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Airgas reconciliation

Procedure

At or near the end of the month:

  1. Log in to Connect Carolina.
  2. Find the tile “Admin WorkCenter Links.” Click “Bill Presentation.”
  3. Choose the Billing Area “ECommerce-Air Gas” from the list on the left. Use the “Add” button.
  4. Choose the current month for the Billing Range.
  5. Under Additional Filters, click “Department ID”.
  6. Choose “Wildcard” and type 46300%. Save.
  7. Run Report.
  8. Export to Excel.
  9. Determine which lab is responsible for each charge.
  10. Check the end dates for the project IDs being charged.
  11. Make sure nothing has gone on the suspense account. (This would appear in the “CFS Changed” column.)
  12. Email the PI, lab manager, and account tech the list for the individual lab.
    • If a project ends soon, ask what project future charges for that cylinder should go on.
    • If something has gone on the suspense account, ask what project it should have been charged to. The account tech will have to do a journal entry.
    • If a cylinder was charged after it was already returned, contact the Airgas representatives.
  13. To move future charges for a cylinder, send the request to Mechelle Clayton (mechelle_clayton@unc.edu).