2. Reconciling in InfoPorte: Balances & Transactions Nicole Šebik Change Management & Training Development February 24, 2015

3. WEATHER HOLDS: RECON DEMOS A GO Wednesday, March 4, 2015Morning Edition The Daily Tar Heel Campus accounting staff anxiously awaiting the recon demos. – Courtesy Nicole Šebik Loren ipsum dolor sit amet, consectetur adipisicing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minimLorem ipsum dolor sit amet, consectetur adipisicing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in rep rehend erit in voluptate velit esse cillum dolore eu fugiLorem ipsum dolor sit amet, consectetur adipisicing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in repreh enderit in volup tate velit esse cillum dolore eu fugiat nulla pariatur. dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupid atat non proident, sunt in culpa qui officia deserunt mollit anim id est laborumat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborum veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est la borum xcepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborumat nulla pariatur. Excepteur sint occaecat cupid atatnon proid ent, sunt in culpa.. “Your preferred source for all your training information”

4. 3 1.Let’s Review 2.New and Improved Finance Info 3.Recon Guidelines 4.Q&A Agenda

5. 4 It’s getting there 6.06.16.26.3 OCTOBER 2014 InfoPorte receives its first data feed from ConnectCarolina Added employee name to personnel transactions Grant Profile tab First round of performance improvements GL Transaction screen Ability to enter CC or IPT cost code GL/Cash report Mouse-over for fields on Ledger Rollup and Transactions tabs Updated Transactions tab provides better detail for recon, including T#s on travel Recon Ready column And dozens of other enhancements in each version!

6. 5 Transactions tab, 6.3 Reduced number of columns to 28 Added Description, Reference 1, and Reference 2 columns Redesigned Trans ID column to display information based on transaction type PCard and CABS journal entries entered 2/1/15 or later have: —PCard: Merchant name in the Description column, and transaction date in the Reference 1 column. —CABS: Traveler's name in the Description column, and the CAB# in the Reference 1 column. New and improved with introduction of 6.3

7. 6 Transactions tab, 6.3 Trans Type = anything that starts with “AP” Includes campus vouchers, travel, ePro, and others Vouchers Check your handout “Reconciling in InfoPorte: Balances and Transactions” for details on other transaction types.

8. 7 It’s getting there And dozens of other enhancements in each version! OCTOBER 2014 InfoPorte receives its first data feed from ConnectCarolina 6.0 Added employee name to personnel transactions Grant Profile tab 6.1 First round of performance improvements GL Transaction screen Ability to enter CC or IPT cost code GL/Cash report 6.2 Mouse-over for fields on Ledger Rollup and Transactions tabs Updated Transactions tab provides better detail for recon, including T#s on travel Recon Ready column 6.36.3.1 YOU ARE HERE

9. 8 6.3.1 Arrived Yesterday Last Week!!!! The numbers you see in your account balances are now correct. The Ledger Rollup tab has been reorganized to show the chartfield strings and associated accounts that result from a ledger inquiry. Accounts are listed at a detail level with their full account number and description. Ledger Rollup tab links directly to the Transactions tab to make it easier to see the connection between your balances and the transactions that make up your balance. Key Changes

10. 9 6.3.1 Arrived Yesterday Last Week!!!! The numbers you see in your account balances are now correct.

11. 10 The Ledger Rollup tab has been re-organized to show the chartfield strings and associated accounts that result from a ledger inquiry. 6.3.1 Arrived Yesterday Last Week!!!!

12. 11 Accounts are listed at a detail level with their full account number and description. Hyperlinks 6.3.1 Arrived Yesterday Last Week!!!!

13. 12 Ledger Rollup tab links directly to the Transactions tab to make it easier to see the connection between your balances and the transactions that make up your balance. 6.3.1 Arrived Yesterday Last Week!!!!

14. 13 Other new features 6.3.1 Arrived Yesterday Last Week!!!!

15. 14 Ledger Rollup 6.3.1

16. 15 The New Ledger Rollup Budget Accounts and Detail Accounts For expense budget accounts “Budget” is in the account description.

17. 16 The New Ledger Rollup Budget Line F&A and some trust funds do not budget by account, so if there is a budget, you’ll see “Budget” without an account number.

18. 17 The New Ledger Rollup Signs! The majority of the time, Revenue transactions are negative, and Expense transactions are positive. The sign on the Available Balance is reversed.

19. 18 The New Ledger Rollup Select only one accounting period at a time Returns results Accounting Period

20. 19 The New Ledger Rollup The search fields change based on the fund type you choose. —This is driven by the chartfields each fund type (State, F&A, Trust) budgets on. Dynamic filters

21. 20 The New Ledger Rollup The optional chartfields – Program, CC1, and CC3 – have a new toggle button that drives how your search results appear, but doesn’t change the balance. The “Toggle” Button When it’s off, the button is gray.

