University of Wisconsin System SFS Business Process GL.3.10 GL Subsystem Reconciliation

Transcription

1 Contents General Ledger Subsystem Overview... 1 Process Detail... 2 I. Load Subsystem Data... 2 II. Analyze Data... 4 III. Create Subsystem Report General Ledger Subsystem Overview The Subsystem process compares data from various submodules and the General Ledger to identify what subsystem data has not been posted to the GL. An online query feature displays the subsystem documents that have not been fully posted to the GL as well as the document status. A reporting feature allows the user to report on individual subsystem documents that have not been fully processed and posted to the GL. Process Frequency Dependencies Assumptions Responsible Parties Alternate Scenarios Process is done ad hoc None None Users at the individual institutions are generally responsible for this business process. However, the UWSA Problem Solvers may assist in troubleshooting. None SFS_GL.3.10_Subsystem_.docx 1 of 16

2 Process Detail I. Load Subsystem Data This process loads data for selected business units, fiscal periods, system sources and ChartFields to reconciliation tables. Navigation: Select GL WorkCenter title from the Home Page (System Navigation: General Ledger > GL Subsystem > Load Data) 1. Enter Description of the process SFS_GL.3.10_Subsystem_.docx 2 of 16

3 2. Select Process Frequency 3. Enter required value Fiscal Year 4. Select Request type a. Create to create new data b. Increment to increment the data loading process 5. Enter required value From Period and To Period number a. Enter period(s) to populate reconciliation table 6. Check All Business Units if you want to display all BU s. a. We recommend leaving this box unchecked and enter your Business Unit 7. Select Business Unit and Business Unit To a. Enter your institutions Business Unit 8. Check All System Sources if you want to display all System Sources. a. We recommend leaving this box unchecked and select specific System Source(s) 9. Enter the ChartField Selection Sequence to include in the report this populates based on the System Source(s) entered 10. Click Save SFS_GL.3.10_Subsystem_.docx 3 of 16

4 11. Click Run 12. Select Server Name 13. Click OK 14. Verify the process ran successfully II. Analyze Data SFS_GL.3.10_Subsystem_.docx 4 of 16

5 The GL Inquiry pages retrieve data from the data tables and allows one to view subsystem accounting lines and General Ledger inquiry, as well as the subsystem documents that have not yet been processed into accounting lines. Using GL Inquiry page will highlight some key data such as Transactions entered in sub-system but not posted (eg. AP Vouchers entered but not posted) Transactions posted in sub-system but not Journal Generated to General Ledger (GL) Journals entered in GL but not posted Transactions posted sub-system in one Accounting Period and Journal Generated to GL; but Journal Generated transaction posted to GL in a different Accounting Period from Accounting Period posted in sub-system. For example, vouchers posted in AP in Accounting Period 11, vouchers are Journal Generated to GL. Journals created from AP transactions are posted to GL in Accounting Period 12. Navigation: Select GL WorkCenter title from the Home Page (General Ledger > GL Subsystem > GL Inquiry) 1. Select GL Subsystem Inquiry from WorkCenter Reports/Processes Pagelets a. GL Inquiry page will appear in WorkCenter work-area 2. Click Search button to select existing Inquiry Name 3. Or Click Add a New Value tab to create a new Inquiry Name SFS_GL.3.10_Subsystem_.docx 5 of 16

6 4. Select Search button a. Criteria page appears 5. GL Business Unit: Select your Business Unit 6. Ledger Group: ACTUALS 7. Ledger: ACTUALS 8. Fiscal Year: Enter fiscal year a. Enter fiscal year used on Load Data page above 9. From Period: Enter period a. Enter period you wish to review b. Note: Period should be within range of periods used on Load Data page above 10. As of Date: will default to current date. a. Date represents date process ran 11. Chartfield: Select chartfield for analysis a. Recommendation is to Select Account chartfield to use in high-level analysis 12. Chartfield From Value: Enter chartfield value for analysis a. Recommendation is to enter first Expense Account value b. Note: Analysis will be performed on expense data 13. Chartfield To: Enter chartfield value for analysis a. Recommendation is to enter last Expense Account value b. Note: Analysis will be performed on expense data 14. Click Search button a. Overview page will appear SFS_GL.3.10_Subsystem_.docx 6 of 16

