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Available Balances

Available Balance This report will display The Account Number Sub-Account Number Object Code Sub-Object Code Budget Amount Actuals Amount Encumbrance Amount Variance – Amount Available This report is similar to screen 018 in FRS. Purpose: Display available balances per account per object code Available balance is displayed as „variance‟ and includes budget, less actual, less encumbrances.

Available Balances

The valid wildcard is the % and operators >, <, can be used in selecting ranges of Object codes. Make sure no space in entered between the >5999

Any item that has a Search symbol will display the options available for that field.

Available Balances

Consolidation Option: This option will consolidate the Sub-Account and any Sub-object code to the Account and Object code level.

Detail option will display the „subs‟, (Sub-accounts and Sub-object codes)

Including Pending Ledger Entry will include any documents that are in process. Approved will include those entries approved as of today. All will include any

pending document, whether it is approved or waiting to be approved.

Any underlined item can be clicked on to display

additional information or to drill down further into

transaction levels of data detail.

Sort

By clicking on the amount $2413.00 in the previous screen the above is displayed. By clicking on 2,008.00 , a detailed transaction list will be displayed in the following screen, and from there you can drill down once again on the underlined Document number 340453 and the document will be displayed.

The transactions can easily be exported by using the options at the bottom of the page. Simply click on the underlined word “Spreadsheet” which is just to

the left of “Export options:” Click 'csv' to export the data as a comma delimited file, 'spreadsheet' to export the data as a spreadsheet, or 'xml' to

export the data as xml.

EXAMPLES

Balances By Consolidation

Balances By Consolidation This report will display

Account number Sub Account number Reporting Sort Code Consolidation Code Lookup By Level Budget Amount Actuals Amount Encumbrance Amount Variance – Available balance Purpose: Displays the total income and total expenses on an account, rolled up by a consolidation code.

Drill down on “Lookup by Level”

Consolidation code CMPN = Compensation has level Codes for the various types of compensation, such as Admin Pro ADMN, State Classifies SCLS, etc. GENX = General Expenses has various types of general expenses in Level Code; Service SERV, Supplies SUPP, Personal Services SERX

Object Code 5011 Faculty

Salary

Object Level ACSA

(Faculty) will group similar

object codes into reporting

categories.

Consolidation code CMPN

Consolidation codes will group

the various object levels

If there were an entry in the routing process but not yet approved, by clicking on Drill Down under See „Pending

Entry‟, the entry will be displayed. If there were an Encumbrance Amount against the object code it would be

displayed under „Encumbrance Amount‟

EXAMPLES

Cash Balances

Cash Balance This Report will include Account Number Object Code 1100 “Cash” Beginning Balance Contracts Grants Beginning Balance Amount Account Line Annual Balance Amount Available Cash Balance This is similar to screen 018 in FRS Purpose: This report will only show the cash balance – object code 1100

Is the cash balance good or bad ?

General Ledger Balance

General Ledger Balance This report will show Chart Code Account Number Sub-Account Number Object Code Sub-object Code Balance Type Code Object Type Code Beginning Balance Line Amount Contracts Grants Beginning Balance Amount Account Line Annual Balance Amount This screen is similar to screen 018 and 019 in FRS. When you use the drill down function, it will give you transaction detail similar to screen 023 in FRS Purpose: Displays all object codes (unless specified) in an account. Using the Drill down capability, all transactions can be displayed

Th e ‘B a la n c e Ty pe Co de s’ AC Ac t u a ls – d e fa u l t i s AC

A2 No t in Use

B B Ad j u s t e d B a se B u d ge t - Or ig in a l

B u d ge t

CB Cu r r e n t B u d ge t – B u d ge t w i t h

Ad j u s t m e n t s – R e v ise d B u d ge t

CE Co st Sh a r e En c u m b r a n c e s

EX Ex t e r n a l En c u m b r a n c e -

o b l iga t io n t o p a y v e n d o r s

o u t s id e o r e x t e r n a l t o CSU

I E I n t e r n a l En c u m b r a n c e –

o b l iga t io n t o p a y

t r a n sa c t io n a l d o c u m e n t fo r

go o d s o r se r v ic e s p r o v id e d

b y o n e d e p a r t m e n t t o a n o t h e r

d e p a r t m e n t w i t h in CSU

MB Mo n t h ly B u d ge t – se c t io n in

B u d ge t s t h a t a l lo w s b u d ge t b y

m o n t h

NB Clo se No m in a l B a la n c e – Ye a r e n d

p r o c e ss , c lo se R e v e n u e s a n d

Ex p e n se s b a la n c e s in t o t h e

B a la n c e Sh e e t (F u n d B a la n c e )

