Zero ROC Class State of Indiana Instructor: Gowri Kulanthaivel (GMIS)

2 Agenda Welcome Expectations View deposit data for a zero ROC Zero ROC Process Exercises Conclusion

3 Expectations Class will be focused on teaching the zero ROC –You are expected to know the Regular Deposit process prior to this class –ROC class is a pre-requisite to this class –How to view a deposit’s accounting entries under different pages –For different scenarios - learn to do a Zero Deposit, ROC, Create accounting entries and Agency approve Practicing with hands-on exercises. Class will be interactive We will be using a training database – all deposits we enter will be for BU 00495

4 Research Have a plan – like a roadmap 1.What deposit(s) need correction? – 1.Find your deposit(s), Payment Sequence(s), Distribution Line(s) 2.What kind of correction needed? – GL BU? Chartfields? BUDREF? 3.How many zero ROC needed? Possible to enter all in one? One deposit or Multiple? One payment or several? One distribution line or several? 4.*** Have both the incorrect data and correct data ready before entering a zero ROC ***

5 View a deposit’s data 2 different pages to view the data Nav : Accounts Receivable>Payments>Direct Journal Payments>Modify Accounting Entries Nav: Accounts Receivable>Payments>Direct Journal Payments>Review Deposit Accounting

6 Zero Dollar Deposit for Direct Journalled Deposits Do not record the zero ROC deposit on your cash book Enter a Zero Dollar Deposit for the purpose of correcting Accounting Entries. Agency enters a deposit for direct journal –Control Total Amount entered as 0.00 (Zero) –Count must be at least 2 –Deposit Type = M –Payment ID = enter the original Deposit ID –Minimum of Two Payments must be entered Payment 1 entered as a Negative amount Payment 2 entered as a Positive amount –Payment Method = same as the original payment –Description = “To correct chartfields for deposit xxxxxxxx” Agency prints ROC Report and submits to TOS for approval

Zero Dollar Deposit continued 7 TOS approves the deposit and enters a TOS Deposit ID of ZERO –Approval is required by TOS in order to push the deposit through the system so that accounting entries can be entered and approved by the Agency –TOS does NOT review or approve accounting entries Agency AR Entry User enters accounting entries –Entries for the Negative Payment will take the activity out of the incorrect chartfield string –Entries for the Positive Payment will put the activity into the correct chartfield string All correcting entries for AR must have the current BUDREF (put information to correction in Description field) –A payment may have multiple accounting entries –Accounting entries may be interunit (different BU’s) or intraunit (same BU but different chartfield) Agency AR Approver approves the entries NOTE: All ROC related accounting entries, including corrections, MUST be entered into the AR module. Do not enter GL corrections through zero ROC. You will be caught!!

8 Zero Dollar Deposit for a Customer Payment Enter a Zero Dollar Deposit for the purpose of correcting Accounting Entries on a customer payment that was previously direct journalled Agency enters a deposit –Control Total Amount entered as 0.00 (Zero) –Count must be at least 2 –Deposit Type = M –Payment ID = enter the original Deposit ID –Minimum of Two Payments must be entered Payment 1 entered as a Negative amount – Journal Directly box CHECKED Payment 2 entered as a Positive amount o Uncheck the Journal Directly box if the payment will be applied to customer open item o Check the Journal Directly box if the Credit will NOT be applied to customer open item –Payment Method = same as the original payment –Description = “To correct chartfields for deposit xxxxxxxx”

9 Zero Dollar Deposit for a Customer Payment Continued…. Agency prints ROC Report and submits to TOS for approval TOS approves the deposit and enters a TOS Deposit ID of ZERO –Approval is required by TOS in order to push the deposit through the system so that accounting entries can be entered and approved by the Agency –TOS does NOT review or approve accounting entries Agency AR Entry User enters the Direct Journal accounting entries –Entries for the Negative Payment will take the activity out of the incorrect chartfield string –Entries for the Positive Payment will put the activity into the correct chartfield string –A payment may have multiple accounting entries –Accounting entries may be interunit or intraunit Agency AR Approver approves the Direct Journal accounting entries Agency applies any non-Direct Journal payments to customer items via Payment Predictor or Payment Worksheet, and runs the Receivable Update to post the payment to the customer’s account

10 Agenda – Demo 1 Demo of review of a deposit that has the wrong BUDREF –Modify Accounting Entries Page –BU 00495; – correct both the user lines from BUDREF 2011 to BUDREF 2014 –Focus only on the User Lines Demo of a Zero ROC for the above - Instructor - use Demo 1 sheet as your guide

11 Exercise Follow the instructions on the Exercise to have this completed Hand out Data sheet for Zero ROC – Exercise 3; Data is also on the exercise

12 Agenda – Demo 2 Review of an incorrect deposit’s accounting entries –Wrong Fund code – Correction needed on the incorrect GL Unit –BU 00495; Deposit – user lines must be applied to BU instead of BU on 2 different Projects Demo of the zero ROC for the above - Enter 2 distribution lines for different projects - Instructor - use Demo 2 sheet

13 Exercise 4-6 Follow the instructions on the Exercise to have this completed 1) Instructor hands down blank data sheet 2) Quiz – Users write down chartfield values on the blank data sheet from the instructor 3) Users receive BU 502 data sheet from the instructor 4) Instruct users to work on Exercise 5 5) Review users’ zero roc deposits 6) Instruct users to work on Exercise 6

14 Exercise 7 Class users pull up BU 00495; Deposit ID ; Seq 2 on their screen ‘User’ lines 2 & 4 are entered with the wrong Account –Correct Account = Class users need to create a zero roc and accounting entries to correct the wrong account Instructor hands down blank data sheet Class users complete the exercise without aid

15 Exercise 8 – Correcting a negative deposit or NSF Class users pull up BU ; Deposit ID ; Seq 1 on their screen Correct this NSF negative deposit with the following: Fund = 36720; Account = ; Program = 28210; Dept = ; BUDREF = ? Class users need to create a zero roc and accounting entries to correct the wrong account No data sheet – users can write it down on blank paper Class users complete the exercise without aid

Review of Zero ROC Process 16 1.What deposits need correction? – Find your deposit(s) 2.What kind of correction needed? – BU? Chartfields? 3.How many zero ROC needed? Possible to enter all in one? One deposit or Multiple? One payment or several? One distribution line or several? 4.Make correction Zero ROC, TOS approve ROC, enter both incorrect and correct entries. Click bolt for system generate Cash & IU cash lines 5.Have the zero ROC agency approved 6. GL generated and budget checked – automatic process 7.Run the needed queries or reports the next day for balancing entries

17 Agenda – Demo 3 Customer Payment Demo of a previously direct journalled deposit and apply to the customer payment - Use BU 00495; Deposit ; seq 7 - apply to customer CST ; Item

Evaluation Time 18 Course evaluation -We use these evaluations to adjust the class, if necessary Gowri Kulanthaivel (GMIS) Thank you for taking time to learn the Zero ROC Procedure!

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