{"id":115184,"date":"2018-06-22T11:56:09","date_gmt":"2018-06-22T15:56:09","guid":{"rendered":"http:\/\/www.bu.edu\/tech\/?page_id=115184"},"modified":"2024-05-31T09:22:27","modified_gmt":"2024-05-31T13:22:27","slug":"buworks-fi-reconciling-tools","status":"publish","type":"page","link":"https:\/\/www.bu.edu\/tech\/support\/buworks\/help\/finance\/buworks-fi-reconciling-tools\/","title":{"rendered":"BUworks Finance Tools for Reconciling"},"content":{"rendered":"<p style=\"text-align: right;\"><sub>last updated 07\/12\/2018<\/sub><\/p>\n<p><strong>Here are some reconciliation tips for typical finance transactions.<br \/>\n<\/strong><\/p>\n<p style=\"text-align: center;\"><span style=\"color: #333399;\"><strong>Perform the following financial tasks on a weekly, monthly or quarterly basis.<\/strong> <\/span><\/p>\n<hr \/>\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h3 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Accounts Payable Invoices<\/h3><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>Review all your department&#8217;s Purchase Order (PO) Vendor and Non-PO expenses.\u00a0 Confirm invoices have been entered into the <strong>BUworks SAP <\/strong>system.<\/p>\n<ul><\/ul>\n<p><div id=\"attachment114930\" style=\"width: 646px\" class=\"wp-caption alignleft\"><img aria-describedby=\"caption-attachment114930\" loading=\"lazy\" src=\"\/tech\/files\/2018\/06\/Volume5-Media-ReferNo.Field_-636x207.jpeg\" alt=\"Volume5-Media-ReferNo.Field\" class=\"wp-image-114930 size-medium\" width=\"636\" height=\"211\" \/><p id=\"caption-attachment114930\" class=\"wp-caption-text\">Screenshot of SAP Transaction Code FB03 window screen that displays the &#8220;Reference no.&#8221; field added<\/p><\/div><\/p>\n<ul>\n<li>Use transaction code or<strong> FB03 &#8211; Display Document<\/strong> <strong><\/strong> to search the system and to look-up payment information (Clearing Document Number).\u00a0 Click <a href=\"http:\/\/www.bu.edu\/\/tech\/files\/2016\/01\/FIN_AP_FB03_DisplayDocwithAddInform.pdf\">here<\/a> for a quick reference guide on how to look up payment information<\/li>\n<li>Use the &#8220;<strong>Reference No.<\/strong>&#8221; field to search the system using the assigned vendor invoice number.\u00a0 Click <a href=\"https:\/\/www.bu.edu\/tech\/files\/2016\/03\/QRG_Editing-Options_How-to-add-Reference-no.-field-to-FB03.pdf\">here<\/a> to access instructions on how to add the field to your <strong>FB03<\/strong> transaction screen.\n<ul>\n<li>Click <a href=\"https:\/\/www.bu.edu\/tech\/files\/2016\/04\/Vendor-Payment-Lookup.ppsx\" target=\"_blank\" rel=\"noopener noreferrer\">here <\/a>to view PowerPoint slides (demo video) on how to look-up a vendor invoice.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<ul>\n<li src=\"\/tech\/files\/2018\/06\/Volume5-Media-ReferNo.Field_-636x207.jpeg\" alt=\"Volume5-Media-ReferNo.Field\" class=\"wp-image-114930 size-medium\" height=\"211\" width=\"636\">If a vendor invoice is not entered, contact the vendor.\u00a0 Request for a copy of the invoice.\u00a0 If applicable, confirm the PO number is on the invoice.\u00a0 Then forward a copy of the invoice to Accounts Payable at <a href=\"mailto:invoices@bu.edu\">invoices@bu.edu<\/a> for processing.