ABC`s of TxEIS - Jubilee Academic Center

Jubilee Academic Center
ABC’s of TxEIS
Jubilee Academic Center
July 2013
Table of Contents
Where Can I Find More Information? ............................................................................................. 3
Using TxEIS Help .............................................................................................................................. 3
Setting Up TxEIS .............................................................................................................................. 4
Display Settings ................................................................................................................... 4
Short-Cuts and Browser Bookmarks ................................................................................... 4
Browser Settings ................................................................................................................. 4
Internet Explorer ................................................................................................................. 4
Mozilla Firefox................................................................................................................... 14
Safari ................................................................................................................................. 21
Understanding TxEIS ..................................................................................................................... 22
Logging In .......................................................................................................................... 23
Logging Out ....................................................................................................................... 23
Application Directory ........................................................................................................ 25
Application Version ........................................................................................................... 25
Session Timer .................................................................................................................... 25
Changing Tabs ................................................................................................................... 26
Changing File ID, Accounting Period or Pay Frequency .................................................... 26
Changing Applications....................................................................................................... 27
Auto Tab ............................................................................................................................ 27
Auto Suggest ..................................................................................................................... 28
Adding Rows ..................................................................................................................... 28
Sorting Columns ................................................................................................................ 28
Lookup Button................................................................................................................... 29
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Ellipsis Icon ........................................................................................................................ 30
Pagination ......................................................................................................................... 31
Filtering Data ..................................................................................................................... 31
Refresh, Calculate, Validate Account Code ...................................................................... 32
Saving Data........................................................................................................................ 34
Displaying Detail ............................................................................................................... 35
Deleting Data .................................................................................................................... 37
Running Reports................................................................................................................ 38
Printing Reports ................................................................................................................ 39
Printing Checks and Other Special Forms ......................................................................... 40
Reminders ..................................................................................................................................... 41
Purchase Orders Do Not Go Away After They Have Printed. ........................................... 41
Federal Programs, CIP and DIP Notes on Requisitions ..................................................... 41
Program Errors .................................................................................................................. 41
User Created Reports ........................................................................................................ 41
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Where Can I Find More Information?
This document is designed to provide you with information you need to answer a lot of your
questions on how to navigate around and through TxEIS, jump hurdles, and get around obstacles
that may be frustrating in different situations.
Using TxEIS Help
While you are in a TxEIS application click “Help”.
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If you have a screen open when your click “Help”, the system will retrieve the information
specific to that screen. If you need more information, review the documentation for the
specific application.
If you do not have a particular screen open when you click “Help”, the system will retrieve
the Table of Contents. Click on the
to open a specific subject area. Please notice that
there are checklists available, process information, different menus and applications. Each
of these areas may also be printed if you wish.
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Setting Up TxEIS on Your Computer
Please call your tech if you have trouble setting this up.
Display Settings
The recommended resolution for optimal viewing is 1280 X 1024. This setting will reduce the font
size and it also reduces the use of the scroll bars. If the resolution is set at something other than
the recommendation, then additional scroll bars will display and the data may not be viewable until
a scroll bar is used.
Short-Cuts and Browser Bookmarks
When you create shortcuts or bookmark for TxEIS, do not just copy the URL from the first screen
displayed. The URL should begin with https:// followed by your connection information and it
should end with /MainMenu. It should not end with CAS/login… .
For example, districts hosted at region 20 use the following URL to access TxEIS
https://txeishost.net/MainMenu. If you are hosting your own database the “txeishost.net” portion
of the URL would be different and the beginning (https://) and ending (/MainMenu) of the URL
would be the same as the Region 20 hosted districts.
Browser Settings
Internet Explorer
If you are using IE, you will need to set up the options as follows:
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Select Internet Options to complete the necessary settings.
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The Internet Options dialog box is displayed with the General tab as the default tab.
UNDER BROWSING HISTORY
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Browsing History Delete Browsing history on exit should be checked.
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To clear the cache, click Delete and the Delete Browsing History dialog box is displayed.
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You may wish to “Preserve Favorites website data”, so this can be unchecked.
Check “Temporary Internet files”.
