Fund Accounting System Menus

The menu structure in the Fund Accounting System includes the following menus:

Each of these menus include subsidiary menus listing the options you will use for entering and processing data, generating reports, running periodic processes, and setting up and maintaining the system's tables. This section lists all of the menus and options for running the system. Keep in mind, however, that your ability to access individual options depends on your security resources.

Entry & Processing Menus

Menu Path:  Fund Accounting > Entry & Processing

Budget Ledgers

Use the options on the Budget Ledgers menu to add records to your ledgers, enter and adjust budgets, transfer funds, look up transactions, and release and post the batch files used to store budget adjustments and transfers:

Detailed Displays

Use the options on the Detailed Displays menu to look up records in the Fund Accounting System:

Encumbrances

Use the options on the Encumbrances menu to add and update encumbrances, purchase orders, and commitments, either online or in batch:

General Ledger

Use the options on the General Ledger menu to set up a balance sheet, post journal entries online and in batch, and create templates for rapidly entering and updating journal entries that have recurring data:

Miscellaneous

Use the following option on the Miscellaneous menu to create report formats, print reports, and generate media files:

Payable Entry

Use the options on the Payable Entry Menu to create accounts payable records for vendor payments, change payable records, adding payables to a batch for review before posting, and process approvals for payables that are under review:

Receipts

Use the options on the Receipts menu to process accounts receivable transactions:

Vendor Checks

Use the options on the Vendor Checks menu to define the payments to include in a check run, print checks, generate manual checks, void previous checks, reconcile checks cleared by your bank, create prenote information for your Electronic Funds Transfer (EFT) vendors, and generate a data file to send to your bank for verification purposes:

Bank Transmission File Reconcile Checks from File

Batch Manual Checks Send EFT Email Notifications

EFT Prenotes Unclear Vendor Checks

Manual Checks Vendor Checks

Post Cleared Vendor Checks Void Checks

Periodic Routines Menus

Menu Path:  Fund Accounting > Periodic Routines

Periodic Processing

Use the options on the Periodic Processing menu to verify, update, and purge records in your database:

System Recovery

Use the options on the System Recovery menu to correct out-of-balance conditions in your ledgers that can be traced to individual transactions:

Year End

Use the following option on the Year-End menu to close the current year and prepare the Fund Accounting System for processing transactions in the new year:

Reports Menus

Menu Path:  Fund Accounting > Reports

Accounts Payable Reports

Use the options on the Accounts Payable Reports menu to generate reports in support of your accounts payable activities:

Audit Trails

Use the options on the Audit Trails menu to audit additions and changes to your General, Expenditure, Revenue, and Project Ledgers:

Balance Sheets

Use the options on the Balance Sheets menu to generate balance sheets for your Funds, either individually, combined into the Fund Groups on your Organization Chart, or consolidated into one sheet:

Budget Control Reports

Use the options on the Budget Control Reports menu to generate reports for monitoring monthly and per period budgets:

Daily Transaction Listings

Use the options on the Daily Transaction Listings menu to generate reports for balancing and verifying entries from your daily posting activities:

Expenditure Comparison Reports

Use the options on the Expenditure Comparison Reports menu to generate reports comparing the current-year budget, expenses, available balance, and percent of budget spent against the prior-year:

Expenditure Status Reports

Use the options on the Expenditure Status Reports menu to generate reports listing expenditure information for the period and year specified by account, in detail or summary format:

Financial Statements

Use the options on the Financial Statements menu to generate reports for verifying information stored in the Fund Accounting System:

Project Status Reports

Use the options on the Project Status Reports menu to generate reports listing combined expenditure and revenue data for projects in the current year:

Revenue Comparison Reports

Use the options on the Revenue Comparison Reports menu to generate reports comparing the current-year budget, revenues, available balance, and percent of budgeted revenue received against the prior-year:

Revenue Status Reports

Use the options on the Revenue Status Reports menu to generate reports listing revenue balances and activity during a specific period and year:

System Maintenance

Use the following option on the System Maintenance menu to generate reports for verifying that your ledgers are in balance:

Reference Tables Menu

Menu Path:  Fund Accounting > Reference Tables > Reference Tables

Use the options on the References Tables menu to set up all of the tables required for running the Fund Accounting System: