Account Inquiry - Funds User Guide

Transcription

1 Accunt Inquiry - Funds User Guide Cntents Accunt Inquiry - Funds User Guide... 1 Overview... 2 Objective... 2 Resurces... 2 Prcess fr Inquiring n Funds Available & Accunt Detail... 3 Inquire n Available Funds... 4 View Accunt Details... 5 View Transactin Detail using Drilldwn Buttn... 6 Viewing Transactin Detail using Jurnal Buttn... 9

2 Overview Departmental emplyees are assigned the respnsibility fr reviewing departmental budgets and accunts. In rder t purchase r pay fr gds r services, funds must be available within the assigned accunt. Objective emplyees wh have access t departmental accunts will be able t review budgets and available funds. These individuals will als be able t run Departmental Activity Reprts and IC Funds Available Reprt in Parnassus t assist with reviewing budgets, actual expenses, encumbrances, and funds available. Resurces Budget Department: Financials Services: Accunt Inquiry Funds User Guide Page 2 Last Updated: 7/20/2017

3 Prcess fr Inquiring n Funds Available & Accunt Detail Figure 1 Accunt Inquiry Funds Available Prcess Accunt Inquiry Funds User Guide Page 3 Last Updated: 7/20/2017

4 Inquire n Available Funds The fllwing instructins will assist end-users in accessing departmental accunt infrmatin in Parnassus that includes budget, encumbrance, actual, and funds available balances. Detailed transactin infrmatin can als be viewed. Lg in t Parnassus Click departmental name Finance Apps r Accunt Inquiry respnsibility t expand (Figure 2 & 3) Click Accunt Inquiry Chse Funds Figure 2 Accessing Available Funds frm Accunt Inquiry Respnsibility Accunt Inquiry Frm (Figure 4) Ledger defaults t (IC nly has ne ledger) Budget defaults t Adjusted Budget Thrughut the fiscal year, end-users may enter changes t the Adjusted Budget nly, t better reflect the daily peratinal needs within the departmental budgets. Figure 3 Accessing Available Funds frm Finance Apps Respnsibility The Original Budget is apprved by the Bard f Trustees and remains Static. Requests fr changes t the Original Budget resulting frm such ccurrences as re-rganizatins r permanent allcatins frm ne accunt t anther must be entered by the Budget Office. Enter Perid Use LOV t select perid, r enter mnth & year (3/17), and then press Tab Amunt Type Year t date Extended shws balances frm June 1 t the Perid yu enter fr the same FY. Prject t Date shws balances frm beginning n prject (use if 02, 03, 06 Fund) t the Perid yu enter. Figure 4 Funds Available Inquiry Frm Accunt Inquiry Funds User Guide Page 4 Last Updated: 7/20/2017

5 Encumbrance Type ALL (Encumbrance displays funds in reserve that have nt yet been spent) Accunt Level ALL (includes Detail & Summary) Detail displays balances fr each accunt line within the requested accunt(s). Summary displays the sum f balances fr 01 funds nly in specific subcde ranges and is used fr funds checking. Find Accunts (Figure 5) Click anywhere n the Accunt line (r use Flashlight if highlighted) Enter Department Cde if yu have access t mre than ne department. Leave Subcde & User Cdes BLANK (fr all ranges), delete 000 in bth high & lw clumns* Leave Prject Cde blank fr Figure 5 Find Accunts all prjects*. T chse ne Prject, enter that Prject cde in bth clumns (users shuld view accunt infrmatin by Prject) Click OK *Nte: Entering as little accunt infrmatin as pssible in the Lw and High fields will help ensure that all subcdes, usercdes, and prject infrmatin will display as well as Summary Accunts. View Accunt Details After entering the accunt infrmatin, the accunt detail and/r summary accunt will display. View Perid Balances (Figure 6) Accunt Inquiry Funds User Guide Page 5 Last Updated: 7/20/2017

