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This session will walk you through the steps required to find your Funds Available for a particular cost center.
Funds Available (FA) = Budget (B) - Actual (A) - Encumbrance(E)
Budget: Estimate of revenues and expenditures for which actuals may be measured against.
Encumbrance: Commitment of expenses. Monies which have been committed for a particular expenditure. E.g. A new computer has been ordered but not yet received.
Actual: Expenditures or revenues that have already been incurred/received. E.g. The invoice for the new computer has been received and processed into Accounts Payable.
It is important to understand that a user cannot make any changes in the General Ledger but can only review the information.
This session starts after the login process. For assistance on how to login refer to the Login training session.
When the Funds Available form opens. The Ledger Field will always be Ryerson University.
Tab passed the Ledger field.
Click the drop down list in the Amount Type field.
The Amount Type is used to determine how the system will calculate and display the Funds Available.
You will have four choices:
Period To Date: Displays the balance for the period selected (e.g. Oct-08)
Quarter To Date Extended: Is used when you want to view balances for a particular quarter.
(1st Quarter: May, June, July - 2nd Quarter: Aug., Sept., Oct. - 3rd Quarter: Nov., Dec. Jan. - 4th Quarter - Feb., March, April)
Year To Date Extended: Will display the data from the beginning of the fiscal period (May 2008)
up to the period you select in the period field. (ex. Oct.-08)
Project To Date: Is used to view balances from the beginning of the project up to the period you selected (ex. Oct-08)
In this example you will select Year To Date Extended
You will notice that when you click in certain fields the List of Values (LOV) button appears (grey button with three dots).
The budget field has a List Of Values attached to it. If we select the LOV for this field there are two different budgets types to choose form:
1. The Fiscal Budget - Will be displayed as FY XXX BUDGET
where XXX represents the fiscal year.
eg. FY089 Budget stands for Fiscal Year
May 1st,2008 - April 30,2009
2. The Project Budget - Will display data from the year the project
started to the current period or when the
project ended.
Click the Budget field List of Values button.
Select FY 089 Budget from the list.
Click on the Encumbrance Type LOV (List of Values).
You can select any Encumbrance Type that you would like to view. Typically All is selected to view all commitments or obligations.
Below are 3 types of Encumbrances.
1. Requisition (called a Commitment if created after June 2008)
2. Purchase Order (called an Obligation if created after June 2008)
3. Invoice (called Invoices after June 2008)
For this lesson select All
The period becomes important based on the Amount Type selected above.
Since we selected Year To Date Extended for the amount type, the period we select here will display the data from the beginning of the Fiscal Year indicated in our Budget up until the Period we select here.
Example: If we chose to leave the period as May 2008 then we would only retrieve the data for May 2008. By selecting Oct-2008 we will retrieve data from may 2008 until Oct 2008.
Select the LOV (list of values) button for the Period.
In this example select Oct-08 as the period.
The company value of 1 represents Ryerson University. This is the value that will always be used.
Enter the value 1 into the COMPANY Field.
Select the Fund field.
Select the Fund LOV.
A caution message will appear. Select the OK Button.
Select OP (Oper/SRC Summary) for the operating fund.
Your cursor automatically moves to the High Value Field.
Press [Tab] to move to the next field
Select the Cost Centre LOV
A Longlist text box will appear. The text box will say that "This is a long list. Please enter a partial value to shorten list."
In Oracle you can use the % (wild character) to search for all values in the list.
Enter the % to search for the cost centres.
Click the OK button.
A caution message will appear, click the OK Button.
All items that contain training% appear.
Select - 10113 (Financial Systems & Training).
The Amount Type is used to determine how the system will calculate and display the Funds Available.
You will have four choices:
Period To Date: Displays the balance for the period selected (e.g. Oct-08)
Quarter To Date Extended: Is used when you want to view balances for a particular quarter.
(1st Quarter: May, June, July - 2nd Quarter: Aug., Sept., Oct. - 3rd Quarter: Nov., Dec. Jan. - 4th Quarter - Feb., March, April)
Year To Date Extended: Will display the data from the beginning of the fiscal period (May 2008)
up to the period you select in the period field. (ex. Oct.-08)
Project To Date: Is used to view balances from the beginning of the project up to the period you selected (ex. Oct-08)
In this example you will select Project To Date.
You will notice that when you click in certain fields the List of Values (LOV) button appears (grey button with three dots).
The budget field has a List Of Values attached to it. If we select the LOV for this field there are two different budgets types to choose form:
1. The Fiscal Budget - Will be displayed as FY XXX BUDGET
where XXX represents the fiscal year.
eg. FY089 Budget stands for Fiscal Year
May 1st,2008 - April 30,2009
2. The Project Budget - Will display data from the year the project
started to the current period or when the
project ended.
Click the Budget field List of Values button.
Select Project Budget from the list.
Click on the Encumbrance Type LOV (List of Values).
