Account and Budget Management in Wasabi

Transcription

1 Account and Budget Management in Wasabi

2 Overview and Resources Accounts Maintenance Module Budget Tab Budget Reports Exercises 2

3 HLCRA Harvard Longwood Campus Research Administration GMAS Grant Management Application System Wasabi HSPH Financial Application CREW Common Reporting Environment for the Warehouse 3

4 Account Creation/revision GMAS Action Memo HDW G/L EdiServe Wasabi Budget Changes 4

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6 System System Notification 6

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8 Tub Organization Fund Activity/Subactivity Root Harvard 33-Digit Chart of Accounts, excluding the Object 8

9 Must budget this amount in order to transmit. Will be in Red if ever modified T-O-F-A-R ***Validated*** Account Title Status Account type PI (Principle Investigator) Financial Summary includes: Project and Budget-Start/End Dates Direct/Indirect Costs Budget, Encumbered, Actuals and Available Amounts HDW Budget Total 9

10 Before you can use the account You must have received the Action Memo and- New Fund and Activity/Sub-activity must be in Harvard Data Warehouse (HDW) Be sure the descriptions for fund, activity and sub-activity are displayed in the General Tab If blank, account is not in HDW yet Look in Lists Accounts Funds or Activities 10

11 Select the drop down arrow to see detail of aggregated rates Overhead Rate Agency Name and Account Sponsor Type Funding Instrument Overhead Type Funding Instrument 11

12 Set up a group or groups of accounts for AdHoc Reporting First six fields are characters (alpha/numeric) Second six fields are numbers Example: RESEARCH26370 Instructions in Reports/Specifying Parameters Comments 12

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14 Add a New Line Copy a Line Delete a Line Refresh/Re-sorts Changes Made to Budget Copy Column Vacation Calculator 14

15 Last 3 Columns useful for preparing budgets Original Awarded Budget by Object Most Current Budget- Uploaded to G/L when Saved All Budget by transactions Object that have been (transmitted reconciled previously) All transactions entered prior to becoming reconciled Actuals that have hit the HDW Budget Available [Bud (Enc+Act)] 15

16 Wasabi will add the following: For Exempt Salary - Object 6050 o 6052, 6054, 6270, 6271, and 6274 For Clerical/Technical - Object 6070 o 6072, 6074, 6280, 6281, and 6284 See Accounts Section of Online Manual for detailed calculations 16

17 To review the Quick Transactions Report Highlight a number in the Encumbered or Actual columns Click on the up arrow. To add the variance amount to one object in the Revised budget column Highlight the Object amount Click on the up arrow. Use arrow key to move between rows and columns. 17

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19 Wasabi Quick Budget Report Account Budget Report CREW/GMAS Period Expense Report (PER) 19

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21 Account Individual, Range of Accounts, All Object types Expenses or Income Consolidation Level (with range of accounts) Detail, Object, SuperObj, MegaObj, Account Summary Level Detail, SuperObj, MegaObj Budget Revision Revised, Prep, HUBS Account Status All Datasets if you have access to more datasets Specify Parameters for AdHoc reporting 21

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25 Validator Error: Fund not valid with this Org Check the account using the Chart of Accounts Validator to see if it has been set up. If not, Transmit Initial Budget If you say yes, Wasabi will begin to check that budgets match. Click no if you want to save, but not ready to transmit. Same as HDWBUD. Budget not transmitted. This is a warning that you are trying to submit a budget with no changes. Make sure that you haven t missed any changes. Previously Transmitted Sponsored Budget and Revised Budget is not fully distributed The HDW Budget and Revised Budgets do not match. Verify and/or edit the amounts in the Revised Budget. 25

26 Add account in Wasabi Account Maintenance Check change in GMAS and redistribute budget in Wasabi Distribute budget to object codes in Wasabi 26

27 Accounts Tubs Orgs Sponsored Accounts Objects Funds Activities Roots 27

28 Thanks for coming today Contact 28

29 Presentation available in Wasabi Manual/Training page and OFS isite/ Training Tab/Training Documents topic box 29