Auxiliary Corporations Inquiry SystemPage 1
STEP 5 - Selecting Your Cost Center (Cost Center Name Search window -00NS)
With your list of cost centers displayed <tab> or use your arrow keys to move your cursor to the options (O) field to the left of the cost center you wish to inquire on, place a <4> in the field and select the <enter> key.
00NS Cost Center Name Search
Description. . ______Type *
Company. . . . ______
Language . . . ____
OCost Center Description Comp.Ty
4 31000XYZ Cost Center 00003TR
_
_
Opt: 4=Sel Value F9=Glossary F24=More
STEP 6 - Displaying Your Inquiry (512000)
Completing step four will return you to the Inquire On Balances/History/Commitments screen (512000) and your cost center number will be defaulted into the Cost Center field. To view your inquiry report simply select the <enter
.
***** IMPORTANT *****
The first item to verify in your on-line report is the Thru Date/Period field in the upper right hand corner of the screen. This field represents the fiscal date that the report is being inquired through. The system defaults in the last date when an accounting period close was completed (i.e. If today’s date is December 25, 1996 and the previous accounting period to be closed was November 30, 1996 then your report will have 11/30/96 defaulted into the Thru Date/Period field.). Based on the previous example if today’s date was December 25, 1996 and you wanted your report to include activity through December 25, 1996 you would need to move the cursor to the Thru Date/Period field and enter <122596> followed by the <enter> key. When entering dates into the system always use a six digit date pattern and be sure that any remaining characters in the date field have been deleted.. Following these steps would re-run your on-line report based on a Thru Date of December 25, 1996.
As you look at your inquiry report you will see an Account Description column which contains the description name for the line items in your cost center. Then you will see up to four columns containing balances.
512000 Inquire On Your Cost Center Thru Date/Period . 03/31/98
XYZ Cost Center Sub Ledger . . . . *
Cost Center. . 31000
Subsidiar Object Cat Cd Alt Cost . . . Display Options . . .
Display From .______LOD Seq Act P/C/I Proj Days
Thru . 9998 ______9 A __ I ______
RBA OCA AA BAL
O Account Revised Open Actual Available L
P Description Budget Amt Commitments Amount To Spend D
_ Salaries & Wages 539,025 536,219 2,806 7
_ Employee Benefits 91,662 95,237 3,575- 7
_ Building Construction 159,710 142,233 17,477 7
_ Building Operations 60,815 44,857 15,958 7
_ Analyses 151,257 83,592 67,665 7
_ Travel 27,087 31,866 4,779- 7
_ Professional Services 109,140 101,175 7,965 7
_ Equipment 265,420 216,977 48,444 7
_ Supplies 29,884 35,243 5,359- 7
_ 7
Total Selected Accounts 1,434,000 1,287,397 146,603 2
Opt: 1=History 2=More Detl 3=Commitments 5=Transfer F9=Formats F24=More
The four columns on the previous page contain the inception-to-date totals for:
- Revised Budget Amount (RBA), which is the total budget for the line item including revisions.
- Open Commitments (OCA), which represents any invoice, voucher, purchase order or other type of commitment that is not yet paid.
- Actual Amount (AA), the total expenditures during the period.
- Available To Spend (BAL), this column represents the Revised Budget Amount (minus) the Open Commitments (minus) the Actual Amount. This column is a calculation based on the budget minus commitments minus expenses.
If you have more line items of detail than will fit on one page you can select the
page down > or <shift roll> key to view the next page of information.
At the bottom of your report each column will have a “Total Selected Accounts” line which totals the line items in each column.
The following steps have provided you with a quick start method for inquiry into our new system. For a more detailed explanation including how to view the actual transactions which make up the account line item balances in your cost center simply continue reading and review the “Getting More Information” section of the manual.
If you have followed these steps on-line please select the <F3> key and move back in your menus to the Cost Center Inquiries menu (PD50)
PD50 J.D. Edwards & Company AUXSRV
Product Groups Cost Center Inquiry System
... BASIC OPERATIONS… SYSTEM MESSAGES
2. Inquire On Bal./History/Comm.14. NEW INQUIRY FEATURES
3. View Your Cost Center Master 15. On-line help for option 8
4. Inquire On Checks/Vendor Info16. Proper Sign-Off Procedures
... NEW OPTIONS
8. Inquire on Receipts/Billing
Selection
===> ______
Thur, Mar 23, 1995 Auxiliary Svcs CRP Data 6.2 PRODIR
4:28:05pm (C) J.D.Edwards & Co 1985,1994 MARCEAS1
Section 3 - Getting More Information...
