GL Specialist Training Guide

Created on 8/1/2013 11:55:00 AM

Integrated System General Ledger

UVA IS GL Specialist & GL Viewer Training Guide

GL Specialist Training Guide

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Table of Contents GL-General Ledger.................................................................................................................... 1

GL Reports ............................................................................................................................................. 1 Reporting GL Data Using Discoverer................................................................................................................. 1 Running the Account Analysis GL Standard Report ........................................................................................ 13

GL Key Concepts ................................................................................................................................. 32 Creating a GL Journal Entry ............................................................................................................................. 43 Approving a GL Journal ................................................................................................................................... 66 Reversing a GL Journal Entry .......................................................................................................................... 81 Determining Workflow Hierarchy for GL Journal Approvals .......................................................................... 96 Defining a Skeleton Journal Entry .................................................................................................................. 104 Generating a Recurring Journal Entry ............................................................................................................ 121

GL Inquiries ....................................................................................................................................... 145 Drilling Down to AP....................................................................................................................................... 146 Drilling Down to Accounts Receivable .......................................................................................................... 175 Drilling Down to Fixed Assets ....................................................................................................................... 195 Drilling Down to Labor via GA ...................................................................................................................... 205 Drilling Down to GA Usages ......................................................................................................................... 215

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Training Guide Training Guide

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IS HR FIN

GL-General Ledger This material is available online through your learner home in Employee Self Service and as online help within the Integrated System.

GL Reports Important Discoverer reports from the General Ledger Module

Reporting GL Data Using Discoverer Reporting from Discoverer yields data from the Operational Data Store (ODS), a copy of the IS tables. Data in the ODS is copied each night during the nightly processes.

• Reports on current month's activities will be at least one day old and can change from day to day.

• Reporting on closed accounting period (GL Periods) will yield the same result one day after closing and one year after closing, because no further activity can occur on a closed accounting period.


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Procedure Use Discoverer for GL Reconciliation.

Step Action 1. Run the Cash Balance by Project report in the GL Revenue Reconciliation

workbook. Click the Open button.


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Step Action 2. The parameters for the query have been entered.

Note the wildcard (%) after the Org. Click the OK button.


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Step Action 3. Negative values on the GL Cash Balance report show credits.

In this example the project is in the BLACK! Press [Enter] to continue.


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Step Action 4. Click the GL Only Project Activity Detail horizontal tab.


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Step Action 5. The parameters for the query have been entered.

Click the OK button.


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Step Action 6. This report contains the (JE Name) Journal Entry name and other details not seen

on the cash balance by project report. Note the line description entered on the GL Journal appears on this report. Press [Enter] to continue.


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Step Action 7. Other useful reports are in the GL Reference Reports workbook.

Click the Open button.


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Step Action 8. It is useful to drag the Project Carrying Out Organization to the Page Items row,

because the report runs for all the organizations in the entire University. You can easily find information about your organization with the suggested configuration. Press [Enter].


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Step Action 9. Press [Enter] to continue.


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Step Action 10. Revenue Projects fund Award through their installments.

Spending Projects are funded from Awards installments. Budgets are created at the Task level. The GL Object Codes are found in another report in this workbook. Click the GL Object Codes tab.

Step Action 11. The object codes are categorized by type:

Asset Expense Liability Owners equity Revenue. Click the Revenue menu.


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Step Action 12. You can see many frequently used object codes like:

4705 4710 4740 4805 This report is always current and will help as you make GL Journal entries to record your deposits.


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Step Action 13. These are a few of the useful Discoverer Reports.

There are standard reports in GL that you can run when logged into IS as a GL VIEWER. In the next topic we will illustrate running the Account Analysis report. It is particularly useful for forensic accounting. End of Procedure.

Running the Account Analysis GL Standard Report Running a Standard Report within the General Ledger will yield all data that has processed through the GL for the span of months queried.

Procedure Log in as a GL Viewer.


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Step Action 1. Double-click the Run tree item.


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Step Action 2. Single Request is selected.



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Step Action 3. Click the Name List of Values button.


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Step Action

4. Click the Account Analysis list item.

Step Action 5. Click the OK button.


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Step Action 6. Click the Type LOV button.


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Step Action

7. Click the OK button.

Step Action 8. Actual is selected as the Balance Type.



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Step Action 9. Click the Starting Period LOV button.


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Step Action 10. Jul-12 is selected.



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Step Action 11. The ending period, May-13 is selected.

Click the Ok button.


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Step Action 12. Click in the Flexfield From field.


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Step Action 13. THe accounting flexfield is completed with the query parameters.

NOTE: the Fund Souce and Object Code fields are all inclusive. This query is set to return all entries on this project and organization. Click the IconButton4 button.

Step Action 14. Order by Account Segment is selected.



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Step Action 16. Click the Submit button.


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Step Action 17. The report is in the Pending Phase.

Click the Refresh Data button.


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Step Action 18. The report is in the Running Phase.

Click the Refresh Data button.


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Step Action 19. When the phase is completed view the output.

Click the View Output button.


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Step Action 20. The header shows the parameters entered for the account analysis.

The report contains a section for each month in the span of the report, in this case July 2012 through May 2013. Each month shows all activity, a beginning balance and an ending balance. Press [Enter] to continue.


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Step Action 22. The report is viewed in a browser window.

Click the Close button.

Step Action 23. Congratulations, you have completed the section on GL Reports.

End of Procedure.

GL Key Concepts General Ledger Key Concepts The most common functions for most UVA GL Specialists are

• depositing cash • creating GL Journal entries • adjusting journal entries • and reconciliation

Less frequent but important:

• Internal Investment Program (IIP)


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• Keeping abreast of the University's financial position through reports from the President and the budget office.

The other GL functions: budgeting revenue, financial statements, and high-level reporting are carried out largely in central financial offices, Deans’ offices, and department heads’ offices. This UVA GL Specialist’s class will show you how to create journal entries and run the reports necessary for reconciliation. Before you can do those things effectively you must understand some basic concepts of the General Ledger. You must know:

1. how other Integrated System modules interact with the GL module and generally what kinds of information they pass to GL. The interactive graphic shown and linked below, Integrated System Interfaces & Data Flow , gives explict information about module interactions.

