FAMIS Control Screens User Manual Version 2.0 March 2014 FAMIS Services The Texas A&M University System . 2014 The Texas A&M University System – All Rights Reserved Introduction The purpose of this manual is to assist in understanding and utilizing the control screens in the Financial Accounting Management Information System (FAMIS). As an integral part of the system, these screens determine how different functions will process. FAMIS is an accounting system that responds to financial regulations applicable to educational institutions. All applications access a common database that allows different users to access identical information. Applications include Financial Accounting, Purchasing, Receiving, Fixed Assets, Annual Financial Reporting, and Sponsored Research. Manuals for these applications are available for users on our website: http://www.tamus.edu/offices/famis/. This manual covers the tables and screens that control the processing within FAMIS. All associated screens and processing information are included, along with field descriptions. The required fields are designated by a diamond symbol (.). Data entry information (Help) can be accessed on some screen fields with the use of the PF2 key or typing an asterisk (*) or question mark (?) in the field. The FAMIS User Manuals are in a constant state of revision due to screen updates, changes in procedures, and a multitude of other reasons. If you would like to make suggestions or call attention to errors, please contact us at (979) 458-6464, or copy the page with the error, note the correction or suggestion, and send it to one of the following addresses: College Station based: FAMIS Services The Texas A&M University System 1144 TAMU College Station, TX 77843-1144 Non-College Station based: FAMIS Services The Texas A&M University System 301 Tarrow Street College Station, TX 77840-7896 Table of Contents PAGE I Introduction S01, S02, S03, Control Screens and Tables Menus ................................................ I-8 M45, M62 II General Purpose Tables Screen 842 Campus Allow Flag Maintenance ................................................... II-3 Screen 843 Campus Control Flag Maintenance ................................................ II-5 Screen 882 Current Session Campus and/or Fiscal Year ................................... II-6 Screen 883 Campus Access Control .................................................................. II-8 Screen 850 Person File Maintenance ................................................................ II-12 Screen 852 Person Alias Maintenance .............................................................. II-16 Screen 858 UIN Verification .............................................................................. II-18 Screen 859 BPP Verification .............................................................................. II-21 Screen 851 Mail Code Maintenance ................................................................. II-24 Screen 853 Generic Table File Maintenance ..................................................... II-26 Screen 860 Department Table Maintenance .................................................... II-28 Screen 886 Account Audit Trail Inquiry ............................................................. II-33 Screen 899 Maintain Dictionary Values ............................................................ II-36 Screen 995 Error Display ................................................................................... II-38 III Chart of Accounts Control Records Screen 801 General Ledger Chart of Accounts Table ........................................ III-3 Screen 802 Subsidiary Ledger Chart of Accounts Table .................................... III-5 Screen 803 Global Subcode Edit Table .............................................................. III-7 Screen 804 Automatic Budget Reallocation Rules ............................................ III-10 Screen 805 GL Subcode Descriptions ................................................................ III-12 Screen 806 SL Subcode Descriptions................................................................. III-14 IV Financial Accounting Control Records Screen 821 Financial Accounting Control Record ............................................. IV-3 Screen 811 Cost Reference Table Maintenance ............................................... IV-6 Screen 831 Maintain Interdepartmental Transfer Table .................................. IV-9 V Accounts Payable Control Records Screen 822 Accounts Payable Control Record .................................................. V-3 Screen 807 Vendor Check Limits ....................................................................... V-6 Screen 808 Discount Table ................................................................................ V-7 Screen 809 Tax Code Table ............................................................................... V-10 Screen 810 Currency Code Table ...................................................................... V-12 Screen 812 Invoice Problem Text Maintenance (PIP) ....................................... V-13 Screen 833 Maintain AP Bank Information ....................................................... V-15 Screen 834 Voucher Type Create ...................................................................... V-18 Screen 835 Last Voucher Number Table List .................................................... V-20 Screen 838 AP/Invoice Contact Maintenance .................................................. V-21 Screen 817 Comptroller Codes Subject to Interest ........................................... V-23 Table of Contents (cont’d) PAGE Screen 816 ACH Holiday Table .......................................................................... V-25 Screen 818 State and Local Holiday Table ........................................................ V-27 Screen 819 State Holiday Table......................................................................... V-30 VI Accounts Receivable Control Records Screen 680 Accounts Receivable Control Record ............................................. VI-3 Screen 681 Invoice Prefix Create ...................................................................... VI-6 Screen 682 Invoice Prefixes – Last Number Used ............................................. VI-8 Screen 683 Past Due Letter Text Maintenance ................................................. VI-9 VII Payroll Control Records Screen 823 Payroll Interface Control Record .................................................... VII-3 Screen 830 Payroll Empl. Payment Cr. Acct Table ............................................ VII-7 Screen 836 Beginning Budget Entries Table ..................................................... VII-9 Screen 837 Insurance Liability Accounts Table ................................................. VII-11 Screen 839 InterAgency Payment Account Table ............................................. VII-13 VIII USAS Control Records Screen 840 USAS Strategy Table Maintenance ................................................. VIII-3 Screen 841 Legal/Descriptive Text Maintenance .............................................. VIII-7 IX Purchasing Control Tables Purchasing Control Screen 310 Purchasing Controls ........................................................................ IX-3 Screen 311 Purchasing. System Controls – Part 2 ............................................. IX-7 Screen 312 Document Category Maintenance ................................................. IX-9 Screen 854 Create Type/Prefix.......................................................................... IX-15 Screen 855 Type/Prefix Display ......................................................................... IX-17 Screen 304 Requisition Deadlines by Fund ....................................................... IX-19 Screen 306 Maintain Exempt Object Code Table ............................................. IX-20 Screen 309 Purchasing Limited/Exempt/PIP Controls ...................................... IX-22 Screen 950 Electronic Documents Profile ......................................................... IX-27 Purchasing Attribute Controls Document Attribute Controls Basic Concepts ................................ IX-30 Screen 313 Special Text Code Maintenance ..................................................... IX-31 Screen 314 Purchasing Office Maintenance ..................................................... IX-34 Screen 315 Buyer Code Maintenance ............................................................... IX-36 Screen 316 Ship To/Invoice To Addresses ........................................................ IX-39 Screen 317 Standard Text Code Maintenance .................................................. IX-41 Screen 318 Type of Funds ................................................................................. IX-43 Screen 319 Type of Orders ................................................................................ IX-45 Table of Contents (cont’d) PAGE Purchasing Printing Controls Document Printing Controls Basic Concepts .................................. IX-47 Screen 307 Purchasing Print Defaults ............................................................... IX-48 Screen 308 Printer Maintenance ...................................................................... IX-51 Screen 215 Print Purchase Document .............................................................. IX-53 Screen 216 Print Bid document ........................................................................ IX-56 Screen 857 Maintain Batch Tables .................................................................... IX-60 X Bulletin Board Tables Screen 832 Topic ID Maintenance – Bulletin Board .......................................... X-3 Screen 305 Purchasing Campus Bulletin Board ................................................ X-5 XI APPENDIX Control Screens List ........................................................................ XI-3 Document Inquiry Pop-Up Windows ............................................. XI-8 Standard PF Keys ............................................................................ XI-12 FAMIS Transaction Codes ............................................................... XI-21 Financial Accounting Transactions Codes ................................ XI-21 Accounts Payable Voucher Transaction Codes ........................ XI-22 Glossary .......................................................................................... XI-23 ---------- SPR CONTROL TABLES See the Sponsored Research User’s Manual FFX CONTROL TABLES See the Fixed Assets User’s Manual Control Screens and Tables Menus FAMIS is screen driven. Users navigate through a variety of screens to access data. Each screen in FAMIS has a number that is see in the top left corner of the screen. All the Menus begin with the letter “M” to distinguish these screens from others. Below is a series of screens showing the menus that list the screens covered in this manual. Menu S01 – FA/AP System Tables Menu S01 FA/AP System Tables Menu 10/30/13 10:53 FY 2014 CC 02 Screen: ___ *----- Processing Control Tables -----* *----- System Control Records -----* 801 - GL Chart of Accounts Table 821 - Fin. Accounting Control Record 802 - SL Chart of Accounts Table 822 - Accts. Payable Control Record 803 - Global Subcode Edit Table 823 - Payroll Inter. Control Record 804 - Automatic Budget Realloc Rules 827 - eTravel Control Record 805 - GL Subcode Descriptions 806 - SL Subcode Descriptions 842 - Campus Allow Flag Maint 807 - Vendor Check Limits 843 - Campus Control Flag Maint. 808 - Discount Table 809 - Tax Code Table 882 - Current Session / Fiscal Year 883 - Campus Access Control 810 - Currency Code Table 811 - Cost Reference Table Maint 812 - Invoice Problem Text Maint Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp This menu contains Part 1 of the screens necessary to perform the general purposes processes. Menu S02 – FRS Miscellaneous Tables Menu S02 FRS Miscellaneous Tables 10/30/13 10:54 FY 2014 CC 02 Screen: ___ *--- General Purpose Table Screens ---* 816 - ACH Holiday Table 840 - USAS Strategy Table Maint. 817 - Comp Codes Subject to Interest 841 - LDT Code Maintenance 818 - State and Local Holiday Table 819 - State Holiday Table S03 - FRS Misc. Tables Continued 830 - Payroll Empl. Payment Cr. Acct Table 831 - Interdepartmental Transfer Table 832 - Topic Id Maintenance 833 - Maintain AP Bank Information 834 - Voucher Type Create 835 - Last Voucher Number Table List 836 - Beginning Budget Entries Table 837 - Insurance Liability Account Table 838 - Contact Maintenance 839 - InterAgency Payment Account Table Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Control Screens and Tables Menus (cont’d) This menu is a continuation of the General Purpose Table Screens. Menu S03 – FRS Miscellaneous Tables Continued Menu S03 FRS Miscellaneous Tables Continued 10/30/13 10:56 FY 2014 CC 02 Screen: ___ *--- General Purpose Table Screens ---* 850 - Person Information 860 - Department Table Maintenance 851 - Mail Code File Maintenance 852 - Person Alias Maintenance 861 - BPP Table Inquiry 853 - Generic Table 854 - Type/Prefix Create (Pur) 862 - Travel Authorization Inquiry 855 - Type/Prefix Display 886 - Account Audit Trail Inquiry 856 - Budget Generic Table 899 - Maintain Dictionary Values 857 - Batch Table Maintenance 858 - UIN Verification S02 - FRS Miscellaneous Tables 859 - BPP Verification Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Menu M45 – Purchasing Technical Menu M45 Purchasing Technical Menu 10/30/13 10:56 FY 2014 CC 02 Screen: ___ * ----- Control Tables Maintenance ---------- * 304 Requisition Deadlines by Fund 305 Purchasing Campus BB Entry 306 Maintain Exempt/Delegation Object Code Table 307 Purchasing Print Part Defaults 308 Printer Control Maintenance 309 Purch. Limited/Exempt Controls 310 P.O. System Controls 311 P.O. System Controls - Part 2 312 Document Category Maintenance 313 Special Text Maintenance 314 Purchasing Office Maintenance 315 Buyer Code Maintenance 316 Ship To/Invoice To Maintenance 317 Standard Text Maintenance 318 Type Funds List Maintenance 319 Type Order List Maintenance Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Control Screens and Tables Menus (cont’d) Menu M62 – Accounts Receivable System Controls Menu M62 AR System Controls 10/30/13 10:57 FY 2014 CC 02 Screen: ___ Customer: _____________ Invoice: _______ *----- System Controls -----* 680 AR Control Record 681 Invoice Prefix Create 682 Invoice Prefixes - Last Number Used 683 Past Due Letter Text Maintenance Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Section II General Purpose Tables Campus Allow Flag Maintenance Campus Allow Flag Maintenance is used to control access to update functions for a campus code and fiscal year. These flags are global and override any individual security access. FAMIS Services controls entries on this screen and the setting of the values. When updates are made on this screen, they are tracked by date, time, and FAMIS User ID. The flags are used during the transition from one fiscal year to the next. When the new fiscal year is established, the Allow flags are set to “Y” as agencies can begin working in the new year. At the end of the AFR process, the flags in the old fiscal year are set to “N,” thereby “closing” the campus to further updates. This screen is maintained and updated by FAMIS Services. The EPA flags are global and set on the Master Campus. The other flags are campus specific. Screen 842 - Campus Allow Flag Maintenance 842 Campus Allow Flag Maintenance 10/30/13 11:00 FY 2014 CC 02 Screen: ___ Allow Attributes: Y Allow EPA Docs: Y Allow Purchasing: Y Allow EPA Enc Trans: Y Allow Transactions: Y Allow FFX Attributes: Y Allow FFX Transactions: Y Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp The two EPA flags (right side of the screen) are set on the MASTER campus (cc00 in Production) and cannot be updated on an individual campus. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Allow Attributes: 1 character Enter “Y” to allow update access to the account attributes. Allow Purchasing: 1 character Type “Y” to allow update access to the purchasing screens. Allow Transactions: 1 character Enter “Y” to allow update access to post accounting transactions. Screen 842 – Campus Allow Flag Maintenance (cont’d) Allow FFX 1 character Attributes: Type “Y” to allow update access to fixed assets account attributes. Allow FFX 1 character Transactions: Enter “Y” to allow update access to fixed assets transactions. Allow EPA Docs: 1 character “Y” allows EPA documents to be created in this fiscal year. If “N” or blank, you can view payroll data in CANOPY, provided you have the appropriate security clearance to do so. Allow EPA Enc 1 character Trans: Type “Y” to allow EPA encumbrance transactions in this fiscal year. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Campus Control Flag Maintenance Screen 843 is used to control budget checking for each campus. Changes made to the flag on this screen are not effective immediately. Active users must sign off and then log back on for flag changes to take effect. Because of this, Business Offices are encouraged to make changes at the end of the business day. This screen is maintained and updated by each System Member. It requires Element 6 in addition to screen access. Screen 843 - Campus Control Flag Maintenance 843 Campus Control Flag Maintenance 10/30/13 11:01 FY 2014 CC 02 Screen: ___ Global Budget Control Flag: _ (N - turns off budget checking) (Blank - Normal processing) ************************************************************************ ************************************************************************ ** ** ** NOTE: Changes made to this flag are not effective immediately. ** ** Active users must sign off and then back on for flag ** ** changes to take effect. Business Offices are encouraged ** ** to make changes at the end of the business day. ** ** ** ************************************************************************ ************************************************************************ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Global Budget 1 character Control Flag: Type “N” to turn off budget checking. Leave blank for normal processing. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Current Session Campus and/or Fiscal Year FAMIS allows you to work in different campuses and various fiscal years, provided you have the appropriate security clearance to do so. To change either the campus and/or the current year, use Screen 882. Screen 882 – Maintain Current Session Campus and/or Fiscal Year 882 Maintain Current Session Campus and/or Fiscal Year 10/30/13 11:01 FY 2014 CC 02 Screen: ___ Active Campus: 02 Active Fiscal Year: 2014 Valid for Inquiry: **** Valid for Updates: CCCC Active Processing Month: 10 October Month of Fiscal Year: 2 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Enter a campus code, fiscal year, or processing month in the fields provided. • Press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Active Campus: 2 digits Enter the campus code you are currently accessing. Active Fiscal Year: 4 digits Displays the current fiscal year that you are accessing. To change, type the desired year and press . Valid for Inquiry: 4 characters Identifies the data by years you may view as set in your security. CCCC = Current year only ***** = all years YYYY = a specific year, such as “2008,” will allow viewing of 2008 data only. Generally, this is not recommended. Screen 882 – Maintain Current Session Campus or Fiscal Year (cont’d) Valid for Updates: 4 characters Identifies the data by years you may update as set in your security. CCCC = Current year only ***** = all years YYYY = a specific year, such as “2008,” will allow viewing of 2008 data only. Generally, this is not recommended. Active Processing 2 digits Month: Allows you to change the processing month for transactions being entered on the FAMIS screens. If you do not have the proper security to change this date, the field will be “display only.” Month of Fiscal 2 digits Year: Displays the current month of the fiscal year. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Campus Access Control Screen 883 can be set to either Inquiry (I) or Unavailable (U). The different subsystems as well as campuses can be set separately. Screen 883 can only be updated on the Master Campus. The example below shows all subsystems as being set to “unavailable” for the FT file reorg. It also shows the FRS system set to “inquiry” during a conversion. Screen 883 is checked by the FRS core posting programs and will block the users out if they are trying to post when the system is set to “I” or “U.” The code is in FSCPACC. This screen is maintained and updated by FAMIS Services. Screen 883 – Campus Access Control (Panel 1) 883 Campus Access Control 10/23/12 15:32 FY 2013 CC 00 Screen: ___ F S F Z A G Panel: 01 More >> R P F S F C -------Start------- --------End-------- CC Name S R X S R P Date Time Date Time -- ----------------------- - - - - - - ---------- -------- ---------- -------- ** ALL PARTS U U U U U U 10/24/2012 06:00 PM 10/27/2012 06:00 AM 00 MASTER CAMPUS _ _ _ _ _ _ __________ ________ __________ ________ 01 SYSTEM & GENERAL OFFICE _ _ _ _ _ _ __________ ________ __________ ________ 02 TEXAS A&M UNIVERSITY _ _ _ _ _ _ __________ ________ __________ ________ 03 TAMUS HSC (DO NOT USE) _ _ _ _ _ _ __________ ________ __________ ________ 04 TARLETON STATE UNIVERSI _ _ _ _ _ _ __________ ________ __________ ________ 05 PRAIRIE VIEW A&M UNIVER I _ _ _ _ _ 09/08/2006 12:01 AM 09/11/2006 06:00 AM 06 TEXAS AGRILIFE RESEARCH _ _ _ _ _ _ __________ ________ __________ ________ 07 TEXAS AGRILIFE EXTENSIO _ _ _ _ _ _ __________ ________ __________ ________ 08 TEXAS ENGINEERING EXPER _ _ _ _ _ _ __________ ________ __________ ________ 09 TEXAS ENGINEERING EXTEN _ _ _ _ _ _ __________ ________ __________ ________ 10 TEXAS A&M UNIVERSITY AT _ _ _ _ _ _ __________ ________ __________ ________ 11 TEXAS FOREST SERVICE _ _ _ _ _ _ __________ ________ __________ ________ ** Press to View more records ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 883 – Campus Access Control (Panel 2) 883 Campus Access Control 03/10/14 15:41 FY 2014 CC 02 Screen: ___ << More F S F Z A G Panel: 02 More >> R P F S F C ---- FRS Added ---- ----- FRS Mod ----- CC Name S R X S R P User ID Date User ID Date -- ----------------------- - - - - - - -------- ---------- -------- ---------- ** ALL PARTS _ _ _ _ _ _ 00 MASTER CAMPUS _ _ _ _ _ _ 01 SYSTEM & GENERAL OFFICE _ _ _ _ _ _ 02 TEXAS A&M UNIVERSITY _ _ _ _ _ _ 03 TAMUS HSC (DO NOT USE) _ _ _ _ _ _ 04 TARLETON STATE UNIVERSI _ _ _ _ _ _ 05 PRAIRIE VIEW A&M UNIVER _ _ _ _ _ _ 06 TEXAS AGRILIFE RESEARCH _ _ _ _ _ _ 07 TEXAS AGRILIFE EXTENSIO _ _ _ _ _ _ 08 TEXAS ENGINEERING EXPER _ _ _ _ _ _ 09 TEXAS ENGINEERING EXTEN _ _ _ _ _ _ 10 TEXAS A&M UNIVERSITY AT _ _ _ _ _ _ 11 TEXAS FOREST SERVICE _ _ _ _ _ _ ** Press to View more records ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Press PF11 to view additional display panels for the other FAMIS modules. Screen 883 – Campus Access Control (cont’d) Basic Steps • Type “I” or “U” to make the subsystem(s) inquiry only or unavailable. • Include the start and end date and the time. • Press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information . Panel 1 CC: 2 digits Displays the campus code. Name: 23 characters Shows the name of the System Member. FRS: 1 character Indicate whether the subsystem is or available for Inquiry (I) or Unavailable (U). SPR: 1 character Indicate whether the subsystem is available for Inquiry (I) or Unavailable (U). FFX: 1 character Indicate whether the subsystem is available for Inquiry (I) or Unavailable (U). ZSS: 1 character Indicate whether the subsystem is available for Inquiry (I) or Unavailable (U). AFR: 1 character Indicate whether the subsystem is available for Inquiry (I) or Unavailable (U). GCP: 1 character Indicate whether the subsystem is available for Inquiry (I) or Unavailable (U). Start Date: 8 digits Include the date the subsystem is available/unavailable. Time: 6 digits Enter the time the subsystem is to become available/unavailable. End Date: 8 digits Include the date the subsystem is available/unavailable. Time: 6 digits Enter the time the subsystem is to become available/unavailable. Screen 883 – Campus Access Control (cont’d) . Panel 2 FRS Added User ID: 7 characters/digits Enter the UserID of the person adding the subsystem for the campus code. Date: 8 digits Type the date subsystem was added. FRS Mod User ID: 7 characters/digits Enter the UserID of the person modifying the subsystem for the campus code. Date: 8 digits Type the date subsystem was modified. . Panel 3 SPR Added User ID: 7 characters/digits Enter the UserID of the person adding the subsystem for the campus code. Date: 8 digits Type the date subsystem was added. SPR Mod User ID: 7 characters/digits Enter the UserID of the person modifying the subsystem for the campus code. Date: 8 digits Type the date subsystem was modified. . Panel 4 FFX Added User ID: 7 characters/digits Enter the UserID of the person adding the subsystem for the campus code. Date: 8 digits Type the date subsystem was added. FFX Mod User ID: 7 characters/digits Enter the UserID of the person modifying the subsystem for the campus code. Date: 8 digits Type the date subsystem was modified. . Panel 5 ZSS Added User ID: 7 characters/digits Enter the UserID of the person adding the subsystem for the campus code. Date: 8 digits Type the date subsystem was added. Screen 883 – Campus Access Control (cont’d) ZSS Mod User ID: 7 characters/digits Enter the UserID of the person modifying the subsystem for the campus code. Date: 8 digits Type the date subsystem was modified. . Panel 6 AFR Added User ID: 7 characters/digits Enter the UserID of the person adding the subsystem for the campus code. Date: 8 digits Type the date subsystem was added. AFR Mod User ID: 7 characters/digits Enter the UserID of the person adding the subsystem for the campus code. Date: 8 digits Type the date subsystem was modified. . Panel 7 GCP Added User ID: 7 characters/digits Enter the UserID of the person adding the subsystem for the campus code. Date: 8 digits Type the date subsystem was added. GCP Mod User ID: 7 characters/digits Enter the UserID of the person modifying the subsystem for the campus code. Date: 8 digits Type the date subsystem was modified. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. FRS Person File Maintenance The FAMIS person file is built through the following two mechanisms: • Manual entry on Screen 850, as shown below. • Through an upload of a BPP file (ZBAU610) that contains records of persons paid through the TAMUS payroll system. Budgeted personnel are generally included, as well as anyone paid through a restricted account. This file is uploaded once a month from BPP. FAMIS security cannot be established for a person unless they have a record on the person file. If a person’s name does not display in the file, you may enter the record using this screen. You may contact BCSSupport@tamus.edu to verify a person’s file that might not appear on this screen prior to the monthly upload. This screen is updated and maintained by each campus. The information is available to all TAMUS members and is not campus specific. Screen 850 – FRS Person Information 850 Person Information 10/30/13 11:06 CC 00 Screen: ___ Person: 4uuuuuuu2 Inactive: _ Delete: _ (Y/N) OSRS: Name: Last: MERTSON________ First: MARSLY____ MI: M Suffix: _____ Prefix: _____ SSN: 4xx-xxx-xxxx Title Code: 9929 SENIOR ANALYST Phone: 979-458-1111 ____ Date Hired: 12/25/2005 Gender: F FAX: ____________ Adloc Part: 01 Acct: 271030 Suffix: _ BPP Phone: 979-458-5555 Home CC Dept S-Dept Address: FAMIS SERVICES________________ Mail Cd: C1144 01 INRE_ FAMIS JOHN B. CONNALLY BLDG.________ __ _____ _____ 301 TARROW, 4TH FLOOR_________ __ _____ _____ City: COLLEGE STATION State: TX Zip: 77840____ Country: __ Routing Email Prefs *** EPA PI/Researcher: _ Email from BPP: Y Notify Freq: D D E-Mail: MERTMARS@TAMUS.EDU_ _____________________________ Type: A A Printer Default: ______________________________ Voided Apps: Y Y Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp SSN The SSN field is only displayed if you have the appropriate security. Basic Steps • Enter a Universal Identification Number (UIN) or person’s last name in the Person field and press to locate the desired information. You may also type an asterisk (*) in Name: Last: field and press to view a pop-up display of matching names from which to select. • Enter or modify the person’s information and press to record the information. • The appropriate security rights are needed to view the Social Security Number (SSN). Screen 850 – FRS Person Information (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Person: * Help 9 digits Enter the person’s Universal Identification Number (UIN). You may also type an asterisk (*) to search for a name. Inactive: 1 character Type “Y” to make the selected person inactive. This field can only be set by security administrators. Delete (Y/N): 1 character Enter “Y” to delete the person’s record from the person file. Screen Information OSRS: 1 character “Y” identifies this is an SRS employee. Person’s Name (Last): 20 characters Identify the person’s last name. (First): 10 characters Enter the person’s first name. (MI): 1 character Include the person’s middle initial, if any. (Suffix): 4 characters Provide the suffix of the person, if any. (Prefix): 4 characters Enter the prefix of the person, if any. SSN: 9 digits Displays the Social Security Number if you have the appropriate security. Title Code: ? Help 4 digits Include the person’s title code as provided by TAMUS. Phone: 10 digits Enter the phone number of the person. Date Hired: 8 digits Include the date the person began working for The Texas A&M University System. Gender: ? Help 1 digit Identify the gender of the person. Screen 850 – FRS Person Information (cont’d) FAX: 10 digits Provide the person’s FAX number, if desired. Adloc Part: ? Help 2 digits Enter the adloc (administrative location) for the person. Acct: 6 digits Identify the account number from which the person is paid. Suffix: 1 character/digit Enter a code, if needed, to further separate the Adloc. BPP phone: 10 digits Shows the phone number listed in BPP. Home CC: ? Help 2 digits Include the home campus code of the person. Dept: 5 digits Identify the department in which the person works. S-Dept: 5 digits Enter the sub-department in which the person works. Address: 3 lines (30 characters/digits each) Include the business address of the department in which the person works. Mail Cd: ? Help 4 digits Enter the on campus mail code of the department in which the person works. City: 30 characters Identify the city in which the department is located. State: ? Help 2 characters Include the state in which the department is located. Zip: 9 digits Provide the ZIP Code + 4 digits of the department. Country: ? Help 3 characters Include the country of the person. PI/Researcher: 1 character Indicate whether the person is a researcher or principal investigator. E-mail from BPP: PF2 Help 1 character Displays “Y” if the current email address was obtained from the BPP employees file. E-Mail: 30 characters Include the person’s email address. Screen 850 – FRS Person Information (cont’d) Printer Default: 30 characters Enter the default printer at which the person may receive reports. Routing Email Prefs (*** or EPA) Notify Freq: PF2 Help 1 character Identifies the frequency of the person’s inbox notification D = Daily E = Every Document W = Weekly Type: PF2 Help 1 character Indicates the email notification type A = Approvals Only N = None (no email) Y = All (include notifications) Voided Apps: 1 character Determines whether email notification is sent when a document is rejected after you have given your approval. You are notified that someone further down the path rejected the document. Y = Send email notification N = Don’t send email notification Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. PF9 Social Security Number SSN Use to enter the person’s Social Security Number, if you have the appropriate security. FRS Person Alias Maintenance FAMIS allows you to maintain different names for the same person using an alias. This is useful for locating a person whose name has changed – perhaps through marriage or divorce. The person’s alias is entered on Screen 852. Screen 852 – FRS Person Alias Maintenance 852 Person Alias Maintenance 10/30/13 11:17 CC 00 Screen: ___ Person: 8uuuuuuu6 Person's Name: (Last) CARSON (First) COLLEEN (MI) C (Suffix) Drop Person Alias: CARSON, COLLY______________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ ___________________________________ _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Enter a Universal Identification Number (UIN) in the Person field. You may type an asterisk (*) in this field and press to search for a person’s UIN. • Type all aliases on the lines provided. • Press to add or update the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Person: * Help 9 digits Enter the person’s Universal Identification Number (UIN). You may also do a name search on this field by typing an asterisk (*) and pressing . Screen Information Person’s Name (Last): 20 characters Identifies the last name of the person. (First): 10 characters Shows first name of the person. (MI): 1 character Displays the middle initial of the person. Screen 852 – FRS Person Alias Maintenance (cont’d) (Suffix): 3 characters Identifies the suffix of the person, such as “Jr.,” “III,” etc. Person Alias: 50 characters Enter the alias(es) for the person. Drop: 1 character Enter “Y” to drop an alias. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. UIN Verification Screen 858 is used to display and verify information for a UIN (Universal Identification Number). This table is maintained by BPP. Due to the nature of the information displayed, viewing capability for this screen should be limited to only a few users. Security administrators can use this screen for name searches before assigning a new UIN. Screen 858 – UIN Verification 858 UIN Verification 10/30/13 11:19 CC 00 Screen: ___ UIN: 4uuuuuuu9 Last Name: JULES First Name: JOSEPH Middle Init: J Suffix: Social Security: 4xx-xx-xxxx Verification Date: 10/04/2006 Student ID: 4xxxxxxx1 Gender: M Birth Date: 12/12/1956 Relation: SO Systems Using: DEPN Added by Modified SIMS Userid: INITLOAD Userid: SIMSET CMPS Date: 03/29/2003 Date: 10/30/2009 Time: 12:00 AM Time: 09:52 AM System: DEPN Comments: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp SSN The information in the Social Security number, Student ID and Birth Date fields are only displayed if you have the appropriate security rights. Basic Steps • Enter a UIN number in the UIN field, or search for a person’s name by typing the last name in the UIN field, and press . You may also type an asterisk (*) in this field and press to view a list of matching names. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . UIN: * Help 9 digits Enter a Universal Identification Number (UIN), or type a last name for name search. Screen Information Last Name: 25 characters Displays the person’s last name associated with the UIN number entered on the Action Line. Screen 858 – UIN Verification (cont’d) First Name: 25 characters Identifies the person’s first name. Middle Init: 1 character Shows the middle initial of the specified person. Suffix: 4 characters If provided, identifies the suffix appended to a person’s name. Examples: Jr., Sr., III, IV, etc. Social Security: 9 digits Displays the Social Security number if you have the appropriate security. Verification Date: 8 digits If displayed, identifies the date the SSN/UIN was assigned and verified. Gender: 1 character Shows whether the person’s gender is male (M) or female (F). Student ID: 9 digits If the person is a student, displays their student identification number. This is only displayed if you have the appropriate security. Birth Date: 8 digits Shows the person’s date of birth if you have the appropriate security. Relation: 2 characters Identifies the person’s relation. Examples: DA = Daughter SO = Son SP = Spouse Systems Using: 4 characters, (2 columns available) Identifies the groups using the UIN system code. Examples: FAMI (FAMIS), CISD (CIS group), WARE (warehouse), DEPN (System personnel), EMPL (BPP). Added by Userid: 8 characters/digits Identifies the FAMIS Userid of the person adding the UIN information. Date: 8 digits Identifies the date the UIN was added to FAMIS. Time: 4 digits Displays the time the UIN information was added to FAMIS. System: 4 characters Shows the system that added the UIN information. Screen 858 – UIN Verification (cont’d) Modified by Userid: 8 characters/digits Identifies the FAMIS Userid of the person modifying the UIN information. Date: 8 digits Shows the date modifications were made. Time: 4 digits Indicates the time a modification was made. Comments: 30 characters Displays any comments entered. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. PF9 Social Security Number SSN Use to enter the person’s Social Security Number, if you have the appropriate security. BPP Verification Screen 859 is used to display employee information from the BPP Employees File. Because of the nature of the information on this screen, the viewing capability of this screen should be limited to only a few users. Information in the Social Security field is only displayed if you have the appropriate security. Security administrators can use this screen as part of the verification process for establishing or reviewing a UIN. Screen 859 – BPP Verification 859 BPP Verification 02/07/13 14:56 CC 02 Screen: ___ UIN: 5uuuuuuu1 Privacy Flag: Y Last Name: DAVIS First Name: DEANNA Middle Init: D Suffix: Social Security: Title Code: 9891 SENIOR TRNG SPECLI Phone Number: 979-888-8888 Date Hired: 03/01/2011 Gender: F Orig. Date Hired: 12/12/1983 Emp Adloc: 02-120010 PURS Emp Location: 02-120010 PURS Paid Thru Date: 01/23/2013 on: 02/01/2013 Address: STRATEGIC SOURCING Last Modified: 09/28/2006 PURCHASING AND STORES City: COLLEGE STATION State: TX Zip: 77843 1477 Mail Stop: 1477 Country: E-mail Address: dd-davis@tamu.edu Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp (Home phone and cell phone numbers from B/P/P are displayed for FAMIS Security Administrators to assist with verification of a user’s identity for password changes). Basic Steps • Enter a UIN number in the UIN field, or search for a name by typing the person’s last name in the UIN field, and pressing . You may also type an asterisk (*) in this field and press to search and select a name from the pop-up window. • You need to have the appropriate security rights to view the Social Security Number. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . UIN: * Help 9 digits Enter a Universal Identification Number (UIN), or type a last name for name search. Screen Information Privacy Flag: 1 character “Y” indicates the employee has requested that personal information remain private and not be released to the public. Screen 859 – BPP Verification (cont’d) Last Name: 25 characters Displays the person’s last name. First Name: 25 characters Identifies the person’s first name. Middle Init: 1 character Shows the middle initial of the specified person. Suffix: 4 characters Identifies the suffix appended to a person’s name. Examples: Jr., Sr., III, IV, etc. Social Security: 9 digits Displays the person’s Social Security Number. This number will only be displayed if you have the appropriate security rights. Title Code: 4 digits/15 characters Shows the title code and position title. Phone Number: 10 digits Identifies the employee’s office phone number. Date Hired: 8 digits Displays the date the employee was hired. Gender: 1 character Shows whether the person’s gender is male (M) or female (F). Orig. Date Hired: 8 digits If this employee has previous employment within TAMUS, the original hire date will be displayed. Emp Adloc: 8 digits, 5 characters Shows the address location (campus code), account number, and department code for the employee. Emp Location: 8 digits, 5 characters Shows the associated address location (campus code), account number, and department code used for paying the salary. Paid Thru Date: 8 digits Identifies the pay cycle end date for the most recent paycheck. on: 8 digits Shows the date the paycheck was issued. Address: 30 characters/digits Provides the business mailing address for the employee. Last Modified: 8 digits Displays the date information for the employee was last modified. Screen 859 – BPP Verification (cont’d) City: 30 characters Identifies the city in which the department is located. State: 2 characters Provides the state in which the department is located. Zip: 9 digits Provides the ZIP Code + 4 digits of the department’s address. Mail Stop: 4 digits Identifies the on-campus mail code for the person’s department. Country: 2 characters Includes the country in which the department is located. E-Mail Address: 30 characters Identifies the person’s email address. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. PF9 Social Security Number SSN Use to enter the person’s Social Security Number, if you have the appropriate security. Mail Code Maintenance Mail codes are used by some TAMUS Members to assist in the distribution of the monthly statements. The statement programs (many of the FBMR290 series) can be run sorted by “mail code 1” and “mail code 2.” FAMIS allows you to enter and update these mail codes on Screen 851. Note that there is a naming convention in assigning new codes. See a more complete list on the next page. For example: C = College Station based L = Laredo TAMIU This screen is updated and maintained by each campus. The information is available to all TAMUS members and is not campus specific. Screen 851 – Mail Code Maintenance 851 Mail Code Maintenance 10/30/13 13:24 FY 2014 CC 02 Screen: ___ Mail Code: M3000 Delete: _ (Y/N) Description: TAMU-GALVESTON MARINE SCIENCES A/C806706 Department: FISC_ Address: TEXAS A&M - GALVESTON____ P.O. BOX 1675____________ City: GALVESTON______ State: TX Zip: 77553____ Country: __ Phone: __________ Ext: ____ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Enter a mail code in the Mail Code field and press . Add or modify information and press to record data. • You may also type a question mark (?) in the Mail Code field and press to view available mail codes. Type an “X” in the select field next to the desired code in the pop- up window to select it and pass it back to Screen 851. Screen 851 – Mail Code Maintenance (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Mail Code: ? Help 5 characters/digits Enter a mail code. Examples: C = College Station based L = Laredo TAMIU F = Forest Service G = Galveston J = Kingsville TAMUK M = Unknown P = PVAMU R = TAES T = TSU Z = Unknown Screen Information Delete: 1 character Enter “Y” to delete the mail code from the system. Description: 30 characters Provide a description of the department assigned to the mail code. Department: ? Help 5 characters Include the FAMIS department code associated with the mail code. Address: 2 lines (20 characters/digits each) Identify the physical address of the department. City: 30 characters Enter the city in which the department is located. State: ? Help 2 characters Provide the state where the department is located. Zip: 9 digits Identify the ZIP Code + 4 digits of the department. Country: 3 characters Include the country where the department is located. Phone: 10 digits Include the department’s phone number. Ext: 4 digits Provide the telephone number extension of the department. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Generic Table File Maintenance In FAMIS, tables are used to control various functions or to validate data. FAMIS allows you to maintain the Generic Tables file on Screen 853. This screen is maintained and updated by FAMIS Services. Screen 853 – Generic Table 853 Generic Table 10/30/13 13:25 CC 02 Screen: ___ Campus Cd: ** Table Type: GENERIC TABLES_ Start From: ____________________ Func Maint. Code Key on 853 Data _ ACH-CONTROL_________ Y ACH CONTROL BANK TABLES_________________ _ ACH-FROM-EMAIL______ Y ACH HDR FROM EMAIL ADDRESS______________ _ ACH-MAIL-BODY_______ Y ACH EMAIL BODY__________________________ _ ACH-TRACE-NBRS______ Y TRACE NUMBERS FOR ACH___________________ _ AFR AVAILABLE_______ Y FAMIS AFR AVAILABILITY__________________ _ AFR CAMPUS CON______ Y AFR CAMPUS CONTROL (AFR SCREEN 203)_____ _ AFR GASB PRE________ Y AFR NEW GASB PREREQUISITES______________ _ AFR QUERY BLOCK_____ Y AFR CAMPUS CONTROL (AFR SCREEN 203)_____ _ AFR REPORT PRE______ Y AFR REPORT PREREQUISITES________________ _ AFRCC-CONV__________ Y MULTIPLE CAMPUS CONVERSION FOR AFR______ _ ASSIGN CONTROL______ Y SCREEN 854______________________________ _ ATPARP-CONV_________ N SPECIAL CONVERSION FOR TAES IN FALL 1991 *** Press enter for more entries *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp This screen can also be used to keep users from logging on by typing “FAMIS.” The Table Type is “AVAILABLE.” 853 Generic Table 10/30/13 13:26 CC 02 Screen: ___ Campus Cd: ** Table Type: AVAILABLE______ Start From: ____________________ Func Maint. Code Key on 853 Data _ AVAILABLE___________ _ Y 20130308 1800000 20130311 0600000_____ _ SQL GATEWAY-SCIQUEST _ Y_______________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ _ ____________________ _ ________________________________________ ***************** End of data ***************** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Enter the campus code to be modified in the Campus Cd field. Type two asterisks (**) for the Master Campus. • Enter the Table Type to be modified and press . • You may also type a keyword or the beginning letters of a keyword in the Start From field to advance the displayed list. Screen 853 – Generic Table File Maintenance (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line Campus Cd: 2 characters Identifies the campus code where the generic table is housed. Generally, the generic tables are recorded at the “**” campus. Table Type: 15 characters Shows the title of the table to be displayed or updated. Start From: 20 characters Allows you to enter a specific key word or a partial name to begin the display list. Screen Information Func Code: 1 character Enter the desired function code from the following: add (A), update (U), or delete (D). Key: 20 characters Include a key word description of the data provided. Maint. on 853: 1 character Indicate whether you can maintain key word on Screen 853. Data: 30 characters Provide an extended description of the key word. Examples: H = Heavy Construction Other than Building Contracts (01) B = Building construction, Including General Contractors S = Special Trade Construction Contracts (03) P = Professional Services Contracts (04, 05 and 09) O = Other Services Contracts (06) C = Commodities Contracts (07 and 08) (These categories are defined in the FY 2008 Hub Report Procurement Categories with Expenditure (Object) Codes document.) Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Department Table Maintenance FAMIS provides a table of valid departments for each campus. These department codes are used extensively throughout FAMIS. Both FRS and FFX modules utilize this table. This table is not fiscal year dependent--any changes you make will affect any open year. Screen 860 is used to add a new department to FAMIS by authorized personnel. You can also modify information on existing departments and expire a department to make it inactive. Departments cannot be deleted. Also note the following: • School/College – This is the only screen on which you can update this. It will not be a protected field for anyone who has update access to the screen. The School/College field is also protected if you are trying to modify it on a sub-department. Remove it from the department and all its sub-departments by taking the college off of the department (FISA or FISC). The change will ripple to all of the sub-departments. • EPA Allow Flag – Controls the creation on EPA documents and was added for Form 500 processing. Entering “Y” allows the department to create EPA documents, which will be routed through the department. If the flag is off (“N” or blank), you will still be able to view payroll data in CANOPY, provided you have the appropriate security clearance to do so. • Purchasing Trn Flag – If the flag is not set to “Y” on this screen, FAMIS does not recognize that routing of purchasing documents exists for the department. • Exec Level – A code that can be used as a sort field by many of our reports to group all accounts that report to a specific level (such as a report of all accounts for a Vice President). The values are campus specific; each campus assigns its own values. This screen is maintained and updated by each campus. The information is campus specific. Screen 860 – Department Table Maintenance 860 Department Table Maintenance 10/08/12 08:58 CC 02 Screen: ___ Department: CHEM_ Sub Dept: _____ Dept Name: CHEMISTRY_______________________________ Head/Director ID: 4uuuuuuu8 Alt APO ID: 6uuuuuuu4 ROGERS, RANDALL CASH, CHARLENE Head/Director Phone: 979-845-3333 Alt APO Phone: 979-845-2222 Mail Code: C3255 Building Number: 00484 Exec Level: AA Building Campus: 02 Division: CD Room: 119___ School/College: SC College Dept: CLSC Group Cd: _____ Off Campus Flag: N Other Loc: ____________________ Budget Sort Dept Nbr: _____ Approx. Inv. Count: _______ Allow Flags: FRS: Y EPA: Y DBR: Y DCR: Y SciQuest: Y FFX: Y TDP: B Purch Trn Flag: Y FFX Cert. Month: 2_ Surplus: _ Maestro: Org Unit: 8464______ Parent Dept: CLSC_ Center/Institute: __ Chemistry Mail to Dept Head: _ Other Part Nbr: __ Dept Office: CHEMISTRY General Comments: Y Other Part Dept: _____ Dept View: CHEMISTRY Hit Other Part Sub Dept: _____ Exec Office: FFX Comments: Y Dept Expiration Date: __________ Exec View: Hit Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Audit Dload GenCm FFXCm A department can’t be deleted; it can only be “expired” by entering the expiration date. Screen 860 – Department Table Maintenance (cont’d) Basic Steps • Enter a department code in the Department field, along with a subdepartment, if needed. You may also type an asterisk (*) in the Department field to view a list of departments and subdepartments. • If the department is not listed in the pop-up box, type an “i” in the Type field to search by department code. This will allow you to find what you are searching for if it is an active department - subdepartment. • Press to view the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Department: * Help 5 characters Enter a department code. Sub Dept: 5 characters Enter the sub-department, if needed. Screen Information Dept Name: 50 characters Enter the full name of the department. . Head/Director ID: ? Help 9 digits Provide the Universal Identification Number (UIN) of the department head or director. The name will be displayed when you press . Alt APO ID: ? Help 9 digits Enter the UIN of the alternate APO (accountable property officer). The name will be displayed when you press . Head/Director 10 digits Phone: Indicate the phone number of the head/director of the department. Alt APO Phone: 10 digits Provide the phone number of the alternate APO. Mail Code: ? Help 5 characters/digits Enter the mail code for the department. Building Number: ? Help 5 digits Identify the department’s building number. Exec Level: 2 characters Include the executive level of the department. Building Campus: 2 digits Identify the campus code for the building. Screen 860 – Department Table Maintenance (cont’d) Division: 2 characters Provide division code reflecting the structure of the campus. Room: 6 digits Include the room number or the floor of the department. School/College: Help 2 characters Provide the level of organizational structure. This is the only screen on which you can update this field. College Dept: 5 characters Indicates the department that represents the college dean. Group Cd: 5 characters Include the group code for the department. This field is related to Fixed Assets and is either left blank or user-defined. This code will be attached to the preliminary asset/asset when created. The user-defined group code takes precedence over the Department Table value. (TB.DPT.GROUP-CD) Off Campus Flag: 1 character Enter “Y” if the department is located off campus. Other Loc: 20 characters Type “Y” if the department is located in more than one location. Budget Sort Dept PF2 Help 4 characters Nbr: Used for TAES budget sort number. Approx. Inv. Count: 6 characters Used for the entry of inventory numbers. Allow Flags FRS: 1 character Enter “Y” if this department is valid for accounting in FRS. EPA: PF2 Help 1 character Enter “Y” if the department is allowed to create EPA documents. DBR: 1 character Type “Y” if the department is allowed to create Departmental Budget Requests. DCR: 1 character Enter “Y” if the department is allowed to create Departmental Correction Requests. SciQuest: 1 character Type “Y” if this department is using the SciQuest application. FFX: 1 character Enter “Y” if this department is valid for asset control in FFX. Screen 860 – Department Table Maintenance (cont’d) TDP: 2 digits Enter “Y” if the department is allowed to create TDP (asset transfer) documents. Purch Trn Flag: 1 character Type “Y” if this department has been fully trained and is ready to use the Purchasing system. FFX Cert Month: 2 digits Indicate the month for inventory certification for this department. Surplus: 1 character Enter “Y” if this is an inventory surplus department for TDP routing. Maestro Org Unit: 10 digits Identify the number of the organization unit (as determined by TEES). This is used to group departments together for reporting. Parent Dept: ? Help 5 characters Enter a FAMIS department. This allows FAMIS to identify the departmental hierarchy along with the current standard hierarchy levels (executive, department, division, college, etc.). By default, the department is the parent department for a department with a subdepartment and is not modifiable. Center/Institute: ? Help 2 characters Used to determine whether a department is a Center or Institute and to group departments together for reporting. Blank = Regular department CA = Center – Board Approved CG = Center – Grandfathered CN = Center – Not Board Approved IA = Institute – Board Approved IG = Institute – Grandfathered IN = Institute – Not Board Approved Mail to Dept Head: 1 character Type “Y” if the department head or director wants to receive a statement. Other Part Nbr: 2 digits Include another campus code that owns part of the department inventory. Other Part Dept: 5 characters Enter the department on another campus code that owns part of the department inventory. Other Part 5 characters Sub Dept: Enter the other FAMIS member’s sub-department, if needed. Dept Expiration 8 characters Date: Provide the date the department expires. This date can be removed to allow for reuse of a Department Code. Screen 860 – Department Table Maintenance (cont’d) Dept Office: 10 characters Shows the office for Routing & Approvals that governs this department. Dept View: 10 characters Indicates the electronic view within the electronic office for Routing & Approvals that governs this department. Exec Office: 10 characters Shows the executive office for Routing & Approvals that governs this department. Exec View: 10 characters Shows the electronic view within the executive office for Routing & Approvals that governs this department. General 1 character Comments: “Y” indicates general comments have been entered. FFX Comments: 1 character Displays “Y” if comments have been entered for Fixed Assets. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. PF7 Audit Information Audit Displays the departmental table audit information. PF9 Download Dload Download information from this screen using Entire Connection. See the FAMIS Entire Connection User’s Manual for more detail. PF10 General Comments GenCm View any general comments. PF11 Fixed Assets Comments FFXCm Shows any fixed assets comments. Account Audit Trail Inquiry Screen 886 shows an audit trail for many account attributes, such as Function, Exec Level, Division, School, Department/Sub Department, SRS Flag, Freeze Flag, and Delete Flag. The PF6 View key provides additional information in a pop-up window. Screen 886 – Account Audit Trail Inquiry (Panel 1) 886 Account Audit Trail Inquiry 07/25/13 15:30 OSRS - UNDISTRIBUTED C&G PAYMENTS FY 2013 CC 02 Screen: ___ Fiscal Year: 2012 Account: 461000 00000 Sort: D Order: D Starting at Date: 01/01/2012 Field: ____________________ Panel: 01 More >> Field Name New Value Old Value Date Time _ FUNCTION 15 11/11/2011 13:35:42 _ DIVISION RG 11/11/2011 13:35:42 _ EXEC LEVEL RS 11/11/2011 13:35:42 _ DESCRIPTION OSRS UNDISTRIBUTE 11/11/2011 13:35:42 _ DEPT/SUB-DEPT OURS 11/11/2011 13:35:42 _ FG-FS-ACCT 4610000000 11/11/2011 13:35:42 ** End of Transactions ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- View Left Right Screen 886 – Account Audit Trail Inquiry (Panel 2) 886 Account Audit Trail Inquiry 07/25/13 15:39 OSRS - UNDISTRIBUTED C&G PAYMENTS FY 2013 CC 02 Screen: ___ Fiscal Year: 2012 Account: 461000 00000 Sort: D Order: D Starting at Date: 01/01/2012 Field: DESCRIPTION << More Panel: 02 Field Name New Value Date Userid _ DESCRIPTION OSRS UNDISTRIBUTE 11/11/2011 KILJ02P KILGORE, KILEY K _ DEPT/SUB-DEPT OURS 11/11/2011 KILJ02P KILGORE, KILEY K ** End of Transactions ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- View Left Right Screen 886 – Account Audit Trail Entry (cont’d) PF6 View Pop-up Window Modified Date: 11/11/2011 Time: 13:35:4 Screen: Program: FNSR006 Userid: KILJ02P KILGORE, KILEY K Field Name: FUNCTION IAFRS-GENERAL-SUBSIDIARY-LEDGER FG-FS-PURP New Value: 15 Old Value: R PF3 = Back to 886 PF4 = Exit Basic Steps • In the fields provided, enter the fiscal year, account number, and sort order. You may also provide a starting date and field name, if needed, and press . • Type an “X” in the selection field to the left of the Field Name, and press PF6 to view the audit trail information. Press PF4 to exit the pop-up window. • To view additional information, press PF11 to scroll right. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Fiscal Year: 4 digits Enter the desired fiscal year. . Account: 11 digits Include an SL account number. . Sort: 1 character Indicate whether the display sort should be in Descending (D) or Ascending (A) order. Order: 1 character Indicate whether the display should be Ascending (A) or Descending (D). Starting at Date: 8 digits Type a date to filter the display, if desired. Field: 20 characters Enter a field name to display it at the top of the list. Screen 886 – Account Audit Trail Entry (cont’d) Screen Information . Panel 1 Field Name: 20 characters Displays the field name with an audit trail of modifications. New Value: 20 characters Shows the new field value. Old Value: 20 characters Identifies the old field value. Date: 8 digits Displays the date the field name was modified. Time: 20 characters Shows the time the field name was modified. . Panel 2 Userid: 7 characters/digits Displays the Userid and name of the person who modified the account information. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. PF6 Audit Information View Displays detailed audit trail information for the selected field name. Maintain Dictionary Values Valid values for the database dictionary are created, updated or deleted on Screen 899. Many of the edits on fields in FAMIS are governed by the valid values entered on this screen. This screen is maintained by FAMIS Services. Screen 899 – Maintain Dictionary Values 899 Maintain Dictionary Values 03/02/09 10:05 Screen: ___ Campus Code: ** Field Name: IAFRS-FG-FS-ELEMENT-OF-COST_____ Field Value: ______________________________ F Field Value Field Translation _ AS______________________________________ ACADEMIC SUPPORT__________________ _ ATH_____________________________________ ATHLETICS_________________________ _ BLANK___________________________________ NONE / NOT APPLICABLE_____________ _ IN______________________________________ INSTRUCTION_______________________ _ IS______________________________________ INSTITUTIONAL SUPPORT_____________ _ MRR_____________________________________ MAJOR REPAIRS & REHABILITATION____ _ OMP_____________________________________ OPERATION & MAINT OF PLANT________ _ PS______________________________________ PUBLIC SERVICE____________________ _ RR______________________________________ RESTRICTED RESEARCH_______________ _ RSE_____________________________________ RESEARCH ENHANCEMENT______________ _ SB______________________________________ STAFF BENEFITS____________________ _ SI______________________________________ SPECIAL ITEMS_____________________ _ SS______________________________________ STUDENT SERVICES__________________ _ ________________________________________ __________________________________ _ ________________________________________ __________________________________ **** End of Data **** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp CCopy Left Right IAFRS-VN-TINS-HOLD-REASON Table This table requires manual updates. The data must be on file at the State prior to adding it to this table; otherwise, the TINS update will receive errors. 899 Maintain Dictionary Values 10/30/13 13:33 Screen: ___ Campus Code: ** Field Name: IAFRS-VN-TINS-HOLD-REASON_______ Field Value: ______________________________ F Field Value Field Translation _ 450 751_________________________________ UNPAID TRAVEL ADVANCE_____________ _ 450 760_________________________________ UNPAID TRAVEL ADVANCE_____________ _ 451 760_________________________________ OVERPYMT OF EMPLOYEE COMPENSATION_ _ 454 760_________________________________ OVERPAYMENT TO VENDOR_____________ _ 475 555_________________________________ UNPAID TRAVEL ADVANCE_____________ _ 475 556_________________________________ UNPAID TRAVEL ADVANCE_____________ _ 505 751_________________________________ NATL DEFENSE/DIRECT STUDENT LOAN__ _ 508 732_________________________________ DELINQUENT REPAYMENT OF PERKINS___ _ 516 713_________________________________ LOAN PAYMENT DEFAULT______________ _ 520 711_________________________________ LOAN PAYMENT DEFAULT______________ _ 521 715_________________________________ NATL DEFENSE/DIRECT STUDENT LOAN__ _ 523 760_________________________________ LOAN PAYMENT DEFAULT______________ _ 538 713_________________________________ DELINQUENT BAD CHECKS_____________ _ 600 709_________________________________ DELINQUENT INST PMT OF TUITION/FEE _ 600 751_________________________________ DELINQUENT INST PMT OF TUITION/FEE **** No Records Found **** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp CCopy Left Right Screen 899 – Maintain Dictionary Values (cont’d) Basic Steps • Enter a Field Name and, if desired, a Field Value in the fields provided. • Press to view the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Campus Code: 2 digits/characters Enter the campus code for which you will be viewing information. . Field Name: 25 characters Enter the technical name of the field. Field Value: 20 characters Provide the field value, if needed. Screen Information F: 1 character Enter the desired function code A = add a record U = update a record D = delete a record Field Value: 30 characters Enter or modify the valid values for the field. Field Translation: 20 characters Type or update the long description for the valid value for the field. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. PF9 Campus Code Copy CCopy Copy information from campus code provided in pop-up window. Error Display Screen 995 is used to display program errors trapped by the FAMIS system when received by users. This screen is for debugging and analysis purposes. These errors are sorted by User ID. The Action Line of this screen displays programming information that will help in the debugging process. It shows the error number, line number, level, key, date, and time. When the error has been fixed and is to be deleted, type “Y” in the Del field. This screen is used by FAMIS Staff Only. Screen 995 – Error Display by User/Pgm/Err/Date Order 995 Error Display by User/Pgm/Err/Date Order Index not within array structure. Screen: ___ User: BxxxxxP_ Pgm: FNSPMLTP Err: 1316 Line: 2265 Lvl: 04 Key: PF11 Date/Time: 08/03/2006 07:38:59.8 Display Order: U Del: _ 112 Pending Voucher Create/Modify with P.O. Numbers X 08/03/06 07:3 Item Nbr/Acct In Error: FY 2006 CC 9 Screen: ___ Voucher: 6______ Fiscal Year: 2006 Default Cost Ref: N X N 6 8 F7666 Doc Summary: INVOICE___________________________________________ Vendor: V0vvvvvvvv0 COMPLIANCE SOFTWARE TECHN Type: 0 Dept. Ref. #: H000319 Enclosure Code: Y Invoice Date: 07/18/2006 Order Date: __________ Due Date: 08/03/200 State Req Nbr: LBOYD______ GSC Ord: _______ Description: 100045 - TRAVEL_________________________ ________________________________________ Cust AR NBR: _________________________ ACH Ovrd: _ Hold Flag: N Alt.Vendor: ___________ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: _ PCC Code: _ PDT Code: __ **** PRESS ENTER TO CONTINUE **** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp More Disp Bkwd Frwd Left Right Basic Steps • Press PF5 to page through the error log. • Press PF6 to display the error on the entire screen. • Press PF8 to page through the errors or PF7 to go backwards. • Press PF11 to scroll right and view additional information. • Type “Y” in the Del field to delete an item from the error log. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line User: 8 characters/digits Displays the user id of the user who experienced the error. Pgm: 8 characters/digits Shows the program number. Screen 995 – Error Display (cont’d) Err: 4 digits Identifies the error number. Line: 4 digits Displays the line number of the error. Lvl: 2 digits Shows the level number. Key: 4 characters Provides the error keyword. Date/Time: 15 digits Identifies the date and time the error occurred. Display Order: ? Help 1 character Enter the desired display order. Examples: D = Date/Time E = Error Nbr and Date/Time P = Program and Date/Time U = User and Date/Time Del: 1 character Type “Y” to delete the error from the log when the error has been resolved. Screen Information The information displayed on this screen will be determined by the error experienced by the user. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. PF5 Next Error NxtEr Advance to the next error in the log. PF6 Display Disp View the error the user experienced. Screen 995 – Error Display (cont’d) Section III Chart of Accounts Control Records General Ledger Chart of Accounts Table The TAMUS General Ledger Chart of Accounts table defines the valid structure for the creation and usage of general ledgers in FAMIS. General ledgers are balance sheet accounts with assets, liabilities, and fund balances. Each GL account represents a self-balancing individual balance sheet. The Subcode (Account Control) for the Fund Balance (Fund Control 3xxx) for each GL account is stored and displayed on Screen 801. This table cannot be updated online. FAMIS Services must run a batch program to make changes. Screen 801 – Display General Ledger Chart of Accounts Table 801 Display General Ledger Chart of Accounts Table 10/30/13 13:36 FY 2014 CC 02 Screen: ___ Low High Type of Fund Low High Type of Fund Account Account Account Control Account Account Account Control 000001 009999 Cur Unr 3000 085000 087000 Other Res 3800 010000 010799 Cur Unr 3100 087250 087999 Other Res 3800 011100 019999 Cur Unr 3100 088000 088799 Other Res 3800 020000 029999 Cur Unr 3200 089300 089999 Other Res 3800 030000 034999 Cur Unr 3300 094000 095999 Other Res 3940 040000 049999 Cur Res 3400 096010 096999 Other Res 3940 050000 059999 Cur Res 3500 060200 069999 Cur Res 3600 070000 073999 Other Res 3700 074000 078999 Other Res 3740 079000 079999 Other Res 3790 080500 082999 Other Res 3800 083700 083799 Other Res 3800 Note: To change this table, contact FAMIS Team at (979)458-6464. Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Tech Note: FBIU801 COALIB (COAxx) Basic Steps • View the existing purchasing controls. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Low Account: 6 digits Shows the GL account that defines the low end of the range. High Account: 6 digits Identifies the higher limit of the specified account range. Screen 801 – Display General Ledger Chart of Accounts Table (cont’d) Type of Account: 10 characters Displays the classification of the account. Fund Control: 4 digits Identifies the account control used to record the fund balance for a GL account. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Subsidiary Ledger Chart of Accounts Table The A&M System Subsidiary Ledger Chart of Accounts table defines the valid structure for the creation and usage of subsidiary ledgers in FAMIS. Subsidiary ledgers are revenue and expense accounts that may be restricted to revenue only, expense only, or both revenue and expense. This screen cannot be updated online. FAMIS Services must run a batch program to make any changes. Screen 802 – Display Subsidiary Ledger Chart of Accounts Table 802 Display Subsidiary Ledger Chart of Accounts Table 10/30/13 13:36 FY 2014 CC 02 Screen: ___ Low High Type of Map Codes Type of Account Account Account Low High Subcode 100000 102003 Cur Unr 10000 19999 REV 102004 102005 Cur Unr 10000 19999 BOTH 102006 102014 Cur Unr 10000 19999 REV 102015 102016 Cur Unr 10000 19999 BOTH 102017 102099 Cur Unr 10000 19999 REV 102100 102101 Cur Unr 10000 19999 BOTH 102102 109999 Cur Unr 10000 19999 REV 110000 197999 Cur Unr 10000 19999 EXP 198000 199999 Cur Unr 19000 19999 BOTH 200000 269999 Cur Unr 20000 26999 BOTH 270000 299999 Cur Unr 27000 29999 BOTH 300000 349999 Cur Unr 30000 34999 BOTH 400000 499999 Cur Res 40000 49999 BOTH 500000 599999 Cur Res 50000 59999 BOTH 600000 699999 Cur Res 60000 69999 BOTH Note: To change this table, contact FAMIS Team at (979)458-6464. Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Tech Note: FBIU801 COALIB (COAxx) Basic Steps • Press to page through the existing subsidiary chart of accounts table. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Low Account: 6 digits Displays the lower limit of the specified account range. High Account: 6 digits Identifies the higher limit of the specified account range. Type of Account: 10 characters Defines the type of money and restrictions placed on the accounts as categorized by Current Restricted, Current Unrestricted, and Other Restricted. Screen 802 – Display Subsidiary Ledger Chart of Accounts Table (cont’d) Map Codes Low: 5 digits Identifies the low end of the valid map codes for the range. High: 5 digits Shows the high end of the valid map codes for the range. Type of Subcode: 4 characters Indicates whether the account range can process revenue only, expense only, or both revenue and expense transactions. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Maintain Global Subcode Edit Table The Global Subcode Edit Table allows “across the board” restrictions, by subcode ranges, to be placed on accounts. Up to 120 entries may be made on this screen. For example, alcohol purchases are not allowed on most accounts in the A&M System. By placing this restriction on Screen 803, users cannot process a transaction using subcode 6341, which is for alcohol purchases. Exceptions on an account-by-account basis may be done on Screen 8 for an individual account. This screen can be maintained and updated by each campus. The information is campus specific. Screen 803 – Maintain Global Subcode Edit Table 803 Maintain Global Subcode Edit Table 10/30/13 13:37 FY 2014 CC 02 Screen: ___ Func Mask of Low High Valid Code Account Subcd Subcd Match Message _ 0XXXXX 2110 2110 N _ 0XXXXX 2420 2425 N _ 0XXXXX 4450 4450 N _ 09XXXX 4994 4994 Y _ 0XXXXX 4994 4994 N _ 09XXXX 5994 5994 Y _ 0XXXXX 5994 5994 N _ 0XXXXX XXXX ____ Y _ 1XXXXX 6350 6350 N _ 1XXXXX 0002 0050 Y _ 160XXX 1000 1000 N _ 160XXX 1100 1100 Y _ 160XXX 1700 1700 Y _ 160XXX 1900 1900 Y ************ More Data -- Press to View ********* Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Enter the desired action in the Func Code field, then enter the appropriate data in the fields provided. • If this screen appears to be full and you need to insert data between two entries, type “A” in the Func Code field and type over all of the data on the line where you want the new entry to appear. The program will add the entry and move the other entries down. • Press to record the information. A message will be displayed confirming the action has been recorded. Screen 803 – Maintain Global Subcode Edit Table (cont’d) Global Subcode Edit Process A system edit checks each 10-digit account in a transaction against the Global Subcode Table (Screen 803), which specifies valid combinations of 6-digit accounts and 4-digit subcodes. This is to prevent the use of invalid account controls and object codes in accounting transactions. Invalid combinations are rejected (online) or sent to Suspense (in batch). The entries on Screen 803 are overridden by entries on Screen 8 for individual accounts. For example, alcohol purchases are not allowed on many accounts. By placing a restriction (XXXXXX 6341 6341 N) on Screen 803, users cannot process transactions using subcode 6341, which is for alcohol purchases. However, for account 500029 (Institutional Development – President), Screen 8 allows the use of subcode 6341. The Global Subcode Table consists of the following 4 columns: Account or Mask of Account which is a specified 6-digit account or a mask using an X as a placeholder. For example, an entry could be account 412345 (only one account) or 4XXXXX (all accounts from 400000 through 499999). Low Subcode and High Subcode or Mask of Subcodes These 4-digit subcodes define the range of subcodes that are allowed or disallowed. The low and high subcodes can be the same code restricting to only one subcode. These entries can also be masks. Valid Match Valid entries are “Y” (allow) and “N” (not allowed) The ORDER of entries is very important in this table. The first entry that satisfies the check will be accepted, so the exceptions must be entered first in order to gain the desired result. For example, to allow accounts in the mask 25XXXX to use the subcode 6341, the entries read the following: 25XXXX 6341 6341 Y XXXXXX 6341 6341 N The table is user-defined and maintained by each Member. The table allows for up to 120 entries. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Func Code: 1 character Identify the desired function code from the following: add (A) new subcode edit, update (U) an existing subcode edit, or delete (D) an existing subcode edit. Screen 803 – Maintain Global Subcode Edit Table (cont’d) Mask of Account: 6 characters/digits An “X” is a wildcard, so entering 345XXX means all accounts from 345000 to 345999 are included in the mask. Low Subcd: 4 digits Indicate the low subcode in a range. High Subcd: 4 digits Identify the high subcode in a range. Valid Match: 4 digits Enter a validation flag of “Y” or “N” to determine whether the account can process transactions using the listed subcodes. Message: 50 characters Displays the confirmation message for the action recorded. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Automatic Budget Reallocation Rules Monitoring budgets in FAMIS is done using budget pools or categories. The rules for Automatic Budget Reallocation (ABR) are entered on Screen 804. You may have up to 60 pools in one ABR rule. This screen identifies the valid budget pools and the ranges of valid object codes that participate in the pool. Disjointed ranges can be used, but the low range must be in ascending order. Establishing a revenue pool is creating a pool for “expected revenue.” When actual revenue is posted to the appropriate revenue object codes, the expected revenue is reduced by the amount posted as an actual to an income object code. Establishing an expense pool is specifying a dollar amount that can be used for expenses. When an “actual” expense is posted, the expense pool is reduced by the actual expense dollars. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 804 – Maintain Automatic Budget Reallocation Rules 804 Maintain Automatic Budget Reallocation Rules 10/30/13 13:38 FY 2014 CC 21 Screen: ___ Rule: 411 F Pool Low High Act Messages F Pool Low High Act Messages _ 0001 0002 0999 _ _ ____ ____ ____ _ _ 1100 1105 1610 _ _ ____ ____ ____ _ _ 1100 1705 1710 _ _ ____ ____ ____ _ _ 1740 1740 1775 Y _ ____ ____ ____ _ _ 1900 1906 1990 _ _ ____ ____ ____ _ _ 3100 3010 3410 _ _ ____ ____ ____ _ _ 3000 4010 5682 _ _ ____ ____ ____ _ _ 5700 5710 5835 _ _ ____ ____ ____ _ _ 3100 5840 5840 _ _ ____ ____ ____ _ _ 3000 5855 9899 _ _ ____ ____ ____ _ _ ____ ____ ____ _ _ ____ ____ ____ _ _ ____ ____ ____ _ _ ____ ____ ____ _ _ ____ ____ ____ _ _ ____ ____ ____ _ _ ____ ____ ____ _ _ ____ ____ ____ _ _ ____ ____ ____ _ _ ____ ____ ____ _ ********************** End of Data *********************** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Type “Y” to allow expense at pool code. This feature only checks the very first time that the pool code is used. Subsequent to that, the code is not checked. There is a limit of 15 lines for one 1 code. Screen 804 – Maintain Automatic Budget Reallocation Rules (cont’d) Basic Steps • Enter the ABR rule number for the pool in the Rule field and press . • Enter data in the available fields, as desired • Press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Rule: ? Help 3 digits Enter the ABR rule to be added, deleted, or updated. F: 1 character Indicate whether the pool and valid object codes should be added (A), deleted (D), or updated (U). Pool: 4 digits Enter the object code identified as the budget pool grouping to receive budget. Low: 4 digits Identify the lower limit of the specified budget pool. High: 4 digits Include the upper limit of the specified budget pool. Act: 1 character Type “Y” to allow encumbering at the pool level, even though you normally do not expense at the pool level. Only works the first time you go to the account. Messages: 20 characters Displays a confirmation message for the action recorded. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Maintain GL Account Control Descriptions General Ledger Account Controls are subcodes defined by The Texas A&M System’s Office of Budgets and Accounting. These codes are for all FAMIS users within TAMUS. Dollar records are stored at the subcode level, so for any GL, for example, the dollar amounts associated with 1100 – Claim on Cash are those dollars that represent the GL’s share in the Cash of the institution. The A&M System-wide Master List is housed on Campus 00. A code must be on the Master Table to be added to a campus Table. Screen 805 has been updated to allow you to view the list of object codes on the Master Campus by typing “Y” in the View Master Campus field. This screen is maintained by FAMIS Services. The information is available to all TAMUS members. Send a request to FAMIS Services if you want a Pool description to be changed. Screen 805 – Maintain GL Account Control Descriptions 805 Maintain GL Account Control Descriptions 10/30/13 13:40 FY 2014 CC 02 Screen: ___ Account Control: ____ View Master Campus: _ Func Acct State LBB LAR Code Cntl Description Code Code Code Message _ 1100 Claim on Cash______________________ ____ ____ ____ ________________ _ 1101 Claim on Cash - Restricted_________ ____ ____ ____ ________________ _ 1110 Assets Held by SAGO-ST_____________ ____ ____ ____ ________________ _ 1111 Assets Held By SAGO-Short Term-Rest ____ ____ ____ ________________ _ 1115 Balance in State Appropriations____ ____ ____ ____ ________________ _ 1120 Petty Cash - Cashier_______________ ____ ____ ____ ________________ _ 1121 Petty Cash - Cashier - Restricted__ ____ ____ ____ ________________ _ 1125 Petty Cash - Dept Working Fund_____ ____ ____ ____ ________________ _ 1126 Petty Cash - Dept Working Fd-Rest__ ____ ____ ____ ________________ _ 1129 Temporary Working Fund-Restricted__ ____ ____ ____ ________________ _ 1130 Temporary Working Fund_____________ ____ ____ ____ ________________ _ 1131 Cash - Backlog (RF Only)___________ ____ ____ ____ ________________ _ 1135 Cash in State Treasury_____________ ____ ____ ____ ________________ _ 1136 Cash in State Treasury-Restricted__ ____ ____ ____ ________________ _ 1140 Securities Lending Collateral______ ____ ____ ____ ________________ ********** More Data -- Press to View ******** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Dload Basic Steps • Type “Y” in the View Master Campus field to view the account controls on the Master Campus and press . To view your own campus, blank out the “Y” or type “N” in this field. • Press to scroll through the list of Account Controls, or type a specific code in the Account Control field, and press . Screen 805 – Maintain GL Account Control Descriptions (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line Account Control: ? Help 4 digits Enter an account control number to place it at the top of the list. View Master 1 character Campus: Type “Y” to view the account controls on the Master Campus. Screen Information Func Code: 1 character Enter the desired function code: add (A) new subcode edit, update (U) an existing subcode edit, or delete (D) an existing subcode edit. Acct Cntl: 4 digits Type the account control number. Description: 30 characters Include a description of the account control. State Code: 4 digits Identify the State Comptroller’s code. LBB Code: 4 digits Provide the code defined by the Legislative Budget Board. LAR Code: 4 digits Displays the Legislative Appropriation Request Code. Message: 20 characters Shows message, if available. