Home

Departmental Budget Request User`s Manual

1. 11 11 Cancelling a Request recette 11 11 DBR Inquiry Screen 521 Basic Steps de MM TE Il 15 gury Process was dent tota etl So Un Il 15 DBR Auto Approval Screen 526 Basic Steps ES Il 18 Auto Approval PIOGGSS cte roe pete Il 18 Processing Office SelUp cc oria 11 19 m 11 19 DBR Restricted Pools Screen 527 EOE E PC rm Il 22 Restricted Pools Process ise edendo en de nex eld esito ipai don Il 22 Departmental Budget Request User s Manual Page 1 5 Table of Contents PART Departmental Budget Request cont d PAGE DBR Account Access Maintenance Screen 528 siiercucn Ae c c EA Il 24 Account Access Maintenance Process Il 24 DBR Processing Office Routing Path Table Screen 529 EET Il 28 Account to Routing Path Rules test Fo ies eer e ER nere Il 28 Processing Lc Il 28 DBR Processing Office Corrections Screen 910 Routing Document 11 31 Correction us oe 11 31 Tables DBR Transaction Descriptor assis itte Il 33 DBR Justification Code o oie ete m reete Il 33
2. Processing Office Routing Path Table Budget Fiscal Office Set up Screen 529 if you want to route Justification Code or Account Range 529 DBR Processing Office Routing Path Table 01 15 09 14 58 FY 2009 cc 02 Screen Fiscal Year 2009 Create Flag Y Source Exp Source Account Range Account Range DBR Path DBR Path 020000 039999 GL ACCOUNT 270000 289999 ACCTDIR 074000 076999 ENDOWMENT 290000 299999 1 080000 089999 PLANT 300000 399999 ACCTDIR 120000 149999 1 461000 461999 CONTRACTS 150000 151999 VPFINANCE 500000 559999 GIFTS 152000 169999 1 600000 659999 FAl 179000 179999 VPFINANCE 800000 899999 PLANT 200000 234999 VPFINANCE 200000 399999 REVENUE 235000 235999 CONTRACTS 240000 259999 1 260000 269999 ACCTDIR kkkkkkkkkkkkkkkkk End of data doekdedekkekekeekek Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help E E E E E R E E E Dollar Limit for Corrections Table FAMIS Services Optionally set up the Processing Office Dollar limit for Corrections on Screen 853 DBR CORR LIMIT The default is blank which is 99 cents with no entry necessary or you can add a record to indicate another dollar amount One and only one record is established per campus code Send your choice for dollar limit to famishelp tamu edu Page 111 4 Departmental Budget Request User s Manual DBR
3. Screen 526 DBR Auto Approval Table 526 DBR Auto Approval 10 11 07 11 11 FY 2008 cc 02 Screen ___ Fiscal Year 2008 Limit 100 000 Path 926 AUTO APP Sub Source Acct Destination Dept Dept Allow 120000 139999 120000 139999 kkkkk KEKKK Y 144000 144999 144000 144999 kkkkk KKKKK 153000 154999 153000 154999 KKKKK 155000 156999 155000 156999 KKKKK 158000 159999 158000 159999 kkkkk 235000 235999 235000 235999 kkkkk KEKKK 240000 249999 240000 249999 kkkkk 250000 259999 250000 259999 kkkkk kkkkk 290000 299999 290000 299999 kkkkk F KKKKKKKK End of Data Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help BASIC STEPS Advance to Screen 526 Enter a valid fiscal year on the Action Line Make modifications as needed AuTO APPROVAL PROCESS DBR always route through the department and exec level if used However certain DBRs may be eligible for auto approval at the Processing Office First the DBR total must be under or equal to the limit posted on the screen Page 11 18 Departmental Budget Request User s Manual Screen 526 Inquiry to Auto Approval To request changes to this value please submit a C E For example the limit may be 100 000 Second the source and the destination accounts on the DBR must match an entry on this table and the allow flag must be set to Y If there are 2 or more li
4. 020070 021064 021070 652942 00000 130520 00000 022515 021179 021001 027050 225150 00000 225150 00000 225150 00000 130502 00000 oe 200700 00000 210640 00000 210700 00000 653195 00000 130507 00000 225150 00000 211790 00000 210010 00000 270500 00000 226000 00000 226010 00000 ADMN 226020 00000 134301 00000 CSCN Press ENTER to view more Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Left Right ADMN ADMN ADMN ADMN ADMN ADMN ADMN 149200 61308 139700 6433 Screen 521 Dept Budget Request Inquiry Panel 2 10 10 07 11 17 FY 2007 cc 02 As Src Dest S Source Show Pending Only _ 521 DBR Inquiry Account 241102 Dept SDept CLAR_ Screen MORE Page 11 14 Description TRANSFER FUND B TRSF FM FUND BA TRSF FM FUND BA CONDENSE CRS CE TRSF FROM HABER TRANSER FUND BA TRANSFER FUND B TRANSFER FUND B TRSF FM FUND BA TRANSFER FOR DE TRANSFER FOR DE TRANSFER FOR DE TRANSER TO 1343 Hmenu Help Route Doc DBR02U700202 DBR02U700254 DBR02U700255 DBR02U700383 DBRO2U700191 DBR02U700209 DBR02U700210 DBR02U700211 DBR02U700265 DBR02U700430 DBR02U700430 DBR02U700430 DBR02U700792 1 Rte Status Press ENTER to view more Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PFl1 PF12 Created by 09 14 2006 09 18 2006 09 18 2006 09 26 2006 09 14 2006 09 15 2006 09 15 2006 09
5. If this is the desired outcome a second request can be created to move the new expense budget from one account to another The SL subcode on either the source account or the destination accounts must be a pool on the Account ABR or designated as line item budget A pool or line item budget cannot be frozen An account designated as a GEB generate expense budget cannot be used as the source account with a revenue pool If any budget exists the nightly batch process should sweep this revenue budget down to expense budget A GEB account can be used on requests when used with expense pools Only over realized revenue budget can be moved to expense budget This means that revenue must have been received and booked to be valid on a DBR Departmental Budget Request User s Manual Departmental Budget Request Basic Concepts e The source or destination accounts cannot be marked frozen deleted or dropped NOTES are required on the document when the Justification Code chosen is flagged such by FAMIS Services Posting errors can still occur even though the DBR document was checked when it was closed Since the routing process moves the document from desk to desk seeking approval the required approvals may take hours or even days An intervening process another DBR request other transactions posted online or the nightly batch process can change the financial position of the source account These conditions will be caught when
6. 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 Accounting System The first 6 positions identify the specific account while the last four positions identify the account control for a balance sheet account GL and the object code for a revenue or expenditure account SL Accounts Payable An application of the Financial Records System AP processes vendor payments and keeps track of financial activity involving vendors Action Context Line The screen line usually fourth from the top or lines where the screen to be accessed and the key of the data to be addressed are input and displayed Departmental Budget Request Manual Alias A commonly used name for a customer other than the formal customer name primary name that prints on the check The Purchasing System also offers a commodity alias name and permits you to define any number of alias names once a vendor has been created AP See Accounts Payable Attributes Descriptive data associated with a record Examples are school department function name and responsible person Attributes support a variety of sophisticated reporting techniques Automatic Budget Reallocation ABR When transactions are entered a process by which the system automatically transfers budget dollars from predefined budget pools to specific object codes Bank Transf
7. fund to another Page IV 12 J JCL See Job Control Language Job Control Language A problem oriented language used in IBM that expresses the statements of a processing job It is also used to identify the job or describe its requirements usually to an operating system Journal Entry A non cash transfer of dollars between two or more accounts L Ledger A collection of account records for an organization FRS contains two ledgers the GL balance sheet and the SL revenue and expense See also General Ledger and Subsidiary Ledger Liability Account In AP a GL account that is credited for the liability when a voucher is processed Any GL account that accepts a transaction creating a liability Map Code A five digit attribute code in an SL account indicating the GL Fund ID to which it relates Memo Bank Account An account that represents the balances of deposits for operating accounts Menu A screen containing a list of available processes screens or other menus N Name Rotation A feature that allows users to print a vendor name in one format on checks and then rotate it to another format for sorting on reports on on line searching Departmental Budget Request Manual Object Code A four digit number identifying specific items of revenue expense P Parameter A variable that is assigned a constant value for a specific purpose or process It provides the user with defined choices for re
8. often used to clear or refresh the screen before typing Departmental Budget Request Manual Page IV 3 INSTRUCTIONS cont d 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 3 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 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 ACT
