Preparing for Year End Close: Reviewing Open Transactions€¦ · – For campus journals, the...
Transcript of Preparing for Year End Close: Reviewing Open Transactions€¦ · – For campus journals, the...
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Preparing for Year End Close: Reviewing Open Transactions
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Today’s Webinar
• Webinar format
• Presentation, followed by Q&A
• Use the chat window to type your questions
• We will answer them in the order they were received during the Q&A segment
• The webinar recording will be posted on ccinfo.unc.edu
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Purpose of this Webinar
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The purpose of this webinar is to explain
your responsibility in processing unposted
transactions to prepare for year end close.
We will also walk through the procedure for
ensuring all your transactions are
processed.
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Objectives
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In this webinar, we’ll cover:
• The Month End and Year End Close process for
transactions
• Reasons transactions get stuck
• How to identify stuck transactions
• Resources for interpreting error messages
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Hands-on training available in April
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• Starting in April, we will offer hands-on classes for how to identify and process your unposted transactions.
• The content of the class will be similar to what we cover today, but you will have a chance to work on your actual transactions in ConnectCarolina.
• To sign up for classes, go to Training > Training Schedule on the ccinfo.unc.edu website.
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About Year End in ConnectCarolina
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Year-end is approaching
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• This is the first fiscal year-end close in ConnectCarolina.
• Just like in past years, Dennis Press, our University Controller, will communicate cut-off dates for year end close.
• But there is an important thing you can start doing now to get ready and to make year end easier:
Manage your open transactions
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Month-end and year-end close
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Getting ready for month end close helps you get ready for year end…
Each month after go live, you’ve been managing your transactions, particularly budget journals and campus journals
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Reminder: What happens to transactions at month end
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For this transaction… This happens at end of month …
Budget journal or transfer Accounting Services deletes or posts them.
Campus journal Accounting Services deletes or posts them.
Any type of voucher Accounting Services rolls them forward to the next month (by changing the accounting date to the new month).
Requisitions and purchase orders
Requisitions and POs are posted in the month they are processed in (which can be a future month).
Deposits and billing entries Deposits are posted in current month.
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For year end close …
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• For year end close, we can’t leave transactions open.
• That means vouchers can’t roll forward to a new fiscal year. All vouchers must be posted by the end of the year or they will be deleted.
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Some updates to vouchers …
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• Within the next few weeks, you will be able to delete vouchers—you’ll no longer have to contact Disbursement Services.
• Within the next few weeks, automated processes will be put in place that will do the following on an ongoing basis (NOT just at year end):
– Delete all campus vouchers in Denied status and it’s been more than 90 days since they were denied.
– Delete all campus vouchers that were created but never submitted, and it’s been more than 30 days since they were entered.
– Delete all campus vouchers that were submitted but not approved by department-level approvers and it’s more than 30 days since they were entered.
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For year end close …
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• All requisitions must be closed or fully cancelled. If they are not, they are subject to being cancelled by central office.
• Purchase orders with an open balance can roll to the next year if all related documents are in the correct status.
• Note: Within the next month, you will be able to receive by PO ID—you won’t have to contact buyers to do this for you.
• Budget journals and transfers, and campus journals will continue to be deleted if they are not processed (department approvals complete).
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So your goal for year end …
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All transactions need to have departmental approval completed.
So for each type of transaction that is open, figure out why the transaction is stuck, and then either:
• Delete it
or
• Resolve the issue and then get it through departmental approval before the date specified by Accounting Services.
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Year-end is approaching
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IMPORTANT: Be sure to start addressing open transactions NOW.
We’ve built some queries to help you do that.
!
