TitanConnect FAQs

 

General FAQs
 

Purchasing & Accounts Payble FAQs
 

Approval FAQs
 

Budget FAQs

 

1.         How do I obtain access to TitanConnect?

 

2.         Must I install any software to use TitanConnect via Internet Explorer?

 

3.         How do I log into TitanConnect?

 

4.         What if I have forgotten my TitanConnect password?

 

5.         How do I quickly navigate to other Banner Forms without having to go back to the main menu?

     

 6.        How do I convert a 15-digit APECS account number to the new FOAPAL? 

 

 7.        What if I can’t find the FOAPAL by using the calculator?

 

 8.        What is the difference between Activity Date and Transaction Date?

 

 9.        Can I extract data from TitanConnect ?

 

10.       Will I be able to enter my own JVs?

 

11.       How do I process Interdepartmental Charges (IDCs)?

 

12.       Has the process for Petty Cash reimbursements changed?

 

13.       Has the process for deposits changed?

 

14.       Has the process for payroll authorizations changed?

 

15.       How do I check the status of my document? 

 

16.       How can I check to see what Purchase Orders remain encumbered against my Organization?

 

17.       When will my Purchase Order be paid?

 

18.       How do I see what has been paid to a particular vendor?

 

19.       How much money do I have left on my PO?

20.       How much money do I have left on all of the POs for my Organization?

21.       How to I delete a requisition that I have started but have not completed?

22.       How do I make changes to, or cancel a requisition that I have already completed but has not been approved or posted?

23.       How do cancel a requisition that I have already completed and has been approved and posted?

 

24.       I entered a purchase requisition on FPAREQN and I noticed a  message at the bottom of the screen “insufficient budget for sequence 1, suspending transaction”.  What do I do?

 

25.       I need a blanket purchase order for my ORG.  How do I indicate that my purchase requisition is a blanket?

 

26.       I need to purchase a capital asset (i.e. software, computer, other office or lab equipment, etc).  Is the process for creating a purchase requisition different?

 

27.       What if my requisition has more than one commodity and, I want to charge them to more than one FOAPAL string?

 

28.       If I have a requisition that was not approved because it needs more information or corrections, must I redo the requisition?

 

29.       How do I check if my Vendor is already set up in TitanConnect? 

 

30        What if I don’t find the Vendor in TitanConnect?

 

31.       How do I submit a request for reimbursement, travel advance, or vendor payment in Banner?

 

32.       How to I process a revision to my purchase order?

 

33.       What do I do if a document in my approval queue is NSF?

 

34.       How do I find my requisition in the approval queue?

 

35.       How do I change the approval queue for my ORG?

 

36.       What if an employee, who is in the approval queue for my ORG,   leaves the university? 

 

37.       What if someone in the approval queue for my ORG is on vacation?

 

38.       Where do I find my Budget Balance?

 

39.       Where do I find transaction detail?

 

40.        How do I find the fund balance of my restricted account?

 

41.        Will I be able to enter my own budget transfers?

 

 

 

 

General

 

How do I obtain access to TitanConnect?

 

TitanConnect users must complete the Basic Navigation workshop before being authorized to access TitanConnect.  Please contact tcfinance@udmercy.edu if you would like to register for the Basic Navigation workshop.  Upcoming workshop schedules will be announced via email.

 

Must I install any software to use TitanConnect via Internet Explorer?

 

JAVA must be installed on your computer.  Go to JAVA.com to download and install the most recent version. 

 

If you have problems with the installation you may not have administrative rights on your PC.  Submit a ticket to the ITS Help Desk at http://helpdesk.udmercy.edu to perform the JAVA install.

 

How do I log into TitanConnect?

 

Once you have successfully completed the Basic Navigation workshop your oracle id will be activated.  Click on the TitanConnect Production link on www.udmercy.edu/enterprise.  First time users will enter their email name as their userid (eg smithjs, NOT smithjs@udmercy.edu, or jane.smith).  The password is your social security number preceded by the letter “t”.  Leave the database field blank.  Click on Connect.  You will then be prompted to change your password.

