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Financial Reporting User Manual
 

Financial Reporting User Manual

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    Financial Reporting User Manual Financial Reporting User Manual Document Transcript

    • University Financial Reporting Financial Reporting User Manual
    • Copyright © 2001 by the Trustees of Princeton University Created by The Documentation & Standards group of CIT Information Systems, in partnership with the University Financials Business Operations Group. The information in this document pertains to release 7.5 of PeopleSoft Financials, and is correct to the best of our knowledge as of 7/25/2001. Printed by CIT Printing & Mailing Services. Document Release 1.0 July, 2001
    • Contents Chapter 1: PeopleSoft Financial Reporting................................................................ 1 PeopleSoft Financial Reporting .................................................................. 2 Financial Reporting in the Data Mall.......................................................... 3 Data Mall Authorization and Access .......................................................... 4 Signing On and Off ......................................................................... 4 Chapter 2: Departmental Financial Reports ............................................................... 9 Departmental Financial Reports................................................................ 10 Department Summary Reports .................................................................. 11 Accessing Department Summary Reports..................................... 11 The Department Summary Expense Report (DSR-E)................... 14 The Department Summary Revenue Report (DSR-R).................. 17 Printing Department Summary Reports ........................................ 19 Project Grant Statement Reports ............................................................... 20 Accessing Project Grant Statement Reports.................................. 20 The Project Grant Statement - Expense Reports........................... 23 The Project Grant Statement Expense Report Drills..................... 31 The Project Grant Statement - Revenue Report (PGS-R) ............. 34 The Project Grant Statement Revenue Report Drills .................... 38 Printing Project Grant Statement Reports ..................................... 38 Sponsored Project Report.......................................................................... 39 Accessing the Sponsored Project Report ...................................... 39 The Sponsored Project Report (SPR)............................................ 41 Printing Sponsored Project Reports .............................................. 44 Appendix A: Batch Printing ....................................................................................... 45 Batch Reporting and Printing.................................................................... 46 Batch Printing a Range of Project Grant Reports ..................................... 47 Generating the Report Files........................................................... 47 Printing the Report Files ............................................................... 50 Reusing a Run Control .................................................................. 51 Quick Steps ............................................................................................... 53 Appendix B: System Codes....................................................................................... 55 Fund Codes................................................................................................ 56 Account Codes .......................................................................................... 58 User Manual Page iii
    • Page iv
    • Figures Figure 1: Main Data Mall Web Page ......................................................... 5 Figure 2: University Financials Data Mall................................................. 6 Figure 3: Departmental Reports Web Page.............................................. 10 Figure 4: Department Summary Expense Report (DSR-E) ..................... 14 Figure 5: Department Summary Expense Report (DSR-E) ..................... 15 Figure 6: Department Summary Revenue Report (DSR-R)..................... 17 Figure 7: Department Summary Revenue Report (DSR-R)..................... 18 Figure 8: Project Grant Statement Expense Report (PGS-E)................... 23 Figure 9: Sponsored Project Grant Statement Expense Report (PGS-S) . 24 Figure 10: PGS-E Report - YTD Summary ............................................. 25 Figure 11: Project Grant Statement - Current Month Transactions ......... 28 Figure 12: Project Grant Statement - AP Journal Summary .................... 30 Figure 13: Project Grant Statement Revenue Report (PGS-R) ................ 34 Figure 14: Sponsored Project Report (SPR) ............................................ 41 User Manual Page v
    • PeopleSoft Financial Reporting 1 PeopleSoft Financial Reporting…2 Financial Reporting in the Data Mall…3 Data Mall Authorization and Access…4 Signing On and Off…4 User Manual Page 1
    • Chapter 1: PeopleSoft Financial Reporting PeopleSoft Financial Reporting In the University Financial system in PeopleSoft, there are several different ways of displaying or reporting the data that resides in the system. Firstly, data can be displayed through online panels. Some of these panels allow the user to both display and/or change some or all of the data displayed. These panels are typically called ‘Use’ panels. Other ‘Inquiry’ only panels allow the user to inquire on the data stored in the system but do not allow changes. Panels that allow input or changes are formatted primarily for data entry. Inquiry only panels provide quick informational display of non-formatted data (very little subtotaling, simple headers, a single font, etc.) and are not really like real ‘reports’. It is often difficult to obtain a printout of the data from a panel unless you use the print screen and insert the image into a Word document. The format of the displayed panels is intended to be used for quick online viewing and for actions associated with the displayed information. A second way of reporting financial information requires the user to run a process that generates an online viewable or printable report. These online generated reports have more formal report formatting. The report may be a display of a requisition or purchase order. Like panels, online generated reports can be used online, for display only. But they are also designed so that they can be printed out so the user can obtain a hard copy after viewing the information to assure the correct information is selected. The above ways of viewing and reporting financial data are a part of each PeopleSoft Financial module such as the Purchasing, Accounts Payable, or the General Ledger modules. To learn more about how to use these modes of display and reporting for specific data, you can refer to that module’s section in the related user manual. Page 2 University Financial Reporting
    • Financial Reporting in the Data Mall Financial Reporting in the Data Mall Some financial reporting is based on data from single or multiple PeopleSoft Financial modules or even combined with data outside the financial system. Also, some reporting requires complex calculations that could interfere with the more transactional mode of processing in the financial modules themselves. Running large, complex reports from the PeopleSoft Financial transactional system might slow down the response time for data entry and should be avoided where possible. For this type of reporting, a data warehouse has been created. At Princeton, this data warehouse is called the Data Mall. The Data Mall consists of a number of data ‘stores’ from a number of administrative systems. The financial store contains much of the same data as the PeopleSoft Financial system but the data has been arranged in such a way to make reporting easier and faster. In most cases, data from the PeopleSoft Financial transactional system is copied to the financial Data Mall each night, so the Data Mall contains up-to-date financial information as of the end of the previous day. You may obtain financial information from the Data Mall through: Ÿ online Data Mall browses Ÿ online Data Mall reports Ÿ reporting software connected directly to Data Mall tables Ÿ pre-defined Departmental Financial Reports and their variations. User Manual Page 3
