FUPLOAD Training

Tuesday, May 15, 2012

Mary Ward, Financial Data Administration

Laura Demski, Controller’s Office

Objectives

By the end of this training, you will be able to:– Understand the FUPLOAD process– Use the FUPLOAD Template and submit FUPLOADs

correctly– Define Interdepartmental Sales and Services

Transactions– Identify when to use JFI Rule Code– Follow FUPLOAD Approval Process

Understanding the FUPLOAD Process

What are FUPLOADs Used For?

FUPLOAD = Finance Upload (to GURFEED Data Entry Application)– Enter data into Microsoft Excel spreadsheet– FUPLOAD program converts data into required

format and feeds to Banner

What are FUPLOADs Used For?

Facilitates data entry process for Journal Entries (JEs) and Interdepartmental Invoices (IDIs)– Exactly like JE or IDI except MORE data,

different process– For JEs with 10+ lines of data entry

Using the FUPLOAD Template

How Do You Use FUPLOAD Forms?

See Instructions Tab in FUPLOAD TemplateSteps 1 through 4

1. Create UPLOAD folder in C drive2. Enter data into JVCD3. FTP the file to the FTP Server4. Complete “Email” tab

How Do You Use FUPLOAD Forms?

– Getting Started– How to Complete the Excel Worksheet (JVCD)– How to Complete the Email– How to Submit the File (on FTP server)

How Do You Use FUPLOAD Forms?

Reminders– Tabs are numbered, in order– On Email tab

– Include Long Description– Preparer and Approver Signatures Required

– Maintain with documentation in department records

– Use “sDocRef” column to identify preparer by Phone Extension #

FUPLOAD Descriptions

The more descriptive, the better!• Only have 35 characters to work with• Should indicate what goods/services were provided

Use a distinct description for each separate transaction• FUPLOADs usually cover many different transactions• Include some kind of identifying characters

e.g., Invoice #

Frequent Issues

1.2.3.etc

Defining Interdepartmental Salesand Services Transactions

Why a New Rule Code?

Internally Generated Revenue• Financial Services needs to be able to identify ALL instances of

internally generated revenue (and expense)• For University-wide Financial Statements, this activity is

essentially “eliminated” at year end• Does not affect individual funds• Has become even more imperative due to UNC FIT (Financial

Improvement and Transformation) initiative from UNC Board of Governorshttps://www.northcarolina.edu/initiatives/uncfit/index.htm

External v. Internal Activity

External Activity• Generated by business with outside parties• e.g., Book Disbursements and Cash Receipts

Internal Activity• Includes all transactions that occur between campus

departments

Interdepartmental Sales and Services Transactions

• All transactions that involve transferring payment for goods/services performed for campus departments by another campus department

• Result in Internally Generated Revenue

• Currently reported on Interdepartmental Invoices (IDIs) for smaller transactions

• Credit Revenue, Debit Expense• Should never use GL (Balance Sheet) accounts– Gxxxxx

Identifying When to Use JFI Rule Code

What is a Rule Code?

Determines how data will be processed by Banner Finance

Our purpose:• To be able to identify and segregate Internally

Generated Revenue (and Expense) for year end financial reporting

How?• With Rule Codes JNA (IDIs) and JFI (FUPLOADs)

Rule Codes for FUPLOADs

JFL• For External transactions

JFI• For Interdepartmental Sales and Services transactions

only

When to Use JFI Rule Code

Only for Interdepartmental Sales and Services transactions submitted via FUPLOAD• One department being credited with revenue (1xxxxx)• One department being charged with expense (9xxxxx)NOT for:• External activity• Transfers of funds (using transfer accounts 8xxxxx)

Balance Sheet (Gxxxxx) accounts NOT allowed!If used, FUPLOAD will be rejected

Forms and Rule Codes

External Activity

*entered by General Accounting

External Activity Form Rule CodeJournal Entry Journal Voucher (JV) JN6*

Journal Entry – 10 or more lines FUPLOAD JFL

Corrections and Reclassifications of External Activity

Journal Voucher (JV) JN6*

Corrections and Reclassifications of External Activity – 10 or more lines

FUPLOAD JFL

Forms and Rule Codes

Internal Activity

*entered by General Accounting

Internal Activity Form Rule CodeInterdepartmental Sales and Services Interdepartmental

