User Manual - University of Arizona
Contents
1. i co T I 11322273838 an 500 fame urencinena insert TRAVELOUT EXPENSE sooo JTRAVELINENCUMBRAN 61408 In addition users can use the Filter By Selection function to select only those items that they are interested in Please refer to the MANIPULATING DATA IN FORMS section for instructions on how to use the filter function see page 13 cu Z sorting criteria Ay Sort Descending ITEM REPORT Report Acc Tp Migi Descr omn 524 110000 SLO STDNT STPAY PAYROLL PAYROLL BUDGET MOV 1940 73100 WAGES ABR 575 110000 m STDNT STPAY STUDENT PAYROLLERP 1300 200 73100 Student Wages 1 96 110000 8000 STDNT STENC ENCUMER STUDEHTWAGEENCUM 1940 800 Wages 1 s n Gum 00000 BUDGET CHANGEOPR 3000 1900 OTHER DIRECT Shows Date 1500 SUPPL 509000 MONTHLY EXPENSE sa 500 1340 Office Supplies in ascending de OO SUPL 00000 MONTHIYEXPESEEN 99 9800 Office Supplies 10000 TRAVL 10000 TRAVELIMEXPENSE 640 800 73100 Travelin tite 1000 90 TRAVL 1700000 TRAVELINENCUMBRAN 640 900 In Safe 34 1100 iom TRAVL TRAVELOUTEXPEREE 50 1100 73100 ses 1000 122. m J Different fields in a record The form will return all existing records for criteria selected The Item Update Form has been designed to allow users to view data based on their own needs and requirements Results are originally sorted by Uni Code Object Code in ascending order however since users can modify the sorting function it is possible that records are sorted by a field other than Object Code To delete all the fields select the record look at the arrow on the left and click the Delete Record button Use the LEFT RIGHT and UP DOWN arrows to select a different field and the ENTER key to select a different record The same restrictions that apply for each field in the Item Input By Acct form apply to the Item Update Form CREATING A REPORT USING THE ITEM UPDATE FORM Before creating a report using the ITEM UPDATE form users can sort data by any desired criteria to make the report easier to read STEP 1 Select column to be sorted Place cursor at the beginning of the field and click the right mouse button STEP 3 Save Changes Close Form Create Report 620 620 poo T _ 2 Filter By Selection Filter Excluding Selection nn Filter Far BH 500000 Sd BUDGET CHANGE UPER 3000 Remove Filter sort H ENCUMBRAN STUDENT WAGE 1340 FEE
3. a 815963 3820 1340 STEVE UOF A PARKING amp 5 7 6140 JENNIFER STEVE I DONOR EVENT DINNER IN D C 6140 KAREN PRINTINLETTERHESD FOR FY 2000 4840 CHERIE AZ DAIL2 CLASSIFIED amp DD S 1 INTER 4110 OFMAINTENANCE COPIER FY 3590 262 21 180 00 218 00 1 200 01 3 389 01 13 279 The sorting function will group records with the same Cost Center making the results easy to read and manage OFNETVVORK PRINTER CARD FO 7670 IKON OF SAVIN DIGITAL COPIER 7670 LYNDA YARIOLENCUMBRANCE FOR 2000 1340 STORES 6 BOTTLE DEPOSIT CREDIT 5230 BRIAN STORES 4 BOTTLE DEPOSIT CREDIT 5230 LYNDA CORPOIANTISTATIC MAT 45 X 52 F 5230 5230 TUCSO CHAIR LYNDA CREDN 3230 CORPOI COFFEE CREAMERS 5230 LYNDA U OF ZENCUMBRANCE FOR FY 200 3840 LYNDA AURORPETTRANSFER TO 11060 1340 LYNDA e the fields in this form be sorted by following these four simple steps e The same procedures apply to the Posting Form FILTERING DATA IN FORMS In addition to the sorting function users can also use the By Selection function To filter the records select the field the want to filter the results by i e Cost Center SUPPL and choose the Filter By Selection option The sorting and filtering functions can be used together or separately depending on the needs of the user Delete Record Save Changes Close Form Create Report E
4. OF SAVIN DIGITAL COPIER TAX 1340 1340 1340 3590 3820 3840 4110 4040 5230 5230 5230 5230 5230 5230 5230 6140 6140 7670 7670 7670 E E 987 00 218 00 190 00 33 00 22 00 871 07 151 57 262 21 9132791 3 383 DI 12 STEP 4 View results Delete Record 2500 12345 2555 72200 110602 FIVER n 2 55 82200 1 2 443 6500 110604 v DEVLP ENDE 1307462 444 6100 110602 17870000 435 samo 110602 S HONRS 1921679 435 645 00 110602 v INTRN 5340260 TERT 433 7 26 99 110602 MCPYR MCENC R GETNUMBEF ENCUMBRN E 447 6 30 00 110604 v OFFGP 942853 IKON OF SAVIN DIGITAL COPIER 7670 446 6 30 00 110607 942870 445 6600 11060 jorrar 294253 ssi 110902 2 5 rjeNcuveRaNc 441 6 30 00 110602 437 1780 110602 5358577 438 4 24 00 110604 SUPPL ATER 5358583 440 6800 110602 SUPPL 5517665 _ 7 82500110604 sf 2112340 SUPPL OFFIC 5617683 439 5800 110602 SUPPL 5317648 432 7268 110604 TEL EEENC f TELOS fast 5200 2601511475 40 20 Save Changes Close Form OFF IGG dS