    • Chapter 1: PeopleSoft Financial Reporting Data Mall Authorization and Access To gain access or change current access to the Financial Data Mall, you need to complete the University Financial System 7.5 Access Request Form. A copy of this form, and instructions on its completion, can be found on the University Financials web page, www.princeton.edu/ufinsi. The form has sections for specifying which project grants you are requesting access to. After you complete the appropriate sections, have your department head or chair sign the form and forward the form by fax or campus mail to the address provided in the instruction area of the form. Signing On and Off The procedures included in this section show how to sign on to the Data Mall, change your password for signing on to the Data Mall, and log off of the Data Mall. Accessing the Financial Data Stores The following procedure steps you through the process of signing onto the Data Mall and accessing the Financials-specific data store web page. ü To sign on and access the Financial data stores: 1. Select Campus Services, from the selections listed on the Princeton University home page (www.princeton.edu). 2. Select Office Support, listed under the Office Support Resources heading. 3. Select Data Mall from the list of Administrative Offices. The Data Mall home page displays. Page 4 University Financial Reporting
    • Data Mall Authorization and Access 4. Select Enter the New Administrative Mall from the Data Mall home page. ➤ Figure 1: Main Data Mall Web Page Tip! You can create a bookmark for the Data Mall web page or you can enter the Data Mall address, web.princeton.edu/sites/datamall, to access the Data Mall in the future. 5. Select University Financials from the list of ‘data stores’. The list of data stores that displays is reflective of the data stores that are associated with your Data Mall userid. ➤ User Manual Page 5
    • Chapter 1: PeopleSoft Financial Reporting 6. The University Financials web page displays. Figure 2: University Financials Data Mall From this page, you would select the data store you wish to access. Page 6 University Financial Reporting
    • Data Mall Authorization and Access Logging Off To log off of the system, select Log Me Off from the Princeton University Data Mall web page. ➤ Tip! To return to the Princeton University Data Mall web page from any of the Financials web pages, click the Back button until this web page redisplays. User Manual Page 7
    • Chapter 1: PeopleSoft Financial Reporting Page 8 University Financial Reporting
    • Departmental Financial Reports 2 Departmental Financial Reports…10 Department Summary Reports…11 Accessing Department Summary Reports…11 The Department Summary Expense Report (DSR-E)…14 The Department Summary Revenue Report (DSR-R)…17 Printing Department Summary Reports…19 Project Grant Statement Reports…20 Accessing Project Grant Statement Reports…20 The Project Grant Statement - Expense Reports…23 The Project Grant Statement Expense Report Drills…31 The Project Grant Statement - Revenue Report (PGS-R)…34 The Project Grant Statement Revenue Report Drills…38 Printing Project Grant Statement Reports…38 Sponsored Project Report…39 Accessing the Sponsored Project Report…39 The Sponsored Project Report (SPR)…41 Printing Sponsored Project Reports…44 User Manual Page 9
    • Chapter 2: Departmental Financial Reports Departmental Financial Reports There are several departmental financial reports that are available from the Data Mall Departmental Reports web page. Figure 3: Departmental Reports Web Page Department Summary Reports (DSR) – The Department Summary Reports display summary information by project grant and include: Ÿ Expense (DSR-E) Ÿ Revenue (DSR-R) Project Grant Statement Reports (PGS) – The Project Grant Statement Reports display both summary and monthly detail information for a specific project grant and include: Ÿ Expense (PGS-E; non-sponsored projects) Ÿ Expense (PGS-S; sponsored projects) Ÿ Revenue (PGS-R) Sponsored Project Report (SPR) – The Sponsored Project Report displays summary information for a specific sponsored project, by budget category. Page 10 University Financial Reporting
    • Department Summary Reports Department Summary Reports The Department Summary Reports display summary information by project grant and include: Ÿ Expense (DSR-E) Ÿ Revenue (DSR-R) Accessing Department Summary Reports The following procedure shows how to access the Department Summary Reports: both Expense and Revenue versions. ü To access the Department Summary Reports: 1. Log on to the Data Mall as described in “Accessing the Financial Data Stores”, on page 4. 2. Select Departmental Reports from the list of University Financials data stores. 3. Select Departmental Summary Report from the list of departmental reports. ➤ User Manual Page 11
    • Chapter 2: Departmental Financial Reports 4. Sign on to the Data Mall database: Ÿ In the User Name and Password fields, enter your Data Mall userid and password, respectively. Ÿ In the Database field, enter amal. Ÿ Click the Submit button. 5. The Department Summary report query panel displays. 6. In the Home Department field, enter the 3-digit code for the department for which you wish to generate Department Summary Reports. Page 12 University Financial Reporting
    • Department Summary Reports 7. In the Month End Date field, enter a date in mm/dd/yyyy format. To generate a report for the current month, enter a date in the current month; the resulting report will include data for the month, up to the date entered. To generate a report for a prior month, enter any date within that month; the resulting report will include data for the entire month. 8. Choose the type of report to generate from the Layout drop-down list. Valid values are Expense and Revenue. There are different layouts for the Department Summary Report, which depend on whether the project grants displayed are ‘Expense’ project grants or ‘Revenue’ project grants. Selecting one format or the other will restrict the display to only those respective project grants types. By default, the Expense project grant format is displayed; if you wish to display Revenue project grants owned by a home department, choose Revenue from the Category drop-down list. Note: Not all home departments have revenue project grants associated with them. 9. Press the Submit Query button to display the report. To erase the criteria in both the Home Department and Report Date fields, click the Reset button. 10. The Department Summary Report for the department and month selected is displayed. The following sections describe the Department Summary Expense and Revenue reports. User Manual Page 13
    • Chapter 2: Departmental Financial Reports The Department Summary Expense Report (DSR-E) The following figure is an example of the Department Summary Expense Report. Report Header Report Body Figure 4: Department Summary Expense Report (DSR-E) The Report Header The Department Summary Expense Report (DSR-E) header identifies: Ÿ Report name and report id Ÿ Run date and time Ÿ Department code and name Ÿ Month and year Ÿ Whether the report data is Preliminary (the month is not closed) or Final (the month has been closed) Note: If a user has not been granted full access to all of the project grants for the department, only those project grants that he or she has access to will be displayed. The totals and subtotals displayed will therefore not reflect the department’s all-inclusive totals. Page 14 University Financial Reporting
    • Department Summary Reports The Report Body The body of the Department Summary Expense Report is tabular in format and consists of nine columns. The following figure shows an example of a Department Summary Expense Report; a description of each of the data columns follows the illustration. Tip! Click on the project grant number in the first column of any individual DSR line to display the Project Grant Statement for the project grant. To return to the DSR from the Project Grant Statement, click the Back button. Pressing the Back button from the DSR returns you to the DSR query panel, where you can enter a new project grant and/or date details a generate a new DSR. Data Column Heads Figure 5: Department Summary Expense Report (DSR-E) Project Grant – The 7-digit project grant code for expense project grants that are ‘owned’ by the department and that you have access to. The project grants are sorted by code within subtotal groups, within fund code. Status – The Status indicates the current status of the project grant. Valid values are: A Active I Inactive User Manual Page 15
