Tools transfer

I'm now going to share my screen and I'm going go into CUFS.

So this is your navigator in CUFS, and what we need to do is

actually going to the Expenditure

Enquiry. So you double click on Expenditures, 

Expenditure Enquiry,

and Actuals.

This takes you to this screen.

Which is, just put the project number on [the field]. So as

it's related to Suspense Grants,

for my department, it will be PDAG/000.

And if you want any further
information, you can actually

type in the expenditure date,

Or if you got a specific expenditure category you can put

a category here, so that would be like  Staff Costs or

travel or equipment.

If it's a certain Expenditure Type,

you can type it in here. So for me it's could be for stipends - just

type in STIP and tab,

CUFS will show you three options.

But [for this demo], I want to catch all the Expenditure Types and Categories, [so leave these fields blank.]

[Working across Tabs] You've got your sponsor billing.

Employee, so if you've got an employee number, you can type it in here.

If you're looking for a specific AP invoice, you've got the 

[choice of] supplier number or name,

Or if you've got the invoice
number, you can type the

invoice number in it.

And the other one is GL Dates. So, if you're looking for a

specific transaction that's gone through a specific GL

date. You can type it in. It doesn't matter which one [Provider/Receiver fields] you

use, you will get the same information.

But for me, I just want to look at my Suspense Grant from

Expenditure date, 1st Jan

2021

and I want to,

just untick that [Exclude Net Zero items] and click on Find.

So this is my breakdown of
what's happened in January.

You should see the item dates, the project details,

the category,

the expenditure type,

the amounts,

the comments, which you can expand.

So if you move the mouse up, it changes into this sign - the

two arrows. You click on that and you can stretch

the column.

So just to show you some more information.

If you're looking at one specific comment, and you want

to just look at that.

You can go to Tools and Change Comment.

And it will show you.

more information. So for this

transaction, it's gone to your Suspense Grant because

the item date of this transaction is not within the

task active dates, so you may have a grant that ended

December 2020. And you've got some salary costs that's

going to be for January.

And you haven't informed the HR
that it should be going to

another grant. So when we loaded it onto grants,

the system has looked at the transaction date and wasn't [right]. It

knows that it's not able to post it to that grant. So it then

posted it into a suspense grant.

[If I] carry on looking to my right,

If you're looking for specific employee number or supplier 

It will have the details
here, so you might have the

supplier name or you might have the employee name.

The Expenditure Batch -

if it says CHRIS payroll, it relates to payroll.

I've actually entered - as we're in PLAY -  I've [had to] enter

a Journal to process some

transactions onto your suspense grants.

OK.

Another good thing you can do,

if you go back to comments, is that, if you go into

your Tools and Change Comment, and there's something

wrong, like you want to transfer this amount to

another grant you can
actually enter the

information here.

So just look down here, OK?

So I won't use this one. So what I want to do is... I can actually

split a transaction, so the PI might come to you and say

"Well this Matthews -

£500 can go onto my grant, but the other were £500 will have

to stay in the suspense grant

because the other grant has not being set up by the Research

Operation Office yet." So if you go, if you press on control

and click it into the £1000 pounds or that transaction

line,

you'll highlight that line.

And if you go into Tools,

And the one that we are interested in, is called Split. [You will have less options in a Grant Administrator responsibility. This is CRA responsibility.]

So you click on Split.

And you can actually split this transaction

amount. So the PI said £500 can go onto the grant.

So type £500, 

Tab once and the system will calculate your second split [Split Quantity 2].

You click OK,

If you get this Decision [pop up],

click on yes,

OK - So it's added some extra lines.

These three lines haven't been processed into GL, so that's why

there's no date in these lines.

If you go to the right, you'll see that £1000 pounds has been

deducted off and then split into 2 times £500.

So the PI wants to move this cost onto another grant.

For my example, I am going to

Tools > Change Comment

and put "TRANSFERRED TO



PDAG/

(hoping this will work!)

391".

So if you look at the Change Comment to make sure that it's fine. That's

OK. So I'm actually just selecting the right transaction.

Tools and Transfer.

[PDAG/]391

just tab along...

Task 1

OK

Fingers crossed it will work...

Do you want to continue that the adjust action? Yes.

And then it says one item adjusted successfully. Nothing rejected

So you click, OK.

And say Yes to Re Query to see the transferred items.

And it's now been taken off.

[the] £500 [you transferred].

And if I go into

PDAG/391

and I can change the transaction date.

You can see this is the transaction

that's being transferred onto this Grant.

Well, I just want to try to have a look. I am going to change

the transaction date.

'20 aren't we?

1st December 2020

OK, well I'm trying to do is I'm

actually looking for an AP invoice.

So typical! Whenever you're recording

this happens! Fine, let's go 1st January

2020...

There should be an AP invoice.

Let's go to the right...

As you can see, this is what I was talking about employee numbers and names

will come up on here.

OK - one more time!

Let's have a look at this one

[NMZC/]855

should be many.

OK, so this is another grant

I'm hoping I'm going to find something that's AP.

That's a Journal.

OK, finally found one.

So if you look here, it has the supplier name, Dell Corporation.

Expenditure batch will start with AP, if it's AP.

And what I was going to show you is that if I want to

transfer an AP invoice to another grant, again press 

control and click on that
line.

Click on Tools and Transfer.

So for my example, I'm just going to transfer

to their suspense grant.

Click OK.

Yep.

It will come up with zero - [an error]

The transaction source of
this expenditure item does

not allow any adjustment.

What's it saying is that this is an AP invoice. You can't

use the Tools and Transfer function. You need to go back

into the AP module and then

reverse the line from one grants, add a line and put it on

to another grant.

OK, if you want to try using this Tools and 

Transfers [to clear the suspense grant], and see if you can

transfer some transactions onto another grant. That'd be

fantastic. Thank you very much.