General Ledger (GL) UWSA Problem Solver

General Ledger (GL) UWSA Problem Solver
Jacque Milski -

General Ledger (GL) Agenda
GL WorkCenter Journal Workflow Approval Framework Tree Flattener Business Request and Approval (Chartfield Request) Statistical Journal (Optional functionality) GL Subsystem Reconciliation

GL WorkCenter Screen Shot
Talk about General Ledger WorkCenter Main Pagelet Group is comprised of My Work and Links Pagelets My Work Pagelet is consist of Journal Processing, My Approval and Exceptions Sections Review some of the key hyperlinks in each Section; Journal Processing Section has ‘Journals Available to Edit’ hyperlink

Discuss where things are located on your WorkCenter Links Pagelet is consist of Journal Journal Create and Process, Pcard, Other Links, DOA STAR Cash Receipts, DOA STAR Misc and DOA STAR Recon Review some of the key hyperlinks in each Section; Journal Create and Process has ‘Create/Update Journal Entries’ hyperlink

Discuss where things are located on your WorkCenter Talk about Reports/Queries Pagelet Group; which is comprised of Queries and Reports/Processes Pagelets Queries Pagelet is consist of My Queries Sections. Talk about the ability to add personal queries Reports/Processes Pagelet is consist of My Processes, Monitor, Journal Reports, GL Subsystem Reconciliation Reports and Other Reports.

Journal Workflow Approval Framework
Provides a configurable framework and page interface to implement workflow approval of Journals Benefits Allows for decentralized entry and centralized approval Increases efficiency in journal approval process and reduces paper work Provides audit trail of approval and denial

Journal Workflow Approval Framework Screen Shots
Enter journal details Journal must have a valid Header and Budget status before it can be submitted for approval Select Approval tab

Note Approval Status is ‘None’; because journal has not been submitted for approval Also, Approval History frame is blank; it will be populated after journal is submitted for approval

Note Approval Status is ‘Pending Approval’ after journal is submitted for approval Review journal approval Path… Divisional approval – first 3 approval for 3 different divisions OSP approval for Fund Code 133 & 144 1000 series Account approval Over $500,000 approval Approval History frame – after the first Division execute approval the transaction Approval Status will change from Pending to Approved. Log in as Approver to approve journal

Note journal header information Selecting ‘View Attachment’ link will display dialog box to open attachment Selecting Deny button will update journal with a status of denied Selecting More button will display Pushback and Hold options. Pushback is available after the first approval; Hold option is available any time during approval process Select Approve button

Selecting Approval button displays Approve dialog box; you MUST enter Approver Comments before you submit journal for approval Select Submit button

Tree Flattener Tree Flattener
Used to flatten tree data for specified PeopleSoft trees SFS has a Tree Flattener functionality, which is used to flatten tree data (and delete flattened tree data) for specified PeopleSoft trees. You can use the flatten tree data for reporting purposes. Benefits: Facilitate tree maintenance (eg. Combo-edit and Dept id) Tree data can be exported and imported to other systems SFS End Users can use PS Query to include flattened tree data and filter data by tree nodes and tree levels Flattening a tree is essentially running a process which convert values and properties of a tree into data which is stored in a record/table. WHAT DOES TREES WITH ……Add trees that you cannot flatten

Tree Flattener Screen Shots
Here is data produced from flatten UWADM Org Tree. Data set is showing the same information from the tree. Node 1 represents Nodes on the tree Node 1 Desc represents description of tree nodes Dept represents department id values on the tree. There are multiple values for the same department because of different effective date for each value Max Eff Date represents effective date for each department id value. Desc represents description of department id values

Business Request and Approval (Chartfield Request)
Configurable workflow process for requesting SetID-driven Chartfields for approval SFS End Users can request additions and/or modifications to field values and submit them for approval Benefits: Process saves the new field value and commits changes to corresponding base tables and Trees Ability to monitor approval process Ability to attach supporting documents

Business Request and Approval Screen Shots
Page that will be used to request addition or update of an Account Code Monetary Account Type field and all fields with an asterisk (*) are required. Fields in the ‘Trees’ frame are not required to be completed by Requestor. Approvers will completed this section. Select Save button

After saving Chartfield Request (CFR) page the Request Action box will appear Select ‘Submit for Approval’ from Request Action drop down list and click Go button

Submitting request for approval displays ‘View Approval Flow’ hyperlink Clicking ‘View Approval Flow’ hyperlink displays the Approval Flow dialog box with the approval graphic flow.

