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Departmental Coding

Departmental Coding. How to assign and use codes in the Departmental Ledger Module (LMM). Objectives. What are departmental codes? How are department codes assigned? How can coded information be used? What resources are available?. What are departmental codes?.

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Departmental Coding

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  1. Departmental Coding How to assign and use codesin the Departmental Ledger Module(LMM)

  2. Objectives • What are departmental codes? • How are department codes assigned? • How can coded information be used? • What resources are available?

  3. What are departmental codes? • Departments have the option of creating their own codes to categorize transactions. • These are often known as *DEFINE codes.

  4. What are departmental codes? • The code values may be alpha and/or numeric. • The departmental coding system allows up to 6 code fields. • Two single-character tag fields are also available.

  5. What are departmental codes? • Once departmental codes have been assigned to transactions, reports may be run to identify these transactions. • It is also possible to view balances based on these codes. • Code plans may also be set up to audit these codes for consistency. These plans are called Code Schemes. (These are not required).

  6. How are department codes assigned? • These codes are assigned to departmental transactions. • Electronic documents with transactions include a section for *DEFINE codes. • These codes may be assigned when the document is in a CREATED, RECALLED or RETURNED status.

  7. CODES ON ELECTRONIC DOCUMENTS

  8. How are department codes assigned? >> Select a document or a new action and press ENTER to continue << *DEFINE SERVICE PAYMENT REQUEST - VP2 Year: 11 12 Command: VP2 Account: __________ Misc: _______________ Month: JUN ============================================================================== Status: CREATED -- COVER SHEET -- Document ID: Y0VP2956235 Action: ___ Summary: AARDVARK DRAINAGE COMPANY Created: 06/18/12 by ACGEM - MARTT, GARY E Category: Format: 01___ Template: ____________ Voucher Nbr: Separate Check: _ Voucher Date: 061812 Check Distribution: U Goods/ServRecv Beg: 050112 End: 050112 Invoice Receive: 050512 DTN: _______ Request Payment Date: ______ Req Pay Reason: _________________________ Vendor ID: 1 UT EID: 2yuuuuu_ Mail Code: 000 State VID: 17000000041 Vendor Name: AARDVARK DRAINAGE COMPANY Address: PO BOX 100930 SAN ANTONIO , TX 78201893030 SECTIONS: X X 1. Voucher Description & Payee Reference Comments X X 2. Line Items: 1 X 3. Define Codes (optional) Payment Due Date: 060412 Total of Invoice(s): 50.00 Total Payment Amt: 50.00 -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/18/12 10:54 AM --

  9. How are department codes assigned? +-----------------------------------------------------------------------------+ | >> Final page of departmental transactions << | | Action: ___ DEPARTMENT CODES Section 03 of 03 | | ------------------------------------------------------------------------- | | Transaction Date: 061812 Month: ___ Start at Account: __________ | | Audit Codes? N | | ACCT NBR LEDGER DESCRIPTION TYPE AMOUNT D/C | | CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 | | DTN TAG A TAG B COMMENTS | | 1 1900000050 AARDVARK DRAINAGE COMPANY EX 50.00 D | | ___ ___ _____ _______ _________ ______________ | | _______ _ _ ________________________________________ + | | | | | | | | | | | | | | | | | | | | | +-----------------------------------------------------------------------------+ The Department Code fields vary in length:Code 1 = 3 characters Code 2 = 3 characters Code 3 = 5 characters Code 4 = 7 characters Code 5 = 9 charactersCode 6 = 14 characters

  10. How are department codes assigned?

  11. How are department codes assigned? The Department Code fields vary in length:Code 1 = 3 characters Code 2 = 3 characters Code 3 = 5 characters Code 4 = 7 characters Code 5 = 9 charactersCode 6 = 14 characters

  12. How are department codes assigned? • Departmental codes can also be assigned in the departmental ledger module (LMM). • The codes may be assigned when • posting or splitting provisional transactions (LP6 or LR3) • updating posted transactions (LTM) • creating manual transactions (LP2) • Codes may also be automatically assigned with posting profiles (LP8).

