Financial Accounting User Manual - The Texas A&M University System

Financial Accounting User Manual - The Texas A&M University System
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
Financial Accounting User Manual
Page I-2
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: FAMIS Services College Station based: 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 College Station, TX 77845‐3424 Financial Accounting User Manual Page I‐3 Table of Contents I PAGE Introduction M001, M01, Financial Accounting Menus .......................................................... I‐10 M02, M03, M05, M07, M08, M09 II Session/Batch Audit Information Screen 30 Screen 24 Screen 27 III FA Session Batch Initialize .............................................................. II‐3 Close a Session ......................................................................... II‐3 Reopen a Session ..................................................................... II‐4 FA Session/Batch Header List ......................................................... II‐6 Transaction Inquiry by Batch .......................................................... II‐8 View Detail with PF6 ................................................................ II‐10 Financial Transactions Screen 10 Screen 10A Screen 10B Screen 10C Screen 10D Screen 11 Budgets Annual/Monthly Budgets ............................................................... III‐3 Budget Accounts ...................................................................... III‐3 Budget Balance Available (BBA) ............................................... III‐4 Automatic Budget Reallocation and ABR Flag ......................... III‐4 Transaction Codes .................................................................... III‐5 Reverse or Correct a Budget Transaction ................................ III‐5 Transfer Budget ....................................................................... III‐6 Transfer Budget from SL to SA Account ................................... III‐6 Support Account Budget Transfers ................................................ III‐9 Budget Entry ................................................................................... III‐12 Subsidiary Ledger Budget Controls ................................................ III‐15 Bottom Line vs. Category Control ............................................ III‐15 Category Protection ................................................................. III‐15 Support Account Budget Controls .................................................. III‐18 Bottom Line vs. Category Control ............................................ III‐18 Category Protection ................................................................. III‐18 Encumbrances Encumbrances ................................................................................ III‐21 Distribution across Accounts ................................................... III‐22 Edits ......................................................................................... III‐22 Open Commitment (OC) File ................................................... III‐22 Encumbrance Accounting Entries ............................................ III‐22 Transaction Codes .................................................................... III‐22 Increase an Encumbrance ........................................................ III‐23 Liquidate an Encumbrance ...................................................... III‐23 Cancel an Outstanding Encumbrance ...................................... III‐23 Reinstate a Dropped Encumbrance ......................................... III‐23 Financial Accounting User Manual Page I‐4 Table of Contents (cont’d) PAGE Screen 12 Screen 36 Screen 13 Screen 37 Screen 14 Screen 14A Screen 25 Screen 35 Screen 831 Screen 85 Screen 86 Screen 15 Receipts / Deposits Receipt Transactions ...................................................................... III‐26 General Ledgers ....................................................................... III‐26 Bank Accounts.......................................................................... III‐27 Transaction Codes .................................................................... III‐28 Reverse or Correct Receipts .................................................... III‐28 Cash Sales/Receipts Clearing .......................................................... III‐30 Disbursements Disbursement Transactions ............................................................ III‐33 Encumbrance Liquidations ...................................................... III‐34 Indirect Transactions ............................................................... III‐34 General Ledger Processing ...................................................... III‐34 Subsidiary Ledgers (SL) / Support Accounts (SA) Processing ... III‐35 Bank Accounts.......................................................................... III‐35 Transaction Codes .................................................................... III‐36 Reverse or Correct Disbursements .......................................... III‐36 Cash Disbursement Clearing .......................................................... III‐39 Journal Entries Journal Entries ................................................................................ III‐42 Indirect Transactions ............................................................... III‐42 General Ledgers (GL) ............................................................... III‐43 Subsidiary Ledger (SL) .............................................................. III‐43 Transaction Codes .................................................................... III‐44 Liquidate Encumbrances .......................................................... III‐44 Reverse or Correct Journal Entries .......................................... III‐45 Indirect Cost Journal Entries .......................................................... III‐47 Compound Journal Entries ............................................................. III‐50 Transaction Codes .................................................................... III‐51 Interdepartmental Transfers .......................................................... III‐53 Maintain Interdepartmental Transfer Table .................................. III‐56 Clearing Accounts .............................................................. III‐56 Valid Selling Accounts ....................................................... III‐56 Interdepartmental Transfers between Parts ........................... III‐59 Interdepartmental Transfers between Parts Inquiry ............... III‐61 Special FA Transactions Beginning Balances ......................................................................... III‐63 GL Balance Sheet Account Controls ......................................... III‐64 SL Accounts and Project Balances ........................................... III‐64 Memo Bank Accounts .............................................................. III‐64 Transaction Codes .................................................................... III‐65 Financial Accounting User Manual Page I‐5 Table of Contents (cont’d) Screen 16 Screen 17 IV Create/Modify/View Accounts Screen 811 Screen 2 Screen 4 Screen 3 Screen 6 Screen 8 Screen 7 Screen 9 Screen 8B Screen 8C Screen 51C Screen 58 Screen 50 Screen 51 Screen 52 Screen 52B Screen 53 Screen 57 Screen 28 V Basic Concepts ................................................................................ IV‐3 Cost Reference Table Maintenance ............................................... IV‐4 General Ledger Accounts ............................................................... IV‐6 Attributes ................................................................................. IV‐7 10 Digit Account ............................................................................. IV‐12 Subsidiary Ledger Accounts............................................................ IV‐13 Map Codes ......................................................................... IV‐14 10‐Digit SL Accounts .......................................................... IV‐15 Bank ................................................................................... IV‐15 COA Table .......................................................................... IV‐15 Attributes ................................................................................. IV‐20 10 Digit Maintenance ..................................................................... IV‐24 Grants/Contracts Attributes ........................................................... IV‐25 Delegation of Authority .................................................................. IV‐28 Effort Category Updates ................................................................. IV‐29 Support Account Effort Category Updates ..................................... IV‐31 Support Account Category Maintenance ....................................... IV‐33 Department Support Account Attributes ....................................... IV‐35 Support Account Attributes ........................................................... IV‐40 Support Account Attributes 2 ........................................................ IV‐46 Support Account Delegation of Authority ...................................... IV‐49 Support Account Budget Move ...................................................... IV‐50 Departmental Encumbrances ......................................................... IV‐53 Bank Accounts ................................................................................ IV‐56 USAS Tables Screen 840 Screen 991 Screen 840 PAGE Bank Transfers ................................................................................ III‐67 Memo Bank Accounts .............................................................. III‐67 Transaction Codes .................................................................... III‐68 Transaction Types .................................................................... III‐68 Correct or Reverse a Bank Transfer Transaction ..................... III‐68 Suspense Update ............................................................................ III‐70 Suspense Number and Report ................................................. III‐71 Suspense Accounts .................................................................. III‐71 Make Corrections ..................................................................... III‐71 Maintain USAS Strategy Table ........................................................ V‐3 USAS Program Structure .......................................................... V‐3 FAMIS Strategy Table ............................................................... V‐3 Account Function Attribute in FAMIS ...................................... V‐4 Conversion Chart ..................................................................... V‐5 PCA is Determined ................................................................... V‐5 USAS PCA Calculation ..................................................................... V‐6 Maintain USAS Strategy Table ........................................................ V‐9 Financial Accounting User Manual Page I‐6 Table of Contents (cont’d) VI PAGE Account Searches Screen 29 Screen 68 Screen 990 Account Search ............................................................................... VI‐3 By Account ............................................................................... VI‐4 By Title ..................................................................................... VI‐4 By Department/Sub‐Department ............................................ VI‐4 By Responsible Person ............................................................. VI‐5 Support Account Search ................................................................. VI‐7 Old/New Account Crosswalk .......................................................... VI‐10 VII Financial Transaction Inquiry Screen 18 Screen 40 Screen 702 Screen 90 Screen 39 Screen 23 Screen 46 Screen 47 Screen 48 Screen 80 Screen 81 Screen 6B Screen 19 Screen 32 Screen 33 Screen 34 Screen 41 Screen 49 Screen 51B Screen 69 Screen 65 Screen 64 Screen 63 Screen 71 Screen 73 Screen 74 General Ledger Account 6‐Digit List ....................................................................................... VII‐3 10‐Digit Snapshot ........................................................................... VII‐5 Account Reserve Balance ............................................................... VII‐7 Form 500 Tracking .......................................................................... VII‐10 General Ledger/Subsidiary Ledger Account GL Mapped SLs ............................................................................... VII‐12 Transaction Inquiry by Account ...................................................... VII‐14 Monthly Transactions by Reference 2 or 4 .................................... VII‐17 Transaction Inquiry by Reference 2 or 4 ........................................ VII‐20 Transaction Inquiry by Account/Subcode/Month .......................... VII‐23 Transaction Inquiry by Subcode ..................................................... VII‐26 Entire Connection Download ................................................... VII‐27 Detail Transaction by Subcode ....................................................... VII‐29 Subsidiary Ledger Account Subsidiary Ledger Account Dollar Totals ........................................ VII‐33 Account List with Category Totals .................................................. VII‐35 Budget Data List ............................................................................. VII‐39 Annual Activity by Month ............................................................... VII‐41 Account Summary by Budget Pool ................................................. VII‐43 Account Snapshot ........................................................................... VII‐47 Detail Account Statement for a Month .......................................... VII‐51 Support Account Support Account Dollar Totals ....................................................... VII‐54 Account List with Category Totals .................................................. VII‐56 SA Summary for SL with Category Totals ....................................... VII‐60 Budget Data List ............................................................................. VII‐63 Transaction Inquiry ......................................................................... VII‐65 Account Snapshot ........................................................................... VII‐68 Annual Activity by Month ............................................................... VII‐72 Summary by Budget Pool ............................................................... VII‐74 Financial Accounting User Manual Page I‐7 Table of Contents (cont’d) Screen 76 Screen 77 Screen 78 Screen 79 VIII Flags Screen 43 Screen 44 Screen 54 Screen 55 Screen 56 IX PAGE Transactions for a Month by Reference 2 or 4 ............................... VII‐78 Transaction Inquiry by Reference 2 or 4 ........................................ VII‐81 Transactions by Account/Subcode/Month .................................... VII‐85 Detail Account Statement for a Month .......................................... VII‐88 General Ledger Flag Maintenance ................................................. VIII‐3 Freeze....................................................................................... VIII‐4 Delete ....................................................................................... VIII‐4 Drop ......................................................................................... VIII‐5 Subsidiary Ledger Flag Maintenance .............................................. VIII‐7 Exception ................................................................................. VIII‐8 Freeze....................................................................................... VIII‐9 Delete ....................................................................................... VIII‐9 Drop ......................................................................................... VIII‐9 ABR ........................................................................................... VIII‐10 Support Account Flag Maintenance ............................................... VIII‐12 Freeze....................................................................................... VIII‐13 Delete ....................................................................................... VIII‐14 Drop ......................................................................................... VIII‐14 15‐Digit Maintenance ..................................................................... VIII‐16 Transaction Move ........................................................................... VIII‐17 Open Commitment Information Screen 21 Screen 20 Screen 22 Screen 26 Screen 31 Screen 42 Screen 61 Screen 60 Screen 62 Screen 66 Screen 72 Subsidiary Ledger Open Commitments Open Commitment File List ............................................................ IX‐3 Subsidiary Ledger Open Commitment 10 Digit List........................ IX‐6 User Reference or PO Number ....................................................... IX‐9 Inquiry by Reference ...................................................................... IX‐12 By Vendor ID ................................................................................... IX‐14 Record Snapshot ............................................................................ IX‐16 Support Account Open Commitments Open Commitment File List ............................................................ IX‐19 SA Open Commitment 15 Digit List ................................................ IX‐22 User Reference or PO Number ....................................................... IX‐25 Inquiry by Reference ...................................................................... IX‐28 15‐Digit Record Snapshot ............................................................... IX‐30 Financial Accounting User Manual Page I‐8 Table of Contents (cont’d) X Appendix PAGE GL Flag Definitions ......................................................................... X‐3 ABR ........................................................................................... X‐3 Delete ....................................................................................... X‐3 Drop ......................................................................................... X‐4 Freeze....................................................................................... X‐4 Review ...................................................................................... X‐4 SL Flag Definitions .......................................................................... X‐4 Review ...................................................................................... X‐4 Freeze....................................................................................... X‐5 Delete ....................................................................................... X‐5 Drop ......................................................................................... X‐5 Annual Budget Suppress .......................................................... X‐5 Monthly Budget Suppress ........................................................ X‐6 Annual Budget Reallocation (ABR)........................................... X‐6 Standard PF Key Definitions ........................................................... X‐7 FAMIS Transaction Codes ............................................................... X‐9 Financial Accounting ................................................................ X‐9 A/P Voucher ............................................................................. X‐10 Session/Batch Header Codes ......................................................... X‐11 Reference Codes ............................................................................. X‐12 Reference 1 .............................................................................. X‐12 Reference 2 .............................................................................. X‐13 Reference 3 .............................................................................. X‐14 Reference 4 .............................................................................. X‐15 Instructions ..................................................................................... X‐16 Financial Accounting Screens List ................................................... X‐21 Glossary .......................................................................................... X‐27 Financial Accounting User Manual Page I‐9 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
Screen: ___ Account: ______ ____
03/09/09 10:00
FY 2009 CC 02
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: ______ ____
*-----002 GL
003 GL
004 GL
039 GL
GL Accounts ---------*
6 Digit
10 Digit
Attributes 2
Mapped SLs
*------- Bank Accounts ------*
028 Create/Maintain Bank Accounts
*------------ USAS ----------*
991 USAS PCA Calculation
840 USAS Strategy Table
*------ SL Accounts ------*
006 SL 6 Digit
007 SL 10 Digit Maintenance
008 SL Attributes 2
08B SL Delegation of Authority
08C Effort Category Updates
009 SL Grant/Contract Attributes
*------- Flags --------*
043 GL Flag Maintenance
044 SL Flag Maintenance
029 Account Search
990 Old/New Account Crosswalk
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Financial Accounting User Manual
Page I-10
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: ______ ____
* --010
10A
10B
10C
10D
011
Budgets/Encumbrances ---- *
Annual/Monthly Budgets
Support Account Budgets
Budget Entry
SL Budget Controls
SA Budget Controls
Encumbrances
* ----- Cash Transactions ----- *
012 Receipts
013 Disbursements
* -------- Journal Entries -------- *
014 Journal Entries
14A Indirect Cost Journal Entries
025 Compound Journal Entry
* ---- Special Journal Entries ---- *
035 Interdepartmental Transfers
036 Cash Sales/Receipts Clearing
037 Cash Disbursements Clearing
085 IDTs Between Parts
086 IDTs Between Parts Inquiry
* ----- Other FA Transactions ----- *
015 Beginning Balances
030 FA Batch Initialize
016 Bank Transfers
017 Suspense Update
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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
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Financial Accounting User Manual
Page I-11
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 -----------*
51B Support Account Dollar Totals
060 SA OC 15 Digit List
061 SA OC File List
062 SA Open Cmnts. by User Ref or PO
063 Trans. Inquiry by Support Account
064 Support Account Budget Data List
065 SA Summary for SL with Category Ttls
066 SA OC Inquiry by Reference
068 Support Account Search
069 SA 11 Digit List With Category Totals
*------ Maintenance ------*
050 Department SA Attributes
051 Support Account Attributes
51C SA Effort Category Updates
052 Support Account Attributes 2
52B SA Delegation of Authority
053 Support Account Budget Move
054 Support Account Flag Maint.
055 SA 15 Digit Maintenance
056 SA Transaction Move
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
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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
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Financial Accounting User Manual
Page I-12
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
k
01/22/10 11:03
FY 2010 CC 02
Screen: ___
*------------* Accounts *-----------*
029 Account Search
068 Support Account Search
018 GL 6 Digit List
019 SL 6 Digit List W Category Totals
069 SA 11 Digit List W Category Total
*---------* Transactions *----------*
023 Trans Inquiry by Account
046 Trans for Month By Refer.
047 Trans Inquiry on Reference
048 Trans Inquiry Acct/Sbcd/Mon
063 Trans Inquiry by SA
080 Inquiry by Subcode
081 Detail Trans by Subcode
*-------------* Batch *-------------*
027 FA Trans Inquiry by Batch
127 AP Trans Inquiry by Batch
627 AR Trans Inquiry by Batch
*-------------* Flags *-------------*
805 Maintain GL Control Description
806 Maintain SL Subcode Description
860 Department Table Maintenance
*-------------* Misc *--------------*
175 Vendors Held by Agency
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Screen M09 - Entire Connection Print
M09 Entire Connection Print
03/09/09 10:02
FY 2009 CC 02
Screen: ___
*-------* Account Statements *------*
018 GL 6 Digit List
049 Detail Acct Statement - Month
079 SA Detail Acct Statement - Month
*------------*
721 SL Summ by
722 SL Summ by
731 SA Summ by
732 SA Summ by
*----------* Purchasing *-----------*
276 Document Inquiry w/Paid Amounts
278 Document Inquiry
Profiles *-----------*
Target Budget
User Defined Categ.
Target Budget
User Defined Categ.
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Financial Accounting User Manual
Page I-13
Financial Accounting Menus (cont’d)
Financial Accounting User Manual
Page I-14
Section II
Session/Batch Audit Information
Financial Accounting User Manual
Page II-2
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:
Session Status:
Bank:
Description:
User ID Override:
Special Process:
JJL001
Session Date: 03/09/2009
O
03000
___________________________________
N
___
Batch Balancing Information
Transactions
Amount
Expected Totals: 5_
120___________
Receipts:
0.00
Processed Totals:
0
0.00
Disburse:
0.00
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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 <ENTER>. 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 <ENTER>.
