Volume 9
January 2003

Wish List for 2003

You have probably already prepared your Intuit FundWare wish list for 2003. Does it look anything like this?

You would like to be able to click on an icon on your desktop and, seconds later, up pops a report showing your program expenses in chart form. - You are tired of keying in all of those payroll expenses you get from your service. Why can't we just click a button and put them into Intuit FundWare? - You would like to sort your general ledger transactions by reference. - You would like GASB 34 compliant reports. - You receive information from a mainframe and would like to automate its entry into Intuit FundWare. - You need to change your account structure and/or change the object codes on your accounts. - You would like a report that shows expenses across fiscal years. - You would like to report your true fund balances by showing the effect of encumbrances. - You would like to have your department heads submit their budgets to you in a spreadsheet so you can import them. - You need to automatically accrue vacation, sick, and personal hours in payroll. - You would like to automatically allocate indirect expenses. - You need to report stock or money market shares on your financial reports. - You need to perform currency conversions. - You need to lose ten pounds!

Maybe this is the year for one of these wishes to come true for you. They are all possible right now! Give me a call and we can work on your needs.

Cost Allocation (Part Two of Two)

This allocation example uses a source mask to find all the 7XXX accounts in Fund 01, Dept 01 and to move their amounts to identical accounts in three other Funds. This is typically done when indirect costs must be moved to a project or program that should carry its own weight. This type of allocation will find, calculate and move amounts in thousands of accounts in just a few moments. The allocation is done on a percentage basis to an unlimited number of "receiving" accounts. The Amount column allows you to specify a "cap" to the amount allocated to an account. If the cap is exceeded, the excess goes to the remainder account. This is convenient if there are restrictions levied by the funding agency.

Sorting Obligations by Reference "C"

Whenever you split an obligation, the part you split out is given a new obligation number. This can be useful because the new obligation can have its own set of references, etc. However, if you split obligation 1000, the split out portion will be given the next available obligation number. If you then scroll your obligations by obligation number, related obligations may be separated by dozens, or hundreds, of other obligations. If you would like to see obligations, that are related by splitting, next to each on a report such as the Invoice History report (OTHIST), the following technique may interest you.

When a new obligation is created by the split function, the new obligation places the "parent" obligation's obligation number in Reference C. This system reference may be one that you have never used. To see how this works, you must either create a new split out obligation (in a sample or practice division). Note the new obligation number and the obligation number of the original. In Report Manager, go to Accounts Payable reports and select PO/Invoice reports. The Invoice History report will work just fine:

When you run the report, select as the Reference, "C - Orig obligation", as indicated by the cursor in the graphic below:

What ever reference you choose in this box will determine the sort order of the report. In this case, we will be sorting by original obligation number. This means that when you view the report you will see obligation 1000 and 1194 (for example) next to each other on the report. Obligation 1194 was split from 1000, and now you can see them together. This technique will help you see related information together on a report. This technique is not limited to the Obligation History report-you'll want to try others. The sort by reference feature works for all references, too, such as the one you created for department head approval!

Q I posted a journal entry with 100 debits and credits on the wrong business date! What do I do? Nicky
A You do not have to reverse each one manually! Using the Reverse Journal Entry feature, reverse the "bad" trace report on the same business date it was created. You will get another trace report; note its number. Change to the correct business date and reverse the second trace report. This old trick is called "reverse the reversal". Works every time!
Q We have a large chart of accounts and would like to easily spot any "created by posting" accounts. Is there a way to do it easily? Norman
A Why yes, there is! Run a chart of accounts report. When viewing it in Print Manager, click on the binocular icon. Fill in the dialog box with "created by posting" and then click on the Find Next button. The CBP accounts will be highlighted so you can write them down. You may use this technique to search for anything in any report (such as obligation numbers, dollar amounts, etc.)

FundWare FYI

Did You Know?

Accounts Payable. It's possible that someone could delete your Accounts Payable check file before you get a chance to print the checks. If you have not yet logged the checks, there are several custom programs you can run that will reset your bank and check run. You may then produce the checks again. There are, however, a number of steps to accomplish in areas where you don't want to make any mistakes! Please call me for assistance if you encounter this problem.

Budget Preparation. This module allows you to create your own custom reports so you can see your budgets any way you wish. But, it works in a slightly different manner than you are used to. You create "reports", which define what will be in the rows (revenues and expenses, for example). Then you create "views", which define the columns (actuals, budgets, revision number). Views may be combined with any report to give you the result you need.

General Ledger/Project Grant. You can budget units (such as hours) on your accounts as well as dollars. You can then report hours spent versus hours budgeted.