Section VII Change Source of Funds Change Source of Funds Basic Concepts There are three “Change Source of Funds” screens. Change source of funds is the ability to change an existing voucher so that payment is from a different account or bank than the original transaction. All three screens have a multi-line screen similar to Screen 104 that allows multiple voucher lines to be changed. These screens are transaction-type screens and have many of the same fields as Screen 104. Your choice of screen depends on the type of bank on the original voucher and the type of bank on the new transaction – as seen in the titles on the screens. The accounting transactions for each function can be found on the pages for each individual screen. These screens are: 141 Change Source of Funds from State to State 142 Change Source of Funds from Local to Local 148 Change Source of Funds from Local to State or State to Local Note that this functionality is not meant to be used for data entry error correction. In that case the voucher should be voided and re-issued. This function is a managerial tool for managing money. Identification of the ‘Change Source’ Voucher When a voucher is created from a Change Source of Funds transaction, a flag is set on that voucher. On Screens 168 and 169, the field ‘chg src’ will display a “Y” when the voucher has been created from the Change Source of Funds screens. Void a ‘Change Source’ Voucher When voiding a local revolving check/state voucher resulting from a change source of funds, be aware that the change source of funds clearing account is not automatically reversed. Examine your situation and decide what is best. Steps may include: Screen 137 Revolving Check Void Screen 136 State Voucher Void Journal Entry debit original SL acct & credit change source clearing account Source of Funds from State to State Account From a State Account or Bank to Another State Account or Bank Screen 141 is used to change the source of expenditure from one state account or state bank to another state account or state bank. The change can be made at a line item level. This screen does not post vouchers; it affects accounting only. The actual accounting entries that are done depend on whether or not the bank changes or if it stays the same. This functionality is intended for data entry error correction. For error correction, the voucher should be voided and re-issued. This function is available as a managerial tool for managing monies. Screen 141 - Change Source of Funds State to State 141 Chg. Src. State to State CITY OF BRIGHTON 08/07/08 15:30 FY 2008 CC AM Screen: ___ Vendor: 1vvvvvvvvv0 Account: 144002 00000 5030 New Account: ______ _____ ____ New Bank: _____ Default Cost Ref: N Orig: Voucher: _______ Fy: 2008 Bank: _____ Comp. Code: ____ Dept. Ref: _______ New: ____ _______ Type: 8 Enclosure Code: _ Invoice Date: __________ Order Date: __________ Delivery Date: __________ State Req Nbr: ___________ GSC Ord: _______ Due Date: __________ Description: ________________________________________ ________________________________________ Cust AR NBR: _________________________ W2/SSN: _________ Ln: 1 Item Amt: ____________ 1099: _ Inv Nbr: ______________ Transactions: 0 Amount: 0.00 Batch: JAC004 Date: 08/07/2008 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Multi Warns The pop-up window for multi-account vouchering allows the user to add or change more than one object code. Screen 141 - Pop-Up Window for Entering Multi-Accounts +-----------------------------------------------------------------------------+ | F0030 Please press to continue | | ** Multi-Account Vouchering ** | | | | Old New New | | Object Object Comp. | | Code Code Code Amount 1099 Invoice Nbr | | 4010 4010 7300 123.45______ _ ______________ | | ____ ____ ____ ____________ _ ______________ | | ____ ____ ____ ____________ _ ______________ | | ____ ____ ____ ____________ _ ______________ | | 123.45______ | | | | Entr-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12 | | Exit Help Escape Canc | Screen 141 – Change Source of Funds State to State (cont’d) Basic Steps • Open a session on Screen 130. • Advance to Screen 141, enter the necessary Action Line information and press . • Enter valid data in the fields available. • Close session on Screen 130. Change Source of Funds Process If only the SL changes: A journal entry (TC=068) is created if the bank does not change, that is, if the two accounts have the same default bank. The journal entry moves the expense from one account to the other. Debit New SL account and subcode Credit Old SL account and subcode The bank changes: Two disbursement (TC=046) transactions are posted. One disbursement credits the old SL and debits the old bank. The other disbursement entry debits the new SL and credits the new bank. If the bank changes, the transactions will post regardless of whether the SL changes or not. A manual entry in USAS is required. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Vendor: 11 digits Enter the identification number of the vendor to be paid. . Account: 15 digits Indicate the number of the account to be debited. . New Account: 15 digits Type the number of the new account to be debited. . New Bank: 5 digits Enter the new bank number used for the voucher transaction. If blank, it will be the default bank assigned to GL or SL or SA account. Default Cost Ref: 1 character Type ‘Y’ to display the cost reference fields for entry. Screen 141 – Change Source of Funds State to State (cont’d) Screen Information Orig: . Voucher: 7 digits Enter the number assigned to the original voucher. FY: 4 digits Indicate the fiscal year the voucher was posted. Bank: 5 digits Designate the number of the bank used for the voucher transaction. If blank, it will be the default bank assigned to GL or SL or SA account. Comp. Code: 4 digits Include the State Comptroller Object Code. Dept. Ref: 7 digits/characters Leave blank or enter Reference #4 - Departmental voucher reference number. New: Comp. Code: 4 digits Enter the Comptroller code for new account used as source of funds. Dept. Ref: 7 digits Leave blank or enter Reference #4 - Departmental voucher reference number. Type: 1 digit Shows the third digit of the transaction code, which indicates the type of voucher. Presently, an ‘8’ will appear, indicating a Change Source from State to State transaction. Enclosure Code: Help 1 character Enter a code indicating enclosures may be included. This will force separate checks for local vouchers. Vouchers will be grouped by identical codes. Examples are: A = Auditor Blank = Not specified C = Comptroller L = Local Y = Yes, enclosures Invoice Date: 8 digits Include the date the invoice was issued. If you want the system to calculate the discount, the invoice date must be entered. This date must be before or equal to the date the voucher is entered. Order Date: 8 digits Type the date the order was placed. Required for state vouchers. Delivery Date: 8 digits Identify show the date goods/services are expected for delivery. Required for state vouchers. Screen 141 – Change Source of Funds State to State (cont’d) State Req Nbr: 10 digits Enter the State Requisition Number. GSC Ord: 7 digits Include the TBPC (General Services Commission) defined code for purchase orders requiring their approval. Due Date: 8 digits Enter the due date for the payment. This field determines when the voucher is pulled to cycle for payment. Description: 2 lines (40 characters each line) Include a description to identify reason for change source of funds. Cust AR NBR: 25 digits Type the customer Accounts Receivable number assigned to purchaser or department by vendor. W2/SSN: 9 digits Enter the identification number (Social Security number on W2 form) of employee requiring purchase. Ln: 2 digits Displays the line number of an item currently being entered on a voucher. Item Amt: 12 digits Indicate the dollar amount for a specific item on a voucher. 1099: Help 1 character/digit Identify the 1099 code. Valid values are: Blank = Not Required N = Not 1099 Reportable 0 = Crop Insurance 1 = Rents 2 = Royalties 3 = Prizes and Awards 4 = Federal Income Tax Withheld 5 = Fishing Boat Proceeds 6 = Medical and Health Care 7 = Non-employee Compensation 8 = Substitute Paymt for Interest 9 = Direct Sales > $5000 for Resale Inv Nbr: 14 digits Enter the invoice number to be paid. Current Batch Information Transactions: 6 digits Displays the number of transactions processed. Screen 141 – Change Source of Funds State to State (cont’d) Amount: 18 digits Indicates the total amount of the transactions processed. Batch: 6 characters/digits Shows the current batch reference number. Date: 8 digits Displays the session date entered on the batch header. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF9 Multi-account Multi Allows additional line items to be entered for multi-account vouchering. PF12 Warnings Warns Displays nonfatal FAMIS warning messages. Source of Funds from Local to Local Account Local Account or Bank to Local Account or Bank Screen 142 allows transfer of funds if both the new and old banks are local. To change the source of a local expenditure from one local account or local bank to another local account or local bank, use this screen. This functionality is not intended for data entry error correction. For error correction, the voucher should be voided and re-issued. This function is available as a managerial tool for managing monies. Screen 142 - Change Source of Funds Local to Local 142 Chg. Src. Local to Local MICROMANAGE 08/07/08 15:32 FY 2008 CC AM Screen: ___ Vendor: 1vvvvvvvvv2 Voucher: _______ Account: 144002 00000 5030 New Account: ______ _____ ____ New Bank: _____ Default Cost Ref: N Orig: Voucher: _______ Fy: 2008 Bank: _____ Comp. Code: ____ Dept. Ref: _______ New: ____ _______ Type: 8 Enclosure Code: _ Invoice Date: __________ Order Date: __________ Delivery Date: __________ State Req Nbr: ___________ GSC Ord: _______ Due Date: __________ Description: ________________________________________ ________________________________________ Cust AR NBR: _________________________ Hold Flag: _ W2/SSN: _________ Travel Hotel Zip: _________ LDT Codes: __ __ __ __ __ __ Ln: 1 Item Amt: ____________ 1099: _ Inv Nbr: ______________ Transactions: 0 Amount: 0.00 Batch: JAC004 Date: 08/07/2008 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Multi Warns The pop-up window is used in to change or add additional accounts or object codes. Screen 142 - Pop-up Window for Multi-Account Vouchering | ** Multi-Account Vouchering ** | | | | Old New New | | Obj Cd Obj Cd Comp Cd Amount 1099 Invoice Nbr | | 4010 0001 7300 100.00______ _ ______________ | | Old Cost Ref 1: _______ 2: _______ 3: _______ | | New Cost Ref 1: _______ 2: _______ 3: _______ | | ____ ____ ____ ____________ _ ______________ | | Old Cost Ref 1: _______ 2: _______ 3: _______ | | New Cost Ref 1: _______ 2: _______ 3: _______ | | ____ ____ ____ ____________ _ ______________ | | Old Cost Ref 1: _______ 2: _______ 3: _______ | | New Cost Ref 1: _______ 2: _______ 3: _______ | | ____ ____ ____ ____________ _ ______________ | | Old Cost Ref 1: _______ 2: _______ 3: _______ | | New Cost Ref 1: _______ 2: _______ 3: _______ | | 100.00______ | | Entr-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12 | | Exit Help Escape Canc | Screen 142 – Change Source of Funds Local to Local (cont’d) Basic Steps • Open a session on Screen 130. • Advance to Screen 142 and enter the necessary Action Line information. Press . • Enter valid data in the fields available. Press . • Do not enter the previous voucher number on the Action Line. • Close session on Screen 130. Change Source of Funds Process Screen 142 assigns a new voucher number only when the bank is changed. A voucher prefix should be entered (EX: 2). After completion of data entry, FAMIS will assign a voucher number which will be displayed as Reference 2. The old voucher number is not referenced (it is recommended that this number be put in the description of the newly created voucher for a reference). The accounting entries are as follows: Only the SL Changes: If the bank does not change, a journal entry (TC=068) is processed which moves the expense from the original account to the new account. No new voucher is created. Credit – old SL account and subcode Debit – new SL account and subcode Bank Changes: If the bank for the transaction changes, a credit disbursement is processed (TC=068) to reverse the original voucher. A voucher is created using the new bank, and a check will be printed by the check cycle payable to the agency to reimburse the original bank. The cashier should deposit this check in the original bank (or the local depository bank - if the old bank was part of the cash concentration pool). Through the cashiering process a credit should be made to the change source of funds clearing account. A journal entry (TC=068) is made: Debit – change source of funds clearing account Credit – old SL account and subcode A journal entry (TC=068) is posted (normal AP journal entry): Debit – new SL Credit – accounts payable liability account Screen 142 – Change Source of Funds Local to Local (cont’d) The new voucher is posted to the voucher file with voucher TC=148 and the alternate vendor is the ID for the agency (as defined on Screen 822). A check is printed in the check cycle payable to the agency to reimburse the original bank. The cashier should deposit this check in the original bank (or the local depository bank – if the old bank was part of the cash concentration pool). Through the cashiering process a credit should be made to the change source of funds clearing account. The voucher will be posted regardless of whether the SL changes or not. Screen 142 assigns a new voucher number only when the bank is changed. A voucher prefix should be entered (EX: 2). After completion of data entry, FAMIS will assign a voucher number which will be displayed as Reference 2. The old voucher number is not referenced (it is recommended that this number be put in the description of the newly created voucher for a reference). Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Vendor: 11 digits Enter the identification number of the vendor to be paid. . Voucher: 7 digits Type the voucher number to be modified. . Account: 15 digits Indicate the number of the account to be debited. . New Account: 15 digits Type the number of the new account to be debited. . New Bank: 5 digits Enter the number of the new bank used for the voucher transaction. If blank, it will be the default bank assigned to GL or SL or SA account. Default Cost Ref: 1 character Type ‘Y’ to display the cost reference fields for entry. Screen Information Orig: . Voucher: 7 digits Enter the original voucher number. FY: 4 digits Indicate the fiscal year the voucher was posted. Screen 142 – Change Source of Funds Local to Local (cont’d) Bank: 5 digits Include the number of the bank used for the voucher transaction. If blank, it will be the default bank assigned to GL or SL or SA account. Comp Code: 4 digits Identify the State Comptroller Object Code. Dept. Ref: 7 digits Leave blank or enter Reference #4 - Departmental voucher reference number New: Comp. Code: 4 digits Enter the Comptroller code for new account to be used as source of funds. Dept. Ref: 7 digits Leave blank or enter Reference #4 - Departmental voucher reference number Type: 1 digit Displays the third digit of the transaction code, which indicates the type of voucher. Presently, an ‘8’ will appear, indicating a Change Source from State to State transaction. Enclosure Code: Help 1 character Enter a code indicating enclosures. This forces separate checks and vouchers will be grouped by codes. Examples are: A = Auditor Blank = Not specified C = Comptroller L = Local S = Audit Services Y = Yes, enclosures Invoice Date: 8 digits Type the date the invoice was issued. If the user wants the system to calculate the discount, the invoice date must be entered. This date must be before or equal to the date the voucher is entered. Order Date: 8 digits Include the date the order was placed. (Required for state vouchers.) Delivery Date: 8 digits Enter the date goods/services are expected for delivery. (Required for state vouchers.) State Req Nbr: 10 digits Enter the State Requisition Number. GSC Ord: 6 characters Identify the TBPC (General Services Commission) defined code for purchase orders requiring their approval. Screen 142 – Change Source of Funds Local to Local (cont’d) Due Date: 8 digits Enter the due date for the payment. This field determines when the voucher is pulled to cycle for payment. Description: 2 lines (40 characters each line) Provide description of reason for change source of funds. Cust AR NBR: 25 digits Include the customer Accounts Receivable number assigned to purchaser or department by vendor. Hold Flag: 1 character Indicate if hold is to be placed on voucher: N or Blank = No hold on voucher print. Y = Do not print check/voucher. W2/SSN: 9 digits Enter the identification number (Social Security number on W2 form) of employee requiring purchase. Travel Hotel Zip: 9 digits Include the zip code of the hotel used for travel to determine percentage usage, and if the state discount rate is being utilized. LDT Codes: 2 characters each Provide the USAS Descriptive/Legal Text that identifies up to 5 stamps to be put on a voucher. Ln: 2 digits Indicate the line number of an item currently being entered on a voucher. Item Amt: 12 digits Designate the dollar amount for a specific item on a voucher. 1099: Help 1 character/digit Identify the 1099 code. For example: Blank = Not Required N = Not 1099 Reportable 0 = Crop Insurance 1 = Rents 2 = Royalties 3 = Prizes and Awards 4 = Federal Income Tax Withheld 5 = Fishing Boat Proceeds 6 = Medical and Health Care 7 = Non-employee Compensation 8 = Substitute Paymt for Interest 9 = Direct Sales > $5000 for Resale Screen 142 – Change Source of Funds Local to Local (cont’d) Inv Nbr: 14 digits Include the number of the invoice to be paid. Current Batch Information Transactions: 6 digits Displays the number of transactions processed. Amount: 18 digits Indicates the total amount of the transactions processed. Batch: 6 characters/digits Displays the current batch reference number. Date: 8 digits Shows session date entered on the batch header. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF9 Multi-account Multi Allows additional line items to be entered for multi-account vouchering, if necessary. PF12 Warnings Warns Displays nonfatal FAMIS warning messages. Source of Funds Local to State/State to Local Local Account or Bank to State Account or Bank – OR – State Account or Bank to Local Account or bank Screen 148 is used to change the source of an expenditure from: (1) A local account or bank to a state account or bank and (2) A state account or bank to a local account or bank. The process creates a credit disbursement (TC=046) to correct the original account and bank. Then, either a revolving voucher or a regular voucher is posted, depending on the direction of the funds change. Screen 148 - Change Source of Funds Local to State/State to Local 148 Chg Loc to St / St to Loc MICRO PC SUPPLY 07/21/08 15:48 FY 2008 CC AM Screen: ___ Vendor: 1vvvvvvvvv1 Voucher: _______ Account: 140001 00000 5453 New Account: ______ _____ ____ New Bank: _____ Default Cost Ref: N Orig: Voucher: _______ Fy: 2008 Bank: _____ Comp. Code: ____ Dept. Ref: _______ New: ____ _______ Type: 8 Enclosure Code: _ Invoice Date: __________ Order Date: __________ Delivery Date: __________ State Req Nbr: ___________ GSC Ord: _______ Due Date: __________ Description: ________________________________________ ________________________________________ Cust AR NBR: _________________________ Hold Flag: _ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: _ PCC Code: _ PDT Code: __ LDT Codes: __ __ __ __ __ __ Confidential: _ Ln: 1 Item Amt: 100.00______ 1099: _ Inv Nbr: ______________ PCA Ovrrd: _____ Transactions: 0 Amount: 0.00 Batch: JAC002 Date: 07/21/2008 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Multi Warns Original Voucher Bank = Primary Local Bank Basic Steps • Open a session on Screen 130. • Advance to Screen 148, enter the Action Line information and press . • Do not enter the previous voucher number on the Action Line. • Enter valid data in the fields available. Indicate if the voucher should be ‘confidential’ by entering the appropriate value in the Confidential of CF fields. • Press . • A message will appear prompting you to press to accept the change in source of funds. If the change is accepted, a message saying data was accepted will be displayed. • Close the session on Screen 130. Screen 148 – Source of Funds Local to State/State to Local (cont’d) Change Source of Funds Process Screen 148 assigns a new voucher number when the change affects a local bank. A voucher prefix should be entered (EX: 2). After completion of data entry, FAMIS will assign a voucher number which will be displayed as Reference 2. The old voucher number is not referenced (it is recommended that this number be put in the description of the newly created voucher for a reference). There is one pop-up window used in Screen 148 - Change Local to State/State to Local - to change or add additional accounts or object codes. Screen 148 - Pop-up Window for Multi-Account Vouchering 148 Chg Loc to St / St to Loc MICROAGE COMPUTER CENTERS 07/22/08 10:04 +----------------------------------------------------------------------------+ F0030 Please press to continue ** Multi-Account Vouchering ** Old New C New PCA Obj Cd Obj F Comp Amount 1099 Invoice Nbr Override Ln: 1 4010 4050 _ 7315 ______100.00 _ ______________ _____ Cost Ref: Old: 1: _______ 2: _______ 3: _______ New: 1: _______ 2: _______ 3: _______ Ln: 2 ____ ____ _ ____ ____________ _ ______________ _____ Cost Ref: Old: 1: _______ 2: _______ 3: _______ New: 1: _______ 2: _______ 3: _______ Ln: 3 ____ ____ _ ____ ____________ _ ______________ _____ Cost Ref: Old: 1: _______ 2: _______ 3: _______ New: 1: _______ 2: _______ 3: _______ Ln: 4 ____ ____ _ ____ ____________ _ ______________ _____ Cost Ref: Old: 1: _______ 2: _______ 3: _______ New: 1: _______ 2: _______ 3: _______ Total Posted Items: 0 ______100.