OnePurdue Budget & Fiscal Planning

Showcase

Funds Management Budgeting workBench

(FMBB) Training

August/September 2007

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Agenda

New fields & form format

Examples, Examples, Examples

Document Tips

Base Budget Tracking Report

Who to contact for questions . . .

Questions & Answers

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FMBB Form Revised

(Appendix A)

(New Form Required

September 10, 2007)

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New Form Fields

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New Form Fields

Selection Criteria• PROCESS: (Select from Drop Down List)

» ENTR - Enter» TRAN - Transfer (Most Commonly Used)» SUPL – Supplement

• DOCUMENT TYPE: (Select from Drop Down List)

» CHGS – Changes (Most Commonly Used)» CHJV – Changes with JV» SUPL – Supplement

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More - New Form Fields

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More - New Form Fields Recurring vs. Non Recurring• Previously used “Reserve Code” – 001 for

Non-Recurring Transactions• REC/NREC field allows you to select from

drop down list» REC – Recurring» NREC – Non Recurring

Sender/Receiver• Sender = Debit = “-”• Receiver = Credit = “+”• On the form the field is automatically

populated when REC/NREC is selected.

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Form Fields

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Form Fields Defined… Fund Fundcenter/Costcenter Commitment Item (FM)

• A Commitment item conversion table from Object Code and Position code combinations for Salary & Wage transfers has been created.

» (i.e. 71099/0030A12 = 506010)• Supply & Expense can be at detail or high level, or at

reserve commitment item.• Currently, there are some restricted reserve

commitment items that are only to be used by the President/Provost/EVPT/Central Office areas.

• The Conversion list and restricted reserve commitment items list can be found in Appendix C & D respectively, and on the B@P website under the Resources section.

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Form Fields Defined

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Form Fields Defined Funded Program

• Only use real orders, no statistical internal orders. • Reference SIOs in short and/or long text

Amounts = $$$

Text = CUL + Short Text Field• CUL – Previously FTE

» Format should be 100.00 for someone who is Full Time» Format for Part Time - 050.00 or 065.00» Maximum of 10 characters in CUL Field (i.e.

1,234,567.89)» If not included in recurring transactions, the base

budget tracking report will not be effected.• Short Text Field appears in SAP Transaction.

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Form Fields Defined

Long Description – Available for viewing via Webview

Reference of Journal Voucher # and JV Date Parked

Prepared By – Please be sure to include for contact information regarding problems and corrections.

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EXAMPLES

EXAMPLES

EXAMPLES

(See Appendix B – Examples 1-14)

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Document Tips Appendix F is a Quick Reference Sheet in

preparing a FMBB. Appendix E and the Business@Purdue website

examples of Process/Doc Type combinations.• List includes example uses of combinations.• List can be found under Resources section on the

Business@Purdue website.

Transferring between budgeted and non-budgeted funds • Do not use Balance Sheet Account on FMBB.

» i.e. Balance Sheet Account - 4000001000• Use transfer GL Accounts on JV, not the Commitment

Items from the FMBB.

Attach approved copies of JV when required.

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More Document Tips Prepare JV when transferring General Funds

between campuses. • i.e. same fund 21010000, but change between

4010XXXXXX & 1010XXXXXX (See Example #10)

Verify Recurring Balance by commitment item prior to preparing a recurring FMBB.

Revised FMBB form is now available. • Revised form found on Business@Purdue website

and on the Business Services – University Business Office Forms website.

• Required use starts September 10, 2007. » After this date any document not on new form will be

returned to the preparer

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Base Budget Tracking Report Available on OnePurdue Portal

• Select Financial Systems/Reports/Funds Management/Base Budget Tracking

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Who to contact for questions . . . .

Bette Bilyeu – 47127 – bette@purdue.edu

Katie Stair – 61056 – kstair@purdue.edu

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Questions ? . . . . .