System Updates and Resolutions

Actions Units Need to Take

COMPLETE: 11 Sub-Ledger Accounting issues affecting transactions between the Projects sub-ledger and the general ledger (Jun. 7, 2017)

  • We have posted the reclassification entries for Sub-Ledger Accounting (SLA) issue 1; and SLAs 2, 8 and 11, which have affected accurate processing of transactions between the Projects sub-ledger and the general ledger. Configuration changes and re-class entries are now complete for the 11 SLA rules. Read the complete update and access the resources, including pivot tables and the May 23 Webinar.

Financial Management: Incorrect default chart of accounts segment values for expense reports (Apr. 18, 2017)

  • Override default values with correct general ledger and Project strings
  • For expense reports that have been submitted, do a regular journal entry or a Project cost transaction (Project-to-Project, general ledger-to-Project, or Project-to-general ledger)

Financial Management: Data that converted incorrectly (Apr. 18, 2017)

Actions to be taken by individual units

  • If the UDO is incorrect, contact gca@ored.rutgers.edu (sponsored), or coa@finance.rutgers.edu (non-sponsored) to request a project set-up correction for future transactions
  • If the general ledger opening converted balances have not been corrected, and...
    • You know the reclassification entry, prepare it and contact the Controller's office
    • You do not know the reclassification entry, contact the Controller's office

Financial Management: Internal Purchase Order (IPO) credits applied to a default account (Apr. 18, 2017)

  • If you have not received IPO credits, run OTBI query, “IPO Invoices and Payments” report and contact Controller’s office to ensure the IPO process is working credits have been reclassified to your accounts
  • If a credit needs to be recorded to a project, do a general ledger-to-Projects entry. This will need to be done on an ongoing basis.

Financial Management: Change in Source of Funds (CISF) and Salary and Wage Redistribution and Justification Cost Transfers (SWRJ) forms (May 16, 2017)

Actions to be taken by individual units

Financial Management: Viewing Project acount balances (Mar. 28, 2017)

The most accurate reporting of project accounting is in the projects sub-ledger. To view your project balance, you will need to run Oracle Transactional Business Intelligence (OTBI) queries. We acknowledge that there are some errors in the sub-ledger, which we are working to resolve. Account balance variances in these queries, may be the result of one or more of the reasons listed here.

Resources

Financial Management: Preparing and submitting cash journal entries (May 24, 2017)

Cash journal transactions must be prepared and submitted for approval by the next business day of the related bank deposit.

  • Review your accounts and identify gaps in revenue that may be the result of not processing cash journals or needing to work down a backlog of cash journals.
  • Ensure that all staff who are responsible for processing cash journals are adequately trained.
  • Prepare and submit all currently unrecorded cash transactions using the cash journal process as soon as possible.
  • Since journals submitted are routed to the cashier for approval, please provide cashiering with adequate time for their review and approval process. The May close is currently scheduled for June 8, 2017. Cash journals need to be submitted on or before June 1 to ensure posting for the May close.

If you have questions, please contact the Controller’s Office at uco@finance.rutgers.edu.

 

Actions being Taken by Central Administration

 

COMPLETE: 11 Sub-Ledger Accounting issues affecting transactions between the Projects sub-ledger and the general ledger (Jun. 7, 2017)

  • We have posted the reclassification entries for Sub-Ledger Accounting (SLA) issue 1; and SLAs 2, 8 and 11, which have affected accurate processing of transactions between the Projects sub-ledger and the general ledger. Configuration changes and re-class entries are now complete for the 11 SLA rules. Read the complete update and access the resources, including pivot tables and the May 23 Webinar.

Financial Management: Payroll transactions dated after the grant end date +90 (Apr. 18, 2017)

GCA and the Controller's Office are correcting end dates, and will reprocess transactions to post to grant or operating account. A report is being developed to show unprocessed transactions.

Financial Management: Change in Source of Funds (CISF) and Salary and Wage Redistribution and Justification Cost Transfers (SWRJ) forms (Apr. 18, 2017)

GCA and the Controller's Office are reviewing and processing forms.

Financial Management: Data that converted incorrectly (Apr. 18, 2017)

Grant and Contract Accounting (GCA) and the Controller’s Office (UCO) completing conversion data analysis/effort

Financial Management: Invoices not posted to the general ledger (May 1, 2017)

Targeting end of May 2017 to resolve remaining invoice issues and reconcile emergency payments

Financial Management: Preparing and submitting cash journal entries (May 24, 2017)

  • We have updated the cash journal job aid.
  • We will host a Webinar to walk through the cash journal process. We encourage you to join the session with other people on your team who may be responsible for preparing and submitting cash journal entries. You will receive a separate email with details for the Webinar, which will be recorded for re-play.
  • We will continue to monitor the financial statements, especially revenue, and contact units to assist with establishing the practice of routinely processing cash journal entries.
  • We may perform on-site training, if necessary.

Expense Management: Availability of mobile app

The mobile app is planned for release in 2017