Prerequisites
Prior to reading the instructions on the Multi-Year Cash Balance by Fund Group Report, it is beneficial to review the following sections of the IU Accounting Standards Book to gain foundational information along with report requirements and best practices:
- Accounting Fundamentals Section
- Chart of Accounts and General Ledger Section
- Financial Statements Section
Overview
The Multi-Year Cash Balance by Fund Group Report was introduced to help monitor, analyze and compare cash balances within a fund group at Indiana University. Comprised of cash in bank, cash on hand, cash revolving funds, cash deposits, and cash in transit, the report is designed to allow comparative measurement and identification of cash balances at the organization, responsibility center, and campus levels on a fiscal year basis. Negative or zero cash balances bring up questions about an entity’s liquidity, and therefore its ability to continue as a going concern. Monitoring cash balances also key in the budget process. Additionally, the Compound Annual Growth Rate (CAGR) is calculated when the report is run for 6 years. The CAGR provides the user with the average returns earned by a fund annually for the preceding 5 years.
How the Multi-Year Cash Balance by Fund Group Report Works
The Multi-Year Cash Balance by Fund Group Report is designed to show comparative cash balances for a desired fund for either 3 or 5 years. Users also have the option to include the current year balances for year over year comparison. Due to report limitation, the current year balance as of date will always be one day in arrears, so the run date and as of date will never provide the same financial data. For example, if a user opts to include current year balances and runs the report on 10/25/2020, the financial information pulled will be as of 10/24/2020. Each set of rows on the report represents an individual fund group. If specific fund group(s) are provided as a parameter, only the specified fund group(s) will be displayed. Otherwise, all fund groups will be displayed. The Cash Balance by Fund Group Report is made up of 3 essential transactions. It is important that users understand what each of these transactions represents. A brief description of what is included in each report line item is provided below:
- Beginning Cash Balance – This represents the opening balance as of July 1 pulled directly from the balance sheet for the periods selected.
- Annual Balance Amount – This represents the net cash transaction amount for the periods selected. A positive cash balance represents an inflow, while a negative balance represents an outflow of cash.
- Ending Cash Balance – This represents the closing cash balance pulled directly from the balance sheet for the same periods.
The Multi-Year Cash Balance by Fund Group Report can be located at the top of this page - refer to the top right blue button labeled "Go to Report" which will automatically redirect users to the report within the Controller's Office Reporting Tools.
In addition, the report can be found in One.IU. To find the report, search for “Controller’s Office Reporting Tools” in the search bar, and select Controller’s Office Reporting Tools (Report Center) in the drop down menu. Mark this task as a favorite by clicking the heart icon next to the start button and then select Start or click on title.
Once in the Controller’s Office Reporting Tools, users will see all available reporting tiles. Navigate to the Assets Folder. A new tile opens, which displays all the available assest reports. Select Multi-Year Cash Balance by Fund Group Report.
Running the Report
Define the search parameters to return results relevant to your organization or to a specific account. The search parameters available in the Multi-Year Cash Balance by Fund Group Report are divided into three parameter types: chart of account report parameters, report specific parameters and display parameters.
If there are questions related to running the report, requirements or reviewing results, please contact your (RC) fiscal officer or campus office. Each campus may have individual specific requirements related to Multi-Year Cash Balance by Fund Group Report, be sure to reach out to the related campus office or fiscal officer prior to quarter closings.
General Notes: Do not include any special characters other than approved wildcards in any of the below parameters. Additionally, do not run reports by campus as it will take up valuable computing services.
A number of parameters are available to assist users. Users can enter the responsibility center (RC) code and organization code for their respective organization. At this time, all of the parameters are optional; however, this may result in a long report run time. If unsure, several of the parameters have a valid values function which displays the available codes and corresponding descriptions.
| Parameter | Description |
|---|---|
| University Fiscal Year | Used to limit report to a specific fiscal year(s). |
| University Fiscal Period Code | Used to limit report to a specific fiscal period(s). |
| Chart Code | Used to limit report to one or more specific chart of accounts. For assistance determining your chart code, refer to KFS Chart Lookup. |
| Campus | Used to limit report to a specific campus. |
| Responsibility Center Code | Used to limit to a specific RC. Users are encouraged to use this parameter in conjunction with a chart of accounts code. For assistance determining your RC code, refer to KFS RC Lookup. |
| Organization Code | Used to limit report to a specific organization code. Users are encouraged to use this parameter in conjunction with a chart code. |
| Fund Group Code | Used to limit report to specific fund group(s). |
| Sub-Fund Group Code | Used to limit report to specific sub-fund group(s). |
| Include Organization Hierarchy | Check/Uncheck – By selecting the organization hierarchy, users will be able to see all data from the selected organization plus any organizations that report to the selected organization. |
A report specific parameter is a parameter that is limited to a single or small group of reports. For example, on the Multi-Year Cash Balance by Fund Group Report users would expect to see a parameter to Exclude 01* Accounts but that is likely not going to be applicable on the majority of other reports.
| Parameter | Description |
|---|---|
| Exclude 01* Accounts | Check/Uncheck - if checked, excludes all accounts with leading digits “01” from report. |
| Exclude Campus Consolidation Accounts | Check/Uncheck - if checked, excludes all campus consolidation accounts from report. |
| Exclude Treasury Accounts | Check/Uncheck - if checked, excludes all Treasury accounts from report. |
Display parameters are parameters that define and restrict the visual presentation of the Multi-Year Cash Balance by Fund Group report. They are found on the lower part of the parameters.
| Parameter | Description |
|---|---|
| Include Closed Accounts | Check/Uncheck – includes the accounts closed during and in prior periods. Users are encouraged to check this box especially for comparative periods. |
| Number of Years to Display | Used to limit report to specific period; three options:
Note: Output will be displayed each fiscal year for the period selected. |
| Select the Output Format | Automatically selected as Excel. |
| Select the Output Destination | The user has the option to choose where they want their report to go once it is ready. The user can either Wait for it to pop up on the screen or have it sent to their Email. If the user selects email output destination, an email will be sent with the link to you selected output format (excel or html). |
Click Save Parameter Settings to save your parameters for future use of this report. For instructions on how to save settings, review the Save Parameter Settings document on the Controller’s Office Reporting Tools page.