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. PF9 Download Dload Download information from this screen using Entire Connection. Maintain SL Subcode Descriptions Subsidiary Ledger Object Codes are subcodes defined by The SAGO Office of Budgets and Accounting. These codes are for all FAMIS users within TAMUS. Dollar records are stored at the subcode level, so for any SL, for example, the dollar amounts associated with 4010 – Supplies are those dollars that were expended on supplies for that account. The A&M System-wide Master List is housed on Campus 00. A code must be on the Master Table to be added to a campus Table. Screen 806 has been updated to allow you to view the list of object codes on the master campus by typing “Y” in the View Master Campus field. Master Campus Codes To view the Master Campus (00) codes, type “Y” in the View Master Campus field, and press . This will display a protected list of the Master Campus object codes. With the View Master Campus field selected, press PF9 to get a download of the Master Campus object codes. Remove the “Y” from this field and press to view object codes for your campus, or use PF9 to download object codes for your specific campus. This screen is maintained by FAMIS Services. The information is available to all TAMUS members. Screen 806 – Maintain SL Subcode Descriptions (Panel 1) 806 Maintain SL Subcode Descriptions 10/30/13 13:42 FY 2014 CC 02 Screen: ___ Subcode: ____ View Master Campus: _ PANEL: 01MORE>> State LBB LAR Bud Comm F Sbcd Description Code Code Code Pool Exmpt HUB _ 3415 Travel-Prospective Students (local) 7546 2009 2009 _ _ _ 3420 SOFC - Travel______________________ 7546 2009 2009 _ _ _ 4000 Supplies and Materials Pool________ ____ 2003 2003 Y _ _ 4010 Supplies - Office General__________ 7300 2003 2003 _ _ * _ 4011 Supplies - Paper Goods & Janitorial 7300 2003 2003 _ _ * _ 4012 Supplies - Education_______________ 7300 2003 2003 _ _ * _ 4013 Supplies - Research________________ 7300 2003 2003 _ _ * _ 4014 Supplies - Other (Incl Ammunition)_ 7300 2003 2003 _ _ * _ 4015 Supplies - Food Service - Exempt___ 7300 2003 2003 _ _ * _ 4017 SOFC - Office Supplies_____________ 7546 2009 2009 _ _ _ 4020 Computer Consumables_______________ 7300 2003 2003 _ _ * _ 4025 Subscriptions, Periodicals,________ 7303 2009 2009 _ _ _ 4030 Fuels and Lubricants - Other_______ 7304 2002 2002 _ _ * _ 4035 Fuels and Lubricants - Aircraft____ 7307 2002 2002 _ _ * _ 4039 Gases______________________________ 7310 2009 2009 _ _ * ********** More Data -- Press to View ******** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Comp DLoad Left Right HUB field and data have been added to the Entire Connection download. Screen 806 – Maintain SL Subcode Descriptions (cont’d) Screen 806 – Maintain SL Subcode Descriptions (Panel 2) 806 Maintain SL Subcode Descriptions 10/30/13 13:44 FY 2014 CC 02 Screen: ___ Subcode: ____ View Master Campus: _ PANEL: 02 Bud Ex F Sbcd Description Pool Fg Message _ 3415 Travel-Prospective Students (local) _ _ __________________________ _ 3420 SOFC - Travel______________________ _ _ __________________________ _ 4000 Supplies and Materials Pool________ Y _ __________________________ _ 4010 Supplies - Office General__________ _ _ __________________________ _ 4011 Supplies - Paper Goods & Janitorial _ _ __________________________ _ 4012 Supplies - Education_______________ _ _ __________________________ _ 4013 Supplies - Research________________ _ _ __________________________ _ 4014 Supplies - Other (Incl Ammunition)_ _ _ __________________________ _ 4015 Supplies - Food Service - Exempt___ _ _ __________________________ _ 4017 SOFC - Office Supplies_____________ _ _ __________________________ _ 4020 Computer Consumables_______________ _ _ __________________________ _ 4025 Subscriptions, Periodicals,________ _ _ __________________________ _ 4030 Fuels and Lubricants - Other_______ _ _ __________________________ _ 4035 Fuels and Lubricants - Aircraft____ _ _ __________________________ _ 4039 Gases______________________________ _ _ __________________________ ********** More Data -- Press to View ******** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Comp DLoad Left Right Users can request to have the description of a pool changed, but not the object code. If the object code is changed it will revert to match the Master when the new year tables are created. Flags The Bud Pool flag should be used to indicate whether the object code being set up is a pool. This flag has been populated for all the current pools. If you set up a new pool on the Master Campus (00) or a specific campus, please make sure to enter “Y” for this flag. It should be left blank for all other codes. If a System Part wants an LBB code assigned to a pool, it must be approved. No Comptroller Codes will be allowed on pool codes. The Ex Fg field is used to identify object codes that are exempt from requiring the commodity code. Frozen Object Codes Currently, we do not have a way to freeze object codes, so we add the word “FROZEN” to the description and remove the Comptroller Code and LBB code. This does not prevent use of the code. For audit purposes, a code should not be removed if it has been used in the current year or on multi-year research projects. Screen 806 – Maintain SL Subcode Descriptions (cont’d) Basic Steps • Type “Y” in the View Master Campus field to view the Master Campus (00) subcodes. Use PF9 while this field is selected to download the codes. • Press to scroll through the list, or enter a specific subcode to advance the display to show the number entered on the first line of the list. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line Subcode: ? Help 4 characters Enter subcode to be positioned at the top of the screen when you press . View Master 1 character Campus: Type “Y” to view the Master Campus (00) object codes. Screen Information . Panel 1 F: 1 character Indicate the desired function: add (A), delete (D), or update (U). Sbcd: 4 digits Indicate the subcode number. Description: 30 characters Provide a description of the subcode. State Code: 4 digits Identify the State Comptroller’s Code for the current subcode. LBB Code: 4 characters Enter code used by the Legislative Budget Board. LAR Code 4 digits Type the Legislative Appropriation Request code. Bud Pool: 1 character Enter “Y” to indicate that the subcode is designated as a budget pool. Comm Exmpt: 1 character Enter “Y” to set an object code as exempt from requiring the commodity code. HUB: 1 character Enter an asterisk (*) if the associated object code is included for HUB reporting. This is controlled by Screen 853 HUB object codes. Screen 806 – Maintain SL Subcode Descriptions (cont’d) . Panel 2 Ex Fg: 1 character Type “Y” to indicate this code is exempt from requiring the commodity code. Message: 20 characters Displays message, if available. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. PF7 Comptroller Codes Comp Used to sort list by selected State Comptroller Codes. PF9 Download Dload Download information from this screen using Entire Connection. Screen 806 – Maintain SL Subcode Descriptions (cont’d) Section IV Financial Accounting Control Records Financial Accounting Control Record The control record for Financial Accounting is maintained by the FAMIS Services staff using Screen 821. The screen fields, as explained below, are very important to proper functioning in Financial Accounting. You can tell if a campus has closed its books for the previous fiscal year by looking at the Last Closed Proc Month field. If it is “13,” then the campus is considered closed. This screen is maintained by FAMIS Services. The information is campus specific. Screen 821 – Financial Accounting Control Record 821 Financial Accounting Control Record 10/30/13 13:47 CC 02 Screen: ___ Campus Name: TEXAS A&M UNIVERSITY__________ Processing Years Suspense Accounts Current Fiscal Year: 2014 Suspense Account: 0001001600 Calendar Year Start of FY: 2013 Suspense Payroll: 0001051601 Processing Months Default Bank Account: 06000 First Calendar Month of FY: 09 September Support Accounting: Y Current Month of FY: 02 October Temporary Current Month: 2 October Fiscal Office Campus Cd: 02 Last Closed Tran Month: 01 September Global Budget Control Flag: _ Last Closed Proc Month: 01 September (N - turns off budget checking) (Blank - Normal processing) Prompt Pay Information Exempt Campus: _ Suspense Control No: 602 Reason: __ Interest Rate: __4.25 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Interest rate for the current Fiscal Year Basic Steps • View the Financial Accounting Control record for your specific campus. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line Campus Name: 50 characters Enter the name of the TAMUS member. Screen Information Processing Years Current Fiscal Year: 4 digits Shows the current fiscal year. Screen 821 – Financial Accounting Control Record (cont’d) Calendar Year 4 digits Start of FY: Identifies the year in which the current FY began. Processing Months First Calendar 2 digits Month of FY: Displays the first calendar month of the current processing fiscal year. Current Month of FY: 2 digits Shows the current month figured by counting the number of months from September – including September as 01. Temporary Current 2 digits Month: Displays the month in which you are working in that may be different from the current month for the campus. Last Closed Tran 2 digits Month: Displays the month In which the last transaction was closed. Last Closed Proc 2 digits Month: Displays the last month in which the processing for the campus was closed. Prompt Pay Information Exempt Campus: 1 character “Y” indicates the campus is exempt from prompt pay. Reason: ? Help 2 characters Shows a code explaining the reason the campus is exempt from prompt pay. Interest Rate: 6 digits Displays the interest rate to be used in calculating interest for late payment. Suspense Accounts Suspense Account: 10 digits Identifies the general suspense account number to which rejected records will post during batch processing, typically 0001001600. Suspense Payroll: 10 digits Shows the number of the payroll suspense account to which rejected payroll records may post – most will post in the General Suspense account, however. Default Bank 5 digits Account: Shows the default bank account number. Support 1 character Accounting: “Y” indicates Support Accounting is allowed for the campus. Fiscal Office 2 digits Campus Cd: Shows the campus code of the fiscal office that is responsible for these accounting records. This is primarily used when one fiscal office does the accounting for more than one campus code. Screen 821 – Financial Accounting Control Record (cont’d) Global Budget 1 character Control Flag: “N” turns off budget checking for the whole campus. “Blank” is normal processing with accounts being checked for availability of budget before expenditure will be accepted. This can be overridden at the individual account. Suspense Control 7 digits No: Shows the next suspense number to be assigned on transaction that goes to suspense. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Cost Reference Table Maintenance Valid cost reference values can be maintained on Screen 811. This functionality allows the first two cost reference fields (Cost Ref 1 and Cost Ref 2) to be edited on transaction entry against the values set up on this table. Cost Ref 3 and Cost Ref 4 are free entry and not edited against any table. Cost References 1 and 2 can be entered on transaction screens, but are seen on detail screens, such as Screen 23, as Reference 5 and Reference 6 respectively. This screen is maintained and updated by each campus. The information is campus specific. Screen 811 – Cost Reference Table Maintenance 811 Cost Reference Table Maintenance 10/30/13 13:51 FY 2014 CC 99 Screen: ___ Cost Ref: 0005000 Table type: 1 (1=Cost-Ref1, 2=Cost-Ref2) Func Cost Ref Cost Ref Description _ 0903144 ________________________________________ _ 0903145 ________________________________________ _ 0903146 ________________________________________ _ 0903147 ________________________________________ _ 0903148 ________________________________________ _ 0903149 ________________________________________ _ 0903150 ________________________________________ _ 0905209 ________________________________________ _ 1000000 MISCELLANEOUS___________________________ _ 1000021 PHOTO - FILM____________________________ _ 1000022 PHOTO - PAPER___________________________ _ 1000023 PHOTO - CHEMICAL________________________ _ 1000024 PHOTO REPAIRS___________________________ _ 1000025 DARK ROOM SUPPLIES______________________ *** Press ENTER for More Entries *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp TECH NOTE: TTI (CC12) is hard coded to use the Dept code instead of this table. Cost References Cost Reference fields are provided as another tool for flexibility in reporting. By using the cost reference fields, the values can be aggregated in report FBMR261. This is used by one Member for program reporting that cuts across the department organization used in most FAMIS reports. Valid cost reference values can be maintained on the Cost Reference Table on Screen 811. This functionality allows the first two cost reference fields (Cost Ref 1 and Cost Ref 2) to be edited on transaction entry against the values set up on this table. Cost Ref 3 and Cost Ref 4 are freeform entry and not edited against a table. Screen 811 – Cost Reference Table Maintenance (cont’d) Cost References 1 and 2 can be entered on transaction screens, but are seen on detail screens, such as Screen 23, as Reference 5 and Reference 6 respectively. To view cost references on Screen 23, use the Ref number on the left of the table to see the value input to the Cost Ref fields. Ref 5 - Cost Ref1 Ref 6 - Cost Ref2 Ref 7 - Cost Ref3 Ref 8 - Cost Ref4 Screen 8 in FAMIS provides good information concerning how to set the Cost Ref 1 and Cost Ref 2 fields. You can press PF2 in the Cost Ref 1: Obj Cat field to view information for the fields. These flags are used to indicate if cost references are required for certain type of accounting transactions. Object Category (Cost ref is required if object is type:) _ R - Revenue _ E - Expenses _ B - Both Revenue & Expense Transaction Type (Cost ref is required if transaction is type:) _ 1 - Actual _ 2 - Actual or Encumbrance _ 3 - Actual, Encumbrance, or Budget Select a Value with 'X' or Press to Quit The FBMR261 program reports transaction data sorted by Cost Ref1, Department, and then Account. A related report, FBMR262, does the same reporting by Department, Cost Ref1, and Account. TECH NOTE: The ZNSPCOA program determines whether a Cost Ref is required on a transaction entry screen (example: Screen 13). Basic Steps • Enter the desired cost reference Table Type and press . • To add a valid Cost Ref value, type “A” in the Func field and enter the correct value and description. Press to add the new value. • To update an existing value, type a “U” in the Func field and enter the modified value in formation. Press to update the value or description. • To delete a valid value, type “D” n the Func field and press . Screen 811 – Cost Reference Table Maintenance (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line Cost Ref: 7 digits Enter the desired cost reference number to position it at the top of the displayed list, Table Type: 1 digit Identify the type of cost reference table to be updated, deleted, or displayed – Cost Reference 1 or Cost Reference 2. Screen Information Func: 1 character Enter the desired function. A = add a cost reference valid value. D = delete a cost reference valid value. U = update a cost reference valid value. Cost Ref: 7 digits Identify the number you want to be valid for entry in the cost reference field on transaction screens. Cost Ref 50 characters Description: Enter a description of the cost reference value. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Maintain Interdepartmental Transfer Table FAMIS allows you to maintain the clearing accounts for all Interdepartmental Transfers (IDTs) within the same System part and those between different System parts. This is done by using Screen 831 and must be completed before Screen 35 can be utilized. Buying and selling accounts must be approved within the given ranges for each account before IDT transactions can be posted on Screen 35. Run report FBXR003 to list all the valid selling accounts and the accompanying values entered on this control table. This screen is maintained and updated by each campus. The information is campus specific. Screen 831 - Maintain Interdepartmental Transfer Table 831 Maintain Interdepartmental Transfer Table 10/30/13 13:53 FY 2014 CC 02 Screen: ___ Selling Account: 999999 Desc: DEFAULT IDT TABLE_________________________________ Start Stop Selling Buying Buying Buying Clearing Allow Bank Bank F Account Account Account Flag Account Account Messages _ 02140000 02141999 ______ Y 02B06000 02B06000 _ 02160000 02160999 ______ N ________ ________ _ 02011140 02011140 ______ Y 02B06000 02B06000 _ 02001017 02001017 ______ Y 02B06000 02B06000 _ 02010210 02010210 ______ Y 02B06000 02B06000 _ 02100000 02999999 ______ Y 02B06000 02B06000 _ 02020000 02059999 ______ Y 02B06000 02B06000 _ 20200000 20999999 ______ Y 02B06000 20B03000 _ 02001029 02001029 ______ Y 02B06000 02B06000 _ 02001015 02001015 ______ Y 02B06000 02B06000 _ ________ ________ ______ _ ________ ________ _ ________ ________ ______ _ ________ ________ ********************** END OF DATA ********************** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp IDT Information Clearing Accounts Selling Account 999999 is the default clearing account. Processing will first check to see if the selling account is set up on Screen 831. If it is not set up, the default (999999) will be used. If the clearing account is set up, the credit will go to it; otherwise, it will credit the selling account. Each account can be set up on Screen 831 for particular cases to disallow certain accounts. Valid Selling Accounts FAMIS report FBXR003 lists the valid selling accounts. Screen 831 – Maintain Interdepartmental Transfer Table (cont’d) Basic Steps • Enter a six-digit Selling Account number and press . • Type “A” in the F (Function) field to add information for a new account, type “U” to update information, or type “D” to delete. • Include the information in the appropriate fields and press . Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Selling Account: 6 digits/characters Enter the selling account number to be checked for ranges of buying accounts. It must be a valid account within the current campus code. The first 2 digits are the campus code. Desc: 40 characters Enter a detailed description of the account. Screen Information F: 1 character Indicate the function to perform for the entered data. A = Add a range of buying accounts for the selling account U = Update account range D = Delete account range . Start Buying 8 digits/characters Account: Enter the bottom range of acceptable selling accounts for the buying account. These accounts should be prefixed by the proper campus code. . Stop Buying 8 digits/characters Account: Include the top range of acceptable selling accounts for the buying account. These should be prefixed by the proper campus code. Clearing Account: 6 digits/characters A clearing account is entered only if replacing the given selling account. The clearing account must be a valid account within the current campus code. Allow Flag: 1 character Indicate whether or not the buying account is within the current buying account range. “Y” - accepts buying account within ranges given and “N” rejects buying account within ranges given. If the Allow Flag is checked with a “Y” and the Clearing Account field contains an account, FAMIS will replace the current selling account with that clearing account. If the Clearing Account field is blank, no replacement is made and the current selling account is maintained. Screen 831 – Maintain Interdepartmental Transfer Table (cont’d) . Selling Bank 6 digits/characters Account: Enter the bank account number for the given selling account. Bank account must be prefixed with the current campus code and entered in the form “BXXXXX,” with “X” representing the bank number. . Buying Bank 6 digits/characters Account: Enter the bank account number for the given buying account. Account must be entered in the form "BXXXXX,” with “X” representing the bank number. Messages: 12 digits Displays a message if the selling or buying accounts are not accepted on Screen 831. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Screen 831 – Maintain Interdepartmental Transfer Table (cont’d) Section V Accounts Payable Control Records Accounts Payable Control Record The control record for Accounts Payable is maintained by the FAMIS Services staff using Screen 822. The fields on this screen are very important to proper functioning of Accounts Payable. The address information entered on this screen is shown in the upper left hand corner of the Accounts Receivable Past Due Notices. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 822 – Accounts Payable Control Record 822 Accounts Payable Control Record 10/30/13 13:54 FY 2014 CC 02 Screen: ___ Campus Name: TEXAS A&M UNIVERSITY Accounts Temp/Auto Create Single Liability: __________ Data Collect Temp: 1____ Unrestricted Liability: __________ Auto Vendor: 25265____ Discount: __________ Auto Voucher: See Screen 835 Liability: 2100 Currency Liability: ____ Vendor Campus Code: 02 System Flags Institution 1099 Accruals Use Map Code: Y Name: TEXAS A&M UNIVERSITY____________________ Single Accrual Liability: N ________________________________________ Discounts as Revenue: N Address: FISCAL DEPARTMENT_______________________ ________________________________________ Discount use FSA Base: N City: COLLEGE STATI St: TX Zip: 77843____ Tax use FSA Base: N Tax ID: 74xxxxxx1 Currency Use FSA Base: N Agency: 711 Vendor ID: 37vvvvvvv1T Comptroller Vendor ID: 33vvvvvvv40 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • View existing control record information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line Campus Name: 50 characters Identifies the name of the TAMUS campus on the accounts payable control record. Screen Information Accounts Single Liability: 10 digits This field is blank and currently not used. Unrestricted 10 digits Liability: This field is blank and currently not used. Screen 822 – Accounts Payable Control Record (cont’d) Discount: 10 digits This field is blank and currently not used. Liability: 4 digits Identifies “2100” as the account control which is reserved for accounts payable transactions. Currency Liability: 4 digits This field is blank and currently not used. Temp/Auto Create Data Collect Temp: 4 digits Data Collect is not used. Auto Vendor: 8 digits Shows the next assigned vendor number. Auto Voucher: See Screen 835 for valid voucher prefixes. Vendor Campus 2 digits Code: Identify the campus code that maintains the vendor file with which you are working. System Flags Accruals Use Map 1 character Code: “Y” indicates the map code will determine where accruals will post. Single Accrual 1 character Liability: This field is blank or “N” and currently not used. Discounts as 1 character Revenue: This field is “N” and currently not used. Discount use 1 character FSA Base: This field is “N” and currently not used. Tax use FSA Base: 1 character This field is “N” and currently not used. Currency use 1 character FSA Base: This field is “N” and currently not used. Institution 1099 Name: 2 lines – 50 characters each Include the name of the agency responsible for the 1099 reporting. Address: 2 lines (50 characters/digits each) Provide the address of the agency responsible for the 1099 reporting. City: 20 characters Identify the city of the agency responsible for the 1099 reporting. Screen 822 – Accounts Payable Control Record (cont’d) St: 2 characters Enter the state of the agency responsible for the 1099 reporting. Zip: 10 digits Include the zip code of the agency responsible for the 1099 reporting. Tax ID: 9 digits Identify the tax ID of the agency responsible for the 1099 reporting. Agency: 3 digits Enter the state agency number of the agency responsible for the 1099 reporting. Vendor ID: PF2 Help 11 characters/digits Identify the vendor ID number established in FAMIS for the agency responsible – used for revolving vouchers. The alternate vendor ID number is used for state paid benefit vouchers and Change Source of Funds processing. Comptroller 11 characters Vendor ID: Provide the State Comptroller’s vendor ID number used for Change Source of Funds processing where funds are due back to the state. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Maintain Vendor Check Limits Setting vendor check limits on Screen 807 allows you to set dollar limits on the checks that will be processed for a particular vendor. This can be used to assist with keying errors in the direction of too large a check. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 807 – Maintain Vendor Check Limits 807 Maintain Vendor Check Limits 10/30/13 13:56 FY 2014 CC 02 Screen: ___ * ---- Check Limits ---- * Message 1: _______0.00 2: _______0.00 3: _______0.00 4: _______0.00 5: _______0.00 6: _______0.00 7: _______0.00 8: _______0.00 9: _______0.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • View the vendor check limits, if any. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Check Limits: 20 digits Indicate a dollar limit that can be used for attaching to vendors. Message: 50 characters Displays the message concerning the limit set. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Maintain Discount Table The entries on this screen are only for vouchers created using Screen 104 and Screen 125. Values on the discount table specify terms of frequently used discounts. Each discount table record contains a discount code, discount percent, and a number of days. This information is used to determine the discount amount if payment is made within a specific time period. Each agency can select values to be set up in the discount table. In the sample below, discount terms are a 1.5 % discount if invoice is paid within 10 days. Screen 808 displays the current values on the discount table and is also used to add, change or delete table values. This screen is maintained and updated by FAMIS Services. Screen 808 - Maintain Discount Table 808 Maintain Discount Table 10/30/13 13:58 FY 2013 CC AM Screen: ___ Function Code Discount Days Message _ 01 1.50__ 10_ _ 03 2.50__ 22_ _ __ ______ ___ _ __ ______ ___ _ __ ______ ___ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps Add a Discount Record • Type “A” (Add) in the Function field. • Type a two-digit account code in the Code field. • Type a four-digit discount percent in the Discount field. The decimal point is entered two positions from the right. For example, 1.5% = 1.50. • In the Days field, type the number of days from the invoice date that payment must be received by the vendor in order to take advantage of the discount. • Press to record the discount table entry. • The message “** Added **” should appear in the Message field next to the newly created discount code. Screen 808 – Maintain Discount Table (cont’d) Update a Discount Record • Tab to the Function field next to the discount code that requires modification. • Type a “U” (Update) in the Function field. • Make the necessary changes to the discount code and press . • The message “** Update **” should appear in the Message field next to the modified discount code. Drop a Discount Record • Tab to the Function field next to the discount code being dropped. • Type a “D” (Delete) in the Function field. • Press to drop the discount code. • The message “Delete performed successfully” should appear at the top of the screen above the screen number. Discount Table When voucher transactions (vouchers, credit memos, or checks) are entered with a discount type indicator of “V” on Screen 104 or Screen 125, FAMIS references the discount table for the correct discount percentage and the due date. Due Date The due date calculation is based on the invoice date and the number of days on the discount record. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Function: 1 character Enter the desired function for maintaining the discount. A = add a discount code D = delete a discount code U = update a discount code Code: PF2 Help 2 digits Include the numeric code assigned by the user to the vendor’s discount terms. Values must be from 01-99. Discount: PF2 Help 4 digits Indicate the percentage cash discount associated with the discount code. Screen 808 – Maintain Discount Table (cont’d) Days: PF2 Help 3 digits Enter the number of days during which the discount terms are valid. FAMIS automatically calculates the due date by adding these days to the invoice date. Message: 15 lines 50 characters each Shows the message for the function performed. “Added” should appear in Message field beside the newly created discount code. “Update” will display if the information has been changed. Additional Functions PF KEYS See Appendix for explanation of standard PF keys. Maintain Tax Code Table FAMIS allows you to maintain a tax code table and the messages concerning these codes. This functionality is currently not used. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 809 – Maintain Tax Code Table 809 Maintain Tax Code Table 10/30/13 14:00 FY 2014 CC 02 Screen: ___ F Code Percent Account Description Message _ 01 1.5000___ 2117505110 SIDEWALKS__________________________ **ADDED _ __ _________ __________ ___________________________________ _ __ _________ __________ ___________________________________ _ __ _________ __________ ___________________________________ _ __ _________ __________ ___________________________________ _ __ _________ __________ ___________________________________ _ __ _________ __________ ___________________________________ _ __ _________ __________ ___________________________________ _ __ _________ __________ ___________________________________ _ __ _________ __________ ___________________________________ _ __ _________ __________ ___________________________________ _ __ _________ __________ ___________________________________ _ __ _________ __________ ___________________________________ _ __ _________ __________ ___________________________________ _ __ _________ __________ ___________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • View tax code information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information F: 1 character Enter the desired function code. A = add a tax code D = delete a tax code U = update a tax code Code: 2 digits Include a numeric code assigned to identify the tax code. Values must be from 01-99. Percent: 9 digits Indicate the percentage associated with the tax code. Account: 10 digits Identify the account number and the subcode associated with the code. Screen 809 – Maintain Tax Code Table (cont’d) Description: 50 characters Enter the description of the code. Message: 15 lines 50 characters each Displays a confirmation message: “Added” appears beside the newly created tax code; “Updated” appears beside the modified or updated tax code; “Delete performed successfully” appears in the top line of the screen. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Currency Code Table FAMIS allows maintenance of a currency code table. This screen is maintained and updated by FAMIS Services. This table is not currently used. Screen 810 – Maintain Currency Code Table 810 Maintain Currency Code Table 10/30/13 14:00 FY 2014 CC 02 Screen: ___ F Code Percent Account Description Message _ 001 1.5000___ 2117508520 FOOD AND FUEL______________________ **ADDED _ ___ _________ __________ ___________________________________ _ ___ _________ __________ ___________________________________ _ ___ _________ __________ ___________________________________ _ ___ _________ __________ ___________________________________ _ ___ _________ __________ ___________________________________ _ ___ _________ __________ ___________________________________ _ ___ _________ __________ ___________________________________ _ ___ _________ __________ ___________________________________ _ ___ _________ __________ ___________________________________ _ ___ _________ __________ ___________________________________ _ ___ _________ __________ ___________________________________ _ ___ _________ __________ ___________________________________ _ ___ _________ __________ ___________________________________ _ ___ _________ __________ ___________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information F: 1 character Enter the desired function code. A = add a currency code D = delete a currency code U = update a currency code Code: 3 digits Provide the numeric code assigned by the user. Percent: 9 digits Indicate the percentage. Account: 10 digits Enter the account number. Description: 50 characters Include a description of the currency code. Message: 15 lines Shows confirmation message for the function recorded. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Invoice Problem Text Maintenance Screen 812 provides for entry of the messages attached to Purchasing Invoice Problems (PIPs). This function is maintained by the Accounts Payable Office and is tailored to the needs of each campus. PIPs are created to communicate with a department concerning a purchasing document. Each PIP is created using the appropriate code and, using Routing & Approvals, the message is sent to the creator of the document. Since many of the problems are standard, this table simplifies the entry of PIP information by using pre-determined codes and descriptions. Therefore, this table eliminates repetitive entry of the same message. This screen is maintained and updated by each campus. The information is campus specific. (It is usually loaded from another campus, but is campus controlled.) Screen 812 – Invoice Problem Text Maintenance 812 Invoice Problem Text Maintenance 10/30/13 14:01 FY 2014 CC 02 Screen: ___ Problem Code: 03 Delete: _ Text: Purchases over $5000 that are not exempt must be processed__ through Procurement Services on a requisition. This document will not be paid. Please note that the original paperwork__ will not be returned to you.________________________________ NO RESPONSE REQUIRED._______________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ * Please enter text in UPPER and LOWER case. Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Tech Note: K713FA PRODJCL ZBAR812 download ZBAU812 upload Basic Steps • Enter a problem code in the Problem Code field and press . • To add a new code, enter the desired text or update an existing code, and press to record the information. Screen 812 – Invoice Problem Text Maintenance (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line Problem Code: ? Help 2 characters/digits Enter the problem code for the invoice. Screen Information Delete: 1 character Type “Y” to delete the problem code and its text. Text: 10 lines/50 characters each Enter standard text (in upper and lower case) detailing the reasons for the problem with the invoice, or make revisions to existing text. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Maintain AP Bank Information This screen is used to control the bank information for Accounts Payable and the check-writing process. It controls the processing of the check and voucher files. The table defines the check information for local banks. A record must be created for voucher cycle to process. Displayed are the beginning numbers for the preprinted checks. Also, several FAMIS memo banks can be pointed to one check printing stock and bank. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 833 – Maintain Bank Information (Check) 833 Maintain Check AP Bank Information 10/30/13 14:03 FY 2014 CC 16 Screen: ___ Cycle Type: CHECK__________ Total Pulled: ______16569.73 Total Prepaid: ______________ Total FRS Voucher Error: ______________ Total ACH Pulled: _______8239.23 Accting Last Cycle Next Cycle Recon Chk Seq Check Pos Work ACH F Bank Start Check Start Check Bank Bank Stock Pay File Bank _ 00003 _______ _______ _____ _____ PPD__ _ __ __ _ 00004 _______ _______ _____ _____ PPD__ _ __ __ _ 00006 _______ _______ _____ _____ PPD__ _ __ __ _ 00007 _______ _______ _____ _____ PPD__ _ __ __ Blank out number in the ACH Bank field to remove a bank from the ACH process. _ 00009 _______ _______ _____ _____ PPD__ _ __ __ _ 00010 _______ _______ _____ _____ PPD__ _ __ __ _ 00020 176679 176740 _____ _____ POSPA Y __ __ _ 00021 _______ _______ 00120 00120 NEW__ _ 03 __ _ 00022 _______ _______ 00120 00120 NEW__ _ 03 __ _ 00026 028358 028373 _____ _____ BTH__ W 04 __ _ 00030 _______ _______ _____ _____ PPD__ Y __ __ _ 00040 _______ _______ _____ _____ PPD__ _ __ __ _ 00050 _______ _______ _____ _____ PPD__ _ __ __ ************ More Data -- Press to View ************ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Screen 833 – Maintain Bank Information (Voucher) 833 Maintain Voucher AP Bank Information 10/30/13 14:05 FY 2014 CC 16 Screen: ___ Cycle Type: VOUCHER________ Total Pulled: _____264643.89 Total Prepaid: ______________ Total FRS Voucher Error: ______________ Total ACH Pulled: ______________ Accting Last Cycle Next Cycle Recon Chk Seq Check Pos Work ACH F Bank Start Check Start Check Bank Bank Stock Pay File Bank _ _____ _______ _______ _____ _____ _____ _ __ __ _ _____ _______ _______ _____ _____ _____ _ __ __ _ _____ _______ _______ _____ _____ _____ _ __ __ _ _____ _______ _______ _____ _____ _____ _ __ __ _ _____ _______ _______ _____ _____ _____ _ __ __ _ _____ _______ _______ _____ _____ _____ _ __ __ _ _____ _______ _______ _____ _____ _____ _ __ __ _ _____ _______ _______ _____ _____ _____ _ __ __ _ _____ _______ _______ _____ _____ _____ _ __ __ _ _____ _______ _______ _____ _____ _____ _ __ __ _ _____ _______ _______ _____ _____ _____ _ __ __ _ _____ _______ _______ _____ _____ _____ _ __ __ _ _____ _______ _______ _____ _____ _____ _ __ __ ************* End of Data ************* Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Screen 833 – Maintain AP Bank Information (cont’d) Maintain Check AP Bank Information Process If the ACH Bank field is not filled in, then no ACH payment will be processed for the payment. To remove a bank from the ACH process, blank out the code in the ACH Bank field. Basic Steps • Type “check” or “voucher” in the Cycle Type field. • Press to display the information needed. • Make desired modifications and press . Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Cycle Type: 15 digits Type a valid cycle type, either “check” or “voucher,” and press to make the desired modifications. Total Pulled: 14 digits Displays the total dollar amount pulled from the last check cycle. Total Prepaid: 14 digits Shows the total dollar amount prepaid. Total FRS Voucher 14 characters Error: Identifies the total voucher error in the FRS module. Total ACH Pulled: 14 digits Shows the total dollar amount pulled for direct deposit from the last ACH cycle. Screen Information F: 1 digit Enter desired function code. A = add a record D = delete a record U = update a record Accting Bank: 5 digits Enter the FAMIS accounting local bank number. Must be a valid bank as entered on Screen 28. Last Cycle Start 7 digits Check: Identify the beginning check number for the last check cycle that was run. Next Cycle Start 7 digits Check: Shows the next check number that FAMIS will print. Screen 833 – Maintain AP Bank Information (cont’d) Recon Bank: 5 digits Identify the bank that will include these checks in the reconciliation file. Chk Seq Bank: 5 digits Include the bank used for check stock. FAMIS processing gets the check numbers from this bank. Check Stock: 5 characters Enter the type of checks that are allowed for the check stock decisions. For example: NEW (checks) PPD (prepaid) BTH (both prepaid and checks to print) POSPA (positive pay) On a payroll bank; corrections to payroll will not cut checks but will go to Positive Pay file. Pos Pay: 1 character Type “Y” if set up for positive pay. Work File: 2 digits Identify whether one or more accounting banks will be used. Set up a different number for different check stock. For example: 03 = only one bank 04 = second accounting bank For each different check stock, new steps must be set up in check print and check reconciliation JCL. ACH Bank: ? Help 2 digits Include the bank’s ACH identification number (used only by FAMIS internally). Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Voucher Type Create FAMIS can create a number of voucher prefixes. By doing so, different types of vouchers, such as travel or student, may be grouped with the same starting number (prefix). This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 834 – Voucher Type Create 834 Voucher Type Create 10/30/13 14:07 FY 2013 CC AM Screen: ___ Voucher Prefix: 2 ( 0-9) Next Number to be Assigned: 2900028 Description: CONSECUTIVE VOUCHERS Enter 'Y' to delete: _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • FAMIS Services staff enters the desired voucher prefix, and the next number for that prefix. • Press to record the entry. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Voucher Prefix: 1 digit Enter the voucher prefix you wish to create. It must be between 0 and 9. Screen Information Next Number to be 7 digits Assigned: Include the next voucher number to be assigned automatically by FAMIS using the prefix. Description: 20 characters Type a description of the prefix type. Screen 834 – Voucher Type Create (cont’d) Enter ‘Y’ to Delete: 1 character Enter “Y” to delete the voucher prefix and numbering schema. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Last Voucher Number Table List For each prefix that has been created, Screen 835 shows the next voucher number that FAMIS will assign. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 835 – Last Voucher Number Used Table 835 Last Voucher Number Used Table 10/30/13 14:07 FY 2014 CC 02 Screen: ___ Fiscal Office Campus Code: 02 Next Prefix Number Description 0 0030300 QATAR 2 2401066 CONSECUTIVE VOUCHERS 3 3402970 SOFC 6 6025366 REGULAR VOUCHERS 8 8200053 SIMS Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • The next voucher number to be assigned for each prefix is displayed for the campus code shown in the Fiscal Office Campus Code field. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Fiscal Office 2 digits Campus Code: Displays the fiscal office campus code. Prefix: 1 digit Shows the prefix numbers for this campus code. Next Number: 7 digits Shows the next voucher number FAMIS will assign. Description: 20 characters Displays a description of the prefix type. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. AP/Invoice Contact Maintenance Screen 838 lists the contact person for your institution regarding the two types of vouchers. This contact information is also sent to the State with the State vouchers. This screen is maintained and updated by each campus. The information is campus specific. Screen 838 – Contact Maintenance 838 Contact Maintenance 10/30/13 14:08 FY 2014 CC 02 Screen: ___ Revolving Contact Name: CALVIN COLLINS_____________________ Address: FISCAL DEPT. MS 6000_______________ ___________________________________ City: COLLEGE STATION_____ State: TX Zip: 77843_____ Phone: 409-845-7777 Ext: ____ ------------------------------------------------------------------------------- Voucher Contact Name: CALVIN COLLINS_____________________ Phone: 409-845-7777 Ext: ____ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Type the names of the persons to be contacted for each type of voucher. • Press to record information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Receiving Contact 35 characters Name: Enter name of the primary person to contact regarding revolving vouchers. Address: 2 lines (35 characters/digits each) Type the address of the contact person receiving the funds. City: 20 characters Provide the city in which the contact person resides. State: 2 characters Enter the state in which the contact person resides. Screen 838 –Contact Maintenance (cont’d) Zip: 9 digits Provide the ZIP Code + 4 digits of the department. Phone: 10 digits Include the phone number for the contact person. Ext: 4 digits Identify the telephone number extension of the contact person. Voucher Contact 35 characters Name: Enter the name of the person to be contacted about vouchers. Phone: 10 digits Provide the phone number for the voucher contact person. Ext: 4 digits Identify the telephone number extension number of the voucher contact person. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Comptroller Codes Subject to Interest This screen displays the State Comptroller Object Codes that are subject to prompt payment interest. If the word “Interest” appears in the Interest of Exempt field next to a Comp Code, the Member must pay interest on late payments against this Comp Code. The word “Exempt” is displayed in the Interest of Exempt field next to a Comp Code means that a Member has been given a special interest exemption for this Comp Code by the State. FAMIS Services must be notified whenever the State modifies the Comptroller Codes subject to interest or whenever a Member is granted a special exemption against an interest Comptroller Code. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 817 – Comp Codes Subject to Interest 817 Comp Codes Subject to Interest 10/30/13 14:09 FY 2014 CC 02 Screen: ___ Comp Code: ____ Fiscal Year: 2014 Interest Interest Interest Interest Code or Exempt Code or Exempt Code or Exempt Code or Exempt ---- --------- ---- --------- ---- --------- ---- --------- 7202 Interest 7233 Interest 7254 Interest 7272 Interest 7203 Interest 7239 Interest 7255 Interest 7273 Interest 7204 Interest 7240 Interest 7256 Interest 7274 Interest 7205 Interest 7242 Interest 7257 Interest 7275 Interest 7206 Interest 7243 Interest 7258 Interest 7276 Interest 7210 Interest 7245 Interest 7259 Interest 7277 Interest 7211 Interest 7246 Interest 7262 Interest 7278 Interest 7213 Interest 7247 Interest 7263 Interest 7281 Interest 7216 Interest 7248 Interest 7266 Interest 7282 Interest 7218 Interest 7249 Interest 7267 Interest 7283 Interest 7219 Interest 7252 Interest 7270 Interest 7284 Interest 7223 Interest 7253 Interest 7271 Interest 7286 Interest *** Press Enter to View More Entries *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp The message “Entire Campus is Exempt” is displayed at the top of the screen if a Member is exempt from the Prompt Payment Law. 817 Comp Codes Subject to Interest 10/30/13 14:09 ** Entire Campus is Exempt ** FY 2014 CC 99 Screen: ___ Comp Code: ____ Fiscal Year: 2014 Screen 817 – Comptroller Codes Subject to Interest (cont’d) Basic Steps • Press to scroll through the object codes listed, or enter a code number in the Comp Code field to advance forward to a specific number. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line Comp Code: 4 digits Enter a Comptroller Object Code to advance to a specific code number. Fiscal Year: 4 digits Displays the current fiscal year, but may be changed to view data from a previous year. (Note: information is not available prior to 2000). Screen Information Code: 4 digits Displays Comptroller Object Codes subject to prompt payment interest. Interest or 9 characters Exempt: Shows whether the code is subject to, or exempt from, prompt payment interest. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. ACH Holiday Table Screen 816 is used to enter the ACH bank holidays. These holidays are used by the check cycle to schedule payments to avoid prompt pay interest. When an “A” is displayed in a date field it indicates that this is an ACH holiday. No transactions will be sent on these holidays. This table is maintained by the System Office of Budgets and Accounting. Screen 816 – ACH Holiday Table 816 ACH Holiday Table 10/30/13 14:11 FY 2014 CC 99 Screen: ___ Month: 10 October Year: 2013 Sunday Monday Tuesday Wednesday Thursday Friday Saturday --------- |----------|--------- |----------| ---------|----------| --------- | | 1 _ | 2 _ | 3 _ | 4 _ | 5 W --------- |----------|--------- |----------| ---------|----------| --------- 6 W | 7 _ | 8 _ | 9 _ | 10 _ | 11 _ | 12 W --------- |----------|--------- |----------| ---------|----------| --------- 13 W | 14 A | 15 _ | 16 _ | 17 _ | 18 _ | 19 W --------- |----------|--------- |----------| ---------|----------| --------- 20 W | 21 _ | 22 _ | 23 _ | 24 _ | 25 _ | 26 W --------- |----------|--------- |----------| ---------|----------| --------- 27 W | 28 _ | 29 _ | 30 _ | 31 _ | | --------- |----------|--------- |----------| ---------|----------| --------- | | | | | | --------- |----------|--------- |----------| ---------|----------| --------- Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp LdMth Bkwd Frwd ACH, State and Local Holiday Table Process This screen, keyed by month and year, displays all known ACH holidays. A = ACH holiday All days on which ACH transactions will not be sent. (maintained by the System Office of Budgets and Accounting) W = Weekend (maintained by FAMIS Services) Blank = Not a holiday Basic Steps • View the current month’s ACH holidays, or display a specific month/year by typing a number in the Month and/or Year fields and pressing . • Press PF6 to load local holidays for the month into FAMIS. Screen 816 – ACH Holiday Table (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line Month: 2 digits Displays the current month. Enter the number of the desired month to view holidays. Year: 4 digits Shows the current fiscal year, but may be changed to view data from a previous year. (Information is not available prior to 2000.) Screen Information -- Calendar -- Shows a monthly calendar with the numbered days of the week. If a holiday exists, the following codes will be used: A = ACH holiday W = Weekend Blank = Not a holiday Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. PF6 Load Month LdMth Press this key to load holidays entered for the month. State and Local Holiday Table State and local holidays are added and updated on Screen 818. Local holidays may be updated on this screen by each Member. State holidays and ACH holidays are maintained and updated by the System Office of Budgets and Accounting. The “local holiday” information is used by the check cycle to determine whether a local voucher with a future due date should be pulled during the current check cycle to avoid late payment interest charges during the next scheduled check cycle (state vouchers are sent to the State each evening, regardless of their due dates. Once at the State, the State schedules these payments according to their due dates). ACH, State and Local Holiday Table Process This screen, keyed by Month and Year, displays all known State and Local holidays. The first character displays ACH holidays, the second character indicates a State holiday, and the third blank is reserved for each agency's local holidays. A (ACH Bank Holiday) (updated by System Office of Budgets and Accounting) Days on which ACH transactions will not be sent to bank. L (Local Holiday) (updated by each Member) All days that checks cannot be printed should be marked as a local holiday. S (State Holiday) (updated by System Office of Budgets and Accounting) Entered on Screen 819 of the Master Campus (CC=00) W (Weekend) (updated by FAMIS Services) X (Extended Holiday) (updated by FAMIS Services) The usual processing (or absence of processing) that occurs the day before a holiday that will last more than three days. This is necessary because print left in the queue for this period of time will be purged and you don’t want to risk losing the output from the check cycle. Blank (Not a Holiday) Screen 818 – ACH, State and Local Holiday Table (cont’d) Screen 818 – ACH, State and Local Holiday Table 818 ACH, State, and Local Holiday Table 10/30/13 14:13 FY 2014 CC 99 Screen: ___ Month: 01 January Year: 2013 Sunday Monday Tuesday Wednesday Thursday Friday Saturday --------- |----------|--------- |----------| ---------|----------| --------- | | 1 A S L | 2 _ _ _ | 3 _ _ _ | 4 _ _ _ | 5 W --------- |----------|--------- |----------| ---------|----------| --------- 6 W | 7 _ _ _ | 8 _ _ _ | 9 _ _ _ | 10 _ _ _ | 11 _ _ _ | 12 W --------- |----------|--------- |----------| ---------|----------| --------- 13 W | 14 _ _ _ | 15 _ _ _ | 16 _ _ _ | 17 _ _ _ | 18 _ _ X | 19 W --------- |----------|--------- |----------| ---------|----------| --------- 20 W | 21 A S L | 22 _ _ _ | 23 _ _ _ | 24 _ _ _ | 25 _ _ _ | 26 W --------- |----------|--------- |----------| ---------|----------| --------- 27 W | 28 _ _ _ | 29 _ _ _ | 30 _ _ _ | 31 _ _ _ | | --------- |----------|--------- |----------| ---------|----------| --------- | | | | | | --------- |----------|--------- |----------| ---------|----------| --------- Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp LdMth Bkwd Frwd Basic Steps • View the current month’s State and local holidays, or display a specific month/year by typing a number in the Month and/or Year fields and pressing . • To add a local holiday for your System part, type “L” in the field available on the appropriate date. • Press PF6 to load the holidays for the month into FAMIS. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line Month: 2 digits Displays the current month. Enter a number to view holidays from a different month. Year: 4 digits Shows the current fiscal year, but may be changed to view data from a previous year (Note: information is not available prior to 2000). Screen Information -- Calendar -- Shows a monthly calendar with the numbered days of the week. Type “L” in the appropriate date field to identify a local holiday for your campus, and then press PF6 to load into the system. Screen 818 – ACH, State and Local Holiday Table (cont’d) If holiday exists, the following codes will be used: A = ACH holiday L = Local holiday S = State holiday W = Weekend X = Normal work day on which a check cycle will not be run Blank = Not a holiday Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. PF6 Load Month LdMth Press this key to load holidays entered for the month. State Holiday Table The dates marked as holidays on Screen 819 are days that the State Comptroller will not accept vouchers for payments. This table is used to determine whether discounts can be taken for items paid with State funds. Screen 819 is maintained on the Master Campus (CC=00) by the System Office of Budgets and Accounting. Screen 819 – State Holiday Table 819 State Holiday Table 10/30/13 14:20 FY 2014 CC 02 Screen: ___ Month: 01 January Year: 2013 Sunday Monday Tuesday Wednesday Thursday Friday Saturday --------- |----------|--------- |----------| ---------|----------| --------- | | 1 S | 2 _ | 3 _ | 4 _ | 5 W --------- |----------|--------- |----------| ---------|----------| --------- 6 W | 7 _ | 8 _ | 9 _ | 10 _ | 11 _ | 12 W --------- |----------|--------- |----------| ---------|----------| --------- 13 W | 14 _ | 15 _ | 16 _ | 17 _ | 18 _ | 19 W --------- |----------|--------- |----------| ---------|----------| --------- 20 W | 21 S | 22 _ | 23 _ | 24 _ | 25 _ | 26 W --------- |----------|--------- |----------| ---------|----------| --------- 27 W | 28 _ | 29 _ | 30 _ | 31 _ | | --------- |----------|--------- |----------| ---------|----------| --------- | | | | | | --------- |----------|--------- |----------| ---------|----------| --------- Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp LdMth Bkwd Frwd This screen, keyed by Month and Year, displays all State holidays. The following are valid holiday indicators: S = State holiday or day in which the state will not accept vouchers for payment W = Weekend (maintained by FAMIS Services) Blank = Not a holiday Update access to this screen is only available on the Master Campus (CC=00) and should be restricted. Care must be taken to communicate all holidays to the individual(s) maintaining this screen so that the holiday table can be updated at least one voucher cycle before the holiday. A day should be marked as a holiday if no vouchers will be accepted by the State on that day. Screen 819 – State Holiday Table (cont’d) Basic Steps • View the current month/year State holidays, or view a specific month/year by typing a number in the Month field and/or Year fields and pressing . Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line Month: 2 digits Displays the current month. Enter a number to view holidays from a previous month. Year: 4 digits Displays the current fiscal year, but may be changed to view data from a previous year (information is not available prior to 2000). Screen Information -- Calendar -- Shows a monthly calendar with the numbered days of the week. If a holiday exists, the following codes will be used: S = State holiday W = Weekend Blank = Not a holiday Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. PF6 Load Month LdMth Press this key to load holidays entered for the month. Screen 819 – State Holiday Table (cont’d) Section VI Accounts Receivable Control Records Accounts Receivable Control Record To set the controls for all processing in the Accounts Receivable module of FAMIS use Screen 680. The values entered on this screen determine the accounting methods used to post and reconcile the receivables. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 680 - Accounts Receivable Control Record (J) 680 Accounts Receivable Control Record 10/30/13 14:22 FY 2014 CC 02 Screen: ___ Cash or Accrual(C/A): A Payments as Receipts or JEs(R/J): J If JEs - GL Cash clearing Account: 0010171610 3rd digit of 06X for payments: 2 Asset or Single GL If Single Liability or use GL - enter Acct Cntl Map Code 6 digit GL Receivables (asset) 1300 M ______ Over Payments (Liability) 2130 M ______ Deposits (Liability) 2500 M ______ 3rd digit of 06X for Receivables: 5 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Screen 680 - Accounts Receivable Control Record (R) 680 Accounts Receivable Control Record 10/30/13 14:23 FY 2014 CC 99 Screen: ___ Cash or Accrual(C/A): A Payments as Receipts or JEs(R/J): R If JEs - GL Cash clearing Account: __________ 3rd digit of 06X for payments: 2 Asset or Single GL If Single Liability or use GL - enter Acct Cntl Map Code 6 digit GL Receivables (asset) 1300 M ______ Over Payments (Liability) 2130 M ______ Deposits (Liability) 2500 M ______ 3rd digit of 06X for Receivables: 5 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • View information set by FAMIS for your campus. Screen 680 – Accounts Receivable Control Record (cont’d) AR Control Process Accounting Methods FAMIS uses the accrual accounting method, so the only valid option for the Cash or Accrual (C/A) field is "A.” The accrual basis of accounting requires that revenue be recorded as it is earned and expenses recorded as they are incurred. When a purchase is recorded, FAMIS will debit accounts receivable and credit the revenue account. In turn, when the payment is processed for the purchase, FAMIS will credit accounts receivable and debit cash. Payment Transactions - Journal Entries Payments may be processed as either a Receipt or a Journal Entry. This option will determine which of the General Ledgers (GL) will be credited and debited for each of the receivables. When the AR Control Record has been set to process payments as Journal Entries, the direct receipt must also be manually entered (using Screen 12) to the General Ledger (GL) clearing account control 1610. AR Payment Screen (615 or 616) Screen 12 Debit *GL Clearing Account Control 1610 *GL Clearing Account Control 1100 Credit *GL Account Control 1300 GL Clearing Account Control 1610 * System processed transactions - no manual entry required. Payment Transactions - Receipts When the AR Control Record has been set to process payments as Receipts, it is not necessary to enter the direct receipt to the GL clearing account. Instead, direct transactions to the GL account controls 1100 (Claim on Cash) and 1300 (Accounts Receivable) are processed by the system. AR Payment Screen (615 or 616) Screen 12 Debit *GL Account Control 1100 No Entries Required. Credit *GL Account Control 1300 No Entries Required. * System processed transactions - no manual entry required. Transaction Codes The transaction codes that indicate AR payments and those which indicate the processing of a receivable are set on Screen 680. See the Appendix for a complete list of transaction codes and their associated processes. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information . Cash or 1 character Accrual (C/A): Indicate if AR transactions should be processed based on the cash or accrual accounting methods. FAMIS uses the accrual method, therefore the only valid value is “A.” Screen 680 – Accounts Receivable Control Record (cont’d) . Payments as 1 character Receipts or JEs (R/J): Determine which General Ledgers will be credited and debited for receivable transactions. Valid values are “R” (receipts) and “J” (journal entries). If JEs - GL Cash 10 digits Clearing Account: If Journal Entries are used instead of receipts to process payments, a clearing account (General Ledger + Account Control) must be entered to designate the location of all receipts before disbursement to individual accounts. . 3rd digit of 06x 1 digit for payments: Indicate the 3rd digit of the transaction type for receivables when payments are posted. See the Appendix for a complete list of transaction codes and their associated processes. Receivables/Over Payments/Deposits . Asset or Liability 4 digits Acct Cntl: Identify the General Ledger Account Controls used in posting accounts receivable transactions. Receivables (asset) Over Payments (Liability) Deposits (Liability) . Single GL or use 1 character Map Code: Indicate whether entries will be posted to a single General Ledger (GL) account (S) or whether a map code (M) will be used to determine the correct GL. Examples: Receivables (asset) Over Payments (Liability) Deposits (Liability) If Single GL - Enter 6 digits 6 digit GL: Include the General Ledger (GL) account used for processing accounts receivable transactions with the single GL option. Receivables (asset) Over Payments (Liability) Deposits (Liability) . 3rd Digit of 06x 1 digit for Receivables: Indicate the 3rd digit of transaction type for creating invoices. See the Appendix for a complete list of transaction codes and their associated processes. Additional Functions PF KEYS See Appendix for explanation of standard PF keys. Create Invoice Prefixes To create new invoice prefixes, use Screen 681. Typing a character or digit in the Invoice Prefix field and pressing will access the last invoice number used in the series for the specified prefix. FAMIS Services sets up the invoice prefix for each system member. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 681 - Invoice Prefix Create 681 Invoice Prefix Create 10/30/13 14:23 FY 2014 CC AM Screen: ___ Invoice Prefix: A (A-Z or 0-9) Last Number Used: A 999999 Delete Prefix: _ ------------------------------------------------------------------------------- Note: A 'Last Number Used' of 999999 forces ALL invoices to be manually assigned by the operator Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Type an invoice prefix in the Invoice Prefix field. • Press to display the Last Number Used in the series for the specified prefix. • To delete a prefix, type the invoice prefix in the Delete Prefix field and press . Invoice Prefix Process Automatic Invoice Creation If desired, FAMIS can automatically assign the seven character invoice number. This is accomplished by entering a zero (0) or a valid invoice prefix in the Invoice field on Screen 610. Invoice prefixes may be viewed on Screen 682. Screen 681 – Invoice Prefix Create (cont’d) Examples of valid invoice prefixes are as follows: Value Meaning Value Meaning O All general invoices S Stores C CSC B Transportation/etc. P Physical Plant L Large Animal T Centrex/Telecom Q From IDT/AB form -----------------------------SPR BILLING RELATED---------------------------------- R Reg SPR Invoices Z SPR Invoices that DO NOT Create a Receivable Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Invoice Prefix: 1 character/digit Enter the first character of the invoice. Screen Information . Last Number Used: 7 character/digits Shows the last sequential invoice number assigned by FAMIS for the specified prefix. Delete Prefix: 1 character Type “Y” if the invoice prefix should be deleted from the system. Additional Functions PF KEYS See Appendix for explanation of standard PF keys. View the Last Used Invoice Number Invoice prefixes and the most recent invoice numbers used in the system are displayed on Screen 682. It may be useful to view this screen before creating invoices on Screen 610. The following prefixes are reserved for special invoices: I - used to indicate insurance R - used to indicate sponsored research Screen 682 – Invoice Prefixes - Last Number Used 682 Invoice Prefixes - Last Number Used 10/30/13 14:25 FY 2014 CC 02 Screen: ___ Last Last Last Prefix Number Prefix Number Prefix Number A 999999 N 999999 1 999999 B 999999 P 999999 2 999999 C 999999 Q 999999 5 999999 D 999999 R 017279 6 999999 E 999999 S 999999 7 999999 F 999999 T 999999 G 999999 U 999999 H 999999 V 999999 I 999999 W 999999 K 999999 X 001394 L 999999 Z 906263 M 999999 0 999999 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • View available invoice prefixes and the last invoice number used for each. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Prefix: 1 character/digit Shows the first character/digit prefix of the invoice number. Last Number: 6 digits Identifies the last sequential number assigned by FAMIS for the designated prefix. Additional Functions PF KEYS See Appendix for explanation of standard PF keys. Enter Past Due Letter Text Screen 683 is used to enter text for a past due letter for a specific invoice type. Past due notices are generated by the FAMIS system based on the invoice date. This screen is maintained and updated by each System Member. The information is campus specific. Screen 683 - Past Due Letter Text Maintenance 683 Past Due Letter Text Maintenance 10/30/13 14:26 FY 2014 CC 02 Screen: ___ Invoice Type: SP Past Due Number: _1 Delete: _ Text: Our records indicate that payment for the following_________ invoice (s) is overdue. Please forward payment to Texas____ A&M University - Financial Management Operations,Sales &____ Receivables, 6000 TAMU, College Station TX 778436000.______ If your books indicate that the invoice(s) has been paid,___ please send copies of the cancelled checks, front and back,_ to TX A&M University, Research Services,1260 TAMU,__________ College Station, TX 778431260. Contact TX A&M University_ Research Services with questions at (979)8450097 or for____ add'l info go to http://tamurs.tamu.edu/contact-us._________ * Please enter text in UPPER and LOWER case. ** To leave a blank line, put an '*' in the first column. Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Type an Invoice Type and Past Due Number in the fields provided and press . • Type the desired text for the past due letter in the Text field. To leave a blank line, type an asterisk (*) at the beginning and leave the line blank. • Press to record the information. • Type “Y” in the Delete field to delete a past due number entered in the Past Due Number field. Past Due Letter Process Invoice Types The invoice type is used to group invoices by category. A different past due message may be entered for each invoice type. Sample invoice types include the following: Value Meaning ** Default text DP Departmental IN Insurance SP Sponsored Research Screen 683 – Past Due Letter Text Maintenance (cont’d) Past Due Number The Past Due Number field allows the user to tailor a message for a sequence of past due letters. For example: If "1" is typed in this field, the message entered in the Text field would appear on all past-due letters sent for the first time. Each time a past due notice is sent, it is recorded on Screen 620 for the specified invoice. The default text is used for Type=** and Past Due Number=99 if no specific text is supplied for past due letters. If corrections are made to a notice or a duplicate notice needs to be sent, the Past Dues Sent field on Screen 620 may be used to generate the past due letter. To reprint past due notices without incrementing the number in the Past Dues Sent field, set option 2=N (No Update in the JCL for IBAR080). Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Invoice Type: 2 characters Enter the type of invoice that should receive the past due text. Examples: ** = Default text DP = Departmental IN = Insurance SP = Sponsored Research Screen Information Past Due Number: 2 digits Indicate the number of past due notices that should be received before the message entered is to be sent. 99 = NO specific text Delete: 1 character Type “Y” if the past due letter text displayed should be deleted from the system. Text: 10 lines (60 characters each) Include past due text for the selected invoice type and sequence number. Type an asterisk (*) at the beginning of the line and leave it blank to create a blank line in the letter. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF keys. Section VII Payroll Control Records Payroll Interface Control Record Payroll Clearing Accounts Payroll clearing accounts are defined by each TAMUS Part in the Chart of Accounts. They must be maintained as part of the payroll interface on Screen 823. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 823 – Payroll Interface Control Record 823 Payroll Interface Control Record 10/30/13 14:30 FY 2014 CC 02 Screen: ___ -------------- GL Clearing Accounts ------------- ------- Banks -------- Central Payroll: 0111242400 Central Payroll: 06003 Accounts Payable State Paid Revolving: 0111011150 Revolving: 06000 Payroll State Paid Revolving: 0111011150 Payroll transfer Monthly State Employee Gross Pay: 0111252400 to Local bank: 06003 Biweekly State Employee Gross Pay: 0111252400 Monthly State Employer Payments: 0111262210 Primary Local: 06000 Biweekly State Employer Payments: 0111262210 Cancellation Clearing Account: 0111291610 Work Station: M Negative Payroll Check Clearing Acct: 0016031610 Due from other Parts GL Account: 011100 Extended Pay Plan Account: 0111352500 Cash Voucher Clearing Account: 0010051615 Change Source Funds Clearing Account: 0010181610 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp TAMU'S PAYROLL CLEARING ACCOUNTS (example only) Screen 823 Account Account Name Central Payroll: 0-11124-2400 CENTRAL PAYROLL Accounts Payable State Paid Revolving: 0-11101-1150 REVOLVING FUND RECEIVABLE Payroll State Paid Revolving: 0-11101-1105 REVOLVING FUND RECEIVABLE Monthly State Employee Gross Pay: 0-11125-2400 GROSS PAY MONTHLY P/R Biweekly State Employee Gross Pay: 0-11125-2400 GROSS PAY MONTHLY P/R Monthly State Employer Payments: 0-11126-2210 MONTHLY EMPLOYER PAYMENTS Biweekly State Employer Payments: 0-11126-2210 MONTHLY EMPLOYER PAYMENTS Cancellation Clearing Account: 0-11129-1610 CANCELLATIONS - CLEARING LOCAL Negative Payroll Check Clearing Acct: 0-01603-1610 NEGATIVE CHECK CLEARING ACCOUNT Due from other Parts GL Account: 0-11100 PAYROLL DUE FROM OTHER PARTS Extended Pay Plan Account: 0-11135-2500 9 MONTH OVER 12 DEPOSITS Cash Voucher Clearing Account: 0-01005-1615 CLEARING ACCT TRANSUITE OVER/SHORT Change Source Funds Clearing Account: 0-01018-1610 CLEARING-CHANGE SOURCE OF FUNDS Central Payroll (BANK): B06003 TAMU - PAYROLL Revolving (BANK): B06000 TAMU - ACCOUNTS PAYABLE Payroll transfer to Local Bank: B06003 TAMU - PAYROLL Primary Local (Bank): B06000 TAMU - ACCOUNTS PAYABLE Screen 823 – Payroll Interface Control Record (cont’d) Basic Steps • Type information in the fields provided, as desired, and press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information The following fields are entered only by the FAMIS Team GL Clearing Accounts Central Payroll: 10 digits Enter the GL account number and account control used for local funds payroll checks. Accounts Payable 10 digits State Paid Indicate the GL account and account control used for the “due from State Revolving: Comptroller” revolving vouchers in AP. Payroll State Paid 10 digits Revolving: Enter the GL clearing account and account control used for gross pay amounts for the monthly payroll. Monthly State 10 digits Employee Gross Indicate the account used to collect the gross pay amounts for monthly Pay: employees paid by state funds. Biweekly State 10 digits Employee Gross Enter the GL clearing account and account control used for gross pay amounts Pay: for biweekly payroll. Monthly State 10 digits Employer Type the GL clearing account for employer monthly payroll payments Payments: (benefits). Biweekly State 10 digits Employer Enter the GL clearing account for employer biweekly payroll payments Payments: (benefits). Cancellation 10 digits Clearing Account: Include the account used to post transactions reflecting payroll cancellation activity entered in BPP. These usually result from BPP pay types C and E. Negative Payroll 10 digits Check Clearing Enter the GL clearing account credited when payroll interface encounters a Account: negative payroll check. This usually results from use of an incorrect pay type in BPP. If activity in BPP causes a “negative check,” FAMIS posts the activity to this account. Screen 823 – Payroll Interface Control Record (cont’d) Due from other 6 digits Parts GL Account: Indicate the GL account used for the “Due From Other Parts.” Account controls used follow the pattern 18xx, where xx is the Part number. Extended Pay 10 digits Plan Account: Enter the account number that accumulates the dollars in reserve for payments in the extended pay plan. Cash Voucher 10 digits Clearing Account: Indicate which account number should be used in processing cash vouchers. Change Source 10 digits Funds Clearing Enter the clearing account number to be used when processing a change Account: source of funds transaction. Banks Central Payroll: 5 digits Type the bank number used for processing payroll checks. Revolving: 5 digits Indicate the revolving bank number for the “due from State Comptroller” transactions. Not used by the payroll programs. Payroll transfer to 5 digits Local Bank: Enter the local bank number to facilitate payroll transactions involving federal funds. Primary Local: 5 digits Shows the primary disbursement bank, set on Screen 821. Work Station: ? Help 1 character Indicate the payroll work station defined by BPP. M = Texas A&M University N = Texas A&M University at Texarkana O = Texas A&M University - San Antonio P = Prairie View A&M University R = Texas A&M University - Commerce S = System Administrative & Gen Office T = Tarleton State University V = Texas Vet/Med Diagnostic Lab W = West Texas A&M University X = Texas Agri Extension Srvc (Tadcs) Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Screen 823 – Payroll Interface Control Record (cont’d) Payroll Bank Accounts Payroll bank accounts are defined by each TAMUS Part on Screen 28. However, they must be maintained as part of the payroll interface on Screen 823. Screen 28 – Create/Maintain Bank Accounts 028 Create/Maintain Bank Accounts 01/15/04 16:38 FY 2004 CC 02 Screen: ___ Account: B03004 ____ BANK OF AMERICA REVOLVING FUND Account Title: BANK OF AMERICA REVOLVING FUND_____ Long Description: BANK OF AMERICA REVOLVING FUND DEMAND___ ________________________________________ Local Bank Information State Appropriation Information -------------------------- ------------------------------- Account No: 99900-0111-5 Appropriation Year: ____ Contact: CARLY CARSON________ Fund: ____ Contact Phone: 222 211 3333 Ext: ____ Appropriation Number: _____ ABA Number: __________ LType: BC02 Agency Code: ___ Check Stock: __________ Cost Center: _____ Bank Name: BANK OF AMERICA, N.A.___________________ SType: ____ Old Account: B00004_________ Comments: USE OF B00004 WILL TERMINATE ON 07-01-92____________________ THIS IS A CONTROLLED DISBURSEMENT ACCOUNT___________________ ____________________________________________________________ ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp TAMU'S PAYROLL BANKS (use as a guide) B03000 Local Funds - Demand B03004 Revolving Funds - Demand B03003 Central Payroll - Demand B00060 Payroll Transfer to Local Bank Employer Payment Credit Account Table Benefits – Local Funds Screen 830 identifies the accounts that are credited by the payroll interface for the employer paid local funds benefits. These are the liability accounts that accumulate the local funds due to benefit vendors. These accounts will be cleared with the Equity Transfer Process. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 830 - Employer Payment Credit Account Table 830 Employer Payment Credit Account Table 10/30/13 14:33 FY 2014 CC 02 Screen: ___ BPP Benefit Credit BPP Benefit Credit Type Type Account Type Type Account 1 CSRS CSRS 000000-0000 16 LEAV LEAV-LO-FA 271620-0691 2 OAHI/OASI FICA 011111-2210 17 LEAV LEAV-LO-NF 271630-0690 3 OAHI FICA-OAHI 011111-2210 18 LEAV LEAV-ST-FA 179922-1952 4 OASI FICA-OASI 011111-2210 19 LEAV LEAV-ST-NF 179923-1951 5 FIM FIM 000000-0000 20 ORP ORP-BASE 011108-2210 6 FIR FIR 000000-0000 21 ORP ORP-SSUP 011108-2210 7 ADD GIP-ADD 011103-2210 22 ORP ORP-SUPL 011108-2210 8 DEN GIP-DTL 011122-2210 23 SORP SORP-BASE 011108-2210 9 MED GIP-GH 011149-2210 24 SORP SORP-SSUP 011108-2210 10 OL GIP-GLO 011106-2210 25 SORP SORP-SUPL 011108-2210 11 BL GIP-GLR 011106-2210 26 TRS TRS 011110-2210 12 MED GIP-HMO 011149-2210 27 TRS TRS-CARE 011148-2210 13 LTD GIP-LTD 011104-2210 28 TRS TRS-SURC 011148-2210 14 MSP GIP-MSP 202180-0695 29 TRS TRS90 011148-2210 15 VIS GIP-VIS 011145-2210 30 UCI UCI 270370-0532 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp NOTE: Multiple benefits may be credited to a single account. For example, the GIP-GLO and GID-GLR are both designated to account 011106. However, it is best to assign separate liability accounts (such as ORP - account 011110 and TRS - account 011119) in order to facilitate the reconciliation process. Screen 830 – Employer Payment Credit Account Table (cont’d) TAMU'S LIABILITY ACCOUNTS (example only) BPP Type Benefit Type Credit Account Account Name CSRS CSRS 000000-0000 N/A EOASI 011113-2210 EOASI - EMPLOYER'S SHARE OF OASI OASI FICA 011111-2210 FICA CONTRIBUTIONS FIM FIM 000000-0000 FIR FIR 000000-0000 ADD GIP-ADD 011103-2210 GROUP ADD INSURANCE PREMIUM_ DEN GIP-DTL 011122-2210 GROUP DENTAL INSURANCE PAYABLE_ MED GIP-GH 011149-2210 GROUP MEDICAL INSURANCE OL GIP-GLO 011106-2210 GROUP LIFE INSURANCE PREMIUM BL GIP-GLR 011106-2210 GROUP LIFE INSURANCE PREMIUM MED GIP-HMO 011149-2210 GROUP MEDICAL INSURANCE LTD GIP-LTD 011104-2210 GROUP DISABILITY INSURANCE VIS GIP-VIS 011145-2210 GIP - VISION BENEFIT N/A LUMP-SUM ORP ORP ORP ORP-BASE 011108-2210 ORP STATE MATCHING ORP ORP-SSUP 011108-2210 ORP STATE MATCHING ORP ORP-SUPL 011108-2210 ORP STATE MATCHING SORP SORP-BASE 011108-2210 ORP STATE MATCHING SORP SORP-SSUPL 011108-2210 ORP STATE MATCHING SORP SORP-SUPL 011108-2210 ORP STATE MATCHING TRS TRS 011110-2210 TRS/ ORP CLEARING TRS TRS-CARE 011148-2210 TRS SURCHARGE CLEARING TRS TRS-SURC 011148-2210 TRS SURCHARGE CLEARING TRS TRS90 011148-2210 TRS SURCHARGE CLEARING UCI UCI 270370-0532 UCI RESERVE WCI WCI 011117-2210 WORKER'S COMPENSATION COLLECTION Basic Steps • Enter/modify credit accounts, and press to record information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information BPP Type: 4 characters Displays code used by Budgets and Payroll Processing to identify a benefit type. Benefit Type: 10 characters Identifies the type of benefit to be credited by the payroll interface. Credit Account: FAMIS Team Entry Only 10 digits Indicate the account to be credited by the payroll interface for the specified employer paid local funds benefits. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Beginning Budget Entries Table Budgets are entered into FAMIS, in part, from data in the Budget, Payroll Personnel system (BPP). BPP uses the codes seen in the left column in their system. Entries in the remaining two columns direct where the BPP-FAMIS interface will post the budget transactions in FAMIS. This table is no longer used. The Budget Module handles this functionality differently. Screen 836 – Beginning Budget Entries Table 836 Beginning Budget Entries Table 10/30/13 14:34 FY 2014 CC 02 Screen: ___ ABR Rule: 001 BPP Code Bud Object Description 000 1000 SALARIES BUDGET____________________ 715 1005 TEACHING FELLOW BUDGET_____________ 720 1005 GAT BUDGET_________________________ 735 1005 UNALLOCATED SALARIES-TEACH BUDGET__ 750 1000 UNALLOCATED TEACHING MERIT LUMP SUM 770 1005 SUMMER TEACHING SALARIES BUDGET____ 800 1000 WAGES BUDGET_______________________ 802 ____ ___________________________________ 810 1005 RESEARCH ASSISTANTS BUDGET_________ 820 1005 GANTS BUDGET_______________________ 830 1005 VISITING LECTURERS BUDGET__________ 835 1005 UNALLOC SALARIES-NON-TEACH BUDGET__ 840 1000 LONGEVITY BUDGET___________________ 845 1000 HAZARDOUS DUTY PAY BUDGET__________ 850 1000 UNALLOCATED NONTEACHING MERIT______ ** MORE RECORDS - PRESS ENTER TO VIEW ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Type an ABR rule number in the ABR Rule field and press . • Enter budget object code(s) to be used to post the budget transactions, followed by a description for each code entered. • Press to record the data. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . ABR Rule: 3 digits Enter an Automatic Budget Reallocation rule number. Each ABR rule number must be entered separately. Screen Information . BPP Code: 3 digits Shows the code assigned by BPP. . Bud Object: 4 digits Enter the budget object code that will be used by FAMIS to post the budget transactions. Screen 836 – Beginning Budget Entries Table (cont’d) . Description: 20 characters Type a description of the budget object code. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Employee Deductions and Insurance/Benefits Liability Accounts Table Insurance and Benefits Participants After the last payroll of each month (generally between the 20th and the 25th of the month), the BPP system provides a file of retirees who have been billed for their insurance by BPP. The State contribution for retirees does not flow through the BPP system; however, BPP Report 7511 provides the dollar amount of the State contribution. This information is used to pay the carriers. Screen 837 identifies the accounts that are credited by the payroll interface for the employee deductions and the insurance and benefits billing system. TAMUS Parts may then prepare vouchers from these accounts to pay the benefit carriers. These accounts may be set to the same accounts as the local funds benefit liability accounts (Screen 830) if desired. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 837 – Employee Deduction, Ins./Benefits Liability Accounts 837 Employee Deduction, Insurance/Benefits Liability Accounts 10/30/13 14:34 FY 2014 CC 02 Screen: ___ Ins/Deduct Ins/Deduct Type Account Type Account 1 ADD 011103 2210 16 ORP 011107 2210 2 BL 011106 2210 17 SORP 011107 2210 3 OL 011106 2210 18 DCP 011154 2210 4 DL 011106 2210 19 DCPL 011154 2210 5 MED 011149 2210 20 DCPR 011154 2210 6 DEN 011122 2210 21 WCI 011117 2210 7 LTD 011104 2210 22 RTH 011142 2210 8 LTCE 011123 2210 23 TOB 011166 2210 9 LTCS 011123 2210 24 FSA 011167 2210 10 VIS 011145 2210 25 ______ ____ 11 FIT 011116 2210 26 ______ ____ 12 OASI 011112 2210 27 ______ ____ 13 OAHI 011112 2210 28 ______ ____ 14 ANU 011115 2210 29 ______ ____ 15 TRS 011109 2210 30 ______ ____ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Multiple benefits may be credited to a single account. For example, the BL and OL are both designated to account 011106. Basic Steps • Enter or modify the account number for Ins/Deduct Type, and press to record information. Screen 837 – Employee Deduction, Ins./Benefits Liab. Accounts (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Ins/Deduct Type: 10 characters Identifies the type of benefit to be credited by the payroll interface. Account: FAMIS Team Entry Only 10 digits Enter the account number to be credited by the payroll interface for the specified insurance or benefits billings. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. InterAgency Payment Account Table Screen 839 displays the account numbers used for the InterAgency payments. The state reimburses FICA and ORP to each agency. If one agency paid full FICA and ORP, the other agency must send the state reimbursements to the paying agency. FAMIS posts "Due To/Due From" accounting entries to reflect the change in equity between Parts. SOBA processes the actual transfer of equity. The job to post the equity transfers for FICS, ORP, and SORP is PMIAP (Payroll Month-end Inter- Agency Payments). This runs the same night as your PMEND. From this process, you will see a new report, FBPR017, which shows the accounting entries (note that this is VERY similar to the FBPR009 currently in use for other such payroll accounting entries). These accounting entries have either 06x or 04x transaction codes, depending on your process. For example, for Members who use a GL account for both the debit and credit side of the entry, a 06x (JE) transaction will be posted. For those who use a GL account and a Bank account, a 04x (disbursement) entry will be posted. There are two batch headers: IAP001 for Due From entries and IAP002 for Due To entries. FAMIS Screen 839 displays the account fields used for this process. If you choose, you may separate the FICA into STATE and LOCAL entries by using two different debit/posting accounts. This separation is reflected in the description on both the transactions and the FBPR017 report. If only one FICA account is used, the STATE and LOCAL portions are combined into one description and transaction. You are not allowed to use the same account for FICA and FICA-LOCAL. Whenever you fill in FICA-LOCAL and FICA-STATE, the FICA entry should be left blank. This screen is maintained and updated by FAMIS Services. Screen 839 – InterAgency Payment Account Table 839 InterAgency Payment Account Table 10/30/13 14:36 FY 2014 CC 02 Screen: ___ Posting or Offset or Posting or Offset or Payment Due To/From Bank Payment Due To/From Bank Type Account Account Type Account Account 1 FICA ______ 2210 ______ 1206 16 ______ ____ ______ ____ 2 FICA-LOCAL 011111 2210 034992 1206 17 ______ ____ ______ ____ 3 FICA-STATE 011119 2210 034992 1206 18 ______ ____ ______ ____ 4 ORP 011108 2210 034992 1206 19 ______ ____ ______ ____ 5 PAYROLL 011100 ____ 034992 1206 20 ______ ____ ______ ____ 6 SORP 011108 2210 034992 1206 21 ______ ____ ______ ____ 7 ______ ____ ______ ____ 22 ______ ____ ______ ____ 8 ______ ____ ______ ____ 23 ______ ____ ______ ____ 9 ______ ____ ______ ____ 24 ______ ____ ______ ____ 10 ______ ____ ______ ____ 25 ______ ____ ______ ____ 11 ______ ____ ______ ____ 26 ______ ____ ______ ____ 12 ______ ____ ______ ____ 27 ______ ____ ______ ____ 13 ______ ____ ______ ____ 28 ______ ____ ______ ____ 14 ______ ____ ______ ____ 29 ______ ____ ______ ____ 15 ______ ____ ______ ____ 30 ______ ____ ______ ____ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Screen 839 – InterAgency Payment Account Table (cont’d) Basic Steps • Enter/modify the table information as needed, and press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Payment Type: 10 characters Identifies the type of payment. Posting or Due To/ FAMIS Team Entry Only 10 digits From Account: Enter the account number for the posting or due to/from account. Offset or FAMIS Team Entry Only 10 digits Bank Account: Include the appropriate offset or bank account number. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Section VIII USAS Control Records Maintain USAS Strategy Table FAMIS Screen 840 is the table used for the definition of the USAS strategies. Each FAMIS agency sets up this table for each fiscal year. If FAMIS does not find a match on Screen 840, a default PCA of “89010” is used. This screen is maintained and updated by each campus. The information is campus specific. Screen 840 – Maintain USAS Strategy Table 840 Maintain USAS Strategy Table 10/30/13 14:37 FY 2014 CC 02 Screen: ___ Appropriation Year: 2014 Starting High Acct: ______ Acct Acct S/C S/C F Low High Low High Goal Obj Strat Description _ 011176 011176 5920 5920 1701 2701 3708 TPEG__________________________ _ 011180 011180 5301 5301 1702 2702 3713 TUITION REVENUE BONDS_________ _ 120000 120013 1000 1000 1701 2701 3701 OPERATIONS SUPPORT____________ _ 120000 120013 1005 1005 1701 2701 3701 OPERATIONS SUPPORT____________ _ 120000 120013 1100 1950 1701 2701 3701 OPERATIONS SUPPORT____________ _ 120000 120013 1951 1952 1980 2980 3980 LEAVE ASSESSMENT______________ _ 120000 120013 1953 9999 1701 2701 3701 OPERATIONS SUPPORT____________ _ 120014 120015 1005 1005 1701 2701 3701 AFR ACCOUNT___________________ _ 120014 120015 1100 1899 1701 2701 3701 AFR ACCOUNT___________________ _ 120014 120015 1900 1999 1990 2990 3990 BENEFITS - ABEST______________ _ 120014 120015 2000 4044 1701 2701 3701 AFR ACCOUNT___________________ _ 120014 120015 4045 4045 1701 2701 3721 VET MEDICAL SUPPLIES__________ _ 120014 120015 4046 4999 1701 2701 3701 AFR ACCOUNT___________________ _ 120014 120015 5000 5035 1702 2702 3712 E&G SPACE SUPPORT-UTILITIES___ ********** More Data -- Press to View ******** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp DLOAD Basic Concepts USAS is the Uniform Statewide Accounting System that requires reporting information from Texas A&M University System. FAMIS has developed interfaces with USAS in order to meet these requirements. The USAS program structures are used to track revenues and expenditures for LBB Program and LBB Activity. USAS Program Structure Program Code and Program Cost Account (PCA) profiles are required for higher education institutions. Once established, the PCA code infers the LBB Program and the LBB Activity structure. PCAs are used by the state to track the strategies, goals, and objectives for each agency. In FAMIS, PCAs are built from three pieces: strategy table (Screen 840), account function attribute (Screen 6) and the conversion chart (at the end of this section) developed to translate the FAMIS function values to the NACUBO Function Values required by the state. Screen 840 – Maintain USAS Strategy Table (cont’d) FAMIS Strategy Table PCAs in USAS for the current year expenditure activity for your agency are based on strategies that are set up on FAMIS Screen 840. Account Function Attribute in FAMIS Next, FAMIS looks at the value on the account in the Function attribute displayed on Screen 6. Screen 6 – SL 6 Digit Account (FSA) 006 SL 6 Digit Account (FSA) 10/30/13 14:38 FY 2014 CC 02 Screen: ___ Account: 150005 ____ ENVIRONMENTAL HEALTH & SAFETY Account Title: ENVIRONMENTAL HEALTH & SAFETY______ SA create enable: Y SRS: N Resp Person: 2uuuuuuu2 ROBERTS, REGINA Old Acct: 17150__________ ABR Rule: 001 Map Code: 15001 Reporting Group: __ Bottom Line Cntl: Y Deflt Cat Cntl: R Deflt Cat Tol Pct: _______ AFR Fund Group: 10 Fund Group: FG Sub Fund Group: Sub-Sub: __ Year-End Process: F Year-End Acct: __________ Function: 40 Sub-Fun: __ Default Bank: 74001 Override: Y Proj FYTD End Mo: 08 Aux Code: ___ Alternate Banks: ***** _____ _____ _____ _____ Security: ______ P-Card Bank: _____ State Funds: Y Appropriated: _ --SA Transactions-- CC Dept S-Dept Exec Div Coll Mail Cd Stmt Budget Actual Primary: EHSD_ SAFH_ AD SA C4472 Y Expense: N B Secondary: _____ _____ _____ _ Revenue: N B Admn for: __ _____ _____ Center: __ _____ _____ TRS/ORP Exempt: _ Fund Source: 05 _______________________________________ Account Letter: _ Long Title: ENVIRONMENTAL HEALTH & SAFETY___________ Setup Dt: 09/26/1973 ________________________________________ Iteration Dt: 09/26/1973 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next CAcct CProj AResp Cmnt Left Right Place your cursor on the Function field and press PF2 to view valid values. +------------------------------------------------------------------+ | | | *** D I C T I O N A R Y - H E L P *** | | | | VALUES MEANING | | -------------------------------- ----------------------------- | | 40 OPERATION & MAINT OF PLANT | | 50 MAJOR REPAIR & REHABILITATION | | 60 SCHOLARSHIPS & FELLOWSHIPS | | 70 AUXILIARY | | 90 DEPRECIATION | | | | | | | | | | Lookup Value / . Menu ________________________________ | | Rule : IAFRS-FG-FS-PURP Default value is: | | View : IAFRS-GENERAL-SUBSIDIARY-LEDGER | | Field: FG-FS-PURP | | | | PF1=Menu PF4=Exit | +------------------------------------------------------------------+ Screen 840 – Maintain USAS Strategy Table (cont’d) PCA Calculations PCAs are automatically calculated by FAMIS using the strategy from Screen 840 as the first 4 digits and the converted FUNCTION attribute from Screen 6 for that SL account and object defined by the expenditure. If FAMIS does not find a match from Screen 840, a default PCA of “89010” will be used. The PCA for account 120310 and object code 1105, for example, would be 30596. The following chart shows the FAMIS conversion values for NACUBO Function. The Statewide defined NACUBO Function values are as follows: FAMIS Function Value Screen 6 Converted Value NACUBO Function Value Function Description 1000 Education and General 10 0 1100 Instruction 15 1 1200 Research 20 2 1300 Public Service 25 4 1500 Academic Support 30 5 1600 Student Services 35 6 1700 Institutional Support 40, 50 7 1800 Operation & Maint of Plant 60 8 1900 Scholarships and Fellowships 2000 Auxiliary Enterprise 70 9 2100 Auxiliary Enterprise 9999 Dummy PCA is Determined So the PCA for account 120035 and object code 1105 is 37016. This is the value that FAMIS sends to the state to indicate the expenditure. If FAMIS does not find a match on Screen 840, a default PCA of 89010 is used. Basic Steps • Enter an appropriation year in the field provided, and press to view the table. • Type the desired Starting High Account number to place it at the top of the list. • Type “A” (Add), “U” (Update), or “D” (Delete) in the F (Function) field to make additions, modifications, or deletions to the table as needed. • Press to record the information. Screen 840 – Maintain USAS Strategy Table (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Appropriation Year: 4 digits Indicate the year of the appropriation; the default is the current year. Starting High Acct: 6 digits Include an account number to position it at the top of the screen, if desired. Screen Information . F: 1 character Enter the desired function code. A = Add a record U = Update a record D = Delete a record . Acct Low: 6 digits Identify the lowest SL account number in the range. . Acct High: 6 digits Include the highest SL account number in the range. . S/C Low: 4 digits Indicate the lowest object code for the range. . S/C High: 4 digits Enter the highest object code for the range. . Goal: 4 digits Type the goal as defined in the strategic structure for USAS. . Obj: 4 digits Include the objective as defined in the strategic structure for USAS. . Strat: 4 digits Identify the strategy as defined in the strategic structure for USAS. . Description: 30 characters Type a description of the grouping for USAS reporting. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. PF9 Download DLOAD Download data using Entire Connection. Legal/Descriptive Text Maintenance Legal Descriptive Text is required by the State of Texas to be included on vouchers sent to the state for payment. FAMIS sends these codes to USAS as part of the voucher record. FAMIS allows you to maintain the legal/descriptive text codes, thereby facilitating the entry of these codes while eliminating the necessity of re-keying the same text on multiple vouchers. You can create and view these LDT codes on Screen 841. This screen is maintained and updated by FAMIS Services. This screen is a System-wide table. The values are the same for all TAMUS Parts. Screen 841 – Legal / Descriptive Text Maintenance 841 Legal / Descriptive Text Maintenance 10/30/13 14:41 FY 2014 CC 02 Screen: ___ LDT Code: FY Delete: _ Text: Item was contracted for during previous fiscal year although the____ appropriation for current fiscal year should be charged for the_____ item._______________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ * Please enter text in UPPER and LOWER case. Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Enter an LDT code and text. • Press to create or update the information. • Type “Y” in the Delete field to delete the LDT Code. Screen 841 – Legal/Descriptive Text Maintenance (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . LDT Code: ? Help 2 characters Enter a code set up to match the legal descriptive text required by the state. For example: +---------------------------------------------------------------------------+ | More LDT Codes - Select or Press to scroll | | | | Search Criteria: __ | | LDT | | Code First Line of Text: | | _ BC Baylor College of Dentistry - exempt. Educational code | | _ CC Examinations of current catalogues, list and price quotation | | _ CY Cyclotron fabricates equipment. When completed the Cyclotro | | _ FD Purchasing authority has been delegated from the Purchasing | | _ FY Item was contracted for during previous fiscal year although | | _ LA Advance payment necessary for operation of university librar | | _ LE Exempt from SPGSC review under the provisions of Article Tx | | _ MB Head of Agency has granted permission for membership | | _ VT I hereby certify that the goods and services listed in these | | _ WD Warrant(s) will be deposited in local bank account | | _ 01 Auxiliary Enterprises - Tx Govt Code 2155.141 | | _ 02 Blind-made goods or services offered for sale to state agenc | | Select an LDT Code or Press to Quit | | Press for extended description. | +---------------------------------------------------------------------------+ Screen Information Delete: 1 character Type “Y” to delete the LDT code. Text: 11 lines - 50 characters each Enter all of the information about the LDT code (in upper and lower case). Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Section IX Purchasing Control Records Purchase Order System Controls General purchasing controls, as set by the FAMIS Team, are entered using Screen 310. Control information entered on this screen overrides the other purchasing document controls set on Screen 312 – Document Category Maintenance. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 310 - Purchasing Controls – Part 1 310 Purchasing Controls 10/30/13 14:45 FY 2014 CC 02 Screen: ___ Vendor Buyer Comm Bidder CC CC CC CC 02 02 __ 02 Current FY Start Current Voucher Fiscal Yr Month Month Ap Bat Ref 2014 9 2 PVP 250 ------------------------ Processing Control Flags ------------------------- Approvals Installed.............. Y Bid Module....................... N Verify Account Numbers........... _ Check Commodity Code............. _ Check Budget Balance............. _ Check Commodity Code for Depts... _ TIBH Reporting................... _ Feed Encumbrances to Accounting.. _ Feed Requisitions to Accounting.. _ Valid Expense Start Object Code.. 0290 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Type information in fields as needed, and press to record the information. Purchasing Control Process Purchasing Controls Flags entered on this screen override those set on Screen 312 - Document Category Maintenance. If you do not wish to override the flags set on Screen 312, you must leave flags here on Screen 310 blank. Setting the flag to “N” is not the same as leaving it blank. There must not be any text next to the flag on Screen 310 in order for those flags on Screen 312 to be used. Screen 310 – Purchasing Controls – Part 1 (cont’d) Commodity Code Flags can be set on this screen to require the commodity code for Limited Purchases separately from Purchase Orders and Master Orders. This can be set on a campus by campus basis. Although the Commodity Code requirement and the TIBH requirement can be set independently, it does not make sense to require the TIBH field without the commodity. An object code can be set on Screen 806 as exempt from requiring the commodity code. GLs are also exempt from requiring commodity code. Special Budget Balance Checking The Check Budget Balance flag on Screen 310 will override the Check Budget Balance flag on Screen 312. In addition, an “N” in the Global Budget Control Flag (seen on Screen 821 and set on Screen 842) overrides a “Y” set on the Check Budget Balance flags on both Screen 310 and Screen 312. If the Global Budget Control Flag on Screen 842 is left blank and the Check Budget Balance flag on Screen 310 is set to “N,” no budget checking will be done, regardless of the flag on Screen 312. Only if the Check Budget Balance flag on Screen 310 is left blank will the flag on Screen 312 be used. TIBH The TIBH field is used to indicate the reason that TIBH Industries, Inc. was or was not used as the vendor for the bid/purchase. This field is optional and can be set to be required on a campus by campus basis. If the TIBH flag is set, the TIBH field is required on both Screen 224 and Screen 241. It is also on Screen 236 but is not required if the TIBH required flag is set. TIBH reporting must be done on the commodity code level. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Vendor CC: 2 digits Identifies with which system campus code the vendor information will be associated. Buyer CC: 2 digits Identify with which system campus code the buyer information will be associated. Comm CC: 2 digits Indicate with which system campus code all commodity information will be associated. Screen 310 – Purchasing Controls – Part 1 (cont’d) Bidder CC: 2 digits Enter the system campus code with which the bidder information will be associated. Current Fiscal Yr: 4 digits Displays the current fiscal year. FY Start Month: 2 digits Indicates the first month of the fiscal year. Current Month: 2 digits Identifies the current month. Voucher Ap 6 digits Bat Ref: Indicate the batch reference header that will be used for vouchers fed from the purchasing system in batch. Processing Control Flags Approvals Installed: 1 character Type “Y” to indicate the Routing & Approval System of FAMIS is installed and in use. Bid Module: 1 character Enter “Y” if the Bid Module of FAMIS is being used. Verify Account: 1 character Numbers: Type “Y” to indicate account numbers will be checked for validity before the purchasing item may be entered. Check Commodity 1 character Code: Enter “Y” if the system will require the commodity code for a purchase order or master order document line item before allowing the user to continue with the purchase document. Whenever a commodity code is entered, it will be verified. Check Budget 1 character Balance: Type “Y” to indicate the budget balance check will cause an error for the purchase document if there is not sufficient budget balance available. Check Commodity 1 character Code for Depts: Enter “Y” if the system will require the commodity code for a limited purchase document line item before allowing the user to continue with the limited purchase document. Whenever a commodity code is entered, it will be verified. TIBH Reporting: 1 character/digit Type “Y” to require this field on Screen 224 and Screen 241. Feed Encumbrances 1 character to Accounting: Enter “Y” to indicate the system should automatically feed encumbrances to accounting when a purchase order, limited purchase, or exempt document is closed. Screen 310 – Purchasing Controls – Part 1 (cont’d) Feed Requisitions 1 character to Accounting: Enter “Y” if the system should feed encumbrances for requisitions to accounting. Valid Expense Start 4 digits Object Code: Identify the beginning expense object code that can be used on purchase documents. If a revenue code is used, the purchase documents will not encumber and the D/C indicator will be opposite of those made for an expense object code. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Additional Purchase Order System Controls Screen 311 is a continuation of Screen 310 with additional purchasing controls. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 311 - Purchasing System Control - Part 2 311 Purch. System Control Part2 10/30/13 14:46 FY 2014 CC 02 Screen: ___ ------------------------ Processing Control Flags ------------------------- Bid Document Used................ Y Buyer Code Required.............. _ Fixed Asset Receiving Required... Y Change Whole Vendor ID on Inv.... Y P.O. Good Faith Effort Required.. _ P.O. Approval Required........... N LP Good Faith Effort Required.... _ LP / EP Approval Required........ Y Default Bid Open Time............ 02:00 PM Requisition Deadline............. __________ (messages maintained on 304) DEPT Default Year................ ____ PURCH Default Year............... ____ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp “Y” in these fields determines whether the required GFE Solicited field is displayed on Screen 220 or Screen 240. Basic Steps • Enter or update existing purchasing controls, and press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Bid Document 1 character Used: Type “Y” to indicate bid documents will be used as part of the purchasing process. If this flag is set to “Y,” the Bid Lists screens will check that a bid document exists. Buyer Code 1 character Required: Enter “Y” if a buyer code is required for purchasing documents. Fixed Asset 1 character Receiving Required: Enter “Y” to indicate preliminary fixed assets are required to be set up before closing receiving. Screen 311 – Purchasing System Control Part 2 (cont’d) Change Whole 1 character Vendor ID on Inv: Type “Y” if a vendor ID can be changed on the invoice. This must be set to “Y” for FAMIS to allow more than just a mail code (last digit of the VID) change on an invoice. It is also suggested that users document the change in an invoice note in FAMIS. These notes print on the voucher data sheet. P.O. Good Faith 1 character Effort Required: Enter “Y” to display the required GFE Solicited field on Screen 220. P.O. Approval Req.: 1 character Type “Y” if approval is required for Purchase Orders. LP Good Faith 1 character Effort Required: Enter “Y” to display the required GFE Solicited field on Screen 240. LP/EP Approval 1 character Req.: Type “Y” to indicate approval is required for Limited Purchase Orders or Exempt Purchase Orders. Default Bid 4 digits Open Time: Indicate the default bid open time by campus. This field will be used when bid lists are created. Requisition 10 characters Deadline: Include the deadline on the invoice for the payment (messages are maintained on Screen 304). DEPT Default Year: 4 digits Enter the default year for the Departments. PURCH Default 4 digits Year: Type the default year for Purchasing. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Enter Purchase Document Categories Document categories are used to define certain accounting and receiving characteristics of a purchase document. Document categories may be defined/modified using Screen 312. If a delegation type is added on Screen 306, you must also set up a category type on Screen 312 which has that delegation code assigned to it. Each delegation type must belong to a unique document category. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 312 - Document Category Maintenance 312 Doc. Category Maintenance 10/30/13 14:54 FY 2014 CC 02 Screen: ___ Doc. Cat: RO Document Description: REGULAR ORDERS______ * -------------------- * Processing Control Switches * ----------------- * Verify Account Numbers........... Y Feed Requisitions to Accounting.. Y Check Budget Balance............. Y Feed Encumbrances to Accounting.. Y Check Commodity Code............. Y Perform 3-way Match.............. Y Delegation Type.................. _ Drop Flag........................ N Dept.... _____ Subdept.... _____ Class............................ _ * ------------------------ * Tolerance Checking * ------------------------ * Unit Price Control (UPC) $: __________ Ext. Price Control (XPC) $: ______ *----- UPC CONTROL -----* *----- XPC CONTROL -----* Unit Price Ext. Price Extended Price Quantity Percent Cap Amount Percent Percent Above (A): ______ ________ ______ ______ Below (B): ______ ________ ______ ______ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Enter/modify data in the available fields as needed, and press to record the information. Purchasing Control Process Document Categories Valid purchasing document categories include the following: BE Blanket Order Encumbered LP Limited Purchase BO Ref. Blanket Order MD Master Order (DISC) BU Blanket Unencumbered MQ Master Order (OTY) EP Exempt Purchases RO Regular Order Screen 312 – Document Category Maintenance (cont’d) Summary of Tolerance Checking Calculations Test 1 Unit Price Percent (percent value is the above or below percent based on UPC test) Invoice Unit Price <= PO Unit Price + (PO Unit Price x Unit Price %) Test 2 Extended Price Cap (amount is the above or below amount based on UPC test) Invoice Extended Price <= PO Extended Price + Above Cap Amount Test 3 Extended Price Percent (percent value is the above or below percent based on XPC test) Invoice Extended Price <= PO Extended Price + (PO Extended Price x Extended Price %) Test 4 Quantity Percent (quantity percent is the above or below percent based on XPC test) Invoice Quantity <= PO Quantity + (PO Quantity x Quantity %) Tolerance Checking There are 4 tolerance checking tests in FAMIS. These tests are performed when an invoice is closed on Screen 346. The values used for these tests are maintained on Screen 312 in FAMIS. The four tests are as follows: * ------------------------ * Tolerance Checking * ------------------------ * Unit Price Control (UPC) $: __________ Ext. Price Control (XPC) $: ______ *----- UPC CONTROL -----* *----- XPC CONTROL -----* Unit Price Ext. Price Extended Price Quantity Percent Cap Amount Percent Percent Above (A): ______ ________ ______ ______ Below (B): ______ ________ ______ ______ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Screen 312 – Document Category Maintenance (cont’d) UPC (Unit Price Control) High Dollar vs. Low Dollar Determination First, the system determines whether the item is a UPC high dollar or UPC low dollar item. This, in turn, determines whether the above or below values will be used from the table on Screen 312 for the tolerance checking tests. The Unit Price Dollar Control (UPC) $ field determines whether an item is a “high dollar” item or a “low dollar” item. Basically, if the item unit price is greater than the Unit Price Control (UPC) $ field, it is considered a “high dollar” item. Otherwise, it is a “low dollar” item. • PO unit price is >= the unit price control (UPC) - then the item is a UPC high dollar item. • PO unit price is < the unit price control - then the item is a UPC low dollar item The system runs two types of tests, one against the unit price controls and one against extended price controls. UPC (Unit Price Control) Tests High dollar items use Above Unit Price Percent and Ext. Price Cap Amount. Low dollar items use Below Unit Price Percent and Ext. Price Cap Amount. Test 1: Unit Price Percent Invoice Unit Price <= PO Unit Price + (PO Unit Price x Unit Price %) Test 2: Extended Price Cap Invoice Extended Price <= PO Extended Price + Above Cap Amount If either test fails an error is returned and no further checking is done. If both tests pass and the item is high dollar, no further tests are done. If both tests pass and the item is low dollar, tolerance checking continues. Screen 312 – Document Category Maintenance (cont’d) XPC (Extended Price Control) High Dollar vs. Low Dollar Determination If the invoice passes the above tolerance checking calculations 1 and 2, the next step is to check the XPC (extended price) control to determine whether the item is an XPC high dollar item or an XPC low dollar item. • PO extended price is >= extending price control (XPC) - then item is a XPC high dollar item. • PO extended price is < extended price control (XPC) - then item is a XPC low dollar item XPC (Extended Price Control) Tests XPC high dollar items use Above Extended Price Percent and Quantity Percent. XPC low dollar items use Below Extended Price Percent and Quantity Percent. The extended price tests are run only if the item is a UPC low dollar item. (Note: this is the way IA designed the system). The assumed reason is that high dollar items will be caught in the extended price cap test (above), and the XPC tests remain for use by low dollar items. If either test fails, an error is returned. Test 3: Extended Price Percent Invoice Extended Price <= PO Extended Price + (PO Extended Price x Extended Price %) Test 4: Quantity Percent Invoice Quantity <= PO Quantity + (PO Quantity x Quantity %) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Doc. Cat: ? Help 2 characters Type the desired document category. . Document 20 characters Description: Include a full description of the document category. Screen Information Processing Control Switches Verify Account 1 character Numbers: Type “Y” to indicate the account number should be verified when the document category is specified for a particular document. When this flag is set to “N,” FAMIS does not check the accounts entered to be sure they are valid, and even a blank account is allowed. Screen 312 – Document Category Maintenance (cont’d) Feed Requisitions ? Help 1 character to Accounting: Enter “Y” to indicate that encumbrances should be fed to accounting for requisitions with this particular category. Check Budget 1 character Balance: Type “Y” if the system should check the budget balance available for all purchase documents with this specified category. Feed Encumbrances ? Help 1 character to Accounting: Enter “Y” if the system should feed encumbrances to accounting for all purchase orders, limited and exempt, with this specified category. Check Commodity 1 character Code: Type “Y” to indicate the system should require entry of a commodity code for all purchase orders with this specified category. Perform 3-Way ? Help 1 character Match: Type “Y” if the system will require that the invoicing, receiving, and purchase document quantities match before posting the voucher and liquidating the encumbrance. An “N” in this field requires that only the invoicing and purchase order quantity match. Delegation Type: ? Help 1 character Include the delegation type. Drop Flag: 1 character Type “Y” to drop the category and indicate it is no longer valid. Dept: 5 characters Include the department code allowed to use the delegated category. Subdept: 5 characters You may enter all asterisks (*) to allow all subdepartments to use the category. Class: 1 character Identify the class type of document. Valid values are “P” (purchase order) and “E” (exempt). Tolerance Checking Unit Price 10 digits Control (UPC) $: See the Purchasing Controls – Tolerance Checking in the previous section. Ext. Price 6 digits Control (XPC) $: See Purchasing Controls - Tolerance Checking. UPC Control Unit 6 digits Price Percent See Purchasing Controls - Tolerance Checking. (A), (B): Screen 312 – Document Category Maintenance (cont’d) Ext. Price Cap 8 digits Amount (A), (B): See Purchasing Controls - Tolerance Checking. XPC Control 6 digits Extended Price See Purchasing Controls - Tolerance Checking. Percent (A), (B): Quantity Percent 6 digits (A), (B): See Purchasing Controls - Tolerance Checking. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Create Type/Prefix FAMIS allows you to differentiate between purchasing documents by creating unique prefixes. This functionality facilitates the separation of documents into meaningful groupings. There are two methods for creating the purchasing prefixes. For the initial setup of a separate unique prefix, you can use Screen 854. However, when a new Fiscal Year is opened, the program FBYU854 should be run to roll the existing prefixes forward and create them for the new year. This establishes the prefix in the new Fiscal Year. The program FBDU258 generates the numbers for the prefixes to use. This program is run each night and no intervention is necessary unless the number generation is needed the same day that the prefixes are set up. Then, the program can be run following the FBYU854. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 854 – Type/Prefix Create 854 Type/Prefix Create 10/30/13 14:56 FY 2014 CC 02 Screen: ___ Type: PURCHASE ORDER_ Prefix: P Fiscal Year: 2014 Last Number on File: 401029 Top Number for Prefix: 439999 Total Number of Records: 0001000 Prefix Class field is blank for PIPs Prefix Class: P Description: PURCHASE ORDERS_____ Fiscal Office Campus Cd: 02 Enter 'Y' to delete: _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp The type entered in the Type field must be defined on ASSIGN CONTROL on Screen 853. Basic Steps • Enter a type and prefix. • Press to create/modify the information. Screen 854 – Type/Prefix Create (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Type: 12 characters Identify the purchasing document category, i.e. “purchase order,” “requisition,” etc. . Prefix: 1 character Include the purchasing document prefix that you want to create or update. Examples are P, R, etc. Fiscal Year: 4 digits Identify the fiscal year for the prefix. Screen Information . Last Number on 6 digits File: Enter the last number available for use on the file; works in conjunction with the field total number of records. This is the highest number available before the next 100 or 1000 need to be available. . Top Number for 6 digits Prefix: Include the top number that is available for the prefix. . Total Number of 7 digits Records: Set up a limit to the number of documents (usually 100 or 1000) that can use the prefix. This helps to control the amount of processing resources. . Prefix Class: 1 character Identify the prefix to be assigned to the category of purchasing document, i.e. “P” for purchase orders, “L” for limited purchase orders, etc. . Description: 20 characters Include a description of the prefix type. . Fiscal Office 2 digits Campus Cd: Indicate the campus code for the fiscal office. Enter ‘Y’ to Delete: 1 character Type “Y” to delete the record. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Type/Prefix Display Screen 855 displays the Purchasing document prefixes that have been created on Screen 854. FAMIS allows you to differentiate between purchasing documents by creating unique prefixes. This functionality facilitates the separation of documents into meaningful groupings. There may be multiple prefixes established for one class. These prefixes can either be a sequential prefix series or can run concurrently. One series cannot be both for a campus code. This is set with a code on Screen 309 in the Prefix Functionality field. Valid values are blank for sequential and “M” for use of multiple or concurrent prefixes. (Technically, the “M” allows the use of any entry on Screen 854, which displays here on Screen 855.) Screen 855 – Type/Prefix Display 855 Type/Prefix Display 10/30/13 14:58 FY 2014 CC 02 Screen: ___ Fiscal Year: 2014 Type: _______________ Next Last Number of Type Fy Prfx Doc. Number Records Class Description ASSET TRANSFER 2014 N 400342 400831 500 TRNS DEPT PROPE BID 2014 B 400017 400517 500 B BIDS BID 2014 C 400001 400501 500 B CATALOGUE ORDER DEPT BUDGET 2014 U 402730 402914 200 DEPT BUDGET REQ DEPT CORRECT 2014 J 401657 401852 200 DEPT CORRECT RE EXEMPT PURCH 2014 E 403869 404354 500 E EXEMPT PURCHASE INVOICE PROBLEM 2014 I 400018 400318 300 INVOICE PROB (P LIMITED PURCH 2014 A 400001 400501 500 L LIMITED PURCHAS LIMITED PURCH 2014 L 400521 402521 2000 L LIMITED PURCHAS LIMITED PURCH 2014 Z 400001 401001 1000 L LIMITED PURCHAS MASTER ORDER 2014 M 400007 400107 100 M MASTER ORDERS PURCHASE ORDER 2014 D 400001 400101 100 P PHYS PLANT ORDE Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Enter a document type in the Type field to advance the list to a specific type, and press to view the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line Fiscal Year: 4 digits Enter the fiscal year you want to view; the current fiscal year is the default. Type: 20 characters Identify the document type to be displayed at the top of the list. Screen 855 – Type/Prefix Display (cont’d) Screen Information Type: 16 characters Displays the type of document. Fy: 4 digits Shows the fiscal year established for the prefix. Prfx: 1 character Identifies the prefix for the type of purchasing document. Next Doc.: 6 digits Displays the next document number. Last Number: 6 digits Identifies the last document number available for use on the file; works in conjunction with the field total number of records. This is the highest number available before the next 100 or 1000 need to be available. Number of 8 digits Records: Shows the number of documents (usually 100 or 1000) that can use the prefix. This helps to control the amount of processing resources. Class: 1 character Identifies the prefix that has been assigned to the category of purchasing document, i.e. “P” for purchase orders, “L” or limited purchase orders, etc. Description: 16 characters Displays the description for the type of purchasing document. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Requisition Deadlines by Fund Screen 304 displays the deadline information set by the Fiscal Office, the State, or Purchasing Office for year-end closings. This screen is maintained and updated by each campus. The information is campus specific. Screen 304 - Requisition Deadlines by Fund 304 Requisition Deadlines by Fund 03/02/09 10:54 FY 2009 CC AB Screen: ___ Fund Type: S__ Description FY 95-96_____________________________________ _____________________________________________ The deadline for State Funds is as follows:__ _____________________________________________ State Fund Open Market,____________________ over $15,000 May 1, 1996 Research May 1, 1996 Spot June 3, 1996 Contract July 31, 1996 _____________________________________________ FY 96-97_____________________________________ _____________________________________________ Requisitions for equipment and supplies____ delivery req. 9/1/96 May 10, 1996 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Enter a Fund Type and press to view existing deadline information. Make modifications, or enter new text if none exists. • Press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Fund Type: ? Help 3 characters Enter a valid fund type from the following: (F) Federal, (L) Local, or (S) State. Description: 14 lines Type the requisition deadline dates and additional text for specified fund type. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Exempt/Deleg. Type Object Code Controls Some types of purchases are “exempt” from the State bidding process regardless of the dollar amount. It is possible to restrict which types of purchases may be made by an Exempt Purchase Order document (Exempt PO). Screen 306 defines the object codes which will be allowed to be entered on Exempt POs. Any attempt to enter an object code (on an exempt purchase) that is not on this table will be rejected. To add an object code to this table, submit a Change/Enhancement request from our FAMIS website: (https://apps3.system.tamus.edu/famisrequest/chgform.aspx). Each delegation type must belong to a unique document category. If you create a delegation (type D in the Exempt/Delg field), you must also set up a category type on Screen 312 that has this delegation code assigned to it. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 306 - Maintain Exempt/Delegation Type Object Code Table 306 Maintain Exempt/Delegation Type Object Code Table 10/30/13 15:03 FY 2014 CC 02 Screen: ___ Acct Type: SL Exempt/Delg: E Low High Func Obj Obj Description _ 1900 1990 EXEMPT - BENEFITS_________________________________ _ 3010 3420 EXEMPT - TRAVEL___________________________________ _ 4015 4015 EXEMPT - SUPPLIES FOOD SERVICES/SOFC ONLY_________ _ 4017 4017 SOFC - OFFICE SUPPLIES____________________________ _ 4025 4025 DIRECT PUBS ONLY - SUBS, PERIODICALS, & INFO SYS__ _ 4045 4045 TAMU PHARMACY ONLY - MEDICAL SUPPLIES_____________ _ 5010 5035 EXEMPT - UTILITIES________________________________ _ 5115 5116 EXEMPT - TEL-MO CHARGES___________________________ _ 5135 5135 EXEMPT - TEL-DEDICATED DATA CIRCUIT_______________ _ 5145 5145 EXEMPT - TEL-CENTREX______________________________ _ 5150 5150 EXEMPT - TEX-AN___________________________________ _ 5210 5211 EXEMPT - MEMBERSHIP DUES__________________________ _ 5215 5217 EXEMPT - EMPLOYEE TRAINING________________________ _ 5230 5230 ACCREDITATION SERVICES ONLY_______________________ ********** More Data -- Press to View Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Type the account type and delegation type in the fields provided and press to view existing purchasing controls. • Type A (All), U (Update), or D (Delete) in the F (Function) field to add, modify, or delete information and press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line Acct Type: 2 characters Enter the account type (“SL” or “GL”) to display the desired exempt object codes. Screen 306 – Exempt/Delegation Type Object Code Table (cont’d) Exempt/Delg: ? Help 1 character Enter “E” (Exempt) or the desired code for your campus in this field to display the delegation types. Examples would be “C” for Construction or “L” for Library. Screen Information Func: 1 character Enter the desired function code to indicate whether the range of exempt object codes should be added (A), deleted (D), or updated (U). Low Obj: 4 digits Identify the lower limit of the specified exempt object code range. High Obj: 4 digits Include the upper limit of the specified exempt object code range. Description: 50 characters Describe the types of purchases associated with the specified exempt object code range. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Limited/Exempt/PIP Purchase Controls Limited and Exempt purchasing document controls, as set by the FAMIS Services Team, are entered on Screen 309. These controls are used to define matching and accounting processes for limited and exempt purchase documents. Different limits can be set for limited purchase documents that use State vs. Local funds. To input an exempt or limited purchase document and not have a number auto-assigned, this mask provides the pattern that must be used. Documents that exceed the limits set here will get error messages and will not post. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 309 - Purchasing Limited/Exempt/PIP Control 309 Purch. Limited/Exempt/PIP Control 10/30/13 15:08 FY 2014 CC 02 Screen: ___ ------------------------------- Limited P.O. --------------------------------- State Limit: _______5000.00 Prefix Functionality: _ Current 1st Match Ship to Inv to Prefix Prefix Class Cat Limit Mask Dept Addr Req Addr Req L L L LP _______5000.00 AAAANNN Y Y Y -------------------------------- Exempt P.O. -------------------------------- Prefix Functionality: _ Current 1st Match Ship to Inv to Prefix Prefix Class Cat Limit Mask Dept Addr Req Addr Req E E E EP 99999999999.99 AAAANNN Y Y Y ----------------------------------- PIP ------------------------------------- Current 1st Prefix Prefix Cat Mask I I __ UNNNNNN Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp AdPrf If the Prefix Functionality field is blank, then uses the valid codes defined on Screen 854 in sequential order. If an “M” is entered in the Prefix Functionality field, FAMIS ignores both table and screen, and you can use any value on Screen 854. Screen 309 – Purchasing Limited/Exempt/PIP Control (cont’d) In the example below, since the Prefix Functionality field is blank, FAMIS will use the prefixes in the following order: L, A, then Z. When the “L” prefix hits the highest number possible on Screen 854, then FAMIS will switch to the “A” prefix and so on. Screen 309 – PF11 Pop-Up Window +-----------------------------------------------+ | | | Enter all valid Prefixes for | | Limited Purchase Orders | | | | Prefix | | L | | A | | Z | | _ | | _ | | _ | | _ | | _ | | _ | | _ | | Press to Exit | | | +-----------------------------------------------+ Press PF4 twice more to view Exempt Purchase Orders and PIP Purchase Orders prefixes. Basic Steps • Enter data in the available fields, as desired. • Press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information Limited P.O. . State Limit: 14 digits Enter the State limit amount set for purchase documents. Prefix 1 character Functionality: Indicate how the prefix is to function for purchase documents. Blank = allow sequential prefixes M = allow multiple concurrent prefixes. . Current Prefix: 1 character Identify the current prefix used to denote Limited Purchase Orders. . 1st Prefix: 1 character Indicates the first limited prefix used. . Class: ? Help 1 character Include the class used for the document. For example: L = Limited Purchase E = Exempt Purchase Screen 309 – Purchasing Limited/Exempt/PIP Control (cont’d) . Cat: ? Help 2 characters Defines the default accounting and receiving characteristics of the purchase document. BE = Blanket Encumbered BO = Ref. Blanket Order BU = Blanket Unencumbered EP = Exempt Purchases LP = Limited Purchase MD = Master Order (DISC) MQ = Master Order (QTY) RO = Regular Orders . Limit: 14 digits Indicate the maximum dollar amount that may be processed for a single limited purchase document. . Mask: 7 characters, (AAAANNN) Provide a mask to be used if the document is not auto-assigned. The original pattern was to accommodate “dept. code and ascending numbers” (Ex: MISP001). . Match Dept: 1 character Type “Y” if the first department on the document header has to match the first department on the document line item. If FAMIS is down, a manual log can be kept following that pattern, as long as the department field matches the pattern. (Ex.: MISP001 in the Mask field on Screen 309 would match the MISP in the Dept field on Screen 240 or Screen 235.) . Ship to Addr Req: 1 character Enter “Y” to indicate the Ship To address field is required for limited purchase documents. . Inv to Addr Req: 1 character Type “Y” if the Invoice To address field is required for limited purchase documents. Exempt P.O. Prefix 1 character Functionality: Indicate how the prefix should function for purchase documents. Blank = allow sequential prefixes M = allow multiple concurrent prefixes. . Current Prefix: 1 character Identify the current prefix used to denote Exempt Purchase Orders. . 1st Prefix: 1 character Indicates the first exempt prefix used. Screen 309 – Purchasing Limited/Exempt/PIP Control (cont’d) . Class: 1 character Indicate the class used to store the document. Some TAMUS members want this to be a “P” while others want it to be an “E.” . Cat: ? Help 2 characters Defines the default accounting and receiving characteristics of the purchase document. BE = Blanket Encumbered BO = Ref. Blanket Order BU = Blanket Unencumbered EP = Exempt Purchases LP = Limited Purchase MD = Master Order (DISC) MQ = Master Order (QTY) RO = Regular Orders . Limit: 14 digits Indicate the maximum dollar amount that may be processed for a single exempt purchase document. . Mask: 7 characters Provide a mask to be used if the document is not auto-assigned. . Match Dept: 1 character Type “Y” to indicate the first department of the document has to match the first department. If FAMIS is down, a manual log can be kept following that pattern, as long as the department field matches the pattern (Ex.: MISP001 in the Mask field on Screen 309 would match the MISP in the Dept field on Screen 240 or Screen 235). . Ship to Addr Req: 1 character Enter “Y” if the Ship To address field is required for limited purchase documents. . Inv to Addr Req: 1 character Type “Y” to indicate the Invoice To address field is required for limited purchase documents. PIP . Current Prefix: 1 character Identifies the current prefix used to denote Limited Purchase Orders. . 1st Prefix: 1 character Indicates the first limited prefix used. Screen 309 – Purchasing Limited/Exempt/PIP Control (cont’d) . Cat: ? Help 2 characters Define the default accounting and receiving characteristics of the purchase document. BE = Blanket Encumbered BO = Ref. Blanket Order BU = Blanket Unencumbered EP = Exempt Purchases LP = Limited Purchase MD = Master Order (DISC) MQ = Master Order (QTY) RO = Regular Orders . Mask: 7 characters, (AAAANNN) Provide a mask to be used if the document is not auto-assigned. The original pattern was to accommodate “dept. code and ascending numbers” (Ex: MISP001). Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. PF11 Additional Prefixes AdPrf Add/display additional prefixes for Limited/Exempt purchase documents. Electronic Documents Profile Screen 950 is used to set limits on the various types of electronic documents used in FAMIS. This screen is used to control the processing, approval, and routing of the documents listed on this screen. This screen is maintained and updated by FAMIS Services. The information is campus specific. --------------------------------------------- To make modifications to this screen, send a Change/Enhancement request to FAMIS Services: https://apps3.system.tamus.edu/famisrequest/chgform.aspx Screen 950 – Electronic Documents Profile (Panel 1) 950 Electronic Documents Profile 10/30/13 15:11 CC 02 Screen: ___ Form: ___ PANEL: 01MORE>> Review by Processing Required Route Func Form Description Proc Unit Unit View Approvals Cat Level Exp Dt ---- ---- ------------ --------- ---------- ---------- --- ----- ---------- _ DBR DEPT BUD REQ Y DBR OFFICE SIGNER____ AM D __________ _ DCR DEPT CORRECT Y DCR OFFICE SIGNER____ __ D __________ _ DTV DEPT TRAVEL_ N __________ SIGNER____ __ D __________ _ EBR BUDGET EPA__ Y PAYROLL___ SIGNER____ __ D __________ _ EGR GRAD EPA____ Y PAYROLL___ SIGNER____ __ D __________ _ EWR WAGE EPA____ Y PAYROLL___ SIGNER____ __ D __________ _ PBD BID_________ Y PURS______ NONE______ __ P __________ _ PEP EXEMPT PURCH N __________ SIGNER____ AM D __________ _ PIP INVOICE PROB N __________ SIGNER____ AM D __________ _ PLP LIMITED PRCH N __________ SIGNER____ AM D __________ _ PPO PURCH. ORDER Y PURS______ NONE______ __ P __________ _ PRQ REQUISITION_ Y PURS______ SIGNER____ AM D __________ _ TDP ASSET TRNSFR Y PROPERTY__ SIGNER____ __ D __________ *** End of list *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 950 – Electronic Documents Profile (Panel 2) 950 Electronic Documents Profile 10/30/13 15:11 CC 02 Screen: ___ Form: ___ < to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line Form: 3 characters Enter the type of electronic document to advance the form type to the top of the display. Screen Information . Panel 1 . Func: ? Help 1 character Type a function code to add or modify a profile. Blank = No action A = Add record D = Delete record P = Position (not always available) U = Update record . Form: 3 characters Enter the electronic document form code. . Description: PF2 Help 12 characters Include a brief description of form for abbreviated display. . Review by Proc PF2 Help 1 character Unit: Type “Y” if form is to be reviewed by the Processing Department. . Processing Unit PF2 Help 10 characters View: If form is to be reviewed, enter the name of the Processing Unit having final authority on the type of form. . Required ? Help 10 characters Approvals: Enter the type of approval required on the form. Creator = Document complete on release Signer = Signer approval required Signer + N = Total signatures needed None = No approval required . Cat: ? Help 2 characters Indicate the category for the form type. Blank = No Category AM = Amount Over DA = Days Over (only on DCRs) Screen 950 – Electronic Documents Profile (cont’d) . Route Level: ? Help 1 character Type a valid code for the level of routing for the form. D = Department P = Processing . Exp Dt: 8 digits If necessary, include an expiration date for the form type profile values. . Panel 2 Office: 10 characters Shows the electronic office associated with the processing view. View: 10 characters Displays the view associated with the electronic office. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Document Attribute Controls Basic Concepts Unlike the General Document Controls (see section in this manual), Document Attribute Controls are NOT set by the FAMIS Services Team. Additions/modifications to these screens should be made by the Purchasing Department for the specific TAMUS member. The following is a list of document attribute control screens: 313 Special Text and Codes 314 Purchasing Office Maintenance 315 Buyer Code Maintenance 316 Maintain Exempt Object Control Table 317 Document Category Maintenance 318 Document Category Maintenance 319 Document Category Maintenance 305 Purchasing Campus Bulletin Board Text Codes Standard Text Codes • Maintained on Screen 317 • Must begin with a numeric digit Special Text Codes • Maintained on Screen 313 • Must begin with an alpha character Both Standard and Special text codes (Standard and Special) MAY be entered on a Purchase Order using Screen 221. ALL the text code data will print either before or after the Purchase Order detail, depending on the value in the OPTION3 Parm in the JCL for the job (PBAU011). Set OPTION3=AFTER to print after the detail. The codes print in the order entered on the document. Add/Update Special Text Text codes are used to specify attributes of the purchase as a whole. Screen 313 may be used to add new text codes or to modify existing text codes. Ninety-nine lines of text may be entered for a particular text code. This screen is maintained and updated by each campus. The information is campus specific. Screen 313 - Special Text Code Maintenance 313 Special Text Code Maintenance 10/30/13 15:13 FY 2014 CC 02 Screen: ___ Text Code: FD1 Drop: N Position at line: ___ Page (F/B): _ Line Description 1 THIS DOCUMENT is subject to any constitu-____ 2 tional or statutory limitations upon Texas___ 3 A&M University as an Agency for the State of_ 4 Texas._______________________________________ 5 _____________________________________________ 6 OSHA STATEMENT_______________________________ 7 _____________________________________________ 8 Seller represents and warrants that all arti- 9 cles and services covered by this document___ 10 meet or exceed the safety standards estab-___ 11 lished and promulgated under the Federal_____ 12 Occupational Safety and Health Law (Public___ 13 Law 91:596) and its regulations in effect or_ Enter 'D' 14 proposed as of the date of this document.____ to delete: _ 15 _____________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp There is no word wrap feature. To prevent a word from being split between two lines, use the TAB key to advance to the next available text line. Print Text Codes Both Standard and Special text code data will print either before or after the Purchase Order detail. Where it prints depends on the value in OPTION3 (JCL for the job PBAU011). Set OPTION3=AFTER to print after the detail. The codes print in the order entered on the document. Drop a Text Code Dropping a text code does not make that code number available for re-use. The code must remain in the file because it may be included as part of existing purchase orders. Marking a text code as “dropped” removes the code from the available codes to be selected, but the code stays on the file. The language of the text code can be corrected, but you should not make any changes to the overall meaning of the text, as the code may be in use on active documents. Screen 313 – Special Text Code Maintenance (cont’d) Use of Special Text Codes for Federal Purchases To print special text for Federal purchases, the following are necessary: • Type of Funds (Screen 220) must be set to “F” • Text entered (Screen 313) must be created with code “FD” (can have FD1, FD2, FD3, etc.) • In JCL for job PBAU011, set REQUEST=FED to print ALL the “FD” text codes on file for that campus on the order • ALL FD text codes print after the Purchase Order lines and AFTER Standard Text lines Use of Special Text Codes for Bids To print special text for Bids, the following are necessary: • Text entered (Screen 313) must be created with code “BD” (can have BD1, BD2, BD3, etc.) • ALL BD text prints: o AFTER the Purchase Order lines o AFTER Standard Text lines if OPTION3=AFTER (PBAU021) is set o AFTER Special Text for Federal Purchases Basic Steps • Type a text code in the Text Code field, and press to view existing information which can be modified. • To add new code, enter text in the Text Code field and enter description. • Press to record the information. • Type “D” in the Enter ‘D’ to delete field to delete a text code. • Type “Y” in the Drop field to drop the text code. Purchasing Control Process Special text codes are only printed at the end of your bids. All BDx (i.e. BD1) codes are printed at the end of the document. FDx codes are also printed at the end of the document, with “FED” as the fund type, if it is specified on both the document header and as a “parm” for the print job. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Text Code: ? Help 3 characters Identify the special text code to be viewed, added, or modified. . Drop: 1 character each Type “Y” to drop the text code. Screen 313 – Special Text Code Maintenance (cont’d) Screen Information Position at line: 3 digits Indicate which line of text should be positioned at the top of the screen. Page (F/B): 1 character Type “F” or “B” to indicate whether to scroll forward (F) one page of text or to scroll backwards (B) one page of text. Line: 2 digits Shows line numbers of description. . Description: 50 characters each 15 lines Type a description for the special text code. . Enter ‘D’ to delete: 1 character Type “D” if the information should be deleted from the system. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Purchasing Office Maintenance Information about the purchasing office may be entered on this screen. Updates and changes may be made at any time. This screen is maintained and updated by each campus. The information is campus specific. Screen 314 - Purchasing Office Maintenance 314 Purchasing Office Maintenance 10/30/13 15:15 FY 2014 CC 02 Screen: ___ Purchasing Office Name: DEPARTMENT OF PURCHASING SERVICES_______ Address: P.O. BOX 99999__________________________ ________________________________________ City: COLLEGE STATION____ State: TX Zip: 78842-0013 Phone: 979-999-9999 Fax: 979-999-9999 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Type data in the available fields, as desired. • Press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Purchasing Office 40 characters Name: Identify the name of the Purchasing Office. . Address: 2 lines (40 characters each) Include the Purchasing Office address. . City: 20 characters Type the name of the city for the Purchasing Office. . St: 2 characters Include the state abbreviation. . Zip: 9 digits Enter the ZIP Code + 4 digits of the department. Screen 314 – Purchasing Office Maintenance (cont’d) . Phone: 10 digits Provide the phone number for the purchasing office. . FAX: 10 digits Type the Fax number for the purchasing office. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Add/Update Buyer Codes Screen 315 is used to add or delete a buyer code from the table. Typically, the buyer code will be the initials of the buyer associated with a particular purchase order. Specific information about a particular buyer, including his/her purchasing restrictions, may be entered or updated on this screen. The bottom of this screen allows you to define a print form and destination printer for each buyer. This screen is maintained and updated by each campus. The information is campus specific. Screen 315 - Buyer Code Maintenance 315 Buyer Code Maintenance 10/30/13 15:15 FY 2014 CC 02 Screen: ___ Buyer Code: GJR Name: GARY GREGORY________ Phone: 979 844 4444 SRS: Y Enter 'D' to delete record: _ Func Doc. Type Form Destination Copies JDE EFORM Class _ PO FORM___ P02R__ RF001PR3________ 1 ______ ______ _ _ PO REPORT_ SLG1__ RF001PR1________ 1 ______ ______ _ _ BID FORM__ B02R__ RF001PR3________ 1 ______ ______ _ _ BID REPORT SLG1__ RF001PR1________ 1 ______ ______ _ _ __________ ______ ________________ _ ______ ______ _ _ __________ ______ ________________ _ ______ ______ _ _ __________ ______ ________________ _ ______ ______ _ _ __________ ______ ________________ _ ______ ______ _ _ __________ ______ ________________ _ ______ ______ _ _ __________ ______ ________________ _ ______ ______ _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Type a buyer code in the Buyer Code field and press . • Type data in the available fields, as desired. • Press to record the information. Purchasing Control Process Buyer Forms and Destinations The lower portion of this screen provides the ability to define the purchasing document print form and printer destination for each buyer. These fields will be used when a document is printed using the “on-demand” print screens (Screen 215 and Screen 216). If this is blank, the default values from Screen 308 will be used, but this overrides Screen 308 when information is entered for a buyer. Screen 315 – Buyer Code Maintenance (cont’d) Document Type The Doc. Type field is used to indicate which printing form to use when using the “on-demand” printing screens for a document associated with a particular buyer. Currently, there are 4 different document types recognized by FAMIS: • PO Form • PO Report • BID Form • BID Report Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Buyer Code: ? Help 3 characters Enter a buyer code to view buyer’s information, or add new code. Screen Information . Name: 20 characters Enter the buyer’s full name. . Phone: 10 digits Identify the buyer’s area code and phone number. SRS: 1 character Enter “Y” to identify the buyer as an SRS buyer. Enter ‘D’ to delete: 1 character record: Type “D” if the buyer information should be deleted from the system. Func: 1 character Enter a function code to add or modify buyer information. A = Add U = Update D = Delete Doc Type: 10 characters Indicate the document type to be printed for the buyer. Form: 6 characters Identify the form code defined for the print type. Destination: 16 characters Indicate the destination of the output. Must be a JES-defined printer. Copies: 1 digit Not used in FAMIS at this time. Screen 315 – Buyer Code Maintenance (cont’d) JDE: 6 characters Include special JDE needed for Xerox printer. EFORM: 6 characters Provide electronic form required for Xerox printer. Class: 1 character Indicate the class used to store the document. L = Limited E = Exempt Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Maintain Ship To/Invoice To Addresses Ship To and Invoice To addresses that are often used may be assigned a three digit code to simplify the entry process. These codes are assigned and updated using Screen 316. This screen is maintained and updated by each campus. The information is campus specific. Screen 316 - Ship To/Invoice To Addr 316 Ship to/Invoice to Addr 10/30/13 15:16 FY 2014 CC 02 Screen: ___ Address Nbr: 751 Name: ADMISSIONS & RECORDS__________ Address: ADMISSIONS PROCESSING_________ 750 AGRONOMY ROAD, SUITE 1601_ TAMU 0200_____________________ ______________________________ City: COLLEGE STATION_____ State: TX Zip: 778430200 Country: ___ Phone: ____________ FAX: ____________ Enter 'C' to copy: _ Enter 'D' to delete: _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Address codes must be coordinated with the State. TECH NOTE: PBAR602 unloads; PBAU603 loads Basic Steps • Enter an address number code in the Address Nbr field, and press to view any existing address information. • Add new address number or make modification necessary. • Press to record the information. Purchasing Control Process Ship To/Invoice To Address Codes The address associated with a particular code will be pulled into any document that contains the code in the Ship To and/or Invoice To fields. Screen 316 – Ship To/Invoice To Address (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Address Nbr: ? Help 3 digits Identify the address number code to be added/ updated. Screen Information . Name: 30 characters Include the name of the person to receive purchased items or billing information at the specified address. . Address: 120 characters/digits Type the mailing address to which purchased items or billing information will be sent. . City: 20 characters Indicate the city to which purchased items or billing information will be mailed. . State: ? Help 2 characters Identify the state to which purchased items or billing information will be mailed. . Zip: 9 digits Provide the ZIP Code + 4 digits of the department. . Country: ? Help 3 characters Include the country to which purchased items or billing information will be mailed. . Phone: 10 digits Provide the area code and phone number for the address specified. . FAX: 10 digits Type the area code and phone number of the FAX machine for the address specified. . Enter ‘C’ to copy: 1 character Type “C” to indicate whether the address information should be copied to another address code. . Enter ‘D’ to delete: 1 character Type “D” to identify whether the selected address is to be deleted from the system. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Enter Standard Text Code Information Standard text codes are defined for phrases or terms that are used repeatedly for purchasing documents. Only the text code is stored on the PO documents. The actual (current) text is brought in when the PO document is printed or displayed on the screen. You may view LDT codes on Screen 841; however, only FAMIS can update that screen. The LDT codes are available to all campus codes and should not be worded to be campus specific. This screen is maintained and updated by each campus. The information is campus specific. Screen 317 - Standard Text Code Maintenance 317 Standard Text Code Maintenance 10/30/13 15:17 FY 2014 CC 02 Screen: ___ Text Code: 210 Drop: N Position at line: ___ Line Description 1 TO BE INSTALLED. INSTALLATION TO INCLUDE_____ 2 RECEIVING, UNPACKING, ASSEMBLY AND PLACEMENT_ 3 AT POINT OF USE AND REMOVAL AND DISPOSAL OF__ 4 ALL PACKING MATERIAL. UNIVERSITY DUMPSTERS___ 5 MAY NOT BE USED FOR DISPOSAL.________________ 6 _____________________________________________ 7 _____________________________________________ 8 _____________________________________________ 9 _____________________________________________ 10 _____________________________________________ 11 _____________________________________________ 12 _____________________________________________ 13 _____________________________________________ 14 _____________________________________________ 15 _____________________________________________ Page (F/B/E): _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Entry in Text Code field must be numeric. TECH NOTE: PBAR600 unloads, PBAU601 loads, PBAR230 print Basic Steps • Type a text code in the Text Code field, and press to view existing purchasing controls, or enter a new code. • Enter data in the available fields, as desired. • Press to record the information. Screen 317 – Standard Text Code Maintenance (cont’d) Purchasing Control Process Drop a Text Code • Dropping a text code does not make that code number available for re-use. The code must remain in the file because it may be included as part of existing purchase orders. The text code will continue to appear on all documents that already contain this code, but it will not be available for any new documents. • Marking a text code as “dropped” removes the code from the available codes to be selected, but the code stays on the file. • The language of the text code can be corrected, but you should not make any changes to the overall meaning of the text, as the code may be in use on active documents. • You can “undrop” a code by changing the drop flag to “N.” Expand Text Codes The standard text codes defined on Screen 317 are attached to a document during the entry process. Any text codes entered on a document will be expanded when the document is printed. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Text Code: ? Help 3 digits Identify a number to be associated with the text. Drop: 1 character each Type “Y” in this field to drop the text code. Screen Information Position at Line: 3 digits Indicate which line of text should be positioned at the top of the screen. Line: 2 digits Shows line numbers of description Description: 99 lines (45 characters each) Include standard text code to be used. Page (F/B/E): 1 character Indicate whether to scroll forward (F) one page of text, scroll backwards (B) one page of text, or scroll to the end (E). Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Add/Update Type Funds List It is possible for you to add or modify the type of funds that may be used for purchasing documents online. This is accomplished using Screen 318. This screen is maintained and updated by each campus. The information is campus specific. Screen 318 - Type of Funds 318 Type of Funds 10/30/13 15:19 CC 02 Screen: ___ Func Code Key Data _ F____ FEDERAL_________________________________ _ L____ LOCAL___________________________________ _ S____ STATE___________________________________ _ _____ ________________________________________ _ _____ ________________________________________ _ _____ ________________________________________ _ _____ ________________________________________ _ _____ ________________________________________ _ _____ ________________________________________ _ _____ ________________________________________ _ _____ ________________________________________ _ _____ ________________________________________ ***************** End of data ***************** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Type a function code to add (A), update (U), or delete (D) information in fields provided to view purchasing controls. • Press to record the information. Purchasing Control Process The Key field is used to indicate the type of funds to be used for the purchase of selected items. These fund types must be entered for requisitions and purchase orders. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen Information . Func Code: 1 character Enter the desired function code: add (A) a new type fund code, update (U) an existing fund code, or delete (D) a fund code. . Key: 1 character Indicate the abbreviation for the type of funds. Screen 318 – Type of Funds (cont’d) . Data: 40 characters Enter a description of the type of funds. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Add/Update Type Order List Once a fund type has been defined, it is necessary to determine the type of orders that will be allowed for that fund type. This is accomplished using Screen 319. This screen is maintained and updated by each campus. The information is campus specific. Screen 319 - Type of Orders 319 Type of Orders 10/30/13 15:19 CC 02 Screen: ___ Fund Type: S Func Order Code Type Data _ BLDG_ BUILDING STATE__________________________ _ CATL_ CATALOG PURCHASE________________________ _ CERT_ CERTIFICATION-VET HOSPITAL______________ _ CONT_ CONTRACT________________________________ _ DIR__ PURCHASE FROM DIR_______________________ _ DIRP_ DIRECT PUBLICATION______________________ _ EMER_ EMERGENCY_______________________________ _ GROU_ GROUP PURCHASE__________________________ _ HIED_ HIGHER EDUCATION________________________ _ LEAS_ LEASE___________________________________ _ LIB__ LIBRARY EXEMPT__________________________ _ MED__ HEALTH SCIENCE CENTER___________________ *** Press enter for more entries *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Type a fund type in the Fund Type field. • Press to view existing order types for that fund type. • Add/modify data in the available fields, as desired. • Press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Fund Type: 3 characters Enter a fund type. F = Federal L = Local S = State Screen Information . Func Code: 1 character Identify the desired function code: add (A) a new type order code, update (U) an existing order type, or delete (D) an existing order type. Screen 319 – Type of Orders (cont’d) . Order Type: 4 characters Define the abbreviation to be used for the type of order. . Data: 40 characters Enter a short description for the type of order. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Document Printing Controls Basic Concepts The Document Printing Controls are available to direct the printing of purchasing documents to specific printers. Typically, purchasing documents are printed in an overnight batch mode. This is done to keep the computing resources directly at the online users and keep the response time at a high level. Print jobs take resources away from the online usage. There are occasions that call for the use of the On-Demand Print feature of FAMIS. This is for Purchasing Documents only. These controls are set by the FAMIS Services Team. To set up On-Demand Purchasing Printing, use the following screens: Screen 307 Purchasing Print Default Screen 308 Printer Control Maintenance Screen 315 Buyer Codes and Printer Control • overrides Screen 308 Screen 857 Batch Table Maintenance for setting the JCL To print On-Demand, use the following screens: Screen 215 Print Purchase Document Screen 216 Print Bid Document Enter Purchasing Print Defaults Each TAMUS member may define a set of printing defaults to be used each time a purchasing document is printed. These defaults set the parameters that the job card will use to run the print program. Please Note: The Purchase Order Default values are used when initiating on-demand print from Screen 215 (Print Purchase Document). The Bid Print Default values are used when initiating on-demand print from Screen 216 (Print Bid Document). This screen is maintained and updated by FAMIS Services. The information is campus specific. If these defaults need to be changed, please submit a FAMIS Change/Enhancement Request Form, which is available on the FAMIS Services web site: https://apps3.system.tamus.edu/famisrequest/chgform.aspx. Screen 307 - Purchasing Print Defaults 307 Purch. Print Defaults 10/30/13 15:20 FY 2014 CC 23 Screen: ___ Print CC: _ *---------------* Purchase Order Default Parms *----------------------* Mailcode: _ Fed. Text: _ Fed. Print: _ Text Codes Last: Y Output: _____ Two Forms: _ Recv. Copies: _ File5 Copies: 1 File6 Copies: _ File7 Copies: _ Limited Bid To: Y Exclude Vndr ID: Y *----------------* Bid Print Default Parms *---------------------------* Mailcode: _ Number Copies: 1__ Two Forms: _ Text Codes Last: _ Output: _____ Use List: Y Use Vndr Addr: Y Fed./St Text: ______ Print ship to: __________ Exclude Vndr Id: _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Type “Y” in the Exclude Vndr ID field to mask the Vendor/Bidder ID on printed documents, so that only the last 4 numbers of the Vendor ID will be printed. The preceding numbers will be all asterisks (*). Type “N” in this field if you desire to have the full Vendor ID number printed. Basic Steps • Add/modify data in the available fields, and press to record the information. Screen 307 – Purchasing Print Defaults (cont’d) Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Print CC: 1 character Type “Y” to print the campus code on the document. Purchase Order Default Parms: . Mailcode: 1 character Type “Y” to indicate the mail code of the first department will print on the document. . Fed. Text: 1 character Enter “Y” if all Federal (FDx) special text (entered on Screen 313) will print. Also, the document must be coded with “F” (Federal) in the Type of Funds field. . Fed. Print: 1 character Not used at this time in FAMIS. . Text Codes Last: 1 character Type “Y” if all header text and header text codes should print last instead of first. . Output: 5 characters Include the override for the print destination. . Two Forms: 1 character Enter “Y” if the second page will be a different form. Only used for QMS and Xerox printers. . Recv. Copies: 1 digit Identify the number of receiving copies to be printed. If zero, leave this field blank. . File5 Copies: 1 digit Enter the number of file copies to be printed. If zero, leave this field blank. . File6 Copies: 1 digit Include the number of department copies to be printed. If zero, leave this field blank. . File7 Copies: 1 digit Type the number of GSC copies to be printed. If zero, leave this field blank. Limited Bid To: 1 character When set to “Y,” the Limited POs will print with the “Bid To” address. Screen 307 – Purchasing Print Defaults (cont’d) Exclude Vndr ID: 1 character Enter “Y” to set the default for masking of the Vendor ID/Bidder ID on printed documents on Screen 215 and Screen 216. Only the last 4 digits of the Vendor ID number will be displayed, preceded by asterisks when this is set to “Y.” Type “N” in this field if you desire to have the full Vendor ID number printed. Vendor ID numbers will still be displayed on FAMIS screens. Bid Print Default Parms: . Mailcode: 1 character Type “Y” if the mail code of the first department will print on the document. . Number Copies: 3 digits Indicate the number of copies of the bid to print. If a bid list is used, this indicates the number of blank bids to print (no vendor name). . Two Forms: 1 character Enter “Y” if the second through last page of the bid will be a different format. Only used for QMS and Xerox printers. . Text Codes Last: 1 character Type “Y” if header text and expanded text codes should print last instead of first. . Output: 5 characters Identify the override for the print destination. . Use List: 1 character Enter “Y” to print a copy of the bid for each vendor on the bid list. . Use Vndr Addr: 1 character Type “Y” to print vendor addresses on the bid. . Fed./St Text: 6 characters Enter a code of “FED” to indicate that special text (entered on Screen 313) for all documents with an “F” in the Type of Funds field on its document header will be printed. . Print ship to: 10 characters Type “NOSHIP” to indicate only city, state, and zip code should be printed in the Ship To address of the bid. Exclude Vndr Id: 1 character Enter “Y” to set the default for masking of the Vendor ID/Bidder ID on printed documents on Screen 215 and Screen 216. Only the last 4 digits of the Vendor ID number will be displayed, preceded by asterisks when this is set to “Y.” Type “N” in this field if you desire to have the full Vendor ID number printed. Vendor ID numbers will still be displayed on FAMIS screens. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Maintain Printer Control Information Printer Maintenance for Purchasing Document to print on-demand involves setting up general printer defaults for a particular FAMIS campus code. These values define the document form and the default printer destination for each form. The default values are entered and updated on Screen 308. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 308 - Printer Maintenance 308 Printer Maintenance 10/30/13 15:21 FY 2014 CC 99 Screen: ___ Type: RJE-BATCH______ Func Doc. Type Form Destination Copies JDE EFORM Class _ PO FORM___ P99R__ RF001PR3________ 1 ______ ______ _ _ PO REPORT_ SLG1__ RF001PR1________ 1 ______ ______ _ _ BID FORM__ B99R__ RF001PR3________ 1 ______ ______ _ _ BID REPORT SLG1__ RF001PR1________ 1 ______ ______ _ _ __________ ______ ________________ _ ______ ______ _ _ __________ ______ ________________ _ ______ ______ _ _ __________ ______ ________________ _ ______ ______ _ _ __________ ______ ________________ _ ______ ______ _ _ __________ ______ ________________ _ ______ ______ _ _ __________ ______ ________________ _ ______ ______ _ _ __________ ______ ________________ _ ______ ______ _ _ __________ ______ ________________ _ ______ ______ _ _ __________ ______ ________________ _ ______ ______ _ _ __________ ______ ________________ _ ______ ______ _ ***************** End of Data ***************** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Note that if an individual buyer has entries on the bottom of Screen 315, those entries will override the entries on this screen. Basic Steps • View existing purchasing controls. • Add/modify information in the available fields; press to record the information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Type: 15 characters Identify the type of print batch to be displayed. Screen Information Func: 1 character Indicate whether printer information should be added (A), updated (U), or deleted (D) from the system. Screen 308 – Printer Maintenance (cont’d) Doc Type: 10 characters Identify the type of print form to use in the batch process. Currently there are four types: PO Form, PO Report, BID Form, and BID Report. Form: 6 characters/digits Indicate the form code defined for the print type. Destination: 16 characters/digits Enter the destination of the output. Must be a JES defined printer. Copies: 1 digit Type the number of copies to be printed. JDE: 6 characters Identify the special JDE needed for Xerox printers. EFORM: 6 characters Include the electronic form required for Xerox printers. Class: 1 character Indicate the document class used to store the document. L = Limited E = Exempt Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Print Purchase Document To print or re-print purchase documents, use Screen 215. You may print an individual document or a range of documents. In addition, you can identify the type of output and printer destination. Purchase Order Default Parms will be used on Screen 215 Bid Print Default Parms will be used on Screen 216. When you are re-printing a purchase order, only specify a single document to be printed. In other words, you may not re-print a range of purchase order documents using this screen. Type “Y” in the Exclude Vndr ID field to mask the Vendor/Bidder ID on printed documents, so that only the last 4 numbers will be printed. The preceding numbers will be all asterisks (*). Type “N” in this field if you desire to have the full Vendor ID printed. The Vendor/Bidder ID number will still be displayed on FAMIS screens. Screen 215 - Print Purchase Document 215 Print Purchase Document 03/10/14 16:11 C l o s e d FY 2014 CC 02 Screen: ___ Start Doc: P400003 End Doc: P400003 Print (Y/N): _ Printer: ________________ Print Dt: 03/10/14__ Reprint: _ Text Codes Last: _ Two Forms: _ FED Text Codes: _ Mail Code: _ Limited Bid To: _ Spl Output: __________ Exclude Vndr ID: _ Print CC: _ ------------------- Purchase Order Information ------------------------------- Vndr: HI-TECH ENGINEERING Document Dt: 09/11/2013 Cat: RO User Ref: 000000-GC Buyer: PAW WINSTON, WANDA Dept: QRES SubDept: Print Doc? N 10/08/2013 Doc Summary: PARR AUTOCLAVE MINI REACTOR, 300 ML VOLUME Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Print Purchase Document Process The output for the on-demand printing of purchasing documents is routed to the appropriate printer based on the buyer code entered on the document if Screen 315 is set up with printer destinations for that buyer. Documents without a buyer code or any document which does not have a code set up with a printer destination will print at the default printer set up on this screen, Screen 308. Screen 215 – Print Purchase Document (cont’d) Basic Steps • Type a purchase document or range of purchase documents in the fields provided, and press . • Indicate whether you would like to print or re-print the document(s). • Specify the number of additional copies of the purchase document you would like to have printed. • Add or modify information in the available fields, as desired. • Press to send the purchase document(s) to the printer. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Start Doc: 7 character/digits Identify the first purchase order number to be printed. . End Doc: 7 character/digits Enter the ending purchase order number to be printed. Screen Information . Print (Y/N): 1 character Type “Y” to print the purchase order document. Printer: 16 characters/digits Include the printer destination for the printed document(s). Print Dt: PF2 Help 8 digits The default is the current date. If needed, change to day printing is to be processed. Reprint: 1 character Type “Y” to reprint a purchase order. Text Codes Last: 1 character Enter “Y” if header text codes should be printed after the line items. Two Forms: 1 character Type “Y” to print the first page of a document in one format and all the other pages in a different format. FED Text Codes: 1 character Enter “Y” to indicate federal text codes (Screen 313) should be printed at the end of all documents with “F” type of funds. Mail Code: 1 character Type “Y” to use departmental mail stop information from in the “ship to” address. Screen 215 – Print Purchase Document (cont’d) Limited Bid To: 1 character Enter “Y” if “Bid To” address should print for the limited instead of the “Order From” address for the vendor. Spl Output: 10 characters/digits Include printer forms code. Exclude Vndr ID: 1 character Type “Y” to mask the Vendor/Bidder ID on the printed document. Only the last 4 digits of the Vendor ID number will be displayed, preceded by asterisks when this is set to “Y.” Type “N” to have the full Vendor ID number printed. Vendor ID numbers will still be displayed on FAMIS screens. Type “N” to print the full Vendor/Bidder ID. This can be set on Screen 307 as the default to mask the Vendor ID number. Print CC: 1 character Type “Y” to print campus code on the document. Purchase Order Information Vndr: 30 characters Displays the name of the vendor on the purchase order. Document Dt: 8 digits Identifies the date the document was created. Cat: 2 characters Shows category on the Purchasing table and is used to set certain controls. User Ref: 14 digits Displays the user reference used to indicate the subsidiary ledger (SL) account number for the order, followed by the departmental reference number. Buyer: 3 characters Identifies the initials of the buyer. Dept: 5 characters Indicates the department of the primary account responsible for the document. SubDept: 5 characters Shows the sub-department of the primary account responsible for the bid document. Print Doc?: 1 character “Y” indicates the document was printed. Doc Summary: PF2 Help 50 characters Displays a brief summary of the document. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Print Bid Document When it is necessary for you to print or re-print your bid document(s) using the on-demand feature (at a time other than the nightly print cycle), Screen 216 can be used. This allows you to print a bid document, or a range of bid documents, on demand. When you are re-printing a bid document, you may only specify a single document to be printed. In other words, you may not re-print a range of bid documents. To use Screen 216 for printing bids, FAMIS Services must first set up Screen 307 and Screen 308 (Screen 307 sets the Purchasing Default Parameters such as number of copies. Screen 308 sets the default printer destination). If buyers choose to use different printers, then print destinations are set by the buyer on Screen 315. Type “Y” in the Exclude Vndr ID field to mask the Vendor/Bidder ID on printed documents, so that only the last 4 numbers will be printed. The preceding numbers will be all asterisks (*). Type “N” in this field if you desire to have the full Vendor/Bidder ID printed. The Vendor/Bidder ID number will still be displayed on FAMIS screens. Screen 216 - Print Bid Document 216 Print Bid Document 10/30/13 15:25 C l o s e d FY 2014 CC 02 Screen: ___ Start Doc: K402011 End Doc: K402011 Print (Y/N): _ Printer: ________________ Print Dt: 10/30/13__ Reprint: _ Catalogue Only: _ Nbr Copies: _1 Ship to: __________ Bid List: Y Two Forms: _ Text Codes Last: _ Mail Code: _ FED Text Codes: ______ Spl Output: __________ Exclude Vndr ID: _ Print CC: _ --------------------- Bid Document Information ------------------------------ Document Dt: 10/18/2013 Cat: RO User Ref: 468551-00001 Buyer: PPP PRINCE, PETER Dept: CHEM SubDept: Print Doc? N 10/18/2013 Catalogue Order: N Doc Summary: NCG QUEST 10 CHROMATOGRAPHY SYSTEM Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp You cannot print a bid document unless it contains at least one line item with a price above zero. Screen 216 – Print Bid Document (cont’d) Basic Steps • Type a bid document or range of bid documents in the fields provided, and press . • Indicate whether you would like to print or re-print the document(s). • Specify the number of additional copies of the bid document you would like to have printed. (These will not be sent to a specified bidder). • Add or modify information in the available fields, as desired. • Press to send the bid document(s) to the printer. Print Bid Document Process Catalogue Flag • Any time a document is transferred or copied to a document with a class of “B,” the catalogue flag must be set to “Y” or “N.” This is done on a pop-up window at the time of the transfer or copy. • For on-demand print, when only one document is printed, the program defaults to the bid/catalogue form based on the catalog flag on the document. Because of the limitations of on-demand print, if a range of numbers is to be printed, the program will print only bids or only catalogue orders based on the catalogue flag. • If the catalogue form is needed when printing a range, you must use the catalogue flag on this screen. • A separate prefix is recommended for catalogue orders when using on-demand print. This prevents the need to print a range of numbers twice. The prefix is set up by FAMIS Services using Screen 854. • For batch printing, the catalogue orders will be separated to print on a different forms code based on the catalogue flag. Tech notes: to print test copy, use runlib#f05bidpr; to view output, see Screen 857 Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Start Doc: 7 character/digits Identify the first bid document in the range you wish to print. Screen 216 – Print Bid Document (cont’d) . End Doc: 7 character/digits Identify the last bid document number in the range you wish to print. If you are only printing/re-printing a single document, this will be the same as the Start Doc. Screen Information . Print (Y/N): 1 character Type “Y” to print the bid documents. Printer: 16 characters Identify the printer to which bid documents will be sent. This information is entered by the FAMIS staff. Print Dt: 8 digits Enter the print date of the bid document. This will default to the current date if not otherwise specified. Reprint: 1 character Type “Y” to re-print a bid document. Catalogue Only: 1 character Enter “Y” if the document is a catalogue order. . Nbr Copies: 2 digits Indicate the number of copies of the bid document you would like to have printed in addition to those copies that will be sent to bidders. Ship to: 10 characters Identify the location to which copies of the bid document should be delivered. . Bid List: 1 character Type “Y” if there is a specific list of bidders associated with the bid document. A separate copy of the bid document will be printed and sent to each bidder on the list. . Two Forms: 1 character Enter “Y” if the document is to be printed on two different forms. Only used by TAMU. . Text Codes Last: 1 character Type “Y” if text codes should be printed at the end of the bid document. Mail Code: 1 character Enter “Y” to use the mail stop code information from the department in the “ship to” address. FED Text Codes: 7 characters Type “Y” to indicate Federal text codes (on Screen 313) should be printed at the end of the bid document. Screen 216 – Print Bid Document (cont’d) Spl Output: 10 characters Include printer forms code for any special output. Only used by TAMU. Exclude Vndr ID: 1 character Type “Y” to mask the Vendor/Bidder ID on the printed document. Only the last 4 digits of the Vendor ID number will be displayed, preceded by asterisks when this is set to “Y.” Type “N” in this field if you desire to have the full Vendor ID number printed. Vendor ID numbers will still be displayed on FAMIS screens. Type “N” to print the full Vendor/Bidder ID. This can be set on Screen 307 as the default to mask the Vendor ID number. Print CC: 1 character Type “Y” to print campus code on the document. Bid Document Information Document Dt: 8 digits Shows date the document was created. Cat: 2 characters Defines the category of the document. User Ref: 14 digits Indicates subsidiary ledger (SL) account number to be used for the order followed by the departmental identification number. Buyer: 3 characters Displays the buyer code and buyer's name for the document. Dept: 5 characters Indicates the department of the primary account responsible for the bid. SubDept: 5 characters Identifies the sub-department of the primary account responsible for the bid document. Print Doc?: 1 character Type “Y” if the specified document is to be printed. . Catalogue Order: 1 character Enter “Y” to identify that the document is a catalogue order. Doc Summary: 50 characters Displays a brief summary of the bid document as a whole that will be displayed on inquiry screens. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF keys. Maintain Printer Batch Tables It is possible to define information that will be used for all NATURAL RJE jobs submitted by FAMIS. This is accomplished using Screen 857. There will be one line on the screen for each FAMIS campus code using RJE. This screen is maintained and updated by FAMIS Services. The information is available to all TAMUS Members. Screen 857 - Batch Table Maintenance 857 Batch Table Maintenance 10/30/13 15:27 FY 2014 CC 02 Screen: ___ Campus Cd: ** Type: RJE-BATCH______ Func CC Job Name CSR Nat Id Nat Pswrd MVS Pswrd Prty Cls Main H _ ** FTP_______ K713FTP ________ ******** ******** 4 S _______ _ _ 01 F01RJEPR__ K701FA_ K701SPB1 ******** ******** 4 S K713FA_ _ _ 02 F02RJEPR__ K702FA_ K702SPB1 ******** ******** 4 S K713FA_ _ _ 03 F03RJEPR__ K703FA_ K703SPB1 ******** ******** 4 S K713FA_ _ _ 04 F04RJEPR__ K704FA_ K704SPB1 ******** ******** 4 S K713FA_ _ U 05 F05RJEPR__ K705FA_ K705SPB1 ******** ******** 4 S K713FA_ Y _ 06 F06RJEPR__ K706FA_ K706SPB1 ******** ******** 4 S K713FA_ _ _ 07 F07RJEPR__ K707FA_ K707SPB1 ******** ******** 4 S K713FA_ _ _ 10 F10RJEPR__ K710FA_ K710SPB1 ******** ******** 4 S K713FA_ _ _ 11 F11RJEPR__ K711FA_ K711SPB1 ******** ******** 4 S K713FA_ _ _ 12 F12RJEPR__ K712FA_ K712SPB1 ******** ******** 4 S K713FA_ _ _ 14 F14RJEPR__ K714FA_ K714SPB1 ******** ******** 4 S K713FA_ _ _ 15 F15RJEPR__ K715FA_ K715SPB1 ******** ******** 4 S K713FA_ _ _ 16 F16RJEPR__ K716FA_ K716SPB1 ******** ******** 4 S K713FA_ _ *** Press ENTER for More Entries *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Special Notes A batch program FBAU857 is available to update the MVS and NAT passwords. Logon to the CSR ID in Wylbur to view the output. Basic Steps Add New Batch Information • Type a campus code and batch type in the fields provided. • Press to view existing batch information. • Type an “A” in the Func (Function) field to add; “U” to update. • Type information to be added in the available fields, as desired. • Enter “Y” in the H (Hold) field to hold the print so you can view the output in Wylbur. • Press to record the information. Screen 857 – Batch Table Maintenance (cont’d) Modify Existing Batch Information • Type a campus code and batch type in the fields provided. • Press to view existing batch information. • Type a “U” in the Func (Function) field to update. • Modify information in the available fields, as desired. • Press to record the information. Remove Batch Information • Type a campus code and batch type in the fields provided. • Press to view existing batch information. • Type a “D” in the Func (Function) field to delete a line. • Press to remove the information from the system. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Campus Cd: 2 digits Identifies the campus code for which batch information should be displayed. Enter two asterisks (**) to display all available batch information. . Type: 2 digits This will always be RJE-BATCH. Screen Information . Func: 1 character Indicate whether batch information should be added (A), updated (U), or deleted (D) from the system. CC: 2 digits Identify the campus code associated with the batch information. Job Name: 10 characters Include the name of the job as it appears on the job card. CSR: 7 characters Identify the CSR-ID as it will appear on the job card. Nat ID: 8 characters Indicate the NATURAL batch ID that will be used for NATURAL jobs. Nat Pswrd 8 characters Indicate the NATURAL password. The password may be changed on this screen, but it will not display as you change it (only asterisks). Screen 857 – Batch Table Maintenance (cont’d) MVS Pswrd: 8 characters Indicate the password that is valid for the CSR-ID on the job card. The password may be changed on this screen, but it will not display as you change it (only asterisks). Prty: 1 digit Include the priority at which the batch will be processed. Cls: 1 character Identify the class as it will appear on the ADABAS class card. Main: 7 characters Indicate the username that will go on the main card. H: 1 character Type “Y” if the RJE job should be kept on “holdout” and therefore will not print until released. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Section X Bulletin Board Tables Topic Id Maintenance – Bulletin Board Updating various topics, such as the FAMIS Bulletin Board, is done using Screen 832. This information is what users see when they first access FAMIS. This screen is maintained and updated by FAMIS Services. The information is viewed by all TAMUS Members. Screen 832 – FRS Topic Id Maintenance 832 FRS Topic Id Maintenance 10/30/13 15:52 FY 2013 CC AM Screen: ___ Campus Code: ** Topic Type: UD Topic ID: BULLETIN Page: 1___ Delete: _ _____________________________________________________________________________ _____________________________________________________________________________ FAMIS Training System_______________________________ _____________________________________________________________________________ NEW FEATURES coming in CANOPY: Give us feedback! Visit the Training website_ https://sago-training.tamu.edu/canopy/ to see what's planned.________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ FAMIS Hotline Last Date Changed__ (979) 458-6464 04/26/2006_____ _____________________________________________________________________________ FAMISHELP@tamu.edu__________________________________ _____________________________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Enter the campus code (usually “**”), topic type and topic ID. • Press to enable insertion of more information. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Action Line . Campus Code: 2 digits This field lists the campus codes for the campuses of TAMUS. These topics are usually kept on campus code “**.” . Topic Type: 2 characters Provide the topic type code. . Topic ID: 6 characters Include the topic identification for the description or name. Page: 4 characters Identify the page number of the topic document you want to see or update. Screen 832 – FRS Topic Id Maintenance (cont’d) Delete: 1 character Enter “Y” to delete the topic. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. Purchasing Campus Bulletin Board Campus-specific purchasing information, such as policy changes, training opportunities, screen updates, or important deadlines, may be viewed online using Screen B21. Information for Screen B21 is entered/updated using Screen 305. Ninety-nine lines of campus-specific information may be entered. This screen is maintained and updated by each campus. The information is campus specific. Screen 305 - Purchasing Campus Bulletin Board (ENTRY) 305 Purchasing Campus Bulletin Board 10/30/13 15:53 FY 2014 CC 02 Screen: ___ Page: 1___ Delete: _ DEADLINES-Purchase Requisitions for FY 2012 and 2013_________________________ _____________________________________________________________________________ FY 2012 and FY 2013 requisitions received after the deadlines will be________ processed after requisitions that have met the specified dates and funding___ requirements. The deadlines do not guarantee that lead-time for delivery is__ adequate for all commodities or services. If a 9-1-12 delivery is desired on_ FY 2013 funded purchases, please indicate the need on the requisition and____ every effort will be made to accommodate the request.________________________ _____________________________________________________________________________ Goods/Services Purchase Requisition Type Date Purchase Requisition Required _____________________________________________________________________________ $100,000 or more and not under A&M/State Contract 5-18-2012*_____ > $5,000 but < $100,000 & not under A&M/State Contract 6-1-2012*______ > $5,000 & under A&M/State Contract 8-3-2012*______ _____________________________________________________________________________ * Dates are for FY 2012 and FY 2013 funded procurements.*____________________ Continued on page 2________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp There is no word wrap feature. To prevent a word from being split between two lines, use the TAB key to advance to the next available text line. Screen B21 - Purchasing Campus Bulletin Board (DISPLAY) B21 Purchasing Campus Bulletin Board 10/30/13 PAGE: 1 OF 5 15:53:59 Screen: ___ Page: 1_ DEADLINES-Purchase Requisitions for FY 2012 and 2013 FY 2012 and FY 2013 requisitions received after the deadlines will be processed after requisitions that have met the specified dates and funding requirements. The deadlines do not guarantee that lead-time for delivery is adequate for all commodities or services. If a 9-1-12 delivery is desired on FY 2013 funded purchases, please indicate the need on the requisition and every effort will be made to accommodate the request. Goods/Services Purchase Requisition Type Date Purchase Requisition Required $100,000 or more and not under A&M/State Contract 5-18-2012* > $5,000 but < $100,000 & not under A&M/State Contract 6-1-2012* > $5,000 & under A&M/State Contract 8-3-2012* * Dates are for FY 2012 and FY 2013 funded procurements.* Continued on page 2 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Prev Next Exit Screen 305 – Purchasing Campus Bulletin Board (cont’d) Basic Steps • Advance to Screen 305 to View existing campus-specific purchasing notices. • Type notices in the space provided. • Press to record the information. • Advance to Screen B21 to view the information entered on Screen 305. Field Descriptions (. = Required; Help = Field Help Available Using PF2, ? or *) Screen 305 Information . Page ____: 4 digits Identify the page number of the bulletin board to be modified. This will default to page 1. Add/modify the information that is to appear on the Purchasing Campus Bulletin Board (Screen B21). Delete: 1 character Type “Y” to delete existing purchasing notices. Enter the text to be displayed on Screen B21. Screen B21 Information . PAGE __ OF __: 4 digits Shows the page number currently displayed and the number of pages available. . Page __: 2 digits Identify the page number of the bulletin board to be displayed. This will default to page 1. The information typed on Screen 305 will be displayed. Displays the text entered on Screen 305. Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys. NEXT Exit PF12 Pressing this key will terminate your FAMIS session. Section XI Appendix FAMIS Control Screens List PAGE 215 Print Purchase Document ................................................................................................................. IX-53 Used to print or reprint purchase orders. 216 Print Bid Document .......................................................................................................................... IX-56 Used to print or reprint bid documents. 304 Requisition Deadlines by Fund ......................................................................................................... IX-19 Enter the deadline information for each Fund Type. 305 Purchasing Campus Bulletin Board ...................................................................................................... X-5 Used by each campus to enter specific purchasing information for their users. 306 Maintain Exempt/Delegation Type Object Code Table ..................................................................... IX-20 Used to define object codes which will be allowed to be entered on Exempt POs. 307 Purchasing Print Defaults ................................................................................................................. IX-48 Defines the printing defaults to be used each time a purchase document is printed. 308 Printer Maintenance ........................................................................................................................ IX-51 Set general printer defaults for a particular FAMIS campus code. 309 Purch. Limited/Exempt/PIP Control ................................................................................................. IX-22 Set by the FAMIS Services Staff to define matching and accounting processes for limited and exempt purchase documents. 310 Purchasing Controls ........................................................................................................................... IX-3 Used by the FAMIS Services staff to set general purchasing controls. 311 Purchasing System Control Part 2 ....................................................................................................... IX-7 A continuation of Screen 312, with additional Purchasing controls. 312 Document Category Maintenance ..................................................................................................... IX-9 Used to define certain accounting and receiving characteristics of a purchase document. 313 Special Text Code Maintenance........................................................................................................ IX-31 Add or modify text codes to specify attributes of the purchase. 314 Purchasing Office Maintenance ........................................................................................................ IX-34 Used to enter information about the Purchasing Office. 315 Buyer Code Maintenance ................................................................................................................. IX-36 Maintains the buyer code, and buyer’s information and purchasing restrictions. 316 Ship to/Invoice to Address ............................................................................................................... IX-39 Assign the shipping information to a three-digit code to simplify entry process. 317 Standard Text Code Maintenance .................................................................................................... IX-41 Defines text code for phrases or terms used in purchasing documents. 318 Type of Funds ................................................................................................................................... IX-43 Add or modify type of funds that may be used for purchasing documents on-line. 319 Type of Orders ................................................................................................................................. IX-45 Identifies the type of orders that will be allowed for specific fund types. Appendix – FAMIS Control Screens List (cont’d) PAGE 680 Accounts Receivable Control Record .................................................................................................. VI-3 Controls the processing of accounts receivable processing. 681 Invoice Prefix Create .......................................................................................................................... VI-6 Used by the FAMIS Services staff to create new invoice prefixes. 682 Invoice Prefixes - Last Number Used .................................................................................................. VI-8 Shows the prefixes and numbers of the most recent invoice numbers used in the FAMIS system. 683 Past Due Letter Text Maintenance ..................................................................................................... VI-9 Used to create the text to be used for a particular past due letter for a specific invoice type. 801 Display General Ledger Chart of Accounts Table ................................................................................. III-3 This table defines the valid structure for the creation and usage of general ledgers in FAMIS. 802 Display Subsidiary Ledger Chart of Accounts Table ............................................................................. III-5 Defines the valid structure for the creation and usage of subsidiary ledgers in FAMIS. 803 Maintain Global Subcode Edit Table ................................................................................................... III-7 Allows “across the board” restrictions, by subcode ranges, to be placed on accounts. 804 Maintain Automatic Budget Reallocation Rules................................................................................ III-10 Identifies the valid budget pools and the ranges of valid object codes that participate in the pool. 805 Maintain GL Account Control Descriptions ....................................................................................... III-12 Identifies the subcodes that represent the GLs share in the Cash of the institution. 806 Maintain SL Subcode Descriptions .................................................................................................... III-14 Maintain the list of Subsidiary Ledger subcodes. 807 Maintain Vendor Check Limits ............................................................................................................. V-6 Set dollar limits on the checks that will be processed for a particular vendor. 808 Maintain Discount Table ..................................................................................................................... V-7 Specify terms of frequently used discounts. 809 Maintain Tax Code Table ................................................................................................................... V-10 Maintain a tax code table and messages concerning these codes. 810 Maintain Currency Code Table .......................................................................................................... V-12 Maintain the currency code table – not currently used. 811 Cost Reference Table Maintenance .................................................................................................... IV-6 Maintain valid cost reference values. 812 Invoice Problem Text Maintenance ................................................................................................... V-13 Simplifies entry of PIP information by using pre-determined codes and descriptions. 816 ACH Holiday Table ............................................................................................................................. V-25 Used to enter ACH Bank holidays. These holidays are used by the check cycle to schedule payments to avoid prompt pay interest. 817 Comp Codes Subject to Interest ........................................................................................................ V-23 Displays the State Comptroller Object Codes subject to prompt payment interest. Appendix – FAMIS Control Screens List (cont’d) PAGE 818 ACH, State and Local Holiday Table ................................................................................................... V-27 Shows all known State and Local holidays. 819 State Holiday Table ........................................................................................................................... V-30 Displays State holidays. 821 Financial Accounting Control Record .................................................................................................. IV-3 Maintained by the FAMIS Services staff. 822 Accounts Payable Control Record ........................................................................................................ V-3 Maintained by the FAMIS Services staff. 823 Payroll Interface Control Record ....................................................................................................... VII-3 Maintained by the FAMIS Services staff to ensure proper posting of the payroll data. 830 Employer Payment Credit Account Table .......................................................................................... VII-7 Identifies the accounts that are credited by the payroll interface for the employer paid local funds benefits. 831 Maintain Interdepartmental Transfer Table ....................................................................................... IV-9 Used to maintain the clearing accounts for all interdepartmental transfers. 832 FRS Topic Id Maintenance ................................................................................................................... X-3 Maintain topics, such as the FAMIS Bulletin Board. 833 Maintain Bank Information .............................................................................................................. V-15 Defines the check and voucher information for local banks which must be created for the voucher cycle to process. 834 Voucher Type Create ........................................................................................................................ V-18 Create voucher prefixes to allow grouping different types of vouchers with the same starting number (prefix). 835 Last Voucher Number Used Table ..................................................................................................... V-20 Shows the next voucher number to be assigned. 836 Beginning Budget Entries Table ........................................................................................................ VII-9 This function is now handled by the Budget Module. 837 Employee Deduction, Insurance/Benefits Liability Accounts ........................................................... VII-11 Shows the accounts that are credited by the payroll interface for the insurance and benefits billing system. 838 Contact Maintenance ........................................................................................................................ V-21 Lists the name of the person at each institution to contact regarding vouchers. 839 InterAgency Payment Account Table ............................................................................................... VII-13 Displays InterAgency Due To/Due From accounts for payroll related items. 840 Maintain USAS Strategy Table .......................................................................................................... VIII-3 View and update the USAS Strategy Table. 841 Legal/Descriptive Text Maintenance ............................................................................................... VIII-7 Maintain the legal/descriptive text codes sent to USAS. 842 Campus Allow Flag Maintenance......................................................................................................... II-3 Used to control access to update functions for a campus code. Appendix – FAMIS Control Screens List (cont’d) PAGE 843 Campus Control Flag Maintenance ...................................................................................................... II-5 Maintains the global budget control flag for a campus. Element security #6 is required to update this screen. 850 Person Information ........................................................................................................................... II-12 Add or maintain information for budgeted personnel. 851 Mail Code Maintenance .................................................................................................................... II-24 Enter and update mail codes for TAMUS members to assist in distributing monthly statements. 852 Person Alias Maintenance ................................................................................................................. II-16 Maintain different names for the same person using an alias. 853 Generic Table .................................................................................................................................... II-26 Maintain the generic file tables to control various functions or to validate data. 854 Type/Prefix Create ........................................................................................................................... IX-15 Create unique prefixes to differentiate different purchasing documents. 855 Type/Prefix Display .......................................................................................................................... IX-17 Displays the Purchasing document prefixes created on Screen 854. 857 Batch Table Maintenance ................................................................................................................. IX-60 Define information used for all NATURAL RJE jobs submitted by FAMIS. 858 UIN Verification ................................................................................................................................ II-18 Used to display entries in the UIN Table. 859 BPP Verification ................................................................................................................................ II-21 Used to display employee information from the BPP Employees File. 860 Department Table Maintenance ....................................................................................................... II-28 Used in FRS and FFX to maintain a table of valid departments for each TAMUS campus. 882 Maintain Current Session Campus and/or Fiscal Year .......................................................................... II-6 Screen to be used to change the current session, campus, and/or fiscal year. 883 Campus Access Control ....................................................................................................................... II-8 Used to restrict update access to all or specific campuses for specified time periods. See Screen 853 Available table. 886 Account Audit Trail Inquiry................................................................................................................ II-33 Used for an audit trail for certain account attributes. 899 Maintain Dictionary Values ............................................................................................................... II-36 Create, update or delete valid values for the database dictionary. 950 Electronic Documents Profile ........................................................................................................... IX-27 Used to set limits on the various types of electronic documents used in FAMIS. 