ELMO (Technical Manual)
Contents
1. Vendor_ID Memo Resources Resources available for available for Wages ERE expenses expenses Category Account Indicate The Account which category the Uni Code corresponds to number 6 item is expensed to Used to calculate the categorical totals Requestor Person requesting or preparing the invoice PO form Rbc Indicates whether this an item is an operational expense Depends the Uni Code Limited to either O or 11 1 29 11 1 2 Operational Expense d 2 Reference Additional field to identify the invoice PO form Description Description of Uni Code Object Code Depends the Uni Code Reference_ ID The number of the invoice PO form The relevant fields will be entered by users in the item input form EPD Date when items are still encumbered Updateable during reconciliatio n The relevant fields will be entered by users in the item input form CCD Cost Code Each Account has its own sets of Cost Code PTD Date when an expense is posted to the university FRS report Also known as post date Updateable during reconciliatio n CNTR Cost Center Each Account has its own sets of Cost Centers Price Dollar amount for the expense Date The Date on the hard copy of PO form Cnr Addition Cost Code Design View Field Properties Field Name ID Notes 1 Incremental ID generated by A2. Each Cost Code can belong to many Account Cost Center BDTRN CMPSP CMPTR DEVLP DLNCH DNENT DNTRV DONAT FAX FLRST GTAWD H amp DRT HONRS INTRN MAIL Existing accounts When creating a new account users will be prompted to input the corresponding cost codes Additional Cost code will added in this table Each Account has many Cost Code Field Name Explanation Referential Integrity Rule B ACCOUNT COST CENTER Account Cost Center Consist all the ACCOUNT and COST CENTER corresponding to each accounts number Cost Code Cost Centers are further categorization of items charged to the accounts Each Account has a set of cost code Please refer to users for cost code corresponding to each Account f Each Cost Center can belong to many Account Existing accounts When creating a new account users will be prompted to input the corresponding cost codes Additional Cost code will added in this table Each Account has many Cost Code Budgeted Local Cash Local Account Type Primary Key Design View Field Properties Field Name Account Explanation Referential Integrity Rule C ACCOUNT_TYPE Consist of a list of different ACCOUNT_TYPE This table is used as a source for ACCOUNT_TYPE pull down menu in the different forms Design View Field Properties
3. Column Source Query Name Object Code Range ORIG BGT Refer to Account Setup ME BGT CH YTD BG CH ADJ BGT 1 MOE EXP in this row except WAGES Sum of all column in this row except WAGES Sum of all column in this row except WAGES OTHER DIRECT ADJ BGT OTHER DIRECT YTD EXP OTHER DIRECT TRAVEL ENC BAL Sum of all column in this row except WAGES Sum of all column in this row except WAGES Sum of all column in this row except WAGES Sum of all column related expenses with the current post date All aggregated CAPITAL related expenses with any post dates includes all expense in current post date CAPITAL expenses that are not posted in FRS yet No date in EPD or PTD CAPITAL ADJ BGT CAPITAL YTD EXP CAPITAL TRAVEL ENC BAL Obj Code 7000 RBC 1 No date in EPD or PTD Any 70XX RBC 0 No date in EPD or PTD CAPITAL ADJ BGT 1 CAPITAL OPEN RBC CAPITAL ENC TRAVEL related expenses with the current post date All aggregated OUT STATE TRAVEL related expenses with any post dates includes all expense in current post date OUT STATE TRAVEL expenses that are not posted in FRS yet No date in EPD or PTD OUT STATE TRAVEL ADJ BGT OUT STATE TRAVEL YTD EXP OUT STATE TRAVEL ENC BAL Not Applicable Any 60XX RBC 0 No date in EPD or PTD OUT STATE TRAVEL ADJ BGT 1 OUT STATE TRAVEL OPEN
