Transaction Detail Report (TDR) User Manual
Contents
1. Departmental Administrator for each department may assign a Sub department Administrator for each sub department within his her department Sub department Administrators will be able to access the WhoKey Administration application for all WhoKeys within their sub department Role Administrators amp Administrative Assistants can also be assigned by the individuals above These roles are defined as follows Role Administrators may administer assignments within the Institutional Roles Application itself but cannot perform other functions of the Role Administrative Assistants can perform any function of the Role including actions within the Institutional Roles Application and other actions in HR and Financial Systems such as the WhokKey Administration Application Below is a graphical summary of the assignments that can be made by each role within the Institutional Roles application e Assign org level Budget Officer for each org unit e Assign Departmental Administrator for each department e May assign Sub department Administrator for each sub department e May assign Role Administrator or Administrative Assistant e Assign Sub department Administrator for each sub department e May assign Role Administrator or Administrative Assistant WhokKey Administration Application The WhoKey Administration Application is a financial systems application developed to maintain information about accountability for all open accounts WhoKeys T2. Voluntary Subscription At this point you may click the Edit button to change the subscription period or Delete button to end your voluntary subscription to this TDR Please Note When you subscribe to an account the WhoKey Owner will be notified by email of the voluntary subscription Section 4 Transaction Detail Report TDR In this section you will learn about Report header Report categories Report columns amp sorting Drilling down to subsystem details Viewing additional transaction details Adding comments transaction level amp report level Making correcting entries Reconciliation Indicator transaction level optional Reconciliation Indicator WhoKey level required Reconciliation expectations Downloading to Excel O O O O O O O O O 0 Page 15 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual Report Header The top of the TDR will show the Accounting Period amp Fiscal Year The left side of the report header will include all of the chartfield elements and their descriptions Fund Org Dept Subdept Grant Program Function and BRF The right side the header will show the full WhoKey elements description status names of Account Owner Reviewer amp Secondary Reviewers and Purpose Below is an example of a Report Header University of Iowa Transaction Detail Report Accounting Period 13 Fiscal
3. o How the WhoKey Administration Application relates to the TDR Page 3 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual Accessing the Applications The Institutional Roles amp WhoKey Administration applications are accessed through Self Service Administration tab Systems section MY SELF SERVICE PERSONAL ADMINIS TRATION WORKFLOW EXTERNAL LINKS HR Inquiry Data Access Ly LEARN ABOUT CUSTOMIZING SELF SERVICE Appointment History AP PO Freight Web Tools Current List of Available Categories Reports AP PO People Soft HR Online Update JIF Administration _ GL Cumulative Compensation DSS BBP Risk Status Family Medical Leave Act _ GL Financial Systems Tools _ Emergency Contact Info Online Absence Report Admin fa GL General Ledger DSS Employee ree Info Standard Report Frequency Recommendations Grant DSS Employee Immigration Info Total Compensation Admin HR Queries Employee Licenses and Certs Vacation Sick Report 3 HR Reports Employee Name Addr Phone Info HR Transaction Reports Flexible Work Arrangements System Tools PMO Pro Management Health Care Compliance SST ETE Performance Appraisals Secandary Security Systems Sexual Harassment Training Updates Budget amp Salary Planning Cash Handling Audit Procedures Forms E Pro E Vouchers amp PRegs Data Warehouse Access Form _ GL Journal Entry Facilities Management Requisition HR Transaction Questions or Sugge
4. TDR has and will continue to be enhanced so that you can drill down to more subsystems Page 20 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual Viewing Additional Transaction Details Additional details are available for each transaction by clicking on the magnifying glass icon next to each transaction Currently the details include the journal line and check if applicable Details Transaction Detail Irnl Line 50 Details Adding Comments Transaction Level amp Report Level Account Owners Account Reviewers amp Secondary Reviewers can add comments in two ways 1 Add a comment for a specific transaction v Click on the sign Transaction Comments button v A pop up window will allow you to add comments Add Comment Line Level Comment Author SIMARTN Comment 0 characters of max 255 Make Comment Add Comment 2 Add a comment for the entire TDR Page 21 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual v Click on the sign Report Comments button Report Comments P No Comments v A pop up window will allow you to add comments dd Comment Report Level Comment Author SIMARTN Comment 0 characters of max 255 Make Comment Add Comment All comments are stamped with the user s HawkID as
