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FAQs

After searching this page, if you still have a question that was not answered here, please send an email to trax@baylor.edu or contact TRAX Support at x8704

Adjustments/Budget Change Requests

1. I am receiving an error message when I try to approve a DA (or send the DA for approval). The system is telling me I need to attach something but I have already uploaded my attachment. Why is this happening?

Budget/Reporting

1. I am trying to run a Detail Budget Report, but I am unable to do so. Why?
2. I am trying to run a report, but nothing happens. I click the Run button but I am still on the same screen. Why?

General/Technical

1. I am new to Baylor and need accessing to TRAX. How do I go about obtaining an account?
2. I cannot remember my TRAX password. How can I obtain a new one?
3. I am going to be out of the office for an extended period of time. How can I establish a temporary approver for my transactions?
4. Do I need to attend training?
5. How do I sign up for training?

Requisitions/Purchase Orders

1. I need to enter a requisition for a new vendor, but I am unable to use the 09999 vendor ID. What do I need to do?
2. Someone in my department entered a transaction that I need to approve. Where do I go to approve it?
3. I am entering a requisition and want to submit it for approval. How can I see the approval path?
4. I have previewed the approval path, but it is not correct. How do I correct it?
5. How do I submit my requisition to my approver?
6. My department has an internal business process that includes multiple approvals. How do we ensure all approvers have the opportunity to review the transaction?
7. I am going to be out of the office for an extended period of time. How can I establish a temporary approver for my transactions?
8. I believe I have a Requisition to approve, but I am not finding it in my Worklist. Is there another way I can find it?
9. I am working on a requisition, but I don't see where to update the distribution information. Where can I find that?
10. I am entering a requisition and it is asking me for a category code. I am not sure what to enter here. What is this?
11. How do I submit my documentation to Purchasing?
12. The attachments button is greyed out. How do I submit my documentation to Purchasing?

Security

1. I am new to Baylor and need to obtain a TRAX/PeopleSoft account. What do I need to do?
2. I have an existing TRAX account, but need to make a change to it. I need access to a new department (or project, role, etc.). How can I request this change to my account?
3. I am a department head and need to approve a request for access that was submitted through the Baylor Identity and Password Management Portal. How can I approve this request?

Suppliers

1. I need to enter a voucher (or req) but I am unable to find the supplier I am looking for in the voucher (or req) screen? What is the best way to find the supplier I am looking for?
2. I found the supplier I am looking for in the Supplier Search, but the status says "inactive". How can get the status updated so that I can pay this supplier?
3. The supplier I am using has a new address. How can I get the address information updated?
4. I need to enter a voucher for a new supplier, but I am unable to use the 09999 vendor ID. What do I need to do?
5. I need to enter a voucher for a new student or employee supplier, but I am unable to use the 09999 vendor ID. What do I need to do?
6. I entered a Supplier Request recently and I would like to check the status. What is the best way to do that?
7. I entered a Supplier Request recently, I checked the status, and it says "Initialized". What does this mean?

Vouchers/Workflow

1. I need to enter a voucher for a new vendor, but I am unable to use the 09999 vendor ID. What do I need to do?
2. Someone in my department entered a transaction that I need to approve. Where do I go to approve it?
3. I am entering a voucher and want to submit it for approval. How can I see the approval path?
4. I have previewed the approval path, but it is not correct. How do I correct it?
5. How do I submit my voucher to my approver?
6. I think someone in my department entered a voucher for me to approve, but I have not received any kind of notification. How do I approve this voucher?
7. I received an email asking me to approve a voucher, but I don't want to receive these emails. How can I get rid of them?
8. I am going to be out of the office for an extended period of time. How can I establish a temporary approver for my transactions?
9. I ran the budget check process on my voucher, but I cannot see the status. How do I know if my voucher passed budget check?
10. I have entered a voucher, but I am getting an error message that says a fund code is required. What is a fund code and how do I enter it?
11. How do I submit my documentation to Accounts Payable?




