module: v8 project accounting - web viewbefore you can successfully use project accounting, you must...

Module: Project Ledger Topic: How to Use the Project LedgerUsing Project Ledger Munis Version 11

OBJECTIVE.......................................................................................................................2

OVERVIEW........................................................................................................................2

PREREQUISITES................................................................................................................3

STEP 1: SETUP PROJECT EXPENSE TYPES.........................................................................3

STEP 2: SETUP PROJECT LEDGER MISCELLANEOUS CODES FOR PROJECT EXPENSE TYPE (REQUIRED), GRANT/PROJECT TYPE AND GRANT MATCHING TYPES (OPTIONAL)..................4

STEP 3: SETUP THE PROJECT...........................................................................................4Project Builder:................................................................................................................................... 4Project Master.................................................................................................................................... 7

STEP 4: SETUP THE PROJECT EXPENSE STRINGS............................................................10

STEP 5: SETUP THE PROJECT FUNDING SOURCE STRINGS...............................................12

STEP 6: SETUP THE PROJECT BUDGET............................................................................15

STEP 7: INQUIRE ON PROJECTS, EXPENSES AND FUNDING SOURCES...............................16Project Inquiry Tabs:.........................................................................................................................17

Cash Balances..............................................................................................................................................17Expense and Funding Source tabs..............................................................................................................17User Defined.................................................................................................................................................18GL Funding...................................................................................................................................................18Revenue Allocation.......................................................................................................................................18Setup Info.....................................................................................................................................................18

Project Inquiry Ribbon Bar Options:.................................................................................................18Expense & Funding Source..........................................................................................................................18Account.........................................................................................................................................................19GL Budget.....................................................................................................................................................20Grant.............................................................................................................................................................20Obligation Date.............................................................................................................................................20Limit Transactions.........................................................................................................................................20Major Project.................................................................................................................................................21Employee Detail............................................................................................................................................21Amounts View...............................................................................................................................................21Notes............................................................................................................................................................21

Project Central..................................................................................................................................21

STEP 8: PROCESS TRANSACTIONS AGAINST THE PROJECT................................................23Project Journal Entry/Proof...............................................................................................................23

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Project Accounting – Project LedgerProject Setup and Processing MUNIS Version 11

Project Adjustment Approvals...........................................................................................................25Project Amendments to GL Journals................................................................................................27

STEP 9: ALLOCATE OVERHEAD TO THE PROJECT..............................................................28

STEP 10: ALLOCATE REVENUE TO THE PROJECT AND/OR CREATE GENERAL BILLING INVOICES AND GENERAL JOURNAL ENTRIES......................................................................29

Project Revenue Allocation Reversal...............................................................................................31Project Revenue Allocation with Retainage amounts involved.........................................................33

STEP 11: CREATE REPORTS TO TRACK PROJECT STATUS - REPORT TEMPLATE MAINTENANCE................................................................................................................33

Project Budget Report......................................................................................................................35Project Detail History Report............................................................................................................36Project Revenue Allocation Report...................................................................................................36Project Accounting Transactions Exception Report..........................................................................38Project Summary Report..................................................................................................................38Project and GL Activity Report..........................................................................................................39Default GL Account Exceptions........................................................................................................40Project Employee Activity Report.....................................................................................................40Grant Funding Report.......................................................................................................................40Contracts By Project Report.............................................................................................................41Year to Date Budget Report.............................................................................................................41

STEP 12: CLOSE THE YEAR FOR “YEARLY” PROJECTS.....................................................41

STEP 13: CLOSE THE PROJECT......................................................................................43

APPENDIX ONE – SAMPLE PROJECT EXPENSE AND FUNDING STRINGS.............................45

Appendix B - Revenue Allocation Error........................................................................46

ObjectiveThis document provides the information necessary to setup a new project, process and close the project within the project account ledger in Version 11. It is intended for experienced MUNIS users who are familiar with general ledger, budget, purchasing processes and inquiries.

OverviewSeveral steps are involved in setting up a new project. For the purposes of this document, a library construction project will be referenced.

The project has four funding sources: 1. A federal grant for $900,000 that reimburses 65% of construction related expenses2. A state grant for $500,000 that reimburses 35% of construction related expenses3. $1,500,000 from the general fund4. $100,000 from monetary and in-kind donations

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The steps to setup a project are:1. Setup project Segment Codes for expenses and for funding sources2. Setup project Expense Types3. Setup the Project4. Setup the Project Expense Strings5. Setup the Project Funding Source Strings6. Create and post the Project Budget7. Inquire on report status8. Enter and post project related expenses9. Allocate Overhead10. Allocate Revenue11. Create reports to track project status12. If the project has a Yearly Budget, close the project year 13. Close the project when completed

Given the number of steps required to add a new project, create a generic project with all possible expense and funding source strings to use as a template and then copy the generic project to save data entry time. After the copy is complete, immediately make any changes to master information, expense strings and funding source strings. Once transactions are posted against the project, certain project master fields, such as Project Available Budget, cannot be updated. Expense strings and funding source strings may be updated at any time.

PrerequisitesBefore you can successfully use project accounting, you must ensure that the necessary settings and codes are established. If Settings and codes are not set up, or not set up correctly, you may need to contact your MUNIS System Administrator or Department Manager to have them updated or added into the MUNIS system.

Determine which program is better suited for the project you are about to create in Munis: Projects within the General Ledger (project accounting) which rely on general ledger accounts, or Project Ledger, which uses project ledger expense strings and funding source strings. For more information, complete the following eLearning: FIN - PA - Project Ledger Versus Project Accounting.swf

Project Settings need to defined, including the project segments names and sizes. Project segment names may be changed. Project segment sizes may not be changed once added. Technical support will need to be called to change the sizes

Permissions granted to users to Maintain Projects and Maintain Project Dates in the Project Accounting role as well as Maintain reporting templates along with other permissions as appropriate for the role

Setup the Project Journal Number Control Establish General Ledger Accounts for the revenue and expense accounts associated with the project.

Associated budgets to budgeted accounts via budget transfers and amendments or the budget completion journal (see Step 6 for more details on time saving ways to enter budgets for the project ledger and the general ledger at the same time).

Setup Grants that fund the project. If the Project Ledger Revenue Allocation Process is to be used to obtain funds from the grantor, the checkbox for the field Manage Using General Ledger should not be selected in the Grant Master program. Selecting this check box indicates that the grant will be managed through the Project Accounting Indirect Costs Reimbursement Program, instead of the Project Ledger Revenue Allocation. For project ledger projects that will be linked to a grant, be sure to uncheck the box Manage using general ledger and to check the option to Allow Project Override. See the Knowledgebase document on Project Accounting versus Project Ledger located at: Project Accounting versus Project Ledger.docx

Establish accounts receivable customers and accounts receivable charge codes for external funding sources such as federal, state or local grants that will be billed. The accounts receivable charge code must have a calculation type of 5 (quantity times unit price).

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Step 1: Setup project expense typesFrom the MUNIS Main Menu, open Financials General Ledger Menu Project Accounting Menu Project Ledger Set Up Project Segment Codes. The Project Segment Codes program creates and maintains project Expense String and Funding Source Strings. Establish segment codes to use the Project Ledger module. Break down of every segment of the project to create every possible level of the project

Type: This is the type of segment, Expense or Funding Source.

Level: This list allows you to select the segment level. The available options vary according to the labels your site has entered in Project Settings and the selected segment type.

Code: This is the segment code. The number of characters available for the code varies according to the allowed segment size, which is defined in Project Settings for the selected segment type and level. Can be Alpha/Numeric

Description: This is a description of the segment code. Short Description: The default value of the short description is the first ten characters of the long

description, but you can change it as needed. Short Title: This box contains the abbreviated title of the segment. The short title is used as part of the

export file created by the Projects Export program.For more information, see the Knowledge Base documents: Creating an Expense String.docx and Creating Funding Source Strings.docx

Step 2: Setup Project Ledger Miscellaneous Codes for Project Expense Type (required), Grant/Project Type and Grant Matching Types (optional)Project Expense Types link funding sources to expenses for reimbursement and are required if billing for reimbursement. For example, a federal grant reimburses 87% of construction related expenses for the project, and the state grant will reimburse 100% of construction related expenses. Expense strings representing expenses that are not reimbursable should not be associated with an expense type. Project, grant and matching types may also be established in this program to classify projects and grants for reporting purposes.From the MUNIS Main Menu, open Financials General Ledger Menu Project Accounting Project Ledger Project Ledger Miscellaneous Codes. Add as many EXPT-Project Expense Type codes as appropriate for the project:

1. Click Add 2. Select the appropriate

Code Type 3. Enter a Code4. Enter a Description and

Short Description5. Click Accept 6. Repeat steps 1 to 4 as

neededOnce the Segment Codes, Expense and Funding source strings have been added, a project can be created in Project Master.

