DART- Departmental Accounting, Reporting, & Tracking

DART - How to Change a Category ( NOT an 04 Cost Center)

Periodically you may want to change the Category on something that has already expensed or encumbured.  There is a function in GJIM called ETM (Expense Transfer Maintenance) which will result in a TARGET transaction for approval and MUST be used when making a Category change against an 04 cost center, but within DART the function CCM (Category Change Maintenance) is available.  Remember:  The CCM function cannot be used for 04 cost centersYou must use the ETM function in GJIM.

The CCM (Category Change Maintenance) function does not result in a TARGET transaction.  An accounting detail record is created and posted that nets to zero.

Below is a Step by Step guide in process a Category change using the CCM function:

  1. From the DART application, type CCM in the Command field with an Action of an 'A' (Add).  In the Date field you must have a date that is within the current open accounting period.  Press 'enter' and the following screen is available:

  2. In the Desc field type the reason you are processing the change.  If you need additional room, the PF9 (EDesc) key is available.
  3. In the Reference ID field type the document number of the original expense.  For example if you are changing the Category on an expense that had an AP ID from UPS, then type the AP ID number in this field.
  4. Type the cost center where the original expense posted in the CCC field.
  5. In the From field type the original Category that was on the expense.
  6. In the Amount field type the dollar amount that you want to re-categorize.
  7. In the To field you have the option of redistributing the dollar amount up to 6 different Categories, but the total of all MUST equal the dollar amount you are re-categorizing.
  8. Press 'enter' to validate and PF10 to save.
  9. When the nightly accounting run is processed, the change you made to the Category will be displayed.

 

DART - How to View Expenditures in 3270 BASIS

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.

DART - How to View Encumbrances and Pending Transactions in 3270 BASIS

How to View Encumbrances

Encumbrances are expected liabilities of the University resulting from the authorization of purchase orders to vendors or agreements with University employees. DART provides users with balances for encumbrances as well as detail for closed periods. Purchase order encumbrance entries are supported by detail in UPS (University Procurement System) as well as in DART. Salary encumbrance entries are supported by detail in the PSB (Position System/Budget) application and do not have a permanent effect on fund balance; i.e., those encumbrances do not carry over into future fiscal years.

DART is designed to provide departmental users with the ability to drill down from the encumbrance balances to the detailed encumbrance transactions.

DART lists that display encumbrance balances are:

  • LBDC List Balances by Dept Category for a cost center
  • LBSP List Balances for Sponsored Programs
  • LBCB List Balances by Company and BU
  • LOPC List Open POs for a Company cost center

Using LOPC to view purchase order encumbrances

LOPC (List Open Pos for a CCC and a category) in DART (or UPS) provides additional information regarding purchase order encumbrances. The anticipated close dates of the order, expenditures posted to date, and blanket order indicators are displayed.

  • View the encumbrance balance on LBDC or LBSP.
  • Type an "x" on the selection in front of the record line on which you want to get detail.
  • Input "LOPC" in the Command field and press PF2.
  • The purchase order number and line numbers that make up the encumbrance balance in question are presented in detail on this list. If you desire additional information about the purchase order line, you will need to log into UPS and access the displayed on POL (Purchase Order Line).

Using LPCC to view salary encumbrances

LPCC (List Positions for a Cost Center) in PSB provides additional information regarding salary encumbrances.

The distribution percent, the beginning and ending dates, occupation codes, employee names, and vacant position data are displayed and let you know what positions/employees are scheduled to be paid on the company cost center in question.

You may also want to execute the PSB batch job called "PBJSEDE" (Salary Encumbrance Detail Extract) on the function JOBS which provides printed or electronic file output of salary encumbrances for remaining pay periods within a fiscal year by category and cost center

How to View Pending Transactions

Pending transactions are E-business charges that have been downloaded that have not been approved or expensed. Our e-business partners currently include: OfficeMax, US Bank for the P-Card and the T-Card,VWR, and Voyager. These charges are downloaded daily into UPS and nightly into DART. All of the charges for a given period are assigned a cut-off date which is the last day a charge can be approved before it is expensed. The periods are dictated by the billing cycle for each e-business partner. E-business charges are available for approval once downloaded. The cost center distributions can be changed on or before the cut-off period.

These charges are updated nightly for use by DART to reduce available funds. Since these charges are downloaded with a default cost center, the pending e-business charge will be encumbered in this cost center until modified on EIC (Electronic Invoice Charge) in UPS.