NEED SCREEN SHOT OF WORKCENTER

Approval of Request Navigate to GL WorkCenter Select ‘Chartfiled Request Pending My Approval’ Chartfield Request Pending My Approval page appears in the WorkCenter Task Area Select ‘Attachments’ hyper-link to review any supporting document Select Request ID you wish to review before approval

From ‘ChartField Request Approval’ page Approvers can … Review business Justification for the CFR Change Field Value Add tree information Etc. Select OK button and return to the ‘Manage Business Request Approval’ page

After CFR is reviewed Approver can approve request by checking the Select Box and clicking the Approve button

Statistical Journal Enter and use statistical data to facilitate financial analysis and reporting Can form the basis for allocating expenses based on defined statistical data If statistical data is used for Allocations, Institutions will be responsible for setting up their own allocations Benefits: Statistical journals can be used to track non-monetary data and used for analysis and/or allocations

Statistical Journal Screen Shots
To enter statistic journals you MUST use… Ledger -- STATISTIC SOURCE – XST Click Lines tab

Statistical Journal Screen Shots
The following fields on the lines page are required for statistic journal entry… Account Stat Amt UOM Note that no budget checking is required After successfully entering and saving journal journal. It must be edited and posted.

GL Subsystem Reconciliation
Compares transactions from SFS modules to GL, to identify what has not posted to GL Displays a list of transactions from one or more SFS modules, both posted and unposted Provides ability to run a report for transactions posted/unposted Provides drill down inquiry into subsystem’s accounting line inquiry page Benefits: Ability to identify outstanding transactions

Subsystem Reconciliation Screen Shots
Steps to perform Subsystem Reconciliation Load Subsystem Reconciliation Data Review Reconciliation Data Create Subsystem Reconciliation Reports Load Subsystem Reconciliation Data – This process Loads data for selected business units, fiscal periods, system sources and Chartfield to reconciliation tables. Review Reconciliation Data -- The GL Reconciliation page allows one to view subsystem accounting lines and General Ledger inquiry, as well as the subsystem documents that have not yet been processed into accounting lines. Create Subsystem Reconciliation Reports -- Report gives detail or summary information on reconciliation data between GL and other subsystem or third part interfaces to General Ledger

Load Subsystem Reconciliation Data – This process Loads data for selected business units, fiscal periods, system sources and Chartfield to reconciliation tables. Data will be loaded to reconciliation table for… Fiscal Year = 2018 Accounting Period between 1 and 10 – Note the periods for which we are selecting data to review System Source = Accounts Payable Chartfield = Account Click Save button Click Run button to initial process; Process Scheduler Request dialog box will appear

Review Reconciliation Data -- The GL Reconciliation page allows one to view subsystem accounting lines and General Ledger inquiry, as well as the subsystem documents that have not yet been processed into accounting lines. Select portion of data loaded to reconciliation table Very data in Reconciliation Overview page Note period 1 thru 10 data was loaded to reconciliation table but only period 7 day will be reviewed for Expense Account Codes. After completing search criteria click Search button; Reconciliation Overview page will appear

There is a breakdown of what each data point represents on the Reconciliation Overview page, but the main take away from this page is as follows… You can readily identify data posted in Sub-modules (AP, AR) but NOT posted to Ledger (Not Distributed Amount) You can readily identity journals entered in GL but NOT posted to Ledger (Journal Amount Not Posted) Clicking the ‘Detail’ icon will provide details such journal ids or voucher ids Clicking the ‘Documents not yet Posted’ hyperlink will display the Subsystem Reconciliation page and show transactions entered and NOT processed (posted/updated) in submodules as yet Click Documents not yet Posted hyperlink; Subsystem Reconciliation page appears

