Integrity, Competence, Teamwork
ePay Deposits
and Chartfield
Combination
Edit Error
User Guide
Integrity, Competence, Teamwork
ePay Deposits and Chartfield Combination Edit Error User Guide
This document describes ePay deposit procedures and chartfield combination edit error correction
procedures.
Contents
ePay Deposits and Chartfield Combination Edit Error User Guide ..................................1
Overview of Emory AR Business Units and ePay Deposits .........................................3
Create ePay Deposit for non-AR related deposits (i.e. direct payments) ....................5
User Input Fields: ...............................................................................................6
System Fields (Informational Only):.....................................................................7
Generate the ePay Deposit Report ........................................................................ 11
Approve ePay Deposits—Cashier’s Office Only ....................................................... 15
Review/Correct Accounting Entries........................................................................ 19
Re-Approve ePay Deposits—Cashier’s Office Only .................................................. 23
Appendix A: Summary of Emory Combination Rules (as of May 24, 2012) .............. 27
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Overview of Emory AR Business Units and ePay Deposits
Payments for University receivables (business units owned by Sonya) are processed via ePay (Emory’s
custom departmental deposit page) because the deposits are received and verified by the University
Cashier’s office. Non-receivable related payments for the AR-Only Business Units are also processed via
this method.
Healthcare business units (grayed out) do not use ePay, and instead process their deposits via delivered
PeopleSoft deposit methods.
In preparation for turning on chartfield combination rules in Accounts Receivable for the University
business units, the purpose of this document is to show users how to identify and correct chartfield
combination edit errors. A summary of combination rules are included in the Appendix at the end of this
document.
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Create ePay Deposit for non-AR related deposits (i.e. direct payments)
Emory developed a custom page designed for use by all deposits being received through the University
Cashier’s office. Although the initial page and related tables are custom, the page “interfaces” into the
delivered PeopleSoft payment process/tables upon Finalize.
From the Compass home page, use the following path to navigate to the Emory Departmental Deposit
page:
Accounts Receivable > Payments > Online Payments > Emory Departmental Deposit
Select the Add a New Value tab or Add a New Value hyperlink.
Select the Add button.
Field
Deposit Unit
Definition
Business unit for the deposit
Deposit ID
The Receivable system will automatically
assign the Deposit ID if the value is NEXT
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Emory
Input respective Deposit
Business Unit (defaults from User
Preferences)
NEXT
Deposit ID is prefixed by
“EUCORE” when page is saved
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Note:
The account and smartkey combination above is used to FAIL the chartfield combo edit
rule of PETTYCASH. The user has input a Petty Cash account 11320 but with a smartkey
that has an Operating Unit not equal to 62000 and a Department not equal to 111010.
User Input Fields:
Field
Payment ID
Definition
Emory
Enter the check number or other identifying
number.
Enter check number
Item/Cust associated
with this Payment
Check this box because this payment is to be
applied to a specific billing invoice that has
already been posted in the Billing module. If
the payment is not to be applied to a billing
invoice that was previously posted in the
Billing module, then leave this box blank.
Do not check this box unless this
payment is to be applied to a
specific billing invoice that has
already been posted in the Billing
Module.
ITEM_GRAY_FLG field in EU_AR_PAYMENT
table
primarily by OGCA and the
Bursar’s office. Most users will
NOT check this box.
Payment Amount
Enter the amount for this payment
Description
Account/Smartkey
Note: This function is used
Enter amount of check
Enter Payer/Customer name
Input Account/Smartkey to be credited for
deposit
Payment Method
For deposits not related to AR
items, input valid
Account/Smartkey (note: system
will not let user save page
without inputting Account and
Smartkey).
Check (default)
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System Fields (Informational Only):
Field
Entered Date
Definition
Emory
Current system date
Read only
Control Total
The control totals for the amount of the
payments in this deposit.
Control Count
Bank Code
The control totals for the count of the
payments in this deposit
Bank where deposit will be deposited
Defaults to current date
Read only
System calculates total Payment
Amount(s) entered
Read only
System calculates total
Payment(s) entered
Read only
Defaults from AR BU
All University and AR-Only BU’s
use Wachovia (WAC)
Read only
Bank Account
Defaults from AR BU
ARHR1 and ARCOR – UDPM
(University Depository)
ARSA1 – USTD (University ACH
Tuition)
All other BUs that use ePay ePAY (University ePay)
Deposit Type
Displays the default deposit type for the bank
account that you defined on the External
Accounts - Account Information page.
