FUPLOAD Training Presentation

Report
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 “Email” tab
How Do You Use FUPLOAD Forms?
– Getting Started
– How to Complete the Excel Worksheet (JVCD)
– How to Complete the Email
– How to Submit the File (on FTP server)
How Do You Use FUPLOAD Forms?
Reminders
– Tabs are numbered, in order
– On Email 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
1.
2.
3.
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
https://www.northcarolina.edu/initiatives/uncfit/index.htm
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
External Activity
Form
Rule Code
Journal Entry
Journal Voucher (JV)
JN6*
Journal Entry – 10 or more lines
FUPLOAD
JFL
Corrections and Reclassifications of
External Activity
Journal Voucher (JV)
JN6*
Corrections and Reclassifications of
External Activity – 10 or more lines
FUPLOAD
JFL
*entered by General Accounting
Forms and Rule Codes
Internal Activity
Internal Activity
Form
Rule Code
Interdepartmental Sales and Services
Interdepartmental
Invoice (IDI)
JNA (pre-populated)
Interdepartmental Sales and Services –
10 or more lines
FUPLOAD
JFI
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
FUPLOAD
Rule Code used in
Original Transaction
Transfers of funds between departments
(using transfer accounts 8xxxxx)
Journal Voucher (JV)
JT6*
*entered by General Accounting
Special IDIs
IDIs with Encumbrances
– Only used by Telecom and Facilities Management
departments
– One for CI and one for Accounts Payable
Internal Activity
Form
Rule Code
IDIs with encumbrances for CI
Special IDI
Debit – JCP or JCF
Credit - JNC
IDIs with encumbrances for Accounts
Payable
Special IDI
Debit – 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 336050)
– Chartwells (Fund 330324), or
– Ricoh (Fund 336111)
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
http://finance.uncc.edu/controllers-office/general-accounting
2. Read UNCC Policy Statement #33
http://legal.uncc.edu/policies/ps-33.html
3. 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, 7-5815
For questions related to Rule Codes, Interdepartmental
Sales and Services, Account use, etc., contact Laura
Demski, 7-5002 or Kim Seamans, 7-5752
On FS Website
• FUPLOAD materials:
• FUPLOAD training presentation
• FUPLOAD Approval Request Form
• Summary and Examples of Interdepartmental
Transactions
• http://finance.uncc.edu/financial-dataadministration-fda/fupload-materials
Other Guidance
On General Accounting website:
http://finance.uncc.edu/controllers-office/general-accounting
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!

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