Contents

Request a nominal

Caroline Buckland Updated by Caroline Buckland

BPM Start Process Overview

Login to MyWorkplace and navigate to your desk. 

Locate the Finance requests applet, this will give you a summary on any previous requests, click arrow and select My Process to view more details.  

A summary of your processes is listed with the process name, description, Status and date. The filter can also be used to search against any of the fields. Use the X to close the window.

Create a Nominal Code

Locate the Finance Request applet and click on the New button. 

The following screen will be displayed – select Request a Nominal Code.

The following screen is displayed, this will open in a separate web browser. Read the info tab before moving to the next step.

Click on the Next button to move the Primary Details tab.  

Enter all fields marked with a red Asterix. 

  • Firstly, select a code type – Balance Sheet or Profit and Loss code. 
  • Select the posting type, only debit postings allowed, only credit postings allowed or both debit and credits allowed.  A warning will be displayed to the user if debit only or credit only is selected, and they use the code for the incorrect entry whilst in Data Entry. 
  • Enter a description for the code.
  • Select a predefined Group and Category that is relevant to the nominal code you are creating. 
  • Valid dates from and to dates for when the code can be used are optional, if entered the code can only be used in the defined dates during data entry. 
  • Enter some text in justification box if applicable. 
  • The requester name and email will default for your user.  

A file can be attached to support your request, click the Choose a file.. button.  Locate your file and click on open to attach the document. 

When ready enter Yes in the Happy to Submit field and click on the Finish button.  

A message will be displayed.

The window can now be closed. 

The approver will receive an email. 

Save as Draft

The form can be saved as Draft at any point during the creation, the form will not be submitted for approval.

Enter a name and click on the Save button.

A message is received to indicate the draft is saved. 

To access the drafts, select the Request a Nominal Code option from the applet and select Load from draft. 

You then select the Load from draft button.

Select from the dropdown menu the correct draft to load.

Then select the Load button.

Complete all fields as explained above and click on the Finish button.

A message will be displayed to indicate the request has gone for approval.

Approval

Approval of the request can be via the email by clicking the link.

Email link – click on the link to view the approval task.

Click on Claim to allow the approval. Tasks can always be unclaimed if claimed incorrectly.

A message is displayed to say the task has been claimed.

Check all the tabs and the information is correct.  You will need to enter a Nominal code; this should be in line with coding policy within your organisation.  The current codes will be displayed in a drop down to help you. View which codes already exist, then enter a unique code for this nominal account. Using an existing code will fail to post into Financials.

Check the Relationships and Posting Details tab.

Make sure the posting relationships are set correctly.

The relationship could be set to automatic in which case any valid management code can be used with the nominal.  A manual setting would require a list of valid management codes to be set up in the Chart of Accounts.  A blank setting signifies that this management code may not be used where the segment relationship is blank.

Once complete the Nominal Code Request can be approved. Access teh Info tab and enter a comment in the Happy to Approve box on the Info tab and enter Yes in the Happy to Approve box, then click on the APPROVE button. 

A message will display to say the approval was successful.

An email is sent to the requester to confirm the approval.    

Reject a Request

To reject a nominal code, enter the rejection comments then click on Reject, and enter No in the Happy to Approve box.

A message is displayed to say the task is complete.

An email will be sent to the requester.

Either click the email link or locate the task in task manager.

Make any requested changes and you can then Re-submit, or select Cancel to cancel the request.

The nominal request will go back through the approval route.

Clicking on the Cancel button will end the process and the form will no longer be in use, the following message will be displayed.

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