Step 3: Setup the ProjectProject Builder: The Project Builder program provides you with a step-by-step process that assists in the creation of new projects in the Munis system. Project Builder allows you to define project parameters and settings, add project

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segments and expense types, and build project expense and funding source strings. After the project builder is complete, the project is added to the Munis system and is available for processing. The Project must be started in the Project Builder to be completed in the Project Builder, once complete, the Project Master can be used to add or edit the project in general.

The main program screen contains three sections: Create Project, Continue Project, and Copy Project. Each section requires entry of information in the text boxes or selection of a check box before the Start a New Project, Continue Project, or Copy Project buttons are accessible:From the MUNIS Main Menu, open Financials General Ledger Menu Project Accounting Project Ledger Projects/Inquiry Project Builder

1. Enter a name and number in the Project Name and Project Number boxes.2. Click Start a New Project. The program displays the Step 1: Project screen.3. Complete the fields in the Project Details section, and then click Continue. The program advances to

the Project Dates and Ranges section.4. Complete the Date Range boxes, as applicable to the project, and then click Continue. Dates must be

entered in a MM/DD/YY format. The program displays the Step 2: Expense Strings screen.5. Click Create Phase to create a new phase for the project. The program displays the Create Phase

dialog box.6. Complete the boxes and then click Save. The program adds the phase to the Phases table.7. To add a phase to the project, select the check box for each phase to add, and then click Add Phase.

The program adds the phase to the project record, and displays the Tasks table.8. To create a new task, click Create Task. The program displays the Create task dialog box.9. Complete the boxes, and then click Save. The program adds the task to the Tasks table.10. To add the task to a phase, select the check box for each task to add, and then click Add Task. The

program adds the tasks to the phase, and displays the Sub-Tasks table.11. To add a sub-task to a task, click Create Sub-Task. The program displays the Create Sub-Task dialog

box.12. Complete the boxes, and then click Save. The program adds the sub-task to the task.13. Click Continue. The program advances to the Define Expense Strings section.14. Complete the boxes on the Expense String Details tab, as applicable. You must complete the Account

Name and Short Account Name boxes.15. If applicable, click the General Ledger Accounts tab and complete the boxes.

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16. If additional expense strings exist for the project, click the string name and repeat the process for each string.

17. After completing all of the expense strings, click Continue. The program advances to the Associate Expense Types section.

18. To add a new expense type, click Create Expense Type. The program displays the Create Expense Type dialog box.

19. Complete the boxes, and then click Save. The program adds the expense type to the Expense Types table.

20. To add the expense type to an expense string, select the check box next to the expense strings for which to add an expense type.

21. Select the expense type to add, and then click Add Expense Type. The program applies the expense type to each of the strings for which you selected the check box. The program also displays a Remove Expense Type button next to each string. Clicking the button removes the expense type from the selected string.

22. When you have finished adding expense types to expense strings, click Continue. The program advances to the Step 3: Funding Sources screen.

23. Click Create Source to create a new funding source string. The program displays the Create Source dialog box.

24. Complete the boxes, and then click Save. The program adds the funding source to the Sources table.25. To add an the funding source to the project, select the check box next to the source to add, and then

click Add Source. The program adds the funding source to the project record.26. To add detail information to the funding source, select the funding source and click Create Detail. The

program displays the Create Detail dialog box.27. Complete the boxes, and then click Save. The program adds the detail code to the Details table.28. Select the check box for each detail code to add to the funding source, and then click Add Detail. The

program adds the detail code to the funding source.29. To add a type code to the detail code, select the detail code and then click Create Type. The program

displays the Create Type dialog box. 30. Complete the boxes, and then click Save. The program displays the type code on the Types table.31. After you have finished adding type codes, click Continue. The program advances to the Define

Funding Sources section.32. Complete the boxes on the Funding Source Details tab, as applicable. You must complete the Account

Name and Short Account Name boxes.33. If applicable, click the General Ledger Accounts tab and complete the boxes.34. If additional funding source strings exist for the project, click the string name and repeat the process for

each string.35. After completing all of the funding source strings, click Continue. If you selected the check box on the

Step 1: Project screen to use revenue allocations, the program advances to the Step 4: Revenue Allocations screen.

36. Select a funding source by clicking on it in the Funding Source list.37. Complete the fields on the Allocation Details, Allocation Lines, and Allocation Amounts tabs.38. After you have completed the fields, click Continue. The program advances to the Project Wizard

Summary screen.39. Click Build Project to complete the creation of the project record. The program creates the project and

displays an updated Project Wizard Summary screen that provides you with links to view and maintain the project in Project Master, or run the Project Builder again.

Continue entry of an existing project 1. Select the project to continue and click Continue Project. The program opens the project record.2. Click the hyperlink of the step to resume. The program opens the selected screen.3. Complete the project entry according to the steps for creating a new project.

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Copy an existing project: For example, setup a template can then copy the template from year to year or project to project then use the Project Master to make the edits and additions to the newly created project (grants or events that occurs every year)

1. Select the project to copy and click Copy Project. The program copies the project record and opens the Step 1: Project screen.

2. Make any applicable changes to the field values, using the steps for creating a new project.

Project MasterAnother option to add a project is from the MUNIS Main Menu, open Financials General Ledger Menu Project Accounting Project Ledger Projects/Inquiry Project Master

1. Click Add 2. Enter an alphanumeric Project number. The project number cannot be changed once saved.3. Enter the necessary fields:

Field DescriptionProject This is the assigned code for the project. You can enter up to five alphanumeric characters in this field.

Once a project code is assigned, it cannot be updated. To change a project code, you must recreate the entire project using the desired code, and delete the incorrect code. Permissions are given to a user based on a range of project numbers, therefore the numbering for these projects should be organized in a manner so that users can have access to the range that they will need. Permissions can also be given by segments so users can only use the segments within their department

Project leger user only

When this check box is selected, the project code can only be used for project ledger use, and it cannot be used as part of a general ledger account. The program automatically selects the check box for any project code that is greater than five characters in length. You cannot manually update the check box. Limit the Project code to 5 to be able to tie it to the General Ledger and the Project Ledger

Project Type This is the project type. Project types are defined in the Project Accounting Miscellaneous Code FM program.

Title This is the title of the project. Projects are typically given descriptive titles that explain their function or usage. You can enter up to thirty characters in the box.

Short Title This box contains the abbreviated title of the project. The short title is used as part of the export file created by the Projects Export program

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Major Project If the project is one part of larger overall project, enter the project code of the large project in this box. If the project is not part of a larger project, or is the larger project itself, enter the same project code as above. You must enter a value in this box.

State ID # This is the state grant ID number of the project, if one has been assigned. If a state grant ID number has not been assigned, you can leave this field blank. You can enter up to twenty characters as a state grant ID number.

Federal CFDA This is the federal Catalog of Federal Domestic Assistance (CFDA) number for the project, if applicable. If no CFDA exists for the project, leave this field blank.

Description This is a general description of the project.Draw Down Frequency

This is for reporting and informational purposes only, and typically is the description for the time frame grantors are billed for reimbursement, such as quarterly or monthly.

Justification This is the justification for creation of the project.Department This is the department that is administering the project. The department is a required field, and your

selection must exist in the MUNIS system.Status This is the current status of the project. This option can be updated as the project progresses through the

planning, approval, and usage stages. Once the project is complete or expired, it can be closed.Project Available Budget

This is the method by which the available budget for the project is created. You can select Life to Date, or Yearly. If you select yearly:

1. The fiscal year of the project may be different than the fiscal year of your organization.2. Yearly projects must be closed at the end of their fiscal year in order to reset the budget, whereas

no closing process is required for Life to Date budgeted projects (inception to date budgeting).You can change the available budget method after the project has been created, but if you do so after project transaction records exist, the program displays a warning message.THIS FIELD CANNOT BE CHANGED ONCE THE PROJECT MASTER FILE IS CREATED.

Create Fixed Asset

Selecting this check box indicates that the project will create a fixed asset upon completion. When the project is set to a status of Closed, the program generates a fixed asset record based on the project details.

Project Fiscal Range

This is the project's defined fiscal year. Projects may have a different fiscal year than your standard general ledger fiscal year. The ending period cannot be manually changed. The program automatically enters a value based on the selected starting period.

Projected Date Range

This is the estimated beginning and ending date of the project. These fields are required.

Actual Date Range

This is the actual beginning and ending date of the project.

Percent Complete

If you plan to track completion by percentage, you can enter the current completion percentage in this box.

Extension Date

If the project is extended, this is either the date to which it has been extended, or the date upon which the extension was granted. Your site must choose which date value to use.

Obligation Date

This is the standard obligation date. It is used as the default due by date when invoices and requisitions are applied against the project. An obligation date specific to project expense strings may also be established when creating project expense strings.

