 |
|
|
|
This section concerns the Accounting and Accounts Payable business activities of Clark University, including Monthly Budget Reporting and Online Budget Reporting. |
|
 |
Online Budget Reports
There are two methods available to view your budget reports
online:
- Self-Service Finance, viewed through the CUWeb portal, is the easiest
and fastest way to view online budget reports. To access CUWeb, use the cuweb.clarku.edu link. Using your
Clark username and password, simply log in and go to Finance and Budgets.
- Banner, Clark's
main administrative system. Using your Banner username and password, log
on to prodinb.clarku.edu.
Both methods of viewing budgets require that you have an active
Banner account. If you do not currently have a Banner account but would
like to access your budgets online, complete the form at www.clarku.edu/offices/ais/banneraccess
and send it to Sue Tellier in ITS.
Go to instructions for: Viewing Budgets in CUWeb | Viewing Budgets in Banner
Instructions for Viewing Budget Reports Directly in Native Banner
Overview
Security to access the Finance module of Banner is controlled using a
combination of two segments of the accounting entity – FUND and ORGN. Other
segments of the accounting entity include ACCT and PROG.
An INDEX is sometimes used as a shortcut and will default in one or more
segments of the accounting entity. This information is provided when a new FUND
or ORGN is established. If you need assistance with determining the INDEX or any
part of your accounting entity, contact the Associate Controller (thearnlaye@clarku.edu) or the
Controller (kcannon@clarku.edu) at the Office of Business and Financial Services. Access to
this information is “query” only and is authorized by the person with budget
authority using a Banner Account Request form that can be obtained at
www.clarku.edu/offices/ais/banneraccess.
Looking at Budget and Detail Transactions in Banner
A.
Go to Organization Budget Status form (FGIBDST) and enter:
Chart: C (This
stands for Clark Chart of Accounts)
Fiscal Year: 09 (for fiscal year ending
May 2009)
Enter either: INDEX, your ORGN code for your department, or
the FUND and ORGN combination (if required)
If you wish to view a particular Account you may enter this also. If you wish
to view all account rows, leave Account blank.
Click here for image. B. Click Next Block or cntl + pagedown.
For each account line, the total budget, year-to-date activity, and available
balance are listed.
C. If you wish to view the Budget Summary Form (FGIBSUM), select Budget
Summary Information from the Options drop-down menu. This screen shows all revenues (ACCT
5###), all compensation expenses (ACCT 6###), all general expenses (ACCT 7###)
and all transfers (8###). To return to the FGIBDST from FGIBSUM select Budget
Status Information from the Options drop-down menu.
Click here for image. D. If you wish to view transaction detail for
a particular ACCT, place your cursor in the ACCT field that you are seeking and select Transaction
Detail Information from the Options drop-down menu. This will bring you to FGITRND.
Use the scroll bar at the bottom of the screen to view additional information
(Vendor, FUND).
Click here for image. E. To find vendor ID#, address, vendor
invoice number, payment date, etc. select Query Document from the Options
drop-down menu to
enter FAINVE - Invoice/Credit Memo Query Form for vendor related documents or
FGIDOCR - Document Retrieval Inquiry Form (for non-vendor info, such as journal
entries). Navigate through these forms by clicking on the tabs or using the Next
Block icon.
To check whether a particular invoice has been paid, note the "Payment Due"
date. From the Options drop-down list, click View Document Status which will
access the Invoice Status box containing the Open/Paid field. (Note: If “Payment
Due” is a date in the past, and “Open/Paid” field is set to O for open, then the
vendor or person has an outstanding credit. If you have questions related to an
open credit please contact Accounts Payable.)
If a purchase order is involved, it will be listed on this form under
"Commodity."
Payment
Date
Click here for image.
Open/Paid
Click here for image.
Looking at Cumulative Balances (General Ledger) for Restricted
(20####, 21####) and Designated (15####) Accounts
Click here for image.
Certain FUNDs are established for special purposes either by a donor’s
restriction or designated for special purposes by management. These are FUNDs and do
not typically have annual budget restrictions (e.g., restricted funds,
discretionary funds, etc.), although some do. These accounts are organized under
FUND codes beginning with 15, 20, and 21 (with the exception of some enterprise
funds, which being with 10). To view the revenue and expenditure activity use
the same instructions as outlined above. To view the cumulative General Ledger
information, including net assets balance: A. Go to FGITBSR
and enter:
COA: C
FISCAL YEAR:
09
FUND: Enter as appropriate
B. This form will display:
Total revenue and expenditures for the current fiscal year.
To see detail transactions either go to FGIBDST or select Query General
Ledger Activity Info from the side panel.
The beginning fund balance (net asset).
C. Current fund balance (net assets). If a positive balance exists, there
will be a "C" in the field next to it, if a deficit exists, there will be a "D."
|
|
|
You may also be interested in:
|
|
|
|