  13. POSTING PROVISIONAL TRANSACTIONS

  14. How are department codes assigned? POSTING PROVISIONAL TRANSACTIONS *DEFINE REVIEW/POST PROVISIONAL TRANSACTIONS - LP6 Year: 08 09 Command: LP6 Account: __________ Misc: _______________ Month: JAN ============================================================================== Full Page Action: _ Provisionals in View: HISTORY Start Date: ______ ACCOUNT DATE DESCRIPTION AC/RT AMOUNT PO REQUISITION VOUCHER DTN TAGS OBJ CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 COMMENT MTH DOC BY AC.ST _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 77.50 _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE C _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 72.50- _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE ACLSB C _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 72.50 _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE C _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 77.50- _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE ACLSB C -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/18/12 2:37 PM --

  15. How are department codes assigned? POSTING PROVISIONAL TRANSACTIONS *DEFINE REVIEW/POST PROVISIONAL TRANSACTIONS - LP6 Year: 08 09 Command: LP6 Account: __________ Misc: _______________ Month: JAN ============================================================================== Full Page Action: _ Provisionals in View: HISTORY Start Date: ______ ACCOUNT DATE DESCRIPTION AC/RT AMOUNT PO REQUISITION VOUCHER DTN TAGS OBJ CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 COMMENT MTH DOC BY AC.ST _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 77.50 _______________ L144440 816____ _ _ 1327 ABC 123 55555 7777777 999999999 __EXAMPLE CODE ________________________________________ NOV VPE C _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 72.50- _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE ACLSB C _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 72.50 _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE C _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 77.50- _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE ACLSB C -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/18/12 2:37 PM --

  16. SPLITTING PROVISIONAL TRANSACTIONS

  17. How are department codes assigned? SPLITTING PROVISIONAL TRANSACTIONS *DEFINE REVIEW/POST PROVISIONAL TRANSACTIONS - LP6 Year: 08 09 Command: LP6 Account: __________ Misc: _______________ Month: JAN ============================================================================== Full Page Action: _ Provisionals in View: HISTORY Start Date: ______ ACCOUNT DATE DESCRIPTION AC/RT AMOUNT PO REQUISITION VOUCHER DTN TAGS OBJ CODE 1 CODE 2 CODE 3 CODE 4 CODE 5 CODE 6 COMMENT MTH DOC BY AC.ST _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 77.50 _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE C S 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 72.50- _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE ACLSB C _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 72.50 _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE C _ 3000000051 111711 TEXAS FRENCH BREAD INC___ EX DI 77.50- _______________ L144440 816____ _ _ 1327 ___ ___ _____ _______ _________ ______________ ________________________________________ NOV VPE ACLSB C -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/18/12 2:37 PM --

  18. How are department codes assigned? SPLITTING PROVISIONAL TRANSACTIONS +-----------------------------------------------------------------------------+ | >>Please see the PF1 Menu for a list of the features for this screen<< | | ---- SUMMARY OF MASTER TRANSACTION INFORMATION --------------------------- | | Account Date Description AC/RT Amount Voucher | 3000000051 111711 TEXAS FRENCH BREAD INC EX DI 72.50- L144440 | |-- SUB TRANSACTION INFORMATION: SUB AMOUNTS NOW TOTAL: 0.00 | | Highest Sub Number: Begin Page at 1__ | |ACTION DESCRIPTION AMOUNT CODE 1 CODE 2 CODE 3 | | CODE 4 CODE 5 CODE 6 COMMENT | | _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ | | _______ _________ ______________ ___________________________________ | | _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ | | _______ _________ ______________ ___________________________________ | | _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ | | _______ _________ ______________ ___________________________________ | | _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ | | _______ _________ ______________ ___________________________________ | | _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ | | _______ _________ ______________ ___________________________________ | | _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ | | _______ _________ ______________ ___________________________________ | -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/18/12 2:39 PM --