5. v Autdstart in n co on E Ral e 25 BENHMNENENEHNHNEHNHEHNHHEHNHNMEHEHEHHBHEBHEHHEHEHEEHEEEEHEEEEEEBHEEHEEHEHEEEHEHEHEHHEHHEHHEHHEEHEEHEEEEEEBEEEBEEEHEENE File name m F3 e a e cn c Fa 4 E amp RS co mia io r Save as Microsoft Excel OK E E rA e e e STEP 3 Type in the file name and click E 14 SORTING DATA IN EXCEL To sort data in Excel select the column you want to sort and select the sorting criteria from the menu bar la x SEHE 9 ascending CNTR 7788 NI NE J EA Account CCD Reference ID dReferen Requestor Vendor ID Memo EA LYNDA STUDENTS ENCUMBRANCE FOR FY 2 18 TELE0443 LYNDA TELEPHONE _ ENCUMBRANCE FOR FY R GETNUMBER SOLUTIONS COPIER 601511475 1816963 LYNDA ASTORGA PET TRANSFER TO 1 E38 110602 I
6. 15 STEP 2 Each of fields will now have a drop down menu Click on the field that you want to filter records by and make a selection Microsoft Excel Sample Report T E Br Arial SUPPL 7799 AD SIENC LYNDA STUDENTS 2001 432 7 28 99 11060 custom 44 LYNDA TELEPHONE 2 3840 433 7 25 99 11060 Sean MCENC SOLUTIONS 2000 3590 434 5 2 00 11060 Select a LYNDA ASTORGA TO 110603 1340 435 6 15 00 11060 HONRS CHERIE _ WILDCAT 2 CLASSIFIED ADD S 1 INTERNET 4110 435 6 14 00 11064 CNTR from KAREN PUBLISHING 2001 4840 437 1 27 00 11050 WATER h li STORES v 4 DEPOSIT CREDIT 5230 438 4 24 00 110605 water given list srian STORES 4 BOTTLE DEPOSIT CREDIT 5230 439 5 8 00 11060 COFFE hessen NOA EXPRESS COFFEE CREAMERS 5230 440 6 8 00 1106 OFFIC 5617665 LYNDA EXPRESS ANTISTATIC 45 X 52 RET 5230 441 6 30 00 110602 SUPPL 5617686 EXPRESS OFFICE SUPPLIES PCM 5230 442 6 23 00 110602 SUPPL OFFIC 5617683 LYNDA OFFICE CHAIR MAT LYNDA CREDIT 5230 443 6 6 00 110602 SUPPL GENDE 307462 STEVE GARAGE PARKING amp 6
7. 13 The form will now show only those records that match selected field 5 5 7 p EXPORT DATA TO EXCEL In many situations users may need to create special reports or lists that the current system does not provide In order to make the new system more flexible and more efficient we have created an export function that will allow users to transfer data to Microsoft Excel With this feature users will be able to create special reports based on their own specific needs After selecting data using the Item Update Form i e select Account 110602 simply click on the Export to Excel button and follow the directions STEP 1 Click the Export to Excel button STEP 2 Select the directory or folder you want to save the records in 444 pnmo 110602 S Out ut To 43 110502 Cs penis op veh e mtem zm 433 712699 110602 1 snapshots 47 3000 110602 9 130700 110602 T 58 IpdateOueryTest ave Changes Close Form Create Report po 1207462 SIEVE Export to Excel Copy Records GARAPAREING OM bib amp ex xm e e E on on c ela 4 4 4 e r3 e40 Hf s
8. SBS BOOKKEEPING SYTEM USER MANUAL I MAIN MENU SCREEN WHAT IS THE MAIN MENU SCREEN The main menu screen contains the different forms that compose the bookkeeping system These forms will allow users to perform basic bookkeeping functions such as data input and generation of reports Each command button in the menu has a specific function The menu screen is divided into six main functions 1 DATA INPUT 2 DATA UPDATE 3 ADD CODES 4 REPORTS 5 RECONCILING 6 ACCOUNT SETUP Item Input By Acct GENERATE REPORT STATE ACCOUNT SETUP CASH STYLE LOCAL ACCT SETUP Item Update Form GRANT PROFILE SETUP BUDGETED LOCAL ACCT SETUP POSTING ADD CMTR CCD SUMMER ACCOUNT SETUP EXIT DATABASE II DATA INPUT DATA UPDATE SCREENS Data entry and data update are the most common tasks performed by the users The bookkeeping system contains two forms that will facilitate these tasks the Item Input and Item Update forms ITEM INPUT SCREEN Undo Record Copy Previous Record This data entry form allows users to add new records items to an existing account and consists of the following fields FIELDS DESCRIPTIONS 1 2 3 4 5 6 7 9 10 11 12 13 14 15 Account This is a drop down list of existing accounts and account types This is a REQUIRED field an account number is necessary for each record To enter multiple records for the same account simply keep pressing the TAB key after