Override the value if needed.
Read only
M (Misc Receipts)
Click Save. The Deposit ID is assigned.
Select the Finalize button. The system takes the user to the following page:
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Click the Search button.
Select the Create Accounting Entries icon (lightning bolt outlined above).
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The debit/cash side of the entry (defaults from Bank account) and the system-generated Claim on Cash
balancing lines (Account 11000) are created. Claim on Cash balances lines are system-generated
balancing lines that are created any time there is a debit/credit between different Operating Unit,
Department, Fund Code or Project.
Select the Save button.
Note:
If an invalid chartfield, e.g. account, is used, it will display an error message here and the
user would not be able to save. However, if it is a combination rule error, it will display at
a later time when the Cashier’s Office confirms the deposit.
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Generate the ePay Deposit Report
This report is needed for 1) keeping with internal office records and 2) to attach to the check(s) when
delivering to the University Cashier’s window for deposit.
From the Compass home page, use the following path to navigate to the Emory – Deposit Report page:
Accounts Receivable > Payments > Online Payments > Emory – Deposit Report
Enter the Deposit BU and Deposit ID, click Save and then click Run.
The Process Scheduler Request page displays.
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Click the OK button.
Click the Process Monitor link.
Once status displays Success and Posted, click the Details link.
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Click View Log/Trace.
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Click the PDF file.
Print two copies of the report, one for office records and one to attach to the check(s) and deliver to the
University Cashier’s window for deposit.
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Approve ePay Deposits—Cashier’s Office Only
All ePay deposits (whether for AR or non-AR) must be approved by the Cashier’s office. When the checks
are received with the ePay deposit report (produced by the department as shown above), the Cashier’s
office confirms that the deposit/checks agree with the total on the deposit report and if totals agree, they
will verify the deposit. If not, the Cashier’s office notifies the department that there is an issue with the
deposit (and will not verify in Compass until the deposit and deposit report agree).
If the user has input an account and smartkey that violates a chartfield combination rule, a
chartfield combo edit error will display. This error will display when the Cashier’s office confirms
the deposit in Compass by pressing on the Verify and Call Complete button. The Cashier’s office
will then send back the deposit to the originator to update the accounting entries. Once the
accounting entries are updated, the Cashier’s office can then confirm the deposit.
Emory developed a custom page for verifying deposits:
From the Compass home page, use the following path to navigate to the Emory – Dept Verification page:
Accounts Receivable > Payments > Online Payments > Emory – Dept Verification
Input the Deposit Unit and Deposit ID to be approved (from the department’s deposit report). Note: Only
deposits that have not yet been verified will appear in drop down.
Click Search.
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Click on the Verify and Call Complete icon. At this point, if there is a chartfield combination edit error, a
message will display to the Cashier’s Office user saying that an error exists. See the error message
below.
The Cashier’s Office approver will press OK to exit the error message. The Verify and Call Complete
button disappears (see below). The approver would then send the deposit back to the person entering
the deposit to update the accounting entries. The approver would explain that there is a combination edit
error.
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Review/Correct Accounting Entries
When a combination rule error message is received by the Cashier’s Office approver, the deposit is sent
back to the originator to update the accounting entries. The account and/or smartkey may need to be
changed.
From the Compass home page, use the following path to navigate to the Create Accounting Entries
page:
Accounts Receivable > Direct Journal Payments > Create Accounting Entries
Enter the Deposit Unit and Deposit ID to be updated.
Click Search.
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Notice that the Complete checkbox is NOT checked (circled in green above). This is because the
deposit was not confirmed successfully by the Cashier’s Office approver.
Click on the Delete button
to delete the accounting entries.
All the lines are deleted except for the User line that is entered when creating the deposit. The user
would then need to update the account and/or Smartkey in order to pass the chartfield
combination edit. Please see Appendix A: Summary of Emory Combination Rules.
In this case, a chartfield combination edit error displayed because a petty cash account (11320) can only
be used with a Controller’s Operating Unit/Department (62000/111010). In this case, the user had not
meant to key in a Petty Cash account of 11320. The user had meant to key in the revenue account of
45000.
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Update the account to 45000.
Click Save.
Click the Lightning bolt to generate the rest of the accounting entries.
