About project expense tracking
You may have expenses tied to a specific initiative, activity or program. Using project expense tracking (PET), Campus cafe lets you track these expenses so you can later group or roll them up to a single total.
A project expense tracking number contains a project header and project details. For example, if you’re building a new athletic complex, you may create a header for the complex then sub-projects for each component - soccer field, football field, gym, etc.
Prerequisites
Create fiscal years.
Required permissions
Module | Number | Description |
|---|---|---|
General Ledger | 642 | Create project headers |
General Ledger | 646 | Create project details |
Create project
Projects are created in two parts. The header is the overall project and then details let you further segment the project. For example, the overall project is a new athletic complex while the details are the individual facilities such as the soccer field, football field, gym, etc.
Create project header
Go to Accounting > Project Headers.
Click New Record.
In Project Code enter a maximum of three characters to describe the project. For example, ACX for athletic complex.
In Project Desc enter the project’s name. For example, Athletic Complex.
Optionally enter a Location.
Optionally enter a Start Date and End Date corresponding to the project’s timeline.
Optionally enter a First Name and Last Name of the project’s lead.
Optionally enter an Original Amount, Requested Amount and Revised Amount corresponding to the amount initially proposed for the project, the amount sought by the project manager and the adjusted amount.
Click Create.
Create project detail
Once you create the project header, create details to further segment the project. If you don’t need to segment the project, you still must create at least one detail and charge all expenses to that detail.
Go to Accounting > Project Details.
Click New Record.
Select the Project Code.
In Sub Project Code enter one character to segment the project. For example, S for soccer field.
Optionally enter the Fiscal Year associated with the project.
Optionally enter a Related Project.
Optionally enter a Start Date and End Date corresponding to the project detail’s timeline.
Optionally enter an Original Amount, Requested Amount and Revised Amount corresponding to the amount initially proposed for the project, the amount sought by the project manager and the adjusted amount.
Click Create.
