ETSU Goldlink Finance Self-Service
For Departmental Users
Contents
1.
2.
3.
4.
5.
6.
Chart of Accounts
Security
Log In
Budget Queries for state funded accounts
Invoices and Check Payment
Budget Information for Selected Acct. Codes
Encumbrance Query & View Document
7. Purchase Orders and Encumbrances
8. Download data to Excel
9. Budget Queries for grant funded accounts
10. Budget Queries for Foundation accounts
11. Searching for a valid Index, Fund, Org, Acct
12. Calculations and Comparisons
14. Contact Information
15. ePrint
16. First Time Login to ePrint
17. Financial Services Survey
March 30, 2012
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p. 14
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p. 32
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p. 33
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Source of Funding
1 – State appropriated/Unrestriced
2 – Restricted (Contracts/Grants/Foundation)
University Organizational Structure
Type of Work
Fund
Org
Pgm
Acct
(E or F)
(6)
(5)
(3)
(5)
Ex: E
110001
22000
350
74000
Unrestricted
Index =
Org (5 digits)
University
General
Funds
Dean,
College of
Business
Academic
Support
Operating
Expenses
Location of Fixed Assets
Being phased out (see Org 80000)
Commodity
Type of Funding
E – University
F - Foundation
Chart
University
FOAPAL
Activity Location
Not often used
INDEX
Restricted
Fund (6 digits & starts with “2”)
Grants
Contracts
Foundation
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Goldlink Finance Training
1. Chart of Accounts – a system of codes that allows us to manage our financial activities.
a. The Goldlink Chart of Accounts consists of five basic elements – Chart, Fund, Organization
(Org), Program and Account. ~ FOAPAL – Most only use first four, FOAP, along with Chart.
b. Chart Codes differentiate between University funding (E) and funds for the ETSU Foundation
(F). Using these codes is critical in all paperwork and electronic transactions.
c. Fund Codes – Six (6) digit numbers that indicate the source of funding: Unrestricted and
Restricted.
i.
Unrestricted Funds – State appropriated funds for ETSU operations for 4 units
1.
General Campus
110001 – 169999
2.
College of Medicine
170001 – 179999
3.
Family Practice
180001 – 189999
4.
College of Pharmacy
190001 - 199999
ii.
Restricted Funds – generally provided by a grant, contract or donation to the Foundation;
and start with a 2.
iii. Examples:
1. E1xxxxx – University Unrestricted Funds
2. E2xxxxx – University Restricted Funds
a. University
E20xxxx – E26xxxx
b. College of Medicine
E27xxxx
c. Family Practice
E28xxxx
d. College of Pharmacy
E29xxxx
3. E8xxxxx – Agency Funds
4. F2xxxxx, Foundation Restricted Funds. 2xxxxx on Chart F can be the same number as
Restricted Funds on Chart E, so the E or F are critical to distinguish between the two.
d. Org Codes – Five (5) digit numbers based on the organizational structure of the University. A
listing can be found on ePrint report FGRORGH – updated monthly.
i.
11000 – President (Dr. Noland)
ii.
20000 – Academic Affairs (Dr. Bach)
iii. 30000 – Health Affairs ( Dr. Bishop)
iv.
40000 – Finance & Administration (Dr. Collins)
v.
50000 – Student Services and some organizations previously under Dr. Bishop, e.g. HR
vi.
60000 – Advancement (Dr. Manahan)
vii.
80000 – Activity
1. 82xxx – RDC
2. 83xxx – Research Support
3. 84xxx – Institutional Development Grants (IDC)
e. Program Codes – Three (3) digit numbers that identify the type of work being done. These are
also available through ePrint report FGRPRGH. Examples:
i.
200 – Instruction
v.
400 – Student Services
ii.
250 – Research
vi.
450 – Institutional Support
iii. 300 – Public Service
vii.
500 – Physical Plant
iv.
350 – Academic Support
viii. 550 – Scholarships
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f. Account Code – Five (5) digit numbers that indicate the commodity type (ePrint Report –
FGRACTH). Examples:
i.
5xxxx – Revenues
ii.
6xxxx – Salaries and Benefits; 61xxx – salaries; 62xxx - benefits
iii. 7xxxx – Expenditures; 73xxx – travel; 74xxx – operating expenses; 781xx - equipment
iv.
