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Coeus Basics

Money and End Dates

The Money and End Dates tab contains information about funds that relate to an award. Unlike many other tabs, this tab has many interactive elements. This tutorial will explain how to use this tab and the various elements within it.

Default View

The default view of this tab shows the award hierarchy and the dates and amounts that relate to each award. Notice that one of the rows is blue. This indicates the award within the hierarchy that you currently have open. The row highighted in yellow is the currently selected award.

The Total Amounts area has two columns:

• Obligated: The amount the sponsor has made available.
• Anticipated: The amount ASU expects to receive.

The Dates area has three columns:

• Oblg. Eff: This column is not used.
• Oblg. Exp: The end date of the current funding period.
• Final Exp: The projected end date of the performance period.

You can customize the information you want to display by clicking on the "View" buttons at the bottom.

If you click on the Distributed button at the bottom, you will see the amounts obligated and anticipated that have been distributed. This view indicates the dollars that this award account has distributed to other awards in the hierarchy. In this example, account XCS0013 has distributed or "flowed down" a total of $561,231.00 to its children (the awards at the second level of the hierarchy).

If you click on the Distributable button at the bottom, you will see the amounts obligated and anticipated for each member of the hierarchy. If added up, it would equal the total award amount from the sponsor. It also shows funds available for distribution. For example, XCS0013 does not have any funds available at this time.

Summary Button

Select an award by clicking on its row. It will become highlighted in yellow. To see a summary of information about the award you selected, click on the Summary button at the right.

A new window will open with the award summary. This summary is displayed almost identically to the way Medusa would display it. The Prev and Next buttons will display a summary of the previous or next award in the hierarchy.

Budget Button

This button is currently not used.

History Button

This button shows the history of modifications made to the selected award. Select an award and click on the History button.

A new window opens showing the "Award Sequence" information. A new award sequence may be created for any official change to an award. New rows within that sequence will only appear when edits are made to the Money and End Dates tab. When an award is officially modified, a new sequence is created. Within each sequence, there may be times when data need to be edited. For instance, if it is entered incorrectly into Coeus. Each of these edits is given a number and recorded as a new row under the appropriate sequence.

In the example below, the first (and only) row below Award Sequence 1 indicates the account when it is initially set up. The first row of Award Sequence 2 indicates an official modification made to the award. Rows 2 - 5 of Award Sequence 2 show edits made to the Money and End Dates tab that were not part of an official modification.

Notice that both the Obligated Amount and Anticipated Amount areas have a Change column that shows the funding changes that occured in each sequence.

Scrolling to the right the reveals the Last Update area, showing the Time the last update was made and the User who made the update.

At the bottom of this screen you can click on the Previous or Next buttons to see other awards in this hierarchy. The Print button will print everything on this screen except the Last Update area.

To see more details about a particular transaction, select it by clicking on it, then click on the Show Detail Transaction button at the bottom.

A new window opens up showing more detail about that transaction. The buttons at the bottom allow you to customize your view (as on the Money and End Dates tab). Note that there is a new button, Change, which shows the amount change that occurred in that transaction.

Close this window and the History window. You should now be at the Money and End Dates tab.

Expand All Button

This button will expand the award hierarchy tree. It will expand all awards below the currently selected award. The tree can also be expanded and collapsed by double-clicking on each award or by single-clicking on the plus or minus signs at the left.

Go To Button

The award hierarchy tree can become so large that you need to scroll up or down to find another award on the tree. At this point it may be faster to use the Go To button.

Click on the Go To button and the dialog box below will appear. Click on Account Number or Award Number, then type the appropriate number in the field and click OK. The window will scroll to the award corresponding to that number. The account number is the account number as found in ADVANTAGE (e.g., XCS0016). The award number is the Coeus award number (e.g., 014289-003). This feature is only used to find other awards within this particular hierarchy. If you enter an invalid number, nothing will happen after you click OK.

Print Button

This button will print the information on this tab. ALL awards in the award hierarchy will be printed, regardless of whether they are expanded or collapsed, and they will only print in one format, no matter how the view is customized.

Below is an example of what this printout would look like.

Medusa Button

The Medusa button will open up Medusa for the currently selected award. You can learn more in the Medusa tutorial.