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Finance Self Service - Dalhousie University

1. 70 e Print REPOSO cresien 70 APPENA A RUE Cha S COE sanar EE E E E EEE 72 Appendix B Glossary Of Termi S crrr RER E EEEE R EER 73 Appendix C Quick Referente eee een entis nee fedi Sio fixtonueiq ecc P Schede nn eee 75 2 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Overview The FSS provides the authorized user with the ability to review up to date account status and transaction detail similar to that which is available in the Detailed Transaction Report and Revenue Expense Reports distributed in the monthly report packets There is the added ability to drill into a transaction and related documents from an account query to view both encumbrance and document detail The commodity and accounting details for a Purchase Order and Invoice are available as well as related documents and payment information Cash flow budget information for Research funds is also available The FSS is available by accessing the Dalhousie Online web page Financial Services maintain the security and access for authorized personnel Authorized users will access Finance Self Service to query pertinent budget and encumbrance data and view financial transaction details This document details the functionality available with step by step instructions and tips Review both Appendix D and Appendix E Appendix D provides a glossary of the ter
2. BEGINNING BALANCE Accounts Receivable General 0101 81 518 13 31032007 JE16 ANE o A 00 505 Ending Balance Accounts Receivable General 0101 13 750 00 00 105 258 13 BEGINNING BALANCE Dafarrad Revenue 38600 16 540 00 Ending Balance Deferred Revenue 38600 00 0 16 540 00 RELEASE 04 0 Dore ip rteret 10 4 Figure 28 Header Information e Ending date of the fiscal period for which the report is generated e Chart of Accounts 1 for Dalhousie University e FOAPAL Elements entered on Parameters Screen Detail Information Transaction Date The date the transaction was posted in Banner Transaction Type The rule code that describes the transaction posted For further description of the codes see Appendix A Document Code Unique identifier for the commitment Document Reference Depending on the type of transaction posted this will be a reference number to link the transaction to the paper document submitted eg deposit form D or journal entry form J Brief information that describes the transaction Asset Liability or Equity sub account number 32 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs The value posted as a debit The value posted as a credit Displays the Beginning and Ending balances A positive or negative beginning and ending balance will mean different things depending on the account and the accounts normal sign
3. The results from this query are the same if you ran the Commitment Query from the Finance Self Serve menu The difference is this query only will return the commitments that are currently open The Commitment Query will allow you to search for closed commitments from current and prior fiscal years See Commitment Query for additional information 45 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Salary Commitments for Fiscal Years only This will indicate whose salary has been committed against this account This query will only work using a fiscal year parameter The date range option does not work This does not include fringe benefits The results from this query are the same if you ran the Salary Encumbrance Query from the Finance Self Serve menu The difference is this query will return all salary codes that have a salary commitment against it for a fiscal year The Salary Encumbrance Query will allow you obtain results for all salary expense codes or a specific salary expense code See Salary Encumbrance Query for additional information Total Revenue Summary by a Researcher on Account The header section of this page is similar to Researcher Account History The only difference between the header sections are the following fields have been removed from this screen to save on space Fund Type Sponsor ID Name of those with Spending Authority on the account and Note
4. e Journal entries document starts with J or FS to de commit a portion of the encumbrance o Adjustment due to HR journal entry to move charges after the payroll in prior fiscal year o Individuals salary should no longer be encumbered in this case the person name will be in the description Thereby if you see someone still showing an outstanding encumbrance on the HR side it may have manually been liquidated on the Financial Services side 59 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs d The following documents are salary encumbrance entries made specifically in Financial Services Example of the types of entries could be seen here are liquidation of outstanding encumbrances from Human Resources and year end encumbrance roll to move encumbrance into the new fiscal year Salary Encumbrance Detail Status Report Finance Adjustments For Encumbrance by Journal Document For Fiscal Year 2009 As Of October 23 2008 Encumbrance Number PRO80001 0 6504 Encumbrance Fund Orgn Acct 58999 589 6201 Document Rule Class Date Description Liquidations Item Seq ENRLOBOS E090 2008 04 01 ENCUMBRANCE ROLL 18 570 79 0 97 ENRLOB0S E090 2008 04 01 ENCUMBRANCE ROLL 18 670 79 0 97 ENRLOBOS E090 2008 04 01 ENCUMBRANCE ROLL 00 0 97 J0079939 E035 2008 09 25 DECOMMIT ENC FROM SEPT PAYROLL T 79 50 072 Budget Quenes Encumbrance Query Salary Encumbrance Query View Document e Print Repository Finance H
5. 10 or less of the funds are available this is a warning that you have 1096 or less of your funds still available for use orange Overspent Fund no funds are available You have overspent on this account red This available balance after commitments is the total of revenue expected to receive within this fiscal year less year to date expenditures less any purchase requisitions purchase orders capital encumbrances through FacMgmt salary encumbrances Note If you have additional commitments that are not in Banner you will need to deduct these amounts from the total you are seeing on screen For example fringe benefits are not committed in Banner The total of this column is the amount of money the Researcher has for the accounts listed Note For those who have been delegated access to view these accounts if the Researcher has other accounts that you have not been delegated Query Reports or Spending Authority through Web for Administrators those accounts will not 41 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs appear in this list therefore not included in the total Total Revenue Summary for all Accounts This will take you to the Total Revenue Summary by a Researcher screen The totals reflected will be for all revenue that has been received for the accounts listed above in the current fiscal year Once you are in this summary screen the fiscal y
6. Microsoft Internet Explorer l E Ele Edit View Favorites Toos Help av G pack x 2 5 seach verae 07 Cm 4 3 Address amp https dalonine dal ca PROD bwfkrpyu P Budget Start Ww DALHOUSIE DAL ONLINE V UNIVERSITY FINANCE SITE MAP HELP EXIT MainMenu Employees Personal Information Enter a value in the Organization field as well as the Fiscal Year and Chart of Accounts fields All information retrieved is through the fiscal year to date Fiscal year 2007 Chart of Accounts D Fund m Organization xxxx Account D d Program Commitment Type Al l Include Revenue Accounts Save Query as l Shared Submit Query pudgqet Ceres Encumbrance Query Hedquisition View Document Finance Home page Email Financial 2er RELEASE 7 2 Figure 20 23 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs 4 https dalonline dal ca PROD bwfkrpvu P Budget Start Microsoft Internet Explorer Be Edt Wew Favores Geek x i2 A seach eraot C7 Lm JOS fkrpvu P Budget Start Period Ending M t of Accounts Query Results Account Account Title Adjusted Budget Year to Date Commitments Available Balance 8160 Administrative Classified 1333421 00 1 3
7. Que Results e d IAS F Ao Sr A a T 1 Eu neetmmmn d e EM i FESSES Vit COUM FACCOLTIE r IF LU eee Eo U r li i We Peal LU IUO r LIU qtr cptse LC Oommninmient 6251 Admin amp or Support 537 said 537 68 Students 6390 General Fringe Benefits _ 0 00 20 14 20 14 Report Total of all records 0 00 557 82 557 82 Download All Ledger Columns Download Selected Ledger Columns Save Que y as m Compute Additional Columns for the query FY08 PD01 Adjusted Budget percent of FYOS PDO1 Adjusted Budcet FYOS PDO1 Adjusted Budget Perform Camputation Another Query Oolumn 1 Jperator Jisplay After Columr Figure 10 The account totals are displayed under the previously selected operating ledger columns By clicking on the highlighted underlined links access to the transaction detail level is provided The user can select Download All Ledger Columns to download all the budget status query information to a spreadsheet or select Download Selected Ledger Columns to save specified information 14 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs w DALHOUSIE UNIVERSITY FINANCE SITE MAP HELP EXIT Main Menu Employees Personal Information Report Parameters Organization Budget Status Detail Report Summary Year to Date Transac
8. This document is updated periodically and available at https as01 ucis dal ca fs Total Spent Summary by a Researcher On Account 5 BN As of July 30 2012 Title 5 Principal Investigator Loralee Hawkes Ulrich Start Date 01 AUG 11 Available Balance for Current 33 547 28 End Date 31 JUL 12 Fiscal Year Research Acctg Administrator Dawn Dean Agency a To view your detail expenditures please click on the Expense Code To hide the detail information click on the Close All button If you choose to change the fiscal year to date range or vice versa enter the new information then click on the Enter Query button to obtain new results Positive Amount Money has been spent or transferred out Negative Amount Money has been returned to account or transferred in Open All Line Detail Fiscal OR Date Range FROM TO Enter Quer Year 2013 DD MM YYYY DD MM YYYY nid Expense Code Description Amount Spent of Budget Spent 6201 Technical Full Time Non Union 10 395 00 15 62 6390 General Fringe Benefits 931 57 1 40 7040 Laboratory Supplies 2 578 12 3r 7050 Photo AudVis Graphics Internal Exp 21 00 0 03 7099 Computer Hardware Purchases 656 22 0 99 7105 Equipment Rental 3 392 74 5 10 8510 Travel DFA 473 19 0 71 8610 Print Centre Service Int Exp 1 397 82 2 10 8640 Centrex Service amp Rental 300 00 0 45 8641 Long Distance amp Fax 372 49 0 56 Figure 37 To assist in understanding the numbers being displayed on this
9. as01 ucis dal ca fs Researcher Summary by Account For Fiscal Year 2013 As of July 27 2012 The Researcher s Query allows you to review financial information entered in Banner purchase requisitions purchase orders capta accounts select the name from drown down If you have access to multiple Researchers bur amp takes into consideration only those commitments oll Active stalus Account i current expenses may be incurred cor t has a remaining balance credit or debit but spending is terminated Depending on the reason for the suspension the ai box and click Submit Query if to discuss possible reactivation The balance is colour coded to indicate how you are doing in man Principal Investigator a _ suomi auery Click on the Account code to drill into detail information about the account Account Title Agency End Date Status Principal Investigator Available Balance Fund Orgn After Commitments 1 G Socal Sciences amp Humanities Research Counc 14 JUL 11 Active 1 097 2 3M Canada Co 31 MAR 16 Suspended T RESEARCH Internal 31 DEC 10 Acte 62 Social Sciences amp Humanities Research Counci 31 MAY 13 Active 220 20 RESEARCH Misc Extemal Active RESEARCH Internal 30 SEP 12 Active 3 RESEARCH Internal S0 JUN 16 Active 1 Cda Govt Dept Fishenes amp Oceans 31 MAR 08 Active Figure 33 Description Account Fund Orgn The accounts list are the organization codes the Principal Investi
10. https dalonine dal ca PROD bwfkvdoc P ViewDoc Mj DALHOUSIE DAL ONLINE UNIVERSITY FINANCE SITE MAP HELP EXIT MainMenu Employees Personal Information af least one of these fields required Purchase Order Code Lookup Document Number a User ID M Activity Date un o sx a x Transaction Date Al fAl x Vendor ID I 1 Buyer Code Approved Al Completed Al Reference Number D 1 Execute Len Exit without Value ier LE i Hr wnant Leo uH Ai r mant Cir H r E r sn i Budget Queries Encumbrance Query Requisition View Document Finance Home page Email Financial Services RELEASE 7 1 0 1 OPP By b internet Figure 46 The user does not have to specify information in all of the search criteria fields but it is recommended in order to improve response time The user must at least specify the Document Number User ID Activity Date Transaction Date or Vendor ID e A percent sign may be entered as a wildcard in the Document Number and User ID fields e Entering the month and year for Activity Date or Transaction Date allows users to search on all the days in a specified month and year e Other criteria can be entered depending on the type of document e When a user selects the Execute Query button the system displays all the documents for the specified criteria You can then add criteria to refine the search 62 July 2012 This document is
11. loralee hawtkeeseltich dal ca vlt Particulars Including Persons Met With in Visited on Lach Date Actual Receipt Canadian Total Orgarizario nt Item re Multi Purpose Visits Separately Calculated Claimed including GST MST For T WsT Employees Only Date MM DO YY 12 07 2031 ni 31 01 2012 Air Canada ticket 091 12 301 31 03 2012 24 03 2012 Shuttle to WYNY fr om Airport 24032012 Meals L 14 spa per dem 4 s M M 26 03 2012 Meai he 21032012 Meai 5 per diem E f 28032012 Meal S per diem an rendre aaetsoral tego D Ta NOU S M HNANGAL SERVICES USE ONLY odia si co Bb X E er New York New York Hotel remaining SS Raarrce Ove to fiom Ormant lrund Orgn Account Account ST WST 1 66 E nam a pe T s ter Ferdjorgreap00 39999 ta E 7 mum E 0 00 mmm E EM Que wed dne ee DEL 3 T E ie VC USLA Susi an bieta RIDES Aovoli2 aol Apu pi fia 2g 6 m Your options are x Close the window Click on the Box with a red X or File Close Window 5 isl 3 Change pages e If the icon on the left of the page number drop down box is active you can move back to a prior page e ftheiconon the right of the page number drop down box is active as in the screen shot you can move forward to the next page e Orclick on the page number drop down box and se
12. 2006 Requisition PRO11328 Approved Budget Quenes Encumbrance Query Requisition View Document Finance Home page Email Financial Services RELEASE 7 2 Figure 49 Accounting information may include e Sequence number e Chart of Accounts e Fiscal Year e Fund e Organization e Account number e Program e NSF Suspense indicator e NSF Override indicator e Suspense indicator e Amount 66 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs To view an image in FSS on the View Document screen Through the budget query drill down into a transaction until you get to the View Document screen there is a field called Image The field will contain either Not Available or View e The field will contain Not Available until the document has been scanned in Financial Services Documents will be available within a few days of the transaction being posted to the financial system at which time the field will change to View e lf the field contains View you may click on View to display the image When you click on View the following screen will appear briefly as the image is loading f gt Applicationxtender Web Access NET Document Windows Internet Explorer E https kil xtd 3 its dal ca Appxtender DocView aspx File Help XJ Page 1E zoom 25 pe Rotate or Ee Ah Loading Requested Image Status Server is processing request Please co