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Identifying TransactionsThat Are Stuck
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Three areas where your transactions can get stuck:
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Edit errors: checks the system does on the transaction, such as making sure:
– the chartfield combination is valid (combo edits)
– dates are valid– the PO, voucher, and receipt match
Budget errors
Unposted for any reason (for example, still in approvals)
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Queries for managing transactions
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Transaction
Purchase Orders
Vouchers
Deposits
Campus Journals (GL)
Requisitions
Purchase Orders
Vouchers
Deposits
Campus Journals (GL)
Budget Journals
Payroll
Requisitions
Vouchers
Campus Journals (GL)
Edit error queries
Budget error queries
Approval Worklist queries
Query
NC_PO_EDIT_ERRORS
NC_AP_EDIT_ERRORS_VOUCHERS_DPT
NC_AR_EDIT_ERROR
NC_GL_JOURNAL_EDIT_ERRORS_DEPT
NC_KK_ERRORS_REQ_DEPT
NC_KK_ERRORS_PO_DEPT
NC_KK_ERRORS_VOUCHERS_DEPT
NC_KK_ERRORS_AR_MISCPAY
NC_KK_ERRORS_JOURNALS_DEPT
NC_KK_ERRORS_BUD_JRNLS
NC_KK_ERRORS_PAYROLL
NC_REQ_APPROVAL
NC_VCHR_APPROVAL
NC_JRNL_APPROVAL
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Queries for managing transactions
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Transaction
Vouchers
Budget Journals
Campus Journals (GL)
Vouchers, budget journals, and campus journals in unposted status
Query
NC_AP_UNPOSTED_VOUCHERS
NC_GL_BUD_JRNL_NOT_POSTED_DEPT
NC_GL_JRNL_NOT_POSTED_DEPT1
Transaction
RequisitionsRequisitions in any status
Query
NC_EP_REQ_STATUS
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Queries for Finding Edit Errors
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2020
Transaction
Purchase Orders
Vouchers
Deposits
Campus Journals (GL)
Edit error queries
Query
NC_PO_EDIT_ERRORS
NC_AP_EDIT_ERRORS_VOUCHERS_DPT
NC_AR_EDIT_ERROR
NC_GL_JOURNAL_EDIT_ERRORS_DEPT
Queries for finding edit errors
• The most common place for edit errors are vouchers and campus journals. You need to check those every day.
• Check purchase orders and deposits weekly.
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Query Viewer
How to get there:
Reporting Tools > Finance Menu >Main Menu > Query > Query Viewer
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Query Viewer
1. Enter the name of the query.
• You can enter part of the name. Query Viewer searches for queries that begin with the values you enter.
• Examples:
− NC returns all queries that begin with NC
− NC_AP_EDIT returns all queries that begin with NC_AP_EDIT
• Note: The % sign is a wildcard search criteria
2. Click Search.
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Query Viewer
3. Click the HTML link for the query you want to view.
– The Excel link opens the query directly to Excel
– The XML link is not useful for these queries
– The Schedule link is not available
– The Favorite link saves the query to a Favorites list within Query Viewer
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Query Viewer
4. Enter uncch or uncga in the Unit field.
– For campus journals, the business unit is uncch, uncga, or a foundation business unit. For all other transactions, the business unit is uncch or uncga.
– Business unit is required.
– You can’t use the wildcard for the business unit.
5. Enter a department, or a partial department using the wildcard or underscore.
– The Dept field cannot be blank.
6. Click View Results.
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Edit queries: key fields Job ID indicates type of error• Online = invalid or missing chartfields• AP_MATCH = match error• APVCHREDIT = error in either amount,
chartfield, or accounting date
More detail about the error, such as the specific match error or the chartfields in
error
Origin is where the voucher was entered:
• CMP – Campus voucher• XML – vendor catalog order• RMB – web travel voucher• ONL – non vendor catalog order• INN, LAW, etc. – these are interfaces. The
three letters identify the interface, such as INN for Carolina Inn.
Voucher statuses:• Complete• Deleted• Modified
• Open• Postable• Recycle
• Scheduled for Payment
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Fixing the error
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• Go to the Campus Voucher page.• Enter the voucher ID that the query showed to be in
error and click the Search button.
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Fixing the error
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• Click the Invoice Information tab.
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Fixing the error
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• Find the chartfields line with the error and click the Review Errors button.
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Fixing the error
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• Review the error message to determine the problem with the chartfield string.
• Note: See the Combo Edit Error reference for more information about combo edits.
• Click the Return button to return to the voucher.
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Fixing the error
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• Change the appropriate chartfields to correct the error.
• Click the Save button, which checks the chartfield string for errors.
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Fixing the error
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• If the chartfield string is valid for the line you changed, then the Review Errors button disappears.
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Fixing the error
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• Run the budget check process.
• Click the Submit For Approval button.
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Rerun the voucher edit query
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• Rerun the query until it shows no results.
• Your goal – a blank query!
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Queries for Finding Budget Errors
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Transaction
Requisitions
Purchase Orders
Vouchers
Deposits
Campus Journals (GL)
Budget Journals
Payroll
Budget error queries
Query
NC_KK_ERRORS_REQ_DEPT
NC_KK_ERRORS_PO_DEPT
NC_KK_ERRORS_VOUCHERS_DEPT
NC_KK_ERRORS_AR_MISCPAY
NC_KK_ERRORS_JOURNALS_DEPT
NC_KK_ERRORS_BUD_JRNLS
NC_KK_ERRORS_PAYROLL
Queries for finding budget errors
• The most common place for budget errors are vouchers and campus journals. You should check those every day.
