CSU Department of Business and Financial Services

Financial Records System Manual

Chapter 17 - FRS Reporting: What Does It All Mean?

GENERAL

The FRS generates reports on a daily, weekly, monthly, year end and as required basis. These reports provide various levels of detail depending on the requirements of users. Generally the following levels of detail are available:

Transaction level
Account Level
Summary Level

Reporting may be obtained from FRS in several different ways, which are:

Standard system reports
Ad hoc reporting
Special reporting

In this chapter, only standard system reports will be discussed. Ad hoc reporting is addressed in chapter 18 entitled "Requesting AD HOC Reports: A How To Manual".
Special reporting is examined in chapter 19 entitled "Special Reporting: Could I Use It?".
This manual contains only examples of selected reports believed to be of general interest. They are presented at the end of the chapter.

TRANSACTION LEVEL REPORTS
Transaction level reporting provides feedback to users about data that was input to the FRS. There are two types of transaction reports provided. The first type provides feedback about specific transactions processed by the system. The second type provides a listing of all transactions processed against an individual account.

Input Feedback
The Daily Diagnostic Report FBD010 and/or The Daily On-Line Transcript (FBD013) is the primary source of information about specific transactions processed by the FRS. The FBD010 lists each transaction processed by data collect or manual batches. The FBD013 lists each transaction processed via the on-line screens. Input that failed to meet system edits is listed at the top of the report along with a message that identifies the reason for failure. Warning messages are also furnished. Both reports are available on e~Print.

ePrint - FRS Reporting System

Users should refer to the examples of each report at the end of the chapter and to the chapter 13 entitled "Correcting Errors: What do All Those Messages Mean".

Account Transaction Listings
A monthly report called Report of Transactions (FBM091) lists all transactions processed against a particular account. Transactions listed include: budget, salaries, benefits, purchases, IMO'S; journal entries and encumbrances. It lists only those transactions occurring since the last month end report. The report provides original document references and references to the batch the transaction was processed in. Two different versions of the report are enerated; one for the general ledger and one for the subsidiary ledger. Users may want to file these reports if they wish to retain transaction detail history. The FBM091 is distributed by Business & Financial Services a few days after the month-end processing has been completed.

ACCOUNT LEVEL REPORTS
The primary account level report is the SL Statement of Account (FBM090). This report provides balances for budget, current month actual, year-to-date actual (inception-to-date for project funds), encumbrances and remaining budget available for each budget pool or subcode used in the account. Where applicable, revenue is also displayed. The report provides subtotals for revenue, expenditures and each budget pool. The report also furnishes a grand total that nets revenue and expenditures. The FBM090 is produced for the subsidiary ledger only.

Both the FBM090 AND FBM091 reports are distributed monthly. The reports are available a few days following the month-end processing. An example of these reports follows at the end of the chapter. The combined reports for FBM090/91 are printed with a report ID of FBM092.

SUMMARY LEVEL REPORTING
The primary summary level report is the Summary of Expenditures and Balance Available Report (FAF10). This report provides summary level information by account with subtotals for fund and department. It combines general and subsidiary ledger information for fund balance controlled accounts. This permits the adding of remaining fund balances to remaining budget balances to identify total remaining funds. It should assist departments in determining the unobligated funds available.

MISCELLANEOUS REPORTING
In addition to the financial status and transaction reports discussed previously, there is at least one other report that needs mentioning. This report is the Description Program Report (FBM097) which lists all standard account controls and subcodes used in the FRS. User option codes are not included in this listing, however, ranges available for user option coding are the undefined ranges between standard subcodes. User option is not available for General Ledger Account Controls. A listing of subcodes is provided in Appendix C - Financial Records System Manual
This report is also available on e~Print ePrint - FRS Reporting System

FBD010a - DAILY DIAGNOSTICS

Batches DO NOT appear in alphabetical order. So, review the entire listing for your batches.