Check “Cookies”.
Check “History”.
And for security issues, check “Passwords”.
Click Delete and and clear your history and return to the Internet Options dialog box.
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Click Settings. The Temporary Internet Files and History Settings is displayed.
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Under Check for newer versions of stored pages, select Every time I visit the webpage.
Click “OK”.
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Click OK.
TO ADD TXEIS TO THE TRUSTED SITES
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Click the Security tab.
Under “Select a zone to view or change security settings”, select Trusted sites.
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Click Sites. The Trusted sites dialog box is displayed.
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In the “Add this website to the zone” field, type the exact Web site address that you
use to access TxEIS, and then click Add.
Note: If the Web site address begins with https, select Require server verification (https:) for all
sites in this zone. If the Web site address does not begin with https, ensure that Require server
verification (https:) for all sites in this zone is not selected.
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Click Close.
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TO ALLOW DOWNLOADS
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Click the Security tab.
Click the Trusted Sites Zone
Click Custom level. The Security Settings – Trusted Sites Zone dialog box is displayed.
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Scroll down to the Downloads section.
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Under Automatic prompting for file downloads, select the Enable option.
Under File download, select the Enable option.
Click OK to close the Security Settings – Trusted Sites Zone dialog box
Click OK to close the Internet Options dialog box.
TO ALLOW POP UPS
TxEIS uses pop-up windows to display reports and other information. The TxEIS Web site must be
set up as an allowed site.
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In the browser, from the Tools menu, select Pop Up Blocker.
Select the Turn On Pop Up Blocker.
Go back to select Tools > Pop Up Blocker > Pop Up Blocker Settings, Pop-up Blocker Settings
dialog box is displayed.
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Under Address of web site, type the exact Web site address that you use to access TxEIS.
Click Allow. The Web site is displayed under Sites, and the Status is set to Allow.
Click Close to close the Allowed Sites - Popups dialog box.
Click OK to close the Options dialog box.
TO DISPLAY WEB PAGES AS TABS
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In the browser, from the Tools menu, select Internet Options.
The Internet Options dialog box is displayed with the General tab as the default tab.
Under Tabs, click Settings. The Tabbed Browsing Settings dialog box is displayed.
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The following settings are recommended.
4. Click OK to close the Internet Options dialog box.
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Mozilla Firefox
DOWNLOAD LOCATION
By default, Firefox will save all files in one specific location: a Downloads folder in your My
Documents folder. To change either the save location or to not have a save location, let’s go
change Firefox’s options. Open Firefox and from the menu bar go to Tools  Options  General
tab. TxEIS is not supported with Firefox versions above 7.
The Downloads section on this first tab dictates the behavior.
If you want Firefox to always save to one place, then choose SAVE FILES TO and browse out to the
designated folder. For TxEIS, this is not recommended. Exports for the same application (i.e.
Human Resources or Finance) in the same day will be overwritten by subsequent exports. Export
file names are pretty generic with your database name, the days date, and the application name.
For example, a finance export for October 25th would be named db0159999_10252010_fin.rsf. Is
this the 10 am export after the SAF checks or the 3pm export after the general fund checks for this
day? Who knows!!
The recommended setting is ALWAYS ASK ME WHERE TO SAVE THE FILES. This way, the browser
will prompt you for a destination the same way RSCCC used to.
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POP-UPS
TxEIS provides reports in a pop-up window. Firefox will block all pop-up windows so we need to set
up an exception for the application. From the menu bar, Tools  Options  Content Tab. Choose
EXCEPTIONS next to the first option of BLOCK POP-UP WINDOWS.
A dialog will open that will allow for entry of a web site name.
If you are hosted at Region 20 you will enter txeishost.net and click Allow.
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The address will move to the bottom section of the dialog to signal that it has been saved.
If you are hosting the TxEIS application at your District, please enter the website given to you by
your technology department.
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JAVASCRIPT
TxEIS requires the JavaScript setting to be on. Although the Firefox default is on, let’s check it.
From the menu bar, go to Tools  Options  Content tab. Ensure that the JavaScript option is
checked.
