ifas budget training becky cragin controller organization key a number that identifies a: cost...
TRANSCRIPT
IFAS Budget Training
Becky Cragin
Controller
Organization Key
A number that identifies a:
• Cost Center
• Department
• Administrative Unit
Object Code
A number that identifies a line item:
• Revenues
• Expenditures
Account
The combination of an Org Key and an Object Code.
Examples
• Org. Key
11605 Business Affairs
11637 Business Office
11571 Geiger Center
11565 University Testing
11604 Dean of Students
• Object Code
4613 Other Income
4713 Other Income/Interdepartmental
5103 Supplies/Classroom
5179 L D Telephone
5125 Minor Equipment
5101 Supplies/Office
Examples
• Account
11605-4613 Business Affairs- Other Income
11637-4713 Business Office-Other Income/Inter
11571-5103 Geiger Center-Supplies/Classroom
11565-5179 University Testing/L D Telephone
How to access your budget in IFAS
Use files
Menu questions
Use File
A file that has been created using predetermined criteria.
Accessing a Use File
• To which system does this request relate?– GL
• Which General Ledger Function would you like to perform?– IQ
• Which information would you like?– Name of use file
Summary Use Files
Summary of all object codes within an Org Key.
Use yy Current Year
Use yy99 1999-2000
Use yy98 1998-1999
Use yy97 1997-1998
Use yy96 1996-1997
Use yy95 1995-1996
11637 Business Office Cragin, Becky 98-98
OBJ CODE / Desc Budget Actual Encumbrance Balance N
===================== ============= =====================
4609 Discounts Taken/ .00 5.00 .00 -5.00 O
4613 Other Income 200.00 100.00 .00 -100.00
5101 Supplies-Office 400.00 300.00 150.00 -50.00 O
5125 Minor Equipment 500.00 450.00 .00 50.00
5175 Periodicals 150.00 100.00 .00 100.00
** Total Revenue Acct 200.00 105.00 .00 95.00
** Total Expense Acct 1050.00 850.00 150.00 50.00
** Revenues - Expense
** Sum All Acct Types
Use yy
Budget
- Actual
- Encumbrances
= Balance
Transaction Use Files
For transactions within an Org Key and Object Code, type:
Use tr
Use trhc
ACCOUNT NUMBER ORGKEY Title OBJ CODE Desc.
======================================== ================
11637-4613 Business Office Other Income
Date Reference Sb Misc Description Amount
======== ================ == ==== =========================
06/01/99 Prior Balance 3,000.00
06/01/99 11 1998 CR VA REPT FEE 1998 7.00
06/01/99 TTLAR 1998 AR Auto ID: ARCC601C Job: 1004191 10.00
06/02/99 11 1998 CR IRS INT REFUND 9.00
06/02/99 TTLAR 1998 AR Auto ID: ARCC602J Job: 1005073 10.00
06/04/99 TTLAR 1998 AR Auto ID: ARCC604L Job: 1008705 20.00
06/15/99 TTLAR 1998 AR Auto ID: ARCC615C Job: 1010291 20.00
06/17/99 0699038 1998 JE 5/11/99 Adj fr 11000-2341 60.00
06/22/99 TTLAR 1998 AR Auto ID: ARCC622G Job: 1015234 10.00
06/28/99 TTLAR 1998 AR Auto ID: ARCC628F Job: 1015395 -10.00
ACCOUNT NUMBER ORGKEY Title OBJ CODE Desc.
======================================== ================ ====
11637-5101 Business Office Supplies-Office
Date Reference Sb Misc Description Amount
======== ================ == ==== ==============================
06/01/99 Prior Balance 1000.00
06/02/99 69939 1998 OH Digital Data Co Supplies-Offic 200.00
06/11/99 81205 1998 EN business office supplies EN 50.00
06/22/99 0699046 1998 JE 98A Cartridge/Bus Office 6/1 130.00
06/24/99 0699064 1998 JE June Sup/Business Office 39.50
Identifying Transactions
CR Cash receipt
JE Journal entry
OH AP computer check
TR Hand written or reversed check
EN Encumbrances-purchase orders
Who to call when you have a question about a transaction
AR or JE transaction - Angela Leal
OH, TR, or EN transaction - Dorinda Cullum
Accessing Your Budget Using Menu Questions
Line item summary (use yy)• Which information would you like:
– Yy
• Enter budget version desired:
– AD
• Show budgets at which level:
– OBJ
• Selection Criteria:
– 01,02
Menu Questions Cont.