9. whether or not the pool is allowed By default all pools are allowed See Screen 527 for more information DBR Account Access Maintenance Table Screen 528 Lists of account ranges that allow deny or restrict transfers from one account to another are established with this table Some basic rules apply to all campuses but each campus can determine which account ranges are valid for them This table can be used to deny GL GL fund transfers See Screen 528 for more information DBR Processing Office Paths Screen 926 A DBR Processing Office must be created to handle the DBR documents When the DBR Processing Office is defined on Screen 940 a default path is created on Screen 926 You can make changes to the default path but not delete it Other DBR Processing Office paths based on account ranges can be defined using Screen 529 and or Screen 526 Path names defined on Screen 529 526 must be entered on Screen 926 to complete the definition DBR Processing Office Routing Table Screen 529 This table allows you to create routing paths for DBR documents based on a selection of factors There are three different ways to define a routing path for a range of accounts One way is to give the range of accounts and name the path Secondly you can give a range of accounts enter one of the justification codes and the path name Lastly you can select only Expenses or Revenues to follow the named path Routing amp Approvals uses t
10. 003 006 are run with the Post option At that time a flag is to set to indicate that DBR documents can no long be created and modified in the old year You can see the flag on Screen 529 It is preferable to complete or cancel all pending requests in the old year Pending requests include all IP in process RE and CL closed documents whether they are routed or not When the budget roll forward programs are run the Auto Cancel program is run This cancellation sweeps all old year requests and cancels both the routing documents if they exist and the DBR documents couple of tools assist you in monitoring the pending transactions during this time Canopy inquiry or FRS Screen 521 can be used to review all pending transactions by an account or department A batch report FBAR522 can also be requested Departmental Budget Request User s Manual Page 3 Departmental Budget Request Basic Concepts During Month 13 processing all Auto approval functionality is suspended and all DBR documents route through the Processing Office default path To facilitate processing DBR documents in two fiscal years there are some differences in the way FAMIS Security works during the period Those users with Fiscal Year access equal to FY UPDATE CCCC normally would not be allowed to create and modify documents in the old year FAMIS security does allow this access to old year documents until the budget roll forward progra
11. 15 2006 09 19 2006 09 28 2006 09 28 2006 09 28 2006 10 06 2006 kkk Departmental Budget Request User s Manual GUNNERSON GARY G NOVELL NANCY N NOVELL NANCY N STANTON SUSIE S NOVELL NANCY N GUNNERSON GARY GUNNERSON GARY GUNNERSON GARY NOVELL NANCY N GUNNERSON GARY GUNNERSON GARY GUNNERSON GARY GUNNERSON GARY Left Right Screen 521 Departmental Budget Request Inquiry BASIC STEPS Advance to Screen 521 Enter a valid account number on the Action Line or Enter a valid dept or dept and sub dept on the Action Line Change the Source Dest as desired Type to show pending only or leave field blank for ALL requests Press ENTER to display list of documents Select a document and press ENTER to proceed to Screen 520 INQUIRY PROCESS This screen lists DBR documents from either the source or the destination point of view You may look for requests by a specific account or department So to effectively use this screen you need to know whether your account or department is giving budget funds or getting budget funds If you are looking to receive budget type D as the Src Dest direction Conversely if you are inquiring about giving budget type S as the Src Dest direction You can filter the results to show only those requests that are pending Pending requests are IP In process RE reopened or CL closed statuses and have not achieved final approval and consequently
12. 25 characters Shows the source account title Dept 4 characters Identifies the department on the source account SDept 4 characters Displays the subdepartment on the source account Destinations 15 digits maximum 10 entries Identifies the receiving account s Entry Required Amount 15 digits Entry Required Displays the request amount Title 25 characters Shows the account title Dept 5 characters Identifies the department on the account SDept 5 characters Displays the subdepartment on the account Del 1 character Type Y or X to delete Created 30 digits characters Page 11 12 Shows the user name and date the budget request was created Departmental Budget Request User s Manual Screen 520 Departmental Budget Request Create Modify FIELD DESCRIPTIONS CONT D Changed Additional Functions PF KEYS PF4 PDFs PF5 NOTE PF6 FYI PF7 REFs PF8 Clse PF 9 Rout PF 10 Reop PF 11 Canc 30 digits characters Displays the user name and date the budget request was last modified See the Appendix for explanations of the standard PF Keys PDF Attachments Lists documents in PDF form that have been attached You can only view the attachments using CANOPY Notes Use this key to review add or modify any additional notes If notes exist a screen label NOTES will appear at the top of the screen Required if justification code is Other For Your Informa
13. Implementation Task List DBR Processing Office Budget Fiscal Office Create the DBR Office on Screen 940 as follows Y in the Processing View DBR Office as the View Name 940 Office Create Modify 01 15 09 15 00 Cees Screen Office DBR OFFICE Description DBR PROCESSING OFFICE Manager UIN 999999999 FUNK BAXTER KATHRYN Delegates UIN 999999999 GARZA LISA R 999999999 KNIGHT SHELLEY R Default Signer UIN 999999999 WEDGEWORTH KEMBERLY E Comments Y N View Name Executive View Processing View Y DBR OFFICE Must be unique with the Campus code Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help AUDIT DBR Transaction Description FAMIS Services Optionally to change the transaction description to Document Summary submit Change Enhancement Form found on the FAMIS website Standard Description Once a DBR creates the 02x and 06x transactions the transaction description is constructed using the Justification CD source and destination accounts This description is standard and displays with DBR document number followed by the date of the transaction Next is the justification code OT for Other followed by the From Account the word To and then the To Account For example 0800299 09 25 OT 242093 To242094 172 500 00 Another Option for Description Option 2 is to use the Document Summary entered on Screen 520 This field will be passe
14. P PASS THRU End of list Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Names Page 6 Departmental Budget Request User s Manual DBR Implementation Task List Set the Allow Flag Budget Fiscal Office Set up Allow DBR flag on Screen 860 to allow the departmental access In training the flags can be set in batch send instructions to famishelp tamu edu if desired XXDBRTRN Batch Report Budget Fiscal Office f desired request FBAR522 Departmental Budget Request Items by Dept Sub Dept for a list of DBR documents by department You can choose parameters to show pending or to show all DBR documents This report displays information as seen on screen 521 f desired request FBAR526 Auto Approved Departmental Budget Requests DBR for a list of the DBR documents approved by the Auto Approval process Source K FA DOC WRKNPRCS DBR DBR Implementation Task List doc Departmental Budget Request User s Manual Page 111 7 DBR Implementation Task List Page 111 8 Departmental Budget Request User s Manual Page 2 Departmental Budget Request Manual 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 EMUL
15. Y Other Part Sub Dept Dept View CHEMISTRY Hit PF10 Exec Office FFX Comments N Dept Expiration Date Exec View Hit lt 11 gt Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help Audit Dload GenCm FFXCm DBR Auto Approvals Screen 526 DBR documents that are within the same college or division and exec level may be eligible for expedited approvals at the DBR Processing Office Auto Approvals are a Processing Office function that occurs after department level routing Screen 526 is used to define the auto approve path AUTO APP these documents will take and also the dollar limit that the auto approving DBR must be under or equal to Source and Destination account ranges that are eligible for auto approval are displayed See Screen 526 for more information The limit is whole dollars for example 100 000 To establish or change the DBR Auto Approval Dollar Limit Table value submit a Change Enhancement form through the FAMIS website http Awww tamus edu offices famis Tech Note Screen 853 DBR AUTO APP on CC includes both the Processing Office path and limit Page 11 34 Departmental Budget Request User s Manual Screen 860 Other Tables DBR Restricted Pool Maintenance Table Screen 527 Certain budget pools are restricted from DBR usage if desired using Screen 527 This screen lists the pools the accounts the direction of the transfer and
16. bypass on an individual voucher basis controls that were previously set for all vouchers Claim On Cash The share of ownership that an account has in the institution s Moines Clearing Account A temporary summary account such as a payroll account which is periodically set to zero COA See Chart of Accounts Compound Journal Entry A two sided transaction that posts debits and credits Context The information that identifies the record being displayed or to be displayed by the system Page IV 10 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 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 which assists the user by providing immediate information about any particular field on a screen Data Entry A means for adding information into the system Default
