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Accounts Receivable User Manual

1. 043 Miscellaneous Disbursements User Defined 044 Cashiers Vault Entries User Defined 045 Miscellaneous Cash Disbursements Travel Advance Work Funds User Defined 046 Change of Source of Funds Assigned by FAMIS 047 AP Check Voids Assigned by FAMIS 048 AP Disbursements Assigned by FAMIS 049 Payroll Disbursements Equity Transfer Disbursements Assigned by FAMIS 05x Encumbrances Screen 11 050 Previous Year s Encumbrances Special FAMIS Processing 051 Salary Encumbrances Assigned by FAMIS 054 Requisition Assigned by FAMIS 055 Purchase Order Assigned by FAMIS 057 Encumbrance Begin Year Carry Forward Special FAMIS Processing 058 Regular Encumbrance User Defined 059 Current Year Encumbrances budget check regardless of flags Special FAMIS Processing E5x Blanket Wage Encumbrances Assigned by FAMIS Accounts Receivable User Manual Page IX 12 Financial Accounting Transaction Codes cont d Financial Accounting Transaction Codes cont d 06x Journal Entries Screens 14 14A 25 35 36 37 85 86 060 Real Journal Entries User Defined 061 JE for IDTs Assigned by FAMIS 062 JE for Cash Sales Payments on Receivables overrides freeze Assigned by FAMIS 063 JE from Student Feeds Assigned by FAMIS 064 JE from Payroll Feeds Assigned by FAMIS 065 JE from Accounts Receivable create receivable Assigned by FAMIS 066 JE from Fixed Assets capitalization etc
2. Ex 10 FG FUNCTIONAL AND GENERAL _ 29 DS so DESIGNATED SERV DEPT OTHER OPER EXP IASYS AFR FUND GROUP__ Select an AFR Fund Group or Press lt PF4 gt to Quit Accounts Receivable User Manual 002 GL 6 Digit 08 01 11 09 17 FY 2011 CC 02 Resp Person Suuuuuuu4 MASON MOLLY M Old Acct NA Year end Process F Reclassify _ Reporting Group __ Aux Code Fund Group FG Sub Fund Group Sub Sub __ Function __ Default Bank 06000 Override Y SL Mapped Count 22 Alternate Banks Security Primary REV__ UN AD C6000 N Secondary VTEA_ AA CD VM C4457 N Fund Source Account Letter Long Title EDUCATIONAL AND GENERAL INCOME TUITION Setup Dt PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Next Page IX 7 Accounts Receivable Screens List M61 Accounts Receivable Menu ccssscccsssssccessscecesssceeesssceeessseeeeasseeeseseeeesssseeesssseesesseeesesseeeens Contains a list of all the screens necessary to perform inquiries and processing of Accounts Receivable M62 AR System Controls MG NU vesiscsccscissccscsnscsececssosesveecesacvcascssscevsvcusessesecevessbecsvensceasecessssdenccsessareass Contains a list of all the screens necessary for control of Accounts Receivables 602 C storoerhlameeatch gess uekssegEu sissecscaiacassecosdeusasssaacceusestisecccvaccesssnsceneccesssnacaeueseseseasccdeoseds Entering either a complete or partial customer name will provide a listing with all
3. Basic Steps e Open a session on Screen 630 e Advance to Screen 617 e Type an invoice number in the Invoice field and press lt ENTER gt to display existing invoice information e Type the desired retention or disallowance amount and press lt ENTER gt to record the information Field Desc ri ptions Required Field Help Available Using PF2 or Action Line Invoice 7 character digits Enter the desired invoice number Customer 13 characters digits Shows the FAMIS customer ID number Accounts Receivable User Manual Page IV 11 Screen 617 Retention Disallowance Maintenance cont d Name Screen Information Due Date Number of Lines Total Amount Total Retained Total Paid Total Disallow Ln Account Total Amt Due Retention Disallow Net Amt Due Additional Functions PF KEYS 25 characters Display the customer s name 8 digits Identify the date invoice should be paid If left blank it will be calculated from sale date 3 digits Indicates number of lines in the invoice 13 digits Shows the total dollar amount of the invoice 13 digits Identifies the total dollar amount retained for all line items on the invoice 13 digits Displays the total amount paid on the invoice 13 digits Shows the total dollar amount disallowed for all line items on the invoice 3 digits Indicates the line item to be marked for retention disallowance 15 di
4. Sel Invoice Nbr Lns Inv Type Bill Dept Due Date Amount Amt Paid Total Due Panel 2 Amt Retain Amt Disallow Help 13 characters digits Enter the customer identification number created on Screen 603 7 character digits Include the first invoice number to display for the customer if desired 1 character Type Y if invoices with zero balances should be included in the list 1 character Type an X in this column to select an invoice for display on Screen 635 7 character digits Shows the outstanding invoice number for the specified customer 3 digits Indicates number of line items in the specified invoice PF2 Help 2 characters Identifies the specific category for the type of invoice PF2 Help 5 characters Identifies the department which originated the invoice 8 digits Date invoice payment is due 9 digits Displays the total dollar amount of the invoice before payments 9 digits Identifies the total amount paid on the invoice 9 digits Shows the net dollar amount due for the invoice after all deductions PF2 Help 9 digits Identifies the dollar amount retained by sponsor 9 digits Shows the dollar amount of sponsor disallowance Accounts Receivable User Manual Page VII 9 Screen 632 Invoices by Customer cont d Total Due 9 digits Displays the actual total dollar amount due for the invoice Additional Func
5. Screen 634 Invoice Line Item by Account Panel 2 634 Invoice Line Item By Account 11 18 10 13 12 FY 2011 CC 02 Screen Account 270300 00000 Invoice Include Line Items with Zero Balance Y Sel Invoice Amount Amt Paid Amt Retain Amt Disallow Net Due A490306 0 00 0 00 R x _ C476682 170 00 170 00 0 00 0 00 0 00 C480972 11445 00 11445 00 0 00 0 00 0 00 C484239 50990 00 50990 00 0 00 0 00 0 00 C566462 58 85 58 85 0 00 0 00 0 00 C566463 91 82 91 82 0 00 0 00 0 00 _ C566464 6 58 6 58 0 00 0 00 0 00 C566465 33 70 33 70 0 00 0 00 0 00 C566466 0 56 0 56 0 00 0 00 0 00 C566467 1 23 1 23 0 00 0 00 0 00 _ C566468 10 00 10 00 0 00 0 00 0 00 __ C566469 1 00 1 00 0 00 0 00 0 00 C566470 40 00 40 00 0 00 0 00 0 00 Sub Total 62848 74 62848 74 0 00 0 00 0 00 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10f PF11 PF12 Hmenu Help EHelp Left Right Accounts Receivable User Manual Page VII 13 Screen 634 Invoice Lines Item by Account cont d Basic Steps e Type an account number in the Account field and press lt ENTER gt to display a numerical listing of all outstanding invoices for the account e Type an invoice number in the Invoice field and press lt ENTER gt to begin the listing at the specified invoice e Type an X next to an invoice to advance to Screen 636 to view detailed invoice information Field Desc ri ptions L Required Help Fie
6. e Enter a billing department and invoice type e Enter additional data in the available fields as desired and press lt ENTER gt to record Do not press lt ENTER gt until you have entered all invoice header information e Enter data in the line item entry pop up window and press lt ENTER gt to create the invoice You can create up to 99 line items If there are no errors the invoice number will appear in the top left hand corner of the screen Invoice Creation Process Automatic Invoice Creation If desired FAMIS can automatically assign the 7 character invoice number This is accomplished by entering a zero 0 or one of the invoice prefixes listed below in the Invoice field A list of valid prefixes may be seen using Screen 682 The assigned invoice number will be displayed in the message line after all invoice information has been successfully entered Accounts Receivable User Manual Page IlI 3 Screen 610 Invoice Create cont d Invoice Creation The invoice number is seven characters in length The number can be assigned and entered by the person entering the invoice Examples of the first character in the invoice the invoice prefix as set on Screen 681 Value Meaning Value Meaning O All general invoices S Stores C CSC B Transportation etc P Physical Plant L Large Animal T Centrex Telecom Q From IDT AB form R Reg SPR Invoices Z SPR Invoices that DO NOT Create a Receivable The
7. 6 digits Identifies the date the purchase was made 11 digits Shows dollar amount for individual line items 11 digits Displays the total amount paid on line item See Appendix for explanation of standard PF keys Notes Use to enter notes Update access is required Description Displays extended description of a line item Accounts Receivable User Manual Page VII 18 View Invoice Line Items A display of information about a specific line item for an invoice can be found on Screen 636 The Audit History section displays complete records of all transactions and activity that posted against a particular invoice line item Both charge and payment activities are provided Press PF11 to view additional audit history information Screen 636 Invoice Line Item Display Panel 1 636 Invoice Line Item Display 02 18 14 14 14 FY 2014 CC 02 Screen Invoice Q084351 Line Item 01 Customer 06xxxxxxxxx00 Name 06 ALRSCH NUTRITION AND FOOD SCIENC Account 270590 00000 0616 Amount 408 96 Desc Services Lab Animal Services Amount Fed 408 96 CORE IPAY 2014013 030 049 001 Amount Paid 408 96 Cost Berl 2 3 Amount Paid Fed 408 96 Line Net Due 00 Amount Retained 0 00 Line Total Due 00 Amount Disallowed 0 00 Audit History Bat Date Bat Ref Amount C P D C Ref 01 13 14 OSC014 408 96 C D 1013030 Y 06000 Services Lab Animal S 01 28 14 OSP030 408 96 P C 1028017 Y 06000 CORE IPAY 2014028 017 0 End of Tra
8. PF5 Hmenu Help EHelp d Amount I BatRef Offset Acct 420 50 D 8576JF 367 00 D 8576JF 131 49 F PVP308 014400 2100 367 00 F PVP309 014400 2100 646 71 PURS01 270260 0523 107 47 PURS01 270260 0523 434 10 PURS01 270260 0523 51 41 PURS01 270260 0523 72 35 PURSO1 270260 0523 90 57 PURSO1 270260 0523 11 96 PURSO1 270260 0523 417 24 PURSO1 270260 0523 322 99 PURSO1 270260 0523 98 66 PURSO1 270260 0523 DLoad Left Right Accounts Receivable User Manual Page IX 15 FAMIS Reference Codes cont d Reference 2 Reference 2 is almost always assigned by FAMIS In most cases this will be the voucher number There are various ways to view or report data by this reference number FIELD RELATED TRANSACTIONS CODE TYPE OF DATA or TYPE Disbursements Vouchers Credit Memos Prepaid Vouchers REF 2 Receipts Prepaid Credit Memos Revolving Vouchers Change Source of Funds Multi Vendor Vouchers Revolving Prepaid Vouchers Interdepartmental Transfers 068 030 061 Voucher Bill or Receipt A R Addt Line Item Entry A R Line Item Adjust A R Line Item Payment A R Invoice Encumbrance SL 05x Document AFR Entries Reversals SL and GL 060 Document DBR Budget Transfer 022 DBR Document Screen 23 Transaction Inquiry by Account Panel 1 023 Transaction Inquiry by Account 03 10 09 14 01 VET MED TEACHING HOSPITAL
9. System Information Established Outstnd Bal Freeze Flag Last Activity Deposit Held Delete Flag Last Invoice Last Billed Drop Flag Additional Functions PF KEYS 8 digits Shows date the customer was established 14 digits Shows the current outstanding balance PF2 Help 1 character Indicates whether or not the freeze flag has been activated Y or N If Y will prevent any further activity for the customer 8 digits Shows the date of the last transaction posted to the customer file 14 digits Displays the dollar amount of the deposit held on the customer s account This field is not currently used 1 character Indicates whether or not the delete flag has been activated Y or N If Y customer has been deleted from the system 7 character digits Shows the number of the last invoice posted 8 digits Indicates the most recent billing date for the customer 1 character Indicates whether or not the drop flag has been activated Y or N If Y customer will be removed from the system See Appendix for explanation of standard PF keys Accounts Receivable User Manual Page VI 7 Enter Customer Comments Comments for or about a particular customer may be typed in using Screen 604 The format is free form text and any information may be typed on the screen that the user wishes to document These comments are for online vie
10. 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 on the Action Line will be removed Now the new vendor name can be inputted 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 followed by the tab key to release your system when it freezes Action Line Context The Action Line is usually the first line of information on each screen The Screen field is used to navigate from screen to screen by entering the number of the screen desired Fields such as screen vendor voucher number account etc are often found on the Action Line Data that is entered on the Action Line will be carried in context from screen to screen until changed For example the GL account number 032365 is entered on the Action Line of the screen below That account will be carried in context until the user keys a different account in the field The lt
11. A type of purchase order used for reoccurring 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 Accounts Receivable User Manual Page IX 26 Appendix Glossary cont d Submit The process that attached a budget version to a budget account as a budget of an account Submitted Version Version of the budget submitted for approval as the official budget of 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
12. Bat Date Bat Ref Amount C P D C Ref Feed Bank Description Includes the dollar amount of the sponsor disallowance 6 digits Shows the batch date when the invoice was entered in FAMIS 6 characters digits Identifies the batch reference number used to group entry of like transactions For a complete list of FAMIS batch session header codes see the Appendix 9 digits Displays the amount entered for this specific line item transaction 1 character Indicates whether the dollar amount displayed was a charge C or a payment P 1 character Identifies whether the transaction displayed was a debit D or credit C Indicates the value for the user defined Ref 4 For charge transactions this reference is entered on Screen 610 For payment transactions this is the check number entered on Screen 615 or Screen 616 1 character Shows the setting of the Account Feed flag as set on Screen 630 5 digits Identifies the bank number used in line item transaction 23 characters Displays a description of line item transaction Panel 2 visible by using the PF11 key Check Date Entered By PF KEYS PF5 Notes PF11 More 6 digits Shows the date check was processed 7 characters digits Displays the UIN of the person that entered the information in the batch See Appendix for explanation of standard PF keys Notes Use to enter notes Update access is required More Information
13. PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Back Fwd Warns Basic Steps Invoice Search e Open a session on Screen 630 e Advance to Screen 616 e Type a customer name or number in the Customer field You may also type an asterisk or a customer name in this field and make a selection from the pop up window e Type an invoice number in the Invoice field or type Y in the Invoice Search field and press lt ENTER gt to search for available invoices in the pop up window provided To select an invoice from the pop up window type an X in the Select field next to the desired invoice then press lt ENTER gt to return to Screen 616 Post Payments e Open a session on Screen 630 e Advance to Screen 616 type the customer and invoice numbers in the fields provided and press lt ENTER gt to display the total invoice amount including a line item breakdown of the invoice e Enter data in the fields provided as desired and press lt ENTER gt to record the payment and continue e ifthe AR Control Record Screen 680 has been set to process payments as Journal Entries you must now open a Financial Accounting session using Screen 30 e Advance to Screen 12 e Enter a receipt to the GL Clearing Account Control 1610 for the amount of the payment Accounts Receivable User Manual Page IV 7 Screen 616 Search Invoices and Post Payments cont d Invoice Search Process Search for Invoices When postin
14. Processed Totals Transactions PF2 Help 5 digits Displays the number of transactions processed in this session Amount PF2 Help 14 digits Identifies the total dollar amount of transactions processed in this session Disburse 15 digits Shows the total amount of disbursements entered in this session Additional Functions PF KEYS See Appendix for explanation of standard PF keys Accounts Receivable User Manual Page Il 6 List Accounts Receivable Batch Sessions Screen 624 shows all the Accounts Receivable batch sessions that have been processed listing them in alphabetical order The Batch Date field has been added to allow you to position a specific batch reference at the top of the list without having to page through all the batches For instance if you wanted to see all the batch headers for a student feed but weren t interested in batches before a certain date enter the batch reference number and date in the fields provided The program will display a list of batches beginning with the next batch on or after the date entered Screen 624 Accounts Receivable Session Batch Header List 624 AR Session Batch Header List PROCESSED 06 15 10 15 58 FY 2010 CC 02 Screen ___ Batch Ref Batch Date S Batch Batch Bank Run S e Ref Date Description Amount Count No Date t _ ARDR23 09 30 09 DIRECT DEPOSIT 04060 10 01 09 c __ ARDS25 11 20 09 DIRECT DEPOSIT 01606 11 20 09 o _ ARDS49 12 21 09 DIRECT DEPOSIT 0166
15. and return to Screen 620 Press PF4 to return to Screen 620 without selecting an invoice type Sample invoice types include the following Meaning Departmental Insurance Sponsored Research Adjust Past Due Notices The Past Dues Sent field is used to display the number of past due notices printed for the specified invoice The numbers are generated automatically based on the invoice date The numbers correspond to header information printed on the past due notice However if corrections need to be made this number may be manually reset using Screen 620 To reprint past due notices without incrementing the number in the field Past Dues Sent set option 2 N No Update in the JCL for IBARO80 Field Descriptions Required Help Field Help Available Using PF2 or Action Line Invoice 7 character digits Enter the desired invoice number to be modified Customer 13 characters digits Shows the FAMIS customer identification number and name Screen Information Invoice Information Billing Dept PF2 Help 4 characters Identify the department which originated the invoice Invoice Type Help 2 characters Indicate the invoice type Due Date 8 digits Identify the date invoice should be paid If left blank it will be calculated from sale date on pop up The sale date is the current date unless overridden Bill Period Begin 8 digits Include the date the billing period
16. 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 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 Value Based A mechanism used to restrict operator access to information by comparing operator security authorization with the value stored in the field Accounts Receivable User Manual Page IX 27 Appendix Glossary cont d Vendor A provider of goods and or services Vendor Addresses See Order From Addresses and Remit To Addresses Vendor Automatic A feature that automatically assigns a specific Number Assignment to the vendor on the Action Context Line Vendor Commodity A good or service purchased from a specific vendor Vendor File A record of all attributes dollar data and control information for all vendors Version Account Budgets created by departments These can later be submitted as the budget recommendation for the account Once a version is locked it will be called a secure version and can never again be
17. 18 10 13 58 FY 2011 CC 02 Screen Last Last Last Prefix Number Prefix Number Prefix Number A 999999 P 999999 2 999999 B 999999 Q 999999 5 999999 C 999999 R 013998 6 999999 D 999999 S 999999 7 999999 F 999999 T 999999 G 999999 U 999999 H 999999 v 999999 I 999999 W 999999 K 999999 x 001008 L 999999 Z 904251 M 999999 0 999999 N 999999 1 999999 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e View invoice prefixes set up and the last number used for your campus code Field Desc ri ptions L Required Help Field Help Available Using PF2 or Screen Information Prefix 1 character digit Shows the first character digit prefix of the invoice number Last Number 6 digits Identifies the last sequential number assigned by FAMIS for the designated prefix Additional Functions PF KEYS See Appendix for explanation of standard PF keys Accounts Receivable User Manual Page VIII 8 Enter Past Due Letter Text Screen 683 is used to enter text for a past due letter for a specific invoice type Past due notices are generated by the system based on the invoice date This screen is maintained and updated by each System Member The information is campus specific Screen 683 Past Due Letter Text Maintenance Screen Invoice Type SP Past Due Number _1 Delete Text Our records indicate that payment for the following invoi
18. A When the AR Control Record has been set to process payments as Journal Entries Screen 680 the direct receipt must be manually entered using Screen 12 to the General Ledger GL Clearing Account Control 1610 Screen 615 Screen 12 Debit GL Clearing Account Control 1610 GL Clearing Account Control 1100 Credit GL Account Control 1300 GL Clearing Account Control 1610 System processed transactions no manual entry required B When the AR Control Record has been set to process payments as Receipts on Screen 680 it is not necessary to enter the direct receipt to the GL Clearing Account using Screen 12 Instead direct transactions to the GL Account Controls 1100 Claim on Cash and 1300 Accounts Receivable are processed by the system Screen 615 Screen 12 Debit GL Account Control 1100 No Entries Required Credit GL Account Control 1300 No Entries Required System processed transactions no manual entry required Field Desc ri ptions Required Help Field Help Available Using PF2 or Action Line Invoice 7 character digits Enter the desired original invoice number assigned by FAMIS Line 2 digits Type the Line item number to be modified Accounts Receivable User Manual Page IV 4 Screen 615 Post Line Item Payments cont d Screen Information Date Transaction Type Ref Check Nbr Check Date Amount Descripti
