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Reconciling in InfoPorte: Balances & TransactionsNicole ebikChange Management &Training DevelopmentFebruary 24, 20151

Weather holds: Recon demos a GoWednesday, March 4, 2015Morning EditionThe Daily Tar Heel

Campus accounting staff anxiously awaiting the recon demos. Courtesy Nicole ebikLoren ipsum dolor sit amet, consectetur adipisicing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minimLorem ipsum dolor sit amet, consectetur adipisicing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in rep rehend erit in voluptate velit esse cillum dolore eu fugiLorem ipsum dolor sit amet, consectetur adipisicing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in repreh enderit in volup tate velit esse cillum dolore eu fugiat nulla pariatur. dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupid atat non proident, sunt in culpa qui officia deserunt mollit anim id est laborumat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborum veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est la borumxcepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborumat nulla pariatur. Excepteur sint occaecat cupid atatnon proid ent, sunt in culpa..Your preferred source for all your training information

Lets ReviewNew and Improved Finance InfoRecon GuidelinesQ&AAgenda#3Its getting there6.06.16.26.3OCTOBER 2014InfoPorte receives its first data feed from ConnectCarolinaAdded employee name to personnel transactionsGrant Profile tabFirst round of performance improvementsGL Transaction screenAbility to enter CC or IPT cost codeGL/Cash reportMouse-over for fields on Ledger Rollup and Transactions tabsUpdated Transactions tab provides better detail for recon, including T#s on travelRecon Ready columnAnd dozens of other enhancements in each version!#4Hey Nicole, I love, love this graphic! Formatting though, it's going to be a bit difficult for folks to read. The smallest font size you want to use is about 16 pt, plus black text on a dark blue or green background is pretty difficult to read. I modified your format to fix those things Great graphic though!Transactions tab, 6.3Reduced number of columns to 28Added Description, Reference 1, and Reference 2 columnsRedesigned Trans ID column to display information based on transaction typePCard and CABS journal entries entered 2/1/15 or later have: PCard: Merchant name in the Description column, and transaction date in the Reference 1 column.CABS: Traveler's name in the Description column, and the CAB# in the Reference 1 column.

New and improved with introduction of 6.3#5

Transactions tab, 6.3Trans Type = anything that starts with APIncludes campus vouchers, travel, ePro, and othersVouchers Check your handout Reconciling in InfoPorte: Balances and Transactions for details on other transaction types.#Payment Ref No. is either the check or ACH number, depending on the method of payment. 6Its getting thereAnd dozens of other enhancements in each version!OCTOBER 2014InfoPorte receives its first data feed from ConnectCarolina6.0Added employee name to personnel transactionsGrant Profile tab6.1First round of performance improvementsGL Transaction screenAbility to enter CC or IPT cost codeGL/Cash report6.2Mouse-over for fields on Ledger Rollup and Transactions tabsUpdated Transactions tab provides better detail for recon, including T#s on travelRecon Ready column6.36.3.1YOUAREHERE#76.3.1 Arrived Yesterday Last Week!!!!The numbers you see in your account balances are now correct. The Ledger Rollup tab has been reorganized to show the chartfield strings and associated accounts that result from a ledger inquiry. Accounts are listed at a detail level with their full account number and description.Ledger Rollup tab links directly to the Transactions tab to make it easier to see the connection between your balances and the transactions that make up your balance.Key Changes#More updates on the Transactions tabRemoved the Recon Ready Y and N from encumbrances and pre-encumbrancesReturned Acct Date as a default Account totals on the screen and PDF exportUpdated Ledger Rollup tab displays balances according to ConnectCarolina budget requirements

86.3.1 Arrived Yesterday Last Week!!!!The numbers you see in your account balances are now correct.

#Previously, many of your accounts showed a negative balance; however, that number was basically meaningless because budgeting was not done by those accounts to begin with. 9The Ledger Rollup tab has been re-organized to show the chartfield strings and associated accounts that result from a ledger inquiry.

6.3.1 Arrived Yesterday Last Week!!!!#10Accounts are listed at a detail level with their full account number and description.

Hyperlinks6.3.1 Arrived Yesterday Last Week!!!!#11Ledger Rollup tab links directly to the Transactions tab to make it easier to see the connection between your balances and the transactions that make up your balance.

6.3.1 Arrived Yesterday Last Week!!!!#12Other new features

6.3.1 Arrived Yesterday Last Week!!!!#13Ledger Rollup 6.3.1#14The New Ledger RollupBudget Accounts and Detail Accounts

For expense budget accounts Budget is in the account description.#If there isnt a budget for a category, there is no budget line at the top. The subtotal will indicate the category of expense.15The New Ledger RollupBudget LineF&A and some trust funds do not budget by account, so if there is a budget, youll see Budget without an account number.

#16The New Ledger RollupSigns!