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" src=\"\/tech\/files\/2017\/10\/Important.Icon_.jpeg\" alt=\"Important.Icon_\" class=\"wp-image-110854 alignleft\" width=\"71\" height=\"40\" \/><span style=\"color: #000080;\">***Note, transaction code <strong>FB03 &#8211; Display Document<\/strong> is used to look up any financial transaction entered into the University&#8217;s General Ledger system (<strong>BUworks SAP WebGUI ECC<\/strong> system).<\/span><\/p>\n<p>&nbsp;<\/p>\n<hr \/>\n<p>&nbsp;<\/p>\n<p>If a PO invoice has a block code &#8220;<strong>O &#8211; Over $5K PO Invoice<\/strong> &#8220;or <strong>&#8220;U &#8211; Under $5K PO Invoice&#8221;<\/strong> locate the task on the shopper&#8217;s <strong>Worklist<\/strong> tab accessed in the <strong>BUworks Central Portal<\/strong>.\u00a0 <strong><\/strong>The shopper receives a task &#8220;<strong>Decision Form<\/strong>&#8221; to approver and release the over $5,000 PO invoice.\u00a0 The user assigned the department approver role is authorized to release\/approver the blocked invoice.<\/p>\n<p><img loading=\"lazy\" src=\"\/tech\/files\/2018\/06\/Volume5-Media-POInvWrk.Worklist-Forward-636x302.jpeg\" alt=\"Volume5-Media-POInvWrk.Worklist-Forward\" class=\"size-medium wp-image-115041 aligncenter\" width=\"636\" height=\"302\" srcset=\"https:\/\/www.bu.edu\/tech\/files\/2018\/06\/Volume5-Media-POInvWrk.Worklist-Forward-636x302.jpeg 636w, https:\/\/www.bu.edu\/tech\/files\/2018\/06\/Volume5-Media-POInvWrk.Worklist-Forward-768x364.jpeg 768w, https:\/\/www.bu.edu\/tech\/files\/2018\/06\/Volume5-Media-POInvWrk.Worklist-Forward-1024x486.jpeg 1024w, https:\/\/www.bu.edu\/tech\/files\/2018\/06\/Volume5-Media-POInvWrk.Worklist-Forward.jpeg 1046w\" sizes=\"(max-width: 636px) 100vw, 636px\" \/><\/p>\n<ul>\n<li>If the shopper does not have the finance approver role, the task will need to be forwarded to the appropriate approver.<\/li>\n<li>Click <a href=\"https:\/\/www.bu.edu\/tech\/files\/2016\/09\/QRG_PO-Invoice-Workflow-Process.pdf\">here<\/a> to view a Quick Reference Guide on the <em>PO Invoice Workflow process<\/em>.<\/li>\n<li>If a vendor invoice has another block code not mentioned here, contact Account Payable at <a href=\"mailto:invoices@bu.edu\">invoices@bu.edu<\/a> for help with posting the entry.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h3 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Internal Service Request, Facilities Service Request and Manual Funds Reservation<\/h3><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>System reserved funds include <strong>ISR&#8217;s<\/strong>, <strong>FSR&#8217;s<\/strong> and <strong>Funds Reservation <\/strong>transactions (documents).\u00a0 We will discuss both system generated reserved funds (<strong>ISR<\/strong> <strong>Document Type 94<\/strong> and <strong>FSR Document Type 95<\/strong> &amp; <strong>96<\/strong>) and manual funds reservations (<strong>Document Type 11<\/strong> &amp; <strong>12<\/strong>)<\/p>\n<p>&nbsp;<\/p>\n<hr \/>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" src=\"\/tech\/files\/2018\/06\/Volume5-Media-ISR.FSR_.Recon_-636x486.jpeg\" alt=\"Volume5-Media-ISR.FSR.Recon\" class=\"wp-image-114925 aligncenter\" width=\"649\" height=\"496\" srcset=\"https:\/\/www.bu.edu\/tech\/files\/2018\/06\/Volume5-Media-ISR.FSR_.Recon_-636x486.jpeg 636w, https:\/\/www.bu.edu\/tech\/files\/2018\/06\/Volume5-Media-ISR.FSR_.Recon_-768x587.jpeg 768w, https:\/\/www.bu.edu\/tech\/files\/2018\/06\/Volume5-Media-ISR.FSR_.Recon_.jpeg 943w\" sizes=\"(max-width: 649px) 100vw, 649px\" \/><\/p>\n<ul>\n<li>Run a <strong>BW Funds Management<\/strong> report or use <strong>WebGUI ECC<\/strong> system earmark funds report, transaction code &#8211; <strong>S_P99_41000147 &#8211; Earmark Funds Journal <\/strong>to review a list of ISR&#8217;s and FSR&#8217;s for your department<strong>.