departmental coding how to assign and use codes in the departmental ledger module (lmm)
TRANSCRIPT
Departmental Coding
How to assign and use codesin the Departmental Ledger Module
(LMM)
Objectives
• What are departmental codes?
• How are department codes assigned?
• How can coded information be used?
• What resources are available?
What are departmental codes?
• Departments have the option of creating their own codes to categorize transactions.
• These are often known as *DEFINE codes.
What are departmental codes?
• The code values may be alpha and/or numeric.
• The departmental coding system allows up to 6 code fields.
• Two single-character tag fields are also available.
What are departmental codes?
• Once departmental codes have been assigned to transactions, reports may be run to identify these transactions.
• It is also possible to view balances based on these codes.
• Code plans may also be set up to audit these codes for consistency. These plans are called Code Schemes. (These are not required).
How are department codes assigned?
• These codes are assigned to departmental transactions.
• Electronic documents with transactions include a section for *DEFINE codes.
• These codes may be assigned when the document is in a CREATED, RECALLED or RETURNED status.
CODES ON ELECTRONIC DOCUMENTS
How are department codes assigned?>> Select a document or a new action and press ENTER to continue << *DEFINE SERVICE PAYMENT REQUEST - VP2 Year: 11 12 Command: VP2 Account: __________ Misc: _______________ Month: JUN ==============================================================================Status: CREATED -- COVER SHEET -- Document ID: Y0VP2956235Action: ___ Summary: AARDVARK DRAINAGE COMPANY Created: 06/18/12 by ACGEM - MARTT, GARY E Category: Format: 01___ Template: ____________ Voucher Nbr: Separate Check: _ Voucher Date: 061812 Check Distribution: UGoods/Serv Recv Beg: 050112 End: 050112 Invoice Receive: 050512 DTN: _______ Request Payment Date: ______ Req Pay Reason: _________________________ Vendor ID: 1 UT EID: 2yuuuuu_ Mail Code: 000 State VID: 17000000041 Vendor Name: AARDVARK DRAINAGE COMPANY Address: PO BOX 100930 SAN ANTONIO , TX 78201893030 SECTIONS: X X 1. Voucher Description & Payee Reference Comments X X 2. Line Items: 1 X 3. Define Codes (optional) Payment Due Date: 060412 Total of Invoice(s): 50.00 Total Payment Amt: 50.00 -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/18/12 10:54 AM --
How are department codes assigned?+-----------------------------------------------------------------------------+| >> Final page of departmental transactions << || Action: ___ DEPARTMENT CODES Section 03 of 03 || ------------------------------------------------------------------------- || Transaction Date: 061812 Month: ___ Start at Account: __________ || Audit Codes? N || ACCT NBR LEDGER DESCRIPTION TYPE AMOUNT D/C || CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 || DTN TAG A TAG B COMMENTS || 1 1900000050 AARDVARK DRAINAGE COMPANY EX 50.00 D || ___ ___ _____ _______ _________ ______________ || _______ _ _ ________________________________________ + || || || || || || || || || || |+-----------------------------------------------------------------------------+
The Department Code fields vary in length:Code 1 = 3 charactersCode 2 = 3 charactersCode 3 = 5 charactersCode 4 = 7 charactersCode 5 = 9 charactersCode 6 = 14 characters
How are department codes assigned?
How are department codes assigned?The Department Code fields vary in length:Code 1 = 3 charactersCode 2 = 3 charactersCode 3 = 5 charactersCode 4 = 7 charactersCode 5 = 9 charactersCode 6 = 14 characters
How are department codes assigned?
• Departmental codes can also be assigned in the departmental ledger module (LMM).
• The codes may be assigned when – posting or splitting provisional transactions
(LP6 or LR3)– updating posted transactions (LTM)– creating manual transactions (LP2)
• Codes may also be automatically assigned with posting profiles (LP8).
