State and Federal Matching Detail

WINDOW OVERVIEW:

Note: Only a limited number of DHHS staff persons have the needed security access to make changes to this window.

Business units and matching fund information has been on code tables 1059 and 1104 since N-FOCUS began. The code tables are updated several times throughout the year as fund balances change and new grants are received. The code table is also updated annually for the new federal fiscal year. The annual change is usually a best guess of when the new grant will be available and often requires last minute changes. Because of the immediate need of the code table changes we have moved the code tables to N-FOCUS so they can be updated in real time.

The State and Federal Matching Detail window is accessed from the Main Menu, Goto>Accounting Administration option. The sub-menu Accounting Funds Administration Sub Menu pop up will display. The options on this sub-menu are:

If changes are needed for both tables the Voucher Line Detail should be completed first, followed by the State and Federal Matching Funds table. Often, only one table is being changed, not both.

Click the State and Federal Matching Funds button to open the window.

 

See Also:

Main Menu

Voucher Line Detail

FIELD DESCRIPTIONS:

Matching Lines List Box:

The columns from the 1059 table are replicated in the State and Federal Matching Detail List Box. All columns are listed except for Language. The column headings are:

Note: The Voucher Line Codes are listed in Active/Future Rows Only. The view can be changed by selecting the Include All radio button. The sort order will be based on the line code and end date in descending order.

Note: Filter options are available from the Detail Menu. Filtering is allowed on Line Code, Business Unit and Object.

Detail Group Box:

The Detail group box will display all of the information from the selected line from the Matching Funds List box.

The Federal Percent will not be blank when the percent is zero, zeroes will be displayed.

• If the Federal Percent is zero a State Line Code must be present. There is one exception to the rule, if the program code is 00 a State Line Code is not required.

• If the Federal Percent is 100 then there won’t be a State Line Code.

• If the Federal Percent is not zero but less than 100 there must be a State Line Code.

A warning message will display if attempting to save changes and there hasn’t been a numeric value keyed in the Federal Percentage. It is only a warning as sometimes it may be correct not to change the Federal Percent field.

The Line Codes group box has an out-select arrow for each field. When selected the data from the Voucher Line Detail table will be displayed. Select a line code and return the information. The selected line code begin date must be on or before the begin date of the State-Fed Matching row. The selected line code cannot have closed date, not even a future closed date.

 

ACTION BUTTONS:

Note: The action item options are Replace, Add, Update, End, Delete, and Clear. The actions are also on the Actions menu item. There is an additional item on the Actions menu for clearing a specific line code. Select the row to be changed, make the changes, and then select the appropriate action.

This is a one step action when a line needs to be ended and a new row added. This commonly happens when the Federal percentage needs to be changed.

Note: This is the most common action that will be taken on this page.

  • Select the line to be replaced from the Voucher Lines List Box.
    • The details will display in the Detail Group Box.
  • Enter the new information including a new Begin Date.
  • Select the Replace button.
  • The End Date of the selected row will automatically be entered as the day before the new Begin Date of the new Business Unit.

This button is selected when a line needs to be added. An example of this is when a new program is introduced.

Note: The system will check for existing rows. The new information has to be added tot he Voucher Line table before it can be added to this table. This is where the Out Select arrows should be used.

The only time the Update button is enabled is when an existing row begins on the current day or in the future.

  • If the Begin Date is in the past it cannot be edited and an error message will display.
  • If the begin date is updated the system will automatically change the end date of the previous row so as to not leave a gap in dates.
This button is to be used when a row is being terminated permanently and not being replaced.

The only time Delete is enabled is when an existing row begins on the current day or in the future. If the begin date is in the past it cannot be edited. A message will if any line codes are still being used by the detail being ended.

Note: When a row is deleted the end date of the previous row will be removed so that there is an active row.

Select this button to clear the fields in the Detail Group Box .

 

Clear Line Code

The Clear Line Code action is only available from the Action>Clear Line Code Menu. Select the Line Code to be cleared. Line Code options are:

 

(09-2019)

NFO42R1H (25)