standardized account code structure

FINANCIAL 2000

SBCUSD – Information Technology Department

Revised: October 9, 2019

Table of Contents

Southwest Office & Janitorial and Office Depot Supplies Information ________________________ 3

Lesson 1 - Login and Logout of Financial 2000 ___________________________________________ 4

Lesson 2 - Change Password and Change Year ___________________________________________ 5

Lesson 3 - Monitoring your Budgets ___________________________________________________ 6

Lesson 4 - Explanation of the Purchasing Home Screen ____________________________________ 8

Lesson 5 - How to Search and Print a Requisition and Purchase Order (PO) ____________________ 9

Lesson 6 - Vendor Requisition _______________________________________________________ 10

Lesson 7 - Charging to More than One Budget __________________________________________ 16

Lesson 8 - How to VOID a Requisitions ________________________________________________ 17

Lesson 9 - Send a Requisition for a Quote ______________________________________________ 17

Lesson 10 - Edit a Requisition and See Errors ___________________________________________ 17

Lesson 11 - Workflow Tab __________________________________________________________ 19

Lesson 12 - History Tab _____________________________________________________________ 19

Lesson 13 - How to Replicate Requisitions _____________________________________________ 20

Lesson 14 - Creating a Blanket Purchase Request ________________________________________ 21

Lesson 15 - Receiving Goods Receipt for Goods Delivered to a Site __________________________ 23

Lesson 16 - Budget Analyst and Purchasing Commodity Assignments________________________ 24

Lesson 18 - Justification Procedure for 501 and 419 Federal Budget Codes ___________________ 25

Lesson 19 - Workflow Forwarding ____________________________________________________ 26

Lesson 20 - EduReports 3.0 Financial Activity Reports ____________________________________ 27

SBCUSD – Information Technology 2

Financial 2000 Assistance

Fiscal

Services (909) 381-1154 Username and Password

Authorizations/Permissions

Site Codes

Approval Path

Reports – Specialty

EduReports

Travel/Conference –

Policy & Audit

Purchasing

Department (909) 381-1126

Purchase Requisition &

Purchasing questions

Site Codes

CAL-Cards -

Issuance & Credit Levels

Office Depot for

office supplies

SouthWest Office

and Custodial Supplies

Purchasing

Department

Website

www.sbcusd.com/intranet/purchasing

Commodity Listings

Manuals/Handbooks

Cal Card Forms

Contracts

Facilities Use

District’s Tech Standards

Canon Options/Pricing

Warehouse Stock (MSDS)

Information

Technology (909) 386-2550 Fin2000 Training

Financial 2000 is the County’s budget and purchasing system.

The authorization you are given is determined by your Site Administrator and the

Fiscal Services Department.

Contact Fiscal Services at (909) 381-1154 for login issues.


Southwest Office & Janitorial and Office Depot Supplies Information The Southwest School & Office Supply company is utilized for both Janitorial and office

supplies.

The Office Depot company is only utilized for office supplies.

You can order office supplies from both companies.

Step 1: See Lesson 14 for instructions on creating a Blanket Order for either of these companies.

Step 2: Get a login for both companies from Purchasing by having your site Secretary email

Purchasing’s Senior Clerk. Make sure to include a Cc: with the Admins email.

Step 3: For Southwest orders, go to www.southwestordering.com and login.

Then select Budget and proceed.

For Office Depot orders, go to http://business.officedepot.com and login.

Click on My Account, and then My Lists.

Follow the screen prompts.

If you need assistance, please contact Purchasing at (909) 381-1128.

http://www.southwestordering.com/

http://business.officedepot.com/


Lesson 1 - Login and Logout of Financial 2000

1. Open Internet Explorer (no other browser is supported).

2. Copy and paste this link into the Address bar of the browser:

https://f2knat.sbcss.k12.ca.us/Redirect/

NOTE: The link will not work unless you use the Internet Explorer browser.

3. Enter your Financial 2000 information into the dialogue box and click the Login button.

After a successful login, your screen should have the icons defined by your access permissions.

Logging out

Make sure to Log Off of the Financial 2000 website.