The pending e-business charges are updated nightly, so any new charges that are downloaded during the day by Business Affairs will not be reflected in DART until the next day. Also, any approved charges, cost center distribution changs or category changes will not be reflected in DART until the next day. Charges that have had cost center distribution or category changes since the nightly update will have an * located between the Ticket number and Cost columns.

The pending e-business charge amounts will be included with the encumbrance amounts on LBDC (List Balances by Dept Category for a Cost center) in the Enc/Pend column. On LBSP (List Balances for Sponsored Programs), the pending amounts are included with the commitment amounts in the Commitments & Pending column. These pending amounts will also be included on the DBR reports.

DART lists that display pending transactions are:

  • LBDC List Balances by Dept Category for a Cost center
  • LBSP List Balances for Sponsored Programs
  • LDCP List DAC Categories with Pending Detail
  • LPD List Pending Detail
  • LDRP List DAC for Report code w/pending count

Using LBDC and LBSP to view pending e-business charges

  • View the pending transactions by typing in LBDC or LBSP in the Command field, enter the company cost center number in the CCC field and press Enter.
  • On LBDC, press PF4 to see a breakdown of encumbrances and pending amounts in the Enc/Pend column along with any planned amounts. Press PF8 to toggle between pending and commitment amounts.
  • On LBSP, pending amounts are combined with comittment amounts in the Commitments & Pending column. Press PF4 to see a breakdown of commitments and pending amounts.

Using LDCP to view pending e-business charges

  • View the pending transactions by typing LDCP in the Command field and enter the company cost center number in the CCC field and press Enter.
  • The list displays the total pending amount by category, the number of transaction in the Pending Count column and 2 months of pending amounts.
  • A detailed list of pending amounts by category can be seen by selecting the category line and pressing PF2. The list will display the E-Business Partner, BU, Purchaser, Ticket No and Cost for each pending transaction.

Using LPD to view pending e-business charges

  • View pending transactions by category by typing LPD in the Command field, enter the company cost center number in the CCC field, the category in the DeptCatg field and press Enter.
  • The list will display the E-Business Partner, BU, Purchaser, Ticket No and Cost for each pending transaction.

Using LDPR to view pending e-business charges

  • View the pending transactions by typing LDRP in the Command field and enter the budgetary unit in the BU field, the Report Code and the Sort Value (or leave blank to see all sort values) and press Enter.
  • The list displays the total pending count by sort value.You can drill down to the pending charge detail from this list.

DART - How to View, Add, and Update Categories using 3270 BASIS

How to view a list of Categories for a Cost Center

The CDC (Center Dept Category maintenance) function allows you to view categories for a cost center as well as add new categories to a cost center.

Input an Action of V, the CCC and press Enter. By leaving the category blank, the list will display the first Departmental Category within the institutional category Maintenance in sequence code order. If a Dept Catg field is entered in the banner, the list will display all categories within that institutional category in sequence code order.

If all categories cannot be displayed on one screen, press PF8 to page forward to the next screen of categories.

The LACC (List All Categories for a CCC) function also allows you to view cost center/category combinations. Just input the company cost center and press enter.

If all categories cannot be displayed on one screen, press PF8 to page forward to the next screen of categories.

How to add a category to a CCC

If you would like for financial activity to be aggregated more specifically, departmental categories can be added to your cost centers by using the CDC, CACC, or CSCC functions. LCIC is useful to view departmental categories for an institutional category and cost center.

Use the CDC function to add departmental categories to your cost center.

It is best to first select a category(s) from one of the following DART lists that display departmental categories:

  • LCAT - (List CATegories) lists all categories on the DCAT (Departmental CATegory) table, starting from a departmental category, in alphabetical order. If no departmental category is specified then all categories will be displayed, ten categories per screen.
  • LCAC - (List CAtegories for a Class) lists those categories for a specified category class starting from a departmental category in alphabetical order. If no departmental category is specified then all categories for the specified class will be displayed, ten categories per screen.
  • LCIC - (List Catg for Inst Catg/class by seq cd) lists categories on the Departmental Category maintenance table for a category class and institutional category starting from a sequence code. If no sequence code is specified, then all categories for the class are displayed in sequence code order, ten categories per screen.

