financial supply chain management -...
TRANSCRIPT
Financial Supply Chain ManagementBudget
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Course Summary This course provides an introduction to budget and general ledger transactions in MDConnect
Audience: All employees who will perform budget transfers, budget journals and journal entries in MDConnect
Training Material PowerPoint and Job Aids
Trainer/Contact: [email protected]
Version Date: March 31, 2016
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Classroom Guidelines
Complete training sign-in
Silence cell phones
Complete post-training evaluation
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Upon completion of this course, you should be able to:
• Understand the overall concept of a budget
• Understand how to view your budget detail or summary
• Download your budget to an excel spreadsheet
• Understand Key Process Changes for Commitment Control (KK) and General Ledger (GL)
• Understand Budget Transfers
• Understand Budget Journals
• Understand Journal Entries
• Approve transactions using worklists
Agenda
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Key Process Changes and Impacts
• View expense, revenue and pooling balances in one screen
• No budget at pooling level, only one level per expense type (500, 600, 700)
• Multiple ledgers. Expense, pooling and revenue are displayed separately
• Pooling accounts will have a budget that will match sum of all accounts in pooling group. Pooling accounts are budgetary only. No expense transactions will be allowed at this level. Multiple categories of pooling within expense type
Current Process New Process
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Use the Budget Overview (Inquiry) to enter budget criteria to retrieve budget data for display on the Budget Overview page.
Navigate to: Main Menu > Financials > Commitment Control > Review Budget Activities > Budget Overview
Budget Overview
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In the Chartfield Criteria section, under Chartfield From Value, delete the % sign, then enter the needed value e.g. Dept (700060), Oper Unit, ICS (it could be a specific or defined range (e.g., 6xxxxxxx – 6xxxxxxxx).
Budget Overview
Specific or
defined range
Click the Save button.
NOTE: If % sign
is not deleted,
all valid values
for the specific
Chartfield will
display
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Click the
Search button
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Ledger
GroupDescription
KK_BUDG_1Do not use for
Transactions
KK_BUDG_2Used for Expense
Accounts Only
KK_REVUsed for Revenue
Accounts Only
MD_PRJCDo not use for KK
transactions
MD_PRJPDo not use for KK
transactions
For Budget
Expense select
Ledger Group:
KK_Budg_2
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Budget Overview
Click on the Search button: The
Budget Overview results will be
displayed
Click on the icon to download your
budget into an excel spreadsheet
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Budget Overview results can be downloaded as an Excel spreadsheet.
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You can manipulate the data however necessary for review in Microsoft Excel.
Budget Overview
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Key Process Changes and Impacts – Commitment Control
• Budget Transfers can be one-sided or two-sided
• Rules exist to control restricted funding and transfer between funds is not allowed
• One-sided Budget Transfers are budget journals, two-sided budget transfers are Budget transfers
• No rules exist between budget lines. If transfer is between funds, Business Affairs will reject the request
Current Process New Process
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Logging Into MDConnect
Log into the training environment: http://mdconnecttrain.mdc.edu
1. User ID: Your current User ID
2. Password: Your current 15 digits Password
You have successfully logged in if you see this header:
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Budget Transfer is used to create a two-sided transfer of funds.
Navigation: Main Menu > Financials > Commitment Control > Budget Journals > Enter Budget Transfer
Budget Transfer
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Budget Transfer
Business Unit, Journal
ID and date will
automatically populate
Budget Header page
will automatically
populate budget
header information
These optional steps allow you
to enter additional description
and attach supporting
documentation
After entering all required
information in Budget Header
page click “Budget Lines” tab
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Click the Add
ButtonBudget Entry Type
and Parent Budget
Entry Type should be
the same
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Budget Transfer
Scroll right to
access other
fields (see
below)
Enter
Chartfield
values
Enter the
number of
lines to be
added and
click the “+”
button
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Do not use Set
Options or change
Currency2continued
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Budget TransferJournal ID number
will populate
Click the *Process drop-down
and select “Edit Chartfields”
• Click the Save button, Journal ID will populate
• Click *Process dropdown and chose “edit chartfields” to verify chartfieldvalues are correct
• Click Process button, if budget header status is “None”
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Budget Transfer
• If no error occurs, click the *Process dropdown again and chose “Budget Pre-Check” to check fund availability
• Click “Yes” to the pop-up question, “Do you want Budget Check this transaction without posting the results?” and click the Process button
• Budget header status will change to “Checked Only”
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Budget Transfer
• If no error occurs, click “submit journal” from *Process drop-down and click Process button
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Budget Transfer
• Approver Header Status will change to Pending
• Click the “pending” link for an approval workflow status
• Budget transfer has been sent for approval
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Budget Journal is used to create a one-sided transaction.
