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Welcome to. FAS LEDGER PRESENTATION. Overview.

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  1. Welcome to FAS LEDGER PRESENTATION

  2. Overview • The University of Maryland, Baltimore's Financial Accounting System (FAS) was implemented on July 1, 1981. As you might expect from > 20 year old software, it is not the most user friendly. The presentation you are about to see is an attempt to explain, as clearly as possible, how to read your FAS ledgers. • If you are someone who must monitor your department's accounts, grant accounts, etc. you should take the time to walk through this presentation. It should be a great help in determining the balance on an account, the transactions that have affected the balance of the account, how much time is left to spend the balance and other useful information. • Access to FAS is available through the Department of Financial Services Web Page at http://www.fincsvc.umaryland.edu. If you have not filled out an access form, please click on the Applying for Access link, fill out the form, print and follow the instructions. A formal presentation that enhances the information here, is given on a monthly basis (except in the summer) by Financial Services. To see the schedule of upcoming classes, please click on the training link.

  3. Data Retrieval Your ability to access these inquiry options will depend on your authorization from the Web Access Form Allows you to print FAS reports on your local printer. Allows you to download certain FAS data.

  4. Enter Account Frame Account numbers are added without the dashes. This report option generates the report shown two pages from here. Other report options are shown on subsequent pages.

  5. Drop-down Box Once accounts are added, they will be stored in the drop-down box.

  6. State account (02-1-XXXXX) AM090 Balance Total current month revenue & expenditures (Sept, 1998) Total rev & exp from July 1 – current date Drill down to next sheet Beginning budget as of July 1, XXXX FAS data is updated on a nightly basis. To calculate the balance available: Start with the Revised Budget, subtract Actual Fiscal Year expenditures & subtract Open Commitments. Amount of the current budget whether or not there have been revisions. Total of all requisitions, purchase orders and outstanding payroll entries.

  7. This sheet breaks down data into major expenditure categories. Total Expense Drill down to next sheet

  8. Supplies & Materials This sheet lists all subcodes that FAS considers Supplies & Materials

  9. This report itemizes all current month expenditures. AM091 Report of Transactions Date on the source document

  10. Amount of this bi-weekly payroll expense Open Commitments Reduces a completed PO to a zero balance, even though the invoice total was less than the PO amount Purchase order replacing a requisition

  11. Revolving Account Revolving account (02-3-XXXXX) Represents the net balance of current month & fiscal year revenue & expenditures This is NOT a budget. It is a beginning fiscal year cash balance. To calculate this, take the balance available on 6/30 of the prior fiscal year & add back the Open Commitments. Actual current month & fiscal year revenue collected is shown as a negative in these two columns ONLY. Negative numbers in the Balance Available and Budget columns on the Account Balance line are real negative balances.

  12. Non-Federal Grant Non-federal grant (02-4-XXXXX) Indirect cost rate for this grant. The number is read as 0.200 or 20% Project period for the grant Expenditures from 12/1/97 – 9/28/98 Expenditures for September 1998 Expenditures from 7/1/98 – 9/28/98 Open Commitments for grants do not include payroll.

  13. General Ledger Each grant has a twin with a –0- as the middle digit. This is where the funds from the granting agencies are found. Click here to drill-down to get to funds collected.

  14. Total Assets One more drill-down to find the amount collected.

  15. Accounts Receivable Amount collected is always shown as a negative number.

  16. The End • If you have any questions about account balances or other ledger-related issues, you may contact Larry Miller at 6-2509. If you have questions about accessing the system or navigating through the Web Page, you may contact Christy Kopchinski at 6-6225. Have a Good Day

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