Last Day to Encumber

The date entered is the latest effective date allowed for encumbrances to post against the project. Any encumbrance dated after this date, such as a purchase order or contract, cannot be posted to the project. THIS FIELD CANNOT BE OVERRIDDEN UNDER ANY CIRCUMSTANCES The field may be changed in the future if needed. It applies to all users regardless of permissions and to the entire project.

Number of Days

These fields are automatically calculated for you by the program using the projected date range. The Original value is based on the number of days when the project is created. The Revised value is based on any updates made to the project after creation.

String Requirements The String Requirements fields allow you to define the required levels for both expense and funding

source accounts. The available values are defined in Project Settings in the segment tables. Using project strings allows you to categorize expenses in more detail than your general ledger account structure may permit. If you select a project string level here, users are required to allocate transactions that involve this project to that level. For example, assume your expense levels are Phase, Task and SubTask. If you select SubTask as the required string level, all transactions allocated to this project are required to have a Phase, Task and SubTask assigned to them. However if you select Phase, users are permitted to allocate transactions at the Task and SubTask levels at their discretion.

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Overhead RatesAdmin Overhead Rate

The overhead rates defined here are used as the default rates when setting up the expense and funding source strings for the project. The administrative percentage rate applies to the entire project, which includes all active project account strings. An actual percentage may also be applied to specific project expense account strings. For example, assume a 10% project wide overhead factor applies, but labor expenses are associated with an additional 15% overhead (25% total overhead rate for labor). A 10% administrative overhead rate is entered here and a 15% actual overhead rate is entered on the expense account string.

User Defined Tab The User Defined tab contains any additional fields that your site has created for use in the Project

Accounting module. GL Funding Tab The GL Funding tab is only used if you are managing project funding through your general ledger. If so,

this tab allows you to define up to six general ledger funding sources for the project.Revenue Allocation Tab The Revenue Allocation tab contains all of the fields needed to define revenue allocation strings

4. Click Accept when finished. Project Master Menu Items:

Expense: explained under Step 4 Funding Source: explained under Step 5 GL Account: Clicking the GL Account opens the General Ledger

Account Inquiry program for the selected project code. This option only functions if the project code exists in the general ledger in addition to the project ledger

GL Budget: If the project exists in the general ledger budget projection, view the budget by clicking the GL Budget

Grant: Displays information on Grants associated with the project Obligation Date: The obligation date is defined as the number of

days after which an item requisitioned or purchased within the given dollar amount will be considered past due. Selecting this button opens the Obligation Date Range FM program to establish obligation date and dollar ranges for segment codes and projects. This works in conjunction with the purchasing process. In Purchase Order Settings, an option may be selected titled Allow GL segment obligation date validation. If this option is checked and requisitions or invoices are entered with a project for which there is an identified obligation date, the program verifies the amount on the account and the obligation dates, subtracting the defined number of days from the obligation date to determine if the requisition is past due when the requisition or invoice is released. To add or change Obligation Date ranges:1. Click Update. 2. Add or update the From Amount, To Amount, and Days boxes. Refer to the Field Descriptions

table shown in the MUNIS Help for details. 3. Click Accept. 4. Return to the Project Master Screen.

Close Project: This feature is discussed in Step 13. Find more information at: Closing a Project.docx Copy Project: Copy the current project to create a new similar project, including expense and funding

source strings. Create a generic project with all possible expense and funding source strings to use as a template and then copy the generic project to save data entry time in the future. For example, if you put the name of the project in the description, you will need to change this description when you copy the project. After the copy is complete you should immediately make any changes to master information and to expense and funding source strings. Once transactions are posted against the project, certain project master fields, such as Project Available Budget, cannot be updated. Expense and funding source strings may be updated at any time. o When copying funding source strings using an Allocation Type of List, you will need to update the

funding source string allocation lines.

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o When copying funding source strings using a Billing Type of External, you will need to update the AR Customer Number and AR Charge Code fields.

o Whenever you update any field on the funding source screen, the AR Customer number and AR Charge code are deleted and need to be re-entered.

o Copy project does not copy any general ledger accounts related to expense or funding source strings.

To copy a project, first find the model project you wish to copy. Then update the fields as described below. The names of the project segments may be different than those shown, based on the Project Settings.

Field DescriptionExpenses Select the start and ending phase, task and subtask of expense strings you wish to copy into the new

project, or leave the fields as shown below to copy all expense strings into the new project.Funding Source

Select the start and ending phase, task and subtask of funding source strings you wish to copy into the new project, or leave the fields as shown below to copy all funding source strings into the new project.

Target Project Enter up to a 5 digit alphanumeric code for the new project.

Title Enter the title for the new project, up to 35 alphanumeric characters.Status Active is recommendedProjected Date Range

Enter the start and ending dates for the project.

Project Fiscal Date

Enter the start and ending fiscal year months for the project.

Step 4: Setup the Project Expense StringsThe Project Accounting Program creates a separate ledger for tracking project related costs and revenues using project account strings comprised of the project segments setup in the Project Settings. Project account strings track the various details of all stages of a project. There can be several lengths for project account strings used throughout the life of a project. In this example, the project expense account strings consist of a project, phase, task, and sub-task. Project funding source strings consist of a project, source, category and type. Do not confuse project ledger stings with general ledger accounts. The project field in the project string is a field totally separate from the general ledger project segment.Project account strings are to be used in addition to GL accounts during transaction entry if the transaction applies to a project. All project expenses and/or funding sources can be tracked on any MUNIS transaction document such as Payroll, Requisitions, Purchase Orders, Contracts, Accounts Payable, Accounts Receivable, General Billing, General Ledger, and Budget. To create project expense strings, select the following options from the MUNIS Main Menu Financials General Ledger Menu Project Accounting Project Ledger Projects/Inquiry Project Master Menu Expense

1. Click Add 2. Select or Enter information into the fields as explained below:

Field DescriptionString DetailProject This is the project code. If you are using the Expense Maintenance program, this field

is not accessible. Its value is entered for you from the entered project in Project Master. If you are using the Expense Inquiry program, you can select a valid project code from a list by clicking the field help button.

Phase The exact name of these fields varies based on the values your site has selected for the project segments in Project Settings.Task

Sub-taskDescription This is a description of the expense string.Justification This is the justification for the expense string, if one is required.Name This is the name of the project string.Short Name This is an abbreviated name for the project string.

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Field DescriptionStatus This is the project string's current status. If the parent project for the string is closed,

the project string is also Closed. The status of the project account strings will be updated throughout the project’s life cycle. Possible project account statuses are: Active, Pending, Hold, Closed, and Approved. The project account string’s available budget calculation method will default from the project as well as the status.

Project Available Budget

This is the calculation method for the project's available budget.

Include In Budget Check

If this check box is selected, it indicates that the project string's available budget should be checked before posting transactions.The flag will determine whether or not the expense string should be subject to an available budget check at the PROJECT LEVEL. All transactions except project ledger adjustment entries are allocated to general ledger accounts, which have a separate level of budget checking. Most sites have budget checking enabled on all general ledger expense accounts. If a user tries to requisition money that is available in the project ledger expense string budget but not in the general ledger account budget, the transaction may be stopped.

Projected Date Range This is the projected date range within which the project string is to be used. These dates are not enforced by the system and are for informational purposes only. The projected and actual date ranges are checked when a transaction is being entered against the project account string. If the actual date range for the project account string is outside of the date on the transaction the user will be given a warning. For example: If a transaction document is being entered on 8/1/2012, however the project account starting date isn’t until 1/1/2013, then a warning message will be generated. The same check is performed against the ending date.

Actual Date Range This is the actual date range within which the project string is to be used. Actual Overhead Rate This is the actual overhead rate for transactions charged against this project string.Expense Type Expense type codes are created in the Miscellaneous Codes program. AP RetainageRetained to Date This is the total amount of funds retained to date from accounts payable invoices for

this project. This amount is increased each time the Project Revenue Allocation program processes transactions with retainage amounts.

Liquidated These boxes contain the various retainage amounts for the project expense string. The liquidated amount is the value that has been paid to the vendor, while the permanently retained amount will not be paid to the vendor. The unrelieved funds are those that have not yet been liquidated or marked for permanent retainage.

Permanently WithheldUnrelieved

Include in Asset Cost This check box causes the expense string to be included in the total when a project is imported to the Fixed Asset Work File. The resulting total is used to determine the asset cost.

Asset This field indicates the asset group to which the string belongs. When a project is imported to the Fixed Asset Work File, each asset group is used to create a separate record in the Fixed Asset Work File.