2. the Chart of Accounts (COA) segments are also referred to as the GL STRING 3. how the COA/GL String segments are organized 4. how to select COA/GL String segment values in order to create accurate journal entries.

5. how the Chart of Accounts relates to PTAEO. This knowledge will increase your

understanding of reconciliation reports and help you understand how the University’s funds are processed for distribution.

(http://www.virginia.edu/integratedsystem/about/ISDataFlow.html)

The Chart of Accounts and PTAEO

http://www.virginia.edu/integratedsystem/about/ISDataFlow.html


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You will classify funds in the General Ledger with the six (6) segments of the COA / GL String. The preceding graphic identifies each segment and illustrates how many characters are in the individual segments. Entity The Chart of Accounts’ ‘‘Entity’’ segment is the balancing segment in the GL and is used to segregate financial information for each of UVA’s four state agencies (shown in first column of following table). Within each state agency, ‘‘Entity’’ codes also mark the difference between state, local, and funds being held for agencies outside the University (e.g. scholarships, foundations, etc.). The ‘‘Entity’’ segment is structured this way to facilitate creation of financial statements for each of the four agencies and to satisfy other high-level reporting requirements. The following table displays the organization of the ‘‘Entity’’ segment and the ‘Entity’ values as they relate to state agencies and sources of funds.

‘Entity’ Codes · A Project is owned by only one Org and an Org belongs to only one Agency. Therefore, the ‘Entity’ value must reflect the agency that owns the project identified in the Project segment of the GL string. · A Project can only sponsor one category of Award. Therefore, the ‘Entity’ value must also reflect the appropriate source of funds (e.g. local, state, or outside). Local ‘Entity’ Codes Starting with the Project in the GL string, select the Local ‘Entity’ code associated with the state agency that owns the Project to perform such transactions as: · Depositing revenue from local sales and services · Depositing local gift revenue


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· Creating Journal Entries affecting projects sponsoring awards beginning with D, E, IP, or L. EXAMPLE: Based on the table above, if you are recording the deposit of a gift to a UVA-Wise project you would begin the GL string with ‘Entity’ code ’16.’ Example string: 16.xxxxxx.2075.4510.xxxxx.0000

State ‘Entity’ Codes Starting with the Project in the GL string, select the State ‘Entity’ code associated with the state agency that owns the Project to perform such transactions as: · Depositing revenue from state sales and services. · Creating Journal Entries affecting projects sponsoring awards beginning with FA, G, or S. EXAMPLE: Based on the table above, if you are depositing conference registration payments at SWVA you would begin the GL string with ‘Entity’ code ’27.’ Example string: 27.xxxxxx.1110.4710.xxxxx.0000

Outside ‘Entity’ Codes If your GL string includes a Fund Source beginning with ‘8’ (Agency Funds) you must use an ‘Entity’ code that begins with ‘8’. (A Cross-validation rule will preclude selecting ‘Entity’ codes beginning with 1 or 2 when a Fund Source beginning with ‘8’ is included in the GL string.) Starting with the Project in the GL string, select the Outside ‘Entity’ code associated with the state agency which owns the Project to perform such transactions as: Depositing funds to projects for outside agencies or on behalf of non-UVA organizations Agencies ‘outside’ UVA include: - Health Services Foundation - Darden Foundation - Law School Foundation Non-UVA groups or organizations whose money is held by UVA (for scholarships or other similar purposes): - Seven Society - Colonnade Club - ROTC Scholarships - VA Museum of Natural History Creating Journal Entries affecting projects sponsoring awards beginning with Y EXAMPLE: Based on the table above, if you are recording the deposit of a gift to a UVA Foundation project you would begin the GL string with ‘Entity’ code ’80.’ Example string: 80.xxxxxx.8010.4505.xxxxx.0000


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NOTES: · When completing a Deposit entry in GL, select the GL debit string for Cash from the list of Aliases in the Accounting Flex Field (DFF). Do not change the ‘Entity’ code on the Cash line of the Journal Entry.

Project The Project segment of the COA uses the same LOV found in the Project segment of PTAEO. There are five (5) types of Projects:

1. Balance Sheet (Project, Fund Source, and Org values are all ‘9.’) 2. GL Project 3. Revenue Parent Project (Project number begins with ‘RP.’) 4. Revenue Project 5. Revenue/Expenditure Project

Most UVA GL Specialists will be concerned with deposits and monitoring the funds in Revenue Projects, Revenue/Expenditure Projects, and Expenditure Projects associated with the organization(s) they support. Processing Funds Through Projects


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The preceding graphic illustrates the six (6) basic steps by which the University’s revenue is processed for use. Generally speaking, money is deposited to a GL Project. Depending on the Project-Award structures created in your Organization, it is deposited to a GL Revenue Project, child of a GL Revenue Project (parent-child relationships discussed later in the chapter), or a Revenue/Expenditure Project that sponsors Awards funding your Organization’s Projects. More details on how UVA processes its funds can be found at: Processing Funds [http://www.virginia.edu/finance/funds/Fr_RevenueProcess.htm] Detailed information on individual projects can be found in the Discoverer GA Reference Reports. Fund Source The ‘Fund Source’ segment has a rather complex structure. The University’s major sources of revenue (preceding graphic) dictate some of the high-level structure as well as some of its lower level breakdowns. At the highest level it is broken down into these major elements:

• 1000 Unrestricted Funds • 2000 Restricted Funds • 3000 Loan Funds • 4000 Endowment Funds • 4800 Annuity & Life Funds • 5000 Expendable Plant Funds • 5200 Renewal & Replacement Funds


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• 5400 Debt Funds • 8000 Agency Funds