In this example we see Accounts Payable Payments and Vouchers entered but not posted to GL as yet

Questions? UWSA Problem Solver Jacqueline Milski -

Expenses UWSA Problem Solver Sharon Schwartz -

Expenses Agenda Expense Reports Travel Authorizations Cash Advances
Workflow Approvals Expense WorkCenter

Expense Reports Fluid pages will be used to enter Expenses online
Users have option to enter and approve expenses on their tablets Benefits: Each expense line information is contained on one page. No need to click on Details link. More user friendly

Expense User Home page, where user can select Expense tile to get into Travel and Expense functions

Under Expense Tile user can
Enter a new expense report, Enter expenses into wallet for later user View Expense history

Wallet Entry Wallet entry allows users to store a single expense for future use. User can pull the wallet entries while creating an expense report.

Once you’ve entered your expenses, you can either Save the report for later, or Review and Submit.

Next we’ll click on the Expense tile to look at our Expense Reports.

When we click on My Expense Reports.

We can view all of our expense reports, and we can take action on them by clicking on the arrow to the right of the report.

Travel Authorizations
Use Fluid delivered functionality Benefits: Simplifies entry to request Travel Authorizations

We access Travel Authorizations through the tile on the Homepage.

Click Add Travel Authorization to add a new TA.

When you’ve completed the required information, click Submit.

We can also review our Submitted travel authorizations.

Cash Advances Cash Advances and Travel Authorizations are no longer linked Delivered functionality will be used Benefits: Both the Cash Advance and Travel Authorization do not need to be approved at the same time to get paid the cash advance Institutes may decide that the traveler will not need to create both a cash advance and travel authorization

Link is on Expenses WorkCenter to request a cash advance

Workflow Approvals Expense workflow by campus is not changing
Use delivered classic pages for workflow approvals Approvers can still see alert bubbles, funding etc. Fluid User Interface for workflow will be reviewed in future Benefits: Approvers can now add attachments Approver links will be done thru Expenses WorkCenter

Expenses WorkCenter Approvals will be done thru the Expenses WorkCenter

Questions? UWSA Problem Solver Sharon Schwartz -

Cash Management UWSA Problem Solver Nou Vang - nvang@uwsa.edu
Hello Everyone. My name is Nou and I am the Functional support for Cash management. Sateesh Saraswatula, who is also our Sierra-Cedar Cash Management Consultant. In our team, we also have Linda, who is our Cash Management Functional support lead.

Cash Management Banking Functionality
BAI2 Bank Statement File Upload (Daily) Bank Reconciliation (Recon) Background Cash management is a newer module that was implemented in 9.1 of last year in October. Now, this implementation was turned on to specially provided only the Banking Functionality. We are using the Peoplesoft Banking Functionality to automatically import the bank statement data from the financial institution and using those data to reconcile against system data. The two Banking functionality we are implementing is the BAI2 Bank Statement File Upload and the Bank Reconciliation. Currently, since the implementation last year, we are currently reconciling all the institutions ZBA accounts in 9.1. With the new roll out of ARBI, we are looking to implement Cash management to a few institutions. Right now UWSystem is in scope for this implementation. After Post go live of 9.2 we are hoping to extend this functionality to other institution, in the near future.

Daily Bank Statement File Upload
BAI2 Bank Statement File Upload (Daily) ACH Checks Interest and Fees Benefits: Automates loading information Provides daily access to bank data Daily Reconciliation The Daily Bank BAI2 file upload is an automated process what this process does is it will go out to the bank portal and pull the BAI2 file and then import the file into the Bank Statement Table in PeopleSoft. In case you ask, what is a BAI2 file? Bank Administration Institute 2 standard. BAI2 File is a bank statement. This statement is a specialized format for the use of Cash management. This file contains transactions codes, bank accounts and account activity like ACH, checks, interest and fees. The benefits of this upload include the fact that it automates loading information into PeopleSoft and provide daily access to banking data and we are able now to reconcile from monthly to daily. Now, uploading the file in PeopleSoft is a small process but an important part. After the file is uploaded the data will go into a staging table and be available to start the reconciliation process.

