LMM

LMM

DEPARTMENTAL LEDGER MODULE in *DEFINE

Objectives• Basic Terms and Concepts• Departmental Ledger Screens • Posting Transactions• Profiles• Resources

OFFICIAL TRANSACTIONS• A transaction is a group of information that

makes up an accounting entry, such as an account number, object code, amount, etc.

• Official transactions are displayed on GTM screens in *DEFINE and in FRMS.

• When official transactions are completed, official balances are updated.

DEPARTMENTAL TRANSACTIONS• Departmental transactions are maintained for

reconciliation and reporting purposes.

• Every official transaction has a corresponding departmental transaction that is automatically created by *DEFINE.

Some Departmental TermsPOST = entering a transaction on the departmental records

ENTER = putting information into a recordACCEPT = confirming a provisional transaction and thereby posting (entering) it as a departmental (posted) transaction.

PROVISIONAL = a proposed transaction based on official transaction informationRECONCILED = transaction agrees with official transaction information

Some Departmental Terms• LINKED = departmental transaction

corresponds with an accounting (official) transaction and is connected to it

• UNLINKED = departmental transaction is not connected to the accounting transaction

• UNRECONCILED = transactions which have not yet been entered as reconciled

• PROFILES = special filters used to sort or help post and reconcile transactions

Provisional Transactions

• Provisional transactions are created from the official transactions. – They are “LINKED” with the official transactions– These may then posted (i.e. copied, entered)

into the departmental records – These may be reconciled at the same time. – They may also be split or deleted.

Provisional Transactions• Provisional Transactions first appear when

the official transactions are first created.

• Provisional Transactions are displayed until departments decide to enter them on their departmental records (or not).

• Once provisional transactions have been entered (posted), they are displayed on the LTM screens as departmental transactions.

Posted Transactions

• Additional transactions may be manually created and posted. These are not linked.

• Once provisional or manual transactions are posted they become departmental transactions.

• The LMM module includes balances of the departmental transactions – which may be compared to the official balances.

• Departmental transactions may also be coded for departmental reporting purposes.

Posted & Reconciled Transactions• Provisional transactions may be posted

automatically using posting profiles or posted manually by hand.

• When provisional transactions are posted, they are often reconciled as well.

• Reconciled means that the transaction agrees with the official information.

Coded Transactions

• Departments have the option of having their own codes on departmental transactions.

• These codes are used for department specific reports. They may also be used for department specific balances.

• A list of departmental codes may be maintained on a “Code Scheme”.

Departmental Ledger Screens >>Please enter your next command<< *DEFINE DEPARTMENTAL ACCOUNTING LEDGER - LMM Year: 11 12 Command: LMM Account: __________ Misc: _______________ Month: JUL EID: ________ Dept Req: _______________ Inventory: ________ Purch Ctr _____ ============================================================================== COMMAND MENU FOR: ------- ---------------------------------------- 1. LNM SET UP ACCOUNTS 2. LAM ACCOUNT / BALANCES ON-LINE REPORTS 3. LPM TRANSACTION POSTING 4. LTM TRANSACTION DISPLAY AND UPDATING 5. LRM RECONCILIATION WITH OFFICE OF ACCOUNTING -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/26/12 09:18 AM --

Departmental Ledger Screens >>Please enter your next command<< *DEFINE DEPARTMENTAL ACCOUNTING LEDGER - LMM Year: 11 12 Command: LMM Account: __________ Misc: _______________ Month: JUL EID: ________ Dept Req: _______________ Inventory: ________ Purch Ctr _____ ============================================================================== COMMAND MENU FOR: ------- ---------------------------------------- 1. LNM SET UP ACCOUNTS 2. LAM ACCOUNT / BALANCES ON-LINE REPORTS 3. LPM TRANSACTION POSTING 4. LTM TRANSACTION DISPLAY AND UPDATING 5. LRM RECONCILIATION WITH OFFICE OF ACCOUNTING -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/26/12 09:18 AM --WE WILL FOCUS ON THE SCREENS

PEOPLE USE MOST!

Posting Transactions

• Posting = putting transactions into your departmental records.

• Accepting = saying “OK” to the provisional transactions and posting them to your records.

• Accepting is easier than creating new ones!


• LP6 = Lists provisional transactions – 4 at a time! – All accounts in your admin view– Or selected accounts, codes, etc.

• LP6 is the safest screen to use– “E” to enter transactions as posted & reconciled!– Original documents easily accessible


• LR2 = Lists which accounts in your view with provisional transactions, per month

• LR3 = Lists provisional transactions per account, per month (15 per screen)– Beware of using “R” to reconcile. This will unlink

your transaction and not post to your records. – Must open each transaction with an “X” in order

to enter an “E” to post and reconcile.

Posting Screens >>Please enter your next command<< *DEFINE TRANSACTION POSTING - LPM Year: 11 12 Command: LPM Account: __________ Misc: _______________ Month: JUL EID: ________ Dept Req: _______________ Inventory: ________ Purch Ctr _____ ============================================================================== COMMAND FUNCTION: MISCELLANEOUS ------- ---------------------------------------- --------------------- 1. LP1 CREATE/SELECT POSTING PROFILES PROFILE NAME 2. LP2 POST TRANSACTIONS TO THE LEDGER PROFILE NAME 3. LP4 UNENCUMBER/DISBURSE "P","R", OR "S" NBR. 4. LP5 CREATE/SELECT PROVISIONAL PROFILES PROFILE NAME 5. LP6 REVIEW/POST PROVISIONAL TRANSACTIONS PROFILE NAME 6. LP8 OFFICE PROVISIONAL POSTING PROFILES -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/26/12 09:22 AM --

