Mercer Citrix Guide
Created by J.K. Denny and P.L.
Benedict,
October 2010
(Revised Jan. 28, 2011)
Introduction
The goal of this guide is to provide straightforward instructions for use by
CLA department secretaries and department chairs for using MercerCitrix,
the new online financial management system. As such, the instructions do
not cover all aspects of the system and does not aim to demonstrate all that
the system can do. Instead, this guide is intended to provide instructions on
how to do standard tasks encountered by departmental secretaries and chairs.
On a weekly basis, the departmental secretaries are expected to:
Keep a spreadsheet that tracks expenditures and current balance for
1600, 3000, 4000, and 5000 lines in their department’s budget.
Update this spreadsheet as the department spends money.
Reconcile it against expenses listed in Citrix
A sample spreadsheet can be found at:
http://www2.mercer.edu/NewCLA/Faculty+Resources.htm
Weekly performance of these jobs helps identify errors in accounting and
provides department chairs with up-to-date information on their accounts
when they need it.
Department chairs and secretaries are expected to work together to keep
positive balances in their accounts. If an overage is seen or anticipated, they
should do a budget adjustment to fix this. Specifically, the secretary should
alert the chair when a budget line has only 20% of the original budget
remaining.
To perform these tasks, the staff members need to be able to:
Check the current balance in all subcodes of an account.
Check expenses and charges to an account.
Check when budget adjustments have been posted.
Check on pending requisitions.
Check Current Funds Available:
Purpose: To see a list of current amounts by line item in an account.
1. Click on “General Ledger.”
2. Click on “Audit Reports.”
3. Click on “Org-Available.”
4. Select “Subdept” under “Organization Level.”
5. For Organization, select or type the account number.
6. Select the preferred budget (usually “Budget Revised”) under “Budget
Balance Name.”
Check expenses and charges:
Purpose: To see expenses by month and YTD and to view specific charges
by line item.
1. Click on “General Ledger.”
2. Click on “Ledger Inquiry.”
3. Select “Subdept” under “Organization Level.”
4. For Organization, select or type the account number.
5. For Balance 1 and Balance 2, select the desired way to view.
(Typically, “Actual” and “Budget Revised” are used.)
6. Select the month you wish to view in the “Period” box.
7. To see when and what charges were incurred, right-click (or
command-click on the Mac) on a subcode. If this does not pop up a
menu, select the “Inquiry” menu at the top of the Citrix window.
8. Select “Actual Transactions” to see the details of charges for that
subcode.
9. To return to the original screen, right-click or select the “Inquiry”
menu. Then select “Organization: Subdept 2100xx.”
Note that there are several interesting options under the “Inquiry” menu on
this screen. You might also want to explore those as you have time.
Checking on Budget Adjustments:
Purpose: To check the date on which a budget adjustment posted.
1. Click on “General Ledger.”
2. Click on “Ledger Inquiry.”
3. Select “Subdept” under “Organization Level.”
4. For Organization, select or type the account number.
5. For Balance 1 and Balance 2, select the “Budget Revised” for Balance
1 and nothing for Balance 2.
6. Select the “closing” in the “Period” box to see year-to-date budget
adjustments.
7. To see when and what budget adjustments have posted, right-click (or
command-click on the Mac) on a subcode. If this does not pop up a
menu, select the “Inquiry” menu at the top of the Citrix window.
8. Select “balance.”
9. Right click on the month of interest, and select “transactions.”
10.You will see the list of budget adjustments for the month with the
amounts, dates, and budget adjustment numbers.
To back out and select another month, right click anywhere and select
“balances.”
Determine payouts in an account for year
Purpose: To see checks cut to employees from an account. This is useful for
monitoring overload and lecturer pay, monitoring student wages, and
monitoring travel reimbursements.
1. Click on “General Ledger.”
2. Click on “Audit Reports.”
3. Click on “Led Acct-Detail.”
4. Enter the account number. For example, 210010.54200.
5. Enter the period as “1-12” to see the whole year.
6. Set the other options as balance “actual” and ledger “Mercer.”