DART Quick Reference

April 9, 2008

The DART (Departmental Accounting, Reporting and Tracking) system is designed to be responsive to the day-to-day needs of the University community, providing departmental users with tools for effective planning and financial control.

Campus departments have the ability to aggregate financial activity into categories that are meaningful to them (e.g., Copying, Computer Maintenance, In-State Travel, etc.), as well as the ability to view fund balances on-line and enter anticipated revenues and expenditures. When combined with on-line lists and reports, these tools should eliminate the need for duplicate entry and maintenance of stand-alone bookkeeping systems.

Phone Help

If you need assistance and can't find the answer in this or other DART documentation, call Financial Affairs at 5-4547.

The Natural Session Manager

The Natural Session Manager lets you move between Natural applications, such as LABOR, DART, GJIM, and UPS without first logging out of an application. It preserves any work done and allows you to quickly toggle between applications with a few keystrokes, even if an update is in-process. It is particularly handy as you use various BASIS applications to view accounting information, such as tracking the detail of a DBR. The session manager will allow you to run up to nine Natural applications simultaneously. For details on using the Natural Session Manager, contact Computing Services at 5-2905.

Overview and Definitions

What is a Departmental Category?

The concept of a departmental category is central to the DART system. By way of definition, a departmental category is a code (eight characters or less) used to categorize or organize budget, expense, estimated revenue, revenue and other financial activity at a level of detail useful to departments. For example, SupOff is the departmental category for office supplies, which would be considered as a sub-category of the institutional category of Maint. These categories can be listed by using a function such as LCAT (List CATegories). If a category is needed which does not occur on the list, contact Financial Affairs to request its addition to the system.

How Does it Work?

Use of the departmental categories is optional; each CCC is created with the appropriate mix of institutional categories, such as:

Category code	Category Description
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

Should you wish for financial activity to be aggregated more specifically, departmental categories such as Airfare, Copying, Dues, or EqptComp can be added to your cost centers via the CDC, CACC, or CSCC functions. Once the combination of departmental categories and CCCs is established, financial activity can be viewed and manipulated within these groupings. In this way, you decide:

• Whether or not to use the more detailed categories
• If so, which categories to use for a CCC
• Under which categories revenues and expenditures are displayed.

Use of the categories allows you to view balances with activity listed under very specific headings, such as TravInSt and SupOff instead of a lump total under Maintenance. For further explanation, please refer to the"How-To" sections below or to the more complete "How-To Guide" or "Reference Manual."

What are Sequence Codes?

Think of sequence codes as a key to a sort order. The sequence code is a three-character value that defines the order in which categories are displayed, allowing for broad groupings of categories and an organization that makes sense to you. When categories are created by Financial Affairs, they are assigned a "UA Seq" or default institutional sequence. This is the sequence used unless you override it by specifying a preferred departmental sequence (Dept Seq).

Each CCC can have its own sequence codes arranged. Using sequence codes, you could have all computer-related expenditures listed together or all travel-related expenses. Sequence codes can be duplicated (shared among categories on a CCC).

How to Establish and Maintain Cost Center/Category Combinations

Cost centers are originally established with institutional categories for the company of the cost center that is the minimum set needed to process expenditure transactions. In order to classify expenses at levels more detailed than maintenance, you may define departmental categories to your cost centers to use them with other BASIS applications. Using the CDC (Center Dept Category maintenance) function to add these departmental categories to your cost center. Once you have added the cost center/category combinations that you want, you may then add all or part of your combinations to your other cost centers via one of two copy facilities: CSCC (Copy Selected Center Categories) used to copy a selected range of categories within an institutional category from one cost center to another, and CACC (Copy All Center Categories) used to copy all categories from one cost center to another. Note: Only Research Accounting can add categories for any 013x and 04xx companies.

If you need a category that is not available, contact Financial Affairs at 5-4547.

How to add a category to a CCC

The CDC (Center Dept Category maintenance) function is used to add departmental categories to your cost center.