    • Chapter 2: Departmental Financial Reports Active project grants may accept encumbrances for purchase requisitions or orders, or commitments for salaries or graduate student support, or journal charges of any kind on the general ledger. An inactive project grant is considered closed to further posting. Project Grant Name – The name of each project grant. Spending Authority – The Spending Authority is typically the amount of funds authorized for each project grant. It includes all types of revenue received or posted during the related fiscal year of this report plus the net ending balance from the previous fiscal year. It is all transactions coded with Account 101 and 104-199. Revenues can include budget allocations, investment earnings distributions, income, revenue transfers, deposits, etc. Revenues do not include sponsored project awards amounts not yet posted to the project on the General Ledger. Expenses FY To Date – The net amount of expenses paid and recorded to each project during the related fiscal year of this report. It includes both true expenses (positive) and refunds (negative). It is all transactions coded with Account 200-399. Balance – The amount calculated as the Spending Authority minus Expenses. This amount is sometimes referred to as the ‘cash’ balance since it does not include Encumbrances. PCT – The calculation of Expenses as a percent of Spending Authority. Encumbrances & Pending Expenses – The total amount of ‘planned’ expenses approved but not yet paid plus any expenses entered but not yet posted. Encumbrances include amounts related to approved purchases orders that have been budget checked but not yet invoiced. Pending expenses include amounts of encumbrances liquidated and/or vouchers entered but not yet posted as Expenses. Page 16 University Financial Reporting
    • Department Summary Reports Unencumbered Balance – The amount calculated as the Balance minus Encumbrances & Pending Expenses. The is the true amount of spending authority, funds, budget, etc. that has not been spent or committed to be spent already. It is sometimes referred to as the ‘free’ balance. The Department Summary Revenue Report (DSR-R) The following figure is an example of the Department Summary Revenue Report. Report Header Report Body Figure 6: Department Summary Revenue Report (DSR-R) The Report Body The body of the Department Summary Report - Revenue (DSR-R) is tabular in format and consists of seven columns. The following figure shows an example of a Department Summary Revenue Report; a description of each of the data columns follows the illustration. Tip! Click on the project grant number in the first column of any individual DSR line to display the Project Grant Statement for the project grant. To return to the DSR from the Project Grant Statement, click the Back button. Pressing the Back button from the DSR returns you to the DSR query panel, where you can enter a new project grant and/or date details a generate a new DSR. User Manual Page 17
    • Chapter 2: Departmental Financial Reports Figure 7: Department Summary Revenue Report (DSR-R) Project Grant – The 7-digit project grant code for revenue project grants that are ‘owned’ by the department and that you have access to. The project grants are sorted by code within subtotal groups, within fund code. Status – The Status indicates the current status of the project grant. Valid values are: A Active I Inactive Active project grants may accept revenue amounts. An inactive project grant is considered closed to further posting. Project Grant Name – The name of each project grant. Estimated Revenue – The Estimated Revenue is typically the amount of revenue each project grant is estimated to collect. It includes all types of revenue received or posted during the related fiscal year of this report, plus the net ending balance from the previous fiscal year. It is all transactions coded with Account 000, 101. This column includes budget allocations that are coded 000. Page 18 University Financial Reporting
    • Department Summary Reports Revenues FY to Date – The net amount of all revenues recorded to each project during the related fiscal year of this report. It is all transactions coded with Account range 110 - 199. Balance To Be Collected – The amount calculated as the Estimated Revenue minus the Revenues FY to Date. PCT – The calculation of Revenues FY to Date as a percent of Estimated Revenues. Printing Department Summary Reports Once generated, a Department Summary Report can be printed by selecting File, Print from the browser window menu bar. User Manual Page 19
    • Chapter 2: Departmental Financial Reports Project Grant Statement Reports The Project Grant Statement Reports display both summary and monthly detail information for a specific project grant. There are three variations of this report, which are based on whether the project grant being displayed is an expense or a revenue project grant and whether the project grant is a sponsored project. The appropriate report for the type of project grant entered will automatically display. Following is a list of the Project Grant Statement Reports: Ÿ Expense (PGS-E; non-sponsored projects) Ÿ Expense (PGS-S; sponsored projects) Ÿ Revenue (PGS-R) Accessing Project Grant Statement Reports The procedure in this section steps you through the process of generating the Project Grant Statement for expense and revenue project grants. Tip! The Project Grant Statement can also be accessed from the Departmental Summary Report (DSR) by clicking on the Project Grant number in the first column of any individual DSR line. To return to the DSR from the Project Grant Statement, click the Back button. ü To access the Project Grant Statement Reports: 1. Log on to the Data Mall as described in “Accessing the Financial Data Stores”, on page 4. 2. Select Departmental Reports from the list of University Financials data stores. 3. Select Project/Grant Statement from the list of departmental reports. Page 20 University Financial Reporting
    • Project Grant Statement Reports ➤ 4. Sign on to Data Mall database: Ÿ In the User Name and Password fields, enter your Data Mall userid and password, respectively. Ÿ In the Database field, enter amal. Ÿ Click the Submit button. User Manual Page 21
    • Chapter 2: Departmental Financial Reports 5. The Project Grant Statement report query panel displays. 6. In the Project Grant ID field, enter the 7-digit project grant code for the project grant you wish to display. 7. In the Report Date field, enter a date in mm/dd/yyyy format. To generate a report for the current month, enter a date in the current month; the resulting report will include data for the month, up to the date entered. To generate a report for a prior month, enter any date within that month; the resulting report will include data for the entire month. 8. Click the Submit Query button to display the report. To clear the data in the Project Grant ID and Report Date fields, click the Reset button. 9. The Project Grant Statement for the project grant and month selected is displayed. Page 22 University Financial Reporting
    • Project Grant Statement Reports The Project Grant Statement - Expense Reports There are four sections to the Project Grant Statement – Expense (PGS-E and PGS-S) reports. The sections are: Ÿ Header Ÿ YTD Summary Ÿ For The Month summary Ÿ Current Month Transaction The following figure is an example of the Project Grant Statement Expense Report for a non-sponsored project, which is otherwise known as the PGS-E report. Header Figure 8: Project Grant Statement Expense Report (PGS-E) The Report Header The report header for the PGS-E and PGS-S reports provides general project information that relates to all project grants and includes the following information: Ÿ Report name and report id Ÿ Run date and time Ÿ 7-digit project grant code and project name Ÿ Project manager (Principal Investigator for sponsored projects) User Manual Page 23
    • Chapter 2: Departmental Financial Reports Ÿ Month and year displayed and whether the data is Preliminary (month is open) or Final (month is closed) Ÿ Department code and name of the owning department (the department assigned ownership of the project) Ÿ Project/grant period (Begin-End dates; for sponsored projects, this funding end date may be an interim funding date prior to the COEUS anticipated end date below) Ÿ Project status (Active or Inactive) Ÿ Project fund code Ÿ Overhead code and overhead rate Additional Header Details for Sponsored Project Grants If the project grant has been categorized as a sponsored project, four additional fields are displayed in the header section, as follows. Sponsored Project Grant Header Details Figure 9: Sponsored Project Grant Statement Expense Report (PGS-S) As of the month reported – Ÿ Budget Period Ÿ Obligated Total Award Amount (the total award amount the sponsor is obligated for) As of the report run date – Ÿ Anticipated End Date (from COEUS: end of a sponsored project) Page 24 University Financial Reporting