3. Default GL Accounts are optional for both expense and funding source strings. These defaults provide ease of entry when a transaction is entered with a project expense or funding source account. A full or partial GL account can be defaulted. If a partial GL account is defined on the project account string and user permissions do not allow the GL account to be overridden, then account help will filter the available accounts that can be selected by the defaulted GL account segments. User permissions control whether or not the user can override the GL account defaults. If a user’s permission is set to Only when project string allows, then Allow GL Override will be referenced when entering transactions against that project account string. Check Allow GL Override to enter in an account manually or to change a default account.

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4. The default Budget GL Accounts fields provide the ability to enter budget account segments to be used for the Funding Source String. It is not a requirement at this point in the process – should budgeting at the project level be used, this information needs to be populated prior to posting to the budget GL projection. Typically the same as the Default GL Account

5. Click Accept when finished6. Click Add and repeat the process for as many Expense strings as needed

Note: Starting in version 10.2 and higher if you checked the create Fixed Asset Box on the Project Master screen, you will see 2 fields on the expense string you can also populate:

Step 5: Setup the Project Funding Source StringsThe setup for funding source account strings is very similar to that of expense account strings. Unlike expense account strings, funding sources contain grant and reimbursement information. If a grant is to be managed within the general ledger, the grant and reimbursement information should be established on the Project Master GL Funding tab. If the grant is to be managed in the Project Ledger, the information should be established on the funding source account string.To create project funding source strings, select the following options from the MUNIS Main Menu Financials General Ledger Menu Project Accounting Project Ledger Projects/Inquiry Project Master Menu Funding Source

1. If no funding sources have been established for the project, the cursor will be placed in the funding source Project field. If funding sources have been established and more need to be added, click Add.

2. Select or Enter information into the fields as explained below: Field DescriptionProject AccountProject This is the project code to which you are adding a funding source string.Source The exact name of these fields varies based on the values your site has selected for the project

segments in Project Settings.CategoryTypeDescription This is a description of the funding source account string. Tip: Keep the description fairly generic, so

when you copy projects the expense and funding source strings will also apply to a the new project. For example, if you put the name of the project in the description, you will need to change this description when you copy the project.

Justification This is the justification for the funding source account string, if one is required.Acct Name This is the name of the funding source account string.Short Acct This is an abbreviated name for the account string.

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NameStatus This is the account's current status. If the parent project for the string is closed, the account string is also

Closed.Projected Date Range

The beginning and ending projected dates for the funding source string default from the project master file but may be changed here. These dates are not enforced by the system, and are for informational purposes only.

Actual Date Range

The beginning and ending actual dates for the funding source string default from the project master file but may be changed here.

Grant MUNIS offer the flexibility of managing grants through the general ledger or the project accounting module. A checkbox in the Grant Master program titled “Manage Using General Ledger” determines whether a grant is a valid choice when entering funding sources for a project. Only grants that have this check box cleared are available in the Funding Source FM program.

Default GL AccountFund These fields can be labeled differently, depending on how your site has set up their general ledger

segments.This is the default general ledger account to be used with this account string. You can choose to have only part of an account entered by default by leaving other segments blank. General ledger accounts do not need to be linked to project expense or funding source strings.

FunctionDept/LocProgramSubjectGradeCategoryOrgObjectProjectAllow GL Override

Selecting this check box allows a user to override the default general ledger account when entering transactions against the account string. If a default General ledger accounts is linked to project expense or funding source string then a budget GL Account must also be entered. This should be the same account as the default GL Account.

Revenue AllocationAllocation Type None – this funding source does not require a general ledger journal entry or a general billing invoice. In

our example, this applies to the cash and in-kind donations of $100,000.List – The funding source will reimburse specific expense types which you define in the Allocation Lines section at the bottom of the screen in order of priority. In our example, the federal and state grants only reimburse expenses associated with construction, which we setup as an expense type.All – The funding source reimburses all expense types associated with the project. Selecting All prevents entry in the Expense Type field in the Allocation Lines section. Unassociated – If ‘Unassociated’ is selected, then the revenue for the funding source applies to all expense types within the project that are not already associated with a funding source string through the ‘list’. This is similar to a catch-all rule. Selecting Unassociated prevents entry in the Expense Type field in the Allocation Lines sectionIn our example, the general fund is reimbursing all expenses not reimbursed by other funding sources, which is an “Unassociated” allocation type. We will also use the Max Allocation type of Actual, since the general fund is reimbursing actual expenses (see below)Expense strings which are not linked to an expense type will NOT BE INCLUDED in the revenue allocation process.The maximum allocation type can be either Budget, Actuals, or Greater of the two. This will determine whether the maximum allocation amount for the funding source string will be based on the funding source budget amount, the sum of the actual amounts posted to the funding source string, or the greater of the two.

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Summary: Budget assumes you are reimbursed after the fact; Actuals assumes you receive money in advance and file reports showing usage thereof. Greater of the two allows you to process the Revenue Allocation program for the associated expense strings up to the higher amount, cash receipts applied against the project or budgeted amounts applied against the project.The business scenario for ‘Actuals’ as the max allocation type is that the grant is providing funding in advance of spending it. Therefore you will have received money against the funding source string prior to the revenue allocation process and Actuals will not be zero for the account. For example: the granting agency has awarded you $50,000. Budget for the funding source string will be $50,000. The granting agency sends you $10,000 at your request. You post that either as a Misc. Cash Receipt, or a Cash Receipt against a General Billing invoice (if you sent one to the agency), or a General Cash Receipts journal. Now the actuals for the account are $10,000. Now you run the revenue allocation process and you will max out at $10,000, not $50,000. If the intent is to submit for reimbursement then you would want to set the max allocation amount as ‘Budget’. That way you would be stopped at the $50,000. TIP: Use the Max Allocation type of Budget for revenue allocation in situations where the grantor reimburses after the fact.This checkbox would be used by internal funding sources. It is rarely used for external funding sources.Funding source type indicates whether or not there will be reimbursement billed, and if billing is to be ‘Internal’ or ‘External’. If marked as internal, the funding sources are charged through a general journal entry to recognize the funds transfer when the revenue allocation process is run. When marked as internal, an allocation debit and credit account are required which are used when creating the general journal entry. If the funding source type is marked as external, the funding sources are charged through a general billing invoice to be sent to the grantor. When external, the AR Customer # and AR Charge Code will be required and used to create the general billing invoice. Any reimbursement billing is generated in the appropriate proof tables for review prior to posting.

MaxAllocation

Exceed Maximum Amount

Billing Type

3. Allocation Lines: Assume a project has two external funding sources for construction related expenses: A federal grant of $900,000 (65%) and A state grant of $500,000 (35%) for a total of $1,400,000 (100%) in funding.

Note: The federal and state grants only reimburse construction expenses and will be assigned LIST as the

Allocation Type and list the appropriate expense type in the Allocation Lines section. These sources have the highest reimbursement priority and therefore will be assigned an Allocation

Priority of 1. These funding sources only reimburse after the fact, (copies of invoices and checks are required as

proof for reimbursement) and will be assigned the Max Allocation Type of Budget. An Allocation Percent of 65% or 35% will be entered as appropriate. We will also enter the grant total of $900,000 or $500,000 as appropriate as the Max Allocation

Amount. Internal funding sources consist of donations and a general fund contribution of $1,500,000. Donations will use None as the Allocation Type. The General Fund monies will be setup as follows: Have All as the Allocation Type since the general fund is reimbursing all expense types associated

with the project not reimbursed by other sources. Have a Max Allocation of Budget. Are assigned an Allocation Priority of 2 for 100% of a maximum $1,500,000

Sequence This value is automatically updated by MUNISPriority Funding Source Strings are assigned priorities from 1 to 100; 1 is the highest priority. During the

allocation process, the highest priority groups (with the lowest number) are considered first. Within a priority group, allocation percentages of less than 100% are considered first. If a pass doesn’t fully allocate the expenses, the process goes to the next priority group. The number of passes for an expense type will be from 1 to the number of funding source priority groups. Allocation for an expense type stops when either all expenses are allocated or after the process runs through the last priority group.

App # Enter the Grant Application number if a grant is selected for the funding string. Exp Type This field is REQUIRED for the allocation process to function properly for the LIST Allocation Type.

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Expense Type Description

The expense type description populates based on the expense type chosen

Alloc % Each priority must total 100% within an expense type across all funding sources. In our example, we will use priority one for the federal and state grants, and assign 65% allocation to the federal grant and a 35% allocation to the state grant.

Max Alloc Amt

This is the maximum amount the grantor will reimburse. For our example, we will enter $900,000 for the federal grant and $500,000 for the state grant.

Allocated Amt This field is updated by MUNIS.

3. Click Accept when finished.

Step 6: Setup the Project BudgetSee document for more on this topic: Project Budget Package.docx, Project Budget Package Entry.docx and Project Budget Package Posting.docx A project budget can be setup in two different areas:

1. Using the Project Budgeting Programs: Financials General Ledger Menu Project Accounting Project Ledger Project Budgeting Processing

a. Use this option if the budget is to be exported to a Financial Budget Projection which has been created in the Budget Module. The exported project budget will update the financial budget projection general ledger accounts linked with the project expense and funding source strings. The project expense and funding source string budget amounts will appear as “detail info” on the general ledger account budget record

b. Is to appear as the original budget of the related general ledger accounts.

