Finance Reporting in Info Porte Overview 2 Overview

Finance Reporting in Info. Porte

Overview 2

Overview: Navigation How do I get to Info. Porte? • You can access Info. Porte in two ways: 1. Go directly to Info. Porte, www. infoporte. unc. edu 2. From Connect. Carolina, click General Links on the left 3

Overview: Data Feed • Info. Porte is updated early each morning with the previous day’s business. Connect. Carolina Data Warehouse Info. Porte 4

Overview: Navigation bar • At the top of every page in Info. Porte 5

Overview: Data Dictionary FRS Account Mapping • Two search options: “basic” and advanced. A basic search brings back all chartfield strings from a single FRS Account 6

Overview: Data Dictionary FRS Account Mapping • The advanced tab – you can search by FRS Account, Object Code, or Connect. Carolina Department ID 7

Overview: Data Dictionary Chartfield Lookup • There is a separate section for each chartfield • You can control the number of chartfields displayed at one time, and search by a specific chartfield 8

Overview: Data Dictionary Cost Code • You can search by Info. Porte or People. Soft Cost Code Search by number or description 9

Overview: Finance Dept Accounting • When you click Finance, the landing page is Dept Accounting > Ledger Rollup • You’ll accomplish most of your day-to-day accounting work in this area. 10

Overview: Finance Financial Reporting • The SAS Visual Analytics reports are in this section. • Available reports include: — Ledger Group Drill-down — Funding Balance — OSR, State, F&A, Trust Financial Breakdowns — Foundation Report — Cost Code Financial Breakdown — Transaction Finder 11

Overview: Finance Financial Request • Submit requests for financial action — Examples of requests include: creating new Sources, budget revisions, travel authorizations • Not every department or school uses this functionality. Check with your Info. Porte administrator. 12

Overview: Finance Other Reports • Currently displays the “BMS” report — Specific to State funds — Does not include converted data, i. e. October 1 and forward — Must be granted access to this tab • Other reports are in the works 13

Overview: Exporting Data may be exported to Excel or PDF • The icons are on the right, top side of the page • The SAS VA reports on the Financial Reporting tab may only be exported to Excel. — Right click on the row and select Export List Table. Tip! Excel downloads sometimes don’t work well in Internet Explorer. If you have problems, save the file before you open it. 14

Overview: Favorites Use the Favorites to save frequently used report parameters • Click on the Favorites button to choose a set of parameters you’ve created, or to create a new set Clicking the report name goes to the designated tab, fills in the filters, and runs the search. 15

Understanding the Financial Data 16

Understanding the Financial Data The new look of finance transactions 17

Understanding the Financial Data The Commitment Control Ledgers • In Connect. Carolina, transactions fall in two main categories – referred to as Ledger Groups: — Expense and Revenue • Expense transactions fall in one of four ledgers: — Budget — Pre-encumbrance — Expense • Revenue transactions fall in one of two* ledgers: — Budget aka Revenue Estimate — Recognized *Info. Porte does not display the Collected ledger. 18

Understanding the Financial Data Ledgers F&A Expense ledgers OSR Expense ledgers State Revenue ledgers Trust Expense ledgers Trust Revenue ledgers 19

Understanding the Financial Data Sum of Ledgers = FMS Balance Accounts 4 xxxxx Accounts 5 xxxxx Expense Ledger Amount Budget (Rev Estimate) $1000 Budget $1200 Recognized $700 Pre-Encumbrance $50 FMS Balance $300 Encumbrance $250 Expense $300 FMS Balance $600 Revenue Ledger Amount Expense = Actuals 20

Understanding the Financial Data What’s in the different ledgers? EXPENSE LEDGERS • Budget — Budget Journals, Budget Transfers • Pre-encumbrances — e. Pro orders, Purchase Requisitions • Encumbrances REVENUE LEDGERS • Budget — Budget Journals, Budget Transfers • Recognized — Deposits, Revenue from batch feeds (Info. Porte Cores, for ex. ), etc. — Purchase Orders, Personnel* • Expenses — Paid, or confirmed and sitting in Accounts Payable to be paid * Personnel encumbrances are expected to begin in November. 21

Understanding the Financial Data F&A Budget • In Connect. Carolina, you do not budget F&A on the account level, which is why the Budget Amt is 0. 00. 22

Dept Accounting 23

Dept Accounting Basic access to Dept Accounting includes: • Ledger Rollup • OSR Ledger Rollup • Journal Transactions Depending on your access, you may also see: • Soft Encumbrances • Cost Codes 24

Ledger Rollup • Rollup information — Account rollup — Budget Amount — Actuals MTD and Actuals YTD — Encumbered Amt, Pre-Encumbered Amt, FMS Balance, Soft. Encumbered Amt, IPT (Info. Porte) Balance • Detail information — Default display is by account order (matches the order of the rollup) — Includes an Acct Total line — Export PDF for “FBM-like” report 25

Dept Accounting Filters • Use filters to refine the balance and transactions displayed 1. Select the funds you want to see: F&A, State, or Trust 2. Return data for one or more fiscal years 3. Looks specifically at budget data; returns only budget transactions 4. Narrow results by month or range of months 5. Search by department (see next page for more detail) 6 -8. Search by any combination of chartfields 9. UNCCH, UNCGA, or foundation 10 -11. Search by any combination of chartfields Tip! A yellow field indicates a filter is used. 26

