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FRS Training

FRS Training . Presented by: Campus Services. WELCOME!. Valerie Monahan, Manager – Campus Services Laura Streit, Campus Services Provider. Contents . Review the General Ledger Review the Subsidiary Ledger Attributes: screens 002, 006 & 009 Account balances: screens 018, 019

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FRS Training

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  1. FRS Training Presented by: Campus Services

  2. WELCOME! Valerie Monahan, Manager – Campus Services Laura Streit, Campus Services Provider

  3. Contents Review the General Ledger Review the Subsidiary Ledger Attributes: screens 002, 006 & 009 Account balances: screens 018, 019 Transaction inquiry/view : screen 023 Optional subcode input: Screen 007 E-Print Reports

  4. General Ledger • Assets • Cash • Receivables • Inventory • Liabilities • Accounts Payable • Deposits • Fund Balance • Additions • Deductions

  5. Subsidiary Ledger • Revenues • Expenses

  6. Attributes What is an attribute? In general, an attribute is a property or characteristic. Color, for example, is an attribute of your hair. FRS - an attribute is a changeable property or characteristic of some component of an account that can be set to different values. Why do we use attributes? To define an account for various reporting purposes and for designation among other accounts.

  7. SCREEN 002 GENERAL LEDGER ACCOUNT ATTRIBUTES

  8. Highlights of Screen 002 • General ledger accounts always begin with a zero. • A general ledger account is 6 digits long. • Important fields for campus users are: • Responsible person • School (college) • Dept # and Name • Long and short descriptions • Fund

  9. SCREEN 006SUBSIDIARY LEDGER ACCOUNT ATTRIBUTES

  10. Highlights of Screen 006 • Subsidiary ledger accounts always begin with one through nine. • A subsidiary ledger account is 6 digits long. • A subsidiary ledger account is mapped (linked) to a general ledger account • Important fields for campus users are: • Responsible person • School (college) • Dept # and Name • Long and short titles • Fund

  11. SCREEN 009SUBSIDIARY LEDGER ACCOUNT ATTRIBUTESCONTRACT & GRANT ATTRIBUTES

  12. Highlights of Screen 009 • Subsidiary ledger accounts always begin with 53. • A contract and grant subsidiary ledger account is 6 digits long. • Important fields for campus users are: • Principal Investigators name • Project start and stop dates • Budget open and close dates • Cost share account and cost share flag • Indirect cost rate

  13. Account Balances Screen 018 – General Ledger balances Screen 019 – Subsidiary Ledger balances

  14. SCREEN 018GENERAL LEDGER ACCOUNT BALANCES

  15. SCREEN 018GENERAL LEDGER ACCOUNT BALANCES

  16. Highlights of Screen 018 • Beginning balances- as of the beginning of the fiscal year (July 1st) • Current Month transactions (in total) • Year to Date balance as of today • Flags: • D: deleted (0-not deleted, 1-deleted this fiscal year, 2-deleted last fiscal year) • F: freeze (0-not frozen, 1-frozen) • RDSR: not used • Screen is similar to FBM 092 report for the General Ledger

  17. SCREEN 019SUB-LEDGER ACCOUNT BALANCES

  18. Highlights of Screen 019 • Budget or revised budget • Current month transactions • Year to date transactions (for 53 funds, this is the project to date transactions) • Encumbrances/open commitments total • Budget balance available

  19. Highlights of Screen 019 • Subtotal option • A1 – defaults to present screen • AB – changes the subtotal subcodes to the highest subcode range • AC – changes the subtotal subcode to it’s designated name • Print subtotal • Y – print subcode data and subtotals • N – print subcode data only • O – print subtotals only (letter O - not zero) • Subcode # and description – if **** appears, that is a subtotal of the listed subcode

  20. SCREEN 019SUB-LEDGER ACCOUNT BALANCES

  21. Highlights of Screen 019 (cont.) • DEL: deleted • 0-not deleted • 1-deleted this fiscal year • 2-deleted last fiscal year • FRZ: freeze • 0-not frozen • 1-frozen • RVW, DRP, SUP: not used • ABR: automated budget reallocation • Map code – identifies the GL the SL is mapped to (without the zero in the beginning of the account) • Flags

  22. Notes for Screen 019 • Revenue subcodes (0001-0999) • normalrevenue balances are negative amounts. • Expense subcodes (1000-9999) • normalexpense balances are positive amounts.