It is best to first select a category(s) from one of the following DART lists that display departmental categories:

• LCAT - (List CATegories) lists all categories on the DCAT (Departmental CATegory) table, starting from a departmental category, in alphabetical order. If no departmental category is specified then all categories will be displayed, ten categories per screen.
• LCAC - (List CAtegories for a Class) lists those categories for a specified category class starting from a departmental category in alphabetical order. If no departmental category is specified then all categories for the specified class will be displayed, ten categories per screen.
• LCIC - (List Catg for Inst Catg/class by seq cd) lists categories on the Departmental Category maintenance table for a category class and institutional category starting from a sequence code. If no sequence code is specified, then all categories for the class are displayed in sequence code order, ten categories per screen.

From one of these lists, you can select one or several categories, one screen at a time, by doing the following:

• Type an "x" on the selection line in front of the Category on the record line that holds the category(s) you want to add to your cost center.
• Press PF2 to suspend to the DART function CDC (Center Dept Category maintenance). This allows you to add all the categories selected.
• Input "A" in the Action field, the cost center in the CCC field and the first category you selected from the list in the DeptCatg field.
• Press PF10 to add the category to your cost center.
• Press PF8 (NextR) to either add your next category or to return to the list to select your next screen of categories.
• Repeat steps until all categories have been added to your cost center.
  Note: If you know what category or categories you want, then you can go directly to function CDC (Center Dept Category maintenance) with an Action of A, the CCC, and the DeptCatg (departmental category) and press Enter. The sequence code may also be changed. If the sequence code is changed, you should ensure that the code places the category in the order desired. Once you update the sequence codes and press PF10, the display is reordered in the new sequence code order.

How to view a cost center/category combination

The CDC (Center Dept Category maintenance) function also allows you to view cost center/category combinations.

Input an Action of V, the CCC, and the DeptCatg (departmental category), and press Enter.

You have two options for viewing cost center/category combinations:

1. Entering a DeptCatg in the banner will cause the display to begin with the entered category and display all categories within that institutional category in sequence code order.
2. Leaving the category blank will cause the display to begin with the first Dept Catg within the institutional category Maintenance in sequence code order.

If all categories cannot be displayed on one screen, press PF8 to page forward to the next screen of categories.

Note: The LACC (List All Categories for a CCC) function also allows you to view cost center/category combinations. Just input the CCC (company cost center). The display starts with the first category within an institutional category code in sequence code order. Press PF8 to page forward to the next screen of categories.

How to update a cost center/category combination

The CDC (Center Dept Category maintenance) function also allows you to update sequence code values for cost center/category combinations.

• Input an Action of U, the CCC, DeptCatg (departmental category), press Enter, then input the new sequence code values in the Seq field for the categories you want to change.
• Press PF10 to save your changes. The display is reordered in the new sequence code order.
• Press PF8 to page to the next screen of categories.
  Repeat steps until all sequence code values have been changed for your cost center.

How to copy cost center/category combinations

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. The CACC (Copy All Center Categories) function is used to copy all categories from one cost center to another. Note: using this function means that the sequence code values assigned are either the departmentally assigned sequence codes for a from cost center or institutionally assigned sequence codes.

• Input "CSCC" (to select categories to copy) or 'CACC’ (to copy all categories) in the Command field and press Enter.
• Next, enter the following information in the banner:
  • Input an Action of C (which will result in an Action of A after PF10 is pressed)
  • Input the CCC (copying from)
  • Input the "To CCC"(copying to)
  • and Input a DeptCatg (optional for CSCC)
• Press Enter.
  Note:Entering a category in the banner on CSCC causes the display to begin with that category and display all categories within the same institutional category in sequence code order for the from center. Leaving the category blank in the banner causes the display to begin with the maintenance category in sequence code order for the from cost center. Note: The company type must be the same for the to and from cost center (i.e., C for Current fund).
  

