TARLETON STATE UNIVERSITY
Office of Business Services
Canopy Training
March 25, 2015
JUST A LITTLE ACCOUNTING HUMOR…
WHAT’S NEW AT THE TSU CAMPUS
In Progress Changes
Future Changes
 University Services Fee Collapse. 17 Revenue fees
collapsed into 1 fee. Changed about 100 accounts
campus wide.
 Designated Tuition Fee Account structure change.
Implemented for FY16.
 Electronic Payroll Action (EPA). Academic Affairs
implemented. Other areas are coming soon.
Replaces PBAs, PAFs.
 Departmental Budget Transfers (DBR) implementation.
Automates the process of fund changes.
 Buy A&M – Purchasing Documents Electronically.
Campus Fully implemented. Replaces RTPs.
 USF Account structure changes. All USF accounts will
only have SL, and will all accounts will start with
201XXX.
 Different Construction Projects around campus –
Admin building included. Area should be ready for
the fall semester.
 Wellness Initiatives, and Fitbits!
 Chart of Accounts structure change.
 Automation of deposits with cashiers office.
 More construction projects across campus.
 New Human Resource Management software. Selected
from Texas A&M University System.
THE TSU ACCOUNTING LANGUAGE
• Key Words: (See Handout)
Account numbers
Sub codes
Sub Accounts |Support Accounts
Fund Balance
Budgets
Budget Pools
Salary pool
Wage pool
Benefit pool
Operations & Maintenance pool
Actuals
Expenses
Pin Numbers
Annual Salary
Encumbrances (open Commitments)
Fiscal Year
GL Account Summary
SL Account Summary
FUNDS, BUDGETS, ENCUMBRANCES, ACTUALS
What are the differences
between these
categories?
FUNDS, BUDGETS, ENCUMBRANCES, & ACTUALS
Think of it as four distinct
separate categories.
1. Budget is how much to spend on each type
of goods/services for the year.
2. Actuals is what has paid up to the current
point in time.
3. Encumbrances is a known expense that
will pay in the future.
4. Funds is “money in the bank”
1.
2.
3.
4.
Budgets
Actuals
Encumbrances
Funds
BUDGETS, ACTUALS, ENCUMBRANCES
FUNDS
EXPLANATION OF BUDGETS
Budgets is an estimation of revenue and/or expense over a specified
period of time.
Budgets are usually compiled and re-evaluated on a periodic basis.
Adjustments are made to budgets based on the goals of a department,
college, division, and/or the organization.
Adjustments can be seen as “Budget Revisions” or “Budget Transfers”
Budget can be located in the 1100, 1700, 1900, 3000, and 8000 budget
pools/subcodes only in Canopy.
THE DIFFERENT BUDGET POOLS
1100 is Salaries.
1700 is Wages
1900 is Benefits
3000 is Operations & Maintenance
8000 is Capital
EXPLANATION OF ENCUMBRANCES
Encumbrance is an estimation of an expense over a specified period of time.
Adjustments are made throughout the fiscal year.
Encumbrances are primarily in the 1105, 1605, 1906 subcodes.
1105 is salary encumbrance
1605 is longevity encumbrance
1906 is benefit encumbrance
Encumbrances can also be placed in the operation maintenances subcodes and
capital subcodes. Ex: Copier Expense
The range of subcodes is 3010-6935 for Operations & Maintenance.
The range of subcodes is 8010-8817 for capital.
LINK IT ALL TOGETHER
The department of Business
Services has a pin number
T02515. The pin number has an
annual salary of $50,000, for a 12
month term. There are 7 months
left in the fiscal year.
1. What are the actuals?
2. What are the
encumbrances?
3. What is the annual budget?
Pin
Number
Budget
1-Sep
T02515
50,000.00
1-Feb
T02515
50,000.00
Actuals
-
$
20,833.33
= (50,000/12)* 5
31-Aug
T02515
50,000.00
50,000.00
$
Encumbrances
Available
50,000.00
-
29,166.67
-
= (50,000/12)* 7
-
-
HOW TO FIND YOUR
BUDGET/FUNDS IN CANOPY
A.) September 1 of the new fiscal year: there will be a Ref2 journal entry postings, BUDXXXX.
Ex: Bud1415
• Ex: On Page 8
B.) September 1 of the new fiscal year: There will be a Ref2 journal entry posting: TXRXXXX.
Ex: TXR1415.
• Ex: On Page 8
• Both the funding and Budgets should reconcile. (Both totals should be the same.)
• (For teaching purposes, the example given does not match. A budget revision (non cash transaction)
of $54,635 would be needed.)
*Note: With the USF account structure, only step A is necessary. As mentioned, the chart of accounts
changes will also have the same setup as the USF structure.