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2. Using the Budget Module: Financials Budget Processing Budget Transfers and Amendments

a. Is created mid-year and is to be considered an amendment to the original budget for the related general ledger accounts.

b. Do not want to generate a financial budget projection.

The project ledger budget, once exported, must also be posted to the project ledger. Package Detail posting options include:

Use Total Package Amounts: use this option if multiple years are budgeted in the package

Use Package detail year: use this option if the budget contains multiple years but only year one should be posted

Use Project Amounts only: use this option to create new project strings for the budgeted amounts (only available in version 10.2 or higher).

The related financial budget projection must also be rolled to the highest level used by the site, and posted to the general ledger using the Budget Completion Journal program. If this process is run outside the year end closing process, be sure that your Budget Settings indicate the current fiscal year.

Step 7: Inquire on Projects, Expenses and Funding SourcesFinancials General Ledger Menu Project Accounting Project Ledger Project/Inquiry Project Inquiry or Expense Inquiry or Funding Source InquiryIn Project Inquiry, several tabs are available in addition to the Toolbar More programs.

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Project Inquiry Tabs:Cash BalancesThe bottom of the Cash Balances tab shows a summary of all revenues and expenses actually received and paid so that project managers can quickly see the cash available at the project level. The tab also shows all expense and funding source account strings’ current actual cash balance.

Drill down to the next level of the string by clicking on the arrow to the left of the string:

Expense and Funding Source tabs These tabs allow you to toggle the project year column forward or backward.

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User DefinedThe user defined tab shows information on any user defined fields related to the project:

GL FundingThe GL funding tab shows funding sources for the project and related grant information if the project is managed using general ledger:

Revenue AllocationThe Revenue Allocation tab shows funding sources for the project if the project is managed using the project ledger:

Setup InfoThe Setup Info Tab shows the project available budget setup, requirements for project expense and funding source string actual and budget entries and administrative overhead rate to be applied at the project level:

Project Inquiry Ribbon Bar Options:Expense & Funding Source Expense and Funding Source Inquiry can be accessed directly from the Project Inquiry Menu area or from the Project Ledger Main Menu. These programs display balances as well as transaction detail in a month to date, year to date, or life to date view.

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Expense and Funding Source Inquiry allow for the ability to roll up balances to any project segment level. To the left of project segments 1 - 3 is an arrow, . Selecting this will roll up all balances to the indicated level. For example, to view all balances by project phase, then selecting to the left of the phase level rolls up all balances to project-phase.

AccountIn Project Inquiry you may directly access general ledger account inquiry for any general ledger account associated with the project. When you click on GL Account, the GL Account Inquiry program will appear. (Conversely, you may do the reverse function if you open GL Account Inquiry and select the project strings Toolbar option.)

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GL BudgetThis tab opens the Next Year Budget Entry program for the projection to which this related project budget has been exported. This tab only opens if the general ledger account segment “project” field matches the project ledger string “project” field.

GrantThis option displays the grant information associated with the Project:

Obligation DateSelecting this option will open the obligation date maintenance program. Add, update or delete obligation date ranges and amounts. If requisitions or invoices are entered with a fund or a project for which there is an identified obligation date, when the requisition or invoice is released, the program verifies the amount on the account and the obligation dates, subtracting the defined number of days from the obligation date to determine if the requisition is past due.

Limit TransactionsIn the Project Master program (not Project Inquiry) you may limit transactions against a specific 1st

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level (in our example, (Phase). Use this feature if you have setup phases for a project and want to prevent transactions to Phase 1 once Phase 2 starts. Do this for a number of programs by adding a limit for each program that should not allocate project transactions to this project-level combination.In project Inquiry, if you select the Limit Transactions option from the More menu, you will see the levels which are closed to program transactions, with one record for each program such as invoice entry, requisition entry, etc.

Major ProjectIf the project on which you are inquiring is linked to a major project, selecting this option from the More menu will open the Major Project View screen and displays all project codes that are subordinate to the current project. If there are no projects subordinate to the selected project, the program displays a message and returns you to the Project Master or Project Inquiry screen.

Employee DetailIf employee payroll module transactions are linked to the project on which you are inquiring, a display screen with two folder tabs will appear. One is Project Inquiry and the other is Employee Inquiry. Both tabs use the tree view for display. The Project Inquiry tab will show the number of hours attributed to a project or project string. The Employee Inquiry tab will show the same information, plus the employee number (hidden), employee name, pay type code and pay type description (hidden) for the detail. Payroll permissions and restrictions are checked for the user accessing the display based on the user’s role to determine the level of information shown. If the user cannot view any employee information the Employee Inquiry tab will be hidden.This link is currently called from both project inquiry and expense inquiry. Additionally, in expense inquiry the link is called from the main inquiry screen and from each of the rollup levels. When called from expense inquiry a secondary screen will open allowing for a date range or year to be defined. This will allow the display set to be filtered. If the date input screen is left blank, all historical data will be selected for the project or expense string. All forms of output are available and a report will print showing only the information that is contained in the display. The displayed data can also be exported to Excel.

Amounts ViewThis Menu option will display amounts for the project in a Monthly or Life of Project format

NotesThe Notes option on the Menu allows for detailed information to be saved within the Project. This could be a copy and paste of the Terms and Conditions or lengthy text that does not fit on the project itself but is still relevant

Project CentralProject Central is a more graphical representation of data that allows you to view summary and detail information about project ledger data that exists in your organization’s Munis system.

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The Project Summary pane displays the number of active or planned projects and project warnings in the colored boxes. Clicking the Planned Projects or Active Projects boxes updates the table to display only the projects of that type. You can click the buttons at the top of the table to view the projects in a list view or a grid view.

Click a project code link in the Project column to view the code in a detail format on a new screen. The detail screen is divided into a header and three tabs of information: Expenses, Funding, and Milestones.Click the project title on the header to open it in the Project Master program. Clicking the project code in the line graph on the Expenses tab opens the expense or funding source string in the Expense or Funding Source Inquiry program. Use the Contracts, Purchase Orders, and Employee Cost links to view additional project detail information.The Funding tab displays a list of funding source strings for the project, as well as a graph of the expense type amounts. View a funding source string in the Funding Source Inquiry program by clicking a link in the Funding Source column.The Milestones tab displays a Gantt chart of the project's milestones. You can change the chart to show milestones by day, month, or year. Use the Edit Milestones link to open the GL Milestones program, which allows you to maintain milestone codes for the project.Click the View Warnings button on the ribbon to view the Project Warning Summary dialog box. This pane contains colored boxes that display any warnings that apply to the project. This button is only available when warnings exist for the project. If there are no warnings for a project, the View group on the ribbon is empty.

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Clicking the Excel button on the ribbon on any screen exports the displayed information to an Excel spreadsheet.

Step 8: Process Transactions against the projectProject transactions can be created using one of two options:

1. The Munis program that initiates the transaction. The Project Accounting module is fully integrated with all other MUNIS modules including Payroll, Requisitions, Purchase Orders, Contracts, Accounts Payable, Accounts Receivable, General Billing, General Ledger, and Budget. This allows for all MUNIS transaction documents to be tracked in both the General Ledger and the Project Ledger. Detailed explanations of processing transactions in these modules are available on the Knowledge Base. It is recommended to post transactions to projects using this option. Permissions impact a user’s ability to post transactions to projects. A checkbox identifying whether

or not the document entered is project related may be checked when entering a MUNIS document. The default for this checkbox is based on the Apply projects to transactions by default permission for the users’ Project Accounting Role. If enabled, the Project accounts applied checkbox will default to Yes which will provide ease of entry.

2. Transactions may be posted directly to a project using Project Journal Entry/Proof. This does NOT impact the general ledger. It is not recommended to use option 2 unless you are entering historical information at a detailed

project level that has already been posted to the general ledger. For example, assume your organization went live with Munis on July 1, 2012 and converted three

years of general ledger historical account balance information. No detail history was converted into expense or funding source strings. Now you would like to have that information in Munis and are willing to manually enter these balances and would enter and post a project journal entry, possibly one sided, to all project expense strings or two sided, to expense and funding source strings.

