Year End SharePoint Site Instructions
Accounting Services manages a SharePoint site to collect and house the backup documentation for year end
entries. People who have access to this site can add new files and view previous year files related to the year
end process. The link to the SharePoint site is as follows:
https://sp2010.itap.purdue.edu/businessservices/acctservices/financialreportingaudit/SitePages/Home.aspx
The site has various columns that can be used to filter or sort data in order to find files related to a certain fiscal
year, type of entry, campus, who the file was created by, and when it was last modified.
Adding a Document to the Site
To add a document to the site you would need to scroll down to the bottom of the page and click on the link to
add a document.
A new window will appear that allows you to browse your files to select the appropriate file to upload. Once
the file is selected, click ok to proceed to the window that will prompt you to enter additional data related to the
file (shown below).
The fields with an * are required to be entered before the document can be uploaded.
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The name field is populated automatically with the name of the document you selected
The title field is optional and can be used to give additional details on what the document is
The campus field should be used to show what campus the entry came from
The fiscal year field is used to show what fiscal year the entry is for
The entry group field is used to show what type of entry the document is related to (current options are
listed below)
Accounts Payable
Accounts Payable - Construction
Accounts Payable - Purdue Alumni Association
Accounts Receivable
Agency
Allowance for Doubtful Accounts and Write Offs
Appropriations
Bank Reconciliations
Capital Asset Componentization
Capital Asset - Misc
Capital Impairments
Capital Leases
Capitalized Interest
Cash and Cash Equivalent
Cash in Transit
CES Activity
Compensated Absences
Debt – Accrued Interest Expense
Debt – Current Debt Reclass
Debt – Expended Debt Reclass
Debt – FHIT Recons
Debt – Fund Balance Adjustment (8201)
Debt – Gain or Loss Amortization
Debt – Internal Loan Report
Debt – Liability
Debt – Premium Amortization
Debt – Reserve for Renewal Reclass
Deferrals
Duplicate Income Elimination
Endowments
Encumbrance Reserve Adjustments
Fee Remits
Financial Statements
Fund Balance
Funds Held in Trust
Gifts
Insurance Backup from RM
Inventory
Investments
Misc Adjustments after Operating Close
Notes
Operating Adjustments (6/31 & 6/32)
Overhead Elimination
Payroll and Benefits
PCard
Pledges Receivable
Prepaids
Sick Leave
Student Loan Receivable
Tuition Discounting
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The audit field is used to show if the document is related to the University financial statement audit or
the A133 audit
Sorting and Filtering Data
If you ever want to search the site to find a particular document you can either sort or filter the data by the
columns. You would do this by moving your mouse over the column header which will show you a drop down
arrow that you can click on to get the sorting or filtering options. For example, if you wanted to see all deferral
documents that were posted to the site from North Central relating to fiscal year 2012, you would do the
following filters:
 Fiscal Year column filtered to 2012
 Entry Group column filtered to Deferrals
 Campus column filtered to North Central
The result would look as follows:
You can tell which columns have filters placed on them by looking at the column header to see if they have the
filter icon next to them. In this example the fiscal year, entry group and campus columns all have the filter icon
next to them. You can remove the filters by moving your mouse over the column, clicking on the drop down
arrow and selecting the clear filter option.