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1. IT SERVICES THE UNIVERSITY OF CHICAGO ACCTS Cost Transfer Module User Manual https accts uchicago edu support accts lists uchicago edu 2010 09 01 Account Create Cost Transfer System ACCTS Page 1 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO 2010 09 01 Account Create Cost Transfer System ACCTS Page 2 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO The Cost Transfer CT module of ACCTS replaces the paper Expenditure Transfer Comptroller Form 61 Journal Voucher Comptroller Form 60 and Interdepartmental Order Comptroller Form 62 forms for certain types of cost transfers Transfers are allowed among all Ledgers including 3 Certain subaccount ranges are excluded from both JV and ET transfers 1791 UHRM temp pool 1801 RATA 1910 1999 Payroll 8300 8368 Financial Aid The exclusions for IDO transfers are 1000 1900 Payroll 8300 8389 Financial Aid Transfers may neither debit nor credit these subaccounts Ledger 3 transfers are excluded from these subaccount validations Ledger 8 JV and ET transfers have the further restriction that if one line on a JV or ET form involves an L8 account then all other lines must also have an L8 account either debit or credit JVs making lump sum transfers should only use the 9600 9699 and 9700 9799 subaccounts Non mandatory transfers should not be made through ACCTS Also excluded from this process are late cost transfers over
2. THE UNIVERSITY OF CHICAGO ACCTS Cost transfer Expenditure Transfer G The Expenditure Transfer has been submitted as number EE24780 Pra Fig 9 EE Control Number Message Save The cost transfer is saved for completion at a later time A temporary control number is assigned with the format ETMP A message box displays this number Figure 10 Click Ok to dismiss the message Print to print the transfer ACCTS Cost transfer Expenditure Transfer i The Expenditure Transfer has been saved as number ETMP01210 co Fig 10 EE Temporary Control Number Message A saved cost transfer is retrieved for editing by highlighting it in the CT Summary Table and clicking the Edit button When you either Save or Submit a cost transfer an entry appears in the CT Summary Table Figure 1 Cancel The EE entry window is closed and ACCTS returns to the CT home screen All of the data entered since the last Save is lost 2010 09 01 Account Create Cost Transfer System ACCTS Page 18 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO DD Cost Transfers To create an eIDO transfer click the New DD button at the bottom of the summary screen ACCTS displays the form shown in Figure 11 ACCTS Cost Transfer Interdepartmental Order DER Description Quantity Unit Price Extended Description Quantity Unit Price Extended Add Delete Clear Fields Clear Entr
3. Explanation area is the Previous Month Business checkbox This checkbox appears during the days at the beginning of each month prior to the previous month business cutoff date set by Financial Services As you can see in Figure 2 the form displays the actual name of the month If you check this box the transactions will be processed as belonging to the previous named month Finally you may add an attachment Click the Attachments button at the bottom of the EE form to open the window shown in Figure 3a see above Click Select File to open a file browser Find the file you want to attach and click Open You are returned to the Attachment window Fig 3a with the name of the file filed in Enter a comment in the Comments box and click Add The filename comment date the file was attached and file size are displayed in the lower area of the window Repeat the process to add multiple files Files must be added one at a time To delete an attachment select the name of the file from the list in the lower area of the screen and click Delete The Attachments button also appears on the EE screens throughout the review process and is used to view attachments To view an attachment select the name of the file from the list in the lower area of the screen and click View The application needed to view the file must be installed on your computer When you are done with the Attachment screen click the Close butto
4. and manage existing cost transfers File CostTransfer Review Admin Help Control DebitAcct Encum CreaitAcct Description Status Status Date Batchid Bater JTMP02989 4 27231 5900 4 27300 5950 ___ TEST ITEM 1 SAVED 01 29 2010 EE24760_ 4 27231 5900 TEST ITEM SUBMITTED 01 29 2010 EE24761 31 5400 TEST SUBMITTED 01 29 2010 JTMP02993 4 27203 5900 123454 27231 5500 __ TEST SAVED 05 12 2010 E 4 Il i ej C Show All Transactions f 1 1 f f ry New JE New EE NewDD Edit Hi Print Delete Lookup L Figure 1 CT Home Screen The CT Summary Table presents a summary view of cost transfer transactions in nine columns Control The Control Number assigned to the transaction form equivalent to the Control Number present on the corresponding paper forms To distinguish cost transfers submitted through ACCTS from those processed with paper forms JE EE and DD are used as the alphabetic prefix in place of JV ET and DP respectively Saved transactions are assigned temporary Control Numbers beginning with JTMP ETMP and DTMP Temporary Control Numbers don t have any meaning outside of ACCTS When a saved entry is edited and submitted it is assigned a standard Control Number that has no relationship with the value of the temporary Control Number Debit Acct The FAS account debited by the first line it
5. cost transfer click New EE ACCTS displays the form shown in Figure 7 ACCTS Cost Transfer Expenditure Transfer __DebitAcct__ DebitAcctName PO Encu Date Control Description Amount CreditAcct Credit Acct Name Batch Re 4 Line Item Detail Debit Account Credit Account PO Encum Date Control Description Amount Batch Ref Batch Date I IL z Add Update Delete Explanation No Selection Made Explanation Comment C August Business Reviewer Submit Cancel Attachments Import L Fig 7 EE Entry Form Data may be entered either by direct entry on the form or by importing from an Excel spreadsheet The data entry process is described first spreadsheet import is covered below On Screen Data Entry Use the data entry fields in the Enter Line Item section to build up the form As with other entry forms in ACCTS required fields are white optional fields are purple For each individual transfer enter the debit account the credit account the PO encumbrance number optional the associated date optional the Control Number optional a description of up to 20 characters the amount the Batch Reference Number and the Batch Date The format for the Batch Date is MM DD YYYY Batch Dates read off of current FAS reports consist of only a month and a day You must add the four digit year As you enter the debit and credit account numbers
