DS User Acceptance Testing - PowerPoint by s2zEL9

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									    Finance C.P.R.
Come Practice Reporting

  Expenditures listing
        March 2006
Section 1: Review of Operating
     Ledger data concepts



          Finance Data Ed: Expenditure_CPR-2006   2
Operating Ledger Data – General information
• Banner Finance data began in July 2003

• Each Banner FOAPAL segment is independent. This is by
  design. Do not attempt to validate FOAPAL combinations.

• There is not a guaranteed one-to-one relationship between
  former UFAS accounts and Banner CFOAPAL’s.

• Transaction date is the date used to post a financial
  document and its related transactions to the ledgers.
  Remember, a transaction date can be altered by a user at
  time of input. For example, future dating or back dating of
  transactions.

                       Finance Data Ed: Expenditure_CPR-2006   3
Operating Ledger Overview                                                        See
                                                                              Appendix 3
                                                                                  for
Operating Ledger                                                               additional
                                                                                 info
    •Tracks budget, revenue, and expenses over a state fiscal year
    •Source of the University’s operating statement
Operating Ledger transaction detail objects
    •Permanent Original Budget
    •Permanent Budget Adjustments
    •Temporary Budget Adjustments
    •Revenue
    •Expense
    •Reservation
    •Encumbrance
USAGE NOTES: When looking at Budget detail amounts, some fund types post amounts to
Expense accounts and Revenue accounts. If you don’t want to double count, choose a range
of accounts to exclude.
USAGE NOTES: I suggest a condition on Fiscal Year, Fiscal Period and some parts of the
CFOAPAL                         Finance Data Ed: Expenditure_CPR-2006                  4
Operating Ledger Summary
  Summaries by CFOAPAL, Fiscal Year & Period (month) are
 found in the Ledger Summary data:

 Operating Ledger
   •Permanent Original Budget Period Total
   •Permanent Budget Adjustment Period Total
   •Temporary Budget Adjustment Period Total
   •Revenue Period Total
   •Expense Period Total
   •Reservation Period Total
   •Encumbrance Period Total

 USAGE NOTE: Recommend conditions on Fiscal Year, Fiscal Period and some parts of the
 CFOAPAL


                                 Finance Data Ed: Expenditure_CPR-2006              5
Operating Ledger Summary YTD “Buckets”
Additional summaries by CFOAPAL, Fiscal Year & Period (month) in ledger summary
data:
  •YTD Revenue
  •YTD Expense
  •YTD Encumbrance
  •YTD Reservation
  •BBA
  •Unencumbered BBA
  •Permanent Budget
      This is equal to the Permanent Original Budget plus Permanent Budget Adjustments.
  •Operating Budget
      This is equal to the Permanent Original Budget plus Permanent Budget Adjustments plus
      Temporary Budget Adjustments.

  USAGE NOTES: You must condition on a Fiscal Year and a Fiscal Period when using these
  objects
  USAGE NOTES: BBA, Unencumbered BBA, Permanent Budget, & Operating Budget
  amounts are only calculated for expense accounts (not revenue accounts)
                                  Finance Data Ed: Expenditure_CPR-2006               6
Two types of Fiscal Periods

Operating Ledger Detail Periods:


Posted Period--The two-digit State Fiscal Period Code to which this Operating
Ledger detail transaction was posted


Budget Period-- A two-digit period indicating when a budget amount is
available (as opposed to the period posted)


Example: used when future dating budget transactions




                                  Finance Data Ed: Expenditure_CPR-2006   7
Consider your Conditions: State Fiscal Year
& Fiscal Period

 Operating Ledger State Fiscal Year:
    2006: four-digit year(s)



 Operating Ledger State Fiscal Periods:
    00: “trail-in”, such as rollover balances from previous year
    01-12: the twelve monthly periods - where 01= July and 12= June
    14: a period open after period 12 closes (to regular activity) that will
    hold the final adjustments to a fiscal year.