LP6 – Review and Post *DEFINE REVIEW/POST PROVISIONAL TRANSACTIONS - LP6 Year: 11 12 Command: LP6 Account: 1900000050 Misc: _______________ Month: JUL ============================================================================== Full Page Action: _ Provisionals in View: HISTORY Start Date: ______ ACCOUNT DATE DESCRIPTION AC/RT AMOUNT PO REQUISITION VOUCHER DTN TAGS OBJ CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 COMMENT MTH DOC BY AC.ST _ 1900000050 070212 EPSTEIN EDUCATIONAL ENTER EN EN 323.00 2012A22222 3368___________ L288888 _______ _ _ 0200 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ 1900000050 070212 EPSTEIN EDUCATIONAL ENTER EX DI 310.00- 2012A22222 3368___________ L288888 _______ _ _ 1343 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ 1900000050 070212 EPSTEIN EDUCATIONAL ENTER EX DI 13.00- 2012A22222 3368___________ L288888 _______ _ _ 1315 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ 1900000075 071012 SUMMERS, BUFFY __________ EN EN 1.00- TV11777777 _______________ O911111 _______ _ _ 0510 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VE5 ZZJTK C -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/26/12 10:17 AM --

LP6 – Review and Post *DEFINE REVIEW/POST PROVISIONAL TRANSACTIONS - LP6 Year: 11 12 Command: LP6 Account: 1900000050 Misc: _______________ Month: JUL ============================================================================== Full Page Action: _ Provisionals in View: HISTORY Start Date: ______ ACCOUNT DATE DESCRIPTION AC/RT AMOUNT PO REQUISITION VOUCHER DTN TAGS OBJ CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 COMMENT MTH DOC BY AC.ST _ 1900000050 070212 EPSTEIN EDUCATIONAL ENTER EN EN 323.00 2012A22222 3368___________ L288888 _______ _ _ 0200 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ 1900000050 070212 EPSTEIN EDUCATIONAL ENTER EX DI 310.00- 2012A22222 3368___________ L288888 _______ _ _ 1343 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ 1900000050 070212 EPSTEIN EDUCATIONAL ENTER EX DI 13.00- 2012A22222 3368___________ L288888 _______ _ _ 1315 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C ? 1900000075 071012 SUMMERS, BUFFY __________ EN EN 1.00- TV11777777 _______________ O911111 _______ _ _ 0510 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VE5 ZZJTK C -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/26/12 10:17 AM --

LP8 – Posting Profiles >> PLEASE ENTER A VALID OPTION << *DEFINE OFFICE PROVISIONAL POSTING PROFILES - LP8 Year: 11 12 Command: LP8 Office: EXAMPLE___ Misc: _______________ Month: JUL ============================================================================== Select Option: _ | Existing Profile: __ | A CREATE New Profile | NAME ACTION STATUS B SELECT & EDIT Existing Profile | 1 BAL FWD POST ON D DELETE Existing Profile: ______ | 2 BUDGET DOC REVIEW ON E APPLY PROFILES to the | 3 FRINGE POST OFF provisionals for the office | 4 LONGEVITY POST ON ACOFFICE _______ | 5 METER MAIL POST OFF * Only submit option E ONCE | 6 SALARY-SA POST ON per day to post provisionals. | 7 VPM VOUCHERS POST ON F COPY A PROFILE TO ANOTHER | OFFICE | G List order PROFILES will be | reviewed for selection for a | document type: ___ | | | | | -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/27/12 8:00 AM --

LP8 – Posting Profiles >> TYPE IN CHANGES AND PRESS ENTER TO UPDATE THE PROFILE << *DEFINE OFFICE PROVISIONAL POSTING PROFILES - LP8 Year: 11 12 Command: LP8 Office: __________ Misc: _______________ Month: JUL ============================================================================== Profile Name: VPM VOUCHERS________ Status: ON_ Action: POST__ SELECTION CRITERIA: Part 1 - Information on the Transaction - - - - - - - - - Document Type: VP. (required) Account Information: _ X Accounting Transaction Type: EN DI EX __ __ Reporting Transaction Type: __ __ __ __ __ Object Class Codes: ____ thru ____ ____ thru ____ ____ thru ____ Description: ______________________ THRU ______________________ Vendor ID: ______________ Purchase Order: __________ Voucher Number: _______ SELECTION CRITERIA: Part 2 - Information about Source of Electronic Document Electronic entry by: A Originating Unit: _______ PROFILE DATA - Information to be Added to Selected Transactions by Profile - ___ ___ _____ _______ _________ ______________ TAG A: _ TAG B: _ Comment: ________________________________________ Activity Month: *D -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/27/12 10:50 AM --

LP2 – Manual Posting >> TYPE IN CHANGES AND PRESS ENTER TO UPDATE THE PROFILE << *DEFINE OFFICE PROVISIONAL POSTING PROFILES - LP8 Year: 11 12 Command: LP8 Office: __________ Misc: _______________ Month: JUL ============================================================================== Profile Name: VPM VOUCHERS________ Status: ON_ Action: POST__ SELECTION CRITERIA: Part 1 - Information on the Transaction - - - - - - - - - Document Type: VP. (required) Account Information: _ X Accounting Transaction Type: EN DI EX __ __ Reporting Transaction Type: __ __ __ __ __ Object Class Codes: ____ thru ____ ____ thru ____ ____ thru ____ Description: ______________________ THRU ______________________ Vendor ID: ______________ Purchase Order: __________ Voucher Number: _______ SELECTION CRITERIA: Part 2 - Information about Source of Electronic Document Electronic entry by: A Originating Unit: _______ PROFILE DATA - Information to be Added to Selected Transactions by Profile - ___ ___ _____ _______ _________ ______________ TAG A: _ TAG B: _ Comment: ________________________________________ Activity Month: *D -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/27/12 10:50 AM --

