[MU-FN-4-F] [MU-FN-10-E] What's New in General Ledger Munis - Financials: General Ledger CLASS DESCRIPTION This session will highlight some of the new functionality available in the version 11.2 of the General Ledger and Budgeting programs. Learn what new functionality awaits when your organization upgrades to the latest release version. TRANSACTIONAL INTEGRITY PERIOD AMOUNTS Version 11.2 changes process in which actuals, encumbrance, and budget monthly amounts are calculated and maintained for individual periods for each account. Current Process for Calculating Period Amounts 1. A journal is created in proof. 2. The journal is approved if necessary and posted to a status of hold. 3. The month end process is run to move all journals from a status of hold to a status of history. At this point the monthly amounts are updated. Actuals at the account level is also updated at this point. 4. The updates are based on adding the amounts that were closed out to the existing amounts. New 11.2 Process for Calculating Period Amounts 1. A journal is create in proof. 2. The journal is approved if necessary and when posted the journal is placed directly into a status of history. 3. When the new journal is posted to history, the monthly amounts are recalculated for the affected account and period from existing journals. The actuals amounts at the account level is also updated at this point. There are several positive advantages to the 11.2 method of handling monthly amounts. The fact that the monthly amounts are recalculated from existing journals every time a journal is posted to an account means that we remove the need to run utilities to resolve inconsistencies with amounts. We call this new process Transactional Integrity because period amounts are always backed by journal transactions. Reports that run off of period amounts will reflect the period amounts as soon as the journals are posted. This eliminates the need to wait for the month end process to run at the end of the month or the need to run the month end process frequently if users are unable to wait that long for up-to-date reporting.
Monthly Budgeting 11.2 includes changes to how monthly budgeting is managed by end users. Accounts need to be flagged in Account Master if monthly budging is desired. Once monthly budgeting has been enabled for an account, the user will then have access to a period field in Next Year Budget Entry on the Budget Detail screen. A budget detail entry can then be created for any periods 1-12 for the account. The concept of entering the percent of the total budget for each period is no longer an option in 11.2. Reserves can also be requested in this same manner if the site is configured to allow reserves. When reserves are enabled the user is allowed to simply create a budget detail line for period 13. When a Post to Master for Reports is run these monthly amounts will be visible in the Monthly Budget Amounts program for next year until Budget Completion is run. Budget Completion will move the amounts from the projection to the current year budget and will create BUC entries for each period that a budget was specified. Due to the new transactional integrity feature in 11.2 these BUC journals will be 2
instantly reflected in the monthly budget amounts for the associated accounts. With the monthly budget amounts now in current year the user is now able to reallocate the budget as they feel necessary across all periods on the Revised Budget Reallocation screen. This is performed by clicking the Reallocate action on the main screen of the Monthly Budget Amounts program. Any changes to the period amounts for current year on the Revised Budget Reallocation screen will be backed by BUA journals. Post Last Year Adjustments Post last year adjustment functionality prior to 11.2 required a 2 step process. The first step was to create the adjustment journal for period 13 of the previous year. Step two was to then go in to Post Last Year Adjustments to complete the process. In version 11.2 the need to run Post Last Year Adjustments has been eliminated. Any time a journal is created in period 13 of the prior year all necessary roll forward and start of year journals will be automatically generated. This new functionality also handles any budget adjustments made to last year period 13 which is something that Post Last Year Adjustments did not handle in previous versions. Month End Manager The changes to how we handle journals and period amounts in 11.2 mean that clients will no longer need to run the Month End process. The Month End Process was useful in many ways. Not only was it something that needed to be run simply to update the period amounts but many sites took this time to validate that all of the transactions for the month are in order. Month End was a great time to check up on journals that had not yet been posted and for running the Account Trial Balance and Balance Sheet reports to reconcile amounts. The existing month end process was also where the current period that the site was working on would get rolled to the next period. To improve upon the existing Month End process we developed a new Month End Manager. The Month End Manager gives a quick view to the status of the current, previous, and future periods. Statistics such as number of unposted journals, unbalanced journals, and unbalanced funds are displayed for every period for the selected year. Periods that have been closed display the date and time of closure and the current period is prominently highlighted on the screen. The current period row also contains an action that allows the user to set the period to a status of closed and to roll the current period in the system to the next period. 3
At the end of the month prior to closing the current period users will now be able to quickly review the statistics provided to them in the Inquiries section of Month End Manager. If unposted or unbalanced journals exist, or unbalanced funds, the user will see a flag with a count of journals/funds that need review. Clicking on these flags will bring the user to a detail view of the items that need review with pertinent information displayed. In the example above the user clicked on the flag for Unposted Journals for 2015 period 2. All of the unposted journals, AR payments, Roll Contracts, and many other unposted categories are listed on the left side of the screen. The detail items on the right side of the screen can provide further information as well as allow the user to launch the pertinent program for further research. 4