\u00a0\u00a0<\/strong>This report provides a listing of all &#8220;<strong>Commitment items<\/strong>&#8221; in the designated account you&#8217;ve selected.<\/li>\n<li>For a quick reference guide on how to reconcile reserved funds in the system click <a href=\"https:\/\/www.bu.edu\/tech\/files\/2017\/02\/FI_ISR_Reconciling_ISRs_and_FSRs_S_P99_41000147_QRG.pdf\" target=\"_blank\" rel=\"noopener noreferrer\">here.<\/a><strong><\/strong><\/li>\n<\/ul>\n<p>If an <strong>ISR<\/strong> or <strong>FSR<\/strong> estimated amount still appears as a &#8220;<em>commitment item<\/em>&#8221; on the unrestricted or restricted funds, contact the <strong>ISR <\/strong>Provider to request for the <strong>ISR<\/strong> to be billed and closed.<\/p>\n<p>If you have already been billed by the Provider and a commitment amount is still displaying on the BW<strong> <\/strong>reports, contact the Provider and request to close out the <strong>ISR<\/strong> and\/or <strong>FSR<\/strong>.<\/p>\n<p>Request to close out open <strong>ISR<\/strong> commitments must be sent to the respective provider.<\/p>\n<div style=\"padding-left: 30px;\">The contact list is available <a href=\"https:\/\/www.bu.edu\/bpba\/training-resources\/internal-service-provider-resources\/\" target=\"_blank\" rel=\"noopener noreferrer\">here<\/a>\n<\/div>\n<div style=\"padding-left: 30px;\">To view an alphabetical Provider listing click <a href=\"https:\/\/www.bu.edu\/bpba\/training-resources\/internal-service-provider-resources\/\" target=\"_blank\" rel=\"noopener noreferrer\">here<\/a><\/p>\n<div><\/div>\n<div>\n<hr \/>\n<\/div>\n<div><img loading=\"lazy\" src=\"\/tech\/files\/2018\/06\/Volume5-Media-CloseManual.FR_.FMX6_-636x426.jpeg\" alt=\"Volume5-Media-CloseManual.FR.FMX6\" class=\"size-medium wp-image-115065 aligncenter\" width=\"636\" height=\"426\" \/><\/div>\n<ul>\n<li><strong>Manual Funds Reservation<\/strong> will need to be closed by the deadline date.\u00a0 The funds will not roll-over to FY 2019 budget year.<\/li>\n<li>Use transaction code <strong>FMX6<\/strong> to close the reservation.\u00a0 Click on the <strong>&#8220;Completion indicator<\/strong>&#8221; box then click the &#8220;<strong>Save<\/strong>&#8221; button.<\/li>\n<li>A Quick Reference Guide on how to close a fund reservation (pages 2 &amp; 3) is available <a href=\"https:\/\/www.bu.edu\/tech\/files\/2016\/01\/FI_QRG_How-to-Reduce-or-Close-a-Funds-Reservation_FMX61.pdf\" target=\"_blank\" rel=\"noopener noreferrer\">here<\/a>.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h3 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Journal Entries (JE) and JV Uploads<\/h3><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>Review and address any parked journals or jv upload entries that are ready for approval or need to be deleted.<\/p>\n<p style=\"padding-left: 30px;\">The Department Submitter can check using transaction code <strong>FBV3 &#8211; Display Parked Document <\/strong>then<strong>, <\/strong>using the &#8220;<strong>Document List<\/strong>&#8221; button to &#8220;<strong>Execute<\/strong>&#8221; a report of &#8220;your&#8221; General Ledger transactions. Before clicking on the <strong>Execute<\/strong> button, confirm your <strong>SAP<\/strong> user id displays on the &#8220;Entered by&#8221; field.