research corporation of the university of hawaii financial ...€¦ · last revised: 04/01/2016 7...

2016

Research Corporation of the University of Hawaii Financial System Modernized User Interface

RELEASE NOTES

RCUH.com

1

Last Revised: 04/01/2016 2

Contents

General Information .............................................................................................................. 5

New Features .................................................................................................................................5

Reset Forgotten Passwords.............................................................................................................6

Username Displayed ......................................................................................................................6

Update Your Profile ........................................................................................................................6 Email and Password .............................................................................................................................................. 7 Default Purchase Requisition or Payment Information ........................................................................................ 7 Delegate Access to Another User ......................................................................................................................... 7 View Code and Project List ................................................................................................................................... 9

Fiscal Administrators – Vendor Search ............................................................................................9

Purchase Requisitions and PO Change ................................................................................. 10

New Features ............................................................................................................................... 10

Attachments – More information ................................................................................................. 10

Audit Log ..................................................................................................................................... 10

Listing Screens – Sort and Search .................................................................................................. 11

PDF Version ................................................................................................................................. 11

Purchase Order Payments .................................................................................................... 11

New Features ............................................................................................................................... 12

Create PO Payment Listing Screen................................................................................................. 12

Advance Payment ........................................................................................................................ 13

Remittance Information ............................................................................................................... 13

Equipment Inventory .................................................................................................................... 14

Travel Request and Travel Completion ................................................................................. 14

New Features ............................................................................................................................... 15

Select and Create Employee (Vendor) ........................................................................................... 15

Remittance Information ............................................................................................................... 15

Travel Request and Advance ......................................................................................................... 16 Proposed Trip Itinerary ....................................................................................................................................... 16 Estimated Expenditures and Requested Advance .............................................................................................. 17

Travel Completion ........................................................................................................................ 18 Trip Itinerary ....................................................................................................................................................... 18 Trip Mileage ........................................................................................................................................................ 18 Expenditures ....................................................................................................................................................... 19


Direct Payments .................................................................................................................. 19

New Features ............................................................................................................................... 20

Select and Create Vendor ............................................................................................................. 20

Project and B/C Lines Improvements ............................................................................................ 21

Remittance Information and Equipment Inventory Sections .......................................................... 22

Clone Document........................................................................................................................... 22

Non-Employee Expense Payment Improvements .......................................................................... 23

Personal Auto Mileage Voucher Improvements ............................................................................. 23

RCUH Reporting .................................................................................................................. 24

New Features ............................................................................................................................... 24

Select Reports Using the Dropdown Options ................................................................................. 25

Project Number Dropdown and Calendar Tool .............................................................................. 25

Download Reports to CSV ............................................................................................................. 26

New Report – Current Users Assigned by Project ........................................................................... 26

UH Project Fiscal Reporting.................................................................................................. 27

New Features ............................................................................................................................... 28

Select Reports Using the Dropdown Options ................................................................................. 28

Project Number Dropdown and Calendar Tool .............................................................................. 28

Download Reports to CSV ............................................................................................................. 30

Authorization to Acquire RCUH Employees ........................................................................... 30

New Features ............................................................................................................................... 31

Selecting a Project ........................................................................................................................ 31

UH-OHR and VP for Research – Approval/Disapproval ................................................................... 31

Audit Log ..................................................................................................................................... 32

Listing Screens – Sort and Search .................................................................................................. 32

Search All Documents .......................................................................................................... 33

Location ....................................................................................................................................... 33

Document Types .......................................................................................................................... 34

Keyword Search ........................................................................................................................... 35

Selection Options ......................................................................................................................... 36

Sort Options ................................................................................................................................. 37


Search Fields ................................................................................................................................ 38

Hints and Tips .............................................................................................................................. 40

RCUH.com General Information


General Information The Financial Portal – Main Menu has been modified with a variety of useful features.

Figure 1 - Example of a Principal Investigator or Secondary User's main menu page after logging in

Purchasing now includes POs, PO Changes, and PO Payments. Direct Payments are in a

separate group. The Travel Request and Travel Completion have been grouped together with

pending and approved Travel documents.

Clicking on Main Menu will always bring you to this main menu page, while clicking on the

RCUH logo at the top will take you back the www.rcuh.com home page.

