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FUPLOAD Training FUPLOAD Training

FUPLOAD Training - PowerPoint Presentation

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FUPLOAD Training - PPT Presentation

Tuesday May 15 2012 Mary Ward Financial Data Administration Laura Demski Controllers Office Objectives By the end of this training you will be able to Understand the FUPLOAD process ID: 546097

rule fupload fuploads services fupload rule services fuploads activity interdepartmental transactions code financial journal data sales external idis codes

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Slide1

FUPLOAD Training

Tuesday, May 15, 2012

Mary Ward, Financial Data Administration

Laura

Demski,

Controller’s OfficeSlide2

Objectives

By the end of this

training, you will be able to:

Understand the FUPLOAD

process

Use the

FUPLOAD

Template and submit FUPLOADs correctly

Define Interdepartmental Sales and Services Transactions

Identify when to use JFI Rule Code

Follow FUPLOAD Approval Process

Slide3

Understanding the FUPLOAD

ProcessSlide4

What are FUPLOADs Used For?

FUPLOAD = Finance Upload (to GURFEED

Data Entry Application)

Enter data into

Microsoft Excel spreadsheet

FUPLOAD program converts data into required format and feeds to Banner

Slide5

What are FUPLOADs Used For?

Facilitates data entry process for Journal Entries (JEs) and Interdepartmental Invoices (IDIs)

Exactly like JE or IDI except MORE data, different process

For JEs with 10+ lines of data entry

Slide6

Using the

FUPLOAD TemplateSlide7

How Do You Use FUPLOAD Forms?

See Instructions Tab in FUPLOAD Template

Steps 1 through 4

Create UPLOAD folder in C drive

Enter data into JVCD

FTP the file to the FTP Server

Complete “Email” tabSlide8

How Do You Use FUPLOAD Forms?

Getting Started

How to Complete the Excel Worksheet (JVCD)

How to Complete the Email

How to Submit the File (on FTP server)Slide9

How Do You Use FUPLOAD Forms?

Reminders

Tabs

are numbered, in order

On Email

tab

Include Long

Description

Preparer and Approver Signatures Required

Maintain with documentation in department

records

Use “

sDocRef

” column to identify preparer by Phone Extension #Slide10

FUPLOAD Descriptions

The more descriptive, the better!

Only have 35 characters to work with

Should indicate what goods/services were provided

Use a distinct description for each separate transaction

FUPLOADs usually cover many different transactions

Include some kind of identifying characters

e.g., Invoice #Slide11

Frequent Issues

1.

2.

3.

etcSlide12

Defining Interdepartmental Sales

and Services TransactionsSlide13

Why a New Rule Code?

Internally Generated Revenue

Financial Services needs to be able to identify ALL instances of internally generated revenue (and expense)

For University-wide Financial Statements, this activity is essentially “eliminated” at year end

Does

not affect individual funds

Has become even more imperative due to UNC FIT (Financial Improvement and Transformation) initiative from UNC Board of Governors

https://www.northcarolina.edu/initiatives/uncfit/index.htmSlide14

External v. Internal Activity

External Activity

Generated by business with outside parties

e.g., Book Disbursements and Cash Receipts

Internal Activity

Includes all transactions that occur between campus departmentsSlide15

Interdepartmental Sales and Services

Transactions

All transactions that involve transferring payment for goods/services performed for campus departments by another campus department

Result in

Internally Generated Revenue

Currently reported on Interdepartmental Invoices (IDIs) for smaller transactions

Credit

Revenue, Debit Expense

Should never use

GL (Balance Sheet) accounts–

GxxxxxSlide16

Identifying When to Use JFI Rule CodeSlide17

What is a Rule Code?

Determines how

data

will be processed by Banner Finance

Our purpose:

To be able to identify and

segregate Internally Generated Revenue (and Expense) for year end financial reporting

How?

With

Rule Codes JNA (IDIs) and JFI (FUPLOADs)Slide18

Rule Codes for FUPLOADs

JF

L

For External transactions

JF

I

For

Interdepartmental Sales and Services transactions

onlySlide19

When to Use JFI Rule Code

Only for Interdepartmental Sales and Services transactions submitted via

FUPLOAD

One department being credited

with revenue (1xxxxx)

One

department being charged with expense (9xxxxx)

NOT for:

External activity

Transfers of funds (using transfer accounts 8xxxxx)

Balance Sheet (

Gxxxxx

) accounts NOT allowed!

