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A Fast and Easy Tool to Reconcile with CMS

A Fast and Easy Tool to Reconcile with CMS. CSU Academic Resources Conference April 1, 2009 Edith Winterhalter , Assoc. Budget Analyst Dan Vaughn, Administrative Analyst Vincent Chavez, Accounting Tech III CSU, Northridge. AGENDA. Getting to know the workbook

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A Fast and Easy Tool to Reconcile with CMS

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  1. A Fast and Easy Tool to Reconcile with CMS CSU Academic Resources Conference April 1, 2009 Edith Winterhalter, Assoc. Budget Analyst Dan Vaughn, Administrative Analyst Vincent Chavez, Accounting Tech III CSU, Northridge

  2. AGENDA • Getting to know the workbook • Demo on reconciling with the workbook • Questions and answers

  3. What Is It? • University Financial Assistants (UFA) Reconciliation Workbook • Excel template • Uses VLOOKUP, pivot tables, formulas • Both a reconciling and a reporting tool • Works like a checkbook register

  4. Why Use the UFA Reconciliation Workbook? • Streamlines processes • All-in-one requisition log and shadow spreadsheet • No double-entry • Accommodates multiple funds and departments • Accommodates multiple users • Ease in reconciling with CMS

  5. Getting to Know the UFA Reconciliation Workbook

  6. Two Basic Components • CMS (PeopleSoft) Generated Reports = bank statement • General ledger summary • General ledger journal detail • Budget journal detail • UFA Reconciliation Workbook = checkbook register

  7. UFA Reconciliation Workbook • All transactions with $ need to be entered in the workbook • All types of funds • General Fund, Trust, Lottery, IRA, Foundation, University Corp • All types of expenses • Payroll • Operating expenses • All budgets • All revenues • In short, EVERY TRANSACTION with $

  8. Demo on Reconcilingwith the UFA Reconciliation Workbook

  9. Setting up the UFA MasterLog MasterLog

  10. Expense Codes Updated MasterLog

  11. Results of Formulas and Lookups

  12. Lookup Tables Sorts Data for Summary Report Account Name Account Code Lookup Tbls (2)

  13. -80,256.33 Comparing Detail Report To PeopleSoft GL Summary UFA Reconciliation Workbook Detail Report CMS Summary Download

  14. CSUN’s CMS Journal Detail Report The CMS Journal Detail Report

  15. $71,281.33 Detail Report Balances to CMS Summary Report UFA Reconciliation Workbook Detail Report CMS Summary Download

  16. The UFA ReconWorkbookSummary Report Summary

  17. Uses of the Workbook in a College • College or department level • Provides most accurate current status of ALL funds • Includes received and expected budget • Up-to-date and projected payroll figures • Actual expenses and planned expenses • Useful for financial analysis and planning • Answers financial questions

  18. Questions and Answers

  19. Contact Information • Edith Winterhalter • edith.winterhalter@csun.edu • 818-677-4066 • Dan Vaughn • daniel.vaughn@csun.edu • 818-677-5780 • Vincent Chavez • vincent.chavez@csun.edu • 818-677-3735

  20. UFA Reconciliation Workbook Visit the CSUN UFA website at: http//www.csun.edu/academic.resources/UFA.html

  21. Thank You!

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