• Check other transaction types at least once weekly.
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Queries for finding budget errors
• Enter the name of the budget query.
• Click Search.
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Budget queries: key fields
• Enter uncch or uncga in the Unit field.
• Enter a voucher ID, or the wildcard to show all vouchers.
• Enter a department, or use the wildcard to find multiple departments.
• Click View Results.
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Budget query fields Budget error.See Budget Error
reference for a full list.
Where the voucher was
entered 38
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Fix budget errors and rerun the budget query
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• Just like the edit errors, you need to fix the budget errors on each transaction and rerun the budget error query.
• Your goal – a blank query!
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Queries to find: unposted vouchers, budget journals, campus journals; requisitions in any status
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Queries to find: unposted vouchers, budget journals, campus journals; requisitions in any status
• Unposted queries show all transactions that aren’t posted, including transactions:
– With edit errors– With budget errors– Still in the approval process– Approved but not yet posted. (Posting runs once per day
after 6:00 p.m.)
Transaction
Vouchers
Budget Journals
Campus Journals (GL)
Transactions that have not posted queries
Query
NC_AP_UNPOSTED_VOUCHERS
NC_GL_BUD_JRNL_NOT_POSTED_DEPT
NC_GL_JRNL_NOT_POSTED_DEPT1
Transaction
RequisitionsOpen requisitions
Query
NC_EP_REQ_STATUS
• The requisition status query shows the status of all requisitions. Requisitions do not “post”.
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Recommended practice:
Run the queries to find edit and budget errors, and fix those errors.
Then run the queries to find unposted transactions or requisitions in any status.
Queries to find: unposted vouchers, budget journals, campus journals; requisitions in any status
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2
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Queries to find: unposted vouchers, budget journals, campus journals; requisitions in any status
• Enter the name of the query.
• Click Search.
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Queries to find: unposted vouchers, budget journals, campus journals; requisitions in any status
• Enter the business unit.
• Enter a department ID, or use the wildcard to see multiple departments.
• Enter a specific User ID, or the wildcard to show all vouchers.
• Click View Results.
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Queries to find: unposted vouchers, budget journals, campus journals; requisitions in any status
• Your goal – all transactions should be completed through department approval
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• Denied – you need to work those• Approved – those are complete• Pending – could be pending with the department or with
central office. The accounting date can be an indicator or where it is pending, i.e., it is typically not pending long with central office.
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Queries for Viewing the Approval Worklist
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Queries for viewing the approval worklist
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Approver ID
• Shows transactions currently in a worklist.
• If a transaction has been approved or denied, this query won’t show it.
• The approval queries are keyed by approver ID. The approver must be logged in as himself to see the transactions.
• You can only view one person’s worklist at a time.
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Summary
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• Your responsibility is to have all transactions complete through department approval
• For month end, budget journals and campus journals are subject to being deleted if department approvals are not complete by the specified date
• For year end, NO transactions, except purchase orders where all related documents are in the correct status, can carry forward. If you do not have them complete through department approval, they are subject to being deleted by central office. This includes:
Budget journals and budget transfers Campus journals (GL) Vouchers Requisitions Purchase Orders where related documents are not in the correct
status Deposits
• On an ongoing basis, you should run the queries to check for edit errors, budget errors, and transactions in any not-posted status
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Query tips
• Don’t leave any of the search fields blank.
• Use the wildcard % to do a partial search.
• The underscore _ works as a wildcard for a specific position.
• You can download queries to Excel.
• Search fields are not case sensitive.
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Navigation to finance transactions
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Navigation for managing finance transactions
Requisitions: Main Menu > Finance Menu> eProcurement > Manage Requisitions
Purchase Orders: Main Menu > Finance Menu > Purchasing > Purchase Orders > Review PO Information > Purchase Orders
Vouchers: Main Menu > Finance Menu > Accounts Payable > Review Accounts Payable Info > Vouchers > Voucher
Deposits: Main Menu > Accounts Receivable > Payments > Online Payments > Regular Deposit
Budget transfers/journals: Main Menu > Finance Menu > Commitment Control > Budget Journals > Enter Budget Journals/Enter Budget Transfers
Campus Journals: Main Menu > Finance Menu > General Ledger > Journals > Journal Entry > Create/Update Journal Entries
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References on ccinfo.unc.edu
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Combo edit errors
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Comb Edit Rule Description Message field in query
AFSD_IV Account, Fund, Source, and Department are required on every line. Account/Fund/Source/Dept
ACCOUNT/ CLASS_FLD/
DEPTID/ FU
AF_VI Rule 1Revenue on State funds and all expense lines must have a fund with a Purpose code. The Fund cannot end in “00”, such as 20100 and 21100.