P E P r e -En c u m b r a n c e

R E Ye a r En d B u d ge t R e v e r s io n

T R Tr a n sfe r s

Th e ‘Obje c t Ty pe Co de ’

AS Asse t

CH Ca sh No t I n c o m e - i e d e p o si t s

EE Ex p e n d i t u r e n o t Ex p e n se

Co st o f Sa le s 7 0 0 x , Ca p i t a l

p u r c h a se s l ik e e q u ip m e n t ,

v e h ic le s a n d b u i ld in gs

ES Ex p e n se No t Ex p e n d i t u r e

De p r e c ia t io n e x p e n se 6 6 7 9 ,

Do u b t fu l a c c o u n t s 6 6 3 2 ,

Ca sh o v e r o r sh o r t 6 6 3 4

EX Ex p e n se Ex p e n d i t u r e –

Ge n e r a l e x p e n se , sa la r ie s ,

su p p l ie s

F B F u n d B a la n c e

I C I n c o m e No t Ca sh –

Gi ft s , L ib r a r y H o ld in gs ,

Gi ft s -Co l le c t ib le o b j e c t s

I N I n c o m e – Ca sh

LI L ia b i l i t y

T E Tr a n sfe r o f F u n d s – Ex p e n se

T I Tr a n sfe r o f F u n d s – I n c o m e

B e lo w is a d isp la y o f t w o

d iffe r e n t ‘B a la n c e Ty p e

Co d e s’ AC fo r Ac t u a l

An d I E fo r I n t e r n a l

En c u m b r a n c e

B y se le c t in g t h e t y p e o f

‘B a la n c e Ty p e Co d e ’ t h e

d a t a d isp la y e d c a n b e

r e d u c e d b y t h e se le c t io n

c r i t e r ia .

Left Blank

The „Amount View Option‟: Monthly will show the month‟s activity total. Accumulate will show the accumulative total year to date.

For example, monthly is chosen and „July‟ below is 670.59. This is the total for the month for the month of July and (225.64) for

„August‟ is the monthly amount for August. If „Accumulate had been chosen, July would still be 670.59 but August would show the

accumulative total of 444.95 ( 670.59 + (225.64) ) and Sept accumulative would be 790.00

The „Amount View Option‟: Monthly will show the month‟s activity total. Accumulate will show the accumulative total

year to date. For object code 6601 below, July is zero, August is 290.05 and the September amount is

the year to date (accumulative) total of Jul-Sept 340.95

Amount View Option: MONTHLY

The „Amount View Option‟: Monthly will show the month‟s activity total.

Accumulate will show the accumulative total year to

date

Amount View Option: Accumulate

Month of July -0- Month of August 290.05 Month of September 50.90 Month of October -0- Month of November 140.00 Total Year to Date 480.95

EXAMPLES

General Ledger Entry

General Ledger Entry This report will display Fiscal Year Organization Reference Id Chart Code Reference Document Type Code Account Number Reference Origin Code Sub-Account Number Reference Document Number Object Code Pending Entry Approved Indicator Sub-Object Code Balance Type Code Object Type Code Fiscal Period Document Type Origin Code Document Number Transaction Ledger Entry Description Transaction Ledger Entry Amount Debit / Credit Code Transaction Date Organization Document Number Project Code

Purpose: To display an original entry / document. This screen is similar to screen 023 in FRS No required fields!!!!! - Not True !

By doing a search on only the Fiscal year, Chart code, Account Number, Balance Type Code, and

the Fiscal Period, all the documents will be displayed that

occurred in that fiscal period.

To complete this search, either University Fiscal year, chart of

accounts code, account number, and fiscal period must be specified,

Or the university fiscal year and

document number must be specified.

Default entries are Fiscal Year, Balance Type Code: „AC‟ and

the current Fiscal Period

Fiscal Periods Jul 01 Aug 02 Sep 03 Oct 04 Nov 05 Dec 06 Jan 07 Feb 08 Mar 09 Apr 10 May 11

Jun 12

** or % may be input in the Fiscal

Period field to view all entries for the fiscal year and also used in the

Balance Type Code Field to view all balance types

Document Type: allows you to pull data by the type of document. i.e.