Project Journal Entry/ProofThe Project Budget Adjustment Entry, Project Encumbrance Entry/Proof, and Project Journal Entry/Proof programs allow you to make adjustments to the project ledger. These programs use identical screens, but create journal entries of different types. The journal types created by each program are as follows:

Project Budget Adjustment Entry - Budget Adjustment (PAJ) of 46


Project Encumbrance Entry/Proof - Encumbrance Adjustment (PAE)

Project Journal Entry/Proof - Actual Adjustment (PAC)

All three programs abide by the role based permissions assigned to your user role in Project Accounting Roles. You can only enter, delete, and post adjustments if you have been assigned the appropriate permissions.The programs verify the active status of projects based on the project expiration date or extension date (if one exists). Field DescriptionsJournal Identification InformationJournal Effective Date

This is the effective date of the journal entry created when the adjustment is made. The default value is today's date.

Source This is the journal source code. The value of this box is entered by the program and cannot be manually changed.

Journal Number The program automatically enters the next available journal number in this box, based on the

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Field Descriptionsjournal effective date. Journal numbers are set by the Project Journal Number Control program.

Short Description

This is a short description of the adjustment, which appears in the Ref 4 field of Project Journal Inquiry.You can enter up to twelve characters in the box.

Journal Reference

These boxes allow you to enter journal references, if applicable.

Reference 2Reference 3Journal Entry LinesLine This is the line number of the detail item.T This is the project account type. Valid options are E (expense string) for F (funding source

string).Project String This is the project account string to which the adjustment applies. I/DD/C

This column indicates whether the adjustment is an increase, or decrease.The column title is D/C in the Project Encumbrance Entry/Proof and Project Journal Entry/Proof programs, and I/D in the Project Budget Adjustment Entry program.

Amount This is the amount of the increase or decrease.Comment This column contains any additional comments about the project string adjustment.Journal TotalsIncrease These boxes are for informational purposes only and cannot be directly edited. They display

the total increase and decrease amounts for the journal entry.Decrease

Enter an adjustment 1. Click Add. The program opens the fields for entry.

2. Complete the fields, using the Field Descriptions table as a guide above.

3. Click Accept.

4. Click Output/Post. The program opens the Output screen.

5. Select an output method and click Ok. The program displays a confirmation message.

6. Click Yes to post the adjustment journal.

Import an actual journal entry using Excel 1. On the ribbon, click Excel Import. The Project Ledger Journal Import program displays.

2. Click Define and complete the fields on the screen.

3. Click Accept, and then click Import. The program displays the Output screen.

4. Select an output method and click Ok to generate an error report or proof report.

5. Click Return to return to the Project Journal Entry/Proof screen.

Modify adjustment lines 1. Open the adjustment for which to modify lines.

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2. Click Modify Lines. The program opens the Journal Entry Lines table for editing.

3. Make the required changes and click Accept. The program closes the fields and saves your updates.

Project Adjustment ApprovalsWorkflow Assistant is an integral component of Munis® Workflow; it is designed to assist you with managing your outstanding approvals. The program checks for pending actions entered in the Munis system, and displays these for you when you open the program.Workflow Assistant does not automatically notify you when items are awaiting your approval. You must check the Workflow Assistant program periodically to view items for approval. Click Refresh to view new items that have become available since you launched the program.The options available for processing an approval vary according to the approval type. Workflow notifies transaction originators on a process-by-process basis if a transaction is rejected. On the Workflow Settings program's Approver Rejections tab, the Workflow administrator selects the codes for processes that should require e-mail notification to the originator in the event that a transaction is rejected.Field Description

Action Taken This is the action that you have taken on the item. For example, when you click Approve the program displays Approved in this column.

Detail/Held Comment This is information regarding the item.If the item is on hold, the comment that was entered is in this column

Active/Held Date This is the date and time that the Workflow item was created.If the item is on hold, the date that it was put on hold is in this column.

Forward To/Held By When an item is being forwarded, the user ID of the person that it is being forwarded to is in this column.When an item is on hold, the user ID of the person who placed it on hold is in this column.

To manage a Workflow item:1. Highlight the item in the list of items to be managed. 2. Do one of the following:

(These options vary according to the approval type.) Click Approve. The program enters Approved in the Action Taken column. Click Reject.The program displays the Enter a Reason For the Rejection screen. Type a

reason in the box and click Accept. The program enters Rejected in the Action Taken column. Click Forward. The program displays the Forward Single Workflow Item screen. Select the user

to whom you are forwarding the item from the User ID for Approvals/Preapprovals list, type a reason in the Forward Reason box, and then click Accept. The program enters Forwarded in the Action Taken column and the name of the user that you forwarded the item to in the Forwarded To/Held By column. When you establish forwarding, the program forwards all active messages in your inbox to the forwarding recipient. If you access Workflow Assistant when you have forwarding enabled, the program prompts you to confirm if you want to retain or cancel the forwarding feature. If you cancel forwarding, the program returns all unprocessed approvals to you and sends all future approval messages to you.

Click Hold. The program displays the Enter a Reason For the Hold screen. Type the reason for the hold in the Hold Reason box and click Accept. The program enters On HOLD in the Action Taken column.

3. Click Cancel Changes to reset any changes.4. Click Process Batch to complete the approval process. The program processes the approvals as

directed and closes.

You can also: Click Comment to add a comment regarding the item.

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Click Approvers to view a list of other approvers. Click Forwarding to begin forwarding all of your approvals to other users. When you select this option,

the program displays the Workflow Fowarding screen where you can define the date and time at which to automatically stop the forwarding.

Click Addl Info to view additional information for the item. Click Refresh to refresh the list of items requiring action. Click Dual Delivery to disable or enable delivery of Workflow notices to your e-mail address as well as

Workflow Assistant. Double-click an item to view the item detail.

Project Amendments to GL JournalsAdjust transactions that have been posted to the general ledger that were not allocated to the proper project expense or funding source string using this program. The journal need not have a project string associated with it. Use this program to add a project string to a transaction that has already posted even if it has been posted to a period that has since been closed.Project Accounting Project Ledger Projects/Inquiry Project Amendments to GL Journals

1. Select Search to find the journal you wish to adjust

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2. Once you have identified the journal, select Maintain Lines from the Toolbar.3. Update the lines appropriately by clicking on the line to be edited.4. You may also add information to the project line area by selecting a blank line to edit. You need to use

the TAB key to move to the project string field rather than clicking in that field.5. Accept when complete.6. Output/Proof to review the amendment. 7. Once you have selected Output/Proof, the Toolbar will show an option to Post the

Amendment. When you select this option, you will be prompted to Post. Select yes if you are ready to post the amendment.

Step 9: Allocate overhead to the projectThe sample project used in this document has a 10% administrative overhead. For sample purposes, we posted accounts payable invoices for $1,465,000 against the project and as you will see on subsequent pages, $146,500 in overhead was applied in step 9.To create project overhead, select Financials Project Accounting Project Ledger Project Processes Project Overhead Allocation

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1. Click on Define to complete the overhead allocation:2. Calculate overhead section. You can choose to apply either Administrative and/or Actual overhead

and can also specify specific journals for processing. a. For example, if overhead rates are only to be applied to labor costs, select the source code

‘PRJ’ – Payroll Distribution Journals. b. An example of administrative overhead would be that the grantor allows you to markup all

expenses in the project by the administrative overhead percentage defined in the Project Master.

c. An example of Actual overhead would be that for payroll transactions only, the grantor allows you to markup these transactions up by the actual overhead percentage defined on the Project expense string.

3. Project information section. The process can be run for an entire project or a specific project account string. The transaction date range determines the project account activity to which overhead is applied. The journal effective date applies to the project overhead journal generated by this process. The

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overhead journal created will have a journal source PAO – Project Overhead, which posts only in the project ledger. By having a specific journal source, overhead charges can be easily identified through inquiry and reporting.

4. Click on Select to select transactions against which the overhead will be applied.5. Print or spool a proof report to ensure that the amounts being posted are correct before the overhead

journal is created.6. Click on Output/Post to allocate overhead. The overhead amount being applied will be charged back

to the project expense string on the original project ledger transaction as shown in the project inquiry screen shot below.

Note: If you receive this error, fix it by making sure budget exists for the expense string if the allocation method is budget or that cash receipts exist for the funding source if the allocation method is actual.

Step 10: Allocate Revenue to the project and/or create general billing invoices and general journal entriesThe Project Revenue Allocation program allocates project revenues against project expenses and, if the funding source is marked as external, generates a billing document (GL journal or GB invoice in the appropriate proof tables for review prior to posting). If marked as internal, the funding sources are charged through a general journal entry to recognize the funds transfer when the revenue allocation process is run. Several setup steps impact the Project Revenue Allocation process. If any of these steps are not completed properly, the Project Revenue Allocation process will not function.

The Allocation process requires an expense type on the expense account string associated with the project.

The Project Master Funding Source string must be defined with a Revenue Allocation type of List, All or Unassociated. If none is entered as the Revenue Allocation type, no allocation occurs.

If the Project Master Funding Source string is assigned to an external funding source, the related AR charge code must by a calculation type 5, quantity times unit price and have the option Use for Project Accounting checked.