Summary Instructions

Review the FBD010a report on e~Print. Did FRS accept all batches fed?
Are the batch totals (count and amount) correct and what was expected?
Review message area for aborted or rejected transactions. Research these and re-submit to FRS.
Review message area for transactions processed to suspense. Research these and clear these transactions from suspense.

Detail Instructions

1. BATCH HEADER INFORMATION Review the top portion of the report and ensure the batch was processed and the batch header information is correct.

Rejected batches:
- if the batch rejected due to invalid fiscal year, modify the fiscal year on the batch header, change the batch date to the current date, and resubmit the batch.
- if the batch rejected due to the batch being previously processed, determine if the batch should be resubmitted. If the batch needs to be resubmitted, change the batch date to the current date and resubmit the batch.

2. MESSAGES
The next portion of the report contains messages about the transactions being processed. Particular attention should be made to messages that begin with:

Aborted and rejected transactions should be reviewed and resubmitted - if necessary.
Suspense entries are entries that have been partially processed - one side (either the debit or credit) processed successfully, but the other side of the entry rejected and was processed to a central account called suspense. Suspense entries typically reject because the account number or subcode is invalid. Suspense entries MUST be researched and corrected. See Correcting Suspense.

3. SUMMARY INFORMATION

Summary information about the batch:

BATCH RECxxxxxx mm/dd/yy	MISC ATTRIBUTES	nnnnn	$$$$$
BATCH RECxxxxxx mm/dd/yy	TOTALS OF RECORDS READ	nnnnn	$$$$$
BATCH RECxxxxxx mm/dd/yy	# OF RECORDS REJECTED BY EDIT	nnnnn	$$$$$
BATCH RECxxxxxx mm/dd/yy	MISC REJECTED - MAINMSG-S	nnnnn	$$$$$
BATCH RECxxxxxx mm/dd/yy	x NET SUSPENSE ACTIVITY	nnnnn	$$$$$
-TOTALS OF RECORDS READ - review the count and amount for accuracy. -NUMBER OF RECORDS REJECTED BY EDIT - review and resubmit if necessary. -NET SUSPENSE ACTIVITY - review and correct any suspense entries. See Correcting Suspense.

4. TRANSACTION LISTING

The final portion of the report is a sequential listing of all transactions in the batch. Review this for any transactions that rejected or were processed to suspense.

FBD013 - DAILY ON-LINE TRANSCRIPTS

Batches appear in alphabetical order.

Summary Instructions

Review the FBD013 report on e~Print.
Are the batch totals (count and amount) correct and what was expected?

FBM090/091/092 – MONTHLY ACCOUNT STATEMENT

FBM090/091 FOR 1x FUNDS:

FBM090 Section

This report, produced monthly, details by subcode the current balances for budget, current month & fiscal year-to-date expenses, encumbrances and remaining budget balance available. The report provides subtotals for each budget pool.

Account number this report is for. If the account is frozen, this is noted in this area of the report. If an account is frozen, no transactions can be processed to this account, unless specifically authorized by Business & Financial Services.
Department # - the department responsible for the management of this account.
Account long title, responsible person's name, department name and address. This information can be changed on screen 09B.
Subcode and subcode description. If the subcode description is blank or incorrect, it can be changed on screen 007. See FRS Manual Chapter 6 or Appendix C for listings of subcodes and narrative descriptions.
The original budget for the account. Budgets are input according to budget pools or broad classifications. The original budget in this account is determined by the department and OBIA based on the budget & staffing exercise at the start of each fiscal year.
Revised budget for the account. This is the current budget for this account. Departments can reallocate budget between accounts of the same fund, for accounts within their authority. Budget can also be reallocated between budget pools within the same account. Budget changes (or BCR's) can be input on screen 09D or 010.
As revenue, expenses, and encumbrances are recorded in the account, the FRS System moves dollars from the budget pool subcodes into the subcodes when the revenue, expense or encumbrance was recorded.
Current Month Expenses for the account. The FBM091 portion of the report provides a detailed description of the current month transactions.
The Fiscal Year (year-to-date) grand total of revenues and expenses for the account. This total represents revenue and expense activity for the period July 1 to June 30 of the current fiscal year.
Open Commitments or encumbrances for the account.
The budget balance available in this account. This is a computed field - Revised Budget less Fiscal Year expenses less Open Commitments = Budget Balance Available. This is NOT the cash available to be spent in the account or the fund balance of the account. That information is found on the FBM091 account under account control 1100 Claim on Cash, or account control 3xxx Fd Bal (Fund Balance).