On CSCC, you may copy all of the categories displayed, or selected, by marking them with any character. All categories are defaulted with an X indicator. If you do not want a category to be copied, then the X should be removed by using the spacebar or delete key.

You have several options for setting the sequence code value for the new cost center/category combinations.

The Copy Dept Catg Sequence Code flag defaults to Y, meaning that the values in the Dpt Seq Field (departmentally-assigned values) will be copied to the to center.

Changing the Copy Dept Catg Sequence Code flag to N will cause the values in the UA Seq Field (institutionally-assigned values) to be copied to the to center.

Optionally, you may assign your own sequence code by leaving the Copy Dept Catg Sequence Code flag set to Y and entering whatever values you would like in the Dpt Seq field. This option is available for CSCC only.

Note: If the category already exists on the to center, then whatever value was entered (or defaulted) in the Dpt Seq or the UA Seq field will be assigned to the to center if it differs from the value already in existence. You receive a warning to notify you of the intended action.

Press PF10 to save the screen.

On CSCC, press PF8 to scroll to the next screen of categories. Repeat steps until all categories have been added to your cost center.

How to Distribute Budget to Categories

Once the University budget cycle is complete, departments will be able to distribute their maintenance budget into categories that are meaningful to financial managers in those departments. This is accomplished in the DART function DBC (Distribute Budget to Categories). Before beginning this process, the departmental user must ensure that the categories they are expecting to use are established for the cost center(s) for which budget is to be distributed in this manner. See the help topic"How to Establish and Maintain Cost Center/Category Combinations" for help on setting up the categories that are needed.

To distribute budget

Note: This should be done only after the budget process is complete.

• Input "DBC" in the Command field and press Enter.
• Input an Action of U, the Date. (normally July 1, but can be any month in the fiscal year), and the CCC.
• Input the From DeptCatg, the departmental category from which budget is to be distributed. This is the category that was updated by the PSB system during the budget cycle. Normally, the category used is Maint (Maintenance).
• Input the To DeptCatg that is the beginning category to which budget is to be transferred.
• Press Enter.
• Input values in the Change column for the budget amounts desired. Negative values are permitted, in essence providing the ability to have multiple froms. The Change amount for the From DeptCatg will be plugged by summing the inverse of the values entered for the To (starting) DeptCatg.
  Note: It is possible to make an entry so that original budget is reduced below zero. This could happen when budget is distributed during the year for a month in which no budget exists. For instance, the budget amount is in the July month, but the September month is being updated.
• Press Enter to perform screen calculations.
• Press PF10 to save the screen and proceed to the next screen of categories.

To distribute budget to categories after period where budget was posted has closed The budget is placed in the July period in DART, thus making July the most logical month in which to distribute budget. In this case, the maintenance budget would be reduced and the budget of the other categories would be increased. However, if the July period has closed, then the budget would be trapped or remain in the July period. This would not prevent the user from distributing the budget in August, but the display would look different. Since the budget for August is zero, then distributing budget to categories in the August period would reduce the maintenance category below zero for the month of August. The Y-T-D budget for maintenance would be the sum of that category for the months of July and August.

How to View Balances

DART is designed to provide departmental users with the ability to see their available funds balance. These balances are available realtime except for expenditures that are available as of the last batch posting, normally the previous night. DART users can use the following functions to view balances:

• LBDC - (List Balances by Dept Category for a cost center) lists balances for departmental categories or departmental category groupings as of an ending date.
• LBSP (List Balances for Sponsored Programs) lists balances for departmental categories or departmental category groupings for a sponsored cost center as of an ending date.
• LBRC - (List Balances for a Rollup Cost center) lists balances for a rollup cost center as of an ending date.
• LBCB - (List Balances by Company and Budgetary unit) lists balances for a fiscal year, company, and BU.

Using LBDC to View Balances

LBDC (List Balances by Dept Category for a cost center) allows the user to view balances in several different ways.

