Agenda

• CoA Structure• Example of FRS to FMS Mapping• Fund Codes • Chartfield Combinations• Commitment Control• Account rollup tree• FMS Overview (UPK)• Chart of Account (UPK)• Expense Transfer form• Budget Transfer form• FRS Screen 19• Actuals vs Budgets Report• Data Dictionary for Report 101

Chart of Account Structure

FRS to FMS chartfield mapping

FRS to FMS chartfield mapping

6 DIGIT FRS ACCOUNT TO FMS MAPPING

FRS to FMS chartfield mapping

4 DIGIT FRS OBJECT CODE TO FMS MAPPING

Fund Codes

Chartfield Combinations

Chartfield Combination Editing

Chartfield Combination validations will be implement in FMS. There are currently six combo edit rules defined:

• Fund/Account• Account/Product• Fund/Deptid• Account/Detail Code• Fund/University Event• Fund/Deptid/Project ID

Commitment Control

Commitment Control is a PeopleSoft module that helps manage University spending against predefined budgets.

Commitment control provides the functionality to:

• Create and maintain control budgets.• Validate the following types of transactions against controlled budgets:

• Actuals expenses• Pre-Encumbrances (created from requisitions)• Encumbrances (created from Purchase Orders)

Commitment Control

FMS uses the Commitment Control module to:

• Record and maintain budgets by defining ledger groups

• Grant and Capital projects funds will be controlled at the

fund/deptid/account rollup/project id/activity level

• All other funds will be controlled at the fund/deptid/account rollup

level

• Account rollup hierarchy structure is similar to the pools that currently

exist in FRS

Account Rollup

Account Rollup

Sample of Account rollup for Grants

Pool Account Pool Description Spending Account Range

51000 FACULTY - FT POOL

51001 51999

52000 FACULTY - ADJUNCT POOL

52001 52999

53000 ADMIN/PROFESSIONAL POOL

53001 53999

54000 SUPPORT STAFF POOL

54001 54999

55000 PT (NON-INSTR) STAFF POOL

55001 55999

56000 GRADUATE ASSISTANT POOL

56001 56999

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User Productivity Kit (UPK)

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User Productivity Kit (UPK)

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User Productivity Kit (UPK)

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User Productivity Kit (UPK)

• FMS Overview (UPK)• Chart of Account (UPK)

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Expense Transfer form

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Budget Transfer form

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FRS – Screen 19

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Actuals vs Budgets report

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Actuals vs Budgets report

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Actuals vs Budgets report

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Actuals vs Budgets report

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Actuals vs Budgets report

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Data Dictionary for Report 101

Rows: Revenue = money earned Expense = money spent Net Income = Revenue minus expense. Positive = surplus. Negative = deficit

Columns: Budget = Approved plan for revenues and expenditures Actual = Actual posted revenues and expenditures Pre-Encumbrance = Budget committed for purchase requisition Encumbrance = Budget committed for purchase order or payroll Remaining Balance = Budget minus actuals and commitments

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Thank You