22. 21 The New Ledger Rollup Turn off the optional chartfields toggle, and roll the information to a higher level.

23. 22 InfoPorte Overview

24. 23 Getting There You can access InfoPorte in two ways: 1.Go directly to InfoPorte, infoporte.unc.edu infoporte.unc.edu 2.From ConnectCarolina, click Enterprise Reporting on the left How do I get to InfoPorte?

25. 24 True or False? False! Enter it today See it tomorrow

26. 25 Stay up to date with InfoPorte

27. 26 Favorites Click on the Favorites button to choose a set of parameters you’ve created, or to create a new set Save frequently-used report parameters Clicking the report name goes to the designated tab, fills in the filters, and runs the search.

28. 27 Navigation At the top of every page in InfoPorte Navigation bar

29. 28 Finance When you click Finance, the landing page is Dept Accounting > Ledger Rollup You’ll accomplish most of your day-to-day accounting work – including reconciliation – in this area. Dept Accounting

30. 29 Exporting Information The icons are on the right, top side of the page The SAS reports on the Financial Reporting tab can only be exported to Excel. —Right click on the row and select Export List Table. Information can be exported to Excel or PDF Tip! Excel downloads sometimes don’t work well in Internet Explorer. If you have problems, save the file before you open it.

31. 30 Recon Guidelines

32. 31 The Questions Reconciling is the process of verifying the transactions that display in InfoPorte against your hard copy backups, and then ensuring the total of your transactions for the month match with your balance. What is reconciling? InfoPorte Where do I reconcile? Daily, weekly, monthly…you decide! When do I reconcile?

33. 32 The Questions What do I reconcile? *The Collected ledger applies only to units using AR/Billing module, and is not included on the Ledger Rollup. EXPENSE (5xxxxx) Budget Pre-encumbrance Encumbrance Expense REVENUE (4xxxxx) Budget Recognized Collected*

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36. 35 Recon Guidelines STATE: Fund—Source—Dept ID F&A: Source—Dept ID —Use source 14101 when reconciling Trust: Source —Two exceptions: o For endowments, filter by Fund—Source to see Principal and Income o For Trusts allocated across multiple departments, use Source—Dept ID OSR: Source—Project ID to exclude cost share —Project ID only to include cost share Use the following combination of chartfields: If you budget by program, include program when you reconcile.

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39. 38 The Questions To reconcile, we use a combination of the InfoPorte tabs to find your YTD and month-end balance to find the transactions that make up your month-end balance

40. 39 Recon Guidelines 1.Select the ledger and accounting period to reconcile. 2.Use other filters based on fund type. 3.Download results to PDF. Ledger Rollup or OSR Ledger Rollup

41. 40 Recon Guidelines 1.Select the budget and expense ledgers. 2.Be sure to grab only the month being reconciled in the Acct Period filter. 3.Use other filters based on fund type. 4.Reconcile right on the screen, or download results to Excel or PDF. Transactions

42. 41 Recon Guidelines Select ledgers on the Transactions tab

43. 42 Recon Guidelines F&A and OSR Expense Ledgers

44. 43 Recon Guidelines State and Trust Expense Ledgers

45. 44 Recon Guidelines State and Trust Revenue Ledgers

46. 45 Recon Guidelines Reconcile when you see the “Y” Recon Ready = Posted Recon Ready column Payment comes after posting, and may occur several weeks after a transaction is ready to reconcile.

47. 46 Recon Guidelines InfoPorte provides a way to electronically mark a transaction as reconciled. The Reconciled column will display a check mark. —Hover to see the reconciler’s onyen. Reconcile feature

48. 47 Recon Guidelines Search for transactions that have/have not been reconciled Reconciled filter

49. 48 In the works

50. 49 What’s next? Other important changes in the works Direct and Indirect totals on projects – 6.4 Cost Code reporting – 6.4 Vouchers that started as purchase requisitions (including ePro) will display the req ID – 6.4 Add name and PID to personnel encumbrances – May Freeze pre-encumbrance and encumbrance totals at month- end close

51. 50 Getting Help Ensure your question isn’t lost – tracking number with a time and date stamp Include specific examples and screenshots if possible It’s ok to submit a help ticket to ask, “How do I…?” It’s a way to request enhancements Two key ways: —919-962-HELP —help.unc.edu The Help Desk is the place to go!

52. 51 http://ccinfo.unc.edu/ For More Information

53. 52 Questions?