17. can now be entered The request must be closed and routed again Canceling a Request You can cancel any request that is not in routing by pressing PF11 However if you wish to cancel the document already in routing the routing document must first be rejected or creator recalled A cancelled request cannot be reopened or closed or routed FiELD DESCRIPTIONS Action Line Doc 7 character digits Entry Required Enter zero to create the document or enter the desired document number to be modified Comprised of a prefix 1 digit year 1 digit sequence 5 digits Screen Information Doc FY 4 digits Displays the fiscal year the document was created Status 2 characters Shows the status of the document Total Amount 15 digits Identifies the total amount of the request Summary 35 characters Entry Required Displays the document summary Route Doc 15 characters Displays an associated routing document and status if one exists Departmental Budget Request User s Manual Page 11 11 Screen 520 Departmental Budget Request Create Modify FiELD DESCRIPTIONS CONT D Justify Source Account Destination Account 38 characters Help Available Shows the justification code and text For example CD Cover Deficit DP Dock Pay OT Other See Notes 15 digits Identifies the source account number s Amount 15 digits Entry Required Displays the amount from the source account Title
18. 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 2 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 PF4 Exit ESCAPING FROM PoP UP WINDOW When 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 Departmental Budget Request Manual Page 5 INSTRUCTIONS cont d Field Help Using The F2 Program Function Key Page IV 6 On selected fields additional information can be displayed using the F2 program function key This HELP information is accessed by moving the cursor to the field in question and pressing the F2 Key Screen 2 GL 6 Digit 002 GL 6 Digit 11 24 97 12 05 FY 1997 CC AA Screen Account 032365 NAVARRO INC Account Title NAVARRO INC Resp Person 4uuuuuuu9 SOMMERS SHEILA Old Acct Year end Process
19. these account combinations e GL to GL Cash transfer a 060 transaction e SL to GL Budget transfer by a one sided C redit 021 transaction The SL is the source of funds budget is reduced If the SL is mapped to a different GL an additional cash transfer is done e GL SL Budget transfer by a one sided D ebit 021 transaction The SL is the destination account so budget is increased If the SL is mapped to a different GL an additional cash transfer is done SL to SL including support accounts Budget transfer 022 transaction If the SLs map to different GLs an additional cash transfer is done Note The Account Access Maintenance Table can be used to limit the allowed transaction combinations The example below shows how to eliminate ALL GL combinations for your campus See Screen 528 information Screen 528 DBR Account Access Maintenance 528 DBR Account Access Maintenance 11 11 05 13 21 FY 2006 CC SA Screen ___ Fiscal Year 2006 Access Type _ Src Dest Order S Start From F Source of Funds Budget Destination Range Access 000000 thru 099999 000000 thru 999999 N 100000 999999 000000 099999 N End of Data Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp These rules seen above prohibit all GL fund balance transfers Departmental Budget Request User s Manual P
20. 2 PF3 PF4 PE5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help BASIC STEPS Advance to Screen 528 Enter the desired fiscal year on the Action Line Include additional information in the fields provided and press ENTER Make modifications as needed ACCOUNT ACCESS MAINTENANCE PROCESS Source accounts and Destination accounts combinations must be granted access on this table before a DBR can successfully use them This table controls what accounts are allowed and not allowed to transfer budget There are 3 types of access Allowed Y Not Allowed N and Restricted R Page 11 24 Departmental Budget Request User s Manual Screen 528 Departmental Budget Request Access Maintenance ACCOUNT ACCESS MAINTENANCE PROCESS CONT D The default for budget transfer is N or No If there is no entry on this table for an account or range of accounts then there is an implied No and the transactions cannot be made Restricted R is a special version of Y The R implies N rules and allows the transfers through if both sides match The table can be used without R s A Y rule and a set of N rules can accomplish the same thing When creating or modifying a request on Screen 520 the rules are applied in a specific order If the source and destination account are found within a Not allowed rule an error message displays and that source destination combination cannot be used If th
21. 520 Dept Budget Request Create Modify 01 22 09 10 50 NOTES FYIs FY 2009 cc 02 Screen 0901983 Doc FY 2009 Status CO Total Amount 94 547 00 Summary For Library Vend Copiers Expenses Route Doc 020901983 Final Justify FB TRANSFER FROM FUND BALANCE Source Account Amount Title Dept SDept 021453 00000 94547 00 LIBRARY STUDENT LIBRARY LIBR Destinations 214530 00000 1000 6747 00 LIBRARY STUDENT LIBRARY LIBR 214530 26000 1000 87800 00 VEND COPIERS LIBR Created 11 10 2008 CLARK CHARLES C Changed 11 14 2008 1 2 4 5 6 7 8 9 10 11 12 Hmenu Help PDFs NOTE FYI REFs 1 Rout BASIC STEPS e Advance to Screen 520 Enter zero to create the document or enter the desired document number to be modified on the Action Line and press ENTER e Add or modify information in the fields available and press ENTER Press PF9 to route the document you will be prompted to close the document CREATE MODIFY PROCESS As a creator you use this screen to create or modify a DBR document Once the request is ready you then send it to your departmental routing path for approval Creating a New Request Begin a new DBR document by typing U0 NEW or 0 on the Action Line field labeled Doc You must have screen and entity security access Departmental Budget Request
22. ATION 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
23. DIR _ 100000 _ 2ND LEVEL PASS THRU AUTO APP I FA1 DESK__ P PASS THRU CONTRACTS CONT DESK P PASS THRU Press ENTER to view more entries Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help Names BASIC STEPS e Advance to Screen 529 Enter the desired fiscal year on the Action Line Type a valid function in the F field to add or modify the starting and ending account ranges expense or revenue and a routing path Press ENTER to record rules entered ACCOUNT TO ROUTING PATH RULES The account ranges for expense revenue and a specific justification code cannot overlap e Multiple entries can point to the same path These DBR path names are used on Screen 926 to define the path for the accounts within the range PROCESSING PATH The Pass Thru status P desk is unique to DBR processing This desk is established to capture any errors in posting the budget transactions The primary and substitute people assigned to this desk can see the errors and decide how to handle the items that route there The DBR Processing Path requires one desk on the path with type P This designates a posting desk Normally documents pass briefly through this desk on their way to final approval If a post fails the document stays on the desk Page 11 28 Departmental Budget Request User s Manual Screen 529 Processing Office Routing Path T
24. Department Table Maintenance Screen 860 Il 34 DBR Auto Approvals Screen 526 Il 34 DBR Restricted Pool Maintenance Table Screen 527 Il 35 DBR Account Access Maintenance Table Screen 528 Il 35 DBR Processing Office Paths Screen 926 Il 35 DBR Processing Office Routing Table Screen 529 Il 35 DBR Processing Office Dollar 35 PART III DBR Implementation Implementation Task 111 3 PARTIV APPENDIX laute Mc DU IV 3 M IV 9 Page 1 6 Departmental Budget Request User s Manual Overview DEPARTMENTAL BUDGET REQUEST DBR Within FRS a Departmental Budget Request DBR provides a way to automate the budget and fund transfers at the departmental level Requests to move budget or funds from one account source to another destination are initiated by the source department i e the giving account The documents are routed through the source department s routing and approval paths seeking the required electronic approvals Ultimately the request will post 02x and 06x transactions after the final electronic approval is satisfied at the Processing Office level Overall benefits of the DBR documen
25. F Reclassify _ Reporting Group Aux Code Fund Group FG Sub Fund Group DF Sub Sub GP Function __ Default Bank 00001 Override Y SL Mapped Count 1 Alternate Banks 00002 Security The first help screen describes the field pressing ENTER will display the valid values for the field DESCRIPTION DESIGNATES DEPARTMENTS WITHIN SCHOOLS OR UNITS FOR WHICH FISCAL REPORTS WILL BE NECESSARY I E CHEMISTRY DEPARTMENT ADMINISTRATION AND COUNSELOR EDUCATION ACADEMIC COMPUTING CENTER ACADEMIC COMPUTING SERVICES ACCOUNTING ADULT amp EXTENSION EDUCATION ADULT LITERACY amp LEARNING CEN alue Menu IASYS DEPT Default value is IAFRS GENERAL SUBSIDIARY FG FS DEPT Departmental Budget Request Manual CJ INSTRUCTIONS cont d CJ Question Mark and Asterisk Help FAMIS also provides information about selected fields through the Question Mark Help facility This HELP information may be accessed by typing a question mark in the field in question and pressing the ENTER key In some instances typing an asterisk will provide additional information for a field A pop up window is displayed with the valid values for the field By placing an X next to the desired value that value is passed to the main screen This is the Passback feature Screen 002 GL 6 Digit 002 GL 6 Digit Screen Account 032365 Account Title NAVARRO INC NAVARRO 11 24 97 13 09 FY 1997 CC AA I
26. FAMIS DEPARTMENTAL BUDGET REQUEST MANUAL Version 1 4 February 2009 o 2009 Texas A amp M University System All Rights Reserved Page 1 2 Departmental Budget Request User s Manual INTRODUCTION The purpose of this manual is to assist in understanding departmental budget requests procedures in the 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 Financial Accounting Accounts Payable Purchasing Receiving Fixed Assets and Sponsored Research Manuals for these applications are being developed or are currently available By utilizing the information and guidelines contained in this manual a user should be able to process reports and programs required at the end of the fiscal year and to prepare for closing procedures The FAMIS User Manuals are in a constant state of revision due to screen updates changes in procedures or any one of a multitude of reasons If you would like to make suggestions or call attention to errors please contact us at 979 458 6450 or copy the page with the error note the correction or suggestion and send it to College Station based FAMIS Services Texas A amp M University System 1144 TAMU College Station TX 77843 1144 Non College Station bas