6. cost transfer is submitted for Financial Services review and if approved for FAS batch processing It is assigned a control number with the format JE A message box displays this number Figure 5 Click Ok to dismiss the message Print to print the transfer ACCTS Cost transfer Journal Voucher The Journal Voucher has been submitted as number JE44261 co Fig 5 JE Control Number Message Save The cost transfer is saved for completion at a later time A temporary control number is assigned with the format JTMP A message box displays this number Figure 6 Click Ok to dismiss the message Print to print the transfer 2010 09 01 Account Create Cost Transfer System ACCTS Page 11 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO ACCTS Cost transfer Journal Voucher The Journal Voucher has been saved as number JTMP02993 co Fig 6 JE Temporary Control Number Message A saved cost transfer is retrieved for editing by highlighting it in the CT Summary Table and clicking the Edit button When you either Save or Submit a cost transfer an entry appears in the CT Summary Table Figure 1 Cancel The JE entry window is closed and ACCTS returns to the CT home screen All of the data entered since the last Save is lost 2010 09 01 Account Create Cost Transfer System ACCTS Page 12 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO EE Cost Transfers To initiate an EE
7. fields are white optional fields are purple For each individual transfer enter the debit account the credit account the encumbrance number optional the partial full liquidation flag optional the transaction number optional a description of up to 20 characters and the amount As you enter the debit and credit account numbers ACCTS checks that the account numbers are valid and if they are displays the account name in the area under the account number If an invalid account number is entered ACCTS displays the message seen if Figure 3 2010 09 01 Account Create Cost Transfer System ACCTS Page 7 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO ACCTS Error Account not found in FAS Fig 3 Invalid Account Error Message ACCTS also checks that the transfer conforms to the account restrictions outlined in the first section You will not be able to add a line item that violates these guidelines Click Add to display the data in the Line Item Detail area Repeat this process for as many line items as you wish to submit under a single Control Number To edit a line select it and edit the values that fill the Enter Line Item fields Click Update to effect the change To delete a line select it and click Delete Each cost transfer must also have an explanation one explanation for the entire form not for each line item Several standard explanations are provided in a drop down list Select one of
8. it into normal workflow As an Initiator Only user you may enter as little as just the line item information and leave everything else for an administrator to complete You may also complete all of the information but an administrator will still review the transfer before it is processed After filling in as much of the information as is appropriate click the Set Admin Owner button The window shown in Figure 19 displays a list of Administrators in your Department CT users who have standard ACCTS accounts to whom the transaction may be assigned 2010 09 01 Account Create Cost Transfer System ACCTS Page 27 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO ACCTS Interdepartmental Order Select Administrator Select an administrator to complete the transaction Flintstone Wilma Ok Cancel Fig 19 Set Admin Owner Screen If you enter incomplete information you must use the Save Transaction button to save the form with a temporary control number The transaction will also appear on the Admin Owner s CT Summary Table available to him her for review and submission If you have completed all of the required information you may click the Submit Transaction button which will assign a DD control number to the form but it will still require review and submission by the Admin Owner before it is processed further You and the Admin Owner will see the transaction listed in the CT Summary Table with a st
9. these or select Other and enter your own in the text box that appears The available explanations are Other Provide written explanation below Record receivable and fund addition for new award Record receivable and fund addition deduction for amended award Correct original receivable and fund addition entries for new or amended award Record receivable and fund deduction to reflect the accounts unobligated award balance Transfer receivable and fund addition for an award from its prior year account to its current year account 7 Transfer to the correct FAS account payments that were credited to Restricted Funds unclassified account 8 Transfer to the correct FAS account payments that were credited to an incorrect account 9 Reverse interest income calculation that can be attributed to an institutional allowance 10 Reverse interest income calculation on fixed price contracts 11 Reverse interest income calculation by the amount allowed by OMB Circular A 110 as an annual administrative allowance 12 Indirect Cost adjustment 13 Write off small award balance 2S ee e D 2010 09 01 Account Create Cost Transfer System ACCTS Page 8 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO Below the Explanation area are two checkboxes Automatic Accrual Reversal and Previous Month Business Select Automatic Accrual Reversal if the transaction should be automatically reversed by FAS the following mon