Departmental Transactions >>Please enter your next command<< *DEFINE TRANSACTION DISPLAY AND UPDATING - LTM Year: 11 12 Command: LTM Account: __________ Misc: _______________ Month: JUL EID: ________ Dept Req: _______________ Inventory: ________ Purch Ctr _____ ============================================================================== COMMAND FUNCTION: MISCELLANEOUS ------- ---------------------------------------- --------------------- 1. LT1 TRANSACTIONS LISTED BY ACCOUNT/DATE DOCUMENT DATE 2. LT2 TRANSACTIONS LISTED BY VOUCHER NUMBER VOUCHER NUMBER 3. LT3 TRANSACTIONS LISTED BY PURCHASE ORDER PURCHASE ORDER NBR 4. LT4 TRANSACTIONS LISTED BY REQUISITION NBR REQUISITION NUMBER 5. LT5 TRANSACTIONS LISTED BY DEPT TRANS NBR DTN 6. LT6 TRANSACTIONS LISTED BY DOCUMENT ID DOCUMENT ID 7. LT7 SELECT TRANSACTIONS BY SEQUENCE NUMBER SEQUENCE NUMBER -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/26/12 09:23 AM --

Departmental Transactions >>Please enter your next command<< *DEFINE TRANSACTION DISPLAY AND UPDATING - LTM Year: 11 12 Command: LTM Account: __________ Misc: _______________ Month: JUL EID: ________ Dept Req: _______________ Inventory: ________ Purch Ctr _____ ============================================================================== COMMAND FUNCTION: MISCELLANEOUS ------- ---------------------------------------- --------------------- 1. LT1 TRANSACTIONS LISTED BY ACCOUNT/DATE DOCUMENT DATE 2. LT2 TRANSACTIONS LISTED BY VOUCHER NUMBER VOUCHER NUMBER 3. LT3 TRANSACTIONS LISTED BY PURCHASE ORDER PURCHASE ORDER NBR 4. LT4 TRANSACTIONS LISTED BY REQUISITION NBR REQUISITION NUMBER 5. LT5 TRANSACTIONS LISTED BY DEPT TRANS NBR DTN 6. LT6 TRANSACTIONS LISTED BY DOCUMENT ID DOCUMENT ID 7. LT7 SELECT TRANSACTIONS BY SEQUENCE NUMBER SEQUENCE NUMBER -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/26/12 09:23 AM --

SIMILAR to GTM SCREENS: COMMAND FUNCTION: MISCELLANEOUS ------- ---------------------------------------- --------------------- 1. GT1 TRANSACTIONS BY ACCT/DATE - DIRECT ONLY DATE MMDDYY 2. GT2 TRANSACTIONS BY VOUCHER VOUCHER 3. GT3 TRANSACTIONS BY ENCUMBRANCE NUMBER ENCUMBRANCE NBR 4. GT5 TRANSACTIONS BY DTN DTN 5. GT6 TRANSACTIONS BY DOCUMENT ID DOCUMENT ID

Departmental Transactions >>Select a transaction or press ENTER to page forward<< *DEFINE TRANSACTIONS LISTED BY ACCOUNT/DATE - LT1 Year: 11 12 Command: LT1 Account: 1900000050 Misc: _______________ Month: JUL ============================================================================== Types VIEW 3 OF 3 Date Description AC/RT Amount Stat Mth Seq Nbr TAG A TAG B Entry ACTV Comment _ 090111 SET-UP BUDGET BA BA 24,444.00 R SEP 224300001 083111 SEP _ 090111 SET-UP BUDGET BD BD 24,444.00 R SEP 224300002 083111 SEP

_ 090111 BALANCES FORWARD-2 BF BF 1,399.20 R SEP 224600012 090211 SEP ? 090111 TODAY'S BUSINESS SOLUTION EN EN 149.50- R SEP 224400001 090111 SEP _ 092311 PROCARD / AMER ASSOCIATES EX DI 71.00- R SEP 226600001 092311 SEP -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/27/12 11:33 AM --

Departmental Transactions >>Select a transaction or press ENTER to page forward<< +--------------------------------+ BY ACCOUNT/DATE - LT1 Year: 11 12 | | 0 Misc: _______________ Month: JUL | HELP FOR ACTION | =========================================== | POSSIBLE ACTIONS: | Types VIEW 3 OF 3 | | AC/RT Amount Stat Mth Seq Nbr | 'U' - Update the transaction | | 'T' - Travel to the document | | and see the document | BA BA 64,346.00 R SEP 224300001 | information. | | 'F' - Find document infor- | | mation. | BD BD 64,346.00 R SEP 224300002 | | | ** For the 'F' action and | | 'U'action you can mark | BF BF 1,399.20 R SEP 224600012 | more than one transaction. | +--------------------------------+ ? 090111 TODAY'S BUSINESS SOLUTION EN EN 149.50- R SEP 224400001 090111 SEP _ 092311 PROCARD / AMER ASSOCIATES EX DI 71.00- R SEP 226600001 092311 SEP -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/27/12 11:51 AM --

Departmental Transactions >>Please indicate an action; Enter "?" for Help<< +-----------------------------------------------------------------------------+ | Action: ? Reason: ________________________________________ | | --------------------- Display of Transaction Detail --------------------- | | **>>ELECTRONIC DOCUMENT TRANSACTION; SOME UPDATES ARE BLOCKED<<** | | Account: 1900000150 | | Date: 090111 | | Description: TODAY'S BUSINESS SOLUTION | | Accounting Type: EN Reporting Type: EN | | Amount: 149.50- | | Req Nbr: AC6601_________ | | PO Nbr: 2012U00555 | | Voucher: O827841 | | DTN: _______ | | CODE 1 : ___ CODE 2 : ___ | | CODE 3 : _____ CODE 4 : _______ | | CODE 5 : _________ CODE 6 : ______________ | | TAG A : _ TAG B : _ | | Comment: ________________________________________ | | Act Month: SEP UT Object: 0200 Status: R 9 | | Entry Date: 090111 Entry By: ACJTK Changes Made: NO | | Document ID: X0PBU991900 Seq Nbr: 224400001 Source: | | | +-------------- PF1 = PF-KEY MENU ------ PF8 = EXIT ----------------------+

Departmental Transactions >>Please +--------------------------------------------------------------+ +-------- | | ---+ | Action: | ACTION | | | ------- | -------- | -- | | **>>EL | The ACTION field enables you to indicate the type of change | | | | or operation you wish to perform on this transaction. | | | | ACTION RESULT UPDATES MADE | | | De | ------ ----------------------------------- ------------ | | | Accoun | C Make a Copy of the Transaction Yes | | | | | | | | D Delete the Entire Transaction Yes | | | | | | | | S Change into a Split Transaction Yes | | | | | | | | U Update with Changes You Entered Yes | | | | | | | | P Return to the Previous Screen Level No | | | | (P has the same effect as CLEAR) | | | | A Display Audit Trail No | | | | | | | E | R Toggle to Reversing Entry (Only LTM) No | | | Do | | | | | _ Type the desired ACTION here. | | +-------- +--------------------------------------------------------------+ ---+

Split Transactions

• It is possible for departments to split their transactions for reporting purposes.

• The split amounts must equal the “Master” transaction.

• Transactions may be split “S” when posting or after they are posted.

• The split amounts may be viewed as detail under the Master transaction or on IF2 reports.

Split Transactions>>Select a transaction or press ENTER to page forward<< *DEQUAL TRANSACTIONS LISTED BY ACCOUNT/DATE - LT1 Year: 11 12 Command: LT1 Account: 1900000024 Misc: _______________ Month: MAR ============================================================================== Types VIEW 3 OF 3 Date Description AC/RT Amount Stat Mth Seq Nbr TAG A TAG B Entry ACTV Comment _ M 101711 PROCARD / AMAZON EU SARL EX DI 81.55- R OCT 16300001 101711 OCT _ M 101711 PROCARD / AMAZON.COM EX DI 360.00- R OCT 16000001 101711 OCT _ M 111111 PD ARAGUZ, ANT #447647469 EX DI 131.07- R NOV 16000002 111111 NOV _ 121011 PROCARD / AMAZON.COM EX DI 140.00- R DEC 16300002 121011 DEC _ 121011 PROCARD / AMZ*AMAZON PAYM EX DI 103.93- R DEC 16300003 121011 DEC -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/12/12 10:02 AM --

Split Transactions>>Press ENTER to page forward; PF4 to page back; CLEAR to return<< +-----------------------------------------------------------------------------+| >>Please see the PF1 Menu for a list of the features for this screen<< || ---- SUMMARY OF MASTER TRANSACTION INFORMATION --------------------------- || Account Date Description AC/RT Amount Voucher | 1900000024 111111 PD CRAGUZ, ANT #447647 EX DI 131.07- L158616 | |-- SUB TRANSACTION INFORMATION: SUB AMOUNTS NOW TOTAL: 131.07- || Highest Sub Number: 2 Begin Page at 1__ ||ACTION DESCRIPTION AMOUNT CODE 1 CODE 2 CODE 3 || CODE 4 CODE 5 CODE 6 COMMENT || _ 1 PD CRAGUZ, ANT #447647469 130.00- ___ ___ _____ || _______ _________ ______________ ___________________________________ || _ 2 PD CRAGUZ, ANT #447647469 1.07- ___ ___ _____ || _______ _________ ______________ ___________________________________ || _ PD CRAGUZ, ANT #447647469 _____________________ ___ ___ _____ || _______ _________ ______________ ___________________________________ || _ PD CRAGUZ, ANT #447647469 _____________________ ___ ___ _____ || _______ _________ ______________ ___________________________________ || _ PD CRAGUZ, ANT #447647469 _____________________ ___ ___ _____ || _______ _________ ______________ ___________________________________ || _ PD CRAGUZ, ANT #447647469 _____________________ ___ ___ _____ || _______ _________ ______________ ___________________________________ | -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/12/12 10:10 AM --

Reconciliation Screens >>Please enter your next command<< *DEFINE RECONCILIATION WITH OFFICE OF ACCOUNTING - LRM Year: 11 12 Command: LRM Account: __________ Misc: _______________ Month: JUL EID: ________ Dept Req: _______________ Inventory: ________ Purch Ctr _____ ============================================================================== COMMAND FUNCTION: MISCELLANEOUS ------- ---------------------------------------- --------------------- 1. LR1 AUTOMATED RECONCILIATION REPORT 2. LR2 SUMMARY OF UNRECONCILED ACCOUNTS 3. LR3 RESOLVE UNRECONCILED ACCOUNTING TRANS 4. LR4 VERIFY RECONCILIATION 5. LR5 PRINT VERIFICATION REPORTS 6. LR6 DISPLAY UNRECONCILED DEPARTMENT TRANS MTH, "S"SEQ, "D"DATE 7. LR7 DISPLAY RECONCILED DEPARTMENT TRANS "S"SEQ, OR "D"DATE 8. LR8 DISPLAY RECONCILED ACCOUNTING TRANS "D"DATE 9. LR9 CLOSE OUT A MONTH / REOPEN A MONTH 10. LRA DISPLAY NON-RECONCILING TRANSACTIONS MTH, "S"SEQ, "D"DATE 11. LRB DISPLAY UNLINKED RECONCILED TRANSACTIONS TRANSACTION TYPE -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/26/12 09:24 AM --

