reconciling in infoporte nicole Šebik change management & training development

Reconciling in InfoPorte

Nicole ŠebikChange Management &Training Development

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1. Highlight a few key points about InfoPorte

2. Expense & Revenue 101

3. Reconciling…What? Where? When? How?

4. Q&A

Agenda

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Navigation

• You can access InfoPorte in two ways:1. Go directly to InfoPorte,

infoporte.unc.edu

2. From ConnectCarolina, click General Links on the left

How do I get to InfoPorte?

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Data Feed

• InfoPorte is updated early each morning with the previous day’s business.

Data Feed

ConnectCarolina

Data Warehouse InfoPorte

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Navigation

• At the top of every page in InfoPorteNavigation bar

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Finance

• When you click Finance, the landing page is Dept Accounting > Ledger Rollup

• You’ll accomplish most of your day-to-day accounting work – including reconciliation – in this area.

Dept Accounting

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Exporting Data

• The icons are on the right, top side of the page

• The SAS VA reports on the Financial Reporting tab can only be exported to Excel.— Right click on the row and select Export List Table.

Data may be exported to Excel or PDF

Tip! Excel downloads sometimes don’t work well in Internet Explorer. If you have problems, save the file before you open it.

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Expense & Revenue 101

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Expense & Revenue 101

The new look of finance transactions

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Expense & Revenue 101

Ledgers are similar to the old Transaction Codes

*The Collected ledger applies only to units using AR/Billing module, and is not included on the Ledger Rollup.

EXPENSE (5xxxxx)

Budget

Pre-encumbrance

Encumbrance

Expense

REVENUE (4xxxxx)

Budget

Recognized

Collected*

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Expense & Revenue 101

Ledgers are listed on theTransactions tab

F&A Expense ledgers

OSR Expense ledgers

State Expense ledgers

State Revenue ledgers

Trust Expense ledgers

Trust Revenue ledgers

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Expense & Revenue 101

What’s in the different ledgers?

• Budget— Budget Journals, Budget Transfers

• Pre-encumbrances— ePro orders, Purchase Requisitions

• Encumbrances— Purchase Orders, Personnel

• Expenses— Vouchers that have passed budget

checking

— Transactions in Accounts Payable

— Paid transactions

• Budget— Budget Journals, Budget Transfers

• Recognized— Deposits, Revenue from batch feeds

(InfoPorte Cores, for ex.), etc.

EXPENSE LEDGERS REVENUE LEDGERS

* Personnel encumbrances are posted for the period November 1, 2014 to

June 30, 2015.

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Expense & Revenue 101

• In ConnectCarolina, you do not budget F&A on the account level, which is why the Budget Amt is 0.00.

F&A Budget

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Reconciling

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The Questions

• The process of ensuring a balance is correct.What is reconciling?

• InfoPorteWhere do I reconcile?

• After the month is officially closed.When do I reconcile?

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What do I reconcile?

Reconcile these ledgers:

*The Collected ledger applies only to units using AR/Billing module, and is not included on the Ledger Rollup.

EXPENSE (5xxxxx)

Budget

Pre-encumbrance

Encumbrance

Expense

REVENUE (4xxxxx)

Budget

Recognized

Collected*

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?

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What do I reconcile?

• STATE: Fund – Source – Dept ID

• F&A: Source – Dept ID— Use source 14101 when reconciling

• Trust: Source— Two exceptions:

o Endowments– Filter by Fund – Source to see Principal and Income

o For Trusts allocated across multiple departments, use Source – Department

• OSR: Source – Project ID to exclude cost share— Project ID only to include cost share

Use the following combination of chartfields:

If you budget by Program, include

Program when you reconcile.

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How do I reconcile?

• Ledger Rollup

• OSR Ledger Rollup – for contracts and grants

• Transactions

To reconcile you’ll need access to:

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Questions?

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http://ccinfo.unc.edu/

For More Information