Balances are calculated by fiscal year. If you want to view balances as of the current date, then the function only displays balances through the current date for the current fiscal year. Please note that any future-dated transactions are not be included in the balance. If you want to view balances for a previous fiscal year, then the function displays only balances for that fiscal year as of the date specified. Please note that balances are not maintained for closed periods (see the "DART Periods" section in the "General Help Topics" appendix of the Reference Manual) for commitments, pending activity, or planned activity. Balances do not reflect amounts for these transactions in prior fiscal year displays or in the current fiscal year displays, when viewing a month in a closed period.

Entering different options in the banner allows you to choose how you want to view your balances.

To view balances:

• Type "LBDC" in the Command field and press Enter.
• Input the Date, which always converts to month end.
• Input the CCC.
• Input the InstCatg.
  Note:  You may Press PF1 for institutional category help. If an institutional category is not entered, then the display begins with the first institutional category in the table, and displays all categories in sequence code order by institutional category. Note: This option allows you to restrict the balances to all departmental categories for the entered institutional category.
• Input the Class. This is an optional field.
  Note:  Entering a class allows you to restrict the balances to only the categories for the entered class. Possible values are:
  • 4 - Revenue/Estimated Revenue/Fund Transfer/Budget
  • 5 - Expense/Encumbrance/Commitment/Planned Expenditure.
• Input either "Y" or "N" in the Comm/Pend/Pln Field
  Y if you want your balances to reflect any commitments, pending, or planned transactions.
  N if you do not want your balances to reflect any commitments, pending, or planned transactions.
• The Seq Cd is optional (you can leave this field blank if you don’t want to limit the display to certain categories grouped by a sequence code). You must also enter an institutional category when entering a sequence code. The sequence code can be entered several different ways depending upon the preferred method for viewing balances. You can enter the whole sequence code that allows you to view all categories within the institutional category, or you can enter the first or first two characters with a wild card (*) and view balances for groupings of categories. For example, 3** displays all categories within the entered institutional category that have a sequence code that begins with 3.
• All categories for the given class are displayed. If all the categories cannot be displayed on one screen, then press PF8 to display screens successively until all balances have been displayed. Running totals are displayed at the bottom of the screen.
• Press PF4 to display the sequence number and category description as well as a breakdown of encumbrance, commitment, and planned amounts.

The Bud/Est Revenue column includes budget amounts and estimated revenue amounts (displayed as negative amounts). The Expense/Rev column includes expenditure amounts and revenue amounts (displayed as negative amounts). The Transfers column includes transfer amounts (both inter and intra fund amounts). The Enc/Com/Pl column includes the sum of the encumbrance amounts, commitment amounts, and planned amounts in whole dollars that are separated when you press PF4. The Balance column represents the balance for the category based on what is displayed.

Using LBSP to View Balances

LBSP (List Balances for Sponsored Programs) allows you to view balances for departmentally assigned categories for a sponsored cost center as of an ending date. The L-T-D Budget is displayed with the L-T-D Expenditures. The balances for encumbrances, commitments, and planned amounts are as of the ending date. The available funds is the sum of the L-T-D budget, L-T-D expenditures, encumbrances, and if displayed, the commitment and planned amounts.

To view balances by institutional category or by sequence code:

• Type "LBSP" in the Command field, and press Enter.
• Input the Inst Catg. Press PF1 for institutional category help (optional input).
• Input the Date and the CCC.
• Input a "Y" or "N" in the Comm/Pend/Pln field and press Enter.
  Y if you want your balances to reflect any commitments or planned amounts.
  N in the Comm/Pend/Pln field if you do not want your balances to reflect any commitments or planned amounts.
• The Seq Cd is optional. You must enter an institutional category when entering a sequence code. The sequence code can be entered several different ways depending upon the preferred method for viewing balances. You can enter the whole sequence code that allows you to view all categories within the institutional category, or you can enter the first or first two characters with a wild card (*) and view balances for groupings of categories. For example, 3** displays all categories within the entered institutional category that have a sequence code that begins with 3.
  
