university of sunderland · university of sunderland group vat registration number: gb 569 4677 76...

Oracle 12 Budget & Project Managers Guide of 35

University of Sunderland

Oracle 12 Budget & Project Managers Guide

A Guide on how to use View Budgets & View Projects

May 2014


Contents

SECTION 1 – View Budgets (Charge Account Details) ......................................... 3 Introduction to General Ledger ......................................................................... 3 Coding Structure ................................................................................................ 3 Company ............................................................................................................. 4 Cost Centre ......................................................................................................... 4 Analysis ............................................................................................................... 5 Subjective ........................................................................................................... 5 VALUE ADDED TAX ............................................................................................ 6 What is Value Added Tax (V.A.T.)? .................................................................... 6 Generating Reports ............................................................................................ 7 Understanding the Reports ................................................................................ 9 Things to Look Out For ...................................................................................... 9 Other Reports ................................................................................................... 10 Obligation Report (Formally Commitment Report) ........................................ 11 Charge Account Details ................................................................................... 12

SECTION 2 – View Projects .................................................................................. 16 What is a Project? ............................................................................................. 16 Setting up a Project .......................................................................................... 17 pFACT ................................................................................................................ 17 How is Contribution calculated? ..................................................................... 18 Project Codes ................................................................................................... 18 Project Income VAT .......................................................................................... 21 Project Expenditure VAT .................................................................................. 22 Projects funding tuition fees (non research) .................................................. 23 Projects funding tuition fees (research) ......................................................... 23 Project Closure ................................................................................................. 23 Generating Reports .......................................................................................... 24 Viewing a Project Status .................................................................................. 26 Project Expenditure Inquiry ............................................................................. 31 Item Details ....................................................................................................... 32

SECTION 3 - Exporting to a Spreadsheet ............................................................ 33

APPENDIX 1 - Summary Report Breakdown ....................................................... 34

APPENDIX 2 – Course Consideration Flowchart ............................................... 35


SECTION 1 – View Budgets (Charge Account Details)

Introduction to General Ledger The General Ledger is a collection of the group of accounts that supports the £value items shown in the University’s major financial statements. The primary components of the University’s financial statements are the ‘Balance Sheet’ and the ‘Income and Expenditure’ (also known as P&L) and together they make up the General Ledger

The General Ledger will include items such as assets owned by the University,

Liabilities the University owes to third parties, revenue and expense items.

Coding Structure

The General Ledger coding structure is made up of five components.

1. Company 2 digits – 01 (Uni) / 55 (Use) / 56 (London Campus) a. and 57 (Sund Intern factory)

2. Costcentre 4 digits – Faculty / Service Dept codes

3. Analysis 3 digits – Type of Activity 4. i.e (Revenue, TNE, Research, Non-Research)

a. ‘656’ applicable to London Campus only b. ‘657’ applicable to Sund Intern Factory only

5. Subjective 4 digits - Income or Expenditure Item detail.

6. Spare 6 digits - 000000 – always remains the same

So, for example- cost code 01.0020.000.6201.000000 would breakdown as follows:

01. Company - Uni

0020. Cost Centre - Uni General

000. Analysis - Revenue – (Type of activity)

6201. Subjective - Advertising Courses –( Item detail)

000000 Spare – remains the same in all cases


The Cost Centre, Analysis and Subjective codes are also used for a number of important institutional returns including:

Published accounts HESA *(Higher Education Statistics Agency) TRAC *(Transparent Approach to Costing) HEBCIS *(Higher Education Business & Community Interaction Survey)

Both Management and Financial Accounts Reports are completed using information on the ORACLE general ledger. The ORACLE codes of transactions determine where they will appear in the accounts. It is important that the Full General ledger coding structure is entered accurately onto source documents as these will be interfaced / input into Oracle Source documents for these codes :- Requisitions, Purchase Orders, Purchase cards, I-expenses, Fee & Expenses Claim Forms, Petty Cash, Invoice Request

Forms, HR Staffing Forms (new starters / amendments).

Incorrect coding causes inconsistencies and time delays in reporting, so if in doubt always contact your P&F contact

Company

The COMPANY is an important part of the coding structure, as this defines whether the activity is a University activity or one of its subsidiaries.

