DAFR8101

DAFR8101 - DAILY ACCOUNT BALANCES
Report Documentation
September 12, 1991

PURPOSE

This report provides agencies with appropriation status information by budget unit and cash balance information by fund on a cumulative fiscal year-to-date basis.

DESCRIPTION

This report provides appropriation status information for each budget unit that has had activity during the fiscal year. For each budget unit, the appropriation/limitation, receipts, expenditures, and both unliquidated firm and contingent encumbrances are displayed. The unexpended balance and unencumbered balance (both firm and contingent) are computed as appropriate. Also included are the codes for appropriation account type and appropriation type. These two codes determine what information will be displayed and define how the various computations on the report are made. (See Exhibit I, Appropriation Account Codes for a complete listing of code combinations and computational formulae.)
After the last budget unit in each fund, a "Total Fund Cash Balance" is displayed, except for appropriated funds. The fund cash balance provides totals for receipts, expenditures, firm and contingent encumbrances and computes the unexpended balance and the unencumbered balance on both a firm and contingent basis. The "Total Fund Cash Balance" is not provided for appropriated funds within an agency. These funds are controlled statewide and the cash balances for these funds are provided on a separate report page on statewide reports requestable only by central users. The fund cash balance receipts column includes beginning of the year cash + receipts collected during the fiscal year + transfers received - transfers made.

Some agency funds, such as clearing and suspense funds, may not have appropriation status records. In these cases, only a Total Fund Cash Balance will be displayed on the report.
The report page breaks by division and agency.
The report is sorted into agency, fund, budget fiscal year, and budget unit order.
Appropriation totals are provided by division, agency and statewide. These totals are for selected fields only and are provided for comparison and control purposes. Totals are provided for appropriation/limitations, receipts, expenditures, and unliquidated firm and contingent encumbrances.
Cash balance totals are provided by fund, division, agency, and statewide. Totals are provided for receipts, expenditures, and unliquidated firm and contingent encumbrances. The unexpended balance and firm and contingent unencumbered balances are computed based on these totals.

DATA SOURCE

Appropriation File, Cash Control File, and Budget Unit Table

REQUIRED REPORT OPTIONS

Organization Level

0 -	No organization level sort - Information will be displayed without agency or division detail breaks. This would primarily be used at the central level to obtain information statewide without agency breaks.
1 -	Agency sort - Information will be displayed by agency with agency page breaks and totals.
2 -	Division sort - Information will be displayed by division within an agency with page breaks by division and totals by division and agency.

Period

CM -	Current Month - The report will display cumulative year-to-date information through the day in the current month for which the report is generated.
PM -	Prior Month - The report will display cumulative year-to-date information through the end of the prior month.

Generate Date

Specific Date - MMDDYY format - The report will be generated once, on the date specified. The date must be either the current or a valid future date.

Daily - The report will generate each day that the system is cycled.

Month - The report will generate when the monthly reports are printed after the close of the month.

COMMENTS

This report is requestable by agencies.
If an agency wants to monitor account status for both months during concurrent processing periods, a separate daily report request for the prior month must be established on the first working day of the new month. This request should be deleted as soon as the prior month has been closed. If the request is not deleted, the agency will continue to receive the prior month report even though the data will not be changing.
Due to the complexity of creating this report, a listing of existing appropriated funds has been established as part of the program JCL. If there is a change in fund numbers for appropriated funds, Accounting Technical Support and Planning must be notified so they can update the JCL.
The Budget Unit Table is the starting point in creating this report. Due to the possibility of coding errors in this table, edits have been established in the program to check for coding errors. If certain coding errors are discovered, a "999" error message is created on the "A" listings and the reports will not be printed. A separate job has been established that will allow Accounting Technical Support to create the reports once the error conditions have been fixed. In addition, other conditions can also occur which can cause this report to not print. The following situations will cause this report to not print:
1. The appropriated fund listing control card is missing from the JCL.
2. No Cash Control File record exists for an appropriated fund.
3. A Budget Unit Table record has the appropriation type equal to one for a non-appropriated fund.
4. The number of requests in the Report Request Table for this report exceeds 1,000.
"P2" can also be used as a valid period option in selecting this report. P2 will create a cumulative report through the end of the prior-prior month.
The report will reflect the impact of on-line entered transactions that have not been released for final processing and have not yet appeared on the daily transaction registers.

Exhibit I
Appropriation Account Codes

Appropriation Account Types

1 = Expenditure Only
2 = Receipt / Expenditure

Appropriation Types

1 = Appropriated
2 = Limited
3 = No Limit

Appropriation Account Type - Appropriation Type Combinations
1 - 1	Expend. Only - Appropriated - The appropriation is controlled at the account level (budget unit) in the appropriation file and "cash" is controlled at the fund level in the cash control file. Used for the five appropriated funds (1000, 1001, 8001, 8100, & 8600). Unexpended Balance = Appropriation/Limitation - Expenditures Unencumbered Balance(F) = Unexpended Balance - Firm Encumbrances
1 - 2	Expend. Only - Limited - The expenditure limitation is controlled at the account level (budget unit) in the appropriation file and "cash" is controlled at the fund level in the cash control file. Unexpended Balance = Appropriation/Limitation - Expenditures Unencumbered Balance(F) = Unexpended Balance - Firm Encumbrances Unencumbered Balance(C) = Unexpended Balance - Firm Encumbrances - Contingent Encumbrances
1 - 3	Expend. Only - No Limit - The only expenditure limitation is the amount of receipts deposited into the fund. "Cash" is controlled at the fund level in the cash control file. Unexpended Balance = 0.00 Unencumbered Balance(F) = 0.00 Unencumbered Balance(C) = 0.00
2 - 2	Receipt/Expenditure - Limited - The expenditure limitation and "cash" are both controlled at the account level (budget unit) in the appropriation file. There is no cash control file record. Unexpended Balance = lesser of: (1) Appropriation/Limitation - Expenditures or (2) Receipts - Expenditures Unencumbered Balance(F) = Unexpended Balance - Firm Encumbrances Unencumbered Balance(C) = Approp./Limitation - Expenditures - Firm Encumbrances - Contingent Encumbrances
2 - 3	Receipt/Expenditure - No Limit - The only expenditure limitation is the amount of receipts deposited into the account (budget unit). "Cash" is controlled at the account (budget unit) level in the appropriation file. There is no cash control file record. Unexpended Balance = Receipts - Expenditures Unencumbered Balance(F) = Receipts - Expenditures - Firm Encumbrances Unencumbered Balance(C) = Receipts - Expenditures - Firm Encumbrances - Contingent Encumbrances