Workflow Modules 2015

User Guide
© 2002-2016 Microix Inc.
 2 Workflow Modules

Table of Contents

Part I Introduction 7

Part II Implementation Guidelines 9

Part III Installation Guide 11

1 Hardware
...................................................................................................................................
and Software Requirements 11
2 Server
...................................................................................................................................
Installation 12
3 Microix
...................................................................................................................................
Share 18
4 Workstation
...................................................................................................................................
Installation 18
5 Uninstall
...................................................................................................................................
Workflow Modules 24
6 Web Time
...................................................................................................................................
Clock Installation 24

Part IV Timesheet Module 28

1 Introduction
................................................................................................................................... 28
2 Timesheet
...................................................................................................................................
Module Checklist 29
3 Set Up
................................................................................................................................... 30
Options .......................................................................................................................................................... 31
Earning Differential
.........................................................................................................................................................
/ Leave Earning Codes 32
Em ployee Default
..........................................................................................................................................................
Values 33
Pay Periods .......................................................................................................................................................... 35
Shift Codes .......................................................................................................................................................... 35
Overtim e Rule.......................................................................................................................................................... 38
Charge ID Restrictions
..........................................................................................................................................................
By Em ployee 39
Em ployee Default
..........................................................................................................................................................
Segm ent Values 40
Create Charge..........................................................................................................................................................
Code 41
4 My Timesheets
................................................................................................................................... 42
Create New Tim
..........................................................................................................................................................
esheet 43
5 Request
...................................................................................................................................
Leave 46
6 Employee
...................................................................................................................................
Information 47
7 Time ...................................................................................................................................
Clock 48
8 In/Out...................................................................................................................................
Board 50
9 Manual
...................................................................................................................................
Punch 51
10 Time ...................................................................................................................................
Clock History 51
11 Approve
...................................................................................................................................
Leave 52
12 Process
...................................................................................................................................
Multiple Timesheets 53
13 Approve
...................................................................................................................................
Timesheet 57
14 Document
...................................................................................................................................
List 59
15 Reports
................................................................................................................................... 59

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 Contents 3

Part V Requisition Module 62

1 Introduction
................................................................................................................................... 62
2 Requisition
...................................................................................................................................
Module Checklist 63
3 Setup................................................................................................................................... 64
Options .......................................................................................................................................................... 65
New Vendor Maintenance
.......................................................................................................................................................... 66
Setup Funding..........................................................................................................................................................
Source Fiscal Year End 67
Create User Defined
..........................................................................................................................................................
Fields 69
Requision/PO ..........................................................................................................................................................
Spending Lim its 70
4 My Documents
................................................................................................................................... 71
Create New Docum..........................................................................................................................................................
ent 72
Vendor Maintenance
......................................................................................................................................................... 78
Templates ......................................................................................................................................................... 81
Global Update......................................................................................................................................................... 81
Distribution.........................................................................................................................................................
Code Allocation 82
5 Receiving
................................................................................................................................... 83
6 Query...................................................................................................................................
Vendors 85
7 Query...................................................................................................................................
Chart of Accounts 85
8 Approve
...................................................................................................................................
Documents 86
Split Requisition
.......................................................................................................................................................... 89
9 Document
...................................................................................................................................
Search 92
10 Reports
................................................................................................................................... 92
11 Display
...................................................................................................................................
Account Balance 92
12 Shopping
...................................................................................................................................
List 93

Part VI Inventory Module 95

1 Introduction
................................................................................................................................... 95
2 Inventory
...................................................................................................................................
Module Checklist 96
3 Setup................................................................................................................................... 96
4 My Inventory
...................................................................................................................................
Adjustments 98
Create New Inventory
..........................................................................................................................................................
Adjustm ent 99
5 Inventory
...................................................................................................................................
Shopping Items 102
6 Inventory
...................................................................................................................................
Items 102
Create New Inventory
..........................................................................................................................................................
Item 103
Im port Item ..........................................................................................................................................................
Im ages 106
7 Inventory
...................................................................................................................................
Stock Level 107
8 Produce
...................................................................................................................................
Assemblies 108
9 Inventory
...................................................................................................................................
Picking and Receiving 109
10 Item...................................................................................................................................
Labels 110
11 Physical
...................................................................................................................................
Count 111
12 Approve
...................................................................................................................................
Adjustments 112
13 Create
...................................................................................................................................
New Inventory Document 113
Request Item..........................................................................................................................................................
s from Inventory 114

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3
 4 Workflow Modules

Ordering Kits.......................................................................................................................................................... 115

Return Item s..........................................................................................................................................................
to Inventory 115
Inventory Purchase
..........................................................................................................................................................
Order 116
Request Warehouse
..........................................................................................................................................................
Transfer 117
Sales Order .......................................................................................................................................................... 118
Sales Order Return
.......................................................................................................................................................... 119

Part VII Budget Module 121

1 Introduction
................................................................................................................................... 121
2 Budget
...................................................................................................................................
Module Checklist 122
3 Setup
................................................................................................................................... 123
Benefit Rates.......................................................................................................................................................... 125
Monthly Distribution
..........................................................................................................................................................
Codes 126
4 My Worksheets
................................................................................................................................... 127
Edit Budget Worksheet
.......................................................................................................................................................... 127
5 Salary
...................................................................................................................................
Worksheet 131
6 Distribute
...................................................................................................................................
Worksheets 134
7 Approve
...................................................................................................................................
Worksheets 137
8 Refresh
...................................................................................................................................
Worksheet Data 137
9 Consolidate
...................................................................................................................................
Worksheet Query 139
10 Document
...................................................................................................................................
List 140
11 Reports
................................................................................................................................... 140

Part VIII Maintenance 142

1 Users
................................................................................................................................... 143
Im port .......................................................................................................................................................... 145
2 Security
................................................................................................................................... 147
Role Maintenance
.......................................................................................................................................................... 148
Query .......................................................................................................................................................... 149
3 Organization
...................................................................................................................................
Workflow 149
Workflow Options
.......................................................................................................................................................... 151
Budget Segments
......................................................................................................................................................... 152
Requesters .......................................................................................................................................................... 153
Approvers .......................................................................................................................................................... 155
Category .........................................................................................................................................................
Wizard 158
Routing Wizard
......................................................................................................................................................... 160
Account Restrictions
.......................................................................................................................................................... 161
Personnel .......................................................................................................................................................... 162
Import From
.........................................................................................................................................................
MIP 163
Restrict Distributions
.......................................................................................................................................................... 164
Restrict Categories
.......................................................................................................................................................... 165
Budget Tem plate
.......................................................................................................................................................... 166
4 Global
...................................................................................................................................
Options 167
Application Options
.......................................................................................................................................................... 169
Approval Level
..........................................................................................................................................................
Title 172
Docum ent Num..........................................................................................................................................................
bers 174
Change Docum ..........................................................................................................................................................
ent Ow nership 176
Term inology.......................................................................................................................................................... 177

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 Contents 5

System Logins
.......................................................................................................................................................... 178
System Audit
..........................................................................................................................................................
Trail 178
Global Lookup
.......................................................................................................................................................... 179
5 Approval
...................................................................................................................................
Substitution 179
6 Document
...................................................................................................................................
Maintenance 180
Other Options
.......................................................................................................................................................... 182
7 Post...................................................................................................................................
Messages 184
8 Custom
...................................................................................................................................
Report Designer 185
9 System
...................................................................................................................................
Alerts 194
10 Product
...................................................................................................................................
Registration 199

Part IX Support 202

1 Live ...................................................................................................................................
Remote Support 202
2 Check
...................................................................................................................................
for Updates 203
3 Report
...................................................................................................................................
Software Issues 205
4 Create
...................................................................................................................................
New Database 205
5 Query
...................................................................................................................................
Data 206

Part X Shared Activities 209

1 Reroute
................................................................................................................................... 209
2 Email
................................................................................................................................... 210
3 Attachments
................................................................................................................................... 211
4 Audit...................................................................................................................................
Trail 213
5 Sorting/Grouping/Filtering
...................................................................................................................................
Data Grids 213
6 Report
...................................................................................................................................
Export 216
7 Import
...................................................................................................................................
from Excel 216
8 Address
...................................................................................................................................
Code Maintenance 218
9 Reports
................................................................................................................................... 219
10 Document
...................................................................................................................................
List 219

Index 0

© 2002-2016 Microix Inc.

5
Part

I
 Introduction 7

1 Introduction
Microix Work flow Modules consist of four modules (Budget, Requisition,Inventory and Timesheet) that
are designed specifically to seamlessly integrate with Abila MIP Fund Accounting software. This user
guide will introduce users to the concepts and procedures of creating and approving documents via the
workflow process.

Included Topics:

Software Installation - Contains information about installing the application on

your local LAN or deploying it on a Terminal/Citrix Server and the technical
requirements of each.

Budget Module - Contains information on how to create and distribute budget

worksheets, edit and submit budget documents for approval, budget individual
employee salaries and benefits, approve submitted documents, create reports and
finally, transfer budget documents to Abila MIP Fund Accounting Software.

Requisition Module - Contains information on how to create and submit

requisitions for approval, manage an item list, approve submitted documents, create
reports and finally, transfer purchase orders to Abila MIP Fund Accounting Software.

Inventory Module - Contains information on how to create inventory adjustments,

check inventory stock level and valuation, build kits and assemblies, maintain a
physical count, and complete picking or receiving.

Timesheet Module - Contains information on how to create and submit

timesheets for approval, manage requested leave, approve submitted timesheets,
create reports and transfer timesheets to Abila MIP Payroll Module.

Maintenance - This section is intended for system administrators. It contains

detailed information about setting up your organization's workflow, users and
security, options for customizing all four modules, and managing all the documents
in the system.

© 2002-2016 Microix Inc.

Part

II
 Implementation Guidelines 9

2 Implementation Guidelines
Here are some recommended guidelines when implementing a new installation of Abila MIP
Fund Accounting and Microix system:

When creating a new Abila MIP FA database, never reduce default field lengths. You
can increase them but try not to reduce their size. Additionally, try making the
Distribution Code field length at least one character longer than the Employee ID field
length. This will help us accommodate our custom "X distribution codes" for the
T im e she e t M odule . If this cannot be done, we have alternative options.
Abila MIP FA Payroll Module is required when implementing Microix Timesheets.
Abila MIP FA Accounts Payable and/or Encumbrance Modules are required when
implementing M ic roix Re quisit ion M odule .
Abila MIP FA Budget Module is NOT required when implementing M ic roix Re quisit ion or
Budge t M odule . If you need a different budget version other than “Original” or “Revised”,
then Abila MIP Budget Module would be required.
When updating Abila MIP Fund Accounting product, all users should exit M ic roix
Workflow M odule s.
If you are planning to upgrade both Abila MIP FA and Microix at the same time, always
upgrade Abila MIP FA first before upgrading M ic roix.
M ic roix email notification requires an SMTP mail server. Your IT team may be able to
provide further information regarding SMTP mail servers.

© 2002-2016 Microix Inc.

Part

III
 Installation Guide 11

3 Installation Guide

3.1 Hardware and Software Requirements

Please verify that your computer meets the minimum requirements for
both hardware and software. M ic roix is also compatible with Virtual
Servers running Microsoft Windows operating system.

Minimum Server Requirements for SQL Server/Express

Hardware Requirements
Pentium-Class or Xeon processor (1.2 GHz or faster)
2GB RAM
200MB + (3 x Approximate database Size). This will need to increase as your database
size increases.
A RAID array should be installed depending on your tolerance for disk failure.
Microsoft recommends that write-caching capabilities of disk controllers be disabled
(unless the manufacturer specifically specifies SQL Server database compatibility).
10/100 Mbps ethernet connection from server to workstation
Software Requirements
Microsoft™ SQL Server 2008R2 or higher (Express or Full Version)
Microsoft™ Windows 2008R2 Server or higher (including all updates and Service
Packs)
Microsoft™ Dot Net Framework 3.5
SMTP or MAPI Mail Server for sending emails
IIS 9.0 or higher is required for our Web Time Clock (100 people accessing your
web page every day, may use as much as 50 Meg/day of your bandwidth (100
people x 50k). Multiple that by 30 days and you'll get a monthly total of 150 Meg/
month.)
Licensed copy of Abila MIP Fund Accounting
Abila MIP FA Accounts Payable and/or Encumbrance Module is required for
the Microix Requisition Module
Abila MIP FA Payroll Module is required for the Microix Timesheet Module
Abila MIP FA Budget Module is required for the Microix Budget Module ONLY
if you need additional budget versions other than Original and Revised

Application Server for deploying over the Web using Terminal or Citrix
Server ( O ptional)
Hardware Requirements
Microsoft 2008R2 + Terminal Server or Citrix Server (R E M O TE AC C E SS O NLY )
Additional server access licenses are required by Microsoft/Citrix
RAM should be increased based on the total number of users who will be accessing
the application simultaneously. The software will consume approximately 60MB of
RAM per user

Minimum Workstation Requirements

Hardware Requirements
Intel i3 processor or equivalent
2GB RAM

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 12 Workflow Modules

Minimum Workstation Requirements

150 MB Free Hard Disk
1360 x 768 screen resolution or higher
10/100 Mbps ethernet connection from server to workstation
Local or network laser printer and or scanner if applicable (Terminal server may
require additional third party software)
Software Requirements
Microsoft™ Windows 7 or higher, including all updates and Service Packs:
Microsoft™ Dot net Framework 3.5

3.2 Server Installation

(IMPORTANT! Abila MIP Fund Accounting Server should be installed before
installing M icro ix W o rkflo w M o dule s )

This guide includes combined instructions for both New and Upgraded installations of
M ic roix Workflow M odule s 2015 and higher.

Although there is only one executable (SETUP.EXE) for this install, the system actually
runs separate wizards for each prerequisite's component. After a component is installed,
the system displays a message before installing the next one. Every time the message is
answered with a "Yes", the system launches the next installation wizard.

Run the SETUP.EXE file to begin the following process.

Follow the instructions on the screen to navigate through the wizard.

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 Installation Guide 13

1. The Prerequisites Wizard will appear if the setup determined that some of the Microsoft
components are missing from the target machine (Note: Admin permissions are required
to perform installations on prerequisite files).

2. Click Next to display a list of Microsoft components that are required before setup can
continue.

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14 Workflow Modules

3. Installation of selected prerequisites will begin.

4. After the prerequisite files are completely installed, the "Welcome" wizard will appear
to guide you through the installation of the Microix Server databases and Shared files.

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 Installation Guide 15

5. Click Next. The system displays the License Agreement panel. Read through the End
User License Agreement and click on Accept if you agree with the terms.

6. The Setup Wizard is ready to begin, Click Install to start server installation.

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16 Workflow Modules

7. The installation process begins and a status bar displays the progress of the installation
process.

8. At the end of the installation process, you will be prompted to enter the Server
Configuration information:
Select the Abila MIP FA SQL Server Name from the drop-down list. If it is not in
the list, you can enter it manually.
Enter your SQL login information (click on the check box "Use Windows
Authentication" if you do not know the SQL login information).
Select the Abila MIP FA Database name.
Click on the Save button to finalize the connection between Microix and Abila MIP
FA database.

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 Installation Guide 17

9. Proceed to the 18 M ic roix Workflow 18 Workstation installation. 18

© 2002-2016 Microix Inc.

 18 Workflow Modules

For Existing Microix Users:

M ic roix Workflow M odule s 2015 setup will automatically detect the existence of a previous
version of a M ic roix database and will prompt you to upgrade.

Click Yes to upgrade the existing copy of Microix and continue with new installation (Not e :
T his w ill not uninst a ll t he e xist ing c opy of Workflow M odule ).

3.3 Microix Share

After the M ic roix Server Component is successfully installed, a M icro ix Share directory will
be created on the root of your C:/ or D:/ drive. It includes the setup files for the
workstation installation and some additional folders that are used during upgrades.

The M ic roix Share Folder will be shared automatically during the server installation and is
given default read/write permissions to the user "Everyone". There are times when the
installation process fails to perform this task due to security issues. Follow the
instructions below to manually share this folder and give the required permissions to
access the folder.

The M ic roix Share folder can be relocated to another drive by simply copying the
entire folder and pasting it to a new location. The directory should be made available to
every workstation with read/write privileges.

How to Manually Share the "M icro ix" Folder:

1. Click Start>All Programs>Accessories, and then click Windows Explorer.
2. Expand My Computer, and then click the drive or folder where the Microix Share folder
is located.
3. Right-click on the folder, and then click Sharing and Security.
4. Click Share this folder and enter the shared name as "M icro ix Share".

How to Manually Configure Shared Permissions:

1. On the Sharing tab, click Permissions and then click Add.
2. Select the group account "Everyone" or "Domain Users" and grant read/write privileges.
3. Click OK to complete the process.

3.4 Workstation Installation

After installing the M ic roix Server, the data folders and workstation installation files are
stored on the machine that is functioning as your Abila MIP Fund Accounting Server.

NOTE: You must access \\SERVERNAME\Microix Share using a UNC Path, not a mapped
drive.

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 Installation Guide 19

1. Browse to the M icro ix Share\Setup directory on the server and double-click setup.
exe
2. The Prerequisites Wizard will appear if the setup determined that some of the Microsoft
components are missing from the target machine (Note: Admin permissions are required to
perform installations on prerequisite files).

3. Click Next to display a list of Microsoft components that are required before setup can
continue.

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20 Workflow Modules

© 2002-2016 Microix Inc.

 Installation Guide 21

4. Installation of selected prerequisites will begin.

5. After the prerequisite files are completely installed, the "Welcome" wizard will appear
to guide you through the rest of the installation process.

© 2002-2016 Microix Inc.

22 Workflow Modules

6. Select the Installation Folder where you would like to install M ic roix.

7. Click Install to start the workstation installation.

© 2002-2016 Microix Inc.

 Installation Guide 23

8. The installation process begins and a status bar displays the progress of the
installation.

9. Click Finish to complete the installation.

Not e : It is only ne c e ssa ry t o re boot y our c om put e r a t t he e nd of t he inst a lla t ion proc e ss
if y ou a re prom pt e d t o do so.

© 2002-2016 Microix Inc.

 24 Workflow Modules

See Register Product 199 for instructions on activating your purchased modules.

3.5 Uninstall Workflow Modules

Removing the Workstation Component
1. Go to Start>Settings>Control Panel.
2. Double-click Add/Remove Programs.
3. Select "Microix Workflow Modules Workstation" and then click Remove.

Removing the Server Component

1. Go to Start>Settings>Control Panel.
2. Double-click Add/Remove Programs.
3. Select "Microix Workflow Modules Server" and then click Remove.

3.6 Web Time Clock Installation

Copy the installation files onto the Server running Microsoft IIS Service. Double click on
the setup.exe file to begin.

Follow the instructions on the screen to begin the installation process.

1. Enter the SQL Server Name, Abila MIP FA and Microix Database Name.

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 Installation Guide 25

2. Accept the default location or use the browse button to select a new installation folder.

3. After the installation process finishes, a Virtual Directory called "Microix" will be added
to your IIS Server and the necessary configurations will be completed automatically.

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26 Workflow Modules

4. To open Microix Web Time Clock, browse to the following path:

http://webservername/microix/default.aspx

© 2002-2016 Microix Inc.

Part

IV
 28 Workflow Modules

4 Timesheet Module

4.1 Introduction
M ic roix T im e she e t s make tracking time and labor distribution easier for each member of
your organization. The software provides managers visibility into the activities of their
employees. M ic roix utilizes the same processing groups, earnings, leave and distribution
codes as your current Abila MIP Fund Accounting Software. M ic roix T im e she e t s is simply a
much more efficient way to handle your time and labor distributions for Abila MIP FA
Payroll Module.

Highlights:
Easy to navigate and use
Simple and easy learning curve.
Holiday, sick and vacation tracking.
Assign employees to cost centers to limit what charges they can enter time.
Enter 'bulk' time for groups of employees.
Access to control group options limit user's access to screens and reporting.
Multi-level approval process.

Menu Item Description

My This section displays a list of all timesheets for the logged in user. It also
Timesheets allows you to perform the following tasks:
42 1. Create a new timesheet.
2. Edit existing timesheets that are not yet submitted for approval.
3. Retrieve any timesheet you have created in the system.
4. Recall a timesheet that was submitted for approval but not yet
approved.

Request 46 This button enables employees to request present or future leave.

Leave
Employee Employees can access their basic demographic and payroll data that is
Information stored in Abila MIP FA Payroll Module.
47

Time Clock 48 Password authentication that allows a user to clock in/out.

In/Out Board Displays employee's clock in/out entries for a specific date.
50
Time Clock Query your time clock data by a date range.
History 51

Manual Punch Allows employees to create a missed punch.

51

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 Timesheet Module 29

Menu Item Description

Approve Allows an approver to approve or deny requested leave.

Leave 52
Process This menu item allows the following tasks:
Multiple 1. Edit and/or modify employee's time clock entries.
Timesheets 2. Create preliminary timesheets for time clock employees.
53 3. Create timesheets for multiple employees.

Approve Approve timesheets or make any modifications before approving.

Timesheet 57

Reports 59 Displays a list of all reports available to the timesheet and time clock
applications.

4.2 Timesheet Module Checklist

NOTE: All employees and their default timesheets must exist in Abila MIP FA Payroll
Module before adding them to the Microix Workflow Modules system (try to avoid using
special characters as part of the employee ID).

Check list of items for implementing the T ime she e t M o dule

Import employees 145 from Abila MIP FA Payroll Module.
Create approval level 172 titles - activate all possible approval level that will be used
later when you are setting up the approval process.
Create and setup organization workflows 169
Requesters 153 - all employees who will be creating timesheets or clocking in/out.
Approvers 155 - supervisors/managers who will be approving submitted
timesheets.
Restrict distribution codes 164 - limit employees to specific charge codes.
Define document numbering 174 schema - is used to automatically assign each
timesheet with a unique number.
Assign user permissions 147 - for access to each ribbon menu item.
Configure timesheet options.
Configure pay dates and pay periods.
Configure shift codes and paid holidays.
Configure overtime rule.
Assign employee default 33 charge code, earning code, overtime code (if applicable)
and shift code.
Configure application options 169 :
Enter the SMTP mail server information.
Change the default password for the admin account recommended before going
live).