If you need more information than is available to you in a simple cost center inquiry don’t worry. This system will provide you with a wealth of information regarding your cost center. For example you will be able to inquire on:
- Purchase Orders issued
- Payment history
- Accounts Payable vouchers
- Reimbursements
- Payments made to Vendors
To receive this level of detailed information you will need to learn the “drill-down” methods that are available to you on a variety of screens. This section of the manual will take you step by step through the available inquiry methods and teach you how you can retrieve detailed information related to your cost center.
Our first step in accomplishing this we be to return to the Inquire On Balances/History/Commitments screen and display our cost center’s information. To do this return to the Quick Start section of the manual (page 4) and follow the steps beginning with step three.
When you have produced a cost center inquiry and your cost center’s information is on the screen (512000) you are now ready to drill-down into your on-line inquiry to find out information about the commitments and actual amounts displayed for each line item.
Please remember to follow the important instructions regarding the Thru Date/Period which are provided on page 7 of the Quick Start section. These instruction will insure that your inquiry represents the most up to date information available regarding your cost center.
512000 Inquire On Your Cost Center Thru Date/Period . 03/31/98
XYZ COST CENTER Sub Ledger . . . . *
Cost Center. . 31000
Subsidiar Object Cat Cd Alt Cost . . . Display Options . . .
Display From .______LOD Seq Act P/C/I Proj Days
Thru . 9998 ______9 A __ I ______
RBA OCA AA BAL
O Account Revised Open Actual Available L
P Description Budget Amt Commitments Amount To Spend D
_ Salaries & Wages 539,025 536,219 2,806 7
_ Employee Benefits 91,662 95,237 3,575- 7
_ Building Construction 159,710 142,233 17,477 7
_ Building Operations 60,815 44,857 15,958 7
_ Analyses 151,257 83,592 67,665 7
_ Travel 27,087 31,866 4,779- 7
_ Professional Services 109,140 101,175 7,965 7
_ Equipment 265,420 216,977 48,444 7
_ Supplies 29,884 35,243 5,359- 7
_ 7
Total Selected Accounts 1,434,000 1,287,397 146,603 2
Opt: 1=History 2=More Detl 3=Commitments 5=Transfer F9=Formats F24=More
Drilling Down To See Transaction Detail
Sometimes the information available through a simple inquiry leads us to other questions, “Why do I have that balance?” “How did I spend that much money?” When these questions arise you are able, on-line, to receive answers.
The “drill-down” capability of this system is a very powerful feature and gives you, the user, the ability to see each entry that has been keyed into the system to develop your account line item balances.
From the Inquire On Balances/History/Commitments screen (51200) with your cost center’s information displayed on the screen you are ready to “drill-down” into your report. When you choose to “drill-down” you have several options that are listed for you at the bottom of your screen.
Option 1 - History
To view a history of the transactions that make up the Actual Amount (AA) column for any account line item <tab> or use the arrow keys to move to the options (OP) field to the left of the line item that you want to drill down into, place a <1> in the option (OP) field and select the <enter> key.
When you do this you will be taken to the Account Ledger Inquiry screen (09200). This screen will display the history of your account based on the from and thru dates you selected.
09200 Account History Inquiry
From Date/Period 07/01/98
Account...... 31000.8120 Thru Date/Period 03/31/98
Employee Benefits Ledger Type. . . AA
Skip to Doc/Type .______Sub Ledger . . . *______
Y-T-D Period End . 97,772.62 (* = All Subledgers)
Cumul Period End . 97,772.62
O DT Document Date Explanation Debit Credit P
_ AC 4 12/31/94 Fastr Conversion95,236.52 P
_ FS 1 12/31/94 Fastr Conversion 23,809.13
_ JR 5 01/01/95 31000-Health 15.00 P
_ JR 5 01/01/95 31000-Health 37.25 P
_ JR 5 01/01/95 31000-Health 42.75 P
_ JR 5 01/01/95 31000-Health 2.50 P
_ P2 8 01/15/95 CSUF 250.00 P
_ P2 7 02/25/95 CSUF 623.00 P
1 JR 2 02/28/95 Monthly Med/Life 802.62 P
------
120,818.77
Ledger Total 120,818.77
Unposted Total 23,809.13
Opt: 1/2=Orig Entry 5=Details F21=Prt Ledg F17=Top F18=Totals F24=More
You will be taken to the Account History Inquiry screen. This screen provides you with a brief description of the transaction activity in the account. Each transaction in the account is issued a document type. The document type is used for sorting the documents and to let the system know what type of transaction it is dealing with. Here is a brief summary of the types of documents that you may encounter:
JE, JP, JRDocuments beginning with a “J” are journal entries
T1,T2, T3Documents beginning with a “T” are payroll related transactions
PP, PV, PKDocuments beginning with a “P” are related to purchasing. PP is a Purchase Order, PV is a vouched A/P Invoice and PK is a check
FSDocument type FS is a automatic entry, usually related to Indirect Charges.
