Accounts Payable User Manual Version 4.3 February 2011 FAMIS Services The Texas A&M University System . 2011 The Texas A&M University System – All Rights Reserved Introduction The purpose of this manual is to assist in accessing and utilizing information in the Accounts Payable section of FAMIS (Financial Accounting Management Information System). 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. Other applications include Financial Accounting, Accounts Payable, Accounts Receivable, Purchasing, Fixed Assets and Sponsored Research. Manuals for these applications are being developed or are currently available. The materials are grouped according to Accounts Payable functions. All associated screens and processing information are included along with field descriptions. By utilizing the information and guidelines contained in this manual, a user should be able to access vendor information, and to create / modify vouchers, vendors and credit memos. The FAMIS User Manuals are in a constant state of revision, due to screen updates, changes in procedures, or any one of a multitude of reasons. If you would like to make suggestions or call attention to errors, please contact us at (979) 458-6450, or copy the page with the error, note the correction or suggestion and send it to: 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 200 Technology Way, Suite 2180 College Station, TX 77845-3424 Table of Contents (cont’d) PAGE Confidential Indicator Process Confidential Indicator Entry ..................................................... II-18 How the Process Works ........................................................... II-18 State vs. Local Vouchers .......................................................... II-18 Check and Voucher Process Local Check Cycle ..................................................................... II-19 Separate Checks ................................................................ II-19 State Voucher Cycle ................................................................. II-20 Voucher Transactions Vouchers Entered Online ......................................................... II-21 State Voucher Update Cycle .................................................... II-22 FA Transactions Posted for Check Update Cycle ..................... II-22 Vouchers with Discounts ......................................................... II-23 FAMIS to USAS Voucher Interface Regular State Vouchers ............................................................ II-24 Credit Memo State Vouchers .................................................. II-24 State Vouchers with an Alternate Vendor ............................... II-24 Revolving (Reimbursement) State Vouchers ........................... II-25 Revolving (Reimbursement) State Vouchers with Alternate Vendor ............................................................... II-25 Prepaid State Vouchers ........................................................... II-25 Prepaid Revolving State Vouchers ........................................... II-26 USAS Document Types and Purchase Category Codes (PCC) .. II-26 USAS State Requisition Number .............................................. II-26 USAS Payment Distribution Type (PDT) ................................... II-27 USAS Program Cost Account Override (PCA) ........................... II-27 Descriptive Legal Text (LDT) ..................................................... II-27 Program Cost Account (PCA) ................................................... II-27 NACUBO .... .............................................................................. II-29 III Accounts Payable Session/Batch Audit Information Screen 130 Session/Batch Initialize ................................................................... III-3 Screen 124 Session/Batch Header List .............................................................. III-6 Screen 127 Transaction Inquiry by Batch .......................................................... III-8 Table of Contents (cont’d) PAGE Pending Vouchers Screen 111 Create/Modify Pending Voucher ................................................... IV-54 Automatic Voucher Numbering ............................................... IV-55 Due Date Processing ................................................................ IV-56 Create Single Voucher for Multi-Accounts .............................. IV-56 Multi-Account Encumbrance Liquidation ................................ IV-57 Screen 112 Pending Voucher Create/Modify with PO Numbers ...................... IV-62 Automatic Voucher Numbering ............................................... IV-63 Due Date Processing ................................................................ IV-63 Create Single Voucher for Multi-Accounts .............................. IV-63 Multi-Account Encumbrance Liquidation ................................ IV-64 Screen 113 Post a Range of Pending Vouchers ................................................. IV-69 Screen 114 Pending Interest Voucher Modify .................................................. IV-71 Screen 115 Pending State Interest Create/Modify ........................................... IV-75 V Prepaid Vouchers Screen 109 Create a Prepaid Voucher .............................................................. V-3 Correct a Prepaid Voucher ....................................................... V-4 Drop a Prepaid Voucher ........................................................... V-5 Transaction Codes .................................................................... V-5 Screen 119 Modify Prepaid Voucher Amount .................................................. V-11 Screen 116 Prepaid Credit Memo ..................................................................... V-14 Transaction Codes .................................................................... V-15 VI Revolving Vouchers Screen 134 Create Revolving Voucher .............................................................. VI-3 Automatic Voucher Numbering ............................................... VI-4 Create Single Voucher for Multi-Accounts .............................. VI-4 Screen 135 Revolving Voucher Amount Modify ............................................... VI-11 Screen 136 Drop a Revolving Voucher .............................................................. VI-14 Drop a Single Line Item from Multiple Accounts Revolving Vouchers ........................................................... VI-15 Drop Multiple Account Revolving Vouchers ............................ VI-15 Screen 137 Void a Revolving Check .................................................................. VI-17 Screen 139 Create a Prepaid Revolving Voucher .............................................. VI-19 Create a Single Voucher for Multi-Accounts ........................... VI-19 Screen 126 Revolving Check Receipt ................................................................ VI-26 Screen 149 Modify a Revolving Prepaid Amount.............................................. VI-28 VII Change Source of Funds Basic Concepts . .............................................................................. VII-3 Identification of the ‘Change Source’ Voucher ........................ VII-3 Void a ‘Change of Source’ Voucher ......................................... VII-3 Screen 141 Change from one State Account or Bank to Another State Account or Bank ............................................................. VII-4 Accounts Payable Menu Screens The Accounts Payable menu screens provide access to the screens necessary to process vouchers including vendor and batch information. These menus also provide inquiry for all Accounts Payable documents. Menu M10 - Accounts Payable System Menu M10 Accounts Payable System Menu 11/16/10 10:28 FY 2011 CC 02 Screen: ___ * ------ Accounts Payable --------------- * M21 Vendor Information Menu M11 A/P Inquiry and Vendor Menu M12 A/P Voucher Update Menu - Part 1 M13 A/P Voucher Update Menu - Part 2 M18 A/P 1099/W2 Menu M19 Reconciliation M50 ACH System Menu Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Menu M11 - Accounts Payable Inquiry and Vendor Menu M11 Accounts Payable Inquiry and Vendor Menu 11/16/10 10:28 A TO Z TIRE & BATTERY INC FY 2011 CC 02 Screen: ___ Vendor: ___________ Voucher: _______ *------- Vendor Information ------* *------- Voucher Inquiry ----------* M21 Vendor Information Menu 160 Invoices by Vendor Inquiry 161 Voucher Inquiry by Voucher Nbr 171 State Hold ID Search 162 Voucher Inquiry by Vendor 172 State Hold Name Search 163 Voucher Inquiry by Acct, Dept Ref 173 State HUB ID Search 164 Voucher Inquiry by PO Number 174 State HUB Name Search 165 Outstanding Voucher Inquiry 175 Vendors Held by Agency 166 Pending Voucher Inquiry 167 Voucher Inquiry by Dept. Ref *------- Batch Information -------* 168 Voucher Total Inquiry 124 Session/Batch Header List 169 Voucher Line item Inquiry 127 Transaction Inquiry by Batch 170 Voucher Inq. by Alt. Vendor 178 Vouchers by Reconciliation Bank *------- Check Inquiry -----------* 177 Check List *--------- Other Menus ----------* 185 Outstanding Check List M18 1099/W2 Menu 186 Vouchers by Check Inquiry Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Accounts Payable Menu Screens (cont’d) Menu M12 - Voucher Update Menu - Part 1 M12 Voucher Update Menu - Part 1 11/16/10 10:28 A TO Z TIRE & BATTERY INC FY 2011 CC 02 Screen: ___ Vendor: ___________ Voucher: _______ *-- Regular & Prepaid Vouchers --* *-------- Pending Vouchers ---------* 104 Voucher Create 111 Pending Voucher Create/Mod 105 Voucher Header Modify 112 Pending Voucher Create/Mod 106 Unpaid Voucher Drop with P.O. Numbers 107 Voucher Line Item Mod w/o Actg 113 Post a Range of Pending Vouchers 118 Voucher Line Item Mod w/Actg 114 Pending Interest Voucher Modify 125 Voucher Amount Modify 115 Pending State Interest Create/Mod 131 Preview Flag Reset 110 Void Check 117 Void FAMIS Trace Nbr *---------- Credit Memos -----------* 146 Void State Voucher 108 Credit Memo 147 State Voucher Partial Void 116 Prepaid Credit Memo 109 Prepaid Voucher Create/Mod 119 Prepaid Voucher Amount Mod *---------- Other Menus ------------* M13 Voucher Update Menu - Part 2 130 AP Batch Initialize M18 1099/W2 Menu Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp M13 - Voucher Update Menu - Part 2 M13 Voucher Update Menu - Part 2 11/16/10 10:28 A TO Z TIRE & BATTERY INC FY 2011 CC 02 Screen: ___ Vendor: ___________ Voucher: _______ *-------- Revolving Vouchers ---------* 134 Revolving Voucher Create 135 Revolving Voucher Amount Modify 136 Revolving Voucher Drop 137 Void Revolving Check 139 Prepaid Revolving Voucher 149 Prepaid Revolving Amount Modify 126 Revolving Check Receipt *-------- Change Source of Funds -----* 141 Chg. Src. State to State 142 Chg. Src. Local to Local 148 Chg Loc to St / St to Loc Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Section II Accounts Payable Processes Accounts Payable Processes The contents of this section cover the processes of the Accounts Payable module:. • Prompt Pay • Confidential Indicator Process • Check and Voucher Processing • FAMIS to USAS Voucher Interface Prompt Pay Basic Concepts The State of Texas prompt payment law requires vendors to be paid within 30 days of the receipt of the goods or services they provide. If payment is not received within this timeframe, an interest penalty is imposed. The amount of the penalty is calculated daily until the vendor receives the payment. To comply with this legislation FAMIS calculates and posts interest when warranted. For local accounts, the interest is calculated and included in the payment to the vendor both for ACH and check payments. For State accounts, FAMIS sends the request for payment to the State which does its own calculation and includes any interest in the payment to the vendor. FAMIS receives a file back from the State which is posted to update the FAMIS accounts with the applicable interest charges. Please refer to the Individual screens for more detailed information. Prompt Pay Controls Fiscal Year Rate Each fiscal year can be set with the applicable interest rate for each campus. The ability to have a different rate for each fiscal year is necessary as the rate can change from one year to the next. The interest rate is entered in the field labeled Interest Rate. If a voucher begins accruing interest in one year but isn’t paid until the next year, the interest rate is calculated based on the year the voucher became due.) Campus Code Exemption Prompt Pay Information can be entered on the campus control record (Screen 821). If the A&M System Member is exempted by the State from paying interest, the Exempt Campus: field can be set to ‘Y’ by FAMIS Services at the direction of the Member. When this flag is set, the Reason: field is also required. Account Level Exemptions Accounts that start with ‘1’ or GLs that start with ‘01’ are considered state funds when paying a revolving voucher. Currently interest on local funds is not paid for interest less than $5.00 according to HB1545. You can flag an individual account as exempt from paying interest. The Interest Exempt flag is on the account attribute screens for GL, SL and SA accounts (Screens 4, 8, 52). To indicate an account is exempt, go to the appropriate account attribute screen and enter a ‘Y’ in the Interest Exempt field and a reason code in the Reason field. Prompt Pay Basic Concepts (cont’d) Alternate Interest Account Also available on the account attribute screens is the ability to enter an alternative interest account. If the alternative interest account is filled in, the system always uses the alternate account to post interest. Flag Maintenance The flag maintenance screens (Screen 43, 44 and 54) have edits to ensure that accounts entered as alternate interest accounts cannot be frozen or deleted if they are referenced by an account that is still active. Voucher Level Override Flag Many voucher screens have fields that are used to indicate an Interest Override for an individual voucher or line item. This is the ability to suppress the addition of interest on an individual voucher/line item at the time of payment. Regular Vouchers Screen 104 – Voucher Create Screen 105 – Voucher Header Modify Screen 107 – Voucher Line item Modify w/o Accounting Screen 109 -- Prepaid Voucher Screen 111 – Pending Voucher Create/Modify Change Source of Funds: Screen 141 – Change Source of Funds State to State Screen 142 – Change Source of Funds Local to Local Screen 148 – Change Source of Funds Local to State & State to Local Invoicing Vouchers (See Invoicers User’s Manual): Screen 340 – Invoice Header Create Screen 341 – Invoice Header Create (Dept) Screen 345 – Invoice Pending Voucher Create/Modify The payment due date will be calculated based on the invoice date and the delivery date. Object Codes Subject to Interest The object codes subject to interest are displayed on Screen 817 – Comp Codes Subject to Interest. Screen 817 is an INQUIRY screen maintained by the FAMIS Services staff. This screen displays the State Comptroller Object Codes that are subject to prompt payment interest or exempt from paying interest. If the word "Interest" appears next to a COMP CODE, your Member must pay interest on late payments against this COMP CODE. If the word "Exempt" appears opposite a COMP CODE, your Member has been given a special interest exemption for this COMP CODE by the State. The message “Entire Campus is Exempt” is displayed at the top of the screen for those Members who are exempt from the Prompt Payment Law. Prompt Pay Basic Concepts (cont’d) 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. Screen 817 – Comp Codes Subject to Interest 817 Comp Codes Subject to Interest 11/16/10 10:29 FY 2011 CC 02 Screen: ___ Comp Code: ____ Fiscal Year: 2011 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 Holiday Tables Two tables are used to coordinate calculation of interest payments and A&M System Member holiday schedules. Screen 818 is the ACH, State and Local Holiday Table which is used to record and track Member holidays. This table is maintained by the System Members. Screen 819 is the State Holiday Table which is maintained on the Master Campus code by the System Office of Budgets and Accounting. Screen 818 – ACH, State and Local Holiday Table Screen 818 is used to record and track agency holidays. It is an UPDATE screen maintained by each Member. Local holidays can be displayed and updated on this screen. State holidays can only be displayed. 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 payment due dates.) Prompt Pay Basic Concepts (cont’d) Screen 818 – ACH, State, and Local Holiday Table 818 ACH, State, and Local Holiday Table 11/16/10 10:29 FY 2011 CC 02 Screen: ___ Month: 11 November Year: 2010 Sunday Monday Tuesday Wednesday Thursday Friday Saturday --------- |----------|--------- |----------| ---------|----------| --------- | 1 _ _ _ | 2 _ _ _ | 3 _ _ _ | 4 _ _ _ | 5 _ _ _ | 6 W --------- |----------|--------- |----------| ---------|----------| --------- 7 W | 8 _ _ _ | 9 _ _ _ | 10 _ _ _ | 11 A S _ | 12 _ _ _ | 13 W --------- |----------|--------- |----------| ---------|----------| --------- 14 W | 15 _ _ _ | 16 _ _ _ | 17 _ _ _ | 18 _ _ _ | 19 _ _ _ | 20 W --------- |----------|--------- |----------| ---------|----------| --------- 21 W | 22 _ _ _ | 23 _ _ _ | 24 _ _ _ | 25 A S L | 26 _ S L | 27 W --------- |----------|--------- |----------| ---------|----------| --------- 28 W | 29 _ _ _ | 30 _ _ _ | | | | --------- |----------|--------- |----------| ---------|----------| --------- | | | | | | --------- |----------|--------- |----------| ---------|----------| --------- 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 known state and local holidays. The following are valid holiday indicators: A = ACH / Bank Holiday L = Local holiday (maintained by each Member) All days that checks cannot be printed should be marked as a local holiday. S = State holiday (maintained on Screen 819 of the Master Campus (CC=00) by the System Office of Budgets and Accounting) W = Weekend (maintained by the FAMIS Services staff) Blank = Not a holiday Update access to this screen should be restricted. Care must be taken to communicate all Member (business office) holidays to the individual(s) maintaining this screen so that the holiday table can be updated at least one check cycle before the holiday. Any day on which checks cannot be printed should be marked as a holiday, even if the day has not been declared a holiday by the Board of Regents. “Non-holidays” that might be marked are those scheduled days that a business office will be closed because of staff retreats, building maintenance, or printer unavailability. FAMIS Production Services MUST be notified to NOT run checks on these dates. Prompt Pay Basic Concepts (cont’d) Screen 819 – State Holiday Table Screen 819 tracks state holidays. It is an UPDATE screen that is maintained on the Master Campus (CC=00) by the System Office of Budgets and Accounting. The dates marked as holidays are those 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. 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 the FAMIS Services staff) 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 819 State Holiday Table 11/16/10 10:31 FY 2011 CC 02 Screen: ___ Month: 11 November Year: 2010 Sunday Monday Tuesday Wednesday Thursday Friday Saturday --------- |----------|--------- |----------| ---------|----------| --------- | 1 _ | 2 _ | 3 _ | 4 _ | 5 _ | 6 W --------- |----------|--------- |----------| ---------|----------| --------- 7 W | 8 _ | 9 _ | 10 _ | 11 S | 12 _ | 13 W --------- |----------|--------- |----------| ---------|----------| --------- 14 W | 15 _ | 16 _ | 17 _ | 18 _ | 19 _ | 20 W --------- |----------|--------- |----------| ---------|----------| --------- 21 W | 22 _ | 23 _ | 24 _ | 25 S | 26 S | 27 W --------- |----------|--------- |----------| ---------|----------| --------- 28 W | 29 _ | 30 _ | | | | --------- |----------|--------- |----------| ---------|----------| --------- | | | | | | --------- |----------|--------- |----------| ---------|----------| --------- Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp LdMth Bkwd Frwd Prompt Pay Basic Concepts (cont’d) Prompt Pay Processes Local Checks FAMIS uses the Due Date to determine if a voucher should enter the payment cycle; vouchers are pulled into cycle the night before the Due Date. The nightly check cycle examines each voucher on a ‘line item by line item’ basis. The system uses the holiday tables to determine if the voucher should be processed. For each holiday and weekend day, the program subtracts a day and determines whether to pay a voucher in order to meet the due date. If a voucher is determined to be past due, the system attempts to calculate interest. The exempt campus flag is checked to determine if the entire campus is exempt from paying interest. The voucher exemption and the line-item exemption flags are examined. If neither the voucher nor the line-item exempt flag is set, the account on the item is checked. At any stage of this process, if an exemption flag is set, the voucher is marked with the reason code. If interest is to be calculated, the program determines if the interest should be posted to the account on the voucher or to an alternate interest account as indicated on the account attribute record. The check stub reflects the interest as a separate item for each invoice. A file is written of all interest accrued, including the voucher, the account and various other fields needed to post the interest into the system. The interest accrued file is used to post the interest item to the voucher file. The interest items are added to the voucher file as pending voucher items on the original voucher. Finally, program posts the pending interest. State Vouchers The state voucher cycle pulls all eligible vouchers. They are sent to USAS where they are scheduled for payment by the State. The state cycle does not look at the FAMIS Due Date field to determine when to pull the voucher into cycle. USAS makes its own determination on "when a payment should be made so that it will be distributed on the payment due date." The requested payment date and the payment due date are used by USAS. Including multiple invoices on a State voucher may cause some line items to be paid and others to not be paid. Since different payment due dates may be calculated for each item bases on the invoice received date and the good received date, USAS will use the payment due date to schedule payments for different days. Prompt Pay Basic Concepts (cont’d) Any voucher that is exempt will include the exempt flag as well as the required reason code. The reason codes are defined by the State Comptroller and are required for all vouchers flagged as exempt. Third party payments to USAS will require a "T-code" (264/905) to distinguish them from the regular reimbursement vouchers (247/904). Revolving Vouchers The timing of the processing for the local check cycle and the state voucher cycle is important. Because of revolving vouchers, the check print is required to run first. After the check print has determined the interest, the interest is posted in order for the state side of the revolving process to pick up any interest items. FAMIS doesn’t send the State side until the local check date has been updated. Credit Memos FAMIS calculates all the interest on all voucher items and then applies the credit memo to the check total. Vendors on Hold Vendors on State Hold complicate the calculation of interest. The ACR states "Interest calculation must not consider interest for periods of time that vendor was on hold for part or all of the time the payment was late.” For this reason, a voucher for a vendor on State hold is flagged with the date it first attempted to pay the vendor. This date is the 'original distribution date'. No interest is calculated after this date. The Vendor on State Hold process keeps a record of every time a vendor is put on hold or released from hold. This provides any history needed should a lost invoice surface for a vendor that may have been on hold while the invoice was lost. Posting Interest into FAMIS Interest is posted back into FAMIS using prepaid voucher process. This process posts the interest voucher items as pending items on the original voucher. VBDU080 will attempt to post these items. A report will be produced of any interest items that did not post. These Items may be posted on-line on two screens (114, 115) once the problem has been corrected. Posting the interest as a prepaid item ensures that the interest is available with the other items of the voucher and makes reconciliation easier. This prepaid item is used for posting both the local and the state interest. The new interest item references the original voucher item for which the interest was calculated providing a cross-reference. All interest items post with item number 501 thru 999. 1099 Processing Because of these new payments, the 1099 process has been modified to provide 1099-INT forms and reporting. Prompt Pay Basic Concepts (cont’d) Terms / Dates Used In Determining Prompt Pay Compliance State Comptroller Payment Due Date "The date each payment covered by the transaction is due under the prompt payment law. The last date that a payment can be made before interest starts accruing." Payment Distribution Date "The date that a warrant is available at the Comptroller’s Office for an agency or the Comptroller to distribute to a vendor." Requested Payment Date "Agencies may submit a requested payment date to subjugate the scheduling from the payment due date." This would probably be used for discounts.” FAMIS Payment Due Date "The date each payment covered by the transaction is due under the prompt payment law. The last date that a payment can be made before interest starts accruing." Due Date The night before the Due Date is when the voucher is pulled for payment. This currently defaults to the current date if nothing is entered. The program looks at the due date and backs it up based on the holiday table. Discount Due Date The discount due date is the last date the discount can be taken. There is currently no attempt to schedule these by considering holidays and weekends. Invoice Date The date the invoice was issued. This date must be before or equal to the date the voucher is entered. The invoice date is required if the system is to calculate the discount. AP Invoice Received Date This date is only used on Screen 340 for documentation of when Accounts Payable received the invoice. Department Invoice Entered Date This date is entered on Screen 340 and Screen 341 for documentation of when the department received the invoice. This date, if entered, is used as part of the process to determine the payment due date. Prompt Pay Basic Concepts (cont’d) Delivery Date This date is used to indicate the receiving date. For purchasing documents, the delivery date is generated by FAMIS based on the last receiving date for all items. For the Accounts Payable screens, the date is entered by the user. Actual Received Date Invoicing Screen 345 allows the entry of a Delivery date. However, this may not correspond to the received date entered on the receiving screens. Since more than one shipment may be involved, the program determines the last receiving date involved for the purpose of Prompt Pay interest. Original Distribution Date This date is set when the check cycle first tries to pay a voucher for a ‘vendor on State hold’. This is the distribution date that would have been printed on the check if the vendor were not on State hold. Determine Interest Calculation The date the payment is due to the vendor is calculated by FAMIS using the later of the "invoice received" date, the "delivery" date or the "actual received" date and adding 29 days. The payment due date is calculated for both state and local vouchers. For a local check, the "payment due" date is used to determine whether interest is to be calculated. Example: If the 3-way match occurs on October 14, the payment is due on November 13. Interest would begin to accrue on November 14. For state vouchers, the check cycle does not look at the "due date". Everything is sent to USAS for scheduling payments by the State. The payment due date is sent to the State. The State uses this date to calculate interest. Calculation Method The interest rate that the State pays on late payments due to a vendor under the State’s Prompt Payment Law is now calculated on an annual basis. The interest calculation is based on the Prime Rate reported in the July 1st edition of The Wall Street Journal, plus 1 percent. The FY 2009 Prompt Pay Interest Rate decreased to 6.00%. Prompt Pay Basic Concepts (cont’d) The formula is: COMPUTE ROUNDED INT-AMT = INT-RATE * VO-NET-AMT * DAYS-LATE / 365 / 100 FAMIS Calculation Interest is calculated on a line by line basis. For each line item we first determine the PAYMENT DUE DATE (see Screen 169 to view the fields). The Invoice Date is set to the INV-RCVD-DT if it is available; otherwise it is set to the INV- DT. The Delivery Date is set to the ACT-DEL-DT if it is available; otherwise it is set to the DEL- DT. The program then compares the Invoice Date and the Delivery Date and uses the Most Recent Date. The PAYMENT DUE-DT is determined to be the Most Recent Date plus 30 days. Interest is calculated on payments made after the PAYMENT DUE-DT (unless the vendor is on State hold). The program VSCR016 contains the logic that actually computes the interest, and does not include the time the vendor is on hold when it calculates this interest. Prompt Pay Inquiry Screens The (local) check cycle calculates interest and adds the interest line item to the voucher. The interest is included in the total amount of the ACH or check which is sent to the vendor. FAMIS creates a pending voucher item for each interest item calculated. The pending item is added to the voucher file. FAMIS then posts the pending interest item. When an interest item fails to post, corrections must be made in order to get the interest items posted. The nightly batch program continues to try to post these items. Once the problem has been corrected, the items will post automatically. They can also be manually posted using Screen 114 - Pending Interest Voucher Modify (local) or Screen 115 - Pending State Interest Create/Modify. These screens can be used to change the account number on the interest items. Items must be in a “closed” status to post. Press PF5 to post from this screen, or wait for the batch post) If an interest item does not post, an error message will appear on the VBDU080 report. Screen 114 – Pending Interest Voucher Modify (Local) 114 Pending Interest Voucher Modify 08/07/08 09:43 FY 2008 CC 21 Screen: ___ Voucher: 0811674 Fiscal Year: 2008 Doc Summary: PURCHASE 20 PORTEGE M400-EZ5031-TOSHIBA TABLET PC Vendor: 1vvvvvvvvv0 TABLET PC DIRECT Dept. Ref. #: 013 Enclosure Code: Invoice Date: 06/05/2008 Order Date: 05/29/2008 Due Date: 06/16/2008 State Req Nbr: GSC Ord: Description: TOSHIBA PORTEGE M700 TABLET PCS Cust AR NBR: Hold Flag: N Alt.Vendor: W2/SSN: Travel Hotel Zip: USAS Doc Type: 9 PCC Code: PDT Code: LDT Codes: 09 Revolving: N Fund Type: Local Check Nbr: 432154 Check Dt: 07/29/2008 Budget Balance Override: N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp VPost Desc ReOpn Close Mlti Warns TECH NOTE - The name of the job that will post the local interest item is FxxVIPST, where "xx" is the A&M System Member number. The program name is VBDU080, which is the same name that will appear on the report. Prompt Pay Inquiry Screens (cont’d) State interest items are added as pending items, similar to the local interest items. Screen 115 – Pending State Interest Create/Modify 115 Pending State Interest Create/Modify 08/07/08 09:31 FY 2008 CC 21 Screen: ___ Voucher: 0xxxxx6 Fiscal Year: 2007 Doc Summary: Vendor: 1vvvvvvvvv1 VCT SCIENTIFIC Dept. Ref. #: C009 Enclosure Code: Invoice Date: 06/21/2007 Order Date: 05/31/2007 Due Date: 08/10/2007 State Req Nbr: GSC Ord: Description: EQPT FOR KOSTIC/MICROCENTRIFUGE Cust AR NBR: Hold Flag: N Alt.Vendor: W2/SSN: Travel Hotel Zip: USAS Doc Type: 9 PCC Code: PDT Code: LDT Codes: Revolving: N Fund Type: State Check Nbr: Check Dt: Budget Balance Override: N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp VPost Desc ReOpn Close Mlti Warns PF11 Pop-Up Window Screen: 115 ** Multi-Account Vouchering ** C Comp Inv. C S St Orig Item Ln Account Bank F Code Amount R t Void Rvlv Item Status 1 804070 00000 5751 17197 7334 _____1491.52 Y N N 501 CO Inv 30905327 PCA Cost Ref 1 2 3 Del _ Int Ref _______ Effective Dt: __________ 501 804070 00000 6230 17197 7806 ________7.94 Y N N 1 RE Inv 30905327 PCA Cost Ref 1 2 3 Del _ Int Ref 3500283 Effective Dt: 08/16/2007 ______ _____ _____ ____________ Inv PCA Cost Ref 1 2 3 Del _ Int Ref _______ Effective Dt: __________ ______ _____ _____ ____________ Inv PCA Cost Ref 1 2 3 Del _ Int Ref _______ Effective Dt: __________ Total Items: 2 Pg: 1 of 1 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp XrItm Bkwd Frwd CrInt VoInt Exit Prompt Pay Frequently Asked Questions Payments • Utility payments should be entered with the Utility company's due date in the requested payment date field. Do not schedule utility or lease payments to be past due. • When posting interest on local accounts, FAMIS charges the interest to the override account, if present, using the original voucher line item's bank. This override account can be set on an account by account basis. It must be the bank used for the voucher line item that generated the interest. • When paying other State agencies: Local vouchers FAMIS suppresses payment of interest to other State agencies based on the vendor type of "SA" or the repeating pattern of agency numbers State vouchers (regular) FAMIS does not suppress the payment of interest to other State agencies State vouchers (revolving) FAMIS sends a TC to suppress the payment of interest based on its status as a revolving voucher. State vouchers (alternate vendors) FAMIS sends a TC to suppress the payment of interest if the alternate vendor type is "SA", "EM" and "ST". • Report "VSCR016" (Voucher Item Interest -- calculated not posted/paid) shows why the interest wasn't paid. Answers to Prompt Pay Frequently Asked Questions (cont’d) Due Date Q. On Screen 104, are we supposed to key a date in the Due Date field? I thought we were supposed to leave it blank because this would be where FAMIS would calculate and enter the payment due date. A. The FAMIS “Due Date” works like it always has. A user can enter a date or leave it blank. If it is blank, it will enter the check cycle immediately. If someone wishes to schedule it to be paid at a later date, a future date can be entered. The State voucher cycle does not look at the Due Date. It sends everything to USAS to allow them to schedule payments. The payment due date is used in FAMIS to decide whether to calculate interest on a local check. It is also sent to the State for them to use in scheduling payments and in calculating interest. The payment due date is calculated by FAMIS using the later of the invoice received date, the delivery date or the actual received date. Twenty-nine (29) days are added to the later date. There has been a misconception that 30 days should be added. The 30 days discussed in the Texas Bill says the payment is due on the 30th day. Revolving won’t send State side until the local check information has been updated. Q. What is the Payment Due Date used for and how is it determined? A. The Payment Due Date is when FAMIS begins calculating interest. To determine the Payment Due Date: FAMIS first determines the Calculation Invoice Date. If there is an Invoice Received date, this becomes the Calculation Invoice Date; otherwise FAMIS uses the Invoice Date as the Calculation Invoice Date. FAMIS then determines the Calculation Delivery Date. If there is an Actual Received Date, this becomes the Calculation Receive Date; otherwise the Delivery Date becomes the Calculation Receive Date. All of these dates can be viewed on Screen 169. FAMIS now compares the Calculation Invoice Date and the Calculation Delivery Date and uses the most recent date. The Payment Due Date is calculated by adding 29 days to the most recent of these dates. Q. What screen can the departments use to view interest amounts paid by their accounts? A. You may view this on Screen 23. Confidential Indicator Process In response to State requirements, FAMIS programs mark voucher line items as ‘confidential’ based on matching the line item Comptroller object code with those on the Comptroller List of Confidential Codes. This confidential marking takes place at the time the State Vouchers are formatted and sent to USAS. The marking has not been visible using FAMIS screens. Confidential Indicator Entry A Confidential Indicator is now available on the voucher screens, including both the voucher header screens and the screens for voucher line items (Screens 104, 345, 168 and 169). This process provides the ability to flag a voucher as ‘confidential’ even if the object code is not one of the object codes designated by the current Comptroller List of Confidential Codes. In essence, the person preparing the voucher now can manually mark a voucher or line items as ‘confidential’ by setting the Confidential Indicator with one of the following valid entries: Blank = Field can be left blank on both the header and line items N = Not confidential S = Some information is confidential such as description Y = Confidential The Confidential Indicator can be entered for both State and Local Vouchers. How the Process Works If the Confidential Indicator is entered on the header, the Confidential Indicator on ALL line items will be marked with the same values as the header. As FAMIS processes the voucher line items, each object code is checked against the table of Comptroller List of Confidential Codes. If the FAMIS object code maps to one of these Comptroller object codes, the line item is always marked with a ‘Y’ by the programs regardless of the value entered for the Confidential Indicator on the header or line item. For example, you cannot override a match with a Comptroller Confidential Code by putting an ‘N’ in the Confidential Indicator field. Once FAMIS processes the voucher, the Confidential Indicator will be ‘marked’ by the FAMIS programs and will display on the voucher screens. All voucher line items with an object code that maps to the Comptroller List of Confidential Codes are flagged by the FAMIS programs as ‘confidential’ even if the Confidential Indicator is not entered on the screens. State vs. Local Vouchers While State and Local Vouchers are processed in the same manner, State Vouchers are sent to USAS and always include the appropriate ‘confidential’ marking. Although Local Vouchers may be flagged as ‘confidential’, FAMIS is not controlling visibility or reporting based on the Confidential Indicator for Local Vouchers. Check and Voucher Processing Local Check Cycle The purpose of the check print cycle is to prepare and print checks for payment of goods and services. Voucher records are not updated with the check information until the check update cycle is run. • The check print program collects all voucher records due to each vendor, combines the amounts and writes a check. • Check stub contains the itemized description or invoice number for each check. The purpose of the check update cycle is to update the files to record payment by check or a voucher. • Updates the voucher record with the check number and date, the vendor record with the check number and date. • If an invoice was entered on the voucher, the invoice record is updated with the check number and date. • Currently, check updates are processed the night after the check print program is run. The daily processing cycle will produce one check for each separate voucher for a single vendor. Checks will be produced even if the voucher total is zero (0). The register will show *VOID ZERO* to signify a check was written but voided. Separate Checks There are various ways to produce a separate check: 1. Enter ‘9’ in the Type: field (TC=149) 2. Enter ‘2’ in the Type: field (TC=142) 3. Enter a value (other than ‘V’ or ‘Z’) in the Enclosure Code: field. (Enclosure codes of ‘V’ or ‘Z’ separate out in sort, but no separate check is produced.) Separate checks with enclosure codes are sorted by voucher number within the enclosure code. The following will also produce separate checks: • Checks created from revolving vouchers (TC=147). • Checks for change source of funds processes (TC=148). • Credit memos (TC=159). Check and Voucher Processing (cont’d) State Voucher Cycle The state voucher cycle is run at the same time the check cycle is run. • The voucher print cycle prepares the state purchase vouchers and multi-vendor vouchers for payment from state cost centers for the purchase of goods and services. • Each voucher prints separately in voucher number sequence. • The voucher number submitted to the state is the same number assigned by FAMIS when the voucher was entered. The state voucher update cycle updates the files to record payment by voucher. • Updates the vendor record with the date, the voucher with the date and update the state voucher print flag to ‘Y’. • Prints two (2) state voucher registers: 1. State purchase vouchers 2. Multi-vendor vouchers • Currently, state voucher updates are processed the night after the state voucher print program is run. Check and Voucher Processing (cont’d) Voucher Transactions ACCOUNTING TRANSACTIONS POSTED IN FA FOR VOUCHERS ENTERED ONLINE (NO DISCOUNT/TAX/CURRENCY CONVERSION) Accrual Basis Accounting TRANSACTION VOUCHER DEBIT ACCOUNT CREDIT ACCOUNT AMOUNT 06X Regular Voucher Expense Account AP Liability 0xxxxx-2100 Gross 06X Voucher Delete AP Liability 0xxxxx-2100 Expense Account Gross 06X Credit Memo AP Liability 0xxxxx-2100 Expense Account Gross 06X Credit Memo Delete Expense Account AP Liability 0xxxxx-2100 Gross Check Void Accounting TRANSACTION VOUCHER DEBIT ACCOUNT CREDIT ACCOUNT AMOUNT 04X Check Void Cash 0xxxxx-1100 Expense Account Gross Revolving Voucher Accounting TRANSACTION VOUCHER DEBIT ACCOUNT CREDIT ACCOUNT AMOUNT 06X Revolving Regular Expense Account 120001-* Due from State 012000-1150 (credited when warrant deposited) AP Liability 012000-21000 AP Liability 012000-2100 (cleared in check cycle) Gross Gross * -- expense object code Prepaid Voucher – Cash Basis Accounting TRANSACTION VOUCHER DEBIT ACCOUNT CREDIT ACCOUNT AMOUNT 04X Prepaid Voucher Expense Account Cash 0xxxxx-1100 Gross Check and Voucher Processing (cont’d) ACCOUNTING TRANSACTIONS POSTED IN FA STATE VOUCHER UPDATE CYCLE (NO DISCOUNT/TAX/CURRENCY CONVERSION) Accrual Basis Accounting TRANSACTION VOUCHER DEBIT ACCOUNT CREDIT ACCOUNT AMOUNT 04X Regular AP Liability 0xxxxx-2100 Cash 0xxxxx-1100 Gross 04X Credit Memo Cash 0xxxxx-1100 AP Liability 0xxxxx-2100 Gross Revolving Voucher Accounting TRANSACTION VOUCHER DEBIT ACCOUNT CREDIT ACCOUNT AMOUNT 04X Revolving Regular AP Liability 0xxxxx-2100 Cash 0xxxxx-1100 Gross FA TRANSACTIONS POSTED FOR CHECK UPDATE CYCLE (NO DISCOUNT/TAX/CURRENCY CONVERSION) Accrual Basis Accounting TRANSACTION VOUCHER DEBIT ACCOUNT CREDIT ACCOUNT AMOUNT 04X Regular AP Liability 0xxxxx-2100 Cash 0xxxxx-1100 Gross 04X Credit Memo Cash 0xxxxx-1100 AP Liability 0xxxxx-2100 Gross Revolving Voucher Accounting TRANSACTION VOUCHER DEBIT ACCOUNT CREDIT ACCOUNT AMOUNT 04X Revolving Regular AP Liability 0xxxxx-2100 Cash 0xxxxx-1100 Gross Check and Voucher Processing (cont’d) ACCOUNTING TRANSACTIONS FOR VOUCHERS WITH DISCOUNTS FORMULA: Gross Amount X Discount % = Discount Amount EXAMPLE: $1000.00 X .025 = $25.00 Accrual Basis Accounting TRANSACTION VOUCHER DEBIT ACCOUNT CREDIT ACCOUNT AMOUNT 06X Entered Expense 120000-* AP Liability 012000-2100 $1000.00 Gross 04X Paid AP Liability 012000-2100 Cash 012000-1100 $975.00 Net 06X Paid AP Liability 012000-2100 Discount Acct 150000-* $25.00 * expense account code FAMIS to USAS Voucher Interface Regular State Vouchers Regular State vouchers entered in FAMIS will be sent to USAS (Uniform Statewide Accounting System) using USAS T-code 