DMAS Departmental Management Accounting System Controller’s Office Training Presentation Updated January 7, 2015

Objectives of This Presentation Recognize terms and concepts you will encounter while using the University’s computerized accounting systems Use the DMAS screens as tools for your monthly account reconciliations Recognize the numerous subsystems that feed transactions into accounts Follow the guidelines provided for reconciling subsidiary and general ledger accounts

Terms & concepts TO be familiar WITH Account Numbers and Their Attributes Sub-Object Codes Transaction Types and Codes Batch Reference ID Transaction Fields Important Formulas Terms & concepts TO be familiar WITH

Subsidiary Ledger (SL) Accounts and Their Attributes The purpose of the account The Responsible Person generally has primary responsibility for control of the activity within the account The 5 digit Department # & 2 digit Sub – Dept. # that the account belongs to Account fund group Only Sponsored Accounts (start with a 6) have an end date Accounts have year end codes as follows: P (project year) - balances that accumulate from the start date to the end F (fiscal year) - accounts do not have an end date and the balance may or may not carry forward to the new fiscal year The account status may be open, frozen or deleted Accounts attributes or characteristics include the following:

General Ledger (GL) Accounts These are the accounts that start with a zero The analysis of the associated General Ledger accounts in DMAS should not be overlooked as it is an important part of the account reconciliation process Control codes 1XXX and 2XXX balances need to be reviewed except for Control codes 1100 (Claim on Cash) and 2100 (Accounts Payable) which are both system generated Be prepared to provide support and answer questions for any GL balance Be proactive to avoid last minute phone calls and e-mails at year end Contact Medical Finance for questions regarding GL accounts at Medical campus

Frozen Account Status Transactions are prevented from posting to frozen accounts unless there is an outstanding open commitment for the item All other transactions to frozen accounts will default to a suspense account within the Controller’s Office for further research and clearing to an approved active account number

Delete 1 & Delete 2 Status When an account is placed in “delete 1” status, all outstanding open commitments have cleared and transactions can no longer be posted into the account. Accounts placed in “delete 1” status will systematically roll to “delete 2” status at the end of the fiscal year. The account will remain in “delete 2” status in the FRS system until the end of the following fiscal year at which time it will be systematically purged from the system and may no longer be viewed in FRS. Although FRS does not display a deleted account after it is systematically purged, DMAS does display historical data for 10 fiscal years prior to current fiscal year.

Sub-Object Codes The Controller’s Office can not stress enough the importance of using the appropriate sub-object code for classification of expenses and revenues. Please call us if you are not sure. Sub-object codes are 4 digit codes to be used along with the 6 digit account number Sub-object codes are categories used to record transactions in the Subsidiary Ledger (revenue/expenses) Always provide the full 10 digits (account & sub-object) when processing requisitions, eBERF’s, journal entries and all other transactions A listing of revenue/expenses and their explanation is found on the Controller’s Office web site in the General Accounting section at http://www.miami.edu/finance/index.php/general_accounting/ GL (general ledger) accounts that start with a -0- utilize Control Codes not sub-object codes

How Sub Object Codes are Numbered These are revenue codes including 0011 the Balance Forward code found in certain accounts Codes from 0001 to 0999 These are used by the Payroll Office for payroll related expenditures Codes starting with digit 1 These are used by the Payroll and Benefit Offices for fringe benefit related expenditures Codes starting with digit 2  These are supplies and services type categories Codes starting with 3, 4 , 5 These are used for Capital such as Equipment, Library, Art Objects and Non UM Title Purchases Also used for Land, Buildings, Leasehold Acquisitions & Improvements Codes starting with 6 Transfer codes are listed as 71XX and 73XX Other 7 codes are expenses such as Annuities and Actuarial Liabilities, Debt Service for Plant Fund Codes starting with 7 These codes are Indirect Costs and Cost Sharing Codes starting with 8 These are Allocations codes Codes starting with 9

Fixed Assets - Sub Object Codes There are two categories of Fixed Assets: Moveable Equipment – Sub-object Code 6103:  The unit cost of the Item is $2,500 or more and has a useful life of more than one year Fixed Equipment – Sub-Object Code 6101:  Equipment added as part of the building, i.e. elevators, AC units.  Must be used with a plant (8) account If a capital equipment code was used in error or was not used when it should have been, the transaction will be denied by Property Accounting and it will systematically go back to the beginning of the approval loop If you are not completely sure about using a capital equipment sub object code while submitting a purchase requisition on UMeNet, call the Property Accounting area of the Controller’s Office at x84656 If fixed asset has not arrived and been installed and ready for use by May 31, it must be considered an expense for the following fiscal year, cannot accrue if not received, need proof of delivery Visit the Property Accounting web site at: http://www.miami.edu/finance/index.php/property_accounting/ for information regarding capitalization of movable equipment and non-capital expenditures and also to review custodial department’s responsibilities