5. Transaction Detail Report User Manual Go To SALARY FRINGE GENERAL EXPENSE ENCUMBRANCES You may collapse the TDR to show only total amount by report category and then expand it again to show all transaction details by using the buttons below Collapse All Sections Expand All Sections The report header also includes a feature to go directly to the bottom of the TDR to display Grand Totals amp Account Balances Just click on this button Report Columns amp Sorting The following columns are shown on the TDR IACT Institutional Account The institutional account is the primary accounting element in the Master File Key This element identifies revenues expenses assets liabilities and fund balances For additional details visit the Accounting Code Manual OACT Organizational Account A sub element to the institutional account which is defined by the org units which use them The organizational account may be used by an organizational unit to break down the institutional account into greater detail For additional details visit the Accounting Code Manual DACT Departmental Account The departmental account may be used by a department to further breakdown the institutional account and the organizational account if utilized in greater detail For additional details visit the Accounting Code Manual CCTR The cost center element will be used to indicate if it is identifying building codes faculty cod
6. an assigned Account Owner e Show only WhoKeys where I am an assigned Account Reviewer incl Secondary Reviewer Preferences Notifications Send me an email notification when monthly reports are available to be viewed Send me an email notification when someone comments on a report own or review E Do not send me an email notification when comment on a report own or review Send me an email notification when a Voluntary Subscription is created for a report own Defaults 6 fiscal periods shown in my EFR inbox 10 rows shown for TDR Role Assignments 10 rows shown for TDR Voluntary Distributions Show adjustment periods in dropdowns E Show only WhoKeys where am an assigned Account Owner E Show only WhoKeys where am an assigned Account Reviewer including Secondary Reviewers Save Changes Inbox Refinements You can refine the list of reports in your inbox by using the three tabs in this section The Accounting Period Range tab allows you to define the starting and ending periods to show in the list Accounting Period Range Whokey Activity amp Status From acctg prd 01 FY 2012 JULY 2011 To acctg prd 10 FY 2012 APRIL 2012 Refine Inbox Current Refinements Prd FY from 01 2012 to 10 2012 KAX XX XAXX AKHXK KHAWXWXWX XW Whokey The WhoKey tab allows filtering your list by any WhoKey element Accounting Period Range Wh
7. billed amount paid and bad debts transactions v PeopleSoft Inventory systems General Stores Biochemistry Stores UIHC Central Sterilizing Stores College of Dentistry College of Pharmacy UIHC Processed Stores UIHC Pharmacy UIHC Pharmacy Vault University Housing Biomedical Research Stores DeGowin Blood Center Blood Bank DeGowin Blood Center Tissue Bank DeGowin Blood Center Donor Collections DeGowin Blood Center Patient Services DeGowin Blood Center HPC Section State Hygienic Lab Iowa City State Hygienic Lab Ankeny amp more to come in the future v Central Mail Bulk Mail Metered Mail Web Budget allocations v Workflow routing transaction and approval history details S Information on Cum Comp and Payroll encumbrance drill downs Cum Comp amp payroll encumbrance security All employees who have an assigned Owner or Reviewer role will be allowed to view Cum Comp detail and payroll encumbrance detail for their WhoKeys even if they do not have current access to the Cum Comp or HR reports subsystems Please note the following distinction 4 Ifan Owner Reviewer does not have current access to Cum Comp or HR reports he she will have access to underlying Cum Comp and payroll encumbrance detail for the summarized payroll expense and encumbrance entries in the TDR but only for his her assigned WhoKeys If an Owner Reviewer does have current access to Cum Comp or HR reports he she will have access to Cum Comp and payroll e
8. blank Get Data as report HTML D excel spreadsheet Missing Owner Reviewer Report As of Wednesday June 06 2012 Back to Form 050 05 0376 00000 61212717 70 SFMO Upgrades FY13 050 05 0376 00000 61212715 70 Network Fire Alarm Panels FY13 050 05 0376 00000 61212716 70 Sprinkler Sys Improvement FY13 NOTE Clicking on the Back to form link will return you to the previous search page Voluntary Subscriptions Section The Voluntary Subscriptions section of the EFR Inbox shows the list of WhoKeys for which you have voluntarily subscribed Users can sign up to receive TDR s for specific WhoKeys for which they are not assigned as an Account Owner or Account Reviewer Please follow the steps below 1 Determine which WhoKey TDR you want to subscribe to 2 Open the TDR for the WhoKey via the TDR Ad Hoc Search described above 3 After the TDR displays click the link titled Subscribe at the top of the report University of Iowa Transaction Detail Report Accounting Period 07 Fiscal Year 2011 JANUARY 2011 Report ID 294392 TDR User Manual SA3 Report Balance Sheet Back to Search Form Download in Excel Format Subscribe Page 13 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual 4 The screen below will require you to designate the starting amp ending period for the subscription You may also subscrib