Invoice (IDI)JNA (pre-populated)

Interdepartmental Sales and Services – 10 or more lines

FUPLOAD JFI

Corrections and Reclassifications of Internal Activity

Journal Voucher (JV) Rule Code used in Original Transaction

Corrections and Reclassifications of Internal Activity – 10 or more lines

FUPLOAD Rule Code used in Original Transaction

Transfers of funds between departments (using transfer accounts 8xxxxx)

Journal Voucher (JV) JT6*

Special IDIs

IDIs with Encumbrances– Only used by Telecom and Facilities Management

departments– One for CI and one for Accounts Payable

Internal Activity Form Rule CodeIDIs with encumbrances for CI Special IDI Debit – JCP or JCF

Credit - JNC

IDIs with encumbrances for Accounts Payable

Special IDI Debit – JEP or JEFCredit - JNB

Corrections and Reclassifications

General Rule:– Use the same rule code that you used in the original

transaction– See Examples

– Easy concept, but may be difficult to remember!

Certain Auxiliary Transactions

Remember that Balance Sheet (Gxxxxx) Accounts are not allowed to be used with the JNA and JFI rule codes

– If charging:– Barnes and Noble (Fund 336050)– Chartwells (Fund 330324), or– Ricoh (Fund 336111)

via Account G13920 “A/R Individual & Business”Use a JV, not an IDI

These transactions represent External Activity

Rule Code Summary

JFI –

Interdepartmental Sales and Services FUPLOADs

JFL –

All other FUPLOADs

Following the FUPLOAD Approval Process

Review Within Departments

FUPLOADs unique– The only review that occurs is within your

department!– Financial Services does not review FUPLOADs like

they do with Journal Entries– Greater burden on each department to submit

correct data and maintain documentation

“Approved FUPLOADer” List

You need to be on this list to submit FUPLOADs to Mary Ward in Financial Services

By signing the list, you agree that you have …

Steps To Be Able to FUPLOAD

1. Read Journal Entry Guidelines http://finance.uncc.edu/controllers-office/general-accounting

2. Read UNCC Policy Statement #33 http://legal.uncc.edu/policies/ps-33.html

3. Receive informal training from Mary Ward in Financial Services

4. Review FUPLOAD materials and instructions5. Obtain signed approval from financial manager

Name will then be added to “Approved FUPLOADer” list

Once Approved to FUPLOAD

1. Always make sure you have approval for FUPLOADs submitted

2. Always maintain supporting documentation in department records

(retain for three years)3. Always review FUPLOADs for accuracy, including

correct Account Codes, Fund Codes, Amounts (Debits = Credits!), Rule Code, and Description

You should now be able to…

– Understand the FUPLOAD process– Use the FUPLOAD Template and

submit FUPLOADs correctly– Define Interdepartmental Sales and

Services transactions– Identify when to use JFI Rule Code– Follow FUPLOAD Approval Process

Questions?

For questions related specifically to FUPLOADs (filling out Excel worksheet, uploading to the FTP server, reject errors, etc.), contact Mary Ward, 7-5815

For questions related to Rule Codes, Interdepartmental Sales and Services, Account use, etc., contact Laura Demski, 7-5002 or Kim Seamans, 7-5752

On FS Website

• FUPLOAD materials:• FUPLOAD training presentation• FUPLOAD Approval Request Form• Summary and Examples of Interdepartmental

Transactions• http://finance.uncc.edu/financial-data-

administration-fda/fupload-materials

Other GuidanceOn General Accounting website:http://finance.uncc.edu/controllers-office/general-accounting

Journal Entry Guidelines cover: Journal Vouchers, FUPLOADs, IDIs, etc. Preparer and Review Responsibilities Documentation Requirements

Financial Management Guidelines cover: Reconciliation Budget Management Reviewing for Encumbrances Etc.

Thank youand Happy FUPLOADing!