FFX Screens to Help You - Financial Management Operations
Contents
1. FFX SCREEN 523 TRANSACTION CODE MEANINGS The following information is from the Departmental Fixed Assets User s Manual Version 2 1 March 2001 FFX Transaction Codes A transaction code is created each time a particular transaction is performed on line for an asset Transaction codes are designed to identify the type of activity being made to the asset This provides an audit trail of asset activity and helps generate the appropriate accounting transactions in the FRS module of FAMIS Use these codes to help identify what type of transaction occurred on the asset Transaction Type Description APP Asset approval changes the status of an asset from pending to approved CST Change in cost change in cost estimate method or account for approved assets CHG Select changed on Screen 535 room number availability and condition Change in Estimate Method Account corrections to useful life class etc with no accounting impact only affects future accounting transactions DEP Asset Depreciation updates current year depreciation expense generated by the depreciation calculation program DIS Asset Disposal records the sale loss theft etc of the approved asset PYD Prior Year Depreciation posts increase or decrease to accumulated depreciation first year depreciation or last year depreciation for an approved asset RCQ Re Acquire Assets changes the status of a dispos2. Repair Used property in good condition but Required 11 25 considerable repairs required Estimated Acq Good repair cost of repairs would be 11 to 25 of acquisition cost R3 Used Repair Used property in fair condition but Required 26 40 extensive repairs required Estimated repair Acq Fair costs would be from 26 to 40 of acquisition cost R4 Used Repair Used property in poor condition and Required 41 65 requiring major repairs Badly worn and Acq Poor would still be in doubtful condition of dependability and uneconomical to use if repaired Estimated repair costs from 41 to 65 of acquisition cost SC Scrap Value Basic Property that has no value except for its basic Material Content material cost SN Stolen Negligence Send Form FDP 9 to Property Mgmt ST Stolen Request now Property Manager will assign per State Property Accounting System UC Under Construction Use until fabrication is completed UN Unknown Not used by TAMU XX No Value Property that has some value in excess of its Now used by TAMU basic material content but is in such condition that it has no reasonable prospect of use for any purpose as a unit either by the holding or any other agency and its repair or rehabilitation for use as a unit is clearly impractical Repairs or rehabilitation TAMU Financial Management Services 9 1 01 14 estimated to cost in excess of 65 of acquisition cost would be cons
3. in training UU Lesson 3 nquiring Asset s History Training Region 1 Proceed to Screen 523 inthe Training Module 2 Discuss reasons for using this screen inquire on a transfer previous year history etc 3 Attendees will inquire on the location change they made in Lesson 2 TAMU Financial Management Services 9 1 01 Lesson 4 Identify the Owner of an Asset Production Region 1 Proceed to Screen 536 FAMIS Production To toggle from training to production type then press PF2 Then go into FFX 2 Input the tag number 011124 to find out the owner The AAPO listed is one of the DPCs since the termAAPO no longer exists at TAMU Lesson 5 nquire on all of the Department s Assets and Asset nf ormation Production Region 1 Proceed to Screen 534 in FAMI S Production 2 Discuss and illustrate the screen 3 Attendees will pull up their assets Select one to look at It will take you to 523 Look at the history for all years 4 View other screens a Screen 502 o Gives purchase order for an approved asset b Screen 503 Use to see the acquisition date to determine how old an asset is Also see the reported missing date and last inventory date C Screen 504 d Screen 505 o Useto see the depreciation and useful life of an asset e Screen 506 f Screen 508 o Usetosee notes TAMU Property Management has placed on an asset g Screen 532 Look for all 843502 assets Microcomputer D
