Accounting Settings - Review and Sign Off Controls

This Help topic provides instructions for editing the policies or controls that determine under what conditions a transaction or reimbursement must receive manual review and sign off by an accountant, approver, and accountholder. Instructions for related tasks available on the Actions menu are also provided in this Help topic.

 

 

Creating Allocation Profiles

To create an allocation profile, complete the following:

 

  1. Click Accounting > Accounting Settings > Review & Sign Off. The Review & Sign Off screen displays.

  2. Click Actions. The drop-down menu displays.

  3. Select Create Allocation Profile. The Create Allocation Profile window displays.

  4. Enter a unique name for the new profile in Allocation Profile Name.

  5. Select one option for adding allocation rules:

To...

Then...

Add Later

  1. Select Add Later to indicate no rule will be added to the profile at this time.

  2. Click Save. A confirmation message displays.

This completes the procedure.

Add Existing

  1. Select Add Existing to indicate an existing rule will be added to the profile. A list of existing rules display.

  2. Select one or more rules to be added to the profile.

  3. Click Save. A confirmation message displays.

This completes the procedure.

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Creating Allocation Rules

To create an allocation rule, complete the following:

 

  1. Click Accounting > Accounting Settings > Review & Sign Off. The Review & Sign Off screen displays.

  2. Click Actions. The drop-down menu displays.

  3. Select Create Allocation Rule. The Create Allocation Rule window displays.

  4. Enter a unique name for the new rule in Allocation Rule Name.

  5. Select a Segment from the drop-down list.

  6. Select one option from the Permit drop-down list:

If...

Then...

Unrestricted

 

  1. Select Unrestricted to allow any value to be entered into this segment.

  2. Click Save. A confirmation message displays.

Any Existing Segment Value

  1. Select Any Existing Segment Value to allow all values created for this segment be entered into this segment. A list of the values displays.

  2. Click Save. A confirmation message displays.

Any Segment Value Except

  1. Select Any Segment Value Except to allow all values previously created for this segment be entered into this segment except those you designate. A list of values displays.

  2. Select the check box for each value to be excluded.

  3. Click the right arrow to move the selected values to Excluded. The selected values display in Excluded.

Note: To remove values, select one or more values in Excluded and click Remove.

  1. Click Save. A confirmation message displays.

Permitted Values

  1. Select Permitted Values to allow only those values previously created for this segment that you designate be entered into this segment. A list of values displays.

  2. Select the check box for each value to be included .

  3. Click the right arrow to move the selected values to Permitted. The selected values display in Permitted.

Note: To remove values, select one or more values in Permitted and click Remove.

  1. Click Save. A confirmation message displays.
  1. Select another segment from the Segment drop-down list, if applicable.
  2. Repeat step 6 until rules have been applied to all segments, if applicable.
  3. Select Save. A confirmation message displays.

This completes the procedure.

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Creating Combinations

To create a combination, complete the following:

 

  1. Click Accounting > Accounting Settings > Review & Sign Off. The Review & Sign Off screen displays.

  2. Click Actions. The drop-down menu displays.

  3. Select Create Combination. The Create Combination window displays.

  4. Click in the segment value field for the first GL#. A list of segment values displays.

  5. Select the desired segment value. The segment value displays, and the cursor defaults to the next segment value field.

  6. Select a desired segment value for each GL# to create a new combination.

Note: You cannot leave a segment value field empty.

  1. Click Add to select additional empty lines to create additional combinations, if desired.

Note: Click the red X on the left to delete a row, if desired.

  1. Click Save. A confirmation message displays.

This completes the procedure.

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Creating Segment Values

To create a segment value, complete the following:

 

  1. Click Accounting > Accounting Settings > Review & Sign Off. The Review & Sign Off screen displays.

  2. Click Actions. The drop-down menu displays.

  3. Select Create Segment Value. The Create Segment Value window displays.

  4. Click the Segment drop-down menu. A list of segments display.

  5. Select the desired segment. The desired segment displays in the Segment drop-down menu.

  1. Enter alphanumeric characters in Value.

  2. Enter a description for the value in Description.

  3. Click Add to select additional empty lines for additional values, if desired.

Note: Click the red X beside the description field to delete a row, if desired.

