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Command Reference: Online
Functions
Appendix A. Overview of
Departmental Accounting
Appendix B. General
System Features
Appendix C. General
Help Topics
Glossary of Terms and
Concepts
Documentation Written/Edited By:
David Hyatt
Polly Parnell
Colleen Briney
Pete Campbell
November 23, 1997
Command Reference: | |
Online Functions | Breaks the system down into its single command components.
Each command or function is described in a separate section.
These sections tell the user:
|
Appendices | General help topics ranging from more detailed system definitions, to tips on system usage, to explanation of DART concepts such as Categories, Sequence Codes and Periods. |
Glossary | Brief definitions of terms and concepts used throughout the manual and within the system. |
Note: Step-by-step instructions covering the most common transactions performed in DART are available in the separate "How-To Guide."
A single field will be used for the entry of both planned expenditures and planned revenues. A detail file will be maintained that supports the current balance.
Note: Due to the differences in which fringe benefits are accounted for across the companies, this type of information will not be available online, but could be produced in a custom report from the data warehouse.
Figure 1. Data Entry Screen -
AD
Suspended from LATC AD 11/08/01 11:15 Command: Action: V InstCatg: DeptCatg: Fringes Date: 10/08/2001 CCC: 0102 02040-61-0000 ------------------------------------------------------------------------------- Action: V Company Center: 0102-02040-61-0000 Associate Vice-Chancellor for Finance Dept Catg: Fringes Fringe Benefits Project Code: Inst Catg: Fringes Fringe Benefits FollowUp Code: Category Class: 5 Expenses Acct Txn Type: 5 Description: Payroll 10/31/2001 Monthly Account Number: 30516000 Alt Effective Date: Amount: 13,584.89 Effective Date : 10/31/2001 Comment: Time Posted: 10/24/2001 21:26:10.3 Updated By: On: --------------- Application Source ------------------------------ Code: LD Key: 10/31/2001 M Dept Acct Center No: 0102 02040-61-0000 Effective YYMM: 0110 Posting Seq No: 0730900 Source Batch No: 005692 Ose: V 1 V 1 1 10/08/01 10202040610000 4210828 4210828 D70731153FD4404040404040404040404040404040404040 404040404040404040404040404040404040404040404040 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit Q/Nxt 1 displayed; please enter new key fields |
The following sections describe the AD function:
View | {V} |
Update | {U} |
The AD function has security by value that determines the authorized BU of the user and compares it with the BU on the cost center before any updates are allowed. A departmental user may not use a followup code of S or change a followup code of S. Only an authorized owner of an application may change a followup code of S on suspended transactions.
Once the project code has been changed, no record is maintained of its original value, except for the value maintained in the source system, for instance, UPS. Changing this code has no effect on the code originally used in the source system.
A description may be added in the Comment.
The Alt Effective Date may also be changed on this function.
Suspend | Using the PF2 (Suspd) key to suspend to related functions. |
Agriculture Cost Centers in DART | Understanding how AGRI information is presented. |
Security in DART | Understanding how security features protect data. |
DART Projects | Using the project code to organize information in a different way. |
LATC | List Acctg Txns by Category for a dac |
LATF | List Acctg Txns by Follow-up code |
Figure 2. Data Entry Screen -
BRCM
Please enter new key fields GLOBRCM Bu Report Code Maintenance 12/08/97 08:53 Command: XXXX Action: X InstCatg: DeptCatg: XXXXXXXX Date: XX/XX/XXXX BU: XXXX Report Code: XXXX ------------------------------------------------------------------------------- Action: U BU: XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Rpt Code Description -------- ---------------------------------------- GS01 Sources of Gift Funds GU01 Uses of Gift Funds Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit NextR |
The following sections describe the BRCM function:
View | {V} |
Add | {A} |
Copy | {C} |
Update | {U} |
Delete | {D} |
There is no TARGET routing for this command. Any changes are saved (effected) when PF10 is pressed.
The BRCM function employs the following validations:
Custom Reporting | Using Report Codes and Sort Values to generate custom reports. |
The following commands perform processing functions related to the BRCM function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
BSVM | Bu Sort Value Maintenance |
CCRM | Cost Center Report value Maintenance |
LCRS | List CCC's for Report codes and Sort values |
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.
Figure 3. Data Entry Screen -
BSVM
Please enter new key fields GLOBSVM Bu Sort Value Maintenance 12/08/97 08:53 Command: XXXX Action: X InstCatg: DeptCatg: XXXXXXXX Date: XX/XX/XXXX BU: XXXX Report Code: XXXX Sort Value: XXXXXXXX ------------------------------------------------------------------------------- Action: U Report Code: XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Sort Value Description ---------- ---------------------------------------- ENDCDIST Endowed Chair Spending Distributions ENDSDIST Endowed Scholarship Spending Distributions CLASROOM Classroom Upgrades FACSUPP Faculty Support Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit NextR |
The following sections describe the BSVM function:
View | {V} |
Add | {A} |
Copy | {C} |
Update | {U} |
Delete | {D} |
There is no TARGET routing for this command. Any changes are saved (effected) when PF10 is pressed.
The BSVM function employs the following validations:
Custom Reporting | Using Report Codes and Sort Values to generate custom reports. |
The following commands perform processing functions related to the BSVM function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
BRCM | Bu Report Code Maintenance |
CCRM | Cost Center Report value Maintenance |
LCRS | List CCC's for Report codes and Sort values |
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.
Figure 4. Data Entry Screen -
CACC
All entries are valid, press PF10 to Save GLOCACC 1 TEST Copy All Center Categories - CACC 10/10/96 23:28 Command: Action: C InstCatg: DeptCatg: Date: 01/05/1996 CCC: 0102 02040-61-0000 To CCC: 0102 02040-62-0000 ------------------------------------------------------------------------------- Action: C Copy all Categories From DAC: 0102-02040-61-0000 Associate Vice-Chancellor for Finance To DAC : 0102 02040-62-0000 Associate Vice-Chancellor for Finance Copy Dept Sequence Code? (Y/N) _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit NextR Save |
The following sections describe the Copy All Center Categories function:
Copy | {C} |
Util | Utilities |
DebtServ | Debt Service |
OthrMand | Other Mandatory transfers |
Note: the from center is unchanged.
The system creates one or more records on the Dynamic Balance file based on the categories existing for the from cost center. Only those categories valid for the to company are copied. If any of the categories are not copied, then a confirmation message indicates this.
Note: If an institutional category that is restricted for use to Financial Affairs exists on the from cost center, then it will not be added to the to cost center.
All categories can be copied from an existing cost center which results in an add Action (A) after pressing PF10. If the Copy Dept Seq Code flag is set to Y (the default), then the sequence codes for the categories on the from center are copied to the to center. If the Copy Dept Seq Code flag is set by the user to N, then the institutional sequence code (from the category table) for the category are copied. If a category being copied already exists for the cost center, then the category is duplicated, but the sequence code is updated if differs from the value already in existence.
DART Categories | Understanding and using categories to make sense of your financial balances. |
DART Sequence Codes | Using sequence codes to organize financial information. |
Agriculture Cost Centers in DART | Understanding how AGRI information is presented. |
Security in DART | Understanding how security features protect data. |
DART Center Establishment | Understanding how the initial center/category combinations are set up when a new cost center is established. |
CDC | Center Dept Category maintenance |
CSCC | Copy Selected Center Categories |
LACC | List All Categories for a CCC |
Figure 5. Data Entry Screen -
CCM
1 displayed; please enter new key fields GLOCCM 1 Category Change Maintenance - CCM 11/21/97 14:57 Command: Action: A InstCatg: DeptCatg: Date: 11/21/1997 CCC: 0102 02040-61-0000 Journal Doc No: ------------------------------------------------------------------------------ Action: A Journal Doc Type: Journal Doc No: Effective FY: 1998 Desc: Reclassify Maint to Supply Categories Effective Date: 11/21/1997 Reference ID: 2812345 Entry Date: 11/21/1997 Dept Rep: AVCF01 Larrie Stolfi Updated by: AVCF01 BU: AVCF Associate Vice-Chancellor for Finance Larrie Stolfi CCC: 0102 02040-61-0000 Associate Vice-Chancellor for Finance -----Category---Category Description ------------ Amount------ Proj Code----- From: Maint Maintenance 2,550.00 12 ------------------------------------------------------------------------------ To: Supplies Supplies 150.00 12 SupComp Supplies-computer 225.00 12 SupOff Supplies-office 175.00 12 CompExp Computer expense 725.00 11 Software Software 1,275.00 13 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-- Help Suspd Quit DCode NextR EDesc |
The following sections describe the Category Change Maintenance function:
View | {V} |
Add | {A} |
Copy | {C} |
The Journal Doc No is unique identifying number which has a journal document type of CC. It is system assigned when the document is saved, and includes an effective fiscal year which is derived from the date in the banner.
A Reference ID should be entered in the correct format. The correct format should be used so that others may look up information easily. (Refer to the Reference ID field help by pressing PF1 for appropriate formats.)
A Description of the document may be entered. An extended description may also be entered by pressing PF9.
The Date identifies the date in which the category change entry is effective. The effective date is validated using the GJIM calendar, thus it cannot be any further in the future or in the past than the open accounting months (usually the current month and one month in the past, depending on if the previous month's accounting period been closed).
The CCM function creates an approved document which updates the DART Dynamic Balance file and the Accounting Detail file automatically.
DART Categories | Understanding and using categoies to make sense of your financial balances. |
Category Help | Understanding how category field help can help you. |
Security in DART | Understanding how security features protect data. |
Figure 6. Data Entry Screen -
CCRM
Please enter new key fields GLOCCRM Cost Center Report code Maintenace 12/08/97 08:53 Command: XXXX Action: X InstCatg: DeptCatg: XXXXXXXX Date: XX/XX/XXXX BU: XXXX Report Code: XXXX CCC: XXXX-XXXXX-XX-XXXX ------------------------------------------------------------------------------- Action: U BU: BADM CCC: XXXX-XXXXX-XX-XXXX AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA Code Description SortVal Description ---- ---------------------------------- -------- ------------------------------ GS01 Sources of Gift Funds ENDCDIST Endowed Chair Distributions GU01 Uses of urces of Gift Funds ENDSTECH Technology Expenditures GEN1 General Reporting GENORDER Generic Order Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit NextR |
The following sections describe the CCRM function:
View | {V} |
Add | {A} |
Copy | {C} |
Update | {U} |
Delete | {D} |
There is no TARGET routing for this command. Any changes are saved (effected) when PF10 is pressed.
The CCRM function employs the following validations:
Custom Reporting | Using Report Codes and Sort Values to generate custom reports. |
The following commands perform processing functions related to the CCRM function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
BRCM | Bu Report Code Maintenance |
BSVM | Bu Sort Value Maintenance |
LCRS | List CCC's for Report code and Sort Values |
Pressing PF1 while the cursor is in the Command field of any Menu screen will produce a pop-up window from which help can be selected on how to use menus, commands, key fields, PF keys, and list functions.
Figure 7. Data Entry Screen -
CDC
All entries are valid, press PF10 to Save GLOCDC 1 TEST Center Dept Category maintenance - CDC 10/10/96 23:28 Command: Action: U InstCatg: DeptCatg: Supplies Date: 01/05/1996 CCC: 0102 02040-61-0000 ------------------------------------------------------------------------------- Action: A CCC: 0102-02040-61-0000 Associate Vice-Chancellor for Finance Dept Catg: Supplies Supplies Inst Catg: Maint Class: 5 Seq Dept Catg Description 001 Supplies Supplies 002 SupComp Supplies-computer 004 SupEquip Supplies-equipment 006 SupLab Supplies-lab 008 SupOff Supplies-office 010 SupShop Supplies-shop 300 Travel Travel 303 Airfare Airfare 303 Register Registrations 304 TravDom Travel-domestic Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit RStrt Save |
The following sections describe the Center Dept Category maintenance function:
Util | Utilities |
DebtServ | Debt Service |
OthrMand | Other Mandatory Transfers |
View | {V} |
Add | {A} |
Update | {U} |
Util | Utilities |
DebtServ | Debt Service |
OthrMand | Other Mandatory Transfers |
Entering an action of U for update allowes user to change the sequence code values for categories that have already been established for the CCC. Sequence codes control the order that categories are displayed in many DART functions, including this one. In this case, the categories for the entered institutional category are displayed in sequence code and departmental category order. Once the sequence codes have been updated and PF10 has been pressed, the display will be reordered in the new sequence code order.
Note: Research Accounting uses this function to add the categories corresponding to budget lines in the sponsored agreement.
DART Categories | Understanding and using categories to make sense of your financial balances. |
DART Sequence Codes | Using sequence codes to organize financial information. |
Agriculture Cost Centers in DART | Understanding how AGRI information is presented. |
Security in DART | Understanding how security features protect data. |
DART Center Establishment | Understanding how the initial center/category combinations are set up when a new cost center is established. |
CACC | Copy All Center Categories |
CSCC | Copy Selected Center Categories |
LACC | List All Categories for a CCC |
Figure 8. Data Entry Screen -
CSCC
All entries are valid, press PF10 to Save GLOCSCI 1 TEST Copy Selected Center Categories - CSCC 10/10/96 23:28 Command: Action: C InstCatg: DeptCatg: Supplies Date: 01/05/1996 CCC: 0102 02040-61-0000 To CCC: 0102 02040-62-0000 ------------------------------------------------------------------------------- Action: C Copy Categories starting from Catg: Supplies Supplies From DAC: 0102-02040-61-0000 Associate Vice-Chancellor for Finance To DAC: 0102 02040-62-0000 Associate Vice-Chancellor for Finance Copy Dept Catg Seqence Code? (Y/N)_ Dept UA Seq Seq Category Description _ 100 001 Supplies Supplies _ 102 002 SupComp Supplies-computer _ 104 004 SupEquip Supplies-equipment _ 106 006 SupLab Supplies-lab _ 108 008 SupOff Supplies-office _ 110 010 SupShop Supplies-shop _ 250 300 Travel Travel _ 251 303 Airfare Airfare _ 252 303 Register Registrations _ 253 304 TravDom Travel-domestic _ 254 306 TravInSt Travel-in state Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit RStrt NextR Save |
The following sections describe the Copy Selected Center Categories function:
The CSCC (Copy Selected Center Categories) function is used to copy a selected range of categories within an institutional category from one cost center to another. You also have the option of copying the institutionally-assigned sequence codes or the departmentally-assigned sequence codes for the from center, if different. Optionally, you may assign your own sequence code values.