Bank Reconciliation Bank Reconciliation Benefits: Automatic Recon
Bank Statement Accounting Rules Semi manual Recon Benefits: Reconciliation flexibility Rules establish to reduce exceptions/variances Improve visibility to outstanding payments What is Bank Reconciliation? Bank Recon is comparing your internal record of transactions and balances to your daily bank statement. For example. Your personal checking account. So if you’re familiar with balancing your checkbook, then you are already familiar with bank reconciliation. You are essentially doing the same thing for the same reason. Why do Bank reconciliation? Reconciling your bank accounts will help catch and identify any unusual transactions that might be cause by fraud or accounting errors. The first process in the Bank reconciliation is the Automatic Reconciliation. The Automatic Reconciliation is the process that accesses the pre-defined recon rules. This process takes the Bank Transactions from your bank file and matched them against your system transactions. What the process does is it looks for amount, reference # and date, if there is a match the system will reconcile the two transactions. The Bank Statement Accounting Rules are additional Rules built from the addendum. The addendum is a section from your BAI2 file, which is additional information relating to the specific transaction. The rule created will say if you find this criterion in the bank addendum for this type of transaction than automatically create an external transaction and reconcile with the system. You will use the Semi Manual Recon to manually matched your Bank and System data. There will always be exceptions that the Automatic and Bank Statement Accounting rules cannot pick up, such as difference in the reference number or the bank miss key your amount total.

So, let’s take a look at how the reconciliation process works.
From the Homepage click on the “Cash Management WorkCenter” tile.

When you enter the WorkCenter you will see here are the available links associated with Cash Management Functionality. Let’s look at the Automatic Reconciliation page.

Automatic Reconciliation
This example here illustrates the fields and controls on the Automatic Reconciliation page. Here you will see how many transactions is on the Bank statement and how many is Reconciled. What the process does is it will select a Bank Statement that is in ‘Ready’ Status and Run the pre-define and Bank Statement Accounting Rules against it.

So if you look here, you will see that after the recon process ran, the system was able to match 11 out of 23 with the rules that are set up. If you look to the right here, you will see there are “Exceptions”. These exceptions will now have to be manually matched in the Semi-Manually reconciliation page.

Let’s go back to the WorkCenter and Click on Semi-Manual Reconciliation link.

So here in the Semi-Manual Reconciliation page whatever exceptions is left you will find it here.
This example here follows the one I showed earlier. So, earlier there was 23 total transactions and you saw that 11 was reconcile automatically. So there is 12 left here that you will have to research and reconcile here. If you find what you want to reconcile with all you need to do is select the checkbox from the Bank and the system and click the ‘Reconcile’ button at the bottom.

You can also see all the transactions that you have reconcile by just switching the reconciliation status to ‘Reconciled’ and this will show you all the matched transactions.

Summary Future implementations will be considered after the SFS 9.2 Upgrade. Please contact Institution’s Controller. Okay, like I mention in the beginning Cash Management is currently centralized and only being implemented for UW System. Any further implementation will be considered post 9.2 go live, which is in October. If you have questions after go-live regarding the possible implementation of Cash Management, please contact your Institution’s Controller.

Questions? UWSA Problem Solver Nou Vang -

Asset Management UWSA Problem Solvers Jacque Milski - jmilski@uwsa.edu
Scott Larson -

Asset Management Agenda
Asset Management WorkCenter Mass Transaction Manager Parent-Child Asset (Optional functionality) Composite Asset (Optional functionality)

Mass Transaction Manager Screen Shots
Select ‘AM WorkCenter’ Title AM WorkCenter will appear

AM WorkCenter Screen Shot
Discuss where things are located on your WorkCenter Main Pagelet Group is comprised of My Work and Links Pagelets Links Pagelet is comprised of Manage Assets and Asset Review Sections My Work Pagelet is comprised of Exceptions Section

