VICTOR VALLEY COLLEGE
SNOWHITE TRAINING
I. Log on/Log off
Contents
2-3
A. How to get into Snowhite financial system
B. NEED HELP? Who do I call?
II. Options
A. Online Account Look-up
1. Look at a specific account number
2. Look at your overall budget
4-5
B. Financia1 Reports
1. Financial Activity Report
2. Budget Summary Report
3. Budget Development Comparison Report
III. Printing Reports
A. Report Status
B. Printing Reports
C. Multiple Files – Printing & Deleting
6
7-8
9-10
11-13
13-14
IV. Glossary of Abbreviations
Snowhite Financial System Training
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15
Page 1
LOG ON/LOG OFF
LOG ON
Once you have your desktop up and running, you should see an icon
that says Financial System or Snowhite. Double click on the icon.
You will see MPE XE:
1. After the MPE XE:, type:
HELLO (insert your name),VVCCUINR.FINUSER then hit inside
RETURN.
IMPORTANT NOTES:
1. The only time you will enter a space is
between “HELLO” and your name.
2. Use the inside ENTER that is next to the
semi-colon key. Do not use the return on the
numerical keypad during the logon stage.
3. Function keys will be referred to as F3, F7,
etc.
2. The first password for everyone is GARFIELD. Type it in and
hit ENTER.
3. Type in your individual password and hit ENTER.
4. You will come to a screen titled “System News.” Press
Function key 8 (F8) to Exit this Program.
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Press Function Key 8 (F8) to
Exit Program. This will
bring you to your Main
Menu.
LOG OFF: It is important that you always log completely out
of the Snowhite system.
Press F8 (Exit System)
Press F1 (Yes) to confirm that you wish to leave the Financial
Control System, or press F8 (No) if you have changed your mind.
If you have logged out
correctly, you will see this
screen. To log back in,
simply hit your inside
ENTER.
NEED HELP?
•
•
•
•
Call Mary Pringle at extension 2450 if:
YOU HAVE LOGON PROBLEMS
CANNOT REMEMBER YOUR PASSWORD
NEED ASSISTANCE ON HOW TO RUN A REPORT TO GET
THE INFO YOU WANT
PRINTING PROBLEMS
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FINANCIAL CONTROL SYSTEM
ON-LINE LOOKUP
Once you access the Financial Control screen, you have two options. You can view
detailed information for a specific account number, or you can check the
expenditure balance for the department.
ACCOUNT SELECT = Specific Account Number
Press F7 (Account Select). This will bring up a screen with the word ACCOUNT
followed by spaces for the 24-digit account number. Fill in the boxes with the
account number you wish to view and press ENTER. You will then be able to view
the account balance on screen and the detailed entries.
EXPENDITURE BALANCE
Tab cursor over to the PG (program) box at the top of the screen and fill it in
with the program number you wish to check. Tab over to the SP (subprogram)
box and enter the subprogram. In most cases, this will be 0000. Press F3. This
will bring up the total expenditures for that program. This information is in
summary form, but it is the screen we use to validate the program available
balance.
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FINANCIAL REPORTS
FINANCIAL ACTIVITY REPORT
The Financial Activity Report (FAR) is the report that gives you the most detail
about your accounts. It will list the individual purchase orders with vendor
names, payrolls, and any adjustments to your accounts. This report is the most
helpful if you are trying to identify where the money went.
BUDGET SUMMARY REPORT
The Budget Summary Report (BDGSUM), as its name implies, is summarized
information. It will not give you the listing of purchase orders, vendors, etc. It is
most helpful if you are just interested in an overall look at your program. This
report will be much smaller than the FAR. Also, this report has a unique feature
that the FAR does not have: You can order this report with detail. This refers to
the budget notes attached to different account numbers. For instance, you can
view all full-time employees that are charged to a particular account number, or
specific equipment that has been approved in the budget augmentation process.
BUDGET DEVELOPMENT COMPARISON REPORT
This report is used extensively from June 30 through August 31. It is because
this report reflects the most current budget information during budget
development. After the final budget is adopted in September, the other reports
are more informative.
This report may also be used to get historical information for your program. You
can order a 2- or a 4-year comparative report. The only problem you may have is
if your program number has changed over the years.
