uwinsite finance handbook...• fusion expenses app uwinsite finance uses the fusion expenses mobile...

UWINSITE FINANCEHANDBOOK FEBRUARY 2018

GETTING STARTED i

INTRODUCING UWINSITE FINANCEModules, Structure 4The Basics 5Navigate Successfully 6How to: Save Frequent Tasks as Favorites 7

CHART OF ACCOUNTS 2.0The Transformation 8Top 20 Natural Accounts to Know 9

SELF-SERVICE PROCUREMENTBuying and Reimbursement Overview 10Receiving Goods in UWinsite Finance 12How to: Get a Supplier Added to the Address Book 13 GETTING EXPENSES REIMBURSED How to: Delegate Your Authority 14How to: Update Your Banking Information 16

WORKING WITH THE GENERAL LEDGERHow to: Prepare a Deposit 17How to: Prepare a Journal Entry 18How to: Query Accounts Using Budget Monitor 20How to: Re-Classify P-Card Transactions 21

PLANNING & BUDGETING Budget Development and Adjusting 22

NEED HELP? ii

UWINSITE FINANCETABLE OF CONTENTS

GETTING STARTED

ACCESSING UWINSITE FINANCETo access UWinsite Finance, go to uwindsor.ca/uwinsitefinance. Log in using your UWin ID and Password.

GETTING THE MOST OUT OF UWINSITE FINANCETwo additional tools will help you maximize the use of UWinsite Finance:• Fusion Expenses App

UWinsite Finance uses the Fusion Expenses mobile application to empower campus members to quickly capture their expenses as they are incurred with minimal data entry.

• ADF Desktop Integration Installer If you will be uploading spreadsheets to UWinsite Finance, you will need the ADF Desktop Integration Installer.

Please visit uwindsor.ca/uwinsitefinance for instructions on finding and installing the Fusion Expenses app and the ADF Desktop Integration Installer.

NOTEThe UWinsite Finance Handbook has been designed for high-frequency users for their own use and to help others.

VOL. 1 — FEBRUARY 2018 | 54 | UWINSITE FINANCE HANDBOOK

INT

RO

DU

CIN

G U

WIN

SIT

E F

INA

NC

E | T

HE

BA

SIC

S

INT

RO

DU

CIN

G U

WIN

SIT

E F

INA

NC

E | M

OD

UL

ES

, ST

RU

CT

UR

E

INTRODUCING UWINSITE FINANCEMODULES, STRUCTURE

INTRODUCING UWINSITE FINANCETHE BASICS

GENERALLEDGER

PLANNING AND

BUDGETING

PROJECTSRESEARCH AND

CAPITAL

REPORTING

SELF-SERVICE PROCUREMENT

iEXPENSES

AR AND BILLINGS

ACCOUNTS PAYABLE

UWinsite Finance is a grouping of modules that operate independently but work in harmony.

A helpful analogy is to think of the Uwinsite Finance system as the solar system, with each module representing a planet. While the planets operate independently, they exist within the same system.

The General Ledger (GL), the main records of the University, is the sun in the centre of the solar system. Transactions flow through the various modules to arrive at the GL.

Each of the modules, or planets, is able to operate independently, therefore we have unique security and access rules for each of the modules.

The modules broadly available to all faculty and staff are iExpenses, the Travel and Expense man-agement system, and Self-Service Procurement.

UWinsite Finance works anywhere you do, with simple one-step access from any computer, tablet or mobile device connected to the Internet.

BROWSER• Firefox is the preferred web browser when using

UWinsite Finance. Other web browsers such as Internet Explorer or Chrome can also be used but may have performance issues.

• Multiple windows of UWinsite Finance can be opened in the same web browser. This tip is useful when working on multiple tasks.

• Avoid clicking “back” or “refresh” in your browser.

BOOKMARKS• In your web browser (preferably Firefox), book-

mark https://efhc.fs.ca2.oraclecloud.com/home-Page/faces/FuseWelcome to quickly and easily log into UWinsite Finance.

• If you are also a UWinsite Planning & Budgeting user, bookmark https://planning-efhc.pbcs.ca2.oraclecloud.com/workspace.

SEARCH• % – A wildcard character when performing

a search. The wildcard character can also be used multiple times in a search. For example: %journal%transaction.