9. Manipulation of data will allow users to view data in a more meaningful format and will make the forms easy to read and understand Data can be manipulated to create a report or a list of records based on the information the user needs Users can also export data to Microsoft Excel to create additional reports MANIPULATING DATA IN FORMS Users can manipulate data using the Item Update Form and the Posting Form These two forms are used to search for records based on a selected criterion In the Item Update form users can search for records by selecting a field from the given options The Posting form allows users to view the open records for a selected account The amount of records these forms can return could be very large and difficult to read In many situations the user will only need to look at specific records within the results SORTING DATA IN FORMS EXAMPLE The user wants to search for records that were added to account 110602 and that have the same Cost Center STEP 1 In the Item Update form select the account number and view the results Close Retum To Main Menu STEP 2 Place the cursor on the Cost Center field and click the right mouse button STEP 3 Select the sorting criteria ascending descending ines 433 7 26 99 110602 Fiter For 32 712389 110602 _ 455 enson 110602 Ffi cut E 436 64400 110602 B Copy lis 550001
10. NCUMBRANCE FOR FYZ 3 432 7 28 99 110602 TELEP Textto columns STEP 1 Select NCUMBRANCE FOR FY 433 7 26 99 110602 MCPYR Consolidate R from the menu bar Then MAINTENANCE COPIER 434 5 2 00 110602 XTNFR ET TRANSFER 1 Group and Outline gt click on Filter and 6 15 00 110602 INTRN n CLASSIFIED ADD S 1 I 6 14 00 110602 HONRS id PivotTable Report select the AutoFilter ETTERHEAD FOR FY 21 8 437 1 27 001110602 option BOTTLE DEPOSIT CRED Get External Data b 4 438 4 24 00 110602 SUPPL BOTTLE DEPOSIT CRED 439 110602 2221022 XPRESS OFFEE CREAMERS 11 440 SUPPL 5617665 pres _ ANTISTATIC 45 X 12 441 6 30 00 110602 SUPPL 5617686 EXPRESS OFFICE SUPPLIES 13 442 6 23 00 1101602 SUPPL 5617683 LYNDA OFFICE SUPPLY CHAIR LYNDA CRI 110602 DEMLP GENDE 130742 STEVE _ UOF GARAGE PARKING ON 6 6 8 6 7 15 444 6 1 00 110602 DNTRV 18 445 6 30 00 1106020 OFFQP NOA SOLUTIONS SAVIN DIGITAL COPIER m EES 18 447 6 30 00 110602 2942853 SOLUTIONS SAVIN DIGITAL COPIER m o 77 E 571 8 25 00 110602 SUPPL 12340 Liu UpdateQuer 1870000 JENNIFER HARVATH DONOR EVENT DINNER IN
11. account number and view the results Results for Account 110000 Delete Record Save Changes Close Form Create Report Export to Excel Different wm E od mom _ Tex mE 710708 110000 T amp SVL rau 110000 TRSVL 110000 T amp SVL 4 4 110000 O MONHLYEXENSEENCUMER pewmveeeee mos Eueeerenamseorensmo roo _ 110000 s mmo sav z gt STUDENT PavROLL EXPENSE poo 8 mmo s Rave z in z mmc ioo Move f MEN 7H ca c 4 4 4 m m u 4 J J 7 wo bo J e 4 4 4 E J e mmu 4 minm 4 4 EN E rss m
12. the first record has been saved the system will automatically save all the following records under the same account number To enter records under a different account number select the account number from the list Since this is a data base program random account entries can be made in succession NOTE Before adding any records to an account the account MUST exist in the system Refer to the ACCOUNT SET UP section for help on creating a new account see page 6 Line This 15 the line number for each individual record It is an AUTO NUMBER field therefore the system will automatically assign a line number or ID to each new record This field cannot be modified or duplicated The Line is