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You can review sampled transactions after the Controller's Office has set up your global profile and the month-end batch processing has occurred. If you are unsure if a profile has been established for your unit, please contact Debbie Rico.
The information below explains how to review sampled transactions. Click a link for help with a particular part of the process:
Login
Follow these instructions to log into the transaction sampler:
- Go to the Tools screen in FinancialLink.
- Choose Transaction Sampling under Reconciliation.
- Log in.
- At the next screen, select Ledger Reviewer.
- Enter your group identifier.
If you don't have access to FinancialLink, please follow the directions in How to Get a User ID (Business Systems).
Accounting data
Enter the accounting data that you want to review:
- Accounting Period: Enter the beginning and end date for the accounting period you want to review.
- Index: Enter an index if you want to sample transactions by index. You can use either a full index or the three-character index prefix. If you use index, leave Fund, Organization, and Program blank.
- Fund: Enter a fund if you want to sample transactions by fund. You can use any fund code within the fund hierarchy. If you use index, organization, or project, you can leave Fund blank.
- Organization: Enter an organization code if you want to sample transactions by organization. You can use any organization code within the hierarchy. If you use index or project, you can leave Organization blank.
- Program: Enter a program code if you want to sample by program. If you use index, organization, or project, you can leave Program blank.
- Project: Enter a project name if you want to sample by project within your group identifier. If you don't know the name of your project, use the Find Project button.
- Account: Enter account information if you want to specify any account code as part of your sampling. You can enter partial account codes, multiple account codes, and ranges of account codes.
- Rule: Enter a rule class if you want to sample by rule class. At this time, you can enter only one rule class per profile. You must create multiple profiles for additional rule classes. See a complete listing of Journal Rule Class Codes.
Note: Do not enter a rule class without also entering an index, fund, organization, or project. Otherwise, you will retrieve campus-wide transactions.
Sort Options: Click the drop-down menu to select a sort order for your report.
Check boxes
Check or uncheck the following boxes to further refine your report:
- Include Db/Cr Indicators? Shows debit or credit indicators next to transaction amounts.
- Include Report Dropdown List? Includes a drop-down box at the upper right of the screen that allows you to switch between FinancialLink reports without re-running the selection criteria.
- Check for blank indexes? Shows transactions without assigned indexes.
- Show Error & Warning Transactions Only? Shows only those transactions that have E or W account codes.
- Include Report Heading? Includes a report heading with the selected transactions.
- Show Unchecked Transactions Only? Shows only those transactions that have not been checked off.
- Show Checked Transactions Only? Shows only those transactions that have been checked off. This option works only when all other check boxes in this section are unchecked.
Transaction samples review
Check or uncheck the following transaction sample boxes to further refine how you view your transactions:
- Profile Name: To view transactions for a particular profile, enter the name in this box. Otherwise, leave it blank.
- Show All Not Reviewed & NonCompliant Sampled Transactions For Global Profile: Returns all transactions sampled under the global profile that have not been reviewed or that have been marked with a problem code.
- Show All Sampled Transactions For Global Profile: Returns all transactions sampled under the global profile.
- Show All Not Reviewed & NonCompliant Sampled Transactions: Returns all transactions sampled under the global profile and target profiles that have not been reviewed or that have been marked with a problem code.
- Show All Sampled Transactions: Returns all transactions sampled under both the global profile and targeted profiles.
- Show Not Reviewed & NonCompliant Sampled Transactions For My User ID: Returns all transactions sampled under target profiles created by User ID that have not been reviewed or that have been marked with a problem code.
- Show Not Reviewed & NonCompliant Sampled Transactions For My Group ID: Returns all transactions sampled under target profiles created by your group identifier that have not been reviewed or that have been marked with a problem code.
- Show All Sampled Transactions For My User ID: Returns all transactions sampled under target profiles created by your User ID.
- Show All Sampled Transactions For My Group ID: Returns all transactions sampled under target profiles created by group identifier.
Navigation buttons
- Submit Form: This selection brings up your transactions for review.
- Reset Form: This selection clears all values from the form.
- Find IFOP: This selection lets you find your fund/ organization/ program combination based on the index you entered.
- Find Project: This selection finds projects created under your group identifier.
- Save To Disk: This selection lets you save the transactions to a file instead of see them displayed on the screen.
Ledger Reviewer and ENPET screen
After making your sampling selection and clicking Submit Form, go to the Ledger Reviewer and ENPET screen where you can review your sampled transactions:
- Note: Sampled transactions are highlighted in yellow. Unsampled transactions are not highlighted.
- Review the sampled transactions and if they are compliant, click the ok box.
- If a transaction is not ok, select one of the problem codes from the drop-down box.
- Click Save Entries to save changes you’ve made to the sampled transactions. Saving your entries every 10-15 minutes is a good practice to avoid losing work if you are interrupted or your connection to FinancialLink is lost. Always save changes before any records are sorted. If you make changes to the transactions then sort the transactions without saving the changes first, you will lose the changes.
- Click the ENPET button to correct an error. After you have corrected the transaction and recorded the error, change the transaction status to ok.
- You must review all transactions in the sample for compliance. All transactions with errors must be assigned a problem code, corrected, and assigned an ok designation once the error has been corrected.
Questions? If you have technical questions about the Ledger Reviewer tool, contact Mojgan Amini, (858) 534-1023. For policy questions, contact Debbie Rico, (858) 822-2797.
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