                            Finance Data Ed: Expenditure_CPR-2006        8
Consider your Conditions: Time


 For Operating Ledger detail transactions, remember:


       Transaction date (ex: July 1 -31)


              OL Detail Posted Period (ex: 01 – 12)


                                OL Detail Fiscal Year ( ex: 2005)


                       Finance Data Ed: Expenditure_CPR-2006    9
Consider your Conditions: CFOAPAL
         What Campus? – Urbana, Chicago, Springfield, UA


         What kind of $ - State, ICR, Grant, Gift, etc


         Who am I? – the College of XYZ


         What am I receiving or buying? – Office supplies, Travel, Cash
         (Designates whether this is a revenue, expense, asset, etc
         transaction)


         What NACUBO function? What long term activity? (over 1 year)



         What short term activity am I tracking? – example: ex-concert at
         the Assembly Hall

         Where is this item physically located? – primarily for Fixed Assets
                         Finance Data Ed: Expenditure_CPR-2006                 10
Consider your Conditions: CFOAPAL
                                       When you use the word ‘spend’, it generally means
                                       Expenses. You will most likely need a condition on
                                                  Account or Account type


   When designating a ‘kind of
 money’, you will most likely need a
                                                                                When you describe what you spend money on,
  condition on Fund or Fund type
                                                                                ‘salaries’, you will most likely need a condition
                                                                                             on Account or Program.




            How much State $ did I spend last year on salaries?



                                                                   When you use the phrase ‘last year’, it
                                                                generally means a State Fiscal year. You will
 ‘I’ is most likely defined with a Chart                         most likely need a condition on State Fiscal
                                                                   Year. You may also want a condition on
           and an Organization                                               Posted/Fiscal Period.


                         Example conditions based on a business question.
                                             Finance Data Ed: Expenditure_CPR-2006                                      11
Business Objects Sample
        Report:



       Finance Data Ed: Expenditure_CPR-2006   12
EDW - Finance Ledgers OL GL universe

 Where can I find a universe to list Budget, Revenue,
 Expense, Reservation and Encumbrance?

    •Permanent Original Budget by CFOAP
    •Budget Adjustments by Fiscal year
    •Listings of Expenses by CFOAP
    •Journal Voucher transactions where my Organization
    was used?


                                                                Found in EDW
                                                              Universe: Finance –
                                                                Ledgers OL GL

                      Finance Data Ed: Expenditure_CPR-2006                 13
Finance Ledgers OL GL -
Description

    • This Universe contains the financial
     transactions (direct and indirect) after the
     application of the Banner rule codes and
     the Banner posting process.

    • Individual transactions as well as
      summaries by period and fiscal year to-
      date can be found here.

    • All transactions are by State Fiscal year
      and Fiscal period (month).

       Finance Data Ed: Expenditure_CPR-2006   14
Finance Ledgers OL GL –
Intended Uses
    Intended use(s) of this Universe:

    Listing of financial transactions by C-FOAPAL within
      Fiscal year and period (similar to University
      standard Finance reports)

    Listing of expenses and their related C, F, O, A and P

    Compute balances (Example: Revenue minus Expenses)

    Build sums similar to the standard Finance reports



        Finance Data Ed: Expenditure_CPR-2006      15
Finance Ledgers OL GL –
Universe Limitations
     This Universe is NOT designed to:
   Combine Operating Ledger & General Ledger in the
   same query

   Combine Operating Ledger detail and summary in the
   same query

   Combine General Ledger detail and summary in the
   same query




        Finance Data Ed: Expenditure_CPR-2006   16
Let’s Log In




               Finance Data Ed: Expenditure_CPR-2006   17
Create a New Document




                Finance Data Ed: Expenditure_CPR-2006   18
Starting Business Objects




               Finance Data Ed: Expenditure_CPR-2006   19
Starting Business Objects




               Finance Data Ed: Expenditure_CPR-2006   20
Choosing a Business Objects universe




               Finance Data Ed: Expenditure_CPR-2006   21
EDW – Finance Ledgers OL GL universe




               Finance Data Ed: Expenditure_CPR-2006   22
EDW - Finance Ledgers OL GL Universe
Example Query:

 Business Question: I would like a listing of my detailed
 expense transactions by CFOAP with a transaction date in
 a single State Fiscal Year & Period
                                                              Helpful Hints:
                                             Expenses can be found in the Operating
                                                         Ledger or OL
                                           Operating Ledger transactions can use all
                                                    parts of the CFOAPAL
                                          Original Document number will give you the
                                             Banner document that originated the
                                                         transaction



                      Finance Data Ed: Expenditure_CPR-2006                    23
Finance Ledgers OL GL Universe Example
  Results Objects (what you want to see)             In what Object class or folder?

  Financial Fund Code                                CFOAPAL/CFOAPAL Codes

  Organization Code                                  CFOAPAL/CFOAPAL Codes

  Financial Account Code                             CFOAPAL/CFOAPAL Codes

  Financial Program Code                             CFOAPAL/CFOAPAL Codes

  Original Document Number                           Document Number

  OL Detail Expense Amt                              Operating Ledger Detail

  OL Detail Descriptive Text                         Operating Ledger Detail

  OL Detail Transaction Date                         Operating Ledger Detail




                                   Finance Data Ed: Expenditure_CPR-2006               24
Finance Ledgers OL GL Universe Example
  Condition Objects (how you limit what you see)

  Chart of Accounts Code                                  Equal to: (1 digit Chart code)

  Organization Code                                       Equal to: (6 digit Org code)

  OL Detail Posted Period                                 Equal to: (2 digit State Fiscal Period)

  OL Detail Fiscal Year                                   Equal to: (4 digit State Fiscal Year)

  OL Detail Expense Amount                                Different from: ‘0’




   USAGE NOTE: Equal to implies only one value will be conditioned upon. If you want to
                condition upon 1 or more values, use ‘in list’ instead



                                        Finance Data Ed: Expenditure_CPR-2006                       25
Finance Ledgers OL GL Universe Example




               Finance Data Ed: Expenditure_CPR-2006   26
Finance Ledgers OL GL Universe Results




             Finance Data Ed: Expenditure_CPR-2006   27
For help with formatting, DS now offers a
Business Objects Formatting Class




  To sign up for the formatting class, go to
  http://www.ds.uillinois.edu/training/




                    Finance Data Ed: Expenditure_CPR-2006   28
Saving your Document in
    Business Objects




       Finance Data Ed: Expenditure_CPR-2006   29
3 Options for Saving your document
 Option 1: File > Save
   • This is the Business Objects default. This saves the document to
     your hard drive. The location is under: My Documents > My
     Business Objects Documents > User Docs
 Option 2: File > Save As
   • This allows you to choose the location to save the document.
     This location could be on your hard drive, on a CD or USB drive
     or on a network share, for example. This is also the option used
     to save to a different file format – like an Excel .xls file.
 Option 3: File > Send To > Personal Documents
   • This sends the document to be stored on the Decision Support
     server. You can then retrieve the document from any location or
     computer.
   • This option is very useful when you have created the document
     at a workstation that is not your own and you want to be able to
     retrieve it back at your desk or you create the document at your
     desk and want to be able to retrieve it in a lab setting.

                        Finance Data Ed: Expenditure_CPR-2006     30
Option 3: Send to Personal Documents

                                                       Select ‘File’
                                                       Select ‘Send To’
                                                       Select ‘Personal
                                                       Documents’
                                                       You will then be
                                                       able to retrieve
                                                       this document
                                                       from any desk.




               Finance Data Ed: Expenditure_CPR-2006              31
To send to Personal Documents




                                                       Give it a
                                                       name and
                                                       click on Save.




               Finance Data Ed: Expenditure_CPR-2006             32
Retrieving your Document




       Finance Data Ed: Expenditure_CPR-2006   33
To retrieve a Personal Document




                           Select ‘File’
                           Select ‘Retrieve From’
                           Select ‘Personal Documents’
                           You will then be able to
                           retrieve a saved document.