13. NOTE e Asset accounts will display as a positive amount if the account is in a debit balance and negative if in a credit balance e liability accounts will display as a positive amount if the account is in a credit balance and negative if in a debit balance At this point you can click on the document id to view further details of the transactions Take Balance Sheet Query Results to Excel To take the Balance Sheet Query results to Excel e Place your cursor at the start of the information you wish to move to Excel and click e Hold down on the Shift key e Scroll to the end of the data that you want to copy out of this query All of the data should now be highlighted e To copy the data press CTRL and C e Open Excel e nanew worksheet press CTRL V to paste Commitment Query The Commitment Query allows users to view purchase requisitions purchase orders capital encumbrances and salary encumbrances totals not by individuals information by account for specified FOAPAL parameters Fund Organization Account Users may enter any or all values for these parameters as long as one condition is met they must populate the Organization field to submit a query Note The wildcard 96 is an acceptable entry for Fund Organization and Account 33 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs l QU or EbexguaxxersaacaoevUbyR mens fram wal ax Ee ER ew Femme o
14. 00 5420 Research Overhead 10 424 48 B173 BFWD Foreign Gov Rev 43 364 90 120 748 72 127 471 18 Figure 35 48 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs e Click on Open All Line Detail button to view the transactions for all of the revenue codes and Close All Line Detail button to go back to the summary view Close All Line Detail Fiscal OR Date Range FROM 2 TO 07 Year DD MM YYYY 01 08 2011 DD MM YYYY 31 07 2012 ee 5173 Foreign Gov Rev 94 530 76 Transaction Detail for Revenue Code 5173 ww 5261 Non Gov Rev Business Enterprises 00 Transaction Detail for Revenue Code 5261 52428 5261 2012 13 01 2012 13 01 2012 JE16 F0044030 cm12282011KOGAS 35 696 7 52428 5261 2012 31 03 2012 03 04 2012 JE16 F0044995 Corr KOGAS 35 696 76 35 696 76 35 6967 Figure 36 From the view of the detail transactions you can now click on the document code to view the details of the transaction Within the detail transaction section the following fields can be viewed Account Fund Orgn This is the account being charged Fund Orgn is displayed here because in other queries this information is referred to as Fund Orgn Revenue Code Account This is the revenue code being charged Account is displayed here because in other queries this information is referred to as Account Fiscal Year The fiscal year the transaction was posted in Ba
15. 26 2007 Jan 26 2007 12423695 Harmonized Sales Tax 1 31 REBT Nov 21 2006 Nov 21 2006 12411382 NENNEN 90 721NNI Nov 21 2006 Nov 21 2006 12411382 Harmonized Sales Tax 5 27 REBT Mar 31 2007 Apr 19 2007 F0026280 Apr07 02368 HEMM F05631 171 51 JE16 Mar 31 2007 Apr 02 2007 F0026160 ACB 32295379 IF016392 14 67 JE16 Feb 26 2007 Feb 27 2007 F0025637 Feb07 02868 A 75 61 JE16 Jan 26 2007 Jan 30 2007 F0025295 Jan07 02868 HEN Nov 20 81 95 JE16 Oct 26 2006 Oct 27 2006 F0024468 Oct06 02565 HEMM 05631 241 07 JE16 Report Total of all records 1 114 82 Available Budget Balance 451 18 Download Figure 18 When the Transaction Report is retrieved the report generated shows detail that makes up the displayed total by Document number and Rule Class see Appendix A for a list of rule classes and descriptions A user may select the underlined link on the Document number to retrieve the Document Detail and Related Documents Report The Document Detail and Related Documents Report display all the FOAPAL values for all accounting sequences that are on the Document Selected At the bottom of this report is a Related Documents View This listing allows users to see all documents that are related to the document The Transaction 21 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Date Document Type Document Code and Status Indicator are displayed Select the document number to
16. We do not recommend initial use of this option Once you become more proficient in creating queries and using calculations and downloads you may find this option useful See Appendix C for instructions about saving queries Here the user selects or deselects the columns to be displayed These are e Year to Date e Adjusted Budget e Available Balance e Commitments En dalonirie dal ca PROD bwfkrpvu P Budge t Start Microsoft Internet Explorer Fle Edit View Favorites Tools Help Qe x A seach vcro O oy m JAB Address jE https idalonine dal ca PROD bwhkrpvu P_Budget_Start pious DAL ONLINE FINANCE SITE MAP HELP EXIT Main Menu Employees Personal Information Select the Operating Ledger Data columns to display on the report Year to Date Adjusted Budget Commitments Available Balance Save Queryas l Shared Continue RELEASE 7 2 Figure 8 The user is then presented with the Parameters selection screen Here the user enters the Fiscal Year and Period to date and the Commitment Type for which to query information FOAPAL values are entered and revenue accounts may be included Note The following values are required for successful results e Organization is required The wildcard 96 is an appropriate value e Commitment type All 12 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs e Chart 1 e Fund can be left blank but
17. account for a given period or YTD e Commitment Query View commitment details from purchase requisition and order by fund organization and account July 2012 This document is updated periodically and available at https as01 ucis dal ca fs e Research Summary amp Detail Query View summary and detail financial information for Research and Special Purpose accounts 34xxx 6xxxx e Salary Encumbrance Query View salary encumbrances by fund organization and employee For Research only accounts 34xxx 5xxxx e View Document View document details by document number DAL ONLINE DEVL WEB FOR ADMINISTRATORS SITE MAP HELP EXIT Main Menu Employees Personalinformation New WebTailor Administrators Finance Self Serve Budget Queries View all financial information by fund organization and account Budget Summary Query View all financial information summarized by account for a specified fund type and high level organization code Balance Sheet Query View all balance sheet information by fund and account for a given period or YTD Commitment Query View cCormrmibmesmt delas from purchase reqursitians of orders by l und argamzation and account Research Summary amp Detail Query Mie Summary and detail financial information for Research and Special Purpose accounts ongn dlxxx Dxxxx Salary Encumbrance Query View salary encumbrance details for employees by tfund arganization account for given encumbrance document
18. b act codes T1018p iw Be X i Be Ed View Farm Took Hep Uris yea Jouns gre sure BH i dk Adm Rooms NO B Duma ang 6 pana dh Shortcut to fca hti df Yammer comet sect AcE a ia Ed summarized Puckget Query YTD Actraty 4 I Te MERT DAL ONLINE DEVL SITE MAP HELP Ei Van barai aes mora mira legy We Tiree E Summarized E Query YTD Activity Lick on fe document code to dn dawn to Purther details of mal seen hranami document by Organization Period Ending March 31 2010 As Of September 14 2009 Report Parameters Chart of Accounts Dahouzia Unmvernity Fund Type ALI Organization Account Tit Equpmen Lease Purchases Transaction Date Activity Date Document Code Vendor Transaction Description Amount Rule Code 1 May 21 2009 May 21 2009 125 MEEEEEEZEEZEAE 101 59 INNI zMay 21 2009 May 21 2008 125 Harmonized Sales Tax 7 B3 REBT Report Total for all records 9376 RELEASE 01 0 i niet 100 Fs Figure 26 29 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Take Budget Summary Query Results to Excel To take the Budget Summary Query results to Excel e Place your cursor at the start of the information you wish to move to Excel and click e Hold down on the Shift key e Scroll to the end of the data that you want to copy out of this query All of the data should now be highlighted e To copy the data press CTRL and C e Open Excel e n
19. current status of this Organization Unit compare to last year Budget Queries Budget Status by Account allows you to query for comparative information for a particular period end or for the final Fiscal Year Fiscal Period 14 must be specified to view final fiscal year results Why do the totals for March 31 last year not agree with my final hardcopy reports You must always specify Fiscal Period 14 when you are querying on closed Fiscal Years The first set of March 31 reports each year details activity to the end of the March period 12 All transactions such as accruals and adjustments processed after this first cut off are posted to Period 14 How do I find out whether or not that invoice got processed Budget Queries Budget Status by Account will query a specific account so you can monitor current activity How do I download the account balances for my Organization Unit s for analysis Budget Queries Budget Status by Account will allow you to download your query results to excel How do review the status of a purchase order and the various invoices related to Budget Queries Budget Status by Account will provide the ability to drill into the purchase order transaction and provide a listing of all related documents Was that invoice actually paid Budget Queries Budget Status by Account will provide the ability to drill into the invoice transaction to view related transactions including the Cheque payment How do I monitor the budget ava
20. make up this total At this point click on the Document Code to view the transaction 28 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs fe Sura Packet t quen Accom Cota Logs iniu Eeppi J E 14 x e Y ttre dac ln m end chal ca CE es qu Repor trgnmumm p acmen DO CUER YAp for IDlOND Mpa i coa es AD Ard code ap ong cod eswD11514SpD act es PIDIT i XA p Be Ex pe Faverme Took Heb une riwa JOLE ore Bisre ionauank H Pma om BO Pune ang Hene H Dora to kiih Yamin comet pissar wa BEd Seemed Biget Query Account Detal DALHOUSIE DAL ONLINE DEVL DTE MAP HELP EXIT Summarized ia Query Account Detail Cock on the YTO unt bo drill down to further delmhs of wheal makes up thee wear t dale balance Summarized Budget Query by Organization Period Ending March 31 2010 As Of September 14 2009 Report Parameters Chart of Accounts Dahoune University Fund Type ALI Account Tio Eaqupment Lease Purchases Organization ryt UPDI FY10PD14 FY10PD14 FY10 PD14 Adjusted Budget Year To Date Commitments Available Balance il 0 00 33 7 0 00 93 76 Report Total for all records 0 00 93 76 0 00 93 76 ip rimet 9 4 Figure 25 C Sure Bucket gary V1 Acthalty Ie SUL ti F i E 8 x gt https Jeanie ial cai by P ReportTrarsiHUp actonsdDOQUER Tip Ayre Z0 108p Ape Hip ox codes Ip Kr codesip orgni codecs ii
21. must match Organization orgn value if entered e Include Revenue Accounts yes e Balance sheet accounts are not available at this time The Organization Budget Status by Account is then retrieved The parameters that were selected are now displayed in the heading of the report AEs DAL ONLINE FINANCE SITE MAP HELP EXIT Main Menu Employees Personal information For a Budget Query to be successful a user with Fund Organization Query access must enter a value in the Organization field as well as the Fiscal 1 y g ry 1 Period Year and Chart of Accounts fields All information retrieved is through the Fiscal Year to Date p You may select a Fiscal Period and Year to compare to the required Fiscal Period and Year With this selection all the details that are retrieved will be placed next to the corresponding comparison fiscal period Fiscal year Fiscal period 01 Comparison Fiscal year None Comparison Fiscal period None Commitment Type All Organization 1 xxxx Fund Type Account Account Type Program LL jJ Include Revenue Accounts SaveQueryas T Shared Submit Query Budget Queries Encumbrance Query Requisition View Document Finance Home page Email Financial Senaces Figure 9 13 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Report Parameters am om T de TER Y AJAraanizatrtonm ELO
22. periodically and available at https as01 ucis dal ca fs e Scholarship ends based on how tuition is removed upfront sometimes this leaves balance in encumbrance Field Description 0 0 0 0 0 Encumbrance Document This is the encumbrance number used to post the salary encumbrance in Financial Services This would be equivalent to a purchase order number The figures displayed on this screen are totals for all employees charged to the specified fund organization account for the given fiscal year Payroll Original How much was calculated to be encumbered for individual s for the given fiscal year This is based on the length of time the individual s salary would be paid within the given fiscal year max 12 months times their monthly pay times the percentage of the salary being charged to the given fund orgn acct Payroll Adjustments Increase decrease in the encumbrance Eg pay raise different percentage breakout between a different fund orgn acct job ends before anticipated Payroll Liquidations Monthly payroll and journal entries submitted to Human Resources Payroll Current Commitments This is a calculation based on the previous three columns Payroll Original Payroll Adjustments Payroll Liquidations Payroll Current Commitments Click on the Payroll Current Commitments number if you wish to view the employee s that make up these totals Finance Liquidations Liquidations made strictly in Financial
23. prior fiscal year It is always the second calendar year that is labeled the fiscal year Fiscal Period Select the period you wish to view Period 01 April Period 022May etc July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Chart of Accounts This should always be one 1 Commitment Type This defaults to All Leave at all Fund Type This describes the type of fund Operating Research Endowment etc There are a few options leave blank for all fund types OPBUD Operating Budget OPSPC Operating Special OPDAL Operating Dalhousie Central Budget RE Research TR Special Purpose EN Endowment CA Capital Organization Enter your senior administration or department code SXXXX or DXXXXX You must have the same access level in order for this query to work This is the four character code that represents the revenue and expense number There are three options e Leave field blank for all accounts e Enter the specific four digit income statement account number e Enter partial account number with a percent sign as wildcard 7 Include Revenue Check this box if you wish to view revenue accounts 5xxx Accounts 25 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs 3 lal xj sa x X ary Wales Dnterret Explorer Be ER Yee pos web Unie rwo Jouse ee usrsenv ombak HPna So oap HBO Ou suis org 6 bers 6 Sh