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Ordering Your
FINANCIAL ACTIVITY REPORT
Parameters
Page 1 Parameters
Date
The date parameters control the period of the detail you will
receive. Type the date in the following sequence MMDDYYYY.
By typing in 07012007 as the beginning date, you will receive
all data recorded since July 1, 2007. In most cases you will
want your ending date to be the day you are ordering the
report in order to get the most current information.
Report Title
This is your area. You should enter something that will help
you recognize this report. For instance, DONNA
3-19-08 or LIBRARY SUPPLIES.
Budget Type
You should always change this to “W” to represent the
working budget. That will be the most current budget
information. However, prior to the adopted budget in
September, don’t change the character in the box.
Select Accounts
Sort Sequence
The options are Y for yes and N for no. You will always want
to put in a Y. If you do not, your report will include all the
college budget account lines, and this could be quite lengthy.
(The system is defaulted at a Y setting.)
There are five (5) boxes you can type information into on this
line. The fewer boxes you fill, the better your report will turn
out. I would suggest that you never fill more than two (2).
This designates the page breaks.
Page 2 Parameters
Account Selection This is another area to limit the parameters you set. For
instance, you might only type in your program number. If you
have several programs to review, type in a program number on
each line under PROG.
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Ordering Your
BUDGET SUMMARY REPORT
Parameters
Date
The date parameters control the period of the detail you will
receive. Type the date in the following sequence MMDDYYYY.
By typing in 07012007 as the beginning date, you will receive
all data recorded since July 1, 2007. In most cases you will
want your ending date to be the day you are ordering the
report in order to get the most current information.
Report Title
This is your area. You should enter something that will help
recognize this report. For instance, DONNA 3-11-08, or
LIBRARY SUPPLIES.
Select Accounts
The options are Y for yes and N for no. You will always want
to put in a Y. If you do not, your report will include the entire
college budget, and this could be quite lengthy.
Sort Sequence
There are five (5) boxes you can type information into on this
line. The fewer boxes you fill, the better your report will turn
out. I would suggest that you never fill more than two (2).
This designates the page breaks.
Report Format
This option comes with a “3” already entered. In most cases
this will be the option you will want. It gives you each account
number under your program. You will be able to request the
“Budget Detail Option” under format 3 only. If you would like
to summarize your report even further, you will choose one of
the other options.
Abbreviation
If you use format 2 or 3, this option allows you to designate
what abbreviation you want to be printed on your report. The
ones that are most meaningful to us are the program PG and
the subprogram SP.
Include Detail
The response expected is Y or N. If you wish to see the
budget detail for full-time employees, enter a Y.
Summary Level
The response expected is a number from 1 to 4. It causes the
data to be more or less summarized. For instance, if you
wanted to see only the major object codes, you would enter a
1. That would give you a report with totals for object 1000,
2000, etc.
Account Selection This is another area to limit the parameters you set. For
instance, you might only type in your program number. If you
have several programs to review, type in a program number on
each line under PROG.
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BUDGET DEVELOPMENT REPORT
COMPARISON REPORT
TWO-YEAR COMPARISON
Budget Year
The budget year is the last year of the fiscal year. Fiscal year 2006-07 would be
budget year 07. The first budget year listed should be the older year. The
report will give you both budget and expenditures for the first year listed, but
only budget for the second.
Field Definition
The entry for this box must match the budget year box. It will tie the
descriptions for each section of the account number to the year it identifies.
Print Account Detail
This refers to budget account detail as seen in the Budget Summary Report. This
causes your report to be lengthier, but may be helpful in explaining changes in
the budget and expenditures.
Report Title
This is your area. You should enter something that will help recognize this report.
For instance, DONNA 3-19-08, or LIBRARY SUPPLIES.
Sort Sequence
There are five (5) boxes you can type information into on this line. The fewer
boxes you fill, the better your report will turn out. I would suggest that you
never fill more than two (2). This designates the page breaks.
Detail Line Format
This option comes with a “3” already entered. In most cases this will be the
option you will want. It gives you each account number under your program. You
will be able to request the “Budget Detail Option” under format 3 only. If you
would like to summarize your report even further, you will choose one of the
other options.