8xxxx – Transfers
g. FOAPAL: A – Activity Code (being phased out, see Org 80); L – Location code for fixed
assets.
h. Index Codes – A five (5) or six (6) digit code that replaces the 14 digit combination of the
Fund, Org and Program. ETSU set up 5 digit Index codes for Unrestricted state funds and 6 digit
Index codes for Restricted grants or contracts and Foundation funds. For Unrestricted fund (your
departmental budget), the Index is equal to the Org. For Restricted funds (grant, contract or
Foundation funds), the Index is equal to the Fund. Examples:
Description
Chart
Fund
Org
Program
Index
Unrestricted
Child Study Center
E
110001
23152
350
23152
Restricted
Childhood Center 07
E
210032
23152
250
210032
Foundation
Project ACTION
F
227310
23152
350
227310
i. ePrint Reports –A listing of the following codes can be found in ePrint reports at
http://eprint.etsu.edu, OR through Goldlink using your ETSU userID and password.
See page 32 for Goldlink/ePrint login details.
You can search .pdf files using…
i.
Org Codes – report FGRORGH, updated monthly through ePrint
ii.
Program Codes – report FGRPRGH
iii. Index Codes – report FGRACCI, which also contains defaulted Fund, Org and Program.
iv.
General Ledger Detail Transactions (FGRGLTA) – used for Agency Funds
v.
Organizational Detail Activity (FGRODTA) – provides detail of activity for Organization
vi.
Budget Status (FGRBDSC) – provides monthly budget status reports
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2. Security
Security in Goldlink Finance is based on one of two things, either the Org or the Fund. An individual’s
security can be set up within Goldlink as either Org based or Fund based, but not both. ETSU has
proceeded to implement security primarily on the Org. Very few people are set up with Fund level
security because it requires more maintenance as grant funds are added or end.
Access to Goldlink Finance Self Service has to be requested on the Goldlink Finance Account Request
form which can be found on the OIT website at www.etsu.edu/oit/forms. You can download, print and
complete the form. All Goldlink Finance Account Request forms must be sent to Lisa Rowland in the
Office of Financial Services at Box 70732 for approval prior to being set up by either OIT or eBucs.
When completing the form, please complete all items in Section 1. Please use the new Goldlink “E”
number as your employee number. If you do not know your Goldlink “E” number, you may find it
when you click on “Goldlink” on the ETSU homepage. Any areas left blank in Section 1 can result in
the form being rejected.
Section 2 requires the requestor to identify the “index” that they will be using in Goldlink. What we
really need to know is the Org access that is needed since that is what the security is based on. The
FRGACCI report on ePrint can help you look up your indexes and find out what Orgs you should be
putting on your form.
Section 4.
at the bottom must be signed and dated by the applicant and other appropriate person before
sending to the Office of Financial Services for approval by the Goldlink Finance Data Custodian.
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3. Log In
a. Go to the ETSU home page, www.etsu.edu and click on “GoldLink”
Also accessible through:
www.etsu.edu/goldlink or http://goldlink.etsu.edu
b. Sign into Goldlink using your
ETSU email User Name and Password
c. Click on the Goldlink Self-Service folder.
d. click on the Finance folder.
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e. Select Budget Queries
4. Budget Queries for Unrestricted state funded accounts
Click on Drop Down arrow for query options
For unrestricted state funded accounts, select Budget Status by Organizational Hierarchy
and click Create Query
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Check the boxes for the columns you want on your report and click Continue.
The most commonly used columns (boxes checked above) represent the following:




Accounted Budget – total adopted plus all budget adjustments
Year to Date – Transactions to date
Encumbrances – Purchase Orders processed
Available Balance – Budget less other columns
The other budget categories you can also display as columns are:






Adopted Budget – Base budget
Budget Adjustment – all processed budget revisions
Adjusted Budget – Current Budget
Temporary Budget – Temporary budget adjustments
Reservations – Requisitions outstanding
Commitments – Encumbrances + Reservations
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Choose Budget Query Parameters
 Enter Fiscal Year. Current FY is the year in which the FY ends.
 Enter Fiscal Period. 1 = July … 12 = June, 14 = accrual period (normally used)
 Leave Comparison Fiscal year and period “None” unless you want to compare
 Commitment Type – usually “All”
 Chart of Accounts – “E” or “F”
 Index – for the Organization you want to see
 Leave remainder blank OR, in lieu of Index, enter
 Fund, Org and Program
 Click Submit Query
When using the Index code, the Fund, Org and Program are returned to verify. If they are correct,
click Submit Query again.
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Click (drill down) on Blue Items (active links) for more detail
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5. Invoices and Check Payments
To get invoice and check payment information, continue to drill down on
blue highlighted items
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Continue drilling down for details (use Year to Date column for check payments and invoices).
Rule class
code tells
what was
processed
Internal invoice numbers –
I0001420
See next page for Document Code Prefixes and Rule Class Codes
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Check number
Paid on Invoice I0001420 with
payments from several different funds
and orgs.