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Exit Cancl +----------------------------------------------------------------------------+ Effects of Change Source of Funds 1) Changing the source from local to state: Old Bank is the Primary Local Bank (2 JEs) 1. A journal entry (TC=068) is made: Debit – Due from the State Comptroller GL Credit – old SL account and subcode 2. A journal entry (TC=068) is posted (normal AP journal entry) Debit – new SL Credit – accounts payable liability account 3. A regular (not revolving) state voucher is created with the agency vendor as the alternate vendor. This voucher is transmitted to USAS. It is a 904 voucher. Reimbursement will be made back to the agency. • When the reimbursement is received, it should be deposited in the regular depository bank – crediting the due from the Comptroller account. Screen 148 – Source of Funds Local to State/State to Local (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Vendor: 11 digits Enter the identification number of the vendor to be paid. . Voucher: 7 digits Type the voucher number to be modified. . Account: 15 digits Indicate the number of the account to be debited. . New Account: 15 digits Include the number of the new account to be debited. . New Bank: 5 digits Enter the number of the new bank used for the voucher transaction. If blank, it will be the default bank assigned to GL or SL or SA account. Default Cost Ref: 1 character Type ‘Y’ to display the cost reference fields for entry. Screen Information Orig: . Voucher: 7 digits Enter the original voucher number. FY: 4 digits Indicate the fiscal year the voucher was posted. . Bank: 5 digits Include the number of the bank used for the voucher transaction. If blank, it will be the default bank assigned to GL or SL or SA account. Comp Code: 4 digits Enter the State Comptroller Object Code. Dept. Ref: 7 digits Leave blank or enter Reference #4 - Departmental voucher reference number New: Comp. Code: 4 digits Identify the Comptroller code for new account used as source of funds. Dept. Ref: 7 digits Leave blank or enter Reference #4 - Departmental voucher reference number. Screen 148 – Source of Funds Local to State/State to Local (cont’d) Type: 1 digit Display the third digit of the transaction code, which indicates the type of voucher. Presently, an ‘8’ will appear, indicating a Change Source of Funds transaction. . Enclosure Code: Help 1 character Identify the code indicating enclosures may be included. This will force separate checks for local vouchers. Vouchers will be grouped by identical codes. For example: A = Auditor Blank = Not specified C = Comptroller L = Local S = Audit Services Y = Yes, enclosures Invoice Date: 8 digits Enter the date the invoice was issued. If you want the system to calculate the discount, the invoice date must be entered. This date must be before or equal to the date the voucher is entered. Order Date: 8 digits Indicate the date the order was placed. (Required for state vouchers.) Delivery Date: 8 digits Designate the date goods/services are expected for delivery. (Required for state vouchers.) State Req Nbr: 11 digits Include the State Requisition Number. GSC Ord: 7 digits Provide the TBPC (General Services Commission) defined code for purchase orders requiring their approval. Due Date: 8 digits Indicate the due date for the payment. This field determines when the voucher is pulled to cycle for payment. Description: 2 lines (40 characters each line) Enter a description of the reason for change source of funds. Cust AR NBR: 25 digits Include the customer Accounts Receivable number assigned to purchaser or department by vendor. Hold Flag: Help 1 character Indicate if hold is to be placed on voucher: N or Blank = No hold on voucher print. Y = Do not print check/voucher. Screen 148 – Source of Funds Local to State/State to Local (cont’d) W2/SSN: 9 digits Enter the identification number (Social Security number on W2 form) of employee requiring purchase. Travel Hotel Zip: 9 digits Include the zip code of the hotel used for travel to determine percentage usage, and if the state discount rate is being utilized. USAS Doc Type: 1 character Include the USAS defined document type code that determines processing at the state. PCC Code: Help 1 character Indicate a General Services Commission (GSC) defined Purchase Category Code that identifies various purchase types and associated payments. PDT Code: Help 2 characters Include a USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits. LDT Codes: 2 characters each Provide the USAS Descriptive/Legal Text that identifies up to 5 stamps to be put on a voucher. Confidential: 1 character Identify if the voucher is to be marked as ‘confidential’. Valid values are: Blank = Can be left blank on both header and line items N = Not confidential S = Some information is confidential such as description Y = Confidential Ln: 2 digits Indicate the line number of an item currently being entered on a voucher. Item Amt: 12 digits Include the dollar amount for a specific item on a voucher. 