Systems and Procedures

Topics What is SmartStream? How to request access to SmartStream Tools for SmartStream users How to Log on How to set up SmartStream Desktop How to navigate in SmartStream How to search in SmartStream SmartStream contacts

What is SmartStream? SmartStream is a software that serves as the official financial application for MUSC Used to inquire on the General Ledger using the full UDAK (User Defined Accounting Key) Used to inquire on Procurement items

Steps to Request SmartStream Step 1 Complete this required tutorial Introduction to SmartStream Financials which you are doing now Step 2 Fill out a SmartStream Security Request form found at the link below urity%20form.pdf urity%20form.pdf Scan and to Step 3 Contact the OCIO Help Desk at to request that SmartStream be installed on your desktop Step 4 Subscribe to the Finstream Users List

Finstream Users List How to subscribe to list Send in Plain Text Format to: Send with no subject and the following message: subscribe your Do not use quotation marks in above address stemsprocedures/sslinks/ssmail.htm stemsprocedures/sslinks/ssmail.htm

Tools Available to Users SmartStream application MUSC Financial Reports aka Moneybags Available Balance Report Provides current year-to-date expenditures, budfund, commitment/encumbrances and available balance Month-End Reports Print/View month end reports Procurement Reports Print/View three procurement reports Fixed Assets Report Print/View capital equipment report Grants and Contracts Accounting Accounts Receivable Use MS Access to create custom queries based on information in Darkwing, the data warehouse Webapps

Logging Onto SmartStream After you have completed the steps to request access to SmartStream it is time to Log On Click the SmartStream icon on your desktop

Logging Onto SmartStream After clicking the SmartStream icon on your desktop the Server Log On window opens The initial Logon ID is your netID The initial password is the word password (all lower case) Click Log On

Changing Initial Password When logging onto SmartStream for the first time you will enter your initial log on information into the Server Log On window The following window will pop up Click OK

Changing Initial Password You will then see this screen Enter your Current password The word password in all lower case Enter your new password Verify your new password Click OK

Changing Initial Password The confirmation of password change screen Click OK

SmartStream Passwords Passwords will auto expire every 90 days and you will be required to change your password From the SmartStream Desktop, select the File menu Click Change Server Passwords Enter current password, then enter new password and verify new password If you need your password reset, send an to

SmartStream Desktop Your SmartStream desktop will look similar to this when you log on the first time

SmartStream Desktop Double click Home Drawer Labeled with your name

SmartStream Desktop After double clicking on your name you will see three folders Activity List To Do Lists Workgroup To Do Lists

SmartStream Desktop If you double click the Activity List folder you will see a default Activity List called Your Activities Default Activity List

Customizing Activity List The first time you use SmartStream you will need to customize your Activity List Do this by adding Activity Windows that fit your job requirements Requisition Purchase Order Invoice Account Balance Can either modify an existing list or create a new list

Setup Activity Lists Modifying an Existing Activity List Select the Activity List that you want to modify Single click Your Activities Click the Desktop menu from the menu bar Select Customize Activity List which will open a new window The Source List contains all Activity windows that you have access to Double click each Activity window from the Source List that you want to include in the Activity List You can also single click an Activity window and click the copy button to populate selection to Destination List Shift-click and Ctrl-click can be used for multiple selections Click OK when finished

Customize Activity List Window

Setup Activity Lists Create a new Activity List Click the New button on the toolbar or select File, then New The New Browser Objects window opens Select the Activity List radio button for the Object Type Single click Activity Lists to highlight the Location Type in an Activity List name Click OK The Customize Activity List window opens The Source List contains all Activity windows that you have access to Double click each Activity window from the Source List that you want to include in the Activity List You can also single click an Activity window and click the copy button to populate selection to Destination List Shift-click and Ctrl-click can be used for multiple selections Click OK when finished

New Browser Objects Window New Button

Navigating SmartStream The Open button is used to open the File/Open Search window to search for data using criteria The Clear Window button is used to clear the window of data, to inquire on another document The Views button is used to navigate between the Views of an Activity The Action button is used primarily for entry functions OpenClear Window Views Actions

File/Open Searches Most Activity windows have a File/Open Search capability that allows you to search for documents using criteria If the Open button is available on the toolbar then the search window is available

How to File/Open Search Here are the steps necessary to conduct a search After opening an Activity window click the Open button, this opens the File Open Search window Any criteria entered on the main window will be brought into the search window as criteria

Adding Criteria Select the Field drop down arrow and click the desired field

Adding Criteria Select the desired Operator Using Equal To provides better response time

Adding Criteria Type in the Value The Value field is case sensitive

Adding Criteria Click the Add button

Adding Criteria Click the Search button when ready to search This will display the results In this example nothing was returned

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