Recon@UVA Features

Recon@UVA provides a number of features to assist with completing your reconciliations.  Expand a category below to read more about the system functionality.

Comments

In order to provide additional context and documentation to your monthly reconciliation(s), Recon@UVA allows reconcilers to add comments at every level of the reports (summary, budget lines, expenditure details).  These comments stay with the month's documentation, including being archived in the printable Historical BBA Report.  If you need to document a follow-up item (something where you need to take action) you should use the Issues functionality explained in the expandable section below. 

Adding Comments 

  1. Click on the "Pencil" icon at the far right of the page.
  2. Enter a comment (up to 1,000 characters) in the dialogue box.  It is recommended that users inlcude their UVA ID and date the comment is entered.
  3. Click the "Save" button.
  4. The icon on your report will change from a "Pencil" to a "Notepad."  If you do not see the icon update, refresh your browser.

 

Recon@ Comment Icons

 Note:  Once a comment has been created, it cannot be deleted but it can be edited.   

Reviewing or Editing Comments

  1. Click on the "Notepad" icon at the far right of the page.
  2. The field can be overwritten so if you want to add to the documentation, insert your cursor after the original comment and begin typing.   It is recommended that users inlcude their UVA ID and date the additional comment is entered.
  3. Click the "Save" button.
Issues

In order to provide functionality for action items associated with your monthly reconciliaiton(s), Recon@UVA allows reconcilers to flag issues at the expenditure detail level.  Issues remain open until they are manually resolved and closed.  They are archived in the printable Historical BBA Report in the month they were created and the month they were resolved.  If you need only to document a note (not an action item) you should use the Comments functionality explained in the expandable section above.

Examples of Issues:

  • Missing paperwork, such as needing the signed Travel & Expense card statement
  • Expenditure on wrong PTAO

Documenting Issues

  1. Click on the "Yellow Flag" icon at the far right of the page.

  2. Enter the information explaining the issue (up to 1,000 characters).  It is recommended that users inlcude their UVA ID and date the issue is entered.

  3. Click the "Save" button.

  4. The icon on your report will change from a "Yellow Flag" to a "Yield Sign."  If you do not see the icon update, refresh your browser.

 

Recon@ Issues Icons

Reviewing or Editing Issues at the Expenditure Detail Level

  1. Click on the "Yield Sign" icon at the far right of the page.
  2. The field can be overwritten so if you want to add to the documentation, insert your cursor after the original comment and begin typing.  It is recommended that users inlcude their UVA ID and date the additional information is entered.
  3. Click the "Save" button.

Reviewing, Editing, and Resolving Issues for a Particular Month

  1. From your Welcome Screen, click on the number in the "Issues" column for the month you want to review.
  2. Click "Edit" to update the comment information associated with the Issue.   It is recommended that users update the text with resolution information before you resolve the Issue.  Click "Update" to accept the changes or "Cancel" to not save them.
  3. To resolve the Issue, click on "Remove."  You will see a pop-up box that asks if you want to delete the Issue and click "Ok."  It only closes the Issue and the Issue is still available for review on the Historical BBA Report.

Reviewing, Editing, and Resolving all Available Issues

  1. Click on the "Issues" tab on the top menu.
  2. Ensure the information in the "Search Options" area is clear so you can see all Issues (or use them to filter and "Refresh" for a specific Issue). 
  3. Click "Edit" to update the comment information associated with the Issue.  It is recommended that users update the text with resolution information before you resolvce the Issue.  Click "Update" to accept the changes or "Cancel" to not save them.
  4. To resolve the issue, click on "Remove."  You will see a pop-up box that asks if you want to delete the Issue and click "Ok."  It only closes the Issue and the Issue is still available for review on the Historical BBA Report.
Reconciling Items

In order to provide additional context and documentation associated with your monthly reconciliaiton(s), Recon@UVA allows reconcilers to add Reconciling Items to adjust your final total.  Reconciling Items carry forward each month and are archived in the printable Historical BBA Report.  Use of the feature is optional and should only be used to enhance your experience using the system.

Examples of Reconciling Items:

  • Anticipated costs for wages
  • Upcoming travel
  • Setting aside funding for a planned purchase
  • Anticipated budget adjustments (income should be entered as a negative)

Note:  The system subtracts the value in the Reconciling Items column. 

  • Enter a future expense or budget reduction without a dash.
  • Enter an expenditure credit or budget increase with a dash.

Adding Reconciling Items from the Summary Page

  1. Click on the "Calculator" icon at the far right of the page.
  2. Click "Add Record."
  3. Select a Budget Category for the anticipated expense or budget adjustment.

  4. Enter a descriptive comment.

  5. Enter the anticipated amount.  Income should be entered as a negative.

  6. Click "Insert."

  7. Close out of the Reconciling Items pop-up box by clicking the "X" at the top right of the box.

  8. The icon will change from a "Calculator" icon to a "Stack of Coins" icon.  If you do not see the icon update, refresh your browser.

  9. The amount in the "Reconciling Items" column will update after your refresh your browser.

 

Recon@ Reconciling Items Icon

Adding Reconciling Items from the Budget Categories Page

  1. Click on the "Calculator" icon at the far right of the page on the row of the budget category you want to modify.
  2. Click "Add Record."
  3. Enter a descriptive comment.
  4. Enter the anticipated amount.  Income should be entered as a negative.
  5. Click "Insert."
  6. Close out of the Reconciling Items pop-up box by clicking the "X" at the top right of the box.
  7. The icon will change from a "Calculator" icon to a "Stack of Coins" icon.  If you do not see the icon update, refresh your browser.
  8. The amount in the "Reconciling Items" column will update after your refresh your browser.

Reviewing, Editing, or Deleting Reconciling Items from the Summary Page:

  1. Click on the "Stack of Coins" icon at the far right of the page.
  2. Click on "Edit" for the row you want to modify.
  3. To modify the description in the comment field you can edit or add to the text.
  4. Modify the amount by editing or overwriting the numbers.  Income should be entered as a negative.
  5. Click "Update" to accept your changes to the record or "Cancel" to not save them.
  6. Click "Delete" to remove a Reconciling Item from your list.
  7. Close out of the Reconciling Items pop-up box by clicking the "X" at the top right of the box.
  8. The amount in the "Reconciling Items" column will update after your refresh your browser.

Reviewing, Editing, or Deleting all Available Reconciling Items

  1. Click on the "Reconciling Items" tab on the top menu.
  2. Ensure the information in the "Search Options" area is clear so you can see all Issues (or use them to filter and "Refresh" for a specific Issue). 
  3. Click "Edit" to update the information associated with the Reconciling Item, as above.  Click "Update" to accept the changes or "Cancel" to not save them.
  4. Click "Delete" to remove a Reconciling Item from your list.

For additional information about each feature, please refer to the Frequently Asked Questions (FAQs) topic titled "Comments, Issues, and Reconciling Items."