Check list items for ongoing maintenance

Adding new employees
Import 145 employee information from Abila MIP FA Payroll Module.
Assigning employees to a workflow 153 .
Assign permissions 147 .
Assign default 33 charge code, earning code, overtime code (if applicable) and shift
code.

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 30 Workflow Modules

Terminating an employee
Remove user 153 from workflow.
Inactivate user 143 .

Annual maintenance
Configure new pay dates and pay periods.
Edit shift codes to update new year holidays.

4.3 Set Up
The purpose of this section is to setup default values and define other business rules for
creating timesheets.

Functions Descriptions

Options The purpose of this section is to setup default options for the
T im e she e t M odule .

Pay Periods Imports each processing group from Abila MIP FA Payroll Module. This
process should be done annually.
Employee Setup employee default values (i.e. Badge Id, Charge ID, Earning ID,
Default Values Shift Code, Overtime, etc.)

Shift Codes Shift Codes are used to define work schedule, rounding criteria and
paid holidays for employees.

Overtime Rule Setup overtime rules for eligible employees.

Charge ID Add/remove charge codes for each employee.

Restrictions By

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 Timesheet Module 31

Employee

Employee Maintain the default segments associated with an employee.

Default Segment
Values

Create Charge Create and view charge codes and the associated segments.
Codes

4.3.1 Options
Select the Timesheet Module Options tab from the Setup menu. Check the box to the
left of the option to control the functions that a user can perform. The following window
displays a list of all the functions that open on the screen.

Timesheet Options
Automatically advance entry date in timesheet row format.
Allow users to edit overtime in timesheet document.
Enforces pay period date range when employees enter their time.
Allows users to request negative leave.
Prevents employee default charge/distribution code from being modified on timesheet.
Show all pay dates (including completed payrolls).
Substitute time clock hours with shift schedule hours ONLY if it exceed shift hours.
Manually enter leave on the timesheet.
Limit timesheet hours being transferred to Abila MIP FA Payroll Module.
Apply California overtime rules.
Display all earning codes instead of what is available on the default timesheet.
Show in/out entries on timesheet.
Accommodates 980 work schedule.
Append differential hours to regular hours (example- shift differential or on-call hours).
Timesheet entry by column format.
Only displays Abila leave balance on the Home Page.
Bypass paystub distribution for email address.
Prevent users from submitting timesheets that are less than scheduled hours.
Timesheet entry incremental value (column format).

Other Options
What module should be used to process employee expenses?
Select the level where all leave requests should be submitted for approval.
Send rejected timesheet to level.

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 32 Workflow Modules

Week begin (day of the week).

Time clock required note.

Microix Auto Generated Distribution Code

xCode Trim function (only used if advised by Microix Support).
Default leave charge code.
Create an "x" distribution code for all employees including timesheets that have only one
transition code.
Do not create "x" distribution codes for timesheets that only include the default charge
code.
Substitute all earning distribution codes on Abila MIP FA regular timesheet with Microix
"x" distribution code.
Exclude leave hours from "x" distribution code calculation.
Only transfer "x" distribution codes and leave. Do not create any regular timesheets in
Abila MIP FA Payroll Module.
Transfer leave as adjustment.

Timesheet User Defined Field

Display user defined field column1.
Display user defined field column2.
4.3.1.1 Earning Differential / Leave Earning Codes

This form displays the Earning Differential and Leave Earning codes.

Field/ Description
Button

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 Timesheet Module 33

Click on this button to Save the changes.

This button allows you to Undo the last edit.

Click on this button to Add a new line item.

This button allows you to Delete the selected line item.

4.3.2 Employee Default Values

Use this form to configure default values for each employee.

Items/ Descriptions
Buttons
User ID This column lists the names of all employees currently present in the system.

Employee The value in this field should match the Employee ID value in Abila MIP FA
ID Payroll Module. Microix will automatically populate the Employee ID when
employees are imported from Abila MIP FA Payroll Module.

Badge ID The Badge ID column is required for all employees who will be clocking in/out.
The value is automatically assigned when you change the employee punch
type to TIME.

The Badge ID numerical sequence is determined by the CLK value found in

the Global Options>Document Number 174 tab.

Charge/ Enter a default distribution code for each employee. By default, Microix will use
Dist ID the employee's distribution code from Abila MIP FA Payroll Module default
timesheet.

Earning IDEnter a default earnings code for each employee. By default, Microix will use
the employee's earning code from Abila MIP FA Payroll Module default
timesheet.

Overtime If the employee receives overtime, enter the overtime code for the qualified

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34 Workflow Modules

ID employee. This field is not required for overtime exempt employees.

Overtime 38 rule should be created before assigning a value in this column.

Exception Reserved for California overtime rule.

A

Exception Reserved for California overtime rule.

B

Expense This feature is obsolete.

ID

Shift Code Shift Codes contain a set of rules that may apply to all or specific employees.
Here is a list of rules associated with a shift code:
1. Identifies all the paid holidays.
2. Determines the clock in/out rounding rules.
3. Automatically deducts lunch for time clock users.
4. Identifies employees that work past midnight.
5. Hours per day schedule.

The Shift Code must be configured before assigning a value in this column.

Punch Select a punch type for each employee (this is a required field):
Type 1. Hours - employees who will be completing their timesheets based on
hours per day.
2. Time - employees who will be utilizing a time clock hardware or the PC,
to clock in/out.

Max HoursIf you would like to restrict the total hours that are transferred to Abila MIP
FA Payroll Module regular timesheets, then enter a value in this field. Enter the
number 0 in this column if you do not want to restrict the total hours.

This column will have no effects unless you select the "Limit Timesheet..."
option located in the Timesheet>Setup>Options menu.

Click on this button to Save the form.

Click on this button to Undo the changes made to the employee default
values.

Click on this button to Synchronize all Employee IDs between Abila MIP FA
Payroll Module and Microix.

This button helps to Retrieve default values from Abila MIP FA Payroll Module
(i.e.Employee ID, Badge ID, Charge ID, Earning ID).

Click on this button to Update the leave request codes.

Click on this button to Print documents.

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4.3.3 Pay Periods

The Abila MIP FA Payroll Module may consist of one or more processing groups, each
containing all of the pay dates for a specific tax year. These processing groups must be
imported into Microix because they are a crucial part of the Timesheet and Time Clock
Modules. This process should be done annually and it requires that you setup the new
year in the Abila MIP FA Processing Group, first, before importing into Microix.

4.3.4 Shift Codes

At a minimum, there is at least one Shift Code that is required. Although, you can create
as many as needed. Shift Codes help enforce special organization rules such as:
Identifying a default work schedule.
Time clock rounding rules.
Time clock auto lunch deduction.
Paid holiday schedule.

Shift and Rounding Information

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Field Name Description

Shift Code Enter a short alphanumeric code for the shift.

Description Enter a brief description.

Time Rounding - In The criteria for rounding IN PUNCHES should be entered in

Punch minutes.

If an employee chooses to round to the nearest 15 minutes, how

will it determine the time? The system uses 15 minutes and
divides will round down to 12:00. If the employee clocks in
between 12:07 and 12:15 then the system will round up to 12:15.

Time Rounding - Out The criteria for rounding OUT PUNCHES is entered in minutes.
Punch
Time Rounding - Do Check this box if you do not want the seconds to be rounded.
not round seconds
Currently, the system will round to the nearest minute. For
example, if someone clocks in at 12:00:31 (31 seconds), then the
time will be recorded as 12:01. However, if the option Do not
round seconds is activated, then the system will record the
punch time as 12:00.

Time clock Options - Check this box to automatically insert holiday hours on the
Automatically Insert employee's timesheet.
holiday onto
timesheet

Time clock Options - Check this box if the shift works past 12 o'clock midnight.
Shift works past
midnight

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Field Name Description

Schedule
This tab represents the work schedule for the shift. Use the Insert button to
automatically build a default schedule, then modify the schedule to reflect the correct
shift time.

Paid Holiday
This tab defines the paid holiday schedule for the current shift. To insert a default set of
holidays, select the holiday leave code from the drop-down list and then enter a four digit
year and click on the Add button. Use the Delete button to remove any holidays
your organization does not pay and the Add button to insert new lines for additional
paid holidays.

Use the Copy button to duplicate holidays from another shift to help save time
and data entry.

Please setup a leave code in Abila MIP FA Payroll Module and name it
"Holiday". DO NOT assign this leave code to anyone's default or regular timesheet.
Additionally, it should not have any calculations for accruing hours. Microix uses
this code internally and will not utilize it when creating a regular timesheet in Abila
MIP FA Payroll Module.

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Field Name Description

To insert a default set of holidays, select the holiday leave code from the
drop down list and then enter a four digit year and click on the Add button.

To remove any holidays your organization does not pay.

To duplicate holidays from another shift to help save time and data entry.

4.3.5 Overtime Rule

This form is used to setup overtime rules for eligible employees.

Field Name Description

Overtime Displays a list of Abila MIP FA Payroll Module overtime codes.

Code
For every different overtime rule, you will have to create a unique
overtime earning code in Abila MIP FA Payroll Module.

Double Time See California Overtime Rule setup.

Code

Calculation Select an overtime Calculation method (i.e. California, Day, Pay Period,
Week, Weekend)

Hours Enter the number of Hours that correspond to the value selected in the
Calculation method field.

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Field Name Description

Week Begin If this field is active, enter the day your payroll week begins.
On
Week End If this field is active, enter the day your payroll week ends.
On
Leave Code
Use the Add button to include any leave code hours as part of the
workweek hours when considering if the employee worked more than the X
number of hours.

Do not include any leave hours unless your policy states otherwise.

Other 1. Weighted Average (Note: currently under development).

Options 2. Check the box "When calculating overtime, transfer it as leave
accrued" to convert overtime hours into accrued leave hours.

Comp Time This option enables you to convert the overtime hours to accrued leave
Options hours.

This button enables you to add a new overtime rule.

Click on this button to delete the selected overtime rule.

This button allows you to save changes to the rule.

Click on this button to undo the last edit.

4.3.6 Charge ID Restrictions By Employee

While creating a Timesheet, employees have access to all Charge Codes that are
available in Abila MIP FA Payroll Module . However, you may have the need to restrict
each employee to specific charge codes and this form will help provide that function. If
you have configured restrictions at the workflow level, employee restrictions will take
precedent over the workflow restriction level.

Re fe r t o t he se c t ion, Re st ric t Dist ribut ion 164 , for de t a ile d inform a t ion on how t o
re st ric t Cha rge IDs by w orkflow .

The Charge Code is an alias for Abila MIP FA Payroll Module distribution code.

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Actions/ Descriptions
Buttons
To restrict Select the User ID from the left and the charge IDs listed from right, then
charge IDs
click on the Add button.

To remove Select the User ID from left and the charge IDs listed from right, then
restricted
charge IDs click on the Remove button.

4.3.7 Employee Default Segment Values

This form is used to specify default segment values for each employee.

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Actions/ Descriptions
Buttons
To add a Select the segment, then the value. Next, select the User ID and click on
default the Add button.
segment
To remove a Select the segment, then the value. Next, select the User ID and click on
default the Remove button.
segment

4.3.8 Create Charge Code

This form allows the users to create Charge Codes. Use the drop-down lists for each
segment to build the combination of charge codes you would like to generate.

Field Name Description

Click on this button to View the details of the Charge Code selected.

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Click on this button to Create a record of the selected Charge Code.

Click on this button to Delete the selected Charge Code.

4.4 My Timesheets
The My Timesheets form displays a list of all timesheets created by the logged in user.
See below for other functions that are available on this form.

To filter, sort and group the data see Sorting/Grouping/Filtering Data Grids 213 .

Butto Description
ns
Click on the button to Create a New Timesheet 43 for a specific pay date.

Click on the button to Edit an existing timesheet. Edit function is not available
after submitting your timesheet for approval.

View the timesheet in read-only mode.

If you've submitted your timesheet for approval and need to make any
modifications, you can clickk on this button to Recall the timesheet to your queue.
However, if it was approved, the system will not allow you to recall it.

Click on the button to Print a copy of the My Timesheet list.

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4.4.1 Create New Timesheet

To create a new timesheet, click on the New button and select a pay date. Use the

Edit button to append time or whenever you need to make modifications. While
preparing a timesheet, some of the values are defaulted based on the initial setup
process. If you find any discrepancies please notify your payroll administrator.

Quick Start - How to complete your timesheet:

1. Click on the Add button to create a new row for entering your time by day.
Repeat this step for additional lines when charging your time to multiple charge
codes (i.e. department/programs/funds/grants/projects/etc).
2. Click on the Insert Leave button to insert any approved or paid holiday hours.
3. Click on the Overtime Calculation button to calculate any overtime hours (only
if applicable).

4. Click on the Submit button to send your timesheet for approval.

Timesheet Information

Fields/ Description
Buttons

Timesheet Assigned automatically by the system.

No.
Date The current date will be populated in this field.

Description The system will automatically assign a document Description based on the
selected pay date (read-only field). The pay date is appended to the words
TIMESHEET FOR PAYDATE then it becomes your document Description.

Employee Your name will be defaulted in this field (read-only field).

Name

Workflow IDYour Workflow ID will be defaulted in this field (read-only field).

Processing This field represents the processing group for which the employee is
Group associated. The information is retrieved from Abila MIP FA Payroll Module

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Fields/ Description
Buttons

employee database (read-only field).

Pay Date This date is associated with your processing group pay schedule and it also
dictates the period for which the timesheet belongs.

Comments Enter any comments in this field. The Comments can be viewed by the
approvers and are also printed on the timesheet form.

Click on this button to Delete your timesheet.

Click on this button to Save your timesheet.

Click on this button to Undo the last changes.

Click on this button to Submit your timesheet for approval.

Click on this button to Send email correspondence. See Shared

Activities>Email 210 for detailed instructions on how to send email messages.
Click on this button to Attach any electronic documents to your timesheet.
See Shared Activities>Attachments 211 for detailed instructions on how to
include attachments.

Click on this button to Print a copy of your timesheet.

Timesheet Detail

ColumnsDescription

Pay The system will automatically default EARNINGS into this column, do not change
Type the default value unless additional instructions are provided by the payroll
administrator.

Pay Your default Pay Code will automatically populate in this column. Please do not
Code change the default value unless additional instructions are provided by the
Payroll Administrator.

The list of Pay Codes are limited based on the employee's default

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ColumnsDescription

timesheet in Abila MIP FA Payroll Module. The default value is set in the
Employee Default Value 33 form.

Charge Your default Charge Code will populate in this column. You can use the drop-
Code down list to change the value, if necessary. Charge Codes may represent the
department,project, or program you are charging to your time. Do not change
the default value unless additional instructions are provided by the Payroll
Administrator.

The list of Charge Codes are limited based on the restrictions setup in
each workflow or employee 39 record.

Total Displays Total number of hours by charge code.

Enter any comments in this field. The Comments can be viewed by the
approvers and are also printed on the timesheet form.
Click on this button to Insert new rows on your timesheet.

Click on this button to Delete the selected timesheet row.

Click on this button to Undo the last changes.

Use this option to automatically insert any paid holidays and/or requested leave
into your timesheet. (See Request Leave 46 section for details on how to
request unexpected or planned leave).

If your system is setup to manually enter leave on your timesheet then use the
Add button and select the value "Paid Leave" from the Pay Type drop
down list control. In the Pay Code column, select the leave code from the drop
down list.

To setup paid holidays go to Timesheet Module Tab>Setup>Shift Codes 35 .

If you are eligible for overtime, this option will automatically analyze your
timesheet based on the overtime rule and insert any overtime hours you are
entitled to receive.

To setup overtime rules go to Timesheet Module Tab>Setup>Overtime 38 .

This option is intended for employees who are charged to one specific charge
code and work a default set of hours for the pay period. Use this button to
insert default hours on your timesheet.

To setup default hours go to Timesheet Module Tab>Setup>Shift Codes 35 .

Open Elapsed Time Calculator that converts HH:MM to decimal.

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4.5 Request Leave

Use the Leave Request form to perform the following tasks:
Request planned or unexpected leave for past, present or future dates.
Modify/Adjust requested leave.
Delete leaves that were not taken.

By default, the system will not allow users to manually enter leave on their timesheet.
They must first request it by utilizing the ribbon menu option Leave Request. However,
to change this default behavior, you can select the option Manually Enter Leave in the
Timesheet>Setup>Options.

By default, requested leave is not required to be approved before they are added to
the employee's timesheet. However, after submitting for approval, the approver will not be
able to approve any timesheets without approving the leave requests first. Use the global
settings, located in the Timesheet>Setup>Options, to indicate the approval level where all
leave requests will be submitted for approval.

Field/ Description
Button

From Date Enter the start date for your leave request.

To Date Enter the end date for your leave request.

Leave Code Select a Leave Code from the drop-down list. The list of leave codes are
retrieved from the user's Default Timesheet in Abila MIP FA.

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Hours Enter the number of Hours per day you are requesting. You can also use the
time Converter icon to convert minutes to decimal if needed.

Use Shift Select this option to insert the default hours specified in the shift code.
Hours
Leave This field retrieves the available balance from the selected leave code. The
Balance information is retrieved from the Abila MIP FA Payroll Module.

Notes Enter a brief comment concerning the requested leave.

Leave A list of all requested leave along with their approval status.
History
Use this button to Submit the leave request to a designated approver. The
approver will receive an email notification of the requested leave.

This button is used to Modify/Adjust any leave before or after approval.

However, if the leave was transferred to a timesheet, the user will be
prevented from making any changes.

Use this button to Delete a requested or approved leave. However, if the

leave was transferred to a timesheet, the user will be prevented from
deleting it.

Click on this button to Print a copy of the leave requested.

To filter, sort, and group the data please see Sorting/Grouping/Filtering

Data Grids 213

4.6 Employee Information

The Employee Information tab provides easy access for employees to view their payroll
information such as demographic information, leave balance, and pay stub information.

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The information displayed on both tabs are read-only.

4.7 Time Clock

M ic roix PC Time Clock enables employees to use a PC to record and report hours worked.
It completely replaces manual time card machines or your hand written time and
attendance records. Employees may clock in/out from their own workstations or from a
centrally located computer station. The transactions are sent to the M ic roix database
instantly and can be viewed by the employee and their supervisor.

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Supervisors can modify or create manual entries for each employee by navigating to
the ribbon menu item PREPARE AND PROCESS MULTIPLE TIMESHEETS.

M ic roix utilizes the current time on the SQL Server to record the employees clocking
in/out entries. We recommend that you synchronize all of your workstations with the SQL
server time. It helps reduce the questions regarding why the time on a workstation is
different from the time being recorded.

Items Description

Total The system will display the total number of Hours you have accumulated for the
Hours current pay period.

User Enter the M ic roix user to clock in/out.

Accoun
t
Passw Enter your M ic roix login Password.
ord
Charge Charge ID is defined by your Payroll Administrator and it may represent each
ID program, job, project, or department that you can charge your time. The system
will set this field to your default charge code or you can change it by using the
Magnifying button to select a different one. If the list does not contain the
correct values, you may notify your Payroll Administrator. You will be able to
change this value when clocking in but it will be disabled when clocking out.

Clock After entering your password and charge ID, use this button to Clock In/Out.
In/Out

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4.8 In/Out Board

The In/Out Board enables you to see the current clock in/out status for each employee
within the organization. It also shows an absent report for the ones who did not record
any punches for the specified date.

In/Out Board is only available when deploying our PC/Web Time Clock or any of our
compatible time clock hardware.

Any of our time clock hardware that requires polling will not update the in/out board in
real time. The In/Out Board will be updated after polling is completed. Polling clocks are
configured with using Windows Task Scheduler.

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4.9 Manual Punch

Employees who missed clocking in/out may utilize this form to create manual time clock
entries. After creating manual entries, the system will automatically send an email
notification to their immediate supervisor.

Supervisors are not required to approve or deny manual time clock entries. It will be
recorded automatically in the employee's record.

Items/ Description

Date Enter the Date of the missed punch.

Clock Enter the actual time you arrived or left.

In/Out
Time
Charge Select a Charge ID or accept the default.
ID

ReasonEnter a brief explanation justifying why you are creating a Manual Punch.

4.10 Time Clock History

Use the Time Clock History form to retrieve time clock entries for a given period.
Employees are restricted to only viewing their information. However, supervisors can

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access each employee's time clock entries by navigating to the Report menu.

4.11 Approve Leave

After approvers receive email notifications for leave request, they can use this form to
approve or deny the leave request.

Butto Description
n

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 Timesheet Module 53

Click on this button to Approve the selected leave.

You can select multiple items by holding down the SHIFT key and clicking on
them with the mouse or by holding down the SHIFT key and pressing an arrow key
to extend the selection from the previously selected item to the current item. You
can also select items by dragging with the mouse. Holding down the CTRL key and
clicking an item will either select/deselect that item.

Click the Deny button to deny leave request.

Click the Send button to send email correspondence to the employee if you have
questions about the leave request.

Workflow Leave Calendar - before approving leave, supervisors can use this tab to
verify whether other employees have not been pre-approved for similar days off.

Calendar color definition:

Red - Denied Leave
Green - Approved Leave
White - Requested Leave

You can right click on the calendar to change the view to the following options:
1. Week View
2. Month View
3. Timeline View

4.12 Process Multiple Timesheets

Time clock entries captured by a PC or time clock hardware device are uploaded to the
M ic roix database and are available immediately for viewing through this form or via
reports. However, the time clock entries that were recorded by a time clock hardware
that utilizes a polling schedule will not be available for immediate viewing until polling is
completed.

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M ic roix utilizes workflows to group several employees together so that the employees
can be processed and reported together. Additionally, each workflow contains the groups
immediate supervisor and approval process.

All approvers within the workflow will also have access to this form. If you prefer not
to grant them all access, then remove their security permissions via the Ribbon Menu
Maintenance>Security.

Filter Options

Fields Description

Workflow Select the appropriate Workflow and proceed to selecting a Processing

Group. If you do not see your Workflow in the lookup list box then
contact someone in Payroll and request that your name be added to the
Workflow approval process.