From one of these lists, you can select one or several categories, one screen at a time, by doing the following:

  • Type an "x" on the selection line in front of the Category on the record line that holds the category(s) you want to add to your cost center.
  • Press PF2 to suspend to the DART function CDC (Center Dept Category maintenance). This allows you to add all the categories selected.
  • Input "A" in the Action field, the cost center in the CCC field and the first category you selected from the list in the DeptCatg field.
  • Press PF10 to add the category to your cost center.
  • Press PF8 (NextR) to either add your next category or to return to the list to select your next screen of categories.
  • Repeat steps until all categories have been added to your cost center.
    Note: If you know what category or categories you want, then you can go directly to function CDC (Center Dept Category maintenance) with an Action of A, the CCC, and the DeptCatg (departmental category) and press Enter. The sequence code may also be changed. If the sequence code is changed, you should ensure that the code places the category in the order desired. Once you update the sequence codes and press PF10, the display is reordered in the new sequence code order.

How to update a cost center/category combination

The CDC (Center Dept Category maintenance) function also allows you to update sequence code values for cost center/category combinations.

  • Input an Action of U, the CCC, DeptCatg (departmental category), press Enter, then input the new sequence code values in the Seq field for the categories you want to change.
  • Press PF10 to save your changes. The display is reordered in the new sequence code order.
  • Press PF8 to page to the next screen of categories.
    Repeat steps until all sequence code values have been changed for your cost center.

How to copy cost center/category combinations

The CSCC (Copy Selected Center Categories) function is used to copy a selected range of categories within an institutional category from one cost center to another. The CACC (Copy All Center Categories) function is used to copy all categories from one cost center to another. Note: using this function means that the sequence code values assigned are either the departmentally assigned sequence codes for a from cost center or institutionally assigned sequence codes.

  • Input "CSCC" (to select categories to copy) or 'CACC’ (to copy all categories) in the Command field and press Enter.
  • Next, enter the following information in the banner:
    • Input an Action of C (which will result in an Action of A after PF10 is pressed)
    • Input the CCC (copying from)
    • Input the "To CCC"(copying to)
    • and Input a DeptCatg (optional for CSCC)
  • Press Enter.
    Note:Entering a category in the banner on CSCC causes the display to begin with that category and display all categories within the same institutional category in sequence code order for the from center. Leaving the category blank in the banner causes the display to begin with the maintenance category in sequence code order for the from cost center. Note: The company type must be the same for the to and from cost center (i.e., C for Current fund).

On CSCC, you may copy all of the categories displayed, or selected, by marking them with any character. All categories are defaulted with an X indicator. If you do not want a category to be copied, then the X should be removed by using the spacebar or delete key.

You have several options for setting the sequence code value for the new cost center/category combinations.

The Copy Dept Catg Sequence Code flag defaults to Y, meaning that the values in the Dpt Seq Field (departmentally-assigned values) will be copied to the to center.

Changing the Copy Dept Catg Sequence Code flag to N will cause the values in the UA Seq Field (institutionally-assigned values) to be copied to the to center.

Optionally, you may assign your own sequence code by leaving the Copy Dept Catg Sequence Code flag set to Y and entering whatever values you would like in the Dpt Seq field. This option is available for CSCC only.

Note: If the category already exists on the to center, then whatever value was entered (or defaulted) in the Dpt Seq or the UA Seq field will be assigned to the to center if it differs from the value already in existence. You receive a warning to notify you of the intended action.

Press PF10 to save the screen.

On CSCC, press PF8 to scroll to the next screen of categories. Repeat steps until all categories have been added to your cost center.

DART - How to Print a DBR in 3270 BASIS

How to print a DBR using a cost center list name

The JOBS (Job Submission) function is used to submit requests for reports that print on networked printers.

  • Type "JOBS" in the Command field and press Enter.
  • Input Action of S (to submit) and type in the job name in the Job-name field, or you may press PF1 for a list of available jobs.
    Note:If you pressed PF1:
    • Select GLJDBRR (for the monthly DBR)
    • Select GLJDBRY (for the year to date DBR)
    • Select GLJDBRSP (for the sponsored projects DBR)
    • Select GLJDBRAG (for AGRI cost center DBR)
    • Select GLJDBRAY (for AGRI YTD DAC cost center DBR)
  • Press Enter.
  • Input the beginning date of the DBR in the Period begin date field
  • Input the ending date in the "thru field".
    Note:   The balance information (top portion of the report) uses the monthly or year to date amounts, but the detail information uses the date ranged that was entered. This could cause a problem where the date range was not for a full month and therefore, the balance information would not equal the detail information.
  • 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 reflect any commitments, pending, or planned transactions.
  • Input either "Y" or "N" in the Rollup Indicator field
    Y if you want your balances to rollup to the department level (first 5 digits of the cost center). This feature is used by academic or administrative departments that may have several different functions.
    N if you do not want to have your balances rollup.
  • The Report for Budgetary Unit field should default to your budgetary unit.
  • The Print Detail (Y/N) field allows you to indicate whether or not you want the detail information printed on your report.
  • Input your cost center list names. You can enter up to 16 different cost center names.
  • Press PF1 in the Report output destination ID field. A pop up window is displayed.
  • Select D for distributed print and press Enter in the Starting Value field.
  • Select your network printer destination.
    Note:  Select the landscape print option.
  • Press Enter and press PF10 to submit the job to your printer.