24. view the document Select Document Detail Transaction Report Document Type Invoice Commitment Type All Document Code 2437205 Description Transaction Date 31 Mar 2007 Accounting Soe Chart of Accounts Fund Organization Account Amount Rule Class Code 1 100x 100X 8670 47 56INNI 1 4X4 XXXX 8700 323 14INNI 1 XXX 4 XXXX 8670 2 52 REBT 1 A XXXK 4 XXXX 8700 3 38 REBT Save Query as Shared Another Query Related Documents Transaction Date Document Type Document Code Status Indicator Apr 03 2007 Check Disbursement 10052463 Budget Queres Encumbrance Query Requisition View Document Finance Home page Email Finanaal Services Figure 19 Budget Quick Query This query provides you with simplified access to the current YTD status of a budget When you choose this option be aware of the following e Only one parameter page displays for this query Figure 19 Ledger fields displayed include the following Adjusted Balance Year to Date Net Commitments and Available Balance e You can enter the fiscal year to display YTD data e You can specify Chart and FOAPAL information and use the percent sign 96 as a wild card e t does NOT provide the ability to drill into transaction details July 2012 This document is updated periodically and available at https as01 ucis dal ca fs E https dalonline dal ca PROD bwfkrpvu P Budget Start
25. year ends IE April 1 2003 to March 31 2004 is the 2004 fiscal year Fiscal Period specifies the first to 12th calendar month in the fiscal year 01 April 04 July 07 October 10 January 02 May 05 August 08 November 11 February 03 June 06 September 09 December 12 March 14 Year End Adjustment period Period 13 is not used at Dalhousie Earliest Fiscal Year and Period 2002 07 The Banner Financial system was implemented October 1 2001 Account balances were converted from the prior system as of September 30 2001 Encumbrance Status is specified for Encumbrance queries only All is the most common selection Open will include any Purchase Order which is still open while Closed retrieves those that have been fully paid closed Commitment Type use All to ensure complete data Chart of Accounts value is 1 always else your query will produce no results Fund value can be left blank If entered it must equal the Organization code else your query will produce no results Organization value must be entered This 5 digit code is the first component of a posting account l e 11864 If you are not sure click on the Organization button for a search is a wildcard and results will bring all values to which you have access Fund Type value should be left blank unless you are performing a Budget Status by Organization Hierarchy and want to view only particular fund types IE Operating vs Research While the dr
26. 07 573 07 0 00 25 847 93 6161 Administrative Excluded 146 325 00 140 316 51 0 00 6 008 49 6165 Clerical Full Time NSGEU 711 856 00 711 713 23 0 00 122 77 6166 Clerical Full Time CCS 66 398 00 65 943 52 0 00 45448 6200 Technical Full Time NSGEU 28 679 00 24 087 80 0 00 4 591 20 6250 Admin amp or Support Other 8 240 00 24 597 40 0 00 16 357 40 6390 General Fringe Benefits 451 605 00 446 514 51 0 00 5 090 49 6395 Supplementary Arrangement 0 00 600849 0 00 6 00849 _ 6396 Special Pensions 13 637 00 12 637 30 0 00 0 30 7000 Library Books 1 000 00 1 123 97 0 00 123 97 7040 Laboratory Supplies 0 00 0 00 2 667 60 2 667 60 7050 Photo AudVis Graphics Internal Exp 100 00 48 25 0 00 __ 51 75 7099 Computer Hardware Purchases 10 000 00 0 26 0 00 9 999 74 7100 General Equipment Purchases 12 850 00 5 765 98 9 529 00 1 555 02 7102 Computer Software Purchases 10 000 00 0 26 0 00 9 999 74 zl Done FEE a Figure 21 Budget Summary Query The Budget Summary Query link allows users with security access at the faculty or department level to view the summarized balances by account Revenue amp Expense number and fund type for their high level organization code Sxxxx Axxxx or Dxxxxx Parameters for Budget Summary Query To run a successful query the following parameters are required If current fiscal year is 2009 2010 select 2010 or a
27. 70 79 00 18 670 79 0 1194 F0030420 HGRS 2008 04 25 HR Payroll 2008 MN 40 00 e 1 555 90 17 114 89 0 3565 F0030624 HENA 2008 05 16 Encumbrance Salaries Adj 00 1 006 80 00 18 121 69 0 209 F0030675 HGRS 2008 05 27 HR Payroll 2008 MN 5 0 00 00 1 647 43 16 474 26 0 3613 F0031028 HGRS 2008 06 27 HR Payroll 2008 MN 6 0 00 00 1 647 43 14 826 83 0 3688 F0031348 HGRS 2008 07 25 HR Payroll 2008 MN 7 0 00 00 1 647 43 13 179 40 0 3665 F0031667 HGRS 2008 08 27HR Payroll 2008 MN80 00 00 1 647 43 11 531 97 0 3642 F00317931 HENA 2008 09 05 Encumbrance Salaries Adj Q0 11 531 99 00 02 0 161 F0031966 HGRS 2008 09 26 HR Payroll 2008 MN 4 1 00 Q0 1 555 90 1 555 88 0 83 F0031967 HGRS 2008 09 26HR Payroll2008 MN 51 00 00 1 647 43 3 203 31 0 154 F0031968 HGRS 2008 09 26 HR Payroll 2008 MN 6 1 00 00 1 647 43 4 850 74 0 112 F0031969 HGRS 2008 09 26 HR Payroll 2008 MN 7 1 00 00 1 647 43 6 498 17 0 348 F0031970 HGRS 2008 09 26 HR Payroll 2008 MN 8 1 00 Q0 1 647 43 8 145 60 0 547 Figure 43 This screen shows all of the Human Resources encumbrance transactions that have occurred for the given employee If you have click on the Finance Liquidation year to date number the following screen will appear The documents displayed on this screen are entries that were posted in Financial Services ONLY There are a couple of types of entries to be displayed The encumbrance roll occurs due to year end system generated
28. 894 00 0 00 6 894 00 5125 Fed Gov Rev PWGSC 0 00 23 960 70 0 00 23 960 70 5126 Fed Gov Rev ACOA AIF 0 00 480 972 76 0 00 48D 972 76 5151 Fed Gov Rev Other 0 00 18 235 78 0 00 18 235 78 9153 NS Gov Rev Health 0 00 6 776 25 0 00 6 7 76 25 5154 NS Gov Rev Econ Devel 0 00 125 000 00 0 00 125 000 00 5156 NS Gov Rev Other 000 15 000 00 0 00 15 000 00 Dore ip rteret 100 oj Figure 23 Header Information e Ending date of the fiscal period for which the report is generated e Chart of Accounts 1 for Dalhousie University e Fund Type entered on Parameters Screen e FOAPAL Elements entered on Parameters Screen Detail Information Field Name Account Revenue or Expense sub account number and description of the account number Adjusted Budget If a budget has been entered for the account number it will display Year To Date Total amount posted to the account number 27 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Note Year to Date balances will display differently given the type of account Account a Displays as Positive Amount Displays as Negative Amount Revenue Credit balance Debit balance Debit balance Credit balance Depending on the Organization code entered Sxxxx Axxxx or Dxxxxx you can click on the Account number to find out the total spent on the given account number at the department level or posting organization level
29. DALHOUSIE DALHOUSIE UNIVERSITY UNIVERSITY FINANCIAL SERVICES Table of Contents Gl 3 WeEDAOUT cc 3 Parameters Tor Budget OC S eesenkanien A ENEA AA 9 Budget Status DU ACCOLES nior urere tenen ten nn NiE ne e eaii 10 Creating a Query by Account sccccssscsesssccsssecesssecesscsseusecesseseussencusscencuseseuuseseuesencussceeeusessussensussens 11 Budget Query by Organizational Hierarchy esses 16 Creating a Query by Organizational Hierarchy cccccsssccccsececesececesecceessceceeceeeneeeeeaeeeseaeceseueceseneeees 17 sire riu SIUITe NOLUERIT 22 Budget summary CUT RIEN a a a a A E E EA A TNE Ceai 24 Parameters for Budget Summary QuUefyY esssessrsesereressrrrersreressrrersreressrrrersreressrrersreressurrersreressrrersreresseeeee 24 Summarized Budget Query by Organization Results cccssccccssseccessecceececeeecesseeeeeencesaenceseeecesseneeees 26 Take Budget Summary Query Results to Excel eese nennen nennen menester nnns 30 SIM e BI i am BIDI B NET Eom 30 Parameters TOF Balance Sheet QUOBTVescteroon ene terumi piso an Mer vr Fus Ur Re EuCRUE FENP OF AANE aa 30 Balance Sheet Transactions by Fund Results nennen enne 31 Take Balance Sheet Query Results to Excel ccccccssccccsseccceseceeesecccenceeeeeuceseueceeeueeeeeneessuaecesseceseeeeeens 33 Eee
30. Date Range FROM 01 08 2011 TO 1 07 2012 Year DDIMMIYYYY 01 08 2011 DDIMMIYYYY 31 07 2012 Enter Query Note the fiscal year totals are the official totals you will view on the ePrint financial reports To view the transaction detail information you have two options e Click on the Expense Code to open the transactions for just that one expense code To close the detail information just click on the Expense Code again or on another Expense Code VIVOS A LIIS eiui Fiscal OR Date Range FROM TO Enter Quer Year 2013 DD MM YYYY DD MM YYYY y Expense Code Description Amount Spent of Budget Spent 6201 Technical Full Time Non Union 10 395 00 15 62 Transaction Detail for Expense Code 6201 Account Expense Fiscal Transaction Activity Rule Document Vendor Transaction Charged to Refunded to Fund Orgn Code Year Date Date Code Code Description Acct Acct Account Debit Credit 52428 6201 2013 27 04 2012 27 04 2012 HGNL F0045318 HR Payroll 2012 MN 4 0 2 362 50 52428 6201 2013 27 04 2012 27 04 2012 HGRS F0045318 HR Payroll 2012 MN 4 0 4016 25 52428 6201 2013 25 05 2012 14 06 2012 HGRS F0045397 HR Payroll 2012 MN 5 0 4 016 25 Total for Account 52428 10 395 00 00 6390 General Fringe Benefits 931 57 1 40 7040 Laboratory Supplies 2 578 12 3 87 Figure 38 e Click on Open All Line Detail button to view the transactions for all of the expense codes and Close All Line Detail button to go back to the summary vi
31. If the totals by Department are displaying you can click on the department code to find out which posting organization make up the departmental total soamrmarizesdi Bi a Juary by Drganisetion Viros hierren iFxploner F gt hitr laor rsen a ca by fur fe Ed Ves Freres Took Hep uris wea Jouse gre BUSTA F sconaunk Bomam hoor BRO ge lDa the Quang ge Evers 6 ert to feda html Yamin Comat v Posset a d WS mmoriresd Fudge Query by Organization t E i T PET oO Toe T Summarized Budget i wat einem 2 mher lo dnd doan bo fur ix of wit makes t Lo date balance i N mmi r Ei j H whal m a T j s Summarized Budget Query by Organizational Hierarchy Period Ending March 31 2010 As Of September 14 2009 Report Parameters Chart ot Accounts 1 Danhousie Unneersit Fund Type ALL Organization uum o NENNEN Account 7104 Equoment Lease Purchases Organization FY10 PD14 FY10PD14 FY10PD1i4 FY1Q PD14 Adjusted Budget Year To Date Commitments Available Balance D 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 D 0 00 0 00 0 00 0 00 D 0 00 0 00 0 00 0 00 D 0 00 0 00 0 00 0 00 D 0 00 933 76 0 00 93 76 D 0 00 0 00 0 00 0 00 D 0 00 126 38 0 00 326 38 i 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 D 000 0 00 0 00 0 00 D 0 00 0 00 0 00 0 00 Kp nimet m Figure 24 Once you are viewing the posting level organization code you can click on the Year To Date figure to find the transactions that
32. Prone iG and Lipgdiabe e roles Return to Homepage RELEASE 7 3 Core B sp intere Figure 3 2 Select the Finance option from under the Web for Administrators Menu July 2012 This document is updated periodically and available at https as01 ucis dal ca fs I Dalhousie Online Web for Administrators Main Menu Microsoft Intemet Explorer i Hi 218 x Be Edt Yew Favorites Too Hep Qe O x 2 po Serch vore 07 29 7 10S erm nima ae oh os fA eee Letitia P OomemimmemesbmenP wenedmm Ha ney E 4 RETURN TO MENU SITE MAP HELP EXI Web for Administrators Finance Query Budget and Encumbrance data and view financial document details Distributed Security Admenstrative funcbons for assigning Orgn mt secunty and web roles M rene your Seni LTT Ty pri Pla RELEASE WA VERSION 19 el B ep rene Figure 4 The options under Web for Administrators will vary from user to user as they are dependent on the access provided from various system modules If you don t see the Finance menu please contact Finance Web 2dal ca The system then displays the Finance Menu Finance provides six query options e Budget Query View all financial information by fund organization and account e Budget Summary Query View all financial information summarized by account for a specified fund type and high level organization code e Balance Sheet Query View all balance sheet information by fund and
33. SCS Payables Cancel Credit Memo w Encumbrance ASDE ASLN Alumni Gift of Land Property Payables Cancel Credit Memo w o Encumbrance BDO1 Payables Cancel Invoice w o Encumbrance BDO Payables Credit Memo C M with Encumbrance CHS1 Student Accounts Receivables Charges Non Cash Payables Invoice with Encumbrance Pay CNEC Payables Cancel Cheque C M w encumbrance INNC Payables Credit Memo C M without Encumbrance CNEI Payables Cancel Cheque Invoice w INNI Payables Invoice without Encumbrance encumbrance m CNNC Payables Cancel Cheque C M w o Accounting General Ledger Beginning Balance encumbrance CNNI Payables Cancel Cheque Invoice w o Accounting General Ledger Entry Inter fund encumbrance CORD Purchasing Establish Change Order Accounting Journal Entry Adjustments 5 Student Accounts Receivables Cash Payments Purchasing Cancel Purchase Order Cashier Direct Cash Receipt Deposit POBC DNEC Payables Cheque C M w encumbrance DNEI Payables Cheque Invoice w encumbrance Payables Cheque C M w o encumbrance PORD Establish Purchase Order DNNI Payables Cheque Invoice w o encumbrance PR14 Pension and Retirees Accruals for year end E020 Payables Credit Memo Rebate Tax E032 Purchasing Encumbrance Liquidation REBD Payables Rebate Exchange Difference E035 Encumbrance Adjustment REBT Payables Tax Rebate APs APS AP ASDE ASIN BD0 T TORD a 2 Accounting Year End Encumbrance Roll Pay
34. Services to clear out an outstanding salary encumbrance Click on the Finance Liquidations if you wish to view the manual liquidations that Financial Services has made Current Commitments A calculation of Payroll Current Commitments less Finance Liquidations This is the total to be 57 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs displayed in the Budget Query Status by Account in the Commitment column If you have click on the Payroll Current Commitments year to date number the following screen will appear This screen lists all of the employees whose salaries have been encumbered against your orgn The totals displayed on this screen are for the given employees NOTE if an employee is being paid from your orgn and they have a few different positions their name will be displayed for each position You may then click on the employee s name to drill down to get further detail of the salary transaction codes that have been posted related to this employee M DALHOUSIE DAL ONLINE DALT FINANCE SITE MAP HELP EXIT Main Menu Employees Personalinformation Administrators Rp The following displays the employee s by position with the totals related to the creation adjustment and liquidation of employee s salary encumbrance Click on the employee s name to drill down to view the documents that make up the salary encumbrance detail totals Salary Encumbrance D
35. ables Tax Rebate Cancellation 117 Post Original Encumbrance Gurfeed HENA Salary Encumbrance Adjustment Student Refund Correction HENC Salary Encumbrance Original Post YEOB Accounting General Ledger Year End Roll HEEL Payroll Employee Liability HERL Payroll Employer Liability r rm c z Ca 72 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Appendix B Glossary of Terms Commitments Commitments are purchase orders that have not been received or paid for Commodity A commodity is a description of purchases on purchase orders Each line item on a purchase order or requisition submitted to Financial Services by a department is a commodity Credit memo An invoice that is a deduction from an amount which is otherwise due This credit transaction remains on the vendor s record until there are enough purchases to equal or exceed the amount of the credit Document A document is a transaction entered into the financial system i e an invoice or journal voucher is a document Document code This is the number assigned by the financial system to uniquely identify each document as it is entered Drill down When a data field in FSS is highlighted and or underlined it indicates that there is further information available By clicking on the highlighted underlined data you are drilling down to view this information Encumbrance Similar to commitments encumbran