4. 0 00 0 00 100 000 00 0 00 150 000 00 0 00 10 000 00 0 00 0 00 0 00 0 00 550 0 000 00 250 000 00 200 000 00 aon 000 00 100 000 00 20 000 00 100 000 00 20 000 00 100 000 00 20 000 00 00 52 000 000 00 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 50 000 00 100 000 00 ERE Resources available for ERE expenses Applicable to Local Summer and Grant Accounts only OPER BGT Resources budgeted for Operations expenses Applicable to Grant Accounts only Wages Resources available for Wages expenses Applicable to Local Summer and Grant Accounts only PER_ SERV BGT Resources budgeted for Personal Services expenses Applicabl eto Grant Accounts only Salaries Resources available for Salaries expenses Applicable to Local Summer and Grant Accounts only AccountNum ber This is a better naming convention for coding in Visual Basic as opposed to Account Revenue Revenue received from this account at the beginning of the fiscal year Applicable to Local Summer IDC Resources available for Indirect Charges expenses Applicable to Summer Local and Beginning Balance Beginning Balance available
5. RBC TVLOUT ENC TRAVEL related expenses with the current post date All aggregated IN STATE TRAVEL related expenses with any post dates includes all expense in current post date IN STATE TRAVEL expenses that are not posted in FRS yet No date in EPD or PTD IN STATE TRAVEL ADJ BGT IN STATE TRAVEL YTD EXP IN STATE TRAVEL ENC BAL Not Applicable Any 60XX RBC 0 No date in EPD or PTD TVLIN TRAVEL ADJ BGT 1 TVLIN TRAVEL OPEN RBC TVLIN ENC related expenses with the current post date All aggregated OPERATION related expenses with any post dates includes all expense in current post date OPERATION expenses that are not posted in FRS yet No date in EPD or PTD OPERATION ADJ BGT OPERATION YTD EXP OPERATION ENC BAL Obj Code 3000 RBC 1 No date in EPD or PTD Any 30XX RBC 0 No date in EPD or PTD OPERATION ADJ BGT 1 OPERATION OPEN RBC OPERATION ENC expenses with the current post date All aggregated WAGES related expenses with any post dates includes all expense in current post date WAGES expenses that are not posted in FRS yet No date in EPD or PTD WAGES ADJ BGT WAGES YTD EXP WAGES ENC BAL Obj Code 1300 RBC 1 No date in EPD or PTD Any 13XX RBC 0 No date in EPD or PTD WAGES ADJ BGT 1 WAGES OPEN RBC WAGES ENC YTD EXP ENC BAL FRS AVAIL OPEN RBC OPEN EXP ADJ
6. State State State Uni Code Cnr 1340 3840 3590 1340 4110 4840 S230 5230 5230 Memo ENCUMBRANCE F ENCUMBRANCE f MAINTENANCE PET TRANSFER 2 CLASSIFIED AC LETTERHEAD FC 6 BOTTLE DEPOS 4 BOTTLE DEPOS COFFEE CREAME Rbc Category Account Type 110602 110602 110602 110602 110602 110602 110602 Vendor ID VARIOUS ST U OF A IKOM OFFICE AURORA C AZ DAILY PRINTING STORES STORES CORPORATE WAGES OPERATION OPERATION WAGES OPERATION OPERATION OPERATION OP OAD A ojojojo o o o CCD 10 2 Reference Requestor STENC ENCUMBRANCE LYNDA TEENC TELEO443 LYNDA MCENC R GETNUMBER ENCUMBRNACE 601511475 816963 LYNDA STATE 1340260 CHERIE HNEXP 1321879 KAREN WATER 5358577 NOA WATER 5358583 BRIAN COFFE 5317648 NOA H Description 5 Description m Student Wages Not Encumbered Communication Equipment Charges R M Office Furniture amp Equip Contract Student Wages Not Encumbered Advertising Publications Printing amp Litography Office Supplies CNTR STDNT TELEP MCPYR XTNFR INTRN HONRS SUPPL SUPPL SUPPL ID Date 1 7 1 99 432 7 28 99 433 7 26 99 434 5 2 00 435 6 15 00 436 6 14 00 437 1 27 00 438 4 24 00 439 5 8 00 dAn Eo 0 00 0 00 0 00 987 00 218 00 190 00 33 00
7. 2000 2390 ENCBAL s SALARIES WAGES ERE e 3000 5890 6000 6140 6210 6340 e 7000 7930 e 8000 8190 ENCBAL s OPERATION TVLIN TVLOUT CAPITAL STU SPT ENCBAL s ID CHRG ENCBAL s PERSONAL SERVICES OTH DIR Post Rbc 0 Current month Dates incld e 1110 1290 e 1300 1490 e 2000 2390 YTDACT s SALARIES WAGES ERE e 3000 5890 e 6000 6140 e 6210 6340 e 7000 7930 e 8000 8190 YTDACT s OPERATION TVLIN TVLOUT CAPITAL STU SPT YTDACT s ID CHRG YTDACT s PERSONAL SERVICES OTH DIR Dates Rbcz 0 e 1110 1290 e 1300 1490 e 2000 2390 MOACT s SALARIES WAGES ERE e 3000 5890 e 6000 6140 e 6210 6340 e 7000 7930 e 8000 8190 MOACT s OPERATION TVLIN TVLO UT CAPITAL STU SPT MOACT s ID CHRG MOACT s PERSONAL SERVICES OTH DIR SALARIES Object Code WAGES Object Code ERE Object Code PERSONAL SERVICES OPERATION Object Code TVLIN Object Code TVLOUT Object Code CAPITAL Object Code STU SPT Object Code OTH DIR ID CHRG GRAND TOTAL ID CHRG ID CHRG ID CHRG Table 3 5 Cash Style Local Detail Report Table ID CHRG ID CHRG ID CHRG ADJ AVAIL OPEN ACT GRANT ACCOUNT GENERAL LEDGER REPORT ACCOUNT Y 450000 DATE 0731 PJYR A