New Features

Reset forgotten passwords automatically

Pages display your Username

Update your user profile

o Email and password

o Default information for purchase requisitions and payments

o Delegate access to another user

o View code or project list

Fiscal Administrators can now search for a vendor



Reset Forgotten Passwords Forgotten passwords can now be reset automatically. If you have forgotten your password,

click on the Forgot your password link. Enter your username and a new password will be

emailed to the address on record for your username.

Figure 2 - Link to reset password process from the login screen

Username Displayed Once you login, your username will be displayed at the top of the menu and listing pages for

your reference.

Figure 3 - Personalized Login screen with user name displayed

Update Your Profile You can now update your profile information, such as your password or email. You may also

edit the default information used. Click on Edit Profile at the main menu or click on your

username to get a dropdown and select Edit My Profile.

Figure 4 - Link to Edit Profile from Main Menu and drop down



Email and Password

In your profile, you may update your email or change your password. Remember to click on Save

after making changes.

Figure 5 - Edit Profile Change user information

Default Purchase Requisition or Payment Information

Depending on your user type, you can also set up your default information for Purchase

Requisitions and Payments, which will pre-fill certain fields. Remember to click on Save after

making changes.

Figure 6 - Default values for PO, shipment, remittance

Delegate Access to Another User

If you will be on vacation, for example, and need another user as your backup, you can allow

that user access to your accounts. Select the user you would like to give your access to and

click Add. Remember to click on Save after making changes. You are only able to delegate

access to a user of the same level.



Figure 7 - Set up users allowed access as delegates

The user you have delegated access to will be able to switch to your login by clicking on their

username at the main menu and selecting Switch Users in the dropdown.

Figure 8 - From the personalized user dropdown list

They select the login to switch to and click Switch to Selected User Account. To return to their

own account, they would click Use My User Account.

Figure 9 - Switch to Delegate mode

To remove a delegated user from your account, select the user and click Remove.



Figure 10 - Remove Delegate Access from Edit Profile

View Code and Project List

If you are a PI, Secondary User, or an FA, you’ll see a list of code(s) and project(s) that are

assigned to you. This is for informational purposes only.

Fiscal Administrators – Vendor Search Fiscal Administrators now have the ability to do a vendor search. From the main menu, select

Search Vendors under the Miscellaneous group.

Figure 11 - Search Vendors in the Miscellaneous group

Enter a vendor code or vendor name and click on Search. Similar to the vendor search for PIs

and Secondary Users, the search will pick up vendors where the criteria is in the Vendor Name

or Additional Info. You can also click on any column heading to sort the results.

Figure 12 - Search Vendors for "university of hawaii"

RCUH.com Purchase Requisitions and PO Change


Purchase Requisitions and PO Change The Purchasing group allows users to create, submit, and approve POs and PO Changes. The

forms will look similar to the current system, with a few additional features.

Figure 13 - PI/Secondary User's Purchasing Menu

New Features

Updated attachments section with more information available

Audit log

Easy to view document listing with sort and search functionality

PDF version available

Attachments – More information The attachments section has been updated so that any text, pdf, jpeg, etc. documents that have

been uploaded are displayed in a useful way. Each file will be listed with an optional

description that can be edited, the date it was uploaded, and the file size.

Figure 14 - New File Attachments view

Audit Log The Audit Information section will display the timestamp, user, and actions that have occurred

on the document.

RCUH.com


Figure 15 - Sample Audit Log

Listing Screens – Sort and Search Click on any column heading to sort documents or enter a keyword in the Search Documents

box and click Search to filter documents.

Figure 16 - Example of the Approved PO documents listing at the PI/Secondary User Level

PDF Version Once a PO or PO Change is approved, a PDF version is created for archival purposes. It is a

snapshot of the document at the time of approval.

Purchase Order Payments The Purchase Order (PO) Payments are now grouped with POs and PO Changes in the

Purchasing group. This allows all actions and documents pertaining to a PO to display in one

place.

RCUH.com Purchase Order Payments


Figure 17 - Example of a PI/Secondary User's Purchasing Menu

Figure 18 - Example of PI/Secondary User's Approved PO documents listing

The PO Payment form has been modified to be consistent with the Purchase Order forms, in

terms of appearance and features. This includes the updated File Attachments and the Audit

Information sections.

