balance inquiries: general ledger · kuali financials 6.0 balance inquiries: general ledger page 6...

Kuali Financials 6.0 Balance Inquiries: General Ledger

of 12 4/5/2016 version

Balance Inquiries: General Ledger General Ledger Balance inquiries are used to get up-to-date information about an account. Inquiries can be submitted for

one account;

all accounts within an organization; or,

for a specific object code. The presentation of accounts is governed by the access/security structure, which contains the permissions by organization of what people can see.

The various options are accessible from the group in the portal, under the REFERENCE options:

The can also be found by typing the word “balances” or “ledger” in the box.



Each of the options for General Ledger Balance Inquiries is explained in the chart below. Each choice will present a Look up screen with fields for qualifiers of your choice.

Look Up Menu Option Look Up Results

Available Balances Displays the cumulative balances for an account by object code; comparing budget, actual, and encumbrances to the amount of budget remaining. Subtotals are provided for each object type – Assets, Liabilities, Fund Balance, Revenue and Expenses. You can drill in to each amount by object code to arrive at the documents from which the amount originated (the transaction.)

Balances by Consolidation Displays account balances at the highest object code reporting tier (the consolidation).

Cash Balances Displays the beginning, year-to-date, and available cash balances for an account and/or sub-account. It provides a bottom line snapshot of your account. The report was designed for those accounts that produce income/revenue through sales and services, and cash accounts. ►Caution: The Cash Balances inquiry should not be confused with the Available Balances inquiry that compares actual transactions and encumbrances to budget amounts.

General Ledger Balance Shows an account's object code beginning balances and the balances for each month of the fiscal year. Similar to some of the other Kuali Financials online inquiry screens the user can drill down into the balances to view transaction detail and specific documents. This also exports nicely to an excel spreadsheet and shows the balance for each object code by month.

General Ledger Entry Displays the individual transactions that make up the balance in an account. It is the same inquiry that can be displayed by drilling down into the General Ledger Balance report, but instead of drilling down from the General Ledger Balance screen you can go directly to this report by selecting it from the Balance Inquires menu.

General Ledger Pending Entry The General Ledger Pending Entry Lookup is identical to the General Ledger Entry lookup except that it displays entries that have not yet posted. Transactions are pending until the document has made its way completely through the approval process and the G/L batch posting job has run.

Open Encumbrances Displays the detail for open encumbrances. Enter either: the fiscal year, chart, and account number OR the fiscal year and document number.

The valid values for the encumbrance report include 'EX' (external encumbrances), 'IE' (internal encumbrance), and 'PE' (pre-encumbrance).

External encumbrances (EX) are those that are owed externally to entities outside Stevens and represented by an open purchase order. Internal encumbrances (IE) represent funds set aside for commitments within Stevens, such as payroll or employee benefits. Pre-encumbrances (PE) are established within Kuali FInancials via the Pre-encumbrance document.



Certain Look Up screens will allow the inquirer to choose from a few options (pictured on page 5):

Option Sub-Options and explanation

Object Type Option

Income Statement Only: Shows only the revenue and expenses within an account. This is most useful for accounts with budgets that govern the amount available for spending. For example accounts in the sub-funds of Central Appropriations (CENTA), Designated (DESIG), Sponsored agreements, (SPON), and Construction in Progress (CIP). Balance Sheet Only: Shows just the activity or balances for the assets and liabilities in an account. This is most useful for accounts with asset and liability balances in object codes other than Claim on cash (1100). This would be accounts in sub-funds Current Funds-General (CFGEN), Endowment Funds-General (EFGEN) and Plant Funds-General (PFGEN). Both: Returns both the income statement and balance sheet object codes.

Consolidation Option Consolidation: Aggregates the amounts by sub account, sub object code, and object type. Detail: Returns balances for each sub account, sub object code, and object type. Exclude Sub-Accounts: Returns balances for accounts that include only the transactions posted without using a sub-account. Useful for Sponsored Agreements (SPON sub-fund) that have a sub-account used to capture the cost-shared expenses.

Include Pending Ledger Entry

No: includes only transactions posted to the G/L (those run in the nightly batch job). Approved: includes transactions posted to the G/L and those approved in workflow, but not yet posted. All: includes any and all transaction regardless of their pending or posted status.



The selection page for Available Balances is shown below. Note: all the lookup/inquiry screens appear similar to this, the Available Balances Lookup: This screen is repeated on the next page with various field explanations.



All fields with an * asterisk are required to be filled in.

A note about the Fiscal Year:

Kuali Financials is the official financial record for Fiscal year 2012 and beyond. All budget and actual transactions, supporting documentation, route logs, etc, are available through these inquiries.

Financial “actual” transactions from the legacy general ledger (FRS) for FY11 have been loaded to KFS and are available for inquiry and comparison. Please be aware of some important considerations with the FY11 data.