  23. Notes for Screen 019 (cont.) • Budget balance available (BBA) –Revised budget less year-to-date transactions less open commitments • Positive BBA: • Revenue over budget – good • Expenses under budget –good • Negative BBA: • Revenue under budget – not good • Expenses over budget – not good

  24. Transactions Screen 023 – Transaction Inquiry (current year)

  25. SCREEN 023Transaction Inquiry or Viewing

  26. Highlights of Screen 023 • View an account with or without a subcode • Ascending or descending order • Select transactions by specific criteria such as: • Batch ID and Batch date • Reference field (caution: the document will appear twice – debit and credit transactions)

  27. SCREEN 023Transaction Inquiry or Viewing

  28. Highlights of Screen 023 • View transaction detail • EC Codes – entry or transaction codes • Offset account number • Date of transaction

  29. Optional subcode input Screen 007 – only in the SL with some exceptions

  30. SCREEN 007Input user option subcodes

  31. Highlights of Screen 007 • Input the account and subcode for the system to search for any records that match • Official university subcodes cannot be changed • Unused subcodes (those with a zero balance for 2 complete fiscal years) are deleted in late June of each year

  32. Helpful Hints • Use the F2 key for explanation of codes – position the cursor on the first character of the code • Use screens 020,021 and 027 to look up encumbrances • Access to FRS is the same as e-print • Try using subtotal option AC, print subtotal o in screen 019 to view data • Transactions for a prior year when using screen 023 will disappear in October after year end due to data capacity. • Processing is not permitted to accounts that are deleted or frozen – they end up in suspense

  33. Questions?

  34. E-Print Reports What are E-Print Reports? FBM092

  35. E-Print Reports • FRS system generates reports on an account’s activity that can be accessed through E-Print • These reports provide various levels of detail • FBM090, FBM091 and FBM092 are generated each month end

  36. E-Print Reports • FBM092 is a combination of FBM090 and FBM091 in one report • FBM091 section: Report of Transactions for the general ledger account • FBM090 section: Account Statement Report for the subledger account

  37. FBM092 – Section FBM091 1 Account number and Department

  38. FBM092 – Section FBM091 2 Account Title Resp Person Dept Name

  39. FBM092 – Section FBM091 Account Control # and Description 3

  40. FBM092 – Section FBM091 4 Date of the transaction

  41. FBM092 – Section FBM091 5 Entry Code / Transaction Code

  42. Entry Codes (Transaction Codes) 3 digit code signifying: • 02x Budget Entries • 03x Cash Receipts • 04x Cash Disbursements / Payments • 05x Encumbrances • 06x Journal Entries • 09x Balance forwards (used mainly by B&FS)

  43. FBM092 – Section FBM091 5 Entry Code / Transaction Code These are journal entries

  44. FBM092 – Section FBM091 6 Reference or Document Number

  45. FBM092 – Section FBM091 7 2nd Reference

  46. 2nd Reference • Additional information about the transaction • Data is entered when the transaction is entered • 7 digit check number (A/P transactions) • 6 digit voucher number (A/P transactions) • Earnings codes are displayed for payroll transactions • Work order numbers are entered by the Copy Center • Other

  47. FBM092 – Section FBM091 8 Offset Account

  48. FBM092 – Section FBM091 9 Previous Month End

  49. FBM092 – Section FBM091 10 Current Month Activity

  50. FBM092 – Section FBM091 Balance in this account control at the end of the month 11

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