Positive BBA
Negative BBA

The budget amount is a projection of the amount of revenue that is expected to be earned, and the amount of expense expected to be spent. As the budget amount is a projected or “best guess” amount, the budget balance available should not be considered as the amount available to spend.
Account Total Line - The account total line represents the net total of revenue and expense revised budgets, the net total of revenue and expenses for the current month, the net total of revenue and expenses for the fiscal year, total encumbrances and net total of revenue and expense budget balance available. The budget balance available (if a positive amount) reflects the amount available to spend at this moment. If the budget balance available is a negative amount, this is the amount the account is overspent. When determining the available amount to spend, take into consideration expenses that are not encumbered. These expenses include hourly & workstudy wages, phone charges, mail charges, copy center charges, and other miscellaneous expenses. These expenses can be encumbered by the user on FRS screen 011, at the users discretion.

FBM091 Section - Report of Transactions

This report produced monthly, details the transaction activity by subcode for the current month. All budget, revenue, expense, and encumbrance activity is listed with reference information. This should be used to confirm processing of documents.

Subcode for the transaction. See FRS Manual Chapter 6 or Appendix C for listings of subcodes and narrative descriptions.
Description for the transaction.
Date of the transaction.
Entry or Transaction (TC) Codes:
Reference # 1 - this is usually the document number.
2nd Reference - this contains additional information about the transaction. Data in this field is controlled at the time of input. Examples: a 7 digit check # or 6 digit voucher # is displayed for Accounts Payable transactions, Earnings Codes are displayed for Payroll transactions, work order #'s are displayed for Copy Center, Facilities and Instructional Services charges.
Offset Account - All transactions have a debit and credit account number. If your account was debited, the offset account shown is the credit account. If your account was credited, the offset account shown is the debit account.
The amount of the entry. Budget entries, Revenue & Expense entries and Commitments (Encumbrance) entries are displayed in the appropriate column.
Batch Ref. and Date - The department originating the transaction and date of the batch.
Account Total Line.
The grand total for the account for the respective columns. These totals balance to the FBM090 section of the report.

FBM090/091/092 FOR 53 & 88 FUNDS:

FBM090 Section

This report, produced monthly, details by subcode the current balances for budget, current month & project -to-date expenses, encumbrances and remaining budget balance available. The report provides subtotals for each budget pool. The top of the report details budget open and close dates, project start and end dates, cost share accounts and principle investigators names.

