Finance Accounting FN 100 Accounting Customer Service (Units)

Transcription

1 Finance Accounting FN 100 Accounting Customer Service (Units) 1

2 This course is designed to help distinguish which accounting services will continue to be provided through Financial Operations (FinOps) in central Finance and which will be provided by the Accounting Customer Service team in the Shared Services Center (SSC). It includes a instructions for how to request services and/or help regarding ChartFields, Approver Table Maintenance, Journal Entries (JE s) and how to communicate with SSC and FinOps. 2

3 Course Introduction Course Map Course Introduction LESSON 1: ChartFields LESSON 2: Approver Table Maintenance LESSON 3: Journal Entry LESSON 4: Communicate with SSC & FinOps Course Summary 3

4 Lesson 1: ChartFields 4

5 Lesson 1: ChartFields Overview Units will make requests regarding ChartFields via online eforms. You must complete the required fields (in red) on each eform. The links to these forms can be found on the SSC and FinOps websites. Note: Sponsored Sub Project/Grants should continue to be sent to: 5

6 Lesson 1: ChartFields Sample eform There will be a different eform for each ChartField request: Non-Sponsored Project Grant Request ShortCode Request Program Request Department Request Account Request Endowment Request NOTE: Excel files will no longer need to be used 6

7 Lesson 1: ChartFields Contact Information for ChartFields For Project/Grant, Program, ShortCode or Department inquiries: OR Call and select (4) to be connected to the Accounting Customer Service Team For Account or Class inquiries: OR Call For Endowment inquiries: EndowmentFundStaff@umich.edu OR Call

8 Lesson 1: ChartFields Inactivated Addresses The following addresses will be INACTIVATED: 8

9 Lesson 1: ChartFields CaseConnect Clicking this icon will allow you to attach documents If you receive an regarding your request: Click on the link in the Upload supporting documentation if requested Add information in the Additional Comments section to clarify or confirm a transactions accuracy Click Save Add information here! NOTE: Please respond to requests from the SSC/FinOps within 3 business days 9

10 Lesson 2: Approver Table Maintenance 10

11 Lesson 2: Approver Table Maintenance Overview & Contact Information Department Managers will be responsible for setting up and maintaining the Approver Table for their department IDs. Accounting Customer Service (SSC) will be available to assist with Approver Table maintenance WHO DO I CONTACT AT THE SSC REGARDING APPROVER TABLE MAINTENANCE? 11 ApproverTable@umich.edu OR Call and select (4) to be connected to the Accounting Customer Service Team

12 Lesson 3: Journal Entry 12

13 Lesson 3: Journal Entry Overview JE s are entered in M-Pathways by creating a JE online or by uploading a JE data file. Units will have the option to: Continue processing JE s in their unit Request the SSC to process a JE at any time using an online eform Note: On the JE Upload, Journal Authorizer column will be replaced by the Journal Requester 13

14 Lesson 3: Journal Entry NEW! JE Roles The following roles identify the individual performing the task to request, post, and approve the JE: Requester - Identifies the need for a JE (usually someone in the unit or the person the SSC works with during the reconciliation process who confirms a JE should be written Creator - Uploads or enters the JE online Approver - Determines the accuracy and appropriateness of the transaction before the JE is posted to the GL (the unit's assigned approver) Ad Hoc Approver An additional approver step in M-Pathways before the JE can be posted to the GL. This is optional. Note: To ensure that separation of duties exist, the Requester cannot equal the Approver. 14

15 Lesson 3: Journal Entry Supporting the JE Providing appropriate support for a financial transaction is an essential element of internal control. There are two methods for supporting a JE: JE descriptions Attaching supporting documentationrecommended for all JE s Note: Units will no longer need to submit cover sheets / hard copy supporting documentation for Sponsored JE s. Units are required to upload supporting documentation for Sponsored JE s. 15

16 Lesson 3: Journal Entry Approving the JE JE s are electronically routed for approval if there is a line > $10,000 Units should review management reports for JE's <$10,000 SSC will reconcile JE s where approver does not match the approver table SSC will perform a random audit of JE s < $10,000 16

17 Lesson 3: Journal Entry JE Notifications Approver will receive Approval Required notification (Reminder is sent 3 business days prior to month-end if JE is not approved) Creator will receive JE Approved notification which identified that the JE has been approved and is ready to be posted Requester will receive JE Posted notification which identifies that the JE has been posted to the GL 17

18 Lesson 3: Journal Entry How to Request a JE from the SSC Complete online form and submit to the SSC to create a JE with supporting documentation attached UNIT SSC Creates the JE The unit will receive notification from M-Pathways when the JE has been posted 18

19 Lesson 3: Journal Entry JE Request Online eform 19

20 Lesson 3: Journal Entry Approving a JE Approvers confirm the JE: Is appropriate Is accurate Is legitimate within university guidelines Has the proper ChartField combination Contains the proper supporting documentation 20

21 Lesson 3: Journal Entry JE Pagelet Overview The JE Pagelet can be used to review journals that are in edit error status. Click Journal ID Units should make the change when possible 21

22 Lesson 3: Journal Entry JE Pagelet Edit Errors Navigation: M-Pathways Financials & Physicals Resources > Content 22

23 Lesson 3: Journal Entry JE Edit Error Assistance If you need assistance on a JE edit error, navigate to the Error page and click Notify SSC 23

24 Lesson 3: Journal Entry Who do I contact at the SSC regarding JE s? the Accounting Customer Service Team accountingcustomerservice@umich.edu OR Call and select (4) to be connected to the Accounting Customer Service Team 24

25 Lesson 4: Communicate with SSC and FinOps 25

26 Lesson 4: Communication with SSC CaseConnect Units will be contacted via when there are errors during the month-end, year-end, and review processes. Click the link (This will take you to CaseConnect) Add Additional Comments Add information here! Click Save 26

27 Resources General questions related to Project/Grants, Programs, ShortCodes, Departments, Service Unit Billing, and JE s: or call and select (4) to be connected to the Accounting Customer Service Team Sponsored Sub Project/Grants: or call General questions related to Account or Class: or call General questions related to Endowment Fund: or call Approver table inquiries or assistance with setting up the approver table: or call and select (4) to be connected to the Accounting Customer Service Team Note: Units will no longer have defined FinOps coordinators for Non-Sponsored Project/Grants 27

28 Resources 28

29 Course Summary Questions &Wrap up 29