POSTING PROVISIONAL TRANSACTIONS
How are department codes assigned?*DEFINE REVIEW/POST PROVISIONAL TRANSACTIONS - LP6 Year: 08 09Command: LP6 Account: __________ Misc: _______________ Month: JAN==============================================================================Full Page Action: _ Provisionals in View: HISTORY Start Date: ______ ACCOUNT DATE DESCRIPTION AC/RT AMOUNT PO REQUISITION VOUCHER DTN TAGS OBJ CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 COMMENT MTH DOC BY AC.ST_ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 77.50 _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE C _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 72.50- _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE ACLSB C _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 72.50 _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE C _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 77.50- _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE ACLSB C-- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/18/12 2:37 PM --
POSTING PROVISIONAL TRANSACTIONS
How are department codes assigned?*DEFINE REVIEW/POST PROVISIONAL TRANSACTIONS - LP6 Year: 08 09Command: LP6 Account: __________ Misc: _______________ Month: JAN==============================================================================Full Page Action: _ Provisionals in View: HISTORY Start Date: ______ ACCOUNT DATE DESCRIPTION AC/RT AMOUNT PO REQUISITION VOUCHER DTN TAGS OBJ CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 COMMENT MTH DOC BY AC.ST_ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 77.50 _______________ L144440 816____ _ _ 1327 ABC 123 55555 7777777 999999999 __EXAMPLE CODE ________________________________________ NOV VPE C _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 72.50- _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE ACLSB C _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 72.50 _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE C _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 77.50- _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE ACLSB C-- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/18/12 2:37 PM --
POSTING PROVISIONAL TRANSACTIONS
SPLITTING PROVISIONAL TRANSACTIONS
How are department codes assigned?*DEFINE REVIEW/POST PROVISIONAL TRANSACTIONS - LP6 Year: 08 09Command: LP6 Account: __________ Misc: _______________ Month: JAN==============================================================================Full Page Action: _ Provisionals in View: HISTORY Start Date: ______ ACCOUNT DATE DESCRIPTION AC/RT AMOUNT PO REQUISITION VOUCHER DTN TAGS OBJ CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 COMMENT MTH DOC BY AC.ST_ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 77.50 _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE C S 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 72.50- _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE ACLSB C _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 72.50 _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE C _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 77.50- _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE ACLSB C-- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/18/12 2:37 PM --
SPLITTING PROVISIONAL TRANSACTIONS
How are department codes assigned?+-----------------------------------------------------------------------------+| >>Please see the PF1 Menu for a list of the features for this screen<< || ---- SUMMARY OF MASTER TRANSACTION INFORMATION --------------------------- || Account Date Description AC/RT Amount Voucher | 3000000051 111711 TEXAS FRENCH BREAD INC EX DI 72.50- L144440 | |-- SUB TRANSACTION INFORMATION: SUB AMOUNTS NOW TOTAL: 0.00 || Highest Sub Number: Begin Page at 1__ ||ACTION DESCRIPTION AMOUNT CODE 1 CODE 2 CODE 3 || CODE 4 CODE 5 CODE 6 COMMENT || _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ || _______ _________ ______________ ___________________________________ || _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ || _______ _________ ______________ ___________________________________ || _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ || _______ _________ ______________ ___________________________________ || _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ || _______ _________ ______________ ___________________________________ || _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ || _______ _________ ______________ ___________________________________ || _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ || _______ _________ ______________ ___________________________________ | -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/18/12 2:39 PM --
SPLITTING PROVISIONAL TRANSACTIONS