LR2 EXAMPLE*DEQUAL SUMMARY OF UNRECONCILED ACCOUNTS - LR2 Year: 08 09Command: LR2 Account: __________ Misc: _______________ Month: JUN==============================================================================Select an Account: __ An Asterisk indicates that though there are no unmatched Accounting transactions, the account remains ********** > out of balance. A "1" denotes that there is AT LEAST one transaction that is not reconciled. These accounts are from the VIEW: HISTORY in the OFFICE: HISTORY ACCOUNT UNMATCHED/BAL ACCOUNT UNMATCHED/BAL ACCOUNT UNMATCHED 1. 1900000023 1 2. 1900000024 1 3. 1900000025 * 4. 1900000057 1 5. 1900000095 * 6. 2000000052 1 7. 2000000070 * 8. 2000000075 1 9. 2000000080 1 10. 2011111110 1 11. 2011111120 1 12. 2011111150 1 13. 2011111170 1 14. 2011111171 * 15. 2011111175 1 16. 2011111180 * 17. 2022222251 1 18. 2600000012 1 19. 2600000014 1 20. 2600000091 * 21. 2600000095 * -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/24/09 1:49 PM --

LR2 EXAMPLE*DEQUAL SUMMARY OF UNRECONCILED ACCOUNTS - LR2 Year: 08 09Command: LR2 Account: __________ Misc: _______________ Month: JUN==============================================================================Select an Account: 4_ An Asterisk indicates that though there are no unmatched Accounting transactions, the account remains ********** > out of balance. A "1" denotes that there is AT LEAST one transaction that is not reconciled. These accounts are from the VIEW: HISTORY in the OFFICE: HISTORY ACCOUNT UNMATCHED/BAL ACCOUNT UNMATCHED/BAL ACCOUNT UNMATCHED 1. 1900000023 1 2. 1900000024 1 3. 1900000025 * 4. 1900000057 1 5. 1900000095 * 6. 2000000052 1 7. 2000000070 * 8. 2000000075 1 9. 2000000080 1 10. 2011111110 1 11. 2011111120 1 12. 2011111150 1 13. 2011111170 1 14. 2011111171 * 15. 2011111175 1 16. 2011111180 * 17. 2022222251 1 18. 2600000012 1 19. 2600000014 1 20. 2600000091 * 21. 2600000095 * -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/24/09 1:49 PM --

SELECT AN ACCOUNT WITH AN ASTERISK *WILL GO TO LR4

SELECT AN ACCOUNT WITH A “1” NOTED WILL GO TO LR3

LR3 EXAMPLE>> YOU HAVE VIEWED ALL UNRECONCILED TRANSACTIONS FOR THIS ACCOUNT << *DEQUAL RESOLVE UNRECONCILED ACCOUNTING TRANS - LR3 Year: 08 09 Command: LR3 Account: 1900000057 Misc: _______________ Month: JUN ============================================================================== UNMATCHED GENERAL ACCOUNTING OFFICE TRANSACTIONS Select Trans: __ Action: _ Search Value: _____________________ Specific?: _ MARK DESCRIPTION DATE VCHR DTN AC/RT AMOUNT DOC _ 1. INDEX HOSPITALITY AUSTIN 060109 L111790 3613 EX DI 82.45- D _ 2. DOME, STEPHENIE 060909 L111288 3357 EX DI 8.37- D _ 3. DOME, STEPHENIE 060909 L111288 3357 EX DI 3.79- D _ 4. PROCARD / EDIBLE ARRANGEM 061009 L111321 3658 EX DI 92.79- D _ 5. PROCARD / TLF*FREYTAG'S N 061009 L111321 3743 EX DI 158.95- D _ 6. PROCARD / FRY'S ELECTRONI 061009 L111321 3744 EX DI 369.99- D _ 7. PROCARD / ANDERSON'S COFF 061009 L111321 3467 EX DI 18.45- D _ 8. PROCARD / ANDERSON'S COFF 061009 L111321 3612 EX DI 26.85- D _ 9. PROCARD / WHOLEFDS LCC 10 061009 L111322 3468 EX DI 160.00 D _ 10. PROCARD / UT WEB TXSHOP 061009 L111156 3445 EX DI 110.00- D _ 11. TRNSFR FROM 30-0000-0070 061209 J000085 3808 BA BA 10,864.85 D _ 12. ICLASS REGISTRATION 061509 T222467 95818 DI DI 24.00- D _ 13. CAMPUS CAFE ASSOCIATES LT 061609 PAYABLE 3839 EX DI 125.00- D _ 14. COR. V0VP7333333 L123456 061809 J000458 3790 DI DI 110.00 D -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/24/09 1:53 PM --

BEWARE!>> YOU HAVE VIEWED ALL UNRECONCILED TRANSACTIONS FOR THIS ACCOUNT << *DEQUAL RESOLVE UNRECONCILED ACCOUNTING TRANS - LR3 Year: 08 09 Command: LR3 Account: 1900000057 Misc: _______________ Month: JUN +------------------------------------------+ ================================= | | FICE TRANSACTIONS | HELP for MARK RECONCILIATION | _________________ Specific?: _ | ---------------------------- | DTN AC/RT AMOUNT DOC | | 0 3613 EX DI 82.45- D | You may choose to mark multiple account- | 8 3357 EX DI 8.37- D | ing transactions to be labelled as | 8 3357 EX DI 3.79- D | reconciled, but not copied to your books | 1 3658 EX DI 92.79- D | or linked to a department transaction. | 1 3743 EX DI 158.95- D | Enter an "R" next to those you want to | 1 3744 EX DI 369.99- D | reconcile. You may enter up to 15 at | 1 3467 EX DI 18.45- D | a time. | 1 3612 EX DI 26.85- D +------------------------------------------+ 2 3468 EX DI 160.00 D ? 10. PROCARD / UT WEB TXSHOP 061009 L111156 3445 EX DI 110.00- D _ 11. TRNSFR FROM 30-2036-9870 061209 J000085 3808 BA BA 10,864.85 D _ 12. ICLASS REGISTRATION 061509 T222467 95818 DI DI 24.00- D _ 13. CAMPUS CAFE ASSOCIATES LT 061609 PAYABLE 3839 EX DI 125.00- D _ 14. COR. V0VP7992357 L330156 061809 J000458 3790 DI DI 110.00 D -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/24/09 1:56 PM --

“R” is the only choice if you select a transaction from the left – this will NOT post the transaction!

