Basis website: http://basis.uark.edu/ HOW TO GUIDE FOR
REVIEWING TRANSACTIONS IN WEBBASIS AND 3270 BASIS
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TARGET (TRANSACTION APPROVAL-REVIEW GATEWAY VIA ELECTRONIC
TRANSMISSION) THIS IS THE ELECTRONIC PROCESS UTILIZED BY BASIS FOR
REVIEWERS TO APPROVE, DISAPPROVE OR HOLD TRANSACTIONS THAT HAVE
BEEN SUBMITTED FOR APPROVAL.
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Desk Represents your job duties within BASIS Application access
privileges TARGET routing Review Groups A desk is assigned to a
review group Multiple desks may be assigned to the same review
group Review Levels Lower levels usually denote an administrative
assistant review Sequence of when pending transactions are
displayed on the reviewers list Material vs. Immaterial Material
transactions must be approved by the primary reviewer or his/her
alternate Immaterial transactions may be reviewed by the reviewers
designated proxy Approve or Reject? Display the transaction to be
reviewed Evaluate the transaction information Electronic Signature
Whether you approve or reject a transaction, the system records
your electronic signature Transaction represents a request for a
specific and independent activity to be performed within BASIS. To
add, update, or delete information.
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Did you know that you can receive email notifications when you
have transactions that require your approval? You can even
designate how often during the day you want to receive
notifications. You will only receive an email if you have
transactions to review,
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Log into webBASIS via the Administrator Login and follow these
steps: First click on the Administrator Menu
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Now select the TARGET Menu
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Now select: E-mail Notices of Pending Txns
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Notification Option Select summary or detail notices
Notification Times Select desired times to receive an email
Optionally You may receive information regarding pending
transactions for up to three other desk ids. Click on Validate,
then click on Save
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How to find pending TARGET Transactions in webBASIS
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Once you have selected the TARGET Menu you will then select
TARGET Transactions
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Enter your Desk ID or the primary reviewers desk (if acting as
an alternate reviewer) and click New Search
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Types of TARGET Transactions
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AIMS - Asset Inventory Management System All TARGET
transactions in AIMS are available in webBASIS for your review and
approval. ABRL (Asset BU, Responsible Employee, and Location) PAID
(Primary capital Asset IDentifiers) SPBA (Surplus Pickup Batch
Approval
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Previous values are highlighted and underneath the requested
change values Reviewer Desk with Level. Transaction Action
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Listing of surplus assets
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GJIM - General Journal Interface Module All TARGET transactions
in GJIM are available in webBASIS for your review and approval.
ETTP (Expenditure Transfer TARGET Processing) FTTP (Funds Transfer
TARGET Processing) IITP (Interdepartmental Invoice TARGET
Processing)
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HRLY-TS Hourly Time Sheets All TARGET transactions for HRLY-TS
are available in webBASIS for your review and approval. HTA (Hourly
Time Approval) WR (Wage Rate)
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Additional information available
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More detail available for each employee
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Types of Transactions (cont) LABOR Labor Distribution PD
(Payroll Distribution) web approval available LEAVE Leave
Accounting OTA (Overtime Approval)-web approval available PAYROLL
SUMT (Summer Teaching)-web approval available XPAY (Extra Pay)-web
approval available PSB Position System/ Budget AFF (Affiliate
privileges)-web approval available DIST (Distribution change) GATW
(Graduate Assistant Tuition Waiver) PACT (Personnel Action)-web
approval available UPS University Procurement System IPO (Internal
Purchase Order) web approval available PA (Procurement
Authorization) PAPC (PA Pre-approved Cost centers)-web approval
available PODT (Purchase Order Distribution change) POHT (Purchase
Order Header change) POIT (Purchase Order Item change)-web approval
available POLA (PO Line Add) REQT (Requisition) web approval
available TA (Travel Authorization) TCT (Travel Claim TARGET) web
approval available TRPO (Travel Related PO) UPAY (University
Payment)
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How to Approve or Reject Transactions via the web
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Approve, Hold, or Reject
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Your Profile Press PF6 to modify your profile
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User Profile Screen Press PF6 to modify your profile using the
default setting.