36. adi lb i aes 33 Organization Commitment Status Report esessseessssseseeeeeen nennen nennen see rne ashes essa sesta sesta sena 34 Document Accounting Distributions Screen cccccesseccessecccenecccesecceeneccaesececeuececeneceeeueeeseneceseueceseneeenees 36 Researcher Summary amp Detail CUBE V nurcie usu he usepedekuxdei Mbuui Reni irRoa E UFU UIDI Mich DM VEND AIMO 38 Research Summary by Account esessresenseescsssencusrencustencusesscasrencusrencusteneusssscusrencusrencustencusseneusrenses 39 Research Account HISEOTV iiscsssoi the nitet vt eie d verbi e oss UE er Meta pIi Dt rales dn rema aiaiai od ibd 42 Total Revenue Summary by a Researcher on Account nennen nnne 46 Total Spent Summary by a Researcher on ACCOUNL cccccssececesseceeeseceeesccceeececeueceseneeeeencessencesseneeeeees 50 Salary Encumbrance QUETY cccccescccessccccesececeneceeencccaenceeceeceeeecesenceeeeeeceeeneceeeueesauucessueceeeeneeeseeesagecetsnness 54 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs MEW DOCUMEN TD RERTUNI T 60 DOCM MTOM AUIOM mE TO o Emm 64 To view an image in FSS on the View Document screen cccessecceeseceeeeseeceeececeuececeueeeceeseesauucessueceteues 67 Important Information to be Aware of Regarding the Images in WebXtender WX
37. al ca fs 19 Que Results ir E 3 LI Tyne Tite m 1 027 00 0 00 Library acquisitions E 1298833 0 00 95933 72 Laboratory amp teaching supplies 398 817 00 425 945 71 344 496 69 371 625 40 73 Equipment and service 1 668 00 53 540 17 0 00 51 872 17 T4 75 Utilities andtaxes i mE mmm BEEN pri 76 Externally contracted services 27 642 00 33 330 77 34 540 20 40 228 97 77 Scholarships NONPAYROLL i 78 Ancillary cost of sales and service 79 Travel 3 948 00 4 093 37 0 00 145 37 TA 7B General operating 102 866 00 83 224 30 32476 73 12 835 03 TC TO BE REMOVED DO NOT USE SEE 7R TR intemal Expenditures 33 193 00 24 715 13 0 00 8 477 87 IZ Appropriations E 0 Rollup 569 161 00 626 835 78 411 513 62 DownloadAllLedgerColums Download Selected Ledger Columns Figure 16 Once the External Account Type level two information has been brought back the user can view budget information at this level for selected columns An underlined link is provided so that the detail can be retrieved for each account Rep ort Parameters vue 1XXXX Test Orqn 1 8700 General Operation Expense 7B General operating 1 114 82 78 Rollur B 1566 00 01482 Download All Ledger Columns Download Selected L
38. anew worksheet press CTRL V to paste Balance Sheet Query The Balance Sheet Query link allows a user to view all balance sheet transactions recorded in the Finance system by fund and account for a given period or year to date NOTE At Dalhousie University the fund equals the organization code 5 digits The results of the query can be copied by selecting all of the data then press Ctrl C The information can then be pasted into Excel Parameters for Balance Sheet Query To run a successful query the following parameters are required Fiscal Year If current fiscal year is 2009 2010 select 2010 or a prior fiscal year It is always the second calendar year that is labeled the fiscal year Fiscal Period Select the period you wish to view Period 01 April Period 02 May etc Display This option will only display the transactions for the period selected Transaction For This option will display all of the transactions from Period 01 to the period selected Selected Period Only Year To Date Chart of Accounts This should always be one 1 30 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Enter your five digit fund code At Dalhousie the Fund and Organization code always equal This is the four character code that represents the asset and liability number There are three options e Leave field blank for all balance sheet accounts e Enter the specific four digit
39. ayed here because in other queries this information is referred to as Fund Orgn Expense Code Account This is the expense code being charged Fiscal Year Account is displayed here because in other queries this information is referred to as Account The fiscal year the transaction was posted in Banner Transaction Date The date the document was posted in Banner Activity Date The system date of when the document was Rule Code posted in Banner A code that identifies the type of transaction being posted For the meaning of the different 53 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs codes please view the Appendix A Rule Class Code Document Code The system assigned identification code given to the document in Banner See Appendix C Quick Reference for a list of the letters used to identify the different types of documents Transaction Description A description of the transaction or vendor name Charged to Acct Debit Expense is being charged to the account will display in this column as a positive amount debit Refunded to Acct Credit Expenses being charged back to an account will display in this column as a negative amount credit From the view of the detail transactions you can now click on the document code to view the details of the transaction From the view of the detail transactions you can now click on the document code to
40. balance sheet account number e Enter partial account number with a percent sign as wildcard eg 38 F Hawkes Serl Clary Erates T TE t i gt F pe EE Wes froe Took Hep Ure roa Joins sore piere feom mn m HRO Ocean anrd B Bere out fecha html vamma W comet pissat el Ede Sheet Query Parameters i Ej iw Page O Tek doeet DAL ONLINE DEVL R51 Ain ihe impes Perwnuidnrmasem Hau VUwh Tales Balance Sheet Query Parameters Ihe Halance Sheet Query allows you o we balin Sheet tramacbonms by account for a speohc fund and accounts To run a clearer el the following parameters pnr Peper Fiscal Year i cur edes cal year i gahi Ww NAGA 10 or ptori aap fecal yaar Fiscal Period select ihe pa sta rou W wow re 9 Sept 06 Display Transactions for Selected Pen od Only fcr those tr nsachons posted in me gon par Soe Tear o Dale tor al ware ns Bons posed up to and including Be given penod Chart ol Accounts Fund gt enter your five d gi tund code eg Dum Account mene are three opor a mane hex Dank For all balance sheet accounts b enter lou digit balance sheet account ox nier parbal acco ri reet a with percent wgn eg 33 i Balance Sheet Transactions by Fund Parameter Entry Fiscal Year Fiscal Period 14 2 Display Transactions for Setted Penod Oniy Year To Date Chart of Accounts n Fund Account Submit Query Figure 27 Once the above has been en
41. balance sheet transactions that have been posted for the given fund and account s The Balance Sheet Transactions by Fund report displays the following information 26 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Tibur E ur Er e Eisele Fi draai Ca DC ay qe _ Pudgecasmmsrlt i N De EX yee Ferme Tom Hep ure yea ours bre muse focada HPna room BBO Boa Sune arg Bere do Shortcut to Beda html P vam comet Pisat H CP LIEBE uus iA Epia T dl Ll meata Packet Query by Cirganirabon 2 A Summarized Budget Query by Organization Lick on fe organrason code to dll dawn bo hurthier details of whal makes up he year bo date balance Summarized Budget Query by Organizational Hierarchy Period Ending March 31 2010 As Of September 14 2009 Report Parameters Chart of Accounts 1 Dalhousie Unneersity Fund Type ALL Organization au Ae ae Account ALI Account FYIOPO14 FY1UPD14 FY10PDi4 FY10 PD14 Adjusted Budget Year To Date Commitments Available Balance 5111 Fed Gov Rev SSHRC 0 00 82 826 00 0 00 82 826 00 5112 Fed Gov Rev Health Can 0 00 135 810 00 0 00 135 810 DO 5113 Fed Gov Rev NSERC 0 00 1 678 120 0090 0 00 i 1 678 120 00 5114 Fed Gov Rev CIHR 0 0015 412 203 12 000 1541220312 5115 Fed Gov Rev CFI 0 00 892 551 19 0 00 882 581 18 5118 Fed Gov Rev Environment 0 00 1 200 00 0 00 1 200 00 5122 Fed Gov Rev HRDC 0 00 6
42. by clicking on the hal print page print document icons l amp x Other browsers will work but are not support by the vendor of the software This means if you choose to use any other browsers you will have a slightly different look and will be unable to print documents The screenshot below is an example of the look of images in a different browser 68 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs ApplicationXtender Web Access NET Document Mozilla Firefox E laf x https Amaging its dal ca AppXtender DocView aspx ParamEnc 28963a314A454FFB11B 32C9250E2FE4 7B9A52AE565E46 196 33A 133EB60868CC60609538BB 7 336 178692 1D5 16E 10C 385197 1B6 1C425930F 7 28BD8 1886BA57BECB46 3E2EBC 1D86AE96 2DEAODBE Fie Help xX Pase x 79 zoom75 Rotateor x S dh ie T 2444 45 E DALHOUSIE TRAVEL EXPENSE CLAIM a n Inspiring Minds Transaction Rete Sabe caer pomum werrwen Foreign Exchange Rate 1 00 per we com Ioue 1 PB oem LL Payon Name Fest Middie L251 Loralee Joy Hawkes Ulric Da house ID 800427213 Deoartmert Financial Services Phone 494 2401 Trip Destination Las Vegas Nevada USA Affihation with Account Being Charged Fulltime emoloyee Purpose Sungerd Summi 2012 Conference Period covered Start 24 Mar 12 End 1 Apet2 ont address Le department address Peyee Maing 180 lrivweg Drive Brookside NS 83T 212 Address Ahernate Maing Address Email
43. ces are purchase orders where the goods have not been received or paid for Encumbrance liquidation An encumbrance liquidation occurs when an invoice has been entered in the financial system which reduces the encumbrance balance An encumbrance liquidation also occurs when the purchase order is either closed or cancelled FOAPAL The Banner Finance System Fund Organization Account Program Activity and Location FOAPAL specified for a particular distribution Components used in Financial Services are defined as follows e Fund A balance sheet item assets liabilities equity A fund can be restricted e g grants or unrestricted e g general e Organization A department unit within the institution e Account A line item within a unit s financial structure Categories include general ledger accounts assets and liabilities and operating ledger accounts revenues and expenses Invoice An itemized list of goods purchased specifying the price and the terms of purchase An invoice triggers a check to be produced for the vendor as payment for the goods Journal A transaction to record internal charges account adjustments etc This include uploads NSF checking Non sufficient funds checking This feature checks to determine if there is an available budget to cover an expenditure for some fund types 73 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Rule Class Code A grou
44. computers that are associated with a Dal IP address What does this mean a If you are logged into the Novell network at Dalhousie you won t have any issues The images will display b Ifyouare working from home you will need to log into the Dalhousie VPN first before accessing the images For instructions on how to use or install the Cisco VPN Client on the Dalhousie University website search for VPN There are various Information Technology Services web pages that talk about how to install and use this software c If you are an external person working at the hospitals or some other non Dalhousie location please go to http www whatsmyip org website and email finweb dal ca with the address information displayed on this website eg 123 123 1 123 Access will need to be granted to your web server on our side so you can view the images ePrint Repository The ePrint repository is a link to the ePrint software Please see the ePrint User Manual on how to use this software 70 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs July 2012 This document is updated periodically and available at https as01 ucis dal ca fs 71 Appendix A Rule Class Code Rule Description Description Class Code Code APS1 Payroll Gross Exp No Liquidation APS2 Payroll Gross Benefit Expense Student APPL PAY Like Payroll Gross Exp w Liquidation against enc APS4 Payroll Net Pay
45. cted operating ledger columns A user can select the underlined link to retrieve budget detail for a specific organization After the user selects a specific organization the organization s budget information reappears this allows the query to set itself for the more detailed levels The user then selects the organization s code once again to retrieve budget information for that organization s External Account Type level one information 18 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Report Parameters Revenue amp Recoveries 850 615 00 912 105 45 000 60 Ww Ee amp Payroll Related E 643 023 wey nam 677 351 85 70 hen dq Non Salary Expenditures 569 161 zx dum 626 835 78 nue amp Recoveries 6149045 0 z 34 328 85 69 161 6 835 411 513 62 469 188 40 80 Transfers 40 000 00 10 918 00 0 00 29 082 00 ollur 401 569 00 403 000 18 411 513 662 Download All Ledger Columns Download Selected Ledger Columns eo T Shared Compute Additional Columns for the quey Perform Computation Figure 15 When the External Account Type level one information is retrieved links are provided that retrieve External Account Type level two information for the specified account type July 2012 This document is updated periodically and available at https as01 ucis d
46. dal ca fs LEELULCIETEL D brel E wp ine i x Soe a am gt Y hAfraice hel Ca CL p Reporte mo EA Lnd Bprog am aora O Aretini Fe T CE T Aftyn simt fK amp amsof 10 70 kero ae F 5 J p Be Ed yew Ferme Took Hep une weno Dloureouee ire Bem F scomaank deant Adme orm BO 6 Oa tune Gong de Evene di Shortcut to Beda html de amer coment Fo Saiect wt gim Ej ww EXE T D Te v sp PAL HOUstE DAL ONLINE DEVL a4 aari he Docurwnd Humber nk of t e Docurrmnt Code hnk lo d aplay Ehe emie docurnernt Selected Document Commitment Detail Status Report By Document Account Distribution Period Ending Mar 31 2010 As of Sep 14 2009 Chart of Accounts R 1 Dalnousie University Commitment Type Uncommittea Document Number o Document Date Apr 06 2009 Transaction Description EE Document Detail Doct Rule Class Original Commitment Commitment Year to item Sequence Fund Organization Account Code Code Commitment Adjustments Liquidations Date Number Humber Pag PORD 5 804 06 00 00 OQ fe 34 4 7100 O00 2 NEI o0 20 5 371 39 a g T100 000 34 g 7100 i00 RELEASE 7 1 0 1 DAL bons ip rimet 100 Yu Figure 31 Header Information e Ending date of the fiscal period for which the report is generated e Chart of Accounts 1 for Dalhousie University e Document Number e Transaction Description Requisitions Requestor Name Purchase Orders Vendor Name Capital Encumbrances Project
47. details for employee s by fund organization account for given encumbrance documents For Research only 34xxxx 5xxxx View Document View document details by document number e Print Repository Finance Home Page Email Financial Services Figure 32 Research Summary by Account This will take you to the Researcher Summary by Account page Depending on your role access will dictate what you will first see when this page appears 1 Principal Investigator on the Research Special Purpose account a If they haven t been delegated access in Web for Administrators to any other Researcher s accounts they will only see their own accounts b Ifthey have been delegated access in Web for Administrator to another Researcher s account s the results will default to their accounts but they will have the ability to click on a drop down box to select the other Researcher s name to view their accounts 2 Person whose been delegated Query Reports or Spending Authority a If they only have access to one Researcher s accounts those accounts will automatically display without the option to select another Researcher s name from the Principal Investigator drop down box b Ifthey have access to multiple Researchers accounts before any accounts are shown they must select the Researcher s name from the Principal Investigator drop down box and then click Submit Query 39 July 2012 This document is updated periodically and available at https
