WinCAP Capital Fund Tracking Users Guide

Transcription

1 WinCAP Capital Fund Tracking Users Guide Copyright HAB INC June 2009 All Rights Reserved Revised August 2011

2 Main Menu Capital Fund Tracking This menu will allow for any setup related activities under the File option. The Capital funds menu item will take the user directly to the Capital fund Lookup screen. Reports will be provided in a variety of formats and types in either detail or summary format. Click on Capital Funds on the menu bar to bring up the following lookup screen. The Capital fund Lookup screen will use the standard lookup/display routine that allows users to display list(s) of capital funds HAB INC All rights reserved. Page 2 of 19

3 The top 1/3 of the screen allows you to enter parameters to search for the capital fund you want to work with. Notice the scroll bar beneath the fields; this allows you to enter data and search on many different fields. You may enter criteria and then click Build List, or just Build List to bring up all existing Capital Funds. Capital Fund Lookup Clicking on a particular Capital fund will enable the MODIFY button to allow the user to access detailed information regarding the capital fund. The ADD button will allow the user to set up a new capital fund HAB INC All rights reserved. Page 3 of 19

4 Capital Fund General Information Adding or modifying a capital fund will display the above screen with three tabs for maintaining general, budget and contract information regarding a capital fund. Add your basic information relating to the grant; when you save the Accounts button will become available to enter the account ranges (see next page) you will use to track the grant HAB INC All rights reserved. Page 4 of 19

5 The accounts to pull in need to follow along with your account structure (i.e. similar to statement formats in gl) and wildcards can be used HAB INC All rights reserved. Page 5 of 19

6 Capital Fund Budget Information The budgets will pull in automatically from general ledger as long as you have it posted to the years requested. The Budget Tracking tab will display all gl accounts that contain the gl prefix that is linked to this capital fund. In this case, since this capital fund is pointing to ??.?? then all accounts associated with it will be displayed. As each account number is retrieved, the system will total all of the encumbered amounts associated with the line item (posted to gl, unposted amounts from gl or ap and any open purchase order amounts) HAB INC All rights reserved. Page 6 of 19

7 There is a refresh button available to display fresh $ Invoiced from any links you re doing in A/P, PO, etc. without having to get out and look up the fund again. A check box is available to show only those accounts that have budgets and you can also send it off to excel using the blue E button HAB INC All rights reserved. Page 7 of 19

8 Double clicking on a row will bring up the screen below to show what makes up the total encumbered amount for that line item. By clicking on one of the buttons it will drill down to show you what makes up the balance The screen below shows JV s in General Ledger associated with this capital fund HAB INC All rights reserved. Page 8 of 19

9 The screen shot below shows invoices in AP that have been entered and are related to this Capital Fund. The screen shot below would show any PO s that have been entered but not invoiced in AP as yet HAB INC All rights reserved. Page 9 of 19

10 Capital Fund Contract Information The Contract tab will allow users to set up and maintain contracts specifically related to this capital fund. An endless number of contracts can be set up, including multiple contracts with a single vendor. In order to track the contract at least one task must be set up for each contract. As each contract is displayed, the total contract amount will be displayed as well as the total amounts expended this far and the remaining amounts. Click the ADD button to enter a new contract and the following window will appear: 2008 HAB INC All rights reserved. Page 10 of 19

11 For existing contracts simply click on Change Contract to view or modify, or right click to see a history of changes to that contract 2008 HAB INC All rights reserved. Page 11 of 19

12 Double-clicking on a contract will bring up the following window which shows you the total amount invoiced to date on this contract and breaks it down as to what has been interfaced to GL and what has not. Each one of these buttons, when clicked, will drill-down to the individual invoices making up the total HAB INC All rights reserved. Page 12 of 19

13 The following window shows invoices that have been entered, not been interfaced to GL HAB INC All rights reserved. Page 13 of 19

14 Entering Contract Tasks The Tasks tab allows you to associate different tasks with a vendor contract (i.e. to track separate phases of a contract) HAB INC All rights reserved. Page 14 of 19

15 Double click the task and the following screen will appear showing you the total invoiced amount and breaks it down to what has been interfaced to GL and what has not. You can click these two buttons to drill-down to individual invoices making up each total. Click the Invoice Links button to see all invoices linked to this task. B 2008 HAB INC All rights reserved. Page 15 of 19

16 Below is the screen for any invoices that have been interfaced to GL Invoices that have not been paid will appear in blue text. The second button will show you invoices that have NOT been interfaced to GL HAB INC All rights reserved. Page 16 of 19

17 Linking AP Invoices to Tasks In AP, when an invoice has been entered for a contract vendor you must click the Contract Link button on the invoice entry screen to track these costs in your Capital Fund. You must click the Contract Link button to track these costs in your Capital Fund Clicking this button will bring up all open invoices for that vendor. Select the invoice you would like to link to the task. In the section below it will show tasks related to that contact; click on the correct task and enter the dollar amount in the Link $ Now field. Once the amount is entered click the Link/Send to Inv button. You can only link invoices to tasks from within the Accounts Payable module HAB INC All rights reserved. Page 17 of 19

18 You may now go back into Capital Funds, go to the task for that particular fund and see all invoices link to that task HAB INC All rights reserved. Page 18 of 19

19 If you mistakenly link an invoice twice, you may unlink it in the Task window of the Capital Funds program. Simply click on the Task, click the Invoice Links button to bring up a list of all invoices linked to this task. Click on the invoice and then the Unlink Button to break the link. You must click the Unlink Button break the link between an invoice and a Capital Fund You must unlink invoices from tasks only within the Capital Fund module. Reporting The Reports Button on each tab will give you the same reports as the Reports Menu on the first screen when you access the Capital Funds module HAB INC All rights reserved. Page 19 of 19