Lab - Work with public sector

Completed

Read this first - before you start the lab!

Important

For this lab, you CANNOT sign in with your own credentials. Use the following steps to sign in to your lab environment with the correct credentials.

  1. Ensure that you are signed in to Microsoft Learn.

  2. Select Launch VM mode or Sign in to launch VM mode in this unit.

  3. In the Resources tab on the lab side bar, select the T icon next to Password in the MININT box, to have the administrator password for the Virtual Machine entered for you.

    Screenshot of the administrator password.

  4. Select Enter.

  5. Microsoft Edge will open. Wait for it to navigate to the Sign in page for finance and operations.

  6. On the Microsoft Sign in page in finance and operations, place your mouse cursor into the Username field.

  7. On the Resources tab of the lab side bar, below the Azure portal heading, select the T icon next to Username, then press Enter.

    Screenshot of the Username field and the Sign in dialog box that appears.

  8. Your mouse cursor will now be in the Password page.

  9. On the Resources tab of the lab side bar, below the Azure portal heading, select the T icon next to select Password, then press Enter.

    Screenshot of the Password field the Enter password dialog box that appears.

  10. Don't stay signed in or store the password on the virtual machine.

  11. Select Accept in the Permissions requested page.

    Screenshot of the Permissions requested page.

  12. To see the lab instructions, select the Instructions tab on the lab side bar.

You can now begin your work on this lab.

Scenario - Set up funds

Fund types must be created before you set up funds. Each fund must have a name and a unique number and must be assigned a fund type and fund class.

Set up a fund type

  1. In the company USMF, go to General ledger > Chart of accounts > Funds > Fund types.
  2. Select New.
  3. In the Fund type field, type DEBT SERV.
  4. In the Description field, type Foreclosure Loan Services.
  5. Select Save.
  6. Select Close.

Set up a fund

  1. Go to General ledger > Chart of accounts > Funds > Funds.
  2. Select New.
  3. In the Fund number field, type 1050.
  4. In the Fund name field, type Foreclosure Loans Fund.
  5. In the Fund type field, select the drop-down button to open the lookup.
  6. In the list, select the fund type DEBT SERV.
  7. In the Fund class field, select Fiduciary.
  8. Set the Non-reporting fund option to No.
  9. Set the Major fund option to No.
  10. Select Save.
  11. Select Close.

Scenario - Set up a derived financial hierarchy

Create a category hierarchy

  1. In company USMF, go to Product information management > Setup > Categories and attributes > Category hierarchies.
  2. Select New.
  3. In the Name field, type GTL-Derived Hierarchy.
  4. In the Description field, type Derived Hierarchy.
  5. Select Create.
  6. Select New category node.
  7. In the Name field, type GTL-Custom.
  8. In the Code field, type 0819.
  9. Select Save.
  10. Select New category node.
  11. In the Name field, type GTL-Education.
  12. In the Code field, type 08191.
  13. Select Save.
  14. Select GTL-Custom in the left pane.
  15. Select New category node.
  16. In the Name field, type GTL-Public Service.
  17. In the Code field, type 08192.
  18. Select Save.
  19. Close all pages.

Assign the Derived financial hierarchy category type

  1. Go to Product information management > Setup > Categories and attributes > Category hierarchy role associations.
  2. Select New.
  3. In the Category hierarchy type field, select Derived financial hierarchy.
  4. In the Category hierarchy field, select the drop-down button to open the lookup.
  5. In the list, select the Category hierarchy GTL-Derived Hierarchy to associate with the Derived financial hierarchy type.
  6. Select Save.
  7. Close the page.
  1. Go to General ledger > Chart of accounts > Dimensions > Associate financial hierarchies.
  2. Select New.
  3. In the Legal entity field, select the drop-down button to open the lookup.
  4. In the list, select the USMF legal entity to associate with the derived financial hierarchy.
  5. In the Derived financial hierarchy field, select the drop-down button to open the lookup.
  6. In the list, select the GTL-Derived Hierarchy derived financial hierarchy to associate with the legal entity.
  7. Select Save.
  8. Close the page.

Create filter rules for the derived financial hierarchy

  1. Go to General ledger > Chart of accounts > Dimensions > Derived financial hierarchies.
  2. In the Derived financial hierarchy field, select the drop-down button to open the lookup.
  3. In the list, select the GTL-Derived Hierarchy for which to create filter rules.
  4. In the tree, select GTL-Education.
  5. Select Edit filter.
  6. Select Add new criteria to begin adding rules to the filter. For example, have a rule where Department is between and includes 024 through 029.
  7. After you've added all criteria, select Activate filter.
  8. Close the page.

