Chart of Account (COA) Maximums

Transcription

1 Chart of Account (COA) Maximums Table of Contents CHART OF ACCOUNT (COA) MAXIMUMS...1 INTRODUCTION AND OVERVIEW...2 STEP BY STEP NAVIGATION...4 COUNTY PREFERENCES SET -UP... 4 Creating Yearly Settings...4 Creating New COA Group Maximums...5 Create New COA Maximum...6 EDITING MAXIMUMS... 7 Editing COA Group Maximums...7 Editing COA Maximums...8 ADD AN EXISTING COA MAXIMUM TO A MAXIMUMS GROUP... 9 COPYING MAXIMUMS COA MAXIMUMS AND COA GROUP MAXIMUMS REPORTS COMPLETE NAVIGATION...12 SECURITY Functions...12 County Preferences Set-up...12 COA GROUP MAXIMUM SEARCHES CREATING NEW MAXIMUMS Create COA Group Maximums...14 CREATE COA MAXIMUMS Editing a COA Group Maximum...19 Editing a COA Code Maximum...20 ADD AN EXISTING COA MAXIMUM TO A MAXIMUMS GROUP COPY MAXIMUMS Copy Maximums Error Report...24 REPORTS...25 COA MAXIMUM REPORT FROM GENERAL REPORTS COA GROUP MAXIMUMS AND COA MAXIMUMS REPORT FROM E-GRIDS COA MAXIMUMS ERROR MESSAGES...27 ADD COA GROUP MAXIMUM WARNING/ERROR MESSAGES ADD COA CODE MAXIMUM WARNING/ERROR MESSAGES EDIT COA GROUP MAXIMUM WARNING/ERROR MESSAGES EDIT COA CODE MAXIMUM WARNING/ERROR MESSAGES COPY YEARLY MAXIMUMS WARNING/ERROR MESSAGES EXCEEDING COA MAXIMUM ERROR LEVEL FIELD DESCRIPTION TABLES...30 COA MAXIMUMS COA GROUP MAXIMUMS COPY MAXIMUMS COA TERMINOLOGY & DEFINITIONS...33 CHART OF ACCOUNTS CODE CHART OF ACCOUNTS GROUPS REFERENCES...34 Training Module: COA Maximums Page 1 of 34

2 Introduction and Overview This module defines the functionality to set up Chart of Accounts (COA) Maximums for COA codes and groups of COA codes which can be used by counties to monitor and report spending and encumbering for tracking expenditures and budgeting purposes. COA Maximums permit counties to set up and maintain a Chart of Accounts code maximum and a group of maximums for budgeting and tracking expenditures. This functionality supports budgeting and tracking expenditures by allowing counties to limit expenditures based on the maximums set, to optionally encumber funds and to copy a group of maximums from one year to another. Chart of Accounts Maximums provide a method to limit expenditures and encumbrances on a COA prior to providing services. Flexibility is available for counties to address the individual county s needs by optional settings found in Security Admin, County Preferences. The optional settings available are listed below. (The first two optional settings affect how all COA maximums are handled.) Counties may choose to have the system display a warning or error message to the user when the maximum is about to be exceeded. Counties may decide to encumber funds to maximums or only track expended amounts. Counties may decide to define a maximum for all, some, or none of the COAs. Counties may also define maximums for a group of COA codes and can assign a maximum for individual COA codes in the group. Encumbering or Non-Encumbering Counties may choose to encumber funds by setting the encumbering option in County Preferences. The decision to encumber or not to encumber is made for each calendar year. After setting the encumbering flag, counties then set up their COA Maximums. If a county chooses to encumber funds, as Service Arrangements are created the maximum amounts are updated and warning or error messages display if a maximum is exceeded. If a county chooses not to encumber funds, expenditures can be tracked after payments are made. Requiring Maximums on COAs Counties can require maximums on all COAs or individual COAs as desired. In County Preferences the option to require maximums on one COA code or all COAs can be set, or set to require maximums on the individual COA Detail screen. If a Training Module: COA Maximums Page 2 of 34