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Finding Transactions awaiting your Review When logging into
BASIS, system displays pending transactions for your desk
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Finding Transactions awaiting your Review Select AIMS
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Action: Review Your cursor will be located in the Status field.
A Approve D - Disapprove Request to change asset location from the
green highlighted information to the new room information. Press
PF10 to save. Automatically logged into AIMS with first transaction
displayed with action of R for review.
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System will present next transaction for your review or give
you this message indicating that youre finished.
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Request to update the location of the asset. Previous location
highlighted in green to the new room location. Press PF10 to save
your approval or rejection. Transaction Information Action: U
(Update) Entered: date entered By: initiator of the transaction
Status: where you enter Approve or Disapprove
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Transaction Information for TA (Travel Authorization)
Transaction Information Action: S (Submit) Entered: date entered
By: requestor C indicates a Comment Status: P (Pending) (With
Action of Review, the Status box will be blank for your approval or
rejection.) Press PF11 to view Options Function keys display
additional information.
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Options Box View reviewer activity and transaction
comments
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Reviewer Activity Date and time of review with user id and name
of reviewer #/$ Column indicates if the review was performed by a
proxy or alternate
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Transaction Comment Transaction Comments may be entered at
anytime by anyone. If you need more information about the
transaction, having the appropriate person to add a comment or an
additional comment is a good method for documenting the purpose of
the request.
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Updated Transaction for a TA Action: U (update) Before
(previous value highlighted in green) and After (the new value
requested)
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PACT Transaction Information Reason for the requested
transaction Changing positions from position to new position
Pressing PF4 (DCode) will display cost center distribution.
Material Transaction
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Action of D (Delete) Occasionally users are required to delete
a future or a same dated reason code. This normally occurs when a
change has been made to the position record and another change to
the Position is processed which would affect the way the pay is
calculated. In order for the pay to be correct the changes must be
processed in sequential order
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Transaction Comment
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Approving a transaction PD Payroll Distribution This request is
to change the cost center distribution for this payroll
distribution. For additional information, press PF4 Dcode. For cost
center percentage information, press PF6 Pct.
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PF4 - Decode information
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PF6 Cost Center Percent Distribution
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Enter Approve in the Status field And press Enter. System
prompts you to press PF10 to save your review.
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Rejecting or Holding Transactions To reject a transaction enter
a status of D (Disapprove) and press PF10 (save). If the
transaction is no longer valid, you will be required to enter a
status of I (Invalid at the time of review). To hold a transaction
enter a status of H (Hold) and press PF10 (save). The system
requires you to enter a comment for any of these statuses. If
disapproved, the requestor will be notified with your comment on
the BASIS log on screen.
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Proxy Proxy is our process for allowing a pre-defined user to
approve transactions on behalf of the reviewer. PROX is the
function to establish a proxy authorization for your desk.
Financial Affairs must approve the proxy before it is established.
A proxy must be established for each BASIS application.
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ARRP (Assume Review Responsibility via Proxy) Enter the desk
that you have been established as proxy or press PF1 (Help) for a
list of desks for which you can act as proxy. Press PF10 to act as
proxy
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To Assume Proxy in webBASIS select Change Desk or Assume
Proxy
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Enter the Reviewer Desk of click for search criteria.
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After entering a Desk, click on Validate. If your proxy is
valid, click on Save.
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Finding Transactions for other Desk IDs If you are designated
as an alternate reviewer, you will have to find pending
transactions by using the primary reviewers desk. Adding the
primary reviewers desk to your email notification will alert you to
pending transactions for that desk. You may also use the web
transaction list to find pending transactions for the primary
reviewers desk. You may use LATP (while in any BASIS application).
Change the reviewer desk to the primary reviewers desk, then select
a transaction to review.
