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LMM DEPARTMENTAL LEDGER Basic Terms and Posting. Objectives Basic Terms and Concepts Departmental Ledger Screens Posting Transactions Profiles Resources.

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Presentation on theme: "LMM DEPARTMENTAL LEDGER Basic Terms and Posting. Objectives Basic Terms and Concepts Departmental Ledger Screens Posting Transactions Profiles Resources."— Presentation transcript:

1 LMM DEPARTMENTAL LEDGER Basic Terms and Posting

2 Objectives Basic Terms and Concepts Departmental Ledger Screens Posting Transactions Profiles Resources

3 OFFICIAL TRANSACTIONS A transaction is a group of information that makes up an accounting entry, such as an account number, object code, amount, etc. Official transactions are displayed on GTM screens in *DEFINE and in FRMS. When official transactions are completed, official balances are updated.

4 DEPARTMENTAL TRANSACTIONS Departmental transactions are maintained for reconciliation and reporting purposes. Every official transaction has a corresponding departmental transaction that is automatically created by *DEFINE.

5 Some Departmental Terms POST = entering a transaction on the departmental records ENTER = putting information into a record ACCEPT = confirming a provisional transaction and thereby posting (entering) it as a departmental (posted) transaction. PROVISIONAL = a proposed transaction based on official transaction information RECONCILED = transaction agrees with official transaction information

6 Some Departmental Terms LINKED = departmental transaction corresponds with an accounting (official) transaction and is connected to it UNLINKED = departmental transaction is not connected to the accounting transaction UNRECONCILED = transactions which have not yet been entered as reconciled PROFILES = special filters used to sort or help post and reconcile transactions

7 Provisional Transactions Provisional transactions are created from the official transactions. – They are “LINKED” with the official transactions – These may then posted (i.e. copied, entered) into the departmental records – These may be reconciled at the same time. – They may also be split or deleted.

8 Provisional Transactions Provisional Transactions first appear when the official transactions are first created. Provisional Transactions are displayed until departments decide to enter them on their departmental records (or not). Once provisional transactions have been entered (posted), they are displayed on the LTM screens as departmental transactions.

9 Posted Transactions Additional transactions may be manually created and posted. These are not linked. Once provisional or manual transactions are posted they become departmental transactions. The LMM module includes balances of the departmental transactions – which may be compared to the official balances. Departmental transactions may also be coded for departmental reporting purposes.

10 Posted & Reconciled Transactions Provisional transactions may be posted automatically using posting profiles or posted manually by hand. When provisional transactions are posted, they are often reconciled as well. Reconciled means that the transaction agrees with the official information.

11 Coded Transactions Departments have the option of having their own codes on departmental transactions. These codes are used for department specific reports. They may also be used for department specific balances. A list of departmental codes may be maintained on a “Code Scheme”.

12 Departmental Ledger Screens >>Please enter your next command<< *DEFINE DEPARTMENTAL ACCOUNTING LEDGER - LMM Year: Command: LMM Account: __________ Misc: _______________ Month: JUL EID: ________ Dept Req: _______________ Inventory: ________ Purch Ctr _____ ============================================================================== COMMAND MENU FOR: LNM SET UP ACCOUNTS 2. LAM ACCOUNT / BALANCES ON-LINE REPORTS 3. LPM TRANSACTION POSTING 4. LTM TRANSACTION DISPLAY AND UPDATING 5. LRM RECONCILIATION WITH OFFICE OF ACCOUNTING -- 0 UT Austin PF1=Options PF8=Exit /26/12 09:18 AM --

13 Departmental Ledger Screens >>Please enter your next command<< *DEFINE DEPARTMENTAL ACCOUNTING LEDGER - LMM Year: Command: LMM Account: __________ Misc: _______________ Month: JUL EID: ________ Dept Req: _______________ Inventory: ________ Purch Ctr _____ ============================================================================== COMMAND MENU FOR: LNM SET UP ACCOUNTS 2. LAM ACCOUNT / BALANCES ON-LINE REPORTS 3. LPM TRANSACTION POSTING 4. LTM TRANSACTION DISPLAY AND UPDATING 5. LRM RECONCILIATION WITH OFFICE OF ACCOUNTING -- 0 UT Austin PF1=Options PF8=Exit /26/12 09:18 AM -- WE WILL FOCUS ON THE SCREENS PEOPLE USE MOST!

14 Posting Transactions Posting = putting transactions into your departmental records. Accepting = saying “OK” to the provisional transactions and posting them to your records. Accepting is easier than creating new ones!

15 Posting Transactions LP6 = Lists provisional transactions – 4 at a time! – All accounts in your admin view – Or selected accounts, codes, etc. LP6 is the safest screen to use – “E” to enter transactions as posted & reconciled! – Original documents easily accessible

16 Posting Transactions LR2 = Lists which accounts in your view with provisional transactions, per month LR3 = Lists provisional transactions per account, per month (15 per screen) – Beware of using “R” to reconcile. This will unlink your transaction and not post to your records. – Must open each transaction with an “X” in order to enter an “E” to post and reconcile.