48. do not know the document number select Document Number to access the Code Lookup feature This enables you to perform a query and obtain a list of document numbers to choose from Choose type Purchase Order Document Number Submissions Change Seq Reference Number Display Accounting Information i Yes C No Display DocumentiLine Item Text Display Commodity Text C All Printable None All Printable None View document Approval history Budget Quenes Encumbrance Query Requisition View Document Finance Home page nail Financial Service RELEASE 7 2 L T E j Done LOI TL FE B8 internet Figure 45 You can submit a document query by e Document type Select the document type purchase order requisition invoice journal voucher encumbrance or direct cash receipt from the pull down list e Then enter the document number if it is known or select the Document Number button to enter specific search criteria Document Number User ID of the person who created the document Activity Date Transaction Date Vendor ID and Approved or Completed to view a list of documents of the specified type 61 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Sl https dalonline dal ca PROD bwfkvdoc P ViewDoc Microsoft Internet Explorer J i xl File Edt View Favorites Took Help Da pax ix 2 J2semch veravenmes 0 2 2 my Ji 3 Address 4 amp
49. e data Total Revenue Received on this Account This will display a summary of the money you have received and or balance carry forwarded from the prior fiscal year Within this query you Can July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Click on either the revenue code to view the transactions for a specific revenue code or Click on Open All Line Detail button to view transaction details for all revenue codes At any point within this query you can change the fiscal year or date range without having to go back to the Researcher Account History screen See Total Revenue Summary by a Researcher On Account below for additional information Total Spent on this Account This will display a summary of the money spent against this account as well as the percentage of the budget used per expense code Similar to the Total Revenue Received on this Account you can click on either the expense code to view the transactions for the specific expense code or the Open All Line Detail button to view all expenditures See Total Spent Summary by a Researcher On Account below for additional information Outstanding Commitments in Current Fiscal Year If you see a balance under the Commitments column in the Inception to Date section you can click on this button to view the commitments purchase requisition purchase order capital encumbrance and salary encumbrance currently outstanding
50. ear can be changed from current fiscal year to a past fiscal year or a date range Total Spent Summary for all Accounts This will take you to the Total Spent Summary by a Researcher screen The totals reflected will be for all year to date expenditures for the accounts listed above in the current fiscal year Once you are in this summary screen the fiscal year can be changed from current fiscal year to a past fiscal year or a date range Once the account becomes inactive when Financial Services rolls into the next fiscal year this account will be dropped from the list The view the details of a specific account click on the account number This will take you to the Research Account History screen Research Account History This screen is broken out into three sections 1 Header detail information about the account ln on This contains the account number and the title of the account in Banner Fund Type This will indicate if the fund type is Research or Special Purpose Principal Investigator The name of the person who is considered the Unit Authority for this account It is the principal investigator 42 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Available Balance for Fiscal Year The available balance after commitments that are in Banner for the account in the University s current fiscal year Research Acctg Administrator The person in Research Accountin
51. edger Columns Save Query as Figure 17 20 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs At successive levels the Organization Budget Status by Organization by Account Type and by Account reports are retrieved The parameters that were selected are now displayed in the header of the report The user can select Download All Ledger Columns to download all the budget status query information to an Excel spreadsheet or select Download Selected Ledger Columns to save specified information to an Excel spreadsheet Report Parameters Organization Budget Status Detail Report Summary Year to Date Transaction Report Period Ending Mar 31 2007 As of May 10 2007 Chart of Accounts 1 Dalhousie University Commitment Type All Fund All Program All Organization 1XXXX Test Orgn 1 Account 8700 General Operation Expense Fund Type All Account Type 7B General operating Document List Transaction Date Activity Date Document Code Vendor Transaction Description Amount Rule Class Code Mar 26 2007 Mar 26 2007 J0060246 MOVE J00599 0 ggg 8 19 JE16 Mar 19 2007 Mar 19 2007 J0059926 transfer to BME o close 8 19 JE16 Mar 31 2007 Mar 31 2007 12457205 323 14 INNI Mar 31 2007 Mar 31 2007 12437205 Harmonized Sales Tax 3 38 REBT Feb 21 2007 Feb 21 2007 12428243 EE 68 34 INNI Jan 26 2007 Jan 26 2007 12423695 Eo o O 97 77 NNI Jan
52. el Organization Unit At this level you will be able to drill down through Account Type summaries and can continue down to actually view a specific document 16 July 2012 This document is updated periodically and available at https asO1 ucis dal ca fs porius DAL ONLINE bd FINANCE SITE MAP HELP EXIT Main Menu Employees Personal Information For a Budget Query to be successful a user with Fund Organization Query access must enter a value in the Organization field as well as the Fiscal Feriod Year and Chart of Accounts fields All information retrieved is through the Fiscal Year to Date p You may select a Fiscal Period and Year to compare to the required Fiscal Period and Year With this selection all the details that are retrieved will be placed next to the corresponding comparison fiscal period Fiscal year 2007 Fiscal period 14 Comparison Fiscal year None Comparison Fiscal period None Commitment Type All bd Chart of Accounts E Organization Dinox Furd Type zz Account Type z Program I Include Revenue Accounts SaveQueryas T Shared Submit Query Pludaet Quer Encumbrar e lot j iri in fom e Email Fina e gt Figure 13 Creating a Query by Organizational Hierarchy When a user selects the Budget queries link a screen appears on which the user may create a query by Organizational Hierarchy To create a query the user selects the desired option fr
53. etail Status Report For Encumbrance by Employee and Position For Fiscal Year 2009 As Of October 23 2008 Encumbrance Number Item Seq PRO90001 0 3548 Encumbrance Fund Orgn Acct SEEN 589 6201 Employee All Employees Employee Name Original Commitments Adjustments Liquidations Current Commitments Remaining Employee Name will display here 18 670 79 10 525 19 00 8 145 60 100 00 Report Total For All Employees 18 670 79 10 525 19 00 8 145 60 100 00 Budget Quenes Encumbrance Query Salary encumbrance Query View Document e Print Repository Finance Home Page Email Financial Services RELEASE 02 0 Figure 42 58 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs i This page displays the salary encumbrance detail for a given employee by position within a specific encumbrance number item sequence for the specified fiscal year The salary encumbrance detail outlines the entries that have been generated within Human Resources anc transferred to Financial Services Salary Encumbrance Detail Status Report For Enumbrance Employee Position by Journal Document For Fiscal Year 2009 As Of October 23 2008 Encumbrance Number Item Sequence PR090001 0 3548 Encumbrance Fund Orgn Acct T NN 6201 mployee s Name wil fe Employee rd m 888887 00 Document Rule Class Date Description Orig Comnen Aann UMEN Current Commitments Item Seq F0030241 HENC 2008 04 04 Encumbrance Salaries Orig 18 6
54. ew NOTE Depending on the time frame and the amount of transactions the query can take 20 30 seconds to retrieve the results 52 July 2012 This document is updated periodically and available at https asO1 ucis dal ca fs Fiscal OR DateRange FROM D TO moo a M Year 2013 DD MM YYYY DD MM YYYY Enter Query 6201 6390 7040 Figure 39 Technical Full Time Non Union 10 395 00 15 62 Transaction Detail for Expense Code 6201 52428 6201 2013 27 04 2012 27 04 2012 HGNL F0045318 HR Payroll 2012 MN 4 0 236250 si 52428 6201 2013 27 04 2042 27 04 2012 HGRS F0045318 HR Payroll 2012 MN 4 0 401625 J 52428 62001 2013 25 05 2012 14 06 2002 HGRS F0045397 HR Payroll 2012 MN 5 0 401825 JJ i300 00 General Fringe Benefits 931 57 1 40 Transaction Detail for Expense Code 6390 52428 6390 2013 27 04 2042 27 04 2012 HGRB F0045318 HR Payroll 2012 MN 4 0 52428 6390 12013 25 05 2012 14 06 2002 HGRB F0045397 HR Payroll 2012 MN 5 0 Laboratory Supplies 2 578 12 3 87 Transaction Detail for Expense Code 7040 52428 7040 2013 26 07 2012 26 07 2012 52428 7040 2013 30 07 2012 27 07 2012 INNI 12752226 United States Biological Corp 633 48 52428 7040 2013 30 07 2012 27 07 2012 REBT 12752226 Harmonized Sales Tax Within the detail transaction section the following fields can be viewed Account Fund Orgn This is the account being charged Fund Orgn is displ
55. g within Financial Services who is your primary contact with questions on your account Click on their name to send an email to the person Others you have authorized with Spending The names and spending authority amounts that Authority amp their authorized limit have been delegated to others by the Unit Authority Researcher In the absence of the Researcher these are the individuals who can sign off on invoices journal entries etc within their spending limit Start Date The start date for funds End Date The end date for the funds Agency The name of the organization providing the funding for the account Sponsor ID The sponsor id provided by the agency Any special information the Research Accounting Office wishes to share with you 2 Inception to Date information financial information for this account for the fiscal years the account has been active within Banner A Fiscal Year Project Start Date The default view will be fiscal year However if your account has a start date other than April 1 you can click on the Project Start Date radial button and Submit Query to change the date range from fiscal year to project year Date Range Fiscal Year The default will show the April 1 March 31 date range for the various years the account has 43 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Total Spent Ending Balance been open in Banner T
56. gator is considered the Unit Authority for in Banner This is a 5 digit code provided to you by the Research Accounting office Note If any other queries are run in FSS this code would be referred to as Organization By clicking on the account number you can drill into this account for specific information concerning this account This is the title associated with this account Agency The agency that has provided the funds to the Researcher End Date The end date associated with the account The status of the account within Banner Active status Account is current expenses may be incurred conditional on sufficient funds budget Inactive status Account is closed zero balance Suspended status Account has a remaining balance credit or debit but spending is terminated Depending on the reason for the 40 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs suspension the account may be reactivated upon resolution of the remaining balance Please contact Research Acctg Administrator to discuss possible reactivation Principal Investigator The Researcher that is the Unit Authority for the account Available Balance After Commitments This is the amount of funds that are currently available in the current fiscal year The balance is colour coded to indicate how you are doing in managing the funds Health Fund greater than 1096 of funds are available Green
57. h Summary amp Detail Query A user may create three different types of queries 1 Budget Status by Account 2 Budget Status by Organizational Hierarchy 3 Budget Quick Query ERA jdalonire dal a PROD bwikrpvuP_Budget_sStart Microsoft Internet Explorer i E e xjl Ele Edt View Favorites Tools Hepo i Quis O d Osee eee ODE LUE A Address LE https daonine dal ca PROD bwikrpuu P Budget Start W JALHOUSIE DAL ONLINE V UNIVERSITY FINANGE SITE MAP HELP EXIT Main Menu Employees Personal Information p Budget Query by Account allows you to review brdget information by account for the Fiscal Penod and Year to Date by Specific FOAPAL values Specific Organization All Organizations Fund Type Account Type or Revenue Accounts Budget Query by Organizational Hierarchy allows you to review budget information of organizations for the Fiscal Period and Year to Date by Hierarchical Structure Specific Funds high level Organizations Accounts Fund Type Account Type or Revenue Accounts Create a New Query Type Budget Status by Aczount ru COLI Budget Status by Organizational Hierarchy Budget Quick Query Retrieve Existing Query Saved Query None Retrieve Query RELEASE 7 2 4 Done LT OF BW internet Figure 6 TIP The Budget Status by Account is the query that will be used most frequently The Budget Quick Query will never be used due to the fact you cannot drill d
58. he fiscal year is also displayed If the Project Start Date is selected the date range will change to reflect the project s year based on the start date of the project The total amount of money available to spend in the current fiscal year or project year based on start date This value will be based on money that has been received already money still to be received and unspent funds from the prior fiscal year Total of the expenditures that have occurred during the time period selected Any outstanding future commitments that haven t been expensed for the current time period Calculated field Budget Total Spent Commitments Your budget total spent commitments for current fiscal year and ending balance for each fiscal year will be displayed For accounts in existence prior to 2002 the data shown here will only go back to when the University first went on Banner Not all accounts follow the University s fiscal year You are able to change the inception to date information to be based on the project s start date To do this click on Project Start Date radial button and click Submit Query The data will be shown based on the project start date for a twelve month intervals 3 View Detail Transactions This bottom section will allow you to look at specific information for this account You must indicate the fiscal year or date range for the data to be retrieved NOTE this can take 20 30 seconds to retrieve th