University (01) is where the core business & activities take place

USE Ltd (55) is the „commercial arm‟ of the university and is a wholly owned

subsidiary of the institution

London Campus (56) is the „teaching‟ campus based at Canary Wharf

Sunderland Intern Factory (57) Recruits Sunderland graduates into short or longer

term roles (from three to twelve months).

Cost Centre For the Monthly/Annual Management Accounts, the COST CENTRE code decides which Faculty / Service budget the income or expenditure will be recorded against. Each Faculty / Service has their own unique range of cost centre codes. For Example: Faculty of Arts & Design 1000 – 1099 Department - NGC 1000 – 1009 HESA Team -Glass & Ceramics 1001 - 1009


Department - Art & Design 1010 – 1054 HESA Team -Foundation 1011 – 1018 -Fine Art 1019 – 1027 -Performing Arts 1028 – 1035 -Design 1036 – 1045 -Photography 1046 - 1054 Department – Media 1055 – 1099 HESA Team -Media, Film & Cult 1056 – 1065 -Radio 1066 – 1075 -Journalism 1076 – 1085 -Television & Video 1086 - 1099

Analysis The analysis code breaks down the type of activity. For example: 000 this is the normal analysis code for Revenue 300 - 499 are the TNE (Trans National Education) analysis codes 540 - 560 are the Research analysis codes 561 - 635 are the Non Research analysis codes 641 this is the Commercial Activity analysis code 900 this is the Capital analysis code

Subjective For Financial and Management Accounts the SUBJECTIVE code decides how the income or expenditure will be classified in the Year End Accounts so it is important that coding is as accurate as possible. As part of the Year End Audit review, Subjective Comparisons are required, any variances greater or less than 5% from the previous year are investigated, explanations/findings are reported for the External Audit. Subjectives are broken down into four areas: Income /Revenue 1000 - 1999 Staffing Costs 2000 – 3950, 3962, 3968, 3974-3978 Non Staffing Costs 3951 – 8999 (less 3962, 3968, 3974-3978)

Balance Sheet 9000 – 9999 (mainly used by P & F)


VALUE ADDED TAX University of Sunderland Group VAT Registration Number: GB 569 4677 76

What is Value Added Tax (V.A.T.)? This is designed as a simple tax on the consumption of goods and services, and is imposed on the supply of all goods and services in the UK. So for many businesses, completion of the V.A.T. return is a matter of identifying the V.A.T. charged to customers, deducting the V.A.T. charged by suppliers and paying the difference over to HM Revenue & Customs (HMRC). Administration of V.A.T. is more complex for the University because of the wide variety of activities carried out with different V.A.T. rates and rules applicable. In particular, the status of the University and trading subsidiaries is different for V.A.T. purposes. As an overview, Codes to be used going forward will look like this:

TAX CLASSIFCAITON RATE

EXEMPT 0%

LOWER RATE RECOVERABLE 5%

LOWER RATE UNRECOVERABLE 5%

OUTSIDE THE SCOPE 0%

PUR STD RATE RECOVERABLE 20%

SALES STD RATE RECOVERABLE 20%

STD RATE UNRECOVERABLE 20%

ZERO RATED 0%

As you will notice, these codes are replacing the numerical identifiers previously used such as ‘tax code 2’, 4, 8 etc This is to try and simplify the processing of inflow and outflow activity/ invoices etc. Please note: PUR STD RATE RECOVERABLE – refers to ‘PURchasing of goods’ via PO’s, iexp, purchasing cards etc. i.e money going out from your budget SALES STD RATE RECOVERABLE – refers to ‘SALES invoices’ to clients who we have provided a service for i.e money coming into your budget. Unrecoverable = the GROSS cost of the goods will apply to your budget (incl of VAT)


Generating Reports

From the View Budgets Status Responsibility, select Run from under Reports, and Report submenu.

Select Single Request from the Submit a New Request form.

Select Program – Run Financial Statement Generator from the Name box.

In this report section each service / faculty will have at least 2 reports, detailed and summary revenue. Another report you can generate is the Cost Centre Generic which will give you details of a cost centre you require. Your service / faculty may have other reports which you can also select. If you require any new reports please contact your Management Accountant from the Planning and Finance department. Select the report you require from the list of values for the Report field. All the fields will now be populated, but you may need to backdate the period. Click OK.


