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A Fast and Easy Tool to A Fast and Easy Tool to Reconcile with CMSReconcile with CMS
CSU Academic Resources ConferenceCSU Academic Resources Conference
April 1, 2009April 1, 2009
Edith Winterhalter, Assoc. Budget AnalystEdith Winterhalter, Assoc. Budget Analyst
Dan Vaughn, Administrative AnalystDan Vaughn, Administrative Analyst
Vincent Chavez, Accounting Tech IIIVincent Chavez, Accounting Tech III
CSU, NorthridgeCSU, Northridge
AGENDAAGENDA
Getting to know the workbookGetting to know the workbook
Demo on reconciling with the workbookDemo on reconciling with the workbook
Questions and answersQuestions and answers
What Is It?What Is It?
University Financial Assistants (UFA) University Financial Assistants (UFA) Reconciliation WorkbookReconciliation Workbook Excel template Excel template Uses VLOOKUP, pivot tables, formulasUses VLOOKUP, pivot tables, formulas Both a Both a reconcilingreconciling and a and a reportingreporting tool tool Works like a checkbook registerWorks like a checkbook register
Why Use the UFA Why Use the UFA Reconciliation Workbook?Reconciliation Workbook? Streamlines processesStreamlines processes
All-in-one requisition log and shadow spreadsheetAll-in-one requisition log and shadow spreadsheet
No double-entryNo double-entry Accommodates multiple funds and Accommodates multiple funds and
departmentsdepartments Accommodates multiple usersAccommodates multiple users Ease in reconciling with CMSEase in reconciling with CMS
Getting to Know Getting to Know the the
UFA Reconciliation UFA Reconciliation WorkbookWorkbook
Two Basic ComponentsTwo Basic Components
CMS (PeopleSoft) Generated Reports = CMS (PeopleSoft) Generated Reports = bank statementbank statement General ledger summaryGeneral ledger summary General ledger journal detailGeneral ledger journal detail Budget journal detailBudget journal detail
UFA Reconciliation Workbook = UFA Reconciliation Workbook = checkbook registercheckbook register
UFA Reconciliation WorkbookUFA Reconciliation Workbook
All transactions with $ need to be entered in the All transactions with $ need to be entered in the workbookworkbook All types of fundsAll types of funds
General Fund, Trust, Lottery, IRA, Foundation, University CorpGeneral Fund, Trust, Lottery, IRA, Foundation, University Corp
All types of expensesAll types of expenses PayrollPayroll Operating expensesOperating expenses
All budgetsAll budgets All revenuesAll revenues
In short, EVERY TRANSACTION with $In short, EVERY TRANSACTION with $
Demo on ReconcilingDemo on Reconcilingwith the with the
UFA Reconciliation UFA Reconciliation WorkbookWorkbook
MasterLog
Setting up the Setting up the UFA MasterLogUFA MasterLog
Expense Codes UpdatedExpense Codes Updated
MasterLog
Results of Formulas and LookupsResults of Formulas and Lookups
Account Title
Tavel in State-non-Faculty
Student Assistants
Student Assistants
Student Assistants
Student Assistants
Student Assistants
Student Assistants
Student Assistants
Printing
Printing
Budget Transfers
Expenses-Other
Expenses-Other
Expenses-Other
Supplies & Services
Travel in State-non-faculty
Expense Status
Cost Estimate
Cost Estimate
Cost Estimates
Cost Estimates
Cost Estimates
Cost Estimates
Cost Estimates
Cost Estimates
Encumbrance
Revenue /Expense
Budget
Encumbrance
Revenue/Expense
Revenue/Expense
Cost Estimate
Cost Estimate
Account
630125
601710
601710
601710
601710
601710
601710
601710
620150
620150
B62090
621200
621200
621200
620100
630125
ExpenseCode
3
3
3
3
3
3
3
3
5
6
2
5
6
6
3
3
Lookup TablesLookup Tables
ExpTbl
620100 Supplies & Services Misc. Operating Exp. B) O&E
620110 Classroom and Lab Materials Misc. Operating Exp. B) O&E
620120 Books Misc. Operating Exp. B) O&E
620125 Book Binding Misc. Operating Exp. B) O&E
620130 Subscription Misc. Operating Exp. B) O&E
620150 Printing Misc. Operating Exp. B) O&E
620175 Bad Debt Misc. Operating Exp. B) O&E
620200 Postage and Freight Misc. Operating Exp. B) O&E
Lookup Tbls (2)
Account Code
Account Name
Sorts Data for
Summary Report
Comparing Detail Report To PeopleSoft GL SummaryComparing Detail Report To PeopleSoft GL Summary
-80,256.33
CMS Summary Download
UFA Reconciliation Workbook
Detail Report
The CMS Journal Detail Report
GL Jrnl Detail by Dept/ Fund 359
Ledger Fund Dept Program Class
ACTUALS GADTF 14400 0406ACTUALS GADTF 14400 0406ACTUALS GADTF 14400 0406
Detail Report Balances to CMS Detail Report Balances to CMS Summary ReportSummary Report
UFA Reconciliation Workbook
CMS Summary Download
Detail Report
$71,281.33
Summary
The UFA ReconWorkbookThe UFA ReconWorkbookSummary ReportSummary Report
Fund
GADTF
L481U Discretionary
Uses of the Workbook in a Uses of the Workbook in a CollegeCollege
College or department levelCollege or department level Provides most accurate current status of Provides most accurate current status of
ALL fundsALL funds Includes received and expected budgetIncludes received and expected budget Up-to-date and projected payroll figuresUp-to-date and projected payroll figures Actual expenses and planned expensesActual expenses and planned expenses
Useful for financial analysis and planningUseful for financial analysis and planning Answers financial questions Answers financial questions
Questions and AnswersQuestions and Answers
Contact InformationContact Information
Edith WinterhalterEdith Winterhalter [email protected]@csun.edu 818-677-4066818-677-4066
Dan VaughnDan Vaughn [email protected]@csun.edu 818-677-5780818-677-5780
Vincent ChavezVincent Chavez [email protected]@csun.edu 818-677-3735818-677-3735
UFA Reconciliation WorkbookUFA Reconciliation Workbook
Visit the CSUN UFA website at:
http//www.csun.edu/academic.resources/UFA.html
Thank You!Thank You!