Click on the tab.

The District Number is always 76

https://f2knat.sbcss.k12.ca.us/Redirect/


Lesson 2 - Change Password and Change Year Change your password if you feel it has been compromised or to match other district program

passwords.

1. Click on in the very bottom right corner of your Financial 2000 Home screen.

2. Type in the Old Password: (your current one).

3. Type in the New Password: (what you want it to be).

4. Type in the New Password again to Confirm New Password: (same as above).

5. Click on the button.

Read the message that appears.

Change Year Check to be certain that the correct fiscal year is selected.

Example: for 2017-18 year, 2018 should show.

1. Click in the in the very bottom right corner of your Financial 2000 Home

screen.

2. Type in the correct year.

3. Click on to save.


Lesson 3 - Monitoring your Budgets The EduReports 3.0 area in Financial 2000 will allow you to monitor your site’s budget and

analyze debits and credits of a specific account. Ask your administrator or budget analyst for

assistance with the budgets assigned to your site.

1. Click on the EduReports 3.0 button on the Applications tab.

2. Click on the General Ledger Reports tab.

3. Click on the Accounts Lookup Report.

4. In the School field, enter your 3-digit SACS school code, e.g. 102.

5. Click the Go button.

By entering only the school code, you will display all your budgets. To narrow the results

of the search, enter the school and management code or school and object code.

Click on the Back button to clear your search results.


The budgets will display.

6. Click on the desired account.

7. The budget details will display.

Click on the Excel, PDF or Text icons to export the data.


Lesson 4 - Explanation of the Purchasing Home Screen The Purchasing Home screen opens to the

Purchasing menus and the Workflow Tree.

You will see six menus:

And the Workflow Tree on the left side:

Folders you have access to view will show.

The numbers in ( ) show how many items are in each folder.

You can click the arrows to open and close the sub folders.

Once you open Purchasing and go to Requisitions, the screen

to the right will now have five tabs. These will be explained in

the appropriate sections below.

Multiple Sessions can be running

If you see these two icons in your task bar, you have Purchasing and Internet Explorer running.

One can run without the other (i.e., you may think your Purchasing window closed and your

requisition gone, but you see the PUR icon in your task bar, click it to open it and most likely

your requisition is there).


Lesson 5 - How to Search and Print a Requisition and Purchase Order (PO) This lesson will show you how to search and print a requisition and a Purchase Order.

1. Click on the Purchasing icon.

2. Click on the Purchasing menu and choose Requisitions.

3. Click on Advanced Search and input your Sch code (e.g., 824) to see your

listings, and/or checkmark the icon. If you use My, you will only see the REQ’s and

PO’s entered by you.


Columns can be re-sorted and moved. They go back to default when the window is closed.

5. To search for a Purchase Order number, use the area in the bottom right corner

or sort by the PO/Issue# column.

6. To search a requisition that has not been sent for approval, select Reason: REQUISITION

CREATED.

7. Use the field (bottom right corner) to search by any of the column information,

e.g., dollar amount (do not use $). Hit the Enter key. Can use text, dates, dollar amounts.

8. To Print a requisition or PO, click on the requisition to highlight it

and select Print Reports (center icon) from the very bottom right

corner.

The icon will print the page you are looking at.


Lesson 6 - Vendor Requisition This will walk you through the basic steps to create a vendor requisition. Vendors are companies

outside the district. If ordering technology related items, please contact the Purchasing

Department and ask for the District's Technology Standards List. If the item that you want to

order is not on the list, please contact the Director of IT for approval.

1. Login to Financial 2000 following the instructions in Lesson 1.

2. Click on the icon.

The Launching Application dialog box will appear. When finished running, the Purchasing

Home page appears.

3. Click on the Purchasing tab.

4. Click on Requisitions.

The top of the screen will now have five tabs:

5. Click on the Add tab.

Use these drop down arrows to expand and collapse the different Panels.

There are 5 Panels in the Requisition screen:

Requisition, Vendor, Shipping, Item Detail and Attachments.

Requisition Panel

A Requisition number will be assigned when you save.