10. 27305 5900 Thisis an explanation SUBMIT_CO 09 22 2010 B01 K l gt Line Items Item Description Suanty Unit Price Extended Test itern 1 1 50 00 50 00 Test item 2 3 199 99 599 97 Debit Acct Credit Acct Amount 4 27203 5900 4 27305 5900 50 00 4 27203 5800 4 27713 5800 449 98 Header Information Explanation This is an explanation Prepared by Duck Daffy on 09 22 2010 Reviews Reviewer Man Bat Date 201 0 09 22 13 48 00 0 Action Approved Camments This is a comment added hy the offset preparer Comment Next Reviewer No additional approvals needed Approve Reject Attachments Fig 19 Review Transfers Screen Find the transfer by selecting the radio button corresponding to the type of transfer you re looking You may also retrieve transfers that have been directed to another approver in your workgroup by using the transfers for drop down list When you have made your selection click Select to retrieve the list of available transfers 2010 09 01 Account Create Cost Transfer System ACCTS Page 29 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO Select the transfer from the list in the Summaries box and the transfer details are shown in the Line Items Accounts and Header Information areas of the screen Use the Attachments button to view any attachments or to add an atta
11. 9 99 599 97 Description Quantity Unit Price Extended Aad Delete ClearFields ClearEntries Debit Acct Credit Acct Amount Description 4 27305 5900 50 00 Item 1 dist 100 4 27203 5850 149 99 Item 2 dist 25 4 27203 5800 449 98 Item 2 dist 75 gt Debit Account Credit Account Description Amount item Balance Total ome 4 27203 5900 4 27305 5900 litem 1dist100 fo 0 00 0 00 IT SERV BUS INF SRVSIT SERV SYSTEM SERVE Split Update Delete Clear Fields Clear Entries _ Owner Duck Daffy Comment Explanation amp Reviews Explanation This is an explanation 4 CO Reviewer Mouse Minnie Clear ALL Approve and Submit Reject Transaction Cancel L Fig 16 DD Offset Account Entry Form To enter the offset information select each component of the distribution and enter the corresponding offset account then click Update You can also split any of the distribution lines if you need the amount credited or debited to more than one account Select the distribution line and click Split A new distribution line is created with the preparer s information duplicated Select each of the split lines in turn add the offset account information adjust the percentage or amount and click Update You will not be able to split a line where b
12. 90 days and cost transfers that require supporting documentation For these categories of transfers the paper forms must be used It is assumed that users of the system are Faculty Service Representatives FSRs or Department personnel with delegated responsibilities from Financial Services for account management In addition Departments may want to designate Responsible Parties RPs with the authority to enter transactions through ACCTS When a transfer is submitted it is reviewed by Financial Services staff If approved it is incorporated into an FAS batch in the normal update cycle There is no check to ensure programmatically that the authorized signer of the debited account has approved a transfer This approval should be obtained verbally or via e mail by the initiating Department and does not get recorded in ACCTS RPs are notified of a rejection by Financial Services by the status of the transaction in the CT Summary Table It is the responsibility of the RP to notice such a status change and take appropriate action 2010 09 01 Account Create Cost Transfer System ACCTS Page 3 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO The Cost Transfer Home Screen When you log on to the CT module of ACCTS the application displays the CT home screen with the CT Summary Table and a number of buttons Figure 1 The table summarizes the logged in user s activity with cost transfers the buttons provide the functionality to initiate new
13. ACCTS checks that the account numbers are valid and if they are displays the account name in the area under the 2010 09 01 Account Create Cost Transfer System ACCTS Page 13 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO account number If an invalid account number is entered ACCTS displays a message similar to that seen if Figure 3 ACCTS also checks that the transfer conforms to the account restrictions outlined in the first section You will not be able to add a line item that violates these guidelines Click Add to display the data in the Line Item Detail area Repeat this process for as many line items as you wish to submit under a single Control Number To edit a line select it and edit the values that fill the Enter Line Item fields Click Update to effect the change To delete a line select it and click Delete Each cost transfer must also have an explanation one explanation for the entire form not for each line item Several standard explanations are provided in a drop down list Select one of these or select Other and enter your own in the text box that appears The available explanations are 1 Other Provide written explanation below or on a separate attachment Move expenses to a non sponsored account 3 Move expenses between accounts sub accounts used for the same budget year of an award 4 Transfer moves expenses between accounts that are for the same award but for different budget ye
14. ICES THE UNIVERSITY OF CHICAGO if the selected item permits the type of action and all actions accessible from the menus are also accessible with the buttons Eight buttons are displayed at the bottom of the CT home screen New JE New EE New DD Edit Hide Print Delete and Lookup There is also a Show All Transactions check box which functions in conjunction with the Hide button These buttons have the following functions New JE Used to initiate a new Journal Voucher cost transfer New EE Used to initiate a new Expenditure Transfer cost transfer New DD Used to initiate a new Interdepartmental Order cost transfer Edit Used to edit a cost transfer that has been partially completed and saved This button is active when a transaction with a status of SAVED or REJECTED is selected Hide Used to mark transactions as hidden which causes them to be removed from the default display Transactions with a status of BATCHED or PROCESSED may be hidden To display all transactions including ones that have been hidden check the Show All Transactions box at the upper left corner of the Cost Transfer tab When this is checked a new column labeled H appears with a value of Y for hidden transactions Multiple contiguous transactions may be selected for hiding by using SHIFT select non contiguous transactions may be selected using CTRL select Print Used to print the selected cos