Paid on check number 10001236. Note:
! = Auto Payment and will have no Final Reconciliation
Common Rule Class Codes used for processing:
Document Code Prefixes (some)
BD01: Permanent adopted budget
BD02: Permanent budget adjustments
BD04: Temporary budget adjustments
CNEI: Cancel check – invoice with encumbrance
CNNC: Cancel check – credit memo without encumbrance
CNNI: Cancel check – invoice without encumbrance
DNEI: Check – invoice with encumbrance
DNNC: Check – credit memo without encumbrance
DNNI: Check – invoice without encumbrance
ICEI: Cancel invoice with encumbrance
ICNC: Cancel credit memo without encumbrance
ICNI: Cancel invoice without encumbrance
INEI: Invoice with encumbrance
INNC: Credit memo without encumbrance
INNI: Invoice without encumbrance
FT01: Internal charges within a chart, Chart E
PORD: Establish purchase order
REQP: Requisition – reservation
X25: Internal charges to Chart F accounts or a combination
of Charts E & F, IF on the Same Journal Voucher
! Auto Payment/Direct Deposit
P
Purchase Order
I
Invoice
Blank “e” Invoice (eff. 6/1/09)
BD Budget revisions
BG Budget revisions-Grants
EN Encumbrances
F
Document Feeds (e.g.
Receipts or Payroll)
FI Interest Income
Distribution
GT Grant Entries
LA DLAR Charge
MS Miscellaneous
PC Pro Card
PP Physical Plant
PS Postage
TC Telephone Charge
YR Year End Charge
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6. Budget Information about Selected Account Codes
61XXX – Funds are budgeted for individual salary account codes.
62000 – Funds are pooled for employee benefits to cover all 62xxx expenditures.
73000 – Funds are pooled for travel to cover all 73XXX expenditures.
74000 – Funds are pooled for operating expenses to cover all 74XXX expenditures. Funds are budgeted
on account code 74210 (Instrument Charge) as an information item only but for budget control is part of
the 74XXX pool.
78000 - Funds are pooled for capital outlay (equipment) to cover all 78XXX expenditures.
79000 - Funds are pooled for scholarships (unrestricted) to cover all 79XXX expenditures.
Using Encumbrance Query and View Document

Selecting “Encumbrance Query” will allow you to view
all open Encumbrances for the period selected.

Selecting “View Document,” such as a Purchase Order
number or Invoice number, will allow you to view the
details of the document and any related documents.
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7. Purchase Orders or Encumbrances
Click on items in blue in the Encumbrances column for more information about Purchase Orders.
Drill down for details
Purchase orders P0000062 and
P0000061 issued to Cintas Document
Management.
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Details of Purchase Order
No check written yet on the Purchase
Order.
Click on the Document Code (in this case the Purchase Order Code) highlighted in blue to view the
Purchase Order description.
Brief description of
Purchase Order
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8. Download data to Excel
Click on Download All or Selected Ledger Columns
Click OPEN or SAVE to download spreadsheet
If you click OPEN, use the “Back” button to return to Goldlink. Do not click the red “x” or you will exit
Goldlink. Spreadsheet opens in Excel as a .csv file. When you save, save it as an Excel file.
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Scroll down & click to perform another query
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9. Budget Queries for Grant funded accounts
To review Grant Accounts, go back to Budget Queries to create a new query.
Select Budget Status by Account and click Create Query
Enter the Chart (E) and Grant Index code
Click Submit Query
NOTE: Enter Grant
code if inception to
date information is
desired.
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The Fund, Org and Program are returned for verification.
Click Submit Query
The current year activity is returned when Grant code is not entered.
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To get Inception to Date figures: Go back to Budget Queries parameters page.
Enter Grant number (Index) in the Grant input box.
Click on Submit Query
Inception to Date figures for the Grant account are returned.
Caution: detail behind clickable items are up to date instead of being held to the Fiscal Year
Period chosen.
May be higher
Same
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Using the “Include Revenue Account” feature for those Funds that are revenue driven, e.g. CME
Note that Revenue Collected YTD may be greater than Budget. The Budget will periodically be
increased by the difference.
Total is Blank
Note that Available Balance is not shown when Include Revenue Accounts is checked.
get the available balance by unchecking the Include Revenue Accounts box.
You can
When you drill down on the blue number in the YTD column, you get the details behind the revenue.
The receipts for revenue collected are indicated by the “F” code in the document column.
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10. Budget Queries for Foundation accounts
Use Query type of Budget Status by Account
Click on Create Query
Chart of Accounts is F.
Enter Chart and Index code.
Click on Submit Query
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The Fund, Org and Program are returned to verify.
Click on Submit Query
Foundation budget increases on account code 74000 as revenue is received.
