REPORTS AND RESEARCH Purchasing 2 Payments

What we will cover: Dates Budget Overview Budget Status Report Detail Trial Balance Report Voucher Search PO Buydown Payment History by Vendor *Explain the different between a report and an inquiry *PO & Req Report *PO Buydown *Explain SME what they do (Field Personnel)

Dates – What do they mean? Every Transaction has three dates associated with it. Accounting Date - This is the date in which the detailed record the accounting information is recorded for the transaction. Budget Date/Period - This is the budget date/period (generally the fiscal year) that the transaction is recorded against (i.e. we are in Budget/Fiscal Year of FY2016). Appropriation Year - This represents the year the transaction is being recorded against and a budget should reside in the correct AY year for the transaction in the current Budget Period (i.e. currently we are in AY2016). In most cases, the accounting date should fall within the budget date/period and generally should default to the transaction processing date. The AY year usually aligns as well, unless you are recording expenses against prior period accruals or encumbrances. For example, if you were recording an invoice today against an AY2014 encumbrance, the accounting date would be 03.02.15, the budget date would be 03.02.15 and the AY year would be AY2014. However, expenses against the current year would have accounting and budget dates of 03.02.15, but with an AY year of AY2015.

Budgets Overview Budgets Overview is an online inquiry tool that provides summary and detailed information about activity in various accounts. It allows users to drill into source transactions within Budget, Expense, Pre-encumbrance and Encumbrances. KK>Review Budget Activities>Budgets Overview>Budget Inquiry Criteria Laurie: Explain Periods, Prior Year Encumbrance reports Explain the difference between Pre-Encum, Encumb on current year vs. Prior Year encumb at year end

Budget Status Report This is similar to the Budget Overview providing a static view (snapshot of time) of budget information. Displays the budget, pre-encumbrance, encumbrance, expense and remaining budget. Allows user to have a printable report of the Budget Overview information. Commitment Control>Budget Reports>Budget Status

Detail Trial Balance Report Customized report that shows all posted details to the General Ledger that are part of the balance as requested in the report parameters. Does not show budget information This report was designed to provide the same information as the previously distributed FMIS reports. GL>General Reports>GL Trial Balance Detail Report

PO Buydown Select POs to close See voucher activity on a PO The PO Buydown is a tool to help manage your procurement documents (i.e., your purchase orders). The PO Buydown allows user to: Select POs to close See voucher activity on a PO See chartfield coding on a PO See all PO activity for your PCA Purchasing>Purchase Orders>Review PO Information>PO Buydown Report Jaye: Speed type!!! Recode P. card transactions Expenditures charged to wrong sub-object (account)

Payment History by Vendor Allows users to generate a Detailed Payment History by Vendor report for a selected time period. This produces a pdf report MainMenu>AccountsPayable>Reports>Vendor >Payment History by Vendor Jaye: Trial balance detail report will provide more user friendly and more detailed information than this report

GEARS Site and Tip Sheets

Search for and find vendor numbers Main Menu>Vendors>Vendor Information>Add/Update>Review Vendors

Voucher Research Allows users to inquire on voucher information, restricted based on system PCA security. Main Menu>Accounts Payable>Review Accounts Payable Info>Vouchers>Voucher Activity Inquiry Jaye Budget Overview

Voucher Research – con’t. Main Menu>Accounts/Payable> Voucher>Add/Update>Voucher Search Jaye Budget Overview

Voucher Research – con’t. Main Menu>Accounts/Payable> Voucher>Add/Update>Quick Invoice Entry

QUESTIONS???