The accounting entries are generated. Claim on cash lines are created because a different fund is used
on the user line and the cash line.
Click Save.
Note:
If a chartfield combination edit error still occurs, this will not be shown again until the
Cashier’s Office confirms the deposit.
Re-send the deposit information back to the Cashier’s Office for verification and approval.
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Re-Approve ePay Deposits—Cashier’s Office Only
The deposit information is received by the Cashier’s Office again for approval.
From the Compass home page, use the following path to navigate to the Emory – Dept Verification page:
Accounts Receivable > Payments > Online Payments > Emory – Dept Verification
Enter the Deposit Unit and Deposit ID to be approved (from the department’s deposit report).
Click Search.
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Note:
The account has now been updated to 45000 from the original account of 11320. If the smartkey
was updated on the accounting entries, it would be updated here as well.
Click on the Verify and Call Complete icon. If there was still a combination edit error, it would display
again here. The same steps would be followed as above.
If there are no combination edit errors, the deposit is verified successfully. The icon will turn grey as
follows:
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The Modify Accounting Entries page (navigation below) will now show that the payment is marked
complete. The Budget status is still not Valid until the nightly budget checking batch process runs. This
runs nightly Monday-Friday at 6:30 pm for all AR business units.
Navigation: Accounts Receivable > Direct Journal Payments > Modify Accounting Entries
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Enter the Deposit Unit and Deposit ID and press Search.
The payment will show a Valid Budget Status after payment is budget checked in the scheduled Budget
Checking process.
Once the transaction has a valid budget check status, it will be sent to the General Ledger via the nightly
journal generate batch process which runs at 7:00 pm. The journals that are created will have a journal id
prefix of ARD.
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Appendix A: Summary of Emory Combination Rules (as of May 24, 2012)
Combination rules are system-enforced rules that require valid combinations of
chartfield values. Emory uses the following Chartfields:
Chartfield
Name
Account
Operating Unit
Department
Fund
Program
Class
Event
Smartkey
Project
Affiliate
Query Name
Table Name
GL_ACCOUNT_TBL
OPER_UNIT_TBL
DEPT_TBL
FUND_TBL
PROGRAM_TBL
CLASS_CF_TBL
CHARTFIELD1 - EVENT
CHARTFIELD2 SMARTKEY
PROJECT_FS
AFFILIATE_VW
EU_GL_ACCT_LISTING
EU_GL_OPERATING_UNIT_LIST
EU_DEPTID_LIST
EU_GL_FUND_CODE_LIST
EU_GL_PROGRAM_CODE_LIST
EU_GL_CLASS_LIST
EU_GL_EVENT_LIST
EU_GL_SMARTKEY_LIST
EU_GL_PROJECT_LIST
N/A – same as Business Units
Accounts are required for all transactions. Accounts fall into the following categories:
Balance Sheet Accounts:
 Asset Accounts (begin with 1)
 Liability Accounts (begin with 2)
 Fund Balance Accounts (begin with 3)
Income Statement Accounts:
 Revenue Accounts (begin with 4)
 Expense Accounts (begin with 5 through 8)
 Transfer Accounts (begin with 9)
Statistics Accounts:
 Alpha accounts (AAAAA-ZZZZZ) used for capturing non-monetary
information
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A summary of current Emory combination rules is shown below:
Combo Group
ELIMIN
ENDOWMENT
Rule Definition