The Descriptions of the individual Fund Sources provide further significant structural breakdowns that delineate key relationships like “State” and “Local” funds. Fund Sources also exist in “Parent-Child” relationships that may be of use to you when running and interpreting reports. Fund Sources for Routine Departmental Deposits UVA’s Accounting Services office has identified twenty-three (23) Fund Source values that are appropriate for using in various types of depositing. Eight (8) of those 23 Fund Sources are considered appropriate for the majority of deposits done in the University’s departments. They are:

1. 1005 - Current Funds - Unrestricted: Tuition and Fees (State 0300) - Example: Admission and student fee deposits

2. 1110 - CF-Unrest: Sales & Services of Educat Activities (State 0300) - Example: Awards beginning with ‘SS’

3. 1115 - CF-Unrest: Sales & Services of Educat Activities (Local) - Example: Awards beginning with ‘LS’

4. 1120 - Current Funds - Unrestricted: Sales & Services of Auxiliary Enterprises (0306) - Example: State Auxiliaries

5. 1125 - Current Funds - Unrestricted: Sales & Services of Auxiliary Enterprises (Local) - Example: Local Auxiliaries

6. 1165 - CF-Unrest: Other Sources (Local) - Example: Local Awards 7. 8005 – Agency Funds (Local) - Example: Awards beginning with ‘YY’ 8. 8010 – Affiliated Foundations (Local) - Example: Awards beginning with ‘YY’

Pay close attention to local and state designations. Here are some examples.

You can download a list of all Fund Sources by clicking Fund Source in the Finance Links section (lower left) on the Integrated System home page (http://www.virginia.edu/integratedsystem).

http://www.virginia.edu/integratedsystem


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NOTE: The Agency Fund Source (8000) is of particular interest to all GL Specialists. Using a COA string (GL string) that includes an Agency Fund Source (those that begin with ‘8’) means you MUST choose an Entity code that begins with 8 and is related to the state agency you support (i.e. 80 for UVA). Object Codes Object Codes also have a rather complex structure. The highest-level structure of Object Codes is:

• 1000 Assets • 2000 Liabilities • 3000 Fund Balance • 4000 Revenue • 5000 - 8950 Total Expenses • 9000 Statistical Units

The COA’s Object Codes may not show you all the items you expect. This is because the COA is designed to summarize information from PTAEO and map it to the Commonwealth Accounting and Reporting System (CARS). Object Codes map in “one-to-many” relationships with Expenditure Types. This graphic illustrates one example.

Generally speaking, the UVA GL Specialist will be primarily interested in the “Revenue” Object Codes found in the range 4000-4999. In the majority of cases the correct Object Codes for recording departmental revenue will be:

• 4705 - Sales & Svcs - Edu Activities • 4710 - Conference Income - Non Aux • 4820 - Other Income

Object Codes are also organized into “Parent-child” relationships that are designed to facilitate roll-ups and summaries that appear in various levels of reporting.


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You can produce a list of current Object Codes by running GL Object Codes located in the Discoverer Workbook GL Reference Reports.

Organization All departments, business units, agencies, support organizations, are assigned a six (6) digit Org code. You can download a complete list of the University’s organization codes from the Integrated System home page by clicking Organizations in the Finance Links (lower left). NOTE: It is important for you to know the Org codes for the organization(s) you support and the other organizations they interact with. You should also note that Orgs are structured into “Parent-child” relationships that reflect several layers of UVA’s organizational structure. Knowing this will help you understand data relationships that drive some aspects of reporting. The Discoverer workbook, GL Reference Report contains the worksheet Revenue Project Relationships which can be sorted by projec owning organization. There is a direct relationship between four (4) of the COA segments and PTAEO. Those relationships are shown in the following graphic.


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Internal Investment Program The Internal Investment Program (IIP) is a short-term investment vehicle with short-term returns that has the advantage of full liquidity. The following are the steps necessary to invest. The source of funds has to be an allowable source. This is determined by the award purpose code of the project or the nature of the deposit entry if the project does not have an award. The following Fund Sources are allowable in IIP:

Calculating Funds Available Run the Cash Balance by Project report from the Discoverer Database. The available balance is the “Project to Date without Commitments” column sum at the bottom of the report. A number with a dash in front indicates that cash is available. If the project is linked to a Revenue Parent, run the cash balance report for the parent.


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Cash Balance = Project-to-Date Revenues – Project-to-Date Expenditures +/- Transfers – Investments Investment Pools Pool 1 (object code 1215) has a threshold of $10,000 and a minimum deposit period of 1 year. Pool 2 (object code 1216) has a threshold of $500,000 and a minimum deposit period of 2 years. Pool 3 (object code 1217) has a threshold of $1,000,000 and a minimum deposit period of 3 years. Pool 1 pays the market base interest rate. Pool 2 pays ½% more than Pool 1 annually. Pool 3 pays ¾% more than Pool 1 annually. The penalty for not meeting the time or minimum investment balance criteria is typically the loss of one quarter’s interest. This information will be available in more detail once the UVA Treasury Operations website is available (expected Fiscal Year 2009). The thresholds indicate the minimum balance to maintain in the account. You can always invest MORE than the minimum and divest that excess as needed. This concept applies to all 3 pools. Internal Investment Program Entries The category for all Internal Investment Program entries is "UVA Transfer." You are required to create journal entries to:

• Invest in the Internal Investment Program • Divest from the Internal Investment Program

Note: It is the responsibility of the department to initiate the journals to invest and divest funds. Revenues are not automatically invested, except for IIP interest allocations. Investing Funds

Interest is allocated in the month after quarter-end based on the project’s quarterly average balance in the IIP. This rate is based on short-term investment market performance. The rate may vary slightly from quarter to quarter, but in general, the Annual Rate will be somewhere between 3.5 and 4.5% depending on the market performance and what pool the project is in.


