Frequently Asked Questions

About System Access
About Banner
About FAST
About EPIC

 

About System Access
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 get more training for Aurora Finance?  A:

Q: How do I change/update my security profile?  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:

 

 

 

About Banner

Navigation
Q: I get a “Forbidden” error?  A:

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 receive a “Form Invalid” message when I try to open form X?  A:

Journal Entries and Interdepartmental Charges
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: I receive an “Unable to Post” message when I try to post an IDC?  A:

 

 

 

About FAST

Q: How do I run the Macro for the Transaction Details report? A:

Q: What do the document codes mean in FAST? A:

Q: Which reports should I use for reconciling FOPs? A:

 

 

About EPIC

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 make a Purchase? A:

Q: Do I include taxes when creating a Purchase Request? A:

Q: I cannot find a supplier in EPIC. What do I do? A:

Q: Which commodity code should I use? A:

 

ANSWERS

How do I get an Aurora Finance User ID? 
A:
See the following document: Set Up My Security Access for Aurora Finance.

 

How do I get access to EPIC and/or Concur?
A:
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 get access to FAST and/or Banner?
A:
Access to FAST and/or Banner is granted by sending in the completed Aurora Finance Systems Access Request form.

 

How do I get more training for Aurora Finance? 
A:

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.

 

How do I change/update my security profile? 
A:
Contact Aurora Finance Customer Service at 480-1001.

 

How do I change my password? 
A:
You must change your password in Banner. You can not change your password in FAST. See the Help document Change My Password in Banner.

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?
A:
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:

  • Signing Authority form to remove them from FOPs.
  • Request outstanding EPIC Purchase Orders and Contracts to be reassigned to someone else in the department. The reports available in EPIC to identify these are My Orders Overview and My Open Contracts. Once you have a list of the documents needing to be reassigned, send the request to epic@umanitoba.ca for processing.
  • Request a change in Concur approvers. This can include the role of Default Approver, BI Manager or Cash Advance Approver. Send your request to Aurora_Finance@umanitoba.ca to be processed.

For further assistance, contact Aurora Finance Customer Service at 480-1001.

 

How do I run the Macro for the Transaction Details report?
A:
To run the Macro for the Transaction Details report, open the Excel Macro and export your Transaction Details from FAST. Within your FAST file, select the View tab and choose Macros then select View Macros. The Macro should be listed in the window that appears. Select Run. The process will run and reformat the report into a more manageable list of transactions to reconcile.

Click here to download the Macro and view more detailed instructions.

 

What do the document codes mean in FAST?
A:
There are various document codes listed in FAST to refer to the different types of transactions. View the Document Code Prefix list for more information.

 

Which reports should I use for reconciling FOPs?
A:
There are various reports available to you to review your financial information. See the Monthly Reports that can be part of your reconciliation process.

 

I get a “Forbidden” error? 
A:
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.

 

I’m trying to find the Account code for …? 
A:
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.

 

Why do some units only have an FA rather than a full FOAP? 
A:
FA codes are used for Balance Sheet transactions; these units have no Org or Prog codes.

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? 
A:
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 receive a “Form Invalid” message when I try to open form X? 
A:
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 need help completing a Journal Entry or Interdepartmental Charge?  
A:
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.

 

How do I know which Journal Type code to use? 
A:
The most common Journal Type scenarios are:

  • Intrafund (within a Fund) - when the Fund code is the same, use JE15 for all sequence records.
  • Interfund (between Funds) - if the Fund codes are different, use JE16 for each sequence.

For further details, see Journal Types.

 

How do I print a JE/IDC (before it is completed)? 
A:
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? 
A:
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? 
A:
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 is the Bank code? 
A:
OC (Operating Canadian)

 

What do the Error Status codes mean? 
A: 
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.

  • If you have an error, view the Summary Details option (FGIJSUM) to see which sequence has the error status.
  • Check if your Journal Types align properly: JE16 with JE16, JE15 with JE15, and ID1D with ID1C.
  • Check that your debit and credit totals equal the document total you entered; if necessary, change the document total to match the sum of your debits and credits.
  • Check your Account codes; some have restrictions like 726xxx’s or need to be internal income codes for credits.
  • The “Fund out of Balance” message usually means your journal types don’t match, or your document totals don’t match.
  • The “Unable to Post” message means you do not have security to post into that unit; call Aurora Finance Customer Service at 480-1001 to request IDC access.
  • Status N means non-sufficient funds; follow up with the NSF unit and ask them to call you when there are funds available. You’ll need to revisit this JE/IDC when you hear back from the other unit.
  • For other errors call the Aurora Finance Customer Service at 480-1001. Have the J# ready so the Help Line can open your JE/IDC for troubleshooting.

 

I receive an “Unable to Post” message when I try to post an IDC? 
A:
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.

 

What do I do with the item that says "Reconcile" in my EPIC To Do box?
A:
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 create a Contract in EPIC?
A:
See the following document for step by step instructions: How to Create a Contract Request Guide.

 

How do I create a Non-PO Invoice in EPIC?
A:
See the following document for step by step instructions: How to Create a Non-PO Invoice.

 

How do I make a Purchase?
A:
Visit the Making a Purchase webpage to determine which process to use and when.

 

Do I include taxes when creating a Purchase Request?
A:
No, you do not include taxes when creating a Purchase Request in EPIC. All taxes are processed in the background of the system and are paid according to the invoice that is received by Supplier Payment Services. Only enter the subtotal amounts for the products and/or services that you add into your Purchase Requests in EPIC.

 

I cannot find a supplier in EPIC. What do I do?
A:
Complete the New Supplier Request form to have a supplier added to EPIC.

 

Which commodity code should I use?
A:
When searching for a commodity code, first use a broad description of your item/service then further refine your search to narrow down the results. You can also view the EPIC Commodity Code Quick List webpage.