simply an identifier and has no relevant importance The numbers might not follow a sequence or order some numbers might be skipped For example if the Line for one record is 339 the following line can be any number not necessarily 340 NOTE Line will appear after APV Date is entered APV DATE This field represents the approval date for the expense it is a REQUIRED field and must be entered in the specified format mm dd yy No need to type the slashes CNTR Cost Center An abbreviation of up to five alphanumeric characters that represent the type of expense in the appropriate budget Each account has its own set of cost centers The cost center is REQUIRED and must be selected from the drop down list To add a new cost center to a spec
13. 0 RM EIL s WEEDS Ascending 6250010802 gf 442 62300110602 i29 5800 110602 H3 6800 110802 44 enoo 110802 fonty 445 B 30 0 110602 OFFGP 446 E 30 0 110602 OFFGP ur amp 30 00 110602 OFFGP Record 4 400 of 20 Hypenimk Delete Record 117445 1 434 5200 110602 Filter By Selection pn 9 110602 Excluding Selection m 362 7 25 00 110802 m Remove Fiter Sort 2 sort Descending 1820000 6942853 6942870 6942653 Save Lhanges Close Form Monica LYNDA LYNDA LYNDA CHERIE KAREN BRIAN LYNDA LYNDA STEVE Remember Only one search criteria may be selected You cannot select Account and Cost Center at the same time Create Report AUROR P ET TRANSFER 11060 YARIOL ENCUMBRANCE FOR FY 2001 OFMAINTENAMCE COPIER OF AENCUMBRANCE FOR FY 201 AZ CLASSIFIED ADD S 1 INTER PRIMTIN LETTERHEAD FOR Fy 2000 CORPO OFFICE SUPPLIES STORE BOTTLE DEPOSIT CREDIT STORE 4 BOTTLE DEPOSIT CREDIT CORPOI amp NTISTATIC 45 X 52 TuCsof CHAIR LYNDA CREDIT CORPO COFFEE CREAMERS PARKING ON Bib amp JENNIFER STEVE DONOR EVENT DIMMER IN D C IKON OF SAVIN DIGITAL COPIER OFNETVYORE PRINTER CARD FO
14. 00 00000 TRAVEL OUT 640 12 0 Travel Out Stat 6 110000 nana CMPTR 00000 CAPITAL EXPENSE W0 73100 s 3500 00000 CAPITALENCUMERANC W0 1500 Data Processing E RECONCILING POSTING SCREEN Use this form to reconcile or postdate records When records are added to an account Item Input By Acct the posted date PTD and encumbrance date EPD are not entered These records will remain open until they are either posted or encumbered The posting form will return a list of all the open records records with NO PTD for the account selected Only the PTD and EPD fields can be modified using this form The dates must be selected from the given list To modify other fields use the Item Update Form 110000 ID Date CNTR CCD Reference ID Uni Code Cnr Price PTD EPD 110000 576 7 3 00 STDMT ENCUMBRANCE 3 00 4 31 00 110000 578 7500 SUPPL 500000 5230 6 00 31 00 110000 583 7 8 00 TRAWL 1700000 6140 9 00 7 31 00 110000 585 7 12 00 TRAWL 1700000 5240 12 007 7 31 00 110000 587 7715 00 CMPTR 00000 75 20 15 00 2 31 00 iber Record iaf T 4 Preview Report Save Changes Close Form CREATING A REPORT USING THE POSTING FORM The Preview Report option on the Posting Form allows users to create a report and print a list of the selected records Note that the PTD is not shown These are
15. 340260 CHERIE IWILDCAT 2 CLASSIFIED ADD S 11 7 436 6 14 00 110602 1321879 KAREN PUBLISHING LETTERHEAD FOR FY 21 437 1 27 00 110602 5358577 STORES 6 BOTTLE DEPOSIT CRED 8 438 4 24 00 110602 5358583 BRIAN STORES 4 BOTTLE DEPOSIT CRED 10 5 8 00 1110602 5317648 55 COFFEE CREAMERS 11 110602 Soc 5617665 LYNDA EXPRESS ANTISTATIC MAT 45 X EXPRESS OFFICE SUPPLIES 13 loFFic se17683 OFFICE SUPPLY CHAIR MAT LYNDA CRI Ere 307452 STEVE U OF GARAGE PARKING ON 6 6 amp 6 7 115 110602 JENNIFER _ HARVATH DONOR EVENT DINNER IN 18 1105602 0 SOLUTIONS SAVIN DIGITAL COPIER 110502 2 SOLUTIONS 18 110602 SOLUTIONS SAVIN DIGITAL COPIER 19 110600 EI 110602 FLA UpdateQuern 4 Sl SSE 80 FILTERING DATA IN EXCEL To filter records in Excel follow these two steps XN Microsoft Excel Sample Report De EX Yew peat Format oos ES VRBE Earn nnne rp e SAY amp B Bi 2s s 8121 dE 4A 100 G Tahoma x10 Hj Hei err si Advanced Fitter se J 1 I Date Account cura O JD d Referen Memo 2 431 7 1 99110602 STONT Tape CE T
