Access to GLez

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GLez

a general ledger on‐line look‐up tool. Glez is intended to provide easy access to financial information by offering a single source for all account information.

GLez allows authorized users to access financial account information including opening balance, revenues/expenses, year –to‐date, and prior year information.

GLez provides the tools to review the balance remaining on a University budget account, view budget to actual expenditures on a month to date and year to date basis.

Features

o Front Page Tabs‐ Funds organized by fund type which are custom formatted for different

types of accounts

o Sorting by column‐ click on the column header and you can sort in ascending or descending order any of the columns

o Month View ‐ columnar view of all fund type activity month‐to‐month within the save fiscal

year

o Download – data directly into Microsoft Excel spreadsheet and then edit or analyze the data according to your reporting needs

o Invoice “drilldown”– click the view hyperlink on the Transaction Detail Report and

view the invoice image

New User

GLez/buyND Access Request Form– To request access to GLez a form needs to be submitted and department approval required.

Two events will occur: your netID will be added to the access list and a user profile will be created with a definition of accounts you are authorized to review. An email notification will be sent with login instructions when the set up is completed.

Who should have access? If you have budget management responsibilities, administrator of a restricted fund, or the recipient of grant (award) money awarded to the University by an external source in support of research, instruction, training or service, GLez makes it easy to view financial information with the on‐line look‐up tool.

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Access to GLez

GLez is accessed from InsideND , in the search bar enter GLez. Click on the GLez tile to open.

Front Page Account Dashboard – The dashboard presentation contains all funds you have access to review. If you have multiple fund tabs, to access a fund page click on the fund tab. It provides you with the summary of fund activity which includes, budget, opening fund balance, year‐to‐date activity, revenue, and remaining balance. For restricted funds, the administrator of the account, the RSPA accountant, start date, and end date will display.

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Fiscal Year – annual period beginning July 1 and ending June 30 that denotes the period over which the University budgets for, accounts for and reports on its financial activity

Month ‐ the term for a monthly accounting period within a fiscal Year

Notice the funds are displayed and grouped by fund type:

Unrestricted (10xxxx)‐Expendable resources for the purpose of performing the primary function of the institution. These funds are typically budgeted on a yearly basis.

Auxiliary Funds (11xxxx­19xxxx) – Subsidiary functions of the University that budget to a net income or loss on an annual basis.

Grants and Contracts (2xxxxx) – Includes federal, state, and privately funded research, public service and other initiatives. Also includes certain government funded student aid programs such as Pell and ROTC scholarships.

Budget Restricted Funds (3xxxxx) – Includes both donor restricted funds in addition to funds established at the University’s discretion from unrestricted sources. Funds must be spent in accordance with any restriction but are not separately budgeted by account code. Spending must be in accordance with the Discretionary funds policy.

Non­Budgeted Restricted Funds (3xxxxx) – Includes both donor restricted funds in addition to funds established at the University’s discretion from unrestricted sources. Funds must be spent in accordance with any restriction but are not separately budgeted by account code. Spending must be in accordance with the Discretionary funds policy.

Agency Funds (8xxxxx) – Resources held by an institution as a custodian or fiscal agent for others, such as student organizations, individual students, faculty organizations, or individual faculty members.

Tabs across top of page identify Fund Types

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Plant Funds (9xxxxx) – Funds for building renewals and replacements – consists of funds to track both funding and project costs related to the construction and maintenance of property, plant, and equipment.

Donor Restrictions Detail – is excerpted from donor correspondence and other documentation.

Account Balance Report (Unrestricted Fund Example)

This report is a year‐to‐date summary which contains the annual budget amount, monthly accumulated activity, year‐to‐ date activity, outstanding encumbrances, remaining unencumbered and unspent budget dollars.

Account Code ‐ Report data is grouped by account code and sub‐totaled by account type.

5xxxx –Revenue

6xxxx – Labor

7xxxx – Non‐Labor

8xxxx – Transfers

Title – Description of account code

Budget – Accounted budget plus or minus and budget adjustments

Current Month – Totals by account for current month

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Year to Date­Totals by account for fiscal year

Encumbrances‐ Shows a commitment of resources that will be expensed at a later date. These amounts have not been formally charged as expenses. They are firm commitments and are subtracted from the budget to arrive at the remaining balance. Salary and benefits or the issuance of a purchase order to a vendor for the procurement of specific goods or services.

Remaining Balance­ Is the net of the commitments minus budget.

%‐ Percent of budget remaining balance

View by Month – Click on this link to view month‐ to‐month comparison of account activity

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Transaction Detail – This is the Account Detail level of the summary report. The account totals are displayed and the underlined links provide access to the Transaction Detail level.

To “drill down” to the Transaction Detail level, click on an underlined link (dollar amount) corresponding to a specific transaction type (Actual YTD, Current Month, Total Expenses, Encumbrances).

Ex: July through March account activity display

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Transaction Detail Report

This “drill down” example illustrates an expense reimbursement. The Document Code “I0000484” has an underlined link corresponding to the payment made to the individual.

Transaction Date – The date the transaction was posted.

Document Code –reference code identifying the type of document. The document code includes a one or two character alpha prefix with number. The alpha prefix helps to identify the document source. See Appendix A. for complete listing of document prefix codes.