 

What if I have forgotten my TitanConnect password?

 

Submit a ticket to the ITS Help Desk at http://helpdesk.udmercy.edu.

 

How do I quickly navigate to other Banner Forms without having to go back to the main menu?

 

Select the F5 function key  or, FILE + DIRECT ACCESS from the menu bar.  A new “GO TO” box will open.

 

     How do I convert a 15-digit APECS account number to the new FOAPAL? 

 

Go to www.udmercy.edu/purchasing/misc  or  www.udmercy.edu/enterprise/TCFinance

 

Choose the APECS to FOAPAL calculator. 

 

Enter the APECS account number with or without the dashes. 

 

Click on “Search” . 

 

The FOAPAL conversion is shown below the APECS account number.

 

What if I can’t find the FOAPAL by using the calculator?

 

Go to FTVFUND, FTVORGN, FTVACCT, or FTVPROG and query for the element of the FOAPAL you are looking for.

 

The first element of the FOAPAL is Fund (FUND).  The FUND CODE is 6 digits in length.  The University’s Chart of Accounts has more than 1000 FUND CODES.  The unrestricted fund code is 111000 and will apply to the majority of your transactions.

 

If you need to find a restricted fund code, go to FTVFUND. You will want to narrow down the list by selecting “Enter query” from the menu bar.  In the FUND CODE field enter % plus the 3 digit APECS fund number.  Execute query. Almost all of the fund codes for restricted gifts, grants and contracts can be found in this fashion.  If you did not locate your fund code using the “% 3 digit APECS fund number” method, try querying by fund description.

 

The second element of the FOAPAL is Organization (ORGN).  The ORGN CODE is 4 digits in length and is the same as your APECS 4 digit department number.

 

The third element of the FOAPAL is Account (ACCT).  The ACCT CODE is 4 digits in length.  Go to FTVACCT.  The University’s Chart of Accounts has hundreds of account codes.  You will want to narrow down the list to revenues (those account codes beginning with a 5), labor expenditures (those account codes beginning with a 6) or all other expenditures (those account codes beginning with a 7).  “Enter query” from the menu bar.  In the ACCOUNT CODE field enter 5%, 6%, or 7%.  In the DATA ENTRY field enter “Y”.  Execute query. 

 

The fourth element of the FOAPAL is Program (PROG).  The PROG CODE is 4 digits in length.  When navigating in TitanConnect, the program code has been set to default for expenditure transactions and you may not need to enter the code.

 

Should you need to determine the program code, go to FTVPROG.  You can also determine the program code by looking at the 3rd digit in the APECS expenditure account number.  If the 3rd digit is a:

 

1, the program code is 1100,

2, the program code is 1200,

3, the program code is 1300,

4, the program code is 1400,

5, the program code is 1500,

6, the program code is 1600,

7, the program code is 1700, or

9, the program code is 1800.

 

Contact the Finance Staff with questions regarding revenue program codes.

 

What is the difference between Activity Date and Transaction Date?

 

Activity Date is the date the transaction was data entered into the system.

 

Transaction Date is the date the transaction was posted to the FOAPAL.

 

Can I extract data from TitanConnect ?

 

Yes.  The “Data Extract No Key” is a function that allows the end user to extract data being viewed on a Banner Form into Excel.

 

The “Data Extract No Key” can be found in the “Help” menu.

 

If you have a pop-up blocker on your computer, you will have to hold the “CTRL” key down when selecting the Data Extract feature.

 

When the option menu appears, select SAVE to save to your computer.  Then open the file using Excel and save again as an Excel spreadsheet.

 

You can now edit the spreadsheet as you desire.

 

Be aware that not all forms have the capability for data extract.  If the “data extract no key” option is grayed out, it is not available.