• When performing a search, there are functions where the search tool is case sensitive (i.e. in the Accounts Receivable module) while other search functions are not case sensitive. When in doubt, use capitals at the beginning of words.

• An asterisk (*) indicates a required field that needs to be filled before a task is submitted or completed. When performing a search, multiple fields may have an asterisk. In this case, at least one of the fields must be completed.

6 | UWINSITE FINANCE HANDBOOK

INTRODUCING UWINSITE FINANCENAVIGATE SUCCESSFULLY

NAVIGATION TOOLS

GLOBAL ICONS

SearchExport to Excel

Query by Example

Delete

Tasks Edit

Reports and Analytics

Add Duplicate

INT

RO

DU

CIN

G U

WIN

SIT

E F

INA

NC

E | N

AV

IGA

TE

SU

CC

ES

SF

UL

LY

Settings and Actions Menu

Favourites andRecent Items

Show (Hide)Help

Navigator Home Accessibility

Watchlist

Notifications

NOTE: The Search, Tasks and Reports and Analytics icons are often found on the right side of the page.

VOL. 1 — FEBRUARY 2018 | 7

INTRODUCING UWINSITE FINANCEHOW TO: SAVE FREQUENT TASKS AS FAVORITES

INT

RO

DU

CIN

G U

WIN

SIT

E F

INA

NC

E | H

OW

TO

: SA

VE

FR

EQ

UE

NT TA

SK

S A

S F

AV

OR

ITE

S

SAVING YOUR FREQUENT TASKS IN UWINSITE FINANCE AS FAVORITES:As you work with UWinsite Finance, you may find that you are frequently performing the same tasks. To get to these functions quickly and easily, you can save them as individual favorites, allowing you one-click access to the tasks you need.

1. Navigate to a task you frequently perform.2. Click the Star icon to open the Favorites and

Recent Items dialogue box.3. In the Favorites tab, click Add to Favorites. 4. In the Name field, modify the name or keep the

pre-populated name.5. Click Save and Close.6. Repeat steps 1-5 for all other tasks you would

like to favorite.

ACCESSING YOUR FAVORITES IN UWINSITE FINANCE:

1. Click the Star icon to open the Favorites and Recent Items dialogue box.

2. Your favorites will appear as text links under the Favorites tab.


CH

AR

T O

F A

CC

OU

NT

S 2

.0 | TH

E T

RA

NS

FO

RM

AT

ION

CHART OF ACCOUNTS 2.0THE TRANSFORMATION

CH

AR

T O

F A

CC

OU

NT

S 2

.0 | TO

P 20 N

AT

UR

AL

AC

CO

UN

TS

TO

KN

OW

CHART OF ACCOUNTS 2.0TOP 20 NATURAL ACCOUNTS TO KNOW

CHART 1.0

CHART 2.0

FUND

FUND BUSINESS UNIT OBJECT, SUB-OBJECT

DEPARTMENT PROGRAM PROJECT NATURAL ACCOUNTS

INTER FUND

FUTURE USE

CLASSIFICATION

The Chart of Accounts is the way we translate your business activities into our financial statements.

Chart of Accounts 2.0 was designed by the campus to provide greater transparency, improved uniformity, and better reports.

DEPARTMENT is based on the University’s organizational structure. Generally, a Department has a Dean, Head, AAU, VP or ED.

PROGRAM is a tool to distinguish the different ongoing activities of a department. Trust accounts are progams.

PROJECT is a distinguishable initiative with an end date. Research Grants and Capital Projects are Projects.

NATURAL ACCOUNTS are the “what” of the transaction (what you bought, what you earned).

CLASSIFICATION is used for central tracking and budgeting purposes. For example, travel can be tracked as Professional Development.

The Natural Accounts answer the question “what did you buy?” or “how did you earn revenue?” in the language of the Chart of Accounts 2.0.

The requisitioning and reimbursement elements of UWinsite Finance are designed so that users interact with descriptive Expenditure Types (such as Travel – Mileage) rather than having to know all of the Natural Accounts.

From time to time when performing journal entries, users will need to work with the Natural Accounts.