New Features

Create PO Payment listing screen with helpful features

Selecting an advance is simpler

Remittance Information is now an expandable section within the form

Equipment Inventory is now an expandable section within the form

Create PO Payment Listing Screen Additional features have been added to the Create PO Payment list. You can click on any

column to sort by that column and you can also search or filter with keywords. To make a PO

payment, click on Create PO Payment.

RCUH.com Purchase Order Payments


Figure 19 - Sample search PO Documents for "01"

Advance Payment For an advance payment, select Advance Payment as a payment type and enter the Amount in

the Payment Summary.

Figure 20 - Select Advance Payment option

Figure 21 - Enter Advance Amount

Remittance Information The remittance information is now an expandable section in your PO Payment. Just click on the

Remittance Information box to expand the section and enter in your information.

RCUH.com Travel Request and Travel Completion


Figure 22 - Remittance section, collapsed

Equipment Inventory Similarly, the Equipment Inventory section is now an expandable section in your PO Payment.

Click on the Equipment Inventory box to expand the section.

Figure 23 - Equipment Inventory section, collapsed

Travel Request and Travel Completion Travel Requests, Advances, and Travel Completions are now grouped and displayed together in

the listings.

Figure 24 - PI/Secondary User's Travel Menu

The Travel forms have been modified to be consistent with the Purchase Order forms, in terms

of appearance and features. This includes the updated File Attachments and the Audit



Information sections. The listing screens are also similar to the Purchase Order listings and

includes the new features such as the column sorting and the keyword filters.

New Features

Select and Create Employee (Vendor) on the forms

Remittance Information added

Travel Request and Advance new features

o Proposed Trip Itinerary section

o Estimated Expenditures and Requested Advance section

Travel Completion new features

o Trip Itinerary section

o Trip Mileage Information

o Expenditures section

Select and Create Employee (Vendor) Similar to the Purchase Order forms, you can select an employee (vendor) by typing the name

directly on the travel forms. For new employees, click on Create New Vendor to open the

vendor registration form.

Figure 25 - Type Ahead sample

If the RCUH or UH employee ID is stored in the Employee’s vendor record, it will automatically

fill in the Employee Status and Employee Number on the travel form.

Figure 26 – Auto filled UH employee information, more information required for UH employees

Remittance Information A modified version of the remittance information is now available as an expandable section in

the travel forms. Information entered in this section will be printed on the check stub. Please

note that all travel checks will default to be returned to your Fiscal Office.



Figure 27 - Remittance section, expanded

Travel Request and Advance

Proposed Trip Itinerary

Enter your travel information and estimated rate in the Proposed Trip Itinerary section. To add

a leg, click Add Leg. There is no limit to the number of legs that can be entered for your trip.

Legs can be removed by clicking the trash can icon.

Figure 28 - Proposed Trip Itinerary sample

Use the handy calendar tool to enter arrival/departure dates and time.

Figure 29 - Calendar Tool sample



Any field that is greyed out cannot be modified. The Calculated Days field is auto-calculated based on

the dates and times entered in the start-Departure and End-Arrival fields and the per diem table. The

M&IE Days Claimed is auto-filled from the Business Days and can be modified.

Estimated Expenditures and Requested Advance

If you do not check the box for “Traveler is requesting an advance”, only the Estimated

Expenditures will display. Projects to be charged are required, but amounts are not needed.

Figure 30 - Estimated Expenditures, unchecked "Traveler is requesting an advance"

If you checked the box for “Traveler is requesting an advance”, the Advance Amount column

will appear in the Estimated Expenditures. Select the type of any additional expenditures and

enter estimated amounts. Specify the advance amount requested for each expenditure.

Figure 31 - Checked "Traveler is requesting an advance". Drop down selection for common other expenditures

Allocate the advance amount requested in the Project(s) to be charged section. Please note

that the advance check will not be charged to the project and will be charged to an internal

RCUH account.



Figure 32 - Projects to be charged section

Travel Completion Travel Completions made against Travel Requests will now be pre-filled with the information

from the Travel Request.

Trip Itinerary

Enter the number of days claimed and the cost. The actual rate will be calculated.