Adjustments/Budget Change Requests

1. I am receiving an error message when I try to approve a DA (or send the DA for approval). The system is telling me I need to attach something but I have already uploaded my attachment. Why is this happening?
We are currently researching this issue. This appears to be a bug between PeopleSoft and Nolijweb (where the attachment is stored) and the two systems don't seem to be communicating that the attachment is indeed there. A quick workaround for this is to simply refresh the page. You can navigate away from the DA page and come back to it by clicking back on General Ledger > Departmental Adjustments > Find an Existing Value. Search for your DA and the problem should be resolved. We are continuing to research this issue and should have a fix in place soon.

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Budget/Reporting

1. I am trying to run a Detail Budget Report, but I am unable to do so. Why?
There are several possible reasons, but if you are just getting started with TRAX or perhaps just received access to a new department, check your Report Requests to see if you need to add a new Report Request for the department(s) you wish to view. The quickest way to determine whether or not someone needs to create a new report request for the department is to click on "Add/Update Report Request" under the "Budget" menu in TRAX. From the "Find an existing value" tab, click on "search" and see what comes up. If you don't see anything, then that is the reason you are having trouble with running a report for that department. You will need to create a new report request/request ID that contains the department(s) you wish to see in report format. For detailed instructions on how to create a Report Request, click HERE

2. I am trying to run a report, but nothing happens. I click the Run button but I am still on the same screen. Why?
This is most likely a pop-up blocker issue. Check the top right hand corner of your monitor and look for a small message indicating that a pop-up was blocked. The symbols or icons will be different in each browser. In Chrome, for example, it is a small icon with a red "x" in the URL or address bar. In Mozilla Firefox, it is a small yellow box. Click on the icon and select "Always Allow" pop-ups from orasoft.baylor.edu. If you are using the Safari browser, the instructions are slightly different. You will need to click on Safari > Preferences > Security > and make sure the "Block pop-up windows" is NOT checked.

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General/Technical

1. I am new to Baylor and need accessing to TRAX. How do I go about obtaining an account?
Everything you need to know about obtaining a TRAX account can be found on the TRAXHelp Getting Started site. Read over the instructions here and if you have any additional questions, contact us at trax@baylor.edu

2. I cannot remember my TRAX password. How can I obtain a new one?
The quickest way to meet your password is by using Baylor's identity management system at bearid.baylor.edu.

3. I am going to be out of the office for an extended period of time. How can I establish a temporary approver for my transactions?
Log in to the TRAX/PeopleSoft Financials system. Click on Main Menu, followed by My System Profile. In the Alternate User section, search for the person you want to set as a temporary approver using the hourglass. then set the From and To dates. Click Save at the bottom of the screen. For more detailed instructions, including screenshots see page 18 of the APPENDIX document in the TRAX training notebook.

4. Do I need to attend training?
YES, but the classes you take will vary from person to person depending on what you have access to. Please visit our Training site for course descriptions and details. Check with your department head or manager for guidance, as well. If you still aren't sure what classes to take, send an email to trax@baylor.edu and we will do our best to help you find the right classes to meet your needs.

5. How do I sign up for training?
Sessions are open for registration through Compass. Click HERE to register.

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Requisitions/Purchase Orders

1. I need to enter a requisition for a new vendor, but I am unable to use the 09999 vendor ID. What do I need to do?
First, please note the term "vendor" has changed to "supplier" in version 9.2. The new supplier/vendor code of 09999 is no longer available for use and has been replaced with an online process for requesting a new supplier. Users should begin the process of requesting a new supplier at the beginning of the purchase cycle, instead of the end. Click Accounts Payable > Baylor New Supplier Request in the TRAX system to complete the form. For more information or if you need step-by-step instructions, click HERE.