1. FY11 budget transactions were not loaded to KFS. 2. The “drilldown” function is not available to get to the documentation supporting the FY11 transactions. 3. FRS remains the official source for any FY11 financial data. Therefore, for official surveys, donor or grant

reports, etc. use FRS as the source data. On this screen you must enter the Fiscal Year, the Chart Code “SI” and then complete the other fields of your choosing.

1 Object Type Options: Income Statement Only will include all “inflows” and “outflows” to the accounts. The object types are: IN

(Income), EX (Expense), EE (Expenditures not expense – i.e. purchases of capital assets), ES (Expenditures not cash – i.e. Bad debt expense and depreciation) TI (Transfers IN) and TE (Transfers Out).

Balance Sheet Statement Only this will include asset (AS), liability (LI) and fund balance (FB) object types. Both: will include all object types.

2 Consolidation Option, determines the level of detail with which you would like the report to present. Clicking on the Consolidation radio button will produce a report aggregated at a high level while choosing Detail will result in very granular and detailed results. Exclude Sub-Accounts will return only those transactions recorded to the account without a sub-account qualifier.

You can do a search on

any field with a

magnifying glass

1

2 3



3 Including Pending Ledger Entry is where you select what entries are to be included in your results. No includes only transactions posted to the G/L (those run in the nightly batch job). Approved includes transactions posted to the G/L and those approved in workflow, but not yet posted. All includes any and all transaction regardless of their pending or posted status.

The available balances report looks like this.

You can export the report to a CSV (comma separated values), Excel (spreadsheet), or XML file.

The last four pages of this guide contain more details on the Export options.



Lookups from the Balance Inquiries Screens

Often you need to do an Available Balances or other General Ledger inquiry, and do not remember the specific account number. Clicking on the magnifying glass next to the Account Number opens the Account Search Screen.

Kuali Financials has many options available to search for an account if you do not know the account number.

Field Description

Account Name The title of the account. Use an asterisk (*) as a wildcard.

FRS Account Number The account number in Stevens’ prior financial system (FRS) that is associated with the new account in Kuali Financials. Use an asterisk (*) for the first number of the FRS account. Example, for FRS account 029794 you would type in *29794. This will ensure that all possible values are returned.

Organization The department, college, or unit to which the account is associated.

Use the magnifying glass to look up the possible values for this field.

Responsibility Center The Division of the University to which the account is associated.


Reports to “Organization”

Uses the organization hierarchy in which the account is associated. Example, the School of Engineering and Science is Organization number 1047. Typing in Org 1047 will return all of the accounts associated with all of the organizations that are the next level below Org 1047 in the hierarchy.

Reports to Chart of Accounts Code

Not applicable for Stevens

Account Type An attribute of the account that provides information about the purpose. Examples of Account Types include Term Scholarships, Pinnacle Scholarships, Gift Annuity, or PI Research Incentive Award.


Fund Group Funds groups are used to classify resources in an account for internal managements and to indicate the presence or absence of donor restrictions. The five fund groups are Current (CU), Endowment (EN), Plant (PL), Loan (LO) and Agency (AG).

Sub-Fund Group The Sub-fund further classifies the resources in an account as to their purpose and restriction. Sub-funds with the most accounts are:

within the Current Fund: (CU) CENTA – Central Appropriations and SPON – Sponsored projects and research

within the Plant Fund (PL): CIP – Construction in Progress


Fiscal Officer Principal Name

The Fiscal Officer is associated with the account and responsible for all transactions in the

account. Use the magnifying glass to look up the principal name of the Fiscal Officer Account Manager Principal Name

The Account Manager is associated with the account and responsible for reconciling the account and monitoring the accuracy of the transactions.

Use the magnifying glass to look up the principal name of the Account Manager



Field Description

Account Supervisor Principal Name

The Account Supervisor is associated with the account and responsible for the overall budget in the account, and will receive notice if any attributes on the account are changed.

Use the magnifying glass to look up the principal name of the Account Supervisor

After you have found the value to use in your search, click the return value to enter the value as criteria in your original search.



Export Functionality:

For the illustration of export functionality we chose Available Balances for FY2016 for account 1100248.

At the end of any result set, there are links for exporting the data to a different format.

Each of these three export options are explained on the following three pages.



1. The CSV option

Click CSV (comma separated values) to export the data as a comma delimited file.

In our example, we choose CSV and this was the result:

Note:

1. the column headings did not export 2. the columns may need to be expanded to accommodate the data



2. The spreadsheet option

Click spreadsheet to export the data as a spreadsheet file.

Note:

1. the column headings DID export 2. the columns will need to be expanded to accommodate the data



3. The XML option

Click XML to export the data as xml. Below are just a few lines of the XML file opened with Wordpad:

balance inquiries: general ledger · kuali financials 6.0 balance inquiries: general ledger page 6...

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