Processing Select an Abila MIP FA Processing Group. Processing Groups are used in
Group Abila MIP FA Payroll Module to group several employees together so that
the employees can be processed and reported together. They also dictate
the pay cycle for each employee such as W (Weekly), B (Biweekly), S
(Semimonthly), or M (Monthly).

Pay Date Select a Pay Date.

The time clock tab will only show time clock entries for the select Pay
Date period and the Timesheet tab will only show in-process timesheets
for the selected Pay Date.

Employee The system will automatically filter the list of employees based on the
Name Workflow and Processing Group selected.

Managing Employee's Time Clock Entries

Supervisors/Timekeepers will use this section to perform the following tasks:
Create missed punches for employees.
Modify existing punch clock entries.
Generate preliminary timesheets for each of their employees and submit to
payroll or to other approvers within the workflow.

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Button Description
s

Click on this button to Add a new time clock in/out entry.

Click on this button to Delete time clock entries.

Click on this button to Save changes.

Click on this button to Edit time clock entries.

Apply the following steps:

1. Select an employee from the Employee Name lookup list.
2. Click on the row that contains the date and time you would like to edit.
3. Next, click on the Edit button and proceed with your modifications.
4. Finally, click on the Apply button to save your changes.

The Create Preliminary Timesheet button enables you to convert all of the
employee's time clock entries into a completed timesheet. By default, requested
leave, paid holidays, and overtime hours will also be included during this process.
The completed timesheets should be reviewed for any discrepancies before

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submitting to payroll or other approvers within the approval chain.

Shift rules such as rounding of in/out entries and automatic lunch deductions
will also be applied when the timesheets are generated.

Preliminary timesheets may be generated multiple times. However, you should

delete any existing timesheets for the same pay date because it will cause
duplicate hours.

Click on this button to Refresh the selected employee's elapsed time.

Manage Preliminary Timesheets

Supervisors/timekeepers will use this section to perform the following tasks:
Review the preliminary timesheets summary data for accuracy including but not
limited to:
Earned Hours
Leave Hours
Holiday Hours
Overtime Calculated Hours
If necessary, make manual adjustments to the preliminary timesheets hours.
Submit timesheets to other approvers or directly to payroll for processing (The
workflow routing rules will determine the timesheet ultimate destination).

Butto Description
ns

Manually create a new timesheet for a specific employee when time clock entries
do not exist for the employee (refer to "How to Create a New Timesheet 43 " for
detailed instructions). If time clock entries exist, you can generate the timesheet
by using the Create Preliminary Timesheet button located on the time clock
Entries tab.

The system allows you to open a timesheet in edit mode. You are able to make
manual adjustments to the timesheet by clicking on the Edit button before
submitting to Payroll for processing.
Note: Correcting Timesheet Information:

Circumstances may occur when you will need to change time, hours, or leave code
information on your employee’s timesheet before you can approve it. If your

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policies permit you to make the changes, then use the Edit button to open the
timesheet and make the necessary modification. Additionally, you may use the
Notes icon to justify your changes. However, if your policies do not permit,

use the Re-Route button to return the timesheet to the employee or the
person who prepared it and request they make the necessary corrections.

Click on this button to Delete the selected employee's timesheet.

If necessary, you can regenerate the timesheet by using the Create

Preliminary Timesheet button located on the time clock Entries Tab. All
manual edits will have to be re-entered.

Select all the timesheets or specific ones and use the Submit button to
approve and send to the next approval level.

Steps you should perform before approving and submitting any timesheet:
1. Before approving, verify the accuracy of the employee’s regular earned hours,
leave hours and overtime hours by examining the Time In and Time Out values (if
applicable). The total leave and earned hours should equal the employee’s
regularly scheduled hours for that pay period.

2. The hours found in the OVERTIME column should be examined for accuracy and
should be confirmed that it was pre-approved by their immediate supervisor.
Additionally, refer to your internal policies when examining overtime hours.

3. If the above has been confirmed and no changes to the employee’s entries are
needed, then the timesheet is ready to be approved. If changes or corrections
are necessary, then use the Edit button to open the timesheet and make the
necessary modifications. Use the Notes icon to justify your changes.

If you will be absent during the period that timesheets are due for approval
then use the Ribbon Menu Maintenance>Approval Substitute 179 to designate an
alternate approver.

Multiple items are selected by holding down the SHIFT key and clicking on it by
using the mouse or by holding down the SHIFT key and pressing an arrow key to
extend the selection from the previously selected item to the current item. You
can also select items by dragging with the mouse. If you hold down the CTRL key
and click an item, then it will either select or deselect that item.

4.13 Approve Timesheet

The approver will use this form to approve timesheets that were submitted to them for
approval. The system will send an email notification to each approver via their regular
email client. At a scheduled time, the approver will login to M ic roix Workflow M odule s and
modify, append or delete timesheet entries or choose to reroute the document to the
originator and have them make the necessary changes. They can also send an email
message to question any entries on the timesheet. If approved, the document will be sent
to the next level for approval or review. Upon final approval, the timesheet is seamlessly

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transferred to Abila MIP FA Payroll Module as a regular timesheet.

Fields Description
/
Butto
ns

The approver can use this button to Edit a timesheet.

Note: Correcting Timesheet Information:

Circumstances may occur when you will need to change time, hours, or leave code
information on your employee’s timesheet before you can approve it. If your
policies permit you to make the changes, then use the Edit button to open the
timesheet and make the necessary modification. Use the Notes icon to justify

your changes. However, if your policies do not permit, use the Re-Route
button to return the timesheet to the employee or the person who prepared it and
request they make the necessary corrections.

Click on this button to View a timesheet (in read-only mode).

Click on this button to Approve selected timesheet(s).

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Steps you should perform before approving any timesheet:

1. Before approving, verify the accuracy of the employee’s regular earned hours,
leave hours, and overtime hours by examining the Time In and Time Out values
(if applicable). The total leave and earned hours should equal the employee’s
regularly scheduled hours for that pay period.

2. The hours found in the Overtime column should be examined for accuracy and
should be confirmed that it was pre-approved by their immediate supervisor.
Additionally, refer to your internal policies when examining overtime hours.

3. If the above has been confirmed and no changes to the employee’s entries are
needed, then timesheet is ready to be approved. If changes or corrections are
necessary, then use the Edit button to open the timesheet and make the
necessary modifications. Use the Notes Icon (or Column) to justify your
changes.

If you will be absent during the period that timesheets are due for approval,
then use the Ribbon Menu Maintenance>Approval Substitute 179 to designate an
alternate approver.

The system will not allow you to approve a timesheet if it contains any
unapproved leave requests.

Multiple items are selected by holding down the SHIFT key and clicking on it by
using the mouse or by holding down the SHIFT key and pressing an arrow key to
extend the selection from the previously selected item to the current item. You can
also select items by dragging with the mouse. If you hold down the CTRL key and
click an item, then it will either select or deselect that item.

Click on this button if the approver would like to Re-Route the timesheet to the
originator and have them make any necessary changes.

Click on this button to Print a copy of the approval list.

Click on this button to Retrieve previously completed timesheets for the selected
employee.
This button enables the approver to review the time clock entries of the requester.

4.14 Document List

Refer to Shared Activities>Document List 219 for more details.

4.15 Reports
You can access Timesheet reports via the Ribbon Navigation menu. A list of reports will be
available in the Report Name lookup list box. Select a report and enter a specific date or
pay period. To view the report, click on the View button and use the Print button to print
the report to screen. After printing to screen, you can send the report to disk, export to
Excel, or add as an attachment to your email.

Refer to Shared Activities>Reports 219 for more details.

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See Report Export Options 216 for more information on exporting and emailing reports.

Fields/ Description
Buttons

Click on this button to View the report generated for the selected values.

Click on this button to Print a copy of the report.

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V
 62 Workflow Modules

5 Requisition Module

5.1 Introduction
The M ic roix Re quisit ion M odule enables accountants and non-accounting staff to create
purchase requests from their desktop computers and submit them electronically for
approval. Our system helps to expedite the approval process, reduce data entry errors
and also ensures that the correct information necessary to process a request is
accurately provided.

Highlights:
Easy to navigate and use - simple and easy learning curve.
Ability to create and submit requisitions or check requests for approval.
Multi-level approval process with a maximum of 90 levels including dollar threshold and
category routing rules.
Budget checking feature.
Query payments with check information features.
Automatic email notifications.
Built-in workflow process to help enforce business rules.
Approval substitutes.
Seamless integration with Abila MIP FA Encumbrance and Accounts Payable Module.

Menu Description
Item
My This section displays a list of all documents for the logged in user. It also
Document allows you to perform the following tasks:
s 71 1. Create a new purchase or check request.
2. Edit existing documents that are not yet submitted for approval.
3. Retrieve/find any documents that have been created in the system.
4. Recall documents that were submitted for approval but not yet
approved.

Receiving Receive goods or services that you have acquired (ple a s e re fe r to y o ur

83 inte rna l po licie s o n whe the r o r no t this pro ce s s is re quire d).

Query Displays a list of vendors from Abila MIP.

Vendors
85
Query Displays a list of the general ledger segment codes from Abila MIP.
Chart of
Accounts
85
Approve Use this section to approve any purchase or check requests.
Document
s 86

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Menu Description
Item
Document This function is used by approvers to view the status of documents for which
Search 92 they have approved or are scheduled to approve.

Reports 92 Displays a list of all reports available for the Re quisit ion M odule .

Display Managers may use this option to view a summary of their department/funding
Account budget balance.
Balance
92
Shopping Allow you to manage the items that will be available for selection when
Cart 93 entering a new document.

Setup 64 Setup default values and define other business rules for creating and managing
requisition documents.

5.2 Requisition Module Checklist

NOTE: Abila MIP Encumbrance and/or Accounts Payable Module is required before
implementing the M ic roix Re quisit ion Workflow M odule .

Check list of items for implementing the Re quisitio n W o rkflo w M o dule

Setup 143 users (manually enter each employee or import from Excel or Abila MIP FA
Payroll Module).
Create approval level 172 titles - activate all possible approval level that will be used
later when you are setting up the approval process.
Create and setup organization workflows 169 .
Workflow options 151 :
o Setup default bill and ship to address.
o Define budget segments for checking the available funds.
o Assign vendor filters (optional).
Requesters 153 - setup all users who will be creating requisitions.
Approvers 155 - setup approval process for routing requisitions for approval.
Account Restrictions 161 - limit access to Abila MIP FA account codes by
workflow.
Restrict Distribution Codes 164 (optional) - limit employees from using specific
distribution codes.
Define document numbering 174 schema - unique document numbers for each
document type (ENC and API).
Assign user permissions 147 - for access to each ribbon menu item.
Configure application options 169 :
Enter the SMTP mail server information for email notifications.
Enter organization's current fiscal year end.
Select the budget version to be used when retrieving available funds.
Change the default password for the admin account (recommended before going
live).

Check list items for ongoing maintenance

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Adding new users

Create 145 a new user account.
Assigning the user to a workflow 153 .
Assign permissions 147 to the user.
Change document ownership (if applicable).

Terminating employees
Remove user 153 from workflow.
Inactivate user 143 .

Annual maintenance
Change fiscal year end 169 .

5.3 Setup
The purpose of this section is to setup default values and define other business rules for
creating and managing requisition documents.

Functions Descriptions

Options Setup the default flags for the Re quisit ion M odule .

New Vendor Maintenance Delete unused vendors.

Setup Funding Source Add funding sources that are on a different fiscal year as your
Fiscal Year End current organization's fiscal year.

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Create User Defined Allows users to add custom fields to the purchase requisition
Fields form.

Setup Spending Limits Setup limits for vendor or employee spending.

Credit Card Statement Retrieve your credit card statement from your bank. Generate
Authorization documents from the statement and transfer to accounting.

Punchout Maintenance Use a vendor punchout website to create and receive

punchout information while electronically connected to the
vendor website.

5.3.1 Options
Select the Options function from the Setup menu. The following window opens on the
screen, displaying a list of all the functions with check-boxes allowing you to turn on or
off each selected function.

Check the box to the left of the option to control the functions provided for the user.

Transfer Options

Enable Encumbrance transfers.

Create Abila MIP purchase order after encumbrance transfer.
Bypass encumbrance while creating Abila purchase order.
Enable accounts payable transfers.
Enable journal voucher transfers.
Allow users to edit session ID.
Transfer attachments to Abila MIP (ENC, ENL and API).
Receive required for transfer to accounts payable (ENC and API)
Only create AP invoices from posted encumbrances.
Override balancing segment when applying offset.

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Apply Abila JV offset when transferring JV transactions.

Other Options

Enable budget warnings.

Allow users to edit receiving/picking date.
Do not allow users to back date the purchase order date.
Allow line item vendor selection.
Use Abila MIP distribution code units.
Account codes are required at requester level.
Prevent account codes at requester level.
Require a vendor before submitting for approval.
Disable vendor selection at requester level.
Do not allow approvers to edit Abila MIP vendor data.
Enforce Abila MIP account code combination.
When receiving/picking hide the quantity ordered and unit price.
Reason/justification is required at requester level.
Turn off best fit and auto column width.
Enforce COA restrictions when switching workflows.
Do not default effective date on a new document.
Show number of decimals.

Fields/ Description
Buttons

Documen Text that will appear on the printed requisition form.

t
Statemen
t
New Indicates whether users can add a new vendor or not.
Vendor
Rule
JV Selects general ledger segment to use for payment.
Segment
ID for
Payment
Click on this button to Save the changes.

Click on this button to Undo the previous edit.

Click on this button to Import documents. Refer to Shared

Activities>Import from Excel 216 for more details.

5.3.2 New Vendor Maintenance

This form allows a user to delete unused vendors. Select the New Vendor Maintenance
option from the Setup menu. The following window will appear:

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This window displays all the vendors present in the database.

Field/ Description
Button

Click on this button to Delete the selected vendor. A dialog box informing the
user of the completion of the action will pop up.

5.3.3 Setup Funding Source Fiscal Year End

Utilize this form to add any funding sources that are on a different fiscal year as your
current organization's fiscal year. This information is only used by the Re quisit ion M odule .
Any documents that are using the accounts that a user specifies on this form will retrieve
the available funds data based on the Begin Date and End Date for the funding source.

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Import Budget Controls:

Users have the option to import from Abila MIP's Budget Control or a Specific Segment
option. If the Specific Segment option is selected, then the desired segment must be
picked from the list. Click the appropriate option and then the Process button. You will
then be prompted to confirm the action.

Update Budget Controls:

To apply the Budget Controls option select the Begin Date or End Date option and
click on the Apply button.

Fields/ Description
Buttons

Click on this button to Add a new budget control element to the displayed list.

Click on this button to Delete a line item from the displayed list.

Click on this button to Save the changes.

Click on this button to Undo the last edit.

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5.3.4 Create User Defined Fields

This form enables users to add fields to the purchase requisition form. Select the Create
User Defined Fields option from the Setup menu.

The following window will open on the user's screen:

Fields/ Description
Buttons

Search User can search for a UDF or select a field from a drop-down list. The rest of
Field the fields in the form will be filled in according to the default values of the
selected field.

Field Enter the name of the field that should be displayed on the requisition form.
Title
Sort The order of the fields will be presented on the requisition form.
Order

Lookup Intended for users with programming skills to query lookup data from another
SQL database.
Stmt

Default Initial value for the field.

value

Control Select one of the options from the drop-down list:

Type 1. LookupEdit
2. TextEdit

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3. DateEdit

Click on this button to Add a new user defined field (UDF).

Click on this button to Delete the selected UDF.

Click on this button to Save the UDF.

Click on this button to Cancel the edit performed.

Click on this button to to Map the UDF to the purchase requisition form.

UDF mapping to Abila MIP FA

Click on this button to Add a new line item.

Click on this button to Delete the selected line item.

Click on this button to Undo the previous edit.

5.3.5 Requision/PO Spending Limits

The Requisition/PO Spending Limits screen will allow you to set limits for a particular
employee or specific vendor's spending.

Select the type of limit to create (Vendor or Employee):

In the Description column, choose either the Vendor or Employee name to limit.

In the Amount column, set a dollar value as the limit.

Click on Yes to save your work.

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5.4 My Documents
This form displays a list of all requisitions, AP invoices and encumbrance modifications
created by the login user. See below for other functions that are available.

To filter, sort and group the data see Sorting/Grouping/Filtering Data Grids 213 .

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Butto Description
ns
Click on this button to Add or Create a New Document 72 .

Click on this button to Edit an existing document. The Edit function is not available
after submitting your document for approval.

Click on this button to View the document in read-only mode.

Click on this button to temporarily or permanently Transfer ownership of your new

document to another M ic roix user.

If you've submitted your document for approval and need to make any
modifications, you can try to Recall the document to your queue. However, if it
was approved, then the system will not allow you to recall it.

View all payments that were applied to the AP invoice or purchase document.

Click on this button to Print a copy of the My Document list.

5.4.1 Create New Document

To create a new document click on the Add button located at the bottom of the My
Documents form. A form will appear allowing you to choose a document type and prefix.

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Fields/ Description
Buttons

Docume 1. Accounts Payable - Select this option to create check requests or

nt Type vouchers. This type of transaction will be transferred directly to Abila MIP FA
Accounts Payable Module.
2. PO/Requisition - Use this option to create a requisition or purchase order.
This type of transaction can be transferred directly to Abila MIP FA
Encumbrance Module.
3. Encumbrance Modifications - Select this option to create modifications to
an existing posted encumbrances in Abila MIP FA.

Administrators can remove some of the Document Types that are available
in the lookup list box by navigating to the Maintenance Tab>Organization
Workflow>Requesters 153 tab. Next, select the Document Type and remove
the employees from the selected list box.

Transact There are several different transaction types for PO/Requisition documents:
ion Type
I - Request Items from Inventory
N - Standard Requisition
R - Return Items to Inventory
V - Inventory Purchase Order
W - Request Inventory Transfer

The N - Standard Requisition type is covered in this section of the manual while
the inventory transaction types are detailed in the[****] 113 Inventory
Module>Create New Inventory Document 113 section.

Docume Select a document prefix from the combo box. Multiple prefixes can be created
nt Prefix via the Maintenance>Global Options>Document Number 174 form. Document

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Fields/ Description
Buttons

prefixes are ultimately part of your document number and it can be used to
assigned different sequential number for each selected prefix.

Field/ Description
Button

Docume Assigned automatically upon saving or the administrator may turn on a feature
nt No. that allows users the ability to manually enter a pre-defined number (see
Maintenance>Global Options>Document Number 174 ).

Descripti Enter a general description of the item(s) being purchased/requested. Upon

on transferring the document to Abila MIP Fund Accounting, the system will
truncate this description based on the maximum field length Abila MIP FA
accommodates.

PreparedYour name will appear in this field as read-only.

By
Workflo The system will automatically default your Workflow ID in this field. If you
w ID belong to multiple workflows, then click on the Down arrow to select a
different Workflow ID.

Order The current date will be defaulted in this field.

Date

Required The system will automatically enter the Required Date as ten days after the
Date Order Date. You may change this date, if necessary..

Bill To You can accept the default Bill-To address or change it based on your internal
policies. Click on the Down arrow to select a different Bill-To address if
applicable.

A default Bill-To address can be defined for each workflow and set as
read-only option. See Shared Activities>Address Code Maintenance 218 tab.

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Field/ Description
Button

Ship To Accept the default Ship-To address or change it based on your internal policies.
Click on the Down arrow to select a different Ship-To address if applicable.

Vendor Enter the Vendor ID or use the Down arrow to search for a specific vendor.
ID When searching for a vendor, you can click on the different columns to search
by ID, Name or Address.

Vendor The Vendor Name will automatically populate in this field after selecting a
Name Vendor ID.

Reason/ An option in the requisition setup indicates whether this field is a required entry
Justificatfor requesters.
ion

Special Enter any comments that will provide additional information or special
Instructi instructions to Vendors and/or Approvers. These comments/instructions will also
ons/ be included on the printed form.
Commen
ts
Addition If custom fields were added to the document, they will appear in this section.
al Consult internal documents for instructions on using custom fields (User Defined
Informat Fields).
ion
Click on this button to Delete your document.

Click on this button to Save changes to your document.

Click on this button to Undo the last changes.

Click on this button to Submit your document for approval.

You can view the Audit Trail. This window displays the progress of the
document in the approval cycle. See Shared Activities>Audit Trail 213 for more
details.

Click on this button to Email correspondence. See Shared Activities>Email 210

for detailed instructions on how to send email messages.
Click on this button to Attach electronic files to your document. See Shared
Activities>Attachments 211 for detailed instructions on how to include
attachments.

Click on this button to Print a copy of your purchase request.

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The general ledger segments in this form are imported from Abila MIP FA.These fields will
be filled in from your organization's Abila MIP database (the segments displayed in this
document are from a sample data base). Each field can also be selected from a drop-
down list.

Note: To avoid errors while replicating these codes, a copy feature has been provided.

Field/ Description
Button

Item No. This is the item's catalog number for a vendor.

Quantity User should enter the number of items to be purchased.

Units This field will default to "EA".

Date This field will be filled in with the date provided earlier.

Vendor Select the preferred vendor for the item being ordered.
ID

Dist See Requisition Module>Create New Document>Distribution Code

Code Allocation 82 .

Descripti If an item is selected from the list, the description will be defaulted. The user
on can override the description if they choose.

Type The user should select the appropriate option for each item from a drop-down
list. This describes the type of item being ordered.
Tax Rate The tax rate may or may not be applicable for the item depending on the item
setup.

Price The user should enter the price per item.

Amount This field will calculate the total cost of the item.

Note: The cell code and description is provided for a quick view. The benefit of this
feature is that approvers do not have to to drill into each segment. Click on the line item
to view the complete information.

Field/ Description
Button

Click on the Copy the account codes of the above item.

Click on this button to Delete the selected item from the purchase request.

Click on this button to Cancel the edit performed on the selected field.

Click on the Templates button to open a predefined purchase requisition.

Click on the button to Copy items from a previously written purchase request.

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All the items in the selected purchase request will be added to the current
document. The user can edit these items after copying them.

This function enables managers and supervisors to check unnecessary spending.

It provides a quick check for budget allocations for the items in the purchase
request.

Note: This function is linked to Abila MIP FA general ledger.

