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Expenditure Inquiry Actuals - Departmental View
Comptroller
GM Award Manager
GM Project Manager
GM Transaction Specialist
GM Viewer
The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.
Use this window to review a project's expenditure items. To see the amount and type of expenditure items charged to a project, the date an expenditure item occurred, accrued revenue, and other information. You can also drill down to Payables to view the Invoice Overview form, or to General Ledger to view T-accounts.
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:
2. Enter the project number, and your search criteria (optional).
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 found on the Resource tab..
Scroll to the right to see more information about the Expenditure Items.
4. If you want to view more detail for an individual expenditure, select [Item Details]. The Items Details window will be displayed. The Revenue Distribution Lines are not enabled.
5. Choose Cost Distribution Lines and 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.
6. Close the Cost Distribution Lines window to return to the Expenditure Items window.
8. Choose AP Invoice and Select [OK].
AP Invoice option is for supplier invoices and expense reports only.
9. Select [Supplier] to view supplier information.
10. Select [Sites] to view the supplier site(s).
Put your cursor in the Actual Payments region to activate the Payment Overview button.
13. Select [Payment Overview].
If the supplier site has changed since payment creation a Note box will appear.
14. Select [OK] (if the Note box appears).
Bank and Payments buttons are not available to departmental responsibilities.
15. Select [Invoice Overview] to return to invoice overview window.
16. Select [Invoice] to view the Invoices window.
17. Select [Distributions] to view the Distributions window.
Scroll across to view information.
19. Close Purchase Order Distributions.
22. Close Invoice Overview window and return to Project Expenditure Items window.
23. Select Tools and View Accounting from the Menu Bar.
View Expenditure Accounting window opens.
Scroll across to view information.
T Accounts window opens.
26. Select [Activity Summary].
Activity Summary window opens.
29. Close View Expenditure Accounting window.
30. Select [Totals] from the Project Expenditure Items window to calculate the totals for your expenditure line items.
Scroll to the right to see the totals.
31. Close Project Expenditure Items window.
Revision: 9
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