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?
• Departments have the option
of creating their own codes
to categorize transactions.
• These are often known as
*DEFINE codes.
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.
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).
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.
CODES ON ELECTRONIC DOCUMENTS
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/Serv Recv 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 --
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
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___
___
_____
_______
_________
______________
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_______
_
_
________________________________________ +
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+-----------------------------------------------------------------------------+
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 characters
Code 6 = 14 characters
How are department codes assigned?
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 characters
Code 6 = 14 characters
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).
POSTING PROVISIONAL TRANSACTIONS
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 --
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 --
SPLITTING PROVISIONAL TRANSACTIONS
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 --
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 --
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___
_____________________
Special PF Keys ___ ___ _____ |
|
_______ _________ ______________ ___________________________________
| SUBS
PF2 = GET A FRESH SCREEN TO POST
| _
TEXAS FRENCH BREAD INC___
_____________________ ___
___
_____ |
PF3
=
SET
SUB
TRANS
POSTING
PROFILE
|
_______ _________ ______________ ___________________________________ |
PF4 = GO
BACK 16/18/09
PAGE OF2:39
SUB-TRANS
-- 0 UT Austin ------ PF1=Options ------ PF8=Exit
-----PM --
PF5 = GO TO MASTER TRANSACTION SCREEN
How are department codes assigned?
+|
|
|
3
SPLITTING
---------+
een<<
|
PROVISIONAL
------- |
TRANSACTIONS
+---------------------------------------------------------------+
| >>Profile successfully updated; Press CLEAR to return<<
|
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|
POSTING PROFILE FOR SUB-TRANSACTIONS
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| You may control the initial values that new sub
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|- | transactions will automatically start with by entering
|
| | those values below. Press CLEAR when you are ready to
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|A | return to the previous screen.
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| |
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| | DESCRIPTION _________________________
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| | COMMENT ________________________________________
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| | CODE 1 ___
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| | CODE 2 ___
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| | CODE 3 _____
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| | CODE 4 _______
|
| | CODE 5 _________
|
| | CODE 6 ______________
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| |
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| |
Press CLEAR to return to Previous Screen
|
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- +---------------------------------------------------------------+
Voucher |
L144440 |
0.00 |
e at 1__ |
CODE 3 |
|
_____ |
________ |
_____ |
________ |
_____ |
________ |
_____ |
________ |
_____ |
________ |
_____ |
________ |
2:45 PM --
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 --
USING A POSTING PROFILE
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!
UPDATING POSTED TRANSACTIONS
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 --
How are department codes assigned?
UPDATING
POSTED
TRANSACTIONS
+-----------------------------------------------------------------------------+
| Action: _ Reason: ________________________________________
|
| --------------------- Display of Transaction Detail --------------------- |
| **>>ELECTRONIC DOCUMENT TRANSACTION; SOME UPDATES ARE BLOCKED<<**
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Account: 1900000050
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Date: 090911
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Description: ANNU ITS SERVICES 11-12__
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| Accounting Type: DI
Reporting Type: DI
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Amount:
93.60|
|
Req Nbr: _______________
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PO Nbr: __________
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Voucher: T744441
|
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DTN: 0000000
|
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CODE 1 : ___
CODE 2 : ___
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CODE 3 : _____
CODE 4 : _______
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CODE 5 : _________
CODE 6 : ______________
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TAG A : _
TAG B : _
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Comment: ________________________________________
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Act Month: SEP
UT Object: 1789
Status: R 9
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Entry Date: 090911
Entry By: XXVAR
Changes Made: NO
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Document ID: X0VT5111117 Seq Nbr: 16900003
Source:
|
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|
+-------------- PF1 = PF-KEY MENU ------ PF8 = EXIT ----------------------+
CREATING MANUAL TRANSACTIONS
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 --
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
IF1 - Standard Reports
*DEFINE
LIST STANDARD FINANCIAL REPORTS - IF1
Year 11 12
Command: IF1
Account: __________
Misc: _______________
Month: JUN
==============================================================================
Standard Reports
_
_
_
_
_
_
_
_
_
_
_
_
_
_
DA14
DA16
DA18
DA23
DA27
DA28
DACB
DA30
AC01
AC02
AC03
AC14
ACCB
AC30
P O Activity Sorted by P O Nbr and Doc Date
One Code Sorted by Code Value
Code Value Across Accounts Report
Code Within Code Report
Activity Report by Document Date
Activity Report by Entry Date
Department Checkbook Report
Download Department transactions for one month
Completed Accounting Transactions
Completed VP1 Documents Sorted by DTN
Completed VP1 Documents sorted by PO Number
P O Activity Sorted by P O Nbr & Record Date
Accounting Checkbook Report
Download Accounting transactions for one month
-- 0 UT Austin
------ PF1=Options ------ PF8=Exit ------
6/22/12 11:47 AM --
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 --
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 --
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 --
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
< Departmental Transactions!
------ PF1=Options ------ PF8=Exit ------
6/22/12 12:00 PM --
IF2 – Report Writer
+----------------------------------------------------------------------------+
|
|
|
CODE FIELD RANGE OR GROUP
Report: DEPT REPORT |
|
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|
RANGE
OR
CODE GROUP(S)
|
| Code 1
___ thru ___
______ ______ ______ ______ |
|
|
| Code 2
___ thru ___
______ ______ ______ ______ |
|
|
| Code 3
_____ thru _____
______ ______ ______ ______ |
|
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| Code 4
_______ thru _______
______ ______ ______ ______ |
|
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| Code 5
_________ thru _________
______ ______ ______ ______ |
|
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| Code 6 ______________ thru ______________ ______ ______ ______ ______ |
|
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| Tag A
_ thru _
|
|
|
| Tag B
_ thru _
|
|
|
+----------------------------------------------------------------------------+
+----------------------------------------------------------------------------+
LAM – Departmental Balances
*DEFINE
ACCOUNT / BALANCES ON-LINE REPORTS - LAM
Year: 11 12
Command: LAM
Account: __________
Misc: _______________
Month: JUN
EID: ________
Dept Req: _______________ Inventory: ________ Purch Ctr _____
==============================================================================
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
-- 0 UT Austin
BUDGET GROUP
------ PF1=Options ------ PF8=Exit ------
6/22/12 12:02 PM --
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
529,260.57Investments
0.00
Payable Encumbrances
0.00
Material Encumbrances
0.00
Salary Encumbrances
148,883.13Scholarship Encumbrances
0.00
Actual Free Balance
678,143.70Requisitions
0.00
Free Balance + Requisitions
678,143.70Projected 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.
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 --
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
1,021.50Investments
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
1,021.50Requisitions
0.00
Free Balance + Requisitions
1,021.50Projected 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 --
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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