Financial Spreadsheets Quick Reference Guide

Financial Spreadsheets Quick Reference Guide

Financial Reporting Spreadsheets Quick Reference Guide

 

Users have indicated that it is sometimes difficult to know which spreadsheet to open and which tab contains the information that is needed.  The attached document is a quick reference to help users locate information.  Also, key words are listed in the Helpful Information column to help users search for additional information on how to use the Financial Reporting Spreadsheets.

Each spreadsheet has a Helpful Information tab that contains information to help users effectively and efficiently utilize their spreadsheets.   The Helpful Information sheet contains a search option for easy look up of information. Print the Helpful Information document if you prefer a hard copy.  Just click on Printer Icon to print.

 

Helpful Information tab

 

Click on the Helpful Information tab.

 

If you cannot see the Helpful Information tab, use scroll option to scroll to the right.

 

 

 

 

 

 

 

Search for information 

Click inside the white area within the Search box.  

 

 

Type in name of item you wish to search.

(i.e. print, bank, check, open, line item, etc)

 

Once you type, always press enter.

 

Click on the red Search instruction box to view all documents that contain the word typed. (these instructions are listed in the red Search box) 

 

 

 

 


Topic

Where to Look

Which Tab

Instructions

Helpful Information is located on each spreadsheet.  Below are Search Text suggestions for additional detailed instructions.

 

Account Code Balance

Budget Spreadsheet

Budget Tab

 

 

Filter for Program and Fund code

Account Code

Or Balance

Advanced Filtering

All Spreadsheets

Advanced Filtering

 

Advanced Filtering gives user options to filter for multiple entries.

 

Advanced Filtering tab also has built in instructions on how to use the feature.

 

Advanced Filtering

Bank Reconciliation

 

Budget Spreadsheet

Details Tab

Filter for T in Transactions Type column

 

Custom Filter for Checks greater than 0.

 

Bank

Batch #

Budget Spreadsheet

Details Tab

Displays batch # for transactions processed.  Utilized by Finance

 

Batch

Budget Totals

Budget Spreadsheet

Budget Tab

Contains account code balances.  Compare to looking at banks statement for balance.

 

Account code

Budget 

Budget Spreadsheet

Budget Tab

To see all information for Budget Tab, search in the Helpful Information tab.

 

Budget Tab

Budget Details

Budget Spreadsheet

Details Tab

All transactions listed for totals on Budget Tab

 

To see all information for Details Tab, search in the Helpful Information tab.

 

 

Details Tab

Budget Summary

Budget Spreadsheet

Budget Summary

View budget totals in a Pivot table view.  Arrange according to information desired.

 

 

Budget Summary

Check #

Budget Spreadsheet

Details Tab

Check # for invoice processed.

 

(check# does not display on the Purchase Order spreadsheet.)

 

Check#


 

Topic

Where to Look

Which Tab

Instructions

Helpful Information is located on each spreadsheet.  Below are Search Text suggestions for additional detailed instructions.

 

Checks Written

Budget Spreadsheet

Details Tab

 

 

Settings Tab

 

T Transactions in Type column

 

Retrieve paid items only in Details Tab by selecting Checks Written option

 

Check

 

 

Check

Commodity Code

(LINQ customers)

Purchase Order Spreadsheet

 

Purchase Order Tab

Filter for description to determine Commodity Code. 

 

Custom Filter on Description column to search for items.     I.e Paper

 

 

Commodity

Custom Filtering

All Spreadsheets

Helpful Information Tab

Click on Filter on column you wish to view.

 

Select Custom

 

If Text column, always select “Contains” for search option.

 

Custom

ERATE

Budget Spreadsheet

Details Tab

 

Use Advance Filtering to filter for Purpose Codes associated with Vendor names to calculate expenses for ERate.

 

Advance

Expenses & Revenues

Budget Spreadsheet

Settings Tab

 

 

 

Budget Tab

Option to select Expenses and Revenues

 

Revenue codes and Expense codes display

 

Revenue

Expenses Paid

Budget Spreadsheet

Budget Tab

 

 

 

Details Tab

Expenses Paid to Date column total.  Filter on desired codes.