If additional research is needed prior to closing the period links are provided to Table Validation as well as Journal Inquiry in the ribbon at the top of Month End Manager. CENTRAL BUDGET ENTRY ALL BUDGET LEVEL TOTALS ON TOTALS TAB In 11.2 Amounts for all budgeting levels have been added to Central Budget Entry on the Projection Totals tab. The user can now choose to see which levels to view as columns on the output of the Projection Totals screen. The Columns button loads a screen that allows the user to choose the desired budget levels to display to the screen. JOURNAL LINKING New functionality has been added in 11.1 to Journal Inquiry/Print that gives a user the ability to link a posted journal to another posted journal. Proof journals cannot be linked at this time. One journal can have multiple journals linked to it. The linking journal is known as the parent journal. The linked journals are known as child journals. A linked child journal cannot be a parent, and a journal can only be linked to, or from one journal. Linked journals are restricted to the same year. The linked journal screen shows the parent journal, along with any linked journals and their detail. It will also display the totals of all linked journals. Whether the active journal is a child or parent, the screen 5
looks the same. The only difference is that if the active journal is a child it will be listed in the linked journals section. A user cannot link or delete linked journals from a child journal. 11.1 introduces the concept of journal linking to the system but the linking is all done manually. Future revisions of journal linking starting in 11.2 will contain automatic journal linking. There are currently plans for journal linking to enhance the functionality of Post Last Year Adjustments, Monthly Budgeting, and Open/Close year processes. AUTO DUE-TO-DUE-FROM Automatic creation of due-to-due-from entries is a feature that is new in version 11.1. This feature automatically generates the due-to-due-from entries in journal entry w/o the need for the user to click the Gen DT/DF button. The entries are created when necessary after each line item is added to the journal in General Journal Entry. 6
CHART OF ACCOUNTS INQUIRY Chart of Accounts Inquiry is a new program in 11. 1 that allows flexible analysis of balance amounts by account segments, account type, account status, rollup codes, character codes as well as user defined fields. Users will be able to obtain high level balances by segment and then drill to more detailed levels. The program will also allow the order of drilling to be determined by the end user. Key Features Year-Period Prior to running the report users will indicate what year and period for which to run the report. This value defaults to current year/period. Sort Sequence Users will be able choose the report levels they wish for drill downs. These levels include all of the configured account segments for the site, account type, account status, rollup code, character code, and any user defined fields the the site has created. Report Columns Columns available for the report include the following list. Users will be able to hide and unhide the columns, so when looking at balance sheet accounts it would make sense to hide the encumbrances, requisitions, and available budget columns while showing them when looking at expense accounts. Original Budget The year s first adopted budget Revised Budget Original budget plus/minus any budget transfers and amendments. Actuals Actuals through the reporting period. Choosing the current period for the program will show the year to date amounts. Encumbrances Open encumbrances through the reporting period Requisitions Open requisitions though the reporting period Available Budget Revised budget minus actuals, encumbrances, and requisitions 7
Period Actuals The actual amount for the reporting period. Entering the current period will give the month to date amount. Excel Capability The program will allow what is displayed in the report box to be exported to Excel. Please refer to the following screen example for more information. 8
For illustration purposes here is a mock-up of the program. The main areas of the program are the Report Period, Account Search, Drill Sequences, and the Report Box. Using the Program Reporting Period: The reporting period for the report is selected here. When the application starts up the Report Period Year and Period values will be set to the current year and period. Users can then override these values however they wish. Account Search box: The Account Search box allows the user to filter out accounts at a global level for the report. If the user only would like to see account data for Balance Sheet accounts then an Account Type of B can be entered, and when the report is generated only balance sheet accounts will be included in the data. The ellipsis buttons in the Search Value column will allow the user to search on valid filter values for the respective segment. If all segment values are left blank then a wide-open search will be performed on all data. 9
Drill sequence box: A drill-sequence will need to be identified. The first time a user runs the program they will identify the sequence in the following example. The program will remember what the user last entered for the drill sequence and will display it for subsequent uses of the program. 10
Report box: 1. With the report period, the find-set of accounts, and the drill sequence identified, the user will simply choose the Generate option. That will display in the report box the list segments for the first segment level in the drill sequence for the find set of accounts. 2. Users can then view the amounts and double click with their mouse or use the enter key on a highlighted line to drill to the next segment level in their drill sequence. The Excel option will be enabled to allow the user to export all the records currently shown in the report box. 3. When the user drills to the lowest level of their drill sequence they may continue drilling. Double clicking a line will take the user to the GL Account Inquiry with all the accounts selected for viewing. From there the user may continue drilling into journal detail and the backing transactions of the journal, such as a PO or invoice. 11
