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
0-not deleted
1-deleted this fiscal year
2-deleted last fiscal year
FRZ: freeze
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