Account number this report is for. If the account is frozen, this is noted in this area of the report. If an account is frozen, no transactions can be processed to this account, unless specifically authorized by Business & Financial Services or Sponsored Programs.
Department # - the department responsible for the management of this account.
Account long title, responsible person's name, department name and address. Contact Sponsored Programs to change any of this information.
Subcode and subcode description. If the subcode description is blank or incorrect, it can be changed on screen 007. See FRS Manual Chapter 6 or Appendix C for listings of subcodes and narrative descriptions.
Cumulative Budget - The original budget for the account. Budgets are input according to the terms of the sponsored agreement by budget pools or broad classifications.
Distribution - revised budget for the account. This is the current budget for this account.
As revenue, expenses, and encumbrances are recorded in the account, FRS moves dollars from the budget pool subcodes into the subcode where the revenue, expense, or encumbrance was recorded.
Current Month Expenses for the account. The FBM091 portion of the report provides a detailed description of the current month’s transactions.
The Project-to-Date (inception-to-date) expenses for the account. This total represents expense activity for the entire term of the project.
Budget Period - this total represents total expense activity for an alternate fiscal year or 12 month period. This alternate fiscal year is not the "normal" university fiscal year (July 1 - June 30). It is used as a secondary reporting period. For example, if the project started on February 1, the Budget Period column would reflect activity for the period February 1 - January 31. See screen 006, field PROJ FYTD END MO (project fiscal year to date end month). This code establishes the end month of an alternate fiscal year.
Open Commitments or encumbrances for the account.
A grand total, by subcode, of all current encumbrances on the account. Encumbrances can be entered or changed on screen 011. If salary encumbrances are incorrect, contact the Payroll department to correct. If Purchase Order (PO) encumbrances are incorrect, contact the Purchasing department to correct. If Authorization for Expenditure (AFE) encumbrances are incorrect, contact the Accounts Payable department to correct.
A detailed description of all current encumbrances is provided in this section.
The budget balance available in this account. This is a computed field - Revised Budget less Project-to-Date expenses less Open Commitments = Budget Balance Available. This reflects the available amount to spend at the current time.

Positive BBA
Negative BBA
Account Total Line - The account total line represents grand totals for the account. Total original budget, total revised budget, total current month expenses, total project-to-date expenses, total budget period expenses, total encumbrances and budget balance available.
For 88 funds - 88 fund accounts accumulate the costs for the fabrication of equipment/models.The account total line should be completely blank. All expenses are moved to another account and subcode at month-end. Subcode 0800 is credited with the total of the current month expenses and the account that ultimately funds the expense is debited. The account that ultimately funds the expense is listed in the account title of the 88 account.
The budget balance available (if a positive amount) reflects the amount available to spend at this moment. If the budget balance available is a negative amount, this is the amount the account is overspent. When determining the available amount to spend, take into consideration expenses that are not encumbered. These expenses include hourly & workstudy wages, phone charges, mail charges, copy center charges, and other miscellaneous expenses; and if the account crosses fiscal years, future fiscal year expenses. These expenses can be encumbered by the user on FRS screen 011, at the users discretion.

FBM091 Section - Report of Transactions

This report, produced monthly,details the transaction activity by subcode for the current month. All budget, revenue, expense, and encumbrance activity is listed with reference information. This should be used to confirm processing of documents.

Subcode for the transaction. See FRS Manual Chapter 6 or Appendix C for listings of subcodes and narrative descriptions.
Description for the transaction.
Date of the transaction.
Entry or Transaction (TC) Codes:
Reference # 1 - this is usually the document number.
2nd Reference - this contains additional information about the transaction. Data in this field is controlled at the time of input. Examples: a 7 digit check # or 6 digit voucher # is displayed for Accounts Payable transactions, Earnings Codes are displayed for Payroll transactions, work order #'s are displayed for Copy Center, Facilities and Instructional Services charges.
Offset Account - All transactions have a debit and credit account number. If your account was debited, the offset account shown is the credit account. If your account was credited, the offset account shown is the debit account.
The amount of the entry. Budget entries, Revenue & Expense entries and Commitments (Encumbrance) entries are displayed in the appropriate column.
Batch Ref. and Date - The department originating the transaction and date of the batch. Appendix D - Batch Listing
Account Total Line.
The grand total for the account for the respective columns. These totals balance to the FBM090 section of the report.

FBM090/091/092 FOR 2x, 64 & 99 FUNDS

FBM091 Section - Report of Transactions - for the General Ledger Account

This report, produced monthly, combines the balance information for the general ledger account and the current month's transactions. The top portion, (above the end of balance sheet line) details current balances for Assets, Liabilities and Fund Balance. The bottom portion (below the end of balance sheet line) summarizes budget, actual revenue, actual expense and encumbrance activity that occurred in the related sub-ledger account(s) during the current fiscal year. This report provides the user with a snapshot of the accounts financial position, without delving into the quantity of detailed transaction data.

