiple currency related)
date which a purchase/sales invoice is due to be paid
first element of a ledger code
for finance use only
second, third etc element of a ledger code
for finance use only
see sheet explaining External References
see sheet explaining External References
see sheet explaining External References
total value of a document/transaction
date transaction entered into CODA
whether line is summary, analysis or tax type (for Finance Office use)
date transactions paid and matched (eg sales invoice matched against a receipt)
not used
not used
system generated number during payment process
whether a document is paid, available (for payment), held or not matchable (closed)
whether reconciled (eg bank accounts/statements)
whether document is in the Intray or posted to Books
code of the user who last posted the document
not used
Show payment date, cheque/EDI number when displayed against purchase invoices
not used (multiple currency related)
the customer/supplier code relating to a particular transaction (only for invoices)
customer/supplier shortname as above
entered as 2001/7 etc
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