16. 7 8140 444 110602 SUPPL 870000 JENNIFER HARVATH _ 4 2 6140 445 6 30 00 110602 SUPPL R942853 NOA SOLUTIONS SAVIN DIGITAL COPIER 7670 446 6 30 00 110602 SUPPL R942870 NOA SOLUTIONS COPIE 7670 447 6 30 00 110602 SUPPL R942853 NOA SOLUTIONS SAVIN DIGITAL COPIER TAX 7670 569 7 28 00 110602 TELEP 2500 3820 571 8 25 00 110602 12340 5230 T f T COPYING RECORDS IN THE ITEM UPDATE FORM In many occasions there will be groups of records that are almost identical these records are very similar and only require minimal changes Entering the same information for two or more records can be time consuming To avoid this users can use the Records function in the Item Update Form This function will allow users to copy previous existing records The record s to be copied must be retrieved using the Item Update Form If you know Line you need to copy select that Line from the search options and view the results then select Records 16 After you select the Records function results will be shown in datasheet view CAPITAL EXPENSE Right click to select the entire line then select copy Paste the record in the next available line The system will automatically assign a new Line for the new record The user must enter a date for the new record the fields can be changed or mo
17. can modify the settings to make reports easy to preview before printing SAMPLE REPORT SCREEN SHOT Note that only part of the report is shown Type of Report STATE BUDGET REPORT Account Selected Account 110000 Date Selected WAGES OPERATION TVLIN TVLOUT CAPITAL OTHER DIRE ORIG BGT 200 00 500 00 400 00 500 00 600 00 1 800 00 BGT 2 00 4 00 0 00 0 00 0 00 4 00 YTD BG CH 2 00 4 00 0 00 0 00 0 00 4 00 ADJ 199 00 296 00 400 00 500 00 500 00 1 735 00 MOE EXP 1 00 0 00 8 00 11 00 14 00 33 00 YTD EXP 1 00 0 00 8 00 11 00 14 00 33 00 BAL 0 00 0 00 0 00 0 00 0 00 0 00 FRS AVAIL 203 00 296 00 392 00 499 00 506 00 1 753 00 OPEN RBC 0 00 0 00 0 00 0 00 0 00 0 00 EBEN ED 3 00 11 00 BLEU 00 12 00 15 00 47 00 nae INN PP f To change view setting a report Place the cursor on the report and cm click the right mouse button 1509 a One Page Select the Zoom option 100 Select the desired from the drop Pages down list IL Page Setup 75 of Fit are recommended Save As Export WAGES OPERA send 200 00 300 PRINTING REPORT To print a report follow the steps listed above but select the Print option instead 11 VII MANAGING DATA Data can be manipulated in several ways to meet the user s needs and requirements
18. dified 2nd Ref Requestor 00 2070 BUDLOC ADMIN RODUZO CAPITAL EXPENSE 20 00 OF 825 BUDLOC ADMIN MISCL 200020 CAPITAL EXPENSE 20 00 OF iber 0 00 NOTE The Copy Previous Record ITEM INPUT SCREEN and the Copy Records functions ITEM UPDATE SCREEN are very similar The difference between the two is that the function in the Item Update Screen will allow users to copy ANY existing record i e records from past months The function in Item Input Screen will copy the PREVIOUS record entered VIII TROUBLESHOOTING HANDLING ERRORS IN THE ACCOUNT SET UP SCREEN One of the most common errors in the Account Setup screen occurs when users try to create an account that already exists Account is a primary key and cannot be duplicated this number must be unique for each account If users select an account number that already exists they will receive an error message saying the changes requested create a duplicate in index or the primary key To prevent this error select an account number that does not exist in the system 110000 0 00 Microzoft Access N The changes you requested to the table were not successful because they would create duplicate values in the index primary key or relationship Change the data in the field or fields that contain duplicate data remove the index ar redefine the index to permit duplicate entries and try again Click OK and enter a diff