RKDocuments beginning with a “R” are from the receivables system.
Knowing the document type that you are working with helps you understand what kind of “drill-downs” will be used to look at your transactions in more detail. From the Account History Inquiry screen you can “drill-down” further and view the actual entries within the batch that create your account line item balance. From the Account History Inquiry screen <tab> to the options (OP) field to the left of the item you want to drill-down into and place a <1> for Original Entry in the option (OP) field and select the <enter> key.
Important Note - When choosing option 1 on a “J” (Journal Entry) document type you will be taken to the original journal entry where your transaction is located. Often journal entries are made with many other entries to cost centers and accounts that are not related to you. Using this option can be confusing if you only want to look at your individual line of the journal entry. If you only want to look at your line of the journal entry please select option 5 Details. This option is explained later in this section of the manual.
If you select a “J” type document you will be taken to the Journal Entries screen (091011) and allow you to see the actual Journal Entries that make up a batch. This is the lowest level of transaction analysis that is available.
091011 Journal Entries Model (Y)...... __
Reverse or Void (R/V). . __
Action Code. . . . I
Document Type. . . JR
Document Number/Co 2 00003 Explanation Monthly Med/Life
G/L Date . . . . . 02/28/95 Batch Number 1270
Remaining. . . . .
Skip to Line . . . ______
Account No. Amount Explanation 2 P
31000.8120 802.62 31000. XYZ Cost Center P
31001.8120 450.62 31001. ABC Cost CenterP
31001.8120 12.62 31004 Another Cost CenterP
3.2315 1,265.86- P
______
______
______
F5=Make New Model F6=% JE F15=Model JE's F13=Acct Master F24=More Keys
If the transaction that you are drilling down into was created from the Purchasing or Accounts Payable system (document types beginning with the letter “P”) you will be taken to the Voucher Entry screen instead of the Journal Entry screen. The Voucher Entry screen is described in Section 4, page 27 of this manual.
If the transaction you are inquiring into is a payroll related transaction (document type T2) you will be taken to the Payroll Transaction Ledger screen.
060999 Payroll Transaction Ledger
From Date/Period 01/05/96
Account Number . . . 34331.9532 Thru Date/Period 01/05/96
Salaries & Wages Subledger . . . *
('*' = All Subledgers)
O Work Pay Hours Regular Premium
P Date Typ Worked Rate Pay Pay Employee Name / Number
12/31/95 1 32.00 7.400 236.80 DUCK, DONNALD 16642
12/31/95 1 38.30 6.550 250.87 MOUSE, MICKY 11055
12/31/95 1 37.00 6.900 255.30 MOUSE, MINNIE 11095
12/31/95 1 27.20 6.900 187.68 OUT, TIME 10982
12/31/95 1 24.00 6.550 157.20 DOE, JOHN 10999
12/31/95 1 46.00 6.250 287.50 SMITH, JOHN 12202
------
TOTAL 204.50 1,375.35
Opt: 1=Reclass. Details F6=Perform Reclass. F15=Toggle Format F24=More
The payroll transactions screen will display each person payed in the batch. A batch of payroll transactions is created for each account paying employees and by the date the payroll was payed. The T2 document type displays the gross pay distributed to each account. The T3 document type displays all of the fringe benefits and burden that are applied to an account. T3 entries summarize all of the employees benefits and burden for a single payroll date. T3 entries are not broken down by employee, on screen.
Custom reports are available from the Financial Services office that will provide detailed breakdowns of employee compensation, taxes, and burden by employee, by pay period. If you need that type of detail please contact your financial services office.
To return to the Inquire On Balances/History/Commitments screen select <F3> 2 times and you will be taken from the Journal Entry screen to the Cost Center Inquiry screen. Now you are ready to select our next “drill-down” option.
Option 2 - More Details
The More Details option provides a summarized snap shot of details for the account line item that you have selected. It is a very helpful tool in reviewing your account line item balances.
512000 Inquire On Your Cost Center Thru Date/Period . 03/31/98
XYZ COST CENTER Sub Ledger . . . . *
Cost Center. . 31000
Subsidiar Object Cat Cd Alt Cost . . . Display Options . . .
