1. SMART Finance Open Forum

2. Recurring Vouchers
Discuss copy vs. recurring vouchers- when would you use them?
Show the process

3. How do I look up an account balance?
Account Analysis
UFARS Account Analysis

4. SMART Finance Keystrokes
Keystrokes-The following are quick-key strokes that may be used instead of clicking on the command on the toolbar of each screen.
CTRL + N = (New) Creates a new record
CTRL + A = (Add) Adds a line of detail to a transaction
CTRL + S = (Save) Saves the transaction
CTRL + R = (Remove) Removes a line of detail from a transaction
CTRL + D = (Delete) Deletes the entire transaction
CTRL + Q = (Query) Allows the user to Query on a field to find certain data
CTRL + F = (Find) Finds the data queried on

5. Building Account Code Segments and Codes
See handout
Call Region V with questions or problems

6. Reports See handout Remember we can build custom reports for you
Reports can be added to your favorites

7. Things that are going well
Copying vouchers
Love that I can scan in and attach all of our invoices to the vouchers.
Nice program, easy to navigate through!
Vouchers, receipts and PO's.
Pulls together great info in many reports and combinations of requests. Love the favorites tab for quick access to areas I use most.
I really like the Accounts Payable and Accounts Receivable. Also, we are making a lot of progress on download ability to Excel. THANK YOU for that!!!

8. Enhancement Requests

9. Future Enhancement Requests-Reports
Drill-down functionality within a report Expenditure reports by Course code (detail & summary)
It would be nice to be able to run reports by a start and end period (monthly).

10. Future Enhancement Requests-Voucher
Is it possible to make adjustments on vouchers after they are paid and before they are posted?
It would be great if the notes/attachments from the purchase order transferred to the voucher.
It would also be nice to have a button on the voucher page that once you enter the vendor you can click to see most frequent codes used with this vendor. Ideally a double click on a code would insert that line on the voucher.
Add a feature for a second invoice on a single voucher.

11. Future Enhancement Requests-Vendor
If a vendor has an address entered into vendor information, it shows up on the mailing address- it should hide.
To be able to choose a vendor by the vendor number (not just name)
Save multiple accounts as default to a vendor. Specific situations this would be beneficial to is utility bills or officials that work multiple sports.
Vendor tax info tab- Make it resemble a W- 9 more closely.

12. Future Enhancement Requests-Notifications
When routing a PO for approval add the ability to send an or even a Dashboard Message to the approver so they know there is a PO waiting to be approved.
Notifications of requests in your inbox sent in real time vs at a set time of the day
It would be nice to have a faster way to access the in tray for PO approval.
Bring in staff addresses from smart HR to Smart Finance for ing PO's to teachers.

13. Future Enhancement Requests
Budgeting payroll- make that easier.
AR - be able to adjust receipt right up to locking/posting.
Maybe making it so we can close pending requisitions. lt seems like we have a lot of staff that start to create them and they think they will disappear in 2 weeks and they don't so they are left pending in the system.
When pulling purchase orders across to create vouchers; be able to unclick a line that you clicked in by mistake; also have a select all if you need to pay all the lines.

14. Other Enhancement suggestions?

15. HR/SF Dashboard
Welcome to the SMART Dashboard. It includes user specific system notifications, personal to do list, and a secure systemwide user messaging system that follows specifically what a person is allowed to see or do. It was designed to help pass user information on to another employee for review or additional work.
Messaging works similar to , but in a more secure way. Users will still need the access to windows and reports sent to them. Also, sensitive data is not sent outside of the system keeping it more secure.
Dashboard settings are available to customize by user when the dashboard is opened. Any changes made will automatically be saved. After exiting from SMART, everything will be available at the next login.
Refresh – will force items to refresh.

16. SMART eR Notifications to the Dashboard
Handout p 3 Notifications section
Notifications are generated automatically by SMART eR and SMART. They can be customized by district and specific user. They do not all need to be turned on, but can be. A few are created because the system finds problems that need to be addressed.
To view an item – click on the row:
After it is viewed, it will mark it as viewed and no longer show in bold font.

17. SMART eR Messages to the Dashboard
Handout p 3 Notifications section
Messages are also generated automatically by SMART eR and SMART – but the difference is that it automatically brings the user to the window with the data retrieved.
Messages can be customized by district and specific user. They do not all need to be turned on, but can be.
To view an item – click on the row:
After it is viewed, it will mark it as viewed and no longer show in bold font.
Open Attached Window
Also, Supervisor’s Report of Accident and
Continuing Education

18. Customizing Messages
Right-click on heading
Coming soon…

19. Dashboard settings and To Do List
The To Do List is a way to keep track of the items that need to be done inside SMART in a place that is convenient to working on them. It is customizable to each user and they only see their changes…no one else does.

21. You have access to help? Doco on how the dashboard works
Messages sent by Users are triggered from the actual windows or reports. To learn more about sending a message, contact your Region or click on the any module’s menu group help section.
If you have ideas send them to us…
Doco on creating messages to a user

22. You can Search for menu items?
Type in a part of the window or report desired and it will filter close matches.

23. You can create your own menu?
Right-click to add a new group
Items are saved in the order they are entered
…but can be resorted.

24. PO’s and Invoices can be emailed?
Also, an field has been added to the Company window?
If this is filled in, the PO and Invoice function will use this as the FROM rather than the logged in employee address.

25. Invoices can be copied?
Just like the copy feature for PO’s, JE’s and Vouchers…
Coming soon… a batch number will be added to Invoice Entry (and Voucher Entry).
Goal: user is able to double-click to bring up the batch lookup and select an invoice (or voucher) batch number from the list or create a new one.

26. You can print a report to pdf?

27. Summary windows throughout SF have been updated with column sort ability?
Click on the title of the column to re-sort the data. Click on the reset button to go back to the original sort.

28. On PO entry, there is a new column called ‘No Prt’ on each PO detail row?
Check this box to have the detail row appear on the PO record but it will not be printed or ed to the vendor.

29. Payroll lines in a voucher type SHR can no longer be changed?
To keep the integrity of the payroll
In order to adjust the voucher to match the vendor invoice you will need to insert a row to make the adjustment.

30. Coming soon… For districts that route JE's for approval:
Reversing JE will route automatically with the same route slip info when the original JE is routed, instead of having to route them separately.

31. You can give us feedback directly?

32. Questions for us?

33. Contact Information
Website-