GMS4 - Making adjustments
Duration: 10 mins 11 secs
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Description: | (No description) |
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Created: | 2020-10-28 08:15 |
---|---|
Collection: | Grants |
Publisher: | University of Cambridge |
Copyright: | Helen Parker |
Language: | eng (English) |
Transcript
Transcript:
Hi and welcome to Section 3 of
Grants 4. This is the part now where you're going to actually
start being able to do things.
We've covered the background and
covered some of the things that
you need to do, and from now on
you're going to actually be doing the adjustments that
you can do in Grants.
Before we get into that, we're
just going to have a quick
overview of where you make your changes. So if you see at the
top here, you've got your top block, which is all in AP.
Things like errors in AP: invoices, errors on expense
forms, or an error on the iProc order. All of this will be
done in AP.
So you need to be very clear that if transaction took place or
originated from AP, it needs to be corrected in AP. Do not do or
try and do a Grant's journal to correct an AP transaction.
You may or may not have an AP
responsibility. If you have, you
can obviously make the
corrections yourself if you
haven't got the responsibility,
you'll need to speak to your
accounts team in order to get
that sorted out. If your purchase order is no longer
required, in other words, you've
got a commitment there which for
some reason or another, isn't needed or is not going
to be fulfilled or it was not matched. The invoice has actually
being paid, but the commitment, the PO, was never matched to
that particular invoice. You need to cancel it, and in order
to do that you need to go back to iProc. And again, it depends on
whether you've got
responsibility or not as to who
actually does the correction,
but as grants administrator, you
do need to notify the
appropriate party to actually get that resolved. Then the
bottom part of the screen is
obviously what we're going to be
dealing in Grants 4 - here, and we're going to use two types of
functionality to correct or to make these adjustments where you can
either use Tools Transfer if it's a case of your salary
needing to be put into the right
project, or if your transaction
was allocated to an incorrect project, you can use the Tools
Transfer functionality. And then the last ones are where you
actually going to be entering a
journal yourself, reversing journals and doing that type of
transaction. So we're going to go there now and I'm just going
to go through to the [right place]
Get...
OK, I'm going to, I need to stop sharing that screen and
then I need to share the next
screen with you.
OK, so I've logged into CUFS, and you should have a Grants
Administrator functionality. [Actually] you may or may not
have Grant Administrator - you might only have a Grants
Investigator. If that's the case, then you must make sure
that you are named on the
project that you need to be
working on, otherwise you won't
be able to see any information.
As a Grant Administrator, you can see any of the projects or
the awards that belong to your
Department. So what the two
functions that we're going to be
working with over the next few
sessions that you're going to be
doing is under Expenditures, either Enter Actuals or
Expenditure Enquiry. So I'm going to just go into the
Expenditure Enquiry now.
And your Java should start
running if you got it set
up. If you need to check it - go to our finance
services - University Finance (UFS) and
have a look at what the latest Java requirements are.
You do need to be connected
through your VPN when
you're using CUFS.
OK, so this is what your
expenditure inquiry screen
looks like and the other thing
that you need for the rest of
this course is you. You need
to have a project number and
an the associated award
number. Most of the time
you'll be working with the
project number, but you
generally do need to know what
the would number as well. And
very importantly you need to
know which task or whatever it
is you're doing, needs to be
allocated to.
So I'm assuming that I want
to have a look at. I'm using
plant Sciences.
And I'm going to go.
Sorry, got mice.
Slash game the wrong way.
Now I did a very um, sweeping
view of the expenditure inquiry,
and I literally just put in the
project number and obviously
goes back to the very beginning
of the project. Now, when you're
working as a grant
administrator, I should imagine
that you're going to be doing
this on a monthly basis, so you
probably would not want to go
right back to the beginning of
the project. So two ways, a
quick way of getting your most.