Account/Fund
ACCOUNT/ FUND_CODERule 2
Fund codes 29900, 29910, 29920, or 29930 cannot be used with
Business Unit UNCCH. A foundation business unit must be used with
these funds.
FAJ_VV Lines with OSR or Capital Improvement fund codes must have a Project
ID.
Fund/Account/Project ID
FUND_CODE/ PROJECT_ID/ ACCOUNT
FS_IV Fund and Source combination must be valid. Fund/Source
FUND_CODE/CLASS_FLD
SAP_RQ_VV Rule 1
The Source/Account combination requires a specific Program code.Source/Program/Account
CLASS_FLD/ PROGRAM_CODE/
ACCOU
Rule 2
The Source/Account combination requires the Program field to be
entered (not be left blank).
Rule 3
The Source/Account combination requires the Program field be blank.
Document name on ccinfo: Combo Edit Rules
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Combo Edit Errors
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Comb Edit Rule Description Message field in query
AF_UNIT Foundation business units can only use these funds: 29900,
29910, 29920 & 29930.
Account/Fund
FS_CHASF/FS_CHATH… Foundation business units require a source code unique to the
business unit. For example, CHASF can only use Sources that
start with a 'C‘.
Fund/Source
Comb Edit Rule Description Message field in query
P1_ATH Requires a valid Program/Cost Code 1 combination for
Athletics
Program/Cost Code
SD_ATH_IV Requires a valid Source/Department combination for
Athletics.
Source/Department
Comb Edit Rule Description Message field in query
SF_VI_BO Budget Only Source/Fund combinations cannot be entered
on Data Collect Batch files.
Source/Fund
DF_VI Budget Only Dept/Fund combinations cannot be entered
on Data Collect Batch files.
Dept/Fund
AF_VI*Falls under the same AF_VI rule above.
Occurs when a Budget Only account is entered on the file.
Budget Only accounts are not allowed.
Account/Fund
Combo Edits for Data Collect Batches only
Combo Edits for Athletics only
Combo Edits when a foundation Business Unit is used
Document name on ccinfo: Combo Edit Rules
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Budget errors
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Less common but could occur
Error Description Possible solution
E1 Exceeds budget and is over tolerance Take one or more of the following actions:
Reduce the dollar amount of the transaction so that it does
not exceed the budget available.
Use a chartfield string that has sufficient budget available
E2 No budget exists Use a chartfield string that has sufficient budget.
Enter a budget
E3 Budget closed Enter a different chartfield string for an open budget
E6 Budget date is out of boundsNote: Only occurs with OSR projects.
Enter a different chartfield string for an open budget
Error Description Possible solution
E35 Required key CF (chartfield) is blank Enter a chartfield and re-budget check
E36 Chartfield combination errors exist Resolve the combination error and re-budget check
E45 Non key CF (chartfield) has a value Clear the chartfield from the field that is supposed to be blank
E48 Chartfield value not at Tree Level Contact a business analyst
E49 Key Chartfield is blank Enter a chartfield and re-budget check
E64 Parent budget does not exist Contact a business analyst
E91 Translation Tree Error Contact a business analyst
Most common
Document name on ccinfo: Common Budget Check Exceptions
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Other references on ccinfo.unc.edu
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Name of document on ccinfo > Documents
Description
Viewing Voucher Statuses Explains the fields on the voucher page. Useful if you are working on a particular voucher.
Voucher Status Lists voucher statuses, including all the three letter codes for 3rd party voucher interfaces, such as INN for Carolina Inn
Voucher Matching and Error Troubleshooting Query
Lists the match error codes and what they mean
Checklist for maintaining requisitions
Summarizes the guidelines for handling requisitions with errors or any other issue keeping it from being processed*
Checklist for maintaining vouchers
Summarizes the guidelines for handling vouchers with errors or any other issue keeping it from being processed*
*Look for these in the next couple days.
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More info about queries
The Training tab of the ccinfo.unc.edu website
http://ccinfo.unc.edu/training/
• Recording of the webinar:
• Preparing for Year End Close: Reviewing Open Transactions
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Q&A