You can select any Encumbrance Type that you would like to view. Typically All is selected to view all commitments or obligations.
Below are 3 types of Encumbrances.
1. Requisition (called a Commitment if created after June 2008)
2. Purchase Order (called an Obligation if created after June 2008)
3. Invoice (called Invoices after June 2008)
For this lesson select All
The period becomes important based on the Amount Type selected above.
Since we selected Project To Date for the amount type, the period we select here will display the data from the beginning of the Project indicated in our Project Budget up until the Period we select here.
In this example we will retrieve data from the start of the project until Aug 2009.
Select the LOV (list of values) button for the Period.
Select Aug-09 for the period list.
Click in the Summary Account field.
The Find Accounts form will launch.
The company value of 1 represents Ryerson University. This is the value that will always be used.
Enter the value 1 into the COMPANY Field.
Your cursor automatically moves to the High Value Field.
Press [Tab] to move to the next field
Select the Fund LOV.
A caution message will appear,
Click the OK button.
Select PJ (Project Summary) for the operating fund.
Your cursor automatically moves to the High Value Field.
Press [Tab] to move to the next field
Select the Cost Centre LOV
A caution message will appear, click the OK Button.
Click in the Find field.
All items that contain oia% appear.
Select - 57432 (OIA: OHSB-Related Activities).
When the Find Accounts form opens this is where you key in your Chart of Accounts information.
Company - Fund - Cost Centre- Account - Activity - Employee/Course - Location
eg. 1-OP-10113-7731-0000-00000000-000 (Note: The Location segment is not currently used.)
It is important to note that for the Funds available screen you are only required to enter information from the Company to the Cost Center in order to search for the funds available. You do not need to enter the Account to Location information in the Chart of Account unless you require specific details in your search.
We will go into further detail of each segment as we enter the data into this window.
When entering in the Account information we have 2 options. Entering the values directly into the field for using the List of Values (LOV) for each field to search any of the value you are unsure of.
In this example we will review both options.
Enter the value "training%" into the Find field after the %.
Note: You can search by the cost centre value or the description of the cost centre. For this example we will be searching by the cost centre description "training%" .
The Account Level will remain as the default All.
The Chart of Summary Accounts Codes lists the funds checking parameters defined for each summary template set-up by finance.
Summary Inquiry Example: 1-OP-10113-xxxx-xxxx-xxxxxxxxx-xxx
Summary Accounts can be used to perform summary level inquiries. Summary accounts group your revenue and expenses into specific major categories: Total Revenue, Total Salaries, Total Benefits, Total Non-Salary Expenses & Net Total lines.
Listed in this screen capture the Summary Account Values and the Account Code Ranges.
Click in the Summary Account field.
The Find Accounts form will launch.
Your cursor automatically moves to the High Value Field.
Press [Tab] to move to the next field
The Account Level will remain as the default All.
When the Find Accounts form opens this is where you key in your Chart of Accounts information.
Company - Fund - Cost Centre- Account - Activity - Employee/Course - Location
eg. 1-PJ-10113-7731-0000-00000000-000 (Note: The Location segment is not currently used.)
It is important to note that for the Funds available screen you are only required to enter information from the Company to the Cost Center in order to search for the funds available. You do not need to enter the Account to Location information in the Chart of Account unless you require specific details in your search.
We will go into further detail of each segment as we enter the data into this window.
When entering in the Account information we have 2 options. Entering the values directly into the field for using the List of Values (LOV) for each field to search any of the value you are unsure of.
In this example we will review both options.
The Chart of Summary Accounts Codes lists the funds checking parameters defined for each summary template set-up by finance.
Summary Inquiry Example: 1-PJ-57432-xxxx-xxxx-xxxxxxxxx-xxx
A Longlist text box will appear. The text box will say that "This is a long list. Please enter a partial value to shorten list."
In Oracle you can use the % (wild character) to search for all values in the list.
Enter the % to search for the cost centres.
Enter the value "oia%" into the Find field after the %.
Note: You can search by the cost centre value or the description of the cost centre. For this example we will be searching by the cost centre description "oia%" .
Summary Accounts can be used to perform summary level inquiries. Summary accounts group your revenue and expenses into specific major categories: Total Revenue, Total Salaries, Total Benefits, Total Non-Salary Expenses & Net Total lines.
Listed in this screen capture the Summary Account Values and the Account Code Ranges.
Here you can see the following:
Total Revenue: 5999
Total Salaries: 6899
Total Benefits: 6999
Total Non-Salary Expenses: 8999
Net Total Line: 9999
To see the Funds Available for this cost center look at the net total line 9999.
In this example our Funds Available is 51,664.89.
Press [End].
Here you can see the following:
Total Revenue: 5999
Total Salaries: 6899
Total Benefits: 6999
Total Non-Salary Expenses: 8999
Net Total Line: 9999
To see the Funds Available for this cost center look at the net total line 9999.
In this example our Funds Available is 23,502.30.