TO ENABLE COOKIES
TxEIS requires your computer to be able to accept cookies. To check this use the menu bar to Tools
 Options  Privacy tab. The History option FIREFOX WILL has 3 options:
1. remember history – this is ok as all cookies are saved,
2. never remember history – this is not ok as no cookies are saved, or
3. use custom settings for history – settings below.
If you have chosen to use custom settings, you need to ensure that the TxEIS web site is allowed.
To do this, click the Exceptions button.
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A dialog will open that will allow for entry of a web site name. If you are hosted at Region 20 you
will enter txeishost.net and click Allow.
The address will move to the bottom section of the dialog to signal that it has been saved.
If you are hosting the TxEIS application at your District, please enter the website given to you by
your technology department.
Click Close to close the dialog box.
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CACHE
Cache needs to be cleared when you close your browser, so be sure that you go to tools > Clear
Recent History and choose cookies, cache, and active logins.
Click Clear Now.
Set the browser to only keep cookies till the end of the session. Go to Tools > Options > Privacy.
The options dialog box is displayed. Select the options show below and click OK to save.
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Click OK to save and close.
To ensure that Firefox always gets the latest version from the server, we need to ensure to update
the cache option. To do this, open Firefox and enter about:config in the address bar.
You may receive a warning shown to the right so choose I’ll be careful, I promise.
Scroll through the different Firefox settings until you get to browser.cache.check_doc_frequency.
If the value is not 1 (one) then double-click the name and enter 1 (one).
Click OK to save.
REPORTS IN TABS
Some of the TxEIS reports open in a new window; however, this behavior can be changed. To open
JavaScript popups, in the same about:config as above, search for
browser.link.open_newwindow.restriction and set that value to 0.
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Safari
TO ENABLE COOKIES
1. In the browser, from the menu bar, select Safari, and then select Preferences. The
Preferences dialog box is displayed.
2. In the Preferences dialog box, select Security.
3. Next to Accept Cookies, select Only from sites I visit.
4. Close the Preferences dialog box.
TO ENABLE POP-UP WINDOWS
TxEIS uses pop-up windows to display reports and other information. By default, Safari blocks popup windows. The pop-up blocker must be disabled for the TxEIS Web site for proper operation of
TxEIS.
From the Safari menu, select Block Pop-Up Windows to clear the check mark to turn off this
option.
TO ENABLE JAVASCRIPT
JavaScript must be enabled for the TxEIS Web site for proper operation of TxEIS.
1. In the browser, from the menu bar, select Safari, and then select Preferences. The
Preferences dialog box is displayed.
2. In the Preferences dialog box, select Security.
3. Next to Web Content, ensure that Enable JavaScript is selected.
4. Close the Preferences dialog box.
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Understanding TxEIS
TxEIS applications are web based, which means that you don’t have to download or install
programs on your computer before using them, they are housed on a server and not on each
computer. They work with web browsers (i.e. Internet Explorer, Firefox, or Safari) over the internet
or intranet. This also means that many different computers may access the same program and the
screens use pop up window functionality. RSCCC was windows based and utilized all the windows
functionality where shortcut keys, left and right mouse clicks, were standardized and only be
accessed from the computers where the application was installed. Events in windows are updated
immediately whereas, in web applications a post back event is called, after the post back event, the
data is retrieved.
When selecting data, remember that all data requested is being sent over the internet. Because of
this, response may be slower than in the client server environment.
A few areas where you may want to be more specific when selecting data are:
General Ledger Inquiry
Employee Directory
Vendor Directory
Progress Bar – this is important features of a web product in that it reflects the progress of the
work that is being performed.
When accessing data or a report, the progress bar will display. Although the Web product is not
going to give you ‘instant gratification’, this progress bar will let you know that the program is
working. As with any web application, depending on the amount of data being retrieved, the
progress bar could move quickly or at a somewhat slower pace than anticipated.
It is very important not to “X” out to leave the screen as it will cause your connection to remain
running.
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Logging In
Enter your User name, Password and County/District Number and click “Login”.
Logging Out
To log out of TxEIS, select Exit Application in the upper right of the screen.