  1. Click OK. A confirmation message displays.

This completes the procedure.

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Editing Review and Sign Off Controls

To edit the settings that control review and sign off, complete the following:

 

  1. Click Accounting > Accounting Settings > Review & Sign Off. The Review & Sign Off screen displays.

  2. Edit the following fields, as desired:

If..

Then...

Accountant

  1. Require accountants to manually close expenses - Select an option under which a transaction or reimbursement must receive manual approval from a user with the Accountant role:

Note: Administrators may set the Accountant review at the Corporate Account level. Those settings will override the Accountant controls set on this screen.

  • Always

  • Never

  • In Selected Cases - A list of criteria displays when selecting this option. Select one or more criteria, as desired:

    1. When any allocation on the expense document is:

    • Incomplete - A required allocation segment is missing a value.
    • Invalid - An allocation segment contains an invalid value for that segment or creates a combination that is not a valid combination.
    • Unauthorized - One or more segment values used are not authorized by the allocation profile.

    1. When the expense document has:

    • Discrepancy between the purchase amount and the allocation total - Require sign off when the amount allocated is greater or lesser than the actual purchase amount.

    • Receipt status of no or unknown and amount exceeds:-  Enter the threshold amount above which an expense document requires manual sign off.

  1. Prevent Accountant from closing expense document when any allocation is: - Select the option(s) that prevents an accountant from closing an expense document when the accountholder sign off contains incomplete, invalid, or unauthorized allocation combinations.

  2. Permit expenses to be closed when there is a discrepancy between the purchase amount and the allocation total - You can allow an expense document to be closed by the accountant when there is a discrepancy between the purchase amount and the total amount allocated.

Accountholder and Approver Sign Off Permissions

 

  1. Permit sign off when allocations are: -  Select the option(s) to indicate the accountholder and approver may both sign off :

  • Incomplete - A required allocation segment is missing a value.

  • Invalid - An allocation segment contains an invalid value for that segment or creates a combination that is not a valid combination.

  • Unauthorized - One or more segment values used are not authorized by the allocation profile.

  1. Permit sign off when there is a discrepancy between the purchase amount and the allocation total  - Allow sign off when the amount allocated is greater or lesser than the actual purchase amount.

  2. Prevent accountholder sign off when receipt status is unknown and amount exceeds: - Select this option to prevent accountholder from signing off on expense documents until they indicate whether a receipt for the purchase is available. If you select this option, you must enter a dollar amount threshold above which this policy will be enforced.

Reevaluate Allocation Status

Automatically reevaluate upon sign off and close actions - Select this option to allow the application to display a warning for users to correct allocations that are incomplete, invalid, or unauthorized.

Note: When the option is set, the application allows submission of complete, valid, and authorized allocations. For those with errors, a warning displays to correct before submitting again.

Accountant Sweep

Upon sweep, automatically sign off transactions for accountholder/approver: - Select an option from the drop-down menu to determine how the application handles accountholder/approver sign off during the accountant sweep:

  • Always

  • Never

  • Prompt at time of sweep - Prompt the Accountant to decide on each sweep. You must also indicate a default selection:

  • Yes, auto sign off

  • No, require manual sign off

  1. Click Save. A confirmation message displays.

This completes the procedure.

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Exporting Combinations

Program Administrators and Accountants can export all allocation combinations to a comma-separated text file.

 

To export all allocation combinations, complete the following:

 

  1. Click Accounting > Accounting Settings > Review & Sign Off. The Review & Sign Off screen displays.

  2. Click Actions. The drop-down menu displays.

  3. Select Export Combinations. The download window displays.

  4. Select Save. A file is generated.

  5. Locate the desired folder.

  6. Click Save.

This completes the procedure.

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Exporting Segment Values

Program Administrators and Accountants can download a list of segment values and their individual descriptions to a file in CSV format that can be transferred to another individual or to another application (For example, a third-party accounting software).

 

To export segment values, complete the following:

 

  1. Click Accounting > Accounting Settings > Review & Sign Off. The Review & Sign Off screen displays.

  2. Click Actions. The drop-down menu displays.

  3. Select Export Segment Values. The download window displays.

  4. Select Save. A file is generated.

  1. Locate the desired folder.

  2. Click Save.

This completes the procedure.

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