Instructions for Running a Summary Grant Ledger Sheet in BW
Log onto the myUK Portal, using your Active Directory ID and password. If you do not have this information, please contact your college business officer.
Choose the BW Web Reporting Icon:
Choose the End User Composite Role for InfoArea Finance – Ledger Reports
Open the Role BWP-Reports-Ledger
Choose Grants Management
Choose the Grant Ledger
A new window will pop up on the desktop. This is known as the variables screen. The user must enter certain pieces of information on this screen to receive a report. The required fields are:
Fiscal Period/Year – User enters
Company Code – Defaulted
G/L account – Defaulted
Sponsored Class – Defaulted
Funds Center - Defaulted
Enter the Fiscal Period/Year as follows:
Fiscal Year is the four digit year University of Kentucky Fiscal year. For example:
July 1, 2004 – June 30, 2005 = Fiscal Year 2005
July 1, 2005 – June 30, 2006 = Fiscal Year 2006
July 1, 2006 – June 30, 2007 = Fiscal Year 2007
Period is a three-digit period relating the month within the fiscal year. For example:
July = 001
August = 002
September = 003
October = 004
November = 005
December = 006
January = 007
February = 008
March = 009
April = 010
May = 011
June = 012
The fiscal period/year value would be entered as 009/2006 for March 2006:
Enter the grant in the Grant field:
Alternatively, enter the Prime grant number, if the grant has multiple scope accounts:
Choose the Check icon to verify the information you entered is found in the Business Warehouse.
Then choose the Execute icon.
This will bring up the detail of the grant transactions for the period entered:
The default shows all detail information. A view has been saved to display the summary if this is what is needed. To display the summary only, select the Open view hyperlink:
The following box is displayed:
Choose the view Grant Summary (SPCLASS) Ledger. It will bring in the following description in the selected object tab: ZJAMILE1_QZGM_C01_5005.
Choose the Transfer icon. When the data returns, use the Variable Screen icon.
When the variable screen reappears, re-enter the grant number:
The following summary is displayed.
Additional grants or periods may be run by using the Variable Screen icon and entering a new grant number and/or fiscal year period.
Multiple grants may be entered by using the Insert Row icon and adding multiple grants. When this feature is used, all grant totals are aggregated on the final result line of the report.
Interpreting the Summary Ledger Sheet
Unreleased budget - Will contain any budget sent from the Office of Sponsored Projects Administration to the Sponsored Projects Accounting Department that has not yet been released.
Released budget – Budget currently available for expensing
Revenue & Expenditure – Expenses incurred in the period selected on the variables screen
Cumulative Revenue & Expenditure – Expenses incurred since the beginning of the current budget period of the grant
Encumbrances from GM & Requisitions – Encumbrances that are posted to the grant and reserved for requisitions
Encumbrances for PO – Encumbrances that are posted to the grant for purchase orders
FI Parked Documents – Documents that have consumed budget on the grant, but have not been fully authorized by the responsible university official
Available Released Budget – The remaining available budget amount
% Available Released Budget – The remaining percentage of the budget available on the associated line
Interpreting the Detail Ledger Sheet
G/L Account – The general ledger account that gives detail accounting expense information. This detail is needed for institutional financial reporting and for verifying that the expenses posted to the grant match paperwork submitted for processing.