    • Project Grant Statement Reports Ÿ Anticipated Total Award Amount (from COEUS: for sponsored projects, this is the anticipated total amount awarded which may be more than the current spending authority or obligated total award) The Anticipated End Date and Anticipated Total Award Amount header details are extracted from the COEUS system and are not stored in the Financial system or the Financial Data Mall. The YTD Summary The YTD Summary section at the left of the report includes summary information on the project’s spending authority, year-to-date (YTD) revenues, YTD expenses, cash balance, encumbrances and pending expenses, and unencumbered balance. YTD Summary Figure 10: PGS-E Report - YTD Summary Net Prior Year Bal– The ending Balance amount from the previous fiscal year. It is all transactions coded with Account 101 in the year of the report. Revenues FY to Date– The amount of all types of revenue received or posted during the related fiscal year of this report. It is all transactions coded with Account 104-199. Revenues include budget allocations, investment earnings distributions, income, revenue transfers, deposits, etc. User Manual Page 25
    • Chapter 2: Departmental Financial Reports Spending Authority– This amount is the sum of the Net Prior Year Balance amount and the Revenues amount. Expenses FY To Date – The net amount of expenses paid and recorded during the related fiscal year of this report. It includes both true expenses (positive) and refunds (negative). It is all transactions coded with Account 200-399. Balance – The amount calculated as Net Prior Year Balance plus Revenues FY To Date minus Expenses FY To Date. This amount is sometimes referred to as the ‘cash’ balance since it does not include Encumbrances. Encumbrances – The total amount of ‘planned’ expenses approved but not yet paid. This includes amounts related to approved purchase orders that have been budget checked but not yet invoiced. Note: Negative YTD balances display in red. Pending Expenses – The amount of encumbrances liquidated and/or vouchers entered but not yet posted as Expenses. Unencumbered Balance – The amount calculated as the Balance minus Encumbrances minus Pending Expenses. The is the true amount of spending authority, funds, budget, etc. that has not been spent or committed to be spent already. It is sometimes referred to as the ‘free’ balance. Note: Negative unencumbered balances display in red. Page 26 University Financial Reporting
    • Project Grant Statement Reports For The Month The For The Month summary to the right of the YTD Summary provides information specific to the month to which the report data applies. It contains summarized amounts of Total Monthly Revenue and Total Monthly Expenses for the month displayed. For the Month summary The beginning and month-to-date balances are also displayed. The beginning monthly balance is the ending balance from the previous month except for Fund 10, in which case the beginning balance at the start of a fiscal year is always zero. Note: The Balance in the For The Month section should always equal the Balance amount in the Summary section. Negative For the Month balances will display in red. Current Month Transactions The Current Month Transactions section lists two types of transactions, Journal Entry and AP Journal Summary transactions. Both types begin with the transaction date, the department that initiated the transaction, and the account code fields sorted by account and then date. Note: In this section of the report, credit amounts (increase the three balances) are negative while debit amounts are debits (decrease the three balances) are positive. User Manual Page 27
    • Chapter 2: Departmental Financial Reports Journal entry transactions are those that originate within the PeopleSoft General Ledger module or those that are loaded from ‘feeder’ systems outside of PeopleSoft Financial (such as Telephone or Labor Accounting systems). After the account column, the Journal Entry transaction listing continues with a description field, journal ID, journal line number, journal header reference, and finally the transaction amount. The following figure shows an example of the Current Month Transactions section for a Project Grant Statement Report. Figure 11: Project Grant Statement - Current Month Transactions Journal Date – This is the date of the journal and determines which accounting period a transaction is reported in. It is not necessarily the date the transaction was posted. Account – The three-digit expense or income type code. These codes cross departmental boundaries and are the same for the whole University. Some examples would be account code 220, Material & Supplies, 245 Postage, and 289 Indirect Cost Allocation. You may look up the names of account codes by using the Data Mall store University Financial, Chartfields, Browse – Account Codes. Amount – The amount of the transaction. Page 28 University Financial Reporting
    • Project Grant Statement Reports Description – This is the journal line description keyed in at the time the journal is generated. Some feeder system may generate generic descriptions. Initiating Dept – The three-digit code of the department that initiated, started, or generated the journal transaction. For example, copier charges would be generated by the Copier Center which is department code 518. Charges from the Printing & Mailing department would be coded 882. The names of initiating departments may be looked up by the department code by using the Data Mall store University Financial, Chartfields, Browse – Organization Codes. Journal ID – A system generated 10-digit journal identifier. Can be used to uniquely identify a journal especially an electronic II (eII). Journal Line – A system generated journal line identifier. Together with the Journal ID, can be used to uniquely identify a journal line. Journal Header Reference – A Journal six-character code that is assigned by the Controller’s Office to identify a particular class of journal. Some examples include J00021 for biweekly payroll journals, J00080 are copier charges journals, and J00142 are TigerNet charge journal entries. AP Journal Summary AP (Account Payable) journals are generated by the PeopleSoft Payables module and represent changes for purchase orders, miscellaneous, travel, and other AP invoices. After the account column, the AP Journal Summary listing continues with either the name of the vendor, employee, or the student, journal ID, voucher ID, purchase order number, and finally the transaction amount. The following figure shows an example of AP Journal Summary section of a Project Grant Statement Report. User Manual Page 29
    • Chapter 2: Departmental Financial Reports Figure 12: Project Grant Statement - AP Journal Summary Journal Date – This is the date of the journal and determines which accounting period a transaction is reported in. It is not necessarily the date the transaction was posted. Account – The three-digit expense type code. These codes cross departmental boundaries and are the same for the whole University. Some examples would be account code 220 for Material & Supplies, 275 for Domestic Travel, and 287 for Equipment. You may look up the names of account codes by using the Data Mall store University Financial, Chartfields, Browse – Account Codes. Amount – The amount of the transaction. Vendor/Employee/Student – This is the name of the payee or vendor. Page 30 University Financial Reporting
    • Project Grant Statement Reports Initiating Dept – The three-digit code of the department that initiated, started, or generated the journal transaction. For example, copier charges would be generated by the Copier Center which is department code 518. Charges from the Printing & Mailing department would be coded 882. The names of initiating departments may be looked up by the department code by using the Data Mall store University Financial, Chartfields, Browse – Organization Codes. Voucher ID – Individual vouchers or ‘requests to pay’ are assigned a system generated unique eight-digit voucher ID. POID (Purchase Order Number) – If the voucher is paying a receipt from a purchase order, the system generated 10-digit PO number is displayed. Otherwise, this field is blank. The Project Grant Statement Expense Report Drills Drills provide additional information about a specific detail line in a report. Drills may contain more than one line if the underlying drill detail has multiple occurrences. For example multiple item drill lines paid by one voucher transaction. Drills from reports are not intended to provide downloads. To download report data to a spreadsheet, use the related Data Mall financial store browse. Journal Entry Drill Note: Clicking anywhere on a line displays the journal entry drill information. System Source – The system that is the source for a particular transaction. This could be the PeopleSoft Financial system itself in which case the source would be coded ONL for ‘online entry’. The source could also be from other systems such as LIB (Library), A&E (Assets & Equity), PPL (Plasma Physics Lab), DS (Dining Services) systems. User Manual Page 31