8. BGT 2 TOTAL DED in this row except WAGES Sum of all column in this row except WAGES BAL CAPITAL YTD EXP CAPITAL OPEN EXP CAPITAL ADJ BGT 2 CAPITAL TOTAL DED BAL TVLOUT YTD EXP TVLOUT OPEN EXP TVLOUT ADJ BGT 2 TVLOUT TOTAL DED BAL TVLIN YTD EXP TVLIN OPEN EXP TVLIN ADJ BGT 2 TVLIN TOTAL DED BAL OPERATION YTD EXP OPERATION OPEN EXP OPERATION ADJ BGT 2 OPERATION TOTAL DED Table 3 1 State Budget Report Table BAL WAGES YTD EXP WAGES OPEN EXP WAGES ADJ BGT 2 WAGES TOTAL DED DEPT AVAIL B BUDGETED LOCAL Summary Report Report Source Name BudgetedLocalSummary AVAIL BGT ADJBGTOTHA DD TOTAL OTH ADD ADJBGTOTHDE D TOTAL OTH DED AVAIL BGT TOTAL OTH_ADD s YTDACT OPEN ACT OTH_DED s YTDACT OPEN ACT TOTAL SUMMARY BUDGETED LOCAL REPORT OPEN ACT ACCOUNT BUDLOC DATE 07 31 MO ACT Diagram 3 2 Budgeted Local Summary Report OPEN ACT e Object Code 4920 e No Post Dates or Encumbered Dates e Object Code 5920 e No Post Dates PTD or Encumbered Dates EPD YTD ACT e Transfer In Object Code 4920 e All Post Dates PTD e Transfer Out Object Code 5920 e All Post Date PTD MO ACT e Transfer In Object Code 4920 e Current Post Date PTD e Transfer Out Obje
9. Field Name There are 5 types of accounts in the system This table is used as a source for account type drop down menu in forms Explanation D ACCOUNTS Consist the initial balances and information of existing accounts Entries from the following FORMS will be input into this table GRANT SETUP LOCAL BUDGET SETUP CASH STYLE LOCAL and Wage 200 00 500 00 60 0 00 0 00 1 10 000 00 200 000 00 100 00 10 000 00 10 000 00 5 00 10 000 00 10 000 00 5 00 10 000 00 10 000 00 5 00 0 00 0 00 1 0 00 300 00 20 0 00 0 00 1 0 00 0 00 1 000 2t 0 00 0 00 1 200 00 500 00 60 0 00 0 00 1 100 00 HOLLY SMITH 48 606 00 HOLLY SMITH 250 000 00 HOLLY SMITH 123 456 00 HOLLY SMITH 900 000 00 HOLLY SMITH 1 000 000 00 HOLLY SMITH 6 322 98 0 00 HOLLY SMITH 1 000 000 00 HOLLY SMITH 0 00 0 00 HOLLY SMITH 334 378 38 100 00 0 00 STATE SETUP Account Account Title pe gt BUDLOC BUDGETED LOC Budgeted Local El 212900 Local Account Cash Local 228550 Local Account Cash Local 722250 Local Account Cash Local FDN347 Local Account Cash Local FDN727 _ Local Cash Local 1 228290 UNRESTRICTEC Cash Local 450000 GRANT ACCOUN Grant 110602 State Account State 110603 State Account State 110000 20 SUMMER STATE ACCOUN State Summer 4ccou Summer SUMMER SES
10. Notes The Original Budget allocated to the account for Out State Travel expenses when account is created Source ACCOUNTS Tvl Out Not Applicable Aggregated changes in OUT STATE TRAVEL budget with any post date in the fiscal year TVLOUT ORIG BGT TVLOUT YTD BG CH All OUT STATE Record WORK Source 6000 6140 TVLIN Notes The Original Budget allocated to the account for In State Travel expenses when account is created Source ACCOUNTS Tv1 In Not Applicable Aggregated changes in IN STATE TRAVEL budget with any post date in the fiscal year TVLIN ORIG BGT TVLIN YTD BG CH All IN STATE Record WORK Source 3100 5890 OPERATION Notes The Original Budget allocated to the account for Wages expenses when account is created Source ACCOUNTS OPER Changes in OPERATION budget Obj Code 3000 with current post date Aggregated changes in OPERATION budget with any post date in the fiscal year OPERATION ORIG BGT OPERATION YTD BG CH All OPERATION Record WORK Source 1300 13XX WAGES Notes The Original Budget allocated to the account for Wages expenses when account is created Source ACCOUNTS Wa ges Changes in WAGES budget Obj Code 1000 with current post date Aggregated changes in WAGES budget with any post date in the fiscal year WAGES ORIG BGT WAGES YTD BG CH All WAGES related
11. Object Code TVLOUT Object Code CAPITAL Object Code STU SPT Object Code BGT AVAIL s OPERATION TVLIN TVLOUT CAPITAL S TU SPT e 9500 9710 BGT AVAIL s ID CHRG BGT AVAIL s PERSONAL SERVICES OTH DIR ID CHRG ADJ ACT s OPERATION TVLIN TVLOUT CAPITAL S TU SPT e 9500 9710 ADJ ACT s ID CHRG ADJ ACT s PERSONAL SERVICES OTH DIR ID CHRG OPENACT s OPERATION TVLIN TVLOUT CAPITAL S TU SPT e 9500 9710 OPENACT s ID CHRG OPENACT s PERSONAL SERVICES OTH DIR ID CHRG FRSTOTAL 5 OPERATION TVLIN TVLOUT CAPITAL STU SPT 9500 9710 FRSTOTAL 8 ID CHRG FRSTOTAL s PERSONAL SERVICES OTH DIR ID CHRG ENCBAL s OPERATIO TVLIN TVLOUT CAPITAL STU SPT e 9500 9710 ENCBAL s ID CHRG ENCBAL s PERSONAL SERVICES OTH DIR ID CHRG YTDACT s OPERATIO N TVLIN TVLOUT CAPITAL STU SPT e 9500 9710 YTDACT s ID CHRG YTDACT s PERSONAL SERVICES OTH DIR ID CHRG Table 3 3 Budgeted Local Detail Report Table MOACT s OPERATIO N TVLIN TVLOUT CAPITAL STU SPT e 9500 9710 MOACT s ID CHRG MOACT s PERSONAL SERVICES OTH DIR ID CHRG
