RIAS Phase II
Frequently Asked Questions
Project Questions- What is the security strategy for the RIAS system?
- What is the impact on the Online Financial Information System (OFIS)?
- I followed the Desktop Configuration Guide for setting up Macros on my computer, but I still don't see the Oracle icon in my Excel toolbar. What's wrong?
- How do you unprotect a worksheet in Excel?
- What is Manual Encumbrance?
- What is the notification process for a journal?
- How do you submit a journal for approval?
- Can the journal be modified after it has been submitted for approval?
- Why should journal lines be numbered in increments of 5?
- Who is able to view attachments?
- How can I find out who prepared and approved a journal in RIAS?
- When I am on vacation, is there a way to setup a vacation message and delegate any notices?
- Can a journal that was created using the Web ADI template be forwarded to someone for review?
- If a journal is rejected where do you see the rejection notification?
- When I modify the journal header section, the changes are not reflected in the line descriptions. Why?
- If I upload a Web ADI journal template using Internet Explorer 7.0 and the upload is just clocking, what should I do?
- What do I do if I receive a journal for approval and the fiscal period chosen has been closed?
- Rather than save the Web ADI Excel templates to my desktop and then create a journal, I would like to use the Web ADI Excel templates directly from the Forms Repository on the RIAS website. I do not use Excel 2007. What do I do?
- What happens to a journal when an Approver uses the Delegate button?
- How will I know if I have access to the RIAS Gateway?
- Where do I find the online reports?
- How do I configure Pop Up blockers on my computer?
- Can you change the heading on a report?
- How do you view multiple fund sources and multiple fiscal periods in a report?
- Where can I find my saved report(s)?
- Can column(s) be deleted?
- Can you add other reporting attributes to a report?
- Can you change column position(s) in a report(s)?
- What is the Stoplight feature?
- Can columns be sorted?
- How can a particular value(s) be highlighted in a report?
- How do I view the details my account balance(s)?
- What happens to a report(s) when you select Revert to Saved in the Actions box?
- What does Content Setup/Page Setup do?
- How do I export a report to Excel?
- Can graphs/tables be displayed in report(s)?
- Can Mac computers use Discoverer?
- "Refreshing Portlet" is displayed on the RIAS Gateway financial dashboard tab under Key Performance Indicators (KPIs) boxes. What should I do?
- How do you display only one report instead of the standard listing?
- What does the error message "ORA 28000 - account is locked" mean and how do I fix it?
Project Answers
What is the security strategy for the RIAS system?
Every general ledger account within the university has an external budget responsibility code (EBRC). The EBRC will control access at the account level and access to the data within the financial data warehouse.
What is the impact on the Online Financial Information System (OFIS)?
Oracle General Ledger, once implemented, will be the University's official set of books. OFIS will remain for historical reporting purposes.
Journal AnswersI followed the Desktop Configuration Guide for setting up Macros on my computer, but I still don't see the Oracle icon in my Excel toolbar. What’s wrong?
After setting up the Macro Security level on your computer, close the application. Then reopen the application in order for the application to recognize that changes were made. The Oracle icon should now appear in the Excel toolbar.
How do you unprotect a worksheet in Excel?
From the toolbar go to Tools-->Protection--> select Unprotect sheet. If you would like to add more rows to the Web ADI template select Insert--> Rows from the toolbar.
What is Manual Encumbrance?
Manual Encumbrance journals (open commitments) are used to place funds aside for a particular transaction that you know will happen in the future. As expenses occur for this transaction, you have to manually create journals to reduce the encumbrance journal. The Encumbrance journals will be reflected in financial reports and will be included in your account balance calculations.
What is the notification process for a journal?
There is a 30 minute period before the journal is delivered to the Approver. During this time, a Preparer can add an attachment if needed. The notification process is as follows: a Preparer submits a journal on Monday (Day 1) and receives a notification. On Tuesday (Day 2), Wednesday (Day 3), Thursday (Day 4) and Friday (Day 5) if the Approver takes no action on the journal, another reminder notification is sent to the Approver for each day of no action. On Saturday (Day 6), the Preparer receives notification that the Approver has not approved the journal(s). At that point the Preparer can resubmit the journal(s) to the Approver again, seek an Alternate Approver or select the Unreserve Funds button and delete the journal(s).