Click on he button to apply a mass update for a chosen field (refer to My

Documents>Create New Document>Global Update 81 for more details).
Click on the button to import a spread sheet as a purchase request (refer to
Shared Activities>Import from Excel 216 for more details).
Click on this button to add items to global list.

Transfer:
Using this option a user can transfer a document to another user in the same workflow.

When a user clicks on the following window pop-ups on the screen:

Fields/ Description
Buttons

Transfer Click on the Down arrow to select the name of the person from the same
To workflow to whom the document should be transferred.

Message Enter a message (if any) for the recipient of the document.

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Click on this button to Send the document to the recipient. The user will be
asked to confirm the action in the next window.

Click on "Yes" to confirm or click "No" to return to the My Documents page.

To exit the transfer document function and return to the My Documents page.

5.4.1.1 Vendor Maintenance

To add a new vendor click on . This function can be enabled for users depending on
your organization's rules.

Field/ Description
Button

Click on this button to Add a new vendors to the list.

Click on this button to Save the vendor information in your database.

Click on this button to Undo the changes or exit from the vendor information
form.

General Information:

Fields/ Description
Buttons

Vendor Enter the Vendor ID to add to the vendor list. The Accounting Department will
ID be able to edit this field before approving the vendor.

Name Enter the complete legal name of the vendor.

Phone Enter the telephone number of the vendor.

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Fax Enter the fax number of the vendor.

1099 Information:

Fields/ Description
Buttons

Issue a Check this block if you plan to issue 1099 for this vendor. The user should check
1099 to with the Accounting Department.
this
vendor

Default Select the appropriate option from the drop-down list.

1099
MISC
Box
Number

Tax ID Select the correct Tax ID from a drop-down list.

type

Tax This information can be provided by the vendor.

Identific
ation
number

The information required in this form can be completed by the Accounting Department.
The requester can proceed even if this information is not available to them.

Default Values:

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Fields/ Description
Buttons

Class Select the appropriate option from a drop-down list. This list can be set up
according to your organization's requirements.
Type Select the vendor Type from the drop-down list.

Default If the user has the information about the G/L account, then they can enter this
GL information or select an option from a drop-down list. The G/L account entered
here will be the default account for each of the transactions for that vendor.

Default The user can select an existing distribution code from a drop-down list. The
Dist Distribution Code entered here will be the default code for any transaction
Code entry for this vendor. The Distribution Code can be changed for individual
transactions.
Vendor Enter the account details for the vendor. This information can be filled in by
Account your Accounting Department.

Main Address:
Enter the vendor's address in the space provided in the Main Address tab.

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If the Main Address and PO Address of the vendor are the same, then check the block
in the PO Address tab to avoid re-entering the vendor address.

5.4.1.2 Templates

This function allows a user to create a purchase request with predefined fields. This way
users need not fill in information every time they create a purchase requisition. Click on
the Templates button to open a predefined purchase requisition.

Field/ Description
Button

Templat Select a predefined template document from a drop-down list by clicking on the
e Name Down a rrow .

DistributiSelect the Distribution Code to be used for the template from a drop-down list
on Code by clicking on the Down arrow.

5.4.1.3 Global Update

Click on the Global Update button to perform a mass update. The user can search for
and update a field for all line items rather than editing each one individually. When the
user clicks on the Global Update button the following window will appear:

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Fields/ Description
Buttons

Segment Select the appropriate option from the drop-down list by clicking on the Down
Name arrow.
Search Select the code for the segment from the drop-down list by clicking on the
For Down arrow .
Replace Select the option which the segment should be replaced from the drop-down
With list.

Click on this button to Apply the changes to the code segments.

Click on this button to Close the Global Update form and return to the
purchase request.

5.4.1.4 Distribution Code Allocation

This feature allows the user to split the cost of an item among multiple departments. The
distribution codes with their allocations are set up in Abila MIP. During entry of a line item,
if the user selects a distribution code from the pick list, then the application will read from
the database and add the allocation percentages to that line. When the document is
transferred to Abila MIP the allocation percentages will be applied against the line amount
and spread across the distribution accounts.

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5.5 Receiving
The Receiving function notifies the system that the items in a purchase requisition have
been received.

Select a purchase document from the list and then click on the Open button. The
purchase request will open in a new tab and the user will be able to view the line items in
the document.

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How do I reset receiving? (two options)

If the document is NOT 100% received – you can reset receiving for a particular line by
selecting the received line and click on the Reset Receiving button on the bottom
left:

If the document is 100% received – navigate to Maintenance> Document Maintenance

, then select the document and click on the Reset Receiving button on the bottom
left:

Fields/ Description
Buttons

Click on this button to Save the current document or changes to the

document.
Click on this button to Undo changes to the items receive status.

To view the audit trail. This window will display the progress of the document in
the approval cycle. See Shared Activities>Audit Trail 213 for more details.
To receive all the items in the purchase request.
User will be prompted to confirm the action. Click on "Yes" if you have received
all the items or click on "No".
Once all the items in a purchase request have been received it will no longer be
seen in the "Purchase Order Receiving List" for the user.

Click on this button to Attach documents to the purchase request (i.e. e-mails,
quotations, spread sheets, etc.) See Shared Activities>Attachments 211 for
more details.
Click on this button to Print a copy of the purchase request.

Qty Enter the quantity received.

Type Select the appropriate option from a drop-down list. The list can be set up
according to your organization's requirements. The user can select if the item
was received, damaged, backordered etc.

Date This field will default to the current date. The user can also edit this field.

By This field will default to the name of the user.

Notes Enter comments or information (if any) about the received item.

Click on this button to Add a new line to the current item that the user is

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receiving. This button can also be used to copy the receiving information of the
previous item for the next item.

Click on this button to Delete the selected line.

Click on this button to Undo the edit performed.

5.6 Query Vendors

This form gives you one-touch access to the vendor list, which can then be filtered,
sorted and/or printed.

5.7 Query Chart of Accounts

This screen provides easy, quick access to the Chart of Accounts. You may select a
segment to display all of the codes available for that segment. The users with the
required security rights can also add accounts from this screen.

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5.8 Approve Documents

Approve Documents enables a manager or supervisor to view, edit, and approve
documents that have been submitted to them for approval. This functionality can be
activated for the appropriate personnel according to your organization's requirements.
Click on Approve Documents to open a new tab displaying the list of purchase requests
that an approver has to approve.

Fields/ Description
Buttons

To open the selected purchase request in a new tab. The approver can edit the
request when a document is opened in this mode. A dialog box will pop-up on
the user's screen. The user can read the comments about that document.
Click on this button to View a selected purchase request in a new tab. The
approver cannot make changes to the document if opened in this form.
This button provides an option to Split the selected document. See Requisition
Module>Approve Documents>Split Requisition 89 .

This button allows the user to change the type of a purchase request from ENC
to API and vice versa.
Click on this button to Print the current open purchase request. A new tab
displaying the printable form of the document will open on the user's screen.
The document can also be saved in a printable format.

When an approver opens a document for approval the following tab opens on the
approver's screen:

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Fields/ Description
Buttons

Click on this button to Void a purchase request. A dialog box will open and ask
for confirmation. Click on Yes to confirm or click on No to return to the
document.
Click on this button to Save the current document or changes to the
document.
Click on this button to Undo changes to the document.

Click this button to Approve the currently opened document (refer to Approve
Documents for more details).
Click on the Audit Trail button to list the progress of the document in the
approval cycle (refer to Shared Activities>Audit Trail 213 for more details).
This button allows you to send an Email from Microix. A manager or supervisor
can use this function to request the user to make changes to the document.
The user can use this function to ask for additional information about a
purchase request that they are creating (refer to Shared Activities>Email 210
for more details).

Click on the Attach button to add documents as attachments to the purchase

request(i.e. emails, quotations, spread sheets, etc. refer to Shared
Activities>Attachments 211 for more details).
Click on this button to Re-Route the purchase request to a selected user from
a list. (refer to Shared Activities>Re-Route 209 for more details).
Click on this button to Print the purchase request.

Approve Documents:

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Click on to approve the currently opened document. A dialog box will appear asking
the user to confirm the action.
Select No to return to the document. Confirm the approval action by clicking on Yes. A
new dialog box will appear on the user's screen.

Choose the appropriate option and print the form or save the document in any other
printable format.
Click on the Close button to exit from the printing option.

Once completing or exiting the print action, a window called Encumbrance Transfer
will appear on the user's screen.

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Fields/ Description
Buttons

Transfer Check this box to transfer the approved document to Abila MIP FA.
Option

Effective This field will default to the current date. User can edit this field. Additionally,
Date the user can check the box if the original effective date of the document
should be used when approving the document.

Session
Informati Click on to create a new session in Abila MIP FA. User will be prompted to
on confirm the action. Click on No to exit generating a Session No. Click on Yes
to confirm the action. A session number will be generated for the document. T
his field will be filled with the previous session number, by default. If an
approver wants to add the purchase request to an existing session, then the
Session No. can be selected from a drop-down list.

Transfer Select the appropriate option and information (attachments, comments, etc.)
Transacti pertaining to the document that will be transferred to Abila MIP FA.
ons
Click on this button to process the document transfer to Abila MIP FA as an
unposted batch. A new dialog box confirming the successful transfer will pop-
up. Click OK to return to the Requisition Document Approval List window.
This will complete the approval process and the document will no longer appear
in this window.

Click on this button to exit the approval action. A dialog box informing the user
of the action will pop-up. Click OK to return to the Requisition Document
Approval List window.

5.8.1 Split Requisition

This feature of the Re quisit ion M odule allows a supervisor or manager to automatically
split a requisition document into multiple documents based on two line-item criteria: Item
Type (Inventory vs Non-Inventory) and Vendor. This results in multiple documents
containing only one type of item or only one particular vendor per document.

Note: You will need to first allow vendors to be selected as a line item. Find this under
Requisitions> Setup> Options. Check the Allow line item vendor selection box. Then
you will log out and log back into the software.

Note: The first time you attempt to split a document, you will receive a message that it

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is not at the appropriate level to split. Refer to the end of this section for information on
designating the Split Document Approval Level.

The process works as follows: A requisition document is entered which has multiple line
items. Each of these lines are marked with the desired vendor but the vendors are
different. The other option would be if multiple item types were selected, some inventory,
some non-inventory. The order is then submitted by the requester.

The approver receives the requisition document and authorizes the purchase. The
approver selects the Open button to view the document. Noting that multiple vendors (or
item types) are presented, to avoid having to split the requisition up into multiple
documents manually, the approver selects the Split Document button:

At this point, the software checks the transaction lines for:

A) Multiple vendors
B) Multiple item types
C) Both (Note: you can only choose one or the other to split by)

A)

B)

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C)

Affirming that the message will take the original document, keep the lines for the vendor/
item type with the most line items and then create new documents for each other
vendor/item type represented. You can accomplish this by moving their line items to the
new documents. The new documents will be named with the original document number
prefixed with an "-S1", "-S2", etc. to link the documents together visually. At the same
time, the documents will be submitted to the next approval level automatically.

Split Document Approval Level:

1. Select the Maintenance tab.

2. Click on Global Options button then select Approval Level Title.
3. Place a checkbox in the Split Documents column of the approval level for which you
would like to split.

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5.9 Document Search

Refer to Shared Activities>Document List 219 for more details.

5.10 Reports
This function enables the user to generate reports for Document List with Receiving
Information and Requisition/PO reports (refer to Shared Activities>Reports 219 for
more details).

5.11 Display Account Balance

Managers can utilize this form to view the available funds for any of their assigned
accounts.

Fields/ Description
Buttons

From Select the date for viewing the budget information.

To Select the date up to which purchase requests should be included in the report.

Workflo
Select the workflow from a drop-down list by clicking on .
w

Field/ Description
Button

Click on this button to View the result.

Click on this button to Export the result in Excel (.xls) format. The user will be
prompted to save the file.
Click on this button to Print a copy of the result.

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 Requisition Module 93

Click on this button to Exit the Display Account Balance form.

Note: To group the data, drag a column header to the grey shaded area and the system
will adjust the resulting table according to the selected column.

5.12 Shopping List

The Re quisit ion M odule Shopping Cart provides a method for users to add and maintain
the items that are available for selecting on a purchase request. This allows users to add
line items to their purchase requisition without having to enter the entire information
manually.

The user can select the Shopping Cart tab from the Re quisit ion/Purc ha se Orde r M odule
ribbon menu.The following window will open on the user's screen:

Field/ Description
Button

Click on this button to Add a new item to the Global Item List. Click on the
button to add item details. Once the item is saved in the global list, then users
can add it directly to their purchase request.

Click on this button to Delete a selected item.

Click on this button to Save the added item to the list.

Click on this button to Cancel the previous edit performed to the item list.

Click on this button to Import items from an Excel sheet(refer to Shared

Activities>Import from Excel 216 for more details).
Click on this button to Print a copy of the item list.

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VI
 Inventory Module 95

6 Inventory Module

6.1 Introduction
The M ic roix Inv e nt ory M odule is a feature-rich tool that allows you to efficiently and
effectively manage your inventory. It works hand-in-hand with M ic roix’s Re quisit ion/
Purc ha se Orde r M odule to leverage off of a proven workflow approval process.

Highlights:
Easy to navigate and use.
Simple and easy to learn.
Real-time item availability for ordering.
Multi-warehouse item storage management.
One-touch reporting for demand, stock levels and valuation.
Barcode support.
Adjustments.
Physical count sheets.

The Inv e nt ory M odule caters to two types of individuals - those that will manage the
inventory and those who will order the inventory items for use. Each of the inventory
ribbon menu options are detailed below. Follow this link: I 113 nventory Module>Create
New Inventory Documents 113 for details about the Re quisit ion/Purc ha se Orde r M odule
functions that are used by inventory.

Menu Item Description

My Lists all inventory adjustments documents you have created in Microix. Allows
Inventory you to add new adjustments, including beginning balances, edit your existing
Adjustmen entries and submit the adjustments for approval within the workflow process.
ts 98
Inventory Quick order entry feature for creating a request for items from inventory.
Shopping
Items 102
Inventory Enter and maintain the inventory items
Items 102

Inventory Shows the stock level status of each item in inventory, highlighting those
Stock Level that require attention when validated against pre-determined rules
107
Produce_A Production screen allowing creation of assemblies based on location
ssemblies
108

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Menu Item Description

Inventory Warehouse function to pick items from inventory

Picking 109
Inventory Warehouse function to receive items into inventory
Receiving
109
Item Prints labels for stocking inventory items
Labels 110
Physical Create physical count sheets and enter updated inventory counts
Count 111
Approve Approve adjustments that are submitted to you for approval
Adjustmen
ts 112
Setup 96 Setup the system-wide costing and general ledger account information for
inventory

6.2 Inventory Module Checklist

Check list items for implementing the Inve nto ry M o dule
Setup 96 cost method and general ledger accounts to be used.
Enter or import Inventory Items 102 .
Import Inventory Item Images 106 (optional).
Enter or import item beginning balances 98 .

Check list items for ongoing maintenance

Enter or import inventory adjustments 98 .

Periodically perform physical count 111 .

6.3 Setup
The first step that must be completed before using the Inv e nt ory M odule is the Setup
section. The cost method, default general ledger accounts for specific inventory type
transactions, inventory segment and offset entries in MIP are entered using the Setup
screen. This activity generally needs to be done only one time.

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Fields/ Description
Buttons

Cost FIFO, LIFO, STD or AVG. Because of the importance of this field to the
Method application, it is set one-time and then locked.

Auto- If your organization does not require the warehouse action of receiving
Receive inventory, this option should be selected. The application will automatically
All receive inventory into stock when documents are transferred to Abila MIP.
Documen
ts
Auto- If your organization does not require the warehouse action of fulfilling/picking
Fulfill All inventory, this option should be selected. The application will automatically
Documen decrease the inventory in stock when documents are transferred to Abila MIP.
ts If Lot, Serial Number or Expire Date are set up as required entry fields for an
item, the Auto-Fulfill option will override that requirement.

Sales General ledger account for Sales Returns.

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Fields/ Description
Buttons

Returns
Account
Due From Not currently being used by the application.
GL
Account
Due To GL Not currently being used by the application.
Account
Inventory The general ledger segment that will designate the inventory location. Because
Location of the importance of this field to the application, it is set one time and then
Segment locked.

Physical General ledger account for adjustments.

Inventory
Adjustme
nt
Account
Beginning General ledger account for beginning balances.
Balance
Clearing
Account
Convert This option converts inventory accounts to Other Assets and Other Assets to
Account inventory type accounts. Use with caution, or as directed.
Type

Inventory Offsets for Accounts Payable

Use this grid to set up the inventory offset accounts in the Abila MIP Fund Accounting
database. This must be set up before transferring any inventory transactions to Abila MIP.

Inventory Locations Default Values by Workflow

Use this grid to set up the inventory locations default values. Specify the default location
and the master warehouse for each workflow.

6.4 My Inventory Adjustments

Inventory adjustments are made to adjust quantity or to adjust inventory cost. There are
two types of inventory adjustments – standard inventory adjustments and beginning
balances. An item must have a beginning balance before it can be requisitioned. The
quantity on hand for the beginning balance is updated when the inventory adjustment is
approved and transferred to Abila MIP.

My Inventory Adjustments displays a list of all inventory adjustment documents created

by the login user.

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 Inventory Module 99

Butto Description
ns
Create New Inventory Adjustment 99 .

Edit an existing adjustment. The Edit function is not available after the document
is submitted for approval.

View the document in read-only mode.

If you have submitted your document for approval and need to make any
modifications, you can try to Recall the document to your queue. However, if it
was approved, the system will not allow you to Recall it.

Print a copy of the My Inventory Adjustments list.

6.4.1 Create New Inventory Adjustment

To create a new inventory adjustment click on the New button located at the
bottom of the My Inventory Adjustments screen.

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Document Information

Fields/ Description
Buttons

Docume The system will automatically assign a number to each new inventory
nt adjustment document.
Number
Date The current Date will be defaulted in this field but can be overridden.

Descripti Enter a general Description of the adjustment.

on
PreparedYour login will appear in this field in read-only mode.
By
Workflo The system will automatically default your Workflow ID in this field. If you
w belong to multiple Workflows, click on the Down arrow to select a different
Workflow.

Adjustm Inventory Beginning Balance or Inventory Adjustment.

ent Type
Commen Enter any Comments that will provide additional information or special
ts instructions.

Delete the current adjustment document.

Save changes to the adjustment document.

Undo the last changes.

Submit the adjustment document for approval.

View the Audit Trail. This window will display the progress of the document in
the approval cycle (refer to Shared Activities>Audit Trail 213 for more details).

Use this button to send Email correspondence (refer to Shared

Activities>Email 210 for detailed instructions on how to send Email messages).

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Fields/ Description
Buttons

Use this button to Attach any electronic files to your adjustment document
(refer to Shared Activities>Attachments 211 for detailed instructions on how
to include attachments).

Print a copy of the adjustment document

Transactions

Field/ Description
Button

Item Use the pick list to select the inventory item to be adjusted.
Number
Descriptio This field will fill with the Description of the item selected.
n
Type “In” or “Out” to indicate whether the adjustment is adding to or deleting from
inventory. Beginning balance adjustments can only be “In”.

Quantity Number of units of the adjustment.

Unit Cost Unit Cost of the adjustment.

Amount The system will automatically calculate the quantity ordered with the unit cost.

General Segments will default based on the definitions entered in the inventory setup and
Ledger items master but can be changed.
Segments
Open a new row to add an adjustment.

Delete the selected line.

Cancel the edit performed on the selected field.

Import a spreadsheet to create the adjustment transactions (refer to

Shared Activities>Import from Excel 216 for more details).

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6.5 Inventory Shopping Items

This function gives requesters a way to view a list of the inventory items, with their
current quantity on hand, and quickly create either an Internal Purchase or Sales Order
type requisition. The list of items available to the user is filtered based on the security set
up in the workflows in which the user is a requester.

Click on the Select check box to choose which items to order, enter the Order Qty for
each, then select either Internal Purchase or Sales Order and then click Create Order
to generate the order document.

6.6 Inventory Items

Inventory Items must be entered or imported into the items master table before they will
be available for processing. Clicking on the Inventory Items ribbon menu button will
display a list of all the inventory items in the system.

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Butto Description
ns
Create New Inventory Item 103 .

Edit an existing inventory item.

Detailed report screen of item movement in and out of stock.

There are two types of inventory imports available from the Import button pull-
down menu:
1.) Import Items from Spreadsheet - Import a spreadsheet to create the new
inventory items (refer to Shared Activities>Import from Excel 216 for more
details).
2.) Import Item Images - Import images stored on disk (refer to Inventory
Module>Inventory Items>Import Item Images 106 for more details).

Print a copy of the Inventory Items list.

6.6.1 Create New Inventory Item

To create a new inventory item click on the New button located at the bottom of
the Inventory Items list screen.

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There is the capability to capture extensive information about each item, although not all
fields may be relevant or necessary to your organization. The fields that are highlighted
with green are required.

Item Information

Fields/ Description
Buttons

Item Unique identifier for the inventory item

Number .
Descripti Description that will appear with the item number to identify the item.
on
Categor User-defined global lookup to help organize the items.
y
Product Always set to “Inventory”.
Type
Barcode Unique number to be used with barcode readers.
No.
Sub- Additional user-defined global lookup to be used along with Category.
Categor
y
Status “A” (Active) or “I” (Inactive). Only Active items will be available for ordering.

Purchase Information

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Fields/ Description
Buttons

Preferre Used by the Inventory Stock Level form for re-ordering.

d Vendor
Inventor Inventory general ledger account for the item.
y GL
Expense General ledger account to use for expensing the item.
GL
Purchasi Unit of measure used during purchasing of the inventory item.
ng UOM
Conversi Ratio between the purchasing and inventory UOM.
on Ratio
Inventor Unit of measure inventory items are stored and sold in.
y UOM

Sales Information

Fields/ Description
Buttons

Sales GL General ledger account to use for the selling of the item.

Tracking Indicate whether the item will be tracked by Lot Number, Serial Number and/or
Require Expiration Date. If any of these requirements are set, this information must be
ments entered by the warehouse during inventory picking.

