Transcript Main Title - University of Miami

DMAS
Departmental Management Accounting System
Controller’s Office
Training Presentation
Updated January 7, 2015
Objectives of This Presentation
Recognize terms and concepts you will encounter while using the University’s
computerized accounting systems
Use the DMAS screens as tools for your monthly account reconciliations
Recognize the numerous subsystems that feed transactions into accounts
Follow the guidelines provided for reconciling subsidiary and general ledger
accounts
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Account Numbers and Their Attributes
Sub-Object Codes
Transaction Types and Codes
Batch Reference ID
Transaction Fields
Important Formulas
TERMS & CONCEPTS TO BE FAMILIAR WITH
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Subsidiary Ledger (SL) Accounts
and Their Attributes
Accounts attributes or characteristics include the following:
• The purpose of the account
• The Responsible Person generally has primary responsibility for control of the
activity within the account
• The 5 digit Department # & 2 digit Sub – Dept. # that the account belongs to
• Account fund group
• Only Sponsored Accounts (start with a 6) have an end date
• Accounts have year end codes as follows:
• P (project year) - balances that accumulate from the start date to the end
• F (fiscal year) - accounts do not have an end date and the balance may or
may not carry forward to the new fiscal year
• The account status may be open, frozen or deleted
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General Ledger (GL) Accounts
These are the accounts that start with a zero
The analysis of the associated General Ledger accounts in DMAS should not be
overlooked as it is an important part of the account reconciliation process
Control codes 1XXX and 2XXX balances need to be reviewed except for Control codes
1100 (Claim on Cash) and 2100 (Accounts Payable) which are both system generated
Be prepared to provide support and answer questions for any GL balance
Be proactive to avoid last minute phone calls and e-mails at year end
Contact Medical Finance for questions regarding GL accounts at Medical campus
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Frozen Account Status
Transactions are prevented from posting to frozen accounts
unless there is an outstanding open commitment for the item
All other transactions to frozen accounts will default to a
suspense account within the Controller’s Office for further
research and clearing to an approved active account number
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Delete 1 & Delete 2 Status
When an account is
placed in “delete 1”
status, all
outstanding open
commitments have
cleared and
transactions can no
longer be posted
into the account.
Accounts placed in
“delete 1” status will
systematically roll to
“delete 2” status at
the end of the fiscal
year.
The account will
remain in “delete 2”
status in the FRS
system until the end
of the following
fiscal year at which
time it will be
systematically
purged from the
system and may no
longer be viewed in
FRS.
Although FRS does
not display a
deleted account
after it is
systematically
purged, DMAS does
display historical
data for 10 fiscal
years prior to
current fiscal year.
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Sub-Object Codes
The Controller’s Office can not stress enough the importance
of using the appropriate sub-object code for classification of
expenses and revenues. Please call us if you are not sure.
Sub-object codes are 4 digit codes to be used along with the 6 digit account number
Sub-object codes are categories used to record transactions in the Subsidiary Ledger (revenue/expenses)
Always provide the full 10 digits (account & sub-object) when processing requisitions, eBERF’s, journal entries
and all other transactions
A listing of revenue/expenses and their explanation is found on the Controller’s Office web site in the General
Accounting section at http://www.miami.edu/finance/index.php/general_accounting/
GL (general ledger) accounts that start with a -0- utilize Control Codes not sub-object codes
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How Sub Object Codes are Numbered
Codes from 0001 to 0999
•These are revenue codes including 0011 the Balance Forward code found in certain accounts
Codes starting with digit 1
•These are used by the Payroll Office for payroll related expenditures
Codes starting with digit 2
•These are used by the Payroll and Benefit Offices for fringe benefit related expenditures
Codes starting with 3, 4 , 5
•These are supplies and services type categories
Codes starting with 6
•These are used for Capital such as Equipment, Library, Art Objects and Non UM Title Purchases
•Also used for Land, Buildings, Leasehold Acquisitions & Improvements
Codes starting with 7
•Transfer codes are listed as 71XX and 73XX
•Other 7 codes are expenses such as Annuities and Actuarial Liabilities, Debt Service for Plant Fund
Codes starting with 8
•These codes are Indirect Costs and Cost Sharing
Codes starting with 9
•These are Allocations codes
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Fixed Assets - Sub Object Codes
There are two
categories of
Fixed Assets:
If a capital equipment code was used in error or was not used when it
should have been, the transaction will be denied by Property
Accounting and it will systematically go back to the beginning of the
approval loop
If you are not completely sure about using a capital equipment sub
object code while submitting a purchase requisition on UMeNet, call
the Property Accounting area of the Controller’s Office at x84656
Moveable Equipment – Subobject Code 6103: The unit
cost of the Item is $2,500 or
more and has a useful life of
more than one year
Fixed Equipment – SubObject Code
6101: Equipment added as
part of the building, i.e.