<\/p>\n<p>Click <a href=\"https:\/\/www.bu.edu\/tech\/files\/2018\/06\/Finance_Parked-Documents_demo-video.ppsx\" target=\"_blank\" rel=\"noopener noreferrer\">here <\/a>to download PowerPoint slides with a demo video on how to access your parked entries and the next steps required.<\/p>\n<p>In addition to using transaction code <strong>FBV3<\/strong> to produce a list of &#8220;your&#8221; parked journal entries, the General Accounting office is sending out email notifications to the Department Submitter who has submitted the journal entry<\/p>\n<p><img loading=\"lazy\" src=\"\/tech\/files\/2018\/06\/Volume5-Media-GA.Parked.Notification-636x319.jpeg\" alt=\"Volume5-Media-GA.Parked.Notification\" class=\"wp-image-115073 aligncenter\" width=\"666\" height=\"334\" srcset=\"https:\/\/www.bu.edu\/tech\/files\/2018\/06\/Volume5-Media-GA.Parked.Notification-636x319.jpeg 636w, https:\/\/www.bu.edu\/tech\/files\/2018\/06\/Volume5-Media-GA.Parked.Notification-768x385.jpeg 768w, https:\/\/www.bu.edu\/tech\/files\/2018\/06\/Volume5-Media-GA.Parked.Notification.jpeg 1006w\" sizes=\"(max-width: 666px) 100vw, 666px\" \/><\/p>\n<p>The email notification for &#8220;Parked&#8221; entries is part of an effort to streamline &#8220;Parked&#8221; entries within the <strong>SAP WebGUI ECC<\/strong> system.\u00a0 Some of you may already have noticed a email notification sent from &#8220;<span style=\"color: #333399;\"><em>FI-POST &lt;buwback@bu.edu&gt;<\/em><\/span>&#8221; with subject message line &#8220;<span style=\"color: #333399;\">Warning: Your Parked JV will be Deleted.<\/span>&#8221;<\/p>\n<p>The General Accounting office will run this program more frequently through the year end close-out process, so be on the lookout for an email from \u201cFI &#8211; POST &lt;buwback@bu.edu&gt;.\u201d\u00a0 Check your Microsoft Office Outlook Junk and Clutter email folders, to confirm Outlook hasn\u2019t automatically moved them.<\/p>\n<p>If you received an email notification, it&#8217;s because you may have:<\/p>\n<ol>\n<li>Parked the entry and forgot about it. Click on the <strong>Save Park document <\/strong>button instead of clicking on <strong>Save as Complete<\/strong> button to initiate workflow.<\/li>\n<li>Parked the entry to complete it later and have mistakenly forgotten to start the workflow approval process.\u00a0 Start the workflow approval by clicking on the <strong>Save as Complete<\/strong> button.<\/li>\n<\/ol>\n<hr \/>\n<p style=\"text-align: center;\"><span style=\"color: #000080;\"><strong>Finance Transaction Reconciliation Process<\/strong><br \/>\n<\/span><\/p>\n<p>Reconcile <strong>Cost Objects <\/strong>assigned to your area<strong>, <\/strong>then identify transactions that posted to the wrong account or fund.<\/p>\n<ul>\n<li>Create journal entries for transactions that posted to the wrong <strong>GL Account<\/strong> or wrong <strong>Cost Objects<\/strong>.\n<ul>\n<li>Use the <strong>Business Warehouse Funds Management<\/strong> report to identify vital information necessary for creating a journal entry.\n<ul>\n<li>Go <a href=\"https:\/\/www.bu.edu\/tech\/files\/2016\/01\/QRG_Lab_How-to-Create-Change-Display-and-Delete-a-Journal-Entry.pdf\">here <\/a>to access the quick reference guide (used during training labs), on how to prepare to create a Journal Entry.