Report Ribbon Menu: There is a menu of report actions that the user can take on the ribbon of the report. 1. Roll Up: This will display data in the report box that is one sequence level up from the currently displayed sequence level. This is the opposite of drilling down into the data by double clicking on the rows in the report box. 2. Reset Report: Resets the report to the state it is in when the program loaded. 3. Save Template: Loads the Save Template screen. This screen allows the user to save the current account search settings, the chosen list of account sequences, and also allows the user to choose which columns to display in the report box when the template is loaded at a later time. 4. Load/Delete Template: Allows the user to select a list of previously saved templates to either load or delete. 12
5. Generate: Runs the report based on the currently selected report parameters. Use Case Example 1 A user wishes to run a report for the current period (which happens to be Period 5, 2014). They wish to only see Balance Sheet accounts in the report data so they enter a B in the search value column in the same row as the Account Type segment name. The user will then choose the drill sequences that will be displayed in the Report Box. In this case the user wants to be able to see data at both the GL and Object levels. Below you can see that the user has selected the GL segment as the first drill sequence of the report and then they are choosing Object as the second level from the dropdown of available options. The filter column of the Drill Sequences box will remain blank until the user has generated the report and has drilled down a level in the report by double clicking on a selected GL segment. 13
Once the report has been set up to the user s specifications, the Generate button will create the report with the data displayed at the first sequence level. (In this case at the GL segment) The data is now at the GL segment level. If the user would like to see the data at the next level down (Object) they can double click any row in the report that they like. In this case the user has drilled into GL Code 0111 and you can see the result of the drill down in the image below. 14
Data in the Report Box is now being displayed at the Object level and you can see that in the Drill Sequences box that the GL row has 0111 set in the Filter column. We are now viewing Object totals for GL 0111, Account Type B for 2014 period 5. Double clicking on Object Code 5160 will load the Account Inquiry program that will allow you to continue your analysis on the associated accounts. If you do not wish to drill down further you can also move back up to the GL level to perform more analysis within the application. 15
Use Case Example 2 A user starts with a report for Balance Sheet accounts within the fund type of GF for period 1 2015. To create the initial report the user entered the values circled in red below and clicked on the Generate action circled in green. 16
The user now wants to only see amounts for Fund 002. This site only has 2 Funds 002 and 001 for the purposes of this example. The red circles show the user input and the green circle shows that the user then went ahead and clicked Generate again. One can now see that the data below has changed and only amounts for fund 002 are displayed. 17
Satisfied with the amounts for fund 002 the user then modifies the value for Fund in the Account Search section of the report and sets the value to 001. This value can be entered manually or the ellipsis button can be clicked to see a full list of accounts to choose from. After entering fund 001 the user then clicks Generate again and the following data is displayed. Notice that the data from fund 002 and 001 add up to the total amount when no Fund value was specified. 18
The user now wants to get additional information on the Equity in Pooled Cash amounts for Fund 001 so they double click on the Equity in Pooled Cash line in the report data. Double clicking that line in the report will automatically drill down to the next level specified in the Drill Sequences section of the application. The red circle shows the value that is placed in the Filter column next to the GL drill sequence to indicate that we have drilled down into the GL code 156. Notice how the data amounts add up to the GL code 156 from the previous screen shot. At this point the data displayed is a list of all Object Codes for GL Code 156, Account Type B, Fund Type GF, and Fund 001. 19
The user now wants to research some expense numbers for fund 002. For expenses they are interested in the revised budget and the year to date actuals so they right click the headers of the report data and choose the fields that they now wish to see. They then clear out all of the values in the Account Search fields except Account Type which they set to an E for expense. For this report the user chooses to drill down by Fund Fund Type Sub Fund Object. The user then clicks Generate and double drills down to view the objects under Sub Fund 0123 as shown in the screen shot below. 20
BANK RECONCILIATION The Bank Reconciliation functionality will allow a new way in Munis to reconcile bank account balance activity to GL balance transactions within Munis. The main driver of this will be creating the ability to import a BAI file containing account balances, activity and individual transaction information. This BAI transactional data information will be matched to Munis transactions ensuring both bank systems and the General Ledger are reconciled with each other. The BAI import will also include options to allow for automated journal entries to occur when using ZBAs. The automated journal entries will record the transfer of funds between the main operating account and the ZBA account at the bank. Ability to import BAI files A new program will be developed which will import bank BAI files and store the information in Munis within a bank item table. To manually import a file, a user will open the import program and click on a button to select the location of the latest BAI file. The date and time that the file was created by the bank will be used to determine whether or not the file has already been imported. If the file has already been imported, the user will be prompted that they cannot reimport the same file. A history of each import will be stored based on the sender (bank), receiver (client), and the file date and time. The program will require a user to have the proper permissions to perform the importing of the file. The process can also be scheduled to happen automatically at the same time every day, however, the file to be imported must exist in a directory to which the program has access. 21