  19. How are department codes assigned? SPLITTING PROVISIONAL TRANSACTIONS +-----------------------------------------------------------------------------+ | >>Please see the PF1 Menu for a list of the features for this screen<< | | ---- SUMMARY OF MASTER TRANSACTION INFORMATION --------------------------- | | Account Date Description AC/RT Amount Voucher | 3000000051 111711 TEXAS FRENCH BREAD INC EX DI 72.50- L144440 | |-- SUB TRANSACTION INFORMATION: SUB AMOUNTS NOW TOTAL: 0.00 | | Highest Sub Number: Begin Page at 1__ | |ACTION DESCRIPTION AMOUNT CODE 1 CODE 2 CODE 3 | | CODE 4 CODE 5 CODE 6 COMMENT | | _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ | | _______ _________ ______________ ___________________________________ | | _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ | | _______ _________ ______________ ___________________________________ | | _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ | | _______ _________ ______________ ___________________________________ | | _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ | | _______ _________ ______________ ___________________________________ | | _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ | | _______ _________ ______________ ___________________________________ | | _ TEXAS FRENCH BREAD INC___ _____________________ ___ ___ _____ | | _______ _________ ______________ ___________________________________ | -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/18/09 2:39 PM -- Special PF Keys PF2 = GET A FRESH SCREEN TO POST SUBS PF3 = SET SUB TRANS POSTING PROFILE PF4 = GO BACK 1 PAGE OF SUB-TRANS PF5 = GO TO MASTER TRANSACTION SCREEN

  20. How are department codes assigned? SPLITTING PROVISIONAL TRANSACTIONS +- +---------------------------------------------------------------+ ---------+ | | >>Profile successfully updated; Press CLEAR to return<< | een<< | | | | ------- | | | POSTING PROFILE FOR SUB-TRANSACTIONS | Voucher | 3 | | L144440 | | You may control the initial values that new sub | |- | transactions will automatically start with by entering | 0.00 | | | those values below. Press CLEAR when you are ready to | e at 1__ | |A | return to the previous screen. | CODE 3 | | | | | | | DESCRIPTION _________________________ | _____ | | | COMMENT ________________________________________ | ________ | | | CODE 1 ___ | _____ | | | CODE 2 ___ | ________ | | | CODE 3 _____ | _____ | | | CODE 4 _______ | ________ | | | CODE 5 _________ | _____ | | | CODE 6 ______________ | ________ | | | | _____ | | | Press CLEAR to return to Previous Screen | ________ | | | | _____ | | | | ________ | - +---------------------------------------------------------------+ 2:45 PM --

  21. How are department codes assigned? SPLITTING PROVISIONAL TRANSACTIONS +-----------------------------------------------------------------------------+ | >>Please see the PF1 Menu for a list of the features for this screen<< | | ---- SUMMARY OF MASTER TRANSACTION INFORMATION --------------------------- | | Account Date Description AC/RT Amount Voucher | 3000000051 111711 TEXAS FRENCH BREAD INC EX DI 72.50- L144440 | |-- SUB TRANSACTION INFORMATION: SUB AMOUNTS NOW TOTAL: 0.00 | | Highest Sub Number: Begin Page at 1__ | |ACTION DESCRIPTION AMOUNT CODE 1 CODE 2 CODE 3 | | CODE 4 CODE 5 CODE 6 COMMENT | | E TEXAS FRENCH BREAD INC___ 50.00-_______________ 123 ABC G-100 | | 4444444 CODE 5000 CODE 6.1250000 ___________________________________ | | E TEXAS FRENCH BREAD INC___ 20.00-_______________ 123 ABC G-100 | | 4444444 CODE 5000 CODE 6.1250000 ___________________________________ | | E TEXAS FRENCH BREAD INC___ 2.50-________________ 123 ABC G-100 | | 4444444 CODE 5000 CODE 6.1250000 ___________________________________ | | _ TEXAS FRENCH BREAD INC___ _____________________ 123 ABC G-100 | | 4444444 CODE 5000 CODE 6.1250000 ___________________________________ | | _ TEXAS FRENCH BREAD INC___ _____________________ 123 ABC G-100 | | 4444444 CODE 5000 CODE 6.1250000 ___________________________________ | | _ TEXAS FRENCH BREAD INC___ _____________________ 123 ABC G-100 | | 4444444 CODE 5000 CODE 6.1250000 ___________________________________ | -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/18/12 2:47 PM --

