REPORTER FY24 Fiscal Year End Instructions for Financial Administrators

REPORTER Financial Admins:

For those of you who accept online credit card payments on lower ledger 3s using the REPORTER Registration System, the University Budget Office deadline to request carry forward of Pre-Collected Receipts is June 3, 2024. Paper budget revisions for additional receipt structure requests is June 7, 2024.  Your college or division may have established an earlier date.

Here are the steps to identifying your revenue associated with this fiscal year and deferred revenue for next year.  This information can assist you in completing your fiscal year end processes and determining your financial position.

• REPORTER usage final billing and credit card fees will be processed by June 24, 2024

• REPORTER final SUB registration transfers will be processed by June 21, 2024 to ensure if corrections are needed to the file, we can do so by the university's deadline date of June 24, 2024

• The Controller's Office will be reconciling and transferring receipts periodically but more often at fiscal year end.  

• The last REPORTER online credit card cash distribution will be on or before June 14, 2024

• To determine what cash has already been transferred to you and what orders are outstanding, run a Transactions Detail Report:  REPORTER > REPORTS [left menu bar] > Financial Reports > Transactions Details

• Click on the search button
• In Order Create Date From enter: 7/1/2023
• In Order Create Date To enter: 6/30/2024
• Click on the Search button in the upper left section
• Export the report to Excel

• The report will show you all completed financial transactions for your OUC(s)
• REPORTER Credit Card transactions are noted in Column V, Transaction ID as well as Column K, Payment Type and Column L, Refund Type. You can sort by these parameters to review REPORTER credit card transactions only.
• You will see Column AB entitled, "Cash Transferred"

• If the credit card cash has been transferred to your project ID/phase, then the Cash Transferred will be "Yes" and you should be able to reconcile your receipts to WRS revenue account code(s)
• If the credit card cash has not been transferred, meaning there is "No" in the Cash Transferred column, then this means we have yet to transfer the funds and if after June 14, 2024, we will transfer the funds in the next fiscal year

• To assist in your appropriated receipts deferred revenue projections:

• Run a Revenue Report:  REPORTER > REPORTS [left menu bar] > Financial Reports > Revenue Report

• There are eight reports to choose from:

• All Order Items (summary of all types of registrations/receipts; common data sets only)
• Course Registration (only course registration receipts - includes course begin/end dates)
• Program Registration (certificate programs only)
• Youth Activity Registrations (youth programs)
• CEU (NCSCaLE Only)
• Transcripts (NCSCaLE Only)
• Membership
• Application Fee (Used by CALS for their camps)
• Cart Add-Ons (donations or other types of registration/event add ons)

• Recommend you begin with the All Order Items report with the following criteria:

• In Order Create Date From enter: 7/1/2023
• In Order Create Date To enter: 6/30/2024
• Click the Search button

• Based on Column D-Type of Order of the All Order Items report run the applicable report listed below:

• CEU Request (NCSCaLE Only)
• Donation = Go to the Cart Add-Ons Revenue Report
• Membership or Membership R = Go to the Membership Revenue Report
• Program Registration = Go to the Program Revenue Report
• Registration = Go to the Course Registration Revenue Report
• Transcript Request (NCSCaLE Only)
• Youth Activity Registration = Go to the Youth Activity Registrations Revenue Report
• Application Fee = Application Fee
  
• Everything Else = Cart Add-Ons

• Export the reports to Excel

• Filter the report by course/event start date, as appropriate per each report
• Total your filtered reports to ascertain your receipts for the fiscal year
• For those that have paid via online credit card but cash has not been transferred:

• Prior to June 14, 2024:  We will be transferring the receipts to you by the deadline and you should factor in these transfers in your pre-collected receipts projections
• Additionally, any course commencing July 1, 2024 or later and you have received revenue this year, those receipts are considered 'pre-collections' and need to be requested for approval to carry over to the next fiscal year to cover the cost of those courses next year.
• After June 14, 2024: We will hold the funds in REPORTER's clearing account and transfer receipts to you in the next fiscal year.

Please contact us if you have any questions at reporterbusinessservices@ncsu.edu.