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
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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
!