In this exercise, you will use the Account Intersection Form to see a Campus Support Operating Transfer and then you’ll use the Adjust Internal Operating Transfers Mgmt Form to enter some Operating Transfers into your budget.
Exercise
1. Navigate to the Account Intersection Form and select the AIF-Transfers tab
2. Find the amount allocated to one of your DeptIDs for account 71110 – General Allocation. If you do not have anything for that account, look for 71295 – Other Central Commitments. In which month do you see the funds?
3. Click Preferences in the left panel and then click the User Variable Options tab. If the selected member for entity is not at the Department (L4) level, change it to an L4 and then click Save. It's important to select the L4 because 75xxx transfers should be between DeptIDs in the same L4. The Operating Transfer Guidelines job aid has detailed information about the different Operating Transfer accounts.
4. Go to the Adjust Internal Operating Transfers Mgmt Form and select 75195 Inter Departmental Transfer from the Account drop-down list
5. Select Mar for the month and C1_SUMPLN for the Chart1
6. Click the Go button (right arrow) to refresh the data
7. In the Operating Budget for the fund Unrestricted – Plan, you will send $100 from one DeptID to two different DeptIDs, $75 to one and $25 to the other. For the DeptID that is sending money, should you enter a positive or a negative number? Enter the data.
8. There may be many rows with no data, making it difficult to see what you have entered. Right-click on a DeptID and select Filter \ Hide rows with no data from the quick menu.
9. Scroll down to the bottom where you will see the Department. The sum of the entries you made in the Dept IDs should be zero. If it is not, go back and revise as needed.
10. When you have a transfer to/from another division, what must you do to ensure that it is entered completely in CalPlan?
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