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IFAS Budget Training Becky Cragin Controller Organization Key A number that identifies a: Cost Center Department Administrative Unit.

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Presentation on theme: "IFAS Budget Training Becky Cragin Controller Organization Key A number that identifies a: Cost Center Department Administrative Unit."— Presentation transcript:

1

2 IFAS Budget Training Becky Cragin Controller

3 Organization Key A number that identifies a: Cost Center Department Administrative Unit

4 Object Code A number that identifies a line item: Revenues Expenditures

5 Account The combination of an Org Key and an Object Code.

6 Examples Org. Key Business Affairs Business Office Geiger Center University Testing Dean of Students Object Code 4613Other Income 4713 Other Income/Interdepartmental 5103Supplies/Classroom 5179L D Telephone 5125 Minor Equipment 5101Supplies/Office

7 Examples Account Business Affairs- Other Income Business Office-Other Income/Inter Geiger Center-Supplies/Classroom University Testing/L D Telephone

8 How to access your budget in IFAS Use files Menu questions

9 Use File A file that has been created using predetermined criteria.

10 Accessing a Use File To which system does this request relate? –GL Which General Ledger Function would you like to perform? –IQ Which information would you like? –Name of use file

11 Summary Use Files Summary of all object codes within an Org Key. Use yy Current Year Use yy Use yy Use yy Use yy Use yy

12 11637 Business Office Cragin, Becky OBJ CODE / Desc Budget Actual Encumbrance Balance N ===================== ============= ===================== 4609 Discounts Taken/ O 4613 Other Income Supplies-Office O 5125 Minor Equipment Periodicals ** Total Revenue Acct ** Total Expense Acct ** Revenues - Expense ** Sum All Acct Types

13 Use yy Budget - Actual - Encumbrances = Balance

14 Transaction Use Files For transactions within an Org Key and Object Code, type: Use tr Use trhc

15 ACCOUNT NUMBER ORGKEY Title OBJ CODE Desc. ======================================== ================ Business Office Other Income Date Reference Sb Misc Description Amount ======== ================ == ==== ========================= 06/01/99 Prior Balance 3, /01/ CR VA REPT FEE /01/99 TTLAR 1998 AR Auto ID: ARCC601C Job: /02/ CR IRS INT REFUND /02/99 TTLAR 1998 AR Auto ID: ARCC602J Job: /04/99 TTLAR 1998 AR Auto ID: ARCC604L Job: /15/99 TTLAR 1998 AR Auto ID: ARCC615C Job: /17/ JE 5/11/99 Adj fr /22/99 TTLAR 1998 AR Auto ID: ARCC622G Job: /28/99 TTLAR 1998 AR Auto ID: ARCC628F Job:

16 ACCOUNT NUMBER ORGKEY Title OBJ CODE Desc. ======================================== ================ ==== Business Office Supplies-Office Date Reference Sb Misc Description Amount ======== ================ == ==== ============================== 06/01/99 Prior Balance /02/ OH Digital Data Co Supplies-Offic /11/ EN business office supplies EN /22/ JE 98A Cartridge/Bus Office 6/ /24/ JE June Sup/Business Office 39.50

17 Identifying Transactions CRCash receipt JE Journal entry OHAP computer check TRHand written or reversed check ENEncumbrances-purchase orders

18 Who to call when you have a question about a transaction AR or JE transaction - Angela Leal OH, TR, or EN transaction - Dorinda Cullum

19 Accessing Your Budget Using Menu Questions Line item summary (use yy) Which information would you like: –Yy Enter budget version desired: –AD Show budgets at which level: –OBJ Selection Criteria: –01,02

20 Menu Questions Cont. Line item summary (Use yy) Selection Criteria for the ORGKEY: –01 Enter the ORGKEY Codes: –Example: Selection Criteria for OBJ CODE: –01 Enter OBJ Codes: –5101,5125 Default through remainder of questions.

21 Accessing Transactions Using Menu Questions Which information would you like: –TR Do you want a Hard Copy of selections? (Y/N): –N Would you like your Terminal Quiet? (Y/N): –N Line Printer Copies, Name, Pri., & Option: –01BUSLASER08 Would you like encumbrances shown? (Y/N): –Y

22 Menu Questions Cont. Would you like the short format? (Y/N): –N Enter the TYPE of Selection Criteria separated by commas: –01,02 Enter Selection Criteria for the ORGKEY : –01 Enter the ORGKEY Codes: –11637

23 Menu Questions Cont. Enter Selection Criteria for the OBJ CODE: –01 Enter OBJ CODE Codes: –5101 or 5125 Enter starting date (MM/DD/YY): – Enter ending date (MM/DD/YY): – Enter the codes for the options below: –00

24 Description PR Ck no. Contract Number Sb Prep Work Order No ============================ == ======== ================ == ==== ST 08/25/98 N/A..N/A /25/ JECC825B 0.00 Sup/Business Office JE CC ST 08/25/98 V25450 P /22/ OHTM825B 0.00 Uncommon Thread Shirts OH TM ST 04/02/99 V24781 P /14/ TRDC402A Visa Corporate Supplies-Offi TR DC 1.0

25 Detail Trail Balance Menu Questions Current Ledger Code:GL General Ledger Function:Reports Type of report:Standard Report Standard Report:Detail Trial Balance Ledger Side:GL Side - General Ledger Type of Selection Criteria:01,02 Sel Criteria:01 ORG KEY codes:11000 Selection Criteria:01 OBJ CODE Codes: ,5041,5043,5085,

26 Detail Trail Balance Menu Questions Cont. Selection Criteria:01 OBJ CODE Codes: ,5041,5043,5085, Manner of producing report:Normal Job - Verbose Format Starting Transaction Date: Ending Transaction Date: Single Fiscal Year:YES P Copies, Pri & Option:01buslaser08 Default through remainder of questions

27 OBJ CODE Date Primary Ref. Desc (short) Debit Credit Balance ======== ======== ============ ============ =============== /01/99 Prior /02/ IN L & M Office *total* DR Minor Equipm * 30.00* /01/99 Prior /02/99 01 CASHIER'S B *total* DR Travel-Admin * 0.00* /01/99 Prior *total* DR Luncheons, M * 50.00* /01/99 Prior 1, , /10/99 11 RIA REFUND , *total* DR Periodicals 1,075.00* 75.00* 1,000.00

28 Budget Adjustment Form Look in computer to get current budget information Use actual budget amounts Do not use cents; round to the nearest dollar Budget adjustment must balance

29 How to Balance Your Budget Adjustment Increase expense by increasing revenue Increase one expense by reducing another expense

30 Interdepartmental Invoices Transfer line items transactions from one org key or object code to another. Charge other departments and club accounts for products and services.

31 Check Requests Check request forms should always be done when needing a check. The only time a check request form is not required is with a proper invoice. Book order forms, memberships, reimbursements, etc…. need check request forms attached.


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