17 Posting Screens >>Please enter your next command<< *DEFINE TRANSACTION POSTING - LPM Year: Command: LPM Account: __________ Misc: _______________ Month: JUL EID: ________ Dept Req: _______________ Inventory: ________ Purch Ctr _____ ============================================================================== COMMAND FUNCTION: MISCELLANEOUS LP1 CREATE/SELECT POSTING PROFILES PROFILE NAME 2. LP2 POST TRANSACTIONS TO THE LEDGER PROFILE NAME 3. LP4 UNENCUMBER/DISBURSE "P","R", OR "S" NBR. 4. LP5 CREATE/SELECT PROVISIONAL PROFILES PROFILE NAME 5. LP6 REVIEW/POST PROVISIONAL TRANSACTIONS PROFILE NAME 6. LP8 OFFICE PROVISIONAL POSTING PROFILES -- 0 UT Austin PF1=Options PF8=Exit /26/12 09:22 AM --

18 LP6 – Review and Post *DEFINE REVIEW/POST PROVISIONAL TRANSACTIONS - LP6 Year: Command: LP6 Account: Misc: _______________ Month: JUL ============================================================================== Full Page Action: _ Provisionals in View: HISTORY Start Date: ______ ACCOUNT DATE DESCRIPTION AC/RT AMOUNT PO REQUISITION VOUCHER DTN TAGS OBJ CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 COMMENT MTH DOC BY AC.ST _ EPSTEIN EDUCATIONAL ENTER EN EN A ___________ L _______ _ _ 0200 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ EPSTEIN EDUCATIONAL ENTER EX DI A ___________ L _______ _ _ 1343 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ EPSTEIN EDUCATIONAL ENTER EX DI A ___________ L _______ _ _ 1315 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ SUMMERS, BUFFY __________ EN EN TV _______________ O _______ _ _ 0510 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VE5 ZZJTK C -- 0 UT Austin PF1=Options PF8=Exit /26/12 10:17 AM --

19 LP6 – Review and Post *DEFINE REVIEW/POST PROVISIONAL TRANSACTIONS - LP6 Year: Command: LP6 Account: Misc: _______________ Month: JUL ============================================================================== Full Page Action: _ Provisionals in View: HISTORY Start Date: ______ ACCOUNT DATE DESCRIPTION AC/RT AMOUNT PO REQUISITION VOUCHER DTN TAGS OBJ CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 COMMENT MTH DOC BY AC.ST _ EPSTEIN EDUCATIONAL ENTER EN EN A ___________ L _______ _ _ 0200 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ EPSTEIN EDUCATIONAL ENTER EX DI A ___________ L _______ _ _ 1343 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ EPSTEIN EDUCATIONAL ENTER EX DI A ___________ L _______ _ _ 1315 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ SUMMERS, BUFFY __________ EN EN TV _______________ O _______ _ _ 0510 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VE5 ZZJTK C -- 0 UT Austin PF1=Options PF8=Exit /26/12 10:17 AM --

20 LP6 – Review and Post *DEFINE REVIEW/POST PROVISIONAL TRANSACTIONS - LP6 Year: Command: LP6 Account: Misc: _______________ Month: JUL ============================================================================== Full Page Action: _ Provisionals in View: HISTORY Start Date: ______ ACCOUNT DATE DESCRIPTION AC/RT AMOUNT PO REQUISITION VOUCHER DTN TAGS OBJ CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 COMMENT MTH DOC BY AC.ST _ EPSTEIN EDUCATIONAL ENTER EN EN A ___________ L _______ _ _ 0200 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ EPSTEIN EDUCATIONAL ENTER EX DI A ___________ L _______ _ _ 1343 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ EPSTEIN EDUCATIONAL ENTER EX DI A ___________ L _______ _ _ 1315 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ SUMMERS, BUFFY __________ EN EN TV _______________ O _______ _ _ 0510 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VE5 ZZJTK C -- 0 UT Austin PF1=Options PF8=Exit /26/12 10:17 AM --

21 LP6 – Review and Post *DEFINE REVIEW/POST PROVISIONAL TRANSACTIONS - LP6 Year: Command: LP6 Account: Misc: _______________ Month: JUL ============================================================================== Full Page Action: _ Provisionals in View: HISTORY Start Date: ______ ACCOUNT DATE DESCRIPTION AC/RT AMOUNT PO REQUISITION VOUCHER DTN TAGS OBJ CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 COMMENT MTH DOC BY AC.ST _ EPSTEIN EDUCATIONAL ENTER EN EN A ___________ L _______ _ _ 0200 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ EPSTEIN EDUCATIONAL ENTER EX DI A ___________ L _______ _ _ 1343 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ EPSTEIN EDUCATIONAL ENTER EX DI A ___________ L _______ _ _ 1315 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C ? SUMMERS, BUFFY __________ EN EN TV _______________ O _______ _ _ 0510 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VE5 ZZJTK C -- 0 UT Austin PF1=Options PF8=Exit /26/12 10:17 AM --

22 LP8 – Posting Profiles >> PLEASE ENTER A VALID OPTION << *DEFINE OFFICE PROVISIONAL POSTING PROFILES - LP8 Year: Command: LP8 Office: EXAMPLE___ Misc: _______________ Month: JUL ============================================================================== Select Option: _ | Existing Profile: __ | A CREATE New Profile | NAME ACTION STATUS B SELECT & EDIT Existing Profile | 1 BAL FWD POST ON D DELETE Existing Profile: ______ | 2 BUDGET DOC REVIEW ON E APPLY PROFILES to the | 3 FRINGE POST OFF provisionals for the office | 4 LONGEVITY POST ON ACOFFICE _______ | 5 METER MAIL POST OFF * Only submit option E ONCE | 6 SALARY-SA POST ON per day to post provisionals. | 7 VPM VOUCHERS POST ON F COPY A PROFILE TO ANOTHER | OFFICE | G List order PROFILES will be | reviewed for selection for a | document type: ___ | | | -- 0 UT Austin PF1=Options PF8=Exit /27/12 8:00 AM --