27. ION LINE CONTEXT Page IV 4 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 Departmental Budget Request Manual INSTRUCTIONS cont d The lt gt 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 F0002 Record has been successfully added 002 GL 6 Digit 03 03 94 14 56 9 FY 1994 CC Screen Account 032365 NAVARRO INC Account Title NAVARRO INC 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
28. N LIMITS The pool code can be changed to another pool code The dollar limit established by your campus controls how much the dollar amount can be altered The default dollar amount is 1 00 one dollar FAMIS defaults all transfers as Non Mandatory However you can re categorize it as a Mandatory transfer PF12 Corrections Window Document Item Corrections Document U660028 Total 100 00 Source Account 311001 11000 9600 Justification Code CD COVER DEFICIT Item Destination Account Item Amount Mandatory 311002 00000 9600 311003 00000 9600 Total PF3 Back to Cvr PF4 Exit Departmental Budget Request User s Manual Page 11 31 Screen 910 Processing Office Corrections BASIC STEPS Advance to Screen 910 Select a DBR document that requires approval and press ENTER From the DBR Document Cover Sheet Press PF12 to open the corrections window FiELD DESCRIPTIONS PF12 Corrections Pop Up Window Screen Information CC 2 digits Shows the campus code for the document Document 7 character digits Displays the document number Total 15 digits Indicates the total item amount Source Account 4 digits Displays the Subcode Pool account number Justification Code 25 characters Shows the justification code and text Item 1 digit Identifies the item number Destination Account 15 digits Displays the Subcode Pool account number Item Amount 14 digits Indica
29. NC Resp Person 4uuuuuuu9 SOMMERS SHEILA 5 Year end Process F Reclassify Fund Group FG Sub Fund Group DF 00001 00002 Default Bank Alternate Banks Override Y Reporting Group __ Old Acct Aux Code Sub Sub GP Function __ SL Mapped Count 1 Security Dept ELEN S Dept Exec Div Primary AA CD Secondary EPI Long Title NAVARRO INC ENDOWMENT Coll Mail Cd Stmt EN C3128 Y Account Letter Y Setup Date 02 28 1994 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Departmental Budget Request Manual Page IV 7 INSTRUCTIONS cont d Page 8 Departmental Budget Request Manual 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
30. Page 11 36 Departmental Budget Request User s Manual DEPARTMENTAL BUDGET REQUEST IMPLEMENTATION Page 111 2 Departmental Budget Request User s Manual DBR Implementation Task List Security Security Officers Add Screen Access Screen 520 Dept Budget Request Create Modify Give Update Access to create a new or modify an existing DBR Give Inquiry Access to view an existing DBR Screen 521 DBR Inquiry Give Inquiry Access to view DBR documents Screen 527 DBR Budget Pool Table Give Update Access to set up the rules for budget pools Give Inquiry Access to view the budget pool rules Screen 528 DBR Account Access Maintenance Give Update Access to set and maintain the account access rules Give Inquiry Access to view the account access rules Screen 529 DBR Processing Office Routing Path Table Give Update Access to set the Routing Path Designation by account ranges Give Inquiry Access to view Routing Path Designation Add Entity Security Use entity DBR or D They currently are the same 07 05 Update access is required to create or modify documents on Screen 520 Inquiry access is required to review documents on Screen 520 or Screen 521 Budget Pool Table Rules Budget Fiscal Office Set up Screen 527 DBR Budget Pool Table with the budget pool rules 527 DBR Budget Pool Table 01 15 09 14 57 FY 2009 cC 15 Screen Fiscal Year 2009 Used as Source If a pool account combination Pool Account Ra
31. S Action Line Fiscal Year Screen Information Limit Path 926 Source Acct Destination Exec Lvl Div Col Dept Sub Dept Page 11 20 4 digits Enter the desired fiscal year 8 digits Displays the dollar limit for auto approval Budget requests over this limit cannot use auto approvals 10 characters Shows the name of the auto approval path that was set up on Screen 926 1 character Enter a function code U A or D U Update existing records A Add a new record D Delete a record 6 digits each Enter the starting and ending account numbers of the account range 6 digits each Enter the starting and ending account numbers of the account range 2 characters Include the Executive level office responsible for the account 2 characters Designate the division using the account 2 characters Identify the school college using account 5 characters Enter the department responsible for the account 5 characters Designate a sub grouping for departments using the account Entry Required Entry Required Entry Required Entry Required Departmental Budget Request User s Manual Screen 526 Inquiry to Auto Approval FiELD DESCRIPTIONS CONT D Allow 1 character Entry Required Y Allowed to auto approve N Not eligible for auto approval Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys De
32. The value that the system will assign if no other value is entered Delete Flag A data element whose condition signifies that a document will be permanently removed from the database during the next archive cycle Diagnostic Message HELP An on line feature which assists the user with data entry by providing an explanation of a message and the appropriate action to take Departmental Budget Request Manual Diagnostics The messages that describe the results of processing These messages may indicate an error and provide information about a process by noting what action to take to correct the error Digit 3 of TC The third digit of the Transaction Code Entry Code which specifies the type of transaction Discount Account The account credited for discounts taken by the system when a check is written Discount Table A table containing user defined values representing discount terms for vendors Dollar Data A record of the dollar amount and the type of financial transactions posted to an account Dollar Limit A code used in Accounts Payable to specify a check amount If the amount of a vendor s check is greater than this value the check will not be generated Drop Flag A data element whose condition signifies that a document is to be removed from the data base immediately E Encumbrance An obligation incurred in the form of a purchase order or contract Also referred to as an open commitment Endowment Funds
33. User s Manual Page 11 9 Screen 520 Departmental Budget Request Create Modify After entering a summary and selecting a justification code type for a list you enter the account information You must enter at least the 6 digit source account and if the account is an SL you must also enter a valid pool from the account ABR or one designated as a line item budget If the account is a GL no account control is required the system will generate it at posting time after all approvals have been satisfied Note that you can only enter a single source account If multiple source accounts are needed multiple requests must be created Enter a positive amount into the source account amount field This field will match the total amount field and cannot be negative Negative amounts reversals or trying to move money from a destination account into a source account are not allowed Only over realized revenue can be included Next you must add at least one maximum of 10 destination account s to the request The destination account can be the same SL as the source account but the pools or support account must be different Once you have successfully added a destination account the system will assign the document id The status is now IP in process Additional notes PF5 required if the justification is OT can be added at this time You may add specific individuals to the destination FYI list PF6 Those listed will rec
34. able Workers on this desk are able to 1 reject the document back to the department posting failure cannot be will not be corrected or 2 approve it If approved from this desk it tries to post again Posting errors occur for many reasons such as when budgets are no longer available accounts or pools have been frozen or default banks are invalid Once the document has posted the approval is accepted and the document reaches Final status FiELD DESCRIPTIONS Action Line Fiscal Year 4 digits Entry Required Enter the desired fiscal year Screen Information Create Flag 1 character The default is Y This flag is set when tables are rolled forward to the new fiscal year YU800 YearEnd amp Alltables This flag is only necessary when 2 fiscal years are open During 13 month it controls how long to keep the old year open for documents to be created N is displayed when documents not be created It is set to N when the budget roll forward jobs 002 003 and 006 are processed or 13 month is closed F character Entry Required Enter a function code U Update existing records A Add a new record D Delete a record Source Account Range Start 6 digits Enter the starting account number of the account range End 6 digits Enter the ending account number of the account range JC 2 digits Include a justification code Departmental Budget Request Manual Page 11 29 Scr
