Transcript Reconciliation of Converted Data

Reconciliation of Converted Data as
of April 30, 2014
Version Date: 8/2014
Verifying your revenue and expense
balances at conversion
• An initial step in any conversion is to verify that
your departmental revenues and expenses
converted in full
– Accounting Services and Grants and Contracts
Financial Services verified 100% of revenue and
expenses as of the conversion date
• We did not verify the budget, department, fund
– Departments should be able to go to their Budget
Overview and also review their cost center/projects
and feel comfortable that all of their data migrated
– Need to reconcile your revenue and expenses
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Reconciliation of Converted Data
• The Budget Overview is your best source for
reviewing the individual data
• We recommend that you view your data with
ledger inquiry set OPE_OPR
– Provides a snapshot of the expenses side by side
with revenue
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Other Information to note
– In DEFINE, if you had a balance forward amount, that came into PS
as your Budget
• If you have a budgeted amount, plus a balance forward amount, you need to
add that together to come to your PS Budget
– If you do not have budgeted revenue, but collect revenue during the
year, this revenue will need to be associated with your expenses
(example 2) – this is only revenue collected, not revenue that may
have been a balance forward
– In DEFINE your budget groups could have multiple NACUBO
codes. In PS, this is split into individual cost centers. You will have
to add these together in order to reconcile back to DEFINE
(example 3)
– Encumbrances had to be keyed into PS manually. Your PS
encumbrance amount may not match what is in DEFINE
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Budget Overview - Create the Inquiry
Main Menu >> Commitment Control >> Review Budget Activities >> Budget Overview
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1. Navigate to the Budget
Overview page
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2. Select the tab Add a
New Value
3. Enter a name in the
Inquiry Name field
4. Select the Add button
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Budget Overview – Initial Inquiry Setup
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5. Enter a
Description
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6. Leave the
default
Business Unit
(UTSA1)
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7. Choose Ledger
Inquiry Set
from the
Ledger
Group/Set
dropdown list
8. Enter
OPE_OPR in
Ledger Group
field
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Budget Overview – Initial Inquiry Setup
(cont.)
9. From the *Type of Calendar dropdown, select Detail Accounting
Period
10. Change the From Period for OPE and OPR rows (1 = September)
11. Change the To Period for OPE and OPR to rows (8 = April)
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Leave checkbox defaults as shown (Including Adjustment Period(s)
checked and Include Closing Adjustments unchecked)
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Budget Overview – Initial Inquiry Setup
(cont.)
12. In Section C
the Chartfield
value column
enter the
Cost Center
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13. In Section D
select the
Search Button
(at the top of
the page)
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Budget Overview–Inquiry Results
(OPE/OPR Shown from September to April 2014)
(+)
(+)
(-)
(-)
(-)
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Budget Overview–Inquiry Results
(Associated Revenue Cost Center Example)
Associated & Recognized
Revenue will appear as shown
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Other Miscellaneous information
regarding the Budget Overview
• In reviewing your data, it may be helpful to
understand the document labels
– Converted data is labeled CNV, with a few exceptions
• Post conversion:
– Payroll journals are labeled as HPY
– Treasury journals that feed from Banner (formerly
VC2’s) are labeled as UTZ
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