23 LP8 – Posting Profiles >> TYPE IN CHANGES AND PRESS ENTER TO UPDATE THE PROFILE << *DEFINE OFFICE PROVISIONAL POSTING PROFILES - LP8 Year: Command: LP8 Office: __________ Misc: _______________ Month: JUL ============================================================================== Profile Name: VPM VOUCHERS________ Status: ON_ Action: POST__ SELECTION CRITERIA: Part 1 - Information on the Transaction Document Type: VP. (required) Account Information: _ X Accounting Transaction Type: EN DI EX __ __ Reporting Transaction Type: __ __ __ __ __ Object Class Codes: ____ thru ____ ____ thru ____ ____ thru ____ Description: ______________________ THRU ______________________ Vendor ID: ______________ Purchase Order: __________ Voucher Number: _______ SELECTION CRITERIA: Part 2 - Information about Source of Electronic Document Electronic entry by: A Originating Unit: _______ PROFILE DATA - Information to be Added to Selected Transactions by Profile - ___ ___ _____ _______ _________ ______________ TAG A: _ TAG B: _ Comment: ________________________________________ Activity Month: *D -- 0 UT Austin PF1=Options PF8=Exit /27/12 10:50 AM --

24 LP2 – Manual Posting >> TYPE IN CHANGES AND PRESS ENTER TO UPDATE THE PROFILE << *DEFINE OFFICE PROVISIONAL POSTING PROFILES - LP8 Year: Command: LP8 Office: __________ Misc: _______________ Month: JUL ============================================================================== Profile Name: VPM VOUCHERS________ Status: ON_ Action: POST__ SELECTION CRITERIA: Part 1 - Information on the Transaction Document Type: VP. (required) Account Information: _ X Accounting Transaction Type: EN DI EX __ __ Reporting Transaction Type: __ __ __ __ __ Object Class Codes: ____ thru ____ ____ thru ____ ____ thru ____ Description: ______________________ THRU ______________________ Vendor ID: ______________ Purchase Order: __________ Voucher Number: _______ SELECTION CRITERIA: Part 2 - Information about Source of Electronic Document Electronic entry by: A Originating Unit: _______ PROFILE DATA - Information to be Added to Selected Transactions by Profile - ___ ___ _____ _______ _________ ______________ TAG A: _ TAG B: _ Comment: ________________________________________ Activity Month: *D -- 0 UT Austin PF1=Options PF8=Exit /27/12 10:50 AM --

25 Departmental Transactions >>Please enter your next command<< *DEFINE TRANSACTION DISPLAY AND UPDATING - LTM Year: Command: LTM Account: __________ Misc: _______________ Month: JUL EID: ________ Dept Req: _______________ Inventory: ________ Purch Ctr _____ ============================================================================== COMMAND FUNCTION: MISCELLANEOUS LT1 TRANSACTIONS LISTED BY ACCOUNT/DATE DOCUMENT DATE 2. LT2 TRANSACTIONS LISTED BY VOUCHER NUMBER VOUCHER NUMBER 3. LT3 TRANSACTIONS LISTED BY PURCHASE ORDER PURCHASE ORDER NBR 4. LT4 TRANSACTIONS LISTED BY REQUISITION NBR REQUISITION NUMBER 5. LT5 TRANSACTIONS LISTED BY DEPT TRANS NBR DTN 6. LT6 TRANSACTIONS LISTED BY DOCUMENT ID DOCUMENT ID 7. LT7 SELECT TRANSACTIONS BY SEQUENCE NUMBER SEQUENCE NUMBER -- 0 UT Austin PF1=Options PF8=Exit /26/12 09:23 AM --

26 Departmental Transactions >>Please enter your next command<< *DEFINE TRANSACTION DISPLAY AND UPDATING - LTM Year: Command: LTM Account: __________ Misc: _______________ Month: JUL EID: ________ Dept Req: _______________ Inventory: ________ Purch Ctr _____ ============================================================================== COMMAND FUNCTION: MISCELLANEOUS LT1 TRANSACTIONS LISTED BY ACCOUNT/DATE DOCUMENT DATE 2. LT2 TRANSACTIONS LISTED BY VOUCHER NUMBER VOUCHER NUMBER 3. LT3 TRANSACTIONS LISTED BY PURCHASE ORDER PURCHASE ORDER NBR 4. LT4 TRANSACTIONS LISTED BY REQUISITION NBR REQUISITION NUMBER 5. LT5 TRANSACTIONS LISTED BY DEPT TRANS NBR DTN 6. LT6 TRANSACTIONS LISTED BY DOCUMENT ID DOCUMENT ID 7. LT7 SELECT TRANSACTIONS BY SEQUENCE NUMBER SEQUENCE NUMBER -- 0 UT Austin PF1=Options PF8=Exit /26/12 09:23 AM -- SIMILAR to GTM SCREENS: COMMAND FUNCTION: MISCELLANEOUS GT1 TRANSACTIONS BY ACCT/DATE - DIRECT ONLY DATE MMDDYY 2. GT2 TRANSACTIONS BY VOUCHER VOUCHER 3. GT3 TRANSACTIONS BY ENCUMBRANCE NUMBER ENCUMBRANCE NBR 4. GT5 TRANSACTIONS BY DTN DTN 5. GT6 TRANSACTIONS BY DOCUMENT ID DOCUMENT ID

27 Departmental Transactions >>Select a transaction or press ENTER to page forward<< *DEFINE TRANSACTIONS LISTED BY ACCOUNT/DATE - LT1 Year: Command: LT1 Account: Misc: _______________ Month: JUL ============================================================================== Types VIEW 3 OF 3 Date Description AC/RT Amount Stat Mth Seq Nbr TAG A TAG B Entry ACTV Comment _ SET-UP BUDGET BA BA 24, R SEP SEP _ SET-UP BUDGET BD BD 24, R SEP SEP _ BALANCES FORWARD-2 BF BF 1, R SEP SEP ? TODAY'S BUSINESS SOLUTION EN EN R SEP SEP _ PROCARD / AMER ASSOCIATES EX DI R SEP SEP -- 0 UT Austin PF1=Options PF8=Exit /27/12 11:33 AM --