The majority of the time, Revenue transactions are negative, and Expense transactions are positive. The sign on the Available Balance is reversed.#17The New Ledger RollupSelect only one accounting period at a timeReturns resultsAccounting Period

#18The New Ledger RollupThe search fields change based on the fund type you choose. This is driven by the chartfields each fund type (State, F&A, Trust) budgets on.Dynamic filters

#19The New Ledger RollupThe optional chartfields Program, CC1, and CC3 have a new toggle button that drives how your search results appear, but doesnt change the balance.The Toggle Button

When its off, the button is gray.#20The New Ledger RollupTurn off the optional chartfields toggle, and roll the information to a higher level.

#21InfoPorte Overview#22

Getting ThereYou can access InfoPorte in two ways:Go directly to InfoPorte,infoporte.unc.edu

From ConnectCarolina, click Enterprise Reporting on the left How do I get to InfoPorte?#True or False?False!

Enter it todaySee it tomorrow#Stay up to date with InfoPorte

#FavoritesClick on the Favorites button to choose a set of parameters youve created, or to create a new setSave frequently-used report parameters

Clicking the report name goes to the designated tab, fills in the filters, and runs the search.#NavigationAt the top of every page in InfoPorteNavigation bar

#FinanceWhen you click Finance, the landing page is Dept Accounting > Ledger RollupYoull accomplish most of your day-to-day accounting work including reconciliation in this area.Dept Accounting

#Exporting InformationThe icons are on the right, top side of the pageThe SAS reports on the Financial Reporting tab can only be exported to Excel.Right click on the row and select Export List Table.

Information can be exported to Excel or PDF

Tip! Excel downloads sometimes dont work well in Internet Explorer. If you have problems, save the file before you open it.#Recon Guidelines#30The QuestionsReconciling is the process of verifying the transactions that display in InfoPorte against your hard copy backups, and then ensuring the total of your transactions for the month match with your balance.What is reconciling?InfoPorteWhere do I reconcile?Daily, weekly, monthlyyou decide!When do I reconcile?#The QuestionsWhat do I reconcile?*The Collected ledger applies only to units using AR/Billing module, and is not included on the Ledger Rollup.EXPENSE (5xxxxx)BudgetPre-encumbranceEncumbranceExpenseREVENUE (4xxxxx)BudgetRecognizedCollected*

#Pre-encumbrances and Encumbrances are like the old open commitments.32TheQuestionBig#

?#Recon GuidelinesSTATE: FundSourceDept ID F&A: SourceDept IDUse source 14101 when reconcilingTrust: SourceTwo exceptions:For endowments, filter by FundSource to see Principal and IncomeFor Trusts allocated across multiple departments, use SourceDept IDOSR: SourceProject ID to exclude cost shareProject ID only to include cost share

Use the following combination of chartfields:If you budget by program, include program when you reconcile.#TheQuestionBigReally#

?Where is my FBM

#This is where I tell them there is no FBM. 37The QuestionsTo reconcile, we use a combination of the InfoPorte tabsLedger RollupTransactionsto find your YTD and month-end balanceto find the transactions that make up your month-end balance#38Recon GuidelinesSelect the ledger and accounting period to reconcile.Use other filters based on fund type.Download results to PDF.Ledger Rollup or OSR Ledger Rollup

#39Recon GuidelinesSelect the budget and expense ledgers.Be sure to grab only the month being reconciled in the Acct Period filter.Use other filters based on fund type.Reconcile right on the screen, or download results to Excel or PDF.Transactions

#40Recon GuidelinesSelect ledgers on the Transactions tab

#Recon GuidelinesF&A and OSR Expense Ledgers

#

Recon GuidelinesState and TrustExpense Ledgers#

Recon GuidelinesState and TrustRevenue Ledgers#Recon Guidelines

Reconcile when you see the YRecon Ready = PostedRecon Ready columnPayment comes after posting, and may occur several weeks after a transaction is ready to reconcile.

#Recon Ready Y = posted. In the case of vouchers, the transaction will not roll forward into the next month. 45Recon Guidelines

InfoPorte provides a way to electronically mark a transaction as reconciled.The Reconciled column will display a check mark.Hover to see the reconcilers onyen.Reconcile feature

#46Recon GuidelinesSearch for transactions that have/have not been reconciled

Reconciled filter

#47In the works#48Whats next?Other important changes in the works Direct and Indirect totals on projects 6.4Cost Code reporting 6.4 Vouchers that started as purchase requisitions (including ePro) will display the req ID 6.4Add name and PID to personnel encumbrances MayFreeze pre-encumbrance and encumbrance totals at month-end close #Took out this bullet: Display balances for Trust funds according to the Associated Revenue rule, if applicable

49Getting HelpEnsure your question isnt lost tracking number with a time and date stampInclude specific examples and screenshots if possibleIts ok to submit a help ticket to ask, How do I?Its a way to request enhancementsTwo key ways:919-962-HELPhelp.unc.eduThe Help Desk is the place to go!

#http://ccinfo.unc.edu/

For More Information

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