 

For more detailed information, see Budget Management training manual, pgs 19-21.

 

Will I be able to enter my own JVs?

 

No. Journal vouchers will continue to be processed centrally by the Finance Staff.  Requests for revenue or expense adjustments should be submitted via email to the Finance Staff, matlasba@udmercy.edu., wilsonhs@udmercy.edu or roodli@udmercy.edu.

 

 

How do I process Interdepartmental Charges (IDCs)?

 

An Interdepartmental Charges template must be completed, and sent to tcfinance@udmercy.edu by the 25th of each month.  See the TC Finance website for details on this process.

 

 

Has the process for Petty Cash reimbursements changed?

 

No, the process is the same.  However, the Petty Cash Form has been updated to include the new FOAPAL.  (see www.udmercy.edu/purchasing/forms for the new form).

 

Has the process for deposits changed?

 

No.  Until further notice, continue to use the APECS account number when making deposits. 

 

Has the process for payroll authorizations changed?

 

No.  Continue to use the APECS account number on payroll authorizations.  Information on July 1, 2008 “Go-Live” for the Human Resources module will be forthcoming.

 

 

Purchasing & Accounts Payable

 

How do I check the status of my document? 

 

Go to FOIDOCH and enter the document type (REQ, PO, INV, CHK) and the 8 character alpha-numeric document code (R######, P#######, I#######, A#######) then Next Block to populate the information. 

 

A status of A indicates the document has been approved.  If a status is not indicated, the document is still in process.  For example, if a purchase number has no status indicated it has not yet been completed and approved by the Purchasing Dept.

How can I check to see what Purchase Orders remain encumbered against my Organization?

Go to FGIOENC - Organizational Encumbrances List.

 

The form lists all of the open encumbrances for your particular ORGN CODE.

When will my Purchase Order be paid?

Has Accounts Payable received the vendor invoice?  Go to the Document History form (FOIDOCH) to find out if an internal invoice had been created.  

If an internal invoice has been created for payment against the PO it will be shown in the INVOICE block.  Go to FAIVNDH (Vendor Detail History) to find the date the invoice will be paid.

How do I see what has been paid to a particular vendor?

 

Go to FAIVNDH (Vendor Detail History).

 

Enter the vendor number (or query for the number). 

 

Next  Block. 

 

The resulting information shows the vendor invoice number, internal invoice  number, document indicators, invoice amount, due date, check date, and check number and invoice amount.

How much money do I have left on my PO?

Use form FGIENCD (detail encumbrance activity).

 

Enter the PO# and ,

 

Next Block to view details.

     How much money do I have left on all of the POs for my Organization?

Use form FGIOENC (Organizational Encumbrance List) for a summary listing of all the encumbrances for your organization.

 

For detail about a specific encumbrance, click on the encumbrance and, go to OPTIONS on the menu bar. 

 

Select Query Detail Encumbrance Activity (FGIENCD).

     How to I delete a requisition that I have started but have not completed?

If you have started a Requisition, but realize you don’t need it or want to start over, and are still in FPAREQN then: 

 

Return to the Requisition Entry:  Requestor/Delivery Information block by using the previous block function, or selecting the Requestor/Delivery Information tab. 

 

On the menu bar click on the “Record” menu and select “Remove”.  The message area (bottom left of form) should say “Press Delete record again to Delete this record”.

 

Go back to the top of the form, click on the “Record” menu and select “Remove”. 

 

You will now see a message “All Commodity and Accounting Records will be deleted”.  Click on OK.

 

That will delete the Requisition.

 

If you have placed the requisition “In Process” and realize you don’t need it or want to start over then:

 

Go to FPAREQN. Enter the requisition # you want to delete.  Next block.

Follow the “Record Remove” directions above.

           

How do I make changes to, or cancel a requisition that I have already completed but has not been approved or posted?

