Budget Revision Training – Oracle Web ADI

1. Budget Revision Training – Oracle Web ADI Presented by: Planning & Analysis

2. Planning & Analysis Websitehttp://www.utrgv.edu/planning-and-analysis/services-and-resources/budget-revisions/index.htm

3. Topics to be covered* • Using Journal Wizard • Using an Excel template to create a Budget Revision to upload into Oracle. • Adding Attachments • Submitting the Budget Revision for approval • Approval Process • How to Check Workflow status • Deleting a Budget Revision

4. How to create a Budget Revision • Responsibility needed: • UTRGV GL Budget Revision User • Navigate to: • Journals • Launch Journal Wizard This is a tool used to create the Budget Revision with an Excel Template

5. Creating Budget Revision Template • Select Create Document • Click on Open when asked “Do you want to open or save WebADI from myadmin.utrgv.edu?

6. Budget Revision Template Completed • Enable editing and enable content when prompted in excel. • The Wizard will create a document on which to create Budget Revision. • Do NOT Click Cancel, wait until it changes to the confirmation screen, then select Close.

7. Budget Revision Template Journal Header fields to be entered and reviewed: • Budget: Set to Revised Budget. If a Permanent Budget Revision is needed simply put “Permanent Change” in your justification or comment field & Planning & Analysis office will do the additional journal entry for you to affect Original Budget. • Batch Name: Use your UserID. System will append Journal ID # when uploaded. Journal lines detail needed: • Period • GL String: Account Combination • Fund, Funding Source, Organization, Project, Object, and NACUBO • Amount – Debit and Credit (both numbers should be positive)

8. Entering Period: • Type directly in the cell or • Right click on cell and select “List of Values” or • Double Click on cell • Search for and Select period and then click on Select button.

9. Populating GL String on Template Entering GL Accounting String: You will now be able to setup new Objects. • Type directly in the cells, right click, or double click on any field of the accounting string to get the following box. • Select your values using the magnifying glass. • Combinations will exist but does not mean they are valid, because if someone previously entered an invalid combination it will always show up. It’s better to check your GL string combination on the GL Inquiry screen.

10. What to debit and what to credit • Enter amounts in relation to Funds Available on GL Inquiry Screen. Impact to funds availability • Check Totals. Debits must equal Credits. Example: To move funds from revenue to wages, credit 40001 and debit 51101. To move funds from wages to operating, credit 51101 and debit 53001.

11. Uploading the Budget Revision Template After Revision is completed, upload to Oracle. • Go to “Add-ins” in tool bar • Select Upload.

12. Uploading the Budget Revision Template cont. • Verify that same lines on screenshot below are selected. • Select Upload. System will go through a series of screens and finally a confirmation or error message will be displayed.

13. Error messages if Budget Revision did not load • Error messages will appear if error exist. Close this screen. • On Template error will be explained in Message column. Errors can be corrected and revision uploaded. In this example wrong fund was used.

14. Obtaining Budget Revision Journal Number • Confirmation screen will show Group ID #, number of successfully upload rows, and Journal Import Request ID which can be used to identify your revision in Oracle. On your keyboard use Control and C keys to copy the ID. • Select Close. Excel sheet can also be closed at this time, unless the revision has to be corrected. You will notice Happy Faces for error free revision and Sad Faces when error exist in the Message column.

15. Looking up your Budget Revision in Oracle Now that you have created and uploaded the Budget Revision, funds need to be checked and revision needs to be sent through workflow for approvals. In Oracle using your UTRGV GL Budget Revision User Responsibility: • Navigation to: Journals • Select Enter on either of the following screens.

16. Looking up your Budget Revision in Oracle cont. Find the Budget Revision by querying any of the following (use % as wildcard): ▪ Batch Name with your user name: (i.e.%magda%) ▪ Journal ID: (i.e %70903203) ▪ Category: Budget ▪ Posting: Unposted ▪ Period: (i.e Sep-FY2016) ▪ Click Find

17. Submitting Budget Revision • On the Enter Journals screen select the Revision you wish to submit and select Review Journal.

18. Providing Justification for the Budget Revision • Enter Justification and Comments. These fields are very important since they appear on the notification sent to approver. There is a 150 character limit on each including spaces • State what you are trying to do so the approver can double check your work. • (e.g $5K from operating to wages to cover student worker for Fall) • If budget journal should be made permanent type “PERMANENT” in the justification or comment field. • Click Ok when done.

19. Attaching Support to your Budget Revision • Attachments can be added at this point by selecting the paper clip on the toolbar.

20. Attaching Support to Budget Revision cont. • To attach support documentation • After you click on the paper clip icon, the system will bring up the following screen to be filled out. • Enter other in the category field. • Enter the title of your attachment in the Title field. • Under description specify if your attachment is a file or an e-mail.