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.
Financial Accounting User Manual
Page II-3
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.
Financial Accounting User Manual
Page II-4
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:
Processed Totals:
Transactions:
14 digits
Type the expected total dollar amount of the transactions to be completed in
this session.
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.
Financial Accounting User Manual
Page II-5
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
Screen: ___
S
e
_
_
_
_
_
_
_
_
_
_
_
_
_
Batch
Ref
-----AFRE05
AFRL01
AFRT20
AFR406
AFR407
AFR409
AG0105
AG0106
AG0108
AG0109
AG0112
AG0113
AG0114
03/09/09 10:10
FY 2009 CC 02
Batch Ref: AFRE05 Batch Date: __________
Batch
Date
-------02/24/09
01/31/09
01/29/09
09/11/08
09/11/08
09/11/08
01/05/09
01/06/09
01/08/09
01/09/09
01/12/09
01/13/09
01/14/09
Bank
Run
S
Description
Amount
Count
No
Date t
-------------------- ---------------- ----- ----- -------- C-1 PROJECT 2-2960
45.60
1 06000 02/24/09 C
BOR MINUTE ORDER PRO
6,150,000.00
2 06000 02/02/09 C
C­1 PROJECT 2­2985
6,612.90
1 06000 01/29/09 C
TRF REVENUE
35,644.16
6 06000 09/11/08 C
BIWEEKLY PAYROLL GIP
495.24
2 06000 09/11/08 C
TRF SCHOLARSHIP EXP
7,000.00
2 06000 09/11/08 C
DAILY DEPOSIT
37,310.00
10 06800 01/05/09 C
DAILY DEPOSIT
66,868.77
32 06800 01/06/09 C
DAILY DEPOSIT
5,536.98
7 06800 01/08/09 O
DAILY DEPOSIT
6,874.14
10 06800 01/09/09 C
DAILY DEPOSIT
9,563.00
11 06800 01/12/09 C
DAILY DEPOSIT
2,106.00
3 06800 01/13/09 C
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 <ENTER>. 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 <ENTER>.
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.
Financial Accounting User Manual
Page II-6
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.
Financial Accounting User Manual
Page II-7
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 <ENTER> to advance to
Screen 27.
Screen 27 - Transaction Inquiry by Batch (Panel 1)
027 Transaction Inquiry by Batch
Screen: ___ Batch Ref:
Account
----------094907 2100
095445 2100
095445 2100
095445 2100
095445 2100
095445 2100
095445 2100
095445 2100
095445 2100
095445 2100
095445 2100
095445 2100
TC
--048
048
048
048
048
048
048
048
048
048
048
048
Ref 2
------3817422
3817438
3817439
3817440
3817440
3817441
3817441
3817441
3817452
3817452
3817452
3817459
03/09/09 10:14
FY 2009 CC 02
APA032 Date: 09/05/2008 Indirect Also: N Ref: 2
Dir/
Bank Option: N
Date
Description Ind
Amount
I Offset Acct
----- ---------------- - --------------- - ----------09/05 KYLE K*KING
D
38.00 D
09/05 EDNA E*ELLSWORTH D
21.17 D
09/05 BEN B*BROWN
D
20.30 D
09/05 JOYCE J*JONES
D
48.25 D
09/05 JOYCE J*JONES
D
24.42 D
09/05 DREW D*DOLE
D
39.05 D
09/05 DREW D*DOLE
D
18.21 D
09/05 DREW D*DOLE
D
37.83 D
09/05 EDNA E*ELLSWORTH D
192.24 D
09/05 EDNA E*ELLSWORTH D
97.36 D
09/05 EDNA E*ELLSWORTH D
91.21 D
09/05 EDNA E*ELLSWORTH D
104.23 D
* End Of Data *
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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 *
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View
Dload Left Right
Financial Accounting User Manual
Page II-8
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 <ENTER> 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.
Financial Accounting User Manual
Page II-9
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
DLoad
Download
Used to download the information through Entire Connection.
Financial Accounting User Manual
Page II-10
Section III
Financial Transactions
Financial Accounting User Manual
Page III-2
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
<ENTER>. 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:
Ref No. 1:
Date:
Description:
Amount:
Debit / Credit:
Credit Acct:
Ref No. 2:
Ref No. 3:
Ref No. 4:
Debit Cost Ref 1:
Credit Cost Ref 1:
ID No.:
1
Cash Transfer: Y (Y/N)
_______
__________
___________________________________
5.00________
_
______ _____ ____
_______
_______
_______
_______ 2: _______ 3: _______
_______ 2: _______ 3: _______
___________
Type Description
---- ---------------0
Original
1,6
Revision
2
Transfer
7
Begin Year
Budget Forward
Type 2 only
--------------------Override Budget on
Credit Acct: _ (Y/N)
Reverse Entry: _
Transactions:
0 Amount:
0.00 Batch: JAC001 Date: 03/09/2009
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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 <ENTER> 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.
Financial Accounting User Manual
Page III-3
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.
Financial Accounting User Manual
Page III-4
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.
Financial Accounting User Manual
Page III-5
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.
Financial Accounting User Manual
Page III-6
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:
Debit/Credit:
12 digits
Enter the amount to be given to the budget.
1 character
You may change the default. For example:
SUBCODE
0000-0999
1000-9635
TYPE
Revenue
Expense
DEFAULT
C - Credit
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.
Financial Accounting User Manual
Page III-7
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
Warns
Warnings
Displays nonfatal FAMIS warning messages.
Financial Accounting User Manual
Page III-8
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:
Ref No. 1:
Date:
Description:
Amount:
Debit / Credit:
Credit Acct:
Ref No. 2:
Ref No. 3:
Ref No. 4:
ID No.:
5
_______
__________
___________________________________
1000.00_____
_
______ _____ ____
Type Description
_______
---- ---------------_______
3 Base Original to FSA
_______
4 Base Revised to FSA
___________
5 FSA to FSA (Revised)
Transactions:
0 Amount:
0.00 Batch: JAC001 Date: 03/03/2009
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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 <ENTER> 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.
Financial Accounting User Manual
Page III-9
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:
Debit/Credit:
12 digits
Type in the amount to be given to the budget.
1 character
You may change the default. For example:
SUBCODE
0000-0999
1000-9635
TYPE
Revenue
Expense
DEFAULT
C - Credit
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.
Financial Accounting User Manual
Page III-10
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
Warns
Warnings
Displays non-fatal FAMIS warning messages.
Financial Accounting User Manual
Page III-11
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
---0001
1100
1600
1700
1900
3000
4001
5302
5700
6200
Description
-------------------Revenue Pool
Salaries Pool
Longevity Pool
Wages Pool
Benefits Pool
Travel Pool
Supplies Pool
C
-
P
-
Curr Budget Budget Adjust D/C New Budget
------------- ------------- --- ------------____________ _
100.00
____________ _
____________ _
____________ _
____________ _
____________ _
500.00
____________ _
____________ _
Equipment Pool-Non-C
____________ _
Other Expense Pool
500.00
____________ _
Totals:
1100.00
________0.00 _
Transactions:
0 Amount:
0.00 Batch: JAC005 Date: 03/09/2009
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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
---0001
1100
1600
1700
1900
3000
4001
5302
5700
6200
Descript. C P Curr Budget Budget Adjust D/C New Budget
New BBA
--------- - - ------------- ------------- --- ------------- ------------Revenue P
____________ _
Salaries
100.00
____________ _
100.00
Longevity
____________ _
Wages Poo
____________ _
Benefits
____________ _
Travel Po
____________ _
Supplies
500.00
____________ _
500.00
____________ _
Equipment
____________ _
Other Exp
500.00
____________ _
500.00
Totals:
1100.00
________0.00 _
Transactions:
0 Amount:
0.00 Batch: JAC005 Date: 03/09/2009
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Bkwd Frwd
Left Right
Financial Accounting User Manual
Page III-12
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 <ENTER> to display the record.
Enter the dollar changes for each pool and type the debit or credit indicator for each
line. Press <ENTER>.
The changes will display in the New Budget column for your review. Press <ENTER> 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:
Thru Month:
 Type:
11 digits
Type ‘SL’ or ‘SA’ to display a correct account.
1 digit
Identify through which month the information is to be listed.
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 _
Viewed:
1 digit
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
Financial Accounting User Manual
Page III-13
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
0000-0999
1000-9635
TYPE
Revenue
Expense
DEFAULT
C - Credit
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.
Financial Accounting User Manual
Page III-14
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 **
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Financial Accounting User Manual
Page III-15
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>.
Enter the category control, category protect flag, tolerance percent or tolerance amount
for each line.
Press <ENTER> 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:
Tol Pct:
 Exclude from
Bottom Line:
1 character
Displays the category control, which allows for control of the budget at the
pool level.
5 digits
Sum of the tolerance percents of individual pools.
15 digits
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.
Financial Accounting User Manual
Page III-16
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.
Financial Accounting User Manual
Page III-17
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 **
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Financial Accounting User Manual
Page III-18
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>.
Enter the information in Cat Cntl, Cat Prot, Tolerance Pct, and Tolerance Amount fields.
Press <ENTER> 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:
Tol Pct:
 Exclude from
Bottom Line:
Bud Cat:
1 character
Shows the type of Category Control allowed for control of the budget at the
pool level.
5 digits
Shows the sum of the tolerance percents of the individual pools.
15 digits
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.
4 digits
Displays the budget category.
Financial Accounting User Manual
Page III-19
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.
Financial Accounting User Manual
Page III-20
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
Type:
P.O. No:
Date:
Description:
Amount:
Debit / Credit:
Ref 2:
Ref 3:
Ref 4:
Cost Ref 1:
ID No:
FINANCE SERVICES
2
Override Budget Edit: _ Type
B118210
----__________
0-6,8
___________________________________
100.00______
_
_______
_______
_______
_______ 2: _______ 3: _______
7
0vvvvvvvvv7
Description
------------------Encumber using SL
account's budget
suppress rules.
Override rules with
'Y' in Override
Budget Edit.
Encumbrance Begin
Year Carry Forward.
9 Encumber only if
sufficient budget
balance available.
Transactions:
0 Amount:
0.00 Batch: JAC001 Date: 03/09/2009
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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 <ENTER> 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.
Financial Accounting User Manual
Page III-21
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 10digit account number (its 6 digit account number plus the 4 digit object code) and the 7character 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
N
Y
R
Blank
Financial Accounting User Manual
MEANING
Warning message if over budget
No message if over budget
Reject message if over budget
Defaults to 'N'
Page III-22
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).
Financial Accounting User Manual
Page III-23
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
Budget Edit:
 P.O. No:
1 character
Type ‘Y’’ to allow an override of budget edit.
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.
Financial Accounting User Manual
Page III-24
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.
Financial Accounting User Manual
Page III-25
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
Type:
Ref No:
Date:
Description:
Amount:
Debit / Credit:
Ref 2:
Ref 3:
Ref 4:
Cost Ref 1:
ID No:
Bank:
FAMIS SERVICES
1
P451231
03/09/2009
PENS, PAPERCLIPS, PAPER____________
325.00______
D
_______
_______
_______
_______ 2: _______ 3: _______
___________
00001
Transactions:
0 Amount:
0.00 Batch: JAC001 Date: 03/09/2009
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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 <ENTER> 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:
Financial Accounting User Manual
Page III-26
Screen 12 – Receipts (cont’d)
1100
1800-1899
1900-1999
2800-2899
2910-2999
3000-3999
Claim on cash
Inter-Part due from
Due from other funds
Inter-Part due to
Due to other funds
Fund balances
4700-4799
4800-4899
4900-4999
5700-5799
5800-5899
5900-5999
9000-9999
Inter-Part trans – Fund Additions
Mandatory trans – Fund Additions
Non mandatory trans – Fund Additions
Inter-Part trans – Fund Deductions
Mandatory trans – Fund Deductions
Non mandatory trans – Fund Deductions
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.
Financial Accounting User Manual
Page III-27
Screen 12 – Receipts (cont’d) Transaction Codes TC = 03X Transaction codes 030‐037 may be user‐defined but must be consistent across TAMUS Members. TC = 038 Transaction code 038 represents Payroll Interpart Transfers. TC = 039 Transaction code 039 represents Interpart IDT's. Posting with this TC will mean a credit to the selling department and a disbursement to the buying department. Receipt Process ‐ Reverse or Correct Receipts If a cash receipt must be reversed, a ‘D’ (debit) may be entered in the Debit or Credit field. FAMIS then debits the specified account(s) and credits cash. Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available) Action Line  Account: 15 digits Type the account, sub account, and object code numbers. Screen Information  Type: 1 digit Enter 1 – 9 to be the third digit of the transaction type code, which represents the type of receipt. Defined by your Fiscal Office. Ref No: 7 characters/digits Include a reference number defined by your department for receipts. May be used for PO Number. Date: 8 digits Enter the date of the receipt. If left blank, FAMIS will default to the current date. Description: 35 characters Provide a description of the receipt. Amount: 12 digits Enter the amount of the transaction. 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 Enter the reference number used by your department to define receipts.  Financial Accounting User Manual Page III‐28 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
Warns
Warnings
Displays nonfatal FAMIS warning messages.
Financial Accounting User Manual
Page III-29
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
Screen: ___
03/09/09 11:18
FY 2009 CC AM
Debit/Clearing Account: 271030 00000 4010
Date: 03/09/2009
Account
Subcd
271030 00000 4010
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
PO Nbr: P985120
Ref 2
9190500
_______
_______
_______
_______
_______
_______
_______
_______
_______
Ref 3: ______
Ref 4: _______
Display
Cost Ref: N
Reverse
Description
Amount
Entry Msg
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 <ENTER> 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.
Financial Accounting User Manual
Page III-30
Screen 36 – Cash Sales / Receipts Clearing (cont’d)
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Debit/Clearing
Account:
15 digits
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:
 Amount:
30 characters
Include a detailed description of the transaction.
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.
Financial Accounting User Manual
Page III-31
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
Warns
Warnings
Displays nonfatal FAMIS warning messages.
Financial Accounting User Manual
Page III-32
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
Screen: ___ Account: 271020 00000 1000
Type:
P.O. No:
Enc Obj:
Date:
Description:
Amount:
Debit / Credit:
Ref 2:
Ref 3:
Ref 4:
Cost Ref 1:
ID No:
Bank:
03/09/09 11:21
FY 2009 CC AM
PROTEIN CHEMISTRY LABORATORY
1
P918210
3110
03/09/2009
SOFTWARE - ADOBE___________________
1679.48_____
D
(D=Debit C=Credit P=Partial F=Final N=No)
_______
_______
_______
_______ 2: _______ 3: _______
2vvvvvvvvv1
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 <ENTER> to record the information.
Advance to Screen 30 and close the session.
Financial Accounting User Manual
Page III-33
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:
Financial Accounting User Manual
Page III-34
Screen 13 – Disbursements (cont’d)
1100
1800-1899
1900-1999
2800-2899
2910-2999
3000-3999
Claim on cash
Inter-Part due from
Due from other funds
Inter-Part due to
Due to other funds
Fund balances
4700-4799
4800-4899
4900-4999
5700-5799
5800-5899
5900-5999
9000-9999
Inter-Part trans – Fund Additions
Mandatory trans – Fund Additions
Non mandatory trans – Fund Additions
Inter-Part trans – Fund Deductions
Mandatory trans – Fund Deductions
Non mandatory trans – Fund Deductions
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
Financial Accounting User Manual
Page III-35
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.
Financial Accounting User Manual
Page III-36
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.
Financial Accounting User Manual
Page III-37
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
Warns
Warnings
Displays nonfatal FAMIS warning messages.
Financial Accounting User Manual
Page III-38
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
Screen: ___
03/09/09 11:24
FY 2009 CC AM
Credit/Clearing Account: 400012 00000 4010
Date: 03/09/2009
Account
Subcd
400001 00000 4010
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
PO Nbr: L911180
Ref 2
G572431
_______
_______
_______
_______
_______
_______
_______
_______
_______
Ref 3: _______
Ref 4: _______
Display
Cost Ref: N
Reverse
Description
Amount
Entry Msg
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 <ENTER> 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
Account:
15 digits
Identify the account number to be used to hold cash disbursement until
distribution to specific accounts.
Financial Accounting User Manual
Page III-39
Screen 37 – Cash Disbursement Clearing (cont’d)
Screen Information
Date:
 PO Nbr:
8 digits
Enter the date the initial disbursement was made to this account.
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.
Financial Accounting User Manual
Page III-40
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
Warns
Warnings
Displays nonfatal FAMIS warning messages.
Financial Accounting User Manual
Page III-41
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:
P.O. No:
Enc Obj:
Date:
Description:
Amount:
Partial / Final:
Credit Account:
Ref 2:
Ref 3:
Ref 4:
Debit Cost Ref 1:
Credit Cost Ref 1:
ID No:
Bank:
1
Type Description
P910406
---- ------------------____
0-8 (Except 2) Invalid
03/09/2009
for frozen accounts
LETTERHEAD_________________________
2 Override Freeze Flag
250.00______
_
297060 00000 3528
_______
--- Indirect Cost ---_______
Base Amt: ____________
_______
Base Cd: ________
_______ 2: _______ 3: _______
_______ 2: _______ 3: _______
___________
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 <ENTER> 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.
Financial Accounting User Manual
Page III-42
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.
Financial Accounting User Manual
Page III-43
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.
Financial Accounting User Manual
Page III-44
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:
Partial/Final:
 Credit Account:
11 digits
Type the dollar amount of the transaction.
1 character
Indicate if the transaction is Partial (P) or Final (F) payment.
