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Department Index

Overdraft Help: Custom Profile Criteria

Summary: Use the Overdraft Custom Profile Criteria screen to create profile detail records based on criteria that you select.

What is overdraft reporting all about? Go to the Overdraft Reporting Overview for more information.

When creating a custom profile, consider the scope of your department’s operations to generate an effective overdraft balance report. The recommended approach is to begin with a broad scope and then refine it to the operational level required by previewing the results.

Click a link for help on a particular part of this page:

Detail Name

Selection Scope

Reporting Criteria

Submit buttons

Note: You must complete the fields that have a small red arrow next to the description. All other fields are optional.

Detail Name:

Enter the detail record name in this field. You are limited to 15 characters.

SELECTION SCOPE

Your overdraft reports are based on the IFOAPAL information you choose. Your selections will determine what overdraft balances are available for reporting purposes. Selection choices include:

Index: If you enter an index number, you should not enter any other selection scope criteria.

Fund: You can select a fund number from the fund hierarchy from any level. Click the magnifying glass icon above the field or see the Financial Analysis Office's Web site for more information. You can select a fund number by itself or in conjunction with the organization and program codes.
Hint: If you are unfamiliar with fund hierarchies, fund level 5, e.g., 12345A, is recommended. This is the lowest fund level and provides the greatest detail.

Organization: You can select an organization code from any level. Click the magnifying glass icon above the field or see the Financial Analysis Office's Web site for more information. You can use an organization code by itself or with fund and program codes.

Program: You can enter a program code by itself or in conjunction with the fund and organization codes.
Warning: If you enter a program code by itself, it will generate an Overdraft Balance report containing campus-wide information. This will take a long time. Be sure to enter an organization code in the selection scope unless you want results for the entire campus.

Project: If you have created a project within FinancialLink, you can use it for your overdraft report selection. You should not enter any other selection scope criteria.

PI (Principal Investigator) or FinMgr (Financial Manager): Use these fields to select overdraft balances related to a specific individual. To use this field, type in the full name or use the Find button to locate an individual based on a partial name. If the search returns more than one name, click the down arrow next to Please Select to view the list of names. Use the Clear button to erase the names and start another search.

Note: The source for PI or FinMgr information is IFIS. To request corrections or additions, contact General Accounting or OPAFS.

REPORTING CRITERIA

Reporting Presentation

Click the down-arrow to select one of the available reporting presentation options. For recommended reporting presentations, click one of the links below based on your selection scope:

If the reporting presentation conflicts with the selection scope criteria, the system will deliver a warning message and you will have to make another selection.

There are many combinations of Selection Scope and Reporting Criteria (described in the following section) available to create your profile. For information regarding valid combinations of these criteria, see Valid Combinations for Selection Scope and Reporting Criteria.

Sort by Wizard

In addition to the Reporting Presentation (above), you may also change the order in which the report is sorted by clicking the Sort by Wizard button.

Balance Filters

The balance filter option dictates which account codes are included in the overdraft calculation. The table below displays the recommended balance filter depending on the type of fund. For more information about valid balance filter and reporting presentation combinations, see Reporting Presentation, above.

Fund type	Balance filter	Account code categories
Campus-wide funds	Expenditures with IDC (no revenue and no transfers)	Expenses: 600000 series Indirect costs: 823800 and 823801
Sponsored project funds	Expenditures with IDC (no revenue and no transfers)	Expenses: 600000 series Indirect costs: 823800 and 823801
Central Office special purpose reporting	Expenditures (with IDC) and transfers (no revenue)	Expenses: 600000 series Transfers: 700000 series Indirect costs: 823800 and 823801
Self-supporting activities, reserve, and plant funds	Overall with revenue, expenditures with IDC, and transfers	Revenues: 500000 series Expenses: 600000 series Transfers: 700000 series Indirect costs: 823800 and 823801

Overdraft Balance Greater Than

If you don't enter an amount, the system defaults to zero and reports all overdraft balances regardless of amount. Use the zero balance initially to provide the broadest range of activity.

Time in Overdraft

Use this field to filter out overdraft balances based on the length of time the balance has been in overdraft. Select 1 Month to provide the broadest scope of activity on the initial test. This is the system default.

Overdraft Codes to be (None/Included/Excluded)

Sixteen codes describe conditions and actions frequently related to an overdraft balance. Use these codes to prepare your resolution plan (for more policy information about resolution plans, refer to the Overdraft PPM, Attachment I, Overdraft Resolution Guidelines, page 7.) Enter these codes while viewing the Overdraft Preview or Overdraft Balance Report.

Select None when you initially create profiles to provide the broadest scope of activity on the initial test.
Select Excluded to filter out balances where previous actions have been completed. Click the codes you wnat to filter out and the resulting report will contain only those balances that require your review. For example, code #1 identifies all the overdraft balances under $25. You may want to exclude these from your review.
Select Included to view reports that contain only the selected codes. For example, code #16 indicates that the department has reviewed the overdraft balance, and no resolution plan is yet in place. Department managers, deans' offices, and others can use this code to view only those overdraft balances requiring resolution plans.

Reviewing results

After completing the Overdrfat Profile Criteria Detail screen, look at the results of your selection and reporting criteria by clicking the Save Detail button followed by the Preview button. You can then return to this page, change the filters, and repeat the preview process until you achieve the desired overdraft balance report results.

SUBMIT BUTTONS

Use the gray buttons at the bottom of the page to:

Copy: This selection makes an identical copy of the current Profile Criteria. You can then change the IFOAPAL information and any of the reporting criteria to meet specific needs.
Note: Before copying, be sure that you have saved the current Profile Criteria. After copying, be sure to click the Save Detail button to save the copy.

Save Detail: Use this selection to save this Profile Criteria in the Criteria Detail Records list for the current profile. You can continue to modify this profile and preview the results.

Preview: This selection runs the Overdraft Preview report and lets you view the results of the selected criteria.

Delete Detail: Clicking this button completely deletes this criteria record. This action cannot be reversed.

Clear: Use this selection to clear all fields and to return all selection criteria to the system defaults.

Questions? See OPAFS Contacts.