Financial Supply Chain Management Budget This presentation contains confidential information intended for specific individuals and purpose, and is protected by law. If you are not the intended recipient, you should delete this information and any disclosure, copying, or distribution of this message, or the taking of any action based on it, by you is strictly prohibited. Course Summary This course provides an introduction to budget and general ledger transactions in MDConnect Audience: All employees who will perform budget transfers, budget journals and journal entries in MDConnect Training Material PowerPoint and Job Aids Trainer/Contact: [email protected]Version Date: March 02, 2016
Transcript
Financial Supply Chain ManagementBudget
This presentation contains confidential information intended for specific individuals and purpose, and is protected by law. If you are not the intended recipient, you should delete this information and any disclosure, copying, or distribution of this message, or the taking of any action based on it, by you is strictly prohibited.
Course Summary This course provides an introduction to budget and general ledger transactions in MDConnect
Audience: All employees who will perform budget transfers, budget journals and journal entries in MDConnect
Upon completion of this course, you should be able to:• Understand the overall concept of a budget• Understand how to view your budget detail or summary• Download your budget to an excel spreadsheet• Understand Key Process Changes for Commitment Control (KK) and General
• View expense, revenue and pooling balances in one screen
• No budget at pooling level, only one level per expense type (500, 600, 700)
• Multiple ledgers. Expense, pooling and revenue are displayed separately
• Pooling accounts will have a budget that will match sum of all accounts in pooling group. Pooling accounts are budgetary only. No expense transactions will be allowed at this level. Multiple categories of pooling within expense type
Current Process New Process
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Use the Budget Overview (Inquiry) to enter budget criteria to retrieve budget data for display on the Budget Overview page.
Navigate to: Main Menu > Financials > Commitment Control > Review Budget Activities > Budget Overview
Budget Overview
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In the Chartfield Criteria section, under Chartfield From Value, delete the % sign, then enter the needed value e.g. Dept (700060), Oper Unit, ICS (it could be a specific or defined range (e.g., 6xxxxxxx – 6xxxxxxxx).
Budget Overview
Specific or defined range
Click the Save button.
NOTE: If % sign is not deleted, all valid values for the specific Chartfield will display
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Click the Search button
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Ledger Group
Description
KK_BUDG_1Do not use for Transactions
KK_BUDG_2Used for Expense Accounts Only
KK_REVUsed for Revenue Accounts Only
MD_PRJCDo not use for KK transactions
MD_PRJPDo not use for KK transactions
For Budget Expense select Ledger Group: KK_Budg_2
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Budget Overview
Click on the Search button: The Budget Overview results will be displayed
Click on the icon to download your budget into an excel spreadsheet
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Budget Overview results can be downloaded as an Excel spreadsheet.
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You can manipulate the data however necessary for review in Microsoft Excel.
Budget Overview
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Key Process Changes and Impacts – Commitment Control
• Budget Transfers can be one-sided or two-sided
• Rules exist to control restricted funding and transfer between funds is not allowed
• One-sided Budget Transfers are budget journals, two-sided budget transfers are Budget transfers
• No rules exist between budget lines. If transfer is between funds, Business Affairs will reject the request
Current Process New Process
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Logging Into MDConnect
You can log into the training database which is a close replica until go-live.1. User ID: Your current User ID2. Password: Your current 15 digits PasswordNOTE: At go-live a MDConnect Portal production link will be available
Budget Transfer is used to create a two-sided transfer of funds.
Navigation: Main Menu > Financials > Commitment Control > Budget Journals > Enter Budget Transfer
Budget Transfer
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Budget TransferBusiness Unit, Journal ID and date will automatically populate
Budget Header page will automatically populate budget header information
These optional steps allow you to enter additional description and attach supporting documentation
After entering all required information in Budget Header page click “Budget Lines” tab
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Click the AddButton
Budget Entry Type and Parent Budget Entry Type should be the same
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Budget Transfer
Scroll right to access other fields (see below)
Enter Chartfieldvalues
Enter the number of lines to be added and click the “+” button
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Do not use Set Options or change Currency2 continued
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Budget TransferJournal ID number will populate
Click the *Process drop-down and select “Edit Chartfields”
• Click the Save button, Journal ID will populate• Click *Process dropdown and chose “edit chartfields” to verify chartfield
values are correct• Click Process button, if budget header status is “None”
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Budget Transfer
• If no error occurs, click the *Process dropdown again and chose “Budget Pre-Check” to check fund availability
• Click “Yes” to the pop-up question, “Do you want Budget Check this transaction without posting the results?” and click the Process button
• Budget header status will change to “Checked Only”
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Budget Transfer
• If no error occurs, click “submit journal” from *Process drop-down and click Process button
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Budget Transfer
• Approver Header Status will change to Pending• Click the “pending” link for an approval workflow status• Budget transfer has been sent for approval
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Budget Journal is used to create a one-sided transaction.