The system then displays the Exit Application page where you click the Back to Main Menu link.
After clicking the link, a pop up window asks if you want to close this tab. Click Yes.
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After exiting all applications, you will return to the Application Directory where you click Logout.
After clicking Logout, you are returned to the Logout page which you may close by clicking the X in
the upper right of the page.
With the exception of clicking the ‘X’ to close the Logout page and reports in tabs, it is
important to use the navigation buttons within TxEIS and not the browser navigation
buttons.
Use Exit Application to exit an application.
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Application Directory
Your security administrator has created roles for applications to which you have access. These
applications are displayd on the left side of the screen.
You may select applications from “My Applicataions” or from “Application Directory” on the right
of the screen. If you click on any of the applications on the right side of the screen and you do not
have access to the applications, you will get a description of that application and a link to return to
the “Application Directory”.
Application Version
Each screen displays the name of the application you have selected and the current version and
build number of TxEIS.
Session Timer
Session timers are set for the number of minutes and seconds before the application session will
expire due to inactivity. Updating, adding data and inquiring data will reset the timer. Timers are
set for each application when the application is opened. The default session time is 60 minutes of
inactivity.
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Two minutes before the session will time out; a message will display allowing the user to restart the
session timer. Clicking OK extends the session and clicking Cancel will allow the timer to count
down to zero and the session will become inactive.
Changing Tabs
The TxEIS system displays a single page at a time within an application. When you move from one
tab page to another, the previous page is automatically closed when the new one is opened.
If data modifications were made on the page you are navigating away from a message will display
notifying you that unsaved data will be lost if you change tabs without saving.
Changing File ID, Accounting Period or Pay F requency
The Change Button allows you to change from one File ID to another in Finance, change from one
accounting period to another in Finance, or change from one frequency to another in Payroll. Click
“Change” to display the dropdown for selection.
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Changing Applications
If you click Change Application on any page, a list of applications will display. Clicking an
application will navigate away from but not close the current application and will also close the
Change Application dropdown.
If you choose to remain in the current application, click Change Application again to close the
dropdown.
There is an internet option setting that displays application tabs across the top of the page for ease
of movement between applications.
Auto Tab
When you are entering data and fill a field, the system automatically tabs to the next field to help
speed up processing.
In the example below, as you type a 20-digit account code in nine separate boxes, the system
automatically tabs from one field to the next as the components of the account code are filled. In
as many places as possible, auto tabbing has been added to speed up data entry.
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Auto Suggest
The Sort Key/Vendor Name is an Auto Suggest field. Key in the first letter of the name and the first
group of matches are displayed in the drop down. You may refine your search by adding more
letters.
If you are in the search area on a page, press enter on the appropriate selection to return the data
to the screen.
Adding Rows
There are two ways to add a row.
1. Select the
at the bottom of the screen and a blank row will be added to the end of
the existing data.
2. If you press Alt +1 and a blank row will be added to the end of the existing data.
Sorting Columns
On screens where the column names are underlined, the data may be sorted by that column. Click
the column to sort in ascending order, click again and sort in descending order.
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Lookup Button
The Account Code Table is too large to be listed in a dropdown. A lookup button may be used to
display the data. When this button is selected, another screen will display allowing you to select the
account you want to use for the transactions.
Note: The lookup button will display only when you tab into a field that uses the lookup feature
such as account code. Click “Lookup” or press the F2 function key to display the lookup window.
Click “Lookup” and enter a partial account code and click “Search”. All matching account codes will
display as hyperlinks. Click the appropriate account code to return the data to the previous screen.
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Account Code – On some of the screens, the account code field is not divided into sections but
rather you can manually enter the whole account code or you can highlight the field and the
Lookup button will display which will help you select the account number you need.
Account Code Mask – If the individual field is highlighted (like Fund), then the Lookup button can
be selected and all the available Fund/FY’s will display for selection. You can perform a Lookup on
each field if so desired. If you would rather complete part of the mask to locate your account, you
can also do that and select Search to bring the accounts up that meet the criteria. If the search
would result in retrieving to many rows, a message will display and you will need to refine your
search.