9. report is not reviewed or reconciled you will see the following message at the top of the TDR Q This report has not been reconciled After you review the transactions for your WhoKey s please mark the TDR as reconciled If there are Secondary Reviewers for an account coordination and planning will need to occur to determine who is responsible for the final WhoKey level reconciliation To mark the entire WhoKey TDR as reconciled click on Transactions have been reviewed and appropriate actions have been taken Transactions have been reviewed and appropriate actions have been taken Page 25 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual After you have done this the message at the top of the TDR will indicate that the report is reconciled and will include the user s HawkID and date amp time of reconciliation This action will also change the reconciliation status to Reconciled in the EFR Inbox This report has been marked as reconciled SIMARTN 2010 07 29 12 45 18 0 Reconciliation buttons are located at the bottom of the report If you have reconciled the report in error you may un reconcile it by clicking on the Clear Reviewed Status button This activity is also stamped with Hawk ID date amp time Clear Reviewed Status Reconciliation Expectations The Monthly Review of Transactions amp Accounts Policy requires
10. that financial transactions for each account WhokKey be reviewed and reconciled on a monthly basis This is required in order to reasonably assure that financial information in these reports accurately reflects actual activity At this time there is no systematic cut off period that requires reconciliation to be completed within a certain time period This means for example that the system currently allows you to reconcile the August TDR in October or November However it is strongly recommended that you review and reconcile your accounts on a timely basis Budget Officers Departmental Administrators amp Sub department Administrators should make use of the Administrative Reports described above to monitor the reconciliation status of their WhoKeys Downloading to Excel You may download the TDR to Excel by clicking on the link below the header displayed below Download in Excel Format Questions amp Contact Information If you have questions about the TDR or EFR Inbox please send an email to as efr uiowa edu Page 26 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015
11. well as date and time that the comment is submitted Comments can be removed by clicking on the word Delete on the right side of the page All comments are viewable to anyone who views the TDR through WhokKey assignments voluntary subscription or ad hoc search Making Correcting Entries WebCV Correcting entries WebCV for non payroll transactions may be made in two different ways 1 Through the monthly TDR simply click on the pencil icon next to the transaction and a pop up window will allow you to correct t m 6275 000 00000 0000 15063TOLLA 2 2 70 05 31 2012 Description TNS DOMESTIC LONG DISTANCE Page 22 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual VOUCHER CHECK NBR UNIVID none none none corect Entry 2 Through the SA3 daily report GLDSS Reports same functionality available today The SA3 will continue to be available through Self Service until a daily version of the TDR is developed SAS Entry Detail JRNL ID DESCRIPTION EFF DT 06 03 2012 AMT 9 74 PO VOUCHER CHECK NBR UNIVID 1001021662 none none none NOTE you must have separate WebCV security to have access to the correct entry button to complete entries regardless of whether going in through the TDR or daily SA3 Reconciliation Indicator mam Transaction Level Optional Transaction level or line level reconciliation i
12. 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual NOTE You may select on the TDR Ad Hoc Search screen whether you want adjustment periods in the dropdown list to be shown or not Check the box to show adjustment periods acctg prd 12 FY 2011 JUNE 2011 acctg prd 11 FY 2011 MAY 2011 As of acctg prd 910 FY 2011 APRIL 2011 acctg prd 10 FY 2011 APRIL 2011 eA TEE Sere tee see z acctg prd 909 FY 2011 MARCH 2011 V Show Adjustment Periods acctg prd 09 FY 2011 MARCH 2011 Un check the box to not show adjustment periods You may also choose to globally show or hide adjustment periods in dropdowns by selecting that option in the Preferences section of the EFR Inbox Reports amp Actions Administrative Reports From the Reports amp Actions tab of your EFR Inbox under the section Reports you will see the two report options shown below Reports Reconciliation Status Report Missina OwnerReviewer Report The Reconciliation Status Report allows you to query by WhoKey elements a range of accounting periods reconciliation status owner and reviewer After defining your query click on Get Report to view the report online or download the data to an Excel file Reconciliation Status Report All Available _ My Assigned WhoKeys _ My Org Dept SubDept WhoKeys E Disable AutoTab Fund Org Dept SubDept Grant Program Fun
