3 Overview: Navigation You can access InfoPorte in two ways:
1.Go directly to InfoPorte, www.infoporte.unc.edu
www.infoporte.unc.edu 2.From ConnectCarolina, click General Links
on the left How do I get to InfoPorte?
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4 Overview: Data Feed InfoPorte is updated early each morning
with the previous days business. Data Feed ConnectCarolinaData
WarehouseInfoPorte
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5 Overview: Navigation At the top of every page in InfoPorte
Navigation bar
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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
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7 Overview: Data Dictionary The advanced tab you can search by
FRS Account, Object Code, or ConnectCarolina Department ID FRS
Account Mapping
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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
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9 Overview: Data Dictionary You can search by InfoPorte or
PeopleSoft Cost Code Cost Code Search by number or description
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10 Overview: Finance When you click Finance, the landing page
is Dept Accounting > Ledger Rollup Youll accomplish most of your
day-to-day accounting work in this area. Dept Accounting
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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
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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
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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
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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 dont work well in Internet Explorer. If you
have problems, save the file before you open it.
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15 Overview: Favorites Click on the Favorites button to choose
a set of parameters youve 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.
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16 Understanding the Financial Data
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17 Understanding the Financial Data The new look of finance
transactions
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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
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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
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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
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21 Understanding the Financial Data Whats 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.
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22 Understanding the Financial Data In ConnectCarolina, you do
not budget F&A on the account level, which is why the Budget
Amt is 0.00. F&A Budget
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23 Dept Accounting
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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:
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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
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26 Dept Accounting Use filters to refine the balance and
transactions displayed Filters 1. 2. 3. 4. 5. 6-8. 9. 10-11. 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.
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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.
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28 Exercises 1 and 2
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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
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30 Advanced filters 1-3. 4-5. 6. 7. 8. 9. 10. 11. 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 vendors name
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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
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32 Exercises 3 and 4
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33 Similar to the Ledger Rollup tab, but displays only OSR
funds Budget period not applicable to OSR, i.e. contracts and
grants dont run on a fiscal year Fiscal Year filter to see
life-to-date budget and expenditures, select: 2013, 2014, 2015 OSR
Ledger Rollup
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34 Exercise 5
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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
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36 Use the filters to narrow the search for soft encumbrances
on your department, sources, cost codes, etc. Base and Advanced
Searches
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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
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38 Mark the checkbox next to the soft encumbrance and click the
Delete Checked button. Removing a soft encumbrance
Slide 39
39 Exercise 6
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40 Reconciliation
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41 Reconciliation STATE: Fund Source Dept ID F&A: Source
Dept ID Use source 14101 when reconciling To see payroll suspense
use 14102, 14103 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.
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42 Reconciliation After month-end close select the month you
need to reconcile. Accounting Period is very important Tip! You
dont 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.
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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 its good to
verify you have the backup. Watch for encumbrances that have not
moved to expense; there could be a problem. Recommendations
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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
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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.
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46 Reconciliation Currently, payroll transactions dont list the
name or PID, but an enhancement is coming very soon! Reconciling
Payroll
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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 reconcilers onyen. Reconcile
feature
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48 Reconciliation Search for transactions that have/have not
been reconciled Reconciled filter
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49 Coming soon!
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50 Coming Soon! Grant Profile
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51 Coming Soon! Grant Details
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52 Coming Soon! Add the journal description as a column on the
Journal Transactions tab Journal Ref #