AM WorkCenter Screen Shot
Discuss where things are located on your WorkCenter Reports/Queries Pagelet Group is comprised of Queries and Report/Processes Pagelets Queries Pagelet is comprised of Queries Sections Reports/Processes Pagelet is comprised of Asset Reports, Interface Depreciation Calculation, Accounting Entries, Load Reporting Tables and Monitor Sections

Mass Transaction Manager
Functionality to transfer or update Physical Attributes of multiple assets simultaneously For example, Mass Transaction allows you to change the location of a group of assets without manually updating each asset Benefits: Ability to update multiple asset simultaneously

Mass Transaction Manager Process Overview
Processes to update asset Physical Attributes Optional - Run queries to identify data to update Complete Mass Transaction run control page Optional – run Mass Transaction in Preview mode and review data Run Mass Transaction process without preview mode Run ‘Load to AM’ process Optional – Run queries to verify change/update

Complete Mass Transaction page In this example we will update Location Code for assets associated with Sandra K Bennett. Location Code will be changed from 0076 to 8064; Custodian changed from Sandra K Bennett to David A Cedergren. 226 assets should be updated Talk about key fields on the page

AM WorkCenter Select ‘Report/Queries’ tab Select ‘Load into AM’ link from ‘Reports/Processes’ grouping Add or Select Transaction Loader run control Complete ‘Load into AM’ run control Input Interface id Enter interface ID AM Business Unit Select ‘Physical Records’ button Select ‘Search’ button; identify Interface id Select ‘Run’ button Process Scheduler Request dialog box appears Click ‘OK’ button Review assets by running query and/or inquiry on line

Parent-Child Asset Groups together multiple assets for ease of processing and reporting Parent-Only asset relationship Create a parent asset that is not an actual asset but rather a conceptual asset (for reporting purposes) that ties together various asset components Each component asset has its own cost, depreciation and physical tracking information Parent-Component asset relationship Use one of the asset’s components as the parent and add other components as child assets Each component has its own cost basis, depreciation and physical tracking information. Benefits: Ability to associate multiple asset with one main asset DOCUMENT KEY QUESTIONS TO ANSWER IN ORDER TO DETERMINE WHICH TYPE OF ASSET IS BEST FOR YOUR SCENARIO

Parent-Child Asset Screen Shots
Parent Only Relationship Parent ‘Conceptual Asset’ is created and used to tie all component child assets Parent asset cannot have associated costs and physical characteristics Parent and child assets cannot be updated simultaneously Each component (child assets) has its own cost basis, depreciation, and physical tracking information. Parent Component Relationship Parent asset created from one component of the asset group; and used to tie together the other components as child assets. Parent asset can have associated costs and physical characteristics Parent and child assets can be updated simultaneously Each component has its own cost basis, depreciation, and physical tracking information. We will focus on creating ‘Parent Component Asset’. Navigate to AM WorkCenter

Enter ‘Parent Component’ Asset via WorkCenter Basic Asset Information page Select Add a new Value tab Enter Business Unit value and Select ‘Add’ button Enter necessary data such as… Description, Asset Type, Profile id Select ‘Parent’ from Parent/Child drop down box After all Asset pertinent information is entered select Save button After Asset is saved the Parent ID field will be populated with the Asset ID

Enter ‘Child’ Asset via WorkCenter Basic Asset Information page Select Add a new Value tab Enter Business Unit value and Select ‘Add’ button Enter necessary data such as… Description, Asset Type, Profile id Select ‘Child’ from Parent/Child drop down box and Select Parent ID value After all Asset pertinent information is entered select Save button

Composite Asset Group assets so their total cost is carried by and depreciated as one asset The single asset is termed a composite asset Associated assets are termed composite members No transaction detail is carried by individual composite members Benefits: Provides functionality to combine multiple assets into one All composite Member Assets will have will the same Asset Profile as the Composite Asset. Therefore, one of the key question to determine use of Composite asset is, will all Composite Member Assets have the same Profile. For example are all Composite Member Assets Equipment, Auto, Building? If Composite Member Assets have different Profile then Composite Asset is not the right functionality to record assets in question. Second question All transaction detail, including any gain or loss accrued upon retirement, is rolled up to the composite asset level Composite member assets are nonfinancial assets, or not capitalized, and carry no cost information; they carry acquisition detail that is summed and capitalized at the composite asset level

