General Accounting: FAQs

Chartfields

How do I find the balance of a ChartField string in Commitment Control (KK)?
Refer to the resources available on the Budget and Commitment Control Toolkit that explain and demonstrate the KK tools, such as the Budget Inquiry and Budget Detail pages in myUFL.
How do I find a project's ChartFields?
Navigate in myUFL to Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Reports > UF Cash Based Proj ChartField for projects established or renewed after 12/01/07. In order to view the page, you will need the security role: UF_FI_UNIVERSAL_INQUIRY. For more information, attend the class PRO323 Post Award Overview. Web simulations: Finding Project ChartFields
Is there a manual that defines and describes every ChartField?
Yes. See the ChartField definitions.
What are the valid and required combinations of ChartFields for each fund?
There are several resources for use when entering the correct ChartField combination. The Required ChartFields by Fund spreadsheet, for example, lists what ChartFields are required when using certain funds. The others can be found on the General Accounting section of this website.
What is the difference between required and optional ChartFields?
Required ChartFields are required for University accounting and reporting. Optional ChartFields are used internally by departments to track internal expenses or further specify the transaction. The Fund Code you use determines which ChartFields are required. For example, Fund 101 does not require a Dept Flex ChartField, but Fund 143 does. However you may use a Dept Flex ChartField with Fund 101 to further specify why or where the money is being used for your departmental financial tracking. Use the Required ChartFields by Fund spreadsheet to check whether a ChartField is required in your transaction.
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Journal Entries

Where should I send a journal request?
Notification is not needed. General Accounting will query for all journals and post journals that have V-V status. If any backup is needed, please add the attachment to the journal.
May I use the same journal ID and the same date for more than one journal?
No, the system only accepts a unique combination of Journal ID and date; therefore, the journal ID or the date should be different. For example, when you need to reverse a journal completely, you may use the same journal ID as the original journal; however, it is necessary to use the current date. Please remember that the budget date is also required to be updated; the budget date should be the same as the journal date.
If my E2E journal is debiting (charging) Funds 201 or 209, what do I need to do after I enter my journal?
Please attach a completed and signed Cost Transfer Form to your journal. If a completed form is not attached, then Contracts and Grants cannot approve and post your journal.
Who should I contact to fix "Budget dates are out of Bounds" error?
This error may occur with Contracts and Grants funds. Contracts and Grants funds are 201, 209, 211, 212, 213 and 214. Please contact the appropriate C&G office to extend the budget date. A list of the appropriate contacts can be found on the Contracts and Grants website. Once C&G has extended the project date, the journal will need to be budget checked.
When should I enter an Analysis Type (An Type) and what should I use?
An Analysis Type (An Type) should only be entered when you have entered a project. The analysis type is determined by the account. If an expense account is entered, then GLE (General Ledger Expense) is required; if a revenue account is entered, then it is necessary to use GLR (General Ledger Revenue).
How do I change the journal date on an existing, outstanding journal?
It is a common mistake to forget to change the date on a journal once the journal deadline has passed.  To change the date, follow the instructions on how to change the journal date.
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Managerial Budgets

What are managerial budgets?
Managerial budgets are one-sided journal entries to the Budgets ledger. Once posted and migrated to the data warehouse, they provide the ability to analyze budgets against the associated expenditures and commitments. Using the FIT cube you are able to drill down to the underlying transactions.
Can you control spending with Managerial Budgets?
No, managerial budgets are used as a guide and were not established to control spending.
What reports are available for analysis?
Two FIT cubes have been developed for Managerial Budget:
What role do I need to enter Managerial Budgets?
UF_GL_END_USER allows access to the BUDGETS Ledger group, as well as, the ability to enter Managerial Budgets. Please have your DSA request to have BUDGETS added to your Ledger group
How are Managerial Budgets journals posted?
Managerial Budgets will no longer be posted in a nightly batch process.  When your DSA requests for you to have BUDGETS added to your ledger group, you will be given access to enter and post journals to the BUDGETS ledger. Please see the Managerial Budgets Toolkit for instructions on posting Managerial Budgets journals.
Whom do I contact about Managerial Budgets?
General Accounting at 392-1326 or gahelp@admin.ufl.edu.
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Negative Balances