3 maximum is required for a COA, a maximum must be entered before a Service Arrangement is created or Payment Request is made using that COA. Note: Requiring a maximum on an individual COA can be changed at any time and is not tied to a fiscal year. Changing a COA that does not require a maximum to one that does require a maximum may result in an error message while creating new Service Arrangements or when creating Payment Requests when no maximum existed for the COA. If the setting in County Preferences indicates that exceeding a maximum is an error, the system does not allow the transaction to be saved. In this case the user must change the maximum or amount of the transaction before saving. Security The ability to create, edit, and delete COA Maximums and COA Group Maximums requires that the function of Create COA Maximums be added to the user s role in SSIS Admin. The ability to view and report on maximums is available to all users with access to the SSIS Fiscal and SSIS Worker applications. Impact of COA Maximums on Service Arrangements and Payments COA Maximums affect Service Arrangements and Payments. Both of these functions use the settings of COA Maximums to provide users errors or warnings when maximums are exceeded and updates the encumbered, encumbered not spent, expended and available maximum amounts. Additionally, when setting up Service Arrangements, the Service Arrangement start dates and end dates must fall within the COA Maximum s start and end date. Training Module: COA Maximums Page 3 of 34

4 Step by Step Navigation County Preferences Set-up County Preferences Yearly Settings Tab Creating Yearly Settings 1. Log onto SSIS Admin. 2. Click on Tools>County Preferences. 3. Select the Yearly Settings tab. 4. Access the Action menu and select New Yearly Settings. 5. Enter and select the desired settings and then save. These settings must be established prior to any use of a COA Code Maximum or COA Group Maximum. Training Module: COA Maximums Page 4 of 34

5 Creation of New Maximums Creating New COA Group Maximums COA Maximum Search Screen COA Group Maximum Search Tab 1. Open the COA Maximum Search screen from the Task Panel or from the Searches/Logs menu. 2. Access the Action menu and select New COA Group Maximum or use the Ctrl- A-N shortcut keys. 3. Enter a description, the appropriate dates and the amount maximum. Enter Comments, if desired. 4. Save the entry. Training Module: COA Maximums Page 5 of 34

6 Create New COA Maximum COA Maximum Search Screen COA Group Maximum Search Tab 1. Open the COA Maximum Search screen from the Task Panel or from the Searches/Logs menu. 2. Conduct a search for the COA Maximum Group for which the COA Maximum is being created and double-click the record in the grid results. 3. Click to select the COA Code Maximum detail panel box. 4. Access the Action menu and select New Code Maximum or use the Ctrl-A-E shortcut keys. 5. Enter desired COA information or search for existing COA. Enter dates and maximum amount and save. Training Module: COA Maximums Page 6 of 34

7 Editing Maximums Editing COA Group Maximums COA Maximum Search Screen Group Maximum Tab Detail Panel 1. Conduct a search for the group maximum being edited. 2. Click into the COA group maximum detail panel box. 3. Edit the information as desired and save the changes. Training Module: COA Maximums Page 7 of 34

8 Editing COA Maximums COA Code Maximum Detail Panel 1. Conduct a search for the group maximum to which the COA maximum is attached. 2. Click into the COA maximum detail panel box and double-click on the COA maximum that is being edited. 3. Edit the information as desired and save the changes. Training Module: COA Maximums Page 8 of 34

9 Add an Existing COA Maximum to a Maximums Group COA Maximum Search Screen 1. At the COA Maximum screen, conduct a search for the maximums group to which the code is being added. 2. Click into the COA Code Maximum box of the detail panel. 3. Access the Action menu and select Add Existing COA Code Maximum. 4. Conduct a search for the existing code. 5. Select the desired code in the results grid and click Select. 6. On the main COA Maximum Search screen, save the entry. Training Module: COA Maximums Page 9 of 34

10 Copying Maximums COA Maximum Search Screen Copy Budgets Screen 1. At the COA Maximum screen, conduct a search for the maximums group that is being copied. 2. Click into the group maximum box of the detail panel. 3. Access the Action menu and select Copy Budgets. 4. Enter the year, select to copy or not copy the amounts and click Copy budget. 5. When the copy is finished click OK. Training Module: COA Maximums Page 10 of 34