28 Departmental Transactions >>Select a transaction or press ENTER to page forward<< BY ACCOUNT/DATE - LT1 Year: | | 0 Misc: _______________ Month: JUL | HELP FOR ACTION | =========================================== | POSSIBLE ACTIONS: | Types VIEW 3 OF 3 | | AC/RT Amount Stat Mth Seq Nbr | 'U' - Update the transaction | | 'T' - Travel to the document | | and see the document | BA BA 64, R SEP | information. | | 'F' - Find document infor- | | mation. | BD BD 64, R SEP | | | ** For the 'F' action and | | 'U'action you can mark | BF BF 1, R SEP | more than one transaction. | ? TODAY'S BUSINESS SOLUTION EN EN R SEP SEP _ PROCARD / AMER ASSOCIATES EX DI R SEP SEP -- 0 UT Austin PF1=Options PF8=Exit /27/12 11:51 AM --

29 Departmental Transactions >>Please indicate an action; Enter "?" for Help<< | Action: ? Reason: ________________________________________ | | Display of Transaction Detail | | **>>ELECTRONIC DOCUMENT TRANSACTION; SOME UPDATES ARE BLOCKED<<** | | Account: | | Date: | | Description: TODAY'S BUSINESS SOLUTION | | Accounting Type: EN Reporting Type: EN | | Amount: | | Req Nbr: AC6601_________ | | PO Nbr: 2012U00555 | | Voucher: O | | DTN: _______ | | CODE 1 : ___ CODE 2 : ___ | | CODE 3 : _____ CODE 4 : _______ | | CODE 5 : _________ CODE 6 : ______________ | | TAG A : _ TAG B : _ | | Comment: ________________________________________ | | Act Month: SEP UT Object: 0200 Status: R 9 | | Entry Date: Entry By: ACJTK Changes Made: NO | | Document ID: X0PBU Seq Nbr: Source: | | | PF1 = PF-KEY MENU PF8 = EXIT

30 Departmental Transactions >>Please | | ---+ | Action: | ACTION | | | | | -- | | **>>EL | The ACTION field enables you to indicate the type of change | | | | or operation you wish to perform on this transaction. | | | | ACTION RESULT UPDATES MADE | | | De | | | | Accoun | C Make a Copy of the Transaction Yes | | | | | | | | D Delete the Entire Transaction Yes | | | | | | | | S Change into a Split Transaction Yes | | | | | | | | U Update with Changes You Entered Yes | | | | | | | | P Return to the Previous Screen Level No | | | | (P has the same effect as CLEAR) | | | | A Display Audit Trail No | | | | | | | E | R Toggle to Reversing Entry (Only LTM) No | | | Do | | | | | _ Type the desired ACTION here. | |

31 Split Transactions It is possible for departments to split their transactions for reporting purposes. The split amounts must equal the “Master” transaction. Transactions may be split “S” when posting or after they are posted. The split amounts may be viewed as detail under the Master transaction or on IF2 reports.

32 Split Transactions >>Select a transaction or press ENTER to page forward<< *DEQUAL TRANSACTIONS LISTED BY ACCOUNT/DATE - LT1 Year: Command: LT1 Account: Misc: _______________ Month: MAR ============================================================================== Types VIEW 3 OF 3 Date Description AC/RT Amount Stat Mth Seq Nbr TAG A TAG B Entry ACTV Comment _ M PROCARD / AMAZON EU SARL EX DI R OCT OCT _ M PROCARD / AMAZON.COM EX DI R OCT OCT _ M PD ARAGUZ, ANT # EX DI R NOV NOV _ PROCARD / AMAZON.COM EX DI R DEC DEC _ PROCARD / AMZ*AMAZON PAYM EX DI R DEC DEC -- 0 UT Austin PF1=Options PF8=Exit /12/12 10:02 AM --

33 Split Transactions >>Press ENTER to page forward; PF4 to page back; CLEAR to return<< | >>Please see the PF1 Menu for a list of the features for this screen<< | | ---- SUMMARY OF MASTER TRANSACTION INFORMATION | | Account Date Description AC/RT Amount Voucher | PD CRAGUZ, ANT # EX DI L | |-- SUB TRANSACTION INFORMATION: SUB AMOUNTS NOW TOTAL: | | Highest Sub Number: 2 Begin Page at 1__ | |ACTION DESCRIPTION AMOUNT CODE 1 CODE 2 CODE 3 | | CODE 4 CODE 5 CODE 6 COMMENT | | _ 1 PD CRAGUZ, ANT # ___ ___ _____ | | _______ _________ ______________ ___________________________________ | | _ 2 PD CRAGUZ, ANT # ___ ___ _____ | | _______ _________ ______________ ___________________________________ | | _ PD CRAGUZ, ANT # _____________________ ___ ___ _____ | | _______ _________ ______________ ___________________________________ | | _ PD CRAGUZ, ANT # _____________________ ___ ___ _____ | | _______ _________ ______________ ___________________________________ | | _ PD CRAGUZ, ANT # _____________________ ___ ___ _____ | | _______ _________ ______________ ___________________________________ | | _ PD CRAGUZ, ANT # _____________________ ___ ___ _____ | | _______ _________ ______________ ___________________________________ | -- 0 UT Austin PF1=Options PF8=Exit /12/12 10:10 AM --