1099: Help 1 character/digit Identify the 1099 code. For example: Blank = Not Required N = Not 1099 Reportable 0 = Crop Insurance 1 = Rents 2 = Royalties 3 = Prizes and Awards 4 = Federal Income Tax Withheld 5 = Fishing Boat Proceeds 6 = Medical and Health Care 7 = Non-employee Compensation 8 = Substitute Paymt for Interest 9 = Direct Sales > $5000 for Resale Screen 148 – Source of Funds Local to State/State to Local (cont’d) Inv Nbr: 14 digits Indicate the invoice number to be paid. PCA Ovrrd: 5 digits Use this field to override the Program Cost Account code automatically assigned by FAMIS. Current Batch Information Transactions: 6 digits Shows the number of transactions processed. Amount: 18 digits Displays the total amount of the transactions processed. Batch: 6 characters/digits Indicates the current batch reference number. Date: 8 digits Shows the session date entered on the batch header. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF9 Multi-account Multi Allows additional line items to be entered for multi-account vouchering, if necessary. PF12 Warnings Warns Displays nonfatal FAMIS warning messages. Screen 148 – Source of Funds Local to State/State to Local (cont’d) FAMIS Services Policy for FAMIS Interfaces FAMIS is the accounting system of record for the Members of The A&M System that use FAMIS as their primary accounting system. FAMIS was designed primarily for the Fiscal/Business Office, which is accountable and responsible for the accounting records for the Member. With many Members and thousands of jobs to run, planning and coordinating the Member interfaces is extremely important. The focus and mission of FAMIS has always been to provide support to the Fiscal/Business Office in their fiscal responsibilities. Over the years, functionality has been added to accommodate departmental needs, but departmental offices and central offices are increasingly developing or purchasing ‘side systems’ to better meet their departmental or specialized accounting needs. Many of these systems may be programmed to ‘feed’ data to FAMIS. Since the Business Office must be ultimately responsible for the data that enters into FAMIS, FAMIS Services needs a Fiscal/ Business Office coordinator for these interfaces. Coordinator of Interfaces Each interface has tasks that must be addressed before it can be put into Production. The Coordinator of Interfaces would be the point of contact for both the Fiscal/Business Office (and Member departments) and FAMIS Services. This person assumes the responsibility for the implementation and on-going support of these interfaces. Tasks for this person include: • Be the Point of Contact for each interface project. • Understand the requirements and monitor the process as the representative of the Fiscal/Business Office of the Member. • Build knowledge of how interfaces work with FAMIS: to include keeping information on the various interfaces that the Member has with FAMIS, keeping layouts of the various transactions that are used for each interface and understanding the schedule that each interface follows. • Coordinate and attend the initial meeting between Fiscal/Business Office (any Members departments) and FAMIS Services to convey the requirements for the interface. • Coordinate subsequent meetings, correspondence and phone calls with the Fiscal/Business Office, the department, vendor, and FAMIS Services. FAMIS Services Policy for FAMIS Interfaces (cont’d) • Assume responsibility for the daily reports and investigate and reconcile any errors that may occur. • Assume responsibility for the integrity of the data and give final approval for the data to enter the records of the Member. All submitted batch interfaces that pass the FAMIS program edits are posted into the system. These batch feeds are NOT reviewed by the FAMIS Services staff prior to their posting. It is the responsibility of the Business Office to ensure that the data passed to FAMIS has been reviewed and validated as legitimate accounting transactions prior to being sent by FTP to FAMIS. FAMIS Services Policy for FAMIS Interfaces (cont’d) Interface Processes New interface projects require communication between the Member’s Fiscal/Business Office and FAMIS. The scope, requirements and potential issues are identified and