11 COA Maximums and COA Group Maximums Reports COA Group Maximum Search Screen 1. Conduct a search for the group maximum to be printed, or alternately, click Search without entering any filter criteria to print a listing of all maximum groups. 2. Access the Action menu from a right-click within the results grid or on the tree style being used and select Print Grid. Hint: If Print Grid is selected without entering search criteria, the first print preview displays the detail of the group maximum selected in the grid results. Close the first print preview to display the print preview of all group maximums. Training Module: COA Maximums Page 11 of 34

12 Complete Navigation Security Functions To create, edit or delete a COA Group Maximum or a COA Maximum, the user must have the security function of Create COA Maximums in his or her role. County Preferences Set-up Prior to creating the first COA Maximum, each county must set its initial yearly settings. In subsequent years the values default from the previous year but can be edited, if needed. All fields on the Yearly Settings tab are editable until a Yearly Setting is used. COA Group Maximum Searches Searches for COA Group Maximums can be conducted on two tabs. Searching by either tab finds the desired group maximum, if entered. The difference between the two tabs is the information displayed in the search results grid. Conducting a search using the COA Group Maximum tab displays details for the COA group maximum. Conducting a search using the COA Maximum Detail tab displays details for the COA group maximum and its associated code maximums. COA Maximum Search Screen COA Group Maximum Tab COA Maximum Detail Tab Training Module: COA Maximums Page 12 of 34

13 The search filters available on the COA Group Maximum search tab and the COA Maximum Detail tab are the same. The filters are: Description searches for text entered to describe the COA group maximum. Searches using this field can produce results in a starts with format; e.g. the first word or first characters of the first word in the Description field return results matching all descriptions with those words or characters. Date range search using this filter for a specific time frame. From and To these fields are enabled for selection of specific dates when Custom is selected in the Date range field. A search returns the following results columns in the grid: The Group Maximum Description Group Maximum amount Group Maximum Available amount Total Encumbered Encumbered Not Spent Start Date End Date Comments. Selecting rows in the Search Grid displays the corresponding COA Group Maximum Detail screen. The Group Maximum Detail screen displays a grid of attached COA Code Maximums. Double-clicking on a COA Code Maximum row changes the display to the COA Code Maximum Detail screen. Hint: If a search is conducted for the same group maximum on both tabs, after the results are returned, the user is able to toggle back and forth between the tabs to see and compare the differences in the results found. Training Module: COA Maximums Page 13 of 34

14 Creating New Maximums Create COA Group Maximums COA Group Maximum Detail Panel The fields on a COA group maximum detail panel are: Description a free text field used to title the group maximum being created. Start date the beginning date of the group maximum being created. End date the final date of the group maximum being created. This date must be within the same calendar year as the Start date. Group maximums cannot cross a calendar year. Comments an optional free text field. Amounts o Maximum the dollar limit for the group maximum. The total of all COA maximums associated with this group maximum must fall within this limit. o Available displays the dollar amount still available in this group. This is a display only field. o Expended displays the dollar amount that has been paid. This is a display only field. Training Module: COA Maximums Page 14 of 34

15 o Total encumbered displays the amount of funds reserved by service arrangements and expended amounts on non-service arrangement payments that use the COA maximums attached to this group maximum. This is a display only field. o Encumbered not spent displays the reserved amount that has not yet been spent. This is a display only field. Hints: When a new COA Maximum or COA Group Maximum screen opens the calculated amount fields of Total Encumbered, Encumbered Not Spent, Available and Expended are disabled. When adding a new COA Group Maximum the user must enter a Description, Start and End dates, and Maximum Amount to save the record. Optionally, the user may enter comments. The COA Group Maximum automatically saves once an amount is entered. Action Menu What Action menu displays for either COA Group Maximums or COA Code Maximums is focus dependant. The focus must be on the correct portion of the detail panel to view the correct, applicable menu options. Changing the focus is accomplished by clicking into that portion of the screen, e.g., the COA group maximum or the Code maximums portion of the screen. When you click into a portion of the detail panel to change the focus, that portion of the detail panel becomes outlined and the title bar changes color. Action Menu Training Module: COA Maximums Page 15 of 34