 

Filter for T Transactions to view details of all expenses paid.     Filter on account code options to drill information down to level needed.

 

Expense

Federal Reporting of Expenses paid

Budget Spreadsheet

Details Tab

Filter for T in Transactions Type column

Report or Federal


 

Topic

Where to Look

Which Tab

Instructions

Helpful Information is located on each spreadsheet.  Below are Search Text suggestions for additional detailed instructions.

Filter prior to using subtotal button

All Spreadsheets

All Tabs

Instructions to filter prior to subtotal are listed on Helpful Information tab.

 

Filter prior

 

Invoiced Amount

Budget Spreadsheet

 

 

 

 

Purchase Order Spreadsheet

 

Details Tab

 

 

 

 

Purchase Order Tab

 

Invoiced amount shows in the Transaction column with INV symbol in the JRN (Journal) column

 

Invoiced Amount column will display $ amount applied to PO.

 

 

Invoice

 

 

 

 

 

Invoice

Line Item Details

Budget Spreadsheet

 

Purchase Order Spreadsheet (Sartox)

 

Budget Tab

 

Purchase Order Tab

Automatically filters information for line item in spreadsheets

Line Item

Month to date Expenses (MTD)

Budget Spreadsheet

Budget Tab

 

 

 

Details Tab

Lists all expenses paid for each month.  (like a check register)

 

List details of all expenses paid.  

 

Month

 

 

 

Details

Paid Transactions

Budget Spreadsheet

Details Tab

T transactions in Type column

 

Paid

Transaction

 

Payment for PO

Budget Spreadsheet

 

 

 

Purchase Order Spreadsheet

Budget Details

 

 

 

Purchase Orders Tab 

 

Filter for Vendor Name to see if payment (check) has been processed.

 

Filter for Vendor Name.  Scroll to right to view invoiced amount.  Check information will display on Budget Details. 

 

 

Purchase Order

 

 

 

Invoiced Amount

Payroll items

Budget Spreadsheet

Budget Tab

Payroll totals are on the Budget Tab.  History for the payroll totals are found in the Payroll History spreadsheet.

 

Use the Hide Payroll button if you do not wish to include payroll in account code view.

 

Payroll

 

 

 

 

 

Payroll


 

 


 
 

Topic

Where to Look

Which Tab

Instructions

Helpful Information is located on each spreadsheet.  Below are Search Text suggestions for additional detailed instructions.

POs Outstanding

Budget Spreadsheet

Budget Tab

 

Total of all outstanding POs. These subtract from your Budget Allocations to give you a current balance.

 

 

Purchase Order

POs Outstanding listing

Purchase Order Spreadsheet

Purchase Orders Tab

Filter for O- Open option in the Status column.

 

 

Open

PO Outstanding listing by location

(Finance only)

Purchase Order Spreadsheet

Settings Tab

Select Locs other than Central Office under Type option.

 

Select Open under Status option

 

Subtotal by Loc for listing.

 

 

PO Status

PO #

Budget Spreadsheet

 

 

 

Purchase Order Spreadsheet

Details Tab

 

 

 

Purchase Order Tab & Details Tab

 

Filter on JRN column & select PO for listing of all POs.

 

Filter on PO# column and select a specific PO #.

 

 

Listing

 

 

 

PO#

 

Purchase Order – look up a particular item ordered without going through paper files

 

Purchase Order Spreadsheet

Purchase Order Details Tab if details entered.

 

Purchase Order Tab if no details entered.

 

Custom filter on Description column or Item column. 

(i.e. click on filter, select custom, select contains in the search box, type in book, click ok)  Finds any variation of book, books, handbook, etc.

 

 

Custom

Purchase Order Details -(Sartox users)

Purchase Order Spreadsheet

Purchase Order Details Tab

 

 

 

Purchase Order Tab

Contains description of items ordered, unit price and number of items ordered.

 

To view all information of the Purchase Order, use the Line Item Detail button on the Purchase Order Tab.