BEWARE!>> YOU HAVE VIEWED ALL UNRECONCILED TRANSACTIONS FOR THIS ACCOUNT << *DEQUAL RESOLVE UNRECONCILED ACCOUNTING TRANS - LR3 Year: 08 09 Command: LR3 Account: 1900000057 Misc: _______________ Month: JUN ============================================================================== UNMATCHED GENERAL ACCOUNTING OFFICE TRANSACTIONS Select Trans: 1_ Action: X Search Value: _____________________ Specific?: _ MARK DESCRIPTION DATE VCHR DTN AC/RT AMOUNT DOC _ 1. INDEX HOSPITALITY AUSTIN 060109 L111790 3613 EX DI 82.45- D _ 2. DOME, STEPHENIE 060909 L111288 3357 EX DI 8.37- D _ 3. DOME, STEPHENIE 060909 L111288 3357 EX DI 3.79- D _ 4. PROCARD / EDIBLE ARRANGEM 061009 L111321 3658 EX DI 92.79- D _ 5. PROCARD / TLF*FREYTAG'S N 061009 L111321 3743 EX DI 158.95- D _ 6. PROCARD / FRY'S ELECTRONI 061009 L111321 3744 EX DI 369.99- D _ 7. PROCARD / ANDERSON'S COFF 061009 L111321 3467 EX DI 18.45- D _ 8. PROCARD / ANDERSON'S COFF 061009 L111321 3612 EX DI 26.85- D _ 9. PROCARD / WHOLEFDS LCC 10 061009 L111322 3468 EX DI 160.00 D _ 10. PROCARD / UT WEB TXSHOP 061009 L111156 3445 EX DI 110.00- D _ 11. TRNSFR FROM 30-2036-9870 061209 J000085 3808 BA BA 10,864.85 D _ 12. ICLASS REGISTRATION 061509 T222467 95818 DI DI 24.00- D _ 13. CAMPUS CAFE ASSOCIATES LT 061609 PAYABLE 3839 EX DI 125.00- D _ 14. COR. V0VP7992357 L330156 061809 J000458 3790 DI DI 110.00 D -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/24/09 1:53 PM --

It is MUCH better to select the transaction with an “X” at the top to expand it.

BEWARE!>>TYPE TRANSACTION DATA & PRESS ENTER<< *DEQUAL RESOLVE UNRECONCILED ACCOUNTING TRANS - LR3 Year: 08 09 Command: LR3 Account: 1900000057 Misc: _______________ Month: JUN ============================================================================== Copy Accounting transaction to Department and reconcile ("E" or "S") OR reconcile transaction without posting to Department ("R") ACTION: _ Date: 060209 Description: INDEX HOSPITALITY AUSTIN Accounting Type: DI Reporting Type: DI Amount 82.45- Req: _______________ PO: Voucher: L111790 DTN: 0000000 TAG A : _ TAG B : _ Obj Code: 1780 CODE 1 : ___ CODE 2 : ___ CODE 3 : _____ CODE 4 : _______ CODE 5 : _________ CODE 6 : ______________ Comment: ________________________________________ Activity Month: JUN -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/24/09 2:22 PM --

ONLY when this expanded view is open can you enter “E” to post and reconcile!

Comparison

• When provisional transactions are posted, they become departmental transactions.

• These are displayed on the LTM screens.

• They also update departmental balances.

LR4 – Comparison >>ENTER AN ACCOUNT AND RECONCILIATION MONTH YOU WOULD LIKE TO VIEW<< *DEFINE VERIFY RECONCILIATION - LR4 Year: 11 12 Command: LR4 Account: 1900000050 Misc: _______________ Month: JUL ============================================================================== Account Title: MO&E Month Status: OPEN Unit/Sub-unit: 5100-000 Account Type: EX ------------------------------------------------------------------------------- Balances Difference Accounting Office Department (Accounting - Dept) Beg Balance 1,399.20 1,399.20 .00 Budget 64,346.00 64,346.00 .00 Transfers .00 .00 .00 Increases .00 .00 .00 Disbursement 82,647.19- 39,116.30- 43,530.89- Investments .00 .00 .00 ENC-Payable 22,224.70 22,224.70 .00 ENC-Material 5,696.60- 29,112.41- 23,415.81 ENC-Salary .00 .00 .00 ENC-Scholar. .00 .00 .00 Assets/Liab. .00 .00 .00 Free Balance 373.89- 19,741.19 20,115.08- -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/27/12 12:14 PM --

Profiles can help!

• You can create profiles to sort your provisional transactions for review (LP5).

• Profiles can also be created to automatically post common provisional transactions (LP8).

Profiles can help!

• You can create profiles to sort your provisional transactions for review (LP5).

• Profiles can be created to automatically post common provisional transactions (LP8).

• Profiles can also provide a template for entering manual transactions (LP1).

