A Summarized View of Your Subsidiary Ledger Account
Screen 19 summarizes account information by grouping types of revenues, expenditures, encumbrances and available balances together. It shows total account amounts, like total beginning budget and total available balance.
Screen 19 is accessed from the FA Inquiry Menu or any other screen by entering 019 in the screen field. Then, the cursor moves to account number. Enter your six-digit account number without the dash and press Enter.
Screen 19 now appears.
At the top right corner of the screen 19 is the account number and the year you are viewing. Under this, the screen lists the Resp Person, which is the same as account manager. Your name should appear here.
Beneath the account manager's name are flags. Only the Frz flag is important to account managers. If a 1 is listed beneath this flag, the account is frozen and cannot support any new activity.
The Department and Map Code listings are for use by the Controller's Office in preparing the Annual Financial Report.
NOTICE:
Before proceeding any further, you must understand that the numbers on screen 19 represent summaries, not individual listing, of transactions. Screen 23 lists individual transactions that comprise the summaries on screen 19.
Screen 19 uses six columns:
- Obj - Code numbers representing specific types of revenues, expenditures, or budget pools.
- Description - A short description of what the object code or subcode represents. An object code's description will never be different, and vice versa. Click here for a more complete description of what object codes and their descriptions represent.
- Budget - Should match the amount submitted by the account manager and approved during the budgetary process. These amounts represent original amounts budgeted for each type of transaction plus any approved revisions.
- Actual - This is the total of the actual individual transactions that fit into each category.
- Encumb - These amounts represent funds reserved for purchases that have yet to be received and paid for.
- Avail - This column lists the amounts available to be spent in each
category.
The bottom row lists the total for each column.
A message at the top left corner of the screen will tell you if there are more pages after the one shown on the screen. To move forward through these pages, press Enter.
Also, the last four numbers in the account number are the object code for the first line on the next page.
Contact Information
controller@sfasu.edu • office: (936) 468-2303• fax: (936) 468-2207