A menu option has been added to Connect@MtA. This new option allows you to obtain information from “Colleague”, Mount Allison’s financial accounting system, regarding the budgets for which you are responsible and is replacing what is now commonly referred to as Online Access or “Websis”. Now, you will be able to see a summary of all your accounts and then quickly “drill down” into the details of the actual expenses that have been charged against your budget(s), including details of purchase orders. If you are responsible for many cost centres, you can create and save a report showing different combinations of accounts. Below we have created a set of instructions to help you use this new feature, complete with screen shots. If you encounter any issues or get any error messages, please notify us in financial services so we can address them.
To log into Connect
1. Go to Mount Allison’s website www.mta.ca
2. Click on connect@MTA
3. Click Log In
This will bring you to the Connect Log In screen
4. Log in with your user name and password
5. Click on Connect for Employees
These new menu options are available to users in Connect under financial information:
• Budget Selection
• Budget Summary
• Budgeted - Displays the total amount budgeted for this GL account number for the selected fiscal year.
• Requisitioned - Displays the total amount currently requisitioned using the online requisition system for this GL account number for the selected fiscal year but for which purchase orders have not yet been issued
• Encumbered - Displays the total amount currently encumbered for this GL account number for the selected fiscal year. This amount comes from purchase orders and blanket purchase orders.
• Actual - Displays the total amount of current actual activity for this GL account number for the selected fiscal year. This amount comes from actual transactions, such as vouchers paid by cheque, P-card purchases, journal entries, payroll, etc.
• Funds Available - Displays the available funds remaining for each GL account number and each budget pool. This amount is calculated by subtracting requisitions, encumbrances, and actual activity from the budget amount.
Use the Budget Selection web form to define the selection criteria you want to use to display GL account numbers in the Budget Summary.
You can select GL components (Fund, Function, Cost Centre, Object) for any years available from the drop down menu. You can also select the GL components that you want to use to sort and subtotal the selected account data.
You can change the selection criteria on the Budget Selection web form at any time to change your GL account selection. However, you cannot view any GL accounts in Budget Summary that are outside the scope of your GL account access security setup in Colleague.
When you click Submit, it opens the Budget Summary web form, which displays financial information for the accounts you selected.
Scroll through the information, as desired, and click on blue links to view data details.
Click on "CLOSE WINDOW" to go back to previous screen.
Saving Your Selection Criteria
When you save the selection criteria, the next time you enter the Budget Selection form, your chosen Sort, Subtotal criteria, Fiscal Year, and Actuals Date range is displayed for you. To save your GL Component Selection (your report), select the Save GL Component Selection.
If you bypass the Budget Selection web form and access the Budget Summary web form directly, it will use your saved criteria to display your selected list of GL accounts. If you do not save your GL component Selection criteria, this field will be cleared each time you access the Budget Selection web form.
If you do not specify any selection criteria, it will automatically select all of the GL accounts to which you have GL account access for the current fiscal year, and uses the Fund and Cost Centre components defined in your account structure to sort and subtotal the displayed accounts.
Remove Saved GL Component Selection
Select the Remove Saved GL Component Selection check box to remove your GL selection settings.
Defining an Actuals Date Range
You can define a timeframe within the selected fiscal year for which you want to view actuals activity for your selected GL accounts. Use the Actuals Date Range fields on the Budget Selection web form to define this timeframe.
When you submit your budget selection criteria, it opens the Budget Summary web form. The dollar amounts in the Actual field reflect the total actuals activity for each GL account number for the entire selected fiscal year. However, when you click on an Actual amount to view the detail, it opens the Actuals web form, which displays the actuals activity only for the timeframe you defined on the Budget Selection web form. If you did not define an Actuals Date Range, then the Actuals web form displays actuals activity for the entire selected fiscal year.
GL Component Selection
Enter the specific GL components for the accounts that you want to display. The major components defined in your account structure will be displayed. The default is blank, which means that it will select all GL account components for the selected fiscal year to which you have GL account security access.
Save GL Component Selection
Check this field to save your current GL Component Selection criteria. Your most recently saved GL Component selection criteria is displayed each time you access the Budget Selection web form.
Select up to three components by which you want to subtotal your selected account data. The default is the Fund and Cost Centre component types.
This field contains a list of all fiscal years currently available on your system. Select the fiscal year for the GL accounts that you want to view. The default is the current fiscal year.
Enter the starting date for which you want to view Actuals activity for your selected GL account numbers. This date must fall within the selected fiscal year.
Enter the ending date for which you want to view Actuals activity for your selected GL account numbers. This date must fall within the selected fiscal year.