Transcript Slide 1

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Presented by: Campus Services
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Valerie Monahan, Manager – Campus Services
Laura Streit, Campus Services Provider
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Review the General Ledger
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Review the Subsidiary Ledger
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Attributes: screens 002, 006 & 009
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Account balances: screens 018, 019
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Transaction inquiry/view : screen 023
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Optional subcode input: Screen 007
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E-Print Reports
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General Ledger
 Assets
 Cash
 Receivables
 Inventory
 Liabilities
 Accounts Payable
 Deposits
 Fund Balance
 Additions
 Deductions
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Subsidiary Ledger
 Revenues
 Expenses
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What is an attribute?
• In general, an attribute is a property or characteristic.
•Color, for example, is an attribute of your hair.
•FRS - an attribute is a changeable property or
characteristic of some component of an account that
can be set to different values.
•Why do we use attributes?
•To define an account for various reporting purposes
and for designation among other accounts.
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SCREEN 002
GENERAL LEDGER ACCOUNT ATTRIBUTES
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Highlights of Screen 002
 General ledger accounts always begin with a zero.
 A general ledger account is 6 digits long.
 Important fields for campus users are:
 Responsible person
 School (college)
 Dept # and Name
 Long and short descriptions
 Fund
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SCREEN 006
SUBSIDIARY LEDGER ACCOUNT ATTRIBUTES
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Highlights of Screen 006
 Subsidiary ledger accounts always begin with one
through nine.
 A subsidiary ledger account is 6 digits long.
 A subsidiary ledger account is mapped (linked) to a
general ledger account
 Important fields for campus users are:
 Responsible person
 School (college)
 Dept # and Name
 Long and short titles
 Fund
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SCREEN 009
SUBSIDIARY LEDGER ACCOUNT ATTRIBUTES
CONTRACT & GRANT ATTRIBUTES
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Highlights of Screen 009
 Subsidiary ledger accounts always begin with 53.
 A contract and grant subsidiary ledger account is 6
digits long.
 Important fields for campus users are:
 Principal Investigators name
 Project start and stop dates
 Budget open and close dates
 Cost share account and cost share flag
 Indirect cost rate
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Screen 018 – General Ledger balances
Screen 019 – Subsidiary Ledger balances
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SCREEN 018
GENERAL LEDGER ACCOUNT BALANCES
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SCREEN 018
GENERAL LEDGER ACCOUNT BALANCES
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Highlights of Screen 018
 Beginning balances- as of the beginning of the fiscal
year (July 1st)
 Current Month transactions (in total)
 Year to Date balance as of today
 Flags:
 D: deleted (0-not deleted, 1-deleted this fiscal year, 2-
deleted last fiscal year)
 F: freeze (0-not frozen, 1-frozen)
 RDSR: not used
 Screen is similar to FBM 092 report for the General
Ledger
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SCREEN 019
SUB-LEDGER ACCOUNT BALANCES
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Highlights of Screen 019
 Budget or revised budget
 Current month transactions
 Year to date transactions (for 53 funds, this is the
project to date transactions)
 Encumbrances/open commitments total
 Budget balance available
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Highlights of Screen 019
 Subtotal option
 A1 – defaults to present screen
 AB – changes the subtotal subcodes to the highest subcode
range
 AC – changes the subtotal subcode to it’s designated name
 Print subtotal
 Y – print subcode data and subtotals
 N – print subcode data only
 O – print subtotals only (letter O - not zero)
 Subcode # and description – if **** appears, that is a subtotal of
the listed subcode
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SCREEN 019
SUB-LEDGER ACCOUNT BALANCES
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Highlights of Screen 019 (cont.)
 Map code – identifies the GL the SL is mapped to
(without the zero in the beginning of the account)
 Flags
 DEL: deleted
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0-not deleted
1-deleted this fiscal year
2-deleted last fiscal year
 FRZ: freeze
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0-not frozen
1-frozen
 RVW, DRP, SUP: not
used
 ABR: automated budget
reallocation
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Notes for Screen 019
 Revenue subcodes (0001-0999)
 normal revenue balances are negative amounts.
 Expense subcodes (1000-9999)
 normal expense balances are positive amounts.
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Notes for Screen 019 (cont.)
 Budget balance available (BBA) –Revised budget
less year-to-date transactions less open
commitments
 Positive BBA:


Revenue over budget – good
Expenses under budget –good
 Negative BBA:


Revenue under budget – not good
Expenses over budget – not good
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Screen 023 – Transaction Inquiry (current year)
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SCREEN 023
Transaction Inquiry or Viewing
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Highlights of Screen 023
 View an account with or without a subcode
 Ascending or descending order
 Select transactions by specific criteria such as:
 Batch ID and Batch date
 Reference field (caution: the document will appear
twice – debit and credit transactions)
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SCREEN 023
Transaction Inquiry or Viewing
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Highlights of Screen 023
 View transaction detail
 EC Codes – entry or transaction codes
 Offset account number
 Date of transaction
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Screen 007 – only in the SL with some exceptions
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SCREEN 007
Input user option subcodes
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Highlights of Screen 007
 Input the account and subcode for the system to
search for any records that match
 Official university subcodes cannot be changed
 Unused subcodes (those with a zero balance for 2
complete fiscal years) are deleted in late June of
each year
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Helpful Hints
• Use the F2 key for explanation of codes – position the
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cursor on the first character of the code
Use screens 020,021 and 027 to look up encumbrances
Access to FRS is the same as e-print
Try using subtotal option AC, print subtotal o in screen
019 to view data
Transactions for a prior year when using screen 023 will
disappear in October after year end due to data capacity.
Processing is not permitted to accounts that are deleted
or frozen – they end up in suspense
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o What are E-Print Reports?
o FBM092
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E-Print Reports
 FRS system generates reports on an account’s
activity that can be accessed through E-Print
 These reports provide various levels of detail
 FBM090, FBM091 and FBM092 are generated each
month end
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E-Print Reports
 FBM092 is a combination of FBM090 and FBM091
in one report
 FBM091 section: Report of Transactions for the general
ledger account
 FBM090 section: Account Statement Report for the
subledger account
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FBM092 – Section FBM091
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FBM092 – Section FBM091
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FBM092 – Section FBM091
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FBM092 – Section FBM091
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FBM092 – Section FBM091
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Entry Codes (Transaction Codes)
3 digit code signifying:
 02x
 03x
 04x
 05x
 06x
 09x
Budget Entries
Cash Receipts
Cash Disbursements / Payments
Encumbrances
Journal Entries
Balance forwards (used mainly by B&FS)
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FBM092 – Section FBM091
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FBM092 – Section FBM091
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FBM092 – Section FBM091
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nd
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Reference
 Additional information about the transaction
 Data is entered when the transaction is entered
 7 digit check number (A/P transactions)
 6 digit voucher number (A/P transactions)
 Earnings codes are displayed for payroll transactions
 Work order numbers are entered by the Copy Center
 Other
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FBM092 – Section FBM091
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FBM092 – Section FBM091
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FBM092 – Section FBM091
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FBM092 – Section FBM091
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FBM092 – Section FBM091
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FBM092 – Section FBM091
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FBM092 – Section FBM091
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A positive change indicates a decrease in fund balance during the current FY
A negative change indicates an increase in fund balance during the current FY
Revenues increase fund balance
Expenses decrease fund balance
Fund balance also changes when transfer or loan entries are made to the account
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FBM092 – Section FBM090
Account Statement Report – for the Subsidiary Ledger Account
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FBM092 – Section FBM090
Account Statement Report – for the Subsidiary Ledger Account
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FBM092 – Section FBM090
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FBM092 – Section FBM090
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FBM092 – Section FBM090
 Budgets
 Input according to budget pools or broad
classifications
 Budgets are revised throughout the fiscal year
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FBM092 – Section FBM090
 Actual Balances
 Current month revenues and expenses do NOT include
encumbrances
 Fiscal year shows cumulative year-to-date balances
from July 1 through the month ending on the report
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FBM092 – Section FBM090
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FBM092 – Section FBM090
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FBM092 – Section FBM090
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FBM092 – Section FBM090
 Budget Balance Available
 Computed amount as follows:
Revised Budget
Fiscal Year Actual (Total Expenses)
Open Commitments (Encumbrances)
Budget Balance Available
This is NOT necessarily the amount of funds available to
spend or the fund balance of the account
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FBM092 – Section FBM090
 For cash funded accounts (where there is also a
general ledger tied directly to the subledger) the
budget amount is only:
 Projection of the amount of revenue expected to be
earned
 Projection of the amount of expense expected to be
spent
 Only the cash amount shown on FBM091 GL under
account control 1100 (Claim on Cash) is available
to spend
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FBM092 – Section FBM090
 Accounts within fund groups funded strictly by
budgets:
 13 fund
 14 fund
 15 fund
 16 fund
 17 fund
 19 fund
 The budget balance available would be the amount
remaining to be spent
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FBM092 – Section FBM090
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FBM092 – Section FBM091
 Detail of subledger current month’s transactions
 Similar to FRS Screen 023
 Separates transactions by type of entry:
 Budget
 Actual Revenue/Expense
 Commitments (Encumbrances)
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FBM092 – Section FBM091
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Campus Services
Valerie Monahan
Laura Streit
Janet Bebell
Susan Becker
1-3001
1-7099
1-6655
1-0942