Recharges

Owned by Nancy Eyrie
Last updated: Nov 16, 2023 by Natalie Strahan

  1. Send reminder email on/around the 15th of each month to the Chem facility managers to have recharges inputted into “recharge summaries” website. https://recharge.chem.ucsb.edu/admin/ You will need login credentials in order to pull the invoices. (This is the website you will pull recharges from each month. Reminder: you can only pull recharges one time, if you click on the hyperlinks per facility prior to recharges being uploaded by the facility you will not be able to pull the summary page after already visiting the site).

The Chem Facilities Managers as of 11/6/23:

  • NMR- Hongjun Zhou → Sends summaries, backup, and txt files for NMR 400, 500, 500B, and 600 to email. NMR will get pulled from the recharge website.

  • Machine Shop- Kyle Luker

  • Mass Spectroscopy- Dezmond Bishop → Sends summary, backup, and txt files to email.

  • Optical- Alexander Mikhailovsky

  • Storeroom- Adrian Shelor → Sends summary and backup to email directly, not uploaded to recharge website. Adrian also uploads txt files to GUS, no need to pull from Filezilla.

  • Dry Ice- Chris Dominey

  • Liquid Nitrogen- Chris Dominey

  • Glass Shop- Richard Bock

  • Xray- Guang Wu

  • Computer Support- Ted Cabeen

  1. WEB INTERFACE

    1. Login to web interface https://recharge.chem.ucsb.edu/admin/

b. Click on each “Summarize” link, individually.

c. When you click the link, the system is creating:

  1. A summary page of recharges- PRINT this page and save it as MonthYR_Facility_Summary (Nov23_DryIce_Summary).

  2. A text File which you will find in Filezilla, “GUS” folder.

  3. An Itemized backup document you will find in Filezilla, “PDF” folder. (You will be moving these to BOX)

YOU CAN ONLY RUN THESE REPORTS ONCE PER MONTH!! (if necessary, Ted Cabeen can reset so it is possible to redo.)

  1. FILEZILLA

  • After you have finished uploading all the web interface files and have printed the summaries pages, you will go to Filezilla and click on “Open Site Manager.”

  • Select Chem Recharges - Connect.

  • On left side of window, select “Desktop/Current month’s folder” (e.g. Nov 23 Recharges)

  • On right side of window, select “GUS” folder.

  • Highlight current month’s files and drag to the left side window (move the files to the desktop folder, via Filezilla).

  • Repeat this process with the PDF folder. Make sure all the current month’s files are “error free.” They must have permissions “adfr (0644).” If not, contact Reinard Dolleschel: reinard.dolleschel@lscg.ucs.edu.

  • Navigate to the folder you want to upload the pdf files to. In this case Xray.

  • Highlight and drag the correlating pdf files into the Xray folder on your desktop. (These files are all your backup for that facility)

  • These are the files you will later move from the monthly recharges folder on your desktop to BOX.

  1. GUS/RECHARGES MODULE - IMPORT PROCESS

    1. Recharges module

    2. Import Storeroom Recharges

    3. Browse to current recharges folder on desktop

    4. Double click on each file, individually to import to GUS

    5. Click “OK” to import.

    6. You will receive notifications about error files (incomplete) - Import as is

AFTER IMPORTED - in GUS

a. Do a preliminary review of all the files to delete any red lines with zero amounts and to change all sub 4 object codes from 77280 to 9610.

b. Click on “Contact” tab and look for any “NF’s”

c. You will make the majority of the corrections as you narrow your search for each group through GUS>Recharges>Edit Recharges module.

d. Once all red lines, zero lines, or fixing fiscal year project codes have been corrected- pull ONLY the files you want included on an individual financial journal.

e. In the Recharge Description filed, type in the description exactly as you will see it within the main area of this window.

f. Confirm your total in GUS is equal to the Summary page printed during the Web interface process. If you have had to make any corrections to project codes, make sure the Summary page reflects the corrected project codes and the total should remain the same. (Labor hours and materials charges should stay together).

  1. SETTING PRELIMINARY JOURNAL

    1. Click on “SET JOURNAL”

    2. Review all the “insufficient Funds” and “Project on HOLD” errors (this will only show for CHEM projects). By going to “Projects” in GUS and checking the balances. Typically, the insufficient funds is because you are billing to a sub that is in OD, but the actual project is not in OD. Therefore, you can put those recharges through. However, if the project truly is in OD, you will need to check with the proper resources (C&G group or Financial Manager) to confirm whether it is allowed, and/or which project you should use instead. During this process you may have to go in and out of the “Set Journal” and “Edit Recharges” screen to make the corrections.

    3. Once all corrections have been made and your totals are confirmed:

      1. Click on ACCEPT INSUFFICIENT FUNDS

      2. OR if you had errors other than insufficient funds such as a project code that has been on HOLD, but you have confirmed it is acceptable to use, click on ACCEPT ALL.

    4. Title the Financial Journal

      1. Click on the drop down on the top left hand field, “Journals” NEW JOURNAL.

      2. Change the date to be the general ledger date that the billing will hit (e.g. 11/30/23).

      3. FINANCIAL JOURNAL DESCRIPTION: will be the same as GUS description (11/30-GLASS CHEM).

      4. Voucher # will default to the current month of the fiscal year and recharge billing code.

      5. If you are processing after the last day of the month, you can double click and that will bring you back to the prior month.