 

Details tab,

Line Item

 

 

 

Line Item Details

 


 

 

 


 
 

Topic

Where to Look

Which Tab

Instructions

Helpful Information is located on each spreadsheet.  Below are Search Text suggestions for additional detailed instructions.

Purchase Order Details- (LINQ users)

Purchase Order Spreadsheet

Purchase Order Tab

 

 

 

Contains description of items ordered

 

To view all information (# of items orders, unit price, shipping, etc. of the Purchase Order, click on the Show Details button

 

 

Details

 

 

Postable codes-(Finance only)

Budget Spreadsheet

Budget Tab

Show/Hide Postable codes button displays Y for Postable codes and N for NonPostable codes.

 

Postable

Profit & Loss Report -(Child Nutrition only)

Child Nutrition Budget Spreadsheet

Settings Tab

 

Budget Tab

Profit & Loss option on Settings tab retrieves revenues and expenses paid (without payroll) to show profit and loss by each location

Profit 

Printing Details

Budget Spreadsheet

 

 

 

 

Purchase Order Spreadsheet

(Sartox users only)

 

 

Details Tab

 

 

 

 

Purchase Order Tab 

(Sartox users only)

 

 

 

Purchase Order Details Tab

(Sartox users only)

 

Filter for information, select PRINT button (do not use Printer Icon on toolbar)

 

Line Item Details button on Purchase Order Tab will search for details on Details Tab.

 

Filter for item and select PRINT button.

Print

 

 

 

 

Line Item

 

 

 

 

Print

Program Code totals

Budget Spreadsheet

 

 

Budget Tab

 

 

 

Budget Summary 

Click on Fund/PRC subtotal button

 

 

Click & drag object & purpose titles to row above.

 

 

Subtotal

 

 

 

Budget Summary

Purpose Codes

Budget Spreadsheet

Budget Tab

 

Budget Summary tab

View multiple Purpose Codes by using Custom Filtering or Budget Summary options

 

Purpose

 

 

 


 

 

   

Topic

Where to Look

Which Tab

Instructions

Helpful Information is located on each spreadsheet.  Below are Search Text suggestions for additional detailed instructions.

Purpose Code totals

Budget Spreadsheet

Budget Tab

 

 

 

Budget Summary

Click Purpose subtotal  button to total by Fund & Purpose

 

Click & drag object title to row above.

 

Subtotal

 

 

 

Budget Summary

Search for instructions

All Spreadsheets

Helpful Information Tab

Type Text in Search box, press enter and click on Search Box

Hint:  Type singular variation of word for more comprehensive search.

(i.e. check in lieu of checks)

 

Settings tab

All Spreadsheets

Settings Tab

Settings tab gives user options to retrieve information at different levels

Settings Tab

Sort information

All Spreadsheets

All Tabs

Click inside column you wish to sort and use sort icons or use Sort buttons on each spreadsheet.

 

Sort

Staff Development

Budget Spreadsheet

Details Tab

Filter for object code 312

 

Staff

 

 

Subtotal

 

All Spreadsheets

Budget Tab

Budget Details Tab

Purchase Order Tab

 

Select any subtotal button

 

 

Subtotal.

 

.

Vendor Information

Purchase Order Spreadsheet

Purchase Order Tab

 

Phone#, Fax#, address

Vendor

Vendor Item #(Sartox customers)

Purchase Order Spreadsheet

 

Purchase Order Details Tab

Filter for description to determine Vendor Item #

 

Custom Filter on Description column to search for items.     I.e Paper

 

Vendor Item

Vendor Payment

 

Budget Spreadsheet

Details Tab

Filter for Vendor Name

 

If payment has been processed, the check # will display beside the PO# and the T in the Type column.

 

Vendor,

Payment,

or check.

 

(Any of the above search text will find the information.

Year Option

All Spreadsheets

Settings tab

Select Year

 

Change Year Option

 

Year

Year-to-date Expenses

Budget Spreadsheet

Budget Tab

Total of all expenses paid to date. 

Expense