Finance User Manual ENG -> 4. Imports -> 4.2 Headquarter (HQ) Expenses -> LUFI-40202 Headquarter (HQ) Expenses
LUFI-40202 Headquarter (HQ) Expenses
LU Introduction
The booking of HQ entries in UniField consists first in importing these entries into the UniField HQ instance. They are then synchronized down in {Draft} to the coordination instance for revision and validation. Thus in the coordination interface, we will have coordination and project’s expenses.
Once Coordination validates HQ entries, it sends them to the projects through synchronization (only those allocated to project cost centres).
Sometimes HQ entries need to be split to track expenses per invoice number. This task is also addressed in this LU.
How to Import HQ Entries into the HQ Instance
Go to Accounting/HQ/HQ Import
⮡ A wizard {Import HQ Entries} displays
{Import HQ Entries} wizard
⮡ An {HQ Entries Import Confirmation} wizard displays
{HQ Entries Import Confirmation}
- Click on {OK}
- ⮡ A list of imported entries to validate displays in the {HQ Entries} sub-module.
List of draft HQ entries assigned to {PF}
Once entries have been imported in the UniField HQ instance, they must be synchronized to the UniField coordination instance. They synch in {Draft} state. Once they are received at coordination, they can be reviewed. You can review entries individually or group multiple entries for a mass re-allocation.
You can import both, BS and P/L entries at HQ, kindly note the following regarding that:
- HQ BS entries shall be imported only with CC, no destination and no FP. When importing the HQ entries at the mission level, the CC of the B/S entries will be erased automatically.
- Cost Centre is a must for P/L HQ entries.
- If no Destination is set in P&L HQ entries, default ones from account code will be considered.
- If wrong AD in P&L accounts (combination Destination vs Account), import is rejected.
- HQ entries (All P&L and B/S) shall not be editable neither split at HQ level, only import file can be editable.
How to Review HQ Entries Individually
Analytical and expense account information can be changed at coordination level.
Expenses recorded in the HQ ERP system are initially allocated to cost centers. This allocation is decided at HQ based on Logistics or HR information; it needs to be reviewed at coordination level by advanced users.
Expenses recorded at HQ on behalf of the field are automatically set to the funding pool {PF – MSF private funds}. Advanced Coordination finance users complete the funding pool allocation because the funding dimension is not available or known in the HQ system.
Go to Accounting/HQ/HQ Entries
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- A list of HQ entries to validate displays
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List of draft HQ entries displayed in the {HQ Entries List} Search view
- Click on the pencil
to edit the relevant entry line. Fields in blue are mandatory and editable. Fields in white are also editable. - Change the account, destination, cost center or funding pool by deleting the field content and browse or type in the field the right input.
Editing a HQ entry
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- Note! Some sections have decided to set some accounts as not correctable/editable. Please see the financial procedures from your section for further details. However, the analytic distribution on such accounts can still be updated.
{Other staff costs} account set as not correctable by HQ
In the above example, the account {66250} is not correctable. If you try to change this account when it is imported in your instance, an error message will appear. If you need to correct an entry on such an account, contact your financial manager in the Headquarter office.
Save the entry line by clicking the floppy disc.
Account changed from 64100 to 64110
- Proceed to validating the entries
How to Review Multiple HQ entries
- Go to Accounting/HQ/HQ Entries
A list of HQ entries to validate displays
2. Tick the entries you want to modify.
List of draft HQ entries displayed in the {HQ Entries List} Search view
- If you want to allocate these entries to a new analytical distribution, go to the {Actions} menu.
- Select {Analytic reallocation}.
{Analytic reallocation} action
- Here you can change the fields {Destination}, {Cost Center} and {Funding Pool}. Make sure the allocation is identical for your entries and the expense account/destination is correct. Click on the {Validate} button.
{Analytic reallocation} wizard
- The analytical reallocation is completed. If you have assigned a wrong allocation, entries will appear in red. For example: if the combination expense account/destination is incorrect.
Entries with invalid analytic distribution in red displayed in the HQ Entries Search view
- If you want to allocate HQ entries to a new expense account, go to the {Actions} menu, and select {Change Account}
{Change Account} action
- In the {Change Account} wizard, type a new account in the {Account} field.
{Change Account} wizard
- Validate. The expense accounts will be updated.
How to Split HQ Entries
You can also split entries one by one if you want to link the cost to various invoice references.
Go to Accounting/HQ/HQ Entries
A list of HQ entries to validate displays
- Select an entry and go to the Actions to choose the Action {Split}
Split Action in the Actions menu
2. In the HQ Entry split wizard, Select {New}
New Button to split the original HQ entry
- The original line displays and can be modified
- Once the original line is modified, click on the {New} button to proceed to the creation of the lines.
You can not edit the {Description} but you can edit the {Reference}, {Account}, {Amount}, and analytical accounts. Save each line.
Creating an additional HQ entry to split the original one
- click
when you are finished.
- The original HQ entry displays in grey. The lines created in black.
Original HQ entry in grey and created split lines in black
If later on you need to retrieve original HQ entries which were split, you can select the button:
If later on you need to retrieve split HQ entries, you will select the button
Original HQ entries
Split HQ entries
How to Validate HQ Entries
When HQ entries have been reviewed, an authorised user can validate (Hard-post) and synchronize them.
Once the HQ entries are validated at Coordination level, they become validated at the HQ instance in the HQ entries sub module so that HQ can follow which HQ entries have been validated by each mission.
HQ entries mass or individual validation at coordination will trigger one Journal Item per HQ entry. There will be no more entry sequences containing several HQ entries in the same sequence. (one entry sequence per HQ journal entry)
Go to Accounting/HQ/HQ Entries
- A list of HQ entries to validate displays
List of draft HQ entries displayed in the {HQ Entries List} Search view
- Tick the checkboxes of the entries you want to validate. Note that selecting one split entry will lead to validation of lines involved in the split (original entry and all related split entries).
- Go to the {Actions} menu and select {Validation}.
{Validation} action
⮡ A {Validation} wizard displays
{HQ Entries Validation} wizard
- Select {Validate}
⮡ HQ entries are validated. From this moment they become accounting entries and are reflected in the {HQ} journal. After this step changing entries is only possible through accounting corrections.
HQ entries mass or individual validation at coordination will trigger one Journal Item per HQ entry. Same for Analytic Journal Items (one entry sequence per HQ journal entry)
Validated HQ entries displayed in {Journal Items} Search view
Validated HQ entries displayed in {Analytic Journal Items} Search view
When an HQ entry is corrected before validation for account or analytical distribution or when the entry is split, automatic correction entries in OD journal are created. This means that the original HQ entry is reversed and corrected with a separate entry. The original entries have the correction history wizard available
.
Corrections History viewed from the Analytic Journal Items
