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.
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. |
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 |
Reports can be downloaded by clicking on the available download links.
Download to Excel
Download to PDF
The Reconcile page can be accessed from the following pages:
Sub-Modules
By clicking the Reconcile tab from the following pages:
User Order Summary
PO/AP Summary
From Reconcile, the user can navigate to the following pages:
Sub-Modules
User Order Summary
PO/AP Summary
Links
When ID# is clicked for Insight orders, the user is taken to the User Order Details page
When ID# is clicked for PeopleSoft orders, the user is taken to the PO Details page