Reconcile

 

The screen provides a reconciliation of order data between the PeopleSoft (Purchase Orders / Accounts Payable) and User Orders entered in Insight.  The users can view the matched as well as unmatched orders/records relating to Purchase Orders, Journal Entries, Travel Vouchers, Check Requests and Petty Cash.

 

For Purchase Orders, matching occurs when the PO numbers, the fund numbers and the order amounts match, allowing for a 3-5% difference in amounts depending on the PO amount.  For Travel Vouchers and Check Requests, matching occurs by voucher ID number, fund number and exact dollar amounts.  For Petty Cash and Journal Entries matching occurs by account number, fund number and exact dollar amounts.

 

Matched orders are presented in one data grid with the orders being grouped in twos, the Insight Order followed by the PeopleSoft order.  Unmatched orders are placed in two data grids with the Insight Orders listed separately from the PeopleSoft orders.  Sorting can be done on all data grids.

Reconcile Screen Shot

Reconcile Search Screen Elements

Collapsed Search Options

The following fields or criteria can be searched by default on the Reconcile page:

 

Caption

Type

Description

ID #

Text

Entry of purchase order number of an existing order within the selected records

Vendor

Text

Vendor Name on an existing order within the selected records

 

Advanced Search Options

When the user navigates to this page, by default the search panel is expanded.  The search panel can be collapsed to only show the ID# and Vendor fields to allow for more space in viewing the search results.  The ‘Advanced Search Options’ include the following expanded search criteria:

 

Caption

Type

Description

Invoice #

Text

Invoice# on an existing order within the selected records

Requestor

Text

Requestor name on an existing order within the selected records

Transactions Within 

Drop Down List

Users can search on orders within 30, 60, 90 days

Invoice Date

Text or Calendar Control

Invoice date of order

Total Order Amount

Text

Dollar amount of order

Transaction Date From/To

Text/Calendar Control

The user can select transactions within a certain date range.

Fund #

Text

Orders can be filtered to those orders that have been paid and those that have been unpaid.

User Order Type

Drop Down List

Review of transactions based on type – Purchase Orders , Accounts Payable , Travel Vouchers, Petty Cash and Journal Entries

Reconcile Type

Drop Down List

Unmatched or Unmatched orders; Unmatched is the default view

 

Icon Search Options:

Sometimes referred to as a search within a search, the following criteria are available by selecting the corresponding icons.  Click on the icon and a pop-up window appears with items for selection – Organization (Chief of Service) codes or Principal Investigator names.  Once selected, the window will close and the selection criteria displays.  Select additional search criteria from the collapsed or advanced search options, and when finished with selections, click the ‘Search’ button on the right to complete the process.

 

Caption

Type

Description

PI

Search based on an investigator’s agreements for which the logged in user has access

Org

Search agreements based on the department and unit hierarchy (Chief of Service codes) that a user has access to and for which the agreements have been assigned.  Multiple codes can be selected across institutions if necessary.

Search

Button

Performs the search based on all entered search criteria and returns the results to the search results grid section of the page.

Clear Selections

Button

Clears all records that were displayed based on the search criteria and the picker selection.  Shows the default view of the page.

Reconcile Main Screen Elements

Displays the source of the order in the grid, which is indicated by the grid heading:

Insight Transactions or PeopleSoft Transactions.

 

Caption

Type

Description

Type

Text

Purchase Order, Travel Voucher, Check Request, Journal Entry and Petty Cash

ID #

Link

Transaction number entered.  Link takes you to User Order Details for Insight transactions and to PO/AP Details for PeopleSoft transactions

Fund #

Text

Displays the PeopleSoft fund number

Total Amount

Text

Displays the total amount of the order

Requestor

Text

Displays the name of the Requestor

Vendor

Text

Displays the Vendor name

Reconcile Export Options

Reports can be downloaded by clicking on the available download links.

 

 

Reconcile Navigation

The Reconcile page can be accessed from the following pages:

 

By clicking the Reconcile tab from the following pages:

 

From Reconcile, the user can navigate to the following pages: