Technology One Melbourne User Group Meeting
09 June 2016 Level 6, 420 St Kilda Rd, Melbourne
Convenor: Jamie.Scott@aus.salvationarmy.org User Group: www.T1financials.com.au
10:00am Jamie Scott (Finance Systems Manager, Salvation Army Southern Territory
Jamie opened the meeting and thanked Technology One for sponsoring the meeting, and providing the superbly equipped venue, administrative support and lunch.
Linked-In User group Questions:
• Reporting / Enquiring on Capital Works Projects that span multiple years
Where a perpetual ledger in use, people typically transfer transactions from individual periods/months (1-12) to Period 0 before processing data into Period 1 of the new financial year. That way all data prior to the current year is available in Period 0; this is a similar to how most people handle AP and AR transactions. Jamie mentioned they use a stored script to populate a transactional user field with the Year and Month to make it easy to report on historical transactions accurately within a nominated period range. There are variations such as using annual ledgers and writing your reports to read from various ledgers for various years.
• Bpay as a Payment Type to pay creditors
Jamie discussed how Scott Goodwin provided an explanation of how Shire of Yarra Ranges has implemented BPay payment functionality which caters for creditors who provide a different BPay reference for each invoice. Document Reference 2 and 3 are used to capture the Biller Code and BPay reference at invoice entry time and the Creditors Payment Method is set as ‘Other Pay File’. Scott modified a payment script to generate a BPay compliant file and supports it with an alert that picks up if any creditors invoices have been entered without the two Bpay fields being populated. If so they’re able to insert these value after posting using Ledger Transaction Maintenance.
Shire of Yarra Ranges uses XCelerateIT to process most of their AP invoices and part of its validation process is to expose Doc Ref 2 and Doc Ref 3 where the creditor’s payment reference field is ‘Other Pay File’. For AP invoices entered manually a data-entry COM is used to prepopulate the BPay fileds with BPAY REQ’D
Oliver Jarman mentioned that TechnologyOne Financials is shipped with a script that will produce a BPay compliant file for CBA Bank where User field 11 and 12 are used to capture the BPay Biller Code and Payment Reference.
• Crystal Reports when saved as Favourites can remember criteria but XLOne Reports don’t
Jamie mentioned this had been raised as a question and will raise it on the TechnologyOne Customer Care Community to see if it can be fixed.
• Use of published Reports
Jamie explained how Salvation Army runs a series of recurring reports that publish to gauges and tables for certain users to provide them with early warnings of conditions before they cause a problem. Each of these reports captures an undesirable feature such as
• Creditors with With-holding Tax checked and they never use With-holding Tax , or invalid BSB numbers etc.
• GST transactions posted directly to control accounts without using the G code or transactions that use the G Code but not the GST control account. Transaction against the GST control accounts that don’t have narrations starting with ‘System Generated.
• Backdated transactions and various others
When the gauge contains a value, you click it to open the report that reveals the problem records
• Centralised Alerts
• May of the standard alerts are not that useful but there are a few really useful alerts such as jobs queued on Distributed Processor, Unposted Document files, records in the Batch Import table and others.
• Cashflow Reporting Survey
• Jamie went through the results of the cash-flow Reporting Survey which had 20 respondents, most of whom are producing cash-flow reports using XL-One for the basic data then manually intervening to complete their reports. These reports are run at least annually and often quarterly and monthly. The average rating for how easy it was to create the cash-flow reports is 5.5 out of 10.
• Jamie demonstrated the Cash-flow survey and showed how it literally took less than a minute to complete with just 4 questions and assured everyone that future surveys created for the User Group will always take less than 2 minutes to complete
10:30am Boris Ivancic (Technology One State Sales Manager)
Boris welcomed everyone to Technology One, provided an update of developments in the Melbourne office and encouraged people to attend Evolve.
• Early bird registrations (buy 2 get 1 free) close end of July.
• Brisbane Convention & Exhibition Centre
• Tech One Melbourne office is expanding with new facilities and more office space
10:35am Kathryn Havell (Technology One Presales Consultant)
Kathryn has recently moved across to Melbourne having formerly worked in the Wellington, NZ office.
