Julie Thompson, ITS September 29, 2011 Slide 2 Agenda We will be
talking about Integrity, Month End, and Year End queries
collectively Well review what the queries are showing you Tips for
finding variances Effect variances can have Slide 3 5 Primary Types
of Integrity Checks 1. Summary vs. Detail 2. Integrity within
Commitment Control (APPROP vs ORG vs DETAIL) 3. Integrity between
Commitment Control and General Ledgers (DETAIL_EX vs ACTUALS) 4.
Checks for things that should not exist 5. Checks for things that
should exist Slide 4 Primary Players Summary KK_ACTIVITY_LOG
LEDGER_KKLEDGER JRNL_LN Detail APPROP, ORG, DETAIL, PROJ_GRT,
PRMST_EXP, PRMST_REV, REVEST ACTUALS, CAPITAL, GAAP, ENCUMB Ledger
Groups Tables Slide 5 KK_ACTIVITY_LOG LEDGER_KKLEDGER JRNL_LN
Integrity 05: BOR_CHK_KKLEDG_ACTV Compares detail activity in
KK_ACTIVITY_LOG to summary amount in LEDGER_KK Type 1: Summary vs.
Detail Slide 6 Integrity 08: BOR_CHK_LEDG_JRNL Compares detail
activity in JRNL_LN to summary amount in LEDGER Type 1: Summary vs.
Detail KK_ACTIVITY_LOG LEDGER_KKLEDGER JRNL_LN Slide 7 Integrity
06: BOR_CHK_KKLEDG_BUD Compares detail activity in KK_BUDGET_LN
with summary amount in LEDGER_KK KK_ACTIVITY_LOG LEDGER_KKLEDGER
JRNL_LN KK_BUDGET _LN Type 1: Summary vs. Detail Slide 8 Summary vs
Detail data example: LEDGER_KK KK_ACTIVITY_LOG Integrity Check 05:
BOR_CHK_KKLEDG_ACTV Slide 9 LEDGER JRNL_LN Summary vs Detail data
example: Integrity Check 08: BOR_CHK_LEDG_JRNL Slide 10 These
queries should never have a variance A DBI is usually, but not
always required to correct Update LEDGER_KK or LEDGER to reflect
correct activity, or Clean bad data out of KK_ACTIVITY_LOG or
JRNL_LN, or Can sometimes resolve functionally by clearing Budget
Check Exception Type 1: Summary vs. Detail Slide 11 LEDGER_KK
Integrity 01: BOR_CHK_PROJ_ENC_LEG - Encumbrances between PRMST,
PROJ_GRT, and DETAIL Integrity 04: BOR_CHK_UNREST_LEDGER -
Encumbrances and Expense between APPROP, ORG, and DETAIL Integrity
10: BOR_CHK_REVAPPROP_BUD - Budgets between REVEST and APPROP
APPROP ORG DETAIL PRMST_EXP PRMST_REV PROJ_GRT REVEST Type 2:
Integrity within Commitment Control Slide 12 Integrity within
Commitment Control data examples: LEDGER_KK Integrity Check 01:
BOR_CHK_PROJ_ENC_LEG Slide 13 These queries should never have
variances since all ledgers should be updated at the same time upon
a valid budget check Corrective Action is usually a journal entry
directly to Commitment Control If the variance is for a Project
ledger, we will usually opt to rebuild the project ledgers because
many schools still have residual variances from 8.9 upgrade Type 2:
Integrity within Commitment Control Slide 14 So, how do you find
these variances? For variances in the Summary vs Detail and
Integrity within Commitment Control queries find the accounting
period where the variance exists Then use a detail query to
identify the specific transaction(s) Slide 15 Finding variances
Integrity Check 05: BOR_CHK_KKLEDG_ACTV Slide 16 Finding variances
Slide 17 Integrity Check 05: BOR_CHK_KKLEDG_ACTV Finding variances
Slide 18 Once you know the accounting period, you can use the
BOR_KK_ACTIVITY query to identify the transaction You may want to
tweak it a bit. I recommend adding a Business Unit prompt (improves
performance), and changing the LEDGER_GROUP = DETAIL criteria to
LEDGER = prompt Finding variances Slide 19 Slide 20 So now what?