Display From .______4000 ______LOD Seq Act P/C/I Proj Days
Thru . 9998 ______9 A __ I ______
RBA OCA AA BAL
O Account Revised Open Actual Available L
P Description Budget Amt Commitments Amount To Spend D
_ Salaries & Wages 539,025 547,650 8,625- 7
2 Employee Benefits 91,662 2,750 97,010 8,098- 7
_ Building Construction 159,710 142,233 17,477 7
_ Building Operations 60,815 5,393 44,882 10,541 7
_ Analyses 151,257 54 83,592 67,611 7
_ Travel 27,087 31,905 4,818- 7
_ Professional Services 109,140 101,175 7,965 7
_ Equipment 265,420 216,977 48,444 7
_ Supplies 29,884 35,243 5,359- 7
_ 7
Total Selected Accounts 1,434,000 8,196 1,229,428 196,375 2
Opt: 1=History 2=More Detl 3=Commitments 5=Transfer F9=Formats F24=More
To choose this option simply <tab> to the options (OP) field to the left of the account line item you want to drill-down into, place a <2> in the in the field and select the <enter> key.
When you do you will be taken to the Cost Account Details screen (512131).
512131 Cost Account Details Thru Date/Period 03/31/98
Level of Detail. 7
Job Number . . 31000 Sub Ledger . . . *
XYZ COST CENTER
Budget To Date % Projected M
Description & Changes Actual Cmp Over/Under C
Employee Benefits 91,662 97,010 97 D
8120
Units Amount Unit Cost
Original Budget. . . . . 90,662
Change Orders...... 1,000
Revised Budget . . . . 91,662
Total PO/Contracts . . 3,623
Open PO/Contracts. . 2,750
Week to Date ...... 1,426
Current Period ......
Actual to Date ...... 97,010
Projected Final...... 99,760
Projected Over/Under
From this screen you can see a summary of the account line you have selected. You will see budget information including the Original Budget, Change Orders and Revised Budget for the account line item. You will see a summary of the commitments on the line item including, Total PO/Contracts and Open PO/Contracts. In addition to that you will see a condensed report of the actual amounts for the line item including, Week to Date, Current Period and Actual to Date balances. This will be followed by the Projected Final and Projected Over/Under calculations for the line item. As you can see the More Details selection provides a wealth of information in a consolidated form.
To return to the Cost Center Status Inquiry screen select the <F3> key once. Then you will be ready to look at option 3 - Commitments.
Option 3 - Commitments
Selecting the commitments options allows you to look at the open commitments for the line item you have selected. To use this option <Tab> or use the arrow keys to move the cursor to the options (OP) field for the account line item you want to drill-down into. Place a <3> in the options field and select the <enter> key.
512000 Inquire On Your Cost Center Thru Date/Period . 03/31/98
XYZ COST CENTER Sub Ledger . . . . *
Cost Center. . 31000
Subsidiar Object Cat Cd Alt Cost . . . Display Options . . .
Display From .______4000 ______LOD Seq Act P/C/I Proj Days
Thru . 9998 ______9 A __ I ______
RBA OCA AA BAL
O Account Revised Open Actual Available L
P Description Budget Amt Commitments Amount To Spend D
_ Salaries & Wages 539,025 547,650 8,625- 7
3 Employee Benefits 91,662 2,750 97,010 8,098- 7
_ Building Construction 159,710 142,233 17,477 7
_ Building Operations 60,815 5,393 44,882 10,541 7
_ Analyses 151,257 54 83,592 67,611 7
_ Travel 27,087 31,905 4,818- 7
_ Professional Services 109,140 101,175 7,965 7
_ Equipment 265,420 216,977 48,444 7
_ Services 29,884 35,243 5,359- 7
_ 7
Total Selected Accounts 1,434,000 8,196 1,229,428 196,375 2
Opt: 1=History 2=More Detl 3=Commitments 5=Transfer F9=Formats F24=More
When you do you will be taken to the Commitment Search screen (44210) seen on the next page where you will be able to view the open commitments that exist on the account line item.
44210 Commitment Search Date From
Date Thru 06/30/98
Vendor Number. ______Type. . . &
Job Number . . 31000 XYZ Cost Center Closed. . B
Cost Code/Type 02600 1350 Sewer Work Full/Part F
Sub Ledger . . *
O P.O. # Ty Co Description Contract Complete P
32508 OP 00003 Monthly Service Fee 01/25/98 02/28/98
_ 2566 OP 00003 Annual Renewal Fee 02/10/98 02/20/98
Opt: 1=Contract 2=Status 3=PO Entry 4=Rtn w/# F4=Details F24=More Keys
Drilling down into the individual commitments is done by placing a <3> PO Entry, in the option (OP) field to the left of the commitment in question and selecting the <enter> key. This will take you to the original PO Entry screen where the commitment was made against the account line item.
43111 Purchase Order Detail Brn/Plt. . . 31000
Mode (F) . . . D Base Co USD Currency Code USD Order Date . 01/25/98
Exchange Rate Cancel Date.
G/L Date . . 01/25/98