LP5 groups transactions (for review on LP6)

>> All profiles have been displayed, select an option << *DEFINE CREATE/SELECT PROVISIONAL PROFILES - LP5 Year: 11 12 Command: LP5 Account: __________ Misc: _______________ Month: JUN ============================================================================== SELECT OPTION: _ | EXISTING PROFILE: __ | A CREATE New Profile | B SELECT & EDIT Existing Profile | C COPY Existing Profile | TO USERID: _____ | AND NAME IT: ____________ | D DELETE EXISTING PROFILE: ______ | E SELECT Existing Profile & POST Provisionals | | | | | | | | | | -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/05/12 10:55 AM --


>>TYPE IN PROFILE DATA & PRESS ENTER TO ADD A PROFILE<< *DEFINE CREATE/SELECT PROVISIONAL PROFILES - LP5 Year: 11 12 Command: LP5 Account: __________ Misc: _______________ Month: JUN ============================================================================== Press PF5 to Review/Post Provisionals using this Profile SELECTION CRITERION - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Administrative View: _______ Account Nbr: __________ thru __________ Document Type: ___ Accounting Transaction Type: __ __ __ __ __ Reporting Transaction Type: __ __ __ __ __ Object Class Code: ____ thru ____ ____ thru ____ ____ thru ____ Description: ______________________ thru ______________________ PROFILE DATA - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - DATE: _ ______ TAG A: _ _ TAG B: _ _ CODE 1: _ ___ CODE 2: _ ___ CODE 3: _ _____ CODE 4: _ _______ CODE 5: _ _________ CODE 6: _ ______________ COMMENT: _ ________________________________________ ACTIVITY MONTH: _ ___ NEW PROFILE NAME: ____________ -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/05/12 11:49 AM --


>>A NEW PROFILE HAS BEEN ADDED *DEFINE CREATE/SELECT PROVISIONAL PROFILES - LP5 Year: 11 12 Command: LP5 Account: __________ Misc: _______________ Month: JUN ============================================================================== Press PF5 to Review/Post Provisionals using this Profile SELECTION CRITERION - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Administrative View: EXAMPLE Account Nbr: __________ thru __________ Document Type: VP5 Accounting Transaction Type: __ __ __ __ __ Reporting Transaction Type: __ __ __ __ __ Object Class Code: ____ thru ____ ____ thru ____ ____ thru ____ Description: ______________________ thru ______________________ PROFILE DATA - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - DATE: _ ______ TAG A: _ _ TAG B: _ _ CODE 1: _ ___ CODE 2: _ ___ CODE 3: _ _____ CODE 4: _ _______ CODE 5: _ _________ CODE 6: _ ______________ COMMENT: _ ________________________________________ ACTIVITY MONTH: _ ___ NEW PROFILE NAME: TRAVEL______ -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/05/12 11:49 AM --


>> All profiles have been displayed, select an option << *DEFINE CREATE/SELECT PROVISIONAL PROFILES - LP5 Year: 11 12 Command: LP5 Account: __________ Misc: _______________ Month: JUN ============================================================================== SELECT OPTION: _ | EXISTING PROFILE: __ | A CREATE New Profile | 1 TRAVEL B SELECT & EDIT Existing Profile | C COPY Existing Profile | TO USERID: _____ | AND NAME IT: ____________ | D DELETE EXISTING PROFILE: ______ | E SELECT Existing Profile & POST Provisionals | | | | | | | | | | -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/05/12 11:54 AM --

Want to see how it works?

• Go to LP6 (to review provisional transactions.

• Press ENTER twice – to display all transactions.

• Enter the LP5 profile name in the Misc field.

• When you press ENTER, only the transactions in the profile will appear!

LP6*DEFINE REVIEW/POST PROVISIONAL TRANSACTIONS - LP6 Year: 11 12Command: LP6 Account: __________ Misc: _______________ Month: JUN==============================================================================Full Page Action: _ Provisionals in View: EXAMPLE Start Date: ______ ACCOUNT DATE DESCRIPTION AC/RT AMOUNT PO REQUISITION VOUCHER DTN TAGS OBJ CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 COMMENT MTH DOC BY AC.ST_ 1416000001 113011 REIM-RECOUP USS PAY______ BA BA 1,026.68 _______________ J859440 _______ _ _ 9032 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VJ1 PRABC C _ 1416111001 113011 BARTINEA, ALBERTO Z -GRS_ EX DI 7,111.00- _______________ L170386 _______ _ _ 1101 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VP4 PRXY C _ 1416222001 113011 TROTH, ROBERT M -GRS_____ EX DI 14,444.00- _______________ L170386 _______ _ _ 1101 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VP4 PRSY C _ 1416333001 113011 TROTH, ROBERT M -USS_____ EX DI 33.95- _______________ L170386 _______ _ _ 1134 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VP4 PRXY C-- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/05/12 12:00 PM --

LP6 with Profile*DEFINE REVIEW/POST PROVISIONAL TRANSACTIONS - LP6 Year: 11 12Command: LP6 Account: __________ Misc: TRAVEL_________ Month: JUN==============================================================================Full Page Action: _ Provisionals in View: EXAMPLE Start Date: ______ ACCOUNT DATE DESCRIPTION AC/RT AMOUNT PO REQUISITION VOUCHER DTN TAGS OBJ CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 COMMENT MTH DOC BY AC.ST_ 1400000075 040112 TOMBERGER, JESSICA BETH__ EN EN 1.00 TV11000059 _______________ L233333 2748___ _ _ 0510 ___ ___ _____ _______ _________ ______________ ________________________________________ APR VP5 ACMO C _ 1400000075 042012 JONES, EVELYN HANNAH_____ EN EN 1.00 TV11000018 _______________ L233352 _______ _ _ 0510 ___ ___ _____ _______ _________ ______________ ________________________________________ APR VP5 ACMO C _ 1400000075 042712 MOSHYLA, DOROTHY EZEMELLE EN EN 1.00 TV11000087 _______________ L233328 3000___ _ _ 0510 ___ ___ _____ _______ _________ ______________ ________________________________________ APR VP5 ACMO C _ 1400000075 050812 BELL, JANE_______________ EN EN 1.00 TV11000007 _______________ L333310 _______ _ _ 0510 ___ ___ _____ _______ _________ ______________ ________________________________________ MAY VP5 ACMO C-- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/05/12 12:01 PM --

LP8

• Provisional transactions can be coded and sorted for REVIEW or automatically POST and reconcile using LP8 profiles.

