ABCRS Expenditure Instructions

V.3 June 2019

Contents A. Entering Expenditures on a Single Project ............................................................................................ 2

B. Uploading Expenditures on Multiple Projects at One Time .................................................................. 7

C. Seeing Proceeds Subaccount Balances ............................................................................................... 15

D. Entering a Control Agency Fee Not Associated With a Project ........................................................... 19

E. Clearing Expenditures ......................................................................................................................... 22

F. Expenditure Corrections ..................................................................................................................... 25

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A. Entering Expenditures on a Single Project

1. Go into the project in ABCRS by clicking on the Projects button and then View in the project list.

2. Click on the Expenditure button.

3. You will see this new screen. Click on “New” to add a new expenditure. Any prior expenditures that have already been reported in a yearly drill will also show.

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4. In this pop up you will do the following and then click “Next”: − Funding – If this project is paid from only one funding program, it will automatically show. If

this box is blank than there is more than one funding program so click in the box and choose one.

− Document Type – Your choices are Adjustment, Claim Schedule, Control Agency Fee, PFA or

Voucher. Most entries will either be Claim Schedule or PFA until departments start using FI$Cal, and then Voucher will be used.

− Document Identifier – This will usually be a claim schedule, PFA or voucher number or anything to help you identify this transaction.

− Start Date – Will automatically fill in with today’s date but can be changed. Usually that is

the date that you have prepared the claim schedule, PFA or voucher.

− To SCO Date – This is the date that the claim schedule or PFA was actually sent to the SCO.

− Cleared Date – Can be left blank for now or filled in if this is an older claim and you know that it has already been cleared.

− Journal Entry – The journal entry number can be left blank for now or filled in if this is an

older claim and you know that it has already been cleared.

− Comment – can be left blank but should be used to describe any type of adjustment such as a correction or reimbursement.

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5. This screen is where you will assign the bond sale you want to use to pay this item by clicking on “Add Bond Sale”.

6. A list of your Bond Sales showing remaining balances shows up. You will see the STO Determination Capital Type and Cash Type at the top. You will also see the Proceed Subaccount column to the left. Note: If your project is not eligible to use BAB funding based on the STO Capital Type, then those sales will not show up as available.

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7. Check the box for the Bond Sales that you want to use. You can pick multiple sales if you wish to use up small amounts. Then click the button in the bottom right.

8. Enter the amounts in the Amount column and click “Next”. The system will validate that you are not entering more than what the bond sale has available.

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9. The next screen is a summary of the prior screen. If you want to change something click “Back”, if everything is okay then click Finish.

10. If you click on “Copy Grid to Clipboard” you will see this alert, click OK. You can now paste this information into an Excel or Word document if you want to print something for the hard copy file.

11. You now see the older yearly expenditure on the first line and the two expenditures just created using the expenditure wizard.

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B. Uploading Expenditures on Multiple Projects at One Time

1. On the Home screen, click on Templates.

2. Click on the Expenditure Import Worksheet Template.

3. You can click either Open or Save as. This template can be saved in any folder and does not need to be saved to a Trusted Site folder.

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4. You should now see a regular Excel document. Your first step should be to click on the Proceed Subaccount header.

5. This will open a list of all departments’ bond sales. If you are logged in to ABCRS you can also see this information by following the steps outlined in Section C.

6. F lter for the Proposition and your Org name to see just your sales and balances. NOTE: the filter is case sensitive. Once you identify which bond sale you want to use locate the Proceed Subaccount number. This will be used spreadsheet.

o fill in the Proceed Subaccount column in the Excel

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7. Fill in all of the fields. You can use different bond sales to pay amounts on the same project or claim schedule/PFA. NOTE: The Project Reference Number is case sensitive and must have the same spaces and symbols that are in ABCRS. Also, if you mistakenly use someone else’s Proceed Subaccount number the system will not validate it and the document won’t be imported.

SAVE THIS DOCUMENT. You can open it and add to it at any time and do not need to be logged into ABCRS to do so.

8. When you are ready to import the Excel spreadsheet, go to Home, then click XL Import.

9. Click on “Select File” which will open your browser, click on your spreadsheet and then Open.

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10. You will see a summary of your spreadsheet.

11. Then click “Validate” in lower right corner.

12. You may see this message if something needs to be fixed, if not skip to step 20.

13. If you see the File Invalid message then click the Validation Summary tab.

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14. If you see this message, then the project is funded from more than one program.

16. On the pop‐ up screen, select which funding program the item should be paid from and then click Close.

17. Then click “Validate” again in lower right corner.

15. The Select Funding button will turn blue and be enabled. Click on that.

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18. If the error message is something other than in step 14, then you will see information on what needs to be fixed.