TIPS FOR NAVIGATING THE NATURAL ACCOUNTS:• The Naturals are all five digit numbers • Naturals starting with 1, 2, 3 or 4 are Balance

Sheet Accounts • Naturals starting with 5 are External Revenues • Naturals starting with 6 are Internal Revenues • Naturals starting with 7 are Internal Expenses • Naturals starting with 8 are External Expenses • Naturals starting with 9 are Appropriations or

Budget Carry Forwards • The Interfund Naturals to know are 67900 for

your credits and 77900 for your debits

THE TOP TWENTY MOST POPULAR NATURAL ACCOUNTS FOR EXTERNAL EXPENSES:82120 . . . . . . . . . . . . . . . . Professional fees 82130 . . . . . . . . . . . . . . . . Membership fees82150 . . . . . . . . . . . . . . . . . Advertising-PR- . . . . . . . . . . . . . . . . Student Recruit Expense82210 . . . . . . . . . Office and Computer Supplies 82220 . . . . . . . . . . . Lab and Teaching Supplies82240 . . . . . . . . . . . . . . . Print and Stationery82270 . . . . . . . . . . . .Licenses / Fees / Rentals82310 . . . . . . . . . . . . . . . Events, Workshops . . . . . . . . . . . . . . . and Production Expenses82320 . . . . . . . . . . . . . . . .Training Expenses 82330 . . . . . . . . . . . . . Travel Expense – Other82331 . . .Travel Expense – Meals & Entertainment 82332 . . . . . . . Travel Expense – Accomodations82333 . . . . . . . .Travel Expense – Transportation82410 . . . . . . . . . Outgoing Freight and Postage82430 . . . . . . . . . . . Duplicating and Shredding83121 . . . . . . . . . . . . Equipment – Computers83110 . . . . . . . . . . . . . . . . . . . . . Furniture83130 . . . . . . . . . . . . . . . . . . . . . Software83120 . . . . . . . . . . . . . . . . . . . Contractors83220 . . . . . . . . . . . . . . . . . Repairs - Other

NOTE: A helpful tip when creating journal entries for internal recoveries is when one side of the journal entry starts with a 6, the other side must start with a 7.

NOTE:The Chart of Accounts User Guide and online translator tool are both available at uwindsor.ca/uwinsitefinance.


OVER $100,000 Contact the Procurement office; a public competitive bid process is required. After the preferred supplier is identified, submit a

Purchase Requisition to preferred supplier with winning bid attached.

BETWEEN $10,000-$100,000 Contact the Procurment office to

obtain a minimum of 3 competitive quotes. After low quote is identified,

submit a Purchase Requisition to low quote supplier with

quote attached.

BETWEEN $2,500-$10,000 Is a preferred supplier known?

YES Submit a Purchase Requisition

to preferred supplier with a competitive quote attached.

NO Submit a Purchase Requisition

with a proposed supplier identified. Procurement Office will assist in

identifying the appropriate supplier.

YES Purchase on account and receive

the supplier invoice (without a PO). Submit a Payment Request for

approval then, once approved, scan the invoice to A/P.

NO Purchase the goods/services

through a personal payment method. File a Non-travel Expense Claim

in iExpenses.

NO Will the supplier allow you to

purchase “on account” and invoice the University?

YES Charge to your P-Card. Visit Scotia

CentreSuite system to ensure charges are recorded against your

correct accounts.LESS THAN $2,500

Do you have a P-Card and the supplier accepts credit cards?

GOODS / SERVICES WHAT IS THE EXPECTED COST (EXCLUDING TAXES) OF YOUR PURCHASE?

YES Do you have a UWindsor Travel card and the supplier accepts

credit cards?

YES Purchase your travel items with the

UWindsor travel card. Submit a Travel Expense Claim in iExpenses.

NO Purchase your travel items by whatever means appropriate.

Submit a Travel Expense Claim in iExpenses.

NO You cannot receive a travel advance.

TRAVEL / ENTERTAINMENT WILL YOU REQUIRE A TRAVEL ADVANCE?

SELF-SERVICE PROCUREMENTBUYING AND REIMBURSEMENT OVERVIEW WHAT ARE YOU BUYING?

UWinsite Finance offers paperless requisitioning, ordering and expense reporting never before seen on our campus. Two modules within the system, Self-Service Procurement and iExpenses, are used for buying and reimbursement. The decision tree helps users to understand which modules to use in each of their typical business scenarios.