Navigate to > Main Menu > Financials > Commitment Control > Budget Journals > Enter Budget Journals
Budget Journal
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After selecting “Enter Budget Journal”, the rest of the steps are identical to a “Budget Transfer.” The differences are:
• A budget journal is a one-sided entry
• Budget journals do not have to balance
Budget Journal
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Key Process Changes and Impacts – General Ledger
• Memo to Business Affairs requesting transfer of expense
• Electronic journal entry requesting transfer of expense
Current Process New Process
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A journal entry is used to transfer expenses.
Navigate to > Main Menu > Financials > General Ledger > Journals > Journal Entry > Create/Update Journal Entries
Journal Entry
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Journal Entry
Business Unit, Journal ID
and date will automatically
populate
Click the Add
Button
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Journal Entry
The attachments link allows you to
attach supporting documentation.
The number shows how many files
are attached
Leave blank Source
will always
be “ONL”Can be
populated with
information
Leave
blank
Always be
“General”
Field will
populate to
current date
links are
not used
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After entering all
required
information in
Header page click
“Lines” tab
Leave
blank
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Use the Lines page to enter the Chartstring.
Journal Entry
1 Operating Unit Field
2 Fund Field
3 ICS Field
4 Department Field
5 Campus/Ctr Field
1 2 3 4 5 6 7 8 9
6 Account Field
7 Course Field
8 Bud Ref Field
9 PC Bus Unit Field
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The Lines page scrolls across three screens; fill in the necessary information.
Journal Entry
Scroll right
After the journal
lines have been
entered, click Save
Enter the
number of lines
to be added and
click the “+”
button
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The Lines page scrolls across three screens.
Journal Entry
From the *Process
dropdown select “Edit
Journal” and then click
the Process button
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Both Journal Status and Budget Status have changed to “V” for valid. This means that the journal has passed budget checking and is ready to be sent for approval.
Journal Entry
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The journal has been sent for approval. A Journal Approval path should appear.
Journal Entry
Click on the Approval tab, then
click Submit
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Navigation: Main Menu > Financials > Worklist > Worklist
Approving Budget Transfer, Budget Journal and Journal Entry
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This is the list of pending transactions requiring your approval.
• Approvers will be able to click the transaction link to review and approve Journals
• Requestors Worklist will only display transactions, they will have to use the Journal ID number and go to the Find Existing Journal navigation page
Worklist
Click on the link to
view transaction
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Review the pending transaction and approve.
Worklist
Click Control Budget
Transfer Page link to see
the actual journal to
review.
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Navigation: Main Menu > Financials > Commitment Control > Budget Journals > Enter Budget Transfer
Requestor – Find Existing Journal
Click on the Find an Existing
Value tab
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Enter the Journal ID in the Journal ID field and click “Search.”
Requestor – Find Existing Journal
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Navigation: Main Menu > Financials > General Ledger > Journals > Journal Entry > Create/Update Journal Entries
Requestor – Find Existing Journal
Click on the Find an Existing
Value tab
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Enter the Journal ID in the Journal ID field and click “Search.”
Requestor – Find Existing Journal
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MDConnect Website is the central location where you can find training material and other resources.
Navigate to: MDConnectinfo.mdc.edu > Training
ONLINE TRAINING - USER PRODUCTIVITY KIT (UPK)• UPK is a tool provided by PeopleSoft which provides step-by-step instructions
on creating and entering transactions in MDConnect• You may access the UPK library here:
– https://mymdupk.oracleoutsourcing.com/UPK/data/toc.htmlNOTE: Processes will be listed, please click the plus sign to expand the topic.There are several different ways to see a process:
MDConnect Help
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On your campus, contact your supervisor or Change Ambassador.
Additional Help
For additional technical support
contact the District IT Help Desk at 305-237-9999
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visit our website:
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