View | {V} |
Copy | {C} |
Update | {U} |
Util | Utilities |
DebtServ | Debt Service |
OthrMand | Other Mandatory Transfers |
Entering a category in the banner causes the display to begin with that category and display all categories within the same institutional category in the departmentally-assigned sequence code order. Leaving the category blank causes the display to begin with "Maint" category for the from CCC.
The user may select from those displayed categories the ones that are to be copied to the to cost center. A range of selected categories (identified by X) can be copied from an existing cost center, which results in an action of add after pressing PF10. All categories are defaulted with the X indicator, so if a category should not be copied, the X should be removed. If the Copy Dept. Seq. Code flag is set to Y (the default), then the value in the Dpt Seq field will be copied to the to cost center. If the Copy Dept Catg Sequence Code flag is set by the user to N, then the institutional sequence code in the UA Seq field for the category is copied. Optionally, the user may assign a different sequence code value; if the Copy Dept Catg Sequence Code flag is set to Y, then whatever value is entered in the Dpt Seq field is assigned to the to cost center. If a category selected already exists for the to cost center, then whatever value is entered (or defaulted) in the sequence code field is assigned to the existing category if it differs from the value already in existence.
DART Categories | Understanding and using categories to make sense of your financial balances. |
DART Sequence Codes | Using sequence codes to organize financial information. |
Agriculture Cost Centers in DART | Understanding how AGRI information is presented. |
Security in DART | Understanding how security features protect data. |
DART Center Establishment | Understanding how the initial center/category combinations are set up when a new cost center is established. |
CDC | Center Dept Category maintenance |
CACC | Copy All Center Categories |
LACC | List All Categories for a CCC |
Figure 9. Data Entry Screen -
DBC
All entries are valid, press PF10 to Save GLODBC 1 PROD Distribute Budget to Categories - DBC 11/03/97 15:33 Command: Action: U InstCatg: DeptCatg: Maint Date: 07/31/1997 CCC: 0102 14010-44-0000 To DeptCatg: ------------------------------------------------------------------------------- Action: U DAC: 0102 14010-44-0000 DEAN OF BUSINESS ADMIN- Date: 07/97 From DeptCatg: Maint To (starting) DeptCatg: Category Description Budget Change New Budget -------- -------------------- -------------- --------------- -------------- Maint Maintenance 45,693.00 -22,500.00 23,193.00 SupComp Supplies - Computer 1,000.00 1,000.00 SupEquip Supplies - Equipment 1,000.00 1,000.00 SupLab Supplies - Lab 10,000.00 10,000.00 SupOff Supplies - Office 500.00 500.00 SupSEvnt Supplies - Special Ev SupClass Supplies - Classroom Travel Travel Airfare Airfare 5,000.00 5,000.00 Register Registrations 1,000.00 1,000.00 TravReim Travel-Reimbursements 4,000.00 4,000.00 Totals: 22,500.00 22,500.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit RStrt NextC Save |
The following sections describe the DBC function:
View | {V} |
Update | {U} |
Leaving the to category blank will cause the display to begin with the first category (in sequence code order) for the institutional category associated with the from category.
If all of the categories cannot be displayed on one screen, then the information on the the current screen must be saved (PF10), then the next screen of categories can be displayed for update.
A cost center which has partial state budget and partial income from reimbursements could likewise increase the budget amount in the categories in which expenditures are expected, and the offsetting negative amount in a category in which reimbursements are expected.
Note: This is an advanced use of this function and should be undertaken with care. It would be helpful to check the yearly budget for a cost center by using the June 30 date in the banner on a balance function such as LBDC.
DART Categories | Understanding and using categories to make sense of your financial balances. |
DART Sequence Codes | Using sequence codes to organize financial information. |
Agriculture Cost Centers in DART | Understanding how AGRI information is presented. |
Category Help | Understanding how category field help can help you. |
DART Periods | Understanding how accounting periods work in DART. |
DBCP | Distribute Budget to Categories and Periods |
LACC | List All Categories for a CCC |
Figure 10. Data Screen (1 of 2) -
DBFR
Press PF8 to view next screen or enter new keys GLODBFR 1 DEMO display Dynamic Balance File Record - DBFR 11/28/97 20:48 Command: Action: V InstCatg: DeptCatg: Supplies Date: 11/30/1997 CCC: 0402 17264-21-0000 ------------------------------------------------------------------------------- DAC: 0402 17264-21-0000 Category: Supplies Base Month: 1997/07 Screen 1 of 2 Period Revenue Interfund Intrafund Expenditure 1997/07 748.04 1997/08 1997/09 146.94 1997/10 12.78 1997/11 1997/12 Commitment Pending Apprv Class : 5 1997/07 ICat : Maint 1997/08 Seq Code: 300 1997/09 1997/10 1997/11 Budget Ltd: 6,352.00 1997/12 Expend Ltd: 177.47 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode RollP NextR |
Figure 11. Data Screen (2 of 2) -
DBFR
Please enter new key fields GLODBFR 1 DEMO display Dynamic Balance File Record - DBFR 11/28/97 20:49 Command: Action: V InstCatg: DeptCatg: Supplies Date: 11/05/1996 CCC: 0402 17264-21-0000 ------------------------------------------------------------------------------- CCC: 0402 17264-21-0000 Category: Supplies Base Month: 1997/07 Screen 2 of 2 Period Budget Est Revenue Encumbrance Planned Amt 1997/07 1997/08 1997/09 1997/10 718.38 1997/11 1997/12 1998/01 1998/02 1998/03 1998/04 1998/05 1998/06 1998/07 1998/08 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode RollP PrevS NextR |
The following sections describe the Dynamic Balance File Record function:
View | {V} |
There are four entries available in the audit log, which is available upon pressing PF4:
Agriculture Cost Centers in DART | Understanding how AGRI information is presented. |
Category Help | Understanding how category field help can help you. |
DART Periods | Understanding how accounting periods work in DART. |
LACC | List All Categories for a CCC |
LBDC | List Balances by Departmental Category for a cost center |
LBSP | List Balances for Sponsored Programs |
LBA | List monthly Budget to Actual |
LBCM | List acctg Balances for a Category by Month for a CCC |
LATC | List Accounting Txns by dept Category for a CCC |
LTTC | List pending TARGET Txns by dept Category for a CCC |
LPAC | List Planned Activity by dept Category for a CCC |
LETC | List Encumbrance Txns by dept Category for a CCC |
Figure 12. Data Entry Screen -
DCAT
Please enter new key fields GLODCAT 1 DEMO Departmental CATegory maintenance - DCAT 06/21/96 16:02 Command: Action: V InstCatg: DeptCatg: Maint Date: 01/05/1996 CCC: ------------------------------------------------------------------------------- Action: V DeptCatg: Maint Description: Maintenance Account Code: 64533110 Inst Category Code (Y/N): Y Inst Category: Maint M Maintenance Category Class: 5 Expenses Keywords Category Sequence: AAA Maintenance Disallowed Company Types $ Cash Pool Updated: 03/06/97 15:43 By: SAFCSAK Nancy C. Safcsak Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit NextR |
The following sections describe the Departmental CATegory maintenance function:
The DCAT (Departmental CATegory maintenance) function is used to establish and update a category in the Category table. Once categories are defined on the Category table, they may be used for setting up cost center/category combinations on the Dynamic Balance file, and are available for posting of accounting transactions. This function is used to identify those categories that are institutional; institutional categories are those for which the University prepares a budget. In addition, this function is also used to enter values that prevent the use of a category for particular company type(s).
View | {V} |
Add | {A} |
Update | {U} |
Copy | {C} |
1 | Assets |
2 | Liabilities |
3 | Fund Balance |
4 | Revenue/Estimated Revenue/Fund Transfer |
5 | Budget/Expense/Encumbrance/Commitment/Planned Expenditure |
C | Current Fund |
L | Loan Fund |
E | Endowment Fund |
P | Plant Fund |
A | Agency Fund |
$ | Cash Pool |
Note: An institutional category description may not be modified.
Note: Any new institutional category codes must added to the Institutional Category table by a programmer before anyone in Financial Affairs can add it via DCAT. The new institutional category must be added via DCAT before processing any batch jobs to populate the new institutional category on appropriate active company cost centers.
DART Categories | Understanding and using categories to make sense of your financial balances. |
DART Sequence Codes | Using sequence codes to organize financial information. |
CDC | Center Dept Category maintenance |
CACC | Copy All Center Categories |
CSCC | Copy Selected Center Categories |
LCAT | List CATegories |
LCAC | List CAtegories for a Class |
LCIC | List Categories for Inst Catg and Class by Seq Code |
LACC | List All Categories for a CCC |
GLOLACC 1 DEMO List All Categories for a CCC - LACC 10/28/96 10:04 Command: Action: V InstCatg: DeptCatg: Date: 01/05/1996 CCC: 0102 02040-61-0000 ------------------------------------------------------------------------------- DAC: 0102 02040-61-0000 Associate Vice Chancellor for Finance -------------------Departmental------------------ Catg Inst Catg Seq Cd Category Description Class Code _ 100 SalNC Salaries, Non-Classified 5 A _ 100 SalClass Salaries, Classified 5 C _ 100 SalGA Salaries, Graduate Assistants 5 D _ 100 Wages Wages 5 E _ 100 WagesStu Wages, Student 5 F _ 100 OtherCom Other Compensation 5 G _ 100 Fringes Fringe Benefits 5 I _ 001 Supplies Supplies 5 M _ 002 SupComp Supplies - computer 5 M _ 004 SupEquip Supplies - equipment 5 M Departmental Categories: 1 thru 10 of 31 displayed Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit RStrt Forwd |
Suspend | Using the PF2 (Suspd) key to suspend to related functions. |
DART Categories | Understanding and using categories to make sense of your financial balances. |
DART Sequence Codes | Using sequence codes to organize financial information. |
Agriculture Cost Centers in DART | Understanding how AGRI information is presented. |
DART Center Establishment | Understanding how the initial center/category combinations are set up when a new cost center is established. |
CDC | Center Dept Category maintenance |
CACC | Copy All Center Categories |
CSCC | Copy Selected Center Categories |
LBDC | List Balances by Dept Category for a cost center |
Select an entry, PF7 to page back, or enter new keys GLOLAPO 1 DEMO List Acctg trxns for Purchase Order - LAPO 11/11/97 22:22 Command: Action: V InstCatg: DeptCatg: Date: 09/23/1997 CCC: PO: 6004423 ------------------------------------------------------------------------------- List Txns for PO: 6004423 starting with posting date: 10/01/97 Vendor Name: Walmart Supercenter Posted PO Line Invoice Number Cost Center DeptCatg Amount -------- ------- -------------- ------------------ ---------- ------------- _ 10/01/97 1 123456789012345 0102 02040-61-0000 Maint 123456,789.12 _ 10/01/97 1 123456789012345 0102 02040-61-0000 Maint 123456,789.12 _ 10/01/97 1 123456789012345 0102 02040-61-0000 Maint 123456,789.12 _ 10/01/97 1 123456789012345 0102 02040-61-0000 Maint 123456,789.12 _ 10/01/97 1 123456789012345 0102 02040-61-0000 Maint 123456,789.12 _ 10/01/97 1 123456789012345 0102 02040-61-0000 Maint 123456,789.12 _ 10/01/97 1 123456789012345 0102 02040-61-0000 Maint 123456,789.12 _ 10/01/97 1 123456789012345 0102 02040-61-0000 Maint 123456,789.12 _ 10/01/97 1 123456789012345 0102 02040-61-0000 Maint 123456,789.12 _ 10/01/97 1 123456789012345 0102 02040-61-0000 Maint 123456,789.12 --------------- Entries: 1 thru 10 of 16 displayed xxxxx,xxx.xx Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode RStrt Back |
If all the transactions cannot be displayed on one screen, then pressing PF8 will display screens successively until all transactions for that purchase order and date range have been displayed. A running total will be displayed at the bottom of the screen.
Additional information on any transaction can be accessed by marking a line and pressing PF4 (DCode). The information presented in the decode will be the standard decode window for UPS accounts payable records.
Suspend | Using the PF2 (Suspd) key to suspend to related functions. |
AD | Accounting Detail |
LATC | List Accounting Trxns for a Category and cost center |
LATO | List Acctg Transaction for an internal service Order |
Select an entry, PF7 to page back, or enter new keys GLOLATC 1 DEMO List Acctg Trxns for a Category and dac - LATC 10/23/97 22:22 Command: Action: V InstCatg: DeptCatg: Supplies Date: 09/23/1997 CCC: 0102 02040-61-0000 Acct Txn Type: Source Code: ------------------------------------------------------------------------------- List Txns for CCC: 0102 02040-61-0000 Category: Supplies Source Code: Acct Txn Type: for the period: 9709 DeptCatg T SC Post Description Source Amount -------- - -- ----- ----------------- ----------------------- -------------- _ Supplies 5 UP 09/01 Consumer IGA on PO: 6000623:1 51.00 _ Supplies 5 UP 09/02 Consumer IGA on PO: 6000623:1 130.54 _ Supplies 5 UP 09/03 Consumer IGA on PO: 6000623:1 75.85 _ Supplies 5 UP 09/04 Wallace Bookstor PO: 6003343:1 124.52 _ Supplies 5 UP 09/05 Wal*Mart PO: 6023564:1 250.00 _ Supplies 5 UP 09/05 Consumer IGA on PO: 6000623:1 62.50 _ Supplies 5 UP 09/05 Office Depot PO: 6023223:1 139.50 --------------- Entries : 12 thru 18 displayed 833.91 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode RStrt Back |
If all the category transactions cannot be displayed on one screen, then pressing PF8 will display screens successively until all transactions for that date range have been displayed. A running total will be displayed at the bottom of the screen.