59. i Locke ink lo display acco ning distmibulons lor Dum iic docume Report Parameters Organization Commitment Status Report Open Commitment Summary by Document Account Distribution Period Ending Mar 31 2010 As of Sep 14 2009 Chart of Accounts Dalnousie University Commitment Type All Fun Code M Program Code n Orgn Code E Activity code A Account Code Location Code A Query Results Account Document Code Description Original Commitments Commitment Adjustments Commitment Liquidations Year to Date Current Commitments Used Cmt Type 6201 PRI Encumbrance Salaries Orig 25 999 98 21 666 65 4 333 33 Do OO 100 00Uncommitted 6201 PRI Encumbrance Salaries Orig 14 180 82 13 816 56 24 129 88 10 313 32 385750 86 19 Uncommitted 5232 R Encumbrance Salaries Orig 5 700 00 DO i 5 700 00 00 DO 100 00 Uncommitted 6232 R Encumbrance Salaries Orig 1 800 00 1 575 01 3 475 01 o0 00 100 00 Uncommitted 6234 PR Encumbrance Salaries Orig 18 478 26 Oo 18 478 26 DO DO 100 00Uncommitted 5234 PRI Encumbrance Salaries Orig 42 000 00 Dp 42 000 00 Da DD 100 00Uncommitted 6234 PH1 Encumbranze Salaries Org 21 000 00 DU 14 000 DO 14 000 00 7 000 000 66 67 Uncommitted T109 Po vanan ine 5 204 06 DO 5 371 393 5 371 39 43175 amp 98255Uncommited T 4 hu PW m oH Nadie ood dead 5 r2 E Pun PU PA 7 7T E PPS Lamm mmn ma dm nd Dore internet 100 Figure 30 Header Information e Ending date of the fiscal period for which
60. ich 66 540 72 47 364 90 Budget Queries Budget Summary Query Balance Sheet Query Commitment Query Researcher Summary amp Detail Query Salary Encumbrance Query View Document e Print Repository Finance Home Page Email Financial Services Delete Finance Template Figure 34 To assist in understanding the numbers being displayed on this screen the amounts have been colour coded e Funds coming into the account eg received from the Agency or unspent funds from a prior fiscal year will display in green e Funds being withdrawn eg overhead charge or overspent balance from a prior fiscal year will display in red In the above example the financial information being viewed is for fiscal year 2013 If you wish to view a different fiscal year you would enter the new fiscal year and then click on Enter Query to retrieve the new information So The total budget entered for the specified time period NOTE Budgets are entered at the beginning of the fiscal year and adjusted throughout the fiscal year They are not prorated 47 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs and entered each month Depending on the time period entered you could have a budget of zero if no budget entry was posted during the specified time period Funds Received and or Carried Forward from The total of the money received during the Prior Year specified time period If the amount is green it is money co
61. ilable balance for my Organization Unit Budget Queries Budget Quick Query will give a snapshot of any Organization Units current financial status There is no drill in capability on this option How can I view a budget status summary for all the Organization Units which report to my Senior Administrator 75 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Budget Queries Budget Query by Organizational Hierarchy for a reporting level Organization Unit will provide net totals for the individual units within You should specify a fund type when you do not want all l e OP for Operating Funds You can also drill into a specific Organization Unit and its details What is the status of my equipment orders Encumbrance Query will retrieve the status of all commitments for an Organization and or account It also provides the ability to drill in to View the document details including the accounting distribution How can I see the specific detail for this Invoice View Document will bring the detailed view of any document but is particularly useful to review the commodity accounting details of a particular Purchase Order or an Invoice transaction related to a purchase order What do I need to know to perform a successful query All Budget and Encumbrance Queries are based on Fiscal Year and period rather than Calendar year and month Fiscal Year specifies the calendar year in which Dalhousie s fiscal
62. lect the page you wish to view Zoom 2 L Ug Change the size Select the size you wish the image to display Rotate 09 E P Change the Orientation of the page Use either the drop down box or the buttons beside it to rotate the image if necessary 69 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs If you need to email or print the image you must use the browser to do so This can be done by right clicking on the image and selecting Email Picture or Print Picture Important Information to be Aware of Regarding the Images in WebXtender WX 1 The images are being displayed via program called WebXtender WX The vendor of this program only supports Internet Explorer as an internet browser While it displays images on other browsers Firefox Safari etc if you encounter issues use Internet Explorer 2 Fromtime to time WebXtender server needs to be rebooted during the day when images are not being displayed This process takes about 5 10 minutes Once the server has been rebooted the images will be available again for viewing 3 Financial Services strives to have images scanned within a few days of the transaction being posted However during time periods when the volume of transactions are higher eg year end it may take a bit longer to have these images available to you Once they have been scanned you will have access to the images 4 Theimages only display to
63. mic Administratorg prowdes Dalhousie facully adesors and scadarnic administrators with access fo awede varnet of class data student information degree audit and the ability To submit grades online mare infe alion Web for Students Ven for Students orowdes Dalhousie students wilh access to online registrabon accound information T2202 Lx receiprz fine geades degree auda and personal informabon more infamasien Click the Help link a1 Pe top ngh of any page for caniex sensibvs online help Please Coniati Us for turtner inftarmanon and adaitonm heip System Requirements ecommended browsers are Netscape v7 2 Interne Explorer v6 0 or Mozilla Firefox a TT Bn Figure 1 3 Enter your Net ID and password same password you use to access your email If this is your initial access to Dal Online you will be asked to provide a hint question and response for security purposes for resetting passwords July 2012 This document is updated periodically and available at https as01 ucis dal ca fs DAL ONLINE HELP EXIT User Login p IMPORTANT As of June 26 2012 Dal Online requires vou to use your NetlD and password Please enter your MetlD and password then click Login When you are finished please Exit and clase your browser to protect your privacy Don t know your MetlD Forgot your password Visit the Nell amp Password Assistant NetiD j Password Click Here for Hel
64. ming in to your account credit balance If the amount is red it is the amount of money you are overspent debit balance Fiscal poi2 Mer i FROM NEM m Year You can also change the view of information to a date range that can be a day a week a month a year a couple of years etc When entering a date range make sure you remove the fiscal year The totals that will be displayed will be strictly based on the transaction date of the document Fiscal OR Date Range FROM 01 08 2011 TO X Lr E Er Year DD MMYYYY 01 08 2011 55mwvvvv 81 07 2012 Enter Query Note the fiscal year totals are the official totals you will view on the ePrint financial reports To view the transaction detail information you have two options e Click on the Revenue Code to open the transactions for just that one revenue code To close the detail information just click on the Revenue Code again or on another Revenue Code WIV TM IIS Loi Fiscal OR Date Range FROM 01 08 2011 TO 07 DDIMMIYYYY 01 08 2011 opmmwyvyvy 31 07 2012 Enter Query Year 5173 Foreign Gov Rev 94 530 76 Transaction Detail for Revenue Code 5173 52428 5173 id ea 30 09 2011 JE16 Visa 3 09272011 INV NUMBER 52428 54 834 00 0 52428 5173 31 03 2012 03 04 2012 JE16 F0044995 Corr KOGAS 52428 5173 2012 31 03 2012 03 04 2012JE16 F0044995 CorKOGAS pum 5 94 530 76 5261 Non Gov Rev Business Enterprises
65. ms used throughout this guide Appendix E contains a quick reference that may answer initial questions Web Address The URL for access to Dal Online and Finance Self Service is https dalonline dal ca Bookmark this URL in your browser for future reference Alternatively Links to Dal Online are also available from the Dal Home page and My Dal ca portal NOTE If this is your first time to access Dal Online click on Create PIN and follow the instructions and screen prompts You will need your Dalhousie ID BOO which can be found on your Dal Card or pay stub If you are unsure contact Human Resources Login To access the FSS functions perform the following steps 1 Click on Dal Online from the Dal home page 2 Click on Login from the menu items July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Jii Dai Online Microsoft Internet Explorer I F gle Be Edt yew Favomes Tools Hep G Qesx ix 2 l seach iros 5 My 0 3 Mittin MJ DALHOUSIE NIVERSIT LOGIN CREATE PIN HELP EN fa Lorin to Dal Uo Dal Online provides the University community with g Bo i online access to administralive systems and Online saei rts informatian Web for Employees Web for Employees prowdes employees with online access ro vary of employment benenta and payroll Information more informabon Web for Faculty Wad for Faculty Acvisorz ang ecade
66. nner Transaction Date The date the document was posted in Banner Activity Date The system date of when the document was posted in Banner Rule Code A code that identifies the type of transaction being posted For the meaning of the different 49 July 2012 This document is updated periodically and available at https asO1 ucis dal ca fs codes please view the Appendix A Rule Class Code Document Code The system assigned identification code given to the document in Banner See Appendix C Quick Reference for a list of the letters used to identify the different types of documents Transaction Description A description of the transaction Revenue Withdrawn Debit Revenue is being withdrawn will display in this column in Red Revenue Received Credit Revenue being received will display in this column in Green Total Spent Summary by a Researcher on Account The header section of this page is similar to Researcher Account History The only difference between the header sections are the following fields have been removed from this screen to save on space Fund Type Sponsor ID Name of those with Spending Authority on the account and Notes You are still able to see the current available balance within the current fiscal year regardless of how you are viewing the transactions Also you are able to click on the Research Accounting Administrators name to send this person an email if you have any questions 50 July 2012
67. ntinue to wait Job Id Retry Attempt 1 item remaining Waiting for https kil xtd 3 its dal ca Appxtender DocView aspx Figure 50 The image will be displayed in a separate window with ApplicationXtender Web Access NET Document in the browser title bar 67 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs gt Application ener wel Access MET Docurnena Windows Interne Explorer ESCO ai S Spams sor ab vb v i mim v CLS TRANSPORTATION Q S CALL AHEAD 2 HSS FDR RESERVATIONS i TH 40 4050 NEN i Any m Hal fax a ae DATE 03 24 2012 SAT TIME 11 23 0 873 45H a E weu parknf ly c ost mo use MOT RESPONSIBLE FOR MISSED FLIGHTS ux e 1030 LIC WAME CLERK 3 Ma 00gg4 0000 MAKE oA NON APPLICABLE TERM Race IH Eya 2 04 01 ye ui OUT M01201 13 38 ms c APT ONC REF 27500 gi SH WTIME CPN 27500 yer ww alportshutle 2 Me care 2 2i L moram 7 HR SOV 1 d 1 MD mt rim AL CHARGES Ll w Parking Revenue vt LUE He LL servipes 3 0 0 CHANGES Discount 12 12 si AIRPORT RESERVATION HST HST 10 31 TORS OSTE cr www showtlmateuralvcom TOTAL DUE 79 08 TE Application B DOCS Rage B of 18 weseniofi Zoom At 100 3X0 dii Data Source PROD EXS DAL Doc Id 842590 i LT TT 1 Fme aw Ras If you use Internet Explorer preferred browser you will be able to print the document
68. om the appropriate pull down list and selects the action button The system displays the Operating Ledger Data selection screen Here the user selects or deselects a choice of columns for display see figure 8 The user is presented with the Parameters selection screen The user enters the Fiscal year and period to date for which to query information a Chart of Accounts and a high level reporting Organization 17 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Dalhousie University c HT m me t v De A rog a T D1XXXX TEST DEPARTMENT D1XXXX TEST DEPARTMENT XXXX Test Orgn 1 401 569 00 403 000 18 411 513 62 412 944 80 EGERIT Ur 2 28 638 00 26 735 20 0 00 1 902 80 899XX Test Orgn 3 1 008 19 0 00 0 00 1 008 19 5 XXX Test Orgn 4 ate 0 00 0 00 616 00 GXXXX Test Orgn 5 0 00 68 393 85 0 00 68 393 85 D1 3x Rolluj 430 599 19 361 341 53 411 513 62 Download All Ledger Columns Download Selected Ledger Columns r Save Queryas r Shared Compute Additional Columns for the query OIL Tn On rato FYO7 PD14 Adjusted Budget percent of 7 FYOTIPD14 Adjusted Budget FYOT PD14 Adjusted Budget Perform Computation Figure 14 Once the query is submitted budget information is retrieved for all reporting organizations for the sele
69. ome Page Email Financial Senices Figure 44 View Document The View Document Form allows a user to view information about a document purchase order requisitions invoice journal voucher or direct cash receipt on the Web as well as able to view the scanned image of the document if it has been scanned in Financial Services As of December 23 2010 you will be able to view the following documents through WebXtender WX e Invoices documents starting with I as of fiscal year 2011 Period 09 December 2010 e Journal Entries documents starting with J as of fiscal year 2011 Period 01 April 2010 Financial Services will be working on adding Deposits documents starting with H in the future Note Feeds uploads documents starting with F are not scanned into WebXtender therefore these will not be available 60 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs E View Document Microsoft Internet Explorer BE 5 x Ble Edit View Favorites Tools Help AN Qe O x 2 Osean etos T Lm JS Address E httos daloniine dal ca PROD bwikvdoc P_ViewDoc WiDMHOUSE DALONLINE FINANCE SITE MAP HELP EXIT Main Menu Employees Personal information View Document d To display the details of a document enter parameters then select View document To display approval history for a document enter parameters then select Approval history If you
70. omplete Y Approved Y Type Standing Cancel Reason Date Requestor Peter 1XXXX sexton Campus Maintenance Accounting Document Level Ship to Dalhousie University Facilities Management 1236 Henry Street CSB Halifax NS B3H 3J5 CANADA Attention Peter Coolen Contact Phone Number PO Box 492 Phone Number Figure 48 Commodity information may include e Item number e Commodity e Description e Unit of measure e Quantity e Unit price e Extended amount 65 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs ET Vie w Document Microsoft Internet hs nas gt xj Gn a pate Oe Ser S Address 48 https dalonine dal ca PR OD bwfkvdoc P ViewDoc eee HARMONIZED SALES TAX EXTRA 15 fax EENEN Purchase Order Commodi ties Se ee RIETI TEE SS ee op Item Comm odity Des Descrip ption Ad di 1 EET UR RS toe m 1 To inject resin in the walls of the electrical EA 272 2 ze ad 00 00 325 80 2 497 80 E vault to stop water penetration eee cn Pi NSFSus p NSFOvr S susp A Amount 2 497 80 2497 80 N Related Documents Tra nsa ction Date Docume 1 nt Type Doc ument t C ode Statu In dic sator an Apr 11 2006 Invoice 1M000234 Paid Apr 17 2006 Check Disbursement 3139283 Final Reconciliation Mar 31
