Cost Center Reconciliation Workshop
Prerequisites
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Introduction to SAP training workshop
Requisitioning – Part I and Part II
Budget Transfers / Check Requests
Balance Reports
Business Warehouse Reporting
Objectives
 Understand University financial policies
and procedures
 Understand the types of documents to
reconcile monthly and organization of
receipts
 Understand financial workflow processes
 Learn how to reconcile commitments /
actuals
 Approximate workshop time: 2 hours
University Policies and
Procedures
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Procurement Services
Meals (Off Campus)
Meals (On Campus)
Travel
Budget Transfers/IBs/Recodes
Budget Availability
Why Reconcile?
 SAP is the University’s system of record
 Data accuracy
Commitments
 Encumbrance of funds available
 Funds have not been paid yet
 SAP / R3 reports
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ZFD1
ZFBC
 Business Warehouse reports
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Budget Management
PBC Payments
Travel Management Report
Commitments
 Commitments
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Salary Encumbrances
Purchase Requisition
Purchase Order
 Personal Services contract (P0 begins w/47)
 Goods Receipt not required (P0 begins w/46)
 Goods Receipt required (P0 begins w/45)
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Travel Requests
Workflow
 Once a requisition has been saved (and is not under the
"Held" status), funds will be encumbered within the cost
center.
 Procurement Services will create a purchase order
liquidating the requisition, and encumbering the PO.
 Vendor payments are blocked until both the goods
receipt and invoice receipt have been complete.
 Any original invoices received by your department
should be forwarded to Accounts Payable for invoice
receipt processing.
 Travel requests remain encumbered until a travel
expense report is submitted, or the request is deleted.
Actuals
 Include costs of expenditures that have cleared
accounts payable
 SAP/R3 reports
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ZFD1
ZFBC
 Business Warehouse reports
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Budget Management
Labor Distribution/ FI Transaction List by Month –
Manual Payroll Entries
FI Transactions by Line Item
Travel Reimbursements
Recipients of Financial Aid
Actuals
 Actuals
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Journal Entries
Payroll Accruals
Parked Vendor Invoices
Travel
Payroll Entries
Procurement Card Charges
Goods Receipt
Invoice Receipt
Bursar Feed
Budget
 Original Budget – Uploaded at the beginning of the
fiscal year, as approved during the BIIP process
 Revised Budget – Is equal to the Original Budget
+/- any budget transfers
 Available Budget – Is equal to the Revised Budget
+/- any Actuals, Commitments, Parked Actuals
 SAP/R3 Reports
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ZFB1
 Business Warehouse Reports
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Budget Management Report
University Credit Balance Report
Budget
 Budget Documents
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Transfer
Supplement
Carry Forward
Budget
 Supplements
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Supplements are transfers processed by
central offices
Includes movement of available revenues to
expenditures
Appear under Supplements column on ZFB1
 Transfers
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Processed by departments
Move expenditure to expenditure
 Carry Forward
University Credit Balance Report
 Run to view the most up to date credit
balances in your cost centers
 Found under FI Departmental Reports
Folder in BW
 Should be run monthly as part of your
monthly reconciliation, but may need to be
run more often around closing (June-July),
to ensure no credit balances are carried
into the new year
Budget Transfer Workflow
 The funds from a budget transfer will appear as
available as soon as the document is
"preposted".
 Funds are not actually available until the transfer
has gone through the entire workflow process.
 Workflow will send the transfer for approval to
the responsible person on the cost center, up
through the Vice President/Vice Provost level.
After being approved at that level, the transfer
will be approved by the Office of the Comptroller,
and possibly the Budget Office.
Fixed Assets
 Included as part of the operating pool
 G/L account should be coded
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Single item that $500 or more but less than $5,000, use
G/L range 551005 – 551065
Single moveable item that is $5,000 or more, use G/L
range 570105 – 570165
Single fixed item that is $5,000 or more, use 570005 570070
 Any single item $500 and over must be tagged
 Inventory verifications are due mid-April
Monthly Reconciliation
 Create a binder for each cost center in
your department. Each g/l should have its
own tab within the binder. Include a folder
for “Pending” items.
 Run the FI by Transaction List for the
month and export to Excel.
Thank you!
 We sincerely thank
you for investing your
time with us.
Questions?