Financial Accounting User Manual Version 3.3 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 Financial Accounting section of Financial Accounting Management Information System (FAMIS). 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 Purchasing, Receiving, Fixed Assets and Sponsored Research. By utilizing the information and guidelines contained in this manual, a user should be able to access information, and create / modify and close FA transaction documents. 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 Financial Accounting Menus A list of all the available FAMIS Financial Accounting menus can be found on Menu 001 in the FRS Module. Menu 001 - FRS Main Menu 001 FRS Main Menu 03/09/09 10:00 FY 2009 CC 02 Screen: ___ Account: ______ ____ FAMIS APPLICATION Active Processing Month: 3 March * ---- Financial Accounting ---- * * --------- Purchasing --------- * M01 Account Information M20 Purchasing System Menu M02 FA Transactions * ---- Routing and Approval ---- * M03 Inquiry - Dollar Information M90 Routing and Approval Menu M05 Support Accounting * ---------- Payroll ----------- * M07 Departmental Planning Budgets M70 Payroll System Menu M08 Entire Connection Download * ------- Other Menus ---------- * M09 Entire Connection Print M58 Budget Preparation Module M52 Departmental Budget Requests B01 Bulletin Board News Menu S01 FA/AP System Tables * ------ Accounts Payable ------ * S02 Miscellaneous Tables M10 Accounts Payable System Menu S03 Miscellaneous Tables Continued M21 Vendor Information Menu AFR Annual Financial Reporting FFX Fixed Assets Module * ----- Accounts Receivable ---- * GCP General Construction Projects M61 Accounts Receivable SPR Sponsored Research Module Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Pers SOR The following menus are used in the Financial Accounting section of the FRS Module of FAMIS. Menu M01 contains a list of all the screens necessary to perform the GL and SL account maintenance processes. Menu 01 - Account Information M01 Account Information 03/09/09 10:00 FY 2009 CC 02 Screen: ___ Account: ______ ____ *------ GL Accounts ---------* *------ SL Accounts ------* 002 GL 6 Digit 006 SL 6 Digit 003 GL 10 Digit 007 SL 10 Digit Maintenance 004 GL Attributes 2 008 SL Attributes 2 039 GL Mapped SLs 08B SL Delegation of Authority 08C Effort Category Updates *------- Bank Accounts ------* 009 SL Grant/Contract Attributes 028 Create/Maintain Bank Accounts *------- Flags --------* *------------ USAS ----------* 043 GL Flag Maintenance 991 USAS PCA Calculation 044 SL Flag Maintenance 840 USAS Strategy Table 029 Account Search 990 Old/New Account Crosswalk Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Financial Accounting Menus (cont’d) Menu M02 contains a list of all the screens necessary to perform the dollar transaction process against accounts. However, a batch must be opened using Screen 30 before any screen on this menu can be accessed. Menu 02 - FA Transactions M02 FA Transactions 03/09/09 10:01 FY 2009 CC 02 Screen: ___ Account: ______ ____ * --- Budgets/Encumbrances ---- * * -------- Journal Entries -------- * 010 Annual/Monthly Budgets 014 Journal Entries 10A Support Account Budgets 14A Indirect Cost Journal Entries 10B Budget Entry 025 Compound Journal Entry 10C SL Budget Controls 10D SA Budget Controls * ---- Special Journal Entries ---- * 035 Interdepartmental Transfers 011 Encumbrances 036 Cash Sales/Receipts Clearing 037 Cash Disbursements Clearing * ----- Cash Transactions ----- * 085 IDTs Between Parts 012 Receipts 086 IDTs Between Parts Inquiry 013 Disbursements * ----- Other FA Transactions ----- * 015 Beginning Balances 030 FA Batch Initialize 016 Bank Transfers 017 Suspense Update Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Menu M03 contains a list of all the available screens needed for viewing information about an account and transactions that have been entered. Menu 03 - Inquiry - Dollar Information Menu M03 Inquiry - Dollar Information Menu 03/09/09 10:01 FY 2009 CC 02 Screen: ___ Account: ______ ____ * ----- GL Information ------ * * ----- SL Information --------------- * 018 GL 6 Digit List 06B SL Account Dollar Totals 029 GL Account Search 019 SL 6 Digit List 702 GL 6 Digit Reserve Balance 020 SL OC 10 Digit List 029 SL Account Search 032 SL Budget Data List 033 SL Annual 10 Digit Activity by Month 040 GL 10 Digit Snapshot 034 SL Summary by Budget Pool 041 SL 10 Digit Snapshot * ----- OC Information ----- * * ----- Transaction Information ------ * 021 OC File List 023 Transaction Inquiry by Account 022 OC by User Ref or PO 024 FA Session/Batch Header List 026 OC Inquiry by Reference 027 Transaction Inquiry by Batch 031 OC Inquiry by Vendor ID 046 Transactions For a Month By Ref Nbr 042 OC Record Snapshot 047 Transactions Inquiry on Ref Nbr 2 * ----- Form 500 Info ------ * 048 Transactions by Account/Subcode/Month 090 Form 500 Tracking 049 Detail Account Statement Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Financial Accounting Menus (cont’d) Menu M05 contains a list of all the screens necessary to perform maintenance or to view information about Support Accounts. Menu 05 - Support Accounting Inquiry and Maintenance M05 Support Accounting Inquiry and Maintenance 03/09/09 10:01 FY 2009 CC 02 Screen: ___ Account: ______ _____ ____ *--------- Inquiry -----------* *------ Maintenance ------* 51B Support Account Dollar Totals 050 Department SA Attributes 060 SA OC 15 Digit List 051 Support Account Attributes 061 SA OC File List 51C SA Effort Category Updates 062 SA Open Cmnts. by User Ref or PO 052 Support Account Attributes 2 063 Trans. Inquiry by Support Account 52B SA Delegation of Authority 064 Support Account Budget Data List 053 Support Account Budget Move 065 SA Summary for SL with Category Ttls 054 Support Account Flag Maint. 066 SA OC Inquiry by Reference 055 SA 15 Digit Maintenance 068 Support Account Search 056 SA Transaction Move 069 SA 11 Digit List With Category Totals 057 Departmental Encumbrances 058 SA Category Maintenance 071 15 Digit Snapshot 076 Trans for Month by Ref 2 072 OC Record Snapshot 077 Trans Inq. for Ref 2 073 Annual 15 Digit Activity by Month 078 Trans by Account/Month/Subcd 074 SA Summary by Budget Pool 079 SA Detail Account Statement Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Menu M07 provides the screens necessary to define and maintain departmental budgets. Information about these screens may be found in a separate manual, the Departmental Accounting Manual. Screen M07 - Departmental Planning Budgets M07 Departmental Planning Budgets 03/09/09 10:01 FY 2009 CC 02 Screen: ___ Account: ______ ____ 715 Dept Defined Profile Maintenance *---------------- SL Accounts -------------------* 720 SL Dept Defined Budget Pool Maintenance 721 SL Summary by Target Budget 722 SL Budget Summary by User Defined Categories *---------------- SA Accounts -------------------* 730 SA Dept Defined Budget Pool Maintenance 731 SA Summary by Target Budget 732 SA Budget Summary by User Defined Categories Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Financial Accounting Menus (cont’d) Information for viewing, downloading and printing account information can be found on Menu M08 and Menu M09. Information regarding these screens can be found in the Entire Connection User's Manual. Screen M08 - Entire Connection Download M08 Entire Connection Download 01/22/10 11:03 k FY 2010 CC 02 Screen: ___ *------------* Accounts *-----------* *-------------* Batch *-------------* 029 Account Search 027 FA Trans Inquiry by Batch 068 Support Account Search 127 AP Trans Inquiry by Batch 018 GL 6 Digit List 627 AR Trans Inquiry by Batch 019 SL 6 Digit List W Category Totals 069 SA 11 Digit List W Category Total *-------------* Flags *-------------* 805 Maintain GL Control Description *---------* Transactions *----------* 806 Maintain SL Subcode Description 023 Trans Inquiry by Account 860 Department Table Maintenance 046 Trans for Month By Refer. 047 Trans Inquiry on Reference 048 Trans Inquiry Acct/Sbcd/Mon *-------------* Misc *--------------* 063 Trans Inquiry by SA 175 Vendors Held by Agency 080 Inquiry by Subcode 081 Detail Trans by Subcode Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Screen M09 - Entire Connection Print M09 Entire Connection Print 03/09/09 10:02 FY 2009 CC 02 Screen: ___ *-------* Account Statements *------* *----------* Purchasing *-----------* 018 GL 6 Digit List 276 Document Inquiry w/Paid Amounts 049 Detail Acct Statement - Month 278 Document Inquiry 079 SA Detail Acct Statement - Month *------------* Profiles *-----------* 721 SL Summ by Target Budget 722 SL Summ by User Defined Categ. 731 SA Summ by Target Budget 732 SA Summ by User Defined Categ. Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Financial Accounting Menus (cont’d) Section II Session/Batch Audit Information FA Session/Batch Initialize A session or batch is used to control the processing of data and to provide an audit trail. You must open a batch session on Screen 30 before any dollar transactions can be processed. Screen 30 - FA Batch Initialize 030 FA Batch Initialize 03/09/09 10:03 FY 2009 CC AM Screen: ___ Session Reference: JJL001 Session Date: 03/09/2009 Session Status: O Bank: 03000 Description: ___________________________________ User ID Override: N Special Process: ___ Batch Balancing Information Transactions Amount Expected Totals: 5_ 120___________ 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 Open a Session • Advance to Screen 30. • Type a Session Reference code, Session Date, type "O" (open) in the Session Status field, and the bank number in the fields provided. (See Appendix for appropriate Batch/Session references.) • Before a session is opened, enter an estimated total of the number of transactions and the dollar amount you plan to enter in the session. Later, when the session is closed, these totals are used to verify correct entry. • Enter the desired screen number in the Screen: field and press . If there are no error messages when the session is opened, advance to the next screen and enter voucher transactions. Close a Session • Advance to Screen 30. • Type ‘C’ (close) in the Session Status: field and press . Session / Batch Process Session Processing A real-time session is used to control the on line processing of data and to provide an audit trail for the transaction entry. A session must be opened before any dollar transactions can be processed in real-time mode. All transactions processed within a session contain the same session reference number and the same session date. Screen 30 – FA Batch Initialize (cont’d) When the session is opened for the first time, FAMIS creates a batch record which has the reference number and date. As transactions are processed, FAMIS 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. Reconciling an on-line session is an important step in data control. Data entry errors can be identified and corrected quickly using this tool. When the session is closed, the transaction count and total dollar amounts are compared on Screen 30. Discrepancies between these numbers and the numbers entered at the beginning of the session should be corrected or justified. Bank After a bank has been identified on Screen 30, transactions posted in this batch will be applied to this specified bank unless the bank is overwritten on individual transactions. The bank on the header transaction may not be changed after the session has been opened. 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, the session can be reopened. View a Session To view the Financial Accounting session and batch information, use inquiry Screens 24 and 27. Additional information may be seen using the FA batch summary listing, FBAR100, which is printed with the daily reports. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Screen Information . Session Reference: 6 characters/digits Enter an identifying session reference number for the batch session. There are 3 possibilities for the available 6 characters: (2 characters, 4 digits), (3 characters, 3 digits), or (4 characters, 2 digits). See Appendix for guidelines on Session Reference. . Session Date: 8 digits Type the date of the session. The date entered must be within the current processing month (same month listed on Screen 882). . Session Status: 1 character Enter the session status: open (O) or close (C). . Bank: 5 digits Designate the bank number to be used for the session. This bank will be used on all transactions in the batch unless overwritten on individual transactions. Screen 30 – FA Batch Initialize (cont’d) Description: 35 characters Provide a description of the batch session. User ID Override: 1 character Type ‘Y’ if the established session may be opened by a different user ID on the same day. Special Process: 3 characters Not used currently. Batch Balancing Information Expected Totals: Transactions: 5 digits Enter the total number of expected transactions to be completed in this session. Amount: 14 digits Type the expected total dollar amount of the transactions to be completed in this session. Processed Totals: Transactions: 5 digits Shows the actual number of transactions completed in this session. Amount: 14 digits Displays the total dollar amount of the transactions completed in this session. Receipts: 10 digits Indicates the total dollar amount of receipt transactions entered in this session. Disburse: 10 digits Displays the total amount of disbursement transactions entered in this session. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. FA Session/Batch Header List FAMIS provides a list showing the processed Financial Accounting Session/Batch jobs that can be seen on Screen 24. This list is presented in alphabetical order by batch reference. The Batch Ref: field allows you to position a specific batch reference number 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 24 - FA Session/Batch Header List 024 FA Session/Batch Header List - PROCESSED 03/09/09 10:10 FY 2009 CC 02 Screen: ___ Batch Ref: AFRE05 Batch Date: __________ S Batch Batch Bank Run S e Ref Date Description Amount Count No Date t - ------ -------- -------------------- ---------------- ----- ----- -------- - _ AFRE05 02/24/09 C-1 PROJECT 2-2960 45.60 1 06000 02/24/09 C _ AFRL01 01/31/09 BOR MINUTE ORDER PRO 6,150,000.00 2 06000 02/02/09 C _ AFRT20 01/29/09 C1 PROJECT 22985 6,612.90 1 06000 01/29/09 C _ AFR406 09/11/08 TRF REVENUE 35,644.16 6 06000 09/11/08 C _ AFR407 09/11/08 BIWEEKLY PAYROLL GIP 495.24 2 06000 09/11/08 C _ AFR409 09/11/08 TRF SCHOLARSHIP EXP 7,000.00 2 06000 09/11/08 C _ AG0105 01/05/09 DAILY DEPOSIT 37,310.00 10 06800 01/05/09 C _ AG0106 01/06/09 DAILY DEPOSIT 66,868.77 32 06800 01/06/09 C _ AG0108 01/08/09 DAILY DEPOSIT 5,536.98 7 06800 01/08/09 O _ AG0109 01/09/09 DAILY DEPOSIT 6,874.14 10 06800 01/09/09 C _ AG0112 01/12/09 DAILY DEPOSIT 9,563.00 11 06800 01/12/09 C _ AG0113 01/13/09 DAILY DEPOSIT 2,106.00 3 06800 01/13/09 C _ AG0114 01/14/09 DAILY DEPOSIT 23,014.00 6 06800 01/14/09 O * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 24. • 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 “X” in the Se: field to select a document and advance to Screen 27. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line Batch Ref: 6 digits Enter a batch reference number to position it at the top of the list displayed. Batch Date: 6 digits Enter a batch date to view batches created on or near that date. Screen 24 – FA Session/Batch Header List (cont’d) Screen Information Se: 1 character Type an ‘X’ to select the batch reference and proceed to Screen 27. Batch Ref: 6 characters/digits Shows the batch reference number that designates individual batch headers. Batch Date: 6 digits Displays the date that was entered on the batch when created. Description: 20 characters Provides a description of the transactions within the batch. Amount: 12 digits Shows the total amount posted in the session. Count: 5 digits Displays the number of transactions posted in the specified batch session. Bank No: 5 digits Identifies the number of the bank 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 (O) or closed (C). Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Transaction Inquiry by Batch FAMIS will allow you to view detailed transactions in a specified FA batch job. This is done by using Screen 27. You may also select a batch on Screen 24 and press to advance to Screen 27. Screen 27 - Transaction Inquiry by Batch (Panel 1) 027 Transaction Inquiry by Batch 03/09/09 10:14 FY 2009 CC 02 Screen: ___ Batch Ref: APA032 Date: 09/05/2008 Indirect Also: N Ref: 2 Dir/ Bank Option: N Account TC Ref 2 Date Description Ind Amount I Offset Acct ----------- --- ------- ----- ---------------- - --------------- - ----------- 094907 2100 048 3817422 09/05 KYLE K*KING D 38.00 D 095445 2100 048 3817438 09/05 EDNA E*ELLSWORTH D 21.17 D 095445 2100 048 3817439 09/05 BEN B*BROWN D 20.30 D 095445 2100 048 3817440 09/05 JOYCE J*JONES D 48.25 D 095445 2100 048 3817440 09/05 JOYCE J*JONES D 24.42 D 095445 2100 048 3817441 09/05 DREW D*DOLE D 39.05 D 095445 2100 048 3817441 09/05 DREW D*DOLE D 18.21 D 095445 2100 048 3817441 09/05 DREW D*DOLE D 37.83 D 095445 2100 048 3817452 09/05 EDNA E*ELLSWORTH D 192.24 D 095445 2100 048 3817452 09/05 EDNA E*ELLSWORTH D 97.36 D 095445 2100 048 3817452 09/05 EDNA E*ELLSWORTH D 91.21 D 095445 2100 048 3817459 09/05 EDNA E*ELLSWORTH D 104.23 D * End Of Data * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Dload Left Right If you type “Y” in the Bank Option: field, the last column heading of Panel 1 displays “Bank” and the bank number is displayed. Screen 27 - Transaction Inquiry by Batch (Panel 2) 027 Transaction Inquiry by Batch 03/09/09 10:18 FY 2009 CC 02 Screen: ___ Batch Ref: APA032 Date: 09/05/2008 Indirect Also: N Ref: 2 Bank Option: N Account TC Ref 2 Date Description Amount ----------------- --- ------- ----- -------------------------- --------------- 094907 00000 2100 048 3817422 09/05 KYLE K*KING 38.00 095445 00000 2100 048 3817438 09/05 EDNA E*ELLSWORTH 21.17 095445 00000 2100 048 3817439 09/05 BEN B*BROWN 20.30 095445 00000 2100 048 3817440 09/05 JOYCE J*JONES 48.25 095445 00000 2100 048 3817440 09/05 JOYCE J*JONES 24.42 095445 00000 2100 048 3817441 09/05 D*DOLE 39.05 095445 00000 2100 048 3817441 09/05 D*DOLE 18.21 095445 00000 2100 048 3817441 09/05 D*DOLE 37.83 095445 00000 2100 048 3817452 09/05 EDNA E*ELLSWORTH 192.24 095445 00000 2100 048 3817452 09/05 EDNA E*ELLSWORTH 97.36 095445 00000 2100 048 3817452 09/05 EDNA E*ELLSWORTH 91.21 095445 00000 2100 048 3817459 09/05 EDNA E*ELLSWORTH 104.23 * End Of Data * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Dload Left Right Screen 27 – Transition Inquiry by Batch (cont’d) Basic Steps • Advance to Screen 27. • Enter a valid Batch Reference number and session date on the Action Line. • Type ‘Y’ to include indirect transactions, the desired reference number and bank option in the fields provided. • Press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Batch Ref: 6 characters/digits Enter the desired batch reference number to be displayed. . Date: 4 digits Identify the date the batch was entered. . Indirect Also: 1 character Type ‘Y’ to include indirect transactions in the display. Not used currently. Ref: 1 digit Enter the desired reference number. This number will determine the information displayed in the “Ref” column. Bank Option: 1 character Type ‘Y’ to display the bank used in the transaction. The bank may or may not be the same as on the header. Screen Information Panel 1 Account: 10 digits Shows the account number on the transaction. TC: 3 digits Indicates the transaction code for the type of transaction. Ref: 7 characters/digits Shows the reference number that provides details about specified transactions. Different references can be displayed by changing the number in the Ref: field on the Action Line. Date: 4 digits Displays the date entered on the batch session header. Description: 15 characters Provides a description of the transaction item. Screen 27 – Transition Inquiry by Batch (cont’d) Dir/Ind: 1 character Indicates whether the transaction is direct (D) or indirect (I). Amount: 12 digits Shows the total dollar amount of the batch transaction. I: 1 character Displays the transaction identifier: credit (C), debit (D), or encumbrance liquidation (P for Partial or F for Final). Offset Acct: 10 digits Shows the offsetting account number for direct double-sided transactions. Panel 2 Amount: 12 digits Displays the dollar amount of the transaction. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF6 View View View the detail of batch by placing the cursor on the line of information and pressing PF6. PF9 Download DLoad Used to download the information through Entire Connection. Section III Financial Transactions Annual/Monthly Budgets Maintaining budget data allows comparison of planned income, allotments and expenditures to actual results. In addition, budget controls can restrict the entry of transactions when the account does not have sufficient funds to cover the expense. Budgets are updated real-time and allow control of future expenditures and encumbrances. To use Screen 10, enter a valid account number and object code on the Action Line and press . For budget entries with a view of the whole account, see Screen 10B. Be aware that you enter one budget transaction at a time on this screen. Screen 10 - Annual/Monthly Budgets 010 Annual/Monthly Budgets 03/09/09 10:23 FY 2009 CC AM Screen: ___ Debit Account: 211750 00000 1000 Type: 1 Cash Transfer: Y (Y/N) Type Description Ref No. 1: _______ ---- ---------------- Date: __________ 0 Original Description: ___________________________________ 1,6 Revision Amount: 5.00________ 2 Transfer Debit / Credit: _ 7 Begin Year Credit Acct: ______ _____ ____ Budget Forward Ref No. 2: _______ Ref No. 3: _______ Ref No. 4: _______ Type 2 only Debit Cost Ref 1: _______ 2: _______ 3: _______ --------------------- Credit Cost Ref 1: _______ 2: _______ 3: _______ Override Budget on ID No.: ___________ Credit Acct: _ (Y/N) Reverse Entry: _ Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 03/09/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Open a session on Screen 30. • Advance to Screen 10. • Type a Debit Account number and object code on the Action Line. Enter the Type, Cash Transfer, and Amount in the fields provided. Include additional information as desired. • Press to record the information. • Close the session on Screen 30. Budget Process Valid Budget Accounts Budgets may be established for Subsidiary Ledger (SL) or Support Accounts (SA). The subcode must be valid with a value between 0001 and 9998. The subcode must also be valid in the global subcode edit table. The subcode chosen indicates a 'budget pool' or ‘budget category’. Expenditures will be at non-pool level, but will draw budget from the pool. The account number entered on the Action Line is the account that will receive the budget. Screen 10 – Annual/Monthly Budgets (cont’d) Budget Balance Available (BBA) Once original or revised budget dollars for an account have been entered, FAMIS calculates the budget balance available by subtracting actual receipts (for the revenue accounts) or actual expenditures and encumbrances (for expense accounts) from the total revised budget. Automatic Budget Reallocation and ABR Flag Automatic budget reallocation means that budget is initially posted to a pool level (special object codes designated as pool codes). When actuals or encumbrances are posted to the account, the budget to cover those transactions is subtracted from the pool and added to the revised budget next to the object code used on the transaction. This reduces the available budget (BBA) for that pool. Original budget, revised budget and budget transfer transactions also affect the ABR Flags. ABR flags are adjusted at a 10 digit level (6 digit account number plus a 4 digit subcode). When the ABR flag has value 0 (off), the 10 digit account does not participate in the ABR budget pool. The account has its "own" budget, or line item budget. When the ABR flag for a 10 digit account has a value of 001-999, the account participates in budget pooling. To activate a line item budget, type a ‘Y’ next to the appropriate line on Screen 7. If FAMIS turns the ABR Flag off (0), by posting a line item budget, reversing the transaction will not reverse the ABR flag setting to participate in the pool again. The flag must be reinstated manually through a flag setting transaction (Screen 7). Budget transactions that are added in with a batch feed (such as uploads or interfaces, example payroll interface) will create a line item budget and will set the ABR flag on Screen 7 to ‘Y’. This will happen when the object code is not specified in a pool in the appropriate ABR rule. When an original budget is processed against an account/subcode that has the ABR flag turned on (any value 001-999), FAMIS resets the flag off (value of 0) to prohibit any further participation in automatic budget reallocation or pool. If a budget revision is processed against an account/subcode that has the ABR flag turned on, FAMIS will automatically turn the ABR flag off, prohibiting any further participation in automatic budget reallocation. FAMIS will set the ABR flag on the account/subcode being debited to 0 (off). This will prevent the account's participation in automatic budget reallocation, because the account now has its "own" budget. The ABR flag is not changed for the expense account on the credit side of the transaction. Screen 10 – Annual/Monthly Budgets (cont’d) Generate Expense Budget (GEB Flag) A GEB Flag with a value of ‘Y’ means that as revenue is added to or subtracted from an account, a corresponding expense budget is created. GEB budgets are created in a nightly batch process for the net revenue entered for that day. Before GEB entries begin processing, a procard must be created to specify which expense budget pool receives the expense budget for each ABR rule. Transaction Codes TC = 020 (Establish an Original Budget) If an original budget is attempted against an account that already has an original budget, FAMIS issues a warning message and increases the budget. TC = 021 (Process a Revision to the Original Budget) If a budget revision is attempted against an account that has not had an original budget created for it, FAMIS will still process the transaction. However, a warning message stating there was no original budget to revise will appear. TC = 022 (Transfer Budget from one Account to Another) Both the debit and credit sides of a budget transfer transaction must be either revenue accounts or expense accounts (i.e., a revenue account cannot be debited and an expense account be credited). If the transfer is between revenue accounts, the account being debited must contain sufficient budget balance available to cover the amount being transferred. TC = 027 (Carry Forward Budget) If an original budget is attempted against an account that already has an original budget, FAMIS issues a warning message, updates the Accumulator and increases budget balance available (BBA). Often for Project Accounts. Reverse or Correct a Budget Transaction Budget transactions may be reversed or corrected by: 1. Entering the original transaction data and changing the Debit/Credit: field to the opposite value than the original. --OR-- 2. Enter the original transaction and type a ‘Y’ in the Reverse Entry: field. Screen 10 – Annual/Monthly Budgets (cont’d) Transfer Budget Budget transfers require a transaction code of "022". Also, the following three fields are required: Cash Transfer, Credit Account, and Override Budget on Credit Acct. For more information on these fields, see the Field Description section. From an Established Subsidiary Ledger Account to a Newly Created Support Account When Support Accounts (SA) are created after Subsidiary Ledger (SL) budgets have already been established, Screen 10A may be used to distribute the budget from the SL account into the newly established Support Accounts. Using 10A will keep the original SL budget constant, but will allow budget distribution among the newly created Support Accounts. Funds not allocated to specific newly created Support Accounts will default to Support Account #00000. The sum of all SA budgets will then equal the original Subsidiary Ledger budget. Before creating Support Accounts, the user must access Screen 6 to modify the Subsidiary Ledger account to allow for Support Account creation and SA transactions. Fields requiring modification are: SA Create/Enable: 1 character Must be set to Y SA Transactions: 1 character N = No SL posting allowed Y = Support Accounts posting allowed B = Both SA and non-SA posting allowed Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Debit Account: 15 digits Enter the Subsidiary Ledger (SL) account number + Support Account + Object Code. Screen Information . Type: 1 digit Indicate the type of budget transaction: 0 = Original 1,6 = Revision 2 = Transfer 7 = Begin Year Budget Forward . Cash Transfer: 1 character Indicate whether or not (‘Y’ or ‘N’) there will be a transfer of Claim on Cash automatically posted. Screen 10 – Annual/Monthly Budgets (cont’d) Ref No. 1: 7 characters/digits Enter the reference number identifying the budget entry. Date: 8 digits Include the date of the budget transaction. If left blank, FAMIS will default to the batch date. Description: 35 characters Type description of the transaction. . Amount: 12 digits Enter the amount to be given to the budget. Debit/Credit: 1 character You may change the default. For example: SUBCODE TYPE DEFAULT 0000-0999 Revenue C - Credit 1000-9635 Expense D - Debit Credit Acct: 15 digits Enter the Subsidiary Ledger account number to be credited for a budget transaction. Ref No. 2: 7 characters/digits Reference number identifying the budget entry. It is recommended that you use this reference number. Ref No. 3: 7 characters/digits This field is a user-defined reference number for budget transactions. Ref No. 4: 7 characters/digits This field is a user-defined reference number for budget transactions. Debit Cost Ref 1,2,3: 7 characters/digits Displays the user-defined reference for budget transactions. Credit Cost Ref 1,2,3: 7 characters/digits Displays the user-defined reference for budget transactions. ID No.: 11 characters/digits User-defined identification number for budget transactions. Type 2 only: Override Budget 1 character on Credit Acct (Y/N): This field will determine whether or not the system should override the budget on the account. Reverse Entry: 1 character Type ‘Y’ to allow reversal of clearing and debit accounts. Screen 10 – Annual/Monthly Budgets (cont’d) Transactions: 11 digits Displays the number of transactions for this batch. Amount: 12 digits Provides the total of all transactions for this batch. Batch: 6 digits Shows the batch reference number. Date: 8 digits Displays the date the batch was entered. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF12 Warnings Warns Displays nonfatal FAMIS warning messages. SA Budget Transfers Transferring budgets from one Support Account to another Support Account can be done using many of the budget screens. However, access to Screen 10A can be given to those users who are only allowed to transfer budget at the SA level. This would be mainly departmental users who can manage their support accounts online, while the subsidiary and general ledgers are managed in the Fiscal Offices. Maintaining budget data allows comparison of planned income, allotments and expenditures to actual results. Budgets are updated real-time and allow control of future expenditures and encumbrances. Screen 10A - FSA Budget Transfers 10A FSA Budget Transfers 03/09/09 10:25 FY 2009 CC AM Screen: ___ Account: 297060 00000 1000 Type: 5 Ref No. 1: _______ Date: __________ Description: ___________________________________ Amount: 1000.00_____ Debit / Credit: _ Credit Acct: ______ _____ ____ Type Description Ref No. 2: _______ ---- ---------------- Ref No. 3: _______ 3 Base Original to FSA Ref No. 4: _______ 4 Base Revised to FSA ID No.: ___________ 5 FSA to FSA (Revised) Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 03/03/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Advance to Screen 30 and open a session. • Advance to Screen 10A. • You must type the account number, transaction code, type, and amount in the fields available. • Press to record the information. • Advance to Screen 30 and close the session. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 15 digits Enter the Subsidiary Ledger (SL) account number + Support Account + Object Code. Screen 10A – FSA Budget Transfers (cont’d) Screen Information . Type: 1 digit Enter the third digit of the desired transaction code. For example: 3 = Base Original to FSA 4 = Base Revised to FSA 5 = FSA to FSA (Revised) Ref No. 1: 7 characters/digits Enter the reference number identifying the budget entry. Date: 8 digits Indicate the date of the budget transaction. If left blank, FAMIS will default to the batch date. Description: 35 characters Type the description of the transaction. . Amount: 12 digits Type in the amount to be given to the budget. Debit/Credit: 1 character You may change the default. For example: SUBCODE TYPE DEFAULT 0000-0999 Revenue C - Credit 1000-9635 Expense D - Debit Credit Acct: 15 digits Enter the Subsidiary Ledger account number to be credited for a budget transfer transaction. Ref No. 2: 7 characters/digits Shows the reference number identifying the budget entry. It is recommended that you use this reference number. Ref No. 3: 7 characters/digits This field is a user-defined reference number for budget transactions. Ref No. 4: 7 characters/digits This field is user-defined reference number for budget transactions. ID No.: 11 digits This field is user-defined identification number for budget transactions. Transactions: 11 digits Displays the number of transactions for this batch. Amount: 11 digits Shows the total of all transactions for this batch. Screen 10A – FSA Budget Transfers (cont’d) Batch: 6 characters/digits Indicates the batch reference number. Date: 8 digits Displays the date the batch was entered. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF12 Warnings Warns Displays non-fatal FAMIS warning messages. Budget Entry Budget entry is made easier using Screen 10B as you can work with the whole account at once. This is in comparison to the other budget screens that only take entry of a budget line at a time. Maintaining budget data allows comparison of planned income, allotments and expenditures to actual results. Screen 10B is a convenient way to maintain this budget data on a total account basis. Budgets are updated real-time and allow control of future expenditures and encumbrances. Screen 10B - Budget Entry (Panel 1) 10B Budget Entry 03/09/09 10:43 FAMIS SERVICES FY 2009 CC SA Screen: ___ Account: 271030 00000 SL/SA Level: SL Thru Month: 3 March Type: _ 0 - Original, 1 - Revised, 7 - Budget Forward Ref No 1: _______ 2: _______ 3: _______ 4: _______ Cost Ref 1: _______ 2: _______ 3: _______ Page: 1 of 1 Viewed Cat Description C P Curr Budget Budget Adjust D/C New Budget ---- -------------------- - - ------------- ------------- --- ------------- 0001 Revenue Pool ____________ _ 1100 Salaries Pool 100.00 ____________ _ 1600 Longevity Pool ____________ _ 1700 Wages Pool ____________ _ 1900 Benefits Pool ____________ _ 3000 Travel Pool ____________ _ 4001 Supplies Pool 500.00 ____________ _ 5302 ____________ _ 5700 Equipment Pool-Non-C ____________ _ 6200 Other Expense Pool 500.00 ____________ _ Totals: 1100.00 ________0.00 _ Transactions: 0 Amount: 0.00 Batch: JAC005 Date: 03/09/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Post Bkwd Frwd Left Right Screen 10B - Budget Entry (Panel 2) 10B Budget Entry 03/09/09 10:44 FAMIS SERVICES FY 2009 CC SA Screen: ___ Account: 271030 00000 SL/SA Level: SL Thru Month: 3 March Type: _ 0 - Original, 1 - Revised, 7 - Budget Forward Ref No 1: _______ 2: _______ 3: _______ 4: _______ Cost Ref 1: _______ 2: _______ 3: _______ Page: 1 of 1 Viewed Cat Descript. C P Curr Budget Budget Adjust D/C New Budget New BBA ---- --------- - - ------------- ------------- --- ------------- ------------- 0001 Revenue P ____________ _ 1100 Salaries 100.00 ____________ _ 100.00 1600 Longevity ____________ _ 1700 Wages Poo ____________ _ 1900 Benefits ____________ _ 3000 Travel Po ____________ _ 4001 Supplies 500.00 ____________ _ 500.00 5302 ____________ _ 5700 Equipment ____________ _ 6200 Other Exp 500.00 ____________ _ 500.00 Totals: 1100.00 ________0.00 _ Transactions: 0 Amount: 0.00 Batch: JAC005 Date: 03/09/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Post Bkwd Frwd Left Right Screen 10B – Budget Entry (cont’d) Basic Steps • Advance to Screen 30 and open a session. • Advance to Screen 10B. • Type the account number and press to display the record. • Enter the dollar changes for each pool and type the debit or credit indicator for each line. Press . • The changes will display in the New Budget column for your review. Press to accept the changes. • Advance to Screen 30 and close the session. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 11 digits Enter the Subsidiary Ledger (SL) account number + Support Account number. Screen Information . SL/SA Level: 11 digits Type ‘SL’ or ‘SA’ to display a correct account. Thru Month: 1 digit Identify through which month the information is to be listed. . Type: 1 digit Enter the type of budget transaction. Ref No 1,2,3,4: 7 characters/digits Include the user-defined reference number for budget transactions. Cost Ref 1,2,3: 7 characters/digits Shows the reference number identifying the budget entry. Page: _ of _ 1 digit Viewed: Identifies the page number displayed and number of pages available. Panel 1 Cat: 4 digits Displays the budget category pool subcodes. Description: 35 characters Provides a description of the budget pools. C: 1 character Indicates the type of category control in effect. Valid values are: N = No Budget Control W = Warning if over budget R = Reject if over budget Screen 10B – Budget Entry (cont’d) P: 1 character ‘P’ indicates budget category is protected from borrowing funds by other budget categories. Curr Budget: 13 digits Provides the current budgeted amount. Budget Adjust: 13 digits Enter the new dollar amount for budget pool or category. D/C: 1 character Indicate whether the budget adjustment will be a debit or credit. Leaving field blank defaults to: SUBCODE TYPE DEFAULT 0000-0999 Revenue C - Credit 1000-9635 Expense D – Debit New Budget: 13 digits Displays the anticipated change. Totals: 11 digits Displays the totals of the SL/SAs. Transactions: 11 digits Displays number of transactions for batch reference. Amount: 11 digits Provides total of all transactions for batch. Batch: 6 characters/digits Displays the batch reference number. Date: 8 digits Shows you the date the batch was entered. Panel 2 New BBA: 13 digits Shows the new budget balance available. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF5 Post Post Post transactions entered. Subsidiary Ledger Budget Controls Budgets are updated real-time and allow control of future expenditures and encumbrances. FAMIS gives you the ability to set various subsidiary ledger budgetary controls using Screen 10C. Bottom Line vs. Category Control FAMIS allows you to control the Subsidiary Ledger (SL) account budget at either the bottom line or category level. Bottom line control allows for control of the budget as a whole, while ignoring the dollar amounts set at a category level. Category control allows for control of the budget at the pool level. Transactions reject when they will push the budget over the dollar amount left in the category. Category Protection FAMIS also allows you to protect a category from full participation in the bottom line functionality. When a category has the protect flag set (P), the dollars in that budget cannot be included in the ‘draw’ for the bottom line funds. They are, in essence, ‘protected’ from use in calculating the available budget. This feature only works with Bottom Line Control set to ‘Y’. This can only be applied to codes 1000-9599, Indirect Cost codes are excluded. Exclude From Bottom Line FAMIS allows you to take a dollar amount and exclude it from the Bottom Line calculations. This feature is often used for research projects; for example, when the full amount of a three year project is received and recorded as income, but the account can only spend 1/3 of the total each year. You would enter one year amount in the budget and two years in the ‘Exclude From Bottom Line' field. The next year you would add year two budget to the account and only add the third year amount in the Exclude From Bottom Line field. This field is ONLY found on Screens 10C and 10D Screen 10C - SL Budget Controls 10C SL Budget Controls 03/10/09 10:47 SYSTEM OFFICE OF XYZ FY 2009 CC 01 Screen: ___ Account: 271070 Dir Bud: 11994.71 Prot Bud: Prot Borrowed: Bottom Line Cntl: Y Unprot Avail: 6867.07 Default: Cat Cntl: N Tol Pct: Exclude From Bottom Line: _______________ Cat Cat Tolerance Tolerance Bud Cat Description Curr Budget Cntl Prot Pct Amount ------- -------------------- ------------- ---- ---- ---------- ------------- 0001 Revenue Pool _ _ _______ _____________ 1100 Salaries Pool _ _ _______ _____________ 1600 Longevity Pool _ _ _______ _____________ 1700 Wages Pool _ _ _______ _____________ 1900 Benefits Pool _ _ _______ _____________ 3000 Travel Pool 2000.00 _ _ _______ _____________ 4001 Other Operating Expe 1518.48 _ _ _______ _____________ 5302 Other Non-Operating _ _ _______ _____________ 5700 Equipment Pool - Non _ _ _______ _____________ 6200 Other Expense Pool 8476.23 _ _ _______ _____________ 8000 Capital Outlay Pool _ _ _______ _____________ ** More Budget Categories - Press Enter to View ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Screen 10C – SL Budget Controls (cont’d) Basic Steps • Advance to Screen 30 and open a session. • Advance to Screen 10C. • Enter the desired account number on the Action Line and press . • Enter the category control, category protect flag, tolerance percent or tolerance amount for each line. • Press to record the information. • Advance to Screen 30 and close the session. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 6 digits Type the account number for the Subsidiary Ledger account. Screen Information Dir Bud: 11 digits Displays the dollar amount of the current direct budget. Prot Bud: 11 digits Shows the dollar amount of the budget that is protected from use by other categories. Prot Borrowed: 11 digits Shows dollar amount that has been ‘borrowed’ by other categories going ‘over budget’. Bottom Line Cntl: 1 character Indicates whether or not the account budget is controlled as a whole, i.e. by the bottom line. Unprot Avail: 11 digits Shows the unprotected amount available for use by other categories. Default: Cat Cntl: 1 character Displays the category control, which allows for control of the budget at the pool level. Tol Pct: 5 digits Sum of the tolerance percents of individual pools. . Exclude from 15 digits Bottom Line: Enter the dollar amount to be subtracted from the budget balance available (BBA) calculation before budget checks are made. ONLY found on Screens 10C and 10D. Screen 10C – SL Budget Controls (cont’d) Bud Cat: 4 digits Displays the budget category. Description: 35 characters Provides a description of the budget or category. Curr Budget: 13 digits Identifies the dollar amount available for the current budget pool. Cat Cntl: Help 1 character Indicate whether or not the budget category is controlled at the line item level. Cat Prot: 1 character Enter ‘P’ if this budget category is protected from borrowing funds by other budget categories. Tolerance Pct: 5 digits Include the percent of the budget that the pool is allowed to overspend or, if it is a negative amount, the percent of the budget that the pool is not allowed to spend. Tolerance Amount: 13 digits Indicate the dollar amount of the budget that the pool is allowed to overspend or, if it is a negative amount, the dollar amount of the budget that the pool is not allowed to spend. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Support Account Budget Controls Budgets are updated real-time and allow control of future expenditures and encumbrances. FAMIS gives you the ability to set various support account budgetary controls using Screen 10D. Bottom Line vs. Category Control FAMIS allows you to control the Subsidiary Ledger (SL) account budget at either the bottom line or category level. Bottom line control allows for control of the budget as a whole, while ignoring the dollar amounts set at a category level. Category control allows for control of the budget at the pool level. Transactions reject when they will push the budget over the dollar amount left in the category. Category Protection FAMIS also allows you to protect a category from full participation in the bottom line functionality. When a category has the protect flag set (P), the dollars in that budget cannot be included in the ‘draw’ for the bottom line funds. They are, in essence, ‘protected’ from use in calculating the available budget. This can only be applied to codes 1000-9599, Indirect Cost codes are excluded. Exclude From Bottom Line FAMIS allows you to take a dollar amount and exclude it from the Bottom Line calculations. This feature is often used for research projects; for example, when the full amount of a three year project is received and recorded as income, but the account can only spend 1/3 of the total each year. You would enter one year amount in the budget and two years in the ‘Exclude From Bottom Line' field. The next year you would add year two budget to the account and only add the third year amount in the Exclude From Bottom Line field. This field is ONLY found on Screens 10C and 10D. Screen 10D - Support Account Budget Controls 10D Support Account Budget Controls 03/09/09 11:05 VMTH - GENERAL-SA FY 2008 CC AM Screen: ___ Account: 144013 30000 Dir Bud: Prot Bud: Prot Borrowed: Bottom Line Cntl: Y Unprot Avail: -60.00 Default: Cat Cntl: N Tol Pct: Exclude From Bottom Line: _______________ Cat Cat Tolerance Tolerance Bud Cat Description Curr Budget Cntl Prot Pct Amount ------- -------------------- ------------- ---- ---- ---------- ------------- 0001 Revenue Pool _ _ _______ _____________ 1005 Lump Sum Salaries _ _ _______ _____________ 1006 Salary Savings Budge _ _ _______ _____________ 1000 All Expense Pool _ P _______ _____________ **** Total Expenses ** End of Budget Category List ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Screen 10D – Support Account Budget Controls (cont’d) Basic Steps • Advance to Screen 10D. • Type the account number on the Action Line and press . • Enter the information in Cat Cntl, Cat Prot, Tolerance Pct, and Tolerance Amount fields. • Press to record the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 6 digits Shows the account number for the Subsidiary Ledger account you will be working with. Screen Information Dir Bud: 11 digits Displays the current direct budget. Prot Bud: 11 digits Indicates the dollar amount of the budget that is protected from use by other categories. Prot Borrowed: 11 digits Shows protected dollar amount borrowed by other categories going ‘over budget’. Bottom Line Cntl: 1 character Indicates whether or not the account budget is controlled as a whole, i.e. by the bottom line. Unprot Avail: 11 digits Indicates the unprotected dollar amount is available for use by other categories. Default: Cat Cntl: 1 character Shows the type of Category Control allowed for control of the budget at the pool level. Tol Pct: 5 digits Shows the sum of the tolerance percents of the individual pools. . Exclude from 15 digits Bottom Line: Enter the dollar amount to be subtracted from the budget balance available (BBA) calculation before any budget checks are made. This field is ONLY found on Screens 10C and 10D. Bud Cat: 4 digits Displays the budget category. Screen 10D – Support Account Budget Controls (cont’d) Description: 35 characters Provides a description of the budget pool or category. Curr Budget: 13 digits Identifies the dollar amount currently available for the budget pool. Cat Cntl: Help 1 character Indicate whether or not the budget category is controlled at the line item level. Valid values include: Cat Prot: 1 character Enter ‘P’ if this budget category is protected from borrowing funds by other budget categories. Tolerance Pct: 5 digits Indicate the percent of the budget that the pool is allowed to overspend or, if it is a negative amount, the percent of the budget that the pool is not allowed to spend. Tolerance Amount: 13 digits Identify the dollar amount of the budget that the pool is allowed to overspend or, if it is a negative amount, the dollar amount of the budget that the pool is not allowed to spend. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Encumbrances Encumbrance transactions enable recognition of funds that are committed for a certain purpose before the actual payment or expenditure is made. FAMIS maintains these commitments on the budget balance of the related accounts. An encumbrance reduces the account's budget balance availability and generates a commitment record in the open commitment (OC) file. Use Screen 11 when entering encumbrances that do not originate through the purchasing functions. Screen 11 - Encumbrances 011 Encumbrances 03/09/09 11:10 FY 2009 CC AM Screen: ___ Account: 271030 00000 4010 FINANCE SERVICES Type: 2 Override Budget Edit: _ Type Description P.O. No: B118210 ----- ------------------- Date: __________ 0-6,8 Encumber using SL Description: ___________________________________ account's budget Amount: 100.00______ suppress rules. Debit / Credit: _ Override rules with Ref 2: _______ 'Y' in Override Ref 3: _______ Budget Edit. Ref 4: _______ Cost Ref 1: _______ 2: _______ 3: _______ 7 Encumbrance Begin ID No: 0vvvvvvvvv7 Year Carry Forward. 9 Encumber only if sufficient budget balance available. Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 03/09/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Advance to Screen 30 and open a session. • Advance to Screen 11. • Type the account number, type, P.O. Number and Amount in the fields available. • Enter other data as desired. and press to record the information. • Advance to Screen 30 and close the session. Encumbrance Information Subsidiary Ledgers (SL) and Support Account encumbrance processes follow the same procedures. Like budgets, encumbrances are considered "MEMO" items that do not have any real effect on the institution's cash or fund balance (until the payment is made and the encumbrance is "liquidated"). Encumbrances may be processed against any expense account. For encumbrances originally created on this screen, an encumbrance may then be liquidated or reduced by a disbursement transaction, a journal entry, or a reversing encumbrance transaction. Screen 11 – Encumbrances (cont’d) Purchasing encumbrances (those that originate in the Purchasing system) should NOT routinely be adjusted or liquidated using this screen. There may be times when a purchasing encumbrance must be liquidated here, but should only be done when all other methods to affect the encumbrance (purchasing and vouchering screens) have been tried. Distribution across Accounts Multiple encumbrance transactions are required if distribution of one encumbrance across several different 10-digit accounts (6 digit account number plus 4 digit object code) is desired. The same encumbrance reference number may be used for each account. Edits FAMIS edits the encumbrance transactions to assure that the account has not been deleted or frozen. In the case of a frozen account, FAMIS will reject a debit encumbrance, but will accept a credit encumbrance that reduces the commitment record that already exists on the account. However, a credit encumbrance can never reduce an original encumbrance below zero. FAMIS will also edit to assure that the account contains a valid expense object code. Open Commitment (OC) File Once FAMIS has edited and accepted the encumbrance against the account, it generates a detailed entry to the open commitment file. The record is identified in the OC file by the 10- digit account number (its 6 digit account number plus the 4 digit object code) and the 7- character reference number. Any further processing (modifying, canceling or liquidating) of the encumbrance, once it is established in the OC file, requires both the account number and reference number. Encumbrance Accounting Entries If the Debit/Credit field on the transaction is ‘D’ (debit) or blank, FAMIS: - Debits OC current dollars - Debits OC original dollars - Debits the encumbrance - Adjusts the budget balance available for the account - Debits the 96F0 GL encumbrance summary account control ledger number (the first digit of the SL). Two different types of encumbrances may be processed against accounts. TC = 05X (where X can be a value between 0 and 8) Encumber according to the budget suppress value on the SL: VALUE MEANING N Warning message if over budget Y No message if over budget R Reject message if over budget Blank Defaults to 'N' Screen 11 – Encumbrances (cont’d) TC = 059 Encumber if there is sufficient budget balance available. If this entry causes the account to exceed budget (or if the account is already over budget), FAMIS rejects the transaction and generates a reject message, regardless of the setting of the budget suppress flag. Use of this code assumes category control is ‘R’ and checks the category budget balance as well as bottom line balance regardless of the actual setting on Screen 44 flags. Increase an Encumbrance If a second encumbrance which increases the commitment is submitted, FAMIS generates a warning message and processes the encumbrance transaction. Liquidate an Encumbrance An established encumbrance may be partially or finally liquidated by: • Entering a disbursement • Making a journal entry • Making a reversing encumbrance entry In the above cases, the liquidating transaction must include the correct account number(s) and a correct encumbrance reference. The transaction must result in a match with the master file Open Commitment records for the liquidation to occur. If the transaction does not contain a matching account number or encumbrance reference, FAMIS does not liquidate the commitment. Cancel an Outstanding Encumbrance An outstanding encumbrance may be canceled with one of the following procedures: • A credit encumbrance transaction with the same dollar and cents total may be entered. Enter ‘C’ in the Debit/Credit field. --OR-- • Enter a zero (0) in the Amount field. Enter ‘C’ (credit) in the Debit/Credit field. In the latter case, FAMIS locates the entry on the file, determines the amount necessary for cancellation, places this amount on the entry, and applies the transaction. The actual amount of the liquidation is carried on the transaction to the transaction history file. When the current amount is zero for the encumbrance, FAMIS flags the record (Open Commitment drop flag) as completed. Reinstate a Dropped Encumbrance To reinstate a dropped encumbrance, a new encumbrance with the same account number and encumbrance reference number must be entered. FAMIS will reestablish the encumbrance by the amount of the transaction, and reset the drop flag to ‘N’ (off). Screen 11 – Encumbrances (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 15 digits Enter the SL account number + Support Account + Object Code number. Screen Information . Type: 1 digit Include the value 0-8 to encumber the account according to the value in the SL's budget suppress field. A value of 9 encumbers the account ONLY if there is sufficient budget to cover the commitment. It will always check the category balance as well as bottom line balance without regard to the flags set on Screen 44. Override 1 character Budget Edit: Type ‘Y’’ to allow an override of budget edit. . P.O. No: 7 character/digits Enter the purchase order number. This is equivalent to Ref #1 on inquiry screens. Date: 8 digits Displays the date of the encumbrance. If left blank, FAMIS will default to the date of the batch. Description: 35 characters Provides a description of the encumbrance. . Amount: 11 digits Enter the dollar amount of the encumbrance. If a 0 (zero) is typed in this field and a value of ‘C’ (credit) in the Debit/Credit field, FAMIS will reduce the encumbrance balance of the specified OC record to 0 (zero). Debit/Credit: 1 character Indicate whether this is a debit or credit. It will default to ‘C’ - credit for revenue object codes. Ref 2: 7 characters/digits Displays the reference number defined by your department for encumbrances. Ref 3: 7 characters/digits Displays the reference number defined by your department for encumbrances. Ref 4: 7 characters/digits Displays the reference number defined by your department for encumbrances. Screen 11 – Encumbrances (cont’d) Cost Ref: Ref 1: 7 characters/digits Displays the reference number defined by your department for encumbrances. Ref 2: 7 characters/digits Displays the reference number defined by your department for encumbrances. Ref 3: 7 characters Displays the reference number defined by your department for encumbrances. ID No: 11 digits Identifies the user-defined identification number for encumbrances. May be used for vendor ID. Transactions: 5 digits Provides the number of processed transactions for this batch. Amount: 13 digits Shows the total dollar amount of all transactions for the batch. Batch: 6 characters/digits Displays the batch reference number. Date: 8 digits Shows the date of the batch. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Receipt Transactions Cash receipts are processed as received by the institution. Screen 12 is used to process cash receipts and assigns the transaction code 03X to the entries. Receipts may be posted to General Ledger (GL), Subsidiary Ledger (SL), Support Accounts or Bank accounts. FAMIS recognizes receipts as credits to the account on the transaction. The default is ‘C’ (Credit). An offsetting debit to cash is automatically generated. Support Account receipt processes follow the same procedures as that for Subsidiary Ledgers. Screen 12 - Receipts 012 Receipts 03/09/09 11:15 FY 2009 CC AM Screen: ___ Account: 271030 00000 4010 FAMIS SERVICES Type: 1 Ref No: P451231 Date: 03/09/2009 Description: PENS, PAPERCLIPS, PAPER____________ Amount: 325.00______ Debit / Credit: D Ref 2: _______ Ref 3: _______ Ref 4: _______ Cost Ref 1: _______ 2: _______ 3: _______ ID No: ___________ Bank: 00001 Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 03/09/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Advance to Screen 30 and open a session. • Advance to Screen 12. • Type a valid account number, reference number, and amount in the fields available • Press to record the information. • Advance to Screen 30 and close the session. Receipt Transaction Information General Ledgers Follow these guidelines when submitting an 03X transaction for a General Ledger account. • Ensure that the 6-digit account exists. • Ensure that the account is not deleted or frozen. • Ensure that the account control is valid in the global subcode edit table. • Ensure that the account control is not one of the following: Screen 12 – Receipts (cont’d) 1100 Claim on cash 4700-4799 Inter-Part trans – Fund Additions 1800-1899 Inter-Part due from 4800-4899 Mandatory trans – Fund Additions 1900-1999 Due from other funds 4900-4999 Non mandatory trans – Fund Additions 2800-2899 Inter-Part due to 5700-5799 Inter-Part trans – Fund Deductions 2910-2999 Due to other funds 5800-5899 Mandatory trans – Fund Deductions 3000-3999 Fund balances 5900-5999 Non mandatory trans – Fund Deductions 9000-9999 System maintained SL summaries General Ledger Accounting Entries Debit/Credit field is ‘C’ (credit) or blank (default), FAMIS: • Credits the GL current month dollars of the specified account. • Debits the corresponding claim-on-cash account current month dollars. • Credits the corresponding fund balance account control if the account on the transaction has a fund addition or fund deduction account control. Subsidiary Ledgers (SL) / Support Accounts (SA) Receipts generally are processed against the revenue subcodes, 0001-0999. A receipt may be posted against the expense objects codes; this will reflect a "reduction of expense." Follow these guidelines when submitting an 03X transaction for an SL account: • Ensure that the subcode is equal to or greater than 0001, but less than 9999. • Ensure that the 6-digit account exists. • Ensure that the account is not deleted or frozen. • Ensure that the subcode is valid in the global subcode edit table. Subsidiary Ledger (SL) / Support Account (SA) Accounting Entries Debit/Credit field is ‘C’ (credit) or blank (default), FAMIS: • Credits the SL/SA current month dollars of the specified account. • Adjusts the SL/SA budget balance available. • Credits the corresponding General Ledger (GL) account controls, revenue summary and fund balance, for SL/SA revenue accounts. • Credits the corresponding GL account controls, expense summary and fund balance, for SL/SA expense accounts. • Debits the corresponding GL 1100 claim on cash account control. Bank Accounts Screen 12 defaults the bank to the bank entered on the session’s open screen (Screen 30). However, this bank can be overridden with a different bank. The bank on Screen 12 at the time of posting the transaction is the bank of record for the receipt. Debit/Credit field is ‘C’ (credit) or blank (default), FAMIS: • Credits the 4000 summary control within the bank account. • Debits the 1100 cash control within the bank account. Screen 12 – Receipts (cont’d) Ref 3: 7 characters/digits Type the user-defined reference number used by your department for receipts. Ref 4: 7 characters/digits Include the reference number defined by your department for receipts. Cost Ref 1,2,3: 7 characters/digits Identify the reference number(s) used by your department to define receipts. ID No: 11 digits Enter the user-defined reference number for receipts. . Bank: 5 digits Type the bank code. The default is the bank entered on Screen 30, FA Batch Initialize. However, this bank may be changed on Screen 12. Transactions: 11 digits Shows the number of transactions for this batch reference. Amount: 12 digits Provides the total of all transactions for this batch reference. Batch: 6 characters/digits Shows the batch reference number. Date: 8 digits Displays the date the batch was entered. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF12 Warnings Warns Displays nonfatal FAMIS warning messages. Cash Sales/Receipts Clearing One method of entering sales collections is to use a single clearing account to deposit a single receipt. Then, the detail may be spread across many accounts using Screen 36. FAMIS allows you to distribute single cash deposits among specific General Ledger, Subsidiary Ledger and Support Accounts. You must open a batch on Screen 30 to use this function. Once you have made your entries and closed your batch, the transactions can be displayed using Screens 24 and 27. Screen 36 - Cash Sales / Receipts Clearing 036 Cash Sales / Receipts Clearing 03/09/09 11:18 FY 2009 CC AM Screen: ___ Debit/Clearing Account: 271030 00000 4010 Display Date: 03/09/2009 PO Nbr: P985120 Ref 3: ______ Ref 4: _______ Cost Ref: N Reverse Account Subcd Ref 2 Description Amount Entry Msg 271030 00000 4010 9190500 PAPER_________________________ 150.00______ _ ______ _____ ____ _______ ______________________________ ____________ _ ______ _____ ____ _______ ______________________________ ____________ _ ______ _____ ____ _______ ______________________________ ____________ _ ______ _____ ____ _______ ______________________________ ____________ _ ______ _____ ____ _______ ______________________________ ____________ _ ______ _____ ____ _______ ______________________________ ____________ _ ______ _____ ____ _______ ______________________________ ____________ _ ______ _____ ____ _______ ______________________________ ____________ _ ______ _____ ____ _______ ______________________________ ____________ _ TOTAL: ______________ Transactions: 0 Amount: 0.00 Batch: JAC009 Date: 03/09/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Advance to Screen 30 and open a session. • Advance to Screen 36. • You must type in the account number, the amount, the subcode, the Ref2, and the amount in the fields available and press to record the information. • Advance to Screen 30 and close the session. Cash Sales/Receipts Clearing Clearing accounts are primarily used when large cash deposits are accumulated on a daily basis. In order to simplify bank reconciliation’s, single cash deposits are made to a clearing account, and then later distributed among the specific Subsidiary Ledger (SL) / Support Accounts (SA). At this time, the clearing account is 'debited' the amount transferred or 'credited' to the SL / SA accounts. Theoretically, transactions to a clearing account should ultimately result in a zero balance, with all deposits distributed to either GL or SL accounts. Ordinarily, when a clearing account is not used, receipts will be posted on Screen 12 and credited directly to individual accounts. Screen 36 – Cash Sales / Receipts Clearing (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Debit/Clearing 15 digits Account: Enter the account number creating the debit/clearing transaction. Screen Information Date: 8 digits Type the date of the transaction. PO Nbr: 7 characters/digits Enter the Purchase Order number or Reference 1 items as part of the transaction. Ref 3: 7 characters/digits Include the department-defined reference number for cash sales/receipts clearing. Usually refers to AP check numbers and Teller numbers. Ref 4: 7 characters/digits Enter the number defined by the department for cash sales/receipts clearing. Usually refers to departmental reference number (including voucher numbers, credit memos, and A/R payment checks). Display Cost Ref: 1 character Indicate if the Cost Reference is to be displayed. . Account: 11 digits Enter the account number receiving the cash sales. . Subcd: 4 digits Identify the subcode for specified transaction. . Ref 2: 7 characters/digits Enter the department-defined reference number for cash sales/receipts clearing. Usually refers to the receipt number used for the cash sales. Entry must be all numeric or two letter characters and five numbers. Description: 30 characters Include a detailed description of the transaction. . Amount: 12 digits Enter the amount of cash sales deposited in specified account. Reverse Entry: 1 character Indicate whether or not (‘Y’ or ‘N’) to allow reversal of clearing and debit accounts. Msg: 10 digits Shows a message for incorrect entries. Screen 36 – Cash Sales / Receipts Clearing (cont’d) Total: 14 digits Provide the total amount of the purchase order. Specifying a total in the Session will cause a verification prompt after transaction completion. If left blank, FAMIS will prompt with the total and ask if amount is correct. Transactions: 11 digits Displays the number of transactions for this batch. Amount: 12 digits Provides the total dollar amount of all transactions for this batch. Batch: 6 characters/digits Shows you the batch reference number. Date: 8 digits Displays the date the batch was entered. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF12 Warnings Warns Displays nonfatal FAMIS warning messages. Disbursement Transactions FAMIS allows you to post disbursement transactions that reflect money paid out by the institution. These transactions are non-vouchered disbursements – accounting entries only with no check or voucher produced. All vouchered disbursements are entered through the Accounts Payable or through Invoicing, which is part of Purchasing. One example of a transaction entered on this screen is the recording of bank interest charges. Disbursements may be posted to General Ledger (GL), Subsidiary Ledger (SL), Support Accounts (SA) or Bank accounts. You may use Screen 13 to post against these accounts only if the account is active. The P.O. Number and Debit/Credit fields are required only if a commitment is being liquidated. Screen 13 - Disbursements 013 Disbursements 03/09/09 11:21 FY 2009 CC AM Screen: ___ Account: 271020 00000 1000 PROTEIN CHEMISTRY LABORATORY Type: 1 P.O. No: P918210 Enc Obj: 3110 Date: 03/09/2009 Description: SOFTWARE - ADOBE___________________ Amount: 1679.48_____ Debit / Credit: D (D=Debit C=Credit P=Partial F=Final N=No) Ref 2: _______ Ref 3: _______ Ref 4: _______ Cost Ref 1: _______ 2: _______ 3: _______ ID No: 2vvvvvvvvv1 Bank: 03000 Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 03/09/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Advance to Screen 30 and open a session. • Advance to Screen 13. • Enter the account number, type, and amount in the fields available. • Press to record the information. • Advance to Screen 30 and close the session. Screen 13 – Disbursements (cont’d) Disbursement Processing FAMIS recognizes disbursements as debits to the account on the transaction. The default is ‘D’ - debit. An offsetting credit to cash is automatically generated. Encumbrance Liquidations An encumbrance (open commitment) can also be liquidated, either partially or completely, using a cash disbursement transaction. To do this, both a purchase order number and a ‘P’ or ‘F’ code to indicate whether the liquidation is partial or final must be entered. Indirect Transactions When a cash disbursement transaction is entered, related accounts are updated by indirect transactions created by the system. FAMIS creates from two (2) to five (5) indirect transactions for a single disbursement. The number of indirect transactions FAMIS creates and posts depends on the type of account to which the disbursement transaction is posted. General Ledger Processing When the debit/credit field is ‘D’ (debit), FAMIS: • Debits the GL current month dollars of the specified account. • Credits the corresponding GL 1100 account control. • Debits the corresponding fund balance account control if the account on the transaction has a fund addition or fund deduction account control. When a disbursement is posted to an asset or liability account, FAMIS posts two (2) indirect transactions: • Reduction of cash • Disbursement to the memo bank account When a disbursement is posted to a fund addition or fund deduction account, FAMIS: • Updates the fund balance • Updates cash • Updates the memo bank account Follow these guidelines when submitting an 04X transaction for a GL account: • Ensure that the 6-digit account exists • Ensure that the account is not deleted or frozen • Ensure that the account control is valid in the global subcode edit table • Ensure that the account control is NOT one of the following: Screen 13 – Disbursements (cont’d) 1100 Claim on cash 4700-4799 Inter-Part trans – Fund Additions 1800-1899 Inter-Part due from 4800-4899 Mandatory trans – Fund Additions 1900-1999 Due from other funds 4900-4999 Non mandatory trans – Fund Additions 2800-2899 Inter-Part due to 5700-5799 Inter-Part trans – Fund Deductions 2910-2999 Due to other funds 5800-5899 Mandatory trans – Fund Deductions 3000-3999 Fund balances 5900-5999 Non mandatory trans – Fund Deductions 9000-9999 System maintained SL summaries Subsidiary Ledgers (SL) / Support Accounts (SA) Processing When debit/credit field is ‘D’ (debit), FAMIS: • Debits the SL/SA current month dollars of the specified account • Adjusts the SL/SA budget balance available • Debits the mapped GL account controls for revenue summary and fund balance expense accounts • Credits the mapped GL 1100 account control The direct disbursement transaction: • Increases the actual amount of the expense account • Decreases the encumbrance amount on the subsidiary account • Decreases the encumbrance record on the open commitment file • Decreases the available budget for the SL account When a disbursement is posted to an expense account, FAMIS posts indirect transactions to the mapped GL on the SL account for each of the following general ledger account controls: • Expense summary fund balance • Cash • The memo bank account When a disbursement is liquidating a commitment, FAMIS posts an additional indirect transaction to the mapped GL's encumbrance summary account control. Disbursements generally are processed against the expense subcodes, 1000-9999. Follow these guidelines when submitting an 04X transaction for an SL account: • Ensure the subcode is equal to or greater than 0001, but less than 9999 • Ensure the 6-digit account exists • Ensure the account is not deleted or frozen • Ensure the subcode is valid in the global subcode edit table Bank Accounts Whether the account specified in the transaction is a GL or a SL / SA account, a Bank account is updated by the entry. The bank number is input through the session open screen, but can be changed on Screen 13. Debit/Credit field is ‘D’ (debit), FAMIS: • Debits the 5000 summary control within the bank account • Credits the 1100 cash control within the bank account Screen 13 – Disbursements (cont’d) Transaction Codes TC = 04X Transaction codes 040 – 044 may be user-defined but must be consistent across TAMUS members. TC = 045 Transaction code 045 indicates miscellaneous cash disbursements. TC = 046 Transaction code 046 indicates a change in source of funds. TC = 047 Transaction code 047 indicates an accounts payable check void. TC = 048 Transaction code 048 indicates accounts payable disbursements. TC = 049 Transaction code 049 indicates payroll disbursements. Reverse or Correct Disbursements If a cash disbursement must be reversed, a ‘C’ (credit) may be entered in the Debit or Credit field. If so, FAMIS credits the specified account(s) and debits cash. General Ledger (GL) When debit/credit field is ‘C’ (credit) or blank (default), FAMIS: • Credits the GL current month dollars of the specified account. • Debits the corresponding GL 1100 account control. • Credits the corresponding Fund Balance account control if the account on the transaction has a Fund Addition or Fund Deduction account control. Subsidiary Ledgers (SL) /Support Accounts (SA): To reverse a disbursement, a ‘C’ (credit) is placed in the Debit or Credit field. Accounts, that are normally debited, are credited and accounts, that are normally credited, are debited. For example, if a cash disbursement is created against a subsidiary ledger account, and the disbursement contains a purchase order number and a ‘C’ (credit) in the Debit/Credit field, the effects on FAMIS are as follows: • The memo bank account is increased. • The General Ledger (GL) cash is increased. • The GL fund balance is increased. • The GL expense summary is decreased. • The GL encumbrance summary is increased. • The current month actual amount in the SL expense account is decreased. • The encumbrance amount in the SL expense account is increased. • The current amount of the encumbrance in the open commitment file is increased. Screen 13 – Disbursements (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 15 digits Enter the account number, support account number, and the object code number. Screen Information . Type: 1 digit Include the third digit of the transaction code. . P.O. No: 7 character/digits Enter the purchase order number used to liquidate an encumbrance. The P.O. Number field is required only if a commitment is being liquidated. Enc Obj: 4 digits Type the object code where the purchase order was originally encumbered. Date: 8 digits Enter the date of the disbursement. If left blank, FAMIS will default to the current date. Description: 35 characters Include a description of the disbursement. . Amount: 11 digits Enter the dollar amount of the transaction. . Debit / Credit: 1 character Indicate whether the transaction is a debit (D), partial (P), credit (C), final (F) or no (N). The default is debit (D). The Debit/Credit fields is required only if a commitment is being liquidated. Ref 2: 7 characters/digits Enter the reference number used by your department for disbursements. Entry must be all numeric or one letter character and six numbers. Ref 3: 7 characters/digits Include the reference number defined by your department for disbursements. Ref 4: 7 characters/digits Identify the department-defined reference number for disbursements. Screen 13 – Disbursements (cont’d) Cost Ref 1,2,3: 7 characters Enter the reference number used by your department for disbursements. ID No: 11 digits Include the user-defined identification number for disbursements. . Bank: 5 digits The bank to record the disbursement is the bank number entered on Screen 30, FA Batch Initialize. Transactions: 11 digits Displays the number of transactions for this batch reference. Amount: 12 digits Shows the total of all transactions for this batch. Batch: 6 characters/digits Displays the batch reference number. Date: 8 digits Identifies the date the batch was entered. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF12 Warnings Warns Displays nonfatal FAMIS warning messages. Cash Disbursement Clearing FAMIS allows the use of a clearing account to assist with the accounting for certain activities. You can enter and maintain cash advances such as loans, pay advances, etc., when they are disbursed by using Screen 37. Screen 37 - Cash Disbursement Clearing 037 Cash Disbursement Clearing 03/09/09 11:24 FY 2009 CC AM Screen: ___ Credit/Clearing Account: 400012 00000 4010 Display Date: 03/09/2009 PO Nbr: L911180 Ref 3: _______ Ref 4: _______ Cost Ref: N Reverse Account Subcd Ref 2 Description Amount Entry Msg 400001 00000 4010 G572431 ENVELOPES_____________________ 98.00_______ _ ______ _____ ____ _______ ______________________________ ____________ _ ______ _____ ____ _______ ______________________________ ____________ _ ______ _____ ____ _______ ______________________________ ____________ _ ______ _____ ____ _______ ______________________________ ____________ _ ______ _____ ____ _______ ______________________________ ____________ _ ______ _____ ____ _______ ______________________________ ____________ _ ______ _____ ____ _______ ______________________________ ____________ _ ______ _____ ____ _______ ______________________________ ____________ _ ______ _____ ____ _______ ______________________________ ____________ _ Total: ______________ Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 03/09/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Advance to Screen 30 and open a session. • Advance to Screen 37. • Type the Credit/Clearing account number, PO number, account number and the subcode in the fields available. • Press to record the information. • Advance to Screen 30 and close the session. Cash Disbursement Clearings To simplify bank reconciliation, single disbursement transactions are 'credited' to a Cash Disbursement Clearing Account, and then 'debited' to specific GL and SL accounts. At this time, the clearing account should, theoretically, return to a zero balance. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Credit/Clearing 15 digits Account: Identify the account number to be used to hold cash disbursement until distribution to specific accounts. Screen 37 – Cash Disbursement Clearing (cont’d) Screen Information Date: 8 digits Enter the date the initial disbursement was made to this account. . PO Nbr: 7 character/digits Include Reference #1 - the Purchase Order number. Ref 3: 7 characters/digits Enter the reference number defined by the department for cash disbursement clearing. Usually deals with disbursement numbers. Ref 4: 7 characters/digits Include the department-defined reference number for cash disbursement clearing. Usually refers to the departmental reference number (including voucher number, credit memos, and A/R payment checks). Display Cost Ref: 1 character Indicate whether Cost Reference is to be displayed. . Account: 11 digits Indicate the account number receiving cash disbursement from clearing account. . Subcd: 4 digits Identify the subcode for specified transaction. Ref 2: 7 characters/digits Enter the department-defined reference number for cash sales/receipts clearing. Usually refers to the receipt number used for the cash sales. Entry must be all numeric or two letter characters and five numbers. Description: 30 characters Provide a detailed description of transaction. . Amount: 12 digits Indicate the amount of disbursement distributed to specified account. Reverse Entry: 1 character Indicate whether or not (‘Y’ or ‘N’) to allow reversal of clearing and debit accounts. Msg: 10 digits Displays a message for incorrect entries. Total: 14 digits Specifying a total in the Session will cause a verification prompt after transaction completion. If left blank, FAMIS will prompt with the total and ask if amount is correct. Screen 37 – Cash Disbursement Clearing (cont’d) Transactions: 11 digits Displays the number of transactions for this batch. Amount: 12 digits Provides the total of all transactions for this batch. Batch: 6 characters/digits Shows you the batch reference number. Date: 8 digits Displays the date the batch was entered. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF12 Warnings Warns Displays nonfatal FAMIS warning messages. Journal Entries Journal entry transactions are used to make corrections or adjustments to two or more accounts or to make accounting entries that require the direct posting of an amount to two separate accounts. Journal entry transactions are referred to as "double sided" because they require both a debit and credit account. Screen 14 is the basic screen you use to make journal entries. A journal entry can only be posted to an active account (i.e., one that has not been dropped, deleted or frozen). Journal entry transactions cannot be posted to account controls 1100, 3F00 or 9VVV. To affect cash or fund balance, the entry must be made to a Fund Addition or Fund Deduction account control. (See the TAMUS approved list of account controls). Cash and Fund Balance will be indirectly updated through these transactions. Support Account journal entry processes are the same as Subsidiary Ledger procedures. Screen 14 - Journal Entries 014 Journal Entries 03/09/09 11:26 FY 2009 CC AM Screen: ___ Debit Account: 211750 00000 4010 Type: 1 Type Description P.O. No: P910406 ---- ------------------- Enc Obj: ____ 0-8 (Except 2) Invalid Date: 03/09/2009 for frozen accounts Description: LETTERHEAD_________________________ 2 Override Freeze Flag Amount: 250.00______ Partial / Final: _ Credit Account: 297060 00000 3528 Ref 2: _______ --- Indirect Cost ---- Ref 3: _______ Base Amt: ____________ Ref 4: _______ Base Cd: ________ Debit Cost Ref 1: _______ 2: _______ 3: _______ Credit Cost Ref 1: _______ 2: _______ 3: _______ ID No: ___________ Bank: 00001 Transactions: 0 Amount: 0.00 Batch: JAC002 Date: 03/09/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Advance to Screen 30 and open a session. • Advance to Screen 14. • Type the account number, object code, type, amount and the account to be credited in the fields available and press to record the information. • Advance to Screen 30 and close the session. Journal Entry Information Indirect Transactions When a journal entry is posted, related accounts are updated by indirect transactions. FAMIS creates anywhere from two (2) to seven (7) indirect transactions for a single journal entry. The number of indirect transactions the system creates depends on the types of accounts to which the journal entry is posted. Screen 14 – Journal Entries (cont’d) General Ledgers (GL) When either the debit or credit side of a journal entry is posted to an asset or liability account, FAMIS: • Creates one indirect transaction to reduce cash. When either the debit or credit side of the journal entry is posted to a fund addition or fund deduction account, FAMIS creates two (2) indirect transactions: • Updates fund balance • Updates cash If the account is a General Ledger account the following account controls must be in matching pairs. • 19XX/29XX Due From/To Other Parts • 48XX/58XX Mandatory Transfers • 49XX/59XX Non-Mandatory Transfers These account controls are edited and must be matching pairs. Subsidiary Ledger (SL) The direct transaction updates the actual amount and available budget of the SL / SA. The direct transaction: • Increases the actual amount of the expense account • Decreases the encumbrance amount on the SL account • Decreases the encumbrance record on the open commitment file When either the debit or credit side of the journal entry is posted to a subsidiary ledger account, FAMIS creates an indirect transaction for each of the following GL account controls: • Expense or revenue summary • Fund balance • Cash The map code field on the SL indicates which GL will be updated. When a journal entry is liquidating an open commitment, FAMIS creates an additional indirect transaction for the amount of the liquidation to update the GL encumbrance summary account control. Screen 14 – Journal Entries (cont’d) Transaction Codes TC = 061 A transaction code of 061 indicates a journal entry for an Interdepartmental Transfer. TC = 063 Transaction code 063 indicates journal entries from student feed. TC = 062 A transaction code of 062 will override the frozen status of an account and post the dollar amount. TC = 064 Transaction code 064 indicates journal entries from payroll feed. TC = 065 Transaction code 065 indicates journal entries from Accounts Receivable. This is used when setting up the receivables. TC = 066 Transaction code 066 is used for journal entries from Fixed Assets. TC = 067 Transaction code 067 indicates journal entries from LMS – TAMU’s Student Loan Management System. TC = 068 Transaction code 068 indicates journal entries from Accounts Payable. TC = 069 A transaction code of 069 indicates a compound journal entry. Compound journal entries must be created on Screen 25. Journal Entry Process Liquidate Encumbrances Journal entry transactions can be used to liquidate encumbrances either partially or completely. To perform a liquidation, the purchase order number must be entered in the PO Number field and a ‘P’ or ‘F’ in the Partial/Final: field, to indicate whether the liquidation is partial or final. Screen 14 – Journal Entries (cont’d) Reverse or Correct Journal Entries Journal entries can be reversed or corrected by changing the position of the debit and credit accounts. • Enter the previous credit account into the Account: field on the Action Line. • Enter the previous debit account into the Credit Account: field. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Debit Account: 15 digits Enter the account number, support account number, and the object code number. Screen Information . Type: 1 digit Indicate the type to tell FAMIS whether or not to freeze the account. P.O. No: 7 character/digits Enter the purchase order number used to liquidate an encumbrance. Enc Obj: 4 digits Include the object code where the purchase order was originally encumbered. Date: 8 digits Enter the date of the journal entry. If blank, FAMIS defaults to current date. Description: 35 characters Provide a description of the journal entry. . Amount: 11 digits Type the dollar amount of the transaction. Partial/Final: 1 character Indicate if the transaction is Partial (P) or Final (F) payment. . Credit Account: 15 digits Enter the credit account number, support account number and object code. Include the user-defined reference number for Journal Entries. Ref 3: 7 characters/digits Enter the reference number defined by your department for Journal Entries. Ref 4: 7 characters/digits Identify the department reference number definition for Journal Entries. Ref 2: 7 characters/digits Include the user-defined reference number for Journal Entries. Screen 14 – Journal Entries (cont’d) Ref 3: 7 characters/digits Enter the reference number defined by your department for Journal Entries. Ref 4: 7 characters/digits Identify the department reference number definition for Journal Entries. Indirect Cost: Base Amt: 12 digits Identify the dollar amount the indirect cost will be calculated against. Base Cd: 8 digits Include the help code used to define the object code groupings on which to base indirect cost. Debit Cost Ref 1,2,3: 7 characters/digits Enter the reference numbers defined by your department for Journal Entries. Credit Cost Ref 1,2,3: 7 characters/digits Identify the reference numbers defined by your department for Journal Entries. ID No: 11 digits Include the identification number defined by your department for Journal Entries. Bank: 5 digits Indicates the bank number, which is the same for both sides of the journal entry transaction. Picks up the batch bank. Transactions: 11 digits Shows the number of transactions for this batch. Amount: 12 digits Displays the total of all transactions for this batch. Batch: 6 characters/digits Shows you the batch reference number. Date: 8 digits Displays the date the batch was entered. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF12 Warnings Warns Displays nonfatal FAMIS warning messages. Indirect Cost Journal Entries This special screen permits the entry of indirect cost journal entries. The processing takes into consideration the rules of Indirect Cost for the agency. The credit accounts have been defined for the agency through the distribution rules as set up in the SPR module. Most indirect cost journal entries are automatically posted through the batch indirect cost processing. However, on occasion, the need to post indirect cost manually will arise and this screen can handle this situation. A journal entry can only be posted to an active account (i.e., one that has not been dropped, deleted or frozen). Journal entry transactions cannot be posted to account controls 1100, 3F00 or 9VVV. Support Account journal entry processes are the same as Subsidiary Ledger procedures. Screen 14A – Indirect Cost Journal Entries 14A Indirect Cost Journal Entries 03/09/09 11:29 PURCHASING SERVICES FY 2009 CC AM Screen: ___ Debit Account: 240010 00000 Base Amount: 1000.00_____ Distribution Amount: Debit/Credit: D Base Code: MTOC____ Rate(%): 61.00_ Distribution Code: 0000000009 Ref 2: _______ Ref/PO Ref: _______ Partial/Final: _ Date: 03/09/2009 Description: INDIRECT COST______________________ Indirect Expense Object: 9610 Indirect Revenue Object: 0320 Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 03/09/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Advance to Screen 30 and open a session. • Advance to Screen 14A. • Type the account number on the Action Line and press . • Enter the appropriate data for the indirect cost transaction and press . • Advance to Screen 30 and close the session. Screen 14A – Indirect Cost Journal Entries (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Debit Account: 11 digits Enter the account number and the support account number. Screen Information Base Amount: 12 digits Indicate the dollar amount the indirect cost will be calculated against. Distribution Amount: 13 digits Shows the dollar amount that will be distributed. Debit/Credit: 1 character Indicate whether the transaction is a debit (D) or credit (C). Base Code: 8 characters Included the help code used to define the object code groupings on which to base indirect cost. Rate (%): 5 digits Enter the percent rate used to calculate indirect cost. Distribution Code: 10 digits Identify the code used to standardize the distribution of indirect cost. Ref 2: 7 characters/digits Include a user-defined reference number. Ref/PO Ref: 7 characters/digits Enter the purchase order number reference, if used to liquidate an encumbrance. Partial/Final: 1 character Indicate whether Partial (P) or Final (F) liquidation of an encumbrance. Date: 8 digits Include the date the journal entry was first entered. Description: 13 characters Provide a description of the transaction. Indirect Expense 4 digits Object: Identify the expense object code to be used with the transaction. Indirect Revenue 4 digits Object: Include the revenue object code to be used with the transaction. Screen 14A – Indirect Cost Journal Entries (cont’d) Transactions: 11 digits Displays the number of transactions for this batch. Amount: 12 digits Shows the total of all transactions for this batch reference. Batch: 6 characters/digits Displays the batch reference number. Date: 8 digits Identifies the date the batch was entered. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF12 Warnings Warns Displays nonfatal FAMIS warning messages. Compound Journal Entries A compound journal entry is a series of journal entries where the individual debit and credit amounts are not the same, but the total of debits equals the total of credits. FAMIS will not accept the transaction if the total debits and credits are not equal. Screen 25 is the screen you will use to make your compound journal entries. Support Account compound journal entry processes are the same as the SL processes. Screen 25 - Compound Journal Entries 025 Compound Journal Entries 03/09/09 11:33 FY 2009 CC AM Screen: ___ Account: ______ ____ VET MED - TEACHING HOSPITAL Date: 03/09/2009 Description: SOFTWARE___________________________ Ref No2: A910576 PO/Ref No1: L912946 Ref No3: _______ Ref No4: _______ ID Number: ___________ Account Amount D/C Account Amount D/C + 400012000004010 ______987.65 D * 410060000004010 ______987.65 C * 400012000004030 _____1000.25 D * 410050000004030 _____1000.25 _ _______________ ____________ _ _______________ ____________ _ _______________ ____________ _ _______________ ____________ _ _______________ ____________ _ _______________ ____________ _ _______________ ____________ _ _______________ ____________ _ _______________ ____________ _ _______________ ____________ _ _______________ ____________ _ _______________ ____________ _ _______________ ____________ _ _______________ ____________ _ _______________ ____________ _ _______________ ____________ _ _______________ ____________ _ _______________ ____________ _ _______________ ____________ _ _______________ ____________ _ Transactions: 0 Amount: 0.00 Batch: JAC009 Date: 03/09/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Advance to Screen 30 and open a session. • Advance to Screen 25. • Enter the information to both the debit and credit portions of the screen. • Press to record the information. • Advance to Screen 30 and close the session. Entering Compound Journal Entries Compound journal entries are typically used for mass distribution of charges and internal sales. Utilities and telephone charges are examples of distribution of charges, where the utility / phone bill is paid out of one service account and then a compound journal entry is processed to charge (debit) the various department accounts and credit the service account. Bookstore or print shop sales are examples of internal sales, where many different departments may be charged, and a single credit applied to the bookstore/print shop. Screen 25 – Compound Journal Entries (cont’d) If the account is a General Ledger account, it may not be a suspense account. In addition, the following GL account controls cannot be used: • 19XX/29XX Due From/To Other Parts • 48XX/58XX Mandatory Transfers • 49XX/59XX Non-Mandatory Transfers Transaction Codes Compound Journal Entry transactions will be assigned a 9 in the Type field. TC = 069 Compound Journal Entry Process Both the debit and the credit account(s) must be entered. Only 24 accounts may be entered per transaction. If you need more than 24 accounts, you must open another batch. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line Account: 10 digits FAMIS ignores the account number in this field when processing compound journal entries, so an account number is not necessary. Screen Information Date: 8 digits Enter the date of the transaction. If blank, FAMIS defaults to current date. Description: 35 characters Enter the description of the transaction. Ref No2: 7 characters/digits Enter a user-defined reference number for Compound Journal Entries. . PO/Ref No1: 7 characters/digits Enter a Purchase Order/Reference Number. ONLY required if an encumbrance is being liquidated. Ref No3: 7 characters/digits Include the department-defined reference number for Compound Journal Entries. Screen 25 – Compound Journal Entries (cont’d) Ref No 4: 7 characters/digits Enter the reference number defined for Compound Journal Entries. ID Number: 11 digits Provide the identification number defined by your department for Compound Journal Entries. . Account: 15 digits Enter the 15-digit account numbers making up both sides of the transaction (debits and credits. . Amount: 12 digits Include the amount of the transaction. . D/C: 1 character Indicate if entry is a debit or a credit. Transactions: 11 digits Displays the number of transactions for this batch. Amount: 12 digits Shows the total of all transactions for this batch. Batch: 6 characters/digits Displays the batch reference number. Date: 8 digits Shows the date the batch was entered. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF12 Warnings Warns Displays nonfatal FAMIS warning messages. Interdepartmental Transfers FAMIS enables the user to enter multiple Interdepartmental Transfers. Entries on Screen 35 create Journal Entries which allows the transfer of funds within the system, without producing vouchers or checks. Each line item must balance, using only valid FAMIS "Buying" and "Selling" accounts that are described on Screen 831. You may use a GL for both the buying and selling accounts; however, they must be included in the permitted accounts. FAMIS report FBXR003 lists the valid accounts. Screen 35 - Interdepartmental Transfers 035 Interdepartmental Transfers 03/09/09 11:38 FY 2009 CC AM Screen: ___ Display Date: 03/09/2009 Description: MAINTENANCE________________________ Cost Ref: N PO Nbr: _______ Enc Obj: ____ P/F/N: _ Ref No3: _______ Ref No4: _______ *--- Selling ---* *--- Buying ----* Reverse Account Subcd Account Subcd Ref2/IDT Amount Entry Message 411110 00000 4010 187114 00000 3052 A990877 1122.20_____ _ 411110 00000 4050 187440 00000 0000 A218746 2921.25_____ _ ______ _____ ____ ______ _____ ____ _______ ____________ _ ______ _____ ____ ______ _____ ____ _______ ____________ _ ______ _____ ____ ______ _____ ____ _______ ____________ _ ______ _____ ____ ______ _____ ____ _______ ____________ _ ______ _____ ____ ______ _____ ____ _______ ____________ _ ______ _____ ____ ______ _____ ____ _______ ____________ _ ______ _____ ____ ______ _____ ____ _______ ____________ _ ______ _____ ____ ______ _____ ____ _______ ____________ _ Total: 4043.45_______ Transactions: 2 Amount: 1,100.00 Batch: JAC009 Date: 03/09/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Advance to Screen 30 and open a session. • Advance to Screen 35. • Enter the date, description, selling account number, subcode, buying account number, subcode, Ref2/IDT number, and amount in the fields available. • Press to record the information. • Advance to Screen 30 and close the session. Interdepartmental Transfer Process Maintain Interdepartmental Transfer Table Screen 831 - Maintain Interdepartmental Transfer Table - must be completed before the actual transfer data can be entered on Screen 35. This screen maintains the clearing accounts for all Interdepartmental Transfers within the same part and those between different parts. The selling account must be entered to check its validity. See sample Screen 831 for additional information. Screen 35 – Interdepartmental Transfers (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Screen Information . Date: 8 digits You may enter the date of the transaction. If left blank, FAMIS will default to current date. . Description: 35 characters Enter the description of the transaction. Display Cost Ref: 1 character Indicate whether to display the Cost Reference. Entering ‘Y’ will display a popup window to enter. PO Nbr: 7 character/digits Identify the Purchase Order Number for interdepartmental transfers. Enc Obj: 4 digits Enter the Object Code if using encumbered item. P/F/N: 1 character Indicate whether the encumbrance is partial (P), final (F) or no liquidation (N). Ref No3: 7 characters/digits Include a department-defined reference number for Interdepartmental Transfers. Usually refers to AP check numbers and Teller numbers. Ref No4: 7 characters/digits Identify the reference number defined by the department for Interdepartmental Transfers. Usually refers to the Departmental reference numbers (including voucher numbers, credit memos, and A/R payment checks). Selling: . Account: 11 digits Enter the account number receiving transfer. . Subcd: 4 digits Enter the subcode for the specified transaction. Buying: . Account: 11 digits Provide the account number generating the transfer. . Subcd: 4 digits Enter the subcode for specified transaction. Screen 35 – Interdepartmental Transfers (cont’d) . Ref2/IDT: 7 characters/digits Include the FAMIS voucher reference number/IDT number used to reference the transaction in this field. Usually refers to the receipt number used for the cash sales. Entry must be all numeric or two letter characters and five numbers. . Amount: 12 digits Enter the amount of transfer. Reverse Entry: 1 character Indicate whether or not (‘Y’ or ‘N’) to allow reversal of clearing and debit accounts. Message: 12 characters/digits Displays a message if the selling or buying accounts are not accepted on Screen 831. Total: 14 digits Enter the total of transfers listed. Transactions: 11 digits Displays the number of transactions for this batch. Amount: 12 digits Shows the total amount of all transactions for this batch. Batch: 6 characters/digits Displays the batch reference number. Date: 8 digits Displays the date the batch was entered. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF12 Warnings Warns Displays nonfatal FAMIS warning messages. Maintain Interdepartmental Transfer Table FAMIS allows you to maintain the clearing accounts for all Interdepartmental Transfers (IDT) within the same part and those between different parts. This is be done by using Screen 831 and must be completed before Screen 35 can be utilized. Buying and selling accounts must be approved within the given ranges for each account before IDT transactions can be posted on Screen 35. Run report FBXR003 to list all the valid selling accounts and the accompanying values entered on this control table. This screen is maintained and updated by each campus. The information is campus specific. Screen 831 - Maintain Interdepartmental Transfer Table 831 Maintain Interdepartmental Transfer Table 03/09/09 11:45 FY 2009 CC AM Screen: ___ Selling Account: 000050 Desc: __________________________________________________ Start Stop Selling Buying Buying Buying Clearing Allow Bank Bank F Account Account Account Flag Account Account Messages _ AM000105 AM000155 211730 _ AMB00001 ________ _ ________ ________ ______ _ ________ ________ _ ________ ________ ______ _ ________ ________ _ ________ ________ ______ _ ________ ________ _ ________ ________ ______ _ ________ ________ _ ________ ________ ______ _ ________ ________ _ ________ ________ ______ _ ________ ________ _ ________ ________ ______ _ ________ ________ _ ________ ________ ______ _ ________ ________ _ ________ ________ ______ _ ________ ________ _ ________ ________ ______ _ ________ ________ _ ________ ________ ______ _ ________ ________ ********************** END OF DATA ********************** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp IDT Information Clearing Accounts Selling Account 999999 is the default clearing account. Processing will first check to see if the selling account is set up on Screen 831. If it is not set up, the default (999999) will be used. If the clearing account is set up, the credit will go to it; otherwise it will credit the selling account. Each account can be set up on Screen 831 for particular cases to disallow certain accounts. Valid Selling Accounts FAMIS report FBXR003 lists the valid selling accounts. Screen 831 – Maintain Interdepartmental Transfer Table (cont’d) Basic Steps • Advance to Screen 831. • Type a valid six-digit Selling Account number and press . • Type A in the F: field to add information for a new account, or type U to update information, or type D to delete. • Include the information in the appropriate fields and press . Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Selling Account: 6 digits/characters Enter the selling account number to be checked for ranges of buying accounts. It must be a valid account within the current campus code. The first 2 digits or characters are the campus code. Desc: 40 characters Enter a detailed description of the account. Screen Information F: 1 character Indicate the function to perform for the entered data. Valid values are: A = Add a range of buying accounts for the selling account U = Update account range D = Delete account range . Start Buying 8 digits/characters Account: Enter the bottom range of acceptable selling accounts for the buying account. These accounts should be prefixed by the proper campus code. . Stop Buying 8 digits/characters Account: Enter the top range of acceptable selling accounts for the buying account. These should be prefixed by the proper campus code. Clearing Account: 6 digits/characters A clearing account is entered only if replacing the given selling account. The clearing account must be a valid account within the current campus code. Allow Flag: 1 character Indicate whether or not the buying account is within the current buying account range. ‘Y’ - accepts buying account within ranges given and ‘N’ rejects buying account within ranges given. If the Allow Flag is checked with a 'Y' and the clearing account field contains an account, FAMIS will replace the current selling account with that clearing account. If the clearing account field is blank, no replacement is made and the current selling account is maintained. Screen 831 – Maintain Interdepartmental Transfer Table (cont’d) . Selling Bank 6 digits/characters Account: Enter the bank account number for the given selling account. Bank account must be prefixed with the current campus code and entered in the form 'BXXXXX' with 'X' representing the bank number. . Buying Bank 6 digits/characters Account: Enter the bank account number for the given buying account. Account must be entered in the form "BXXXXX' with 'X' representing the bank number. Message: 12 characters/digits Displays a message if the selling or buying accounts are not accepted on Screen 831. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Interdepartmental Transfers between Parts CAUTION: Do not attempt to use this screen without verifying use with FAMIS Services. FAMIS will allow you to enter multiple journal entries between members of the TAMUS on Screen 85. This screen has been created for use by TAMU in performing Fiscal Office duties for more than one TAMUS member. Entries made on this screen are displayed on Screen 86. Screen 85 - Interdepartmental Transfers Between Parts 085 Interdepartmental Transfers Between Parts 03/09/09 11:49 FY 2009 CC AM Screen: ___ Date: 03/09/2009 Description: FOOD_____________________________ PO Nbr: Ref No3: _______ Ref No4: _______ *---- Selling ---* *------ Buying -----* Reverse Account Subcd CC Account Subcd Ref2/IDT Amount Entry Message 271030 00000 4010 01 290706 00000 4020 2185966 226.32______ _ ______ _____ ____ __ ______ _____ ____ _______ ____________ _ ______ _____ ____ __ ______ _____ ____ _______ ____________ _ ______ _____ ____ __ ______ _____ ____ _______ ____________ _ ______ _____ ____ __ ______ _____ ____ _______ ____________ _ ______ _____ ____ __ ______ _____ ____ _______ ____________ _ ______ _____ ____ __ ______ _____ ____ _______ ____________ _ ______ _____ ____ __ ______ _____ ____ _______ ____________ _ ______ _____ ____ __ ______ _____ ____ _______ ____________ _ ______ _____ ____ __ ______ _____ ____ _______ ____________ _ Total: ______________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Advance to Screen 30 and open a session. Advance to Screen 85. • Enter the date, description, selling account number, subcode, buying account number and subcode, Ref2/IDT number, and amount in the fields available. Press to record the information. • Advance to Screen 30 and close the session. Interdepartmental Transfer Process Transactions entered on this screen are saved to a data file which is subsequently picked up and posted in batch by job XR005. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Screen Information Date: 8 digits Shows date of the transaction. If left blank, FAMIS will default to current date. Description: 35 characters Enter the description of the transaction. Screen 85 – Interdepartmental Transfers between Parts (cont’d) PO Nbr: 7 character/digits Shows the purchase order number. Ref No 3: 7 characters/digits Enter the reference number defined by your department. Ref No 4: 7 characters/digits Include the reference number defined by your department. Selling: . Account: 11 digits Enter the account number receiving the transfer. Subcd: 4 digits Include the subcode for the specified transaction. Buying: . CC: 2 digits Enter the Campus Code of the buying account. . Account: 11 digits Enter the account number to be checked for ranges of buying accounts. It must be a valid account within the current campus code. Subcd: 4 digits Include the subcode for the specified transaction. . Ref2/IDT: 7 characters/digits Enter FAMIS voucher number and IDT number used to reference transaction. . Amount: 12 digits Enter the dollar amount of the transfer. Reverse Entry: 1 character Type ’Y’ to allow reversal of clearing and debit accounts. If left blank, will default to current values. Message: 10 characters/digits If selling or buying accounts are not accepted on Screen 831, a message will appear in this field. Total: 14 digits Enter the total amount of transactions. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF12 Warnings Warns Displays nonfatal FAMIS warning messages. Screen 86 – Interdepartmental Transfers between Parts Inquiry (cont’d) Ref: 7 characters/digits Shows the reference number defined by your department. Date: 8 digits Displays the date the transfer was entered into the system. Post Flag: 1 character Indicates that the job XR005 was run and the transactions were posted. Amount: 12 digits Displays the dollar amount entered on Screen 85. D/C: 1 character Shows whether the transaction is a debit (D) or a credit (C). Buying Account: 10 digits Indicates the buying account for the transaction. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Beginning Balances Posting beginning balance transactions is primarily an implementation task. Once the accounts are set up, beginning balances from existing accounts must be loaded to FAMIS. In subsequent years, beginning balances are automatically transferred from one year to the next year during the year-end cycle. However, beginning balance entries may be necessary at any time to correct or modify beginning balances or project brought forward entries. For implementation, beginning balance transactions should be loaded by fund group using Screen 15. Screen 15 - Beginning Balances 015 Beginning Balances 03/09/09 13:22 FY 2009 CC AM Screen: __ Account: 271030 00000 4010 Reference No: L954656 Date: 03/09/2009 Description: SOFTWARE___________________________ Amount: 199.99______ Debit / Credit: D Credit Acct: ____ Ref 2: _______ Ref 3: _______ Ref 4: _______ Cost Ref 1: _______ 2: _______ 3: _______ ID No: 0vvvvvvvvv1 Bank: 00001 Transactions: 0 Amount: 0.00 Batch: JAC001 Date: 03/09/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 30 and open a session. • Advance to Screen 15. • Enter the account number and the object code on the Action Line, and information in the other fields available. Press to record the information. • Advance to Screen 30 and close the session. Beginning Balance Information For implementations, the FBDR043 program should be run before and, again, after entering beginning balance transactions in order to verify balances from the old system to the new. All other processing should be held until the account control totals from the first and second FBDR043 reports match the expected totals. Screen 15 – Beginning Balances (cont’d) General Ledgers Balance Sheet Account Controls Two account controls must be defined for each 6-digit GL account. Each entry should debit or credit an appropriate asset, liability or fund balance, with the offsetting entry to account control 1100, claim-on-cash. For example: ENTERING AN ASSET ACCOUNT Debit 0-10000-1210 Credit -1100 ENTERING A LIABILITY ACCOUNT Debit 0-10000-1100 Credit -2100 ENTERING A FUND BALANCE WITH A DEBIT BALANCE Debit 0-10000-3100 Credit -1100 ENTERING A FUND BALANCE WITH A CREDIT BALANCE Debit 0-10000-1100 Credit -3100 When entering beginning balances to fund additions or fund deductions, use the Debit or Credit field only to identify the type of balance. There is no need to use the Credit Account Control field since this type of transaction requires no offsetting entry. Subsidiary Ledger (SL) Accounts and Project Balances Beginning balance entries may be used to set up project-to-date dollars for grants, contracts and project accounts. A project-to-date account may represent several years of activity, since it stores the activity to date from the time the project started. TC=098 transactions entered to a SL account do NOT result in any indirect updating to a related General Ledger (GL) account. The 95F0 GL account controls are automatically set to zero. When a beginning balance transaction for a project-to-date account is entered, only the Debit or Credit field should be used since this type of transaction does not require a balancing entry. When using a TC=098 transaction to load project-to-date dollar data, FAMIS reduces the budget balance available figure for each subcode, which results in automatic budget reallocation where appropriate. Therefore, the project account budgets should be entered before posting any 098 transactions. Memo Bank Accounts For implementations, a single memo bank account should be used when processing beginning balances for assets, liabilities, or fund balances. The offsetting account control is 1100. Screen 15 – Beginning Balances (cont’d) All dollar amounts that are posted to the account control 1100 will automatically update the memo bank account indicated on the session or batch. It is best to use one memo bank during this process. After the beginning balances have been reconciled, the appropriate dollars can be transferred to the individual memo bank accounts using the bank transfer transaction, TC=090. Transaction Codes TC = 98 ONLY When entering TC=098 transactions, a batch of only 098 transactions should be used. Beginning Balance Process When entering beginning balance transactions, the account entered on the Action Line is debited. Reverse or Correct a Beginning Balance Transaction Beginning balance transactions may be reversed or corrected. For GL fund additions or deductions or SLs, enter the original transaction data, but change the Debit/Credit Field to the opposite value. For GL asset, liability and fund balances, change the position of the Debit and Credit accounts. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 15 digits Enter the account number: (1) If a Subsidiary Ledger (SL) account is entered, the subcode must be in the range 0001-9998. (2) If a one-sided General Ledger (GL) account is entered, the account control must be in the range 4000-5999. (3) For a two-sided GL beginning balance, enter the number of the GL account to be debited. Screen Information Reference No: 7 characters/digits Enter the reference number for beginning balances. Date: 8 digits Include the date of the transaction. If left blank, FAMIS will default to current date. Description: 35 characters Enter the description of the transaction. Screen 15 – Beginning Balances (cont’d) . Amount: 12 digits Provide the dollar amount of the transaction. . Debit/Credit: 1 character Indicate whether the transaction is a debit (D) or credit (C). Required ONLY when posting to a fund addition, fund deduction or an SL account. . Credit Acct: 4 digits Type in the account control number to be credited. Required ONLY when posting to assets, liabilities and fund balances. Ref 2: 7 characters/digits Enter the reference number defined by your department for beginning balances. Ref 3: 7 characters/digits Type the department-defined reference number for beginning balances. Ref 4: 7 characters/digits Include the reference number defined by your department for beginning balances. Cost Ref 1, 2, 3: 7 characters/digits Identify the reference numbers defined for beginning balances by your department. ID No: 11 digits Identify the department-defined identification number for beginning balances. Bank: 5 digits Indicate the bank account number being debited or credited. Transactions: 11 digits Displays the number of transactions for this batch reference. Amount: 12 digits Provides the total dollar amount of all transactions for this batch. Batch: 6 characters/digits Identifies the batch reference number. Date: 8 digits Indicates the date the batch was entered. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Bank Transfers FAMIS will record bank transfer transactions of moneys from one memo bank to another, for example, to reflect actual cash movement through wire transfers. You may use Screen 16 to record these transactions in FAMIS. The bank number specified on the session or batch reference, though required, has no impact on the bank transfer transactions. Screen 16 - Bank Transfers 016 Bank Transfers 03/09/09 13:24 FY 2009 CC AM Screen: ___ Account: 211750 4010 MIS PROJECT Debit Bank: 00001 Transfer Type: 4 Ref 1: _______ Date: 03/09/2009 Description: SUPPLIES___________________________ Amount: 2248.51_____ Credit Bank: 00002 Ref 2: _______ Ref 3: _______ Ref 4: _______ ID No: 1vvvvvvvvv4 Transactions: 3 Amount: 3,348.51 Batch: JC0001 Date: 03/09/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 30 and open a session. • Advance to Screen 16. • Type in the account number on the Action Line and enter the debit bank, transfer type, amount, and the credit bank number in the fields available. • Press to record the information. • Advance to Screen 30 and close the session. Bank Transfer Information Memo Bank Accounts Memo bank accounts contain three different account controls: 1100 Identifies cash balance 4000 Identifies cash receipts (not to be confused with fund additions) 5000 Identifies cash disbursements (not to be confused with fund deductions) When working with the memo bank accounts, a cash balance is normally a debit amount, representing available funds. Cash receipts are reflected as a credit balance and cash disbursements are reflected as a debit balance. Screen 16 – Bank Transfers (cont’d) Transaction Codes TC = 090 ONLY A transaction code of 090 indicates a bank transfer entry. Transaction Types Bank transfer transactions allow the transfer of cash receipts or cash disbursements from one memo bank to another. Transfer types should be used as follows: Type 4 -Transfer Cash Receipts Debit bank account balance decreases. Credit bank account balance increases. *Type 5 - Transfer Cash Disbursements Debit bank account balance increases. Credit bank account balance decreases. In most cases, Type 5 is recommended as it is consistent with FAMIS Memo Bank Accounting. Correct or Reverse a Bank Transfer Transaction To correct or reverse a bank transfer transaction, enter the original credit bank in the Debit Bank Field, and enter the original debit bank in the Credit Bank Field. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter the bank account number receiving the cash sales. Screen Information . Debit Bank: 5 digits Enter the bank number to be debited. . Transfer Type: 1 digit Enter the type of transfer, a 5 (see previous explanation) is preferred. Ref 1: 7 characters/digits Include the department-defined reference number for bank transfers. Date: 8 digits Enter the date of the transaction. If left blank, FAMIS will default to current date. Description: 35 characters Include a description of the transaction. Screen 16 – Bank Transfers (cont’d) . Amount: 12 digits Enter the dollar amount of the bank transfer. . Credit Bank: 5 digits Type the bank number to be credited. Ref 2: 7 characters/digits Include the reference number defined by the department for bank transfers. Ref 3: 7 characters/digits Identify the department-defined reference number for bank transfers. Ref 4: 7 characters/digits Enter the reference number defined by department for bank transfers. ID No: 11 characters/digits Include the department-defined identification number for bank transfers. Transactions: 11 digits Displays the number of transactions for this batch reference. Amount: 12 digits Shows the total transactions for batch. Batch: 6 characters/digits Identifies the batch reference number. Date: 8 digits Displays the date batch was entered. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Suspense Update You may use Screen 17 for processing items that have been sent to suspense when rejected during batch processing (for instance, payroll) for one of the following reasons: • The account number on the transaction is not valid or does not exist. • The account number on the transaction is flagged as dropped, deleted or frozen. Screen 17 - Suspense Update 017 Suspense Update 03/09/09 13:25 FY 2009 CC AM Screen: ___ Account: 211750 4010 MIS PROJECT Suspense Number: 54002__ Enter Suspense Correction Number and let system get suspense transaction. Account: _______________ Transaction Code: Then correct the original transaction. Ref No 1: 4100100 Date: For 03X and Amount: 04X transactions: Debit or Credit: D Change ACCOUNT field only. Ref No 2: Credit Account: _______________ For 06X transactions: Cost Ref 1: 2248.51 2: 2284.15 3: _______ Change ACCOUNT field OR Ref No 3: CREDIT ACCOUNT field - Ref No 4: whichever was in error. ID Number: Transactions: 3 Amount: 3,348.51 Batch: JC0001 Date: 03/09/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Advance to Screen 30 and open a session. Be sure to enter the bank number that was used to create the transaction being corrected. • Advance to Screen 17. • Type the suspense correction number in the Suspense Number field and press to see the error message. FAMIS displays the suspense transaction selected. • Follow the directions on the screen - different directions will be used for each of the following transactions: 03X - Receipt, 04X - Disbursement, and 06X - Journal Entry. • Change either the Account: or Credit Account: fields, as appropriate. • Press to record the information. • To override checking the open commitment file for the reference number indicated for the suspense record change the indicator to ‘N.’ • Advance to Screen 30 and close the session. Suspense Items Information Only real dollar data are sent to suspense, i.e. disbursements, deposits and journal entries (04X, 03X, 06X). Notice this does not include encumbrance and budget data. Real-time transactions are not sent to suspense. When posting transactions in real-time mode, FAMIS provides error messages so that corrections can be made immediately and the transaction can be processed. Screen 17 – Suspense Update (cont’d) Suspense Number and Report Each item placed in suspense is assigned a 7-digit reference number. The reference number must be used when backing-out the item from suspense. All suspense items, with their reference numbers, appear in the daily suspense listing (FBDR016). Screen 821 shows the “Suspense Control Number” which is the next to be assigned. Suspense Accounts Two general ledger accounts record all suspense transactions: the general suspense account (0001001600) and the payroll suspense account (0001051601). Only transactions with a suspense ID of PRL are directed to the payroll suspense account. Suspense Process Make Corrections Transactions in suspense may be corrected by processing two cash transactions, one a debit and the other a credit. One transaction uses the suspense reference number and the suspense account to back-out the entry. The other transaction records the entry as it should have originally been entered. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter a Suspense Account number. Screen Information . Suspense Number: 7 digits Include the suspense correction number. Account: 15 digits Shows the account number that has been placed in suspense upon rejection from batch processing. Transaction Code: 3 characters/digits Enter a valid transaction code. For example: 03X = Receipt 04X = Disbursement 06X = Journal Entry Ref 1: 7 characters/digits Include the department-defined reference number for suspense file items. Date: 8 digits Displays the date of the transaction. If left blank, FAMIS will default to current date. Screen 17 – Suspense Update (cont’d) Amount: 12 digits Enter the dollar amount of the transaction. Debit or Credit: 1 character Enter ‘D’ to debit the account. Enter ‘C’ to credit the account. This field also is used for the Partial (P) or Final (F) Liquidation flag. Enter ‘N’ if necessary to indicate no liquidation of encumbrance. Ref No 2: 7 characters/digits Displays the reference number defined by the department for suspense file items. Credit Account: 15 digits Indicates the account number to be credited. Cost Ref 1,2,3: 7 characters/digits Enter the department-defined reference numbers for suspense file items. Ref No 3: 7 characters/digits Displays the department-defined reference number for suspense file items. Ref No 4: 7 characters/digits Shows the department-defined reference number for suspense file items. ID Number: 11 digits Displays the user-defined identification number for suspense file items. Transactions: 11 digits Shows the number of transactions for this batch. Amount: 12 digits Displays the total dollar amount of all transactions for this batch. Batch: 6 characters/digits Shows you the batch reference number. Date: 8 digits Displays the date the batch was entered. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF12 Warnings Warns Displays nonfatal FAMIS warning messages. Section IV Create/Modify/View Accounts Basic Concepts Cost References Cost Reference fields are provided as another tool for flexibility in reporting. By using the cost reference fields, the values can be aggregated in report FBMR261. This is used by one Member for Program reporting that cuts across the department organization that is used in most FAMIS reports. Valid cost reference values can be maintained on the Cost Reference Table on Screen 811. This functionality allows the first two cost reference fields (Cost Ref 1 and Cost Ref 2) to be edited on transaction entry against the values set up on this table. Cost Ref 3 is free form entry and not edited against a table. Cost Reference 1 and 2 can be entered on transaction screens, but are seen on detail screens, such as Screen 23, as Reference 5 and Reference 6 respectively. To view cost references on Screen 23, use the Ref number on the left of the table to see the value input to the Cost Ref fields. Ref 5 - Cost Ref1 Ref 6 - Cost Ref2 Ref 7 - Cost Ref3 Screen 8 in FAMIS provides good information concerning how to set the Cost Ref 1 and 2 fields. For example, place your cursor on the Cost Ref 1: Obj Cat: field to view the following pop-up window: These flags are used to indicate if cost references are required for certain type of accounting transactions. Object Category (Cost ref is required if object is type:) _ R - Revenue _ E - Expenses _ B - Both Revenue & Expense Transaction Type (Cost ref is required if transaction is type:) _ 1 - Actual _ 2 - Actual or Encumbrance _ 3 - Actual, Encumbrance, or Budget Select a Value with 'X' or Press to Quit The FBMR261 program reports transaction data sorted by Cost Ref1, Department and then Account. A related report, FBMR262 does the same reporting by Department, Cost Ref1 and Account. TECH NOTE: The ZNSPCOA program does the work of determining whether a Cost Ref is required on a transaction entry screen (example: Screen 13). Cost Reference Table Maintenance Valid cost reference values can be maintained on the Cost Reference Table on Screen 811. This functionality allows the first two cost reference fields (Cost Ref 1 and Cost Ref 2) to be edited on transaction entry against the values set up on this table. Cost Ref 3 is free form entry and not edited against any table. Cost Reference 1 & 2 can be entered on transaction screens, but are seen on detail screens, such as Screen 23, as Reference 5 and Reference 6 respectively. This screen is maintained and updated by each campus. The information is campus specific. Screen 811 – Cost Reference Table Maintenance 811 Cost Reference Table Maintenance 03/09/09 13:31 FY 2009 CC 99 Screen: ___ Cost Ref: _______ Table type: 1 (1=Cost-Ref1, 2=Cost-Ref2) Func Cost Ref Cost Ref Description _ 1000052 ART & DRAFTING - OTHER__________________ _ 1000061 COMPUTER - PAPER________________________ _ 1000062 COMPUTER - MAGNETIC MEDIA_______________ _ 1000063 COMPUTER - MANUALS & INSTRUCTION MEDIA__ _ 1000064 COMPUTER - MAINTENANCE & SERVICE________ _ 1000065 OPERATOR TRAINING_______________________ _ 1000066 SPARES__________________________________ _ 1000067 MISCELLANEOUS COMPUTER SUPPLIES_________ _ 1000068 COMPUTER - LABELS_______________________ _ 1000069 HARDWARE________________________________ _ 1000070 SOFTWARE________________________________ _ 1000080 HOLE SUMMARY____________________________ _ 1000081 PROSPECTUS/PRELIMINARY REPORT___________ _ 1000082 PROCEEDINGS_____________________________ *** Press ENTER for More Entries *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp TECH NOTE: TTI (CC12) is hard coded to use the Dept code instead of this table. Basic Steps • Advance to Screen 811. • Enter the desired table type and press . • To Add a valid Cost Ref value, type A in the Func: field and enter the correct value and description. Press to add the new value. • To Update an existing value, type U in the Func: field and enter the modified in formation. Press to update the value or description. • To Delete a valid value, type D in the Func: field and press . Screen 811 – Cost Reference Table Maintenance (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line Cost Ref: 7 digits Type in the desired cost reference number to position it at the top of the displayed list. Table Type: 1 digit Identify the, type of cost reference table to be updated, deleted or displayed – Cost Reference 1 or Cost Reference 2. Screen Information Func: 1 digit Enter the desired function code: A = add a cost reference valid value. D = delete a cost reference valid value. U = update a cost reference valid value. Cost Ref: 7 digits Identify the number you want to be valid for entry in the cost reference field on transaction screens. Cost Ref 50 characters Description: Enter a description of the cost reference value. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. General Ledger Accounts and Attributes The General Ledger (GL) is a self contained balance sheet account that may include assets, liabilities, and fund balance. GL accounts are created and viewed on Screen 2. Each screen provides basic descriptive information about an account that may include an account title, the name of the person responsible for the account, its purpose, and the department within the organization using the account. Screen 2 - General Ledger 6 Digit Accounts 002 GL 6 Digit 03/09/09 13:34 FY 2009 CC 02 Screen: ___ Account: 026000 ____ DISTANCE LEARNING - NONFUNDED CLR Account Title: DISTANCE LEARNING - NONFUNDED CLR__ Resp Person: 2uuuuuuu7 ISLER, IRENE I Old Acct: _______________ Year-end Process: F Reclassify: _ Reporting Group: __ Aux Code: ___ AFR Fund Group: 20 Fund Group: DS Sub Fund Group: DF Sub-Sub: __ Function: 30 Default Bank: 06000 Override: Y SL Mapped Count: 1 Alternate Banks: ***** _____ _____ _____ _____ Security: ______ Dept S-Dept Exec Div Coll Mail Cd Stmt Primary: SFSV_ _____ FN CO C6001 Y Secondary: _____ _____ _____ _ Fund Source: 08 ________________________________________ Long Title: DISTANCE LEARNING - NONFUNDED CLEARING__ ________________________________________ Account Letter: Y Setup Date: 09/15/1999 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Access Screen 2 or Screen 4. • Type an account number into the Account: field on the Action Line and press . • Type in necessary information as desired. Press . For more information about any field, move the cursor to that field and press PF2. Create/Modify General Ledger Accounts Attribute records also provide additional general information about an account. This includes a long description, the payroll analysis code, and endowment earnings distribution, as applicable. These records can be created or modified using Screen 2 and/or Screen 4. When you type a number in the account field and this is the number of an existing account, its attribute information will appear. If this is the number of a new account, no attribute information will appear, but you can now input this information in the necessary fields. Screen 2 and 4 – General Ledger Accounts and Attributes (cont’d) Screen 4 - GL Attributes 2 004 GL Attributes 2 03/09/09 13:36 FY 2009 CC 02 Screen: ___ Account: 026000 ____ DISTANCE LEARNING - NONFUNDED CLR ---Endowment Earnings Distribution--- Element of Instit. Cost: ___ Sub-El: __ Acct: ______ _____ ____ Pct: ______ Restricted: _ Acct: ______ _____ ____ Pct: ______ Payroll Acct Analysis: ____ Acct: ______ _____ ____ Pct: ______ Bond Issue: ________ Acct: ______ _____ ____ Pct: ______ Accountant Responsible: 8uuuuuuu9 Acct: ______ _____ ____ Pct: ______ LENZY, LORENA L ------ Subcode Edits ------ Interest Exempt: _ Low High Match Interest Exempt Reason: __ ____ ____ _ Interest GL Acct: ______ ____ ____ _ Capital Campaign: _ ____ ____ _ Delegation Type: _ ____ ____ _ ____ ____ _ Comments: DISTANCE LEARNING CLASSES ARE FOR OUT OF STATE RESIDENTS____ ONLY. NO EXPENSES RELATED TO IN STATE WEB CLASSES ALLOWED._ SOF: STUDENT FEES___________________________________________ ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Screen 2 Action Line . Account: 10 digits Enter a General Ledger account number. Screen Information . Account Title: 35 characters Signify the title of the account. . Resp Person: Help 9 digits Type the personal ID of the person responsible for the account. Old Acct: 15 digits Provide the previous account number used in the predecessor system. . Year-end Process: Help 1 character Determine the processing at year end. F = Fiscal Year P = Project Year E = Encumbrance Only (SL's only) T = Transfer BBA (SL's Only) D = BBA to Different account (SL) Reclassify: 1 character Indicate the special action must be taken to reclassify the account for financial reporting purposes. Screen 2 and 4 – General Ledger Accounts and Attributes (cont’d) Reporting Group: Help 2 characters Designate the grouping for reports. (Used primarily for AL-RSCH.) . Aux Code: Help 3 characters Enter an auxiliary code for reports, especially AFR. AFR Fund Group: Help 2 digits Identify the AFR fund group to which the account belongs. Fund Group: 2 characters Shows fund group to which the account belongs. Sub Fund Group: 2 characters Shows the sub-grouping for Fund Group codes. Sub-Sub: Help 2 characters Enter the lower level grouping of Sub Fund Group. Function: Help 2 characters Enter the NACUBO function that TAMUS uses. . Default Bank: Help 5 digits Include the bank number of the default bank to be used for this account. Override: 1 character Indicate whether or not (‘Y’ or ‘N’) the default bank may be overridden. SL Mapped Count: 6 digits Shows number of subsidiary ledger accounts mapped to the GL account. Alternate Banks: 5 digits or asterisks (*****) / 5 fields available Identify bank number of alternate bank(s) that can be used with GL account. Alternate banks may be entered using wild cards (i.e. ***** or 1****). You may enter up to 5 specific banks. Security: Help 6 characters Include the user-defined word for account access; this must match an individual’s security profile for access. Primary . Dept: Help 5 characters Identify the department responsible for the account. S-Dept: Help 2 characters Designate the sub- department using the account. Exec: Help 2 characters Shows the Executive level office responsible for the account. The information in this field is updated on Screen 860. Screen 2 and 4 – General Ledger Accounts and Attributes (cont’d) Div: Help 2 characters Designates the division using the account. The information in this field is updated on Screen 860. Coll: Help 2 characters Identifies the school/college using account. The information in this field is updated on Screen 860. Mail Cd: Help 6 characters/digits Include the Mail Code where reports can be sent. Stmt: 1 character Indicate whether or not (‘Y’ or ‘N’) a statement for the account is to be printed. Secondary Dept: Help 5 characters Designate the department responsible for the account. S-Dept: Help 2 characters Enter the sub-department using the account. Exec: Help 2 characters Shows the Executive level office responsible for the account. The information in this field is updated on Screen 860. Div: Help 2 characters Designates the division using the account. The information in this field is updated on Screen 860. Coll: Help 2 characters Identifies the school/college using account. The information in this field is updated on Screen 860. Mail Cd: Help 1 character/5 digits Enter the Mail Code where reports can be sent. Stmt: 1 character Indicate whether or not (‘Y’ or ‘N’) a statement for the account is to be printed. The account letter lists all the attributes with the account and can be sent to the account owner. Fund Source: Help 2 digits Indicate the major source of funds. Long Title: 80 characters Include the long title of the account. Screen 2 and 4 – General Ledger Accounts and Attributes (cont’d) Account Letter: Help 1 character Indicate whether or not (‘Y’ or ‘N’) the account letter is to be printed. The account letter lists all the attributes with the account and can be sent to the account owner. Setup Date: 8 digits Enter the date the account was established. Screen 4 Element of Help 3 characters Instit. Cost: Indicate the area of expenses for reporting institutional cost. Sub-El: Help 2 digits/characters Enter the lower level (sub-element) of the area of expenses for reporting: Numeric - User-defined codes Alpha - System-defined codes Endowment Earnings Distribution Acct: 15 digits Identify the SL account number to receive the earnings. Pct: 5 digits Indicate the percentage of endowment earnings given to specified SL. Restricted: 1 character Indicate whether or not (‘Y’ or ‘N’) the account is restricted or unrestricted. Payroll Acct 4 digits Analysis: Include the Payroll accounting analysis number used by BPP to distribute payroll. Bond Issue: 8 digits Indicate the Issue number for Bonds. Accountant Help 9 digits Responsible: Shows the personal ID number of Fiscal Accountant responsible for account. Interest Exempt: 1 character Indicate whether (‘Y’ or ‘N’) account is exempt from interest charges or not. Interest Exempt Help 2 characters Reason: Include the code explaining the reason this is exempt from interest charges. Interest GL Acct: 6 digits Enter the GL account used to pay the interest. Capital Campaign: Help 1 digit Identify the Capital Campaign code used for reporting purposes. Screen 2 and 4 – General Ledger Accounts and Attributes (cont’d) Delegation Type: Help 1 character Include the delegation type for the account. These edits override the Global Subcode Edit Table (Screen 803). Subcode Edits: Low: 4 digits Include the subcode defining the low range to be controlled. High: 4 digits Enter the subcode defining the high range to be controlled. Match: 1 character Indicate whether or not (‘Y’ or ‘N’) to allow use of codes within the high/low range. Comments: 240 characters Use to further describe GL account. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF5 Next Next Advances to the next screen. General Ledger 10-Digit Account FAMIS will allow you to create/modify/display a GL 10-digit account on-line. You must create the 6-digit account (L-XXXXX-0000) before attempting to create any related dollar records or subsequent attribute records. You can use Screen 3 to display the Account Control Description. Screen 3 – GL 10 Digit 003 GL 10 Digit 03/31/08 16:20 FY 2008 CC 02 Screen: ___ Account: 012000 1100 GENERAL ADMINISTRATION Account Control Description: Claim on Cash______________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Access Screen 3. • Type a 10-digit account number into the Account: field on the Action Line and press . • Data will be displayed in the Account Control Description: field. Modify as needed and press to record change. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Type in the GL account number and account control number. Screen Information . Account Control 35 characters Description: Enter a description of the account. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Create SL Accounts and Attributes FAMIS will allow you to create, modify or display a 6-digit SL account on-line. You must create the 6-digit account (L-XXXXX-0000) before attempting to create any related dollar records or subsequent attribute records. Screens 6 and 8 are designed for SL account records. There are three panels of information for this screen. However, if you do not have update security access you will only be able to view the main screen. PF Keys: • PF5 (Next) key - allows you to move between Screens 6, 8 and 9 (attribute screens) without having to type a screen number on the Action Line. • PF6 and PF7 keys - only functional if you have UPDATE security access for Screen 6. • PF10 and PF11 keys - only functional if you have UPDATE security access for Screens 8 and/or 9. Screen 6 - Subsidiary Ledger 6 Digit Account (FSA) – (Panel 1) 006 SL 6 Digit Account (FSA) 07/19/10 13:37 FY 2010 CC 02 Screen: ___ Account: 271030 4010 HORTICULTURE MISCELLANEOUS Account Title: HORTICULTURE MISCELLANEOUS_________ SA create enable: Y Resp Person: 3uuuuuuu8 DANIELS, DAVID D Old Acct: _______________ ABR Rule: 001 Map Code: 27103 Reporting Group: __ Bottom Line Cntl: Y Deflt Cat Cntl: R Deflt Cat Tol Pct: _______ AFR Fund Group: 23 Fund Group: DS Sub Fund Group: SM Sub-Sub: SC Year-End Process: E Year-End Acct: __________ Function: 35 Sub-Fun: __ Default Bank: 06000 Override: Y Proj FYTD End Mo: 08 Aux Code: ___ Alternate Banks: ***** _____ _____ _____ _____ Security: ______ State Funds: _ Appropriated: _ ----SA Transactions--- Dept S-Dept Exec Div Coll Mail Cd Stmt Budget Actual Primary: HORT_ _____ AA CD AG C2133 Y Expense: N N Secondary: _____ _____ _____ _ Revenue: N N Admn for CC: __ Dept: _____ SDept: _____ Center CC: __ Dept: _____ SDept: _____ Fund Source: 09 _______________________________________ TRS/ORP Exempt: _ Long Title: HORTICULTURE MISCELLANEOUS______________ ________________________________________ Account Letter: _ Setup Date: 06/19/2000 Iteration Date: 06/19/2000 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next CAcct CProj Left Right These fields are MAESTRO related fields and can be changed even if the Fiscal Year has been closed. Basic Steps • Access Screen 6 or Screen 8. • Type an account number into the Account: field on the Action Line and press . If this is the number of an existing account, its attribute information will appear. If this is the number of a new account, no attribute information will appear, but you can now input this information in the necessary fields. • Type a map code, and then type data into as many of the optional fields as desired. Press to record this information. For more information about any field, move the cursor to that field and press PF2. Screen 6 or 8 – Create SL Accounts and Attributes (cont’d) • On Screen 6 or Screen 8, you can create a new SL account and bring forward the attributes from either an existing GL or SL by pressing PF6. This is intended to reduce the amount of input to fields that will be common to the one copied. To use this feature, enter the account number you wish to add on the Action Line and press Enter. Then press PF6. The pop-up window asks that you enter the account to be copied. Do this and press . Most attribute fields will be filled in with the values from the original account, but not all. The fields may be changed as needed. • On Screen 6, to create a new account from data existing on an SPR project, press PF7. This is intended to reduce the amount of input to fields that will be common to the project. To use this feature, you first enter the account number you wish to add on the Action Line and press . Then press PF7. The pop-up window asks that you enter the project number that will be used to populate the SL. Do this and press . Most attribute fields will be filled in with the values from the original account, but not all. The fields may be changed as necessary. • On Screen 6, if you have UPDATE security access for Screens 8 or 9, you can press PF11 to scroll to Panel 2 and view information from Screen 8 and press PF11 again to scroll to Panel 3 and view information from Screen 9. Create/Modify SL Account Process Attributes The subsidiary ledger contains revenue and expense accounts for activities, such as instruction, institutional support or auxiliary services. The characteristics of the account, such as account title, responsible person, department code, etc., are called attributes. The Effort Category Code has been added as an attribute at the Support Account (SA) level on Screen 51. It has the exact same choices available as the Subsidiary Ledger level on Screen 8. If the Effort Cat: field is left blank on Screen 51 the information will be considered equal to that at the SL level. Please Note: This is a key item in preparing the IDC calculation. Map Code When a 6-digit SL account is created, it requires one of the map code attributes. This code defines the indirect updating relationship between the SL account and the GL account to which it relates. Each time a transaction is posted to a revenue or expense account in the SL, FAMIS automatically updates the claim-on-cash and fund balance maintained in the related GL account. Map codes can only be changed if there are zero dollars on the account. If you need to change the map code after setting up a new account, you will need to delete the account, and then drop the account. Once the account is gone, create the account again with the correct map code. Screen 6 or 8 – Create SL Accounts and Attributes (cont’d) Map codes on a Subsidiary Ledger can be changed under the following circumstances: (1) The user has both screen security for updating Screen 6 and element security (element 9) to update the map code field. (2) At each object code any transactions must be net zero. (3) The map code must be updated before dollar information is added to the account. If you need to change a map code after the account has activity, see the map code instructions on Screen 19 in this manual. 10-Digit Subsidiary Ledger Accounts Once a 6-digit Subsidiary Ledger account is created, detailed line items for dollar activity associated with the account may be specified. Some examples include: salaries, travel, and supplies for an expense account, or tuition income, interest income and rental income for a revenue account. When a 4-digit revenue or expense object code is assigned to each detailed line item, the object code is appended to the original 6-digit number. Therefore, one 6-digit account may have multiple object codes or detail lines of revenue and/or expense associated with it. It is this complete 10-digit account number that is then used for posting dollar related transactions to FAMIS. Bank A default memo bank for the SL is required. This bank is the default bank for cash transactions for the account, but can be changed to another bank on the transaction. COA Table Before any accounts can be created, FAMIS must have a chart of accounts (COA) table. The COA table establishes some general rules about the ranges of account numbers that are valid for use. Each time a new 6-digit account is created, FAMIS edits the COA table to assure that this account meets the basic rules. SL account records are created and modified using Screen 6 and Screen 8. From either of these screens, enter a valid SL account number and press . Type in the SL account information as desired. To record the information, press . Subcode Edits You can override a global subcode edit on an account using the Subcode Edits matrix on Screen 8. This allows up to five (5) account subcode edits. Here you can enter a subcode or range of subcodes that will not be allowed nor will be allowed on the individual accounts. This overrides Screen 803, Global Subcode Edits. Screen 6 or 8 – Create SL Accounts and Attributes (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Screen 6 Action Line . Account: 10 digits Type in the SL account number. Screen Information Panel 1 . Account Title: 35 characters Enter the title of the account. SA create enable: Help 1 character Identify whether or not to create support accounts for this SL account: . Resp Person: Help 9 digits Enter the identification number of the person responsible for the account Old Acct: 15 digits Provide the account number used in the previous system. . ABR Rule: 3 digits Indicate the specific rule for automatic budget reallocation that the account follows. . Map Code: 5 digits Identify the map code (GL account ID, second to sixth digits) indirectly updated by SL transactions. Reporting Group: Help 2 characters Designate the account number that reports to a specified group. Bottom Line Cntl: Help 1 character Indicate whether or not (‘Y’ or ‘N’) Control is used on the attribute record bottom line. Deflt Cat Cntl: Help 1 character Identify the default category control N = No default category budget control W = warning if over budget R = reject if over budget Deflt Cat Tol Pct: Help 5 digits Include the default category total percent. If the default category total percent is filled in the percent can go over budget. Screen 6 or 8 – Create SL Accounts and Attributes (cont’d) AFR Fund Group: Help 2 digits Enter the Annual Financial Reporting Fund Group code appropriate for the account. Fund Group: 2 characters Identify the Fund Group code associated with the account. Sub-Fund Group: 2 characters Include the sub-grouping for Fund Group codes. Sub-Sub: Help 2 characters Enter lower level grouping of Sub-Fund Group. . Year-End Process: Help 1 character Indicate the process to be followed at the end of the fiscal year for the SL account. Year-End Acct: Help 10 digits Indicate the account and object code for receipt of balances in accounts using ‘T’ in Year-End Process field. . Function: Help 2 characters/digits Enter the current fund expenditures purpose. (Except ledgers 7 and 9). Holds the NACUBO function code. Sub-Fun: Help 2 characters Indicates the sub-grouping for the Function code. . Default Bank: Help 5 digits Enter the default bank account number for vouchers written against the Subsidiary Ledger. Override: 1 character Indicate whether or not (‘Y’ or ‘N’) the default bank may be overridden. Proj FYTD End Mo: Help 2 digits Indicate ending month of Project Fiscal Year-To-Date. Aux Code: Help 3 characters Designate the secondary or auxiliary code for reports. Alternate Banks: 5 digits / 5 fields Identify the alternate bank account(s) for vouchers written against the Subsidiary Ledger. Alternate banks may be entered using wild cards (i.e. ***** or 1****). You may enter up to 5 specific banks. Security: Help 6 characters Enter the department-defined security word for account access. Screen 6 or 8 – Create SL Accounts and Attributes (cont’d) State Funds: Help 1 character Indicate whether or not (‘Y’ or ‘N’) the funds are from a state account. State limit on Screen 310 will be used for purchasing regardless of the bank. Appropriated: Help 1 character ‘Y’ indicates the funds in the account are State funds. When closing a purchase order, this flag determines if a contract workforce pop-up window should appear. Primary . Dept: Help 5 characters Designate the department responsible for the account. S-Dept: Help 5 characters Include a sub-grouping for departments using the account. Exec: 2 characters Shows the Executive level office responsible for the account. This information is updated on Screen 860. Div: 2 characters Designates the division using the account. This information is updated on Screen 860. Coll: 2 characters Identifies the College responsible for the account. This information is updated on Screen 860. Mail Cd: Help 5 characters/digits Enter the Mail Code for the location or address of responsible person; Secondary mail code used the same as Mail Code 1. Format is AXXXX where A is a location indicator and XXXX are user-defined numbers or alpha characters. Stmt: 1 character Indicate whether or not (‘Y’ or ‘N’) a statement for the account is to be printed. SA Transactions Budget Expense: Help 1 character Identify the status of the expense budget. Actual Expense: Help 1 character Include the status of the actual expense budget. Budget Revenue: Help 1 character Identify the status of the revenue budget. Actual Revenue: Help 1 character Identify the status of the revenue budget. Screen 6 or 8 – Create SL Accounts and Attributes (cont’d) Secondary Dept: Help 5 characters Designates the department responsible for the account. S-Dept: Help 5 characters Designate a sub-grouping for departments using the account. Exec: 2 characters Shows the Executive level office responsible for the account. This information is updated on Screen 860. Div: 2 characters Designates the division using the account. This information is updated on Screen 860. Coll: 2 characters Identifies the college responsible for the account. This information is updated on Screen 860. Mail Cd: Help 5 characters/digits Enter the Mail Code for the location or address of responsible person; Secondary mail code used the same as Mail Code 1. Format is AXXXX where A is a location indicator and XXXX are user-defined numbers or alpha characters. Stmt: 1 character Indicate whether or not (‘Y’ or ‘N’) a statement for the account is to be printed. Admn for CC: Help 2 digits Data for this field is associated with the Maestro system. Dept: Help 4 characters Data for this field is associated with the Maestro system. SDept: 4 characters Data included in this field is associated with the Maestro system. Center CC: Help 2 digits Data included in this field is associated with the Maestro system. Dept: Help 4 characters Data included in this field is associated with the Maestro system. SDept: 4 characters Data included in this field is associated with the Maestro system. Fund Source: Help 2 digits Designate where the source of funds is coming from for the account. TRS/ORP Exempt: Help 1 character Type ‘Y’ if the account allows TRS/ORP exemptions. Screen 6 or 8 – Create SL Accounts and Attributes (cont’d) Long Title: 80 characters Identify the Long Title of the account. Account Letter: Help 1 character Type ‘Y’ if the account letter is to be printed. Setup Date: 8 digits Enter the date the account was established. . Iteration Date: 8 digits Enter the iteration date to be used for the Maestro application to help identify and grouping accounts that are the same from year to year. Acct: 101084 FY: 2008 Iteration Dt: 07/05/2008 FY: 2010 Iteration Dt: 09/01/2009 Detp: AIAG Sub-Dept: APRG Dept: INRE Sub-Dept: FAMIS Proj: 0000000001 Function: 25 Proj: 0000009999 Function: 25 Desc: TEST Desc: TEST ITERATION DATE Pers ID: 1nnnnnnn1 Person ID: 1nnnnnnn1 BOONE, BEN BOONE, BEN This account exists in other year(s). If the purpose of the account is related to the existing account(s), confirm the data and press to continue. Iteration Date: 09/02/2009 Screen 8 extends the attribute information for an SL account. Screen 8 - Subsidiary Ledger Attributes 2 008 SL Attributes 2 03/09/09 14:03 FY 2009 CC AM Screen: ___ Account: 271030 4010 HORTICULTURE MISCELLANEOUS Element of Cost: ___ Sub-El: __ Foreign Tvl: 2 Gen Exp Bud: _ Effort Category: USVC_ Rev Pledged: _ Restricted: _ Salary Sav. Dist: ______ _____ ____ Pyrl Acct Anal: 5012 Delg Type: _ Fac Salary Sav. Dist: ______ _____ ____ Int Exempt: _ Int Exe Reason: __ Fac Savings Form 500: ______ _____ ____ Interest Acct: ______ _____ Grad Savings Form 500: ______ _____ ____ Obj Trans --- Subcode Edits --- Bond Issue: ________ Cat Type Low High Match Budget Sort: ______ Cost Ref 1: _ _ ____ ____ _ Gift Fee Exempt: _ Cost Ref 2: _ _ ____ ____ _ A/R Clerk Cd: __ Cap. Campaign: _ ____ ____ _ GCP/Constr.Proj: __________ ____ ____ _ Accountant Resp: 5uuuuuuu4 RONSON, ROGER R ____ ____ _ Title to Equip: ________________________________________ Comments: SERVICE ACCT-TO DEPOSIT REVENUE INCURRED FR ORGANIZATIONS___ ON CAMPUS THAT RENT PLANTS FR HORTICULTURE. PLANTS, SOIL,__ PESTICIDES, HERBICIDES, FERTILIZER, IRRIGATION SUPPLIES,____ MISC. GREENHOUSE SUPPLIES.__________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next CAcct Screen 6 or 8 – Create SL Accounts and Attributes (cont’d) Screen 8 Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Type in the SL account number. Screen Information Element of Cost: Help 3 characters Indicate the area of expenses for reporting. Sub-El: Help 2 digits/characters Enter the lower level (sub-element) of the area of expenses for reporting: Numeric = User-defined codes Alpha = System-defined codes Foreign Travel: Help 1 digit Specify any restrictions governing foreign travel approval. Gen Exp Bud: 1 character Indicate (‘Y’ or ‘N’) if this account will have expense budget automatically generated from available revenue budget. This is done in a nightly batch job. Effort Category: Help 5 characters Define the effort category of fund use. This is a key item in preparing the IDC calculation. Rev Pledged: 1 character Indicate if account will be receiving pledged revenue. Restricted: 1 character Indicate whether or not (‘Y’ or ‘N’) the account is restricted or unrestricted. Salary Sav. Dist.: 10 digits Enter the account (SL) number receiving any salary savings distributions. Pyrl Acct Anal: 4 digits Include the code that defines banks and accounts for payroll analysis processing. Delg Type: Help 1 character Enter the delegation type for the account. Fac Salary 10 digits Sav. Dist: Identify the SL account receiving faculty salary savings distribution. Screen 6 or 8 – Create SL Accounts and Attributes (cont’d) Int Exempt: Help 1 character Type ‘Y’ if this is an interest exempt account. Int Exe Reason: Help 2 characters Include the code explaining reason account is interest exempt. Fac Savings 6 digits Form 500: Identify the SL account number receiving faculty savings from Form 500. Interest Acct: 11 digits Enter the SL account number to use for paying interest. Grad Savings 10 digits Form 500: [This field is not currently used.] Bond Issue: 8 digits Indicate the issue number for bonds tied to this account. Budget Sort: Help 6 digits [This field is not currently used.] Gift Fee Exempt: 1 character Indicate whether or not (‘Y’ or ‘N’) the account is exempt from gift fee. A/R Clerk Cd: Help 2 characters Identify the code used by Research Foundation to indicate which Accounts Receivable Clerk handles the billing on the account. GCP/Constr.Proj: 10 digits Designate the project number for building projects. Accountant Resp: Help 9 digits Identifies personal ID number of the accountant responsible for the account. Title to Equip: 40 characters Include a detailed description/title to equipment. Comments: 240 characters Include any comments about the account. Cost Ref 1 & 2: Obj Cat: Help 1 digit Indicate if cost references are required for certain type of accounting transactions (object category). Trans Type: Help 1 digit Signify if cost references are required for certain type of accounting transactions. Cap. Campaign: Help 1 digit Identifies the Capital Campaign code used for reporting purposes. Screen 6 or 8 – Create SL Accounts and Attributes (cont’d) Subcode Edits Low: 4 digits Enter the low subcodes to be controlled. Global subcode edits specified on this screen will take precedence over those entered on the Global Subcode Edit Table (Screen 803). High: 4 digits Define the high subcodes to be controlled. Global subcode edits specified on this screen will take precedence over those entered on the Global Subcode Edit Table (Screen 803). Match: 1 character Type ‘Y’ if the account is allowed to spend on the subcode. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF5 Next Next Press this key to advance to the next screen (Screen 6 to Screen 8, and from Screen 8 to Screen 9). Press this key on Screen 9 to return to Screen 6. You need UPDATE security for Screens 8 and/or 9 to access these keys. PF6 Copy Account CAcct Create a new SL account and bring forward the attributes from either an existing GL or SL. PF7 Copy Project CProj Create a new account from data existing on an SPR project. Subsidiary Ledger 10 Digit Maintenance FAMIS allows you to freeze an account at the object code level. This will prevent further activity at this object code. In addition, you may activate a line item budget account on-line. By setting the flag to yes (Y), you can post budget to this object code, even though this object code is not defined in the ABR rule as a budget pool. Screen 7 - SL 10 Digit Maintenance 007 SL 10 Digit Maintenance 03/09/09 14:14 FY 2009 CC 02 Screen: ___ Account: 144013 1000 VET MED - TEACHING HOSPITAL Object Code Description: All Expense Pool___________________ _ - FREEZE this account from future activity Y - Line Item Budget Activate Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 7. • Type an account number in the Account: field on the Action Line and press . • Enter/modify object code Description: field. Press to record. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Type in the SL/SA account number. Screen Information Object Code 35 characters Description: Include a description of the object code. FREEZE: Help 1 character Type ‘Y’ to freeze this account from further activity. Line Item Budget 1 character Activate: Type ‘Y’ to activate the line item budget. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Subsidiary Ledger Grant/Contract Attributes Subsidiary Ledger (SL) grant/contract records are created and modified using Screen 9 and tie the account to a sponsored project in the SPR module. Screen 9 - Subsidiary Ledger Grant/Contract Attributes 009 SL Grant/Contract Attributes 03/11/10 10:24 FY 2010 CC 99 Screen: ___ Account: 476110 ____ PERFORMANCE RESTORATION Sponsored Project: 4761100000 Billing Revenue Object: 0250 Start Date: 09/08/2006 Indirect Expense Object: 9610 End Date: 09/30/2010 Indirect Revenue Object: 0320 TAMRF Acct/Proj Nbr: ___________ TE Certify: Y System Member: 12 E-Verify: _ Funding: ----- Indirect Cost ---- ------- Responsible Persons ------ Base: MTDC____ 1: __ 3uuuuuuu6 CARLTON, CARLY C Rate: 45.50_ 2: __ _________ Distribution: 0000000005 3: __ _________ 4: __ _________ ---------------------Project Information - Display Only ----------------------- Short Title: PERFORMANCE RESTORATION FOR RETROREFLECT Sponsor: 0000730 DOT-FEDERAL HIGHWAY ADMINISTRATION Award Nbr: DTFH61-06-C-00033 CFDA Nbr: 20.000 Total Awarded: 260939.