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RBC TRAINING

OBJECTIVES . Understand the timeline and critical dates regarding the implementation of the new RBC systemUnderstand how to access and navigate within the new RBC systemUnderstand the difference between Budget Transfer, Budget Revision and Cash TransferUnderstand how to create, edit and view R

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RBC TRAINING

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    1. RBC TRAINING

    2. OBJECTIVES Understand the timeline and critical dates regarding the implementation of the new RBC system Understand how to access and navigate within the new RBC system Understand the difference between Budget Transfer, Budget Revision and Cash Transfer Understand how to create, edit and view RBCs Understand how to create and edit budget lines Understand the required fields of the RBC and difference between FRS & UAccess Financials field values

    3. IMPLEMENTATION OF THE NEW RBC SYSTEM DATES TO REMEMBER

    4. CREATE AN RBC Enter the Budget System Through the Budget Office Website and click on Create RBC

    5. The new RBC format is divided into “from” and “to” sections with the actual transaction details in the middle

    6. BUDGET TRANSFERS (BT) Choose BT when you are transferring budget from one account to another and/or from one object code or budget line to another. Temp (T) budget changes affect the budget for the current fiscal year only. Perm (P) budget changes will adjust the next year’s budget. RBC entries must be one-to-one. For every “From” entry there must be a “To” entry. Required Fields: Description, to and from Line#s, PCNs, Accounts, Object Codes, Amount, T/P, Type.

    7. BUDGET TRANSFERS (BT)

    8. BUDGET REVISIONS (BR) (Typically applies only to Auxiliary and Designated Accounts) Choose BR when you are requesting an adjustment to your budget A BR is a one-sided transaction – a “from” entry should not have a corresponding “to” entry and vice versa From = Decrease to Acct/Object Code To = Increase to Acct/Object Code Required fields: Description, Line#, Account, Object Code, Amount, T/P, Type

    9. BUDGET REVISIONS (BR)

    10. CASH TRANSFERS (CT) Use the new RBC to create Cash Transfers until September 22nd. For every “from” entry there must be a “to” entry. Fields required: Description, to and from Accounts, Line #s, Object Codes, Amount, T/P, Type. Dept. number will populate automatically in the preview phase. Beginning September 22nd, users will transfer cash using the “Transfer of Funds” document in UAccess Financials.

    11. CASH TRANSFERS (CT)

    12. AFTER THE RBC IS FILLED OUT, CLICK THE “PREVIEW & SAVE DOCUMENT AS DRAFT” BUTTON IN THE LOWER RIGHT HAND CORNER

    13. YOUR RBC IS NOW A DRAFT WITH A DRAFT NUMBER BUT IS NOT COMPLETE UNTIL YOU CLICK THE SAVE RBC BUTTON IN THE LOWER RIGHT HAND CORNER

    14. YOUR RBC IS NOW COMPLETE WITH AN RBC NUMBER

    15. A PRINTED RBC

    16. YOU CAN STILL VIEW AND EDIT RBCS

    17. OTHER THINGS YOU NEED TO KNOW INFORMATION ENTERED ON AN RBC WILL POPULATE THE BUDGET SYSTEM AUTOMATICALLY UPON RBC APPROVAL. IF YOU ENTER A LINE#/PCN/ACCOUNT# THAT DOES NOT CURRENTLY EXIST IN THE BUDGET SYSTEM, IT WILL GET ADDED. YOU WILL GET AN ERROR MESSAGE IF YOU ENTER: AN EXISTING LINE# WITH THE WRONG PCN A PCN THAT ALREADY EXISTS ON ANOTHER LINE NUMBER IN THE DEPT. AN ACCOUNT# THAT DOES NOT BELONG IN THE DEPT. PCN/LINE# WILL POPULATE RBC AUTOMATICALLY IF ONE IS ENTERED AND THE OTHER ALREADY EXISTS AT THE DRAFT STAGE. DEPT.# AUTOMATICALLY POPULATES RBC AT THE DRAFT STAGE

    18. THE CREATE AND EDIT BUTTONS IN THE BUDGET SYSTEM CAN STILL BE USED TO ADD OR EDIT LINES

    19. A PREVIEW OF AN RBC IN UACCESS FINANCIALS CLICK ON GENERAL LEDGER ENTRY

    20. EXAMPLE OF UACCESS FINANCIALS LOOK UP SCREEN

    21. NEW UACCESS FINANCIALS CODES BUDGET TRANSACTION DEFINITIONS

    22. FRS VS UACCESS FINANCIALS ON RBCS

    23. NEED HELP?

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