eReconciliation

Overview

M-Pathways eReconciliation provides an online method for reconciling your department’s or project/grant’s financial transactions that have been posted to the General Ledger. Similar to the Statement of Activity reports, the SOA Detail page displays summarized journal activity. Online reconciliation offers advantages not available with the other, more paper-based, reconciliation methods:

Advantage Description
Journal Date parameters Enter a date range to narrow/broaden the list of journals displayed.
Sortable Data Click a column heading to "group" data differently than the system default.
Revenue and Expense columns Easily identify transactions as revenues or expenses.
Multiple views available Choose how you want to reconcile:
  • By Detail view – lists all the journals and their detail for a type of transaction (e.g., all procurement vouchers) on one page.
  • By the SOA Detail page – shows summary data by Journal ID/Line and links to transaction detail for individual transactions.
Link to source financial transaction From the views, click a link to view the journal entry, PO voucher, or Non-PO voucher; allowing you to obtain additional information, as applicable.
Annotate transactions online Enter Notes for a journal or transaction detail level to provide an explanation for the transaction. Notes are maintained on the page on which you entered them.
Mark or unmark transactions as reconciled Click the REC field on the SOA Detail page or the Detail page. REC flags transfer between the summary and detail views. Use the Select All/Unselect All links for mass updates.
Indicate campus unit review completed for Sponsored Project activity Click the Unit Review field on the SOA Detail page or the Detail page. Unit Review flags transfer between the summary and detail views.
Tracking Identify who last updated/reconciled a transaction and when.
Reporting Easily run reports showing your reconciled activity via the Run eRecon Reports link.

 

Navigation

NavBar > Navigator > General Ledger > eReconciliation > eReconciliation

Step-by-Step Process

  1. Enter or select values for the view (e.g., Fund, DeptID, Program, Project/Grant).

    Selection Criteria on Reconciliation Activity page

  2. Enter a date range in the Journal Date and To fields.
  3. To reconcile from the SOA Detail page, click Search and continue to step 4.

    OR

    Enter a value in the Journal ID or Empl ID fields, click Search and continue to step 4.

    Note: Only use the Empl ID field to search for payroll or student financial transactions.

    OR

    To reconcile a particular type of transaction, click the applicable Detail button, then go to step 9:

    • Voucher Detail
    • A/R Billing Detail
    • Payroll Summary
    • Payroll Detail
    • SFN Detail

To reconcile from the SOA Detail page:

You must use the SOA Detail page to reconcile online or uploaded journal entries (e.g., JU, 000, or BE).

Note: You can sort information by column headers. To make column sort settings permanent, you must click Personalize Page.

  1. Review the journal data.

    SOA Detail page

  2. If applicable, view detail about the journal, voucher, and invoice data.
    • To view transaction detail for a specific Journal ID/Line, click the applicable link in the Expense or Revenue (e.g., BI journals) column (where available).
    • To view a journal entry, click the applicable link in the Journal ID field.

    Note: Use only for journals beginning with JU, BE, or 000.

  3. If applicable, click Add to enter a note about the journal line.

    Note: If a note already exists for the transaction, click Update to change or delete the note.

  4. Check the REC box to indicate that a journal transaction is reconciled.
    • Repeat steps 5 – 7 to reconcile additional journal transactions on the page.
    • When the REC box is checked/unchecked, the Updt ID and Last Updtd columns are automatically updated when the page is saved.
    • If a transaction is autoreconciled, the REC checkbox is grayed out, the Updt ID column displays “GLBATCH1” or “PYBATCH1” and the Status column displays “complete autoreconciled.”
  5. Click Save.
    Note: The Unit Review checkbox applies only to Sponsored Project activity. It is primarily intended to provide "in scope" campus units with the ability to indicate their review of Sponsored Project transactions. "In scope" campus units are departments for whom SOA Reconciliation is performed by the Shared Services Center.

To reconcile from a transaction Detail page:

The selected Detail appears gray to help indicate which page is being viewed.

If no transactions exist for the selected type for the Journal Date range entered, you see a blank grid with a message of “*** No Records Found ***”

Each detail view has similar functionality; therefore the steps to reconcile each view are similar. The Voucher Detail view is used as an example below.

  1. Review the detailed data for a Journal ID/Line.

    Voucher Detail page - left

  2. If applicable, click the appropriate link in the Voucher ID field to view the PO or Non-PO voucher.

    Note: The Voucher ID link is best used with PO or Non-PO vouchers. The link to P-Card and SUB vouchers provides accounting line information only.

  3. Scroll right to view additional detail (e.g., Amount, etc).

Select All/UnSelect All Functionality

The Select All/UnSelect All links offer a way to mark all the transactions as reconciled or unreconciled by checking/unchecking the REC box on the SOA Detail grid and applicable detail page. These links are located at the top of the SOA Detail grid and each transaction Detail page.

Checking or unchecking the REC box at the journal level also checks or unchecks the corresponding REC box(es) at the detail level and vice versa.

Because these actions also populate the Updt ID and Last Uptd fields with your uniqname and the date, the system displays a message asking you to confirm the action.

You can check or uncheck the REC box for individual transactions after clicking one of these links.

  1. If applicable, click Add to enter a note about the transaction at the detail level.

    Note: If a note already exists for the transaction, click Update to change or delete the note.

    Voucher Detail page - middle

  2. Check the REC box to indicate that the Journal ID/Line transaction is reconciled.
  3. Scroll right.

Note: An Assigned Reconciler is an individual from the Shared Services Center who will determine the appropriateness of the transaction. The Assigned Reconciler will update the Resolution Type, Reason Code and Status fields.

  1. If applicable, click Add Doc icon to add documentation for the transaction.

    Note: Only .pdf and .tif files may be added as documentation.

    Voucher Detail page - right

  2. If applicable, click View Doc icon to see documentation associated with the transaction.

    3. Note: Repeat steps 9 – 17 to reconcile the remaining transactions on the page.

  3. Scroll left.
  4. Click Save.

    Voucher Detail page - left

  5. If applicable, click another Detail button (e.g.,Payroll Summary) to reconcile a different transaction type.

Related Resources

To locate additional eReconciliation information: search using the keyword eReconciliation on the My LINC home page, or navigate using the following catalog path: ITS > Financials > General Ledger > Financial Reporting.

The following documents provide information on how to access and interpret eReconciliation data:

From the transaction detail in eReconciliation, you can link to imaged documentation where available (e.g., online/upload journal entries, PO vouchers).

You must have access to use these links. To obtain access, request the FN View Departmental role from the Financials & Physical Resources tab on the online access request (OARS) form. A confirmation email is then sent to you from ITS Access Services within a few days.