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This interest allocation is automatically reinvested on the day of allocation. These are the only entries made centrally. If additional revenue is received, the department has the option to create another journal to invest those funds. Divesting Funds

If your project has a cash deficit or anticipated expenditures exceeding your existing cash balance, you will need to make a divestment entry. The divestment entry will reduce the investment balance and increase the cash balance in your project. President's Reports Extensive information about the operations of the university are found in the UNIVERSITY OF VIRGINIA PRESIDENT’S REPORTS (http://www.virginia.edu/president/presrep.html). Budget Office The following graphic from the budget office documents the sources of University revenue. The image links to the budget office web site.

(http://www.virginia.edu/budget/operatingbudget.html)

Creating a GL Journal Entry Information you need for your Journals UVa's Naming Convention for GL Journals AA-USERID Description

• AA- represents the *Organizational Unit's identifying prefix • USERID represents your University Computing ID • Description identifies the purpose of Journal Entry.

Example With this naming convention a Journal Name might appear as follows: NOTE: The hyphen (dash) is the third character of the department identifier

http://www.virginia.edu/president/presrep.html

http://www.virginia.edu/budget/operatingbudget.html


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• HR-” stands for VP, Human Resources • “MR9X” is the University assigned computing ID • “Deposit Conference Fees” describes the purpose of this journal entry.

*PROJECT, AWARD, AND ORGANIZATION PREFIXES

DEBITS and CREDITS Departments must deposit all cash and credit card receipts into specific suspense accounts. Your department is required to reconcile these suspense accounts monthly. Debit the suspense account. To help you insure the correct suspense account string is used each suspense account is incorporated into an alias for your Org, bank deposit location, or credit card merchant number. Credit your Revenue Accounting String.


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IMPORTANT! Be sure you use the correct alias for your org, bank deposit location, or credit card merchant number. The accounting services department maintains the list of aliases. http://www.virginia.edu/finance/ DESCRIPTIONS All Deposit journals REQUIRE specific information in the Description fields of the journal header, Debit, and Credit lines to insure proper reconciliation with Cash Management. Since the Description fields are not validated by the system, users must remember to include the required information and approvers must check for it. IMPORTANT!! For Cash or Check Receipts:

• Insure you have used the correct Suspense Account string in the Debit line. The alias begins with BD.

• Debit/Credit Line Description = Deposit Control Number (DCN) from the bank deposit slip.

IMPORTANT:

• In the 'Debit' line's Description field enter ONLY the DCN. • In the 'Credit' line's Description field enter the DCN first and you may enter the date of

the deposit in the format DD-MMM-YYYY. Other descriptive text may follow as desired.

• This text will be displayed in reports and should describe the funds deposited (i.e. conference fees, ticket sales, etc.).


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For Credit Card Receipts:

• Insure you have used the correct Suspense Account string in the Debit line. The alias begins with C.

• Debit/Credit Line Description = The Authorization number of the daily transfer is substituted for DCN in a cash deposit.

The Line Description field MUST display the credit card daily transfer Authorization Number first in both the Debit and Credit line(s). The Credit Line Description field may include explanatory text AFTER the Authorization Number and date. This text will be displayed in reports and should describe the funds deposited (i.e. conference fees, ticket sales, etc.).

Procedure This topic illustrates creating a GL Journal entry. Naming Convention Description Type Accounting Strings and debits and credits


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Step Action 1. Log into the GL module and expand to see Journals, Enter.

Click the Enter link.

Step Action 2. Find Journals opens.

Click the New Journal button.


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Step Action 3. Click the New Journal button.


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Step Action 4. Enter the desired information into the Journal field.

Enter "HR-MR9X Deposit for Apple Training".


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Step Action 5. Information in the description field shows on reports.

At UVa you are required to enter the deposit slip number in the description field so that you can refer to it when you reconcile. Enter the desired information into the Description field. Enter "Deposit 12345".


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Step Action 6. Click in the Category field.


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Step Action

7. UVA Receipts has been selected for you. Note: Credit card receipts have their own category. Once the journal has been saved the Category cannot be changed. Click the OK button.

Step Action 8. The control total, 500, has been entered for you.

While not a required field (required fields are yellow) it provides a helpful check that your deposit debits and credits are entered correctly. Press [Tab].


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Step Action 9. The line number 1 has been entered.

Click the Account LOV button.


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Step Action 10. Click the UVA Aliases LOV cell.


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Step Action 11. The alias has been selected.



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Step Action 13. The GL Accounting String populates from the alias.

The debit amout of 500 has been entered for you. The Description autopopulates from the description in the header. Click in the Line field.


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Step Action 14. Click the Account button.


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Step Action 16. The Accounting Flexfield has been completed.

NOTE: You can find your GL String from your PTAO by running the Discoverer GA Reference Reports, Award Common Attributes. Click the OK button.


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Step Action 17. Click the Reserve Funds button.


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Step Action 18. Click the Yes button.


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Step Action 19. There are no budgets loaded in GL at this time. Therefore, you should always see

the prompt indicating that your transaction passed funds reservation. Click the OK button.


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Step Action 20. Click the Approve button.


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Step Action 22. Your approver will receive a Notification of the journal needing approval.


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Step Action 23. Congratulations! This concludes the topic.

End of Procedure.

Approving a GL Journal Notifications Users will receive both emails and notifications in the General Ledger Apps Notification screen

• when a journal entry requires approval • and when it has been approved, rejected or cancelled.

Because users receive both an email and a notification, the “informative” notifications (i.e. notifications not requiring an action) received in the IS Apps Notification Screen will immediately appear closed. Even though approvers can approve or reject journals through email it is not recommended as it leaves much room for error.

• Journals should be carefully reviewed before approving. Approvers can open the notification from the worklist on the E-Business Suite, then click the link to see the journal batch and from there they are able to open the full journal for thorough review.