6 Click n Accunt line Chse Tls n tlbar Select Perid Balances t shw mnthly breakdwn Figure 6 View Perid Balances View Budget, Actual, r Encumbrance line detail (Figure 7) Click n Perid r line amunt Chse Tls and select detail type yu want t view Budget Line Actual Line Encumbrance Line Figure 7 Budget, Actual, r Encumbrance Line Detail View Transactin Detail using Drilldwn Buttn View transactin details using Drilldwn buttn Figure 8 (i.e. credit card transactins, EZ Pay, purchase rders). Accunt Inquiry Funds User Guide Page 6 Last Updated: 7/20/2017

7 Users may want t initially setup and save the Descriptin flder as the default t view descriptins n the Accunting Entries Detail screen. After setting up these flders, the accunt infrmatin will autmatically display (Figure 8). 1) Descriptin Flder: frm Accunt Entries Detail screen select Flder >Open >select Descriptin flder name >OK. Then Flder >Save As Open as Default >OK. Click n the line yu want t view Chse Drilldwn* (Figure 7) which pens in a new brwser and is used t access sub-systems (payables r receivables). Infrmatin n a transactin such as Supplier name, descriptin f items and payment can be viewed. Figure 8 Accunting Entries Detail - Drilldwn *Nte: If Drilldwn buttn is nt highlighted, g t sectin n Viewing Detail using Jurnal Buttn (Figure 11) Figure 9 View Jurnal Entry Lines: Transactins & Jurnal Entry Accunt Inquiry Funds User Guide Page 7 Last Updated: 7/20/2017

8 View Jurnal Entry Lines Screen (Figure 9) Select Subledger Jurnal Entry Line: View Transactin (9A) which will pen Invice Wrkbench screen. Users will view and find transactin details frm this screen using General Tab and Lines tab r Payments tab. Figure 10 Set up Flders Users MUST initially set up three flders and save as the default t view details n the accunt. After setting up these flders, the accunt infrmatin will autmatically display (Figure 10). 1) Invice Wrkbench Flder: frm Invice Wrkbench screen select Flder >Open >select IC Invice Wrkbench name >OK. Then Flder >Save As Open as Default >OK 2) Lines Tab Flder: frm Invice Wrkbench screen click 2 Lines >select Flder >Open >select IC Line Tab name >OK. Then Flder >Save As Open as Default >OK 3) Distributins Flder: frm 2 Lines screen select Distributins buttn >flder >Open >select IC Distributin name >OK. Then Flder >Save As Open as Default >OK Invice Wrkbench and General tab displays PO r vucher number, supplier, invice number and amunt. User may need t scrll t the left fr better viewing. Lines tab has details n amunt, item descriptin, accunt number, etc. Distributins tab displays amunt, accunt, and descriptin Hint: Users may want t include vendr/supplier name in the Descriptin field when updating credit card transactins since these are nt displayed in the accunt drilldwn. T return t Accunting Entries Detail screen t chse anther accunt line, clse the frms and either MINIMIZE the Navigatr screen r just click n the Accunting Entries Detail screen. Users can View Jurnal Entry (9B) details frm Jurnal Entry Lines screen using the fllwing but it is easier t use VIEW TRANSACTION (Figure 9A) r Jurnal buttn (Figure 11) ptins depending n the transactin. Use the fllwing t View Jurnal Entry (9B): Accunt Inquiry Funds User Guide Page 8 Last Updated: 7/20/2017

9 Select Subledger Jurnal Entry Line: View Jurnal Entry (9B) frm mre detail n transactin. In Subledger Jurnal Entry find accunt line then: Click +Shw fr details n accunt line (i.e. supplier, line r item descriptin). Click Return t Subledger Jurnal Entry Lines t View Transactin r MAXIMIZE Parnassus t return t Accunting Entries Detail t select anther accunt r transactin. Viewing Transactin Detail using Jurnal Buttn View transactin details using Jurnal buttn Figure 11 (i.e. payrll entries, chargebacks, jurnal entries, budget transfers) when there is n Drilldwn buttn. Click n the line yu want t view Chse Jurnal displays line by line entries int the General Ledger. Figure 12 Accunting Entries Detail - Jurnal Figure 11 Accunting Entries Detail - Jurnal *Nte: If Drilldwn buttn is highlighted, g t Viewing Details using Drilldwn Buttn (Figure 8). Accunt Inquiry Funds User Guide Page 9 Last Updated: 7/20/2017