Ellipsis Icon
When an ellipsis icon is displayed to the right of a data field, clicking the Ellipsis Icon will bring up a
pop up window that displays the data for selection.
Just like the lookup window, the ellipsis window displays all values as hyperlinks and selection
returns the data to the previous screen.
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Pagination
When more data than can display on a screen is selected, the data is grouped and displayed in
pages of 30 transactions. You may use the arrows to move between pages or you may use the
page number dropdown box to select page numbers.
Filtering Data
You may want to filter data so you don’t have to page through many screens to find a specific item.
In the case below, you can enter the first few digits of the account code to find a particular code.
The Finance Chart of Accounts has a filter to find your starting point.
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Filter – select this button to filter the accounts, descriptions or status. A Find box will display and
using the dropdown next to the Find Where field , select which value you want to filter
(Active/Inactive, Description or Account Code). This feature is NOT page specific and will search all
pages to filter and display the results.
For example: In the Find Where field, select Description and in the Find What field type
the word DUE and select the Search button. The system retrieves all the descriptions, from
all the pages, that had the word DUE.
Another Example: In the Find Where field, select the Account Code and in the Find What
field, enter 204-11-6219. You cannot use a mask (XXX-11-6219) to locate a group of
account codes. Also, you can enter the whole account code and it will retrieve just that
account code. You must enter the dashes between each account code component. Select
the Search button and the system will return the results as indicated above.
Clear Filter – when this button is selected, it will clear the filter just used and will return the screen
to the original display.
Refresh, Calculate, Validate Account Code
On screens that have a REFRESH or CALCULATE function, these functions must be performed prior
to the SAVE.
The REFRESH function updates, for example, payroll distributions, requisition totals, and finance
postings.
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Refresh Description: The description that displays will be the same description that exists in the
Object Code table or on the Account Codes, Object tab. This hotlink is available wherever there is
an account code, a product type or anything that has a description. The Web application does not
automatically display the description(s) but they can be updated anytime the hotlink is selected.
You do not have to select Refresh Description before saving. Saving will automatically update the
description.
The description will be populated based on the the field requirements, such as account code. If
the description is for an account code, the field will populate based on the Chart of Accounts or the
Object Code table.
Refresh Totals: Click Refresh Totals to update the totals at the bottom of the page after you have
modified amounts in the grid. This hotlink is available wherever a screen has monetary entries that
usually have a grand total. The Web application does not automatically update the totals as
entered but rather, totals can be updated anytime this hotlink is selected. You do not have to
Refresh Totals before saving.
In most cases, saving will automatically update the totals. However, it is highly recommended you
update the fields to verify your data before saving.
The totals at the bottom of the page represent the totals for the amounts displayed in the grid.
Example:
$5000.00 was entered in the second row of the following grid. The total at the bottom of
the page does not reflect the new total.
Click Refresh Totals or Save to update the total at the bottom of the page.
The CALCULATE function on the requisition allows for the entry of percentage or amount with the
system calculating the other.
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Validate Account Code hotlink under the Account Code to validate the account code against the
Chart of Accounts.
If you do not know the account number, highlight the field and select the LookUp button. It will
open an account selection box where you can either perform a search by entering part of the
account code and selecting Search or you can highlight the portion of the account code you don’t
know and click on the Lookup button to scroll through the selections and then perform a search.
When the account codes display, they are a hot link so all you need to do is click on one and you
will be returned to the screen.
Saving Data
The Save button is always located in the upper right side of the screen.
If you are in the body of the page, focus will be set to the Save button. If you press enter after
adding data, the data will be saved.
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Whenever you press Enter or click the Save button to save data, a message is displayed in the
upper left of the screen.
If the save is successful, you will see a Save successful message in green.
If there are errors in the data entered, one or more error messages will be displayed in red in the
upper left of the screen and the field in error will be highlighted in red.
Displaying Detail
Click to view the detail associated with a row. It may be in a dialog box or the detail may be
highlighted on the page.
The School Year and Lock Flag fields are display only on all tabs.
In Finance, click the Spyglass Icon to display detail/additional information associated with a
particular item.