Time Out Functionality IS provides a time out function to push along those journal entries that have not been approved within a specified time frame. UVA has selected to use the Time Out Functionality to handle any expected or unexpected absences and has set the time frame at 81 hours. Any journal entry notification that has not been approved or rejected after 81 hours will be returned to the preparer. The preparer may resend the notification to the Approver or to the Approver’s Manager. If that approver does not respond within 81 hours, it will again return to the preparer. NOTE: once the preparer selects to ‘Resend to the Approver’s Manager’ the routings are adjusted up one level if the notification times-out again. For example, if the preparer initially selects to ‘Resend to the Approver’s Manager’ and the notification times-out, the next time the preparer chooses to resend to the Approver, it will actually go to the Approver’s Manager. If the next time the preparer chooses resend the Approver’s Manager, it will actually go the Approver’s Manager’s Manager. UVA has elected to use the Time Out Functionality to handle any expected or unexpected absences. Delegation of a Notification


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Notifications may be delegated to anyone at any responsibility level by selecting the notification and clicking on the Delegate button. By delegating the notification, you are granting that user the ability to do the same thing you can do with the notification. For example, if you are an approver and you delegate a notification to another individual, you are asking him/her to review the journal entry and approve or reject it. If you are a preparer and you delegate a notification that you received because it timed out, you are asking that individual to either resend it to your Approver or resend it to your Approver’s Manager. Thus a preparer is not bypassing the established approval route by selecting the Delegate button. No Approver Found for Your Journal Entry A user with access to General Ledger may create journal entries without being set up in the Workflow hierarchy. However, if that user creates a journal entry and tries to route it for approval, the system will notify the preparer that no approver can be found. In this situation, a notification is also sent to ISDS Workflow Administrator. To release the transaction for processing, the UVA Workflow Specialist must first set up the preparer in the Workflow hierarchy. Then, the UVA Workflow Specialist should notify the preparer and approver that the problem is fixed; then, SYSADMIN can release the transaction. Upon release, the preparer’s approver is sent a notification regardless of whether or not the transaction is above the preparer’s self-approval limit. The approver must approve or reject the transaction before it can be posted or before any changes can be made to it.

Procedure Approvers log in to review and either approve or reject the journal.


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Step Action 1. The approver's worklist shows the notification of the journal requiring approval.

The journal name is an active link. Press [Enter] to continue..

Step Action 2. E-Business Suite gives general information about the journal batch needing

approval. Click the Enter Journals link to see the journal itself.


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Step Action 3. Select the GL Specialist responsibility.



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Step Action 4. The batch opens.

Approvers click the Journals button to review the full journal.


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Step Action 5. In the full journal the approver can see the GL strings for the clearing account and

the revenue project.


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Step Action

6. After reviewing the accounting information approvers close the window and return to the notification. Press [Enter] to continue.

Step Action 7. Approvers may enter a comment.

It is especially efficient to enter a comment if the approver rejects the journal. Enter the desired information into the Comment field. Type the word "comment".


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Step Action

9. The approver's worklist does not show the journal after it is approved. Press [Enter] to continue.

Step Action 10. The following screens illustrate what the journal creator sees after the journal is

approved.


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Step Action 11. The journal creator logs in and sees the notification that the journal is approved.

Click the Notification link.


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Step Action 12. Click the Enter Journals link.


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Step Action 13. Select the GL Specialist responsibility.


Step Action 14. The batch opens.

Click the Journals button.


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Step Action 15. Click the

Other Information tab.


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Step Action 16. Note the Journal is Approved though not yet posted.

At UVa most approved journals are posted in the nightly process. Close the window.


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Step Action 17. Once approved no response is required.



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Step Action 18. This concludes the topic.

End of Procedure.

Reversing a GL Journal Entry Correcting errors in posted GL Journal Entries A journal that has been posted to the General Ledger is permanent. However, there are ways to correct errors. Do not reverse a journal that you did not create. Instead, contact the creator of the journal for guidance. Incorrect Category If you selected the incorrect category and the journal has posted you must reverse:

• Reverse the original journal • Create a new journal with the correct category

Wrong Revenue Project If you simply credited the journal entry crediting the wrong revenue project you do not reverse, instead you create a new journal:

• Select UVA Adjustment as the category


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• Debit the incorrect revenue project • Credit the correct revenue project.

Wrong Clearing Account Alias If you selected the wrong Alias for your bank clearing (suspense) account but the correct category:

• Select UVA Adjustment as the category • Credit the incorrect clearing account (alias) • Debit the correct clearing account (alias).

Links to spreadsheets maintained by Financial Administration This link lists current bank accounts and their aliases: http://www.virginia.edu/finance/docs/Dir_Dep_Db.xls (http://www.virginia.edu/finance/docs/Dir_Dep_Db.xls) This link lists current credit card accounts and their aliases: http://www.virginia.edu/finance/docs/CC_Dep_Db.xls (http://www.virginia.edu/finance/docs/CC_Dep_Db.xls)

Procedure Reconciling monthly is a requirement at UVa. Do not forget to reconcile your General Ledger projects! If errors have been made, you will discover them during reconciliation.

http://www.virginia.edu/finance/docs/Dir_Dep_Db.xls

http://www.virginia.edu/finance/docs/CC_Dep_Db.xls


Page 83

Step Action 1. Find and open the posted journal that you need to reverse.

Click the Reverse button.


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Step Action 2. The Default reversal box appears. In this example the current date has been entered

and the Reversal period has populated. Note: The reversal date is DD-MMM-YYYY and the reversal period is MMM-YY. Click the OK button.


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Step Action 3. Acknowledge the concurrent process note.



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Step Action 4. You close the journal and return to the Navigator window.

It is not necessary to check the progress of the concurrent process, but you can. Click the View menu.


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Step Action 5. Click the Requests menu.


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Step Action

6. All My Requests is selected. Click the Find button.

Step Action 7. The Phase should say Completed. If it says "Running", click Refresh data button to

refresh the screen. You will not be able to complete the reversal until the process completes. Press [Enter] to continue.


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Step Action 8. Search for the journal.

Make sure you use the wildcard (%) before and after your Org prefix and USERID. Example: %HR-MR9X% The journal name will begin with the word Reverses followed by the original journal name in quotes and the date and time of the reversal (not in quotes). In this example we use the period of the reversing journal, May-13, as a parameter. Click the Find button.