How are department codes assigned?+-----------------------------------------------------------------------------+| >>Please see the PF1 Menu for a list of the features for this screen<< || ---- SUMMARY OF MASTER TRANSACTION INFORMATION --------------------------- || Account Date Description AC/RT Amount Voucher | 3000000051 111711 TEXAS FRENCH BREAD INC EX DI 72.50- L144440 | |-- SUB TRANSACTION INFORMATION: SUB AMOUNTS NOW TOTAL: 0.00 || Highest Sub Number: Begin Page at 1__ ||ACTION DESCRIPTION AMOUNT CODE 1 CODE 2 CODE 3 || CODE 4 CODE 5 CODE 6 COMMENT || _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ || _______ _________ ______________ ___________________________________ || _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ || _______ _________ ______________ ___________________________________ || _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ || _______ _________ ______________ ___________________________________ || _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ || _______ _________ ______________ ___________________________________ || _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ || _______ _________ ______________ ___________________________________ || _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ || _______ _________ ______________ ___________________________________ | -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/18/09 2:39 PM --
SPLITTING PROVISIONAL TRANSACTIONS
Special PF Keys PF2 = GET A FRESH SCREEN TO POST SUBS PF3 = SET SUB TRANS POSTING PROFILE PF4 = GO BACK 1 PAGE OF SUB-TRANS PF5 = GO TO MASTER TRANSACTION SCREEN
How are department codes assigned?+- +---------------------------------------------------------------+ ---------+| | >>Profile successfully updated; Press CLEAR to return<< | een<< || | | ------- || | POSTING PROFILE FOR SUB-TRANSACTIONS | Voucher | 3 | | L144440 | | You may control the initial values that new sub | |- | transactions will automatically start with by entering | 0.00 || | those values below. Press CLEAR when you are ready to | e at 1__ ||A | return to the previous screen. | CODE 3 || | | || | DESCRIPTION _________________________ | _____ || | COMMENT ________________________________________ | ________ || | CODE 1 ___ | _____ || | CODE 2 ___ | ________ || | CODE 3 _____ | _____ || | CODE 4 _______ | ________ || | CODE 5 _________ | _____ || | CODE 6 ______________ | ________ || | | _____ || | Press CLEAR to return to Previous Screen | ________ || | | _____ || | | ________ | - +---------------------------------------------------------------+ 2:45 PM --
SPLITTING PROVISIONAL TRANSACTIONS
How are department codes assigned?+-----------------------------------------------------------------------------+| >>Please see the PF1 Menu for a list of the features for this screen<< || ---- SUMMARY OF MASTER TRANSACTION INFORMATION --------------------------- || Account Date Description AC/RT Amount Voucher | 3000000051 111711 TEXAS FRENCH BREAD INC EX DI 72.50- L144440 | |-- SUB TRANSACTION INFORMATION: SUB AMOUNTS NOW TOTAL: 0.00 || Highest Sub Number: Begin Page at 1__ ||ACTION DESCRIPTION AMOUNT CODE 1 CODE 2 CODE 3 || CODE 4 CODE 5 CODE 6 COMMENT || E TEXAS FRENCH BREAD INC___ 50.00-_______________ 123 ABC G-100 || 4444444 CODE 5000 CODE 6.1250000 ___________________________________ || E TEXAS FRENCH BREAD INC___ 20.00-_______________ 123 ABC G-100 || 4444444 CODE 5000 CODE 6.1250000 ___________________________________ || E TEXAS FRENCH BREAD INC___ 2.50-________________ 123 ABC G-100 || 4444444 CODE 5000 CODE 6.1250000 ___________________________________ || _ TEXAS FRENCH BREAD INC___ _____________________ 123 ABC G-100 || 4444444 CODE 5000 CODE 6.1250000 ___________________________________ || _ TEXAS FRENCH BREAD INC___ _____________________ 123 ABC G-100 || 4444444 CODE 5000 CODE 6.1250000 ___________________________________ || _ TEXAS FRENCH BREAD INC___ _____________________ 123 ABC G-100 || 4444444 CODE 5000 CODE 6.1250000 ___________________________________ | -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/18/12 2:47 PM --
SPLITTING PROVISIONAL TRANSACTIONS
USING A POSTING PROFILE
How are department codes assigned?*DEFINE OFFICE PROVISIONAL POSTING PROFILES - LP8 Year: 11 12 Command: LP8 Office: __________ Misc: _______________ Month: JUN==============================================================================Profile Name: SUPPLY EXPENSE______ Status: ON_ Action: POST__ SELECTION CRITERIA: Part 1 - Information on the Transaction - - - - - - - - - Document Type: VT5 (required) Account Information: _ X Accounting Transaction Type: DI __ __ __ __ Reporting Transaction Type: DI __ __ __ __ Object Class Codes: 1401 thru 1401 ____ thru ____ ____ thru ____ Description: ______________________ THRU ______________________ Vendor ID: ______________ Purchase Order: __________ Voucher Number: _______ SELECTION CRITERIA: Part 2 - Information about Source of Electronic Document Electronic entry by: A Originating Unit: _______ PROFILE DATA - Information to be Added to Selected Transactions by Profile - CODE 1 173 CODE 2 ___ CODE 3 62150 CODE 4 _______ CODE 5 _________ CODE 6 ______________ TAG A: _ TAG B: X Comment: ________________________________________ Activity Month: *D -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/09 1:17 PM --
USING A POSTING PROFILE
MATCHING TRANSACTIONS are automatically Posted AND Coded!