7 1. Represents transactions not yet posted in sub-module (AP) and therefore will not be displayed in the Overview. For example, vouchers not posted in AP. Can be viewed by clicking Documents not yet Posted hyper-link. 2. Represents transactions posted in the module and therefore in the Accounting Line table, but not yet posted to General Ledger. 3. Represents journals entered directly in General Ledger but not posted and journals Journal Generated from sub-system or interface but not posted 4. Represents data posted in Sub-system in a different Accounting Period from the Accounting Period posted in General Ledger; subtract Adjusted GL Amount from Total Accounting Line Amount. Note: See Analysis of Overview Screen table below for additional details for key fields 15. Click Documents not yet Posted hyper-link (#1 in page shot above) a. Criteria Subsystem reconciliation page appears SFS_GL.3.10_Subsystem_.docx 7 of 16

8 16. Click Fetch button a. Clicking Fetch button will display any transactions not posted in the system. In this example AP Payment and Vouchers entered and not posted will be displayed. 17. Click Return to Inquiry Overview hyper-link a. Overview page will re-appear SFS_GL.3.10_Subsystem_.docx 8 of 16

9 18. Item #2 from Overview above, Not Distributed Amount -- $ a. Represents data posted in subsystem (example AP) but not journal generated to General Ledger. b. Details for this amount can be found in all the rows and column label Not Distributed amount 19. Select Details Icon for row(s) representing item #2 a. Details to Source page will appear SFS_GL.3.10_Subsystem_.docx 9 of 16

10 20. Row(s) with Distributed status of N will total the Not Distributed Amount a. Select Return to Inquiry Overview hyper-link to display Overview page again 21. Item #3 from Overview above, Journal Amount Not Posted -- -$12, a. Represents journals entered or Journal Generated to General Ledger but not posted. SFS_GL.3.10_Subsystem_.docx 10 of 16

11 b. Details for this amount can be found in all the rows and column label Journal Amount Not Posted c. Selecting Download Details Table to Excel icon will download data from Details frame into Excel. 22. Item #4 from Overview page, Difference -- -$84, a. Represents data posted in Sub-system in a different Accounting Period from the Accounting Period posted in General Ledger; subtract Adjusted GL Amount from Total Accounting Line Amount. SFS_GL.3.10_Subsystem_.docx 11 of 16

12 b. Details for this amount can also be obtained by Selecting Download Details Table to Excel icon to download data from Details frame into Excel. c. Subtract Total Accounting Line Amount from Total Jrnl Line Amount SFS_GL.3.10_Subsystem_.docx 12 of 16

13 III. Create Subsystem Report Report gives detail or summary information on reconciliation data between GL and other subsystem or 3 rd party interfaces to General Ledger Navigation: GL WorkCenter > by System Source 1. Search for existing Run Control or create an existing one a. by System Srce page appears SFS_GL.3.10_Subsystem_.docx 13 of 16

14 2. Business Unit: Select your business unit (Business Unit from Load Data page) 3. Fiscal Year: Enter Fiscal Year (Fiscal Year from Load Data page) 4. From Period: Enter Period (Period from Load Data page) 5. To Period: Enter Period (Period from Load Data page) 6. Display Full Numeric Field: Checked 7. Summary Report: Check if you want a Summary as oppose to a Detail report 8. All System Sources: Check if you wish to view data from all subsystem (System Source(s) from Load Data page) 9. Chartfield Selection: a. Check Include CF and Descr for chartfields listed on Load Data page b. In put Value and To Value values (Values used in Load Data page) 10. Specify System Sources: (System Sources from Load Data page) 11. Click Save button 12. Click Run button 13. Navigate to Report Manager and open Report FIN5001 a. Sample of detail report below SFS_GL.3.10_Subsystem_.docx 14 of 16

15 Appendix A Analysis of Overview Screen: Left side represents data from subsystems (GL, AP, AR, AM etc) Right Side represents General Ledger Ledger Amount represents data posted to the Ledger from all sources Not Distributed Amount represents data posted in subsystem (example AP) but not journal generated to General Ledger. The same amount is also shown on the right side to reflect the fact that the data has not been posted to the General Ledger Distributed Amount represents data from journal lines. Both subsystem journals, journal generated data) and journals entered into General Ledger. Total Accounting Line Amount represents the sum of Not Distributed and Distributed Not Distributed Amount represents data posted in subsystem but not posted to General Ledger. For example, vouchers posted in Accounts Payable but not posted in General Ledger Journal Amount Not Posted represents journals in General Ledger that are not posted to Ledger Adjusted GL Amount represents a combination of Ledger Amount, Not Distributed Amount and Journal Amount Not Posted SFS_GL.3.10_Subsystem_.docx 15 of 16

16 Revision History Author Version Date Description of Change Jacque Milski /22/2018 Initial Draft Dawn White /21/2018 Update WorkCenter navigation Donnie Doctor /28/2018 Update screen shots and verbiage SFS_GL.3.10_Subsystem_.docx 16 of 16