Financial Systems & Applications

Accounting & Financial Reporting Financial Systems

Online Applications & Tables

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Application/Tables   Description/Purpose                                           Where do I access it?           How do I get security to it?  Questions/Issues?
Cash Handling - website  Submit departmental cash handling procedures  Cash Handling website Open site, no special access required 

cash-handling@uiowa.edu

(Cash & Investments team)

Cumulative Compensation Decision Support (CumComp DSS) - online reports  View CumComp salary and fringe reports at the WhoKey or Individual (person) level, including biweekly and monthly payroll, PayCVs and salary/wage transfer entries Self Service—Administration— Data Access—GL Cumulative Compensation DSS Secondary Security: Self Service – Administration – System Tools - Secondary Security and granted by ORG and DEPT CUMCOMPDSS Secondary Security administrators 

accounting-services@uiowa.edu

(Financial Systems team)

Cumulative Compensation Decision Support (CumComp DSS) - tables  Query data warehouse CUMCOMP schema tables for cumulative compensation salary and fringe data  “Middleware” required to be set up on computer to link to tables through a tool like MS Access. For advanced database users  Workflow form: Self Service – Administration – Forms – Data Warehouse Access Form – Cumulative Compensation ***Contact your IT support, ITS Help Desk or HCIS Help Desk for middleware and database connections support*** 

accounting-services@uiowa.edu

(Financial Systems team)

Electronic Financial Reports (EFR) - online reports portal

1. Transaction Reports Inbox: a) View and reconcile monthly Transaction Detail Reports (TDR) by WhoKey for assigned Account Owner/PI, Account Reviewer & Secondary Reviewer roles  b) View monthly TDR by WhoKey for voluntary subscriptions

2. Grant Reports Inbox: View various Grant Reports (Financial Summary, IACT Recap, TDR, Payroll Summary, Award Information & Free Balance)

3. Ad-Hoc Search TDR & Grant Reports: View reports for accounts you are not assigned a role to view

4. Administrative Reports: View Reconciliation Status and Unassigned Roles reports

5. Dashboards:  Monitor important information, key performance indicators and drill down to details at the WhoKey (account) level

6. Alternate Reconciliation (*special permission): submit TDR reconciliations for approved WhoKeys

Self Service—Administration — Data Access  —  Electronic Financial Reports 

Assigned through various applications for the following access:

1. TDR Inbox: a) WhoKey Admin for Account Owner, Account Reviewer & Secondary Reviewer roles  b) Institutional Roles-Research Administrators, UIRIS/SPRIE & Grant Accounting for grant roles.

2. Grant Reports Inbox: Institutional Roles-Research Administrators, UIRIS/SPRIE & Grant Accounting for grant roles. (http://gao.fo.uiowa.edu/electronic-financial-reports-grant-reports)

3. Ad-Hoc Search TDR & Grant Reports & 4. EFR Admin Reports: automatic with GL DSS online reports security -- OR-- to any roles viewable in WhoKey Admin

5. Dashboards: Institutional Roles for Deans, Budget Officers (ORG) & Department Administrator roles

6. Alternate Reconciliation: WhoKey Admin, after special approval

as-efr@uiowa.edu

(Financial Systems team)

Financial Systems Tools (FST) – online search tool  Search tool by various criteria for journal details & contact information for entries created via GLJE, PayCV & WebCV Self Service—Administration— Data Access — GL Financial Systems Tools  Automatic with either GL DSS online reports access OR GL Journal Entry access

accounting-services@uiowa.edu

(Financial Systems team)

General Ledger Decision Support (GL DSS) online reports  View GL-related summary & transaction level reports and query tools  Self Service—Administration— Data Access—GL General Ledger DSS Secondary Security: Self Service – Administration – System Tools - Secondary Security and granted by ORG and DEPT GL DSS Secondary Security administrators 

accounting-services@uiowa.edu

(Financial Systems team)