13. DR transactions are generated by central systems amp processes and provide no supporting details of the charges to the Account Owners amp Reviewers As a result Account Owners amp Reviewers are not required to verify the exact accuracy of these transactions The transactions still appear in the applicable TDRs but the line level reconciliation checkbox has been removed In addition the line level comment next to the following system transactions has been populated as follows to indicate that a central functional area is responsible for verifying the validity of these transactions v BuildUI journals gt Project related expenses are reconciled monthly by Facilities Management staff v Pcard reversal journals gt Pcard reversal journals do not need to be reconciled and are not allowed to be corrected The purpose of these transactions is to reverse the corresponding Pcard default journal v Pcard default journals gt Pcard default journals do not need to be reconciled and are not allowed to be corrected The purpose of these transactions is to charge the Pcard holder s default MFK and the corresponding Pcard reversal journal Page 24 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual v TT journals gt TTI journals are generated through a process that is reviewed approved amp controlled by Accounting amp Financial Reporting and the res
14. Reviewer up to two Secondary Reviewers may be assigned to an account Please note that from an application perspective there is no distinction in the responsibility or hierarchy of reviewers i e Account Reviewers and both Secondary Reviewers all have the same level of responsibility Related Information Financial Sub certification Deans Vice Presidents Senior Fiscal Officers and certain central administration Directors are required to complete an annual Financial Sub certification form consisting of 16 questions The sub certification process is intended to serve two purposes a to provide reasonable assurance of the underlying numbers in the University s financial statements and b to provide reasonable assurance of a sufficient and effective internal control structure that can identify weaknesses in financial processes and systems The 16 questions address topics related to a compliance with laws regulations amp contracts b prevention amp detection of fraud 3 proper recording classification amp valuation of transactions and balances and a adequate documentation amp disclosure Question 8 is specifically related to the TDR and inquires if the college or unit performs monthly review of general ledger transactions appearing in its financial reports Section 2 Related Applications In this section you will learn o How to access related applications o How the Institutional Roles Application relates to the TDR
15. User Manual Electronic Financial Reports EFR Transaction Detail Report TDR G10 _ a i Al Ji A 3 5 eN Hm i i 0TA The University of Iowa Accounting amp Financial Reporting 08 27 2015 Transaction Detail Report User Manual Section 1 Background Information In this section you will learn o General Information o Related Policy Monthly Review of Transactions amp Accounts o Related Information Financial Sub certification General Information The TDR or Transaction Detail Report is a monthly electronic report which provides revenue amp expense transaction details by account WhoKey It requires Account Reviewers see next section for definition to electronically confirm that transactions have been reviewed amp reconciled to available supporting documents The report has functionality to drill down to many subsystems including Cum Comp Cumulative Compensation the payroll system which maintains salary and fringe detail by employee Finally the TDR allows Account Reviewers and Account Owners see next section for definition to add comments to the report The TDR is electronically distributed to the Electronic Financial Reports EFR Inbox of Account Owners Account Reviewers amp Secondary Reviewers beginning with July 2010 reports The EFR Inbox is accessed through Self Service The TDR replaced the printed SA3 and TDS reports in the fall of 2010 Printed TDS reports will cont
16. Year 7011 JUNE 2011 Report ID 463195 TDR User Manual SA3 Report Balance Sheet Back to Search Form Download in Excel Format Subscribe Quick Jump acctg prd 12 FY 2011 JUNE 2011 Fund O50 General Educational Fund Grant 50501800 Business Office Whokey 050 05 0305 20000 50501800 60 Org 05 VP Finance and Operations Function 60 Institutional Support Whokey Descr Business Office Dept 0305 Business Office BRF Whokey Status Open Sdept 20000 Accounting Services Whokey Owner SELINA MARTIN SIMARTN Whokey Reviewer STEVEN ROMONT ROMONTS This report has been marked as reconciled ean oe ae AOR ee Be eee O ROMONTS 07 13 2011 09 58 41 KEENNESS WhoKey Purpose Accounting amp Financial Reporting operating account Reconciliation buttons are bocated at the botbom of the report Report Categories All revenue amp expense transactions on the TDR will fall into one of the following report categories S Revenue Allocations Other Additions Grant Bal Fwd Indirect Salary amp Fringe General Expense Equipment RR amp A Other Deductions Encumbrances WA MS SNS OK NOR SK In most cases you will not have transactions in every report category For the categories where transactions exist you can go directly to that category on the TDR by clicking on the appropriate link in the Go To section Page 16 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015