elevators, AC units. Must be
used with a plant (8) account
If fixed asset has not arrived and been installed and ready for use by
May 31, it must be considered an expense for the following fiscal
year, cannot accrue if not received, need proof of delivery
Visit the Property Accounting web site at:
http://www.miami.edu/finance/index.php/property_accounting/ for
information regarding capitalization of movable equipment and noncapital expenditures and also to review custodial department’s
responsibilities
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Three Types of Transactions found in your accounts
Budget transactions
• These are shown as a systematic yearly feed dated 06/01
• Some accounts may include budget revisions during the fiscal year
Actual transactions
• Journal Entries, wire transfers (EFT), A/P – DEGA, cash disbursements and cash receipts
are examples of actual transactions
Encumbrance transactions - (also called Commitments)
• These are used to decrease the free balance of an account
• They can reflect a commitment for which payment has not been made
• They can reflect a commitment for indirect costs
• They limit expenditures to a specified level either authorized by the sponsor or
determined by the university
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Encumbrance Transactions
Used to
record
commitments
for these
categories:
•
•
•
•
Salaries and Fringe Benefits
Purchase Orders
Telephone Services
Restricted Funds in
Sponsored Accounts
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Transaction Codes
Budget – 020 to 029
Transaction Codes
Actual – Cash
Receipts - 030 to 039
these are the three digits that identify the
type of transactions in your accounts
You will find them on journal entry forms
and in the first column of the Account
History Detail screen in DMAS.
For a complete listing and explanation visit
the General Accounting section of the
Controller’s Office website
Actual – Cash
Disbursements - 040
to 049
Encumbrance – 050
to 059
Actual – Journal
Entry – 060 to 069
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Batch Reference ID Field
Batch reference initials identify the
individual or sub-system that
originated a transaction
Controller’s Office web-site General
Accounting section contains a
current listing of all authorized ID’s
and their contact information
Batch reference numbers are used on
budget, actual and encumbrance
transactions
The last three digits typically
correspond to the transaction code.
For example, journal entry
transactions would start with a 6
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Transactions in Your Accounts Contain the Following Fields
Indicator
Transaction
Code
Debit/Credit
account and
sub-object
Reference 1
and 2
(7 characters)
•D (debit) or C
(credit) or left
blank to default
Date
Description
(20 characters)
Amount
•P/F/N – partial,
final or no
liquidation of
commitment
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Batch # –
includes
subsystem
or individual
employee’s
3 digit ID
Important Formula To Know
This slide and the next two
explain three formulas you
should know. You will find the
components and results on
DMAS and FRS screens as well
as in RDS Report 90.