Composite Asset Screen Shots
Overview of Composite Asset

Steps to capitalize Composite Member assets into composite Asset Create Composite Assets Create Composite Member Assets Run Mass Transaction (CC – Capitalize to Composite) to capitalize Composite Members into Composite asset Run ‘Load into AM’ process to execute combination of Composite and Composite Member Assets Review Capitalized Composite Asset

Step #1 -- Create Composite Asset Navigate to AM WorkCenter Navigate to Basic Add page Select Add a new Value tab Enter Business Unit value and Select ‘Add’ button Enter necessary data such as… Description, Asset Type, Profile id Select ‘Composite Asset’ check box Navigate to enter additional details; Click ‘Asset Acquisition Detail’ page

Step #2 -- Create Composite Member Asset Navigate to AM WorkCenter Navigate to Asset Basic Information page Select Add a new Value tab Enter Business Unit value and Select ‘Add’ button Enter Profile Id (Non-Financial Profile) Asset Profile Id for Composite Member Assets MUST be Non-Financial Profile because Composite Member Assets will not be depreciated. After Composite Member Asset(s) is combined with Composite Asset; Composite Asset is capitalized and depreciated. Select ‘Composite Asset’ check box Select Composite Asset id Composite Asset ID is the main asset which Composite Member asset is associated with Navigate to enter additional details; Click ‘Asset Acquisition Detail’ page

Step #3 -- Run Mass Transaction (CC – Capitalize to Composite) to capitalize Composite Members into Composite asset Enter Composite and Composite Member Asset IDs Ensure process runs successfully and note Interface ID; Interface ID will be used to initiate to Navigate to ‘Load into AM’ page; run process to interface Composite Asset data into core AM tables

Step #4 -- Run ‘Load into AM’ process to execute combination of Composite and Composite Member Assets Input Interface ID obtained from Mass Transaction (CC – Capitalize to Composite)

Step #5 – Review capitalized Composite Asset

Questions? UWSA Problem Solvers Jacque Milski - jmilski@uwsa.edu
Scott Larson -

Accounts Receivable & Billing
UWSA Problem Solver Kirk Anderson -

Accounts Receivable & Billing Agenda
Background Benefits of Receivable and Billing Modules Current and Future State Transition Tools Delivered Functionality

Background Why Roll Out Billing and Receivable Modules?
Need for a single AR and Billing solution Currently many shadow systems Makes reporting difficult Risk with little oversight Inaccurate revenue recognition

Benefits Greater visibility across institution
Centralized activities for more control Reduces shadow systems Reduces risk of offering credit to bad customers Easier to track outstanding receivables Supported by UW-System

Current and Future State
Currently used by UW-Madison, UW-Milwaukee, and UW-Extension. Rolling out to 2 pilot departments at UW-Madison as part of 9.2 upgrade. Plan to roll out to additional institutions in the near future. 3 custom uploads were created

Manage Customers Customer Upload Streamlines transition to new system
Excel format Repeatable upload Manual Customer Creation Excel Format

Invoice Production Bill Upload
Facilitates billing without additional modules Excel format Very useful for large amounts of billing data Print and mail or invoices Manual Bill Creation Copy Bill functionality ing invoices Excel Format

Payment Application Deposit Upload
Saves time when entering many deposits Excel Format Batch processes will apply payments and generate journal entries Excel Format All uploads are high volume alternatives to delivered functionality

Collections Collections Workbench Track and manage customer AR
View all history for that customer View and enter conversations View and print/ invoices and dunning letters

Reporting Reports Aging by ChartField Aging by Business Unit
Query Manager Create custom queries

Questions? UWSA Problem Solver Kirk Anderson -

General Ledger (GL) UWSA Problem Solver

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