  22. USING A POSTING PROFILE

  23. How are department codes assigned? *DEFINE OFFICE PROVISIONAL POSTING PROFILES - LP8 Year: 11 12 Command: LP8 Office: __________ Misc: _______________ Month: JUN ============================================================================== Profile Name: SUPPLY EXPENSE______ Status: ON_ Action: POST__ SELECTION CRITERIA: Part 1 - Information on the Transaction - - - - - - - - - Document Type: VT5 (required) Account Information: _ X Accounting Transaction Type: DI __ __ __ __ Reporting Transaction Type: DI __ __ __ __ Object Class Codes: 1401 thru 1401 ____ thru ____ ____ thru ____ Description: ______________________ THRU ______________________ Vendor ID: ______________ Purchase Order: __________ Voucher Number: _______ SELECTION CRITERIA: Part 2 - Information about Source of Electronic Document Electronic entry by: A Originating Unit: _______ PROFILE DATA - Information to be Added to Selected Transactions by Profile - CODE 1 173 CODE 2 ___ CODE 3 62150 CODE 4 _______ CODE 5 _________ CODE 6 ______________ TAG A: _ TAG B: X Comment: ________________________________________ Activity Month: *D -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/09 1:17 PM -- USING A POSTING PROFILE MATCHING TRANSACTIONS are automatically Posted AND Coded!

  24. UPDATING POSTED TRANSACTIONS

  25. How are department codes assigned? UPDATING POSTED TRANSACTIONS >Select a transaction or press ENTER to page forward<< *DEFINE TRANSACTIONS LISTED BY ACCOUNT/DATE - LT1 Year: 08 09 Command: LT1 Account: 1900000050 Misc: _______________ Month: JAN ============================================================================== Types VIEW 1 OF 3 Date Description AC/RT Amount DTN Voucher Document _ 090311 TRANSFER TO 19-0000-0020 BA BA 3,000.00- J830494 X0VT2111111 _ 090911 ANNU ITS SERVICES 11-12 DI DI 826.20- 0000000 T766551 X0VT5911117 U 090911 ANNU ITS SERVICES 11-12 DI DI 93.60- 0000000 T766551 X0VT5911117 _ 092611 ACADEMIC COUNSELORS ASSOC EX DI 15.00- 629 L126351 X0VP2911117 -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/18/12 11:09 AM --

  26. How are department codes assigned? UPDATING POSTED TRANSACTIONS +-----------------------------------------------------------------------------+ | Action: _ Reason: ________________________________________ | | --------------------- Display of Transaction Detail --------------------- | | **>>ELECTRONIC DOCUMENT TRANSACTION; SOME UPDATES ARE BLOCKED<<** | | Account: 1900000050 | | Date: 090911 | | Description: ANNU ITS SERVICES 11-12__ | | Accounting Type: DI Reporting Type: DI | | Amount: 93.60- | | ReqNbr: _______________ | | PO Nbr: __________ | | Voucher: T744441 | | DTN: 0000000 | | CODE 1 : ___ CODE 2 : ___ | | CODE 3 : _____ CODE 4 : _______ | | CODE 5 : _________ CODE 6 : ______________ | | TAG A : _ TAG B : _ | | Comment: ________________________________________ | | Act Month: SEP UT Object: 1789 Status: R 9 | | Entry Date: 090911 Entry By: XXVAR Changes Made: NO | | Document ID: X0VT5111117 SeqNbr: 16900003 Source: | | | +-------------- PF1 = PF-KEY MENU ------ PF8 = EXIT ----------------------+

  27. CREATING MANUAL TRANSACTIONS

  28. How are department codes assigned? CREATING MANUAL TRANSACTIONS > PLEASE ENTER YOUR FIRST TRANSACTION << *DEFINE POST TRANSACTIONS TO THE LEDGER - LP2 Year: 08 09 Command: LP2 Account: __________ Misc: _______________ Month: JAN ============================================================================== You are using profile ____________ Action: _ Account: __________ Press PF5 to update this profile Date: ______ Description: _________________________ Transaction Type: __ (This can be the Accounting or Reporting Type) Amount: _____________________ Req: _______________ PO: __________ Voucher: _______ DTN: _______ ___ ___ _____ _______ _________ ______________ Comment: ________________________________________ Activity Month: ___ TAG A: _ Transfer Code values to sub: _ TAG B: _ Post as Non-Reconciling: _ Obj Code: ____ -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/18/12 11:24 AM --

  29. How can coded information be used? Reports may be run to identify these departmental transactions. • IF1 – Standard Reports • IF2 – Report Writer It is also possible to view department balances. • LAM – Balances by codes