Abbreviation
If you use format 2 or 3, this option allows you to designate what abbreviation
you want to be printed on your report. The ones used most frequently are the
program PG and the subprogram SP.
Summary Level
The response expected is a number from 1 to 4. It causes the data to be more
or less summarized. For instance, if you wanted to see only the major object
codes, you would enter a 1. That would give you a report with totals for object
1000, 2000, etc.
Account Selection
This is another area to limit the parameters you set. For instance, you might only
type in your program number. If you have several programs to review, type in a
program number on each line under PROG.
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FOUR-YEAR COMPARISON REPORT
The four-year comparison report allows you to get even more history. However,
if your program number has changed in the past six years, you will need to
consider that when ordering this report.
Budget Year
The budget year is the last year of the fiscal year. Fiscal year 2006-07 would be
budget year 07. The first budget year listed should be the oldest year. The
report will give you both budget and expenditures for the first three years
listed, but only budget for the fourth year. Keep in mind that the last year will
only display the budget.
Field Definition
The entry for this box must match the budget year box. It will tie the
descriptions for each section of the account number to the year it identifies.
Print Account Detail
This report will not allow you to request account detail.
Report Title
This is your area. You should enter something that will help recognize this report.
For instance, DONNA 3-1-08, or LIBRARY SUPPLIES
Sort Sequence
There are five (5) boxes you can type information into on this line. The fewer
boxes you fill, the better your report will turn out. I would suggest that you
never fill more than two (2). This designates the page breaks.
Detail Line Format
This option comes with a “3” already entered. In most cases this will be the
option you will want. It gives you each account number under your program. You
will be able to request the “Budget Detail Option” under format 3 only. If you
would like to summarize your report even further, you will choose one of the
other options.
Abbreviation
If you use format 2 or 3, this option allows you to designate what abbreviation
you want to be printed on your report. The ones that are most meaningful to us
are the program PG and the subprogram SP.
Summary Level
The response expected is a number from 1 to 4. It causes the data to be more
or less summarized. For instance, if you wanted to see only the major object
codes, you would enter a 1. That would give you a report with totals for object
1000, 2000, etc.
Account Selection - This is another area to limit the parameters you set. For
instance, you might only type in your program number. If you have several
programs to review, type in a program number on each line under PROG.
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PRINTING REPORTS
CHECKING FINANCIAL REPORT STATUS
Once your report(s) have been ordered, the system must compile the information
you have requested. Once the system compiles your job (J#), it will assign a File
#. This is the number you will use to print your job.
To check to see how close your job is to being compiled (ready to print), you may
access your job status by typing “JB” in the box at any two-character box (like
the one at the top of your main menu), then pressing ENTER.
This will bring up the options to view the list of jobs in the queue, which is Option
1. Option 2 allows you to see who is logged on to the system countywide. Option
3 says “Me Only.” That will list the jobs requested by anyone with a VYCCU1NR
logon. That is why it is very important that you jot down the “J” number at the
lower left hand corner of the screen when you kick off your report. That number
is unique to your report. You must press “E” to exit this program. The function
keys will NOT work.
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PRINTING YOUR REPORTS
In order to print your reports, you have to access the Print Program. This is
done by typing a “P” in any two-character box, such as your main menu, and
pressing ENTER. This brings you to the report control screen for all users with
the VVCCUINR logon. This is where your “J” number comes in handy. You will see
the “J” number in the second column from the left. If you do not have your “J”
number, you should be able to recognize your report by the title you gave it. This
is located in “User-Report-Title” column.
Once you have located your report, you will need to get the “File #“ from the
first column. At this point, you have two options: You can view your report on
the screen, or you can print it. You might just need a number from the report; in
that case, viewing it will save time and paper. In any case, when you decide, type
this number in the box where the cursor is blinking, and press F2 to view it on
the screen or F3 to print it (do not press ENTER).
After you press ENTER, the program allows you to review your option before it
starts printing. If you are satisfied with your selection, press F7.
If you are printing the report, this will bring up a list of the available printers.
You can print at the County, at your network printer, or on your own printer. You
may have to experiment with your own printer to find the option that gives you
the proper format.
