FE Advanced Records

Report
Welcome!
Please have a seat and login to a computer as
yourself.
Login to Financial Edge by clicking on
, choose
All Programs then Financial Edge (Remote), then
Financial Edge (Production).
Hello, my name is Abacus Owl! I’ll be
popping in throughout the presentation
today to see how things are going.
Bryn Mawr College
The Financial Edge:
FE Advanced Records
Presented by the Controller’s Office and TLI
FE Advanced Records
This class is intended for a new user of FE, a
user who does not currently use records or a
user who uses records but wants to know
more. This class will cover searching for and
viewing detailed information in General
Ledger (Accounts/Projects) and Accounts
Payable records as well as learning tools
available for records.
FE Advanced Records - Agenda
•
•
•
•
•
Overview of FE Records
General Ledger Account Records
General Ledger Project Records
Accounts Payable Vendor Records
Accounts Payable Invoice/Credit Memo
Records
• Learning tools on Blackbaud Training Central
• Available links on Controller’s Office web page
• Questions??
FE Advanced Records - Overview
• General Ledger (GL) Account Records
– A record that contains all general information and activity for
an 11-digit account. The college’s 11-digit account is made
up of 3 components separated by dashes: fund-account
code-department.
• General Ledger (GL) Project Records
– A record that contains all general information and activity for
a project. A college project contains 5-digits and must be
used in conjunction with the college’s 11-digit account.
• Accounts Payable (AP) Vendor Records
– A record that contains all general information and activity for
1 vendor.
• Accounts Payable (AP) Invoice/Credit Memo(cm) Records
– A record that contains all invoice/cm and payment
information about 1 invoice/cm.
FE Advanced Records – GL Account Records
• Click on Records, then Accounts
• To look up 1 account enter account separated
by dashes in the box.
• Enter 1-51701-your 5-digit dept and click
FE Advanced Records - GL Account Records
• Account record window will appear.
FE Advanced Records - GL Account Records
Click on each tab to view the tab
• Account – Account number, description and active/inactive status.
• Attributes – Additional information about account, common attributes
include Functional classification, Division head, Account manager and
Sciquest account code.
• Activity – Shows budget and summary of transactions for each month in a
fiscal year.
• Budget – Shows budget by fiscal year.
• Notes – Additional information about account in free form text.
• History of Changes – Shows when account was inactivated and/or
reactivated.
FE Advanced Records – GL Account Records
• Activity Tab
Can change
what you are
seeing by
changing
filters. Click on
drop downs to
change fiscal
year, Budget
scenario, etc.
Helpful Hint:
Use
Debit/credit
instead of
Actual/Budget
when viewing
account codes
starting with 1,
2, 3.
FE Advanced Records – GL Account Records
• Activity Tab conti.
To view the detail for a
month double-click on
the row.
A new window will
appear listing the detail.
Helpful Hint:
Transaction Number is
the JE batch # and the
row #. Journal tells you
how the transaction was
originally processed.
Journal Reference is the
description of the
transaction.
FE Advanced Records – GL Account Records
• Activity Tab conti.
To view the source
record for a transaction
double-click on the row.
A new window will
appear showing the
source record.
Helpful Hint:
In this example, the
source record is an
Accounts Payable
invoice. We will review
these tabs later in the
presentation.
Click
to close
each window.
FE Advanced Records – GL Account Records
• Search for multiple accounts
Click on Open an
Account.
A new window will
appear with search
options.
Enter data in 1 or
more search fields
then click Find Now
Button. Double-click
on account you want
to open.
Helpful Hint: You can
search for all accounts
for 1 dept by using the
wildcard (*). Example
shown.
FE Advanced Records – GL Project Records
• Click on Records, then Projects
To search for
and open a
project
record the
process is
exactly the
same as an
account.
Enter
Criteria
here:
Open a
Project you
use other
than 99999.
FE Advanced Records – GL Project Records
•
Click on each Tab to view the tab
Project–Project ID, description, project type, start date, end date and active/inactive status.
•
Attributes – Additional information about project, common attributes include Statement of
Activities function, Division head and Project manager.
•
Budget – Shows budget by fiscal year.
•
Account Restrictions – Shows 11-digit accounts that can be used with the project. Most of the
time the wildcard (*) is used for part of the 11-digit account number.
•
Activity – Shows the beginning and ending balances and the summary of all activity for
revenues and expenses for a fiscal year.
•
Media – Scanned Documents related to project, most common is original gift document.
•
Notes – Additional information about project in free form text.
•
History of Changes – Shows when project was inactivated and/or reactivated.
FE Advanced Records - GL Project Records
• Activity Tab
Can change what
you are seeing
by changing
filters. Click on
drop downs to
change fiscal
year, Budget
scenario, etc.
Helpful Hint:
For nonoperating
projects typically
there is no
budget so look at
Ending Balance
for the funds
available.
FE Advanced Records – GL Project Records
• Activity Tab conti.
To view the summary
by account doubleclick on Revenues or
Expenses.
A new window will
appear listing the
accounts charged.
To view the detail in
1 account doubleclick on the row.
Don’t Forget! Click
each window.
to close
A new window will
appear listing the
detail. To view the
source record for a
transaction doubleclick on the row.
