General Ledger Job Aid Cardinalprojectvirginiagov
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File Name: 501 GL336_Applying Funding Sources.pdf
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Summary
General Ledger Job Aid 501 GL336: Applying Funding SourcesFunding Sources OverviewFunding sources include expenditure budget amounts and recognized or collected revenue from suchthings as appropriations, bonds, grants, donations, and endowments. Funding sources help to track andreport on project budgets and expenditures
Funding sources are distributed to projects as Funding Source Allocations. Cardinal allows you toallocate funding sources to project ChartFields two ways:1. Online through the delivered process
2. Through a custom upload process using Excel. This process saves time and effort by applying multiple funding sources to a project in an Excel macro, and then using a Run Control to upload into Cardinal
Funding sources in Cardinal are used to track transactions, but are not configured to control theexpenditures on the transactions, nor will they be entered on budget journals in Cardinal
Table of ContentsTo Apply Funding Sources Online ............................................................................................................ 2To Apply Funding Sources using Excel .................................................................................................... 5Rev 1/24/2017 Page 1 of 13 General Ledger Job Aid 501 GL336: Applying Funding SourcesTo Apply Funding Sources Online1. Log into Cardinal and navigate using the following path: Main Menu > Commitment Control > Define Control Budgets > Funding Source Allocation2. Click the Add a New Value tab
3. Select Business Unit, Ledger Group, and Project (Chartfield Value), then click Add
The Commitment Control Funding Source Allocation page displays
Note: The Business Unit will default to your Agency (i.e., 50100 for VDOT), the Ledger Group will be CC_PROJFSE, and the Project will be the Project ID to which you want to apply the Funding Source
Rev 1/24/2017 Page 2 of 13 General Ledger Job Aid 501 GL336: Applying Funding Sources4. On the Commitment Control Funding Source Allocation page, enter the Overall Amount. This is the amount of the spending cap approved for this allocation. The allocated amount cannot exceed the overall amount
5. Select an Allocation Method. Cardinal defaults to Percentage. The other option is Priority
‒ Priority: Allocate and expend against the overall funding source amount by priority. Once a funding source has been fully expended, the next funding source will start to be expended against
‒ Percentage: Define funding source amounts as a percentage of the overall spending amount for the control ChartField or as a flat spending cap amount. The spending will be distributed to each funding source based on the percentages
6. Under Funding Source Allocation Details, select the Funding Source to apply
7. Select the Spend Option: ‒ Budgeted: Amount is budgeted and available (posted) in the expenditure budget ledger
VDOT will be using the Budgeted selection only
Note: this is the default value
‒ Collected: Amount is available when revenue is collected
‒ Recognized: Amount is available when revenue is recognized
8. Enter the Spending Cap amount
Note: Determine and enter the maximum amount of the funding source that can be spent for this allocation. When you are using the Percentage method and enter this amount, the system calculates the % of Overall field amount. However, if you directly enter the % of Overall field amount, the system calculates the Spending Cap amount
Rev 1/24/2017 Page 3 of 13 General Ledger Job Aid 501 GL336: Applying Funding Sources9. If using the Percentage Allocation Method, the % of Overall field is available. This is the percentage of the overall funding source total amount that is funded by this funding source
10. If you select the Collected or Recognized Spend Option, the Revenue % field is available. You must enter the percentage of the funding source revenue amount that can be spent for the funding source
11. Click the Save button. The system checks all allocated funding source amounts on the page against the total amount for each funding source to ensure that none of the funding sources are over-allocated
Rev 1/24/2017 Page 4 of 13 General Ledger Job Aid 501 GL336: Applying Funding SourcesTo Apply Funding Sources using Excel1. Download the two required files entitled Funding Source Spreadsheet Upload Excel Template and Funding Source Spreadsheet Upload XLA Macro File (After Download, rename as vfsallcmcro.xla), located on the Cardinal website in Forms under Resources. These two files must be saved to the same directory on your workstation. When downloading the vfsallcmcro file make sure that it has an extension of .xla
2. Open the Funding Source Spreadsheet Upload Excel Template file. A security banner will display within the file
3. Click the Enable Content box on the line that says, Security Warning – Some active content has been disabled. Click for more details
Rev 1/24/2017 Page 5 of 13 General Ledger Job Aid 501 GL336: Applying Funding Sources4. The Miscrosoft Excel Security Notice displays. Select Enable Macros
5. On the Main Menu, under the General section, click the Setup button. The Define Options and Defaults pop-up window displays
a. Enter the Business Unit, Date, and Ledger Group, then click the OK button. These fields will default on all new sheets created
Rev 1/24/2017 Page 6 of 13 General Ledger Job Aid 501 GL336: Applying Funding Sources6. Click the New button under Allocation Sheets. The Fund Source Allocations pop-up window displays
7. In the Fund Source Allocation Sheet Name, enter in a new Fund Source Allocation Sheet Name. Then click the OK button
Note: The Allocation sheet name does not correspond or will not transfer to anything within Cardinal during the upload
Rev 1/24/2017 Page 7 of 13 General Ledger Job Aid 501 GL336: Applying Funding Sources8. Under Header, click the (+)
9. The Fund Source Allocation Header pop-up window displays
10. The values entered from the Setup page (Step 5) should default on the Header
11. Click the OK button
12. The values enter appear in the Header section
Rev 1/24/2017 Page 8 of 13 General Ledger Job Aid 501 GL336: Applying Funding Sources13. Under Line, click the (+). A line should appear to enter the first allocation
14. On the first line, enter the Amount. This is the amount of the Fund Source Value that will be applied to the project
15. Enter the ChartField Value. The Fund Source will be applied to this Project ID
16. Enter the Alloc Method as either Priority or Percentage
17. Enter the Rev Method as Budgeted (used in Cardinal), Collected, or Recognized
18. Enter the Fund Source value
19. After you’ve successfully entered all the lines of the journal, select File, then Save the file
20. Click the Home (house) icon
Rev 1/24/2017 Page 9 of 13 General Ledger Job Aid 501 GL336: Applying Funding Sources21. Select the Write File button under Import Allocations
22. Select the sheet name created. On the Write Fund Source Sheets to File pop-up window in the File Name field, select the location to write the file. You can also rename the file in this field to a logical name to easily sort many files. Then click the OK button
23. Log into Cardinal and navigate using the following path: Main Menu > Commitment Control > Define Control Budgets > Import Fund Source AllocationsRev 1/24/2017 Page 10 of 13 General Ledger Job Aid 501 GL336: Applying Funding Sources24. Enter in the Run Control ID that has been set up for you to import fund source allocations
25. Click the Browse… button and select the .xml file that was saved in step 22. Then click the Upload button
Rev 1/24/2017 Page 11 of 13 General Ledger Job Aid 501 GL336: Applying Funding Sources26. Click the Save button. Then click the Run button
27. Verify the Import Fund Source Allocation process is selected, and then click OK
Rev 1/24/2017 Page 12 of 13
General Ledger Job Aid 501 GL336: Applying Funding Sources Rev 1/24/2017 Page 1 of 13. Funding Sources Overview . Funding sources include expenditure budget amounts and …
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