225. These vouchers will produce a payment (warrant or ACH) to the primary vendor. Documents entered with a USAS document type of ‘T’ (IAP - interagency payments) will be excluded from the file transmitted to USAS. Credit Memo State Vouchers State vouchers can be entered on the FAMIS credit memo screen (Screen 108). These vouchers will be sent to USAS using USAS T-code 248. USAS will net the credit memo against the next payment to the vendor. While this entry does not have to be on the same voucher as a regular state voucher, it seems that the best approach would be to enter the credit memo on the same FAMIS voucher number as a regular state voucher - with the net amount greater than zero. This will assure that the credit memo will be applied quickly in USAS. State Vouchers with an Alternate Vendor These vouchers are entered in FAMIS on Screens 104, 111 or 112 with the alternate vendor field filled in. This type of entry will create a reimbursement type voucher to be sent to USAS. The transmission to USAS will be as follows: • T-code 247 - will record the expense using the primary vendor ID. • T-code 904 - will request payment to the alternate vendor. Two examples: • Payment is needed to a rental car agency for travel by an employee. The employee will be the primary vendor, and the rental car agency will be the alternate vendor. • An advance was made to an employee in FAMIS using a clearing account. The travel has since occurred and reimbursement to the agency is needed. The employee will be the primary vendor and the agency will be the alternate vendor. FAMIS to USAS Voucher Interface (cont’d) Revolving (Reimbursement) State Vouchers These vouchers are entered in FAMIS on Screens 134, 111 or 112 with no alternate vendor. These vouchers will create a local check payable to the primary vendor. This type of entry will create a reimbursement type voucher to be sent to USAS. The reimbursement will be to the agency using the agency vendor number from Screen 822 in FAMIS. The transmission to USAS will be as follows: • T-code 247 - will record the expense using the primary vendor ID. • T-code 904 - will request payment to the agency vendor. Revolving (Reimbursement) State Vouchers with Alternate Vendor These vouchers are entered in FAMIS on Screen 134 with an alternate vendor filled in. These vouchers will create a local check payable to the alternate vendor. This type of entry will create a reimbursement type voucher to be sent to USAS. The reimbursement will be to the agency using the agency vendor number from Screen 822 in FAMIS. The transmission to USAS will be as follows: • T-code 247 - will record the expense using the primary vendor ID. • T-code 904 - will request payment to the agency vendor. The only difference between this entry and a regular revolving voucher will be that the local check will be written to the alternate vendor. The reimbursement from the State will always be to the agency. Prepaid State Vouchers No State voucher should be entered on the prepaid voucher Screen 109. If a voucher needs to be entered in FAMIS, but should not be sent to the State Comptroller, usage of USAS document type ‘T’ is recommended. This document type will not be included in the transmission to the State Comptroller. FAMIS to USAS Voucher Interface (cont’d) Prepaid Revolving State Vouchers State vouchers can be entered on the prepaid revolving screen. This screen would normally be used if a vendor is to be paid with State funds, but a local revolving check has been written to pay the vendor and reimbursement from the State is needed. These vouchers will be transmitted to the State just like all other State vouchers (unless document type ‘T’ is used). USAS Document Types and Purchase Category Codes (PCC) USAS document types currently allowed in FAMIS are as follows: Document type 1 use for Travel vouchers Document type 2 use for Post Audit by TPBC purchase vouchers (PCC is required) Document type 3 use for Pre-Audit by TPBC purchase vouchers (PCC is required) Document type 9 use for Exempt from TPBC purchase vouchers Document type T use for interagency payments. (TBPC is the Texas Building and Procurement Commission) Type ‘T’ documents entered into FAMIS will not create a record in the file transmitted to USAS. USAS State Requisition Number The State requisition number is required in USAS on document types 2 and 3. • For Document type 3, FAMIS will always transmit the State requisition number to USAS as entered on the voucher screens. • For Document type 2, FAMIS will transmit the State requisition number to USAS if the number was entered on the voucher screen. If no requisition number was entered on the voucher screen, the voucher number will be sent as the state requisition number. FAMIS to USAS Voucher Interface (cont’d) USAS Payment Distribution Type (PDT) The USAS PDT code indicates how the vendor will be paid by the state. Following are the valid PDT codes in FAMIS. Blank Will default based on the TPIS vendor record. If vendor is set up as direct deposit, vendor will be paid direct deposit. D Direct Deposit. Do not combine documents for funds. DD Direct Deposit. Combine documents within a fund or document agency. DF Direct Deposit. Combine documents and funds within an agency. DH Direct Deposit. Warrant Hold. H Retain for Agency Pickup. HD Retain for Warrant Pickup. Combine documents within a fund or agency. HF Retail for Warrant Pickup. Combine documents and funds within an agency. HH Retail for Warrant Pickup. Warrant Hold. R Return to Agency. Do not combine documents and funds. RD Return to Agency. Combine documents within a fund or document agency. RF Return to Agency. Combine documents and funds within single document agency. RH Return to Agency. Warrant Hold. USAS Program Cost Account (PCA) Override This field on the voucher screens is used to override the PCA code that will be calculated for the account and object code on the voucher. Normally this will be used only with GL accounts, where no PCA can be calculated and the default one will be used. If the PCA override has been used (PCA coded on the voucher line item) then the NACUBO sub- fund is always set to ‘1100’. Descriptive Legal Text (LDT on FAMIS Screens) This information provides a basis for the transaction being processed by providing a legal cite. Program Cost Account (PCA) PCAs for the current year expenditure activity for your agency are based on strategies that are set up on FAMIS Screen 840. Program Cost Account Information Is Required by the State. FAMIS to USAS Voucher Interface (cont’d) Screen 840 - Maintain USAS Strategy Table 840 Maintain USAS Strategy Table 11/16/10 11:12 FY 2011 CC 21 Screen: ___ Appropriation Year: 2011 Starting High Acct: ______ Acct Acct S/C S/C F Low High Low High Goal Obj Strat Description _ 110001 119999 1100 8999 1980 2980 3980 HE PERF INCENTIVE INITIATIVE__ _ 120010 122090 1100 8999 1701 2701 3701 OPERATIONS SUPPORT____________ _ 122091 122091 1100 8999 1008 2020 3061 INDUSTRIAL ENG PROGRAM________ _ 122092 132000 1100 8999 1701 2701 3701 OPERATIONS SUPPORT____________ _ 132001 132001 1100 8999 1980 2980 3980 HEF LIBRARY-NON ABEST_________ _ 132100 132110 1100 8999 1701 2701 3710 ORGANIZED ACTIVITIES__________ _ 132300 132610 1100 8999 1701 2701 3701 OPERATIONS SUPPORT____________ _ 132700 132700 5900 5929 1980 2980 3980 LICENSE PLATE-NON ABEST_______ _ 132800 132800 5890 5929 1980 2980 3980 FIFTH YEAR ACCT SCH-NON ABEST_ _ 132890 132891 1100 8999 1980 2980 3980 TX COLLEGE WORK STUDY-NON ABES _ 132892 132895 1100 8999 1980 2980 3980 ADVANCE TECHNOLOGY PROGRAM____ _ 132900 132900 5890 5929 1980 2980 3980 TEXAS GRANTS-NON ABEST________ _ 132901 132999 1100 8999 1701 2701 3701 OPERATION SUPPORT_____________ _ 133000 133003 1100 8999 1008 2020 3093 CONSTRUCTION ENGINEERING______ ********** More Data -- Press to View ******** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp DLOAD 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. For example, the PCA for account 120310 and object code 1105 would be 30596. Refer to the chart on the next page for FAMIS conversion values for NACUBO function. Screen 6 - SL 6 Digit Account (FSA) 006 SL 6 Digit Account (FSA) 11/16/10 11:16 FY 2011 CC 02 Screen: ___ Account: 144013 ____ VET MED - TEACHING HOSPITAL Account Title: VET MED - TEACHING HOSPITAL________ SA create enable: Y Resp Person: 1xxxxxxx8 STILES, STETSON S Old Acct: 18564__________ ABR Rule: 001 Map Code: 14400 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: 10 Sub-Fun: __ Default Bank: 71001 Override: Y Proj FYTD End Mo: 08 Aux Code: ___ Alternate Banks: ***** _____ _____ _____ _____ Security: ______ State Funds: Y Appropriated: _ ----SA Transactions--- Dept S-Dept Exec Div Coll Mail Cd Stmt Budget Actual Primary: VTEA_ _____ AA CD VM C4457 Y Expense: B B Secondary: CLVM_ _____ AA CD VM C4461 Y Revenue: N B Admn for CC: __ Dept: _____ SDept: _____ Center CC: __ Dept: _____ SDept: _____ Fund Source: 05 _______________________________________ TRS/ORP Exempt: _ Long Title: VET MED - TEACHING HOSPITAL_____________ ________________________________________ Account Letter: _ Setup Date: 06/10/1985 Iteration Date: 06/10/1985 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next CAcct CProj Left Right FAMIS to USAS Voucher Interface (cont’d) NACUBO If the PCA override has been used (PCA coded on the voucher line item) then the NACUBO sub- fund is always set to ‘1100’. If the Account Fund Group is PL (Plant) then the account sub-fund is checked and the NACUBO sub-fund is set accordingly. Account Sub-Fund NACUBO Sub-Fund UA or UU 6100 RR 6200 RI 6300 IP 6400 Any other value 6100 and an error message is returned The other Account Fund Group values determine the NACUBO Sub-Fund. Account Fund Group NACUBO Sub-Fund FG 1100 DS 1200 AX 1300 RS 2100 LN 3100 EN 4100 AN 5100 AG 7100 Any other value 1100 and an error message is returned The FAMIS to USAS interface sends the calculated PCA code to the State. The calculated PCA is displayed on Screen 991. Screen 991 - USAS PCA Calculation 991 USAS PCA Calculation 11/16/10 11:20 FY 2011 CC 02 Screen: ___ Account: 144013 0000 VET MED - TEACHING HOSPITAL Appropriation Year: 2011 Actual Fiscal Year: 2011 Function: 10 Object Code Description Goal Objective Strategy PCA ------- ----------------------------------- ---- --------- -------- ----- 1410 Sal-Teaching - Faculty 1701 2701 3721 37210 1510 Sal-Support Staff - Professional 1701 2701 3721 37210 1910 Employee Insurance Payments 1701 2701 3721 37210 4010 Supplies - Office General 1701 2701 3721 37210 ____ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp FAMIS to USAS Voucher Interface (cont’d) Section III Session/Batch Audit Information Accounts Payable Session/Batch Initialize A real-time session is used to control the processing of data and to provide an audit trail. This provides the ability to check the actual entries made against the paperwork tally of the entries you intended to make. This balancing is a further opportunity to find errors in the entry of data into FAMIS. See the Session/Batch Processes below. A session must be opened before any dollar transactions can be processed in real-time mode. Screen 130 - AP Batch Initialize 130 AP Batch Initialize 11/16/10 11:20 FY 2011 CC 02 Screen: ___ Session Reference: ______ Session Date: 11/16/10__ Session Status: _ Acct Feed: Y Bank: _____ Voucher Feed: Y Description: ___________________________________ User ID Override: N Batch Balancing Information Transactions Amount Expected Totals: _____ ______________ Receipts: 0.00 Processed Totals: 0 0.00 Disburse: 0.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Before a session is opened, run a total of the transactions and amounts to be entered in the session. Later, when the session is closed, these totals are used to verify correct entry. • Advance to Screen 130. • Type a reference number in the Reference Number: field and an ‘O’ (open) in the Session Status: field. • Type a date and description of the transactions in the batch. • Type the bank number in the appropriate field. • Enter the calculated total number of transactions and amounts in the Expected Totals: fields. • Press . If there are no error messages advance to the screen desired to enter transactions. Screen 130 – AP Batch Initialize (cont’d) Session/Batch Process All transactions processed within a session contain the session reference number and date. When the session is opened for the first time, the system creates a batch record that has this reference number and date. As transactions are processed, the system accumulates the number of transactions processed and the cumulative total (absolute, or ‘HASH’ total) of all dollars processed in the session. These control totals are displayed at the bottom of all the real- time updating screens. The batch record is not updated with the totals until the batch is closed. Reopen a Session A session may be opened and closed as many times as necessary throughout the day it is created. Each session record has a run date, which is the current CPU date. As long as the run date on the session and the CPU date agree, and an AP Check/Voucher Cycle has not been run, the session can be reopened. View a Session To view Accounts Payable session and batch information, use inquiry Screens 124 and 127. Additional information may be seen using the AP batch summary listing, VBMR100, which is printed with the daily reports. Steps to Close a Real Time Session • Advance to Screen 130. • Type in Session Reference and Date. Press . • Type a ‘C’ (close) in the Session Status: field and press . Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Screen Information . Session Reference: 6 characters/digits Enter a session reference number. . Session Date: 8 digits Include the date of the session. Session Status: 1 character Indicate the status of the session. O = opens the session. C = closes the session. Acct Feed: 1 character (field is protected at ‘Y’) ‘Y’ indicates that all vouchers and credit memos will be fed to accounting. . Bank: 5 digits Enter the number of the bank to be used for the transactions. Screen 130 – AP Batch Initialize (cont’d) Voucher Feed: 1 character ‘Y’ indicates that all voucher transactions are fed to accounting based on the accrual method basis. Description: 35 characters Include a summary description of transactions in the session. User ID Override: 1 character ‘Y’ allows opening a session established by a different user identification on the same day. Expected Totals Transactions: 5 digits Enter the expected number of transactions to be completed in this session. Amount: 14 digits Include the expected total amount of the transactions to be completed in this session. Processed Totals Transactions: 5 digits Shows the number of transactions completed in this session. Amount: 14 digits Displays the total amount of the transactions completed in this session. Batch Balancing Information Receipts: 15 digits Identifies the total amount of receipts entered in this session. Disburse: 15 digits Shows the total amount of disbursements entered in this session. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. Session/Batch Header List The session/batch header list, seen on Screen 124, displays summary information about the session/batches that were created for entry of accounts payable transactions. This screen lists the information in the session/batch entered on Screen 130. The Batch Date: field has been added to allow you to position a specific batch reference at the top of the list without having to page through all the batches. For instance if you wanted to see all the batch headers for a student feed but weren't interested in batches before a certain date. Just enter the batch reference and a specific date and the program will begin listing batches beginning with the next batch on or after the date entered. Screen 124 - AP Session/Batch Header List 124 AP Session/Batch Header List - PROCESSED 11/16/10 11:21 FY 2011 CC 02 Screen: ___ Batch Ref: ______ Batch Date: __________ S Batch Batch Bank Run S e Ref Date Description Amount Count No Date t - ------ -------- -------------------- ---------------- ----- ----- -------- - _ PPVE01 10/14/10 LOCAL ACCOUNTING ONL 983.80 1 06000 10/14/10 C _ PPVE01 10/15/10 PREPAID LOCAL PURCHA 7,257.18 11 06000 10/15/10 C _ PPVE01 10/21/10 PREPAID LOCAL 2,270.00 8 04060 10/21/10 C _ PPVE01 10/28/10 PREPAID LOCAL 35,602.20 6 04060 10/28/10 C _ PPVE01 11/15/10 PREPAID LOCAL 16,100.00 3 04060 11/15/10 C _ PPVE02 09/13/10 LOCAL ACCOUNTING ONL 665,802.42 6 06000 09/13/10 C _ PPVE02 09/23/10 PREPAID LOCAL 37,062.21 1 06000 09/23/10 C _ PPVE02 10/05/10 PREPAID LOCAL 100.00 1 04060 10/05/10 C _ PPVE02 10/08/10 PREPAID LOCAL 480.00 2 04060 10/08/10 C _ PPVE02 10/14/10 LOCAL ACCOUNTING ONL 3,108.74 1 06000 10/14/10 C _ PPVE02 10/21/10 PREPAID LOCAL PURCHA 1,168.88 4 06000 10/21/10 C _ PPVE02 10/27/10 LOCAL ACCOUNTING ONL 1,170,127.51 6 06000 10/27/10 C _ PPVE02 10/28/10 PREPAID LOCAL PURCHA 673.84 4 06000 10/28/10 C * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 124. • Enter the desired batch reference number in the Batch Ref: field and press . If the batch reference number is not known you can page through the list displayed, or enter the first letter of a batch reference header to view a list beginning with that letter and press . • Type an “X” in the Se: field to select a document and advance to Screen 127. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line Batch Ref: 6 characters/digits Enter a batch reference number to position the screen list to an individual batch header. Batch Date: 8 digits Enter a date to view batches created on or near that date. Screen 124 – AP Session/Batch Header List (cont’d) Screen Information Se: 1 character Type an ‘X’ and press to select the batch reference and proceed to Screen 27. Batch Ref: 6 characters/digits Designates the reference number of the batch header. Batch Date: 8 digits Displays the date that was entered on the batch when created. Description: 20 characters Describes the transactions within the batch. Amount: 16 digits Provides the total amount posted in specified session. Count: 5 digits States the number of transactions posted in the specified batch session. Bank No: 5 digits Indicates the bank number entered on the batch header. The bank may or may not be the bank on individual transactions within the batch. Run Date: 6 digits Shows date the batch was actually run. St: 1 character Indicates if the status of the batch session is open or closed. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Transaction Inquiry by Batch Where Screen 124 provides summary totals for all batches, Screen 127 provides detailed information on each batch. If there are 50 transactions in one batch, this screen will display the 50 individual transactions with detailed information. The batch information shown below displays an example of the transactions entered in the batch that was selected on Screen 124. The “Ref” column heading and information displayed is determined by the number entered in the Ref: field on the Action Line. Screen 127 - Transaction Inquiry by Batch (Panel 1) 127 Transaction Inquiry by Batch 11/16/10 11:23 FY 2011 CC 02 Screen: ___ Batch Ref: INVC10 Date: 10/27/2010 Indirect Also: N Ref: 2 Dir/ Bank Option: N Account TC Ref 2 Date Description Ind Amount I Offset Acct ----------- --- ------- ----- ---------------- - --------------- - ----------- 511965 5616 068 1xxxxx0 10/27 TOMS PRINTING T D 62.00 P 050000 2100 050000 2100 068 1xxxxx0 10/27 TOMS PRINTING T D 62.00- P 511965 5616 271910 5751 068 1xxxxx7 10/27 ADVANCED TECHNO D 17.71 N 027191 2100 027191 2100 068 1xxxxx7 10/27 ADVANCED TECHNO D 17.71- N 271910 5751 271910 5751 068 1xxxxx7 10/27 ADVANCED TECHNO D 4,500.00 P 027191 2100 027191 2100 068 1xxxxx7 10/27 ADVANCED TECHNO D 4,500.00- P 271910 5751 271910 5521 068 1xxxxx7 10/27 DALE MARKETING L D 74.95 P 027191 2100 027191 2100 068 1xxxxx7 10/27 DALE MARKETING L D 74.95- P 271910 5521 * End Of Data * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Dload Left Right The “Offset Acct” column will change to “Bank” when the Bank Option: field is ‘Y’. Screen 127 - Transaction Inquiry by Batch (Panel 2) 127 Transaction Inquiry by Batch 11/16/10 11:25 FY 2011 CC 02 Screen: ___ Batch Ref: INVC10 Date: 10/27/2010 Indirect Also: N Ref: 2 Bank Option: N Account TC Ref 2 Date Description Amount ----------------- --- ------- ----- -------------------------- --------------- 511965 00000 5616 068 1xxxxx0 10/27 TOMS PRINTING T 62.00 050000 00000 2100 068 1xxxxx0 10/27 TOMS PRINTING T 62.00- 271910 00000 5751 068 1xxxxx7 10/27 ADVANCED TECHNOLOGY PRODUCTS 17.71 027191 00000 2100 068 1xxxxx7 10/27 ADVANCED TECHNOlOGY PRODUCTS 17.71- 271910 00000 5751 068 1xxxxx7 10/27 ADVANCED TECHNOlOGY PRODUCTS 4,500.00 027191 00000 2100 068 1xxxxx7 10/27 ADVANCED TECHNOlOGY PRODUCTS 4,500.00- 271910 00000 5521 068 1xxxxx7 10/27 DALE MARKETING L P 74.95 027191 00000 2100 068 1xxxxx7 10/27 DALE MARKETING L P 74.95- * End Of Data * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Dload Left Right Screen 127 – Transaction Inquiry by Batch (cont’d) Basic Steps • Advance to Screen 127. • Type the batch header reference number and date on the Action Line and press . The individual batch transactions will be displayed. • Type ‘Y’ in the Indirect Also: field to display the indirect transactions. • The Ref: field can be changed to display values for References 1, 2, 3, and 4. • Type ‘Y’ in the Bank Option: field to display the bank affected by the transaction. If ‘N’, columns will show the offset account number. Transaction Process • The Ref: field can be changed to display values for References 1, 2, 3, and 4. • To access a specific batch, advance to Screen 124 for the batch listings, type an ‘X’ beside the desired batch and press . This will display the selected batch information on Screen 127. When working with Support Accounts, Screen 127 provides the support account version of the same information by pressing PF11. • Type ‘Y’ in the Bank Option: field to display the bank affected by the transaction. If ‘N’, columns will show the offset account number. • Type ‘Y’ in the Indirect Also: field to also display the Indirect transactions. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Batch Ref: 6 characters/digits Type a batch header reference number to display the transactions in the batch at the top of the list. The batch number usually indicates the type of transactions entered. . Date: 8 digits Indicate the date the batch was posted to the system or leave blank. Indirect Also: 1 character Type ‘Y’ to include the indirect transactions. Ref: 1 digit Enter a value for the reference code (1, 2, 3 or 4). Bank Option: 1 character Type ‘Y’ to display the bank used when entering the batch transactions. If ‘N’ is entered, it will display the offset account. Screen Information Panel 1 Account: 10 digits Indicates the account number affected by the transaction. Screen 127 – Transaction Inquiry by Batch (cont’d) TC: 3 digits Shows the transaction code, designating the type of transaction. Ref: 7 digits Displays the reference code number entered on the Action Line. Date: 4 digits Shows the date the batch session was entered. Description: 16 characters Describes the transaction item. Dir/Ind: 1 character Indicates whether the transaction is Direct (D) or Indirect (I). Indirects are only displayed if you type ‘Y’ on the Action Line in the Indirect Also: field. Amount: 15 digits Shows the amount of the transaction item. I: 1 character Identifies the indicator for credit, debit or encumbrance liquidation (either P- Partial or F-Final). Offset Acct 10 digits (Or Bank): Displays the offsetting account for direct double-sided transactions. Bank information will be shown if ‘Y’ is entered in the Bank Option: field on the Action Line. Panel 2 Account: 15 digits Shows the entire account number (including SA and SL numbers). TC: 3 digits Shows the transaction code, designating the type of transaction. Ref: 7 digits Displays the reference code, providing details about specified transactions. Date: 4 digits Shows the date the batch session was entered. Description: 26 characters Displays a complete description of the transaction item. Amount: 15 digits Shows the amount of the transaction item. Screen 127 – Transaction Inquiry by Batch (cont’d) Additional Functions PF KEYS: See Appendix for explanation of standard PF Keys. PF6 View View View detail of transaction record. PF9 Download Dload Press to download the data through Entire Connection. Screen 127 – Transaction Inquiry by Batch (cont’d) Section IV Vouchers & Credit Memos Create a Regular Voucher Vouchers are used to authorize payment to a vendor for goods or services rendered. FAMIS uses the term ‘voucher’ for both local and state funds. The bank used for the voucher differentiates state and local vouchers. Local banks begin with a 0; state banks begin with a non-zero number. An accounts payable batch session must be opened on Screen 130 before voucher processing. • A batch session must be opened before access to Screen 104 is allowed. If a session is not opened first, a pop-up window of Screen 130 will display requiring you to open a batch session before proceeding to Screen 104. • Include the appropriate information and press to advance to Screen 104. Screen 130 - AP Batch Initialize +------------------------------------------------------+ | F0019 Session not currently active | | 130 AP Batch Initialize | | | | Screen: ___ | | | | Batch Ref: JAC001 Batch Date: 11/16/2010 | | Status: O Acct Feed: Y | | Bank: 03000 Voucher Feed: Y | | Description: ___________________________________ | | User ID Override: N | | | | | | | | | | | | Transactions Amount | | Expected Totals: 10___ _______1000.00 | | | +------------------------------------------------------+ Screen 104 - Voucher Create 104 Voucher Create MICRO PC SUPPLY 11/16/10 14:05 FY 2010 CC AM Screen: ___ Vendor: 1vvvvvvvvv1 Voucher: 0______ Default Cost Ref: N Budget Balance Override: Actuals: N Type: 2 Dept. Ref. #: MC123__ Enclosure Code: _ Invoice Date: 11/15/2010 Order Date: __________ Due Date: __________ State Req Nbr: ___________ GSC Ord: _______ Description: ________________________________________ ________________________________________ Cust AR NBR: _________________________ ACH Ovrd: _ Hold Flag: N Discount Type: _ Disc. Code: __ Disc. Amt: ___________ Alt.Vendor: ___________ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: _ PCC Code: _ PDT Code: __ LDT Codes: __ __ __ __ __ __ IC: _ Reason: __ Cont Wk Force: _ Confidential: _ Dup P.O. Encumb P/F/N C Comp. Item Inv Ln Account Number Obj. Liq Ind Bank F Code Amount 1099 Ovrrd 1 440001 00000 4010 _______ ____ _ 03000 _ 7300 35.00_______ _ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 07/22/2008 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp ACH Multi Desc Warns Screen 104 – Voucher Create (cont’d) NOTES: • The ability to access the Budget Balance Override: Actuals: field depends on the user having the appropriate element security. This same field can be found on Screen 109 and Screen 118. Type ‘Y’ in this field to override budget actuals. • You can mark a voucher or line items as ‘confidential’ in the Confidential (on the header) or CF (on the line item) field. All voucher line items with an object code that maps to the Comptroller List of Confidential Codes are flagged by the FAMIS programs as ‘confidential’ even if the Confidential Indicator is not entered on the screen. Basic Steps • Open a batch session on Screen 130. • Advance to Screen 104. • Type valid data in the fields available. • Indicate if the voucher or line item(s) should be ‘confidential’ by entering the appropriate value in the Confidential or CF field. • Press to record the information. • Close the session on Screen 130. Voucher Process The 15 digit accounts on the voucher are expensed when the voucher transaction is entered. In addition, a payable is created in the mapped General Ledger account. The payable is reduced when the voucher is processed for printing. Vouchers are selected for payment based on the date in the Due Date field. This date determines the date on the check. If this field is left blank, the current date is used. At present, the regular voucher process is run nightly for most institutions. All vouchers will go into cycle the night before the due date so the printed check date will match the due date. An exception to this will occur when there are three or more days between the due date and the last check cycle before a holiday period. In this case the voucher will pull into cycle a day earlier than usual and the check/ACH will be produced and dated on the last working day before the holiday. TECH NOTE: Only those check/ACH payments created during the holiday period will print on the first day after a holiday. To force an existing voucher to pay on the first day after a holiday: 1. Do not close the voucher until after the last check cycle before the holiday. 2. Place the voucher on hold prior to the last check cycle before a holiday and remove the hold after the last check cycle runs. Screen 104 – Voucher Create (cont’d) A discount entered on the voucher will not be realized until the check or state voucher is printed. If the check or state voucher is printed on or before the due date, the discount will be realized and transferred back to either the expense account or a separate discount account which is set up by each institution. (See Screen 822.) Revolving vouchers are treated differently. See the section on revolving vouchers for details. Transaction Codes Vouchers have transaction codes of 140 to 149. The following transaction codes ARE allowed: TC = 140 Regular Voucher TC = 141 Regular Voucher TC = 142 Produces a Separate Check TC = 149 Produces a Separate Check. TC = 143 State Travel Vouchers (prints to a separate print set; this allows travel vouchers to be printed on plain paper, thereby not wasting a voucher form; FAMIS does not print a true Travel Voucher). The following transaction codes are NOT allowed on this screen: TC = 147 Revolving Voucher TC = 148 Change Source of Funds Regular Voucher Process Automatic Voucher Numbering To prompt FAMIS to automatically assign a voucher number, a valid prefix must be typed in the voucher field. FAMIS Services sets up valid prefixes on Screen 834 - Voucher Type Create and they can be viewed on Screen 835 - Last Voucher Number Used Table. The steps for automatic voucher numbering are: • Type a valid prefix in the Voucher: field. • Press and begin entering voucher information. • After final data acceptance, the assigned voucher number will be given in the message above the Screen: field, or in the pop-up screen visible by pressing PF3. Screen 104 – Voucher Create (cont’d) Due Date Processing The Due Date: field determines the date on the check. The voucher will be pulled to cycle the day prior. Tech Note: The DATETO parameter, usually set to APCYCLE, in the JCL is compared to the Due Date: field to determine if the voucher is pulled to cycle. APCYCLE pulls the voucher to cycle the night before and uses the Due Date on the check. Create a Single Voucher for Multi-Accounts Before a voucher is accepted, a pop-up screen for Multi-Account Vouchering appears. Different accounts (15 digits) paying the same vendor can be charged with a single voucher. Since these accounts are input at the object code level, you have the choice of: (1) combining line items to the same object code to one line, or (2) entering each line item separately. Keep in mind you only can input one invoice number per line. Screen 104 – PF9 Multi-Account Pop-Up Window Screen: 104 ** Multi-Account Vouchering ** Enc. C Comp. Account P.O.Num Obj. P/F Bank F Code Amount 1099 Ln: 1 440001 00000 4010 _______ ____ _ 03000 _ 7300 _______35.00 _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Ln: 2 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Ln: 3 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Ln: 4 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Total Posted Items: 0 Total Working Items: 1 _________35.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Exit ECopy Bkwd Frwd SCopy Cancl Useful PF Keys: PF9 copy a line (place the cursor anywhere on the line to be copied) PF8 access up to twenty more lines PF7 scroll backward through the entries PF4 return to Screen 104, or press PF12 cancel entry on the multi account screen, press PF12. Screen 104 – Voucher Create (cont’d) Multi-Account Encumbrance Liquidation Multi-account vouchers can liquidate from different purchase order numbers, one for each line of the voucher. Vouchers can liquidate one purchase order number on multiple lines. However, if the total of all lines will drive expenses over the encumbered amount, you must input the liquidation indicator in the P/F/N Liq Ind: field with the following values: • Type ‘F’ on the multi-account line that finalizes the liquidation. • Then, ‘N’ on all of the remaining multi-account lines. Multi-Account Vouchers -- More Than 20 Lines / Accounts If more than 20 lines or accounts are needed on the voucher, additional lines / accounts, up to a total of 60, may be entered on a subsequent voucher using the same voucher number. Enter the first 20 accounts on Screen 104 using the multi-account window; noting the assigned voucher number upon acceptance of these lines. Re-enter the newly created voucher number in the Voucher Number: field and press . This process will allow you to continue adding lines to the previously created voucher. The following pop-up window appears after you have entered accounts in the multi-account vouchering window and pressed . Enter ‘N’ to continue. +----------------------------------------------------+ | | | | | The Voucher number 0000001 was entered. | | | | You may only add additional lines items | | to this voucher. | | | | Enter 'Y' to enter a different voucher number | | Enter 'N' to continue with this voucher. | | | | Change Voucher Number(Y/N): Y | | | +----------------------------------------------------+ Checks There is a limit of 100 vouchers on a check. Additional Description Use PF10 to enter additional description for the voucher. There are 11 total lines available for text entry. Screen 104 – Voucher Create (cont’d) Correct Regular Vouchers You can only correct regular vouchers before the state voucher or check cycle has been run (usually done on a daily basis). In other words, you may access and change vouchers that have been entered, but not selected for processing in the print cycles. For vouchers that have entered the print cycles and need correction, you must wait until they are out of cycle, then delete and re-enter them correctly. Prior to Print Cycles: Use Screens 105 or 125 to modify both state vouchers and local vouchers. Post Print Cycles: Local Vouchers • Use Screen 110 to void the check (this will automatically void the voucher). State Vouchers • Use Screen 146 to void the whole state voucher. • Use Screen 147 to enter a partial void for state disallowance. 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 created. Default Cost Ref: 1 character Enter ‘Y’ to display the cost reference fields for entry. Budget Balance 1 character Override: Actuals: Type ‘Y’ to override budget actuals. Must have appropriate security to access this field. Screen Information Type: 1 digit Enter the third digit of the transaction code, which indicates the type of voucher. Dept. Ref. #: 7 digits/characters Leave blank or enter Reference #4 - Departmental voucher reference number Screen 104 – Voucher Create (cont’d) Enclosure Code: Help 1 character Include the code identifying enclosures may be included. This will force separate checks for local vouchers. Vouchers will be grouped by identical codes. 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 user 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 Include the date the order was placed. Required for state vouchers. Due Date: 8 digits Enter the due date for the payment. This field determines when the voucher is processed for payment. See Voucher Processes section. State Req Nbr: 11 digits Identify the requisition number assigned by the State. GSC Ord: 7 characters Include the TBPC (General Services Commission) defined code for purchase orders requiring their approval. Description: 40 characters Type a description of the voucher to be created. Cust AR NBR: 25 digits Include the Customer Accounts Receivable number assigned to purchaser by vendor. ACH Ovrd: 1 character Enter ‘Y’ to override the sending of ACH (Automated Clearinghouse) for a vendor. This keeps the routing information available. Checks will be created for the vendor until reset. 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 104 – Voucher Create (cont’d) Discount Type: Help 1 character Identify the discount type code: D = Dollar value P = Percent value T = Code taken from Vendor record V = Code based on Discount code Blank = No discount applied Disc. Code: 2 characters Enter pre-defined discount codes and values can be viewed on Screen 808. Disc. Amt: 11 digits When used with discount type ‘D’, enter the dollar amount of the discount to be applied. When used with discount type ‘P’, enter the percent discount to be applied. Alt. Vendor: 11 digits If appropriate, identify the alternate vendor receiving payment. W2/SSN: 9 digits Include the identification number (Social Security number on W2 form) for the employee if the voucher is for services (i.e., moving). Travel Hotel Zip: 9 digits Specify 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 Enter the USAS defined document type code that determines processing at the state. PCC Code: Help 1 character Provide a TBPC (GSC) defined Purchase Category Code for 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: Help 2 characters each Enter any USAS Descriptive/Legal Text codes for stamps to be put on a voucher. IC: Help 1 character Identify the interest calculation procedure to be followed. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Screen 104 – Voucher Create (cont’d) Reason: Help 2 characters Include the reason for interest exemption: For example: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented Cont Wk Force: 1 character Identify if this payment is to be flagged as a Contract Work Force Payment. 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 Line Item Information Ln: 2 digits Displays the line number of an item currently being entered on a voucher. Account: 15 digits Include account number to be debited. P.O. Number: 7 digits Provide the purchase order number. Also Reference #1. Encumb Obj: 4 digits Identify the object code used when the encumbrance was created. P/F/N Liq Ind: Help 1 character Specify the encumbrance liquidation indicator: P = Partial liquidation F = Full liquidation N = No liquidation 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. CF: 1 character Identify if the line items are 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 Screen 104 – Voucher Create (cont’d) Comp. Code: 4 digits Enter the State Comptroller Object Code (required for state vouchers). This will default from FAMIS object code. Item Amount: 12 digits Provide the dollar amount for a specific item on a voucher. 1099: Help 1 character/digit Signify the appropriate 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 Dup Inv Ovrrd: 1 character Enter ‘Y’ to allow creation of voucher for previously entered invoice. (Duplicate Invoice Override) Inv: 14 digits Enter the number of the invoice to be paid. PCA: 5 digits Provide the Program Cost Account code, a USAS required field used as a coding reduction field. Used to override the calculated PCA code. Should be used primarily on vouchers against GLs. Cost Ref 1, 2, 3: 7 characters Enter the cost reference accounting entries. Dates: Inv Rec: 8 digits Include the date the invoice was received. This must be (1) after or equal to the invoice date and (2) before or equal to the date the voucher is being entered. Delv: 8 digits Indicate the receiving (delivery) date for vouchers created via the Purchasing Module of FAMIS. When a voucher is created on Screen 345, the receiving date is picked up from the limited purchase received date or from the date of the receiving document for documents where a receiving document was created. Req Pay: 8 digits Include the date you request the State to pay the voucher. Screen 104 – Voucher Create (cont’d) IC: Help 1 character Identify the interest calculation procedure to be followed. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Rsn: Help 2 characters Include the reason for interest exemption: Valid values are: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented MI = Mailing Instr On PO Not Followed NI = No Invoice Received Current Batch Information Transactions: 5 digits Displays the number of transactions processed. Amount: 20 digits Shows the total amount of the transactions processed. Batch: 6 characters/digits Provides 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. PF4 ACH ACH Displays the Automated Clearing House bank information if this is an ACH vendor. PF9 Multi-account Multi Allows additional line items to be entered for multi-account vouchering, if necessary. PF10 Description Desc Provides space for a longer description to be entered. PF12 Warnings Warns Displays nonfatal warning messages. Modify an Unpaid Voucher Unpaid vouchers can be corrected using Screen 105. This is useful if the data was entered incorrectly or when circumstances have changed since the voucher was created> Unpaid vouchers can be modified only prior to the voucher being pulled for the check or state voucher print cycle. A voucher with a status of “OUT” (outstanding) can be modified, but a voucher with a status of “CYCL” cannot be modified. (See Correcting Regular Vouchers under the section on Screen 104 for other options.) The State Hold Override flag will allow you to override the state hold on a specific voucher. The user ID of the person entering the override, as well as the date, is recorded and displayed at the bottom of Panel 2 on Screen 169. Screen 105 - Voucher Header Modify 105 Voucher Header Modify 07/21/08 14:54 *ACH VENDOR* FY 2008 CC 02 Screen: ___ Voucher: 1825829 Fiscal Year: 2007 Type: 0 Dept. Ref. #: 5120___ Enclosure Code: _ Invoice Date: 05/09/2007 Order Date: 05/09/2007 Due Date: 05/31/2007 State Req Nbr: ___________ GSC Ord: _______ Description: HEADSETS________________________________ ________________________________________ Cust AR NBR: TELECOMMUNICATIONS_______ ACH Ovrd: _ Hold Flag: N State Hold Ovrd: _ Alt.Vendor: ___________ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: _ PCC Code: _ LDT Codes: __ __ __ __ __ __ IC: _ Reason: __ PDT Code: __ Cont Wk Force: _ Confidential: _ Orig Warrant Pay Dt: __________ Vendor: 1vvvvvvvvv1 RTK & ASSOCIATES Voucher Total: 612.00 Net Amount: 612.