It is required that the allocation percent sum to 100% across all funding source account strings for each priority level, otherwise the revenue allocation process will not be run.

If the Max Allocation is set to Actual and you have not recorded any cash receipts against the project, no allocation will occur. See Step 5 for more information.

If the Max Allocation Type is Budget and the checkbox for Exceed Maximum Amount is not checked and a budget has not been entered for revenues for the project, then no allocation will occur. The Revenue Allocation process looks at the funding source string budget amount to determine the maximum allocation, not the expense string budgets.

To account for accounts payable retainage amounts in the Revenue Allocation Process, when transactions are allocated, the Project Revenue Allocation program performs allocations, deducting any retainage amount. The held amounts may be released by Project Revenue Allocation at a later time. When processed and posted, the amounts appear in the funding source revenue allocation tab and in expense string inquiry.

To allocate project revenue, select Financials Project Accounting Project Ledger Project Processes Project Revenue Allocation

1. Select Define and complete the fields as appropriate and click on Accept. Notice at the bottom of the screen stating expense amounts were found that are eligible for allocation.

a. If no items are selected, see the preceding paragraph listing the rules for revenue allocation and verify your funding source strings and expense strings are setup properly.

2. Select Process to process transactions for revenue allocation.

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a. If an error message at the bottom states Errors occurred during processing. Check error report for more information, and then select Reports from the Ribbon Bar.

3. Select the Error Report option to see the error

To correct the error above, enter and post a Project Budget Adjustment to the Funding Source strings involved in the Project to increase the budget.See Appendix B for another typical Revenue Allocation error message and the solution.

4. When the Allocation Process is successful, Select Output/Post from the Toolbar and respond Yes if ready to post the allocation journal. This will create General Billing Invoices for external funding sources and/or General Ledger Journal entries for internal funding sources. A Project Revenue Allocation journal will be created regardless of the funding source billing type.

It the funding source billing type is external, a General Billing Invoice is created.

To see the general billing invoice created, go to General Revenues General Billing Invoice Entry and Proof Browse to find the journal created by the user.

1. Then select View Batch to see the invoice created. Accept the line item shown.

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2. Select the Detail Screen option from the Toolbar to see the allocation date range and the project account in the invoice line item description.

3. A sample report of the general ledger journal entry made when the General Billing Invoice is posted follows. The general ledger accounts are derived from the AR Charge Code associated with the funding source string.

Project Revenue Allocation Reversal1. Select Define from the Toolbar2. Enter any Allocation information3. Select Accept to see all revenue allocation entries. 4. Once entries appear, you can click on Select and check the box for the entry to reverse.

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5. Click Accept

6. Select View Warnings if a Yes appears in the warning column for the entry you have selected. Sample warnings appear below. (If you do not select an entry first, you will see all warnings). If the Revenue Allocation Process generated billing invoices to external funding sources, these

should be deleted if unposted or adjusted to zero if posted. If the Revenue Allocation Process created general journal entries, these should be deleted if

unposted or reversed if unposted.

7. After you have selected an entry, Select Proof from the Toolbar. Enter an effective date for the revenue allocation reversal journal and then select an output method when prompted. A sample reversal appears below.

8. Select the Post option to post the reversal journal.

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Project Revenue Allocation with Retainage amounts involvedProject Ledger has the ability to account for accounts payable retainage amounts in the Revenue Allocation Process. When transactions are allocated, the Project Revenue Allocation program performs allocations, deducting any retainage amount. A document specifically addressing the steps involved with retainage when project revenue allocation is processed is available on the KnowledgeBase at: Project Revenue Allocation with Retainage.docx

Step 11: Create reports to track project status - Report Template MaintenanceProject reports can be generated using reporting templates or by selecting the pre-defined reports on the Project Reports menu. Currently two pre-loaded templates (corresponding to reports found on the menu, project budget report and project detail) can be copied and modified. Create new templates to generate customized reports. To view, maintain or create a custom report template, select Financials Project Accounting Project Ledger Project Reports Report TemplatesYou cannot create or modify templates unless you have been assigned the Maintain Reporting Templates permission in Project Accounting Role Maintenance.

1. Click Add to create a new template.2. Choose reporting options as explained below.

Field DescriptionTemplateCode Enter a template code up to 9 alphanumeric characters..Description Enter a description of the template.Master This check box indicates that the selected template is a master copy. The check box cannot

manually be selected or cleared, unless you are performing a Find action.Default Report Title Enter a default report title. Each box prints on a separate line.Report OptionsFormat This is the number of columns that the report should contain. You can select up to eight

columns of data.Segment Description This option allows you to select whether the reports using this template should display the

short or long description of the segments. Segment descriptions are defined in the Project Segment Codes program.

Print Report Definitions Selecting this check box causes reports created from the template to include report definitions on the last page of the report.

Show Funding Source Strings As Credits

Selecting this check box causes funding source string transactions to display as credits. Clearing the check box causes funding source string transactions to display as debits.

Double Space the Report This check box directs the program to double space the report.Exclude Accounts With Zero Balances

Selecting this check box excludes from the report all accounts that have a zero balance.

Include Cents in Dollar Amounts

Selecting this check box directs the program to include cents as part of dollar amounts.

Amounts Exceed 999 This check box indicates that the amounts that appear on the report may exceed 999 million,

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http://help.munis.com/v81/pa/Content/Programs/pasegmnt01.htm

http://help.munis.com/v81/pa/Content/Programs/pasegmnt01.htm

http://muniskb.tylertech.com/DocumentViewer.aspx?doc=x3e1ziL/f202/oo1HtJOZQ==

http://muniskb.tylertech.com/DocumentViewer.aspx?doc=x3e1ziL/f202/oo1HtJOZQ==


Million and will thus require additional space on the report.Only Include Project Accounts That Exceed X % of Available Budget

This option allows you to restrict the inclusion of accounts to only those accounts that currently exceed the defined percentage of their available budget. For example, if you enter 50 in the box, the resulting reports only display accounts that have expended more than half of their available budget.

3. Click Accept when finished. 4. The column definition window will appear, allowing you to select

values for each column in the report. You can select items for each column by using the field help or by selecting List Codes from the Toolbar. Use up to 8 columns on the report, consisting of the following items:

5. Select a column value for each column and then Accept to save your work.

6. Select Return when complete to exit the program7. When you return, you may now use the Toolbar options to:

Update (change) column definitions or headings Copy the template View the change history (audit trail) for modifications to the

template. Any modifications made to the reporting templates will be audited. Audits can be viewed through Change History.

To print the report you created using the Report Template Maintenance Program, select Financials Project Accounting Project Ledger Project Reports Print Template Reports

Click Define. Complete the fields with the

necessary report criteria. Refer to the Online help Field Descriptions table for more information.

Click Accept. Use the output buttons on the

MUNIS toolbar to view, print, create a PDF file, export to Word, Export to Excel, or save the report to a spool file using the Text option.A sample 8 column report without any detail appears:

Project Budget ReportThis report shows the project original budget, net budget amendments, the revised budget, requisitions, encumbrances, actual (invoiced) amounts and the available budget amount and percent of budget used. It may be printed with or without detail. A report without detail is shown below.

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Project Detail History ReportThis report shows the journal information on all entries to the project, including the source journal, the four reference fields, amount, general ledger year and period and the entry amount.

Project Revenue Allocation ReportThis report menu item offers several report types for reviewing posted revenue allocations. This is an excellent reporting tool to use if you need to justify reimbursement requests sent to grantors (GB Invoice) or internal funding sources (External Journals) to internal or external auditors. For project managers, the Funding String and Expense Type reports will be very helpful.

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To create a report, select one of the project revenue allocation report types. When the report screen appears, select Define to enter criteria. Then select one of the Toolbar output choices.By Funding String:

By GB Invoice:The GB Invoices report may will be useful to anyone auditing reimbursement requests to external funding sources.

Project Accounting Transactions Exception ReportThis report searches for records that do not appear in the general ledger but do appear in the project ledger.

1. Click on Define. Enter the General Ledger account segments to include in the report. Ideally, when you Accept the segment definition you entered, a message at the bottom of the screen will

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appear showing no records found. This means that all general ledger transactions for the selected segments have a corresponding project ledger string entry.

2. If records are found, you will see a message similar to this:

3. Select an output option from the Toolbar.

To reconcile the differences, print the General Ledger Account Detail Trial balance for the selected range of dates and segments that appear on the Project Accounting Transaction Exceptions Report to determine if the transactions should be linked to projects.

Project Summary ReportThis report shows funding and expense string amounts for the projects and dates specified.

Project and GL Activity ReportSelect Define and enter criteria. Select Accept when complete and a second window allowing you to select projects and project segments will appear.

Select Accept and then Select Return to return to the reporting window. If you have defined successfully, the bottom of the screen will display a count of the number of records found meeting the definition criteria.