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.
Financial Accounting User Manual
Page III-45
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:
Base Cd:
12 digits
Identify the dollar amount the indirect cost will be calculated against.
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
Warns
Warnings
Displays nonfatal FAMIS warning messages.
Financial Accounting User Manual
Page III-46
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
PURCHASING SERVICES
Screen: ___ Debit Account: 240010 00000
Base Amount:
Debit/Credit:
Base Code:
Rate(%):
Distribution Code:
Ref 2:
Ref/PO Ref:
Partial/Final:
1000.00_____
D
MTOC____
61.00_
0000000009
_______
_______
_
Date:
Description:
Indirect Expense Object:
Indirect Revenue Object:
03/09/09 11:29
FY 2009 CC AM
Distribution Amount:
03/09/2009
INDIRECT COST______________________
9610
0320
Transactions:
0 Amount:
0.00 Batch: JAC001 Date: 03/09/2009
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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>.
Enter the appropriate data for the indirect cost transaction and press <ENTER>.
Advance to Screen 30 and close the session.
Financial Accounting User Manual
Page III-47
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
Object:
4 digits
Identify the expense object code to be used with the transaction.
Indirect Revenue
Object:
4 digits
Include the revenue object code to be used with the transaction.
Financial Accounting User Manual
Page III-48
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
Warns
Warnings
Displays nonfatal FAMIS warning messages.
Financial Accounting User Manual
Page III-49
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
Screen: ___ Account: ______ ____
03/09/09 11:33
FY 2009 CC AM
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
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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 <ENTER> 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.
Financial Accounting User Manual
Page III-50
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
48XX/58XX
49XX/59XX
Due From/To Other Parts
Mandatory Transfers
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.
Financial Accounting User Manual
Page III-51
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
Warns
Warnings
Displays nonfatal FAMIS warning messages.
Financial Accounting User Manual
Page III-52
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 ---*
Account
Subcd
411110 00000 4010
411110 00000 4050
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
*--- Buying ----*
Account
Subcd
187114 00000 3052
187440 00000 0000
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
______ _____ ____
Reverse
Ref2/IDT
Amount
Entry
Message
A990877 1122.20_____ _
A218746 2921.25_____ _
_______ ____________ _
_______ ____________ _
_______ ____________ _
_______ ____________ _
_______ ____________ _
_______ ____________ _
_______ ____________ _
_______ ____________ _
Total: 4043.45_______
Transactions:
2 Amount:
1,100.00 Batch: JAC009 Date: 03/09/2009
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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 <ENTER> 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.
Financial Accounting User Manual
Page III-53
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:
 Subcd:
Buying:
 Account:
 Subcd:
11 digits
Enter the account number receiving transfer.
4 digits
Enter the subcode for the specified transaction.
11 digits
Provide the account number generating the transfer.
4 digits
Enter the subcode for specified transaction.
Financial Accounting User Manual
Page III-54
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
Warns
Warnings
Displays nonfatal FAMIS warning messages.
Financial Accounting User Manual
Page III-55
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 **********************
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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.
Financial Accounting User Manual
Page III-56
Screen 831 – Maintain Interdepartmental Transfer Table (cont’d)
Basic Steps
•
•
•
•
Advance to Screen 831.
Type a valid six-digit Selling Account number and press <ENTER>.
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 <ENTER>.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Selling Account:
Desc:
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.
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
Account:
8 digits/characters
Enter the bottom range of acceptable selling accounts for the buying account.
These accounts should be prefixed by the proper campus code.
 Stop Buying
Account:
8 digits/characters
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.
Financial Accounting User Manual
Page III-57
Screen 831 – Maintain Interdepartmental Transfer Table (cont’d)
 Selling Bank
Account:
6 digits/characters
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
Account:
6 digits/characters
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.
Financial Accounting User Manual
Page III-58
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 -----*
Account
Subcd CC
Account
Subcd
271030 00000 4010 01 290706 00000 4020
______ _____ ____ __ ______ _____ ____
______ _____ ____ __ ______ _____ ____
______ _____ ____ __ ______ _____ ____
______ _____ ____ __ ______ _____ ____
______ _____ ____ __ ______ _____ ____
______ _____ ____ __ ______ _____ ____
______ _____ ____ __ ______ _____ ____
______ _____ ____ __ ______ _____ ____
______ _____ ____ __ ______ _____ ____
Reverse
Ref2/IDT
Amount
Entry Message
2185966 226.32______
_
_______ ____________
_
_______ ____________
_
_______ ____________
_
_______ ____________
_
_______ ____________
_
_______ ____________
_
_______ ____________
_
_______ ____________
_
_______ ____________
_
Total: ______________
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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 <ENTER> 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.
Financial Accounting User Manual
Page III-59
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:
Subcd:
Buying:
 CC:
 Account:
Subcd:
11 digits
Enter the account number receiving the transfer.
4 digits
Include the subcode for the specified transaction.
2 digits
Enter the Campus Code of the buying 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.
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
Warns
Warnings
Displays nonfatal FAMIS warning messages.
Financial Accounting User Manual
Page III-60
Interdepartmental Transfers between Parts Inquiry FAMIS allows you to view the multiple journal entries between members of TAMUS that were entered on Screen 85. This functionality was created for use by the Fiscal Office at TAMU in conjunction with their performing fiscal office duties for more than one member. Transactions entered on this screen are saved in a data file posted in batch by job XR005. Screen 86 ‐ Interdepartmental Transfers Between Parts Inquiry 086 Interdepartmental Transfers Between Parts Inquiry
03/31/08 16:08
FY 2008 CC 02
Screen: ___ Date: 03/09/2009 Operator: JJJ156__ Ref: 2
Selling
Post
Buying
Account
Ref
Date
Flag
Amount D/C
Account
-------------------- ------- ---------- - ------------ - -------------------271030
00000
03/09/2009
226.32 D
290706
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Basic Steps 


Advance to Screen 86. Enter the date, operator and reference: in the fields available. Press <ENTER> to record the information. Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available) Action Line Date: 8 digits Enter the date of the transaction. If left blank, FAMIS will default to current date. Operator: 7 characters/digits Displays the ID of the person entering the information on Screen 85. Ref: 1 digit Shows the reference number defined by your department. Screen Information Selling Account: 20 digits Displays the selling account, subaccount, and object code numbers. Financial Accounting User Manual Page III‐61 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.
Financial Accounting User Manual
Page III-62
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
Screen: __
03/09/09 13:22
FY 2009 CC AM
Account: 271030 00000 4010
Reference No:
Date:
Description:
Amount:
Debit / Credit:
Credit Acct:
Ref 2:
Ref 3:
Ref 4:
Cost Ref 1:
ID No:
Bank:
L954656
03/09/2009
SOFTWARE___________________________
199.99______
D
____
_______
_______
_______
_______ 2: _______ 3: _______
0vvvvvvvvv1
00001
Transactions:
0 Amount:
0.00 Batch: JAC001 Date: 03/09/2009
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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 <ENTER> 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.
Financial Accounting User Manual
Page III-63
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.
Financial Accounting User Manual
Page III-64
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.
Financial Accounting User Manual
Page III-65
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.
Financial Accounting User Manual
Page III-66
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
Screen: ___ Account: 211750 4010
03/09/09 13:24
FY 2009 CC AM
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
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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 <ENTER> 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
4000
5000
Identifies cash balance
Identifies cash receipts (not to be confused with fund additions)
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.
Financial Accounting User Manual
Page III-67
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.
Financial Accounting User Manual
Page III-68
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.
Financial Accounting User Manual
Page III-69
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
Screen: ___ Account: 211750 4010
Suspense Number: 54002__
Account:
Transaction Code:
Ref No 1:
Date:
Amount:
Debit or Credit:
Ref No 2:
Credit Account:
Cost Ref 1:
Ref No 3:
Ref No 4:
ID Number:
Transactions:
03/09/09 13:25
FY 2009 CC AM
MIS PROJECT
Enter Suspense Correction Number and
let system get suspense transaction.
_______________
Then correct the original transaction.
4100100
For 03X and
04X transactions:
Change ACCOUNT field only.
D
_______________
2248.51 2: 2284.15
3 Amount:
3: _______
For 06X transactions:
Change ACCOUNT field OR
CREDIT ACCOUNT field whichever was in error.
3,348.51 Batch: JC0001 Date: 03/09/2009
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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 <ENTER>
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 <ENTER> 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.
Financial Accounting User Manual
Page III-70
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.
Financial Accounting User Manual
Page III-71
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
Warns
Warnings
Displays nonfatal FAMIS warning messages.
Financial Accounting User Manual
Page III-72
Section IV
Create/Modify/View Accounts
Financial Accounting User Manual
Page IV-2
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
<PF4> 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). Financial Accounting User Manual Page IV‐3 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
1000052
1000061
1000062
1000063
1000064
1000065
1000066
1000067
1000068
1000069
1000070
1000080
1000081
1000082
Cost Ref Description
ART & DRAFTING - OTHER__________________
COMPUTER - PAPER________________________
COMPUTER - MAGNETIC MEDIA_______________
COMPUTER - MANUALS & INSTRUCTION MEDIA__
COMPUTER - MAINTENANCE & SERVICE________
OPERATOR TRAINING_______________________
SPARES__________________________________
MISCELLANEOUS COMPUTER SUPPLIES_________
COMPUTER - LABELS_______________________
HARDWARE________________________________
SOFTWARE________________________________
HOLE SUMMARY____________________________
PROSPECTUS/PRELIMINARY REPORT___________
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 <ENTER>. To Add a valid Cost Ref value, type A in the Func: field and enter the correct value and description. Press <ENTER> to add the new value. To Update an existing value, type U in the Func: field and enter the modified in formation. Press <ENTER> to update the value or description. To Delete a valid value, type D in the Func: field and press <ENTER>. Financial Accounting User Manual Page IV‐4 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
Description:
50 characters
Enter a description of the cost reference value.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF Keys.
Financial Accounting User Manual
Page IV-5
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
Screen: ___ Account: 026000 ____
03/09/09 13:34
FY 2009 CC 02
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
Primary: SFSV_
Secondary: _____
S-Dept Exec Div
_____
FN
CO
_____
Coll Mail Cd Stmt
C6001
Y
_____
_
Fund Source: 08 ________________________________________
Long Title: DISTANCE LEARNING - NONFUNDED CLEARING__
________________________________________
Account Letter: Y
Setup Date: 09/15/1999
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Next
Basic Steps
•
•
•
Access Screen 2 or Screen 4.
Type an account number into the Account: field on the Action Line and press <ENTER>.
Type in necessary information as desired. Press <ENTER>. 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.
Financial Accounting User Manual
Page IV-6
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___________________________________________
____________________________________________________________
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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:
 Year-end Process:
Reclassify:
15 digits
Provide the previous account number used in the predecessor system.
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)
1 character
Indicate the special action must be taken to reclassify the account for financial
reporting purposes.
Financial Accounting User Manual
Page IV-7
Screen 2 and 4 – General Ledger Accounts and Attributes (cont’d)
Reporting Group:
 Aux Code:
Help 2 characters
Designate the grouping for reports. (Used primarily for AL-RSCH.)
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.
Financial Accounting User Manual
Page IV-8
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.
Financial Accounting User Manual
Page IV-9
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
Instit. Cost:
Help 3 characters
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
Analysis:
4 digits
Include the Payroll accounting analysis number used by BPP to distribute
payroll.
Bond Issue:
8 digits
Indicate the Issue number for Bonds.
Accountant
Responsible:
Help 9 digits
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
Reason:
Help 2 characters
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.
Financial Accounting User Manual
Page IV-10
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.
Financial Accounting User Manual
Page IV-11
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
Screen: ___ Account: 012000 1100
03/31/08 16:20
FY 2008 CC 02
GENERAL ADMINISTRATION
Account Control Description: Claim on Cash______________________
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Basic Steps
•
•
•
Access Screen 3.
Type a 10-digit account number into the Account: field on the Action Line and press
<ENTER>.
Data will be displayed in the Account Control Description: field. Modify as needed and
press <ENTER> 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
Description:
35 characters
Enter a description of the account.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF Keys.
Financial Accounting User Manual
Page IV-12
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)
Screen: ___
07/19/10 13:37
FY 2010 CC 02
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
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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 <ENTER>. 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 <ENTER> to record this information. For more information about any field, move the cursor to that field and press PF2. Financial Accounting User Manual Page IV‐13 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 <ENTER>. 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 <ENTER>. 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
<ENTER>. 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.
Financial Accounting User Manual
Page IV-14
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 <ENTER>. Type in the SL account
information as desired. To record the information, press <ENTER>.
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.
Financial Accounting User Manual
Page IV-15
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:
SA create enable:
 Resp Person:
Old Acct:
35 characters
Enter the title of the account.
Help 1 character
Identify whether or not to create support accounts for this SL account:
Help 9 digits
Enter the identification number of the person responsible for the account
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.
Financial Accounting User Manual
Page IV-16
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:
Year-End Acct:
 Function:
Sub-Fun:
Help 1 character
Indicate the process to be followed at the end of the fiscal year for the SL
account.
Help 10 digits
Indicate the account and object code for receipt of balances in accounts using
‘T’ in Year-End Process field.
Help 2 characters/digits
Enter the current fund expenditures purpose. (Except ledgers 7 and 9).
Holds the NACUBO function code.
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.
Financial Accounting User Manual
Page IV-17
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.
Financial Accounting User Manual
Page IV-18
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.
Financial Accounting User Manual
Page IV-19
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
Detp: AIAG
Sub-Dept: APRG
Proj: 0000000001 Function: 25
Desc: TEST
Pers ID: 1nnnnnnn1
BOONE, BEN
FY: 2010
Iteration Dt: 09/01/2009
Dept: INRE
Sub-Dept: FAMIS
Proj: 0000009999 Function: 25
Desc: TEST ITERATION DATE
Person ID: 1nnnnnnn1
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
<ENTER> 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
Screen: ___
03/09/09 14:03
FY 2009 CC AM
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.__________________________________
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Next CAcct
Financial Accounting User Manual
Page IV-20
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
Sav. Dist:
10 digits
Identify the SL account receiving faculty salary savings distribution.
Financial Accounting User Manual
Page IV-21
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
Form 500:
6 digits
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
Form 500:
10 digits
[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.
Help 9 digits
Identifies personal ID number of the accountant responsible for the account.
Accountant Resp:
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.
Financial Accounting User Manual
Page IV-22
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
CAcct
Copy Account
Create a new SL account and bring forward the attributes from either an
existing GL or SL.
PF7
CProj
Copy Project
Create a new account from data existing on an SPR project.
Financial Accounting User Manual
Page IV-23
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
Screen: ___ Account: 144013 1000
03/09/09 14:14
FY 2009 CC 02
VET MED - TEACHING HOSPITAL
Object Code Description: All Expense Pool___________________
_ - FREEZE this account from future activity
Y - Line Item Budget Activate
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Basic Steps
•
•
•
Advance to Screen 7.
Type an account number in the Account: field on the Action Line and press <ENTER>.
Enter/modify object code Description: field. Press <ENTER> 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
Description:
35 characters
Include a description of the object code.
FREEZE:
Help 1 character
Type ‘Y’ to freeze this account from further activity.
Line Item Budget
Activate:
1 character
Type ‘Y’ to activate the line item budget.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF Keys.
Financial Accounting User Manual
Page IV-24
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
Screen: ___
03/11/10 10:24
FY 2010 CC 99
Account: 476110 ____ PERFORMANCE RESTORATION
Sponsored Project:
Start Date:
End Date:
TAMRF Acct/Proj Nbr:
4761100000
Billing Revenue Object: 0250
09/08/2006
Indirect Expense Object: 9610
09/30/2010
Indirect Revenue Object: 0320
___________ 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
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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 <ENTER>.
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 <Enter> 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 <ENTER>. 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 <ENTER>. 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.
Financial Accounting User Manual
Page IV-25
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:
 Billing Revenue
Object:
10 digits
Include the number assigned in the SPR module.
4 digits
Designate the object code used for billing project sponsor.
Only object codes 0250 through 0279, and 0286 are allowed.
Start Date:
 Indirect Expense
Object:
End Date:
 Indirect Revenue
Object:
8 digits
Enter date funds will be designated for project.
4 digits
Include the object code used for billing sponsor for indirect costs associated
with the project.
8 digits
Identify date the sponsored project should end.
4 digits
Enter the object code used for specifying revenue received from indirect
expenses for the project.
TAMRF
Acct/Proj Nbr:
11 digits
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.
Financial Accounting User Manual
Page IV-26
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
CProj
Create Project
Create a new account from data existing on an SPR project.
PF8
AResp
Additional Responsible Persons
Used to add up to 26 additional responsible persons.
Financial Accounting User Manual
Page IV-27
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
Screen: ___ Account: 271030 4010
03/09/09 14:22
FY 2009 CC 01
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 <ENTER>.
To add, enter the person's ID number, comment, and press <ENTER>.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Account:
10 digits
Enter a Subsidiary Ledger account number.
Screen Information
Person ID:
Delegate Authority to
Name:
Comments:
Help 9 digits, 5 lines
Identify the identification number of the person being delegated the authority.
20 characters, 5 lines
Enter the full name of the authorized person.
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.
Financial Accounting User Manual
Page IV-28
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
Screen: ___ Account: 271020 4010
Effort Category: USVC_
03/09/09 14:23
FY 2008 CC 02
PROTEIN CHEMISTRY LABORATORY
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 <ENTER>.
Type desired change or addition in the Effort Category: field and press <ENTER>.
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.