Additional information on any transaction can be accessed by marking a line and pressing PF4 (DCode). The information presented in the decode will be specific to the application generating the entry. For instance, the decode for a GJIM entry will be different than the decode for a UPS entry.
Transactions for several months can also be displayed, but the months must first be selected via the LBCM (List acctg Balances for a Category by Month for a cost center) function.
Suspend | Using the PF2 (Suspd) key to suspend to related functions. |
Agriculture Cost Centers in DART | Understanding how AGRI information is presented. |
Category Help | Understanding how category field help can help you. |
LACC | List All Categories for a CCC |
LBDC | List Balances by Departmental Category for a cost center |
LBCM | List acctg Balances for a Category by Month for a CCC |
Select an entry, PF7 to page back, or enter new keys GLOLATO 1 DEMO List Acctg Trxns for internal svce Order - LATO 11/11/97 22:22 Command: Action: V InstCatg: DeptCatg: Date: 09/23/1997 CCC: Internal Service Order: 104423 ------------------------------------------------------------------------------- List Trxns for Internal Svce Order: 104423 starting with posting date: 10/01/97 Date Description Cost Center Category Amount ----- ------------------------- ------------------ -------- -------------- _ 10/01 Physical Plant 0102 02040-61-0000 Maint 123456,789.12- _ 10/01 Physical Plant 0102 02040-61-0000 Maint 123456,789.12 _ 10/02 Physical Plant 0102 02040-61-0000 Maint 123456,789.12 _ 10/03 Physical Plant 0102 02040-61-0000 Maint 123456,789.12 _ 10/04 Physical Plant 0102 02040-61-0000 Maint 123456,789.12 --------------- Entries : 1 thru 5 displayed xxxxxx,xxx.xx Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode RStrt Back |
If all the transactions cannot be displayed on one screen, then pressing PF8 will display screens successively until all transactions for that purchase order and date range have been displayed. A running total will be displayed at the bottom of the screen.
Suspend | Using the PF2 (Suspd) key to suspend to related functions. |
AD | Accounting Detail |
LATC | List Accounting Trxns for a Category and cost center |
LAPO | List Acctg transactions for a Purchase Order |
Select an entry or enter new keys GLOLTAF 1 DEMO List Acctg Txns by Follow-up code - LATF 10/28/96 10:04 Command: Action: V InstCatg: Maint DeptCatg: Date: 01/05/1996 CCC: 0102 14010-11-0000 Follow-up Cd: P ------------------------------------------------------------------------------- List Txns for DAC: 0102 14010-11-0000 BBER starting from Follow-up Cd: P Cost Center DeptCat Description Eff Date Amount ------------------ -------- --------------------------- -------- ------------- _ 0102 14010-11-0000 CopyCost Print Services Data and Ch 07/01/97 1,909.99 _ 0102 14010-11-0000 CopyCost Print Services Data and Ch 07/15/97 155.00 _ 0102 14010-11-0000 CopyCost Print Services Data and Ch 07/29/97 5,789.12 _ 0102 14010-11-0000 CopyCost Print Services Data and Ch 08/01/97 5.33 _ 0102 14010-11-0000 CopyCost Print Services Data and Ch 08/15/97 10,000.21 _ 0102 14010-11-0000 CopyCost Print Services Data and Ch 08/30/97 66.21 _ 0102 14010-11-0000 CopyCost Print Services Data and Ch 09/01/97 2,301.25 _ 0102 14010-11-0000 CopyCost Print Services Data and Ch 09/15/97 49.99 _ 0102 14010-11-0000 CopyCost Print Services Data and Ch 09/30/97 2,002.25 _ 0102 14010-11-0000 CopyCost Print Services Data and Ch 10/01/97 1,015.33 Entries 1 through 10 displayed Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit Dcode Rstrt NextS |
Suspend | Using the PF2 (Suspd) key to suspend to related functions. |
AD | Accounting Detail maintenance |
FY98 0102 AVCF Displayed; Please enter new key fields GLOLBCB List Balances by Company and BU - LBCB 11/13/97 08:53 Command: Action: V InstCatg: DeptCatg: Date: 11/30/1997 FY: 1998 Company: 0102 BU: AVCF Class: 5 Comm/Pend/Pln (Y/N): Y ------------------------------------------------------------------------------ List Balances for FY: 1998 Company: 0102 BU: AVCF Associate Vice-Chancellor and Class: 5 by Institutional Category Rev./Budget Est Revenue/ Commit/ InstCatg Transfers Expenditures Encumbrances Pend/Pln Balance -------- ------------ ------------- ------------ --------- ------------ SalNC 118,290.00 118,290.00 SalClass 75,564.00 75,564.00 Wages 8,500.00 8,500.00 Fringes 48,023.00 48,023.00 Maint 51,209.00 51,209.00 Totals: 301,586.00 301,586.00 InstCatgs 1 through 8 of 8 displayed Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode RStrt Forwd |
Figure 19. Decode window for
LBCB
FY98 0102 AVCF Displayed; Please enter new key fields GLOLBCB List Balances by Company and BU - LBCB 11/30/97 08:53 Command: Action: V InstCatg: Maint DeptCatg: Date: 11/30/1997 FY: 1998 Company: 0102 BU: AVCF Class: 5 Comm/Pend/Pln (Y/N): Y ------------------------------------------------------------------------------- List Balances for FY: 1998 Company: 0102 BU: AVCF Associate Vice-Chancellor and Class : 5 +---------------------------------------------------------------+ | Press enter to continue | Inst Catg | Transfers Commitment Planned Pending | --------- - -------------- -------------- -------------- -------------- | SalNC | | SalClass | | Wages | | Fringes | | Maint | | | | | | | | | | Totals: | | Inst Catgs 1 | | +---------------------------------------------------------------+ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode RStrt |
If the user wants the commiment, pending tansactions, and planned activity to be part of the available balance, they enter a "Y" in the Comm/Pend/Pln field. A breakdown of the commitment, pending transactions, and planned activity is displayed by pressing PF4.
The Rev./Budget/Transfers column includes budget amounts for class 5, and revenue and transfers (interfund and intrafund) amounts for class 4. The Est Revenues/Expenditures column includes estimated revenue amounts for class 4 or expenditure amounts for class 5. The Encumbrances column includes encumbrance amounts from UPS purchase orders and PSB salary amounts. The Commit/Pend/Pln column includes commitment amounts from UPS approved requisitions, pending amounts from UPS submitted requisitions, and planned activity amounts which are broken down when PF4 is pressed. The Balance column represents the remaining balance for the institutional category based on what is displayed.
The Balance column is calculated as follows:
Rev./Budget Est Revenue/ Comm/ Transfers Expenditues Encumbrances Pend/Pln Balance (+) (-) (-) (-) (=)
LBDC | List Balances by Dept Catg for a CCC |
LBSP | List Balances for Sponsored Programs |
LBCM | List acctg Balances for a Category by Month for a CCC |
LATC | List Accounting Txns by dept Category for a CCC |
LTTC | List pending TARGET Txns by dept Category for a CCC |
LPAC | List Planned Activity by dept Category for a CCC |
LETC | List Encumbrance Txns by dept Category for a CCC |
GLOLBDC List Balances by Dept Catg for a cost center - LBDC 11/13/97 08:53 Command: Action: V InstCatg: Maint DeptCatg: Date: 11/30/1997 CCC: 0102 02040-61-0000 Class: 5 Comm/Pend/Pln (Y/N): Y Seq Cd: ------------------------------------------------------------------------------- List Balances for DAC: 0102-02040-61-0000 ASSOCIATE VICE-CHANCELLOR FOR FINANCE for Class: 5 Inst Catg: and Sequence No: as of End Date 11/30/1997 Revenue/ Est Revenue/ Commit/ DeptCatg Budget Expenditures Encumbrances Pend/Pln Balance - -------- ------------ ------------- ------------ --------- ------------- _ SalNC 366,956.00 118,817.20 25,187.63 222,951.17 _ SalClass 323,965.00 102,209.48 25,875.32 195,880.20 _ SalGA _ Wages 8,500.00 8,500.00 _ WagesStu 171.92 171.92- _ OtherCom 1,813.61 1,813.61- _ Fringes 170,689.07 54,527.50 12,561.33 103,600.24 _ Maint 51,209.00 7,317.35 3.00 12,000.00 21,888.65 _ SupOff 675.85 675.85- _ Travel 1.41- 1.41 Cat Totals: 921,317.07 285,531.50 63,627.28 12,000.00 560,160.29 Categories 1 through 10 of 17 displayed Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode Rstrt Forwd |
Figure 21. Decode window for
LBDC
GLOLBDC List Balances by Dept Category for a cost center - LBDC 11/13/9X 08:53 Command: Action: V InstCatg: Maint DeptCatg: Date: 07/31/1997 CCC: 0102 02040-61-0000 Class: 5 Comm/Pend/Pln (Y/N): Y Seq Cd: 3** ------------------------------------------------------------------------------- List Balances for DAC: 0102 02040-61-0000 ASSOCIATE VICE-CHANCELLOR FOR FINANCE for Class: 5 Inst Catg: Maint and Sequence No: as of End Date: 11/30/1997 +-----------------------------------------------------------------------------| | Press ENTER to continue | | Seq Description Commitment Planned Pending | | 100 SalNC 10,000.00 | | 200 SalClass 5,000.00 | | 300 SalGA | | 400 Wages | | 410 WagesStu | | 500 OtherCom 1,000.00 | | 600 Fringes | | 900 Maint 8,500.00 1,500.00 2,000.00 | | 910 SupOff | | 920 Travel | | Totals: 8,500.00 7,500.00 2,000.00 | +-----------------------------------------------------------------------------+ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode Forwd |
Sequence codes and category descriptions can be accessed by pressing PF4 (DCode), which also displays balances for commitments, planned activity, and pending TARGET transactions in separate columns. Selecting an entry and pressing PF2 (Suspd) will suspend to the command specified in the banner. The command entered in the banner should be related to the type of detail the user wishes to see: budget detail, expenditure detail, encumbrance or commitment detail, or planned activity. If no command is specified, then LATC (List Accounting Transactions by departmental Category for a cost center), will be defaulted.
The Revenue/Budget column includes budget amounts, revenue amounts, or transfer (both interfund and intrafund) amounts. The Est Revenues/Expenditures column includes estimated revenue amounts or expenditure amounts. The Encumbrances column includes encumbrance amounts from UPS purchase orders and PSB salary amounts. The Commit/Pend/Pln column includes commitment amounts from UPS approved requisitions, pending amounts from UPS submitted requisitions, and planned activity amounts which are broken down when PF4 is pressed. The Balance column represents the remaining balance for the category based on what is displayed.
The Balance column is calculated as follows:
Revenue/ Est Revenue/ Comm/ Budget Expenditues Encumbrances Pend/Pln Balance (+) (-) (-) (-) (=)
Suspend | Using the PF2 (Suspd) key to suspend to related functions. |
DART Categories | Understanding and using categories to make sense of your financial balances. |
DART Sequence Codes | Using sequence codes to organize financial information. |
Agriculture Cost Centers in DART | Understanding how AGRI information is presented. |
Category Help | Understanding how category field help can help you. |
DART Periods | Understanding how accounting periods work in DART. |
LACC | List All Categories for a CCC |
LBSP | List Balances for Sponsored Programs |
LBA | List monthly Budget to Actual |
LBCM | List acctg Balances for a Category by Month for a CCC |
LATC | List Accounting Txns by dept Category for a CCC |
LTTC | List pending TARGET Txns by dept Category for a CCC |
LPAC | List Planned Activity by dept Category for a CCC |
LETC | List Encumbrance Txns by dept Category for a CCC |
GLOLBRC List Balances by Rollup Cost center - LBRC 11/13/9X 08:53 Command: XXXX Action: X InstCatg: DeptCatg: Date: XX/XX/XXXX CCC: 0102 14010 Comm/Pend/Pln (Y/N): X ------------------------------------------------------------------------------- List balances for rollup center: 0102-14010 as of End Date: XX/XX/XX Suspd to LBDC Revenue/ Est Revenue/ Commit/ Fun/Proj Budget/ Expenditures Encumbrances Pend/Pln Balance Transfer - -------- ------------ ------------- ------------ --------- ------------- _ 11-0000 99999,999.99 999999,999.99 99999,999.99 99999,999 999999,999.99 _ 12-0000 99999,999.99 999999,999.99 99999,999.99 99999,999 999999,999.99 _ 13-0000 99999,999.99 999999,999.99 99999,999.99 99999,999 999999,999.99 _ 14-0000 99999,999.99 999999,999.99 99999,999.99 99999,999 999999,999.99 _ 15-0000 99999,999.99 999999,999.99 99999,999.99 99999,999 999999,999.99 _ 16-0000 99999,999.99 999999,999.99 99999,999.99 99999,999 999999,999.99 _ 22-0000 99999,999.99 999999,999.99 99999,999.99 99999,999 999999,999.99 _ 31-0000 99999,999.99 999999,999.99 99999,999.99 99999,999 999999,999.99 Total 99999,999.99 999999,999.99 99999,999.99 99999,999 999999,999.99 Centers 1 through 8 of 8 displayed Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode Rstrt NextR |
Figure 23. Decode window for
LBRC
GLOLBRC List Balances by Rollup Cost center - LBRC 11/13/9X 08:53 Command: XXXX Action: X InstCatg: DeptCatg: Date: XX/XX/XXXX CCC: 0102 14010 Comm/Pend/Pln (Y/N): X ------------------------------------------------------------------------------- List balances for rollup center: 0102-14010 as of End Date: XX/XX/XX Suspd to LBDC Revenue/ Est Revenue/ Commit/ Budget/ Expenditures Pend/Pln Fun/Proj+--------------------------------------------------------------------+ - --------|Center Description Commitment Planned Pending | _ 11-0000 |Dean of Business Admin- 99999,999.00 99999,999.99 99999,999.00 | _ 12-0000 |Dean of Business Admin- 99999,999.00 99999,999.99 99999,999.00 | _ 13-0000 |Dean of Business Admin- 99999,999.00 99999,999.99 99999,999.00 | _ 14-0000 |Dean of Business Admin- 99999,999.00 99999,999.99 99999,999.00 | _ 15-0000 |Dean of Business Admin- 99999,999.00 99999,999.99 99999,999.00 | _ 16-0000 |Dean of Business Admin- 99999,999.00 99999,999.99 99999,999.00 | _ 22-0000 |Dean of Business Admin- 99999,999.00 99999,999.99 99999,999.00 | _ 31-0000 |Dean of Business Admin- 99999,999.00 99999,999.99 99999,999.00 | | | Tot of Cat| 99999,999.00 99999,999.99 99999,999.00 | | Press ENTER to continue | +--------------------------------------------------------------------+ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode NextR |
The cost center key accepts any valid cost center format, but only displays balances for the company/department (first 5 digits of the cost center) combination. All functions and projects for a department are displayed.