Dimensions

The dimension fields: Length, Width, Height, etc. are used for informational purposes only
and are not required.

Additional Information

M ic roix provides user-defined fields to allow for additional categorizing of the inventory
items to specific organization requirements.

Field/ Description
Button

Commen Free-form text to add any information concerning the item.

ts
Item An image of the item can be uploaded into the database and is displayed on the
Image Inventory Shopping Items form to help users identify items when creating inventory
requests. To upload the image use the pop-up menu shown when you right-click in
the picture box.

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Fields/ Description
Button

Delete the inventory item.

Save changes to the inventory item.

Undo/Cancel the last changes.

Print a copy of the inventory item information.

Quantity On Hand and Stock Level Rules

Once the beginning balance inventory adjustments are entered or imported, this grid will
show a line for each location where the item is stored. The stock level rules and pricing
fields can then be updated.

Fields/ Description
Buttons

Location Location of the warehouse where the item is stored. This is a read-only field.

Bin Bin where the item is kept in the location. Not currently being used.

Min These fields are used by the Inventory Stock Level screen to identify items
Stock that need re-order attention.
Level,
Max
Stock
Level,
Warning
Level
Re-OrderDefault Re-Order Quantity shown on the Inventory Stock Level screen.
Qty
StandardUsed for the standard costing method. Determined by inventory adjustments.
Cost
Sales Used for Sales Orders and Sales Order Returns,
Price &
List Price
Misc User-defined price. Not currently being used.
Price

6.6.2 Import Item Images

The Inv e nt ory M odule allows images of the inventory items to be stored in the database.
These item images are displayed on the Inventory Items maintenance form and as well
on the Inventory Shopping Items list. Images can be imported one-by-one by opening

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the Inventory Items maintenance form and loading the image into the picture box or
multiple images can be imported at one time using the Import Item Images feature. You
would use this feature after you have entered or imported your inventory items. The items
must exist in the database before the images can be imported.

To prepare to import the images en-masse, you should copy all the images you want to
import into a single directory. Therefore, that function will know which inventory item to
link their respective image to. You must name the image with the item's ID. Once you
have the images named properly, stored in a single directory, you are ready to to import.

Click on the Import Item Images pull-down menu selection of the Import button. The
Browse For Folder dialog box will be displayed.

Browse to the directory where the images are housed and click the OK button. The
process will load each image into the database, linking it to its respective item. If an item
is not found in the database, then the process will notify the user and give them the
option to continue or not. The user will also be notified when the process has completed
and all the images loaded.

6.7 Inventory Stock Level

This feature is designed for the Purchasing Manager to have an easy method for assessing
the current status of each inventory item in stock and creating an inventory purchase
order to reorder those items that require it. The list of items available to the user is
filtered based on the security set up in the workflows in which the user is a requester.

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When the screen is loaded, the Status column is initialized by comparing the quantity on-
hand against the various stock level settings. The Status will be set to one of: Re-Order
, Low, Good or Over Stock. The items with the status other than Good are color-coded
as well to highlight those lines as possibility needing attention. The stock levels rules,
along with the reorder quantity are set on the Inventory Items setup screen.

To place an inventory purchase order, the Purchasing Manager clicks on the Select check
box next to the items they want to order and enters the Re-Order Qty for each. After all
the items are selected, clicking the Create Order button will generate the inventory
purchase order document.

6.8 Produce Assemblies

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6.9 Inventory Picking and Receiving

Inventory Picking and Inventory Receiving are warehouse processes that work almost
exactly the same. Each respective ribbon menu selection will show a list of documents
that are ready for processing. If Inventory Picking is clicked, the documents ready for
picking are shown. If Inventory Receiving is clicked, the documents ready for receiving are
shown. Picking and receiving can both be completed with a hand scanner and the Import
Barcode Data option which is covered at the end of this section. First, let's cover the
manual process:

Click the Open button to load the document to be processed.

Nothing in the document can be changed except for the picking/receiving information:
QtyPicked, Qty Cancelled, Date Picked, Picked By, and Notes. The system will
automatically set the Date to the current date and By field to the current user.

Not all the items on the order have to be picked/received at one time but they must all be

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before the document can be approved and transferred to MIP (the one exception to this
requirement is inventory vendor purchase orders that are transferred to MIP as
encumbrances). Once an item is picked/received and the screen exited, that line cannot
be changed when returning to the screen to complete the process. The picking/receiving
action updates the quantity on hand of that item in stock. Once an item is picked, the
quantity picked no longer exists in stock. When an item is received, the quantity received
is then available for use.

6.10 Item Labels

The Inv e nt ory M odule will allow you to print barcode labels for your inventory items. Input
desired number to print, select the range of items to print, click the checkbox to apply,
then choose the Print button to view/print the result.

Note: The default item labels print for Avery 8160 - Easy Peel Address Labels, compatible
with template 5160.

Note: The default three-column layout allows for inventory ID's up to 7 characters. For
inventory ID's up to 13 characters, utilize this other article to create a custom two-
column layout. For ID's over 13 characters, you would create a custom one-column
layout.

Note: When designing Item ID's, avoid using special characters. Stick to alpha-numeric
only.
Navigate to Inventory > Item Labels.

1. Input the quantity of labels per item you would like to print.

2. Select the range of items for which you would like to print labels.

3. Choose the green checkbox located near the Quantity to print input box. After
choosing the green checkbox, you will see the “Print Quantity” update with the quantity
chosen.

4. Choose the Print icon to view/print the resulting set of item labels.

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Result:

6.11 Physical Count

The Physical Count function of the Inv e nt ory M odule provides a method for creating
count sheets to be used to do the manual count of the actual inventory in stock.

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A count sheet is created by first selecting the location and then clicking on the icon.
The process generates a count sheet for all active items in stock for the location
selected, along with the current quantity on hand for each. The count sheet is then
printed using the Print button at the bottom of the screen and distributed to the
warehouse personnel that are tasked with doing the count. The count sheet includes a
barcode which can be used with a barcode reader to facilitate the process.

After the physical count is completed, the results are entered onto the screen or imported
from the barcode reader. The information captured is the physical count quantity, the
person who completed the count, the date the count was completed (defaults to the
current date), and any relevant Notes. The variance between the quantity on hand and
the physical count is calculated by the application and shown on the screen.

After all the items are entered, an inventory adjustment can be created automatically
using the Create ADJ button. The create adjustment process will create one inventory
adjustment document for all the items that have a variance. The document can then be
routed through the approval process and the inventory in stock will be adjusted
accordingly.

The count sheets are saved in the database and can be audited at any time.

6.12 Approve Adjustments

Approve Adjustments works exactly the same as the Requisition Module Approve
Documents 86 . The inventory adjustments that are available for transfer to MIP are

listed. After Accounting reviews and validates a document they will click the icon to
approve it and load the transfer screen. Clicking the Process button will then transfer the
adjustment document transactions to MIP.

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The quantity on hand of each inventory item on an adjustment document is not updated
until the adjustment is transferred to MIP.

6.13 Create New Inventory Document

Instead of building new tools for entering and managing inventory documents, the
Workflow M odule s application utilizes the established Re quisit ion/Purc ha se Orde r M odule
for these tasks. The Re quisit ion/Purc ha se Orde r M odule forms have been updated to
include inventory specific features and requirements. Please navigate to the Requisition
Module>My Documents 71 and Requisition Module>Approve Document 86 tabs for
all the details about how to enter and manage a document through the workflow process.
When creating an inventory document, the Document Type will either be "PO/Requisition"
or "Sales Order". The inventory specific transaction types are documented in the following
sections.

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Transaction TypeDescription

Request Items from Use this selection to order inventory items from stock for internal use.
Inventory 114
Return Items to This type of transaction is used when items order on a Request Items
Inventory 115 from Inventory document, are returned to be put back into stock.
Inventory Purchase Order inventory items from a vendor to replenish stock.
Order 116
Request Inventory Used by multi-warehouse organizations to move stock from one location
Transfer 117 to another.
Sales Order 118 Use this type of requisition to sell inventory to customer.
Sales Order ReturnThis type of transaction is used when items order on a Sales Order
119 document, are returned to be put back into stock.

6.13.1 Request Items from Inventory

A Request Items from Inventory requisition is an internal purchase request. In other
words, a request from inventory from an individual within your organization. The Request
Items from Inventory transactions detail grid is the same as the regular purchase order/
requisition except that columns that are not applicable to this type of transaction are not
shown - to help the user with ease of data entry.

Fields/ Description
Buttons

Item No. Enter the inventory item number or use the Magnifying button to choose
from a list of items.

Qty Item Quantity.

Units Read-only field which defaults to the Inventory UOM from the Inventory Items
master.

Date The current Date will be defaulted in this field, which can be changed. This
field is used in MIP as the effective date of the transaction line.

Descriptio Defaults to the Description from the Inventory Items master but can be

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Fields/ Description
Buttons

n changed.

Type Accept the default “N/A”. Other types are not applicable to this type of
transaction.

General Segments will default based on the definitions entered in the inventory setup
Ledger and items master. Segments that are read-only are highlighted in grey. The
Segments others can be changed.

One feature of this type of transaction is the capability to order kits. Follow this link:
Inventory Module>Create New Inventory Document>Ordering Kits 115 for details.

6.13.2 Ordering Kits

A useful feature of the inventory module is the ordering of kits. A kit is a grouping of
inventory items into one logical ordering unit. See the Inventory Module>Build Kits section
to understand how kits are created. To order a kit, click on the icon on the detail
toolbar to display the Kit Selection Screen wizard.

Select the Location, Kit, enter the Quantity and then click the Next button. The
application will validate the item quantities against what is in stock and will let you know if
there is enough inventory to create the number of kits requested. If there is not enough
stock, the wizard will give the option of changing the request or continuing by clicking
Finish. The kit items will then be added to the order.

6.13.3 Return Items to Inventory

This type of inventory document transaction is used when items order on a Request
Items from Inventory document, are returned to be put back into stock. Instead of

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entering these items, they are copied into the document using the icon on the detail
toolbar. When you click on this icon, a screen will be presented with a list of all Request
Items from Inventory Type documents that have been transferred to MIP.

Select the document with the item(s) being returned and then click the Copy button,
which will copy all of the items ordered into the return document. You can then delete the
items not being returned and/or adjust the quantities to match those that are.

6.13.4 Inventory Purchase Order

This type of inventory transaction document will be used by the Purchasing Manager to
create a vendor purchase order to replenish inventory stock. This process is exactly the
same as that used to create a standard requisition, the only difference is that the items
on this document are inventory items and the Price defaults to the price of the last
inventory purchase order for each item, although it can be overridden by the requester.

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6.13.5 Request Warehouse Transfer

This type of inventory requisition will only be used by organizations whereas the inventory
is stored in more than one location, because its role is to move inventory from one
location to another.

The inventory transfer process works as follows:

1. A requester enters an inventory transfer request by selecting items from one

location and then entering the “Transfer To” location.
2. The document is submitted through the workflow process.
3. The warehouse picks the order. The order must be picked in its entirety before it
can continue on.
4. Once the order is fully picked, the module will generate the “In” transactions to
the new location automatically.
5. The warehouse receives the items into the new location.
6. Accounting approves the document and transfers it to MIP.

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6.13.6 Sales Order

This type of inventory transaction document is used to create a customer sales order.
The Document Type and Transaction Type will both be "Sales Order".

When the document entry form is shown, the process is the same as creating an
inventory vendor purchase order. The exception is that instead of selecting a vendor,
you will select a customer.

The detail transactions are the same as the inventory vendor purchase order as well,
except an additional column for Tax Rate is shown if applicable to the workflow. Once
submitted the sales order document follows the approval process set up in the workflow
for sales orders.

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6.13.7 Sales Order Return

This type of inventory document transaction is used when items ordered on a Sales Order
document, are returned by the customer to be put back into stock. Instead of entering
these items, they are copied into the document using the icon on the detail toolbar.
You will first select a customer. When you click on the icon, a screen will be presented
with a list of all Sales Order type documents for the customer selected, that have been
transferred to MIP.

Select the document with the item(s) being returned and then click the Copy button,
which will copy all of the items ordered into the return document. You can then delete the
items not being returned and/or adjust the quantities to match those that are.

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Part

VII
 Budget Module 121

7 Budget Module

7.1 Introduction
M ic roix provides management with a convenient budget administration tool by allowing
them to input all revenue, expense and salary related budget data directly into the
system. As a result, the numerous spreadsheets commonly used for this function are
eliminated.

Once a manager has completed the input and verification of their budget, a workflow
process automatically forwards the budget worksheets to the next approver in line. Any
approver can review or make modifications to the budget worksheet. They can approve or
deny them on a one-by-one basis. After the approver has approved the budget
worksheets, the workflow continues and the worksheets are passed to the next approval
level. This process occurs throughout the organization to make the budget approval
process both efficient and organized.

After all worksheets have been approved by the Budget Administrator, managers are
restricted from altering the numbers. However, the system remains a valuable resource
throughout the year as managers have on-line access to employee revenue, expense and
salary information.

Highlights:
Easy to navigate and use.
Simple and easy learning curve .
Multi-level approval process.
Budget multi-year grants and programs.
Consolidate worksheets for organization wide reporting.
Send email notifications.
Re-route worksheets until budget is satisfactory.

Menu Item Description

My This section displays a list of all budget worksheets for the logged in user.
Worksheets It also allows you to perform the following task:
1. Create a new budget worksheet (in most cases this is not
necessary because the worksheets are distributed by the
Budget Administrator).
2. Edit existing budget worksheets that are not yet submitted for
approval.
3. Retrieve/find any budget worksheets that you have created in the
system.
4. Recall a budget worksheet that was submitted for approval but not

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Menu Item Description

yet approved.

Salary The manager can budget each employee salary along with their allocations
Worksheets and benefits.

Distribute The Budget Administrator will use this menu item each year to distribute
Worksheets all the budget worksheets to each manager within the organization.

Approve This section is used to approve any budget worksheets that were
Worksheets submitted for approval.

Refresh This section is intended for Budget Administrators to perform the following
Worksheet task:
Data 1. Refresh current year actual with a new cut-off date.
2. Refresh current year budget to include budget revisions that were
done in Abila MIP FA.
3. Globally removed specific accounts from the budget worksheets.
4. Update estimated current year actual.

Consolidate Combine all Budget Worksheets into a single report.

Worksheet
Query

Document ListApprovers can search/view budget worksheets that were created by their
approving workflows.
Reports View default budget reports.

Setup Global Budge t M odule options:

1. Salary worksheet - benefit codes
2. Budget worksheet - monthly distribution codes

7.2 Budget Module Checklist

NOTE: Abila MIP FA Budget Module is not required unless you need to create additional
budget versions other than original and revised.

Check list items for implementing the B udge t M o dule

Setup 143 users (manually enter each employee or import from Excel or Abila MIP FA
Payroll Module).
Create approval level 172 titles - activate all possible approval levels that will be used
later when you are setting up the approval process.
Create and setup organization workflows 169 .
Workflow options 151
o Select the segments 151 that will be used during the budget creation process.
Requesters 153 - setup all users who will be entering budget data.
Approvers 155 - setup approval routing for the Budge t M odule .
Account Restrictions 161 - limit access to Abila MIP FA account codes by
workflow.
Personnel 162 - assign employees to a specific workflow for managers to budget
salaries and benefits.

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Define document numbering 174 schema - a number used to uniquely identify each
budget worksheet.
Assign user permissions 147 - for access to each ribbon menu item.
Configure application options 169 :
Enter the SMTP mail server information for email notifications.
Enter organization current fiscal year end.
Select the budget version to be used when retrieving current year budget data.
Change the default password for the admin account (recommended before going
live).
Create Budget Worksheet Templates 134 and distribute them to the budget
managers.

Check list items for ongoing maintenance

Adding new users
Create 145 a new user account.
Assigning users to a workflow 153 .
Assign user permissions 147 .
Assign the new employee to a budget worksheet template.

Terminating employees
Remove user 153 from workflow.
Inactivate user 143 .

Annual maintenance
Update benefit table 125 (only if Salary Worksheets are being used).
Update personnel salary 131 and allocations (only if Salary Worksheets are being
used).
Modify each budget worksheet template 134 and provide the following values:
Change historical period
Change new budget period
Modify cut-off-date
Modify email message
Modify worksheet assignments

7.3 Setup
The purpose of this section is to setup default values and define other business rules for
creating timesheets.

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Functions Descriptions

Benefit Rates Create global benefit codes and other employee expenses that will be
available when managers are working with the Salary Worksheets.

Maintain Monthly Budget Administrators can use this form to perform the following task:
Distributions 1. Create global monthly distribution codes that are accessible to
all workflows.
2. Delete unused monthly distribution codes.
3. Correct any distributions that are not totaling 100%.
Create Monthly The monthly distribution creation screen:
Distributions

Budget The options here allow you to set Narrative Required or Prevent GL
Worksheet Edit after specifying a workflow and choosing the account numbers.
Options

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7.3.1 Benefit Rates

Create global Benefit Codes and other employee expenses that will be available when
managers are working with the Salary Worksheets. You can import the benefit codes from
Abila MIP FA Payroll Module or import them from an Excel file.

If you update the Rate or Annual Amount column of a benefit code, then all
employees that are associated with the Benefit Codes will be updated automatically on
the Salary Worksheet.

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7.3.2 Monthly Distribution Codes

Budget Administrators can use this form to perform the following task:
1. Create global Monthly Distribution Codes that are accessible to all workflows.
2. Delete unused Monthly Distribution Codes.
3. Correct any distributions that are not totaling 100%.

Button Description
s

Add/
Click on the Add button to create a new Monthly Distribution Code or use
Edit
the Edit button to make changes to an existing code.

Click on this button to Delete an unused Monthly Distribution Code.

The system will not allow you to delete the code if it is being utilized by an

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Button Description
s

active budget worksheet.

Click on this button to Print grid data.

7.4 My Worksheets

The My Worksheet form displays a list of all Budget Worksheets created by or distributed
to the logged in user. See below for other functions that are available on this form.

To filter, sort, and group the data refer to Sorting/Grouping/Filtering Data Grids
213 .

Butto Description
ns
Click on this button to Create a new Budget Worksheet. In most cases, the
Create button will never be used because the Budget Worksheets are distributed
to the managers by the Budget Administrator.

Edit 127 a Budget Worksheet.

Click on this button to View an existing Budget Worksheet (read-only).

If you have submitted your budget worksheet for approval and need to make
modifications, use the Recall button to return the Budget Worksheet to your
queue. However, if it was approved, the system will not allow you to recall it.

Print a copy of the My Worksheet list

7.4.1 Edit Budget Worksheet

Use this option to edit a Budget Worksheet that was distributed to you by the Budget
Administrator.

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Budget Worksheet Information

Fields/ Description
Buttons

Document Assigned automatically by the system.

No.
Date Indicates the date when the worksheet was created.

Description The system will automatically assign a document description Budget

Document for. You should append the name of your budget to complete the
description (for example, append your department name and/or funding
source name).

This field becomes the document description when it is transferred to

Abila MIP FA.

Prepared Your name will be defaulted in this field (read-only field).

By

Workflow IDYour Workflow ID will be defaulted in this field (read-only field).

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Fields/ Description
Buttons

Comments Enter any comments in this field. The comments can be viewed by the
approvers and are also printed on the Budget Worksheets.

This button allows you to Delete your Budget Worksheet.

Do not use this button unless it is necessary or you are instructed to do

so. All the data you entered on the Budget Worksheet will be deleted.

Save your Budget Worksheet. We recommend that you periodically save your
work.

Undo the last changes.

Submit your budget for approval. This should be done after you have
completely entered your budget.

Use this button to send Email correspondence (refer to Shared

Activities>Email 210 for detailed instructions on how to send email
messages).
Use this button to Attach any electronic documents to your Budget
Worksheet (refer to Shared Activities>Attachments 211 for detailed
instructions on how to include attachments).

Print a copy of your Budget Worksheet.

Budget Worksheet Transaction Information

The Budget Transaction section contains detailed information about the item(s) in the
overall budget. It includes the general ledger account information and description, prior-
year-actual, current-year-actual and current-year-budget from Abila MIP FA general
ledger.

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Columns Description

New Annual Use this column to enter the annual budget for each expense or revenue
Budget account. If your policy requires you to enter budget narratives for each or
specific accounts, then use the + icon (located at the beginning of each
line) to enter the budget narratives. If you need more space, click on the
Magnifying Glass button which is highlighted in the screenshot below.
Click it again to return to this view.

Projected Enter the estimated current year projected actual for each expense or
revenue account. The values in the YTD Actual column display the amount
of funds that were spent/received up to end of the cut-off-date. The cut-
off-date is displayed in the budget comment field.

This column is only visible if the workflow option to display it is true.

Monthly By default, your annual budget will be distributed evenly each month.
Distribution However, if you require unique monthly allocations, then use the Magnifying
Glass button to open the Monthly Distribution form. This form allows
you to spread your annual budget based on a percentage or amount for each
month.

Use this button to Insert new account on your budget form.

This is not necessary unless instructed by your Budget Administrator.

Delete the selected timesheet row.

The system will only allow you to deleted line items that were added to
the Budget Worksheet.

Undo the last changes.

This button will allow you to allocate an overhead cost by departments and/
or funding source via a Abila MIP FA distribution code.

This button is not to be used unless instructed by your Budget

Administrator.

Use this button to Import Salary Worksheet data into your Budget
Worksheet.

This button is not to be used unless instructed by your Budget

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Columns Description

Administrator.

The Formula Wizard button will allow you to perform simple Excel type
calculations such as increasing the annual budget by 5% or allowing you to
take your current year budget and increasing it by 10% to become the new
budget.

Import/Update budget data via an Excel spreadsheet.

For detailed instructions on how to use this function see Import from
Excel 216 .

7.5 Salary Worksheet

The Salary Worksheet is specifically designed to streamline the salary budgeting process
by providing management with an online tool to project the organization salary figures
without affecting your current payroll system. In addition, efficiency is gained because
department managers use the system to enter budgetary data such as salaries, benefits,
overtime, commissions, incentive pay and bonuses. After utilizing the Salary Worksheets,
organizations will realize the benefits and time savings features from having a single online
system that caters to their salary budgeting needs.
Budget Administrators can delegate this process in a couple of ways:
1. Allow managers to budget their employees.
2. Allow the Human Resources Manager to budget all employees within the entire
organization.