• Provisional transactions can also be rejected (however an offsetting manual entry is recommended for these rejections).

• Only office managers or delegates can create the LP8 profiles.

LP8>> ENTER A VALID OFFICE NAME IN THE COMMAND LINE FIELD "OFFICE" << *DEFINE OFFICE PROVISIONAL POSTING PROFILES - LP8 Year: 11 12 Command: LP8 Office: __________ Misc: _______________ Month: JUN ============================================================================== Select Option: _ | Existing Profile: __ | A CREATE New Profile | NAME ACTION STATUS B SELECT & EDIT Existing Profile | D DELETE Existing Profile: ______ | E APPLY PROFILES to the | provisionals for the office | 5100ET _______ | * Only submit option E ONCE | per day to post provisionals. | F COPY A PROFILE TO ANOTHER | OFFICE | G List order PROFILES will be | reviewed for selection for a | document type: ___ | | | | | -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/05/12 4:12 PM --

LP8>> TYPE IN CHANGES AND PRESS ENTER TO UPDATE THE PROFILE << *DEFINE OFFICE PROVISIONAL POSTING PROFILES - LP8 Year: 11 12 Command: LP8 Office: __________ Misc: _______________ Month: JUN ==============================================================================Profile Name: ENCUMBRANCE DOCS____ Status: ON_ Action: POST__ SELECTION CRITERIA: Part 1 - Information on the Transaction - - - - - - - - - Document Type: VE. (required) Account Information: _ X Accounting Transaction Type: __ __ __ __ __ Reporting Transaction Type: __ __ __ __ __ Object Class Codes: 0200 thru 0999 ____ thru ____ ____ thru ____ Description: ______________________ THRU ______________________ Vendor ID: ______________ Purchase Order: __________ Voucher Number: _______ SELECTION CRITERIA: Part 2 - Information about Source of Electronic Document Electronic entry by: A Originating Unit: _______ PROFILE DATA - Information to be Added to Selected Transactions by Profile - ___ ___ _____ _______ _________ ______________ TAG A: _ TAG B: _ Comment: ________________________________________ Activity Month: *D -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/05/12 1:55 PM --

LP8>> YOUR ACCOUNT PROFILE INFORMATION HAS BEEN UPDATED << *D +-------------------------------------------------------------------------+ Co | | == | ACCOUNT INFORMATION SELECTION |Pro | ------------------------------ | SE | | | I. VIEWS | | | | A. Master View: _______ _______ _______ _______ | | | | B. Administrative View: _______ _______ _______ _______ | | | | II. ACCOUNT RANGES | | | | A. Accounts(masking): __________ thru __________ | SE | | | III. INDIVIDUAL ACCOUNTS | | | PR | B. Accounts(masking): __________ __________ __________ __________ | | | | __________ __________ __________ __________ | | | | | -- +-------------------------------------------------------------------------+

Current Resources

• PF6 Help• Field Level Help “?”• LMM Overview Handout, Slideshows, Etc.• Office of Accounting Helpline = 471-8802• [email protected]

http://www.utexas.edu/business/accounting/et/training/training.php

mailto:[email protected]

PF6 Help Help for Command LR2 Screen 1__ of 3 ========================================================================== DISPLAY UNRECONCILED ACCOUNTS PURPOSE This screen displays all of your accounts in your administrative view on a per month basis. Accounts with a number one (1) listed to the right are those with at least one unreconciled accounting transaction. Those with an asterisk (*) listed to the right, have no unreconciled transactions for the month. HOW TO USE 1) This screen will default to the current month and display all of the accounts in your administrative view. Change the month on the upper right, if you wish to view transactions for another month. The screen will display the accounts in numeric order. 2) Numbers are listed to the left of each account number. Select the number for the account you wish to view. If you select an Press 'ENTER' for next page of text or CLEAR to exit help.

“?” = Field Level Help *DEFINE REVIEW/POST PROVISIONAL TRANSACTIONS - LP6 Year: 11 12 Command: LP6 Account: 1900000050 Misc: _______________ Month: JUL ============================================================================== Full Page Action: _ Provisionals in View: HISTORY Start Date: ______ ACCOUNT DATE DESCRIPTION AC/RT AMOUNT PO REQUISITION VOUCHER DTN TAGS OBJ CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 COMMENT MTH DOC BY AC.ST _ 1900000050 070212 EPSTEIN EDUCATIONAL ENTER EN EN 323.00 2012A22222 3368___________ L288888 _______ _ _ 0200 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ 1900000050 070212 EPSTEIN EDUCATIONAL ENTER EX DI 310.00- 2012A22222 3368___________ L288888 _______ _ _ 1343 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C _ 1900000050 070212 EPSTEIN EDUCATIONAL ENTER EX DI 13.00- 2012A22222 3368___________ L288888 _______ _ _ 1315 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VP1 ACGEM C ? 1900000075 071012 SUMMERS, BUFFY __________ EN EN 1.00- TV11777777 _______________ O911111 _______ _ _ 0510 ___ ___ _____ _______ _________ ______________ ________________________________________ JUL VE5 ZZJTK C -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 7/26/12 10:17 AM --

Training Resources

Let’s Review:Provisional Transactions are automatically

created in LMM based on official transactions.Once these provisional transactions are

posted (accepted, copied, entered), they become departmental transactions.

Departmental transactions update departmental balances.

Let’s Review:LP6 is an efficient way to review the

provisional transactions and post them as departmental transactions (on the LTM screens).

PROFILES can filter provisional transactions and even automatically post them.

LR4 compares official balances with departmental balances to identify any differences.

Let’s Review:Departmental transactions may be coded

and split for reporting purposes. Departmental transactions may deleted,

however manual entries are recommended to offset the deleted amounts (using LP2).

LMM

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LMM

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