1. OnePurdue Budget & Fiscal Planning Showcase Funds Management Budgeting workBench (FMBB) Training August/September 2007

2. 2 Agenda  New fields & form format  Examples, Examples, Examples  Document Tips  Base Budget Tracking Report  Who to contact for questions...  Questions & Answers

3. 3 FMBB Form Revised (Appendix A) (New Form Required September 10, 2007)

4. 4 New Form Fields

5. 5  Selection Criteria PROCESS: (Select from Drop Down List) »ENTR - Enter »TRAN - Transfer (Most Commonly Used) »SUPL – Supplement DOCUMENT TYPE: (Select from Drop Down List) »CHGS – Changes (Most Commonly Used) »CHJV – Changes with JV »SUPL – Supplement

6. 6 More - New Form Fields

7. 7  Recurring vs. Non Recurring Previously used “Reserve Code” – 001 for Non-Recurring Transactions REC/NREC field allows you to select from drop down list »REC – Recurring »NREC – Non Recurring  Sender/Receiver Sender = Debit = “-” Receiver = Credit = “+” On the form the field is automatically populated when REC/NREC is selected.

8. 8 Form Fields

9. 9 Form Fields Defined…  Fund  Fundcenter/Costcenter  Commitment Item (FM) A Commitment item conversion table from Object Code and Position code combinations for Salary & Wage transfers has been created. »(i.e. 71099/0030A12 = 506010) Supply & Expense can be at detail or high level, or at reserve commitment item. Currently, there are some restricted reserve commitment items that are only to be used by the President/Provost/EVPT/Central Office areas. The Conversion list and restricted reserve commitment items list can be found in Appendix C & D respectively, and on the B@P website under the Resources section.

10. 10 Form Fields Defined

11. 11 Form Fields Defined  Funded Program Only use real orders, no statistical internal orders. Reference SIOs in short and/or long text  Amounts = $$$  Text = CUL + Short Text Field CUL – Previously FTE »Format should be 100.00 for someone who is Full Time »Format for Part Time - 050.00 or 065.00 »Maximum of 10 characters in CUL Field (i.e. 1,234,567.89) »If not included in recurring transactions, the base budget tracking report will not be effected. Short Text Field appears in SAP Transaction.

12. 12 Form Fields Defined  Long Description – Available for viewing via Webview  Reference of Journal Voucher # and JV Date Parked  Prepared By – Please be sure to include for contact information regarding problems and corrections.

13. 13 EXAMPLES EXAMPLES EXAMPLES (See Appendix B – Examples 1-14)

14. 14 Document Tips  Appendix F is a Quick Reference Sheet in preparing a FMBB.  Appendix E and the Business@Purdue website examples of Process/Doc Type combinations. List includes example uses of combinations. List can be found under Resources section on the Business@Purdue website.  Transferring between budgeted and non- budgeted funds Do not use Balance Sheet Account on FMBB. »i.e. Balance Sheet Account - 4000001000 Use transfer GL Accounts on JV, not the Commitment Items from the FMBB.  Attach approved copies of JV when required.

15. 15 More Document Tips  Prepare JV when transferring General Funds between campuses. i.e. same fund 21010000, but change between 4010XXXXXX & 1010XXXXXX (See Example #10)  Verify Recurring Balance by commitment item prior to preparing a recurring FMBB.  Revised FMBB form is now available. Revised form found on Business@Purdue website and on the Business Services – University Business Office Forms website. Required use starts September 10, 2007. »After this date any document not on new form will be returned to the preparer

16. 16 Base Budget Tracking Report  Available on OnePurdue Portal Select Financial Systems/Reports/Funds Management/Base Budget Tracking

17. 17 Who to contact for questions.... Bette Bilyeu – 47127 – bette@purdue.edubette@purdue.edu Katie Stair – 61056 – kstair@purdue.edukstair@purdue.edu

18. 18 Questions ?.....