    • Chapter 2: Departmental Financial Reports Posted date – This is the date the transaction is actually posted. This may different from the Journal Date on the report. For example, during the fiscal year close, the Journal Date may be 6/30/xx but the transaction was posted 7/5/xx. Optional 1 and Optional 2– A 15-character text field whose data is entered at the time a transaction is initiated and may be used by a department for special reporting purposes. AP Journal Line Drill System Source – The system that is the source for a particular transaction. This could be the PeopleSoft Financial system itself in which case the source would be coded ONL for ‘online entry’. The source could also be from other systems such as LIB (Library), A&E (Assets & Equity), PPL (Plasma Physics Lab), DS (Dining Services) systems. Posted date – This is the date the transaction is actually posted. This may different from the Journal Date on the report. For example, during the fiscal year close, the Journal Date may be 6/30/xx but the transaction was posted 7/5/xx. Optional 1 and Optional 2– A 15-character text field whose data is entered at the time a transaction is initiated and may be used by a department for special reporting purposes. AP Item Description – The item description(s) of the item(s) paid for by the voucher on the detail line. Invoice Id - The vendor’s invoice number, as indicated on the vendor’s bill. Invoice date – This is the vendor’s invoice date that appears on the vendor’s bill. Page 32 University Financial Reporting
    • Project Grant Statement Reports Vendor Id – The vendor id of the vendor named in the detail line. For employee and student payees, this would be their PUid. AP journal Id - A system generated 10-digit journal identifier. Can be used to uniquely identify a journal. All AP journal id codes begin with ‘AP’. Encumbrance Drill PO The purchase order number. Ln The purchase order line item number. Sch The purchase order schedule number. DL The purchase order distribution line number. Acct The 3-digit account code associated with the distribution line. Encumbered The original amount encumbered. Liquidated The order-to-date amount paid or liquidated. Remaining The outstanding encumbrance remaining amount is calculated as the Encumbered amount minus the Liquidated amount. Vendor The vendor number for the vendor fulfilling the purchase order. User Manual Page 33
    • Chapter 2: Departmental Financial Reports Item The item description on the purchase order. Dist Ln Status The status of the distribution line (for example, Open or Closed). The Project Grant Statement - Revenue Report (PGS-R) The Project Grant Statement Revenue report (PGS-R) is comprised of the following sections: Ÿ Header Ÿ YTD Summary Ÿ For The Month summary Ÿ Current Month Transaction The following figure is an example of the Project Grant Statement Revenue report. Figure 13: Project Grant Statement Revenue Report (PGS-R) Page 34 University Financial Reporting
    • Project Grant Statement Reports The Report Header The report header for the PGS-R report provides general project information and includes the following information: Ÿ Report name and report id Ÿ Run date and time Ÿ 7-digit project grant code and project name Ÿ Month displayed and whether the data is Preliminary (month is open) or Final (month is closed) Ÿ Department code and name of the owning department (the department assigned ownership of the project) Ÿ Overhead code and overhead rate (always zero for a revenue P/G) Ÿ Project fund code Ÿ Project period (Begin-End dates) Ÿ Project Status (Active or Inactive) Ÿ Project Manager The YTD Summary The YTD Summary of the report includes summary information on any anticipated revenues brought forward from the previous fiscal year, the project grant’s estimated or budget revenue, year-to-date (YTD) revenues, a balance, the pending revenue amount, and the outstanding collection amount. YTD Summary User Manual Page 35
    • Chapter 2: Departmental Financial Reports Net Prior Year Balance - The ending Balance amount from the previous fiscal year. It is all transactions coded with Account 101 in the year of the report. Budget FY To Date - The amount of revenue from all sources that has been budgeted or that is expected to be received by the end of the fiscal year. Estimated Revenue – The sum of the Net Prior Year Balance amount and the FY Budgeted Revenue amount. Revenues FY To Date – The amount of revenue from all sources that has been posted YTD. Balance – Calculated by Total Estimated Revenue minus Revenue FY To Date. For the Month The For The Month summary to the right of the YTD Summary contains summarized amounts of Total Monthly Budget and Total Monthly Revenue posted for the displayed month. For the Month summary The beginning and month-to-date balances are also displayed. The beginning balance is the ending balance from the previous month. Page 36 University Financial Reporting
    • Project Grant Statement Reports Note: The Balance in the For The Month section should always equal the Balance amount in the YTD Summary section. Current Month Transactions The Current Month Transaction section contains Journal Entry transactions. Journal transactions begin with the transaction date, the department that initiated the transaction, and the account code fields sorted by account and then date. After the account column, the Journal Entry transaction listing continues with a description field, journal ID, journal line number, journal header reference, and finally the transaction amount. Journal Date – This is the date of the journal and determines which accounting period a transaction is reported in. It is not necessarily the date the transaction was posted. Account – The three-digit expense or income type code. These codes cross departmental boundaries and are the same for the whole University. You may look up the names of account codes by using the Data Mall store University Financial, Chartfields, Browse – Account Codes. Amount – The amount of the transaction. User Manual Page 37
    • Chapter 2: Departmental Financial Reports Description – This is the journal line description keyed in at the time the journal is generated. Initiating Dept – The three-digit code of the department that initiated, started, or generated the journal transaction. The names of initiating departments may be looked up by the department code by using the Data Mall store University Financial, Chartfields, Browse – Organization Codes. Journal ID – A system generated 10-digit journal identifier. Journal Line – A system generated journal line identifier. Together with the Journal ID, can be used to uniquely identify a journal line. Journal Reference – A Journal six-character code that is assigned by the Controller’s Office to identify a particular class of journal. The Project Grant Statement Revenue Report Drills Drills are intended to provide additional online information that is specific to a single detail line on a report. Drills may contain more than one line if the underlying drill detail has multiple occurrences. For example multiple item drill lines paid by one voucher transaction. Drills from reports are not intended to provide downloads. To download report data to a speadsheet, use the related Data Mall financial store browse. Journal Entry Drill The Journal Entry drill for the PGS-R report is the same as that for the Project Grant Statement Expense reports (PGS-E and PGS-S reports). For details about the Journal Entry drill, refer to “Journal Entry Drill”, on page 31. Printing Project Grant Statement Reports Once generated, a Project Grant Statement Report can be printed by selecting File, Print from the browser window menu bar. Page 38 University Financial Reporting