Scenario - Configure and use billing codes for free text invoices

Set up billing codes

To create a custom field, follow these steps:

  1. Go to Accounts receivable > Setup > Billing code custom fields.
  2. Select New.
  3. In the Name field, type Emergency.
  4. In the Type field, select Boolean.
  5. Select Save.
  6. Select New.
  7. In the Name field, type Lease amount.
  8. In the Type field, select Currency.
  9. Select Yes in the Enforce minimum value field.
  10. Set Default to 6700.00.
  11. Set Minimum value to 5000.00.
  12. Select Save.
  13. Close the page.

Create a billing code

The City of Maple has decided to implement a new licensing requirement for business owners. There is a flat charge of 30 US dollars (USD) for the license. The Controller identifies the ledger account to use for the new revenue, and determines that no taxes apply to the revenue. The information is passed on to the Accounting Manager, who is asked to set up a new billing code for the business license.

To create a billing code, follow these steps:

  1. To open the Billing codes page, go to Accounts receivable > Setup > Billing codes.
  2. Select New.
  3. To create a unique ID for the billing code, in the Billing code field, type Biz Lic..
  4. In the Description field, type Business License 2020.
  5. To enter an effective date that is different from the current date, select the Effective field and select the required date. The current date is the default effective date.
  6. To avoid applying any taxes and interest, on the Taxes and Interest FastTab, set the Use interest code from billing classification option to No.
  7. To distribute the financial consequence of the transaction to ledger accounts, on the Accounting distribution FastTab, click Add, and then in the Ledger account field, type "110180-078-024".
  8. To define and evaluate a rate expression, on the Rate FastTab, in the Billing code determines field, select Line amount.
  9. In the Amount field, type 650.00.
  10. On the Custom fields FastTab, select Add.
  11. Select Emergency and Lease amount in the Billing code custom fields page and select Add.
  12. Select OK.
  13. Close the page.

Set up billing classifications

The City of Maple has hired an administrator to handle all transactions related to business. The Accounting Manager needs to create a setup for the administrator where accounts receivable for business invoices and charges are easily separable from other invoices.

In addition to hiring a new administrator, the City of Maple will soon begin adding a separate charge for business licenses on specific invoices. For consistent invoicing for this new charge, the Accounting Manager has already created a billing code named "Biz Lic." Now, they need to associate this new billing code with the BUSINESS billing classification. Finally, they also want to ensure that these business license-related invoices are settled before general invoices.

To create a billing classification and associate a billing code to this classification, use the following procedure.

  1. To open the Billing classifications page, go to Accounts receivable > Setup > Billing classifications.
  2. Select New.
  3. In the Billing classification field, type BUSINESS.
  4. In the Description field, type "Business invoices and charges".
  5. On the Policies FastTab, in the Terms of payment field, select Net30.
  6. To determine the interest, enable the Use interest code from posting profile option.
  7. To determine the collection letter sequence, enable the Use collection letter sequence from posting profile option.
  8. Select Save.
  9. To associate a billing code with this billing classification, on the Billing codes FastTab, select Add, and then in the Billing code field, select Biz Lic..
  10. Select Save and close the page.

Create a free text invoice by using billing codes

The Accounts Receivable Administrator for the City of Maple must charge Oak Company for renting the city's golf course in zip code 98052 over the weekend as a part of its annual corporate sports event.

Note

To complete this part of the lab, you must update a setting in the Accounts receivable parameters:

  1. Go to Accounts receivable > Setup > Accounts receivable parameters.
  2. On the General tab, in the Sales setup fast tab, set the slider to Yes for Use billing classifications.

To create a free text invoice by using billing codes, follow these steps

  1. To open the Free text invoices list page, go to Accounts receivable > Invoices > All free text invoices.
  2. Select New.
  3. In the Customer account field, select Cave Wholesales as the customer.
  4. To select the Parks classification, in the Billing classification field, select BUSINESS.
  5. Select a Date that is later than the date you set in the Create a billing code task above.
  6. To add the billing code, in the Invoice lines grid, select Add line.
  7. Select the arrow in the Billing code field and select the Biz Lic. billing code.
  8. In the Emergency field, select Yes.
  9. In the Lease amount field, type 5200.
  10. Select OK.
  11. Enter 5 in the Quantity field.
  12. Enter 14.95 in the Unit price field.
  13. Select Save.
  14. Close all pages.

Close the lab environment

  1. Select Done in the Instructions pane in the lab side bar.
  2. In the Lab is complete window, select Continue, and then select Leave to return to the next unit in the module.