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Cost Center Expenditure Summary Balances (AC0471UG)


Last Modified: 1/8/04

Use the Cost Center Expenditure Summary Balances screen (AC0471UG) to view expenditures associated with a cost center within a designated fiscal year.

This screen displays the object codes with title (and parent object code if the budget balance is negative), total encumbrances, month-to-date or year-to-date expenditures, and the balance left in the budget for a particular cost center and object code range.

Accessing the Cost Center Expenditure Summary Balances screen

Start from the Main Menu

  • 1. Double-click on the green arrow next to the G/L Accounting Main Menu.
  • 2. Double-click on the green arrow next to the Queries Menu.
  • 3. Double-click on the screen description, Current Expenditure Balances.

OR

Enter AC0471UG in the Direct Access field.

Introduction to the Cost Center Expenditure Summary Balances

Use the fields on the top part of the screen to enter the cost center for the budget you would like to view. By completing the FY and the Cost Center fields, you can run a query. You can also query by entering the name of the Responsible Person. The Object Code Range fields can also be used to narrow your search.

screenshot

Cost Center Expenditure Summary Balances

Buttons

Gen Ledger Summary (GKp1): Use this button to access the General Ledger Summary Balances screen (AC0460UG).

Revenue Summary (GKp2): Use this button to access the Cost Center Revenue Balances screen (AC0470UG).

Field Explanations - Cost Center Expenditure Summary Balances

An asterisk (*) indicates a required field.

Field Name Short Description Explanation and Notes
FY* Fiscal Year Enter the fiscal year in CCYY format for the budget you want to view. Example: 2004
Cost Center* Cost Center Code Enter a unique, six-digit identifier for the cost center you want to view. Double-click to view an index of valid cost centers.
Object Code Range Start Object Code to End Object Code Enter the range of object codes for the budget you want to view.

flag NOTE: Initially, the full range of codes will display after you enter the cost center, and the cursor will position itself in the object code range field. You can enter the first number of the range, press [Tab], and the second object code will default to the highest number, but you can change the high number also, if desired.

Account Title Account Title DISPLAY ONLY - This field displays the title of the account for the specific cost center. Example: Foundation Chargebacks
Responsible Person Responsible Person This field displays name of the manager, department head, supervisor, or other person who is primarily in charge of the cost center.

flag NOTE: You can query by entering the name of the responsible person and Retrieve. The screen will go back to the earliest FY that that person was listed as a responsible person and will show the first cost center attached to that person with a scroll bar. You can also enter the FY and the name of the responsible person if you want to limit the search.

Object Object Code DISPLAY ONLY - This field displays the four-digit object codes within the range you indicated.
Title Title DISPLAY ONLY - This field displays the short title of each object code listed.
/BAT Parent Budget Authority Table Parent Object Code Title DISPLAY ONLY - This field displays the parent object code line, if an encumbrance or expenditure has taken that budget balance to a negative. This occurs when the Budget Authority Table has established the parent/child cost center relationship and an expenditure occurs in the child cost center, but a budget balance was never established in the parent cost center.
User Budget 5
User Budget 5
DISPLAY ONLY - This field displays the finalized amount of your user budget.
Current Budget Current Budget DISPLAY ONLY - This field displays the current (running) budget amount in this cost center/object code.
Encumbrance Encumbrance DISPLAY ONLY - This field displays the total value of encumbrances against this cost center/object code.
Month-to-date Exp Month-to-date Expenditures DISPLAY ONLY - This field displays the total dollar amount of expenditures that have been processed against this cost center/object code month to date.
Year-to-Date Exp Year-to-date Expenditures DISPLAY ONLY - This field displays the total dollar amount of expenditures have been processed against this cost center/object code/fiscal year to date.
Budget Balance Budget Balance Available Amount DISPLAY ONLY - This field displays the calculated budget balance available for this fiscal year/cost center/object code.

Viewing Cost Center Expenditures and Balance

Start from the Cost Center Expenditure Summary Balances screen (AC0471UG)

  • 1. Clear the screen.
  • 2. Enter the fiscal year in the FY field.
  • 3. Enter the cost center for the budget you would like to view in the Cost Center field.
  • 4. If desired, you may query by entering the name of the Responsible Person.
  • 5. Enter the range of object codes for the budget you would like to display in the Object Code Range field.
  • 6. Retrieve or [Tab] to view the budget.

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