19. Assigned by FAMIS 067 JE from LMS Loan Management System Assigned by FAMIS 068 JE from Accounts Payable setting up liabilities Assigned by FAMIS 069 Compound Journal Entries system controlled Assigned by FAMIS O6A JE for Procurement Card Entries Assigned by FAMIS 06C JE for Concur eTravel Entries Assigned by FAMIS 09x Beginning Balances Bank Transfers Screen 15 090 Bank Transfers Special FAMIS Processing 098 Beginning Balances Special FAMIS Processing A P Voucher 14x Regular Vouchers Screens 104 111 112 Invoicing Screen 345 140 Regular Vouchers User Defined 141 Regular Vouchers User Defined 142 Produce Separate Checks for Vouchers User Defined 143 State Travel Vouchers Special FAMIS Processing 147 Revolving Vouchers Assigned by FAMIS 148 Change Source of Funds Assigned by FAMIS 149 Force Separate Check Special FAMIS Processing 15x Credit Memos Screen 108 Invoicing Screen 340 151 Regular Credit Memo User Defined 152 Regular Credit Memo User Defined 159 Forces Separate Credit Memo only matches when used on same Special FAMIS Processing voucher as charges 16x Prepaid Vouchers Screen 109 Invoicing Screen 345 160 164 Prepaid Voucher Regular with reconciliation User Defined 165 Prepaid Voucher with NO reconciliation Assigned by FAMIS does a JE to cash voucher clearing and does not affect the b
20. Displays additional screen information Accounts Receivable User Manual Page VII 21 List Invoices by Invoice Number To view invoices by invoice number use Screen 637 The invoices displayed are in numerical order There is also an option to include invoices with a zero balance in the list displayed Screen 637 Invoices by Invoice Number Panel 1 637 Invoices by Invoice Number Screen Sel Invoice A770110 B140196 B141028 B141500 B142020 B142027 B142485 B142487 B142875 B142927 B142933 B142952 Starting with Invoice Bill e Dept FISC PHPL PHPL PHPL PHPL PHPL PHPL PHPL PHPL PHPL PHPL PHPL Press Customer 10 TAMUG FOOD SER 01 FACILITIES PLA 23 HSC MEDICAL BI 07 TCE SOIL amp CRO 01 FACILITIES PLA 01 COMBINED HEAT 01 FACILITIES PLA 01 FACILITIES PLA 06 TAES ENTOMOLOG 08 TEES CHEMICAL 09 TEEX EMERGENCY 23 HSC SCHOOL OF Hmenu Help EHelp Due Date 01 31 2011 01 16 2010 02 20 2010 03 26 2010 05 22 2010 05 22 2010 06 24 2010 06 24 2010 06 24 2010 06 24 2010 06 24 2010 06 24 2010 11 18 10 13 26 FY 2011 cc 02 PANEL 01 MORE gt gt Amount Amt Paid 358 33 0 00 71 50 240 25 211 36 422 72 4888 50 4073 75 1359 68 0 00 34775 40 0 00 17 88 0 00 1523 28 0 00 851 09 0 00 17565 69 17494 19 9215 90 7228 80 5030 55 4490 90 lt Enter gt to View more Invoices Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 1PF12 Left ght Screen 637 Invo
21. ENTER 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 lt ENTER gt 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 08 01 11 09 17 FY 2011 CC 02 Account Title NAVSO INC Accounts Receivable User Manual Page IX 4 Appendix Instructions cont d Message Line The line above the Action Line is used to display messages to the user These messages may be error messages or processing messages such as the one below 002 GL 6 Digit 08 01 11 09 17 Scrolling Through Data Pressing lt ENTER gt will scroll through information listed on a screen On some screens there are PF keys that can be used 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 Typing a question mark in the blank beside the desired field and pressing lt ENTER gt will access a pop up window with specified field information Another way is to place your cursor in the desired field and press PF2 To get out of the HELP function either select a value and press lt ENTER gt or press DEA The distinction on which key to use will normally be designated in t
22. 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 Expended Depleted used up Accounts Receivable User Manual Page IX 22 Appendix Glossary cont d Expense Cost disbursement payments F FA See Financial Accounting Feed Transactions from other systems that are transferred to the FRS Field That part of a database in which one unique piece of information is stored OR an area on a screen that allows data entry 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 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 FTE Full time Equivalents Used by the B P P System Function Purpose F
23. IX 11 FAM IS 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 budge t transactions encumbrances and beginning balances Financial Accounting 02x Budgets Screens 10 10A 10B 10C 10D Disbursement to Other Receipt of funds via equity transfer from Members to System for share of benefits paid by System 04x Disbursements Screen 13 020 Original Budgets amp Original Budget Corrections Special FAMIS Processing 021 Revised Budgets General Special FAMIS Processing 022 Budget Transfers Special FAMIS Processing 023 Base SL to SA Original Special FAMIS Processing 024 Base SL to SA Revised Special FAMIS Processing 025 SA to SA Within SL Only Special FAMIS Processing 027 Begin Year Budget Forward Special FAMIS Processing 03x Receipts Screen 12 030 Regular Cash Receipts Dept Sales Payments to Clearing Accts User Defined 031 Investment Earnings User Defined 032 Gifts User Defined 033 Miscellaneous Receipts User Defined 034 Cashiers Vault Entries User Defined 038 Payroll Interpart Transfers Assigned by FAMIS 039 Equity Transfer Receipts Interpart IDTs Credit to One Part Assigned by FAMIS
24. Invoices by Billing Department Panel 2 633 Invoices by Billing Department 11 18 10 13 07 FY 2011 cc 02 Screen Billing Dept CHEN Invoice Include Invoices with Zero Balance N lt lt MORE PANEL 02 Sel Invoice Amount Amt Paid Amt Retain Amt Disallow Net Due 9026254 780 00 0 00 0 00 0 00 780 00 9026255 360 00 0 00 0 00 0 00 360 00 9029795 12 50 0 00 0 00 0 00 12 50 9035339 37 67 0 00 0 00 0 00 37 67 9035468 287 42 0 00 0 00 0 00 287 42 9035674 923 80 0 00 0 00 0 00 923 80 9035723 4 80 0 00 0 00 0 00 4 80 9035862 7 50 0 00 0 00 0 00 7 50 9036549 254 28 0 00 0 00 0 00 254 28 9036579 88 20 0 00 0 00 0 00 88 20 9037237 60 00 0 00 0 00 0 00 60 00 9037239 10 00 0 00 0 00 0 00 10 00 Sub Total 2826 17 0 00 0 00 0 00 2826 17 Enter PFl PF2 PF3 PF4 PF5 PF6 PEF7 PF8 PF9 LPF10 PF11 PF12 Hmenu Help EHelp Left Right Basic Steps e Type a billing department in the Billing Dept field and press lt ENTER gt to display a numerical list of all outstanding invoices for the department e Type an invoice number in the Invoice field and press lt ENTER gt to begin the listing at the specified invoice e Type an X next to an invoice to advance to Screen 635 for details Accounts Receivable User Manual Page VII 11 Screen 633 Invoices by Billing Department cont d Field Descri ptions Required Help Field Help Available Using PF2 or Action Line Billing Dept 5 characters E
25. YY END PROC PF1 Menu PF4 Exit Accounts Receivable User Manual Page IX 6 Appendix Instructions cont d Question Mark or Asterisk Help FAMIS has a Help feature on some screen fields that will display a field definition and or values that may be entered To use the Help feature type a question mark or asterisk in the field and press lt ENTER gt If Help is available for the field a pop up window will appear displaying a definition and or valid values To make a selection type an X next to a value and press lt ENTER gt to pass it back to the previous screen This is called the Passback feature Screen 2 GL 6 Digit Screen Account 010100 ED amp GEN INCOME TUITION Account Title ED amp GEN INCOME TUITION Dept S Dept Exec Div Coll Mail Cd Stmt Enter PFl PF2 PF3 PF4 Hmenu Help EHelp Screen 2 GL 6 Digit Fund Group Help Pop Up Window AFR Sub Fund Fund Fund Description 01 CLEARING ACCOUNTS 20 DS DF DESIGNATED FUNCTIONAL amp GENERAL 21 DS DS DESIGNATED SERVICE DEPARTMENTS 22 DS ST DESIGNATED SERV DEPT MATERIAL amp SUP 23 DS SM DESIGNATED SERV DEPT COMM amp UTIL 24 DS SU DESIGNATED SERV DEPT REPAIRS amp MAIN l 25 DS SR DESIGNATED SERV DEPT RENTALS amp LEAS 26 DS SL DESIGNATED SERV DEPT PRINTING amp REP 27 DS SP DESIGNATED SERV DEPT CLAIMS amp LOSSE 28 DS SC DESIGNATED SERV DEPT OTHER OPER EXP
26. begins Accounts Receivable User Manual Page III 15 Screen 620 Invoice Header Modify cont d Bill Period End Customer PO Customer Acct Customer Proj Work Order SPR Project Sponsors Bill Seq Past Dues Sent Suppress Past Due 8 digits Enter the date the billing period ends PF2 Help 10 characters digits Include the customer purchase order number if customer has given one 20 digits Enter the account number on the customer s books if the customer provides it 10 digits Identify the project number assigned by customer if customer assigns one 10 digits Include the number used by physical plant to identify work orders 10 digits Identify the Sponsored Research Project number associated with sponsored billing PF2 Help 4 digits If coming from an SPR project this shows the number of times the project has been billed PF2 Help 2 digits Indicates number of past due notices sent for specified invoice This field can range in value from 0 to 99 The numbers are automatically generated based on the invoice date but can be modified as needed PF2 Help 1 character Type Y if past due messages should be suppressed The following section deals with customer information If the address information is different from the customer information it should be entered here Override Bill to Information Informational only Name Ad
27. changed K FA DOC WRKNPRCS Ar ARcurrNF docx 3 6 2014 11 25 AM Accounts Receivable User Manual Page IX 28
28. character digits Enter the desired invoice number to be adjusted 2 digits Include the number of the line item to be modified 8 digits Defaults to current date modify as necessary 1 character The transaction type for this screen defaults to C Charge PF2 Help 7 characters digits Indicate reference number Accounts Receivable invoice number if the transaction is a charge or the check number if it is a payment 14 digits Enter amount needed to increase decrease line item to the correct amount 35 characters Provide a description of the reason for the adjustment 1 character Indicate whether the figure in the Amount field should be deducted C or added D to original line item amount 13 characters digits Identifies the customer for the invoice 15 digits Shows the account number Subsidiary Ledger Support Account Object Code for the line item transaction 35 characters Provides a brief description of the transaction or the reason for the adjustment 7 characters digits Include user defined reference numbers 8 digits Shows the date line item transaction posted 14 digits Displays the dollar amount of the line item Accounts Receivable User Manual Page Ill 12 Screen 612 Line Item Adjust cont d Sale Date 8 digits Identifies the date the items were sold to the customer The date defaults to the current date Paid Amount 14 digits Shows the amount paid for the line item Tra
29. characters Identify the country of customer s billing address if different from original 10 digits Include the customer s telephone number if different from original 4 digits Enter the customer s telephone extension if different from original 5 digits Shows the expected number of transactions to be completed in this session 14 digits Identifies expected total dollar amount of transactions in this session 6 characters digits Displays the current batch reference 8 digits Indicates the date the batch was entered See Appendix for explanation of standard PF keys Retention Disallowance Maintenance Press PF9 to access Screen 617 which is used to add retention or disallowances to the invoice Warnings Displays nonfatal warning messages Accounts Receivable User Manual Page V 7 Create Credit Invoice Line Items Additional credit line items may be entered on Screen 641 after an invoice has already been created using Screen 640 A credit invoice line item will be assigned when FAMIS accepts the new information The message Accepted Item assigned to line number 1 2 3 etc will appear above the Action Line Screen 641 Credit Line Item Create 641 Credit Line Item Create 07 02 07 16 06 BRAZOS SCHOOL FOR INQUIRY AND CREAT FY 2007 CC AM Screen Customer 2vvvvvvvvvvv0 Invoice 0021222 kkkk Credits Account 333333 11111 0510 Ref 0757835 Sale Date 06 30 2007 Amount 567 25 Description CREDI
30. customer ID is SP00001870000 Modify Customer Files If a change is made to the customer name a pop up window appears as shown below asking whether the previous name should be added to the alias file Answering Y ensures that the previous customer name will still be retained on file If you are correcting a data entry problem enter an N in the pop up window below See Creating Dropping Customer Aliases section for further customer alias information Should previous name be added to the l l l l list of Aliases Y N N l l Accounts Receivable User Manual Page VI 4 Screen 603 Customer Add Modify cont d Customer Type The customer type is used to group customers by organization or classification Typing a question mark in the Customer Type field and pressing lt ENTER gt will access a pop up window with a complete listing of valid customer types Type an X next to the desired type and press lt ENTER gt to select the customer type and return to Screen 603 Press PF4 if you wish to return to Screen 603 without selecting a customer type Each campus defines its own values Meaning Corporation Individual Non Profit Organization Other Government Entity Other TAMUS System Parts Research Foundation Sponsored Research Field Desc ri ptions r Required Field Help Available Using PF2 or Action Line Customer Help 13 characters digits Enter the FAMIS
31. customer identification number Name PF2 Help 50 characters Include the name of the customer to be added or modified Screen Information Billing Address PF2 Help 4 lines 30 characters digits each Enter the address where invoices should be sent City PF2 Help 20 characters Include the city of the customer s billing address if different from original State Help 2 characters Identify the state of customer s billing address if different from original Zip 9 digits Enter the zip code of customer s billing address if different from original Country Help 3 characters Identify the country of customer s billing address if different from original Phone PF2 Help 10 digits Include the customer s telephone number if different from original Ext 4 digits Enter the customer s telephone extension if different from original Accounts Receivable User Manual Page VI 5 Alternate Address City State Zip Country Phone Ext Customer Type Retention Months SPR Sponsor ID Bill Type Bill Frequency Credit Limit Accounts Receivable User Manual Screen 603 Customer Add Modify cont d 4 lines 30 characters digits each Include the alternate address for billing invoices to be mailed Informational use only not used in processing 20 characters Include the city of the customer s alternate address if different from ori
32. different from original 9 digits Enter the Zip code of customer s billing address if different from original Help 3 characters Include the country of customer s billing address if different from original 10 digits Enter the customer s telephone number if different from original 4 digits Type the customer s telephone extension if different from original 5 digits Expected number of transactions to be completed in this session 14 digits Shows the expected total dollar amount of transactions in this session 6 characters digits Identifies the current batch reference number 8 digits Indicates the date on which the batch was entered See Appendix for explanation of standard PF keys Retention Disallowance Maintenance Used to enter retention or disallowances for an invoice on Screen 617 Warnings Displays nonfatal warning messages Page IIl 7 Create Invoice Line Items Additional line items may be entered on Screen 611 after an invoice has already been created An invoice line item number will be assigned when FAMIS accepts the new information A message indicating acceptance and line number assignment will be shown above the Action Line Screen 611 Line Item Create 611 Line Item Create 06 16 10 08 56 CITY FAIR HIGH SCHOOL FY 2010 CC AM Screen Customer 2vvvvvvvvvvv0 Invoice 0000100 Account 333001 00000 4050 Ref Sale Date Amount 44 99 Description SECOND LINE ITEM FOR THIS INVOI
33. dollar amount Example Group HMO Insurance 011102 250 00 A letter sent to the customer indicating that the payment owed is overdue Used to help remind the customer that payment is due Retention is similar in process to a disallowance What distinguishes it is the reason the charge is not being paid With retention the sponsor is not paying a portion of the invoice until the end of the grant contract At that time retention is zeroed out and all of the invoice balance becomes due The Batch Session Reference is a 6 character field used to group sessions of like transactions They help to provide an online audit trail for reconciliation purposes The first three digits are typically used to identify the type of transactions entered during the session See the Appendix for a complete list of FAMIS Batch Session header codes Example A batch session reference value of ARPOO1 would indicate Accounts Receivable Payment transactions were entered during the session A collection of fields that determine how accounts receivable transactions are posted in FAMIS To view these controls use the screens listed on menu M62 Accounts Receivable User Manual Page l 11 Accounts Receivable Terms cont d Accounts Receivable User Manual Page 1 12 Section Il Batch Screens Accounts Receivable User Manual Page Il 2 Open or Close a Session Batch Each FAMIS batch must have a unique header that is composed of a batch reference and batch da
34. invoice number in the Invoice field and press lt ENTER gt e Type an X in the Sel Select field next to a line item to advance to Screen 636 to view additional detailed information about the line item Field Desc ri ptions Required Help Field Help Available Using PF2 or Action Line Invoice 7 character digits Enter the invoice to be displayed Accounts Receivable User Manual Page VII 16 Customer Name Screen Information Due Date Cust PO Work Order Bill Per Beg Cust Proj SPR Proj Bill Per End Cust Acct Number of Lines Invoice Type Number of Past Dues Billing Dept Fiscal Year Total Amount Accounts Receivable User Manual Screen 635 Invoice Display cont d 13 characters digits Shows FAMIS customer identification number 20 characters Displays the customer s name 8 digits Identifies the date the invoice payment is due PF2 Help 10 digits Shows the customer s purchase order number for the invoice 10 digits Identifies the work order number assigned by the Physical Plant 8 digits Shows the date that the billing period begins 10 digits Displays the Project number assigned by the customer 10 digits Identifies the Soonsored Research project number associated with sponsored billing 8 digits Shows the date that the billing period ends 20 digits Displays account number used by the custom
35. invoice prefixes are created on Screen 681 by FAMIS Services You can decide the prefixes to use except for R and Z reserved for SPR billings Billing Department Information The billing department is the department that originates the invoice It is entered on Screen 610 and may be modified on Screen 620 This department must be a valid value on the Department Table Contact your Fiscal or Business office to add any new departments to the table Typing a question mark in the Billing Dept field and pressing lt ENTER gt will access a pop up window with a complete listing of valid departments and their abbreviations Type an X next to the desired department and press lt ENTER gt to select the department and return to Screen 610 Press F4 if you wish to return to Screen 610 without selecting a billing department Invoice Types The invoice type is used to group invoices by category Typing a question mark in the Invoice Type field and pressing lt ENTER gt will access a pop up window with a complete listing of valid invoice types Type an X next to the desired type and press lt ENTER gt to select an invoice type and return to Screen 610 Press F4 if you wish to return to Screen 610 without selecting an invoice type The valid values are maintained by FAMIS Services Sample invoice types include the following Meaning Departmental Insurance Sponsored Research Accounts Receivable User Manual Page
36. invoices are allowed Delete Flag If the delete flag for a customer is set to Y new invoices or invoice line items cannot be created The delete flag cannot be set to Y unless the outstanding balance for the customer is zero Further payments and adjustments to existing invoices are allowed Accounts Receivable User Manual Page VI 14 Screen 643 Customer Flag Set Reset cont d This flag is no longer used in the purge process The program bases selection on activity date rather than the delete flag Marking the customer as deleted will prevent any new activity therefore the customer will be deleted when there is a match on the last activity as specified in the program parameters Drop Flag The drop flag is used to identify customers that will be immediately purged from the system If the drop flag is set to Y the customer will be dropped physically from the customer file The difference between a drop and a delete is that a deleted customer is removed at year end whereas a dropped customer is removed from the database immediately he delete flag must be on Y before the drop flag can be set to Y on Field Descri ptions Required Help Field Help Available Using PF2 or Action Line Customer Help 13 characters digits Enter the current FAMIS customer identification number Invoice 7 character digits Identify an invoice associated
37. name and press lt ENTER gt If this is a new customer enter the Name and Customer type Add or modify additional information in the available fields as desired Press lt ENTER gt to record the information and to continue Customer Modification Process Customer Number The customer number is assigned on Screen 603 The proper sequence is either 13 numbers or 2 alpha characters followed by 11 numbers EX UN12345678910 After entering the assigned number press lt ENTER gt The message No record found enter information to add the record will appear if the number entered does not belong to an existing customer The message Please Enter Desired Modifications will appear if the number entered already belongs to an existing customer Accounts Receivable User Manual Page VI 3 Screen 603 Customer Add Modify cont d Customer number formats generally appear as follows Customers Option 1 UN Universal Identification Number of customer Example UN101001234 Option 2 68 Some unique number No SSN Example 6844432222212 Federal Federal Identification Number of customer if less than 13 digits may begin or end with user defined sequence of numbers Example 1234567891023 Other Agencies Part Agency Number 2 digits Subsidiary Ledger Account Number 6 digits Support Account Number 5 digits Example 0255555511111 SPR Customer SPR the Sponsor ID is 0000187 FRS Accounts Receivable