19. erent Account Record 14 3 E 1 i Help Delete Account Save New Account Return ta Main Menu Another common error occurs when users try to delete a CNTR using the backspace key 17 Users will receive a message asking them to enter CNTR CNTR is a REQUIRED field and system will assume that its value can t be null 123455 m Microsoft Access 123456 D 000 000 Accounts CestCenter 12 4 MCTGL 002 12468 MUNHG 7 123456 B oes 1 3 rines of 3 a cedere of To solve the problem click OK go back to the list type the CNTR and then delete using the right mouse button Refer to the DELETE CNTR CCD section for help on deleting CNTRs see page 9 123456 123456 0 00 000 0 00 0 00 0 00 Type CNTR first m 123456 MYCCD PE 123456 C TEC Z0 244 Delete Record Account CostC 12358 MCTGL then 228 23455 MUNG sf HANDLING ERRORS IN THE ITEM INPUT SCREEN One common error occurs when users try to delete an Object Code using the backspace key The general rule says that Object Codes must be selected from the list however if users know the object code they can simply type it and reduce the time it takes to go through the list and find it If users type the wrong object code and then try to delete it an error message screen
20. ft arrows to select an account MODIFYING THE ACCOUNT S INFORMATION After creating an account users might need to go back and modify the account s information To make changes to an existing account select the desired account using the left and right arrows located at the lower left corner of the setup screen Any of the fields in the setup screen can be modified Users can change the account s number title or type the name of the responsible person and any of the balances for the different categories After making all the changes or modifications users must save the account by clicking the Save New Account button Cost Codes and Cost Centers can also be modified using this form however it is recommended to use the ADD C CODES option instead For instructions on how to add or delete a Cost Center or Cost Code please refer to the ADD C CODES section see page 9 DELETING AN ACCOUNT To delete an account use the Delete Account button at the bottom of the screen NOTE The Delete Account command must be used carefully When you delete an account all the records cost codes and cost centers for that account are automatically deleted COPYING COST CENTERS AND COST CODES Accounts of the same time often share the same cost centers CNTR and cost codes CCD To eliminate the need of typing the same information for two or more different accounts users can copy the cost centers codes from one account into another by following these si
21. ific account use the ADD CNTR CCD form in the main menu NOTE You must select the cost center from the given list New cost centers cannot be added using this form Refer to the ADD C CODES section for help on adding Cost Centers and Cost Codes see page 9 Cost Code This field 1s also an abbreviation of up to five characters and it is used in combination with CNTR to give additional reference to the expense It is an optional field The cost code must be selected from the given list New cost codes cannot be added using this form To add a new cost code use the ADD CNTR CCD form in the main menu REF ID The Invoice Reference to the expense It is a REQUIRED field and takes alphanumeric values The Reference ID can be the same for more than one record 2 REF Additional reference to the expense It is an optional field that can take alphanumeric values REQUESTOR The name of the person requesting the expense Optional VENDOR ID Company or person reimbursed for the expense purchase Optional A detailed description of the expense Optional CODE UNI CODE Object code associated with the expense This is a REQUIRED numeric field and must be selected from the given list Each account has its own set of object codes New object codes cannot be added using this form To add a new object code to an account or to modify the list please contact your bookkeeping administrator CNR Additional object code Optional Mus