15. TS Page 14 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO 18 Administrator was unable to change an account distribution on a payroll form P O or recharge center requisition order in a timely manner because of a heavy workload or simple oversight 19 Administrator in lieu of having timely instructions from PI as to how to allocate cost temporarily assigned cost to an existing account that acted as a clearing account until administrator received instructions from PI as to how to allocate the cost 20 PI recently instructed administrator how to allocate expense first charged to a clearing or departmental account because it was unknown what activity it would benefit when account distribution had to be entered into payroll or procurement systems 21 PI has multiple awards funding sources He or she simply gave the administrator the wrong award or account number to charge 22 Account distribution error was caused by the untimely receipt of information by the University Describe below in the other category the information that was received untimely 23 Related project cost transfer Attach Related Project Certification Form 24 Original charges had to be placed against an alternate account because an authorized signer for the award account was unavailable 25 Original transaction was posted to a clearing account because the activity that benefited from the expense was not know at the time the expense was incurred Below the
16. This was developed for Departments that may wish to distribute the responsibility of entering the basic data on an eIDO DD to a wider range of their staff and then pass on responsibility for completion checking and follow up to an administrator When a user with an Initiator Only account logs in to ACCTS and selects the New DD button the form shown in Figure 18 is displayed 2010 09 01 Account Create Cost Transfer System ACCTS Page 26 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO ACCTS Cost Transfer Interdepartmental Order Line Items item Description Quantity UnitPrice Extended _ttern rip Description Quantity Unit Price Extended a Add Update Delete ClearFields ClearEntries Accounts tem Debit Acct Credit Acct Amount Description gt Item Debit Account Credit Account Description Amount item Balance Total Balance i M Add Update Delete ClearFields ClearEntries Owner Duck Daffy Explanation Offset Dept Reviewer CO Reviewer Clear ALL Submit Transaction Save Transaction Cancel Set Admin Owner Fig 18 DD Initiator Only Entry Form The new feature is the Set Admin Owner button which is used to select the Department administrator who will review the transaction before submitting
17. Transfer System ACCTS Page 21 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO format DD A message box displays this number Figure 13 Click Ok to dismiss the message Print to print the transfer 2010 09 01 Account Create Cost Transfer System ACCTS Page 22 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO ACCTS Cost transfer Interdepartmental Order G The Interdepartmental Order has been submitted as number DD02725 co Fig 13 DD Control Number Message Save The cost transfer is saved for completion at a later time A temporary control number is assigned with the format DTMP A message box displays this number Figure 14 Click Ok to dismiss the message Print to print the transfer ACCTS Cost transfer Interdepartmental Order The Interdepartmental Order has been saved as number DIMP00203 print Fig 14 DD Temporary Control Number Message A saved cost transfer is retrieved for editing by highlighting it in the CT Summary Table and clicking the Edit button When you either Save or Submit a cost transfer an entry appears in the CT Summary Table Figure 1 Cancel The DD entry window is closed and ACCTS returns to the CT home page All of the data entered since the last Save is lost Entering Offset Account Information If an eIDO has been sent to you to complete the offset account information you will receive an e mail notification and the t
18. ansfer Lookup ACCTS can be used to search for and display cost transfers performed through ACCTS Click Lookup on the CT home screen or select Lookup from the Cost Transfer menu to bring up the Lookup Transfers screen Figure 19 ACCTS Cost Transfer Lookup Transfers BAE Search Parameters JE OEE DD Control WE Debit Account Range to _to Credit Account Range to Prepare Date from tol ii Batch Date from i Batch ID m Search Clear Summaries Control Debit Acct Encum Credit Acct Description Status Status Date Batchid Batch Date Line Items _ DebitAcct Debit Acct Name Encum P F Transact Description Amount Credit Acct Credit Acct Name Header Information Explanation Prepared by Next Approver hm achments Fig 19 Lookup Transfers screen Enter your search criteria in the fields in the Search Parameters section at the top of the form You may search on any or all of Control Number Debit Account single or range Credit Account single or range Prepare Date submission date single or range Batch Date single or range and Batch ID Select Search to execute the search Single line summaries of the search results will display in the Summaries table To view the details of a cost transfer select the corresponding summary The detail for the transfer will display in the Line Items and Header Inform
