PERT POSTDOC ACCOUNTING September 2017

UAccess Navigate to UAccess at: https://www.uaccess.arizona.edu Select FINANCIALS

UAccess Financials After logging in with your NetID you should arrive at this screen. Select “Balances by Consolidation” NOTE: Your screen may have fewer options than mine, but the necessary options should be there.

Balances by Consolidation Enter the following information: Chart Code: UA Account Number: 3015282 Sub-Account Number: This should be your personal sub-account, but Nick has given permission to use his (NDIR) for this demo. Once data is entered, click Search.

Account Summary This is the most recent analysis of your account. Things to note: Consolidation Codes will generally be those seen here: GEXP (General Operational Expenses), TRVL (Travel), and IDEX (Indirect Costs). Budget is loaded in each area, and spending is reflected in the “Actuals Amount” column. Pending expenses are in the Encumbrance Amount column. You can drill down on any of these areas to get to detail but there is an easier way to look at Encumbrances.

Drilling Down Let’s drill down on the General Expenses!

General Expenses Under each of the Consolidation Codes, there are a number of Level Codes. You’ll see that there is spending in both MISC and OSUP. Any text with a line under it can be drilled down on for more detail. If you click on OSUP, it will tell you this is Operating Supplies. But for the Financial Information, we want to click on Drill Down again.

Object Code Level There can be one or more object codes displayed once you have drilled down to the Level Code. In this case, there is only one: 5290. To know what 5290 means, just click on the number.

5290 This is an object many of you will see. It’s general research / laboratory supplies and an object code we use…a lot.

Monthly Detail Going back to our last drill down, this is where we can get to more specific transactions by month. To do that, simply click on the expenditure amount.

Monthly Detail Since the Balances by Consolidation Screen is for the full year, this screen breaks down the spending by month. Fun fact, in UAccess, July is Month 1, August is Month 2, etc. You can drill down into any of these amounts by clicking on the expense in any given month.

Detail – finally! And here, finally, we have the specific transactions that Nick has made. Thanks to Teresa, there is a good amount of information on this screen, but if you want to get to even more granular info, click on a specific Document Number.

Account Summary Going back to the account summary, you can figure your available balance most easily by taking the Available Balance and subtracting the Indirect Cost balance available: Available Balance: 4,848.51 Indirect Cost Balance: -359.15 Spendable Balance: 4,489.36

Encumbrances For those of you with encumbrances on your Balance by Consolidation summary, this is the best way to find out the details on those items. Click on Open Encumbrances from the Main Menu. NOTE: You can always get back here by clicking on the Main Menu tab.

Encumbrance Entry On this screen, please enter the following: Chart Code: UA Account Number: 3015282 Sub-Account Number: This should be your personal sub-account, but Alison has given permission to use hers (ARAV) for this demo. Once data is entered, click Search.

Encumbrance Data On this screen, you will see any outstanding amounts and also some zeroes. If an order is entered and cleared (paid) in the same month, the zero balance often stays on this screen until the following month. If you have a lot of this, you can re-order the screen by clicking (twice) on the Outstanding Amount column header.

Encumbrance Data Now that we are in descending order for values in this column, we can figure out what we want to look at more closely. We can not drill down on items from this screen so we’ll need to make note of anything we’re interested in. For this order, the Document Type is PO and the Document Number is 400142. Now we can go back to the Main Menu. NOTE: Every order will have the appropriate indirect cost encumbrance displayed as well. If you sort by Document Number (in a longer list), you will see those together. The indirect cost rate on PERT is 8% so the $4.80 looks perfectly calculated for the $60 ETON order.

Custom Searches Now that we know what encumbrance we want to look up, we will go to a Custom Search. We know our item was a PO (Purchase Order) so we will select Purchase Orders from the Custom Search area.

Searching The only data we need to enter on this screen is the Purchase Order number which we copied from the Encumbrance screen earlier. Click Search.

Search Results If there have been amendments of any sort to your order, you may have more than one line item returned, but in most cases, your search will result in something like this. If you do have multiple items returned, look for the one that says “Open” under Purchase Order Status Description. To get to the specific PO and order details, click on the Document ID number.

Purchase Order Once you get to the Purchase Order, you can see all the line item detail from your order and identify which items are still outstanding.

More Transactions Back at the Main Menu, there is another way to look at transactions. Select General Ledger Entry.

Transactions Enter the following information: Chart Code: UA Account Number: 3015282 Sub-Account Number: your personal code Object Type Code: EX Note that the tabbing on this screen creates a Z pattern so you’ll need to point and click or tab a few extra times. This screen also requires you to enter a Fiscal Period (month). The search defaults to the current month (September = 03). Click Search.

Transaction Results Here we have all the transactions for the month of September in Nick’s account. We can click on the individual Document Number for any of these to get more detail. NOTE: Most of the time, these items will be charges (Debits) and that is reflected with the D in the “Debit Credit Code” column. If you have returned an item, though, these could be credits, and the only way to know that this is money being returned to you is that there would be a C in that column.

Questions? Please contact Kate Riley ksriley@email.arizona.edu