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<ul>\n<li>Move or transfer funds to cover overages.\n<ul>\n<li>Use <strong>GL Accounts<\/strong> <span style=\"color: #000080;\">479999 &#8211; Transfer In &#8211; Operating<\/span> and <span style=\"color: #000080;\">579999 &#8211; Transfer Out &#8211; Operating<\/span><strong>\u00a0<\/strong>to move funds.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h3 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Customer Invoices (Sales)<\/h3><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>Review and address any parked customer invoices entries that are ready to post or need to be deleted.<\/p>\n<p><img loading=\"lazy\" src=\"\/tech\/files\/2018\/06\/Volume5-Media-FBV0.Delete.Entry_-636x233.jpeg\" alt=\"Volume5-Media-FBV0.Delete.Entry\" class=\"size-medium wp-image-115076 aligncenter\" width=\"636\" height=\"233\" srcset=\"https:\/\/www.bu.edu\/tech\/files\/2018\/06\/Volume5-Media-FBV0.Delete.Entry_-636x233.jpeg 636w, https:\/\/www.bu.edu\/tech\/files\/2018\/06\/Volume5-Media-FBV0.Delete.Entry_-768x282.jpeg 768w, https:\/\/www.bu.edu\/tech\/files\/2018\/06\/Volume5-Media-FBV0.Delete.Entry_-1024x376.jpeg 1024w, https:\/\/www.bu.edu\/tech\/files\/2018\/06\/Volume5-Media-FBV0.Delete.Entry_.jpeg 1047w\" sizes=\"(max-width: 636px) 100vw, 636px\" \/><\/p>\n<ul>\n<li>Use <strong>FBV2 &#8211; Change Parked Document<\/strong> to initiate posting of customer invoice <strong>Document Type &#8211; DG. <\/strong>\u00a0 To initiate posting the entry using <strong>FBV2<\/strong>, make a change to the <strong>Document Date<\/strong> field to reflect the current open posting period, then hit the <strong>Save as Complete<\/strong> button to route to\u00a0 Miscellaneous Receivables office for final posting.<\/li>\n<li>If you need to delete the entry, use transaction codes <strong>FBV2 &#8211; Change Parked Document<\/strong> or <strong>FBV0 &#8211; Post Park Document. <\/strong>\n<ul>\n<li>While in the transaction window click on the <strong>Menu<\/strong> button, go to <strong>Document <\/strong>and highlight and select <strong>Delete Parked Document.\u00a0 <\/strong>Next click <strong>Okay<\/strong> button on the new window that appears.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><\/div>\n<\/div>\n\n","protected":false},"excerpt":{"rendered":"<p>last updated 07\/12\/2018 Here are some reconciliation tips for typical finance transactions. Perform the following financial tasks on a weekly, monthly or quarterly basis&#8230;.<\/p>\n","protected":false},"author":7431,"featured_media":0,"parent":92521,"menu_order":3,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"_links":{"self":[{"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages\/115184"}],"collection":[{"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/users\/7431"}],"replies":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/comments?post=115184"}],"version-history":[{"count":16,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages\/115184\/revisions"}],"predecessor-version":[{"id":152466,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages\/115184\/revisions\/152466"}],"up":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/pages\/92521"}],"wp:attachment":[{"href":"https:\/\/www.bu.edu\/tech\/wp-json\/wp\/v2\/media?parent=115184"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}