71. op down 76 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs list includes numeric and Alpha values only the Alpha values are appropriate for query OP Operating Funds TR Trust funds CA Capital Funds RE Research Funds EN Endowment Funds Account should be left blank unless you want one specific account for an Organization Unit This 4 digit code is the last component of a posting account l e 8700 You can click on the Account button for a search Account Type should be left blank Program should be left blank Include Revenue Accounts on any Organization budget query should be flagged to ensure that you have a full view of the Organization status Non Research amp Special Purpose accounts only For Research amp Special Purpose accounts the flag should be removed from the Include Revenue Accounts so Principal Investigators are able to see their available balance Document codes that begin with the following letters are R Requisition PRQ FAMIS Banner requisition P Purchase Order EM Capital encumbrance PR Salary encumbrance Invoice IF Uploaded invoice IM FAMIS Banner Invoice C3 Canadian cheque C4 USD cheque Direct deposit payment J Journal Voucher F Feed from another Banner module or manual upload FM FAMIS Banner Feed H Deposit 77 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs
72. ortcut to dal hti W are Q cerent m Poster ELS wt od Ed Sommario Budget Query bj pea ree T SITE MAP HELP EXT Summarized Budget Query The Surmmarized Budget Query allows you t view balances by accounts and fund type fora high level ongarkration code ag Sxxx or Doo dretzn c iidacrinecdes dal ca DC by pum P Pudgecuummsbrt To run a successful query the following parameters are required Fiscal Year curren fiscal year is 0910 select 2010 r select a pror hacal year Fiscal Period saci the penod you wish fo view ag Sept s 05 Chart of Accounts Fund Type there ane Few opbors a ave bank Tor all fund types b OPBUD Operating Budget OPSPC Operabng Specal OPDAL Operating Dalhousie Central Budget c RE Research TR Special Purpose EM Endowment CA Capital Organization s enter your Senor Admin or Responesble Uret code ag Sax or Dex Atc gnt rene ar mie opb ns a leave field blank for al balance sheet accounts b enter low diat balance sheel account or enter partial account number wilh percent sgh eg 38 9 Include Revenus Accounts if you wish to View revenue accounts S000 place a check mark in fis box Submit Query RELEASE 01 0 Dors Figure 22 Once the above has been entered click on the Submit Query button Summarized Budget Query by Organization Results Once the parameters are selected and submitted the Balance Sheet query brings back information on the related
73. ot pep uris root Pounce mire s LisTseny Den it err Adm 4 foormn BO Paas Sanad 6 bere Bont daher EP Yammer convert Psat 3 an Ld htties dsoninedied dal ca DEV es frpas Tt Ww sET Ores AQ The Encumbrance Query allows you to wew encumbrance informabon by account for specified FOAPAL parameters Fund Organisation Account The Orgamzabon held is requined bo subrmit a query Two types of quenoes may be saved A Personal query ie retrievabie onby by Tre user who created it A Shared query is retmovable ny any woor Use Sarve Ghee As To iaid Overwiting an existing template Existing Query is s Riise Guery Submit Query RELEASE 7 2 DAL iQ rimet S 00 4 Organization Commitment Status Report Once the parameters are selected for a particular query and submitted the Commitment query brings back information on the related commitments by account The Organization Commitment Status Report displays the following information 34 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs f Rapai D W gio Muri ii z x e Jv Eiir jarred a cafe rpa P rami Start l o r N p EM EX ew ea Took Hep ure yea D ourexem Pire peme Djeonaank H Pma opns BO Aum angr gh Buren dI orto to feda hti W Yami comet Fo Saiect wt Beato E see De v DA IOUIE DAL ON LI N E DEVL Liam Mami Tapia Period mdormaecn how Westar a a4 hac a Locur
74. otal is the value that appears in the Commitment column of the Budget Query Salary Encumbrance Detail Status Report by Encumbrance Document and Fund Orgn Account For Fiscal Year 2009 As Of October 23 2008 Commitment Type All Encumbrance Status Chart of Accounts 1 Dalhousie University Fund Organization 3E Test Salary Encumbrance Account Encumbrance Document Employee All Employees Encumbrance Payroll Payroll Payroll Payroll Current Finance Current Fund Orgn Acct Document Original Adjustments Liquidations Commitments Liquidations Commitments ar ra PROS0001 0 3548 18 670 79 10 525 17 00 8 145 62 00 8 145 62 5G 50k 6201 PRO080001 0 6504 00 00 7 779 50 T TT 20 7 779 50 O0 Sg 508 6201 Report Total For All 18 670 79 10 525 17 7 779 50 15 925 12 7 779 50 8 145 62 Encumbrances Budget Queries Encumbrance Query Salary Encumbrance Query View Document e Pnnt Repository Finance Home Page Email Financial Serices RELEASE 02 0 Figure 41 From this screen you are able to quickly see the encumbrance totals based on the creation adjustment and liquidation done in Human Resources and adjustments required to be made strictly in Financial Services Financial Services occasionally needs to manually liquidate an encumbrance when the Human Resources system cannot liquidate the encumbrance any further Examples of this would be e Leave of absence without pay 56 July 2012 This document is updated
75. ow up resulting from over expenditure Click on the Salary Encumbrance Query link from the Finance Self Serve menu xg The Salary Encumbrance Query allows you to view encumbrance details by encumbrance document for specific fund orgn and accounts and then by employees This query is used for Research only 34xxxx 5xxxx NOTE The Research employees that have been encumbered are only those paid on the monthly MN payroll Fringe Benefits are not included in the salary encumbrance To run a successful query the following parameters are required Fiscal Year 7 if current fiscal year is 08 09 select 2009 or select a prior fiscal year Chart of Accounts 1 Organization your research account number 34xxxx or 5xxxx Account there are three options a leave field blank for all salary accounts b enter four digit salary account c enter partial account number with percent sign eg 62 Salary Encumbrance Detail Status Report by Encumbrance Document and Fund Orgn Account Parameter Entry Fiscal Year 2013 Commitment Type All Encumbrance Status laut l Chart of Accounts Fund 52428 Organization 52428 Account Submit Query Budget Queries Budget Summary Query Balance Sheet Query Commitment Query Researcher Summary amp Detail Query Salary Encumbrance Query View Document e Print Repository Finance Home Page Email Financial Services Delete Finance Template Figure 40 There are three mandato
76. own for further transaction details Parameters for Budget Queries Users must place a check mark in each of the following boxes You only have to do this once The system remembers this information for the next time you run the query July 2012 This document is updated periodically and available at https as01 ucis dal ca fs e Adjusted Budget e Year to date e Commitments e Available Balance These will be the four columns of data to be displayed when the query is processed If these boxes are not checked you will receive no data TIP A Budget Query is successful under the following conditions e A fiscal year and period must be entered o Ifyou wish to view the financial information from fiscal year 2008 09 the fiscal year must be 2009 o Recommend that you leave the fiscal period at 14 so that you don t have to change it each month e Chart of Accounts is a required field ALWAYS USE 1 e Avalue must be entered in the Organization field for a query to be submitted A wildcard 96 is an acceptable value for Fund Organization or Account When a wildcard is used an additional column on the results page displays the values for that FOAPAL element NOTE Campus refers to Organization as Account as o Organization is referred to as account number This is a 5 digit number o Account is referred to as sub account or revenue or expense code This is a 4 digit number e Comparison fiscal year and period are o
77. p of codes that govern the appropriate posting of transactions Each document type has its own set of rule class codes For example invoice rule class codes start with such as INNI See Appendix A for a list of rule class codes and their descriptions Transactions Business events you can measure in fiscal amounts and which you enter in accounting records Vendor A person or company selling goods or providing services to your institution Typically Banner Finance requires a vendor record for any cheque payment July 2012 This document is updated periodically and available at https as01 ucis dal ca fs 74 Appendix C Quick Reference How do I access FSS From your Web browser go to Dal Online https dalonline dal ca To login you will require your Dalhousie Identification number and an active PIN If this is your first time to access Dal Online ensure that you have received an Email notification that your access is activated and with your initial PIN value If you are unsure of your Dalhousie Identification number contact Human Resources FSS provides the authorized Dalhousie Administrators with access to current financial data to answer these common questions How can I view transactions which have been posted since the last financial report packet Budget Queries Budget Status by Account allows you to query on any Organization Unit You can drill into transaction detail to view specific transaction information How does the
78. p with Login Figure 2 TIP When ID is entered select TAB do not hit enter Hitting the enter key will return an invalid login message TIP Once you are located in the login screen the session can be ended by selecting the EXIT option on the top right of the screen in the dark area NOTE See Appendix B for instructions if you forgot you PIN Successful login will present you with the Dal Online Main Menu The options will vary from user to user as they are dependent on the access provided from various system modules If you don t see the Web for Administrators menu please contact Finance Web dal ca 1 Select the Web for Administrators option from this Main Menu July 2012 This document is updated periodically and available at https as01 ucis dal ca fs IAL tin temu S nossoft inlemeli Explorer E alaj xi De Edt Yew Fgvonbe oo ep Qe T O x 2 fD sen voro gt E Jya Apress jE hp minua OPL et P Genenumame bmeuP ManMnu EJ co utes Wo DAL ONLINE IMPL SITE MAF HELP EXIT Main Menu Web for Employees Personal Information Jot History Benefit and Decducnon History Tax Forms TA Statement of Remuneration and TO 1 Personal Information Change your Personal Idenphicabon Number PIN and Secunty Question wow and update mailing addresses phone numbers and e mail addresses E for Administrators La dnm Eher and Eneumbrance data aed wwew hnancial decurment dlak View Secun
79. plus enc Salary Encumbrance Encumbrance Salaries Orig e Document Date Transaction Date on the original posting of the commitment Detail Information Document Code Unique identifier for the commitment Rule Class Code A code that describes the type of transaction Original The amount the commitment was initially posted as in Banner Commitment Amount 37 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Commitment Any adjustments to increase decrease the original commitment eg Change in Adjustments percentage of salary being charged to the orgn or additional item received on PO Commitment Total of invoices payroll or PO closes being processed Liquidations Year to date This total is the Commitment Liquidation amount less the HST GST Rebate Amount given back to the orgn On the original posting this will be a zero If a document has to be cancelled and reestablished so it can be posted again this number will increase by 1 Sequence Number Acommitment can be posted against multiple FOAPAL lines This indicates the order for which the FOAPAL has been entered A balance sheet item assets liabilities equity A fund can be restricted eg grants or unrestricted eg general At Dalhousie the Fund and Organization codes always equal A department unit within the institution A line item within a unit s financial structure Categories include general ledger account
80. portion of the document text you want to view all the text just the printable information or none of the text e Users can select the View document button to view the specified document e As Approvals is not turned on at Dalhousie the approval history button will not return appropriate results 63 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Document Information The user will view information as appropriate for each type of document The browser s print function may be used to print a representation of the document Header information may include e Document number e Image e Order Date e Transaction Date e Delivery Date e Print Date e Total Amount e Complete Indicator e Approved Indicator e Type e Cancel Reason and date e Requestor e Accounting Type e Matching Required Indicator e Ship to address and contact information e Vendor and Check Vendor information July 2012 This document is updated periodically and available at https as01 ucis dal ca fs 64 WO RUE DAL ONLINE DEVL Main Menu Employees Personal Information NewWebTailor Administrators View Document Purchase Order Header Purchase Order Image Change Order Date Trans Date Delivery Date Print Date Total P9040001 View Apr 07 2006 Apr 07 2006 Apr 14 2006 Apr 10 2006 2 497 80 Origin BANNER C
81. ptional If comparison fiscal year and period are used then these values must also be entered Note Summary data is available from October 1 2001 onward i e fiscal year 02 fiscal period 07 Detail data is available for current year plus three prior fiscal years See below for details of each type of budget query Budget Status by Account The Budget Status by Account option allows a user to review budget information by account for the Fiscal Period Year and Commitment Type All by e Specific FOAPAL values e A Specific Organization e All Organizations e Fund Type e Account Type e Revenue Accounts There are four levels to a Budget Query by Account _ Levels within Budget Query by Account Account Detail Totals by account for all columns selected July 2012 This document is updated periodically and available at https as01 ucis dal ca fs 2 Transaction Detail Transaction Date Activity Date Document Code Description Amount and Rule Class Document Detail with Related Documents Chart of Accounts Fund Organization Account view Amount and Rule Class 4 View the document Details of the document A user can view budget information from the account level by drilling down through the transaction detail to all of the accounting sequences for a specific document while viewing any related documents that exist B https daloniine dal a PROD bwfkrpvu P Budget Start Microsoft Internet Explo
82. rer 5 xil Ele Edit yew Favorites Tools Hep ET l E Gex O 5 seh rrote 0 2 2 m d 3 Address LE https daonine dal ca PROD bwikrpeu P Budget Start MJ DALHOUSIE DAL ONLINE UNIVERSIT FINANGE SITE MAP HELP EXIT Main Menu Employees Personal Information dp Budget Query by Account allows you to review bLdget information by account for the Fiscal Penod and Year to Date by Specific FOAPAL values Specific Organization All Organizations Fund Type Account Type or Revenue Accounts Budget Query by Organizational Hierarchy allows you to review budget information of organizations for the Fiscal Period and Year to Date by Hierarchical Structure Specific Funds high level Organizations Accounts Fund Type Account Type or Revenue Accounts Create a New Query Type Retrieve Existing Query Saved Query Mone RELEASE 7 2 Ej Done iil Bj ie nternet Figure 7 Creating a Query by Account When a user selects on the Budget Queries link on the Finance menu a screen appears on which the user may create a query by Account or Organizational Hierarchy To create a query the user selects the desired option from the appropriate pull down list and selects the action button The system then displays the operating ledger data selection screen 11 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs There is the ability to save queries for later retrieval