34 Reconciliation Screens >>Please enter your next command<< *DEFINE RECONCILIATION WITH OFFICE OF ACCOUNTING - LRM Year: Command: LRM Account: __________ Misc: _______________ Month: JUL EID: ________ Dept Req: _______________ Inventory: ________ Purch Ctr _____ ============================================================================== COMMAND FUNCTION: MISCELLANEOUS LR1 AUTOMATED RECONCILIATION REPORT 2. LR2 SUMMARY OF UNRECONCILED ACCOUNTS 3. LR3 RESOLVE UNRECONCILED ACCOUNTING TRANS 4. LR4 VERIFY RECONCILIATION 5. LR5 PRINT VERIFICATION REPORTS 6. LR6 DISPLAY UNRECONCILED DEPARTMENT TRANS MTH, "S"SEQ, "D"DATE 7. LR7 DISPLAY RECONCILED DEPARTMENT TRANS "S"SEQ, OR "D"DATE 8. LR8 DISPLAY RECONCILED ACCOUNTING TRANS "D"DATE 9. LR9 CLOSE OUT A MONTH / REOPEN A MONTH 10. LRA DISPLAY NON-RECONCILING TRANSACTIONS MTH, "S"SEQ, "D"DATE 11. LRB DISPLAY UNLINKED RECONCILED TRANSACTIONS TRANSACTION TYPE -- 0 UT Austin PF1=Options PF8=Exit /26/12 09:24 AM --

35 Reconciliation Screens >>Please enter your next command<< *DEFINE RECONCILIATION WITH OFFICE OF ACCOUNTING - LRM Year: Command: LRM Account: __________ Misc: _______________ Month: JUL EID: ________ Dept Req: _______________ Inventory: ________ Purch Ctr _____ ============================================================================== COMMAND FUNCTION: MISCELLANEOUS LR1 AUTOMATED RECONCILIATION REPORT 2. LR2 SUMMARY OF UNRECONCILED ACCOUNTS 3. LR3 RESOLVE UNRECONCILED ACCOUNTING TRANS 4. LR4 VERIFY RECONCILIATION 5. LR5 PRINT VERIFICATION REPORTS 6. LR6 DISPLAY UNRECONCILED DEPARTMENT TRANS MTH, "S"SEQ, "D"DATE 7. LR7 DISPLAY RECONCILED DEPARTMENT TRANS "S"SEQ, OR "D"DATE 8. LR8 DISPLAY RECONCILED ACCOUNTING TRANS "D"DATE 9. LR9 CLOSE OUT A MONTH / REOPEN A MONTH 10. LRA DISPLAY NON-RECONCILING TRANSACTIONS MTH, "S"SEQ, "D"DATE 11. LRB DISPLAY UNLINKED RECONCILED TRANSACTIONS TRANSACTION TYPE -- 0 UT Austin PF1=Options PF8=Exit /26/12 09:24 AM --

36 LR2 EXAMPLE *DEQUAL SUMMARY OF UNRECONCILED ACCOUNTS - LR2 Year: Command: LR2 Account: __________ Misc: _______________ Month: JUN ============================================================================== Select an Account: __ An Asterisk indicates that though there are no unmatched Accounting transactions, the account remains ********** > out of balance. A "1" denotes that there is AT LEAST one transaction that is not reconciled. These accounts are from the VIEW: HISTORY in the OFFICE: HISTORY ACCOUNT UNMATCHED/BAL ACCOUNT UNMATCHED/BAL ACCOUNT UNMATCHED * * * * * * * -- 0 UT Austin PF1=Options PF8=Exit /24/09 1:49 PM --

37 LR2 EXAMPLE *DEQUAL SUMMARY OF UNRECONCILED ACCOUNTS - LR2 Year: Command: LR2 Account: __________ Misc: _______________ Month: JUN ============================================================================== Select an Account: 4_ An Asterisk indicates that though there are no unmatched Accounting transactions, the account remains ********** > out of balance. A "1" denotes that there is AT LEAST one transaction that is not reconciled. These accounts are from the VIEW: HISTORY in the OFFICE: HISTORY ACCOUNT UNMATCHED/BAL ACCOUNT UNMATCHED/BAL ACCOUNT UNMATCHED * * * * * * * -- 0 UT Austin PF1=Options PF8=Exit /24/09 1:49 PM -- SELECT AN ACCOUNT WITH AN ASTERISK * WILL GO TO LR4 SELECT AN ACCOUNT WITH A “1” NOTED WILL GO TO LR3

38 LR3 EXAMPLE >> YOU HAVE VIEWED ALL UNRECONCILED TRANSACTIONS FOR THIS ACCOUNT << *DEQUAL RESOLVE UNRECONCILED ACCOUNTING TRANS - LR3 Year: Command: LR3 Account: Misc: _______________ Month: JUN ============================================================================== UNMATCHED GENERAL ACCOUNTING OFFICE TRANSACTIONS Select Trans: __ Action: _ Search Value: _____________________ Specific?: _ MARK DESCRIPTION DATE VCHR DTN AC/RT AMOUNT DOC _ 1. INDEX HOSPITALITY AUSTIN L EX DI D _ 2. DOME, STEPHENIE L EX DI D _ 3. DOME, STEPHENIE L EX DI D _ 4. PROCARD / EDIBLE ARRANGEM L EX DI D _ 5. PROCARD / TLF*FREYTAG'S N L EX DI D _ 6. PROCARD / FRY'S ELECTRONI L EX DI D _ 7. PROCARD / ANDERSON'S COFF L EX DI D _ 8. PROCARD / ANDERSON'S COFF L EX DI D _ 9. PROCARD / WHOLEFDS LCC L EX DI D _ 10. PROCARD / UT WEB TXSHOP L EX DI D _ 11. TRNSFR FROM J BA BA 10, D _ 12. ICLASS REGISTRATION T DI DI D _ 13. CAMPUS CAFE ASSOCIATES LT PAYABLE 3839 EX DI D _ 14. COR. V0VP L J DI DI D -- 0 UT Austin PF1=Options PF8=Exit /24/09 1:53 PM --

