Module 2Module 2Introduction to Budget &

Account Management Principles and PracticesPrinciples and Practices--

PART A(UBI 214)March 14, 2012

2:00 PM-4:00 PM CP-700

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Laura HultmanFinancial Reporting ManagerAccounting Services & Financial gReportingExt 8356lhultman@fullerton.edu

Lori ArthurDocumentation & Training Specialist IT TrainingIT TrainingExt 5792larthur@fullerton.edu

Lynn CayasFinancial Accounting ManagerAccounting Services & Financial ReportingReportingExt 8474lcayasfullerton.edu

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1. Introduction

2. General Overview Chartfields DefinitionChartfields Definition Chartfields Setup Financial Reports Accounting Transactions and Entries g Accessing Financial Information

3. Questions?

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Chartfields Account (6 characters numeric) Fund (5 characters alphanumeric) Department ID (5 characters numeric) Program (4 numeric) Class (5 numeric)Class (5 numeric) Project (8 numeric)

Chartfield String :

Account + Fund + Department (MANDATORY)Ex: 607033 - DC210 – 10302

PLUS:

Program + Class + Project (OPTIONAL ) Ex. #### – 20017 - 56000001

Departmental Financial Management Responsibility: Balancing at Department + Fund

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Account Fund660003 THEFDS li d S i CSU O ti F dSupplies and Services CSU Operating Fund

Department ID Program10235 779410235 7794University Police CSUFASC-OLLI

Cl P jClass Project20012 57000113Baseball CBE Refresh & Reloc

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Select CFS Financial Reports are now available via Data Warehouse (OBIEE)available via Data Warehouse (OBIEE)

From Titan Online tab, click on OBIEE BI/D hb d li k d B i– BI/Dashboards link under Business

Intelligence.

Optional training classes provided both in person and online as reports are released to end usersare released to end users.

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My Queries Dashboard◦ Budget Allocation◦ Budget Allocation by Tree◦ Salary and Benefits◦ Salary and Benefits by Tree◦ Chargebacks◦ Service Provider Chargebacks

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Purchasing Dashboard◦ RequisitionsRequisitions◦ Purchase Orders◦ Voucher◦ Req/PO/Voucher◦ Req/PO/Voucher◦ PO Balance

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R /E R t D hb d Revenue/Expense Report Dashboard◦ Revenue/Expense Summary◦ Revenue/Expense Summary (without All

University Benefits Pool)University Benefits Pool)◦ Revenue/Expense Summary (with Project

to Date)◦ All University Benefits Pool◦ Budget DetailBudget Detail◦ Actuals Detail (between Accounting

Periods)◦ Encumbrance Detail◦ Pre-Encumbrance Detail

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Pre Encumbrance Detail

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Questions:

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Questions:Lynn Cayas (8474)

Section IV. Chart Field Information

‣ Do not provide account number‣ Provide CASHNet Item code (predefined‣ Provide CASHNet Item code (predefined chartfield string)

Examples:S5010 = 580090-TS032-10016- -20313-S5010 580090 TS032 10016 20313S5020 = 580802-THEFD-10296-5758 -20142-S4700 = 250815-THEFD- - - -

If unknown, use:,‣ S4000 = 580093- - - - -(Other Non-operating Revenues)‣ S4030 = 580090- - - - -(Other Operating Revenues)

Since only the account is predefined, please provide Fund/Dept and if needed, Class/Project/Program

Important:

If Reason for Deposit (Section II) is: (1) University reimbursement for personal expenditure charged to a Procurement Card or (2) Vendor refundProcurement Card or (2) Vendor refund‣ use CASHNet item code S4000‣ submit Expenditure Transfer Request form to reclassify account from 580093 to original expense account

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expense account

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CSUF departmento Expenditure Transfer Request

formo Outside company

o Request for Invoice form (on-demand)

Another CSU Campus or Chancellor’s Office

o CPO (Cash Posting Order) Request fform

CSUF CPO Contact:T LTony LeeAccounting Services & Financial

Reporting(657) 278 2044(657) 278-2044tolee@fullerton.edu

Questions:

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Questions:Maya Kusnadi (8371)

On-Demand ◦ Request For Invoice form

First Week of the Month – use of billable program 7xxx

S i P id Ch b k◦ Service Provider Chargebacks◦ Expenditure Transfer Request form◦ Accounts Payable Invoice Requisition -> Purchase OrderRequisition > Purchase Order Direct Expense

◦ Labor Cost Distribution (LCD) or payroll

Bill bl 7 C t IDBillable program 7xxx = Customer ID

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To request POs contact:To request POs, contact: Auxiliary Services (CSUFASC)

Susie Ng @ ext 4145‣ Philanthropic Foundation (CSFPF)

Susan Cervantes @ ext 4420‣ Associated Students (ASI)‣ Associated Students (ASI)

Evangeline Bravo @ ext 2406

AUX ORG PO Numbering Convention: ‣ CSUFASC = yyAX#### or‣ CSUFASC = yyAX#### or

yySP#### (8 characters long)‣ CSFPF = Pyy-####

S h 692 S‣ ASI starts with 5692 or ST where yy = 2-digit year

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‣ Delegation of Authority‣ Back-up documentation (OBIEE) for p ( )

Invoice Type = Reimbursement‣ Obtain Purchase Order from Auxiliary

Organizations‣ Only original form will be processed

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Questions:Maya Kusnadi (8371)

l f h‣ Delegation of Authority‣ Back-up documentation (OBIEE)‣ In most instances, current year

transactions only‣ More than 4 lines email the file‣ More than 4 lines, email the file‣ Only original form will be processed‣ D-11 required for Front & Center,

Visions & Visionaries and Legend and Legacies

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LegaciesQuestions:DL-Accounting_Services

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Service Providers (formerly Recharge Centers) process data in CFS Finance to bill departments and auxiliary organizations for chargeback transactions such as postage, copier fees/lease, physical plant work orders, printing p y p p g(reprographics), etc.

Chargeback transactions billed to your department? Contact the Service y pProvider (see next page for contact information)

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www.calstate.edu/sfo/documents/Cost_Recovery_Systemwide_Guideline_9-28-11.doc

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Official month-end reports should be printed after the fiscal month h b l d Di i i Fihas been closed. Division Finance Managers will be notified monthly via e-mail.

Month-End Close Schedule is posted in: http://finance.fullerton.edu/Controller/Accounting/

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http://vpadmin.fullerton.edu/VP/AccountReps/AccountingServices.aspx

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http://finance.fullerton.edu/Controller/Accounting/

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Questions?Questions?

accounting@fullerton.edu

ittraining@fullerton.edu

http://finance.fullerton.edu/Controller/A i //Accounting/

http://www.fullerton.edu/ittraining/

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