Here are your tips for the week of November 26:
Tip 1: Want to ensure your deposits process properly and avoid delays in posting to the UGA Financial Management System?
- Remember to update the chartstring associated with your deposit detail codes as needed! You can provide these updates by using the link for the Deposit Code Lookup and Request/Edit New Detail Code form located on the Cash Management Resource page.
Tip 2: Did you know Excel has a feature that can automatically create subtotals?
- It does! This functionality works very well with some of the Financial Budget Balance queries that start with UGA_KK.
- For Sponsored Projects:
- Run UGA_KK_PROJECT_BUDGET_BALANCE – Project Budget Balances
- Enter the first few digits of your area into “Department” followed by the % sign.
- Click View Results.
- Export to Excel spreadsheet.
- Enable editing (if needed)
- On the Toolbar, choose Data, then click on Subtotal.
- Change “At each change in” to [PROJECT].
- Ensure that “Add subtotal to” is checked for at least [Budget Balance]. You could also check Project Budget, Encumbrances, & Expenditures.
- Choose OK.
- Note: if your projects are budgeted across departments outside of your own – i.e. the first few digits are different, this tip will not work because it will not pull those departments. In those cases, you may want to query on a project-by-project basis.
- For departmental General Funds (not including projects):
- Run UGA_KK_DEPT_EXP_REV_BALS – Departmental Budget Balances
- Enter the first few digits of your area into “Department” followed by the % sign
- Click View Results.
- Export to Excel spreadsheet.
- Enable editing
- On the Toolbar, choose Data, then click on Subtotal.
- Change “At each change in” to [FUND].
- Ensure that “Add subtotal to” is checked for at least [Budget Balance] and [Estimated- Recognized Revenue]. You could also check Expenditure Budget, Encumbrances, Expenditures, Revenue Budget, and Recognized Revenue.
- Choose OK.
- Change “At each change in” to [Department].
- Ensure that “Add subtotal to” is set to at least [Budget Balance] and [Estimated- Recognized Revenue]. You could also check Expenditure Budget, Encumbrances, Expenditures, Revenue Budget, and Recognized Revenue.
- Uncheck “Replace Current Subtotals”
- Choose OK.
Tip 2+: Did you know you can copy a payment request to save time on entering vendor information?
- You can! If you pay a vendor often, you can copy a payment request that has already been completed to save time on entering information.
- Copying a Payment Request is a topic in the Training Library under Accounts Payable > All AP Tutorials > Working with Payment Requests. Separate invoices produce better data when you run a query. Other ideas to save time include asking vendors for consolidated invoices.
Known Issues and Enhancements: Check the Known Issues Resource Page to stay current on the latest known issues and planned project enhancements.
We are committed to the enhancement of the UGA Budget and Financial Management System and must also successfully integrate the systems with the new HR/Payroll system called OneUSG Connect which we begin using in December. To accomplish this, we need to shift priorities from Financial System enhancements to Financial and HR/Payroll system integrations.
In January 2019, we will first focus on stabilizing the Finance and HR/Payroll integrations and then re-prioritize and return focus to the enhancement workload. Please be aware that only enhancements that have been reviewed, approved, and scheduled will appear on the website.
Training: Check the Training Resource Page to stay current on the latest training classes available.
Submit a tip: Do you have tip to share? Email it to us at [email protected].
You can find all the Tuesday Tip emails in the News section on the OneSource website.