16 The Action menu items available when the focus is on COA Group Maximum of the COA Maximum Search screen are: New COA Group Maximum displays a blank group maximum for entry. Open in New Window opens the selected group maximum in a separate window. Use of this menu items permits the user to easily toggle back and forth between two or more group maximums. Print Grid prints the grid results matching the search filter criteria. Save permits the save of a group maximum. This menu item is disabled after a group maximum has been saved. Cancel permits the cancellation of a group maximum before it is saved. Delete permits the deletion of a saved group maximum. Training Module: COA Maximums Page 16 of 34

17 Create COA Maximums COA Code Maximum Detail Panel The fields on a COA Code Maximum detail panel are: Chart of Accounts Code elements fields for entering the COA code to be associated with this code maximum. Entry of the code in these fields can be done by typing into the field or by conducting a search for an exisiting COA code by clicking the COA Code Search button at the end of the COA field. The description of the COA element displays once the code is entered/selected. Start date the first date the COA code maximum being created can be used. End date the last date the COA code maximum being created can be used. Group Maximum displays the group maximum associated with the COA maximum. Entry into this field can only be Hints: When creating a new COA Code Maximum the user must enter Start and End dates, Chart of Accounts Code, and Group Maximum to save the entry. Optionally, the user may enter any comments and an amount. Creating a new COA Code Maximum automatically creates a COA Group Maximum upon saving. The new code maximum defaults as the description for the associated group maximum. The user can add COA Code Maximums to a group or move Code Maximums from one Group Maximum to another group. COA Maximums can only be a part of one Group Maximum. Training Module: COA Maximums Page 17 of 34

18 The Start and End dates of the Code Maximum and the Group Maximum must be within the same fiscal year. When adding a Code Maximum from the Chart of Account Screen the user must attach the Code Maximum to a Group Maximum before saving. When the selection in County Preferences is Yes on the Require COA maximums field, this overrides the user s choice to require a maximum on any new COA code entry. Action Menu The Action menu items available when the focus is on the COA Code Maximums portion of the COA Maximum Search screen are: New COA Group Maximum displays a blank group maximum for entry. Open in New Window opens the selected group maximum in a separate window. Using this menu item permits the user to easily toggle back and forth between two or more group maximums. Print Grid prints the grid results matching the search filter criteria. Add Existing COA Code Maximum permits the addition of code maximums to the selected group maximum. Save permits saving a group maximum. This menu item is disabled after a group maximum has been saved. Cancel permits canceling a group maximum before it is saved. Delete permits deleting a saved group maximum. Training Module: COA Maximums Page 18 of 34

19 Editing COA Maximums Editing a COA Group Maximum COA Group Maximum Detail Panel Hints: In edit mode, the COA Group Maximum displays all fields as editable with the exception of the calculated fields that include: amounts Available, Expended, Total encumbered, and Encumbered but not spent. If any warning /error messages apply to edits made, these display upon save. A COA Code Maximum can be added and removed from the COA Group Maximum, and the COA Group Maximum can be deleted. Training Module: COA Maximums Page 19 of 34

20 Editing a COA Code Maximum COA Code Maximum Detail Panel Hints: A user can edit the Maximum amount, the Comments field, the Start date, the End date and the associated Group maximum. The dates must be within the date range of the Chart of Accounts Code and must not overlap the date range of another COA Maximum with the same Chart of Account Code. Available, Expended, Total encumbered and Encumbered not spent are calculated fields and are not editable. These fields are calculated based on Payment Requests and Service Arrangements using the same Chart of Accounts Code. Training Module: COA Maximums Page 20 of 34

21 Add an Existing COA Maximum to a Maximums Group COA Maximum Search After selecting the desired group maximum on the search screen, adding a COA Maximum to a COA Group Maximum is accomplished by two methods: conducting a search for an existing code maximum this method can only be used when a COA has already been associated with a group or code maximum. creating a new code maximum this method should only be used when a COA code has never been added to a group or maximum. Adding a new code maximum can only be done from the full detail panel, this menu item is not available from the Action menu on the search screen. Hints: When adding an existing code maximum is the method chosen, the user conducts a search for the desired maximum. If that maximum is currently Training Module: COA Maximums Page 21 of 34