Three Types of Transactions found in your accounts These are shown as a systematic yearly feed dated 06/01 Some accounts may include budget revisions during the fiscal year Budget transactions Journal Entries, wire transfers (EFT), A/P – DEGA, cash disbursements and cash receipts are examples of actual transactions Actual transactions These are used to decrease the free balance of an account They can reflect a commitment for which payment has not been made They can reflect a commitment for indirect costs They limit expenditures to a specified level either authorized by the sponsor or determined by the university Encumbrance transactions - (also called Commitments)

Encumbrance Transactions Salaries and Fringe Benefits Purchase Orders Telephone Services Restricted Funds in Sponsored Accounts Used to record commitments for these categories:

Transaction Codes You will find them on journal entry forms and in the first column of the Account History Detail screen in DMAS. For a complete listing and explanation visit the General Accounting section of the Controller’s Office website these are the three digits that identify the type of transactions in your accounts Transaction Codes Budget – 020 to 029 Actual – Cash Receipts - 030 to 039 Actual – Cash Disbursements - 040 to 049 Encumbrance – 050 to 059 Actual – Journal Entry – 060 to 069

Batch Reference ID Field Batch reference initials identify the individual or sub-system that originated a transaction Controller’s Office web-site General Accounting section contains a current listing of all authorized ID’s and their contact information Batch reference numbers are used on budget, actual and encumbrance transactions The last three digits typically correspond to the transaction code. For example, journal entry transactions would start with a 6

Transactions in Your Accounts Contain the Following Fields Transaction Code Debit/Credit account and sub-object Reference 1 and 2 (7 characters) Date Description (20 characters) Amount Indicator D (debit) or C (credit) or left blank to default P/F/N – partial, final or no liquidation of commitment Batch # – includes subsystem or individual employee’s 3 digit ID

Important Formula To Know This slide and the next two explain three formulas you should know. You will find the components and results on DMAS and FRS screens as well as in RDS Report 90. This formula represents the available balance on your accounts Budget minus Actual minus Commitment = Budget Balance Available (BBA) Budget Balance Available Formula DMAS Account Summary In the last column (Balance) FRS Screen 019 (List 6 Digit SL) In the last column (Avail) Report FR90 in the Account Statement in Whole Dollars Balance Available column Column appears in the following screens/reports

Another Important Formula The formula represents the open commitment remaining balance and is as follows: Original Amount less Liquidating Expenditure + or – Adjustments = OCCA Open Commitment Current Amount Formula DMAS Open Commitments screen Current column FRS screen 021 (List OC Records) Report FR90 – Open Commitments Status Current Amount column Column appears in the following screens/reports

Purchasing Encumbrance Formula Found Only in DMAS The original amount of the PO less liquidated amounts less adjustments This equals the Purchase Order Remaining Balance as of today Purchase Order Remaining Balance (PORB) Formula DMAS Purchasing Menu – Document Inquiry Look at the line towards the top that reads: Purchase Order Remaining Balance as of today PORB Appears in the following DMAS screen

Highlights of DMAS Signing On Main Menu Account Menu Screens DMAS

Highlights of the DMAS System There is 10+ years of account data in DMAS Subsystem transactions as well as manual journal entries are found in DMAS Subsystem feeds may be daily or scheduled, e.g. bi-monthly or month end payroll labor distribution transactions Some DMAS screens allow you to download information into Excel for further analysis Certain transactions contain a globe that allows you to view imaged documents such as BERF’s

DMAS - Signing On & Proceeding to Main Menu The DMAS Sign on page is located at the following link : https://dmas.ir.miami.edu/DMAS/signon.asp DMAS can also be accessed via the General Accounting section of the Controller’s web site The bottom of the screen lists different options for you to follow if you encounter issues while using DMAS After signing on, you will see a pop up window containing a Bulletin Board with key dates for your review Upon reviewing the Bulletin Board information, X out to access the DMAS Main Menu

Sign On Screen

DMAS Main Menu This is the menu screen you will see after successfully logging in to DMAS: Fiscal Year End Survival Kit Training

Accounts Departments Purchasing Controller’s Office DMAS Main Menu These are four helpful sections accessible from the Main Menu which can be used during your fiscal year end review and any time. Used to view a specific account number if you already know the six digit number Accounts You select the level of accounts you wish to view such as Sub/Department, Department or higher levels Then you click on a particular account from the Account List Departments Used to view Purchasing subsystem information Purchasing Click on the following link to go to the Controller’s Office Home Page: http://www.miami.edu/finance/index.php/treasurer/areas/controllers_office/ Controller’s Office

DMAS Account Menu Screens This screen provides you with a summary listing by sub-code Budget, Actual, Encumbrance and Balance columns are shown Account Summary This screen provides a helpful listing by sub code of open current commitments or commitments that are now -0- but had activity during the fiscal year The original amount minus liquidated expenditure plus or minus adjustment(s) equals the last column (Current) Open Commitments: This screen provides a view of the transactions for a particular month for a specific sub code Used for preparation of sales tax spreadsheet – accounts with revenue Account Transactions by Month

Account Menu This is the menu screen you will see next when you select Accounts from the DMAS Main Menu.

