What’s that charge??

Presented byJanet Gurton

andElvira Fike

Financial Services Office

Agenda

• What makes up the “Accounting Line”• Where did it come from?• Why can’t I click on the document #?

• Accounting 101• Why is there “To” and “From”? • What happened to Debits & Credits?

• Do I use a DI or a GEC??

• Who is my Fund Accountant?

• How do I claim funds that my customer says they sent electronically?

• Action Lists – Tricks and Tips

The Accounting Line

FIELDS AVAILABLE ON MOST DOCUMENTS FOR

PURPOSES OF THE ACCOUNTING LINE

Accounting String Definition Required

Chart Code UA for all Dept Accounts Y

Account 7 Digit Number Y

Sub-Account 6 Space Alpha Numeric Field N

Object Code 4 Digit Number Y

Sub-Object Code 3 Space Alpha Numeric Field N

Project Code 10 Space Alpha Numeric Field N

Transaction Ref ID 7 Space Alpha Numeric Field N

Line Description 40 Space Alpha Numeric Field N

Object Codes

Purpose Object CodeRevenue 0XXX

Salary 1XXXERE 2XXX

Expenses 3XXX – 7XXXAssets 8XXX

Liabilities 9XXX

So Many Choices!!

Click to open

Pick your weaponAll of the fields can be used to narrow your search.

• Document Type• Document Number

• Check Number• Document Number

• Origin Code• Balance Type Code• Reference Origin Code

Remember to use % as a wildcard

Just to name a few!

Narrowing the search results! Yes!

Document Type??? Say What???

• The Document Type is primarily helpful when the Origin Code is a “01”. Clicking on the document number will return the document or searching by a document type can help you narrow down the search. A most common of these doc types are:

Doc Type

Document Description Doc Type

Document Description

DI Distribution of Income and Expense GEC General Error Correction

PREQ Purchase Order Payment – Check / ACH SB Service Billing

TF Transfer of Funds PCDO P-Card

CCR Credit Card / Bank Receipt CM Credit Memo

CR Cash Receipt IB Intradepartmental Billing

DVCA Disbursement Voucher – Check / ACH ACHD ACH Disbursement

CHKD Check Disbursement (The document # is the Check #)

CHKC/CHKS

Check Cancelled or Stopped

Document Number Search

• Document numbers aren’t always documents in the system.• They can be regular document

numbers.• Check or Disbursement Numbers• Numbers that come from a feed

• Student feeds come with a date in the beginning of the document number. Searching for “20150402%” will return all accounting lines that were sent from the student system on April 2nd.

Origin Code??? What’s That???

• The Origin Code determines where the entry came from . . . Which will give you a clue where to look for the details.

Origin Code Source of Charge

01 User initiated Documents

02 A Payment (of some sort) went out the door

SA Student Administration Feed

MF or UE Manual Feed from UAccess Employee

IR Indirect Cost Recovery

SW Fringe Sweep

BO Budget Office

….. Many more…27 total

Balance Type

• The lookup screen will default to AC, but it can be changed.

Code Balance TypeAC ActualsEX EncumbrancesBB Base BudgetCB Current BudgetMB Monthly budget

I found the accounting line . . . Now where do I find the backup??

• The primary factor is the Origin Number. If the Origin Number is “01” or “02” then it came from the system and has an associated document. If the document doesn’t contain the information you need…your next step is the person who completed the document.

• You can click on the initiator name and the information will pop open. There will be their full name and email address under the contact tab.

Date the funds posted in studentSA = Student System

The Origin Code is SA

The Origin Code is SA so the supporting information can be found in the student

system.

• Find out a daily total for a specific account

• Detail down to the student if desired• Month End reports to help with

reconciliations• Remember– Student only feeds to

Financials on work days. • If a Student report is for January 31, 2015

(Saturday) it might not tie to Financials

The Origin Code is UE – Now What??

• So…the charge came from Employee

• Off to Analytics we go!!Financial

General – Labor Ledger

This drop down gives you little or lots of detail . . . You just need to pick!

The document posts first.

The disbursement posts the day thecheck is created.

Original Processed Doc

CHKD = Check Disbursed

Check Disbursements have additional

information

Check Number

• Check is requested to be stopped/cancelled day 1

• The disbursement entries are reversed the next day. day 2

CHKC = Check CancelledCHKS = Check STOPPED

• The document entries are reversed the following day day 3 This is the day the funds would show in the department’s account.