Line item summary (Use yy)• Selection Criteria for the ORGKEY:
– 01• Enter the ORGKEY Codes:
– Example: 11637• Selection Criteria for OBJ CODE:
– 01• Enter OBJ Codes:
– 5101,5125• Default through remainder of questions.
Accessing Transactions Using Menu Questions
• Which information would you like:
– TR
• Do you want a Hard Copy of selections? (Y/N):
– N• Would you like your Terminal Quiet? (Y/N):
– N
• Line Printer Copies, Name, Pri., & Option: – 01BUSLASER08
• Would you like encumbrances shown? (Y/N):
– Y
Menu Questions Cont.
• Would you like the short format? (Y/N):
– N
• Enter the TYPE of Selection Criteria separated by commas:
– 01,02
• Enter Selection Criteria for the ORGKEY :
– 01
• Enter the ORGKEY Codes:
– 11637
Menu Questions Cont.
• Enter Selection Criteria for the OBJ CODE:
– 01
• Enter OBJ CODE Codes:
– 5101 or 5125
• Enter starting date (MM/DD/YY):
– 080198
• Enter ending date (MM/DD/YY):
– 073199
• Enter the codes for the options below:
– 00
Description PR Ck no. Contract Number Sb Prep Work Order No
============================ == ======== ================ == ====
0898021 1998 01 98 ST 08/25/98 N/A..N/A 5.00
-- 08/25/98 864880 JECC825B 0.00
Sup/Business Office 01 50952 JE CC
2859 1998 01 98 ST 08/25/98 V25450 P 50.00
-- 08/22/98 864042 OHTM825B 0.00
Uncommon Thread Shirts 01 11127475 80094 OH TM 1.0
00030103031499 09 98 ST 04/02/99 V24781 P 0.00
-- 03/14/99 973254 TRDC402A 300.00
Visa Corporate Supplies-Offi 09 11138140 TR DC 1.0
Detail Trail BalanceMenu Questions
Current Ledger Code: GL
General Ledger Function: Reports
Type of report: Standard Report
Standard Report: Detail Trial Balance
Ledger Side: GL Side - General Ledger
Type of Selection Criteria: 01,02
Sel Criteria: 01
ORG KEY codes: 11000
Selection Criteria: 01
OBJ CODE Codes: 4000-4999,5041,5043,5085,
5100-5999
Detail Trail Balance Menu Questions Cont.
Selection Criteria: 01
OBJ CODE Codes: 4000-4999,5041,5043,5085,
5100-5999
Manner of producing report: Normal Job - Verbose Format
Starting Transaction Date: 060199
Ending Transaction Date: 063099
Single Fiscal Year: YES
P Copies, Pri & Option: 01buslaser08
Default through remainder of questions
OBJ CODE Date Primary Ref. Desc (short) Debit Credit Balance
======== ======== ============ ============ ===============
5125 06/01/99 Prior 60.00 30.00 30.00
06/02/99 0590714-IN L & M Office 50.00 0.00 80.00
5125 *total* DR Minor Equipm 110.00* 30.00* 80.00
5131 06/01/99 Prior 200.00 0.00 200.00
06/02/99 01 CASHIER'S B 10.00 0.00 210.00
5131 *total* DR Travel-Admin 210.00* 0.00* 210.00
5151 06/01/99 Prior 100.00 50.00 50.00
5151 *total* DR Luncheons, M 100.00* 50.00* 50.00
5175 06/01/99 Prior 1,075.00 0.00 1,075.00
06/10/99 11 RIA REFUND 0.00 75.00 1,000.00
5175 *total* DR Periodicals 1,075.00* 75.00* 1,000.00
Budget Adjustment Form
• Look in computer to get current budget information
• Use actual budget amounts
• Do not use cents; round to the nearest dollar
• Budget adjustment must balance
How to Balance Your Budget Adjustment
• Increase expense by increasing revenue
• Increase one expense by reducing another expense
Interdepartmental Invoices
• Transfer line items transactions from one org key or object code to another.
• Charge other departments and club accounts for products and services.
Check Requests
Check request forms should always be done when needing a check. The only time a check request form is not required is with a proper invoice. Book order forms, memberships, reimbursements, etc…. need check request forms attached.