BC Training JV Slides
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Transcript BC Training JV Slides
Business Center Responsibilities
Part I: JV Entry
› Important elements
› Helpful hints and tips
› Rule codes
Part II: JV Approval
› Reviewing JVs
› Approving JVs
› Resources
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Business Centers are responsible for:
› Verifying that JVs comply with OSU and OUS Policy
› Checking Internal Sales and Services transactions
against the Internal Fee Book
› Evaluating use of correct account codes for purpose of
activity or transaction
› Disapproving transactions related to previous fiscal
year activities
› Being aware that JV transactions will post upon
approval by the BC.
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TEXT is required on all JVs
TEXT must include:
› Input person’s first and last name, phone number,
and/or a contact person
› Sufficient information as to the purpose of the JV
transaction
› Some JVs require more specific detailed text
› Fee ID #, if applicable
Use FOATEXT to add or change text
The DESCRIPTION field explains what the
transaction is for so that the Account Code
can easily be checked
› The Description line is captured in Data Warehouse,
Text is not
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A Document Number must be entered in
the Document Reference field when:
› Correcting or redistributing a posted
transaction
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If using General Ledger account codes
(Axxxx, Bxxxx), input Fund and Account
Code only – No Index, No Org, No
Program
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Enter Budget Period only on Budget JVs
(rule code begins with “1”)
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Supporting Documentation
Includes: Email communications, spreadsheets,
billing invoices, advance settlements, etc.
Does Not Include: printouts of JV (FWRJVLR),
information that can already be found in
Banner
Scan any supporting documentation into
Nolij indexed as JV_Supp doc type
› If multiple documents are being added to a
JV, they can be renamed
(Ex: JV_Supp Index ABC123 email)
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JVs should be done in the month the
activity happens
Internal fees should be processed
monthly, but no less than quarterly
Do Not correct or bill prior fiscal year
income or expense transactions
Payroll corrections should not be
processed on JVs
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Internal Sales and Services:
› JV should be completed by the department or
unit receiving the revenue
› Use 09xxx Credit account codes for:
05xxxx-Designated Operations Funds
09xxxx-Service Center Funds
1xxxxx-Auxiliary Funds
› Use 79xxx Credit account codes for:
0xxxxx-General Funds
03xxxx-Statewides (Extension, Experiment Stations)
Sales between 1xxxxx-Auxiliary Funds
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Rule Code:
Begins with 1 = Budget
Begins with 2 = Encumbrance
Begins with 3 = Revenue, Expense, Asset, Liability
Rule Codes 3xxx use Debit or Credit in sign
field
Rule Codes 2xxx and 1xxx use “+” or “–” in
sign field
Don’t mix rule codes in the same JV
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BC Rule Codes:
3BC1 - HSBC
3BC2 – UABC
3BC3 – ASBC
3BC4 – BEBC
3BC5 – FOBC
3BC6 – AMBC
3BC7 – AABC
Budget Rule Codes:
1xxx
See Office of Budget and Fiscal
Planning:
http://oregonstate.edu/budget/
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BC Encumbrance
Rule Codes:
2ENB – create
encumbrance
2LIB – total liquidation
2LQB – partial liquidation
Central Rule Codes:
3JV1
3GNT
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Transaction primarily impacts Orgs within own BC
› Correct indexes/activity codes (Doc Ref)
› Redistribute charges (Doc Ref)
› Correct account codes (Doc Ref)
2xxxx-3xxxx account codes only
Activities/services originate from own BC
› Charge for Internal Sales/Services (debit to 2xxxx)
Use 79xxx or 09xxx account codes for credit - dependent
on fund
Confirm an approved fee is in Internal Fee Book
Processing original charges to a restricted fund
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An error will appear if General Ledger (GL),
Transfer, Capital Asset, or External Revenue
account codes are used on a 3BCx rule code.
If this error appears, you must change the rule
code to 3JV1 or 3GNT – on all sequences.
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Using General Ledger Account Codes
Axxxx, Bxxxx, Exxxx, Fxxxx
Using 9xxxx Transfer Account Codes
Using 4xxxx Capital Asset Account Codes
Redistributing External Revenue Account
Codes
01xxx-08xxx account codes
F-doc reference required
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Making any correction for a restricted
fund
› Grant/Contract Funds
index and fund begin with a letter
› Gift Funds
FSxxxx, FAxxxx and Mxxxxx funds
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See handout for instructions on how to
copy or reverse a JV
Useful for:
› Frequently occurring
› Reversing Year End Accrual
Make sure to change dates, Doc Refs,
etc. on new JV
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Similar to our regular JV form, FGAJVCD –
but gives a different view
Useful when the description or doc ref is the
same for each line
Able to see 12 rows at a time, instead of
one
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Date?