If monthly budgeting is used for the center, the Y-T-D budget is displayed with the Y-T-D Expenditures. The balances for Commitments, Pending TARGET transactions, and Planned Activity are the balances as of the ending date. If monthly budgeting is not used, and the budget remains in the July period, then the entire yearly budget is displayed. Entering June 30 for the ending date will display the sum of budget for the fiscal year, as well as the Y-T-D Expenditures. Since Committments, Pending TARGET transactions, and Planned Activity balances are always rolled forward in future months, the June 30 balance is the same as the current monthly balance, unless there is future dated activity.
If the cost centers cannot be displayed on one screen, then pressing PF8 displays screens successively until all balances have been displayed. Center description and breakdowns of Commitment, Planned, and Pending amounts can be accessed by pressing PF4 (DCode).
Selecting an entry and pressing PF2 (Suspd) suspends to the command specified in the banner. The command entered in the banner should be related to the type of information the user wishes to see: balance information by category for a center in the display, budget detail, expenditure detail, encumbrance or committment detail, or planned activity. If no command is specified, LBDC (List Balances by Dept Category for a cost center) is the default.
Suspend | Using the PF2 (Suspd) key to suspend to related functions. |
Agriculture Cost Centers in DART | Understanding how AGRI information is presented. |
DART Periods | Understanding how accounting periods work in DART. |
LDBU | List Departmental accounting centers for a Budgetary Unit |
LBDC | List Balances by Departmental Category for a cost center |
LBRS | List Balances by Rollup Sponsored center |
LBCM | List acctg Balances for a Category by Month for a CCC |
LATC | List Accounting Txns by dept Category for a CCC :*. |
LTTC | List pending TARGET Txns by dept Category for a CCC |
LPAC | List Planned Activity by dept Category for a CCC |
LETC | List Encumbrance Txns by dept Category for a CCC |
GLOLBSP 1 PROD List Balances for Sponsored Programs - LBSP 11/13/97 08:53 Command: Action: v InstCatg: Maint DeptCatg: Date: 11/30/1997 CCC: 0403 17207-23-0001 Class: 5 Comm/Pend/Pln (Y/N): Y Seq Cd: ------------------------------------------------------------------------------- List Balances for DAC: 0403 17207-23-0001 US/DOD/ARO/DAAH04-96-1-0133 C/S/BEYRO for Inst Cat: and Sequence No: 3** as of End Date: 11/30/97 DAC BU: AGRN DAC Status: Active Active: 04/01/1992 Inactive: 05/31/1999 DeptCatg Budget LTD Expenses LTD Encumbrances Comm/Pend Avail Funds -------- ------------- -------------- ------------ --------- -------------- _ Travel 100,500.00 60,500.00 10,001.00 5,000 65,001.00 _ Airfare 10,000.00 10,000.00 _ Register 1,500.00 500.00 100.00 100 800.00 _ TravDom 100.00 100.00- _ TravFor 10,000.00 10,000.00- _ TravInSt 1,000.00 1,000.00 Cat Totals: 112,000.00 82,100.00 10,101.00 5,100 76,901.00 Categories 1 through 6 of 6 displayed Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode Rstrt Q/Nxt |
Figure 25. Decode window for
LBSP
GLOLBSP List Balances by catg for a Sponsored Program - LBSP 11/13/97 08:53 Command: XXXX Action: X InstCatg: Maint DeptCatg: Date: 11/30/1997 CCC: 0403 17207-23-0001 Comm/Pend/Pln (Y/N): y Seq Cd: 3** ------------------------------------------------------------------------------- List Balances for CCC: 0403-17207-23-0001 US/DOD/ARO/DAAH04-96-1-0133 C/S/BEYRO Inst Catg: , and Sequence No: 3** as of End Date 11/30/97 Suspd to LATC DeptCatg +------------------------------------------------------------------+ - ------- | Seq Catg Description MTD Expense Commitments Pending | _ Travel | 300 Travel 432.01 4000.00 1000.00 | _ Airfare | 303 Airfare 1,240.00 | _ Register | 303 Registration 50.00 100.00 | _ TravDom | 304 Travel-domestic 488.00 | _ TravFor | 304 Travel-foreign 5,246.12 | _ TravInSt | 306 Travel-in state | | | | | | | | Press ENTER to cont 7,456.13 4100.00 1000.00 | +------------------------------------------------------------------+ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode NextR |
Sequence codes and category descriptions can be accessed by pressing PF4 (DCode), which also displays balances for MTD expenses, commitments, and pending transactions in separate columns.
Selecting an entry and pressing PF2 (Suspd) will suspend to the command specified in the banner. If no command is specified the program will default the command LBCM (List Balances for a Category by Month for a cost center). The command entered in the banner should be related to the type of detail the user wishes to see: budget detail, expenditure detail, or encumbrance or commitment detail. If no command is specified, then LATC (List Accounting Transactions by departmental Category for a cost center) will be defaulted.
Suspend | Using the PF2 (Suspd) key to suspend to related functions. |
DART Sequence Codes | Using sequence codes to organize financial information. |
Agriculture Cost Centers in DART | Understanding how AGRI information is presented. |
Category Help | Understanding how category field help can help you. |
DART Periods | Understanding how accounting periods work in DART. |
LBDC | List Balances by Dept Category for a cost center |
LBCM | List acctg Balances for a Category by Month for a CCC |
LATC | List Accounting Txns by dept Category for a CCC |
LTTC | List pending TARGET Txns by dept Category for a CCC |
LETC | List Encumbrance Txns by dept Category for a CCC |
GLOLCAT 1 DEMO List CAtegories for a Class - LCAC 10/28/96 10:04 Command: Action: V InstCatg: DeptCatg: Date: 01/05/1996 CCC: Class: 5 ------------------------------------------------------------------------------- List Categories alphabetically for Class: 5 Budget/Expense/Encumbrance Starting from Departmental Category: Suspd to CDC. ------------------Departmental---------------- Inst Seq Category Description Catg Code _ Ads Advertising Maint 410 _ Airfare Airfare Maint 303 _ Architect Architect Maint 732 _ Binding Binding Maint 380 _ Building Building Maint 802 _ CapitalO Land,Bldg,Vehicle and Equipment Maint 804 _ Catering Catering Maint 710 _ Copying Copying Maint 380 _ Dues Dues and Memberships Maint 370 Dept Catg: 1 thru 10 displayed Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit RStrt NextR |
The user can mark the categories on the screen that they want to use and then press PF2 (Suspd) to suspend to the CDC (Center Dept Category maintenance) function where they may add the categories to their cost center. The user can repeat this process until they have added all the categories they want to use.
Suspend | Using the PF2 (Suspd) key to suspend to related functions. |
DART Categories | Understanding and using categories to make sense of your financial balances. |
CDC | Center Dept Category maintenance |
LCAT | List CATegories |
LCIC | List Categories for Inst Catg and Class by Seq Code |
GLOLCAT 1 DEMO List CATegories - LCAT 10/28/96 10:04 Command: Action: V InstCatg: DeptCatg: Date: 01/05/1996 CCC: ------------------------------------------------------------------------------- List Categories alphabetically starting from Catg: Suspd to CDC. -------------Departmental----------------- Catg Inst Seq Category Description Class Catg Code _ Ads Advertising 5 Maint 410 _ Airfare Airfare 5 Maint 303 _ Binding Binding 5 Maint 380 _ Building Land,Bldg,Vehicle and Equipment 5 Maint 804 _ Copying Copying 5 Maint 380 _ Dues Dues and Memberships 5 Maint 370 _ EqptComp Equipment Computer 5 Maint 320 _ EqptOff Equipment Office 5 Maint 320 _ Fall Fall, Tuition and Fees 4 Tuition 102 _ Fringes Fringe Benefits 5 Fringes 100 Dept Catg: 1 thru 10 displayed Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit RStrt NextR |
The user can mark the categories on the screen that they want to use and then press PF2 (Suspd) to suspend to the CDC (Center Dept Category maintenance) function where they may add the categories to their cost center. The user can repeat this process until they have added all the categories they want to use.
Suspend | Using the PF2 (Suspd) key to suspend to related functions. |
DART Categories | Understanding and using categories to make sense of your financial balances. |
CDC | Center Dept Category maintenance |
LCAC | List CAtegories for a Class |
LCIC | List Categories for Inst Catg and Class by Seq Code. |
GLOLCIC 1 DEMO List Categories for Inst Catg by seq code - LCIC 10/28/96 10:04 Command: Action: V InstCatg: Maint DeptCatg: Date: 01/05/1996 CCC: Class: 5 Seq Code: 001 ------------------------------------------------------------------------------- List Categories for Class: 5 Budget/Expense and Inst Catg: Maint starting from Sequence Code: 001 Suspd to CDC. Seq ------------------Departmental---------------- Cd Category Description _ 001 Supplies Supplies _ 002 SupComp Supplies-computer _ 004 SupEquip Supplies-equipment _ 006 SupLab Supplies-lab _ 008 SupOff Supplies-office _ 010 SupShop Supplies-shop _ 100 Purchase Purchases for resale stock inventory _ 200 Schl Scholarships _ 300 Travel Travel _ 303 Airfare Airfare Dept Catg: 1 thru 10 displayed Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit RStrt NextR |
The user can mark the categories on the screen that they want to use and then press PF2 (Suspd) to suspend to the CDC (Center Dept Category maintenance) function where they may add the categories to their cost center. The user can repeat this process until they have added all the categories they want to use.
DART Categories | Understanding and using categories to make sense of your financial balances. |
DART Sequence Codes | Using sequence codes to organize financial information. |
CDC | Center Dept Category maintenance |
LCAT | List CATegories |
LCAC | List CAtegories for a Class |
Select an entry or enter new keys GLOLCRS List CCC's for a Report code and Sort Values 12/08/97 08:53 Command: XXXX Action: X InstCatg: DeptCatg: XXXXXXXX Date: XX/XX/XXXX BU: XXXX Report Code: XXXX Sort Value: XXXXXXXX ------------------------------------------------------------------------------- List Cost Centers for BU: XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX starting from Report Code: XXXX and Sort Value: XXXXXXXX Code Description SortVal CCC ---- ---------------------------------------- -------- ------------------ _ GS01 Sources of Gift Funds ENDCDIST 0412-12345-44-0001 _ GS01 Sources of Gift Funds ENDSDIST 0412-12345-44-0002 _ GS01 Sources of Gift Funds DESIGGFT 0412-12345-44-0003 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode NextR |
Figure 30. Decode window for
LCRS
Select an entry or enter new keys GLOLCRS List CCC's for a Report code and Sort Values 12/08/97 08:53 Command: XXXX Action: X InstCatg: DeptCatg: XXXXXXXX Date: XX/XX/XXXX BU: XXXX Report Code: XXXX Sort Value: XXXXXXXX ------------------------------------------------------------------------------- List Cost Centers for BU: XXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX starting from Report Code: XXXX and Sort Value: XXXXXXXX +----------------------------------------------------------------------+ Code |SortVal Description CCC Description | ---- |-------- ----------------------------- ------------------------------ | _ GS01 |ENDCDIST AAAAAAAAAAAAAAAAAAAAAAAAAAAAA AAAAAAAAAAAAAAAAAAAAAAAAAAAAAA | _ GS01 |ENDSDIST AAAAAAAAAAAAAAAAAAAAAAAAAAAAA AAAAAAAAAAAAAAAAAAAAAAAAAAAAAA | _ GS01 |DESIGGFT AAAAAAAAAAAAAAAAAAAAAAAAAAAAA AAAAAAAAAAAAAAAAAAAAAAAAAAAAAA | | | | | | | | | | | | | | | | | +----------------------------------------------------------------------+ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode NextR |
If all the cost centers cannot be displayed on one screen, then pressing PF8 will display screens successively until all cost centers for that Report Code have been displayed.
Suspend | Using the PF2 (Suspd) key to suspend to related functions. |
BRCM | Bu Report Code Maintenance |
BSVM | Bu Sort Value Maintenance |
CCRM | Cost Center Report code Maintenance |
Select an entry, or enter new keys GLOLDBU 1 PROD List DAC Dept Acct Ctr numbers for a BU - LDBU 11/13/97 08:53 Command: XXXX Action: X InstCatg: DeptCatg: Date: 11/30/1997 CCC: 0102 02040-61-0000 BU: MEEG Status (A/I): A ------------------------------------------------------------------------------ List Centers for BU: MEEG Mechanical Engineering with Status: A Active starting from Dept-Acct-Center-No: 0102 02040-61-0000 Dept Acct Ctr Cost Center Description Beg Date End Date - ------------------ --------------------------------------- -------- -------- _ 0102 16060-11-0000 MECHANICAL ENG-ON-CAMPUS CR IN 01/17/89 12/31/99 _ 0102 16060-12-0000 MECHANICAL ENG-INSTRUCTIONAL SUPPORT 10/22/87 12/31/99 _ 0102 16060-13-0000 MECHANICAL ENG-OFF-CAMPUS CR INSTRUC 04/05/95 12/31/99 _ 0102 16060-14-0000 MECHANICAL ENG-NON-CREDIT INSTRUC 07/01/94 12/31/99 _ 0102 16060-16-0000 MECHANICAL ENG-ACADEMIC ADVISING 04/05/95 12/31/99 _ 0102 16060-22-0000 MECHANICAL ENG-UNIV SUPPORT RESEARCH 10/22/87 12/31/99 _ 0102 16060-31-0000 MECHANICAL ENG-SUPPORT PUB SERV 10/22/87 12/31/99 Departmental Accounting Centers: 1 through 7 displayed Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit Rstrt Forwd |
Additional information on any departmental accounting center can be accessed by marking a line and pressing PF4 (DCode). This information is yet to be defined.