How to print a DBR using BU report code name

If you want to print a DBR using report code names, then follow the above steps except you enter the BU report code name(s) in the BU report code names fields instead of entering cost center list names in the cost center list names fields.

DART - How to Distribute Budget to Categories using 3270 BASIS

How to Distribute Budget to Categories

Once the University budget cycle is complete, departments will be able to distribute their maintenance budget into categories that are meaningful to financial managers in those departments. This is accomplished in the DART function DBC (Distribute Budget to Categories). Before beginning this process, the departmental user must ensure that the categories they are expecting to use are established for the cost center(s) for which budget is to be distributed in this manner. See the help topic"How to Establish and Maintain Cost Center/Category Combinations" for help on setting up the categories that are needed.

To distribute budget

Note: This should be done only after the budget process is complete.

  • Input "DBC" in the Command field and press Enter.
  • Input an Action of U, the Date. (normally July 1, but can be any month in the fiscal year), and the CCC.
  • Input the From DeptCatg, the departmental category from which budget is to be distributed. This is the category that was updated by the PSB system during the budget cycle. Normally, the category used is Maint (Maintenance).
  • Input the To DeptCatg that is the beginning category to which budget is to be transferred.
  • Press Enter.
  • Input values in the Change column for the budget amounts desired. Negative values are permitted, in essence providing the ability to have multiple froms. The Change amount for the From DeptCatg will be plugged by summing the inverse of the values entered for the To (starting) DeptCatg.
    Note: It is possible to make an entry so that original budget is reduced below zero. This could happen when budget is distributed during the year for a month in which no budget exists. For instance, the budget amount is in the July month, but the September month is being updated.
  • Press Enter to perform screen calculations.
  • Press PF10 to save the screen and proceed to the next screen of categories.

To distribute budget to categories after period where budget was posted has closed The budget is placed in the July period in DART, thus making July the most logical month in which to distribute budget. In this case, the maintenance budget would be reduced and the budget of the other categories would be increased. However, if the July period has closed, then the budget would be trapped or remain in the July period. This would not prevent the user from distributing the budget in August, but the display would look different. Since the budget for August is zero, then distributing budget to categories in the August period would reduce the maintenance category below zero for the month of August. The Y-T-D budget for maintenance would be the sum of that category for the months of July and August.

DART - DART Overview

This document is meant to introduce concepts for the BASIS Departmental Accounting, Reporting, and Tracking (DART) system. The system is designed to be responsive to the day-to-day needs of the University community, providing departmental users with tools for effective planning and financial control.

Campus departments have the ability to aggregate financial activity into categories that are meaningful to them (e.g., Copying, Computer Maintenance, In-State Travel, etc.), as well as the ability to view fund balances on-line and enter anticipated revenues and expenditures. When combined with on-line lists and reports, these tools should eliminate the need for duplicate entry and maintenance of stand-alone bookkeeping systems.

DART Online Functions

 

DART Commands appear below. To initiate a command, you can select it from a menu or type the command in the Command field.
Command Description
ACAL Actual accounting CALendar
AD Accounting Detail
CACC Copy All Center Categories
CCC Company Cost Center
CCCA Company Cost Center Add
CDC Center Dept Category maintenance
CSCC Copy Selected Center Categories
DCAT Departmental CATegory maintenance
DBC Distribute Budget to Categories
LACC List All Categories for a CCC
LAPO List Acctg txns for a PO and date
LATC List Acctg Trxns by Category for a dac
LATF List Acctg Trxns by Follow-up for a dac
LATM List Acctg Trxns by Month for a CCC
LATO List Acctg Trxns for an INT service Order
LATS List Acctg Trxns with Suspended code
LBAM List Balances for a ccc & Acct by Month
LBCA List Balances for a CCC & type by Acct
LBCB List Balances for a Co., Bu, and class
LBCM List Balances by Category by Month for a cost center
LBDC List Balances by Dept Category for a cost center
LBRC List Balances by Rollup Cost Center
LBSP List Balances for Sponsored Programs
LCAC List CAtegories for a Class
LCAT List CATegories
LCBU List Company cost centers for a Budgetary Unit
LCIC List CAtg for Inst Catg/Class by Seq cd
LOPC List Open PO's for a Company Cost Center
LPAC List Planned Activity by Category for ACCC
LRSP List Revenue for Sponsored Programs

