Using UM Reports for Internal/External Sales Applications

1. Using UM Reports for Internal/External Sales Applications

2. Internal/External Sales Staff Keith Jansen – Manager Internal/External Sales Jeff Kurland – Compliance Officer Int/Ext Sales Andre Duncan – Compliance Officer Int/Ext Sales Introductions

3. Provide information on the use of UM Reports for reporting results and monitoring for internal or external sales. Provide method to quickly focus on key items to make ongoing corrections. Session Objectives

4. Assumptions\requirements for reporting Overview of handouts Reports to use Reconciling data to get an accurate reporting Internal Sales key area of focus External Sales key area of focus Summary Agenda

5. Cost/Revenue of sales need to be separated Fund 1150 – Recharge Internal Revenue Fund 1151 – Specialized Service Internal Revenue Fund 1026 – External Sales (Other Unrestricted) CF2, Program code, and/or Empl ID Accounts codes for resources, expenditures, subsidies and transfers Assumptions for accurate reporting

6. Monthly recording of activity to match revenue & expenses Invoicing – add activity not yet invoiced Depreciation entry – subtract value not yet recorded Materials for resale – add items not sold/consumed Allocation of expenses – subtract or add Carry forward balance – add/subtract in not in rates Subsidies – expected but not yet recorded via Journal Entry(JE) Reconciliation Process

7. Budget values and Rate Development Entered into budget Equal values Detailed account codes Include carryforward balance Include subsidies Include depreciation 12 months compared to numbers of months completed Reconciliation Process

8. Go to: http://www.umreports.umn.edu Log in using Internet ID and password Search for and run the Enterprise Financials, Non-Sponsored report: Account Budget Status for Current Non-Sponsored Funds Specify Fiscal Year and current accounting period To include all possible year-end activity, select accounting period through 9xx (whatever accounting period is the greatest) Report

9. View general department activity: DeptID Group report by Fund Codes Include Plant and Agency Funds Chartfield String Budget Status for Current Non-Sponsored Funds Report

10. Features of General Report: All activity by Fund ESO and ISO activity Includes Plant Fund Report

11. View specific defined activity: Enter DeptID Fund where ISO and ESO activity resides Program code, ChartField2, and/or FinEmplID Chartfield String Budget Status for Current Non-Sponsored Funds Report

12. Features of specific report: Activity for a specific activity defined by detail Multiple activities in one Fund Distribution of revenue/expenses between activities Report

13. All other issues Monitor monthly activity Identify incorrect entries Budget/rate development versus actuals Accounts receivable Trends for developing surplus or deficits Use of Reports

14. Key items of focus: Segregation of internal sales activities – I1 Funds 1150 and 1151 Carryforward balance– I2 Surplus Deficit Use internal sales revenue / expense accounts – I3 Unallowable accounts Categories Internal Sales

15. Key items of focus Inventory for resale – I4 Fixed Assets – I5 No equipment purchases in operating fund ISO Plant Fund Depreciation entry Plant fund balance equals Net Book Value – I5a Transfer-in and Transfer-out – I6 Internal Sales

16. Key items of focus Break even analysis Balance – I8 Internal Sales

17. Key items of focus: Segregation of external sales activities – E1 Using external sales accounts – E2 520204 – Conf-Courses-Trips-Tours 520205 – Consulting Services 520208 – Laboratory Sales and Services 520212 – Publication Program Materials 520217 – Speaker Presentation Fees 520218 - Sponsorships External Sales

18. Key Items of Focus: Using generic account codes – E2 520699 – Other External Sales 520601 - External Sales (FKA Ext Sales–Aux ISO) 520620 – External Sales – Unrelated Inc (Tax Mgmt) Timing of Invoicing – Contract Terms Outstanding receivable balance – E3 (Acct 110000 – A/R – Central Billing) Budget to Actual Comparison – E4 External Sales

19. Key items of focus: Expense Allocation – E5 Historical Salary Adjustments (HSAs) Purchase Assets Margin Analysis – E6 Market value Greater than 63% margins Adjust for transfer outs and depreciation – E7 External Sales

20. Bookmarks : remember all attributes for a report; set for one ISO or multiple ISOs Customize: change reporting format (hmtl,pdf, ect.) Download to Excel – sort, compare data, multiple by percentages etc. Download to PDF - save for future reference in a defined format. Help – description of report and all headers. Re-prompt by: fiscal year account period. Additional Features

21. Consistent with Reviewing Internal Sales Activity Annually: Internal Sales Business Managers should monitor throughout the year. Resource Management may require mid year adjustments. Significant areas are allocated and allowable. Manage surplus and deficits. Summary

22. Contact Information • Questions and Answers • Contact Information: • Keith Jansen 4-5540 kkjansen@umn.edu • Jeff Kurland 5-5605 extsales@umn.edu • Andre Duncan 4-7892 intsales@umn.edu