BAI Import screen. The Define function will reside in the ribbon. The following list describes the settings of the import program. These must be entered the first time the program is run. The entered information will be stored and will not need to be re-entered for subsequent imports. Schedule Import Select when the import should be executed. Filename Enter the filename used for the import. When a scheduled import is setup, the program will look for a file with the entered filename and the date appended to it. For example if a BAI file is scheduled to be imported every day, the program will look for a file called import_fmbaiimp_mmddyyy (or a mutually decided upon naming convention) every time the import is run. Path The file path where the BAI import file is located. Import ZBA Transactions Allow the import process to import ZBA bank lines. Clear checks - Allow the import process to automatically clear checks in MUNIS if they have cleared the bank. Match deposits - Allow the import process to automatically match bank deposits with MUNIS deposits. Create ZBA journals - If ZBA accounts are used, this option will allow the import process to automatically create journals for the transfers between the main cash and ZBA accounts. For the initial import, these are the steps to follow. 1. Click define in the ribbon. 22
2. Click on path selection button to browse the latest BAI file. 3. Check off the options that pertain to this import. a. Clear checks. b. Match deposits. c. Create ZBA transfer journals. 4. Click import in the ribbon. The first time a user performs an import, they will need to select which options they want to allow the import to handle. Auto matching deposits will allow the import to match each bank deposit with a MUNIS deposit journal entry that has already been recorded within MUNIS. Auto clearing checks will allow the import to enter a clear date for a check in MUNIS when the corresponding check clears the bank. There is an option to create journals if ZBA (Zero Balance Accounts) are used, which will create transfers to and from the cash account and ZBAs. When options are set during the first import, they will be used as the default options moving forward. The default options can be changed at any time. A user can also setup the import to run at a scheduled time each day. The import options will need to be saved through the import program. When the BAI import is set to use the scheduler, the file will be saved in a mutually agreed upon directory. Supported BAI Codes The BAI file contains a list of bank transactions that occurred before the close of business on the posted data and time. The transactions will be stored based on the transaction date and time. Each transaction will have an amount, a reference number (check number, bank reference, deposit number, etc.), a transaction type code (check, deposit, fee, etc.) and description associated with it. All BAI codes and transactions will be imported. The transaction type codes that will be supported that may need specialized handling during the import, such as auto matching deposits and checks, are displayed below. If there are codes that are not specified below that need to be handled during the import, a future code change will be needed. Automatic clearing of matched checks/deposits and journal creation. The import program will have an option to automatically clear checks during an import. To allow for automatic check clearing, select the Clear checks during import check box in the import program. 23
Select to auto clear checks. If a user wants to automatically mark checks as cleared, the program will look to match a bank account to a MUNIS account, check number, and amount. In order to correctly match bank accounts to a MUNIS account, the MUNIS account that corresponds to a certain bank account will need to be setup in the MUNIS system. If a match is made, then the check that has been registered in the MUNIS check table will have its clear date set to the transaction date in the BAI file. This will signify that the check has been cashed. After a match, both the bank item from the BAI file and the MUNIS check will no longer be outstanding. If the cleared check from the bank cannot be matched to a check in MUNIS, then the bank transaction will be flagged as a potential error and will require human intervention, or a correction from the bank, before the items can be marked as matched and no longer considered outstanding. Similar to clearing checks, a user can also auto match deposits. Select to match deposits. A user needs to select Match Deposits during import from the import options and if an amount, deposit number, and bank account can be matched between MUNIS and the bank, then the transactions will be marked as matched and will no longer appear outstanding. If the check or deposit is being cleared for an account that is set to create clearing transactions, then the amount of the cleared check or deposit will be transferred between the sub-account and the primary account. During the import, a transaction record will have a status of auto-matched, bank error, or open. Other statuses that will be tracked within bank reconciliation are manual match or pending. These status values will be used during reporting to display which bank items are still outstanding. The pending status 24
