Financial Services. Finance Reporting. Online access to financial data for researchers

Transcription

1 Financial Services Finance Reporting Online access to financial data for researchers

2 Table of Contents 1. Hyperlink to access FAST VPN Client Finance Reporting How to read a Research Fund balance How to read a Trust Fund Balance (non-research) Lexique...13

3 Hyperlink to access FAST Below you will find the instructions on how to access the financial system Fusion/ERP. The following steps will allow you access to the system: 1. Type in the Web address (you can also get to this page by clicking on the link Fusion/ERP system Login which is located on the left hand side of the Fusion/ERP home page) 2. Chose the FAST link. 3. Your user name is your employee number without the numbers 1 and 0 that are at the beginning of your employee number, preceded by a capital E. (ex: E101010) 4. Your system password id is the same as the one you use for your InfoWeb account, however you must use all capital letters. 5. In order to speed up the login procedure we suggest that once you get to the login screen you add this page to your FAVOURITES. If you have any problems accessing Fusion/ERP System there is a list of Frequently Asked Questions (FAQ) available on the Fusion/ERP home page at If FAQ cannot answer to your question, please contact the Technical Services Centre at or by phone at extension

4 VPN Client You can access the Fast system off campus. However, you must be in a secure zone. Therefore you must be connected through VPN Client. For more information on how the VPN Client, go to the link Click on the link VPN Client which you find under the section Top Downloads. For further assistance please contact Computer and Communication Services On-line at or by phone at extension

5 How to read the balance of a fund In FAST, click on the Finance Reporting application Finance Reporting is a database of financial information which comes from the financial system Banner. This application allows visual access to financial information of the funds and permits the user to drill-down to the initial document of any particular transaction. 5

6 Finance Reporting 1) In Finance Reporting in the Fund box enter the fund number. 2) Operating Statement is the default option in the Desired Option box. 3) Click on ENTER. Once you have clicked on ENTER on the main page, Finance Reporting will show the balances for the option Current Year by default. For the option Current Year, it takes into account all the posted transactions from May 1 st, All transactions prior to April 30th, 2008 are in the previous financial system SmartStream. The balances are displayed by Revenue and expense accounts. The balances show only those transactions that are posted in Finance Reporting, therefore they don t include any unposted transactions. 6

7 The Accounts The accounts that start with: Current Accounts (Revenues and Expenses) 5XXXX 6XXXX 7XXXX are revenue accounts (current) are salaries and benefits accounts (current) are other expense accounts (current) Under the option Current Year there are 3 columns which these Revenue and Expense accounts have amounts associated with them, under the third column entitled Month Actual, under the forth column entitled YTD Actual (Year To Date), and under the fifth column entitled O/S Commitments. Month Actual YTD Actual O/S Commitments Shows the expenses for the current period depending on the month selected Shows the cumulative expenses from May 1st Shows the encumbered funds Budget accounts is the budget account for Revenues 70000, 70010, and are the budget accounts for Expenses Under the option Current Year, the amounts associated with the five budget accounts appear in the second column entitled Effective Budget. Click on the title YTD Actual to see all posted transactions. You can see all the posted transactions by expense account by clicking on any blue amount. 7

8 Documents To help easily identify the transactions in Finance Reporting there are many types of documents. Documents that start with: Under the budget accounts 50000, 70000, 70010, and 70030: BD03 CVTB RB and RS are correcting entries to the April 30th upload are balances brought forward form April 30th, 2008 (conversion entry) are budgets created in FAST Research Under the Current accounts (Revenue & Expense): AR CVT DA F I J RS Accounts Receivable Conversion Entry Deposit Payroll Supplier Invoice Journal Entry Billing (Research) Types of Funds Research Funds consist of 6 numbers and Trust Funds (non-research) consist of 5 numbers. The procedures for reading the balance of a fund differs in Finance Reporting depending on the type of fund you are looking at. 8

9 How to read a balance of a Research Fund Budget in a Research Fond A budget must be created by Financial Services for each Research Fund in order for the funds to be available (Check Funds). A system update is necessary before the budget will show up in Finance Reporting. This update between Banner and Finance Reporting in FAST to complete the budget transaction is done twice a day; at noon and midnight. The funds control is at the budget level and not at the current Revenue level in Banner. The budget Revenue is posted to the account while the budget Expense is posted to the 70000, 70010, and accounts. To see a balance of a Research Fund You must always choose Current Year to see the balance. The Current Year option allows you to see the Budgetary Balance (Budget (expenses)- YTD actual (expenses)-o/s Commitments). Important! The balances shown are those for the fiscal year of the University and not those of the project, so from May 1 st to April 30 th. Important To create a budget in a Research Fund in order to advance a budget to a Research Fund, Financial Services must have an up-to-date Notice of decision. 9

10 Screen View Current Year for a Research Fund To read the balance of a Research Fund you must look at the intersections of the line Total Expenses and the column $ YTD Variance. 10

11 How to read a Balance of a Trust Fund (non-research) Contrary to Research Funds, Trusts Funds (non-research) do not need a budget. Once the Revenues are posted to a Trust Fund (non-research)the funds are available. To see a balance of a Trust Fund (non-research) You must always select the option Current Year to see the balance. Current Year allows you to see the actual balance for the Trust Fund (non-research). You must look at the columns YTD Actual and O/S Commitments. Important! The balances shown are for the current fiscal year of the University and not that of the fund, therefore, from May 1st to April 30th. 11

12 Screen View Current Year for a Trust Fund (non-research) You must read the balance of a Trust Fund (non-research) from the line Closing Fund Balance All Orgn Codes Included less any commitments on the line Total Expenses, if applicable. Example: 32, , = 24, The balance of Trust Fund at November 30 th, 2008 is 24,

13 Lexique English $ YTD Variance ($ Year To Date Variance) Acct (Account) Actv (Activity) Amount Banner PO # (Banner Purchase Order) Budget Fav/Unfav Chart Cheque # Click here to download to Excel Click here to return to the Menu Closing Fund Balance - All Orgn Codes Included Current Year Doc. # Effective Budget Fund Fund Type Initial Budget Invoice / Ref. # Locn (Location) Month Actual O/S Commitments (Outstanding Commitments) Opening Fund Balance - All Orgn Codes Included Orgn (Organization) Period Prog (Program) Subtotal Title Total Revenues Less Expenses TotalExpenses TotalRevenues UserID YTD Actual (Year To Date Actual) Français $ Écart à ce jour Cpte (Compte) Actv (Activité) Montant Num. Bon de commande de Banner Budget Fav/Défav Plan # Chèque Cliquez ici pour télécharger en format Excel Cliquez ici pour revenir au menu Solde de fermeture d un fonds - Incluant tous les Orgs Année en cours # Doc. Budget effectif Fonds Type fonds Budget initial Facture / # Ref. Lieu Réel mois Engagements Solde d ouverture d un fonds - Incluant tous les Orgs Org (Organisation) Période Prog. (Programme) Total partiel Titre Total revenus moins dépenses Total dépenses Total revenus Code utilisateur Réel à ce jour 13