38. 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 into which 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 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 Accounts Receivable User Manual Page IX 19 Appendix Glossary cont d Batch Session A collection of related transactions input to the system with a header record and contr
39. to identify transactions by a number that is meaningful to them There are various ways to view or report data by this reference number thereby aiding the departments to work with their accounting data FIELD RELATED TRANSACTIONS CODE TYPE OF DATA or TYPE REF 4 Vouchers Credit Memo Prepaid Vouchers Prepaid Credit Memos Revolving Prepaid Vouchers Change Source of Funds Multi Vendor Vouchers 068 Department Voucher A R Additional Line Item Entry A R Line Item Adjust A R Line Item Payment 022 A R Payment Check AFR 060 AFR Entries Reversals SL and 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 PURSO1 270260 0523 4010 061 09 26 STORES 107 47 PURSO1 270260 0523 4010 061 09 26 STORES 434 10 PURSO1 270260 0523 4010 061 09 26 STORES 51 41 PURSO1 270260 0523 4010 061 09 26 STORES 72 35 PURSO1 270260 0523 4010 061 09 26 STORES 90 57 PURSO1 270260 0523 4010 061 09 26 STORES
40. with the customer Account 10 digits Enter a six digit account number plus the 4 digit subcode number associated with the customer Screen Information Customer Flags FREEZE PF2 Help 1 character Type Y to freeze the customer from further invoice transactions DELETE PF2 Help 1 character Type Y to delete the customer At year end the customer will be deleted from the system DROP 1 character Enter Y to remove the customer from the customer file Additional Functions PF KEYS See Appendix for explanation of standard PF keys PF12 Warnings Warns Displays nonfatal warning messages Accounts Receivable User Manual Page VI 15 Screen 643 Customer Flag Set Reset cont d Accounts Receivable User Manual Page VI 16 Section VII Inquiry Screens Accounts Receivable User Manual Page VII 2 Search for Customers by Name Screen 602 allows you to search for a customer by name The customer names displayed are in alphabetical order Even if you don t know the entire name of the customer you may enter the first letter of the name or a partial name and FAMIS will display any customers that match what you enter in the Customer field Screen 602 Customer Name Search 602 Customer Name Search More Customers Hmenu Help EHelp Name Customer _ AMECE PARAGON 6xxXxXxXXXXXxXxXx0 _ AMERICAN EAST AIRLINES 6xxxxXXXxXXxXxx0 _ AMERICAN EXPRESSIONS 6xxxxXXXxXxXxXxXx0 _ ANIMAL
41. 11 96 PURSO1 270260 0523 4010 061 09 26 STORES 417 24 PURSO1 270260 0523 4010 061 09 26 STORES 322 99 PURSO1 270260 0523 4010 061 09 26 STORES 98 66 PURSO1 270260 0523 Continued Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 4PF10 esl aa Hmenu Help EHelp DLoad Left Right K FA DOC WRKNPRCS Charts for Manuals FAMIS Reference Codes doc Revised 03 6 2014 11 25 AM Accounts Receivable User Manual Page IX 18 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
42. 15 Post Line Item Payments cont d Paid Amt Disallow Transactions Amount Batch Date Additional Functions PF KEYS PF12 Warns 14 digits Indicates the amount paid to vendor for the item 14 digits Shows dollar amount of invoice line item in dispute by sponsor and disallowed 5 digits Displays the expected number of transactions to be completed in this session 14 digits Shows the expected total dollar amount of transactions in this session 6 characters digits Identifies the current batch reference 8 digits Indicates the date on which the batch was entered See Appendix for explanation of standard PF keys Warnings Displays nonfatal warning messages Accounts Receivable User Manual Page IV 6 Search Invoices and Post Payments To post payments on invoices or to search for specific invoices use Screen 616 Partial or complete payments may be entered on this screen Screen 616 Search Invoices and Post Payments 616 Search Invoices and Post Payments 11 17 10 16 25 AGGIE SWIMMERS FY 2010 CC AM Screen Customer 6xxxxxxxxxxx0 Invoice H401502 Invoice Search _ Net Invoice Amount Due 2300 00 Enter Y to pay Net Amount Due _ Check No Check Date Net Amt Pay line Amount Line Account Description Due Amount Paid 1 301960 00000 0442 Aggie Swimmers Lane 2300 00 End of Line Items Transaction Amount Batch JCO001 Date 08 30 2010 Enter PFl PF2 PF3 PF4 PF5
43. 3 characters digits Enter the FAMIS customer identification number Accounts Receivable User Manual Page VII 3 Screen 602 Customer Name Search cont d Drop Alias City State Additional Functions PF KEYS 1 character Y Indicates the drop flag has been set for the customer 1 character Y indicates this is the customer alias 17 characters Displays the name of the city where the customer is located 2 characters Indicates the state where the customer is located See Appendix for explanation of standard PF keys Accounts Receivable User Manual Page VII 4 View Customer System Information Detailed information about a customer including the last recorded activity and total sales year to date is displayed on Screen 605 Screen 605 Customer System Information 605 Customer System Information 11 18 10 12 51 FY 2011 CC 02 Screen Customer 6xxxxxxxxxxx0 Customer Name BARTON HILLS VETERINARY HOSPITAL Established 05 15 1998 Drop Flag N Last Activity 05 19 2010 Delete Flag N Last Invoice G097574 Freeze Flag N Last Billed Retention MM 18 SPR Sponsor ID Deposit Held 0 00 Added Userid HxxxxxP Credit Limit 0 00 Last Mod Userid HxxxxxP Outstnd Bal 0 00 Last Online Mod Date 05 15 1998 Total Sales 2069 50 Bill Type 1 YTD Total Sales 2069 50 Bill Frequency M Customer Type CP Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hm
44. 38 Screen 638 Invoices by Project Panel 1 638 Invoices by Project 04 23 12 17 00 FY 2012 cc 02 Screen ___ SPR Project 0000425407 Invoice Include Invoices with Zero Balance N PANEL 01 MORE gt gt Nbr Sel Invoice Lns Customer Due Date Amount Amt Paid R012233 1 NATIONAL ENDOWMENT F 03 30 2009 16181 95 16148 42 Total 16181 95 6148 42 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF104 PF11 PF12 Hmenu Help EHelp Left Right Screen 638 Invoices by Project Panel 2 638 Invoices by Project 04 23 12 17 01 FY 2012 cc 02 Screen SPR Project 0000425407 Invoice Include Invoices with Zero Balance _ lt lt MORE PANEL 02 Sel Invoice Amount Amt Paid Amt Retain Amt Disallow Net Due R012233 16181 95 16148 42 0 00 0 00 33 53 Total 16181 95 16148 42 0 00 0 00 33 53 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 LPF10 PF11 PF12 Hmenu Help EHelp Left Right Basic Steps e Type an SPR Project number in the SPR Project field and press lt ENTER gt to display a numerical list of all outstanding invoices e Type an invoice number in the Invoice field and press lt ENTER gt to begin the displayed list at the specified invoice e Type an X in the Sel Select field next to an invoice and press lt ENTER gt to advance to Screen 635 to view additional invoice information will be displayed Accounts Receivable User Manual Page VII 24 Screen 638 Invoice
45. 5 12 21 09 C _ ARDWO1 11 12 09 AR PAYMENT 324 75 2 06000 11 12 09 c ARDWO1 01 15 10 AR PAYMENTS 115 793 97 250 01665 01 15 10 C _ ARDWO1 03 15 10 AR PAYMENTS 98 576 70 304 01665 03 15 10 c _ ARDWO2 11 18 09 AR PAYMENT 53 309 78 238 06000 11 18 09 c _ ARDWO2 12 07 09 AR PAYMENTS 324 75 2 06000 12 07 09 c _ ARDW03 03 12 10 AR PAYMENTS 19 042 67 1 01606 03 12 10 c _ ARDWO4 12 07 09 AR PAYMENT 1 000 00 2 06000 12 07 09 c ARDWO5 12 07 09 AR PAYMENT 365 00 1 06000 12 07 09 c _ ARDWO5 05 20 10 AR PAYMENTS 107 789 76 308 01665 05 20 10 c _ ARDW06 12 07 09 AR PAYMENT 300 00 1 06000 12 07 09 c Continued Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Press lt ENTER gt to scroll through the complete batch header listing If the batch header reference number is known enter it in the Batch Ref field to position it at the top of the list e Type an X in the Se Select field to select it and advance to Screen 627 where all transactions for the specified batch will be listed Batch Listing Process Batch Reference The Batch Reference is a 6 character field used to group sessions of like transactions The first three characters typically identify the type of transactions entered during the session For example a batch reference value of ARROO1 would indicate Accounts Receivable Payment transactions were entered during this session If a batch reference number is
46. 5 digits Shows the total dollar amount in sales outstanding for this customer 15 digits Displays the total dollar amount of year to date sales for the specified customer PF2 Help 1 digit Identifies the bill type used to group bills for different invoice forms The default value is 1 Currently Accounts Receivable does not print bills Related to SPR PF2 Help 1 character Indicates the value in SPR which defines how often a project is billed before sending a new invoice Sample bill frequency values are M monthly Q quarterly S semi annually and A annually Related to SPR 2 characters Indicates the type of the organization classification of the customer See Appendix for explanation of standard PF keys Accounts Receivable User Manual Page VII 7 List Invoices by Customer To list the open invoices attributed to a specific customer use Screen 632 Screen 632 Invoices by Customer Panel 1 Screen 632 Invoices by Customer Panel 2 632 Invoices by Customer ANIMAL EMERGENCY HOSPITAL 632 Invoices by Customer 11 18 10 13 01 ANIMAL EMERGENCY HOSPITAL FY 2011 CC 02 Screen ___ Customer 6xxxxxxxxxxx0 Invoice PANEL 01 MORE gt gt Nbr Inv Bill Sel Invoice Lns Type Dept Due Date Amount Amt Paid Total Due G063425 1 DP VSAM 10 11 2007 25 00 25 00 0 00 G066712 1 DP VSAM 01 11 2008 36 00 36 00 0 00 6067780 1 DP VSAM 02 13 2008 36 00 36 00 0 00 G075968 1 DP
47. 627 Transaction Inquiry by Batch Panel 2 627 Transaction Inquiry by Batch 06 15 10 16 35 FY 2010 CC 02 Screen Batch Ref ARD312 Date 11 06 2009 Indirect Also N Ref 2 Bank Option N 062 R012809 11 06 NATIONAL ARCHIVES TRUST FU 664 59 042500 00000 1300 062 R012809 11 06 NATIONAL ARCHIVES TRUST FU 664 59 001017 00000 1610 062 R012722 11 06 DEPARTMENT OF STATE HEALTH 34 673 12 042100 00000 1300 062 R012722 11 06 DEPARTMENT OF STATE HEALTH 34 673 12 End Of Data Enter PFl PF2 PF3 PF4 PF5 PF6 PEF7 PF8 PF9 LPF10 PF11 PF12 Hmenu Help EHelp View Dload Left Right Basic Steps e Enter a batch reference number and date in the fields provided e Set the Indirect Also Ref and Bank Option fields as desired e Press lt ENTER gt for a listing of the batch transactions Accounts Receivable User Manual Page Il 9 Screen 627 Transaction Inquiry by Batch cont d Batch Inquiry Process Indirect Also Flag The Indirect Also flag requires a value of Y yes or N no to indicate whether the indirect transactions should be included in the display Reference Numbers The Ref field provides the user with information on references pertaining to particular transactions Currently there are four different reference codes used in FAMIS Specific transactions are associated with these codes as determined by each system part Sample values of possible reference numbers are as follows
48. AL AP Disbursements GL 04x Prepaid Vouchers 068 au REF 3 Receipts 03x Teller M Disbursements 04x if manually entered Screen 23 Transaction Inquiry by Account Panel 1 023 Transaction Inquiry by Account VET MED TEACHING HOSPITAL Screen ____ Account 144013 4010 Ref 3 Direct Indirect Bank Option N Sbcd TC Ref 3 Date Description Amount I 4011 068 02 28 JT MOORE CHANCE 89 61 N 4011 041 02 28 WALLER CREDIT INV 8 00 C 4011 054 03 06 ROY RASWELL DISTR 316 36 D 4013 054 12 04 MMM VETERINARY SUP 21 82 D 4013 054 12 04 MMM VETERINARY SUP 15 58 D 4013 068 12 15 MMM VETERINARY SUP 21 82 F 4013 068 12 15 MMM VETERINARY SUP 15 58 F 4013 061 0106202 01 08 CARE PAY 20090000 2 089 64 4013 054 03 06 PNEUMON SERVICES 32 00 D 4013 054 03 06 SHORE VETERINARY I 253 66 D 4014 068 03 03 DYLAN TROPHY DB 7 50 F 4020 054 09 01 DALE MARKETING L P 593 92 D 4020 054 09 09 DALE MARKETING L P 79 99 D 4020 054 09 15 DISK O TAPE INC 753 82 D Continued Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 ye Hmenu Help EHelp i DLoad Left Right 03 10 09 13 58 FY 2009 CC 02 D BatRef Offset Acct PCV001 014400 2100 PCROO1 8576JF 7940EP 7940EP INV376 014400 2100 INV376 014400 2100 OSJ009 001004 1610 7940EP 7940EP PVP410 014400 2100 PUROO1 8576JF 8576JF Accounts Receivable User Manual Page IX 17 FAMIS Reference Codes cont d Reference 4 Reference 4 is typically used by departments
49. Accounting Feed The Acct Feed flag determines when newly created receivables will be posted to the account This flag may be changed only when the batch is opened This is a security control variable that may only be changed by users with the proper FAMIS security Sample values for this flag are as follows Values Meaning D Detail Accounting Feed S Summary Accounting Feed Y Feed Accounting B Feed Accounting in Batch N No Feed Close a Session Once the transactions are posted and the totals confirmed the session may be closed The batch record is updated with the totals at this time If you are unable to close the session i e if you have been disconnected all transactions will be processed regardless However the batch record will not be updated and the session will always show an open status Accounts Receivable User Manual Page Il 4 Screen 630 Accounts Receivable Batch Initialize cont d Reopen a Session A session may be opened and closed as many times as is 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 may be reopened Field Descriptions required Screen Information Session Reference Session Date Session Status Acct Feed Bank Description User ID Override Expected Totals Transactions Amount
50. Accounts Receivable Gash oe User Manual EE FAMIS Services The Texas A amp M University System Accounts Receivable User Manual Page l 2 Introduction The purpose of this manual is to assist with accessing and utilizing information in the Accounts Receivable 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 Financial Accounting Accounts Payable Fixed Assets Purchasing and Sponsored Research Manuals for these applications are either currently available or in the process of being developed For your convenience all associated screens and processing information are included in this manual along with field descriptions The required fields are designated by a diamond symbol Data entry information Help can be accessed on some screen fields with the use of the PF2 key or by typing an asterisk or question mark in the field By utilizing the information and guidelines contained in this manual a user should be able to access Accounts Receivable information as well as create and modify invoices and customers The FAMIS User Manuals are in a constant state of revision due to screen updates changes in procedures and a multitude of other reasons If you would like to make sugge
51. CARE PLUS GXXXXXXXXXXXO _ ANIMAL EMERGENCY HOSPITAL 6xxxXxXXXXXxXxXx0 _ ANIMAL MEDICAL SUPPLIER 6xxxxXXXXXxXxx0 _ APO VET CLINIC XXXXXXXXXXXO _ AT amp TV 6xxxxXXXxXXxXxXx0 ARMOT ENERGY CORPORATION 6xxxXxXXXXxXxXxXx0 _ AUTOMATION INDUSTRIALS 6xxxxxxxxxxx0 _ BANK OF AMECIE 6xxxXxXXXxXXxXxXx0 BARRY COOK 6XXXXXXXXXXX _ BARTLETT COLSON 6XXXXXXXXXXX5 _ BELLE ANIMAL CLINIC XXXXXXXXXXXO BEST ANIMAL HOSPITAL GXXXXXXXKXXXXO 222222222222 2272Z Drop Alias SS GGG GGG GGG GGG 11 18 10 12 42 FY 2011 cc 02 City State HOUSTON TX FORT WORTH TX SALT LAKE CITY UT ATLANTA GA DALLAS TX HOUSTON TX NEW YORK NY HOUSTON TX HOUSTON TX Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Basic Steps e Type the name or any part of the customer s name in the Customer field and press lt ENTER gt to display an alphabetical listing of customers that match what you entered in the Customer field e Type an X next to a customer s name and press lt ENTER gt to select it and to transfer the customer number to the Action Line Field Descriptions required Action Line Customer 13 characters digits Help Field Help Available Using PF2 or Enter the desired FAMIS customer identification number if known If not you may enter part or all of the customer s name Screen Information Name 30 characters Displays the name of the customer Customer 1
52. CE__ Cost Ref 1 2 3 Transactions Amount Batch JACOO1 Date 06 16 2010 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Warns Hmenu Help EHelp Basic Steps e Open a batch session on Screen 630 e Advance to Screen 611 e Type the customer and invoice numbers in the fields provided and press lt ENTER gt e Enter the account number the amount of the line item and its description e Enter additional data in the available fields as desired and press lt ENTER gt to record the invoice line item e _lfthere are no errors the line item number assigned will appear in the top left hand corner of the screen Line Item Creation Process Accounting Entries When an invoice is created a journal entry is produced which credits the Subsidiary Ledger SL and debits the General Ledger GL Account control 1300 Receivables In addition to these direct transactions four indirect transactions are processed with the creation of an invoice using Screen 610 a credit to the GL account Fund Balance a credit to the GL expense revenue summary a credit to the GL claim on cash and a debit to the GL claim on cash These transactions may be viewed using Screen 627 Transaction Inquiry by Batch Accounts Receivable User Manual Page IlI 8 Screen 611 Line Item Create cont d Direct Transactions Indirect Transactions Credit SL Revenue Object Code GL Expense Revenue Su
53. ESEt iccsisinveisiesnsesssarscscssnsesesesscecsanacevevevsvevevecevevantarasebacesoanenssdennsisserasdseansassdenses VI 14 Used to freeze delete or drop a customer These settings determine the types of transactions that may be processed against each customer Accounts Receivable Control Record ccssssccessscecesesseeesssneeensseeeesesceeessseeeessseeeesssceeessseeeesesseeeeesees VIII 3 Control record used for values that determine the accounting methods used to post receivables set by FAMIS Services INVOICE Prefix Create io sicccsissccssncscnsatasensssscsessscdscsesscdeneusdssavadeacvssssaaventssnsassddevsasasansasssauansseasdscessenaaess VIII 6 Provides information on valid invoice prefixes for each system member set by MIS Team Invoice Prefixes Last Number Used sccccssscecessseeeessseeeessseeeessseeeessseeessssceesasseeesssscsesssseeeeesseeeeess VIII 8 Provides list of valid prefixes and numbers of most recent invoices for a specific system member Past Due Letter Text Maintenance scccccssssssssceeceeessssssseeeseesssessccceeeeessssssceeeeeesesssssceeeeeseeessseaes VIII 9 Allows free form text entry for past due letters for a specific invoice type Project Billing INFOMATION E L Used to create maintain and view billing schedules for a project Accounts Receivable User Manual Page IX 9 Standard PF Keys PF Keys are used in the FAMIS modules to access additional information Wherever possible the s
54. 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 CODE TYPE OF DATA or TYPE Encumbrances Vouchers Credit Memos Prepaid Vouchers 05x Prepaid Credit Memos 06x PO or Doc H Revolving Vouchers Revolving Prepaid Vouchers Change Source of Funds Multi Vendor Vouchers SL and GL Budget SL Budget Transfer 02x Budget Beg Balance 098 Beginning Balance GL AFR 060 AER Entries Reversals SL and GL Screen 23 Transaction Inquiry by Account Panel 1 023 Transaction Inquiry by Account VET MED TEACHING HOSPITAL 144013 4010 Ref I Direct Indirect D 03 10 09 14 02 FY 2009 CC 02 Bank Option N Screen ___ Account Sbcd TC Ref 1 Date Description 4010 054 L902781 09 16 DYLAN TROPHY DB 4010 054 L904455 09 22 WINSTON S OFFICEWOR 4010 068 L903552 09 25 NASH NASWORTHY 4010 068 L904455 09 26 WINSTON S OFFICEWOR 4010 061 09 26 STORES 4010 061 09 26 STORES 4010 061 09 26 STORES 4010 061 09 26 STORES 4010 061 09 26 STORES 4010 061 09 26 STORES 4010 061 09 26 STORES 4010 061 09 26 STORES 4010 061 09 26 STORES 4010 061 09 26 STORES Continu Enter PF1 PF2 PF3 PF4
55. 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 PURSO1 270260 0523 4010 061 S054792 09 26 STORES 107 47 PURSO1 270260 0523 4010 061 S054793 09 26 STORES 434 10 PURSO1 270260 0523 4010 061 S054794 09 26 STORES 51 41 PURSO1 270260 0523 4010 061 S054795 09 26 STORES 72 35 PURSO1 270260 0523 4010 061 S054796 09 26 STORES 90 57 PURSO1 270260 0523 4010 061 S054797 09 26 STORES 11 96 PURSO1 270260 0523 4010 061 S054798 09 26 STORES 417 24 PURSO1 270260 0523 4010 061 S054799 09 26 STORES 322 99 PURSO1 270260 0523 4010 061 S054800 09 26 STORES 98 66 PURSO1 270260 0523 Continued Enter PFl PF2 PF3 PF4 PF5 1 PF6 PF7 PF8 PF9 LPF10 PF11 PF12 Hmenu Help EHelp DLoad Left Right Accounts Receivable User Manual Page IX 16 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 MANU
56. Field Reference Value Ref 1 Purchase Order Number Budget Number Ref 2 Voucher Number Bill Receipt Number A R Invoice Number Ref 3 AP Check Number Teller ID Number Ref 4 Departmental Voucher Number A R Payment Check Number To see a specific reference value displayed with the transaction information enter its number in the Ref field and press lt ENTER gt See the Appendix for a list of FAMIS Reference values and associated transactions Bank Option Flag The Bank Option flag requires a value of Y yes or N to indicate whether or not the Bank field should be displayed with the transaction information If the Bank Option is left off N the offsetting account for the transaction will be listed instead Field Desc ri ptions Required Field Help Available Using PF2 or Action Line Batch Ref 6 characters digits Enter the desired batch reference number to be displayed Date 8 digits Include date the batch was entered Indirect Also 1 character Type Y to display indirect transactions generated in a session Ref 1 digit Designate which user defined reference code is to be displayed with the transaction information The default value is Reference 2 Accounts Receivable User Manual Page 11 10 Screen 627 Transaction Inquiry by Batch cont d Bank Option 1 character Type Y to include the bank number with the transaction information Default value is