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Step Action 9. Click the Review Journal button.


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Step Action 10. Notice the system generated journal name.

Click the Reserve Funds button.


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Step Action 14. Click the Close button.


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Step Action 15. Approved journals are posted in the nightly processes.

This concludes the topic. End of Procedure.

Determining Workflow Hierarchy for GL Journal Approvals UVA has selected the Go Direct method for routing transactions in the General Ledger. Any journal entry that exceeds a preparer’s self-approval limit will be forwarded to only one approver. The employee to receive that journal entry is the first approver in that chain of employees with the appropriate approval level. Once that approver has approved the journal entry, it is ready to be posted. The Go Direct routing is determined by the user who last updates a journal entry and/or clicks on the Approve Batch button. For example, one user may prepare a journal entry and save it. A second user may open that journal entry for editing. Upon finishing the edits to the journal entry, the second user clicks the buttons:

• ‘Reserve Funds’ and • ‘Approve Batch.’

The journal entry will route according to the workflow hierarchy established for the second user; not the user who originally created the journal entry. Authorized Approval Levels A minimum approval level of $5,000 was established for all employees, and a structured range of approval maximums was set. The following table arrays the authorized approval levels. All General Ledger users should be assigned one of the first eight options in this table. No other dollar amounts should be entered into the employee limits tables.


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Employee Table In the General Ledger Workflow hierarchy, both the preparer and approver must be General Ledger users with an assigned GL responsibility. The list of employees that appears for Workflow is from an HR Table. To appear in the HR Table, a person must be setup as a current employee of the University. However, being a current employee of the University does not necessarily mean the person has General Ledger access. As a result, before a new employee is added to the GL Workflow hierarchy, you must confirm he/she has been assigned a responsibility within General Ledger. Also ensure that his/her approver has been set up in the Workflow hierarchy and that the approver has also been assigned a responsibility level within General Ledger. Employee ID numbers have been added to this table to ensure the correct employee is set up in the Workflow hierarchy. You should always verify the Employee ID number of both the employee and the approver because the HR Employee Table contains employees with the same or similar names. Email Notification IS offers a ‘notification preference’ for workflow: ‘QUERY’ OR ‘MAILHTML’. ‘QUERY’ means that notification will only be received in the IS Apps Notification screen. ‘MAILHTML’ means that a user will receive an e-mail along with a notification in the IS Apps Notification screen. This preference is a global selection. If one application requires ‘MAILHTML’, then it applies to all applications.


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• UVA has set this preference to ‘MAILHTML.’ ‘MAILHTML’ means that a user will receive an e-mail along with a notification in the IS Apps Notification screen.

As a result, users will receive both emails and notifications in the General Ledger Apps Notification screen when a journal entry requires approval and when it has been approved, rejected or cancelled. Because users receive both an email and a notification, the “informative” notifications (i.e. notifications not requiring an action) received in the IS Apps Notification Screen will immediately appear closed. This preference does allow users to respond through their email to approve or reject journal entries. However, it is not recommended as it leaves much room for error. Journals should be carefully reviewed before approving. The General Ledger Apps Notification screen is a better choice because it provides direct access to the journal lines for thorough review.

Procedure This topic illustrates Setting employees' approval limits and the approver for GL journals exceeding the limit.


Page 99

Step Action 1. UVA Workflow Specialists set up the approval hierarchy in IS.

ASC Administrator-GL can also make changes to the Employee Limits fields when needed. Press [Enter] to continue.

Step Action 2. In this example the Workflow Approver has found the employee.

Press [Enter] to continue.


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Step Action 3. The minimum Authorization Limit of $5,000 is set for this employee.

The Workflow will click the flexfield to the immediate right of the Authorization Limit field to search for and set the approver. Press [Enter] to continue.


Page 101

Step Action 4. The workflow approver uses the flex field, indicated here circled in red, to bring up

the OGL approver find window. They then search for the appropriate approver, an employee with a GL responsibility and with a higher limit than the employee whose journals they will approve. Press [Enter] to continue.


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Step Action 5. Note the flexfield now contains data.



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Step Action 6. When an employee's approver leaves their position ...

... journals exceeding the employee's limits will linger in unapproved, and therefore unposted, status until a new approver is set up and approves. Press [Enter] to continue.


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End of Procedure.

Defining a Skeleton Journal Entry In situations where bank deposits and credit card reconciliations are made frequently it can be convenient to

• Define a Recurring, or Skeleton, journal entry.

The Skeleton entry can contain multiple GL Accounting strings. This process can be a time saver and can eliminate the possibility of errors in the entry of the long accounting string, and it does not have to go through the approval process. NOTE: Define a skeleton journal for the category of journal you frequently create. For example:

• UVA Receipts, Cash • UVA Receipts, Credit Cards

Procedure In IS the skeleton journal is called a Recurring journal.


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Step Action 1. Log in as a UVA GL Specialist.

You want to define a recurring journal entry. Click the Recurring link.


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Step Action 2. Follow the UVa naming convention for Journal entries.

In this case the skeleton entry is for credit card receipts, so CC Skeleton is added to the name. Enter the desired information into the Recurring Batch: Batch field. Enter "HR-MR9X CC Skeleton".


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Step Action 3. Enter the same journal name as the batch name.

If it was for cash or checks you would use "BD" in the name to indicate bank deposit. Click the Category cell.


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Step Action 4. NOTE: the category cannot be changed. The batch and journal name contain "CC."

Select the category. In this example the category is UVA Receipts- Credit Card. Click the OK button.


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Step Action 5. If your deposit is cash or check you would select the category, UVA Receipts,

instead.


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Step Action

6. Do not save yet! Click the Lines button.

Step Action 7. The Line number, 1, has been entered for you.

Click the Account list of values elipsis.


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Step Action 8. Click the UVA Aliases elipsis to see the list of values.


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Step Action

9. The alias for the credit card clearing account has been selected. Click the OK button.

Step Action 10. NOTE:

Credit Card aliases begin with CC.


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Step Action 12. Wait! Don't save yet.