Option 1: (Allow managers to budget their individual employees)

To implement this option, navigate to the Maintenance>Organization
Workflow>Personnel tab and import employees into their associated manager's
workflow.

Option 2: (Allow the HR manager to budget all employees within the entire organization)

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To implement this option, navigate to the Maintenance>Organization

Workflow>Personnel tab and import all employees into the Human Resources
Manager's workflow.

Field Description
s

Empl The information in this section was imported during setup. Verify the information
oyee provided is accurate.
Infor
mati
on

Salar The information in this section was imported during setup. Verify the information
y provided is accurate or make any modification if needed.
Infor
mati
on

Salar Salary Allocations are also imported during setup. Verify whether the information
y provided is accurate or make any modifications, if needed.
Alloc
ation

Here is an example of how to enter the allocation for an employee earning

24,000 per year and is split between two departments:

Use the Add button to create a new line and enter 04 and 101 in the Fund
and Dept columns (your database will vary based on your Abila MIP FA segment
structure). Next, enter 8,000 in the curAmount column which represents the
portion of salary dept 101 is responsible for paying. Use the Add button again
to enter a second new line and enter fund 04 and dept 201. Because this row
contains the final allocated entry, use the Money button and the system will
automatically fill 16,000 in the curAmount column which is equivalent to the
unallocated salary amount.

Use the + button in the Copy Distribution Code field if there is a predefined

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Field Description
s

distribution code in Abila MIP FA with an allocation of 33% to Department 101 and
67% to Department 201.

Bene Use this section to add benefits and other type of special earnings for the employee
fit such as FICA, bonus, overtime and incentives.
Infor
mati
on

How to use: select a code from the Benefit Codes combo box and click on the
Add button. To remove a Benefit Code, select the code from the grid and click
on the Delete button.

% You can enter a pre-determined percent increase based on promotions or cost of

Incre living.
ase
Use the following section to globally forecast increases based on a salary range
and segment.

Add a new employee or open position to fill.

Delete an existing employee or position.

Save changes.

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Field Description
s

Undo last edit.

7.6 Distribute Worksheets

This form is used by the Budget Administrator to load and distribute the Budget
Worksheets to all managers within the organization. When creating a Budget Template,
use a generic name such as "Annual Budget". It is not recommended to include a fiscal
year with the template name because the template is reused each budget year. Most
organizations will be required to create at least one Budget Template. However, multiple
templates are necessary if you have some budgets that are based on a different fiscal
period than your organization's fiscal year.

Quick Start - How to Distribute Budget Worksheets to each manager: (NO TE : se t up

m ust be c om ple t e d first )
1. Select a Budget Template from the Search list box.
2. In the Template Worksheet Assignment section, click the Process checkbox
next to each manager that you would like to create a Budget Worksheet.

3. Click on the Gear icon to start the process. Because of the amount of data to
be retrieved from Abila MIP FA, we recommend that you only process a maximum of
10 worksheets at a time.

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Fields Description

Name Recommended names for your Budget Template:

1. Use the following name if your organization budgets are based on the same
fiscal period:
Annual Budget
2. Use the following name for budgets that have different fiscal periods:
Annual Budget Jul-Jun
Annual Budget Jan-Dec
Annual Budget Oct-Sep

Distribut Budget Worksheets are distributed and displayed to managers using an

ion Type annualized format. Managers also enter their new budget based on an annualized
amount. Using the system default value "12Mth" will cause M ic roix to spread the
annualized budget evenly for 12 months when transferring to Abila MIP Fund
Accounting. However, if managers need to manipulate the monthly spread, they
can do so directly on the Budget Worksheet.

See Budget>Setup>Monthly Distribution Codes if you would like to create

additional codes.

Email Upon processing and distributing the Budget Worksheets, M ic roix will trigger and
Messageemail message to each manager and include the information you have provided

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Fields Description

Notificat in this section.

ion
Here is an example of what you can enter in this section:
Subject - Fiscal Year XXXX Budget
Message - Please enter your budget and return by MM/DD/YYYY. If you have
any questions please call Budget Administrator for assistance.

Budget For each Budget Worksheet, M ic roix allows you to include up to 5 historical
History columns. M ic roix recommends that you include at least the current year and
Period prior year for your budget historical columns.

New For each Budget Worksheet, M ic roix allows you to include up to 5 new budget
Budget columns. If you are not performing multi-year budgets then we recommend
Period entering a period that only spans one year.

Historic Abila MIP Budget and Actual Activities - This option should be your primary
al Data choice unless you are budgeting a new funding source. When using this
option, enter a cut-off-date. The date entered in this field will be used by
M ic roix to retrieve the current year actual amount up-to the cut-off-date.
You can later refresh the budget worksheet's current year actual column
using the menu item Budget>Refresh Worksheet Data
M ic roix Workflow Budge t Template - Use this option to create a Budget
Worksheet that includes a pre-determined set of revenues and expenses
without any historical data from Abila MIP FA. This option is mostly used
when you are budgeting for a new funding source.

Budget Budget Narratives are manually entered by managers on each Budget

Narrativ Worksheet. It includes detailed justifications, notes and/or mathematical
es calculations that explain how the annual budget was comprised. Choose an
Options option based on your organization's policies that dictates whether or not
Managers can utilize their narratives from a previous year or they have to re-
create them each year. By default Do not include Narratives is selected.
Do not include Narratives.
Include Narratives without amount.
Include Narratives with amount.

Workshe Use this section to assign the managers to their specific department and funding
et source. After the worksheets are processed and distributed, then each manager
Assignm will receive a Budget Worksheet that is specific to his/her department.
ents

By default M ic roix will require you to budget all Abila MIP FA segments.
However, you can selectively choose which segments should be budgeted by
navigating to Maintenance>Organization Workflow>Budget Options. Only
the selected segments will show on the Budget Worksheets.

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Fields Description

Use the Add button to insert new row in the data grid.

Delete the selected line.

Undo the last changes.

Add a new budget template.

Delete an existing template.

Save changes.

Undo last edit.

Create Budget Worksheets and distribute to managers.

7.7 Approve Worksheets

Approval notifications are generated automatically when managers submit their Budget
Worksheets for approval. Approvers have the ability to change, add, or delete any
information on the Budget Worksheet or they can re-route the worksheet to the manager
for correction.

Quick Start - How to approve a Budget Worksheet:

1. Select a Budget Worksheet from the approval list and click on the Edit button
to open it.

2. After opening the worksheet, review the data and refer to Edit Budget Worksheet
for information on how to make corrections.

3. After reviewing and/or modifying the Budget Worksheet, click on the Approve

button to approve the worksheet. You may also use the Re-Route button to
send the worksheet to the user for them to make the necessary corrections or
address your concerns.

7.8 Refresh Worksheet Data

The form is used by the Budget Administrator to refresh a specific column after the
worksheets are distributed to the managers.

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Why do I need this option? Your organization started the budgeting process 6 months
prior to the new fiscal year. As a result, all distributed Budget Worksheets contains the
first 6 months of actual expenses and revenues. You are now 10 months into the year and
all the Budget Worksheets are completed. However, you need the ability to refresh the
current year actual column to reflect expenses and revenues as of the current date.

How to Use:
1. Select an option ( a ddit iona l inform a t ion m a y be re quire d upon se le c t ing spe c ific
opt ions).

2. Select a list of documents that will be affected.

3. Click on the Process icon.

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7.9 Consolidate Worksheet Query

Field/ Description
Button

Budget Select the date to view the worksheet.

Year
(Begin
Date)

To View and select a worksheet from a drop-down list.

To Add a new report to the list.

To Delete a selected report.

Check the appropriate box for displaying the data according to your preference.

Fields/ Description
Buttons

To Add a new report to the list.

To Delete a selected report.

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To Save changes.

To View the result of the selections done above. The result will open in a new
tab.

7.10 Document List

Refer to Shared Activities>Document List 219 for more details.

7.11 Reports
Refer to Shared Activities>Reports 219 for more details.

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8 Maintenance
The Maintenance Ribbon menu enables administrators access to manage global settings
for all modules within the M ic roix Workflow Suite. Only administrators should be given
access to this section of the application and proper care should be taken when modifying
live data. We recommend that you backup the database before performing any major
changes to your Workflow setup.

Function Description

Users 143 Manage, create, modify or import M ic roix Users.

.
Security 147 Assign menu permissions for each user account.

Organizatio Create workflows for your organization and implement specific business rules
n WorkFlow associated with each workflow.
149
Global This menu item is a sub menu for the following options:
Options 169 Application Options (App Options) - global options for mail server, fiscal
year end, budget version and admin password.
Approval Level Titles - define approval level titles which are needed
when creating the workflow approval process.
Document Numbers - identify the starting number for each document
type.
Change Document Ownership - switch document ownership from one
user to another which can be done for all or some of the documents.
Terminology - change/edit menu titles.
System Login - view a list of all logged in users or free any locked seats.
System Audit Trail - view a list of all system changes however, full audit
of the database is currently not available.
Global Lookup - Allow administrators to manipulate specific lookup values
throughout our application. This section should not be changed unless you
are instructed by M ic roix or proper care is taken when performing edits.
Please backup your M ic roix database before modifying data on this form.

Document Utilize this form to access all documents in the system. If a document is
Maintenanc lost or routed to an incorrect approver, you can easily find them here and
e 180 manually change the status to the correct approver. Additionally, you can
perform the following tasks:
Purge practice da t a .
De le t e unposted M ic roix documents that were transferred to Abila MIP
FA.
Change M ic roix documents that were encumbered with an incorrect

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Function Description

vendor. This can only be done if the encumbrance was not partially
liquidated.

Approval Identify substitutes for approvers before they take leave or extended time
Substitution off.
179
Post Notify other users of the Workflow M odule s of significant events.
Messages
184
Forms Allows the user to design custom report layouts.
Designer 185
S 194 ystem Setup the monitoring parameters to be utilized by the email notification
Alerts 194 feature of the Workflow M odule s.

Register This form is used to enter the M ic roix activation code.

Product 199

8.1 Users
The User menu will allow you to perform the following functions:
Add/Delete/Modify user accounts
Reset user's password
Change existing user's first or last name
Import users from Abila MIP FA Payroll Module or Excel Worksheet

Microix includes a default "admin" user account. It is intended for registering the
product and to setup the application for the first time and/or ongoing maintenance. The
admin account cannot be used to create or approve documents. The password for this
account is identical to Abila MIP Fund Accounting Admin password. If you are unsure of
the password, please contact our support department at 1-866-MICROIX or email us at
[email protected]. Please change this password via Maintenance>Global
Options>Application Options.

Click on Users a new to open a tab displaying a list of users present in the system.

Note: User names highlighted in blue indicates that, they have not changed their default

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password.

Fields/ Description
Buttons
Search
Utilize the search lookup list to find a specific user or you can start by
typing the first few letters of the employee's name.
First NameEnter the user's first name.

Last Name Enter the user's last name. Microix does not have a middle initial field. If you
have two employees with the same name, enter the middle initial first followed
by a period then the last name (Example - F. Williams).

Email Enter the user's email address. This field is required if you are implementing
the email notification system in Microix.

Phone Enter the user's phone number.

This field is optional and is only used in the Requisition/Purchase Order

Module.

Windows Enter the employee 's Windows User ID name. (Optional, and is only required
ID when implementing Activate Directory authentication.)

Active Directory authentication requires server name in the

Maintenance>Global Options>App Options>Other Options> group box.

User ID Describes the Microix user ID

Payroll ID Describes the MIP Payroll user ID

Badge ID Describes the number associated with the employees badge for time clock
solutions.
Biometric Check this box if you would like the user to be authenticated in the system
using their fingerprint instead of a password.
Note: This action will disable password authentication for the user.

Active Use this option to disable a user from accessing the Microix system. It is also
important to remove them as a requester in the workflows. For Payroll
customers, if you terminate an employee in Abila MIP FA payroll module, you
will have to manually inactive them in Microix as well.

Password When adding a new user account, their last name will be the default password
in all lower case letters. Upon logging on for the first time, the user will be
asked to change their password. All passwords must be a minimum of 6
characters and include both alpha and numeric characters. If you need to
reset a user's password, click on the reset button and Microix will reset
their password to the last name of the employee.

Add a new user account

Delete an unused account

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Fields/ Description
Buttons

Microix will prevent the deleting of users that have documents associated
with them.
Save record

Undo the last change

Import payroll users from Abila MIP Fund Accounting Software (Abila MIP FA
Payroll is required). Ple a se re fe r t o t he Im port Wiza rd 145 se c t ion for m ore
de t a ils.

To refresh the user database. Synchronizes Microix user names with the most
recent changes in Abila MIP FA employee table.

To reset the password for a user. A dialog box informing of the action being
completed will pop-up on the screen. To perform the same action for multiple
users hold down the CTRL key and click on the user names.

To print the list of users.

Avoid the use of symbols, such as | " / \ : * ? ; < > [ ] ' and # when entering a
user's first or last name.

8.1.1 Import
The Import form is used to import employees from the Abila MIP FA Payroll module or from
an excel file.

When implementing the Timesheet module, we recommend that you always import
employee information from the Abila MIP FA Payroll Module.

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Options/Description
Buttons

Import Abila MIP FA Payroll Module - use this option to import the users from Abila
Source MIP FA Employee table. This should be your preferred method when
implementing our timesheet module. Additionally, when new employees are
hired, repeat this process to import them. You can quickly find specific
employees by clicking on the filter icon in any column header. For detailed
instructions on how to filter data see the following section: Sorting/Grouping/
Filtering data grids 213

MS Excel File - This option is recommended when you have a large list of
employees who will be using the Microix system. It should be used primarily for
implementing the Requisition or Budget Module. Timesheet Module should use
the option mentioned above. For detailed instructions on how to use this
function see Import from Excel 216 .

Email Select an email template from the dropdown list or manually enter a valid email
Templat
template. Click on the check button to apply the changes to all Microix
e
users.

Template Syntax:

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 Maintenance 147

[sFirstName] - string that represents employee's first name

[sLastName] - string that represents employee's last name
Left(string,length) -The Left function returns a specified number of
characters from the left side of a string
Right(string,length) -The Right function returns a specified number of
characters from the right side of a string
@domain.org - replace this text with your organization email domain name
but remember to enclose this part of your text in single quotes.
The & operator is used to concatenate string variables

The following example demonstrates a template that extracts the first letter
of the employee's first name along with their last name and domain name to
automatically generate their email address:

User name - Anna Belle Martin

Organization email domain - @microix.com
Template - Left(sFirstName,1) & [sLastName] & '@microix.com'
Results - [email protected]

This button is used in conjunction with the Import Source "Abila MIP FA Payroll
Module". After selecting the users, click the import button to process your
request.

8.2 Security
The Security form is used to grant specific menu permissions to multiple users.

We recommend that you apply permissions after all requesters and approvers are
configured in each workflow.

Maintenance Tab

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Options Description
/
Buttons

Default Microix includes three preset security functions:

Set of 1. All - Use this option to give permission to all menu items in Microix. It is
Function intended for administrators of the application. Additionally, it displays a list of
s all possible permissions and allows you to add or remove specific ones to each
or all employees.
2. Approver - a list of permissions that are intended for all approvers
3. Requester - a list of permissions that are intended for all requesters

How to use:
1. Select a "Default Set of Functions" from the combo list box
2. Using the list box on the left, check the box "Select All Functions"
3. Using the list box on the right, check the box "Select All Users"
4. Click on the add button to grant permissions, or the remove button to take
away permissions.

You can select each function and/or user separately before adding or
removing permissions

To edit the functions available to a given user. Refer to

Maintenance>Security>Role Maintenance 148 for more details.

To save the changes made to the function list.

To cancel the previous action.

Add selected permissions to all selected users

Remove selected permissions to all selected users

Exit/Close the security form

To filter, sort and group the data see Sorting/Grouping/Filtering Data Grids 213

8.2.1 Role Maintenance

This function allows the user to enable or disable options for a set of users or all the users
present in the system.

Select a role from the drop down list and click on the wrench button to open the
following dialog box:

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Multiple users can be selected by holding the CTRL key and clicking on the usernames.
Check the box against the function to be added for the role.
Uncheck the box for deleting the function for the selected role.

8.2.2 Query
Use the query tab to retrieve a list of assigned permissions and group them by module,

function or by users. Click on the print button to open the print view window for
sending to a printer or exporting to excel.

To filter, sort and group the data see Sorting/Grouping/Filtering Data Grids 213

8.3 Organization Workflow

Before creating workflows in Microix, it helps to document your organization's approval
process, identifying where the process begins, who makes the first approval, the second,

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etc., and the final approval. For the Requisition/PO Module, you may also want to
document the different approval processes based on the value and/or types of products
or services being purchased.

The main purpose of a workflow is to identify the path for routing a document to a person
or a group of people for approval. Additionally, it's purpose is to also help enforce specific
business rules that may or may not be unique to each workflow. You can create as many
workflows as needed for your organization, each with a maximum of 90 approval levels and
an unlimited number or users (requesters). This section allows you to create, edit or
delete workflows.

Fields Descriptions

Workflow ID Enter a short alpha, numeric, or alphanumeric name that represents the
group name (example: MIS, 1009, or MIS1009).

Avoid the use of symbols, such as | " / \ : * ? ; < > [ ] ' and # when
creating a workflow ID.

Description Enter a description (example: MIS Department, Accounting, Program

100).

Avoid the use of symbols, such as | " / \ : * ? ; < > [ ] ' and # when
creating a workflow description.

Location Enter a location (state, city or building number).

Organization Enter the legal name of your organization. The name entered here will be
Name printed on every report.

Add a new workflow

Delete an existing workflow

Save changes

Undo last change

To open the Workflow Wizard. The following window opens on the user's
screen:

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Fields Descriptions

Select the module, source workflow and destination workflow.

To import an excel sheet. Refer to Shared Activities> Import from Excel

216 for more details.

8.3.1 Workflow Options

Workflow options are intended for the requisition and budget module. In this section you
will learn how to set default options for each workflow.

Items Description

Bill To Select a bill to address or use the address icon to enter a new address. Refer
to Shared Activities>Address Code Maintenance 218 for more details.
The bill to address is used by the vendor to forward original invoices to your
accounting department. Requesters will be able to change this address unless
the option "Prevent Bill-To-Address Change" is checked.

Ship To Select a ship to address or use the address icon to enter a new address. The

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ship to address is used by the vendor to mail a product or render a service to

the specified address. Requesters will be able to change this address unless
the option "Prevent Ship-To-Address Change" is checked.

Tax Rate Enter a default sales tax rate for each workflow. Requesters have the ability to
modify the rate during data entry.

If your organization is exempt from paying sales tax then you can leave
this field blank.

Tax GL This field is obsolete

Create Use this section to limit the vendor list for each workflow. This is an optional
Vendor feature that is useful when you need to restrict a workflow by specific classes
Filter or types of vendors.

The vendor class and type values are maintained via Abila MIP Fund
Accounting Module>Vendor Maintenance File.

How to use:
1. Select a filter by option (Class or Type)
2. Select a criteria (not "<>" equal to or equal "=" to)
3. Select the filter values and use the apply button to save your selection

Budget Use the Budget Worksheet Options to manipulate some of the features
Options available on the budget worksheet entry form.
Use the Budget Checking Option for both the Budget and Requisition
Module. It allows you to select the segments that are required to budget
and for the Requisition Module, it determines which segments are checked
when viewing the available funds.

8.3.1.1 Budget Segments

The Budget Checking Options serves two roles:

1. For the Requisition Module, it identifies the segments Microix will check when viewing
the available funds.
2. For the Budget Module, it activates the segments that are required when creating a
new budget worksheet.

If you budget all segments in Abila MIP FA, you can skip this section. By default,
Microix will included all segments while checking the budget and it will include all
segments when creating a new budget worksheet.

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How to use:
Click on the magic wand button to open the Budget Segment Wizard. From this
screen you can add or delete segments associated with specific workflows.

Scenario:
Your organization may have a total of six segments but you only budget three of the six
segments. Click on the three segments you do budget and then select each workflow it
will affect. Finally, click on the add button to add the settings or the delete button
to remove the settings from each selected workflow.

8.3.2 Requesters
Use the Requesters tab to assign employees to a specific workflow. You can assign
employees to multiple workflows EXCEPT for the timesheet module. Requesters will initiate
documents in the system and submit them for approval.

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Document Type - Select a document type before assigning a requester. You must setup
requesters for each purchased module.

Document Types
Budget
Requisition/PO
Accounts Payable
Encumbrance Modification
Timesheet

How to use:

Select one or more users from the list box on the left and click on the right arrow
button to move them to the list box on the right. To remove, select one or more users

from the list box on the right and use the left arrow button to remove them. The
query requester button can be used to filter, sort and print a hard copy of all
requesters within a workflow.

Restriction ID - This column is utilized by the Requisition and Budget Module. It allows
you to create multiple account restrictions that are different from the "Default" workflow
Restriction ID. Multiple Restriction ID's are only required if there is a need to have users
with different account restrictions within the same workflow. To create additional
Restriction ID's, simply enter the name in the Restriction ID column and go to the Account
Restrictions 161 tab to setup each restrictions.

When assigning requesters to the document type "Requisition/PO", the system will
automatically add the same requesters in both the Accounts Payable and Encumbrance
Modification document types.

Multiple items are selected by holding down the SHIFT key and clicking on them with
the mouse or by holding down the SHIFT key and pressing an arrow key to extend the
selection from the previously selected item to the current item. You can also select items
by dragging with the mouse. Holding down the CTRL key and clicking an item will either
select or deselect that item.

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8.3.3 Approvers
Use this section to setup approval processes for each document type and workflow. Each
approval level can have a user who will be responsible for approving documents when it
reaches that step in the workflow process. This section is required because it defines how
a document will be routed for approval.

1. Document Routing Type determines which module the routing rule will be assigned to.
You are required to setup a routing process for each module you purchased. If the routing
process is the same for other document types, then you may use the copy routing
button to duplicate the routing process from one document type to another.

