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Account Reconciliation Quick Guide

Account Reconciliation

Account Reconciliation is a comparison of the

department’s monthly financial reports to

supporting documentation, which is retained in

the department. Verification and substantiation

are essential for an effective internal control

environment, which ensures:

• The accuracy and validity of the entries

and balances

• The records are accurately recorded

• Unauthorized changes/charges did not

occur

• Resolution of discrepancies in a timely

fashion

How to login

Logging in:

1. Go to an Internet browser (accepted browsers

include Internet Explorer, Firefox, Safari or

Chrome).

2. Type http://galaxy.utdallas.edu in address line.

3. Press Enter.

4. Type NetID and Password. Press Signin.

CARTS are

here

Contacts

Payroll Distribution: your department’s budget

analyst, Rohan Nilekani x6386, Dena Davis x5371 or Naomi Emmett x6384

Budget: David Gaarder x6374

Financial Reporting and Account Reconciliation

Application: Alan Thomas x2632 Sponsored Programs Billing: Greg Argueta x2679

Purchasing, Accounts Payable, Travel,

Purchasing Cards: Pete Bond x2301

Payroll : Renee Motley x 5341

Reconcile Deadline Reconcile monthly following the close of financial

books.

Office of Finance sends monthly alerts explaining

when to begin reconciling.

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Account Reconciliation Quick Guide

Search Page Fields

Search Page Search for Cost Search Page This page serves as the “Front Door” to the reconciliation

process. Use the search page to find Cost Centers across a wide range of Periods and Years.

Number Field Description

1 Business

Unit

This field should show DAL01

for the Business Unit. This is a required field.

2 Year This field displays the Fiscal

Year available. Visit the Finance page to verify the current Fiscal

Year. This is a required field.

3 Period This field displays the Fiscal Month (not the calendar

month). It defaults to the prior Fiscal Month (prior 31 days).

This is a required field.

4 Cost Center This field is used to provide a specific cost center. You are not

required to provide a value in this field.

Once you start Account Reconciliation, the Search Page

appears. You need to supply details in the fields (if necessary).

1. Type DAL01 in Business Unit field. (This is required)

2. Select or Type 2011 in Year field. (This is required) 3. Type Period (or month) in Period field. (This is

required) 4. Type Cost Center in Cost Center field. (this is

optional)

5. Click Search button. 6. Click any Cost Center from Search Results list.

Open a Cost Center

1. Click the Cost Center field.

2. Choose any of the displayed tabs: Budget, Approval, Actuals or Encumbrance.

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Account Reconciliation Quick Guide

Approver Search Page Search Page This page lists all Cost Centers in your department.

Note: some of the Cost Centers listed are not your

responsibility to approve.

What to approve?

Only the Cost Centers that require approval appear

highlighted. Previously approved Cost Centers are grayed out

Approving Steps

1. Click Main Menu. Click General Ledger custom. Click Account Reconciliation.

2. Click Transfer to Range of Cost Centers Approval Page.

3. Type or Select Business Unit

4. Type or select Fiscal Year (ie., 2012). 5. Type or select Accounting Period.

6. Click Search button. 7. Select Accounting Period from list.

8. Find the Cost Center from displayed list. 9. Click Approve button in Approve column.

10. Click OK button at bottom of page.

Needs approval

Click to Save changes

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Account Reconciliation Quick Guide

Budget Reconciliation Add Comments

1. Open Account Reconciliation.

2. Click any Cost Center from Search Results list.

3. Click the Comments icon. 4. Type comments.

5. Click Save and Return to Previous Page. 6. Follow up on notes accordingly.

Review transactions.

To Reconcile:

1. Click Reconciliation checkbox. 2. Type your First and Last Name.

3. Click Save button.

To Approve:

4. Click Approval Page checkbox.

5. Click Approve checkbox. 6. Type your First and Last Name.

7. Click Save button.

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Account Reconciliation Quick Guide

Encumbrance Detail Pages

Encumbrance Summary displays any Pre-

Encumbrance or Encumbrance transactions for the fiscal month selected.

View Pre-Encumbrance:

1. Click Pre-Encumbrance Detail link.

2. Review transactions. Add comments where

appropriate.

3. Click Return to Encumbrance Summary link.

View Encumbrance:

1. Click Encumbrance Detail link.

2. Review transactions. Add comments where

appropriate.

3. Click Return to Encumbrance Summary link.

To Reconcile:

1. Click Reconciliation checkbox. 2. Type your First and Last Name.

3. Click Save button.

To Approve:

1. Click Approval page. Click Approve checkbox. 2. Type your First and Last Name.

3. Click Save button.

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Account Reconciliation Quick Guide

Accounts Actuals

The Actuals Reconciliation page displays the expenses

and revenue for the fiscal period by account (salary and/or M&O). The types of account transactions shown

reflect the activity occurring during the Fiscal Period (or

month).

To view all Expense transactions:

1. Go to first expense account.

2. Click View all link.

To view all Revenue transactions:

3. Go to first revenue account.

4. Click View all link.

To Reconcile:

5. Click Reconciliation checkbox. 6. Type your First and Last Name.

7. Click Save button. To Approve:

1. Click Approval page.

2. Click Approve checkbox. 3. Type your First and Last Name.

4. Click Save button.

The transactions are shown using a column-row format called a grid. This layout displays information

for an individual transaction. The grid groups

transactions by expense or revenue accounts. For example, salaries are always in accounts starting

with 5 and M&O accounts start with 6. The following table shows a sample of the Account

number and Account Names displayed on the Account section.

Account Number

Account Name

63001 Consumables

43001 Sponsored Prgms

Revenue

62106 In-St Meals & Lodge

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Account Reconciliation Quick Guide