               Finance Data Ed: Expenditure_CPR-2006   34
To Retrieve a Personal Document



 Select the report you want
 then Click on “Open,”




                    Finance Data Ed: Expenditure_CPR-2006   35
 Potential Additions or
Variations to Your Report




       Finance Data Ed: Expenditure_CPR-2006   36
EDW - Finance Ledgers OL GL Universe
Example: first Variation
 Business Question: I would like a summarization of my
 Expense transactions within Account type by State Fiscal
 Period. (One Chart & one six digit Organization)


 Difference? This is summarized Expenditures grouped by
 Level 2 Account type for each period/month within a
 particular fiscal year.



                      Finance Data Ed: Expenditure_CPR-2006   37
To Insert an additional Report in the same document
                      Step 1: On the Insert menu - Choose Report


                      Step 2: On the Insert menu - Choose Table


                      Step 3: Click in the report white space
                      Step 4: You will then be offered 4 options by
                      Business Objects
                             •Use existing data from the document
                             •Build a new query on the universe currently in
                             use
                             •Access new data in a different way
                             •Use an existing query to build a new one
                      Step 5: For our example, choose the second option –
                      Build a new query on the universe currently in use



                   Finance Data Ed: Expenditure_CPR-2006                 38
To Insert an additional Report in the same document




                   Finance Data Ed: Expenditure_CPR-2006   39
Finance Ledgers OL GL Universe variation
  Results Objects (what you want to see)             In what Object class or folder?

  Financial Fund Code                                CFOAPAL/CFOAPAL Codes

  Financial Account Type Code                        CFOAPAL/CFOAPAL Hierarchies &
                                                     People/Account/Financial Account Type
  Financial Account Type Title                       CFOAPAL/CFOAPAL Hierarchies &
                                                     People/Account/Financial Account Type
  Expense Period Total                               Operating Ledger Summary

  OL Summary Fiscal Period                           Operating Ledger Summary




       USAGE NOTE: When you switch from OL Transaction Detail Objects to OL
     Summary objects, be sure to replace any date related objects like Fiscal Year and
                                      Fiscal period.

                                   Finance Data Ed: Expenditure_CPR-2006                     40
Finance Ledgers OL GL Universe Example
  Condition Objects (how you limit what you see)

  Chart of Accounts Code                                     Equal to: (1 digit Chart code)

  Organization Code                                          Equal to: (6 digit Org code)

  OL Summary Fiscal Year                                     Equal to: (4 digit State Fiscal Year)

  OL Summary Fiscal Period                                   Less than or equal to: (2 digit State Fiscal Period)




   USAGE NOTE: Equal to implies only one value will be conditioned upon. If you want to
                condition upon 1 or more values, use ‘in list’ instead



                                        Finance Data Ed: Expenditure_CPR-2006                               41
Finance Ledgers OL GL Universe variation




               Finance Data Ed: Expenditure_CPR-2006   42
Finance Ledgers OL GL Universe variation




                                                  Use the slice & dice panel to
                                                    go from Table format to
           A to Z                                       Cross Tab format.
               sort      Sum or                       You can also apply sorts,
                            Calculator                  breaks, and sums here!
      Section
         Break


      USAGE NOTE: Be sure you apply section breaks BEFORE you apply the
         sum/calculator. If you don’t, you may get strange format results.
                         Finance Data Ed: Expenditure_CPR-2006                    43
Finance Ledgers OL GL Universe variation




               Finance Data Ed: Expenditure_CPR-2006   44
EDW - Finance Ledgers OL GL Universe
Example: second Variation
 Business Question: I would like a summarization of my
 Expense transactions by CFOP for one six digit
 Organization Year to Date.


 Difference? This is summarized YTD Expenditures for a
 particular fiscal year grouped by CFOP.