Click on the Submit button from the Submit Request for. If you require you can schedule a report to be generated at a particular date / time by clicking on the Schedule button. Click on the Copy button to generate reports that you have already generated. If you use this please remember to change the period as it will be set to the last period when the report was generated.

A Requests form will appear. The report will take a short time to generate. If you click on the Refresh Data button it will refresh the screen for you. The report is generated when the Phase status is set to Completed. When complete you can view the report by clicking on View Output, and it will be displayed in a Web browser. From the browser you can print the report out, or alternatively cut & paste information into a document. If you wish to submit a new report click on Submit a New Request. To return to the Navigator Window close the Request window from the File menu.


Understanding the Reports The reports are split into 7 columns of figures

Annual Budget

Budget to Date Encumbrance to date

Actual to date

Actual + encumbrance

Ann. Budget not

yet committed

Variance

This is the full budget for the year

This is the budget for the period that you selected when you generated the report

This is how much money is committed for the budget. Purchase Order that have ordered but not yet paid for will go into this column

This is how much money that has been paid out of the budget

This is a combination of the encumbrance and budget

This is how much money is left in the budget

This is the Budget to date – actual to date. This should indicate how well your budget is doing in this period

Things to Look Out For No Budget and Expenditure

In the above example Other Staff Costs are have an Annual Budget of 0, with an actual of 839. This needs to be investigated.

Actual Greater Than Budget

In the above example Phone/fax… have an encumbrance 437,708 greater than the budget 205,125. This needs to be investigated.

Income Positive

If any of the income section is positive without brackets. This means that the income section has been debited. This needs to be investigated.

Expenditure Negative

In the above

example Academic have an actual (210). This means the account has been credited. This may be OK if it is a recharge. This needs to be investigated.


Other Reports Account Analysis – (132 Char) – This report will show the debits & credits for an appropriate GL code. Select Entry Item in the Type field. Select A in the Balance Type field. Select Source in the Order By field. Add the Start & Ending Period and the range of GL codes in the Flexifield From & To fields.


Obligation Report (Formally Commitment Report) This report will show outstanding Obligation (Commitments) you have open. Select Entry Item in the Type field. Select E in the Balance Type field. Select Obligation in the Budget or Encumbrance Name field. Select Source in the Order By field. Add the Start & Ending Period and the range of GL codes in the Flexifield From & To fields.

Please Note: Oracle 12 procurement shows new terminology for encumbrances. They are now ‘OBLIGATIONS’ instead of the old name ‘Commitments’ Please be aware of this, as using the ‘commitment’ field on report pick lists will not bring any information up for you.


Charge Account Details

From the View Budgets Status Responsibility, select Account.

At the account Inquiry form select the Accounting Period From and Account Period To dates for the period you are interest in. Note: 1/10 is the first month of the 2009/2010 budget which is August 2009.

Click into the top line of the Accounts field and use the Flex-field to enter the account you wish to enquire on. When complete click OK. The list of Charge Accounts will be then displayed. If you make a mistake with the Account number press the F6 key and it will clear the field. Click the Torch icon from the toolbar to bring up this screen.


Click on the Show Balances button to show the details period by period.

You can look at more detailed information by clicking into a cost centre and using the Journal Details button at the bottom middle window. This will give a summary of each transaction.

Drilldown You can find more information about some transactions by clicking on the Drilldown button. Receivables – Are funds which have been received into the cost centre. Cheque details, Paid From and the amount can be found in the View Transaction screen. . Purchase – Purchase details can be displayed via the drilldown box. The Purchase Order Number is displayed in the PO Number field. You can click on the View Transaction button to get more details about the purchase.


The company is displayed in the Trading Partner column and the financial information is in the area.

Information about the transaction is displayed in the General tab.

Information about Purchasing and Receivables can be found in the Lines tab. Purchase Order numbers are displayed here.


Information about the payment is displayed in the View Payments tab. Payment method and date are displayed here. Payroll – This displays payroll information. You cannot drilldown any information about payroll. If you require any further information contact the relevant person in the Finance department. Journal – This displays manual account transfers, which completed by the Finance Accounting staff. You cannot drilldown any information about Journals. If you require any further information please contact the relevant person in the Finance department.


SECTION 2 – View Projects

What is a Project? A project can be defined as a piece of work which has:-

A finite and defined life cycle.

Defined and measurable outputs and outcomes.

A defined amount of resources.

An activity and structure, with defined responsibilities, to manage the project.

