Download Document

How do I administer a site using the OCS Ledger system?

Answer:

This document demonstrates the capability of OCS Administrators (referred to as OCS Admin users) who have been granted “Site Access” privileges.  From the “Site Budget Management “ section, these users can do the following:

• Add/modify ledger data for each site.

• Allocate budgets to various site ledgers

• Assign users to site and then ledgers.  Allocate a portion of ledger values to each user.

• Transfer transactions to other users and ledgers

• Manage the transactions that exist within each site

• Place or remove locks on user accounts or to entire site.

Note:  OCS Admins with site access will only see sites that they have been assigned. 

Add/Change/Remove Ledger

The window that appears in Figure 1 requires that the user select a site.  The site selected will determine which ledgers can be modified or removed. 

The window in Figure 1 will be displayed when accessing other functions within the Site Budget Management.  This screen usually demands that the user select a site that is pertinent to the task they are attempting to accomplish.

The user will have to click on the selected site to proceed to the next window. 

Here user can accomplish the following tasks:

• Create a ledger - enter the ledger information and click the “Add” button.

• Modify a ledger - Select an existing ledger, make necessary changes to the fields, and click “Change.”

• Remove a ledger - Select an existing ledger, and click the “Remove” button.

Apply Budgets to Ledgers

When accessing this function, the OCS Admin user will be shown a screen similar to Figure 1 prompting them to select a site. 

A list of ledgers or projects registered under the site will appear.  Pertinent information such as budget amount, allocated amount, and what actually has been expensed will also be shown.

• To assign or change a ledger budget - Select the ledger from the list, enter the budget value, and click the “Change” button.
   

• To a remove a ledger - Select the ledger from the list and click the “Remove” button. 

• To clear all ledger budgets – Click the “Zero Budgets” button. 

Account Query / Assign Ledgers

When accessing this function, the OCS Admin user will be shown a screen similar to Figure 1, prompting them to select a site.  A list of users for the selected site will then be displayed. 

Create New User

To create an account that will be allocated a portion of the budget, enter the account information and click “Create This Account”. 

Assign / Show User - Sites

The ability to assign a specific user to a site is achieved through this window.

Add/Edit/View User's Ledgers

Select an account from the list and click “Add/Edit/View User’s Ledgers”.  The list of available ledgers and relevant information is displayed in the upper window  

Double click on the ledger to assign it to the user. A prompt to enter the budget for the user will then appear. 

Edit User Data

This option will modify the account information for a specific user.  This is done by selecting a user from the list, and clicking “Edit User Data.” 

Transfer Transactions

When accessing this function, the OCS Admin user will be shown a screen similar to Figure 1 prompting them to select a site.  This function gives the OCS Admin user the ability to move transactions from one user and ledger, to another. 

How to Transfer Transactions

1. Enter the transaction number and click the “List these Transactions” button.

2. Select the transaction, by clicking, from the list of transactions that appear.

3. Select the new user, by clicking, from the list of users.

4. Select the new ledger, by clicking, from the list of ledgers.

Lock or Unlock Users

When accessing this function, the OCS Admin user will be shown a screen similar to Figure 1 prompting them to select a site.  After the site has been selected, a window displaying user’s account information will appear. 

From this window, the OCS Administrator has the ability to do the following:

1. Lock/Unlock a user – Click to select an account from the list and then click “Lock or Unlock This Account”

2. Lock an entire site – Click the button “Lock Whole Site”

3. Unlock an entire site – Click the button “Unlock Whole Site”

Manage User Transactions

After the account information is entered click the “OK” button.  A list of ledgers assigned to this user will appear along with other data. 

The OCS Admin user is required to click on the ledger when prompted.  The next window that appears will display all the transactions for the user. 

To reverse a transaction, the user has to double click the desired row.  This will select the desired transaction to be reversed and prompt the user for confirmation.

Reports

Summary by Ledger

The OCS Admin user will be prompted to select the site.

Per Ledger Per User

The OCS Admin user will be prompted to select the site.

For User Per Ledger

The OCS Admin user will be prompted to select the site.  A list of users for this site will then be displayed. 

A user must be selected, followed by the clicking “Print the details per ledger” button.

Per Ledger Detail

The OCS Admin user will be prompted to select the site.  Following this action, a list of ledgers site will then be displayed  

A ledger must be selected, followed by the clicking of the “Print transactions for this ledger” button.

Time Period Reports

The OCS Admin user will be prompted to select the site.