Datatel Processes

Datatel Processes

GLTB -

• Enter the desired FY, type D for detail.
• Enter the desired start and end dates

• Click on the GL Account Definition link to enter account details

• Click the Select/List link. Enter the parameters. Prompt for additional criteria = N

• F10, enter. Back at the GLSF00-GL screen, click on the Sort link

• Enter Y to sort by Unit. F10, enter
• Back at the GLSF00-GL screen, Verify criteria = N. F10, enter
• Back at the screen, enter Y to proceed with report, enter
• Export to PDF
• Save to the grant account MISC GLTB folder on the grant network.

GLBR -

• Use the current FY, and select YTD
• Specify the desired month end date
• Include accounts with "ALL" statuses

• Click the GL Account Definition link and follow steps 5-11 from GLTB instructions.
• Select "Detail" Poolee accounts, Yes to show Individual GL accounts, and Yes to proceed with the reports
• Export to PDF
• Save to the grant account MISC GLBR folder on the grant network.

GLAA -

• Select the CF application, and enter GLAA
• Enter the components of the account number.
• For each completely new component, the system will prompt for a description. Enter the description and F10 to save. When adding the account name for the unit number, detail in and add your name in the comment section. This way, other departments referencing the account will know who to contact with questions.
• It is also good to open the account for both the current fiscal year and the future fiscal year. The future fiscal year is typically opened part way through the current fiscal year. Getting in the habit of checking each time a new account is added will prevent a lot of hassle when accounts are being rolled forward to the new fiscal year later on.

GLBR -

• Enter A to adjust, enter, enter
• Enter the date of the transfer
• Fill in the author information
• Fill in the comments: grant name on line 1, description of justification on subsequent lines

• Click on the Line Item Detail link to enter details
• Fill in the full account number, enter a brief description, and the Debit or Credit amount. Normally, the amounts should balance.

• F10, enter, enter. Make sure to record the budget entry number and date.

GLJM -

• Enter A to add, enter, G for General, enter, transaction date, enter
• Fill in the author information
• Fill in the comments: Grant name on line 1, description of justification on subsequent lines.
• Fill in the full account number, enter a brief description, and the Debit/Credit amount. Normally, the amounts should balance.

• Make sure that the Journal Entry Done field = Yes.
• F10, enter, enter. Make sure to record the journal entry number and date entered on the JE with your initial.

GJER -

• Type of Journal Entries = S, and enter the complete journal entry ID number (ie. J037456)
• Yes to print author/comments
• A to process all entries

• F10, enter, enter, enter, enter

GLBE: Budget Journal Entry

To complete a Budget Transfer (first make sure it is allowed by the grant)

• Enter GLBE in the forms search field to use the Budget Journal Entry Form (See Below)
• Select "A" to add the budget journal entry

• Select "A" to add the budget journal type (See below)

• Enter the Date in which you want the budget journal entry to be posted, this may or may not be today's date.
• (See below)

• Enter the following information:
  • Author's name
  • Comments: The grant account Unit Number and the type of transaction taking place, ei: budget increase, budget decrease, amendment adjustment, or budget transfer.
  • Under Item GL Account/Description: Enter the full account number on the first white line and the description on the second white line.
    • Use the Tab button to move between fields.
  • Enter the dollar amount of the transaction
  • Make sure the total at the bottom are equal. - THIS IS VERY IMPORTANT.
  • Check that the Budget Entry Done Box is showing "Yes"

• Once completed, select Save ALL.
• Copy the budget journal entry number on the budget setup spreadsheet for the account for future reference if need be.