    • Sponsored Project Report Sponsored Project Report The Sponsored Project Report displays summary data, by budget category, for a specific sponsored project. Accessing the Sponsored Project Report The procedure in this section steps you through the process of generating the Sponsored Project Report (SPR). ü To access the Sponsored Project Report: 1. Log on to the Data Mall as described in “Accessing the Financial Data Stores”, on page 4. 2. Select Departmental Reports from the list of University Financials data stores. 3. Select Sponsored Project Report from the list of departmental reports. ➤ 4. Sign on to the Data Mall database: Ÿ In the User Name and Password fields, enter your Data Mall userid and password, respectively. Ÿ In the Database field, enter amal. User Manual Page 39
    • Chapter 2: Departmental Financial Reports Ÿ Click the Submit button. 5. The Sponsored Project Report query panel displays. 6. In the Project Grant ID field, enter the 7-digit project grant code for the project grant you wish to display. 7. In the Report Date field, enter a date in mm/dd/yyyy format. To generate a report for the current month, enter a date in the current month; the resulting report will include data for the month, up to the date entered. To generate a report for a prior month, enter any date within that month; the resulting report will include data for the entire month. 8. Click the Submit Query button to display the report. To clear the values in the Project Grant ID and Report Date fields, click the Reset button. 9. The Sponsored Project Report for the specified project grant and month displays. Page 40 University Financial Reporting
    • Sponsored Project Report The Sponsored Project Report (SPR) The following figure is an example of the Sponsored Project Report (SPR). Figure 14: Sponsored Project Report (SPR) The Report Header The Sponsored Project Report header provides general project information and includes the following: Ÿ Report name and report id Ÿ Run date and time Ÿ 7-digit project grant code and project name Ÿ Project manager (Principal Investigator) Ÿ Month and year displayed and whether the data is Preliminary (the month is open) or Final (month is closed) Ÿ Department code and name of the owning department (the department assigned ownership of the project) Ÿ Project status (Active or Inactive) Ÿ Project fund code Ÿ Overhead code and overhead rate User Manual Page 41
    • Chapter 2: Departmental Financial Reports Ÿ Project/grant period (Begin-End dates; for sponsored projects, this funding end date may be an interim funding date prior to the COEUS anticipated end date below) As of the month reported – Ÿ Budget period Ÿ Obligated to date amount (the total award amount the sponsor is obligated for) As of the report run date – Ÿ Anticipated end date (from COEUS: End of a sponsored project) Ÿ Anticipated total award amount (From COEUS: For sponsored projects, this is the anticipated total amount awarded which may be more than the current spending authority or obligated total award) The Report Body After the heading, there are seven columns; a budget category description, the current month expenses, the project inception to date expense amount, spending authority, balance, commitments and pending expenses, and the unencumbered balance. Page 42 University Financial Reporting
    • Sponsored Project Report Description – Sponsored project budget categories are listed down the lefthand side of the report. The categories are grouped and subtotaled into salary related items, non-salary related items, other direct costs, and indirect costs. Subtotals for modified total direct costs, and total direct costs are also displayed. Finally, there is a total cost project total. For projects that do not allocated budget to individual line items, there is a line for unallocated direct cost budget. Current Month – The net amount of expenses paid and recorded related to the month of this report. It includes both true expenses (positive) and refunds (negative). It is all transactions coded with Account 200-399. Inception To Date – Same as the current month except the amounts reflect expenses since the inception of the project. Spending Authority – This is usually the amount of funds each project grant is authorized to spend. It includes all types of revenue received or posted during the related fiscal year of this report plus the net ending balance from the previous fiscal year. It is all transactions coded with Account 101 and 104-199. Revenues can include budget allocations, investment earnings distributions, income, revenue transfers, deposits, etc. Spending authority does not include sponsored project awards amounts not yet posted to the project on the General Ledger (The difference between the Anticipated Total Award and the Obligated To Date amounts). Balance – The amount calculated as the Spending Authority minus Inception To Date amount. This amount is sometimes referred to as the ‘cash’ balance since it does not include Encumbrances or Pending Expenses. Encumbrances & Pending Expenses – The total amount of ‘planned’ expenses approved but not yet paid plus any expenses entered but not yet posted. Encumbrances include amounts related to approved purchases orders that have been budget checked but not yet invoiced. Pending expenses include amounts of encumbrances liquidated and/or vouchers entered but not yet posted as Expenses. User Manual Page 43
    • Chapter 2: Departmental Financial Reports Unencumbered Balance – The amount calculated as the Balance minus Encumbrances & Pending Expenses. The is the true amount of spending authority, funds, budget, etc. that has not been spent or committed to be spent already. It is sometimes referred to as the ‘free’ balance. Printing Sponsored Project Reports Once generated, a Sponsored Project Report can be printed by selecting File, Print from the browser window menu bar. Page 44 University Financial Reporting
    • Batch Printing A Batch Reporting and Printing…46 Batch Printing a Range of Project Grant Reports…47 Generating the Report Files…47 Printing the Report Files…50 Reusing a Run Control…51 Quick Steps…53 User Manual Page 45
    • Appendix A: Batch Printing Batch Reporting and Printing A batch reporting utility was developed to provide a means for you to create multiple Project Grant Statement (PGS) report files, using a single request (a batch of reports can be created for any month beginning with July of 1998). The batch process creates a PGS report file for every project grant in the range you specify, for which transaction activity has occurred during the month specified. These report files are then sent to a printer in a batch print job. The PGS reports produced using the batch process are identical to those created from the Data Mall in that they include data from the Data Mall, which is extracted from the University Financial system on a nightly basis. The batch reports are intended for printing and, therefore, do not include the drill-down capability that is customarily provided in the online view of the same report. Note: PGS reports generated using the batch report process are assigned a Report ID of ZGLS9005. Page 46 University Financial Reporting
    • Batch Printing a Range of Project Grant Reports Batch Printing a Range of Project Grant Reports Batch printing is a two-phase process that involves: ² generating the individual report files from within PeopleSoft, and ² sending the files (which are saved to C:PSTEMP) to a printer as a batch print job. The following sections describe how to generate and then batch print a range of Project Grant Statement report files. Note: To run the batch print process, you must have access to the DataMall and the Financial Departmental Reports. As with online reporting from the DataMall, reports will only be created for the project grants to which you have been granted access. Generating the Report Files The first step in batch printing project grant reports is to generate the report files. This portion of the batch process is performed from within the Peoplesoft Financial system. ü To print a range of Project Grant Statement reports: 1. Log onto the PeopleSoft Financial system. 2. Select Go, Process Financial Information, Review Financial Information from the menu bar. The Review Financial Information window displays. 3. Select Report, Project Grant Statement, Add from the menu bar. The Add Run Control dialog box displays. User Manual Page 47
