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Campus Services, a financial customer services unit within Business and Financial Services, partners with the campus community by providing professional,
knowledgeable and responsible business and financial solutions.
Available Balance This report will display The Account Number Sub-Account Number Object Code Sub-Object Code Budget Amount Actuals Amount Encumbrance Amount Variance – Amount Available This report is similar to screen 018 in FRS. Purpose: Display available balances per account per object code Available balance is displayed as „variance‟ and includes budget, less actual, less encumbrances.
Available Balances
The valid wildcard is the % and operators >, <, can be used in selecting ranges of Object codes. Make sure no space in entered between the >5999
Available Balances
Consolidation Option: This option will consolidate the Sub-Account and any Sub-object code to the Account and Object code level.
Detail option will display the „subs‟, (Sub-accounts and Sub-object codes)
Including Pending Ledger Entry will include any documents that are in process. Approved will include those entries approved as of today. All will include any
pending document, whether it is approved or waiting to be approved.
Any underlined item can be clicked on to display
additional information or to drill down further into
transaction levels of data detail.
Sort
By clicking on the amount $2413.00 in the previous screen the above is displayed. By clicking on 2,008.00 , a detailed transaction list will be displayed in the following screen, and from there you can drill down once again on the underlined Document number 340453 and the document will be displayed.
The transactions can easily be exported by using the options at the bottom of the page. Simply click on the underlined word “Spreadsheet” which is just to
the left of “Export options:” Click 'csv' to export the data as a comma delimited file, 'spreadsheet' to export the data as a spreadsheet, or 'xml' to
export the data as xml.
Balances By Consolidation This report will display
Account number Sub Account number Reporting Sort Code Consolidation Code Lookup By Level Budget Amount Actuals Amount Encumbrance Amount Variance – Available balance Purpose: Displays the total income and total expenses on an account, rolled up by a consolidation code.
Consolidation code CMPN = Compensation has level Codes for the various types of compensation, such as Admin Pro ADMN, State Classifies SCLS, etc. GENX = General Expenses has various types of general expenses in Level Code; Service SERV, Supplies SUPP, Personal Services SERX
Object Code 5011 Faculty
Salary
Object Level ACSA
(Faculty) will group similar
object codes into reporting
categories.
Consolidation code CMPN
Consolidation codes will group
the various object levels
If there were an entry in the routing process but not yet approved, by clicking on Drill Down under See „Pending
Entry‟, the entry will be displayed. If there were an Encumbrance Amount against the object code it would be
displayed under „Encumbrance Amount‟
Cash Balance This Report will include Account Number Object Code 1100 “Cash” Beginning Balance Contracts Grants Beginning Balance Amount Account Line Annual Balance Amount Available Cash Balance This is similar to screen 018 in FRS Purpose: This report will only show the cash balance – object code 1100
General Ledger Balance This report will show Chart Code Account Number Sub-Account Number Object Code Sub-object Code Balance Type Code Object Type Code Beginning Balance Line Amount Contracts Grants Beginning Balance Amount Account Line Annual Balance Amount This screen is similar to screen 018 and 019 in FRS. When you use the drill down function, it will give you transaction detail similar to screen 023 in FRS Purpose: Displays all object codes (unless specified) in an account. Using the Drill down capability, all transactions can be displayed
Th e ‘B a la n c e Ty pe Co de s’ AC Ac t u a ls – d e fa u l t i s AC
A2 No t in Use
B B Ad j u s t e d B a se B u d ge t - Or ig in a l
