JET Inter Departmental Billing 072914 Agenda 1 2

JET Inter Departmental Billing 07/29/14

Agenda 1. 2. 3. 4. 5. Definition of a Transfer Policies and Procedures JET Overview Use of JET Resources 2

Definition of an Inter Departmental Billing Transfer • Definition – A transfer of funds when a department has provided a good or service for another department. – Have an invoice as backup support 3

Policies and Procedures • Debit Account Code – Most of the time the code will be 2650 – Internal Services • Allowable Credit Account Code – Most transactions should use 9050 for the credit account code • Program code R is not allowable for use with account code 9050. – If the credit is for fund 128 program code 8 the credit should not be 9050, it should be a revenue code (9 XXX). 4

Policies and Procedures • Account Codes Continued: • 3915 – Transfers Other – If this account code is used, it must be used for both the debit and the credit (combined total must = $0) – This account code is not allowable if both the funds for the debit and credit are (these should be a budget transfer): • 101 – 117, 126, 233, 402, 403, or 406 – We are trying to move away from these types of transactions. Preference is to reflect actual expenses.

Policies and Procedures • Fund Rules: – Credits may not be • • 133 135 142 144 150 161 233

Policies and Procedures • Cost Transfers should not be done via Internal Billings. – Use the Cost Transfer Tool • Revenue Transfers should not be done via Internal Billings. – Use JET Revenue Transfer or send Revenue Transfer request to Cash Management • Transactions may be reviewed (post audit) to ensure compliance with policies and procedures – A sampling are reviewed and approved by Accounting Services each day • Access to JET may be revoked if transactions are not in compliance

Signature Roles – Preparation • Preparer – Know policy – Communicate with the other departments involved with the transfer – Generate form – Process the transaction – Attach supporting documentation 8

Records Retention • Records include all supporting documentation • Source document must be kept the fiscal year of creation + 6 years and then destroyed • Duplicates should not be kept longer than needed 9

JET Overview What is JET? § “Journal Entry Tool” § Facilitates the processing of journal entries to SFS § Safer than entering directly into SFS § Chartfield and funding string validation § Balanced Journal Entries § Cash offsets added to journal entry § User should NEVER enter cash offsets § Added Security capabilities § Reports errors – User corrects errors before submission § Import and Export text and excel files

JET Overview What is JET? – Uploads to SFS – Interfaced to WISDM • Overnight Process • Entered today before 3 pm = Viewable in WISDM tomorrow – Currently Used for: • • Non-Salary Cost Transfers – JRT’s Inter-Departmental Billings – JRB’s Revenue Accounting – JRR’s JET Budget – BD’s

JET Overview – Accountability (power of JET) • JET is a powerful tool, not without some risk of error. • Entries submitted by JET directly impact • General Ledger • WISDM • By signing the delegation agreement you are accepting all responsibility for your entries • Once JET entries have been posted to SFS through the overnight process, there is no way to retrieve the entries if there are errors. However, if the error is found before the journal is posted, accounting services can delete the journal from SFS. • Journals are posted at 11 am and 3 pm each day

Use of JET Log On – Oracle user name • This is different than net id Begins with “MSN” – Oracle Password • Transfer – Today ONLY • Passwords can be changed in WISDM Main Menu > My Profile > Change Password (See your Manual for Detailed Instructions, pg. 46)

Use of JET Creating a Journal • File > New Journal – At “New Journal” dialog box • Choose Non-Salary Cost Transfer Icon – Description • Enter Contact Information - Name and phone number • 30 characters – Default fields • Business Unit • Journal Date • Fiscal Year – Trans Ref - Optional

Use of JET Basics and Navigation • • • Menu Bar Tool Bar Entry Grid Task Pane Status Pane • Error List Pane

Use of JET Manual Journals in Main Grid • Click on the cell with the * and start typing appropriate chartfield information: Dept ID Fund Code Account Class Fld Program code Project ID • Continue to key data until line is complete • Move to next line by using the down arrow key or by hitting tab. • Continue until all data is entered

5. Use of JET Non-Chartfield Fields

Use of JET Edit Validation and Balance Checks • Before Submission to SFS… Jet will not allow the following errors: • • Chartfield Edit Errors Balance Problems Authorization Problems Other Journal Specific Problems Detailed list of JET Error Messages in the Attached Guide

Use of JET Edit Validation and Balance Checks

Use of JET • Editing Your Entry • Edits the Current Line Useful for quick checks when manually entering • Edits the entire Journal Edits all lines in batches of 50.

Use of JET Results of Edit Check • Journal Entry has Errors

Use of JET Results of Edit Check • Journal Entry has no errors Move on to the next step - Check Balance

Use of JET Balancing your Entry On the Task Pane, hit “Check Balance”

Use of JET Balancing your Entry • Journal Entry is unbalanced, Debits do not Equal Credits • Entry has to be balanced before submission to SFS

Use of JET Submission to SFS • Entry is Balanced – “No errors detected” • Submit your journal entry to SFS n Important – Once the user hits this button, there is no way to retrieve the journal entry before being posted to the general ledger. The entry will have to be reversed if there are errors.

