Funds Used

Purpose

  • This report is used to verify the values displayed in the Funds Management are correct for each Department and GL Account that has Funds assigned in the Used column.

How to Access

  1. On the navigation bar, click the Reports Tab

  2. Under the Funds Reports section, locate the tab called Funds Used and click the tab

  3. Once the report is displayed, below the following information should be displayed
    • Filter Section: Filter by:

      • Sku/Description

      • Year Month

      • Department

      • GL Account

      • Order Code

    • Columns Displayed:

      • Department

      • GL Account

      • PO Number

      • PO Date

      • PO Status

      • Vendor

      • Item Sku

      • Item Description

      • Item Quantity Ordered

      • PO Net Value

      • Item Quantity Received

      • Receive Price

      • Receive Net Value

How to Audit

  1. On the navigation bar, click the Reports Tab

  2. Under the Funds Reports section, locate the tab called Funds Used and click the tab

  3. Select a date range

  4. Export the Report to Excel using the export button located under the Actions button

  5. Verify the columns on the export match the columns in the system

  6. Verify the Net Values and Grand Total value on the export match the values in the system.

  7. Run a formula to verify the Po Net Value for each line item is correct. Formula (Quantity Ordered*PO Unit Price = PO Net Value)

  8. Sum all of the Net Values from step 7 and verify the overall Net Total is correct

  9. Run a formula to verify the Po Net Value for each line item is correct. Formula (Quantity Received*Receive Price = Receive Net Value)

  10. Sum all of the Net Values from step 9 and verify the overall Net Total is correct

  11. In a new tab on the system, click the Maintenance tab on the Navigation Bar and select Funds Management from the drop-down menu.

  12. Filter the Funds Management page to the same date range as the report.

  13. Using the Funds Management and the Report, compare the data displayed in the Funds Management is reflected on the Report for at least three (3) Departments and GL Accounts.

  14. Using the Purchase Order Code, go to the Purchase Order list page, search for the Purchase Order and confirm the data displayed in the report match the data displayed on the Purchase Order for at least three (3) transactions.

  15. Using the same transactions from step 14, click on the corresponding Receive Notes and confirm the data displayed in the report match the data displayed on the receive note.

  16. Test all filters available and verify the data displayed match the export, funds management and purchase order.

  17. Verify only Purchase Orders that are at processed or receiving status are displayed in the report.

Things to Know

  1. The data displayed on the report is based on the filters selected

  2. Under the Actions button, the user has the ability to export the report to excel

  3. An Item Count and the Report Grand Total is placed at the top of the report

  4. Only Purchase Orders which are at processed or receiving status should be displayed in the report