departmental correction - tulane university...• use the departmental correction form to make...

Departmental Correction Manual

• Policy • Logging In • Log-In Screen • Initiating a Departmental Correction • Departmental Correction Information Screen (Header) • Summary Screen • Adding Journal Lines to the Summary Screen • Submit • Approver’s Action Buttons • Checking the Status of an IT

psimons

11/21/2014

Departmental Correction

1

Policy

• Use to correct an erroneous transaction previously entered in the University’s accounting records. The error may be in the amount or in the coding of the original transaction.

• This form can also be used to distribute costs to multiple accounting objectives. - i.e., sharing specific costs with another account or department


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Logging In:

• Log in through Gibson Online using your Tulane network (LDAP) user ID and password - Your Tulane email credentials without the “@tulane.edu” following your user

name


3

Log-In Page

• When you log in, a screen appears with the following selections - To Do List: Lists all ITs awaiting action from you - Watch List: Lists all ITs that you have taken action on during the approval routing - Blank Forms: Lists the IT types (Transfer of Funds, Departmental Correction and

Interdepartmental Order) Click on the IT type to initiate a form

- Administration Forms: Lists look up tables User Initiated IT Folders: ITs that you have initiated in the past Department Listing: A list of current TAMS organizations Natural Accounts: A list of current TAMS natural accounts Org Initiated IT Folders: ITs that have been initiated by your organization in

the past - Reports: Lists actions to allow you to print a formatted version of any of your past

ITs - Recent Content: Lists content recently added by the administrator

• Note that the To Do List is bolded and underlined indicating the currently open screen • Single click on any of the selections to open that screen


4

Initiating a Departmental Correction

• From the Selections menu, single click on Blank Forms • Open (initiate) a blank form by clicking on the appropriate process

- Departmental Correction - Interdepartmental Order - Transfer of Funds


5

Correction Information Screen (Header)

• Use the Departmental Correction form to make corrections between accounts or to split

a cost with another account or department • The reference number at the top left hand corner of the form is system generated (in

this example, ID#: C-000127) • All fields with a red asterisk are required • Effective Date: This date determines which GL period the IT gets posted in

- Should never be future dated • Expenditure Date: Only required if you are using a grant (5XXXXX) on the IT

- Should never be future dated • Correction Type

- Exisiting IT: If you select this option, a field will appear that will prompt you to enter the IT # of the IT you want to correct

If the offsetting account belongs to another org and you are not sure of the account number, you can include the offsetting org in this field to send it to that org to allow the Org Approver to add the correct account number. It will then route to all required approvals.


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Correction Information Screen (Cont’d) This field is validated so the referenced IT # must be entered exactly as it is

in the system Once you include the IT # to be corrected, you will be able to link to the

referenced IT from the Departmental Correction for the life of the form - Legacy IT: If you select this option, you will be prompted to attach a scanned

copy of the IT to be corrected Once you attach a scanned copy of the IT to be corrected, the attachment

will be linked to the Departmental Correction for the life of the IT - Other Correction: If you select this option, you will be prompted to type in a brief

explanation of what you are correcting You would also check this option if you are splitting a cost with another

account/department • Originating Department: The department for which you are initiating the Departmental

Correction • Prepared By: Defaults the Initiator’s user ID (Write-protected) • Category: Defaults the IT process that you selected (Write-protected) • Short Subject: Include a short description on why the IT is being initiated

- This description is important because it appears in the “Subject” column of the IT in your To Do List and your Watch List

• Reference/Justification: Include detailed information regarding the IT - Information in this field does not appear in TAMS or any TAMS reports

• Offsetting Department: If the offsetting account belongs to another organization and you are not sure of the account number, you can include the offsetting org in this field to route the incomplete IT to that department to add their distribution information

- If you include an org in this field, the form will route to the org approver of that org to allow him or her to add the offsetting account and balance the entry

- If the correction is between accounts within your organization, or if you know the other org’s account number and intend to add it, you do not need to complete this field

• Click OK to go to the Summary screen where you can include account distribution information


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Summary Screen

• This screen allows you to include account distribution information • Note the tab selections at the top of the screen

- Department Correction Form Summary: The current screen


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Summary Screen (Cont’d) - View Attachments: Click on this tab to view all attachments that have been added

during the routing of the IT Attachments can be added by the Initiator or any of the Approvers

- Notes: Click on this tab to view all notes that have been added during the routing of the IT Notes can be added by the Initiator or any of the Approvers for any reason If any Approver returns the IT to the Initiator, a prompt will appear that will

require a note when the Initiator clicks the Return to Initiator button - Status And History: Click on this tab to view an audit trail of the IT

Includes Initiator, Approvers, actions taken and dates and times of actions taken

Also shows whose To Do List the IT is currently on • Note the buttons at the bottom of the form

- Edit Journals: Click this button to add account/project distribution information - Edit Correction Information: Click this button to go back to the Correction

Information screen (header) to make any changes or corrections - Add Note: Click this button to open a dialogue box that will allow you to type a

note for the IT - Discard: Click this button to completely delete the IT

This action is only enabled for the Initiator - Manage Attachments: Click this button to add or delete attachments

Delete action is only enabled for the Initiator - Add Attachments: Click this button to add an attachment

Pdf, Word and Excel file types allowed Initiator and all Approvers can add attachments