SE

LF

-SE

RV

ICE

PR

OC

UR

EM

EN

T | B

UYIN

G A

ND

RE

IMB

UR

SE

ME

NT O

VE

RV

IEW

SE

LF

-SE

RV

ICE

PR

OC

UR

EM

EN

T | B

UYIN

G A

ND

RE

IMB

UR

SE

ME

NT O

VE

RV

IEW

NOTE: Invoices can be scanned and emailed to [email protected]


SELF-SERVICE PROCUREMENTRECEIVING GOODS IN UWINSITE FINANCE

With the introduction of UWinsite Finance, the University is moving to a best practice of 3-way matching. This allows for better control to ensure we receive all the goods and services that we order and pay for.

The supplier address book contains the records of all of the contractors, vendors, and others the University does business with.

Before a requisition can be issued, or an invoice can be paid, the supplier must be added to the address book. A population of approximately 1,000 of the most popular suppliers on campus have already been loaded into UWinsite Finance.

From the Self-Service Procurement module, all campus members will be able to search for suppliers, by name, to identify if a supplier with whom you wish to work is in the address book.

THE COMPONENTS OF A 3-WAY MATCH ARE: • Purchase Order • Receipt(s) against the Purchase Order • Vendor’s Invoice(s) against the Purchase Order

Receiving becomes a critical function to UWindsor to ensure payments to our vendors flow smoothly and on time. ONCE YOUR ORDER HAS ARRIVED AT YOUR LOCATION OR THE SERVICESHAVE BEEN RENDERED:1. Log into UWinsite Finance.2. Click Navigator > Procurement > My Receipts.3. Select your Purchase Order from the

Search Results.4. Click the Receive button.

Please ensure you receive your orders in UWinsite Finance at least monthly to ensure the University’s records are accurate and up-to-date.

IN THE EVENT THAT YOU IDENTIFY A SUPPLIER THAT YOU WISH TO DO BUSINESS WITH WHO IS NOT IN THE ADDRESS BOOK, PLEASE:1. Visit uwindsor.ca/finance/uwinsite-forms and

navigate to the New or Changes to a Supplier Form.

2. Complete the PDF form, providing information including vendor name, address, email, HST number and contact information.

3. Submit the completed form to [email protected] and allow 5 business days for processing.

SE

LF

-SE

RV

ICE

PR

OC

UR

EM

EN

T | R

EC

EIV

ING

GO

OD

S IN

UW

INS

ITE

FIN

AN

CE


SE

LF

-SE

RV

ICE

PR

OC

UR

EM

EN

T | H

OW

TO

: GE

T A V

EN

DO

R A

DD

ED

TO

TH

E A

DD

RE

SS

BO

OK

SELF-SERVICE PROCUREMENTHOW TO: GET A SUPPLIER ADDED TO THE ADDRESS BOOK

NOTE: Any supplier who does business with the University shall accept payment by EFT or credit card.

GE

TT

ING

EX

PE

NS

ES

RE

IMB

UR

SE

D | H

OW

TO

: DE

LE

GA

TE

YOU

R A

UT

HO

RIT

Y


GETTING EXPENSES REIMBURSED HOW TO: DELEGATE YOUR AUTHORITY

DELEGATING AUTHORITY TO COMPLETE EXPENSE REPORTS ON YOUR BEHALF:

1. Click Navigator > About Me > Expenses.2. The Travel and Expenses page is displayed.3. Click the Manage Delegates link.4. The Delegates and Permissions page opens.5. To add a delegate, select the plus symbol (+)6. In the Person field, type in the delegate’s first

and last names in CAPITAL LETTERS. A list will appear and the appropriate individual can be selected.• Alternatively, do a search. Click the Search

icon in the Person field. In the Search box that opens, type in the delegate’s first name in CAPITAL LETTERS and click Search. From the search list, select the individual and then click OK.

7. Click Save and Close.

DELEGATING YOUR EXPENSE APPROVAL AUTHORITY (VACATION RULE): This option allows you to delegate your authority to approve expense reports temporarily. For example: when you are on vacation.

1. Click the Notification Bell icon in the top menu bar.

2. Select More Details > Financials.3. The BPM Worklist window is displayed.4. Click on your name in the upper right corner

and select Preferences.5. Select My Rules. (Either the button in the top

right OR the text link in the left menu work.)6. Select checkbox beside Enable Vacation

Period.7. Choose the Start Date and End Date.8. Select radio button beside Delegate to.9. Click the Search icon.10. Enter the First Name and Last Name OR UWin

ID of the person to whom you want to delegate your approval authority. Click the Search button.

