IFAS Budget Training

1. IFAS Budget Training Becky Cragin Controller

2. Organization Key A number that identifies a: • Cost Center • Department • Administrative Unit

3. Object Code A number that identifies a line item: • Revenues • Expenditures

4. Account The combination of an Org Key and an Object Code.

5. Org. Key 11605 Business Affairs 11637 Business Office 11571 Geiger Center 11565 University Testing 11604 Dean of Students Object Code 4613 Other Income 4713 Other Income/Interdepartmental 5103 Supplies/Classroom 5179 L D Telephone 5125 Minor Equipment 5101 Supplies/Office Examples

6. Examples • Account 11605-4613 Business Affairs- Other Income 11637-4713 Business Office-Other Income/Inter 11571-5103 Geiger Center-Supplies/Classroom 11565-5179 University Testing/L D Telephone

7. How to access your budget in IFAS Use files Menu questions

8. Use File A file that has been created using predetermined criteria.

9. Accessing a Use File • To which system does this request relate? • GL • Which General Ledger Function would you like to perform? • IQ • Which information would you like? • Name of use file

10. Summary Use Files Summary of all object codes within an Org Key. Use yy Current Year Use yy99 1999-2000 Use yy98 1998-1999 Use yy97 1997-1998 Use yy96 1996-1997 Use yy95 1995-1996

11. 11637 Business Office Cragin, Becky 98-98 OBJ CODE / Desc Budget Actual Encumbrance Balance N ===================== ============= ===================== 4609 Discounts Taken/ .00 5.00 .00 -5.00 O 4613 Other Income 200.00 100.00 .00 -100.00 5101 Supplies-Office 400.00 300.00 150.00 -50.00 O 5125 Minor Equipment 500.00 450.00 .00 50.00 5175 Periodicals 150.00 100.00 .00 100.00 ** Total Revenue Acct 200.00 105.00 .00 95.00 ** Total Expense Acct 1050.00 850.00 150.00 50.00 ** Revenues - Expense ** Sum All Acct Types

12. Use yy Budget - Actual - Encumbrances = Balance

13. Transaction Use Files For transactions within an Org Key and Object Code, type: Use tr Use trhc

14. ACCOUNT NUMBER ORGKEY Title OBJ CODE Desc. ======================================== ================ 11637-4613 Business Office Other Income Date Reference Sb Misc Description Amount ======== ================ == ==== ========================= 06/01/99 Prior Balance 3,000.00 06/01/99 11 1998 CR VA REPT FEE 1998 7.00 06/01/99 TTLAR 1998 AR Auto ID: ARCC601C Job: 1004191 10.00 06/02/99 11 1998 CR IRS INT REFUND 9.00 06/02/99 TTLAR 1998 AR Auto ID: ARCC602J Job: 1005073 10.00 06/04/99 TTLAR 1998 AR Auto ID: ARCC604L Job: 1008705 20.00 06/15/99 TTLAR 1998 AR Auto ID: ARCC615C Job: 1010291 20.00 06/17/99 0699038 1998 JE 5/11/99 Adj fr 11000-2341 60.00 06/22/99 TTLAR 1998 AR Auto ID: ARCC622G Job: 1015234 10.00 06/28/99 TTLAR 1998 AR Auto ID: ARCC628F Job: 1015395 -10.00

15. ACCOUNT NUMBER ORGKEY Title OBJ CODE Desc. ======================================== ================ ==== 11637-5101 Business Office Supplies-Office Date Reference Sb Misc Description Amount ======== ================ == ==== ============================== 06/01/99 Prior Balance 1000.00 06/02/99 69939 1998 OH Digital Data Co Supplies-Offic 200.00 06/11/99 81205 1998 EN business office supplies EN 50.00 06/22/99 0699046 1998 JE 98A Cartridge/Bus Office 6/1 130.00 06/24/99 0699064 1998 JE June Sup/Business Office 39.50

16. Identifying Transactions CR Cash receipt JE Journal entry OH AP computer check TR Hand written or reversed check EN Encumbrances-purchase orders

17. Who to call when you have a question about a transaction AR or JE transaction - Angela Leal OH, TR, or EN transaction - Dorinda Cullum

18. Accessing Your Budget Using Menu Questions Line item summary (use yy) • Which information would you like: • Yy • Enter budget version desired: • AD • Show budgets at which level: • OBJ • Selection Criteria: • 01,02

19. Menu Questions Cont. Line item summary (Use yy) • Selection Criteria for the ORGKEY: • 01 • Enter the ORGKEY Codes: • Example: 11637 • Selection Criteria for OBJ CODE: • 01 • Enter OBJ Codes: • 5101,5125 • Default through remainder of questions.