Figure 33 - Trip Itinerary section, lodging Days Claim and Cost calculate rate

Trip Mileage

If you check the box for “Trip mileage information will be included with this Travel Completion”

the Trip Mileage Information section will appear. Enter any mileage incurred in the Trip Mileage

section.

Figure 34 - Trip Mileage section

RCUH.com


Expenditures

Enter any additional expenditures incurred and amounts in the Expenditures section.

Figure 35 - Expenditures, less amount advanced

Direct Payments

Figure 36 - Example of a PI/Secondary User's Direct Payments Menu

The Direct Payments group includes the following forms:

Authorization for Payment Form

Non-Employee Expense Payment Form

Personal Auto Mileage Voucher

Petty Cash Summary Sheet

RCUH.com Direct Payments


Figure 37 - Types of Direct Payments

The following forms will be discontinued:

Reimbursement for Cash Purchases – please use the Authorization for Payment form to

process payments for employee reimbursements.

Multi Intra State Travel Form – please use the Travel Request or Travel Completion

forms to process payments for travel.

The Direct Payment forms have been modified to be consistent with the Purchase Order forms,

in terms of appearance and features. This includes the updated File Attachments and the Audit

Information sections.

New Features Select or create vendors straight from the payment form

Improvements to the Project and B/C lines

o Unlimited number of payment lines

o Assigned projects dropdown

o Service dates with the calendar tool

o Expandable description field

Remittance Information and Equipment Inventory sections are expandable sections

Updated attachments section with more information available

Audit log

Easy to view document listing with sort and search functionality

PDF version

Clone document

Non-Employee Expense Payment has trip itinerary and expenditures sections

Personal Auto Mileage Voucher has a remittance section for PI/Secondary Users and parking

fees can be added per trip

Select and Create Vendor Similar to the Purchase Order forms, you can select a vendor by typing the vendor name directly on the

payment form. For new vendors, click on Create New Vendor to open the vendor registration form.



Figure 38 - Type ahead search for vendors

Project and B/C Lines Improvements There is no limit to the number of payment lines. New lines will appear after a line is entered.

You can also type a project number OR a project name to get a dropdown of projects assigned

to your user profile.

Figure 39 - Only projects assigned to your user profile will appear

You may type the date or use the handy calendar tool to enter service dates.

Figure 40 - Calendar tool

Description boxes can now expand to allow more text space if needed.



Figure 41 - Expanded description field

Remittance Information and Equipment Inventory Sections The remittance information is now an expandable section. Just click on the Remittance Information box

to expand the section and enter your information.

The Equipment Inventory section for the Authorization for Payment is also an expandable section. Click

on the Equipment Inventory box to expand the section.

Clone Document To create a new document with the same information, clone the approved document. Click on the Clone

Document button. A new form will be prefilled with the same information as the approved document.



Non-Employee Expense Payment Improvements The Non-Employee Expense Payment form has been modified to be easier to use. The separate

worksheet has been replaced with a detailed Trip Itinerary section right in the form.

Figure 42 - Sample Trip Itinerary section.

Expenses, such as airfare and fees, can be listed along with any additional information in the

Expenditures section.

Figure 43 - Total Expenditures, less amount paid (PO, etc)

Personal Auto Mileage Voucher Improvements The Personal Auto Mileage Voucher now allows Remittance information to be entered at the

PI/Secondary User level.

Also, parking fees incurred on trips can be entered per mileage line.

RCUH.com


Figure 44 - Itemized Trip Information, parking fees per trip

RCUH Reporting

Figure 45 - PI/Secondary User's Reporting Menu

All reports are now together in the Reporting group. After selecting RCUH Reports, the

redesigned reports menu is where you can select and view your reports. Please note that the

reports available depend on your access rights.

Figure 46 - RCUH Reports Options

New Features

Select reports via dropdown options

Enter project number or select from dropdown and use the calendar tool for dates

Download reports to a CSV format

New Report – Current users assigned by project

RCUH.com RCUH Reporting


Select Reports Using the Dropdown Options

All reports that are available to you can be reached using the dropdown options on the RCUH Reports page. Select a Report or a Report Category and then a Report Name.