17. c BRF 050 05 0305 Note Fields may be left blank FROM acctg prd 08 FY 2011 FEBRUARY 2011 x TO acctg prd 08 FY 2011 FEBRUARY 2011 x C Show Adjustment Periods Status All Owner Owner HawkID Lookup HawkID Reviewer Reviewer HawkID Lookup HawkID Get Data as report HTML O excel spreadsheet Get Report Reset Page 11 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual Reconciliation Status Report As of Wednesday June 06 2012 Back to Form Refinements Type All Whokeys Whokey 050 05 0305 XXXXX XxXXXXXXX XX Accounting Period Range 08 2011 to 08 2011 Status All Secondary Reviewer Reconciliation Status Reconciliation Date Reconciler Name 050 05 0305 00000 61212380 70 F BENEY DAVID R BENEY DAVID R Reconciled 03 11 2011 BENEY DAVID R 111 Church Purchase 050 05 0305 80000 og 50501800 60 HOLLINS GEORGE FOUNTAIN CATHRINE J W Reconciled 03 21 2011 FOUNTAIN CATHRINE J W Business Office 050 05 0305 10000 50501700 60 o8 Sponsored Research 2011 Admin G E JOHNSON TERRY L BECK KATHLEEN M TALLMAN SARAH S Reconciled 03 03 2011 FISHER KRISTA N NOTES for criteria that may be entered as options v You may leave the default of All Available for accounts to be retrieved that meet the other criteria entered or select My Assigned Whokeys or My Org Dept SubDept Whokeys v Y
18. d 01 FY 2012 JULY 2011 To acctg prd 10 FY 2012 APRIL 2012 x Refine Inbox Current Refinements WhoKey Role Assignments Transaction Detail Report W amp Page 1 3 yw 10 rows shown 050 05 0305 20000 505018600 60 10 2012 Reconciled 05 02 2012 12 22 Secondary Reviewer Business Office APRIL 2012 050 05 0305 00000 50507210 10 10 2012 A Encumbrance Year End Adj N APRIL 2012 05 02 2012 12 22 Secondary Reviewer N A CGRITTON 05 25 12 Setting Preferences You may use the Preferences section to turn on or off the following features Notifications e Have a monthly email notification sent to you when the TDR reports are available Have an email notification sent to you when others make comments on a TDR report for which you are an assigned Account Owner or Account Reviewer e Turn on off email notification when you comment on a report that you own or review e Receive email when a Voluntary Subscription is created for TDR that you own Defaults e Designate how many fiscal periods of reports you want to view in your EFR Inbox e Define how many rows of assigned TDR o show in your inbox Default is 10 Page 7 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual e Define how many rows of Voluntary Subscriptions to show in your inbox Default is 10 e Show adjustment periods in dropdowns e Show only WhoKeys where I am
19. e indefinitely After completing this information click on the Subscribe button Voluntary Subscription close Whokey 050 05 03505 50000 50501800 60 ID 738 Start Distribution Period 10 Fr 2010 End Distribution Period 12 Fr 2010 INDEFINITELY subscribe Voluntary Subscription A message similar to the one below will display Voluntary Subscription Subscription Successful You are now subscribed to 050 05 0305 50000 50501800 60 from PROFY 10 2010 to INDEFINITELY Voluntary Subscription You should now see the WhokKey listed in the Voluntary Subscriptions section of your EFR Inbox Voluntary Subscriptions Transaction Detail Report Page 1 3 wy 10 rows shown 050 05 0305 50000 50501800 60 Y 5 14 2011 Business Office Reconciled Final 2011 06 06 2012 08 35 CGRITTON LRMEEKS 07 28 2011 Edit To unsubscribe to a TDR for which you have signed up via Voluntary Subscriptions click on the edit link in the last column titled Actions You will see the following Page 14 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual Voluntary Subscription You are already subscribed to this Whokey WhokKey 050 05 0305 50000 5050 1800 60 Start Prd FY 10 2010 End PravPr IMOEFIMITELY Created By SELINA MARTIN CSINMARTRY Created Date OF 29 2010 5 57 4M Edit Delete
20. er for those individuals to receive the TDR email notification for that accounting period Newly assigned individuals will be able to see existing TDR s for the current fiscal year in their EFR inbox immediately Section 3 EFR Inbox In this section you will learn about General Information Setting Preferences Inbox Refinements WhokKey Assignments Section TDR Ad Hoc Search Administrative Reports Voluntary Subscriptions Section O O O O O O Page 6 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual General Information The EFR Inbox Electronic Financial Reports Inbox is accessed through Employee Self Service Administration tab The following groups of people will have a link to EFR in Self Service 1 Employees who are assigned as Account Owners or Account Reviewers in the WhoKey Administration application These individuals will see the TDRs for WhoKeys they are assigned 2 Employees who have online GLDSS access These individuals may or may not have assigned roles for WhoKeys but they can run ad hoc TDR reports through a link in the EFR Inbox The employees in the groups described above may also self subscribe through the Voluntary Subscriptions feature Below is a screenshot of the EFR Inbox Inbox Reports amp Actions Preferences Inbox Refinements Accounting Period Range WhoKey Activity amp Status From acctg pr