To see the actual available balance that is spendable, look at the Report Total line in the available
balance column.
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Foundation Revenue
To see the revenue that has been received this fiscal year,
Go back to Budget Queries page and click the check box for Include Revenue Accounts.
Account Codes 5XXXX show the revenue that has been received year to date. Note that the Report
Total line is now blank for the Available Balance column. The total Available Balance is only found
when revenue accounts are not included.
Total is Blank
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11.Searching for a valid Index, Fund, Org or Acct
Use % (percent symbol/wildcard) to bracket the word you are searching on and be sure to use proper
capitalization.
Example 1 – search for Fund by name
Click on Fund
Enter %Upward% into the Title Criteria will return many titles for Upward Bound grants. Select the
number of rows to return to be sure you get all the results. A % before and after phrase will return text
with the phrase anywhere in the text string.
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Example 2 – search for Fund by number
Chart E restricted funds are broken down as follows:
University – 20XXXX – 26XXXX
COM – 27XXXX
FP – 28XXXX
COP – 29XXXX
To get all COM grant funds:
Click on Fund
Enter the fund prefix for the fund you are searching for, e.g. College of Medicine University Restricted
Funds 27xxxx (see page 1) followed by the % sign, e.g. enter 27% into Fund Criteria. A % at the end of
the phrase you are searching for will return text with the phrase only at the beginning of the text string.
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Execute the Query
Let’s say you’re looking for the Quillen Med Chair 2008-09 fund and you want the total salaries for
2008-2009:
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You could add all the 61xxx Accounts, ~ 69,000, or you could narrow your search and get the total by
using 61% in the Account block:
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12. Calculations and Comparisons
You can conduct calculations within a query.
Example 1: Calculating the percentage of Accounted Budget remaining:
After entering columns, operations, location of results and column heading, then Perform Computation.
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You can compare periods and conduct calculations
Example 2: Comparing two consecutive months (periods) and calculating a difference (e.g. how
much was spent during a given month. Choose Year-to-Date as the only column headings of report).
Subtract earlier period from later period:
Perform Computation:
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13. Goldlink will not allow POs to be split between the E and F charts while using the same travel
authorization or PO number. Two separate POs or travel authorizations will be created, one for each
chart. This also produces 2 reimbursement or vendor checks.
14. Contact Information
Questions? Please give us a call.
Accounting
Budget
Grant Accounting
Foundation Accounting
Purchasing/Accounts Payable
Finance Account Request Form
439-4316
439-4383
439-6109
439-4702
439-4224
439-5504
15. ePrint. (go back to page 4) A listing of the following codes and reports can be found in ePrint
reports at http://eprint.etsu.edu OR through Goldlink using your ETSU userID and password.
See page 33 for Goldlink/ePrint login details.
Search .pdf files using
a. Org Codes – report FGRORGH, updated monthly through ePrint
b. Program Codes – report FGRPRGH
c. Index Codes – report FGRACCI, which also contains defaulted Fund, Org and Program.
d.
e.
f.
g.
h.
FGRBDSC - budget status
FGRACCI – grants by index
FYRGRPD – grant reports, end date, PI
FGRGLTA – agency accounts
FRRGITD – grants inception to date budget report
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16. First time login to ePrint:
Login to the Goldlink Portal (see page 6 Login).

Once in Goldlink, add the “Administrative Staff” tab:
o Click “Content Layout” above the “ETSU” tab
o Click the “Fragments” button to the right of the tabs
o Click the gold “Subscribe” to the left of the
“Administrative Staff” folder
o Click the target icon
where you want the
“Administrative Staff” tab to appear













o In the “Administrative Staff” tab see eBucs, eJobs,
ePrint and more
Click ePrint
o Make sure the Repository is Finance Chart E
Campus
o Login to ePrint using your ETSU UserName and
Password
If you are unable to login to ePrint, you may need to
login one time to Banner INB
Return to the “ETSU” tab
Click “Banner INB”
If you get a Java Security Concern warning click “No”
If you get a “digital signature has been verified” message,
click “Cancel”
A Login dialog box may open
Enter your ETSU UserName and Password
Exit Banner INB
After exiting Banner INB, go to the “Administrative Staff”
tab in the Goldlink Portal (window)
Click “ePrint”
Login to ePrint using your ETSU UserName and Password
When your ETSU password changes, you may have to
return to Banner INB to enter your new password, which
“syncs” it with ePrint in the Goldlink Portal.
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17. Financial Services Survey
Please take a few minutes to complete the Financial Services Survey.
Go to Financial Services home page http://www.etsu.edu/fa/fs/ :
Click on the link to Financial Services Survey and tell us how we are doing.
Thank you for your time and response.
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