Suspend | Using the PF2 (Suspd) key to suspend to related functions. |
Agriculture Cost Centers in DART | Understanding how AGRI information is presented. |
LBDC | List Balances by Departmental Category for a cost center |
LBSP | List Balances for Sponsored Programs |
Select an entry or enter new keys GLOLETC List Encumbrance Txns for a Category and dac - LETC 11/13/97 08:53 Command: Action: V InstCatg: DeptCatg: Copy Date: 10/31/1997 CCC: 0102 02040-61-0000 ------------------------------------------------------------------------------- List Encumbrances for CCC: 0102-02040-61-0000 Associate VC for Financial Affai for Dept Catg: Copy Copy Charges DeptCatg PO Num/Line Vendor Name Amount -------- ----------- ------------------------------------------ ------------- _ Copy 6521354 001 Kinkos 1,999.05 _ Copy 6536544 001 Zip Printing 26,594.00 ------------ 28,593.05 Entries 1 through 2 displayed Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit Rstrt NextR |
Suspend | Using the PF2 (Suspd) key to suspend to related functions. |
Agriculture Cost Centers in DART | Understanding how AGRI information is presented. |
Category Help | Understanding how category field help can help you. |
LBDC | List Balances by Departmental Category for a cost center |
LBSP | List Balances for Sponsored Programs |
LBA | List monthly Budget to Actual |
LATC | List Accounting Txns for a Category and dac |
Figure 33. LOPC - List Open PO lines for
a CC and category
Select an entry, press PF8 to page forward, or enter new keys UPOLOPC1 PROD List Open PO lines for a CC and category - LOPC 12/23/96 09:27 Command: Action: V Req: : PO: : TA: Co Ctr No: 0102 02040-61-0000 Thru Enc Dt: 12/23/1996 Dept Catg: Travel ------------------------------------------------------------------------------- List Open PO lines for CC 0102 02040-61-0000 Thru Encumbrance Date: 12/23/1996 and Dept Category: Travel ----Amts attributed to CCC---- Date Close Dept Catg PO-No Line Type Blkt Encumbrance Expense Anticipated _ Travel 6000429 1 TA Y 438.48 06/30/2099 Vendor: 101011-02-001 Dorre; Tom _ Travel 6000430 1 TA Y 1.00 06/30/2099 Vendor: 101020-01-001 Stolfi; Larrie D. _ Travel 6000431 1 TA Y 1.00 06/30/2099 Vendor: 101022-01-001 Whittaker; Nancy H. _ Travel 6000432 1 TA Y 300.00 07/07/1996 Vendor: 101014-01-001 Hyatt; David G. _ Travel 6000433 1 TA Y 1.00 06/30/2099 Vendor: 101012-01-001 Fournier II; Joseph F. Open POs 1 thru 5 Running Totals - Encumbrances: 303.00 Expenses: 438.48 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode RStrt Back Forwd |
The following sections describe the LOPC function:
For category search help, press PF1 while the cursor is in the Dept Catg field. This will display the categories for the cost center input in the banner.
The following commands perform processing functions related to purchase orders.
POH | PO Header |
POL | PO Line |
POIT | PO Item TARGET - to Cancel PO line |
IPO | Internal Purchase Order |
Figure 34. LORC - List Open Req lines for
a Company cost center
UPOLORC 1 PROD List Open Requisition lines by CCC - LORC MM/DD/YY HH/MM Command: Action: X Req: : PO: : TA: Co Ctr No: 9999 99999-99-9999 Dept Catg : XXXXXXXX ------------------------------------------------------------------------------- List of Open Req lines for DAC: 9999 99999-99-9999 for Dept Catg: XXXXXXXX ------------------------------------------------------------------------------- Submit Commit RQ RQ Req Line Attributed to Dept Catg Req No Line Date Date ST TY Amount DAC/Dept Catg _ XXXXXXXX R999999 999 MM/DD/YY MM/DD/YY X XX 99,999,999.99 99,999,999.99 Vendor: 999999-99-999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX _ XXXXXXXX R999999 999 MM/DD/YY MM/DD/YY X XX 99,999,999.99 99,999,999.99 Vendor: 999999-99-999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX _ XXXXXXXX R999999 999 MM/DD/YY MM/DD/YY X XX 99,999,999.99 99,999,999.99 Vendor: 999999-99-999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX _ XXXXXXXX R999999 999 MM/DD/YY MM/DD/YY X XX 99,999,999.99 99,999,999.99 Vendor: 999999-99-999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX _ XXXXXXXX R999999 999 MM/DD/YY MM/DD/YY X XX 99,999,999.99 99,999,999.99 Vendor: 999999-99-999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Running Totals: In Process-Not submitted Pending Approval Committed 99,999,999.99 99,999,999.99 99,999,999.99 Requisition Lines 9999 thru 9999 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode RStrt Select an entry, or enter new keys |
Figure 35. Decode Window -
LORC
Requisition Line Item Description Req No Line No Item Description -------- --------- ------------------------------------ R999999 999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX R999999 999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX R999999 999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX R999999 999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX R999999 999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Press ENTER to continue |
The following sections describe the LORC (List Open Requisition lines by Company cost center) function:
Requisition lines may have a Status of O (open) and appear in this list while the requisition may be in process, submitted, or approved. A running total of attributed amounts (in process-not submitted, pending approval, and approved) will be displayed at the bottom of the list.
Dept Catg | Departmental Accounting category |
Req No | Requisition number |
Line | Requisition line number) |
Submit Date | Date-Occurrence-2 of Update-History-Group. 3 |
Commit Date | Date-Commitment-Effective. 4 |
RQ/ST | Requisition header status |
RQ/TY | Requisition type |
Req Line Amt | Item-Extended-Price + Item-Freight-Amt + Item-Tax-Amt |
Attributed to CCC/Dept Catg | The amount of funds on the requisition line associated with the CCC and category which is or will be committed in accounting. 5 |
Running Total for Not Submitted | This amount is the accumulation of "Attributed to CCC/Dept Catg" for those requisition lines with a req header status of P (in process). 6 |
Running Total for Pending | This amount is the accumulation of Attributed to CCC/Catg for those requisition lines with a header status of S (submitted). 7 |
Running Total for Approved | This amount is the accumulation of Attributed to CCC/Catg for those req lines with a Status of A(approved), R (re-submitted for required additional approval), G (awaiting generation of completed Auto PO), B (bid in-process), H (awaiting generation of in-process PO). 8 |
REQH | REQuisition Header |
REQL | REQuisition Line |
REQT | REQuisition TARGET processing |
IREQ | Internal REQuisition |
Select an entry or enter new keys GLOLPAC List Planned Activity by Category for a CCC - LPAC 05/13/98 08:53 Command: Action: V InstCatg: DeptCatg: Supplies Date: 05/13/1998 CCC: 0102 02040-61-0000 ------------------------------------------------------------------------------- List Planned Activity for DAC: 0102-02040-61-0000 Associate Vice-Chancellor starting from Dept Catg: Supplies Supplies Month Plan Planned DeptCatg Effective Amount Description -------- ---------- ------------- ----------------------------------------- _ Supplies 05/98 500.00 Planned entry for BASIS notebooks Entries 1 through 1 displayed Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit NextS |
Suspend | Using the PF2 (Suspd) key to suspend |
Agriculture Cost Centers in DART | Understanding how AGRI information is presented. |
DART Categories | Understanding and using categories to make sense of your financial balances. |
PAM | Planned Activity Maintenance |
Figure 37. Data Entry Screen -
PAM
All entries are valid, press PF10 to Save GLOPAM 1 DEMO Planned Activity Maintenance - PAM 04/28/98 23:28 Command: Action: A InstCatg: DeptCatg: Supplies Date: 05/01/1998 CCC: 0102 02040-61-0000 ------------------------------------------------------------------------------- Action: A DAC: 0102-02040-61-0000 Associate Vice-Chancellor for Finance Category: Supplies Supplies Effective Month: 199805 Plan Number: 1 Amount: 500.00 (use negative to indicate inflow of funds or credits) Description: Planned entry for BASIS notebooks Updated on: 04/28/98 10:05 By: POLLYP Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-- Help Suspd Quit DCode Save |
The following sections describe the Planned Activity Maintenance function:
View | {V} |
Add | {A} |
Update | {U} |
Copy | {C} |
Delete | {D} |
The amount entered has the effect of reducing fund balance for positive entries and increasing fund balance for negative entries. Positive entries are entered as positive values in the Planned-Amt field on the Dynamic Balance file in the period entered in the banner. Negative entries are entered as negative values in the Planned-Amt field on the Dynamic Balance file in the period entered in the banner. A planned detail record is created which supports the balance on the Planned Activity file.
When updating the amount for a category, the new amount entered overwrites any existing amount.
When deleting an entry, the balance is removed.
The planned activity amount is removed when the planned amount is in a month that is being rolled from the Dynamic Balance file to the Static Balance file.
DART Categories | Understanding and using categories to make sense of your financial balances. |
Agriculture Cost Centers in DART | Understanding how AGRI information is presented. |
Security in DART | Understanding how security features protect data. |
LPAC | List Planned Activity by Category for a CCC |
Figure 38. Data Screen (1 of 2) -
SBFR
Press PF8 to view next screen or enter new keys GLOSBFR 1 PROD Static Balance File Record - SBFR 01/19/98 20:48 Command: Action: V InstCatg: DeptCatg: Supplies Date: 11/30/1998 FY: 1998 CCC: 0402 17264-21-0000 ------------------------------------------------------------------------------- FY: 1998 DAC: 0402 17264-21-0000 Category: Supplies Screen 1 of 2 Month Budget Es Revenue Expenditure Revenue Amt --------- -------------- -------------- --------------- -------------- July 748.04 August September 146.94 October 12.78 November December January February March April May June TOTALS Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit NextR |
Figure 39. Data Screen (2 of 2) -
SBFR
Press PF8 to view next screen or enter new keys GLOSBFR 1 PROD Static Balance File Record - SBFR 01/19/98 20:48 Command: Action: V InstCatg: DeptCatg: Supplies Date: 11/30/1998 FY: 1998 CCC: 0402 17264-21-0000 ------------------------------------------------------------------------------- FY: 1998 DAC: 0402 17264-21-0000 Category: Supplies Screen 2 of 2 Month Inter-Fund Intra-Fund Encumbrance Beginning --------- ------------ ------------ ------------ Budget July LTD August --------------- September October November Beginning December Expenditure January LTD Amount February --------------- March April May Time of Update June ---------------- TOTALS 01/02/0000 00:00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit NextR |
The following sections describe the Static Balance File Record function:
View | {V} |
Agriculture Cost Centers in DART | Understanding how AGRI information is presented. |
Category Help | Understanding how category field help can help you. |
DART Periods | Understanding how accounting periods work in DART. |
LACC | List All Categories for a CCC |
LBDC | List Balances by Departmental Category for a cost center |
LBSP | List Balances for Sponsored Programs |
LBA | List monthly Budget to Actual |
LBCM | List acctg Balances for a Category by Month for a CCC |
LATC | List Accounting Txns by dept Category for a CCC |
LTTC | List pending TARGET Txns by dept Category for a CCC |
LPAC | List Planned Activity by dept Category for a CCC |
LETC | List Encumbrance Txns by dept Category for a CCC |
Several activities will affect the available balances that are maintained by the system:
Note: The institution may need a policy on what comprises the official record.