39 BEWARE! >> YOU HAVE VIEWED ALL UNRECONCILED TRANSACTIONS FOR THIS ACCOUNT << *DEQUAL RESOLVE UNRECONCILED ACCOUNTING TRANS - LR3 Year: Command: LR3 Account: Misc: _______________ Month: JUN ================================= | | FICE TRANSACTIONS | HELP for MARK RECONCILIATION | _________________ Specific?: _ | | DTN AC/RT AMOUNT DOC | | EX DI D | You may choose to mark multiple account- | EX DI D | ing transactions to be labelled as | EX DI D | reconciled, but not copied to your books | EX DI D | or linked to a department transaction. | EX DI D | Enter an "R" next to those you want to | EX DI D | reconcile. You may enter up to 15 at | EX DI D | a time. | EX DI D EX DI D ? 10. PROCARD / UT WEB TXSHOP L EX DI D _ 11. TRNSFR FROM J BA BA 10, D _ 12. ICLASS REGISTRATION T DI DI D _ 13. CAMPUS CAFE ASSOCIATES LT PAYABLE 3839 EX DI D _ 14. COR. V0VP L J DI DI D -- 0 UT Austin PF1=Options PF8=Exit /24/09 1:56 PM -- “R” is the only choice if you select a transaction from the left – this will NOT post the transaction!

40 BEWARE! >> YOU HAVE VIEWED ALL UNRECONCILED TRANSACTIONS FOR THIS ACCOUNT << *DEQUAL RESOLVE UNRECONCILED ACCOUNTING TRANS - LR3 Year: Command: LR3 Account: Misc: _______________ Month: JUN ============================================================================== UNMATCHED GENERAL ACCOUNTING OFFICE TRANSACTIONS Select Trans: 1_ Action: X Search Value: _____________________ Specific?: _ MARK DESCRIPTION DATE VCHR DTN AC/RT AMOUNT DOC _ 1. INDEX HOSPITALITY AUSTIN L EX DI D _ 2. DOME, STEPHENIE L EX DI D _ 3. DOME, STEPHENIE L EX DI D _ 4. PROCARD / EDIBLE ARRANGEM L EX DI D _ 5. PROCARD / TLF*FREYTAG'S N L EX DI D _ 6. PROCARD / FRY'S ELECTRONI L EX DI D _ 7. PROCARD / ANDERSON'S COFF L EX DI D _ 8. PROCARD / ANDERSON'S COFF L EX DI D _ 9. PROCARD / WHOLEFDS LCC L EX DI D _ 10. PROCARD / UT WEB TXSHOP L EX DI D _ 11. TRNSFR FROM J BA BA 10, D _ 12. ICLASS REGISTRATION T DI DI D _ 13. CAMPUS CAFE ASSOCIATES LT PAYABLE 3839 EX DI D _ 14. COR. V0VP L J DI DI D -- 0 UT Austin PF1=Options PF8=Exit /24/09 1:53 PM -- It is MUCH better to select the transaction with an “X” at the top to expand it.

41 BEWARE! >>TYPE TRANSACTION DATA & PRESS ENTER<< *DEQUAL RESOLVE UNRECONCILED ACCOUNTING TRANS - LR3 Year: Command: LR3 Account: Misc: _______________ Month: JUN ============================================================================== Copy Accounting transaction to Department and reconcile ("E" or "S") OR reconcile transaction without posting to Department ("R") ACTION: _ Date: Description: INDEX HOSPITALITY AUSTIN Accounting Type: DI Reporting Type: DI Amount Req: _______________ PO: Voucher: L DTN: TAG A : _ TAG B : _ Obj Code: 1780 CODE 1 : ___ CODE 2 : ___ CODE 3 : _____ CODE 4 : _______ CODE 5 : _________ CODE 6 : ______________ Comment: ________________________________________ Activity Month: JUN -- 0 UT Austin PF1=Options PF8=Exit /24/09 2:22 PM -- ONLY when this expanded view is open can you enter “E” to post and reconcile!

42 Comparison When provisional transactions are posted, they become departmental transactions. These are displayed on the LTM screens. They also update departmental balances.

43 LR4 – Comparison >>ENTER AN ACCOUNT AND RECONCILIATION MONTH YOU WOULD LIKE TO VIEW<< *DEFINE VERIFY RECONCILIATION - LR4 Year: Command: LR4 Account: Misc: _______________ Month: JUL ============================================================================== Account Title: MO&E Month Status: OPEN Unit/Sub-unit: Account Type: EX Balances Difference Accounting Office Department (Accounting - Dept) Beg Balance 1, , Budget 64, , Transfers Increases Disbursement 82, , , Investments ENC-Payable 22, , ENC-Material 5, , , ENC-Salary ENC-Scholar Assets/Liab Free Balance , , UT Austin PF1=Options PF8=Exit /27/12 12:14 PM --

44 Profiles can help! You can create profiles to sort your provisional transactions for review (LP5). Profiles can be created to automatically post common provisional transactions (LP8). Profiles can also provide a template for entering manual transactions (LP1).