How do you submit a journal for approval?
At the bottom of the journal there is a button labeled Reserve Funds. Select this button. A note appears advising your transaction(s) passed funds reservation. Select OK. Then select the Approve button on either the batch screen or at the bottom of the journal.
Can the journal be modified after it has been submitted for approval?
No. The Approver can either correct the journal and send it to another Approver for approval or reject the journal and have the Preparer make the corrections.
Why should journal lines be numbered in increments of 5?
It is recommended that journal lines are numbered in increments of 5 so that you can add a line between two existing journal line entries. The system will automatically adjust the number of the lines.
Who is able to view attachments?
Anyone that has access to the RIAS application is able to view any attachment. Be advised not to add attachments with any confidential information.
How can I find out who prepared and approved a journal in RIAS?
You can select the RU Journal Approval History link in the application to view action history on notifications less than 30 days or use the report Document Lookup to view the Preparer and Approver information.
When I am on vacation, is there a way to setup a vacation message and delegate any notices?
Log on to the RIAS application. Select Full List under the notifications worklist. Choose Vacation Rules. Select the dates you will be out and your temporary Approver. This feature is only available for an Approver.
Can a journal that was created using the Web ADI template be forwarded to someone for review?
Yes. Save the Web ADI template to your desktop. Send an email with the Web ADI template as an attachment. If the individual who receives the Web ADI template uploads the journal, that person becomes the Preparer.
If a journal is rejected where do you see the rejection notification?
The user would see the rejected notification in their “FYI” notification list as opposed to their “TO DO” notifications list.
When I modify the journal header section, the changes are not reflected in the line descriptions. Why?
Modifying the journal header description does not automatically change the journal lines descriptions. In order for the change to populate in the line descriptions, you have to enter the changes in each line.
If I upload a Web ADI journal template using Internet Explorer 7.0 and the upload is just clocking, what should I do?
Check to ensure the Scripting and Download sections in your internet settings are enabled. See the Desktop Configuration guide for complete details.
What do I do if I receive a journal for approval and the fiscal period chosen has been closed?
You can reject the journal and have the Preparer change the fiscal period or you can modify the journal with the current fiscal period and submit the journal to your Approver. To change a fiscal period, select the Unreserve Funds button on either the journals screen or batch screen. A note window appears advising that your transaction(s) have passed unreservation. Select OK. Select the Change Period button on either the journals or batch screen. Enter in the new current fiscal period and select OK. Select the Reserve Funds button and then select the Approve button. The journal with the updated fiscal period will be sent to the Approver.
Rather than save the Web ADI Excel templates to my desktop and then create a journal, I would like to use the Web ADI Excel templates directly from the Forms Repository on the RIAS website. I do not use Excel 2007. What do I do?
In order to use the templates directly from the Forms Repository there is a desktop configuration setup which must be completed. This setup is not needed if you use Excel 2007. Click on My Computer. On the toolbar, select Tools-->Folder Options. The Folder Options window appears. From the Folder Options window select the File Types tab and select XLS Microsoft Excel Worksheet. Select Advanced. Make sure that Browse in same window is unchecked. Select OK. Then select Close.
What happens to a journal when an Approver uses the Delegate button?
When an Approver uses the Delegate button, the journal, along with a notification, is sent to the delegated Approver for action to be taken within one day. If the delegated Approver takes no action, the original Approver receives a new notification the next day, advising them about the inactivity. Control of the journal then returns to the original Approver for rejection, approval or re-delegation. The notification to the delegated approver is then removed from his or her worklist.
Reports AnswersHow will I know if I have access to the RIAS Gateway?
If you receive the error below, it means that you do not have access. Contact the Help Desk at 732-445-2100 if you think you should have access.
Where do I find the online reports?
On the RIAS Gateway select the financial dashboard tab. A worksheet list on the left hand side of the financial dashboard will be a list of standard reports available to you based on your EBRC. Access to the data is based on your Extended Budget Responsibility Code (EBRC).