Check Transaction Date
Text?
Name (First and Last) and phone number?
Good explanation of transaction?
Will a person outside the BC in a year from now
understand the transaction by reading the text?
Internal fee charges?
Is there an approved fee in the Internal Fee Book?
Is there a Fee ID # listed?
Description?
Does the information assist in determining the
correct account code?
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Document Reference?
Is this a correction? – Doc Ref required
Is this a redistribution? – Doc Ref required
Look up Doc # in Banner
If no Doc Refs, there must be an explanation in text
Has the referenced Doc posted in Banner?
Check Doc Trans Date – is it in the current FY?
JV Supporting Documentation
Is the correct rule code used?
If it involves corrections to a grant, use 3GNT
Is transaction appropriate for funding source?
Is transaction appropriate for program code?
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Are account codes correct?
Are debits and credits correct?
Check all sequences!
These fields should be blank:
Deposit Number field
Budget Period field – only on1xxx Budget JVs
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If more Text is needed:
› Contact originating user
› Add text through FOATEXT without
disapproving
› Put JV on “HOLD” – add text through
FOATEXT
Name and Date
Reason for Hold
Use Text Seq numbers 01-09 so HOLD appears at top
of text after saving
Line Sequence numbers can only be changed
through Banner FOATEXT, not able to renumber in Self
Service
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Disapprove if review criteria is not met
(slides 23-25)
› Examples:
Incorrect account code
In disapproval message, request “Seq#” change
account code to xxxxx
Incorrect Rule Code
No Doc Ref (corrections or redistributions)
Never approve a JV you have entered
Never approve a JV if in doubt or
questionable – always seek another opinion
(Please call FA&A in Business Affairs)
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Approving Encumbrance JVs
2LIB and 2LQB Liquidating JVs use “+” in the sign
field and must have:
Encumbrance Doc # listed in Doc Ref field
Encumbrance Doc # listed in Encumbrance Number
field
6xxx Rule Codes
Used for FUPLOAD JV processes
Will only route to BC approval queue when there
are errors
JV will be incomplete and will need to be corrected and
completed through FGAJVCD
Usually don’t have text
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OSU FIS Policies:
› Fiscal Policy Manual:
http://oregonstate.edu/fa/manuals/fis
› Journal Vouchers:
http://oregonstate.edu/fa/manuals/fis/1107
› Recharge Activities:
http://oregonstate.edu/fa/manuals/fis/1403-01
OSU Internal/External Fee Book:
http://fees.oregonstate.edu/
OUS Policies:
› Account Code Definitions:
http://www1.ous.edu/owfp/plsql/fpm.index_list
› Fiscal Policy Manual:
http://www.ous.edu/cont-div/fpm/
FA&A Website:
http://oregonstate.edu/fa/businessaffairs/staff/faa
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› FGAJVCD
›
›
›
›
›
To Enter a JV
FGAJVCM
To Enter a JV
FGIJVCD
To view incomplete JVs
FOAUAPP
To approve/disapprove JVs
FOIAPPH/FOIAPHT
To view approval history
FOAAINP
To view who still needs to
approve JV
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› FGIBDST
›
›
›
›
›
To query transaction detail
for an index
FGITBSR/FWITBSR
To query transaction detail
or balance for a Fund
FGIDOCR
To view posted documents
FOIDOCH
To query on documents
FOATEXT
To add/change/view text
FUVPROF
To query on usernames
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General Questions
Financial Accounting and Analysis
Charlotte Rooks
737-5422
Treasure Hunt
737-9370
Kim Jenkins
737-3792
Diane McGill
Fixed Assets
Janna Storm
737-4084
Central Accounts Payable
Paul Marinello
737-0637
Autopays
Bezu Abebe
737-0635
737-6047
Pcards
Rose Hamilton
737-0650
Stephanie Smith
737-1825
Mark Fryman
737-0624
Grants, Gift, and Foundation Funds
OPAA
737-4711
Email
[email protected]
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Slides and Handouts are located on our FA&A website:
http://oregonstate.edu/fa/businessaffairs/staff/faa
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