12. to this account Applicable to Local Summer Accounts only The relevant fields will be entered by users in the accounts setup forms Stu Support Resources available for Student Support expenses Applicable to Summer Local Grant Responsible Person Person Responsible for this Account Applicable to State Local Summer and Grant Accounts Capital Resources available for Capital expenses Applicable to State Summer Local and Type Type of Account State Summer Grant Local Applicable to State Local Summer and Grant Accounts Out Resources available for Out State Travelling expenses Applicable to State Summer Local and Account Title Name Given to the Account by users Applicable to State Local Summer and Grant Accounts Tvl In Resources available for In State Travelling expenses Applicable to State Summer Local and Grant Accounts only Design View Field Properties Account Primary Key Existing accounts Applicable to State Local Summer and Grant Accounts OPER Resources available Operations expenses for Applicable to State Summer Local and Grant Accounts only Field Name Explanation Notes 1 Notes 2 Field Name Explanation Notes Oth_Ded Other Additional Deductions to the Account Applicable to Summer and 1 Accounts only Grant Acc
13. users to another form Update to select the criteria of data to be updated Form Source Name UPDATE UPDATE FORM Allow users to update make changes reconcile FRS s data with the bookkeeping system s data Form Source Name UpdateQueryForm ADD C CODES ADD CNTR CCD Allows users to add additional cost codes and cost centers in the existing accounts User must have user accounts set up before making changes to the cost codes and cost centers Form Source Name CCD amp CNTR_ADD_IN RECONCILING POSTING Allow users to reconcile Post Dates on dB with post dates on FRS Form Source Name PostingForm UPDATE PTD S AND EPD S Brings User s to the Report Criteria Input Screen ACCOUNT SETUP All entries by users will be stored in the Table name ACCOUNTS STATE ACCOUNT SETUP Setup Screen for new State Accounts Form Source Name STATE SETUP CASH STYLE LOCAL ACCOUNT SETUP Setup Screen for new Cash Style Local Accounts includes summer accounts Form Source Name SUMMER GIFT ICR SETUP GRANT PROFILE SETUP Setup Screen for new Grant Accounts Form Source Name GRANT SETUP BUDGETED LOCAL ACCOUNT SETUP Setup Screen for new Budgeted Local Accounts Form Source Name LOCAL BUDGET SETUP REPORTS Refer to iv Report in the following heading GENERATE REPORT iv Reports A STATE Summary Report Report Source Name State Made up of 6 other reports for each column of the report SIDE WAGES OPERATION TV
14. 1 UNDERSTANDING THE ACCOUNTING SYSTEM i Types of Accounts A State B Budgeted Local C Cash Style Local includes ICR gift D Summer E Grant ii General Rules F Each Account Type has its own specific range of University Codes Object Codes Refer to users for the object codes ranges G Each Account has its own specific range of Cost Centers and Cost Codes Users will have to create new accounts with the corresponding Cost Centers and Cost Codes prior to inputting items H Summer Accounts are categorized as Cash Style Local however Summer Accounts have a different set of Object Codes I Budgeted Local and Cash Style Local has the same set of Object Codes except for the following Budgeted Local has 1000 1300 3000 7000 but not 4920 5920 Cash Style Local has 4920 and 5920 but not 1000 1300 3000 7000 J Additional Cost Centers and Cost Codes may be added after an Account is created K There are only 2 types of RBC s 0 to describe an Object Code as an expense or income AND l to describe an Object Code as budget transfer L Object Codes 4920 and 5920 have RBC s of 0 even though they are considered as transfer transactions i UNDERSTANDING DATABASE RELATIONSHIP iii Entity Relationships There are 9 different tables created for this dB Purpose Stores all the ITEM data entered by user Stores all the balances when an account is created Stores all the account type in the system Curre