57. III 4 Screen 610 Invoice Create cont d Line Item Entry After successfully entering the invoice header information the Line Item Entry pop up window will appear as shown below Invoice items from both state and local accounts may be entered for the same customer At least one line item must be entered before an invoice number can be assigned The Ref field in the Line Item Entry pop up window refers to reference number four 4 Screen 610 Invoice Create Pop Up Window EE see se Line Item Entry Account Sale Date Ref Amount Ln 1 273001 00000 0594 03 05 09 150000 00 Desc HSC ROUND ROCK Cost Ref 1 2 ER Ln 2 Desc Cost Ref 1 2 ER Ln 3 Desc Cost Refl 2 ER More Lines Y N PF7 Backward PF8 Forward PF12 Cancel Total R Accounting Entries When an invoice is created a journal entry is produced which credits the Subsidiary Ledger SL and debits the General Ledger GL Account control 1300 Receivables In addition to these direct transactions four indirect transactions are processed with the creation of an invoice using Screen 610 a credit to the GL account Fund Balance a credit to the GL expense revenue summary a credit to the GL claim on cash and a debit to the GL claim on cash These transactions may be viewed using Screen 627 Transaction Inqu
58. M 3rd digit of 06X for Receivables 5 Enter PFl PF2 PF3 PF4 PF5 PF6 PEF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e View information set by FAMIS for your campus Accounts Receivable User Manual Page VIII 3 Screen 680 Accounts Receivable Control Record cont d AR Control Process Accounting Methods FAMIS uses the accrual accounting method so the only valid option for the Cash or Accrual C A field is A The accrual basis of accounting requires that revenue be recorded as it is earned and expenses recorded as they are incurred When a purchase is recorded FAMIS will debit accounts receivable and credit the revenue account In turn when the payment is processed for the purchase FAMIS will credit accounts receivable and debit cash Payment Transactions Journal Entries Payments may be processed as either a Receipt or a Journal Entry This option will determine which of the General Ledgers GL will be credited and debited for each of the receivables When the AR Control Record has been set to process payments as Journal Entries the direct receipt must also be manually entered using Screen 12 to the General Ledger GL clearing account control 1610 AR Payment Screen 615 or 616 Screen 12 Debit GL Clearing Account Control 1610 GL Clearing Account Control 1100 Credit GL Account Control 1300 GL Clearing Account Control 1610 System processed trans
59. N If N the Offset Account number will be displayed Screen Information Account 10 digits Shows the Subsidiary Ledger Account and object code initiating the transaction Note The full 15 digit account number is displayed on Panel 2 TC 3 digits Displays the transaction code for the type of transaction processed See the Appendix for a complete list of transaction codes Ref 7 characters digits Identifies the reference number providing details about specified transactions This is the same reference number entered on the Action Line Date 4 digits Indicates the date the batch was entered Description 16 characters Shows a brief description of the transaction Dir Ind 1 character Indicates whether transaction was posted directly D or indirectly I Amount 15 digits Shows the dollar amount of the line item transaction I 1 character digit Identifies the credit debit or encumbrance liquidation indicator When Bank Option is N off Default Offset Acct 10 digits Indicates the offsetting account Subsidiary Ledger Object Code for direct double sided transactions When Bank Option is Y on Bank 5 digits Identifies the bank to which the transaction was posted Additional Functions PF KEYS See Appendix for explanation of standard PF keys PF6 View View View detail of transaction record PF9 Download Dload Press to download the data through Entire Connection Accounts Receivable U
60. PF keys listed that can assist with use of the screen For example at the bottom of Screen 164 Voucher Inquiry by PO Number there is a PF11 key with the word Right under it This means that by pressing PF11 the screen listing will scroll to the right for an additional panel of information 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 followed by 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 lt ENTER gt to process data information note the status bar at the bottom of the screen When the system is processing information the symbol X or hour glass icon amp 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 Accounts Receivable User Manual Page IX 3 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
61. Receipts Accounts Receivable User Manual Help Field Help Available Using PF2 or 6 characters digits Enter a session reference number formatted AAANNN or AAAANN to be used to group entry of like transactions 8 digits Type the date of the session 1 character Indicate the status of the session open O or closed C 1 character Determines when the newly created receivables will be posted to the account This flag may be changed only when the batch is open For example FFX Detail Accounting Feed FFX Summary Accounting Feed FRS Feed Accounting FRS Feed Accounting in Batch FRS FFX No Feed ZZ D ez Lo TO D This is a security control variable that may only be changed by users with the proper FAMIS security 5 digits Identify the bank to be used for the session It will be used on all transactions in the batch and may not be changed once the session has been opened 35 characters Enter a general description of the types of transactions entered in a session 1 character Type Y to open and override a session established by a different user ID on the same day 5 digits Enter the expected number of transactions to be completed in this session 14 digits Include Expected total dollar amount of transactions in this session 15 digits The total amount of receipts entered in this session Page Il 5 Screen 630 Accounts Receivable Batch Initialize cont d
62. T FOR FAULTY LAMP Cost Ref 1 2 3 Transactions Amount Batch JACO01 Date 07 02 200 Enter PF1 PF2 PF3 PF 4 PF5 PF 6 PF 7 PF8 PF 9 PF10 PF11 PF12 Warns Hmenu Help EHelp Basic Steps e Open a session on Screen 630 e Advance to Screen 641 e Type the customer and credit invoice numbers and press lt ENTER gt e Enter the account number the amount of the line item and its description e Enter additional data in the available fields as desired and press lt ENTER gt to record the credit invoice line item e If there are no errors the line item number assigned will appear in the top left corner of the screen Line Item Creation Process Accounting Entries When a credit invoice is created a journal entry is produced which debits the Subsidiary Ledger SL and credits the General Ledger GL Account control 2130 Overpayment on Accounts Receivable In addition to these direct transactions four indirect transactions are processed with the creation of an invoice using Screen 610 a debit to the GL account Fund Balance a debit to the GL expense revenue summary a debit to the GL claim on cash and a credit to the GL claim on cash These transactions may be viewed using Screen 627 Transaction Inquiry by Batch Accounts Receivable User Manual Page V 8 Screen 641 Credit Line Item Create cont d Direct Transactions Indire
63. V Interface IDTs dept code Prepaid Vouchers PPV Ex PHPLxx Corrections Purchase PVC Visa MC Charges VMC Delete Vouchers DEV Interagency Payments IAP Housing Interface HSG FAMIS Assigned SIMS Interface SIMS FAMIS Assigned Journal Entries Miscellaneous MDS Regular JEN Procurement Card PCC FAMIS Assigned Corrections JEC Corrections Payroll CPR Investments JIN Accounts Receivable Payroll AR Accounting Feed FAR FAMIS Assigned EPA Adjustments EPA FAMIS Assigned AR Payments ARP FAMIS Assigned Insurance Billing INS FAMIS Assigned Insurance Equity Transfer INEQ FAMIS Assigned Bank Transfers Payroll PAY FAMIS Assigned Bank Transfers BTR Payroll Auto Adjustment SEAA FAMIS Assigned Salary Encumbrance SEN FAMIS Assigned Budget Salary Savings SSV FAMIS Assigned Budget Brought Forward BBF FAMIS Assigned Beginning Entries BEG Fixed Assets FFX Regular BJN FFX Accounting Feed FFX FAMIS Assigned Original Budgets BUD FFX Depreciation FFD FAMIS Assigned Generated Exp Budget GEB FAMIS Assigned Sponsored Research SPR Cash Receipts Indirect Cost INDZ FAMIS Assigned Cashier Deposits Depts CPD Corrections Receipts CRC Suspense Departmental Deposits DDP Suspense SUS Distribution to S L DTR Gifts GIF Interest INT Investment Sales INS Letter of Credit LOC Miscellaneous MDP K FA DOC WRKNPRCS Student NEW Session Batch Header V MC Charge Back CBK Codes docx V MC Deposits VDD Revised 3 6 2014 11 25 AM Page IX 14
64. VSAM 09 10 2008 36 00 36 00 0 00 6105078 1 DP VSAM 12 11 2010 19 00 0 00 19 00 Total 152 00 133 00 19 00 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 1PF12 Hmenu Help EHelp Left Right 11 18 10 13 01 FY 2011 CC 02 Total 152 00 133 00 0 00 Screen ___ Customer 6xxxxxxxxxxx0 Invoice Include Invoices with Zero Balance Y lt lt MORE PANEL 02 Sel Invoice Amount Amt Paid Total Due 6063425 25 00 25 00 0 00 0 00 0 00 6066712 36 00 36 00 0 00 0 00 0 00 6067780 36 00 36 00 0 00 0 00 0 00 G075968 36 00 36 00 0 00 0 00 0 00 G105078 19 00 0 00 0 00 0 00 19 00 0 00 19 00 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 LPF10 PF11 PF12 Hmenu Help EHelp Left Right Basic Steps e Type a customer number in the Customer field and press lt ENTER gt to display a numerical listing of all outstanding invoices for the customer e Type an invoice number in the Invoice field and press lt ENTER gt to begin the listing at the specified invoice e Type an X next to an invoice to advance to Screen 635 to view additional invoice information Accounts Receivable User Manual Page VII 8 Screen 632 Invoices by Customer cont d Field Descri ptions Required Help Field Help Available Using PF2 or Action Line Screen Information Customer Invoice Include Invoices with Zero Balance Panel 1 gt
65. aanseces Allows partial or complete invoice payment Also used to invoice searches 617 Retention Disallowance Maintenance c ssssseccsseeeeeesssneeeeeeeeesssscceeeeeeseessnceeeeeeeeecsssseeeeees Used to maintain retention and disallowance for a particular invoice 620 INVOICE Header MOGIEY csuscscsscacsescessceansassecies cccecanasccaciscvasssecetscbsecssdenstacedcaededetsscdeestacesaxeteuseiss Used to modify the header for a specific invoice 621 Transfer Invoice to another Customer EE Used to transfer existing invoice to another customer 624 Session Batch Header List ProCceSsed scccccssssssseeesceeeesssssneeeeceeeeessseeseeeeeesessseeeeeeeeeesseeees Provides a list of all Accounts Receivable batches processed in FAMIS 627 Transaction Inquiry by Batch ccccccccsssssscceccceessssssnceeseesssessneesceesssesssccessessssessssseeseesesees Provides a detailed listing of transactions processed in a given batch Accounts Receivable User Manual Page IX 8 Accounts Receivable Screens List cont d 630 632 633 634 635 636 637 638 640 641 643 680 681 682 683 SPR 116 AR Batch Initialize c ccccccscccasssacccscscsascsaccsscnasasasasasasacasseassenassnonsasansunananeesdsiseassssdeausesenasesacaascseeancasenass II 3 Used to open close a batch so accounts receivables may be entered INVOICES DY CUSTOMER E VII 8 Lists the open invoices attributed to a sp
66. acter digits Shows the number of the last invoice posted to this customer 8 digits Identifies the date of most recent billing 7 digits Displays the identification number of the sponsor responsible for a Sponsored Research Project 1 character Y indicates the customer has been removed from the customer file PF2 Help 1 character Y indicates the selected customer is frozen from further invoice transactions PF2 Help 1 character Y indicates the specified customer is deleted At year end the customer will be deleted from the system 2 digits Displays the number of months to be retained after the last activity Related to SPR 15 digits Shows the amount of deposit held on account 15 digits Identifies the amount of credit available to the customer 15 digits Current outstanding balance on customer s account Accounts Receivable User Manual Page VII 6 Screen 605 Customer System Information cont d Added Userid Last Mod Userid Last Online Mod Date Total Sales YTD Total Sales Bill Type Bill Frequency Customer Type Additional Functions PF KEYS 7 characters digits Shows the FAMIS identification number of the person who set the customer up on FAMIS 7 characters digits Displays the identification number of person who entered the most recent modifications for the customer 8 digits Identifies the date of last modification activity 1
67. acters digits Identifies the current batch reference number Accounts Receivable User Manual Page IlI 9 Screen 611 Line Item Create cont d Date 8 digits Indicates the date on which the batch was entered Additional Functions PF KEYS See Appendix for explanation of standard PF keys PF12 Warnings Warns Displays nonfatal warning messages Accounts Receivable User Manual Page Ill 10 Adjust Invoice Line Items To increase or decrease previously entered invoice amounts use Screen 612 The amount necessary to increase decrease the line item is entered in the Amount field and depending on the value in the D C field FAMIS adjusts the original amount accordingly Screen 612 Line Item Adjust 612 Line Item Adjust 07 02 07 15 43 FY 2007 CC AM Screen Invoice 0000342 Line 02 Date 07 02 2007 Transaction Type C Charge Ref CFHSOO1 Amount 3 50 Description INCORRECT AMOUNT ENTERED D c C D Increase Line Amount C Reduce Line Amount Customer 2vvvvvvvvvvvv2 Acct Number 333001 00000 4050 Description SECOND LINE ITEM FOR THIS INVOICE Cost Ref 1 2 34 Posted Date 07 02 2007 Amount 44 99 Sale Date 07 02 2007 Paid Amount 0 00 Transactions 0 Amount 0 00 Batch KLPOO1 Date 03 2 00 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Warns Basic Steps e Open a batch session on Screen 630 e Advance to Screen 612 e Type the invoice nu
68. actions no manual entry required Payment Transactions Receipts When the AR Control Record has been set to process payments as Receipts it is not necessary to enter the direct receipt to the GL clearing account Instead direct transactions to the GL account controls 1100 Claim on Cash and 1300 Accounts Receivable are processed by the system AR Payment Screen 615 or 616 Screen 12 Debit GL Account Control 1100 No Entries Required Credit GL Account Control 1300 No Entries Required System processed transactions no manual entry required Transaction Codes The transaction codes which indicate AR payments and those which indicate the processing of a receivable are set on Screen 680 See the Appendix for a list of transaction codes and their associated processes Accounts Receivable User Manual Page VIII 4 Screen 680 Accounts Receivable Control Record cont d Field Desc ri ptions Required Help Field Help Available Using PF2 or Screen Information Cashor Accrual C A Payments as Receipts or JEs R J If JEs GL Cash Clearing Account 3rd digit of 06x for payments 1 character Indicate whether AR transactions should be processed based on the cash or accrual accounting methods FAMIS uses the accrual method therefore the only valid value is A 1 character Determine which General Ledgers will be credited and deb
69. ailing an individual invoice line item i e all line items for an invoice will be shown Selecting an invoice on this screen will advance you to Screen 636 where you can view a display of the invoice line item information Screen 634 Invoice Line Item by Account Panel 1 F2408 Select Line Item to proceed to Screen 636 634 Invoice Line Item By Account 11 18 10 13 11 FY 2011 CC 02 Screen ___ Account 270300 00000 Invoice include Line Items with Zero Balance Y Supp PANEL 01 MORE gt gt Sel Invoice Ln Acct Customer Due Date Amount Amt Paid A490306 1 00000 ACCOUNTS RECEIV 09 30 2006 _ C476682 1 00000 99 RESEARCH FOU 07 20 2007 170 00 170 00 C480972 1 00000 VP RESEARCH REN 02 19 2009 11445 00 11445 00 C484239 1 00000 08 TEES MECHANI 09 19 2010 50990 00 50990 00 566462 1 00000 10 TAMUG LIBRAR 10 20 2005 58 85 58 85 ___C566463 1 00000 BOOKS amp MORE 10 20 2005 91 82 91 82 C566464 1 00000 99 RESEARCH FOU 10 20 2005 6 58 6 58 566465 1 00000 07 TCE AGRICULT 10 20 2005 33 70 33 70 C566466 1 00000 07 TCE AGRICULT 10 20 2005 0 56 0 56 566467 1 00000 07 TCE AGRICULT 10 20 2005 1 23 1 23 C566468 1 00000 23 HSC FAMILIES 10 20 2005 10 00 10 00 C566469 1 00000 23 HSC ASSOCIAT 10 20 2005 1 00 1 00 566470 1 00000 06 TAES RANGELA 10 20 2005 40 00 40 00 Sub Total 62848 74 62848 74 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 F11 4PF12 Hmenu Help EHelp Left ht
70. ame assignment has been given to the same PF key such as PF9 always being the key used for NOTES Occasionally this has not been possible and a different assignment has been made The following list is to help you identify the functionality behind the PF keys that you will see on the many screens in FAMIS 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 To exit a pop up window press PF4 to return to the previous window or inquiry screen If multiple windows have been opened pressing PF3will return you directly to the screen where you started From within many of the pop up window an additional set of extended function keys may appear to further inquire on the document or item Extended Function Keys Bkwd Backwards Advances backward to the previous screen or scrolls one page back for a particular item Frwd Forward Advances forward to the next screen or scrolls one page forward for a particular item Left Scroll Left Some windows are made up of several adjacent panels These will be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the left More Desc More Description Displays complete des
71. ank 166 Prepaid Voucher with NO reconciliation offset to the bank Assigned by FAMIS 167 Prepaid Revolving Voucher Assigned by FAMIS 169 Prepaid Cash Voucher User Defined 17x Prepaid Credit Memo Screen 116 Invoicing Screen 340 and 345 170 174 Prepaid Credit Memo with reconciliation User Defined 176 Prepaid Credit Memo with NO reconciliation User Defined no offset to the bank 175 NOT USED User Defined 177 179 Prepaid vouchers with reconciliation User Defined K FA DOC WRKNPRCS Charts for Manuals FAMISTransactionCodesNF docx Rev 5 8 2012 Accounts Receivable User Manual Page IX 13 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 Receivable User Manual Accounts Payable Encumbrances AP ACH APA FAMIS Assigned Encumbrance ENC AP Check APC FAMIS Assigned AP State Voucher APV FAMIS Assigned IDTs Fee FEE FAMIS Assigned Regular IDT Travel TRV Corrections IDC Corrections Travel TRC Gift Fees FEE Purchase PR
72. as given one 20 digits Enter the account number on the customer s books if the customer provides it 10 digits Include the project number assigned by customer if customer assigns one 10 digits Identify the number used by physical plant to identify work orders 10 digits Include the Sponsored Research Project number associated with sponsored billing If coming from Sponsored Research project this is the number of times the project has been billed PF2 Help 1 character Enter Y if past due notices should be suppressed The following section deals with customer information If the address information is different from the customer information it should be entered here Override Bill to Information Informational only Name 30 characters Enter the customer s name to send bill to if different from customer making payment Accounts Receivable User Manual Page IlI 6 Screen 610 Invoice Create cont d Accounts Receivable User Manual Address City State Zip Country Phone Ext Transactions Amount Batch Date Additional Functions PF KEYS PF9 617 PF12 Warns 90 characters digits Include the customer s billing address if different from original 20 characters Enter the city of the customer s billing address if different from original Help 2 characters Identify the state of customer s billing address if
73. ase enter Y to confirm transfer Transfer Accounts Receivable User Manual Page Ill 18 Screen 621 Transfer Invoice to Another Customer cont d Field Descri ptions Required Help Field Help Available Using PF2 or Action Line Invoice Customer Name New Customer Screen Information 7 character digits Enter the original invoice number to be modified 13 characters digits Shows the FAMIS customer identification number for the current invoice 25 characters Displays the customer s name 13 characters digits Enter the FAMIS customer identification number for the new customer Invoice Header Information Due Date Cust PO Work Order Bill Per Beg Cust Proj SPR Proj Bill Per End Cust Acct Number of Lines Invoice Type 8 digits Shows the date invoice should be paid If left blank it will be calculated from sale date on pop up The sale date is the current date unless overridden 10 characters digits Displays customer purchase order number if customer has given one 10 digits Identifies the number used by physical plant to identify work orders 8 digits Shows the date the billing period begins 10 digits Identifies the project number assigned by the customer 10 digits Displays the Sponsored Research project number associated with the invoice 8 digits Identifies the date the billing period ends 20 digits Shows the acc
74. ce s is overdue Please forward payment to Texas A amp M University Financial Management Operations Sales amp Receivables 6000 TAMU College Station TX 77843 6000 If your books indicate that the invoice s has been paid __ please send copies of the cancelled checks front and back _ to TX A amp M University Research Services 1260 TAMU College Station TX 77843 1260 Contact TX A amp M University_ Research Services with questions at 979 845 0097 or for add l info go to http tamurs tamu edu contact us Please enter text in UPPER and LOWER case To leave a blank line put an in the first column Hmenu Help EHelp 683 Past Due Letter Text Maintenance 11 18 10 13 58 FY 2011 CC 02 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Basic Steps e Advance to Screen 683 e Type an Invoice Type and Past Due Number in the fields provided and press lt ENTER gt e Type the desired text for the past due letter in the Text field To leave a blank line type an asterisk at the beginning and leave the line blank e Press lt ENTER gt to record the information e Type Y in the Delete field to delete the past due number entered in the Past Due Number field Past Due Letter Process Invoice Types The invoice type is used to group invoices by category A different past due message may be entered for each invoice type Sample invoice types include the fo