Figure 41. Example of Expenditures Posted
to AGRI DA Cost Centers
DART Acctg GL Balance Detail Balance +---------+ Encumbrances +----+ +----+ +----+ | |---------------------->| | | | |||||| | | Pending TARGET Txn | | | | |||||| | PSB |---------------------->| | | | |||||| | | Budget/Est Revenues | | | | |||||| +---------+---------------------->|----|-->| | |||||| +--------+\ | | | | | |||||| |Leave/ | \ | | | | | |||||| |Overtime| \ | | | | | |||||| +--------+ \ | | | | | |||||| \ | | | | | |||||| +----------+ \ +-------+ +-----+ Expenditures | | | | |||||| |Supplement| \| | | |---------------->|----|-->|----|-->|||||| | Pay |---->|PAYROLL|--->|LABOR|Pend. TARGET Txn | | | | |||||| +----------+ /| | | |---------------->| | | | |||||| / | | | | Cash | | | | |||||| +----------+ / +-------+ +-----+------------------------->|----|-->|||||| |HRLY/TimeS| / | | | | |||||| +----------+/ | | | | |||||| | | | | |||||| +--------------+ Pending TARGET Txn | | | | |||||| | |------------------------------------->| | | | |||||| | | Expenditures/Revenues/Transfers | | | | |||||| | GJIM |------------------------------------->|----|-->|----|-->|||||| | | Assets/Liabilities/Fund Balances | | | | |||||| | |---------------------------------------------->|----|-->|||||| | | Budget/Estimated Revenues | | | | |||||| +--------------+------------------------------------->|----|-->| | |||||| | | | | |||||| +--------------+ Expenditures / Revenues | | | | |||||| | |------------------------------------->|----|-->|----|-->|||||| | UPS | Pending TARGET/Encumbrance/Commitment| | | | |||||| | |------------------------------------->| | | | |||||| | | Liabilities/Assets (Cash/Recv) | | | | |||||| +--------------+---------------------------------------------->|----|-->|||||| | | | | |||||| +--------------+ Assets (Cash) | | | | |||||| | Internal |---------------------------------------------->|----|-->|||||| | Orders (TVIS)| Expenditures / Revenues | | | | |||||| +--------------+------------------------------------->|----|-->|----|-->|||||| | | | | |||||| +--------------+ Estimated Revenues and Budget | | | | |||||| | | Changes (alloc Categories/Periods | | | | |||||| | Departmental |------------------------------------->|----|-->| | |||||| | Accounting | Category Change Transactions | | | | |||||| | |------------------------------------->|----|-->| | |||||| | | Planned Activity | | | | |||||| +--------------+------------------------------------->| | | | |||||| | | | | |||||| +--------------+ | | | | |||||| | SAFARI | Expenditures / Revenues | | | | |||||| | Cash Receipt/|------------------------------------->|----|-->|----|-->|||||| | Invoice Actvy| Assets / Liability | | | | |||||| +--------------+---------------------------------------------->|----|-->|||||| |
+----------------------------------------+ | Salary Expenditure in General Ledger | +----------------------------------------+ | Cost Center Category Amount | | ------------------ -------- ------- | | 0103 80100-24-0143 Salaries 1000.00 | +-------------+ | 0103 80100-24-0941 Salaries 100.00 | | Salary Expd | | 0103 80100-24-0974 Salaries 50.00 | | posted from |----------> | 0103 80100-24-1325 Salaries 100.00 | | LABOR |\ | 0103 80100-24-1327 Salaries 20.00 | +-------------+ \ | 0103 80100-24-1424 Salaries 10.00 | \ | 0103 11020-24-1312 Salaries 200.00 | \ +----------------------------------------+ \ \ \ +----------------------------------------+ \ | Salary Expenditure in Dept. Accounting | \ +----------------------------------------+ \ | Cost Center Category Amount | ->| ------------------ -------- ------- | | 0103 80100-24-0100 Salaries 1280.00 | | 0103 11020-24-0100 Salaries 200.00 | +----------------------------------------+
Detail files which support the balances for Agri will contain the entire cost center number. Although Agri does not budget at the project level, expenditures are maintained and tracked at that level.
For purposes of this document, the terms "departmental center" and "cost center" are synonymous.
Institutional categories will be assigned to all applicable cost centers based on the company. This ensures that departmental users who do not want to take advantage of the advanced features of this system may still benefit from the on-line displays. Institutional expenditure categories expected to be assigned to current fund centers include:
During the process of setting up categories, departments will be able to choose from a pick list of categories, although they would not be precluded from requesting that Financial Affairs create a category that does not exist in the pick list. Use of existing categories is encouraged in order to make aggregation of transactions across otherwise unrelated centers more meaningful.
Sponsored Research centers will be limited to categories that are specified in the contract with the sponsor. Once a center is established with the institutional categories, Research personnel may delete those categories that will not be part of the program, and add others which may. These categories will be maintained by Research and Sponsored Programs, and might include:
Departments will also be able to assign to transactions a departmental project number, which can be used to aggregate transactions over different categories for a unit. No balances will be maintained in the system for transactions marked in this manner, but batch reports can provide transaction totals. There will be an on-line display for transactions for a project number for a cost center.
Table 1. Departmental Accounting Budget
Allocation Example
PSB | Departmental Accounting | |||||
---|---|---|---|---|---|---|
PSB -> | Maint | Travel | Confer | Copies | ||
48.00 | 07/95 48.00 | -->> | 07/95 1.00 | 07/95 1.00 | 07/95 1.00 | 07/95 1.00 |
08/95 1.00 | 08/95 1.00 | 08/95 1.00 | 08/95 1.00 | |||
09/95 1.00 | 09/95 1.00 | 09/95 1.00 | 09/95 1.00 | |||
10/95 1.00 | 10/95 1.00 | 10/95 1.00 | 10/95 1.00 | |||
11/95 1.00 | 11/95 1.00 | 11/95 1.00 | 11/95 1.00 | |||
12/95 1.00 | 12/95 1.00 | 12/95 1.00 | 12/95 1.00 | |||
01/96 1.00 | 01/96 1.00 | 01/96 1.00 | 01/96 1.00 | |||
02/96 1.00 | 02/96 1.00 | 02/96 1.00 | 02/96 1.00 | |||
03/96 1.00 | 03/96 1.00 | 03/96 1.00 | 03/96 1.00 | |||
04/96 1.00 | 04/96 1.00 | 04/96 1.00 | 04/96 1.00 | |||
05/96 1.00 | 05/96 1.00 | 05/96 1.00 | 05/96 1.00 | |||
06/96 1.00 | 06/96 1.00 | 06/96 1.00 | 06/96 1.00 |
The dynamic file will always contain the next 8 open months with regard to pending items, commitments, revenues, transfers, and expenditures, and the next 17 open months with regard to budget, encumbrances, estimated revenues, and planned items. When a month is closed, the balances for that month are moved to the Static file, and the dates for the dynamic file are rolled forward one month. The Static file is organized by fiscal year and has twelve periods of information.
Current balances will be maintained in the dynamic balance file by departmental center, departmental category, and month, for:
Changes (inputs/entries) to the current file are allowed for any month which is open as defined by the calender function. Month-end processing will move balances from the Dynamic (current) file to the Static file, and entries to that oldest month are no longer possible. Balances will be maintained in the static balance file by departmental center, departmental category, and month, for:
Additions to budget will be made during the year if additional revenues are recognized. In this case, the budget cycle must be reopened, and the additional budget is passed to departmental accounting and is available for distribution. These entries should normally be made at the beginning of a month so that departments have time to distribute additional budget.
Note: A notification process may be required to alert affected users if budget has been increased. Similarly, a notification may be needed for balance forward entries; these are not normally made until August of the new fiscal year.
Balance forward entries will be treated as an addition to budget for purposes of departmental accounting. These entries are expected to be made in the GJIM system and will be posted to the category balance forward as budget. This amount can then be distributed out over other categories and months as the user desires.
The processing above will be slightly different for the restricted fund groups that are on a grant-life budget or project-life budget. All budget and estimated revenue entries will post through GJIM.
Note: Planned activity entries may not be allowed on the 04xx group of cost centers.
Commitments will be relieved if the requisition is rejected or withdrawn. Commitment balances will be maintained for all open months, but not for closed months. The detail composition of a commitment balance will be maintained for the current open months. Elimination of the commitment balances and detail for closed months is based on the fact that this information is not especially relevant for prior closed months, and the maintenance and processing of the detail transactions consumes resources otherwise needed for more important information. Note that the previous four months of commitment detail is always available in UPS.
Encumbrance balances will be created when PO lines are created. Encumbrance balances are reduced on-line when an order is closed or cancelled by Purchasing. Encumbrances will be relieved in batch when an expenditure against an order is processed. The detail composition of an encumbrance balance will be maintained for the current open months. Detail information supporting the encumbrance balance will be maintained for closed months. At month close a batch job will create a record of the encumbrance associated with a PO, PO line, cost center, category, and project. This type of processing provides the ability to display the equivalent of the "Open PO Report" on-line for any particular month desired. This function will eliminate the need for a printed report, although the information can be downloaded or printed locally.
Note: The base month on the dynamic balance file when the file is rolled will have the encumbrance value of the month being rolled added to the existing balance in that field. In this manner, one would add up balances for encumbrance in the periods on the Dynamic Balance file to determine the encumbrance balance for a period.
The Natural Secured Menus (NSM) Architecture is a standard set of facilities used for the development and operation of online Natural applications. It has been developed at the University of Arkansas using Natural 2, a fourth generation programming language provided by Software AG. The NSM Architecture imposes a command driven, menu augmented approach to the navigation of an application (the act of moving from one function to another). Anyone using an NSM application will be able to move from any function to any other function, within their security constraints, by entering the desired command. Additionally, menus are provided for command selection when the desired command is not known.
Additionally, all NSM applications use the same basic screen format and operate in a similar manner. For example, the first three lines of each screen are reserved for the title, command, and key information. The last two lines are reserved for displaying available PF keys and their associated functions with a standard usage defined for most of these keys. In summary, the NSM Architecture provides:
Online help is available at the application level, the screen or function level, and the element level. Access to each of these help facilities is as follows:
In addition to these system-wide help facilities, each specific function may provide additional help. Some functions provide the use of PF4 for Decode. The decode function will return descriptions associated with coded values on the screen or retrieve additional associated data. This feature will be described in the command description when it is available, and the PF4 function will be labeled on the bottom of the screen.
Information on the following topics may be selected after pressing PF1 while the cursor is in the Command field of any Menu screen.
Menus and how to select a command from a menu: |
Describes the information presented within menus, three options for specifying a desired command, and how key fields may be passed to the command in advance. |
Explanation of what a command is: |
Describes in broad terms what a command is and how they are used in an application. |
How to use key fields appearing in the banner: |
Describes key fields which appear at the top of the screen and how they can be used across multiple commands. |
How PF Keys are used: |
Describes how each of the PF keys at the bottom of the screen can be used, and how PF12 can be used to get to PF13 through PF24. |
Definition of the Natural Secured Menus Architecture: |
Provides background on why we are using the structure that you experience with these applications. |
Features of the Natural Secured Menus Architecture: |
Describes the features that make our applications user-friendly and make development simpler. |
List Functions: |
Describes what lists are and how they can be used. |
How to report problems or make suggestions: |
Describes how to report system problems as well as make suggestions for improvement of the system. |
A 10-character field is used to display all dates. To ease data entry, the system accepts the entry of a date in several formats and returns it in a standard format. The proper convention is MM/DD/YYYY. A dash (-) or slash (/) is acceptable as a divider between month, day, and year components. You can also enter the date with no dividers. In addition to the above format, the system will accept the following:
The following date ranges are available based on the format used:
When any date outside of the above ranges and formats is entered, it is assumed that a date with only a two-digit year has been typed in over an existing date and only the first two digits are utilized. Whenever a two-digit year is being utilized, if those digits are less than 11, it is assumed to be in the 21st century, otherwise, it is set to the 20th century. For example:
03/17/1799 | is returned 03/17/1917 |
03/17/1800 | is returned 03/17/1800 |
03171800 | is returned 03/17/1918 |
03172100 | is returned 03/17/1921 |
031711 | is returned 03/17/1911 |
031710 | is returned 03/17/2010 |
03/17/11 | is returned 03/17/1911 |
03/17/10 | is returned 03/17/2010 |
An 18 character field is most commonly used for company cost center numbers. To ease data entry, the system accepts the entry of a cost center number in several formats and returns it in a standard format. The system also sets a 15 digit numeric value which is actually stored on the database. The proper convention is 9999 99999-99-9999, where the last four digits are an optional project number that when not entered is returned as zeroes. In addition to the above format, the system will accept the following:
Occasionally, a 15 character field is presented for entry of a cost center number, and an 18 character formatted field is returned. This version was developed to support data-entry intensive functions, where the 15-digit number could be entered and, because that filled the field, the cursor would skip to the next required field without tabbing forward.
Depending on the activity the user initiates in the second (or third) function, pressing PF3, PF10, and sometimes PF8 will return the user to the suspended function. When suspended from a function and using an Action that will permit a change in the second function, then PF10 will be labeled "Sav/Q." If the suspended function is a list, pressing PF10 will cause the changes to be saved, but will exit the function only if there were no other entries selected in the first function; otherwise the next entry selected in the first function will be presented. If the suspended function is not a list, pressing PF10 will cause the changes to be saved and exit to the suspended function. PF8 will be labeled "Q/Nxt" in the second (or third) function, indicating that pressing PF8 will cause all selected entries to be successively displayed until the function is exited. PF3 will always result in an exit to the function. A warning message is provided whenever a user's actions would cause a suspended function to be lost (e.g. enter a Command without pressing PF2).
During the suspend process the user may make changes to fields in the banner. When the functions suspended to are exited, the key fields required by the original function are restored to the values which were previously in effect.
The suspend feature generally is used from lists by entering the desired Command and new keys in the banner and then pressing PF2. In this case, the user would select or mark an entry or entries on the list, then enter the desired Command in the banner. In addition, the user might want to check the current action displayed in the banner, since that is the action that will be used in the second function. For instance, assume that for a list function the Action is V (view), but an update is desired in the second function; in that case the user would change the Action to U before suspending. If the selected entries do not contain the key fields required for the function to be accessed, then the required fields should be entered in the banner.
The Command and the key fields are maintained as a part of the list when there is a single command that one would normally suspend to, such as the command in which a document was created or submitted. When the Command and the key fields are part of the list, the Command ID will normally be displayed in the far left column, and suspending can be accomplished merely by selecting/marking an entry (or entries) and pressing PF2.
Note: The Command (and keys) supplied as part of the list can be overridden by an entry in the Command field in the banner.
When returning to the list from a suspend, the lines which were selected will have a space beside them instead of the underscore. This helps the user keep track of which entries have been viewed. is an example of a list command from the UPS system where the Command and key fields are part of the list.
Select an entry, or enter new keys UPOLIPO 1 PROD List Invoices for a PO - LIPO 12/21/99 08:37 Command: Action: V Req: : PO: 6029791 : 1 TA: Date Invoice Received: ------------------------------------------------------------------------------- List Invoices for PO Number: 6029791 received on or before Vendor: VWR Scientific Date Inv Paid Inv Inv Inv Prob Cmd Received Invoice No/Suffix Amount Disc Date Type Sta Cd AP ID _ ILOG 05/03/99 382252 157.92 T 04/26/99 R A 000484071 _ ILOG 04/07/99 278294 479.81 * T 03/25/99 R A 000475401 _ ILOG 04/07/99 288105 62.09 T 03/29/99 R A 000474305 _ _ _ _ _ _ _ Invoices 1 through 3 of 3 displayed Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode RStrt |
Several BASIS applications enable the user to assign categories at the time the accounting tranasaction is initiated. This category is carried throughout the life of the transaction and is the key to reporting and tracking balances and detailed transactions in DART.