Definitions

Institutional Category

An Institutional category is a predefined code (eight characters or less) used to identify the highest level of categorization of the budget. This is the level at which the university budgets funds to cost centers. When a company cost center is created, an appropriate mix of institutional categories are automatically added to the company cost center. Institutional categories can be broken down into sub-categories called departmental categories if the department wants a more detailed level of activity. Below is a list of institutional categories, descriptions, and category class (1-asset, 2-liability, 3-fund balance, 4-revenue, or 5-expenditure).

Category Category Description Category Class
Asset Asset 1
Liab Liability 2
FundBal Fund Balance 3
FedAppro Federal Appropriations 4
Grants Grants and Contracts 4
Other Other Revenue Sources 4
Sales Sales and Services 4
StAppro State Appropriations 4
Tuition Tuition and Fees 4
Contg Contingencies 5
CostIndi Cost Indirect 5
DebtServ Debt Service 5
EGChgBk E&G Charge Back 5
FringeNA Fringe Benefits not allowed 5
Fringes Fringe Benefits 5
Maint Maintenance 5
OtherCom Other Compensation 5
OthrMand Other Mandatory 5
SalClass Salaries, Classified 5
SalClPB Salaries, Classified Partial Benefits 5
SalGA Salaries, Graduate Assistant 5
SalNC Salaries, Nonclassified 5
SalNCPB Salaries, Nonclassified Partial Benefits 5
SalSumAl Salaries, Summer/Annual Leave 5
Schl Scholarships 5
Util Utilities 5
Wages Wages 5
WagesStu Wages, Student 5

Company Cost Center (CCC)

A company cost center identifies the lowest level entity that financial information is maintained. The first four digits identify the company, the next five digits identify the department, the next two digits identify the function (use of funds), and the last four digits can be used to further define a cost center into projects.

Departmental Category

A departmental category is a code (eight characters or less) used to categorize or organize budget, expense, estimated revenue, revenue and other financial activity at a level of detail useful to departments. For example, SupOff is the departmental category for office supplies, which would be considered a sub-category of the institutional category of Maint. All of the departmental categories can be listed by using LCAT. If a category is needed which does not occur on the list, contact Financial Affairs to request its addition to the system.

Use of the departmental categories allows you to view balances with activity listed under very specific headings, such as TravInSt, Airfare, Copying, Dues, EqptComp and SupOff instead of a lump total under Maint.

 

Account Code

An Account Code is a general ledger eight digit number that represents the category, class code, and object code or ID. The first 2 digits represent the category, the third digit represents the class, and the last five digits represent the object code or ID.

Accounting Transaction Type (Acct Txn Type or T)

An accounting transaction type is a number that identifies the transaction as an asset (1),liability (2), fund balance (3), revenue (4), expense (5), estimated revenue (6), budget (7), interfund transfer (8), or an intrafund transfer (9).

Source Code (SC)

A source code identifies the source of the accounting transaction such as UP for purchase order transactions, GJ for general ledger transactions, LD for payroll transactions, and IO of internal purchase order transactions.

Class

A class is a number that identifies a departmental category as an asset (1), liability (2), fund balance (3), revenue or estimated revenue (4), or budget/expense/encumbrance/ commitment/planned expenditure/fund transer (5).

Commitment

A commitment represents requistion amounts that have not been assigned a purchase order number. The requistions have been submitted for approval but not yet approved.

Pending Transaction Amount

A pending amount represents a transaction that has been subitted for approval but not yet approved such as GJIM and LABOR transactions.

Planned Activity Amount

A Planned Activity is a specific dollar amount that is expected to be spent but no transactions representing these amounts have been created.

Sequence Codes

The sequence code is a three-character value that defines the order in which categories are displayed or sorted, allowing for broad groupings of categories and an organization that makes sense to you. When categories are created by Financial Affairs, they are assigned a "UA Seq" or default institutional sequence. This is the sequence used unless you override it by specifying a preferred departmental sequence (Dept Seq).

Each CCC can have its own sequence codes arranged. Using sequence codes, you could have all computer-related expenditures listed together or all travel-related expenses. Sequence codes can be duplicated (shared among categories on a CCC).