35. age 11 5 Departmental Budget Request Basic Concepts TRANSACTION LIMITATIONS The basic transaction created from a DBR is a Budget Transaction 02X and standard system rules apply to successfully post these transactions However a DBR has extra limitations built into the DBR creation screen Screen 520 Certain conditions are NOT allowed and an error message will be displayed Page 11 6 The document creator must have screen access and entity access to the source account The source account to destination account combination must be permitted through Screen 528 Account combinations not listed or explicitly prohibited on Screen 528 will be denied In most cases the account pool must have sufficient budget to cover the request The DBR document does not look at the budget allow flag on Screen 6 in FRS There is no DBR budget override available and a transaction is not allowed to drive a pool negative Use the budget transactions screens in FRS to make a budget entry that will drive an account negative A non alcohol enabled account cannot transfer budget to an alcohol enabled account An alcohol enabled account is one where the alcohol subcode 6341 is permitted on the account through Screen 8 or through the global subcode edit table Screen 803 If the source of funds is from the revenue pool 0001 the destination account must be the same pool 0001 One cannot transfer revenue budget to expense budget between different accounts
36. d along to every transaction that the DBR creates One will still be able to see from and to accounts by reviewing the offset account field Tech Note Screen 853 DBR TRAN DESC on CC Departmental Budget Request User s Manual Page 111 5 DBR Implementation Task List DBR Document Prefix FAMIS Services Set up the DBR document prefix record on Screen 854 Type Dept Budget Prefix U Run the FBDU258 to create new numbers for the prefix DBR Document Form FAMIS Services Set up Screen 950 for new Form DBR DBR Justification Codes FAMIS Services These codes are specific to your campus Extra notes can be required for any code example OT Other see notes Send your justification codes to famishelp tamu edu Set up Screen 899 for IAFRS BR HDR JUSTIFICATION CD Set codes to require notes PF10 right place X in the first column Routing and Approval Paths Set up Department Routing Desks and Paths Budget Fiscal Office Set up Processing Office Desks Paths Due to special requirements for the processing desks please contact famishelp Qtamu edu to assist with this setup 926 Processing Paths Create Modify 01 15 09 14 55 Ce 15 5 Office DBR OFFICE View DBR OFFICE Description Processing office view Office Mgr FUNK BAXTER KATHRYN F Form Path Category Status and Desks APPROVER P PASS THRU _ 1 P PASS THRU _ 2 P PASS THRU ACCT3
37. d prohibit a small section of ledger 1 accounts from giving budget to any account Rule 6 would generally allow transfers between ledger 1 accounts Rule O would force transfers from 136XXX account to remain within 136XXX accounts Departmental Budget Request User s Manual Page 11 25 Screen 528 Departmental Budget Request Access Maintenance FiELD DESCRIPTIONS Action Line Fiscal Year 4 digits Entry Required Enter the desired fiscal year Access Type 1 character Show records by access type For example BLANK all records Y Show only allow records N Show only not allow records R Show only restrict records Src Dest Order 1 character Type S to display the records in source account order Type D to display the records in destination account order Start From 6 digits Enter the starting account number or beginning digits to reposition the display from that value Screen Information F 1 character Entry Required Enter a function code U Update existing records A Add a new record D Delete a record Source of Funds 6 digits each Entry Required Funds Budget Include the account range for the giving accounts Destination 6 digits each Entry Required Range Enter the account range for the receiving accounts Access 1 character Entry Required Enter the type of access Y generally Allowed R Restricted N Not allowed Additional Functions PF KEYS See the Appendix for explanations
38. e source or destination is found within a Restricted rule BOTH the source and destination must be on a Restricted rule If the accounts are both found on a Restricted rule the source destination combination can be used otherwise it cannot Lastly the accounts must be found on an Allowed rule otherwise the source destination combination cannot be used To summarize another way a The N no rules are checked first They explicitly deny a transfer so we know we can send up an error message b Next we check the R records The R s are a restricted or overrides of the Y yes records If either side source or destination accounts is listed in an R record both sides of the transfer must be on an R record This lets you narrow the focus down for example to individual accounts and saves you from maintaining the N rules that would accompany c Last we check the Y yes rules If the transfer is listed on a Y it is allowed d This means that the default answer to is this transfer allowed is NO If no records are found on the table the transfer is not allowed Screen 528 Examples F Source of Funds Budget Destination Range Access 000000 thru 099999 000000 thru 099999 N 121000 121999 000000 999999 N 100000 199999 100000 199999 Y gt 136000 136999 136000 136999 R Rule would prohibit GL to GL transfers Similar rules could prohibit SL to GL or GL to SL transfers Rule 9 woul
39. ed The Texas A amp M University System FAMIS Services A amp M System Building Suite 2180 200 Technology Way College Station TX 77845 3424 Departmental Budget Request User s Manual Page l 3 Page 1 4 Departmental Budget Request User s Manual Table of Contents PARTI INTRODUCTION PAGE bU Mec CCP 7 Reports Tor DBR Functionality do Rasse 1 8 er 1 8 PART II Departmental Budget Request Basic Concepts Il 3 Budget Request Life Il 3 irimial BUdgel S Il 4 Salary DAVIS Fette s eer ete iA 11 4 er E EO bod t 11 5 Transaction Limitations e st 11 6 Routing and Approvals irme Il 7 Departmental Desk Il 7 Executive Desk 2 222 1 Il 7 Processing Office Desk Participants Il 7 DBR Create Modify Screen 520 Basic aeri a E EAEE ERE a a aE E E EEA 11 9 Create Modify 11 9 Creating New 11 9 Closing and Routing the Il 10 Reopening and Modifying a
40. een 529 Processing Office Routing Path Table FiELD DESCRIPTIONS CONT D Exp or Rev 1 character Identify whether the accounts are Expense E or Revenue R DBR Path 10 characters digits Enter the name of the path to coordinate with the account range Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys Page 11 30 Departmental Budget Request User s Manual DBR Processing Office Corrections Special limited access to make changes to the original DBR document has been granted to approvers in the DBR Processing Office As a primary or substitute on a Processing Office desk you are able to modify the DBR document from the Inbox Document Coversheet The Corrections PFKEY PF12 allows you to modify the dollar amount pool or mandatory non mandatory flag on the DBR document Screen 910 Routing Document Coversheet Screen 03 24 06 11 09 Dept Budget Request Document Cover Sheet CC AB Action Routing Notes Exist Doc ID DBRABU660030 Route Status In Proc Rt Requested Action Approve Doc Summary Released by PS PATH 03 08 2006 JONES JONATHAN J DBR ID Description Dept Dept Name Justification Contact Person U660030 Total Amount PS PATH INRE Sub Dept INRE FAMIS SERVICES PAYING FOR SCHOLARSHIP JONES JONATHAN J 4 5 6 7 8 9 10 11 12 Exit NDoc Summ RHist Notes FYIs Itms Corr CORRECTIO
41. eive an FYI when the request has posted If no one is listed FYIs will be sent If you have a specific departmental ref number ref4 you may add it PF7 at this time Closing and Routing the Request Closing the document checks the transaction for posting correctness The transaction will not post at this time but any errors should be caught here instead of at the final approval within the Processing Office Once you have successfully closed the request the status becomes CL closed Routing sends a closed document on to the Department of the source account routing path You can also insert or FYA recipient at this time Closing and Initiating routing are two actions that can be taken together or separately If you press PF8 to close you will be given the choice to also route the document You can choose to route the document now or later Page 11 10 Departmental Budget Request User s Manual Screen 520 Departmental Budget Request Create Modify Reopening and Modifying a Request If the request is closed but not routed simply press PF10 to reopen the document However if the request has been routed it must be rejected or creator recalled within the Routing and Approval Screens 910 911 and 912 or on Canopy Once the routing document has been taken out of routing the request can be reopened on Screen 520 by pressing PF10 Once the document has been reopened the status will change to RE The changes
42. er 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 input to the system with a header record and control totals usually prepared by one person or subsystem feed Batch Interface A type of interface where one system generates transactions to be batched for input into another system BBA See Budget Balance Available Budget A plan of revenue and expenditures for an accounting period expressed in monetary terms Budget Balance Available BBA That portion of budget funds that is unspent and unencumbered Page IV 9 Glossary Appendix Budget Pool A budget summarized at significant levels of revenue or expense single pool of money defines for use by specific object codes C Canopy Web interface to FAMIS and BPP It contains your Routing and Approval document inbox and the same data as Screen 910 Cash Coins currency checks and anything else a bank will accept for immediate deposit Cash Disbursement A non vouchered payment for goods received services rendered reduction of debt or purchase of other assets Cash Receipt Cash received from cash sales collections on accounts receivable and sale of other assets Chart of Accounts A listing at the 6 digit level of all account numbers within the Financial Accounting System Check Override The capability to