1. Checkmark the Annual box if you will be renewing this requisition every year

(e.g. maintenance agreements). When you check this box, this requisition will automatically

replicate itself in next year’s database. You would then open the replicated requisition and

modify it with current data next year (e.g., pricing, quantity).

2. The Description field (*required), open the description field using

the ellipsis. Type or copy/paste from a vendor quote.

3. In the Type field, select Vendor Requisition from the drop-down

menu.

4. Fill in the Requestor’s Name.

5. In the Type Goods/Services field, select the correct commodity

from the drop-down list. Do not guess! If you do not know, call the

Purchasing Department. If you choose the wrong commodity it will

route to the wrong buyer which could cause a delay in processing.

Use the Purchasing Commodity Listing under the Purchasing Intranet website:


i. www.sbcusd.com/intranet/purchasing

1. Login using [email protected] and password is

sbcusd.

6. In the Location field, choose your site from the drop-down menu.

7. Within the Requisition Panel, there is a button. These are time stamped notes. You

can create, edit and delete notes. These are in-house only notes; vendors will not see them.

Vendor Panel

Create one requisition per vendor, per commodity. There is no limit on how many items are on a

requisition. There is a limit of 44 budgets on one requisition.

1. Click the Panel and enter the vendor’s name in the Name field.

OR

Search for vendor using the ellipsis. .

2. If the desired vendor does not appear, type the vendor’s name, address, telephone and fax

number, and contact name in the Suggested Vendor/Changes: field.

http://www.sbcusd.com/intranet/purchasing

mailto:[email protected]


3. The Additional Information field is used for notes to

the buyers and will not appear on the Purchase Order

(PO).It is also used when you charge goods to the 501

or 419 management codes. Be certain that you contact Categorical Programs beforehand for

approval at (909) 473-2064. You must enter the information that they specify into the

Additional Information field.

4. The Additional Instructions field is used to write notes

to the vendor and will appear on the Purchase Order

(PO).

5. Special Instructions: Read these instructions/notes from Purchasing and Fiscal Services. You

do not select anything here.

6. You can save at this point and later edit to complete.

Shipping Panel

1. Click on the Panel.

2. In the Ship To field, verify that Warehouse displays. Took out 2.a) “Fill in Contact

person….”.

NOT RECOMMENDED to put your site: If you select your site here, you will have to do a

Goods Receipt for Receiving Goods in order for the PO to close. See Lesson for Receiving

instructions.

3. If applicable, in the Additional Information box, enter comments you want the warehouse

staff to read.

4. Delivery Instructions: DO NOT REMOVE INSTRUCTIONS already in here.

You do not type in this field.

If more delivery instructions are necessary, use the Printable Additional Instructions field.

5. Receiving Instructions: Not used at this time.

If you need to finish the requisition another day while you gather information or wait

for money to transfer into the correct budget, click the SAVE button. Your requisition

will be stored in the New Requisition folder until you are ready to complete it.


Item Detail Panel

Vendor Item Detail is very important to ensure you receive exactly what you have ordered.

Input the shipping and handling cost, and enter the budget codes.

The screen is divided into three sections:

% or type a dollar amount in if it pertains to all the items in

your order.

Add the items you want to order here.

Add budget code(s) here and select how you will

charge the items.

1. The Overall Discount area is used if the vendor has given a discounted percentage or total $

amount for the full order (not by item). Never enter $ or % signs in these fields.

List the items you want to order and then list the budget(s) you need to take the funds from.


The Item Details and Accounting Method screen opens.

3. Click on under the Item# area.

4. In the Item# field, enter the vendor’s stock number if applicable. This field is not mandatory.

There is no limit to the number of items you can order from one vendor.

5. In the Description field, enter the item being ordered exactly how it appears in the catalog or

internet site, and then enter a detail description of the item you are ordering and click OK

when done. You can paste the info and there is a Spell Check option.

6. In the Quantity field, enter the desired quantity.

7. In the UOM (Unit of measure) field, enter the appropriate measure (e.g., EA for each).


8. In the Unit Price field, enter the amount for a single item or dozen, or pack (refer to the

UOM column).