UPDATING POSTED TRANSACTIONS
How are department codes assigned?>Select a transaction or press ENTER to page forward<< *DEFINE TRANSACTIONS LISTED BY ACCOUNT/DATE - LT1 Year: 08 09Command: LT1 Account: 1900000050 Misc: _______________ Month: JAN============================================================================== Types VIEW 1 OF 3 Date Description AC/RT Amount DTN Voucher Document _ 090311 TRANSFER TO 19-0000-0020 BA BA 3,000.00- J830494 X0VT2111111 _ 090911 ANNU ITS SERVICES 11-12 DI DI 826.20- 0000000 T766551 X0VT5911117 U 090911 ANNU ITS SERVICES 11-12 DI DI 93.60- 0000000 T766551 X0VT5911117 _ 092611 ACADEMIC COUNSELORS ASSOC EX DI 15.00- 629 L126351 X0VP2911117 -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/18/12 11:09 AM --
UPDATING POSTED TRANSACTIONS
How are department codes assigned?+-----------------------------------------------------------------------------+| Action: _ Reason: ________________________________________ || --------------------- Display of Transaction Detail --------------------- || **>>ELECTRONIC DOCUMENT TRANSACTION; SOME UPDATES ARE BLOCKED<<** || Account: 1900000050 || Date: 090911 || Description: ANNU ITS SERVICES 11-12__ || Accounting Type: DI Reporting Type: DI || Amount: 93.60- || Req Nbr: _______________ || PO Nbr: __________ || Voucher: T744441 || DTN: 0000000 || CODE 1 : ___ CODE 2 : ___ || CODE 3 : _____ CODE 4 : _______ || CODE 5 : _________ CODE 6 : ______________ || TAG A : _ TAG B : _ || Comment: ________________________________________ || Act Month: SEP UT Object: 1789 Status: R 9 || Entry Date: 090911 Entry By: XXVAR Changes Made: NO || Document ID: X0VT5111117 Seq Nbr: 16900003 Source: || |+-------------- PF1 = PF-KEY MENU ------ PF8 = EXIT ----------------------+
UPDATING POSTED TRANSACTIONS
CREATING MANUAL TRANSACTIONS
How are department codes assigned?> PLEASE ENTER YOUR FIRST TRANSACTION << *DEFINE POST TRANSACTIONS TO THE LEDGER - LP2 Year: 08 09Command: LP2 Account: __________ Misc: _______________ Month: JAN============================================================================== You are using profile ____________Action: _ Account: __________ Press PF5 to update this profile Date: ______ Description: _________________________ Transaction Type: __ (This can be the Accounting or Reporting Type) Amount: _____________________ Req: _______________ PO: __________ Voucher: _______ DTN: _______ ___ ___ _____ _______ _________ ______________ Comment: ________________________________________ Activity Month: ___ TAG A: _ Transfer Code values to sub: _ TAG B: _ Post as Non-Reconciling: _ Obj Code: ____ -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/18/12 11:24 AM --
CREATING MANUAL TRANSACTIONS
How can coded information be used?