Navigate to > Main Menu > Financials > Commitment Control > Budget Journals > Enter Budget Journals
Budget Journal
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After selecting “Enter Budget Journal”, the rest of the steps are identical to a “Budget Transfer.” The differences are:• A budget journal is a one-sided entry• Budget journals do not have to balance
Budget Journal
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Key Process Changes and Impacts – General Ledger
• Memo to Business Affairs requesting transfer of expense
• Electronic journal entry requesting transfer of expense
Current Process New Process
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A journal entry is used to transfer expenses.
Navigate to > Main Menu > Financials > General Ledger > Journals > Journal Entry > Create/Update Journal Entries
Journal Entry
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Journal Entry
Business Unit, Journal ID and date will automatically populate
Click the AddButton
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Journal Entry
The attachments link allows you to attach supporting documentation. The number shows how many files are attached
Leave blank Source will always be “ONL”Can be
populated with information
Leave blank
Always be “General”
Field will populate to current date
links are not used
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After entering all required information in Header page click “Lines” tab
Leave blank
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Use the Lines page to enter the Chartstring.
Journal Entry
1 Operating Unit Field2 Fund Field3 ICS Field4 Department Field5 Campus/Ctr Field
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6 Account Field7 Course Field8 Bud Ref Field9 PC Bus Unit Field
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The Lines page scrolls across three screens; fill in the necessary information.
Journal Entry
Scroll right
After the journal lines have been entered, click Save
Enter the number of lines to be added and click the “+” button
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The Lines page scrolls across three screens.
Journal Entry
From the *Process dropdown select “Edit Journal” and then click the Process button
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Both Journal Status and Budget Status have changed to “V” for valid. This means that the journal has passed budget checking and is ready to be sent for approval.
Journal Entry
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The journal has been sent for approval. A Journal Approval path should appear.
Journal Entry
Click on the Approval tab, then click Submit
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Navigation: Main Menu > Financials > Worklist > Worklist
Approving Budget Transfer, Budget Journal and Journal Entry
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This is the list of pending transactions requiring your approval.
• Approvers will be able to click the transaction link to review and approve Journals
• Requestors Worklist will only display transactions, they will have to use the Journal ID number and go to the Find Existing Journal navigation page
Worklist
Click on the link to view transaction
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Review the pending transaction and approve.
Worklist
Click Control Budget Transfer Page link to see the actual journal to review.
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Navigation: Main Menu > Financials > Commitment Control > Budget Journals > Enter Budget Transfer
Requestor – Find Existing Journal
Click on the Find an Existing Value tab
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Enter the Journal ID in the Journal ID field and click “Search.”
Requestor – Find Existing Journal
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Navigation: Main Menu > Financials > General Ledger > Journals > Journal Entry > Create/Update Journal Entries
Requestor – Find Existing Journal
Click on the Find an Existing Value tab
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Enter the Journal ID in the Journal ID field and click “Search.”
Requestor – Find Existing Journal
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MDConnect Website is the central location where you can find training material and other resources.Navigate to: MDConnect.mdc.edu > Training
ONLINE TRAINING - USER PRODUCTIVITY KIT (UPK)• UPK is a tool provided by PeopleSoft which provides step-by-step instructions
on creating and entering transactions in MDConnect• You may access the UPK library here:
– https://mymdupk.oracleoutsourcing.com/UPK/data/toc.htmlNOTE: Processes will be listed, please click the plus sign to expand the topic.There are several different ways to see a process:
On your campus, contact your supervisor or Change Ambassador.
Additional Help
For additional technical supportcontact the District IT Help Desk at 305-237-9999
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