ENC - Requisition/Encumbrance
API - Account Payable
ENL - Encumbrance Modification
BD - Budget Document
TSH - Timesheet

2. Level - Each approval level can have a user who will be responsible for approving
documents when it reaches that step in the workflow process. The system has a total of
four default levels but you can add a maximum of 90 additional levels if needed. Additional
levels are required if our default set of levels are not adequate. To add additional levels,
see the Approval Level Title 172 section.

Microix default levels with description:

Level 0 - Requester level where all documents are initiated before they are
submitted for approval.
Level .5 - Preliminary Timesheet level where all timeclock entries are converted to a
timesheet
10 - Accounting level (We recommend using this level as the final approval level
before documents are transferred to Abila MIP FA.)
12 - Document Approved level triggers Microix to transfer the document to Abila MIP
Fund Accounting Software

Level 0 is not an approval level; it represents all the requesters in the selected
workflow. Each workflow must have a level 0 before creating the approval routing
process.

3. Approver - Click on the drop-down list and select the person who will be approving at
the selected level. If the user is not listed, you can add them by clicking on the Users 143
icon in the Maintenance Ribbon Menu.

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Level 0 does not require an approver's name. The system will default the word
"Requester" in this column because it refers to all requesters in the workflow.

It is important not to use the same level ID and assign different approvers; each
approver should have a unique level ID.

4. Category - enables you to implement special routing rules based on your Chart of
Accounts.

Scenario 1 - Your approval process requires all computer equipment purchases to be

approved by the IT Manager and all office equipment purchases to be approved by the
Facilities Manager. All other purchases should go directly to the immediate supervisor and
then on to accounting.

How to implement Scenario 1:

1)Create two categories (IT and Office Equipment) See approval categories 158 .
2)Utilize the new categories in the approval routing process. An example of the setup
is shown below:

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All levels must include a General category before additional categories are added.

Category routing is a function that is only available to the Requisition Module.

5. Less Than Equal to (<=$ ) - enables you to implement special routing rules based on
the total value of a document.

Scenario 2 - Your approval process requires all purchases to be approved by the CFO if
the total document amount is greater than or equal to $1,000. All other purchases should
go directly to the immediate supervisor and then on to accounting.

How to setup Scenario 2 in Microix:

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6. Go to - this column functions in conjunction with the value in "<=$" (less than or equal
to). If the value in the field "<=$," is true, then the application will route the document
based on the Go to value.

7. Else - this column functions in conjunction with the value in "<=$". If the value in the
field is false, then the application will route the document based on the Else value.

8. Confirmation - place a check in this column to have the system send an automatic
email notification to the requester notifying them of the final approval status. Only one
level should be checked. We suggest using level 10 as the confirmation level.

9. Message - the document number will be appended to the information in this field and
used as the subject title of the email sent to the approver. Exa m ple : T he a pprov e r w ill
re c e iv e a m e ssa ge in t he ir e le c t ronic m a ilbox w it h a subje c t e nt it le d "Ple a se a pprov e
doc um e nt num be r 02ENC-1001". You may change the default text to your organization's
preference.

Butt Description
on
Add a new level in workflow

Delete the selected level in Workflow

Undo the last change

Add or maintain categories. See Category Wizard 158 for more information.

Copies routing from a specific workflow and document type

See Query Approvers for more information.

To open the Routing Wizard. Refer to Routing Wizard 160 for more details.

8.3.3.1 Category Wizard

Use the Category Wizard to create, edit or delete categories for the Requisition/PO
approval process. Categories help identify the type of purchase and allow the system to
automatically forward documents based on specific account codes. When creating a new
document, the item expense codes will be matched with the ones used in the categories.
If it matches, then it will route the document based on the category rules. If not, it will

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follow the general (default) routing process.

In order to implement categories, users are required to enter the account numbers for
each item at the time of creating a new requisition/PO document.

Fields/ Descriptions
Buttons
Category Click on the drop down list box to select an existing category. If you are
ID
adding a new category, use the ADD button.

Segment Select the segment ID of the accounts to be used for identifying the category
ID
List of A list of accounts will be displayed based on the selected segment ID.
Accounts
Selected Select all the accounts that will be used to determine if a document is
Accounts
associated with the category. Use the right arrow button to move
the accounts to the "Select Accounts" list box.

Add a new Category

Avoid the use of symbols, such as | " / \ : * ? ; < > [ ] ' and # when

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Fields/ Descriptions
Buttons
creating a Category ID.

Delete an existing Category

Save any changes

Multiple items are selected by holding down the SHIFT key and clicking on them with
the mouse or by holding down the SHIFT key and pressing an arrow key to extend the
selection from the previously selected item to the current item. You can also select items
by dragging with the mouse. Holding down the CTRL key and clicking an item will either
select or deselect that item.

8.3.3.2 Routing Wizard

The purpose of the Routing Wizard is to manage the approval routing process for multiple
workflows. The following window will open on the user's screen:

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Fields/ Description
Buttons
Process Select the type of process you would like to perform:
Type Insert a new approval level
Update an existing level
Delete an existing level
Update Email Message
Update Send Approval Message to User

Note: This field can be enabled or disabled based on the type of process.

Level ID Select the level ID you will be inserting,updating or deleting.

User ID Click on the drop-down list and select the User related to the process type.

Category Select the category you will be inserting, updating or deleting.

<=$ Depending on the process type, it will ask you to supply a less than or equal
to dollar amount. This amount is used to apply rules to the routing process.

Go to This field works in conjunction with the value in "<=$" (less than or equal to).
If the value in the field "<=$," is true, than the application will route the
document based on the Go to value.

Else This works in conjunction with the value in "<=$". If the value in the field is
false, then the application will route the document based on the Else value.

Message Depending on the process type, you can specify a generic email subject that
will ultimately append the document number when sending the approval
message. The system will automatically enter a default value "Please approve
document number - ".

8.3.4 Account Restrictions

Use this section to setup account restrictions for each workflow. This feature is optional
but is very useful in helping to reduce coding errors in both the Requisition and Budget
Modules. Restrictions can be unique for each workflow and based on one or more
segments.

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How to use:
Select the segment ID and a list of accounts will be displayed in the list box on the left.

Highlight each row of accounts and use the right arrow button to move them to the
list box on the right. To remove, select one or more accounts from the list box on the

right and use the left arrow button. The query accounts button can be used to
filter, sort and print a hard copy of all restrictions within a workflow.

Restriction ID - allows multiple restrictions within the same workflow by assigning

different accounts for each restriction ID. By default, the system includes the "Default"
Restriction ID. However, additional restriction IDs can be created using the requester 153
tab. Use the add + button to copy/duplicate another restriction ID.

By default, each user will have access to all accounts if the restrictions are not
utilized.

Multiple items are selected by holding down the SHIFT key and clicking on them with
the mouse or by holding down the SHIFT key and pressing an arrow key to extend the
selection from the previously selected item to the current item. You can also select items
by dragging with the mouse. Holding down the CTRL key and clicking an item will either
select or deselect that item.

8.3.5 Personnel
The Personnel tab is used solely by the Budget Module. If you are planning to budget
salaries and benefits by employees, you can use this section to assign the employees to
their respective workflow.

There are three methods to gathering the salary information:

1. Manually entering each employee's information in the grid
2. Import from Abila MIP FA payroll module
3. Import from Microsoft Excel

Setup Notes:
Scenario 1 - HR Manager is responsible for budgeting the salaries and benefits. With this
scenario, all employees will be entered/imported into the HR Manager's workflow.

Scenario 2 - Each Supervisor/Manager is responsible for budgeting the salaries and

benefits for each employee within their department/workflow. With this scenario, you will
be entering/importing employees to their respective workflows.

Employees cannot be assigned to multiple workflows.

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Column Description
Name/
Button
Employee IDEnter an employee ID

If y ou a re pla nning t o budge t for a n ope n posit ion in t he upc om ing budge t
c y c le , use t he first a nd la st na m e t o spe c ify t he posit ion na m e .

First & Last Enter the first and last name of the designated employee
Name
Job Title Enter a job title for the designated employee (optional)

GL Account Enter the salary expense account number

% Incr If the employee will receive a raise within the budgeting period, then enter
the percentage

Dist ID Select a distribution code from the drop-down list (The source of the list is
the Abila MIP Fund Accounting system).

Add a new employee/salary position

Delete an employee

Import data from Microsoft Excel 216 or Abila MIP FA Payroll Module 163

8.3.5.1 Import From MIP

Use this form to import employee data from Abila MIP FA payroll module to the
Organization Workflow>Personnel tab.

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How to use:
1. Select an Import Source related to Abila MIP FA Employees
2. Select the Salary GL Account Number
3. Enter a % Change for across the board salary increases (optional)
4. Select the employees from the grid. Use the Ctrl/Shift key for multiple selection and

click on the import button to complete the process

Multiple items are selected by holding down the SHIFT key and clicking on them with
the mouse or by holding down the SHIFT key and pressing an arrow key to extend the
selection from the previously selected item to the current item. You can also select items
by dragging with the mouse. Holding down the CTRL key and clicking an item will either
select or deselect that item.

8.3.6 Restrict Distributions

Distribution Codes allow you to specify, in advance, to which account segments you want
to distribute transaction amounts. Distribution Codes help to reduce transaction entry
time and increase accuracy for common entries. They are most useful when you have
specific types of transactions that are split between different cost centers, funding
sources, departments, etc.

Requisition/PO Module - Users can split the cost of a product or service by using a

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distribution code
Timesheet Module - Users can associate their worked hours to a specific distribution
code (Charge Code)
Budget Module - Utilizes distribution codes to allocate a total budget amount to all
funding sources

How to use:
Select one or more distribution codes from the list box on the left and click on the right

arrow button to move them to the list box on the right. To remove, select one or more

distribution codes from the list box on the right and use the left arrow button.

By default, all users in the workflow will have access to all distribution codes if no
restrictions are selected.

Multiple items are selected by holding down the SHIFT key and clicking on them with
the mouse or by holding down the SHIFT key and pressing an arrow key to extend the
selection from the previously selected item to the current item. You can also select items
by dragging with the mouse. Holding down the CTRL key and clicking an item will either
select or deselect that item.

8.3.7 Restrict Categories

Items that will be requisitioned can be grouped into user-defined categories. You can
restrict which workflows have access to which categories by using the Restrict Categories
tab of the workflow maintenance screen.

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How to use:
Select one or more categories from the list box on the left and click on the right arrow

button to move them to the list box on the right. To remove, select one or more

categories from the list box on the right and use the left arrow button.

By default, all users in the workflow will have access to all categories if no restrictions
are selected.

Multiple items are selected by holding down the SHIFT key and clicking on them with
the mouse or by holding down the SHIFT key and pressing an arrow key to extend the
selection from the previously selected item to the current item. You can also select items
by dragging with the mouse. Holding down the CTRL key and clicking an item will either
select or deselect that item.

8.3.8 Budget Template

The Budget Template tab is optional and used solely by the Budget Module. It is
primarily used to populate budget worksheets with specific account numbers. Templates
are most beneficial when historical data is not present in the Abila MIP Fund Accounting
software.

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How to use:

Select one or more accounts from the list box on the left and click on the right arrow
button to move them to the list box on the right. To remove, select one or more

accounts from the list box on the right and use the left arrow button to remove the
accounts from the budget template.

Multiple items are selected by holding down the SHIFT key and clicking on them with
the mouse or by holding down the SHIFT key and pressing an arrow key to extend the
selection from the previously selected item to the current item. You can also select items
by dragging with the mouse. Holding down the CTRL key and clicking an item will either
select or deselect that item.

8.4 Global Options

The Maintenance Global Options pull-down menu includes functions that are essential to
the setup of the Workflow Modules application, as well as some back-end maintenance
type features.

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Menu Description
Item
Application Set up system type information like the email server name and attachments
Options 169 directory

Approval Set up the variable approval levels necessary for the workflow processes
Level Title
172
Document Assign number scheme for all document types
Numbers 174

Change Move multiple documents from one user's ownership to another

Document
Ownership
176
Terminolog Customize system data labels and codes
y 177
System View users logged into the Workflow Modules and delete inactive sessions if
Login 178 needed

System Review and print the system audit trail

Audit Trail
178
Global Indicate the codes to be used for the pick-lists throughout the application

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Menu Description
Item
Lookup 179

8.4.1 Application Options

Network Path
Attachments - Enter a network location for all attachments. By default, this path
should be your \\SQLServerName\Microix Share\Attachment folder. All Microix users
must have read/write access to the network path you specify. The network path is
used by the application as a temporary folder to extract any SQL attachments for
viewing purposes.

When relocating the Microix Share folder to another server other than the Abila
MIP FA Server, make the necessary changes to the Network Path and redo the read/
write permission.

If you are utilizing the attachment feature, include the Microix Attachment
database (MWFMAttachment) as part of your daily backup routine. It is not necessary
to backup the Network Path specified above.

Change Admin Password

The Admin password should be secured and only specific members of your accounting
staff should have permissions to use this password. The product is embedded with a
default Admin account and password. The password is the same as Abila MIP Fund
Accounting Admin password.

Enter a password in the New Password field and reenter the password in the
Confirm Password field. Select the Apply button to save the password.

The new password should be a minimum of 6 characters and include both alpha
and numeric characters.

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Budget Settings
Select the budget version Microix should use when retrieving budget data from Abila
MIP Fund Accounting Software.

Email Color Scheme

Designate the color scheme to be used in the notification emails.

Other Settings

Items Description

Required Field This is the background color of the fields that are required
Color entry on forms

Application Skin Color scheme of the application interface

Name
Web Address\URL Web service address that hosting your Microix email approval

SMTP Mail Server Information

This application has a built-in email component to send email notifications through
your local or remote SMTP mail server. Emails will only be sent if the Enable Email
Notification is checked. Removing the check mark will disable the email function for
the entire application. You should only disable the email notification if you do not have
an SMTP mail server or it is temporarily unavailable.

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Items Description

Server Name Enter the name of your local or remote SMTP mail server name.

Auth. Select the authentication method for your mail server.

Method None - does not require a User ID or Password
SMTP - requires a User ID and password
SSL - requires a User ID and password

Port 25 is the default port for SMTP servers. Change this value if your
SMTP mail server is sending mail through a different port number.

User ID If the SMTP mail server is configured for authentication, enter a

User ID in this field.

Password If your mail server is configured for authentication, enter the

password associated with the User ID.

If the SMTP mail server utilizes authentication to relay email, you can create a
"POAdmin" email account and use this account for the User ID and Password.

Windows Active Directory Options

Allows users to utilize Windows Active Directory security for logging into the Workflow
Modules instead of maintaining a separate set of passwords.

Warning: Before activating this feature, you must assign at least one user
permission to all functions in the application because the Admin account will be
disabled.

Use Windows ID at login - The standard method for logging into Microix is to use
the pick list of users presented on the login screen. If this check-box is checked, the
pick list will not be presented and users instead will login by typing in their Windows

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login.

Other Options

Notify the following user... - Select an administrator who will receive an email copy
of any approval substitution.

Refresh Segment/Org Info from Abila MIP - Use this button to synch Microix's
general ledge segments and organization fields with Abila MIP's Fund Accounting
database. You will only use this button when there has been a change to this
information in Abila MIP.

If you are working with Grants that are on different fiscal periods, please refer to
Funding Fiscal Year to assist you with setting up a unique fiscal year for each
funding source.

8.4.2 Approval Level Title

The system accommodates a maximum of 90 approval levels to be shared between all
Modules.

We recommend assigning the last approver to level 10. Additionally, we also

recommend that someone from your accounting department should always be the last
approver for any documents transferring to Abila MIP Fund Accounting.

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Columns/ Description
Buttons
Level The data in this field is automatically generated and it represents the
numeric value for each approval level. The system has 10 default approval
levels. If you would like to create additional levels, simply select an existing
level anywhere between 1 and 10 and click on the Add button. To
delete an unused level, click on the delete button.

Microix will not allow you to delete any default approval levels
(0,1,2,3,4,5,6,7,8,9,10). To inactivate these levels, enter the value "N/A" in
the Level Title column.

Level Title Enter a name for each active approval level.

Description Enter the description for each active approval level (optional). The system
will automatically generate a value for this column but it can be modified if
needed.

Printed The value enter in this column will be printed on each Requisition form.
Document
Status

New Vendor Select a level where the system will automatically notify the approver when
Alert a new vendor was added to a document.

This function only applies to the Requisition Module.

Consolidate If your organization allows multiple vendors for each requisition, you can set
Documents the level at which the consolidation of requisitions by vendor will occur. This
feature is normally used in organizations that are based on a centralized
purchasing system.

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This function only applies to the Requisition Module.

Received Used to indicate that a notification should be sent to this level once the
Notification warehouse has fully picked or received all of the items on the document.

This function only applies to the Inventory Module.

Email On/ Check or uncheck to indicate whether this level should receive email
Off notifications or not.

Disable Edit Check to restrict users at this level from editing documents.

Disable PrintCheck to restrict users at this level from printing documents.

Active Indicates whether this level is active or not.

Add a new Approval Level.

Delete a new Approval Level.

Avoid the use of symbols, such as | " / \ : * ? ; < > [ ] ' and # when creating an
approval level title.

8.4.3 Document Numbers

This form is used to assign the numbering scheme for all documents in Microix Workflow
Modules.

Caution should be taken when creating your numbering schema as this value will be
restricted based on the maximum field length Abila MIP FA will accept for their document
number.

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Column Description
Name
Doc Type ADJ - Inventory Adjustment
API - Account Payable
BD - Budget Worksheet
CLK - Badge Number for Timeclock
ENC - Encumbrance/Purchase Order
ENL - Encumbrance Modification
INV - Inventory Count Sheet
PO - Purchase Order (Optional)
SO - Sales Order
TSH - Timesheet

Doc A Document prefix is placed at the beginning of the last number used and
Prefix together, makes the complete document number. Each type of document in
Microix is required to have a unique number that will eventually be transferred
to Abila MIP FA.

Examples of a Document Prefix:

BD-1000
12-BD-1000

The example above demonstrates a prefix that includes the document type (BD
-Budget). However, the "12-BD" prefix went a bit further to include the fiscal
year as part of the document prefix.

Incorporating the fiscal year into your document number is acceptable but
it does require maintenance at the end of each fiscal year.

Last # Enter a numeric value in this field. Microix will generate document numbers
Used based on the value in this field.

Remember to consider the maximum document field length Abila MIP FA will
accept.

Can Edit This option will allow an end-user to manually enter a predefined number. If the
end-user do not enter a number, the system will automatically assign the last
number used to the document.

Default If two or more "Doc Type" exist, we recommend selecting one as a default. This
value is required if the option "For each document type, use the same Last #
Used value" is checked.

Active Check this column to activate the document number settings.

1. Select a level where the system will assign a different document number - Use
this option if your organization would like to use a different document number after final
approval. Document Type "PO" should be added and configured before utilizing this
feature.

2. Enter the document number maximum size (Requisition Module ONLY) - The

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value in this field will cause Microix to include leading zeros when assigning a document
number.

Examples:
(Wit h le a ding ze ros)
Document Number Maximum Size - 5 digits
Doc Prefix - 12-ENC
Last # Used - 10
Results - 12-ENC-00010 (Microix included leading zeros to the last # used)

(Wit hout le a ding ze ros)

Document Number Maximum Size - 0
Doc Prefix - 12-ENC
Last # Used - 10
Results - 12-ENC-10 (Microix did not include any leading zeros)

3. For each document prefix, use the same "Last # Used" value - If checked, the
system will use the same "Last # Used" value for all similar document types.

Example: (Option Checked)

If an end-user creates the first document using prefix 12-EN, Microix will assign 12-EN-
1001 as the document number. Additionally, if the end-used creates a second document
using the prefix 12-EN, Microix will assign 12-EN-1002 as the document number. If the
option was not checked, Microix will assign 12-EN-1 as the document number.

8.4.4 Change Document Ownership

This feature is used when an employee leaving the company, owns documents that must
be transferred to other users so that the documents can continue to be managed once
the employee is gone. You select the module type and the user to transfer from first. The
document list will be refreshed with the documents owned by the user and module
selected. Highlight which documents to update and the employee you will be transferring
ownership to and then click the Process button.

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8.4.5 Terminology
There is certain data that must be stored in the Microix Workflow Modules database for
the application to function properly. An example of this is the general ledger segments.
However you may want to customize the segment information so that it appears on forms
and reports with different labels or captions. The Terminology screen will allow you do to
this. You can change the segment identifiers, as well as the item types used by the PO/
Requisition Module.

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8.4.6 System Logins

The System Login form displays all users who are currently logged into the application. It
identifies the user's name, network name, computer name, and date the user logged in. If
an end-user terminates the application without properly logging off, he/she will remain in
the system and continue to occupy a user license. If this occurs, locate the user name in
the table and click on the delete button to remove them. The license will be released
immediately for others to use.

To filter, sort and group the data see Sorting/Grouping/Filtering Data Grids 213

8.4.7 System Audit Trail

Use the System Audit Trail form to view and print a log of some administrative functions
performed in the system such as the addition, modification, or deletion of workflows and
time clock data.

To filter, sort and group the data see Sorting/Grouping/Filtering Data Grids 213

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8.4.8 Global Lookup

The Global Lookup is a form that should not be accessed or changed without the advise
of a Microix Support Representative. The majority of lookup values throughout the
application are based on the values in this form.

Please backup your Microix Database before making any changes.

To filter, sort and group the data see Sorting/Grouping/Filtering Data Grids 213

8.5 Approval Substitution

The Approval Substitution form is intended for substitutes to be identified for approvers
before they take leave or extended time off. It will ensure that documents are still be

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being approved while they are on leave.

Fields Description

Select Select the approver who will be absent.

Approver
Options Leaving - Select this option when the Original Approver is taking a leave of
absence.
Early Return - Select this option if the system should return the Original
Approver as the main approver.

Approval Select the approval level. If the Original Approver is approving in more than
Level one level, a substitute will have to be created for each level.

Substitute Select the end-user who will be substituting.

Return Enter the date the Original Approver will be returning. The system will
Date automatically return them as the approver on that specified date.