- Close: Click this button to close and save the form to your To Do List The form will remain on your To Do List until you are ready to complete it

and submit it


9

Adding Journal Lines

• When you click on the Edit Journals button, the screen shown above opens to allow you

to add account/project data • You can click the View All NA button to view a table of current TAMS natural accounts • Expenditure Date is only required if you are using projects (5XXXXX) • When you are ready to add journal lines, click the plus sign ‘+’ above the appropriate

section (General Ledger or Grants section)


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Adding Journal Lines (Cont’d)

• Edit General Ledger Journal Rows

Acct: Account number to be debited/credited NA: Natural account to be debited/credited DU: Department Use Code to be debited/credited Act Date: Activity Date associated with the journal line

• This date is descriptive only and does not determine the accounting period of the IT

Line Description: Appears in TAMS and on the monthly TAMS Transaction Report • Character limit is 200

Debit/Credit: The amount to be debited or credited Message: If any of the line information you entered does not pass validation, you

will receive a message with the error details after you click OK


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• Edit Grants Journal Rows

Proj/Task/Award: Grant to be debited/credited • Proj/Task/Award link is validated and will reject if any of the values

are incorrect Exp Type: Expense type to be debited/credited Comment: Appears on the monthly TAMS grants statement

• Character limit is 200 Debit/Credit: The amount to be debited or credited Message: If any of the line information you entered does not pass

validation, you will receive a message with the error details after you click OK


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• When you are finished adding your journal line information, click OK to validate the

information you have entered and to automatically open the Submit screen - If any of the information you entered does not pass validation, you will remain on the Edit

screen and receive a message with the error details in the Message column

After you have entered all journal data and clicked OK, you will get an error message if there are any validation issues. Otherwise, you will move to the Submit screen


13

Submit

• Notice on the submit screen shown above that two new action buttons are now

available at the bottom of the screen - If you included an offsetting org on the Correction Information Screen (see page

4), you will get a button called Send to Offsetting Acct Org instead of the Submit buttons shown above


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Submit (Cont’d) - Submit Correction: Click this button to submit the IT which moves the IT to the

first Approver If the Initiator is also the Approver, the IT will skip that approval and move

to the next Approver if applicable - Submit Correction with Plus One: Click this button to submit the IT to the

Approver and the Approver’s Plus One If the Initiator is also the Approver, the IT will skip that approval and move

to the Approver’s Plus One before moving to the next Approver if applicable

Submit to Offsetting Account Org

• If you chose an offsetting org to complete the offsetting account distribution (see page 4), you will get a Send to Offsetting Account Org button instead of the Submit and Submit with Plus One buttons

- When you select this button, the IT will go to the offsetting org you chose in the Information screen to allow the Org Approver to add an account(s) to balance the IT

- Once the IT is submitted by the offsetting org, it will go through all appropriate approvals and the initiator will be notified via email alert


15

Approver’s Action Buttons

• If you are an Approver and need to approve an IT, log in to the electronic IT system and choose the To Do List tab

- Click on the appropriate IT from the list to open it for review and to approve or send back to Initiator

- You will receive an email notification when an IT is ready for your approval


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Approver’s Action Buttons (Cont’d) • The following action buttons are available

- Add/View Delegate Approvers: This button allows the Approver to add a delegate or delegates who will also have the ability to approve any ITs sent to the Approver for future ITs

- Approve: Click this button to approve the IT and move it forward to the next stage of the workflow

- Approve with Plus One: Click this button to approve the IT and move it to your Plus One Approver before moving it forward to the next stage of the workflow

- Remove Delegate Approver: Click this button to remove any delegates that have been added in the past

- Modify Line Description: This button allows the Approver to modify the Line Description if necessary, but not any other information (i.e. amount)

- Return to Initiator: Click this button to return the IT to the Initiator You will be prompted and required to add a note explaining why

- Add Note: Click this button to add an optional note - Add Attachment: Click this button to add an attachment if desired

Attachments can be in PDF, Word or Excel format


17

Checking the Status of an IT

• Any time that you want to check the status of an IT that you either initiated or

approved, log in and choose the Watch List • Once the Watch List opens, you can filter the what type of ITs you see (i.e. Departmental

Correction, Transfer of Funds, Interdepartmental Order) by choosing the appropriate process in the Process field, or you can select All to see all types

• Open the IT by clicking anywhere on the line - Reminder: Any IT that you have initiated or approved will remain on your Watch

List until it is processed and posted - You can check the status of any of these ITs as long as they are on your Watch List

You can filter the type of ITs you want to see by choosing the type from this Process field or you can select All


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Checking the Status of an IT (Cont’d)

• When the Summary screen opens, click on the Status and History tab to view the status of

your IT - Includes whose To Do List the IT is currently on and all phases of approval and

actions taken


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• The Status and History screen includes the entire history of the IT since initiation • The header shows

- Whose To Do List the IT is on waiting for action - Whose Watch List the IT is on - The stage of routing and the exact date and time the IT hit that stage - The initiator and date and time the IT was initiated

• In this example - The IT is at the Accounting Office waiting to be staged for processing - Action was taken on the IT (Watch List) by bwayne as the org approver and

psellers as the intiator


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• The region at the bottom of the screen shows all actions taken throughout the life of the IT

• The most recent action is at the top of the list - Notice in this example that the IT is at the Accounting Office - When you are finished reviewing the Status and History, click the Close button

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