  All categories for the institutional category are displayed, if you entered only an institutional category. Only categories for the specified sequence code or sequence code grouping for the specified institutional category are displayed, if you entered sequence code or sequence code grouping.
  
  If all the categories cannot be displayed on one screen, then pressing PF8 displays screens successively until all balances have been displayed. Running totals are displayed at the bottom of the screen.
• Press PF4 to display the sequence number and category description as well as month-to-date expense, commitment amounts, and planned amounts.

Using LBRC to View Balances

LBRC (List Balances by Rollup Cost center) allows you to view balances for a rollup cost center.

• Type "LBRC" in the Command field, and press Enter.
• Input the CCC and Date that always converts to month end.
• The DeptCatg is optional. If you want to restrict the balances to a particular departmental category, then you can restrict the balances to that category by entering it here.
• Input a "Y" or "N" in the Comm/Pend/Pln Field and press Enter.
  Y if you want your balances to reflect any transfers, commitments, pending, or planned transactions.
  N if you do not want your balances to reflect any commitments, pending, or planned transactions.
• Press PF4 to display the cost center description as well as a breakdown of encumbrance, commitment, and planned amounts.
• If all the cost centers cannot be displayed on one screen, press PF8 to display screens successively until all balances have been displayed. Running totals are displayed at the bottom of the screen.
• The Budget & Est Revenue column includes budget amounts and estimated revenue amounts summed together. The Expense/Revenue column includes expenditure amounts and revenue amounts summed together. The Transfers column includes transfer amounts (both inter and intra fund amounts). The Enc/Com/Pl column includes the sum of the encumbrance amounts, commitment amounts, and planned amounts in whole dollars that are separated when you press PF4. The Balance column represents the balance for the cost center based on what is displayed.

Using LBCB to View Balances

LBCB (List Balances by Company and BU) allows you to view balances for a company and BU for a fiscal year.

• Type "LBCB" in the Command field, and press Enter.
• Input the FY (fiscal year), the Company number, the BU (budgetary unit), and the Class.
• Input a "Y" or "N" in the Comm/Pend/Pln Field and press Enter.
  Y if you want your balances to reflect any transfers, commitments, pending, or planned transactions.
  N if you do not want your balances to reflect any commitments, pending, or planned transactions.
• Press PF4 to display the breakdown of transfers, commitments, and planned amounts.
• If all the categories cannot be displayed on one screen, press PF8 to display screens successively until all balances have been displayed. Running totals are displayed at the bottom of the screen.

How to Drill-Down Balances by Category

DART is designed to provide departmental users with the ability to drill-down balances by category. The user can drill-down balances from either LBDC, LBSP, or LRSP and suspending to the following functions:

• LBCM List acctg Balances for a Category by Month for a cost center
• LATC List Acctg Txns by Category for a CCC

How to automatically drill-down

On LBDC, LBSP, or LRSP, select the category on which you want to drill-down by placing an x in the field in front of the category and press PF2. The system automatically takes you to LBCM (List acctg Balances for a Category by Month for a cost center) that displays balances for a category by accounting period for the fiscal year.

On LBCM, select the period or periods on which you want to further drill-down by placing an x in the field in front of the period and press PF2. The system automatically takes you to LATC (List Acctg Txns by Category for a dac) that displays accounting transactions for a category by accounting period for the fiscal year.

On LATC, you can access more detail by pressing PF4 with your cursor in front of the transaction you want to view. You can also access more detail by pressing PF6.

How to View Encumbrances

Encumbrances are expected liabilities of the University resulting from the authorization of purchase orders to vendors or agreements with University employees. DART provides users with balances for encumbrances as well as detail for closed periods. Purchase order encumbrance entries are supported by detail in UPS (University Procurement System) as well as in DART. Salary encumbrance entries are supported by detail in the PSB (Position System/Budget) application and do not have a permanent effect on fund balance; i.e., those encumbrances do not carry over into future fiscal years.