  30. IF1 - Standard Reports *DEFINE LIST STANDARD FINANCIAL REPORTS - IF1 Year 11 12 Command: IF1 Account: __________ Misc: _______________ Month: JUN ============================================================================== Standard Reports _ DA14 P O Activity Sorted by P O Nbr and Doc Date _ DA16 One Code Sorted by Code Value _ DA18 Code Value Across Accounts Report _ DA23 Code Within Code Report _ DA27 Activity Report by Document Date _ DA28 Activity Report by Entry Date _ DACB Department Checkbook Report _ DA30 Download Department transactions for one month _ AC01 Completed Accounting Transactions _ AC02 Completed VP1 Documents Sorted by DTN _ AC03 Completed VP1 Documents sorted by PO Number _ AC14 P O Activity Sorted by P O Nbr & Record Date _ ACCB Accounting Checkbook Report _ AC30 Download Accounting transactions for one month -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 11:47 AM --

  31. IF2 – Report Writer *DEFINE REPORT WRITER - IF2 Year 11 12 Command: IF2 Account: __________ Misc: _______________ Month: JUN ============================================================================== SELECT OPTION: _ | EXISTING REPORT: __ | A CREATE New Report Named ____________ | B SELECT & EDIT Existing Report | C COPY Existing Report | to Desk: __________ | and Name it: ____________ | D DELETE Existing Report: ______ | E SUBMIT Existing Report | F VIEW Existing Report Description | G ADD to or LIST Owners | H List JOBS (waiting to run or finished) | | | | | | -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 11:51 AM --

  32. IF2 – Report Writer *DEFINE REPORT WRITER - IF2 Year 11 12 Command: IF2 Account: __________ Misc: _______________ Month: JUN ============================================================================== SELECT OPTION: A | EXISTING REPORT: __ | A CREATE New Report Named DEPT REPORT_ | +----------------------------------------------------------------------------+ | | | | | Enter Description for DEPT REPORT | | ________________________________________________________________________ | | ________________________________________________________________________ | | ________________________________________________________________________ | | _ Mark here if you want to create an Accounting report. | | If you do not mark this field, a Departmental report will be created. | | ------------------------------------------------------------------------ | | _ Mark here if you want to create a checkbook report. | | If you mark this field, this report will always be a transaction | | listing report (format "T" on Screen 4). | | | +----------------------------------------------------------------------------+ -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 11:51 AM --

  33. IF2 – Report Writer *DEFINE REPORT WRITER - IF2 Year 11 12 Command: IF2 Account: __________ Misc: _______________ Month: JUN ============================================================================== SELECT OPTION: A | EXISTING REPORT: __ | A CREATE New Report Named DEPT REPORT_ | +----------------------------------------------------------------------------+ | | | | | Enter Description for DEPT REPORT | | An Example of a Departmental Report_____________________________________ | | ________________________________________________________________________ | | ________________________________________________________________________ | | _ Mark here if you want to create an Accounting report. | | If you do not mark this field, a Departmental report will be created. | | ------------------------------------------------------------------------ | | _ Mark here if you want to create a checkbook report. | | If you mark this field, this report will always be a transaction | | listing report (format "T" on Screen 4). | | | +----------------------------------------------------------------------------+ -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 11:51 AM --

  34. IF2 – Report Writer *DEFINE REPORT WRITER - IF2 Year: 11 12 Command: IF2 Account: __________ Misc: _______________ Month: JUN ============================================================================== Screen 2: SELECTION CRITERIA Report Name: DEPT REPORT Next Screen: 3 Please indicate the kind(s) of criteria for selecting transactions. 'F'ix selection criteria now. 'P'rompt at submission time; selections made now are defaults. 'D'elete previously selected criteria. F _ 1. Primary Source Criteria (Required as 'F'ixed) F _ 2. Account Selection (Required - may not be 'D'eleted) F _ 3. Date Range Information F _ 4. Transaction Status and Ranges F _ 5. Code Field Ranges -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 12:00 PM -- < Departmental Transactions!

  35. IF2 – Report Writer +----------------------------------------------------------------------------+ | | | CODE FIELD RANGE OR GROUP Report: DEPT REPORT | | | | RANGE OR CODE GROUP(S) | | Code 1 ___ thru ___ ______ ______ ______ ______ | | | | Code 2 ___ thru ___ ______ ______ ______ ______ | | | | Code 3 _____ thru _____ ______ ______ ______ ______ | | | | Code 4 _______ thru _______ ______ ______ ______ ______ | | | | Code 5 _________ thru _________ ______ ______ ______ ______ | | | | Code 6 ______________ thru ______________ ______ ______ ______ ______ | | | | Tag A _ thru _ | | | | Tag B _ thru _ | | | +----------------------------------------------------------------------------+ +----------------------------------------------------------------------------+