22. mple steps STEP 1 Enter all the required information new account _ 125 00 2 3000 _ 1 000 00 350 00 500 B 12355 1254556 STEP 2 Go back to account you want to copy cost centers codes from by using right and left arrow at bottom of the screen Right click on the Cost Center Cost Code column and select 110000 STATEACCOUNT tee O 110000 Cost Center nt BDTRN 191110000 STENC OFFQP Ed 110000 Eun SUPPL TRAWL 123456 125 00 0 00 1 000 00 350 00 500 00 56550 100000 500 00 Cost Center mi Account Cod ee 123456 Note These procedures apply to all the different account types CASH STYLE LOCAL ACCOUNT SETUP Use to create a new Cash Style Local Account includes ICR and Gift Cash Local GRANT PROFILE SETUP Use to create a new Grant Account BUDGETED LOCAL ACCT SETUP Use to create a new Budgeted Local Account SUMMER ACCOUNT SETUP Use to create a new Summer Account V ADD C CODES ADD CNTR CCD SCREEN Use this form to add more Cost Centers and or Cost Codes to an existing account Remember that the codes must be up to five character
23. open records records Postmg Report with NO PTD Open tems for the Selected Account Line CNTR CCO 15T Ref end Ref Vendor Memo Obj Cod Price EPO De scripti oni Category 576 7800 STDHT STEHT STUDEHT 1340 500 Wages H 0 WAGES TAGE 7400 SUPPL MONTHLY 6 00 Office Supplies EXPEIBE EHCUMBRAHCE TRAVEL IH 9 00 Tramel h State 0 TRAVEL OUT 1200 Tael Cut State 0 TYLOUT CAPIT AL 1500 0 CAPITAL EHCUMEEAHCE ACCOUNT SET UP The college has five main types of accounts State Budgeted Local Cash Style Local Summer and Grant Each account is managed separately and has a special set of instructions and requirements Cash Style Local includes ICR and Gift accounts New accounts must be added to the system using one of the setup options listed in the main menu For each account created enter account s number alphanumeric up to 8 digits long the account s name the name of the person responsible for the account and the balances in the appropriate categories The Cost Centers and Cost Codes must also be added when creating the account Both the account s number and type are RERQUIRED the rest of the information is optional The account s type will be automatically entered STATE ACCOUNT SETUP Use to create a new State Account am wow Use the right nd le
24. ount Number and PTD Date The PTD REPORT displays the records that have been posted on the above selected month end date PTD and account Use this report to keep track of posted items PTD REPORT Results for the account and PTD selected Accor line CNTR CCO 110000 586 CMPTR 110000 584 TRAWL 110000 580 TRAWL 110000 578 SUPPL 110000 577 DFF P Reference 800000 1700000 700000 00000 00000 110000 575 STDHT STPA BOOK 110000 514 STDHT STPA PAYROLL STEP 2 Select the Report Type PTD Report Requestor Memo CAPIT AL EXPEHSE TRAVEL OUT EXPEMSE TRAVEL IH EXPRIGE ALY EXPEHSE BOD CHANGE OPERATIONS STUDENT PAYROLL PAYROLL BUDGET Transactions withthe Selected FTO forthe Selected Account Object Cod Price 7620 0240 6140 5250 3000 13 1340 1400 1100 800 500 400 200 100 Description Category Tata Processing Egip 0 CAPITAL Ot State Tramel h State Office Supp OTHER DIRECT COG 1 OPERATION Stulent Wages Ht 1 WAGES WAGES ABR WAGES 10 MANAGING REPORTS VIEWING A REPORT Reports are created automatically after selecting the criteria In many cases depending on the settings the report preview screen will not show the entire report Users
25. re cleared for the next record Once you pass the Save Record button the record is automatically saved after that users can simply click the copy button to copy that record Once users go around the form and the fields are cleared the previous record cannot be copied ITEM UPDATE SCREEN This form allows users to search for existing records based on chosen criteria The main purpose of this form is to allow users to make changes or modifications to existing records in addition users can use this form to view data and create reports based on the selected criteria Modifications include changing any of the fields except the line This form can also be used to change PTD or EPD dates however it is recommended to use the POSTING form to add a PTD or EPD date see page 5 Records can be retrieved by Line by Account by Cost Center or Cost Code by 1 Reference by 2 Reference Vendor and by Object Code Only one field may be selected at a time Account Cost Center Cost Code and Object Code must be selected from the given list Select ONE ONLY Closer A etum Main Menu View Results To search for an individual record enter the line the form will return the record with that particular line To search for a group of records select the field that those records have in common from the search options For example to look at the records for a specific account simply select the desired
