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Presented by Campus Services. Available Balances.

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Presentation on theme: "Presented by Campus Services. Available Balances."— Presentation transcript:

1 Presented by Campus Services

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3 Available Balances

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5 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.

6 Available Balances In the object code field you may enter a greater than or less than symbol. Example, if you want to search for balances in object codes >5999, input >5999 (no space between symbol and value). >5999 is valid, > 5999 is not valid.

7 Any item that has a Search symbol will display the options available for that field.

8 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. 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.

9 Any underlined item can be clicked on to display additional information or to drill down further into transaction levels of data detail. Sort

10 By clicking on the amount $ 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 and the document will be displayed.

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13 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.

14 EXAMPLES

15 Balances By Consolidation

16 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.

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18 Drill down on “Lookup by Level”

19 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

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21 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’

22 EXAMPLES

23 Cash Balances

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25 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

26 Is the cash balance good or bad ?

27 General Ledger Balance

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29 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

30 The ‘Balance Type Codes’ AC Actuals – default is AC A2 Not in Use BB Adjusted Base Budget- Original Budget CB Current Budget – Budget with Adjustments – Revised Budget CE Cost Share Encumbrances EX External Encumbrance - obligation to pay vendors outside or external to CSU IE Internal Encumbrance – obligation to pay transactional document for goods or services provided by one department to another department within CSU MB Monthly Budget – section in Budgets that allows budget by month NB Close Nominal Balance – Year end process, close Revenues and Expenses balances into the Balance Sheet (Fund Balance) PE Pre-Encumbrance RE Year End Budget Reversion TR Transfers The ‘Balance Type Codes’ AC Actuals – default is AC A2 Not in Use BB Adjusted Base Budget- Original Budget CB Current Budget – Budget with Adjustments – Revised Budget CE Cost Share Encumbrances EX External Encumbrance - obligation to pay vendors outside or external to CSU IE Internal Encumbrance – obligation to pay transactional document for goods or services provided by one department to another department within CSU MB Monthly Budget – section in Budgets that allows budget by month NB Close Nominal Balance – Year end process, close Revenues and Expenses balances into the Balance Sheet (Fund Balance) PE Pre-Encumbrance RE Year End Budget Reversion TR Transfers

31 The ‘Object Type Code’ AS Asset CH Cash Not Income - ie deposits EE Expenditure not Expense Cost of Sales 700x, Capital purchases like equipment, vehicles and buildings ES Expense Not Expenditure Depreciation expense 6679, Doubtful accounts 6632, Cash over or short 6634 EX Expense Expenditure – General expense, salaries, supplies FB Fund Balance IC Income Not Cash – Gifts, Library Holdings, Gifts-Collectible objects IN Income – Cash LI Liability TE Transfer of Funds – Expense TI Transfer of Funds – Income The ‘Object Type Code’ AS Asset CH Cash Not Income - ie deposits EE Expenditure not Expense Cost of Sales 700x, Capital purchases like equipment, vehicles and buildings ES Expense Not Expenditure Depreciation expense 6679, Doubtful accounts 6632, Cash over or short 6634 EX Expense Expenditure – General expense, salaries, supplies FB Fund Balance IC Income Not Cash – Gifts, Library Holdings, Gifts-Collectible objects IN Income – Cash LI Liability TE Transfer of Funds – Expense TI Transfer of Funds – Income

32 Below is a display of two different ‘Balance Type Codes’ AC for Actual And IE for Internal Encumbrance By selecting the type of ‘Balance Type Code’ the data displayed can be reduced by the selection criteria. Below is a display of two different ‘Balance Type Codes’ AC for Actual And IE for Internal Encumbrance By selecting the type of ‘Balance Type Code’ the data displayed can be reduced by the selection criteria. Left Blank

33 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 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 but August would show the accumulative total of ( (225.64) ) and Sept accumulative would be 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 and the September amount is the year to date (accumulative) total of Jul-Sept 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 and the September amount is the year to date (accumulative) total of Jul-Sept

34 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

35 Amount View Option: Accumulate Month of July -0- Month of August Month of September Month of October -0- Month of November Total Year to Date Month of July -0- Month of August Month of September Month of October -0- Month of November Total Year to Date

36 EXAMPLES

37 General Ledger Entry

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39 This report will display Fiscal YearOrganization Reference Id Cart CodeReference Document Type Code Account Number Reference Origin Code Sub-Account NumberReference Document Number Object CodePending 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 !

40 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. 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

41 Fiscal Periods Jul01 Aug02 Sep03 Oct04 Nov05 Dec06 Jan07 Feb 08 Mar09 Apr10 May11 Jun 12 Fiscal Periods Jul01 Aug02 Sep03 Oct04 Nov05 Dec06 Jan07 Feb 08 Mar09 Apr10 May11 Jun 12 ** 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

42 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.

43 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

44 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

45 Origination Codes 01 Kuali Database name: KFS P3 Payroll Biweekly A2 Aries A/R P4 Payroll Salary A3 Campus Loan ManagerPJ GLE A4 CashNetS1 Sponsored Programs A5 CSU CashiersT1 Telecommunications A6 Business and Financial ServicesV1 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

46 The Document Number is the originating document specific to each entry – (Another easy way is to do a document search) Reference Document Type Code: allows a search for example using IO for Internal Order (see the following page ) Organization Document number is optional to the department for tracking documents

47 Project Code: allows you to look up data by the project code, most of these would be Plant fund projects maintained in Facilities

48 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

49 By entering the items listed to the left and selecting ‘search’ the entries are listed on the following screen

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51 Using document 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

52 EXAMPLES

53 General Ledger Pending Entry

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55 This report will display: Fiscal YearOrganization Reference Id Cart CodeReference Document Type Code Account Number Reference Origin Code Sub-Account NumberReference 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

56 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” 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”

57 This will display all Pending entries for account by object code

58 Notice that this document is in “Pending Action Requests” “Finalized” date is blank – once the document is completed this will be date stamped

59 EXAMPLES

60 Open Encumbrances

61 Main Menu – Balance Inquiries – Open Encumbrances

62 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 !!

63 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!’ 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!’

64 BALANCE TYPE CODE A2 A21 Balances – Labor Ledger only ACActuals (Balance Sheet) BBAdjusted Base Budget CBCurrent Budget CECost Share Encumbrances EXExternal Encumbrance IE Internal Encumbrance MBMonthly Budget NBClose Nominal Balance PEPre-Encumbrance REYear End Budget Reversion TRTransfers

65 External Encumbrance ‘EX’

66 EXAMPLES

67 Questions ??? Questions ???


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