DART is designed to provide departmental users with the ability to drill down from the encumbrance balances to the detailed encumbrance transactions.

DART lists that display encumbrance balances are:

• LBDC List Balances by Dept Category for a cost center
• LBSP List Balances for Sponsored Programs
• LBCB List Balances by Company and BU
• LOPC List Open POs for a Company cost center

Using LOPC to view purchase order encumbrances

LOPC (List Open Pos for a CCC and a category) in DART (or UPS) provides additional information regarding purchase order encumbrances. The anticipated close dates of the order, expenditures posted to date, and blanket order indicators are displayed.

• View the encumbrance balance on LBDC or LBSP.
• Type an "x" on the selection in front of the record line on which you want to get detail.
• Input "LOPC" in the Command field and press PF2.
• The purchase order number and line numbers that make up the encumbrance balance in question are presented in detail on this list. If you desire additional information about the purchase order line, you will need to log into UPS and access the displayed on POL (Purchase Order Line).

Using LPCC to view salary encumbrances

LPCC (List Positions for a Cost Center) in PSB provides additional information regarding salary encumbrances.

The distribution percent, the beginning and ending dates, occupation codes, employee names, and vacant position data are displayed and let you know what positions/employees are scheduled to be paid on the company cost center in question.

You may also want to execute the PSB batch job called "PBJSEDE" (Salary Encumbrance Detail Extract) on the function JOBS which provides printed or electronic file output of salary encumbrances for remaining pay periods within a fiscal year by category and cost center.

How to View Expenditures

Expenditures are a result of the approved invoicing of purchase orders from vendors or actual payments to University employees.

• Purchase order expenditure entries are supported by detail in UPS (University Procurement System).
• Salary expenditure entries are supported by detail in LABOR (Labor distribution).
• Journal entry expenditure transactions are supported in detail in GJIM (General Journal Interface Module).

DART is designed to provide departmental users with the ability to drill down from expenditure balances to the detailed expenditure transactions. Departmental users can use the DART functions:

• LATC (List Acctg Txns by Category for a CCC) in order to view the detail expenditures.
• LBCM (List acctg Balances for a Category by Month for a cost center) lists balances for a category by month for a cost center for a fiscal year.
• LATC (List Acctg Txns by Category for a ccc) lists accounting transactions for a category by month for a cost center for a fiscal year.

How to view expenditures for all categories (or a single category) for a single month

The LATC (List Acctg Txns by Category for a ccc) function lists transactions for a cost center for a single month.

• Input LATC in the Command field and press Enter.
• Leaving the DeptCatg field blank displays all the transactions for the month.
  Entering a category in the DeptCatg field restricts the display to only the transactions for the entered category for the month.
• Input the Date and the CCC.
• The Acct Txn Type and the Source Code are optional.
• Press Enter.
  All transactions for the entered cost center are displayed by category and transaction type, sorted by the date posted of the month specified in the Date field.
• Pressing PF8 displays the screens successively until all transactions have been displayed.
  A running total is displayed at the bottom of the screen.
• Pressing PF6 on a screen displays the source of the transactions (i.e. AP ID, document number). Pressing PF6 a second time displays additional source information (i.e. PO number, reference id). Pressing PF6 a third time returns the display to the transaction description field.
• Marking a record and pressing PF4 displays a pop-up window of the accounting detail and specific data from the application source files (e.g. vendor invoice number, PO line item description, extended item description, CCC expenditure distributions, etc.)

How to view expenditures for a UPS Purchase Order

LAPO (List Accounting transactions for a Purchase Order) function lists expenditure activity for a specified purchase order starting from a posting date.

• Input LAPO in the Command field and press Enter.
• Input the Date (posting date) and the Purchase Order and press Enter.
• The activity is displayed in posting date and purchase order line number order.
• Marking a record and pressing PF4 provides a pop-up window displaying additional information for that record.