At the University of Sunderland, we have diverse projects which could range from multi-million pound ESF training projects to a £5,000 piece of consultancy for a local company to a £500,000 Research Council-funded research project, but in the main, projects fall into the following two categories:-

Research is “original investigation undertaken in order to gain knowledge and

understanding.” It includes “work of direct relevance to the needs of commerce and

industry and to the public and voluntary sectors; scholarship; the invention and

generation of ideas, images, performances and artefacts including design, where these

lead to new or substantially improved insights; the use of existing knowledge in

experimental development to produce new or substantially improved materials,

devices, products and processes, including design and construction.” “Guidance to

Panels” Research Assessment Exercise 01/2005, HEFCE.

Non Research (Grants/Reach-out/consultancy) is work undertaken by the

University for the benefit of the local community or business. Academic expertise is a

resource to businesses, industry and the community which can help to research and

innovate, solve problems, design and develop new products and processes, grow new

markets, and train and develop the workforce.

The principles of developing & managing these different projects remain the same.


Setting up a Project

pFACT It is important to ensure that the proposed project is costed correctly and authorised by the appropriate person within the faculty or service, this may be the Dean or Director of Service. The University now has a costing software system called pFact (Project Financial Appraisal & Costing Tool) , which can be accessed using the following link, https://pfactpr.sunderland.ac.uk (access is only allowed after pFact training has taken place by one of the central team within Planning & Finance) The pFact user screen will look like this :

Why use pFACT? Based on Government spending review of 1998 and from work carried out in the Government Initiative- ‘The transparency approach to costing’ – TRAC, a costing system should:

ensure all fEC (full economic costing) requirements are achieved

effectively and efficiently manage costs

apply appropriate and consistent costing assumptions

calculate income and contribution

manage project workflow from conception through to funding award

apply appropriate inflation assumptions to fEC, income and submission values

provide a secure complete security control according to user level

populate funders‟ submission forms

provide meaningful reports on individual or selected ranges of project pFACT has a user guide which can be obtained by contacting Planning & Finance, Financial Management Team.

https://pfactpr.sunderland.ac.uk/


The life cycle of a pFACT proposal is as follows:

Project Investigator / Manager

Business Support

Planning & Finance

Head of Department

AD Resources

Project Investigator / Manager

The above authorisation process should be completed to enable the proposal to be submitted and if successful, a project code will be issued to the Faculty/Service and set up on the finance system.

How is Contribution calculated?

The quick monetary calculation is: Fee income – direct costs* = Contribution

* Direct costs = all staff costs, all non staffing costs EXCLUDING overheads (overheads = indirect costs + estates costs) Faculties & Services are measured against this pre-determined „Target budget‟ each year. ‘Contribution’ can also be measured in non monetary terms such as the value/esteem to the Faculty/Service or to the University as a whole. This is a decision that each Faculty or Service will need to make on a case by case basis, should the monetary contribution fall short of expectations.

Project Codes Planning & Finance will issue a Project number to the Faculty/Service once all paperwork has been received and authorised, this is usually via an e mail from pfact. This project number should then be used on all correspondence including Purchase orders, Purchasing Cards, i Expenses, Internal transfers etc

Project Manager /

Service Project Investigator

Head of Department /

Service

Planning & Finance

Business Support (old RIEE)

AD Resources FINAL DECISION


Project Identifier Codes:

A 01- University - Grants & 'Closed ' Client funded Accredited Courses C 01- University - Esf Funding E 01- University - Research F 55- USE Ltd - Research (Commercial) G 55- USE Ltd - Commercial (Reach Out/Non Research) Full Project Code summarised: G 2321 0250 USE Commercial-Information Technology

USE Dept Number E 2010 0015 UNI Research-Education UNI Dept Number Company The COMPANY is an important part of the coding structure, as this defines whether the activity is a University activity or a USE (University of Sunderland Enterprises Ltd) activity.

