FISCAL BALANCE PROGRAM

1
FISCAL BALANCE PROGRAM

• DOWN LOADING TO AN EXCEL SPREADSHEET

2
Balance ProgramInquiry Menu

• I N Q U I R Y M E N U
  
• 
  
• BALANCE Inquiry of account balances
  by department
• CURRENT Inquiry of transactions in an
  open period
• PO Inquiry of open POs
• COMPROJ Combined Detail/Detail Hist by
  Project Code
• HISTORY Inquiry of history
  transactions by period
• EXPENSE Monthly expense reports menu
• REVENUE Monthly revenue reports menu

3
Fiscal Balance ProgramInquiry Menu

• Example 1
• History Report

4
History Menu

• INQUIRY OF HISTORY TRANSACTIONS BY PERIOD
• ENTERING /OUT AT ANY OF THE PROMPTS WILL RETURN
• YOU TO THE MAIN MENU
• Enter 2-position Fund Number ie..(P1 OR /ALL) p1
• Enter 4-digit Department Number ie..(6230 OR
  /ALL) 6200
• Enter 12-digit Acct. Num. ie..(P10062305010 OR
  /ALL) p10062006600
• YOU ARE ONLY ABLE TO RECEIVE INFORMATION
• ON THE CURRENT FISCAL YEAR
• Fiscal Period for July (020301), period for
  August (020302)
• Enter Fiscal Date ie..(020301 or /ALL) /all

5
History Menu

• Display on Screen, send to Printer or create a
  Text file ie.. (S, P or T)
• Choose T for Text file. These files will end
  in .txt

6
History Menu

• Display on Screen, send to Printer or create a
  Text file ie.. (S, P or T) T
• 11 records found and ordered
• 1 page written to USER_PCCVANDERHORN_AHISTORY.T
  XT
• Output written to HISTORY.TXT
• Enter Y to continue
• Output written to HISTORY.TXT
• Enter Y to continue Y

7
Desk Top Menu

• Click on START (bottom left icon)
• Click on Programs
• Click on EM320W
• Click on EMWFTP
• Logon with user name and password

8
Desk Top Menu

• Click on START (bottom left icon)
• Click on Programs
• Click on EM320W
• Click on EMWFTP
• Logon with user name and password

9
EM320W
10
EM320W

• Note there are two boxes. The box on the left is
  called the Local System. The box on the right is
  called the Remote System.
• Click on the file.
• Click ASQII - at the bottom
• Double Click .. found at the top of the Local
  System Box.
• Click the location you want to store the
  download. I use My documents.
• IMPORTANT REMEMBER WHERE YOU SAVED THE
  DOCUMENT.
• Click the arrow pointing left.
• Exit the program.

11
EXCEL

• Go into Excel
• You are looking for the file in the location you
  saved it. Our example is history.txt.

12
Desk Top Menu

• Example file is History.txt1
• Click on this file.

13
Text Import Wizard

• Click Fixed Width
• Click Next

14
Text Import Wizard

• Set your field widths.
• Your data is more important that headings. You
  can update them later.
• Click Next

15
Text Import Wizard

• Set data formats.
• Click on the column and click on the data format.
• You will want to reformat date and text columns.
• Click Finish.

16
Excel Spreadsheet - History

• Clean up spreadsheet.
• Delete unwanted information.
• Use as needed.
• Save As Rename as .xls file

17
Fiscal Balance ProgramInquiry Menu

• Example 2
• Balance Report

18
Inquiry Menu

• Note
• this file is written to Balance.txt

19
Text Import Wizard
20
Excel Spreadsheet - Balance
Save As Rename as .xls file
21
PROJECT CODES

• Overview
• Most useful when tracking a project that will be
  expensed to more than one line item.
• An example
• Opening ceremony for the Florida Campus
• Advertising, Outside Contractors, Printing Costs,
  Travel

22
PROJECT CODES

• Assign a project code coordinating with the
  purchasing/budget office.
• Put project code on purchase requisitions.
• Enter project codes in Elan system.
• Print out project codes from Fiscal Balance
  Program.