How to view expenditures for an internal service order

LATO (List Accounting Transactions for an internal service Order) function lists expenditure activity for a specified internal service order starting from a posting date.

• Input LATO in the Command field and press Enter.
• Input the Date (posting date), Source Code, and the Internal Service Order and press Enter.
• The activity is displayed in posting date order.

How to view detail expenditures for salaries

LEOC (List Employees Originally paid from a CCC) in LABOR provides information regarding salary expenditures. The employee ID, employee name, compensation period, gross pay, and fringes by employee are displayed.

How to Print a DBR

DART is designed to provide departmental users with the ability to print their departmental budget reports on a networked printer. DART has three different departmental reports for users to print.

1. The Monthly Departmental Budget Report (GLJDBRR) displays the monthly activity only.
2. The YTD Departmental Budget Report (GLJDBRY) displays the year to date balances.
3. The Departmental Budget Report Sponsored Programs (GLJDBRSP) displays the life to date balances as well as the monthly activity.

How to create a cost center list

CCCL (Company Cost Center List) allows the user to group one or several cost centers together by creating a cost center list. The user may group up to 24 cost centers on a list. Note: It is important not to mix sponsored program or cost sharing costs on the same list as regular cost centers.

• Type "CCCL" in the Command field and press Enter.
• Input Action of A (to create a name) or U (to update an existing name).
• Input the CCC List Name and press Enter.
• Input a description for your list.
• Input the cost center(s). Press PF8 to enter more than 8 cost centers. You may enter up to 24 cost centers.
• Press PF10 to save the list name.
• Press PF3 to exit CCCL.

How to print a DBR using a cost center list name

The JOBS (Job Submission) function is used to submit requests for reports that print on networked printers.

• Type "JOBS" in the Command field and press Enter.
• Input Action of S (to submit) and type in the job name in the Job-name field, or you may press PF1 for a list of available jobs.
  Note:If you pressed PF1:
  • Select GLJDBRR (for the monthly DBR)
  • Select GLJDBRY (for the year to date DBR)
  • Select GLJDBRSP (for the sponsored projects DBR)
• Press Enter.
• Input the beginning date of the DBR in the Period begin date field
• Input the ending date in the "thru field".
  Note:   The balance information (top portion of the report) uses the monthly or year to date amounts, but the detail information uses the date ranged that was entered. This could cause a problem where the date range was not for a full month and therefore, the balance information would not equal the detail information.
• Input either "Y" or "N" in the Comm/Pend/Pln field
  Y if you want your balances to reflect any commitments, pending, or planned transactions.
  N if you do not want your balances reflect any commitments, pending, or planned transactions.
• Input either "Y" or "N" in the Rollup Indicator field
  Y if you want your balances to rollup to the department level (first 5 digits of the cost center). This feature is used by academic or administrative departments that may have several different functions.
  N if you do not want to have your balances rollup.
• The Report for Budgetary Unit field should default to your budgetary unit.
• The Print Detail (Y/N) field allows you to indicate whether or not you want the detail information printed on your report.
• Input your cost center list names. You can enter up to 16 different cost center names.
• Press PF1 in the Report output destination ID field. A pop up window is displayed.
• Select D for distributed print and press Enter in the Starting Value field.
• Select your network printer destination.
  Note:  Select the landscape print option.
• Press Enter and press PF10 to submit the job to your printer.

How to print a DBR using BU report code name

If you want to print a DBR using report code names, then follow the above steps except you enter the BU report code name(s) in the BU report code names fields instead of entering cost center list names in the cost center list names fields.

Obtaining Updates & Other Documentation

Copies of the latest version of the Quick-Reference materials as well as the User Manual can be obtained at the BASIS DART site. The Manual contains further information about each on-line function, as well as more detailed Help documents, a glossary, and a system outline.