Using the ITFM Reconciler

Introduction

The purpose of this guide is to assist you in using the ITFM Reconciler reporting tool.

Topics and tasks covered are the following:

Overview

The IT Finance Management (ITFM) Reconciler is a financial transaction reconciliation system. Users can reconcile revenues and expenses for USF IT Divisions.

Access the ITFM Reconciler

1. To access the ITFM Reconciler application, go to http://usfweb.usf.edu/DSS/Reconciler/ .
   
   
   
   
2. Select Log In >.
   The application displays the USF NetID login page.
   
   
   
   
3. Enter your USF NetID credentials and click Sign In.
   The system displays the Reconciler home page.

Security Permissions

Users are granted access to the Reconciler application through security permissions. The Reconciler has two security roles: User and Manager. The screen options and tasks allowed vary depending on your role. The procedures shown in this guide are separated by role.

Navigation

The ITFM Reconciler home page consists of a Header and a Workspace.

The Header contains:

• View selection buttons for Division Selection, which is the default, and Manage, which is available to those in Manager roles
• The user’s login name
• The Log out button

The Workspace contains:

• A title showing the selected page and the Fiscal Year. When a division is selected, the title also displays the name of the division.
• The main work area. When you are on the Division Selection workspace, this display lists the Divisions and record counts of reconciled and pending transactions as shown above.

Procedures (User Role)

Users have permissions to view and reconcile transactions and to export the current page of transactions to Excel.

Reconcile Transactions

To reconcile transactions for a division:

1. Click the Select Division button.
   The application displays a list of revenue and expense transactions for the division.
   
   
   
2. Locate the transactions to reconcile and click Reconcile.
   The application reconciles the transaction and removes it from the list.
3. Navigate to additional pages by scrolling to the bottom of the display and selecting a page number or clicking the arrows ƒ „.
4. Return to the Division Selection workspace by clicking Division Selection in the Header.

Note: The display does not remove the transaction for users with Manager Role permissions, but instead, shows it with a reconciled status and date.

Export Transactions

1. Click the Select Division button.
2. Click the Export button at the top right of the display.
   
   
   The application exports the data on the current page to Excel.
3. Depending on the browser you are using, the spreadsheet either prompts you to save it or displays it as a link at the bottom of the page.
4. Open the saved spreadsheet or the Excel link to view the current display of transactions.

Procedures (Manager Role)

In addition to reconciling and exporting transaction displays, manager roles have permissions to reverse reconciliations; add, edit, and delete divisions; and filter the division display.

Reverse a Reconciliation

After reconciling a transaction, the display does not remove the transaction immediately as it does for the User Role; instead the transaction displays with a Reconciled status of “Yes”, a Reconciled Date of today, and an Undo button.

To reverse a transaction reconciliation:

1. Reconcile a transaction as shown above.
2. Click the  Undo button to return the transaction to not reconciled.
   

Note: If you return to the main workspace, a reconciled transaction is removed from the list and cannot be reversed in this application.

Display Division Management Workspace

To display the Division Management workspace, click the Manage > Division Management button in the Header. This workspace displays the Division ID, Division Name, and Action buttons for adding, editing, and deleting.

Note: You can sort the Division ID or Name entries by clicking the column header.

Filter Division Entries

1. On the Division Management workspace, select the filter symbol in the Division ID or Division Name column.
   The filter tool gives you several options for filtering as shown:
   
   
   
2. Click the down arrow to select the filter option. Type your filter criterion in the text box, and then click Filter.
3. To remove the filter, select the filter symbol and click Clear.

Note: You can add up to two filters.

Edit a Division

1. On the Division Management workspace, navigate to the desired record in the workspace and click Edit.
   When you select to edit a division, the application enables the Division ID and Division Name text boxes for editing.
2. Type entries in the text boxes. Note that Division IDs are exactly three digits.
3. Click Update, or click Cancel if you do not want to save the changes.

Delete a Division

1. On the Division Management workspace, navigate to the desired record in the workspace and click Delete.
   When you select to delete a division, the application displays a pop-up for you to confirm or cancel the action.
2. Click OK to confirm, or click Cancel if you do not want to delete.

Add a New Division

1. On the Division Management workspace, select the + Add New Division button.
   The display shows text boxes for Division ID and Division Name.
2. Type your entries in the text boxes. Note that Division IDs are exactly three digits.
3. Click Update to save, or click Cancel if you do not want to save the changes.

Add, Edit, or Delete a Department

1. On the Division Management workspace, toggle the arrow next to the division you wish to update. 
   The application displays all of the departments associated with the selected division with options to add, edit, and delete.
   
   
   
   
2. Select your option to Edit, Delete, or Add New Department
   1. Click + Add New Department to create a new department within a division. The application defaults the selected Division ID and prompts you for a Department Name. Type your new department name and click Update to save or Cancel if you do not wish to save the changes.
   2. Click  Edit to modify the Division ID or Department ID. When you change the Division ID, the department moves to its new department and the display returns to the Division Management workspace.
   3. Click X Delete to remove a department.

View and Update Fiscal Year

Managers with permissions can access the system configuration component of the ITFM, which displays the maintenance schedule, including:

• The next set of transaction load dates
• The closing date for the current or most recent fiscal year
• The start date of the next fiscal year, which updates automatically when the calendar advances

When the new fiscal year starts, all of the divisions are rolled to the next year, and transactions continue to post automatically to the divisions. You can select the year on the right portion of the workspace to display the divisions for each fiscal year. 

Using the system configuration component managers can update the fiscal year closing date, which is the date when transactions for that fiscal year no longer load. Note that transaction dates are based on activity date, not posted date. 

1. On the Home page, select Manage > System Configuration.
   
   
   
   
2. Select Edit to update the closing date.
3. Select a date from the calendar.
   
   
   
   
4. Click Save.