If you have HP LaserJet printers, option 23 works really well. Option 28 is
designated for your network printer. If you are working in Windows, you will
need to disable the windows print drivers in the Terminal drop down menu.
PRINTING MULTIPLE REPORTS
Printing multiple reports in your print queue is possible by following a few simple
steps:
• Go into your print queue
• Select F4 to Print Multiple Reports. Selecting this will bring up a column
next to each of the jobs in your queue.
• Using your up and down arrows, you can place an “X” next to those jobs you
would like to print.
• Once you’ve selected all of the jobs you want to print, press F3 to Print
Report, select your printer, and you’re ready to go!
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Glossary of Abbreviations:
When you run some reports, you will see certain abbreviations. Below is what
they stand for.
ABBREV
STANDS FOR
DESCRIPTION
BT
Budget Transfer
CL
Current Liability
DC
District Cash
JE
Journal Entry
This occurs to move budget dollars from one
account to another.
This is when an order received in the prior fiscal
year is not paid until the next fiscal year.
Shows a deposit of cash to an account—typically in
the 8XXX objects.
This occurs to move an expense from one account
number to another.
PO
Purchase Order
A commercial document issued by a buyer to a
seller, indicating the type, quantities and agreed
prices for products or services.
PV
Pay Voucher
When a payment is made to a vendor without
creating a purchase order. Used for student
refunds and credit card payments—to name a few.
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HOW TO READ A BUDGET REPORT
Making Sense of the Numbers
This means that a purchase order has been created and budget dollars
are set aside. Payment has not been made.
NOTE: Electronic requisitions that you create in Financial 2000 will not
show up in Snowhite until the requisition becomes a purchase order.
This column shows the balance of your budget remaining, including the
percentage remaining.
NOTE: If the balance is negative, a budget transfer needs to take
place to cover the negative balance. Budget Transfers should be
requested by the budget account manager.
Budget Workshop: How To Read a Budget Report
Updated June 2010
Page 1
WHICH REPORT SHOULD I RUN?
Financial Activity Report: Shows detail of each transaction that has taken place in an account,
such as BT (budget transfer), JE (journal entry), TF (interfund transfer), PY (payroll), etc.
NOTE: You will also see this detail information—for one account at a time—by accessing Online
Account Lookup.
Budget Summary Report: Shows a summary for each account number, and provides the
following information:
•
Total Beginning Budget - Total Expenditures - Total Encumbrances = Ending Budget
Balance
•
There are various ways to run this report to show more or less detail
THE ACCOUNT STRUCTURE:
WHAT EACH ACCOUNT CLASSIFICATION MEANS
Budget Workshop: How To Read a Budget Report
Updated June 2010
Page 2
FU = Fund XX. Separates funding sources, i.e., General Fund is Fund 01, Child Development Center is Fund 72, etc. LS = Life Span XX. For the most part, VVC does not use this field, so you will usually see 00. SI = Site XX. Indicates the area the department falls under. 02 = Superintendent/President 10 = Executive Vice President 12, 13, 14, 16, 23 = Deans 20 = Vice President, Administrative Services PG = Program XXXX. Another name for department, i.e., Program 1501 is the English department. SP = Subprogram XXXX. Funding that is unrestricted in nature, such as the general apportionment we receive from the State, will be designated by SP 0000. Funding sources that have spending restrictions are given a subprogram number. OB = Object XXXX.00. This defines the type of expenditure, such as supplies, software, contracted services, and equipment. VVC uses only the first four digits for the object code; therefore, you will always see 00 after the decimal point. TY = Type XXXX. Current year activity will always have 0000. Some categorical programs allow a carryover of funds from prior year(s). For instance, if the Campus Police has money remaining in 2009‐10, a carryover will be set up in 2010‐11. This will be denoted with a Type number of 2010. WHICH OBJECT NUMBER SHOULD I USE? It depends on the type of expense.
Below is a general description of the object numbers you would use.
The Object Numbers
1000s
Certificated Salaries, including faculty, counselors, administrators
2000s
Classified Salaries: includes classified, management, students
3000s
Benefit Accounts
4000s
Supplies, software
5000s
Travel/conference, contracted services, liability insurance, utilities,
memberships, etc.
