Grant Manager Training - Year-End Closeout Activities and

Transcription

1 Processes A. Account Inquiry Program Under the Departmental Functions menu, choose Account Inquiry. Processes - 1

2 Choose your Grant Proj ect Click on Segment Find. Processes - 2

3 1. To inquire on a single account enter all segments through and including the project number. 2. To inquire on all expense accounts enter just the Project segment and choose Expense as the Account Type. 3. Click on the Accept button (green check mark). Processes - 3

4 Explaining the Account Inquiry Screen 1. Original Budget: as identified by the granting agency. Entered into Munis when the Grants Accountant has the signed document from the granting agency in hand. 2. Transfers In/Out: budget revisions that increase/decrease original budget. Entered into Munis one of two ways: 1) automatically when open POs at June 30 are carried forward to the new fiscal year and 2) when the Grants Accountant has a signed revision from the granting agency in hand. 3. Revised Budget: original budget +/- transfers in/out. 4. Actual (memo): transactions posted to the account (payroll checks issued, AP invoices posted, pick tickets issued, journal entries posted). Processes - 4

5 5. Encumbrances: transaction created when a purchase order is created. The budget is said to be "encumbered". When a corresponding AP invoice is posted the amount moves from the Encumbrance bucket to the Actual (Memo) bucket. This process is called "liquidating the PO". 6. Requisitions: electronic request for a PO. Once the requisition is turned into a PO the amount moves from the Requisitions bucket to the Encumbrances bucket. 7. Available: Revised Budget - Actual (Memo) - Encumbrances - Requisitions B. Year-to-Date (YTD) Budget Report Under the Departmental Functions menu, choose YTD Budget Report. Processes - 5

6 Choose your Grant Account Using the Search button, look up your project. See next screen shot. 1. Enter your Project number for your grant. 2. Choose Expense as the Account type. 3. Click on the Accept button (green check mark) Processes - 6

7 Define your Report Options Click on Report Options Report Sequence The top part of the report options defines when to run the report, how to sort and total the data, and what to call the report. 1. Choose Now to run this report immediately. Other choices include At a Scheduled Time and In the Background (now). 2. Choose how you want the report to sort and total. For most grants, sorting only by 5 - Budget Ck will give you the information you need to see if you are in line with your budget. 3. Choose the Report Title. Processes - 7

8 Print Options Tab You should use the tab key to move through this screen! Year/period should be the current fiscal year and period 99, which will allow you to see in your totals items that are still in the workflow process. If you change the period to 12, you will get only posted items. Additional Options Tab Include requistion amounts will add requisitions and purchase orders together to form a total on the report called ENC/REQ. This is the only way to include open requisitions that have not yet been turned into P.O.s in the report. THEY DO NOT SHOW UP IN THE DETAILS. Processes - 8

9 Print journal detail will print the posted transactions below the total lines. The sum of the journal detail will not always match the total lines, because of items still in workflow and requisitions. You can choose what period to see detail - the whole year, or just one period. You can also choose NOT to see journal detail. If you don't have the Print journal detail button checked, all of the items on the right-hand side of the screen are not accessable. Click the Accept button (green check mark) and then close the window. It does not close automatically. Output the Report Choose how you want to output the report. Your choices are: Print (printer icon) PDF (Adobe Acrobat logo) Preview (paper with magnifying glass) Don't try to send this report to Excel or to a Text file - it doesn't work very well. Processes - 9

10 C. Purchase Orders by GL Account (Open PO Report) Open Purchase Orders by GL Account, which is found under Financials -> Purchasing -> Purchase Order Inquiry and Reports Processes - 10

11 Choose your grant proj ect Click on Segment Find Processes - 11

12 Enter your Project in the Segment Find program. Click on the Accept button or hit Enter. Define the Report Options Processes - 12

13 Make the report options look like above. Then click on the green Accept icon or hit enter. Click on the Select button to search for the Purchase Orders. In the bottom left-hand corner it will tell you how many records it found. Processes - 13

14 Output the Report Choose how you want to output the report. Your choices are: Print (printer icon) PDF (Adobe Acrobat logo) Display (paper with magnifying glass) Don't try to send this report to Excel or to a Text file - it doesn't work very well. Processes - 14

15 D. Flexible Period Earnings Report Open the Flexible Period Earning Report found under Human Resources/Payroll -> Payroll -> Payroll Reports -> End or Period Reports Processes - 15

16 Choose your proj ect number Using the Search button, look up your project. See next screen shot. Click on the Accept button (green check mark) In the bottom left-hand corner it will tell you how many accounts it found. Processes - 16

17 Define your Report Options You can choose the date range. If you just run the report for the Prior 2 Weeks, you will get only the last payroll paid. Under Sort the two most helpful are Object/Employee Name and Location/Employee Name. Only use Location/Employee Name if you have Employees at mutliple locations. Click on the green Accept button or hit Enter. Processes - 17

18 Output the Report Choose how you want to output the report. Your choices are: Print (printer icon) Text file PDF (Adobe Acrobat logo) Preview (paper with magnifying glass) Export to Excel (Excel logo) Processes - 18