                      Finance Data Ed: Expenditure_CPR-2006   45
Finance Ledgers OL GL Universe variation
  Results Objects (what you want to see)                 In what Object class or folder?

  Financial Fund Code                                    CFOAPAL/CFOAPAL Codes

  Organization Code                                      CFOAPAL/CFOAPAL Codes

  Program Code                                           CFOAPAL/CFOAPAL Codes

  YTD Expense                                            Operating Ledger Summary




                                       Finance Data Ed: Expenditure_CPR-2006               46
Finance Ledgers OL GL Universe variation
  Condition Objects (how you limit what you see)

  Chart of Accounts Code                                  Equal to: (1 digit Chart code)

  Organization Code                                       Equal to: (6 digit Org code)

  OL Summary Fiscal Period                                Equal to: (2 digit State Fiscal Period)

  OL Summary Fiscal Year                                  Equal to: (4 digit State Fiscal Year)




   USAGE NOTE: Equal to implies only one value will be conditioned upon. If you want to
                condition upon 1 or more values, use ‘in list’ instead



                                        Finance Data Ed: Expenditure_CPR-2006                       47
Finance Ledgers OL GL Universe variation




               Finance Data Ed: Expenditure_CPR-2006   48
Finance Ledgers OL GL Universe variation




               Finance Data Ed: Expenditure_CPR-2006   49
EDW - Finance Ledgers OL GL Universe
Example: additional Variations
Want similar results but for:
Multiple six-digit organization codes?
     •Change your condition operator from ‘Equal To’ to ‘In List’ and separate values with
     commas – NO Spaces
A 3-digit department code?
     •Remove the Organization code object from your conditions and replace it with
     ‘Department Level 5 code’. (This object can be found under object class CFOAPAL>
     CFOAPAL Hierarchies and People > Organization)
A College?
     •Remove the Organization code object from your conditions and replace it with
     ‘College Level 3 code’. (This object can be found under object class CFOAPAL>
     CFOAPAL Hierarchies and People > Organization)


USAGE NOTE: It is NOT necessary to condition on College & Department in the same query
USAGE NOTE: Change of a condition to a higher level of the Organization will retrieve a
                                   and Data likely run longer
significantly larger group of data Financewill Ed: Expenditure_CPR-2006 to return results. 50
Query Clearing House
      Reports




     Finance Data Ed: Expenditure_CPR-2006   51
What is QCH?
  DS Query Clearinghouse
  • A place to share report templates
  • Any EDW user can post Business Objects files for
    others to use as a starting point
  • Share and work together!




  • Query Clearinghouse link:
    https://www.ds.uillinois.edu/Reports/Authentication/L
    ogin.aspx?ReturnUrl=%2freports%2fQCH%2fQCHBro
    wser.aspx
                     Finance Data Ed: Expenditure_CPR-2006   52
Accessing Query Clearinghouse
http://www.ds.uillinois.edu/default.asp




                          Finance Data Ed: Expenditure_CPR-2006   53
Press on the “Login Using Bluestem”




               Finance Data Ed: Expenditure_CPR-2006   54
Query Clearinghouse




              Finance Data Ed: Expenditure_CPR-2006   55
Finance Ledgers OL GL Universe Example


                                                        Want to play with
                                                         these sample
                                                            reports?


                                                          Want something
                                                       similar for your use?


                                                       Then go visit Query
                                                        ClearingHouse and
                                                       get a sample report
                                                       with which to begin!




               Finance Data Ed: Expenditure_CPR-2006                   56
Appendix 1: DS Resources &
Specific Contact Information
Resources for Data Warehouse Users
   DS Monthly Practice Labs
   • Monthly, on each physical campus
   • FAC from Student, Finance, and HR present to
     answer questions and provide hands on assistance in
     creation of custom reports




   • View Practice Lab dates:
     http://www.ds.uillinois.edu/events.asp

                      Finance Data Ed: Expenditure_CPR-2006   58
Resources for Data Warehouse Users
   DS Changing Lanes List-Serv
   • A moderated list-serv (electronic mailing list manager)
   • A forum to assist with the University's transition to a new
     reporting environment, specifically about the use of the
     Enterprise Data Warehouse, associated Data Marts, and
     Business Objects.