6000s
Equipment, computers
7000s
Student grants, contingency
Budget Workshop: How To Read a Budget Report
Updated June 2010
Page 3
VICTOR VALLEY COLLEGE
FINANCIAL 2000 TRAINING
Welcome!
~~a review of the requisition process~~
3/7/08
THE BASICS
How do I get into Financial 2000?
z What if I don’t have the icon on my
desk top?
z Who do I call if there is a problem with
the Financial 2000 program?
z Who do I call if I have a question on
completing my requisition?
z
MAIN PAGE OF REQUISITION
z
z
z
z
z
Description
Building/Department: Enter “Not Applicable” if the
requisition is for a service, license, or something that
will not be delivered to VVC. If VVC is receiving
something, it should say “Warehouse.”
Annual Requisition?
Type of Goods & Services: supplies, equipment,
travel, etc.
Location
VENDOR TAB
z
z
z
z
New vendor
Existing vendor, different address
Special instructions: the left-hand box is to be
used for entering instructions for Purchasing;
the right-hand box is to be used for vendor
instructions (the information you enter in this
box actually prints on the purchase order)
Vendor search
From the right-hand
box on the Vendor
screen.
From the bottom righthand box on the
Item/Description page
ITEM/DESCRIPTION
z
z
z
Item: refers to the store/catalog or part
number of the item you are purchasing.
Do not use this column to number the items
being purchased. The system already does
this.
UOM = Unit of Measure, i.e., each, feet,
gallons, miles, rolls, weeks, yards, etc. (This
is a drop down screen.)
Food Purchases: Object 4500 or 5200?
z
z
Object 4300/4500: Use this object number if
you are purchasing miscellaneous food from
S & B Foods or a grocery store for a meeting.
(Continental breakfast foods, cookies, tea.)
Object 5200/5202: Use this object number if
you are purchasing meals for a meeting.
Typically there will be a per person charge
associated with this. Also include meals
bought from fast food such as Subway.
Checking the balance on your
account line
More on Account Balances…
z
z
Keep in mind that this screen shows ALL
requisitions charged to this account number:
those in the requisition process and those
that have already become purchase orders.
This amount may differ from online account
lookup in Snowhite. Snowhite only shows
purchase orders.
More on Account Balances…
z
z
Q: What if my account is in the negative?
A: Do not forward the requisition from your
queue until you have sent a budget transfer
request. While you will still be able to
forward your requisition, it will likely be held
in the next approval queue if there is a
negative balance.
TRAVEL
z
z
All travel requires each traveler to complete a
Travel Authorization Form, even if the
traveler is not going to request
reimbursement for anything. This is a
requirement to approve the employee’s
travel.
Only the person(s) requesting
reimbursement will need to create a
requisition.
TRAVEL (continued)
z
You may request a district credit card to pay
for your registration, hotel and air
reservations. The Travel Authorization
form must be on file in Fiscal Services
before a credit card can be used.
OPEN PURCHASE ORDERS
Create an open PO for recurring payments to
a vendor:
Mileage reimbursement
Repairs
Physicians (athletes’ physicals)
Use of facilities (rentals)
You can use this purchase order for the entire
fiscal year.
z
More on Open Purchase Orders…
z
z
There is no need to itemize on an open
purchase order.
You will need to have your supervisor’s
signature on any of your mileage
reimbursement requests.
More general information…
Q: How do I find out where my requisition is in
the approval path?
A: Search and open your requisition. Left click
to highlight the requisition. Right click and
select View Approval Path. In the “Current”
column, you will see in whose queue the
requisition currently is.
More general information…
Q: Where does my PO # show up?
z
z
z
A: Open your requisition. If a purchase
order has been created, this number will
show on the bottom left-hand corner of the
first screen of your requisition.
Purchasing takes care of faxing your order to
the vendor.
PLEASE DO NOT PLACE ANY ORDER
WITH A VENDOR.
More general information…
What is the process of my requisition?
Enter requisition
Send for approval
Supervisor approves
Purchasing reviews
Purchasing creates PO
Purchasing prints PO, gets signature, and
faxes PO to vendor
Pink copy of PO is returned to requester
Financial 2000 Training
z
Any questions?