15. 5920 e Current Post Date PTD NA NA MO_ACT s OTH_ADD OTH_DED REV ACCOUNTS Revenue ACCOUNTS Salaries ACCOU NTS Wages ACCOUNTS ER E ACCOUNTS OPER ACCOUN TS Tvl In ACCOUNTS Tvl Out ACCOUNTS Capital ACCOU NTS Stu Support ACCOU NTS IDC NA ACCOUNTS Beginning Balance ADJBGTOTHADD ADJBGTOTHD ED ADJBGTREV REV SUM EXP SUM ENC BAL BEG BAL AVAIL VAILBGTREVS UM AVAILBG TEXPSUM AV AILBGTBEGBA L REV SUM EXP_SUM SUM EXP_SUM SUM EXP_SUM SUM EXP_SUM Diagram 3 2 Budgeted Local Summary Report Table SUM ADJBGTE XPSUM HADJBG TBEGBAL Detail Report Report Source Name BUDGETED_LOCAL Detail DETAIL BUDGETED LOCAL REPORT ACCOUNT BUDLOC DATE 07 31 ADJBGT MO ACT YTD ACT ENC BAL FRS BAL OPEM ACT ADJACT BGT AVAL OPER TYLIN TYLOUT CAPITAL STU SPT Diagram 3 3 Budgeted Local Detail Report BGT AVAIL ADJ 7 ADJ ACT e 1110 1290 e 1300 1490 e 2000 2390 BGT AVAIL s SALARIES WAGES ER E e 3000 5890 e 6000 6140 e 6210 6340 e 7000 7930 e 8000 8190 ADJ ACT FRS TOTAL OPENACT e 1110 1290 e 1300 1490 e 2000 2390 ADJ ACT s SALARIES WAGES ER El e 3000 5890 e 6000 6140 e 6210 6340 e 7000 7930 e 8000 8190 OPENA
16. ADJ BGT s OPERATIO N TVLIN TVLOUT CAPITAL STU SPT ACCOUNTS ADJ BGT s ID CHRG ADJ BGT s PERSONAL SERVICES OTH DIR ID CHRG OTH DIR ID CHARGES Object Code ID CHRG GRAND TOTAL TOTAL OTH_ADD s YTD ACT OPEN ACT OTH_DED s YTD ACT OPEN ACT Cash Style Local Summary Report 07 31 C CASH STYLE LOCAL INCLUDES ICR GIFT AND SUMMER ACCOUNTS Summary Report Report Source Name Local Summer Summary Query Indudes ICR and Gift Accounts ACCOUNT 212900 DATE YTD ACT OPEN ACT 0 0 0 4 700 20 500 25 200 0 0 0 0 0 0 0 48 606 0 48 606 43 906 20 500 23 406 OTH DED 34 700 AVAIL 4 700 OTH ADD 0 REV SUM 0 EXP SUM 0 ENC BAL BEG BAL Diagram 3 4 Cash Style Local Summary Report OPEN ACT e Object Code 4920 e No Post Dates or Encumbered Dates Object Code 5920 e No Post Dates PTD Transfer In Object Code 4920 All Post Dates PTD Transfer Out Object Code 5920 YTD ACT MO ACT e Transfer In Object Code 4920 e Current Post Date PTD e Transfer Out Object Code 5920 OTH_ADD OTH_DED REV_SUM s YTD ACT OPEN ACT EXP_SUM s YTD ACT OPEN ACT e Total of all entries with an encumbered date EPD e User s input from account setup screen Source A
17. CCOUNT Beginning Balance Table TOTAL ACT s OTH_ADD OTH_DED REV SUM EXP_SUM or Encumbered Dates EPD e Subsidiary Object Codes any 3 digit codes e No Post Dates PTD or Encumbered Dates EPD e 4 digit Object Codes except 4920 and 5920 e No Post Dates PTD or Encumbered Dates EPD NA NA OPEN_ACT s OTH_ADD OTH_DED REV SUMJ EXP SUM e All Post Date PTD e Subsidiary Object Codes any 2 OR 3 digit codes e Any Post Date PTD e 4 digit Object Codes except 4920 and 5920 e Any Post Date PTD e Total of all entries with an encumbered date EPD e User s input from account setup screen e Source ACCOUNT Beginning Balance Table YTD ACT s OTH_ADD OTH_DED REV SUM EXP_SUM e Current Post Date PTD e Subsidiary Object Codes any 2 OR 3 digit codes e Current Post Date PTD e 4 digit Object Codes except 4920 and 5920 e Current Post Date PTD NA NA MO_ACT s OTH_ADD OTH_DED REV SUM EXP_SUM Table 3 4 Cash Style Local Summary Report Table REV_SUM EXP_SUM ENC BAL BEG BAL AVAIL Detail Report Report Source Name DetailReport ADJ ACT FRS TOTAL ADJACT CASH STYLE LOCAL DETAIL REPORT ACCOUNT 212900 DATE 07 31 YTDACT ENC BAL FRSBAL OPEN Diagram 3 5 Cash Style Local Detail Report MO ACT TvLOUT CAPIT AL STU SP
18. CT Without Post Dates AND Encumbered dates e 1110 1290 e 1300 1490 e 2000 2390 OPENACT s SALARIES WAGES ER E e 3000 5890 e 6000 6140 e 6210 6340 e 7000 7930 e 8000 8190 FRS TOTAL YTDACT ENCBAL e 1110 1290 e 1300 1490 e 2000 2390 FRSTOTAL 8 SALARIES WAGES E RE e 3000 5890 e 6000 6140 e 6210 6340 e 7000 7930 e 8000 8190 ENCBAL With Encumbered Dates e 1110 1290 e 1300 1490 e 2000 2390 ENCBAL s SALARIES WAGES ERE e 3000 5890 e 6000 6140 e 6210 6340 e 7000 7930 e 8000 8190 YTDACT All Year to Date Post Dates Rbc 0 e 1110 1290 1300 1490 e 2000 2390 YTDACT s SALARIES W AGES ERE e 3000 5890 e 6000 6140 e 6210 6340 e 7000 7930 e 8000 8190 MOACT Current Post Dates Rbc 0 e 1110 1290 e 1300 1490 e 2000 2390 MOACT s SALARIES WAGES ERE e 3000 5890 e 6000 6140 e 6210 6340 e 7000 7930 e 8000 8190 ADJ BGT ACCOUNTS Salaries ACCOUNTS Wages ACCOUNTS ADJ s SALARIES WAGES ERE ACCOUNTS OPER ACCOUNTS Tvl In ACCOUNTS Tvl Out ACCOUNTS Capital ACCOUNTS Stu Support SALARIES Object Code WAGES Object Code ERE Object Code PERSONAL SERVICES OPERATION Object Code TVLIN