Recent transactions on the top
is if you double click next to
the item date and now you can
see here that is actually put
August 2020 at the top. Here I
am using the play version. Yeah,
I'm using the play version of
cuffs so my information is not
up to date. August is the latest
awaiting the players refresh.
Remember, you can expand
your screen your.
Yeah screen here, so um, so you
can get a better view of it. And
don't forget you've got this
totals function here. So if you
do want to, it doesn't
necessarily feel that it doesn't
give you that automatically. You
need to actually press the
totals button in order to see
what the total of that is.
So I'm not going to go into the
expenditure inquiry in a big way
here. I just wanted this is what
you actually going to, but it
looks like and what you're going
to be working with. What I did
want to draw your attention to
is if transaction has failed
funds, checking it would be.
There would be a blank here as
in the case of this top line
here and if you page across here
you'll see your cost distributed
box is unchecked. OK, now
there's two reasons for that
one. Is that it simply hasn't
gone through the process.
Remember, in the previous one of
the previous videos, I actually
said to you that the grants
module is updated at midday and
overnight, so if you've just
done a Journal and you go and
check it here, it's going to be.
It's going to look like this.
You're not going to have any
value in here, and you're not
going to have your cost
distributed box ticked once that
process runs. So depending on
when you enter the Journal.
If you entered it this morning,
then you would expect to be
correct by the afternoon. If you
entered it in the afternoon, you
would check it the next day.
If it remains like with no value
here and with the cross
distributed box unchecked, it
means it's failed funds
checking. So then you need to go
and have a look at your
exception report. It should be
on the exception report. Just go
back and check that and find out
what the reason is and then
obviously try and sort it out.
OK, so that is just seeing what
it looks like. Now when you
come onto expenditure.
Inquiry screen I would
automatically try and narrow
down what you want, so an easy
way to do that is to put in a
task number, an even probably
more ease or better would be to
actually put in a date so you
limit what it is you're looking
at. You can take it from.
January 2020, so at least you
only see 2020 transactions, so
that would be another way of of
having a look at things. Be
careful with this exclude net
zero items. It's by default.
It's ticked because most of the
time people don't want to see
the zeros, but when you start
working with the next video now
when you're going to be doing
tools transfer, you're going to
need to be able to see that you
actually your inzon your outs,
so you will.
Can take your just by clicking
on it you untick, you exclude
Netgear items. Well now I'm just
going to leave it take.
You can also obviously choose
your expense category, so if
you've been told to go and sort
out your travel and subsistence,
or you're starving or whatever
it is you're trying to do, you
can actually type that into your
expenditure category or your
expenditure type, depending on
which one you want to use and
use that to narrow your
selection. At this point of
time, I've just narrowed it by
date, so and I've also noted by
the task, so if I go into fine
now I'm only going to find my
2020. Um transactions in here.
OK.
So the last thing that I'm
going to show you in this
video is that you when you
want to have a look at your
suspense account so suspense
accounts are always in the
format. Let me just clear the
screen.
They always in the format of
your Department. All code and
then 000. OK so I'm in Plant
Sciences. An AG is the research
cost center or.
That we use. So whichever
Department in your going to
replace the PD with that
appropriate Department code and
then that should be your
suspense account. There are a
few exceptions to this and
you'll have to check with your
line manager if you're in one of
those exceptions again.
We don't want to see the
suspense account going back for
all time, so. Good idea if you
actually narrow what you're
looking at here.
OK, I'm
and again if you want to you can
sort your stuff. That's already
that was already sorted that way
so you can see here that some of
the stuff has not has failed
funds check and this is the type
of information you'll that you
would have to work with and
always with your suspense
accounts always total it.
And that your suspense account
should always be 0, because by
their very nature they are being
held in suspense and they you
obviously need to clear
everything out of them. OK, so
this is obviously an incident.
This is play and things of where
people have been playing in here
so it isn't actually as you
would expect it to be in normal
circumstances. You would
expect to find your suspense
account is 0, or else you're
actually clearing the current
months expenses.
So that is it.
Let me go back to.
