Registration System: Reconciliation

This page covers the basic information for reconciling payment card transactions and billing for internal registrants. If you are looking for assistance creating an event that is on the Registration System: Using the System page

Internal Registrations

When using one of the three FAES templates you will see that there are two registration paths. 

1. External Registrant: Use this path when you have no fees, or when you want participants to pay with a payment card, check, cash or purchase order

2. Internal Registrant: Use this path when you have a fee and want an OSU community member to be able to pay with a university Chartfield. 

If chosen - the internal registrant path will collect the necessary Chartfield but your unit will still need to create a journal entry or inter-departmental billing in the financials system to make the charge. 

Monthly the person in charge of doing journal entries for your unit should go to the Cvent pages and run the OSU Registrant Report for your unit. This will provide the needed details for the transfer. 

1. If you are a Parked Reports User, you will get an email monthly with a link to sign in to the reporting database only (Username is your osu.edu email, Password - ask Jesse Buxton)

2. If you requested full access to Cvent then use these insutrctions:

  • Sign into Cvent: Company FAES001, name.# and unique password. 
  • Click on Cross Events and then Cross Event Reports
  • Click on Custom Reports
  • Click OSU Registrant Report
  • Click Filtering
  • Click Edit
  • Change the From and To dates to your time frame (usually one calendar month)
  • Change the FAES Unit by clicking the ... and choosing your unit(s)
  • Click Save
  • Click Run Report
  • Click the Floppy Disk Icon  and click Excel
  • Use the data to create a journal entry or inter-departmental billing

Financial Reconciliation

If you choose to accept payment cards (credit cards) then reconciliation will be required on a monthly basis to verify that the money collected or refunded has appropriately posted to the general ledger. 

1. If you are a Parked Reports User, you will get an email monthly with a link to sign in to the reporting database only (Username is your osu.edu email, Password - ask Jesse Buxton)

2. If you requested full access to Cvent then use these insutrctions:

  • Sign into Cvent: Company FAES001, name.# and unique password. 
  • Click on Cross Events and then Cross Event Reports
  • Click on Custom Reports
  • Click Monthly Reconciliation Report
  • Click Filtering
  • Click Edit
  • Change the From and To dates to your time frame (usually one calendar month)
  • Change the FAES Unit by clicking the ... and choosing your unit(s)
  • Click Save
  • Click Run Report
  • Click the Floppy Disk Icon  and click Excel
  • Save your report.
  • Compare to the 4OS-91 eReport for the unit. 
    • The reports will not match one to one. All payment systems “batch” process multiple transactions and/or days worth of transactions will lump together to form the eReport entry
    • Reconcile (1) Amex and (2) Visa/MasterCard/Discover transactions separately.
    • Amex refunds appear in the expense account code 63633 but Visa/MasterCard/Discover appear in the revenue account code.
    • The last day or two of the CVent report will likely not show on the general ledger until the following month due to delayed batching.

You are looking for missing items. 

Cash, Checks and Purchase Orders

The registration system does not automatically invoice or record cash and check deposits that you receive. The unit will need to record, bill and reconcile these as usual. 

 

Questions: Jesse Buxton