There is a Zoom recording of today’s office hour in the FBDI folder here https://rice.box.com/s/2eqm5w3nlc0tzb40hy0m6pm105cmf867
The written material / screenshots we covered is available as a Word doc here: Office hour October 19 and is reproduced without screen shots below.
Faculty Club
You will get an automated email every time the department card is used. You may keep the form for your records, but please do not mail it in. The department charges appear in journal batches that begin Isabel Urbina (currently, formerly Kevin Yuen) on account 8180
If the coding is acceptable, you do not need to do anything. If the coding should be changed, please use a general ledger FBDI and/or non-labor cost transfer to credit the charge as posted and debit on the desired coding. The Faculty Club can change the default coding for each department card if instructed before the start of a new fiscal period, but cannot apply custom coding per charge.
Personal charges are deducted from payroll and the cardholder will receive an automated email every time the personal card is used.
Contact the Faculty Club at club@rice.edu
Finance Dashboard – multiple periods in Budget to Actual
Using multiple periods on budget to actuals gives you a broader range of data in period net, which can be useful. It leads to unexpected outcomes in the YTD and available balance columns. If your focus is on those columns, use a single period.
FedEx
FedEx charges appear as Payables transactions in the general ledger under account 8261. In the subledger detail the subledger header includes FedEx and the subledger line description includes the invoice and tracking number.
The detail of shipping address / shipper / weight continues to be available in Edgar web apps under Finance, Payment Queries, Federal Express Invoice Detail and at fedex.com.
If the coding you see in the general ledger is acceptable, you do not need to do anything. If the coding should be changed, please use a general ledger FBDI and/or non-labor cost transfer to credit the charge as posted and debit on the desired coding. David Hudson can change the default coding per department if needed, but cannot apply custom coding per charge.
General Accounting Dashboard
Some users have a “financial analyst” role that permits some limited access within this tile in Oracle. If you do not have this role, the tile will give you an error message.
The general accounting dashboard includes a Close Status section that shows the open/closed status of each subledger for each period.
The right-hand task drawer includes two useful options, Inquire on Detail Balances and Manage Journals. Inquire on Detail Balances is basically the same as Journal Detail on the Finance Dashboard, but is updated in real time rather than at 10 pm every night. Manage Journals has no equivalent on the finance dashboard, and is most similar to the Edgar web apps option under Finance, Financial Queries, Journal Voucher Document Detail.