Check Cancel/Stops have additional information

Fund Balance• Revenues• Expenses

Fund Balance = Assets – Liabilities

Assets• Cash• Inventory• Equipment• Stocks/Bonds• Accounts

Receivable• Land/Buildings

Liabilities• Accounts

Payable• Deferred

Revenue

Debits and Credits

UAccess Financials is a double entry system…..each transaction should have at least one debit and one credit.

“TO” line= increase “FROM” line = decrease

Debit Credit

ExpenseAsset (8xxx)

+ -

Liability (9xxx)Revenue (0xxx)

Debit Credit

- +

(TO) (FROM)

(FROM) (TO)

Practice: Debits and Credits

“TO” line= increase “FROM” line = decrease

FROM:TO• Department is claiming a wire

FROM: EFT Clearing Account / Liability Object CodeTO: Department Account / Revenue Object Code

TO:TO• Booking a receivable

TO: Department Account / Asset Object CodeTO: Department Account / Revenue Object Code

FROM:FROM• Reversing Use Tax

FROM: Department Account / Expense Object CodeFROM: Tax Liability Account (2892000) / Liability (9190) Object Code

Debit Credit

ExpenseAsset (8xxx)

+ -

Liability (9xxx)Revenue (0xxx)

Debit Credit

- + (TO) (FROM)

(FROM) (TO)

Document Tips and Tricks!

• Use the GL Pending Entries section to see your debits and credits prior to submission. (Ignore -8100 cash line entries that automatically generate)

• You can export your pending entries into Excel to check your debit and credit balances.

• Attach any supporting documents and explanations to the Notes and Attachments tab – Be careful not to attach any sensitive data.

• The document status becomes 'FINAL' when everyone in the routing log including Fiscal Officers have approved the transaction. The transaction is then posted to the GL during the next GL batch process.

• Some documents have an Error Correction button that can be used (DI & GEC). This button will completely reverse the original entries of a document. This prevents errors and saves time.

• Debits must equal Credits!!

• You can SAVE the document, then review the GL Balances (including all pending ledger entries) before submitting. This way your document can still be changed or updated in case of an error.

DI or GEC – Who knows?

DI – Distribution of Income and Expenses• Used to distribute income or expense, assets or liabilities from a holding

account

• It can also be used to move income, expenses, assets and liabilities to other sub-accounts, object codes, or sub-object codes.

GEC – General Error Correction• Used to correct inappropriate or erroneous accounting data for General Ledger

entries generated from other financial transactions.

• The document will validate that the provided Reference Origin Code and Reference Number refer to a transaction that has posted. It also validates the object code balance.

• Best Practice: Use the Error Certification Tab to document what occurred.

When would I use a DI and/or GEC???

Use a DI to move or distribute funds from one account/object code to another account/object code

Use a GEC when correcting a transaction that contains an error• You cannot do a GEC unless it references a previous, existing transaction

in UAccess Financials

DI Examples: • To move expense funds from a clearing account to a departmental

account• To distribute a deposit to revenue object codes• To move an entry from the main account/object code to a sub

account/sub object code

GEC Example:• To correct an incorrect account/object code used on a DI• To reverse or assess Use Tax• Correct PCard transactions that were auto-approved

Who’s my Fund Accountant?Listing at

http://www.fso.arizona.edu/financial-management

How do I receive money electronically?

I hate getting paper checks!

• Email fso-cashandclearing@email.arizona.edu and request the necessary banking information.

• Fill out the form with your customers.• Claim the funds in UAccessFinancials!• Voilà!

Electronic Fund Transfer – That’s where the money is!

Many ways to narrow your search..Don’t forget to use wildcards (*)!

Amount can be searched using <, > or between.. For between 200 and 300 dollars, use 200…300

Click and open the document to see additional information.

I still can’t figure out if the money belongs to my department

• Additional information on the incoming funds can be found in ISW-Browse Web Folders.– Yes…ISW still exists! There is a link on the FSO homepage

• If you do not have access to ISW and/or “Browse Web Folders” email Cash Accounting

with your NETID and you will be added to the access list.

Action Lists – HELP!!

If it’s in your action list…it’s probably there for a reason….take a look at the notes and find out!!

Did you know that you can customize your Action List?

Get email notifications

Color Code your list so you can find the ones that are most important to you!

To many columns…TMI…

Thank you for your time!!

Janet Gurton gurtonj@email.arizona.edu 621-7717Elvira Fike elvirag@email.arizona.edu 621-0795