Once youve found the transaction, check for any budget errors. If
they exist, clear them. Even if the transaction does not show as
having a Budget Error, re-budget checking can sometimes clear the
issue (may need to trick the system to reset the budget flags) If
the variance persists, submit a ticket to ITS Slide 21 LEDGER_KK
Integrity 02: BOR_CHK_PROJ_EXP_LEG - Expense between PRMST,
PROJ_GRT, DETAIL, and ACTUALS Integrity 03: BOR_CHK_PROJ_REV_LEG -
Revenue between PRMST, DETAIL, and ACTUALS Integrity 07:
BOR_CHK_DETL_ACTLS - Expense between DETAIL and ACTUALS LEDGER Type
3: Integrity between Commitment Control and GL Ledgers Slide 22
LEDGER_KK Integrity 09: BOR_CHK_REV_LEDGER - Revenue between
REVEST, DETAIL, and ACTUALS Integrity 11: BOR_CHK_DTL_ENC -
Encumbrance between DETAIL and ENCUMB - Corrective Action to re-run
ENCUMB ledger build - ENCUMB ledger is not closed and can be
rebuilt at any time LEDGER Type 3: Integrity between Commitment
Control and GL Ledgers Slide 23 Integrity between KK and GL Ledger
data example: Integrity 03: BOR_CHK_PROJ_REV_LEG LEDGER_KK LEDGER
Slide 24 Integrity between KK and GL Ledger data example: LEDGER_KK
LEDGER Integrity 07: BOR_CHK_DETL_ACTLS Slide 25 Variances between
Commitment Control and ACTUALS very common Timing Issue - Any
transaction that has been budget checked and not posted will be a
variance If running throughout year, monitor for lingering
variances Will probably only be clear at Fiscal Year End If true
variance, then journals to Commitment Control are usually needed
Type 3: Integrity between Commitment Control and GL Ledgers Slide
26 3 primary sources of variances: Vouchers budget checked, but not
yet posted (BOR_AP_UNPOSTED_VCHR) Expense Reports budget checked,
but not yet posted (BOR_EX_UNPOSTED_ACCRUALS) Expense Reports
posting for different amount than budget checked Finding variances
Slide 27 Known Issue with Expense Reports not re-budget checking
when mileage is changed Workaround: uncheck/recheck approve expense
box If you are an Expense user, add BOR_KK_EX_ER_RECON to your
month end list of queries to run This query will return any Expense
Reports budget checked for a different amount than posted for
Relatively easy DBI to fix if caught before Expense Reports are
closed Finding variances Slide 28 Month End 01: BOR_CHK_JE_PENDING
- Returns transactions not journal generated or journals with
errors Month End 02: BOR_CHK_UNPOST_SUBSYSTEM - Returns any
subsystem journal that has been unposted (ability to unpost
subsystem journals has been removed) - Will cause FDM errors Type
4: Checks for Things that Should Not Exist Slide 29 Month End 03:
BOR_CHK_CASH_ENCUMB - Returns cash encumbrances (ITS can run
utility to delete them) - Coming from Encumbrance journals on which
the DEFAULT transaction code is used. Can be either Payroll
Encumbrance process of manual Encumbrance journals - Will cause
your BOR_BTA_ENCUMB_PAYABLE query to be out - Will cause FDM editor
errors for period 0 Type 4: Checks for Things that Should Not Exist
Slide 30 Month End 04: BOR_CHK_REST_WOUT_PROJ - Fund 20000
transactions without a Project Month End 05: BOR_CHK_ERROR_ENCUMB -
Encumbrances in Revenue or Balance Sheet accounts Month End 06:
BOR_CHK_NEG_ENCUMB - Negative Encumbrances Type 4: Checks for
Things that Should Not Exist Slide 31 Year End 01:
BOR_CHK_12000_BALANCES - Balances in Fund 12000 (inactive fund)
Year End 02: BOR_CHK_FDM_CAPITAL_CF - Returns CAPITAL transactions
where CFs are missing and Fund Code not equal to 52000 Year End 04:
BOR_CHK_PERSERV_ENCUM - Returns Personal Services Encumbrances
(only shouldnt exist if YE and Zero Personal Services process has
been run) Integrity 12: BOR_CHK_BUD_REF_FISCAL_YEAR - Returns
transactions with Budget Ref greater than FY entered Type 4: Checks
for Things that Should Not Exist Slide 32 Year End 03:
BOR_CHK_PERIOD 0 _POPULATED - Ensure that ACTUALS, CAPITAL, GAAP,
DETAIL_EN, and ENCUMB have beginning balances Year End 05:
BOR_NET_ASSET_ACCOUNT - Returns beginning balances for Net Asset
accounts Type 5: Checks for Things that Should Exist Slide 33
Variances undermine the intent of Commitment Control If you have
Encumbrances or Expenses recorded in KK_ACTIVITY_LOG, but not
LEDGER, transactions may pass budget checking that shouldnt If you
have Encumbrances or Expenses recorded in DETAIL, but not APPROP,
transactions may pass budget checking that shouldnt, since we
control at APPROP Why do we care? Slide 34 Can cause overspending
or underspending Year End Reporting of Expenses does come from
ACTUALS, but if youre spending based on KK, then your numbers may
not be what you expected Causes inaccurate reporting to your
departments Why do we care? Slide 35 Encumbrance errors can affect
your ENCUMB ledger which affects the BTA_ENCUMB_PAYABLE query and
the Budgetary Compliance Report Encumbrance errors will affect your
Surplus/Deficit reporting Bad data can cause FDM editor errors Why
do we care? Slide 36 Run Summary vs Detail, Integrity within
Commitment Control, and Checks for things that shouldnt exist
throughout the year, dont wait until Year End Begin the hunt for
variances by adding accounting period to queries You may still need
ITS to find or correct the variance Wrap-Up Slide 37 Questions