Financial Accounting User Manual
Page IV-29
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.
Financial Accounting User Manual
Page IV-30
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_
Dept: VTEA
DIRECT - INSTRUCTION
VET - TEACHING HOSPITAL
*** All fields entered on this screen override fields on the Parent SL ***
------------------------ SL Information - Display Only -----------------------Effort Category:
Dept:
Fund:
Function:
DINS
VTEA
05
10
DIRECT - INSTRUCTION
VET - TEACHING HOSPITAL
STATE GENERAL REVENUE
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 <ENTER> to display current effort
category information.
Modify the fields as desired, and press <ENTER> 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.
Financial Accounting User Manual
Page IV-31
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.
Financial Accounting User Manual
Page IV-32
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
Screen: ___ Account: 144013 00000
03/09/09 14:27
FY 2008 CC 02
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 <ENTER> to set the flags.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Account:
Bottom Line
Budget Control /
Unprotect
Budget Control:
11 digits
Enter the Subsidiary Ledger (SL) account + Support Account (SA) number to be
encumbered.
Help 1 character
Type ‘Y’ if bottom line budget checks should be made for the account.
‘N’ does not check bottom line and turns off protection of protected
categories. ‘P’ flag on Screen 10D will still display.
Financial Accounting User Manual
Page IV-33
Screen 58 – Support Account Category Maintenance (cont’d)
Default Category
Control:
Help 1 character
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
Tolerance Pct:
Help 5 digits
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
Warns
Warnings
Displays nonfatal FAMIS warning messages.
Financial Accounting User Manual
Page IV-34
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 <ENTER> 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
Screen: ___ Account: 144015 00000
06/14/10 09:17
FY 2010 CC 02
IMAGE ANALYSIS LABORATORY-COLLEGE O
Account Title: IMAGE ANALYSIS LABORATORY-COLLEGE O
Resp Person: 4uuuuuuu2 GRAY, GARY G
Old Acct: 18575__________
Roll BBA to Base: _
Bottom Ln Cntl: Y
Primary:
Secondary:
Admn For CC: __
Long Title:
Deflt Cat Cntl: R
Security: ______
SA Group: ______
Deflt Cat Tol Pct: _______
Dept
S-Dept Exec Div Coll Mail Cd Stmt
CLVM_ _____
AA CD
VM
C4461
Y
_____ _____
_____
_
Dept: _____ SDept: _____ Center CC: __ Dept: _____ SDept: _____
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 <ENTER>.
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 <ENTER> to record the account information.
Financial Accounting User Manual
Page IV-35
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 <ENTER>.
Add or modify account information, as desired and press <ENTER> 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)
Screen: ___
06/07/10 08:45
FY 2010 CC 02
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 <ENTER>. Type in the account information as
desired. To record the information, press <ENTER>.
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.
Financial Accounting User Manual
Page IV-36
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:
Resp Person:
35 characters
Indicate the title of the account.
Help 9 digits
Enter the UIN number and name of the person responsible for the account.
Financial Accounting User Manual
Page IV-37
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:
Primary and Secondary
 Dept:
Help 5 digits
Indicate the total percent that the default category can go over budget.
Negative values are also supported.
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.
Financial Accounting User Manual
Page IV-38
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.
Financial Accounting User Manual
Page IV-39
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
Screen: ___ Account: 271060 00000
06/07/10 08:52
FY 2010 CC 02
IMAGE ANALYSIS SERVICE CENTER
Account Title:
Resp Person:
Bot Ln Cntl:
Default Bank:
Alt. Banks:
IMAGE ANALYSIS SERVICE CENTER______
Security: ______
4uuuuuuu2 ALLEN, AILEEN
SA Group: ______
Y Deflt Cat Cntl: R Deflt Cat Tol Pct: _______
06000 Override: Y Delg Type: _
Old Acct: _______________
***** _____ _____ _____ _____
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 <ENTER>. 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 <ENTER> 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 <ENTER>.
Add or modify account information, as desired, and press <ENTER> to record the
account information.
Financial Accounting User Manual
Page IV-40
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 <ENTER>. Type in the account
information as desired, and press <ENTER> 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:
Security:
 Resp Person:
SA Group:
 Bot Ln Cntl:
35 characters
Type the title of the account.
Help 6 characters
Include the department-defined security word for account access.
Help 9 digits
Type the UIN of the person responsible for the account.
6 digits
Use as a user-defined security code for support accounts.
Help 1 character
Indicate whether or not (‘Y’ or ‘N) the bottom line control is used on the
attribute record only.
Financial Accounting User Manual
Page IV-41
Screen 51 – Support Account Attributes – Fiscal Office Use Only (cont’d)
 Deflt Cat Cntl:
Deflt Cat Tol Pct:
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
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
Financial Accounting User Manual
Page IV-42
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.
Financial Accounting User Manual
Page IV-43
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:
Rate:
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
6 digits
Identify the rate at which indirect costs will be charged.
Financial Accounting User Manual
Page IV-44
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.
Financial Accounting User Manual
Page IV-45
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
VET MED - TEACHING HOSPITAL
Screen: ___ Account: 144013 00000
Accountant Resp: 8uuuuuuu9
GRANT, GENA G
Funding:
Pyrl Acct Anal: 0390 TE Certify: _
Int Exempt: _ Int Exe Reason: __
Interest Acct: ______ _____
--- 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: __ _________
Salary Sav. Dist:
Fac Salary Sav. Dist:
Fac Savings Form 500:
Grad Savings Form 500:
______
______
144012
______
_____
_____
00000
_____
____
____
1005
____
*** 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 <ENTER>.
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).
Financial Accounting User Manual
Page IV-46
Screen 52 – Support Account Attributes 2 (cont’d)
Salary Sav. Dist.:
10 digits
Identify the Account (SL) receiving any salary savings distributions.
Fac Salary
Sav. Dist:
10 digits
Include the SL account receiving faculty salary savings distribution.
Fac Savings
Form 500:
6 digits
Identify the SL account receiving faculty savings from Form 500.
Grad Savings
Form 500:
10 digits
[This field is not currently used.]
Pyrl Acct.
Anal:
4 digits
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
Reason:
Help 2 characters
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:
Trans Type:
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
Help 1 digit
Cost Ref is required if the account is transaction type:
1 = Actual
2 = Encumbrance
3 = Actual, encumbrance, or budget
Help 1 character
Cost Ref is required if the object category is type:
R = Revenue
E = Expense
B = Both revenue and expense
Financial Accounting User Manual
Page IV-47
Screen 52 – Support Account Attributes 2 (cont’d)
Trans Type:
Subcode Edits
Low:
Help 1 digit
Cost Ref is required if the account is transaction type:
1 = Actual
2 = Encumbrance
3 = Actual, encumbrance, or budget
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
AResp
Additional Responsible Persons
Used to add up to 26 additional responsible persons.
Financial Accounting User Manual
Page IV-48
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 <ENTER>.
Type data in the fields as necessary and press <ENTER>.
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.
Financial Accounting User Manual
Page IV-49
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
Screen: ___
03/09/09 14:49
FY 2009 CC 02
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 <ENTER> to display the new budget for the second support account.
Press <PF5> to post the transaction.
Financial Accounting User Manual
Page IV-50
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 _
Viewed:
2 digits
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.”
Financial Accounting User Manual
Page IV-51
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.
Financial Accounting User Manual
Page IV-52
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
FTS OPERATIONS
Screen: ___ Account: 271030 00000 Encumbrance:
Obj Code:
Type:
Enc Ref:
Date:
Description:
Amount:
Increase/Decrease:
Cost Ref 1:
03/09/09 17:04
FY 2009 CC AB
3010
Liquidated:
051
Adjustments:
14,200.00
TRAV001
Current:
26,200.00
03/09/2009
___________________________________
_____________
_ (I/D)
_______ 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.
Financial Accounting User Manual
Page IV-53
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 <PF4> 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 <ENTER>. 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 <ENTER> 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.
Financial Accounting User Manual
Page IV-54
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:
Amount:
 Increase/Decrease:
Cost Ref 1/2/3:
31 characters
Provide a description of the reason for the change to the encumbrance.
13 digits
Enter the amount of the change to the encumbrance.
1 character
Indicate if the amount is an Increase (I) or decrease (D).
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
Warns
Warnings
Displays nonfatal FAMIS warning messages, if any.
Financial Accounting User Manual
Page IV-55
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
Screen: ___
Account: B03000 0000
03/09/09 15:01
FY 2009 CC 02
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
<ENTER>. 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 <ENTER>.
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:
Long Description:
35 characters
Enter the bank name.
40 characters/2 lines
Include a long description, usually name and designation of funds.
Financial Accounting User Manual
Page IV-56
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
Number:
5 digits
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.
Financial Accounting User Manual
Page IV-57
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.
Financial Accounting User Manual
Page IV-58
Section V
USAS Tables
Financial Accounting User Manual
Page V-2
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
Screen: ___
Appropriation Year: 2008
03/09/09 15:15
FY 2009 CC 02
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 <ENTER> to View ********
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
DLOAD
Financial Accounting User Manual
Page V-3
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)
Screen: ___
03/09/09 15:16
FY 2009 CC 02
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
|
|
|
Financial Accounting User Manual
Page V-4
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
1000
Education and General
1100 Instruction
1200 Research
1300 Public Service
1400 Hospitals
1500 Academic Support
1600 Student Services
1700 Institutional Support
1800 Operation and Maintenance of Plant
1900 Scholarships and Fellows
2000
Auxiliary Enterprise
2100 Auxiliary Enterprise
FAMIS Values
Screen 6
Conversion
10
0
15
1
20
2
HS
3
25
4
30
5
35
6
PL, RR
7
SF
8
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.
Financial Accounting User Manual
Page V-5
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 <ENTER> 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
Financial Accounting User Manual
Page V-6
Screen 991 – USAS PCA Calculation (cont’d)
In this example, the value for PCA = 37016.
USAS Program Cost Account Profile
TEXAS S026
LINK TO:
UNIFORM STATEWIDE ACCOUNTING SYSTEM
PROGRAM COST ACCOUNT PROFILE
04/08/09 09:17 AM
PROD
ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)
AGENCY: 732
TYPE: D
APPN YEAR: 09
PCA: 37016
TITLE: INSTUT SUPP-OPERATIONS SUPPORT
PROGRAM CODE: 3701
NACUBO SUBFUND: 1100
APPN NUMB:
GRANT NO/PH:
MPCODE:
PCA GROUP:
AGY BUD PRG LEVEL IND: 0
NACUBO FUNCTION CODE: 1700
FUND:
AGENCY CODE - 1:
INT CHARGEABLE: Y
INDEX:
PROJECT NO/PH:
2:
3:
DEFAULT INT PCA:
EFF START DATE: 09012008
EFF END DATE:
Z07 NEXT RECORD SUCCESSFULLY READ
PLEASE ENTER FUNCTION
F1-HELP F3-END F4-INTERRUPT F6-PROCESS
STATUS CODE: A
LAST PROC DATE: 06232008
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.
Financial Accounting User Manual
Page V-7
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.
Financial Accounting User Manual
Page V-8
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
Screen: ___
Appropriation Year: 2009
03/09/09 15:19
FY 2009 CC 02
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 <ENTER> 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 <ENTER> 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 <ENTER> 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
Financial Accounting User Manual
Page V-9
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
DLOAD
Download
Download data using Entire Connection.
Financial Accounting User Manual
Page V-10
Section VI
Account Searches
Financial Accounting User Manual
Page VI-2
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 ***
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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 ***
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Dload Left Right
Financial Accounting User Manual
Page VI-3
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 <ENTER> to view the information.
Type an ‘X’ in the Sel: field to select an account and press <ENTER>. 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 <ENTER> to initiate the search. This will bring up an alphabetical list of
accounts by department, beginning with the department entered.
Financial Accounting User Manual
Page VI-4
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 <ENTER> 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
Accts:
1 character
Indicate whether or not (‘Y’ or ‘N’) to include the deleted accounts.
Screen Information
Sel:
1 character
Type ‘X’ and press <ENTER> 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.
Financial Accounting User Manual
Page VI-5
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
DLoad
Download
Used to download the information through Entire Connection. This download
is restricted to 5000 records.
Financial Accounting User Manual
Page VI-6
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 <ENTER> to view the information.
Type ‘X’ next to an account, press <ENTER> 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.
Financial Accounting User Manual
Page VI-7
Screen 68 – Support Account Search (cont’d) For example, typing *pres* in the field may give you the following: ART PRESERVATION COLLABOR INITIATIVE AG CAREERS DESIGNING LOW BIT RATE SIGNALS EXPRESSION OF RICH GENE FURNITURE‐PRESIDENT’S RESIDENCE 460597‐00000 ARTS 412084‐00000 CITR RES1 412184‐00000 ELEN RES1 160300‐00042 BIOL 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. Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available) Action Line  Account: 11 digits Enter a Subsidiary Ledger + Support Account number. Title Search: Help 20 characters Identify the title, or portion of the account title, you wish to search. Dept/SDept Search: 2 fields (5 characters each) Enter the department/subdepartment code for the account you wish to search. Resp Person Search: 20 characters Identify the name, or portion of a name, of the person responsible for the account search. Include Deleted Accts: 1 character Indicate whether or not (‘Y’ or ‘N’) to include the deleted accounts. Screen Information Sel: 1 character Type ‘X’ to select a particular support account. FAMIS will display more detail on Screen 50. Description: 31 characters Shows the description or title of the support account. Account: 11 digits Displays the 11‐digit support account number (the first six digits being the attached SL account). Dept: 4 characters Shows the code for the department responsible for the account. Financial Accounting User Manual Page VI‐8 Screen 68 – Support Account Search (cont’d)
SDept:
5 characters
Identifies the code for the sub-department responsible for the account.
Responsible
Person:
18 characters
Shows the person responsible for the account.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF Keys.
PF9
DLoad
Download
Used to download the information through Entire Connection.
This download is restricted to 5000 records.
Financial Accounting User Manual
Page VI-9
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 <ENTER>.
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.
Financial Accounting User Manual
Page VI-10
Section VII
Financial Transaction Inquiry
Financial Accounting User Manual
Page VII-2
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
GENERAL ADMINISTRATION
Screen: ___ Account: 012000 0000 Fiscal Year: 2008
Thru Month: 4_ April
Department: GL
Resp Person: PARKER, POLLY P
04/07/08 13:51
FY 2008 CC 02
Flags: D F
N
Account
YTD
Current Month
YTD Thru
Control
Description
Begin Balance
April
April
---- ----------------------- --------------- --------------- --------------1100 Claim on Cash
2956023.31
332389.9112173036.53
1399 Allowance for Uncoll Re
352.82
352.82
2100 Accounts Payable
137171.00347579.42
3100 Fund Bal-Functional & G
2819205.1315189.5112173389.354910 Non-Mand Trn From Funct
15831.08373766380.795910 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
15189.519354184.22Enter-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 <ENTER> 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.
Financial Accounting User Manual
Page VII-3
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
Balance:
15 digits
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
DLoad
Download
Used to download the information through Entire Connection.
PF9
Print
Print
Print the information through Entire Connection.
Financial Accounting User Manual
Page VII-4
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
EDUCATIONAL & GENERAL INCOME
Screen: ___
Account: 010000 1100
Thru Month: 3_ March
Flags: D F D
Description: Claim on Cash
N
FY Beginning Balance:
3,023,493.69Balance 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:
Prior Year YTD Actual:
5,943,250.64
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 <ENTER> to view the information.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Account:
Thru Month:
10 digits
Enter a General Ledger + Account Control Number.
2 digits
Identify through which month the information is to be listed.
Financial Accounting User Manual
Page VII-5
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
Balance:
12 digits
Displays the balance at beginning of fiscal year for specified subcode.
Balance at Begin
of Month:
12 digits
Provides the balance at beginning of specified month.
Current Month
Change:
12 digits
Shows the net dollar activity for the month.
Year-to-Date
Balance:
12 digits
Shows the amount available year-to-date for Balance Sheet item.
Prior Year Curr
Mon Actual:
12 digits
Shows the current month actuals for prior fiscal year.
Prior Year
YTD Actual:
12 digits
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
Counter:
8 digits
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.
Financial Accounting User Manual
Page VII-6
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
STUDENT WELFARE & RECREATIONAL FACI
Screen: ___
Account: 021124 0000
Thru Month: 3_ March
Department: VPSS
Resp Person: MITCHEL, MELANIE M
Flags: D F
N
Year to Date Balance
Thru March
----------------------
Special Reserves
Fund Balance
Reserve for Encumbrances
Accrued Cash Balance
Fund Balance
Revenue Budget - Unrealized
Unobligated Remaining Budget
Reserve for Encumbrances
Estimated Uncommitted Fund Balance
∂
•
÷
←
↑
→
↓
0.00
BBA Revenue
28,974.28
0.00
28,974.28
28,974.28
0.00
14,954.29
0.00
14,019.99
BBA Expense
*
Projected
surplus or
deficit
* If negative - corrective action may be necessary
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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 <ENTER> to view the information.
Financial Accounting User Manual
Page VII-7
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
Encumbrances:
20 digits
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
Balance:
20 digits
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.
Financial Accounting User Manual
Page VII-8
Screen 702 – General Ledger 6 Digit Reserve Balance (cont’d)
Revenue Budget Unrealized:
20 digits
Gives the dollar amount summarized the expected revenue (Revenue BBA) in
all SL’s mapped to the General Ledger.
Unobligated
Remaining Budget:
20 digits
Includes a summary of BBA expenses for all SL’s mapped to General Ledger.
