Voucher Line Detail

WINDOW OVERVIEW:

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

Business units and matching fund information has been on code tables 1059 and 1104 since NFOCUS 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 Voucher Line 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 Voucher Line Detail button to open the window.

 

See Also:

Main Menu

State and Federal Matching Detail

 

FIELD DESCRIPTIONS:

Voucher Lines List Box:

The columns from the 1104 table are replicated in the Voucher Lines List Box. All columns are listed except for Language, Sub-Ledger and Sub-Ledger Type. 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.

To view Matching Funds information, select the Detail Menu>State Federal Matching Fund Involvements. The Voucher Line used by Matching Funds pop up will display.

 

Detail Group Box :  This is the description of the field or column.

The Detail Group Box fields populate when a row is selected from the Voucher Lines List Box. The fields included in the Detail Group Box include:

 

 

ACTION BUTTONS:

This button is selected when a line needs to have a new Business Unit and/or new Begin Date.

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. (Typically this will be a new Business Unit and a new Begin Date.)
  • Select the Replace button.
  • The End Date of the changed row will automatically be entered as the day before the new Begin Date of the new Business Unit.

Note: There is an edit check to ensure the Begin and End Dates are consecutive.

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

Note: Add cannot be used if the Line Code is already active. The new information has to be added to this table before the State Federal detail can be added. N-FOCUS will check for existing rows.

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 used to permanently terminate a row that is not being replaced.

Note: The End Date cannot be more than one day in the past.

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

Note: If the begin date is in the past it cannot be deleted. 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 .

 

(09-2019)

NFO42T1H (24)