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In the right place? If you need step-by-step instructions to complete an Electronic Non-Payroll Expense Transfer (ENPET), see How to Use ENPET.
Ledger Reviewer Selection page: The information below explains how to select the transactions that you want to review. Click a link for help:
Selection and Sort Options
You can use any of the Ledger Reviewer selection fields below to select specific transactions for your report.
- Accounting Period and Thru fields: Select the beginning and ending dates of the accounting period(s) that you want to view. You may view multiple accounting periods, if necessary.
- Dept Ref No (Department Reference Number): can be used to view transactions that have been identified within your department with a specific reference number. See the related glossary term in the left column of this page for further information.
- Index: To select transactions for a specific index, enter the index here. You don't need to enter the fund, organization or program code.
- Fund: To view transactions for an entire fund, enter the fund number here. The fund number field is normally used in conjunction with the organization code, however, it can be used alone if the fund is unique to your organization. When selecting campuswide fund numbers (such as 19900A or 69750A) be sure to enter your organization code or the selection process won't run.
- Organization code: Enter your organization code by itself if you have a small organization, or if you are using other fields, such as Rule Class or Account Code. It is also normally used in conjunction with a fund number.
- Program: This field is optional.
- Project: You can use the Project field if you have already created a Project (a grouping of specific index numbers) using FinancialLink's Project Maintenance module. Type the project name in this field.
- Account code: Encer account codes to search for transactions for a specific account type. You can enter a full account code (652900), multiple account codes separated by commas (638018, 638020), partial account codes (638), ranges of account codes (637000-637999), or any combination of these methods.
- Document number: This selection field refers to the IFIS document number that is created when you initiate a transaction. Partial numbers are permitted.
- Document Reference Number: This can be used when an additional number is present, such as a PO, job or travel event number. Some transactions contain a user-definable document reference number, which can be used by departments as a unique tracking number. Other transactions contain a system-generated number in this field. Partial numbers are permitted.
- Rule class can be used as a selection criteria only in conjunction with an index, or with the fund /organization/ program. Partial rule classes are permitted, for example, enter "X" to select all Express Card transactions.
- Description: All transactions contain a description. If you know the description, you can enter all or part of the description in this field.
- Sort Options: Before you run the report, you can specify an alternate sort order for the report presentation. Click the down arrow to display the entire box. If you don'r make a selection, your report will be sorted by index, then by date, and then by account code. You can use only those selections in the drop-down box.
Note: You can also sort the report after displaying it. Click any underlined heading, and the report will re-display in the newly sorted order.
When searching for transactions, enter enough information to accurately and narrowly define your search. For example, don't attempt to use campus-wide fund numbers (such as 19900A) by themselves, because your query will not be accepted. It would request too many records. Examples of effective searches might include:
- Date range and index number
- Department reference number
- Date range, fund, and organization
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Buttons
Use the gray buttons to either submit your form or for the other special purposes described below.
- Submit Form: When you've made all report selections, click this button to send your query to the system for processing. The Submit button will turn into a "Stop Query" button that you can use to stop the query if you discover any mistakes. The system will then display your formatted Ledger Reviewer report.
- Reset Form: This button restores the form to the original defaults before you made any selections.
- Find IFOP: Use this button if you need to search for the fund, organization, and program when you know the index or partial index number. If you click this button, you'll leave the Ledger Reviewer and proceed to the FinancialLink Index, Fund, Organization and Program Lookup module. You'll need to use your browser's Back button or the FinancialLink sidebar buttons to come back to the Ledger Reviewer.
- Find Project: Use this button to find projects you've created. The Project Lookup module allows you to search on specific index numbers, a description, or a partial project name. You'll need to use your browser's Back button or the FinancialLink sidebar buttons to return to the Ledger Reviewer.
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View Options
Before you submit your report, or if you need to re-run the report, you can modify the report display options by clicking the appropriate box.
- Display maximum rows per page: In the interest of quick response, the system normally displays 14 rows per page, and you can use the Next Page option at the bottom of the page to view additional transactions. By clicking on the Display maximum option, the system will display up to 100 records per page, however, response times can be slower.
- Include Debit and Credit Indicators: For all transactions, the report will indicate if the transaction is a Debit (D) or Credit (C). Default is not checked.
- Show Error & Warning Transactions Only? This option produces a subset of your transactions that have Error or Warning flags. This could indicate that the category of expenditure is not allowed on the specific fund source, or that it may require additional approval or justification. To learn more, view the E and W Account Code Validation page. Default is not checked.
- Show Un checked Transactions Only: If you have previously used the Ledger Reviewer check column and have marked any of your transactions, they will be excluded from your report. This is useful to eliminate those transactions that do not need further research. Default is not checked.
- Show Checked Transactions Only: Similarly, if you wish to see only those transactions you have already checked, click this option. This can be useful as a progress or status check. Default is not checked.
- Show not-reviewed and non-compliant transactions only: Displays only those transactions that have not been reviewed, or have been marked with a Problem Code.
- 100% Reconciliation: This box is checked by default if you selected the "Ledger Reviewer - View All" selection from the FinancialLink Transactions or Tools menu. If you want to view only sampled transactions, click this box to remove the check.
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Transaction Sampling
If you selected "Ledger Reviewer—View Sampling" from the FinancialLink Reports or Transactions menus, you will have the following as defaults:
- 100% Reconciliation: This box will not be checked
- Show not-reviewed and non-compliant transactions only: This box will be checked
In addition, you can change which sampled transactions are displayed, depending on the profile you select.
- All Sampled for Global Profile: This radio button is selected by default. The Global Profile is set up to select the following kinds of financial transactions for the entire campus each month:
- A percentage of transactions less than $2,500 in accounts 63xxxx, 64xxxx, and 65xxxx
- $500 – $2499 = 16%
- $100 – $499 = 5%
- under $100 = 6%
- 100% of the transactions greater than $2,500 in accounts 63xxxx, 64xxxx, and 65xxxx.
- All Sampled Click this button to view transactions that are selected by both the Global Profile and your targeted profiles, if you have created any.
- Sampled for targeted profiles by my Group ID allows you to select transactions based on targeted profiles that were created by your specific department using the same Group Identifier.
- Sampled for targeted profiles by my User ID allows you to select transactions based on your targeted profiles that were created by your User ID.
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