9. The Ext. Price and Compl fields are not used.

10. The Disc Rate field is used if this line item qualifies for a discount percentage. Enter the

percentage amount here (e.g., 10.0. Do not enter the % sign).

11. The Disc Amount field is used if this line item qualifies for a discount dollar amount. Enter

the dollar amount (e.g., 10. Do not enter the $ sign).

If there is to be a discount for all items in this

requisition, do not use the Disc Rate or Disc

Amount fields. Instead use the Overall Discount fields above the Item# and Description.

The first field after Overall Discount is for entering a percentage and the second field is for

entering a dollar amount. Never enter $ or % signs in these fields.

12. The Tax Rate field, leave it as default. DO NOT ADD TAX to your line items.

13. The SH Amount field is not used.

14. The FA is for Fixed Asset Tag. District required for any item over $500.00 (tax included).

Select if this applies. These go into the District’s inventory system.

15. Continue with for additional items. There is no limit on items that can be ordered.

16. To delete a line, click on the line number, and then click the button at the bottom

of the item listing(s).

Enter shipping and handling before entering the budget

codes. Scroll down to see shipping.

17. If you don’t know what the shipping and handling will be,

enter a 10.0 in the Percentage % column of the Taxable

S&H field. That will cover most the cost of shipping and

handling. If 10% was too much, the remainder will be refunded to the budget.

18. The Additional Charges field is used to enter charges for things like special colors, fuel,

hazmat, engraving, special binding, a rush order charge, etc. Enter Additional Charges

before entering the budget codes. You will use the Dollar $ column to enter an amount.

19. In the area, leave on Charge Total.

If charging By Item, see the next lesson.

20. Click the button to the right.

21. Click in the Object field and enter the Object code, e.g., 4140, 4110, 4350.

22. Click in the Sch field and enter your 3-digit SAC code (e.g., 824).

23. Click the button.

24. Click the desired budget and then click the button. You can select multiple budgets by

holding down the Ctrl key while selecting the budgets.

25. Click . OR, Reset Accounts to start over OR Recalculate SH if you did not input

Shipping and Handling beforehand. If charging By Item, see the next lesson.

26. Click .

27. For checking the budget balance, highlight the budget and then click . It is best

if you check the balance in the account first by using Accounts Lookup.


Attachment Panel

Attachments can be added to a requisition and are stored on the County’s application server so

that all users that have access to view the requisition can also view the attachment.

1. Click on the Panel.

2. Click on and browse to where you have it saved.

Highlight the attachment if you need to delete it or view it.


Send Requisition for Approval

To preview the Approval Path, click on .

If the list of approvers is incorrect, click the Close button and contact the Fiscal Services

Department at (909) 381-1154 for assistance.

1. Click on the button in the very bottom left corner (under the Workflow

Tree) or go to your New Requisitions folder, right-click on the requisition and select Send

for Approval.

2. When the Comment box appears, enter a comment if desired (optional) and then click OK,

(e.g. Rush Order).

The Vendor requisition is now saved in the New Requisition folder

or in the For Approval folder.

OR the sent Vendor requisition will now appear in the Requisition In Process folder.

The system auto encumbers the funds and will now be grayed out. You cannot edit it unless it

is sent back to you (rejected).

To see who it was sent to and the requisition number, look in the very bottom left corner.

To see this requisition and Approval Path, click on in the Workflow

Tree, and then right-click on the Requisition.


Lesson 7 - Charging to More than One Budget This lesson will show you how to use more than one budget to pay for items.

1. Follow the instructions in the prior lessons to create a Vendor requisition to #17.

Then, before you add budgets, follow the instructions below.

2. To the right of Accounting Method, click the radio button.

3. If you get this message, click Yes.

4. To the very far right, select the button.

5. Type in your Sch code (3 digit SAC#) and fill in any other field you want in order to shorten

the budget listing that will appear.


7. Select the budget(s) you will use (holding the Ctrl key + a mouse click allows multiple

selecting).


9. In the Item# column, click on the number to the left of the Item so that the first item you are

buying is highlighted.

