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IT Works Print

Thank you for visiting the IT Works page, which is still a work in progress. At the moment, we are refining content for this section of the site, so please understand that the documentation below may be changed. However, some processes have been documented below for your benefit. We expect to provide detailed descriptions for all IT Works applications in the near future, along with helpful links. We are grateful for your patience.

IT Works Ground Rules

In order to maintain operational efficiency and clarity among all SOP Finance and Administration Office staff, a few rules should be observed when using IT Works. These rules are designed to ensure that all data is entered in a regular and uniform way that avoids procedural confusion for future staff members who will need to learn this process. Click on any of the links below to skip to the section that interests you:

Salary Projection
Reconcile Accounts
Organize/Print Reports
Reconcile Small Account Expenses
Navigation Tips
 

Section I: How to Perform Salary Projection Before Reconciling

  • Log on to IT Works and determine whether personnel (faculty, staff, et al.) are paid on your account. IF NOT, proceed to section II
  • Run salary projection to determine whether percentages match
  • Go to SALARY/BENEFITS screen and click on PROJECTIONS
  • Click VOLUNTEER
  • Add ACCOUNT NUMBER (this also brings up the account dates) and make your start date the day after your FBMO month-end date. The end date is either the FY end or the grant-end date.
  • Make any necessary changes to the data
  • Click FIND to bring up individuals being paid from an account
  • Click CALCULATE for total needed to be reserved
  • Click on FORMAT box to bring up reports available for printing. Choose [TBD] report
  • Click OK, then go up to the top and click REPORT 
  • Click LOAD to bring up all object codes and dollar amounts needed to be encumbered (make sure transaction date and campus date are the same as your FBMO date)
  • Go back to FILE, then TRANASACTION, then verify that your encumbrance has entered correctly


Section II: How To Reconcile Accounts

  • Log on to IT Works
  • Reconcile BUDGET/TRANSACTIONS first (user has option to choose)
  • Go to FILE, then BUDGETS
  • From your FBMO REPORT, take out summary pages and open commitment pages
  • Pull reconciling folder to review backup data for BUDGET/TRANSACTION ENTRIES (find the documents that support BUDGET/TRANSACTION ENTRIES)
  • Ensure that your BUDGET/TRANSACTION ENTRIES are in IT Works. If not, enter items
  • Once BUDGET/TRANSACTION ENTRIES are in IT Works, use the application to CAMPUS DATE them (the date must be the same month-end date as listed on your FBMO REPORT)
  • Go to REPORT, then click on ACCOUNT, and then print out the report to make sure the budget is correct (print the report called [TBD])
  • Review summary pages and make sure they match your FBMO REPORT (on the FBMO, the first two columns contain budget information)
  • Begin with the first item to make sure it matches your report. If it doesn’t match, go back and research why it doesn’t.
  • Check FINAL total and ensure that the BUDGET/TRANSACTIONS ENTRIES match your report
  • Go to UNRECONCILED TRANSACTIONS box (doing this will reveal entries that IT Works believes still need to be reconciled) and page through the entries to confirm that they match your FBMO REPORT. NOTE: For large accounts, review expenses and encumber in IT Works as necessary.
  • If all data matches, go to “DM-GL comparison with balanced differences” and print out again for the ENTIRE PERIOD, starting with personnel through object code 2000. Make sure all data matches your FBMO REPORT (don’t worry about encumbrances until line 2000 – then they should match your report).
  • Review FY expenses to match expense column data (again, encumbrances won’t match)
  • Add the last two balances together for your total and do the same on your FBMO REPORT
  • Click CALCULATE (this will give you funds that are encumbered)
  • Click REPORT, then FORMAT, then PRINT TOTAL from the SALARY/BENEFITS table (also print FBC Find Grid for duplicate grid)
  • If all data is accurate, click LOAD, then change dates to match your FBMO month-end date
  • Enter 12/31/06 into your CAMPUS DATE, then click OK (doing this will give you a LOAD COMPLETE message.
  • Pick 2-3 staff names on your list at random to make sure previous encumbrances were deleted and that the new encumbrances are there
  • Make sure personnel entries were automatically downloaded into the system
  • If all is correct, you’ve reconciled the first part of your FBMO through object code 2000
  • Log out of IT Works


Section III: How to Organize/Print Final Reports

In order to maintain consistency when examining final reports, it is desirable to follow a specific sequence when arranging your financial reports. Here is the sequence for arranging report order, once reports have been filed:

  • You may separate reports if it is easier for you, but be sure to always keep reports organized by month
  • Log on to IT Works and go to the ACCOUNTING Module
  • Go to FILE, then BUDGETS
  • Go to FILE, click ACCOUNTS (here you can look up any account in the system
  • Click on PAGE 3, go to UPDATE RECONCILIATION DATES, and then add your initials and the fiscal year in the appropriate fields.
  • Click on DATE 1 (this is not working now, so in the meantime, click on another DATE first and then click back on DATE 1)
  • Click on GO to retrieve the list of accounts
  • Click on the box to the right of the box you’re reconciling, and then click on UPDATE (click CANCEL to get out)


Section IV: How to Reconcile Small Account Expenses

  • Small account expense reconciliation mostly involves the same process as for the large accounts above. To begin, click on RECON
  • Add account number (reconciling date is the FBMO month-end date), then click on the CHECK MARK to review transactions and follow the same process as for large account reconciliation

 


Section V: IT Works Navigation Tips

Report Order:

1) Report
2) FBMO report
3) Any and all Account Adjustments (includes any paid or reconciled items)
   
Be sure to attach backups to your cost center report

Budget Item Entry

  • Your BUDGET COLUMN should match up with your original budget items (e.g., the original balance in a grant account)
  • In the ACCOUNT 2 column, add your FB NUMBER or ACCOUNT ADJUSTMENT number
  • Add your three initials, then add the month and day
  • Always use only one Budget page per account

 

How to Check Budget Items to Ensure Reconciliation

  • Add the TRANSACTION DATES and then add the ACCOUNT NUMBER
  • Pull the DM REPORT in the DETAILED/SPECIALIZED REPORTS field and then click on the CHECK MARK () or use the GROUP BY MINOR CODE REPORT
  • For this DM REPORT, the left side is the Department Manager balance and the right side is the University Balance. Use only the Department Manager balance.
  • Campus-dated items are listed in the right box. Review items in the left column of this box. Use the CAMPUS DATE for the month you’re reconciling, and ensure that your BUDGET, EXPENSES and all ENCUMBRANCES (after Personnel) match your FBMO report. 
  • Always be sure to check the REVISED column on your FBMO. Doing so will ensure that your budget is correct
  • Find and match totals under individual object code or group object code on the report

 

FBMO has three main purposes:

  1. Shows a summary of data posted to individual object codes
  2. Shows items that have an open commitment (those that aren’t expensed out)
  3. Shows account details

 

More Navigation Tips:

  • For smaller accounts, you may navigate by paging through Unreconciled items 
  • For larger accounts, go through the report and make sure that entries are consistent with what’s in IT Works