1. Account # that this report is for. General ledger numbers begin with zero (0-xxxxx). If the account is frozen, this is noted in this area of the report. If an account is frozen, no transactions can be processed to this account, unless specifically authorized by Business & Financial Services.
Department # - the department responsible for the management of this account.
Account long title, responsible person's name, department name and address. This information can be changed on screen 09B.
Account control number and description. See FRS Manual Chapter 6 or Appendix C for listings of account controls & subcodes and narrative descriptions.
Date of the transaction.
Entry or Transaction (TC) Codes:
Reference # 1 - this is usually the document number.
2nd Reference - this contains additional information about the transaction. Data in this field is controlled at the time of input. Examples: a 7 digit check # or 6 digit voucher # is displayed for Accounts Payable transactions, Earnings Codes are displayed for Payroll transactions, work order #'s are displayed for Copy Center, Facilities and Instructional Services charges.

Offset Account - All transactions have a debit and credit account number. If your account was debited, the offset account shown is the credit account. If your account was credited, the offset account shown is the debit account.

1100	Claim on Cash	positive year-to-date balance
3xxx	Fund Balance	negative year-to date balance
93x0	Revenue	negative year-to date balance
95x0	Expense	positive year-to-date balance

Previous Balance - the balance in this account control at the start of the current month.
Current Month - the amount of the transaction and the current month total by account control.
Total-to-Date - the balance in this account control at the end of the current month. This is a computed field - Previous Balance + Current Month = Total to Date.

The Claim on Cash balance (1100) reflects moneys currently available for purchases and operations. A negative Claim on Cash balance reflects use of the University's working capital for account activities.

The Fund Balance (Fd Bal line-3xxx) reflects the current status of the account (not necessarily the moneys available to be spent). A negative balance on the report reflects a positive status for the account. Fund Balance includes total cash, receivables, net equipment and inventories less payables and loans.
Batch Ref. and Date - The department originating the transaction and date of the batch. See FRS Manual Appendix D for a listing of batches and contact departments.

9xxx Subtotals. The 9xxx account controls represent current year subtotals for Budget, Revenue, Expense and Encumbrances.

91x0	Revenue Budget	negative year-to-date balance
91x0	Expense Budget	positive year-to date balance
93x0	Revenue	negative year-to date balance
95x0	Expense	positive year-to-date balance
96x0	Encumbrance	positive year-to-date balance

Fund Balance Change - the change in the balance for FUND BALANCE - subcode 3xxx. A positive change indicates a decrease L in fund balance during the fiscal year. A negative change indicates an increase J in fund balance during the fiscal year. Revenue increases fund balance; expenses decrease fund balance. Fund balance can also change when transfer or loan entries are made to the account; these would be in account controls 19xx, 29xx, 4000-5999. See FRS Manual Chapter 6 or Appendix C for listings of account controls & subcodes and narrative descriptions.

FBM090 Section - Account Statement Report - for the Subsidiary Ledger Account.

This report provides balances for budget, current month actual, year-to-date actual (inception-to-date for project funds), encumbrances and remaining budget available for each budget pool or subcode used in the account. Where applicable, revenue is also displayed. The report provides subtotals for revenue, expenditures and each budget pool. The report also furnishes a grand total that nets revenue and expenditures. The FBM090 is produced for the subsidiary ledger only.
1. Account number this report is for. If the account is frozen, this is noted in this area of the report. If an account is frozen, no transactions can be processed to this account, unless specifically authorized by Business & Financial Services or Sponsored Programs.
  Department # - the department responsible for the management of this account.
2. Account long title, responsible person’s name, department name and address. This information can be changed on screen 09B.
3. Subcode and subcode description. If the subcode description is blank or incorrect, it can be changed on screen 007. See FRS Manual Chapter 6 or Appendix C for listings of subcodes and narrative descriptions.
4. The original budget for the account. Budgets are input according to budget pools or broad classifications. The original budget in this account is determined by the department and OBIA based on the budget & staffing exercise at the start of each fiscal year.
  