4. 13 5557790 10 1850 00 COMPUTER 365 PAS MEG MEMORY ARO MONITOR 159404 4 102 FE TESO DO COMPUTER a WEG MEMORY AND MONITOR HHIH HE 10 FE 130 00 COMPUTER 23656 vui e MEG MEMORY MONITOR 190404 HE 102 1850 00 COMPUTER amp xBzk 14H e MEO MEMORY AND MONITOR 170404 7 5557790 OMe 102 FIEL 150 00 COMPUTER 22654 E MEO MEMORY MONITOR 120404 OMG 102 FE 1550 00 COMPUTER MESA VG MEG MEMORY MONTOR 150404 OG 102 FIL 150 00 COMPUTER 8650 eG MEMORY ARO MONITOR 150404 JA 102 Fist 1880 00 COMPUTER 22650 WHE MEO MEMORY ANO MONITOR CC HD HE 102 1850 00 COMPUTER 3655 14H 6 MEO MEMORY AND MONITOR 170404 22 15400200658 00451 07 FEC 235350 COMPUTER PE 886 EWS BOMITOR 129602 FE NEO TESTE DI 13808 TAMU Financial Management Services 9 1 01 21 14 To save your file click on File then Save As In the Save As box click on the down arrow next to Save as type and choose Microsoft Excel Workbook Then click on Save Now your file will be an Excel document so it will be easy for you to open next time you need it croit Del screen M OB dk Insert Pomat Took peta Window Du M ua 1422331 1122 41222 112253 1122331 1122331 TTZZEMH IEEE TI 1122331 1122331 ATH VIZZEH 112288 1122331 1122331 112270 1 Tren E34 112233 1122331 t Excel W
5. FAMIS FFX Training Packet Version 1 0 Updated une 2002 Texas A amp M University Financial Management Services This page is intentionally left blank TAMU Financial Management Services 9 1 01 FAMIS FFX Training TAMU Financial Management Services 9 1 01 3 This page is intentionally left blank TAMU Financial Management Services 9 1 01 FFX TRAINING AGENDA Welcome to FAMIS FFX Training Please log on to FAMIS Production CICSNAT and FAMIS Training CICSTRN Course Objectives 1 Describe and move between the FRS and FFX systems 2 Maintain location data and control codes for physical inventories and state reporting 3 Inquire on an asset s history 4 dentify the owner of an asset 5 View a listing of all of the department s assets and inquire on asset information 6 Find the tag number for a preliminar y pending asset and inquire on purchase order information 7 View the asset control tables 8 Create your own inventory reports Lesson 1 The Systems Training Region 1 Describe the systems 2 Move between the systems Type FFX for Screen to goto FFX FRS for Screen to go back to FRS 3 Use the menus FFX M51 M55 501 Lesson 2 Updating Approved Assets Training Region 1 Proceed to Screen 535 inthe Training Module Discuss importance of keeping 535 updated Discuss importance of each field llustrate making a change Attendees will change data
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7. UTER ACCESS Aem JA A Y dada i SN 270140 00000 COMPUTER ACCESS 4565H H 8800000071 Y Bic 01 MAYHARD MARILYN 270140 00000 COMPUTER ACCESS 22 SONES TAR A Y mio 01 MAYNARD 270151 UON PACKHARD BELL FEES E 4 gium HAD Microsoft screen M OB Insert Pomat Took peta Window D s eT o r G7 595 ASSET NER a To a T 3 5 POI FIOTHER LOT E CTOTAL COST DESE ESC LM 2 p 100 1850 00 COMPUTER Ex WANE MEO MEMORY AMO MOMTOR 120404 d 5 101 E 1850 00 COMPUTER S2534 E MEO MEMORY AND MONITOR 1259404 4 2557780 ME 100 FEC 1850 00 COMPUTER 865 VH E MEG MEMORY AND MOHTOR 159404 snam rap 355 FE TO OO COMPUTER REMY AND MOMHTDS B SSSR TER OME 107 1ES0 00 COMPUTER 565 WINE MEMORY ANO MOTOR 1950404 5557 TED FEX 1850 00 COMPUTER 2650 AH MEO MEMORY ANO MONITOR 170404 H 00461 FES 1860 DO COMPUTER S2554 6 MEO MEMORY AND MONITOR 13404 J3 UN DE 102 FE COMPUTER 055 V5 MEG MEMORY AND MONITOR 129404 DESERT TEE 102 FEE 1550 00 COMPUTER 8650 Varii HEG MEMORY ARO MONITOR 159404 d SS SET EEE STEVE 102 1880 DO COMPUTER 23650 LAN MEO MEMORY ARNO MONITOR 10404 12 557700 102 1850 00 COMPUTER amp sBz9 MEO MEMORY AND 129404
