finance and administration
systems & Procedures

SmartStream How To's

 
Find if UDAK is valid
Find PO# using RQ#
Open Purchase Order using PO#
Find Account Balance using UDAK
Perform a filter on the Posted Journal Balance List
Open Invoice using Invoice #
Find Invoice by PO#, DV#, TR#, Release#, RQ# (Direct Pays)

Find Invoice by RQ# (Requisitions with associated PO)
SmartStream Tools
Subscribe to Users Email Group
Hourglassing
Print Screen error messages
System Refresh message

Find if UDAK is valid
  • In Chart of Accounts Activity Window
  • Type in full UDAK (tabbing between fields)
Find all valid UDAKs for a Project
  • In Chart of Accounts Activity Window
  • Click the Open button
  • From drop down fields:
    • Field = “Project”
    • Operator = “is equal to”
    • Value = Project #
  • Click the Search button
  • All valid UDAK(s) containing criteria will be returned
 
Find PO# using RQ#
  • In Main View of Requisition Window
  • Select your Site ID: MUSC or MUHA
  • Type RQ# or HRQ# in “Requisition“ field
  • Press “Tab” key
  • Click “Actions” button
  • Select View Attached Purchase Orders
    OR
  • In Main View of the Purchase Order Window
  • Click the Open button
  • From drop down fields:
    • Field = “Customer”
    • Operator = “is equal to” or “contains”
    • Value = Requisition # (RQ# or HRQ#)
  • Click the Search button
  • Open desired Purchase Order by double clicking the line

Open Purchase Order using PO#

  • In Main View of the Purchase Order Window
  • Select the Site
  • Type PO# or HPO# in “Purchase Order” field
  • Press TAB key
Find the Account Balance and Posted Journal Balance List
  • In the Account Balance List Window
  • Type in UDAK information (tabbing between fields)
  • Enter Fiscal Year
  • Select the Amount Class Type from the drop down list(Use Actual unless looking at account 50000 Budfund)
  • Double click the period (month) to view all the postings. The Posted Journal Balance List opens.
Perform a filter on the Posted Journal Balance List 
  • Open Desired period balance
  • Click “Filter” button
  • Select desired filter criteria from drop-down:
    • Field (i.e. Transaction Amount, Date, etc.)
    • Operator (i.e. equals, less than, etc.)
    • Type in Value
  • Click on ADD
  • Click on FILTER
Open Invoice using Invoice # 
  • In Main View of the Invoice Window
  • Type Invoice # in “Invoice Number” field
  • Click the Open button
  • Click the Search button
  • Open desired Invoice by double clicking the row
Find Invoice by
PO#, TR#, DV#, Release#, RQ#(direct pays ONLY) 
  • In Main View of the Invoice Window
  • Click the Open button
  • From drop down fields:
    • Field = “Payment Request Voucher Number”
    • Operator = “is equal to” or “starts with”
    • Value = RQ#, TR#, DV#, or Release#
  • Click Search.
  • Open desired Invoice by double clicking the row
Find Invoice by RQ# (Requisitions with associated PO) 
  • Open Purchase Order Activity Window
  • Find PO# using RQ#
  • Click the Actions button
  • Select Review, Matched Invoices
  • Highlight Invoice to review
  • Click on “Zoom” to Invoice
SmartStream Tools 
  • MUSC Financial Reports Online Application: Includes Available Balance, Month End reports, Procurement reports, Fixed Asset Report
  • Web Based Financial Applications: Including SmartStream, MSAccess97, Available Balance, Financial Reports, InfoSpan.
  • Find the tutorial on the SmartStream Web Page.
Subscribe to SmartStream Users Email Group
Send an Email to finstream-users-request@musc.edu with no subject and in the message area type: subscribe youremailid@musc.edu
“Hourglassing” 
  • Wait a minimum 10 minutes before reacting.
  • If you are NOT entering into SmartStream you 'end task' and restart.
  • If you are entering a document, call the Helpdesk.
Error message screen print 
  • Print screen using following steps:
  • Press “Print Screen” key on keyboard (to the right of F12 key)
  • Open available word processor (MS Word or WordPerfect)
  • Paste captured screen into document and save as a file that can be retrieved later.
  • Notify Helpdesk
  • If you cannot capture the error message with a printscreen, then copy the message in full to paper.
System Refresh message- May appear when logging in after system update
  • Select “OK”
  • Wait for system to update. This could take up to 10 minutes.
 

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