11. Select the radio button next to the name of the person to whom you want to delegate your approval authority. Click the OK button.

12. Click Save to apply the new rule.13. Click on your name and select Logout.

NOTE: The delegated individual will have access to your iExpense dashboard and will be able to check the status of all reports, regardless of who completed them.

NOTE: When you select More Details > Financials, you may need to enable pop-ups in your browser before proceeding with the remaining steps.

GE

TT

ING

EX

PE

NS

ES

RE

IMB

UR

SE

D | H

OW

TO

: DE

LE

GA

TE

YOU

R A

UT

HO

RIT

Y


WO

RK

ING

WIT

H T

HE

GE

NE

RA

L L

ED

GE

R | H

OW

TO

: PR

EP

AR

E A

DE

PO

SIT


WORKING WITH THE GENERAL LEDGERHOW TO: PREPARE A DEPOSIT

PREPARING A DEPOSIT BY DEPOSIT FORM:1. Go to uwindsor.ca/finance/uwinsite-forms and

download the fillable PDF Deposit Form.2. Complete the fillable PDF Deposit Form

electronically. Be sure to include:• The full Chart of Accounts (COA) string. • Any description of the deposit you wish to

see when reviewing your revenue. • Your full contact information in case there

are any questions related to the deposit.3. Please include the completed Deposit Form

with your deposit.

If your department has its own deposit books and night deposit bags, you will use the pre-designed Deposit Summary Excel file provided by Financial Accounting and Reporting.

This file remains the same as it was prior to the launch of UWinsite Finance. The only change to the deposit summary process is that the com-pleted Deposit Summary file will now be emailed to Accounts Receivable for upload into UWinsite Finance – saving you a step!

PREPARING A DEPOSIT BY DEPOSIT SUMMARY:1. Complete the Deposit Summary Excel file.2. Send the Deposit Summary to Accounts

Receivable at [email protected] for upload to UWinsite Finance.

3. Prepare your deposit books and deposit bags.4. Drop off your deposit bag in the Night Deposit

Safe in front of the Cashier’s office.

GE

TT

ING

EX

PE

NS

ES

RE

IMB

UR

SE

D | H

OW

TO

: UP

DA

TE

YOU

R B

AN

KIN

G IN

FO

RM

AT

ION

GETTING EXPENSES REIMBURSED HOW TO: UPDATE YOUR BANKING INFORMATION

With UWinsite Finance, all University employees have the ability to update their own banking information online. In addition, employees can add mul-tiple bank accounts and select a specific account for reimbursement for each expense claim.

ADDING OR UPDATING YOUR BANKING INFORMATION: 1. Click Navigator > About Me > Expenses. 2. The Travel and Expenses page is displayed. 3. Select the Manage Bank Accounts link. 4. To add an account, click the plus symbol (+). 5. Enter your bank account information. This

information is available on a void cheque. • Choose “Canada” from the Country field. • Enter your account number in the Account

Number field. • Select the Account Type from the drop-

down menu. 6. To find your bank, type the beginning of your

bank name directly into the Bank field. Select your bank from the list which appears. • Alternatively, do a search. Click on the

drop-down menu beside the Bank field and select the Search link. When the Search box opens, type in your bank name. UWinsite Finance uses “%” signs as a wildcard. Select the Search button, highlight your bank, and then click OK.

7. The Bank Branch field has all Canadian branches pre-loaded. Select your branch by typing directly into the field or doing a search.

8. Once all information has been added, click Save and Close.

9. Your bank account is now added. Click Done to exit.

WO

RK

ING

WIT

H T

HE

GE

NE

RA

L L

ED

GE

R | H

OW

TO

: PR

EP

AR

E A

DE

PO

SIT

WO

RK

ING

WIT

H T

HE

GE

NE

RA

L L

ED

GE

R | H

OW

TO

: PR

EP

AR

E A

JOU

RN

AL

EN

TR

Y


WORKING WITH THE GENERAL LEDGERHOW TO: PREPARE A JOURNAL ENTRY

ENTERING JOURNALS MANUALLY:1. Click Navigator > General Accounting >

Journals.2. Open the Tasks menu located on the right side. 3. Select the Create Journal link.4. Under Journal Batch section, select:

• Accounting Period.• Balance Type (NOTE: should always be

“Actual” as budget entries are done through PBCS).