General Ledger Decision Support (GL DSS) - tables  Query data warehouse GL schema tables for General Ledger detail & summary data, WhoKey & GL chartfield and Journal ID data  “Middleware” required to be set up on computer to link to tables through a tool like MS Access. For advanced database users 

Workflow form: Self Service – Administration – Forms – Data Warehouse Access Form – General Ledger

***Contact your IT support, ITS Help Desk or HCIS Help Desk for middleware and database connections support*** 

accounting-services@uiowa.edu

(Financial Systems team)

GL Journal Entry (GLJE) – transactional online application  Create original (*not correcting), accrual & transfer journal entries to post to the General Ledger  Self Service — Administration —Systems— GL Journal Entry 

e-forms: Accounting & Financial Reporting—GL Journal Entry Access Request Form:

http://www.uiowa.edu/~eforms/bo/GLJE_request.pdf

accounting-services@uiowa.edu

(Financial Systems team)

Institutional Roles - Budget Officer category – online security application 

1. Manage roles for Budget Officer (Org), Department and Sub-Department Administrators. These roles can set up & view WhoKey Admin roles for Account Owner, Reviewer & Secondary Reviewer.

2. Access to case management system for Budget Officer (Org) for Payroll Overpayment issues.

Self Service — Administration —Systems— Institutional Roles 

 a) Budget Officer (Org): assigned by Controllers Office

b) Department Admin: assigned by Budget Officer within their Org

c) Sub-Department Admin: assigned by Budget Officer or Department Admin within their Org-Dept 

accounting-services@uiowa.edu

(Financial Systems team)

Payroll CV (PayCV) – transactional online application  Create correcting salary and fringe journal entries for monthly and biweekly payroll by person, pay period, job code and Master File Key (MFK) to post to the General Ledger and CumComp Self Service — Administration —Systems—PayCV

e-forms: Accounting & Financial Reporting— PayCV Access Request Form:

http://www.uiowa.edu/~eforms/bo/PayCV_request.pdf

GL DSS online reports access is a prerequisite for PayCV access.

accounting-services@uiowa.edu

(Financial Systems team)

WebCV - transactional online application  Create correcting non-payroll expenditures & revenue journal entries to post to the General Ledger 

1. EFR monthly & daily TDR link by journal line transaction

2. GL DSS SA3 report link by journal line transaction

3. AP-PO PeopleSoft Voucher Report 

e-forms: Accounting & Financial Reporting—WebCV Access Request Form:

http://www.uiowa.edu/~eforms/bo/WebCV_request.pdf

GL DSS online reports access is a prerequisite for WebCV access. 

accounting-services@uiowa.edu

(Financial Systems team)

WhoKey Administration (WhoKey Admin) – online security application 

1. WhoKey (account) roles: Account Owner manages assignment of Reviewer and Secondary Reviewer roles for active accounts he/she owns

2. WhoKey (account) roles: Search and view role assignments for active accounts by WhoKey, Account Owner, Account Reviewer & Secondary Reviewer

3. Grant WhoKey (account) roles: Search and view role assignments for active accounts by WhoKey and grant roles assigned through Institutional Roles-Research Administrators and manually by Grant Accounting for fund 500 & 510. *Grant-only roles are not able to add, modify or delete individuals from roles assigned.

4. Unassigned Roles Report: Search for and view unassigned Account Owner/PI and Account Reviewer roles for active accounts

5. WhoKey Purpose: View and edit Purpose definition for active accounts

6. Alternate Reconciliation procedures (*special permission):  Create and manage Alternate Reconciliation procedures for TDR's by account 

Self Service — Administration —Systems—WhoKey Administration 

Assigned through:

 a) Institutional Roles – Budget Officer -- OR--

 b) WhoKey Admin  --OR--

 c) Institutional Roles - Research Administrators --OR-- manually by Grant Accounting for grant roles, for view-only access

 d) Budget Officer/Department Admin approves individuals with an Owner or Reviewer role to use Alternate Recon procedures & emails as-efr@uiowa.edu for set up

 

Direct questions to Accounting and Financial Reporting email: accounting-services@uiowa.edu