75. cription text for a document or an item R R400007 Document Item Inquiry Item 1 0 l Line Descriptions erne 1 1 6 GB FORMATTED USEABLE FAST SCSI 2 DISK 2 DRIVE FOR SGI INDIGO WITH INTERNAL MOUNTING l l Press lt PF4 gt to Exit Accounts Receivable User Manual Page IX 10 Appendix Standard PF Keys cont d Next Next Screen Advances to the next screen required Notes Notes Displays any notes attached to the document header Use the Position at Line field to start the text at a particular line The Page F B E field scrolls forward F and Backwards B through the text or End E to exit the window F0013 Please enter desired modifications P600026 1 0 Position at line ___ Line kkkkkKKK Note Text kkkKKK 1 gt gt Notes Entered 10 12 95 BY CARSON CARL C__ l 2 THE DEPARTMENT REQUESTS TO REVIEW ALL BIDS__ 3 PRIOR TO THE AWARD l 4 5 CONTACT DR WILL W WADDLESWORK FOR FURTHER_ 6 DETAILS CLARIFICATION ABOUT THE REQUESTED_ S ITEMS l 8 l 9 l 10 l 11 l 12 Right Scroll Right Some windows are made up of several adjacent panels These will be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the right Accounts Receivable User Manual Page
76. ct Transactions Debit SL Revenue Object Code GL Expense Revenue Summary Account Control Debit GL Fund Balance Account Control Debit GL Account Control 1100 Claim on Cash Credit GL Account Control 2130 GL Account Control 1100 Claim on Cash Field Desc ri ptions Required Help Field Help Available Using PF2 or Action Line Customer Invoice Screen Information Account Ref Sale Date Amount Description Cost Ref 1 2 3 Batch Information Transactions Amount Batch Date Accounts Receivable User Manual 13 characters digits Enter the FAMIS customer identification number 7 character digits Include the credit invoice number assigned by FAMIS 15 digits Identify the account number issuing credit PF2 Help 7 digits Enter the departmental invoice number 8 digits Include the date the items were sold to the customer 12 digits Enter the amount given in credit 2 lines 35 characters each Provide a description of credit invoice 7 characters digits Include any user defined reference numbers 5 digits Shows the expected number of transactions to be completed in this session 14 digits Identifies the expected total dollar amount of transactions in this session 6 characters digits Displays the current batch reference 8 digits Indicates the date the batch was entered Page V 9 Screen 641 Credit Line Item Creat
77. customers containing the entered data 603 Customer Add Modify s scsicscssessscssssssscssssaccsosnscscsassaccsasacscssansessssesssssedeasssensscssonsnsesennsncsssnsssssans Used to set up a new customer or make modifications to an existing customer 604 Jeff de Tuut EEN Provides a free form section for comments about customers They do not print 605 Customer System INFORMATION 5 005 6c000 0sccedcsccasscececevsoscseescts seuasecaslscvssssanestsssseddstadabslebslsasiedeseed Lists general information about a specified customer 607 Customer Name Alias Maintenance ssscsssecssssssesesesacesnssssscosscssnnsssscnnssnnscsssssensnnnssssssenssnanes Lists all aliases for a specified customer 608 Customer NUMBErMOG FY soci geesde ENEE Used only when customer is incorrectly set up in the system Associates all invoices with the new customer number 610 Invoice CRO E Used to create regular invoices 611 LIM IRON Create egene ees eegen ees ee E Een Allows additional line items after an invoice has already been created 612 Lime ltem Adjust nn nn ss en eee ee esse nt en 565000 Used to increase or decrease previously entered invoice amounts 615 Post Line ltem PayMennts 2 etekessssesEKSKEKSEEKENENNNENNEEKNNENNEENeEEKEEEEKEEE NEEN Used to post line item payments for a specific invoice 616 Search Invoices amp Post PAYMENCS ccs0s ccccsccsscseccsscsscssessecccssccscsensecesessssensstacecedasedbasdacecasei
78. dicating whether the transfer is mandatory If no value is entered in the detail line s for this field the transfer will be flagged with the default value after pressing lt ENTER gt 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 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 Object Code A four digit number identifying specific items of revenue expense or attribute records Open Commitment An encumbrance 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 Purpose The function Receipts Cash received from cash assets collections on account receivable and sale of other assets The purpose is to record money received by the institution to the GL SL and SA or bank accounts Recommendation The budget projection version that is submitted to the Budget Office for approval Regular Order A type or purchase order that denotes a typical order Accounts Receivable User Manual Page IX 25 Appendix Glossary cont d Remit To Address The address to which the check for goods and or services rendered will be sent Requisition A type of document tha
79. ding a disallowance is a temporary measure used to document the amount of the charge that is in dispute Eventually the amount disallowed should be zeroed out and either A the invoice amount will be adjusted downward or B the sponsor agrees to pay the charge The record of the bill that is sent to the customer itemizing the goods or services received Helps track the Goods and Services sold and the amount of required payment Data pertaining to a particular invoice Helps with identifying the billing information about the purchase of goods or services Example Due Date Customer Purchase Order Number Payment made to an institution based on an invoice The beginning character of the 7 character digit invoice number Invoice prefixes are created on Screen 681 and a list of valid prefixes is shown on Screen 682 Example All general invoices CSC Physical Plant Centrex Telecom Stores Transportation etc Large Animal From IDT AB form Dr oo A go o l Accounts Receivable User Manual Page l 10 Accounts Receivable Terms cont d INVOICE TYPE LINE ITEM PAST DUE LETTER RETENTION SESSION BATCH SYSTEM CONTROLS SPR Billing Related Example R Reg SPR Invoices Z SPR Invoices that DO NOT Create a Receivable A code used to group invoices by category Example DP Department IN Insurance SP Sponsored Research An invoice line detailing the goods or services associated with a
80. dress City State 30 characters Enter the customer s name to send bill to if different from customer making payment 90 characters digits Include the customer s billing address if different from original 20 characters Enter the city of the customer s billing address if different from original 2 characters Identify the state of customer s billing address if different from original Accounts Receivable User Manual Page Ill 16 Screen 620 Invoice Header Modify cont d Zip 9 digits Include the zip code of customer s billing address if different from original Country Help 3 characters Enter the country of customer s billing address if different from original Phone 10 digits Include the customer s telephone number if different from original Ext 4 digits Identify the customer s telephone extension if different from original Transactions 5 digits Displays the expected number of transactions to be completed in this session Amount 14 digits Shows the expected total dollar amount of transactions in this session Batch 6 characters digits Identifies the current batch reference Date 8 digits Indicates the date the batch was entered Additional Functions PF KEYS See the Appendix for explanations of the standard PF keys Accounts Receivable User Manual Page 111 17 Transfer Invoices to New Customers This screen is typically used to correct errors caused by entering the wrong c
81. e Ext Customer Proj Work Order SPR Project Sponsors Bill Seq Suppress Past Due Transactions 0 Amount 0 00 Batch Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 Hmenu Help EHelp Basic Steps e Open a session on Screen 630 e Advance to Screen 640 e Type in the customer and invoice numbers and press lt ENTER gt e Enter a billing department and invoice type e Type additional data in the available fields as desired and press lt ENTER gt to record Do not press lt ENTER gt until you have entered all of the credit invoice header information e Enter data in the line item entry pop up window and press lt ENTER gt to create the credit invoice If there are no errors the invoice number will appear in the top left corner of the screen Credit Invoice Process Automatic Invoice Creation If desired FAMIS can automatically assign the seven character credit invoice number This is accomplished by entering a zero 0 or one of the invoice prefixes listed below in the Invoice field A list of valid prefixes may be seen using Screen 681 The assigned invoice number will be displayed in the message line after all invoice information has been successfully entered Accounts Receivable User Manual Page V 3 Screen 640 Credit Invoice Create cont d Invoice Creation The credit invoice number is seven characters in length Examples of the first character in the invoice the invoice pre
82. e cont d Additional Functions PF KEYS See Appendix for explanation of standard PF keys PF12 Warnings Warns Displays nonfatal warning messages Accounts Receivable User Manual Page V 10 Section VI Customer Screens Accounts Receivable User Manual Page VI 2 Add Modify Customer Information Screen 603 adds new customer information or modifies existing customer information A customer number schema is defined by the agency at the time of implementation and may be associated with a federal identification number Screen 603 Customer Add Modify 603 Customer Add Modify 11 18 10 11 58 ALPHI BUILDING INC FY 2011 CC AM Screen Customer 6xxxxxxxxxxx4 Name ALPHI BUILDING INC Billing Alternate Address P O BOX 15555 Address NICK NOLAN PROJECT CHEMISTRY BUILDING _ NN ANYMAIL EDU MOLD REMEDIATION City COLLEGE STATION State TX City State __ Zip 77841 Country __ Zip Country __ Phone 000 845 0000 Ext Phone Ext Retention Months 18 SPR Sponsor ID Bill Type 1 Bill Frequency M Credit Limit 0 00 System Information x Established 11 14 2008 Outstnd Bal 497 60 Freeze Flag N Last Activity 11 20 2008 Deposit Held 0 00 Delete Flag N Last Invoice P018850 Last Billed Drop Flag N Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps Advance to Screen 603 Type a customer ID number or
83. e cont d Examples of valid invoice prefixes are as follows Value Meaning Value Meaning O All general invoices S Stores C CSC B Transportation etc P Physical Plant L Large Animal T Centrex Telecom Q From IDT AB form R Reg SPR Invoices Z SPR Invoices that DO NOT Create a Receivable Field Desc ri ptions Required Help Field Help Available Using PF2 or Action Line Invoice Prefix 1 character digit Enter the first character or digit of the invoice Screen Information Last Number Used 7 characters digits Shows the last sequential invoice number assigned by FAMIS for the specified prefix Note 999999 forces all invoices to be manually assigned by the operator Delete Prefix 1 character Type Y if the invoice prefix should be deleted from the system Additional Functions PF KEYS See Appendix for explanation of standard PF keys Accounts Receivable User Manual Page VIII 7 View the Last Used Invoice Number Prefixes and numbers of the most recent invoice numbers used in the system are displayed on Screen 682 It may be useful to view this screen before creating invoices on Screen 610 There are some prefixes that are reserved for special invoices such as the following ae used to indicate insurance R used to indicate sponsored research Screen 682 Invoice Prefixes Last Number Used 682 Invoice Prefixes Last Number Used 11
84. e Credit INVOICES ccccesessssecececeeeesesneaeeeeeeessesenseaeeeeeesseseees V 3 Automatic Invoice Creation ssssesesesrrrsrrerrrrrrresrerrrrrereeene V 3 IAVOICE ChE ele EE V 4 Billing Department Information V 4 INVOIC TY E V 4 line Iteni nde EE V 4 Accounting Entries V 5 Screen 641 Create Credit Invoice Line Items cceccsssseccceceseesssseaeeeeeeeseseees V 8 ACCOUNTING Entries V 8 Vi Customer Screens Screen 603 Add Modify Customer Information ssssssssssssssssssessressresssssressrese VI 3 Customer Number VI 3 Modify Customer Files VI 4 C StOMeEr Ke VI 5 Screen 604 Enter Customer Comments VI 8 Screen 607 Create Drop Customer Alases VI 9 Create Customer Aliases VI 9 Drop Customer Aliases VI 10 Screen 608 Correct a Customer Number VI 11 Customer Number seisekrrne eneiniad aieea iaat VI 12 Screen 643 Set Reset Customer Flags ccccccssecesssecssseecssececseecseeeesseeeeaeceeees VI 14 Freeze Flago e aa a e Eed VI 14 Delete Flag neiii aieeaa aaa a Ea VI 14 Drop lag enee ee SA VI 15 VII Inquiry Screens Screen 602 Search for Customers by Name VII 3 Screen 605 View Customer System Information VII 5 Customer Typis a a R VII 5 Screen 632 List Invoices by Customer VII 8 Screen 633 List Invoices by Billing Department VII 11 Screen 634 List Invoice Line Items by Account VII 13 Screen 635 View Invoice Informati
85. e session on Screen 630 07 02 07 15 55 FY 2007 CC AM Date 07 02 07__ Transaction Type P Payment e Advance to Screen 615 Type the invoice and line item number in the fields provided and press lt Enter gt to display information in the Current Line Item Status section e Enter data in fields available and press lt ENTER gt to record the information e Ifthe Accounts Receivable Control Record Screen 680 has been set to process payments as Journal Entries you must open a session on Screen 30 e Advance to Screen 12 e Enter the receipt to the GL Clearing Account Control 1610 for the amount of the invoice payment Accounts Receivable User Manual Page IV 3 Screen 615 Post Line Item Payments cont d Line Item Payment Process There is a limit of 25 adjustments on a single invoice in Accounts Receivable A warning message will be displayed at 23 lines F8449 Line item adjustments exceed system limit contact programmer Back Out a Payment Entry When a payment has been posted incorrectly Screen 615 may be used to back out the payment e Toremove aline item enter the amount of the original line item in the Amount field and a D in the D C Debit Credit field The payment will be deleted from the invoice The transactions used in creating deleting payments may be seen using Screen 636 Do not post a charge to reverse an incorrectly posted payment Accounting for Payment
86. ecific customer Invoices by Billing DepartMent scccccccssssssceecceeesssssnceeceesessssssceeeeesssesssceeeeeesesssssseeeeeeeessesnes VII 11 Lists the invoices attributed to a specific billing department INVOICE Line Item DY ACCOUNT ciiscccscccscccdccceceieccensennscdsvsccasccsacescesssensseoosessseessnsonsccdeisdesadadsdebsscesscaatvec Vil 13 Lists all invoice line items attributed to a specific account INVOICE DIS EU VII 16 Displays all information pertaining to a specific invoice Invoice Line Item Displa ssssissssiriissssesiseineriansesniescissesennenrssenesennnseteerieestenn tetes ere aiats teianei Eais VII 19 Displays information about a specific line item for an invoice Invoices by Invoice Number ccccssssssscececesssssssneeeeeeesssssncnesceesecessnceeeeesssecsssacecesseesssssaceeeseeessesanee VII 22 Lists invoices by invoice number in numerical order INVOICES DY d sense ann T one ne nn n anna dass VII 24 Displays invoice information related to a Sponsored Research project Credit Invoice Create ccccsssssssccccceessssssceesersssssscceeeeessssssscceseeessssscsccsceesssssscscssceesseesssssscseeeeeessssonss V 3 Allows free form text entry for past due letters for a specific invoice type Credit LING Item Create s ccdissccsccescectincsccasecsnntacecusedsdhitenssesssinnntwoubsnssdaacandsbnssdahedannesssdscdeasenesdusceneussseds VS Used to create credit invoice line items Customer Flag Set R
87. ed processes See Appendix for explanation of standard PF keys Accounts Receivable User Manual Page VIII 5 Create Invoice Prefixes To create new invoice prefixes use Screen 681 Also typing a character or digit in the Invoice Prefix field and pressing lt ENTER gt will access the last number used in the series for the specified prefix The FAMIS Services staff sets up the invoice prefix for each system member This screen is maintained and updated by FAMIS Services The information is campus specific Screen 681 Invoice Prefix Create 681 Invoice Prefix Create 11 18 10 13 56 FY 2011 CC AM Screen Invoice Prefix A A Z or 0 9 Last Number Used A 999999 Delete Prefix _ Note A Last Number Used of 999999 forces ALL invoices to be manually assigned by the operator Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Type an invoice prefix in the Invoice Prefix field e Press lt ENTER gt to display the last number used in the series for the specified prefix Invoice Prefix Process Automatic Invoice Creation If desired FAMIS can automatically assign the seven characters digits invoice number This is accomplished by entering a zero 0 or a valid invoice prefix in the Invoice field of Screen 610 Invoice prefixes may be viewed on Screen 682 Accounts Receivable User Manual Page VIII 6 Screen 681 Invoice Prefix Creat
88. een Information gt Panel 1 Sel Invoice Inv Type Bill Dept Customer Due Date Amount Amt Paid gt Panel 2 Amt Retain Amt Disallow Net Due Additional Functions PF KEYS 7 character digits Enter the starting invoice number if desired A specified invoice number will position it at the beginning of the screen list 1 character Type Y if invoices with a zero balance should be included in the display 1 character Type an X and press lt ENTER gt to select an invoice for display on Screen 635 7 character digits Displays the customer s invoice number PF2 Help 2 characters Identifies the type of invoice PF2 Help 5 characters Shows the department that originated the invoice 17 characters Displays the customer s name on the invoice 8 digits Indicate the date the invoice should be paid 12 digits Shows total dollar amount of all line items 12 digits Identifies dollar amount paid for entire invoice 12 digits Displays dollar amount retained by the sponsor 12 digits Shows the dollar amount of the sponsor disallowance 12 digits Identifies the dollar amount due after all deductions See Appendix for explanation of standard PF keys Accounts Receivable User Manual Page VII 23 List Invoices by Project Information about a specific invoice related to a Sponsored Research project is displayed on Screen 6
89. eeseceseseseeeseeeseeeees 11 10 Bank Option Flag 11 10 Il Creating Modifying Invoices Screen 610 Create an INVOICE eessen gesi een dees te lies sn scene dt senti ue IL 3 Automatic Invoice Creation IL 3 INVOICE Creation ce eaae AEREE EERTE Il 4 Billing Department Il 4 INVOICE TYPES E IA Lie ten nde EE IS Accounting Entries IS Screen 611 Create INVOICE Line ltems IS Accounting Entries over Il 8 Screen 612 Adjust Invoice Line Items ssssssssseessssssssereesrssssrserennnssssesereennssno I 11 Correct an INVOICE ees dese eege ct cesenxetebeddect caaeevectunceeceouastes I 11 Screen 620 Modify Invoice Headers nsnsseseseseesnsseseserrernssssesereesnssssrsereesnssee 11 14 Billing Department Information 11 14 ele le CR ET IIL 1S Adjust Past Due Notices 11 15 Screen 621 Transfer Invoices to New Customers cccessessseeeeeecessssesteeeeeeeens Ill 18 IV Payment Screens Screen 615 Post Line Item Payments IV 3 Back Out a Payment Entry ss IV 4 Accounting for Payment c ccccccccssssssssseceeeeesessessaeeeeeeeseesees IV 4 Accounts Receivable User Manual Page l 4 Table of Contents cont d PAGE Screen 616 Search Invoices and Posting Payments cccccccsssssssssseeeeeesseesees IV 7 INVOICE SEONG D IV 8 Accounting for Payment IV 8 POST PAYMENTS Lu Maine hr EA IV 9 Screen 617 Add Modify Retention and Disallowance Information IV 11 V Credit Invoice Screens Screen 640 Creat
90. enu Help EHelp Basic Steps e Enter a customer identification number in the Customer field e Press lt ENTER gt to display the specified customer information Customer Information Process Customer Type The customer type is used to group customers by organization or classification Typing your cursor on the Customer Type field and pressing PF2 will access a pop up window with a complete listing of valid customer types Sample customer types include the following Values Meaning CP Corporation IN Individual NP Non Profit Organization PT Other TAMUS System Parts RF Research Foundation SP Sponsored Research Accounts Receivable User Manual Page VII 5 Screen 605 Customer System Information cont d Field Descri ptions Required Help Field Help Available Using PF2 or Action Line Customer Customer Name Screen Information Established Last Activity Last Invoice Last Billed SPR Sponsor ID Drop Flag Freeze Flag Delete Flag Retention MM Deposit Held Credit Limit Outstnd Bal Help 13 characters digits Enter the FAMIS customer identification number PF2 Help 30 characters Shows the name of the customer associated with the identification number on the Action Line 8 digits Displays the date customer account was established 8 digits Identifies the date of last activity purchase invoice mailed etc 7 char
91. er 2 digits Indicates number of line items in the detailed invoice PF2 Help 2 characters Identifies the specific category for the type of invoice displayed PF2 Help 2 digits Shows number of past due letters sent for this invoice PF2 Help 5 characters Shows the billing department initiating the invoice 4 digits Displays fiscal year when items were purchased 14 digits Shows total amount of invoice before payments Page VII 17 Screen 635 Invoice Display cont d Total Retained Total Paid Total Disallowed Total Due Net Due Line Item Information Sel Ln Account Description Sale Date Amount Paid Additional Functions PF KEYS PF5 Notes PF6 Desc 14 digits Identifies the dollar amount retained by sponsor 14 digits Shows the total amount paid on the invoice 14 digits Displays dollar amount of sponsor disallowance 14 digits Identifies the net dollar amount due for the invoice after all deductions 14 digits Shows net dollar amount due after all deductions 1 character Type an X to select a line item for display on Screen 636 2 digits Shows the number associated with a specific invoice line item 11 digits Identifies the account number Subsidiary Ledger Account Support Account Object Code receiving payment for the specified line item 15 characters digits Shows a description of the line item for invoice
92. et Due Line Total Due Amount Amount Fed Amount Paid Amount Paid Fed Amount Retained 7 character digits Enter the invoice number to be displayed 2 digits Designates the line item selected from the invoice for display 13 characters digits Shows the FAMIS customers identification number 35 characters Displays the customer s name 15 digits Shows the account number Subsidiary Ledger Account Support Account Object Code initiating the invoice 14 digits Displays the total dollar amount of invoice line item 35 characters Provides a description of the invoice line item 7 characters digits Identifies any user defined reference numbers 14 digits Shows the net dollar amount due for the invoice line item displayed 14 digits Displays the total dollar amount due for the invoice line item displayed 14 digits Identifies the amount entered for this specific line item transaction 14 digits Shows the dollar amount fed to the account 14 digits Displays the total dollar amount paid on this particular line item 14 digits Shows the dollar amount fed to the specified account for payments Flag settings determine when this occurs 14 digits Identifies the dollar amount retained by the sponsor Accounts Receivable User Manual Page VII 20 Screen 636 Invoice Line Item Display cont d Amount Disallowed 14 digits Audit History gt Additional Functions
