How do I submit an FTR eForm?

Please ensure the fund and account number(s) you are using accurately represent the transaction.
  1. Go to the Imaging & Workflow General Accounting FTR Forms web page and select the desired FTR link. The University Web Authentication Login screen will display.
  2. Enter your NinerNET credentials and select the Log In button.
  3. Select Show Instructions or Hide Instructions near the top of the screen to display or hide the form instructions.
  4. If applicable, click the Recall Document button to recall a previous submission to pre-populate the form, at which time edits can be made before submission.
    See Appendix B or this FAQ for more details on this feature.
  5. If not selected, select a Transaction Type by clicking the drop-down list.
    1. NOTE: If you are not an approved Mass Journal Entry (MJE) user, that transaction type will not be on the list.
      screenshot of transaction type list with Journal Entry selected
  6. The FTR System allows users to create templates for recurring or similar entries if applicable. If a template exists, enter a Template Number and click the RECALL button to display a previous FTR. After the template is displayed, you can make any required changes.
  7. If applicable, select a Chart of Accounts (COA) option for the FTR from the drop-down list.
    1. NOTE: Based on the transaction type, the COA will pre-populate a default value, and some COAs will not be on the list.
      screenshot of Chart of Accounts drop-down list

  8. If applicable, enter an Approver UNC Charlotte ID# for the FTR; the default approver value will be your direct Supervisor listed in Banner.

  9. If applicable, select the Add Add’l Dept. Approver button and a new field called Add’l Dept. Approver will display. To remove the additional department approver, click the Remove Dept. Approver button.

    If you do not know the approver’s 800#, begin to type their name (format: LastName, FirstName) in the ID field, and a list will display. Select the person, the 800# and Name will display automatically.

  10. If applicable, select the Effective Date by clicking the Calendar icon. 
     Calendar Icon 
  11. The default is usually the current date unless the transaction type is one of the following:
    1. Journal Entry Accrual will default to June 30, current year; however, if using Rule Code J4AR (Accrual Reversal), then change the effective date to the last day of Period 01 of the fiscal year (i.e., 7/31/15 for the fiscal year).
    2. Payment Book Receipt will default to yesterday’s date.
      Calendar Interface
  12. Select the Rule Code.
    NOTE: Based on the transaction type, the rule code will pre-populate a default value; additional rule codes may be selected in the drop-down menu.
  13. Select CMCS Transfer.
    1. NOTE: This field will default to No; however, depending on the transaction type and if this transaction represents a transfer between state agencies or university budget codes, select Yes and provide the corresponding four-digit Budget Code for both the Transfer In and Transfer Out.
      screenshot of cmcs transfer window
  14. If applicable, enter Transfer In and Transfer Out Budget Codes.
  15. Enter at least one Index/Fund/Account/Description/Debit or Credit combination. To add another line, click the Add Another Line button. You can enter up to 80 lines of FTR entries (Index/Fund/Account/Description/Debit or Credit). You can also remove ANY Transaction Type Info line by clicking the Remove Line button. 
    Example:
    FTR eform transaction type information fieldsk screenshot
    1. Enter a valid Index/Fund number.
      1. NOTE: A green check mark will be displayed if a valid Index/Fund number has been entered. A red X will be displayed if the Index/Fund number is invalid.  The Index/Fund description will be displayed below the field. When scrolling, the user can hover over the description to view the full description. 
    2. Enter a valid Account number.
      1. NOTE: A green check mark will be displayed if a valid Account number has been entered. A red x will be displayed if the Account number is invalid. The Account number description will be displayed below the field. When scrolling, the user can hover over the description to view the full description. 
    3. Enter a Description; Provide a description (max 35 characters) that will be used in Banner when the journal voucher (JV) is posted.
    4. Enter a valid Correcting Entry Document #. The document number must exist in Banner.
    5. Enter either a Debit or Credit amount, but not both.
      1. NOTE: A red x will be displayed if there are entries in the Debit and Credit fields.
  16. Enter any additional information in the Explanation section. Entry is required. This information will be displayed in the Recall Document feature for easy recognition for recall.
  17. You can attach any supporting documentation, such as reports or emails, to the form by clicking the Attachments button.
    1. NOTE: You can attach PDF, Word, Excel, Text, CSV, and image files. 
  18. Select the Submit button to submit the FTR Form; a confirmation screen will be displayed as follows:
    FTR form submission confirmation message

  19. Or click the Save As Drafts button to save the current form entry for later edits using the Recall Document feature. There will be no form field validations until the Submit button is selected. 

    Saved drafts will expire after 90 days.

  20. Click the Reset and Submit Another button to create another FTR form.
  21. To exit the form, close the browser or tab.
  22. Preparer email notifications - The following email notifications will be sent to the preparer (the person who submitted the form):
    1. Indicating the form submission has been received. This email will summarize the FTR and department contact information. 
      NOTE: Review this email for any errors. You can view this document in WebNow by clicking the link included in the email.
      1. If applicable and depending on the transaction type, a New Task Created email will be sent to the Supervisor or Designated Approver, indicating the form submission needs REVIEW and APPROVAL.
    2. A confirmation email indicating the form submission has been APPROVED by the Supervisor or Designated Approver.
    3. A confirmation email indicating the form submission has been REJECTED.
    4. An email indicating the form submission has been put ON HOLD because the Supervisor or Designated Approver does not have an Imaging Account.
    5. A confirmation email indicating the form submission has been APPROVED and processed in Banner, including the document number.

      1. NOTE: The following are document-numbering prefixes:

        Transaction Type Document Numbering Prefix
        Journal Entry XFY99999
        Journal Entry Accrual Chart T: JAFY9999 Chart U: JAFYF999 Chart V: JAFYA999
        Book Receipt RFY99999
        Book Disbursement DFY99999
        Interdepartmental Invoice NFY99999
        Interdepartmental Invoice - Encumbrance VFY99999
        Payment Book Receipt CFY99999
        Mass Journal Entry MFY99999

NOTE: For more detailed instructions on completing a Journal Entry FTR, see the Financial Transaction Request (Journal Entry) Guidelines.

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