      6. ORIGINATING DEPT: Click on CHEM (Only option)

      7. EXPLANATION: November recharges for CHEM Glass Shop.

      8. If all Totals tie out (confirm again), Click SET JOURNAL (again).

      9. Confirm Journal date is correct, click “ok.” This will take you out of the area.

  1. PRINT PRELIMINARY JOURNALS AND SAVE TXT FILES:

    1. In Gus> Recharges tab> Reports>Highlight the journal you want to print (11/23 GLASS CHEM)>Print to Adobe PDF.

    2. Save PDF in your GLASS folder on your desktop (e.g. Nov23_Glass_FJ_Prelim - This reflects Current Month_Name of Facility_Financial Journal_Prelim).

    3. In GUS>Recharges tab>Reports>Highlight the journal you want to save the txt file for (11/23 GLASS CHEM)>Save Data Export File.

      1. Attach the summary page that you printed off the recharge website to this financial journal as the last page to show the totals match the financial journal.

    4. Save in Accounting Txt folder on your desktop (e.g. CHEM11GS- This reflects CHEM/Current Month/Name of Facility). These txt files will be uploaded to the website https://mft.ets.ucsb.edu/webclient/Login.xhtml for Accounting to have access to.

  2. NAMING CONVENTION FOR ACCOUNTING TXT/PDF FILES:

    1. Fiscal Months:

01=July

02=August

03=September

04=October

05=November

06=December

07=January

08=February

09=March

10=April

11=May

12=June

b. Facilities:

SR=Storeroom

NM=NMR

N4=NMR 400

N5=NMR 500

5B= NMR 500B

6= NMR 600

MS= Mass Spec

MA= Machine Shop

OP= Optical

XR= Xray

LN= Liquid Nitrogen

GS= Glass Shop

DI= Dry Ice

CO=Computer

  1. UPLOAD ALL PRELIMS AND BACKUP TO BOX:

    1. Navigate to CHEM Monthly Recharges> the Fiscal Year you are currently working on> Make a new folder for the month you are working on Nov23.

    2. Upload all documents from your desktop to Box folder, EXCEPT the summary page for each journal which should be attached as the last page to the preliminary journal. All Txt files do not need to be added to BOX either.

    3. Send a mass email to let all departments know that the Chemistry preliminary journals have been uploaded to BOX and are ready for review.

      1. Send email by going to CHEM Monthly Recharges folder> Click on +96 People> Click on Mail All

    4. Use Preliminary Template to notify departments on when the corrections will need to be made by:

“Please review and e-mail me if any recharge accounts need to be changed. Please include the followings in your response:

 a) journal identifier (for example, 03/21 Storeroom Chem, etc.)
b) PI’s name on the acct/fund
c) current acct/fund/sub
d) correct acct/fund/sub
e) correct project code 
f) Should the account be permanently disabled in our system?

Note: Please copy chem-contractgrants@ucsb.edu for recharge account corrections and let users know their correct accounts.

The last day for correction is June 25th, 2021 (FRI).”

e. When corrections have been made, make sure to email back with the new preliminary journals. Backups will also need to be corrected to the new Project codes provided. Both the Preliminary journals and the corrected backups will need to be uploaded to BOX.

  1. SETTING FINAL JOURNALS:

    1. Once all corrections are made and the correction deadline has been met, upload all prelims to Docusign.

    2. Set signing order: 1) You-The Preparer 2) Financial Manager-The Approver.

    3. Make sure each journal has the signature line and date of signature ready before sending.

    4. Once all signatures are received download the copies.

    5. One copy will be uploaded to BOX titled- Nov23_Glass_FJ_Final.

    6. The other copy will need to be copied to your desktop folder under Accounting PDF this will be titled CHEM05GS (Chem/Fiscal month/Facility). The accounting pdf will be sent to BFS with the txt files that match this naming convention.

  2. SENDING FINAL JOURNALS TO BFS:

    1. Send email in the following format to gldata@bfs.ucsb.edu :

b. Include all signed attachments with the following naming convention.

c. Upload txt files to https://mft.ets.ucsb.edu/webclient/WebClient.xhtml

d. Simply drag the txt files onto the blank page. You will receive an email saying that the file has been uploaded to the GoAnywhere website. (Give the website a minute between uploading each file) You will want to ensure that you receive a confirmation email for each txt file that has been uploaded.

  1. POSTING FILES IN GUS

    1. Once you have received the confirmation email (usually take 3-4 business days) from BFS, you are ready to post the recharges in GUS.

    2. In GUS open the “edit recharges” Window-Click the financial journal tab.

c. Click the drodown menu and select the file you’re workin on.

d. Confirm the amount (again).

e. Click “post journal”

f. Clicking “post journal” will direct you to fill in the Control Number and the Vendor. Please be consistent every month in naming the journals.

  1. NAMING CONVENTIONS

  • STOREROOM- 1) Control Number: GRADSTORES 2) Vendor: CHEM STOREROOM

  • LIQUID NITROGEN- 1) Control Number: GRADSTORES 2) Vendor: CHEM STOREROOM

  • DRY ICE- 1) Control Number: GRADSTORES 2) Vendor: CHEM STOREROOM

  • NMR, 400, 500, 500B, 600- 1) Control Number: NMR RCHG 2) Vendor: CHEM NMR

  • MASS SPEC- 1) Control Number: MASS SPEC RCHG 2) Vendor: CHEM MASS SPEC

  • MACHINE SHOP- 1) Control Number: MACH SHOP RCHG 2) Vendor: CHEM MACH SHOP

  • OPTICAL- 1) Control Number: OPTICAL RCHG 2) Vendor: CHEM OPTICAL

  • XRAY- 1) Control Number: XRAY RCHG 2) Vendor: CHEM XRAY

  • GLASS SHOP- 1) Control Number: GLASS RCHG 2) Vendor: CHEM GLASS SHOP

  • COMPUTER- 1) Control Number: COMP RCHG 2) Vendor: CHEM COMP

a. Confirm “Posted” boxes are check/marked:

b. Repeat steps for each journal.