10. Click on the 0.00 in the Dollar $ or Percentage % column of the budget you will use for this

item under the Accounting Method area. Enter the dollar or percentage amount that you

want to be taken out of that budget.

TOTAL EXT COST is what you are using as your totals (the end column in your items).

If you want an item to be paid from multiple budgets, select the same item again and put the

remaining percent or dollar amount in the other budget.

11. Continue on to the next item being purchased and follow the steps above.

12. All dollar amounts and percentages must zero out the Total Balance.


14. Click on in the very bottom left corner under the Workflow Tree.

Your Vendor requisition is now saved in the New Requisition folder and you have been

given a requisition number.

If you need to add or delete items from the requisition, click the button. This

will zero out the Percentage % and Dollar $ columns. After making the change, click the

Distribute Evenly button again.


Lesson 8 - How to VOID a Requisitions Void can be utilized until you send the requisition for approval. Once sent, the approver can

VOID it or it can be rejected which causes it to be returned to you and then you can VOID it.

1. From the Navigation Pane, click on the New or Rejected Requisitions folder.

2. Click to highlight the requisition.

3. Add a NOTE for the reason before completing the void.

4. Use the button at the bottom of the screen or right-click on the requisition and select

Void.

Lesson 9 - Send a Requisition for a Quote Before sending the Requisition for approval, you can send it for a quote.

1. To see this requisition and Send for Quote, click on in the Workflow


2. Select Send for Quote or use the button at the bottom of the screen. This will

not be available if already sent for approval.

3. When completed, you should see a number next to .

Lesson 10 - Edit a Requisition and See Errors Before sending a Requisition for approval, you can edit it and if it has been sent back to you it

will most likely require editing.

Errors will show in your Requisition listing as Red and should be edited.

Purchase Requisitions rejected back to you will appear in your folder and have a

number in the (#).

Edit a Requisition

1. Click on the Purchasing Menu.

2. Click on Requisitions.

3. Click on and input the REQ number or fill in any other field to help you

search for it.


5. Double-click on the requisition you need to edit so it opens.

6. Input your changes and then click the button.


Errors Blue errors indicate warnings and red errors indicate hard edits (Red will not forward). The

user has the ability to select the Next Error button at the bottom of the page to navigate to

requisitions with errors. Use the Expand All option to open all the red error requisitions.

1. To see Errors, click on the plus sign to the left of the Red REQ.

2. While in the search screen, to see all REQ’s with errors, click on the button in

the very bottom right corner.

3. Correct if possible and send for approval.

To open all Errors at one time, use the button in the Advanced Search.


Lesson 11 - Workflow Tab Identifies the approvers of the selected document as well as the date/time the document was

approved. A detail check box is available and when checked only displays what has been

completed on the requisition and includes comments if entered.

Lesson 12 - History Tab Contains a log of all actions that trigger an update to the data base. Each log can be expanded

or collapsed by clicking on the plus or minus next to the log. The Expand All check box is

available to expand or collapse all changes to a document.


Lesson 13 - How to Replicate Requisitions This lesson will show you how to replicate a requisition. To save time you can replicate the

rejected requisition and modify the copy before you delete the bad one.

1. Click on the Purchasing icon.

2. Click on the folder that contains the requisition, e.g., System Templates or Requisitions, so

that the folder is highlighted.

3. Right click on the Requisition or Template and select use the button.

4. Answer the question that appears.

The requisition now shows in your New Requisitions list.

5. Modify as needed.

6. Save.


Lesson 14 - Creating a Blanket Purchase Request This lesson will walk you through creating a Blanket order for services you use on a regular basis

(e.g., printer maintenance).

1. Log into Financial2000 system and then double-click the icon.

The Purchasing window displays.

2. In the left Navigation Pane, select the System Templates folder (under Templates).

3. If you receive the message about “…navigating away from this page…”, read it and select

Yes or No.

The Template Name listings appear.

4. Double Click on the Vendor name to open the Requisition.

5. Click on the Replicate button in the bottom of the screen.

The Requisition is now in your New Requisitions folder.

