1. TARLETON STATE UNIVERSITY
Office of Business Services
Canopy Training
March 25, 2015

2. Just a little accounting humor…

3. What’s new at the tsu campus
In Progress Changes
Future Changes
University Services Fee Collapse. 17 Revenue fees collapsed into 1 fee. Changed about 100 accounts campus wide.
Electronic Payroll Action (EPA). Academic Affairs implemented. Other areas are coming soon. Replaces PBAs, PAFs.
Buy A&M – Purchasing Documents Electronically. Campus Fully implemented. Replaces RTPs.
USF Account structure changes. All USF accounts will only have SL, and will all accounts will start with 201XXX.
Different Construction Projects around campus – Admin building included. Area should be ready for the fall semester.
Wellness Initiatives, and Fitbits!
Designated Tuition Fee Account structure change. Implemented for FY16.
Chart of Accounts structure change.
Departmental Budget Transfers (DBR) implementation. Automates the process of fund changes.
Automation of deposits with cashiers office.
More construction projects across campus.
New Human Resource Management software. Selected from Texas A&M University System.

4. The TSU Accounting Language
Key Words: (See Handout)
Account numbers
Sub codes
Sub Accounts |Support Accounts
Fund Balance
Budgets
Budget Pools
Salary pool
Wage pool
Benefit pool
Operations & Maintenance pool
Actuals
Expenses
Pin Numbers
Annual Salary
Encumbrances (open Commitments)
Fiscal Year
GL Account Summary
SL Account Summary

5. Funds, Budgets, Encumbrances, Actuals
What are the differences between these categories?

6. Funds, Budgets, Encumbrances, & Actuals
Think of it as four distinct separate categories.
Budget is how much to spend on each type of goods/services for the year.
Actuals is what has paid up to the current point in time.
Encumbrances is a known expense that will pay in the future.
Funds is “money in the bank”

7. Budgets, Actuals, Encumbrances

8. Funds

9. Explanation of budgets
Budgets is an estimation of revenue and/or expense over a specified period of time.
Budgets are usually compiled and re-evaluated on a periodic basis.
Adjustments are made to budgets based on the goals of a department, college, division, and/or the organization.
Adjustments can be seen as “Budget Revisions” or “Budget Transfers”
Budget can be located in the 1100, 1700, 1900, 3000, and 8000 budget pools/subcodes only in Canopy.

10. The Different Budget Pools
1100 is Salaries.
1700 is Wages
1900 is Benefits
3000 is Operations & Maintenance
8000 is Capital

11. Explanation of encumbrances
Encumbrance is an estimation of an expense over a specified period of time.
Adjustments are made throughout the fiscal year.
Encumbrances are primarily in the 1105, 1605, 1906 subcodes.
1105 is salary encumbrance
1605 is longevity encumbrance
1906 is benefit encumbrance
Encumbrances can also be placed in the operation maintenances subcodes and capital subcodes. Ex: Copier Expense
The range of subcodes is for Operations & Maintenance.
The range of subcodes is for capital.

12. Link it all together
The department of Business Services has a pin number T The pin number has an annual salary of $50,000, for a 12 month term. There are 7 months left in the fiscal year.
What are the actuals?
What are the encumbrances?
What is the annual budget?
Pin Number
Budget
Actuals
Encumbrances
Available
1-Sep
T02515
50,000.00 -
1-Feb
$ ,833.33
$ ,166.67
= (50,000/12)* 5
= (50,000/12)* 7
31-Aug

13. How to find your budget/Funds in canopy
A.) September 1 of the new fiscal year: there will be a Ref2 journal entry postings, BUDXXXX.
Ex: Bud1415
Ex: On Page 8
B.) September 1 of the new fiscal year: There will be a Ref2 journal entry posting: TXRXXXX.
Ex: TXR1415.
Both the funding and Budgets should reconcile. (Both totals should be the same.)
(For teaching purposes, the example given does not match. A budget revision (non cash transaction) of $54,635 would be needed.)
*Note: With the USF account structure, only step A is necessary. As mentioned, the chart of accounts changes will also have the same setup as the USF structure.

