Inquiring on Available Funds

Distribution

Account Inquiry Users

Finance Apps Users

Related Procedures

Inquiring on Account Balances

Inquiring on Budget Balances

Inquiring on Encumbrance Balances

Overview of Encumbrances

Overview of Summary Accounts

Ownership

The Functional Lead is responsible for ensuring that this document is necessary and that it reflects actual practice.

Account Inquiry or Finance Apps
Inquiry > Funds
Funds Available Inquiry

1. Enter the current period in the Period field.

The easiest way to enter a date in Parnassus is to type the first four characters in the field (for example, 6/03) and tab. The system will fill in the rest of the date and you do not have to choose the correct month from a list.

2. Choose the Amount Type you wish to view.

The choices are:

Year To Date Extended - This is the default choice and will show you the balances from the start of the fiscal year, June, to the period selected in Task#1.

Project To Date - This will show the balances for a project from when the project began until the period selected in Task#1. This is the choice to be used when inquiring on project accounts.

Period To Date - This will show the balances for only the period selected in Task#1.

Quarter To Date Extended - This will show the balances from the beginning of the quarter that includes the period selected in Task#1.

3. Click in the Account field and the Find Accounts form appears.

4. Enter an account range you wish to view using the Low and High fields.

Entering a range of accounts allows you to narrow down which accounts you will be viewing. Since the viewing space does not provide room for viewing large lists of accounts, it is recommended to try to narrow the account list as much as you can.

If you wish to view only one account, enter the same value for both Low and High fields.

Generally Fund, Function and Division are the same for your department and it is not necessary to fill in those fields.

Click the OK button.

The accounts will display in the Account fields of the Funds Available Inquiry form.

5. Review the accounts and their balances.

The following is an explanation of the balance fields and what they represent:

Budget - Shows the amount of funds that were allocated to this account as of the period specified in the Period field.

Encumbrance - Shows the amount of funds that have been taken from available funds and are reserved for outstanding transactions that have not yet been paid, and have not yet affected the Actual balance.

Actual - Shows the amount of funds that have been removed from this account to pay for transactions.

Funds Available - Shows the current funds that are available in this account for use.

Obligation - Shows the amount of outstanding requisitions that have not been created into a purchase order.

Commitment - Shows the amount of outstanding purchase orders.

When a requisition is turned into a purchase order, the obligation encumbrance is reversed and the commitment encumbrance is created.

The total encumbrance on an account is equal to the obligation encumbrance + the commitment encumbrance.

NOTE: The Funds Available form is real time. If a requisition is entered, the encumbrance will be reflected immediately in this screen.

In the screenshot above, account 01.06.50.802.7335.000.00000 has $72175.00 budgeted, $10626.95 encumbered, $6155.57 actual expenses and $55392.48 available.

6. Choose Tools > Period Balances.

The Period Balances form will appear. This form will show you a month-by-month view of the activity for that account and total the balances at the bottom.

To see more detail on any of the numbers shown:

Select a period by clicking anywhere on the row.

Choose the detail type you wish to view from the Tools menu.

Choose Tools > Budget Lines to view Budget details

Choose Tools > Actual Lines to view Actual details

Choose Tools > Encumbrance Lines to view Encumbrance details

The Accounting Entries Detail screen will appear.

You can view even greater levels of detail by:

Select a transaction by clicking anywhere on the row.

Click the Drilldown button.

This will drilldown into the subledger and show detail on the particular transaction.

7. Close all forms except for the Funds Available Inquiry form.

The inquiry performed on the above screenshot shows that the account has $55392.48 available. However funds-checking is done at the summary account level and not the individual account level. This means that entering a transaction against this account for more than $55392.48 may go through because there may be funds in other accounts that will be used for the transaction. To see how much there is available to spend, you will need to do an inquiry on the summary account for the department/project.

Refer to Overview of Summary Accounts

8. Click the Flashlight icon on the menu bar to bring up the Find Accounts form.

9. Type in the summary account you wish to view.

When performing an inquiry on what is available in a summary account, you would use the summary account template "F1.T.T.D.NSOP.T.D, and replace the "D" values with a department and project value. For example, F1.T.T.802.NSOP.T.00000 is the summary account for non-salary operating expenses (NSOP) in department 802 and project 00000.

Click the OK button.

10. Choose Tools > Detail Accounts to view the detail account balances that comprise the summary account balance.

Alternatively, you may click the box to the left of the summary account you wish to view detail on.

The Detail Accounts screen will appear.

This screen shows the balances for each of the individual accounts that belong in the summary account.

Refer to Overview of Summary Accounts for more information on summary accounts and how they work.

End of activity.

Effective: 3/9/04

Revision: 2