43. have not posted Since not all pending requests are closed some pending requests may not have been released into routing On the other hand non pending requests are cancelled and completed documents The right panel PF11 will show the routing document FIELD DESCRIPTIONS Action Line Account 11 digits Entry Required Enter a valid account number As Src Dest 1 character Entry Required The default is S for Source requests D will find requests by destination accounts Dept SDept 2 fields 5 characters Help Available Include the desired department and or subdepartment code Departmental Budget Request User s Manual Page 11 15 Screen 521 Departmental Budget Request Inquiry FIELD DESCRIPTIONS CONT D Show Pending 1 character Only Enter Y to limit the display to the pending requests Screen Information Panel 1 S 1 character Type an X to select a document for display on Screen 520 Doc 7 character digits Displays the document number St 2 characters Identifies the status of the document Src of Funds 11 digits Identifies the source of funds Dept 5 characters Shows the department of the source account SDept 5 characters Displays the subdepartment of the source account Destination 11 digits Identifies the destination accounts Dept 5 characters Shows the department of the destination accounts SDept 5 characters Displays the subdepartment of the destination acco
44. he best path available so if a path has been specified on the Screen 529 table and or Screen 526 it will be used If there is no appropriate path defined on Screen 529 526 or no corresponding path on Screen 926 the DBR default path is used The DBR Processing Office paths must include some special desks in order to post the transactions properly This is covered during implementation Please contact famishelp tamu edu for more information on these special desks Departmental Budget Request Manual Page II 35 Screen 860 Other Tables DBR Processing Office Dollar Limit People on the desks in your DBR Processing Office have the ability to make limited changes to the DBR document through a PF key on the Routing Document Cover Sheet The default limit is 0 99 99 cents i e changes can be made up to 99 cents on each line item However if your campus Processing Office limit is set to 0 00 zero dollars no changes can be made to the document by the people in the Processing Office On the other hand if your campus Processing Office limit is set to 5 00 five dollars each line item amount of the request can be increased or decreased up to that amount To establish or change the DBR Processing Office Dollar Limit Table value submit a Change Enhancement form through the FAMIS website http www tamus edu offices famis Tech Note Screen 853 DBR CORR LIMIT on CC No entry is needed for the default amount
45. is screen The usage of the pool whether it is on the source of funds account or on the destination account is also required Page 11 22 Departmental Budget Request User s Manual Screen 526 Inquiry to Auto Approval All pools from your ABRs or subcodes designated as line item budgets do not have to be listed here If a pool is not listed it is assumed that the pool is OKAY to use Therefore most of the rules on this screen will consist of restricting pool usage access flag N However you may override restrictions by adding a Y record as seen above A subset of accounts is allowed to specify pool 1200 as a destination FIELD DESCRIPTIONS Action Line Fiscal Year Screen Information F Pool Account Range Used As Source Or Dest Allowed Additional Functions PF KEYS 4 digits Entry Required Enter the desired fiscal year 1 character Entry Required Enter a function code U A or D U Update existing records A Add a new record D Delete a record 4 digits Entry Required Include the ABR Pool or Line Item Budget 6 digits Entry Required Enter the starting and ending can be left blank account numbers of the account range 1 character Entry Required S Source account D Destination account B Both rule applies to S or D 1 character Identify if pool is allowed Y Pool can be used on a DBR N Pool cannot be used See the Append
46. ix for explanations of the standard PF Keys Departmental Budget Request User s Manual Page 11 23 Departmental Budget Request Account Access Maintenance Budget Requests are allowed denied or restricted based on the list of account ranges that allow deny or restrict transfers from one account to another Some basic rules apply to all campuses but each campus can determine which account ranges are valid for them Screen 528 provides a place to maintain which accounts are allowed or not allowed to transfer budget to other accounts within a fiscal year For example this table can be used to deny GL GL fund transfers Screen 528 DBR Account Access Maintenance 528 DBR Account Access Maintenance Screen Fiscal Year Source of Funds Budget 020000 thru 039999 020000 020000 074000 074000 080000 080000 102005 102005 102100 102100 120000 120000 120000 130000 039999 039999 076999 076999 089999 089999 102005 102005 102100 102100 139999 139999 899999 139999 Press ENTER for More Entries 2007 Access Type 10 11 07 11 13 2007 02 Src Dest Order S Start From Destination Range Access 020000 thru 039999 200000 800000 074000 500000 020000 200000 102005 120047 102100 144013 120000 149000 800000 163700 399999 899999 076999 659999 089999 899999 102005 120047 102100 144013 139999 149999 899999 163999 kkk KKKKKKKKKKKKKKK Enter PF1 PF
47. ms are run and DBR documents are no longer allowed in the old year Another issue for Year End processing is the ability to set the Global Budget Override Flag on Screen 843 At the beginning of a fiscal and before budgets are loaded to the new year DBR documents can bet many Insufficient Budget errors and not be able to be closed INITIAL BUDGET To establish Initial Budgets that post both a Revenue Budget and a matching Expense Budget enter the GL account in the Source Account and the SL as two entries on the destination account lines These transactions post to the SL account as two 021 transactions Revised Budget and is reflective of true accounting Note that the GL balance sheet is not affected however there are two postings to the 9xxxx Budget Accumulators for the GL account SALARY SAVINGS Faculty and Staff Salary Savings accounts are deficit budget at the beginning of the year TAMUCC uses the following procedure Enter a Dummy Budget amount that allows you to make the transfers Then use that amount as a reconciling item subtract the amount to report actual balances in those accounts Page 11 4 Departmental Budget Request User s Manual Departmental Budget Request Basic Concepts TRANSACTIONS ALLOWED DBR transactions can be viewed on all Account Transaction pages and screen in CANOPY and FAMIS DBR transactions are posted with 02x and 06x transaction codes A DBR can be created to move budget funds between
48. name on Screen 926 when establishing the Processing Office Paths Screen 529 DBR Account Routing Path Rules 529 DBR Processing Office Routing Path Table 10 11 07 10 30 FY 2007 cc 02 Screen Fiscal Year 2007 Create Flag Y Source Source Exp Account Range Account Range or Start End JC Rev DBR Path Start End JC Rev DBR Path hj 020000 039999 GL ACCOUNT 270000 289999 ACCTDIR 074000 076999 _ ENDOWMENT 290000 299999 1 080000 089999 PLANT 300000 399999 ACCTDIR 120000 149999 1 461000 461999 CONTRACTS 150000 151999 VPFINANCE 500000 559999 GIFTS 152000 169999 1 600000 659999 1 179000 179999 VPFINANCE 800000 899999 PLANT 200000 230000 VPFINANCE 200000 399999 REVENUE 235000 235999 CONTRACTS 240000 259999 1 260000 269999 ACCTDIR kkkkkkkkkkkkkkkkk End of data ddddddkkekek Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help Di TJ i d n d uH Departmental Budget Request User s Manual Page 11 27 Screen 529 Processing Office Routing Path Table Screen 926 Processing Office Routing Path Designations 926 Processing Paths Create Modify 10 10 07 11 35 02 Screen Office DBR OFFICE View DBR OFFICE Description Processing office view Office Mgr GRAYSON GLORIA G Form Path Category Status and Desks APPROVER P PASS THRU ACCTDIR FA1 DESK__ _ ACCTDIR P PASS THRU ACCT
49. nd determines editing criteria and dollar fields to be updated U Update Screen A screen that allows a user to enter data for updating the files Page IV 14 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 DBR deptbudgetcurr doc Last Revised 2 4 2009 1 27 PM Departmental Budget Request Manual
50. ne items on the DBR all lines must be eligible So if line 1 matches and line 2 does not the DBR is not eligible for auto approval Records marked with Allowed as N will override matching Y rules So the first matching N record will deny auto approval to the entire DBR Lastly the attributes on the accounts college division and exec level must match DBRs that are not eligible for auto approval will route normally For example if paths were established on Screen 529 those will be used AUTO APPROVAL PATH PROCESSING OFFICE SETUP Screen 926 for DBR Office must be setup with an AUTO APP path This path must have the DBR special desk status P named PASS THRU A valid Auto Approval path looks like this 926 Processing Paths Create Modify 10 12 07 09 28 CC AB Screen Office DBR OFFICE View DBR OFFICE Description Processing office view Office Mgr WATERS WILMA W F Form Path Category Status and Desks _ DBR OFFICE P PASS THRU _ DBR AUTO APP__ P PASS THRU Other desks may be on the path For example you can insert an Information desk to monitor all DBR documents routing through the Auto App path AuTO APPROVAL BATCH REPORT FBAR526 Report to list all DBRs that Auto Approved It can be scheduled to run daily weekly monthly or for a specific date range Departmental Budget Request User s Manual Page 11 19 Screen 526 Inquiry to Auto Approval FiELD DESCRIPTION