FE Advanced Records – AP Vendor Records
• Click on down arrow next to General Ledger
and choose Accounts Payable.
• Click on Records, then Vendors.
FE Advanced Records – AP Vendor Records
Helpful Hint: For Vendor Name,
depending on how common the first
word is you may want to type more or
less or type more than the first word or
use the wildcard (*) .
Enter
Criteria
here:
To search for
and open a
vendor
record the
process is
exactly the
same as the
account and
project.
Search for a
Vendor
record .
FE Advanced Records - AP Vendor Records
• To open a vendor record double-click on row.
Helpful Hint:
Vendor IDs
that begin
with a
number are
always
Accounts
Payable
vendors and
vendor IDs
that begin
with the
letter V are
always credit
card
vendors.
FE Advanced Records – AP Vendor Records
Click on each tab to view the tab, cannot view tabs that are grayed out!
•
Vendor–Vendor Name, Vendor ID, active/inactive status , Tax ID, Payment method,
primary address, Contact, etc.
•
Activity – List of all invoices/credit memos/transactions (CC vendors) for vendor.
•
Addresses – List of all vendor’s addresses.
•
Attributes – Additional information about vendor, common attributes include W9
Filed and Sciquest vendor.
•
Notes – Additional information about vendor in free form text.
•
History of Changes – Shows when vendor was inactivated and/or reactivated.
FE Advanced Records – AP Invoice/cm Records
• Activity Tab
You can change
what you are
seeing by
changing filters.
Click on drop
downs to change
dates, transaction
type (invoice or
credit memo),
transaction status.
Helpful Hint:
The most
common status
you will see is
Paid. The
“applied” statuses
refer to credit
memos.
FE Advanced Records – AP Invoice/cm Records
• Activity Tab conti.
Column Headers
Date = Invoice date
Transaction # = Suppliers Invoice Number
Type = Invoice or Credit Memo
Status = Payment Status
Description = PO # or description of expense; this may be blank on older transactions
Amount = Invoice or Credit Memo amount
Balance = Amount still owed, we pay invoices in full so this should always be 0.00.
Helpful Hint:
Data sorted
newest to
oldest by Date
column. You
can re-sort data
by Column
header by
clicking on
header name.
FE Advanced Records – AP Invoice/cm Records
• Activity Tab conti.
To view an invoice or
credit memo doubleclick on row.
Helpful Hint:
An invoice or credit
memo may be listed
more than once
when there is an
account split .
A new window will
appear, this is the
Invoice or Credit
Memo record which
is also known as the
source record.
FE Advanced Records – AP Invoice/cm Records
• Activity Tab conti.
Click on each tab to view the tab
– Invoice/Credit Memo – Vendor Name, Vendor 7-digit ID number, Invoice number, Invoice
date, Invoice amount (or split amount), Remit to address, Post date, Payment method, etc.
– GL Distribution – 16-digit account number(s) under the DR Account Number and Project
columns used to pay expense or in the case of a cm Record under the CR Account Number
and Project fields.
– Payments/Credits – Payment information like Payment Date, Payment Type, Transaction
Number (ie. check number), Payment Status, etc. Tab does not exist on a cm Record.
– Attributes – Additional information about invoice/cm. Multiple attributes can be used with
fellowship payments, employee travel advances and credit card transactions.
– Notes – Additional information about the invoice/cm in free form text. Notes on
invoices/cms are not common.
FE Advanced Records – AP Invoice/cm Records
• Activity Tab conti. – Payments/Credits Tab
Helpful Hint: For computer checks (paper checks) you can see if the check has cleared
the bank by double-clicking on the row. A new window will appear showing the
payment record. The Amount is the total payment amount. If a computer check has
cleared there will be a date next to Cleared on.
EFTs and Bank drafts clear on the payment date since the funds are placed directly in
the vendors bank account so this field is usually blank.
Date = Check Date
Payment Type = Check/EFT/Bank Draft
Transaction Number = Check/EFT/Bank Draft #
Status = Payment Status (paid/void, etc)
Don’t Forget! Click
each window.
to close
FE Advanced Records – Learning Tools
• Blackbaud Training Central website
-Self-paced online class - Displaying Account
Activity in General Ledger.
-Knowledgebase – Ask a question and view
answers.
• Use How to use Blackbaud (Financial Edge)
Training Central guide located on
Controller’s Office website at
http://brynmawr.edu/controller/Howtouse
BlackbaudTrainingCentral912.pdf
FE Advanced Records – Controller’s Office webpage links
• Records documents are located under For Budget
Monitors/General Accounting section-Using Financial Edge.
FE Advanced Records – Controller’s Office webpage links
• Recommended links
– Tips for viewing 11-digit Accounts:
http://www.brynmawr.edu/controller/documents/FinancialEdgeAcco
untsTipsWEBSITE1208.pdf
– Tips for viewing 5-digit Projects:
http://www.brynmawr.edu/controller/documents/FinancialEdgeProje
ctsTipsWEBSITE1208.pdf
– How to view Vendor Activity in FE Accounts Payable Records:
http://brynmawr.edu/controller/HowtoviewVendorActivityinAprecord
sinFEupdated212.pdf
– FAQs – Financial Edge Records (Accounts and Projects):
http://www.brynmawr.edu/controller/FAQ.shtml#FERecords
Questions ???

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