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8/8/2019 Kd7-KFS Basics General Ledger
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Kuali Financial Systems
General Ledger Overview
Damon Dorsey, Indiana University
8/8/2019 Kd7-KFS Basics General Ledger
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Agenda Topics
Overview of the accounting cycle from e-doccreation to decision support
Components of the accounting cycle (ledger
attributes, back office functionality, and year-end processes)
Effect of system reference table updates &chart of accounts e-docs on ledger data
On-line GL balance inquiry screens Year End Processing
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KualiAccounting Cycle Diagram
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Accounting Cycle Continued
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Accounting Cycle Components
Sufficient Funds Checking(Optional) Calculates an available amount and prevents documentapproval in the event of insufficient funds (budget - actual expenses -outstanding encumbrances - pending entries.)
Scrubber
Performs the following major functions:
Validation of Data
References chart of accounts for validation (non-free form fields)
Continuation account logic
Generation of offsets
Document balancing Capitalization of assets and liabilities
Plant indebtedness
Cost share transfers
Cost share encumbrances
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Accounting Cycle Components
Scrubber continued . . .Error handling
Most common source for error files for input into the GLCP e-doc (inconjunction with De-Merge process.)
De-Merge ProcessPulls all of the transactions for a document that the scrubber found to haveerrors and backs out any scrubber generated offsets.
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Accounting Cycle Components Continued
GL PosterThree instances of the poster:
Primary poster for the scrubbed transactions
Automated reversal process
Indirect Cost Recovery (ICR)
Performs Limited validation of data (amount, account number, object type,balance type, fiscal year, chart, debit/credit indicator, & reversal date)
Initial determination of expenses eligible for ICR
GL Expense Transactions (GLEX) temporary table
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Accounting Cycle Components Continued
GL Poster continued . . .Updates and inserts to GL tables:
GL Detail (GLEN)
GL Balance (GLBL)
Account Balance (ACBL)
Sufficient Funds (SFBL)
Open Encumbrances (GLEC)
GL Reversals (GLRV)
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Accounting Cycle Components Continued
Automated Reversal Process Systematically reverses transactions that were created with a reversal date.
A copy of the original transaction remains in the GL Reversal (GLRV) tableuntil the reversal date is reached, at which time a reversing entry is createdand posted. The original entry is then removed from the GLRV table.
Indirect Cost Recovery (ICR) Calculates ICR based on the expenses found in the GL Expense
Transactions (GLEX) table.
Generally, ICR is charged to the account incurring the original charge andrevenue is recorded in an associated income stream account, usually a
general fund Responsibility Center (RC) account (table driven).
The ICR process references attributes of account and supporting referencetables to derive an amount.
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GL Correction Process (GLCP)
Restricted e-doc for use by central back office staff.
Used to upload files directly for GL processing.
Can also select and edit existing files (such as error filesfrom the scrubber process).
Allows simple mass-edits of files using criteria (similar to a
find/replace) or manual edit of files.
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Functionality and Chart Set-Up
Attributes of Account NumbersSufficient funds checking on/off indicator and type of checking (object code,
level, consolidation, cash checking, account)
Expiration date, closed indicator, and continuation accounting string for
continuation account processing
Indirect cost rates, financial series IDs, exclusions, and revenue accounts for
Indirect Cost Recovery (ICR) calculations Attributes ofSub-Account Numbers
Identifies cost share sub accounts and the source accounting string for cost
share transfers and cost share encumbrance processing
Attributes of Organizations
Identify the plant fund account numbers for capitalization and plant
indebtedness Offset Definition Reference Table
Determines the appropriate offset in the event a balancing transaction is
needed
Many other examples for other GL fields and reference tables
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AdditonalFunctions - Turn On/Off
Flexible Offsets
Each implementing institution can determine if offsets (cash, accountspayable, salaries payable, etc) should post to the same account as theoriginal transaction or to another defined accounting string.
Bank Specific Claim on Cash (Release 3.0) Associates receipts and disbursements with a specific bank account.
When specified, an additional set of cash transactions will be generatedwhich reclassify the original cash entry to a bank specific cash entry, likely in
an institutional level account.
The accounting string for the additional bank specific entries is maintained viaa bank reference table.
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On-Line Balance Inquiries
Common Inquiry Features
Drill Down Capability Users can drill down from balances to detail transactionsand from detail transactions to e-docs.
Include/Exclude Pending Entries Include all pending ledger entries, approved
pending ledger entries, or exclude pending entries from the results.
Consolidation/Detail Option Accumulate results by Sub-Account, Sub-ObjectCode, and Object Type.
Export Functions Results may be downloaded in CSV, Excel, or XML formats.
Sort-able Results Output may be sorted in ascending or descending order byclicking on the appropriate columns.
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On-Line Balance Inquiries (Cont.)
Balance Inquiry Screens
Available Balances
Balances by Consolidation
Cash Balances
General Ledger Balances
General Ledger Entry
Pending General Ledger Entry
Open Encumbrances
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Year-End Processing
Year-End E-docs
Activation of year-end documents for posting to fiscal period 13
Year-end documents post to the prior fiscal year.
Year-End versions of the:
Budget Adjustment
Distribution of Income/Expense
General Error Correction
Transfer of Funds
Salary Transfer Benefit Expense Transfer
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Year-End Processing Continued
Four primary year-end processes
Organization Reversions and Carry Forwards Driven by the GL Balance
(GLBL) table and Organization Reversion reference table. Computes
budget and cash reversion and carry forward amounts based on a set of
defined business rules.
Encumbrance Forwards Sets up outstanding encumbrances for the new
fiscal year.
Close Out of Nominal Activity Closes all nominal activity (Income and
Expenses) to Fund Balance.
Beginning Balance Forwards Carries forward balances for Assets,
Liabilities, and Fund Balance (as Financial Beginning Balances).
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Year-End Processing Continued
Other Processes
Snapshots of Account and Organization tables for year-end reporting
Generation of Business Manager Reports As determined by institutionsclosing calendar
Generation of Monthly Standard Reports for First and Final Closing
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Questions?
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