Reserve for
Encumbrances:
20 digits
Shows the dollar amount of open commitments assigned to the Subsidiary
Ledger account.
Estimated
Uncommitted
Fund Balance:
20 digits
Indicates the estimated portion of fund balance that is not committed
(projected surplus or deficit).
Additional Functions
PF KEYS
See the Appendix for explanation of the standard
Financial Accounting User Manual
Page VII-9
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
Screen: ___
Fiscal Year: 2004
04/07/08 13:58
FY 2008 CC 01
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 *******
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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 <ENTER> to view the information.
Financial Accounting User Manual
Page VII-10
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
Requirement:
12 digits
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.
Financial Accounting User Manual
Page VII-11
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 <ENTER>.
Screen 39 - GL Mapped SLs
039 GL Mapped SLs
Screen: ___
Sel
_
_
_
_
_
_
_
_
_
_
_
_
_
_
_
GL
020002
04/07/08 14:02
FY 2008 CC 02
Account: 020000
SL
Description
Dept SDept Responsible Person
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
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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 <ENTER> to advance to Screen 2.
Type “X” in the Sel: field next to an SL and press <ENTER> to advance to Screen 6.
GL Mapped SLs Process
Press <ENTER> 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 <ENTER> 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.
Financial Accounting User Manual
Page VII-12
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 <ENTER> 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
Person:
20 characters
Identifies the person responsible for the account.
Additional Functions
PF KEYS
See the Appendix for an explanation of the standard PF Keys.
Financial Accounting User Manual
Page VII-13
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 *
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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
96.032100 048 5005575 09/21 00000 SHEILA S*STARR
96.03
2100 068 5007040 09/24 00000 UNITED DELIVERY SERVICE
19.152100 068 5007043 09/24 00000 UNITED DELIVERY SERVICE
4.912100 068 5007208 09/24 00000 SHEILA S*STARR
1,214.122100 068 5007208 09/24 00000 SHEILA S*STARR
51.102100 048 5007208 09/25 00000 SHEILA S*STARR
1,214.12
2100 048 5007208 09/25 00000 SHEILA S*STARR
51.10
* Continued *
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View
DLoad Left Right
Financial Accounting User Manual
Page VII-14
Screen 23 – Transaction Inquiry by Account (cont’d)
Basic Steps
•
•
•
Advance to Screen 23.
Enter a valid account number on the Action Line.
Press <ENTER> 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.
Financial Accounting User Manual
Page VII-15
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
DLoad
Download
Used to download the information through Entire Connection.
Financial Accounting User Manual
Page VII-16
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 *
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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
132.005870 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 *
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View
DLoad Left Right
Financial Accounting User Manual
Page VII-17
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 <ENTER> 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.
Financial Accounting User Manual
Page VII-18
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
DLoad
Download
Used to download the information through Entire Connection.
Financial Accounting User Manual
Page VII-19
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
WILDLIFE SCIENCE
Screen: ___ Account: 130015 Search On Ref: 2 Ref Nbr:
Display Ref: 2 Bank Option: N
Sbcd TC
Ref 2 Date Description
Amount
---- --- ------- ----- ------------------ --------------1515 064 0003684 03/12 BIWEEKLY PAYROLL
2,155.20
1740 064 0003684 03/12 BIWEEKLY PAYROLL
739.00
1750 064 0003684 03/12 BIWEEKLY PAYROLL
38.06
1510 064 0003684 03/12 BAKER, BONNIE B
689.60
1951 049 0003684 03/12 BIWEEKLY PAYROLL 7.54
1951 049 0003684 03/12 BIWEEKLY PAYROLL 2.41
1105 051 0003684 03/12 SUMMARY BIWEEKLY P
2,155.201906 051 0003684 03/12 SUMMARY BIWEEKLY P
7.541105 051 0003684 03/12 SUMMARY BIWEEKLY P
689.601906 051 0003684 03/12 SUMMARY BIWEEKLY P
2.41-
04/08/08 14:26
FY 2008 CC 02
0003684
I BatRef Offset Acct
- ------ ----------PAYB08 011125 2400
PAYB08 011125 2400
PAYB08 011125 2400
PAYB08 011125 2400
D PAYB10
D PAYB10
C PAYB25
C PAYB25
C PAYB25
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
2,155.201906 051 0003684 03/12 08631 SUMMARY BIWEEKLY PAYROLL EPA ADJ
7.541105 051 0003684 03/12 14990 SUMMARY BIWEEKLY PAYROLL EPA ADJ
689.601906 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 <ENTER>.
Financial Accounting User Manual
Page VII-20
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.
Financial Accounting User Manual
Page VII-21
Screen 47 – Transaction Inquiry on Ref Number 2 or 4 (cont’d)
Offset Acct:
--OR-Bank:
12 digits
Displays the offsetting account for direct double-sided transactions.
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
DLoad
Download
Used to download the information through Entire Connection.
Financial Accounting User Manual
Page VII-22
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
15.144010 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
Financial Accounting User Manual
Page VII-23
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 <ENTER> 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.
Financial Accounting User Manual
Page VII-24
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
DLoad
Download
Used to download the information through Entire Connection.
Financial Accounting User Manual
Page VII-25
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 <ENTER>.
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.
Financial Accounting User Manual
Page VII-26
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 _
View Pg(s):
3 digits
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.
Financial Accounting User Manual
Page VII-27
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
Bkwd
Backward
Advances to previous subcode.
PF8
Frwd
Forward
Advances to the next subcode.
PF9
Dload
Download
Download screen data through Entire Connection.
Financial Accounting User Manual
Page VII-28
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
Supplies - Office General
Screen: ___ Subcode: 4010 Fiscal Year: 2008 Page 3__
From Month: 9_
September
To Month: 4_
April
SL/SA/GL: SL From Account: ______ _____ To Account:
Acct TC
Ref 2 Date Description
Amount
------ --- ------- ----- ---------------- --------------130001 068 5000595 09/11 SOUTHWEST BOXES
125.93
130001 054 L803750 09/17 LASER SERVICES
531.86
130001 068 5003012 09/17 LASER SERVICES
11.56
130001 054 Z717555 09/19 LASER SERVICES
1.80130001 068 5008958 09/27 LASER SERVICES
189.55
130001 054 L803750 09/28 LASER SERVICES
4.47
130001 054 5016506 10/18 LASER SERVICES
536.33130001 054 A800246 02/04 LASER SERVICES
392.52
130001 054 A800246 02/12 LASER SERVICES
6.86
130001 068 5076306 02/21 LASER SERVICES
399.38
130008 054 A805478 02/21 HTS GOVERNMENT S
407.00
130008 054 A805478 03/11 HTS GOVERNMENT S
407.00-
04/07/08 14:37
FY 2008 CC 02
of 3
Viewed Pg(s)
Bank Option: N
______ _____ Ref: 2
I BatRef Offset Acct
- ------ ----------F PVP060 013000 2100
D 7057TM
F PVP064 013000 2100
C 7057TM
F PVP072 013000 2100
D 7057TM
C INV382
D 7057TM
D 7057TM
F PVP167 013000 2100
D 9234EJ
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
1.80130001 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
536.33130001 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
Financial Accounting User Manual
Page VII-29
Screen 81 – Detail Transaction by Subcode (cont’d)
Basic Steps
•
•
•
Advance to Screen 81.
Type a valid subcode in the Subcode: field and press <ENTER>. (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
|
+----------------------------------------------------------------------+
Financial Accounting User Manual
Page VII-30
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 _
View Pg(s):
3 digits
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.
Financial Accounting User Manual
Page VII-31
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
(or Bank):
10 digits (5 digits for 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
Dload
Download
Download screen data through Entire Connection.
Financial Accounting User Manual
Page VII-32
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
VET MED - BIOMEDICAL SCIENCE
Screen: ___ Account: 144010 Thru Month: 4_ April
Prior Yr
--Rollover--- --Fiscal
Revenue Totals: Budget:
0.00
Actual:
0.00
BBA:
0.00
Direct Exp Totals: Budget:
Actual:
Encumbrance:
BBA:
04/07/08 15:14
FY 2008 CC 02
Yr-0.00
0.00
0.00
----Total---0.00
0.00
0.00
778.20
0.00
0.00
276.95
0.00
0.00
778.20
-276.95
Exclude from Bottom Line:
Net Direct BBA:
Unprot Available:
778.20
276.95
0.00
501.25
0.00
501.25
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
<ENTER>.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Account:
Thru Month:
6 digits
Enter a valid Subsidiary Ledger account number.
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.
Financial Accounting User Manual
Page VII-33
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
Bottom Line:
12 digits
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.
Financial Accounting User Manual
Page VII-34
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
28085280850655 Services - Lab Work
5329653296**** Total Revenue Pool
8138053296280851000 All Expense Pool
76714
If PY or IN, the display76714
won't
1105 Salary Encumbrance
25003
25003
be
correct
unless
the
year1320 Sal-Research - Class
14620
14620
1510 Sal-Support Staff 18258
18258 end process flag is set to ‘P’
1605 Longevity Encumbranc
600
on Screen600
6.
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
28084.5028084.500655
53295.504045.0053295.50****
81380.004045.0053295.5028084.501000
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 <ENTER>
to view the information.
Financial Accounting User Manual
Page VII-35
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
Exclusion
12 characters
Gives the dollar amount excluded from the total.
Financial Accounting User Manual
Page VII-36
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
Available:
12 digits
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.
Financial Accounting User Manual
Page VII-37
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
DLoad
Download
Used to download the information through Entire Connection.
Financial Accounting User Manual
Page VII-38
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
Screen: ___
04/07/08 15:22
FY 2008 CC 02
DEAN OF VETERINARY MEDICINE-SPECIAL
Account: 144020 0000
Thru Month: 4_ April
Department: CLVM
Resp Person: DREW, DONALD D
Obj
---4010
4011
4014
4020
4030
4066
4075
4076
4085
4090
Flags: D F B C Z G ABR
N N Y R N
001
Last Year
Next Year
Description
Original
Current
YTD
YTD
-------------------- ------------ ------------ ------------ -----------Supplies - Office Ge
5789
6202
Supplies - Paper Goo
45
18Supplies - Other (In
23
Computer Consumables
474
78
Fuels and Lubricants
422
47
Parts - Machinery an
5503
Shop and Industrial
79
59
Building Supplies an
165
Furnishings & Equipm
35479
6740
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 <ENTER> 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.
Financial Accounting User Manual
Page VII-39
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.
Financial Accounting User Manual
Page VII-40
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
32Oct
3,637
3,533
104
Nov
4,369
4,473
104Dec
3,350
3,350
Jan
3,489
3,448
41
Feb
4,938
4,979
41Mar
4,874
4,611
263
Apr
263
263May
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 <ENTER> 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
Financial Accounting User Manual
Page VII-41
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.
Financial Accounting User Manual
Page VII-42
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
1006
1000
****
Lump Sum Salaries
Salary Savings Budge
All Expense Pool
Total Expenses
62525
267704
330229
62525
100377
100377
55374
55374
111953
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
1006
1000
****
62525.00
267704.18
330229.18
62525.00
100376.61
100376.61
55374.39
55374.39
111953.18
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 <ENTER> to view the information.
Financial Accounting User Manual
Page VII-43
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
Exclusion:
11 digits
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
Financial Accounting User Manual
Page VII-44
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
Available:
13 digits
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.
Financial Accounting User Manual
Page VII-45
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.
Financial Accounting User Manual
Page VII-46
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
VET MED - TEACHING HOSPITAL
Screen: ___
Account: 144013 4010
Thru Month: 1_ January
Flags: D F C ABR
Description: Supplies - Office General
N N R 001
Map Code: 14400
Original Budget:
ABR Budget:
Revised Budget:
Actuals:
Encumbrances:
Budget Bal Avl:
Past Budget:
Future Budget:
Proj Forward Bud:
Proj Forward ABR:
Proj Forward Act:
Proj Forward Enc:
Project FYTD Act:
32.24
20,713.05
20,713.05
20,672.32
40.73
0.00
61,879.10
0.00
32.24
32.24
0.00
32.24
26,023.81
Curr Month Act:
3,447.99
Last Yr Curr M Act:
7,133.58
YTD Act:
20,672.32
Last Year YTD Act:
29,801.12
Quarter 1 Act:
13,874.32
Quarter 2 Act:
11,776.84
Quarter 3 Act:
4,873.59
Quarter 4 Act:
0.00
Curr Mth Bud:
3,488.72
Curr Mth ABR Bud:
3,488.72
Curr Year Bud:
20,680.81
Curr Year ABR:
20,680.81
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 <ENTER> 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.
Financial Accounting User Manual
Page VII-47
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
M Act:
15 digits
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.
Financial Accounting User Manual
Page VII-48
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.
Financial Accounting User Manual
Page VII-49
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.
Financial Accounting User Manual
Page VII-50
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
SOIL & CROP SCIENCES
Screen: ___ Account: 130014 Month: 8_ Ref: 4
04/07/08 15:39
FY 2007 CC 02
Page: 1__ Of 2
Rev/Exp: E
Sales or
Date Description
Ref 4
Budget
Expenses
Encumbrances
----- ------------------- ------- -------------- -------------- -------------08/01 Balance Forward
12,582.1008/31
08/31
08/21
08/31
08/31
08/22
08/31
08/03
08/03
08/17
08/17
08/31
Reclass 1005 to all
Reclass 1005 to all
EPA - A00565 - LEE
EPA SUMMARY ADJUSTM
CENTREX CHARGE: 02PR 130038 To130014
BRIMMING IDEAS
BIWEEKLY PAYROLL
SUMMARY BIWEEKLY PA
BIWEEKLY PAYROLL
SUMMARY BIWEEKLY PA
BIWEEKLY PAYROLL
3,243.523,243.52
0253867
A135223
755.28
782.49.24
13,113.28
255
558.15
4,058.80
A131033
4,058.804,058.80
A131678
4,058.804,058.80
* 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
SOIL & CROP SCIENCES
Screen: ___ Account: 130014 Month: 8_ Ref: 4
04/07/08 15:40
FY 2007 CC 02
Rev/Exp: E Page: 1__ Of 2
P
Offset
Date Description
Ref1
Ref2
Ref4
F
Account
----- ------------------------------ ------- ------- ------- - --------------08/01 Balance Forward
12,582.1008/31
08/31
08/21
08/31
08/31
08/22
08/31
08/03
08/03
08/17
08/17
08/31
Reclass 1005 to all Expense Po
130014-1000 DR
Reclass 1005 to all Expense Po
130014-1005 CR
EPA - A00565 - LEE
SAL0001 A00565 0253867
EPA SUMMARY ADJUSTMENT
SAL0001 EPA0831 A135223
CENTREX CHARGE: 02-130014-0000
T172516
102019-0608 CR
PR 130038 To130014
U705856
130038-1000 CR
BRIMMING IDEAS
Z718246 Z718246 255
BIWEEKLY PAYROLL
0004224
011125-2400 CR
SUMMARY BIWEEKLY PAYROLL EPA A SAL0001 0004224 A131033
BIWEEKLY PAYROLL
0004260
011125-2400 CR
SUMMARY BIWEEKLY PAYROLL EPA A SAL0001 0004260 A131678
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.
Financial Accounting User Manual
Page VII-51
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 <ENTER> 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.
Financial Accounting User Manual
Page VII-52
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.
Financial Accounting User Manual
Page VII-53
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
Screen: ___
Account: 144013 44000 Thru Month: 3_
Prior Yr
--Rollover--- --Fiscal
Revenue Totals: Budget:
0.00
Actual:
0.00
BBA:
0.00
Direct Exp Totals: Budget:
Actual:
Encumbrance:
BBA:
04/07/08 15:45
FY 2008 CC 02
March
Yr-0.00
0.00
0.00
----Total---0.00
0.00
0.00
619.80
0.00
0.00
185330.74
619.80
95065.71
0.00
-280396.45
Exclude from Bottom Line:
Net Direct BBA:
Unprot Available:
619.80
185330.74
95685.51
-280396.45
0.00
-280396.45
-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
<ENTER> to view the information.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Account:
Thru Month:
11 digits
Enter the desired SL Account number.
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.
Financial Accounting User Manual
Page VII-54
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
Bottom Line:
12 digits
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.
Financial Accounting User Manual
Page VII-55
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
8746818746811105 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
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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
874681.15874681.151105
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
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Dload Left Right
Basic Steps
•
•
Advance to Screen 69.
Type a valid account number and fiscal year on the Action Line and press <ENTER> to
view the information.
Financial Accounting User Manual
Page VII-56
Screen 69 – SA 11 Digit List with Category Totals (cont’d)
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Account
Fiscal Year:
15 digits
Enter a Subsidiary Ledger + Support Account + Object Code.
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
Exclusion:
12 digits
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
Financial Accounting User Manual
Page VII-57
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
Available:
12 digits
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.
Financial Accounting User Manual
Page VII-58
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
DLoad
Download
Used to download the information through Entire Connection.
Financial Accounting User Manual
Page VII-59
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 **
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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 **
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Left Right
Basic Steps
•
•
Advance to Screen 65.
Type a valid SL account on the Action Line and press <ENTER> to view the information.
Financial Accounting User Manual
Page VII-60
Screen 65 – SA Summary for SL with Category Totals (cont’d)
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 SL Account
Fiscal Year:
11 digits
Enter a Subsidiary Ledger + Support Account.
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.
Financial Accounting User Manual
Page VII-61
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.