University (01) is where the core business & activities take place

USE Ltd (55) is the 'commercial arm‟ of the university and is a wholly

owned subsidiary of the institution

Cost Centre For the Monthly/Annual Management Accounts, the PROJECT/COST CENTRE code decides which Faculty / Service budget the income or expenditure will be recorded against. Each Faculty / Service has their own unique range of cost centre codes. For Example:

Faculty of Arts & Design 1000 – 1099

Department - NGC 1000 – 1009

HESA Team

-Glass & Ceramics 1001 - 1009

Department - Art & Design 1010 – 1054

HESA Team

-Foundation 1011 – 1018 -Fine Art 1019 – 1027


Analysis The „”Hierarchy‟ for project codes are also mapped to the relevant GL analysis code using „Service types Projects have their own unique range of Service types (analysis codes) : See example below: UK CENT GOVT(RES) 553

KTP GRANTS 559

UK IND (GRANT) 563

TTA GRANTS 583

The analysis code breaks down the type of activity.. For example: 540 - 560 are the Research analysis codes 561 - 635 are the Non Research analysis codes

Project Expenditure types The expenditure types have been adapted to fall in line with the revised category codes, an example of which is shown below:

Water Cooler Servicing - N 6121

Office Equipment Maint - L 6121

Printer Maintenance - C 6122

Marketing Photography - I 7115

Publicity Costs - J 7121

Hazardous Chemicals - H 6193

Goods & Materials - C 6201

Hardware-Goods & Mat - L 6201

IT Cons-Goods & Mat - A 6201

You will notice that there is a greater number of codes to pick from the pick list, and some of these codes will feed into the same subjective. This is intentional in order for the procurement manager to produce more meaningful information for our institution and the Freedom of Information Act. Please use this link to access the PROJECT expenditure types The Cost Centre, Service type and Expenditure types are also used for a number of important institutional returns including:

Published accounts

HESA *(Higher Education Statistics Agency)

TRAC *(Transparent Approach to Costing)

HEBCIS *(Higher Education Business & Community Interaction Survey) Both Management and Financial Accounts Reports are completed using information on the PROJECTS ledger. The ORACLE codes of transactions determine where they will appear in the accounts.


Project Income VAT The VAT status of a project must be determined at the start of the costing process, so that when the pFact flows through the approval process Planning & Finance have a clear understanding of whether or not VAT can be reclaimed from HM Revenue & Customs or do we have to absorb the VAT as an additional cost on the project. Normally, we would assume that all commercial projects (55 code) would be able to reclaim the VAT, however there are some instances where we are not able to do so and become „unrecoverable‟ items. If we take the prefixed codes as shown on the previous page, the Vat codes for these project types would normally be: A - Exempt or Outside the scope C - Outside the Scope E - Exempt F – Standard Rate Recoverable or Outside the Scope G - Standard rate Recoverable

However these codes may change depending on the nature of the activity- please contact Planning & Finance for guidance and refer to the General VAT guidelines which you can obtain from the P&F Website.


EXEMPT 0%

LOWER RATE RECOVERABLE 5%

LOWER RATE UNRECOVERABLE 5%

OUTSIDE THE SCOPE 0%

PUR STD RATE RECOVERABLE 20%

SALES STD RATE RECOVERABLE 20%

STD RATE UNRECOVERABLE 20%

ZERO RATED 0%


Project Expenditure VAT This is designed as a simple tax on the consumption of goods and services, and is imposed on the supply of all goods and services in the UK. So for many businesses, completion of the V.A.T. return is a matter of identifying the V.A.T. charged to customers, deducting the V.A.T. charged by suppliers and paying the difference over to HM Revenue & Customs (HMRC). Administration of V.A.T. is more complex for the University because of the wide variety of activities carried out with different V.A.T. rates and rules applicable. In particular, the status of the University and trading subsidiaries is different for V.A.T. purposes. As an overview, Codes to be used going forward will look like this:


EXEMPT (old code 2 or7)

0%

LOWER RATE RECOVERABLE (old code 11)

5%

LOWER RATE UNRECOVERABLE (old code 3)

5%

OUTSIDE THE SCOPE (old code 4 or 9)

0%

PUR STD RATE RECOVERABLE (old code 17 or 18 input)

20%

SALES STD RATE RECOVERABLE (old code 17 or 18 output)

20%

STD RATE UNRECOVERABLE ( old code 19 or 20)

20%

ZERO RATED (old code 1 or 6)