 

Check the status of the requisition by going to FOIDOCH. Enter REQ in the document type field and the requisition # in the document number field.

 

Next block.

 

If the requisition has been completed, but not approved and posted the status indicator for the requisition will be “C”.

 

If you are the initiator of the requisition go to FOADOCU (Document by User).  Enter the document type (REQ) and document # (R#######).  Click on the “deny document” icon (disapprove). 

 

At the bottom of the form you will see the message “Document R####### has been denied".  The requisition status will change from “complete” to “in process”. 

 

You can then follow the directions for deleting a requisition that has not been completed.

 

If you wish to make changes to the requisition, go to FPAREQN.  Enter the requisition number.  Next Block.  You can now make the necessary changes to the requisition and resubmit it for approval.

 

How do cancel a requisition that I have already completed and has been approved and posted?

 

Check the status of the requisition by going to FOIDOCH. Enter REQ in the document type field and the requisition # in the document number field.

 

Next block.

 

If the requisition has been approved the status indicator for the requisition will be “A”.

 

Go to FPARDEL (Requisition Cancel).  Enter the Requisition #.  Next Block.

 

Click on the Cancel Date tab or go to OPTIONS on the menu bar and select “Access Cancel Date”.

 

Enter the reason code.  OK.

 

Click on the “Make Cancellation Permanent” icon (process cancellation).

 

The requisition is now cancelled.

 

I entered a purchase requisition on FPAREQN and I noticed a  message at the bottom of the screen “insufficient budget for sequence 1, suspending transaction”.  What do I do?

 

The message indicates that there is insufficient budget in the FOAPAL to process the requisition.  At this point, you should STOP processing the requisition and in the Balancing/Completion block, select “In Process”.  This will place the requisition in an incomplete status.  Make a note of the requisition number. 

 

Your budget manager should then request a budget transfer by emailing the Budget Department with the request.  Once the transfer has been posted in Banner (usually within 1 day) , go back to FPAREQN, enter the requisition number, NEXT BLOCK, and select “Complete” in the Balancing/Completion block.  The requisition will now be sent to the approval queues.

 

NSF requisitions will be disapproved and returned to the requestor until an appropriate budget transfer has been made.

 

I need a blanket purchase order for my ORG.  How do I indicate that my purchase requisition is a blanket?

 

In the Comments field on the header block of FPAREQN indicate “blanket order”. 

 

Before completing the requisition,  go to OPTIONS on the menu bar and select Document Text (FOAPOXT).  Use the search arrow next to the Modify Clause field.  Select the BLANKET clause by double clicking on it or, using the “select” icon from the menu bar. 

 

To insert the clause into the TEXT block go to RECORD on the menu bar and select INSERT.  The TEXT block is now populated with the BLANKET clause. 

 

Enter the information for the FROM and TO dates and AUTHORIZED individuals.

 

Exit the form.  You will be returned to FPAREQN to complete the requisition.

 

See page 12 of the TitanConnect Purchasing manual for further information.

 

I need to purchase a capital asset (i.e. software, computer, other office or lab equipment, etc).  Is the process for creating a purchase requisition different?

 

Yes.  The requisition MUST be created using Commodity Level Accounting. 

 

In the header block on FPAREQN uncheck the Document Level Accounting box.

 

In the Commodity/Accounting Block one or more FOAPALs must be indicated for EACH commodity. 

 

An announcement regarding Commodity Level Accounting training is forthcoming.

 

What if my requisition has more than one commodity and, I want to charge them to more than one FOAPAL string?

 

You MUST choose Commodity Level Accounting.

 

In the header block on FPAREQN uncheck the Document Level Accounting box.

 

In the Commodity/Accounting Block one or more FOAPALs must be indicated for EACH commodity. 

 

If I have a requisition that was not approved because it needs more information or corrections, must I redo the requisition?

 

No.  Once a requisition has been disapproved it’s status changes from “complete” to “in process”. 