Financial Accounting User Manual
Page VII-62
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
Screen: ___
04/07/08 16:00
FY 2008 CC 02
DI COMPUTING INFRASTRUCTURE
Account: 289010 13000 0000
Thru Month: 4_ April
Department: LIBR
Resp Person: KING, KYLE K
Obj
---1000
4020
4090
5512
5521
5536
5645
5650
5670
5750
Description
-------------------All Expense Pool
Computer Consumables
Computer Parts & Sup
M&R - Machinery and
M&R - Cmptr Software
M&R - Cmptr Equip Data Proc Emplt Serv
Freight/Delivery Ser
Other Contracted Ser
Office Furn and Equi
Flags: D F B C Z G ABR
N N N N N
001
Last Year
Next Year
Original
Current
YTD
YTD
------------ ------------ ------------ -----------52463158222
163859
798
2525
2948
5370
48587
38442
8180
15497
25676
16260
450
1000
1737
6598
* Running Total
52463250121
246026
0
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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 <ENTER> to display the
Support Account budget data list.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Account:
Thru Month:
15 digits
Enter the desired support account number.
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.
Financial Accounting User Manual
Page VII-63
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.
Financial Accounting User Manual
Page VII-64
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
Financial Accounting User Manual
Page VII-65
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 <ENTER> 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.
Financial Accounting User Manual
Page VII-66
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
DLoad
Download
Used to download the information through Entire Connection.
Financial Accounting User Manual
Page VII-67
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
Screen: ___
04/07/08 16:09
FY 2008 CC 02
VET MED - COMPUTING SERVICES
Account: 144011 00000 4010
Thru Month: 4_ April
Flags: D F C ABR
Description: Supplies - Office General
N N R 001
Original Budget:
ABR Budget:
Revised Budget:
Actuals:
Encumbrances:
Budget Bal Avl:
Past Budget:
Future Budget:
Proj Forward Bud:
Proj Forward Act:
Proj Forward Enc:
Proj Forward ABR:
Project FYTD Act:
0.00
13.04
13.04
13.04
0.00
0.00
39.98
0.00
0.00
0.00
0.00
0.00
13.04
Curr Month Act:
0.00
Last Yr Curr M Act:
39.98
Last Year Act:
13.04
Last Year YTD Act:
39.98
Quarter 1 Act:
0.00
Quarter 2 Act:
0.00
Quarter 3 Act:
0.00
Quarter 4 Act:
0.00
Curr Mth Bud:
0.00
Curr Mth ABR Bud:
0.00
Curr Year Bud:
13.04
Curr Year ABR:
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 <ENTER> 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.
Financial Accounting User Manual
Page VII-68
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
M Act:
12 digits
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.
Financial Accounting User Manual
Page VII-69
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.
Financial Accounting User Manual
Page VII-70
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.
Financial Accounting User Manual
Page VII-71
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
13Apr
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 <ENTER>
to view the information.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Account:
Flags:
15 digits
Enter a Subsidiary Ledger + Support Account + Object Code.
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
Financial Accounting User Manual
Page VII-72
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.
Financial Accounting User Manual
Page VII-73
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
813805329628085**** Total Revenue
8138053296280851005
1006
1000
****
Lump Sum Salaries
Salary Savings Budge
All Expense Pool
Total Expenses
259538
259538
144066
144066
44740
44740
70732
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
81380.0053295.5028084.50****
81380.0053295.5028084.501005
1006
1000
****
259538.19
259538.19
75.84
75.84
144066.18
144066.18
44740.42
44740.42
70731.59
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 <ENTER> to view the information.
Financial Accounting User Manual
Page VII-74
Screen 74 – Support Account Summary by Budget Pool (cont’d)
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Account:
Fiscal Year:
11 digits
Enter a Subsidiary Ledger + Support Account Object Code defining categories
where money is expensed or received.
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
Exclusion:
12 digits
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
Financial Accounting User Manual
Page VII-75
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
Available:
12 digits
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.
Financial Accounting User Manual
Page VII-76
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.
Financial Accounting User Manual
Page VII-77
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
PROTEIN CHEMISTRY LABORATORY
Screen: ___ Account: 271020 00000 Month: 4_ Search On Ref:
Display Ref: 2 Bank Option: N
Sbcd TC
Ref 2 Date Description
Amount
I
---- --- ------- ----- ------------------ --------------- 4039 054 A801238 04/03 BARTON OXYGEN & TO
3.67 D
4090 054 A806343 04/03 ACTION IMAGE
103.96 D
4013 054 A807797 04/03 PRIME BIOENERGY
56.44 D
4013 054 A808073 04/03 MICHRO RESOURCES
5.45 D
4040 054 A817267 04/04 BARTON OXYGEN & TO
44.64 D
4013 054 A817582 04/07 APPLE BIOSYSTEMS
628.33 D
4013 054 A817584 04/07 INVITRO CORPORATIO
148.20 D
4013 054 A817585 04/07 ICT FLO
118.00 D
4013 054 A817589 04/07 GRE HEALTH SYSTEMS
474.00 D
4013 054 A817590 04/07 GENSON BIOTECH INC
4,400.00 D
4013 068 5095391 04/03 VINNIE V*VANCE
36.78 F
4039 068 5095831 04/04 BARTON OXYGEN & TO
39.06 F
04/07/08 16:13
FY 2008 CC 02
2 Ref Nbr: _______
BatRef
-----8219JS
8219JS
8219JS
8219JS
8219JS
2806SP
2806SP
2806SP
2806SP
2806SP
PVP196
PVP197
Offset Acct
-----------
027102 2100
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 <ENTER> to view the information.
Place cursor on transaction and press PF6 to view additional details.
Financial Accounting User Manual
Page VII-78
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.
Financial Accounting User Manual
Page VII-79
Screen 76 – Transactions for a Month by Ref. 2 or 4 (cont’d)
Offset Acct:
--OR—
Bank:
12 digits
Shows offsetting account for direct double-sided transactions.
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
|
|
|
+----------------------------------------------------------------------+
Financial Accounting User Manual
Page VII-80
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
21,838.002188TS 144003 1000
1000 022 U804190 04/01 OT 144013 To144006
7,123.002188TS 144006 1000
1000 022 U804190 04/01 OT 144013 To144004
44,644.002188TS 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
Financial Accounting User Manual
Page VII-81
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
|
+-----------------------------------------------------------------------------+
Financial Accounting User Manual
Page VII-82
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 <ENTER> 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).
Financial Accounting User Manual
Page VII-83
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.
Financial Accounting User Manual
Page VII-84
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
Financial Accounting User Manual
Page VII-85
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 <ENTER> 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.
Financial Accounting User Manual
Page VII-86
Screen 78 – Transaction Inquiry by Account/Subcode/Month (cont’d) 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 Provides the individual batch reference number where this transaction was entered. Offset Acct: ‐‐OR— Bank: 10 digits Indicates the offsetting account number for direct double‐sided transactions. 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 Detailed Transaction Record. Screen 78 – Detailed Transaction Record (PF6) +----------------------------------------------------------------------------+
|
Display of Detailed Transaction Record
|
|
|
| 03/17/2008 : VINNIE V*VANCE
$25.12
|
|
BAGS FOR LAB FOR DR. ANDERSON
|
|
TransCode: 054 Enc - Req, Limited, Exempt
Dir/Ind: D
|
|
Account: 271020 00000 4010
PROTEIN CHEMISTRY LABORATORY
|
|
Supplies - Office General
|
|
Offset:
|
|
|
| PO/Enc/Ref 1: A811565
Cost Ref1:
Fiscal Yr: 2008
|
|
Ref 2: A811565
2:
Proc Month: 07
|
|
Ref 3:
3:
Batch Date: 03/17/2008 |
|
Ref 4: 2707
Bank: 06000
Batch Ref: 2806SP
|
| Vndr/Card Id: 2vvvvvvvvv0
|
|
Enc Obj Cd:
|
| Ovrd Comp Cd:
Processed: 03/17/2008 10:03:14 |
| Liquidation Amt: 0.00
User Id: PxxxxxP
|
|
Oper Id: PxxxxxP
|
| Indirect Base Code:
Term Id: R163
|
| Base Amount: 0.00
Internal Tracking Nbr: 34011491
|
|
PF3= Back to 078 PF4= Exit PF6= Indirect Accts
|
+----------------------------------------------------------------------------+
Screen 78 – Indirect Accounts (PF6) +----------------------------------------------------------------------+
| Indirect Account Information for Direct Detailed Transaction Record |
|
|
| General Ledger: 027102 PROTEIN CHEMISTRY LABORATORY
|
|
|
|
Account
Amount
Account Control Title
|
| ----------- --------------- ------------------------------------ |
| 027102-9620
25.12
Encumb Sum Ledger 2
|
|
|
+----------------------------------------------------------------------+
Financial Accounting User Manual Page VII‐87 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
03/28
03/12
03/28
03/31
03/31
03/31
03/04
03/31
CENTREX CHARGE: 02BIWEEKLY PAYROLL
BIWEEKLY PAYROLL
BIWEEKLY PAYROLL
MONTHLY PAYROLL
SUMMARY MONTHLY PAY
SUMMARY MONTHLY PAY
JT MORRIS CHASE
JT MORRIS CHASE
03/31 Ending Balance
Account Expense Tot
500.41
180.00
1,872.53
1,214.60
34,134.06
A158015
A158015
3286016
3286016
34,015.00119.0679.00
86.75
38,067.35
22,063.43
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
03/28
03/12
03/28
03/31
03/31
03/31
03/04
03/31
CENTREX CHARGE: 02-144011-0000
T200381
BIWEEKLY PAYROLL
0000497
BIWEEKLY PAYROLL
0003704
BIWEEKLY PAYROLL
0003740
MONTHLY PAYROLL
0003776
SUMMARY MONTHLY PAYROLL EPA AD SAL0001 0003776 A158015
SUMMARY MONTHLY PAYROLL EPA AD BENB001 0003776 A158015
JT MORRIS CHASE
5081689 3286016
JT MORRIS CHASE
5094421 3286016
102019-0608
011125-2400
011125-2400
011125-2400
011125-2400
CR
CR
CR
CR
CR
014400-2100 CR
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 <ENTER> to view the information.
Financial Accounting User Manual
Page VII-88
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.
Financial Accounting User Manual
Page VII-89
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.
Financial Accounting User Manual
Page VII-90
Section VIII
Flags
Financial Accounting User Manual
Page VIII-2
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 <ENTER>.
Set flag value (N=OFF, Y=ON) for each account. Press <ENTER> to record.
Continue entering a new account number and flag values until all flags have been set or
changed.
Financial Accounting User Manual
Page VIII-3
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.
Financial Accounting User Manual
Page VIII-4
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.
Financial Accounting User Manual
Page VIII-5
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
Int
Interest
Displays the account numbers using specified interest account.
Financial Accounting User Manual
Page VIII-6
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
Screen: ___ Account: 330001
05/20/08 14:19
FY 2008 CC AB
-- SL ACCOUNT FOR LARRY TEST
Subsidiary Ledger Flags
N
N
N
Y
-
FREEZE this account from future activity
Flag for DELETE (Not rolled forward at Year End)
Physically DROP this SL account (Must be deleted first)
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 <ENTER> to Continue,
or
|
|
Press <PF4> 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.
Financial Accounting User Manual
Page VIII-7
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 <ENTER>.
Set flag values (N=Off, Y=On) for each account. Press <ENTER> 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.
Financial Accounting User Manual
Page VIII-8
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).
Financial Accounting User Manual
Page VIII-9
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
Budget Control/
Unprotected
Budget Control:
Help 1 character
Type ‘Y’ to indicate that bottom line BBA will be used in checking budget to
see if a transaction will process. ‘N’ does not check bottom line and turns
off protection of protected categories.
‘P’ flag on Screen 10C will still display.
Financial Accounting User Manual
Page VIII-10
Screen 44 – Subsidiary Ledger Flag Maintenance (cont’d)
Default Category
Control:
Help 1 character
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
Tolerance Pct:
Help 5 characters
If needed, include the percent allowed to go over the budget.
FREEZE Direct
Expenses:
Help 1 character
Type ‘Y’ to freeze direct expenses only.
Automatic Budget
Reallocation (ABR)
Help 3 digits
Specify the ABR rule for the account.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF Keys.
PF6
Int
Interest
Displays the account numbers using specified interest account.
Financial Accounting User Manual
Page VIII-11
Set/Reset Support Account Flags FAMIS allows you to support and maintain Support Account (SA) flags on‐line by using Screen 54. Six flags help control activity against each supporting account. These flags allow review, freezing, dropping or deletion of an account, as well as annual and monthly budget suppression. This screen can be used by the Fiscal Office and the departmental personnel. Screen 54 ‐ Support Account Flag Maintenance 054 Support Account Flag Maintenance
Screen: ___ Account: 330001 00001
05/20/08 14:26
FY 2008 CC AB
LARRY'S SUPPORT ACCOUNT
Support Account Flags
N
N
N
Y
-
FREEZE this account from future activity
Flag for DELETE (Not rolled forward at Year End)
Physically DROP this Support Account (Must be deleted first)
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.
N - Default Category Control
Default Category Tolerance Pct: _______
N - FREEZE Direct Expenses
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Int
Warns
When changing the Bottom Line Budget Control / Unprotect Budget Control from ‘Y’ to ‘N’, the following message will appear. Screen 54 – 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 10D will still display.
|
|
|
|
Press <ENTER> to Continue,
or
|
|
Press <PF4> 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. Financial Accounting User Manual Page VIII‐12 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 <ENTER> to display the current
flag values.
Set flag values (N=Off, Y=On) for each account. Press <ENTER> 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)
N (off)
indicates that an action will occur
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.
Financial Accounting User Manual
Page VIII-13
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
Budget Control/
Unprotect
Budget Control
Help 1 character
Enter ‘Y’ to indicate that bottom line budget checks should be used in checking
budget for an account. Only used on attribute record.
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
Category
Control:
Help 1 character
Type ‘Y’ to specify that FAMIS is to perform budget checks at the category
(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.
Financial Accounting User Manual
Page VIII-14
Screen 54 – Support Account Flag Maintenance (cont’d)
Default
Category
Tolerance Pct:
Help 5 digits
Indicate the percentage the category can go
over budget. Negative values are also supported.
FREEZE Direct
Expenses:
Help 1 character
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
Int
Interest
Shows the account numbers using specified interest account.
PF12
Warns
Warnings
Displays nonfatal FAMIS warning messages.
Financial Accounting User Manual
Page VIII-15
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
Screen: ___ Account: 144013 11000 4010
04/07/08 16:45
FY 2008 CC 02
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>.
Enter ‘Y’ in the FREEZE: field to freeze this account from future activity and press
<ENTER>.
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
Description:
35 characters
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.
Financial Accounting User Manual
Page VIII-16
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
------- Account Title -------GULF SHORE OPERATIONS
To SA
10000
_____
_____
_____
_____
_____
Amount
100.00______
____________
____________
____________
____________
____________
------- Cost Ref -------1
2
3
_______ _______ _______
_______ _______ _______
_______ _______ _______
_______ _______ _______
_______ _______ _______
_______ _______ _______
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
+----------------------------------------------------------------------------+
Financial Accounting User Manual
Page VIII-17
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 <ENTER>.
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 <ENTER> 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.
Financial Accounting User Manual
Page VIII-18
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
Tracking No:
8 digits
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.
Financial Accounting User Manual
Page VIII-19
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
Warns
Warnings
Displays nonfatal FAMIS warning messages, if any.
Financial Accounting User Manual
Page VIII-20
Section IX
Open Commitment Information
Financial Accounting User Manual
Page IX-2
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
VET MED - TEACHING
Screen: ___ Account: 144013 4010 Ref:
Thru Month: 4_ April
Department: VTEA
Resp Person: SEARS,
Obj
---4075
4075
4075
4080
4085
5512
5512
5513
5513
5513
Ref
------A816232
A816818
A816872
A815935
P803284
P704394
P800032
A815426
A815885
A815888
Date
---0402
0403
0403
0401
0221
0416
0901
0331
0401
0401
04/07/08 16:50
HOSPITAL
FY 2008 CC 02
_______
Include Completed(Y/N): N
STAN S
Flags: D F B C Z G ABR
N N Y R N
001
Description
Original Liquidated Adjustments Current
---------------- ---------- ---------- ---------- ---------G G GAINER INC
12
12
G G GAINER INC
92
92
FURNITURE MARKET
211
211
CASE MED SUPPLIE
85
85
TCAC AMERICA
50748
50748
IRON OFFICE SOLU
2232
558
1674
STARS CORPORATI
912
28819
48492
20585
SMILES MEDICAL A
483
483
MAXIM X-RAY HOUS
136
136
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
VET MED - TEACHING
Screen: ___ Account: 144013 4010 Ref:
Thru Month: 4_ April
Department: VTEA
Resp Person: SEARS,
Obj
---4075
4075
4075
4080
4085
5512
5512
5513
5513
5513
Ref
------A816232
A816818
A816872
A815935
P803284
P704394
P800032
A815426
A815885
A815888
Date
---0402
0403
0403
0401
0221
0416
0901
0331
0401
0401
04/07/08 16:53
HOSPITAL
FY 2008 CC 02
_______
Include Completed(Y/N): N
STAN S
Flags: D F B C Z G ABR
N N Y R N
001
Original
Liquidated
Adjustments
Current
------------- ------------- ------------- ------------11.98
11.98
92.22
92.22
210.95
210.95
84.50
84.50
50748.00
50748.00
2232.00
558.00
1674.00
912.00
28819.00
48492.00
20585.00
483.14
483.14
135.60
135.60
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 <ENTER> to view information on encumbrances.
Financial Accounting User Manual
Page IX-3
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
Completed(Y/N):
1 character
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.
Financial Accounting User Manual
Page IX-4
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.