0%

As you will notice, these codes are replacing the numerical identifiers previously used such as ‘tax code 2’, 4, 8 etc This is to try and simplify the processing of inflow and outflow activity/ invoices etc. Please note: PUR STD RATE RECOVERABLE – refers to ‘PURchasing of goods’ via PO’s, iexp, purchasing cards etc. i.e money going out from your budget SALES STD RATE RECOVERABLE – refers to ‘SALES invoices’ to clients who we have provided a service for i.e money coming into your budget. Unrecoverable = the GROSS cost of the goods will apply to your budget (incl of VAT)


Projects funding tuition fees (non research) When deciding if „accredited' courses can run through a project, there needs to be careful consideration regarding how we handle the processing of the students and also the University/Client relationship. For Guidance see Appendix 2 – Course Consideration Flowchart. If in doubt, please speak to someone within Planning & Finance. The general rule of thumb is if its an „Open Course' (anyone can enroll, not just the client) it would be an A code . However, the only reason we would have this activity running through a project is if the funds require „ring fencing' as it would be classed as a „closed' course, whereby only the client's staff members are attending or include additional activity contracted with the client, not just tuition fees, such as consultancy time etc. N.B. If it's a „Closed Course' (tailor made for the client) it could be either an A code or a G code depending if the course is accredited (A) or non accredited.(G)

Projects funding tuition fees (research) There are instances when projects will fund Research PHD students, these projects require costing separately so please see pFact guidance for information

Project Closure Within 1 month of the project end date a project closure meeting will be held with the Project Manager and Project Finance Team to formally close the project and handover all documentation for archiving centrally. At this meeting a post-project review will be undertaken to assess;-

The success of the project against its original aims and objectives.

An examination of the benefits realised.

Lessons learned for next time around project management organisation and project infrastructure.

The appropriateness of the funding stream.

Any follow-on actions.

The secure archiving of the project’s records. Notes of this meeting should be forwarded to Planning & Finance to be kept on the project file along with all project activity ‘evidence’ (if applicable). The project file will then be archived and retained for audit purposes. On the Finance system, it is important that all outstanding ‘obligations’ are closed down and removed from the project, whereupon all project income will be released and the project status will be labelled ‘closed’. At this point, you will not be able to access the project again unless there is a special request to the Planning & Finance team to do so. The project can also be amended to ‘Pending Closed’ if it is close to the end date. This will stop any unauthorised transactions being processed, and again will require a special request to Planning & Finance.


Generating Reports

From the View Project Status Responsibility, select Run from under Other, and Requests submenu.

Select Single Request from the Submit a New Request form.

Select UofS Bespoke Revenue, Cost, Budgets by Resources from the Name box. This will display the revenue and expenditure for the project. You select a range of projects by entering the Project Numbers From and Project Numbers To fields. Click OK.

Click the Submit button. If you require you can schedule a report to be generated by clicking on the Schedule button.


A Requests form will appear. The report will take a short time to generate. If you click on the Refresh Data button it will refresh the screen for you. The report is generated when the Phase status is set to Completed. When complete you can view the report by clicking on View Output, and it will be displayed in a Web browser. If you wish to submit a new report click on Submit a New Request.

The Accrued line is accounting information for pre-payments and deferment.


Viewing a Project Status ITD is inception to date (from the beginning of the project to the current date). PTD is from the selected period to date. YTD is from the beginning of the financial year to the current date. From the Navigator window select the Project Status Inquiry form under Project Status.

Select the Project from the List of Values in either the Name or Number field. Alternatively select your name from the Name field in the Key Member section. Click on the Find button.

You will be able to see the Project Status form with information on the Project.


Project Button Click on the Project button to get general background information on the Project. Including the Status, Customers & Key members of the Project.

Task Status Button. From the Project Status screen, click on the Task Status button to get more information including the a Resource breakdown, al list of revenue payments, a list of the commitments, and a list of actual expenditure.


a) Resource Status Button Click on the Resource Status button to get information on groupings of expenditure.

b) Events Button Click on the Events button, from the Task screen, to revenue events that have happened in the project.

Anything starting MAN INV is an invoice in the system (income). Anything starting COST TO Cost is an accountancy function and is worth ignoring.


c) Commitments Button (Commitments are called Obligations in Oracle 12) Click on the Commitments button, from the Task screen, to get information about committed funds. There will be a Find Commitments screen displayed first. Select the information you want and click on Find. If you do not select anything it will find all current commitments.


d) Actuals Button Click on the Actuals button, from the Task screen, to get information about actual expenditure. There will be a Find Expenditure Items screen displayed first. Select the information you want and click on Find.