Budget Balance Available
Formula
Budget Balance Available
Column appears in the
following screens/reports
• This formula represents the available balance on your accounts
• Budget minus Actual minus Commitment = Budget Balance
Available (BBA)
• DMAS Account Summary
• In the last column (Balance)
• FRS Screen 019 (List 6 Digit SL)
• In the last column (Avail)
• Report FR90 in the Account Statement in Whole Dollars
• Balance Available column
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Another Important Formula
Open Commitment
Current Amount
Formula
Open Commitment
Current Amount
Column appears in
the following
screens/reports
• The formula represents the open commitment
remaining balance and is as follows:
• Original Amount less Liquidating Expenditure + or –
Adjustments = OCCA
• DMAS Open Commitments screen
• Current column
• FRS screen 021 (List OC Records)
• Current column
• Report FR90 – Open Commitments Status
• Current Amount column
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Purchasing Encumbrance Formula Found Only in DMAS
Purchase Order
Remaining Balance
(PORB)
Formula
• The original amount of the PO less liquidated
amounts less adjustments
• This equals the Purchase Order Remaining
Balance as of today
PORB
Appears in the
following DMAS
screen
• DMAS Purchasing Menu – Document Inquiry
• Look at the line towards the top that reads:
Purchase Order Remaining Balance as of today
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Highlights of DMAS
Signing On
Main Menu
Account Menu Screens
DMAS
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Highlights of the DMAS System
There is 10+ years
of account data in
DMAS
Subsystem
transactions as
well as manual
journal entries are
found in DMAS
Subsystem feeds
may be daily or
scheduled, e.g. bimonthly or month
end payroll labor
distribution
transactions
Some DMAS
screens allow you
to download
information into
Excel for further
analysis
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Certain
transactions
contain a globe
that allows you to
view imaged
documents such
as BERF’s
DMAS - Signing On & Proceeding to Main Menu
The DMAS Sign on page is located at the following link : https://dmas.ir.miami.edu/DMAS/signon.asp
DMAS can also be accessed via the General Accounting section of the Controller’s web site
The bottom of the screen lists different options for you to follow if you encounter issues while using DMAS
After signing on, you will see a pop up window containing a Bulletin Board with key dates for your review
Upon reviewing the Bulletin Board information, X out to access the DMAS Main Menu
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Sign On Screen
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DMAS Main Menu
This is the menu
screen you will see
after successfully
logging in to
Fiscal Year End Survival Kit Training
DMAS:
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DMAS Main Menu
These are four helpful sections
accessible from the Main Menu
which can be used during your fiscal
year end review and any time.
Accounts
• Used to view a specific account number if you already know
the six digit number
Departments
• You select the level of accounts you wish to view such as
Sub/Department, Department or higher levels
• Then you click on a particular account from the Account List
Purchasing
Controller’s
Office
• Used to view Purchasing subsystem information
• Click on the following link to go to the Controller’s Office Home Page:
http://www.miami.edu/finance/index.php/treasurer/areas/controllers_office/
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DMAS Account Menu Screens
Account
Summary
• This screen provides you with a summary listing by sub-code
• Budget, Actual, Encumbrance and Balance columns are shown
Open
Commitments:
• This screen provides a helpful listing by sub code of open current
commitments or commitments that are now -0- but had activity during
the fiscal year
• The original amount minus liquidated expenditure plus or minus
adjustment(s) equals the last column (Current)
Account
Transactions by
Month
• This screen provides a view of the transactions for a particular month for a
specific sub code
• Used for preparation of sales tax spreadsheet – accounts with revenue
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Account Menu
This is the menu screen you will see
next when you select Accounts from
the DMAS Main Menu.
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Account Summary Screen
Defaults to current fiscal year
Lists Responsible Person, Status and Associated GL
Shows Department/Sub-Department that account belongs to
Select another fiscal year if other than the current is needed
Download to Excel feature is available on this screen
Lists sub-objects with Budget and/or Actual activity
Budget, Actual, Encumbrance and Balance columns
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Open Commitments Screen
Open Commitments for 304### (FY 2014)
SAMPLE UHEALTH ACCOUNT
RECORD REVENUES & EXPENSES FOR SAMPLE UHEALTH
Subcode
Description/Vendor
Date
Document
Original
Liquidated
Adjustments
Current
3225
CARDINAL HEALTH 110
12/18/13
MR58579
9.96
0.00
0.00
9.96
3811
GOLD COAST LINEN SER
06/01/13
MP69212
146.32