will allow a user to mark a transaction as pending in the event they are waiting for a journal to be posted, or for a department to enter a transaction. The available statuses for a bank item are: Auto Match the records were matching during the BAI import. Manual Match - the records were matched within Bank Reconciliation. Error An error status is given to any bank item in which an automatic match was attempted but an error was found to prevent it happening. This means it applies only to checks and deposits. If the import program attempts to do an auto-match but something like the date, amount, or check/deposit number do not match then the Error status will be applied. If no auto-clearing options are being used then all transactions will default to an open status. Pending the transaction has a pending MUNIS transaction associated with it. Open any transaction that has not been matched and is not an error. Partial Match used during manual matching. Designates that a portion of a deposit has reached the bank and been recognized in the BAI file and matched to a deposit in MUNIS. Auto create ZBA journals. If the option to auto create ZBA transfer journals is selected, a journal will be created to record the transfer from one bank account to another, netting the total of all transactions between a ZBA account and main operating bank account. These journals will be created to reflect the activity at the bank, so they will be from one primary account to another. They will automatically be posted and matched. This will only occur when there are matching transfers between the ZBA bank GL account and the main operating bank account that references the ZBA. New Bank Reconciliation program When entering the program, the user will be placed on the main Overview screen. The Overview screen will show the overall bank balance as of the most recently imported BAI file, along with outstanding checks, deposits and the current state of any other MUNIS transactions. This will provide a real time look at cash on hand and any items that need to be matched. A summary of all unmatched bank items, as 25
well as unmatched MUNIS items, are displayed. The unmatched items can be selected to show a detailed list of all transactions that make up the selected summary. Overview Screen The main overview showing cash on hand and unmatched bank and MUNIS items. Blue items indicate that users may drill down to see the transactions that make up the amounts. Cash on Hand Your cash on hand is the most recent bank balance less outstanding checks. By default the screen shows this amount as a sum of all bank accounts. Users will have the ability to select a specific bank account to see balances pertaining to it. To change the bank account, click on the Bank Account selection box and select the bank account you would like to view. This will recalculate the cash on hand based on the bank account selected. 26
Cash on hand calculated by subtracting outstanding checks from the current bank balance. Click to view outstanding checks. To view the transactions that comprise the Outstanding Checks amount, click on the amount. This will open a new screen showing all the transactions related to the selected amount and bank account. This will show all the checks that have been cut in MUNIS that have not cleared the bank. Unmatched Items Unmatched items are any bank transactions that have not been linked to a corresponding MUNIS transaction and vice versa. Unmatched bank checks are cashed checks that were not automatically matched to the corresponding check record in MUNIS during the BAI import. Unmatched bank deposits are bank deposits that do not have a MUNIS journal to account for the deposit. Unmatched Other Bank Items are any other bank transactions that need a corresponding MUNIS transaction. Unmatched MUNIS checks are checks in the Munis AP (checks, EFTs, wires, ACHs), that have been created in MUNIS and have not been cashed. Unmatched MUNIS deposits are MUNIS deposit journals that have been created and the deposit has not been registered at the bank. All other MUNIS journals that have not been accounted for at the bank are summarized under Other MUNIS Entries. 27
Unmatched bank items and unmatched MUNIS items with their record and amount totals. Click amounts to view details. Each amount value under Unmatched Items is a link. Clicking on a link will open a new page and display a grid of the transactions that comprise the selected sum. The transactions for Unmatched Bank Items will be for all bank accounts if a specific bank account is not selected. Unmatched MUNIS items will always display all MUNIS items for the selected category. Unmatched Details The unmatched details screen will display the transactions that correspond to a set of unmatched bank items or MUNIS transactions. The records are displayed with a reference number (check #, deposit #, etc.), amount, transaction date, and a description. Click on a record to open a MUNIS program to show the full record (journal, check, etc.) within MUNIS. Users will have the ability to view smaller sets of data based on reference number, date, and amount. 28
Unmatched checks. The Munis account in the right column will show the full account string for users set to use the full account. Otherwise the org, object, and project codes will be used. Matching Items In order to match bank items to Munis items, users will click a button to access the Matching screen. In order for a time frame (day, week, month etc.) to be considered reconciled, all unmatched items for that time frame should be matched. Unmatched bank items need to be linked to a MUNIS transaction in order for it to be considered matched. This match will make the records reconciled and will be used to calculate the dated (weekly, monthly) reconciliation on the Reconciliation and Sign-off screen. If an item is reported by the bank in error, a correction will be required from the bank before the item can be matched with a MUNIS transaction. If a MUNIS transaction is created in error, an adjustment will need to be created in MUNIS to offset this error. When matches are created incorrectly, there is the ability to un-match them, as long as the reconciliation time period has not been signed off on and locked. Creating a Match To create an automatic match, a bank item (check, deposit, fee, etc.) and a MUNIS item of the same type (check, deposit, etc.), need to be checked off and have matching amounts and reference numbers. 29
