Checking the
CARS Budget

Use the username libstaff and the password provided by a member of the full-time staff to log in. (You won't see characters fill as you're typing the password; that's ok.)

Type 1 to choose vt100 for your terminal type and press Enter.

Type u for the Utility Menu in the TC Library Menu. (It will automatically advance to the next menu after you type the character.)

Type n for the Department Head Menu in the Utilities Main Menu (automatic advance) and use the admin-specific password provided by a member of the full-time staff (no filling characters).

Type b for the Budget Review in the Department Head Menu (automatic advance).

In the Budget Review options (use the up & down arrow keys to toggle between fields):

• Fiscal Year: Type the last two digits of the years comprising this fiscal year

• Output: Leave as lascc

• Discretionary: Type b

• Hit Escape to proceed.

In the Query screen, your cursor will automatically be placed in the Fd (Fund) field. As you type, the cursor will automatically advance to the Func, Obj, and Subf fields. (If you have a typo, it's usually easier just to hit Ctrl-C to cancel out and start again.)

• You don't have to fill out the full fund code in the query. The system will give you everything that matches the portions you've filled in.

• You can find the library-specific fund codes in the Library Budget Spreadsheet. (See the Folders & Spreadsheets section of the TS Wiki homepage for the link.)

• Hit Escape to run the search.

Compare the Actual column in the CARS list with the Amount in CARS column on the Totals tab of the Budget Spreadsheet. If the totals for a given budget line match (totals in this CARS list are rounded to the nearest dollar), don't worry about reviewing those transactions. Note the budget lines where the totals don't match so that you can review those transactions.

To navigate between pages of the budget report, hit Ctrl-F to go forward and Ctrl-B to go back.

In the budget review list, type T to access transactions for a given budget line.

• Use the up & down arrow keys to select the budget line you wish to view.

• Hit Escape to select the line.

Type n so that you won't have to see any voided transactions.

In the CARS Transactions List:

• Navigate between pages of the list by pressing Ctrl-F to go forward and Ctrl-B to go back.
  (Since the charges are listed in ascending post-date order, it's often easiest to go to the end of the list and work backwards.)

• Compare the transactions in the CARS list to the list of charges in the corresponding budget line tab in the Budget Spreadsheet. Add the CARS Post Date to the CARS Date cell in the spreadsheet for each charge.

•  If you see charges in CARS that aren't logged in the Budget Spreadsheet:

  • Some routine charges (e.g., payroll, Square receipts/fees) are automatically charged to the lines without us receiving paperwork. Log those in the Budget Spreadsheet.

  • If it's a non-routine charge, check the Rolfing Drive Invoices Folder (see the Folders & Spreadsheets section of the TS Wiki homepage for the link) to see if we forgot to log an invoice we received. If you don't see anything, check with the library director and/or business office to get more information.

Ultimately, the CARS Total at the top of the budget line tab in the Budget Spreadsheet should match the Amount total at the top of the CARS transactions page. 

• Keep comparing Budget Spreadsheet charges and CARS transaction lines until they match, or until you identify the discrepancy. 

• If you can't remedy the discrepancy, highlight the line and add a note describing the situation/next steps. When transaction discrepancies occur:

  • Check the invoice to make sure the total amount matches what was logged into the Budget Spreadsheet and/or CARS, and that the proper budget line was given.

  • Notify the library director of the discrepancy and contact the business office to remediate the issue.
    (Often this can be done simultaneously by copying the library director on your email to the business office.)

After you've gone through the appropriate CARS budget line transaction lists, check the Invoices Yet to Be Cleared in CARS list (on the Dashboard tab) to make sure nothing is significantly out-of-date. If you find out-of-date items:

• Check the CARS transactions to make sure the charge wasn't overlooked.

• Check previous Adobe Sign documents (Manage > Completed on the Sign site) to make sure we sent the invoice to the business office.

• Check with the library director and/or business office for more information.

The CARS Balanced date in the upper right corner of the Totals tab of the Budget Spreadsheet will automatically update with the latest CARS post date.