Stop sharing screen and your
next video that you're going to
be watching is Wendy's going to
be doing an onto on tools
transfer? And then you've got an
exercise to do.
So bye for now.
Grants 4. This is the part now where you're going to actually
start being able to do things.
We've covered the background and
covered some of the things that
you need to do, and from now on
you're going to actually be doing the adjustments that
you can do in Grants.
Before we get into that, we're
just going to have a quick
overview of where you make your changes. So if you see at the
top here, you've got your top block, which is all in AP.
Things like errors in AP: invoices, errors on expense
forms, or an error on the iProc order. All of this will be
done in AP.
So you need to be very clear that if transaction took place or
originated from AP, it needs to be corrected in AP. Do not do or
try and do a Grant's journal to correct an AP transaction.
You may or may not have an AP
responsibility. If you have, you
can obviously make the
corrections yourself if you
haven't got the responsibility,
you'll need to speak to your
accounts team in order to get
that sorted out. If your purchase order is no longer
required, in other words, you've
got a commitment there which for
some reason or another, isn't needed or is not going
to be fulfilled or it was not matched. The invoice has actually
being paid, but the commitment, the PO, was never matched to
that particular invoice. You need to cancel it, and in order
to do that you need to go back to iProc. And again, it depends on
whether you've got
responsibility or not as to who
actually does the correction,
but as grants administrator, you
do need to notify the
appropriate party to actually get that resolved. Then the
bottom part of the screen is
obviously what we're going to be
dealing in Grants 4 - here, and we're going to use two types of
functionality to correct or to make these adjustments where you can
either use Tools Transfer if it's a case of your salary
needing to be put into the right
project, or if your transaction
was allocated to an incorrect project, you can use the Tools
Transfer functionality. And then the last ones are where you
actually going to be entering a
journal yourself, reversing journals and doing that type of
transaction. So we're going to go there now and I'm just going
to go through to the [right place]
Get...
OK, I'm going to, I need to stop sharing that screen and
then I need to share the next
screen with you.
OK, so I've logged into CUFS, and you should have a Grants
Administrator functionality. [Actually] you may or may not
have Grant Administrator - you might only have a Grants
Investigator. If that's the case, then you must make sure
that you are named on the
project that you need to be
working on, otherwise you won't
be able to see any information.
As a Grant Administrator, you can see any of the projects or
the awards that belong to your
Department. So what the two
functions that we're going to be
working with over the next few
sessions that you're going to be
doing is under Expenditures, either Enter Actuals or
Expenditure Enquiry. So I'm going to just go into the
Expenditure Enquiry now.
And your Java should start
running if you got it set
up. If you need to check it - go to our finance
services - University Finance (UFS) and
have a look at what the latest Java requirements are.
You do need to be connected
through your VPN when
you're using CUFS.
OK, so this is what your
expenditure inquiry screen
looks like and the other thing
that you need for the rest of
this course is you. You need
to have a project number and
an the associated award
number. Most of the time
you'll be working with the
project number, but you
generally do need to know what
the would number as well. And
very importantly you need to
know which task or whatever it
is you're doing, needs to be
allocated to.
So I'm assuming that I want
to have a look at. I'm using
plant Sciences.
And I'm going to go.
Sorry, got mice.
Slash game the wrong way.
Now I did a very um, sweeping
view of the expenditure inquiry,
and I literally just put in the
project number and obviously
goes back to the very beginning
of the project. Now, when you're
working as a grant
administrator, I should imagine
that you're going to be doing
this on a monthly basis, so you
probably would not want to go
right back to the beginning of
the project. So two ways, a
quick way of getting your most.
Recent transactions on the top
is if you double click next to
the item date and now you can
see here that is actually put
August 2020 at the top. Here I
am using the play version. Yeah,
I'm using the play version of
cuffs so my information is not
up to date. August is the latest
awaiting the players refresh.
Remember, you can expand
your screen your.