For manual matching, amounts must be the same to consider the matching complete, otherwise the matching will be left in an unmatched state until rectified. Bank interest matching to a journal entry in MUNIS. To match these items, check the box next to each item, then click the Match button. If the amounts are the same, these items will be recorded as matched and removed from the screen and any resultant transactions between sub account and primary account will be posted. If a user comment is required with the match, click the Match w/comments button instead of the Match button. 30
Matching with Notes screen allows the adding of a note to the transaction matches. When the Match w/notes button is clicked, a new window will open, displaying the details of the match and a form used to record a comment. Enter a comment then click Save to record the match and comment. If the reference number and amounts do not match, the link cannot be completed and users will be prompted with a message stating the reason for the incomplete match. Creating Partial Match A partial match may be created for deposits that have an entry in MUNIS but only a portion of the deposit has reached the bank and been recorded on the BAI file or for the opposite case, when a bank item needs several Munis transactions to be created before it can be totally matched. An additional action will be given called Partial Match that will give these items a status of Partially Matched. This will allow them to remain as items that need to be fully matched but also to be labeled so they can be easily identified. Items that are partially matched can be given a status of being fully matched when: The dollar amount of the one bank item is equal to the sum of the one or many Munis items. The dollar amount of the one Munis item is equal to the sum of the one or many bank items. Partial matches will not generate the transactions between sub accounts and primary accounts until the match has been completed. 31
Launching Outlook and Accounting Entries In the case when a transaction occurs at the bank before it is reflected in Munis (such as a bank fee, interest received, Health and Human Services grant funds from the state, etc.), users will see the unmatched bank item in the program. From within the matching screen, they will be provided a link to the Accounting Entries program (to enter the transaction into Munis themselves) or a link to launch Outlook, enabling the user to email the proper department needing to create the missing journal entry. Actions for a bank item are to: open a new email, generate a journal entry, or set the status of the bank item to pending. Click on the actions button next to the item in question to see a list of options: Email to open Outlook and generate an email to the appropriate party. Generate Journal to create a journal in proof with the amount from the bank item. Journal Entry to open the Munis Accounting Entries program which will allow for a GEN journal to be created. Set to Pending to update the status of the bank item to Pending. Add/View Note to add and/or view a note associated with the Bank Item. Generating MUNIS Entries When a transaction hits the bank that does not have an item created in MUNIS yet, such as interest or bank fees, a journal can be inserted into proof for the transaction. Click on the action link next to the Bank Item that you wish to generate an entry for. Select Generate Journal from the list. A popup window will show the information that will be used to generate a journal (year, period, amount, etc.). 32
Click save and a journal will be created in proof. Once this journal has been created in proof, Accounting Entries can be launched to complete and post the journal. Incorrect MUNIS Entries When a MUNIS transaction has been created in error, it will need to be cleared/matched within bank reconciliation with an existing MUNIS entry to offset the incorrect amount. To create a reversing entry, a copy of the incorrect journal can be used in Journal Analysis within MUNIS to correct the error. Journal Analysis Open Journal Analysis and find the posted journal in question. Select the journal to view the journal details. From the ribbon, the copy journal function can be selected. Journal Analysis Copy Journal This will give you the option to copy the journal or create a reversal. 33
Copy Journal Options Once the new journal is posted, it should be visible in Bank Reconciliation as an unmatched item. The MUNIS records can be selected, and using the Match Items button they can be matched. Match MUNIS entries to clear them from Bank Reconciliation. Use this to match one journal entry to another. This will keep them from being included in the reconciliation summary. Select the checkbox next to all the offsetting MUNIS items that you want to group together. Click on Match or Match w/ Notes and if the amounts net to zero, they will be marked as matched. Reversing Bank Matches If a match was created between a bank and MUNIS item in error (whether manually or automatically), this link can be reversed, as long as the time period has not been signed off on. A user can select the matched group and click a button to reverse the match. Click the ribbon button to go to the Reverse Bank Match screen. The bank items that have been matched since the last sign off will be listed with their matching MUNIS items. Click on the box next to the group 34