19. ars Transfer places expenses in the correct budget year account 5 Award account was created late because awarding agency was late in issuing the award instrument 6 Preaward expenses i e expenses incurred within an allowed period of time prior to the beginning of an award period 7 Charge account was not created until sometime after the account distribution had to be entered into the payroll or procurement systems Additional funding being provided by the University Recharge center failed to enter account distribution change requested 10 Transfer vacation and personal holiday accruals Employee transferred from one department to another 11 Individual was transferred from one project to another for a short time less than three months Rather than changing account distribution changes by revising payroll appointment forms they are being made by salary transfers 12 Individual was transferred from one project to another but payroll forms could not be processed before payroll deadlines 13 Payroll forms were not processed timely because the program s activity and financial plans were being reviewed 14 Keypunch personnel committed a data entry error 15 Administrator data entry personnel committed a data entry error 16 Administrator incorrectly assumed how cost was to be allocated 17 Administrator misunderstood PIs instructions as to how to allocate the cost 99 2010 09 01 Account Create Cost Transfer System ACC
20. ation sections of the form Click Attachments to view any attachments that accompany the transfer To perform another search click Clear to clear the search criteria fields then repeat the search as described above Click Done to return to the CT home screen 2010 09 01 Account Create Cost Transfer System ACCTS Page 31 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO Click Print to print the selected transfer Printing Cost Transfers JE and EE cost transfers processed through ACCTS may also be viewed and printed with another web application that is independent of the ACCTS interface This is the ACCTS Cost Transfer Lookup Facility It can be accessed from the Look up a Cost Transfer processed through ACCTS link on the main ACCTS page https accts uchicago edu The CT Lookup login page prompts you for your Authorized Signer Number in addition to your CNetID and password Enter the requested information and click Login The next screen prompts for the Control Number of the transfer Enter it in the field provided and click Search If you have entered a valid Control Number the details of the cost transfer will be displayed The data may be printed for best results you should specify a landscape orientation in your printer setup This application was designed primarily as a tool for account administrators and authorized signers who do not have access to ACCTS so that they may look up cost transfers that affe
21. atus of SUBMIT_ADMIN After the administrator to whom the transaction has been passed for completion has submitted the DD you will still be able to view it on your CT Summary Table to follow its progress but you can no longer edit it unless it gets rejected by a reviewer somewhere in the workflow If a DD transfer is rejected at any point email notification is sent to the Admin Owner of the transaction not the initiator This process assumes that the Admin Owner has taken responsibility for the processing of the transaction after it is passed to him her by the initiator 2010 09 01 Account Create Cost Transfer System ACCTS Page 28 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO Reviewing Approving Transfers If you are a Departmental reviewer you will receive an e mail notification for any cost transfer JE EE or DD that has been sent to you for review Financial Services reviewers do not get e mail notifications To review a transfer select the Review menu item at the top of the CT home page and select Review Transfers ACCTS will display the Review Transfers screen shown in Figure 19 ACCTS Cost Transfer Review Transfers Review pe E os transfers for Mouse Minnie amp JE amp EE DD Summaries Control DebitAcct Encum Credit Acct Description DD02700 1 11000 5200 1 11000 5201 Status Status Date CO Re SUBMIT_CO 03 13 2009 B01 DDO2709 4 27203 5900 4
22. bitAcctName PO Encu Date Control Description Amount Credit Acct fCredit Acct Namel Batch Re 2 IT SOLUTION C TSC REFUND 500 000 00 4 27203 6300 IT SERV BUS OMG777 a 4 27 203 5900 IT SERV BUS A FAKE TRANS 45 000 37 4 27301 5950 IT SERV INSTR ELO123 4 Line Item Detail Debit Account Credit Account PO Encum Date Control Description Amount Batch Ref Batch Date a a IL es l Update Delete Explanation Other Provide written explanation below or on a separate attachment Explanation Comment An example of an EE Cost Transfer in accts Reviewer Szakacs Pamela Save I Submit Cancel Attachments Import Fig 8 Completed EE Form 2010 09 01 Account Create Cost Transfer System ACCTS Page 16 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO When the form has been completed either by direct data entry or by Excel import three actions are available Submit Save and Cancel Submit The cost transfer is submitted for FAS batch processing or if a Restricted Account is debited by any line item for Financial Services review and approval It is assigned a control number with the format EE A message box displays this number Figure 9 Click Ok to dismiss the message Print to print the transfer 2010 09 01 Account Create Cost Transfer System ACCTS Page 17 of 32 IT SERVICES
23. chment Print will create a PDF copy of the transfer for printing Review the submission add a comment and either approve or reject it using the buttons at the bottom of the screen For DD transfers if you are a Departmental reviewer in a Department with a two step workflow and your Department is entering the offset account information you have a third option Return To Offset Preparer This allows you to return the eIDO to the offset preparer in your Department if there is a problem with the offset account information If you were to reject the eIDO it would go back to the original preparer who would only be able to edit the account information that he she had entered After a rejection at any stage if the cost transfer is corrected and resubmitted the status will again indicate the workflow stage of the transaction but a number will be appended to each status to reflect the number of cycles the cost transfer has gone through For example if an eIDO has been rejected twice by Financial Services and has been resubmitted again to Financial Services the status will be SUBMIT_CO3 One final note on rejected transfers The comments entered by the reviewer who does the rejection are only visible to the preparer and previous reviewers by using the Print button to generate a PDF version of the transfer 2010 09 01 Account Create Cost Transfer System ACCTS Page 30 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO Cost Tr