There are two types of categories: institutional and departmental. Institutional categories are the institutionally-imposed level of categorization of budget used to report and classify accounting transactions. These are few and broad in nature. A financial manager who chooses not to use the departmental category structure will be able to report and track their financial activity by the institutional category which BASIS will use as a default. For example, in the case of UPS (University Procurement System) transactions for requistions or travel authorizations, the user would input the institutional category value for maintenance and not utilize the departmental category feature. Departmental categories, on the other hand, allow the user to track their financial activity at a more detailed level.
For example, in the case of a travel authorization, the user would have the option of assigning several departmental categories, e.g., "Register" for the registration fee, "Airfare" for the airfare, and "TravOtSt" for travel out of state.
There are two types of sequence codes: institutional and departmental. Institutional sequence codes are the institutionally-generated sequence codes that are assigned at the time a category is created. Departmental sequence codes are the unique sequence codes that the departmental user assigns to the category when the user adds the category to their company cost center. A departmental user has the option of using the sequence codes as they are assigned or they may change them via the CDC (Center Dept Category maintenance) function at the time the user establishes their company cost center/category combinations.
It is important to keep in mind when establishing your own sequence codes which categories you want to be grouped together. For example, computer supplies (SupComp) has a sequence code of 002 and computer expenses (CompExp) and computer maintenance (CompMntc) have a sequence code of 320. If you wanted to group the above expenditures together, you would need assign your own departmental sequence code. SupComp (110), CompExp (111), and CompMntc (112) might be an example. This would allow you to view these expenditures grouped together. The downside in this example is that you would not be able to view SupComp with the rest of your supplies type categories.
Therefore, whenever the PF1 on-line help category search facility is used, the help routine will perform a conversion. In any place that the department category help is used, and when the cost center entered is an Agriculture center (Company 0xx3), then the category help will determine the appropriate DAC to provide the list of valid categories. For instance, if the cost center 0103-12345-24-1058 is entered on a requisition line, and the user requests help (PF1) on the category field, then the help will look for the DAC 0103-12345-24-0100 on the dynamic balance file and display the categories available for that DAC.
Command security provides a means of restricting a user or group of users from accessing one or more commands within DART, or any application. Commands which are not available to a user are not displayed on the menus presented to that user. Since DART is primarily an information reporting tool, most of the commands in DART will be available to all users. Some of the commands where information can be updated will be further restricted as discussed below. Other commands may be restricted to specific users, and as such will not be available to the general user. Once a user has access to a command, what they can do is controlled by:
Security levels may be used to limit or restrict the functions performed within a command. The security level for a user is not immediately apparent, and is discovered when the user tries to do something that is not permissible for that user's current security level. For instance, assume that all users have a security level that permits viewing for all commands. This would be a security level 1. If a user then attempted to update a value on a function, they would receive a message that their security level does not allow update, which may be security level 5. Note that if a user has an update security level for a command, then all of the fields which may be updated on that command are available, so it is not possible to restrict further which fields may be updated. Some users may be given the ability to delete information; this is the highest security level.
Security by value provides a means of further restricting entry to a command. This restriction is based on the relationship of the desk/budgetary unit of the individual attempting the entry to that of the budgetary unit being affected by the entry. For instance, an entry would not be permitted where an individual assigned to a desk in CHEM would make a budget change for a departmental center allocated to ENGR. So even though a user might have a security level high enough to update, they may be unable to do so because the BU of the user does not match the BU of the center being updated. Note that it is common practice for financial officers in college dean's offices to have security by value access to all BUs in that college.
Figure 1. Used to display institutional categories by class
The standard list help model is used for this field, where a starting value for class is entered by the user, and the resulting display begins with the starting value that was entered.
+--------------------------------------------------+ |Enter a starting search value | |Help for INSTITUTIONAL-CATEGORY | | A one character code | | identifying the institutional | | category. For each | | institutional category there | | is a corresponding 8 character | | Departmental Accounting | | Category. The institutional | | category defines broad | | categories of revenues and | | expenditures across which | | transfers or movement of funds | | are tightly controlled. The | | values of the one character | | code are abstract and assigned | | for purposes of sequencing | | these categories. | |PF1 PF3 Starting CLASS & INST. CAT. | |Help Quit 5 ________ | +--------------------------------------------------+ Figure 1.
The following window is an example of the list of institutional categories the system displays when 5 (expenditure) is used as the starting value. This list is presented in alphabetical order.
+--------------------------------------------------+ |Select desired code and press ENTER | |Values for INSTITUTIONAL-CATEGORY | | __ FringeNA Fringe Benefits Not Allowed | | __ Fringes Fringe Benefits | | __ Maint Maintenance | | __ OtherCom Other Compensation | | __ SalClass Salaries, Classified | | __ SalGA Salaries, Graduate Assistant | | __ SalNC Salaries, Nonclassified | | __ Wages Wages (temporary help) | | __ WagesStu Wages, Student | | | | | | | | | | | |PF1 PF3 Starting CLASS & INST. CAT. | |Help Quit 5 FringeNA | +--------------------------------------------------+ Figure 2
+--------------Departmental Category Search ---------------+ |Please mark selection, enter starting value & press ENTER | |For Cost Center No. 0102 02040-61-0000 | |Cost Center Description: ASSOCIATE VICE-CHANCELLOR FOR FIN| | | | Order List by: | | _ Alphabetical order starting with: ___________ | | | | _ Sequence code order starting with | | class (1,2,3,4,5): 5 | | | | Institutional Category: Maint | | | | Sequence Code: ___ | | | | PF3=Quit PF6=Def | | | +----------------------------------------------------------+ Figure 3
Figure 4: To show all categories in alphabetical order. User would mark the alphabetical order option and input a starting value in the search window (Figure 3).
+-----------Departmental Category Search - Alpha ------------------+ | Please enter a starting value and press ENTER | | Categories in Cost Center No: 0102 02040-61-0000 | | Cost Center Description: ASSOCIATE VICE-CHANCELLOR FOR FINANCE | | Inst | | Category Seq Description Category Cls | | _ Airfare 303 Airfare Maint 5 | | _ Register 303 Registration Maint 5 | | _ SupComp 002 Supplies-computer Maint 5 | | _ SupEquip 004 Supplies-equipment Maint 5 | | _ SupLab 006 Supplies-lab Maint 5 | | _ SupOff 008 Supplies-office Maint 5 | | _ Supplies 001 Supplies Maint 5 | | _ SupShop 010 Supplies-shop Maint 5 | | _ TravDom 304 Travel-domestic Maint 5 | | | | PF3=Quit Starting Value TravDom | | | +------------------------------------------------------------------+ Figure 4
Figure 5: To display categories in sequence code order the user would input on Figure 3 the class, institutional category, and sequence code. Note that class 5 (expenditure) and institutional category "Maint" are defaulted.
+----------- Departmental Category Search - Seq Code -------------+ | Please enter a starting value and press ENTER | | Categories for CCC: 0102-02040-61-0000 | | | | Seq Dept Cat Category Description Inst Cat Class | | _ 001 Supplies Supplies Maint 5 | | _ 002 SupComp Supplies-computer Maint 5 | | _ 004 SupEquip Supplies-equipment Maint 5 | | _ 006 SupLab Supplies-lab Maint 5 | | _ 008 SupOff Supplies-office Maint 5 | | | | Starting Values -- Class: 5 Inst Catg: Maint Seq Code: 008 | | | | PF3=Quit | | | +-----------------------------------------------------------------+ Figure 5
In addition, a standard category help for the Category table (as opposed to the cost center category help above) will be available on all functions where category is a key, but does not require help for cost center categories.
Figure 6: This is a standard list help where class and category are entered as a starting value, and the list will be in alphabetical order within class.
+--------------------------------------------------+ |Enter a starting search value | |Help for DEPT-ACCT-CATEGORY | | A pre-defined code used to | | categorize expenses, income | | and other financial activity | | at a summary level which is of | | use to departments in | | managing their funds. This | | value is maintained in mixed | | case. | | | | | | | | | | | | | | | | | |PF1 PF3 Starting CLASS & CATEGORY | |Help Quit 5 ________ | +--------------------------------------------------+ Figure 6
Figure 7: To display the categories the user would input on Figure 6 the class and a starting category value. Note that class 5 (expenditure) is defaulted. A user may then select a category and press the Enter key to bring the category to the field.
+--------------------------------------+ | Select desired code and press ENTER | | Values for DEPT-ACCT-CATEGORY | | Category Description | | _ Airfare Airfare | | _ Register Registration | | _ SupComp Supplies-computer | | _ SupEquip Supplies-equipment | | _ SupLab Supplies-lab | | _ SupOff Supplies-office | | _ Supplies Supplies | | _ SupShop Supplies-shop | | _ TravDom Travel-domestic | | | | PF1 PF3 Starting CLASS & CATEGORY | | Help Quit 5 TravelIO | +--------------------------------------+ Figure 7
A | Active |
I | Inactive |
Figure 1. CCC Look-up Criteria and CCC List
+--------------------Cost Center Search---------------------------------+ |Select a cost center or press PF8 for more | |Cost Center Status (A)ctive/(I)nactive: A | |BU: AVCF Assoc Vice Chancellor for Financial Affairs | |Starting Company: Cost Center: | |-----------------------------------------------------------------------| | Company Cost Center Cost Center Description Beg Date End Date| |_ 0102 20049-22-0000 FACULTY DEVELOPMENT-DAVIS 04/01/89 12/31/99| |_ 0102 20050-22-0000 FACULTY DEVELOPMENT-MILLETT,. 04/01/89 12/31/99| |_ 0102 20051-22-0000 FACULTY DEVELOPMENT-MURRAY 04/01/89 12/31/99| |_ 0102 20072-22-0000 FACULTY DEVELOPMENT-JOHNSON 06/17/91 12/31/99| |_ 0102 25023-22-0000 RIF-KURODA-CHEMISTRY 10/22/87 12/31/99| |_ 0102 25074-22-0000 RIF CHEM-DURHAM 10/22/87 12/31/99| |_ 0102 25075-22-0000 RIF CHEM-GEREN 10/22/87 12/31/99| |_ 0102 25078-22-0000 RIF CHEM-MONTS 10/22/87 12/31/99| | CCC's 1 thru 8 of 21 displayed | | PF1=Help PF3=Quit PF8=Forwd | +-----------------------------------------------------------------------+ Figure 1.
If the PF1 key is pressed while on the Budgetary Unit field the following BU search facility window as shown in Figure 2 is displayed Please note that the default BU of the user's desk is not carried to this BU search function.
+-----------------------------------------------------+ | Enter a starting search value | | Help for BUDGETARY-UNIT-CD | | Alphabetic Code used to | | identify a UAF Budgetary Unit. | | | | | | | | | | | | | | | | | | PF1 PF3 Starting BUNIT CODE | | Help Quit ____________________________ | +-----------------------------------------------------+ Figure 2.
UPS | REQH, REQL, TA, UPAY, CCCR, LOPC, LORC, PODT |
GJIM | ACM, IIM, ETM, FTM, JEM, CCM, LDCF |
PSB | APBU, DIST, LPCC, DUBC, DUER |
PAYROLL | XPAY, SUPP, PADJ |
DART | CACC, CDC, CSCC, DBC, DBFR, LACC, LATC, LATF, LBCM, LBDC, LBSP, DBCP, LBA LBRS, LETC, LPAC, LTTC |
LABOR | PD, LEOC, LPOC, LLEC, LEC, CCCR, CCCL |
HRLY-TS | WR, UWR, CCCR |
TARGET | RC (?), CCCR |
Agriculture cost centers are set up differently, since only the primary project cost center is established in DART. These are the 0100 or the 0001 projects for companies 0373 and 0403. See the help topic "Agriculture Cost Centers in DART" for more information on this.
Examples of uses project codes include:
Project codes may be assigned after the fact on the DART command AD (Accounting Detail maintenance) for any record that is maintained on the file. That is, there is no restriction on when the project code can be changed.
Batch functions will be developed that provide reports by cost center and project code. The user will be required to specify the cost centers in the report. This will avoid overlap of project codes, but will require the user to update cost center lists as new centers are added.
DART periods are normally described in terms of a base month. This base month will be either the open period in accounting (per the calender in GJIM), or the period most recently closed. The DART period will remain open longer than accounting periods so that departmental users have some extra time to change the categories on accounting transactions. This may need to be done for various reasons, such as assigning categories to Physical Plant charges. Note that no additional transactions will be posted to the period during this time; it is only for changing the category. There will be a different number of periods open from the base month depending on the type of activity. Entries may be made to budget, estimated revenue, encumbrances, and planned activity across 17 periods into the future. Entries may be made to commitment, revenue, expenditures, pending activity, and transfers across 8 periods into the future. Note that individually these transactions may be further limited by the applications that create them, such as UPS.
A good example of this is the ability to spread University budget and balance forward entries across periods to place the budget in the periods in which the expenditures are expected to occur. Consider an example where March is the base period. Budget of $12 will be posted into the July period by the University. If the department so desires, it may distribute that budget over the periods in that fiscal year (July - June), perhaps in an even distribution of $1 per month.
Month Mar ===> Jul Aug Sep Oct ===> May Jun Jul +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ DART Period | 1 | ===> | 5 | | 6 | | 7 | | 8 | ===> |15 | |16 | |17 | +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ Univ Budget | | ===> |$12| | | | | | | ===> | | | | | | +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+ Dept Budget | | ===> |$1 | |$1 | |$1 | |$1 | ===> |$1 | |$1 | | | +---+ +---+ +---+ +---+ +---+ +---+ +---+ +---+Note that this may be done up until the point where July is not open, or stated differently, when August has become the base period.
The effects of budgeting or entering planned activity into future periods can be seen when viewing some balance functions. For instance, when monthly budgeting is used by the department, then only the budget distributed for the periods being viewed will be displayed. If viewing a March balance on the LBDC (List Balances by Dept Category for a cost center) function, then only the budget entered for the periods beginning in July and ending in March will be displayed. To see the entire budget picture for the year, June would be entered as the month in the banner. If, however, monthly budgeting is not used, then the budget will remain in the July period as originally posted. In the previous example, $9 would be the balance for budget if monthly budgeting were used, and $12 would be the balance if not.