you wish to reverse. Click the Reverse button and the status of the match will be removed, and an audit record will be created, marking who reserved the match and when. Reversing a match will create a new journal to offset the journal created when the match was performed. The period and effective date of the journal created will be same as the original journal created by the match. Audit When a bank item is matched with a journal transaction in MUNIS, an audit record will be created that records the bank item, the journal transaction, when and who matched the transactions. This information is for reporting purposes and will be available within the reporting section. Any matches that are reversed will be recorded with the date and user that reversed the match. Reconciliation and Sign-off The program will allow users to indicate that a period of time has been reconciled for a certain bank. Users will define a time period (weekly, monthly) and select a bank to calculate the adjusted bank balance and adjusted GL balance, based on the outstanding MUNIS deposits, checks and unmatched banking credits and debits. The adjusted balances can be used to determine if there is a difference between the bank and GL balances during the defined time period. Unmatched bank items and unmatched journals are displayed to provide a status on what actions need to be taken, if any, to create a difference of zero. A workflow process will be used to sign off on the reconciliation, which will lock any reversal for transactions that were matched during that time period. The bank is stored as a bank code which is configured from the bank code maintenance program in MUNIS. When a period of time is approved, it will be considered locked. No matching or un-matching of BAI items may occur. 35
Figure Reconciliation sign off page. The bank balance is the balance from the last BAI import within the entered date range. The GL balance is the balance of accounts connected to the entered bank code as of the last day of the date range. Balances are selected from the GL using the effective date on each transaction. The discrepancy amounts section allows users to enter reasons why there may be a difference between Munis and the bank. These will also be available for reporting. The Balance per Bank Statement represents the closing bank balance of $50,004,000.00 on January 31, 2015. The Balance per General Ledger represents the GL balance of $49,506,000.00 on January 31, 2015. This amount reflects any deposits, journals, and checks that have been recorded in MUNIS. There is an outstanding check of $500,000.00 in MUNIS and an unmatched bank fee of $1,000.00 that have been calculated into the ending balances to show there is still a $1,000.00 difference between the bank and GL balances. Bank Errors and Timing Differences Situations may arise when there is a difference in the bank balance and Munis. One example is timing issues of receiving funds in a system outside of Munis where the money is deposited prior to being recorded in Munis but after the end date of the reconciliation record. 36
There could also be error conditions that were not addressed at the bank. As shown in the prior screen shot, if there are differences that will remain until after a reconciliation period then reasons and amounts for those reasons may entered for record keeping and auditing purposes. Create a Reconciliation Record A reconciliation record is defined by a bank code and a starting and ending date. Reconciliation records cannot have overlapping dates. The cleared checks, cleared deposits, cleared journals, as well as outstanding checks, deposits, and any other outstanding transactions will be calculated when the record is created. To enter the reconciliation screen, click Reconcile in the ribbon. Use the Reconcile button to enter the Reconciliation and Sign-off Screen To create a new reconciliation record, click on Create New and the bank code and date fields will be editable. Click on the bank code box to display a list of available bank codes. Click on a bank code to select it. Use the buttons next to the date boxes to use the date selector to enter a date. Click save to create the new reconciliation record and calculate the current reconciliation values. As bank statements files are imported and new matches are created, the amounts on the reconciliation screen such as bank balance, GL balance, etc. will need to be updated. To find a reconciliation record, click on the Search button, and the bank code and date fields will be editable. Enter the bank code and date range you are looking for and click Search to find the record. If the record has not already been signed off on, click Refresh to update the amounts and save the updated reconciliation record. Sign Off To sign off on a reconciliation record, users will click on a button to release the record to workflow. Clicking the workflow button from within Bank Reconciliation will provide a window where the current workflow step can be approved. 37
The workflow approval window. Once all workflow steps have been approved, the reconciliation record will be locked, and no matches can be reversed from within that time period. Inquiry Bank Reconciliation will provide inquiry screens for current and historical data. There will be bank and MUNIS activity inquiries which will provide a comparison between all incoming and outgoing transactions for both a bank account and the corresponding MUNIS account. Inquiries included are: Outstanding Checks, Check Registry, Munis Deposit and Journals Inquiry, BAI Registry, Daily Activity and a History Report. These screens can be accessed by clicking a button in the ribbon to display the available inquiry list. When a report is selected from the list, a collection of query fields will be provided, that can be used to define the data to display. These query fields will vary based on the user s selection. Outstanding Checks 38
The outstanding checks inquiry shows a list of all accounts and the total amount of outstanding checks that are within each account. In addition to account totals, a list of checks will be displayed showing all checks within a certain amount range. Select Outstanding Checks To view the outstanding checks, a user will select Outstanding Checks from the inquiry list in the ribbon. The search window will be displayed where an amount, date range, and/or account can be entered. The amount range that is entered will be used to define which checks are displayed in the check list. Outstanding checks search criteria. 39
The totals displayed on the left of the screen are the total of all checks outstanding in the account. The checks listed to the right contain only checks that are within the defined amount range. Outstanding Checks Check Register The check register will display all checks, matched or unmatched, for a given set of criteria. Checks can be searched by account, a date range, amount range and status. Select Check Register from the inquiry list in the ribbon. Select to view the check register. Enter the search criteria to view a list of checks for an account. If no status is selected, both matched and unmatched checks will be displayed. 40