In the following example clicking the spyglass on the Cash Receipt Posting screen will highlight the
corresponding detail row at the bottom of the page.
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In the following Finance Journal Inquiry example clicking the spyglass will display the detail
associated at the bottom of the page.
In this Budget example, when you click the spyglass the detail associated with the row will display
in a separate dialog box where you can also enter or update data. The data will be transferred to
the original page where you must click Save to retain the data.
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Deleting Data
Clicking the Trash Can icon selects a row for deletion. The row is highlighted in red.
The row will be deleted when the page is saved if there are no deletion restrictions. If there are
restrictions you will receive an error message and the row will not be deleted.
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Running Reports
Successfully running reports is determined by the following:
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Browser settings need to be correct in order to get the pop up reports
Selecting the correct parameters on the report
Adobe Acrobat is installed on your computer
Enter required report parameters that are indicated in Bold and click “Run Preview”.
The system will display Loading and Building Report dialog boxes as the report is generated.
Each report offers the ability to convert to Adobe PDF or a CSV document
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Adobe provides an excellent “FIND” tool. Rather than having to review a report page by page,
Adobe allows you to view, scan or scroll through the entire report easily.
Converting a report to a CSV file allows it to be exported to EXCEL or ACCESS for ease of data
manipulation: filtering, sorting, and calculating.
Printing Reports
After you click
to open the report in PDF format, click
to send your report to a printer.
Normal report printing requires the “page scaling” to be set to “shrink to printable area” and the
“auto-rotate and Center” needs to be checked as displayed below.
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Printing Checks and Other Special Forms
Printing special forms such as checks, W2’s and 1099’s requires that you change the printing
options for Adobe Acrobat.
After you click
to open the report in PDF format, click
to send your report to a printer. It is
recommended that “page scaling” be changed to “None” and uncheck the “Auto Rotate and
Center” checkbox.
These settings will need to be reset after you have printed your checks, or your reports will not
print correctly.
There are also adjustments that can be made to the physical printer as well.
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Reminders
Purchase Orders Do Not Go Away After They Have Printed.
In TxEIS, the purchase orders are no longer automatically sent to reprint purchase order report.
You are able to print purchase orders multiple times until you select “Update” to flag that the
purchase order has already been printed. You will be able to print additional copies of the purchase
order when you select the “reprint purchase order” report.
Federal Programs, CIP and DIP Notes on Requisitions
Auditors have requested that Campus Improvement Plan (CIP) and District Improvement Plan (DIP)
purchases be noted on the requisition. Also Federal Programs requiring justification for expending
federal funds needs to be added to the requisition. Comments included on the district copy of the
purchase order can be used to track the goals and objectives of these purchases for your auditors.
Program Errors
A Program Error may occur (responding Yes to Warning and Confirm Delete messages, if
applicable). You can select Exit Application and at the Application Directory you may re-enter the
application. Please report this to your Business Consultant. You will be asked which application you
were in and what screen your were accessing at the time the error occurred. If this continues to be
a problem, please contact your tech.
User Created Reports
These reports have the ability to Sort/Filter has been added to the User Created Report. Once your
selection has been made, click the Retrieve button to retrieve the data based on the sort/filter
parameters.
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a. SORT – When Sort is selected, a box will display and you can select the Add button to
add a row and view the columns that are available for selection.
b. Filter – When Filter is selected, a box will display and you can select the Add button to
add a row and view the columns that are available for selection.
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c.
Example: In the example below, Contract Beg Date was selected for the Sort and Stat
Cd = 1 was selected for Filter.
d. Retrieve: Click the Retrieve button so the data will display for your selected
parameters.
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e. Modify: You can modify the sort/filter parameter without exiting the screen and then
click on Retrieve to view with the changed options.
f. Delete: You can delete one or both of the options (Sort/Filter) by selecting the option
and clicking on Delete. Once you close the option, select the Retrieve button to refresh
the screen for the new option(s) and if all have been deleted, the screen will display
using the default retrieve view.
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g. Reset: To delete both Sort/Filter options, you can select the Reset button and it will
automatically delete all options selected in both sort/filter and it will retrieve the data
based on the default retrieval view.
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