8.6 Document Maintenance

The Document Maintenance form provides administrators access to all the documents
in the system. If a document is lost or incorrectly routed to the wrong approver, you
can manually change the status to the correct approver.

Use caution when granting permissions to this form. We recommend that

administrators of the application or someone in your accounting department should only
be granted access to this form.

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Options/Description
Buttons
Docume Allows you to filter the list of documents based on the following types:
nt Type 1. Requisition (ENC)
2. Accounts Payable (API)
3. Encumbrance Modification (ENL)
4. Budget (BD)
5. Timesheet (TSH)

Change Use this option if you have good reason to manipulate the document status.
Docume This function is commonly used when the following scenarios occur:
nt The workflow was setup incorrectly and a document was routed to the wrong
Status approver. Use this option to change the document status to the correct
to approval level.
You have transferred a document to Abila MIP FA but realized it was not
correct. We recommend that you delete the un-posted document from Abila
MIP FA. Next, use this option to reset the transferred document to the
previous level. Make the necessary adjustments/corrections through the
normal approval process and re-transfer to Abila MIP FA.

How to use: Find the document in the list, select the new status by clicking on
the magnify button and click on the check button to apply the changes.
You will be prompted to enter a reason for your actions.

Microix default levels:

0 - Requester Level (The person work initiated the document)

.5 - Preliminary Timesheet (The person who created the preliminary
timesheets)
10 - Accounting Level
12 - Document Approved
13 - Document Denied
14 - Document Transferred to Abila MIP FA

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Options/Description
Buttons
15 - Document Void
16 - This level is obsolete
17 - This level is obsolete
18 - Transferred to Purchase Order (Requisition/PO Module Only)

If the transferred document was already posted in Abila MIP FA, your only
recourse is to reverse the entry, make the corrections and post. On the Microix
side, you can change the status to the previous approval level, make the
necessary changes and change the status back to "Transferred to Abila MIP FA.
You will not be permitted to re-transfer to Abila MIP FA because the document
already exists in Abila MIP FA. For the Timesheet Module, once payroll checks
are printed, all recourses have to be made through a supplemental timesheet in
Abila MIP FA. Microix timesheets cannot be transferred again but you can make
the necessary changes so that Microix Timesheets match the payments made in
the supplemental timesheet. Future versions will allow you to transfer Microix
timesheets as supplemental timesheets into Abila MIP FA.

View the document information in read only format.

payments

View the audit trail information for the selected document. Refer to the Audit
Trail 213 section for additional information.
Encumberance balances
Reset receiving
Approval tree

See other options 182 section

Print the list of documents that are display in the grid. Utilize the grid's sorting
and filtering options to sort and retrieve specific information before printing.

To filter, sort and group the data see Sorting/Grouping/Filtering Data Grids 213

8.6.1 Other Options

The Other Options dialog box allows you to perform the following tasks:

1. Delete practice data from transaction table - Microix will scan all documents that
contain the words "Practice Data" at the beginning of each document description and
prompt you to permanently delete them all.

2. Delete void documents - Microix will permanently delete all documents with a void
status.

3. Delete un-posted Abila MIP documents - this process will allow you to delete a
Microix document that was transferred to Abila MIP FA but not yet posted.

4. Purge documents from Microix database - use this option when all users are

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practicing in the software for the very first time and you would like to permanently
delete all the documents from the database. The workflows and setup information will
not be affected. If t he t ot a l num be r of doc um e nt s e xc e e d 100, t his func t ion w ill not
be a v a ila ble .

5. Modify the vendor ID for a posted encumbrance - when purchase orders are posted
in Abila MIP FA with an incorrect vendor, use this option to re-assign the encumbrance to
a different vendor. This function is only available if the document have not been partially
or fully liquidated.

6. Transfer leave to Abila MIP as an adjustment - Generates a document to transfer

leave to Abila MIP.

7. Change document prefix - Change the document prefix assigned to a document.

W he n pe rfo rm ing a ny o f the a bo v e ta s ks , it is im po rta nt to ba ckup y o ur M icro ix

da ta ba s e . To ba ckup y o ur da ta ba s e , na v iga te to Suppo rt> B a ckup D a ta ba s e .

WARNING! Any options that involve "Delete" or "Purge" will be permanently deleted
from the database and cannot be restored unless you have a backup of the database
prior to deleting.

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8.7 Post Messages

This function provides a method for users of the Workflow Modules application to notify
other users of the application of significant events. Selecting Post Messages from the
Maintenance ribbon menu will bring up the following form. Add a new message by clicking

on the button. You enter the message you want shown along with the date you
want to start showing and end showing it. You can also give it a category and select just
certain workflows or users to see the message.

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Once the message is saved it will show up on the Message Board section of the Home
Page during the date range indicated.

8.8 Custom Report Designer

Report Designer:
The Report Designer module allows the user to design custom report layouts. Data
binding, Import and Export of reports is also available.

To design a report click on "Custom Report Designer" in the Maintenance tab.

A new tab displaying the existing reports in the system opens on the users screen.
Select "Requisition" option from the drop down list for Module field. All the purchase
requests in the system will be listed on the screen.

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To set a report as the default report for your system check the default box against the
report.
Note: The system can have only one default report per module.

Field/ Description
Button

To add a new report layout to the system. Refer to Create New Report Layout
for more details.
To edit a selected report.

To delete a selected report.

To copy a selected report.Refer to Copy a Report for more details. We sugge st

m a king a c opy of t he re port be fore m a king c ha nge s t o it t o a v oid loss of
de fa ult se t t ings.
To import a report from another system. Refer to Import a Report for more
details.
To export a report to another system. Refer to Export a Report for more details.

Create New Report Layout:

Click on the Add button to create a new report layout. The following window will pop-
up:

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Enter a description of the report and click on "OK". Click on "Cancel" to return to the main
page.
A window named Report Designer will open on the user's screen. This allows the user to
edit the report layout. All the required tools and field functions can be accessed and
edited according to requirement.

To add company logo to the report:

Click on "Picture Box" in the "Tool Box" to add your company logo to the report layout.
Mark the area where the logo should appear in the report layout.

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Select the picture box so that its smart tag will appear.
Click on the smart tag to open the following dialog box:

Provide the image address in the "Image" field.

User can also resize the logo using the options available in the "Image Sizing" drop down
list.

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Add a User Defined Field (UDF):

This function allows a user to add new fields to the report layout.
Select the "Field List" tab. This tab lists all the fields that are included in the database.
User can add the custom fields or select a user defined field.
To add any field to the layout drag the required field and drop it at the place in the report
where the field should appear.
All the fields marked with are called calculated fields. These fields use an expression to
calculate the data displayed in their value field.
To edit the expression right click on the calculated field and select edit expression.

The Expression Editor dialog box appears.

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User can edit the expression and click on "OK" to save the changes.
Click on "Cancel" to exit the Expression Editor.
Note: It is advisable that user with prior programming experience edit the expression in
these fields.

The field list also includes user definable fields.

Select the required field and drag and drop it in the appropriate layout space. UDFName
and UDFValue appear in pairs and should be used accordingly.

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Double click on the block to edit the text.

Delete a field:
Click on the field to be deleted and press delete.
A field can also be deleted by right clicking on the field and selecting delete option.

Resize a field:
Select the field to resize. Drag the boundary of the field to the correct size.

Copy a Report:

Select the report to be copied and click on the Copy button. The following dialog box
will appear:

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Enter a description for the report layout.

Click on "OK" to create a copy or "Cancel" to return to the Report Designer page.

User can select the copied report and click on the Edit button to make changes to
the report layout.

Import a Report:
This function allows user to import reports from another system.

Click on the Import button to select the report to be imported. Select the path for
the report to be imported and click on "Open".

Click on "Cancel" to return to the "Report Designer" page.

Export a Report:
This function allows user to export reports to another system.

Click on the Export button to save the selected report. Provide the path for the
report in the following window:

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Click on "Save" to save the report. A dialog box informing of the successful export will
pop-up.

Click "Cancel" to return to the "Report Designer" page.

Preview:
The Preview function provides the user with a quick print view of the selected report.
Select a purchase request from the drop down list.

Click on to display the preview. A new window called the "Preview" window will open.

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This document can be saved or printed. Close the form to exit the preview.

8.9 System Alerts

The Workflow Modules includes a monitoring feature that allows you to notify users
automatically through email when there are conditions that exist in the application that
require the user's attention. For example, you can set up a notification to be sent to each
approver that has documents queued up for approval, that have been waiting beyond a
defined number of days. You use the Monitor Configuration form and setup wizard to
define the notification parameters. Microix's Monitor Console is a separate program,
included with the Workflow Modules application, that reads the monitor configuration from
the database and emails notifications for all alerts whose conditions are met. The Monitor
Console program is scheduled with Windows Task Scheduler to be run once each work
day.
When you select System Alerts from the Maintenance Ribbon Menu the following screen is

shown which lists the monitor alerts. To add a new alert click the button to initiate
the Alerts Wizard, which will lead you through the process.

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W e lco m e Scre e n

This is a standard introduction splash screen for the alert wizard process. The Next and
Back buttons work as expected, moving you either forward or backward through the
wizard screens. The Cancel button aborts the process without any alert additions being
completed.

Ale rt Ty pe

You must select the Alert Type and Module (if applicable to the type of alert selected). A
brief description of each alert type is shown on the screen. Not all of the screens or fields
are needed for each type of alert and the wizard will show or hide/disable them
accordingly.

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B us ine s s R ule

The Business Rule applies to the Document Submit and Approval type alerts. The Number
of Days is used to determine when alerts should start being sent to the requester/
approver. It will be different based on the module. For Timesheet, it is the number of days
until the current pay period pay date. For Budget, it is the number of days before the new
budget fiscal year date. While entering all other module types, the Submit alert is the
number of days since the document was entered. The Approval alert is the number of
days since the document was received by the approver.

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Ap p r o v a l Le v e ls

The Approval Levels screen will be shown for all alert types, except Inventory Stock
Level. For the Document Submit, the level will always be just the Requester Level. For the
other alerts, it will be all other levels in the module workflows up to and including the
Accounting level. An alert record will be generated for each level selected. You can also
enter an additional email address where a copy of the notification will be sent. Note: An
alert will be sent each day scheduled until the action monitored is completed.

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C o m m e nts

Comments can be added to each alert.

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C o m ple ting the wiz a rd

After each step is completed, the wizard completion screen is presented. You must click
the Finish button to write your selections to the database and return to the Monitor
Configuration form.

8.10 Product Registration

Use this form to enter the product activation code. This code determines the number of
valid user licenses and which module(s) is accessible.

The product codes are not provided with the software and should be requested via

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email. See next section for detailed instruction on how to request these codes.

Fields/Buttons Description

Organization ID After installing the Microix server component, this information will be
obtained from your Abila MIP Fund Accounting database. It is read only
and cannot be changed.

Email Address To request your product activation code for the first time or to get a
copy of your activation code, enter your email address and click on the

email button to send your request to Microix. You should receive

your activation code within 1-4 hours during Microix business hours.

Serial Number Enter your 16 digit serial number provided by Microix

Example: Serial Number - 01234-1-0-008-006-004

Activation Code Enter the 15 character alpha numeric activation code provided by
Microix

Activation Code – 5412G-U1K8I-OWNL3-C6A0X-12059

Save the product activation codes

Close the form

The Serial and Activation codes provided in the sample can be used to activate the
product when used with Abila MIP Fund Accounting Sample database (SSA or GOVSSA).

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9 Support
The Support Ribbon menu enables you to manage the M ic roix SQL databases, check for
updates and connect to a live support representative.

Function Description

Live Remote Allows a M ic roix Support Representative to remotely connect to your

Support 202 local PC and assist you with any issues. This process is not required
for you to receive support but it helps us to identify and resolve any
issues or questions in a timely manner.

Check for UpdatesAdministrators can use this option to download the latest updates
203 from Microix FTP site.

Report Software Use this Ribbon menu item to report any bugs or if you would like to
Issues 205 suggest future enhancements to our product.

Backup Backup the M ic roix SQL database.

Restore Restores a M ic roix SQL database.

Create a New Create a new M ic roix database for a test environment or to connect
Database 205 to a different Abila MIP FA database.

Query Data 206 Use standard SQL query language to retrieve data from any of our
tables.

9.1 Live Remote Support

The Live Remote Support ribbon item will allow a Microix Support Representative to
remotely connect to your local PC and assist you with any issues. This process is not
required for you to receive support but it helps us to identify and resolve any issues or
questions in a timely manner.

Because this process allows us to view your local PC , we advise that any private
information displayed on your PC should be closed before connecting to any of our support
representatives.

1. At a minimum, enter your name and email address and click continue.

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2. You will be prompted to download an Inter-tel active X file that is required by our
remote software. Right click on the yellow bar and click on the option to download and
run the file.

3. After a few seconds, a message will appear informing you that it is trying to locate the
next available support representative.

4. After a Microix support representative connects to your session, you will be asked to
show your desktop. Click on the YES button to accept.

9.2 Check for Updates

This form allow administrators to download the latest updates from Microix FTP site.
Additionally, it will install any table updates or stored procedures to your Microix SQL

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databases.

When checking for new updates, the process should be performed at any one PC
where Microix Workflow Modules Client is installed. All other workstations will be prompted
to update during their the login process. The updates will run from the Microix Share folder
which is located on the Abila MIP FA server.

1. Navigate to the Ribbon Menu Support>Check for Updates. Click on the "Check Now"
button and Microix will begin searching our FTP server for any available updates. If an
update exists, a message will be displayed to the end-user.

2. We strongly advise that you read the upgrade notes before applying any updates.

3. To start the upgrade process, click on the "Retrieve Updates" button and the software
will begin downloading all required files to your local server> Microix Share>autoupdate
folder.

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4. Once the download is completed, Microix will exit to perform the update. Click on the
Unzip button the extract the file to your local drive.

I f t he upda t e doe s not e xe c ut e a ut om a t ic a lly , y ou c a n m a nua lly inst a ll t he upda t e by

na v iga t ing t o \\Y ourM IPSe rv e r\M ic roix Sha re \a ut oupda t e s\pa t c h\ a nd run t he w fm pa t c h.
e xe file on t he loc a l w orkst a t ion.

9.3 Report Software Issues

If you detected a bug or would like to suggest any enhancements to our product, you can

fill out the form below and click on the send button. The system will automatically
forward your message to our support department and a representative will contact you
thereafter. A copy of your email will be saved in the system audit trail.

9.4 Create New Database

Choosing "Create new database" allows the user to create a new Microix database and
link it with an existing MIP database.

Note: If you will be attaching multiple Microix databases to the SAME MIP Database, you
will want to contact support for additional considerations.

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9.5 Query Data

The query data screen allows you to query the database tables directly. You can utilize
the "Build SQL Statement" options to generate a SQL Select statement and utilize the
execute button in the bottom right to display results.

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X
 Shared Activities 209

10 Shared Activities

10.1 Reroute
The Re-Route function is used by an approver and allows them to send a document back
to the requester or any previous approvers within the workflow. After re-routing a
document, you are granting read/write privileges for the recipient to make any necessary
changes to the document. The recipient can then re-submit the document through the
approval process from that point forward.

You can re-route a document an unlimited number of times.

An audit trail will be recorded each time a document is re-routed with the reason and
timestamp.

Fields/ Description
Buttons
Send To Select the level where you would like to send the document.

Reason Enter a reason for re-routing the document

Click on the Send button to complete the process.

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10.2 Email
The Email function within Workflow Modules provides a convenient way for end-users to
send outgoing messages to other Microix users. Recipients will utilize their normal email
clients, such as Microsoft Outlook, to read the email correspondence.

All messages sent from Workflow Modules will be saved to the document's audit trail
as history.

Options Description
/
Buttons
To Select a recipient name from the lookup list

CC Carbon copy another user (Optional)

Subject Enter a subject for your message

MessageEnter a detailed message

When you're done composing your message, click the send button

Exit/Close the Email form

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10.3 Attachments
The Attachment form allows users to attach electronic documents (PDF, HTML, Word,
Excel, TXT,JPG, BMP, etc.) that are stored locally on your PC or a network location.
Additionally, you can utilize document scanners to scan receipts, invoices or any other
type of document and attach them using this form. You can attach an unlimited number
of documents and Microix will note them all in the audit trail.

Microix saves all attachments to a SQL Database called "MWFMAttachment". Include

this database in a regular backup schedule if the attachment feature is being utilized.

An adequate amount of disk space is required for the MWFMAttachment database.

We also recommend that scanned documents should be saved using the smallest file size
on server disk space.

All Microix users must be granted read/write permissions to the attachment folder
which is located in the Microix Share folder.

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Items/ Description
Buttons

Attachment Click on the ellipse "Folder/Magnifying Glass" button to browse for an

Location attachment that is stored locally on your PC or a network location. Choose
the "Scanner/Paperclip" button to scan a document now. After selecting the
attachment, click on the save button and enter a brief description of the file
you are attaching. By default, the system will automatically use the file name
as the description but it can be changed before saving.

Select an attachment from the grid view and click on the view button to
open an existing attachment.

Delete an existing attachment

Cancel and close the form.

Close the form.

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10.4 Audit Trail

An Audit Trail is recorded for each Microix document and it attempts to establish a
chronological list of steps that were necessary to begin the transaction as well as bring it
to completion.

To filter, sort and group the data see Sorting/Grouping/Filtering Data Grids 213

Button Description

Select the Print button to print a copy of the Audit Trail.

Select the Close button to close the Audit Trail form and return to the
document.

10.5 Sorting/Grouping/Filtering Data Grids

This section demonstrates how to sort, filter and group data that resides in our data
grids.

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1. Sorting
Allows you to sort data by an unlimited number of columns. When sorting is applied to a
view, the records are re-arranged to meet the current sort settings. To sort data against
a grid view's column or to change the column's sort order, an end-user can click the
column header. The column's current sort order is indicated by the sort icon . If the
data is sorted in ascending order, the sort icon represents an up-arrow. When sorting in
descending order, the sort icon is displayed as a down-arrow. If the column isn't sorted,
the sort glyph is hidden.

If sorting is already applied to the column, subsequent clicks reverse the current sort
order. Note: A regular click on a column header (Sort button) clears the sort settings of
any other columns. To preserve the existing sort settings of other columns, hold the
SHIFT key down while clicking. This can be useful when you need to apply sorting to
multiple columns at the same time. You can clear a column's sorting by clicking its header
(Sort button) while pressing the CTRL key. End-users can also apply sorting to any
column via the column header context menu. This menu is accessible by right clicking on
any column header.

2. Filtering
In the grid view, an end-user can apply, change or remove filtering via a column's filter
button. Clicking it will invoke a filter dropdown list which, by default, contains the
predefined ((All), (Custom), (Blanks) and (Non Blanks)) values along with the values of
items. At the top of the list, the most recently used filter conditions are displayed. The
following image shows the filter dropdown list invoked for a column in a grid view:

It is also possible to add custom filter items to the filter dropdown list which can be used
to apply any filter criteria to the data when they are selected. Applying filtering to a

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column does not affect the filter settings of any other column. After a filter has been
applied to the current grid view, the filter panel appears by default at the bottom of the
grid.

The Filter Builder allows users to build complex filter criteria with an unlimited number of
filter conditions, combined by logical operators. To access the filter builder, click on the
"Edit Filter" button located in the right corner of the filter panel.

3. Grouping
A user can group data by any particular column by dragging its header from the column
header panel onto the group panel. To ungroup the data, remove the column header
from the group panel by dragging it. You can also change the order of the grouping
columns using drag and drop.
It is also possible to group data into columns by selecting the "Group By This Field" option
from the column header context menu. To ungroup data, use the "UnGroup" option
from the same menu or "Clear Grouping" from the group panel context menu.
Records are always sorted against the grouping columns. If you group data against a
column which isn't sorted, the grid control will automatically apply sorting in ascending
order to the column. Subsequently, if you remove the column from the group panel, it's
sort settings will be cleared.

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10.6 Report Export

All Reports are capable of being exported to Excel, CSV and most importantly, printed to
PDF. Once exported, you can save the file to disk or send via email as an attachment.

10.7 Import from Excel

The Import from Excel form will allow you to import data from a Microsoft Excel
Worksheet.

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Options/ Description
Buttons

Worksheet Enter the worksheet name which is located at the bottom of each Excel
Name worksheet.

File Click on the browse button to locate the Excel file to be imported.
Location
Create Use this option to generate an Excel file showing all the required columns
Sample needed for the import process.
Template

Update/ Trigger the import process to only update existing records in your database.
Append

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Process the selected options

Close the form

10.8 Address Code Maintenance

Use the Address form to create and manage multiple Bill To and Ship To addresses for the
Requisition/PO Module.

The bill to address is used by the vendor to forward original invoices to your
accounting department. The ship to address is used by the vendor to mail a product or
render service to the specified address.

Fields/ Descriptions
Buttons
Search Use the search combo box to find an existing address
Address
Addr Code Alphanumeric code that represents the address or location. The maximum field
length is 25 characters.

Address Complete address including street and or suite number

City Enter the city name

State Enter a two character state code (Example: TX, GA, FL, NY...)

Zip Postal zip code

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Fields/ Descriptions
Buttons
Phone Contact person's phone number

Contact Contact person's full name

Addr Type T - Temporary Address

P - Permanent Address
Click the Add button to create a new ship-to/bill-to address.

To Delete an address code, select the Address ID from the drop-down list
and click on the Delete button.

Save changes to the form

Undo the last change

10.9 Reports
This function will display the selected report for the period specified by the user. Select
the report to be displayed from a drop down list. User can specify the period over which
the report needs to be generated.
Some reports in Microix will require the use of "Report Groups" in MIP to specify GL
grouping within the report. You can find more information on assigning the report groups in
our online knowledgebase.

Field/ Description
Button

To view the report generated for the selected values.

To print a paper copy of the report.

10.10 Document List

The document search allows an approver to view a list of all documents created within
their approving workflows

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Field/ Description
Button

View the document information in read only format.

payments

View the audit trail information for the selected document. Refer to the Shared
Activities>Audit Trail 213 section for additional information.

To view the list of approvers in the workflow.

Print the list of documents that are display in the grid. Utilize the grid's sorting
and filtering options to sort and retrieve specific information before printing.

© 2002-2016 Microix Inc.