  Valid Budget Pools for 2x, 64 & 99 funds:
5. Revised budget for the account. This is the current budget for this account. Budget changes for 64 funds need to be approved and input by Sponsored Programs. Budget changes (or BCR’s) can be input on screen 09D or 010.
  As revenue, expenses, and encumbrances are recorded in the account, FRS moves dollars from the budget pool subcodes into the subcode where the revenue, expense, or encumbrance was recorded.
6. Current Month Revenues and Expenses for the account. The FBM091 portion of the report provides a detailed description of the current month’s transactions.
7. The Fiscal Year (year-to-date) grand total of revenues and expenses for the account. This total represents revenue and expense activity for the period July 1 to June 30 of the current fiscal year.
8. Open Commitments or encumbrances for the account.
  - A grand total, by subcode, of all current encumbrances on the account. Encumbrances can be entered or changed on screen 011. If salary encumbrances are incorrect, contact the Payroll department to correct. If Purchase Order (PO) encumbrances are incorrect, contact the Purchasing department to correct. If Authorization for Expenditure (AFE) encumbrances are incorrect, contact the Accounts Payable department to correct.
  - A detailed description of all current encumbrances is provided in this section.
9. The budget balance available in this account. This is a computed field - Revised Budget less Fiscal Year expenses less Open Commitments = Budget Balance Available. This is NOT the cash available to be spent in the account or the fund balance of the account. That information is found on the FBM091 account under account control 1100 Claim on Cash, or account control 3xxx Fd Bal (Fund Balance).
  
  Positive BBA
  Negative BBA
  
  The budget amount is a projection of the amount of revenue that is expected to be earned, and the amount of expense expected to be spent. As the budget amount is a projected or “best guess” amount, the budget balance available should not be considered as the amount available to spend.
10. Account Total Line - The account total line represents the net total of revenue and expense revised budgets, the net total of revenue and expenses for the current month, the net total of revenue and expenses for the fiscal year, total encumbrances and net total of revenue and expense budget balance available.
  For example: On the attached report, 134.75 is displayed on the account total line, current month actuals column. This is computed by taking the REVENUE SUBTOTAL line for current month + the EXPENSE SUBTOTAL line for the current month; (561.97) + 696.72=134.75. This means for the current month, expenses exceeded revenue by $134.75.
FBM091 Section - Report of Transactions - for the Subsidiary Ledger Account.

The top portion, (above the end of balance sheet line) details current balances for Assets, Liabilities and Fund Balance. The bottom portion (below the end of balance sheet line) summarizes budget, actual revenue, actual expense and encumbrance activity that occurred in the related sub-ledger account(s) during the current fiscal year. This one-page report provides the user with a snapshot of the account’s financial position, without delving into the quantity of detailed transaction data.
1. Subcode for the transaction.
2. Description for the transaction.
3. Date of the transaction.
4. Entry or Transaction (TC) Codes:
5. Reference # 1 - this is usually the document number.
6. 2nd Reference -this contains additional information about the transaction. Data in this field is controlled at the time of input. Examples: a 7 digit check # or 6 digit voucher # is displayed for Accounts Payable transactions, Earnings Codes are displayed for Payroll transactions, work order#’s are dislayed for Copy Center, Facilities and Instructional Services charges.
7. Offset Account - All transactions have a debit and credit account number. If your account was debited, the offset account shown is the credit account. If your account was credited, the offset account shown is the debit account.
8. The amount of the entry. Budget entries,Revenue & Expense entries and Commitments(Encumbrance)entries are displayed in the appropriate column.
9. Batch Ref. and Date - The department originating the transaction and date of the batch. http://wsdev.colostate.edu/cwis12/busfin/frs_manual_batch.aspx
10. Account Total Line.
  The grand total for the account for the respective columns. These totals balance to the FBM090 section of the report.

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