DART - How to View CCC (Company Cost Center) Balances

August 30, 2005

How to View Balances

DART is designed to provide departmental users with the ability to see their available funds balance. These balances are available realtime except for expenditures that are available as of the last batch posting, normally the previous night. DART users can use the following functions to view balances:

• LBDC - (List Balances by Dept Category for a cost center) lists balances for departmental categories or departmental category groupings as of an ending date.
• LBSP (List Balances for Sponsored Programs) lists balances for departmental categories or departmental category groupings for a sponsored cost center as of an ending date.
• LBRC - (List Balances for a Rollup Cost center) lists balances for a rollup cost center as of an ending date.
• LBCB - (List Balances by Company and Budgetary unit) lists balances for a fiscal year, company, and BU.

Using LBDC to View Balances

LBDC (List Balances by Dept Category for a cost center) allows the user to view balances in several different ways.

Balances are calculated by fiscal year. The date field in the banner defaults to the current date, which means that balances through the current date for the current fiscal year are displayed. Please note that any future-dated transactions are not included in the balance. If you want to see balances through the end of the current fiscal year, you must change the date in the banner to June 30, 200X. Salary encumbrances are posted for the full year, so to get an accurate balance, the date must be changed to year-end to pick these up in the balance. If you want to view balances for a previous fiscal year, then the function displays only balances for that fiscal year as of the date specified. Please note that "General Help Topics" appendix of the Reference Manual) for commitments, pending activity, fiscal year displays or in the current fiscal year displays, when viewing a month in a closed period.

Entering different options in the banner allows you to choose how you want to view your balances.

To view balances:

• Type "LBDC" in the Command field and press Enter.
• Input the Date, which always converts to month end.
• Input the CCC.
• Input the InstCatg.
  Note:  You may Press PF1 for institutional category help. If an institutional category is not entered, then the display begins with the first institutional category in the table, and displays all categories in sequence code order by institutional category. Note: This option allows you to restrict the balances to all departmental categories for the entered institutional category.
• Input the Class. This is an optional field.
  Note:  Entering a class allows you to restrict the balances to only the categories for the entered class. Possible values are:
  • 4 - Revenue/Estimated Revenue/Fund Transfer/Budget
  • 5 - Expense/Encumbrance/Commitment/Planned Expenditure.
• Input either "Y" or "N" in the Comm/Pend/Pln Field
  Y if you want your balances to reflect any commitments, pending, or planned transactions.
  N if you do not want your balances to reflect any commitments, pending, or planned transactions.
• The Seq Cd is optional (you can leave this field blank if you don’t want to limit the display to certain categories grouped by a sequence code). You must also enter an institutional category when entering a sequence code. The sequence code can be entered several different ways depending upon the preferred method for viewing balances. You can enter the whole sequence code that allows you to view all categories within the institutional category, or you can enter the first or first two characters with a wild card (*) and view balances for groupings of categories. For example, 3** displays all categories within the entered institutional category that have a sequence code that begins with 3.
• All categories for the given class are displayed. If all the categories cannot be displayed on one screen, then press PF8 to display screens successively until all balances have been displayed. Running totals are displayed at the bottom of the screen.
• Press PF4 to display the sequence number and category description as well as a breakdown of encumbrance, commitment, and planned amounts.

The Bud/Est Revenue column includes budget amounts and estimated revenue amounts (displayed as negative amounts). The Expense/Rev column includes expenditure amounts and revenue amounts (displayed as negative amounts). The Transfers column includes transfer amounts (both inter and intra fund amounts). The Enc/Com/Pl column includes the sum of the encumbrance amounts, commitment amounts, and planned amounts in whole dollars that are separated when you press PF4. The Balance column represents the balance for the category based on what is displayed.

Using LBSP to View Balances

LBSP (List Balances for Sponsored Programs) allows you to view balances for departmentally assigned categories for a sponsored cost center as of an ending date. The L-T-D Budget is displayed with the L-T-D Expenditures. The balances for encumbrances, commitments, and planned amounts are as of the ending date. The available funds is the sum of the L-T-D budget, L-T-D expenditures, encumbrances, and if displayed, the commitment and planned amounts.