   • Past Topics:
          Query Clearinghouse
          Coordination of report creation
          DS User Practice Labs - monthly


   • Subscribe at: www.ds.uillinois.edu/changing_lanes.asp

                          Finance Data Ed: Expenditure_CPR-2006    59
Resources for Data Warehouse Users
 For additional documentation and information about universes, objects, tables, loading of EDW
         data, training, data models, and metadata search, please visit the DS website:
             http://www.ds.uillinois.edu/bussol/Default.aspx?page=Metadata




                                  Finance Data Ed: Expenditure_CPR-2006                  60
How to Contact DS
  •   By filing an on-line Help Desk case
      http://onlinesupport.uillinois.edu/ds.html. To complete the form:
      –   Authenticate via Bluestem
      –   Click "Start Here" on the left-hand margin
      –   Select "New Case"
      –   Be sure "Decision Support" is listed on Help Desk line (first line of New Case entry form). If
          it does not, click "Change Help Desk" and select Decision Support from the list of options.
      –   Enter your contact information and the nature of your problem
      –   Click "Create Case" to submit the case to Decision Support for response



  •   Create a Help Desk Ticket
      Phone the AITS Help Desk:
            • Chicago: (312) 996-4806
            • Urbana: (217) 333-3102
            • Springfield: (217) 333-3102
      Email the AITS Help Desk:
            • helpdesk2@uillinois.edu (one address for all 3 campuses to use)
      If you have access to Clarify,
            Send a Clarify Ticket directly to the ‘Decision Support’ Queue—we’ll take it from there;
                the appropriate person will respond.

                                     Finance Data Ed: Expenditure_CPR-2006                          61
   Appendix 2:
General Information



    Finance Data Ed: Expenditure_CPR-2006   62
DS Resources and Contacts: General


  • Want general info on reporting?
     – Check out Reporting Central at www.ds.uillinois.edu
  • Want to keep up to date with info about the Data
    Warehouse and Decision Support?
     – Sign up for the Changing Lanes List-serv at
        http://www.ds.uillinois.edu/changing_lanes.asp

  • Want to know the status of issues and when the
    Warehouse data was last updated?
     – Visit the System Status page at http://www.ds.uillinois.edu/systemstatus.asp




                               Finance Data Ed: Expenditure_CPR-2006                  63
DS Resources and Contacts: Standard Reports

   • Want to know what standard reports are available?
      – Try the Standard Report Directory at www.ds.uillinois.edu
   • How can I get access to standard reports?
      – Follow the instructions at
        http://www.ds.uillinois.edu/RepCentral/default.aspx?page=RepAccess




                              Finance Data Ed: Expenditure_CPR-2006          64
DS Resources and Contacts: Custom Reports
  • How can I get access to create my own reports using the
    Data Warehouse?
     – Follow the instructions at
       http://www.ds.uillinois.edu/RepCentral/default.aspx?page=DevAccess
  • How can I find out what training is available for using
    Business Objects?
     – Browse the Training Calendar on the DS website at:
       http://www.ds.uillinois.edu/ViewClasses.asp
  • Need help creating a report, or having a problem?
     – Drop in at regularly scheduled “practice labs” to get one-on-one help from the
       experts in an open lab setting. See the Events page at
       http://www.ds.uillinois.edu/events.asp for times and locations.
     – File a case with the AITS Help Desk (be sure to include “Decision Support” in the
       description so it gets routed to DS)
         • Call: 312-996-4806 (UIC) or 217-333-3102 (UIS or UIUC)
         • E-mail: helpdesk2@uillinois.edu



                              Finance Data Ed: Expenditure_CPR-2006                65
DS Resources and Contacts: Change Management
   • Need to know what changes have been made to the
     Data Warehouse?
      – Go the Change Management page and click on “Release Notes”
        https://www.ds.uillinois.edu/asptest/projects/metadata/release_management.asp

