• Accounting Procedures
• Accounting Systems (MAPS/ISRS)
• Business Office
• Campus Tools
• Exception Reporting
• Financial Mgmt. Reports
• Financial Statements
• Grant Accounting
• Student Association Fees
• Web Payments

Campus tools & resources

MAPS to MnSCU Reconciliation Checklist

1. Open the "MAPS to MnSCU DB" Access database.


2. Make sure the replicated tables are linked to your replicated database.
• Tools menu » DB utilities » Linked Table Manager » Machine Data Source tab


3. In the ISRS, print the AC0581CP report for all State Treasury Appropriations to be reconciled.


4. Run the following queries and save data to a spreadsheet or print the EAP2 & RSUM screens from MAPS for the current & prior FY.
• "01a – MAPS Appr Inquiry"
• "01b – Maps Revenue Budget summary"


5. Run the following Access queries and save the data to the data spreadsheet. (#02 & 03 are important to run right away to get a snapshot at that moment in time.)
• "#02 – MAPS spent by 4 digit Object Code"
• "#03 – Unposted Business Expense"
• "Interagency Rcpts" can be run when needed.
• "Interagency Rcpts Reducing Expenditures PV4 2R00" can be run when needed.


6. Enter data from the AC0581CP and EAP2 (or query) into tab 2 of the Maps to MnSCU reconciliation spreadsheet. (If the prior FY balance hasn't completely been moved forward, then adjust the prior balance forward out and current year balance forward in.)


7. If the "Cash Balance Difference" field on tab 3 shows a value other than zero, then identify which section needs reconciling.
• If the Balance Forward section is off, then use tab #6 for a prior FY to find the object code where the discrepancy is.
• If there is a difference in the Appropriation section, queries #06a and 06b can be used to compare the amounts entered in MAPS and MnSCU in the current FY.
• If either the Adjusted Revenue or Adjusted Expense section shows a difference, then use tab #6 to compare the current Fiscal Year's MAPS & MnSCU totals by object code.
• Once the object codes have been narrowed down, queries #04a, 04b, 05a, & 05b can be used to find individual transactions. (For some MAPS object codes, it is necessary to run both 05a and 05b to get all MnSCU transactions)
• The "Interagency Receipts" query gives a detail of MAPS receipts that should be entered in the ISRS as Y Flag CPs.
• The "Interagency Receipts Reducing Expenditures PV4 2R00" query gives a detail of the PV4s received in MAPS. This detail should be compared with MnSCU object code 7025 transactions.
• Other Possible issues include:
• If payroll transactions are off, Brio Reports » Reports AC » PR Budgets can be used to find MnSCU PR expense totals while Access query "MAPS YTD PAYROLL BY APPR" can be used to find the MAPS totals. (Brio tables are currently updated every Sunday and Wednesday Nights)


8. Use the Rec Detail tab to record the entries needed to get MnSCU cash to equal MAPS cash.

If you have questions or comments please email us (accounting@so.mnscu.edu) or refer to the staff directory link at the top of this page for additional contact information.