Yeah screen here, so um, so you
can get a better view of it. And
don't forget you've got this
totals function here. So if you
do want to, it doesn't
necessarily feel that it doesn't
give you that automatically. You
need to actually press the
totals button in order to see
what the total of that is.
So I'm not going to go into the
expenditure inquiry in a big way
here. I just wanted this is what
you actually going to, but it
looks like and what you're going
to be working with. What I did
want to draw your attention to
is if transaction has failed
funds, checking it would be.
There would be a blank here as
in the case of this top line
here and if you page across here
you'll see your cost distributed
box is unchecked. OK, now
there's two reasons for that
one. Is that it simply hasn't
gone through the process.
Remember, in the previous one of
the previous videos, I actually
said to you that the grants
module is updated at midday and
overnight, so if you've just
done a Journal and you go and
check it here, it's going to be.
It's going to look like this.
You're not going to have any
value in here, and you're not
going to have your cost
distributed box ticked once that
process runs. So depending on
when you enter the Journal.
If you entered it this morning,
then you would expect to be
correct by the afternoon. If you
entered it in the afternoon, you
would check it the next day.
If it remains like with no value
here and with the cross
distributed box unchecked, it
means it's failed funds
checking. So then you need to go
and have a look at your
exception report. It should be
on the exception report. Just go
back and check that and find out
what the reason is and then
obviously try and sort it out.
OK, so that is just seeing what
it looks like. Now when you
come onto expenditure.
Inquiry screen I would
automatically try and narrow
down what you want, so an easy
way to do that is to put in a
task number, an even probably
more ease or better would be to
actually put in a date so you
limit what it is you're looking
at. You can take it from.
January 2020, so at least you
only see 2020 transactions, so
that would be another way of of
having a look at things. Be
careful with this exclude net
zero items. It's by default.
It's ticked because most of the
time people don't want to see
the zeros, but when you start
working with the next video now
when you're going to be doing
tools transfer, you're going to
need to be able to see that you
actually your inzon your outs,
so you will.
Can take your just by clicking
on it you untick, you exclude
Netgear items. Well now I'm just
going to leave it take.
You can also obviously choose
your expense category, so if
you've been told to go and sort
out your travel and subsistence,
or you're starving or whatever
it is you're trying to do, you
can actually type that into your
expenditure category or your
expenditure type, depending on
which one you want to use and
use that to narrow your
selection. At this point of
time, I've just narrowed it by
date, so and I've also noted by
the task, so if I go into fine
now I'm only going to find my
2020. Um transactions in here.
OK.
So the last thing that I'm
going to show you in this
video is that you when you
want to have a look at your
suspense account so suspense
accounts are always in the
format. Let me just clear the
screen.
They always in the format of
your Department. All code and
then 000. OK so I'm in Plant
Sciences. An AG is the research
cost center or.
That we use. So whichever
Department in your going to
replace the PD with that
appropriate Department code and
then that should be your
suspense account. There are a
few exceptions to this and
you'll have to check with your
line manager if you're in one of
those exceptions again.
We don't want to see the
suspense account going back for
all time, so. Good idea if you
actually narrow what you're
looking at here.
OK, I'm
and again if you want to you can
sort your stuff. That's already
that was already sorted that way
so you can see here that some of
the stuff has not has failed
funds check and this is the type
of information you'll that you
would have to work with and
always with your suspense
accounts always total it.
And that your suspense account
should always be 0, because by
their very nature they are being
held in suspense and they you
obviously need to clear
everything out of them. OK, so
this is obviously an incident.
This is play and things of where
people have been playing in here
so it isn't actually as you
would expect it to be in normal
circumstances. You would
expect to find your suspense
account is 0, or else you're
actually clearing the current
months expenses.
So that is it.
Let me go back to.
Stop sharing screen and your
next video that you're going to
be watching is Wendy's going to
be doing an onto on tools
transfer? And then you've got an
exercise to do.
So bye for now.
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