Account 17150 (Due from EHC Debt) and 26850 (D/T EU
Debt Bonds) require a valid Affiliate
The following Fund Codes:
6209 Emory Advan Endow - UR-Pool 1
6219 Endowment - UR - Pool 1
6229 LT Investment - UR - Pool 1
6239 Carter Center - DHIC-UR-Pool 1
6249 Other DHIC - UR - Pool 1
8209 Emory Advan Endow - TR-Pool 1
8219 Endowment - Temp Rest - Pool 1
can only be used with the following types of accounts:
Assets
Fund Balance
Non-Operating Revenue (49000-49999)
Transfers
The following Fund Codes:
9209 Emory Advantage Endowment
9219 Endowment - Perm Rest - Pool 1
can only be used with the following types of accounts:
Assets
Fund Balance
Non-Operating Revenue (49000-49999)
FUNDOPRQ
PETTYCASH (EMUNV
only)
SMARTKEYRQ
All other Fund Codes not noted above can be used with all
accounts except Statistics Accounts
All accounts except Statistics Accounts require a valid
Fund Code and Operating Unit
Accounts 11300 (Petty Cash) and 11320 (Participant
Stipend Fund) can only be used with Controller’s Operating
Unit/Department (62000/111010)
All Expense and Transfer accounts require a valid
Smartkey with the exception of the following accounts
(these are excluded as they are used in the Treasury
application which does not use Smartkeys):
56410 Conference Exp – Programs (FY10)
58230 Affiliation Expense
58262 Bank Charges Exp
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Combo Group
CAPPROJ
(Healthcare only)
NOTCAPPROJ
(Healthcare only)
Rule Definition
59130 Credit Card - Over/Short
59150 Credit Card - Fees
88590 Rchg – Other (excluded for Healthcare only)
Fund Code 7992 (Projects – Capital) can be used with all
Balance Sheet and Transfer accounts. Fund Code 7992
can NOT be used with any Expense accounts (5000089999) except for the following:
75200 Cap Purch - Moveable Equip
76120 Architect Fees
76170 Constr - Other Profession Fees
76350 Construction Costs
76410 Constr - Telecom – Services
76520 Constr - M&R - Maint Contracts
76600 Constr-Bdg-Other Services
76810 Constr - Supplies – Software
77710 Plant Capitalization Contra
78220 Interest Expense
78310 Depr Exp - Land Impr
78311 Depr Exp – Buildings
78312 Depr Exp - Movable Equipment
78314 Depr Exp - Fixed Equipment
78315 Depr Exp – Nonoperating
78316 Depr Exp - Alloc – Rehab
78317 Depr Exp - Alloc – Psych
78319 Depr Exp - Is Equipment
78322 Accretion Exp-Fin 47
78323 Cuml-Fin47 Depr/Accr
78383 Amortization Expense
The following Fund Codes:
4100 General - Healthcare
4200 EHC Endowments/Investments
6219 Endowment - UR - Pool 1
6249 Other DHIC - UR - Pool 1
6269 Hospital Investment -UR-Pool 2
6749 Misc Investments
8299 Gift Funds - Temporarily Restr
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Combo Group
DEPOPU (EMUNV only)
5FUND91600
NOTRFRACCT (EMAFF
only)
Rule Definition
9219 Endowment - Perm Rest - Pool 1
9229 Endowment - Perm Rest
should NOT be used with the following accounts:
75200 Cap Purch - Moveable Equip
76120 Architect Fees
76170 Constr - Other Profession Fees
76350 Construction Costs
76410 Constr - Telecom – Services
76520 Constr - M&R - Maint Contracts
76600 Constr-Bdg-Other Services
76810 Constr - Supplies – Software
77710 Plant Capitalization Contra
Departments can only be used with their respective
Operating Units (see matrix below)
Any transactions with a Fund Code beginning with ‘5’
(Grant transactions) cannot use a Transfer Account
(Accounts beginning with ‘9’) EXCEPT for account 91600
(Cash Transfer).
EMAFF Business Unit cannot use Transfer Accounts
(Accounts beginning with ‘9’)
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Departments by Operating Unit:
Oper
Unit
10000
11000
12000
14000
16000
18000
20000
Operating Unit Description
Emory College
Graduate School of Arts & Scie
Law School
Candler School of Theology
Goizueta Business School
Oxford College
School of Medicine
22000
24000
28000
60000
62000
School of Public Health
School of Nursing
Yerkes Primate Center
President
EVP-Finance & Administration
65000
68000
70000
99000
99900
EVP-Academic Affairs
EVP-Health Affairs
Emory Medical Care Foundation
Affiliates
Student Admin Pass Thru
Department Range
830000 - 839999
861000 - 869999
881000 - 884999
885000 - 889999
871010 - 875999
850000 - 859999
720000 - 721600
721605 **
721610 - 739500
810000 - 829999
800000 - 809999
820000 - 829999
010000 - 099999
000001 - 000009
100000 - 225010
900000 - 930599
700000 - 709999
721605 **
981040 - 983520
999000 - 999030
** 721605 is the only department that is shared between Operating Units.
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The Combination Groups above are assigned to Emory General Ledger Business Units
as follows:
Unit
EMAFF
EMAFF
EMAFF
EMAFF
EMCFD
EMCFD
EMCFD
EMUCN
EMUCN
EMUCN
EMUNV
EMUNV
EMUNV
EMUNV
EMUNV
EMUNV
EMUNV
HCCIC
HCCIC
HCCIC
HCCIC
HCCIC
HCECC
HCECC
HCECC
HCECC
HCECC
HCEHC
HCEHC
HCEHC
HCEHC
HCEHI
HCEHI
HCEHI
Descr
Emory Affiliates
Emory Affiliates
Emory Affiliates
Emory Affiliates
Emory Medical Care Foundation
Emory Medical Care Foundation
Emory Medical Care Foundation
Emory University Elimination
Emory University Elimination
Emory University Elimination
Emory University
Emory University
Emory University
Emory University
Emory University
Emory University
Emory University
Clifton Casualty Insurance Crp
Clifton Casualty Insurance Crp
Clifton Casualty Insurance Crp
Clifton Casualty Insurance Crp
Clifton Casualty Insurance Crp
Emory Children's Center
Emory Children's Center
Emory Children's Center
Emory Children's Center
Emory Children's Center
EHC Eliminations
EHC Eliminations
EHC Eliminations
EHC Eliminations
Emory Healthcare Shared Svcs
Emory Healthcare Shared Svcs
Emory Healthcare Shared Svcs
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Group
ELIMIN
FUNDOPRQ
SMARTKEYRQ
NOTRFRACCT
ELIMIN
FUNDOPRQ
SMARTKEYRQ
ELIMIN
FUNDOPRQ
SMARTKEYRQ
ELIMIN
ENDOWMENT
FUNDOPRQ
PETTYCASH
SMARTKEYRQ
DEPOPU
5FUND91600
CAPPROJ
ELIMIN
FUNDOPRQ
NOTCAPPROJ
SMARTKEYRQ
CAPPROJ
ELIMIN
FUNDOPRQ
NOTCAPPROJ
SMARTKEYRQ
CAPPROJ
FUNDOPRQ
NOTCAPPROJ
SMARTKEYRQ
CAPPROJ
ELIMIN
FUNDOPRQ
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Unit
HCEHI
HCEHI
HCEHM
HCEHM
HCEHM
HCEHM
HCEHM
HCEHM
HCEJC
HCEJC
HCEJC
HCESA
HCESA
HCESA
HCESA
HCESA
HCEUH
HCEUH
HCEUH
HCEUH
HCEUH
HCEUH
HCFHC
HCFHC
HCFHC
HCTEC
HCTEC
HCTEC
HCTEC
HCTEC
HCWWC
HCWWC
HCWWC
HCWWC
HCWWC
Descr
Emory Healthcare Shared Svcs
Emory Healthcare Shared Svcs
Emory Hospital Midtown
Emory Hospital Midtown
Emory Hospital Midtown
Emory Hospital Midtown
Emory Hospital Midtown
Emory Hospital Midtown
Emory Johns Creek Hospital
Emory Johns Creek Hospital
Emory Johns Creek Hospital
Emory Specialty Associates
Emory Specialty Associates
Emory Specialty Associates
Emory Specialty Associates
Emory Specialty Associates
Emory University Hospital
Emory University Hospital
Emory University Hospital
Emory University Hospital
Emory University Hospital
Emory University Hospital
Carlyle Fraser Heart Center
Carlyle Fraser Heart Center
Carlyle Fraser Heart Center
The Emory Clinic
The Emory Clinic
The Emory Clinic
The Emory Clinic
The Emory Clinic
Wesley Woods Center
Wesley Woods Center
Wesley Woods Center
Wesley Woods Center
Wesley Woods Center
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Group
NOTCAPPROJ
SMARTKEYRQ
CAPPROJ
ELIMIN
ENDOWMENT
FUNDOPRQ
NOTCAPPROJ
SMARTKEYRQ
ELIMIN
FUNDOPRQ
SMARTKEYRQ
CAPPROJ
ELIMIN
FUNDOPRQ
NOTCAPPROJ
SMARTKEYRQ
CAPPROJ
ELIMIN
ENDOWMENT
FUNDOPRQ
NOTCAPPROJ
SMARTKEYRQ
ELIMIN
FUNDOPRQ
SMARTKEYRQ
CAPPROJ
ELIMIN
FUNDOPRQ
NOTCAPPROJ
SMARTKEYRQ
CAPPROJ
ELIMIN
FUNDOPRQ
NOTCAPPROJ
SMARTKEYRQ