 

Go to FPAREQN.  Enter the requisition number; make the necessary changes; complete the Requisition.  The revised requisition will be submitted to the approval queues for reprocessing.

 

How do I check if my Vendor is already set up in TitanConnect? 

 

You may verify by performing a search in FTIIDEN. You can query on the Vendor name, or enter the existing APECS vendor number which begins with a “V”. 

 

     What if I don’t find the Vendor in TitanConnect?

 

Some vendors were not converted from APECS.  If you do not find the vendor name in FTIIDEN you must submit a REQUEST FOR VENDOR SET UP (form found on www.udmercy.edu/purchasing/forms) and a W-9 if not already on file with purchasing (www.udmercy.edu/purchasing/misc or www.udmercy.edu/enterprise/TCFinance ).

 

How do I submit a request for reimbursement, travel advance, or vendor payment in Banner?

 

Reimbursements, travel advances and vendor payments not requiring a purchase order are not processed on-line in TitanConnect.

 

The forms for these types of payments have been revised and are found at www.udmercy.edu/purchasing/forms or www.udmercy.edu/enterprise/TCFinance.  Once completed and properly authorized, the paper forms are sent to Accounts Payable for processing.

 

      How do I process a revision to my purchase order?

 

            Contact Tina Maitland 3-1005 for instructions regarding change orders (revisions).

          

            An announcement regarding training for processing change orders is forthcoming.               

 

Approvals

 

     What do I do if a document in my approval queue is NSF?

 

If the document is non-sufficient funds the NSF box on FOAUAPP form will be marked with a “Y”.

 

If you have been advised that the requesting organization has requested a budget transfer to correct the NSF status, approve the document otherwise, disapprove.

 

In the disapproval message box include the reason for the disapproval.

 

How do I find my requisition in the approval queue?

 

Go to FOAAINP.  Enter the requisition number.  NEXT BLOCK.  The queues that the requisition must pass through are listed.

 

How do I change the approval queue for my ORG?

 

Changes in approval queues must be authorized by the Dean or Director.  A written request should be sent to dantzelj@udmercy.edu.

 

What if an employee, who is in the approval queue for my ORG,   leaves the university? 

 

A written request to remove the employee from the approval queue should be sent to dantzelj@udmercy.edu

 

What if someone in the approval queue for my ORG is on vacation?

 

A back-up approver has been designated at each level in the approval queue for your ORG.  Contact dantzelj@udmercy.edu if you have any questions.

 

 

Budget

 

Where do I find my Budget Balance?

 

Budget Balances can be found using:

                                        

FGIBAVL-The result of a query on this form shows the most up to date budget balances for each expense category (at the pooled level) including unapproved and unposted documents generated against a particular FOAPAL.

 

FGIBDST & FGIBDSR- The results of queries on these forms show the budget balance for each revenue and expense account code for which there is activity for a particular FUND/ORG combination.  The balances on these forms include only approved and posted documents generated against a particular FOAPAL. 

 

Uncheck the “Include Revenue” box to see the total available balance for you’re a particular FUND/ORG combination.

 

Where do I find transaction detail?

 

Go to FGITRND. 

Select query parameters (Fund, Org, Acct, Prog) 

Next Block. 

Execute Query.

 

How do I find the fund balance of my restricted account?

   

      Go to FGITBSR.

      

      Enter the 6 digit fund number.

 

      Next Block.

 

      The fund's balance is shown at the bottom of the form.  If the balance is denoted with

      a "D", the fund  is in deficit.

 

       If a current balance is shown for account code 3042 (Encumbrance Control),  the

       Current Fund Balance shown at the bottom of the form must be reduced by the dollar

       amount shown for account code 3042.

       

Will I be able to enter my own budget transfers?

 

At this point budget transfers will be handled centrally by the Budget Office.  Requests for budget transfers should be submitted via email to matlasba@udmercy.edu or wilsonhs@udmercy.edu.