Balances are not maintained for all fields in closed periods. Specifically, no balances are maintained for commitments, planned activity, or pending activity, since those values only have relevance when considering future activity. Closed periods are those that are prior to the base month.
Key & Name |
Usage |
Enter |
If new key field values or a new command have been entered, initiate processing for the new keys or the new command issued. Otherwise, validate any entries made in the body of the screen and prompt for the next activity. |
PF1 (Help) |
Initiate help processing. This will be field help if the cursor is on a field defined with a help routine; otherwise, screen level help will be provided. |
PF2 (Suspd) |
Suspend the current program and transfer control temporarily to the requested function module. Entry of a command is required. |
PF3 (Quit) |
Quit the current operation and back up one level in the processing hierarchy:
|
PF4 (DCode) |
Decode selected coded values on the screen by performing lookups and displaying associated names, descriptions, or other information. This key may also be used to explode a selected entry by displaying within a window more detailed information than was available on the original screen. |
PF5 (RStrt) |
Restart the operation with the keys specified in the banner area (disregard any changes or entries made within the body of the screen). On list functions, any previously marked entries for selection are cleared. |
PF7 (Back, PrevS) |
Page backward to values or previous screens displayed within the same function module. |
PF8 (NextS, NextR, NextT, Q/Nxt, Forwd) |
PF8 always moves the user forward to access the next set of data, although the key is labeled and the function is performed in a different manner dependent upon the circumstances.
|
PF10 (Save, Sav/Q) |
Normally PF10 will save onto the data base any changes that have been made or data that has been entered. Within a function module operating at level 2 or 3, the key is labeled "Sav/Q" to save the changes and then quit that function and return to the suspended function. |
PF11 (Options) |
This key is provided for the selection of options that may be available in individual function modules. |
PF12 (Print or Flip) |
On lists where a print function has been associated with the listed items and the user has selected (by default via the user profile or use of the RODS command) a Report Output Destination ID, this key will generate a print (report) of the selected items. On function modules where more than 12 PF keys are defined, PF12 is flip and will flip the display of PF keys to show PF13 thru PF24. |
PF24(Flip) |
This key flips the display of PF keys to show PF1 thru PF12. |
One final note should be made here about 3270 terminals. The 3270 screen is made up of fields, either protected or modifiable. The terminals operate in blockmode which means that the mainframe (BASIS) does not respond to any entries or changes you make to these onscreen fields until you submit the updated screen, usually by pressing Enter or a PF key. This is different from many PC-based spreadsheet, database or word-processing applications you may use where on-screen changes take immediate effect.
3270 | The simplest of the three. 3270 terminals are monochromatic (one-color) displays able to show only normal or intensified (bold) text. |
3278 | Adds reverse video and underlined text. Among the development team and veteran BASIS users, the reverse video (or reverse highlighting) is a favorite since it allows the user to quickly determine via visual cues which fields are modifiable, required, etc. |
3279 | The most capable of the emulations. It adds the ability to display text in seven different colors. |
Generally speaking, if your software and monitor support it, you are encouraged to use 3279 mode since it offers the greatest control over the look of your screen. This is usually available while using a Network or PPP connection, but will not be available while using a non-PPP, dial-up connection.
Depending upon the 3270 software you are running, you may see variations in the keys used in the default setup, and in your ability to reset, or re-map those keys. This is especially true of dial-up software. Addressing all variations in 3270 emulation software and keyboard mapping is beyond the scope of this document. Instead, this is intended to provide support and explanation for the common usage seen with on-campus PC-compatible and Macintosh computers. Contact Computing Services Help Desk at campus extension 5-2905 with any questions or problems not addressed here. Please be prepared to tell the technician:
3270 Key | Purpose |
Enter | Submit on-screen entries to mainframe for processing. 9 |
Insert | Toggles between typeover and text insertion. |
Home | Moves cursor to first input field on the screen (the Command field in BASIS). |
Tab | Moves the cursor to the first position of the next field on the screen (fields run left to right, top to bottom, and wrap from last field to first field). |
Back Tab | Moves the cursor to the first position of the previous field on the screen. |
Clear | Clears (resets) current screen display. This is used in other mainframe applications, such as CMS, but is trapped and will result in an error in BASIS. Instead, PF5 is used to reset a screen. |
Erase EOF | Erase to End Of Field. This key deletes any characters from the current cursor position to the end of the current field. It is especially handy for deleting lengthy or unwanted text entries, instead of spacing over each character or holding down the delete key. |
Newline | Moves the cursor to the first position of the first
modifiable field which is on a line vertically below the current
cursor position. In the example below, we would move from the
field One to the field Five with a single
keystroke, whereas Tab would require four (4) keystrokes.
One : _____ Two: _____ Three: _____ Four : _____ Five: _____ Six: _____ Seven: _____ Eight: _____ Note: The usage noted below for all PF keys is for BASIS. Other mainframe applications are likely to utilize the PF keys in different manners. |
PF1 | Help |
PF2 | Suspend (See Help Topic "Using the Suspend Feature" for more information.) |
PF3 | Quit |
PF4 | DeCode |
PF5 | Restart |
PF6 | Can vary by application. Often used to access Detail or Percentage windows. |
PF7 | Back/Previous/PageUp |
PF8 | Next/Forward/PageDown |
PF9 | Can vary by application. Often used to access Display or Detail facilities. |
PF10 | Save |
PF11 | Options/Comments or other special function |
PF12 | Flip (change PF key display to show PF13-24) or Print, or other special function. |
PF13-24 | As assigned for special functions. Usually only available when PF12 is labeled as "Flip." 10 |
PA1 | Access the COM-PASS Natural session manager, which allows you to simultaneously run up to nine BASIS applications (or other Natural applications which run under Adabas TPF). |
PA2 | Prints the current screen at Computing Services. Since the printout is not identified with a user and will be recycled, please do not use this key. |
PA3 | Switch to the next COM-PASS session (first setup under the Natural session manager accessed via PA1). |
3270 Key | PC-Compatible Key |
Enter | Enter |
Insert | Insert |
Home | Home |
Tab | Tab |
Back Tab | Shift + Tab |
Clear | + (plus) on numeric keypad |
Erase EOF | - (minus) on numeric keypad |
Newline | End |
PF1 - PF12 | F1 - F12 |
PF13 - PF24 | (Shift + F1) - (Shift + F12) |
3270 Key | Macintosh Key(s) |
Enter | return |
Insert | apple + i |
Home | home |
Tab | tab |
Back Tab | shift + tab |
Clear | clear (num lock) |
Erase EOF | apple + e |
Newline | shift + return |
PF1 - PF12 | F1 - F12 |
PF13 - PF24 | (shift + F1) - (shift + F12) |
Figure 42. Natural User
Profile
Make changes and press ENTER to validate and see the results User Profile for PCAMPBE Peter Campbell CMS ID: @ Default Application: Email: Campus Bldg: Room: Report Output Destination ID: PIKE_301_L PFKey Format: N Message Line: T Terminal Type: 3279 Color Selections Available to 3279 Type Terminals: BL GR NE PI RE TU YE Modifiable: Protected: D Default intensity: TU sample NE sample PFKey name: YE I Intensified: GR sample YE sample Function: NE V Reverse video: TU sample NE sample U Underline: GR sample BL sample Override program assigned colors (T/F): F Message Line Color: YE NSM Field options: Modifiable default V color: TU sample Modifiable intensified V PI sample Conditionally protected D NE sample Previous value V NE sample Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Quit RStrt Deflt Sav/Q Color Mono |
Beginning near the top, notice the Report Output Destination ID: field. This sets the default location to which report and/or file outputs will be sent. It can also be set via the RODS (Report Output Destination Specification) command. An online help facility is available to help you with your selection; a full description of these choices is beyond the scope of this document.
Just below this, is the Message Line field. This controls the location of your message line. Possible values are:
B | Bottom of the screen |
T | Top of the screen |
3270 | Basic functionality |
3278 | Extended attributes |
3279 | Color support |
BL | Blue |
GR | Green |
NE | Neutral (white) |
PI | Pink |
RE | Red |
TU | Turquoise |
YE | Yellow |
To the right of this middle section are the PFKey name and Function fields, which set the colors for your function key list shown at the bottom of the screen. Below this is the field where you set the Message Line Color.
The last section of the screen allows you to specify further options for some special NSM (Natural Secured Menus) fields, which all BASIS applications use. There are four field types, each of which has two entries:
Note: Some of the information below may appear to be of a technical nature, and references files not described elsewhere in this document.
Batch functions for Departmental Accounting, Reporting and Tracking follow below. The date listed is the first date of live production activity, i.e., the date by which the job should be working in Production.
Note: TVIS currently has no provision for categories.
Note: Currently has no provision for categories. PHPL is expected to convert to TVIS during FY97.
Note: SAFARI currently has no provision for categories, although there is a modification that may be done so that categories can be passed to the Accounting Detail file.
Note: Is there anything written on this? This also may be two separate jobs.
Inputs: BEGIN-DATE, END-DATE, FY?
The job will select all positions in the Position file when the EMP-ID is on the record during some period on or after the BEGIN-DATE and on or before the END-DATE.
Yes ----------------|*EMP-ID************|--------------------- 7/1----------------------------------------6/30 Yes ******EMP-ID************|--------------------------------- 7/1----------------------------------------6/30 Yes ******EMP-ID********************************************** 7/1----------------------------------------6/30 No ------------------------------------------------|*EMP-ID** 7/1----------------------------------------6/30The job will calculate the total time that a position is occupied for each distribution for each month during the period input. The Annual Salary will be summed by cost center and month and posted to the encumbrance for that category and month on the Dynamic Balance file.
The job should:
Note: These entries should correspond exactly to the balance on the Dynamic Balance file, and as such, no entries need to made by this job to any balance files.
The job should:
Note: This job needs lots of thought yet.
Inputs: BEGIN-DATE, END-DATE, FY?, BU(s)
The job will select all positions in the Position file when the EMP-ID is on the record during some period on or after the BEGIN-DATE and on or before the END-DATE.
Yes ----------------|*EMP-ID************|--------------------- 7/1----------------------------------------6/30 Yes ******EMP-ID************|--------------------------------- 7/1----------------------------------------6/30 Yes ******EMP-ID********************************************** 7/1----------------------------------------6/30 No ------------------------------------------------|*EMP-ID** 7/1----------------------------------------6/30The job will calculate the total time that a position is occupied for each distribution during the period input. The annual salary will be summed by cost center and BU.
Active/Inactive: | Selection criterion that will limit the display to active cost centers. This field will default to A. If I is entered then inactive cost centers will be displayed. | ||||||||||
Budget Maintenance Restriction Code: | A code used to identify a function which will no longer allow updates on that function for a particular company. This code is used to prohibit budget function updates when the budget cycle is complete. For example, if company 0102 had the function PBMC identified in the budget maintenance restriction field, then no updates would be allowed on PBMC. | ||||||||||
Budgetary Unit: | A budgetary unit is an organizational entity that either receives a budget or has staff. It exists between the cost center and department levels. All cost centers are associated with a budgetary unit, and all budgetary units are associated with a department. Only those cost centers associated with the entered budgetary unit will be displayed. | ||||||||||
Category Class: | A broad classification for general ledger activity.
Classifications are:
|
||||||||||
Commitment/Pending Txn/Planned: | An indicator that determines whether commitments, pending TARGET transactions, and planned activity will be displayed and used in the calculation of available funds. Values are Y or N. | ||||||||||
Company Cost Center (CCC): | A company is a unique identifier for a fund group, fund, and location. The first two digits define a fund group. The third digit defines a fund within a group, and the fourth digit defines the location. A cost center is a numeric identifer for the lowest level entity for which financial information is maintained. The first five digits identify the department or other unique entity; the next two digits identify the function; and the last four digits are optionally used to identify a project. On commands listing balance information for AGRI cost centers, all projects are collapsed into department and function. | ||||||||||
Company Types: | A code used to identify the type of company. Company types
include:
|
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Date: | The month period for which the distribution will take place or the balance will be displayed. This will normally be July but could be any open month in the fiscal year. | ||||||||||
Departmental Category: | A code, eight characters or less, used to categorize budget, expense, estimated revenues, revenues, and other financial activity at a more detail level useful to departments. For example, "SupOff" is the departmental category for office supplies, which would be considered maintenance at the institutional level. These categories may be listed by using a list such as LCAT in DART. If a category is needed that does not occur on the list, then Financial Affairs should be contacted to create the category. | ||||||||||
Disallowed Company Types: | Using a company type code in this field will prevent the user from adding or updating a category. For example, if the DCAT (Departmental CATegory maintenance) function identified P in Disallowed Company Types for the category SalNC, then no category of SalNC could be added or updated for company cost centers where the company had a company type of P. See "Company Types" for types and description. | ||||||||||
Institutional Category: | A predefined code, eight characters or less, used to identify highest level of categorization of budget. This is the level at which the institution budgets. For example, "Maint" is the institutional category for maintenance. Departments may break their budgets down into a more detailed category, but it must be within the same institutional category. | ||||||||||
Keywords: | A word associated with a category and used for browsing or selecting categories by keyword either in a list or help facility. All departmental and institutional categories are set up with at least one keyword. | ||||||||||
Permitted Funding Types: | A code used to identify the types of funding permitted for a
company. Funding types include:
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Requestor: | The user ID of the departmental user who initiated a request. | ||||||||||
Sequence Code: | A three character number which defines the order in which categories will be displayed. They allow broad groupings of categories. When the categories were created on the category table, a sequence code was assigned, and is referred to as the institutional sequence code. When departments add categories to their cost centers, they may change the code to a value that they prefer. Once categories are added to a cost center, we would refer to the code on the cost center as the departmental sequence code, whether it had been changed or not. | ||||||||||
Thru Date: | The ending date for the display. Entries with an effective date on or before this date will be displayed. |
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