5. Under Journal, select:• Ledger (NOTE: should always be “UW CAD”).• Accounting Date.• Category (NOTE: most common is “Adjust-

ment” or “Manual”).• And modify the Currency and Conversion

fields if necessary (NOTE: “User” is preferred Conversion Rate Type).

6. Under Journal Lines:• Use the Search icon to define the Account

(by Fund, Department, Program or Project and Natural Account). Click the drop down on each segment and choose search or type in the number if known. (NOTE: If you already know the string you can type in without using the search functionality. IMPORTANT: all fields must be filled in. The entry will fail if any are left blank. If it’s not applicable put in the appropriate amount of zeros for the field).

• Enter the Debit and Credit amounts for all appropriate lines.

• Enter the Description.7. At the top of the page, click the Save, Complete

and Post options. (NOTE: you can also check the funds for budget by clicking the Batch Actions and Check Funds).

ENTERING JOURNALS IN SPREADSHEETS: 1. Click Navigator > General Accounting >

Journals.2. Open the Tasks menu located on the right side. 3. Select the Create Journal in Spreadsheet link.

Click OK. Excel will open.4. Click Enable Editing at the top of the spread-

sheet. Click YES to connect to UWinsite Finance. Input your UWin ID and Password (same as logging into UWinsite Finance).

5. All fields with an asterisk (*) must be filled in. Date format is YYYY-MM-DD with dashes. (NOTE: If you double click on any of the segment values such as Department or Program, a box will appear in which you can use the same search functionality as with a manual journal).

6. If you need to do multiple entries similar to multiple documents in FIS, click on the Multiple Journals tab at the bottom of the spreadsheet. Functionality is similar to the Single Journal tab.

7. Once your entry is completed, ensure you are on the Create Journal tab at the top Excel menu. Click Submit.

WO

RK

ING

WIT

H T

HE

GE

NE

RA

L L

ED

GE

R | H

OW

TO

: PR

EP

AR

E A

JOU

RN

AL

EN

TR

Y

NOTE: The process outlined above is for campus members with access to the General Ledger (GL) module. Those campus members without GL access can still prepare journal entries by completing the Excel Template (with-out macros) available at uwindsor.ca/finance/uwinsite-forms and emailing it to postmyje@uwindsorca.


P-Card transactions are to be re-viewed monthly to ensure the validity of all charges.

The mapping of transactions has been redesigned in UWinsite Finance such that your expenses are automatically charged to the correct natural account. If, however, you need to re-classify a P-Card transaction, this should be done in the CentreSuite system. You have 10 business days after the 15th of each month in which to do so.

Budget Monitor allows campus members with access to the GL module to view critical information about their departments, projects and programs including drill down capability. The screen provides a picture of budget, actuals and commitments.

The steps outlined to the right will create one row in your Budget Monitor dashboard, showing your total Budget (Budgeted Expenses, net of Budgeted Revenues). The total will not include any carry for-ward or appropriated amounts.

It is possible to create multiple rows on your dashboard showing different budgets and different levels of detail. For example, you can have one row for your operat-ing account and one for your main trust account.

WORKING WITH THE GENERAL LEDGERHOW TO: QUERY ACCOUNTS USING BUDGET MONITOR

WO

RK

ING

WIT

H T

HE

GE

NE

RA

L L

ED

GE

R | H

OW

TO

: QU

ER

Y AC

CO

UN

TS

WO

RK

ING

WIT

H T

HE

GE

NE

RA

L L

ED

GE

R | H

OW

TO

: RE

-CL

AS

SIF

Y P-C

AR

D T

RA

NS

AC

TIO

NS


NOTES: If a Natural Account you are looking for is not in your list, please contact the Procurement Office to have it set up.

P-Card holders are still required to retain supporting documentation for their transactions, and receive approval on their monthly statements from their one-up approver. This process continues to exist outside of the UWinsite Finance system.

Full P-Card documentation can be found at www.uwindsor.ca/finance/purchasing.

TO RE-CLASSIFY A P-CARD TRANSACTION: 1. Log into Scotiabank CentreSuite at

www.centresuite.com using your UWin email address and CentreSuite password.