Press the [Down] arrow to go to the next account line.


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Step Action 13. The line number, 2, has been entered for you.

The list of values elipsis has been clicked. Instead of selecting an alias to enter your revenue string. Click the OK button.


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Step Action 14. If you are not sure of your revenue accounting string you can run the Discoverer

report, GA Reference Reports, Award Common Attributes.


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Step Action 15. Note: You do not have to log out of IS to log into Discoverer and run a

report.


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Step Action 16. If you know any part of your GL String you can find the rest of it in the Award

Common Attributes Discoverer report.

Step Action 17. The accounting information has been entered for you.



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Step Action 18. Now it is time to save.

Click the SAVE button.


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Page 121

Step Action 20. Close the window.

Step Action 21. This concludes the topic Defining a Skeleton Journal Entry.

End of Procedure.

Generating a Recurring Journal Entry When you are ready to make a journal entry using the skeleton entry you defined:

• Generate the journal through a GL Process • Find the journal • Enter a description • Enter the debit and credit amounts • Reserve and Approve

NOTE: Remember to generate the journal from skeleton entry with the appropriate category. For example:

• UVA Receipts, Cash


Page 122

• UVA Receipts, Credit Cards

Procedure The skeleton or Recurring journal entry has been defined.

Step Action 1. Generate has been selected for you.



Page 123

Step Action 2. These are all the Skeleton entries; you search for yours.

Initiate a query by Pressing [F11].


Page 124

Step Action 3. Enter the parameter for your query into the Recurring Batch field.

Enter "%MR9X%".


Page 125

Step Action 4. Execute the query.

Press [Ctrl+F11].


Page 126

Step Action 5. Make sure your skeleton entry selected (note the checkbox).

Enter the desired information into the Period field. Enter "Apr-13".


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Step Action 6. The Journal date and calculation date populate automatically when you tab through

the fields. Press [Enter] to continue.


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Step Action 7. Click the Generate button.


Page 129

Step Action 8. A concurrent request is created when you click generate.

It will take a few minutes to complete. Press [Enter] to continue.


Page 130

Step Action 9. Your journal was generated, but the deposit number and

the amounts are missing.


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Step Action 10. Journals, Enter has been selected for you.

Click Open.

Step Action 11. Search for your newly generated journal using the percent sign (%) before and after

your user id. When you have created many journals you will find it helpful to limit your search. This example limits the search to the period April 2013. Enter the desired information into the Period field. Enter "Apr-13".


Page 132

Step Action 12. Click the Find button.


Page 133

Step Action 13. In this case only one journal met the search criteria. It is selected.

Click the Review Journal button.


Page 134

Step Action 14. The generated description is not adequate for a journal entry.

Click in the Description field.


Page 135

Step Action 15. The Description has been highlighted for you.

The Description must be copied & pasted into the description fields for the debit and credit. Press [Ctrl+V] to copy.


Page 136

Step Action 16. The control total and the debit amount for the clearing account has been entered.

Press [Ctrl V] to see the description pasted into line one.


Page 137

Step Action 17. The credit amount has been entered.

Press [Shift+F5].


Page 138

Step Action 18. Shift F5 copied the field above.

Press [Enter]to continue.


Page 139

Step Action 19. Click the Reserve Funds button.


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Step Action 20. Click the Yes button.


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Page 145

Step Action 25. Your approved journal will be posted during the nightly process.

This concludes the topic. End of Procedure.

GL Inquiries Use Account Inquiry to drill down to other IS modules from the General Ledger.

• Accounts Payable • Accounts Receivable • Fixed Assets • Labor through GA • GA Usages

NOTE: All GL responsibilities except for GL Specialist can use this function. Departmental users of GL log in as GL Viewer.


Page 146

Drilling Down to AP

Drilling down to another module involves opening forms in General Ledger and in the module in which the transaction originated, and having them open simultaneously. The default for the Integrated System is to close forms when another is open. To avoid being thwarted during complex inquiries, change that setting before initiating your query.

Procedure Log in as GL Viewer. In this example we illustrate drilling down to Accounts Payable to see the source for transaction.


Page 147

Step Action 1. Expand Inquiry.

Click the Account link.

Step Action 2. Close the Account Inquiry form.

Click the Close button.


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Step Action 3. Click Tools on the menu bar.


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Step Action 4. Uncheck the Close Other Forms menu.


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Page 151

Step Action

6. Inquiry, Account is selected for you. Click the Open button.

Step Action 7. Press [Tab].


Page 152

Step Action 8. Enter the Accounting Periods you want to query.

May-12 has been entered for you. Enter the desired information into the To field. Enter "Oct-12".


Page 153

Step Action 9. Click in the Account field.


Page 154

Step Action 10. You will drill down to the module in which a transaction occured.

The object code you choose helps focus the inquiry in your area of interest. GL Object Codes have a rather complex structure. The highest-level structure of Object Codes is shown in this table: 1000 Assets 2000 Liabilities 3000 Fund Balance 4000 Revenue 5000- 8950 Total Expenses 9000 Statistical Units

Step Action 11. The Accounting String has been entered for you. The object code, 6515, falls in the

expense range. NOTE: You could enter a range for the segments of the accounting string. Click the OK button.


Page 155

Step Action 12. The Description field shows the name of the GL String segments separated by

periods. Press [Enter] to continue.


Page 156

Step Action 13. Click the Show Balances button.


Page 157

Step Action 14. May-12 is selected.

Click the Journal Details button.


Page 158

Step Action 15. Four lines appear to have processed on this GL string in May-12.

The first line is selected with a debit of $77.26. Click the Drilldown button.


Page 159

Step Action 16. The 77.26 debit includes two debits.

The first debit line is selected. Click the View Transaction button.


Page 160

Step Action 17. Click the All Distributions button.


Page 161

Step Action 18. In this example the first distribution is on line number two on the purchase order.

Click in the Num field on the second row.


Page 162

Step Action 19. In this example the second line is paying for something ordered on line one of the

purchase order. Click the Close button to close the distributions window.