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next CProj AResp Use PF8 key to add up to 26 additional responsible persons. Basic Steps • Advance to Screen 9. • Type an account number into the Account: field on the Action Line and press . If this is the number of an existing account, its attribute information will appear. If this is the number of a new account, no attribute information will appear, but you can now input this information in the necessary fields. • The Billing Revenue Object, Indirect Expense Object and Indirect Revenue Object will not automatically be populated. This change is due to the new object codes being based on source of funds rather than sponsor type. These are now required fields when adding an SPR project number to an account. • The Billing Revenue Object entry determines the Indirect Expense, Indirect Revenue and Distribution (2026 ACT). Press to record the information. • To create a new account from data existing on an SPR project, press PF7. This is intended to reduce the amount of input to fields that will be common to the project. To use this feature, you first enter the account number that you wish to add on the Action Line, and press . Then, press PF7. The pop-up window asks that you enter the project number that will be used to populate the SL. Do this and press . Most attribute fields will be filled in with the values from the original account, but not all. The fields may be changed as necessary. • Press PF8 to add up to 26 additional responsible persons. Screen 9 – Subsidiary Grant/Contract Attributes (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter a Subsidiary Ledger account number. Screen Information Sponsored Project: 10 digits Include the number assigned in the SPR module. . Billing Revenue 4 digits Object: Designate the object code used for billing project sponsor. Only object codes 0250 through 0279, and 0286 are allowed. Start Date: 8 digits Enter date funds will be designated for project. . Indirect Expense 4 digits Object: Include the object code used for billing sponsor for indirect costs associated with the project. End Date: 8 digits Identify date the sponsored project should end. . Indirect Revenue 4 digits Object: Enter the object code used for specifying revenue received from indirect expenses for the project. TAMRF 11 digits Acct/Proj Nbr: Include the Texas A&M Research Foundation account and project number that matches this FAMIS account. TE Certify: Help 1 character Signify (‘Y’ or ‘N’) if the account must be Time and Effort certified. The default is blank. If account meets the criteria for T&E certification (e.g. Federal Grant), this field will default to ‘Y’. System Member: Help 2 digits Identify the TAMUS member where project is initiated. E-Verify: Help 1 character Federal contractors are required to agree to E-Verify employees paid on contracts. This flag (‘Y’, ‘N’ or blank) is used to help identify the accounts and affected employees paid on these accounts. Screen 9 – Subsidiary Grant/Contract Attributes (cont’d) Funding: 12 characters Displays “ARRA Stimulus” if either the AFR Fund Group: field on Screen 6 contains “41” (Restricted-ARRA), or if the Sub-Sub: field on Screen 6 contains “AR”. Helps to track any type of special funding such as the American Recovery and Reinvestment Act (ARRA). Indirect Cost: Base: 8 characters Include base or rules for indirect cost charges. Rate: 5 digits Indicate rate indirect costs will be charged. Distribution: 10 digits Identify the code to be used for percentage distribution of indirect cost. Responsible Persons Help 9 digits 1, 2, 3, 4: Indicate the type and identification number (UIN) of the person(s) responsible for the account. Use PF8 to add additional responsible persons. The following fields are displayed from data input in the SPR module. Short Title: 50 characters Shows the title of project in SPR tied to account. Sponsor: 50 characters Identifies sponsor name for the SPR project tied to this account. Award Nbr: 11 digits Indicates award number associated with project. CFDA Nbr: 8 digits Identifies the Catalog of Federal Domestic Assistance number assigned to the SPR project. Total Awarded: 15 digits Gives the total dollar amount awarded to project. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF5 Next Next Advances to the next screen. PF7 Create Project CProj Create a new account from data existing on an SPR project. PF8 Additional Responsible Persons AResp Used to add up to 26 additional responsible persons. Subsidiary Ledger Delegation of Authority FAMIS allows you to identify persons who have some delegated authority on an account. You may do this using Screen 8B. Screen 8B - Subsidiary Ledger SL Delegation of Authority 08B SL Delegation of Authority 03/09/09 14:22 FY 2009 CC 01 Screen: ___ Account: 271030 4010 FINANCE SERVICES ---------- Delegate Authority to ---------- Person ID Name Comments --------- ----------------- -------------------------------------------------- _________ SANDERS, SARAH - ALL DOCUMENTS____________________ 4uuuuuuu2 KINSEY, KARLA K PREP PURCH/TRAVEL VOUCHERS; APPROVE_______________ _________ PURCH REQS/ORDERS/VOUCHS & PAYROLL DOCUMENTS____ 8uuuuuuu6 CLARK, CONDY C SARA S. & B. BARRONSEN PREPARE PURCH/TRAVEL VOUCHE _________ __________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 8B. • Type an account number into the Account: field on the Action Line and press . • To add, enter the person's ID number, comment, and press . Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter a Subsidiary Ledger account number. Screen Information Person ID: Help 9 digits, 5 lines Identify the identification number of the person being delegated the authority. Delegate Authority to Name: 20 characters, 5 lines Enter the full name of the authorized person. Comments: 100 characters, 5 lines Include comments about the person or the account. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Effort Category Updates Screen 8C is a specialized screen that allows updates to be made to the Effort Category: field. Use of this screen would be given to persons who do not have update access to Screen 8. Screen 8C - Effort Category Updates 08C Effort Category Updates 03/09/09 14:23 FY 2008 CC 02 Screen: ___ Account: 271020 4010 PROTEIN CHEMISTRY LABORATORY Effort Category: USVC_ UNALLOW - SERVICE DEPARTMENTS ----------------------------- Display Only ---------------------------------- Dept: BCBP BIOCHEMISTRY AND BIOPHYSICS Fund: 09 SALES AND SERVICES Function: 35 INSTITUTIONAL SUPPORT Comments: TO DEPOSIT RECEIPTS COLLECTED FROM SERVICES PROVIDED BY THE PROTEIN CHEM LAB & TO PAY FOR ITEMS, SERVICES AND PERSONNEL NECESSARY FOR DAY TO DAY OPERATIONS OF LAB. SALARIES, TELE SVCS, SUPPLIES, EXPRESS MAIL, ETC. SOF: SALES/SERVICES Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 8C. • Type an account number in the Account: field on the Action Line and press . • Type desired change or addition in the Effort Category: field and press . Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter a Subsidiary Ledger account number. Screen Information Effort Category: Help 5 characters Enter the appropriate effort category code. Dept: 5 characters/25 characters Displays the initials and the full name of the department. Fund: 2 digits/25 characters Displays the code and description of the fund. Function: 2 digits/25 characters Identifies the current fund expenditures purpose. This field holds the NACUBO Function code. Screen 8C – Effort Category Updates (cont’d) Comments: 240 characters Displays any additional comments or a detailed description of the bank account. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Support Account Effort Category Updates To update the effort category for a support account (SA), use Screen 51C. All fields entered on this screen override fields on the parent SL account. Screen 51C – SA Effort Category Updates 51C SA Effort Category Updates 03/09/09 14:26 FY 2009 CC 02 Screen: ___ Account: 144013 00000 Effort Category: DINS_ DIRECT - INSTRUCTION Dept: VTEA VET - TEACHING HOSPITAL *** All fields entered on this screen override fields on the Parent SL *** ------------------------ SL Information - Display Only ------------------------ Effort Category: DINS DIRECT - INSTRUCTION Dept: VTEA VET - TEACHING HOSPITAL Fund: 05 STATE GENERAL REVENUE Function: 10 INSTRUCTION Comments: STATE FUNDING FOR THE COLLEGE OF VETERINARY MEDICINE - TEACHING HOSPITAL OPERATING EXPENSES. PURCHASES MUST FOLLOW STATE GUIDELINES. Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 51C. • Type the account number on the Action Line and press to display current effort category information. • Modify the fields as desired, and press to record the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 11 digits Enter the desired Subsidiary Ledger (SL) account + Support Account (SA) number to be updated. Screen Information Effort Category: Help 5 characters Enter the appropriate effort category code for the account. This is a key item in preparing the IDC calculation. For example: Blank = Not specified CSIN = Cost share instruction CSOR = Cost share-organized research CSOS = Cost share-other spon. activities DCSH = Direct – Cost sharing Dept: Help 4 characters Designate the department responsible for the account. Screen 51C – SA Effort Category Updates (cont’d) SL Information Effort Category: 5 characters Displays the effort category code for the SL account. Dept: 4 characters Shows the department responsible for the SL account. Fund: Help 2 digits Identifies the funding source for the SL account. Function: 2 digits Displays the function code for the SL account. Comments: 4 lines Shows comments about the SL account. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. Support Account Category Maintenance Screen 58 is used to set the Support Account category flags. These flags include the bottom line budget control / unprotect budget control flag, and the default category control flag. In addition, there is a field provided to enter the default category tolerance percent. For additional information, see Screen 54. Screen 58 – Support Account Category Maintenance 058 Support Acct Category Maintenance 03/09/09 14:27 FY 2008 CC 02 Screen: ___ Account: 144013 00000 VET MED - TEACHING HOSPITAL Support Account Flags Y - Bottom Line Budget Control / Unprotect Budget Control Note: A Budget Control Flag of 'N' does not check Bottom Line and turns off protection of Protected Categories. The 'P' flag on Screen 10D will still display. R - Default Category Control Default Category Tolerance Pct: _______ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Advance to Screen 58. • Type ‘Y’ to control the bottom line budget control, or ‘N’ for no control. • Enter the desired flag code for the default category control and default category tolerance percent. • Press to set the flags. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 11 digits Enter the Subsidiary Ledger (SL) account + Support Account (SA) number to be encumbered. Bottom Line Help 1 character Budget Control / Type ‘Y’ if bottom line budget checks should be made for the account. Unprotect ‘N’ does not check bottom line and turns off protection of protected Budget Control: categories. ‘P’ flag on Screen 10D will still display. Screen 58 – Support Account Category Maintenance (cont’d) Default Category Help 1 character Control: Include the desired category control code to instruct the system on whether or not to perform budget checks at the category (pool) level. Valid values are: N = No Budget Control W = Warning if over budget R = Reject if over budget Default Category Help 5 digits Tolerance Pct: Indicate the percentage the category can go over budget. Negative values are also supported. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF12 Warnings Warns Displays nonfatal FAMIS warning messages. Department Support Account Attributes You may create or modify Support Accounts (SAs) for your department using Screen 50. The 11 digits making up a Support Account (SA) number consist of the 6-digit Subsidiary Ledger (SL) account number plus the 5-digit SA identification number. The attributes on this screen may be set to different values than the SL. You have the authority to change this information to make it specific to your support account. Fields left blank will assume the same values as the SL. Once you press on this screen you may not modify the bottom line control or the default category control using Screen 50. Instead, you would use Screen 54. Screen 50 – Department Support Account Attributes 050 Dept Support Account Attributes 06/14/10 09:17 FY 2010 CC 02 Screen: ___ Account: 144015 00000 IMAGE ANALYSIS LABORATORY-COLLEGE O Account Title: IMAGE ANALYSIS LABORATORY-COLLEGE O Resp Person: 4uuuuuuu2 GRAY, GARY G Security: ______ Old Acct: 18575__________ SA Group: ______ Roll BBA to Base: _ Bottom Ln Cntl: Y Deflt Cat Cntl: R Deflt Cat Tol Pct: _______ Dept S-Dept Exec Div Coll Mail Cd Stmt Primary: CLVM_ _____ AA CD VM C4461 Y Secondary: _____ _____ _____ _ Admn For CC: __ Dept: _____ SDept: _____ Center CC: __ Dept: _____ SDept: _____ Long Title: IMAGE ANALYSIS LABORATORY-COLLEGE OF VET MEDICINE_______________________________ *** All fields entered on this screen override fields on the Parent SL *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp All of the fields on this screen override the values set at the parent SL. Basic Steps Add a New Support Account • Advance to Screen 50. • Type an existing Subsidiary Ledger (SL) account number and a new Support Account (SA) number on the Action Line and press . • Type an account title. • Indicate whether or not you want bottom line control and/or default category control for the account. • Type additional account information, as desired. • Press to record the account information. Screen 50 – Department Support Account Attributes (cont’d) Modify an Existing Support Account • Advance to Screen 50. • Type a Subsidiary Ledger (SL) account number and Support Account (SA) number on the Action Line and press . • Add or modify account information, as desired and press to record the account information. Support Account Process Create Support Accounts Before you may create a Support Account, the fiscal office must first access Screen 6 to modify the Subsidiary Ledger (SL) account to allow for Support Account creation and FSA transactions. This is done by setting the SA Create Enable: field to ‘Y’ (see below). Screen 6 - SL 6 Digit Account (FSA) 006 SL 6 Digit Account (FSA) 06/07/10 08:45 FY 2010 CC 02 Screen: ___ Account: 144013 4010 VET MED - TEACHING HOSPITAL Account Title: VET MED - TEACHING HOSPITAL________ SA create enable: Y Resp Person: 1uuuuuuu8 STRALEY, SAMUEL 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: 70001 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 _______________________________________ Long Title: VET MED - TEACHING HOSPITAL_____________ ________________________________________ Account Letter: _ Setup Date: 06/10/1985 TRS/ORP Exempt: _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next CAcct CProj Left Right Support Accounts may then be created using Screen 50. From Screen 50, you should enter a valid 5-digit support account number and press . Type in the account information as desired. To record the information, press . Support Account Budget Attributes Bottom Line Control Controlling your budget by its “bottom line” means that FAMIS will allow transactions to post as long as there is budget available in the account total, regardless of the budget (or lack of) at the category level. When the bottom line control flag is set to ‘Y,’ transactions against your account will post only as long as they do not exceed the budget balance available for your account as a whole. Screen 50 – Department Support Account Attributes (cont’d) Default Category Control The default category control flag tells you whether or not the account budget may be controlled at the pool (or category) level. You may use this budget control in addition to, or in place of, the bottom line control (see above). Valid flag values are: N - No budget control at the category level, i.e. allows the system to process all transactions, including those that cause the category to go over budget. R - Instructs the system to reject transactions when the category goes over budget. W - Instructs the system to warn the user when a transaction will cause the category to go over budget. Default Tolerance Percent Default tolerance percent is a percentage entered to allow a leeway or tolerance against the budget available. This flag is used to control your budget at either the pool or bottom line level. If you turn the bottom line control flag on (‘Y’), the default tolerance percent will apply to your budget as a whole. If you set the default category control flag is to ‘W’ or ‘R’, the default tolerance will apply to the budget at the pool (category) level. If the bottom line control flag is set to ‘Y’ and the default category control flag is set to ‘W’ or ‘R,’ the default tolerance will apply to both and all transactions must pass both budget checks in order to be processed by FAMIS. You may enter the default tolerance percent as either a positive or negative number. For example: Default Tolerance Percent = 10.00% For a budget of $1000, all transactions totaling $1100 or less will be processed without warnings or rejections issued by FAMIS. Default Tolerance Percent = -10.00% For a budget of $1000, all transactions totaling $900 or less will be processed without warnings or rejections issued by FAMIS. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 11 digits Enter the desired Subsidiary Ledger (SL) account and Support Account (SA) number. Screen Information . Account Title: 35 characters Indicate the title of the account. Resp Person: Help 9 digits Enter the UIN number and name of the person responsible for the account. Screen 50 – Department Support Account Attributes (cont’d) Security: Help 6 characters/digits Include the department-defined security code for account access. Old Acct: 15 digits Indicate the previous account number used in the old system. SA Group: 6 digits Identify the grouping of support accounts for security access. Roll BBA to Base: 1 character Type ‘Y’ to indicate year-end processing will move any remaining Budget Balance Available to the base account of the SL. . Bottom Ln Cntl: Help 1 character Type ‘Y’ if bottom line control budget checks should be made for the account. It is used on the attribute record only. . Deflt Cat Cntl: Help 1 character Include the code to instruct the system how to perform default category control budget checks at the category (pool) level. Now shown on the screens as Budget Control. On the Attribute record, this field will contain the initial/default values for the dollar records. On the dollar records it can have specific values for each record. Possible values are: N = No Budget Control W = Warning if over budget R = Reject if over budget Deflt Cat Tol Pct: Help 5 digits Indicate the total percent that the default category can go over budget. Negative values are also supported. Primary and Secondary . Dept: Help 5 characters Enter the department code responsible for the account. Defaults from the parent SL account. S-Dept: Help 5 characters Identify a sub-grouping for departments using the account. Exec: 2 characters Identifies the executive level associated with the account. Values include: AD = V.P. - Administration Blank = Not Specified DE = V.P. - Development DI = Director Div: Help 2 characters Indicates the division or campus associated with the account. Displays the information for the department as defined on Screen 860. Screen 50 – Department Support Account Attributes (cont’d) Coll: Help 2 characters Shows the college responsible for the account, as defined on Screen 860. Mail Cd: 5 characters/digits Include the mail code for the responsible person for the account. Secondary mail code is used the same as Mail Code 1. Format is Axxxx where A is a location indicator and xxxx includes user-defined numbers or alpha characters. Stmt: 1 character Indicate whether or not (‘Y’ or ‘N’) an account statement is to be printed. Admin For CC: Help 2 digits Campus Code data for this field is associated with the Maestro system. Dept: Help 5 characters Department data for this field is associated with the Maestro system. SDept: Help 5 characters Subdepartment data for this field is associated with the Maestro system. Center CC: Help 2 digits Campus Code data for this field is associated with the Maestro system. Dept: Help 5 characters Department data for this field is associated with the Maestro system. SDept: Help 5 characters Subdepartment data for this field is associated with the Maestro system. Long Title: 80 characters Provides additional space to enter the full title of the account. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. Fiscal Office Support Account Entry The Fiscal Office may be called upon to create Support Accounts (SAs) for departments that are not set up to use Screen 50. In this case; SAs may be created or modified by using Screen 51. The 11 digits making up a Support Account (SA) number consist of the 6-digit Subsidiary Ledger (SL) account number plus the 5-digit SA identification number. All fields entered on this screen override the values set at the parent SL. Screen 51 - Support Account Attributes (Fiscal Office Use Only) 051 Support Account Attributes 06/07/10 08:52 FY 2010 CC 02 Screen: ___ Account: 271060 00000 IMAGE ANALYSIS SERVICE CENTER Account Title: IMAGE ANALYSIS SERVICE CENTER______ Security: ______ Resp Person: 4uuuuuuu2 ALLEN, AILEEN SA Group: ______ Bot Ln Cntl: Y Deflt Cat Cntl: R Deflt Cat Tol Pct: _______ Default Bank: 06000 Override: Y Delg Type: _ Old Acct: _______________ Alt. Banks: ***** _____ _____ _____ _____ Roll BBA To Base: _ Effort Cat: USVC_ Dept S-Dept Exec Div Coll Mail Cd Stmt Primary: CLVM_ _____ AA CD VM C4461 Y Sys Member: __ Secondary: VMIA_ _____ AA CD VM C4461 Y Off Campus: _ Admin For CC: __ Dept: _____ SDept: _____ ---- Indirect Cost ----- Center CC: __ Dept: _____ SDept: _____ Base: ________ Start Date: __________ End Date: __________ Rate: ______ Classing Cd: _ Distribution: __________ TAMRF Nbr: ___________ Expense Obj: ____ Long Desc: IMAGE ANALYSIS SERVICE CENTER___________ Revenue Obj: ____ ________________________________________ *** All fields entered on this screen override fields on the Parent SL *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps Add a New Support Account • Access Screen 6 and set the SA Creation: field to ‘Y’ on the SL. • Advance to Screen 51. Type an existing Subsidiary Ledger (SL) and a new Support Account (SA) number in the Account: field on the Action Line and press . If this is the number of an existing account, its attribute information will appear. If this is the number of a new account, no attribute information will appear, but you can now input this information in the necessary fields. • Type an account title. Indicate whether or not you want bottom line control and/or default category control for the account. • Type additional account information, as desired, and press to record the account information. Modify an Existing Support Account • Advance to Screen 51. • Type a Subsidiary Ledger (SL) account number and Support Account (SA) number on the Action Line and press . • Add or modify account information, as desired, and press to record the account information. Screen 51 – Support Account Attributes – Fiscal Office Use Only (cont’d) Support Account Process Create Support Accounts Support Accounts offer budget and expense tracking at a level below the SL. Before you create a Support Account, the fiscal office must access Screen 6 to modify the Subsidiary Ledger (SL) account to allow for Support Account creation and transactions. This is done by setting the SA Create Enable: field to ‘Y’. Support Accounts may then be created by the Fiscal Office using Screen 51. From Screen 51, you should enter a valid support account number and press . Type in the account information as desired, and press to record. The data in the Effort Cat: field should accurately reflect the activities of the account, both at the SA and the SL level. This is a key item in preparing the IDC calculation. If this field is left blank, the information will be considered equal to what the SL level on Screen 8. In addition, this information will be reflected on the FBAR246 and FBAR541 reports. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 11 digits Enter the Subsidiary Ledger (SL) account and Support Account (SA) number to be created/modified. Screen Information . Account Title: 35 characters Type the title of the account. Security: Help 6 characters Include the department-defined security word for account access. . Resp Person: Help 9 digits Type the UIN of the person responsible for the account. SA Group: 6 digits Use as a user-defined security code for support accounts. . Bot Ln Cntl: Help 1 character Indicate whether or not (‘Y’ or ‘N) the bottom line control is used on the attribute record only. Screen 51 – Support Account Attributes – Fiscal Office Use Only (cont’d) . Deflt Cat Cntl: Help 1 character Include the appropriate code to instruct the system how to perform default category control budget checks at the category (pool) level. Now shown on the screens as Budget Control. On the Attribute record, this field will contain the initial/default values for the dollar records. On the dollar records it can have specific values for each record. Possible values are: N = No Budget Control W = Warning if over budget R = Reject if over budget Deflt Cat Tol Pct: Help 7 digits Indicate the percentage the category can go over budget. Negative values are also supported. . Default Bank: 5 digits Include the default bank account number for transactions written against the support account. Override: 1 character Enter ‘Y’ to allow opening of a session established by a different user ID on the same day. Delg Type: Help 1 character Enter the delegation type for the account. . Old Acct: 15 digits Indicate the previous account number used in the old system. Alt. Banks: 5 digits or asterisks (*****) / 5 fields available Include alternate bank account numbers for transactions written against the support account. Alternate banks may be entered using wild cards (i.e. ***** or 1****). You may enter up to 5 specific banks. Roll BBA to Base: 1 character Enter ‘Y’ to indicate year-end processing will move any remaining Budget Balance Available to the base account of the SL. Effort Cat: Help 5 characters Enter the appropriate effort category code for the account. This is a key item in preparing the IDC calculation. Example values include: Blank = Not specified CSIN = Cost share instruction CSOR = Cost share-organized research CSOS = Cost share-other spon. activities DCSH = Direct – Cost sharing Screen 51 – Support Account Attributes – Fiscal Office Use Only (cont’d) Primary . Dept: Help 5 characters Designate the department responsible for the account. S-Dept: Help 5 digits Indicate a sub-grouping for departments using the account. Exec: 2 characters Identifies the executive level office responsible for the account. Div: 2 characters Indicates the division using the account. Coll: 2 characters Identifies the college responsible for the account. Mail Cd: 5 characters/digits Include the mail code for the location or address of responsible person; Secondary mail code used the same as Mail Code 1. Format is AXXXX where A is a location indicator and XXXX are user-defined numbers or alpha characters. Stmt: 1 character Indicate whether or not (‘Y’ or ‘N’) a statement for the account is to be printed. Sys Member: Help 2 digits Identify which TAMUS member the account is associated with. Valid values include: BL = Not specified 02 = Texas A&M University 15 = TAMU-Corpus Christi 20 = TVMDL 21 = TAMU-Commerce Off Campus: Help 1 character Indicate whether or not (‘Y’ or ‘N’) work associated with the account is being done off-campus. Work done off-campus may be subject to different in-direct cost rates. Admin For CC: Help 2 digits Campus Code data for this field is associated with the Maestro system. Dept: Help 4 characters Department data for this field is associated with the Maestro system. SDept: Help 4 characters Subdepartment data for this field is associated with the Maestro system. Screen 51 – Support Account Attributes – Fiscal Office Use Only (cont’d) Center CC: Help 2 digits Campus Code Data for this field is associated with the Maestro system. Dept: Help 4 characters Department data for this field is associated with the Maestro system. SDept: Help 4 characters Subdepartment data for this field is associated with the Maestro system. (For Research Projects) Start Date: 8 digits Identify the date when an account was/will be activated. Also used to identify the start date of the budget period related to sponsored projects. End Date: 8 digits Indicate the date when an account was/will be terminated as an active account. Also used to identify the ending date of the budget period related to sponsored projects. Classing Cd: Help 1 character Indicate whether or not (‘Y’ or ‘N’) the account should be included on the classing list, used by TAMRF, when applicable. N = No Y = Yes BLANK = Not Applicable / No / Unknown TAMRF Nbr: 11 digits Identify the TAMU Research Foundation project number associated with the account. Long Desc: 40 characters Provides additional space to enter the full title of the account. When the Account Title is modified, this field will also be updated. Indirect Cost Base: Help 8 characters/digits Indicate the rules (base) for calculation of indirect cost charges. Valid values include: CYCLOTRO = Cyclotron MTDC Base MTDC = Modified direct cost S&W = Salaries & wages Only TDC = Total direct cost 425195 = TXDOT - JR. HIGH SAFETY PROGRAM Rate: 6 digits Identify the rate at which indirect costs will be charged. Screen 51 – Support Account Attributes – Fiscal Office Use Only (cont’d) Distribution: Help 10 digits Include the distribution code, which defines the percentage of distribution of indirect costs. Valid values include: FEDERAL = Federal indirect cost revenue MISC = Miscellaneous indirect cost revenue STATE = State indirect cost revenue VPADMIN = Administrative allowance-Bush Library WELCH = Welch indirect cost revenue Expense Obj: 4 digits Designate the object code used for billing a sponsor for indirect costs associated with a project. Revenue Obj: 4 digits Identify the object code used for specifying revenue received from indirect expenses associated with a project. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Support Account Attributes 2 FAMIS will show you further department Support Account Attributes on Screen 52. These attributes may be added, modified, or deleted. All fields entered on this screen override fields on the Parent SL. Screen 52 – Support Account Attributes 2 052 Support Account Attributes 2 03/11/10 10:39 FY 2010 CC 02 Screen: ___ Account: 144013 00000 VET MED - TEACHING HOSPITAL Accountant Resp: 8uuuuuuu9 GRANT, GENA G Funding: Salary Sav. Dist: ______ _____ ____ Pyrl Acct Anal: 0390 TE Certify: _ Fac Salary Sav. Dist: ______ _____ ____ Int Exempt: _ Int Exe Reason: __ Fac Savings Form 500: 144012 00000 1005 Interest Acct: ______ _____ Grad Savings Form 500: ______ _____ ____ --- Subcode Edits --- Obj Trans Low High Match Cat Type ____ ____ _ Cost Ref 1: _ _ ____ ____ _ Cost Ref 2: _ _ ____ ____ _ --------- Responsible Persons -------- ____ ____ _ 1: __ 1uuuuuuu8 STANTON, STEWART S ____ ____ _ 2: __ _________ 3: __ _________ 4: __ _________ *** All fields entered on this screen override fields on the Parent SL *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp AResp Use PF8 to add up to 26 additional responsible persons. Basic Steps • Advance to Screen 52. • Type an account number into the Account: field on the Action Line and press . • Type data in the fields as necessary. • Use PF8 to add up to 26 additional responsible persons. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 11 digits Enter a Support Account number. Screen Information Accountant Resp: Help 9 digits Enter the accountant responsible for the account. Funding: 12 characters Displays “ARRA Stimulus” if either the AFR Fund Group: field on Screen 6 contains “41” (Restricted-ARRA), or if the Sub-Sub: field on Screen 6 contains “AR”. Helps to track any type of special funding such as the American Recovery and Reinvestment Act (ARRA). Screen 52 – Support Account Attributes 2 (cont’d) Salary Sav. Dist.: 10 digits Identify the Account (SL) receiving any salary savings distributions. Fac Salary 10 digits Sav. Dist: Include the SL account receiving faculty salary savings distribution. Fac Savings 6 digits Form 500: Identify the SL account receiving faculty savings from Form 500. Grad Savings 10 digits Form 500: [This field is not currently used.] Pyrl Acct. 4 digits Anal: Displays the code that defines banks and accounts for payroll processing. TE Certify: 1 character Signify whether or not (‘Y’ or ‘N’) account must be Time and Effort certified. The default is blank. If the account meets the criteria for T&E certification (e.g. Federal Grant), then this field will default to ‘Y’. Int Exempt: 1 character Type ‘Y’ if exempt from interest charges. Int Exe Help 2 characters Reason: Include the code explaining the reason this is exempt from interest charges. Interest Acct: 11 digits Enter the account number used to pay interest. Cost Ref 1 Obj Cat: Help 1 character Cost Ref is required if the object category is type: R = Revenue E = Expense B = Both revenue and expense Trans Type: Help 1 digit Cost Ref is required if the account is transaction type: 1 = Actual 2 = Encumbrance 3 = Actual, encumbrance, or budget Cost Ref 2 Obj Cat: Help 1 character Cost Ref is required if the object category is type: R = Revenue E = Expense B = Both revenue and expense Screen 52 – Support Account Attributes 2 (cont’d) Trans Type: Help 1 digit Cost Ref is required if the account is transaction type: 1 = Actual 2 = Encumbrance 3 = Actual, encumbrance, or budget Subcode Edits Low: 4 digits Define the low subcodes to be controlled. Global subcode edits specified on this screen will take precedence over those entered on the Global Subcode Edit Table (Screen 803). High: 4 digits Enter the high subcodes to be controlled. Global subcode edits specified on this screen will take precedence over those entered on the Global Subcode Edit Table (Screen 803). Match: 1 character Indicate whether or not (‘Y’ or ‘N’) to allow spending on the sub code. Responsible Persons Help 9 digits 1, 2, 3, 4: Include the type and identification number (UIN) of the person(s) responsible for the account. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF8 Additional Responsible Persons AResp Used to add up to 26 additional responsible persons. Support Account Delegation of Authority Screen 52B was created to view and maintain the SA Delegation of Authority. This screen corresponds to the SL Delegation of Authority, Screen 8B. Appropriate security is needed to make additions/changes to this screen. Screen 52B – SA Delegation of Authority 52B SA Delegation of Authority 04/16/09 12:43 FY 2009 CC 02 Screen: ___ Account: ______ _____ ---------- Delegate Authority to ---------- Person ID Name Comments --------- ----------------- -------------------------------------------------- _________ __________________________________________________ _________ __________________________________________________ _________ __________________________________________________ _________ __________________________________________________ _________ __________________________________________________ *** All fields entered on this screen override fields on the Parent SL *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 52B. • Type an account number into the Account: field on the Action Line and press . • Type data in the fields as necessary and press . Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 11 digits Enter a Support Account number. Screen Information Person ID: Help 9 digits Enter the UIN ID number of the person who has delegation authority for the account. Name: 17 characters Displays the name of the person associated with the Person ID entered. Comments: 30 characters/5 rows Enter comments needed about the delegated authority. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Move Support Account Budgets FAMIS allows you to move budget from one Support Account to another Support Account using Screen 53. This function permits departments to manage their SAs without the necessity of the Business Office involvement. This screen is intended for departmental input and cannot be used to make Month 13 entries. Use Screen 10 to create budget transfers between support accounts. Screen 53 will only let you move an account that is less than or equal to the total of the budget transactions entered on that support account. Screen 53 – Support Account Budget Move 053 SA Budget Move 03/09/09 14:49 FY 2009 CC 02 Screen: ___ Acct: 144013 From SA: 14000 CLIENT SERVICES To SA: 00000 VET MED - TEACHING HOSPITAL Thru Month: 4 April Ref No 1: _______ 2: _______ 3: _______ 4: _______ Cost Ref1: _______ 2: _______ 3: _______ Page: 1 of 1 Viewed Cat Desc 14000 Budget 00000 Budget Adjust New 00000 Bud ---- ----------------- ------------- ------------- ------------ ------------- 0001 Revenue Pool ____________ 1005 Lump Sum Salaries ____________ 1006 Salary Savings Bu ____________ 1007 ____________ 1000 All Expense Pool 23137.62- 77963171.35 ____________ Totals: 23137.62- 77963171.35 ________0.00 Transactions: 0 Amount: 0.00 Batch: 0615JC Date: 03/09/2009 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Post Bkwd Frwd Basic Steps • Advance to Screen 53. • Type the first six digits of the support account number (the subsidiary ledger account number), the support account from which funds will be moved, and the support account to which funds will be moved on the Action Line. • Enter your departmental reference number in Ref2 field and/or Ref4 field to assist you tracking the budget move. You can use this number to look up your transaction on Screens 76, 77, 78, and 79. • As necessary, provide the appropriate cost reference value. (currently used by TTI and TAMRF only) • Type the dollar amount to be moved from the first support account into the second in the Adjust: field. • Press to display the new budget for the second support account. • Press to post the transaction. Screen 53 – Support Account Budget Move (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Acct: 6 digits Identify the parent Subsidiary Ledger (SL) account number. . From SA: 5 digits Enter the Support Account (SA) number that budget is to be transferred from. . To SA: 5 digits Enter the Support Account number that budget is to be transferred into. Thru month: 2 digits Identify through which month to display account transaction activity. Screen Information . Ref No. 1, 2, 3, 4: 7 characters/digits Enter a user-defined sequence reference number that identifies the budget transaction. Cost Ref1, 2, 3: 7 characters Include the user-defined reference number identifying budget transactions for the selected account. Only used by TTI and TAMRF. Page _ of _ 2 digits Viewed: Shows the number of pages to be viewed. Cat: 4 digits Identifies the budget category pool subcode based on the ABR rule for the account. Desc: 17 characters Displays the description of the budget pool subcode. XXXXX Budget: 13 digits Indicates the current budgeted amount for the budget pool in the first Support Account (whose 5-digit ID number is XXXXX). YYYYY Budget: 13 digits Indicates the current budgeted amount for the budget pool in the second Support Account (whose 5-digit ID number is YYYYY). Adjust: 12 digits Enter the dollar amount to be transferred from the “FROM SA” to the “TO SA” for specified budget pool (category). New YYYYYY Bud: 13 digits Displays the anticipated change for the “TO SA.” Screen 53 – Support Account Budget Move (cont’d) Totals: 12 digits Indicates the total amount of funds to be transferred between the SA accounts. Transactions: 6 digits Identifies the number of transactions for this batch reference. Amount: 13 digits Shows the total of all transactions processed for this batch reference. Batch: 6 characters Identifies the batch reference number associated with the budget transactions posted. Date: 8 digits Displays the date of the batch for the budget transactions. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF5 Post Post Used to post the budget move transaction. Departmental Encumbrances Departments can use Screen 57 for certain encumbrances they want to make on an account. The ability to establish a new encumbrance (i.e. increase) or ‘zero out’ an existing encumbrance is included here. There is, however, no liquidation for these adjustments. The first step in adjusting these encumbrances is to identify the support account that has the original encumbrance. Two support account screens to help you are Screen 68 (Support Account Search) and Screen 63 (Transaction Inquiry by Support Account). The current amount of the encumbrance (if any) will be displayed. The encumbrance object code, transaction code, and reference will also be displayed on the screen, but you cannot change these fields. They are determined by the encumbrance type entered on the Action Line. Screen 57 cannot be used to adjust or establish payroll encumbrances. There is no need to enter a batch when using this screen because a batch will be open in the background. Cost Refs are used by some parts as another way to track expenses. They are required for certain accounts and whether they are required or not is determined on Screen 8, or Screen 52. Screen 57 – Departmental Encumbrances 057 Departmental Encumbrances 03/09/09 17:04 FTS OPERATIONS FY 2009 CC AB Screen: ___ Account: 271030 00000 Encumbrance: Obj Code: 3010 Liquidated: Type: 051 Adjustments: 14,200.00 Enc Ref: TRAV001 Current: 26,200.00 Date: 03/09/2009 Description: ___________________________________ Amount: _____________ Increase/Decrease: _ (I/D) Cost Ref 1: _______ 2: _______ 3: _______ Transactions: 0 Amount: 0.00 Batch: 1586JC Date: 08/31/2008 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns You can access a list of the encumbrance types, if they have been defined on Screen 853, by placing your cursor in the Encumbrance: field, pressing PF2, and then pressing ENTER. This does not include Purchase Order or Payroll encumbrances. To use this functionality, FAMIS Services must define valid encumbrance types on Screen 853. Screen 57 – Departmental Encumbrances (cont’d) Screen 57 – Encumbrance Types Pop-up +-----------------------------------------------+ | ** End of List - 2 Type(s) Found ** | | | | Enc | | Type Description | | _ B BENEFITS | | _ W WAGES | | | | | | | | | | | | Select Type or Press to QUIT. | | | +-----------------------------------------------+ Basic Steps • Access Screen 57. • Enter a valid subsidiary ledger account and support account number in the Account: field. • Type a valid encumbrance type code in the Encumbrance: field and press . The appropriate object code, Type, Enc Ref and Date field, and current encumbrance are displayed automatically. The date defaults to the current processing date, but can be changed. • Enter a reason describing the change to the encumbrance, the dollar amount, and either “I” (increase) or “D” (decrease) in the fields provided. If you want to ‘zero out’ the encumbrance, you may leave Amount: field blank and type ‘D’ for decrease. • Optional fields include: Cost Ref1, Cost Ref2, and Cost Ref3. • Press after all the data has been entered to validate and process the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 11 digits Enter the Subsidiary Ledger (SL) account + Support Account (SA) number to be encumbered. . Encumbrance: Help 1 character Indicate the type of encumbrance: B = Benefits T = Travel W = Wages These values must be defined on Screen 853. Screen 57 – Departmental Encumbrances (cont’d) Screen Information Obj Code: 4 digits Displays the original encumbrance object code; automatically filled in by FAMIS. Liquidated: 12 digits Shows the total amount liquidated for encumbered item. Type: 3 digits Automatically displays the encumbrance transaction code, based upon what was entered in the Encumbrance: field. Adjustments: 12 digits Displays the adjustments (other than liquidations) made to an encumbrance. Enc Ref: 7 characters/digits The value displayed is based on the type entered in the Encumbrance: field. Current: 12 digits Shows the current amount of encumbrance. Date: 8 digits Indicates the date the encumbrance was entered. If blank, it will default to the batch session date. . Description: 31 characters Provide a description of the reason for the change to the encumbrance. Amount: 13 digits Enter the amount of the change to the encumbrance. . Increase/Decrease: 1 character Indicate if the amount is an Increase (I) or decrease (D). Cost Ref 1/2/3: 8 digits If necessary, provide the appropriate cost reference value defined by your department. This is currently only used by TTI and TAMRF. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF12 Warnings Warns Displays nonfatal FAMIS warning messages, if any. Create/Maintain Bank Accounts FAMIS allows you to create and modify memo bank account records using Screen 28. These bank accounts are often referred to as “Memo” banks to distinguish them from “Physical” or “Real” bank accounts held at a financial institution. Memo bank accounts are reconciled with physical bank accounts by fiscal personnel. To delete a bank account, use Screen 43. Screen 28 - Create/Maintain Bank Accounts 028 Create/Maintain Bank Accounts 03/09/09 15:01 FY 2009 CC 02 Screen: ___ Account: B03000 0000 BANK OF US LOCAL FUNDS DEMAND Account Title: BANK OF US LOCAL FUNDS DEMAND__ Long Description: BANK OF US LOCAL FUNDS DEMAND_______ ________________________________________ Local Bank Information State Appropriation Information -------------------------- ------------------------------- Account No: 90000-0000-0 Appropriation Year: ____ Contact: BRIANA BEA BALLEW___ Fund: ____ Contact Phone: 555 111 2222 Ext: ____ Appropriation Number: _____ ABA Number: 101000025_ LType: BC02 Agency Code: ___ Check Stock: __________ Cost Center: _____ Bank Name: BANK OF US, N.A.________________________ SType: ____ Old Account: B00001_________ Comments: USE OF B00001 WILL TERMINATE ON 07-01-92____________________ THIS IS A CONTROLLED DISBURSEMENT ACCOUNT___________________ ____________________________________________________________ ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Access Screen 28. • Type a bank account number into the Account: field on the Action Line and press . If this is the number of an existing account, attribute information will appear. If this is the number of a new account, no attribute information will appear. You can now input this information in the necessary fields. • Type data in the fields provided, as desired. Press . Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 characters/digits Enter a bank account number (always begins with B). Screen Information . Account Title: 35 characters Enter the bank name. Long Description: 40 characters/2 lines Include a long description, usually name and designation of funds. Screen 28 – Create/Maintain Bank Accounts (cont’d) Local Bank Information . Account No: 12 digits Enter the bank account number. Contact: 20 characters Identify the person at bank to contact regarding account. Contact Phone: 10 digits Include the phone number of contact person at the local bank. Ext: 4 digits Enter the extension number of person at bank to contact regarding account. ABA Number: 10 digits Include the federally assigned number used to identify the bank. LType: 4 characters/digits Identify the local bank type. Check Stock: 10 digits Enter the check numbers issued by bank specifically for use in the System. Bank Name: 40 characters Indicate the name and location of the bank. Old Account: 15 digits Include the number of predecessor bank account. Comments: 240 characters Enter additional comments or a detailed description of the bank account. State Appropriation Information Appropriation 4 digits Year: Enter fiscal year the bank account was established as a State Cost Center. Fund: Help 4 digits Include the number designated at the State level for allocation of resources held by the institution as custodian or agent for these funds. Appropriation 5 digits Number: Enter the number given to agencies representing the legislative appropriation bill passed for fund approval. Agency Code: 3 digits Identify a state-assigned code representing each agency participating in use of state funds through the State Cost Center. Cost Center: 5 digits Include the Cost Center number (has same meaning as the bank number at the local level) used to track appropriations. Screen 28 – Create/Maintain Bank Accounts (cont’d) SType: Help 4 digits Identify the State bank type. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Section V USAS Tables Maintain USAS Strategy Table Basic Concepts USAS is the Uniform Statewide Accounting System that requires reporting information from Texas A&M University System. FAMIS has developed interfaces with USAS in order to meet these requirements. The USAS program structures are used to track revenues and expenditures for LBB Program and LBB Activity. USAS Program Structure Program Code and Program Cost Account (PCA) profiles are required for higher education institutions. Once established, the PCA code infers the LBB Program and the LBB Activity structure. PCAs are used by the state to track the strategies, goals, and objectives for each agency. In FAMIS, PCAs are built from three pieces: strategy table (Screen 840), account function attribute (Screen 6) and the conversion chart (at the end of this section) developed to translate the FAMIS function values to the NACUBO Function Values required by the state. FAMIS Strategy Table PCAs in USAS for the current year expenditure activity for your agency are based on strategies that are set up on FAMIS Screen 840. FAMIS Screen 840 is the table for the definition of the USAS strategies. Each FAMIS agency sets up this table for each Fiscal Year. If FAMIS does not find a match on Screen 840, a default PCA of ‘89010’ is used. This screen is maintained and updated by each campus. The information is campus specific. Screen 840 - Maintain USAS Strategy Table 840 Maintain USAS Strategy Table 03/09/09 15:15 FY 2009 CC 02 Screen: ___ Appropriation Year: 2008 Starting High Acct: 0_____ Acct Acct S/C S/C F Low High Low High Goal Obj Strat Description _ 120016 120033 1100 9999 1701 2701 3701 STUDENT SERVICES______________ _ 120034 120049 1000 1000 1701 2701 3701 INSTITUTIONAL SUPPORT_________ _ 120034 120049 1005 1005 1701 2701 3701 INSTITUTIONAL SUPPORT_________ _ 120034 120049 1100 9999 1701 2701 3701 INSTITUTIONAL SUPPORT_________ _ 120050 120050 1000 1000 1702 2702 3712 UNIVERSITY POLICE_____________ _ 120050 120050 1005 1005 1702 2702 3712 UNIVERSITY POLICE_____________ _ 120050 120050 1100 9999 1702 2702 3712 UNIVERSITY POLICE_____________ _ 120051 120399 1000 1000 1701 2701 3701 INSTITUTIONAL SUPPORT_________ _ 120051 120399 1005 1005 1701 2701 3701 INSTITUTIONAL SUPPORT_________ _ 120051 120399 1100 9999 1701 2701 3701 INSTITUTIONAL SUPPORT_________ _ 120400 120899 1000 1000 1701 2701 3701 STUDENT SERVICES______________ _ 120400 120899 1005 1005 1701 2701 3701 STUDENT SERVICES______________ _ 120400 120899 1100 9999 1701 2701 3701 STUDENT SERVICES______________ _ 121001 121001 1000 1000 1990 2990 8915 STATE PAID GIP - RETIREES_____ ********** More Data -- Press to View ******** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp DLOAD Screen 840 – Maintain USAS Strategy Table (cont’d) Account Function Attribute in FAMIS Next FAMIS looks at the value on the account in the Function attribute displayed on Screen 6. Screen 6 – SL 6 Digit Account (FSA) 006 SL 6 Digit Account (FSA) 03/09/09 15:16 FY 2009 CC 02 Screen: ___ Account: 120035 1105 PRESIDENT'S OFFICE SPECIAL DEVELOPM Account Title: PRESIDENT'S OFFICE SPECIAL DEVELOPM SA create enable: Y Resp Person: 8uuuuuuu9 LAWRENCE, LARRY L Old Acct: _______________ ABR Rule: 001 Map Code: 12000 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: 35 Sub-Fun: __ Default Bank: 78001 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: PRES_ _____ PR AD C1246 Y Expense: N N Secondary: _____ _____ _____ _ Revenue: N N Fund Source: 05 ________________________________________ Long Title: PRESIDENT'S OFFICE SPECIAL DEVELOPMENT__ ________________________________________ Account Letter: _ Setup Date: 06/28/1999 TRS/ORP Exempt: _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next CAcct CProj Left Right Place your cursor on the Function: field and press PF2 to view valid values: +------------------------------------------------------------------+ | | | *** D I C T I O N A R Y - H E L P *** | | | | VALUES MEANING | | -------------------------------- ----------------------------- | | BLANK NOT SPECIFIED | | 10 INSTRUCTION | | 15 RESEARCH | | 20 PUBLIC SERVICE | | 25 ACADEMIC SUPPORT | | 30 STUDENT SERVICE | | 35 INSTITUTIONAL SUPPORT | | 40 OPERATION & MAINT OF PLANT | | 50 MAJOR REPAIR & REHABILITATION | | 60 SCHOLARSHIPS & FELLOWSHIPS | | 70 AUXILIARY | | 90 DEPRECIATION | | | Screen 840 – Maintain USAS Strategy Table (cont’d) Conversion Chart Next, FAMIS converts the FAMIS value for Function to the state value as seen in the following chart. Statewide defined NACUBO Function Values FAMIS Values 1000 Education and General Screen 6 Conversion 1100 Instruction 10 0 1200 Research 15 1 1300 Public Service 20 2 1400 Hospitals HS 3 1500 Academic Support 25 4 1600 Student Services 30 5 1700 Institutional Support 35 6 1800 Operation and Maintenance of Plant PL, RR 7 1900 Scholarships and Fellows SF 8 2000 Auxiliary Enterprise 2100 Auxiliary Enterprise AX 9 PCA is Determined So the PCA for account 120035 and object code 1105 is 37016. This is the value that FAMIS sends to the state to indicate the expenditure. If FAMIS does not find a match on Screen 840, a default PCA of 89010 is used. USAS PCA Calculation FAMIS allows you to access the USAS PCA Calculations showing goal, objective, strategy and PCA by using Screen 991. For each FAMIS account, the PCA (Program Cost Account) is calculated. When transactions are sent to USAS, FAMIS includes the PCA. The user does not have to enter the PCA on the transaction. Screen 991 – USAS PCA Calculation 991 USAS PCA Calculation 03/09/09 15:17 FY 2009 CC 02 Screen: ___ Account: 144010 1105 VET MED - BIOMEDICAL SCIENCE Appropriation Year: 2009 Actual Fiscal Year: 2009 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 Basic Steps • Advance to Screen 991. • Enter a valid account number and press to view the information. USAS Program Cost Account Profile In USAS, this profile is used to track revenues and expenditures for LBB Program and LBB Activity. The program cost account (PCA) infers the program structure. PCAs must be used in order to track strategies, goals, and objectives. USAS Access . From MAIN MENU P - Profile Maintenance - OR - . Link To . Screen ID - 026 - Program Cost Account Profile Screen 991 – USAS PCA Calculation (cont’d) In this example, the value for PCA = 37016. USAS Program Cost Account Profile TEXAS S026 UNIFORM STATEWIDE ACCOUNTING SYSTEM 04/08/09 09:17 AM LINK TO: PROGRAM COST ACCOUNT PROFILE PROD ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL) AGENCY: 732 APPN YEAR: 09 PCA: 37016 TYPE: D TITLE: INSTUT SUPP-OPERATIONS SUPPORT PROGRAM CODE: 3701 PCA GROUP: AGY BUD PRG LEVEL IND: 0 NACUBO SUBFUND: 1100 NACUBO FUNCTION CODE: 1700 APPN NUMB: FUND: INDEX: GRANT NO/PH: PROJECT NO/PH: MPCODE: AGENCY CODE - 1: 2: 3: INT CHARGEABLE: Y DEFAULT INT PCA: STATUS CODE: A EFF START DATE: 09012008 EFF END DATE: LAST PROC DATE: 06232008 Z07 NEXT RECORD SUCCESSFULLY READ PLEASE ENTER FUNCTION F1-HELP F3-END F4-INTERRUPT F6-PROCESS Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter a six-digit Subsidiary Ledger account number. Appropriation Year: 4 digits Indicate the year of the appropriation. Actual Fiscal Year: 4 digits Indicate the actual fiscal year. Function: 2 digits Identifies the current fund expenditures purpose. This field holds the NACUBO Function. Screen Information Object Code: 4 digits Enter the object code to be used for the expenditure. Description: 30 characters Shows a description of the object code. Goal: 4 digits Displays a USAS code used to represent a line item in the general appropriations act. Objective: 4 digits Displays a USAS code used to represent a sub-line item in the General Appropriations Act. Screen 991 – USAS PCA Calculation (cont’d) Strategy: 4 digits Displays a USAS code used to represent a third level sub-item in the General Appropriations Act. PCA: 5 digits Identifies the Program Cost Account, the lowest level of the USAS program structure. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Maintain USAS Strategy Table FAMIS allows you to create, modify or view the USAS Strategy Table using Screen 840. This table is used to map FAMIS accounts and transactions to USAS goals, objects and strategies. Each FAMIS agency will set up this table in FAMIS. Screen 840 – Maintain USAS Strategy Table 840 Maintain USAS Strategy Table 03/09/09 15:19 FY 2009 CC 02 Screen: ___ Appropriation Year: 2009 Starting High Acct: ______ Acct Acct S/C S/C F Low High Low High Goal Obj Strat Description _ 120000 120010 1000 1000 1701 2701 3701 INSTITUTIONAL SUPPORT_________ _ 120000 120010 1005 1005 1701 2701 3701 INSTITUTIONAL SUPPORT_________ _ 120000 120010 1100 9999 1701 2701 3701 INSTITUTIONAL SUPPORT_________ _ 120011 120014 1005 1005 1701 2701 3701 STUDENT SERVICES______________ _ 120011 120014 1100 9999 1701 2701 3701 STUDENT SERVICES______________ _ 120015 120015 1005 1005 1701 2701 3701 AFR ACCOUNT___________________ _ 120015 120015 1100 4044 1701 2701 3701 AFR ACCOUNT___________________ _ 120015 120015 4045 4045 1701 2701 3721 VET MEDICAL SUPPLIES__________ _ 120015 120015 4046 4999 1701 2701 3701 AFR ACCOUNT___________________ _ 120015 120015 5000 5035 1702 2702 3712 UTILITIES_____________________ _ 120015 120015 5036 5529 1701 2701 3701 AFR ACCOUNT___________________ _ 120015 120015 5530 5530 1702 2702 3712 BUILDING MAINTENANCE__________ _ 120015 120015 5531 9999 1701 2701 3701 AFR ACCOUNT___________________ _ 120016 120033 1005 1005 1701 2701 3701 STUDENT SERVICES______________ ********** More Data -- Press to View ******** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp DLOAD Basic Steps • Advance to Screen 840. • Enter a valid appropriation year on the Action Line and press to view the table. • Type the desired Starting High Account number to place it at the top of the list. • Type A (Add), U (Update), or D (Delete) in the F: field to make additions, modifications or deletions to the table as needed. • Press to record the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Appropriation Year: 4 digits Indicate the year of the appropriation; the default is the current year. Starting High Acct: 6 digits Include an account number to position it at the top of the screen, if desired. Screen Information F: 1 character Enter the desired function code: A = Add a record U = Update a record D = Delete a record Screen 840 – Maintain USAS Strategy Table (cont’d) Acct Low: 6 digits Identify the lowest SL account number in the range. Acct High: 6 digits Include the highest SL account number in the range. S/C Low: 4 digits Signify the lowest object code for the range. S/C High: 4 digits Enter the highest object code for the range. Goal: 4 digits Identify a USAS code used to represent a line item in the general appropriations act. Obj: 4 digits Provide a USAS object code used to represent a sub-line item in the general appropriations act. Strat: 4 digits Identify a USAS strategy table code used to represent a third level sub-item in the General Appropriations Act. Description: 30 characters Provide a description of the strategy. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF9 Download DLOAD Download data using Entire Connection. Section VI Account Searches Account Search Screen 29 allows you to view a list of accounts by account number, account title, department, or responsible person. This screen can be used to display General Ledger accounts, Subsidiary Ledger accounts, or bank accounts. Accounts that are set to “freeze” will appear on this screen. Accounts that are set to be “deleted” will not be displayed unless you type ‘Y’ in the Include Deleted Accts: field. Screen 29 - Account Search (Panel 1) 029 Account Search 03/09/09 15:26 VET MED - BIOMEDICAL SCIENCE FY 2009 CC 02 Screen: ___ Account: ______ ____ Title Search: ____________________ Dept/SDept Search: _____ _____ Resp Person Search: ____________________ Include Deleted Accts: N Sel Description Account Dept SDept Responsible Person _ CAF COMPETITIVE GRANTS 021021 MATH BRYANT, BARRY _ COUNSELING & ASSESSMENT CLINIC 021022 EPSY CACL WALL, WANDA W _ ANTHROPOLOGY 330-500,660-600 FIELD 021023 ANTH HARRIS, HARRY H _ CHEN PROVOST FACULTY STARTUP 021024 CHEN POINTER, POLLY P _ NEW STUDENT CONFERENCES 021026 ADRC ROGERS, RITA R _ DIPLOMA FEE 021027 ADRC ROGERS, RITA R _ BONFIRE COMMISSION - CONSULTANTS 021028 EXP CRANSTON, CARL C _ GEOLOGY 304 FIELD TRIP 021029 GEOL KINSEY, KRAMER K _ TRAINING FUNDS FOR CARL COOK 021030 GRST WEBB, WINSTON W _ SURPLUS PROPERTY 021032 SRPL MYERS, MELINDA M _ FLORAL DESIGN REVOLVING FUND 021033 HORT DANIELS, DON D _ GEOLOGY 300 FIELD TRIP 021034 GEOL KRULLER, KARRIE K _ FMO - ACCOUNTING SERVICES 021035 FISC APS GUNLEY, GARY G _ FMO - ACCOUNTING OPERATIONS 021036 FISC OPS PATTON, PAULA P *** Press ENTER To View More Accounts *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Dload Left Right Panel 2 displays any SPR Projects that may be associated with an account. Screen 29 - Account Search (Panel 2) 029 Account Search 04/07/08 13:39 FY 2008 CC 02 Screen: ___ Account: ______ ____ Title Search: ____________________ Dept/SDept Search: _____ _____ Resp Person Search: ____________________ Include Deleted Accts: N Sel Description Account Dept SDept SPR Project _ RESIDENCE HALLS 300620 RELH _ RESIDENCE HALLS-TWELVE INT SUBSIDY 300630 RELH 0000300630 _ RESIDENCE HALLS - SUMMER MAINTENANC 300650 RELH _ VOCAL MUSIC 300660 SACT VOCAL _ UNIVERSITY OWNED APARTMENTS 300710 RELH SAPT _ STUDENT CENTER COMPLEX FEE 300720 VPSS _ STUDENT CENTER COMPLEX FEE RESERVE 300730 VPSS _ STUDENT MEDIA 300750 STAF SPUB _ SHUTTLE BUS OPERATIONS 300920 PATT _ TOWN HALL PROGRAM 300940 MSCN _ UNIV ART-TRAVELLING EXHIBITIONS 300970 UART _ UNIVERSITY CENTER RENOVATION 300990 UCEN _ STUDENT APARTMENTS - BUILDING REPAI 301000 RELH SAPT _ MSC OPAS OPERATING - A 301060 MSCN *** Press ENTER To View More Accounts *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Dload Left Right Screen 29 – Account Search (cont’d) Basic Steps • Advance to Screen 29. • Enter a valid account number to position the screen to a particular place in the list. • Type ‘Y’ in the Include Deleted Accts: field to include deleted accounts in the displayed list. • Press to view the information. • Type an ‘X’ in the Sel: field to select an account and press . FAMIS will advance to Screen 6 and display more detail about the account. Account Search Process Search by Account Screen 29 allows the user to search for General Ledger (GL), Subsidiary Ledger (SL), and Bank accounts. To search for any of these account by their account number, enter their 6 digit identification number in the Account: field. This will bring up a numerical list of accounts, beginning with the number entered. Search by Title If the account number is not known, the user may search by account description, or title. The ability to search for accounts by Title has been expanded. The Title Search: field can now be searched using a wildcard asterisk (*). Be aware that FAMIS is now searching through the Title and the Long Title fields in order to return a display list. For example, typing *pres* in the field may give you the following: ART PRESERVATION 460597-00000 ARTS COLLABOR INITIATIVE AG CAREERS 412084-00000 CITR RES1 DESIGNING LOW BIT RATE SIGNALS 412184-00000 ELEN RES1 EXPRESSION OF RICH GENE 160300-00042 BIOL FURNITURE-PRESIDENT’S RESIDENCE 883003-00000 PHPL You'll notice that you do not see “PRES” in two of the above titles -- that's because, you are looking at the Short Title, while the letters PRES are found in the Long Title visible on the account screens such as Screen 6. Search by Department/Sub-Department If the account number is not known, the user may search by the department or sub-department responsible for the account. Enter up to 5 characters of the responsible department in the Dept Search: field and press to initiate the search. This will bring up an alphabetical list of accounts by department, beginning with the department entered. Screen 29 – Account Search (cont’d) Search by Responsible Person If the account number is not known, the user may search by the person responsible for the account. Enter up to 20 characters of the name of the person responsible for the account in the Resp Person Search: field and press to initiate the search. This will bring up an alphabetical list of accounts by responsible person, beginning with the name entered. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line Account: 10 digits Enter a six-digit account number (General Ledger, Subsidiary Ledger, or Bank Accounts). Title Search: Help 20 characters Type title or portion of the account title. Dept/SDept Search: 5 characters Indicate the department/subdepartment of the account. Resp Person Search: 20 characters Enter the name, or portion of a name, of the person responsible for the account. Include Deleted 1 character Accts: Indicate whether or not (‘Y’ or ‘N’) to include the deleted accounts. Screen Information Sel: 1 character Type ‘X’ and press to select. Description: 35 characters Description of the General Ledger, Subsidiary Ledger, or Bank account. Account: 6 digits Indicates the six-digit account number identifying a General Ledger, a Subsidiary Ledger, or a Bank Account. Dept: 4 characters Designates the code for the department responsible for the account. SDept: 5 characters Shows the code for the subdepartment responsible for the account. Responsible Person: 20 characters Designates the person responsible for the account. Screen 29 – Account Search (cont’d) Panel 2 SPR Project: 10 digits Shows the SPR Project number associated with the account. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF9 Download DLoad Used to download the information through Entire Connection. This download is restricted to 5000 records. Support Account Search FAMIS will list all support accounts by account number, account description or title and by the person responsible for the account. Screen 68 lists valid Support Accounts as well as account number, department code, account title, and responsible person. Select an item on this screen to advance to Screen 50 for additional information. Screen 68 - Support Account Search 068 Support Account Search 04/07/08 13:43 FY 2008 CC 02 Screen: ___ Account: 271290 83000 0000 Title Search: ____________________ Dept/SDept Search: _____ _____ Resp Person Search: ____________________ Include Deleted Accts: N Sel Description Account Dept SDept Responsible Person _ CIS TRAINING 271290-83000 CEE ROGERS, RUDY R _ CLASSIFICATION AND COMPENSATION 271290-90000 CEE ROGERS, RUDY R _ FMO 271300-00000 FISC FMO PARKER, POLLY P _ ACCOUNTING SERVICES 271300-10000 FISC APS PARKER, POLLY P _ RECONCILIATIONS 271300-11000 FISC APS PARKER, POLLY P _ TRAINING/SECURITY 271300-12000 FISC APS PARKER, POLLY P _ EXTERNAL REPORTING 271300-13000 FISC APS PARKER, POLLY P _ ACCOUNTING OPERATIONS 271300-20000 FISC OPS PARKER, POLLY P _ A/R & GENERAL ACCOUNTING 271300-21000 FISC OPS PARKER, POLLY P _ ACCOUNTS PAYABLE 271300-22000 FISC OPS PARKER, POLLY P _ PROPERTY 271300-23000 FISC OPS PARKER, POLLY P _ ACCOUNTING CONTROLS 271300-30000 FISC AC PARKER, POLLY P _ FACULTY WORKSTATION ALLOCATION 271310-00000 GALV ADAA MORRIS, MITCHEL M _ PURCHASED UTILITIES 271320-00000 VPFN BYERS, BRENDA B *** Press ENTER to View More Accounts *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Dload Basic Steps • Advance to Screen 68. • Enter a valid account number. • Press to view the information. • Type ‘X’ next to an account, press and FAMIS will display additional detailed information for that account on Screen 50. Account Search Process Searching by Title If the account number is not known, the user may search by account description, or title. The ability to search for accounts by Title has been expanded. You may now use a wildcard asterisk (*) in the Title Search: field. Be aware that FAMIS will then search through the Title and the Long Title fields in order to return a list for viewing. Be aware that FAMIS is now searching through the Title and the Long Title fields in order to return a list to you for viewing. Screen 68 – Support Account Search (cont’d) SDept: 5 characters Identifies the code for the sub-department responsible for the account. Responsible 18 characters Person: Shows the person responsible for the account. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF9 Download DLoad Used to download the information through Entire Connection. This download is restricted to 5000 records. Old/New Account Crosswalk Screen 990 provides a cross-reference for the conversion of accounts to FAMIS accounts. The old account field on Screen 6 is used on Screen 990 to find the matching FAMIS account. This is helpful for employees who are learning new FAMIS accounts during implementation when accounts are changed to meet FAMIS requirements. As an aid to users, Screen 990 will take an old account number and display the new FAMIS number. Screen 990 – Old/New Account Crosswalk 990 Old/New Account Crosswalk 03/13/09 15:12 FY 2009 CC AM Screen: ___ Account: 271030 00000 Old Account Number: 297060000______ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 990. • Enter the old account number and press . • The new account number will be displayed on the Action Line. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line Account 11 digits Identify the new Subsidiary Ledger + Support Account. Screen Information . Old Account Number: 14 digits Enter the old account number. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Section VII Financial Transaction Inquiry General Ledger 6 Digit List Screen 18 displays the balance sheet for a General Ledger Account. The balance sheet will be that portion of the screen that lists the Assets (Account Controls - 1000s), Liabilities (Account Controls - 2000s) and the Fund Balance at 3X00. Account controls higher than 3000 are for your information only and not part of the balance sheet for the account. Screen 18 - GL 6 Digit List 018 GL 6 Digit List 04/07/08 13:51 GENERAL ADMINISTRATION FY 2008 CC 02 Screen: ___ Account: 012000 0000 Fiscal Year: 2008 Thru Month: 4_ April Department: GL Resp Person: PARKER, POLLY P Flags: D F N Account YTD Current Month YTD Thru Control Description Begin Balance April April ---- ----------------------- --------------- --------------- --------------- 1100 Claim on Cash 2956023.31 332389.91- 12173036.53 1399 Allowance for Uncoll Re 352.82 352.82 2100 Accounts Payable 137171.00- 347579.42 3100 Fund Bal-Functional & G 2819205.13- 15189.51- 12173389.35- 4910 Non-Mand Trn From Funct 15831.08- 373766380.79- 5910 Non-Mand Trn To Functio 353258016.56 9120 Un-Restricted Expense B 15831.08 23327569.36 9130 Un-Restricted Surplus/D 15831.08 23327569.36 9510 Expense Sum Ledger 1 641.57 11154180.01 9610 Encumb Sum Ledger 1 328345.06 18925.55 9291736.52 * Account Total 0.00 15189.51- 9354184.22- Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp DLoad Print Basic Steps • Advance to Screen 18. • Enter a valid General Ledger account number on the Action Line. • Press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter a General Ledger account number. . Fiscal Year: 4 digits Indicate the current fiscal year. . Thru Month: 2 digits Identify through which month the information is to be listed. Screen Information Department: 4 characters Designates the department responsible for the account. Screen 18 – GL 6 Digit List (cont’d) Resp Person: 20 characters Identifies the name of the person responsible for the account. Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule Account Control: 4 digits Represents a specific Balance Sheet line item for a GL account. Description: 30 characters Provides a description of the Account Control item. YTD Begin 15 digits Balance: Shows the beginning year-to-date balance. Current Month: 15 digits Provides information on current month's activities. YTD Thru: 15 digits Shows year-to-date information about line items through specified month. Account Total: 10 digits each Displays the totals of the columns. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF8 Download DLoad Used to download the information through Entire Connection. PF9 Print Print Print the information through Entire Connection. General Ledger 10 Digit Snapshot Screen 40 displays summary dollar data for a specific General Ledger (GL) Account Control. This view mimics looking at one line item on a Balance Sheet, such as 1100 - Claim on Cash or 2100 - Accounts Payable. This is the only General Ledger screen to show dollars and cents. Screen 40 - General Ledger 10 Digit Snapshot 040 GL 10 Digit Snapshot 04/07/08 13:52 FY 2008 CC 02 Screen: ___ Account: 010000 1100 EDUCATIONAL & GENERAL INCOME Thru Month: 3_ March Flags: D F D Description: Claim on Cash N FY Beginning Balance: 3,023,493.69- Balance at Begin of Month: 32,818,955.09- Current Month Change: 6,071,221.66 Year to Date Balance: 26,747,733.43- Prior Year Curr Mon Actual: 5,943,250.64 Prior Year YTD Actual: 34,704,130.51- Date Last Activity: 04/01/2008 Last Activity Counter: 264 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 40. • Enter a valid General Ledger account number and month on the Action Line. • Press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter a General Ledger + Account Control Number. Thru Month: 2 digits Identify through which month the information is to be listed. Screen 40 – General Ledger 10 Digit Snapshot (cont’d) Screen Information Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule Description: 30 characters Provides a description of the GL account. FY Beginning 12 digits Balance: Displays the balance at beginning of fiscal year for specified subcode. Balance at Begin 12 digits of Month: Provides the balance at beginning of specified month. Current Month 12 digits Change: Shows the net dollar activity for the month. Year-to-Date 12 digits Balance: Shows the amount available year-to-date for Balance Sheet item. Prior Year Curr 12 digits Mon Actual: Shows the current month actuals for prior fiscal year. Prior Year 12 digits YTD Actual: Shows the amount available year-to-date for Balance Sheet item for prior year. Date Last Activity: 8 digits Displays the date last transaction was processed. Last Activity 8 digits Counter: Shows the number of transactions made on date of last activity. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. General Ledger Reserve Balance FAMIS allows you to analyze the current balances on a General Ledger account. Screen 702 is used to display an analysis of a GL fund balance as well as various reserves. The total for Estimated Uncommitted Fund Balance shows the projected surplus or deficit amount for that account. Screen 702 - GL 6 Digit Reserve Balance 702 GL 6 Digit Reserve Balance 04/07/08 13:54 FY 2008 CC 02 Screen: ___ Account: 021124 0000 STUDENT WELFARE & RECREATIONAL FACI Thru Month: 3_ March Department: VPSS Resp Person: MITCHEL, MELANIE M Flags: D F N Year to Date Balance Thru March ---------------------- Special Reserves . 0.00 BBA Revenue Fund Balance • 28,974.28 Reserve for Encumbrances ÷ 0.00 Accrued Cash Balance 28,974.28 BBA Expense Fund Balance . 28,974.28 Revenue Budget - Unrealized . 0.00 Unobligated Remaining Budget . 14,954.29 Projected surplus or deficit Reserve for Encumbrances . 0.00 Estimated Uncommitted Fund Balance 14,019.99 * * If negative - corrective action may be necessary Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp NOTE: The total for Accrued Cash Balance is comprised of: . + • - ÷ The Estimated Uncommitted Fund Balance total is produced by: . + . - . - . Basic Steps • Advance to Screen 702. • Type a valid General Ledger account number and object code on the Action Line. • Enter the desired month. • Press to view the information. Screen 702 – General Ledger 6 Digit Reserve Balance (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter a General Ledger account number. . Thru Month: 2 digits Identify through which month the information is to be listed. Screen Information Department: 4 characters Designates the department responsible for the account. Resp Person: 30 characters Identifies the name of the person responsible for the account. Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule Special Reserves: 20 digits Identifies the dollar amount in the special reserves account control of the General Ledger. Fund Balance: 20 digits Gives the dollar amount available in the fund balance of the General Ledger account. Reserve for 20 digits Encumbrances: Displays the dollar amount of open commitments assigned to the Subsidiary Ledger accounts mapped to the General Ledger. Can be seen at Acct Control 9620. Accrued Cash 20 digits Balance: Displays the difference between the special reserves plus the fund balance minus the reserve for encumbrances. Fund Balance: 20 digits Gives the dollar amount available in the Subsidiary Ledger account. Screen 702 – General Ledger 6 Digit Reserve Balance (cont’d) Revenue Budget - 20 digits Unrealized: Gives the dollar amount summarized the expected revenue (Revenue BBA) in all SL’s mapped to the General Ledger. Unobligated 20 digits Remaining Budget: Includes a summary of BBA expenses for all SL’s mapped to General Ledger. Reserve for 20 digits Encumbrances: Shows the dollar amount of open commitments assigned to the Subsidiary Ledger account. Estimated 20 digits Uncommitted Indicates the estimated portion of fund balance that is not committed Fund Balance: (projected surplus or deficit). Additional Functions PF KEYS See the Appendix for explanation of the standard Form 500 Tracking With the introduction of EPA documents, Screen 90 can only be used for historical records. This screen displays all actions taken against a specified Position ID Number in the BPP system and is used primarily to find and track Form 500 actions. Only actions taken through the Form 500 process through BPP will show on this screen. The information on this screen is reported from BPP. Screen 90 - Form 500 Tracking (Panel 1) 090 Form 500 Tracking 04/07/08 13:58 FY 2008 CC 01 Screen: ___ Fiscal Year: 2004 PIN: Sxxxxx Bud Ch Net Funding Reqmt/Sav First Reverse Form 500 Iter Seq PT Acct Nbr Requirement Acct Entry Entry Prep Dt =============================================================================== 01 001 01 271030 31056.00 08/01/01 07/17/03 02 001 01 271030 00399 150.48 271999 1000 01/24/03 01/23/03 ******* End of Data ******* Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp More Screen 90 - Form 500 Tracking (PF11) 090 Form 500 Tracking 04/07/08 13:58 FY 2008 CC 01 Screen: ___ Fiscal Year: 2004 PIN: Sxxxxx +----------------------------------------------------------------------------+ | Employee Suppt Obj Begin End Pos Eff | | Itr Seq Name UIN Acct Code Date Date Date | | ========================================================================== | | 01 001 SHORE SAMANTHA 7uuuuuuu6 00000 1510 08/01/01 07/31/04 08/01/01 | | 02 001 SHORE SAMANTHA 7uuuuuuu6 00000 1510 08/01/01 07/31/04 08/01/01 | +----------------------------------------------------------------------------+ ******* End of Data ******* Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp More Basic Steps • Advance to Screen 90. • Enter the PIN number in the in the PIN: field. • Press to view the information. Screen 90 – Form 500 Tracking (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Fiscal Year: 4 digits Enter the fiscal year when actions against specified PIN occur. . PIN: 6 characters/digits Enter a valid Position Identification Number. Screen Information Iter: 2 digits Indicates the iterations of the specified Form 500. Seq: 3 digits Shows the sequential numbering to indicate number of transactions per iteration. PT: 2 digits Indicates the System Part number responsible for action in each iteration. Acct: 6 digits Displays the account number where salaries are initially encumbered. Bud Ch Nbr: 6 digits Identifies the Budget Change Number. Net Funding 12 digits Requirement: Identifies the amount being encumbered or liquidated for each iteration. Reqmt/Sav Acct: 6 digits Displays the account number receiving funds if salary savings requirement is involved. First Entry: 6 digits Displays the date of transaction entry. Reverse Entry: 6 digits Shows the date the transaction was reversed. Form 500 Prep Dt: 8 digits Displays the date the Form 500 information was prepared by Budget / Payroll / Personnel. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF11 More More Advances the screen to the right to view additional information. GL Mapped SLs Screen 39 displays the SLs that map to a GL. It groups the display by GL, followed by all of the SLs that map to it. This screen is similar to Screen 29. Select a GL account to view detail information on Screen 2. Select an SL account to view the detail information on Screen 6. If you would like to view the detail on Screen 8 for a specific SL, type “8” in the Screen: field on the Action Line, type ‘X’ by the desired SL and press . Screen 39 - GL Mapped SLs 039 GL Mapped SLs 04/07/08 14:02 FY 2008 CC 02 Screen: ___ Account: 020000 Sel GL SL Description Dept SDept Responsible Person _ 020002 MS FINANCE SUPPORT FINC OLSON, OLIVER O _ 200020 MS FINANCE SUPPORT FINC HANSEN, HARRY H _ 020003 BUSH SCHOOL ROYALTIES SGPS LARNELL, LEONA L _ 200030 BUSH SCHOOL ROYALTIES SGPS LARNELL, LEONA L _ 020004 MEPS SEMINAR ACCOUNT SCSC ALLEN, ANTOINE A _ 200040 MEPS SEMINAR ACCOUNT SCSC ALLEN, ANTOINE A _ 020005 ENGINEERING GEOLOGY OUTREACH GEOL ROBERTS, ROWLIN R _ 200050 ENGINEERING GEOLOGY OUTREACH GEOL ROBERTS, ROWLIN R _ 020006 PATHOLOGY GLP LABORATORY VTPB GARNER, GERALD G _ 200060 PATHOLOGY GLP LABORATORY VTPB GARNER, GERALD G _ 020007 RECRUITMENT/MATRICULATION CO APHU JOHNSON, JILL J _ 200070 RECRUITMENT/MATRICULATION CO APHU JOHNSON, JILL J _ 020008 RECRUITMENT LEADERSHIP TAM-S APHU JOHNSON, JILL J _ 200080 RECRUITMENT LEADERSHIP TEAM- APHU JOHNSON, JILL J _ 020009 HLKN DANCE MINOR PROGRAM ACC HLKN DREW, DONALD D GL selection proceeds to Screen 2 & SL selection proceeds to Screen 6 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 39. • Type a valid GL account number on the Action Line to advance the display to a specific number. • Type “X” in the Sel: field next to a GL and press to advance to Screen 2. • Type “X” in the Sel: field next to an SL and press to advance to Screen 6. GL Mapped SLs Process Press to scroll through the GL accounts displayed on this screen and view the SL accounts that are mapped to each GL. If you wish to view a specific GL account number, type it in the Account: field on the Action Line and press to have it displayed at the top of the screen. Select a specific GL or SL account by typing ‘X’ in the Sel: field to view detailed account information. Screen 2 shows the detail for a GL account; Screen 6 shows the detail for an SL account. Screen 8 shows the SL attributes. Screen 39 – GL Mapped SLs (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 6 digits Enter a valid GL account number to advance the display to the specified number. Screen Information . Sel: 1 character Type ‘X’ and press to select an account and advance to either Screen 2 (for GL) or Screen 6 (for SL). GL: 6 digits Displays the GL (General Ledger) account number. SL: 6 digits Identifies the SL (Subsidiary Ledger) account number mapped to the GL account. Description: 28 characters Provides a description of the GL or SL account. Dept: 4 characters Displays the department code for the account. SDept: 4 characters Indicates the subdepartment, if any, on the account. Responsible 20 characters Person: Identifies the person responsible for the account. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. Transaction Inquiry by Account Screen 23 displays detail transactions previously entered against a specified General Ledger (GL), Subsidiary Ledger (SL) account, or bank account. Data entered in the “Cost Ref 1, 2 and 3” fields on transaction screens such as Screen 11 or Screen 14, can be displayed on Screen 23 using Ref 5, 6 and 7. Screen 23 - Transaction Inquiry by Account (Panel 1) 023 Transaction Inquiry by Account 04/07/08 14:07 STUDY ABROAD ADMINISTRATION FY 2008 CC 02 Screen: ___ Account: 021122 ____ Ref: 2 Direct/Indirect: D Bank Option: N Sbcd TC Ref 2 Date Description Amount I BatRef Offset Acct ---- --- ------- ----- ------------------ --------------- - ------ ----------- 1100 098 BBF2007 09/01 GL BEGINNING BALAN 1,945.78 BBGL01 021122 2100 1100 098 BBF2007 09/01 GL BEGINNING BALAN 3,550.00 BBGL01 021122 2101 1100 098 BBF2007 09/01 GL BEGINNING BALAN 40,558.91 BBGL01 021122 3200 2100 048 1866790 09/04 HARRIETT*HARRIS 1,000.00 D APC006 2100 048 1867935 09/06 ISON OFFICE SOLUTI 345.78 D APA022 2100 048 1866476 09/06 ISON OFFICE SOLUTI 600.00 D APA022 2100 068 5005575 09/20 SHEILA S*STARR 96.03- F PVP067 211220 3016 2100 048 5005575 09/21 SHEILA S*STARR 96.03 D APC094 2100 068 5007040 09/24 UNITED DELIVERY SERV 19.15- F PVP069 211220 5650 2100 068 5007043 09/24 UNITED DELIVERY SERV 4.91- F PVP069 211220 5650 2100 068 5007208 09/24 SHEILA S*STARR 1,214.12- P PVP069 211220 3310 2100 068 5007208 09/24 SHEILA S*STARR 51.10- F PVP069 211220 6340 2100 048 5007208 09/25 SHEILA S*STARR 1,214.12 D APC108 2100 048 5007208 09/25 SHEILA S*STARR 51.10 D APC108 * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View DLoad Left Right When you type “Y” in the Bank Option: field, the last column heading of Panel 1 displays “Bank” and the bank number is displayed. Screen 23 - Transaction Inquiry by Account (Panel 2) 023 Transaction Inquiry by Account 04/07/08 14:09 STUDY ABROAD ADMINISTRATION FY 2008 CC 02 Screen: ___ Account: 021122 ____ Ref: 2 Direct/Indirect: D Bank Option: N Sbcd TC Ref 2 Date SAcct Description Amount ---- --- ------- ----- ----- --------------------------------- --------------- 1100 098 BBF2007 09/01 00000 GL BEGINNING BALANCE 1,945.78 1100 098 BBF2007 09/01 00000 GL BEGINNING BALANCE 3,550.00 1100 098 BBF2007 09/01 00000 GL BEGINNING BALANCE 40,558.91 2100 048 1866790 09/04 00000 HARRIETT*HARRIS 1,000.00 2100 048 1867935 09/06 00000 ISON OFFICE SOLUTIONS 345.78 2100 048 1866476 09/06 00000 ISON OFFICE SOLUTIONS 600.00 2100 068 5005575 09/20 00000 SHEILA S*STARR 96.03- 2100 048 5005575 09/21 00000 SHEILA S*STARR 96.03 2100 068 5007040 09/24 00000 UNITED DELIVERY SERVICE 19.15- 2100 068 5007043 09/24 00000 UNITED DELIVERY SERVICE 4.91- 2100 068 5007208 09/24 00000 SHEILA S*STARR 1,214.12- 2100 068 5007208 09/24 00000 SHEILA S*STARR 51.10- 2100 048 5007208 09/25 00000 SHEILA S*STARR 1,214.12 2100 048 5007208 09/25 00000 SHEILA S*STARR 51.10 * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View DLoad Left Right Screen 23 – Transaction Inquiry by Account (cont’d) Basic Steps • Advance to Screen 23. • Enter a valid account number on the Action Line. • Press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter an account number and object code. Ref: 1 digit Indicate the user-defined reference number that accounts will be sorted by. Direct/Indirect: 1 digit Identify whether or not the account is controlled directly or indirectly by the responsible person. Bank Option: 1 character Indicate whether or not (‘Y’ or ‘N’) to display the bank for each transaction. N - Default: Does not display the bank for each transaction. Screen Information Sbcd: 4 digits Shows a specified transaction subcode. TC: 3 digits Indicates the transaction code specifying budget, receipt, disbursement, or encumbrance entries. Ref: 7 characters/digits Shows more detail for transaction being posted. Reference examples are: purchase order #, voucher #, AP Check #, and Dept. Voucher #. Date: 4 digits Displays the date transaction was posted. Description: 30 characters Provides a description of the type of income/expense designated in transaction. Amount: 20 characters Indicates the dollar amount by specific transaction. Screen 23 – Transaction Inquiry by Account (cont’d) I: 1 character Shows the transaction indicator: C = Credit D = Debit P = Partial liquidation of encumbrances F = Final liquidation of encumbrances N = No liquidation of encumbrances Blank = Default transaction was used and posted with normal accounting. If the transaction normally posts as a credit, then “blank” means no change to the normal posting and it is a credit transaction. BatRef: 6 characters/digits Designates the batch reference for each transaction. Offset Acct: 10 digits Identifies the offsetting account number for direct double-sided transactions. Panel 2 SAcct: 5 digits Displays the Support Account number of the transaction listed. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF6 View View Place the cursor on a line of data on the screen and press this PF key to view the details of the transaction record. PF9 Download DLoad Used to download the information through Entire Connection. Transactions for a Month by Reference Number 2 or 4 Screen 46 displays all transactions posted in a given month against a specified General Ledger, Subsidiary Ledger or bank account number, beginning at a specific Reference 2 or 4 number. Use Screen 48 to view transactions by subcode and processing month. Screen 46 - Transactions for a Month by Ref Number 2 or 4 046 Transactions for a Month by Reference Number 2 or 4 04/07/08 14:15 VET MED - TEACHING HOSPITAL FY 2008 CC 02 Screen: ___ Account: 144013 Month: 4_ Search On Ref: 2 Ref Nbr: _______ Display Ref: 2 Bank Option: N Sbcd TC Ref 2 Date Description Amount I BatRef Offset Acct ---- --- ------- ----- ------------------ --------------- - ------ ----------- 4045 054 A817774 04/07 WINSTON VETERINARY 55.24 D 8576JF 4045 054 A817776 04/07 WINSTON VETERINARY 14.80 D 8576JF 4045 054 A817778 04/07 WINSTON VETERINARY 73.66 D 8576JF 4055 054 A817786 04/07 PRODUCERS MARKET 9.30 D 8576JF 5751 054 A817790 04/07 ASHRAH INC 3,399.00 D 8576JF 4011 054 A817791 04/07 RAY CARSON DISTR 24.26 D 8576JF 5654 054 A817794 04/07 UR REGENTS 180.00 D 8576JF 5813 054 A817796 04/07 BARTON OXYGEN & TO 26.10 D 8576JF 5645 061 C478933 03/20 CSC: 00008598 V\C/ 132.00 N 6091MD 144013 5645 5645 061 C478933 03/20 CSC: 00008598 V\C/ 132.00- N 6091MD 144013 5645 5870 061 P310608 04/03 Transportation Ser 250.00 FIPK01 300540 0508 5670 055 P803961 04/02 TREY BRISON & LAWS 4,666.77 D 3443SP 5670 055 P803962 04/02 TREY BRISON & LAWS 163.62 D 3443SP 5670 054 R803048 04/02 COLLECTIONS 4,666.77- C 3443SP * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View DLoad Left Right When you type “Y” in the Bank Option: field, the last column heading of Panel 1 displays “Bank” and the bank number is displayed. Screen 46 - Transactions for a Month by Ref Number 2 or 4 (Panel 2) 046 Transactions for a Month by Reference Number 2 or 4 04/07/08 14:16 VET MED - TEACHING HOSPITAL FY 2008 CC 02 Screen: ___ Account: 144013 Month: 4_ Search On Ref: 2 Ref Nbr: _______ Display Ref: 2 Bank Option: N Sbcd TC Ref 2 Date SAcct Description Amount ---- --- ------- ----- ----- --------------------------------- --------------- 4045 054 A817774 04/07 37000 WINSTON VETERINARY SUPPLY INC 55.24 4045 054 A817776 04/07 36200 WINSTON VETERINARY SUPPLY INC 14.80 4045 054 A817778 04/07 37000 WINSTON VETERINARY SUPPLY INC 73.66 4055 054 A817786 04/07 47200 PRODUCERS MARKET 9.30 5751 054 A817790 04/07 34400 ASHRAH INC 3,399.00 4011 054 A817791 04/07 34200 RAY CARSON DISTRIBUTING COMPANY 24.26 5654 054 A817794 04/07 22600 UR REGENTS 180.00 5813 054 A817796 04/07 11600 BARTON OXYGEN & TOOL CO INC 26.10 5645 061 C478933 03/20 22110 CSC: 00008598 V\C/N TO CORRECT SA 132.00 5645 061 C478933 03/20 11110 CSC: 00008598 V\C/N TO CORRECT SA 132.00- 5870 061 P310608 04/03 00000 Transportation Services 250.00 5670 055 P803961 04/02 11700 TREY BRISON & LAWSON INC 4,666.77 5670 055 P803962 04/02 11700 TREY BRISON & LAWSON INC 163.62 5670 054 R803048 04/02 11700 COLLECTIONS 4,666.77- * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View DLoad Left Right Screen 46 – Transactions for a Month by Ref Number 2 or 4 (cont’d) Basic Steps • Advance to Screen 46. • Type a valid account number on the Action Line. • Enter a valid Ref 2 or 4 number in the Ref Nbr: field and press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 6 digits Enter a valid account number. . Month: 2 digits Indicate the current month. . Search on Ref: 1 digit Enter 2 or 4 for the user-defined reference number (usually the PO number). . Ref Nbr: 7 characters/digits Indicate the Reference Number used to access the account. Display Ref: 1 digit Include the user-defined reference number by which accounts are to be sorted. Bank Option: 1 character Type ‘Y’ to display the bank for each transaction. The default is ‘N’ which does not display the bank for each transaction. Screen Information Sbcd: 4 digits Designates a specified transaction subcode. TC: 3 digits Displays the transaction code specifying budget, receipt, disbursement, or encumbrance entries. Ref: 7 characters/digits Shows detail of the type of transaction being posted. Some reference examples are: purchase order #, voucher #, AP Check #, and Dept. Voucher #. The column title changes according to the number entered in the Search on Ref: field. Date: 4 digits Displays the date the batch session was entered. Description: 30 characters Provides a description of the type of income/expense designated in transaction. Screen 46 – Transactions for a Month by Ref Number 2 or 4 (cont’d) Amount: 14 digits Displays the dollar amount of the transaction. I: 1 character Designates the transaction indicator as credit (C), debit (D), or encumbrance liquidation (Partial (P) or Final (F)). BatRef: 7 characters/digits Shows the individual batch reference headers. Offset Acct: 10 digits Indicates the offsetting account for direct double-sided transactions if ‘N’ was entered in the Bank Option: field. --OR-- Bank: 5 digits Displays the bank account number if ‘Y’ was entered in the Bank Option: field. Panel 2 SAcct: 5 digits Shows the Support Account number. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF6 View View Displays the detailed Transaction Record. +----------------------------------------------------------------------------+ | Display of Detailed Transaction Record | | | | 04/07/2008 : PRODUCERS MARKET ASSOCIATION $9.30 | | PRODUCERS MARKET-PIG FEED | | TransCode: 054 Enc - Req, Limited, Exempt Dir/Ind: D | | Account: 144013 47200 4055 LAC - FOOD ANIMAL MEDICINE | | Farm, Ranch and Nursery Supplies | | Offset: | | | | PO/Enc/Ref 1: A817786 Cost Ref1: Fiscal Yr: 2008 | | Ref 2: A817786 2: Proc Month: 08 | | Ref 3: 3: Batch Date: 04/07/2008 | | Ref 4: 82782 Bank: 78001 Batch Ref: 8576JF | | Vndr/Card Id: 1vvvvvvvvv0 | | Enc Obj Cd: | | Ovrd Comp Cd: Processed: 04/07/2008 12:28:00 | | Liquidation Amt: 0.00 User Id: KxxxxT | | Oper Id: KxxxxT | | Indirect Base Code: Term Id: R981 | | Base Amount: 0.00 Internal Tracking Nbr: 34701549 | | PF3= Back to 046 PF4= Exit PF6= Indirect Accts | +----------------------------------------------------------------------------+ PF9 Download DLoad Used to download the information through Entire Connection. Transaction Inquiry on Ref. Number 2 or 4 FAMIS lists transactions posted in a specific month with a specific value in Reference Number 2 or 4. This can be seen on Screen 47. Screen 47 - Transaction Inquiry on Reference Number 2 or 4 047 Transaction Inquiry on Reference Number 2 or 4 04/08/08 14:26 WILDLIFE SCIENCE FY 2008 CC 02 Screen: ___ Account: 130015 Search On Ref: 2 Ref Nbr: 0003684 Display Ref: 2 Bank Option: N Sbcd TC Ref 2 Date Description Amount I BatRef Offset Acct ---- --- ------- ----- ------------------ --------------- - ------ ----------- 1515 064 0003684 03/12 BIWEEKLY PAYROLL 2,155.20 PAYB08 011125 2400 1740 064 0003684 03/12 BIWEEKLY PAYROLL 739.00 PAYB08 011125 2400 1750 064 0003684 03/12 BIWEEKLY PAYROLL 38.06 PAYB08 011125 2400 1510 064 0003684 03/12 BAKER, BONNIE B 689.60 PAYB08 011125 2400 1951 049 0003684 03/12 BIWEEKLY PAYROLL - 7.54 D PAYB10 1951 049 0003684 03/12 BIWEEKLY PAYROLL - 2.41 D PAYB10 1105 051 0003684 03/12 SUMMARY BIWEEKLY P 2,155.20- C PAYB25 1906 051 0003684 03/12 SUMMARY BIWEEKLY P 7.54- C PAYB25 1105 051 0003684 03/12 SUMMARY BIWEEKLY P 689.60- C PAYB25 1906 051 0003684 03/12 SUMMARY BIWEEKLY P 2.41- C PAYB25 * End of Data * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View DLoad Right Left When you type “Y” in the Bank Option: field, the last column heading of Panel 1 displays “Bank” and the bank number is displayed. Screen 47 - Transaction Inquiry on Ref Number 2 or 4 (Panel 2) 047 Transaction Inquiry on Reference Number 2 or 4 04/08/08 14:28 WILDLIFE SCIENCE FY 2008 CC 02 Screen: ___ Account: 130015 Search On Ref: 2 Ref Nbr: 0003684 Display Ref: 2 Bank Option: N Sbcd TC Ref 2 Date SAcct Description Amount ---- --- ------- ----- ----- --------------------------------- --------------- 1515 064 0003684 03/12 08631 BIWEEKLY PAYROLL 2,155.20 1740 064 0003684 03/12 08635 BIWEEKLY PAYROLL 739.00 1750 064 0003684 03/12 08635 BIWEEKLY PAYROLL 38.06 1510 064 0003684 03/12 14990 BAKER, BONNIE B 689.60 1951 049 0003684 03/12 08631 BIWEEKLY PAYROLL - LEAV 7.54 1951 049 0003684 03/12 14990 BIWEEKLY PAYROLL - LEAV 2.41 1105 051 0003684 03/12 08631 SUMMARY BIWEEKLY PAYROLL EPA ADJ 2,155.20- 1906 051 0003684 03/12 08631 SUMMARY BIWEEKLY PAYROLL EPA ADJ 7.54- 1105 051 0003684 03/12 14990 SUMMARY BIWEEKLY PAYROLL EPA ADJ 689.60- 1906 051 0003684 03/12 14990 SUMMARY BIWEEKLY PAYROLL EPA ADJ 2.41- * End of Data * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View DLoad Right Left Basic Steps • Advance to Screen 47. • Type a valid Subsidiary Ledger (SL) account number on the Action Line. • Enter a valid Reference 2 or 4 number for the SL and press . Screen 47 – Transaction Inquiry on Ref Number 2 or 4 (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 6 digits Enter a valid account number. . Search on Ref : 1 digit Enter a user-defined reference number (usually the PO number). . Ref Nbr: 7 characters/digits Include the user-defined reference number (usually the PO number). Display Ref: 1 digit Enter the user-defined reference number that accounts will be sorted by. Bank Option: 1 character Type ‘Y’ to display the bank for each transaction. The default is ‘N’ and does not display the bank for each transaction. Screen Information Sbcd: 4 digits Designates a specified subcode or account control. TC: 3 digits Shows the transaction code posted with the transaction. Ref: 7 characters/digits Identifies the reference number providing details about specified transactions. Date: 4 digits Displays the date the batch session was entered. Description: 30 characters Provides a description of the transaction item. Amount: 14 digits Gives the dollar amount of the transactions. I: 1 character Shows the transaction indicator as credit (C), debit (D), or encumbrance liquidation - Partial (P) or Final (F). . BatRef: 7 characters/digits Designates the individual batch reference headers. Screen 47 – Transaction Inquiry on Ref Number 2 or 4 (cont’d) Offset Acct: 12 digits Displays the offsetting account for direct double-sided transactions. --OR-- Bank: 5 digits Displays the bank account number if ‘Y’ was entered in the Bank Option: field. Panel 2 SAcct: 5 digits Identifies the Support Account number. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF6 View View Displays the detailed transaction record. PF9 Download DLoad Used to download the information through Entire Connection. Transactions by Account/Subcode/Month Screen 48 allows you to view monthly transactions posted against a GL, SL or bank account by specifying the account number, subcode, and/or month. Use Screen 46 to see any transactions for the processing month. Screen 48 - Transaction Inq. by Account/Subcode/Month (Panel 1) 048 Transaction Inquiry by Account/Subcode/Month 04/07/08 14:30 VET MED - TEACHING HOSPITAL FY 2008 CC 02 Screen: ___ Account: 144013 4010 Month: 3_ Direct/Indirect: D Display Ref: 2 Bank Option: N Ref: _______ Sbcd TC Ref 2 Date Description Amount I BatRef Offset Acct ---- --- ------- ----- ------------------ --------------- - ------ ----------- 4010 068 5087586 03/18 ACERO OF AUSTIN 301.03 F PVP184 014400 2100 4010 068 5081690 03/04 JP MORRIS CHANCE 39.26 N PCV001 014400 2100 4010 068 5081693 03/04 JP MORRIS CHANCE 15.14 N PCV001 014400 2100 4010 041 03/04 OFFICE-credit-dry 15.14- C PCR001 4010 054 A810239 03/07 ACERO OF AUSTIN 301.03 D 7070SA 4010 068 5085052 03/17 SURRY MEDICAL SER 224.62 F PVP183 014400 2100 4010 054 A814737 03/27 M S GRAY INC 262.59 D 8576JF 4010 061 S051666 03/27 STORES 422.77 PURS01 270260 0523 4010 061 S051667 03/27 STORES 25.50 PURS01 270260 0523 4010 061 S051668 03/27 STORES 165.30 PURS01 270260 0523 4010 061 S051669 03/27 STORES 374.08 PURS01 270260 0523 4010 061 S051670 03/27 STORES 23.95 PURS01 270260 0523 4010 061 S051671 03/27 STORES 78.72 PURS01 270260 0523 4010 061 S051672 03/27 STORES 108.02 PURS01 270260 0523 * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View DLoad Left Right When you type “Y” in the Bank Option: field, the last column heading of Panel 1 displays “Bank” and the bank number is displayed. Screen 48 - Transaction Inq. by Account/Subcode/Month (Panel 2) 048 Transaction Inquiry by Account/Subcode/Month 04/07/08 14:32 VET MED - TEACHING HOSPITAL FY 2008 CC 02 Screen: ___ Account: 144013 4010 Month: 3_ Direct/Indirect: D Display Ref: 2 Bank Option: N Sbcd TC Ref 2 Date SAcct Description Amount ---- --- ------- ----- ----- --------------------------------- --------------- 4010 068 5087586 03/18 11200 ACERO OF AUSTIN INC 301.03 4010 068 5081690 03/04 22120 JP MORRIS CHANCE 39.26 4010 068 5081693 03/04 22800 JP MORRIS CHANCE 15.14 4010 041 03/04 22800 OFFICE-credit-dry erase board 15.14- 4010 054 A810239 03/07 11200 ACERO OF AUSTIN INC 301.03 4010 068 5085052 03/17 34400 SURRY MEDICAL SERVICES INC 224.62 4010 054 A814737 03/27 46750 M S GRAY INC 262.59 4010 061 S051666 03/27 11000 STORES 422.77 4010 061 S051667 03/27 11110 STORES 25.50 4010 061 S051668 03/27 11200 STORES 165.30 4010 061 S051669 03/27 11600 STORES 374.08 4010 061 S051670 03/27 12001 STORES 23.95 4010 061 S051671 03/27 22010 STORES 78.72 4010 061 S051672 03/27 22020 STORES 108.02 * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View DLoad Left Right Screen 48 – Transaction Inq. by Account/Subcode/Month (cont’d) Basic Steps • Advance to Screen 48. • Type a valid account number and object code on the Action Line. • Press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter a valid account number and object code. Month: 2 digits Type the month of transactions to be displayed. Direct/Indirect: 1 character Indicate whether the transaction is direct (D) or indirect (I). Display Ref: 1 digit Include the user-defined reference number that accounts will be sorted by. Bank Option: 1 character Indicate whether or not (‘Y’ or ‘N’) to display the bank for each transaction. N = Default: Does not display the bank for each transaction. Ref: 7 characters/digits Identify a reference number providing details about specified transactions. Screen Information Sbcd: 4 digits Designates a specified object code or account control. TC: 3 digits Displays the transaction code designating type of transaction. Ref: 7 characters/digits Identifies a reference number providing details about specified transactions. Date: 4 digits Displays the date the batch session was entered. Description: 30 characters Provides a description of the transaction item. Amount: 14 digits Gives the dollar amount of the transaction. Screen 48 – Transaction Inq. by Account/Subcode/Month (cont’d) I: 1 character Shows the transaction indicator as credit (C), debit (D), or encumbrance liquidation - Partial (P) or Final (F). BatRef: 6 characters/digits Designates the individual batch reference header where this transaction was entered. Offset Acct: 12 digits Identifies the offsetting account for direct double-sided transactions. --OR-- Bank: 5 digits Displays the bank account number if ‘Y’ was entered in the Bank Option: field. Panel 2 SAcct: 5 digits Shows the Support Account number. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF6 View View Displays the detailed transaction record. PF9 Download DLoad Used to download the information through Entire Connection. Transaction Inquiry by Subcode Screen 80 provides the ability to find transactions at a subcode level. For example, by entering the object code 4010 for supplies, you can see a list of all the accounts that have posted transactions using object code 4010. To view a range of subcodes, enter the subcode and the account information you wish to view and press PF8 to page to the next subcode. This feature can also be used for account control postings at the General Ledger level. Screen 80 - Inquiry By Subcode 080 Inquiry By Subcode 04/07/08 14:35 Subcode 4010: Supplies - Office General FY 2008 CC 02 Screen: ___ Subcode: 4010 Fiscal Year: 2008 Page 1__ Of 1 Viewed Pg(s) From Acct: ______ _____ To Acct: ______ _____ Thru Month: 4_ April Dept: _____ Subdept: _____ SL/SA/GL/BK: SL FY/IN: FY Zero Balance: N S SL SA Title Budget Actual Encumbrance - ------ ----- --------------------- ------------- ------------- ------------- _ 120016 VP & ASSOC PROVOST FO 24.00 24.00 _ 120046 STUDENT FINANCIAL SER 130.05 130.05 _ 120401 STUDENT LEARNING CENT 80.36 80.36 _ 120408 OFFICE OF THE COMMAND 4866.13 4866.13 _ 121204 DEVELOPMENT FOUNDATIO 13542.60 13542.60 _ 130001 AGRICULTURAL ECONOMIC 726.42 726.42 _ 130008 HORTICULTURAL SCIENCE 468.30 468.30 _ 130009 PLANT SCIENCES 582.53 582.53 _ 130012 ECOSYSTEM SCIENCE & M 404.03 404.03 _ 130050 GRAD PROGRAM ENHANCEM 12.00 12.00 _ 130052 GRAD PROGRAM ENHANCEM 473.06 473.06 _ 130053 GRAD PROGRAM ENHANCEM 191.18 191.18 Page Totals for 4010: 21500.66 21096.63 404.03 *** Press ENTER to view more SL Accounts *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Frwd Dload Basic Steps • Advance to Screen 80. • Type a valid subcode in the Subcode: field on the Action Line and press . • To view a more specific group of subcodes, enter specific information in the other fields as needed. • To view a range of subcodes, press PF8 to view the next subcode. • Type ‘X’ in the S: field to select an item and advance to Screen 81 to view detailed transactions. • Use the PF7 and PF8 keys to advance the display backward or forward to other subcodes. The subcode number and description will appear above the Action Line. Inquiry by Subcode Process The information on this screen may be displayed by subsidiary ledger, support account, general ledger or bank codes. The title and information of the first column will show the desired data, based on the code entered in the SL/SA/GL/BK: field. Screen 80 – Inquiry by Subcode (cont’d) Entire Connection To download the screen information through Entire Connection, press PF9. This download feature also allows a range of subcodes to be downloaded. See the Entire Connection User Manual for help using this feature. The PF7 (backward) and PF8 (forward) keys will display the transactions for the subcode entered on the Action Line. When the end of the list is reached for that subcode, PF7 and PF8 will go back and forth to the previous or next subcode, which will be displayed above the Action Line. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Subcode: 4 digits Enter a valid subcode. . Fiscal Year: 4 digits Type the desired fiscal year to view a previous year. The current year is the default. Page _ of _ 3 digits View Pg(s): Shows the number of the page being displayed. From Acct: 11 digits Include the beginning range of accounts to be displayed. To Acct: 11 digits Enter the ending range of accounts to be displayed. Thru Month: 2 digits Type in the desired month to be included in the search. The default is the current month. Dept: 5 characters Include a department code to limit the data displayed, if desired. SL/SA/GL/BK: 2 characters Enter desired type of account: SL = Subsidiary Ledger SA = Support Account GL = General Ledger BK = Bank FY/IN: 2 characters Include the appropriate code for displaying either fiscal year (FY) data or inception-to-date (IN) data. Zero Balance: 1 character Enter ‘Y’ to display zero balances. Screen 80 – Inquiry by Subcode (cont’d) Screen Information . S: 1 character Type ‘X’ to select an item and advance to Screen 81. SL (GL or BK): 6 digits Displays the account number that has transactions for the subcode. SA: 5 digits Displays the support account number. Title: 21 characters Shows the account title. Budget: 10 digits Indicates dollar amount budgeted. Actual: 10 digits Shows actual dollar amount spent through the specified month. Encumbrance: 10 digits Displays the dollar amount encumbered on the account through the month entered on the Action Line. Additional Functions: PF KEYS See the Appendix for explanation of the standard PF Keys. PF7 Backward Bkwd Advances to previous subcode. PF8 Forward Frwd Advances to the next subcode. PF9 Download Dload Download screen data through Entire Connection. Detail Transaction by Subcode Screen 81 displays detailed information for transactions by subcode. Additional information is displayed on a second panel, and can be accessed by pressing the PF11 key. In addition to viewing the transactions, a user may download the data through Entire Connection. See the Entire Connection User’s Manual for help using this feature. Screen 81 - Detail Transaction by Subcode (Panel 1) 081 Detail Transaction by Subcode 04/07/08 14:37 Supplies - Office General FY 2008 CC 02 Screen: ___ Subcode: 4010 Fiscal Year: 2008 Page 3__ of 3 Viewed Pg(s) From Month: 9_ September To Month: 4_ April Bank Option: N SL/SA/GL: SL From Account: ______ _____ To Account: ______ _____ Ref: 2 Acct TC Ref 2 Date Description Amount I BatRef Offset Acct ------ --- ------- ----- ---------------- --------------- - ------ ----------- 130001 068 5000595 09/11 SOUTHWEST BOXES 125.93 F PVP060 013000 2100 130001 054 L803750 09/17 LASER SERVICES 531.86 D 7057TM 130001 068 5003012 09/17 LASER SERVICES 11.56 F PVP064 013000 2100 130001 054 Z717555 09/19 LASER SERVICES 1.80- C 7057TM 130001 068 5008958 09/27 LASER SERVICES 189.55 F PVP072 013000 2100 130001 054 L803750 09/28 LASER SERVICES 4.47 D 7057TM 130001 054 5016506 10/18 LASER SERVICES 536.33- C INV382 130001 054 A800246 02/04 LASER SERVICES 392.52 D 7057TM 130001 054 A800246 02/12 LASER SERVICES 6.86 D 7057TM 130001 068 5076306 02/21 LASER SERVICES 399.38 F PVP167 013000 2100 130008 054 A805478 02/21 HTS GOVERNMENT S 407.00 D 9234EJ 130008 054 A805478 03/11 HTS GOVERNMENT S 407.00- C 9234EJ *** Press ENTER to View More SL Transactions *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Bkwd Frwd Dload Left Right When you type “Y” in the Bank Option: field, the last column heading of Panel 1 displays “Bank” and the bank number is displayed. Screen 81 - Detail Transaction by Subcode (Panel 2) 081 Detail Transaction by Subcode 04/07/08 14:39 Supplies - Office General FY 2008 CC 02 Screen: ___ Subcode: 4010 Fiscal Year: 2008 Page 3__ of 3 Viewed Pg(s) From Month: 9_ September To Month: 4_ April Bank Option: N SL/SA/GL: SL From Account: ______ _____ To Account: ______ _____ Ref: 2 Acct TC Ref 2 Date SAcct Description Amount ------ --- ------- ----- ----- ------------------------------ --------------- 130001 068 5000595 09/11 10050 SOUTHWEST BOXES 125.93 130001 054 L803750 09/17 10030 LASER SERVICES 531.86 130001 068 5003012 09/17 10030 LASER SERVICES 11.56 130001 054 Z717555 09/19 10030 LASER SERVICES 1.80- 130001 068 5008958 09/27 10030 LASER SERVICES 189.55 130001 054 L803750 09/28 10030 LASER SERVICES 4.47 130001 054 5016506 10/18 10030 LASER SERVICES 536.33- 130001 054 A800246 02/04 20110 LASER SERVICES 392.52 130001 054 A800246 02/12 20110 LASER SERVICES 6.86 130001 068 5076306 02/21 20110 LASER SERVICES 399.38 130008 054 A805478 02/21 00000 HTS GOVERNMENT SERVICES INC 407.00 130008 054 A805478 03/11 00000 HTS GOVERNMENT SERVICES INC 407.00- *** Press ENTER to View More SL Transactions *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Bkwd Frwd Dload Left Right Screen 81 – Detail Transaction by Subcode (cont’d) Basic Steps • Advance to Screen 81. • Type a valid subcode in the Subcode: field and press . (If an item was selected on Screen 80, FAMIS will advance to this screen.) • To view specific subcodes, enter information in on the Action Line as needed. Inquiry by Subcode Process The information on this screen may be displayed by subsidiary ledger, support account, general ledger or bank codes. The title and information of the first column will show the desired data, based on the code entered in the SL/SA/GL/BK: field. To download the screen information through Entire Connection, press PF9. This download feature also allows a range of subcodes to be downloaded. To view additional detail for a transaction, place the cursor on the desired transaction and press PF6. Screen 81 - PF6 View Pop-Up Window +----------------------------------------------------------------------------+ | Display of Detailed Transaction Record | | | | 02/21/2008 : SHI GOVERNMENT SOLUTIONS INC $407.00 | | 407.00-DEPT-FLATBED SCANNER | | TransCode: 054 Enc - Req, Limited, Exempt Dir/Ind: D | | Account: 130008 00000 4010 HORTICULTURAL SCIENCES | | Supplies - Office General | | Offset: | | | | PO/Enc/Ref 1: A805478 Cost Ref1: Fiscal Yr: 2008 | | Ref 2: A805478 2: Proc Month: 06 | | Ref 3: 3: Batch Date: 02/21/2008 | | Ref 4: 00000 Bank: 78001 Batch Ref: 9234EJ | | Vndr/Card Id: 1vvvvvvvvv3 | | Enc Obj Cd: | | Ovrd Comp Cd: Processed: 02/21/2008 13:50:30 | | Liquidation Amt: 0.00 User Id: KxxxxxP | | Oper Id: KxxxxxP | | Indirect Base Code: Term Id: R642 | | Base Amount: 0.00 Internal Tracking Nbr: 33147587 | | PF3= Back to 081 PF4= Exit PF6= Indirect Accts | +----------------------------------------------------------------------------+ To view detail of indirect accounts, press PF6 on the pop-up window. +----------------------------------------------------------------------+ | Indirect Account Information for Direct Detailed Transaction Record | | | | General Ledger: 013000 DOE & FACULTY SALARIES-AG & | | | | Account Amount Account Control Title | | ----------- --------------- ------------------------------------ | | 013000-9610 407.00 Encumb Sum Ledger 1 | | | | PF3= Back to 081 PF4= Exit | +----------------------------------------------------------------------+ Screen 81 – Detail Transaction by Subcode (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Subcode: 4 digits Enter a valid subcode. . Fiscal year: 4 digits Type the desired fiscal year to view a previous year. The current year is the default. Page _ of _ 3 digits View Pg(s): Shows the number of pages displayed. From Month: 2 digits Include the beginning month to be included in the displayed transactions. To Month: 2 digits Enter the ending month to be included in the displayed transactions. Bank Option: 1 character Indicate whether or not (‘Y’ or ‘N’) to display the bank for each transaction. N - Default: Does not display the bank for each transaction. Ref: 1 digit Include the user-defined reference number that accounts will be sorted by. SL/SA/GL: 2 characters Identify the type of code to be displayed. SL = Subsidiary Ledger SA = Support Account GL = General Ledger From Acct: 11 digits Include the beginning range of accounts to be displayed. Screen Information Panel 1 Acct: 6 digits Shows the account number. TC: 2 characters Identifies the transaction code. Ref: 7 characters/digits Shows more detail for transaction being posted. Reference examples are: purchase order #, voucher #, AP Check #, and Dept. Voucher #. Date: 4 digits Displays the date the transaction was posted. Screen 81 – Detail Transaction by Subcode (cont’d) Description: 15 characters Provides a description of the transaction. Amount: 10 digits Identifies the amount of the transaction. I: 1 character Shows the transaction indicator as credit (C), debit (D), or encumbrance liquidation - Partial (P) or Final (F). BatRef: 6 characters/digits Displays the batch reference number. Offset Acct 10 digits (5 digits for bank) (or Bank): Shows either the offset account number or bank number, depending on what was entered in the Bank Option: field. Panel 2 SAcct: 5 digits Identifies the Support Account. Description: 30 characters Provides a description of the transaction. Amount: 10 digits Identifies the amount of the transaction. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF6 View View View additional detailed transaction record information. PF9 Download Dload Download screen data through Entire Connection. Subsidiary Ledger Account Dollar Totals FAMIS displays a "To-Date" statement of account for a Subsidiary Ledger (SL) Account. This display is another on-line version of the monthly statement and can be changed to reflect any past month. This screen breaks out direct expense data from indirects often useful for project tracking. Screen 6B - SL Account Dollar Totals 06B SL Account Dollar Totals 04/07/08 15:14 VET MED - BIOMEDICAL SCIENCE FY 2008 CC 02 Screen: ___ Account: 144010 Thru Month: 4_ April Prior Yr --Rollover--- --Fiscal Yr-- ----Total---- Revenue Totals: Budget: 0.00 0.00 0.00 Actual: 0.00 0.00 0.00 BBA: 0.00 0.00 0.00 Direct Exp Totals: Budget: 778.20 0.00 778.20 Actual: 0.00 276.95 276.95 Encumbrance: 0.00 0.00 0.00 BBA: 778.20 -276.95 501.25 Exclude from Bottom Line: 0.00 Net Direct BBA: 501.25 Unprot Available: 501.25 Indirect Exp Totals: Budget: 0.00 0.00 0.00 Actual: 0.00 0.00 0.00 Encumbrance: 0.00 0.00 0.00 BBA: 0.00 0.00 0.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 6B. • Type a valid Subsidiary Ledger account number and month on the Action Line and press . Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 6 digits Enter a valid Subsidiary Ledger account number. Thru Month: 2 digits Identify through which month to be displayed. All of the following fields can show the dollar amounts for the Prior Year Rollover, Fiscal Year and Total. Screen Information Revenue Totals: Budget: 12 digits Shows original plus revised budget by object code. Screen 6B – SL Account Dollar Totals (cont’d) Actual: 12 digits Displays the actual dollar amount. BBA: 12 digits Identifies the budget balance available. Direct Expense Totals: Budget: 8 digits Shows original plus revised budget by object code. Actual: 12 digits Displays the actual dollar amount. Encumbrance: 12 digits Gives dollar amount committed for object codes. BBA: 12 digits Shows the budget balance available. Exclude from 12 digits Bottom Line: Gives the dollar amount excluded from the total. Net Direct BBA: 12 digits Identifies the portion of budget balance available attributed to direct expenses. Unprot Available: 12 digits Shows unprotected portion of budget available not under spending restrictions on Screen 10C. Indirect Expense Totals: Budget: 12 digits Shows original plus revised budget by object code. Actual: 12 digits Identifies actual dollar amount. Encumbrance: 12 digits Gives dollar amount committed for object codes. BBA: 12 digits Shows the budget balance available. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Subsidiary Ledger List with Category Totals FAMIS displays a "To-Date" statement of account for a Subsidiary Ledger (SL) Account. This display is the on-line version of the monthly statement and can be changed to reflect any past month. Using the PF11 key to scroll to the right will show the actual dollar and cents amount. Screen 19 – SL 6 Digit List with Category Totals (Panel 1) 019 SL 6 Digit List with Category Totals 04/07/08 15:18 PROTEIN CHEMISTRY LABORATORY FY 2008 CC 02 Screen: ___ Account: 271020 0000 Fiscal Year: 2008 Thru Month: 3_ March FY/PY/IN to Date: FY Zero Balance: N Resp Person: ETTARE, EARLINE E Bottom Line Exclusion: Department: BCBP Flags: D F B C Z G ABR Net Dir BBA: Map Code: 27102 N N Y R N 001 Unprotected Available: Obj Description Budget Actual Encumbrances Available ---- -------------------- ------------ ------------ ------------ ------------ 0001 Revenue Pool 28085- 28085- 0655 Services - Lab Work 53296- 53296- **** Total Revenue Pool 81380- 53296- 28085- If PY or IN, the display won't be correct unless the year- end process flag is set to ‘P’ on Screen 6. 1000 All Expense Pool 76714 76714 1105 Salary Encumbrance 25003 25003 1320 Sal-Research - Class 14620 14620 1510 Sal-Support Staff - 18258 18258 1605 Longevity Encumbranc 600 600 1610 Longevity Pay 760 760 1740 Wages - Student 2616 2616 1906 Benefits Encumbrance 6419 6419 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp DLoad Left Right Screen 19 – SL 6 Digit List with Category Totals (Panel 2) 019 SL 6 Digit List with Category Totals 04/07/08 15:20 PROTEIN CHEMISTRY LABORATORY FY 2008 CC 02 Screen: ___ Account: 271020 0000 Fiscal Year: 2008 Thru Month: 3_ March FY/PY/IN to Date: FY Zero Balance: N Resp Person: ETTARE, EARLINE E Bottom Line Exclusion: Department: BCBP Flags: D F B C Z G ABR Net Dir BBA: Map Code: 27102 N N Y R N 001 Unprotected Available: Obj C P Budget CM Actual Actual Encumbrances Available ---- - - ------------- ------------- ------------- ------------- ------------- 0001 28084.50- 28084.50- 0655 53295.50- 4045.00- 53295.50- **** 81380.00- 4045.00- 53295.50- 28084.50- 1000 76714.28 76714.28 1105 25003.37 25003.37 1320 14620.32 2044.80 14620.32 1510 18258.31 2608.33 18258.31 1605 600.00 600.00 1610 760.00 120.00 760.00 1740 2616.25 347.75 2616.25 1906 6418.62 6418.62 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp DLoad Left Right Basic Steps • Advance to Screen 19. • Enter a valid Subsidiary Ledger account number on the Action Line and press to view the information. Screen 19 – SL 6 Digit List with Category Totals (cont’d) Map Codes To change the map code for an account, all columns on Screen 19 must be equal to zero. You can only change a map code if there are zero dollars on the account. The transactions to change the map code for an account must be done in the proper recommended order: 1. Use Screen 13 to do a “lump sum” reversal of all actuals. 2. On Screen 753, remove all encumbrances from the PIN number. 3. Check the budget amount on Screen 19 and then use Screen 10 to remove the budget amount from the account. 4. Recheck Screen 19 and if all columns are equal to zero, go to Screen 6 and change the map code. 5. Use Screen 10 to put the budget back into the account. 6. Use Screen 753 to put the encumbrances back on the PIN number. 7. Use Screen 13 to do a “lump sum” to record the actuals. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter a Subsidiary Ledger Account number. . Fiscal Year: 4 digits Enter the desired fiscal year. The default is the current fiscal year. Screen Information Thru Month: 2 digits Identify through which month the information is to be listed. FY/PY/IN to Date: 2 characters Include the code for determining the data to be displayed. For example: FY = Fiscal Year PY = Project Year IN to Date = Inception to date If ‘PY’ or ‘IN’ in this field, the display won't be correct unless the year-end process flag is set to ‘P’ on Screen 6. Resp Person: 30 characters Identifies the name of the person responsible for the account. Bottom Line 12 characters Exclusion Gives the dollar amount excluded from the total. Screen 19 – SL 6 Digit List with Category Totals (cont’d) Department: 4 characters Designates the department responsible for the account. Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule Net Direct BBA: 12 digits Shows the budget balance available attributed to direct expenses. Map Code: 5 digits Indicates the General Ledger map code to which the Subsidiary Ledger is tied. Unprotected 12 digits Available: Displays the unprotected portion of budget available that is not under spending restrictions set on Screen 10C. Obj: 4 digits Represents line item of revenue/expense object code for this account. Description: 30 characters Designates the description of the object code title. Budget: 12 digits Designates the original plus revised budget by object code. Actual: 12 digits Gives actual dollar amount spent/received on object code item. Encumbrances: 12 digits Gives dollar amount committed for specified object codes. Available: 12 digits Gives dollar amount available, in relation to the budget, for specified object codes. Screen 19 – SL 6 Digit List with Category Totals (cont’d) Panel 2 C: 1 character Indicates the type of category control in effect. Valid values are: N = No Budget Control W = Warning if over budget R = Reject if over budget P: 1 character A ‘P’ indicates that this budget category is protected from borrowing funds by other budget categories. CM Actual: 12 digits Gives the actual dollar amount for the current month. Actual: 12 digits Gives actual dollar amount spent/received on object code item. Encumbrances: 12 digits Gives dollar amount committed for specified object codes. Available: 12 digits Gives dollar amount available, in relation to the budget, for specified object codes. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF9 Download DLoad Used to download the information through Entire Connection. Subsidiary Ledger Budget Data List Screen 32 shows comparison budget data for a Subsidiary Ledger (SL) Account on-line in FAMIS. In addition to Original and Current budget information, comparison displays are also available for Last Year and Next Year. Screen 32 - Subsidiary Ledger Budget Data List 032 SL Budget Data List 04/07/08 15:22 FY 2008 CC 02 Screen: ___ Account: 144020 0000 DEAN OF VETERINARY MEDICINE-SPECIAL Thru Month: 4_ April Department: CLVM Resp Person: DREW, DONALD D Flags: D F B C Z G ABR N N Y R N 001 Last Year Next Year Obj Description Original Current YTD YTD ---- -------------------- ------------ ------------ ------------ ------------ 4010 Supplies - Office Ge 5789 6202 4011 Supplies - Paper Goo 45 18- 4014 Supplies - Other (In 23 4020 Computer Consumables 474 78 4030 Fuels and Lubricants 422 47 4066 Parts - Machinery an 5503 4075 Shop and Industrial 79 59 4076 Building Supplies an 165 4085 Furnishings & Equipm 35479 6740 4090 Computer Parts & Sup 10164 17768 5003 * Running Total 713627 146644 248555 0 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 32. • Enter a valid Subsidiary Ledger account number and month on the Action Line. • Press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter a Subsidiary Ledger account number. Thru Month: 2 digits Identify through which month the information is to be listed. Department: 4 characters Designates the department responsible for the account. Resp Person: 30 characters Identifies the name of the person responsible for the account. Screen 32 – Subsidiary Ledger Budget Data List (cont’d) Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule Screen Information Obj: 4 digits Designates the object code for the budget line item. Description: 30 characters Shows a description of the object code line item. Original: 12 digits Gives original dollar amount budgeted for the line item. Current: 12 digits Provides current dollar amount available for line item. Last Year YTD: 12 digits Displays the year-to-date dollar amount budgeted for the previous year. Next Year YTD: 12 digits Displays the year-to-date dollar amount to be budgeted next year. Running Total: 12 digits Indicates the total current dollar amount displayed in each column. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Subsidiary Ledger Annual Activity by Month FAMIS spreads Object Code summary dollar data by month of the fiscal year. This is particularly useful to see the year's activity by object code and month, and is a cumulative presentation of the monthly statement. Screen 33 - Subsidiary Ledger Annual 10 Digit Activity By Month 033 SL Annual 10 Digit Activity By Month 04/07/08 15:26 FY 2008 CC 02 Screen: ___ Account: 144013 4010 VET MED - TEACHING HOSPITAL Flags: D F C ABR Department: VTEA Resp Person: TILLEY, TOM T N N R 001 Mon Original Revised Actuals Encumbrance BBA Project Data: 32 32 Sep 5,836 5,868 32- Oct 3,637 3,533 104 Nov 4,369 4,473 104- Dec 3,350 3,350 Jan 3,489 3,448 41 Feb 4,938 4,979 41- Mar 4,874 4,611 263 Apr 263 263- May Jun Jul Aug 013 Tot 30,525 30,525 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 33. • Type a valid Subsidiary Ledger account number and object code on the Action Line and press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter a Subsidiary Ledger account number. Screen Information Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule Screen 33 – Subsidiary Ledger Annual 10 Digit Activity by Month (cont’d) Department: 4 characters Designates the department responsible for the account. Resp Person: 30 characters Identifies the person responsible for the account. Mon: 3 characters Designates the month for information. Original: 12 digits Displays original budget amount by month. Revised: 12 digits Displays revised budget amount by month. Actuals: 12 digits Displays actual total amount spent by month. Encumbrance: 12 digits Displays amount encumbered per month for specified account. BBA: 12 digits Displays the budget balance available by month. Tot: 12 digits each Shows the total dollar amount transactions listed. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Subsidiary Ledger Summary by Budget Pool Screen 34 displays summary data for budget pool at the Subsidiary Ledger (SL) level. Additional information is available on Panel 2. If PY or IN, the display won't be correct unless the year-end process flag is set to ‘P’ on Screen 6. Screen 34 - Subsidiary Ledger Summary By Budget Pool (Panel 1) 034 SL Summary By Budget Pool 04/07/08 15:28 VET MED - MEDICAL SCIENCE LIBRARY FY 2008 CC 02 Screen: ___ Account: 144014 Fiscal Year: 2008 Thru Month: 4_ April FY/PY/IN to Date: FY Calc CM IDC: N Resp Person: ARRIEL, ANNIE A Bottom Line Exclusion: Department: LIBM Flags: D F B C Z G ABR Net Dir BBA: Map Code: 14400 N N Y R N 001 Unprotected Available: Obj Description Budget Actual Encumbrances Available ---- -------------------- ------------ ------------ ------------ ------------ 0001 Revenue Pool **** Total Revenue 1005 Lump Sum Salaries 62525 62525 1006 Salary Savings Budge 1000 All Expense Pool 267704 100377 55374 111953 **** Total Expenses 330229 100377 55374 174478 * Account Total 330229 100377 55374 174478 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 34 - Subsidiary Ledger Summary By Budget Pool (Panel 2) 034 SL Summary By Budget Pool 04/07/08 15:30 VET MED - MEDICAL SCIENCE LIBRARY FY 2008 CC 02 Screen: ___ Account: 144014 Fiscal Year: 2008 Thru Month: 4_ April FY/PY/IN to Date: FY Calc CM IDC: N Resp Person: ARRIEL, ANNIE A Bottom Line Exclusion: Department: LIBM Flags: D F B C Z G ABR Net Dir BBA: Map Code: 14400 N N Y R N 001 Unprotected Available: Obj C P Budget CM Actual Actual Encumbrances Available ---- - - ------------- ------------- ------------- ------------- ------------- 0001 **** 1005 62525.00 62525.00 1006 1000 267704.18 100376.61 55374.39 111953.18 **** 330229.18 100376.61 55374.39 174478.18 * Total 330229.18 .00 100376.61 55374.39 174478.18 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Basic Steps • Advance to Screen 34. • Type a valid Subsidiary Ledger account number and fiscal year on the Action Line and press to view the information. Screen 34 – Subsidiary Ledger Summary by Budget Pool (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 6 digits Enter a Subsidiary Ledger Account Number. . Fiscal Year: 4 digits Shows current fiscal year. Change if you want to view a previous year. Screen Information Panel 1 Thru Month: 2 digits Identify through which month the information is to be listed. FY/PY/IN to Date: 2 characters Include the code for determining the data to be displayed. For example: FY = Fiscal Year PY = Project Year IN = Inception of the project to date. If ‘PY’ or ‘IN’, the display won't be correct unless the year-end process flag is set to ‘P’ on Screen 6. Calc CM IDC: 1 character ‘Y’ will calculate current month indirect cost charges for display only. The actual posting is a batch job run at month end. Resp Person: 30 characters Identifies the name of the person responsible for the account. Bottom Line 11 digits Exclusion: Shows the amount of budget excluded from the total direct budget (held in reserve). Department: 4 characters Designates the department responsible for the account. Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule Screen 34 – Subsidiary Ledger Summary by Budget Pool (cont’d) Net Dir BBA: 12 digits Shows the budget balance available attributed to direct expenses. Map Code: 6 digits Displays the General Ledger map code to which the Subsidiary Ledger is tied. Unprotected 13 digits Available: Displays the unprotected portion of budget available that is not under spending restrictions set on Screen 10C. Obj: 4 digits Represents budget pool object code. Description: 30 characters Provides a description of the title of budget pools. Budget: 12 digits Designates the original plus revised budget by pool. Actual: 12 digits Summarizes actual dollar amount spent/received by budget pool. Encumbrances: 12 digits Summarizes dollar amount committed by budget pool. Available: 12 digits Gives dollar amount available, in relation to the budget, for specified object codes. Account Total: 12 digits Gives the total amount of transactions processed. Panel 2 C: 1 character Indicates the type of category control in effect. Valid values are: N = No Budget Control W = Warning if over budget R = Reject if over budget P: 1 character A ‘P’ indicates that this budget category is protected from borrowing funds by other budget categories. CM Actual: 12 digits Gives the actual dollar amount for the current month. Actual: 14 digits Gives actual dollar amount spent/received on object code item. Screen 34 – Subsidiary Ledger Summary by Budget Pool (cont’d) Encumbrances: 12 digits Gives dollar amount committed for specified object codes. Available: 12 digits Gives dollar amount available, in relation to the budget, for specified object codes. Account Total: 12 digits each column. Gives the total amount of transactions processed. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Subsidiary Ledger Snapshot FAMIS provides detailed information on a specific Subsidiary Ledger (SL) account at the object code level. A valid 10-digit account number (6 digit SL account number plus the 4 digit object code) is required. The month will default to current month (unless otherwise specified), and the description of the object code will be given along with the Flag options. Fields available for viewing include original, revised, past and future budgets through specified month. Screen 41 displays object code dollar information (such as Budgets and Actuals) divided into different periods. Screen 41 - Subsidiary Ledger 10 Digit Snapshot 041 SL 10 Digit Snapshot 04/07/08 15:33 FY 2008 CC 02 Screen: ___ Account: 144013 4010 VET MED - TEACHING HOSPITAL Thru Month: 1_ January Flags: D F C ABR Description: Supplies - Office General N N R 001 Map Code: 14400 Original Budget: 32.24 Curr Month Act: 3,447.99 ABR Budget: 20,713.05 Last Yr Curr M Act: 7,133.58 Revised Budget: 20,713.05 YTD Act: 20,672.32 Actuals: 20,672.32 Last Year YTD Act: 29,801.12 Encumbrances: 40.73 Quarter 1 Act: 13,874.32 Budget Bal Avl: 0.00 Quarter 2 Act: 11,776.84 Past Budget: 61,879.10 Quarter 3 Act: 4,873.59 Future Budget: 0.00 Quarter 4 Act: 0.00 Proj Forward Bud: 32.24 Curr Mth Bud: 3,488.72 Proj Forward ABR: 32.24 Curr Mth ABR Bud: 3,488.72 Proj Forward Act: 0.00 Curr Year Bud: 20,680.81 Proj Forward Enc: 32.24 Curr Year ABR: 20,680.81 Project FYTD Act: 26,023.81 Date Last Activity: 04/04/2008 Activity Counter: 236 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 41. • Type a valid Subsidiary Ledger account number and object code on the Action Line and press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter a Subsidiary Ledger and Object Code. Screen Information Thru Month: 2 digits Identify through which month the information is to be listed. Screen 41 – Subsidiary Ledger 10 Digit Snapshot (cont’d) Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule Description: 50 characters Shows a description of General Ledger account. Map Code: 5 digits Identifies the General Ledger map code to which the Subsidiary Ledger is tied. Original Budget: 15 digits Gives the dollar amount assigned to the account budget upon creation. Curr Month Act: 15 digits Gives the dollar amount for the current month activity. ABR Budget: 15 digits Summarizes automatic budget reallocation dollar amount of expenses or revenues that have been drawn from the pool. Last Yr Curr 15 digits M Act: Shows comparative data of dollar activity for the current month in the last fiscal year. Revised Budget: 15 digits Gives the dollar amount assigned to the account budget since creation. YTD Act: 15 digits Shows the year-to-date dollar amount. Actuals: 15 digits Summarizes actual dollar amount posted to the account for a specified object code. Last Year YTD Act: 15 digits Shows the year-to-date actual dollar amount for previous fiscal year. Encumbrances: 15 digits Summarizes dollar amount of open commitments posted to the account. Screen 41 – Subsidiary Ledger 10 Digit Snapshot (cont’d) Quarter 1 Act: 15 digits Displays the actual dollar amount for the first quarter of the fiscal year. Budget Bal Avl: 15 digits Gives the dollar budget balance amount available in a specific object code. Quarter 2 Act: 15 digits Displays the actual dollar amount for the second quarter of the fiscal year. Past Budget: 15 digits [Unused.] Quarter 3 Act: 15 digits Displays the actual dollar amount for the third quarter of the fiscal year. Future Budget: 15 digits [Unused.] Quarter 4 Act: 15 digits Displays the actual dollar amount for the fourth quarter of the fiscal year. Proj Forward Bud: 15 digits Indicates the project budget amount brought forward. Curr Mth Bud: 15 digits [Unused.] Proj Forward ABR: 15 digits Indicates the project automatic budget reallocation dollar activity brought forward. Curr Mth ABR Bud: 15 digits [Unused.] Proj Forward Act: 15 digits Indicates the project dollar activity brought forward. Curr Year Bud: 15 digits Summarizes budget dollar activity for the current fiscal year. Proj Forward Enc: 15 digits Indicates the project dollar activity for encumbrances brought forward. Curr Year ABR: 15 digits Summarizes automatic budget reallocation dollar activity for the current fiscal year. Proj FYTD Act: 15 digits Indicates the project dollar activity fiscal year-to-date actuals brought forward. Screen 41 – Subsidiary Ledger 10 Digit Snapshot (cont’d) Date Last Activity: 15 digits Displays the date last transaction was processed for the account. Activity Counter: 15 digits Gives the number of transactions processed on the account. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. SL Account Inquiry Statement for a Month You can find transactions that were posted against an account in a given month by using screens, such as Screen 49. Screen 49 can be used to view current data on specific accounts or groups of accounts without requesting, printing, and waiting for hard-copy reports. Screen 49 - Detail Account Statement For a Month (Panel 1) 49 Detail Account Statement For A Month 04/07/08 15:39 SOIL & CROP SCIENCES FY 2007 CC 02 Screen: ___ Account: 130014 Month: 8_ Ref: 4 Rev/Exp: E Page: 1__ Of 2 Sales or Date Description Ref 4 Budget Expenses Encumbrances ----- ------------------- ------- -------------- -------------- -------------- 08/01 Balance Forward 12,582.10- 08/31 Reclass 1005 to all 3,243.52- 08/31 Reclass 1005 to all 3,243.52 08/21 EPA - A00565 - LEE 0253867 755.28 08/31 EPA SUMMARY ADJUSTM A135223 782.49- 08/31 CENTREX CHARGE: 02- .24 08/22 PR 130038 To130014 13,113.28 08/31 BRIMMING IDEAS 255 558.15 08/03 BIWEEKLY PAYROLL 4,058.80 08/03 SUMMARY BIWEEKLY PA A131033 4,058.80- 08/17 BIWEEKLY PAYROLL 4,058.80 08/17 SUMMARY BIWEEKLY PA A131678 4,058.80- 08/31 BIWEEKLY PAYROLL 4,058.80 * Continued on next page * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Fwrd Print Left Right Screen 49 - Detail Account Statement For a Month (Panel 2) 49 Detail Account Statement For A Month 04/07/08 15:40 SOIL & CROP SCIENCES FY 2007 CC 02 Screen: ___ Account: 130014 Month: 8_ Ref: 4 Rev/Exp: E Page: 1__ Of 2 P Offset Date Description Ref1 Ref2 Ref4 F Account ----- ------------------------------ ------- ------- ------- - --------------- 08/01 Balance Forward 12,582.10- 08/31 Reclass 1005 to all Expense Po 130014-1000 DR 08/31 Reclass 1005 to all Expense Po 130014-1005 CR 08/21 EPA - A00565 - LEE SAL0001 A00565 0253867 08/31 EPA SUMMARY ADJUSTMENT SAL0001 EPA0831 A135223 08/31 CENTREX CHARGE: 02-130014-0000 T172516 102019-0608 CR 08/22 PR 130038 To130014 U705856 130038-1000 CR 08/31 BRIMMING IDEAS Z718246 Z718246 255 08/03 BIWEEKLY PAYROLL 0004224 011125-2400 CR 08/03 SUMMARY BIWEEKLY PAYROLL EPA A SAL0001 0004224 A131033 08/17 BIWEEKLY PAYROLL 0004260 011125-2400 CR 08/17 SUMMARY BIWEEKLY PAYROLL EPA A SAL0001 0004260 A131678 08/31 BIWEEKLY PAYROLL 0004296 011125-2400 CR * Continued on next page * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Fwrd Print Left Right The account statement is either a revenue or expense statement, depending on the value of the Rev/Exp: flag. To get both revenue and expense statements, enter “R” or “E” and print once for each type. Screen 49 – Detail Account Statement for a Month (cont’d) Basic Steps • Advance to Screen 49. • Type the desired account number, month, reference number, and account type on the Action Line and press to view the information. • The Reference Number entered will determine the column header and data displayed. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 6 digits Enter a Subsidiary Ledger account number. . Month: 2 digits Include the month of transactions to be displayed. Ref: 1 digit Designate which user-defined reference number will be displayed. Rev/Exp: 1 character Identify whether revenue or expense transactions for the month will be listed. Page: 1 digit Use to advance to a specific page number. Screen Information Panel 1 Date: 4 digits Displays the month and day of the transaction. Description: 30 characters Provides a line description of the transaction. Ref: 7 characters/digits Identifies the user-defined reference number for the transaction. It is determined by the number entered in the Ref: field on the Action Line. Budget: 12 digits Shows the original plus revised budget by pool. Sales or Expenses: 12 digits Displays the specific dollar amount of transaction listed. Encumbrances: 12 digits Shows the specific dollar amount of encumbrance listed. Panel 2 Ref 1: 7 characters/digits Displays the user-defined reference number. Screen 49 – Detail Account Statement for a Month (cont’d) Ref 2: 7 characters/digits Displays the user-defined reference number. Ref 4: 7 characters/digits Displays the user-defined reference number. PF: 1 character Designates the type of encumbrance: Partial (P) or Full (F). Offset Account: 15 digits Identifies the account receiving offsetting credit or debit from listed transaction. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF9 Print Print Print information through Entire Connection. Support Account Dollar Totals To find information on specific 11-digit accounts (Support Account number) you can view Screen 51B. Information is totaled through a specified month. This screen breaks out direct expense data from indirect, often useful for project tracking. Screen 51B - Support Account Dollar Totals 51B Support Account Dollar Totals 04/07/08 15:45 FY 2008 CC 02 Screen: ___ Account: 144013 44000 Thru Month: 3_ March Prior Yr --Rollover--- --Fiscal Yr-- ----Total---- Revenue Totals: Budget: 0.00 0.00 0.00 Actual: 0.00 0.00 0.00 BBA: 0.00 0.00 0.00 Direct Exp Totals: Budget: 619.80 0.00 619.80 Actual: 0.00 185330.74 185330.74 Encumbrance: 619.80 95065.71 95685.51 BBA: 0.00 -280396.45 -280396.45 Exclude from Bottom Line: 0.00 Net Direct BBA: -280396.45 Unprot Available: -280396.45 Indirect Exp Totals: Budget: 0.00 0.00 0.00 Actual: 0.00 0.00 0.00 Encumbrance: 0.00 0.00 0.00 BBA: 0.00 0.00 0.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 51B. • Type a valid Subsidiary Ledger account number and month on the Action Line and press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 11 digits Enter the desired SL Account number. Thru Month: 2 digits Identify through which month the information is to be listed. Screen Information All of the following fields can show the dollar amounts for the Prior Year Rollover, Fiscal Year and Total. Revenue Totals: Budget: 12 digits Shows original plus revised budget by object code. Screen 51B – Support Account Dollar Totals (cont’d) Actual: 12 digits Displays the actual dollar amount. BBA: 12 digits Indicates the budget balance available. Direct Expense Totals: Budget: 12 digits Shows original plus revised budget by object code. Actual: 12 digits Displays the actual dollar amount. Encumbrance: 12 digits Shows dollar amount committed for object codes. BBA: 12 digits Indicates the budget balance available. Exclude from 12 digits Bottom Line: Gives the dollar amount excluded from the total. Net Direct BBA: 12 digits Displays the budget balance available attributed to direct expenses. Unprot Available: 12 digits Shows unprotected portion of budget available not under spending restrictions on Screen 10C. Indirect Expense Totals: Budget: 12 digits Shows original plus revised budget by object code. Actual: 12 digits Displays the actual dollar amount. Encumbrance: 12 digits Shows dollar amount committed for specified object codes. BBA: 12 digits Indicates the budget balance available. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Support Account List with Category Totals To find information on specific 11-digit accounts (Subsidiary Ledger account number plus Support Account number) you can view Screen 69. Information is totaled through a specified month. If ‘PY’ or ‘IN’, the display won't be correct unless the year-end process flag is set to ‘P’ on Screen 6. Screen 69 - SA 11 Digit List with Category Totals (Panel 1) 069 SA 11 Digit List with Category Totals 04/07/08 15:46 SHTM - ADMINISTRATION FY 2008 CC 02 Screen: 1__ Account: 144013 11000 ____ Fiscal Year: 2008 Thru Month: 4_ April FY/PY/IN to Date: FY Zero Balance: N Resp Person: TAYLOR, TIMOTHY T Bottom Line Exclusion: Department: SHTM Flags: D F B C Z G ABR Net Dir BBA: Map Code: 14400 N N N N N 001 Unprotected Available: Obj Description Budget Actual Encumbrances Available ---- -------------------- ------------ ------------ ------------ ------------ 1000 All Expense Pool 874681- 874681- 1105 Salary Encumbrance 340895 340895 1510 Sal-Support Staff - 315397 315397 1515 Sal-Support Staff - 139235 139235 1705 Wage Encumbrance 2100 2100 1715 Wages - Professional 2229 2229 1720 Wages - Classified 36 36 1730 Wages - Overtime 220 220 1735 Wages - Compensatory 499 499 1740 Wages - Student 11139 11139 1906 Benefits Encumbrance 1299 1299 1940 Supplemental Compens 2640 2640 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Dload Left Right Screen 69 - SA 11 Digit List with Category Totals (Panel 2) 069 SA 11 Digit List with Category Totals 04/07/08 15:47 SHTM - ADMINISTRATION FY 2008 CC 02 Screen: ___ Account: 144013 11000 ____ Fiscal Year: 2008 Thru Month: 4_ April FY/PY/IN to Date: FY Zero Balance: N Resp Person: TAYLOR, TIMOTHY T Bottom Line Exclusion: Department: SHTM Flags: D F B C Z G ABR Net Dir BBA: Map Code: 14400 N N N N N 001 Unprotected Available: Obj C P Budget CM Actual Actual Encumbrances Available ---- - - ------------- ------------- ------------ -------------- ------------- 1000 874681.15- 874681.15- 1105 340895.13 340895.13 1510 315397.07 315397.07 1515 139235.33 139235.33 1705 2100.00 2100.00 1715 2228.65 2228.65 1720 35.68 35.68 1730 219.92 219.92 1735 498.76 498.76 1740 11139.12 11139.12 1906 1298.83 1298.83 1940 2640.00 2640.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Dload Left Right Basic Steps • Advance to Screen 69. • Type a valid account number and fiscal year on the Action Line and press to view the information. Screen 69 – SA 11 Digit List with Category Totals (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account 15 digits Enter a Subsidiary Ledger + Support Account + Object Code. Fiscal Year: 4 digits Indicate the current fiscal year. Change to previous year, if needed. Screen Information Panel 1 Thru Month: 2 digits Identify through which month the information is to be listed. FY/PY/IN to Date: 2 characters Include the code for determining the data to be displayed. For example: FY = Fiscal Year PY = Project Year IN = Inception of the project to date. If ‘PY’ or ‘IN’, the display won't be correct unless the year-end process flag is set to ‘P’ on Screen 6. Zero Balance: 1 character Enter ‘Y’ if zero balances are to be displayed. Resp Person: 30 characters Identifies the name of the person responsible for the account. Bottom Line 12 digits Exclusion: Gives the dollar amount excluded from the total. Department: 4 characters Designates the department responsible for the account. Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule Screen 69 – SA 11 Digit List with Category Totals (cont’d) Net Dir BBA: 12 digits Shows the budget balance available attributed to direct expenses. Map Code: 5 digits The General Ledger map code to which the Subsidiary Ledger is tied. Unprotected 12 digits Available: Shows unprotected portion of budget available not under spending restrictions set on Screen 10C. Obj: 4 digits Shows the object codes defining categories where money is expensed or received. Description: 20 characters Provides a description of object code. Budget: 12 digits Shows the amount budgeted and the allocation of these funds to expenses. Actual: 12 digits Displays actual dollar amount spent in object code categories. Encumbrances: 12 digits Shows the dollar amount encumbered for object code categories. Available: 12 digits Displays available funds (Budgeted amounts minus Actuals and Encumbrances) from revenue and for expenses. Panel 2 C: 1 character Indicates the type of category control in effect. Valid values are: R = Reject W = Warning Blank = No control P: 1 character ‘P’ indicates that this budget category is protected from borrowing funds by other budget categories. CM Actual: 12 digits Gives the actual dollar amount for current month. Actual: 14 digits Gives actual dollar amount spent/received on object code item. Encumbrances: 12 digits Gives dollar amount committed for specified object codes. Screen 69 – SA 11 Digit List with Category Totals (cont’d) Available: 12 digits Gives dollar amount available, in relation to the budget, for specified object codes. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF9 Download DLoad Used to download the information through Entire Connection. SA Summary for SL with Category Totals To find Support Account summary information for a Subsidiary Ledger (SL) account you can view Screen 65. Information is totaled through a specified month. If ‘PY’ or ‘IN’, the display won't be correct unless the year-end process flag is set to ‘P’ on Screen 6. Screen 65 – SA Summary for SL with Category Totals (Panel 1) 065 SA Summary for SL with Category Totals 04/07/08 15:52 TKAR-DISTANCE LEARNING PROGRAM FY 2008 CC 02 Screen: ___ SL Acct: 144060 00000 Fiscal Year: 2008 Thru Month: 4_ April FY/PY/IN to Date: FY Resp Person: TERRANCE, THOMAS T Support Acct: 1 of 1 Department: TKAR Flags: D F B C Z G ABR Map Code: 14400 N N Y R N 001 Obj Description Budget Actual Encumbrances Available ---- -------------------- ------------ ------------ ------------ ------------ 1000 All Expense Pool 7558 7558 3016 Tvl-In-Mileage 100 100 3111 Tvl-Out-Public Trans 398 398 3125 Tvl-Out-Incidental E 45 45 3130 Tvl-Out-Meals&Lodg L 474 474 3145 Tvl-Out-Parking Fees 24 24 5215 Employee Training - 636 360 276 5750 Office Furn and Equi 65 65 5760 PC Peripherals/Add O 24 24 5765 Educ Books, Film & R 27 27 **** Total All Expense Po 9350 1416 376 7558 ** Press ENTER to continue ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 65 – SA Summary for SL with Category Totals (Panel 2) 065 SA Summary for SL with Category Totals 04/07/08 15:53 TKAR-DISTANCE LEARNING PROGRAM FY 2008 CC 02 Screen: ___ SL Acct: 144060 00000 Fiscal Year: 2008 Thru Month: 4_ April FY/PY/IN to Date: FY Resp Person: TERRANCE, THOMAS T Support Acct: 1 of 1 Department: TKAR Flags: D F B C Z G ABR Map Code: 14400 N N Y R N 001 Obj C P Budget CM Actual Actual Encumbrances Available ---- - - ------------- ------------- ------------ -------------- ------------ 1000 7558.09 7558.09 3016 99.79 99.79 3111 397.50 397.50 3125 44.56 44.56 3130 473.62 473.62 3145 24.00 24.00 5215 636.01 360.00 276.01 5750 64.99 64.99 64.99 5760 23.99 23.99 23.99 5765 27.45 27.45 27.45 **** 9350.00 116.43 1416.11 375.80 7558.09 ** Press ENTER to continue ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Basic Steps • Advance to Screen 65. • Type a valid SL account on the Action Line and press to view the information. Screen 65 – SA Summary for SL with Category Totals (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . SL Account 11 digits Enter a Subsidiary Ledger + Support Account. Fiscal Year: 4 digits Indicate the current fiscal year. Change to previous fiscal year, if needed. Screen Information Panel 1 Thru Month: 2 digits Identify through which month the information is to be listed. FY/PY/IN to Date: 2 characters Include the code for determining the data to be displayed. For example: FY = Fiscal Year PY = Project Year IN = Inception of the project to date. If ‘PY’ or ‘IN’, the display won't be correct unless the year-end process flag is set to ‘P’ on Screen 6. Resp Person: 30 characters Shows person responsible for the account. Support Acct: 10 digits Designates the number of support accounts for the SL indicated ( __ of __ ). Department: 4 characters Shows department responsible for the account. Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule Map Code: 5 digits The General Ledger map code to which the Subsidiary Ledger is tied. Screen 65 – SA Summary for SL with Category Totals (cont’d) Obj: 4 digits Object codes defining categories where money is expensed or received. Description: 30 characters Provides description of object code. Budget: 12 digits Shows funds budgeted and the allocation of these funds to expenses. Actual: 12 digits Actual dollar amount spent in object code categories. Encumbrances: 12 digits Gives the dollar amount encumbered for object code categories. Available: 12 digits Displays available funds (Budgeted amounts minus Actuals and Encumbrances) from revenue and for expenses. Panel 2 C: 1 character Indicates the type of Category Control in effect: Blank = No Budget Control W = Warning if over budget R = Reject if over budget P: 1 character ‘P’ indicates this budget category is protected from borrowing funds by other budget categories. Budget: 12 digits Shows funds budgeted and the allocation of these funds to expenses. CM Actual: 12 digits Gives the actual dollar amount for the current month. Actual: 14 digits Gives actual dollar amount spent/received on object code item. Encumbrances: 12 digits Displays dollar amount committed for specified object codes. Available: 12 digits Shows dollar amount available, in relation to the budget, for specified object codes. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Support Account Budget Data List Screen 64 provides comparison of historical budget data for a Support Account (SA) on-line in FAMIS. In addition to Original and Current budget information, comparison displays are also available for Last Year and Next Year. Screen 64 – Support Account Budget Data List 064 Support Account Budget Data List 04/07/08 16:00 FY 2008 CC 02 Screen: ___ Account: 289010 13000 0000 DI COMPUTING INFRASTRUCTURE Thru Month: 4_ April Department: LIBR Resp Person: KING, KYLE K Flags: D F B C Z G ABR N N N N N 001 Last Year Next Year Obj Description Original Current YTD YTD ---- -------------------- ------------ ------------ ------------ ------------ 1000 All Expense Pool 52463- 158222 163859 4020 Computer Consumables 798 4090 Computer Parts & Sup 2525 5512 M&R - Machinery and 2948 5370 5521 M&R - Cmptr Software 48587 38442 5536 M&R - Cmptr Equip - 8180 15497 5645 Data Proc Emplt Serv 25676 16260 5650 Freight/Delivery Ser 450 5670 Other Contracted Ser 1000 5750 Office Furn and Equi 1737 6598 * Running Total 52463- 250121 246026 0 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 64. • Type the desired 15-digit support account number on the Action line. • Change the month in the Thru Month: field, if desired, and press to display the Support Account budget data list. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 15 digits Enter the desired support account number. Thru Month: 2 digits Indicate through which month to display account transaction activity. Screen Information Department: 4 characters Displays the department code responsible for the account. Resp Person: 20 characters Identifies the name of the responsible person for the account. Screen 64 – Support Account Budget Data List (cont’d) Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule Obj: 4 digits Designates the object code for the budget line item. Description: 20 characters Shows the description of the object code line item. Original: 12 digits Displays original dollar amount budgeted for the line item. Current: 12 digits Indicates the current budget amount available for line item. Last Year YTD: 12 digits Displays the year-to-date dollar amount budgeted for the previous year. Next Year YTD: 12 digits Identifies the year-to-date dollar amount budgeted for next year. Running Total: 12 digits Indicates the total current dollar amount displayed in each column. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Transaction Inquiry by Support Account FAMIS lists information about transactions previously entered against the selected account. The transactions are positioned by the Subcode and are found on Screen 63. Screen 63 - Transaction Inquiry by Support Account (Panel 1) 063 Transaction Inquiry by Support Account 04/07/08 16:03 TCL - CLIENT SERVICES FY 2008 CC 02 Screen: ___ Account: 144013 44000 0000 Display Ref: 2 Bank Option: N Sbcd TC Ref 2 Date Description Amount I BatRef Offset Acct ---- --- ------- ----- ------------ --------------- - ------ ----------------- 1951 049 0003632 02/29 BIWEEKLY PAY 28.31 D PAYB10 1951 049 0003704 03/12 BIWEEKLY PAY 27.85 D PAYB10 1951 049 0003740 03/28 BIWEEKLY PAY 29.66 D PAYB10 4010 061 S048366 09/26 STORES 810.56 PURS01 270260 00000 0523 4010 061 S048977 10/26 STORES 277.37 PURS01 270260 00000 0523 4010 061 S049544 11/27 STORES 474.30 PURS01 270260 00000 0523 4010 061 S050058 12/21 STORES 77.23 PURS01 270260 00000 0523 4010 061 S050559 01/28 STORES 301.46 PURS01 270260 00000 0523 4010 068 5067210 02/05 CARLISLE HEA 190.55 F PVP155 014400 00000 2100 4010 061 S051103 02/27 STORES 232.66 PURS01 270260 00000 0523 4010 061 S051695 03/27 STORES 706.85 PURS01 270260 00000 0523 4011 054 L818914 11/06 ROY REESE 103.98 D 7070SA 4011 068 5033894 11/14 ROY REESE 103.98 F PVP106 014400 00000 2100 4011 061 S051103 02/27 STORES 54.90 PURS01 270260 00000 0523 * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Dload Left Right When you type “Y” in the Bank Option: field, the last column heading of Panel 1 displays “Bank” and the bank number is displayed. Screen 63 - Transaction Inquiry by Support Account (Panel 2) 063 Transaction Inquiry by Support Account 04/07/08 16:06 TCL - CLIENT SERVICES FY 2008 CC 02 Screen: ___ Account: 144013 44000 0000 Display Ref: 2 Bank Option: N Sbcd TC Ref 2 Date Description Amount BatRef ---- --- ------- ----- -------------------------------- --------------- ------ 1951 049 0003632 02/29 BIWEEKLY PAYROLL - LEAV 28.31 PAYB10 1951 049 0003704 03/12 BIWEEKLY PAYROLL - LEAV 27.85 PAYB10 1951 049 0003740 03/28 BIWEEKLY PAYROLL - LEAV 29.66 PAYB10 4010 061 S048366 09/26 STORES 810.56 PURS01 4010 061 S048977 10/26 STORES 277.37 PURS01 4010 061 S049544 11/27 STORES 474.30 PURS01 4010 061 S050058 12/21 STORES 77.23 PURS01 4010 061 S050559 01/28 STORES 301.46 PURS01 4010 068 5067210 02/05 CARLISLE HEALTH INDUSTRIES INC 190.55 PVP155 4010 061 S051103 02/27 STORES 232.66 PURS01 4010 061 S051695 03/27 STORES 706.85 PURS01 4011 054 L818914 11/06 ROY REESE DISTRIBUTING COMPAN 103.98 7070SA 4011 068 5033894 11/14 ROY REESE DISTRIBUTING COMPAN 103.98 PVP106 4011 061 S051103 02/27 STORES 54.90 PURS01 * Continued * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Dload Left Right Screen 63 – Transaction Inquiry by Support Account (cont’d) Screen 63 - Transaction Inquiry by Support Account (PF6) +----------------------------------------------------------------------------+ | | | Display of Detailed Transaction Record | | | | 11/06/2007 : ROY REESE DISTRIBUTING COMPANY $103.98 | | ROY REESE- CUPS | | TransCode: 054 Enc - Req, Limited, Exempt Dir/Ind: D | | Account: 144013 44000 4011 LAC - CLIENT SERVICES | | Supplies - Paper Goods & Janitorial | | Offset: | | | | PO/Enc/Ref 1: L818914 Cost Ref1: Fiscal Yr: 2008 | | Ref 2: L818914 2: Proc Month: 03 | | Ref 3: 3: Batch Date: 11/06/2007 | | Ref 4: 80822 Bank: 78001 Batch Ref: 7070SA | | Vndr/Card Id: 1vvvvvvvvv1 | | Enc Obj Cd: | | Ovrd Comp Cd: Processed: 11/06/2007 14:29:33 | | Liquidation Amt: 0.00 User Id: AxxxxxP | | Oper Id: AxxxxxP | | Indirect Base Code: Term Id: R574 | | Base Amount: 0.00 Internal Tracking Nbr: 29299593 | | PF3= Back to 063 PF4= Exit PF6= Indirect Accts | +----------------------------------------------------------------------------+ Screen 63 – Indirect Accounts (PF6 from Pop-Up Window) +----------------------------------------------------------------------+ | | | Indirect Account Information for Direct Detailed Transaction Record | | | | General Ledger: 014400 VETERINARY MEDICINE | | | | Account Amount Account Control Title | | ----------- --------------- ------------------------------------ | | 014400-9610 103.98 Encumb Sum Ledger 1 | | | | PF3= Back to 063 PF4= Exit | +----------------------------------------------------------------------+ Basic Steps • Advance to Screen 63. • Type a valid account number on the Action Line and press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 15 digits Enter a Subsidiary Ledger + Support Account + Object Code. Display Ref: 1 digit Include the reference number to be displayed. Bank Option: 1 character Type ‘Y’ to display the bank for each transaction. N = Default: Does not display the bank. Screen 63 – Transaction Inquiry by Support Account (cont’d) Screen Information Sbcd: 4 digits Displays the subcode. TC: 3 digits Identifies the transaction code for the type of financial transaction being posted. Ref: 1 digit Displays the reference number used for identifying information about posted financial transaction. For example: Ref 1: = PO # Ref 2: = Voucher # Ref 3: = A/P Check # Ref 4: = Departmental Voucher # Date: 4 digits Shows date the financial transaction was posted. Description: 12 characters Provides a description of the posted transaction. Amount: 12 digits Gives the dollar amount of the transaction. I: 1 character Shows the transaction indicator as credit (C), debit (D), or encumbrance liquidation (P for Partial or F for Final). BatRef: 6 characters/digits Designates the individual batch reference header where this transaction was entered. Offset Acct: 15 digits Shows the GL account number offsetting the dollar amount of the transaction. --OR-- Bank: 5 digits Displays the bank account number if ‘Y’ was entered in the Bank Option: field. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF6 View View View the detailed transaction record. PF9 Download DLoad Used to download the information through Entire Connection. Support Accounting 15 Digit Snapshot FAMIS provides detailed information on a 15-digit support account level. The 15 digit support account is composed of the 6-digit Subsidiary Ledger (SL) account number, the 5-digit Support Account (SA) number, and the 4-digit object code. The information on Screen 71 is provided at the 4-digit object code level. Budget information is broken down into sub-categories giving different timetables for balances and dollar activity, showing original and revised budgets, the actual amount spent, and the numbers projected forward. The screen below shows an example of dollar activity for Object Code 4010 - Supplies - Office General. Screen 71 - Support Accounting 15 Digit Snapshot 071 Support Accounting 15 Digit Snapshot 04/07/08 16:09 FY 2008 CC 02 Screen: ___ Account: 144011 00000 4010 VET MED - COMPUTING SERVICES Thru Month: 4_ April Flags: D F C ABR Description: Supplies - Office General N N R 001 Original Budget: 0.00 Curr Month Act: 0.00 ABR Budget: 13.04 Last Yr Curr M Act: 39.98 Revised Budget: 13.04 Last Year Act: 13.04 Actuals: 13.04 Last Year YTD Act: 39.98 Encumbrances: 0.00 Quarter 1 Act: 0.00 Budget Bal Avl: 0.00 Quarter 2 Act: 0.00 Past Budget: 39.98 Quarter 3 Act: 0.00 Future Budget: 0.00 Quarter 4 Act: 0.00 Proj Forward Bud: 0.00 Curr Mth Bud: 0.00 Proj Forward Act: 0.00 Curr Mth ABR Bud: 0.00 Proj Forward Enc: 0.00 Curr Year Bud: 13.04 Proj Forward ABR: 0.00 Curr Year ABR: 13.04 Project FYTD Act: 13.04 Date Last Activity: 02/28/2008 Activity Counter: 1 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 71. • Type a valid account number on the Action Line and press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 15 digits Enter a Subsidiary Ledger + Support Account + Object Code. Screen Information Thru Month: 2 digits Identify through which month to list information. Screen 71 – Support Accounting 15 Digit Snapshot (cont’d) Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule Description: 50 characters Provides a description of the support account. Original Budget: 12 digits Gives the dollar amount assigned to the account budget upon creation. Curr Month Act: 12 digits Gives the dollar activity for the current month. ABR Budget: 12 digits Summarizes the automatic budget reallocation dollar amount of expenses or revenues that have been drawn from the pool. Last Yr Curr 12 digits M Act: Displays comparative data of dollar activity for the current month in the previous fiscal year. Revised Budget: 12 digits Gives the dollar amount assigned to the account budget since creation. Last Year Act: 12 digits Displays comparative data of actual dollar activity for the previous fiscal year. Actuals: 12 digits Summarizes actual dollar amount posted to the account for a specified object code. Last Year YTD Act: 12 digits Gives the year-to-date actual dollar amount for previous fiscal year. Encumbrances: 12 digits Summarizes dollar amount of open commitments posted to the account. Quarter 1 Act: 12 digits Gives the actual dollar amount for the first quarter of the fiscal year. Screen 71 – Supporting Account 15 Digit Snapshot (cont’d) Budget Bal Avl: 12 digits Gives the dollar amount of budget balance available in a specific object code. Quarter 2 Act: 12 digits Gives the actual dollar amount for the second quarter of the fiscal year. Past Budget: 12 digits [Unused.] Quarter 3 Act: 12 digits Gives the actual dollar amount for the third quarter of the fiscal year. Future Budget: 12 digits [Unused.] Quarter 4 Act: 12 characters Gives the actual dollar amount for the fourth quarter of the fiscal year. Proj Forward Bud: 12 digits Identifies the project budget dollar activity brought forward. Curr Mth Bud: 12 digits [Unused.] Proj Forward Act: 12 digits Identifies the project actual dollar activity brought forward. Curr Mth ABR Bud: 12 digits [Unused.] Proj Forward Enc: 12 digits Identifies the project encumbered dollar activity brought forward. Curr Year Bud: 12 digits Summarizes dollar amount for the current fiscal year budget. Proj Forward ABR: 12 digits Identifies the project automatic budget reallocation dollar activity brought forward. Curr Year ABR: 12 digits Summarizes automatic budget reallocation dollar activity for the current fiscal year. Proj FYTD Act: 12 digits Identifies the project fiscal year-to-date actual dollar activity brought forward. Date Last Activity: 12 digits Displays the date last transaction was processed for the account. Screen 71 – Supporting Account 15 Digit Snapshot (cont’d) Activity Counter: 12 digits Identifies the number of transactions processed on the account. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Support Account Annual Activity by Month To find information on a specific 15-digit support account (Subsidiary Ledger (SL) account number + Support Account (SA) number + object code) broken down by month you can use Screen 73. This is particularly useful to see the year's activity by object code and month, and is a cumulative presentation of the monthly statement. This information is viewed at an object code level and thus an object code is required on the Action Line. Screen 73 - Support Account Annual 15 Digit Activity By Month 073 SA Annual 15 Digit Activity By Month 04/07/08 16:10 FY 2008 CC 02 Screen: ___ Account: 271020 00000 4010 PROTEIN CHEMISTRY LABORATORY Flags: D F C ABR Department: BCBP Resp Person: OZEIRA, ORIS O N N R 001 Mon Original Revised Actuals Encumbrance BBA Project Data: Sep Oct Nov Dec 27 27 Jan Feb 71 58 13 Mar 25 38 13- Apr May Jun Jul Aug 013 Tot 124 124 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 73. • Type a valid SA account number and object code on the Action Line and press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 15 digits Enter a Subsidiary Ledger + Support Account + Object Code. Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule Screen 73 – Support Account Annual 15 Digit Activity by Month (cont’d) Screen Information Department: 4 characters Displays the department responsible for the account. Resp Person: 30 characters Identifies the name of the person responsible for the account. Mon: 3 characters Shows the month for information. Original: 12 digits Displays original budget amount by month. Revised: 12 digits Shows revised budget amounts by month. Actuals: 12 digits Identifies actual dollar amount spent by month. Encumbrance: 12 digits Displays amount encumbered per month for specified account. BBA: 12 digits Shows budget balance available by month. Tot: 12 digits Displays the total dollar amount of data in each column. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Support Account Summary by Budget Pool Screen 74 displays summary data for budget pools at the Support Account (SA) level. Screen 74 - Support Account Summary By Budget Pool (Panel 1) 074 SA Summary By Budget Pool 04/07/08 16:12 PROTEIN CHEMISTRY LABORATORY FY 2008 CC 02 Screen: ___ Account: 271020 00000 Fiscal Year: 2008 Thru Month: 4_ April FY/PY/IN to Date: FY Calc CM IDC: N Resp Person: SHIRRER, SAMANTHA S Bottom Line Exclusion: Department: BCBP Flags: D F B C Z G ABR Net Dir BBA: Map Code: 27102 N N Y R N 001 Unprotected Available: Obj Description Budget Actual Encumbrances Available ---- -------------------- ------------ ------------ ------------ ------------ 0001 Revenue Pool 81380- 53296- 28085- **** Total Revenue 81380- 53296- 28085- 1005 Lump Sum Salaries 1006 Salary Savings Budge 1000 All Expense Pool 259538 144066 44740 70732 **** Total Expenses 259538 144066 44740 70732 * Account Total 178158 90771 44740 42647 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 74 - Support Account Summary By Budget Pool (Panel 2) 074 SA Summary By Budget Pool 04/07/08 16:13 PROTEIN CHEMISTRY LABORATORY FY 2008 CC 02 Screen: ___ Account: 271020 00000 Fiscal Year: 2008 Thru Month: 4_ April FY/PY/IN to Date: FY Calc CM IDC: N Resp Person: SHIRRER, SAMANTHA S Bottom Line Exclusion: Department: BCBP Flags: D F B C Z G ABR Net Dir BBA: Map Code: 27102 N N Y R N 001 Unprotected Available: Obj C P Budget CM Actual Actual Encumbrances Available ---- - - ------------- ------------- ------------- ------------- ------------- 0001 81380.00- 53295.50- 28084.50- **** 81380.00- 53295.50- 28084.50- 1005 1006 1000 259538.19 75.84 144066.18 44740.42 70731.59 **** 259538.19 75.84 144066.18 44740.42 70731.59 * Total 178158.19 75.84 90770.68 44740.42 42647.09 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Basic Steps • Advance to Screen 74. • Enter a valid Subsidiary Ledger account number and Support Account number on the Action Line. • Press to view the information. Screen 74 – Support Account Summary by Budget Pool (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 11 digits Enter a Subsidiary Ledger + Support Account Object Code defining categories where money is expensed or received. Fiscal Year: 4 digits Shows the current fiscal year. Change to a previous year, if needed. Screen Information Panel 1 Thru Month: 2 digits Identify through which month the information is to be listed. FY/PY/IN to Date: 2 characters Include the code for determining the data to be displayed. For example: FY = Fiscal Year PY = Project Year IN = Inception of the project to date. Calc CM IDC: 1 character ‘Y’ will calculate current month indirect cost charges for display only. Actual posting is a batch job run at month end. Resp Person: 30 characters Identifies the person responsible for the account. Bottom Line 12 digits Exclusion: Shows the dollar amount that is excluded from the total. Department: 4 characters Designates the department responsible for the account. Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule Screen 74 – Support Account Summary by Budget Pool (cont’d) Net Dir BBA: 12 digits Shows the budget balance available attributed to direct expenses. Map Code: 6 digits Indicates the General Ledger map code to which the Subsidiary Ledger is tied. Unprotected 12 digits Available: Displays the unprotected portion of budget available that is not under spending restrictions set on Screen 10C. Obj: 4 digits Shows the object code defining category where money is expensed or received. Description: 12 characters Provides description of object code. Budget: 12 digits Indicates funds budgeted and the allocation of these funds to expenses. Actual: 12 digits Gives the actual dollar amount spent in object code categories. Encumbrances: 12 digits Displays amount encumbered for object code categories. Available: 12 digits Displays the available funds (Budgeted amounts minus Actuals and Encumbrances) from revenue and for expenses. Account Total: 12 digits Shows the actual dollar amount spent in each category. Panel 2 C: 1 character Indicates the type of category control in effect. Valid values are: N = No Budget Control W = Warning if over budget R = Reject if over budget P: 1 character ‘P’ indicates this budget category is protected from borrowing funds by other budget categories. Budget: 12 digits Indicates dollar amount budgeted. CM Actual: 12 digits Gives the actual dollar amount for current month. Screen 74 – Support Account Summary by Budget Pool (cont’d) Actual: 14 digits Indicates actual dollar amount spent/received on object code item. Encumbrances: 12 digits Shows dollar amount committed for specified object codes. Available: 12 digits Displays the amount available, in relation to the budget, for specified object codes. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Transactions for a Month by Reference 2 or 4 Screen 76 is used to find all of the transactions posted in a given month against a specified Support Account number, beginning at a specific Reference 2 or 4 number. Screen 76 - Transactions for a Month by Ref. 2 or 4 (Panel 1) 076 Transactions for a Month by Reference Number 2 or 4 04/07/08 16:13 PROTEIN CHEMISTRY LABORATORY FY 2008 CC 02 Screen: ___ Account: 271020 00000 Month: 4_ Search On Ref: 2 Ref Nbr: _______ Display Ref: 2 Bank Option: N Sbcd TC Ref 2 Date Description Amount I BatRef Offset Acct ---- --- ------- ----- ------------------ --------------- - ------ ----------- 4039 054 A801238 04/03 BARTON OXYGEN & TO 3.67 D 8219JS 4090 054 A806343 04/03 ACTION IMAGE 103.96 D 8219JS 4013 054 A807797 04/03 PRIME BIOENERGY 56.44 D 8219JS 4013 054 A808073 04/03 MICHRO RESOURCES 5.45 D 8219JS 4040 054 A817267 04/04 BARTON OXYGEN & TO 44.64 D 8219JS 4013 054 A817582 04/07 APPLE BIOSYSTEMS 628.33 D 2806SP 4013 054 A817584 04/07 INVITRO CORPORATIO 148.20 D 2806SP 4013 054 A817585 04/07 ICT FLO 118.00 D 2806SP 4013 054 A817589 04/07 GRE HEALTH SYSTEMS 474.00 D 2806SP 4013 054 A817590 04/07 GENSON BIOTECH INC 4,400.00 D 2806SP 4013 068 5095391 04/03 VINNIE V*VANCE 36.78 F PVP196 027102 2100 4039 068 5095831 04/04 BARTON OXYGEN & TO 39.06 F PVP197 027102 2100 * End of Data for April * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Left Right When you type “Y” in the Bank Option: field, the last column heading of Panel 1 displays “Bank” and the bank number is displayed. Screen 76 - Transactions for a Month by Ref. 2 or 4 (Panel 2) 076 Transactions for a Month by Reference Number 2 or 4 04/07/08 16:18 PROTEIN CHEMISTRY LABORATORY FY 2008 CC 02 Screen: ___ Account: 271020 00000 Month: 4_ Search On Ref: 2 Ref Nbr: _______ Display Ref: 2 Bank Option: N Sbcd TC Ref 2 Date Description Amount BatRef ---- --- ------- ----- -------------------------------- --------------- ------ 4039 054 A801238 04/03 BARTON OXYGEN & TOOL CO INC 3.67 8219JS 4090 054 A806343 04/03 ACTION IMAGE 103.96 8219JS 4013 054 A807797 04/03 PRIME BIOENERGY 56.44 8219JS 4013 054 A808073 04/03 MICHRO RESOURCES 5.45 8219JS 4040 054 A817267 04/04 BARTON OXYGEN & TOOL CO INC 44.64 8219JS 4013 054 A817582 04/07 APPLE BIOSYSTEMS 628.33 2806SP 4013 054 A817584 04/07 INVITRO CORPORATION 148.20 2806SP 4013 054 A817585 04/07 ICT FLOW 118.00 2806SP 4013 054 A817589 04/07 GRE HEALTH SYSTEMS 474.00 2806SP 4013 054 A817590 04/07 GENSON BIOTECH INC 4,400.00 2806SP 4013 068 5095391 04/03 VINNIE V*VANCE 36.78 PVP196 4039 068 5095831 04/04 BARTON OXYGEN & TOOL CO INC 39.06 PVP197 * End of Data for April * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Left Right Basic Steps • Advance to Screen 76. • Type a valid Support Account (SA) number and Ref 2 or 4 number for the SA on the Action Line and press to view the information. • Place cursor on transaction and press PF6 to view additional details. Screen 76 – Transactions for a Month by Ref. 2 or 4 (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 11 digits Enter a Subsidiary Ledger + Support Account. . Month: 2 digits Designate which month of transactions to display. . Search on Ref: 2 digits Indicate whether to search on reference number 2 or 4. Ref Nbr: 7 digits Enter the user defined reference number/PO number. Screen Information Display Ref: 1 digit Displays information sorted by user-defined reference number. Bank Option: 1 character Type ‘Y’ to display the bank for each transaction. N - Default: Does not display the bank. Sbcd: 4 digits Shows a specified subcode transaction record. TC: 3 digits Displays the transaction code designating type of transaction. Ref: 7 characters/digits Shows the reference number providing details about specified transactions. Date: 4 digits Displays the date the batch session was entered. Description: 30 characters Provides a description of the transaction item. Amount: 20 digits Shows amount of the total batch transactions. I: 1 character Identifies the transaction indicator as credit (C), debit (D), or encumbrance liquidation (P for Partial or F for Final). BatRef: 7 characters/digits Displays individual batch reference headers. Screen 76 – Transactions for a Month by Ref. 2 or 4 (cont’d) Offset Acct: 12 digits Shows offsetting account for direct double-sided transactions. --OR— Bank: 5 digits Displays the bank account number if ‘Y’ was entered in the Bank Option: field. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF6 View View View the Detailed Transaction Record. Screen 76 – Detailed Transaction Record (PF6) +----------------------------------------------------------------------------+ | Display of Detailed Transaction Record | | | | 04/07/2008 : GENSON BIOTECH INC $4,400.00 | | ALBUMIN MICROBEADS, ANTI-IGG FOR DR. ANSON | | TransCode: 054 Enc - Req, Limited, Exempt Dir/Ind: D | | Account: 271020 00000 4013 PROTEIN CHEMISTRY LABORATORY | | Supplies - Research | | Offset: | | | | PO/Enc/Ref 1: A817590 Cost Ref1: Fiscal Yr: 2008 | | Ref 2: A817590 2: Proc Month: 08 | | Ref 3: 3: Batch Date: 04/07/2008 | | Ref 4: 3217 Bank: 06000 Batch Ref: 2806SP | | Vndr/Card Id: 1vvvvvvvvv0 | | Enc Obj Cd: | | Ovrd Comp Cd: Processed: 04/07/2008 08:59:55 | | Liquidation Amt: 0.00 User Id: PxxxxxP | | Oper Id: PxxxxxP | | Indirect Base Code: Term Id: R178 | | Base Amount: 0.00 Internal Tracking Nbr: 34688541 | | PF3= Back to 076 PF4= Exit PF6= Indirect Accts | +----------------------------------------------------------------------------+ Screen 76 – Indirect Accounts (PF6 from Pop-Up Window) +----------------------------------------------------------------------+ | Indirect Account Information for Direct Detailed Transaction Record | | | | General Ledger: 027102 PROTEIN CHEMISTRY LABORATORY | | | | Account Amount Account Control Title | | ----------- --------------- ------------------------------------ | | 027102-9620 4,400.00 Encumb Sum Ledger 2 | | | +----------------------------------------------------------------------+ Transaction Inquiry on Reference 2 or 4 You can find transactions based on the value of the Reference Number 2 or 4 (usually a voucher number). Screen 77 is the screen to use for this task. Screen 77 - Transaction Inquiry on Ref. Number 2 or 4 (Panel 1) 077 Transaction Inquiry on Reference Number 2 or 4 04/07/08 16:24 VET MED - TEACHING HOSPITAL FY 2008 CC 02 Screen: ___ Account: 144013 00000 Search on Ref: 2 Ref Nbr: U804190 Display Ref: 2 Bank Option: N Sbcd TC Ref 2 Date Description Amount I BatRef Offset Acct ---- --- ------- ----- ------------------ --------------- - ------ ----------- 1000 022 U804190 04/01 OT 144013 To144003 21,838.00- 2188TS 144003 1000 1000 022 U804190 04/01 OT 144013 To144006 7,123.00- 2188TS 144006 1000 1000 022 U804190 04/01 OT 144013 To144004 44,644.00- 2188TS 144004 1000 * End of Data * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Left Right When you type “Y” in the Bank Option: field, the last column heading of Panel 1 displays “Bank” and the bank number is displayed. Screen 77 - Transaction Inquiry on Ref. Number 2 or 4 (Panel 2) 077 Transaction Inquiry on Reference Number 2 or 4 03/29/04 17:23 VET MED - TEACHING HOSPITAL FY 2004 CC 02 Screen: ___ Account: 144013 00000 Search on Ref: 2 Ref Nbr: R402706 Display Ref: 2 Bank Option: N Sbcd TC Ref 2 Date Description Amount BatRef ---- --- ------- ----- -------------------------------- --------------- ------ 5654 054 R402706 03/24 MRI USAGE 495.00 9753AR 5654 054 R402706 03/29 MRI USAGE 495.00- 9753AR * End of Data * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Left Right Screen 77 – Transaction Inquiry on Ref. Number 2 or 4 (cont’d) With the bank option set to Y: Screen 77 - Transaction Inquiry on Ref. Number 2 or 4 077 Transaction Inquiry on Reference Number 2 or 4 08/01/06 17:24 VET MED - TEACHING HOSPITAL FY 2006 CC 02 Screen: ___ Account: 144013 00000 Search on Ref: 2 Ref Nbr: R402706 Display Ref: 2 Bank Option: Y Sbcd TC Ref 2 Date Description Amount I BatRef Bank ---- --- ------- ----- ------------------ --------------- - ------ ----------- 5654 054 R402706 03/24 MRI USAGE 495.00 D 9753AR 74001 5654 054 R402706 03/29 MRI USAGE 495.00- C 9753AR 74001 Bank Option = Y * End of Data * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Left Right Screen 77 - Transaction Inquiry on Ref. Number 2 or 4 (PF6 View) +----------------------------------------------------------------------------+ | | | Display of Detailed Transaction Record | | | | 03/24/2004 : MRI USAGE $495.00 | | MRI USAGE | | TransCode: 054 Enc - Req, Limited, Exempt Dir/Ind: D | | Account: 144013 00000 5654 VET MED - TEACHING HOSPITAL | | Contracted Services - Lab Testing | | Offset: | | | | PO/Enc/Ref 1: R402706 Cost Ref1: Fiscal Yr: 2004 | | Ref 2: R402706 2: Proc Month: 07 | | Ref 3: 3: Batch Date: 03/24/2004 | | Ref 4: MY04 Bank: 74001 Batch Ref: 9753AR | | Vndr/Card Id: | | Enc Obj Cd: | | Ovrd Comp Cd: Processed: 03/24/2004 10:33:17 | | Liquidation Amt: 0.00 User Id: RxxxxxP | | Oper Id: RxxxxxP | | Indirect Base Code: Term Id: 00C8 | | Base Amount: 0.00 Internal Tracking Nbr: 853794 | | PF3= Back to 077 PF4= Exit PF6= Indirect Accts | +----------------------------------------------------------------------------+ Screen 77 – Indirect Accounts (PF6) +----------------------------------------------------------------More: >+ | | | Indirect Account Information for Direct Detailed Transaction Record | | | | General Ledger: 014400 VETERINARY MEDICINE | | | | Account Amount Account Control Title | | ----------- --------------- ------------------------------------ | | 014400-9610 495.00 Encumb Sum Ledger 1 | +-----------------------------------------------------------------------------+ Screen 77 – Transaction Inquiry on Ref. Number 2 or 4 (cont’d) Basic Steps • Advance to Screen 77. • Enter a valid SL account number and SA number on the Action Line. • Fill in the Search on Ref: and Ref Nbr: fields and press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 11 digits Enter a Subsidiary Ledger + Support Account requiring transaction. . Search on Ref: 1 digit Identify whether to search on reference 2 or 4. . Ref Nbr: 7 characters/digits Enter the user defined reference number/PO number. Display Ref: 1 digit Signify the reference number to be used for the display. Bank Option: 1 character Indicate whether or not (‘Y’ or ‘N’) to display the bank for each transaction. N - Default: Does not display the bank for each transaction. Screen Information Sbcd: 4 digits Designates a specified subcode. TC: 3 digits Displays the transaction code designating type of transaction. Ref: 7 characters/digits Shows the reference number providing details about specified transactions. Usually, Ref 2 is a voucher number. Date: 4 digits Displays date the batch session was entered. Description: 20 characters Provides a description of the object code. Amount: 12 digits Gives the dollar amount of the transaction. I: 1 character Shows the transaction indicator as credit (C), debit (D), or encumbrance liquidation (P for Partial or F for Final). Screen 77 – Transaction Inquiry on Ref. Number 2 or 4 (cont’d) BatRef: 6 characters/digits Indicates the batch reference header where this transaction was entered. Offset Acct: 10 digits Indicates the offsetting account for direct double-sided transactions. - OR – Bank: 5 digits Displays the bank number if ‘Y’ was entered in the Bank Option: field. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF6 View View View detailed transaction record. Transaction by Account/Subcode/Month FAMIS will allow you to locate transactions posted against a Support Account in a given month by specifying a month, an account number, and a subcode. This information is available on Screen 78. Screen 78 - Transaction Inq. by Account/Subcode/Month (Panel 1) 078 Transaction Inquiry by Account/Subcode/Month 04/07/08 16:30 PROTEIN CHEMISTRY LABORATORY FY 2008 CC 02 Screen: ___ Account: 271020 00000 4010 Month: 3_ Display Ref: 2 Bank Option: N Ref: _______ Sbcd TC Ref 2 Date Description Amount I BatRef Offset Acct ---- --- ------- ----- ------------------ --------------- - ------ ----------- 4010 068 5085167 03/11 ALISHA A*ANDERSON 12.99 F PVP180 027102 2100 4010 054 A811565 03/17 VINNIE V*VANCE 25.12 D 2806SP 4010 068 5090305 03/24 VINNIE V*VANCE 25.12 F PVP188 027102 2100 * End of Data for March * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Left Right When you type “Y” in the Bank Option: field, the last column heading of Panel 1 displays “Bank” and the bank number is displayed. Screen 78 - Transaction Inq. by Account/Subcode/Month (Panel 2) 078 Transaction Inquiry by Account/Subcode/Month 04/07/08 16:31 PROTEIN CHEMISTRY LABORATORY FY 2008 CC 02 Screen: ___ Account: 271020 00000 4010 Month: 3_ Display Ref: 2 Bank Option: N Sbcd TC Ref 2 Date Description Amount BatRef ---- --- ------- ----- -------------------------------- --------------- ------ 4010 068 5085167 03/11 ALISHA A*ANDERSON 12.99 PVP180 4010 054 A811565 03/17 VINNIE V*VANCE 25.12 2806SP 4010 068 5090305 03/24 VINNIE V*VANCE 25.12 PVP188 * End of Data for March * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View Left Right Screen 78 – Transaction Inquiry by Account/Subcode/Month (cont’d) Basic Steps • Advance to Screen 78. • Type a valid Subsidiary Ledger account number and object code on the Action Line and press to view the information. • Place the cursor on a transaction and press PF6 to view the Detailed Transaction Record. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 15 digits Enter a Subsidiary Ledger account number. Month: 2 digits Designate the month of transactions to be displayed. Display Ref: 1 digit Enter the desired user defined reference number to display information sorted by reference number. Bank Option: 1 character Type ‘Y’ to display the bank for each transaction. N = Default: Does not display the bank for each transaction. Ref: 7 characters/digits Include a user-defined reference number/PO number to place it at the top of the list displayed. Screen Information Sbcd: 4 digits Designates the specified subcode. TC: 3 characters Displays the Transaction Code showing the type of transaction. Ref: 7 characters/digits Shows the reference number/PO number providing details about specified transactions. Usually, Ref 2 is a voucher number. Date: 4 digits Displays the date the batch session was entered. Description: 20 characters/ digits Provides a description of the object code. Amount: 12 digits Shows the dollar amount of the transaction. SA Detail Account Statement for a Month You can locate transactions against an account in a given month by using Screen 79. The information and column headings on this screen will change depending on the reference number entered on the Action Line. Screen 79 - SA Detail Account Statement For A Month (Panel 1) 79 SA Detail Account Statement For A Month 04/07/08 16:37 VET MED - COMPUTING SERVICES FY 2008 CC 02 Screen: ___ Account: 144011 00000 Month: 3_ Ref: 4 Rev/Exp: E Page 1__ of 1 Sales or Date Description Ref 4 Budget Expenses Encumbrances ----- ------------------- ------- -------------- -------------- -------------- 03/01 BALANCE FORWARD 25,996.72 03/31 CENTREX CHARGE: 02- 500.41 03/28 BIWEEKLY PAYROLL 180.00 03/12 BIWEEKLY PAYROLL 1,872.53 03/28 BIWEEKLY PAYROLL 1,214.60 03/31 MONTHLY PAYROLL 34,134.06 03/31 SUMMARY MONTHLY PAY A158015 34,015.00- 03/31 SUMMARY MONTHLY PAY A158015 119.06- 03/04 JT MORRIS CHASE 3286016 79.00 03/31 JT MORRIS CHASE 3286016 86.75 03/31 Ending Balance 22,063.43 Account Expense Tot 38,067.35 34,134.06- * End of data for March * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Fwrd Print Left Right The Reference number entered in the Ref: field will determine what is displayed in the “Ref” column. Screen 79 - SA Detail Account Statement For A Month (Panel 2) 79 SA Detail Account Statement For A Month 04/07/08 16:40 VET MED - COMPUTING SERVICES FY 2008 CC 02 Screen: ___ Account: 144011 00000 Month: 3_ Ref: 4 Rev/Exp: E Page 1__ of 1 P Offset Date Description Ref1 Ref2 Ref4 F Account ----- ------------------------------ ------- ------- ------ - --------------- 03/01 BALANCE FORWARD 25,996.72 03/31 CENTREX CHARGE: 02-144011-0000 T200381 102019-0608 CR 03/28 BIWEEKLY PAYROLL 0000497 011125-2400 CR 03/12 BIWEEKLY PAYROLL 0003704 011125-2400 CR 03/28 BIWEEKLY PAYROLL 0003740 011125-2400 CR 03/31 MONTHLY PAYROLL 0003776 011125-2400 CR 03/31 SUMMARY MONTHLY PAYROLL EPA AD SAL0001 0003776 A158015 03/31 SUMMARY MONTHLY PAYROLL EPA AD BENB001 0003776 A158015 03/04 JT MORRIS CHASE 5081689 3286016 014400-2100 CR 03/31 JT MORRIS CHASE 5094421 3286016 014400-2100 CR 03/31 Ending Balance 22,063.43 Account Expense Totals * End of data for March * Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Fwrd Print Left Right Basic Steps • Advance to Screen 79. • Type a valid Subsidiary Ledger account number and Support Account number on the Action Line. Provide additional information as desired. • Press to view the information. Screen 79 – SA Detail Account Statement for a Month (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 11 digits Enter a Subsidiary Ledger account number + Support Account number. . Month: 2 digits Designate the month of transactions to be displayed. . Ref: 1 digit Enter the desired user-defined reference number to be displayed. Rev/Exp: 1 character Indicate whether revenue or expense transactions for the month are to be listed. Page: 3 digits Signify which page of the report is to be displayed. Screen Information Panel 1 Date: 4 digits Shows the date of the transaction. Description: 20 characters Provides a description of the transaction. Ref: 7 characters/digits Shows the user-defined reference number for the transaction. The display is determined by the number entered in the Ref: field on the Action Line. Budget: 15 digits Identifies the funds budgeted and the allocation of these funds to expenses. Sales or Expenses: 15 digits Displays the dollar amount of the transaction as sales or an expense. Encumbrances: 15 digits Shows the dollar amount of the encumbrance. Panel 2 Ref 1: 7 characters/digits Displays the user-defined Reference 1 for the transaction. Ref 2: 7 characters/digits Displays the user-defined Reference 2 for the transaction. Ref 4: 7 digits Displays the user-defined Reference 4 for the transaction. Screen 79 – SA Detail Account Statement for a Month (cont’d) P/F: 1 character Indicates partial (P) or full (F) encumbrance. Offset Account: 15 digits Identifies the account number receiving offsetting credit or debit. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF9 Print Print Print the information using Entire Connection. Section VIII Flags General Ledger Flag Maintenance Three flags help control activity against each General Ledger (GL) account. These flags allow the review, freezing, dropping or deletion of an account, and are located on Screen 43. Screen 43 - General Ledger Flag Maintenance 043 GL Flag Maintenance 04/07/08 16:43 FY 2008 CC 02 Screen: ___ Account: 028001 0000 CITEL General Ledger Flags N - FREEZE this account from future activity N - DELETE this GL account N - Physically DROP this GL account (must be deleted first) Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Int Warns An account cannot be dropped (physically deleted) from FAMIS if certain budget entries have been made for the account. These budget entries are Account Attributes, Budget Entry (Versions), and Transfers or Allocations. If any of the budget information has been marked as 'Sent to the Board' (B), 'Changes Done' (D) or 'Fed to FAMIS Accounting' (F), the account cannot be dropped. The account can remain flagged as deleted to prevent it from rolling into the next year. If the budget information does not fall into the previous categories, but a budget entry version has been submitted, certain steps can be taken to drop the account. These steps are: a) change the delete flag to N (it had to be set to "Y" to attempt the drop), b) remove the submitted versions using Screen 584 or 594, c) change the delete flag to 'Y' and d) change the drop flag to "Y". If budget information exists for the account but has not been marked with a B, D, or F and no versions have been submitted for the account, the screens will display a pop-up window indicating which type budget entries were found and ask if the budget information should be deleted. Entering a 'Y' in the pop-up will delete the budget information and then drop the account. Basic Steps • Advance to Screen 43. • Enter the account number and press . • Set flag value (N=OFF, Y=ON) for each account. Press to record. • Continue entering a new account number and flag values until all flags have been set or changed. Screen 43 – General Ledger Flag Maintenance (cont’d) General Ledger Flag Maintenance Process Flags may be set on or off. The possible values are as follows: Y (on) - indicates that an action will occur N (off) - indicates that the action will not occur. FREEZE FLAG: The freeze flag restricts posting certain types of direct transactions to an account. This flag may be set ONLY at the 6-digit level for a General Ledger (GL) account. Cash receipts, disbursements and journal entries are rejected if processed against a "frozen" account. Transactions that are accepted against a frozen GL account include attribute modifications, journal entries with a special transaction code of 062 and indirect updates. All transactions processed against a frozen account generate diagnostic messages. DELETE FLAG: The delete flag, when set to ‘Y’ (on), restricts any further activity against an account. It can only be set at the 6-digit level. It logically removes the account from the files, but continues to store it for audit purposes. A delete flag for a 6-digit General Ledger (GL) account can be set to ‘Y’ and then set to ‘N’ to reinstate the account. Before a delete flag can be set for a GL account, the following conditions must be met: • Each asset, liability and fund balance record must have a zero balance. • All Subsidiary Ledger accounts mapped to the GL must be deleted. • The account must have been inactive for the current month. FAMIS does not allow an account that has had activity processed during the current month to be deleted. The account can be deleted after the current month-end process has been run. Attempts to process transactions against a deleted account are rejected. Screen 43 – General Ledger Flag Maintenance (cont’d) DROP FLAG: The drop flag is used to identify an account that is to be physically purged from the file. When the drop flag is set to ‘Y’ (on), the account is removed from the file. The drop flag can be set for a 6-digit General Ledger (GL) account only if the following conditions are met: • The delete flag on the GL account must already be set to a value of ‘Y’. • All Subsidiary Ledger accounts mapped to the GL account must have both the delete and drop flags set to ‘Y’. • The drop flag may also be set on a 10-digit account, with the additional condition that the 10-digit account must have a zero balance in all dollar fields (i.e., Beginning balance, Current month, Present balance, etc.). Delete Bank Account There are two steps to complete when you need to delete a bank account that was set up in error: 1. Using Screen 43, delete the bank account. 2. “Drop” the bank account. Check Screen 28 when you are finished to make sure that the bank account is removed from the database. This process can only be done when there is no activity on the bank account. Once there are transactions then the account must be frozen and then deleted for the following year, so that it does not roll forward. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter a General Ledger + Object Code account number. Screen Information FREEZE: Help 1 character Type ‘Y’ to freeze the account and restrict posting of certain types of direct transactions to an account. DELETE: Help 1 character Enter ‘Y’ to set the delete flag and restrict any further activity against the account. Screen 43 – General Ledger Flag Maintenance (cont’d) DROP: Help 1 character Enter ‘Y’ to physically drop the GL account and purge (remove) it from the file. Must be deleted first. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF6 Interest Int Displays the account numbers using specified interest account. Subsidiary Ledger Flag Maintenance Seven flags help control activity against each Subsidiary Ledger (SL) account. These flags, found on Screen 44, allow review, freezing, deleting or dropping of an account, suppressing "over budget" messages, and controlling automatic budget reallocation (ABR). Screen 44 - Subsidiary Ledger Flag Maintenance 044 SL Flag Maintenance 05/20/08 14:19 FY 2008 CC AB Screen: ___ Account: 330001 -- SL ACCOUNT FOR LARRY TEST Subsidiary Ledger Flags N - FREEZE this account from future activity N - Flag for DELETE (Not rolled forward at Year End) N - Physically DROP this SL account (Must be deleted first) Y - Bottom Line Budget Control / Unprotect Budget Control Note: A Budget Control Flag of 'N' does not check Bottom Line and turns off protection of Protected Categories. The 'P' flag on Screen 10C will still display. N - Default Category Control Default Category Tolerance Pct: 1.00__ N - FREEZE Direct Expenses 007 - Automatic Budget Reallocation (ABR) Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Int When changing the Bottom Line Budget Control / Unprotect Budget Control from ‘Y’ to ‘N’, the following message will appear. Screen 44 – Pop-Up Window +----------------------------------------------------------------------------+ | | | Note: Reserve Budget Amounts exists on this account. | | | | Changing the Bottom Line Budget Control on this account from | | 'Y' to 'N' will no longer protect the Reserve Budget Amounts | | and the Reserve Budgets can be used by other expenditures. | | | | Note: The 'P' flag on Screen 10C will still display. | | | | Press to Continue, or | | Press to Cancel the Bottom Line Budget Control change. | | | | | +----------------------------------------------------------------------------+ An account cannot be dropped (physically deleted) from FAMIS if certain budget entries have been made for the account. These budget entries are Account Attributes, Budget Entry (Versions), and Transfers or Allocations. If any of the budget information has been marked as 'Sent to the Board' (B), 'Changes Done' (D) or 'Fed to FAMIS Accounting' (F), the account cannot be dropped. The account can remain flagged as deleted to prevent it from rolling into the next year. Screen 44 – Subsidiary Ledger Flag Maintenance (cont’d) If the budget information does not fall into the previous categories, but a budget entry version has been submitted, certain steps can be taken to drop the account. These steps are: a) change the delete flag to N (it had to be set to "Y" to attempt the drop), b) remove the submitted versions using Screen 584 or 594, c) change the delete flag to 'Y' and d) change the drop flag to "Y". If budget information exists for the account but has not been marked with a B, D, or F and no versions have been submitted for the account, the screens will display a pop-up window indicating which type budget entries were found and ask if the budget information should be deleted. Entering a 'Y' in the pop-up will delete the budget information and then drop the account. Basic Steps • Advance to Screen 44. • Enter the account number on the Action Line and press . • Set flag values (N=Off, Y=On) for each account. Press to record. • Continue entering a new account number and flag values until all flags have been set or changed. SL Flag Maintenance Process Flags may be set on or off. The possible values are as follows: Y (on) - indicates that an action will occur N (off) - indicates that the action will not occur. R - Default category control. Exception The ABR flag uses "0" for OFF, but has no setting for ON. Instead, the digits 1-9 indicate a budget reallocation rule in the ABR table. Flags may be set on an account by account basis using Screen 44, or you can request that FAMIS run the following programs to change the flags for a given range of accounts: • Run XXCHGBLC for an account range to change the bottom line budget control flag to ‘Y” • Run XXCHGDCC for an account range to change the default category control to ‘R’ for all accounts. Screen 44 – Subsidiary Ledger Flag Maintenance (cont’d) FREEZE FLAG: The freeze flag restricts posting certain types of direct transactions to an account. The following transactions will be rejected or suspended if processed against a frozen Subsidiary Ledger (SL) account: • Original budgets • Encumbrances (except credit encumbrances) • Cash receipts • Cash disbursements • Journal entries, except those with a transaction code of 062 The following transactions will still be accepted if processed against a frozen Subsidiary Ledger (SL) account: • Attribute modifications • Budgets (excluding original budgets) • Credit encumbrances against an existing open commitment or purchase order • Disbursements liquidating outstanding commitments • Journal entries with a transaction code of 062 All transactions processed against a frozen account generate diagnostic messages. DELETE FLAG: The delete flag, when set to ‘Y’ (On), restricts all further activity against an account. It can only be set at the 6-digit level. It logically removes the account from the files but continues to store it for auditing and comparative reporting purposes. The account can be reinstated by setting the flag to ‘N’ (Off), unless the delete flag for the related General Ledger account is on. Before the delete flag can be set, the following conditions must be met: • The budget balance available must be zero (0). • There can be no outstanding or open encumbrances against the account. • The account must have been inactive during the current month. The system will not delete an account that has had activity during the current month. DROP FLAG: The drop flag identifies an account that is to be physically purged from the file. When the drop flag is set to ‘Y’ (On), the account is removed from the file. It is recommended that an account not be dropped except at the end of the fiscal year, or if the account was created in error and has no dollar activity. Before the drop flag can be set, the delete flag for the account must be set to ‘Y’ (On). Screen 44 – Subsidiary Ledger Flag Maintenance (cont’d) ABR FLAG: The ABR flag specifies the automatic budget reallocation rule for an account. It inhibits an account from the ABR process (when the flag is turned off, or set to ‘N’ or 0) or identifies the ABR rule that applies to the account (when the flag is turned on, set to 1-9). When a 10-digit account is created, the flag setting is automatically copied from the 6-digit account. Both the 6-digit and 10-digit accounts must carry the same ABR rule value, if other than 0. When a budget transaction is entered against a 10-digit SL account, the ABR flag is set to 0 (Off) by FAMIS. Therefore, when an account that has been participating in ABR receives budget dollars of its own, the flag is turned off and the account no longer participates in ABR. Reversing the budget transaction will not reinstate the ABR flag. It must be manually reset. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 6 digits Enter a valid Subsidiary Ledger Code. Screen Information FREEZE: Help 1 character Type ‘Y’ to freeze the account and restrict posting certain types of direct transactions to an account. DELETE: Help 1 character Enter ‘Y’ to delete account and restrict all further activity against account. DROP: Help 1 character Enter ‘Y’ to physically drop (remove) the account from the file. Must be deleted first. Bottom Line Help 1 character Budget Control/ Type ‘Y’ to indicate that bottom line BBA will be used in checking budget to Unprotected see if a transaction will process. ‘N’ does not check bottom line and turns Budget Control: off protection of protected categories. ‘P’ flag on Screen 10C will still display. Screen 44 – Subsidiary Ledger Flag Maintenance (cont’d) Default Category Help 1 character Control: Enter ‘Y’ to specify that FAMIS is to suppress over-budget diagnostic messages, even if the account is over budget. Values are: N = No Budget Control W = Warning if over budget R = Reject if over budget Values of ‘R’ will cause the transaction to reject if the account is over budget. A value of ‘N’ indicates to display a warning message only. This flag may be set on either 6-digit or 10-digit Subsidiary Ledger (SL) accounts. Default Category Help 5 characters Tolerance Pct: If needed, include the percent allowed to go over the budget. FREEZE Direct Help 1 character Expenses: Type ‘Y’ to freeze direct expenses only. Automatic Budget Help 3 digits Reallocation (ABR) Specify the ABR rule for the account. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF6 Interest Int Displays the account numbers using specified interest account. Screen 54 – Support Account Flag Maintenance (cont’d) If the budget information does not fall into the previous categories, but a budget entry version has been submitted, certain steps can be taken to drop the account. These steps are: a) change the delete flag to N (it had to be set to "Y" to attempt the drop), b) remove the submitted versions using Screen 584 or 594, c) change the delete flag to 'Y' and d) change the drop flag to "Y". If budget information exists for the account but has not been marked with a B, D, or F and no versions have been submitted for the account, the screens will display a pop-up window indicating which type budget entries were found and ask if the budget information should be deleted. Entering a 'Y' in the pop-up will delete the budget information and then drop the account. Basic Steps • Advance to Screen 54. • Enter the account number on the Action Line and press to display the current flag values. • Set flag values (N=Off, Y=On) for each account. Press to record the record. • Continue entering new account numbers and flag values until all flags have been set or changed. Support Account Flag Maintenance Process Six flags help control activity against each Support account. These flags allow freezing, dropping or deletion of an account, as well as maintaining its budget processes. Flags may be set on or off. The possible values are as follows: Y (on) indicates that an action will occur N (off) indicates that the action will not occur. Support Account Flags FREEZE: The freeze flag restricts posting certain types of direct transactions to an account. Cash receipts, disbursements and journal entries are rejected if processed against a "frozen" account. Transactions that are accepted against a frozen account include attribute modifications, journal entries with a special transaction code of 062 and indirect updates. All transactions processed against a frozen account generate diagnostic messages. Screen 54 – Support Account Flag Maintenance (cont’d) DELETE: The delete flag, when set to ‘Y’ (On), restricts any further activity against an account. It logically removes the account from the fields, but continues to store it for audit purposes. DROP: The drop flag is used to identify an account that is to be physically purged from the file. When the drop flag is set to ‘Y’ (On), the account is removed from the database file. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 11 digits Enter a Subsidiary Ledger + Support Account number. Screen Information FREEZE: Help 1 character Type ‘Y’ to freeze the account and restrict posting certain types of direct transactions to an account. DELETE: Help 1 character Enter ‘Y’ to delete the account and restrict all further activity against an account. DROP: Help 1 character Type ‘Y’ to physically drop (remove) the account from the file. Must be deleted first. Bottom Line Help 1 character Budget Control/ Enter ‘Y’ to indicate that bottom line budget checks should be used in checking Unprotect budget for an account. Only used on attribute record. Budget Control Y = Control on “bottom line.” Instructs the system to reject all transactions that may cause the SA budget to exceed the bottom line. N = No control on “bottom line.” Allows the system to process all transactions, including those that cause the SA budget to go over the bottom line. The ‘P’ flag on Screen 10D will still display. Default Help 1 character Category Type ‘Y’ to specify that FAMIS is to perform budget checks at the category Control: (pool) level and suppress over-budget diagnostic messages, even if the account is over budget. Values are: R = Reject if over budget. Used to instruct the system to reject transactions when the category goes over budget. W = Warning if over budget. Used to instruct the system to warn the user when a transaction will cause the category to go over budget. N = No budget control at the category level. Used to allow the system to process all transactions, including those that cause the category to go over budget. Screen 54 – Support Account Flag Maintenance (cont’d) Default Help 5 digits Category Indicate the percentage the category can go Tolerance Pct: over budget. Negative values are also supported. FREEZE Direct Help 1 character Expenses: Identify whether or not (‘Y’ or ‘N’) to freeze the account from making direct expense transactions (those within the 1000 - 9599 object code range). Revenue and indirect are still allowed. ‘Y’ = Freeze direct expenses ‘N’ = (or blank) do not freeze Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF6 Interest Int Shows the account numbers using specified interest account. PF12 Warnings Warns Displays nonfatal FAMIS warning messages. Support Account Transaction Move FAMIS allows you to freeze a 15-digit account from any future activity. This is done by using Screen 55. Screen 55 – Support Account 15 Digit Maintenance 055 Support Account 15 Digit Maintenance 04/07/08 16:45 FY 2008 CC 02 Screen: ___ Account: 144013 11000 4010 SHTM - ADMINISTRATION Object Code Description: Supplies - Office General__________ _ - FREEZE this account from future activity Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 55. • Type an account number in the Account: field and press . • Enter ‘Y’ in the FREEZE: field to freeze this account from future activity and press . Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 15 digits Enter an account number and support account number. Screen Information Object Code 35 characters Description: Shows a description of the object code entered on the Action Line. FREEZE: Help 1 character Indicate whether or not to freeze this account from future activity. ‘Y’ = Frozen - no activity is allowed ‘N’ = Not frozen Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Support Account Transaction Move Use Screen 56 to move transactions on-line from one Support Account to another. This is beneficial to departments as they can manage their SA accounts without Business Office involvement. Transaction types 02x and 05x are not allowed on this screen. Screen 56 – Support Account Transaction Move 056 SA Transaction Move 04/07/08 16:47 GULF OF MEXICO OFFSHORE OPERATIONS FY 2008 CC AA Screen: ___ Account: 440001 00000 Month: 2_ Search On Ref: 2 Ref Nbr: _______ Display Ref: 2 Internal Tracking No: 78654___ Obj Code: 4010 P.O. No: ID No: V0vvvvvvvv0 Ref Cost Ref Type: 048 Enc Obj: Bank: 00001 2: 0000035 1: Date: 02/25/2008 3: C874884 2: Amount: 100.00 4: 0303030 3: _______________________ Modifiable information is Below _______________________ Description: A-1 PROPANE A-1 PROPANE____________ Dept Ref #: 0303030 ------- Cost Ref -------- ------- Account Title -------- To SA Amount 1 2 3 GULF SHORE OPERATIONS 10000 100.00______ _______ _______ _______ _____ ____________ _______ _______ _______ _____ ____________ _______ _______ _______ _____ ____________ _______ _______ _______ _____ ____________ _______ _______ _______ _____ ____________ _______ _______ _______ Transactions: 0 Amount: 0.00 Batch: 0615JC Date: 04/07/2008 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Post SAcct Warns Press PF7 to view transactions and make your selection. Screen 56 – PF7 Key (Panel 1) 056 SA Transaction Move 04/07/08 16:47 +----------------------------------------------------------------------------+ F2202 Mark field with an "X" to select Transactions for a Month by Reference Number 2 or 4 GULF OF MEXICO OFFSHORE OPERATIONS Screen: ___ Account: 440001 00000 Month: 2_ Search On Ref: 2 Ref Nbr: _______ Display Ref: 2 Bank Option: N S Sbcd TC Ref 2 Date Description Amount I BatRef Offset Acct - ---- --- ------- ----- ---------------- --------------- - ------ ----------- _ 4010 048 0000035 02/25 A-1 PROPANE 100.00 N DLW001 _ 4010 048 0000035 02/25 A-1 PROPANE 100.00- C DLW001 _ 4010 048 0000035 02/25 A-1 PROPANE 100.00- C DLW001 _ 4010 068 0000037 02/02 A&M TRAVEL SERVI 23.00 JKAP01 043000 2100 ** End of List - 4 Account(s) Found ** PF3= Back to 056 PF4= Exit PF6=View PF10=Left PF11=Right +----------------------------------------------------------------------------+ Screen 56 – Support Account Transaction Move (cont’d) Screen 56 – PF7 Key (Panel 2) 056 SA Transaction Move 04/07/08 16:47 +----------------------------------------------------------------------------+ F2202 Mark field with an "X" to select Transactions for a Month by Reference Number 2 or 4 GULF OF MEXICO OFFSHORE OPERATIONS Screen: ___ Account: 440001 00000 Month: 2_ Search On Ref: 2 Ref Nbr: _______ Display Ref: 2 Bank Option: N S Sbcd TC Ref 2 Date SAcct Description Amount - ---- --- ------- ----- ----- ------------------------------- --------------- _ 4010 048 0000035 02/25 00000 A-1 PROPANE 100.00 _ 4010 048 0000035 02/25 00000 A-1 PROPANE 100.00- _ 4010 048 0000035 02/25 00000 A-1 PROPANE 100.00- _ 4010 068 0000037 02/02 00000 A&M TRAVEL SERVICES INC 23.00 ** End of List - 4 Account(s) Found ** PF3= Back to 056 PF4= Exit PF6=View PF10=Left PF11=Right +----------------------------------------------------------------------------+ Basic Steps • Advance to Screen 56. • Type an account number in the Account: field on the Action Line and press . • Type the month of the transaction and the reference number (if available) that is to be moved to another account. • Press PF7 to access a pop-up screen displaying transactions and select the transaction to be moved. • In the Description: field briefly describe the transaction (e.g. C/N to support account 50000). • Under “To SA”, include the account where the transaction is to be moved, and indicate the amount. Enter Cost Reference information, if needed. Press and the SA account title will be displayed. • Press PF5 to post the SA transaction move. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 11 digits Enter the desired account number. Month: 2 digits Include the month of the transaction. The default is the current processing month. Search on Ref: 1 digit Indicate the reference number to be used for transaction search. Ref Nbr: 7 characters/digits Include a reference number/PO number, if needed. Screen 56 – Support Account Transaction Move (cont’d) Display Ref: 1 digit Indicate the reference number to be used for the display of the transaction. Internal 8 digits Tracking No: Enter a tracking number for use by FAMIS Services. Screen Information Obj Code: 4 digits Shows object code for the transaction. P.O. No: 7 character/digits Provides the Purchase Order number used with the transaction. ID No: 11 characters/digits Shows the user-defined identification number entered on the original document. Type: 1 digit Identifies the transaction code for the type of transaction. The third digit of the transaction code (1 – 9) represents the type of receipt. Enc Obj: 4 digits Shows the object code where the purchase order was originally encumbered. Bank: 5 digits Displays the bank to receive the deposit as entered on Screen 30, FA Batch Initialize. Date: 8 digits Displays date the transaction was originated. Amount: 12 digits Shows dollar amount of the transaction. Ref 2, 3, 4: 7 characters/digits Identifies the reference number for receipts as defined by your department. Cost Ref 1, 2, 3: 7 characters/digits Shows the cost reference number for receipts as defined by your department. Modifiable Information: Description: 35 characters Type a description to identify the transaction. Dept Ref #: 7 digits Enter the reference number assigned by the department. Account Title: 30 characters Shows the full title of the account after entering the SA account and amount to be moved. Screen 56 – Support Account Transaction Move (cont’d) To SA: 5 digits Enter the support account number where the amount is to be transferred. Amount: 12 digits Indicate the dollar amount to be transferred from one account to another. Cost Ref 1: 8 digits Include a cost reference number defined by your department. Cost Ref 2: 8 digits Include a cost reference number defined by your department. Cost Ref 3: 8 digits Include a cost reference number defined by your department. Transactions: 1 digit Shows the number of transactions made to change this account. Amount: 12 digits Displays the total dollar amount of the changes. Batch: 6 characters/digits Provides the batch ID number of the person who made the changes. Date: 8 digits Displays the batch date indicating the actual date changes were made to the account. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF5 Post Post Post the modified transactions. PF7 SAcct SAcct Provides the ability to search account transactions. PF12 Warnings Warns Displays nonfatal FAMIS warning messages, if any. Section IX Open Commitment Information Open Commitment File List FAMIS displays a list of the open commitments or encumbrances for a Subsidiary Ledger Account on Screen 21. The data is displayed in whole dollars. Screen 21 - Open Commitment File List (Panel 1) 021 OC File List 04/07/08 16:50 VET MED - TEACHING HOSPITAL FY 2008 CC 02 Screen: ___ Account: 144013 4010 Ref: _______ Thru Month: 4_ April Include Completed(Y/N): N Department: VTEA Resp Person: SEARS, STAN S Flags: D F B C Z G ABR N N Y R N 001 Obj Ref Date Description Original Liquidated Adjustments Current ---- ------- ---- ---------------- ---------- ---------- ---------- ---------- 4075 A816232 0402 G G GAINER INC 12 12 4075 A816818 0403 G G GAINER INC 92 92 4075 A816872 0403 FURNITURE MARKET 211 211 4080 A815935 0401 CASE MED SUPPLIE 85 85 4085 P803284 0221 TCAC AMERICA 50748 50748 5512 P704394 0416 IRON OFFICE SOLU 2232 558 1674 5512 P800032 0901 STARS CORPORATI 912 28819 48492 20585 5513 A815426 0331 SMILES MEDICAL A 483 483 5513 A815885 0401 MAXIM X-RAY HOUS 136 136 5513 A815888 0401 MAXIM X-RAY HOUS 75 75 * Running Total 88178 29377 48660 107461 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right To view the amounts with decimals, press the PF11 key. Screen 21 - Open Commitment File List (Panel 2) 021 OC File List 04/07/08 16:53 VET MED - TEACHING HOSPITAL FY 2008 CC 02 Screen: ___ Account: 144013 4010 Ref: _______ Thru Month: 4_ April Include Completed(Y/N): N Department: VTEA Resp Person: SEARS, STAN S Flags: D F B C Z G ABR N N Y R N 001 Obj Ref Date Original Liquidated Adjustments Current ---- ------- ---- ------------- ------------- ------------- ------------- 4075 A816232 0402 11.98 11.98 4075 A816818 0403 92.22 92.22 4075 A816872 0403 210.95 210.95 4080 A815935 0401 84.50 84.50 4085 P803284 0221 50748.00 50748.00 5512 P704394 0416 2232.00 558.00 1674.00 5512 P800032 0901 912.00 28819.00 48492.00 20585.00 5513 A815426 0331 483.14 483.14 5513 A815885 0401 135.60 135.60 5513 A815888 0401 75.00 75.00 * Running Total 88178.27 29377.00 48660.12 107461.39 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Basic Steps • Advance to Screen 21. • Enter a valid Subsidiary Account number on the Action Line. • Press to view information on encumbrances. Screen 21 – Open Commitment File List (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter a Subsidiary Ledger account number. Ref: 7 digits Include a purchase order number or user-defined reference number to set up original encumbrances. Thru Month: 2 digits Identify through which month the information is to be listed. Include 1 character Completed(Y/N): Type ‘Y’ to include all the completed encumbrances. Screen Information Department: 4 characters Shows the department responsible for the account. Resp Person: 20 characters Identifies the name of the person responsible for the account. Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule Obj: 4 digits Displays the object code for encumbered item. Ref: 7 digits Designates the purchase order reference number to set up original encumbrance. Date: 4 digits Displays the date of the original encumbrance. Description: 20 characters Provides a description of the object code item. Screen 21 – Open Commitment File List (cont’d) Original: 12 digits Provides the original budget for encumbered item. On Screen 21, in this field, updates to the original encumbrance budget will not be reflected in this column. Therefore, the liquidated amount plus any current available amount would reflect the actual original encumbrance budget. Liquidated: 12 digits Shows the total amount liquidated for encumbered item. Adjustments: 12 digits Displays the adjustments (other than liquidations) made to an encumbrance. Current: 12 digits Gives the total dollar amount available for encumbered item. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF11 Right Right Whole dollar amounts from Panel 1 are shown on Panel 2 with decimal amounts. Subsidiary Ledger Open Commitment List Open commitment (encumbrance) data for an account and specified object code may be found on Screen 20. This screen can be used to view current data on specific accounts or groups of accounts without requesting, printing, and waiting for hard-copy reports. Screen 20 - Subsidiary Ledger Open Commitment 10 Digit List 020 SL OC 10 Digit List 04/07/08 16:55 FY 2008 CC 02 Screen: ___ Account: 144013 4010 VET MED - TEACHING HOSPITAL Thru Month: 3_ March Department: VTEA Resp Person: THOMAS, THELMA T FLAGS: D F C ABR N N R 001 Obj Description Budget Actual Encumbrance Budget Avail 4010 Supplies - Office Ge 30525 30525 0 0 Obj Ref Date Description Original Liquidated Adjustments Current 4010 A801032 0206 ID SYSTEMS 890 890 4010 A804253 0218 SHORE VETERINARY 66 66 4010 A810239 0307 ACR OF AUSTIN 301 301 4010 A814737 0327 G G GAINER INC 263 263 4010 L803520 0917 STRALEY ENDOSCOP 227 227 4010 L805366 0920 DISCOUNT MERITS 9 9 4010 L807825 1001 NEWSOME SOUND S 248 248 4010 L807979 1001 GLOBAL TECH 49 49 4010 L808538 1002 ASTERNS MATERIAL 826 826 4010 L809871 1008 STRALEY ENDOSCOP 21 21 * Sub Account To 2900 2637 263 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 20. • Enter a valid Subsidiary Ledger account number on the Action Line and press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter a Subsidiary Ledger account number. Thru Month: 2 characters Identify through which month the information is to be listed. Screen Information Department: 4 characters Shows the department responsible for the account. Resp Person: 20 characters Identifies the name of the person responsible for the account. Screen 20 – Subsidiary Ledger Open Commitment 10 Digit List (cont’d) Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule Line 1 displays summary data for a specified object code. The remaining lines display information for all encumbrances for the Line 1 object code. Line 1 Obj: 4 digits Indicates the object code for items of revenue/expense for this account. Description: 20 characters Provides a description of the object code title. Budget: 12 digits Designates the original plus revised budget by object code. Actual: 12 digits Gives actual dollar amount spent/received on object code item. Encumbrances: 12 digits Gives dollar amounts encumbered for specified object codes. Budget Available: 12 digits Gives dollar amounts available, in relation to the budget, for specified object codes, usually a budget pool. Line 2, 3, 4, etc: Obj: 4 digits Shows the object code for encumbered budget item. Ref: 7 characters/digits Shows the reference number to original P.O. number. Date: 4 digits Displays the date the encumbrance was set up. Description: 20 characters Provides a description of the encumbrance. Screen 20 – Subsidiary Ledger Open Commitment 10 Digit List (cont’d) Original: 12 digits Gives the original budget for encumbered item. On Screen 20, updates to the original encumbrance budget will not be reflected in this column. Therefore, the liquidated amount plus any current available amount would reflect the actual original encumbrance budget. Liquidated: 12 digits Gives the total amount liquidated for encumbered item. Adjustments: 12 digits Displays adjustments (other than liquidations) made to the encumbrance. Current: 12 digits Gives current amount encumbered. Account Total: 12 digits each column Gives the total of all transactions. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Open Commitments by User Reference or PO Number Using Screen 22, you can view the status of an open commitment, sorted by the value of its reference number or PO number. You may include completed documents by indicating this on the Action Line. Screen 22 - Open Commitments by User Ref or PO Number (Panel 1) 022 Open Commitments by User Ref or PO Number 04/07/08 16:58 PROTEIN CHEMISTRY LABORATORY FY 2008 CC 02 Screen: ___ Account: 271020 Ref: _______ Sort(PO/UR): UR Thru Month: 4_ April Include Completed(Y/N): N Department: BCBP Resp Person: HARRIS, HOLLY H Flags: D F B C Z G ABR N N Y R N 001 User Ref PO Ref Obj Date Description Current -------- ------- ---- ----- ----------------------------------- ------------- A137090 SAL0001 1105 09/01 SALARY ENCUMBRANCE 25003.37 A137090 LNGB001 1605 09/01 LONGEVITY ENCUMBRANCE 600.00 A137090 BENB001 1906 09/01 BENEFIT ENCUMBRANCE 6418.62 1267 L829097 4039 12/12 BARTON OXYGEN & TOOL CO INC 255.03 1623 A800612 4013 02/05 VIX LABORATORIES INC 250.00 1901 L838943 5761 01/30 XYZ COMPUTER SERVICES 658.88 2076 A801238 4039 02/07 BARTON OXYGEN & TOOL CO INC 36.67 2407 A806343 4090 04/03 ARTFUL IMAGE 103.96 2518 A807797 4013 02/28 PRIME BIOTECH 124.44 2548 A808073 4013 02/29 MICR0 RESOURCES 105.45 * Running Total 33556.42 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 22 - Open Commitments by User Ref or PO Number (Panel 2) 022 Open Commitments by User Ref or PO Number 04/07/08 17:00 PROTEIN CHEMISTRY LABORATORY FY 2008 CC 02 Screen: ___ Account: 271020 Ref: _______ Sort(PO/UR): UR Thru Month: 4_ April Include Completed(Y/N): N Department: BCBP Resp Person: HARRIS, HOLLY H Flags: D F B C Z G ABR N N Y R N 001 User Ref PO Ref Obj Original Liquidated Adjustments Current -------- ------- ---- ------------- ------------- ------------- ------------- A137090 SAL0001 1105 57882.00 32878.63- 25003.37 A137090 LNGB001 1605 1360.00 760.00- 600.00 A137090 BENB001 1906 14873.25 8454.63- 6418.62 1267 L829097 4039 218.60 36.43 255.03 1623 A800612 4013 250.00 250.00 1901 L838943 5761 658.88 658.88 2076 A801238 4039 33.00 3.67 36.67 2407 A806343 4090 103.96 103.96 2518 A807797 4013 68.00 56.44 124.44 2548 A808073 4013 100.00 5.45 105.45 * Running Total 75547.69 0.00 41991.27- 33556.42 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Basic Steps • Advance to Screen 22. • Enter a valid Subsidiary Ledger account number on the Action Line. • Press to view the information. Screen 22 – Open Commitments by User Ref or PO Number (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 6 digits Enter a Subsidiary Ledger Account number. . Ref: 7 digits Designate the purchase order or user-defined reference number to set up original encumbrances. Sort (PO/UR): 2 characters Indicate whether information is sorted by Purchase Order (PO) or by User Reference (UR). (Reference 4.) Thru Month: 2 digits Identify through which month the information is to be listed. Include 1 character Completed(Y/N): Type ‘Y’ to include all the completed encumbrances. Screen Information Department: 4 characters Shows the department responsible for the account. Resp Person: 20 characters Identifies the name of the person responsible for the account. Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule User Ref: 7 digits Shows the User Reference number (Reference 4). PO Ref: 7 characters/digits Designates the Purchase Order reference number. Obj: 4 digits Identifies the object code for the budget line item. Screen 22 – Open Commitments by User Ref or PO Number (cont’d) Date: 4 digits Displays the date of transaction. Description: 50 characters Provides a description of the object code line item. Current: 12 digits Displays current dollar amount available for line item. Account Total: 12 digits Shows the total dollar amount of transactions for the account. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Open Commitment Inquiry by Reference FAMIS will display open commitment (encumbrance) data for a specific account and reference #1 (PO Number). You can use Screen 26 to view this data. Reference numbers can be obtained on Screen 21. Screen 26 - Open Commitment Inquiry by Reference 026 OC Inquiry by Reference 04/08/08 08:34 FY 2008 CC 02 Screen: ___ Reference Number: P800224 Acct: 144013 4010 Thru Month: 4_ April Totals Only: _ (Y/N) Reference Indicator: E Account Vendor Description Create Last Act Original Liquidated Adjustments Current 241801-5825 1xxxxxxxxxX XERON CORP 09/08/2007 03/11/2008 6,737.04 2,196.16 148.56- 4,392.32 Reference Total 6,737.04 2,196.16 148.56- 4,392.32 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 26. • Enter a valid reference number and account number on the Action Line. • Press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Reference Number: 7 characters/digits Enter the purchase order number for the specified account number. Acct: 10 digits Enter the account number for the encumbrance. Thru Month: 2 digits Identify through which month the information is to be listed. Totals Only: 1 character Type ‘Y’ to display totals only. N = Default: Display all available information. Reference 1 character Indicator: Always an ‘E’ for all encumbrances. Screen 26 – Open Commitment Inquiry by Reference (cont’d) Screen Information Account: 10 digits Shows account number involved in purchasing agreement for encumbrance. Vendor: 10 digits Includes the vendor involved in purchasing agreement for encumbrance. Description: 50 characters Provides a description of the encumbered item. Create: 8 digits Shows date encumbrance was created. Last Act: 8 digits Displays the date of most recent action taken on the listed encumbrance. Original: 12 digits Shows amount of original encumbrance. Liquidated: 12 digits Shows the amount of the encumbrance liquidated to date. Adjustments: 12 digits Displays adjustments (other than liquidations) made to an encumbrance. Current: 12 digits Gives the current amount of encumbrance. Reference Total: 12 digits each column Shows transaction total for encumbrance. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Open Commitments by Vendor ID FAMIS displays open commitment (encumbrance) data for vendors, sorted by their Vendor ID on Screen 31. This listing can be used to identify encumbrances outstanding for a vendor. Leaving the Vendor ID: field blank will produce a list of open commitments sorted by Vendor ID. Screen 31 - Open Commitments by Vendor ID 031 Open Commitments By Vendor ID 04/08/08 08:36 FY 2008 CC 02 Screen: ___ Vendor ID: 1__________ Enc Vendor ID Description Acct SAcct Obj Ref No Typ Current Amt ----------- ------------------- ------ ----- ---- ------- - -------------- 1vvvvvvvvv0 HENSEL BROS INC 289010 97000 4012 A816698 L 3483.54 1vvvvvvvvv0 HENSEL BROS INC 289010 87000 4012 L800823 L 1vvvvvvvvv0 HENSEL BROS INC 511317 00000 4010 L807460 L 1vvvvvvvvv0 HENSEL BROS INC 289010 17100 5752 L813433 L 1vvvvvvvvv0 HENSEL BROS INC 289010 17100 4012 L813433 L 1vvvvvvvvv0 HENSEL BROS INC 289010 72000 5750 L836475 L 1vvvvvvvvv0 HENSEL BROS INC 289010 73000 4012 Z714303 L 1vvvvvvvvv0 HENSEL BROS INC 289010 87000 4012 Z714353 L 1vvvvvvvvv0 CUSTOMER ENERGY SO 300060 20200 5460 P704906 P 59.32 1vvvvvvvvv0 ERGO DENTAL INC 225360 10102 4012 L836198 L 1vvvvvvvvv0 NATIONAL ELECT 144013 23200 5512 A800335 L 1vvvvvvvvv0 NATIONAL ELECT 289010 17000 5512 L800700 L 1vvvvvvvvv0 NATIONAL ELECT 289010 17000 5512 L816862 L 1vvvvvvvvv0 NATIONAL ELECT 270160 62000 5530 L833915 L *** Press Enter to View More Open Commitments Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 31. • Enter a valid Vendor ID in the Vendor ID: field on the Action Line to view a specific vendor's data. You may leave this field blank and press to view a list of all open commitments. • If you do not know the number for the vendor, type the vendor's name on the Action Line and press to select from a list of vendor ID numbers. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Vendor ID: 11 digits Enter the desired vendor identification number or name, or leave blank. Screen Information Vendor ID: 11 digits Indicates the vendor identification number. Description: 19 characters Shows the complete title description of the vendor. Acct: 6 digits Provides the account number of the vendor. Screen 31 – Open Commitments by Vendor ID (cont’d) SAcct: 5 digits Shows the support-account for the vendor. Obj: 4 digits Displays the object code for the vendor’s transaction. Ref No: 7 characters/digits Provides the reference number for the vendor’s transaction you wish to view. Enc Typ: 1 character Displays the type of document that created the encumbrance: Values are: P = Purchase order R = Requisition L = Limited Auth. Current Amt: 12 digits Provides the current amount of the transaction you are viewing. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Open Commitment Record Snapshot FAMIS provides detailed information on a specific open commitment file record on-line. You can view this information on Screen 42. Required fields are a valid 10-digit account number (Subsidiary Ledger plus Object code) along with a reference number. Information displayed includes original dollar amount encumbered for specified line item along with creation date, original transaction date and last activity date. Last Activity Date can be used to help monitor "Hanging" encumbrances which need to be released. Screen 42 - Open Commitment Record Snapshot 042 OC Record Snapshot 04/08/08 08:59 VET MED - TEACHING HOSPITAL FY 2008 CC 02 Screen: ___ Account: 144013 4010 Ref: A801032 Thru Month: 4_ April Description: IDENTITY SOLUTIONS Reference 4: 81618 Original Dollars: 890.21 Create Date: 02/06/2008 Current Dollars: Last Activity Date: 02/13/2008 Liquidated Amount: 890.21 Original Tran Date: 02/06/2008 Adjustments: Drop Flag: Y Encumbrance Type: L System Drop Flag: N Encumbrance Origin: P Reference Indicator: E Original Tran Code: 054 Vendor Number: 1vvvvvvvvv1 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 42. • Enter a valid Subsidiary Ledger account number, object code and reference number on the Action Line. • Press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 10 digits Enter a Subsidiary Ledger + Object Code. . Ref: 7 digits Enter the Reference or Purchase Order number. Thru Month: 2 characters Identify through which month the information is to be listed. Screen 42 – Open Commitment Record Snapshot (cont’d) Screen Information Description: 50 characters Provides a description of the purchase order or encumbrance. Reference 4: 6 digits Displays the user-defined reference number 4 for open commitments. Original Dollars: 12 digits Gives the original dollar amount of the encumbrance. Create Date: 8 digits Displays the date the encumbrance created. Current Dollars: 12 digits Displays the current balance for the encumbrance. Last Activity Date: 8 digits Displays the date the last transaction was processed. Liquidated Amt: 12 digits Displays the amount of the encumbrance that has been liquidated. Original Tran Date: 8 digits Displays the date the encumbrance was first created. Adjustments: 12 digits Summarizes the dollar amount of any adjustments to the encumbrance. Drop Flag: 1 character Indicates the status of the OC flag (‘on’ or ‘off’) Y = Value for flag is ‘on’ to indicate the OC has been dropped. N = Value for flag is ‘off.’ Encumbrance Type: 1 character Designates whether the encumbrance type is a Requisition. Valid value: R= Requisition System Drop Flag: 1 character Indicates the status of the system drop flag (‘on’ or ‘off’) Y = on (to indicate the OC has been dropped) N = off Encumbrance 1 character Origin: Designates the origin of encumbrance and if it was initiated through the Purchasing Screen. Values are: P = Purchasing Module F = Financial Accounting (Screen 11) Screen 42 – Open Commitment Record Snapshot (cont’d) Reference Indicator: 1 character Displays the reference indicator: E = Encumbrance. Original Tran Code: 3 digits Identifies the transaction code assigned to the encumbrance upon creation. Vendor Number: 12 digits Shows the vendor identification number, if vendor was included on the encumbrance. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Support Account Open Commitment File List Screen 61 displays information on open commitments (OC) against a specified support account. The screen can be positioned by Reference Number or, if left blank, all encumbrances for the indicated Object Code will be shown. The data is shown in whole dollars, but pressing PF11 will display the decimal amount. Screen 61 - Support Account OC File List (Panel 1) 061 Support Account OC File List 03/10/09 14:36 VMTH - ADMINISTRATION FY 2009 CC 02 Screen: ___ Account: 144013 11000 4010 Ref: _______ Thru Month: 1_ January Include Completed(Y/N): N Department: VTEA Resp Person: TREY, TIMOTHY T Flags: D F B C Z G ABR N N N N N 001 Obj Ref Date Description Original Liquidated Adjustments Current ---- ------- ---- ---------------- ---------- ---------- ---------- ---------- 4020 L934890 0127 DALE MARKETING L 923 923 5650 L935144 0128 FEDERAL MAILER 7 7 5811 P503520 0901 NEXTPOST 3600 1200 2400 * Partial Acct Total 4530 1200 0 3330 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right The data is shown in whole dollars, but pressing PF11 will display the decimal amount. Screen 61 - Support Account OC File List (Panel 2) 061 Support Account OC File List 03/10/09 14:37 VMTH - ADMINISTRATION FY 2009 CC 02 Screen: ___ Account: 144013 11000 4010 Ref: _______ Thru Month: 1_ January Include Completed(Y/N): N Department: VTEA Resp Person: TREY, TIMOTHY T Flags: D F B C Z G ABR N N N N N 001 Obj Ref Date Original Liquidated Adjustments Current ---- ------- ---- ------------- ------------- ------------- ------------- 4020 L934890 0127 923.43 923.43 5650 L935144 0128 6.56 6.56 5811 P503520 0901 3599.64 1199.88 2399.76 * Partial Acct Total 4529.63 1199.88 0.00 3329.75 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Basic Steps • Advance to Screen 61. • Enter a valid Open Commitment account number and reference number for the Action Line and press to view the information. Screen 61 – Support Account OC File List (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 15 digits Enter a Subsidiary Ledger + Support Account number. Ref: 7 characters/digits Indicate a valid reference number. Thru Month: 2 digits Identify through which month the information is to be listed. Include 1 character Completed(Y/N): Type ‘Y’ to include all the completed encumbrances. Screen Information Department: 4 characters Designates the department responsible for the account. Resp Person: 20 characters Identifies the name of the person responsible for the account. Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule Obj: 4 digits Identifies the object code of item encumbered. Ref: 7 characters/digits Shows the PO number reference number for this encumbrance. Date: 4 digits Displays the date the item was encumbered. Description: 20 characters Provides a description of the encumbrance. Screen 61 – Support Account OC File List (cont’d) Original: 12 digits Gives the original dollar amount for this encumbrance. Liquidated: 12 digits Displays the amount liquidated in current fiscal year for the encumbered item. Adjustments: 12 digits Displays adjustments (other than liquidations) made to the encumbrance. Current: 12 digits Shows the current dollar amount encumbered, after liquidations and adjustments. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF11 Right Right Whole dollar amounts from Panel 1 are shown on Panel 2 with decimal amounts. SA Open Commitment 15 Digit List You can view the open commitment file activity related to a 15-digit account using Screen 60. A 15 digit Support Account number is composed of the 6-digit Subsidiary Ledger account number, the 5-digit Support Account number, and the 4-digit object code. This screen is similar to Screen 20, but is viewed at the Support Account level. Screen 60 - Support Account Open Commitment 15 Digit List 060 Support Account OC 15 Digit List 03/10/09 14:33 FY 2008 CC 02 Screen: ___ Account: 144013 11000 4010 XYZ - ADMINISTRATION Thru Month: 3_ March Department: VTEA Resp Person: TREY, TIMOTHY T FLAGS: D F C ABR N N N 001 Obj Description Budget Actual Encumbrance Budget Avail 4010 Supplies - Office Ge 3267 3267 0 0 Obj Ref Date Description Original Liquidated Adjustments Current 4010 L807825 1001 NEWTON SOUND S 248 248- * Account Total 248 0 248- 0 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 60. • Enter a valid account number and press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 15 digits Enter a Subsidiary Ledger + Support Account + Object Code. Thru Month: 2 digits Identify through which month the information is to be listed. Department: 4 characters Designates the department responsible for the account. Resp Person: 20 characters Identifies the name of the person responsible for the account. Screen 60 – Support Account Open Commitment 15 Digit List (cont’d) Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule Screen Information Line 1 displays summary data for a specified object code. The remaining lines display detailed information for all encumbrances in the Line 1 object code summary. Line 1 Obj: 4 digits Displays the object code that represents items of revenue/expense for this account. Description: 20 characters Provides a description of the object code title. Budget: 12 digits Designates the budgeted dollar amount set aside during the fiscal year for expenditures at the designated object code. Actual: 12 digits Shows the actual dollar amount expended for that object code. Encumbrance: 12 digits Identifies the dollar amount committed against specified object codes. Budget Avail: 12 digits Displays the dollar amount available, in relation to the budget, for specified object codes. Line 2, 3, 4 Obj: 4 digits Identifies the object code for encumbered budget item. Ref: 7 characters/digits Shows the original PO reference number. Date: 4 digits Displays the date the encumbrance was established. Screen 60 – Support Account Open Commitment 15 Digit List (cont’d) Description: 20 characters Provides a description of the encumbrance. Original: 12 digits Shows original dollar amount encumbered. Revisions to the original encumbrance will not be reflected in this column. Therefore, the liquidated amount plus any current available amount would reflect the actual encumbrance. Liquidated: 12 digits Shows the amount liquidated against the encumbrance. Adjustments: 12 digits Displays the adjustments (other than liquidations) made to an encumbrance. Current: 12 digits Identifies the current encumbered amount available after liquidations and adjustments. Account Total: 12 digits Displays the total of data in each column. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Open Commitments Inquiry by User Reference or PO Number FAMIS will give you an on-line list of open commitments (OC) against a specified support account. This will be found on Screen 62. Screen 62 – SA Open Commit. by User Ref or PO Number (Panel 1) 062 SA Open Commitments by User Ref or PO Number 03/10/09 14:28 XYZ - ADMINISTRATION FY 2008 CC 02 Screen: ___ Account: 144013 11000 Ref: _______ Sort(PO/UR): UR Thru Month: 9_ September Include Completed(Y/N): N Department: VTEA Resp Person: TREY, THOMAS T Flags: D F B C Z G ABR N N N N N 001 User Ref PO Ref Obj Date Description Current -------- ------- ---- ----- ----------------------------------- ------------- AUTOADJ BENB001 1906 09/30 BENEFIT ENCUMBRANCE 2652.86 A136713 SAL0001 1105 09/01 SALARY ENCUMBRANCE 733322.83 FY05 R501805 5657 12/10 ANDREWS-CARE PROGRAM 395.00 M800324 L806364 5650 09/25 DLL EXPRESS (USA) INC 9.00 M800324 L807517 5650 09/28 DLL EXPRESS (USA) INC 9.00 11000 P503520 5811 06/07 NEXTPOST 3599.64 80120 L806060 5765 09/24 FEDERAL WAGE & LABOR GROUP 124.86 * Account Total 740113.19 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 62 – SA Open Commit. by User Ref or PO Number (Panel 2) 062 SA Open Commitments by User Ref or PO Number 03/10/09 14:31 XYZ - ADMINISTRATION FY 2008 CC 02 Screen: ___ Account: 144013 11000 Ref: _______ Sort(PO/UR): UR Thru Month: 9_ September Include Completed(Y/N): N Department: VTEA Resp Person: TREY, THOMAS T Flags: D F B C Z G ABR N N N N N 001 User Ref PO Ref Obj Original Liquidated Adjustments Current -------- ------- ---- ------------- ------------- ------------- ------------- AUTOADJ BENB001 1906 87.70 2565.16 2652.86 A136713 SAL0001 1105 785915.00 52592.17- 733322.83 FY05 R501805 5657 395.00 395.00 M800324 L806364 5650 9.00 9.00 M800324 L807517 5650 9.00 9.00 11000 P503520 5811 299.97 299.97 3599.64 3599.64 80120 L806060 5765 124.86 124.86 * Account Total 786840.53 299.97 46427.37- 740113.19 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Basic Steps • Advance to Screen 62. • Enter a valid account number and reference number on the Action Line. • Provide additional information to customize the displayed data and press to view the information. Screen 62 – SA Open Commit. by User Ref or PO Number (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 11 digits Enter a Subsidiary Ledger + Support Account number. . Ref: 7 characters/digits Enter the PO or user-defined reference number for this encumbrance. Sort (PO/UR): 2 characters Designate whether information is to be sorted by Purchase Order (PO) or by User Reference (UR). Thru Month: 2 digits Identify through which month the information is to be listed. Include 1 character Completed(Y/N): Type ‘Y’ to include all completed encumbrances. Screen Information Panel 1 Department: 4 characters Shows the department responsible for the account. Resp Person: 20 characters Identifies the name of the person responsible for the account. Flags: 1 character / 3 digits (ABR) Indicates values for flag maintenance. Y = On N = Off R = Reject ------------------- D = Delete F = Freeze B = Bottom Line C = Category Control Z = Freeze direct only G = Generate Expense Budget (GEB) ABR = ABR number rule User Ref: 7 digits Displays the user-defined reference number. PO Ref: 7 characters/digits Designates the Purchase Order reference number. Obj: 4 digits Shows the object code for the budget line item. Screen 62 – Open Commit. by User Ref or PO Number (cont’d) Date: 4 digits Displays the date of the transaction. Description: 50 characters Provides a description of the object code line item. Current: 12 digits Provides current dollar amount available for line item. Account Total: 12 digits Provides current total dollar amount. Panel 2 Original: 12 digits Gives original dollar amount encumbered. Revisions to the original encumbrance will not be reflected in this column. Therefore, the liquidated amount plus any current available amount would reflect the actual encumbrance. Liquidated: 12 digits Displays amount liquidated against the encumbrance. Adjustments: 12 digits Displays adjustments (other than liquidations) made to an encumbrance. Current: 12 digits Displays current amount after revisions to original dollar amount encumbered. Account Total: 12 characters each column Shows the total amount of open commitments listed. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. SA Open Commitment Inquiry by Reference FAMIS can list all distributions for an encumbrance at the 15-digit account level. (A 15-digit account number consists of a 6-digit Subsidiary Ledger account number, a 5-digit support Account number, and a 4-digit Object Code.) The reference number can be obtained using Screen 60. Screen 66 - Support Account Open Commitment Inquiry by Reference 066 Support Account OC Inquiry by Reference 03/10/09 14:16 FY 2009 CC 02 Screen: ___ Reference Number: L900008 Acct: 270300 07300 5521 Thru Month: 3_ March Totals Only: _ (Y/N) Reference Indicator: E Account Vendor Description Create Last Act Original Liquidated Adjustments Current 270300-07300-5521 1vvvvvvvvv3 GLOBAL BUSINESS OBJECTS 10/15/2008 10/28/2008 3,587.50 3,587.47 0.03- Reference Total 3,587.50 3,587.47 0.03- 0.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 66. • Enter a valid reference number and account number on the Action Line. • Press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Reference Number: 7 characters/digits Enter the reference number assigned by the department. . Acct: 15 digits Enter the account number (Subsidiary Ledger + Support Account + Object Code). Thru Month: 2 digits Identify through which month the information is to be listed. Totals Only: 1 character Type ‘Y’ to display only the total and not each detailed line. Screen 66 – SA Open Commitment Inquiry by Reference (cont’d) Reference Indicator: 1 character Identifies the reference indicator: E = encumbrance. Screen Information Account: 15 digits Displays the 15-digit account number referenced by encumbered item. Vendor: 11 digits Vendor’s name and ID number are displayed if it is specified in the encumbrance. Description: 20 characters Provides a description of the encumbered item. Create: 8 digits Shows date encumbrance was created. Last Act: 8 digits Displays the date the most recent action was taken on encumbrance. Original: 12 digits Gives the original dollar amount set aside for specified encumbrance. Liquidated: 12 digits Shows the amount liquidated for encumbrance with this transaction. Adjustments: 12 digits Displays adjustments (other than liquidations) made to an encumbrance. Current: 12 digits Displays the current encumbrance available for encumbered item. Reference Total: 12 digits each column Shows total dollar amount spent in liquidation and current balance of encumbrance. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. SA Open Commitment Record Snapshot FAMIS also provides detailed information on a specific open commitment file record. Information includes the date the encumbrance was created, the first and last transaction dates, flag settings, and the original, liquidated and current dollar amounts. A vendor number is specified if the encumbrance is targeted to a specific vendor. Last activity date can be used to help monitor "Hanging" encumbrances that need to be released. Screen 72 - Support Accounting OC Record Snapshot 072 Support Accounting OC Record Snapshot 03/10/09 14:08 SHTM - ADMINISTRATION FY 2009 CC 02 Screen: ___ Account: 144013 11000 4010 Ref: L701212 Thru Month: 3_ March Description: WINSTON’S OFFICE SUPPLIES Reference 4: 8913 Original Dollars: 398.25 Create Date: 09/03/2007 Current Dollars: Last Activity Date: 09/17/2007 Liquidated Amount: 398.25 Original Tran Date: 09/03/2007 Adjustments: Drop Flag: Y Encumbrance Type: L System Drop Flag: N Encumbrance Origin: P Reference Indicator: E Orig Cost Ref1: Original Tran Code: 054 Orig Cost Ref2: Vendor Number: 1vvvvvvvvv7 Orig Cost Ref3: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 72. • Enter a valid account number and reference number on the Action Line and press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 15 digits Enter a valid account number (Subsidiary Ledger + Support Account + Object Code). . Ref: 7 characters/digits Enter the Purchase Order (PO) reference number. Thru Month: 2 digits Identify through which month the information is to be listed. Screen 72 – Support Accounting OC Record Snapshot (cont’d) Screen Information Description: 30 characters Provides a description of the purchase order. Reference 4: 7 characters/digits Displays the user-defined reference number identifying the Purchase Order (PO). Original Dollars: 12 digits Gives the original amount of encumbrance. Create Date: 8 digits Displays the date the encumbrance created. Current Dollars: 12 digits Provides the current balance for the encumbrance. Last Activity Date: 8 digits Displays the date the last transaction was processed on the encumbrance. Liquidated Amount: 12 digits Includes the dollar amount of the encumbrance liquidated. Original Tran Date: 8 digits Displays the date of the original transaction. Adjustments: 12 digits Displays adjustments (other than liquidations) made to an encumbrance. Drop Flag: 1 character Shows ‘Y’ if an encumbrance has been liquidated or reduced to zero. Identifies an OC record that is complete and not available for further dollar activity. Encumbrance Type: 1 character Displays the encumbrance type: R = Requisition. System Drop Flag: 1 character FAMIS automatically sets the OC drop flag to ‘Y’ (On) when the encumbrance reduction or liquidation is processed, reducing the current dollar amount to zero. Encumbrance 1 character Origin: Shows the origin of the encumbrance: P = Purchasing. Reference Indicator: 1 character Displays the reference indicator: E = Encumbrance Screen 72 – Support Accounting OC Record Snapshot (cont’d) Original Cost Ref1: 7 characters/digits Shows the initial value entered in Cost Ref1: field. Original Tran 3 digits Code: Displays the transaction code generated for the original encumbrance. Orig Cost Ref2: 7 characters/digits Indicates the initial value entered in Cost Ref2: field. Vendor Number: 11 digits Displays the vendor identification number. Orig Cost Ref3: 7 characters/digits Indicates the initial value entered in cost Ref 3 field. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. Section X Appendix Flag Definitions GL Flag Definitions ABR Flag (Automatic Budget Reallocation) Original budget, revised budget and budget transfer transactions affect the ABR Flags. ABR flags are adjusted at a 10 digit level. When the ABR flag has value 0 (off), the 10 digit account does not participate in the ABR budget pool and the account has its "own" budget. When the ABR flag for a 10 digit account has a value of 1-9, the account participates in budget pooling. If FAMIS turns the ABR flag off (0), as the result of a budget transaction, reversing the original transaction will not reverse the ABR Flag setting. The flag must be reinstated manually through a flag setting transaction. (Screen 44) When an original budget is processed against an account/subcode that has the ABR Flag turned on (any value 1-9), FAMIS resets the flag off (value of 0) to prohibit any further participation in automatic budget reallocation. If a revision is processed against an account/subcode that has the ABR flag on, FAMIS will automatically turn the ABR Flag off, prohibiting any further participation in automatic budget reallocation. If the transfer is between expense accounts and the transfer is successful, FAMIS will set the ABR Flag on the account/subcode being debited to 0 (off). This will prevent the account's participation in automatic budget reallocation, because the account now has its "own" budget. The ABR Flag is not changed for the expense account on the credit side of the transaction. Delete Flag The delete flag, when set to ‘Y’ (on), restricts any further activity against an account. It can only be set at the 6-digit level. It logically removes the account from the files, but continues to store it for audit purposes. A delete flag for a 6-digit GL account can be set to ‘Y’ and then set to ‘N’ to reinstate the account. Before a delete flag can be set for a GL account, the following conditions must be met: (1) Each asset, liability and fund balance record must have a zero balance. (2) All SL accounts mapped to the GL must be deleted. (3) The account must have been inactive for the current month. FAMIS doesn't allow an account that has had activity processed during the current month to be deleted. The account can be deleted after the current month-end process has been run. Attempts to process real time transactions against a deleted account are rejected. Appendix – Flag Definitions (cont’d) Drop Flag The drop flag is used to identify an account that is to be physically purged from the file. When the drop flag is set to ‘Y’ (on), the account is removed from the file. The drop flag can be set for a 6-digit GL account only if the following conditions are met: (1) The delete flag on the GL account must already be set to a value of ‘Y’. (2) All SL accounts mapped to the GL account must have both the delete and drop flags set to ‘Y’. The drop flag may also be set on a 10-digit account, with the additional condition that the 10- digit account must have a zero balance in all dollar fields (i.e., Beginning balance, Current month, Present balance, etc.). Freeze Flag The freeze flag restricts posting certain types of direct transactions to an account. This flag may be set ONLY at the 6-digit GL level. Cash receipts, disbursement and journal entries are rejected if processed against a "frozen" account. Transactions that are accepted against a frozen GL account include attribute modifications, journal entries with a special transaction code of 062 and indirect updates. All transactions posted against a frozen account generate diagnostic messages. Review Flag The review flag is useful for monitoring activity against an account. When the flag is set to ‘Y’ (on), FAMIS generates diagnostics each time a transaction is processed against the account. The flag can be set for a GL account at either the 6 or 10-digit level. SL Flag Definitions Seven flags help control activity against each SL account. These flags allow review, freezing, deleting or dropping of an account, suppressing "over budget" messages, and controlling automatic budget reallocation (ABR). The SL flags may be set for a 6-digit account or a 10-digit account. Flags may be set to ‘Y’ (on) or ‘N’ (off). Review Flag The review flag is used to monitor activity against an account. When the flag is set to ‘Y’ (on), FAMIS generates diagnostics each time a transaction is processed against the account. The flag can be set for an SL account at either the 6 or 10-digit level. Appendix – Flag Definitions (cont’d) Freeze Flag The freeze flag restricts posting certain types of direct transactions to an account. The following transactions will be rejected or suspended if processed against a frozen SL account: - original budgets - encumbrances (except credit encumbrances) - cash receipts - cash disbursements - journal entries, except those with a transaction code of 062. The following transactions will still be accepted if processed against a frozen SL account: - attribute modifications - budgets (excluding original budgets) - credit encumbrances against an existing OC or Purchase Order. - disbursements liquidating outstanding commitments. - journal entries with a transaction code of 062. All transactions processed against a frozen account generate diagnostic messages. Delete Flag The delete flag, when set to ‘Y’ (on), restricts all further activity against an account. It can only be set at the 6-digit level. It logically removes the account from the files, but continues to store it for auditing and comparative reporting purposes. The account can be reinstated by setting the flag to ‘N’ (off), unless the delete flag for the related GL account is on. Before the delete flag can be set, the following conditions must be met: (1) The budget balance available must be zero (0). (2) There can be no outstanding or open encumbrances against the account. (3) The account must have been inactive during the current month. The system will not delete an account that has had activity during the current month. Drop Flag The drop flag identifies an account that is to be physically purged from the file. When the drop flag is set to ‘Y’ (on), the account is removed from the file. It is recommended that an account not be dropped except at the end of the fiscal year, or if the account was created in error and has no dollar activity. Before the drop flag can be set, the delete flag for the account must be set to ‘Y’ (on). Annual Budget Suppress Flag A value of ‘Y’ for this flag specifies that FAMIS suppress over-budget diagnostic messages, even if the account is over budget. Values of ‘R’ will cause the transaction to reject if the account is over budget. A value of ‘N’ indicates to display a warning message only. This flag may be set on either 6 or 10-digit SL accounts. Appendix – Flag Definitions (cont’d) Monthly Budget Suppress Flag This flag will always be set at ‘N’ (off) since monthly budgets are not currently supported in FAMIS. Annual Budget Reallocation (ABR) The ABR flag specifies the automatic budget reallocation rule for an account. It inhibits an account from the ABR process (when the flag is turned off, or set to ‘N’ or 0) or identifies the ABR rule that applies to the account (when the flag is turned on, set to 1-9). When a 10-digit account is created, the flag setting is automatically copied from the 6-digit account. Both the 6 and 10-digit accounts must carry the same ABR rule value, if other than 0. When a budget transaction is entered against a 10-digit SL account, the ABR flag is set to 0 (off) by FAMIS. Therefore, when an account that has been participating in ABR receives budget dollars of its own, the flag is turned off and the account no longer participates in ABR. Reversing the budget transaction will not reinstate the ABR flag. It must be manually reset. Standard PF Keys PF Keys are used in Financial Accounting to access additional information. Where ever possible the same assignment has been given to the same PF key, such as PF2 always being the key used for HELP. 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 Financial Accounting. Many screens have extended information windows assigned to various function keys that are designated at the bottom of each screen or pop-up window. Placing the cursor (using the cursor arrow keys) on a particular line and pressing the extended information function key will display the pop-up window information for the document or item on that line. Exiting a pop-up window is done by pressing to 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 COPY Not used in FAMIS. DEFLT Not used in FAMIS. ERRS Displays a window errors. When available, also displays on-line help for current errors. ERROR NUMBER 0 NOT FOUND. No extended help available for this error PAGE 1 OF 1 * No Notes NEW TOPIC ID ________ TYPE __ PF1=Menu PF4=Exit Name ________________________________ HELP Not used in FAMIS. HMENU Not used in FAMIS. LEFT Some windows are made up of several adjacent panels. These will be designated by the word Panel: ## appearing in the window. Pressing this key scrolls the panel to the left. Appendix – Standard PF Keys (cont’d) PASTE Not used in FAMIS. 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. THELP Not used in FAMIS. WERRS Not used in FAMIS. 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, 53, 56) 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) 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 Revised: 2/28/2011 1:34 PM FAMIS Session & 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 L902781 09/16 DYLAN TROPHY DB 420.50 D 8576JF 4010 054 L904455 09/22 WINSTON'S OFFICEWOR 367.00 D 8576JF 4010 068 L903552 09/25 NASH NASWORTHY 131.49 F PVP308 014400 2100 4010 068 L904455 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 L902781 09/16 DYLAN TROPHY DB 420.50 D 8576JF 4010 054 L904455 09/22 WINSTON'S OFFICEWOR 367.00 D 8576JF 4010 068 1006899 09/25 NASH NASWORTHY 131.49 F PVP308 014400 2100 4010 068 1007488 09/26 WINSTON'S OFFICEWOR 367.00 F PVP309 014400 2100 4010 061 S054790 09/26 STORES 646.71 PURS01 270260 0523 4010 061 S054792 09/26 STORES 107.47 PURS01 270260 0523 4010 061 S054793 09/26 STORES 434.10 PURS01 270260 0523 4010 061 S054794 09/26 STORES 51.41 PURS01 270260 0523 4010 061 S054795 09/26 STORES 72.35 PURS01 270260 0523 4010 061 S054796 09/26 STORES 90.57 PURS01 270260 0523 4010 061 S054797 09/26 STORES 11.96 PURS01 270260 0523 4010 061 S054798 09/26 STORES 417.24 PURS01 270260 0523 4010 061 S054799 09/26 STORES 322.99 PURS01 270260 0523 4010 061 S054800 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 06/26/2009 3:30 PM 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. Appendix – Instructions (cont’d) 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. 002 GL 6 Digit 03/10/09 10:57 FY 2009 CC 02 Screen: ___ Account: 010100 ____ ED & GEN INCOME-TUITION Account Title: ED & GEN INCOME-TUITION____________ Resp Person: 5uuuuuuu4 ROGERS, RITA R Old Acct: NA_____________ Year-end Process: F Reclassify: _ Reporting Group: __ Aux Code: ___ AFR Fund Group: 10 Fund Group: FG Sub Fund Group: Sub-Sub: __ Function: __ Default Bank: 06000 Override: Y SL Mapped Count: 22 Alternate Banks: ***** _____ _____ _____ _____ Security: ______ Dept S-Dept Exec Div Coll Mail Cd Stmt Primary: REV__ _____ UN AD C6000 N Secondary: VTEA_ _____ AA CD VM C4457 N 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 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). Appendix – Instructions (cont’d) 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. 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 PF2 Key. Screen 002 - GL 6 Digit 002 GL 6 Digit 03/10/09 10:57 FY 2009 CC 02 Screen: ___ Account: 010100 ____ ED & GEN INCOME-TUITION Account Title: ED & GEN INCOME-TUITION____________ Resp Person: 5uuuuuuu4 ROGERS, RITA R Old Acct: NA_____________ Year-end Process: F Reclassify: _ Reporting Group: __ Aux Code: ___ AFR Fund Group: 10 Fund Group: FG Sub Fund Group: Sub-Sub: __ Function: __ Default Bank: 06000 Override: Y SL Mapped Count: 22 Alternate Banks: ***** _____ _____ _____ _____ Security: ______ Dept S-Dept Exec Div Coll Mail Cd Stmt Primary: REV__ _____ UN AD C6000 N Secondary: VTEA_ _____ AA CD VM C4457 N 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 A help screen may appear first describing the field. Press to display the valid values for the field. Field: FG-FS-PURP File: IAFRS-GENERAL-SUBSIDIARY-LEDGER TAMUS uses this field to hold the NACUBO function. | *** D I C T I O N A R Y - H E L P *** | | | | VALUES MEANING | | -------------------------------- ----------------------------- | | BLANK NOT SPECIFIED | | 10 INSTRUCTION | | 15 RESEARCH | | 20 PUBLIC SERVICE | | 25 ACADEMIC SUPPORT | | 30 STUDENT SERVICE | | 35 INSTITUTIONAL SUPPORT | | 40 OPERATION & MAINT OF PLANT | | | | Lookup Value / . Menu ________________________________ | | Rule : IAFRS-FG-FS-PURP Default value is: | | View : IAFRS-GENERAL-SUBSIDIARY-LEDGER | | Field: FG-FS-PURP | | | | PF1=Menu PF4=Exit | Appendix – Instructions (cont’d) Question Mark (?) 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. 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 called the Passback feature. Screen 002 - GL 6 Digit 002 GL 6 Digit 03/10/09 10:57 FY 2009 CC 02 Screen: ___ Account: 010100 ____ ED & GEN INCOME-TUITION Account Title: ED & GEN INCOME-TUITION____________ Resp Person: 5uuuuuuu4 ROGERS, RITA R Old Acct: NA_____________ Year-end Process: F Reclassify: _ Reporting Group: __ Aux Code: ___ AFR Fund Group: 10 Fund Group: FG .Sub Fund Group: Sub-Sub: __ Function: __ Default Bank: 06000 Override: Y SL Mapped Count: 22 Alternate Banks: ***** _____ _____ _____ _____ Security: ______ Dept S-Dept Exec Div Coll Mail Cd Stmt Primary: REV__ _____ UN AD C6000 N Secondary: VTEA_ _____ AA CD VM C4457 N 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 Screen 002 - Fund Group ?-Help Pop-Up Window +------------------------------------------------------------------+ | | | *** D I C T I O N A R Y - H E L P *** | | | | VALUES MEANING | | -------------------------------- ----------------------------- | | AG AGENCY | | AN ANNUITY & LIFE INCOME | | AX AUXILIARY | | BLANK NOT SPECIFIED | | DS DESIGNATED | | EN ENDOWMENTS | | FG FUNCTIONAL AND GENERAL | | IS INTEREST & SINKING | | | | Lookup Value / . Menu ________________________________ | | Rule : IAFRS-FG-FS-FUND-GR Default value is: | | View : IAFRS-GENERAL-SUBSIDIARY-LEDGER | | Field: FG-FS-FUND-GR | | | | PF1=Menu PF4=Exit | +------------------------------------------------------------------+ Appendix – Financial Accounting Screens List (cont’d) PAGE 990 Old/New Account Crosswalk ............................................................................................................ VI-10 Screen 990 provides a cross reference for the conversion of accounts to FAMIS accounts. 991 USAS PCA Calculation .......................................................................................................................... V-6 FAMIS will allow you to access the USAS PCA Calculations showing goals, objective, strategy and PCA. M01 Account Information Menu ................................................................................................................ I-10 Contains a list of all screens necessary to perform the account maintenance processes. M02 FA Transactions Menu ........................................................................................................................ I-11 Lists all screens necessary to perform the dollar transaction process against accounts. Before any screen on this menu can be accessed, a batch must be opened using Screen 30. M03 Inquiry – Dollar Information Menu ..................................................................................................... I-11 This menu contains a list of all screens available for the type of inquiries that can be performed against an account. M05 Support Accounting Inquiry and Maintenance ................................................................................... I-12 Contains a list of all screens necessary to perform inquiries and maintenance processes for support accounts. M07 Departmental Planning Budgets ......................................................................................................... I-12 Contains a list of all screens necessary to perform inquiries and maintenance processes for support accounts. M08 Entire Connection Download .............................................................................................................. I-13 Displays list of all screens necessary to perform inquiries and maintenance processes for support accounts. M09 Entire Connection Print ...................................................................................................................... I-13 Contains a list of all screens necessary to perform inquiries and maintenance processes for support accounts. 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. 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. Appendix – Glossary (cont’d) 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. Cycle Two or more programs that are run in a specific sequence. Appendix – Glossary (cont’d) 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. 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. Drop Flag A data element whose condition signifies that a document is to be removed from the database immediately. Appendix – Glossary (cont’d) E Encumbrance An obligation incurred in the form of a purchase order or contract. Also referred to as an open commitment. Endowment Funds received by an institution from a donor who specifies the condition that the principal not be spent. Endowment Income The income generated by investing the principal of an Endowment Fund. Entry Code The initial three-digit code on a transaction that denotes the transaction type. This code, which is mandatory for all FRS transactions, 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. Fund Balance The equity of a fund (the difference between assets and liabilities). Appendix – Glossary (cont’d) 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. Journal Entry A non-cash transfer of dollars between two or more accounts. Appendix – Glossary (cont’d) 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. Secondary Vendor The vendor record holding the multiple addresses that are used periodically, as opposed to the primary address. Appendix – Glossary (cont’d) 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. Transaction Code A three-digit code that uniquely identifies a transaction type and determines editing criteria and dollar fields to be updated.