    • Appendix A: Batch Printing 4. In the Run Control ID field, enter a name for the run control and click the OK button. Valid values are at most 30 characters in length and cannot include spaces or forward (/) slashes. Figure 3: Add Run Control Dialog Tip! To effectively reuse run controls, choose meaningful run control names that indicate the report and/or reporting parameters used. For example, you may choose Batch_Print to name a run control to use for batch printing. Refer to “Reusing a Run Control”, on page 51, for instructions on using existing run controls. 5. The Run Control parameters for the Project Grant Statement display. Enter or choose the appropriate parameters from the drop-down lists: Figure 6: Project/Grant Stmt Run Control Parameters Ÿ In the Calendar Month field, enter or select a month for which to generate PGS reports. Ÿ In the Calendar Year field, enter a calendar year in yyyy format. Valid values are any year from 1998 to the current year. Note: When specifying a date, please be aware that July 1998 is the first month for which PGS data is available. Page 48 University Financial Reporting
    • Batch Printing a Range of Project Grant Reports Ÿ In the Project From and Project To fields, enter the beginning and ending 7-digit project grant numbers for the range of project grants reports you wish to generate. For example, to capture the data for all project grants in the 1000 series for department 836 you would enter 8361001 and 8361999. Ÿ Click the Save button to save the run control parameters. 6. When all reporting parameters have been entered, click the Run button to initiate the process. 7. The Process Scheduler Request panel displays; verify the Scheduler field values and select the type of reports to generate: Ÿ Run Location, Output Destination, and Run Date/Time fields default to the appropriate values for batch printing: ú Run Location is set to Client; ú Output Destination is set to File; and ú Date and Time fields are set to the current date and time (which causes the report process to run immediately). Ÿ From the Process List, select the type of Project Grant Statement reports you wish to run: Expense or Income. User Manual Page 49
    • Appendix A: Batch Printing 8. When you finish scheduling the report, click the OK button to start the batch reporting process. An SQR application runs in the background (as indicated by the SQR indicator in the status bar) and generates the appropriate report files based on the month, year, and project grant range you specified. The report files are then saved to the C:PSTEMP folder on your hard drive. When the SQR process finishes, the portion of the batch reporting process that occurs from within PeopleSoft Financials is complete. At this time, you may log off of the PeopleSoft Financials system if you wish. Printing the Report Files The second and final phase of the batch print process is to send the Project Grant Statement files that were created in the first step (as described in “Generating the Report Files” on page 47) to the printer. ! Important! The batch process automatically deletes the report files once they are printed. If you wish to save any of the report files, you must copy the files to a directory other than C:PSTEMP. ü To print the Project Grant Statement report files: 1. Select Programs, PeopleSoft Applications, Deptl Fin Rpts Print from the Start menu. 2. The Print dialog box displays. (A sample Windows 2000 Print dialog is shown in the following figure.) Select the printer to print to Enter the number of copies to print Page 50 University Financial Reporting
    • Batch Printing a Range of Project Grant Reports Tip: On Windows 2000 Ÿ From the Select Printer list, select the printer to print the reports to. machines, click Find Printer to search for and select a printer that is not Note: For Windows NT machines, select the printer from the in the current Select Name drop-down list on the Print dialog. Printer list. Ÿ If you would like multiple copies of the reports, in the Number of Copies field, enter or select the number of copies to print. Ÿ Click the Print button. After the reports are printed, all of the PGS report files in C:PSTEMP are deleted from the directory. ! Important! If the print process is interrupted or cancelled for any reason, please be aware that the print files in the C:PSTEMP directory will not be deleted. In this situation, you must delete the files manually if you want them removed from your system. Reusing a Run Control When running the Project Grant Statement report in PeopleSoft Financials, you may choose to reuse a Run Control previously created for the purpose of printing batch reports, rather than create a new one. ü To reuse a Run Control when creating report files: 1. Log onto the PeopleSoft Financial system and navigate to the Review Financial Information window (as described in Steps 1 and 2 of the procedure Generating the Report Files, on page 47.) 2. Select Report, Project Grant Statement, Update/Display from the menu bar. The Update/Display Run Control dialog box displays. User Manual Page 51
    • Appendix A: Batch Printing 3. In the Run Control ID field, enter the name of the Run Control ID you wish to use. Tip! You may optionally select the Run Control name from the Run Control list; to populate this list with the names of existing Run Controls, click the Search button. 4. Click the OK button. The Run Control parameters display. Verify the parameters and complete the process for creating the batch files as described in Steps 5 through 8, beginning on page 48. Page 52 University Financial Reporting
    • Quick Steps Quick Steps The following steps are the ‘Quick Steps’ used to generate and print a range of Project Grant Statement reports using the batch printing process. The first set of steps shows how to create a range of Project Grant report files from within PeopleSoft Financials. The second set of steps shows how to print these files. Generating a Range of Project Grant Report Files 1. Log onto the PeopleSoft Financial system. 2. Select Go, Process Financial Information, Review Financial Information. 3. Select Report, Project/Grant Statement and then Add (to create a new run control) or Update/Display (to use an existing run control). 4. Enter or select the name of the appropriate Run Control ID to use. 5. Enter or verify the report parameters: • In Calendar Month and Calendar Year, enter the month and year from which to collect project grant data. • In Project From and Project To fields, enter the 7-digit beginning and ending project grant numbers for the range of project grants to print, respectively. 6. Click the Run button. 7. Verify the Run Location, Output Destination, and Run Date/Time fields values: • Run Location is set to Client; • Output Destination is set to File; and • Date and Time fields are set to the current date and time (which causes the report process to run immediately). 8. From the Process List, select the type of Project Grant Statement reports you wish to run: Expense or Income. 9. Click the OK button. User Manual Page 53
    • Appendix A: Batch Printing Printing the Project Grant Report Files 1. From the Start menu, select Programs, PeopleSoft Applications, Deptl Fin Rpts Print. 2. From the Select Printer list, select the printer you wish to print to. Note: For Windows NT machines, select the printer from the Name drop-down list on the Print dialog. 3. To print multiple copies, enter the number of copies to print in the Number of Copies field. 4. Click the Print button. Page 54 University Financial Reporting
    • System Codes B Fund Codes…56 Account Codes…58 User Manual Page 55
    • Appendix B: System Codes Fund Codes The following table summarizes the fund codes that are used when completing requisitions and direct purchase orders. Fund No. Description… 10 General Funds 11 General Funds-Oper MM 20 Restricted Funds 40 Non-Government Sponsored Funds 60 Government Sponsored Funds 80 Plant Funds 99 Other To satisfy budget checking, the specified fund code and project grant number must match. The correct fund code to use is derived from the first four digits of a project grant number, as illustrated in the following table. Project Grant Number th First 4 Digit 3 digits 1 2 3 4 5 6 7 8 9 0 001-025 99 99 99 99 99 99 99 99 99 99 026-037 10 10 10 10 10 10 10 10 10 10 038-069 99 99 99 99 99 99 99 99 99 99 070 80 80 80 80 80 80 80 80 80 80 071-076 99 99 99 99 99 99 99 99 99 99 077-079 80 80 80 80 80 80 80 80 80 80 080-090 99 99 99 99 99 99 99 99 99 99 091-099 80 80 80 80 80 80 80 80 80 80 100-499 10 20 99 40 99 60 99 80 99 99 500-599 99 99 99 40 99 60 99 99 99 99 600-759 10 20 99 40 99 60 99 80 99 99 760-769 11 11 11 11 99 11 99 80 99 99 770-999 10 20 99 40 99 60 99 80 99 99 The following procedure demonstrates how to use this table to determine the correct fund code for the project grant number you are charging. Page 56 University Financial Reporting