22 associated with a group a confirmation message displays to confirm the request of moving the maximum from one group to another group. A user cannot add an existing code maximum to a group whose amount, when combined with the other code maximums already in the group, would exceed the group s maximum amount. An error message displays. Training Module: COA Maximums Page 22 of 34

23 Copy Maximums COA Group Maximum Search Screen Copy Budgets Screen Training Module: COA Maximums Page 23 of 34

24 The user can copy maximums form one year to another by duplicating all COA Group Maximums and attached Code Maximums to the new year. The user enters what year s maximums to copy and for what year they want the copy to be applied. The user also determines if the maximum amounts should be copied or zeroed out. The Copy Maximum screen has a progress bar that displays the percent completed in the copy process. A label also displays the COA Group Maximum that is currently being copied. The Copy Maximums screen is available on the Action menu only when the focus is on the COA Group Maximum portion of the detail panel. Hints: Copying maximums copies all group maximums with their associated code maximums. If any of the group maximums do not have associated code maximums, that group is not copied. If during the copying process an error occurs, the View Error Report button becomes enabled. Copy Maximums Error Report After the copying budget process runs, an error report can be generated by clicking on the View Error Report button on the Copy Budgets screen. The Copy Maximums Error Report that displays in a print preview. Copy Maximums Error Report Training Module: COA Maximums Page 24 of 34

25 Reports Both COA Code Maximums and COA Group Maximums reports can be printed. The user has the choice of printing a report from General Reports or alternately using the Enhanced Grids (E-Grids) functionality from within the search results grid. COA Maximum Report from General Reports General Reports COA Maximums Setup Screen The report setup filters on the COA Maximums report are: Description displays a report for all COA maximums and group maximums using a particular description Date range search using this filter for a specific time frame. From and To these fields are enabled for selection of specific dates when Custom is selected in the Date range field. The COA Maximums report can be filtered further by the following options: Display Details allows the user to include or exclude the detail items of a COA maximum or group maximum. Display Comments allows the user to include or exclude any comments added to COA maximum or group maximum. Training Module: COA Maximums Page 25 of 34

26 Display Description allows the user to include or exclude a column in the report that displays the description of a COA maximum or group maximum. General Reports COA Maximums Set-up Screen COA Group Maximums and COA Maximums Report from E-Grids In order to print the grid the user can go to the grid options in the right-click menu or Action menu and select Print Grid. The user sees a Print Preview screen to preview the grid and choose whether to print. General Reports COA Maximums Setup Screen Training Module: COA Maximums Page 26 of 34

27 COA Maximums Error Messages Add COA Group Maximum Warning/Error Messages Specific errors for adding a COA Group Maximum include the following: Start Date must be earlier than End Date. This Error occurs when the user enters a start date greater than the end date. Start Date and End Date must be within the same fiscal year. This error occurs when user enters start date and end date that are not in the same fiscal year. Start and End Date of Code Maximums must be within the Start and End Date of the Group Maximum. Description must be entered. This error occurs when no value is entered in the Description field. Start Date must be entered. This error occurs when no value is entered for Start Date. End Date must be entered. This error occurs when no value is entered for End Date. Group Maximum Amount must be entered. Occurs when Group Maximum Amount has not been entered. Sum of all COA Code Maximum amounts exceeds COA Group Maximum amount. Remove COA Maximums from the group, reduce COA Code Maximum amounts, or increase the Group Maximum amount. Error or a Warning occurs when adding COA Code Maximums to the group and the total amount of the COA Code Maximums exceeds the Group Maximum. Counties determine if exceeding COA Code Maximums and COA Group Maximums causes an error or a warning. The sum of the Encumbered Not Spent and Expended Amounts of all COA Maximums can not exceed the COA Group Maximum amount. Add COA Code Maximum Warning/Error Messages Specific errors for add COA Group Maximum include the following: Start Date must be earlier than End Date. Occurs when the user enters a start date greater than the end date. Start Date and End Date must be within the current fiscal year. Occurs when user enters a start date and an end date that are not in the same calendar year. Start Date would invalidate one or more Service Arrangements. Start Date must be before <Date>. Training Module: COA Maximums Page 27 of 34