19. Go back to the Spreadsheet’s Contents tab, and click Clear. You will then need to go back to your spreadsheet, make the changes and then Import again. It is an all or nothing import. Everything must be correct and will not do a partial import.

20. If the entries pass validation you will see a green check mark in the “Valid” column.

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21. You must now click the Import button in the lower right or the expenditures won’t be imported.

22. You should then see this message.

23. You can also Export this information to Excel if you need a copy of the validated information.

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24. We now have the older yearly expenditure on the first line, the two expenditures created using the expenditure wizard on the next two lines and the two expenditures created using the import tool on the last two lines.

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C. Seeing Proceeds Subaccount Balances

1. Click on the Proceeds button for the Proposition you which to see.

2. You will see a grid for all departments regardless of your permissions but only for the bond that

you picked. You should filter for your department as a first step by clicking the funnel in the Dist. To column.

3. Then click on your department in the pop‐up.

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4. You now will see a list of your departments Bond Sales along with: • Dist. Amount – Amount originally distributed to you • Expenditures – Amount you have entered into ABCRS as being spent against that

bond sale. • External Exp. – Only amounts for DWR that are stored in the BRASS system. • Remaining – The remaining balance you have to spend from that bond sale.

5. You can also export this grid to Excel if want to perform some calculations on it.

6. Clicking on the Report button will bring up a report of your expenditures.

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7. This report is very similar to the Cert Fo m report and shows all of the expenditures reported by a department for that Proposition’s Bond Sale. The older yearly expenditures have been converted and the last day of the fiscal ear was used as the cleared date. Newer entries will have a claim schedule number, date sent to SCO, and eventually a cleared date and JE number. You can also see the balance of the distribution in the upper right corner, which shows the history of when proceeds were either added or deducted from your bond sale.

8. Clicking on Ex enditures will bring you to a new screen.

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9. On this screen you can see all of the expenditures attributed to that sale and go see an individual project by clicking on the View button.

10. You can click the Export button to view this information in Excel.

11. Click Back to Proceed Balances to go ba k to the previous screen.

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D. Entering a Control Agency Fee Not Associated With a Project

1. Click on the Proceeds button for the Proposition you will be assigning the fee.

2. F lter for your bond sales, as explained above, and identify the bond sale you will be using.

3. Click on the “Control Agency Fees” button in lower right corner.

4. Click on “Create Fee”

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5. Pick a Fee Type in the drop down box, enter an amount in Fee Amount.

6. You must also choose the Bond Sale Distribution by either scrolling through the list and finding the bond sale or you can type in the Distribution ID (i.e. 2282) and it will skip right to that one.

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7. Then click Finish.

8. The fee will now show under Proposition 84 and will be deducted from that bond sale in the balances.

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E. Clearing Expenditures

1. On the Home page click the “Clear” button.

2. Enter the Start Date parameters and/or Bond Sale you want to search for. You can choose to see “Not Cleared” or “Cleared”. Then click on “Expenditure Search”.

3. You will see results only for your departments Org Code, but you may want to filter this list further by Proceed Subaccount, Claim Schedule number, To SCO Date, etc. by clicking on the funnel.

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4. The sum of the filtered list will show on the bottom of the page in order to match the Journal Entry amounts.

6. If you have many lines you can check the boxes in the first column, then click “Update Selected”.

7. Enter the Cleared Date and Journal Entry numbers and click Update. It will then populate all of the lines you have selected with that information.

Then click Save. These lines will disappear because they have now been cleared, but you can also see them again by searching for them and choosing the “Cleared” box.

5. F ll in the Cleared Date and Journal Entry number by typing in the boxes OR

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8. When we go back to the projects expenditures page, we see the Cleared Date and Journal Entry number has been added.

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F. Expenditure Corrections

1. For simple data entry errors you may click in the Doc Identifier, Amount and Start Date field to change the information there.

2. If you want to delete a whole record click on the line you want to delete (it will turn dark gray) then hit the “Delete” button.

Please Note:

• Corrections and deletions can only be made by department staff on uncleared records. If you need to make a change to items that you already cleared, please contact your bond coordinator f r help.

• If you need to make a change to a PL2 or Bond Sale you will have to delete the current record and create a new one.

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3. For corrections such as Abatements, Claim Cuts, Correction Letter (etc.) you will leave the original entry alone, and follow the instructions in Section A about adding a new expenditure. You will pick Adjustment in the Document Type and make a Comment about what type of transaction you are entering. You will then enter a negative amount, even if the bond sale balance is zero, it will let you.