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Transaction Sampling: How to Review Sampled Transactions Using Ledger Reviewer

Find out how to review sampled transactions.

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, contact Debbie Rico.

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Note: If you don't have access to FinancialLink, follow the directions in How to Get Access to UCSD Business Systems.

Follow these instructions to use Ledger Reviewer for transaction sampling:

  1. Go to either the Tools or the Reports menu in FinancialLink.
  2. Log in.
  3. In the Reconciliation category, choose Transaction Sampling.
  4. Click on Ledger Reviewer – View Sampling.
  5. Enter your Group Identifier.

Note: Group Identifiers are specific to your department. If you transfer to another department, be sure to find out that department's Group Identifier before you begin reconciling your ledgers.

Accounting data

Enter the accounting data that you want to review. There are a number of other fields on the Ledger Reviewer selection page, but those below are the most useful for transaction sampling.

  • 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 (PDF).
    • 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.

View options

  • Display maximum rows per page: In the interest of quick response, the system will normally display 14 rows per page, and you can use the Next Page option at the bottom of the page to view additional transactions. By clicking on the Display maximum option, the system will display up to 100 records per page, however, response times can be slower.
  • Include Debit and Credit Indicators: For all transactions, the report will indicate if the transaction is a Debit (D) or Credit (C). Default is not checked.
  • Show Error & Warning Transactions Only? This option produces a subset of your transactions that have Error or Warning flags. This could indicate that the category of expenditure is not allowed on the specific fund source, or that it may require additional approval or justification. To learn more, you can view the E and W Account Code Validation page. Default is not checked.
  • Show Un checked Transactions Only: If you have previously used the Ledger Reviewer check column, and have marked any of your transactions, they will be excluded from your report. This can be useful to eliminate those transactions that do not need further research. Default is not checked.
  • Show Checked Transactions Only: Similarly, if you wish to see only those transactions you have already checked, then you can click this option. This can be useful as a progress or status check. Default is not checked.
  • Show not-reviewed and non-compliant transactions only: Displays only those transactions that have not been reviewed, or have been marked with a Problem Code.
  • The 100% Reconciliation box is checked by default only if you selected the "Ledger Reviewer – View All" selection from the FinancialLink Reports or Tools menu. If you want to view only sampled transactions, unclick this check box.

Transaction sampling

If you selected "Ledger Reviewer – View Sampling" from the FinancialLink Reports or Transactions menus, you will have the following as defaults:

  • The 100% Reconciliation box will not be checked
  • The Show not-reviewed and non-compliant transactions only box will be checked

In addition, you can change which sampled transactions are displayed, depending on the profile you select.

  • The All Sampled for Global Profile radio button is selected by default. The Global Profile is set up to select the following kinds of financial transactions for the entire campus each month:
    • A percentage of transactions less than $2,500 in accounts 63xxxx, 64xxxx, and 65xxxx
      • $500 – $2499 = 16%
      • $100 – $499 = 5%
      • under $100 = 6%
    • 100% of the transactions greater than $2,500 in accounts 63xxxx, 64xxxx, and 65xxxx.
  • Click on the All Sampled button to view transactions that are selected by both the Global Profile and your targeted profiles, if you have created any.
  • Sampled for targeted profiles by my Group ID allows you to select transactions based on targeted profiles that were created by your specific department using the same Group Identifier.
  • Sampled for targeted profiles by my User ID allows you to select transactions based on your targeted profiles that were created by your User ID.

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.

Ledger reviewer and ENPET page

After making your sampling selection and clicking the Submit Form button, the button will turn into a "Stop Query" button. Click on Stop Query if you need to make changes, or notice any mistakes. The system will take you to the Ledger Reviewer and ENPET page where you can review your sampled transactions.

Note: Sampled transactions have a yellow "S" in the "Sampled" column.

  • 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 check box to identify a transaction for ENPET.
  • Click on the ENPET button at the top of the page to begin the ENPET process. 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.

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