24. ct their accounts Anyone with an Authorized Signer Number and CNetID UCHAD ID may log in and retrieve any JE or EE cost transfer processed through ACCTS 2010 09 01 Account Create Cost Transfer System ACCTS Page 32 of 32
25. em of the cost transfer Encum The encumbrance number referenced by the first line item of the cost transfer Credit Acct The FAS account credited by the first line item of the cost transfer Description The Description field of the first line item of the cost transfer Status An indication of the processing status of the transaction Multiple values are possible The following are common to EE JE and DD transactions 2010 09 01 Account Create Cost Transfer System ACCTS Page 4 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO SAVED The transaction has been saved with a temporary control number for completion at a later date A SAVED cost transfer may be edited at a later time and submitted when complete or deleted SUBMITTED The transaction has been submitted for approval and processing SUBMITTEDI SUBMITTED2 etc indicate re submissions subsequent to rejections by Financial Services REJECTED The transaction has been reviewed and rejected by Financial Services REJECTEDI REJECTED2 etc indicate rejections subsequent to re submissions A REJECTED cost transfer may be edited at a later time and re submitted when corrected or deleted APPROVED The transaction has been reviewed and approved by Financial Services BATCHED The transaction has been incorporated into a batch for transfer to FAS PROCESSED The transaction has been transferred to FAS This does not imply that FAS has processed the transaction succe
26. es Files must be added one at a time To delete an attachment select the name of the file from the list in the lower area of the screen and click Delete The Attachments button also appears on the JE screens throughout the review process and is used to view attachments To view an attachment select the name of the file from the list in the lower area of the screen and click View The application needed to view the file must be installed on your computer When you are done with the Attachment screen click the Close button Excel Import To import JE transactions from a spreadsheet you must first download the appropriate template This is done from the Cost Transfer menu at the top of the CT Home Screen Navigate to Cost Transfer gt Journal Voucher gt Download JE Template You will be given the option of renaming the file and saving it to any location on your computer Files may be in either xls or xlsx format The template has the same required and optional fields that are present on the JE screen Columns shaded purple are optional data fields Do not change the column names or the worksheet name JVLineltems When the data has been entered save the spreadsheet go into ACCTS open a new JE form and click the Import button Select the file with your data in the file browser and click Open The data from the spreadsheet is entered into the form just as if you had keyed it on the screen Faulty entries are n
27. ew if you are in a Department that is set up for a 2 stage workflow or otherwise to Financial Services for review If only one side of the transaction is filled in either debit or credit accounts then you must select an offset Department and an offset reviewer in the section at the bottom of the screen before submitting the form To enter a distribution for the entire set of line items as a whole leave the line item number in the Item drop down list at the default 0 Fill in the appropriate account information a description and either a percentage in the field or an amount in the Amount field and click the Add button To enter a distribution for a specific line item select the item number in the Item drop down list then fill in the corresponding information in the entry fields and click Add If you have entered distributions for one or several line items but want to distribute the remaining items as a whole select the 0 in the Item list fill in the account information and description and leave the and Amount fields blank When you click Add ACCTS will calculate the amount remaining and fill in the correct value When you enter an account and tab out of the field ACCTS checks whether you have entered a valid account number and displays the account name under the corresponding account field The other buttons have the following functions Update Updates info
28. ies Debit Acct Credit Acct Amount Description Debit Account Credit Account Description Amount Item Balance Total Balance l E Add Update Delete ClearFields Clear Entries Owner Duck Daffy Explanation KI C August Business Offset Dept Reviewer CO Reviewer Zee if Clear ALL Submit Transaction Save Transaction Cancel Set Admin Owner Fig 11 DD Entry Form The data entry screen has three section one for entering the line items one for entering account distributions and one for entering an explanation and selecting or viewing reviewers approvers Entering Line Items Fill in the information in the entry fields for Description Quantity Unit Price click the Add button The other buttons have the following functions Update Updates information for the highlighted line 2010 09 01 Account Create Cost Transfer System ACCTS Page 19 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO Delete Deletes the highlighted line Clear Fields Clears the data entry fields Clear Entries Removes all line items Entering Account Distributions Each user may fill in a both debit and credit accounts b debit account only c credit account only If both sides of the transaction are filled in the form will go either to the Departmental approvers for revi