19. CT ENC BAL FRS BAL OPEN RBC Diagram 3 6 Grant Account Report MO ACT D GRANT Detail Report Report Source Name GRANT_ACT_G L ADJ BGT TYLOUT CAPITAL STU SPT OTH DIR ID CHRG TOL ADJ AVAIL FRS BAL OPEN RBC OPENACT e 1110 1290 e 1300 1490 e 2000 2390 ADJ AVAIL s SALARIES WAGES ERE 3000 5890 e 6000 6140 e 6210 6340 e 7000 7930 e 8000 8190 Post AND OPENACT Without Dates Encumbered dates Rbcz 0 e 1110 1290 e 1300 1490 e 2000 2390 OPENACT s SALARIES WAGES ERE 3000 5890 e 6000 6140 e 6210 6340 e 7000 7930 e 8000 8190 Post AND OPEN RBC Without Dates Encumbered dates Rbcz 1 e 1110 1290 e 1300 1490 e 2000 2390 OPEN RBC s SALARIES WAGES ERE 3000 5890 e 6000 6140 e 6210 6340 e 7000 7930 e 8000 8190 FRS BAL ADJ BGT PJYR ACT ENCBAL e 1110 1290 e 1300 1490 e 2000 2390 FRS BAL s SALARIES WAGES ERE 3000 5890 e 6000 6140 e 6210 6340 e 7000 7930 e 8000 8190 ENCBAL With Encumbered Dates e 1110 1290 e 1300 1490 e 2000 2390 ENCBAL s SALARIES WAGES ERE e 3000 5890 e 6000 6140 e 6210 6340 e 7000 7930 e 8000 8190 PJYR ACT Input by users on the setup screen of Object YTD specific Code ACCOUNTS Salaries YTD of Object Code 1000 ACC
20. DE This table provides a complete list of description and the category corresponding to each University Code To delete add or University Code the University Code has to deleted added in 3 corresponding tables in the following orders UNI CODE ACCOUNT TYPE UNIVERSITY CODE 0 REV State Appropriation Federal Appropriation 1st Period Resident Tuition 748 400 2nd Period Resident Tuition S00 REY Other Period Resident Tuition 1st Period Nonresident Tuition 751 70 2nd Period Nonresident Tuition 792800 Other Period Nonresident Tuition 753 90 0 REV Law Special Tuition Queries Most of the queries generated are used to generate the reports of this system Please refer to the Access dB for SQL queries Forms Input Screens Main Menu The Main Screen of the system Allow users to input or select criteria for generating reports For further explanation please refer to the User Manual Item Input By Acct GENERATE REPORT STATE ACCOUNT SETUP CASH STYLE LOCAL ACCT SETUP GRANT PROFILE SETUP BUDGETED LOCAL ACCT SETUP SUMMER SETUP ADD CNTR CCD EXIT DATABASE DATA INPUT Item Input By Account Allow users to input items Form Source Name INPUT Account All entries input by users will be stored in the Table name ITEM ii iii DATA UPDATE Item Update Form Directs
21. LIN TVLOUT CAPITAL OTH DIR STATE BUDGET REPORT Account 110603 DATE 07 31 OPERATION T LOUT CAPITAL OTH DIR ORIG BGT 109 800 08 700 138 500 ME BGT CH 20 862 25 862 YTO BG CH p25 S62 P20 862 AD J BGT 33 200 Bi 1 638 MOE EXP EXP EHC BAL FR S 735 FO 0 00 171 062 REC 14 500 14 500 OPEN EXP 222 AD JE GT 0 F0 33 700 157 138 srasssssss ss rt rra sssi TOTAL DED F0 0 0 795 DEPT 27 835 a 0 s 700 156 340 Diagram 3 1 State Budget Report Record OthDirQuery Source OTHER DIRECT Notes The Original Budget allocated to the account for Other Direct expenses when account is created Source ACCOUNTS OPER ACCOUNTS Tv1 In ACCOUNTS Tvl Out ACCOUNTS Capital Sum of all column in this row except WAGES Sum of all column in this row except WAGES Sum of all column in this row except WAGES Sum of all column Record WORK Source 7000 8190 CAPITAL Notes The Original Budget allocated to the account for Capital expenses when account is created Source ACCOUNTS Capital Changes in CAPITAL budget Obj Code 7000 with current post date Aggregated changes in CAPITAL budget with any post date in the fiscal year CAPITAL ORIG BGT CAPITAL YTD BG CH All CAPITAL Record WORK Source 6000 6340 TVLOUT
22. OUNTS Wages YTD of Object Code 1300 ACCOUNTS ERE PJYR ACT s SALARIES WAGES ERE ACCOUNTS OPER YTD of Object Code 3000 ACCOUNTS Tvl In ACCOUNTS Tv1 Out ACCOUNTS Capital YTD of Object Code 7000 ACCOUNTS Stu Support MOACT Current Post Dates Rbc 0 e 1110 1290 e 1300 1490 e 2000 2390 MOACT s SALARIES WAGES ERE e 3000 5890 e 6000 6140 e 6210 6340 e 7000 7930 e 8000 8190 ADJ BGT Input by users on the setup screen NA NA NA ACCOUNTS PER SERV B GT ACCOUNTS OPER BGT ACCOUNTS Tvl In BGT ACCOUNTS Tvl Out BGT ACCOUNTS Capital BGT ACCOUNTS Stu SALARIES Object Code WAGES Object Code ERE Object Code PERSONAL SERVICES OPERATION Object Code TVLIN Object Code TVLOUT Object Code CAPITAL Object Code STU SPT Object Code ADJ AVAIL s OPERATIO N TVLIN TVLOUT CAPITAL STU SPT e 9500 9710 ADJ AVAIL s PERSONAL SERVICES OTH DIR ID CHRG OPENACT s OPERATION TVLIN TVLOUT CAPITAL STU SPT e 9500 9710 OPENACT s PERSONAL SERVICES OTH DIR ID CHRG OPEN RBC s OPERATION TVLIN TVLOUT CAPITAL STU SPT e 9500 9710 OPEN RBC s PERSONAL SERVICES OTH DIR ID CHRG FRS BAL s OPE