21. es or open access numbers For additional details visit the Accounting Code Manual Journal ID Unique identifier of journals that have posted to the General Ledger Amount Dollar amount of the transaction Page 17 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual Eff Dt The date on the journal header or journal date SLID SLAC Free form field most commonly used to reference job numbers from Facilities Management and other re charge centers or coding practices established within departments when requesting Accounts Payable vouchers User ID The HawkID of the individual who submitted the journal entry User ID is captured for various journals including PeopleSoft GL WebCV PayCV GUE Pcard eDeposit and ProTrav For the numerous journals generated by campus feeder systems that do not carry a User ID a contact resource is provided on the Accounting amp Financial Reporting web site at http afr fo uiowa edu files afr fo uiowa edu files journalid list feeders new pdf Voucher Voucher information Use this link to drill down to view Voucher Summary window which includes voucher details and workflow approval history PO Purchase Order Use this link to drill down to purchase order details Univ ID Most commonly used for recording the Univ ID for employees on selected payroll transactions or for students on loan or scholarship
22. he following actions are available in the WhoKey Administration application v Assign Account Owner for each WhoKey This required role can be assigned by Sub department Administrator Departmental Administrator amp Budget Officer within the account structure Page 5 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual v Exception Account Owners for all Fund 500 amp 510 accounts are assigned only by Grant Accounting v Assign Account Reviewer for each WhoKey This required role can be assigned by Account Owner Sub department Administrator Departmental Administrator amp Budget Officer within the account structure v Exception Account Reviewers for all Fund 900 accounts are assigned to the Capital Assets Management v Assign up to two Secondary Reviewers for each WhoKey This optional role can be assigned by Account Owner Sub department Administrator Departmental Administrator amp Budget Officer within the account structure v Document the Account Purpose of each WhoKey v Request Account Closures by WhoKey v This action can be performed by any of the roles above and will send an automated email to the appropriate staff in Accounting amp Financial Reporting or Grant Accounting v Account closure is typically complete within a few days of the request Account Owners and Account Reviewers must be assigned by the last day of the month in ord
23. hoKey Role Assignments Transaction Detail Report amp Page 1 3 yy 10 rows shown 050 05 0305 20000 50501800 60 10 2012 Reconciled Business Office Y 19 APRIL 2012 05 02 2012 12 22 Secondary Reviewer CGRITTON 05 25 12 050 05 0305 00000 50507210 10 10 2012 r g Encumbrance Year End Adj N APRIL 2012 05 02 2012 12 22 Secondary Reviewer N A 050 05 0305 20000 50501800 60 09 2012 i f Reconciled Business Office Y 15 MARCH 2012 04 03 2012 12 38 Secondary Reviewer ROMONTS 04 09 12 oe oe ee ee r 7 ee an mna amn The WhoKey Assignments section of the EFR Inbox shows TDR reports for WhoKeys that you are an assigned Account Owner or Account Reviewer and identifies which of these roles you are assigned You may choose how many rows of reports you want to view per page and sort by any of the following columns that are included in the Inbox WhoKey The WhoKey for which you are an assigned Account Owner or Account Reviewer Activity Shows Y if there are transactions during the month or N if there are none Prd FY The fiscal period and fiscal year Report Created The date and time the TDR was created H HM Role Shows if you are an Owner Reviewer or Secondary Reviewer for the WhoKey Page 9 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual Recon Status Shows the reconciliation status as Not Reconciled I
24. inue to be distributed until electronic summary reports are available Related Policy Monthly Review of Transactions amp Accounts The Monthly Review of Transactions amp Accounts Policy requires that financial transactions for each account WhokKey be reviewed and reconciled on a monthly basis This is required in order to reasonably assure that financial information in these reports accurately reflects actual activity Key roles that are critical to compliance with this policy are the Account Owner Account Reviewer amp Secondary Reviewers The Account Owner is the individual who has general decision making authority over the account and fiscal responsibility amp accountability for the account The Account Owner for non grant accounts Is typically the Departmental Administrator but may be delegated to a Business Manager Financial Officer or Program Administrator The Account Owner for grant accounts is Page 2 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual the Principal Investigator Research Administrators are not permitted to be the Account Owner Specific responsibilities of the Account Owner are listed in the policy The Account Reviewer is the individual s reviewing the transactions and comparing them to available supporting documents Specific responsibilities of the Account Reviewer s are listed in the policy In addition to the Account