51. nge or Dest Allowed used on a DBR is not listed 1100 121299 121299 S X the usage is allowed 1100 137999 137999 1100 160900 160999 1100 280752 280752 1100 284552 284552 1100 600000 699999 1100 830600 830699 1700 160900 160999 1700 830600 830699 1900 160900 160999 1900 200000 299999 1900 830600 830699 hj Y rules override matching or overlapping N rules ZKZZZZKKKZK Press ENTER for More Entries Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help Departmental Budget Request User s Manual Page 111 3 DBR Implementation Task List Account Table Rules Budget Fiscal Office Set up Screen 528 DBR Account Access Maintenance with account rules 528 DBR Account Access Maintenance 01 15 09 14 57 FY 2009 CC 15 Screen Fiscal Year 2009 Access Type _ Src Dest Order S Start From Source of Funds Budget Destination Range Access 000000 thru 099999 000000 thru 099999 100000 199999 100000 199999 160900 160999 160900 160999 160900 160999 830600 830699 200000 299999 200000 299999 201300 201300 400620 400620 300000 399999 300000 499999 400000 499999 400000 499999 600000 699999 600000 699999 800000 899999 800000 899999 830600 830699 160900 160999 830600 830699 830600 830699 DAKKK KKK DDK End of Data x Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PFl11 PF12 Hmenu Help
52. of the standard PF Keys Page 11 26 Departmental Budget Request User s Manual Departmental Budget Request Processing Office Routing Path Table Once Department Level Routing and Executive Level if appropriate has been satisfied the best fit path in the DBR Processing Office will be selected automatically This table allows you to create routing paths for DBR documents based on a selection of factors There are three different ways to define a routing path for a range of accounts e Define a range of accounts and name the path e Define a range of accounts justification code and path name e Define a range of accounts choose E expense or R revenue and path name Routing amp Approvals uses the best fit path available so if a path has been specified on the Screen 529 table and or Screen 526 Auto Approval it will be used If there is no appropriate path defined on Screen 529 526 or no corresponding path on Screen 926 the DBR default path is used This screen is used to specify paths based on account ranges If no entries are made on this table or a specific source account is not found the default path in the DBR Processing Office will be selected Justification codes can be used to define the Processing Office path Some campuses define paths tied closely to the source account others may choose to define paths based on the justification code The DBR path name is your choice but you must also use that same
53. partmental Budget Request User s Manual Page 11 21 Departmental Budget Request Restricted Pools Specific Budget Pools can be restricted from being used on a DBR document By default all Budget Pools are allowed This screen lists the pools the accounts the direction of the transfer and whether or not the pool is allowed Use Screen 527 to maintain view the list of restricted budget pools or object codes that may be designated as line item budgets Screen 527 DBR Budget Pool Table 527 DBR Budget Pool Table 10 11 07 11 13 FY 2007 CC 06 Screen Fiscal Year 2008 Used as Source If a pool account combination Account Range or Dest Allowed used on a DBR is not listed 100000 129999 B N the usage is allowed 130000 199999 B N 130000 899999 B N Y rules override matching or overlapping N rules End of Data Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help NOTE If a pool account combination used on a DBR is not listed the usage is allowed Y rules override matching or overlapping N rules BASIC STEPS Advance to Screen 527 Enter a valid fiscal year on the Action Line Include additional information in the fields provided and press ENTER Make modifications as needed RESTRICTED PooLs PROCESS Certain pools may be restricted from use on a DBR These pools and the account to which they apply can be viewed on th
54. port selection processing or output requirements R Regular Order A type or purchase order that denotes a typical order Remit To Address The address to which the check for goods and or services rendered will be sent Requisition A type of document that internally requests goods and or services to be acquired It must be authorized before being converted to a purchase order Retention Months A data element defined when creating a vendor This indicates the number of months a vendor is to be maintained on file after all outstanding items have been paid or reconciled S 6 Digit Account For GL An entity which consists of a self balancing accounts For SL An entity of revenues and or expenses Screen HELP An 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 Departmental Budget Request Manual Glossary Appendix Session A control mechanism to track real time posting of a group of financial transactions is order to provide an audit trail SL See Subsidiary Ledger Split Encumbrance An encumbrance which applies to several accounts Standing Order A type of purchase order used for reoccurring services like those provided by the telephone and electric companies Subcode Four digits appended to
55. received by an institution from a donor who specifies the condition that the principal not be spent Endowment Income The income generated by investing the principal of an Endowment Fund Entry Code The initial three digit code on a transaction that denotes the transaction type This code which is mandatory for all FRS transactions may be predefined by the system It is also known as the Transaction Code Departmental Budget Request Manual Glossary Appendix F 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 Fund Group A related collection of funds 6 digit GL accoun
56. red across fiscal years Likewise routed DBR documents can be reviewed and approved using Canopy or through the Routing amp Approvals screens 910 911 912 914 or 918 Departmental Budget Request User s Manual Page 7 Departmental Budget Request Introduction Reports for DBR Functionality In addition to the online systems a nightly batch program FBAR522 be requested that will generate a DBR status report The report will show among other things outstanding requests document DBR and Routing statuses how long they have been active and what has been posted This report will be critical at year end time as unprocessed old year requests face automatic cancellation IMPLEMENTATION To implement DBR documents for the first time contact famishelp tamu edu to discuss the set up required You can request the Implementation Task List which details the step that must be taken to use DBR functionality There are tasks that must be done by the Member and others that must be done by famishelp Page 1 8 Departmental Budget Request User s Manual Page 11 2 Departmental Budget Request User s Manual Departmental Budget Request Basic Concepts BUDGET REQUEST LiFE CYCLE Stage 1 Create DBR Document Departmental staff add new budget requests by creating a DBR document either on Canopy or on FRS Screen 520 A single source account can move budget funds to multiple destination accounts Destination users can be listed
57. s can be required for any code example OT Other see notes To establish change or require note entry submit a Change Enhancement form through the FAMIS website http www tamus edu offices famis Tech Note Screen 899 rule ITAFRS BR HDR JUSTIFICATION CD To require notes put an X in the first column of the third panel Departmental Budget Request User s Manual Page 11 33 Screen 860 Other Tables Department Table Maintenance To use the DBR functions the DBR ALLOW flag must be marked Y on each department This flag allows some departments to use DBR while others do not This is especially important during implementation so that you can only allow the department to use DBR documents when they have satisfied all training and security requirements Screen 860 Department Table Maintenance 860 Department Table Maintenance 10 10 07 11 44 02 Screen Department CHEM Sub Dept Dept Name CHEMISTRY Head Director ID 4uuuuuuu8 Alt APO ID 6uuuuuuu4 ROLINS RITA R CORNWALL CHARLES Head Director Phone 979 845 2223 Alt APO Phone 979 845 2222 Mail Code Building Number 00484 Exec Level Building Campus 02 Division CD Room School College Group Cd Off Campus Flag N Other Loc Budget Sort Dept Nbr Approx Inv Count FRS Allow Flag Y DBR Allow Y FFX Allow Flag Y Purch Trn Flag Y EPA Allow Y FFX Cert Month 2 Other Part Nbr Mail to Dept Head Other Part Dept Dept Office CHEMISTRY General Comments
58. t Request User s Manual Page Il 7 Departmental Budget Request Basic Concepts For all other changes you must reject the DBR document back to the department for correction When you reject the document all approvals up to this point become null and void The departmental users then have the ability to reopen the document and make their changes The DBR document must then be re routed All paths within the Processing Office end on a desk with status P This special desk is where the document is granted final approval and the transactions are posted If the DBR fails to post the document remains at this desk See Screen 529 Processing Office for more information Some DBRs are eligible for auto approving through the Processing Office The document still routes through the Processing Office but the only desk in the path is the special P desk See Screen 526 for more information Page 11 8 Departmental Budget Request User s Manual Departmental Budget Request Create Modify Screen 520 allows for the creation and review of a DBR Departmental Budget Request document From here the request can be closed and routed to the department for approval s If the routing document is inactive i e rejected or recalled the budget request can be reopened and modified from this screen Lastly if the request is not required or invalid for some reason it can be cancelled from this screen Screen 520 Dept Budget Request Create Modify