23. RATION TVLIN TVLOUT CAPITAL STU SPT e 9500 9710 FRS BAL s PERSONAL SERVICES OTH DIR ID CHRG ENCBAL s OPERATIO N TVLIN TVLOUT CAPITAL STU SPT e 9500 9710 ENCBAL s PERSONAL SERVICES OTH DIR ID CHRG PJYR ACT s OPERATION TVLIN TVLOUT CAPITAL STU SPT ACCOUNTS IDC PJYR PERSONAL SERVICES OTH DIR ID CHRG Table 3 6 Grant Account Report Table MOACT s OPERATIO N TVLIN TVLOUT CAPITAL STU SPT e 9500 9710 MOACT s PERSONAL SERVICES OTH DIR ID CHRG Support BGT ADJ BGT s OPERATION TVLIN TVLOUT CAPITAL STU SPT ACCOUNTS IDC BGT ADJ BGT s PERSONAL SERVICES OTH DIR ID CHRG OTH DIR ID CHARGES TOT EXP F SUMMER ACCOUNT REPORTS ARE IDENTICAL TO CASH STYLE LOCAL see C G PTD Report Display Transactions with the Selected PTD for the Selected Account Report Source Name TestPTDReport H Posting Report Allow users to print out a copy of ALL the items for a selected account for user reference Report Source Name PostingReport I Item Report Allow users to view ALL items for a criteria Account CNTR CCD etc chosen Report Source Name UpdateReport
24. S Summer 0 00 0 00 m 0 00 0 00 110602 0 00 0 00 110603 0 00 0 00 205000 0 00 0 00 205900 0 00 0 00 212000 50 000 00 225 000 00 212900 0 00 005 000 00 100 000 00 228550 12 220 00 122 230 00 1722250 12 220 00 122 230 00 FDN347 12 220 00 122 230 00 FDN727 100 000 00 Add Oth_Ded o 00 00 0 00 000 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 100 00 100 00 0 00 0 00 0 00 0 00 0 00 0 00 700 00 800 00 0 00 0 00 500 00 500 00 0 00 0 00 500 00 500 00 0 00 0 00 500 00 500 00 30 000 00 20 000 00 500 00 0 00 0 00 0 00 0 00 0 00 50 000 00 45 061 00 45 061 00 45 061 00 0 00 0 00 200 000 00 100 000 00 100 000 00 250 000 00 300 000 00 100 000 00 0 00 0 00 0 00 0 00 0 00 0 00 5100 0 000 00 575 0 000 00 100 000 00 50 000 00 100 000 00 30 000 00 2 000 00 30 000 00 2 000 00 30 000 00 2 000 00 t t 5 000 00 0 00 zu 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 2 000 00 5 000 00 10 000 00
25. T OTH DIR ID CHRG TOL EXP Some object codes in the object code range will have a RBC of 1 Do not include object code with RBC 1 for this repot Encumbered items can only have RBC of 0 If there are encumbered items with RBC 1 please consult user OPENACT Without Post Dates ENCBAL FRS TOTAL YTDACT All Year to Date With Encumbered YTDACT Post MOACT Current OPENACT e 1110 1290 e 1300 1490 e 2000 2390 ADJ ACT s SALARIES WAGES ERE e 3000 5890 e 6000 6140 e 6210 6340 e 7000 7930 e 8000 8190 ADJ ACT s OPERATION TVLIN TVLOUT CAPITAL STU SPT ADJ ACT s ID CHRG ADJ ACT s PERSONAL SERVICES OTH DIR AND Encumbered dates e 1110 1290 e 1300 1490 e 2000 2390 OPENACT s SALARIES WAGES ERE e 3000 5890 e 6000 6140 e 6210 6340 e 7000 7930 e 8000 8190 OPENACT s OPERATION TVLIN TVLOUT CAPITAL STU SPT OPENACT s ID CHRG OPENACT s PERSONAL SERVICES OTH DIR ENCBAL e 1110 1290 e 1300 1490 e 2000 2390 FRSTOTAL s SALARIES WAGES ERE e 3000 5890 e 6000 6140 e 6210 6340 e 7000 7930 e 8000 8190 FRSTOTAL s OPERATION TVLIN TVLOUT CAPITAL STU SPT FRSTOTAL s ID CHRG FRSTOTAL s PERSONAL SERVICES OTH DIR Dates e 1110 1290 e 1300 1490 e
26. ccess to keep track data entered in the database Uni Code Codes used by the university to classify the type of expense Also known as object code to Field Name Notes 2 G SBS s_CATEGORIES The Main Cat field is used to categorize categories into main categories that are consistent with the categories of reports being generated The Order MainCat2 and Order2 fields are used to order generate reports that display categories in the order required by the users This further categorization is required since Access dB will only generate report on ascending descending alphabetical order CAT Main Cat ORDER MainCat2 ORDER2 BSTFRI 0 BSTFRO 0 CAPITAL OTH DIR 11 EXP_SUM 4 CAPITAL ABR OTH DIR 12 COST OF SALES ABR OTH DIR H UNI CODE gt ACCOUNT_TYPE This table lists all the University Codes for different account type This table is used to requery the different Uni Code corresponding to the different Account Types Refer to users for a complete listing of Uni Code for each Account Type To delete add or Uni Code the Uni Code has to deleted added in 3 corresponding tables in the following orders UNI CODE ACCOUNT TYPE UNIVERSITY CODE Account Type Uni Code Cash Local kool Budgeted Local 200 Summer 210 Cash Local 270 Budgeted Local 270 Cash Local 280 Summer 280 Budgeted Local 280 Cash Local 350 Budgeted Local 350 Cash Local 370 D UNIVERSITY CO
