Processes and Functionality
Q: I’m trying to find the Account code for …? A:
Q: Why do some units only have an FA rather than a full FOAP? A:
Q: How do I print an Accounts Receivable invoice? A:
Q: I need help completing a Journal Entry or Interdepartmental Charge? A:
Q: How do I know which Journal Type code to use? A:
Q: How do I print a JE/IDC (before it is completed)? A:
Q: How do I delete a JE/IDC? A:
Q: My JE/IDC won’t let me use Account code X? A:
Q: What is the Bank code? A:
Q: What do the Error Status codes mean? A:
Q: What do I do with the item that says "Reconcile" in my EPIC To Do box? A:
Q: How do I create a Contract in EPIC? A:
Q: How do I create a Non-PO Invoice in EPIC? A:
Q: How do I get an Aurora Finance User ID? A:
Q: How do I get access to EPIC and/or Concur? A:
Q: How do I get access to FAST and/or Banner? A:
Q: How do I change/update my security profile? A:
Q: I receive a “Form Invalid” message when I try to open form X? A:
Q: I receive an “Unable to Post” message when I try to post an IDC? A:
Q: How do I change my password? A:
Q: Is there anything that needs to be done in the Aurora Finance Systems when someone leaves a department? A:
Technical and Connectivity
Q: I get a “Forbidden” error? A:
Q: How do I get more training for Aurora Finance? A:
I’m trying to find the Account code for …?
Review the following documents on the Aurora Chart of Accounts page:
- Revenue and Expenditure Account Types
- Aurora Expenditure Account Definitions
- Completing a FOAPAL on a Form
Remember that expenditure accounts always begin with a 7 and revenue accounts always begin with a 5.
Sometimes you can use an Account code based on purpose rather than exact item - e.g. you may not find a code for chemical shipping, but we do have codes for inbound and outbound freight.
When completing forms for FA transactions you can use 9’s to fill in the missing FOAP elements on the form. The use of 9’s is not required in Banner screens.
You may not be able to ID charge FA units; use the external invoicing procedure for those transactions.
How do I print an Accounts Receivable invoice?
You cannot print an invoice directly from Banner. You’ll need to use the cView report viewer to print these reports. For help with printing, see the document Print Invoices.
Your invoice number is the discrete value cView will ask for.
I need help completing a Journal Entry or Interdepartmental Charge?
There are many elements to keep in mind when processing JEs and IDCs. The Online Help contains extensive documentation on these topics as well as the Journal Entries and ID Charges guide provides step by step instruction. After reviewing those documents, if you still have questions, contact Aurora Finance Customer Service for assistance at 480-1001.
For further details, see Journal Types.
How do I print a JE/IDC (before it is completed)?
From a Transaction Detail record sequence, select the Options menu and choose Access Transaction Summary Details (FGIJSUM). This screen will show you all of your sequences, the J#, your totals and any status errors you may have. You can use this screen to print a JE/IDC for your files and it is also a good screen to review your transaction prior to completing it.
How do I delete a JE/IDC?
As long as the JE/IDC is still In Process you can delete the record by navigating to the Document Total field on the Information block and then clicking Delete Record twice. The first click will generate a warning and the second click will delete the document total. Once the Document Total field has been cleared in this manner, that J# becomes hollow and your JE/IDC has been deleted.
If you’ve already completed the JE/IDC, you can’t just delete the record; you must first make a reversing JE/IDC to correct the error and then generate a new JE/IDC with the proper details.
My JE/IDC won’t let me use Account code X?
There are some restrictions on which codes you can use when you create a JE/IDC. For example, credit transactions require an internal income account (53xxxx) and the revenue Program code (0000). JE/IDCs involving capital equipment codes (726xxx) or land, building & acquisition codes (73xxxx) need to be processed by Capital Asset Management.
What do the Error Status codes mean?
The desired status for each sequence record of your JE/IDC is P for Postable, but sometimes you’ll receive a status of E for Error or N for NSF.
Here are some tips for getting the status to change to P:
Note: Clicking the Save button will force a status check.
What do I do with the item that says "Reconcile" in my EPIC To Do box?
An item listed in your to do box with the action "Reconcile", refers to an invoice that has been submitted by the supplier but an item listed does not match the Purchase Order. In this case, you will need to reconcile the invoice to authorize it to be paid. To view the steps in completing the reconciliation of an invoice, please see the document How to Reconcile an Invoice.
How do I get an Aurora Finance User ID?
See the following document: Set Up My Security Access for Aurora Finance.
How do I get access to EPIC and/or Concur?
Access to EPIC and/or Concur is granted by sending in the Aurora Finance Systems Access Request form and completing training either online or in-class. To find out if there any upcoming in class training sessions, please visit the Learning and Organizational Development website for course registration.
How do I change/update my security profile?
Contact Aurora Finance Customer Service at 480-1001.
I receive a “Form Invalid” message when I try to open form X?
This message means your security profile doesn’t give you permission to view that form. Call Aurora Finance Customer Service at 480-1001 to request a profile update.
I receive an “Unable to Post” message when I try to post an IDC?
This message means you don’t have security to post IDCs into that unit. Call Aurora Finance Customer Service (480-1001) to request IDC access.
Note: Password changes in Banner are synchronized with FAST and cView.
Is there anything that needs to be done in the Aurora Finance Systems when someone leaves a department?
The first step to take in this process will be to complete the Aurora Finance Systems Access Termination Request form to remove access to the Aurora Finance systems for this individual.
Depending on the responsibilities of the person that has left the department, you may also need to complete these tasks:
For further assistance, contact Aurora Finance Customer Service at 480-1001.
I get a “Forbidden” error?
Your security setup on your workstation is denied access through the University of Manitoba firewall. To resolve this issue, please contact the IST Help Desk or IT support group who serves your department.
As sessions are scheduled, they will be available for registration on the Learning and Organizational Development website. You can also view our Online Learning options. If you cannot find the session you are looking for, contact Aurora Finance Customer Service at 480-1001 to discuss other options.