Work Instruction: Change User Privileges in OneStop
June 2011
Financial Services
Work Instruction: Change User Privileges in OneStop
Page 1 of 4
Financial Services
WORK INSTRUCTION: CHANGE USER PRIVILEGES IN
ONESTOP
FINANCIAL SERVICES ONLY
Responsible Position:
Manager, Financial Operations
Approved by:
Director Financial Services
______________________________________________________________________________
Table of Contents
1.
1.1
1.2
OVERVIEW .....................................................................................................................3
PURPOSE ................................................................................................................................ 3
COVERAGE .............................................................................................................................. 3
2.
CHANGING USER PRIVILEGES FOR REFUNDS ...................................................................3
3.
RELEVANT GUIDELINE ....................................................................................................4
4.
OTHER RELATED DOCUMENTS ........................................................................................4
4.1
4.2
4.3
4.4
2.
POLICIES ................................................................................................................................. 4
PROCEDURES AND GUIDES ......................................................................................................... 4
FORMS ................................................................................................................................... 4
LINKS...................................................................................................................................... 4
ABOUT THIS DOCUMENT ................................................................................................4
Financial Services
Work Instruction: Change User Privileges in OneStop
Page 2 of 4
1.
Overview
1.1
Purpose
This document covers the process for changing user privileges in OneStop, where cashiers are
required to do refunds. This document provides the steps for Revenue Officers to change user
privileges in OneStop to enable this function.
This document needs to be considered in conjunction with any other University policies,
procedures and guidelines.
1.2
Coverage
This Work Instruction applies to Financial Services Revenue Staff Only.
2.
Changing User Privileges for Refunds
2.1
Request an email and any supporting documentation from the cashier detailing why they
need to process a refund.
Look-up the relevant details in OneStop and confirm the refund is legitimate.
Once confirmed, forward the email on to be authorised by either The Manager Financial
Operations or the Co-Ordinator Financial Operations.
Once approved, open OneStop and from the main toolbar open the 'Setup' menu and
select 'Access Security'.
If the User ID is unknown, press [F1] and find the relevant cashier and double click to
select. Select 'OK'.
From the menu on the left hand side select 'Privileges' and find 'Cannot apply Void
Previous function to Old Transactions' and 'Cannot apply Refunds during the cashiering
process'.
Note: These settings should already by highlighted in dark blue.
Click on the lines to un-highlight the settings and select 'OK'.
Notify the cashier via email to close OneStop and reopen to complete the refund. Request
that they notify you once the refund has been completed.
Note: If the cashier is unsure how to process a refund, either email the below instructions
or walk them through the process over the phone:
2. 2
2.3
2.4.
2.5
2.6
2.7
2.8
2.8.1
2.8.2
2.8.3
2.8.4
2.8.5
2.8.6
2.8.7
2.8.8
2.8.9
From the main toolbar select the 'Reg' button
Select the 'Correct' [F12] button from the bottom toolbar
Select the 'V.Prev' [F5] button from the bottom toolbar
Tick the 'Void Older Transactions' box
Enter the receipt number to be refunded
Click in the 'Reason' field and press [F1] and select a reason (by double clicking)
Select 'OK'
When the 'The selected Receipt will now be Reversed. Is this what you want to
do?' appears, select 'Yes'.
Select the correct amount and tender to complete the refund
Financial Services
Work Instruction: Change User Privileges in OneStop
Page 3 of 4
2.9
2.10
2.11
2.12
2.13
2.14
3.
Once the cashier has notified that the refund is completed, select the 'Enq' button from
the main toolbar.
In the 'Search for:' field select 'P.O.S. Transaction'.
Select the relevant campus and enter today's date in the 'Date range' fields.
Double click on the refund line and check the refund was completed correctly, print a
duplicate receipt.
Check that only one refund has been completed and remove the cashier's access in
'Access Security'.
Print the related emails and paperwork and attach to the duplicate receipt. File all
paperwork in the 'Void Old Transactions Authorisation' folder.
Relevant Guideline
Cashiers Back Office Guidelines
Cashiers and Revenue Collection Guidelines
4.
Other Related Documents
4.1
Policies
Invoicing and Receivables Policy
4.2
Procedures and Guides
xxxx
4.3
Forms
xxxx
4.4
Links
xxxx
5.
About this Document
Title
Date
Responsible Officer
Name
Review Cycle
Status of version
Author
Work Instruction: Change User Privileges in OneStop
15/06/2011
Manager, Financial Operations
Jo Rohwedder
1 year
Draft
Jo Rohwedder/David Nolan
Financial Services
Work Instruction: Change User Privileges in OneStop
Page 4 of 4