   • What enhancements have been requested and what is
     their status?
      – DS has a Change Management Advisory Committee (CMAC) that helps prioritize
        change requests, check out the CMAC page to find out more about changes in
        the queue and for lists of members:
        https://www.ds.uillinois.edu/asptest/projects/metadata/cmac.asp




                                   Finance Data Ed: Expenditure_CPR-2006                66
DS Resources and Contacts: Collaboration

  • Want to see if someone has created a query you could
    develop from, or share one you’ve created?
     – Browse and post queries in the QCH at www.ds.uillinois.edu
  • Want to talk about collaborating with DS or about our
    planned projects or services?
     – Call Aaron Walz at 217-265-6540 or e-mail awalz@uillinois.edu




                            Finance Data Ed: Expenditure_CPR-2006      67
 Appendix 3: Handy
Accounting Concepts



     Finance Data Ed: Expenditure_CPR-2006   68
General Ledger Concepts

                                                                       Accounting
 Assets: Things that we have or own that add
 value to the University. Some examples are:                           concepts in
         •Cash                                                       layman’s terms
         •Accounts Receivable ($ people owe us)
         •Land & Buildings
 Liabilities: Things that the University owes.
 Some examples are:
         •Accounts Payable ($ we owe people)
         •Loans
 Fund Balance:
         •Sum of all Revenue, Expense,
         Transfers, Fund Additions and
         Deductions                  FORMULA: Assets = Liabilities + Fund balance
                             Finance Data Ed: Expenditure_CPR-2006             69
General Ledger Concepts
 •In Banner, the General Ledger works with
 Debits and Credits.                                                  Accounting
 •Each type of account has a “Normal Balance
 indicator” to tell you whether you are adding
                                                                      concepts in
 to or subtracting from its value.                                  layman’s terms
           Asset                   Liability                           Fund Balance


   Debit           Credit   Debit                Credit               Debit    Credit
   (more)          (less)   (less)               (more)               (less)   (more)




                                        FORMULA: Assets = Liabilities + Fund balance
                            Finance Data Ed: Expenditure_CPR-2006                       70
Operating Ledger Concepts

                                                Accounting
 Income or Revenue: Money that the University
 receives or will receive. Some examples are:   concepts in
         •Tuition & Fees                      layman’s terms
        •Sale of products or services
        •Gifts
 Expenses: Things that the University buys or
 pays for. Some examples are:
        •Office Supplies
        •Payroll




                                FORMULA: Income – Expenses = $0 (Profit or Loss)
                           Finance Data Ed: Expenditure_CPR-2006          71
Operating Ledger Concepts
 •In Banner, the Operating Ledger works with +
 and -.                                                                   Accounting
 •Each type of account has a “Normal Balance
 indicator” to tell you whether you are adding
                                                                          concepts in
 to or subtracting from its value.                                      layman’s terms
         Income                        Expense

     -              +             +                     -
   Debit          Credit        Debit                Credit
   (less)         (more)       (more)                (less)


 In this case, a – means ‘less of’. Do not confuse less of with negative. They are
 not the same in the world of accounting.


                                       FORMULA: Income – Expenses = $0 (Profit or Loss)
                                Finance Data Ed: Expenditure_CPR-2006                72
Appendix 4: Handy
Reference Materials



     Finance Data Ed: Expenditure_CPR-2006   73
Original Document Number – What do those letters mean?


    Standard Banner document codes have single prefixes:

       •   R Requisition
       •   P Purchase/Change Order
       •   I Invoice
       •   J Journal Voucher
       •   S State 1099 Invoice/Proposal
       •   F Interface Document Number (often payroll documents)
       •   T Origination Tag Num (Fixed Assets)
       •   E Encumbrance Number
       •   L Budget Line Item
       •   P Permanent Tag number
       •   Y Receiving
       •   G Deferred Grant Calculations JV




                              Finance Data Ed: Expenditure_CPR-2006   74
Original Document Number – What do those letters mean?


