The Accounting module is a powerful managerial accounting and reporting system designed for both central office and department-level administrators. It allows users to manage simultaneously both university-controlled Accounts (funds) and user-defined Cost Centers to track internally controlled budgets or special commitments.

Additionally, the Accounting module supports multiple account structures for organizations that need to manage budgets that combine funds from different corporate entities or affiliates, such as universities, hospitals, and foundations.

When used with the Personnel module, a salary and fringe benefit calculator can project and encumber personnel transactions for individuals or groups of employees and accounts.

Related Resources

Launching the Accounting Module

Each module is accessible from the Department Manager main menu, which appears in the system tray when launched.

Click Accounting to launch the module. The Accounting module menu displays.

Following is a description of the menu system available within the Accounting module.

Understanding the Accounting Module Menu System

The Accounting module main menu comprises drop-down menus for File, Reports, Invoices, Projections, and Special Procedures. Descriptions follow for each menu. Several menus contain sub-menus, which are covered more fully in articles on setting up your system.

File Menu

The File menu contains several options, described briefly here:

File Menu Option	Description
Budgets	Opens the Budget Data Entry screen, where you enter the initial budget and any adjustments to the initial budget
Transactions	Opens the Transaction Data Entry screen, where you enter non-budget transactions, such as income, expenses, and encumbrances
Accounts	Use this screen to define the Account number, general information about the Account, and Account attributes
Cost Centers	Use this screen to define the Cost Center number, general information about the Cost Center, and Cost Center attributes
Object Codes	Use this screen to define Object Codes (also called Minor Codes), Major Codes, Budget Codes, and their corresponding definitions and attributes
Vendor Codes	Enter Vendor information using a code (such as address/customer/Federal ID, and so on)
Principal Investigators	Set up new Principal Investigator (PI) information and maintain existing PI information
Indirect Cost Groups	Use to define the difference Indirect Cost Groups and the Object Codes associated with each
Codes	Opens sub-menus for user-defined codes, such as Accounting, Demographic, Grants, Organizational, and so on
Options	Opens sub-menus for setting data entry dates, invoice numbers, purchase order numbers, and so on
Security	Opens a sub-menu pertaining to security setup and maintenance issues
Setup	Opens a sub-menu where you can configure system parameters for your installation
Printer Setup	Allows you to designate a desired printer
Exit	Closes the Accounting Module

Reports Menu

The Reports menu contains several functions, described briefly here:

Reports Menu Option	Description
Account	Account Reports lists information about individual or groups of accounts in predefined formats
Cost Center	Cost Center Reports lists information for individual or groups of cost centers in predefined formats
ID Code	ID Code Reports lists information about individual identification codes in predefined formats
RT Code	Reference Type Code Reports lists information about individual reference type codes in predefined formats
Vendor	Vendor Reports list information for defined vendors in predefined formats
Management and Trend Analysis	Assists in managing the revenues and expenditures of individual faculty, facilities, or divisions
User-Defined	Allows you to select reports that you have created yourself with Crystal Reports
Code	Displays a list of codes used in the accounting database and contains a sub-menu with the type of Code Reports available
Database Diagnosis	Displays a list of available reports to identify certain potential problems, such as Transactions without PO Numbers and Account Usage Report
Report Setup	Allows you to design or customize specific reports such as Column Report Setup

Projections Menu

The Projections menu contains several functions, described briefly here:

Projections Menu Option	Description
Salary and Benefit	Displays the salary and fringe benefit projections for personnel. This feature uses information contained in the Personnel Module to perform these projections.
Fringe Benefits	Contains a sub-menu that allows you to enter and modify the following: Benefit Code Maintenance, Benefit Packages, Benefit Rates, Benefit Sources, Fringe Benefit Account Rates. This feature is used in conjunction with the Personnel Module.
Column Report Setup	Permits you to design various custom reports.

Special Procedures Menu

The Special Procedures menu contains several functions, described briefly here:

Reports Menu Option	Description
Year End Close	This option is used to transfer data from the active system to the archive system
Import Data	Customized for clients who have purchased a recurring import procedure
Delete Data	Enables you to delete specified data
Load Indirect	Enables you to load indirect expenses into the Accounting Module
Change Acct, Cctr or Obcode	Allows you to change an Account number, Cost Center or Object Code throughout the system
Facility Mgt. Interface	Allows you to interface with the Facility Management Module if purchased

Help Menu

Help content is now available at the Cayuse Help Center, https://support.cayuse.com/hc/en-us.

What's Next?

IF your key role is to...	THEN you may wish to proceed to this topic...
Set up and administer the system	Setting Up Users in the Accounting Module
enter Accounting data and generate reports	Starting Up a Project or Account