addressed. When both parties have a clear understanding of the needs, solutions are better formulated. Below are steps necessary for a smooth, successful process in creating your interface with FAMIS, and are divided into three sections: Preparation, Testing, and Production. Preparation: 1. Submit a Change/Enhancement form with the basic information defining the new interface. The form is available on the FAMIS website: http://www.tamus.edu/offices/famis/ 2. Schedule and hold a Requirements Meeting with FAMISHELP (can be via phone conference) to discuss the details and process of establishing this new Interface. Topics will include: the purpose, the type of transactions, the frequency of feeds, the principal persons involved, etc. 3. We (FAMIS) define and send you the following information: o Layout for the appropriate transactions o Name of the file(s) . We name the file(s) according to the type of data. Test files are always posted to your Training Campus. The file for testing must have the extension of “.TEST” to help prevent accidental posting into Production. Sample file names are: K7nnXX.deptname.JE.Dyymmdd K7nnXX.deptname.JE.Dyymmdd.TEST o Batch Reference in the form of AAANNN or AAAANN (example: BUD001) o Name of the program that will be used to post the transactions (example: XFJE1) 4. Send an email to famishelp@tamus.edu detailing who is to be a recipient for the output from the testing. These people will be responsible for reviewing the output to ensure the success of the testing. FAMIS Services Policy for FAMIS Interfaces (cont’d) 5. Request RACF security. This security is required for any individual who will FTP the file to the mainframe. To request RACF security, the Interface Coordinator or Authorized Requestor for Change/Enhancements (or equivalent Manager) sends an email to famishelp@tamus.edu. Please include the name, the UIN and UserID for those individuals who perform the FTP process. Testing: 1. We (FAMIS) prepare Training JCL, INFOPAC & DDRINT for the file testing. 2. Prepare the Test Files and submit them by FTP to K7nnXX directory on the mainframe server -- (TAMMVS1.TAMU.EDU). Send an email to famishelp@tamus.edu to post the test file and include the name of the file to post. Sample email: K702XX.CORETECH.JE.FMSFEED.P02.TEST K720XX.CORETECH.CR.FMSFEED.P20.TEST Above files uploaded to your server. 3. We (FAMIS) post the test files into the Training Campus and notify the TAMUS Member of the results. 4. Review the TEST posting for accuracy of posting and accounting transactions, as well as any errors that are generated by the posting program. Please send a confirming email to famishelp@tamus.edu. 5. Repeat submitting test files times until both FAMIS Services and you are satisfied that the interface is ready to post in the Production Environment FAMIS Services Policy for FAMIS Interfaces (cont’d) Transition to Production: 1. Send an email to both famisprod@tamus.edu and famishelp@tamus.edu stating you are ready to send Production files. This email should include: o How often you plan to send a file o Who will submit the email to Production stating that a file has been sent by FTP to post o Who needs to be a recipient for the Production output (someone needs to check the output for error messages each time) o Whether you want just DDRINT or a print copy also Production: 1. We (FAMIS) prepare Production JCL, INFOPAC, and DDRINT recipients using the information you have sent. FAMIS completes the scheduling of the Production job(s). 2. Prepare the Production files and submit them by FTP to the K7nnXX directory on the mainframe server - (TAMMVS1.TAMU.EDU). Send an email to famisprod@tamus.edu to post the production file. The email should: a. Be sent by the person who sent original email b. MUST state proper name of the file c. MUST be sent to Production BEFORE 3:00pm for posting that evening 3. We (FAMIS) post the Production file(s) and release the output to DDRINT. 4. Review all output errors (something that didn’t post or has gone to suspense) and report any problems or discrepancies immediately to FAMIS Production. 5. Make any manual corrections for all rejections or suspense items. FAMIS Services Policy for FAMIS Interfaces (cont’d) Changes to Production Files: ANY changes to an established Production Interface must be ‘retested’ in the Training Environment before proceeding to Production. Contact famisprod@tamus.edu and famishelp@tamus.edu whenever any change to the process that generates the file(s) is anticipated or planned.