93. fix as set on Screen 681 are as follows Meaning Meaning All general invoices Stores CSC Transportation etc Physical Plant Large Animal Centrex Telecom From IDT AB form Billing Department Information The billing department is the department that originates the credit invoice It is entered on Screen 640 and may be modified on Screen 620 This department must be a valid value on the Department Table Contact the FAMIS Services staff if you wish to add any new departments to the table Typing a question mark in the Billing Dept field and pressing lt ENTER gt will access a pop up window with a complete listing of valid departments and their abbreviations Type an X next to the desired department and press lt ENTER gt to select the department and return to Screen 640 Press PF4 if you wish to return to Screen 640 without selecting a billing department Invoice Types The invoice type is used to group credit invoices by category Typing a question mark in the Invoice Type field and pressing lt ENTER gt will access a pop up window with a complete listing of valid invoice types Type an X next to the desired type and press lt ENTER gt to select an invoice type and return to Screen 640 Press PF4 if you wish to return to Screen 640 without selecting an invoice type Sample invoice types include the following Value Meaning DP Departmental IN Insurance SP Sponsored Research Line Item Entry After succes
94. g payments the Invoice field may be used to search for and select the appropriate invoice Enter a customer number type a Y in the Invoice Search field and press lt ENTER gt to access the pop up window shown below A list will be displayed showing all of the outstanding invoices for the specified customer Type X in the Select field and press lt ENTER gt to return to Screen 616 with the selected information Pop up Window for Invoice Searches Screen F2406 Mark Invoice with an X to select Search Starting with Invoice Customer 6xxxxxxxxxxx0 AGGIE SWIMMERS Invoice Number Billing Select Number of Lines Dept H401483 1 UCEN H401502 1 UCEN _ H401913 2 UCEN H402488 1 UCEN ns H402493 1 UCEN End of list 5 invoice s found Press PF4 to Exit Payment Posting Process Accounting for Payment Due Date Total Amt Due 03 01 2009 2300 00 03 15 2009 2300 00 08 20 2009 2570 00 12 12 2009 2300 00 12 12 2009 1192 00 A When the AR Control Record has been set to process payments as Journal Entries Screen 680 the direct receipt must be manually entered using Screen 12 to the General Ledger GL Clearing Account Control 1610 Screen 616 Screen 12 Debit GL Clearing Account Control 1610 GL Clearing Account Control 1100 Credit GL Account Control 1300 GL Clearing Account Control 1610 System processed transactions no manual entry required B When the AR Contro
95. ginal Help 2 characters Identify the state of customer s alternate address if different from original 9 digits Enter the zip code of customer s alternate address if different from original Help 3 characters Identify the country of customer s alternate address if different from original 10 digits Include the customer s telephone number if different from original 4 digits Enter the customer s telephone extension if different from original Help 2 characters Indicate the type of organization classification of the customer 2 digits Identify the number of months customer should be kept on the files before being deleted for inactivity The default is eighteen 18 months This field is currently not in use Help 7 digits Include the Sponsored Research sponsor identification number Help 1 digit Identify the type of bill that groups bills for different invoice forms The default value is 1 Currently Accounts Receivable does not print bills Help 1 character Indicate how much time should elapse before sending a new invoice Valid billing frequency values include the following M Monthly Q Quarterly S Semi Annually A Annually PF2 Help 11 digits Enter dollar amount to prevent a receivable from being setup if it will cause a credit limit to be exceeded Page VI 6 Screen 603 Customer Add Modify cont d
96. gits Displays the Account Support Account and Object Code of the invoice line item 13 digits Identifies the total dollar amount due for the account specified 13 digits Enter the dollar amount to be retained for payment by the end of the grant contract 13 digits Include the dollar amount of the invoice line item in dispute by the sponsor and disallowed 13 digits Shows the dollar amount due after deducting the retention disallowance from the item See Appendix for explanation of standard PF keys Accounts Receivable User Manual Page IV 12 Section V Credit Invoice Screens Accounts Receivable User Manual Page V 2 Create Credit Invoices The creation of a new credit invoice may be done when there has been an overpayment to the vendor or when the goods have been returned Screen 640 would then be used The fields are identical to those on Screen 610 Invoice Create These screens differ in that instead of a regular invoice requesting payment FAMIS creates an invoice that reflects credit for the customer Screen 640 Credit Invoice Create 640 Credit Invoice Create 11 17 10 16 33 ANIMAL CARE UNLIMITED FY 2010 CC AM Screen ___ Customer 6xxxxxxxxxxx0 Invoice G065657 k Invoice Information Override Bill to Information Billing Dept Name Invoice Type __ Address Due Date Bill Period Begin Bill Period End City State __ Customer PO Zip Country __ Customer Acct Phon
97. he outstanding invoices for the specified customer and search for the desired invoice Screen Information Net Invoice 14 digits Amount Due Shows the net dollar amount due calculated from all line items on the invoice Enter Y to pay 1 character Total Amount Due Type Y to mark entire invoice as paid Check No 7 digits Indicate the check number Check Date PF2 Help 8 digits Enter date the payment was received Line 2 digits Identifies the line item to be paid Accounts Receivable User Manual Page IV 9 Screen 616 Search Invoices and Post Payments cont d Account Description Net Amt Due Pay Line Amount Amount Paid Batch Information Transaction Amount Batch Date Additional Functions PF KEYS PF12 Warns 15 digits Displays the account number Support Account Sub Code to be used to post payment 20 characters Shows a description of the item ordered 12 digits Shows dollar amount of line item due 1 character Type Y to mark the remaining line item balance as paid 12 digits Include the payment amount for the individual line item 5 digits Shows expected number of transactions to be completed 14 digits Identifies expected total dollar amount of transactions 6 characters digits Displays the current batch reference 8 digits Indicates the date on which the batch was entered See Appendix for explanation of standard PF ke
98. he pop up window EX PF4 Exit Escaping from a Pop Up Window When in a pop up window pressing PF4 will usually take you back to the original screen There are a few screens when pressing lt ENTER gt will take you back to the original screen Accounts Receivable User Manual Page IX 5 Appendix Instructions cont d Field Help Using the F2 Program Function Key On selected fields additional information can be displayed using the PF2 key This HELP information is accessed by moving the cursor to the field in question and pressing DEZ For example place the cursor in the Year end Process field and press PF2 The first screen displayed explains the purpose of the field Sometimes you will be shown the values immediately without a definition or explanation Screen 2 GL 6 Digit 002 GL 6 Digit 08 01 11 09 15 FY 2011 CC 02 Screen Account 014000 MEDICINE Account Title MEDICINE SRS _ Resp Person luuuuuuu7 COLLINS CINDY C Old Acct 0284 Reclassify _ Reporting Group __ Aux Code AFR Fund Group 10 Fund Group FG Sub Fund Group Sub Sub __ Flag to indicate what action to take with balance at year end From the definition screen press lt ENTER gt to view the valid values for the field P Project Year E Encumbrance Only SL s only VV Transfer BBA SL s Only D BBA to Different account SL Rule IAFRS FG FS YY END PROC Default value is View IAFRS GENERAL SUBSIDIARY LEDGER Field FG FS
99. ices by Invoice Number Panel 2 637 Invoices by Invoice Number Screen Sel Invoice A770110 B140196 B141028 B141500 B142020 B142027 B142485 B142487 B142875 B142927 B142933 B142952 Invoice Include Invoices with Zero Balance N Amount 358 71 211 4888 1359 34775 17 1523 851 17565 9215 5030 Press lt Enter gt Amt Paid 33 0 00 50 240 25 36 422 72 50 4073 75 68 0 00 40 0 00 88 0 00 28 0 00 09 0 00 69 17494 19 90 7228 80 55 4490 90 Hmenu Help EHelp to View more 11 18 10 13 28 FY 2011 CC 02 lt lt MORE PANEL 02 ooooooo0oocooccoco CO ke 0 0 00 168 75 0 00 211 36 0 00 814 75 0 00 1359 68 0 00 34775 40 0 00 17 88 0 00 1523 28 0 00 851 09 0 00 71 50 0 00 1987 10 0 00 539 65 Invoices Left Right Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 LPF10 PF11 PF12 Basic Steps Accounts Receivable User Manual Type an invoice number in the Invoice field and press lt ENTER gt to begin the displayed list with specified invoice Type an X in the Sel Select field next to an invoice and press lt ENTER gt to advance to Screen 635 and view additional invoice information Page VII 22 Screen 637 Invoices by Invoice Number cont d Field Descri ptions Required Help Field Help Available Using PF2 or Action Line Starting with Invoice Include Invoices with Zero Balance Scr
100. into a conversion rate 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 online 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 Default Mandatory Flag indicating whether the transfer is mandatory If no value is entered in the detail lines for this field the transfer will be flagged with the default value after pressing lt ENTER gt Accounts Receivable User Manual Page IX 21 Appendix Glossary cont d Delete Flag A data element whose condition signifies that a document will be permanently removed from the database during the next archive cycle Demand Voucher Voucher to be paid during the next Check Cycle Diagnostic Message HELP An on line feature that assists the user with data entry by providi
101. iry by Batch Direct Transactions Indirect Transactions Credit SL Revenue Object Code GL Expense Revenue Summary Account Control Credit GL Fund Balance Account Control Credit GL Account Control 1100 Claim on Cash Credit GL Account Control 1300 GL Account Control 1100 Claim on Cash Field Desc ri ptions Required Field Help Available Using PF2 or Action Line Customer Help 13 characters digits Enter the FAMIS customer identification number Invoice 7 character digits Enter your own invoice number or allow FAMIS to assign one Accounts Receivable User Manual Page III 5 Screen 610 Invoice Create cont d Screen Information Invoice Information Billing Dept Invoice Type Due Date Bill Period Begin Bill Period End Customer PO Customer Acct Customer Proj Work Order SPR Project Sponsors Bill Seq Suppress Past Due Help 5 characters Identify the department that originated the invoice Help 2 characters Include the type of invoice 8 digits Enter date the invoice should be paid If left blank it will be calculated from sale date on pop up The sale date is the current date unless overridden 8 digits Include the date the billing period begins 8 digits Identify the date the billing period ends PF2 Help 10 characters digits Include the customer purchase order number if customer h
102. isk in the Customer field and pressing lt ENTER gt will access a pop up window with a complete list of valid customers and their identification numbers You may search for the customer name by entering an N in the Type field or for customer identification number by entering an I in the Type field Type an X next to the desired customer and press lt ENTER gt to select the customer and return to the previous screen Press PF4 if you wish to exit without making a selection Customer Accounts Receivable Number The Customer Accounts Receivable number is copied from Screen 340 Invoice Header Create to Screen 345 Invoice Pending Voucher Create Modify each time if the customer number is there when the information is first added to Screen 345 If the customer number is added to Screen 340 after Screen 345 has been created the program does not go back and re pull information for Screen 340 After you have created Screen 345 if you need to make changes to Screen 340 such as adding the customer AR number you will need to update the information on Screen 345 as well You may use PF7 on Screen 345 to rebuild the voucher to capture the updates Check to make sure all the expected updates have been brought forward from the invoice to the voucher Unless you have FAMIS element security you may not be able to see this on Screen 345 If you need to see this number talk to your security administrator about getting the element sec
103. ited for receivable transactions R receipts or J journal entries 10 digits If Journal Entries are used instead of receipts to process payments a clearing account General Ledger Account Control must be entered to designate the location of all receipts before disbursement to individual accounts 1 digit Indicate the 3rd digit of the transaction type for receivables when payments are posted See the Appendix for a list of transaction codes and their associated processes Receivables Over Payments Deposits Asset or Liability Acct Cntl Single GL or use Map Code If Single GL Enter 6 digit GL 3rd Digit of 06x for Receivables Additional Functions PF KEYS 4 digits Identify the General Ledger Account Controls used in posting accounts receivable transactions Receivables asset Over Payments Liability Deposits Liability 1 character Indicate whether entries will be posted to a single General Ledger GL account S or a map code M will be used to determine the correct GL Receivables asset Over Payments Liability Deposits Liability 6 digits Enter the General Ledger GL account to be used for processing accounts receivable transactions with the single GL option Receivables asset Over Payments Liability Deposits Liability 1 digit Indicate 3rd digit of transaction type for creating invoices See the Appendix for a complete list of transaction codes and their associat
104. ity State __ Zip Hh Country ___ Phone Ext Phone Ext Customer Type RF Retention Months 18 SPR Sponsor ID Bill Type 1 Bill Frequency M Credit Limit 0 00 Zeene Ee ee System Information x Established 05 16 2007 Outstnd Bal 0 00 Freeze Flag N Last Activity 05 16 2007 Deposit Held 0 00 Delete Flag N Last Invoice Last Billed Drop Flag N Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Drop Customer Aliases Customer aliases may be dropped by entering a Y in the Drop field on Screen 607 When a customer is dropped using Screen 643 the system will automatically drop all aliases created for that customer Field Desc ri ptions Required Field Help Available Using PF2 or Action Line Customer Help 13 characters digits Enter the FAMIS customer identification number Screen Information Customer Alias DEZ Help 35 characters Drop Include names alias associated with the customer identification number 1 character Type Y to drop the alias from the system Additional Functions PF KEYS See Appendix for explanation of standard PF keys Accounts Receivable User Manual Page VI 10 Correct a Customer Number To change a customer number and all of its associated invoices to a new customer number you will use Screen 608 This should be used only
105. l Record has been set to process payments as Receipts Screen 680 it is not necessary to enter the direct receipt to the GL Clearing Account using Screen 12 Instead direct transactions to the GL Account Controls 1100 Claim on Cash and 1300 Accounts Receivable are processed by the system Accounts Receivable User Manual Page IV 8 Screen 616 Search Invoices and Post Payments cont d Screen 616 Screen 12 Debit GL Account Control 1100 No Entries Required Credit GL Account Control 1300 No Entries Required System processed transactions no manual entry required Post Payments e Full Payment Entering a Y in the Total Amount Due field will ignore the Amount Paid field and will create transactions to pay the remaining balance on the invoice e Line Item Payment Individual line items may be marked paid with a Y in the Pay Line Amount field If only a portion of the amount is being paid the Amount Paid field should be used e Partial Payment Enter the partial payment amount in the Amount Paid field beside the appropriate invoice Field Desc ri ptions Required Help Field Help Available Using PF2 or Action Line Customer 13 characters digits Enter the FAMIS customer identification number Invoice 7 character digits Include the original invoice number assigned by FAMIS Invoice Search 1 character Enter Y to use the pop up with all of t
106. ld Help Available Using PF2 or Action Line Account Invoice Include Line Items with Zero Balance Screen Information Panel 1 Sel Invoice Ln Supp Acct Customer Due Date Amount 11 digits Enter the account number Subsidiary Ledger Account Number Support Account Number Object Code associated with the outstanding invoices to be displayed 7 character digits Include the first invoice number to display for the customer if desired 1 character Type Y if invoices with zero balances should be included in the list 1 character Type an X in this column to select an invoice for display on Screen 636 7 character digits Displays the invoice number for the specified customer 2 digits Designates the line item for the invoice 5 digits Displays the support account number PF2 Help 15 characters Shows the name of customer billed for the specified invoice 8 digits Identifies the date invoice payment is due 11 digits Display the total dollar amount of the invoice before payments Accounts Receivable User Manual Page VII 14 Screen 634 Invoice Line Items by Account cont d Amt Paid gt Panel 2 Amt Retain Amt Disallow Net Due Additional Functions PF KEYS 11 digits Shows the total amount paid on invoice 11 digits Displays the dollar amount retained by sponsor 11 digits Shows the dollar amount of sponsor disal
107. lid values and suggested actions IDT Interdepartmental Transfer 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 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 Accounts Receivable User Manual Page IX 24 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 Liquidate Reduce encumbrance through payment pay off debt Map Code A five digit attribute code in an SL account indicating the GL Fund ID to which it relates Mandatory Flag in
108. llowing Meaning Default text Departmental Insurance Sponsored Research Accounts Receivable User Manual Screen 683 Past Due Letter Text Maintenance cont d Past Due Number The Past Due Number field allows the user to tailor a message for a sequence of past due letters For example If 1 is typed in this field the message entered in the Text field would appear on all past due letters sent for the first time Each time a past due notice is sent it is recorded on Screen 620 for the specified invoice The default text is used for Type and Past Due Number 99 if no specific text is supplied for past due letters If corrections are made to a notice or a duplicate notice that needs to be sent the Past Dues Sent field on Screen 620 may be used to generate the past due letter To reprint past due notices without incrementing the number in the Past Dues Sent field set option 2 N No Update in the JCL for IBARO80 Field Descri ptions Required Help Field Help Available Using PF2 or Action Line Invoice Type 2 characters Enter the type of invoice that should receive the past due text For example Default text DP Departmental IN Insurance SP Sponsored Research Screen Information Past Due Number 2 digits Indicate the number of past due notices that should be received before the message entered is sent 99 NO specific text Delete 1 character Type Y if the pas
109. lowance 11 digits Identifies the actual dollar amount due for the invoice See Appendix for explanation of standard PF keys Accounts Receivable User Manual Page VII 15 View Invoice Information All invoice information may be viewed on Screen 635 This screen provides detailed information about an invoice and displays data entered on Screen 610 This screen can also be accessed by selecting an invoice on Screen 632 or Screen 633 Data entered on Screen 104 and Screen 109 is not fed over to Screen 635 To see the extended description place the cursor on a line item and press PF6 There are two lines of description available for the field Screen 635 Invoice Display 635 Invoice Display 02 18 14 14 06 FY 2014 cc 02 Screen Invoice 0084395 Customer 083xxxxxxxxx6 Name 08 TEES CIVIL ENGINEERING Due Date 02 12 2014 Cust PO Work Order Bill Per Beg Cust Proj SPR Proj Bill Per End Cust Acct Number of Lines 1 Invoice Type DP Number of Past Dues 0 Billing Dept CLAR Fiscal Year 2014 Total Amount 128 50 Total Retained 0 00 Total Paid 0 00 Total Disallowed 0 00 Total Due 128 50 Net Due 128 50 Line Item Information Sel Ln Account Description Sale Date Amount Paid 1 270500 00000 0598 Plotting Charge 01 13 14 128 50 0 00 End of line items Enter PFl PF2 PF3 PF4 PF 7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Enter an
110. lp Basic Steps e Open a session on Screen 630 e Advance to Screen 620 type an invoice number in the Invoice field and press lt ENTER gt The available invoice information will be displayed e Modify the fields as desired e Press lt ENTER gt to record the modifications and to continue Invoice Modification Process Billing Department Information The billing department is the department which originated the invoice It is entered on Screen 610 Invoice Header Create and may be modified on Screen 620 This department must be a valid value on the Department table Contact your Fiscal Business office if you wish to add departments to the table Typing a question mark in the Billing Dept field and pressing lt ENTER gt will access a pop up window with a complete listing of valid departments and their abbreviations Type an X next to the desired department and press lt ENTER gt to select the department and return to Screen 620 Press PF4 if you wish to return to Screen 620 without selecting a billing department Accounts Receivable User Manual Page 11I 14 Screen 620 Invoice Header Modify cont d Invoice Types The invoice type is used to group invoices by category Typing a question mark in the Invoice Type field and pressing lt ENTER gt will access a pop up window with a complete listing of valid invoice types Type an X next to the desired type and press lt ENTER gt to select the invoice type
