Work in Progress

Drawing from Authentication User Manual

https://utexas.app.box.com/s/rlyzq78yefkez9oen19x6eflpqxgw0va

Per Emily, some of it is outdated with the scripts for new users

Lorem ipsum.

How to Add a Department (own page. add further/refine further)

In order for a user to have access to submit invoices, IDT bills, or letter bills, or to have permission to search as a credit or debit department, that user's department must be on to the Department list.

Onboarding of a department is a manual entry of Department Name and Unit Code via the Django Admin. This list of departments is also utilized to update users in the Billing accounts to allow them to utilize the search page.

BFS Admin Supervisors access the Django Admin via the Admin tab on the Tracker home page. The list of departments should include all invoice submittal, billing credit and debit departments. (need to clarify this list)

Before adding a new department, begin by searching to see if the Department and Unit Code already exist. If they do not, follow these steps.

1. Under Core, select Departments.
2. Select Add Department +
3. Enter Department Name. This name displays on all invoice submittals department drop-down fields. (Emily, can we clarify this?)
4. Enter Department Unit Code.
5. Select Active. 
6. Save.

Caution: When editing or inactivating departments, take into consideration invoices in progress and historical data. (Can we say what happens to those, or what to do to avoid problems with them?)

Inactivated departments no longer display on the Invoice Submittal department drop-down list when creating or editing invoices. An inactivated department's Billing Accounts will remain active until manually inactivated.

To edit or inactivate a department:

1. Under Core, select Departments.
2. Select or Search for the department. (redundant?)
   
3. Make desired edits to Name or Active status. No other fields are editable.
4. Save.

How Do Users Get Access to BFS Tracker? (make sure its all explained in Managing Users; then cut)

Every employee of an onboarded department is automatically assigned access to Invoice Submittals for their primary department after the employee logs in to Tracker for the first time. Once fully registered, the employee also has the ability to search Invoice Submittals. New or student employees may not have immediate access until the new employee’s department assignment has been updated in Workday or the student employee has been added/assigned the appropriate department in the Django Admin Users Department.

IDT Billing and/or Letter Bill access to view and/or submit is based on a user’s primary department. A user is added to the user list when they attempt to access Tracker for the first time. In addition, their department must be in the Department list and an Account with the same Department and Unit Code must exist.

Billing users will not have access and are not updated until several scripts have run to update department, account, and user information. If a user needs access to submit IDT and/or Letter bills for a department(s), Billing Credit must be assigned. When onboarding new billing users and/or departments, allow approximately 2–3 weeks for all scripts to update  See additional details about scripts, below.

How to Manage Billing Accounts

 I think this is the only required part

If you are an Admin Supervisor, you can manually add Billing Credit Accounts via the Django Admin. Navigate to that page by selecting the Admin tab on your Tracker Home page.

On the Django Admin page, follow these steps to add Credit Accounts:

1. Under Billing select Accounts.
2. Search via Account Name, Number, or any column name to confirm that the Credit Account you would like to add does not already exist.
3. If a Credit Account needs to be added:
   1. In the top right of the screen, select Add Accounts +
      
   2. Enter the Account Number, Name, and Purpose.
   3. Select Active and Is Credit Account.
   4. Enter Department Contact EID, CV3, Credit and Debit Object Code.
   5. Save.

Debit Departments are automatically added to the Accounts table when a Debit department IDT Account is billed via the Submit New IDT bill submissions.

What Scripts Run, on What Schedule, and What Do They Update? (Ok to change "we" to "the system" (~10 instances-yes)) This content can be moved to the Automated tasks page

Core

• Define Update

  • Checks all invoices. If the invoice has a DEFINE Document ID, we get the check date, check number, and approval date from DEFINE.

  • For payment invoices, if there is a check date and number, we check for an approval date. If there is an approval date and the invoice has not been set as approved yet, we set it as approved. The invoice must have met all three criteria to be moved to approved. The invoice is then updated with the check date, check number, and approval date.

  • If the invoice is a non-payment type (Encumbrance, FBL, Deposits, Business Contracts, IDT Corrections, Contracts), we only check for an approval date before updating to approved. All but IDT Corrections also have a manual approval.

  • In PROD (the Production environment) - Runs Monday-Friday at 1:00 AM.

• Manage Employees

  • Removes Staff status for terminated employees and adds Staff status for new employees. If the employee is no longer at the University or no longer part of a department in the table, the employee is deactivated. Otherwise, if we find a department for the employee, they are activated with Staff status. This script also updates the employee’s primary department.

  • In PROD - Runs Saturday at 2:00 AM.

• Cancel Rejected Requests

  • Cancels all rejected invoices after 45 days by updating their status to cancelled.

  • In PROD - Runs Monday-Friday at 12:00 AM.

Invoice

• Expired Business Contracts

  • Sets any business contract not already expired, cancelled, rejected, or in review to expired if the expiration date is before or equal to today's date.

  • In PROD - Runs Monday 8:00 PM.

• Warning Business Contracts

  • Sends a warning email when a Business Contract is within 60 days of expiring of when the script runs. Runs weekly, so it emails about any business contracts that hit the 60-day warning period in that week. Excludes expired contracts or contracts in review/rejected/cancelled status.

  • In PROD - Runs Monday 8:00 PM.

Billing

• Process Accounts

  • Checks if an account is active/inactive and then updates the Unit Code/Subunit Code if active. We get this information from IQ. If an account is inactive in IQ, we set it to inactive and add it to an email that goes out to the admins. If an account is active, we update the Unit Code and/or Subunit Code. Modified date is recorded for both.

  • Should run before Billing Auth.

  • In PROD – Runs Sunday at 1:00 AM.

• Billing Auth - Manage Billing Users

  • Adds users to active accounts based on their Unit Codes/Subunit Codes. If an account does not have a Unit Code/Subunit Code, no users can be added to it. We look at both the department assigned to the user based on their main department and any departments assigned to them through Additional Billing Departments.

  • Should run after Process Accounts.

  • In PROD - Runs Sunday at 2:00 AM.

• Process Bills

  • Bills with a status of 'Submitted' will be added to a dataset sent to the Mainframe for processing in DEFINE.

  • Currently in PROD - Runs Sunday at 1:00 AM.