DART - How to View Expenditures for Cost Centers

August 30, 2005

How to View Expenditures

Expenditures are a result of the approved invoicing of purchase orders from vendors or actual payments to University employees.

• Purchase order expenditure entries are supported by detail in UPS (University Procurement System).
• Salary expenditure entries are supported by detail in LABOR (Labor distribution).
• Journal entry expenditure transactions are supported in detail in GJIM (General Journal Interface Module).

DART is designed to provide departmental users with the ability to drill down from expenditure balances to the detailed expenditure transactions. Departmental users can use the DART functions:

• LATC (List Acctg Txns by Category for a CCC) in order to view the detail expenditures.
• LBCM (List acctg Balances for a Category by Month for a cost center) lists balances for a category by month for a cost center for a fiscal year.
• LATC (List Acctg Txns by Category for a ccc) lists accounting transactions for a category by month for a cost center for a fiscal year.

How to view expenditures for all categories (or a single category) for a single month

The LATC (List Acctg Txns by Category for a ccc) function lists transactions for a cost center for a single month.

• Input LATC in the Command field and press Enter.
• Leaving the DeptCatg field blank displays all the transactions for the month.
  Entering a category in the DeptCatg field restricts the display to only the transactions for the entered category for the month.
• Input the Date and the CCC.
• The Acct Txn Type and the Source Code are optional.
• Press Enter.
  All transactions for the entered cost center are displayed by category and transaction type, sorted by the date posted of the month specified in the Date field.
• Pressing PF8 displays the screens successively until all transactions have been displayed.
  A running total is displayed at the bottom of the screen.
• Pressing PF6 on a screen displays the source of the transactions (i.e. AP ID, document number). Pressing PF6 a second time displays additional source information (i.e. PO number, reference id). Pressing PF6 a third time returns the display to the transaction description field.
• Marking a record and pressing PF4 displays a pop-up window of the accounting detail and specific data from the application source files (e.g. vendor invoice number, PO line item description, extended item description, CCC expenditure distributions, etc.)

How to view expenditures for a UPS Purchase Order

LAPO (List Accounting transactions for a Purchase Order) function lists expenditure activity for a specified purchase order starting from a posting date.

• Input LAPO in the Command field and press Enter.
• Input the Date (posting date) and the Purchase Order and press Enter.
• The activity is displayed in posting date and purchase order line number order.
• Marking a record and pressing PF4 provides a pop-up window displaying additional information for that record.

How to view detail expenditures for salaries

LATC provides summarized salary transactions from the LABOR application (Source Code LD), when PF4 is used, a popup window is displayed with another PF4 available. More detail is provide on the salary totals as far as specific employee salaries that make up the total shown. The employee ID, employee name, compensation period, and gross pay.

Phone Help

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