29. n 2010 09 01 Account Create Cost Transfer System ACCTS Page 15 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO Excel Import To import EE transactions from a spreadsheet you must first download the appropriate template This is done from the Cost Transfer menu at the top of the Cost Transfer Home Screen To get the EE template navigate to Cost Transfer Expenditure Transfer gt Download EE Template You will be given the option of renaming the file and saving it to any location on your computer Files may be in either xls or xlsx format The template has the same required and optional fields that are present on the ACCTS screens Columns shaded purple are optional data fields Do not change the column names or the worksheet name ETLineltems When the data has been entered save the spreadsheet go to ACCTS open a new EE form and click the Import button Select the file with your data in the file browser and click Open The data from the spreadsheet is entered into the form just as if you had keyed it on the screen Faulty entries are not imported After this the EE behaves as normal Explanations must be added and the Previous Month s Business flag set if appropriate Multiple file imports may be done to a single form and manual entries may be added to those created by a spreadsheet import Finishing the Process A completed form is shown in Figure 8 ACCTS Cost Transfer Expenditure Transfer _ De
30. on either debit or credit account information select the offset Department and person to whom you are sending the form for completion in the Offset Dept Reviewer drop down boxes Once you select a Department the Reviewer list will show the people in that Department who have access to ACCTS and to whom the transactions may be sent You may also send the transaction to another Department or to another ACCTS user in your own Department even if you have filled in both credit and debit account information In that case however this will be for notification only as they will be unable to edit either side of the accounting information They may add a comment and they do have to submit the eIDO to move it along to the next stage Finally if enough accounting information has been entered to determine who the Comptroller s Office reviewer will be that information will be displayed in the CO Reviewer field The CO reviewer is selected based on the CO Responsibility Code of the most restricted account used on the form using the same rules that are applied to JE and EE transfers A completed form is shown in Figure 12 Fig 12 Completed DD Form Three actions are available Submit Save and Cancel Submit The cost transfer is submitted for entry of offset information for Departmental approval or for Financial Services approval It is assigned a control number with the 2010 09 01 Account Create Cost
31. ot imported After this the JE behaves as normal Explanations must be added and the Previous Month s Business and Automatic Accrual Reversal flags set if appropriate Multiple file imports may be done to a single form and manual entries may be added to those created by a spreadsheet import Finishing the Process A completed form is shown in Figure 4 2010 09 01 Account Create Cost Transfer System ACCTS Page 10 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO ACCTS Cost Transfer Journal Voucher Debit Acct DebitAcctName _ Encum P F Transact Description Amount Credit Acct Credit Acct Name 4 27203 6300 IT SERV BUS INF SRVS A SAMPLE COS 50 000 00 2 71602 6300 READY FOR RECYCLING 43092 3800 UEVDUE0934845 KK ANOTHER EXA 10 000 01 5 43091 3850 ECOL0928232 CP 4 Line Item Detail Debit Account Credit Account Encum PF Transaction Description es ada update Delete Explanation lother Provide written explanation below Explanation Comment i example of a JE Cost Transfer in ACCTS C Automatic Accrual Reversal Reviewer Boyle Bridget Save Submit Cancel Attachments import Fig 4 Completed JE form When the form has been completed either by direct data entry or by Excel import three actions are available Submit Save and Cancel Submit The
32. oth debit and credit information has already been entered by the preparer If you try to do this you will see the error message in Figure 17 2010 09 01 Account Create Cost Transfer System ACCTS Page 25 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO ACCTS Error x Account cannot be split Credit and debit accounts entered by preparer Fig 17 DD Disallowed Split Error Message You may also add a comment If your Department is one that has a two step approval workflow process you must also select the Departmental approver to whom the eIDO should be routed for approval prior to routing to the Comptroller s Office When you are finished entering the required information click the Approve and Submit button at the bottom of the screen The other buttons have the following functions Clear All Inactive at this point in the workflow it is not possible to clear the entire eIDO because some information has been entered by others Reject Transaction Returns the eIDO to the preparer Any information you have entered is deleted except for comments which remain to be reviewed by the preparer Cancel Removes any information you have entered but the e DO remains with you to be completed later Initiator Only User Accounts The CT module of ACCTS supports a type of user account called an Initiator Only account which allows users to initiate eIDO transfers without filling in all of the financial information
33. ransaction will be listed on your ACCTS Summary Table with a status of SUBMIT OFF for submitted to offset preparer This is shown in Figure 15 2010 09 01 Account Create Cost Transfer System ACCTS Page 23 of 32 File Cost Transfer Help IT SERVICES THE UNIVERSITY OF CHICAGO Control Debit Acct Encum Credit Acct Description Status Status Date Batch Id Batt JE02058 2 99909 4900 2 99909 5900 ACCTS 1A PROCESSED 08 15 2001 NSIGOF 200 4 DDO2707 4 27203 5900 4 27305 5900 Paymentfor supplies SUBMIT_OFF 09 20 2010 DDO2709 4 27203 6900 4 27305 5900 SUBMIT_OFF 09 22 2010 Kil il I gt C Show All Transactions r 1 fos 1 f C NewJE NewEE New DD Edit Hide Print Delete Lookup Fig 15 DD Transaction Pending Offset Account Entry Select the transaction and click Edit You will see the details of the eIDO and will be able to add the offset account information You will not be able to add line items or edit the account information already entered on the form This form Figure 16 has some functions available on it that are not on the preparer s DD entry form 2010 09 01 Account Create Cost Transfer System ACCTS Page 24 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO ACCTS Cost Transfer Interdepartmental Order BAR Description Quantity Unit Price Extended Test item 1 1 50 00 50 00 Testitem 2 3 19