Financial Accounting User Manual
Page IX-5
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
Screen: ___
04/07/08 16:55
FY 2008 CC 02
VET MED - TEACHING HOSPITAL
Account: 144013 4010
Thru Month: 3_ March
Department: VTEA
Resp Person: THOMAS, THELMA T
Obj
4010
Obj
4010
4010
4010
4010
4010
4010
4010
4010
4010
4010
FLAGS: D F C ABR
N N R 001
Description
Budget
Actual Encumbrance Budget Avail
Supplies - Office Ge
30525
30525
0
0
Ref
Date
Description
Original Liquidated Adjustments Current
A801032 0206 ID SYSTEMS
890
890
A804253 0218 SHORE VETERINARY
66
66
A810239 0307 ACR OF AUSTIN
301
301
A814737 0327 G G GAINER INC
263
263
L803520 0917 STRALEY ENDOSCOP
227
227
L805366 0920 DISCOUNT MERITS
9
9
L807825 1001 NEWSOME SOUND S
248
248
L807979 1001 GLOBAL TECH
49
49
L808538 1002 ASTERNS MATERIAL
826
826
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 <ENTER>
to view the information.
Field Descriptions ( = Required / Help = PF2, ? or * Field Help Available)
Action Line
 Account:
Thru Month:
10 digits
Enter a Subsidiary Ledger account number.
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.
Financial Accounting User Manual
Page IX-6
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.
Financial Accounting User Manual
Page IX-7
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.
Financial Accounting User Manual
Page IX-8
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
-------A137090
A137090
A137090
1267
1623
1901
2076
2407
2518
2548
PO Ref
------SAL0001
LNGB001
BENB001
L829097
A800612
L838943
A801238
A806343
A807797
A808073
Obj
---1105
1605
1906
4039
4013
5761
4039
4090
4013
4013
Date
----09/01
09/01
09/01
12/12
02/05
01/30
02/07
04/03
02/28
02/29
Description
Current
----------------------------------- ------------SALARY ENCUMBRANCE
25003.37
LONGEVITY ENCUMBRANCE
600.00
BENEFIT ENCUMBRANCE
6418.62
BARTON OXYGEN & TOOL CO INC
255.03
VIX LABORATORIES INC
250.00
XYZ COMPUTER SERVICES
658.88
BARTON OXYGEN & TOOL CO INC
36.67
ARTFUL IMAGE
103.96
PRIME BIOTECH
124.44
MICR0 RESOURCES
105.45
* Running Total
33556.42
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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
-------A137090
A137090
A137090
1267
1623
1901
2076
2407
2518
2548
PO Ref
------SAL0001
LNGB001
BENB001
L829097
A800612
L838943
A801238
A806343
A807797
A808073
Obj
Original
Liquidated
Adjustments
Current
---- ------------- ------------- ------------- ------------1105
57882.00
32878.6325003.37
1605
1360.00
760.00600.00
1906
14873.25
8454.636418.62
4039
218.60
36.43
255.03
4013
250.00
250.00
5761
658.88
658.88
4039
33.00
3.67
36.67
4090
103.96
103.96
4013
68.00
56.44
124.44
4013
100.00
5.45
105.45
* Running Total
75547.69
0.00
41991.2733556.42
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 <ENTER> to view the information.
Financial Accounting User Manual
Page IX-9
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
Completed(Y/N):
1 character
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.
Financial Accounting User Manual
Page IX-10
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.
Financial Accounting User Manual
Page IX-11
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
241801-5825
1xxxxxxxxxX XERON CORP
09/08/2007 03/11/2008
6,737.04
2,196.16
148.56-
Current
4,392.32
Reference Total
6,737.04
2,196.16
148.564,392.32
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 <ENTER> 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 Indicator: 1 character Always an ‘E’ for all encumbrances. Financial Accounting User Manual Page IX‐12 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.
Financial Accounting User Manual
Page IX-13
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
Screen: ___
04/08/08 08:36
FY 2008 CC 02
Vendor ID: 1__________
Enc
Description
Acct SAcct Obj Ref No Typ Current Amt
------------------- ------ ----- ---- ------- - -------------HENSEL BROS INC
289010 97000 4012 A816698 L
3483.54
HENSEL BROS INC
289010 87000 4012 L800823 L
HENSEL BROS INC
511317 00000 4010 L807460 L
HENSEL BROS INC
289010 17100 5752 L813433 L
HENSEL BROS INC
289010 17100 4012 L813433 L
HENSEL BROS INC
289010 72000 5750 L836475 L
HENSEL BROS INC
289010 73000 4012 Z714303 L
HENSEL BROS INC
289010 87000 4012 Z714353 L
CUSTOMER ENERGY SO 300060 20200 5460 P704906 P
59.32
ERGO DENTAL INC
225360 10102 4012 L836198 L
NATIONAL ELECT
144013 23200 5512 A800335 L
NATIONAL ELECT
289010 17000 5512 L800700 L
NATIONAL ELECT
289010 17000 5512 L816862 L
NATIONAL ELECT
270160 62000 5530 L833915 L
*** Press Enter to View More Open Commitments
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Vendor ID
----------1vvvvvvvvv0
1vvvvvvvvv0
1vvvvvvvvv0
1vvvvvvvvv0
1vvvvvvvvv0
1vvvvvvvvv0
1vvvvvvvvv0
1vvvvvvvvv0
1vvvvvvvvv0
1vvvvvvvvv0
1vvvvvvvvv0
1vvvvvvvvv0
1vvvvvvvvv0
1vvvvvvvvv0
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 <ENTER> 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 <ENTER> 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.
Financial Accounting User Manual
Page IX-14
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.
Financial Accounting User Manual
Page IX-15
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
Screen: ___
VET MED - TEACHING HOSPITAL
Account: 144013 4010 Ref: A801032
Thru Month: 4_ April
04/08/08 08:59
FY 2008 CC 02
Description: IDENTITY SOLUTIONS
Reference 4: 81618
Original Dollars: 890.21
Current Dollars:
Liquidated Amount: 890.21
Adjustments:
Encumbrance Type:
Encumbrance Origin:
Reference Indicator:
Original Tran Code:
Vendor Number:
L
P
E
054
1vvvvvvvvv1
Create Date: 02/06/2008
Last Activity Date: 02/13/2008
Original Tran Date: 02/06/2008
Drop Flag: Y
System Drop Flag: N
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<ENTER> 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.
Financial Accounting User Manual
Page IX-16
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
Origin:
1 character
Designates the origin of encumbrance and if it was initiated through the
Purchasing Screen.
Values are:
P = Purchasing Module
F = Financial Accounting (Screen 11)
Financial Accounting User Manual
Page IX-17
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.
Financial Accounting User Manual
Page IX-18
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
---4020
5650
5811
Ref
------L934890
L935144
P503520
Date
---0127
0128
0901
Description
Original Liquidated Adjustments Current
---------------- ---------- ---------- ---------- ---------DALE MARKETING L
923
923
FEDERAL MAILER
7
7
NEXTPOST
3600
1200
2400
* Partial Acct Total
4530
1200
0
3330
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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
---4020
5650
5811
Ref
------L934890
L935144
P503520
Date
---0127
0128
0901
Original
Liquidated
Adjustments
Current
------------- ------------- ------------- ------------923.43
923.43
6.56
6.56
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 <ENTER> to view the information.
Financial Accounting User Manual
Page IX-19
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
Completed(Y/N):
1 character
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.
Financial Accounting User Manual
Page IX-20
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.
Financial Accounting User Manual
Page IX-21
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
2480
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 <ENTER> 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.
Financial Accounting User Manual
Page IX-22
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.
Financial Accounting User Manual
Page IX-23
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.
Financial Accounting User Manual
Page IX-24
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
-------AUTOADJ
A136713
FY05
M800324
M800324
11000
80120
PO Ref
------BENB001
SAL0001
R501805
L806364
L807517
P503520
L806060
Obj
---1906
1105
5657
5650
5650
5811
5765
Date
----09/30
09/01
12/10
09/25
09/28
06/07
09/24
Description
Current
----------------------------------- ------------BENEFIT ENCUMBRANCE
2652.86
SALARY ENCUMBRANCE
733322.83
ANDREWS-CARE PROGRAM
395.00
DLL EXPRESS (USA) INC
9.00
DLL EXPRESS (USA) INC
9.00
NEXTPOST
3599.64
FEDERAL WAGE & LABOR GROUP
124.86
* Account Total
740113.19
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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
-------AUTOADJ
A136713
FY05
M800324
M800324
11000
80120
PO Ref
------BENB001
SAL0001
R501805
L806364
L807517
P503520
L806060
Obj
Original
Liquidated
Adjustments
Current
---- ------------- ------------- ------------- ------------1906
87.70
2565.16
2652.86
1105
785915.00
52592.17733322.83
5657
395.00
395.00
5650
9.00
9.00
5650
9.00
9.00
5811
299.97
299.97
3599.64
3599.64
5765
124.86
124.86
* Account Total
786840.53
299.97
46427.37740113.19
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 <ENTER> to
view the information.
Financial Accounting User Manual
Page IX-25
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
Completed(Y/N):
1 character
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.
Financial Accounting User Manual
Page IX-26
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.
Financial Accounting User Manual
Page IX-27
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
270300-07300-5521
1vvvvvvvvv3 GLOBAL BUSINESS OBJECTS
10/15/2008 10/28/2008
3,587.50
3,587.47
0.03-
Current
Reference Total
3,587.50
3,587.47
0.030.00
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 <ENTER> 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.
Financial Accounting User Manual
Page IX-28
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.
Financial Accounting User Manual
Page IX-29
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
SHTM - ADMINISTRATION
Screen: ___ Account: 144013 11000 4010 Ref: L701212
Thru Month: 3_ March
03/10/09 14:08
FY 2009 CC 02
Description: WINSTON’S OFFICE SUPPLIES
Reference 4: 8913
Original Dollars: 398.25
Current Dollars:
Liquidated Amount: 398.25
Adjustments:
Encumbrance Type:
Encumbrance Origin:
Reference Indicator:
Original Tran Code:
Vendor Number:
L
P
E
054
1vvvvvvvvv7
Create Date: 09/03/2007
Last Activity Date: 09/17/2007
Original Tran Date: 09/03/2007
Drop Flag: Y
System Drop Flag: N
Orig Cost Ref1:
Orig Cost Ref2:
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
<ENTER> 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.
Financial Accounting User Manual
Page IX-30
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
Origin:
1 character
Shows the origin of the encumbrance:
P = Purchasing.
Reference Indicator: 1 character
Displays the reference indicator:
E = Encumbrance
Financial Accounting User Manual
Page IX-31
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
Code:
3 digits
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.
Financial Accounting User Manual
Page IX-32
Section X
Appendix
Financial Accounting User Manual
Page X-2
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.
Financial Accounting User Manual
Page X-3
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 10digit 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.
Financial Accounting User Manual
Page X-4
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.
Financial Accounting User Manual
Page X-5
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.
Financial Accounting User Manual
Page X-6
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 <PF4> to return to the previous window or inquiry
screen. If multiple windows have been opened, pressing <PF3> will return you directly to the
screen 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
PF1=Menu PF4=Exit
* No Notes
NEW
TOPIC ID ________ TYPE __
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.
Financial Accounting User Manual
Page X-7
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.
Financial Accounting User Manual
Page X-8
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
021
022
023
024
025
027
Original Budgets & Original Budget Corrections
Revised Budgets (General)
Budget Transfers
Base SL to SA (Original)
Base SL to SA (Revised)
SA to SA (Within SL Only)
Begin Year Budget Forward
Special FAMIS Processing
Special FAMIS Processing
Special FAMIS Processing
Special FAMIS Processing
Special FAMIS Processing
Special FAMIS Processing
Special FAMIS Processing
03x - Receipts (Screen 12)
030
031
032
033
034
038
039
Regular Cash Receipts (Dept. Sales, Payments to Clearing Accts)
Investment Earnings
Gifts
Miscellaneous Receipts
Cashiers – Vault Entries
Payroll Interpart Transfers
Interpart IDTs – Credit to One Part, Disbursement to Other
User Defined
User Defined
User Defined
User Defined
User Defined
Assigned by FAMIS
Assigned by FAMIS
04x - Disbursements (Screen 13)
043
044
045
046
047
048
049
Miscellaneous Disbursements
Cashiers – Vault Entries
Miscellaneous Cash Disbursements (Travel Advance, Work Funds)
Change of Source of Funds
AP Check Voids
AP Disbursements
Payroll Disbursements
User Defined
User Defined
User Defined
Assigned by FAMIS
Assigned by FAMIS
Assigned by FAMIS
Assigned by FAMIS
05x - Encumbrances (Screen 11)
050
051
054
055
057
058
059
E5x
Previous Year(s) Encumbrances
Salary Encumbrances
Requisition
Purchase Order
Encumbrance Begin Year Carry Forward
Regular Encumbrance
Current Year Encumbrances (budget check, regardless of flags)
Blanket Wage Encumbrances
Financial Accounting User Manual
Special FAMIS Processing
Assigned by FAMIS
Assigned by FAMIS
Assigned by FAMIS
Special FAMIS Processing
User Defined
Special FAMIS Processing
Assigned by FAMIS
Page X-9
Appendix – FAMIS Transaction Codes (cont’d)
06x - Encumbrances (Screens 14, 14A, 25, 35, 36, 37 85, 86)
060
061
062
063
064
065
066
067
068
069
06A
Real Journal Entries
JE for IDTs
JE for Cash Sales/Payments on Receivables (overrides freeze)
JE from Student Feeds
JE from Payroll Feeds
JE from Accounts Receivable (create receivable)
JE from Fixed Assets (capitalization, etc)
JE from LMS (Loan Management System)
JE from Accounts Payable (setting up liabilities)
Compound Journal Entries (system controlled)
JE for Procurement Card Entries
User Defined
Assigned by FAMIS
Assigned by FAMIS
Assigned by FAMIS
Assigned by FAMIS
Assigned by FAMIS
Assigned by FAMIS
Assigned by FAMIS
Assigned by FAMIS
Assigned by FAMIS
Assigned by FAMIS
09x – Beginning Balances, Bank Transfers (Screen 15)
090
098
Bank Transfers
Beginning Balances
Special FAMIS Processing
Special FAMIS Processing
A/P Voucher
14x – Regular Vouchers (Screens 104, 111, 112) (Invoicing Screen345)
140
141
142
143
147
148
149
Regular Vouchers
Regular Vouchers
Produce Separate Checks for Vouchers
State Travel Vouchers
Revolving Vouchers
Change Source of Funds
Force Separate Check
User Defined
User Defined
User Defined
Special FAMIS Processing
Assigned by FAMIS
Assigned by FAMIS
Special FAMIS Processing
15x – Credit Memos (Screen 108) (Invoicing Screen340)
151
152
159
Regular Credit Memo
User Defined
Regular Credit Memo
User Defined
Forces Separate Credit Memo (only matches when used on same voucher Special FAMIS Processing
as charges)
16x – Prepaid Vouchers (Screen 109) (Invoicing Screen345)
160-164
165
166
167
169
Prepaid Voucher (Regular) with reconciliation
Prepaid Voucher with NO reconciliation
(does a JE to cash voucher clearing and does not affect the bank)
Prepaid Voucher with NO reconciliation (offset to the bank)
Prepaid Revolving Voucher
Prepaid Cash Voucher
User Defined
Assigned by FAMIS
Assigned by FAMIS
Assigned by FAMIS
User Defined
17x – Prepaid Credit Memo (Screen 116) (Invoicing Screen340 and 345)
170-174
176
175
177-179
Prepaid Credit Memo with reconciliation
Prepaid Credit Memo with NO reconciliation
(no offset to the bank)
NOT USED
Prepaid vouchers with reconciliation
User Defined
User Defined
User Defined
User Defined
K:\FA\DOC\WRKNPRCS\Charts for Manuals\(NEW) transactioncodesidea.docx
Revised: 2/28/2011 1:34 PM
Financial Accounting User Manual
Page X-10
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
AP ACH
AP Check
AP State Voucher
Fee
Travel
Corrections-Travel
Purchase
Prepaid Vouchers
Corrections- Purchase
Delete Vouchers
Housing Interface
SIMS Interface
Miscellaneous
Procurement Card
Corrections-Payroll
APA
APC
APV
FEE
TRV
TRC
PRV
PPV
PVC
DEV
HSG
SIMS
MDS
PCC
CPR
FAMIS ASSIGNED
FAMIS ASSIGNED
FAMIS ASSIGNED
FAMIS ASSIGNED
FAMIS ASSIGNED
FAMIS ASSIGNED
Bank Transfers
Regular
Corrections
Investments
Budget
BBF FAMIS ASSIGNED
BEG
BJN
BUD
GEB FAMIS ASSIGNED
JEN
JEC
JIN
Payroll
EPA Adjustments
Insurance Billing
Insurance Equity Transfer
Payroll
Payroll Auto Adjustment
Salary Encumbrance
Salary Savings
BTR
Budget Brought Forward
Beginning Entries
Regular
Original Budgets
Generated Exp Budget
VMC
IAP
Journal Entries
FAR FAMIS ASSIGNED
ARP FAMIS ASSIGNED
Bank Transfers
IDT
IDC
FEE
(dept. code)
Ex: PHPLxx
Visa/MC Charges
Interagency Payments
Accounts Receivable
AR Accounting Feed
AR Payments
IDTs
Regular
Corrections
Gift Fees
Interface IDTs
EPA
INS
INEQ
PAY
SEAA
SEN
SSV
FAMIS ASSIGNED
FAMIS ASSIGNED
FAMIS ASSIGNED
FAMIS ASSIGNED
FAMIS ASSIGNED
FAMIS ASSIGNED
FAMIS ASSIGNED
Fixed Assets (FFX)
FFX Accounting Feed
FFX Depreciation Fee
FFX
FFD
FAMIS ASSIGNED
FAMIS ASSIGNED
Sponsored Research (SPR)
Indirect Cost
INDZ
FAMIS ASSIGNED
Suspense
Suspense
SUS
Cash Receipts
Cashier Deposits-Depts
Corrections Receipts
Departmental Deposits
Distribution to S/L
Gifts
Interest
Investment Sales
Letter of Credit
Miscellaneous
V/MC Charge Back
V/MC Deposits
CDP
CRC
DDP
DTR
GIF
INT
INS
LOC
MDP
CBK
VDD
Encumbrance
Encumbrance
ENC
K:\FA\DOC\WRKNPRCS\Student\(NEW) Session Batch Header Codes.docx
Financial Accounting User Manual
Page X-11
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
REF 1
RELATED TRANSACTIONS
Encumbrances
Vouchers
Credit Memos
Prepaid Vouchers
Prepaid Credit Memos
Revolving Vouchers
Revolving Prepaid Vouchers
Change Source of Funds
Multi Vendor Vouchers (SL &
GL)
Budget (SL)
Budget Transfer
Beg Balance #
AFR #
CODE
TYPE OF DATA or # TYPE
05x
06x
PO # or Doc #
02x
Budget #
098
060
Beginning Balance (GL)
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 *
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Financial Accounting User Manual
Page X-12
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
REF 2
RELATED TRANSACTIONS
Disbursements
Vouchers
Credit Memos
Prepaid Vouchers
Prepaid Credit Memos
Revolving Vouchers
Change Source of Funds
Multi-Vendor Vouchers
Revolving Prepaid Vouchers
Interdepartmental Transfers
Receipts
A/R Addt’l Line Item Entry
A/R Line Item Adjust
A/R Line Item Payment
Encumbrance (SL)
AFR Entries/Reversals (SL & GL)
DBR Budget Transfer
CODE
TYPE OF DATA or # TYPE
068
Voucher #
030
061
Bill # or Receipt #
A/R Invoice
05x
060
022
Document #
Document #
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 *
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Financial Accounting User Manual
Page X-13
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
AP Disbursements (GL)
Prepaid Vouchers
04x
068
AP Check #
A
Receipts
Disbursements
03x
04x
Teller #
(if manually entered)
M
REF 3
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 *
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Financial Accounting User Manual
Page X-14
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
REF 4
RELATED TRANSACTIONS
Vouchers
Credit Memo
Prepaid Vouchers
Prepaid Credit Memos
Revolving Prepaid Vouchers
Change Source of Funds
Multi-Vendor Vouchers
A/R Additional Line Item Entry
A/R Line Item Adjust
A/R Line Item Payment
AFR #
CODE
TYPE OF DATA or # TYPE
068
Department Voucher #
022
A/R Payment Check #
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 *
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K:\FA\DOC\WRKNPRCS\Charts for Manuals\FAMIS Reference Codes.doc
Revised 06/26/2009 3:30 PM
Financial Accounting User Manual
Page X-15
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 <ENTER> 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.
