FISCAL BALANCE PROGRAM DOWN LOADING TO AN EXCEL SPREADSHEET

Balance Program Inquiry Menu I N Q U I R Y M E N U I N Q U I R Y M E N U BALANCE Inquiry of account balances by department BALANCE Inquiry of account balances by department CURRENT Inquiry of transactions in an open period CURRENT Inquiry of transactions in an open period PO Inquiry of open POs PO Inquiry of open POs COMPROJ Combined Detail/Detail Hist by Project Code COMPROJ Combined Detail/Detail Hist by Project Code HISTORY Inquiry of history transactions by period HISTORY Inquiry of history transactions by period EXPENSE Monthly expense reports menu EXPENSE Monthly expense reports menu REVENUE Monthly revenue reports menu REVENUE Monthly revenue reports menu Inquiry Level 1 Inquiry Level 1 ARROW and RETURN to accept, F10 or CTRL/Z to exit ARROW and RETURN to accept, F10 or CTRL/Z to exit

Fiscal Balance Program Inquiry Menu Example #1 Example #1 History Report

History Menu INQUIRY OF HISTORY TRANSACTIONS BY PERIOD INQUIRY OF HISTORY TRANSACTIONS BY PERIOD *********************************************** *********************************************** ENTERING /OUT AT ANY OF THE PROMPTS WILL RETURN ENTERING /OUT AT ANY OF THE PROMPTS WILL RETURN YOU TO THE MAIN MENU YOU TO THE MAIN MENU *********************************************** *********************************************** Enter 2-position Fund Number ie..(P1 OR /ALL) p1 Enter 2-position Fund Number ie..(P1 OR /ALL) p1 Enter 4-digit Department Number ie..(6230 OR /ALL) 6200 Enter 4-digit Department Number ie..(6230 OR /ALL) 6200 Enter 12-digit Acct. Num. ie..(P OR /ALL) p Enter 12-digit Acct. Num. ie..(P OR /ALL) p YOU ARE ONLY ABLE TO RECEIVE INFORMATION YOU ARE ONLY ABLE TO RECEIVE INFORMATION ON THE CURRENT FISCAL YEAR ON THE CURRENT FISCAL YEAR Fiscal Period for July (020301), period for August (020302) Fiscal Period for July (020301), period for August (020302) Enter Fiscal Date ie..( or /ALL) /all Enter Fiscal Date ie..( or /ALL) /all

History Menu Display on Screen, send to Printer or create a Text file ie.. (S, P or T) Display on Screen, send to Printer or create a Text file ie.. (S, P or T) Choose “T” for Text file. These files will end in “.txt” Choose “T” for Text file. These files will end in “.txt”

History Menu Display on Screen, send to Printer or create a Text file ie.. (S, P or T) T Display on Screen, send to Printer or create a Text file ie.. (S, P or T) T 11 records found and ordered 11 records found and ordered 1 page written to USER_PCC:[VANDERHORN_A]HISTORY.TXT; 1 page written to USER_PCC:[VANDERHORN_A]HISTORY.TXT; Output written to HISTORY.TXT Output written to HISTORY.TXT Enter Y to continue Enter Y to continue Output written to HISTORY.TXT Output written to HISTORY.TXT Enter Y to continue Y Enter Y to continue Y

Desk Top Menu Click on START (bottom left icon) Click on START (bottom left icon) Click on Programs Click on Programs Click on EM320W Click on EM320W Click on EMWFTP Click on EMWFTP Logon with user name and password Logon with user name and password

Desk Top Menu Click on START (bottom left icon) Click on START (bottom left icon) Click on Programs Click on Programs Click on EM320W Click on EM320W Click on EMWFTP Click on EMWFTP Logon with user name and password Logon with user name and password

EM320W

EM320W Note there are two boxes. The box on the left is called the Local System. The box on the right is called the Remote System. Note there are two boxes. The box on the left is called the Local System. The box on the right is called the Remote System. Click on the file. Click on the file. Click ASQII - at the bottom Click ASQII - at the bottom Double Click “..” found at the top of the Local System Box. Double Click “..” found at the top of the Local System Box. Click the location you want to store the download. I use “My documents”. Click the location you want to store the download. I use “My documents”. IMPORTANT: REMEMBER WHERE YOU SAVED THE DOCUMENT. IMPORTANT: REMEMBER WHERE YOU SAVED THE DOCUMENT. Click the arrow pointing left. Click the arrow pointing left. Exit the program. Exit the program.

EXCEL Go into Excel Go into Excel You are looking for the file in the location you saved it. Our example is history.txt. You are looking for the file in the location you saved it. Our example is history.txt.

Desk Top Menu Example file is History.txt;1 Example file is History.txt;1 Click on this file. Click on this file.

Text Import Wizard Click Fixed Width Click Fixed Width Click Next Click Next

Text Import Wizard Set your field widths. Set your field widths. Your data is more important that headings. You can update them later. Your data is more important that headings. You can update them later. Click Next Click Next

Text Import Wizard Set data formats. Set data formats. Click on the column and click on the data format. Click on the column and click on the data format. You will want to reformat date and text columns. You will want to reformat date and text columns. Click Finish. Click Finish.

Excel Spreadsheet - History Clean up spreadsheet. Clean up spreadsheet. Delete unwanted information. Delete unwanted information. Use as needed. Use as needed. Save As: Rename as.xls file Save As: Rename as.xls file

Fiscal Balance Program Inquiry Menu Example #2 Example #2 Balance Report

Inquiry Menu Note: Note: this file is written to Balance.txt this file is written to Balance.txt

Text Import Wizard

Excel Spreadsheet - Balance Save As: Rename as.xls file

PROJECT CODES Overview Overview –Most useful when tracking a project that will be expensed to more than one line item. –An example:  Opening ceremony for the Florida Campus –Advertising, Outside Contractors, Printing Costs, Travel

PROJECT CODES Assign a project code coordinating with the purchasing/budget office. Assign a project code coordinating with the purchasing/budget office. Put project code on purchase requisitions. Put project code on purchase requisitions. Enter project codes in Elan system. Enter project codes in Elan system. Print out project codes from Fiscal Balance Program. Print out project codes from Fiscal Balance Program.