Reports may be run to identify these departmental transactions. IF1 – Standard ReportsIF2 – Report Writer
It is also possible to view department balances.LAM – Balances by codes
IF1 - Standard Reports*DEFINE LIST STANDARD FINANCIAL REPORTS - IF1 Year 11 12Command: IF1 Account: __________ Misc: _______________ Month: JUN ============================================================================== Standard Reports _ DA14 P O Activity Sorted by P O Nbr and Doc Date _ DA16 One Code Sorted by Code Value _ DA18 Code Value Across Accounts Report _ DA23 Code Within Code Report _ DA27 Activity Report by Document Date _ DA28 Activity Report by Entry Date _ DACB Department Checkbook Report _ DA30 Download Department transactions for one month _ AC01 Completed Accounting Transactions _ AC02 Completed VP1 Documents Sorted by DTN _ AC03 Completed VP1 Documents sorted by PO Number _ AC14 P O Activity Sorted by P O Nbr & Record Date _ ACCB Accounting Checkbook Report _ AC30 Download Accounting transactions for one month -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 11:47 AM --
IF2 – Report Writer*DEFINE REPORT WRITER - IF2 Year 11 12Command: IF2 Account: __________ Misc: _______________ Month: JUN============================================================================== SELECT OPTION: _ | EXISTING REPORT: __ | A CREATE New Report Named ____________ | B SELECT & EDIT Existing Report | C COPY Existing Report | to Desk: __________ | and Name it: ____________ | D DELETE Existing Report: ______ | E SUBMIT Existing Report | F VIEW Existing Report Description | G ADD to or LIST Owners | H List JOBS (waiting to run or finished) | | | | | | -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 11:51 AM --
IF2 – Report Writer*DEFINE REPORT WRITER - IF2 Year 11 12Command: IF2 Account: __________ Misc: _______________ Month: JUN============================================================================== SELECT OPTION: A | EXISTING REPORT: __ | A CREATE New Report Named DEPT REPORT_ | +----------------------------------------------------------------------------+| || || Enter Description for DEPT REPORT || ________________________________________________________________________ || ________________________________________________________________________ || ________________________________________________________________________ || _ Mark here if you want to create an Accounting report. || If you do not mark this field, a Departmental report will be created. || ------------------------------------------------------------------------ || _ Mark here if you want to create a checkbook report. || If you mark this field, this report will always be a transaction || listing report (format "T" on Screen 4). || |+----------------------------------------------------------------------------+ -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 11:51 AM --
IF2 – Report Writer*DEFINE REPORT WRITER - IF2 Year 11 12Command: IF2 Account: __________ Misc: _______________ Month: JUN============================================================================== SELECT OPTION: A | EXISTING REPORT: __ | A CREATE New Report Named DEPT REPORT_ | +----------------------------------------------------------------------------+| || || Enter Description for DEPT REPORT || An Example of a Departmental Report_____________________________________ || ________________________________________________________________________ || ________________________________________________________________________ || _ Mark here if you want to create an Accounting report. || If you do not mark this field, a Departmental report will be created. || ------------------------------------------------------------------------ || _ Mark here if you want to create a checkbook report. || If you mark this field, this report will always be a transaction || listing report (format "T" on Screen 4). || |+----------------------------------------------------------------------------+ -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 11:51 AM --
IF2 – Report Writer*DEFINE REPORT WRITER - IF2 Year: 11 12Command: IF2 Account: __________ Misc: _______________ Month: JUN==============================================================================Screen 2: SELECTION CRITERIA Report Name: DEPT REPORT Next Screen: 3 Please indicate the kind(s) of criteria for selecting transactions. 'F'ix selection criteria now. 'P'rompt at submission time; selections made now are defaults. 'D'elete previously selected criteria. F _ 1. Primary Source Criteria (Required as 'F'ixed) F _ 2. Account Selection (Required - may not be 'D'eleted) F _ 3. Date Range Information F _ 4. Transaction Status and Ranges F _ 5. Code Field Ranges -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 12:00 PM --
< Departmental Transactions!