28 End Date Value would invalidate active one or more Service Arrangements. End Date must be after <Date>. Chart of Accounts Code must be entered. Occurs when not value is entered for the Chart of Accounts. Start Date value must be entered. Occurs when no value is entered for Start Date. End Date Value must be entered. Occurs when no value is entered for End Date. Edit COA Group Maximum Warning/Error Messages Specific errors and warnings for editing COA Group Maximum include the following. Start Date must be earlier than End Date. This error occurs when the user enters a start date greater than the end date entered. Start Date and End Date must not cross a fiscal year. This error occurs when user enters start date and end date that are not in the same fiscal year. Start and End Date of Code Maximums must be within the Start and End Date of the Group Maximum. Description value must be entered. Occurs when no value is entered in the Description field. Start Date value must be entered. Occurs when no value is entered for Start Date. End Date Value must be entered. Occurs when no value is entered for End Date. Group Maximum Amount must be entered. Occurs when Group Maximum Amount has not been entered. Sum of all COA Code Maximum amounts exceeds COA Group Maximum amount. Remove COA Maximum from the group, reduce COA Code Maximum amount, or increase the Group Maximum amount. Error or Warning occurs when adding COA Code Maximums to the group and the total amount of the COA Code Maximums exceeds the Group Maximum. Counties determine if exceeding COA Code Maximums and COA Group Maximums causes an error or a warning. The sum of the Encumbered Not Spent and Expended amounts of all COA Maximums can not exceed the COA Group Maximum amount. Training Module: COA Maximums Page 28 of 34

29 Edit COA Code Maximum Warning/Error Messages Specific errors for edit COA Group Maximum are the same as found in Add COA Code Maximum Warning/Error messages. Copy Yearly Maximums Warning/Error Messages The year to copy Maximums from must be entered (yyyy). Occurs when the user has not entered a year to copy from. The year to copy Maximums to must be entered (yyyy). Occurs when the user has not entered a year to copy to. The year to copy Maximums to must be later then the year to copy from. Occurs when the user enters a start date greater than the end date. Exceeding COA Maximum Error Level Counties determine how the system reacts when a maximum amount is exceeded. Maximums are checked when any of the following actions occur. Payment is created and the county doesn t encumber Service Arrangement is approved for payment in encumbering counties A manual payment is created without using a Service Arrangement. The COA Maximum available amount may not be sufficient to meet the fund request. When this occurs, either an error message or a warning message displays. The County Preferences window of Admin Module has the option to make exceeding the maximums an error or warning. This option can be changed anytime within the fiscal year. Training Module: COA Maximums Page 29 of 34

30 Field Description Tables COA Maximums The table below describes the data for each field for the COA Maximum Detail Screen. Display Field Description Field Length Data Type Tab Order COA Displays the COA Code. Variable, depends on AlphaNum 1-Number the number elements of and element lengths Elements the user set up in County Preferences. Description of A combobox exists for AlphaNum the COA each element in the element type COA. Start Date End Date Group The first date the COA Code Maximum can be used. The last date the COA Code Maximum can be used. Group Maximum associated with Code Maximum Variable, depends on the number elements and element lengths the user set up in County Preferences. unknown 2+Number of Elements Required Yes/No Yes Yes 10 Date 25 Yes 10 Date 26 Yes 10 Number 27 Yes Amount Not to exceed amount 14,4 Currency 28 No Available Amount available for making payments or encumbering funds for a Service Arrangement. 14,4 Currency 29 Calculated Expended Total Encumbered Encumbered not spent Comments Amount of Payment Request, both pending and paid. Amount of funds reserved by Service Arrangements and expended on non-service Arrangement Payments. Amount of the reserved funds that have not been spent Comments for the COA Code Maximum. 14,4 Currency 30 Calculated 14,4 Currency 31 Calculated 14,4 Currency 32 Calculated 255 AlphaNum 33 No Training Module: COA Maximums Page 30 of 34