995 Error Display by User/Pgm/Err/Date Order (FAMIS Staff Only) .......................................................... II-38 Used to display program errors trapped by the system when received by users. This screen is for debugging and analysis purposes. B21 Purchasing Campus Bulletin Board ...................................................................................................... X-5 Displays purchasing notices specific to a particular FAMIS campus code. Appendix – FAMIS Control Screens List (cont’d) PAGE M45 Purchasing Technical Menu .................................................................................................................. I-9 Provides a list of all the purchasing control screens. M62 Accounts Receivable System Controls ................................................................................................ I-10 System control screens for Accounts Receivable. S01 FA/AP System Tables Menu ................................................................................................................. I-8 Shows the processing tables and system control records. S02 FRS Miscellaneous Tables ..................................................................................................................... I-8 Lists miscellaneous available tables in FAMIS. S03 FRS Miscellaneous Tables Continued .................................................................................................... I-9 Cost reference, voucher types, insurance liability accounts, department tables, etc. Document Inquiry Pop-Up Windows The purchasing document inquiry screens have extended information windows assigned to various function keys that are designated at the bottom of each screen. Placing the cursor (using the cursor arrow keys) on a particular line and pressing the extended information function key will display the pop-up window information for the document or item on that line. Exit a pop-up window by pressing PF4 to return to the previous window or inquiry screen. If multiple windows have been opened, pressing PF3 will return you directly to the inquiry screen from which you started. From within many of the pop-up windows, an additional set of extended function keys may appear to further inquire on the document or item. See Additional Inquiry Pop-up Windows section for explanation of the function assigned to the key. Inquiry Screen Extended Function Keys Accts Accounts Displays a window of all responsible accounts and their portion of the total order. +------------------------------------------------------------------+ | F5628 End of accounts on document | | P P600026 *** Account Distribution *** | | | | CC FY Account Description Amount | | -- ---- ----------------- -------------------- --------------- | | AM 1996 330001-00000-4050 GIGI'S TEST ACCOUNT 48.64 | | AM 1996 330001-00000-4010 GIGI'S TEST ACCOUNT 11.23 | | Total all Accounts * 59.87 | | | | | | | | | | | | | | PF3= Back to 280 PF4=Exit PF5=BBA | +------------------------------------------------------------------+ Appendix – Document Inquiry Pop-Up Windows (cont’d) Audit Audit Displays a window summarizing document activity. +--------------------------------------------------------------+ | | | **** Audit Information **** | | | | Document: P600027 | | Item: | | | | Date Created: 10/09/95 Time Created: 10.45.43 | | Added By: Cxxxx6 COOK, COLLIN C | | | | Last Modify Date: 10/19/95 Last Modify Time: 11.31.37 | | Last Modify PGM: PNSR2X8 | | Last Modify By: Cxxxx6 COOK, COLLIN C | | | | | | PF3= Back to 280 PF4=Exit | +--------------------------------------------------------------+ Headr Document Header Accesses a window of document header information. From within this window, multiple windows of document information can be viewed. +-----------------------------------------------------------------------------+ | | | **** Document Header Extended Information **** | | | | Document: P600026 * Doc Year: 1996 Total: 15.23 | | Summary: OFFICE AND LAB SUPPLIES FOR FALL SEMESTER | | Vendor: Avvvvvvvvv1 DENTON'S LAB AND RESEARCH SUPPLIES | | << Dates>> | | Document: 10/05/95 Cat: RO User Ref: 333333-09988A Req: | | Required: Contact: Ph: | | Start: Buyer: Ph: | | End: Research: N Type Funds: L Type Order: CATL | | Change: No: Print Doc: Y | | Dept: MISP SubDept: Route Status: | | | | PF3= Back to 280 PF4=Exit PF5=AdDept PF6=Ship | | PF7=Sug. Vndr PF8=Accts PF9=Notes PF10=Sole/Emer. PF11=Items | +-----------------------------------------------------------------------------+ Inv Invoicing Displays a window summarizing document invoicing entries. +---------------------------------------------------------------------------+ | | | *** Invoices for Document P600107 *** | | No. M Vchr | | Invoice No. Items Date St St FY Voucher Post Amount | | -------------- --- ---------- -- -- ---- ------- ---- -------------- | | AMC999G1G1 8 10/17/95 CL MS 1996 0000025 N 201.89 | | | | | | | | ** End of Invoices ** | +---------------------------------------------------------------------------+ Appendix – Document Inquiry Pop-Up Windows (cont’d) Items Document Items Shows detail information for items on the document. From within this window, multiple windows of item information can be viewed. +---------------------------------------------------------------------------+ | F2999 End of line items on file | | P P600026 **** Document Item Inquiry **** | | PANEL: 01MORE>> | | Nt Item Description Quantity PCd UOM Extended | | -- ----- ------------------------------ -------- --- ---- --------------- | | * 1.0 standard staples 12.00 BOX 14.88 | | 2.0 standard staplers - hand held 16.00 EA 33.76 | | 3.0 Assorted Screws, Nuts, and Bol 1.00 CS 11.23 | | 4.0 microscope glass slides - 250 10.00 BOX 90.00 | | | | | | | | PF3= Back to 280 PF4=Exit PF5=More Desc PF6=Itm Ext PF7=Audit | | PF8=Itm Accts PF9=Itm Notes PF10=Left PF11=Right | +---------------------------------------------------------------------------+ Print Print Used to print document information from FAMIS using Entire Connection. See the FAMIS Entire Connection User’s Manual for greater detail. +---------------------------------------------------------+ | You must be running Entire Connection in order to | | take advantage of this print function. | | | | Press to Proceed with Print | | | | Press PF12 to Cancel this print request | | | +---------------------------------------------------------+ Recv Receiving Displays a window summarizing document receiving entries. +---------------------------------------------------------------------------+ | *** Shipments for Document P600107 *** | | No. Date Rec by | | Ship Items Received St Doc Summary Dept Carrier | | ---- --- ---------- -- ----------------------------------- ----- ------- | | 001 8 10/20/95 CL LAB/OFFICE SUPPLIES, FALL 1996 MISP UPS | | | | ** End of Shipments ** | +---------------------------------------------------------------------------+ Appendix – Document Inquiry Pop-Up Windows (cont’d) Track Document Tracking Identifies all types of action that have gone against this document. From within this window you may track any of the related documents by placing the cursor on any of the windows lines and pressing PF12. +----------------------------------------------------------+ | P P600026 Document Tracking | | | | Class Document Item Action Date Time | | ----- -------- ------ -------- --------- ------ | | To CREATE 10/05/95 16:15 | | To CLOSED 10/12/95 10:30 | | To REOPEN 10/13/95 14:33 | | To CLOSED 10/13/95 14:35 | | To REOPEN 10/13/95 14:42 | | To CLOSED 10/13/95 14:49 | | To REOPEN 10/13/95 14:49 | | To CLOSED 10/13/95 14:51 | | | | PF3= Back To 280 PF4=Exit PF12=Track | +----------------------------------------------------------+ Standard PF Keys PF Keys are used in the purchasing module of FAMIS to access additional information. Wherever possible, the same assignment has been given to the same PF key, such as PF9 always being the key used for NOTES. Occasionally, this has not been possible and a different assignment has been made. The following list is to help you identify the functionality behind the PF keys that you will see on the many System Control screens. Many screens have extended information windows assigned to various function keys that are designated at the bottom of each screen or pop-up window. Placing the cursor (using the cursor arrow keys) on a particular line and pressing the extended information function key will display the pop-up window information for the document or item on that line. Exiting a pop-up window is done by pressing PF4 to return to the previous window or inquiry screen. If multiple windows have been opened, pressing PF3 will return you directly to the screen from which you started. From within many of the pop-up windows, an additional set of extended function keys may appear to further inquire on the document or item. Extended Function Keys Accts Accounts Displays a window of all responsible accounts and their portion of the total order. +------------------------------------------------------------------+ | F5628 End of accounts on document | | P P600026 *** Account Distribution *** | | | | CC FY Account Description Amount | | -- ---- ----------------- -------------------- --------------- | | AM 1996 330001-00000-4050 GIGI'S TEST ACCOUNT 48.64 | | AM 1996 330001-00000-4010 GIGI'S TEST ACCOUNT 11.23 | | Total all Accounts * 59.87 | | | | | | | | PF3= Back to 280 PF4=Exit PF5=BBA |- +------------------------------------------------------------------+ Appendix – Standard PF Keys (cont’d) AdDept Additional Departments Displays all departments that have approval and accounts on this document. +--------------------------------------------------------------+ | Additional Departments/SubDepartments | | Doc: P400013 | | Dept SubDept | | ----- ------- | | CHEM | | MISP | | PURS | | | | | | Press to Exit | +--------------------------------------------------------------+ Addr Address Used to include more lines of address information. +-------------------------------------------+ | | | Addr: 11409 WINSLOW AVE_____________ | | SUITE 909_____________________ | | ATN: WAYNE WATSON____________ | | ______________________________ | | | +-------------------------------------------+ AdFFX Additional Fixed Asset Information Provides additional information for a particular fixed asset record. +---------------------------------------------------------------------+ | ** Additional Fixed Asset Information ** | | | | Purchase Order | | Number: P550039 PO Line: 001 | | Account Number: 199999999008435 Acq Method: PO | | | | Vendor | | Number: 1vvvvvvvvv0 | | Name: APPLE COMPUTER | | | | Alt APO | | Name: ROGERS, RHONDA | | Number: 4uuuuuuu4 | | Exec Level: AA | | Division: CD | | School: BA | | Dept: CLBA | | | +---------------------------------------------------------------------+ Appendix – Standard PF Keys (cont’d) BBA Budget Balance Available Show any over budget messages that may pertain to a particular account on the document. +-------------------------------------------------------------+ | 5628 End of accounts on document | | P P400013 *** Budget Balance Available *** | | | | CC FY Account Over Budget Message | | -- ---- ----------------- ------------------------------ | | 02 1994 133502-00000-8435 | | | | PF4=exit | +-------------------------------------------------------------+ Bkwd Backwards Returns to the previous screen or scrolls one page back for a particular item. Ddesc Damage Description Used to provide information about any goods that were damaged. +-------------------------------------------------------------------+ | | | Dmg Description: 10 OF THE 12 DRUMS OF CONTAINING POLY- ______ | | ACRILAMIDE GEL FOR P.A.G.E. ANALYSIS ________ | | HAD BEEN CRUSHED BY HEAVIER SUPPLIES AND_____ | | WERE LEAKING UPON ARRIVAL.___________________ | | _____________________________________________ | | NEW DRUMS HAVE BEEN REQUESTED FROM THE ______ | | VENDOR AND SHOULD ARRIVE W/IN 10 DAYS________ | | _____________________________________________ | | | +-------------------------------------------------------------------+ Frwd Forward Advances to the next screen or scrolls one page forward for a particular item. Appendix – Standard PF Keys (cont’d) Header Document Header Accesses a window of document header information. From within this window, multiple windows of document information can be viewed. +-----------------------------------------------------------------------------+ | | | **** Document Header Extended Information **** | | | | Document: P400013 Doc Year: 1995 Total: 1,945.66 | | | | << Dates>> | | Document: 10/04/93 Cat: RO User Ref: 133502-4048 Req: | | Required: Contact: ROGER R. REYNOLDS Ph: 979-845-3333 | | Start: Buyer: BAL BERTHA BROOM Ph: 979-845-4444 | | End: Research: N Type Funds: S Type Order: SPOT | | Change: No: Print Doc: N 10/15/93 | | Dept: CHEM SubDept: | | | | PF4=Exit PF5=AdDept PF6=Ship PF7=Vndr | | PF8=Sole PF9=Notes PF11=Items | +-----------------------------------------------------------------------------+ Idesc Item Description More detailed item descriptions can be entered by pressing PF11. +-------------------------------------------------------------------+ | | | Item Description: MACINTOSH QUADRA 650 WITH 500 MB HARD DISK___ | | 8 MB RAM, 1 MB VRAM, INTERNAL CD ROOM 300I___ | | PART NO: M2104LL/B___________________________ | | _____________________________________________ | | _____________________________________________ | | _____________________________________________ | | _____________________________________________ | | _____________________________________________ | | | +-------------------------------------------------------------------+ Items Document Items Provides a window showing all document items. From within this window, multiple windows of item information can be viewed. +---------------------------------------------------------------------------+ | F2999 End of line items on file | | R R400007 **** Document Item Inquiry **** | | PANEL: 01MORE>> | | Nt Item Description Quantity PCd UOM Extended | | -- ----- ------------------------------ -------- --- ---- --------------- | | 1.0 1.6 GB FORMATTED (USEABLE) FAS 1.00 X EA 1,515.00 | | | | | | PF3= Back to 280 PF4=Exit PF5=More Desc PF6=Itm Ext | | PF8=Itm Accts PF9=Itm Notes PF10=Left PF11=Right | +---------------------------------------------------------------------------+ Appendix – Standard PF Keys (cont’d) Itm Accts Accounts on a Document Displays the responsible accounts for the particular document item and their portion of the item total. +----------------------------------------------+ | 5628 End of accounts on document | | R R400007 *** Account Distribution *** | | | | CC FY Account Amount | | -- ---- ----------------- --------------- | | 02 1994 511060-00000-8435 1,515.00 | | | | | | PF4=exit PF5=BBA | +----------------------------------------------+ Itm Ext Item Extended Information Show detail information about the specific item ordered (i.e., quantity, unit of measure, unit price, and commodity code). +-------------------------------------------------------------------------+ | **** Document Item Extended Information **** | | | | Document: R400007 1.6 GB FORMATTED (USEABLE) FAST SCSI-2 DISK | | Item: 1.0 | | Date Created: 09/22/93 | | Quantity: 1.00 Last Modified: 10/06/93 | | UOM: EA | | Unit Price: 1,515.0000 Commodity: 20534 | | Extended Price: 1,515.00 Tax: | | Prc Cd: X Print: | | | | PF4=Exit | +-------------------------------------------------------------------------+ Itm Notes Item Notes Displays notes that have been added to a particular document item. Use the Position at Line field to start the text at a particular line. The Page (F/B/E) field scrolls Forward (F) and Backward (B) through the text, and End (E) exits the window. +-------------------------------------------------------------------+ | 7468 Note not found on file | | R400007 1.0 Position at line: ___ | | Line ******** Note Text ******** | | PROGRAM DIRECTOR, MARSHA M MALLOY REQUESTS___ | | TO REVIEW ALL MATERIAL ORDER UPON ARRIVAL.___ | | _____________________________________________ | | MS MALLOY WILL BE RESPONSIBLE FOR DISPERSAL__ | | AMONG CONFERENCE ATTENDEES___________________ | | _____________________________________________ | | PF4=Exit Page (F/B/E): E | | | +-------------------------------------------------------------------+ Left Scroll Left Some windows are made up of several adjacent panels. These will be designated by the word Panel: ## appearing in the window. Pressing this key scrolls the panel to the left. Appendix – Standard PF Keys (cont’d) More Desc More Description Displays complete description text for a document or an item. +--------------------------------------------------------------+ | R R400007 **Document Item Inquiry ** | | Item: 1.0 | | | | Line Descriptions | | ---- --------------------------------------------- | | 1 1.6 GB FORMATTED (USEABLE) FAST SCSI-2 DISK | | 2 DRIVE FOR SGI INDIGO WITH INTERNAL MOUNTING | | 3 BRACKET, 10 MS ACCESS TIME, FORMATTED AND | | 4 TESTED PRIOR TO SHIPPING, MODEL SEAGATE | | 5 OR EQUIVALENT. 5 YEAR OR GREATER. | | | | ** End of description List ** | | | | Press to Exit | +--------------------------------------------------------------+ Next Next Screen Advances to the next screen required. Notes Displays any notes attached to the document header. Use the Position at Line field to start the text at a particular line. The Page (F/B/E) field scrolls Forward (F) and Backward (B) through the text, and End (E) exits the window. +------------------------------------------------------------------+ | F0013 Please enter desired modifications | | P600026 1.0 Position at line: ___ | | Line ******** Note Text ******** | | 1 >>Notes Entered 10/12/95 BY CARR, CATE C_____ | | 2 THE DEPARTMENT REQUESTS TO REVIEW ALL BIDS___ | | 3 PRIOR TO THE AWARD.__________________________ | | 4 _____________________________________________ | | 5 CONTACT DR. JULIAN J JONES FOR FURTHER______ | | 6 DETAILS/CLARIFICATION ABOUT THE REQUESTED____ | | 7 ITEMS._______________________________________ | | 8 _____________________________________________ | | 9 _____________________________________________ | | 10 _____________________________________________ | | 11 _____________________________________________ | | 12 _____________________________________________ | | PF4=Exit PF7=PItem PF8=NItem Page (F/B/E): _ | +------------------------------------------------------------------+ Appendix – Standard PF Keys (cont’d) Pdesc Purchasing Document Description Additional description for purchasing document items may be viewed by pressing this PF key. +-------------------------------------------------------------------+ | | | ITEM Description: yellow sticky note pads______________________ | | assorted sizes, including:___________________ | | 15 2 1/2 in X 2 1/2 in pads__________________ | | 9 2 1/2 in X 1 in pads______________________ | | 9 3 1/2 in X 4 in pads______________________ | | _____________________________________________ | | _____________________________________________ | | _____________________________________________ | +-------------------------------------------------------------------+ Rdesc Receiving Item Description Displays a window in which additional receiving item descriptions may be added/modified. +-------------------------------------------------------------------+ | | | ITEM Description: ONLY 1/2 OF EXPECTED ORDER ARRIVED WITH THIS_ | | SHIPMENT.____________________________________ | | PLEASE NOTIFY MS. MARTHA MALLARD AS SOON_____ | | AS REMAINING SUPPLIES ARE RECEIVED SO THAT___ | | THEY MAY BE DISTRIBUTED TO DEPARTMENT HEADS._ | | _____________________________________________ | | _____________________________________________ | | | +-------------------------------------------------------------------+ Right Scroll Right Some windows are made up of several adjacent panels. These will be designated by the word Panel: ## appearing in the window. Pressing this key scrolls the panel to the right. Ship Shipping Address Displays the Ship To and Invoice To addresses for the document. +-----------------------------------------------------------------------------+ | **** Required Shipping and Text Information **** | | | | Document P400013 | | | | Ship To Address Nbr: Invoice To Address Nbr: | | Name: DEPARTMENT OF CHEMISTRY Name: DEPARTMENT OF CHEMISTRY | | Addr: ATTN: RAY ROGERS Addr: ATTN: RAY ROGERS | | | | City: COLLEGE STATION State: TX City: COLLEGE STATION State: TX | | Zip: 778433255 Country: Zip: 778433255 Country: | | PH: FAX: PH: FAX: | | | | Press to Exit | +-----------------------------------------------------------------------------+ Appendix – Standard PF Keys (cont’d) Sole Sole Source Displays Sole Source and Emergency purchase reasons. +-----------------------------------------------------------------------------+ | **** Sole Source and Emergency Information **** | | | | Document: R400007 | | | | Sole Source (Y/N): N Reason: | | | | Emergency (Y/N): N Reason: | | | | Press to Exit | +-----------------------------------------------------------------------------+ Track Document Tracking Displays a document tracking window identifying all types of action that have gone against this document. From within this window, any of the related documents may be tracked by placing the cursor on any of the window lines and pressing PF12 again. +----------------------------------------------------------+ | P P600026 Document Tracking | | | | Class Document Item Action Date Time | | ----- -------- ------ -------- --------- ------ | | To CREATE 10/05/95 16:15 | | To CLOSED 10/12/95 10:30 | | To REOPEN 10/13/95 14:33 | | To CLOSED 10/13/95 14:35 | | To REOPEN 10/13/95 14:42 | | To CLOSED 10/13/95 14:49 | | To REOPEN 10/13/95 14:49 | | To CLOSED 10/13/95 14:51 | | | | PF3= Back To 280 PF4=Exit PF12=Track | +----------------------------------------------------------+ Vndr Suggested Vendors Displays all suggested vendor sources for a particular document. +-----------------------------------------------------------------------------+ | **** Suggested Vendors Information **** | | | | Document: R400007 | | | | VID: or FEI: 6xxxxxxx8 VID: or FEI: 8xxxxxxx8 | | FALCON SYSTEMS INC LEGACY SYSTEMS | | Addr: 5816 ROSEVILLE ROAD Addr: 1006 DEPO HILL RD SUITE G | | SACRAMENTO CA 95842 BROOMFIELD CO 80020 | | | | PH: 800-333-1000 FAX: 916-344-1111 PH: FAX: | | | | Press to Exit | +-----------------------------------------------------------------------------+ Appendix – Standard PF Keys (cont’d) FAMIS Transaction Codes FAMIS uses a 3-digit transaction code to determine how transactions are processed. The last digit is often used as a reference to further describe the transaction. The exception is a full 3-digit code to indicate special processing. Many of these codes are used for budget transactions, encumbrances, and beginning balances. Financial Accounting 02x - Budgets (Screens 10, 10A, 10B, 10C, 10D) 020 Original Budgets and Original Budget Corrections Special FAMIS Processing 021 Revised Budgets (General) Special FAMIS Processing 022 Budget Transfers Special FAMIS Processing 023 Base SL to SA (Original) Special FAMIS Processing 024 Base SL to SA (Revised) Special FAMIS Processing 025 SA to SA (Within SL Only) Special FAMIS Processing 027 Begin Year Budget Forward Special FAMIS Processing 03x - Receipts (Screen 12) 030 Regular Cash Receipts (Dept. Sales, Payments to Clearing Accts) User Defined 031 Investment Earnings User Defined 032 Gifts User Defined 033 Miscellaneous Receipts User Defined 034 Cashiers – Vault Entries User Defined 038 Payroll Interpart Transfers Assigned by FAMIS 039 Equity Transfer Receipts - Interpart IDTs – Credit to One Part, Disbursement to Other. Receipt of funds via equity transfer from Members to System for share of benefits paid by System Assigned by FAMIS 04x - Disbursements (Screen 13) 043 Miscellaneous Disbursements User Defined 044 Cashiers – Vault Entries User Defined 045 Miscellaneous Cash Disbursements (Travel Advance, Work Funds) User Defined 046 Change of Source of Funds Assigned by FAMIS 047 AP Check Voids Assigned by FAMIS 048 AP Disbursements Assigned by FAMIS 049 Payroll Disbursements, Equity Transfer Disbursements Assigned by FAMIS 05x - Encumbrances (Screen 11) 050 Previous Year(s) Encumbrances Special FAMIS Processing 051 Salary Encumbrances Assigned by FAMIS 054 Requisition Assigned by FAMIS 055 Purchase Order Assigned by FAMIS 057 Encumbrance Begin Year Carry Forward Special FAMIS Processing 058 Regular Encumbrance User Defined 059 Current Year Encumbrances (budget check, regardless of flags) Special FAMIS Processing E5x Blanket Wage Encumbrances Assigned by FAMIS Appendix – FAMIS Transaction Codes (cont’d) Financial Accounting Transaction Codes (cont’d) 06x – Journal Entries (Screens 14, 14A, 25, 35, 36, 37, 85, 86) 060 Real Journal Entries User Defined 061 JE for IDTs Assigned by FAMIS 062 JE for Cash Sales/Payments on Receivables (overrides freeze) Assigned by FAMIS 063 JE from Student Feeds Assigned by FAMIS 064 JE from Payroll Feeds Assigned by FAMIS 065 JE from Accounts Receivable (create receivable) Assigned by FAMIS 066 JE from Fixed Assets (capitalization, etc) Assigned by FAMIS 067 JE from LMS (Loan Management System) Assigned by FAMIS 068 JE from Accounts Payable (setting up liabilities) Assigned by FAMIS 069 Compound Journal Entries (system controlled) Assigned by FAMIS 06A JE for Procurement Card Entries Assigned by FAMIS 06C JE for Concur (eTravel) Entries Assigned by FAMIS 09x – Beginning Balances, Bank Transfers (Screen 15) 090 Bank Transfers Special FAMIS Processing 098 Beginning Balances Special FAMIS Processing A/P Voucher 14x – Regular Vouchers (Screens 104, 111, 112) (Invoicing Screen 345) 140 Regular Vouchers User Defined 141 Regular Vouchers User Defined 142 Produce Separate Checks for Vouchers User Defined 143 State Travel Vouchers Special FAMIS Processing 147 Revolving Vouchers Assigned by FAMIS 148 Change Source of Funds Assigned by FAMIS 149 Force Separate Check Special FAMIS Processing 15x – Credit Memos (Screen 108) (Invoicing Screen 340) 151 Regular Credit Memo User Defined 152 Regular Credit Memo User Defined 159 Forces Separate Credit Memo (only matches when used on same voucher as charges) Special FAMIS Processing 16x – Prepaid Vouchers (Screen 109) (Invoicing Screen 345) 160-164 Prepaid Voucher (Regular) with reconciliation User Defined 165 Prepaid Voucher with NO reconciliation (does a JE to cash voucher clearing and does not affect the bank) Assigned by FAMIS 166 Prepaid Voucher with NO reconciliation (offset to the bank) Assigned by FAMIS 167 Prepaid Revolving Voucher Assigned by FAMIS 169 Prepaid Cash Voucher User Defined 17x – Prepaid Credit Memo (Screen 116) (Invoicing Screen 340 and 345) 170-174 Prepaid Credit Memo with reconciliation User Defined 176 Prepaid Credit Memo with NO reconciliation (no offset to the bank) User Defined 175 NOT USED User Defined 177-179 Prepaid vouchers with reconciliation User Defined K:\FA\DOC\WRKNPRCS\Charts for Manuals\FAMISTransactionCodesNF.docx Rev. 5/8/2012 Glossary A ABR See Automatic Budget Reallocation. ABR Pool Table A user-defined table assigning rules for budget pools and the subcode ranges participating in each pool. Account A functional unit, identified by an account ID that serves a particular accounting purpose where one person has primary responsibility for it. Accounts include balance sheets (GL) and revenue/expenditure accounts (SL). A building (in the Plant Funds area) is an example of a General Ledger account and the President’s Office is an example of a Subsidiary Ledger account. Account Control The last four digits in the ten digit account number for a General Ledger account. The account control designates a specific asset, liability, fund balance, fund addition, fund deduction or summary control. Account ID A 6-digit number identification number for an account. Account Number A 10-position ID within the master file of the Financial Accounting System. The first 6 positions identify the specific account while the last four positions identify the account control for a balance sheet account (GL) and the object code for a revenue or expenditure account (SL). Accounts Payable An application of the Financial Records System. AP processes vendor payments and keeps track of financial activity involving vendors. Action/Context Line The screen line (usually fourth from the top) or lines into which the screen to be accessed and the key of the data to be addressed are input and displayed. Alias A commonly used name for a customer, other than the formal customer name (primary name), that prints on the check. The Purchasing System also offers a commodity alias name and permits you to define any number of alias names once a vendor has been created. AP See Accounts Payable. Attributes Descriptive data associated with a record. Examples are school, department, function, name and responsible person. Attributes support a variety of sophisticated reporting techniques. Automatic Budget Reallocation (ABR) When transactions are entered, a process by which the system automatically transfers budget dollars from predefined budget pools to specific object codes. B Bank Transfer A movement of cash from one bank account to another. This allows expenditures at specific object codes to share in a single pool of money. Appendix – Glossary (cont’d) Batch/Session A collection of related transactions input to the system with a header record and control totals, usually prepared by one person or subsystem feed. Batch Interface A type of interface where one system generates transactions to be batched for input into another system. BBA See Budget Balance Available. Budget A plan of revenue and expenditures for an accounting period expressed in monetary terms. Budget Balance Available (BBA) That portion of budget funds that is unspent and unencumbered. Budget Pool A budget summarized at significant levels of revenue or expense. A single pool of money defines for use by specific object codes. C Cash Coins, currency, checks, and anything else a bank will accept for immediate deposit. Cash Disbursement A non-vouchered payment for goods received, services rendered, reduction of debt or purchase of other assets. Cash Receipt Cash received from cash sales, collections on accounts receivable and sale of other assets. Chart of Accounts A listing, at the 6-digit level, of all account numbers within the Financial Accounting System. Check Override The capability to bypass, on an individual-voucher basis, controls that were previously set for all vouchers. Claim-On-Cash The share of ownership that an account has in the institution’s Moines. Clearing Account A temporary summary account (such as a payroll account) which is periodically set to zero. COA See Chart of Accounts. Compound Journal Entry A two-sided transaction that posts debits and credits. Context The information that identifies the record being displayed or to be displayed by the system. Credit Memo The reduction of a payable previously paid or still open. A credit memo may result from overpayment, overbilling, or the return of goods. Appendix – Glossary (cont’d) Cycle Two or more programs that are run in a specific sequence. D Data Data are representations, such as characters, to which meaning might be assigned. They provide information and can be used to control or influence a process. This term is not synonymous with information. Information is data to which meaning has been assigned. Database The collected information that is accessible to the computer for processing. Data Control The tracking of input, processing and output, and the comparing of actual results to expected results in order to verify accuracy. Data Element HELP An online feature which assists the user by providing immediate information about any particular field on a screen. Data Entry A means for adding information into the system. Default The value that the system will assign if no other value is entered. Delete Flag A data element whose condition signifies that a document will be permanently removed from the database during the next archive cycle. Diagnostic Message HELP An on-line feature which assists the user with data entry by providing an explanation of a message and the appropriate action to take. Diagnostics The messages that describe the results of processing. These messages may indicate an error and provide information about a process by noting what action to take to correct the error. Digit 3 of TC The third digit of the Transaction Code (Entry Code) which specifies the type of transaction. Discount Account The account credited for discounts taken by the system when a check is written. Discount Table A table containing user-defined values representing discount terms for vendors. Dollar Data A record of the dollar amount and the type of financial transactions posted to an account. Dollar Limit A code used in Accounts Payable to specify a check amount. If the amount of a vendor’s check is greater than this value, the check will not be generated. Drop Flag A data element whose condition signifies that a document is to be removed from the data base immediately. Appendix – Glossary (cont’d) E Encumbrance An obligation incurred in the form of a purchase order or contract; also referred to as an open commitment. Endowment Funds received by an institution from a donor who specifies the condition that the principal not be spent. Endowment Income The income generated by investing the principal of an Endowment Fund. Entry Code The initial three-digit code on a transaction that denotes the transaction type. This code, which is mandatory for all FRS transactions, may be predefined by the system. It is also known as the Transaction Code. F FA See Financial Accounting. FA See Financial Accounting. Feed Transactions from other systems that are transferred to the Financial Records System. Field That part of a database in which one unique piece of information is stored; OR an area on a screen that allows data entry. File A storage area established within a computer system or data base for the purpose of organizing similar kinds of data. Financial Accounting (FA) A Financial Records System application that balances the General and Subsidiary ledgers while providing a complete audit trail of all transactions. Financial Records System (FRS) A system that supports the financial record-keeping and reporting of a college or university. Financial Transaction An entry made to the system to record information. Flag A data element used to set controls or conditions on a process or program. Freeze Flag A data element whose condition signifies that new transactions cannot be posted. This includes no feeds or invoice postings for this document. FRS See Financial Records System. Fund An accounting entity (a 6-digit GL account) with a self-balancing set of 10-digit accounts for recording assets, liabilities, a fund balance and changes in the balance. Appendix – Glossary (cont’d) Fund Balance The equity of a fund (the difference between assets and liabilities). Fund Group A related collection of funds (6-digit GL accounts). Examples include Current Unrestricted, Current Restricted, Loan, Endowment, Annuity and Life Income, Plant, and Agency. Fund Group ID A one-digit number representing the fund group with which an account is associated. Fund Transfer A movement of dollars from one fund balance to another. G General Ledger (GL) A balance sheet account for the institution. All GL account numbers begin with “0” (zero). GL See General Ledger. GL/SL Relationships User-defined structures relating Subsidiary Ledger (SL) revenue/expense accounts to General Ledger (GL) fund accounts. Global Subcode Edit (GSE) A system edit which checks each new 10-digit account against a table which specifies valid combinations of 6-digit accounts and subcodes. GSE See Global Subcode Edit. H Header That portion of a Purchasing document containing basic information such as document number, date, and amount. I Indirect Updating The automatic posting of real dollar activity to a GL Balance Sheet account as a result of a direct transaction. Inquiry Screen A screen which only displays information and cannot be used for entering data. Interface A communication link between data processing systems or parts of systems that permits sharing of information. Interfund Borrowing The transfer of an asset or liability from one fund to another. Appendix – Glossary (cont’d) J JCL See Job Control Language. Job Control Language A problem-oriented language used in IBM that expresses the statements of a processing job. It is also used to identify the job or describe its requirements, usually to an operating system. Journal Entry A non-cash transfer of dollars between two or more accounts. L Ledger A collection of account records for an organization. FRS contains two ledgers: the GL (balance sheet) and the SL (revenue and expense). See also General Ledger and Subsidiary Ledger. Liability Account In AP, a GL account that is credited for the liability when a voucher is processed. Any GL account that accepts a transaction creating a liability. M Map Code A five-digit attribute code in an SL account indicating the GL Fund ID to which it relates. Memo Bank Account An account that represents the balances of deposits for operating accounts. Menu A screen containing a list of available processes, screens or other menus. N Name Rotation A feature that allows users to print a vendor name in one format on checks and then rotate it to another format for sorting on reports. O Object Code A four-digit number identifying specific items of revenue/expense or attribute records. P Parameter A variable that is assigned a constant value for a specific purpose or process. It provides the user with defined choices for report selection, processing or output requirements. R Regular Order A type or purchase order that denotes a typical order. Remit-To Address The address to which the check for goods and/or services rendered will be sent. Requisition A type of document that internally requests goods and/or services to be acquired. It must be authorized before being converted to a purchase order. Retention Months A data element defined when creating a vendor. This indicates the number of months a vendor is to be maintained on file after all outstanding items have been paid or reconciled. Appendix – Glossary (cont’d) S 6-Digit Account For GL: An entity which consists of a self-balancing accounts. For SL: An entity of revenues and/or expenses. Screen HELP An online feature that assists the user with data entry by providing information on the purpose and operation of a particular screen. Secondary Vendor The vendor record holding the multiple addresses that are used periodically, as opposed to the primary address. Session A control mechanism to track real-time posting of a group of financial transactions is order to provide an audit trail. SL See Subsidiary Ledger. Split Encumbrance An encumbrance which applies to several accounts. Standing Order A type of purchase order used for reoccurring services like those provided by the telephone and electric companies. Subcode Four digits appended to the account ID to identify attributes and dollar records within an account. Subsidiary Ledger Revenue and expenditure accounts for the institution. All SL account numbers begin with a ledger number of 1 through 9. Suspense Account A GL clearing account reflecting real dollar activity directed to the Suspense File. T 1099 Vendor A vendor (usually a consultant or professional service hired by an institution) whose payments must be reported to the IRS on Form 1099. 1099 Voucher A voucher that must be reported to the IRS on Form 1099. 10-Digit Account The six-digit account ID combined with the four-digit subcode, i.e. an account control or object code. Tax Code A code that identifies a record in the PO Tax Table (for the Purchasing System) and in the Tax Currency Table (for Accounts Payable). The code must be the same for both tables. This record contains the tax percentage and the tax liability account to be used. Appendix – Glossary (cont’d) Tax ID A Social Security Number or Federal Employer Identification Number that is available for 1099 report preparation. Taxes An additional charge on the acquisition of goods which is imposed by the taxing authority and should be paid with the invoice. Temporary Vendor A vendor from whom only one purchase or service is required. No further transactions, for this vendor, are expected. Transaction Code A three-digit code that uniquely identifies a transaction type and determines editing criteria and dollar fields to be updated. U Update Screen A screen that allows a user to enter data for updating the files. V Valid Value A value of a data element that has been defined for input. Vendor A provider of goods and/or services. Vendor Addresses See Order-From Addresses and Remit-To Addresses. Vendor File A record of all attributes, dollar data, and control information for all vendors. K:\FA\DOC\WRKNPRCS\ControlScreens\SysControlScrNF.docx Last revised: 3/11/2014 9:19 AM