Finance|Accounting

FN 100 Accounting Customer Service (Units)

FN100 University of Michigan Shared Services 1

University of Michigan Shared Services

This course is designed to help distinguish which accounting

services will continue to be provided through Financial

Operations (FinOps) in central Finance and which will be

provided by the Accounting Customer Service team in the

Shared Services Center (SSC). It includes a instructions for how to

request services and/or help regarding ChartFields, Approver

Table Maintenance, Journal Entries (JE’s) and how to

communicate with SSC and FinOps.

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Course Introduction Course Map

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Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

Course Introduction

LESSON 1: ChartFields

LESSON 2: Approver Table Maintenance

LESSON 3: Journal Entry

LESSON 4: Communicate with SSC

Course Summary

Lesson 1: ChartFields

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Lesson 1: ChartFields Overview

Units will make requests regarding ChartFields

via online eForms. You must complete the

required fields (in red) on each eForm. The links

to these forms can be found on the SSC and

FinOps websites.

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Note: Sponsored Sub Project/Grants should continue to be sent to:

sponsoredprograms@umich.edu

Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

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Lesson 1: ChartFields Sample eForm

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There will be a different eForm for each ChartField

request:

• Non-Sponsored Project Grant Request

• ShortCode Request

• Program Request

• Department Request

• Account Request

• Endowment Request

Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

NOTE: Excel files will no longer need to be used

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Lesson 1: ChartFields Contact Information for ChartFields

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For Project/Grant, Program, ShortCode or Department inquiries: Email accountingcustomerservice@umich.edu OR Call 5-2000 and select (4) to be connected to the Accounting Customer Service Team For Account or Class inquiries: Email finrpts.staff@umich.edu OR Call 4-6752 For Endowment inquiries: Email EndowmentFundStaff@umich.eduOR Call 3-4163

Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

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Lesson 1: ChartFields Inactivated Email Addresses

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The following email addresses will be INACTIVATED:

NewProjectGrant.ShortcodeRequests@umich.edu chartfield.maintenance@umich.edu AccountingServicesCustomerService@umich.edu

Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

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Lesson 1: ChartFields Case Self Service

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If you receive an email regarding your request:

• Click on the link in the email

• Upload supporting documentation if

requested

• Add information in the Additional Comments

section to clarify or confirm a transactions

accuracy

• Click Save

Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

NOTE: Please respond to requests from the

SSC/FinOps within 3 business days

Clicking this icon will allow you to

attach documents

Add information here!

Lesson 2: Approver Table Maintenance

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Lesson 2: Approver Table Maintenance Overview & Contact Information

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WHO DO I CONTACT AT THE SSC REGARDING APPROVER TABLE MAINTENANCE?

Department Managers will be responsible for setting up and

maintaining the Approver Table for their department IDs.

Accounting Customer Service (SSC) will be available to assist with

Approver Table maintenance

Call 5-2000 and select (4) to be connected to the Accounting Customer Service Team

Email ApproverTable@umich.edu

OR

Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

Lesson 3: Journal Entry

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JE’s are entered in M-Pathways by creating a JE

online or by uploading a JE data file.

Units will have the option to:

• Continue processing JE’s in their unit

• Request the SSC to process a JE at any time using

an online eForm

Lesson 3: Journal Entry Overview

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Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

Note: On the JE Upload, Journal Authorizer column will be replaced

by the Journal Requester

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The following roles identify the individual performing the task to request, post, and

approve the JE:

• Requester - Identifies the need for a JE (usually someone in the unit or the

person the SSC works with during the reconciliation process who confirms a JE

should be written

• Creator - Uploads or enters the JE online

• Approver - Determines the accuracy and appropriateness of the transaction

before the JE is posted to the GL (the unit's assigned approver)

• Ad Hoc Approver – An additional approver step in M-Pathways before the JE

can be posted to the GL. This is optional.

Note: To ensure that separation of duties exist, the Requester cannot equal the Approver.

Lesson 3: Journal Entry NEW! JE Roles

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Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

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Providing appropriate support for a financial transaction

is an essential element of internal control. There are two

methods for supporting a JE:

• JE descriptions

• Attaching supporting documentation-

recommended for all JE’s

Lesson 3: Journal Entry Supporting the JE

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Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

Note: Units will no longer need to submit cover sheets / hard copy

supporting documentation for Sponsored JE’s. Units are required to

upload supporting documentation for Sponsored JE’s.

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• JE’s are electronically routed for approval if there is a

line > $10,000

• Units should review management reports for JE's

<$10,000

• SSC will reconcile JE’s where the DeptID on the line is

different than the Requester’s Appointing DeptID

• SSC will perform a random audit of JE’s < $10,000

Lesson 3: Journal Entry Approving the JE

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Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

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• Approver will receive Approval Required notification

(Reminder email is sent 3 business days prior to month-end if JE

is not approved)

• Creator will receive JE Approved notification which identified

that the JE has been approved and is ready to be posted

• Requester will receive JE Posted notification which identifies

that the JE has been posted to the GL

Lesson 3: Journal Entry JE Notifications

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Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

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Complete online form and submit to the SSC to

create a JE with supporting documentation

attached

UNIT

Creates the JE

The unit will receive notification from

M-Pathways when the JE has been posted

SSC

Lesson 3: Journal Entry How to Request a JE from the SSC

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Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

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Lesson 3: Journal Entry JE Request Online eForm

Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

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Approvers confirm the JE:

• Is appropriate

• Is accurate

• Is legitimate within university guidelines

• Has the proper ChartField combination

• Contains the proper supporting documentation

Lesson 3: Journal Entry Approving a JE

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Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

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Lesson 3: Journal Entry JE Pagelet Overview

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The JE Pagelet can be used to review journals that are

in edit error status.

• Click Journal ID

• Units should make the change when possible

Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

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Lesson 3: Journal Entry JE Pagelet – Edit Errors

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Navigation: M-Pathways Financials & Physicals Resources > Content

Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

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Lesson 3: Journal Entry JE Edit Error Assistance

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If you need assistance on a JE edit error, navigate to

the Error page and click Notify SSC

Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

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Lesson 3: Journal Entry Who do I contact at the SSC regarding JE’s?

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Call 5-2000 and select (4) to be connected to the Accounting Customer Service Team

Email the Accounting Customer Service Team accountingcustomerservice@umich.edu

OR

Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

Lesson 4: Communicate with SSC and FinOps

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Lesson 4: Communication with SSC Case Self Service

Units will be contacted via email

when there are errors during the

month-end, year-end, and

review processes.

• Click the link (This will take you

to Case Self Service)

• Add Additional Comments

• Click Save

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Course Introduction | Lesson1: ChartFields | Lesson 2: Approver Table Maintenance | Lesson 3: Journal Entry | Lesson 4: Communicate with the SSC

Add information here!

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Reso

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General questions related to Project/Grants, Programs, ShortCodes, Departments, Service Unit Billing, and JE’s: Email accountingcustomerservice@umich.edu or call 5-2000 and select (4) to be connected to the Accounting Customer Service Team Sponsored Sub Project/Grants: sponsoredprograms@umich.edu or call 4-8204 General questions related to Account or Class: Finrpts.staff@umich.edu or call 4-6752 General questions related to Endowment Fund: EndowmentFundStaff@umich.edu or call 3-4163 Approver table inquiries or assistance with setting up the approver table: ApproverTable@umich.edu or call 5-2000 and select (4) to be connected to the Accounting Customer Service Team Note: Units will no longer have defined FinOps coordinators for Non-Sponsored Project/Grants

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Reso

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Course Summary Questions &Wrap up