„CR‟ would be a Cash Receipt Document and „IO‟ an Internal Order. There are currently 379

document types listed. The following page lists some of the most common document type

codes.

Common Document Type codes: Account ACCT Adjustment Voucher AV Advance Deposit AD Budget Adjustment BA Cash Receipt CR Disbursement Voucher DV Distribution of Income/Expense DI General Error Correction GEC Internal Billing IB Internal Order IO Payment Request PREQ Pre-Encumbrance PE Procurement Card PCDO Purchase Order PO Transfer of Funds TF Work Order Authorization WOA

Origin Code: allows you pull data by the means of the entry,( who entered the

document) i.e. „01‟ is KFS entry, „T1‟ is Telecomm, „F1‟ Facilities The following slide

has a complete listing of Origin Codes

Origination Codes 01 Kuali Database name: KFS P3 Payroll Biweekly A2 Aries A/R P4 Payroll Salary A3 Campus Loan Manager PJ GLE A4 CashNet S1 Sponsored Programs A5 CSU Cashiers T1 Telecommunications A6 Business and Financial Services V1 Vet Hospital A7 ICR Encumbrance C1 Central Receiving D1 Diagnostic Lab D2 Division of Public Affairs F1 Facilities FS FRS MF IUIS GLE P1 Payroll-TPC P2 Payroll Adjustments

The Document Number is the originating document specific to each entry – (Another easy way is to do a

document search)

R e fe r e n c e Do c u m e n t Ty p e Co d e : a l lo w s

a se a r c h fo r e x a m p le u s in g I O fo r

I n t e r n a l Or d e r (se e t h e fo l lo w in g p a ge )

Organization Document number is optional to the department for tracking

documents

Project Code: allows you to look up data by the project code, most of these

would be Plant fund projects maintained in Facilities

Reference Document Type Code: allows a search by a disencumbrance

document. ( Using this to do a search would be seldom used)

Organization Reference ID is a reference identification number

assigned by an organization

By entering the items listed to the left and selecting

„search‟ the entries are listed on the following screen

Using document 526296 found in the listing of transactions from the

previous screen, 2 items were retrieved. By clicking on the

underlined „Document Number‟ the original document will be displayed

EXAMPLES

General Ledger Pending Entry

General Ledger Pending Entry This report will display: Fiscal Year Organization Reference Id Cart Code Reference Document Type Code Account Number Reference Origin Code Sub-Account Number Reference Document Number Object Code Sub-Object Code Balance Type Code Object Type Code Fiscal Period Document Type Origin Code Document Number Transaction Ledger Entry Description Transaction Ledger Entry Amount Debit / Credit Code Transaction Date Organization Document Number Project Code

Purpose: Display Pending original entry / document. It will display pending entry documents by account and object code

This search option would be used to view entries

approved today, or those documents that are in

process.

This can also be done using the „General Ledger Entry‟

screen and choosing „Pending entry”

This will display all Pending entries for account 2600010 by object code

Notice that this document is in “Pending Action Requests”

“Finalized” date is blank – once the document is

completed this will be date stamped

EXAMPLES

Open Encumbrances

Ma in Me n u – B a la n c e I n q u i r ie s – Op e n En c u m b r a n c e s

OPEN ENCUMBRANCES This report will display Fiscal Year Chart Code Account Number Sub-Account Number Object Code Sub-object Code Balance Type Document Type Origin Code Document Number Description Open Amount Closed Amount Outstanding Amount Transaction Date Purpose: To provide information on encumbrances. FRS has no similar screens No Required Fields - NOT True !!

To view all encumbrances, leave the balance type code blank. To display certain types of encumbrances, input EX, IE or PE in the „Balance Type‟ field.

Items that need to be entered are: Fiscal Year, Chart Code,

and Account Number OR Fiscal Year and Document

Number

„No required fields – Not true!‟

BALANCE TYPE CODE A2 A21 Balances – Labor Ledger only AC Actuals (Balance Sheet) BB Adjusted Base Budget CB Current Budget CE Cost Share Encumbrances EX External Encumbrance IE Internal Encumbrance MB Monthly Budget NB Close Nominal Balance PE Pre-Encumbrance RE Year End Budget Reversion TR Transfers

External Encumbrance „EX‟

EXAMPLES

Questions ???