Finance Reporting in InfoPorte

2 Overview

3 Overview: Navigation You can access InfoPorte in two ways: 1.Go directly to InfoPorte, From ConnectCarolina, click General Links on the left How do I get to InfoPorte?

4 Overview: Data Feed InfoPorte is updated early each morning with the previous day’s business. Data Feed ConnectCarolinaData WarehouseInfoPorte

5 Overview: Navigation At the top of every page in InfoPorte Navigation bar

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

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

8 Overview: Data Dictionary 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 Chartfield Lookup

9 Overview: Data Dictionary You can search by InfoPorte or PeopleSoft Cost Code Cost Code Search by number or description

10 Overview: Finance 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. Dept Accounting

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

12 Overview: Finance 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 InfoPorte administrator. Financial Request

13 Overview: Finance 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 Other Reports

14 Overview: Exporting Data 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. Data may be exported to Excel or PDF Tip! Excel downloads sometimes don’t work well in Internet Explorer. If you have problems, save the file before you open it.

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

16 Understanding the Financial Data

17 Understanding the Financial Data The new look of finance transactions

18 Understanding the Financial Data In ConnectCarolina, 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 —Encumbrance —Expense Revenue transactions fall in one of two* ledgers: —Budget aka Revenue Estimate —Recognized *InfoPorte does not display the Collected ledger. The Commitment Control Ledgers

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

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

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

22 Understanding the Financial Data In ConnectCarolina, you do not budget F&A on the account level, which is why the Budget Amt is F&A Budget

23 Dept Accounting

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

25 Rollup information —Account rollup —Budget Amount —Actuals MTD and Actuals YTD —Encumbered Amt, Pre-Encumbered Amt, FMS Balance, Soft- Encumbered Amt, IPT (InfoPorte) 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 Ledger Rollup

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

27 Dept Accounting With the introduction of PeopleSoft, 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 Dept ID filter Tip! Type the department name or number to quickly find what you need.

28 Exercises 1 and 2

29 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

30 Advanced filters Refine results by cost codes Search by transaction date range Search for transactions tagged in InfoPorte with an IPT cost code Search by Journal, Purchase Order, Requisition, Voucher, etc. Search by a specific transaction ID Look for transactions that have/have not been marked as reconciled Search by a specific vendor ID Search by a vendor’s name

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

32 Exercises 3 and 4

33 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 OSR Ledger Rollup

34 Exercise 5

35 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 InfoPorte, i.e. they do not create an encumbrance in ConnectCarolina Also used in conjunction with Cores —Cores’ orders placed in InfoPorte automatically create a soft encumbrance —A batch process relieves the soft encumbrance after the order is marked as complete

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

37 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. Entering the soft encumbrance

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

39 Exercise 6

40 Reconciliation

41 Reconciliation STATE: Fund – Source – Dept ID F&A: Source – Dept ID —Use source when reconciling —To see payroll suspense use 14102, 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 When you reconcile, use the following combination of chartfields: Attention College of Arts & Sciences! You also use Program when reconciling.

42 Reconciliation After month-end close select the month you need to reconcile. Accounting Period is very important 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.

43 Reconciliation 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. Recommendations

44 Reconciliation 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 Other Recommendations

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

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

47 Reconciliation InfoPorte 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. Reconcile feature

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

49 Coming soon!

50 Coming Soon! Grant Profile

51 Coming Soon! Grant Details

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

53 Questions?

54 For More Information