111. mber and line item number in the fields provided and press lt Enter gt e Make changes to the available fields and press lt ENTER gt to record the information elf there are no errors the message Accepted Please enter new transaction will appear in the message line Line Item Adjust Process Correct an Invoice When an invoice has been entered incorrectly Screen 612 may be used to alter the charge and make a Charge Credit e To delete a line item enter the amount of the original line item in the Amount field and a C in the D C Debit Credit field The line item will be deleted from the invoice View transactions used in creating deleting an invoice line item on Screen 636 e To increase or reduce a line item enter the amount to adjust in the Amount field Enter the reason for the adjustment in the Description field A Debit D or Credit C must be entered in the D C Debit Credit field in order to process the line item adjustment Do not post a payment to reverse a charge Accounts Receivable User Manual Page Ill 11 Screen 612 Line Item Adjust cont d Field Descri ptions Required Help Field Help Available Using PF2 or Action Line Invoice Line Screen Information Date Transaction Type Ref Amount Description D C Current Line Item Status Customer Acct Number Description Cost Ref 1 2 3 Posted Date Amount 7
112. mmary Account Control Credit GL Fund Balance Account Control Credit GL Account Control 1100 Claim on Cash Credit GL Account Control 1300 GL Account Control 1100 Claim on Cash Field Desc ri ptions Required Field Help Available Using PF2 or Action Line Customer Invoice Screen Information Account Ref Sale Date Amount Description Cost Ref 1 2 3 Transactions Amount Batch Help 13 characters digits Enter the FAMIS customer identification number 7 character digits Include the original invoice number assigned by FAMIS 15 digits Enter the account number Subsidiary Ledger Support Account Object Code used for payment receiving revenue 7 digits Include the Accounts Receivable invoice number to be used as a reference For payment transactions this field is the check number with which the invoice was paid 8 digits Enter the date the items were sold to the customer It will be the current date date of entry unless the date is typed in as a different date 12 digits Include the amount requested for payment 2 lines 35 characters each Enter a description of invoiced items 7 characters digits Include user defined reference numbers if desired 5 digits Shows the expected number of transactions to be completed in this session 14 digits Display the expected total dollar amount of transactions in this session 6 char
113. nal Functions PF KEYS See Appendix for explanation of standard PF keys Accounts Receivable User Manual Page VI 13 Set Reset Customer Flags The user can freeze customer activity delete a customer from the customer file or drop the customer from the system by using Screen 643 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 Screen 643 Customer Flag Set Reset O O 643 Customer Flag Set Reset ATLAS VETERINARY LAB 11 18 10 12 56 FY 2011 CC 02 Screen ___ Customer 6xxxxxxxxxxx0 Invoice Account Customer Flags FREEZE this Customer DELETE this Customer DROP this Customer must be deleted first Enter PF1 PF2 PF3 PF 4 PF5 PF 6 PF7 PF 8 PF 9 PF10 PF11 PF12 Hmenu Help EHelp Warns Basic Steps e Advance to Screen 643 e Type a customer identification number and press lt ENTER gt e Enter an invoice and account number if desired and press lt ENTER gt e Set reset available flags as desired and press lt ENTER gt to record the flag settings Customer Flag Process Freeze Flag The freeze flag is used to restrict invoice activity against a customer If the freeze flag is set to Y new invoices or invoice items cannot be created Therefore no new invoice transactions will be processed However further payments or adjustments on existing
114. nformation Project bills cannot be produced to the child level Three types of billings are accommodated on this screen 1 Manual billing not FAMIS produced Bill Type O 2 Cost reimbursable bills that are based on actual expenses Bill Type R 3 Regular installment amounts Bill Type I Note that non regular installment amounts can be entered using Screen 117 This screen allows entry when the fields on Screen 116 are as follows Bill Mode A or M automatic or manual Bill Type I installment Freq H according to sponsor schedule The combination of Bill Mode Bill Type and Frequency is very important in defining how and when your bills will be produced Look carefully at the valid values available to you For example the following e Bill Mode R produces an invoice report only with no posting in FAMIS e Bill Mode A produces an invoice and posts to FAMIS SPR Screen 116 Project Billing Information 116 Project Billing Information 07 02 07 15 16 FY 2007 CC 02 Screen Project 0000003237 TEA SPECIAL POPULATION CAREER 98 Bill Mode R Type R Frequency Q Beg Date for Next Bill Cycle 04 01 1999 First Bill Date 12 31 1997 Estimated Next Bill Date 09 30 2007 Final Installment Date Last Date Billed 03 31 1999 Regular Installment Amt Last Invoice Number 2900216 Last Bill Sequence 0006 Letter of Credit Group Project Summary Y Print Outstanding Inv Summ Y Certificati
115. ng 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 Disbursement Record money paid out by the institution from GL SL and SA or bank account Can reverse an encumbrance A payment for goods received services rendered reduction of debt or purchase of other assets that does not go through the AP voucher system 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 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
116. not known you can type the first letter of a batch reference in the Batch Ref field and press lt ENTER gt This will advance the display to the batches that begin with the specified letter Accounts Receivable User Manual Page Il 7 Screen 624 Accounts Receivable Session Batch Header List cont d Positioning the Listing The screen listings may be positioned by entering a batch header code in the Batch Ref field The batch reference entered will be displayed on the first information line of the listing You may also enter a specific date in the Batch Date field to advance the display to a specific batch date Field Descri ptions Required Help Field Help Available Using PF2 or Action Line Batch Ref Batch Date Screen Information Se Batch Ref Batch Date Description Amount Count Bank No Run Date St Additional Functions PF KEYS 6 characters digits Enter a batch reference number to be displayed at the top of the list 8 digits Type the date the batch session was entered 1 character Type an X to select a batch reference for display on Screen 627 6 characters digits Shows the batch reference number used to group entry of like transactions For a complete list of FAMIS batch session header codes see the Appendix 6 digits Identifies the date of the batch session 20 characters Displays the generic description of transactions ente
117. nsactions Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF104 PF11 4PF12 Hmenu Help EHelp Notes More Screen 636 Invoice Line Item Display Panel 2 636 Invoice Line Item Display 02 18 14 14 14 FY 2014 CC 02 Screen Invoice 0084351 Line Item 01 Customer 06xxxxxxxxx00 Name 06 ALRSCH NUTRITION AND FOOD SCIENC Account 270590 00000 0616 Amount 408 96 Desc Services Lab Animal Services Amount Fed 408 96 CORE IPAY 2014013 030 049 001 Amount Paid 408 96 Cost Berl 2 3 Amount Paid Fed 408 96 Line Net Due 00 Amount Retained 0 00 Line Total Due 00 Amount Disallowed 0 00 Ho Audit History x Bat Date Bat Ref Amount C P D C Ref Check Date Entered By 01 13 14 OSCO14 408 96 C D 1013030 K702DAB1 01 28 14 OSP030 408 96 P C 1028017 K AB End of Transactions Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Notes More Basic Steps Type an invoice and line item number in the fields provided and press lt ENTER gt to view detailed invoice line item information Accounts Receivable User Manual Page VII 19 Screen 636 Invoice Line Item Display cont d Field Descri ptions Required Help Field Help Available Using PF2 or Action Line Screen Information gt Invoice Line Item Customer Name Panel 1 Account Amount Desc Cost Ref 1 2 3 Line N
118. nsactions 5 digits Displays the expected number of transactions to be completed in this session Amount 14 digits Identifies the expected total dollar amount of transactions in this session Batch 6 characters digits Shows the current batch reference number Date 8 digits Indicates the date on which the batch was entered Additional Functions PF KEYS See Appendix for explanation of standard PF keys PF12 Warnings Warns Displays nonfatal warning messages Accounts Receivable User Manual Page Ill 13 Modify Invoice Headers The header is modified for a specific invoice by using Screen 620 The fields are identical to Screen 610 Adjustments may be entered using this screen only after an invoice has already been created Screen 620 Invoice Header Modify 620 Invoice Header Modify 11 18 10 11 26 FY 2011 CC AM Screen Invoice G065641 Customer 6xxxxxxxxxxx0 ALL PETS VET HOSPITAL sanasa Invoice Information Override Bill to Information Billing Dept BIOL_ Name Invoice Type DP Address Due Date 01 03 2008 Bill Period Begin Bill Period End City State __ Customer PO Zip Country __ Customer Acct Phone Ext Customer Proj Work Order SPR Project Sponsors Bill Seq Past Dues Sent 0_ Suppress Past Due _ Transactions 0 Amount 0 00 Batch JACOO1 Date 09 30 2010 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHe
119. nter the department which originated the invoice s Invoice 7 character digits Include the first invoice number to display Include Invoices 1 character with Zero Balance Type Y if invoices with zero balances should be included in the list Screen Information gt Panel 1 Sel 1 character Type an X to select an invoice for display on Screen 635 Invoice 7 character digits Identifies outstanding invoice numbers for the specified customer Nbr Lns 3 digits Shows number of line items in the invoice Inv Type PF2 Help 2 characters Identifies the category for the type of invoice Customer 20 characters Displays the customer s name on the invoice Due Date 8 digits Identifies the date invoice payment is due Amount 9 digits Shows the total dollar amount of the invoice before payments Amt Paid 9 digits Displays the total amount paid on the invoice gt Panel 2 Amt Retain 9 digits Identifies the dollar amount retained by sponsor Amt Disallow 9 digits Displays dollar amount of sponsor disallowance Net Due 9 digits Shows actual dollar amount due for the invoice Additional Functions PF KEYS See Appendix for explanation of standard PF keys Accounts Receivable User Manual Page VII 12 List Invoice Line Items by Account A list of all invoice line items attributed to a specific account is found on Screen 634 All open invoices are listed with each information line det
120. ntering the assigned number press lt ENTER gt The message No record found enter information to add the record will appear if the number entered does not belong to an existing customer The message Please Enter Desired Modifications will appear if the number entered already belongs to an existing customer Customer number formats generally appear as follows Customers Option 1 SS or UN Universal Identification Number of customer Example SS101001234 Example UN101001234 Option 2 86 Some unique number No SSN Example 8644432222212 Federal Federal Identification Number of customer if less than 13 digits may begin or end with user defined sequence of numbers Example 1234567891023 Other Agencies Part Agency Number 2 digits Subsidiary Ledger Account Number 6 digits Support Account Number 5 digits Example 0255555511111 SPR Customer SPR the Sponsor ID is 0000187 FRS Accounts Receivable customer ID is SPO0001870000 Field Desc ri ptions Required Field Help Available Using PF2 or Action Line Customer Help 13 characters digits Enter the FAMIS customer identification number Name 30 characters Displays the name of the FAMIS customer Accounts Receivable User Manual Page VI 12 Screen 608 Customer Number Modify cont d Screen Information Enter New 13 digits Customer Number Include the corrected customer identification number Additio
121. o the GL claim on cash and a credit to the GL claim on cash These transactions may be viewed using Screen 627 Transaction Inquiry by Batch Direct Transactions Indirect Transactions Debit SL Revenue Object Code GL Expense Revenue Summary Account Control Debit GL Fund Balance Account Control Debit GL Account Control 1100 Claim on Cash Credit GL Account Control 2130 GL Account Control 1100 Claim on Cash Field Desc ri ptions Required Field Help Available Using PF2 or Action Line Customer Help 13 characters digits Enter the FAMIS customer identification number Invoice 7 character digits Enter original invoice number assigned by FAMIS Screen Information Invoice Information Billing Dept 4 characters Identify the department that originated the invoice Accounts Receivable User Manual Page V 5 Screen 640 Credit Invoice Create cont d Invoice Type Due Date Bill Period Begin Bill Period End Customer PO Customer Acct Customer Proj Work Order SPR Project Sponsors Bill Seq Suppress Past Due 2 characters Include type of invoice with a specific category 8 digits Enter the date invoice should be paid If left blank it will be calculated from the sale date on pop up Sale date is current date unless overridden 8 digits Include the date the billing period begins 8 digits Identify the date the billing
122. oject cont d Accounts Receivable User Manual Page VII 26 Section VIII Control Screens Accounts Receivable User Manual Page VIII 2 Accounts Receivable Control Record To set the controls for all processing in the Accounts Receivable module of FAMIS use Screen 680 The values entered on this screen determine the accounting methods used to post and reconcile the receivables This screen is maintained and updated by FAMIS Services The information is campus specific Screen 680 Accounts Receivable Control Record J 680 Accounts Receivable Control Record 11 18 10 16 54 FY 2011 CC 02 Screen Cash or Accrual C A A If JEs GL Cash clearing Account 0010171610 3rd digit of 06X for payments 2 Asset or Single GL If Single Liability or use GL enter Acct Cntl Map Code 6 digit GL Receivables asset 1300 M Over Payments Liability 2130 M Deposits Liability 2500 M 3rd digit of 06X for Receivables 5 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Screen 680 Accounts Receivable Control Record R 680 Accounts Receivable Control Record 11 18 10 16 55 FY 2011 CC 02 Screen Cash or Accrual C A A If JEs GL Cash clearing Account 3rd digit of 06X for payments 2 Asset or Single GL If Single Liability or use GL enter Acct Cntl Map Code 6 digit GL Receivables asset 1300 M Over Payments Liability 2130 M Deposits Liability 2500
123. ol 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 Beginning Balance Balances posted during implementation 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 Fiscal Year Budgets are prepared in one fiscal year for the next fiscal year The default is always the next fiscal year when using any Budget Preparation screen Budget Pattern Used to group individual object codes or ranges into budget categories to establish new fiscal year budget Tracks current and past year account activity in order to develop the new fiscal year budget Budget Pool A budget summarized at significant levels of revenue or expense A single pool of money defined for use by specific object codes Budget Version Various versions of a budget can be created and names for comparative purposes Buying Account Account which is allowed to purchase from a specific selling account via an interdepartmental transfer C Capital Assets cash means property resource 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 reduc
124. on D C Current Line Item Status Customer Acct Nbr Desc Net Due Posted Dt Amt Retained Sale Dt 8 digits Enter date the payment was processed Defaults to current date if left blank 1 character Designate whether amount entered is a payment or a charge The valid transaction type value for this screen is P Payment PF2 Help 7 digits Include the check or reference number identifying the payment PF2 Help 8 digits Identify the date check was processed 14 digits Include the amount of payment received or amount necessary to modify previously entered payment amount 35 characters Provide a description of the transaction The default is Payment on Invoice 1 character Indicate whether amount entered should be deducted C or added D to original payment amount 13 characters digits Displays the FAMIS customer identification number and name 15 digits Identifies the account number Subsidiary Ledger Support Account Object Code for the line item transaction 35 characters Shows a description of the invoice line item 11 digits Identifies the actual dollar amount due for the invoice 8 digits Includes the date transaction was posted in FAMIS 14 digits Shows the amount given in credit 14 digits Displays the dollar amount retained by the sponsor 8 digits Identifies the date item was purchased Accounts Receivable User Manual Page IV 5 Screen 6
125. on VII 16 Screen 636 View INVOICE Line Items VII 19 Screen 637 List Invoices by Invoice Number VII 22 Screen 638 List Invoices by Project VII 24 Accounts Receivable User Manual Page l 5 Table of Contents cont d VIII Control Screens PAGE Screen 680 Accounts Receivable Control Record VIII 3 Accounting Methods ss VIII 4 Payment Transactions Journal Entries VII 4 Payment Transactions Receipts VIII 4 ec Ee del VII 4 Screen 681 Create Invoice PrefixeS cccccccccceccsesceeccceeeeeceeeeceeeeeeceseceseeeseeeeeees VII 6 Automatic Invoice Creation VII 6 Screen 682 View the Last Used Invoice Number VIII 8 Screen 683 Enter Past Due Letter Text ss VIII 9 IAVOIGEST EE VIII 9 Past Due Number VIII 10 IX Appendix lie dite gd Le EE IX 3 Accounts Receivable Screens List IX 8 Standard PF Keys IX 10 FAMIS Financial Accounting Transaction Codes IX 12 FAMIS Session Batch Header Codes ccsssesseceeecessessneececeeeeeeees IX 14 FAMIS Reference Codes cccceceesssecececesessesneaeceeecessessseaeeeesensees IX 15 GIOSSANY EE IX 19 Accounts Receivable User Manual Page l 6 Accounts Receivable Menus Menu M61 Accounts Receivable Menu M61 Accounts Receivable Menu Screen Customer H Update 603 Customer Add Modify 604 Customer Comments 607 Customer Alias Maintenance 608 Customer Number Modify 610 In
126. on Y Retention Percent Limit Retention Balance Retained from Billing SES Information Only Fields Comment Form Number Number Copies __ Cost Share Report _ Detail Expense Payroll Summary Manual Backup _ Payroll Detail _ Enter PF1 PF2 PF3 PF4 PF5 4PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Accounts Receivable User Manual Page l 9 Accounts Receivable Terms This manual is designed for users familiar with basic accounting terms and concepts Review the following definitions and concepts before beginning your accounts receivable transactions ADJUSTMENTS ALIAS CREDIT INVOICE CUSTOMER DISALLOWANCE INVOICE INVOICE HEADER INVOICE PAYMENT INVOICE PREFIX A modification of the accounts receivable line item amount Example D debit increase line item amount C credit reduce the line item amount An alias is a variation of a customer s name Example S L Jones for Sam L Jones Credit issued to a customer on an invoice Those who purchase goods or services from the institution Used to identify those who owe payment for goods or services received from the institution They are normally identified in FAMIS by a 13 digit alpha number combination Example D L Smith SS56778106100 Primarily used for invoices to sponsors for grant contract expenditures A disallowance is an amount the sponsor does not agree to pay Recor
127. ormation in the other fields available if needed e Enter the expected number of transactions and the total as calculated prior to opening the session batch Press lt ENTER gt to record the information and to open the batch for processing e When you are finished with the batch type C in the Session Status field to close the batch Accounts Receivable User Manual Page Il 3 Screen 630 Accounts Receivable Batch Initialize cont d Batch Session Process Batch Session Reference The Batch Session Reference is a 6 alpha numeric character field AAANNN or AAAANN used to group sessions of like transactions The first three digits typically identify the type of transactions entered during the session For example a batch session reference value of ARP001 would indicate Accounts Receivable Payment transactions were entered during the session See the Appendix for a complete list of FAMIS Batch Session header codes You may have multiple batches with the same batch reference if they have different batch dates You may have multiple batches with the same batch date if they have different batch references Bank After a bank has been entered on Screen 630 all transactions posted in this batch must be to this particular bank The bank may not be changed after the session has been opened If the wrong bank is identified on the Session Header the Session must be closed and another session opened with the correct bank identified
128. ount number on the customer s books if the customer provides it 2 digits Indicates the number of line items in the invoice 2 characters Shows type of invoice with a specific category Accounts Receivable User Manual Page 111 19 Screen 621 Transfer Invoice to Another Customer cont d Number of Times Billed Total Amount Fiscal Year Total Paid Billing Dept Additional Functions PF KEYS 2 digits Indicates number of times customer has been billed for the invoice 14 digits Shows the total dollar amount of the invoice 4 digits Identifies the fiscal year invoice was created 14 digits Displays the total dollar amount paid on the invoice 5 characters Includes the department originating bill for the invoice See Appendix for explanation of standard PF keys Accounts Receivable User Manual Page III 20 Section IV Payment Screens Accounts Receivable User Manual Page IV 2 Post Line Item Payments Use Screen 615 for posting line item payments for a specific invoice This screen may also be used to back out payments that have been entered incorrectly Screen 615 Post Line Item Payments 615 Post Line Item Payments Screen Invoice A122222 Line 02 Ref Check Nbr Check Date Desci Customer SP Acct Nbr 1 Desc TEST Net Due 250 00 Posted Dt 09 1 1999 Amt 750 00 Retained Sale Dt B 500 00 Disallow Basic Steps e Open an Accounts Receivabl