2. Someone in my department entered a transaction that I need to approve. Where do I go to approve it?
Click on the "Worklist" link on your homepage in the Baylor Shortcuts menu. From there, you will see a list of transactions that are waiting for your approval. Click on the link to access the approval page for the transaction you wish to review. You can also click HERE to watch a short demonstration.

3. I am entering a requisition and want to submit it for approval. How can I see the approval path?
It is always a good idea to check the approval path prior to submitting for approval. Simply click the "View Approvals" link at the bottom of the your screen.

4. I have previewed the approval path, but it is not correct. How do I correct it?
There are several possible issues here. A user might see the wrong approver(s) listed, a departmental approver step that says "skipped", or perhaps one that says "no approvers found". If any of these scenarios occur, please send an email to trax@baylor.edu. Include your requisition number, the department or project ID you wish to charge, and the name(s) of the person(s) you believe should be the valid approver(s) for your requisition. We will research the issue and respond with instructions on how to proceed.

5. How do I submit my requisition to my approver?
Once you have a saved requisition, you should see a green checkbox at the top of your screen. After clicking this button, your requisition will go to your departmental approver.

6. My department has an internal business process that includes multiple approvals. How do we ensure all approvers have the opportunity to review the transaction?
After clicking "View Approvals" you should see small green plus sign icons in the approval path. You can insert additional approvers by clicking the icon at the appropriate point. You can insert as many approvers as needed and this can be done by the person entering the requisition, as well as the person approving the transaction.

7. I am going to be out of the office for an extended period of time. How can I establish a temporary approver for my transactions?
Log in to the TRAX/PeopleSoft Financials system. Click on Main Menu, followed by My System Profile. In the Alternate User section, search for the person you want to set as a temporary approver using the hourglass. then set the From and To dates. Click Save at the bottom of the screen. For more detailed instructions, including screenshots see page 18 of the APPENDIX document in the TRAX training notebook.

8. I believe I have a Requisition to approve, but I am not finding it in my Worklist. Is there another way I can find it?
Yes, try searching under Main Menu > Manager Self-Service > Procurement > Manage Approvals. On that page, search by Req number for the transaction you believe you need to approve. It should come right up if it requires your approval. If you cannot find the transaction, but believe you do need to approve it, contact the Purchasing Office.

9. I am working on a requisition, but I don't see where to update the distribution information. Where can I find that?
One of the most significant differences in the 9.2 requisition is that the requisition is now three pages instead of one. This is not entirely obvious at first glance. To get to the additional pages, you must click through a series of small icons. The first icon is the red "schedule" icon at the end of the line on the first page. After clicking the "schedule" icon, you are taken to the second page. Here, confirm the details on the schedule tab, then click the "distribution" icon at the end of the line on this page. This will take you to the distribution page, where you can confirm or update the distribution information on your requisition. Click OK when finished. This will take you back to the schedule tab, where you can click the "save" button or the "return to main page" link. It is very important that you click through all three pages every time you enter a requisition. Without checking these important details, it is likely that you could enter and budget check a requisition to the wrong department.

10. I am entering a requisition and it is asking me for a category code. I am not sure what to enter here. What is this?
Category codes are synched to our account codes, which represent what type of expense you wish to purchase. Think about the type of expense you have and think about which account code you wish to use. If you are purchasing something that could be classified as a supply expense (9370), then that is also the category code you would use.

11. How do I submit my documentation to Purchasing?
All requisitions require documentation that justifies the purchase. Once your requisition has been saved, click the "Add Comments" link in the header of the requisition. From here you can click the "Attachments" button. You will be prompted for your Bear ID and password before you reach the NolijWeb screen. Click the "Choose File" button to select the document you wish to upload. Select your file and click the "Submit File" button.

12. The attachments button is greyed out. How do I submit my documentation to Purchasing?
You must have a saved requisition in order to add documentation to Nolijweb. Make sure your requisition is saved and then proceed with adding your document(s).

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Security

1. I am new to Baylor and need to obtain a TRAX/PeopleSoft account. What do I need to do?
Check out the Getting Started page for all the details on how to obtain a TRAX account through Baylor's identity management system.

