Beruflich Dokumente
Kultur Dokumente
Getting Started:
1. The first step is to review and ensure you meet the following system
requirements:
• One of the following operating systems must be installed on the client PC:
_ Windows ME
_ Windows NT 4.0 with Service Pack 3 or later
_ Windows 2000
_ Windows XP
2. If you meet the above requirements, double click on the attached template
and select "enable macros"
4. Select "save as" and save the template to a directory of your choice. Choose
file type “Template”.
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Entering Journals
When you are ready to enter a journal, go to the directory where you just saved
the template and double click on the template. Click the “Enable Macros” box.
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You can now enter your journal. See Appendix A for journal header field
requirements.
Ensure that the entry balances and that detailed line descriptions are provided.
You are able to include up to 240 characters in your journal and line descriptions.
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Uploading Journals
When you are ready to upload your journal, choose the drop down menu called
“Oracle” on the toolbar and select “Upload”. The following box should appear.
Enter your user name and password and click the “Login” box.
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A box similar to the one below should appear. Choose “UofG Field Users” and
click the “Select” box.
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A box indicating any upload messages will then appear. If the upload is
successful, the box will look similar to the one below. Take note of the “Journal
Import Request ID” number that appears in this box. Click the “Close” button and
you are done.
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If the entry is not successfully uploaded, this will be indicated in the “Upload
Messages” box. If you then close this box, there should be a message in the
“Messages” column of the spreadsheet beside the line (or lines) that are causing
the upload problem (see below). This message should give some indication as
to the nature of the problem. You can then correct the problem and attempt to
upload the journal entry again.
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After the entry has been uploaded, log in to Oracle using the “UofG Journal
Attachment User” responsibility and select “UofG Journal Attachments” in the
right hand column. The screen that appears in Oracle, shown below, lists all of
your unposted journal entries. Attachments can only be added to unposted
entries.
The “Batch Status” column will contain the word “Yes” if something is currently
attached to this entry and “No” if there is not.
Select the entry you want to add an attachment to and click on the “Attachments”
button or the paperclip icon in the toolbar.
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Enter “Journal” in the “Category” field. (Or type “j” then press “Tab” key)
See the appropriate section below to continue with attaching a text box or
electronic file.
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Enter “Text” in the “Data Type” field. (Or type “t” then press “Tab” key)
This will cause the large text box in the lower part of the form to turn yellow
indicating that it may be edited or modified, as illustrated below.
This is a text box and doesn’t allow formatting. If formatting is important, the
information should be saved in an electronic file and attached as a file. (See next
section for instructions on how to attach an electronic file.)
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Enter “File” in the “Data Type” field. (Or type “f” then press “Tab” key)
A web browser, as shown above, will pop up prompting the user to upload the
desired file by either specifying the path and filename or browsing for and
selecting it, and then clicking on the “OK” button.
File types that can be added include .doc (MS Word), .xls (MS Excel), .pdf
(Adobe) and .jpg (pictures).
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When the file is finished uploading, the following “File Upload completed
successfully” message will appear.
Close the web browser, return to Oracle and click on YES to indicate the file
upload is complete as per the instructions in the web browser.
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An attached file can be opened and viewed by clicking on the “Open Document”
Button in the Attachments form. Note that pop-up blockers may affect this and
must be disabled or modified to include the Oracle address as a trusted site.
Once a text box or file attachment has been added and saved, it cannot be
modified by field users. If a modification is necessary, the Controller’s Office will
need to be contacted and they will make the necessary changes.
Additional attachments can be added any time before the entry is posted.
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Other Information:
You can add more rows to the coding section of your spreadsheet by unprotecting the sheet.
Go to Tools/Protection/Unprotect Sheet and insert more rows. Remember to protect the
worksheet again. Please do not add rows anywhere else on the spreadsheet as this may
prevent you from uploading. Adding columns anywhere on your spreadsheet may also
prevent you from uploading
You can modify the width of a column in your spreadsheet, for example you can increase the
width of the line description column. First, unprotect the sheet as above by going to
Tools/Protection/Unprotect Sheet, and then hi-light the column you wish to change by clicking
on the letter at the top of the column. Right click and choose “Column Width”, or go to
Format/Column/Width and type in the width that you would like. Remember to protect the
worksheet again when finished.
Many of you have saved several different templates or spreadsheets that you use again and
again. To facilitate this you can copy the rows from the coding section of your old templates
or spreadsheets and paste them into the Web ADI template and save it using a different file
name.
If you are entering and uploading more than one journal entry in a single session, you should
only need to sign on when uploading your first entry. To enable this to happen simply keep
the spreadsheet from your first entry open until you have entered and uploaded all your
journals. Once you close all your spreadsheets from a session your system connection also
closes. If you wish to enter another journal after this you will be asked to login again.
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List of Values:
You can access a list of values by double clicking anywhere within the coding
portion of your spreadsheet. Alternatively, if your cursor is in the coding portion
of your template then you can select “List of Values” (LOV) from the “Oracle”
drop down menu in your toolbar. Either way, a box similar to the one below will
appear. If you are not already signed on to WEB ADI, then you will be prompted
to sign on at this point
You can click the “LOV” box beside any of the Accounting Flexfield segments to
access a search feature.
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A box listing all valid codes beginning with the digit or digits you entered will
appear. Under the “Select” column, click the button beside the value you wish to
select. Now click the “Select” button at the bottom, right of the box.
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A box listing all valid codes meeting your search criteria will appear. Under the
“Select” column, click the button beside the value you wish to select. Now click
the “Select” button at the bottom, right of the box.
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Another box will appear confirming that the accounting flexfield you have
selected is valid. At this point simply click “Select”.
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The account code combination will then be placed in the coding section of
your spreadsheet on the line where your cursor was located when you first
selected the list of values feature.
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Another feature within the list of values is the ability to leave one or more
fields blank within the accounting flexfield box and then clicking the
“Combinations” button.
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The list of values will then return a list of valid account code combinations
meeting your search criteria.
Be careful when using this feature. If you leave too many blanks in your search
criteria, the system could take some time (perhaps 5 minutes or more) before it
returns an extensive list of account code combinations.
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Appendix A
Journal Header Fields
• Journal Reference: Optional Field - use this field to list individuals that
you have distributed copies to. Copies should not be
distributed until they have been approved and
processed in Oracle General Ledger.
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