Project Expenditure Inquiry Project expenditure inquiry is used to find items of expenditure against a project. From the Navigator window, open the Project form. You will find this under the Expenditure Inquiry sub-menu, which is under the Expenditure menu.

Select the Project Number or Project Name using the list of values. Click on the Find button. Click on the Totals button to add the columns. Use the export Function to export the expenditure to Excel..


Item Details for Purchase Orders Select the line you wish to look at and then click on Item Details from the Expenditure Items screen

Select AP Invoice from the Item Details screens and click OK. The Invoice Overview screen will be displayed.

You can find the Purchase Order number and the Payment Details on this screen.


SECTION 3 - Exporting to a Spreadsheet You can export the Journal or Project expenditure details into a spreadsheet. Click Export from the File menu. When prompted click on Save. I would advise that you save on the desktop, this can be changed in the Save In box. Change the filename to have a ‘.xls’ extension.

Click on the Open button. Make sure you click Yes on the following box.


APPENDIX 1 - Summary Report Breakdown Staff Costs Description: Academic + ...2000. ...2099. + ...2300. ...2499. - ...2008. ...2008. - ...2308. ...2308. - ...2408. ...2408. Description: Visiting Lecturers + ...2100. ...2199. - ...2108. ...2108. Description: Research + ...2200. ...2299. - ...2208. ...2208. Description: Administration + ...2500. ...2599. + ...2700. ...2799. + ...2900. ...3099. - ...2508. ...2508. - ...2708. ...2708. - ...2908. ...2908. - ...3008. ...3008. Description: Technician + ...2600. ...2699. + ...2800. ...2899. - ...2608. ...2608. - ...2808. ...2808. Description: Manual Staff + ...3100. ...3899. - ...3108. ...3108. - ...3208. ...3208. - ...3308. ...3308. - ...3408. ...3408. - ...3508. ...3508. - ...3608. ...3608. - ...3708. ...3708. - ...3808. ...3808. - ...3908. ...3908. Description: Recharges + ...2008. ...2008. + ...2108. ...2108. + ...2208. ...2208. + ...2308. ...2308. + ...2408. ...2408. + ...2508. ...2508. + ...2608. ...2608. + ...2708. ...2708. + ...2808. ...2808. + ...2908. ...2908. + ...3008. ...3008. + ...3108. ...3108. + ...3208. ...3208. + ...3308. ...3308. + ...3408. ...3408. + ...3508. ...3508. + ...3608. ...3608. + ...3708. ...3708. + ...3808. ...3808. + ...3908. ...3908. Description: Other Staff Costs + ...3950. ...3950. + ...3962. ...3962. + ...3974. ...3975.

Non Staffing Cost Description: Staff Development + ...3951. ...3960. + ...6601. ...6601. + ...6611. ...6611. + ...6621. ...6622. Description: Other Staff Related Costs + ...3961. ...3999. - ...3962. ...3962. - ...3974. ...3975. Description: Misc. Estate Costs + ...4000. ...5099. Description: Transport Costs + ...5100. ...6099. Description: Purch. of Equip, Furniture & Software + ...6100. ...6120. Description: Repairs & Mtce to Equip & Furn + ...6121. ...6139. Description: Hire of Equip & Other Facilities + ...6140. ...6199. Description: Consumables + ...6200. ...6299. - ...6211. ...6211. - ...6241. ...6260. - ...6261. ...6261. Description: Phone/fax/web/TV/etc + ...6300. ...6350. Description: Postage + ...6351. ...6399. Description: Finance Costs + ...6400. ...6405. Description: Consult/Occ Lect/Cont-Out/Other Serv. + ...6406. ...6494. Description: Student Related Costs + ...6495. ...6599. Description: Travel & Subsistence (excl course/conf) + ...6600. ...6620. - ...6601. ...6601. - ...6611. ...6611. Description: Misc Expenditure + ...6625. ...7099. + ...7200. ...8699. - ...6731. ...6731. Description: Advert Mkt & Publicity + ...7100. ...7199. Description: Hospitality + ...6261. ...6261. + ...6731. ...6731. Description: Reprographics/Printing + ...6241. ...6260. Description: Stationery + ...6211. ...6211. Description: INCOME + ...0000. ...1999.


APPENDIX 2 – Course Consideration Flowchart

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