Account Summary Screen Defaults to current fiscal year Lists Responsible Person, Status and Associated GL Shows Department/Sub-Department that account belongs to Select another fiscal year if other than the current is needed Download to Excel feature is available on this screen Lists sub-objects with Budget and/or Actual activity Budget, Actual, Encumbrance and Balance columns

Open Commitments Screen Open Commitments for 304### (FY 2014) SAMPLE UHEALTH ACCOUNT RECORD REVENUES & EXPENSES FOR SAMPLE UHEALTH   Subcode Description/Vendor Date Document Original Liquidated Adjustments Current 3225 CARDINAL HEALTH 110 12/18/13 MR58579 9.96 0.00 3811 GOLD COAST LINEN SER 06/01/13 MP69212 146.32 PITNEY BOWES GLOBAL MP69451 320.20 DIRECTV MP72258 84.65 CARDINAL HEALTH MQ55459 297.51 BRINKS INC MQ58597 235.56 MQ60505 638.78 MQ60518 115.00 PLANTIQUE INC MQ61504 6.00 DIRT PROS MQ69180 537.84 OFFICEMAX INC MR04129 24.36 06/10/13 MR21877 6,000.00 5,233.24 766.76 KONICA MINOLTA MEDIC 10/07/13 MR44521 1,250.00 PHYSICIAN SALES & SE 12/05/13 MR55804 119.07 JET GRAPHICS INC 01/06/14 MR59882 245.00 PRINT FARM INC 02/03/14 MR65789 2,170.00 ARIBA REQUISITION 02/05/14 AEU1202 8,922.12 02/17/14 MR68677 1,380.00 3852 ENCUMBRANCE 01/31/14 JEH0013 11,445.60 3858 409.20 3873 280.00 Totals:

The steps to close the books at MONTH end What you should be doing before each month end What happens when it is time for the month end close The steps to close the books at MONTH end

Account Reconciliation Involves the Following Refer to How to Reconcile Accounts presentation on Controller’s Office Education & Training page for more in depth information on account reconciliation Analyze monthly reports including RDS Report FR90 , also Labor Distribution & Salary Encumbrance reports if you reconcile salaries Track account information in DMAS (download to Excel feature) or FRS screens – integrity of data used in reconciliation is vital Review the overall financial standing of your accounts (BBA formula) also examine the transactions posted to your accounts in detail and look at the backup documentation including imaged documents in DMAS Submit journal entries as needed including FA11 sponsored journals Prepare findings and follow up on and resolve/correct any pending transactions in a timely manner

FR90 Financial Report Found On RDS/EOS FR90 (Form 90) is a monthly account statement provided as a tool to the authorized signer and designees for reconciliation of their individual accounts. What is the FR90 Report? Summary Open Commitments Status Report of Transactions FR90 contains these three sections for each account listed:

Review the validity of open encumbrances: What are the Steps Involved in Your Purchasing Encumbrance Review of Open Commitments Review the validity of open encumbrances: By reviewing the DMAS Open Commitments screen Or the Open Commitments Status section of RDS Report FR90 What should you do if you encounter open PO’s that have no invoices pending and should be closed Refer to Purchasing Policy BSJ-010- Change or Cancellation of an Order http://www.miami.edu/finance/index.php/purchasing/policies_procedures/ Contact the Purchasing Dept. at your campus if you need their assistance or you think there might be a system issue with the remaining encumbrance UMeNet has an e-form tool that may be used to release encumbrances from the account and delete the PO Review releasing encumbrances/closing PO’s document instructions To log on to UMeNet go to: http://enet.miami.edu

Preparing Non Salary Journal Entries The Journal Entry (JE) form is located in the Controller’s web-site Forms section Individual submits Journal Entry and Batch Control Form (with their Batch Reference ID) for real time data entry by the Controller’s Office or Medical Finance Form FA11 is to be used only when Sponsored accounts are involved If cash related, use the appropriate Bank number on the Batch Control form (which should be attached to the front of the journal entry) Journal entries are used to modify account totals in the respective accounts Always attach explanations and supporting documentation including approvals Review and become familiar with Financial Policies & Procedures B016 Journal Entries found in the Controller's Office web site

Summary The presentation covered terms and concepts such as encumbrances and Batch Reference ID’s that you will encounter while using DMAS You should be able to use DMAS screens to look at Purchase Orders and Invoices and also as a tool for your account review Recognize that there are numerous subsystems like PCard (GEDA) and Telecomm (CTX) that feed transactions into accounts Follow the guidelines provided for reconciling and reviewing accounts in a timely manner each month

Thank You for Reviewing this Controller’s Office Presentation Please Visit our Website: http://www.miami.edu/finance/index.php/treasurer/areas/controllers_office/ for Additional Information