Data Import Tool/Post Transactions

Once we get the go signal that the previous month's statements are done reconciling, we can start posting transactions. Posting transactions should be done weekly or even daily.

  • Go to the Data Import Tool from the BA Dashboard:

  • The Data Import Worksheet looks like this:

  • If you are posting all of your transactions, it is best to always choose the Month that you want to post in, and then filter by the Accountant's Name and click Search. If you need to post to a specific CFOP, for example, if you are posting only for specific Activity Codes to a general ICR, you can filter via the CFOP.
  • All of the transactions that are Remaining To Post will show up. From this list, the Accountant can filter by CFOPA and update descriptions as needed.
  • Once the Accountant is satisfied, they can click the Post Selected Records:

Split Transactions to Post in Different Activity Codes in the Same Fund

There may be instances where a transaction needs to be split between different activity codes to the same fund. To do so:

  • Choose the transaction to split in the Data Import screen.
  • Click Split Record

  • The default screen will show a 50-50 split. If the transaction needs only to be split in two, then you can keep the same lines and configure the split to however the transaction is supposed to be split.
  • However, there may be instances when the split is more than two. In that case, click ‘Add New Split Row’ to however many is needed. In this case, when putting the % split, the dollar amount did not match due to rounding. This is rectified by updating the amount on one of the lines. Once done, click Split Record:

  • When Split Record has been chosen, the lines will turn green. Click OK, and the list will refresh:

  • Once the transaction has been split, then the transaction will have a checkmark on the Post column. However, it’s important to note that it may not automatically keep the activity code entered in the Split Record screen, so make sure to double-check and update in the DIW as necessary:

  • There would be a way to shortcut the process by clicking Apply to All DIW Records instead of Split Record, but that needs all transactions to have the same split. Once all transactions are split accordingly, then follow the usual Post transactions guide.

Prepare for Reconcile Process

Configure Reconcile for the first time

If a fund is new, accountants need to set the configuration for the reports:

  • Select the “Reconcile” button and then click “Configure” from the Page option on the right.
  • A new window will open. Under “Reconciliation Amount” in the Tolerance $ box, enter 5.00. No dollar sign required.
  • Click the check box for the following Report names:
    1. BA Reconciliation
    2. CFOP Status Summary
    3. CFP Summary
    4. Detailed CFOP Status
    5. Financial Statement
    6. FinancialStatementByPIProject

Reference fund listing assigned to an accountant

  • In BA4, click on the ‘Recon Status’ button in the top ribbon:

  • The default screen will show the following:

  1. Month to reconcile
  2. Assigned CFOP
  3. Number of transactions posted, unposted
  4. Budget information such as end date, how much posted in the current month through the Data Import tool vs. BA4 encumbrances
  5. Month Reconciled – will say no if CFOP has not been reconciled, will change to Yes, when everything is done.
  6. Last Month Reconciled – should show the latest month reconciling has been done.
  7. Org code
  • You can opt to keep this list open on a separate tab or click the ‘download to excel’ button on the right to pull a list for you to reconcile for the month.

Banner Statements

Each month, Finance accountants will grab the statements from MobiusView and dump them into the internal server.

  1. ITD Summary Operating Ledger – used to reconcile grant funds
  2. Summary Operating Ledger – used to reconcile all other types of funds.

Reconcile Statements

In the BA Dashboard, click the Reconcile button to begin the process.

Grant fund – fund numbers beginning with 4 or 5

This section will show the steps for reconciling a grant fund.

  • The Reconcile screen will ask to enter the CFOP to reconcile, which is why we want to have the list of accounts handy.

  • The Reconciliation Wizard will appear on the next page. The CFOP will populate in the box. Verify this is the correct CFOP, and ensure the correct month.

  • Circling back to the PDF statements, for grant funds, make sure you’re using the ITD Summary Operating Ledger, then Find (CTRL+F) for the fund number you’re working on:

  • If there’s a mismatch, make sure you’re in the same program code as well.
  • Compare the information between BA4 and the PDF as seen on the next page.
  • A variance of a max of +$5.00 or -$5.00 is deemed acceptable. Anything over the set threshold should be reported to the team leads immediately.
  • To update the Institution Balance column, the following blanks usually need to be filled out for a Grant fund, which can be found in the PDF file:
    1. Budget – labeled Total Expenses and Transfers in the Accounted for Budget column
    2. Expenditures – under the Current Month column
      • Current Month – labeled Total Direct Expenses
      • Current Month Indirect – labeled Total Indirect Expenses
    3. It is also important to tick the box labeled NR – this should then result in a tolerable variance.
    4. Check the variance
    5. Once a variance is reasonable, click Reconcile

  • The page will confirm that we will reconcile this balance to the BA4 balance. Click Yes.

  • The page then processes:

  • Then it will look like the final screen, which is greyed out. Documents on the right side will also be available for viewing to the Principal Investigators:

Non-Grant fund – fund numbers beginning with everything else but 4 or 5.

  • The same steps apply to non-grant fund CFOPs, with the main difference being the PDF report to use – Summary Operating Ledger:

  • One can also start from the Reconciliation Wizard by typing in a non-grant fund CFOP. In this case, it is a 3 Self-Supporting fund:

  • To update the Institution Balance column, the following blanks usually need to be filled out for a Non-Grant fund, which can be found in the PDF file:
    1. Budget Actual –
      1. State and ICR funds - should be copied into Actual Institution Balance line.
      2. Self-supporting funds - should be copied into Not Reflected Institution Balance line.
    2. Expenditures – under the Current Month column
      1. Current Month – labeled Total Direct Expenses
    3. Revenue – under the Current Month column, only for Self-Supporting Funds
      • Current Month – labeled Total Revenues
      • This is the only difference between Self-Supporting funds and everything else.
    4. It is also important to tick the box labeled NR – this should then result in a tolerable variance. Check the variance.
    5. Once a variance is reasonable, click Reconcile.
  • The rest of the steps will be the same.

Checking Reconciliation Status

  • To verify that all funds assigned to a specific accountant are completed, the column “Month Reconciled” should all say “Yes,” similar to the screen below:


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