59. t include Departmental Data Entry via Canopy or FAMIS FRS Screens One source account to multiple destination accounts Departmental Electronic Approvals Central Approval via Processing Office Automatic Posting of 02x and 06x transactions FYI notification to budget recipients destination accounts Security and Account access controls VON ON ON ON V WV Web routing and approval Specifically requests are assigned a unique document ID contain a general reason for the request a short description a source account up to 10 destination accounts and the associated amounts Extra notes can be added to fully justify the request The destination departments can be notified by adding FYIs to specific individuals These FYIs are sent upon final approval and posting of the budget transactions Several controls have been added to ensure that requests are made between qualified accounts A new security entity will grant creation modification access to source departments only Security officers must grant access to this entity of each person s security record An account to account access table will refine the allowable transfers Several system rules are embedded to ensure a proper request More details can be found on FRS Screen 520 Create Modify DBR documentation DBR documents can be created using Canopy web pages or by using FRS Screen 520 Note that they can only be entered and approved in the current fiscal year and cannot be transfer
60. tes the transfer amount Mandatory 1 character Identify if mandatory Y Mandatory Transfer Blank Default value of Non Mandatory Total 15 digits Indicates the total item amount Page 11 32 Departmental Budget Request User s Manual DBR Tables DBR Tables are maintained on FRS Screens only see Menu M52 These tables are not available in Canopy DBR Transaction Description DBR transactions are displayed on account transactions screens like Screens 23 46 and 48 Standard Description Once a DBR creates the 02x and 06x transactions the transaction description is constructed using the Justification CD source and dest accounts This description is standard and displays with DBR document number followed by the date of the transaction Next is the justification code OT for Other followed by the From Account the word To and then the To Account For example 0800299 09 25 242093 To242094 172 500 00 Another Option for Description Option 2 is to use the Document Summary entered on Screen 520 This field will be passed along to every transaction that the DBR creates One will still be able to see from and to accounts by reviewing the offset account field To change how the description is built submit a Change Enhancement form through the FAMIS website http www tamus edu offices famis Tech Note Screen 853 DBR TRAN DESC on CC DBR Justification Code These codes are specific to your campus Extra note
61. 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 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 Page IV 13 Glossary Appendix Tax ID A Social Security Number or Federal Employer Identification Number that is available for 1099 report preparation Taxes An additional charge on the acquisition of goods which is imposed by the taxing authority and should be paid with the invoice Temporary Vendor A vendor from whom only one purchase or service is required No further transactions for this vendor are expected Transaction Code A three digit code that uniquely identifies a transaction type a
62. the document attempts to post after all approvals have been met ROUTING AND APPROVALS Departmental Desk Participants A DBR document always routes through the source of funds account The creator of the request or anyone with entity access uses Canopy or FRS Screen 520 to initiate routing Once the document is routing it must be recalled or rejected within routing in order to be reopened and departmental people make changes to it Canopy or FRS Screen 520 is used to reopen the DBR document Once reopened the request can be modified The request must then be re routed Executive Desk Participants If an Executive Level has been defined the DBR document routes according to the prescribed path No special access to the original request has been granted Processing Office Desk Participants Special limited access to make changes to the original DBR document has been granted to people in the DBR Processing Office As a primary or substitute on a Processing Office desk you are able to modify the DBR document from the Inbox Document Coversheet The Corrections PFKEY PF12 allows you to modify the dollar amount pool or mandatory non mandatory flag on the DBR document The dollar limit established by your campus controls how much the dollar amount can be altered The pool code can be changed to another pool code FAMIS defaults all transfers as Non Mandatory However you can re categorize it as a Mandatory transfer Departmental Budge
63. tion Use this key to review add or modify the list of individuals who will receive the final approval FYIs References Use this key to review add or modify the reference numbers that will be associated with the posted transactions REF2 is automatically filled in by the system Close Use this key to close the request Document posting ability is checked such as budget available valid account flags Route Use this key to initiate routing which releases the request to the department approval path Reopen Use this key to reopen the request for changes Cancel Use this key to CANCEL the document Departmental Budget Request User s Manual Page 11 13 Departmental Budget Request Inquiry To view departmental budget requests that have been created use Screen 521 This screen allows you to review by account or department sub department from a source of funds or destination account point of view Also you can filter the request to show only outstanding i e pending documents Selecting a document on this screen advances you to Screen 520 for additional detail Screen 521 Dept Budget Request Inquiry Panel 1 10 10 07 11 17 FY 2007 cc 02 As Src Dest S Source Show Pending Only 521 DBR Inquiry 241102 00000 Account Dept SDept Screen ___ MORE gt gt Src of Funds Destination U700202 U700254 U700255 U700383 U700191 U700209 U700210 U700211 U700265 U700430 U700430 U700430 U700792
64. to receive FYls upon completion No transactions are posted at this time Stage 2 Routing and Approval Routing is initiated by the creator when the document is closed First the document routes through the appropriate Departmental Path then the Executive Level Path if required and ultimately to the DBR Processing Office Electronic desk members or substitutes use Canopy or FRS Screen 910 to approve and forward the routed document No transactions have been posted yet Stage 3 Completion The DBR Processing Office is responsible for the final approval Processing Office participants can alter the document in limited ways without rejecting it back to the creator Once final approval is given the DBR document will post transactions to accounts Final approval is granted by the Problem Pass thru or Poster desk status is P specified as the last desk on every path in your Processing Office Without this special desk a DBR will not be processed Once final approval has been achieved the transactions are processed The 5 to the list of individuals marked in Stage 1 are now sent The administrative tasks of DBR Processing Office setup can only available to be done on the FRS Screens Stage 4 Year end Cleanup At Fiscal year end there are some special circumstances to note regarding DBR documents In the old year DBRs can be processed in Month 13 until the budget roll forward programs 002
65. ts Examples include Current Unrestricted Current Restricted Loan Endowment Annuity and Life Income Plant and Agency Fund Group ID Aone 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 Page IV 11 Glossary Appendix G General Ledger GL A balance sheet account for the institution GL account numbers begin with 0 zero GL See General Ledger GL SL Relationships User defined structures relating Subsidiary Ledger revenue expense accounts to General Ledger fund accounts Global Subcode Edit GSE A system edit which checks each new 10 digit account against a table which specifies valid combinations of 6 digit accounts and subcodes GSE See Global Subcode Edit H Header That portion of a Purchasing document containing basic information such as the document s number the date and amount HEAF Indicates a Higher Education Assistance Fund code number 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
66. unts Amount 15 digits Identifies the dollar amount Panel 2 JC 2 characters Shows the justification code Description 15 characters Displays a description for the transfer Page 11 16 Departmental Budget Request User s Manual Screen 521 Departmental Budget Request Inquiry FIELD DESCRIPTIONS CONT D Route Doc 12 characters digits Identifies the routing document Rte Status 10 characters Indicates the routing document status Created by 30 digits characters Displays the date and name of the person that created the budget request Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys Departmental Budget Request User s Manual Page 11 17 Auto Approval DBRs that are within the same College Division or Executive Level as defined by the FAMIS Department Table may be eligible for expedited approvals at the DBR Processing Office Screen 526 is used to maintain view the list of eligible account ranges and dollar limit for Processing Office Auto Approval Auto Approvals are a Processing Office function They occur after Department Level routing Screen 526 is used to define the Auto Approval path AUTO APP Documents that meet the criteria on Screen 526 route through the Auto App path The criteria include defined account ranges and a dollar limit The budget requests must be under or equal to the dollar limit defined on this screen The limit is whole dollars for example 100 000

Departmental Budget Request User`s Manual

Contents

Download Pdf Manuals

Related Search

Related Contents