2. In the menu bar, click: Expenses > View Transactions.

3. The Search for Transactions window will appear. Select the date range for the search and click Run Search.

4. All of the transactions for the time period selected will be displayed.

5. To change the Fund, Department, Program, Project or Natural Account, click on the drop-down menu next to the appropriate field.

6. Depending on the field you have selected, the Select window is displayed. Click the radio button next to the Fund, Department, Program, Project or Natural Account to which you wish to re-classify the transaction and click OK. • If you are not able to re-classify a P-Card

transaction in time, please contact the Accounts Payable Office [email protected]. Journal entries can no longer be used to re-classify P-Card transactions.

SETTING UP YOUR BUDGET MONITOR DASHBOARD FOR THE FIRST TIME:1. Click the Budgetary Control icon.2. In the Budget Monitor section, click View >

Budget Account Group > Create.3. The Create Budget Account Group page is

displayed.4. In the Name field, enter a personalized name for your

budget.5. In the Control Budget field, select

“UWINDSOR BUDGET”.6. In the Description field, enter a personalized de-

scription for your budget.7. Select checkbox for Set as default in my

Budget Monitor.8. Optional: Select checkbox for Display on my

infolet.9. Under Budget Accounts, click the plus symbol (+).10. In the row that appears in the Budget Accounts sec-

tion, provide all of the necessary Chart of Accounts (COA) values:• Label (set yourself)• FUND• DEPARTMENT• PROGRAM

11. Under NATURAL ACCOUNT, type “INCST”.12. Click Save and Close.

WORKING WITH THE GENERAL LEDGERHOW TO: RE-CLASSIFY P-CARD TRANSACTIONS


PL

AN

NIN

G &

BU

DG

ET

ING

| BU

DG

ET D

EV

EL

OP

ME

NT A

ND

AD

JUS

TIN

G

PLANNING & BUDGETING BUDGET DEVELOPMENT AND ADJUSTING

NEED HELP?

1. LOOK ON WEBSITE OR IN HANDBOOK uwindsor.ca/uwinsitefinance

2. CONNECT WITH A UWINSITE FINANCE SUPPORT TASKFORCE MEMBER519-253-3000 Ext. 5385 or in-person during an on-site visit

3. LOOK FOR SOMEONE IN YOUR AREA TO HELPThe finance expert in your area or an administrative assistant

4. SUBMIT A SUPPORT TICKETuwindsor.ca/help

5. CALL THE I.T. SERVICE DESK519-253-3000 Ext. 4440

UWinsite Planning & Budgeting (PBCS) is a centralized system that will streamline budget planning.

The system integrates Labour and Operational Planning in a real-time updated web or Microsoft Office-based environment, making it accessible and user-friendly.

BELOW ARE THE TOP 4 COMPONENTS FOR PBCS USERS:

MENU DESCRIPTION

Dashboards High level views of information. Useful area where you can create some high-level graphical and grid views to change and save data.

Data Web forms. Admins design forms as con-tainers for data collection, adjustments of drivers, or simple displays of information.

Reports View reports which dynamically summarize data within the application.

Academy Self-guided learning with tips, tricks, best practices, tutorial videos, and links to PBCS documentation.

BUDGET ADJUSTMENTS/TRANSFERS:Once the Board of Governors approves the University’s budget, department heads can review their available spending and perform adjustments/transfers as required to cover upcoming expenditures.

TO REVIEW AND ENTER BUDGET ADJUSTMENTS/TRANSFERS:1. Click Forms > Expense Planning > 03 Budget

Adjustments > 3.1 General Input.2. Select 3.10 Input Budget Adjustments.3. Select your Fund, Department, Program and

Project segments in the top section.4. Right click on the Account and Classification row

combination and select Insert New Line Item to enter an adjustment/transfer.

NOTE: All debit adjustments should be accompanied by credit balancing adjustments to ensure the University’s budget is balanced.

This Handbook was prepared by the UWinsite Finance implementation team to support campus community members. It reflects Oracle Cloud Financials, release 12, as of February 2018. Updates to the content of this Handbook are available at uwindsor.ca/uwinsitefinance.

uwinsite finance handbook...• fusion expenses app uwinsite finance uses the fusion expenses mobile...

Documents