To view balances by institutional category or by sequence code:

• Type "LBSP" in the Command field, and press Enter.
• Input the Inst Catg. Press PF1 for institutional category help (optional input).
• Input the Date and the CCC.
• Input a "Y" or "N" in the Comm/Pend/Pln field and press Enter.
  Y if you want your balances to reflect any commitments or planned amounts.
  N in the Comm/Pend/Pln field if you do not want your balances to reflect any commitments or planned amounts.
• The Seq Cd is optional. You must enter an institutional category when entering a sequence code. The sequence code can be entered several different ways depending upon the preferred method for viewing balances. You can enter the whole sequence code that allows you to view all categories within the institutional category, or you can enter the first or first two characters with a wild card (*) and view balances for groupings of categories. For example, 3** displays all categories within the entered institutional category that have a sequence code that begins with 3.
  
  All categories for the institutional category are displayed, if you entered only an institutional category. Only categories for the specified sequence code or sequence code grouping for the specified institutional category are displayed, if you entered sequence code or sequence code grouping.
  
  If all the categories cannot be displayed on one screen, then pressing PF8 displays screens successively until all balances have been displayed. Running totals are displayed at the bottom of the screen.
• Press PF4 to display the sequence number and category description as well as month-to-date expense, commitment amounts, and planned amounts.

Using LBRC to View Balances

LBRC (List Balances by Rollup Cost center) allows you to view balances for a rollup cost center.

• Type "LBRC" in the Command field, and press Enter.
• Input the CCC and Date that always converts to month end.
• The DeptCatg is optional. If you want to restrict the balances to a particular departmental category, then you can restrict the balances to that category by entering it here.
• Input a "Y" or "N" in the Comm/Pend/Pln Field and press Enter.
  Y if you want your balances to reflect any transfers, commitments, pending, or planned transactions.
  N if you do not want your balances to reflect any commitments, pending, or planned transactions.
• Press PF4 to display the cost center description as well as a breakdown of encumbrance, commitment, and planned amounts.
• If all the cost centers cannot be displayed on one screen, press PF8 to display screens successively until all balances have been displayed. Running totals are displayed at the bottom of the screen.
• The Budget & Est Revenue column includes budget amounts and estimated revenue amounts summed together. The Expense/Revenue column includes expenditure amounts and revenue amounts summed together. The Transfers column includes transfer amounts (both inter and intra fund amounts). The Enc/Com/Pl column includes the sum of the encumbrance amounts, commitment amounts, and planned amounts in whole dollars that are separated when you press PF4. The Balance column represents the balance for the cost center based on what is displayed.

Using LBCB to View Balances

LBCB (List Balances by Company and BU) allows you to view balances for a company and BU for a fiscal year.

• Type "LBCB" in the Command field, and press Enter.
• Input the FY (fiscal year), the Company number, the BU (budgetary unit), and the Class.
• Input a "Y" or "N" in the Comm/Pend/Pln Field and press Enter.
  Y if you want your balances to reflect any transfers, commitments, pending, or planned transactions.
  N if you do not want your balances to reflect any commitments, pending, or planned transactions.
• Press PF4 to display the breakdown of transfers, commitments, and planned amounts.
• If all the categories cannot be displayed on one screen, press PF8 to display screens successively until all balances have been displayed. Running totals are displayed at the bottom of the screen.

How to Drill-Down Balances by Category

DART is designed to provide departmental users with the ability to drill-down balances by category. The user can drill-down balances from either LBDC, LBSP, or LRSP and suspending to the following functions:

• LBCM List acctg Balances for a Category by Month for a cost center
• LATC List Acctg Txns by Category for a CCC

How to automatically drill-down

On LBDC, LBSP, or LRSP, select the category on which you want to drill-down by placing an x in the field in front of the category and press PF2. The system automatically takes you to LBCM (List acctg Balances for a Category by Month for a cost center) that displays balances for a category by accounting period for the fiscal year.

On LBCM, select the month or months (period or periods) on which you want to further drill-down by placing an x in the field in front of the period and press PF2. The system automatically takes you to LATC (List Acctg Txns by Category for a dac) that displays accounting transactions for a category by accounting period for the fiscal year.

On LATC, you can access more detail by pressing PF4 with your cursor in front of the transaction you want to view. You can also access more detail by pressing PF6. For example, on UPS transactions (Source Code UP or IO), the Transaction Description is the Vendor Name, when PF6 is pressed, the AP ID is displayed as Source Document 1, when PF6 is pressed again, the PO Number is displayed as Source Document 2. When PF6 is pressed again, it takes you back to the Transaction Description.

Phone Help

If you need assistance and can't find the answer in this or other DART documentation, call Financial Affairs at 5-4547.