Check Register Search Criteria After the search is complete, the screen will display a list of checks by check number, amount, check date, clear date (if the check has been received in the BAI file), account, payee, and a check status. Click on a check number to display the check in MUNIS. 41
Check register displaying a list of checks. History The History report summarizes the bank reconciliation matching actions (matching, both manual and automatic, or un-matching) that have taken place during a defined time period. The report will provide information on when the match was created and who created the match. It will also record if a match was undone and the user that unmatched it. Select History from the inquiry list to display the search criteria for the report. Select History to view search criteria. To view the report, select a date range. The report can also be filtered by account, status, BAI code, and user. 42
History search criteria. After the search criteria has been entered, run the report to view. The grid will display the BAI transaction, a customer reference number, amount, bank account and corresponding MUNIS reference number, date, and account. There will be an action (matched or unmatched) and a user for each transaction. Historical matching data. 43
Daily Activity The Daily Activity provides a collapsible view of a range of a day s bank and MUNIS activity. The data will be collapsed to show the date of the activity, along with a starting bank or MUNIS balance. Expanding the row will show all the matched records in a side by side view. To view, select Daily Activity from the inquiry menu in the ribbon. Select to view Daily Activity. After selecting the report, the search criteria will be available. Select an account and a date range to display the daily activity. Daily Activity search criteria. 44
The data will be initially displayed in a collapsed view, with summary data displayed across the row, starting with the date. The starting bank balance and MUNIS balance will be shown for each day. Expanding a day s activity will show any matches that occurred and any remaining items. Daily activity with matches and unmatched items. A Fund s Share of Cash Each time a fund receives or disburses cash, accounts in the Treasurer s fund will be affected. These transactions between the operating fund and the Treasurer s fund cross funds so there will always be additional due-to/due-from entries made to other designated accounts in each fund. The account in the operating fund that is affected for these transactions is that fund s cash account, and its value represents its share of cash in the Treasurer s fund. Every transaction that involves the Treasurer s fund, whether to record revenues or disbursements will also be recorded in the operating fund s cash account. The sum of all operating funds cash accounts should equal the total cash accounts and investment accounts in the Treasurer s fund. Running existing reports such as the Trial Balance for the object codes used for cash and due-to-due-from entries (fund cash) will be able show each fund s cash account, with the sum equaling the amount in the Treasurer s fund. A report will be created in conjunction with user defined codes to aid with the reconciliation of the treasury fund to the operating funds. Munis currently allows for user defined fields to be added to GL accounts. The recommendation for users is utilize a field to denote the type of cash accounts. For example, assume a field called Cash Account Type is created. The following values could be used: 45
1. Treasury Cash 2. Operating Cash 3. External Cash (for accounts within operating funds) A report will be created that will be driven by these values showing sums. It will also allow for sorting by fund. The report will allow for bank statement balance and unmatched bank items to be included as well. This will allow the users to view these amounts at a high level to see if the treasury fund total is in line with the operating fund totals. MUNIS TRANSACTION MATCHING Munis Transaction Matching is a new 11.2 feature allows Munis transactions to be linked for the intent of reconciling account specific items. This new feature allows the treasury department to be able to track activity and reconcile a clearing account or an operating fund s cash on hand account. This program was designed to be outside of Bank Reconciliation as a way to indicate that journals have been reviewed and do not need to be viewed again. No system generated journal entries will be created when journals are matched. For example, when a net daily deposit is imported from the BAI file, a Munis transaction is created by the treasury department to debit the appropriate bank account s sub-account and credit a clearing account. The treasury department will also match this Munis transaction in the Bank Reconciliation program to the bank deposit item which will create the transaction to the primary account and offset the amount previously debited to the sub-account. Whether this deposit now resides in a clearing or cash on hand account, the individual departments can now generate transactions to credit their revenue accounts accordingly without impacting activity to the sub or primary accounts used to represent the bank. The treasury department needs a way to match the original transaction that put the cash into the clearing account with the transactions created by the departments to claim the cash as a means to monitor whether revenues have been allocated appropriately. As the transactions are created, users will be able to match them to one another very similarly to the Bank-Munis item matching done in the Bank Reconciliation. 46
As transactions are matched, they will be removed from the list of unmatched items so that only unmatched or un-reviewed items will show. Partial matching will also be permitted, giving the users the ability to match additional transactions to the set as they are added into Munis. This Munis account reconciliation can be setup for any account in Munis, and will simply provide a means to match transaction details to one another. 47