FISCAL BALANCE PROGRAM DOWN LOADING TO AN EXCEL SPREADSHEET

FISCAL BALANCE PROGRAMFISCAL BALANCE PROGRAM

DOWN LOADING TO DOWN LOADING TO AN EXCEL AN EXCEL

SPREADSHEETSPREADSHEET

Balance ProgramBalance ProgramInquiry MenuInquiry Menu

I N Q U I R Y M E N U I N Q U I R Y M E N U

BALANCE Inquiry of account balances by department BALANCE Inquiry of account balances by department

CURRENT Inquiry of transactions in an open period CURRENT Inquiry of transactions in an open period

PO Inquiry of open POs PO Inquiry of open POs

COMPROJ Combined Detail/Detail Hist by Project Code COMPROJ Combined Detail/Detail Hist by Project Code

HISTORY Inquiry of history transactions by period HISTORY Inquiry of history transactions by period

EXPENSE Monthly expense reports menu EXPENSE Monthly expense reports menu

REVENUE Monthly revenue reports menu REVENUE Monthly revenue reports menu

Inquiry Level 1 Inquiry Level 1 ARROW and RETURN to accept, F10 or CTRL/Z to exit ARROW and RETURN to accept, F10 or CTRL/Z to exit

Fiscal Balance ProgramFiscal Balance ProgramInquiry MenuInquiry Menu

Example #1Example #1

History ReportHistory Report

History MenuHistory Menu

INQUIRY OF HISTORY TRANSACTIONS BY PERIOD INQUIRY OF HISTORY TRANSACTIONS BY PERIOD

*********************************************** *********************************************** ENTERING /OUT AT ANY OF THE PROMPTS WILL RETURN ENTERING /OUT AT ANY OF THE PROMPTS WILL RETURN YOU TO THE MAIN MENU YOU TO THE MAIN MENU *********************************************** ***********************************************

Enter 2-position Fund Number ie..(P1 OR /ALL) p1 Enter 2-position Fund Number ie..(P1 OR /ALL) p1 Enter 4-digit Department Number ie..(6230 OR /ALL) 6200 Enter 4-digit Department Number ie..(6230 OR /ALL) 6200

Enter 12-digit Acct. Num. ie..(P10062305010 OR /ALL) p10062006600 Enter 12-digit Acct. Num. ie..(P10062305010 OR /ALL) p10062006600

YOU ARE ONLY ABLE TO RECEIVE INFORMATION YOU ARE ONLY ABLE TO RECEIVE INFORMATION ON THE CURRENT FISCAL YEAR ON THE CURRENT FISCAL YEAR

Fiscal Period for July (020301), period for August (020302) Fiscal Period for July (020301), period for August (020302) Enter Fiscal Date ie..(020301 or /ALL) /all Enter Fiscal Date ie..(020301 or /ALL) /all


Display on Screen, send to Printer or Display on Screen, send to Printer or create a Text file ie.. (S, P or T) create a Text file ie.. (S, P or T)

Choose “T” for Text file. These files Choose “T” for Text file. These files will end in “.txt”will end in “.txt”


Display on Screen, send to Printer or Display on Screen, send to Printer or create a Text file ie.. (S, P or T) T create a Text file ie.. (S, P or T) T

11 records found and ordered 11 records found and ordered 1 page written to USER_PCC:1 page written to USER_PCC:

[VANDERHORN_A]HISTORY.TXT; [VANDERHORN_A]HISTORY.TXT; Output written to HISTORY.TXT Output written to HISTORY.TXT Enter Y to continue Enter Y to continue Output written to HISTORY.TXT Output written to HISTORY.TXT Enter Y to continue YEnter Y to continue Y

Desk Top MenuDesk Top Menu

Click on START (bottom left icon)Click on START (bottom left icon) Click on ProgramsClick on Programs Click on EM320WClick on EM320W Click on EMWFTPClick on EMWFTP Logon with user name and passwordLogon with user name and password


Click on START (bottom left icon)Click on START (bottom left icon) Click on ProgramsClick on Programs Click on EM320WClick on EM320W Click on EMWFTPClick on EMWFTP Logon with user name and passwordLogon with user name and password

EM320WEM320W

EM320WEM320W

Note there are two boxes. The box on the left is Note there are two boxes. The box on the left is called the Local System. The box on the right is called the Local System. The box on the right is called the Remote System.called the Remote System.

Click on the file.Click on the file. Click ASQII - at the bottomClick ASQII - at the bottom Double Click “..” found at the top of the Double Click “..” found at the top of the Local Local

SystemSystem Box. Box. Click the location you want to store the download. Click the location you want to store the download.

I use “My documents”. I use “My documents”. IMPORTANT: REMEMBER WHERE YOU SAVED THE IMPORTANT: REMEMBER WHERE YOU SAVED THE

DOCUMENT.DOCUMENT. Click the arrow pointing left.Click the arrow pointing left. Exit the program.Exit the program.

EXCELEXCEL

Go into ExcelGo into Excel You are looking for the file in the location You are looking for the file in the location

you saved it. Our example is history.txt.you saved it. Our example is history.txt.

HISTORY.TXT;1


Example file Example file is is History.txt;1History.txt;1

Click on this Click on this file.file.

Text Import WizardText Import Wizard

Click Fixed Click Fixed WidthWidth

Click NextClick Next


Set your field Set your field widths.widths.

Your data is Your data is more more important that important that headings. You headings. You can update can update them later.them later.

Click NextClick Next


Set data formats.Set data formats. Click on the Click on the

column and click column and click on the data on the data format.format.

You will want to You will want to reformat date reformat date and text and text columns.columns.

Click Finish.Click Finish.

Excel Spreadsheet - HistoryExcel Spreadsheet - History Clean up Clean up

spreadsheespreadsheet.t.

Delete Delete unwanted unwanted information.information.

Use as Use as needed.needed.

Save As: Save As: Rename Rename as .xls fileas .xls file

Fiscal Balance ProgramFiscal Balance ProgramInquiry MenuInquiry Menu

Example #2Example #2

Balance ReportBalance Report

Inquiry MenuInquiry Menu

Note:Note:

this file is this file is written to written to Balance.txBalance.txtt


Excel Spreadsheet - BalanceExcel Spreadsheet - Balance

Save As: Rename as .xls file

PROJECT CODESPROJECT CODES

OverviewOverview– Most useful when tracking a project that Most useful when tracking a project that

will be expensed to more than one line will be expensed to more than one line item.item.

– An example:An example: Opening ceremony for the Florida CampusOpening ceremony for the Florida Campus

– Advertising, Outside Contractors, Printing Costs, Advertising, Outside Contractors, Printing Costs, TravelTravel

PROJECT CODESPROJECT CODES

Assign a project code coordinating Assign a project code coordinating with the purchasing/budget office.with the purchasing/budget office.

Put project code on purchase Put project code on purchase requisitions. requisitions.

Enter project codes in Elan system.Enter project codes in Elan system. Print out project codes from Fiscal Print out project codes from Fiscal

Balance Program.Balance Program.

Documents

FISCAL BALANCE PROGRAM DOWN LOADING TO AN EXCEL SPREADSHEET