Image – Invoice documents beginning with Document code “I” will have a active hyperlink “view” to indicate an invoice image is available for viewing. Currently, expense reports, check requisitions, non‐employee payment for services form.

Vendor/Transaction Description‐ Vendor name or short description of the transaction. Amount‐ Dollar amount of the transaction. PO‐ Purchase Order number Desc‐Commodity description of purchase order Inv_Code‐Vendor Invoice Number Activity‐ Banner code can be used to identify recurring campus events Location‐Banner code used to identify capital equipment physical places/sites Doc Ref Number‐Additional information may include ProCard holder name, Facilities Requisition work order number, etc

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View Document Detail

To “drill down” to the Document Detail with Related Document View level, click on the underlined Document Code link to view details for a specific transaction.

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Document Level Detail

The Select Document box displays the Document Code, Transaction Date, and Description (Vendor/Transaction). The Select Document box also displays Document Type. Common Document Types are Purchase Order, Invoice, Check Disbursement, and Journal Voucher document.

Invoice documents include vendor invoices paid against purchase orders, travel and expense reports, and check requisitions.

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The Accounting Information box displays the FOAPAL, Amount, Rule Class Code. There may be multiple FOAPALs associated with a transaction.

Related Documents box displays the Transaction Date, Document Type, Document Code, and Status Indicator.

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To View Invoice Image

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Encumbrance Detail Report

To “drill down” on encumbrance detail, click on the underlined encumbrance amount. Account‐Transaction date, Encumbrance Number‐reference number identifying the type of , Description, Vendor ID‐vendor name or short description of the encumbrance transaction, Amount.

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Manage GLez View

This feature allows you to view the Funds of specified individuals within your Organization. Enter that person's netID and click "Submit." To return to your own view, simply enter your netID and click "Submit." Notes:

• Access to detailed Payroll information is based on your access settings and not the individual netID you enter. Thus, if you have access to detailed Payroll information, you will see it in the Manage View drilldowns regardless of the access rights for the individual whose netID is selected.

• You will only be able to view Funds for which you share common access with the specified individual. If you share common access only to a portion of the selected individuals Funds, a summary count of viewable funds is presented.

• netIDs can be found via the Eudora or Outlook e‐mail directory.

Enter netID

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Dashboard of User’s View

GLez Single Fund View (Must have Master Fund/Master Access)

Enter a single fund assigned to user. Provides a narrower version instead of the full listing of user accounts.

Enter Single Fund

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Encumbrances­ A process has been developed to show estimated encumbrances associated with benefits. Benefits are a significant component of the employee costs associated with a given award and need to be factored in when making decisions regarding resource allocations. By encumbering benefits, the total cost (both salary and benefits) of a given employee is shown as a commitment of grant funds. This is expected to aid researchers in avoiding over‐spending situations that may rise from unexpected benefit changes.

Benefit encumbrances for grants and contracts are based upon the actual benefit changes associated with a given employee from the most recent payroll.

Vendor Query

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Search by primary criteria or narrow the search by entering secondary criteria. The % can be used for a wildcard search.

Note: You may search on any three or more consecutive letters in the vendor name. Fro example, “fis” will pull up Fisher Scientific and Bonefish Grill, among other entries.

In general, the listing of vendors should be relatively short if you have sufficiently limited your query. You may need to click on the different vendor names until you find the one in which you’re interested.

Vendor Pay Query Results

Vendor – name of vendor Invoice Date – date of invoice FOAPAL Distribution – Fund, Org, Account, Activity, Location Amount – Invoice amount Invoice # ‐ Vendor invoice number PO # ‐ Purchase Order number Payment Status – Payment method Description – Additional invoice detail

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APPENDIX

A. Document Prefix Codes

Doc Prefix Description Type of Trans AP Miscellaneous Electronic Invoices INV AT Athletics Medical Invoices INV BK Follett Bookstore Journal Voucher JV CD Cash Deposit‐electronic JV CT CRT Transaction Upload JV DB Benefactor Event Activity Trans JV DP Office Depot Invoice Feed INV DV Development Daily Gift Load JV EP Express Press INV EI Electronic Invoice INV F Student Accounts or Payroll Upload JV

FA RSPA F&A Encumbrance processing ENC FC Facilities Operations Journal Vouch JV FE Facility Operations Encum Load ECN FI Facility Operations Invoice Load INV FK FedEx Kinko's Invoice Load INV FN Foreign Programs JV JV FP Food Services Electronic Invoices INV FS NDFS Electronic Journal Vouchers JV FX Correcting JV JV FY Fiscal Year End Auto Journals JV GR Transportation Services Load JV H Cash Receipts Batch JV

HS Health Services JV JV I Vendor Invoice INV

JV Electronic Journal Voucher JV LD St. Michael's Laundry JV LL Law Library Electronic Invoices INV

MC Miscellaneous JV ‐ Credit Card Load JV MD Mail Distribution Journal Voucher JV MI Morris Inn Invoice Feed INV MJ Miscellaneous JV Template JV PC Pro Card Charges JV PF Performing Arts Center JV JV PS Payment Services Misc JV JV PY Payroll Charges JV SA Student Account Refunds INV SH Shipping JV TC Telecommunications JV File JV TK Financial Toolkit – Payment‐Bus/Individual INV TV Anthony Travel Charges INV

TW Treasury Workstation JV UL University Library Electronic Invoice INV