31 COA Group Maximums The table below describes the data for each field of the COA Group Maximums Detail Screen. Field Name Description Field Length Data Type Tab Order Required Yes/No Group Displays the 65 AlphaNum 1 Yes Description description of the COA Group Maximum. Start Date Displays the first date 10 Date 2 Yes the Group Maximum can be used. End Date Displays the last date 10 Date 3 Yes the Group Maximum can be used. Maximum Not to exceed amount. 14,4 Currency 4 Yes Amount Available Expended Total Encumbered Encumbered Not Spent Comments COA Maximums Amount available for making payments or encumbering funds for a Service Arrangement. Amount that has been paid. Amount of funds set reserved by Service Arrangements and expended on non- Service Arrangement Payments. Amount of the reserved funds that have not been spent. Displays comments user may enter for the Maximum Groups. List of COA maximums contained in this group. 14,4 Currency N/A Calculated 14,4 Currency N/A Calculated 14,4 Currency N/A Calculated 14,4 Currency N/A Calculated 255 AlphaNum 5 No N/A E-Grid 6 No Training Module: COA Maximums Page 31 of 34

32 Copy Maximums The table below describes the data for each field of the COA Group Maximums Detail Screen. Caption Field Description Field From Year to copy the Maximums from. Data Type Tab Required Length Order Yes/No 10 Date/Year 1 Yes To Copy Amounts Zero Amounts Year to copy Maximums. When checked COA Group and Code Maximum Not to Exceed Amounts will be copied to the new Maximums. When checked all COA Group and Code Maximum Not to Exceed amounts will be set to zero for the new Maximums. 10 Date/Year 2 Yes 1 Boolean 3 No* 1 Boolean 4 No* * Either Copy Amounts or Zero Amounts must be selected. Training Module: COA Maximums Page 32 of 34

33 COA Terminology & Definitions Chart of Accounts Code A Chart of Accounts Maximum calculates the amount expended, amount encumbered, the amount encumbered but not spent, and the amount which is available to be encumbered or paid. The Expended Amount is the sum of all payments made with a general ledger date that use the COA code and are within the date range of the COA code maximum. This calculation is the same for both encumbering and non-encumbering counties. The Total Encumbered Amount is the sum of all service arrangement amounts and all non-service arrangement payments that use the COA code and are within the date range. For non-encumbering counties this amount is zero. The Encumbered Not Spent Amount is the Total Encumbered Amount minus the Expended Amount. For non-encumbering counties this amount is zero. The Available Amount is the Maximum Amount minus the sum of the Total Encumbered amount for encumbering counties. For counties that do not encumber, the Available Amount is the Maximum Amount Expended Amount. For non-encumbering counties, COA Code Maximums and/or Group Maximums are reached/exceeded when a payment request plus the Expended amount exceeds the maximum. For encumbering counties, COA Code Maximums and/or Group Maximums are reached when a service arrangement tries to encumber funds greater than the available amount. The maximum is also reached when a non-encumbered payment is greater than the available amount. Individual COA maximums can set the maximum amount to null. In this case the Available Amount for the COA Maximum is also null. Available amount cannot be defined if the Maximum Amount is null. When making payments and creating Service Arrangements, the COA Group Maximum can not be exceeded. Counties want the ability to group COA s together for tracking purposes without the need to limit the amount spent. Training Module: COA Maximums Page 33 of 34

34 Chart of Accounts Groups Chart of Account groups calculates the amount expended, the amount encumbered, the amount encumbered but not spent, and the amount that is available to be encumbered or paid. These calculations are a sum of all COA codes in the group. The Expended Amount for a COA Group maximum is the sum of all COA Maximum Expended Amounts included in the COA Group. The Total Encumbered Amount is the sum of all COA Maximum Total Encumbered Amounts included in the COA Group. For non-encumbering counties this amount is zero. The Encumbered Not Spent Amount is the Total Encumbered Amount minus the COA Group Maximum Expended Amount. For non-encumbering counties this amount is zero. The Available Amount is the Maximum Amount minus the COA Group Maximun Total Encumbered Amount for encumbering counties. For counties that do not encumber the Available Amount is the Maximum Amount COA Group Maximum Expended Amount. References Additional information about COA Codes can be obtained from the COA training curriculum at the following link: And within the COA design specs at the following link: Additional information about COA groups and group maximums can be obtained from the COA Maximums design spec at the following link: Training Module: COA Maximums Page 34 of 34