45 LP5 groups transactions (for review on LP6) >> All profiles have been displayed, select an option << *DEFINE CREATE/SELECT PROVISIONAL PROFILES - LP5 Year: Command: LP5 Account: __________ Misc: _______________ Month: JUN ============================================================================== SELECT OPTION: _ | EXISTING PROFILE: __ | A CREATE New Profile | B SELECT & EDIT Existing Profile | C COPY Existing Profile | TO USERID: _____ | AND NAME IT: ____________ | D DELETE EXISTING PROFILE: ______ | E SELECT Existing Profile & POST Provisionals | | -- 0 UT Austin PF1=Options PF8=Exit /05/12 10:55 AM --

46 LP5 groups transactions (for review on LP6) >>TYPE IN PROFILE DATA & PRESS ENTER TO ADD A PROFILE<< *DEFINE CREATE/SELECT PROVISIONAL PROFILES - LP5 Year: Command: LP5 Account: __________ Misc: _______________ Month: JUN ============================================================================== Press PF5 to Review/Post Provisionals using this Profile SELECTION CRITERION Administrative View: _______ Account Nbr: __________ thru __________ Document Type: ___ Accounting Transaction Type: __ __ __ __ __ Reporting Transaction Type: __ __ __ __ __ Object Class Code: ____ thru ____ ____ thru ____ ____ thru ____ Description: ______________________ thru ______________________ PROFILE DATA DATE: _ ______ TAG A: _ _ TAG B: _ _ CODE 1: _ ___ CODE 2: _ ___ CODE 3: _ _____ CODE 4: _ _______ CODE 5: _ _________ CODE 6: _ ______________ COMMENT: _ ________________________________________ ACTIVITY MONTH: _ ___ NEW PROFILE NAME: ____________ -- 0 UT Austin PF1=Options PF8=Exit /05/12 11:49 AM --

47 LP5 groups transactions (for review on LP6) >>A NEW PROFILE HAS BEEN ADDED *DEFINE CREATE/SELECT PROVISIONAL PROFILES - LP5 Year: Command: LP5 Account: __________ Misc: _______________ Month: JUN ============================================================================== Press PF5 to Review/Post Provisionals using this Profile SELECTION CRITERION Administrative View: EXAMPLE Account Nbr: __________ thru __________ Document Type: VP5 Accounting Transaction Type: __ __ __ __ __ Reporting Transaction Type: __ __ __ __ __ Object Class Code: ____ thru ____ ____ thru ____ ____ thru ____ Description: ______________________ thru ______________________ PROFILE DATA DATE: _ ______ TAG A: _ _ TAG B: _ _ CODE 1: _ ___ CODE 2: _ ___ CODE 3: _ _____ CODE 4: _ _______ CODE 5: _ _________ CODE 6: _ ______________ COMMENT: _ ________________________________________ ACTIVITY MONTH: _ ___ NEW PROFILE NAME: TRAVEL______ -- 0 UT Austin PF1=Options PF8=Exit /05/12 11:49 AM --

48 LP5 groups transactions (for review on LP6) >> All profiles have been displayed, select an option << *DEFINE CREATE/SELECT PROVISIONAL PROFILES - LP5 Year: Command: LP5 Account: __________ Misc: _______________ Month: JUN ============================================================================== SELECT OPTION: _ | EXISTING PROFILE: __ | A CREATE New Profile | 1 TRAVEL B SELECT & EDIT Existing Profile | C COPY Existing Profile | TO USERID: _____ | AND NAME IT: ____________ | D DELETE EXISTING PROFILE: ______ | E SELECT Existing Profile & POST Provisionals | | -- 0 UT Austin PF1=Options PF8=Exit /05/12 11:54 AM --

49 Want to see how it works? Go to LP6 (to review provisional transactions. Press ENTER twice – to display all transactions. Enter the LP5 profile name in the Misc field. When you press ENTER, only the transactions in the profile will appear!

50 LP6 *DEFINE REVIEW/POST PROVISIONAL TRANSACTIONS - LP6 Year: Command: LP6 Account: __________ Misc: _______________ Month: JUN ============================================================================== Full Page Action: _ Provisionals in View: EXAMPLE Start Date: ______ ACCOUNT DATE DESCRIPTION AC/RT AMOUNT PO REQUISITION VOUCHER DTN TAGS OBJ CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 COMMENT MTH DOC BY AC.ST _ REIM-RECOUP USS PAY______ BA BA 1, _______________ J _______ _ _ 9032 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VJ1 PRABC C _ BARTINEA, ALBERTO Z -GRS_ EX DI 7, _______________ L _______ _ _ 1101 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VP4 PRXY C _ TROTH, ROBERT M -GRS_____ EX DI 14, _______________ L _______ _ _ 1101 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VP4 PRSY C _ TROTH, ROBERT M -USS_____ EX DI _______________ L _______ _ _ 1134 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VP4 PRXY C -- 0 UT Austin PF1=Options PF8=Exit /05/12 12:00 PM --

51 LP6 with Profile *DEFINE REVIEW/POST PROVISIONAL TRANSACTIONS - LP6 Year: Command: LP6 Account: __________ Misc: TRAVEL_________ Month: JUN ============================================================================== Full Page Action: _ Provisionals in View: EXAMPLE Start Date: ______ ACCOUNT DATE DESCRIPTION AC/RT AMOUNT PO REQUISITION VOUCHER DTN TAGS OBJ CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 COMMENT MTH DOC BY AC.ST _ TOMBERGER, JESSICA BETH__ EN EN 1.00 TV _______________ L ___ _ _ 0510 ___ ___ _____ _______ _________ ______________ ________________________________________ APR VP5 ACMO C _ JONES, EVELYN HANNAH_____ EN EN 1.00 TV _______________ L _______ _ _ 0510 ___ ___ _____ _______ _________ ______________ ________________________________________ APR VP5 ACMO C _ MOSHYLA, DOROTHY EZEMELLE EN EN 1.00 TV _______________ L ___ _ _ 0510 ___ ___ _____ _______ _________ ______________ ________________________________________ APR VP5 ACMO C _ BELL, JANE_______________ EN EN 1.00 TV _______________ L _______ _ _ 0510 ___ ___ _____ _______ _________ ______________ ________________________________________ MAY VP5 ACMO C -- 0 UT Austin PF1=Options PF8=Exit /05/12 12:01 PM --

52 LP8 Provisional transactions can be coded and sorted for REVIEW or automatically POST and reconcile using LP8 profiles. Provisional transactions can also be rejected (however an offsetting manual entry is recommended for these rejections). Only office managers or delegates can create the LP8 profiles.