26. s long The form will display the account s information but only the Cost Center and Cost Code fields can be modified Select an Account Number first 110000 _ nec Ln pit Hm 110000 O add a new CNTR CCD tab to end of 0 00 the list and type BEND 00 1 DELETE CNTR CCD To delete a Cost Center or Cost Code Select the line you want to delete by placing the cursor at the beginning of the line Click the right mouse button Select the Delete Record option CETERIS VI REPORTS Monthly reports are created for each account Each type of account State Budgeted Local Cash Style Local Summer and Grant has unique characteristics and constraints Each report has been designed to meet the account s requirements summary and Detail reports are available for the Cash Style Local Budgeted Local and Summer accounts GENERATE REPORT SCREEN The Report Criteria Input Screen displays the different types of reports that balance to the University 090 and FBMO09 FRS Reports To generate a report both the Account Number AND the PTD Date must be selected Each report reflects the transactions made for the selected account on the selected date if a date 15 not selected the report will return incorrect information SELECTING THE REPORT S CRITERIA STEP 1 Select the Acc
27. t be a numeric value AMT Price Amount of the expense This is a REQUIRED field the default value 15 zero DESCRIPTION Object Code Description This field cannot be modified it will automatically be entered when you select the object code There is an assigned description for each object code To make changes to object code descriptions please contact your bookkeeping administrator SAVE RECORD There are two ways to save a record a After entering all the required information you can automatically save a record by pressing the TAB key past the Save Record button The system won t send a message to confirm the action but the record will be saved unless you click the Undo Record button This is the easiest way to save records and will save you an extra click b The other way to save a record is by clicking the Save Record button 16 UNDO RECORD Use to delete current record AFTER the Date has been entered 17 COPY PREVIOUS RECORD Use to copy the previous record entered This function is particularly useful when similar records have to be entered under the same account number When a new record is copied it automatically receives a new Line Users must enter the APV Date and the Object Code the rest of the fields including REF ID and AMOUNT will remain the same unless the user changes them NOTE To copy a record you must click on the Copy Previous Record button BEFORE you go around the form and the fields a
28. will pop up 18 Microsoft Access E EN 1043 00 AWARD 0 00 Copy Previous Record 19
29. xport to Excel Copy Records 69 110602 CMPTR Filter Excluding Selection DEVLP Filter For DNTR T Remove Filter sort 36 110602 HONRS MCA ES 47 OFFQP ss pm 110602 F 110602 3 Sort Ascending s 110602 SUPPL STEVE GARZPARKING ON GiB amp 677 ETEVEHARVDONOREVEN puo KAREN PRINTING PLETTERHEAD FOR TY 2000 2 je 4 JADALVWE LASSFEDADOS MIEN ro e I COPER FY 2 50 ROR favn NOR KON OFFICE OFFICE SAVIN DIGITAL COPIER Evoa VANDUSSTENCUMERRNCEFOR 90 CORPORATE OFFICE SUPPLIES pos frores psomereosrenr 38 110602 BRIAN STORES 4 BOTTLE DEPOSIT CREDIT 20 K fere Free 088 E ge iz UCSONOFFEHARMAT UWOA sno _ CoRFoRaTE Correr cremvers 452 ttc TELENCUMSRAMCE FOR FY 200 Go ue pus muss E E Se E EEJ E amp E E E on E EE E E
Download Pdf Manuals
Related Search