    • Fund Codes ü To determine the correct fund code: 1. Identify the first three digits of the project grant number you are charging, and locate the table range in the first column that contains this number. For example, the first three digits for project grant number 1264020 are 126. Therefore, row 100-499 is the correct row. ➤ 100-499 10 20 99 40 99 60 99 80 99 99 2. Locate the column heading that corresponds to the fourth digit (or thousandths position) of the project grant number. For example, for project grant number 1264020, the thousandths position is 4. 3. Find the intersection of the column and row to determine the correct fund code for the project grant number being charged. As shown in the following table, the correct fund code for our sample project grant code is 40. Project Grant Number th First 4 Digit 3 digits ➤ ➤ ➤ ➤ 1 2 3 4 5 6 7 8 9 0 001-025 99 99 99 99 99 99 99 99 99 99 026-037 10 10 10 10 10 10 10 10 10 10 038-069 99 99 99 99 99 99 99 99 99 99 070 80 80 80 80 80 80 80 80 80 80 071-076 99 99 99 99 99 99 99 99 99 99 077-079 80 80 80 80 80 80 80 80 80 80 080-090 99 99 99 99 99 99 99 99 99 99 091-099 80 80 80 80 80 80 80 80 80 80 ➤ 100-499 10 20 99 40 99 60 99 80 99 99 500-599 99 99 99 40 99 60 99 99 99 99 600-759 10 20 99 40 99 60 99 80 99 99 760-769 11 11 11 11 99 11 99 80 99 99 770-999 10 20 99 40 99 60 99 80 99 99 User Manual Page 57
    • Appendix B: System Codes Account Codes The following table summarizes the Account Codes used by the Princeton University Treasurer’s Office. The accounts marked with an asterisk (for example, accounts 220-229) denote account codes that are frequently used in Purchasing and by department users. Account # Description 000 DO NOT USE; Estimated Revenue 100 General Ledger Credits 101 Closing Account 104 DO NOT USE; Bud Adj to Close 105 DO NOT USE; Initial Budget 106 DO NOT USE; Suppl Bud from 060 107 DO NOT USE; Bud Trans w/in Div 108 DO NOT USE; Bud Adj, Restricte 109 DO NOT USE; Bud Trans Acr Div 110 Endow Income , Invest Income 111 Trust Income 112 Interest Income 113 Gas & Oil Income 120 Tuition & Fees - Student 121 Conference registration fees 130 Current Year Gift Receipts 131 Prior Year Gifts Made Avail. 139 Liability-pg0149997-AP 140 Government Contracts & Grants 141 Non-Gov’t Contracts & Grants 142 Receivable-Sponsored Projects 148 Indirect Costs-collected Gov’t 149 Indirect Costs-collected Non-G 14X Node for accounts 140-142 150 Sales & Services - Outside 151 Fines (Library and Parking) 152 Publ. Sales & Royal./Copyright Page 58 University Financial Reporting
    • Account Codes Account # Description 153 Rents 154 Vending Machines 155 Sales of Scrap (incl equip) 156 Miscellaneous Receipts 157 Sale of Real Estate 158 Appreciation 159 Profit(Loss)-Sale of Investmnt 160 Admissions Charged 161 Guar Rec & Broadcast Receipts 162 Guarantees Paid 165 Room Contracts 166 Summer Income - Students 167 Summer Income - Conferences 168 Faculty Suites 169 Resident Fellows 170 Food Contracts 171 Exchange Meals-Income Transfer 172 Exchange Meals - Surcharges 173 Guest Meals 174 Other Food Sales 175 Liquor Sales 176 Dining Contract Refunds 177 Special Dining Contracts 180 Interdepartmental Sales 181 Interdptmental Sales-Beverage 182 Cash-pg0010001-ACH 183 Cash-pg0010001-WIRE 184 Cash-pg0010001-PNCDR 185 Cash-pg0010005-FORE 186 Cash-pg0010059-PPLWI 187 Cash-pg0010060-PPL 188 Cash-pg0010065-MC 189 Cash-pg0010079-SALLI 190 Transfer from Plant Funds User Manual Page 59
    • Appendix B: System Codes Account # Description 190 Tax Exempt Bond Financing 190 Transfer from Plant Funds 191 Transfer from Endow Funds 191 Other Funding Sources 191 Transfer from Endow Funds 192 Transfer from Loan Funds 193 General Transfer of Funds 194 Transfer from Current Funds 195 Transfer fr Life Income Funds 196 Inc Added To Prinicpal (IATP) 197 Trans of Fds Fr Secondary Pool 198 Transfer of Endowment Income 199 Transfer fr Plant Reserve 200 General Ledger Debits 201 Faculty Salary 202 Professional Research Salary 203 Professional Technical Salary 204 Admin & Other Technical Salary 205 Office Staff - Bi-Weekly B 206 Lab Shop Salary - Bi-Weekly A 207 Special Pay & Shop Labor Sal 208 Student Wages 209 Assistants in Instr & Research 210 Purchase/Sale Labor, Pooled Sal 211 Graduate Student Health Fees 212 Assistants in Research Tuition 213 Fellowship Tuition 214 Employee Benefits 215 Assistants in Instr Tuition 216 Scholarships 217 Prizes 218 Fellowships 219 Post-Doctorals 220* Materials & Supplies Page 60 University Financial Reporting
    • Account Codes Account # Description 221* Books, Period, Subscrip, Music 222* Maintenance & Repair Materials 223* Conference & Mtg Supplies(DFS) 224* Minor Equip & Art (Under $500) 225* Spec Materials-DFS & Athletics 226* Spec Equip - DFS & Athletics 227* Spec Supplies-DFS & Athletics 228* Beverage - Food Serv Dept Only 229* Food - Food Service Dept Only 230 Prof Fees, Consult, Honorarium 231* Outside Purch Serv-Non Indiv 232 Purch Labor , Temporary Help 233* Printing,Publish,Reprints,etc 234* Maintenance & Repair Service 235* Rents/Demurrage-Space & Equip 236* Sub-Contracts over $25,000 237* Duplicating/Copying - Internal 238 Legal Services 239* Sub-Contracts $25,000 & below 240* Training Table - Ath Dept Only 241* Trash Removal 242* Laundry & Dry Clean 243* Publicity 244* Medical Fees - Athletic Dept 245* Postage 246* Freight (Includes Fed Express) 247 Telephone Service & Equipment 248 Telephone Tolls & Fax Charges 249 Telegraph 250 Electricity 251 Water 252* Heating (Includes Fuel Oil) 253* Air Conditioning 254 Amort Principal User Manual Page 61
    • Appendix B: System Codes Account # Description 255 Real Estate Taxes 256 Insurance 257 Natural Gas 258 Sewer Charges 259 Transfer-Energy/Savings 260 Plnt&Oth(PPL acs)/Instit Allow 261 Dept'l Computing "Equipment" 262 Photoduplication 263 PPL Salary & Othr Distribution 264 Printing Services 265 Mailing Services 266 Computing Center 267 Food Services 268 Interest on Equip&Media Serv 269 Public Safety (Security) 270 Individual Allowance 271 Food/Entertainment-event at PU 272 Membership Dues 273 Annuity Payments 274 Team Travel - Ath Dept only 275 Travel-Domestic AND Conf/mtgs 276 Travel-Foreign AND Conf/mtgs 277 School Works-Ath Dept/Grad Sch 278 Contributions 279 Scouting-Ath Dept/Grad School 280* Instructional Equipment 281* Office Equipment 282* Furnishings & Fixtures Equipmt 283* Food Service Equipment 284* Automotive Equipment 285* Art Objects 286* Special Purpose Equipment 287* General Equipment 288* Ancillary Costs of Equp/Constr Page 62 University Financial Reporting
    • Account Codes Account # Description 289 Indirect Costs charged 290 Transfer to Plant Funds 291 Transfer to Endow Funds 292 Transfer to Loan Funds 293 General Transfer of Funds 294 Transfer to Current Funds 295 Transfer to Income 296 Income Added To Prin IATP) 297 Transfer Funds secondary pool 298 Transfer of Endowment Income 299 Remissions of Loans 311 Moving & Relocation 312 Dept'l Computing "Operating" 313 Prizes(non-tax) & Thesis Grant 315 Preconstruction Services 316 Plumbing 320* Equip between $500-$2,500 321 Engineer Fees 322 Other Consulting-Design Fees 325 Interior Design Services/Fees 326 Graphics/Signs 330 Architect Fees 331 Reimbursable Expenses 333 General Construction 334 Mechanical Construction 335 Electrical Construction 336 Utilities 337 Landscaping 338 Roads, Walks & Parking 339 Testing, Inspection & Pests 340 Construction Mgmt (CM) Service 341 Permits, Vehicle Reg, Licenses 342 Miscellaneous(usually FAC Dpt) 343 Real Estate Appraisal User Manual Page 63
    • Appendix B: System Codes Account # Description 344 Real Estate Title 345 Radon & Remediation 346 Abestos Monitoring 347 Asbestos Abatement 348 Hazardous Waste Disposal 349 Environmental Services 350 Heavy Equipment Maintenance 351 Abestos Consulting 352 Surveys, Test Borings, Other 353 Other Miscellaneous Consultant 354 Non-constr Facil. Dpt Contract 358 Principal Payment on Debt 359 Interest Payment on Debt 365 Library Acquisitions-all types 366 Library Acquisition-Binding 367 Libr Acquisition-Doc Delivery 368 Library Acquisition-Sets 369 Library Acquisition-Monographs 370 Lib Acquire-Monographic Series 371 Library Acquisition-Maps 372 Library Acquisition-Scores 373 Library Acquisition-Periodical 374 Library Acquisition-Recordings 375 Library Acquisition-Microforms 376 Library Acquisition-MRDF 377 Library Acquisition-Serials 378 Libr Acquire-Man. & Archives 379 Libr Acquire-Prints & Drawings 386 Appliances 387* Dormitory Equipment 388* Library Equipment 389 Real Estate Purchase 390 Transfer to Plant Funds 391 Transfer to Endow Funds Page 64 University Financial Reporting
    • Account Codes Account # Description 392 Transfer to Loan Funds 394 Transfer to Current Funds 395 Transfer to Income User Manual Page 65