Page 163

Step Action 20. Tab number four, View Payments, is selected.

Click the Payment Overview button.


Page 164

Step Action 21. Quite a few invoices paid in the check for $5,135.69.

Click the Scroll down arrow to find your particular invoice.


Page 165

Step Action 22. There is the $77.26 payment.



Page 166

Step Action 23. Click the Window menu to see all the open windows.


Page 167

Step Action 24. Here is a list of all open windows.

Click number 3 option, Journals (University of Virginia) - 20.104088.1001.6515.20020....


Page 168

Step Action 25. Here we show the second line with a debit of 8.13 selected.

Click the Drilldown button.


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Step Action 26. Click the View Transaction button.


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Step Action 27. Click the fourth tab, View Payments.

Step Action 28. Click the Payment Overview button.


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Step Action 29. You can see that the check to Supply Room was for $22,773.52.

You scroll down to find the invoice for $8.13. It was one of many included in the payment. Press [Enter] to continue.


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Step Action 30. You can see the

PO number the check amount the date the payment cleared. Click the Window menu.


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Step Action 31. You can continue to review other journals or return to the Account Inquiry.

Click the 3 Journals (University of Virginia) - 20.104088.1001.6515.20020.... option.


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Page 175

Step Action 33. If you choose Account Inquiry you return to the original GL Inquiry window.


End of Procedure.

Drilling Down to Accounts Receivable

Procedure Log in as GL Viewer responsibility.


Page 176

Remember to uncheck Close Other Windows on the Navigation window before runing your inquiry.

Step Action 1. Press [Tab] to go to the Accounting Periods From field.


Page 177

Step Action 2. Enter the desired information into the Accounting Period field.

Enter "Jul-12".


Page 178

Step Action 3. In this instance only the Jul-12 accounting period is being queried, but IS allows an

inquiry of a span of time. Click in the Accounts field.


Page 179

Step Action 4. The Accounting string has been entered for you.



Page 180

Step Action 5. The description field shows the account segments' names separated by periods.

Press [Enter].


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Page 182

Step Action 7. Click the Journal Details button.


Page 183

Step Action 8. There are five entries for this string for the month of July 2012.

The first line, a credit for $2470, is selected. Click the Drilldown button.


Page 184

Step Action 9. There are three transactions making up the total of $2470.

The first line, $670 credit, is selected. Click the View Transaction button.


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Step Action 10. Review the receipt.



Page 186

Step Action 11. Click the Window menu.


Page 187

Step Action 12. Click in #3 Journals field.


Page 188

Step Action 13. Click an entry in the Debit column.


Page 189

Step Action 14. Click the Drilldown button.

Step Action 15. The total of the debits is $2580.

Click the Row 2 option. It is a debit of $900.


Page 190



Page 191

Step Action 17. Click the Line Items button.

Step Action 18. Click the Editor icon to reveiw the full description on the selected line.


Page 192



Page 193

Step Action 20. Click the 3 Journals (University of Virginia) -

... option.


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Page 195


End of Procedure.

Drilling Down to Fixed Assets

Procedure You can review the location and the amortization history for Fixed Assets.


Page 196

Step Action 1. Account Inquiry is selected.


Step Action 2. The accountig period, Jul-12, has been entered.

Click in the Accounts field.


Page 197

Step Action 3. A partial accounting string has been entered.



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Page 201

Step Action 7. The first transaction is selected.

Click the View Transaction button.


Page 202

Step Action 8. The transaction history in the Fixed Assets book opens.

Click the Details button.


Page 203

Step Action 9. Review the detail and close the window.



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Page 205


End of Procedure.

Drilling Down to Labor via GA

Procedure

Step Action 1. Double-click the Account Inquiry list item.


Page 206

Step Action 2. The accounting period range, Jul-12 - Sep-12, has been entered.

A partial accounting string has been entered. Note the object code 5010 is for Labor. Click the OK button.


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Page 208

Step Action

4. Sep-12 period shows activity. It is selected. Click the Journal Details button.



Page 209

Step Action 6. Three transactions make up the $47,972.22 debit.

The first transaction is selected. Click the View Transaction.


Page 210

Step Action 7. Review the transaction.

This view is also available through GA Expenditure Inquiry, View Actuals. Press [Enter]to continue.


Page 211

Step Action 8. Return to the Journals window.

The Window menu is selected. Click the 3 Journals (University of Virginia) -...


Page 212

Step Action 9. Click the University of Virginia option.


Page 213

Step Action 10. A different line is selected for review.

Click the View Transaction.

Step Action 11. Review the transaction.

Click the Window menu.


Page 214

Step Action 12. Return to the Account Inquiry window.

Click # 2 Account Inquiry (University of Virginia) option.


Page 215


End of Procedure.

Drilling Down to GA Usages

Procedure Drill down to internal transactions by selecting an object code used by internal service providers. In this example we illustrate drilling down to a telecommunications charge.


Page 216

Step Action 1. Click the Open button.


Page 217

Step Action 2. Jul-12 accounting period is selected.

Click in the Accounts field.


Page 218

Step Action 3. A partial accounting string has been entered.

This inquiry will return lines for all projects owned by this org - regardless of whether there are transactions in the project for the object code. Click the OK button.


Page 219

Step Action 4. Click in the Account field.


Page 220




Page 221

Step Action 7. Click in the

20.104088.1001.6145.20020 row.


Page 222



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Page 226

Step Action 12. This is the same window you can see in Expenditure Inquiry, Actuals.

Click Scroll >.

Step Action 13. Select other columns to add to the view.

Click the Folder Tools toolbar.


Page 227

Step Action 14. Add a column to the view by clicking the third icon on row two of the folder tools

menu. Expenditure Batch is selected. Click the OK button.


Page 228

Step Action 15. The batch name for the charge populates.

Note: you can see the PTA distribution for the charge. Press [Enter] to continue.


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Step Action 17. Click #2 Account Inquiry.


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End of Procedure.

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