Use a Template​

Introduction

You can find and use a template you have saved on two different screens: the Status screen or the Document screen. On these screens you will open the template, change the document number, and then save the template as a document. You can then make changes to the new document as needed.

Use a Template on the Status Screen

1. Click the Status tab.

2. Check the Template check box and then click Find.

Figure 1 - Example of Find a Template

Adjustements Status screen with the Template check box and the Find button highlighted 

3. Click Select next to the Template that you want to use.

4. Change the Doc # to a new document number. (The application will alert you if a document number already exists.) If you do not change the document number, you will have an adjustment document and a template with the same number.

5. Enter a new Description and Comments if needed. Do not use special characters or symbols, including &, ', “, <, and \.

6. Click Save As Document. The template will be saved as a new Adjustment document.

  • The Save Detail check box is checked by default. Leave this checked to save all of the distribution and fiscal coding lines. If unchecked, the document is saved with just the Document Number, Batch Type, and any description or comments - distribution rows or fiscal coding are not saved.

Figure 2 - Template screen example

Adjustments Template screen with the Document number, Save button, and Save Detail check box highlighted 

7. Complete or change the fiscal coding, effective date, or amounts as needed for your transactions. To view the descriptive titles of the fiscal codes (PCA, Grant, etc.) click Preview.

8. If you make any changes, click Save & Continue. Note the Balance. The balance will update when you save the document and it must be zero. This reflects transactions that debit or credit GL accounts 1003 and 1005.

Figure 3 - Document screen example

Adjustments Document screen with two transaction rows entered 

9. When finished, click Distribute Adjust Complete. Any invalid fiscal code fields will generate an error message and those fiscal code fields will be highlighted for you to correct.

Use a Template on the Document Screen

1. Click the Documents tab.

2. Click the asterisk next to the Doc # field to open the look up dialog box.

3. Enter any of the search criteria you need to identify a template.

4. Check the Template check box and then click Find. (To see a list of all templates, leave the search criteria blank, check the Template check box and then click Find.)

Figure 4 - Example of finding templates on the Document screen

 Adjustments Document screen with document number Find icon highlighted and a Document lookup screen shown 

5. Click Select next to the Template that you want to use.

6. Change the Doc # to a new document number. If you do not change the document number, note that you will have an adjustment document and a template with the same number. (The application will alert you if a document number already exists.)

7. Enter a new Description and Comments if needed. Do not use special characters or symbols, including &, ', “, <, and \.

8. Click Save As Document. The template will be saved as a new Adjustment document.

Figure 5 - Example of template saved as document

Adjustments Document screen with two rows entered 

9. Complete or change any of the fiscal coding, effective date, or amounts for your transactions. To view the descriptive titles of the fiscal codes (PCA, Grant, etc.) click Preview.

10. If you make any changes, click Save & Continue. Note the Balance. The balance will update when you save the document and it must be zero. This reflects transactions that debit or credit GL accounts 1003 and 1005.

11. When finished, click Distribute Adjust Complete. Any invalid fiscal code fields will cause an error message to be displayed and those fiscal code fields will be highlighted.

12. The document is ready to be approved.