IF2 – Report Writer+----------------------------------------------------------------------------+| || CODE FIELD RANGE OR GROUP Report: DEPT REPORT || || RANGE OR CODE GROUP(S) || Code 1 ___ thru ___ ______ ______ ______ ______ || || Code 2 ___ thru ___ ______ ______ ______ ______ || || Code 3 _____ thru _____ ______ ______ ______ ______ || || Code 4 _______ thru _______ ______ ______ ______ ______ || || Code 5 _________ thru _________ ______ ______ ______ ______ || || Code 6 ______________ thru ______________ ______ ______ ______ ______ || || Tag A _ thru _ || || Tag B _ thru _ || |+----------------------------------------------------------------------------++----------------------------------------------------------------------------+
LAM – Departmental Balances*DEFINE ACCOUNT / BALANCES ON-LINE REPORTS - LAM Year: 11 12Command: LAM Account: __________ Misc: _______________ Month: JUN EID: ________ Dept Req: _______________ Inventory: ________ Purch Ctr _____==============================================================================COMMAND FUNCTION: MISCELLANEOUS ------- ---------------------------------------- --------------------- 1. LA1 LIST ACCOUNTS BY ADMINISTRATIVE VIEW 2. LA3 BALANCES FOR AN ACCOUNT 3. LA5 BALANCES FOR A CODE VALUE 4. LA6 BALANCES FOR A CODE WITHIN A CODE 5. LA7 BALANCES FOR A CODE WITHIN AN ACCOUNT 6. LA9 BALANCES FOR A BUDGET GROUP BUDGET GROUP -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 12:02 PM --
LA5 – Dept Balances by Code*DEFINE BALANCES FOR A CODE VALUE - LA5 Year: 11 12Command: LA5 Account: __________ Misc: _______________ Month: JUN============================================================================== CODE NUMBER: 1 CODE VALUE: F_____________ CODE SCHEME: EXAMPLE___ CODE TITLE: FRINGE BENEFITS_________________________ CODE BALANCES Balance Forward 0.00 Budget 0.00 Transfers & Adjustments 0.00 Appropriations & Increases 0.00 Liabilities & Expenses 529,260.57- Investments 0.00 Payable Encumbrances 0.00 Material Encumbrances 0.00 Salary Encumbrances 148,883.13- Scholarship Encumbrances 0.00 Actual Free Balance 678,143.70- Requisitions 0.00 Free Balance + Requisitions 678,143.70- Projected Income 0.00 Projected Expenses 0.00 Total Free Balance 678,143.70- -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 12:20 PM --
Year-to-Date balances for a code value across all accounts in all offices
using the same the coding scheme for this code.
LA7 – Code and Account*DEFINE BALANCES FOR A CODE WITHIN AN ACCOUNT - LA7 Year: 11 12Command: LA7 Account: 1900000050 Misc: _______________ Month: JUN==============================================================================ACCOUNT NUMBER: 1900000050 CODE SCHEME: ADMREGCODE CODE NUMBER: 1 CODE VALUE: 013___________ CODE TITLE: ______________________ Beginning Balance 0.00 Budget 0.00 Tran +------------------------------------------+ .00 Appr | | .00 Liab | 1,810 RECORDS MUST BE READ TO | .00 Inve | calculate balances. | .00 Paya | | .00 Mate | Would you like to _ ? | .00 Sala | | .00 Scho | A. CALCULATE AND DISPLAY NOW | .00 Asse | | .00 Actu | B. Send results to a printer | .00 Requ | | .00 Free | C. Not perform calculation | .00 Proj +------------------------------------------+ .00 Projected Expenses 0.00 Total Free Balance 0.00 -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 12:28 PM --
LA7 – Code and Account*DEFINE BALANCES FOR A CODE WITHIN AN ACCOUNT - LA7 Year: 11 12Command: LA7 Account: 1900000050 Misc: _______________ Month: JUN==============================================================================ACCOUNT NUMBER: 1900000050 CODE SCHEME: ADMREGCODE CODE NUMBER: 1 CODE VALUE: 013___________ CODE TITLE: ADVERTISING___________ Beginning Balance 0.00 Budget 0.00 Transfers & Adjustments 0.00 Appropriations & Increases 0.00 Liabilities & Expenses 1,021.50- Investments 0.00 Payable Encumbrances 0.00 Material Encumbrance 0.00 Salary Encumbrance 0.00 Scholarship Encumbrance 0.00 Assets & Liabilities 0.00 Actual Free Balance 1,021.50- Requisitions 0.00 Free Balance + Requisitions 1,021.50- Projected Income 0.00 Projected Expenses 0.00 Total Free Balance 1,021.50- -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 12:29 PM --
RESOURCES
PF6 = Online Help
“?” = Field Level Help
Office of Accounting Helpline = 471-8802
http://www.utexas.edu/business/accounting/et/training/training.php
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