Overview

This article explains how to export resource commitment data from the Resource Commitment Allocation Module (RCAM) via Task 7.4 Review Monthly Resource Commitment Journal Extract, translating exported data to the appropriate format for using a Journal Spreadsheet to transfer resources in OFC, and how to submit the resulting Journal in OFC. The following steps are for users of the EPBCS Web Application. 

Essential Information

• How to Transfer Resource Commitments in OFC Using Data from RCAM (Smart View) is a separate article.
• Resource commitments can be recorded in RCAM (a module within EPBCS), but resource transfers occur on the General Ledger in OFC. 
• Task 7.4 Review Monthly Resource Commitment Journal Extract in RCAM provides a current month view of resource commitment transactions under a selected POV.
• The month is set by the System Administrator and cannot be changed by a user. 
• The Journal Extract Translation File translates data from Task 7.4 to the appropriate format for OFC upload via Journal Spreadsheet. 
• These steps should typically only be followed by the Source of the resource commitment, who is responsible for journaling both sides of the commitment. Destinations should only journal resource commitment records if they have coordinated with the Source to do so on their behalf. 

Next Steps

Generating Monthly Resource Commitments Journal Extract from EPBCS

1. Navigate to Task 7.4 Review Monthly Resource Commitment Journal Extract in the RCAM, found in Task List 7 within EPBCS. For instructions on navigating to Task List 7, refer to KBXXXXXXX: How to Connect to the Resource Commitment Allocation Module (RCAM) in EPBCS.  
2. Within the POV, select the appropriate Financial Unit from which your extract should be based. If you wish to bring in all records under your security rights, choose FU_16000AA: UC San Diego. Otherwise, select any hierarchy member (including parent member) to which you have access.
    
   
3. Click the Actions button at the top right of screen to reveal the Action Menu.
   
   
4. Select Spreadsheet Export from the Action Menu. 
    
   
5. Check your computer’s local downloads and open the exported Journal Extract Excel file, typically named HspWebGrid.xlsx. 
6. Save a copy of the exported Journal Extract Excel file in a location and with a name that is meaningful to you – you may have to select Enable Editing before you are able to do this. 
7. Review records in the Journal Extract Excel file to make sure all expected records appear (including Base Commitment records and Transfer In Commitment records) – if records are missing, troubleshoot and repeat steps #2-6 above. Note that common reasons for records not appearing in the Journal Extract Excel file include incorrect POV selection or records that fall outside of your security rights (i.e., the Destination is not within your assigned Financial Unit hierarchy). 
   

Translating Journal Extract File from EPBCS to OFC Format

1. Clean your Journal Extract Excel file so that only records you will be journaling appear. You can use the values in Resource Commitment Created By and Resource Commitment Pushed By to isolate relevant records. 
2. All remaining records should have a Resource Commitment Pushed Flag value of Yes. 
3. Each CTID should have two rows – one for the Base Commitment (Source) and the other for the Transfer In Commitment (Destination).
    
   
4. If you only have a Base Commitment row for a CTID, then you will need to manually construct the Transfer In record for that CTID – the row you create should have Destination chartstring elements (Financial Unit, Project, Fund, Function) and opposing Resource Commitment Amount field values from the Base Commitment record (i.e., if the Resource Commitment Journal Debit on the Base Commitment row has a positive value, you should enter the same number as a negative value in the Resource Commitment Journal Credit field).  
5. If you have a Transfer In Commitment record without a corresponding Base Commitment record, you should remove that record from your extract file, as that record should be journaled by the Source. Ultimately, unless coordinated otherwise, resources should only be transferred by the Source unit. 
6. Download the RCAM Journal Extract Translation File and save a local copy to a location that is meaningful to you.  
7. Copy the content from your cleaned Journal Extract Excel file and paste it into the Extract worksheet within the Journal Extract Translation File. 
8. Navigate to the Translation worksheet – this worksheet contains formulas that automatically translate data from the Extract worksheet into the necessary format for processing OFC Journals. 
9. On the Translation worksheet, verify that all of your data has been populated correctly.  

Preparing and Submitting OFC Journal Spreadsheet

1. Go to OFC.
2. Login using Single Sign-On.
3. From the OFC Home Page, click on General Accounting in the ribbon, and then click the Journals tile.
    
4. On the Journals screen, click on the Tasks menu on the right-side of the page.
    
5. Click the Create Journal in Spreadsheet link to download a new Journal Spreadsheet template.
    
6. Check your computer’s local downloads and open the exported Journal Spreadsheet Template file, typically named JournalEntry.xlsx. 
7. Within the Journal Spreadsheet File, select Enable Editing.
    
   
8. A pop-up window will appear asking if you want to connect to OFC – click Yes.
    
   NOTE: If you do not receive this pop-up, you may need to download or update your Excel for Oracle Integration. Refer to the section Create Journal via Spreadsheet - First Time Upload within KB0032759: How to Process a Journal Entry for additional instructions. 
   
9. When prompted, login using Single Sign-On. 
10. Once connected, save the file in a location and with a name meaningful to you. 
11. In the Review ribbon, select Unprotect Sheet to allow data entry on the Single Journal spreadsheet.
    
    
12. Navigate back to your Journal Extract Translation File, and copy all cells with relevant data (including header) from the Translation worksheet – stop copying when you get to #N/A values in Column A.
13. Navigate back to the Journal Spreadsheet Template file and paste contents as values on Single Journal spreadsheet, beginning in cell E17 (i.e., the “Entity” header).    
14. Complete the required information at the top of the Single Journal spreadsheet. For guidelines on this data entry, refer to Create Journal via Spreadsheet section within KB0032759: How to Process a Journal Entry. 
15. Save your prepared OFC Journal Spreadsheet File. 
16. Submit your journal to OFC following the instructions within the Create Journal via Spreadsheet section within KB0032759: How to Process a Journal Entry, including Spreadsheet Upload, Attaching Supporting Documentation, and Reviewing and Approving Journal Entry.