Grants journals
Duration: 6 mins 38 secs
Description: | (No description) |
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Created: | 2021-01-18 14:30 |
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Collection: | Grants |
Publisher: | University of Cambridge |
Copyright: | Finance Training |
Language: | eng (English) |
Transcript:
OK, let's see how we enter a Grants Journal, so I'm just
going to share my screen and go back into CUFS.
So this is your navigator screen
and we need to go into
Expenditures and Enter Actuals.
And this takes you to this Expenditure batch [screen]. So for this
I'm actually going to go through practice 1, Grants
Journals - adding expenses to a grant.
Your accounts office has asked you to credit the Department chest
nonpay source of funds for the
cost of two boxes of test tubes
for Dr Pink.
The cost must be expensed to the
correct research project.
You need to credit the GL chest non payroll account and debit
the grant account. OK so you've got a naming convention for your
batch. So use your Department code - so it's PD for myself, your
initials, dates that you're actually entering the Journal,
And,
the Journal number. So for me, this is my second
Journal for today.
End date - I click on the three
dots. And click OK.
And it will default to Sunday's
date. The classes, you don't change - it's always Miscellaneous
Transactions. The description you can change - so it's more relevant. So
for me it's going to be two
boxes
of test tubes.
And then click [the] Expenditures button.
You click on Organization - the organization is your Department
code again, so it PD [for me]
And then you click down to the
expenditure items itself. So at
the moment to be on #8 [of Practice 1], enter Journal lines. So for me I'm
going to change that date to the
31st of August 20.
The project that is going to.
Task number tab for the RG
number you can just type R
and tab. It would come up with your RG number. Expenditure
type - just type in OT and[press] TAB. It would come up with
the expenditure types [for Other Costs].
So it's going to be consumables, as it says on your practice.
Click OK, and the amount is 50
pounds. I tab and then just type in the comments. Test
tubes for Dr Pink.
And you TAB.
It says enter the descriptive
flexfields information so the
cost centre will always be your department and then it's going to be
AA for myself.
Source of funds is your chest non payroll
If you TAB too much, it goes straight into
the transaction. There you go! And then the transaction
code refers to the tubes.
And if you type in the wrong
transaction case, it will tell
you have, and you just re type it.
Like so - click OK,
So you've got all the codes there and it gives you a description of what the
source of funds transaction
[and other] codes mean. You can ignore the Award number
because it relates to ROO
So click OK.
and [use] arrow up to get rid of that spare line.
You save,
you click on the X,
And you submit,
And release.
Just like that.
If you want to have a look,
at the journals that you've entered to make sure that they're been
submitted and released,
You've got a torch -
Click on the torch,
And if you know the beginning of your
batch - that's PD for me,
And the dates -
- and twenty and use the wild card, the percentage sign, and then click find.
You'll come up with the journals you've done in the day,
And you can actually go
in and make sure it's
been released or not.
But if you just looking for
Ones that have not been released,
You can click on "Unreleased" and
it comes out blank because I've got nothing there to
be Submitted and Released. OK? So that's practice one.
So if you could do practice 2,
which relates to crediting to the Grant.
So it's 1kg of dry ice which is charged to your grant in error - Dr Lemon
never ordered it. You have discovered that this was
actually used by the department's
lab. You need to credit your grant to the cost of £20 and
debit the department's chest non
payroll account. OK, so just go
through the steps. And
see how far you get.
And after you've done your
practice 2, if you could do
the virtual forms form quiz
four and five.
And that will complete your
journals. Thank you.
going to share my screen and go back into CUFS.
So this is your navigator screen
and we need to go into
Expenditures and Enter Actuals.
And this takes you to this Expenditure batch [screen]. So for this
I'm actually going to go through practice 1, Grants
Journals - adding expenses to a grant.
Your accounts office has asked you to credit the Department chest
nonpay source of funds for the
cost of two boxes of test tubes
for Dr Pink.
The cost must be expensed to the
correct research project.
You need to credit the GL chest non payroll account and debit
the grant account. OK so you've got a naming convention for your
batch. So use your Department code - so it's PD for myself, your
initials, dates that you're actually entering the Journal,
And,
the Journal number. So for me, this is my second
Journal for today.
End date - I click on the three
dots. And click OK.
And it will default to Sunday's
date. The classes, you don't change - it's always Miscellaneous
Transactions. The description you can change - so it's more relevant. So
for me it's going to be two
boxes
of test tubes.
And then click [the] Expenditures button.
You click on Organization - the organization is your Department
code again, so it PD [for me]
And then you click down to the
expenditure items itself. So at
the moment to be on #8 [of Practice 1], enter Journal lines. So for me I'm
going to change that date to the
31st of August 20.
The project that is going to.
Task number tab for the RG
number you can just type R
and tab. It would come up with your RG number. Expenditure
type - just type in OT and[press] TAB. It would come up with
the expenditure types [for Other Costs].
So it's going to be consumables, as it says on your practice.
Click OK, and the amount is 50
pounds. I tab and then just type in the comments. Test
tubes for Dr Pink.
And you TAB.
It says enter the descriptive
flexfields information so the
cost centre will always be your department and then it's going to be
AA for myself.
Source of funds is your chest non payroll
If you TAB too much, it goes straight into
the transaction. There you go! And then the transaction
code refers to the tubes.
And if you type in the wrong
transaction case, it will tell
you have, and you just re type it.
Like so - click OK,
So you've got all the codes there and it gives you a description of what the
source of funds transaction
[and other] codes mean. You can ignore the Award number
because it relates to ROO
So click OK.
and [use] arrow up to get rid of that spare line.
You save,
you click on the X,
And you submit,
And release.
Just like that.
If you want to have a look,
at the journals that you've entered to make sure that they're been
submitted and released,
You've got a torch -
Click on the torch,
And if you know the beginning of your
batch - that's PD for me,
And the dates -
- and twenty and use the wild card, the percentage sign, and then click find.
You'll come up with the journals you've done in the day,
And you can actually go
in and make sure it's
been released or not.
But if you just looking for
Ones that have not been released,
You can click on "Unreleased" and
it comes out blank because I've got nothing there to
be Submitted and Released. OK? So that's practice one.
So if you could do practice 2,
which relates to crediting to the Grant.
So it's 1kg of dry ice which is charged to your grant in error - Dr Lemon
never ordered it. You have discovered that this was
actually used by the department's
lab. You need to credit your grant to the cost of £20 and
debit the department's chest non
payroll account. OK, so just go
through the steps. And
see how far you get.
And after you've done your
practice 2, if you could do
the virtual forms form quiz
four and five.
And that will complete your
journals. Thank you.
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