finance|accountingast.umich.edu/pdfs/fn100-acct-cust-service.pdflesson 1: chartfields overview units...
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Finance|Accounting
FN 100 Accounting Customer Service (Units)
FN100 University of Michigan Shared Services 1
University of Michigan Shared Services
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.
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Course Introduction Course Map
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Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
Course Introduction
LESSON 1: ChartFields
LESSON 2: Approver Table Maintenance
LESSON 3: Journal Entry
LESSON 4: Communicate with SSC
Course Summary
Lesson 1: ChartFields
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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.
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Note: Sponsored Sub Project/Grants should continue to be sent to:
Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
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Lesson 1: ChartFields Sample eForm
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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
Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
NOTE: Excel files will no longer need to be used
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Lesson 1: ChartFields Contact Information for ChartFields
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For Project/Grant, Program, ShortCode or Department inquiries: Email [email protected] OR Call 5-2000 and select (4) to be connected to the Accounting Customer Service Team For Account or Class inquiries: Email [email protected] OR Call 4-6752 For Endowment inquiries: Email [email protected] Call 3-4163
Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
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Lesson 1: ChartFields Inactivated Email Addresses
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The following email addresses will be INACTIVATED:
[email protected] [email protected] [email protected]
Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
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Lesson 1: ChartFields Case Self Service
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If you receive an email regarding your request:
• Click on the link in the email
• Upload supporting documentation if
requested
• Add information in the Additional Comments
section to clarify or confirm a transactions
accuracy
• Click Save
Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
NOTE: Please respond to requests from the
SSC/FinOps within 3 business days
Clicking this icon will allow you to
attach documents
Add information here!
Lesson 2: Approver Table Maintenance
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Lesson 2: Approver Table Maintenance Overview & Contact Information
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WHO DO I CONTACT AT THE SSC REGARDING APPROVER TABLE MAINTENANCE?
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
Call 5-2000 and select (4) to be connected to the Accounting Customer Service Team
Email [email protected]
OR
Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
Lesson 3: Journal Entry
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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
Lesson 3: Journal Entry Overview
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Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
Note: On the JE Upload, Journal Authorizer column will be replaced
by the Journal Requester
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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.
Lesson 3: Journal Entry NEW! JE Roles
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Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
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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 documentation-
recommended for all JE’s
Lesson 3: Journal Entry Supporting the JE
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Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
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.
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• 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 the DeptID on the line is
different than the Requester’s Appointing DeptID
• SSC will perform a random audit of JE’s < $10,000
Lesson 3: Journal Entry Approving the JE
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Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
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• Approver will receive Approval Required notification
(Reminder email 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
Lesson 3: Journal Entry JE Notifications
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Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
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Complete online form and submit to the SSC to
create a JE with supporting documentation
attached
UNIT
Creates the JE
The unit will receive notification from
M-Pathways when the JE has been posted
SSC
Lesson 3: Journal Entry How to Request a JE from the SSC
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Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
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Lesson 3: Journal Entry JE Request Online eForm
Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
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Approvers confirm the JE:
• Is appropriate
• Is accurate
• Is legitimate within university guidelines
• Has the proper ChartField combination
• Contains the proper supporting documentation
Lesson 3: Journal Entry Approving a JE
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Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
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Lesson 3: Journal Entry JE Pagelet Overview
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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
Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
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Lesson 3: Journal Entry JE Pagelet – Edit Errors
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Navigation: M-Pathways Financials & Physicals Resources > Content
Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
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Lesson 3: Journal Entry JE Edit Error Assistance
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If you need assistance on a JE edit error, navigate to
the Error page and click Notify SSC
Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
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Lesson 3: Journal Entry Who do I contact at the SSC regarding JE’s?
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Call 5-2000 and select (4) to be connected to the Accounting Customer Service Team
Email the Accounting Customer Service Team [email protected]
OR
Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
Lesson 4: Communicate with SSC and FinOps
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Lesson 4: Communication with SSC Case Self Service
Units will be contacted via email
when there are errors during the
month-end, year-end, and
review processes.
• Click the link (This will take you
to Case Self Service)
• Add Additional Comments
• Click Save
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Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC
Add information here!
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Reso
urce
s
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General questions related to Project/Grants, Programs, ShortCodes, Departments, Service Unit Billing, and JE’s: Email [email protected] or call 5-2000 and select (4) to be connected to the Accounting Customer Service Team Sponsored Sub Project/Grants: [email protected] or call 4-8204 General questions related to Account or Class: [email protected] or call 4-6752 General questions related to Endowment Fund: [email protected] or call 3-4163 Approver table inquiries or assistance with setting up the approver table: [email protected] or call 5-2000 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
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Reso
urce
s
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Course Summary Questions &Wrap up