21. Short & Long Text in Budget Revision • Under Data type you need to select file for excel or word documents or Short or Long text for e-mails. • When you select file as the data type, Oracle will open a new window in explorer where you can search for and select the document you want to attach. This will be a new window, you must go look for it.

22. Submitting Budget Revision • Save Revision using Disc icon in toolbar or select File and then Save. • Click on “Check Funds” and system will provide the results. If you want to see more detail, click on View Results. • If passes check funds then “Approve”. This will start the workflow process. • After message confirming that revision has been sent to approver is displayed you may close this screen.

23. Approving a Budget Revision • Approver will received Notification through emailand need to log into Oracle to approve revision. Notice all detail provided. • Click on Enter Journals Form to review details of Budget Revision if Justification or Comments are not sufficient.

24. Approving a Budget Revision cont. • Click on Journal to view the entire Budget Revision. • Click on Check Funds to verify funds are available. If funds are not available revision should be rejected on Notification. • Notice that Approve Button is not available at this point because approval needs to happen on Notification.

25. Approving a Budget Revision cont. • Review lines and check funds. • Review Justification. If additional information is needed attachments can be added at this point. • Close out this and previous screen and then return to Notification.

26. Approving a Budget Revision cont. • Approver must return to the Notification screen and select one of the following options: • Approve – will send revision to next approver • Reject – sends revision back to initiator • Reassign – allows you to assign someone else to approve revision • Request Information – sends revision back to initiator with comments

27. Budget Revision Flow Chart Submitter Project Manager AA Org? YES Asst Deans NO Grant Account? Grants & Contracts YES NO Academic Account? Academic Budget Officer YES NO Salary Decrease? YES Divisional VP NO Planning & Analysis General Ledger

28. Monitoring Workflow Status • UTRGV GL Budget Revision User → Monitor Workflow • Enter Revision ID with wildcard symbol (%) in front. • Hit enter and then select Show Process.

29. Monitoring Workflow Status cont. • Select Activity History • Clear all the options under Search, Activity Type and leave only Response and Notifications checked. Do not change any options under Activity Status. Click GO

30. Monitoring Workflow Status cont. • Under the Results Activities you will see each approval step in the process and on the top the name of the person next to approve.   • (Alternatively, you may select to view the Status Diagram.)

31. Deleting a Budget Revision ● When should you delete a Budget Revision? ◦ If revisionis no longer needed ◦ If the revision is for an incorrect period; since the period can not be corrected a new revision would need to be created. ● You can only delete revisions that are not in the workflow and are coded as “Unposted”. (If BR is still in workflow have the next approver reject it and then delete it.) ● If a correction to the journal lines is needed you do not have to delete your budget journal simply correct it. (But you can not add extra lines) ● Be careful not to delete someone else’s Budget Revision. ● Budget Office must delete all unsubmitted Budget Revisions at month end prior to the close of GL.

32. How to Delete a Budget Revision Find the Budget Revision by querying the Batch Name (use % as wildcard) • Recall you used your user name on Batch Name field. ie: %friv% • Journal Import ID system provided when you uploaded. Ie: %6606105% Sample Batch Name - frivera Budget Journal B 364122 66061050 • On the Enter Journals screen select the Revision you wish delete and click on the Delete icon.

33. List of valid object codes for Budget Revisions *Contact the Planning & Analysis office for object code if transferring between major fund groups.

34. Example #1: Transfer Funds within a Project To move $500 from Operating to Wages: DebitCredit Where will you spend it? 11.G0000.73160.110000042.51101.000060 $500 Where are you taking the funds from? 11.G0000.73160.110000042.53001.000060 $500 Note: Debits and Credits are equal.

35. Example #2: Transfer Funds between Fiscal Projects To move $1,200 in Operating between two State projects: DebitCredit Where will you spend it? 11.G0000.72010.110000030.53001.000060 $1,200 Where are you taking the funds from? 11.G0000.73160.110000042.53001.000060 $1,200 Note: Debits and Credits are equal.

36. Example #3: Transfer Funds between Rollover Projects DebitCredit Where will you spend it? 21.D1000.75011.210000062.53001.000060 $500 Transfer IN Intrafund 21.D1000.75011.210000062.44600.000000 $500 Transfer OUT Intrafund 21.D1000.73001.210000161.53425.000000 $500 Where are you taking the funds from? 21.D1000.73001.210000161.40001.000000 $500 Notes: (1) NACUBO should be zeroes for revenue and transfer lines but not for expense lines. (2) Debits and Credits within each project should equal.

37. Question Time