Requisition, Vendor and Shipping Panels

1. The Requisition Panel: Input Requestor’s Name and Position and your Location.

2. The Vendor Panel: should be filled out for you.

3. The Additional Information field is for notes to your Buyer (these do not appear on the

PO), and for justification notes if you will use budgets 419 or 501.

4. The Shipping Panel: A Contact name is required so the Vendor knows who can approve any

work done.

You can SAVE now and finish at a later time.

Item Detail Panel


2. Click on the Description field to open it.

3. Fill in the Total Amount, Approver name and email, who can audit and approve the invoices

and your location address (also include building, room number, etc. to help Vendor know

where they are going at your site).

4. Click OK.

5. Fill in the Unit Price (this should match what you typed in the Description field).


6. In the area, leave on Charge Total.

7. Click the button to the right.

8. Click in the Object field and enter the correct Object code.

9. Click in the Sch field and enter your 3 digit SAC code (site code).


11. Select the desired budget(s) and then click the button. You can select multiple budgets

by holding down the Ctrl key while selecting the budgets.

12. Click the button. OR, Reset Accounts to start over.


14. For checking the budget balance, highlight the budget and then click the

button.

15. To preview Approval Path, click on . If the list of approvers is incorrect,

click the Close button and contact the Fiscal Services Department at (909) 381-1154 for

assistance.

The Vendor requisition is now saved in the New Requisition folder and you have been given

the requisition number.

Send Requisition for Approval

1. Click on the button in the very bottom left corner.

It auto encumbers funds and will now be grayed out. You cannot edit it unless it is sent back

to you (rejected).

To see who the requisition was sent to and the requisition number, look in the very bottom

left corner.

To see this requisition and Approval Path, click on in the Workflow



Lesson 15 - Receiving Goods Receipt for Goods Delivered to a Site If the items ordered go directly to your site (not via Warehouse), you will need to enter the amount

received in the Receiving Workflow window.

1. Login to Financial 2000 following instructions in Lesson 1.

2. Click on the icon.

3. Click on Available for Receiving in the Workflow Tree.

4. The Receiving Workflow screen appears.

5. Click on and enter your Sch code.

6. Click the Search button in the upper right corner.

7. Double-click on the desired purchase order (PO).

The Receiving PO# screen appears.

8. Click on the button in the bottom left corner.

The Receipt Number 1 for PO# window appears.

9. Type in the Packing List Number, Tracking Number (if applicable) and any comments.

10. To receive all items on the PO,

Click on the button.

-or-

To receive a partial order,

Click in the Qty Rcvd column, enter the amount received in the row pertaining to the items

you are receiving. Continue entering the amount received in additional rows if applicable.

Click the button when you are finished entering partial shipment amounts.

11. Click the Save button in the bottom right corner.

12. To print a Goods Receipt (Purchasing Receipts) report, click the Print button, then click Yes

to include a signature line, and then click Print again.

13. Click the Close button. The Receiving PO# screen redisplays.

14. Click the OK button to exit the Receiving Workflow screen.

If you would like to display a PO after is has been received, click on the Completed folder.

15. To exit the Receiving Workflow screen, select File, Exit from the menu bar.


Lesson 16 - Budget Analyst and Purchasing Commodity Assignments When requesting a budget transfer or journal entry, it is important that you email your request to

the budget analyst (buyer) assigned to your site/department.

Use this link to go to the Purchasing Departments website and see the Budget Analyst (buyers)

listing

And

The Purchasing Commodity Assignments (buyer assigned to the type of goods).

If the above link does not work for you, type this into your browser’s address bar:

www.sbcusd.com/intranet/purchasing

Login using your [email protected]

Password is sbcusd.



mailto:[email protected]


Lesson 18 - Justification Procedure for 501 and 419 Federal Budget Codes When you charge goods to the 419 and 501 management codes, be certain that you contact the

Categorical Department beforehand for approval at (909) 473-2064.

501

Schoolwide Schools

Insert the justification information from the single plan (each site has their own) for student achievement

in the Additional Information box in the Vendor tab. Give the section, page number, item number, and

very brief description of the use of the purchase.