If used, FUPLOAD will be rejectedSlide20

Forms and Rule Codes

External Activity

*entered by General

Accounting

External Activity

Form

Rule Code

Journal Entry

Journal

Voucher (JV)

JN6*

Journal Entry

– 10 or more lines

FUPLOAD

JFL

Corrections and Reclassifications of External Activity

Journal Voucher (JV)

JN6*

Corrections and Reclassifications of External Activity

– 10 or more lines

FUPLOAD

JFLSlide21

Forms and Rule Codes

Internal Activity

*entered by General Accounting

Internal Activity

Form

Rule Code

Interdepartmental Sales and Services

Interdepartmental Invoice (IDI)

JNA (pre-populated)

Interdepartmental Sales and Services

– 10 or more lines

FUPLOAD

JFI

Corrections and Reclassifications of Internal Activity

Journal Voucher (JV)

Rule Code used

in Original Transaction

Corrections and Reclassifications of Internal Activity – 10 or

more lines

FUPLOAD

Rule Code used

in Original Transaction

Transfers of funds between departments (using transfer accounts 8xxxxx)

Journal

Voucher (JV)

JT6*Slide22

Special IDIs

IDIs with Encumbrances

Only used by Telecom and Facilities Management departments

One for CI and one for Accounts Payable

Internal Activity

Form

Rule Code

IDIs with encumbrances for CI

Special IDI

Debit – JCP or JCF

Credit - JNC

IDIs with encumbrances

for Accounts Payable

Special IDI

Debit

– JEP or JEF

Credit -

JNBSlide23

Corrections and Reclassifications

General Rule:

Use the

same

rule code that you used in the original transaction

See Examples

Easy concept, but may be difficult to remember!Slide24

Certain Auxiliary Transactions

Remember that Balance Sheet (

Gxxxxx

) Accounts are not allowed to be used with the JNA and JFI rule codes

If charging:

Barnes and Noble (Fund 336050)

Chartwells

(Fund 330324), or

Ricoh (Fund 336111)

via Account G13920 “A/R Individual & Business”

Use a JV, not an IDI

These transactions represent

External ActivitySlide25

Rule Code Summary

JFI

Interdepartmental Sales and Services FUPLOADs

JFL

All other

FUPLOADsSlide26

Following the FUPLOAD Approval ProcessSlide27

Review Within Departments

FUPLOADs unique

The only review that occurs is within your department!

Financial Services does not review

FUPLOADs

like they do with Journal Entries

Greater burden on each department to submit correct data and maintain documentationSlide28

Approved FUPLOADer

” List

You need

to be on this list to submit FUPLOADs to Mary Ward in Financial Services

By signing the list, you agree that you have

…Slide29

Steps

To Be Able to FUPLOAD

Read Journal Entry

Guidelines

http

://finance.uncc.edu/controllers-office/general-accounting

Read UNCC Policy Statement #

33

http

://

legal.uncc.edu/policies/ps-33.html

Receive informal training from Mary Ward in Financial Services

Review FUPLOAD materials and

instructions

Obtain

signed approval from financial manager

Name will then be added to “Approved

FUPLOADer

” listSlide30

Once Approved

to FUPLOAD

Always make sure you have approval for

FUPLOADs

submitted

Always maintain supporting documentation in department records

(retain for three years)

Always review FUPLOADs for accuracy, including correct Account Codes, Fund Codes, Amounts (Debits = Credits!), Rule Code, and

DescriptionSlide31

You should now be able to…

Understand the FUPLOAD

process

Use the

FUPLOAD

Template and submit FUPLOADs correctly

Define Interdepartmental Sales and Services transactions

Identify when to use JFI Rule Code

Follow FUPLOAD Approval Process

Slide32

Questions?

For

questions related specifically to FUPLOADs

(filling out Excel worksheet, uploading

to the FTP server,

reject errors, etc

.), contact Mary

Ward, 7-5815

For

questions related to Rule Codes, Interdepartmental Sales and Services, Account use, etc., contact Laura

Demski,

7-

5002 or Kim Seamans, 7-5752Slide33

On FS Website

FUPLOAD

materials:

FUPLOAD training

presentation

FUPLOAD Approval

Request Form

Summary and Examples of Interdepartmental Transactions

http://finance.uncc.edu/financial-data-administration-fda/fupload-materialsSlide34

Other Guidance

On General Accounting website:

http://

finance.uncc.edu/controllers-office/general-accounting

Journal

Entry

Guidelines cover:

Journal

Vouchers, FUPLOADs,

IDIs,

etc.

Preparer and Review Responsibilities

Documentation

Requirements

Financial

Management

Guidelines cover:

Reconciliation

Budget Management

Reviewing for Encumbrances

Etc.Slide35

Thank you

and Happy

FUPLOADing

!