What is a Negative Balance?
A negative balance is an over expenditure of funds within a specific cost center. Payroll and allocations override budget and are the primary transactions that create a negative balance. Negative balance notifications are distributed to departments on the first business day of the month by General Accounting for Appropriations, Auxiliaries and Cash Based funds. Negative cash balances for project related funds are handled by Contracts and Grants.
Who receives Negative Balance notices?
Negative Balance notices are sent to the college or department Budget Contact.
How can I determine if I have a negative balance?
There are separate queries for Cash, Appropriation and Auxiliary funds: Appropriation:
    1. Navigate to PeopleSoft>Financial Tools>Reporting Tools>Query Viewer. The query name is UF_GL_KK_NEG_APPROP, choose the Excel version.
    2. Enter Set ID: UFLOR, your DeptID & current Budget Period. (However, the Fund Code and Program may either be entered for a more specific chartfield or the % character may be entered in each field to return all data.)
    3. Click "View Results" and if any exists, your data will be available to view.
 Cash:
    1. Navigate to PeopleSoft>Financial Tools>Reporting Tools>Query Viewer. The query name is UF_GL_KK_NEG_CASH_QRY_DEPT, choose the Excel version.
    2. Enter UFLOR for the Set ID and the DeptID to be reviewed in the Department field. (However, the Fund Code, Dept Flex, Source of Funds and Project may either be entered for a more specific chartfield or the % character may be entered in each field to return all data.)
    3. Click "View Results" and if any exists, your data will be available to view.
Auxiliary:
    1. Navigate to PeopleSoft>Financial Tools>Reporting Tools>Query Viewer. The query name is UF_GL_KK_NEG_CASH_QRY_DEPT, choose the Excel version. For DOCE Fund 143 use UF_GL_KK_NEG_CASH_QRY_FLEX.
    2. Enter UFLOR for the Set ID and the DeptID to be reviewed in the Department field. (However, the Fund Code, Dept Flex, and Source of Funds may either be entered for a more specific chartfield or the % character may be entered in each field to return all data.)
    3. Click "View Results" and if any exists, your data will be available to view.
How can I determine what caused the Negative Balance?
The Prompted Department Reports and/or FIT Cubes may be used:
  1. Navigate to Enterprise Reporting>Access Reporting>Public Folders>Financial Information>Financial Information Tool>UFLOR>Department Reports:
  2. For Appropriations there is the Appropriation Summary YTD and for Cash_Based Funds the Cash Summary LTD (by Fund).
  3. Filter your report for Fund, DeptID and Budget Reference for appropriations and Fund and DeptID for the cash based cube.
  4. Use the drill down feature for 600000, 650000 or 700000 to see the source transactions
How are negative balances cleared?
Negative cash balances may be cleared by transferring budget into the cost center, or by moving costs out of the cost center. For a budget transfer, navigate to: Commitment Control>Budget Journals>Enter Budget Transfer or contact your college budget office. Payroll can be retroed to another cost center, but if costs cannot be retroed, corrections may need to be moved via a General Ledger journal entry. For payroll related journal entry questions, contact the Payroll Office at (352) 392-1231. For allocation related corrections contact General Accounting at gahelp@admin.ufl.edu.
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Security & Roles

Which security roles does General Accounting approve and what are they for?
General Accounting approves roles assigned to the FIGL and FIKK groups. FIGL
  • UF_GL_END_USER This is an end user role granting access to the General Ledger module to create enter, edit, update, and budget check journal entries in the Actuals Ledger. The required training for this role is PST956 (Online Journal Entry 9.1). The systems defaults to the ACTUALS ledger when assigning this role. If another ledger is needed (for example, BUDGETS), then have the DSA request the additional ledger in the role request.  Users who need to process journals for Managerial Budgets or core office users who need access to other ledgers or to post journals are required to contact General Accounting at gahelp@admin.ufl.edu to request the needed permissions. PST956 (Online Journal Entry 9.1) is required.
  • UF_GL_CORE_STAFF This is a core office role for General Accounting and Direct Support Organizations(DSO) granting access to General Ledger and Project Costing module to define, create, update and review journal entries, open/close periods, maintain author ledger security and view ledgers, define and perform allocation process and reports, run/monitor GL background processes, correct and review suspense journals, run and monitor GL background processes, design chartfield and maintain combo edits and create projects for project costing module.
  • UF_GL_CORE_SENIOR This is a core office role for General Accounting staff. This role allows access to the General Ledger and Project costing modules to perform the following tasks to define, create, update and review journal entries, open/close periods, maintain year end - close ledgers and run ADB, maintain author ledger security and view ledgers, maintain ledger security for posters, define and perform allocation process and reports, correct and review suspense journals, fringe benefit pool assessment, run and monitor GL background processes, design chartfield and maintain combo edits, maintain chartfield security, build summary ledgers, maintain journal setup and create projects for project costing module.
  • UF_FI_QUERY_VIEWER This is an end user role that will allow users to view public queries in Financials. This role is not necessary if the user already has both UF_FUNC_USER and UF_RESEARCH_REPORTING.
  • UF_FI_QUERY_MANAGER_PUBLIC This is a core user role that will allow users to create, save and manage public queries in Financials.
  • UF_FI_QUERY_MANAGER_PRIVATE This is a core user role that will allow users to create, save and manage private queries in Financials.
  • UF_GL_SUMMARY_LEDGER This is a core office role for Financial Reporting and General Accounting granting access to General Ledger module to build summary ledgers.
FIKK:
  • UF_CA_BUDGET This role allows users to update department budget table in HR commitment accounting. This is a core user role.
  • UF_KA_Cntrl_Budget This role allows users to view the General Ledger distribution summary and view department budget tables. This role is restricted to University Accounting Services staff.
  • UF_KA_Provost This role allows users access to fiscal year budget reports and to the Academic Calendar. Users can perform override distributions. Note: This role is for the Provost only.
How long does it take to get the security request approved?
Some security roles are approved automatically once the required training course has been passed (i.e. UF_GL_END_USER requires PST956 before approving). Otherwise, the security roles are usually approved or denied on the same day as they are requested.
My security role request has been approved, but I still don’t have access to the system. Why?
Batch process needs to update your security status after General Accounting approves your request during the day. So, in general, you will have access to the system one day after General Accounting approves the request. Please remember to clear cache and cookies before trying to access the system.
I have more questions. Whom can I contact?
If you have any additional questions or need assistance, please contact General Accounting at gahelp@admin.ufl.edu.
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