Serial Number Options

Configuring Serial Number Options 1.0

Supplemental Job Aid

Date: 07/16/2014

Target Audience: Department LD Maintainer

Purpose: This Supplemental Job Aid provides steps to create and maintain Serial Number Options.

Configuring Serial Number Options: Certain types of payments are issued from “Blanket” Position Numbers. These include payments for temporary help. Payments issued from “Blanket” Position Numbers are recorded in the General Ledger with an “Account” and “Alternate Account” that is specific to the “Serial Number” segment of the “Position Number” (the last three digits). “Serial Number Options” provides the ability to configure the specific “Account” and “Alternate Account” values for each “Blanket Serial Number”. Step 1: Navigate to the Serial Number Options page

 Navigate to Set Up Financials/Supply Chain  Product Related  Labor Distribution  Serial Number Options

FI$Cal.166 - Configuring Serial Number Options 1.0 Updated 07/16/2014 Page 1 of 6 Step 2: Choose the Serial Number to configure by (a) finding an existing value, or (b) adding a new value:

a) Finding an existing value:  The “Find an Existing Value” tab is selected by default, allowing the configuration of an existing “Serial Number” to be updated

FI$Cal.166 - Configuring Serial Number Options 1.0 Updated 07/16/2014 Page 2 of 6  The SetID is required and may be entered or selected by using the SetID look up icon  Click on the Search button to view a list of existing Serial Numbers for the entered SetID

 Select the value in the Serial Number field that requires updating. In this example, select “903”

FI$Cal.166 - Configuring Serial Number Options 1.0 Updated 07/16/2014 Page 3 of 6 b) Adding a new value:

 Select the Add a New Value tab

 The SetID is required and may be entered or selected by using the Set ID look up icon  Enter the new three-digit Serial Number  Click the Add button to proceed to the Serial Number Options page

FI$Cal.166 - Configuring Serial Number Options 1.0 Updated 07/16/2014 Page 4 of 6 Step 3: Include or correct history.  A “Serial Number” may have configuration entries with more than one “Effective Date”. The “Effective Date” identifies the day that an entry will begin being used by Labor Distribution if appropriate for the pay period in the payroll record. There can be multiple “Effective Date” entries for a “Serial Number”. “Labor Distribution” uses the pay period in each payroll record to find the applicable “Effective Date”.  In order to view all records for a Serial Number: o Click on the Include History button o Click on the First and Last arrow icons to move between records o Click on the + and – icons to add or delete entries for the Serial Number  To change the values in an existing record, click on the Correct History button

FI$Cal.166 - Configuring Serial Number Options 1.0 Updated 07/16/2014 Page 5 of 6 Step 4: Enter field values  When adding a new record, the “Effective Date” defaults to the current date. If needed, change it to the date that the entry being configured should be recognized. NOTE: There cannot be two entries for a “Serial Number” with the same date

 Status defaults to “Active,” but may be changed to “Inactive” if it is to be ignored during its effective period  Description is required and is used to define the “Serial Number” options record  Account is required. It may be entered or selected by using the Account look up icon  Alternate Account is required. It may be entered or selected by using the Alternate Account look up icon

Step 6: When finished entering values, click the Save button to save the changes. NOTE: If the page is exited without saving, the edits will be lost.

FI$Cal.166 - Configuring Serial Number Options 1.0 Updated 07/16/2014 Page 6 of 6