20. Accessing Transactions Using Menu Questions • Which information would you like: • TR • Do you want a Hard Copy of selections? (Y/N): • N • Would you like your Terminal Quiet? (Y/N): • N • Line Printer Copies, Name, Pri., & Option: • 01BUSLASER08 • Would you like encumbrances shown? (Y/N): • Y

21. Menu Questions Cont. • Would you like the short format? (Y/N): • N • Enter the TYPE of Selection Criteria separated by commas: • 01,02 • Enter Selection Criteria for the ORGKEY : • 01 • Enter the ORGKEY Codes: • 11637

22. Menu Questions Cont. • Enter Selection Criteria for the OBJ CODE: • 01 • Enter OBJ CODE Codes: • 5101 or 5125 • Enter starting date (MM/DD/YY): • 080198 • Enter ending date (MM/DD/YY): • 073199 • Enter the codes for the options below: • 00

23. Description PR Ck no. Contract Number Sb Prep Work Order No ============================ == ======== ================ == ==== 0898021 1998 01 98 ST 08/25/98 N/A..N/A 5.00 -- 08/25/98 864880 JECC825B 0.00 Sup/Business Office 01 50952 JE CC 2859 1998 01 98 ST 08/25/98 V25450 P 50.00 -- 08/22/98 864042 OHTM825B 0.00 Uncommon Thread Shirts 01 11127475 80094 OH TM 1.0 00030103031499 09 98 ST 04/02/99 V24781 P 0.00 -- 03/14/99 973254 TRDC402A 300.00 Visa Corporate Supplies-Offi 09 11138140 TR DC 1.0

24. Detail Trail BalanceMenu Questions Current Ledger Code: GL General Ledger Function: Reports Type of report: Standard Report Standard Report: Detail Trial Balance Ledger Side: GL Side - General Ledger Type of Selection Criteria: 01,02 Sel Criteria: 01 ORG KEY codes: 11000 Selection Criteria: 01 OBJ CODE Codes: 4000-4999,5041,5043,5085, 5100-5999

25. Detail Trail Balance Menu Questions Cont. Selection Criteria: 01 OBJ CODE Codes: 4000-4999,5041,5043,5085, 5100-5999 Manner of producing report: Normal Job - Verbose Format Starting Transaction Date: 060199 Ending Transaction Date: 063099 Single Fiscal Year: YES P Copies, Pri & Option: 01buslaser08 Default through remainder of questions

26. OBJ CODE Date Primary Ref. Desc (short) Debit Credit Balance ======== ======== ============ ============ =============== 5125 06/01/99 Prior 60.00 30.00 30.00 06/02/99 0590714-IN L & M Office 50.00 0.00 80.00 5125 *total* DR Minor Equipm 110.00* 30.00* 80.00 5131 06/01/99 Prior 200.00 0.00 200.00 06/02/99 01 CASHIER'S B 10.00 0.00 210.00 5131 *total* DR Travel-Admin 210.00* 0.00* 210.00 5151 06/01/99 Prior 100.00 50.00 50.00 5151 *total* DR Luncheons, M 100.00* 50.00* 50.00 5175 06/01/99 Prior 1,075.00 0.00 1,075.00 06/10/99 11 RIA REFUND 0.00 75.00 1,000.00 5175 *total* DR Periodicals 1,075.00* 75.00* 1,000.00

27. Budget Adjustment Form • Look in computer to get current budget information • Use actual budget amounts • Do not use cents; round to the nearest dollar • Budget adjustment must balance

28. How to Balance Your Budget Adjustment • Increase expense by increasing revenue • Increase one expense by reducing another expense

29. Interdepartmental Invoices • Transfer line items transactions from one org key or object code to another. • Charge other departments and club accounts for products and services.

30. Check Requests Check request forms should always be done when needing a check. The only time a check request form is not required is with a proper invoice. Book order forms, memberships, reimbursements, etc…. need check request forms attached.