53 LP8 >> ENTER A VALID OFFICE NAME IN THE COMMAND LINE FIELD "OFFICE" << *DEFINE OFFICE PROVISIONAL POSTING PROFILES - LP8 Year: Command: LP8 Office: __________ Misc: _______________ Month: JUN ============================================================================== Select Option: _ | Existing Profile: __ | A CREATE New Profile | NAME ACTION STATUS B SELECT & EDIT Existing Profile | D DELETE Existing Profile: ______ | E APPLY PROFILES to the | provisionals for the office | 5100ET _______ | * Only submit option E ONCE | per day to post provisionals. | F COPY A PROFILE TO ANOTHER | OFFICE | G List order PROFILES will be | reviewed for selection for a | document type: ___ | | -- 0 UT Austin PF1=Options PF8=Exit /05/12 4:12 PM --

54 LP8 >> TYPE IN CHANGES AND PRESS ENTER TO UPDATE THE PROFILE << *DEFINE OFFICE PROVISIONAL POSTING PROFILES - LP8 Year: Command: LP8 Office: __________ Misc: _______________ Month: JUN ============================================================================== Profile Name: ENCUMBRANCE DOCS____ Status: ON_ Action: POST__ SELECTION CRITERIA: Part 1 - Information on the Transaction Document Type: VE. (required) Account Information: _ X Accounting Transaction Type: __ __ __ __ __ Reporting Transaction Type: __ __ __ __ __ Object Class Codes: 0200 thru 0999 ____ thru ____ ____ thru ____ Description: ______________________ THRU ______________________ Vendor ID: ______________ Purchase Order: __________ Voucher Number: _______ SELECTION CRITERIA: Part 2 - Information about Source of Electronic Document Electronic entry by: A Originating Unit: _______ PROFILE DATA - Information to be Added to Selected Transactions by Profile - ___ ___ _____ _______ _________ ______________ TAG A: _ TAG B: _ Comment: ________________________________________ Activity Month: *D -- 0 UT Austin PF1=Options PF8=Exit /05/12 1:55 PM --

55 LP8 >> YOUR ACCOUNT PROFILE INFORMATION HAS BEEN UPDATED << *D Co | | == | ACCOUNT INFORMATION SELECTION | Pro | | SE | | | I. VIEWS | | | | A. Master View: _______ _______ _______ _______ | | | | B. Administrative View: _______ _______ _______ _______ | | | | II. ACCOUNT RANGES | | | | A. Accounts(masking): __________ thru __________ | SE | | | III. INDIVIDUAL ACCOUNTS | | | PR | B. Accounts(masking): __________ __________ __________ __________ | | | | __________ __________ __________ __________ | | |

56 Current Resources PF6 Help Field Level Help “?” LMM Overview Handout, Slideshows, Etc. Office of Accounting Helpline =

57 PF6 Help Help for Command LR2 Screen 1__ of 3 ========================================================================== DISPLAY UNRECONCILED ACCOUNTS PURPOSE This screen displays all of your accounts in your administrative view on a per month basis. Accounts with a number one (1) listed to the right are those with at least one unreconciled accounting transaction. Those with an asterisk (*) listed to the right, have no unreconciled transactions for the month. HOW TO USE 1) This screen will default to the current month and display all of the accounts in your administrative view. Change the month on the upper right, if you wish to view transactions for another month. The screen will display the accounts in numeric order. 2) Numbers are listed to the left of each account number. Select the number for the account you wish to view. If you select an Press 'ENTER' for next page of text or CLEAR to exit help.

58 “?” = Field Level Help *DEFINE REVIEW/POST PROVISIONAL TRANSACTIONS - LP6 Year: Command: LP6 Account: Misc: _______________ Month: JUL ============================================================================== Full Page Action: _ Provisionals in View: HISTORY Start Date: ______ ACCOUNT DATE DESCRIPTION AC/RT AMOUNT PO REQUISITION VOUCHER DTN TAGS OBJ CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 COMMENT MTH DOC BY AC.ST _ EPSTEIN EDUCATIONAL ENTER EN EN A ___________ L _______ _ _ 0200 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ EPSTEIN EDUCATIONAL ENTER EX DI A ___________ L _______ _ _ 1343 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ EPSTEIN EDUCATIONAL ENTER EX DI A ___________ L _______ _ _ 1315 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C ? SUMMERS, BUFFY __________ EN EN TV _______________ O _______ _ _ 0510 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VE5 ZZJTK C -- 0 UT Austin PF1=Options PF8=Exit /26/12 10:17 AM --

59 Training Resources

60

61 Let’s Review: Provisional Transactions are automatically created in LMM based on official transactions. Once these provisional transactions are posted (accepted, copied, entered), they become departmental transactions. Departmental transactions update departmental balances.

62 Let’s Review: LP6 is an efficient way to review the provisional transactions and post them as departmental transactions (on the LTM screens). PROFILES can filter provisional transactions and even automatically post them. LR4 compares official balances with departmental balances to identify any differences.

63 Let’s Review:  Departmental transactions may be coded and split for reporting purposes.  Departmental transactions may deleted, however manual entries are recommended to offset the deleted amounts (using LP2).

64 LMM Thank you for viewing this presentation!


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