2. I have an existing TRAX account, but need to make a change to it. I need access to a new department (or project, role, etc.). How can I request this change to my account?
Login to bearid.baylor.edu. Click Requests followed by Change Access. Complete your request by following the prompts. When complete, click the Submit Request button. For more detailed instructions click HERE.

3. I am a department head and need to approve a request for access that was submitted through the Baylor Identity and Password Management Portal. How can I approve this request?
Login to >a href="https://slate-idp-prod.baylor.edu/idp/profile/SAML2/Redirect/SSO?execution=e2s1">bearid.baylor.edu. Click Requests followed by Approvals. Complete your request by following the prompts. When complete, click the Submit Request button. For more detailed instructions click HERE.

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Suppliers

1. I need to enter a voucher (or req) but I am unable to find the supplier I am looking for in the voucher (or req) screen? What is the best way to find the supplier I am looking for?
The best place to find this information is in the Supplier Search menu item under the Accounts Payable menu. This is a robust search engine that will allow you to search all active and inactive suppliers. You can search a variety of ways including name, tax ID number, and the search results include address information.

2. I found the supplier I am looking for in the Supplier Search, but the status says "inactive". How can get the status updated so that I can pay this supplier?
Simply send an email to Accounts_Payable@baylor.edu.

3. The supplier I am using has a new address. How can I get the address information updated?
Simply send an email to Accounts_Payable@baylor.edu.

4. I need to enter a voucher for a new supplier, but I am unable to use the 09999 vendor ID. What do I need to do?
First, please note the term "vendor" has changed to "supplier" in version 9.2. The new supplier/vendor code of 09999 is no longer available for use and has been replaced with an online process for requesting a new supplier. Users should begin the process of requesting a new supplier at the beginning of the purchase cycle, instead of the end. Click Accounts Payable > Baylor New Supplier Request in the TRAX system to complete the form. For more information or if you need step-by-step instructions, click HERE.

5. I need to enter a voucher for a new student or employee supplier, but I am unable to use the 09999 vendor ID. What do I need to do?
First, please note the term "vendor" has changed to "supplier" in version 9.2. The new supplier/vendor code of 09999 is no longer available for use and has been replaced with an online process for requesting a new supplier. Users should begin the process of requesting a new supplier at the beginning of the purchase cycle, instead of the end. Click Accounts Payable > New Student/Empl Supplier Request in the TRAX system to complete the form. For more information or if you need step-by-step instructions, click HERE.

6. I entered a Supplier Request recently and I would like to check the status. What is the best way to do that?
Click Accounts Payable > New Student/Empl Supplier Request (or New Student/Empl Supplier Request) and click the "Search" button. This will give you a list of all of the Supplier Requests you have entered, along with information about the status of your request.

7. I entered a Supplier Request recently, I checked the status, and it says "Initialized". What does this mean?
This is generally an indication that you forgot to click the "Submit" button. The review process does not begin until the request has been submitted. Click on the Supplier Request you wish to submit. The form will open and from that page, you should be able to click the "Submit" button.

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Vouchers/Workflow

1. I need to enter a voucher for a new vendor, but I am unable to use the 09999 vendor ID. What do I need to do?
First, please note the term "vendor" has changed to "supplier" in version 9.2. The new supplier/vendor code of 09999 is no longer available for use and has been replaced with an online process for requesting a new supplier. Users should begin the process of requesting a new supplier at the beginning of the purchase cycle, instead of the end. Click Accounts Payable > Baylor New Supplier Request in the TRAX system to complete the form. For more information or if you need step-by-step instructions, click HERE.

2. Someone in my department entered a transaction that I need to approve. Where do I go to approve it?
Click on the "Worklist" link on your homepage in the Baylor Shortcuts menu. From there, you will see a list of transactions that are waiting for your approval. Click on the link to access the approval page for the transaction you wish to review. You can also click HERE to watch a short demonstration.