B u d ge t
CB Cu r r e n t B u d ge t – B u d ge t w i t h
Ad j u s t m e n t s – R e v ise d B u d ge t
CE Co st Sh a r e En c u m b r a n c e s
EX Ex t e r n a l En c u m b r a n c e -
o b l iga t io n t o p a y v e n d o r s
o u t s id e o r e x t e r n a l t o CSU
I E I n t e r n a l En c u m b r a n c e –
o b l iga t io n t o p a y
t r a n sa c t io n a l d o c u m e n t fo r
go o d s o r se r v ic e s p r o v id e d
b y o n e d e p a r t m e n t t o a n o t h e r
d e p a r t m e n t w i t h in CSU
MB Mo n t h ly B u d ge t – se c t io n in
B u d ge t s t h a t a l lo w s b u d ge t b y
m o n t h
NB Clo se No m in a l B a la n c e – Ye a r e n d
p r o c e ss , c lo se R e v e n u e s a n d
Ex p e n se s b a la n c e s in t o t h e
B a la n c e Sh e e t (F u n d B a la n c e )
P E P r e -En c u m b r a n c e
R E Ye a r En d B u d ge t R e v e r s io n
T R Tr a n sfe r s
Th e ‘Obje c t Ty pe Co de ’
AS Asse t
CH Ca sh No t I n c o m e - i e d e p o si t s
EE Ex p e n d i t u r e n o t Ex p e n se
Co st o f Sa le s 7 0 0 x , Ca p i t a l
p u r c h a se s l ik e e q u ip m e n t ,
v e h ic le s a n d b u i ld in gs
ES Ex p e n se No t Ex p e n d i t u r e
De p r e c ia t io n e x p e n se 6 6 7 9 ,
Do u b t fu l a c c o u n t s 6 6 3 2 ,
Ca sh o v e r o r sh o r t 6 6 3 4
EX Ex p e n se Ex p e n d i t u r e –
Ge n e r a l e x p e n se , sa la r ie s ,
su p p l ie s
F B F u n d B a la n c e
I C I n c o m e No t Ca sh –
Gi ft s , L ib r a r y H o ld in gs ,
Gi ft s -Co l le c t ib le o b j e c t s
I N I n c o m e – Ca sh
LI L ia b i l i t y
T E Tr a n sfe r o f F u n d s – Ex p e n se
T I Tr a n sfe r o f F u n d s – I n c o m e
B e lo w is a d isp la y o f t w o
d iffe r e n t ‘B a la n c e Ty p e
Co d e s’ AC fo r Ac t u a l
An d I E fo r I n t e r n a l
En c u m b r a n c e
B y se le c t in g t h e t y p e o f
‘B a la n c e Ty p e Co d e ’ t h e
d a t a d isp la y e d c a n b e
r e d u c e d b y t h e se le c t io n
c r i t e r ia .
Left Blank
The „Amount View Option‟: Monthly will show the month‟s activity total. Accumulate will show the accumulative total year to date.
For example, monthly is chosen and „July‟ below is 670.59. This is the total for the month for the month of July and (225.64) for
„August‟ is the monthly amount for August. If „Accumulate had been chosen, July would still be 670.59 but August would show the
accumulative total of 444.95 ( 670.59 + (225.64) ) and Sept accumulative would be 790.00
The „Amount View Option‟: Monthly will show the month‟s activity total. Accumulate will show the accumulative total
year to date. For object code 6601 below, July is zero, August is 290.05 and the September amount is
the year to date (accumulative) total of Jul-Sept 340.95
Amount View Option: MONTHLY
The „Amount View Option‟: Monthly will show the month‟s activity total.
Accumulate will show the accumulative total year to
date
Amount View Option: Accumulate
Month of July -0- Month of August 290.05 Month of September 50.90 Month of October -0- Month of November 140.00 Total Year to Date 480.95
General Ledger Entry This report will display Fiscal Year Organization Reference Id Chart Code Reference Document Type Code Account Number Reference Origin Code Sub-Account Number Reference Document Number Object Code Pending Entry Approved Indicator Sub-Object Code Balance Type Code Object Type Code Fiscal Period Document Type Origin Code Document Number Transaction Ledger Entry Description Transaction Ledger Entry Amount Debit / Credit Code Transaction Date Organization Document Number Project Code
Purpose: To display an original entry / document. This screen is similar to screen 023 in FRS No required fields!!!!! - Not True !
By doing a search on only the Fiscal year, Chart code, Account Number, Balance Type Code, and
the Fiscal Period, all the documents will be displayed that
occurred in that fiscal period.
To complete this search, either University Fiscal year, chart of
accounts code, account number, and fiscal period must be specified,
Or the university fiscal year and
document number must be specified.