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp ACH Desc Basic Steps • Advance to Screen 105. • Type valid data in the fields available. • Indicate if the voucher should be ‘confidential’ by entering the appropriate value in the Confidential: field. • Press to modify the voucher. Screen 105 – Voucher Header Modify (cont’d) Voucher Modify Process Most of the fields displayed on Screen 105 can be changed prior to cycle. However, the following is also true: These fields MAY NOT BE CHANGED: • Vendor number • Voucher number • Account number • Most dollar data • Invoice number • P/F/N indicator • Bank If corrections need to be made to any of the preceding fields, you must drop the voucher or the line item on Screen 106 and then recreate it on Screen 104 with the correct information. These fields MAY be changed, by using Screen 125: • Voucher Total • Discount information Transaction Codes Changes may be made to the Transaction Type: field, as long as the type of voucher is not changed. For example, the transaction type to process a regular voucher (TC=141) cannot be changed to a revolving process voucher (TC=147). ACH Override Flag Screen 105 allows the ACH Override flag to be changed on vouchers which have the "Original distribution date" set. This eliminates problems where: (1) vendors were on state hold and (2) vouchers and credit memos summed to a negative amount in the ACH or Check Cycle. These ACH entries can now be overridden to produce a check. Confidential Indicator You can mark a voucher or line items as ‘confidential’ by entering the appropriate value in the Confidential: field. All voucher line items with an object code that maps to the Comptroller List of Confidential Codes are flagged by the FAMIS programs as ‘confidential’ even if the Confidential Indicator is not entered on the screen. Screen 105 – Voucher Header Modify (cont’d) Order Date: 8 digits Include the date the order was placed. Required for state vouchers. Due Date: 8 digits Enter the due date for the payment. This field determines when the voucher is pulled to cycle for payment. State Req Nbr: 11 digits Identify the Requisition number given by the state. GSC Ord: 7 characters Include the TBPC (General Services Commission) defined code for purchase orders requiring their approval. Description: 35 characters Provide a description of the voucher to be modified. Cust AR NBR: 25 digits Include the Customer Accounts Receivable number assigned to purchaser as a receivable by vendor. ACH Ovrd: 1 character Enter ‘Y’ to override the sending of ACH (Automated Clearinghouse) for a vendor. This keeps the routing information available. Checks will be created for the vendor until reset. 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. State Hold Ovrd: 1 character Enter ‘Y’ to override the State Vendor Hold and allow the line item to create a check. Alt. Vendor: 11 digits Signify the vendor identification number of the alternate vendor receiving payment. The alternate vendor can be changed prior to the cycle. W2/SSN: 9 digits Provide the identification number (Social Security number on W2 form) for employee if the voucher is for services (i.e., moving). Travel Hotel Zip: 9 digits Enter 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. Screen 105 – Voucher Header Modify (cont’d) PCC Code: Help 1 character Enter a General Services Commission (GSC) defined Purchase Category Code that identifies purchase types and associated payments. LDT Codes: Help 2 characters each Provide any USAS Descriptive/Legal Text stamps to be put on a voucher. IC: Help 1 character Identify the interest calculation procedure to be followed. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Reason: Help 2 characters Include the reason for interest exemption: Valid values are: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented MI = Mailing Instr on PO Not Followed NI = No Invoice Received PDT Code: Help 2 characters Provide a USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits. Cont Wk Force: 1 character Indicate if this payment is to be flagged as a Contract Work Force Payment. 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 Orig Warrant 8 digits Pay Dt: Identify the date the original warrant payment was issued. Vendor: 11 digits Displays the vendor’s identification number to be paid. Voucher Total: 15 digits Shows the gross amount of the voucher. Screen 105 – Voucher Header Modify (cont’d) Net Amount: 20 digits Identifies the net amount, after discount, of the voucher. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF4 ACH ACH Displays the Automated Clearing House bank information if this is an ACH vendor. PF10 Description Desc Provides space for a including a longer description to be entered. Drop an Unpaid Voucher A voucher (or specific line items) may be dropped only before the state voucher or check print cycles. When the voucher (or line item) is dropped, the reversing accounting entries are automatically created. Screen 106 is used to drop vouchers created on Screens 104 and 108 before they are pulled into the check cycle and printed. A voucher with a status of “CYCL” cannot be dropped. Multiple distributions for vouchers are created because of a need to spread expenses across multiple accounts. An example would be FAMIS producing one voucher and check due to several departments receiving invoices from the same vendor. This would be a voucher with multiple accounts. Screen 106 - Unpaid Voucher Drop 106 Unpaid Voucher Drop 11/16/10 14:33 FY 2010 CC AM Screen: ___ Voucher: 0xxxxx8 Fiscal Year: 2010 Vendor: Line Item Nbr: ___ * Enter a Line Item Nbr to drop a specific item from a voucher. * Type in 'ALL' to drop the entire voucher. Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 11/16/2010 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Voucher Drop Process Delete a Single Line-Item from Multiple-Account Vouchers When a multiple-account voucher requires modification, type the line item number to be deleted. (EX: for line item number 3, enter ‘003’) In the pop-up window type ‘Y’ to continue the drop process, or ‘N’ to have the process aborted. Screen 106 – Unpaid Voucher Drop (cont’d) Screen 106 - Item Delete Pop-up Window +---------------------------------------------------------+ | | | Voucher Drop Confirmation | | | | P.O. Enc. P/F/N Comp | | Account Number Obj. Ind. Bank Code | | 297060 00000 4090 03000 7335 | | | | Cost Cost Cost | | Amount Inv. Number Ref 1 Ref 2 Ref 3 | | 150.24 | | | | Enter 'Y' to Drop: _ | +---------------------------------------------------------+ Basic Steps • Open a session on Screen 130. • Advance to Screen 106. • Enter valid data on the Action Line. Press . • To drop a single line item from an unpaid voucher, type the line item number in the Line Item Number field: and press . • Type ‘ALL’ in the line item field to drop a voucher that has been distributed among more than one account and press . • Once the pop-up window appears asking for confirmation of the drop, type ‘Y’ to continue the drop process, or ‘N’ to have the process aborted. • Close the session using Screen 130. • Type ‘ALL’ in the Line Item Nbr: field and press . Drop All Line Items on Multiple-Account Vouchers In cases like these, all lines of the multi-account vouchers may be dropped with a single voucher drop transaction. This is only possible, however, if the same voucher number was used to create the multiple distributions. The system creates the appropriate accounting transactions for each account distribution that is dropped. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Enter the voucher number to be dropped. . Fiscal Year: 4 digits Type the fiscal year the voucher was posted. Screen Information Vendor: 11 digits Displays the number of the vendor to be paid. Screen 106 – Unpaid Voucher Drop (cont’d) Line Item Nbr: 3 digits Enter the line item number of a specific item on a voucher. to drop a specific item from a voucher. (Ex. for line item number 3, enter ‘003’) OR type ‘ALL’ to drop the entire voucher. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF12 Warnings Warns Displays nonfatal warning messages. Voucher Line Item without Accounting Sometimes you need to modify some attributes on a line item on a voucher and Screen 107 allows you to modify certain fields. Fields to modify: 1099 Code PCA code IC (interest calculation) IC Reason Invoice Receive Date Delivery Date Requested Payment Date Screen 107 - Voucher Line Item Modify without Accounting 107 Voucher Line Item Modify w/o Actg 07/21/08 15:55 *ACH VENDOR* FY 2008 CC 02 Screen: ___ Voucher: 1xxxxx9 Line Item: 1__ Fiscal Year: 2007 Vendor: 1vvvvvvvvv1 TOMS PRINTING T Alt.Vendor: 1099 Code: _ PCA Code: _____ IC: _ Rsn: __ Dates: Inv Rec: 05/31/2007 Delv: __________ Req Pay: __________ Type: 0 Dept. Ref. #: PRINT Enclosure Code: Invoice Date: 05/25/2007 Order Date: 05/31/2007 Due Date: 06/12/2007 Description: BUS CARDS - IVAN V. IVANON--SR6418 Hold Flag: N USAS Doc Type: PCC Code: PDT Code: State Hold Override: LDT Codes: Cont Wk Force: Vchr Hdr: IC: Reason: P.O. Encumb P/F/N C Comp Item Account Number Obj. Liq Ind Bank F Code Amount 214360 00000 6925 P705237 6925 F 06000 7273 30.00 Inv: 147090 Cost Ref 1: 2: 3: Transactions: 0 Amount: 0.00 Batch: Date: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Desc Basic Steps • Open a session on Screen 130. • Advance to Screen 107. • Type modification in the fields available and press to record the information. • Close the session using Screen 130. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Enter the voucher number to be modified. . Line Item: 3 digits Enter the line item number to be modified. . Fiscal Year: 4 digits Include the fiscal year of the voucher to be modified. The default is the current fiscal year. Screen 107 – Voucher Line Item Modify without Accounting (cont’d) Screen Information Vendor: 50 digits/characters Displays the number and name of the vendor to be paid. Alt. Vendor: 50 digits/characters Shows the number and name of the alternate vendor to be paid. 1099 Code: Help 1 character Indicate the 1099 code. Examples 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 PCA Code: 5 digits Include the Program Cost Account code, a USAS required field used as a coding reduction field. Used to override the calculated PCA code. Should be used primarily on vouchers against GL accounts. IC: Help 1 character Identify the interest calculation procedure to be followed. Valid values are: A = Accept Scheduling of Late Payment Blank = None F = Force Interest Calculation R = Refuse Interest Calculation Rsn: Help 2 characters Include the reason for interest exemption: Valid values are: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented MI = Mailing Instr On PO Not Followed NI = No Invoice Received Screen 107 – Voucher Line Item Modify without Accounting (cont’d) Dates: Inv Rec: 8 digits Enter the date the invoice was received. Delv: 8 digits Identify the delivery date of the items purchased. Req Pay: 8 digits Include the requested payment date for the voucher. Type: 1 digit Shows the third digit of the transaction code, which indicates the type of voucher. Dept. Ref. #: 7 digits/characters Identifies the departmental reference number. Enclosure Code: 1 character Indicates enclosures may be included. This will force separate checks. Invoice Date: 8 digits Identifies 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 Shows the date the order was placed. (Required for state vouchers.) Due Date: 8 digits Displays the date the remittance is due the vendor. Description: 2 lines 50 characters each Provides a description of the items paid by the voucher. 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. USAS Doc Type: 1 character Displays the USAS defined document type which determines processing at the state. PCC Code: Help 1 character Displays a General Services Commission (GSC) defined Purchase Category Code that identifies various purchase types and associated payments. PDT Code: Help 2 characters Indicates the USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits. Screen 107 – Voucher Line Item Modify without Accounting (cont’d) State Hold Override: 1 character ‘Y’ overrides the State Vendor Hold and allows the line item to create a check. LDT Codes: Help 2 characters each Displays the USAS Descriptive/Legal Text Code stamps to be put on a voucher. Cont Wk Force: 1 character Indicates that this payment is flagged as a Contract Work Force payment. Vchr Hdr: IC: Help 1 character Identifies the interest calculation procedure to be followed. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Reason: Help 2 characters Displays the reason for interest exemption: Valid values are: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented MI = Mailing Instr On PO Not Followed NI = No Invoice Received Account: 15 digits Shows the account number, sub account number, and the sub code used to pay the voucher. P.O. Number: 7 character/digits Indicates the number assigned to the purchase order by Fiscal. Encumb Obj: 4 digits Identifies the object code used when the encumbrance was created. P/F/N Liq Ind: 1 character Identifies the encumbrance liquidation indicator: P = Partial liquidation F = Full liquidation N = No liquidation Bank: 5 digits Shows the number of the bank used for payment. Screen 107 – Voucher Line Item Modify without Accounting (cont’d) CF: 1 character Identify if the line items are 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 Comp Code: 4 digits Identifies the Comptroller code used by the state to track expenses. Item Amount: 11 digits Displays the dollar amount for a specific item on a voucher. Inv: 10 characters/digits Shows the invoice number. Cost Ref 1, 2, 3: 7 characters/digits Displays the cost reference accounting entries. Current Batch Information Transactions: 7 digits Identifies the number of transactions processed. Amount: 15 digits Shows the total amount of the transactions processed. Batch: 6 characters/digits Displays the current batch reference number. Date: 8 digits Provides the session date entered on the batch header. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF10 Description Desc Provides space for a longer description to be entered. Voucher Line Item Modify with Accounting Screen 118 is used to modify certain voucher information that has accounting effect for a specific line item. This includes data related to discounts, dates, and banking information. The ability to access the “Budget Balance Override: Actuals:” field depends on the user having the appropriate element security. This same field can be found on Screen 104 and Screen 109. Screen 118 – Voucher Line Item Modify with Accounting 118 Voucher Line Item Modify w/Actg 07/22/08 09:14 FY 2008 CC AM Screen: ___ Voucher: 1xxxxx1 Line Item: 1__ Fiscal Year: 2007 Default Cost Ref: N Budget Balance Override: N Vendor: 2vvvvvvvvv0 CHARLES*CARSON Alt.Vendor: Dept. Ref. #: TRADV Invoice Date: 10/06/2006 Due Date: 10/02/2006 Description: 10/0406/ 06 GALVESTON, TEXAS Hold Flag: N Cont Wk Force: Conf: ACH Ovrd: IC: R Reason: ER Discount Type: _ Disc. Code: __ Disc. Amt: ___________ Dup P.O. Encumb C Comp Item Inv Account Number Obj. Bank F Code Amount 1099 Ovrrd 011143 00000 1610 03000 _ ____ 750.00______ _ _ Inv: TR0001________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: 10/06/2006 Req Pay: __________ IC: _ Rsn: __ Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 07/22/2008 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Desc The fields to modify are: Discount Type Discount Code Discount Amount Account PO Number Encumbrance Object Bank CF Comp Object Code Item Amount 1099 Code Duplicate Invoice Override Invoice Number PCA Code Cost Refs 1,2,3 Invoice Receive Date Delivery Date Requested Payment Date Interest Calculation IC Reason Basic Steps • Open a session on Screen 130. • Advance to Screen 118. • Make modifications in the fields available. • Indicate if the voucher or line items should be ‘confidential’ by entering the appropriate value in the Conf: or CF field. • Press to record the information. • Close the session using Screen 130. Screen 118 – Voucher Line Item Modify with Accounting (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Enter the voucher number to be modified. . Line Item: 3 digits Enter the line number of an item currently being entered on a voucher. . Fiscal Year: 4 digits Enter the fiscal year of the voucher to be modified. The default is the current fiscal year. Default Cost Ref: 1 character Enter ‘Y’ if cost reference fields are to be displayed. Budget Balance 1 character Override: Type ‘Y’ to override budget actuals. Must have appropriate security to access this field. Screen Information Vendor: 50 digits/characters Shows the number and name of the vendor. Alt. Vendor: 50 digits/characters Identifies the number and name of the alternate vendor to be paid. Dept. Ref. #: 7 digits/characters Shows the departmental voucher reference number. Invoice Date: 8 digits Displays the date the invoice was issued. Description: 30 characters Displays a description of the voucher item. 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. Cont Wk Force: 1 character Indicates that this payment is flagged as a Contract Work Force payment. Conf: 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 Screen 118 – Voucher Line Item Modify with Accounting (cont’d) ACH Ovrd: 1 character ‘Y’ signifies an override on the sending of ACH (Automated Clearinghouse) for a vendor. This keeps the routing information available. Checks will be created for the vendor until reset. IC: 1 character Identifies the interest calculation procedure to be followed. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Reason: 2 characters Displays the reason for interest exemption: Valid values are: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented MI = Mailing Instr on PO Not Followed NI = No Invoice Received Discount Type: Help 1 character Enter the type of discount: D = Dollar value P = Percentage value V = Code taken from Vendor T = Code based on Discount code BLANK = No Discount applied Disc. Code: 2 characters Include the pre-defined discount codes to be used (Screen 808). Disc. Amt: 11 digits When used with discount type ‘D’, the dollar amount of the discount to be applied. When used with discount type ‘P’, the percent discount to be applied. Account: 15 digits Enter the account number, sub account number, and the sub code used to pay the voucher. P.O. Number: 7 character/digits Shows the number assigned to the purchase order by Fiscal. Encumb Obj: 4 digits Identifies the object code used when the encumbrance was created. Screen 118 – Voucher Line Item Modify with Accounting (cont’d) Bank: 5 digits Enter the number and name of the bank used. CF: 1 character Identify if the line items are 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 Comp Code: 4 digits Identify the Comptroller code to be used by the state to track expenses. Item Amount: 11 digits Include the dollar amount for a specific item on a voucher. 1099: Help 1 character/digit Identify the 1099 Code. Examples 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 Dup Inv Ovrrd: 1 character Enter ‘Y’ to allow creation of voucher for previously entered invoice. (Duplicate Invoice Override) Inv: 10 characters/digits Enter the number of the invoice. PCA: 5 digits Include the code to override the calculated PCA code. Should be used primarily on vouchers against GL accounts. Cost Ref 1, 2, 3: 7 characters/digits Provide the cost reference accounting entries. Dates: Inv Rec: 6 digits Enter the date the invoice was received. This must be (1) after or equal to the invoice date and (2) before or equal to the date the voucher is being entered. Screen 118 – Voucher Line Item Modify with Accounting (cont’d) Delv: 8 digits Indicate the date items/services were received (delivered). Req Pay: 8 digits Include the date payment is required. IC: Help 1 character Identify the interest calculation procedure to be followed. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Rsn: Help 2 characters Include the reason for interest exemption. For example: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses Transactions: 7 digits Shows the number of transactions processed. Amount: 15 digits Displays the total amount of the transactions processed. Batch: 6 characters/digits Shows the current batch reference number. Date: 8 digits Identifies the session date entered on the batch header. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF10 Description Desc Provides space for a longer description to be entered. Voucher Amount Modify When you need to modify the dollar amount on a voucher that was entered on Screen 104, use Screen 125. The changes must be input before the voucher is paid (i.e., before the state voucher/check has been printed). This usually means the same day that the voucher was entered. After the modifications have been accepted, the changes can be viewed on Screen 169 - Voucher Line Item Inquiry; the accounting can be viewed on Screen 127. Screen 125 - Voucher Amount Modify 125 Voucher Amount Modify 08/07/08 10:36 FY 2008 CC AM Screen: ___ Voucher: 5xxxxx0 Line Item: 1__ Fiscal Year: 2008 Vendor: 2vvvvvvvvv0 TIME CALENDARS INC Account: 470802 00000 4040 Line Item Amount: 110.00______ Change the line item amount to P/F/N Liq Indic: _ P.O. Number: 5800010 the new line item amount. *-------------- Vendor Discount Terms --------------* Discount Type: _ Code: __ Disc. Amt: ____________ If applicable, change the Vendor discount terms Due Date: 07/30/2008 to the new discount terms Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 08/07/2008 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Open a session on Screen 130. • Advance to Screen 125. • Type on the voucher and line item number Action Line and press . • Change the remaining fields as required. Press to record the modifications. Voucher Modify Process When the voucher information is entered on the Action Line and is pressed, the voucher amount and due date are displayed. To modify the amount, enter the new (desired) amount in the Line Item Amount: field. The amount entered in the Amount: field should reflect the modified invoice amount before discounts. The Discount Amount should reflect the amount of discount given to the buyer and should be deducted from the total voucher amount. Screen 125 – Voucher Amount Modify (cont’d) Do not enter the modified voucher amount in the Discount: field. This field is only for use when discounts should have been entered on Screen 104 - Voucher Create. After entering these amounts, the resulting net amount (new invoice amount minus discount amount) will be shown in the Net Amount: field on Screen 169. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Enter the voucher number to be modified. . Line Item: 3 digits Type the line number of an item currently being entered on a voucher. Fiscal Year: 4 digits Include the fiscal year of the voucher. Screen Information Vendor: 11 digits/20 characters Displays the number and name identifying the vendor to be paid. Account: 15 digits Shows the number of the account to be debited. Line Item 12 digits Amount: Modify the line item amount as needed. P/F/N Liq Indic: Help 1 character Indicate the amount of encumbrance liquidation of the voucher. P = Partial Liquidation F = Full Liquidation N = No OC Liquidation Blank = ‘ ’ P.O. Number: 7 digits Displays the purchase order number. Also Reference #1. Vendor Discount Terms Discount Type: Help 1 character If applicable, change the vendor discount terms. Examples are: D = Dollar value P = Percent value T = Code taken from Vendor record V = Code based on Discount code Blank = No discount applied Screen 125 – Voucher Amount Modify (cont’d) Code: 2 characters Enter a pre-defined discount code. Values can be viewed on Screen 808. Disc. Amt: 12 digits Indicate the amount of applicable discount. This will be deducted from the gross amount and result in a net amount paid the vendor. Do not enter the modified voucher amount in the Discount: field. This field is only for use when discounts should have been entered on Screen 104 - Voucher Create. Due Date: 8 digits Shows due date of prepaid voucher. Current Batch Information Transactions: 7 digits Displays the number of transactions processed. Amount: 15 digits Indicates the total amount of the transactions processed. Batch: 6 characters/digits Shows the current batch reference number. Date: 8 digits This field shows the session date entered on the batch header. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF12 Warnings Warns Displays nonfatal warning messages. Create a Credit Memo Credit memos are used to record a credit issued by a vendor for the return of goods or services that have been previously invoiced or paid. Credit memos can be applied to vendors paid with state or local funds. Normally, when a credit memo is created, a voucher number is automatically assigned. However, if you want to apply the credit to a specific voucher, type the voucher number in the Voucher: field on the Action Line. Use Screen 116 for Prepaid Credit Memos. Credit memos in hold status (hold flag turned on with a ‘Y’ in the Hold: field) are not considered when the vendor is paid. Line items on a credit memo cannot cross banks – the same bank must be used on all items. Screen 108 - Credit Memo 108 Credit Memo CHARLES*CARPENTER 07/22/08 08:52 FY 2008 CC SA Screen: ___ Vendor: 2vvvvvvvvv0 Voucher: _______ Default Cost Ref: N Budget Balance Override: Actuals: N Type: 2 Dept. Ref. #: _______ Enclosure Code: _ Invoice Date: 06/01/2008 Order Date: 05/25/2008 Due Date: 06/10/2008 State Req Nbr: ___________ GSC Ord: _______ Description: SOUND CARD RETURNED_____________________ ________________________________________ Cust AR NBR: Snnnnnnn3________________ ACH Ovrd: _ Hold Flag: _ Discount Type: _ Disc. Code: __ Disc. Amt: ___________ Alt.Vendor: ___________ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: _ PCC Code: _ PDT Code: __ LDT Codes: __ __ __ __ __ __ IC: _ Reason: __ Cont Wk Force: _ Confidential: _ Dup P.O. Encumb P/F/N C Comp. Item Inv Ln Account Number Obj. Liq Ind Bank F Code Amount 1099 Ovrrd 1 271050 00000 ____ _______ ____ _ 03102 7300 95.00_______ _ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 07/22/2008 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp ACH Multi Desc Warns Use of Enclosure Codes On credit memos DO NOT use enclosure codes or transaction code 159 because FAMIS tries to create a separate check and the credit will never apply to a voucher. To correct this situation, you may be able to use Screen 106 to delete the line item. Enclosure codes cannot be entered on a credit memo unless there are non-credit memo lines on the same voucher. Screen 108 – Credit Memo (cont’d) Basic Steps • Open a session on Screen 130. • Advance to Screen 108. • Type valid data in the fields available. • Indicate if the voucher or line items should be ‘confidential’ by entering the appropriate value in the Confidential or CF field. • Press to record the information. • Close the session using Screen 130. Credit Memo Process Credit Memos Applied to Checks Credit memos are applied toward the next check generated for the vendor; however, they will not drive a check to a negative or zero amount. You can use multiple accounts on a credit memo, but not different banks. The total of all credit memos is compared to the total of all vouchers to be paid to a specific vendor. If the credit memo total exceeds the voucher total, the system will not produce a check. In the check cycle, credit memos are combined, if no enclosure codes are set, with other vouchers to produce the net amount. Credit Memos Applied to State Vouchers Credit memos for state vouchers are sent to the state by voucher number assigned. Correct a Credit Memo (Local Funds) Use Screen 104 to create an ‘offset’ voucher. Use the credit memo voucher number on the Action Line - do not let FAMIS automatically assign the voucher number. Multi-Account Vouchers The following pop-up window appears after you have entered accounts in the multi-account vouchering window (PF9) and pressed . Enter ‘N’ to continue. +----------------------------------------------------+ | The Voucher number 0000001 was entered. | | | | You may only add additional lines items | | to this voucher. | | | | Enter 'Y' to enter a different voucher number | | Enter 'N' to continue with this voucher. | | | | Change Voucher Number(Y/N): Y | +----------------------------------------------------+ Screen 108 – Credit Memo (cont’d) Void a Credit Memo (State Funds) Use Screen 146 to void the credit memo. Transaction Codes TC = 15x Credit Memo TC = 159 Force Separate Credit Memo (will not deduct from vouchers unless the credit memo is on the same voucher as the charges) 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 created. Default Cost Ref: 1 character Enter ‘Y’ to display the cost reference fields for entry. Screen Information Type: 1 digit Enter the third digit of the transaction code, which indicates the type of voucher. A type ‘9’ may cause the voucher to remain in an “out” status. Dept. Ref. #: 7 digits/characters Leave blank or enter Reference #4 - Departmental voucher reference number Enclosure Code: Help 1 character Be careful using this field with credit memos. See previous section. Use this field for the code indicating enclosures may be included. This will force separate checks. Valid values are: A = Auditor Blank = Not specified C = Comptroller L = Local S = Audit Services Y = Enclosures Invoice Date: 8 digits Enter 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. Screen 108 – Credit Memo (cont’d) Order Date: 8 digits Include the date the order was placed. Required for state vouchers. Due Date: 8 digits Enter the due date for the payment. This field determines when the voucher is pulled to cycle for payment. State Req Nbr: 11 digits Enter the requisition number given by the State is typed in this field. GSC Ord: 7 characters Include the TBPC (General Services Commission) defined code for purchase orders requiring their approval. Description: 35 characters Enter a description of the voucher to be created. Cust AR NBR: 25 digits Provide the customer Accounts Receivable number assigned to purchaser by vendor. ACH Ovrd: 1 character Enter ‘Y’ to override the sending of ACH (Automated Clearinghouse) for a vendor. This keeps the routing information available. Checks will be created for the vendor until reset. 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. Discount Type: Help 1 character Enter the discount type. Examples are: D = Dollar value P = Percent value T = Code taken from Vendor record V = Code based on Discount code Blank = No discount applied Disc. Code: 2 characters Include the pre-defined discount code. Values can be viewed on Screen 808. Disc. Amt: 11 digits When used with discount type ‘D’, enter the dollar amount of the discount to be applied. When used with discount type ‘P’, the percent discount to be applied. Alt. Vendor: 11 digits Include the alternate vendor’s identification number. Screen 108 – Credit Memo (cont’d) W2/SSN: 9 digits Enter the identification number (Social Security number on W2 form) for employee if the voucher is for services (i.e., moving). 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 Provide the USAS defined document type code that determines processing at the state. PCC Code: Help 1 character Enter the General Services Commission (GSC) defined Purchase Category Code that identifies various purchase types and associated payments. PDT Code: Help 2 characters Designate a USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits. LDT Codes: Help 2 characters each Enter any USAS Descriptive/Legal Text that identifies up to 5 stamps to be put on a voucher. Cont Wk Force: 1 character Identify if this payment is to be flagged as a Contract Work Force Payment. 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 Line Item Information Ln: 2 digits Enter the line number of an item currently being entered on a voucher. Account: 15 digits Include the number of the account to be debited. P.O. Number: 7 digits Type the purchase order number. Also Reference #1. Encumb Obj: 4 digits Enter the object code used when the encumbrance was created. Screen 108 – Credit Memo (cont’d) P/F/N Liq Ind: Help 1 character Enter the encumbrance liquidation indicator: P = Partial liquidation F = Full liquidation N = No liquidation Bank: 5 digits This field is used to enter 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. CF: 1 character Identify if the line items are 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 Comp. Code: 4 digits Include the State Comptroller Object Code (required for state vouchers). Item Amount: 11 digits Type the dollar amount for a specific item on a voucher. 1099: Help 1 character/digit Enter the 1099 code. Examples 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 Dup Inv Ovrrd: 1 character Enter ‘Y’ to allow creation of voucher for previously entered invoice. (Duplicate Invoice Override) Inv: 14 digits Enter the number of the invoice to be paid. PCA: 5 digits Provide the Program Cost Account code, a USAS required field used as a coding reduction field. Used to override the calculated PCA code. Should be used primarily on vouchers against GL accounts. Screen 108 – Credit Memo (cont’d) Cost Ref 1, 2, 3: 7 characters Include the cost reference accounting entries. Dates Inv Rec: 6 digits Enter the date the invoice was received. This must be (1) after or equal to the invoice date and (2) before or equal to the date the voucher is being entered. Delv: 8 digits Indicate the date items/services were received (delivered). Req Pay: 8 digits Include the date payment is required. IC: Help 1 character Identify the interest calculation procedure to be followed. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Rsn: Help 2 characters Include the reason for interest exemption: Valid values are: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented MI = Mailing Instr On PO Not Followed NI = No Invoice Received Current Batch Information Transactions: 7 digits Displays the number of transactions processed. Amount: 15 digits Indicates the total amount of the transactions processed. Batch: 6 characters/digits Designates the current batch reference number. Date: 8 digits Shows the session date entered on the batch header. Screen 108 – Credit Memo (cont’d) 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. PF10 Description Desc Provides space for a longer description to be entered. PF12 Warnings Warns Displays nonfatal warning messages. Void a Check Checks may be voided on Screen 110 before they have been reconciled. A single void check transaction will void the check in the reconciliation file, and automatically make the reversing entries in financial accounting, for each voucher related to the check. If a credit memo is combined with a voucher, voiding the check will not affect the credit memo lines. This must be done with an offset voucher. (See Credit Memo Screen 108.) Screen 110 - Void Check 110 Void Check 11/25/08 13:21 FY 2009 CC SA Screen: ___ Vendor: 1vvvvvvvvv0 CHARLES*CARPENTER Check Number: A600451 Check Amount: 110.36________ Recon Bank Number: 03102 Reason Check Voided: A Transactions: 0 Amount: 0.00 Batch: JAC002 Date: 11/25/2008 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Open a session using Screen 130. • Advance to Screen 110, and type valid data in the required fields. • Press for acceptance. If there is a problem with the check or voucher, a message will appear above the screen number. Otherwise, the check is considered void. Voiding Check Process Voiding a check will initiate the following processes: • The accounting will be reversed. • The voucher and check will be flagged as voided. When a check is voided, a reason for the void is required. The reason is entered on Screens 110 and 137. The reason codes are the same for all System members. Screen 110 – Void Check (cont’d) Reasons for voiding a check include: A = Amount incorrect on check D = Duplicate payment I = Incorrect vendor address L = Lost/Stolen/Destroyed S = Stale dated check/reissue U = Unclaimed property W = Wrong vendor name The code is also displayed on Screen 169 next to the Void check date. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Screen Information . Vendor: 11 digits Enter the vendor identification number to be paid. . Check Number: 6 digits Designate the check number being deleted. . Check Amount: 14 digits Include the check amount to confirm the correct check is being deleted. . Recon Bank 5 digits Number: Enter number of the bank used as reconciliation bank for voucher transaction. If blank, it will be the default bank assigned to GL or SL or SA account. . Reason Check Help 1 character Voided: Include the code for the reason the check is being voided. Current Batch Information Transactions: 7 digits Shows the number of transactions processed. Amount: 15 digits Indicates the total transaction amount processed. Batch: 6 characters/digits Displays the batch reference number. Date: 8 digits Shows session date entered on batch header. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF12 Warnings Warns Displays nonfatal warning messages. Void a State Voucher or Credit Memo To void an entire state voucher or a credit memo for a state bank, use Screen 146. All line items will be voided. Both the state voucher reconciliation file and the FRS voucher file will be flagged as voided. If a partial void is needed, Screen 147 is used to change the amount of a line item on a state voucher. There is no way to reverse the deletion / void. If the State has not paid the vendor, the voucher can be voided on USAS and then re-entered as a voucher on FAMIS. If the State has paid the vendor, a disbursement entry should be made to correct the accounting. The State voucher reconciliation will be off by this voucher. Screen 146 - Void State Voucher 146 Void State Voucher 08/07/08 10:42 FY 2008 CC AM Screen: ___ Voucher: 5xxxxx4 Fiscal Year: 2008 Vendor: 1vvvvvvvvv1 ARTEX PRESS Alt. Vendor: State Voucher Amount: 500.00________ OR State Voucher Credit Memo Amount: ______________ ** This screen will void the entire State Voucher ** Use Screen 147 for partial voids Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 08/07/2008 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Open a session on Screen 130. • Advance to Screen 146. • Type the voucher number and fiscal year in the fields on the Action Line and press . Information from the voucher will be displayed. • Enter valid information in the available fields and press . A pop-up window will appear to verify the state voucher deletion. • Type “Y” to complete the void or “N” to abort the current process, and press . • After returning to Screen 146 from the pop-up window, press the key again to accept the changes entered. Screen 146 – Void State Voucher (cont’d) Void State Voucher Process Enter the vendor's identification number and voucher number to be voided. Shown below is the confirmation screen that allows you to make sure the information entered is correct. To verify deletion, enter a “Y”. To abort the void process, enter an “N”. Screen 146 - Confirmation Screen +----------------------------------------------------+ | | | STATE VOUCHER DELETE | | | | ENTER 'Y' TO VOID: | | | +----------------------------------------------------+ There is no way to reverse the deletion / void. Field Descriptions Action Line . Voucher: 7 digits Enter the desired voucher number. Fiscal Year: 4 digits Type the fiscal year in which the voucher specified was created. Screen Information Vendor: 11 digits/30 characters Displays the vendor's identification number and name that is on the voucher. Alt Vendor: 11 digits/30 characters Shows the alternate vendor's identification number and name that is on the voucher. State Voucher 14 digits Amount: Type the dollar amount of original voucher. -OR- State Voucher 14 digits Credit Memo Enter the dollar amount of original credit memo. Amount: Screen 146 – Void State Voucher (cont’d) Current Batch Information Transactions: 5 digits Displays the number of transactions in the current batch. Amount: 12 digits Shows the dollar amount associated with the batch session. Batch: 6 characters/digits Indicates batch number associated with the transaction displayed. Date: 8 digits Displays the date the transaction batch was created. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF12 Warnings Warns Displays nonfatal warning messages. State Voucher Partial Void Reductions or increases in line item amounts on a state voucher can be handled on Screen 147. This would be done because the state disallowed part of an expenditure or to correct an error. The amount of the voucher is adjusted on the outstanding state voucher file and the FRS voucher file. This screen is only used after the state voucher has been processed. The state voucher and any other information sent to the state will have to be changed manually. Screen 147 only reverses the accounting. Additional entries will have to be done to reflect the corrected accounting. This screen does the following: • Creates a credit disbursement for the difference in the amount. • Adjusts state voucher reconciliation file to reflect the correct amount. Additional entries are necessary only if you have differences that need to be accounted for. For example, if you paid a staff member $40 for travel expenses with a local check. You send the voucher to the State, but the State only pays part of the voucher ($30). You will need to set up a receivable for the amount now owed by the staff member ($10). Screen 147 - State Voucher Partial Void 147 State Voucher Partial Void 08/07/08 15:37 FY 2008 CC AM Screen: ___ Voucher: 5154367 Line Item: 1__ Fiscal Year: 2008 Vendor: 1vvvvvvvvv1 MARTIN TECHNOLOGIES Alt. Vendor: Account: 144031 00000 4013 State Voucher Amount: 65.30_________ Change the State Voucher amount to the new State P/F/N Liq Indic: _ Voucher amount. *- State Appropriation Information -* Year: Fund: Number: Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 05/12/2003 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Open a session on Screen 130. • Advance to Screen 147 and enter the voucher, line item and fiscal year in the Action Line fields. Press . • If the data is accepted, the message, “Accepted - Please enter new transaction” will appear. Screen 147 – State Voucher Partial Void (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Enter the voucher number to be deleted. . Line Item: 3 digits Type the line item number to be voided. . Fiscal Year: 4 digits Indicate the fiscal year the voucher was posted. Screen Information Vendor: 11 digits/30 characters Displays the number identifying the vendor to be paid. Alt. Vendor: 11 digits/30 characters Shows the alternate vendor receiving payment. Account: 15 digits Indicates the account number to be debited. . State Voucher 14 digits Amount: Enter the corrected amount. The program will compute the difference and generate the correct accounting entries. P/F/N Liq Indic: Help 1 character Provide the encumbrance liquidation indicator: P = Partial liquidation F = Full liquidation N = No liquidation State Appropriation Information Year: 4 digits Shows the year funds were appropriated by the state. Fund: 6 digits Displays the fund affected by the state appropriation. Number: 10 digits Indicates the original voucher number issued by the state. Current Batch Information Transactions: 7 digits Displays the number of transactions processed. Amount: 15 digits Shows the total amount of the transactions processed. Screen 147 – State Voucher Partial Void (cont’d) Batch: 6 characters/digits Indicates the current batch reference number. Date: 8 digits Designates the session date entered on the batch header. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF12 Warnings Warns Displays nonfatal warning messages. Voucher Flag Preview This process is not currently being used. Agencies with centralized accounts payable departments can use this screen to print a local voucher (not on-line) and delay the printing of the check. This allows for the local voucher to be routed to the originating offices for signatures and approval. When the voucher is returned to the fiscal office, the preview mode is released, allowing the local voucher to be processed, and then a check is created. The release is done on Screen 131. Screen 131 - Preview Flag Reset 131 Preview Flag Reset 08/07/08 10:48 FY 2008 CC 02 Screen: ___ Voucher: 5xxxxx9 Fiscal Year: 2000 Vendor: 1vvvvvvvvv7 TEXCO COMPUTERS SERVICE First Account: 241486 00000 8435 Net Amount: 1500.00 Preview Release Flag: N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Voucher Flag Preview Process The release local voucher preview process can be used to: 1) release the voucher information to FAMIS for check production OR 2) correct a previous entry to release voucher information, if the release was done in error. This correction must be done before the next check cycle. Some agencies have selected to preview their local vouchers before they are released for payment. The institution must be set up as a Preview Campus by the FAMIS team prior to the check cycle. Screen 131 – Preview Flag Reset (cont’d) Typically, the accounts payable department receives the vendor’s invoice and enters the local voucher information on Screen 104 - Voucher Create. This initiates local voucher creation. After the local voucher is printed, the accounts payable department sends it to the buying departments to ensure valid charges were billed. After receiving approval from the departments, the agency’s accounts payable department releases the local voucher on Screen 131. This signals FAMIS to print a check for payment. Release a Voucher for Payment After the voucher is printed by FAMIS and authorized by the buying department, advance to Screen 131 and release the voucher for payment by typing a ‘Y’ in the Preview Release Flag: field. Correct Voucher Release To prevent a local voucher from being released and creating a printed check, type an ‘N’ in the Voucher Preview Release Flag: field. This will reverse a prior release. The status of the Release flag can be seen on Screen 169 - Voucher Line Item Inquiry - in the Rls: field. This must be done before the next check cycle. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Enter the voucher number to be released. . Fiscal Year: 4 digits Type the fiscal year the voucher was posted. Screen Information Vendor: 11 digits/30 characters Displays the number identifying the vendor to be paid. First Account: 15 digits Shows the account number used to process this voucher. Net Amount: 15 digits Indicates the amount the voucher is written for. Preview Release Help 1 character Flag: Y = Indicates the document has been previewed and released by preview campus. N = Indicates the document has been previewed and NOT released by preview campus. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys Create/Modify Pending Voucher This process is helpful if you need to prepare a voucher and obtain approval before payment is processed. The pending voucher is created, an encumbrance is posted, but the payable is not created until the voucher is pulled into payment cycle. This must be done by manually releasing the voucher using Screen 113. Screen 111 cannot be used to liquidate a pre-existing encumbrance. (created on Screen 11) You may create Prepaid or Revolving pending vouchers using this screen. Another way this screen may be used is to record a Wire Transfer. Enter ‘Y’ in the Wire Transfer: field to indicate payment made or to be made by use of a wire transfer. The resulting transaction will post with a transaction type of ‘6’ (TC=146) and you may enter a bank trace number in the Check Nbr field and a date. FAMIS does not make the wire transfer to the bank; the actual wire transfer must still be made by someone in the Business Office. Screen 111 – Pending Voucher Create/Modify F7657 No update allowed. Voucher not created in A/P system. 111 Pending Voucher Create/Modify 02/24/11 13:44 FY 2011 CC 02 Screen: ___ Voucher: 1459554 Fiscal Year: 2011 Default Cost Ref: N Doc Summary: 2011-02-08 BARON__________________________________ Vendor: 1vvvvvvvvv1 PAAS REFRIGERATION INC Type: 0 Dept. Ref. #: 0492134 Enclosure Code: _ Invoice Date: 02/07/2011 Order Date: 02/08/2011 Due Date: 02/08/2011 State Req Nbr: ___________ GSC Ord: _______ Description: FREON (GLOVEBOX REPAIR)_________________ SPORLAN C-052-S LIQUID LINE DRIER (_____ Cust AR NBR: _________________________ ACH Ovrd: _ Hold Flag: N Alt.Vendor: ___________ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: _ PCC Code: _ PDT Code: __ LDT Codes: __ __ __ __ __ __ IC: _ Reason: __ Cont Wk Force: N Confidential: _ Wire Transfer: N Revolving: N Fund Type: Local Prepaid Inv: N Check Nbr: 2771661 Check Dt: 02/09/2011 Override Bank: _____ SQ Voucher: Y Budget Balance Override: Encumbrances: N Actuals: N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp ACH VPost Desc VSrch ReOpn Close Mlti Warns If you do not have security access to create or modify pending vouchers, some of the PF keys shown above will not be displayed. Instead, only these PF keys will be available: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp ACH Desc Mlti Warns Screen 111 – Pending Voucher Create/Modify (cont’d) Following are the steps for creating pending vouchers: 1) Create the voucher on Screen 111 using the same fields and input rules as a regular voucher. When the voucher is accepted it is assigned a number. 2) Close the voucher (PF10) to encumber the funds. 3) To modify a pending voucher, it can be re-opened (PF9). 4) If modified, the voucher must be closed again (PF10) -- adjusting the encumbrance. 5) Post (PF5) the voucher – this requires opening a batch. The batch open screen will display in a window. When you post the voucher, the encumbrance will be liquidated and the payable will be created. 6) Cancel (PF8) the voucher – you must have security access for this PF key to be visible and active. Basic Steps • Advance to Screen 111. • Enter a valid voucher number or voucher prefix (for automatic voucher numbering) and press . • Enter data in the fields available. • Indicate if the voucher should be ‘confidential’ by entering the appropriate value in the Confidential: field. • Press to get the voucher accepted and a voucher number assigned. • Press PF10 to close the voucher and encumber the funds. To post: • Advance to Screen 130 and open a session. • Advance to Screen 111. • Enter the voucher number and press . • Post the voucher using PF5. • Return to Screen 130 and close the session. To cancel: You must have security access to cancel a voucher. • Advance to Screen 130 and open a session. • Advance to Screen 111. • Enter the voucher number and press . • Cancel the voucher using PF8. • Return to Screen 130 and close the session. Pending Voucher Process Automatic Voucher Numbering To prompt FAMIS to automatically assign a voucher number, a valid prefix must be typed in the voucher field. FAMIS Services will set up the valid prefixes on Screen 834 - Voucher Type Create and they can be viewed on Screen 835 - Last Voucher Number Used Table. Screen 111 – Pending Voucher Create/Modify (cont’d) The steps for automatic voucher numbering are: • Type a valid prefix in the Voucher: field. • Press and begin entering voucher information. • After final data acceptance, the assigned voucher number will be displayed in the message above the Screen: field, or in the pop-up screen visible by pressing PF3. Due Date Processing The Due Date: field determines the date on the check. The voucher will be pulled to cycle the day prior. Tech Note: The DATETO parameter in the JCL is compared to the Due Date: field to determine if the voucher is pulled to cycle. Create a Single Voucher for Multi-Accounts Before a voucher is accepted, a pop-up screen asking for Multi-Account Vouchering information appears. Accounts paying the same vendor can be paid with a single voucher. Four accounts can be entered at a time. To enter additional accounts, press PF8 to enter up to twenty lines of information. (To add more than 20 lines, refer to the appropriate section under Screen 104). If no additions are necessary, simply press to return to Screen 111. There is no field to enter a previously established P.O./Encumbrance Screen: 111 ** Multi-Account Vouchering ** Dup C Comp Inv. C Disc Inv Ln Account Bank F Code Amount R Amount 1099 Ovr 1 456379 00000 5670 06000 _ 7299 ______787.63 _ ____________ 7 _ Inv 67440W________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Del _ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ ______ _____ ____ _____ _ ____ ____________ _ ____________ _ _ Inv ______________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Del _ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ ______ _____ ____ _____ _ ____ ____________ _ ____________ _ _ Inv ______________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Del _ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ ______ _____ ____ _____ _ ____ ____________ _ ____________ _ _ Inv ______________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Del _ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Total Working Items: 1 787.63 Pg: 1 of 1 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp XRItm Bkwd Frwd VOInt Exit Screen 111 – Pending Voucher Create/Modify (cont’d) Multi-Account Encumbrance Liquidation Multi-account vouchers can use different purchase order numbers, one for each line item of the voucher. Multi-account vouchers can liquidate one purchase order number on multiple lines. If all lines of the multi-account voucher will drive expenses over the encumbered amount, input the P/F/N Liq. Indic: field with the following values: • Type ‘F’ on the multi-account line that finalizes the liquidation. • Next, type ‘N’ on all of the remaining multi-account lines. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Enter the voucher number to be created or modified. . Fiscal Year: 4 digits Type the fiscal year the voucher was created. Default Cost Ref: 1 character Enter Y or N. ‘Y’ will display the cost reference fields for entry. Screen Information . Doc Summary: 50 characters Include a brief summary explaining the document. . Vendor: 11 digits Identify the vendor to be paid. Type: 1 digit Indicate the third digit of the transaction code, which shows the type of voucher. Dept. Ref. #: 7 digits/characters Leave blank or enter Reference #4 - Departmental voucher reference number Enclosure Code: Help 1 character Enter the appropriate code to indicate 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 S = Audit Services Y = Yes, enclosures Screen 111 – Pending Voucher Create/Modify (cont’d) Invoice Date: 8 digits Include the date the invoice was issued. 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 Provide the date the order was placed. (Required for state vouchers.) Due Date: Help 8 digits Identify the due date for the payment. This field determines when the voucher is processed to cycle for payment. State Req Nbr: 10 digits Enter the State Requisition Number. GSC Ord: 7 characters Include the TBPC (General Services Commission) defined code for purchase orders requiring their approval. Description: 35 characters Provide a description of the voucher to be created. Cust AR NBR: 25 digits Specify the Customer Accounts Receivable number assigned to purchaser by vendor. ACH Ovrd: 1 character Enter ‘Y’ to override the sending of ACH (Automated Clearinghouse) for a vendor. This keeps the routing information available. Checks will be created for the vendor until reset. 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. Alt. Vendor: 11 digits Enter the alternate vendor (agency) number. W2/SSN: 9 digits Include the identification number (Social Security number on W2 form) for employee if the voucher is for services (i.e., moving). Travel Hotel Zip: 9 digits Type 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 Identify the USAS defined document type code that determines processing at the state. Screen 111 – Pending Voucher Create/Modify (cont’d) PCC Code: Help 1 character Provide the General Services Commission (GSC) defined Purchase Category Code for various purchase types and associated payments. PDT Code: Help 2 characters Include the USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits. LDT Codes: Help 2 characters each Enter the USAS Descriptive/Legal Text that identifies up to 5 stamps to be put on a voucher. IC: Help 1 character Identify the interest calculation procedure to be followed. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Reason: Help 2 characters Include the reason for interest exemption: Valid values are: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented MI = Mailing Instr On PO Not Followed NI = No Invoice Received Cont Wk Force: 1 character Identify if this payment is to be flagged as a Contract Work Force Payment. 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 Wire Transfer: 1 character Type ‘Y’ if payment is to be made by use of a wire transfer. Revolving: Help 1 character Signify if this is a revolving voucher. Y = revolving voucher. N = voucher is not revolving. Screen 111 – Pending Voucher Create/Modify (cont’d) Fund Type: 5 characters Shows the fund type used to pay the voucher. Prepaid Inv: 1 character Type ‘Y’ to mark the invoice as prepaid. . Check Nbr: 6 digits Include the check number printed on check. Check Dt: 8 digits Enter the date check was printed. . Override Bank: 5 digits Modify the bank code entered on the original voucher number, if necessary. SQ Voucher: 1 character ‘Y’ indicates this is a SciQuest voucher. Budget Balance Override . Encumbrances: 1 character Identifies the budgeted balance override setting. Y = indicates budget encumbrances balance can be overridden. N = indicates budget balance cannot be overridden. . Actuals: 1 character Shows the setting for budget actuals balance: Y = indicates budget actuals balance can be overridden. N = indicates budget balance cannot be overridden. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF4 ACH ACH Displays the Automated Clearinghouse bank information if this is an ACH vendor. PF5 Voucher Post VPost Post the voucher. PF6 Description Desc Provides additional space for typing the description. PF7 Voucher Search VSrch Search for additional vouchers. PF8 Cancel Cancel Used to cancel the voucher. You must have security access for the PF key to be visible and active. PF9 Reopen ReOpn Reopen a closed document. Screen 111 – Pending Voucher Create/Modify (cont’d) PF10 Close Close Close the document. PF11 Multi-account Mlti Allows additional line items to be entered for multi-account vouchering. PF12 Warnings Warns Displays nonfatal warning messages. Pending Voucher Create/Modify with PO Numbers Screen 112 allows you to create a pending voucher which will reference and liquidate an existing encumbrance – one entered on Screen 11. You can also create Prepaid or Revolving pending vouchers using this screen. While you reference an existing encumbrance here, it will not change until the voucher is posted (PF5). The encumbrance is not changed when the voucher is closed (PF10). Liquidations will occur when the voucher is posted (PF5). The steps for creating a pending voucher are as follows: 1) Create the voucher on Screen 112 using the same fields and input rules as a regular voucher. When the voucher is accepted it is assigned a voucher number. 2) The voucher can be re-opened (PF9) and modified as necessary. 3) If modified, the voucher must be closed again (PF10) – there is no effect on the encumbrance. 4) Post (PF5) the pending voucher -- this requires opening a batch. The batch open screen will display in a window. When the voucher is posted, the encumbrance will be liquidated and the payable created. Screen 112 - Pending Voucher Create/Modify with P.O. Numbers 112 Pending Voucher Create/Modify with P.O. Numbers 02/24/11 13:54 FY 2011 CC 02 Screen: ___ Voucher: 1459560 Fiscal Year: 2011 Default Cost Ref: N Doc Summary: SCARBOROUGH FOODSERVICE___________________________ Vendor: 1vvvvvvvvv0 SCARBOROUGH PRODUCE INC Type: 0 Dept. Ref. #: 0494433 Enclosure Code: _ Invoice Date: 01/12/2011 Order Date: 02/08/2011 Due Date: 02/08/2011 State Req Nbr: ___________ GSC Ord: _______ Description: ONIONS FOR CONCESSIONS__________________ ________________________________________ Cust AR NBR: _________________________ ACH Ovrd: _ Hold Flag: N Alt.Vendor: ___________ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: _ PCC Code: _ PDT Code: __ LDT Codes: __ __ __ __ __ __ IC: _ Reason: __ Cont Wk Force: N Confidential: _ Wire Transfer: N Revolving: N Fund Type: Local Prepaid Inv: N Check Nbr: 2771655 Check Dt: 02/09/2011 Override Bank: _____ SQ Voucher: Y Budget Balance Override: Encumbrances: N Actuals: N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp ACH VPost Desc VSrch ReOpn Close Mlti Warns If you do not have security access to create or modify pending vouchers, some of the PF keys shown above will not be displayed. Instead, only these PF keys will be available: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp ACH Desc Mlti Warns Screen 112 – Pending Voucher Create/Modify with P.O. Numbers (cont’d) Basic Steps • Advance to Screen 112. • Enter a valid voucher number or voucher prefix (for automatic voucher numbering) and press . • Enter data in the fields available – including the encumbrance (PO) number. • Indicate if the voucher or line items (on the Multi-Account Screen) should be ‘confidential’ by entering the appropriate value in the Confidential or CF field. • Press to have the voucher accepted and assigned a voucher number. • Press PF10 to close the voucher. To post: • Advance to Screen 130 and open a session. • Advance to Screen 112. • Enter the voucher number and press . • Post the voucher using PF5. • Return to Screen 130 and close the session. Pending Voucher Process Automatic Voucher Numbering To prompt FAMIS to automatically assign a voucher number, a valid prefix must be typed in the voucher field. FAMIS Services will set up valid prefixes on Screen 834 - Voucher Type Create and they can be viewed on Screen 835 - Last Voucher Number Used Table. The steps for automatic voucher numbering are: • Type a valid prefix in the Voucher: field. • Press and begin entering voucher information. • After final data acceptance, the assigned voucher number will be given in the message above the Screen: field, or in the pop-up screen visible by pressing PF3. Due Date Processing The Due Date: field determines the date on the check. The voucher will be pulled to cycle the day prior. Tech Note: The DATETO parameter in the JCL is compared to the Due Date: field to determine if the voucher is pulled to cycle. Create a Single Voucher for Multi-Accounts Before a voucher is accepted, a pop-up screen asking for Multi-Account Vouchering information appears. Accounts paying the same vendor can be paid with a single voucher. Four accounts can be entered at a time. If additional accounts are needed, use PF8 to add up to twenty lines. (To add more than 20 lines, refer to the appropriate section under Screen 104). If no additions are necessary, simply press to return to Screen 112. Screen 112 – Pending Voucher Create/Modify with P.O. Numbers (cont’d) Screen 112 - PF11 Mlti Pop-Up Window Screen: 112 ** Multi-Account Vouchering ** Dup P.O. Enc P C Comp Inv. C Disc 10 Inv Ln Account Number Obj /F Bank F Code Amount R Amount 99 Ovr 1 302620 90000 6339 014957A 6339 P 06000 _ 7546 ______23.25 _ ________ _ _ Inv 942152________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Del _ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ ______ _____ ____ _______ ____ _ _____ _ ____ ___________ _ ________ _ _ Inv ______________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Del _ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ ______ _____ ____ _______ ____ _ _____ _ ____ ___________ _ ________ _ _ You may reference a previously established encumbrance in the P.O. Number: field. Inv ______________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Del _ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ ______ _____ ____ _______ ____ _ _____ _ ____ ___________ _ ________ _ _ Inv ______________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Del _ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Total Working Items: 1 23.25 Pg: 1 of 1 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp XRItm Bkwd Frwd VOInt Exit Type ‘Y’ in the CR: field if the invoice amount should be negative (credit). Multi-Account Encumbrance Liquidation Multi-account vouchers can use different purchase order numbers, one for each line item of the voucher. They can liquidate one purchase order number on multiple lines. If all lines will drive expenses over the encumbered amount, input the P/F/N Liq. Indic: field with the following values: • Put ‘F’ on the multi-account line that finalizes the liquidation. • Then, ‘N’ on all of the remaining multi-account lines. Wire Transfer Another way this screen may be used is to record a Wire Transfer. Entering ‘Y’ in the Wire Transfer: field indicates payment is made or to be made by a use of wire transfer. The resulting transaction will post with a transaction type of ‘6’ (TC=146) and you may enter a bank trace number in the Check Nbr field and a date. FAMIS does not make the wire transfer to the bank; the actual wire transfer must still be made by someone in the Business Office. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Enter the voucher number to be created or modified. . Fiscal Year: 4 digits Type the fiscal year the voucher was created. Screen 112 – Pending Voucher Create/Modify with P.O. Numbers (cont’d) Default Cost Ref: 1 character Type ‘Y’ to display the cost reference fields for entry. Screen Information . Doc Summary: 35 characters Provide a brief summary explaining document. . Vendor: 11 digits Indicate the identification number of the vendor to be paid. Type: 1 digit Designate the third digit of the transaction code, which indicates the type of voucher. Dept. Ref. #: 7 digits/characters Leave blank or enter Reference #4 - Departmental voucher reference number. Enclosure Code: Help 1 digit 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: Blank = Not specified C = Comptroller L = Local Y = Yes, enclosures Invoice Date: 8 digits Enter the date the invoice was issued. This date must be before or equal to the date the voucher is entered. If you want the system to calculate the discount, the invoice date must be entered. Order Date: 8 digits Include the date the order was placed. (Required for state vouchers.) Due Date: 8 digits Enter the due date for the payment. This field determines when the voucher is processed for payment. State Req Nbr: 10 digits Include the State Requisition Number. GSC Ord: 6 characters Include the TBPC (General Services Commission) defined code for purchase orders requiring their approval. Description: 35 characters Enter a description of the voucher to be created. Screen 112 – Pending Voucher Create/Modify with P.O. Numbers (cont’d) Cust AR NBR: 25 digits Include the customer Accounts Receivable number assigned to the purchaser by vendor. ACH Ovrd: 1 character Enter ‘Y’ to override the sending of ACH (Automated Clearinghouse) for a vendor. This keeps the routing information available. Checks will be created for the vendor until reset. 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. Alt. Vendor: 11 digits Signify if payment is a reimbursement to the alternate vendor (agency). W2/SSN: 9 digits Indicate the identification number (Social Security number on W2 form) for the employee, if the voucher is for services (i.e., moving). 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 Enter a USAS defined document type code that determines processing at the state. PCC Code: Help 1 character Provide the General Services Commission (GSC) defined Purchase Category Code that identifies various purchase types and associated payments. PDT Code: Help 2 characters Designate a USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits. LDT Codes: Help 2 characters each Enter the USAS Descriptive/Legal Text that identifies up to 5 stamps to be put on a voucher. IC: Help 1 character Identify the interest calculation procedure to be followed. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Screen 112 – Pending Voucher Create/Modify with P.O. Numbers (cont’d) Reason: Help 2 characters Include the reason for interest exemption: Valid values are: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented MI = Mailing Instr On PO Not Followed NI = No Invoice Received Cont Wk Force: 1 character Indicate if this payment is to be flagged as a Contract Work Force Payment. 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 Wire Transfer: 1 character Type ‘Y’ if payment is to be made by use of a wire transfer. FAMIS does not make the wire transfer to the bank; the actual wire transfer must still be made by someone in the Business Office. Revolving: Help 1 character Signify if this is a revolving voucher. Y = for revolving voucher. N = for voucher that is not revolving. Fund Type: 5 characters Designate the fund type to pay the voucher. Prepaid Inv: 1 character Type ‘Y’ to mark the invoice as prepaid. . Check Nbr: 6 digits Type the check number printed on check. Check Dt: 8 digits Include the date the check was printed. . Override Bank: 5 digits Modify the bank number entered on the original voucher, if necessary. SQ Voucher: 1 character ‘Y’ indicates this is a SciQuest voucher. Screen 112 – Pending Voucher Create/Modify with P.O. Numbers (cont’d) Budget Balance Override . Encumbrances: 1 character Identify budget balance override setting: Y = indicate budget encumbrances balance can be overridden. N = indicates budget balance cannot be overridden. . Actuals: 1 character Indicate the budget actuals balance setting: ‘Y’ = indicate budget actuals balance can be overridden. ‘N’ = indicates budget balance cannot be overridden. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF4 ACH ACH Displays the Automated Clearinghouse bank information if this is an ACH vendor. If not, no information will be displayed. PF5 Voucher Post VPost Press this key to post the voucher. PF6 Description Desc Provides additional space for typing the description, if needed. PF7 Voucher Search VSrch Search for additional vendors. PF9 Reopen ReOpn Reopen a closed document. PF10 Close Close Close the document. PF11 Multi-accounts Mlti Allows additional line items to be entered for multi-account vouchering, if necessary. PF12 Warnings Warns Displays nonfatal warning messages. Post a Range of Pending Vouchers Pending vouchers must be posted in order to be paid. An individual pending voucher can be posted using a PF key on Screen 111 or Screen 112. To save time, you may post pending vouchers a range at a time. To post a range of pending vouchers use Screen 113. This screen will display the number of pending vouchers, the number of vouchers posted, and the number of vouchers with errors. You must have ‘update’ security to post vouchers using the PF5 Key. Screen 113 - Post A Range Of Pending Vouchers 113 Post A Range Of Pending Vouchers 11/16/10 15:26 FY 2011 CC 02 Screen: ___ Fiscal Yr: 2010 From Voucher: 1459560 To Voucher: 1459563 Number of Pending Vouchers: Number of Vouchers Posted: Number of Vouchers w/Errors: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Post Bkwd Frwd You must have ‘update’ security to use this PF key. Basic Steps • Advance to Screen 113. • Enter the fiscal year (if other than the current year). • Type beginning voucher number in the From Voucher: field, and enter the ending voucher number in the To Voucher: field for the range of pending vouchers to be posted. Press . Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Fiscal Yr: 4 digits Designate the fiscal year in which the pending vouchers were created. . From Voucher: 7 digits Enter the beginning voucher number in the range of pending vouchers to be posted. Screen 113 – Post a Range of Pending Vouchers (cont’d) . To Voucher: 7 digits Enter the ending voucher number in the range of pending vouchers to be posted. Screen Information Number of 3 digits Pending Vouchers: Displays the number of pending vouchers outstanding within the range. Number of 3 digits Vouchers Posted: Indicates the number of pending vouchers in the range provided that were posted. Number of 3 digits Vouchers w/Errors: Shows the number of posted pending vouchers that have errors. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF5 Post Post Post the pending vouchers. You must have ‘update’ security to use this PF key. Pending Interest Voucher Modify Interest items are posted in the local check cycle. This screen can be used to change the interest account number on the interest items or to fix any errors that occur from the nightly posting. If an interest item does not post, an error message will appear on the VBDU080 report. On this screen, items must be in a closed status to post. You may press PF5 to post from this screen or wait for the next nightly cycle. The name of the job that will post the local interest item is FxxVIPST, where "xx" is the TAMUS Part number. The program name is VBDU080, which is the same name that will appear on the report. Screen 114 – Pending Interest Voucher Modify 114 Pending Interest Voucher Modify 08/07/08 11:29 FY 2008 CC AB Screen: ___ Voucher: 0000326 Fiscal Year: 2008 Doc Summary: WELDING TEST Vendor: 2vvvvvvvvv1 A & B WELDING Dept. Ref. #: 9320 Enclosure Code: Invoice Date: 08/01/2008 Order Date: 07/26/2008 Due Date: 08/15/2008 State Req Nbr: GSC Ord: Description: WELDING PARTS & SUPPLIES Cust AR NBR: Hold Flag: N Alt.Vendor: W2/SSN: Travel Hotel Zip: USAS Doc Type: PCC Code: PDT Code: LDT Codes: Revolving: N Fund Type: Local Check Nbr: ______ Check Dt: __________ Budget Balance Override: N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp VPost Desc ReOpn Close Mlti Warns Screen 114 – PF11 Pop-Up Window Screen: 114 ** Multi-Account Vouchering ** Comp Inv. C Orig Item Ln Account Bank Code Amount R 1099 Ppd Item Status 501 440050 00000 6230 00001 7806 ________5.14 _ _ 1 CL Inv 2_____________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ 502 440050 00000 6230 00001 7806 _______10.27 _ _ 2 CL Inv 2_____________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ 503 440050 00000 6230 00001 7806 ______498.13 _ _ 3 CL Inv 2_____________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ ______ _____ ____ _____ ____ ____________ _ _ Inv ______________ PCA _____ Cost Ref 1 _______ 2 _______ 3 _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ Total Interest Items: 3 Pg: 1 of 1 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp VOInt XRItm Bkwd Frwd Exit Screen 114 – Pending Interest Voucher Modify (cont’d) Basic Steps • Advance to Screen 114. • Enter a voucher number that has interest on the Action Line, and modify the fiscal year date if needed. • Press PF5 to post on-line or wait for the batch post in the next nightly run. • Press PF6 to view a more detailed description of the document. • Press PF9 to reopen the document and make modifications. • Press PF10 to close the document. • Press PF11 to see the interest items and make necessary changes/additions. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Enter a valid voucher number that has interest. . Fiscal Year: 4 digits Include the fiscal year. (Default is the current year). Screen Information Doc Summary: 30 characters Displays a brief description of the document. Vendor: 11 characters/digits Shows the vendor's identification number and name. Dept. Ref. #: 7 digits/characters Identifies a reference number used by the department. Enclosure Code: 1 character/digit Displays the enclosure code used to separate checks in the check cycle. Valid values include: A = Auditor Blank = Not specified C = Comptroller L = Local S = Audit Services Y = Enclosures 1 = Housing Deposit Refunds 2 = Student Stipends Invoice Date: 8 digits Identifies the date on the invoice. Order Date: 8 digits Shows the date the order was placed with the vendor. Screen 114 – Pending Interest Voucher Modify (cont’d) Due Date: 8 digits Displays the date payment is due before incurring interest. State Req Nbr: 8 digits Shows the requisition number given by the state. GSC Ord: 7 characters Include the TBPC (General Services Commission) defined code for purchase orders requiring their approval. Description: 35 characters Provides a description of the item(s) purchased. Cust AR NBR: 25 digits This field is used for the customer Accounts Receivable number assigned to purchaser 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. Alt.Vendor: 11 digits Shows if payment is a reimbursement to the alternate vendor (agency). W2/SSN: 9 digits Identifies the identification number (Social Security number on W2 form) for employee, if the voucher is for services (i.e., moving). Travel Hotel Zip: 9 digits Shows the hotel’s zip code used for travel to determine percent usage, and if state discount rate is being utilized. USAS Doc Type: 1 character Indicates a USAS-defined document type code that determines processing at the state. PCC Code: Help 1 character Shows GSC-defined Purchase Category Code that identifies various purchase types and associated payments. PDT Code: Help 2 characters Shows the USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits. LDT Codes: Help 2 characters each Displays the USAS Descriptive/Legal Text identifying up to 5 stamps to be put on a voucher. Revolving: 1 character ‘Y’ indicates this is a revolving voucher. Screen 114 – Pending Interest Voucher Modify (cont’d) Fund Type: 5 characters Shows fund type to pay the voucher. Check Nbr: 6 digits Includes the check number printed on check. Check Dt: 8 digits Displays the date check was printed. Budget Balance 1 character Override: ‘Y’ or ‘N’ - indicates if budget balance can be overridden. Additional Functions: PF KEYS See Appendix for explanation of standard PF Keys. PF5 Voucher Post VPost Press this key to post the voucher. PF6 Description Desc Shows additional information about the description. PF9 Reopen ReOpn Reopen the voucher. PF10 Close Close Close the voucher. PF11 Multi-account Mlti View/create/modify interest items on multi-account vouchering. PF12 Warnings Warns Displays nonfatal warning messages. Pending State Interest Voucher FAMIS posts a daily feed from the State of interest items. If, for any reason, items cannot be posted, they will be reported in the process error report. A common error is a frozen account. Screen 115 is used to correct these items. The items can then be posted online using PF5 or picked up in the nightly posting. This screen can also be used to change the account number on the interest items. Items must be in a closed status to post. Screen 115 – Pending State Interest Create/Modify 115 Pending State Interest Create/Modify 11/16/10 15:30 FY 2011 CC 02 Screen: ___ Voucher: 2002595 Fiscal Year: 2010 Doc Summary: Vendor: 1vvvvvvvvv0 CITISMART ASSOCIATES Dept. Ref. #: SORPJUL Enclosure Code: Invoice Date: 07/31/2010 Order Date: 07/31/2010 Due Date: 07/29/2010 State Req Nbr: GSC Ord: Description: SORP-BASE JULY 2010 Cust AR NBR: Hold Flag: N Alt.Vendor: 3vvvvvvvv1T W2/SSN: Travel Hotel Zip: USAS Doc Type: 9 PCC Code: PDT Code: LDT Codes: Revolving: N Fund Type: State Check Nbr: Check Dt: Budget Balance Override: N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp VPost Desc ReOpn Close Mlti Warns Screen 115 – PF11 Pop-Up Window F8476 Move Cursor to Line Nbr and Press PF9 to create interest items Screen: 115 ** Multi-Account Vouchering ** C Comp Inv. C S St Orig Item Ln Account Bank F Code Amount R t Void Rvlv Item Status 1 011126 00000 2210 70001 7086 _____1149.27 Y N N CO Inv JUL20100000311 PCA 37010 Cost Ref 1 2 3 Del _ Int Ref _______ Effective Dt: __________ 2 011126 00000 2210 70001 7086 _____3133.91 Y N N CO Inv JUL20100000312 PCA 37014 Cost Ref 1 2 3 Del _ Int Ref _______ Effective Dt: __________ 3 011126 00000 2210 70001 7086 ______354.32 Y N N CO Inv JUL20100000313 PCA 37016 Cost Ref 1 2 3 Del _ Int Ref _______ Effective Dt: __________ ______ _____ _____ ____________ Inv PCA Cost Ref 1 2 3 Del _ Int Ref _______ Effective Dt: __________ Total Items: 3 Pg: 1 of 1 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp XrItm Bkwd Frwd CrInt VoInt Exit Screen 115 – Pending State Interest Create/Modify (cont’d) Basic Steps • Advance to Screen 115. • Enter a voucher number that has interest on the Action Line, and modify the fiscal year date if needed. • Press PF5 to post on-line or wait for the batch post in the next nightly run. • Press PF6 to view a more detailed description of the document. • Press PF9 to reopen the document and make modifications. • Press PF10 to close the document. • Press PF11 to see the interest items and make necessary changes/additions. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Enter a valid voucher number that has interest. . Fiscal Year: 4 digits Displays the current fiscal year. Modify if needed. Screen Information Doc Summary: 30 characters Displays a brief description of the document. Vendor: 11 digits/characters Shows the vendor's identification number and name. Dept. Ref. #: 7 digits/characters Identifies a reference number used by the department. Enclosure Code: 1 character/digit Displays the enclosure code used to separate checks in the check cycle. Valid values include: A = Auditor Blank = Not specified C = Comptroller L = Local S = Audit Services Y = Enclosures 1 = Housing Deposit Refunds 2 = Student Stipends Invoice Date: 8 digits Identifies the date on the invoice. Order Date: 8 digits Shows the date the order was placed with the vendor. Screen 115 – Pending State Interest Create/Modify (cont’d) Due Date: 8 digits Displays the date payment is due before incurring interest. State Req Nbr: 8 digits Identifies the requisition number given by the state. GSC Ord: 7 characters Include the TBPC (General Services Commission) defined code for purchase orders requiring their approval. Description: 35 characters Shows a description of the item(s). Cust AR NBR: 25 digits Used for the customer Accounts Receivable number assigned to purchaser 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. Alt. Vendor: 11 digits Used if payment is a reimbursement to the alternate vendor (agency). W2/SSN: 9 digits Shows the identification number (Social Security number on W2 form) for employee, if the voucher is for services (i.e., moving). Travel Hotel Zip: 9 digits Shows 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 Indicates a USAS-defined document type code that determines processing at the state. PCC Code: Help 1 character Shows the GSC defined Purchase Category Code that identifies various purchase types and associated payments. PDT Code: Help 2 characters Displays the USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits. LDT Codes: Help 2 characters each Shows the USAS Descriptive/Legal Text that identifies up to 5 stamps to be put on a voucher. Screen 115 – Pending State Interest Create/Modify (cont’d) Revolving: 1 character ‘Y’ indicates the voucher is a revolving voucher. Fund Type: 5 characters Designates fund type to pay the voucher. Check Nbr: 6 digits Check number printed on check. Check Dt: 8 digits Date check was printed. Budget Balance 1 character Override: Type ‘Y’ if a budget balance can be overridden. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF5 VPost VPost Post the voucher. PF6 Desc Desc Shows additional information about the description. PF9 Reopen ReOpn Reopen the voucher. PF10 Close Close Close the voucher. PF11 Multi-account Multi Identifies additional line items to be entered for multi-account vouchering. PF12 Warnings Warns Displays nonfatal warning messages. Section V Prepaid Vouchers Create a Prepaid Voucher Prepaid vouchers are created to record the accounting for a manually produced check, a check either handwritten or prepared by a PC system. Information is entered as a regular voucher, but with the check date and check number included. After pressing for data acceptance, a pop-up window will appear asking for additional transactions from different accounts paying the same vendor. A maximum of ten (10) lines/accounts can be input for processing a single prepaid voucher. Per check – 10 voucher line items: 10 one-line vouchers or 1 ten-line voucher This process enables FAMIS to record the check and voucher to accounting. Another way this screen may be used is to record a Wire Transfer. Entering ‘Y’ in the Wire Transfer: field indicates payment is made or to be made by a use of wire transfer. The resulting transaction will post with a transaction type of ‘6’ (TC=146) and you may enter a bank trace number in the Check Nbr field and a date. Note that FAMIS does not make the wire transfer to the bank; the actual wire transfer must still be made by someone in the Business Office. If you enter “6” in the Type: field, the system will not update the check reconciliation file with this voucher. Screen 109 - Prepaid Voucher 109 Prepaid Voucher DALE MARKETING 07/22/08 09:07 FY 2008 CC SA Screen: ___ Vendor: 1vvvvvvvvv6 Voucher: 0______ Default Cost Ref: N Budget Balance Override: Actuals: N Type: 2 Dept. Ref. #: 1xxxxx2 Enclosure Code: Y Invoice Date: 06/15/2008 Order Date: 06/10/2008 State Req Nbr: ___________ GSC Ord: _______ Description: LAPTOP FOR PROFESSOR WIGGINS____________ Check Nbr: 1234567 ________________________________________ Check Dt: 07/18/2008 Cust AR NBR: 2nn5_____________________ Discount Type: _ Disc. Amt: ___________ Alt.Vendor: ___________ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: _ PCC Code: _ PDT Code: __ LDT Codes: __ __ __ __ __ __ IC: _ Reason: __ Cont Wk Force: _ Confidential: _ Wire Transfer: _ Dup P.O. Encumb P/F/N C Comp. Item Inv Ln Account Number Obj. Liq Ind Bank F Code Amount 1099 Ovrrd 1 270190 00000 5453 _______ ____ _ 03102 Y 7253 1500.00_____ 7 _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 07/22/2008 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Multi Desc Warns Access to the “Budget Balance Override: Actuals:” field depends on the user having the appropriate element security. Type ‘Y’ in this field to override budget actuals. This same field can be found on Screen 104 and Screen 118. Screen 109 – Prepaid Voucher (cont’d) Additional space is available for entering multi-account vouchering by pressing PF9. A maximum of ten (10) lines/accounts may be added using the pop-up window. Screen 109 - Multi-Account Vouchering Pop-up Window Screen: 109 ** Multi-Account Vouchering ** Enc. C Comp. Account P.O.Num Obj. P/F Bank F Code Amount 1099 Ln: 1 270190 00000 5453 _______ ____ _ 03102 Y 7253 _____1500.00 7 Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Ln: 2 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Ln: 3 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Ln: 4 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Total Posted Items: 0 Total Working Items: 1 _______1500.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Exit ECopy Bkwd Frwd SCopy Cancl Basic Steps • Open a session using Screen 130. • Advance to Screen 109. • Type valid data in the available fields. • Indicate if the voucher or line items should be ‘confidential’ by entering the appropriate value in the Confidential or CF field. • The pop-up screen will appear allowing the user to enter additional accounts paying for items from the same vendor; maximum number of accounts is 10. If this information is not necessary, simply press the key and the information will pass back to Screen 109. • Press to record the information. • Return to Screen 130 and Close the session. Prepaid Voucher Process Correct a Prepaid Voucher The Gross Amount may be adjusted using Screen 119 -- Prepaid Voucher Amount Modify. Discount information may also be corrected. Screen 109 – Prepaid Voucher (cont’d) Corrections to other fields are not valid. The check and voucher must be voided and a new prepaid voucher created. • Void the check on Screen 110 - Void check. This reverses the accounting. • Delete the check on Screen 192 - Check Reconciliation Modify to remove it from the check reconciliation file. • Re-enter the voucher on Screen 109. Drop a Prepaid Voucher To drop a prepaid voucher with no recon (Type 6 & 5) use Screen 119 and bring the voucher to $0.00. This will set the voucher to drop. Transaction Codes TC = 160-169 Prepaid vouchers have transaction codes of 160-164 and 167-169. TC = 165 Does not update the recon file; does a journal entry to cash voucher clearing (Screen 823) instead of affecting the bank. TC = 166 A transaction code of 166 is a prepaid voucher that does not update the check reconciliation file, but does an offset to the bank. This transaction code does not require a check number. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Vendor: Help 11 digits Enter the number identifying the vendor to be paid. . Voucher: 7 digits Type the voucher number to be created. Default Cost Ref: 1 character Indicate Y or N: ‘Y’ displays the cost reference fields for entry. Budget Balance 1 character Override: Actuals: Type ‘Y’ to override budget actuals. Must have appropriate security to access this field. Screen 109 – Prepaid Voucher (cont’d) Screen Information Type: 1 digit Designate the third digit of the transaction code, which indicates the type of voucher. If you enter ‘6’ in this field, the system will not update the check reconciliation file with this voucher. Dept. Ref. #: 7 digits/characters Leave blank or enter Reference #4 - Departmental voucher reference number Enclosure Code: Help 1 character Enter 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 S = Audit Services Y = Yes, enclosures Invoice Date: 8 digits Provide the date the invoice was issued. Invoice date must be entered if system is to calculate the discount. This date must be before or equal to the date the voucher is entered. Order Date: 8 digits Enter the date the order was placed. (Required for state vouchers.) State Req Nbr: 11 digits Record the State Requisition Number. GSC Ord: 7 characters Include the TBPC (General Services Commission) defined code for purchase orders requiring their approval. Description: 35 characters Enter a description of the voucher to be created. . Check Nbr: 6 digits Indicate the check number printed on the check. . Check Dt: 8 digits Include the date check was printed. Cust AR NBR: 25 digits Enter the customer Accounts Receivable number assigned to purchaser by vendor. Screen 109 – Prepaid Voucher (cont’d) Discount Type: Help 1 character Include the types of discount. For example: D = Dollar value P = Percent value T = Code taken from Vendor record V = Code based on Discount code Blank = No discount applied Disc. Amt: 11 digits When used with discount type ‘D’, include the dollar amount of the discount to be applied. When used with discount type ‘P’, indicate the percent discount to be applied. Alt. Vendor: 11 digits Enter the alternate vendor’s identification number to be reimbursed. W2/SSN: 9 digits Enter the identification number (Social Security number on W2 form) for employee, if the voucher is for services (i.e., moving). Travel Hotel Zip: 9 digits 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 Indicate a USAS-defined document type code that determines processing at the state. PCC Code: Help 1 character Provide the General Services Commission (GSC) defined Purchase Category Code that identifies various purchase types and associated payments. PDT Code: Help 2 characters Include the USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits. LDT Codes: Help 2 characters each Provide the USAS Descriptive/Legal Text that identifies up to 5 stamps to be put on a voucher. IC: Help 1 character Identify the interest calculation procedure to be followed for the entire voucher. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Screen 109 – Prepaid Voucher (cont’d) Reason: Help 2 characters Include the reason for interest exemption: Valid values are: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented MI = Mailing Instr On PO Not Followed NI = No Invoice Received Cont Wk Force: 1 character Identify if this payment is to be flagged as a Contract Work Force Payment. 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 Wire Transfer: 1 character Type ‘Y’ if payment is to be made by use of a wire transfer. FAMIS does not make the wire transfer to the bank; the actual wire transfer must still be made by someone in the Business Office. Line Item Information Ln: 2 digits Shows the line number of an item currently being entered on a voucher. Account: 15 digits Include the number of the account to be debited. P.O. Number: 7 digits Identifies the purchase order number. Also Reference #1. Encumb Obj: 4 digits Enter the object code used when the encumbrance was created. P/F/N Liq Ind: Help 1 character Signify the encumbrance liquidation indicator: P = Partial liquidation F = Full liquidation N = No liquidation Bank: 5 digits Provide 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. Screen 109 – Prepaid Voucher (cont’d) CF: 1 character Identify if the line items are 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 Comp. Code: 4 digits Identify the State Comptroller Object Code (required for state vouchers). Item Amount: 12 digits Enter dollar amount for an item on the voucher. 1099: Help 1 character/digit Signify the 1099 code: Examples 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 Dup Inv Ovrrd: 1 character Enter ‘Y’ to allow creation of voucher for previously entered invoice. (Duplicate Invoice Override) Inv: 14 digits Indicate the number of the invoice to be paid. PCA: 5 digits Enter the Program Cost Account code, a USAS required field used as a coding reduction field. Used to override the calculated PCA code. Should be used primarily on vouchers against GL accounts. Cost Ref 1, 2, 3: 7 characters Provide the cost reference accounting entries. Dates Inv Rec: 6 digits Enter date the invoice was received. This must be (1) after or equal to the invoice date and (2) before or equal to date voucher is being entered. Delv: 8 digits Indicate the date items/services were received (delivered). Screen 109 – Prepaid Voucher (cont’d) Req Pay: 8 digits Include the date payment is required. IC: Help 1 character Identify the interest calculation procedure to be followed for line item. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Rsn: Help 2 characters Include the reason for interest exemption: Valid values are: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented MI = Mailing Instr On PO Not Followed NI = No Invoice Received Current Batch Information Transactions: 6 digits Displays the number of transactions processed. Amount: 18 digits Shows total amount of transactions processed. Batch: 6 characters/digits Indicates the current batch reference number. Date: 8 digits Shows session date entered on 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. PF10 Description Desc Provides space for a longer description to be entered. PF12 Warnings Warns Displays nonfatal warning messages. Modify Prepaid Voucher Amount The amount of a prepaid voucher entered on Screen 109 can be modified using Screen 119. The change will update both the check reconciliation file and the voucher file. The information necessary for modification can be obtained on Screen 161, Screen 163, or Screen 186. Prepaid revolving vouchers which were entered on Screen 139, may also be modified using Screen 109. Screen 119 - Prepaid Voucher Amount Modify 119 Prepaid Voucher Amount Modify 08/07/08 11:41 FY 2008 CC AM Screen: ___ Voucher: 5800010 Line Item: 1__ Fiscal Year: 2008 Vendor: 2vvvvvvvvv0 JUST IN TIME DELIVERY Alt Vendor: Account: 470802 00000 4040 Line Item Amount: 15.00_______ Change the line item amount to P/F/N Liq Indic: _ P.O. Number: P800010 the new line item amount. *-------------- Vendor Discount Terms --------------* Disc. Amt: ____________ If applicable, change the Vendor discount terms Due Date: 07/30/2008 to the new discount terms 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 Warns Basic Steps • Open a session on Screen 130. • Advance to Screen 119. • Enter the required information on the Action Line and press . • If approved, message stating “Record has been successfully modified” will appear. • Close the session on Screen 130. Prepaid Voucher Modification Process When the prepaid voucher information is entered on the Action Line and is pressed, the voucher amount and due date are displayed. To modify the amount, enter the new (desired) amount in the Line Item Amount: field. The amount entered in the field should reflect the modified invoice amount before discounts. The Discount Amount should reflect the amount of discount given to the buyer, and should be deducted from the gross amount. Do not enter the modified voucher amount in the Discount: field. This field is only for use when discounts should have been entered on Screen 109 - Prepaid Voucher Create. Screen 119 – Prepaid Voucher Amount Modify (cont’d) After entering these amounts, the resulting net amount (new invoice amount minus discount amount) will be shown in the Net Amount: field on Screen 169. Background accounting detail may be viewed on Screen 127. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Enter the voucher number to be modified. . Line Item: 3 digits Type the line number of an item currently being entered on a voucher. Fiscal Year: 4 digits Include the fiscal year of the voucher. Screen Information Vendor: 11 digits/30 characters Displays the number and name identifying the vendor to be paid. Alt Vendor: 11 digits/30 characters Shows if an alternate vendor is receiving payment. Account: 15 digits Indicates the number of the account to be debited. Line Item 12 digits Amount: Enter the dollar amount to be paid by account number for a specified line item. Enter new Line Item Amount ONLY if adjusting invoice amount. P/F/N Liq Indic: Help 1 character Include the encumbrance liquidation indicator: P = Partial Liquidation F = Full Liquidation N = No OC Liquidation BLANK = “ “ P.O. Number: 7 digits Displays the purchase order number. Also Reference #1. Vendor Discount Terms Discount Type: Help 1 character Identify the discount type: Examples are: D = Dollar value P = Percentage value V = Code taken from Vendor record T = Code based on Discount code Screen 119 – Prepaid Voucher Amount Modify (cont’d) Disc. Amt: 12 digits Indicate the amount of applicable discount. This will be deducted from the gross amount and result in a net amount paid the vendor. Enter Discount Information ONLY if discount of Voucher Line Item occurred before Due Date. Due Date: 8 digits Indicates the date the voucher is due. 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 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. PF12 Warnings Warns Displays nonfatal warning messages. Prepaid Credit Memo Prepaid credit memos are created to record a credit to a prepaid voucher, which is a voucher created to represent a manually produced check that was either handwritten or prepared by a PC system. Entering a prepaid credit memo is the same as entering a regular credit memo where the check date and check number are to be included. Regular Credit Memos are created on Screen 108. If you enter a 6 in the Type: field, the system will not update the check reconciliation file with this voucher. Screen 116 - Prepaid Credit Memo 116 Prepaid Credit Memo DELL MARKETING 11/09/09 11:17 FY 2010 CC AM Screen: ___ Vendor: 1vvvvvvvvv0 Voucher: 0______ Default Cost Ref: N Budget Balance Override: Actuals: N Type: 2 Dept. Ref. #: Jxxxxx6 Enclosure Code: _ Invoice Date: 09/10/2009 Order Date: 09/10/2009 State Req Nbr: ___________ GSC Ord: _______ Description: DESK CLOCK WRONG COLOR__________________ Check Nbr: _______ ________________________________________ Check Dt: __________ Cust AR NBR: _________________________ Discount Type: _ Disc. Amt: ___________ Alt.Vendor: ___________ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: _ PCC Code: _ PDT Code: __ LDT Codes: __ __ __ __ __ __ IC: _ Reason: __ Cont Wk Force: _ Confidential: _ Wire Transfer: _ Dup P.O. Encumb P/F/N C Comp. Item Inv Ln Account Number Obj. Liq Ind Bank F Code Amount 1099 Ovrrd 1 144000 00000 5453 _______ ____ _ _____ _ ____ ____________ _ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Transactions: 0 Amount: 0.00 Batch: JAC002 Date: 11/09/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Multi Desc Warns Screen 116 - Multi-Account Vouchering Pop-up Window Screen: 116 ** Multi-Account Vouchering ** Enc. C Comp. Account P.O.Num Obj. P/F Bank F Code Amount 1099 Ln: 1 144000 00000 5453 _______ ____ _ _____ _ ____ _______33.00 _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Ln: 2 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Ln: 3 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Ln: 4 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Total Posted Items: 0 Total Working Items: 1 _________33.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Exit ECopy Bkwd Frwd SCopy Cancl Screen 116 – Prepaid Credit Memo (cont’d) After pressing for data acceptance, a pop-up window will appear asking for additional transactions from different accounts paying the same vendor. This process enables FAMIS to record the credit memo. A maximum of ten lines/accounts can be processed on a single prepaid credit memo. To cancel or bring to $0.00, use Screen 109 and put in the prepaid voucher number. Then put in the corresponding prepaid voucher information. Transaction Codes TC = 170-174 Prepaid vouchers TC = 175 Cash Voucher transactions not currently available TC = 176 A transaction code of 176 is a prepaid voucher that does not update the check reconciliation file. TC = 177-179 Prepaid vouchers Basic Steps • Open a session using Screen 130. • Advance to Screen 116. • Type valid data in the available fields. • Indicate if the voucher or line items should be ‘confidential’ by entering the appropriate value in the Confidential or CF field. • The pop-up screen will appear allowing the user to enter additional accounts paying for items from the same vendor; maximum number of accounts is 10. If this information is not necessary, simply press the key and the information will pass back to Screen 116. Press to process the data and close the session on Screen 130. • Press to record the information. • Advance to Screen 130 and close the session. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Vendor: 11 digits Enter the number identifying the vendor to be paid. . Voucher: 7 digits Type the voucher number to be created. Screen 116 – Prepaid Credit Memo (cont’d) . Default Cost Ref: 1 character Enter ‘Y’ to display the cost reference fields. Screen Information Type: 1 digit Enter the third digit of the transaction code, which indicates the type of voucher. If you enter a 6 in the Type: field, the system will not update the check reconciliation file with this voucher. Dept. Ref. #: 7 digits/characters Leave blank or enter Reference #4 - Departmental voucher reference number. Enclosure Code: Help 1 character Type the appropriate 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 S = Audit Services Y = Yes, enclosures Invoice Date: 8 digits Identify 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 Designate the date the order was placed. (Required for state vouchers.) State Req Nbr: 11 digits Indicate the State Requisition Number. GSC Ord: 7 characters Include the TBPC (General Services Commission) defined code for purchase orders requiring their approval. Description: 35 characters Enter a description of the voucher to be created. . Check Nbr: 6 digits Type the check number printed on check. . Check Dt: 8 digits Enter the date the check was printed. Screen 116 – Prepaid Credit Memo (cont’d) Cust AR NBR: 25 digits Designate the customer Accounts Receivable number assigned to purchaser by vendor. Discount Type: Help 1 character Identify the type of discount: Examples are: D = Dollar value P = Percentage value V = Code taken from Vendor record T = Code based on Discount code Disc. Amt: 11 digits When used with discount type ‘D’, enter the dollar amount of the discount to be applied. When used with discount type ‘P’, include the percent discount to be applied. Alt. Vendor: 11 digits Enter the alternate vendor’s identification number if receiving payment. W2/SSN: 9 digits Indicate the identification number (Social Security number on W2 form) for employee if the voucher is for services (i.e., moving). Travel Hotel Zip: 9 digits Type 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 Enter 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 purchase types and associated payments. PDT Code: Help 1 character Enter a USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits. LDT Codes: Help 2 characters each Include the USAS Descriptive/Legal Text that identifies up to 5 stamps to be put on a voucher. IC: Help 1 character Identify the interest calculation procedure to be followed. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Screen 116 – Prepaid Credit Memo (cont’d) Reason: Help 2 characters Include the reason for interest exemption: Valid values are: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented MI = Mailing Instr On PO Not Followed NI = No Invoice Received Cont Wk Force: 1 character Identify if this payment is to be flagged as a Contract Work Force Payment. 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 Wire Transfer: 1 character Enter ‘Y’ if payment is made or to be made by use of a wire transfer. Line Item Information Ln: 2 digits Shows the line number of an item currently being entered on a voucher. Account: 15 digits Indicate the number of the account to be debited. P.O. Number: 7 digits Enter the purchase order number. Also Reference #1. Encumb Obj: 4 digits Designate the object code used when the encumbrance was created. P/F/N Liq Ind: Help 1 character Include the encumbrance liquidation indicator: P = Partial liquidation F = Full liquidation N = No liquidation Bank: 5 digits Type 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. Screen 116 – Prepaid Credit Memo (cont’d) CF: 1 character Identify if the line items are 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 Comp. Code: 4 digits Enter the State Comptroller Object Code (required for state vouchers). Item Amount: 12 digits Include the dollar amount for an item on a voucher. 1099: Help 1 character/digit Identify the 1099 Code: Examples 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 Dup Inv Ovrrd: 1 character Enter ‘Y’ to allow creation of voucher for previously entered invoice. (Duplicate Invoice Override) Inv: 14 digits Provide the number of the invoice to be paid. PCA: 5 digits Enter the Program Cost Account code, a USAS required field used as a coding reduction field. Used to override the calculated PCA code. To be used primarily on vouchers against GL accounts. Cost Ref 1, 2, 3: 7 characters Include cost reference accounting entries. Dates: Inv Rec: 6 digits Enter the date the invoice was received. This must be (1) after or equal to the invoice date and (2) before or equal to the date the voucher is being entered. Delv: 8 digits Indicate the date items/services were received (delivered). Screen 116 – Prepaid Credit Memo (cont’d) Req Pay: 8 digits Include the date payment is required. IC: Help 1 character Identify the interest calculation procedure to be followed. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Rsn: Help 2 characters Include the reason for interest exemption: Valid values are: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented MI = Mailing Instr On PO Not Followed NI = No Invoice Received Current Batch Information Transactions: 6 digits Indicates the number of transactions processed. Amount: 18 digits Shows total amount of transactions processed. Batch: 6 characters/digits Displays the current batch reference number. Date: 8 digits Shows session date entered on batch header. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF9 Multi-account Allows additional line items to be entered for multi-account vouchering, if necessary. PF10 Description Desc Provides space for a longer description to be entered. PF12 Warnings Warns Displays nonfatal warning messages. Section VI Revolving Vouchers Create Revolving Voucher Screen 134 is used to enter a revolving voucher. Both a check and a state voucher will be created. The revolving voucher is used to pay a vendor with local funds and request reimbursement from state funds. Typically, this has been used to get a check in the mail to a vendor very quickly. But since the intent is to pay from state funds the request for payment (state voucher) is sent to the state. The warrant, when returned to the issuing agency, is deposited in a ‘Due From State’ account. Revolving vouchers are included in HUB reporting. Screen 134 - Revolving Voucher Create 134 Revolving Voucher Create MICRO PC SUPPLY 07/22/08 09:23 FY 2008 CC AM Screen: ___ Vendor: 1vvvvvvvvv1 Voucher: 0______ Default Cost Ref: N Budget Balance Override: Actuals: N Type: 7 Dept. Ref. #: 24PZC__ Enclosure Code: _ Invoice Date: 06/04/2008 Order Date: __________ Due Date: __________ State Req Nbr: ___________ GSC Ord: _______ Description: ________________________________________ ________________________________________ Cust AR NBR: _________________________ ACH Ovrd: _ Hold Flag: _ Discount Type: _ Disc. Code: __ Disc. Amt: ___________ Alt.Vendor: ___________ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: _ PCC Code: _ PDT Code: __ LDT Codes: __ __ __ __ __ __ IC: _ Reason: __ Cont Wk Force: _ Confidential: _ Dup P.O. Encumb P/F/N C Comp. Item Inv Ln Account Number Obj. Liq Ind Bank F Code Amount 1099 Ovrrd 1 127030 00000 4010 _______ ____ _ 15001 _ 7300 55.00_______ _ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 07/22/2008 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp ACH Multi Desc Warns The “Type” field will always display ”7”, which cannot be changed. Basic Steps • Open a session on Screen 130. • Advance to Screen 134. • Type valid data in the fields available and press to record the information. • Indicate if the voucher or line items should be ‘confidential’ by entering the appropriate value in the Confidential and CF fields. • Return to Screen 130 and close the session. Screen 134 – Revolving Voucher Create (cont’d) Revolving Voucher Process A regular purchase voucher can be printed if options are set in the state voucher cycle. Contact the FAMIS Services Team to set these options. • Revolving vouchers set up a ‘Due From the State’ accounting entry. The Due From the State account is defined on Screen 823 and always uses the account control of 1150. • When the reimbursement warrant is returned from the state, it must be deposited in this ‘Due From the State’ account in order to clear the account. • Separate checks will always be produced. • Can't do credit memos on revolving vouchers. • The revolving voucher transaction code has a ‘7’ in the Type: field. • The remaining fields are identical to Screen 104. Automatic Voucher Numbering • FAMIS will automatically assign a voucher number if a valid prefix is typed in the voucher field. The user can set up valid prefixes on Screen 834 - Voucher Type Create. These prefixes can be viewed on Screen 835 - Last Voucher Number Used Table. • Type a valid prefix value in the Voucher: field and press . • Begin entering voucher information. After final data acceptance, the assigned voucher number will be given in the message above the Screen: field. Create a Single Voucher for Multi-Accounts Before a voucher is accepted, a pop-up screen asking for Multi-Account Vouchering information appears. Accounts paying the same vendor can be paid with a single voucher. Four accounts can be entered at a time. To enter additional accounts, press PF8 to enter up to twenty lines of information. If no additions are necessary, simply press to return to Screen 111. Screen 134 - Pop-up Window for Entering Multi-Accounts Screen: 134 ** Multi-Account Vouchering ** Enc. C Comp. Account P.O.Num Obj. P/F Bank F Code Amount 1099 Ln: 1 127030 00000 4010 _______ ____ _ 15001 _ 7300 _______55.00 _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Ln: 2 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Ln: 3 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Ln: 4 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Total Posted Items: 0 Total Working Items: 1 _________55.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Exit ECopy Bkwd Frwd SCopy Cancl Screen 134 – Revolving Voucher Create (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Vendor: 11 digits Enter the number identifying the vendor to be paid. . Voucher: 7 digits Type the voucher number to be processed or valid prefix to get a number assigned. Default Cost Ref: 1 character Enter ‘Y’ to display the cost reference fields for entry. Budget Balance 1 character Override: Actuals: Type ‘Y’ to override budget actuals. Must have appropriate security to access this field. Screen Information Type: 1 digit This field will always display 7, which cannot be changed. Dept. Ref. #: 7 digits/characters Leave blank or enter Reference #4 - Departmental voucher reference number. Enclosure Code: Help 1 character Type 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 S = Audit Services Y = Yes, enclosures Invoice Date: 8 digits Identify the date the invoice was issued. This date must be before or equal to the date the voucher is entered. The invoice date must be entered if the system is to calculate the discount. Order Date: 8 digits Enter the date the order was placed. (Required for state vouchers.) Due Date: 8 digits Provide the due date for the payment. This field determines when the voucher is pulled to cycle for payment. Screen 134 – Revolving Voucher Create (cont’d) State Req Nbr: 11 digits Indicate the State Requisition Number. GSC Ord: 7 characters Include the TBPC (General Services Commission) defined code for purchase orders requiring their approval. Description: 35 characters Enter a description of the voucher to be created. Cust AR NBR: 25 digits Include the customer Accounts Receivable number assigned to purchaser by vendor. ACH Ovrd: 1 character Enter ‘Y’ to override the sending of ACH (Automated Clearinghouse) for a vendor. This keeps the routing information available. Checks will be created for the vendor until reset. 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. Discount Type: Help 1 character Identify the discount type: Examples are: D = Dollar value P = Percentage value V = Code taken from Vendor record T = Code based on Discount code table Disc. Code: 2 characters Signify the pre-defined discount codes. Values can be viewed on Screen 808. Disc. Amt: 11 digits When used with discount type ‘D’, enter the dollar amount of the discount to be applied. When used with discount type ‘P’, enter the percent discount to be applied. Alt. Vendor: 11 digits Enter the alternate vendor’s identification number receiving payment. Check will be made to the alternate vendor. W2/SSN: 9 digits Include the identification number (Social Security number on W2 form) for employee if the voucher is for services (i.e., moving). Travel Hotel Zip: 9 digits Enter the ZIP code of the hotel used for travel to determine percentage usage, and if the state discount rate is being utilized. Screen 134 – Revolving Voucher Create (cont’d) USAS Doc Type: 1 character Include the USAS defined document type code that determines processing at the state. PCC Code: Help 1 character Provide the General Services Commission (GSC) defined Purchase Category Code that identifies various purchase types and associated payments. PDT Code: Help 1 character Signify the USAS defined Payment Distribution Type code identifies how transactions will be combined for warrants and direct deposits. LDT Codes: Help 2 characters each Indicate the USAS Descriptive/Legal Text that identifies up to 5 stamps or sets of verbiage to be put on a voucher. IC: Help 1 character Identify the interest calculation procedure to be followed. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Reason: Help 2 characters Include the reason for interest exemption: Valid values are: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented MI = Mailing Instr On PO Not Followed NI = No Invoice Received Cont Work Force: 1 character Indicate if this payment is to be flagged as a Contract Work Force Payment. 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 Line Item Information Ln: 2 digits Displays the line number of an item currently being entered on a voucher. Screen 134 – Revolving Voucher Create (cont’d) Account: 15 digits Indicate the number of the account to be debited. P.O. Number: 7 digits Designate the purchase order number. Also Reference #1. Encumb Obj: 4 digits Enter the object code used when the encumbrance was created. P/F/N Liq Ind: Help 1 character Include the encumbrance liquidation indicator: P = Partial liquidation F = Full liquidation N = No liquidation Bank: 5 digits Enter 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. CF: 1 character Identify if the line items are 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 Comp. Code: 4 digits Provide the State Comptroller Object Code (required for state vouchers) will default, but can be changed. Item Amount: 12 digits Enter the dollar amount for a specific item on a voucher. 1099: Help 1 character/digit Indicate the 1099 Code: Examples 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 Screen 134 – Revolving Voucher Create (cont’d) Dup Inv Ovrrd: 1 character Enter ‘Y’ to allow creation of voucher for previously entered invoice. (Duplicate Invoice Override) Inv: 14 digits Enter the number of the invoice to be paid. PCA: 5 digits Include the Program Cost Account code, a USAS required field used as a coding reduction field. Used to override the calculated PCA code. Should be used primarily on vouchers against GL accounts. Cost Ref 1, 2, 3: 7 characters Use these three fields for entering cost reference accounting entries. Dates Inv Rec: 6 digits Enter the date the invoice was received. This must be (1) after or equal to the invoice date and (2) before or equal to the date the voucher is being entered. Delv: 8 digits Indicates the receiving (delivery) date for vouchers created via the Purchasing Module of FAMIS. When a voucher is created on Screen 345, the receiving date is picked up from the limited purchase received date or from the date of the receiving document for documents where a receiving document was created. Req Pay: 8 digits Include the date payment is required. IC: Help 1 character Identify the interest calculation procedure to be followed. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Rsn: Help 2 characters Include the reason for interest exemption: Valid values are: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented MI = Mailing Instr On PO Not Followed NI = No Invoice Received Screen 134 – Revolving Voucher Create (cont’d) Current Batch Information Transactions: 6 digits Indicates the number of transactions processed. Amount: 18 digits Shows the total amount of the transactions processed. Batch: 6 characters/digits Displays the current batch reference number. Date: 8 digits Shows the session date entered on the batch header. Additional Functions PF KEYS See Appendix for standard PF Keys. PF4 ACH ACH Displays the Automated Clearing House bank information if this is an ACH vendor. PF9 Multi-account Multi Allows additional line items to be entered for multi-account vouchering, if necessary. PF10 Description Desc Provides space for a longer description to be entered. PF12 Warnings Warns Displays nonfatal warning messages. Revolving Voucher Amount Modify The amount of a revolving voucher entered on Screen 134 can be modified using Screen 135. This screen is used primarily when a voucher was entered incorrectly. Changes must be done before the state vouchers and checks are processed. Screen 135 - Revolving Voucher Amount Modify 135 Revolving Voucher Amount Modify 08/07/08 15:00 FY 2008 CC AM Screen: ___ Voucher: 0004018 Line Item: 1__ Fiscal Year: 2008 Vendor: 1vvvvvvvvv0 EOS OFFICE SUPPLIES Account: 611000 00000 4010 Line Item Amount: 100.00______ Change the line item amount to P/F/N Liq Indic: _ P.O. Number: L520055 the new line item amount. *-------------- Vendor Discount Terms --------------* Discount Type: _ Code: __ Disc. Amt: ____________ If applicable, change the Vendor discount terms Due Date: 08/15/2008 to the new discount terms Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 08/07/2008 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Open a session on Screen 130. • Advance to Screen 135. • Enter valid data in the Action Line (voucher and line item). Press . • After entering data, press for acceptance. If approved, message stating “Record has been successfully modified” will appear. Voucher Modify Process Do not enter the modified voucher amount in the Discount: field. This field is only for use when discounts should have been entered on Screen 134 - Revolving Voucher Create. When the voucher information is entered on the Action Line and is pressed, the voucher amount and due date are displayed. To modify the amount, enter the new (desired) amount in the Line Item Amount: field. The amount entered in the field should reflect the modified invoice amount before discounts. The discount amount should reflect the amount of discount given to the buyer, and should be deducted from the gross amount. After entering these amounts, the resulting net amount (new invoice amount minus discount amount) will be shown in the Net Amount: field on Screen 169. Screen 135 – Revolving Voucher Amount Modify (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Enter the voucher number to be modified. . Line Item: 3 digits Type the line number of an item currently being entered on a voucher. Screen Information Vendor: 11 digits/30 characters Displays the number and name of the vendor to be paid. Account: 15 digits Indicates the number of the account to be debited. Line Item Amount: 12 digits Enter the dollar amount to be paid by account number for a specified line item. P/F/N Liq Indic: Help 1 character Provide the encumbrance liquidation indicator: P = Partial liquidation F = Full liquidation N = No liquidation P.O. Number: 7 digits Displays the purchase order number. Also Reference #1. Vendor Discount Terms Discount Type: Help 1 character Identify the discount type: Examples are: D = Dollar value P = Percentage value V = Code taken from Vendor record T = Code based on Discount code Code: 2 characters Include any pre-defined discount codes. Values can be viewed on Screen 808. Disc. Amt: 11 digits Indicate the amount of applicable discount. This will be deducted from the gross amount and result in a net amount paid the vendor. Do not enter the modified voucher amount in the Discount: field. This field is only for use when discounts should have been entered on Screen 134 - Revolving Voucher Create. Due Date: 8 digits Displays the due date of prepaid voucher. Screen 135 – Revolving Voucher Amount Modify (cont’d) Current Batch Information Transactions: 6 digits Indicates the number of transactions processed. Amount: 18 digits Shows the total amount of the transactions processed. Batch: 6 characters/digits Designates 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. PF12 Warnings Warns Displays nonfatal warning messages. Drop a Revolving Voucher To drop either a single line item from a revolving voucher or the entire voucher, use Screen 136. After entering the data on the Action Line, a pop-up window asking for confirmation of the deletion transaction will appear. Screen 136 - Revolving Voucher Drop 136 Revolving Voucher Drop 08/07/08 15:02 FY 2008 CC SA Screen: ___ Voucher: 0001126 Fiscal Year: 2007 Vendor: 1vvvvvvvvv0 SHINE ON INDUSTRIES Line Item Nbr: ALL * Enter a Line Item Nbr to drop a specific item from a voucher. * Type in 'ALL' to drop the entire voucher. Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 05/12/2003 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Screen 136 - Revolving Voucher Drop Pop-Up Window +---------------------------------------------------------+ | Voucher Drop Confirmation | | | | P.O. Enc. P/F/N Comp | | Account Number Obj. Ind. Bank Code | | 440091 00000 4010 12030 7300 | | | | Cost Cost Cost | | Amount Inv. Number Ref 1 Ref 2 Ref 3 | | 111.55 | | | | Enter 'Y' to Drop: | +---------------------------------------------------------+ Basic Steps • Open a session on Screen 130. • Advance to Screen 136. • Enter valid data in the Action Line: fields. Press to access the data pertaining to the specified voucher. • To drop a single line item from a revolving voucher, type a line item number in the Line Item: field. Press . • Type ‘ALL’ in the Line Item: field to drop an entire voucher, and press . • Once the pop-up window appears asking for confirmation of the deletion, type ‘Y’ to continue the deletion process or ‘N’ to have the process aborted. • Close the session using Screen 130. Screen 136 – Revolving Voucher Drop (cont’d) Drop Revolving Voucher Process Drop a Single Line-Item from Multiple-Account Revolving Vouchers When a multiple-account revolving voucher requires modification: • Type the line item number of the account to be dropped. Drop Multiple-Account Revolving Vouchers In some cases, multiple distributions for revolving vouchers are created because of a need to spread expenses across multiple accounts. An example would be FAMIS producing one voucher due to several departments receiving invoices from the same vendor. In cases like these, all lines of the multi-account revolving vouchers may be dropped with a single voucher drop transaction. This is only possible, however, if the same voucher number was used to create the multiple distributions. The system creates the appropriate accounting transactions for each account distribution that is dropped. • Type ‘ALL’ in the Line Item Number: field and press . Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Enter the voucher number to be dropped. . Fiscal Year: 4 digits Type the fiscal year the voucher was posted. Screen Information Vendor: 11 digits/30 characters Displays the number and name of the vendor to be paid. . Line Item Nbr: 3 digits Enter a line item number to drop a specific item from a voucher. (Ex. for line item number 3, enter ‘003’) - OR - Type in ‘ALL’ to drop the entire voucher. Current Batch Information Transactions: 6 digits Displays the number of transactions processed. Amount: 18 digits Shows the total amount of the transactions processed. Screen 136 – Revolving Voucher Drop (cont’d) 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. PF12 Warnings Warns Displays nonfatal warning messages. Void a Revolving Check To void a check created in the check cycle, as a result of a revolving voucher entered on Screen 134 or 139, use Screen 137 - Revolving Check Void. If the check was entered on Screen 134, only the revolving check portion will be deleted. If the check was entered as a prepaid revolving voucher on Screen 139, the program will reverse both the revolving state voucher and revolving check, if the state voucher has not been processed. Screen 137 - Void Revolving Check 137 Void Revolving Check 11/25/08 13:29 FY 2009 CC AM Screen: ___ Vendor: 1vvvvvvvvv0 UNFINISHED FURNITURE SUPPLY Check Number: ___1101 Check Amount: 1211.62_______ Recon Bank Number: 03000 Reason Check Voided: A Transactions: 0 Amount: 0.00 Batch: JAC003 Date: 11/25/2008 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Open a session on Screen 130. • Advance to Screen 137 and type valid data in the fields. Press . • Type valid data in the available fields. All fields are required. • Press for acceptance. If there is a problem with the check or voucher, a message will appear above the screen number. For example: +----------------------------------------------------+ | | | BANK ENTERED DOES NOT MATCH REVOLVING BANK | | DO YOU WANT TO CONTINUE? (Y/N) _ | | | +----------------------------------------------------+ Otherwise, the check is considered void and a message stating “Check Voided - Use Screen 146 to void voucher” will appear. Screen 137 – Void Revolving Check (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Screen Information . Vendor: 11 digits Enter the number identifying the vendor on the revolving check. . Check Number: 7 digits Type the check number being deleted. . Check Amount: 14 digits Indicate the check amount which is used as another reference to confirm the correct check is being deleted. . Recon Bank 5 digits Number: Include the number of the bank used for reconciliation of the voucher transaction. . Reason Check Help 1 character Voided: Enter the code for the reason the check is being voided. Current Batch Information Transactions: 6 digits Shows 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 the session date entered on the batch header. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF12 Warnings Warns Displays nonfatal FAMIS warning messages. Create a Prepaid Revolving Voucher Screen 139 is used to record the accounting for a check created outside the FAMIS check cycle and also to create a state voucher to be sent to the state for reimbursement. These checks are disbursed for expenses that are normally paid by the state, but for other reasons (rush order, etc.) are paid by the agency's local funds. Screen 139 - Prepaid Revolving Voucher 139 Prepaid Revolving Voucher A&M TRAVEL TIME INC 09/24/09 11:22 FY 2009 CC AA Screen: ___ Vendor: 1vvvvvvvvv2 Voucher: 1900189 Default Cost Ref: N Budget Balance Override: Actuals: N Type: 6 Dept. Ref. #: 1xxxxx9 Enclosure Code: _ Invoice Date: 09/02/2009 Order Date: 08/28/2009 State Req Nbr: 345667_____ GSC Ord: _______ Description: TRAVEL__________________________________ Check Nbr: 1234567 ________________________________________ Check Dt: 08/30/2009 Cust AR NBR: _________________________ Discount Type: _ Disc. Amt: ___________ Alt.Vendor: ___________ W2/SSN: _________ Travel Hotel Zip: _________ USAS Doc Type: 2 PCC Code: A PDT Code: __ LDT Codes: __ __ __ __ __ __ IC: _ Reason: __ Cont Wk Force: N Confidential: _ Wire Transfer: Y Dup P.O. Encumb P/F/N C Comp. Item Inv Ln Account Number Obj. Liq Ind Bank F Code Amount 1099 Ovrrd 1 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Transactions: 1 Amount: 30.00 Batch: DLW001 Date: 08/31/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Multi Desc Warns This process will set up a ‘Due From the State’ accounting entry. The warrant, when returned to the issuing agency, must be deposited in the ‘Due From the State’ account defined on Screen 823 in order to clear the account. Revolving Prepaid Voucher Create The two disbursement entries created are: 1) Debit - Subsidiary Ledger account 2) Debit - State Paid Revolving Clearing Account Wire Transfer Feature When you put a 'Y' in the Wire Transfer field, you can then change the TC to '6' (you will get an error that it has to be a '6'). You can now put in a bank trace number in the check number field and date to track the wire transfer. The voucher display on Screen 168 shows the values in the appropriate fields. Create a Single Voucher for Multi-Accounts Before a voucher is accepted, a pop-up screen asking for Multi-Account Vouchering information appears. Accounts paying the same vendor can be paid with a single voucher. To enter additional accounts, press PF9. The maximum number allowed is ten lines/accounts. If no additions are necessary, simply press to return to Screen 139. Screen 139 – Prepaid Revolving Voucher (cont’d) Screen 139 - Pop-up window for a Revolving Prepaid Screen: 139 ** Multi-Account Vouchering ** Enc. C Comp. Account P.O.Num Obj. P/F Bank F Code Amount 1099 Ln: 1 440001 00000 4010 _______ ____ _ 12030 _ 7300 ______133.50 _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Ln: 2 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Ln: 3 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Ln: 4 ______ _____ ____ _______ ____ _ _____ _ ____ ____________ _ Inv: ______________ PCA: _____ Cost Ref 1: _______ 2: _______ 3: _______ Dates: Inv Rec: __________ Delv: __________ Req Pay: __________ IC: _ Rsn: __ Total Posted Items: 0 Total Working Items: 1 ________133.50 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Exit ECopy Bkwd Frwd SCopy Cancl Basic Steps • Open a batch session on Screen 130. • Advance to Screen 139. • Enter valid information in the available fields. • Indicate if the voucher or line items should be ‘confidential’ by entering the appropriate value in the Confidential or CF fields. • Press to record this information. • A pop-up window allowing entry for multi-account vouchers will appear. Press after entering data to return to Screen 139. • Press to record the information. • Advance to Screen 130 to close the session. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Vendor: 11 digits Enter the number identifying the vendor to be paid. . Voucher: 7 digits Type the voucher number to be processed. Default Cost Ref: 1 character Enter ‘Y’ to display the cost reference fields for entry. Budget Balance 1 character Override: Actuals: Type ‘Y’ to override budget actuals. Must have appropriate security to access this field. Screen 139 – Prepaid Revolving Voucher (cont’d) Screen Information Type: 1 digit This field will always display 7 and can be changed. The transaction code will be 147. If overridden with a ‘6’, a check will not be produced and it will not be included in the reconciliation process. Dept. Ref. #: 7 digits/characters Leave blank or enter Reference #4 - Departmental voucher reference number. Enclosure Code: Help 1 character Type 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 S = Audit Services Y = Yes, enclosures Invoice Date: 8 digits 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 Enter the date the order was placed. (Required for state vouchers.) State Req Nbr: 11 digits Indicate the State Requisition Number. GSC Ord: 7 characters Include the TBPC (General Services Commission) defined code for purchase orders requiring their approval. Description: 80 characters Enter a description of the voucher to be created. Check Nbr: 6 digits Enter the check number used to pay the voucher. Check Dt: 8 digits Indicate the date the payment was made. Cust AR NBR: 25 digits Include the customer Accounts Receivable number assigned to purchaser by vendor. Screen 139 – Prepaid Revolving Voucher (cont’d) Discount Type: Help 1 character Identify the types of discount to apply: D = Dollar value P = Percentage value V = Code taken from Vendor record T = Code based on Discount code Disc. Amt: 11 digits When used with discount type ‘D’, enter the dollar amount of the discount to be applied. When used with discount type ‘P’, enter the percent discount to be applied. Alt. Vendor: 11 digits Include the identification number of the alternate vendor - receive the payment. W2/SSN: 9 digits Include the identification number (Social Security number on W2 form) for employee if the voucher is for services (i.e., moving). Travel Hotel Zip: 9 digits 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 Provide the USAS defined document type code that determines processing at the state. PCC Code: Help 1 character Enter the General Services Commission (GSC) defined Purchase Category Code that identifies purchase types and associated payments. PDT Code: Help 1 character Indicate a USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits. LDT Codes: Help 2 characters each Enter the USAS Descriptive/Legal Text that identifies up to 5 stamps to be put on a voucher. IC: Help 1 character Identify the interest calculation procedure to be followed. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Screen 139 – Prepaid Revolving Voucher (cont’d) Reason: Help 2 characters Include the reason for interest exemption: Valid values are: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented MI = Mailing Instr On PO Not Followed NI = No Invoice Received Cont Wk Force: 1 character Indicate if this payment is to be flagged as a Contract Work Force Payment. 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 Wire Transfer: 1 character Type ‘Y’ if payment is to be made by use of a wire transfer. Line Item Information Ln: 2 digits Displays the line number of an item currently being entered on a voucher. Account: 15 digits Type the account number to be debited. P.O. Number: 7 digits Designate the purchase order number. Also Reference #1. Encumb Obj: 4 digits Enter the object code used when the encumbrance was created. P/F/N Liq Ind: Help 1 character Provide the encumbrance liquidation indicator: P = Partial liquidation F = Full liquidation N = No liquidation Bank: 5 digits Enter 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. Screen 139 – Prepaid Revolving Voucher (cont’d) CF: 1 character Identify if the line items are 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 Comp. Code: 4 digits Type the State Comptroller Object Code (required for state vouchers). Item Amount: 12 digits Enter the dollar amount for a specific item on a voucher. 1099: Help 1 character/digit Identify the 1099 code: Examples 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 Dup Inv Ovrrd: 1 character Enter ‘Y’ to allow creation of voucher for previously entered invoice. (Duplicate Invoice Override) Inv: 14 digits Enter the number of the invoice to be paid. PCA: 5 digits Include the Program Cost Account code, a USAS required field used as a coding reduction field. Used to override the calculated PCA code. Should be used primarily on vouchers against GL accounts. Cost Ref 1, 2, 3: 7 characters Enter any cost reference accounting entries. Dates Inv Rec: 6 digits Enter the date the invoice was received. This must be (1) after or equal to the invoice date and (2) before or equal to the date the voucher is being entered. Screen 139 – Prepaid Revolving Voucher (cont’d) Delv: 8 digits Indicate the date the items/services were received (delivered). Req Pay: 8 digits Include the date payment is required. IC: Help 1 character Identify the interest calculation procedure to be followed. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Rsn: Help 2 characters Include the reason for interest exemption: Valid values are: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented MI = Mailing Instr On PO Not Followed NI = No Invoice Received Current Batch Information Transactions: 6 digits Indicates the number of transactions processed. Amount: 18 digits Shows total amount of transactions processed. Batch: 6 characters/digits Displays the current batch reference number. Date: 8 digits Shows session date entered on 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. PF10 Description Desc Provides space for a longer description to be entered. PF12 Warnings Warns Displays nonfatal FAMIS warning messages. Revolving Check Receipt Warrants and checks from all revolving vouchers should be entered on Screen 126; recording this information makes the state reconciliation process for revolving vouchers much easier. The state voucher file is updated by recording the receipt of the check from the state on Screen 126. The check amount is recorded in the Revolving Check Amt: field. This process is done for multi-vendor vouchers only. While a batch must be opened to maintain the totals, no transactions are generated. In addition, there may be a situation that requires the employee to submit a personal check to the agency. For example, an employee receives a travel advance. After submitting a voucher for reimbursement from the state, the agency discovers that the state will not cover certain expenses (i.e., rental auto insurance). To completely reconcile the voucher, the employee will have to submit a personal check to cover the additional expenses not covered by the state. Screen 126 - Revolving Check Receipt 126 Revolving Check Receipt 08/07/08 15:07 FY 2008 CC AM Screen: ___ Voucher: 3700001 Revolving Check Amt: 200.00_______ Personal Check Amt: 10.00________ Enter 'Y' if all checks received: Y Transactions: Amount: Batch: JAC004 Date: 08/07/2008 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Open a session on Screen 130. This is required because the check totals will be maintained, but no transactions will be generated. • Advance to Screen 126. • Enter data on the Action Line (voucher number) and press . • Type valid data in the fields available and press to record data. • Close session on Screen 130. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Enter a valid voucher number. Screen 126 – Revolving Check Receipt (cont’d) Screen Information Revolving Check 13 digits Amt: Indicate the amount received from the state for the revolving voucher. Personal Check 13 digits Amount: Type the total dollar amount of personal check received by the agency to cover any unreimbursed expenses on the revolving voucher. Enter ‘Y’ if all 1 character checks received: Enter ‘Y’ to indicate that all checks have been received for the total amount of the voucher. This includes the state check and a personal check for any unreimbursed expenses. Current Batch Information Transactions: 5 digits Displays the number of transactions in the current batch. Amount: 12 digits Shows the dollar amount associated with the batch session. Batch: 6 characters/digits Indicates the batch number. Date: 8 digits Displays the date the transaction batch was created. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Revolving Prepaid Amount Modify If an incorrect amount for a revolving prepaid voucher is entered when creating the voucher on Screen 139 - Revolving Prepaid Voucher, modifications can be made using Screen 149. Screen 149 - Revolving Prepaid Amount Modify 149 Revolving Prepaid Amount Modify 08/07/08 15:21 FY 2008 CC AM Screen: ___ Voucher: 5800009 Line Item: 1__ Fiscal Year: 2008 Vendor: 2vvvvvvvvv2 TERA TECHNOLOGIES INC Alt Vendor: Account: 120007 00000 5781 Line Item Amount: 955.25______ Change the line item amount to P/F/N Liq Indic: _ P.O. Number: L800138 the new line item amount. *-------------- Vendor Discount Terms --------------* Disc. Amt: ____________ If applicable, change the Vendor discount terms Due Date: 07/07/2008 to the new discount terms 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 Warns Basic Steps • Open a session on Screen 130. • Advance to Screen 149 and enter Action Line information. Press . • Enter the new line item dollar amount and press for data acceptance. If approved, will see: “Record has been successfully modified”. • Screen 169 can be accessed to view the prepaid voucher modifications. • Screen 127 can be accessed to view the accounting. • Close the session on Screen 130. When the voucher information is entered on the Action Line and is pressed, the voucher amount and due date are displayed. To modify the amount, enter the new (desired) amount in the Line Item Amount: field. The amount entered in this field should reflect the modified invoice amount before discounts. The Discount Amount should reflect the amount of discount given to the buyer, and should be deducted from the gross amount. Do not enter the modified voucher amount in the Discount: field. After entering these amounts, the resulting net amount (new invoice amount minus discount amount) will be shown in the Net Amount: field on Screen 169. Background accounting detail may be viewed on Screen 127. Screen 149 – Revolving Prepaid Amount Modify (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Enter the voucher number to be modified. . Line Item: 3 digits Type the line number of an item currently being entered on a voucher. Fiscal Year: 4 digits Displays the fiscal year of the voucher, but may be modified. Screen Information Vendor: 11 digits/30 characters Displays the number and name of the vendor to be paid. Alt Vendor: 11 digits/30 characters Shows the alternate vendor receiving payment. Account: 15 digits Indicates the number of the account to be debited. Line Item Amount: 12 digits Enter the line item amount to the new line item amount. Enter new Line Item Amount ONLY if adjusting invoice amount. P/F/N Liq Indic: Help 1 character Identify the encumbrance liquidation indicator: P = Partial liquidation F = Full liquidation N = No liquidation P.O. Number: 7 character/digits Displays the purchase order number. Also Reference #1. Vendor Discount Terms Disc. Amt: 12 digits If applicable, change the vendor discount terms to the new discount amount terms. This will be deducted from the gross amount and result in a net amount paid the vendor. Enter Discount Information ONLY if discount of Voucher Line Item occurred before Due Date. Do not enter the modified voucher amount in the Discount: field. Due Date: 8 digits Displays the due date of prepaid voucher. Screen 149 – Revolving Prepaid Amount Modify (cont’d) 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 PF12 Warnings Warns Displays nonfatal FAMIS warning messages. 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) Old Bank is NOT the Primary Local Bank (3 JEs) 1. A journal entry (TC=068) is made (old voucher number) Debit – change source of funds clearing account Credit – old account and subcode 2. A journal entry (TC=068) is posted (normal accounts payable journal entry (new voucher number) Debit – new SL Credit – accounts payable mapped GL liability account 3. Second journal entry (TC=068) is posted to the revolving GL/Due From State (new voucher number) • A revolving voucher is posted with the agency vendor as the alternate vendor • A check from the revolving bank is created payable to the agency in order to reimburse the old local bank. The cashier should deposit this check in the old bank. Through the cashiering process a credit should be made to the change source of funds clearing account. • A reimbursement voucher is transmitted to USAS (type 904 voucher) requesting reimbursement from the state. When the reimbursement is received, it should be deposited in the regular depository bank – crediting the due from the Comptroller account. The revolving bank and the local bank may be the same bank. (See Screen 823) 2) A disbursement (TC=046) is posted: Debit – old bank Credit – old SL • A journal entry (TC=068) is posted (normal accounts payable journal entry): Debit – new SL Credit – accounts payable liability account • A voucher is created (TC=148) with an alternate vendor of the State Comptroller (defined on Screen 822) • A check is produced in the check cycle payable to the State Comptroller. This check should be deposited with the Comptroller, and a deposit entry should be made in USAS, using the appropriation number of the old bank. • Will allow an alternate vendor, but only for Change Source of Funds -State to Local. The reconciliation files and original voucher are not affected by the changes. 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) Section VIII Inquiry Screens Invoices by Vendor Inquiry Screen 160 displays all invoices that are on file for a particular vendor. If the vendor number starts with “T”, it is a “temporary” vendor. Invoices for these temporary vendors do not appear on this screen. Press PF11 to scroll right and view the Bank Trace information. The bank trace number is created from the first 8 digits of the originating depository financial institution (ODFI) and the last 7 digits are sequentially assigned by FAMIS. Press PF10 to scroll right and view Panel 2. Screen 160 - Invoices by Vendor Inquiry (Panel 1) 160 Invoices by Vendor Inquiry 11/16/10 16:02 DALE MARKETING LP FY 2011 CC 02 Screen: ___ Vendor: 1vvvvvvvv5N Invoice Nbr: ______________ All: N *------------ Invoice -----------* Vchr PO *-- Check/State Voucher --* Number Amount Date Number Number Number Amount Date St XF136PP61 200.12 071310 1328382 A035837 A738973 200.12 072810 E XF3FF1M88 886.86 092810 L114884 P XF49N5518 102.85 102910 1428275 L113481 A758123 102.85 111210 E *** End of voucher list for vendor *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Addr Left Right Screen 160 - Invoices by Vendor Inquiry (Panel 2) 160 Invoices by Vendor Inquiry 11/16/10 16:04 DALE MARKETING LP FY 2011 CC 02 Screen: ___ Vendor: 1vvvvvvvv5N Invoice Nbr: ______________ All: N *------------ Invoice -----------* Vchr PO Bank M Number Amount Date Number Number Number Trace C XF136PP61 200.12 071310 1328382 A035837 A738973 09xxxxxxxxxxxx0 N XF3FF1M88 886.86 092810 L114884 N XF49N5518 102.85 102910 1428275 L113481 A758123 09xxxxxxxxxxxx1 N *** End of voucher list for vendor *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Addr Left Right Screen 160 – Invoices by Vendor Inquiry (cont’d) Basic Steps • Advance to Screen 160. • Type a vendor number in the Vendor: field. A list of invoices and pertaining information will be provided for the specified vendor. Invoice File List Process • Type a vendor number in the Vendor: field for a specific vendor, or an asterisk (*) or part of the vendor name for a pop-up window of all vendors. Press to access the information. • In the pop-up window, typing an ‘X’ beside the vendor will pass the information back to Screen 160 where the vendor invoices will be shown. • The Invoice Nbr: field can be used to position the display. Entering a specific invoice number will position the inquiry information to begin with this invoice number. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Vendor: 11 digits Enter the vendor identification number. Invoice Nbr: 14 digits Type an invoice number to place it at the top of the displayed list. All: 1 character Enter ‘Y’ to display all invoices for the selected vendor. Screen Information Panel 1 Invoice Number: 14 digits Shows the unique invoice number for a voucher. Amount: 12 digits Displays the amount of invoice. Date: 6 digits Indicates the date entered on the invoice header (Screen 240) in purchasing or as entered on the voucher in Accounts Payable. Vchr Number: 7 digits Identifies the voucher number used for invoice payment. PO Number: 7 character/digits Shows the number assigned to the purchase order, if used. Screen 160 – Invoices by Vendor Inquiry (cont’d) Check/State Voucher Number: 7 digits Shows the check number or state voucher number. Amount: 10 digits Indicates the amount of check or state voucher. Date: 6 digits Displays the date check was processed or state voucher was printed. St: 1 character Indicates the status of this invoice, in the overall flow through the process. Values are: P = in Purchasing (not yet passed to A/P) A = in A/P - not yet paid M = in A/P - entered as a prepaid C = in A/P - check has been written by the System There is no update to indicate whether a check has been reconciled through the bank reconciliation process. Panel 2 Bank Trace: 15 digits Shows the bank trace number on the transaction. MC: 1 character Shows the vendor’s mail code for the voucher. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF9 Address Addr View vendor's address information. Voucher Inquiry by Voucher Number Screen 161 provides a complete listing of all vouchers in FAMIS in voucher number order. Shown is one summary line per voucher inquiry which lists the FAMIS voucher number, lines per voucher, the first 11-digit account number in the voucher, vendor name, status, net dollar amounts associated with the voucher and batch session date. Inquiries default to the current fiscal year, but previous fiscal years may be searched by typing a different year in the Fiscal Year: field. Screen 161 - Voucher Inquiry by Voucher Number 161 Voucher Inquiry by Voucher Nbr 11/16/10 16:07 FY 2011 CC 02 Screen: ___ Voucher: 1408011 Fiscal Year: 2011 Vch First Batch S Voucher Lns Account Vendor Name Stat Net Amount Date - ------- --- ------------ ----------------------- ---- ------------- -------- _ 1408011 1 270300-02000 EMMAS NETWORK POWER L PAID 35,772.70 09/27/10 _ 1408012 1 271840-00000 TEXAS AGRILIFE RESEARCH RECN 9,923.24 09/27/10 _ 1408013 1 271840-00000 TEXAS AGRILIFE RESEARCH RECN 9,931.53 09/27/10 _ 1408014 1 241992-00000 ERIN E*ENNIS PAID 89.49 10/04/10 _ 1408015 1 241992-00000 SALLIE S*SMITH PAID 89.51 10/04/10 _ 1408016 1 241992-00000 MIKE M*MARS PAID 89.51 10/04/10 _ 1408017 1 241992-00000 ALICE A*ANSWORTH PAID 89.51 10/04/10 _ 1408018 1 241992-00000 GAIL*GANT PAID 89.51 10/04/10 _ 1408019 1 241992-00000 WARREN W*WELLINGTON PAID 89.51 10/04/10 _ 1408020 1 241992-00000 EDNA E *EINSTEIN PAID 89.50 10/04/10 _ 1408021 1 270650-00000 PFISTER INC PAID 77.73 09/27/10 _ 1408022 1 144013-34400 CARMINE EQUIPMENT RECN 125.00 09/27/10 _ 1408023 1 270580-00000 PITS-BOWMAN INC RECN 3,504.00 09/27/10 _ 1408024 1 271740-50000 TEXTRAIL INC PAID 1,183.50 09/27/10 *** Press ENTER To View More Vouchers *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 161. • Type a voucher number in the Voucher: field. The specified voucher information will pass to the top of the voucher list. If a voucher number is not known, type an ‘*’ and press to display a list of vouchers in numerical order. Voucher Number Analysis Process • The Fiscal Year: field allows you to select the fiscal year in which the voucher was posted. • If the voucher number is unknown, type an asterisk in the Voucher: field. The vouchers will display in numerical order. • Type an ‘X’ in the S (Select) field beside the voucher and press to pass the voucher information to Screen 168 (FAMIS Voucher Total Inquiry) and view a list of voucher line item. (See Screen 168 section for more information.) • On Screen 168, type an ‘X’ in the S (Select) field beside the voucher line item and press . This will pass the voucher information to Screen 169 (FAMIS Voucher Line Item Inquiry) where detailed information is provided. (See section on Screen 169 for more information). Screen 161 – Voucher Inquiry by Voucher Number (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Enter a FAMIS voucher number. . Fiscal Year: 4 digits Type the fiscal year the voucher was posted. Screen Information S: 1 character Type an ‘X’ to select and press to view the voucher information. Voucher: 7 digits Displays the FAMIS voucher number. Vch Lns: 3 digits Shows the number of line items on a voucher. First Account: 15 digits Indicates the account number used to the first line item of the voucher. Vendor Name: 23 characters Displays the name of the vendor. Stat: 4 characters Shows the status of the voucher. Valid values are: CYCL = In Check Cycle or State Voucher Cycle DROP = Dropped before payment - acctg reversed PAID = Paid (after printing or Prepaid) PEND = Pending voucher - no acctg. Posted P-CN = Pending cancelled before acctg. Posted P-OP = Pending voucher - open (no acctg. posted) P-CL = Pending closed - closed but not posted; should post overnight and enter into CYCL otherwise there may be a problem OUT = Outstanding (after being posted but before entering the check or state voucher cycle RECN = Reconciled (Cleared Bank or State Comp) VOID = Check or State voucher voided Net Amount: 14 digits Shows the net amount of the voucher after discount. Batch Date: 6 digits Displays the batch session date when transaction was processed. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. Voucher Inquiry by Vendor To view all the vouchers posted for a specific vendor, use Screen 162. Type ‘Y’ in the All: field, to search for all mail codes for the vendor. The information displayed on this screen is in summary form, and is viewed in voucher number order. Inquiries default to the current fiscal year, but previous fiscal years may be searched by typing a different year in the Fiscal Year: field. To see only outstanding vouchers for a specific fiscal year, use Screen 165. • If a voucher is outstanding the status column will read (OUT). • When a voucher has entered the check or state voucher cycle, the status is (CYCL). • If a check or state voucher has already been printed, the status will read (PAID). • If a voucher has been reconciled it will read (RECN). Screen 162 - Voucher Inquiry by Vendor (Panel 1) 162 Voucher Inquiry by Vendor 11/16/10 16:12 DALE MARKETING LP FY 2011 CC 02 Screen: ___ Vendor: 1vvvvvvvv5N Voucher: _______ Fiscal Yr: 2011 All: Y Include Only: Acct: ______ _____ Dept Ref: _______ Pg 1__ of 1 Pg(s) Vch First Batch M S Voucher Lns Account Description Stat Net Amount Date C - ------- --- ------------ --------------------- ---- ------------- -------- - _ 1403309 1 225190-20000 STAFF OPTIPLEX 960 DE PAID 1,802.98 09/28/10 G _ 1417352 1 241600-00000 DALE OPTIPLEX 780 SER PAID 1,369.50 10/20/10 G _ 1401253 1 230071-00150 OFFICE PRO PLUS 2010 PAID 49.43 09/13/10 I _ 1401254 2 225360-23709 OFFICE PRO PLUS 2010 PAID 593.16 09/13/10 I _ 1401881 1 144006-00000 OFFICE PRO PLUS 2010 RECN 49.43 09/14/10 I _ 1401912 4 144006-00000 DALE LATITUDE E4310,S RECN 3,330.25 09/14/10 I _ 1401987 1 270160-62300 PRECISION T1500 BASE PAID 5,718.80 09/14/10 I _ 1401993 3 270160-62300 LATITUDE E6410 LAPTOP PAID 31,832.10 09/14/10 I _ 1402004 2 270160-62300 PE R610 SERVER PAID 22,717.40 09/14/10 I _ 1402005 2 270160-62300 PE R610 SERVER PAID 18,156.81 09/14/10 I _ 1402270 1 230069-00035 POWER SUPPLY, 160W, D PAID 35.99 09/14/10 I _ 1402379 1 144013-36600 COMPUTER-#XF2P73487 RECN 1,724.49 09/15/10 I In Process: Paid: 87,380.34 Total: 87,380.34 *** Press to view more vouchers *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Frwd Addr Left Right Screen 162 - Voucher Inquiry by Vendor (Panel 2) 162 Voucher Inquiry by Vendor 11/16/10 16:13 DALE MARKETING LP FY 2011 CC 02 Screen: ___ Vendor: 1vvvvvvv05N Voucher: _______ Fiscal Yr: 2011 All: Y Include Only: Acct: ______ _____ Dept Ref: _______ Pg 1__ of 1 Pg(s) Vch First Dept Check Check S Voucher Lns Account Description Ref Nbr Date Net Amount - ------- --- ------------ ------------- ------- ------- -------- ------------ _ 1403309 1 225190-20000 STAFF OPTIPLE 1000 09/29/10 1,802.98 _ 1417352 1 241600-00000 DALE OPTIPLEX #11037 10/21/10 1,369.50 _ 1401253 1 230071-00150 OFFICE PRO PL 7782461 09/20/10 49.43 _ 1401254 2 225360-23709 OFFICE PRO PL 7745954 09/20/10 593.16 _ 1401881 1 144006-00000 OFFICE PRO PL 60803 STVCHR 09/15/10 49.43 _ 1401912 4 144006-00000 DALE LATITUDE 60788 STVCHR 09/15/10 3,330.25 _ 1401987 1 270160-62300 PRECISION T15 62300 09/15/10 5,718.80 _ 1401993 3 270160-62300 LATITUDE E641 62300 09/15/10 31,832.10 _ 1402004 2 270160-62300 PE R610 SERVE 62300 09/15/10 22,717.40 _ 1402005 2 270160-62300 PE R610 SERVE 62300 09/15/10 18,156.81 _ 1402270 1 230069-00035 POWER SUPPLY, 7977270 10/06/10 35.99 _ 1402379 1 144013-36600 COMPUTER-#XF2 04272 STVCHR 09/16/10 1,724.49 In Process: Paid: 87,380.34 Total: 87,380.34 *** Press to view more vouchers *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Frwd Addr Left Right Screen 162 – Voucher Inquiry by Vendor (cont’d) Basic Steps • Advance to Screen 162. • Type a vendor number in the Vendor: field. A list of vouchers and pertaining information will be provided for the specified vendor. Voucher Inquiry by Vendor Process You can search vendor files by typing a portion of the vendor name in the Vendor: field. A pop- up window will appear with a listing of all vendors on file with the specified search characters in their name. Select a vendor to pass the information to Screen 162. +-----------------------------------------------------------------------------+ | F0043 Mark Vendor with an 'X' to select | | Screen: ___ Search: XERON_______________ Type: N (N,V) | | Include Frz/Del Vendors: N | | | | Vendor Name Vendor ID Alias Frz Del SHld HUB | | _ XERON 1vvvvvvvvvD N N N | | _ XERON ADMINISTRATION 1vvvvvvvvvI N N N | | _ XERON CORP 1vvvvvvvvvJ N N N | | _ XERON CORP 1vvvvvvvvv0 Y N N | | _ XERON CORP 1vvvvvvvvvH N N N | | _ XERON CORP 1vvvvvvvvvX N N N | | _ XERON CORP 1vvvvvvvvvY N N N | | _ XERON CORP 1vvvvvvvvvT Y N N | | _ XERON CORPORATION 1vvvvvvvvv0 N N N | | _ XERON CORPORATION 1vvvvvvvvvA N N N | | _ XERON CORPORATION 1vvvvvvvvvG N N N | | _ XERON CORPORATION 1vvvvvvvvv1 N N N | | _ XERON CORPORATION 1vvvvvvvvv2 N N N | | ** More Vendors - Press to View ** | | PF4=Exit PF9=Bid PF10=Remit PF11=Order PF12=Main | +-----------------------------------------------------------------------------+ • Type an asterisk (*) in the Vendor: field and press to view a list of all vendors. • The Voucher: field can be used to position the screen display. • The Fiscal Year: field allows you to select the fiscal year when voucher was posted. • Vendor information can be accessed by using the PF9 key. A pop-up window displays the vendor’s address, date the account was established and other vendor information. Screen 162 - PF9 Pop-up Window +----------------------------------------------------------------------------+ | | | XERON CORPORATION | | 2222 COMMON WAY DRIVE Established: 06/25/1990 Disc: Retn: 18 | | Last Active: 05/02/2007 Limit: Com: | | CENTER CITY IL 60003 YTD Paid: 81,040.28 Type: BU Hold: N | | | +----------------------------------------------------------------------------+ • Type an ‘X’ in the S (Select) field beside the voucher and press to pass the voucher information to Screen 168 (FAMIS Voucher Total Inquiry). This will allow you to view detailed information for the voucher. (See Screen 168 section for more information.) Screen 162 – Voucher Inquiry by Vendor (cont’d) • On Screen 168, type an ‘X’ in the S (Select) field beside the voucher line item and press to pass the voucher information to Screen 169 (FAMIS Voucher Line Item Inquiry) where detailed line item information is provided. (See section on Screen 169 for more information.) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Vendor: 11 digits Enter the vendor identification number. . Voucher: 7 digits Type the FAMIS voucher number to be displayed at the top of the list. . Fiscal Yr: 4 digits Indicate the fiscal year the voucher was posted. All: 1 character Type ‘Y’ to display all mail codes pertaining to the vendor. For example: IBM would list all vouchers for IBM regardless of address. Include Only: Acct: 11 digits Enter a FAMIS account number to limit the display. Dept Ref: 7 digits/characters Indicate a reference number used by the department to limit the display. Pg _ of _ Pg(s): 2 digits Indicate the page number of the total number of pages to be displayed Screen Information Panel 1 S: 1 character Type an ‘X’ to select the vendor information. Voucher: 7 digits Displays the FAMIS voucher number. Vch Lns: 3 digits Indicates the number of line items on a voucher. First Account: 11 digits Shows the first account number paying for this voucher. Description: 21 characters Displays a description of items purchased. Screen 162 – Voucher Inquiry by Vendor (cont’d) Stat: 4 characters Shows the status of the voucher. Valid values are: CYCL = In Check Cycle or State Voucher Cycle DROP = Dropped before payment - acctg reversed PAID = Paid (after printing or Prepaid) PEND = Pending voucher - no acctg. Posted P-CN = Pending cancelled before acctg. Posted P-OP = Pending voucher - open (no acctg. posted) P-CL = Pending closed - closed but not posted; should post overnight and enter into CYCL otherwise there may be a problem OUT = Outstanding (after being posted but before entering the check or state voucher cycle RECN = Reconciled (Cleared Bank or State Comp) VOID = Check or State voucher voided Net Amount: 12 digits Shows the net amount of the voucher, after discount. Batch Date: 6 digits Indicates the batch session date when transaction was processed. MC: 1 character Shows the vendor’s mail code for the voucher. Panel 2 Dept Ref: 7 digits/characters Indicates the reference number used by the department. Check Nbr: 7 digits Identifies the check number issued when payment was made. Check Date: 6 digits Indicates the date the check was processed. Net Amount: 10 digits Identifies the net dollar amount of the voucher. In Process: 12 digits Displays the net amount in process to be paid. Paid: 12 digits Shows the net amount paid. Total: 12 digits Displays the total amount of the vouchers displayed on the screen. This total does not include amount of dropped, cancelled or voided vouchers displayed. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF9 Address Addr Displays the vendor’s address and provides additional vendor information. Voucher Inquiry by Account Screen 163 displays a list of vouchers for a specific subsidiary ledger account (SL) or support account (SA) and departmental reference number. The information displayed shows the status of the voucher. Inquiries default to the current fiscal year, but previous fiscal years may be searched by typing a different year in the Fiscal Year: field. Screen 163 - Voucher Inquiry by Account, Dept Ref (Panel 1) 163 Voucher Inquiry by Account, Dept Ref 11/16/10 16:19 FY 2011 CC 02 Screen: ___ Account: 510069 20000 Dept Ref: _______ Fiscal Yr: 2011 Dept Vch S Ref Voucher Lns Vendor Name Stat Net Amount Description - ------- ------- --- -------------------- ---- ------------- ---------------- _ 7807480 1416011 1 XERON CORPORATION PAID 169.91 2011-XEROX MFP88 _ 7807480 1429173 1 XERON CORPORATION OUT 169.91 2011-XEROX MFP88 _ 8546870 1413224 3 OFFICE PRODUCTS RECN 456.96 LABEL, FILE, FOL _ 8547627 1413223 2 OFFICE PRODUCTS RECN 13.41 BATTERY, ALKA, D _ 8547874 1413222 1 OFFICE PRODUCTS RECN 639.92 TONER, PHASER 85 _ 8548032 1413221 1 OFFICE PRODUCTS RECN 3.09 DATER, ECONO, OD _ 8654841 1424847 1 OXFORD LABELING PAID 7.59 PRESENTING SCIEN _ 8654841 1424848 1 OXFORD LABELING PAID 60.00- PRESENTING SCIEN _ 8654841 1424847 1 OXFORD LABELING PAID 60.00 PRESENTING SCIEN _ 8655710 1416654 1 TOM'S BUSINESS SOLUT PAID 15.18 TAPE,LABEL,LETRA _ 8709237 1416669 1 FEDSTREAM PAID 33.72 FREIGHT - NSF-RE _ 8783882 1419380 1 TOM;S BUSINESS SOLUT PAID 13.90 BOOK,CMP,WIDE,10 _ 8783882 1420631 1 TOM'S BUSINESS SOLUT PAID 157.40 NTBK,LAB,11X8.5, _ 8953827 1422858 1 FEDSTREAM OUT 52.77 FREIGHT - DUNBAR *** Press ENTER to view more Vouchers *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 163 - Voucher Inquiry by Account, Dept Ref (Panel 2) 163 Voucher Inquiry by Account, Dept Ref 11/16/10 16:22 FY 2011 CC 02 Screen: ___ Account: 510069 20000 Dept Ref: _______ Fiscal Yr: 2011 Dept Vch Check Check Batch S Ref Voucher Lns Vendor Name Nbr Date Date Stat Net Amount - ------- ------- --- ------------ ------- -------- -------- ---- ------------ _ 7807480 1416011 1 XERON CORPOR 10/28/10 10/15/10 PAID 169.91 _ 7807480 1429173 1 XERON CORPOR 11/15/10 OUT 169.91 _ 8546870 1413224 3 OFFICE PRODU 2754574 10/08/10 10/07/10 RECN 456.96 _ 8547627 1413223 2 OFFICE PRODU 2754574 10/08/10 10/07/10 RECN 13.41 _ 8547874 1413222 1 OFFICE PRODU 2754574 10/08/10 10/07/10 RECN 639.92 _ 8548032 1413221 1 OFFICE PRODU 2754574 10/08/10 10/07/10 RECN 3.09 _ 8654841 1424847 1 OXFORD LABEL 2759646 11/11/10 11/04/10 PAID 7.59 _ 8654841 1424848 1 OXFORD LABEL 2759646 11/11/10 11/04/10 PAID 60.00- _ 8654841 1424847 1 OXFORD LABEL 2759646 11/11/10 11/04/10 PAID 60.00 _ 8655710 1416654 1 TOM'S BUSINE 11/04/10 10/18/10 PAID 15.18 _ 8709237 1416669 1 FEDSTREAM 2757180 10/28/10 10/18/10 PAID 33.72 _ 8783882 1419380 1 TOM'S BUSINE 11/10/10 10/25/10 PAID 13.90 _ 8783882 1420631 1 TOM'S BUSINE 2760053 11/15/10 10/27/10 PAID 157.40 _ 8953827 1422858 1 FEDEX 11/01/10 OUT 52.77 *** Press ENTER to view more Vouchers *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 163 – Voucher Inquiry by Account, Dept Ref (cont’d) Basic Steps • Advance to Screen 163. • Type an 11-digit account ID number in the Account: field and press to view a list of vouchers. In some cases, the 5-digit support account number will be 00000. The Voucher: field displays the FAMIS voucher number. The Dept. Ref.: field refers to the departmental voucher number given by the department. Voucher List Process • The Fiscal Year: field allows you to select the fiscal year in which the voucher was posted. • Type an ‘X’ in the S (Select) field beside the voucher and press to select the voucher and view additional detailed information on Screen 168 (FAMIS Voucher Total Inquiry). (See Screen 168 section for more information.) • On Screen 168, type an ‘X’ in the S (Select) field beside a voucher line item and press to view line item information on Screen 169 (FAMIS Voucher Line Item Inquiry). (See section on Screen 169 for more information.) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 11 digits Enter desired account number. Dept. Ref: 7 characters Include a departmental reference for voucher (Reference #4) or the voucher number if the departmental reference is not required. This will place it at the top of the list. . Fiscal Yr: 4 digits Designate the fiscal year the voucher was posted. Screen Information S: 1 character Type an ‘X’ to select the voucher to be displayed. Dept. Ref: 7 characters Leave blank or enter Reference #4 - Departmental voucher reference number. Voucher: 7 digits Shows the FAMIS voucher number. Vch Lns: 3 digits Displays the number of line items in a particular voucher. Vendor Name: 20 characters Shows the vendor’s name. Screen 163 – Voucher Inquiry by Account, Dept Ref (cont’d) Panel 1 Stat: 4 characters Shows the status of the voucher. Valid values are: CYCL = In Check Cycle or State Voucher Cycle DROP = Dropped before payment - acctg reversed PAID = Paid (after printing or Prepaid) PEND = Pending voucher - no acctg. Posted P-CN = Pending cancelled before acctg. Posted P-OP = Pending voucher - open (no acctg. posted) P-CL = Pending closed - closed but not posted; should post overnight and enter into CYCL otherwise there may be a problem OUT = Outstanding (after being posted but before entering the check or state voucher cycle RECN = Reconciled (Cleared Bank or State Comp) VOID = Check or State voucher voided Net Amount: 13 digits Shows the net amount of the voucher, after discount. Description: 18 characters Displays a description of items purchased. Panel 2 Check Nbr: 6 digits Identifies the check number issued when payment was made. Check Date: 6 digits Indicates the date the check was processed. Batch Date: 6 digits Shows the date of the batch session when the transaction was processed. Stat: 4 characters Shows the status of the voucher. Valid values are: CYCL = In Check Cycle or State Voucher Cycle DROP = Dropped before payment - acctg reversed PAID = Paid (after printing or Prepaid) PEND = Pending voucher - no acctg. Posted P-CN = Pending cancelled before acctg. Posted P-OP = Pending voucher - open (no acctg. posted) P-CL = Pending closed - closed but not posted; should post overnight and enter into CYCL otherwise there may be a problem OUT = Outstanding (after being posted but before entering the check or state voucher cycle RECN = Reconciled (Cleared Bank or State Comp) VOID = Check or State voucher voided Net Amount: 14 digits Shows the net amount of the voucher, after discount. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. Voucher Inquiry by Purchase Order Number Screen 164 displays a list of vouchers by purchase order number. The information displayed shows the status of the voucher. Inquiries default to the current fiscal year, but previous fiscal years may be searched by typing a different year in the Fiscal Year: field. Screen 164 - Voucher Inquiry by PO Number (Panel 1) 164 Voucher Inquiry by PO Number 11/16/10 16:26 FY 2011 CC 02 Screen: ___ PO Nbr: P100022 Fiscal Year: 2011 PO Vch First Dept S Nbr Voucher Lns Account Vendor Name Stat Net Amount Ref - ------- ------- --- ------------ ---------------- ---- ------------- ------- _ P100022 1419166 1 302970-00000 CENTER FOR ORTHO PAID 4,800.00 ORTHOPE _ P100022 1427708 1 302970-00000 CENTER FOR ORTHO PAID 4,200.00 ORTHOPE _ P100023 1407995 1 302970-00000 INFOSYS GROUP RECN 2,950.00 CARENET _ P100023 1414789 1 302970-00000 INFOSYS GROUP PAID 2,950.00 CARENET _ P100024 1400007 1 270640-00000 MONITOR IT RECN 10,311.50 58777 _ P100024 1402422 2 270640-00000 MONITOR IT RECN 1,345.44 58777 _ P100025 1402222 1 225580-10000 BARTON VALLEY CO RECN 2,167.50 10000 _ P100025 1412215 1 225580-10000 BARTON VALLEY CO RECN 2,167.50 10000 _ P100025 1423600 1 225580-10000 BARTON VALLEY CO PAID 2,167.50 10000 _ P100027 1404214 1 300090-19000 SHEILA'S TRAVEL RECN 21,920.40 3156 _ P100027 1407468 1 300090-19000 SHEILA'S TRAVEL RECN 16,864.02 3156 _ P100028 1404892 1 144006-00000 STARIS CORPORATI RECN 2,460.52 58753 _ P100030 1400343 2 270300-07300 HIER INC RECN 2053,796.74 11036 _ P100030 1403471 1 270300-07300 HIER RECN 1,624.00 11036 *** Press ENTER to view more accounts *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 164 - Voucher Inquiry by PO Number (Panel 2) 164 Voucher Inquiry by PO Number 11/16/10 16:28 FY 2011 CC 02 Screen: ___ PO Nbr: P100022 Fiscal Year: 2011 PO Vch First Check Check Batch S Nbr Voucher Lns Account Nbr Date Date Stat Net Amount - ------- ------- --- ------------ ------- -------- -------- ---- ------------ _ P100022 1419166 1 302970-00000 2756765 10/26/10 10/25/10 PAID 4,800.00 _ P100022 1427708 1 302970-00000 2759849 11/12/10 11/11/10 PAID 4,200.00 _ P100023 1407995 1 302970-00000 2753031 09/28/10 09/27/10 RECN 2,950.00 _ P100023 1414789 1 302970-00000 2757739 11/01/10 10/29/10 PAID 2,950.00 _ P100024 1400007 1 270640-00000 2749776 09/10/10 09/09/10 RECN 10,311.50 _ P100024 1402422 2 270640-00000 2750838 09/16/10 09/15/10 RECN 1,345.44 _ P100025 1402222 1 225580-10000 2750321 09/15/10 09/14/10 RECN 2,167.50 _ P100025 1412215 1 225580-10000 2754396 10/07/10 10/06/10 RECN 2,167.50 _ P100025 1423600 1 225580-10000 2758763 11/08/10 11/05/10 PAID 2,167.50 _ P100027 1404214 1 300090-19000 2751498 09/20/10 09/17/10 RECN 21,920.40 _ P100027 1407468 1 300090-19000 2754374 10/07/10 10/06/10 RECN 16,864.02 _ P100028 1404892 1 144006-00000 STVCHR 09/21/10 09/20/10 RECN 2,460.52 _ P100030 1400343 2 270300-07300 2749715 09/10/10 09/09/10 RECN 2053,796.74 _ P100030 1403471 1 270300-07300 2751286 09/17/10 09/16/10 RECN 1,624.00 *** Press ENTER to view more accounts *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Basic Steps • Advance to Screen 164. • Type a PO number in the PO Number: field and press . Screen 164 – Voucher Inquiry by PO Number (cont’d) Purchase Order List Process • Type an asterisk (*) in the Purchase Order (PO) Number: field followed by to access a numerical listing of all vouchers by PO number. • The Fiscal Year: field allows you to select the fiscal year in which the voucher was posted. • Type an ‘X’ in the S (Select) field beside the voucher and press to pass the voucher information to Screen 168 (FAMIS Voucher Total Inquiry) where detailed information and a list of voucher line items is provided. (See Screen 168 section for more information.) • On Screen 168, type an ‘X’ in the S (Select) field beside the voucher line item and press to pass the voucher information to Screen 169 (FAMIS Voucher Line Item Inquiry) where detailed information is provided. (See section on Screen 169 for more information). Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . PO Nbr: 7 character/digits Enter a FAMIS purchase order number, or type an asterisk (*) and press . . Fiscal Year: 4 digits Type the fiscal year the voucher was posted. Screen Information S: 1 character Type an ‘X’ in this field to select the voucher you wish to view. PO Nbr: 7 character/digits Displays a FAMIS purchase order number. Voucher: 7 digits Indicates the FAMIS voucher number. Vch Lns: 3 digits Shows the number of line items in a particular voucher. First Account: 15 digits Identifies the first account paying this particular voucher. Vendor Name: 16 characters Displays the vendor’s name. Screen 164 – Voucher Inquiry by PO Number (cont’d) Panel 1 Stat: 4 characters Shows the status of the voucher. For example: CYCL = In Check Cycle or State Voucher Cycle DROP = Dropped before payment - acctg reversed PAID = Paid (after printing or Prepaid) PEND = Pending voucher - no acctg. Posted P-CN = Pending cancelled before acctg. Posted P-OP = Pending voucher - open (no acctg. posted) P-CL = Pending closed - closed but not posted; should post overnight and enter into CYCL otherwise there may be a problem OUT = Outstanding (after being posted but before entering the check or state voucher cycle RECN = Reconciled (Cleared Bank or State Comp) VOID = Check or State voucher voided Net Amount: 13 digits Shows net amount of the voucher, after discount. Dept Ref: 7 digits/characters Leave blank or enter Reference #4 - Departmental voucher reference number. Panel 2 Check Nbr: 6 digits Identifies the check number issued when payment was made. Check Date: 6 digits Indicates the date the check was processed. Batch Date: 6 digits Shows the date of the batch session when the transaction was processed. Stat: 4 characters Shows the status of the voucher. For example: CYCL = In Check Cycle or State Voucher Cycle DROP = Dropped before payment - acctg reversed PAID = Paid (after printing or Prepaid) PEND = Pending voucher - no acctg. Posted P-CN = Pending cancelled before acctg. Posted P-OP = Pending voucher - open (no acctg. posted) P-CL = Pending closed - closed but not posted; should post overnight and enter into CYCL otherwise there may be a problem OUT = Outstanding (after being posted but before entering the check or state voucher cycle RECN = Reconciled (Cleared Bank or State Comp) VOID = Check or State voucher voided Net Amount: 14 digits Shows the net amount of the voucher, after discount. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. Outstanding Voucher Inquiry To obtain a listing of outstanding vouchers, use Screen 165. This screen is similar in format to Screen 161, except that only the outstanding vouchers are displayed on the screen in voucher number order. Screen 161 contains all vouchers on record. The vouchers are displayed by fiscal year, sorted by Vendor ID (even though the number is not displayed) and then by voucher number. Screen 165 - Outstanding Voucher Inquiry 165 Outstanding Voucher Inquiry 11/16/10 16:33 FY 2011 CC 02 Screen: ___ Fiscal Year: 2011 Voucher: _______ Vch First Fscl First Due S Voucher Lns Account Yr Bank Vendor Name Stat Net Amount Date - ------- --- ------------ ---- ----- ------------ ---- ------------- -------- _ 1429065 1 300090-40000 2011 06000 WATER POLO C CYCL 10,500.00 11/15/10 _ 1423300 2 289010-40000 2011 06000 CASTLENI LIB OUT 78.03 12/07/10 _ 1429120 1 650728-00000 2011 06000 KIMDALL COUN CYCL 1,500.00 11/15/10 _ 1429122 1 650728-00000 2011 06000 KIMDALL COUN CYCL 300.00 11/15/10 _ 1429102 1 652008-00000 2011 06000 EDDLESON-MTF CYCL 1,000.00 11/15/10 _ 1428964 1 460067-10000 2011 06000 ALBERT*ANDER CYCL 4,999.99 11/15/10 _ 1429114 1 650002-00000 2011 06000 A&S CLUB INC CYCL 500.00 11/15/10 _ 1429075 1 650309-00000 2011 06000 PROJECT GRAY CYCL 500.00 11/15/10 _ 1429146 1 010210-00000 2011 06000 PETER*PETERS CYCL 9.60 11/15/10 _ 1429112 1 651769-00000 2011 06000 EXECUTIVE BO CYCL 500.00 11/15/10 _ 1429111 1 650292-00000 2011 06000 HARLAN COUNT CYCL 250.00 11/15/10 _ 1428983 1 216740-75000 2011 06000 AMY*AMITRON CYCL 240.80 11/15/10 _ 1429110 1 650002-00000 2011 06000 COLSON COUNT CYCL 1,000.00 11/15/10 _ 1429107 1 650728-00000 2011 06000 WILLIS CANES CYCL 500.00 11/15/10 ** Press to view more vouchers ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 165. • Type the voucher number and press to view a listing of outstanding vouchers. The outstanding vouchers will be listed in numerical order. If more detailed information is needed, type an ‘X’ in the Sel: field beside the voucher to advance to Screen 168 (FAMIS Voucher Total Inquiry). Outstanding Voucher Process • Type an asterisk (*) in the Voucher: field and press to access a numerical listing of all vouchers. • Type an ‘X’ in the S (Select) field beside the voucher and press to pass the voucher information to Screen 168 (FAMIS Voucher Total Inquiry) where detailed information and a list of voucher line items is provided. (See Screen 168 section for more information.) • On Screen 168, type an ‘X’ in the S (Select) field beside the voucher line item and press to pass the voucher information to Screen 169 (FAMIS Voucher Line Item Inquiry) where detailed information is provided. (See section on Screen 169 for more information.) Screen 165 – Outstanding Voucher Inquiry (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Fiscal Year: 4 digits Enter the fiscal year the voucher was posted. . Voucher: 7 digits Type a FAMIS voucher number to place it at the top of the list. Screen Information S: 1 character Type an ‘X’ in this field to select the voucher you wish to view. Voucher: 7 digits Shows the FAMIS voucher number. Vch Lns: 3 digits Displays the number of line items in a particular voucher. First Account: 15 digits Indicates the number to identify the first account paying this particular voucher. Fscl Yr: 4 digits Shows the fiscal year the voucher was posted. First Bank: 11 digits Shows bank number voucher was paid against. Vendor Name: 12 characters Identifies the vendor’s name. Stat: 4 characters Shows the status of the voucher. For example: CYCL = In Check Cycle or State Voucher Cycle DROP = Dropped before payment - acctg reversed PAID = Paid (after printing or Prepaid) PEND = Pending voucher - no acctg. Posted P-CN = Pending cancelled before acctg. Posted P-OP = Pending voucher - open (no acctg. posted) P-CL = Pending closed - closed but not posted; should post overnight and enter into CYCL otherwise there may be a problem OUT = Outstanding (after being posted but before entering the check or state voucher cycle RECN = Reconciled (Cleared Bank or State Comp) VOID = Check or State voucher voided Net Amount: 14 digits Shows the net amount of the voucher, after discount. Screen 165 – Outstanding Voucher Inquiry (cont’d) Due Date: 6 digits Indicates the date the payment for the voucher is due. If a discount code was specified, the due date is calculated; if no discount code was specified, the due date will default to the current date of the voucher. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. Pending Voucher Inquiry Screen 166 displays a list of pending vouchers in voucher number order by year. To change the display, enter a specific fiscal year and voucher number. Press PF6 to download information using Entire Connection. (See the Entire Connection User’s Manual for use of this feature.) Screen 166 - Pending Voucher Inquiry 166 Pending Voucher Inquiry 11/16/10 16:36 FY 2011 CC 02 Screen: ___ Fiscal Year: 2011 Voucher: _______ Vch First Fscl First S Voucher Lns Account Yr Bank Vendor Name Stat Net Amount - ------- --- ------------ ---- ----- --------------------- ---- ------------- _ 1410371 1 940040-00000 2011 06000 HENRY HENSON P-CL 20,682.90 _ 1412420 1 421169-00000 2011 06000 KATIE K*KLEIN P-OP 87.50 _ 1414352 1 289568-00000 2011 06000 FEDSTREAM P-OP 11.02 _ 1414886 3 426093-20000 2011 06000 ERIN E*ENNIS P-CL 851.20 _ 1417122 2 201500-00000 2011 06000 JULES JENSEN*JONES P-CL 127.07 _ 1417898 3 510916-00000 2011 06000 ARNIE*ANDERSON P-OP 295.90 _ 1418134 2 230084-10014 2011 06000 HIS-HENN*HUNN P-OP 750.00 _ 1418139 1 500270-11000 2011 06000 CYBERSCENES P-OP 2,110.20 _ 1418144 5 225650-00000 2011 06000 JERRY J*JOHNSON P-CL 1,675.91 _ 1419113 6 512491-10000 2011 06000 ETTIST*ENGLISH P-OP 947.50 _ 1419325 1 271800-00000 2011 06000 C M BIO SUPPLY P-CL 48.46 _ 1419346 2 216760-00030 2011 06000 MORSER ELECTRODES P-CL 28.65 _ 1419817 1 512405-00000 2011 06000 THE*INTRE GROUP P-CL 5,561.00 _ 1421475 1 402122-10000 2011 06000 CYBIL*CARUSO P-CL 120.60 ** Press to view more vouchers ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Dload Basic Steps • Advance to Screen 166. • To view a voucher, type the fiscal year and voucher number on the Action Line and press . To view a list of pending vouchers for a specific year, use the Fiscal Year: field and press . • The pending vouchers will be listed in numerical order. If more detailed information is needed, type an ‘X’ in the Sel: field beside the voucher to advance to Screen 168 (FAMIS Voucher Total Inquiry). Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Fiscal Year: 4 digits Enter the fiscal year the voucher was posted. Voucher: 7 digits Type a FAMIS voucher number to place it at the top of the list. Screen Information S: 1 character Type an ‘X’ to select the desired voucher. Screen 166 – Pending Voucher Inquiry (cont’d) Voucher: 7 digits Displays the FAMIS voucher number. Vch Lns: 3 digits Shows number of line items in a voucher. First Account: 15 digits Indicates the first account number paying this voucher. Fiscal Yr: 4 digits Shows the fiscal year the voucher was posted. First Bank: 5 digits Displays the bank number the voucher was paid against. Vendor Name: 21 characters Displays the vendor’s name. Stat: 4 characters Shows the status of the voucher. For example: CYCL = In Check Cycle or State Voucher Cycle DROP = Dropped before payment - acctg reversed PAID = Paid (after printing or Prepaid) PEND = Pending voucher - no acctg. Posted P-CN = Pending cancelled before acctg. Posted P-OP = Pending voucher - open (no acctg. posted) P-CL = Pending closed - closed but not posted; should post overnight and enter into CYCL otherwise there may be a problem OUT = Outstanding (after being posted but before entering the check or state voucher cycle RECN = Reconciled (Cleared Bank or State Comp) VOID = Check or State voucher voided Net Amount: 10 digits Shows net amount of voucher, after discount. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF9 Download Dload Used to download data using Entire Connection. Voucher Inquiry by Departmental Reference Screen 167 provides a list of vouchers for a specified departmental reference code. To view additional information about a voucher, type ‘X’ in the S: field to select it. FAMIS will then display the additional information for you on Screen 168. Screen 167 - Voucher Inquiry by Dept Reference (Panel 1) 167 Voucher Inquiry by Dept Ref 11/16/10 16:46 FY 2011 CC 02 Screen: ___ Dept Ref: 168____ Fiscal Yr: 2011 Pg 1__ of 1 Viewed Pg(s) Dept Vch S Ref Voucher Lns Vendor Name Stat Net Amount Description - ------- ------- --- ------------------------ ---- ------------- ------------ _ 16827 1412345 1 APPLIED COMPUTERS PAID 1,500.00 FACULTY WORK _ 1684 1412419 1 ROGER R*ROBINS PAID 272.22 RENTAL CAR F _ 1685 1412384 1 BARRY B*BENNINGTON PAID 217.78 RENTAL VAN F _ 1686 1412705 1 HART H*HYER PAID 103.00 AUSTIN,TX-9/ _ 1687 1412707 1 GRANT*GALEN RECN 100.30 AUSTIN,TX - _ 1688 1412704 2 GRANT*GALEN RECN 217.25 FORT WORTH,T _ 1689 1412872 3 MYER M*MARTIN RECN 151.90 DENTON,TX - _ 1690 1412865 3 WINSTON WYNN*WARREN RECN 322.06 FALLS CITY,T _ 1691 1412868 4 MACK M*MARSH RECN 2,060.83 NEW YORK,NY- _ 1696 1415044 2 KINSEY K*KOLE RECN 220.00 COLLEGE STAT _ 1697 1415440 3 WILSON WREN*WASHINGTON RECN 360.21 HONDO,TX-10/ _ 1698 1415442 3 WILSON WREN*WASHINGTON RECN 332.91 KERRVILLE,TX _ 1699 1428650 1 FRED FARRIS ENTERPRISE PAID 382.50 ADVERTISEMEN _ 1699 1415443 3 BARRY B*BENNINGTON PAID 625.07 DALLAS,TX - *** Press ENTER to view more Vouchers *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Frwd Left Right Screen 167 - Voucher Inquiry by Dept Reference (Panel 2) 167 Voucher Inquiry by Dept Ref 11/16/10 16:46 FY 2011 CC 02 Screen: ___ Dept Ref: 168____ Fiscal Yr: 2011 Pg 1__ of 1 Viewed Pg(s) Dept First S Ref Voucher Account Description Stat - ------- ------- ------------ ----------------------------------- ---- _ 16827 1412345 240954-10005 FACULTY WORKSTATION FOR DR. JOHN PH PAID _ 1684 1412419 553038-00000 RENTAL CAR FOR ROGER ROBINS TO TRAV PAID _ 1685 1412384 553038-00000 RENTAL VAN FOR BARRY BENNINGTON PAID _ 1686 1412705 553038-00000 AUSTIN,TX-9/30/10-HART HYER PAID _ 1687 1412707 553038-00000 AUSTIN,TX - 9/28/10 - GRANT GALEN RECN _ 1688 1412704 553038-00000 FORT WORTH,TX - 9/23 TO 9/24/10 - G RECN _ 1689 1412872 553038-00000 DENTON,TX - 9/28 TO 9/29/10 - MYER RECN _ 1690 1412865 553038-00000 FALLS CITY,TX - 9/29 TO 9/30/10-WIN RECN _ 1691 1412868 553038-00000 NEW YORK,NY-9/22 TO 9/25/10-MACK MA RECN _ 1696 1415044 553038-00000 COLLEGE STATION,TX-8/2/10-KINSEY K RECN _ 1697 1415440 553038-00000 HONDO,TX-10/4 TO 10/5/10-WILSON WRE RECN _ 1698 1415442 553038-00000 KERRVILLE,TX-10/7 TO 10/8/10-FRED F RECN _ 1699 1428650 210500-20000 ADVERTISEMENTS FOR VETERANS PAID _ 1699 1415443 553038-00000 DALLAS,TX - 10/6 TO 10/8/10 - BARRY PAID *** Press ENTER to view more Vouchers *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Frwd Left Right Basic Steps • Advance to Screen 167. • To view vouchers with a specific departmental reference code, type the code in the Dept Ref: field and press . To view a list of pending vouchers for a specific year, use the Fiscal Year: field and press . • The pending vouchers will be listed by departmental reference code in numerical order. If more detailed information is needed, type an ‘X’ in the Sel: field beside the voucher to advance to Screen 168 (FAMIS Voucher Total Inquiry). Screen 167 – Voucher Inquiry by Dept Reference (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Dept Ref: 7 digits/characters Enter the departmental reference code to select vouchers for the display. . Fiscal Yr: 4 digits Type the fiscal year to be used for searching for the specified departmental reference code. Pg __ of __ 3 digits Viewed Pg(s): Shows the number of pages viewed, and allows you to enter the page number to be displayed. Screen Information S: 1 character Type an ‘X’ to select the voucher you wish to view. Dept Ref: 7 digits/characters Displays the departmental reference code entered on the voucher when it was created. Voucher: 7 digits Shows the FAMIS voucher number. Panel 1 Vch Lns: 3 digits Displays the number of line items in a particular voucher. Vendor Name: 24 characters Displays the vendor’s name. Stat: 4 characters Shows the status of the voucher. Valid values are: CYCL = In Check Cycle or State Voucher Cycle DROP = Dropped before payment - acctg reversed PAID = Paid (after printing or Prepaid) PEND = Pending voucher - no acctg. Posted P-CN = Pending cancelled before acctg. Posted P-OP = Pending voucher - open (no acctg. posted) P-CL = Pending closed - closed but not posted; should post overnight and enter into CYCL otherwise there may be a problem OUT = Outstanding (after being posted but before entering the check or state voucher cycle RECN = Reconciled (Cleared Bank or State Comp) VOID = Check or State voucher voided Screen 167 – Voucher Inquiry by Dept Reference (cont’d) Net Amount: 10 digits Shows the net amount of the voucher, after discount. Description: 12 characters Displays a description of the item(s) on the voucher. Panel 2 First Account: 11 digits Shows the first account number listed on the voucher. Description: 35 characters Displays the description entered on the voucher. Stat: 4 characters Shows the status of the voucher. Valid values are: CYCL = In Check Cycle or State Voucher Cycle DROP = Dropped before payment - acctg reversed PAID = Paid (after printing or Prepaid) PEND = Pending voucher - no acctg. Posted P-CN = Pending cancelled before acctg. Posted P-OP = Pending voucher - open (no acctg. posted) P-CL = Pending closed - closed but not posted; should post overnight and enter into CYCL otherwise there may be a problem OUT = Outstanding (after being posted but before entering the check or state voucher cycle RECN = Reconciled (Cleared Bank or State Comp) VOID = Check or State voucher voided Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. Voucher Total Inquiry The voucher header information that is common for all line items of a specific multi-account voucher can be viewed on Screen 168. Each of the multiple accounts included on the voucher is displayed with one line of information. The easiest way to access Screen 168 is through Screens 161 through 165. Typing an ‘X’ in the S: (Select) field on these screens will pass the information to Screen 168. In this case, the voucher number, line item and fiscal year are automatically entered on the Action Line. To see more detail about the line items of the voucher, type an ‘X’ in the S: field and press to advance to Screen 169. When looking at the status on a voucher, keep in mind that the status field only shows the status of the first line of the voucher. If there are multiple lines, you need to check each one to see the status. The Confidentiality related fields (Confidential, Conf and CF) identify whether a voucher or line item(s) have been marked as ‘confidential’. All voucher line items with an object code that maps to the Comptroller List of Confidential Codes are flagged by the FAMIS programs as ‘confidential’ even if the Confidential Indicator is not entered on the screen. Screen 163 or, other inquiry screens, can be used to find a voucher number for an account. Screen 168 - Voucher Total Inquiry 168 Voucher Total Inquiry 11/16/10 16:56 FY 2011 CC 02 Screen: ___ Voucher: 1412411 Fiscal Year: 2011 Status: PAID Vendor: 1vvvvvvvvv0 ENNIS ENTERPRISES Hold: N Pend: Alt Vndr: Encl: Wire: N Due Dt: 10/06/2010 Desc: ALL FIVE YELL LEADERS TO St Vchr: N Inv Dt: 07/28/2010 Cust AR Nbr: TXnnnnn1 Revolv: N Dlvry Dt: 08/02/2010 GSC Ord: Chg Src: N Dept Ref: 10087 Cont Wk Force: N Confidential: ACH: Y Ovrd: Tran Cd: 140 FAMIS Trace: A750895 St Warrant Nbr: St Req Nbr: ACH Dt: 10/07/2010 Warrant Dt: Vchr Total: 488.75 Check Recon: USAS Doc Type: PCC: Bank Trace: 09xxxxxxxxxxxx8 IC: F Reason: DT Orig Dist Dt: S Itm Account Net Amount PO No. Invoice Number Bank Dp Vd XRef - --- ----------------- -------------- ------- -------------- ----- -- -- ---- _ 1 215790 00000 3410 488.75 E102281 D801004 06000 N N *** End of line items *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Desc Corr Addr Det Unless you have FAMIS element security you may not be able to see the data in the Cust AR Nbr: field. If you need to see this number, talk to your security officer about getting the element security set. Screen 168 – Voucher Total Inquiry (cont’d) Basic Steps • Advance to Screen 168. • Type a voucher number in the Voucher: field and press . Voucher Total Inquiry Process • Entering the Fiscal Year allows you to select the fiscal year in which the voucher was posted. • Vendor information can be accessed by using the PF9 key. A pop-up window will appear providing the address and other information for the selected vendor. +----------------------------------------------------------------------------+ | | | ENNIS ENTERPRISES | | PO BOX 555552 Established: 09/17/2009 Disc: Retn: 18 | | Last Active: 11/15/2010 Limit: Com: | | ATLANTA GA 355555552 YTD Paid: 613,994.23 Type: BU Hold: N | | | +----------------------------------------------------------------------------+ • Press the PF10 key to view the voucher item, account on the voucher and the encumbrance account. +--------------------------------------------------------------------------+ | | | VOUCHER ENCUMBRANCE ENC | | ITEM ACCOUNT ACCOUNT OBJ AMT INVOICE | | ---- ----------------- ------------ ---- -------------- -------------- | | 1 215790 00000 3410 215790 00000 3410 488.75 D801004 | | | | | | | | | | | | | | | | | | PF4 = Exit *** End of line items *** | +--------------------------------------------------------------------------+ • On Screen 168, type an ‘X’ in the S (Select) field beside the voucher line item and press to pass the voucher information to Screen 169 (FAMIS Voucher Line Item Inquiry) where detailed information is provided. (See section on Screen 169 for more information.) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Enter a FAMIS voucher number. . Fiscal Year: 4 digits Enter the fiscal year voucher was posted. Screen 168 – Voucher Total Inquiry (cont’d) Screen Information Status: 4 characters Shows the status of the voucher. For example: CYCL = In Check Cycle or State Voucher Cycle DROP = Dropped before payment - acctg reversed PAID = Paid (after printing or Prepaid) PEND = Pending voucher - no acctg. posted P-CN = Pending cancelled before acctg. posted P-OP = Pending voucher - open (no acctg. posted) P-CL = Pending closed - closed but not posted; should post overnight and enter into CYCL otherwise there may be a problem OUT = Outstanding (after being posted but before entering the check or state voucher cycle Vendor: 11 digits/30 characters Shows the vendor’s ID number and name charged with the expense. Hold: 1 character Signifies if a hold has been placed on the voucher. N or Blank = No hold on voucher print. Y = Do not print check/voucher. Alt Vndr: 11 digits/30 characters Shows the identification number and name of the alternate vendor receiving payment. Encl: 1 character Shows the 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 S = Audit Services Y = Yes, enclosures Wire: 1 character ‘Y’ indicates payment was made by use of a wire transfer. FAMIS does not make the wire transfer to the bank. Due Date: 8 digits Indicates the due date on voucher. This could indicate the date the voucher is pulled to cycle for payment or the date a prepaid voucher was entered into FAMIS. Desc: 25 characters Displays a description of items purchased. St Vch: 1 character ‘Y’ indicates the voucher is paid with state money. Screen 168 – Voucher Total Inquiry (cont’d) Inv Date: 8 digits Shows the date the invoice was issued. Cust AR Nbr: 25 digits Identifies the customer Accounts Receivable number assigned to purchaser by vendor. You must have security access to the document to view this number. Revolv: 1 character ‘Y’ indicates a revolving voucher. Dlvry Date: 8 digits Indicates the receiving (delivery) date for vouchers created via the Purchasing Module of FAMIS. When a voucher is created on Screen 345, the receiving date is picked up from the limited purchase received date or from the date of the receiving document for documents where a receiving document was created. GSC Ord: 15 characters Identifies the TBPC (General Services Commission) defined code for purchase orders requiring their approval. Pending: 1 character Indicates whether the voucher is pending. Chg Src: 1 character ‘Y’ indicates the voucher involved the change source of funds process. Dept Ref: 7 digits/characters Displays the departmental reference for voucher (Reference #4) or the voucher number if the departmental reference is not required. Cont Work Force: 1 character Indicates that this payment is flagged as a Contract Work Force Payment. Confidential: 1 character Identifies if the voucher has been 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 ACH: 1 character ‘Y’ indicates the voucher is marked for the ACH process. ACH Ovrd: 1 character Indicates (‘Y’ or ‘N’) if an override was put on the ACH voucher – thereby creating a check in the check cycle. Tran Cd: 3 digits The transaction code identifies the type of transaction. Screen 168 – Voucher Total Inquiry (cont’d) Check Nbr: 7 digits Shows the check number printed on the check. -- OR -- FAMIS Trace: 7 character/digits Displays the FAMIS bank tracking number if this is an ACH payment. St Warrant Nbr: 7 digits This number is assigned by the state and displayed after the voucher has been reconciled. St Req Nbr: 15 digits Shows the state requisition number. Check Date: 8 digits Displays the date the check was printed. Warrant Date: 8 digits Identifies the date given by the state indicating when the state warrant was produced. Vchr Total: 10 digits Shows the total amount of the voucher; the sum of the line items. Check Recon: 1 character/8 digits ‘Y’ indicates the check has been reconciled. The date indicates when the bank cleared the check. USAS Doc Type: 3 characters Identifies the document type code assigned by USAS. PCC: 1 character Shows the General Services Commission (GSC) defined Purchase Category Code that identifies various purchase types and associated payments. Bank Trace: 15 digits Shows the bank number the voucher was paid against. The first 8 digits are the originating depository financial institution (ODFI) and the last 7 numbers are sequentially assigned by FAMIS. IC: Help 1 character Identifies the interest calculation procedure to be followed. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Screen 168 – Voucher Total Inquiry (cont’d) Reason: Help 2 characters Shows the reason for interest exemption: Valid values are: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented MI = Mailing Instr On PO Not Followed NI = No Invoice Orig Dist Date: 8 digits Indicates the first date the system attempted to pay a vendor on hold. S: 1 character Type an ‘X’ to select and press to view the voucher information. Itm: 3 digits Displays the line number of an item entered on a voucher. Account: 15 digits Indicates the account number paying the first line item of the voucher. Net Amount: 10 digits Shows the net amount of the voucher, after discount. PO No.: 7 character/digits Displays the FAMIS purchase order number. Invoice Number: 14 digits Identifies the invoice number for a particular voucher. Bank: 5 digits Shows the bank number the voucher was paid against. Dp: 1 character Displays the drop flag setting: ‘Y’ = deleted unpaid voucher. Vd: 1 character ‘Y’ indicates the check has been voided. XRef: 3 characters/digits For interest calculations, this shows the item number of the principal item on which the interest is based. Screen 168 – Voucher Total Inquiry (cont’d) Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF6 Description Desc Shows additional information about the description. PF9 Address Addr Shows the vendor's address information. PF10 Details Det Displays the voucher item detail, account number on the voucher and the encumbrance account. Voucher Line Item Inquiry Screen 169 displays all the information associated with a specific voucher record. It is especially useful for finding the date a check cleared and was reconciled. If ‘Y’ was entered in the ACH: field on Screen 168, the title and information changes to reflect ACH data. Otherwise, if the field was left blank the title will reflect check cycle information. Press PF6 to view additional description information. Screen 169 - Voucher Line Item Inquiry (Panel 1) 169 Voucher Line Item Inquiry 03/11/09 15:16 CAMDEN LABORATORIES FY 2009 CC 02 Screen: ___ Voucher: 1046587 Line Item: 1__ Fiscal Year: 2009 Cross Reference Item: Panel: 01 More>> Trans Code: 140 Dept Ref: 05000 Encl: Invoice Dt: 12/01/08 Order Dt: 11/26/08 Due Dt: 12/16/08 Invoice No: 870222 Delivery Dt: Req Pymt Dt: Inv Rcvd Dt: 12/09/08 Act Rcvd Dt: 12/05/08 Pymt Due Dt: 01/08/09 Description: DLM-9-10 ACETONE Orig Dist Dt: Vendor ID: 1vvvvvvvvv2 W2/SSN: Alt Vendor: USAS Doc Tp: PCC Code: PDT Code: LDT Codes: PCA Code: PO Nbr: L922669 Inv Amt: 13.37 IC: Rsn: P/F Liq: N 1099: Disc Amt: Disc Dt: 12/16/08 Lost: Y Batch: PVP364 12/16/08 Net Amt: 13.37 FA Acct: 270040-05000-4040 Comp Cd: 7310 Bank: 06000 Orig Comp Cd: 7310 Wire: Hold: N Drop: N --- ACH Cycle: N --- St Vchr N Cycle: N Pull: Pending: Nbr: A622851 12/17/08 N Trn Pull: FFX Feed: B 12/17/08 Void: N Rsn: N Ck Feed: Y Revolving: N Recon: N N St Feed: N Chg Src: N Bank Trace: 09zzzzzzzzzzzz5 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Desc XRItm VOInt Addr Left Right Displays “Check Cycle” if not an ACH payment Screen 169 - Voucher Line Item Inquiry (Panel 2) 169 Voucher Line Item Inquiry 03/11/09 15:18 CAMDEN LABORATORIES FY 2009 CC 02 Screen: ___ Voucher: 1046587 Line Item: 1__ Fiscal Year: 2009 <. • The specified voucher information will be displayed in detail. Voucher Record Display Process • The Confidential: field identifies whether a voucher has been marked as ‘confidential’. All voucher line items with an object code that maps to the Comptroller List of Confidential Codes are flagged by the FAMIS programs as ‘confidential’ even if the Confidential Indicator is not entered on the screen. • Vendor information can be accessed by using the PF9 key. A pop-up window will appear providing the address and other information for the selected vendor. • Pressing PF6 provides a pop-up window with additional description. PF6 Description Pop-Up Window +--------------------------------------------------------------+ | | | | | Description: DLM-9-10 ACETONE________________________ | | DLM-10-50 DIMETHYL______________________ | | FREIGHT_________________________________ | | ________________________________________ | | ________________________________________ | | ________________________________________ | | ________________________________________ | | ________________________________________ | | ________________________________________ | | ________________________________________ | | ________________________________________ | | | | PF4 = EXIT | +--------------------------------------------------------------+ • Pressing the PF4 key will take the user directly back to Screen 169. • The Fiscal Year: field allows you to select the fiscal year in which the voucher was posted. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Voucher: 7 digits Enter a FAMIS voucher number. . Line Item: 3 digits Type the line number of an item on the voucher to be displayed. . Fiscal Year: 4 digits Include the fiscal year the voucher was posted. Screen 169 – Voucher Line Item Inquiry (cont’d) Screen Information Panel 1 Cross Reference 1 digit Item: For interest items, this cross reference indicates the item number of the principal item on which the interest is based. Trans Code: 4 digits Displays the transaction code identifying the type of transaction. Dept. Ref. #: 7 digits/characters Shows the departmental reference for voucher (Reference #4) or the voucher number if the departmental reference is not required. Enclosure Code: 1 character Displays the 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 S = Audit Services Y = Yes, enclosures Invoice Dt: 6 digits Shows 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 Dt: 6 digits Displays the date the order was placed. Required for state vouchers. Due Dt: 6 digits Shows the due date on the voucher. This could indicate the date the voucher is pulled to cycle for payment or the date a prepaid voucher was entered into FAMIS. Invoice No: 12 digits Identifies the invoice number for a voucher. Delivery Dt: 6 digits Indicates the receiving (delivery) date or the expected delivery date entered on Screen 220. Req Pymt Dt.: 6 digits Shows the date you requested the State to make payment for the voucher. Inv Rcvd Dt: 6 digits Displays the date the invoice was received. Screen 169 – Voucher Line Item Inquiry (cont’d) Act Rcvd Dt: 6 digits Identifies the last date all items were actually received, if more than one shipment is involved. This date is generated by FAMIS. Pymt Due Dt: 6 digits Shows the last due date that a payment can be made before interest starts accruing. Description: 40 characters Displays a description of items purchased. Orig Dist Dt: 6 digits Identifies the original distribution date that would have been printed on the check if the vendor was not on hold. It is set when the check cycle first tries to pay a voucher for a vendor on hold. Vendor ID: 11 digits Shows the Federal Identification number of the vendor. W2/SSN: 9 digits Displays the identification number (Social Security number on W2 form) for employee if the voucher is for services (i.e., moving). Alt Vendor: 11 digits Shows the alternate vendor receiving payment. USAS Doc Tp: 3 characters/digits Displays USAS defined document type code that determines processing at the state. PCC Code: 1 character Shows a General Services Commission (GSC) defined Purchase Category Code that identifies various purchase types and associated payments. PDT Code: 3 characters Identifies the USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits. LDT Codes: 2 digits each Displays the USAS Legal/Descriptive code that identifies up to 5 stamps to be put on a voucher. PCA Code: 5 digits Shows the Program Cost Account code, a USAS required field used as a coding reduction field. PO Nbr: 7 character/digits Identifies the FAMIS purchase order number. Inv. Amt: 15 digits Shows the gross invoiced amount of specific line item on a voucher. Screen 169 – Voucher Line Item Inquiry (cont’d) IC: Help 1 character Identify the interest calculation procedure to be followed. Valid values are: A = Accept Scheduling of Late Payment BLANK = None F = Force Interest Calculation R = Refuse Interest Calculation Rsn: Help 2 characters Include the reason for interest exemption: Valid values are: AD = Agency Discretion Exercised AI = Automation Issue(s) AP = Advance Payment DP = Disputed Payment DT = Direct Payment of Travel Expenses FC = FED Contract/Terms Prohibit Pymt GE = GSC Exemption Granted 7 Documented MI = Mailing Instr On PO Not Followed NI = No Invoice Received P/F Liq: 1 character Shows the Encumbrance liquidation: P = Partial liquidation F = Full liquidation N = No liquidation 1099: Help 1 character/digit Displays 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 Disc Amt: 3 digits Indicates the discount amount of a specific line item on a voucher. Disc Dt: 6 digits Displays the date voucher must be paid by in order to receive discount. Lost: 1 character ‘Y’ indicates the voucher was paid beyond the time allowed to take a discount. Screen 169 – Voucher Line Item Inquiry (cont’d) Batch: 6 characters/digits Shows the batch session reference number used when transaction was processed. Date indicates the session reference date when transaction was processed. Net Amt: 11 digits Shows the net amount, after discount, of the voucher. FA Acct: 15 digits Indicates the financial accounting account number paying the voucher; may be a GL, SL or SA. Comp Cd: 4 digits Identifies the Comptroller code used by the state to track expenses. Bank: 5 digits Shows the bank number processing the voucher check. Orig Comp Cd: 4 digits If changed, identifies the original Comptroller code used by the state to track expenses. Wire: 1 character ‘Y’ indicates payment was made by use of a wire transfer. FAMIS does not make the wire transfer to the bank. Hold: 1 character Identifies if a hold has been place on the voucher. N or Blank = No hold on voucher print. Y = Do not print check/voucher. Drop: 1 character/8 digits ‘Y’ indicates a voucher has been dropped, and date dropped is displayed. Check Cycle: 1 character ‘Y’ identifies voucher is in the check processing cycle. No updates can be done; online not allowed. ‘N’ indicates update done or not needed. -OR- ACH Cycle: 1 character ‘Y’ indicates voucher is in the ACH processing cycle. ‘N’ indicates update done or not needed. St Vchr: 1 character ‘Y’ indicates the voucher is paid with state money. Cycle: 1 character ‘Y’ shows the voucher is in the state voucher processing cycle. No updates can be done online – not allowed. ‘N’ indicates update done or not needed. Pull: 1 character ‘Y’ indicates the document should be pulled for print cycle. Screen 169 – Voucher Line Item Inquiry (cont’d) Pending: 1 character ‘Y’ indicates the voucher is pending. ‘N’ indicates the voucher has been processed. Nbr: 7 digits Check number printed on check and the date it was printed or FAMIS trace number and date the ACH was transmitted to the bank. Also, ‘Y’ indicates the state voucher was printed. ‘N’ indicates the voucher as not printed. Trn Pull: 1 character ‘Y’ indicates disbursement transaction needs to be done. FFX Feed: 1 character Identifies the Fixed Assets flag: ‘ ’ = Not examined yet Y = Fed to FFX module C = Capital $$s < Minimum N = G/L or Voided P = Purchasing Bypassed B = Not a capital object Void: 1 character ‘Y’ signifies this is a voided check/ACH. Rsn: 2 characters Displays a code indicating the reason a check was voided. For example: A = Amount incorrect on check D = Duplicate payment I = Incorrect Vendor address L = Lost/Stolen/Destroyed S = Stale dated check/reissue U = Unclaimed property W = Wrong Vendor Name Ck Feed: 1 character ‘Y’ indicates the check account entries have been fed to FRS. Revolving: 1 character ‘Y’ indicates the voucher is a revolving voucher. Recon: 1 character ‘Y’ shows this check has been reconciled and displays the date it was reconciled. St Feed: 1 character ‘Y’ indicates the account entries for a state voucher have been fed to FRS. Change Src: 1 character ‘Y’ indicates voucher posted as a result of change source of funds. Screen 169 – Voucher Line Item Inquiry (cont’d) Check Cycle: 1 character ‘Y’ indicates the voucher is in the check cycle – Updates not done/online not allowed. ‘N’ indicates updates done or not needed. St Vchr: 1 character ‘Y’ indicates the voucher is paid with state money. Cycle: 1 character ‘Y’ indicates voucher is in state voucher cycle – Updates not done/on-line not allowed. ‘N’ indicates updates done or not needed. Nbr: 7 digits/6 digits Shows the check number and date printed: 'Y' indicates that the state voucher was printed; 'N' indicates the voucher has not been printed. Void: 1 character/6 digits ‘Y’ indicates this is a voided check or state voucher, and displays the date voided. Recon: 1 character/6 digits ‘Y’ indicates if this check or state voucher has been reconciled and the date it was reconciled. On a state voucher the warrant will also be displayed. Bank Trace: 15 digits Shows the bank number the voucher was paid against. The first 8 digits are the originating depository financial institution (ODFI) and the last 7 numbers are sequentially assigned by FAMIS. Panel 2 Origin Cd: 1 character Displays the origin code for the voucher. Valid values are: P = Purchasing (Screen 345) N = Pending (Screen 111) D = Pending (Screen 112) ' ' = Regular AP (Screen 104, etc) Confidential: 1 character Identifies if the voucher has been 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 Travel Hotel Zip: 9 digits The zip code of the hotel used for travel to determine percentage usage, and if the state discount rate is being utilized. Dup Inv Ovrrd: 1 character ‘Y’ indicates the Duplicate Invoice Override flag has been set to allow the creation of a voucher for a previously entered invoice. Screen 169 – Voucher Line Item Inquiry (cont’d) Cont Work Force: 1 character Indicates that this payment is flagged as a Contract Work Force Payment. Inv. Amt: 15 digits Shows the gross invoiced amount of a line item on a voucher. Liab Acct: 11 digits Displays a GL Account indicating the liability. Disc. Amt: 11 digits When used with discount type ‘D’, shows the dollar amount of the discount to be applied. When used with discount type ‘P’, displays the percent discount to be applied. Disc Acct: 11 digits Displays the account to be credited with the discount. Lost: 1 character ‘Y’ indicates the voucher was paid beyond the time allowed to take a discount. Batch: 6 characters/digits Shows the batch session reference number used when transaction was processed. Date indicates the session reference date when transaction was processed. Net Amt: 11 digits Shows the net amount, after discount, of the voucher. FA Acct: 15 digits Indicates the financial accounting account paying the voucher, may be a GL, SL or SA. State Hold Override Information Override Flag: 1 character Indicates (‘Y’ or ‘N’) if there is an override to the vendor on hold flag. User ID: 6 characters/digits Displays the FAMIS user identification number of the person who entered the override flag. Override Dt: 6 digits Identifies the date the override flag was set. Cost Reference 7 characters/digits (1,2,3): Identifies the user-defined cost accounting reference which provides additional details about the processing of the line item. Screen 169 – Voucher Line Item Inquiry (cont’d) Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. PF6 Description Desc Shows additional information about the description. PF7 Cross-Referenced Item XRItm Displays cross-reference item information. PF8 Voucher Interest VoInt Shows interest information for voucher. PF9 Address Addr Shows the vendor's address information. Voucher Inquiry by Alternate Vendor Screen 170 is used to search for vouchers using the name of the alternate vendor. To view all vouchers for the alternate vendor, type ‘Y’ in the All: field on the Action Line. Screen 170 - Voucher Inquiry by Alternate Vendor (Panel 1) 170 Voucher Inquiry by Alt Vendor 08/07/08 16:28 DALE MARKETING LP FY 2008 CC 02 Screen: ___ Alt Vndr: 1vvvvvvvvv8 Voucher: _______ Fiscal Yr: 2007 All: Y Include Only: Acct: ______ _____ Dept Ref: _______ Pg 1__ of 1 Pg(s) Vch First Batch M S Voucher Lns Account Description Stat Net Amount Date C - ------- --- ------------ --------------------- ---- ------------- -------- - _ 1702597 1 500181-00000 2 GB CRUZER TITANIUM RECN 25.20 09/14/06 I _ 1721262 1 500181-00000 2 GB CRUZER TITANIUM RECN 50.39 10/20/06 I ** Vendor Total ** 75.59 *** End of voucher list for vendor *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Frwd Addr Left Right Screen 170 - Voucher Inquiry by Alternate Vendor (Panel 2) 170 Voucher Inquiry by Alt Vendor 08/07/08 16:28 DALE MARKETING LP FY 2008 CC 02 Screen: ___ Alt Vndr: 1vvvvvvvvv8 Voucher: _______ Fiscal Yr: 2007 All: Y Include Only: Acct: ______ _____ Dept Ref: _______ Pg 1__ of 1 Pg(s) Vch First Dept Check Check S Voucher Lns Account Description Ref Nbr Date Net Amount - ------- --- ------------ ------------- ------- ------ -------- ------------- _ 1702597 1 500181-00000 2 GB CRUZER T 32832 361686 09/15/06 25.20 _ 1721262 1 500181-00000 2 GB CRUZER T 32832 374525 10/23/06 50.39 ** Vendor Total ** 75.59 *** End of voucher list for vendor *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Frwd Addr Left Right Voucher Inquiry by Alternate Vendor Process Type the alternate vendor's identification number, and any other criteria to be used in searching and displaying the desired information. If you type part or all of the alternate vendor's name, in the Alt Vndr: field, a pop-up window will display to allow you to select the desired vendor. You may also type an asterisk (*) in the Alt Vndr: field to view a pop-up list of alternate vendors and select the vendor's number from the list by typing an ‘X’ in the Sel: field. Press to “pass back” the number to the field on Screen 170. Screen 170 – Voucher Inquiry by Alternate Vendor (cont’d) Basic Steps • Advance to Screen 170. • Type a valid alternate vendor's identification number in the Alt Vndr: field and press . If there are vouchers for the specified vendor they will be displayed. • You may enter a specific voucher number, account number, and/or department reference code to narrow the search and advance to a specific item. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Alt Vndr: 11 digits Enter a valid alternate vendor identification number. The vendor’s name will appear above this field. Voucher: 7 digits Include the desired voucher number to display. Fiscal Year: 4 digits Identify the fiscal year to begin the search. All: 1 character Type ‘Y’ to include all vouchers in the displayed list. Include Only Account: 11 digits Enter an account number to limit the search. Dept Ref: 7 digits/characters Indicate a department reference number. Pg _ of _ Pg(s): 4 digits Identify a page number to advance through the list of vouchers displayed. Screen Information Panel 1 S: 1 character Type an ‘X’ to select an item and advance to Screen 168 to view voucher detail. Voucher: 7 digits Displays voucher number(s) that match the inquiry data entered on the Action Line. Vch Lns: 3 digits Shows the number of line items on the voucher. First Account: 11 digits Identifies the first account number listed on the voucher. Screen 170 – Voucher Inquiry by Alternate Vendor (cont’d) Description: 21 characters Displays the description entered on the voucher. Stat: 4 characters Shows the status of the voucher. For example: CYCL = In Check Cycle or State Voucher Cycle DROP = Dropped before payment - acctg reversed PAID = Paid (after printing or Prepaid) PEND = Pending voucher - no acctg. Posted P-CN = Pending cancelled before acctg. Posted P-OP = Pending voucher - open (no acctg. posted) P-CL = Pending closed - closed but not posted; should post overnight and enter into CYCL otherwise there may be a problem Net Amount: 10 digits Shows the net amount of the voucher, after discount. Batch Date: 6 digits Indicates the batch session date when transaction was processed. MC: 1 digit Shows the vendor’s mail code for the voucher. Vendor Total: 10 digits Displays the total dollar amount paid to the vendor. Panel 2 Dept Ref: 7 digits/characters Indicates a reference number used by the department. Check Nbr: 6 digits Identifies the check number issued when payment was made. Check Date: 6 digits Indicates the date the check was processed. Net Amount: 10 digits Identifies the net dollar amount of the voucher. Vendor Total: 10 digits Displays the total dollar amount paid to the vendor. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF9 Address Addr Displays detail address information for the vendor. Vouchers by Reconciliation Bank Inquiry Screen 178 displays voucher information for a specified reconciliation bank check. This screen shows the voucher number, the line item numbers and amounts that were paid for, as well as the total amount of the check. Screen 178 – Vouchers by Reconciliation Bank Inquiry 178 Vouchers by Reconciliation Bank Inquiry 08/08/08 08:59 FY 2008 CC 02 Screen: ___ Recon Bank: 06800 Check: 144456 Accounting Bank: 06800 Vendor: 1vvvvvvvvv9 WALTER’S DRUGSTORE Check Date: 05/28/2008 Date Cleared: 06/03/2008 Void Flag: N Date: S Voucher Ln Campus Account Fiscal Yr Check Amount - ------- ------ ------ ----------------- --------- ------- --------------- _ 3815086 1 02 954610-00000-6337 2008 144456 113.98 _ 3815086 2 02 954610-00000-5453 2008 144456 2.20 ***** End of Data ***** Total: 116.18 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 178. • Type a valid reconciliation bank number and check number on the Action Line and press . • Type ‘X’ in the S: field to select a voucher and advance to Screen 169. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Recon Bank: 5 digits Enter a valid reconciliation bank number. . Check: 7 digits Type the check number to be displayed. Screen Information Accounting Bank: 5 digits Shows the accounting bank number used for the payment. Vendor: 11 digits/30 characters Displays the vendor’s identification number and name that was on the check. Check Date: 8 digits Shows the date the check was printed. Screen 178 – Vouchers by Reconciliation Bank Inquiry (cont’d) Date Cleared: 8 digits Identifies the date the check cleared the bank. Void Flag: 1 character ‘Y’ indicates the check was voided. Date: 8 digits Displays the date the check was voided. S: 1 character Type ‘X’ in this field to select a voucher for display on Screen 169. Voucher: 7 digits Shows the voucher number that was paid for by the check. Ln: 3 digits Displays the line item number on the voucher. Campus: 2 digits Identifies the campus code. Account: 15 digits Shows the account number used to pay for the voucher. Fiscal Yr: 4 digits Indicates the fiscal year in which the payment was made. Check: 7 digits Displays the check number sent to the vendor. Amount: 12 digits Identifies the amount for each line item on the voucher. Total: 12 digits Includes the total amount of the check. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. Outstanding Check List Screen 185 provides a listing of all checks currently on the Check file for a given bank. Cleared checks will have a Drop Flag of ‘Y’. Checks with a ‘Y’ in either the Drop or Void fields will be deleted in the subsequent Check Reconciliation. Checks from BPP are loaded for reconciliation purposes. The check numbers are direct from BPP. Screen 185 - Outstanding Check List 185 Outstanding Check List WALGREEN CO 08/08/08 09:01 FY 2008 CC 02 Screen: ___ Recon Bank: 03000 From Check No: 144456 From Date: __________ Acct S Bank Check No Campus Recon Void Vendor Date Amount _ 03000 825933 02 N N 3vvvvvvvvv3 07/28/1998 4.59 _ 03000 919962 02 N Y 3vvvvvvvvv1 05/04/2000 10.51 _ 03000 973524 02 N Y 1vvvvvvvvv0 03/25/1999 35.36 _ 03000 1027889 20 N Y 1vvvvvvvvvN 07/06/1999 82.06 _ 03000 1033752 02 N Y 3vvvvvvvvvF 07/16/1999 20.00 _ 03000 1048025 02 N Y 3vvvvvvvvvC 08/23/1999 54.70 _ 03000 1048045 02 N Y 3vvvvvvvvv0 08/23/1999 283.28 _ 03000 1048046 02 N Y 3vvvvvvvvv0 08/23/1999 45.00 _ 03000 1048049 02 N Y 3vvvvvvvvv0 08/23/1999 15.00 _ 03000 1048050 02 N Y 3vvvvvvvvv0 08/23/1999 25.00 _ 03000 1048051 02 N Y 3vvvvvvvvv0 08/23/1999 79.18 _ 03000 1048068 02 N Y 3vvvvvvvvvC 08/23/1999 39.90 _ 03000 1048072 02 N Y 3vvvvvvvvvC 08/23/1999 191.13 ** Press ENTER to view more checks ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 185. • Enter the Recon bank number and press . Outstanding Check List Process • The From Check No: field may be used to position the display. Entering a specific check number will position the inquiry information to begin with this check number. • The From Date: field may be used to inquire on checks by date. Entering a specific date will display all checks printed on this date for a specified account bank. • Type an ‘X’ in the S (Select) field beside the Acct Bank line item and press to pass the check information to Screen 186 (FAMIS Vouchers by Check Inquiry) where detailed information is provided. (See section on Screen 186 for more information.) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Recon Bank: 5 digits Enter the Reconciliation Bank number. From Check No: 6 digits Provide a starting check number for listing outstanding checks. Screen 185 – Outstanding Check List (cont’d) From Date: 8 digits Indicate a date to begin outstanding check search. Screen Information S: 1 character Type an ‘X’ in this field to select the line item for viewing further information about this check. Acct Bank: 5 digits Displays the accounting bank number. Check No: 7 digits Provides the outstanding check number. Campus: 2 digits Identifies the campus code this check is associated with. Recon: 1 character Identifies whether or not (‘Y’ or ‘N’) the check has been reconciled. Void: 1 character ‘Y’ indicates the check was voided. Vendor: 11 digits Displays the vendor identification number. Date: 8 digits Shows the date the check was processed. Amount: 12 digits Indicates the amount of the outstanding check. Additional Functions PF KEYS See Appendix for explanation of standard PF Keys. Vouchers by Check Inquiry To display all outstanding vouchers that were aggregated on a single check to pay a vendor, use Screen 186. Depending on the way the voucher is coded, FAMIS local vouchers will be aggregated by vendor and one check printed. Therefore, the vouchers from several different departments may be included on a single check to the same vendor. Checks will be eliminated from the display one month after being reconciled. Screen 186 – Vouchers by Check Inquiry 186 Vouchers by Check Inquiry 11/09/09 14:39 FY 2010 CC 02 Screen: ___ Recon Bank: 06800 Check: 128446 Accounting Bank: 06800 Vendor: 2vvvvvvvvv0 JUNE J*JOHNSON Check Date: 05/15/2007 Recon Flag: N Date: Reported: Check Amount: 325.29 Void Flag: Y Date: 11/03/2009 Repl Chk: Amt Cleared: Date: Recon type: Vd Rsn: U S Voucher Vch Ln Campus Account Fiscal Yr Check Amount - ------- ------ ------ ----------------- --------- ------- --------------- _ 3714838 1 02 947160-00000-6337 2007 128446 325.29 ***** End of Data ***** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 186. • Enter the reconciliation bank and check number and press . (The bank number can be seen on Screen 833 - Maintain AP Bank Information, and the check number may be listed on Screen 185 - Outstanding Check List.) • Type an ‘X’ in the S (Select) field next to the voucher line item and press to pass the voucher information to Screen 169 (FAMIS Voucher Line Item Inquiry) where detail information is provided. (See section on Screen 169.) Voucher Process • The check number and the reconciliation bank must be given in order to process the voucher information. • Since different accounts may have produced separate vouchers to the same vendor, each line may provide information on different vouchers and accounts. Screen 186 – Vouchers by Check Inquiry (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line: . Recon Bank: 5 digits Enter the reconciliation bank number. . Check: 6 digits Enter the check number. Screen Information Accounting Bank: 5 digits Displays the accounting bank from which funds were taken. Vendor: 11 digits/30characters Shows the payee's vendor identification number and name. Check Date: 8 digits Indicates the date the check was processed. Recon Flag: 1 character Displays ‘Y’ if the check has been reconciled. Date: 8 digits Specifies the date the check was reconciled. Reported: 1 character Indicates whether payment was reported to the IRS on 1099. Check Amount: 15 digits Shows the amount of the check. Void Flag: 1 character Displays ‘Y’ if the check was voided. Date: 1 character Shows the date the check was voided. Repl Chk: 1 character Displays ‘Y’ if this is a replacement check number. Amt Cleared: 15 digits Indicates the amount cleared, if reconciled. Date: 8 digits Shows the date the check cleared the accounting bank. Recon type: Help 1 digit Indicates the type of reconciliation: 1 - Batch = Automated Reconciliation Cycle 2 – Online = Manual Reconciliation Cycle Screen 186 – Vouchers by Check Inquiry (cont’d) Vd Rsn: 1 character Identifies the reason the voucher was voided. For example: A = Amount incorrect on check D = Duplicate payment I = Incorrect vendor address L = Lost/Stolen/Destroyed S = Stale dated check/reissue U = Unclaimed property W = Wrong vendor name S: 1 character Type an ‘X’ in this field and press ENTER to select an item and advance to Screen 169. Voucher: 7 digits Displays the voucher number used in processing the specified check. Vch Ln: 3 digits Indicates the number of line items on the voucher. Campus: 2 digits Shows the TAMUS campus code that created the voucher. Account: 15 digits Displays the account number used when creating the voucher. Fiscal Yr: 4 digits Identifies the fiscal year in which the check was processed. Check: 7 digits Shows the printed check number. Amount: 15 digits Indicates the amount of voucher for the specific account shown on same line. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Check List Screen 177 displays check information for checks issued on the reconciliation bank specified in the Action Line. To get a complete list in check number order, press enter. To position from a certain check number, enter that check number in the From Check No field. To further refine the data, you may also enter a date to see only checks after a certain date. The date field works best when the check number is entered also. Screen 177 – Check List 177 Check List 08/08/08 09:13 FY 2008 CC 02 Screen: ___ Recon Bank: 03000 From Check No: _______ From Date: __________ Acct S Bank Check No Campus Recon Void Vendor Date Amount _ 03000 099701 02 Y 3vvvvvvvvv0 05/04/2001 54,284.28 _ 03000 101110 01 Y 2vvvvvvvvv0 12/07/1994 218.70 _ 03000 103439 01 Y 2vvvvvvvvv0 12/13/1994 215.53 _ 03000 105600 01 Y 2vvvvvvvvv0 12/16/1994 215.53 _ 03000 110276 01 Y 2vvvvvvvvv0 01/04/1995 240.93 _ 03000 110281 01 Y 2vvvvvvvvv0 01/04/1995 168.55 _ 03000 120927 01 Y 2vvvvvvvvv0 01/11/1995 85.73 _ 03000 124145 01 Y 2vvvvvvvvv0 01/17/1995 270.07 _ 03000 132334 01 Y 2vvvvvvvvv0 01/31/1995 157.49 _ 03000 132861 02 N 1vvvvvvvvvS 12/01/2000 52.50 _ 03000 132888 02 N Y 3vvvvvvvvv0 11/30/2000 70.00 _ 03000 133061 02 N Y 3vvvvvvvvv0 01/22/2001 4,317.00 _ 03000 133062 02 N Y 3vvvvvvvvv0 01/22/2001 3,394.50 ** Press ENTER to view more checks ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 177. • Type a valid reconciliation bank number on the Action Line and press . • You may specify a check number to begin the list and a date to display checks that were printed after specific day. • Type ‘X’ in the S: field to select a voucher and advance to Screen 169. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Recon Bank: 5 digits Enter a valid reconciliation bank number. From Check No: 7 digits Type the check number to be displayed at the beginning of the list of checks on the screen, if desired. From Date: 8 digits Include a specific date to see checks after that date. Screen 177 – Check List (cont’d) Screen Information S: 1 character Type ‘X’ in this field to select a voucher for display on Screen 178. Acct Bank: 5 digits Shows the accounting bank number used for the payment. Check No: 7 digits Displays the check number sent to the vendor. Campus: 2 digits Identifies the campus code. Recon: 1 character Shows if the check has been reconciled. Void: 1 character Identifies if the check has been voided. Vendor: 11 digits Displays the vendor’s identification on the check. Date: 8 digits Shows the date the check was printed. Amount: 15 digits Identifies the amount of the check. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. Section IX Maintenance Screens Maintain Discount Table The entries on this screen are only for vouchers created using Screens 104 and 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 08/08/08 09:17 FY 2008 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 • Advance to Screen 808. • Type ‘A’ in the Function: field for Add. • 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 beside the newly created discount code. Screen 808 – Maintain Discount Table (cont’d) Update a Discount Record • Advance to Screen 808. • Tab to the Function: field next to the discount code requiring modification. • Type a ‘U’ in the Function: field for Update. • Make the necessary changes to the discount code and press . • The message ** Update ** should appear in the Message: field beside the modified discount code. Drop a Discount Record • Advance to Screen 808. • Tab to the Function: field next to the discount code being dropped. • Type a ‘D’ in the Function: Field for Delete. • 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 Screens 104 or 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 = PF2, ? or * Field Help Available) 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: 2 digits Include the numeric code assigned by the user to the vendor’s discount terms. Values are: 01-99. Discount: 4 digits Indicate the percentage cash discount associated with the discount code. Days: 3 digits Enter the number of days the discount terms are valid. FAMIS automatically calculates the due date by adding these days to the invoice date. Screen 808 – Maintain Discount Table (cont’d) 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. Screen 808 – Maintain Discount Table (cont’d) Section X Appendix Instructions Listed below are general instructions that will make your job easier as you use FAMIS to input or view document information. Please become familiar with the information in this reference as it can make your navigation in FAMIS more efficient. 3270 Emulation Keys Special keys and key combinations must be used when working with FAMIS. These keys are known as 3270 emulation keys and may be defined differently by each 3270 terminal or PC emulation software that you are using. Contact your computer support person if you do not know how to identify the following keys on your computer. PF Keys When a key is listed as PFn , PF represents Program Function. Many PCs use the function keys labeled Fn for these PF keys. Others have special combinations of keys to represent the PF keys, for example, on a Memorex emulation, a combination of the ALT key and the number 1 will represent the PF1 key. At the bottom of the FAMIS screens, there are PF keys listed that can assist in the use of the screen. For example, on Screen 104, Voucher Create, the bottom of the screen shows the PF7 with the word ‘Bkwd’ under it. This means that by pressing the PF7 key, the screen listing will scroll backwards. TAB and BACKTAB Keys Use the TAB and BACKTAB keys on a 3270 terminal to move from field to field. This will position the cursor at the start of each field. Most PCs have a key labeled TAB, while the BACKTAB is a combination of the SHIFT/TAB keys. Using the arrow keys, instead of the TAB keys, to move around the screen may lock the computer keyboard. Use the RESET key, then the TAB key, to position the cursor and unlock the keyboard. CLEAR Key The CLEAR key on many PC keyboards is the PAUSE key. This key is often used to clear, or refresh, the screen before typing. RESET Key After pressing to process data information, note the status bar at the bottom of the screen. When the system is processing information, the symbol "X ( )" or . will appear. You cannot enter additional information until the system is finished processing. If any other symbols appear, press your RESET key -- often the ESCAPE key on a PC. Appendix – Instructions (cont’d) ERASE END OF FIELD Key To erase all the information in a field with one stroke, the ERASE EOF key on a 3270 keyboard is helpful. For example, a vendor name is held in context when moving from screen to screen. To change to a different vendor, use this key and the current vendor name in the Action Line will be removed. Now the new vendor name can be input. On most PCs, the correct key to use is the END key on the numeric keypad. HOME Key From anywhere on the screen, the most efficient way to take the cursor back to the Screen: field on the Action Line is by pressing certain keys. For the 3270 terminals, the correct combination is the ALT/RULE keys. On most PCs, the HOME key on the numeric keypad will work. Protected Area The Protected Area is the area of the screen that will not allow the user to enter information. Typing information in the protected area may freeze the screen. Use your reset key and then tab key to release your system when it freezes. Action Line/Context The Action Line is usually the first line of information on each screen. The Screen: field is used to navigate from screen to screen by entering the number of the screen desired. Fields such as screen, vendor, voucher number, account, etc. are often found on the Action Line. Data that is entered on the Action Line will be carried in ‘context’ from screen to screen until changed. For example, the GL account number 032365 is entered on the Action Line of the screen below. That account will be carried in ‘context’ until the user keys a different account in the field. The key must be pressed after entering Action Line data. If a user does not follow this step, all information entered on the screen may be lost and must be re-entered. After pressing , a message will be given at the top of the screen asking for modifications or providing further processing instructions. F0002 Record has been successfully added 002 GL 6 Digit 03/03/94 14:56 FY 1994 CC AA Screen: ___ Account: 032365 ____ NAVSO, INC. Account Title: NAVSO, INC.________________________ Appendix – Instructions (cont’d) Message Line The line above the Action Line is used to display messages to the user. These messages may be error messages or processing messages, such as the one below. F6537 Please enter a valid six digit GL account 002 GL 6 Digit 01/20/92 11:26 Scrolling Through Data Pressing the key will scroll through information listed on a screen. On some screens, there are PF keys to use to scroll forward, backward, left and right. These PF keys are displayed at the bottom on the screens with that function. Help HELP functions are available for many screen fields in FAMIS. Placing a "?" in the blank beside the desired field and hitting will access a pop-up window with specified field information. Another way is to place your cursor in the desired field and press the F2 key. To get out of the HELP function, either select a value and press or hit the PF4 key. The distinction on which key to use will normally be designated in the pop-up window (EX: PF4 = Exit). Escaping from a Pop-Up Window When in a pop-up window, pressing PF4 will usually take you back to the original screen. There are a few screens when pressing will take you back to the original screen. Appendix – Instructions (cont’d) Field Help Using the F2 Program Function Key On selected fields, additional information can be displayed using the F2 program function key. This HELP information is accessed by moving the cursor to the field in question and pressing the F2 Key. Screen 002 - GL 6 Digit 002 GL 6 Digit 11/24/97 12:05 FY 1997 CC AA Screen: ___ Account: 032365 ____ NAVSO, INC. Account Title: NAVSO, INC.________________________ Resp Person: 4uuuuuuu9 SOSA, SOPHIE S Old Acct: _______________ Year-end Process: F Reclassify: _ Reporting Group: __ Aux Code: ___ Fund Group: FG Sub Fund Group: DF Sub-Sub: GP Function: __ Default Bank: 00001 Override: Y SL Mapped Count: 1 Alternate Banks: 00002 _____ _____ _____ _____ Security: ______ The first help screen describes the field; pressing will display the valid values for the field. DESCRIPTION: DESIGNATES DEPARTMENTS WITHIN SCHOOLS OR UNITS FOR WHICH FISCAL REPORTS WILL BE NECESSARY, I.E. CHEMISTRY DEPARTMENT, ADMINISTRATION AND COUNSELOR EDUCATION. +------------------------------------------------------------------+ ³ ³ ³ *** D I C T I O N A R Y - H E L P *** ³ ³ ³ ³ VALUES MEANING ³ ³ -------------------------------- ----------------------------- ³ ³ ACCN ACADEMIC COMPUTING CENTER ³ ³ ACCS ACADEMIC COMPUTING SERVICES ³ ³ ACCT ACCOUNTING ³ ³ ADEX ADULT & EXTENSION EDUCATION ³ ³ ADLL ADULT LITERACY & LEARNING CEN ³ ³ ³ ³ Lookup Value / . Menu ________________________________ ³ ³ Rule : IASYS-DEPT Default value is: ³ ³ View : IAFRS-GENERAL-SUBSIDIARY ³ ³ Field: FG-FS-DEPT ³ Appendix – Instructions (cont’d) Question Mark (?) and Asterisk (*) Help FAMIS also provides information about selected fields through the Question Mark (?) Help facility. This HELP information may be accessed by typing a question mark (?) in the field in question and pressing the key. Screen 002 - GL 6 Digit 002 GL 6 Digit 02/16/04 10:12 FY 2004 CC 02 Screen: ___ Account: 010100 ____ ED & GEN INCOME-TUITION Account Title: ED & GEN INCOME-TUITION____________ Resp Person: 4uuuuuuuu0 MASON, MARY M Old Acct: NA_____________ Year-end Process: F Reclassify: _ Reporting Group: __ Aux Code: ___ AFR Fund Group: ? Fund Group: FG Sub Fund Group: Sub-Sub: __ Function: __ Default Bank: 03000 Override: Y SL Mapped Count: 18 Alternate Banks: ***** _____ _____ _____ _____ Security: ______ Dept S-Dept Exec Div Coll Mail Cd Stmt Primary: REV__ _____ UN AD C6000 N Secondary: VTEA_ _____ AA CD VM C4457 Y Fund Source: __ ________________________________________ Long Title: EDUCATIONAL AND GENERAL INCOME - TUITION ________________________________________ Account Letter: Y Setup Date: 08/26/1991 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next In some instances, typing an asterisk ( * ) will provide additional information for a field. A pop-up window is displayed with the valid values for the field. By typing an 'X' next to the desired value, that value is passed to the main screen. This is the Passback feature. +----------------------------------------------------------+ | ** More Codes - Press to View ** | | | | Search Criteria: AFR Fund Group: 20 | | | | AFR Sub | | Fund Fund Fund Description | | _ 20 DS DF DESIGNATED/FUNCTIONAL & GENERAL | | _ 21 DS DS DESIGNATED/SERV DEPT-PROF FEES & SE | | _ 22 DS ST DESIGNATED/SERV DEPT-TRAVEL | | _ 23 DS SM DESIGNATED/SERV DEPT-MATERIAL & SUP | | _ 24 DS SU DESIGNATED/SERV DEPT-COMM & UTIL | | _ 25 DS SR DESIGNATED/SERV DEPT-REPAIRS & MAIN | | _ 26 DS SL DESIGNATED/SERV DEPT-RENTALS & LEAS | | _ 27 DS SP DESIGNATED/SERV DEPT-PRINTING & REP | | _ 28 DS SC DESIGNATED/SERV DEPT-CLAIMS & LOSSE | | _ 29 DS SO DESIGNATED/SERV DEPT-OTHER OPER EXP | | _ 30 AX AX AUXILIARY NON-PLEDGED | | _ 31 AX AP AUXILIARY PLEDGED | | -- IASYS-AFR-FUND-GROUP -- | | Select an AFR Fund Group or Press to Quit | +----------------------------------------------------------+ Accounts Payable Screens List PAGE M10 Accounts Payable System Menu ........................................................................................................... I-9 Shows the available menus in the Accounts Payable system. M11 Accounts Payable Inquiry and Vendor Menu ........................................................................................ I-9 Lists the inquiry screens to use for the Accounts Payable application functions. M12 Voucher Update Menu – Part 1 .......................................................................................................... I-10 Displays the available screens to use with the Accounts Payable voucher transactions. M13 Voucher Update Menu – Part 2 .......................................................................................................... I-10 Indicates the screens to use with revolving vouchers. 104 Voucher Create ................................................................................................................................. IV-3 Enter regular vouchers on this screen. 105 Voucher Header Modify ................................................................................................................... IV-14 Modify information entered on Screen 104. To change the amount, you must use Screen 125. 106 Unpaid Voucher Drop....................................................................................................................... IV-20 Drop a voucher entered on Screens 104 or 108, before it is paid. 107 Voucher Line Item Modify without Accounting ................................................................................ IV-23 Modify voucher information entered on Screens 104 or 108, before it is paid. 108 Credit Memo ................................................................................................................................... IV-36 Used to enter a credit that the vendor has given the customer (agency or institution). 109 Prepaid Voucher ................................................................................................................................ V-3 This screen is used to enter a voucher for prepaid goods and services and to cover a check manually produced outside FAMIS. 110 Void Check ...................................................................................................................................... IV-44 Allows user to void a check on the check reconciliation file and marks the voucher records as void. This may be a check from the check cycle (originally entered on Screen 10) or from a prepaid voucher (Screen 109). 111 Pending Voucher Create/Modify ...................................................................................................... IV-54 Used to create or modify a pending voucher. 112 Pending Voucher Create/Modify with P.O. Numbers........................................................................ IV-62 Create or modify a pending voucher with PO Numbers. 113 Post a Range of Pending Vouchers ................................................................................................... IV-69 Used to post a specified range of pending vouchers. 114 Pending Interest Voucher Modify ..................................................................................................... IV-71 Used to modify the account on a pending interest voucher. 115 Pending State Interest Create/Modify .............................................................................................. IV-75 Used to create or modify interest passed from the State to the correct FAMIS voucher. 116 Prepaid Credit Memo ........................................................................................................................ V-14 Enter a credit memo for a prepaid voucher. Appendix – Accounts Payable Screens List (cont’d) PAGE 118 Voucher Line Item Modify with Accounting ...................................................................................... IV-28 Used to add/modify voucher line item information and affect accounting. 119 Prepaid Voucher Amount Modify ...................................................................................................... V-11 Change the amount of a prepaid voucher entered on Screen 109. Updates both the check reconciliation file and the voucher file. 124 Session/Batch Header List .................................................................................................................. III-6 Provides a list of all session/batches processed in FAMIS. 125 Voucher Amount Modify .................................................................................................................. IV-33 Used to change the amount of a voucher entered on Screen 104. Must be done before the voucher is paid. 126 Revolving Check Receipt .................................................................................................................. VI-26 Updates the state voucher file to record the receipt of the check from the state. This is only done for multi-vendor vouchers. 127 Transaction Inquiry by Batch .............................................................................................................. III-8 Provides a detailed listing of transactions processed in a specified batch. 130 AP Batch/Initialize ............................................................................................................................. III-3 A session/batch must be opened to enter accounts payable transactions. 131 Preview Flag Reset ........................................................................................................................... IV-52 Change the previous status of a voucher that has been placed on ‘Hold’ by the agency. 134 Revolving Voucher Create .................................................................................................................. VI-3 Used to enter a revolving voucher. The multi-vendor voucher requests reimbursement from the state. 135 Revolving Voucher Amount Modify .................................................................................................. VI-11 Modifies the amount of a revolving voucher entered on Screen 134. Must be done before the voucher is paid. 136 Revolving Voucher Drop ................................................................................................................... VI-14 Used to delete a revolving voucher created on Screen 134. 137 Void Revolving Check ....................................................................................................................... VI-17 This screen is used to void a check created in the check cycle as a result of a voucher entered on Screen 134 or 139. 139 Prepaid Revolving Voucher .............................................................................................................. VI-19 Request payment from the state for expenses previously paid by the agency. Also records the check created outside FAMIS for expenses. 141 Change Source State to State ............................................................................................................ VII-4 Used to change the source of an expenditure from on account or state bank to another account or state bank. 142 Change Source Local to Local ............................................................................................................. VII-9 This screen is used to change the source of an expenditure from one account or local bank to another account or local bank. Appendix – Accounts Payable Screens List (cont’d) PAGE 808 Maintain Discount Table .................................................................................................................... IX-3 Used to maintain the vendor discount information. 817 Comp Codes Subject to Interest .......................................................................................................... II-6 Displays the State Comptroller Object Codes subject to prompt payment interest. 818 ACH, State, and Local Holiday Table .................................................................................................... II-7 Shows all known State and Local holidays. 819 State Holiday Table ............................................................................................................................. II-8 Displays State holidays. 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 screens in Routing & Approvals. 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. Press to exit a pop-up window and return to the previous window or inquiry screen. If multiple windows have been opened pressing will return you directly to the screen where 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 RENEWAL MAINTENANCE AGREE 70.95 | | AM 1996 330001-00000-4010 DELIVERY SERVICES 11.23 | | Total all Accounts * 82.18 | | | | | | | | PF3= Back to 280 PF4=Exit PF5=BBA | +------------------------------------------------------------------+ Addr Address Used to include more lines of address information. +-------------------------------------------+ | | | Addr: 11409 WILSON BLVD_____________ | | SUITE 909_____________________ | | ATN: WAYNE WILSON____________ | | ______________________________ | | | +-------------------------------------------+ Appendix – Standard PF Keys (cont’d) Bkwd Backwards Returns to the previous screen or scrolls one page back for a particular item. Frwd Forward Advances to the next screen or scrolls one page forward for a particular item. 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. Next Next Screen Advances to the next screen required. 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. 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 | | FALCO SYSTEMS INC LEGACY SYSTEMS | | Addr: 5555 ROSEMARY ROAD Addr: 1000 DEE HIGH RD SUITE M | | SACREMENTO CA 95842 BROOM CO 80000 | | | | PH: 800-333-3333 FAX: 916-300-1111 PH: FAX: | | | | Press to Exit | +-----------------------------------------------------------------------------+ 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 & 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 Interpart IDTs – Credit to One Part, Disbursement to Other 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 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 - Encumbrances (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 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 Screen345) 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 Screen340) 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 Screen345) 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 Screen340 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\(NEW) transactioncodesidea.docx Session and Batch Header Codes A session/batch reference code is used to group sessions of like transactions. The first three (3) characters typically identify the type of transactions entered during the session. For example, ARP001 would signify an Accounts Receivable Payment transaction. We recommend that FAMIS users use these batch header codes where appropriate. Accounts Payable IDTs AP ACH APA FAMIS ASSIGNED Regular IDT AP Check APC FAMIS ASSIGNED Corrections IDC AP State Voucher APV FAMIS ASSIGNED Gift Fees FEE Fee FEE Interface IDTs (dept. code) Ex: PHPLxx Travel TRV Corrections-Travel TRC Visa/MC Charges VMC Purchase PRV Interagency Payments IAP Prepaid Vouchers PPV Journal Entries Corrections- Purchase PVC Regular JEN Delete Vouchers DEV Corrections JEC Housing Interface HSG FAMIS ASSIGNED Investments JIN SIMS Interface SIMS FAMIS ASSIGNED Payroll Miscellaneous MDS EPA Adjustments EPA FAMIS ASSIGNED Procurement Card PCC FAMIS ASSIGNED Insurance Billing INS FAMIS ASSIGNED Corrections-Payroll CPR Insurance Equity Transfer INEQ FAMIS ASSIGNED Accounts Receivable Payroll PAY FAMIS ASSIGNED AR Accounting Feed FAR FAMIS ASSIGNED Payroll Auto Adjustment SEAA FAMIS ASSIGNED AR Payments ARP FAMIS ASSIGNED Salary Encumbrance SEN FAMIS ASSIGNED Bank Transfers Salary Savings SSV FAMIS ASSIGNED Bank Transfers BTR Fixed Assets (FFX) Budget FFX Accounting Feed FFX FAMIS ASSIGNED Budget Brought Forward BBF FAMIS ASSIGNED FFX Depreciation Fee FFD FAMIS ASSIGNED Beginning Entries BEG Sponsored Research (SPR) Regular BJN Indirect Cost INDZ FAMIS ASSIGNED Original Budgets BUD Suspense Generated Exp Budget GEB FAMIS ASSIGNED Suspense SUS Cash Receipts Cashier Deposits-Depts CDP Corrections Receipts CRC Departmental Deposits DDP Distribution to S/L DTR Gifts GIF Interest INT Investment Sales INS Letter of Credit LOC Miscellaneous MDP V/MC Charge Back CBK V/MC Deposits VDD Encumbrance Encumbrance ENC K:\FA\DOC\WRKNPRCS\Student\(NEW) Session Batch Header Codes.docx FAMIS Reference Codes Currently, there are four different reference codes used in FAMIS. Specific transactions are associated with these codes. Each transaction code is identified below, along with related transactions. Samples of Screen 23 have been used to show each reference code with related transactions. Reference # 1 FIELD RELATED TRANSACTIONS CODE TYPE OF DATA or # TYPE REF 1 Encumbrances Vouchers Credit Memos Prepaid Vouchers Prepaid Credit Memos Revolving Vouchers Revolving Prepaid Vouchers Change Source of Funds Multi Vendor Vouchers (SL & GL) 05x 06x PO # or Doc # Budget (SL) Budget Transfer 02x Budget # Beg Balance # 098 Beginning Balance (GL) AFR # 060 AFR Entries/Reversals (SL & GL) Screen 23 – Transaction Inquiry by Account (Panel 1) 023 Transaction Inquiry by Account 03/10/09 14:02 VET MED - TEACHING HOSPITAL FY 2009 CC 02 Screen: ___ Account: 144013 4010 Ref: 1 Direct/Indirect: D Bank Option: N Sbcd TC Ref 1 Date Description Amount I BatRef Offset Acct ---- --- ------- ----- ------------------ --------------- - ------ ----------- 4010 054 Lxxxxx1 09/16 DYLAN TROPHY DB 420.50 D 8576JF 4010 054 Lxxxxx5 09/22 WINSTON'S OFFICEWOR 367.00 D 8576JF 4010 068 Lxxxxx2 09/25 NASH NASWORTHY 131.49 F PVP308 014400 2100 4010 068 Lxxxxx5 09/26 WINSTON'S OFFICEWOR 367.00 F PVP309 014400 2100 4010 061 09/26 STORES 646.71 PURS01 270260 0523 4010 061 09/26 STORES 107.47 PURS01 270260 0523 4010 061 09/26 STORES 434.10 PURS01 270260 0523 4010 061 09/26 STORES 51.41 PURS01 270260 0523 4010 061 09/26 STORES 72.35 PURS01 270260 0523 4010 061 09/26 STORES 90.57 PURS01 270260 0523 4010 061 09/26 STORES 11.96 PURS01 270260 0523 4010 061 09/26 STORES 417.24 PURS01 270260 0523 4010 061 09/26 STORES 322.99 PURS01 270260 0523 4010 061 09/26 STORES 98.66 PURS01 270260 0523 * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View DLoad Left Right Appendix – FAMIS Reference Codes (cont’d) Reference # 2 Reference 2 is almost always assigned by FAMIS. In most cases, this will be the voucher number. There are various ways to view or report data by this reference number. FIELD RELATED TRANSACTIONS CODE TYPE OF DATA or # TYPE REF 2 Disbursements Vouchers Credit Memos Prepaid Vouchers Prepaid Credit Memos Revolving Vouchers Change Source of Funds Multi-Vendor Vouchers Revolving Prepaid Vouchers 068 Voucher # Interdepartmental Transfers Receipts 030 061 Bill # or Receipt # A/R Addt’l Line Item Entry A/R Line Item Adjust A/R Line Item Payment A/R Invoice Encumbrance (SL) 05x Document # AFR Entries/Reversals (SL & GL) 060 Document # DBR Budget Transfer 022 DBR Document # Screen 23 – Transaction Inquiry by Account (Panel 1) 023 Transaction Inquiry by Account 03/10/09 14:01 VET MED - TEACHING HOSPITAL FY 2009 CC 02 Screen: ___ Account: 144013 4010 Ref: 2 Direct/Indirect: D Bank Option: N Sbcd TC Ref 2 Date Description Amount I BatRef Offset Acct ---- --- ------- ----- ------------------ --------------- - ------ ----------- 4010 054 Lxxxxx1 09/16 DYLAN TROPHY DB 420.50 D 8576JF 4010 054 Lxxxxx5 09/22 WINSTON'S OFFICEWOR 367.00 D 8576JF 4010 068 1xxxxx9 09/25 NASH NASWORTHY 131.49 F PVP308 014400 2100 4010 068 1xxxxx8 09/26 WINSTON'S OFFICEWOR 367.00 F PVP309 014400 2100 4010 061 Sxxxxx0 09/26 STORES 646.71 PURS01 270260 0523 4010 061 Sxxxxx2 09/26 STORES 107.47 PURS01 270260 0523 4010 061 Sxxxxx3 09/26 STORES 434.10 PURS01 270260 0523 4010 061 Sxxxxx4 09/26 STORES 51.41 PURS01 270260 0523 4010 061 Sxxxxx5 09/26 STORES 72.35 PURS01 270260 0523 4010 061 Sxxxxx6 09/26 STORES 90.57 PURS01 270260 0523 4010 061 Sxxxxx7 09/26 STORES 11.96 PURS01 270260 0523 4010 061 Sxxxxx8 09/26 STORES 417.24 PURS01 270260 0523 4010 061 Sxxxxx9 09/26 STORES 322.99 PURS01 270260 0523 4010 061 Sxxxxx0 09/26 STORES 98.66 PURS01 270260 0523 * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View DLoad Left Right Appendix – FAMIS Reference Codes (cont’d) Reference # 3 Reference 3 is less used than the others. There are some transactions where you will see entries in Reference 3. There are various ways to view the data for this reference number. FIELD RELATED TRANSACTIONS CODE TYPE OF DATA or # TYPE AUTO OR MANUAL REF 3 AP Disbursements (GL) Prepaid Vouchers 04x 068 AP Check # A Receipts Disbursements 03x 04x Teller # (if manually entered) M Screen 23 – Transaction Inquiry by Account (Panel 1) 023 Transaction Inquiry by Account 03/10/09 13:58 VET MED - TEACHING HOSPITAL FY 2009 CC 02 Screen: ___ Account: 144013 4010 Ref: 3 Direct/Indirect: D Bank Option: N Sbcd TC Ref 3 Date Description Amount I BatRef Offset Acct ---- --- ------- ----- ------------------ --------------- - ------ ----------- 4011 068 02/28 JT MOORE CHANCE 89.61 N PCV001 014400 2100 4011 041 02/28 WALLER-CREDIT INV 8.00- C PCR001 4011 054 03/06 ROY RASWELL DISTR 316.36 D 8576JF 4013 054 12/04 MMM VETERINARY SUP 21.82 D 7940EP 4013 054 12/04 MMM VETERINARY SUP 15.58 D 7940EP 4013 068 12/15 MMM VETERINARY SUP 21.82 F INV376 014400 2100 4013 068 12/15 MMM VETERINARY SUP 15.58 F INV376 014400 2100 4013 061 0106202 01/08 CARE PAY 20090000 2,089.64 OSJ009 001004 1610 4013 054 03/06 PNEUMON SERVICES 32.00 D 7940EP 4013 054 03/06 SHORE VETERINARY I 253.66 D 7940EP 4014 068 03/03 DYLAN TROPHY DB 7.50 F PVP410 014400 2100 4020 054 09/01 DALE MARKETING L P 593.92 D PUR001 4020 054 09/09 DALE MARKETING L P 79.99 D 8576JF 4020 054 09/15 DISK-O-TAPE INC 753.82 D 8576JF * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View DLoad Left Right Appendix – FAMIS Reference Codes (cont’d) Reference # 4 Reference 4 is typically used by departments to identify transactions by a number that is meaningful to them. There are various ways to view or report data by this reference number thereby aiding the departments to work with their accounting data. FIELD RELATED TRANSACTIONS CODE TYPE OF DATA or # TYPE REF 4 Vouchers Credit Memo Prepaid Vouchers Prepaid Credit Memos Revolving Prepaid Vouchers Change Source of Funds Multi-Vendor Vouchers 068 Department Voucher # A/R Additional Line Item Entry A/R Line Item Adjust A/R Line Item Payment 022 A/R Payment Check # AFR # 060 AFR Entries/Reversals (SL & GL) Screen 23 – Transaction Inquiry by Account (Panel 1) 023 Transaction Inquiry by Account 03/10/09 13:56 VET MED - TEACHING HOSPITAL FY 2009 CC 02 Screen: ___ Account: 144013 4010 Ref: 4 Direct/Indirect: D Bank Option: N Sbcd TC Ref 4 Date Description Amount I BatRef Offset Acct ---- --- ------- ----- ------------------ --------------- - ------ ----------- 4010 054 84691 09/16 DYLAN TROPHY DB 420.50 D 8576JF 4010 054 90248 09/22 WINSTON'S OFFICEWOR 367.00 D 8576JF 4010 068 90105 09/25 NASH NASWORTHY 131.49 F PVP308 014400 2100 4010 068 90248 09/26 WINSTON'S OFFICEWOR 367.00 F PVP309 014400 2100 4010 061 09/26 STORES 646.71 PURS01 270260 0523 4010 061 09/26 STORES 107.47 PURS01 270260 0523 4010 061 09/26 STORES 434.10 PURS01 270260 0523 4010 061 09/26 STORES 51.41 PURS01 270260 0523 4010 061 09/26 STORES 72.35 PURS01 270260 0523 4010 061 09/26 STORES 90.57 PURS01 270260 0523 4010 061 09/26 STORES 11.96 PURS01 270260 0523 4010 061 09/26 STORES 417.24 PURS01 270260 0523 4010 061 09/26 STORES 322.99 PURS01 270260 0523 4010 061 09/26 STORES 98.66 PURS01 270260 0523 * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View DLoad Left Right K:\FA\DOC\WRKNPRCS\Charts for Manuals\FAMIS Reference Codes.doc Revised: 02/25/2011 11:35 AM 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 identification number for an account. Account Number A 10-position ID within the master file of the Financial Records 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 (FRS). 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 where 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 vendor, 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 entered into 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 defined 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 FAMIS. Sometimes the COA defines the accounts at the 10-digit level as well. 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 money. 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 on-line feature that 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. Demand Voucher Voucher to be paid during the next Check Cycle. Diagnostic Message HELP An on-line feature that 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. Appendix – Glossary (cont’d) Drop Flag A data element whose condition signifies that a document is to be removed from the database immediately. 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, is predefined by the system. It is also known as the Transaction Code. F FA See Financial Accounting. Feed Transactions from other systems that are transferred to the FRS. Field That part of a control record, transaction or established for displaying or entering information. File A storage area established within a computer system or database for organizing similar kinds if 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 identification 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 that checks each new 10-digit account against a table that 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 the document’s number, the 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. J JCL See Job Control Language. Job Control Language (JCL) 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. Appendix – Glossary (cont’d) 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 demand 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 of 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. S 6-Digit Account For GL: An entity that consists of a self-balancing set of 10-digit accounts. For SL: An entity of revenues and/or expenses Screen HELP An on-line feature that assists the user with data entry by providing information on the purpose and operation of a particular screen. Appendix – Glossary (cont’d) 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 in 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 (recurring) 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. 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 that 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. Appendix – Glossary (cont’d) 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\Student\Draft Manuals\NewAPformat.docx Last revised: 2/25/2011 11:35 AM