27. ct Code 5920 e Current Post Date PTD ACCOUNTS ACCOUNTS ADJ BGT OTH ADD OTH DED REV SUM EXP SUM ENC BAL BEG BAL A mamam ADJ BGT Oth_Add Oth_Ded CNTL OTH ADD OTH DED ADJBGTREVSU M TOTAL REV SUM ADJBGTEXPSU M TOTAL EXP SUM NA ADJBGTBEGBA L TOTALBEGBA L AVAILBGTOTH ADD AVAILB GTOTHDED A REV_SUM s YTDACT OPEN ACT EXP_SUM s YTDACT OPEN ACT e Total of all entries with an encumbered date EPD e User s input from account setup screen Source ACCO UNT Beginnin g Balance Table TOTAL OTH_ADD OTH_DED e Subsidiary Object Codes any 2 or 3 digit codes No Post Dates PTD or Encumbered Dates EPD e All 4 digit Object Codes except 4920 and 5920 No Post Dates PTD or Encumbered Dates EPD NA NA OPEN ACTJ s OTH_ADD OTH_DED REV e Subsidiary Object Codes any 2 or 3 digit codes e Any Post Date PTD e All 4 digit Object Codes except 4920 and 5920 e Any Post Date PTD e Total of all entries with an encumbered date EPD e User s input from account setup screen e Source ACCOUNT B eginning Balance Table YTD 5 OTH_ADD OTH_DED REV e Subsidiary Object Codes any 2 or 3 digit codes e Current Post Date PTD e 4 digit Object Codes except 4920 and
28. ntly there are 4 types of accounts Grant Local Summer State Stores data of University Codes Object Codes Dates for all the end of the month for the fiscal year Stores data of corresponding University Codes Object Codes for each categories Stores data of corresponding University Code Object Codes for each Account Type Stores data of corresponding Cost Codes for each Account Stores data of corresponding Cost Centers for each Account Table ITEM ACCOUNT ACCOUNT_TYPE UNIVERSITY CODE DATES SBS s_CATEGORIES UNI CODE gt ACCOUNT_TYPE ACCOUNT COST CODE ACCOUNT gt COST CENTER Microsoft Access Relationships IL Account Cost Center Account Title Type Responsible Person Beginning Balance TANNE q E Account Cost Code Diagram 2 1 dB Relationship Diagram 3 Access Database i Tables ACCOUNT gt COST CODE Account Cost Code Consist all the ACCOUNT and COST CODE corresponding to each accounts number These are entered manually when an account is setup Design View Field Properties Account Cost Code gt 110602 ALUMN 110602 AWARD 110602 CNGRS 110602 COFFE 110602 COPYR 110602 DEAN 110602 DEPTF 110602 EVENT 110602 IFXCLS 110602 GENDE 110602 GENRL Account Cost Code Each Account has a set of cost code Please refer to users for cost code corresponding to each Account
29. ounts only Oth_Add Other Additional Revenue to the Account Applicable to Summer and Local Accounts only Accounts only Grant Accounts only Grant Accounts only The relevant fields will be entered by users in the accounts setup forms IDC BGT Resources budgeted for Out State Indirect Charges expenses Applicable to Grant Accounts only Stu Support BGT Resources budgeted for Out State Student Support expenses Applicable to Grant Accounts only Capital BG T Resources budgeted for Capital expenses Applicable to Grant Accounts only Tvl Out BGT Resources budgeted Out State Travelling expenses for Applicable to Grant Accounts only In BGT Resources budgeted for In State Travelling expenses Applicable to Grant Accounts only The relevant fields will be entered by users in the accounts setup forms Notes 2 Field Name Explanation Notes 2 E DATES This field is used as a source for the PTD and EPD fields in the input forms New dates of the next fiscal year need to be entered manually by database administrator at the end of the 01 31 02 28 03 31 04 30 05 31 06 30 07 31 08 31 09 30 10 31 11 30 12 31 Dates fiscal year F ITEM This is the main table where all items information is entered from the input form Most of the queries are extracted from this table State State State State
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