14. GL Funding code details
“Transfers In” Subcodes
“Transfers Out” Subcodes
4910 – State
4920 – Designated
4930 – Auxiliary
4940 – Restricted
4950 – Restricted
4960 – Restricted
Loans
4980 – Construction
State
Designated
5930 – Auxiliary
Restricted
5950 – Restricted
5960 – Restricted
5970 – Loans
5980 – Construction

15. Sl budget for account

16. Gl Funding for account

17. Take Break (IF NEEDED) Answer any questions
Next Topic: How to utilize Canopy Effectively

18. How to utilize CANOPY effectively
CANOPY.TAMUS.EDU

19. Canopy Passwords Must Begin with a Letter
Must have 8 characters exactly.
Must have at least 1 number
Cannot be a prior password

20. Canopy User Friendly Point & Click Cannot be altered
Back button function
Easy to sign in

21. Quick canopy tips Change Fiscal Years Turn paging on/off
Set themes (customization)
User Profiles (System Tab)
Account Attributes
Tables Menu
FRS > Tables
GL and SL Codes
Department Table

22. Canopy Modules Financial Records Systems (FRS) Fixed Assets (FFX)
Personal Action Module (EPA)
Document Routing (Routing)
System setting and general information (System)

23. FRS MODULE: PRIMARY FOR USERS Functions in FRS Tab
Financial Accounting - transactions relating to financial operations such as budgets, revenues, expenses, and journal entries
Accounts Payable - transactions relating to vendor payment including preparation of checks and files for State of Texas warrants
Accounts Receivable - transactions relating to billing and payment receipt for goods or services rendered
Purchasing - transactions relating to ordering, receipt and initiation of payment of goods and services
Payroll Distribution - processes relating to the distribution of payroll expenses for research projects
Budget Preparation - processes relating to the preparation of the annual budget to be presented to the TAMUS Board of Regents

24. Information needed to search
Account Numbers
Department Codes
Responsible Person
Title of Account
Ex: USF

25. 10 total Account detail tabs

26. MY Accounts Tab Account Search Tab Type in Account
Ex (include Support Accounts if needed)
Check the Add Check box, on right side of screen.
Click the Add Button

27. Open commitments tab
Open Commitments are the encumbrances placed in the account.
Salary, Benefits, Longevity, and Operations & Maintenance.
Original – Beginning Encumbrance
Adjusted – Amounts that have been added/Removed.
Liquidated – Amounts that have been paid.
Current – Future amounts to pay

28. Reports tab
In the search results box, and the active accounts box, you will see a green excel icon and an Adobe PDF icon for each account.
Select single or multiple accounts at a time to view reports.
Place a check mark in the box to the right of the icons.
To download, click on the icon of preference.

29. Reports tab Report Will Include: Revenue Activity (if applicable)
Expense Activity
Encumbrance Activity

30. Account Details Reconcile Fund Balance of an account
Reconcile Beginning Balance of an account
Reconcile specific transactions by object code(Subcode).
Reconcile specific payroll items

31. Fund Balance
Fund Balance are on the GL Account. (the zero gets move to the beginning of the account, from the end. Ex: SL , GL
Information is found on the GL Account Summary.
Formula:
“Fund Balance” – “Encumbrances”
Fund Balances are line 3200 on GL
Encumbrances are line 9620 on GL

32. Beginning balance Steps: Formula:
GL Account
Begin Balance Column
As of September 1 of new fiscal year.
Formula:
Fund Balance – Encumbrances
If you want Begin Balance during the fiscal year:
Ex: Balance as of February 1. Then take Prior months Ending Totals.

33. Account Activity by Object Code
You will see the Object Code on the left with a description
You can click on the arrow on the far left of the object code to see each transaction posted to that individual code
The account is divided into Budget Pools–Revenue-0001, Salaries-1100, Wages-1700, Benefits-1900, and Other Expenses-3000
You can see your beginning budget figure by viewing the budget column for the ****Total XXX Pool line.

34. Answer Any questions?

35. Feel free to call Business services with any questions
Budgets office
Karen Fincher @ Ext 9109
Susan Gordon @ Ext 9433
Lindsey Davis @ Ext 9379
Accounting Office
JoAnna Ince @ Ext 9615
Courtni Howell @ Ext 9431
Kirsten Dollarhide @ Ext 9430
Charlotte Smith @ Ext 9382
Becky Wood @ Ext 1927
Accounts Payable Office
Christy Pfau @ Ext 9106
Ashley Starnes @ Ext 9434