34. rmation for the highlighted line Delete Deletes the highlighted line Clear Fields Clears the data entry fields Clear Entries Removes all account information 2010 09 01 Account Create Cost Transfer System ACCTS Page 20 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO The Item Balance field shows the remaining balance on a particular line item if you re entering account information by line item The Total Balance field shows the remaining balance for the entire form The total balance must be zero before the form can be submitted In cases where splits have resulted in totals that are off by some amount due to rounding errors on division you will need to adjust the lines manually to balance the transaction When you have finished entering the line items and account information enter an explanation in the Explanation field near the bottom of the form Below the Explanation area is the Previous Month Business checkbox This checkbox appears during the days at the beginning of each month prior to the previous month business cutoff date set by Financial Services As you can see in Figure 2 the form displays the actual name of the month If you check this box the transactions will be processed as belonging to the previous named month If you are with a Department that has a 2 stage workflow select the Departmental approver who will review this transfer If you have only entered one side of the transacti
35. ssfully DD transactions may also have additional status values related to workflow features that allow different Departments to complete the debit and credit portions of the transaction These additional values are SUBMIT_DEPT The eIDO has been submitted to the preparer s Departmental approver for review if the preparer s Department has a 2 stage workflow SUBMIT_OFF The eIDO has been submitted to the offset preparer to complete the offset account information SUBMIT_ODEPT The eIDO has been submitted to the offset preparer s Departmental approver for review if the offset preparer s Department has a 2 stage workflow SUBMIT_CO The eIDO has been submitted to Financial Services for final review SUBMIT_ADMIN The eIDO has been submitted by a user with Initiate Only privileges to a Departmental administrator for completion Status Date The date on which the status changed to that indicated in the Status field Batch ID The identifier of the FAS batch in which the transaction will be processed Batch Date The FAS Batch Date of the batch in which the transaction will be processed The data in the CT Summary Table may be sorted according to the values in a column by clicking on the title bar of the column All the columns are resizable and a scroll bar appears for access to the off screen columns Button and menu actions are only enabled 2010 09 01 Account Create Cost Transfer System ACCTS Page 5 of 32 IT SERV
36. t transfer Delete Used to delete the selected cost transfer transactions Only transactions with a status of SAVED or REJECTED may be deleted Multiple contiguous transactions may be selected for deletion by using SHIFT select non contiguous transactions may be selected using CTRL select Lookup Used to search for and display cost transfers processed through ACCTS 2010 09 01 Account Create Cost Transfer System ACCTS Page 6 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO JE Cost Transfers To initiate a JE cost transfer click New JE ACCTS displays the form shown in Figure 2 ACCTS Cost Transfer Journal Voucher _DehitAcct Debit Acct Name Encum P F Transact Description Amount Credit Acct_ Credit Acct Name aJ Line Item Detail Debit Account Credit Account Encum PF Transaction Description i eS add update Delete Explanation No Selection Made Explanation Comment C Automatic Accrual Reversal C August Business Reviewer Submit Cancel Attachments Import L Fig 2 JE Entry Form Data may be entered either by direct entry on the form or by importing from an Excel spreadsheet The data entry process is described first spreadsheet import is covered below On Screen Data Entry Use the data entry fields in the Enter Line Item section to build up the form As with other entry forms in ACCTS required
37. th Transactions marked in this way will be incorporated into an FAS batch with a batch prefix of XVA not the usual batch prefix for the unit preparing the transaction The ADO10 report for these batches is sent to Financial Services not the Department contact The Previous Month Business checkbox appears during the days at the beginning of each month prior to the previous month business cutoff date set by Financial Services As you can see in Figure 2 the form displays the actual name of the month If you check this box the transactions will be processed as belonging to the previous named month Finally you may add an attachment Click the Attachments button at the bottom of the JE form to open the window shown in Figure 3a Attachment File Upload Area Select File Comments View i Delete i Close Filename Comment __ Date File Size Fig 3a Adding an Attachment 2010 09 01 Account Create Cost Transfer System ACCTS Page 9 of 32 IT SERVICES THE UNIVERSITY OF CHICAGO Click Select File to open a file browser Find the file you want to attach and click Open You are returned to the Attachment window Fig 3a with the name of the file filed in Enter a comment in the Comments box and click Add The filename comment date the file was attached and file size are displayed in the lower area of the window Repeat the process to add multiple fil

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