How do I configure Pop Up blockers on my computer?
Check the desktop configuration guide for complete instructions on configuring pop ups.
Can you change the heading on a report?
You cannot change the heading on a report unless you export the report to Microsoft Excel.
How do you view multiple fund sources and multiple fiscal periods in a report?
If you entered multiple fund sources and fiscal periods on the parameters screen, then you have the option to select All from the fund source drop down box or All from the fiscal period drop down box. If you select All in the fund source, you must select All in the fund source description drop down box. Only select All in reports that are not displaying year to date information.
Where can I find my saved report(s)?
Select the Discoverer Viewer link under the Links and Notifications tab on the RIAS Gateway. Click on your connection for DW1. The report will be displayed in the Worksheet List.
Can column(s) be deleted?
You cannot delete a column in a report. You can hide the column(s). Select Sort on the toolbar and then More... In the first drop down box underneath all of the sort boxes, select the column you want to hide and check the Hide Column box next to its name.
Can you add other reporting attributes to a report?
The blue triangle next to a column name allows you to add other reporting attributes.
Can you change column position(s) in a report(s)?
In the Report formatting toolbar, select Layout. You can either move the columns by using the drop down boxes underneath the Layout toolbar or select More... If you select More, columns can be moved by using the arrows next to columns. Once you've made your changes, select Apply to update the report(s).
What is the Stoplight feature?
Stoplight is a way of color coding data. You might want to categorize account balances as Unacceptable, Acceptable and Desirable by defining each range and identifying background colors for the ranges.
Can columns be sorted?
You can change the sort order for the column data by clicking on the Sort link in the Format toolbar. A drop down box will display a list of the column names and the order for the sort, (A to Z, Z to A, Ascending or Descending).
How can a particular value(s) be highlighted in a report?
Select Format in the toolbar and choose Create Conditional Format. Define a condition for the field you want to format. Indicate the column and value to be highlighted in the drop down box. Select the Operator (=, <, >) and dollar amount. Select formatting options to apply to the specified cell. Select Apply to update the report.
How do I view the details for my account balance(s)?
Select the Blue Triangle next to a dollar amount in a report. A detail screen will appear showing the balance details for that particular transaction.
What happens to a report(s) when you select Revert to Saved in the Actions box?
The original report will display without any formatting changes you might have created.
What does Content Setup/Page Setup do?
Content Setup allows you to change print settings such as page items, header and footer information or table or graph settings. Page Setup allows you to adjust page orientation, margins, scale or column widths.
How do I export a report to Excel?
Click on the Export link in the Actions box. Select the file format as Excel, then select Export. A download box will appear asking whether you wish to Open or Save the file. Click on the Open button. When you open the file, a security warning regarding macros will display. Select the Enable Macros button. The report will now display in Excel and can be saved onto your desktop. If you select Disable Macros the report will display without any formatting in Excel.
Can graphs/tables be displayed in report(s)?
Select Worksheet Options in the Actions box. This screen gives a list of Display Options. In Display Options, you select the items you want to show on your report.
- Title: Title of the report you are running
- Graph: The report will display the data in a graph
- Table: The report will display the data in a table format
- Both: The report will display the data in both graph and table format
Use the Graph toolbar to select the graph type and specify how the graph is displayed. Use the Data toolbar to include in the graph either all the data in the worksheet, or just the rows and columns that are currently being displayed.
Can Mac computers use Discoverer?
Yes.
"Refreshing Portlet" is displayed on the RIAS Gateway financial dashboard tab under Key Performance Indicators (KPIs) boxes. What should I do?
Go up to your Internet toolbar and select the 
Refresh icon until the information for the KPIs displays.
How do you display only one report instead of the standard listing?
Select the 
focus icon next to the report to display only that report and all of its worksheets.
What does the error message "ORA 28000 - account is locked" mean and how do I fix it?
This error means that you have tried more than 3 times to create a connection to Discoverer and the system locked you out. Please contact the RIAS Help Desk at 732/445-2100 for further assistance.