Example

SPSA English/Language Arts p.2, item 2 Supplemental materials: reading support classes

419

Targeted Assisted Schools

Insert the justification information from the single plan for student achievement in the “Additional

Information” box, along with an explanation that the item(s) will be used exclusively by Title I targeted

students or in the parent involvement program.

Example

SPSA Mathematics p.3, item 2: Mathematics manipulatives to be used exclusively for Title I

targeted students.

The Categorical Department has the 501-419 Categorical Reference Booklet (HR Guidelines) for

additional details regarding 501 and 419 expenditures. You can reach them at (909) 473-2064.

Every school writes their own SPSA (Single Plan for Student Achievement). The sites have a

copy and our department has a copy of all of them (in 3 inch binders). They are not on the

district website.


Lesson 19 - Workflow Forwarding Workflow forwarding allows the Financial 2000 user to “forward” the workflow to another user

for approval during an absence or when needed for other reasons. This would enable another

person to approve without the sharing of user passwords.

1. From the Purchasing Home screen, select the Utilities Menu and then Workflow

forwarding.

2. Select the user to forward to.

3. Select a From date and a To date.

4. Click the Save button.


Lesson 20 - EduReports 3.0 Financial Activity Reports The purpose of the Financial Activity Report is to report financial activity for accounts during a

selected period of time, to provide budget and account balances as of the date selected. The

Financial Activity Report can be ordered by a date range to Summarize by any component of the

SACS or Non-SACS account code structure, vendor, transaction reference number, or by

description from the initiator screen. SACS or Non-SACS components are available as Selection

Criteria for querying data. General Ledger accounts (9xxx) are not reported on this report.

A Balance Forward caption row is provided as well as subtotals and balances by the selected

sort. If assistance is needed, please contact Fiscal Services at 381-1154.

These wildcards can be used as place holders for characters you do not know when typing in the

fields, e.g., budget codes.

1. Login in to the online website using Internet Explorer: https://f2knat.sbcss.k12.ca.us/Financial2000/MainMenu/MainMenuUI/default.aspx

2. Click on EduReports 3.0.

3. Click on the General Ledger Reports tab.

4. Under Financial Reports for District…, click on the Financial Activity Report.

Instructions to run reports follow the Explanation of Report Parameters.

https://f2knat.sbcss.k12.ca.us/Financial2000/MainMenu/MainMenuUI/default.aspx


Explanation of Report Parameters

Report Type

Summary - The Summary Report Type displays financial totals for the subsidiary ledger

accounts (1xxx-8xxx) summarized by object in three columns: Revised Budget, Actual

Activity and Running Balance/Balance.

Detail - The Detail Report Type will display financial transactions in detail for the

subsidiary ledger accounts (1xxx-8xxx) and provide totals for each object in each of the

budget and actual activity columns.

Budget Status

Revised - The revised budget will include budget transfers and the budget column header

will display Revised Budget.

Adopted - The adopted budget will NOT include budget transfers and the budget column

header will display Adopted Budget.

Running Balances

Yes - If yes is selected, a column labeled Running Balance will display on the report.

The Running Balance column calculates the beginning balance/balance forward plus or

minus all budget and expenditure activity for each line.

No - If no is selected, a column header labeled Balance will display on the report. The

Balance column displays the total activity on each detail line and provides a Balance total

for each object.

Include Encumbered and/or Include Pended

Yes/Yes - If both are selected to yes, then both encumbered and pended activity will

display with the column heading of Encumbered/Pended Activity. Default is set to Yes

for both.

Yes/No - If yes is selected for Include Encumbered and no is selected for Include Pended,

only encumbered activity will display with the column heading of Encumbered Activity.

No/Yes - If no is selected for Include Encumbered and yes is selected for Include Pended,

only pended activity will display with the column heading of Pended Activity.

No/No - If both are selected to no, then both encumbered and pended activity will not be

displayed.

Display Total Activity

Yes - If yes is selected a separate column for Budget Activity and Actual Activity will be

displayed along with a separate column that reads Budget Activity Total and Actual

Activity Total. The sum of the activity amounts will display in the Total column.

No - If no is selected the Budget Activity Total and Actual Activity Total columns will

not display.

