Overview
This article explains how to review scheduled monthly transactions in RCAM via the RCAM Monthly Review Audit report, export resource commitment data from the Resource Commitment Allocation Module (RCAM) via the RCAM Monthly Journal Export report - which translates RCAM 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 must be completed in the UCSDPLAN Web Application - there is no similar process available in Smart View.
Essential Information
- Resource commitments can be recorded in RCAM (a module within UCSDPLAN), but resource transfers occur on the General Ledger in OFC.
- The RCAM Monthly Review Audit and RCAM Monthly Journal Export reports in RCAM provide a monthly view of resource commitment transactions under a selected POV.
- The RCAM Monthly Review Audit and RCAM Monthly Journal Export reports are based off Source/Base Commitments only, but provide rows for Destination data.
- The RCAM Monthly Journal Export report translates pushed monthly transactions 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.
- There is no separate process available for Smart View users - these steps must be completed in the UCSDPLAN Web App.
Next Steps
Reviewing Monthly RCAM Transactions Before Journaling in OFC
- Navigate to Journal Commitments in RCAM via the top navigation bar. For instructions on navigating to RCAM, refer to KB0033247: How to Connect to the Resource Commitment Allocation Module (RCAM) in UCSDPLAN.
- From the Landing Page, select 1 on the left-side bar to navigate to the RCAM Monthly Review Audit report.
- Within the prompt selector, select the Source Financial Unit, Fiscal Year, and Period (Month) values you wish to review and click OK to launch. Note that you are not restricted to a posting-level financial unit for your Source Financial Unit selection.
- Verify that all intended records appear on the report, with a Source and Destination row for each record. Both rows should show "Yes" in the Resource Commitment Pushed Flag column, and amounts should reflect with appropriate signage for the Source and Destination rows. If anything appears incorrect, navigate back to Commitment Details/10.3 and troubleshoot calculations and/or re-push the record.
- To assist with record verification, you may export results to Excel by clicking on the gear icon near the top right corner and selecting Excel.
- Once you have verified that all records appear as intended, move on to the RCAM Monthly Journal Export report.
Exporting RCAM Data in OFC Journal Spreadsheet Format
- From Journal Commitments, click on the 2 icon in the left-side bar to navigate to the RCAM Monthly Journal Export report.
- Within the prompt selector, select the Source Financial Unit, Fiscal Year, and Period (Month) values you wish to review and click OK to launch. Note that you are not restricted to a posting-level financial unit for your Source Financial Unit selection.
- Export the results to Excel by clicking on the gear icon near the top-right corner and selecting Excel.
- Verify that all chartstring and name results appear as intended. Note that unlike the RCAM Monthly Review Audit report, the RCAM Monthly Journal Export report is limited to pushed records only.
- Use the signed Resource Commitment Journal Debit and Resource Commitment Journal Adj Debit column values to verify that the Entered Debit and Entered Credit columns are populated correctly.
- If desired, you may filter results on any column (i.e., Resource Commitment Pushed By) to limit the results you will ultimately copy into the OFC Journal Spreadsheet.
Preparing and Submitting OFC Journal Spreadsheet
- Go to OFC.
- Login using Single Sign-On.
- From the OFC Home Page, click on General Accounting in the ribbon, and then click the Journals tile.
- On the Journals screen, click on the Tasks menu on the right-side of the page.
- Click the Create Journal in Spreadsheet link to download a new Journal Spreadsheet template.
- Check your computer’s local downloads and open the exported Journal Spreadsheet Template file, typically named JournalEntry.xlsx.
- Within the Journal Spreadsheet File, select Enable Editing.
- 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. - When prompted, login using Single Sign-On.
- Once connected, save the file in a location and with a name meaningful to you.
- In the Review ribbon, select Unprotect Sheet to allow data entry on the Single Journal spreadsheet.
- Navigate back to your prepared RCAM Monthly Journal Export, and copy all cells with relevant data from the export – copy values up to and including the Reconciliation Reference column.
- Navigate back to the Journal Spreadsheet Template file and paste contents as values on Single Journal spreadsheet, beginning in cell E18 (i.e., just below the “Entity” header).
- 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.
- Save your prepared OFC Journal Spreadsheet File.
- 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.