0.00
0.00
146.32
3811
PITNEY BOWES GLOBAL
06/01/13
MP69451
320.20
0.00
0.00
320.20
3811
DIRECTV
06/01/13
MP72258
84.65
0.00
0.00
84.65
3811
CARDINAL HEALTH
06/01/13
MQ55459
297.51
0.00
0.00
297.51
3811
BRINKS INC
06/01/13
MQ58597
235.56
0.00
0.00
235.56
3811
PITNEY BOWES GLOBAL
06/01/13
MQ60505
638.78
0.00
0.00
638.78
3811
GOLD COAST LINEN SER
06/01/13
MQ60518
115.00
0.00
0.00
115.00
3811
PLANTIQUE INC
06/01/13
MQ61504
6.00
0.00
0.00
6.00
3811
DIRT PROS
06/01/13
MQ69180
537.84
0.00
0.00
537.84
3811
OFFICEMAX INC
06/01/13
MR04129
24.36
0.00
0.00
24.36
3811
BRINKS INC
06/10/13
MR21877
6,000.00
5,233.24
0.00
766.76
3811
KONICA MINOLTA MEDIC
10/07/13
MR44521
1,250.00
0.00
0.00
1,250.00
3811
PHYSICIAN SALES & SE
12/05/13
MR55804
119.07
0.00
0.00
119.07
3811
JET GRAPHICS INC
01/06/14
MR59882
245.00
245.00
0.00
0.00
3811
PRINT FARM INC
02/03/14
MR65789
2,170.00
0.00
0.00
2,170.00
3811
ARIBA REQUISITION
02/05/14
AEU1202
8,922.12
0.00
8,922.12
0.00
3811
PRINT FARM INC
02/17/14
MR68677
1,380.00
0.00
0.00
1,380.00
3852
ENCUMBRANCE
01/31/14
JEH0013
11,445.60
0.00
0.00
11,445.60
3858
ENCUMBRANCE
01/31/14
JEH0013
409.20
0.00
0.00
409.20
3873
ENCUMBRANCE
01/31/14
JEH0013
280.00
0.00
0.00
280.00
Totals:
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What you should be doing before each month end
What happens when it is time for the month end close
THE STEPS TO CLOSE THE BOOKS AT MONTH END
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Account Reconciliation Involves the Following
Refer to How to Reconcile
Accounts presentation on
Controller’s Office Education &
Training page for more in depth
information on account
reconciliation
Analyze monthly reports including RDS Report FR90 , also Labor Distribution
& Salary Encumbrance reports if you reconcile salaries
Track account information in DMAS (download to Excel feature) or FRS
screens – integrity of data used in reconciliation is vital
Review the overall financial standing of your accounts (BBA formula) also
examine the transactions posted to your accounts in detail and look at the
backup documentation including imaged documents in DMAS
Submit journal entries as needed including FA11 sponsored journals
Prepare findings and follow up on and resolve/correct any pending
transactions in a timely manner
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FR90 Financial Report Found On RDS/EOS
What is the
FR90 Report?
• FR90 (Form 90) is a monthly account
statement provided as a tool to the
authorized signer and designees for
reconciliation of their individual
accounts.
FR90 contains
these three
sections for
each account
listed:
• Summary
• Open Commitments Status
• Report of Transactions
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What are the Steps Involved in Your
Purchasing Encumbrance Review of
Open Commitments
Review the validity of open
encumbrances:
• By reviewing the DMAS Open Commitments screen
• Or the Open Commitments Status section of RDS Report FR90
What should you do if you
encounter open PO’s that
have no invoices pending
and should be closed
• Refer to Purchasing Policy BSJ-010- Change or Cancellation of an Order
• http://www.miami.edu/finance/index.php/purchasing/policies_procedures/
• Contact the Purchasing Dept. at your campus if you need their assistance or you
think there might be a system issue with the remaining encumbrance
UMeNet has an e-form tool
that may be used to release
encumbrances from the
account and delete the PO
• Review releasing encumbrances/closing PO’s document instructions
• To log on to UMeNet go to: http://enet.miami.edu
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Preparing Non Salary Journal Entries
The Journal Entry (JE) form is located in the Controller’s web-site Forms section
Individual submits Journal Entry and Batch Control Form (with their Batch Reference
ID) for real time data entry by the Controller’s Office or Medical Finance
Form FA11 is to be used only when Sponsored accounts are involved
If cash related, use the appropriate Bank number on the Batch Control form (which
should be attached to the front of the journal entry)
Journal entries are used to modify account totals in the respective accounts
Always attach explanations and supporting documentation including approvals
Review and become familiar with Financial Policies & Procedures B016 Journal Entries
found in the Controller's Office web site
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Summary
The presentation covered terms and concepts such as encumbrances
and Batch Reference ID’s that you will encounter while using DMAS
You should be able to use DMAS screens to look at Purchase
Orders and Invoices and also as a tool for your account review
Recognize that there are numerous subsystems like PCard
(GEDA) and Telecomm (CTX) that feed transactions into accounts
Follow the guidelines provided for reconciling and reviewing
accounts in a timely manner each month
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Thank You for Reviewing this
Controller’s Office Presentation
Please Visit our Website:
http://www.miami.edu/finance/index.php/treasurer/areas/controllers_office/
for Additional Information
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