FUPLOAD Training Tuesday, May 15, 2012 Mary Ward, Financial Data Administration Laura Demski, Controller’s Office

Objectives By the end of this training, you will be able to: – Understand the FUPLOAD process – Use the FUPLOAD Template and submit FUPLOADs correctly – Define Interdepartmental Sales and Services Transactions – Identify when to use JFI Rule Code – Follow FUPLOAD Approval Process

Understanding the FUPLOAD Process

What are FUPLOADs Used For? FUPLOAD = Finance Upload (to GURFEED Data Entry Application) – Enter data into Microsoft Excel spreadsheet – FUPLOAD program converts data into required format and feeds to Banner

What are FUPLOADs Used For? Facilitates data entry process for Journal Entries (JEs) and Interdepartmental Invoices (IDIs) – Exactly like JE or IDI except MORE data, different process – For JEs with 10+ lines of data entry

Using the FUPLOAD Template

How Do You Use FUPLOAD Forms? See Instructions Tab in FUPLOAD Template Steps 1 through 4 1.Create UPLOAD folder in C drive 2.Enter data into JVCD 3.FTP the file to the FTP Server 4.Complete “ ” tab

How Do You Use FUPLOAD Forms? – Getting Started – How to Complete the Excel Worksheet (JVCD) – How to Complete the – How to Submit the File (on FTP server)

How Do You Use FUPLOAD Forms? Reminders – Tabs are numbered, in order – On tab – Include Long Description – Preparer and Approver Signatures Required – Maintain with documentation in department records – Use “sDocRef” column to identify preparer by Phone Extension #

FUPLOAD Descriptions The more descriptive, the better! Only have 35 characters to work with Should indicate what goods/services were provided Use a distinct description for each separate transaction FUPLOADs usually cover many different transactions Include some kind of identifying characters e.g., Invoice #

Frequent Issues etc

Defining Interdepartmental Sales and Services Transactions

Why a New Rule Code? Internally Generated Revenue Financial Services needs to be able to identify ALL instances of internally generated revenue (and expense) For University-wide Financial Statements, this activity is essentially “eliminated” at year end Does not affect individual funds Has become even more imperative due to UNC FIT (Financial Improvement and Transformation) initiative from UNC Board of Governors

External v. Internal Activity External Activity Generated by business with outside parties e.g., Book Disbursements and Cash Receipts Internal Activity Includes all transactions that occur between campus departments

Interdepartmental Sales and Services Transactions All transactions that involve transferring payment for goods/services performed for campus departments by another campus department Result in Internally Generated Revenue Currently reported on Interdepartmental Invoices (IDIs) for smaller transactions Credit Revenue, Debit Expense Should never use GL (Balance Sheet) accounts– Gxxxxx

Identifying When to Use JFI Rule Code

What is a Rule Code? Determines how data will be processed by Banner Finance Our purpose: To be able to identify and segregate Internally Generated Revenue (and Expense) for year end financial reporting How? With Rule Codes JNA (IDIs) and JFI (FUPLOADs)

Rule Codes for FUPLOADs JFL For External transactions JFI For Interdepartmental Sales and Services transactions only

When to Use JFI Rule Code Only for Interdepartmental Sales and Services transactions submitted via FUPLOAD One department being credited with revenue (1xxxxx) One department being charged with expense (9xxxxx) NOT for: External activity Transfers of funds (using transfer accounts 8xxxxx) Balance Sheet (Gxxxxx) accounts NOT allowed! If used, FUPLOAD will be rejected

Forms and Rule Codes External Activity *entered by General Accounting External ActivityFormRule Code Journal EntryJournal Voucher (JV)JN6* Journal Entry – 10 or more linesFUPLOADJFL Corrections and Reclassifications of External Activity Journal Voucher (JV)JN6* Corrections and Reclassifications of External Activity – 10 or more lines FUPLOADJFL

Forms and Rule Codes Internal Activity *entered by General Accounting Internal ActivityFormRule Code Interdepartmental Sales and ServicesInterdepartmental Invoice (IDI) JNA (pre-populated) Interdepartmental Sales and Services – 10 or more lines FUPLOADJFI Corrections and Reclassifications of Internal Activity Journal Voucher (JV)Rule Code used in Original Transaction Corrections and Reclassifications of Internal Activity – 10 or more lines FUPLOADRule Code used in Original Transaction Transfers of funds between departments (using transfer accounts 8xxxxx) Journal Voucher (JV)JT6*

Special IDIs IDIs with Encumbrances – Only used by Telecom and Facilities Management departments – One for CI and one for Accounts Payable Internal ActivityFormRule Code IDIs with encumbrances for CISpecial IDIDebit – JCP or JCF Credit - JNC IDIs with encumbrances for Accounts Payable Special IDIDebit – JEP or JEF Credit - JNB

Corrections and Reclassifications General Rule: – Use the same rule code that you used in the original transaction – See Examples – Easy concept, but may be difficult to remember!

Certain Auxiliary Transactions Remember that Balance Sheet (Gxxxxx) Accounts are not allowed to be used with the JNA and JFI rule codes – If charging: – Barnes and Noble (Fund ) – Chartwells (Fund ), or – Ricoh (Fund ) via Account G13920 “A/R Individual & Business” Use a JV, not an IDI These transactions represent External Activity

Rule Code Summary JFI – Interdepartmental Sales and Services FUPLOADs JFL – All other FUPLOADs

Following the FUPLOAD Approval Process

Review Within Departments FUPLOADs unique – The only review that occurs is within your department! – Financial Services does not review FUPLOADs like they do with Journal Entries – Greater burden on each department to submit correct data and maintain documentation

“Approved FUPLOADer” List You need to be on this list to submit FUPLOADs to Mary Ward in Financial Services By signing the list, you agree that you have …

Steps To Be Able to FUPLOAD 1.Read Journal Entry Guidelines 2.Read UNCC Policy Statement # Receive informal training from Mary Ward in Financial Services 4.Review FUPLOAD materials and instructions 5.Obtain signed approval from financial manager Name will then be added to “Approved FUPLOADer” list

Once Approved to FUPLOAD 1.Always make sure you have approval for FUPLOADs submitted 2.Always maintain supporting documentation in department records (retain for three years) 3.Always review FUPLOADs for accuracy, including correct Account Codes, Fund Codes, Amounts (Debits = Credits!), Rule Code, and Description

You should now be able to… – Understand the FUPLOAD process – Use the FUPLOAD Template and submit FUPLOADs correctly – Define Interdepartmental Sales and Services transactions – Identify when to use JFI Rule Code – Follow FUPLOAD Approval Process

Questions? For questions related specifically to FUPLOADs (filling out Excel worksheet, uploading to the FTP server, reject errors, etc.), contact Mary Ward, For questions related to Rule Codes, Interdepartmental Sales and Services, Account use, etc., contact Laura Demski, or Kim Seamans,

On FS Website FUPLOAD materials: FUPLOAD training presentation FUPLOAD Approval Request Form Summary and Examples of Interdepartmental Transactions administration-fda/fupload-materials

Other Guidance On General Accounting website: Journal Entry Guidelines cover:  Journal Vouchers, FUPLOADs, IDIs, etc.  Preparer and Review Responsibilities  Documentation Requirements Financial Management Guidelines cover:  Reconciliation  Budget Management  Reviewing for Encumbrances  Etc.

Thank you and Happy FUPLOADing!