IFAS Budget Training

Becky Cragin

Controller

Organization Key

A number that identifies a:

• Cost Center

• Department

• Administrative Unit

Object Code

A number that identifies a line item:

• Revenues

• Expenditures

Account

The combination of an Org Key and an Object Code.

Examples

• 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

• 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

How to access your budget in IFAS

Use files

Menu questions

Use File

A file that has been created using predetermined criteria.

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

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

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

Use yy

Budget

- Actual

- Encumbrances

= Balance

Transaction Use Files

For transactions within an Org Key and Object Code, type:

Use tr

Use trhc

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

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

Identifying Transactions

CR Cash receipt

JE Journal entry

OH AP computer check

TR Hand written or reversed check

EN Encumbrances-purchase orders

Who to call when you have a question about a transaction

AR or JE transaction - Angela Leal

OH, TR, or EN transaction - Dorinda Cullum

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

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.

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

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

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

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

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

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

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

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

How to Balance Your Budget Adjustment

• Increase expense by increasing revenue

• Increase one expense by reducing another expense

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.

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.