Dept Accounting Dept ID filter • With the introduction of People. Soft, many departments now have more than one department number • Use the Dept ID to see detail at the highest level (all of Pediatrics, for example) or department by department Tip! Type the department name or number to quickly find what you need. 27

Exercises 1 and 2 28

Journal Transactions • Lists transactions only – no rollup amounts • The transactions are the same as the detail section on the Ledger Rollup page • Accounts are listed in order by Ledger, by account • You can click the Account header to sort by account, which will then mirror the default order on the Ledger rollup tab • No lines for account totals 29

Advanced filters 1 -3. Refine results by cost codes 4 -5. Search by transaction date range 6. Search for transactions tagged in Info. Porte with an IPT cost code 7. Search by Journal, Purchase Order, Requisition, Voucher, etc. 8. Search by a specific transaction ID 9. Look for transactions that have/have not been marked as reconciled 10. Search by a specific vendor ID 11. Search by a vendor’s name 30

Extra Fields • Are not filters, but fields that may be added to the data • Click on the field (it turns blue) and then click Search again 31

Exercises 3 and 4 32

OSR Ledger Rollup • Similar to the Ledger Rollup tab, but displays only OSR funds • Budget period not applicable to OSR, i. e. contracts and grants don’t run on a fiscal year • Fiscal Year filter – to see life-to-date budget and expenditures, select: 2013, 2014, 2015 33

Exercise 5 34

Soft Encumbrances • Used for budgeting anticipated expenditures • Example: — A team of researchers is traveling to China in four months for a conference. The cost is approximately $20, 000. • Exist only in Info. Porte, i. e. they do not create an encumbrance in Connect. Carolina • Also used in conjunction with Cores — Cores’ orders placed in Info. Porte automatically create a soft encumbrance — A batch process relieves the soft encumbrance after the order is marked as complete 35

Base and Advanced Searches • Use the filters to narrow the search for soft encumbrances on your department, sources, cost codes, etc. 36

Entering the soft encumbrance • Complete the following fields at the bottom of the page: — description, the chartfield string, ledger group (F&A, OSR, State, Trust), and expiration date o Note: The expiration date defaults 90 days out. • Check the Auto-Delete box if you want the soft encumbrance to liquidate on the expiration date. • Click the Clear link if you want to clear the fields. • Click the Duplicate link if you want to create a new row with the same values. • To remove a soft encumbrance, mark the checkbox next to the soft encumbrance and click the Delete Checked button. 37

Removing a soft encumbrance • Mark the checkbox next to the soft encumbrance and click the Delete Checked button. 38

Exercise 6 39

Reconciliation 40

Reconciliation When you reconcile, use the following combination of chartfields: • STATE: Fund – Source – Dept ID • F&A: Source – Dept ID — Use source 14101 when reconciling — To see payroll suspense use 14102, 14103 Attention College of Arts & Sciences! You also use Program when reconciling. • Trust: Source — Exception is Endowments o Filter by Fund – Source to see Principal and Income • OSR: Source – Project ID to exclude cost share — Project ID only to include cost share 41

Reconciliation Accounting Period is very important • After month-end close select the month you need to reconcile. Tip! You don’t have to wait for month-end to reconcile. Look at your transactions weekly, or bi-weekly by using the Advanced filters Trans Date from and Trans Date to. 42

Reconciliation Recommendations • Reconcile Expense and Budget ledgers — For example TRST_EX_EX and STAT_RV_BD • Pre-encumbrances and Encumbrances are like the “open commitments” from the old FBM — No need to reconcile pre-encumbrances, because they move quickly to encumbrances. Give them a quick check to see if anything looks out of order. — Encumbrances will probably move quickly to expense, so it’s good to verify you have the backup. — Watch for encumbrances that have not moved to expense; there could be a problem. 43

Reconciliation Other Recommendations • Budget Period filter – leave the default value in the filter. — FAMODET and UNC Faculty Physicians will use this filter to view monthly budgets. • Export the Ledger Rollup to PDF for a FBM-like report — Useful for viewing the balances and total by account • Export the Journal Transactions to Excel — Select the Expense ledger — Use the Extra Fields — Electronic reconciliation 44

Reconciliation Finding the right transaction • Use the More toggle to see more columns • After you click More, the toggle button displays Less Tip! The Excel download includes the “More” columns. 45

Reconciliation Reconciling Payroll • Currently, payroll transactions don’t list the name or PID, but an enhancement is coming very soon! 46

Reconciliation Reconcile feature • Info. Porte provides a way to electronically mark a transaction as reconciled. • The Reconciled column will display a check mark. — Hover to see the reconciler’s onyen. 47

Reconciliation Reconciled filter • Search for transactions that have/have not been reconciled 48

Coming soon! 49

Coming Soon! Grant Profile 50

Coming Soon! Grant Details 51

Coming Soon! Journal Ref # • Add the journal description as a column on the Journal Transactions tab 52

Questions? 53

For More Information http: //ccinfo. unc. edu/ 54