25. n Progress Reconciled or N A if no transactions If reconciled the Hawkid of the reconciler and the date are displayed As described above you can filter your list by report status under the Activity amp Status tab Reports amp Actions TDR Ad Hoc Search At the top of the EFR Inbox the navigation tab titled Reports amp Actions will take you to this list Inbox Reports amp Actions Preferences Reports Please use the links above or below to navigate to your desired page Reports Reconciliation Status Report Missing Owner Reviewer Report Searches Ad Hoc Search SA3 Search GLDSS Documentation TDR User Manual TDR Drilldown List ICON TDR Training Course Special Permission Alternate Reconciliation Clicking on the TDR Ad hoc Search link will bring up the screen where you will enter the Whokey charttfields accounting period sorting preference and report extract type HTML or Excel After entering selecting the data click the Get Report button TDR Ad Hoc Search Disable AutoTab Fund Org Dept SubDept Grant Program Func BRF Note BRF may be left blank Other blank fields will be converted to zeros As of acctg prd 10 FY 2012 APRIL 2012 gt C Show Adjustment Periods Sorted By IACT OACT DACT CCTR Ascending Get Data as report HTML D excel spreadsheet Page 10 Copyright The University of Iowa
26. ncumbrance detail in the TDR for any WhoKey Page 19 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual You may drill down to Cum Comp detail in two ways v To view detail of salary amp fringe for the entire WhoKey click on the button below A pop up screen will display all original and correcting transactions for salary amp fringe detail by employee for the current period and fiscal year to date and a grand total for salary amp fringe v To view detail of salary amp fringe for an IACT click on the IACT button below The same pop up screen as by WhokKey will be displayed with only the data for that particular IACT TACT oe Oe You may drill down to payroll encumbrance detail to view salary amp fringe encumbrance activity by employee for the current period by Institutional Account by clicking on the Journal ID value of 9ENCMPAY as follows Journal ID SENCMBAY A pop up screen will display salary amp fringe encumbrance detail by employee for that period s journal An excel download feature is also available through the pop up screen TDR and SA3 drill downs The TDR allows you to drill down to all of the subsystems that are available through the SA3 which include the following ProTrav pCard transactions TEV cash advances APPO PeopleSoft vouchers direct auto replenish POs eDeposit eDeposit vouchers WebCV LN NN The
27. oKey Activity amp Status Fund Org Dept SubDept Grant Program Func BRF Refine Inbox Current Refinements Prd FY from 01 2012 to 10 2012 XXX XX XXXX XXXXX XXXXXXXX XX Whokey Page 8 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual The Activity amp Status tab provides filtering options for your inbox A monthly TDR report will not be created if there is no activity transactions for an accounting period However the EFR Inbox will still list all of your WhoKeys even if there are no transactions for the month To hide Whokeys for which there is no activity for any given period select this checkbox and then press the Refine Inbox button To filter your inbox by the report status Reconciled In Progress Unreconciled and or Not Reconciled check the desired status box or a combination of status boxes Inbox Refinements Accounting Period Range Whokey Activity amp Status E Hide Whokeys wo Activity Show only Whokeys with status of E Reconciled TDR is completely reviewed amp reconciled E in Progress TDR is in the process of being reconciled and one or more linelevel reconciliation boxes have been checked El Unreconciled TOR was reconciled at one time but has subsequently been unreconciled E Not Reconciled TDR has not been reviewed amp reconciled Refine Inbox Current Refinements WhokKey Assignments Section W
28. ou may enter any individual chartfield or combination of chartfield elements that you have a business need to review v You may enter any single accounting period fiscal year or range of accounting period fiscal year v You may choose to show or not show adjustment period fiscal year in the dropdown and corresponding report data that Is retrieved v You may choose one of the following status All bd Not Reconciled or Unreconciled Not Reconciled Unreconciled or In Progress In Progress Reconciled NOTE the selection Not Reconciled Unreconciled or in Progress will retrieve a report for all status that are something other than Reconciled v You may choose to enter the HawkID of the Owner Reviewer or both by typing in a valid HawkID or clicking on the Lookup HawkID link and typing in the University ID or HawkID or Last Name or Last Name amp First Name The Missing Owner Reviewer Report provides a current list of WhoKeys with missing owners or reviewers for the selected account criteria Fill in the desired WhoKey elements to seach by and click Get Report to view the list or download it to an Excel file Page 12 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual 2 All Available B My Assigned Whokeys E My Org Dept SubDept Whokeys F Disable AutoTab Fund Org Dept SubDept Grant Program Func BRF Note Fields may be left