Figure 47 - Example of a Principal Investigator's Report/Report Category dropdown options.

Figure 48 - Example of a Principal Investigator's Report Name dropdown options.

Project Number Dropdown and Calendar Tool You can enter a project number or select from a list of projects when running a report. Begin

by entering a few numbers to bring up a list.

Figure 49 - Only projects assigned to the user will appear

After you have entered or selected your project for your report, click on Retrieve Report to

generate your desired report.

RCUH.com RCUH Reporting


Figure 50 - Select Retrieve Report for the selected project report

For certain reports that require a date, you can enter the date or use the handy calendar tool.


Download Reports to CSV You can download your report into a comma-separated values (CSV) format which can then be

opened in other software programs such as Microsoft Excel.

Click on the Download link next to the report title to start the download of your report.

Figure 52 - Select Download for a CSV file of the report

New Report – Current Users Assigned by Project Principal Investigators and Fiscal Administrators have access to a new report. The Current

Users Assigned by Project report will display all system users assigned to a project.

RCUH.com UH Project Fiscal Reporting


Figure 53 - New report, Current Users Assigned by Project

Enter a project number and click on Retrieve Report to generate the report.

Figure 54 - Example of a Principal Investigator's Current Users Assigned by Project Report

UH Project Fiscal Reporting

Figure 55 - Reporting Menu

All reports are now together in the Reporting group. After selecting UH Project Fiscal Reports

from the Main Menu, the redesigned reports menu is where you can view your reports. Please

note that the reports available depend on your access rights.

Figure 56 - UH Project Fiscal Reporting menu



New Features

Select reports via dropdown options

Enter project number or select from dropdown and use the calendar tool for dates

Download reports to a CSV format

Select Reports Using the Dropdown Options All reports that are available to you can be reached using the dropdown options on the UH Project Fiscal Reports page. Select a Report or a Report Category and then a Report Name.

Figure 57 - Example of Report/Report Category dropdown options.

Figure 58 - Example of Report Name dropdown options.

Project Number Dropdown and Calendar Tool You can enter a project number or select from a list of projects when running a report. Begin

by entering a few numbers to bring up a list.



Figure 59 - Only projects assigned to the user will appear

After you have entered or selected your project for your report, click on Retrieve Report to

generate your desired report.

Figure 60 - Click Retrieve Report for the selected project report

For certain reports that require a date, you can enter the date or use the handy calendar tool.

RCUH.com



Download Reports to CSV You can download your report into a comma-separated values (CSV) format which can be then

be opened in other software programs such as Microsoft Excel.

Click on the Download link next to the report title.

Figure 62 - Click Download for a CSV file of the report

Authorization to Acquire RCUH Employees Authorization to Acquire RCUH Employees (Attachment B) is now under the Miscellaneous

group.

RCUH.com Authorization to Acquire RCUH Employees


Figure 63 - PI/Secondary User's Miscellaneous Menu

New Features

Select project number directly on the form

Simpler approval/disapproval method for UH-OHR/VP for Research

Audit information added

Easy to view document listing sort and search functionality

Selecting a Project Select your project by typing a project number OR a project name to get a dropdown of

projects assigned to your user profile.

Figure 64 - Only projects assigned to user profile will appear

UH-OHR and VP for Research – Approval/Disapproval UH-OHR or VP for Research can approve/disapprove with a message by selecting their choice

from a list. Disapproved messages will automatically display the document required for

resubmission.

RCUH.com Authorization to Acquire RCUH Employees


Figure 65 – Example of “Disapproved – Civil Service position” selected

Audit Log The Audit Information section will display the timestamp, user, and actions that have occurred

on the document.

Figure 66 - Sample Audit Log

Listing Screens – Sort and Search Click on any column heading to sort documents or enter a keyword in the Search Attachment B

Documents box and click Search to filter documents.

Figure 67 - Sample Search Attachment B Documents

RCUH.com Search All Documents


Search All Documents

Figure 68 - Advanced Search listing screen

The Search All Documents feature provides the ability to search all Purchasing, Payment, and Travel

documents in one place. It also provides the ability to search (by words, numbers, etc.) within certain

fields in the documents.

Location The Search All Documents feature can be found in the Miscellaneous section of the Main Menu and the

drop down list.