129. period ends PF2 Help 10 characters digits Enter the customer purchase order number 20 digits Include the account number the customer uses 10 digits Identify the project number assigned by customer if customer assigns one 10 digits Enter the number used by physical plant to identify work orders 10 digits Indicate the Sponsored Research Project number associated with sponsored billing PF2 Help 4 digits If coming from an SPR project shows the number of times the project has been billed PF2 Help 1 character Type Y if past due messages should be suppressed Override Bill to Information Informational only Name Address City State 30 characters Enter the customer name to send bill to if different from customer making payment 90 characters digits Include the customer s billing address if different from original 20 characters Identify the city of the customer s billing address if different from original Help 2 characters Include the state of customer s billing address if different from original Accounts Receivable User Manual Page V 6 Screen 640 Credit Invoice Create cont d Zip Country Phone Ext Batch Information Transactions Amount Batch Date Additional Functions PF KEYS PF9 617 PF12 Warns 9 digits Enter the zip code of customer s billing address if different from original Help 3
130. red during the session PF2 Help 15 digits Shows the total dollar amount posted during the specified session PF2 Help 5 digits Indicates the number of separate transactions posted during the session 5 digits Identifies the bank number used in the batch session transactions 6 digits Indicates the date session was processed i e updated to the database 1 character Displays the status of the batch open O or closed C See the Appendix for an explanation of the standard PF keys Accounts Receivable User Manual Page Il 8 View Transactions by Batch Screen 627 provides a listing of all transactions processed in a given batch The first panel shows the 11 digit account number and the second panel displays the full 15 digit account number Screen 627 Transaction Inquiry by Batch Panel 1 627 Transaction Inquiry by Batch 06 15 10 16 34 FY 2010 cc 02 Screen Batch Ref ARD312 Date 11 06 2009 Indirect Also N Dir Bank Option N Account TC Ref 2 Date Description Ind Amount I Offset Acct 062 RO12809 11 06 NATIONAL ARCHIVE D 664 59 042500 1300 042500 1300 062 R012809 11 06 NATIONAL ARCHIVE D 664 59 001017 1610 001017 1610 062 R012722 11 06 DEPARTMENT OF ST D 34 673 12 042100 1300 042100 1300 062 R012722 11 06 DEPARTMENT OF ST D 34 673 12 001017 1610 End Of Data Enter PF1 PF2 PF3 PF4 PF54 PF6 4 PF7 PF8 PF9 PF104 PF11 4PF12 Hmenu Help EHelp View Dload Left Right Screen
131. s by Project cont d Field Descri ptions Required Help Field Help Available Using PF2 or Action Line Screen Information gt SPR Project Invoice Include Invoices with Zero Balance Panel 1 Sel Invoice Nbr Lns Customer Due Date Amount Amt Paid Panel 2 Additional Functions Amt Retain Amt Disallow Net Due PF KEYS 10 digits Enter the desired SPR Project number 7 character digits Include the invoice number to position it at the beginning of the screen list 1 character Type Y if invoices with a zero balance should be included in the display 1 character Type an X to select a particular invoice 7 character digits Shows the invoice number 2 digits Indicates the number of line items on the specified invoice 20 characters Shows the name of the customer billed for the specified invoice 8 digits Display the date the invoice payment is due 12 digits Identifies the total amount of the invoice before payments 12 digits Shows total amount paid on indicated invoice PF2 Help 12 digits Identifies dollar amount retained by the sponsor 12 digits Shows the dollar amount of the sponsor disallowance 12 digits Displays dollar amount due after all deductions See Appendix for explanation of standard PF keys Accounts Receivable User Manual Page VII 25 Screen 638 Invoices by Pr
132. ser Manual Page Il 11 Screen 627 Transaction Inquiry by Batch cont d Accounts Receivable User Manual Page Il 12 Section Ill Invoice Create Modify Screens Accounts Receivable User Manual Page III 2 Create an Invoice Create new invoices by using Screen 610 Since invoices are not currently printed in FAMIS Screen 610 is only used to record the accounting associated with an invoice More than one account and line item may be entered The information entered on this screen is displayed on Screen 635 The Due Date field is used to determine when to age an invoice for the aging reports such as IBAROS53 Screen 610 Invoice Create 610 Invoice Create 04 07 09 08 22 FY 2009 cc 01 Screen Customer Invoice Invoice Information Override Bill to Information Billing Dept FAPC_ Name Invoice Type DP Address Bill Period Begin 03 05 2009 Bill Period End City State __ Customer PO Zip Country Customer Acct Phone Ext Customer Proj Work Order SPR Project Sponsors Bill Seq Suppress Past Due Transactions 0 Amount 0 00 Batch ACOO Date 04 0 009 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 617 Warns Hmenu Help EHelp Basic Steps e Open a batch session on Screen 630 e Advance to Screen 610 e Type in the customer name number and invoice number in the fields provided and press lt ENTER gt
133. sfully entering the credit invoice header information the Line Item Entry pop up window will appear as shown below Invoice items from both state and local accounts may be entered for the same customer At least one line item must be entered before an invoice number will be assigned The Ref field in the Line Item Entry pop up window refers to reference number four 4 Accounts Receivable User Manual Page V 4 Screen 640 Credit Invoice Create cont d Screen 640 Credit Invoice Create Pop Up Window l Km Line Item Entry l k Credits Account Sale Date Ref Amount Ln 1 Desc I Cost Ref 1 2 3 Ln 2 Desc l l Cost Ref 1 ER 3 Ln 3 Desc l Cost Refl 2 3 l More Lines Y N PF4 Exit PF7 Bkwd PF8 Fwd Total Accounting Entries When a credit invoice is created a journal entry is produced which debits the Subsidiary Ledger SL and credits the General Ledger GL Account control 2130 Overpayment on Accounts Receivable In addition to these direct transactions four indirect transactions are processed with the creation of an invoice using Screen 610 a debit to the GL account Fund Balance a debit to the GL expense revenue summary a debit t
134. stions or call attention to errors please contact us at 979 458 6464 or copy the page with the error note the correction or suggestion and send it to one of the following addresses College Station based FAMIS Services The Texas A amp M University System 1144 TAMU College Station TX 77843 1144 Non College Station based FAMIS Services The Texas A amp M University System 301 Tarrow Street College Station TX 77840 7896 Accounts Receivable User Manual Page l 3 Table of Contents l Introduction PAGE M61 M62 Accounts Receivable Menus l 7 Basic CONCEPTS 2 e iseekeesdbgebeee de dekegeg e Reeg Adobe CEA eean aeieea aoaaa l 8 Customer Zegabht 2 erseiepdegeg ga dosiaren inana l 8 Customer Accounts Receivable Number l 8 Batchi Feed EE l 8 SPR Screen 116 Project Billing Information 1 9 Accounts Receivable Terms 1 10 Il Batch Information Screen 630 Open or Close a Session Batch ccccccssssccsssceescecsseseeseeeesseceeees Il 3 Batch Session Reference Il 4 Batak EEN Il 4 Accounting Feed IA CLOSE SESSION baccvasivaidsecceacasiactcasseas cvacdvacevatduavcecdavasdvandeas Il 4 REOPEN a SESSION 5 5 00 55 ss 0eadesseeensces uessdes eensass deaidestenssesscdeasesse Il 5 Screen 624 List Accounts Receivable Batch Sessions Il 7 Screen 627 View Transactions by Batch cccsccccccecsssssssseceseeesessessnaeeeeeeseesees Il 9 Indirect Also Flag 11 10 Reference Numbers cccccccceseseseseceseseseceee
135. t due letter text displayed should be deleted from the system Text 10 lines 60 characters each Include past due text for the selected invoice type and sequence number Type an asterisk at the beginning of the line and leave it blank to create a blank line in the letter Additional Functions PF KEYS See the Appendix for an explanation of the standard PF keys Accounts Receivable User Manual Page VIII 10 Section IX Appendix Accounts Receivable User Manual Page IX 2 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
136. t 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 Revenue Income or receipts Run Parameter A parameter from a control record or a program control transaction as opposed to a file maintenance transaction S Save The process that creates a budget version 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 online 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 Secured Submitted Version Submitted budget version that has been locked It can be flagged to indicate it is an officia I version Selling Account Account which is allowed to sel to specified buying accounts via interdepartmental transfers 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
137. te six alpha numeric characters in the format of AAANNN or AAAANN When the session is opened for the first time FAMIS creates a batch record which has this reference number and date All transactions processed within a session contain the session reference number and the session 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 Later when the session is closed the calculated total will be compared with the system total Screen 630 Accounts Receivable Batch Initialize 630 AR Batch Initialize 06 15 10 15 39 FY 2010 CC 02 Screen Session Date 06 15 10 Acct Feed Y Session Reference Session Status _ Bank Description User ID Override N Batch Balancing Information Transactions Amount Expected Totals Processed Totals 0 0 00 Receipts Disburse 0 00 0 00 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Before a session is opened calculate the number of expected transactions and the total dollar amount to be processed during the session e Advance to Screen 630 e Enter the session reference number and the session date e Type O in the Session Status field to open a session e Enter the bank number to be used for processing the transactions in this batch and include inf
138. tion 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 Accounts Receivable User Manual Page IX 20 Appendix Glossary cont d 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 Copy The process that creates a new pattern from an existing version specified on the Action Line or ABR specified in the resulting pop up screen 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 Currency Code A code that identifies a record in the Tax Currency Table This record provides the factor to calculate foreign currency conversion costs or gains and the liability account used The code is translated through a table
139. tions PF KEYS See Appendix for explanation of standard PF keys Accounts Receivable User Manual Page VII 10 List Invoices by Billing Department Use Screen 633 to view a list of invoices by billing department This screen will list the invoices attributed to a department You may also include invoices with a zero balance in the list displayed Screen 633 Invoices by Billing Department Panel 1 633 Invoices by Billing Department 11 18 10 13 04 FY 2011 cc 02 Screen Billing Dept CHEM_ Invoice PANEL 01 MORE gt gt Nbr Inv Sel Invoice Lns Type Customer Due Date Amount Amt Paid 9026254 1 DP CHARS ANALYTICAL SE 02 06 2010 780 00 0 00 9026255 1 DP CHARS ANALYTICAL SE 02 06 2010 360 00 0 00 9029795 1 DP 06 TAES BIOCHEMISTRY 05 07 2010 12 50 0 00 _ 9035339 1 DP 06 BIOCHEMISTRY amp BI 09 08 2010 37 67 0 00 9035468 1 DP 99 RESEARCH FOUNDATI 09 09 2010 287 42 0 00 9035674 1 DP 99 DAMON DENTON 09 11 2010 923 80 0 00 9035723 1 DP 99 RESEARCH FOUNDATI 09 11 2010 4 80 0 00 _ 9035862 1 DP 99 RESEARCH FOUNDATI 09 12 2010 7 50 0 00 9036549 1 DP 99 DAMON DENTON 09 29 2010 254 28 0 00 9036579 1 DP 99 RESEARCH FOUNDATI 09 29 2010 88 20 0 00 9037237 1 DP 08 MECHANICAL ENGINE 10 23 2010 60 00 0 00 9037239 1 DP 08 TEES CHEMICAL ENG 10 23 2010 10 00 0 00 Sub Total 2826 1 0 00 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 1PF12 Hmenu Help EHelp Left Right Screen 633
140. und 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 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 Accounts Receivable User Manual Page IX 23 Appendix Glossary cont d G General Ledger GL A balance sheet account for the institution All GL account numbers begin with O zero GL See General Ledger GL SL Relationships User defined structures relating Subsidiary Ledger SL revenue expense accounts to General Ledger GL fund accounts Global Subcode Edit GSE A system edit that checks each new 10 digit account against a table that specifies valid combinations of 6 digit accounts and subcodes GSE See Global Subcode Edit Header That portion of a Purchasing document containing basic information such as document number date and amount HEAF Indicates a Higher Education Assistance Fund code number HELP An online feature which accesses PREDICT in order to supply descriptions va
141. urity set FAMIS pulls the Customer Accounts Receivable number from Screen 345 for the ACH payments Batch Feeds Batch feed layouts are available from famishelp tamus edu There is an option in the IBDU010 processing program to apply an amount of an invoice payment to all line items on the invoice until the amount is exhausted To use this option e The 631 transaction must have TWO ZEROES in the item number The program intercepts the transaction and creates a new 631 transaction for each line item on the invoice until the total amount is exhausted If there is anything remaining after the amount has been applied to all line items a credit item new 632 transaction will be created and posted by IBDU010 the Accounts Receivable processing program e All other transactions including any 631 transaction with a non zero line item will not be affected and will be passed as is to IBDUO10 e You must contact FAMISHELP to have the new step included in your job stream Accounts Receivable User Manual Page l 8 Accounts Receivable Basic Concepts cont d SPR Billing With the proper information FAMIS creates sponsor bills to be mailed to the sponsor for payment Also by option programs are run to create an Accounts Receivable invoice and post the appropriate entries to FRS The SPR billing programs are run at the end of the month with the regular month end jobs Use Screen 116 in the SPR module to enter and or maintain billing i
142. ustomer Name Alias Maintenance 11 17 10 16 39 FY 2011 CC 02 Screen Customer 6xxxxxxxxxxx0 TAMU DEVELOPMENT FOUNDATION Drop Customer Alias A amp M FOUNDATION Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps Add an Alias Advance to Screen 607 Type the customer identification number and press lt ENTER gt Type up to 15 alias names for the customer Press lt ENTER gt to record the information and to continue Drop an Alias Advance to Screen 607 Type the customer identification number and press lt ENTER gt Type a Y in the Drop field directly across from the alias Press lt ENTER gt to physically remove the alias from the system Alias Maintenance Process Create Customer Aliases In addition to Screen 607 customer aliases can be created when the customer name is modified using Screen 603 Changing the name on Screen 603 will bring up a pop up window that will allow you to send the old name to the customer alias file Accounts Receivable User Manual Page VI 9 Screen 607 Customer Name Alias Maintenance cont d Screen 603 Customer Add Modify 603 Customer Add Modify 11 18 10 12 02 RESEARCH FOUNDATION EDUCATIONAL PSY FY 2011 CC AM Screen Customer 9 0 Name RESEARCH FOUNDATION EDUCATIONAL PSYCHOLOGY Billing Alternate Address MS 35 Le RS C
143. ustomer number on an invoice Screen 621 Transfer Invoice to Another Customer 621 Transfer Invoice to another Customer 11 18 10 11 36 FY 2011 CC AM Screen Invoice G065641 Customer 6xxxxxxxxxxx0 Name ALL PETS VET HOSPITAL New Customer eebe Invoice Header Information Due Date 01 03 2008 Cust PO Work Order Bill Per Beg Cust Proj SPR Proj Bill Per End Cust Acct Number of Lines 1 Invoice Type DP Number of Times Billed Total Amount 125 00 Fiscal Year 2008 Total Paid 100 00 Billing Dept BIOL Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps Type an invoice number in the Invoice field and press lt ENTER gt Current invoice data will appear in the bottom portion of the screen Enter a customer number in the New Customer field and press lt ENTER gt When the transfer has been completed the message Record has been successfully modified will appear in the message line Invoice Transfer Process After entering a valid invoice number FAMIS will ask you to enter desired modifications After the new customer number has been entered the following confirmation pop up window will appear Enter Y and press lt ENTER gt to complete the transaction The message Record has been successfully modified should appear Invoice G065641 will be transferred From Customer SSxxxxxxxxxx0 To Customer SSxxxxxxxxxx0 Ple
144. voice Create 611 Additional Line Item Entry 612 Line Item Adjust 615 Post Line Item Payments 616 Search Invoices amp Post Payments 617 Retention Disallowance Maint 620 Invoice Header Modify 621 Transfer Invoice to New Customer 11 04 13 10 03 FY 2014 CC 02 Invoice Re Inquiry 602 Customer Name Search 605 Customer System Information 632 Invoices by Customer 633 Invoices by Billing Dept 634 Invoice Line Items by Acct 635 Invoice Display 636 Invoice Line Item Display 637 Invoices by Invoice Number 638 Invoices by SPR Project Batch Information 624 Processed Batches 627 Transactions by Batch 640 Credit Invoice 641 Credit Invoice Line Item 643 Customer Flag Maintenance 630 Batch Open M62 A R System Controls Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Menu M62 Accounts Receivable System Controls Menu 11 04 13 10 03 FY 2014 cc 02 M62 AR System Controls Screen Customer Invoice System Controls 680 AR Control Record 681 Invoice Prefix Create 682 Invoice Prefixes Last Number Used 683 Past Due Letter Text Maintenance Enter PFl PF2 PF3 PF4 PF5 PF6 PEF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ee Accounts Receivable User Manual Page l 7 Accounts Receivable Basic Concepts Customer Search If the customer number is not known typing an aster
145. when a customer has been set up with an incorrect number Screen 608 Customer Number Modify 608 Customer Number Modify 07 02 07 16 16 FY 2007 CC 02 Screen Customer 6 0 Name ALPHA VET LAB Enter new Customer Number This screen will change a customer number and all associated invoices to a new customer number This should be used only when a customer has been set up with an incorrect number Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 608 e Type a customer identification number and press lt ENTER gt e Type the new customer identification number in the space provided and press lt ENTER gt e Type a Y in the pop up window to record the new customer identification number and to continue Customer ID Modification Process Modify the Customer Number Type a new customer number and press lt ENTER gt The following pop up window will appear asking for change verification Type Y and press lt ENTER gt to continue the change process Please verify that the Customer Number is to be changed from 6xxxxxxxxxx0 to 6xxxxXxxxXxxxx1 Accounts Receivable User Manual Page VI 11 Screen 608 Customer Number Modify cont d Customer Number The customer number is assigned on Screen 603 The proper sequence is either 13 numbers or 2 alpha characters followed by 11 numbers EX SS12345678910 After e
146. wing only and will not print on paper Screen 604 Customer Comments Fee 604 Customer Comments 11 17 10 16 40 FY 2011 cc 02 Screen Customer 6xxxxxxxxxxx0 Customer Name RIVER CITY ANIMAL HOSPITAL Comments SET UP PER EMMA AT VSAM ON 7 6 05 KP Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 604 e Enter the customer identification number and press lt ENTER gt e Type any necessary comments in the space provided Field Desc ri ptions L Required Help Field Help Available Using PF2 or Action Line Customer 13 characters digits Enter the customer s ID number Screen Information Customer Name 30 characters Shows the customer s name for the ID number entered on the Action Line Comments 10 lines 60 characters each Enter comments as desired Additional Functions PF KEYS See Appendix for explanation of standard PF keys Accounts Receivable User Manual Page VI 8 Create Drop Customer Aliases An alias is a common name for a customer other than the formatted name that prints on the invoice These aliases can help locate the customer through a name search EXAMPLE Shown below TAMU Development Foundation can also be searched by looking up A amp M Foundation Each customer may have several aliases Screen 607 Customer Name Alias Maintenance 607 C
147. ys Warnings Displays nonfatal warning messages Accounts Receivable User Manual Page IV 10 Retention and Disallowance Information Retention and Disallowance is a feature related to SPR and SPR Projects Recording a disallowance or retention amount is a temporary measure used to document a dollar amount of the invoice that is not being paid perhaps until a future date With a disallowance the amount specified is not being paid because it is in dispute with the sponsor Eventually the amount disallowed must be zeroed out and either the invoice should be adjusted downward or the sponsor must agree to pay the charge In contrast with a retention entry the sponsor is not paying a portion of the invoice until the end of the grant contract period at which time the amount will be zeroed out and the balance will become due Retention Disallowance information is entered updated using Screen 617 Screen 617 Retention Disallowance Maintenance 617 Retention Disallowance Maintenance 11 17 10 16 31 FY 2010 CC AM Screen Invoice G065641 Customer 6xxxxxxxxxxx0 Name ALL PETS VET HOSPITAL Due Date 01 03 2008 Number of Lines 1 Total Amount 125 00 Total Retained 0 00 Total Paid 100 00 Total Disallow 0 00 Ln Account Total Amt Due Retention Disallow Net Amt Due 1 270780 00753 0525 25 00 25 00 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp

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