From Date and To Date

There are two options to enter dates depending on the selection made on the report selection

page, Builder Dates or Free Dates. The system default is set From: the beginning of the current

fiscal year To: the end of the current month.

Builder Dates


o The builder date option offers a date selection from a dropdown list with

predefined dates. The list contains the beginning and ending date for a given

month as long as data exists on the system.

Free Dates

o The free date option allows the user to enter a date in the format MM/DD/YYYY.

Slashes must be entered in order to retrieve the appropriate data for the dates

selected.

Sort Options

The sort feature will allow for sorting and summarizing capabilities. The user has the option to

sort by Account or by Transaction Data or a combination of both. The system default is set to

sort/summarize by Account, Fund, Resource, and Rev/Exp and object as shown in the picture

below.

Sort by Account

o If the user selects to sort by Account, the drop down box allows the user to sort by

any part of the account code structure or by Revenue and Expenditures.


Sort By Transaction Data

o If the user chooses to sort by Transaction Data, it is recommended that you sort by

Transaction Type.

Report Criteria

Account Sections - The account sections displayed are based upon the districts account

code structure. Specific account selections can be entered or left blank. The criteria

selected will display on the bottom of the report.

GL - The GL Status allows the user to select transactions by the record status of Posted,

Pended and/or Encumbered.

Reference - The reference field is used to retrieve transactions for a specific Reference

type (PO, JE, etc.) and Reference number (ex. PO123456).

Transaction Type – The Transaction Type field is a new field that is being used to

distinguish whether a transaction has been created on the HP legacy programs or from

within the new Financial 2000 General Ledger program(s).

Description - The description field is used to retrieve transactions with a specific

description or vendor name.

Entry Date - The Entry date field is used to retrieve data entered on a specific date. With

the deployment of EduReports 3.0, an initial load of data is necessary and the date that

will appear for all loaded transactions will be that date. Once the load is complete, if a

user adds a transaction, the date the transaction was entered will be searchable within

EduReports 3.0. The current limitation is just for the initial load and deployment.

Vendor - The vendor field is used to retrieve transactions for a specific vendor number.

Warrant - The Warrant field is used to retrieve a specific warrant number that has been

issued for an Accounts Payable transaction.

Options

Printer Friendly

o Yes - If yes is selected no amount will display or print in red font.

o No - If no is selected negative amounts will display and print in red font.

Suppress Net Zero Accts

o If the Suppress Net Zero Accounts is selected, any accounts that net to zero will

be suppressed.

o If there is activity in an account but the values in that account net to zero, the

account and values will be suppressed. The default is currently set to suppress

zeros.

GO Button

o The Go button will start the search based on the selections made on the initiator

and display the results on the screen.


Reset Button

o The reset button will reset all the selections back to the defaults and clear the

account sections on the initiator.

Report Format

o Once the report results display, the user will have the option to export the report

in PDF or in Excel format.

Sample Financial Transaction - Summary Report

Sample Financial Transaction - Detail Report

Report Features

Sorting report results

o If a column heading on the report displays in green, the column can be sorted by

clicking on the column heading.

Drilling down to detailed data

o References that display in blue are available for drill down to detail data. When

the Summary Report Type has been selected from the Report Parameters, the

Object Descriptions will display in blue and are available for drill down to the full

account detail.


To See a Financial Balances Report (Details)

1. Click on the General Ledger Reports tab. .

2. Under Financial Reports for District…, click on the Financial Activity Report and fill in

like the example below based on the budget you need information from or just the FUND as

01, MANAGEMENT as 032, etc. and your School (site) to see all of your budgets.

3. Click on in the upper right corner.

4. To Print: click on the PDF icon in the upper left corner and print from the PDF version.

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To See a Financial Balances Report (No Details)

1. Click on the General Ledger Reports tab. .

2. Under Financial Reports for District…, click on the Financial Balances Report and fill in

like the example below based on the budget you need information from or just the FUND as

01 and your School (site) to see all of your budgets.

3. Click on in the upper right corner.

4. To Print: click on the PDF icon in the upper left corner and print from the PDF version.

standardized account code structure

Documents