3. I am entering a voucher and want to submit it for approval. How can I see the approval path?
It is always a good idea to check the approval path prior to submitting for approval. Simply click the "Preview Approval" link on the far right side of your screen. You should see several links there and the "Preview Approval" link is toward the bottom of the list.

4. I have previewed the approval path, but it is not correct. How do I correct it?
There are several possible issues here. A user might see the wrong approver(s) listed, a departmental approver step that says "skipped", or perhaps one that says "no approvers found". If any of these scenarios occur, please send an email to trax@baylor.edu. Include your voucher number, the department or project ID you wish to charge, and the name(s) of the person(s) you believe should be the valid approver(s) for your voucher. We will research the issue and respond with instructions on how to proceed.

5. How do I submit my voucher to my approver?
Once you have a saved voucher with a valid budget check status, you should see a "Submit Approval" button on the far right side of your page. After clicking this button, you will see a final opportunity to include any important comments for either your departmental approver or AP. Please include any important information here you wish to convey to your approvers. Click "OK" and you should then see a page showing the updated approval path for your voucher.

6. I think someone in my department entered a voucher for me to approve, but I have not received any kind of notification. How do I approve this voucher?
Check the voucher to make sure it was actually submitted into Workflow and lists you as an approver. If it was submitted and you are an approver, check your junk and/or clutter folders in your mailbox to ensure the messages did not go there. You can also check your Worklist in TRAX to see any items that require your attention. The Worklist link can be found in the Baylor Shortcuts menu.

7. I received an email asking me to approve a voucher, but I don't want to receive these emails. How can I get rid of them?
There are a couple of possible answers to this question. First, coordinate with your department's Key Budget Contact (for Baylor departments) OR your grant coordinator in the Office of Sponsored Programs (for grants/projects) to make sure you are appropriately listed as an approver. If you need to make a chance to your approval status, you will need to coordinate that change with those staff members. If someone else typically approves your vouchers and you don't want the email notifications filling up your inbox, you may want to consider adding a rule to your email client to send these messages to another folder. Instructions for doing this can be found HERE.

8. I am going to be out of the office for an extended period of time. How can I establish a temporary approver for my transactions?
Log in to the TRAX/PeopleSoft Financials system. Click on Main Menu, followed by My System Profile. In the Alternate User section, search for the person you want to set as a temporary approver using the hourglass. then set the From and To dates. Click Save at the bottom of the screen. For more detailed instructions, including screenshots see page 18 of the APPENDIX document in the TRAX training notebook.

9. I ran the budget check process on my voucher, but I cannot see the status. How do I know if my voucher passed budget check?
The budget check status no longer appears on the Invoice Information tab. After clicking the Run button, a new window should appear and will display the progress of the budget check process. During this time, a run status of "Success" is an indication that the voucher passed budget check. If you need to check the budget check status at any point after this, simply click the "Summary" tab to view the status. It is located on the left side of the screen at the bottom. A "Budget Status" of "Valid" is an indication that your voucher passed budget check.

10. I have entered a voucher, but I am getting an error message that says a fund code is required. What is a fund code and how do I enter it?
A fund code is primarily used as a way to group things like department IDs into meaningful categories. These are primarily used by functional users, like Accounting or Budget Office staff members. All transactions require a fund code, though, and every user that enters a transaction must enter the fund code that belongs to the department or project they are charging to. The fund code is implied from the department ID. After entering the correct department ID, the correct fund code should appear as a selection when clicking the magnifying glass.

11. How do I submit my documentation to Accounts Payable?
All vouchers require documentation that justifies the purchase. Once your voucher has been saved, click the "Attachments" link on the far right side of the screen. You will be prompted for your Bear ID and password before you reach the NolijWeb screen. Click the "Choose File" button to select the document you wish to upload. Select your file and click the "Submit File" button. You can also click HERE to watch a short demonstration.

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