Default entries are Fiscal Year, Balance Type Code: „AC‟ and
the current Fiscal Period
Fiscal Periods Jul 01 Aug 02 Sep 03 Oct 04 Nov 05 Dec 06 Jan 07 Feb 08 Mar 09 Apr 10 May 11
Jun 12
** or % may be input in the Fiscal
Period field to view all entries for the fiscal year and also used in the
Balance Type Code Field to view all balance types
Document Type: allows you to pull data by the type of document. i.e.
„CR‟ would be a Cash Receipt Document and „IO‟ an Internal Order. There are currently 379
document types listed. The following page lists some of the most common document type
codes.
Common Document Type codes: Account ACCT Adjustment Voucher AV Advance Deposit AD Budget Adjustment BA Cash Receipt CR Disbursement Voucher DV Distribution of Income/Expense DI General Error Correction GEC Internal Billing IB Internal Order IO Payment Request PREQ Pre-Encumbrance PE Procurement Card PCDO Purchase Order PO Transfer of Funds TF Work Order Authorization WOA
Origin Code: allows you pull data by the means of the entry,( who entered the
document) i.e. „01‟ is KFS entry, „T1‟ is Telecomm, „F1‟ Facilities The following slide
has a complete listing of Origin Codes
Origination Codes 01 Kuali Database name: KFS P3 Payroll Biweekly A2 Aries A/R P4 Payroll Salary A3 Campus Loan Manager PJ GLE A4 CashNet S1 Sponsored Programs A5 CSU Cashiers T1 Telecommunications A6 Business and Financial Services V1 Vet Hospital A7 ICR Encumbrance C1 Central Receiving D1 Diagnostic Lab D2 Division of Public Affairs F1 Facilities FS FRS MF IUIS GLE P1 Payroll-TPC P2 Payroll Adjustments
The Document Number is the originating document specific to each entry – (Another easy way is to do a
document search)
R e fe r e n c e Do c u m e n t Ty p e Co d e : a l lo w s
a se a r c h fo r e x a m p le u s in g I O fo r
I n t e r n a l Or d e r (se e t h e fo l lo w in g p a ge )
Organization Document number is optional to the department for tracking
documents
Project Code: allows you to look up data by the project code, most of these
would be Plant fund projects maintained in Facilities
Reference Document Type Code: allows a search by a disencumbrance
document. ( Using this to do a search would be seldom used)
Organization Reference ID is a reference identification number
assigned by an organization
By entering the items listed to the left and selecting
„search‟ the entries are listed on the following screen
Using document 526296 found in the listing of transactions from the
previous screen, 2 items were retrieved. By clicking on the
underlined „Document Number‟ the original document will be displayed
General Ledger Pending Entry This report will display: Fiscal Year Organization Reference Id Cart Code Reference Document Type Code Account Number Reference Origin Code Sub-Account Number Reference Document Number Object Code Sub-Object Code Balance Type Code Object Type Code Fiscal Period Document Type Origin Code Document Number Transaction Ledger Entry Description Transaction Ledger Entry Amount Debit / Credit Code Transaction Date Organization Document Number Project Code
Purpose: Display Pending original entry / document. It will display pending entry documents by account and object code
This search option would be used to view entries
approved today, or those documents that are in
process.
This can also be done using the „General Ledger Entry‟
screen and choosing „Pending entry”
Notice that this document is in “Pending Action Requests”
“Finalized” date is blank – once the document is
completed this will be date stamped
OPEN ENCUMBRANCES This report will display Fiscal Year Chart Code Account Number Sub-Account Number Object Code Sub-object Code Balance Type Document Type Origin Code Document Number Description Open Amount Closed Amount Outstanding Amount Transaction Date Purpose: To provide information on encumbrances. FRS has no similar screens No Required Fields - NOT True !!
To view all encumbrances, leave the balance type code blank. To display certain types of encumbrances, input EX, IE or PE in the „Balance Type‟ field.
Items that need to be entered are: Fiscal Year, Chart Code,
and Account Number OR Fiscal Year and Document
Number
„No required fields – Not true!‟
BALANCE TYPE CODE A2 A21 Balances – Labor Ledger only AC Actuals (Balance Sheet) BB Adjusted Base Budget CB Current Budget CE Cost Share Encumbrances EX External Encumbrance IE Internal Encumbrance MB Monthly Budget NB Close Nominal Balance PE Pre-Encumbrance RE Year End Budget Reversion TR Transfers