Figure 69 - Where to find Search All Documents

Document Types This search combines the following document types into one results screen

o Purchase Order

o PO Change

o PO Payment

o Travel Request

o Travel Completion

o Authorization for Payment

o Non-Employee Expense

o Personal Auto Mileage

o Petty Cash

o Reimbursement for Cash

o Multi Intra State Travel

RCUH.com

35

Keyword Search



Two keyword search criteria may be entered using the two text fields. These keywords can be qualified

by the dropdown as either AND or OR. The OR function will find documents that have either keyword 1

or keyword 2 and return those results. The AND function will find documents that have both keyword 1

and keyword 2 in the same document and will return those results.

Figure 70 - Multiple Criteria Search

For example, entering the criteria “Office”, “Japan” and selecting “OR” will return results that have

Japan OR Office in any of the fields for the selected document types.

Figure 71 - OR Search Example[MB1]

On the other hand, entering the criteria “Office”, “Japan” and selecting “AND” will return results that

have Japan AND Office in any of the fields for the selected document types.

Figure 72 - AND Search Example

Selection Options



Each document type can be selected in combination or individually by checking the document types.

Included on the search screen are options to quickly select specific types of documents. The option to

“Select All” will automatically check all document types. The “Clear Selected” option will clear all

selected boxes. “Select All Payments” will check all payment documents. “Select All Encumbrances” will

check all encumbrance documents.

Figure 73 - Select All Option

Figure 74 - Select All Payments Option

Figure 75 - Select All Encumbrances Option

Sort Options Results will initially be sorted by the document approved date. In this search, Additional sorting can be

done on three columns. The sorting options can be selected from the drop down lists on the right. Each

selection has an ascending (↑) and descending (↓) option. These options need to be selected before

clicking the search button or the columns will be sorted according to the defaulted options.



Figure 76 - Sorting Options

Search Fields The search criteria entered in the text box will search on the following fields within the documents:

• PO Number

• Payment Request Number

• Document Number

• Project Number

• Vendor Name, Code, Address

• Amounts – PO total, PO Change amount,

PO Payment total, Project(s) to be

charged Grand Total

• Status

Check Date, Number

•

• Check Number

• Project Number

• Object Code/Budget Category

• Amount

• Date(s) – Approved, Created

• FA Staff

• Vendor Name

• Vendor Code

• Vendor Address

• Initiator

• FA Staff

• Status

• PI Name/Authorized by

•

Descriptions (all documents)

• File Attachments descriptions

• Equipment Inventory

• Purpose/Justification for Travel (Travel

Forms)

• Special Instructions (Travel Forms)

• Trip Itinerary – Destination (Travel

Forms)

• Reasons for Payment (AFP)

• Business Purpose Details (Non-Employee

Expense Payment Form)

• From/To/Purpose (Personal Auto

Mileage Voucher)

• Remittance Information –

Invoice/Reference Number

•

• Internal Comments

• Equipment Inventory



Keyword Search Two keyword search criteria may be entered using the two text fields. These keywords can be qualified

by the dropdown as either AND or OR. The OR function will find documents that have either keyword 1

or keyword 2 and return those results. The AND function will find documents that have both keyword 1

and keyword 2 in the same document and will return those results.

This will produce a list of any documents that have either of the search criteria.

Figure 75 - Multiple Criteria Search

For example, entering the criteria “Office”, and “Japan” and selecting “OR” will return results that have

Japan OR Office in any of the fields for the selected document types.

Figure 86 - Multiple CriteriaOR Search Example[MB2]

On the other hand, entering the criteria “Office”, “Japan” and selecting “AND” will return results that

have Japan AND Office in any of the fields for the selected document types.



Figure - AND Search ExHints and Tips Results will initially be sorted by the document approved date. Use the multicolumn sort options at the

right to change the sort criteria.

Keywords entered will find any instance of the characters within the search fields, meaning “disco” will

return “disco” as well as “discount”. Keywords are not case sensitive.

Date fields searched on include: Approved Date and Creation Date. To search on these dates, the search

criteria entered must be in date format “(month/h day/ year”). For example 10/4/15.Click on any

column heading to sort by that field.

After viewing your document, click on the Cancel or back button to return to your search results.