    The GL Feeders have two prefixes:

    •   PCARD      PC      PCard Transactions
    •   DEFICENC   IC      Def IDC Encumbrance
    •   1BECKMAN   BI      UIUC Beckman Institute Billing
    •   1CBUDGET   BU      UIUC Central Budget
    •   1CHEM      CH      UIUC Chem Stores
    •   1CITESIT   CT      UIUC CITES Information Technology
    •   1CSTORE1   GS      "UIUC Central Stores, General"
    •   1ELECENG   EE      UIUC Electrical & Computer Eng
    •   1MECHENG   ME      UIUC Mechanical Engineering
    •   1OPSPHTO   PH      UIUC Printing Services- Photo Store
    •   1OPSQCC    QC      UIUC Printing Services- Quik Copy C
    •   1PCM1      CP      UIUC PC&M Carpool
    •   1PCM2      PJ      UIUC PC&M Champs
    •   1VMHOSP    VM      UIUC VetMed Hospital/Clinic
    •   1VMSTOR    VH      UIUC VetMed Hospital Storeroom



                          Finance Data Ed: Expenditure_CPR-2006   75
Original Document Number – What do those letters mean?

    The GL Feeders have two prefixes:

    •   2AUXACCT   FS      "UIC Aux Services, Accounting"
    •   2AUXCASH   CA      "UIC Aux Services, Cashiering"
    •   2AUXSERV   PS      "UIC Aux Services, Publications"
    •   2CBUDGET   BC      UIC Central Budget
    •   2HOSP1     HM      UIC Medipac-Hospital;MileSquare
    •   2HOSP2     HP      UIC Hospital-Payroll Reclass; Pay A
    •   2HOSP3     HA      UIC Hospital-Payable Accruals
    •   2HOSPBUD   BH      UIC Hospital Budgets
    •   2HOSPMM    MM      UIC Hospital Materials Mgmt
    •   2MAIL      MS      UIC Mailing Center
    •   2MSP1      TV      UIC Medical Service Plan (MSP)
    •   2MSP2      KV      UIC Medical Service Plan (MSP)
    •   2MSP3      SQ      UIC Medical Service Plan (MSP)
    •   2OFFSUPL   OS      "UIC Aux Services, Office Supply"
    •   2PHYSPL1   JP      UIC Physical Plant
    •   2PHYSPL2   MP      UIC Motor Pool
    •   2TELECOM   TL      UIC Telecom

                          Finance Data Ed: Expenditure_CPR-2006   76
Original Document Number – What do those letters mean?
    The GL Feeders have two prefixes:

    •   4CAMSVCS        CS        UIS Campus Services
    •   4CBUDGET        BS        UIS Central Budget
    •   4UISTLCO        ST        UIS Telecom
    •   9ALASCD         AC        UI Grants Allocations
    •   9ALASIC         AI        UI Grants Assessments
    •   9CBUDGET        BA        UI Central Budget
    •   9NDOWBUD        BE        University Endowment
    •   9OBFSCCR        CD        UI OBFS CDRecon
    •   9OBFSCRD        CC        UI OBFS Cybercash
    •   9OBFSFEE        CF        UI OBFS Student Credit Card Conveni
    •   9OBFSINV        ID        UI OCMI Investment & Banking Activi
    •   9OBFSLN1        LU        UIUC OBFS Student Loans ECSI
    •   9OBFSLN2        LC        UIC OBFS Student Loans AFSA
    •   9OBFSLN4        LS        UIS OBFS Student Loans ECSI
    •   9STCLRGS        SC        UI OBFS State Clearing
    •   9UIF            FD        UIF FFAS
    •   9UIFBUD         BF        UIF Budget

    For a complete & up to date listing of document feeder codes, please visit the OBFS
        website: http://www.obfs.uillinois.edu/banner/index.htm
                                 Finance Data Ed: Expenditure_CPR-2006                77

								
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