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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