83. ry fields Fiscal Year If you wish to view the salary encumbrance related to fiscal year 2008 09 then the fiscal year 2009 must be selected from the drop down box NOTE Salary encumbrance began in fiscal year 2008 Chart of Must equal one 1 Accounts This is the five digit research account number 34xxx 5xxxx Account This is the four digit salary sub account number Optional There are three options for the Account number 55 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Leave the field blank this will provide you with a list of all salary encumbrances for the specified organization Enter the four digit salary account number eg 6201 Enter a partial salary account number using the wild card 96 eg 6296 In this example you would retrieve a list of all salary accounts that start with 62 Click on Submit Query The results of the query will list all of the salary encumbrance numbers for the specified fiscal year organization and account number s For the giver fund orgn and account s the following encumbrance documents exist Click on the Payroll Current Commitments to view the encumbrance details posted in Human Resources Click on the Finance Liquidations to view the encumbrance details posted strictly in Finance Services The Current Commitments column is the difference between the Payroll Current Commitments and Finance Liquidation This t
84. s You are still able to see the current available balance within the current fiscal year regardless of how you are viewing the transactions Also you are able to click on the Research Accounting Administrators name to send this person an email if you have any questions 46 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Total Revenue Summary by a Researcher On Account EN As of July 30 2012 Title Se Principal Investigator Loralee Hawkes Ulrich Start Date 01 AUG 11 Available Balance for Current 33 547 28 End Date 31 JUL 12 Fiscal Year Research Acctg Administrator Dawn Dean Agency BE To view the actual revenue that has been received please click on the Revenue Code column To hide this information click on the Close All button If you choose to change the fiscal year to date range or vice versa enter the new information then click on the Enter Query button to obtain the new results Funds coming into account received or unspent funds from prior year RR Funds were withdrawn ex overhead charge or overspent in prior year Principal Investigator oralee Hawkes Ulrich Open All Line Detail Fiscal OR Date Range FROM TO Enter Quer Year 2013 DD MM YYYY DD MM YYYY y Revenue Description Budget Funds Received Code and or Carried Forward from Prior Year S3 Foreign Gov Rev 4 000 00 B173 BFWD Foreign Gov Rev 43 364 90 Total Revenue for Loralee Hawkes Ulr
85. s assets and liabilities and operating ledger accounts revenues and expenses Researcher Summary amp Detail Query The Researcher Summary amp Detail Query is for Researchers and those assisting the Researcher manage their funds This query will show the financial information associated with ONLY research and special purpose accounts NOTE While this query will allow the user to change the view from fiscal year to a date range the University operates on a fiscal year The ability to use a date range is to assist those Researchers whose research funds don t have a start date of April 1 Click on Researcher Summary amp Detail Query from the Finance Self Serve menu 38 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Finance Self Serve Budget Queries View all financial information by fund organization and account Budget Summary Query View all financial information summarized by account for a specified fund type and high level organization code Balance Sheet Query View all balance sheet information by fund and account for a given period or YTD Commitment Query View commitment details from purchase requisitions or orders by fund organization and account Researcher Summary amp Detail Query View summary and detail financial information for Research and Special Purpose accounts orgn 34xxx 6xxxx by Researcher Salary Encumbrance Query View salary encumbrance
86. s For Research only Axx xxxy View Document View document details by document number e Print Repository Finance Home Page Email Financial Services Delete Finance Template Figure 5 TIP For Research and Special Purpose orgns you will want to use the Research Summary amp Detail Query TIP For all other orgns you would want to use the Budget Query Budget Status by Account TIP Any time the data is highlighted or underlined it indicates you can drill down to the documents and see related information TIP The menu along the top of the screen allows the user to switch between modules The menu along the bottom of the screen allows the user to switch between Finance menus Both menus are available at all times regardless of where you are within the query Budget Queries The Budget Query link allows a user to review financial information for transactions recorded in the Finance system It also provides the ability to download the data for use with a third party tool such as Microsoft Excel The file type of the extract will be a Comma Separated Value file csv This is a text file where each column is separated by a comma Excel recognizes this file type and will convert the file accordingly July 2012 This document is updated periodically and available at https as01 ucis dal ca fs The Budget Queries can be used by all orgns however if you have research and or special purpose orgns you may wish to use the Researc
87. screen e Money that has been spent or transferred out will display as a positive number e Money that has been returned to the account or transferred in will display as a negative number In the above example the financial information being viewed is for fiscal year 2013 If you wish to view a different fiscal year you would enter the new fiscal year and then click on Enter Query to retrieve the new information SS in es Expense Code This is the expense code being charged Amount Spent The total amount of the money spent during the specified time period If the amount is positive it is the amount of money spent during the time period debit balance If the amount is negative 51 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs it is the amount of money coming back to your account credit balance 96 of Budget Spent This percentage indicates how much of your budget you have actually spent on each expense code It doesn t take into consideration outstanding commitments Fiscal OR Date Range FROM NENNEN TO Year 2012 DD MM YYYY DD MM YYYY Enter Query You can also change the view of information to a date range that can be a day a week a month a year a couple of years etc When entering a date range make sure you remove the fiscal year The totals that will be displayed will be strictly based on the transaction date of the document Fiscal OR
88. tered click on the Submit Query button Balance Sheet Transactions by Fund Results Once the parameters are selected and submitted the Balance Sheet query brings back information on the related balance sheet transactions that have been posted for the given fund and account s The Balance Sheet Transactions by Fund report displays the following information 31 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs W w bonis inier L harer E E la x B y x jt e ttre cision cial ca DE VL bibas P Fal r tart Be EX wee Ferte Took Hep une were JCH ore mus feon Hmm orm BO Pamas dbxangad dm bee ei Soto hin d rammer comet pisat wt d iine Sect Query Reals me TEJ mT BENE To se lente Lip Peo Ewormd cm Hara Veb T mice o Balance Sheet Query Results To vena fh OCument cick on fre Diecurnient Humber NOTE A positive or negalrve beginning and ending balance will mean different things depending on tfe type of me account ang its nonmal sign Asso accounts wid display postres if n a Debt balance and negate if in a Creat banco Lrabulity accounts will display postre if in a Credi balance and nagaire if a Detal balance Balance Sheet Transactions by Fund Transactions For Fiscal Period 14 Ending March 31 2007 As Of September 14 2009 Chart of Accounts 1 Fund Account ALL Trans Trans Document Document Description Account Debits Credits Balance Date Type Number Rot
89. the report is generated e Chart of Accounts 1 for Dalhousie University e FOAPAL Elements entered on Parameters Screen Detail Information Document Code Unique identifier for the commitment Description Requisitions Requestor Name Purchase Orders Vendor Name Capital Encumbrances Project plus enc Salary Encumbrance Encumbrance Salaries Orig Original The amount the commitment was initially posted as in Banner Commitment Amount 35 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs Commitment Any adjustments to increase decrease the original commitment eg Change Adjustments in percentage of salary being charged to the orgn or additional item received on PO Commitment Total of invoices payroll or PO closes being processed Liquidations Year to Date This total is the Commitment Liquidation amount less the HST GST Rebate Amount given back to the orgn Current Total of Original Adjustments Liquidations Commitments The user may then select the underlined Document Code link to view the specific accounting distribution s that make up the entire document The user can select the document code on the next page to view the document Document Accounting Distributions Screen The following information will be displayed on the Document Accounting Distributions page 36 July 2012 This document is updated periodically and available at https as01 ucis
90. tion Report Period Ending Apr 30 2007 As of Apr 30 2007 Chart of Accounts 1 Dalhousie University Commitment Type All Fund All Program All Organization T 1XXXX Test Organization Account 6032 Academic Student Document List Transaction Date Activity Date Document Code Vendor Transaction Description Amount Rule Class Code Apr 27 2007 Apr 27 2007 F0026432 HR Payroll 2007 B1 9 0 187 20HGNL Report Total of all records 187 20 Available Budget Balance 187 20 Download oave Luery as i lI Shared AnofherQuery EN E Figure 11 When the Transaction Report is retrieved the report generated shows detail that makes up the displayed total by Document number and Rule Class see Appendix A for a list of rule classes and descriptions A user may select the underlined link on the Document Number to retrieve the Document Detail and Related Documents Report The Document Detail and Related Documents Report display all the FOAPAL values for all accounting sequences that are on the Document Selected At the bottom of this report is a Related Documents View This listing allows the user to see all documents that are related to the document The Transaction Date Document Type Document Code and Status Indicator are displayed Select the document number to view the document if it is highlighted or underlined 15 July 2012 This document is updated periodically and available at ht
91. tps as01 ucis dal ca fs DAL ONLINE JALHOUSIE NI y VERSIT Main Menu Employees Personal Information FINANCE SITE MAP HELP EXIT Select Document Detail Transaction Report Document Type Invoice Document Code 12402381 Transaction Date 04 Oct 2006 Description Accounting Information Commitment Type All Alloy Concepts Chart of Accounts Fund Organization Account Amount Rule Class Code 1 Ayxxxx 4XXXX 7040 L AXXXX 4XXXX 7040 Save Query as Oe T Shared Another Query Related Documents Transaction Date Document Type Sep 21 2006 Purchase Order P9044139 sep 19 2006 Requisition 0006472 Oct 03 2006 Receiving Documents 2040909 Oct 10 2006 Check Disbursement C3147215 Budget uenes Encumbrance Quer Fegulsitiol 319 20 INEI 26 26 REBT Document Code Status Indicator Approved Approved Completed Final Reconciliation iew Document Finance Home page Email Financial Services Figure 12 Budget Query by Organizational Hierarchy The Budget Status by Organizational Hierarchy option allows users to review budget information for Organizations e Hierarchical Structure e Specific Fund Type i e Research RE vs Operating OP e Account Type This query provides the Faculty or Department Administrator with the ability to query on an Organization Unit and view summary information by Faculty and or Responsible Unit The User can continue to drill down to the posting lev
92. updated periodically and available at https as01 ucis dal ca fs E htt ps dalonline dal ca PROD bwfkdsec P Code Lookup Microsoft Internet Explorer Fle Edit View Favorites Tools Help Ae Qe O x iz seach veros O 7 z2 Ww JA 3 Address https dalonine dal ca PROD bwfkdsec P Code Lookup MJ DALHOUSIE DAL ONLINE 8005 08 83 22 8 FINANCE SITE MAP HELP EXIT Main Menu Employees Personal Information Press the document number link to return the value to the View Document page Press the Exit without Value button to return without a value to the View Document page document selected Purchase Order Lookup Results Document UserID Activity Trans Buyer Vendor ID vores enamga iere yed Goss Number Date Date Code Seq L Number P9040001 OE Apr 10 Apro7 ss zm J Yes Yes 2006 2006 A 1 document selected Exit without Value Another Query Budget Quenes Encumbrance Query Requisition View Document Finance Home page Email Financial Serices LILIBALABNEEEEEEEEEEEEMM MN YWT LO ousie Online Finance Menu Links RN Figure 47 Users can select the Exit Without Value button to exit without a value or they can exit with a document number using the link e Submissions leave blank e Change Seg leave blank e Display Accounting Information Specify whether or not you want to display the accounting information for the specified document e Display Document Text Specify the
93. view the details of dd dd the transaction Note for INVOICES document code begins with an I you can find out if the invoice has been paid by clicking on the document id and scrolling to the bottom of the View Document page to the Related Documents section to see if there is an entry labeled Check Disbursement If you see this the invoice has been paid Salary Encumbrance Query Research accounts 34xxx 5xxxx ONLY The salary encumbrance feature records future salary commitments against Research accounts only Accounts in the 34000 and 50000 series All individuals charged to research accounts through the monthly payroll MN will be encumbered Individuals paid via time sheet on either of the biweekly payrolls will not be encumbered B1 BW Salary overhead and fringe benefits are not included in the calculation of salary commitments The salary encumbrance feature will provide research account holders with up to date information on current salary commitments against their research grants and contracts The University s financial system currently tracks non salary Purchasing Facilities Management commitments and when coupled 54 July 2012 This document is updated periodically and available at https as01 ucis dal ca fs with salary encumbrance functionality the principal investigator will know the balance of the uncommitted funding available for spending This will aid the monitoring process and prevent time consuming foll

Finance Self Service - Dalhousie University

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