Financial Accounting User Manual
Page X-16
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.
Financial Accounting User Manual
Page X-17
Appendix – Instructions (cont’d)
The <ENTER> 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
<ENTER>, a message will be given at the top of the screen asking for modifications or providing
further processing instructions.
002 GL 6 Digit
Screen: ___ Account: 010100 ____
03/10/09 10:57
FY 2009 CC 02
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
Primary: REV__
Secondary: VTEA_
S-Dept Exec Div
_____
UN
AD
_____
AA
CD
Coll Mail Cd Stmt
C6000
N
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 <ENTER> 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 <ENTER> 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 <ENTER> or hit the PF4 key. The
distinction on which key to use will normally be designated in the pop-up window (EX: PF4 =
Exit).
Financial Accounting User Manual
Page X-18
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 <ENTER> 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
Screen: ___ Account: 010100 ____
03/10/09 10:57
FY 2009 CC 02
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
Primary: REV__
Secondary: VTEA_
S-Dept Exec Div
_____
UN
AD
_____
AA
CD
Coll Mail Cd Stmt
C6000
N
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 <ENTER> 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
|
Financial Accounting User Manual
Page X-19
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 <ENTER> 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
Screen: ___ Account: 010100 ____
03/10/09 10:57
FY 2009 CC 02
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
Primary: REV__
Secondary: VTEA_
S-Dept Exec Div
_____
UN
AD
_____
AA
CD
Coll Mail Cd Stmt
C6000
N
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
+------------------------------------------------------------------+
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|
|
*** 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
|
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Financial Accounting User Manual
Page X-20
Financial Accounting Screens List M001 002 003 004 006 06B 007 008 08B 08C 009 010 10A 10B 10C 10D 011 012 013 PAGE FRS Main Menu .................................................................................................................................. I‐10 Provides a list of all the menus available to use FAMIS functions. GL 6 Digit ........................................................................................................................................... IV‐6 Used to create and/or maintain 6 digit General Ledger accounts. GL 10 Digit........................................................................................................................................ IV‐12 Used to create and/or maintain 10 digit General Ledger accounts. GL Attributes 2 ................................................................................................................................... IV‐7 Used to create/modify display GL attributes. SL 6 Digit Account (FSA) ................................................................................................................... IV‐13 Used to create and/or maintain 6 digit subsidiary ledger accounts. SL Account Dollar Totals .................................................................................................................. VII‐33 Used to show, create and/or maintain General Ledger dollar amounts. SL 10 Digit Maintenance ................................................................................................................... IV‐24 Used to create and/or maintain 10 digit subsidiary ledger accounts. SL Attributes 2 ................................................................................................................................. IV‐20 Used to create/modify/display SL attributes. SL Delegation of Authority ............................................................................................................... IV‐28 Used to create and/or maintain 6 digit General Ledger accounts. SL Effort Category Updates ............................................................................................................... IV‐29 Used to create and/or maintain 6 digit General Ledger accounts. SL Grant/Contract Attributes............................................................................................................ IV‐25 Used to create/modify/display SL grant/contract data. Annual/Monthly Budgets ................................................................................................................... III‐3 Used to enter budget data to subsidiary ledgers. FSA Budget Transfers ......................................................................................................................... III‐9 Can be used to enter budget data on a total account basis. Budget Entry .................................................................................................................................... III‐12 Used to enter budget data on a total account basis. SL Budget Controls ........................................................................................................................... III‐15 Allows you to control the SL account budget at the bottom line or category level. Support Account Budget Controls .................................................................................................... III‐18 Allows you to control the SA account budget at the bottom line or category level. Encumbrances .................................................................................................................................. III‐21 Used to record monetary commitments against an account. Receipts ........................................................................................................................................... III‐26 Used to record money received by the institution. Disbursements ................................................................................................................................. III‐33 Used to record money paid out by the institution. Financial Accounting User Manual Page X‐21 Appendix – Financial Accounting Screens List (cont’d) 014 14A 015 016 017 018 019 020 021 022 023 024 025 026 027 028 029 030 PAGE Journal Entries ................................................................................................................................. III‐42 Used to make corrections or adjustments to accounts, or to make accounting entries that require the direct posting of an amount to two separate accounts. Indirect Cost Journal Entries ............................................................................................................. III‐47 Journal entry transactions are primarily used to make corrections or adjustments to accounts, or to make accounting entries that require the direct posting of an amount to two separate accounts. Beginning Balances .......................................................................................................................... III‐63 Used for posting balances during implementation. Bank Transfers ................................................................................................................................. III‐67 Used for processing a monetary transfer between banks. Suspense Update ............................................................................................................................. III‐70 Used for processing items that have been put in suspense by interface programs. GL 6 Digit List .................................................................................................................................... VII‐3 Used to display balance sheet information about a specified 6‐digit general ledger account. SL 6 Digit List with Category Totals .................................................................................................. VII‐35 Used to display revenue/expense information about a specified 6‐digit SL account. SL‐OC 10 Digit List .............................................................................................................................. IX‐6 Used to list the open commitment data for a particular 10‐digit SL account, along with the summary for that account. OC File List ......................................................................................................................................... IX‐3 Used to list all open commitments for a particular 6‐digit SL account. Open Commitments by User Ref or PO Number ................................................................................. IX‐9 Used to list current and historical budget information about a specified SL account. Transaction Inquiry by Account ....................................................................................................... VII‐14 Used to list detail transactions previously entered against a specified GL or SL account. FA Session/Batch Header List .............................................................................................................. II‐6 Lists processed FA batches. Compound Journal Entries ............................................................................................................... III‐50 Used to process journal entries from one account to multiple other accounts. OC Inquiry by Reference ................................................................................................................... IX‐12 Used to view the status of an open commitment, sorted by value in reference #1. Transaction Inquiry by Batch ............................................................................................................... II‐8 Used to view detail transactions in a specified FA batch. Create/Maintain Bank Accounts ....................................................................................................... IV‐56 Used to create or change data for a bank account. Account Search .................................................................................................................................. VI‐3 Used to get a listing of accounts by either department or responsible person. FA Batch Initialize................................................................................................................................ II‐3 Used to control processing of data and provide an audit trail. Financial Accounting User Manual Page X‐22 Appendix – Financial Accounting Screens List (cont’d) 031 032 033 034 035 036 037 039 040 041 042 043 044 046 047 048 049 050 PAGE Open Commitment by Vendor ID ..................................................................................................... IX‐14 Used to show an Open Commitment using vendor ID. SL Budget Data List .......................................................................................................................... VII‐39 Used to display current and historical budget information about a specified SL account. SL Annual 10 Digit Activity by Month .............................................................................................. VII‐41 Used to display the monthly accumulated summary of activity on an SL account. SL Summary by Budget Pool ............................................................................................................ VII‐43 Used to display summary data for budget pools at the SL level. Interdepartmental Transfers ............................................................................................................ III‐53 Used to enter multiple journal entries. Cash Sales / Receipts Clearing .......................................................................................................... III‐30 Used to distribute single cash deposits among specific GL and SL accounts. Cash Disbursement Clearing ............................................................................................................. III‐39 Used to distribute a single disbursement transaction for cash advancements to specific GL and SL accounts. GL Mapped SLs ................................................................................................................................ VII‐12 Used to view SLs mapped to a specified GL. Selection of GL will transfer to Screen 2; SL will transfer to Screen 6. Specific transfer screen can be entered on the Action Line. GL 10 Digit Snapshot ......................................................................................................................... VII‐5 Used to view current and historical data associated with a 10 digit GL account. SL 10 Digit Snapshot ........................................................................................................................ VII‐47 Used to view current and historical data associated with a 10 digit SL account. OC Record Snapshot ......................................................................................................................... IX‐16 Used to view the status of an open commitment. GL Flag Maintenance ........................................................................................................................ VIII‐3 Used to set or reset GL flags at the 6 digit or 10 digit level. SL Flag Maintenance ........................................................................................................................ VIII‐7 Used to set or reset SL flags at the 6 digit or 10 digit level. Transactions for a Month by Reference Number 2 or 4 ................................................................... VII‐17 Used to find all transactions posted in a given month against an SL account beginning at a specific reference 2 number. Transaction Inquiry on Reference Number 2 or 4 ............................................................................ VII‐20 Used to find transactions posted in a specific month by reference 2 (voucher number). Transaction Inquiry by Account/Subcode/Month ............................................................................ VII‐23 Used to find transactions posted against an account in a given month by specifying a month, account, and subcode. Detail Account Statement for a Month ............................................................................................ VII‐51 Used to display detailed data for an SL Account. Department Support Account Attributes .......................................................................................... IV‐35 Enter or view attributes for Support Accounts. Financial Accounting User Manual Page X‐23 Appendix – Financial Accounting Screens List (cont’d) 051 51B 51C 052 053 054 055 056 057 058 060 061 062 063 064 065 066 068 069 PAGE Support Account Attributes .............................................................................................................. IV‐40 Used to create and/or maintain data for an 11 digit Support Account. Support Account Dollar Totals ......................................................................................................... VII‐54 Create and maintain data for a Support Account. SA Effort Category Updates .............................................................................................................. IV‐31 Used to update the effort category for a support account. Support Account Attributes 2 ........................................................................................................... IV‐46 Displays additional department Support Account Attributes. SA Budget Move .............................................................................................................................. IV‐50 Move budget from one Support Account to another Support Account. Support Account Flag Maintenance ................................................................................................ VIII‐12 Used to set and maintain support account flags. Support Account 15 Digit Maintenance .......................................................................................... VIII‐16 Used to maintain 15 digit support accounts. SA Transaction Move ..................................................................................................................... VIII‐17 Used to move a SA transaction from one account to another. Departmental Encumbrances ........................................................................................................... IV‐53 Allows the departmental wage or benefit encumbrances to be accessed or adjusted. Support Acct Category Maintenance ................................................................................................ IV‐33 Used to set the Support Account category flags. Support Account OC 15 Digit List ...................................................................................................... IX‐22 Lists the open commitment activity related to a 15 digit support account. Support Account OC File List ............................................................................................................ IX‐19 Lists information on open commitments against a specified support account. SA Open Commitments by User Ref or PO Number .......................................................................... IX‐25 Used to display encumbrance data for an 11‐digit Support Account. Transaction Inquiry by Support Account .......................................................................................... VII‐65 Used to list detail transactions previously entered against a specified support account. Support Account Budget Data List ................................................................................................... VII‐63 Used to list current and historical Budget information about a specified SA account. SA Summary for SL with Category Totals ......................................................................................... VII‐60 Used to view all SAs for an SL, displaying each SA’s revenue and expense information. Support Account OC Inquiry by Reference ........................................................................................ IX‐28 Used to view the status of an open commitment for a support account. Support Account Search ..................................................................................................................... VI‐7 Used to get a listing of support accounts by either department or responsible person. SA 11 Digit List with Category Totals ............................................................................................... VII‐56 Used to display revenue and expense information about a specified 11‐digit support account. Financial Accounting User Manual Page X‐24 Appendix – Financial Accounting Screens List (cont’d) 071 072 073 074 076 077 078 079 080 081 085 086 090 702 811 831 840 PAGE Support Accounting 15 Digit Snapshot ............................................................................................ VII‐68 Used to view current and historical information associated with a 15 digit support account or subsidiary ledger. Support Accounting OC Record Snapshot ......................................................................................... IX‐30 Used to view the status of an open commitment for a support account. SA Annual 15 Digit Activity by Month .............................................................................................. VII‐72 Used to display the monthly accumulated summary of activity on an account. SA Summary by Budget Pool ........................................................................................................... VII‐74 Used to display summary data for budget pools at the SA level. Transactions for a Month by Reference Number 2 or 4 ................................................................... VII‐78 Used to find all transactions posted in a given month against a specified account beginning at a specific reference number 2. Transaction Inquiry on Reference Number 2 or 4 ............................................................................ VII‐81 Used to find transactions posted in a specific month by reference 2 (voucher number). Transaction Inquiry by Account/Subcode/Month ............................................................................ VII‐85 Used to find transactions posted against an account in a given month by specifying a month, account, and subcode. SA Detail Account Statement for a Month ....................................................................................... VII‐88 Used to view detail support account transactions for a specified month. Inquiry by Subcode ......................................................................................................................... VII‐26 Used to display all accounts that have had activity for a subcode. Detail Transaction by Subcode ........................................................................................................ VII‐29 Used to view detailed transactions for a subcode starting at a specified account. Interdepartmental Transfers Between Parts .................................................................................... III‐59 Used to enter multiple journal entries between TAMUS members. Interdepartmental Transfers Between Parts Inquiry ......................................................................... III‐61 Used to view multiple journal entries between members that were entered on Screen 85. Form 500 Tracking ........................................................................................................................... VII‐10 Displays all actions taken against a PIN. Used primarily to find and track Form 500 actions processed in FAMIS. GL 6 Digit Reserve Balance ................................................................................................................ VII‐7 Displays an analysis of a general ledger fund balance and various reserves. Cost Reference Table Maintenance .................................................................................................... IV‐4 Used to display, add, update, or delete allowable cost reference 1 and cost reference 2 values for a System Member. Maintain Interdepartmental Transfer Table ..................................................................................... III‐56 Used to maintain multiple journal entries between members of TAMUS. Maintain USAS Strategy Table ............................................................................................................. V‐9 FAMIS allows you to view the USAS Strategy Table. Financial Accounting User Manual Page X‐25 Appendix – Financial Accounting Screens List (cont’d)
990
PAGE
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.
Financial Accounting User Manual
Page X-26
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.
Financial Accounting User Manual
Page X-27
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.
Financial Accounting User Manual
Page X-28
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.
Financial Accounting User Manual
Page X-29
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).
Financial Accounting User Manual
Page X-30
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 6digit 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.
Financial Accounting User Manual
Page X-31
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.
Financial Accounting User Manual
Page X-32
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.
Financial Accounting User Manual
Page X-33
Appendix – Glossary (cont’d) U Update Screen A screen that allows a user to enter data for updating the files. V Valid Value A value of a data element that has been defined for input. Vendor A provider of goods and/or services. Vendor Addresses See Order‐From Addresses and Remit‐To Addresses. Vendor File A record of all attributes, dollar data, and control information for all vendors. K:\FA\DOC\WRKNPRCS\FinAcct\FinAcctcurrNF.docx Last revised: 2/28/2011 2:05 PM Financial Accounting User Manual Page X‐34 
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