Adding Transactions Manually

Reconciliations have tabs to allow Preparers to enter transactions.

For example, Preparers might enter adjustments to the source system to bring it into agreement with the subsystem.

All transactions have Transaction Code and Open Date as required fields. The Open Date field specifies the date the transaction was, or should have been, opened in the source system. Depending on the reconciliation format, other fields may be required also.

To add transactions manually:

  1. Select a reconciliation with the status Open with Preparer for which you are the preparer.
  2. Select Actions, and then Open.
  3. Select a transaction tab.
  4. Click ( + (New)) and add the following:

    Attributes, such as, Transaction Code, Open Date, Close Date, are displayed based on how the format is configured. A mandatory attribute has an asterisk next to it.

    Transaction Detail and Action Plan sections have role and access rights. All roles have view access unless otherwise specified.

    Access rights:

    • Text Box:

      • Roles configured with the Do Not Display option do not see this attribute in Reconciliation or Task Actions, or in any dashboard, list view, or report.

      • Roles configured with Allow Edits can add, change, and remove values for the attribute, subject to the editability rules.

      • Roles configured with the Required option require a value for the attribute. The Required option is available for Preparers and Reviewers. Until a value is provided, preparers can't submit, and approvers can't approve.

    • Multi-Line Text Box tabs:

      • Text Box tab:

        • Roles configured with Do Not Display do not see this attribute in Reconciliation or Task Actions, or in any dashboard, list view, or report.

        • Roles configured with Allow Editscan add, change, and remove values for the attribute but are subject to editability rules.

        • Roles configured with Required require a value for the attribute. The Required option is available for Preparers and Reviewers. Until a value is provided, preparers can't submit and approvers can't approve.

      • Attachments tab:

        • Roles configured with Do Not Display do not see this attribute in Reconciliation or Task Actions, or in any dashboard, list view, or report.

        • Roles configured with Add & Remove can add and remove files that they added, subject to the editability rules.

        • Roles configured with the Required require one file attachment. The Required option is available only for Preparers and Reviewers. Until a file is attached, preparers can't submit and approvers can't approve.

        • Roles configured with Add & Remove All can add and remove their files and can remove files added by others.

  5. Transaction Detail—This section lists the attributes to the transaction.
    • Optional: To change the currency for the transaction, in the currency bucket enabled for data entry, select a currency from the currency list.

      Enter a value in the currency bucket enabled for data entry. If currency translation is enabled, the remaining currency buckets display translated values. If currency translation is not enabled, enter a value in all remaining enabled currency buckets.

    • Optional: To designate if a transaction is amortizing or accreting, select Amortizing, Accreting.

    • Optional: To change the currency for a translated currency bucket, select a currency from the currency list.

    • Optional: To override a translated currency value, click Override for the currency bucket, and then enter the new value.

      Note:

      To remove the override, click Reset Value.

  6. Action Plan—Captures information about transaction followup actions. The key distinction between regular transaction attributes and Action Plan attributes is in the rules that determine when the attribute may be edited:
    • Transaction attributes may be edited by workflow users (preparers and reviewers) only when the reconciliation is open with that user.

    • Action Plan attributes enable authorized users to edit the attribute at any point until the period is locked.

    You can track the action plans related to reconciliation transactions. The attributes in this section have different editability behavior according to the access privileges.

    Comment features, which enable preparers, reviewers, commentators, administrations, and authorized Power Users to add comments (which may also include attachments). Comments may be added whenever the period is not locked.

    1. Action Plan Attachments—Contain files attached to the action plan on the reconciliation. The attachments section is editable according to the following:

      Table 5-1 When Attachments are Editable

      Role When attachments are editable
      Preparer Can add and remove their attachments, when the reconciliation is Open or Closed and the period is not Locked.
      Reviewer Can add and remove their attachments, when the reconciliation is Open or Closed and the period is not Locked.
      Service Administrator Can't add or remove attachments.
      Power User Can't add or remove attachments.
      Viewer Can't add or remove attachments.
      Commentator Can't add or remove attachments.

      To add attachments to the transaction:

      1. In Transaction Detail, expand Attachments.

      2. Select Actions, and then New.

      3. In Add Attachment, in Type, select Local File to attach a file located on your computer or select URL.

      4. In the Name field, enter a name to describe the attachment.

      5. Enter a URL, or browse to select a file.

      6. Click OK.

    2. Action Plan Comments—Contains comments on the action plan. The comments section is editable according to the following:

      Table 5-2 When attachments are editable

      Role When attachments are editable
      Preparer Can add and remove their comments, when the reconciliation is Open or Closed and period is not Locked.
      Reviewer Can add and remove their comments, when the reconciliation is Open or Closed and period is not Locked.
      Service Administrator Can add and remove any user’s comments, when the reconciliation is Open or Closed and period is not Locked.
      Power User Can add and remove any user’s comments, when the reconciliation is Open or Closed and period is not Locked.
      Viewer Can't add or remove comments.
      Commentator Can add and remove their comments, when the reconciliation is Open or Closed and period is not Locked.

      To add comments to the transaction:

      1. In Transaction Detail, expand Comments.

      2. Select Actions, and then New.

      3. In New Comment, enter a comment.

      4. Optional: To reference an external document, in the Reference section select Actions, and then Add. Select a document, or enter a URL, and then click OK.

      5. To close the Create Comment dialog box, click OK.

  7. Attachments—Contains the Transaction Detail attachments.
  8. Comments—Contains the Transaction Detail comments.
  9. Click Save to save the transaction, or click Save and Create Another to save the current transaction and create a new transaction.
  10. Click Close.