Select Accept again

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Select Report Options from the Toolbar to change reporting options.

Select Accept if you changed report definitions. Select one of the output options on the Toolbar.

Default GL Account ExceptionsUse this report to determine if any general ledger accounts linked to project strings were over-ridden by end users with permissions to do so.

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Project Employee Activity ReportThis report shows all payroll transactions that were posted to employees.

Grant Funding ReportThis report shows by grant, the amounts allocated, awarded and received by project. Report definitions for this report relate to grant master fields.

Contracts By Project ReportThis report shows all project transactions involving a contract. A sample is not shown here.

Year to Date Budget Report

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This report is excellent if you have entered budget information into the general ledger as explained in Step 6. To create the report, go to: Financials General Ledger Inquiries and Reports YTD Budget Report. Sample pages of the report follow:

Step 12: Close the year for “Yearly” projects The Project Year End Close program closes the fiscal year for the Project Accounting module and is run independently from the standard year end close process. The standard year end close process does not consider project strings when it is run. Since projects can be on different fiscal years than the general ledger fiscal year, the project year end close process impacts the project ledger only and does not impact the general ledger. The GL year end close process does not post to the project ledger or close out any project ledger accounts. A project fiscal year can differ from the standard general ledger fiscal year, so projects must be rolled based on the fiscal year defined in the Project Master program. You can define project strings with one of three carry forward methods, which are defined in the Project Settings program in the Annual Projects Year End field. You can select to roll encumbrances only, with or without budget transfers, or select to roll encumbrances and remaining available budget.You can also create the budget for a project annually using the Project Budget Package program. This process establishes the project budget each fiscal year. You can select to include the project's budget in the year end close, or not. If you include the project's budget in year-end close, the remaining budget amount is rolled forward into the new fiscal year.

Life to Date: If the project available budget is defined as Life to Date in the project master, the project will be budgeted once for the life of the project or the project may be budgeted annually. These projects should be included in the project year end close process only when it is required to track a start of year budget, separate from an inception budget. Project adjustments will need to be made to increase and/or decrease the project’s budget for the life of the project.

Yearly: If the project available budget is defined as Yearly in the project master file, running the project year end process will bring forward the project’s remaining available budget from one year to the next.

If the project will have budget posted from a project budget package for the year, the rolled budget is posted as an additional amount. If the project will not have budget posted from a project budget package for the year (i.e. original project budget amount was for the life of the project), rolled budget establishes the original budget for the next year.

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IMPORTANT: Enter all prior year activity for the project before closing the project year. The Year End Close process removes any remaining budget will be removed from the prior year into the New Year. If All unposted/open transactions must be posted before the year end close process will occur.The project year end process will:

1. Remove any remaining available budget from the prior year, 2. Check for any transactions that have not yet been posted and any open requisitions pertaining to the

projects being rolled. 3. Carry forward encumbrances, if selected in Project Settings. You can define project strings with one of

three carry forward methods, which are defined in the Project Settings program in the Annual Projects Year End field. You can select to roll encumbrances only, with or without budget transfers, or select to roll encumbrances and remaining available budget.

4. You can also create the budget for a project annually using the Project Budget Package program. This process establishes the project budget each fiscal year. You can select to include the project's budget in the year end close, or not. If you include the project's budget in year-end close, the remaining budget amount is rolled forward into the new fiscal year.

Encumbrances: Since projects can be on different fiscal years, more than likely there will be open encumbrances at the time the project balance is to be rolled to the New Year. In addition to rolling forward the remaining available budget, any open encumbrances for the project account string will also need to be taken into account. If there are any open encumbrances for the project year being rolled, the open encumbrance amount will be liquidated in the year being closed and the amount will be re-encumbered in the New Year. In addition, if encumbrances are rolled to the new project year but then liquidated in the prior project year, this will result in negative encumbrances for the prior year. It is important to be aware of this potential situation. Two project ledger source journals are created, PYE to track liquidations at year end, and PYO to track encumbrances at the start of the new project fiscal year. A project adjustment will be made to track the remaining available budget posted to the New Year.

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To run the Project Year End Process, select Financials Project Accounting Project Ledger Project Processes Project Year End Close

1. Click Yes to continue after reading the warning2. Select Define. You will be reminded to make a backup and be the only user in the system. This is to

ensure that transactions are not being entered against the project(s) being closed and balances are updated properly. You must use the tab key to move through all fields before you are allowed to Accept.

3. Click Select. You will be prompted to print or file a year-end report.4. Select Post and answer Yes when prompted.5. The Project Year End Close program closes the fiscal year for the Project Accounting module and is

run 6. If any of the selected projects have a status of Closed, or have remaining available budget, the system

provides a warning and an error log of the details. Resolve all conflicts before completing the year end closure.

7. Click Post. The program posts the year end close and rolls forward any remaining budget amounts for encumbrances that carry to the New Year.

Step 13: Close the projectTo access the project closing program, Select: Financials General Ledger Menu Project Accounting Project Ledger Projects/Inquiry Project Master

1. Find the project to be closed

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2. Click on the Toolbar item More and then select Close Project

2. Click on Define.3. Complete the fields as appropriate given the field description

below. Note that if other projects are posting to the same general ledger accounts as the project being closed, you would not want to close GL accounts with the current project.

Field DescriptionsClose Project Strings with the Current Project

This check box directs the program to close all associated project strings when the project itself is closed. This option is not recommended if you have other projects that share project strings with the project to be closed. Do not check this box if you create new projects by copying a template project as suggested in Step 3.

Close GL Accounts with the Current Project

This check box directs the program to close all associated general ledger accounts when the project itself is closed. This option is not recommended if the general ledger accounts are used by other MUNIS functions.

Remove Remaining Budget from Project Strings

Selecting this check box causes the program to create a journal entry that zeroes the remaining budget in the project's account strings.

Project Journal Post Date

This field is only available if you selected to remove the remaining budget from the project's account strings. This is the effective date of the journal entry that zeroes out the account strings.

Project Journal Description

This is the description of the journal entry. This field is only available if you selected the Remove Remaining Budget from Project Strings check box.

Flag Project for Creation of a Fixed

This check box indicates that the project creates a fixed asset record upon closure.

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Field DescriptionsAsset Record

4. Click on Select. The pop up window should change to show strings selected5. Click on Process6. Answer Yes when prompted to continue. When complete, a message will appear in the lower left

corner of the screen:7. Select Return from the Toolbar to return to the project master screen. When completed, the project

master status now shows closed.

Appendix One – Sample Project Expense and Funding Strings1. Design Phase

a. Create Request for Proposal (RFP) Taski. Create Project Team SubTaskii. Preliminary Draft SubTaskiii. Final Draft SubTask

b. Release RFP Taski. Draft Bidder List SubTaskii. Set Date for Mandatory Meeting SubTaskiii. Draft letter to bidders SubTaskiv. Mail RFP and Letter to Bidders SubTaskv. Post RFP and Letter on WebSite SubTask

c. Select Winning Bidder Taski. Reserve Mandatory Meeting Space SubTaskii. Invite Project Team SubTaskiii. Create Q&A document based on meeting attendee questions (Q) and project team

member answers (A) SubTaskiv. Follow up letter with Q & A SubTaskv. Review Bids SubTaskvi. Make Recommendations to Board of Trustees SubTaskvii. Award Bid SubTask

2. Construction Bidding Phase has same tasks and subtasks as the Design Phase3. Construction Phase

a. Kick off meeting taskb. Team Meeting taskc. Inspections task

i. Foundation inspection subtaskii. Plumbing inspection subtaskiii. Electrical inspection subtaskiv. Roof inspection subtask

d. Billing grantors for reimbursement Task4. Internal Fit-up Phase

a. Furniture and Fixtures Taski. Shelving SubTaskii. Desks SubTaskiii. Chairs SubTaskiv. Lighting SubTask

b. Information Technology Taski. Card Catalog SubTaskii. Internet PC’s SubTaskiii. Self Check Machines SubTaskiv. Patron Database SubTask

c. Library Materials Taski. Books SubTask

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ii. Media SubTaskiii. Database access licenses SubTask

5. Staffing Phasea. Advertise new Positions Taskb. Interview applicants Task

i. Background checks SubTaskii. Extend offers SubTask

c. New Hire Orientation Taskd. Staff Training Task

Appendix B - Revenue Allocation Error

Admin Error Log Display/Purge Find (tip—use the date field to refine the search)This error means “This funding string is maxed out and has skipped in processing.”Solution:

1. Check the funding source strings to see what you’ve set as the Max Allocation amount, because one of them has already hit the max.

2. If you have set “Actual” for the Max Allocation type and have not recorded any receipt of funds then this message will appear. If applying for reimbursement, the Max Allocation type should be set to “Budget”.

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module: v8 project accounting - web viewbefore you can successfully use project accounting, you must...

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