GL FUNDING CODE DETAILS
“Transfers In” Subcodes
“Transfers Out” Subcodes
4910 – State
5910 - State
4920 – Designated
5920 - Designated
4930 – Auxiliary
5930 – Auxiliary
4940 – Restricted
5940 - Restricted
4950 – Restricted
5950 – Restricted
4960 – Restricted
5960 – Restricted
4970 - Loans
5970 – Loans
4980 – Construction
5980 – Construction
SL BUDGET FOR ACCOUNT
GL FUNDING FOR ACCOUNT
TAKE BREAK (IF NEEDED)
ANSWER ANY QUESTIONS
Next Topic: How to utilize Canopy Effectively
HOW TO UTILIZE CANOPY
EFFECTIVELY
CANOPY.TAMUS.EDU
CANOPY PASSWORDS
• Must Begin with a Letter
• Must have 8 characters exactly.
• Must have at least 1 number
• Cannot be a prior password
CANOPY
User Friendly
Point & Click
Cannot be altered
Back button function
Easy to sign in
QUICK CANOPY TIPS
Change Fiscal Years
Turn paging on/off
Set themes (customization)
User Profiles (System Tab)
Account Attributes
Tables Menu
FRS > Tables
GL and SL Codes
Department Table
CANOPY MODULES
Financial Records Systems (FRS)
Fixed Assets (FFX)
Personal Action Module (EPA)
Document Routing (Routing)
System setting and general information
(System)
FRS MODULE: PRIMARY FOR USERS
FUNCTIONS IN FRS TAB
Financial Accounting - transactions relating to financial operations such as budgets,
revenues, expenses, and journal entries
Accounts Payable - transactions relating to vendor payment including preparation of checks
and files for State of Texas warrants
Accounts Receivable - transactions relating to billing and payment receipt for goods or
services rendered
Purchasing - transactions relating to ordering, receipt and initiation of payment of goods
and services
Payroll Distribution - processes relating to the distribution of payroll expenses for research
projects
Budget Preparation - processes relating to the preparation of the annual budget to be
presented to the TAMUS Board of Regents
INFORMATION
NEEDED TO SEARCH
• Account
Numbers
• Department
Codes
• Responsible
Person
• Title of Account
• Ex: USF
10 TOTAL ACCOUNT DETAIL TABS
MY ACCOUNTS TAB
• Account Search Tab
• Type in Account
• Ex 231250 (include Support Accounts if needed)
• Check the Add Check box, on right side of screen.
• Click the Add Button
OPEN COMMITMENTS TAB
Open Commitments are the encumbrances placed in the account.
Salary, Benefits, Longevity, and Operations & Maintenance.
 Original – Beginning Encumbrance
 Adjusted – Amounts that have been added/Removed.
 Liquidated – Amounts that have been paid.
 Current – Future amounts to pay
REPORTS TAB
• In the search results box,
and the active accounts
box, you will see a green
excel icon and an Adobe
PDF icon for each account.
• Select single or multiple
accounts at a time to view
reports.
• Place a check mark in the
box to the right of the
icons.
• To download, click on the
icon of preference.
REPORTS TAB
Report Will Include:
Revenue Activity
(if applicable)
 Expense Activity
 Encumbrance Activity
ACCOUNT DETAILS
Reconcile Fund Balance of an account
Reconcile Beginning Balance of an account
Reconcile specific transactions by object
code(Subcode).
Reconcile specific payroll items
FUND BALANCE
• Fund Balance are on the GL Account. (the
zero gets move to the beginning of the
account, from the end. Ex: SL 231250, GL
023125
• Information is found on the GL Account
Summary.
• Formula:
• “Fund Balance” – “Encumbrances”
• Fund Balances are line 3200 on GL
• Encumbrances are line 9620 on GL
BEGINNING BALANCE
Steps:
 GL Account
 Begin Balance Column
 As of September 1 of new fiscal
year.
Formula:
 Fund Balance – Encumbrances
If you want Begin Balance
during the fiscal year:
Ex: Balance as of February 1.
Then take Prior months
Ending Totals.
ACCOUNT ACTIVITY
BY OBJECT CODE
You will see the Object Code on the left with a
description
You can click on the arrow on the far left of the
object code to see each transaction posted to
that individual code
The account is divided into Budget Pools–
Revenue-0001, Salaries-1100, Wages-1700,
Benefits-1900, and Other Expenses-3000
You can see your beginning budget figure by
viewing the budget column for the ****Total
XXX Pool line.
ANSWER ANY QUESTIONS?
FEEL FREE TO CALL BUSINESS
SERVICES WITH ANY QUESTIONS
Budgets office
Karen Fincher
Susan Gordon
Lindsey Davis
@ Ext 9109
@ Ext 9433
@ Ext 9379
Accounting Office
JoAnna Ince
Courtni Howell
Kirsten Dollarhide
Charlotte Smith
Becky Wood
@ Ext 9615
@ Ext 9431
@ Ext 9430
@ Ext 9382
@ Ext 1927
Accounts Payable Office
Christy Pfau
Ashley Starnes
@ Ext 9106
@ Ext 9434