• Cash Accounting / Cashflow Reporting
• Kathryn discussed the results of the Cash-flow Reporting survey and how without the Cash Accounting module people typically produce cash-flow reports using selection codes linked to natural accounts to identity and categorise accounts to provide the foundation for development of a cash-flow report. Typically cash-related account balances are extracted and the movement within non-cash accounts are used to produce a cash-flow report. The ideal of including an opening and closing balance with the cash inflows and outflow balancing to the movement often involves some educated guesses.
• TechnologyOne has a Cash Accounting module which creates provides a complete set of cash ledgers making it very easy to produce Cash-based financial management reports. The module can determine the source of every transaction that impacts the bank/s as creates the necessary cash and accrual transactions. Journals may effect cash and/or accrual ledgers and this is accommodated having separate cash and accrual data entry formats. The system can produce BAS statements on a cash basis and supports inter-entity accounting too.
• In response to questions from the group regarding the cash accounting modules previous shortcomings, Oliver Jarman assured the group that the module had been extensively developed and was a much more mature and successful product than it was five years ago. It no longer requires a separate cash generation process to be run at regular intervals as it just updates cash and accrual ledgers at posting time.
11:30am Oliver Jarman (Technology One Product Customer Service Manager)
Using the TechnologyOne Support Community. An update
• T1 encourages client access to Support Community https://customercommunity.technologyonecorp.com Send email to T1Support to get an account to connect if you don’t already have one. Accounts can be given the ability to add or not add cases which opens the community up a wider audience.
• The User Community
• Replaces the former Action Requests box
• Logs support requests (95% of issues raised)
• Ask questions (and get responses)
• Links to articles
• Production development (ideas vault) – clients raise ideas, R&D also float possible development
• Chatter community
• Link with similar roles and industries
• Identify trends
• Over 4500 participants (approx. 125 new per month)
• 10 groups across different T1 functions
• Positive feedback from users
• New features
o Dashboard tracking of your cases
o Live chat
o CI Anywhere and or Cloud coming soon!
11:30am Tim Finch (Technology One Presales Consultant)
Tips and Tricks, Chart and Ledgers
Tim provided an entertaining presentation of a few relatively new features that many will not be aware of and can be deployed without significant effort. A pdf of Tim’s presentation details each of this and following is the summary
• ABN Validation (automatically check ABN’s are valid and Active) when creating/modifying AP accounts. You need to register on ABR website www.business.gov.au and obtain a Business GUID hex number. This website also provides users with the ability to upload a spreadsheet containing all their ABN numbers and it can determine whether or not they’re active or expired.
• Security on Account Component picklists, this uses account number masking like chart picklists and not linked selection codes or user fields but is good for casual users who may only require access to certain accounts, such as expense accounts for purchasing. This just effects the data presented in a picklist and if your ledger account security provides greater access you can still use the chart or ledger picklist or type accounts directly.
• Ledger Enquiries provide a more clear display of whether or not a transaction has come from a masked disbursement.
End of Year ETL
Tim demonstrated an example of an End of Year ETL (Financials EOY Allocation) being launched from a personal workflow. This generated discussion around end of year processing and most people refer to an EOY Document where they store all the End of Year functions typically carried out, such as creating ledgers and processing groups and numerous other functions.
A group discussion around end of year ensued and some people are using personal workflows linked to the various year-end related functions to manage their end-of-year processing.
At a previous user group meeting Wallace Hativagone from TechnologyOne Support provided a great End of Year Tips and Tricks presentation and a handy End of Year Planning document which you can download.
Various personal workflow are shipped with TechnologyOne and some users are successfully creating custom workflows for custom functions which can include relevant descriptive text and links to additional documentation and other applications.
• Demonstration of the Alert function in detail
• Creating proactive notifications relevant to the user’s role
• Links to Take Action so you can directly respond to the Alert
• Many Out of the Box Alerts are set up in the Alerts Configuration Maintenance
• Thresholds and criteria can also be set up and controlled centrally for increased security
• New Alerts are notified through the T1 Release System
• Email Alerts can be set for workflows (eg 7am list of Items for Action, AP approvals)
Next meeting: Thursday 17th November after the Evolve Conference
Kingston City Council
People are encouraged to submit questions for the meeting on the LinkedIn TechnologyOne Software Users Group upon publication of the meeting notice