Expenditure Inquiry - Reviewing Actuals

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Distribution

Comptroller

GM Administrator

GM Billing Specialist

GM Setup Specialist

GM OSP Setup Specialist

Related Procedures

Reviewing Expenditures Via Expenditure Inquiry

Ownership

The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

When searching for Project Expenditure Items, you must provide a Project Number & Project Name. These fields can be populated using the LOV. If you have more information on the specific expenditure you could populate any of the available fields within the Find Project Expenditure Items window and limit your search to those criteria. When you review expenditure items, you can see the amount and type of expenditure items charged to a project, the date an expenditure item occurred, and other information about the project's expenditure items.

1. Open the Find Project Expenditure Items window.

Grants Accounting
N ® Expenditures ® Expenditure Inquiry ® Actuals
Find Project Expenditure Items

The buttons on the Find Expenditure Items window and their functions are:

The [Find] button displays the Project Expenditures Items window, displaying the specific details you request. Additionally, you can drill down to the specific details for each item using the Item Details button.
The [Clear] button clears the form, enabling you to start over.
The [Mass Adjust] button is available for Central use only.

2. Enter Project number.

3. Tab.

4. Enter Task number.

5. Enter Award number.

The search criteria can be any combination of fields on the Find Project Expenditure Items window, after the Project number or Project name has been entered.

For example, if you want to view an expenditure item incurred by a specific employee, enter the employee’s name in the Employee Name field.

6. Select [Find].

The project expenditures are displayed.

Scroll to the right to see more information about the Expenditure Items.

7. Select an individual expenditure line to view more detail

8. Select [Item Details].

The Items Details window will be displayed. The Revenue Distribution Lines are not enabled.

9. Select AP Invoice.

10. Select [OK].

AP Invoice brings up the Invoice Overview when the expenditure item is form the AP application.

11. Close the Invoice Overview window.

12. Select Item Details.

13. Select [OK]

Cost Distribution Lines brings up the GL debit and credit Chart Of Account entries posted to GL for this transaction. It also gives you the PA & GL processing dates, periods and transfer status.

Note: Expenditure Transactions that have not been burdened, i.e. indirect costs have not been applied, will not have item details. When you select [Item Details] the window will be blank. This includes Expenditure Batches that are in the status of Working or Submitted as well as Expenditure Batches that have a status of Released but have not yet transferred to General Ledger.

14. Close the Cost Distribution Lines window.

15. Select [Totals] from the Project Expenditure Items window.

To view calculated totals for your expenditure line items scroll to the right.

Effective: 06/08/09

Revision: 6 dhw

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