29. s optional it is available only for your convenience if you find it helpful To mark a transaction as having been reviewed simply check the box in the left hand side of the transaction information When you check the box the line for that transaction is highlighted bright green IACT OACT DACT CCTR Journal ID Description EOM P AND S SALARIES REGULAR Transaction 4 No Comments Comments ia Page 23 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual This will allow you to review reconcile some transactions and then return to the TDR another time and know the status of the reconciliation This feature may be especially helpful for those WhokKeys with Secondary Reviewers Each transaction level reconciliation when you check the box is stamped with the user s HawkID date time and status of reconciled HAWKID CGRITTON Time 06 06 2012 15 48 22 Status Reconciled If you have reconciled the transaction in error you may un reconcile it by simply un checking the box in the left hand side of the transaction information This activity is also stamped with the user s HawkID date time and status of unreconciled in red and is displayed when you do a mouse over on the check box that has a red question mark over it HAWKID CGRITTON Time 06 06 2012 15 43 05 Status Unreconciled Transaction Level Reconciliation Exceptions Certain T
30. stions Fleet Services Requisition HR Transaction System Workers Compensation 9 Institutional Roles _ Jobs UIOWA PayCV a ProTrav Pcard Vouchers amp Travel Position Management E3 Whokey Administration Every org level Budget Officer will have automatic access to the Institutional Roles Application this is assigned by the Controller s Office After this access is granted by assigning additional roles as described below Institutional Roles Application The Institutional Roles Application is an HR IMFO application developed to maintain roles assignments for various functions across campus We will focus on these three roles Budget Officer role The Controller s Office assigns a Budget Officer for each org unit Budget Officers will be able to access the WhoKey Administration application for all WhoKeys within their org Departmental Administrator role The assigned Budget Officer for each org may assign a Departmental Administrator for each department within his her org Departmental Administrators will be able to access the WhoKey Administration application for all WhoKeys within their department Sub department Administrator role The assigned Budget Officer for each org may assign a Sub departmental Administrator for each sub department within his her org Also the assigned Page 4 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual
31. transactions Wf Workflow indicator This column will show a Y Yes if the transaction has gone through the Workflow approval process Click on the Y to drill down to the workflow transaction and approval history details The column will show a N No if the transaction has not gone through the Workflow approval process There are 10 options to sort the columns on your TDR Click on the Sorted By drop down box to view the options and then choose Ascending or Descending Sorted By IACT OACT DACT CCTR Ascending Sort IACT OACT DACT CCTR Journal ID porn Dat ILID SLAC User ID l Effective Date L6 205 16 SLID SLAC DBEELER User ID HawkiD Voucher PO Univ ID DEBEELER Workflow Status L na 2 84 Page 18 Copyright The University of Iowa 2012 All rights reserved Last updated 08 27 2015 Transaction Detail Report User Manual Drilling Down to Subsystem Details TDR only available drill downs The TDR allows you to drill down to the following subsystems that are only available through the TDR v Cum Comp Cumulative Compensation by WhoKey and by IACT that includes employee level detail for all salary amp fringe transactions v Payroll encumbrance by IACT that includes employee level detail for all salary amp fringe encumbrance transactions v Facility Focus Facilities Management work order system v MARS scholarships Accounts Receivable system drill for FIRE amount
32. ulting data is verified by Accounting amp Financial Reporting staff v Allocation journals gt PSGL allocation journals are generated through a process that is reviewed approved amp controlled by Accounting amp Financial Reporting and or UI Healthcare Financial Operations Accounting and the resulting data is verified by their staff NOTE allocation transactions include journals such as sales tax accrual construction in progress additions amp adjustments additions amp adjustments for deferred revenue and prepaid expense financial reporting eliminations and others that are controlled by Accounting amp Financial Reporting as well as journals impacting UI Healthcare central and departmental accounts for overhead financial reporting eliminations expense revenue transfer cash amp A R sweep and others that are controlled by UI Healthcare Financial Operations Accounting Example of line level transaction box removed and comment auto populated gt 4404 000 08499 0000 SLSTAXO003 75 13 04 30 2012 Description STATE SALES TAX TFR FUND 960 Transaction PSGL allocation journals are generated through a process that is reviewed approved and controlled by Accounting and Financial Reporting and or UI Healthcare Financial Operations Accounting and the resulting data is Comments verified by their staff Reconciliation Indicator WhoKey Level Required Whokey level or report level reconciliation is required When a
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