Conversion Lookup. Conversion Lookup Dashboard Page

Transcription

1 Dashboard Page The is a crosswalk from the old Chart of Accounts to the New Chart of Account using segment value(s) from either old or new. Additionally, you can use old and new Planning Unit and/or Department values to query a larger group of Cost Centers at a time. The identifies whether the old account string mapped to a General Ledger (GL) string or a Project-Task-Award (PTA). Use : To view the conversion mapping from an old Cost Center(s) to new Cost Center(s) To view how a Project-Task mapped to a Project-Task-Award Examples: Old to New: GL to GL, GL to PTA, and Project to PTA New to Old Hierarchy Summaries Dashboard Page NOTE: There are two sets of prompts and two sets of output on this dashboard. This is a one to one comparison of the old to new Cost Center. You may also prompt by Natural Account Code to see the new Object Code Cost Center Prompts: Old to New or New to Old Natural Account Code Prompts Prompts First Prompt Area Old Fund Type Old Fund Old Organization Old Project Old Task Old Org Lvl2 Planning Unit Old Org Lvl6 Planning Unit Dtl New Entity New Source New Organization New Activity New Function New Org Lvl C New Org Lvl E New Project New Task Definition Three-digit segment designated as the balancing segment within the account code structure. It distinguishes between the University and Foundation within FMS. Its purpose is to group types of funds together. Four-character code that differentiates between the pools of money that are used to record revenue and expenditures. Four-digit segment that represents the core departments within the University. Nine-character segment used to capture costs of programs/projects/activities within the University. It is also the link to the Project Accounting module for those accounts that utilize it. Former Task Former Planning Unit (from a responsibility perspective) Former Planning Unit (from a budget column perspective) Two-digit value that identifies how the transaction is summarized for financial reporting. Represents major components of the University requiring separate balance sheet/external reporting (e.g. legal entities, auxiliary operations, etc.). Six-digit value that identifies how the transaction is funded classified by restrictions. Six-digit value that identifies who administers the funds, such as a Planning Unit or department within Planning Unit. Four-digit value that describes the internal purpose of the transaction. Allows departments to identify internal purposes for spending and associated revenues. Two-digit value that defines government and accounting purposes for spending. This is a drop-down prompt at Organization Level C (Planning Unit). Former Org Lvl6 This is a drop-down prompt at Organization Level E (Department). Five-digit value that represents a person or scope of work. Up to five-character value, that represents the work breakdown structure for a Project. 1

2 New Award Chargeable Flag Account Type Second Prompt Area Old Natural Account Old Natural Account Desc contains any New Object Layout Seven-digit value that represents the source of funding that supports one or more Projects/Tasks. This is a drop-down prompt that identifies if the GL Cost Center or PTA is currently chargeable (Y or N). Checkbox for Expense Only (default). If you only want to see results for charging (it will display Function), verify the checkbox is selected. If you want all results, deselect the checkbox. Former Natural Account Query former Natural Account using a specific word(s) that describe the use of the Natural Account. The new Object Code. Six-digit value that defines what kind of transaction is taking place and delineates the values by account type for Assets, Liabilities, Fund Balance, Revenues, Expenses and Transfers. : Entire String Old to New Old Cost Center and Natural Account for Budget Office Admin Salaries The following example prompts by Old Fund Type 010, Old Fund 0000, Old Organization 20015, Old Project , and Old Natural Account Enter the (known) Cost Center segment values (old or new) and/or Old Natural Account. 2. Click Apply. Returns two sets of results: Cost Center for Budget Office Appropriate Object Code 2

3 : Project to PTA The following example prompts by Old Project HC and Old Org Lvl6 Planning Unit Dtl Honors In the new Chart of Account, HC accounts will be Internal Awards and setup as Project-Task-Awards (PTA). : Project-Award to PTA The following example prompts by Old Fund Type 010 and Old Project GR007895A GR007895A: Grant with current Task 01 Conversion only shows New Org Engineering Deans Office and Project-Task-Award (PTA) Ent Pattern 2 Funds Ent Pattern 2 Funds Hierarchy 3

4 Using the Hierarchy Prompts The following example prompts by New Source and New Org Lvl C C15000 Fine Arts New Source by Planning Unit PACE for C15000 Fine Arts Natural Account Prompts The following example prompts by Old Natural Account Desc contains any Tuition 1. Enter the (known) Old Natural Account. 2. Click Apply. Natural Account Prompts will only show Old Natural Account and Description with New Object Code and Description. Dashboard Page Columns (on screen) OLD COST CENTER: Old Cost Center, Old Fund Type W Desc, Old Fund W Desc, Old Organization W Desc, Old Project W Desc, Old Task, Old Org Lvl2 Planning Unit, Old Org Lvl6 Planning Unit NEW GL COST CENTER: New Cost Center, New Entity W Desc, New Source W Desc, New Organization W Desc, New Activity W Desc, New Function W Desc NEW GRANTS COST CENTER: New Project W Desc, New Task, New Award W Desc COST CENTER CHARGING DETAIL: Chargeable Flag, CC Start, CC End 4

5 Additional Fields Included in Export to CSV New Entity, New Entity Desc, New Source, New Source Desc, New Organization, New Organization Desc, New Activity, New Activity Desc, New Function, New Function Desc, New Project, New Project Desc, New Task Desc, New Task W Desc, New Award, New Award Desc, Old Fund Type, Old Fund Type Desc, Old Fund, Old Fund Desc, Old Organization, Old Organization Desc, Old Project, Old Project Desc, Old Task Export to CSV 1. You may view the data directly within OBI, or you may export the data for further manipulation, formatting, and analysis. To export the data, click Export. 2. If you export to CSV, the cell/text format shown in OBI will not be exported to your file. The file will contain the raw data only. For example, cells will not be shaded and merged cells will be unmerged with values shown in each row. As a result, you can format the data as desired. To export the data to CSV Format, click Export, trace to Data, and click CSV Format. Upon confirmation, click Open to open the CSV file. 3. If you export data to CSV, spend time formatting the data, and wish to save your work, you must re-save the CSV file to Microsoft Excel to retain formatting. To retain formatting, from the File menu, click Save As. Specify where you would like to save the file and enter a File name that you will recognize. Under Save as type, click Excel Workbook (*.xlsx). Export to Microsoft Excel If you export to Microsoft Excel, it will maintain the OBI formatting that you see on your screen. To export the data to Microsoft Excel, click Export and then click Excel Upon confirmation, click Open to open the Microsoft Excel spreadsheet. 5

6 Conversion Results Every cost center used under the old COA will display mapping results, which show the new cost center for expenses (see grid below table). Chargeable Flag Identifies whether or not a GL cost center or a Grants cost center is available for charging. CC Start and CC End Shows the start date and end date for the new Cost Center. Examples: GL Mapping Columns Grants Mapping Columns 1. Cost Center tracked in GL Shows the new COA mapping in the GL 2. Cost Center tracked in Projects (active) Shows the new PTA mapping in Grants 3. Cost Center tracked in Projects (closed) Shows only the GL summary account info 4. Cost Center tracked in GL today, that will be tracked in Grants (like Research Incentive) Shows the new PTA mapping 5. Cost Center tracked in GL today, but is inactive (like Research Incentive) Shows the GL Cost Center where history is mapped For cost centers mapped to conversion only values, the cost center will not be available for new charges. As Planning Units choose to deactivate cost centers/values, the cost center will not be chargeable. For Grants PTAs: as projects, task, and awards are ended, the PTA will no longer be chargeable. 6