  36. LAM – Departmental Balances *DEFINE ACCOUNT / BALANCES ON-LINE REPORTS - LAM Year: 11 12 Command: LAM Account: __________ Misc: _______________ Month: JUN EID: ________ Dept Req: _______________ Inventory: ________ PurchCtr _____ ============================================================================== COMMAND FUNCTION: MISCELLANEOUS ------- ---------------------------------------- --------------------- 1. LA1 LIST ACCOUNTS BY ADMINISTRATIVE VIEW 2. LA3 BALANCES FOR AN ACCOUNT 3. LA5 BALANCES FOR A CODE VALUE 4. LA6 BALANCES FOR A CODE WITHIN A CODE 5. LA7 BALANCES FOR A CODE WITHIN AN ACCOUNT 6. LA9 BALANCES FOR A BUDGET GROUP BUDGET GROUP -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 12:02 PM --

  37. LA5 – Dept Balances by Code *DEFINE BALANCES FOR A CODE VALUE - LA5 Year: 11 12 Command: LA5 Account: __________ Misc: _______________ Month: JUN ============================================================================== CODE NUMBER: 1 CODE VALUE: F_____________ CODE SCHEME: EXAMPLE___ CODE TITLE: FRINGE BENEFITS_________________________ CODE BALANCES Balance Forward 0.00 Budget 0.00 Transfers & Adjustments 0.00 Appropriations & Increases 0.00 Liabilities & Expenses 529,260.57- Investments 0.00 Payable Encumbrances 0.00 Material Encumbrances 0.00 Salary Encumbrances 148,883.13- Scholarship Encumbrances 0.00 Actual Free Balance 678,143.70- Requisitions 0.00 Free Balance + Requisitions 678,143.70- Projected Income 0.00 Projected Expenses 0.00 Total Free Balance 678,143.70- -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 12:20 PM -- Year-to-Date balances for a code value across all accounts in all offices using the same the coding scheme for this code.

  38. LA7 – Code and Account *DEFINE BALANCES FOR A CODE WITHIN AN ACCOUNT - LA7 Year: 11 12 Command: LA7 Account: 1900000050 Misc: _______________ Month: JUN ============================================================================== ACCOUNT NUMBER: 1900000050 CODE SCHEME: ADMREGCODE CODE NUMBER: 1 CODE VALUE: 013___________ CODE TITLE: ______________________ Beginning Balance 0.00 Budget 0.00 Tran +------------------------------------------+ .00 Appr | | .00 Liab | 1,810 RECORDS MUST BE READ TO | .00 Inve | calculate balances. | .00 Paya | | .00 Mate | Would you like to _ ? | .00 Sala | | .00 Scho | A. CALCULATE AND DISPLAY NOW | .00 Asse | | .00 Actu | B. Send results to a printer | .00 Requ | | .00 Free | C. Not perform calculation | .00 Proj +------------------------------------------+ .00 Projected Expenses 0.00 Total Free Balance 0.00 -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 12:28 PM --

  39. LA7 – Code and Account *DEFINE BALANCES FOR A CODE WITHIN AN ACCOUNT - LA7 Year: 11 12 Command: LA7 Account: 1900000050 Misc: _______________ Month: JUN ============================================================================== ACCOUNT NUMBER: 1900000050 CODE SCHEME: ADMREGCODE CODE NUMBER: 1 CODE VALUE: 013___________ CODE TITLE: ADVERTISING___________ Beginning Balance 0.00 Budget 0.00 Transfers & Adjustments 0.00 Appropriations & Increases 0.00 Liabilities & Expenses 1,021.50- Investments 0.00 Payable Encumbrances 0.00 Material Encumbrance 0.00 Salary Encumbrance 0.00 Scholarship Encumbrance 0.00 Assets & Liabilities 0.00 Actual Free Balance 1,021.50- Requisitions 0.00 Free Balance + Requisitions 1,021.50- Projected Income 0.00 Projected Expenses 0.00 Total Free Balance 1,021.50- -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 12:29 PM --

  40. RESOURCES PF6 = Online Help “?” = Field Level Help askus@austin.utexas.edu Office of Accounting Helpline = 471-8802 http://www.utexas.edu/business/accounting/et/training/training.php

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