Reconciliation of Converted Data as of April 30, 2014 - PowerPoint Presentation

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Reconciliation of Converted Data as of April 30, 2014

Version Date: 8/2014Slide2

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, fundDepartments should be able to go to their Budget Overview and also review their cost center/projects and feel comfortable that all of their data migratedNeed to reconcile your revenue and expenses

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Reconciliation of Converted DataThe 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

Navigate to the

Budget Overview

page

Select the tab

Add a New Value

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2

3

4

Enter a name in the

Inquiry Name

field

Select the

Add

button

Main Menu

>>

Commitment Control

>>

Review Budget Activities

>>

Budget Overview

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Budget Overview –

Initial Inquiry Setup

Enter a

Description

Leave the default

Business Unit

(

UTSA1

)

Choose

Ledger Inquiry Set

from the

Ledger Group/Set

dropdown list

Enter

OPE_OPR

in

Ledger Group

field

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8

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From the *

Type of Cale

ndar dropdown, select

Detail Accounting Period

Change the

From Period

for

OPE

and

OPR

rows

(1 = September)

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Change the

To Period

for

OPE

and

OPR

to rows (8 = April)

Leave checkbox defaults as shown (Including

Adjustment Period(s

) checked and Include Closing Adjustments unchecked)

Budget Overview – Initial Inquiry Setup(cont.)

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In

Section C

the

Chartfield value

column enter the

Cost Center

In

Section D

select the

Search

Button (at the top of the page)

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Budget Overview –

Initial Inquiry Setup

(cont.)

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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 HPYTreasury journals that feed from Banner (formerly VC2’s) are labeled as UTZ

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