Use of JET Submission to SFS • Cash Offset Lines are Added to Journal after submission

Using JET After submission • Save File –. JET File • Journal does not need to be complete to save • Native file format to JET • Cannot be read by other application – Export to an Excel or Text File • Exit or Create New Journal • Printing § Important – If you do not print the journal documentation at the time you submit to SFS, you cannot go back to print if you start a new journal.

Use of JET Importing • Import excel or text files into JET – Need to be in recognized format – Open “New Journal” and follow same procedures as Manual Entry – Once in the Main Grid View: • File > Import

Use of JET Importing After Selecting the Import Function and Text or Excel option… You will be directed to the following screen – Specify file name and location

Use of JET Importing – JET will read your file and extract all transaction into JET. • Successful Import will give you the following Status message: • Unsuccessful Import will give you error message – Proceed with Edit and Balance Checks

Using JET Additional Features • Chart of Accounts – Useful for identifying valid chartfield combinations when a project is being used • Copy to New Line • Copy to Current Line – Limits • First 100 combinations • Large pooling projects return no combinations • UWMSN only • Advanced Tools – Reverse Journal – New Reversed Line

Resources • Accounting Questions: – Kayla Strohl, Accounting Services at kstrohl@wisc. edu – Mary Olson, Accounting Services at meolson 22@wisc. edu • JET Technical Questions: – SFS Mailbox: sfsmsn@bussvc. wisc. edu

Common Edit Errors Common Error Messages Combo error fields_______ in group ORGEDIT FUND_CODE DEPTID PROGRAM CODE Invalid Chart Field ____ value FUND_CODE DEPTID PROGRAM CODE Combo error fields PROGRAM_CODE/ACCOUNT in group PROGACCT Journal is unbalanced Zero dollar amount used Trouble Shooting Guide Contact sfsmsn@bussvc. wisc. edu with any inquires. The FUND/ DEPTID /PROGRAM CODE combination is either not valid or has not been set up in the organizational edits. Verify the Fund, Department ID and Program code have been entered correctly. The chart field does not exist or is not active. Verify the Fund, Department ID and Program code have been entered correctly. The program code is not appropriate for the account code used. For example, program code 9 should only be used for financial aid assistance to students including scholarships, fellowships, and loans. Student employment should be budgeted in the employing program, not as financial aid. Program R should only be used with revenue accounts. The journal’s debit and credits do not match. Every journal must balance between debits and credits. Cash offsets are not added until you correct this problem. The transaction has a 0. 00 dollar amount. This is a warning that is raised for your convenience to detect journal lines that have no influence on the journal balance. Cash offsets cannot be added.

Common Error Messages Combo error fields ______ PROJECT_ID/FUND_CODE in group PRJ_FUND PROJECT_ID/DEPTID group PRJ_DEPT PROJECT_ID/PROGRAM_CODE in group PRJ_PROGRAM Combo error fields FUND_CODE/PROJECT_ID in group FNDPRJ_NEW Trouble Shooting Guide Contact sfsmsn@bussvc. wisc. edu with any inquires. A value that was entered does not match what was set up in the Project Edits. The department is not an allowable department for the project. The program code is not an allowable program for the project. The fund is not an allowable fund for the project. A Project ID is required with funds 114, 133, 135, 138, 142, 143, 144, 145, 146, 150, 161, 233. Projects in status “A, Closed-Archived” will also return this error. Verify the Project code has been entered correctly. Project status is A, C, H or J A = Closed Archived C = Closed H = Hold J = Closed – Adjustments Only Project Status E – (Requisition Generator Error Only) The project is not open. Verify the Project code has been entered correctly. Verify that the charge is valid for the project Budget Does Not Exist There is no budget for the expense category within the project. These budgets are set up to stop unallowable categories of expenses from posting to sponsored projects. Verify that correct project number has been entered. In JET this message will appear if there is an extra space in the project field. Accounting date outside of project begin and end dates The project budget dates have passed or have not yet occurred. Verify the Project code has been entered correctly. The project is in Ended status. Purchase orders will not be created. Verify the project code has been entered correctly. Verify that the charge is valid for the project.

Common Project Error Messages Combo error fields ACCOUNT/CLASS_FLD in group ACCT_CLASS Combo error fields ACCOUNT/FUND_CODE in group FUNDMAJ 2 Combo error fields FUND_CODE/ ACCOUNT in group FUNDACCT. Combo error fields ACCOUNT/PROGRAM_CODE/DEPTID/ PROJECT_ID/FUND_CODE in group TERMINAL Trouble Shooting Guide Contact sfsmsn@bussvc. wisc. edu with any inquires. A valid Building Code in the class field is required for accounts 4490, 4510 and 4520. A valid TE_XX code in the class field is required for account 2164 Verify the class field has been entered correctly. The account is not allowed with the fund. For example, revenue accounts are not to be used with fund 101. Verify the account code is allowable for the fund The fund is not allowed with the account. For example, account 9300 (revenue from services) should not be used with fund 233. Accounts 1009, 1056 and 1545 are only to be used with the specific funding string 136980100 -1 -AAB 1193