8. ed asset to approved TRF Asset Transfers updates location custodian ownership or availability data for approved assets UDS Un Disposal of an Asset changes the record of a disposed asset UPD Un Depreciation of an Asset updates the depreciation expense WDN Write Down of an Asset records a reduction in book value for an approved asset TAMU Financial Management Services 9 1 01 16 DOWNLOADING FFX SCREEN 534 To download FFX Screen 534 you must access FAMIS using the Entire Connection software The most current version of Entire Connection is 4 2 1 as shown in this example Follow these steps Open the Entire Connection Software A blank screen will probably appear depending on how the software was set up on your computer Click on the computer with the green arrow to get the ATM Ne screen 3 Atthe ATM screen log onto FAMIS Production CICSNAT like you always do TAMT11iB IEITITITITIZITIZITITITIEITITITI LA gTICHB gOTICH NOoTICE TIT IIT A A AB TTT MH AA ANA TTT TTT MHH MH TTT TTTTT NETWORKS or ERIT TAMU Financial Management Services 9 1 01 17 4 Proceed to FFX Screen 534 5 Type in your department subdepartment code and press lt Enter gt The assets for your departm
9. ent will appear Press the PF9 key to begin the download Em Flr COMPUTER BSE Fat 51 100 COMPUTER SEX fi 101 OT EB 16 AN 0046 109 COMPUTER EX 16 COMPUTER E Ws 16 gt OMP OTE EX US COMPUTER COMPUTER OMP UTER only available with Entire running TAMU Financial Management Services 9 1 01 18 7 Download Data screen will appear as shown below You need to name your file and specify place to save it In the figure below I have chosen to save the file in my Downloads folder I am naming the file screen 534 and am saving as type dBaselll Always save as a dBaselll file so that the column headings will download into your file If you save it as an Excel file the column headings will not appear Download bata 15 Fipe een Sd Sinem pe osse LE DBF P DOS koma F Excel application 8 Click on the Download button The download will begin and you will be able to see it calculating at the bottom of your screen TAMU Financial Management Services 9 1 01 19 9 When the download is complete you will get the message shown the figure below Press lt Enter gt to continue 7 Dapartment S Dept 2 COMPUTER 4 13 COMPOTER 4 10 After you press lt Enter gt the pop up screen will disappear You will be back on Screen 534 11 Next go to the place where you saved your file In the figure bel
10. es Code Description Comments AV Available but not idle Available for loan BLANK Undetermined EX Excess Property Transfer to Surplus LN On Loan to Another Department Document the loan in writing MS Missing Unable to Locate Send FDP 9 to Property Manager RE Restricted Single Purpose SH Shareable Upon Request Available for loan ST Stolen Send Form FDP 9 to Property Manager with police report US In Use Full Time Routine code for new purchases Condition Codes Code Description Definition Comments El Used Reconditioned Used property but repaired or renovated and Excellent in excellent condition E2 Used Reconditioned Used property which has been repaired or Good renovated and while still in good usable condition has become worn from further use and cannot qualify for excellent condition E3 Used Reconditioned Used property which has been repaired or Fair renovated but has deteriorated since reconditioning and is only in fair condition Further repairs or renovation required or expected to be needed in near future E4 Used Reconditioned Used property which has been repaired or Poor renovated and is in poor condition from serious deterioration such as from major wear and tear corrosion exposure to weather or mildew MH Missing Hold for Send FDP 9 to Deletion Property MI Missing Not Deleted Item missing but not deleted f
11. esktop Not Apple h Screen 535 It should be updateable Lesson 6 Find the Tag Number for a Preliminary Pending Asset and nquire on Purchase Order I nf ormation Production Region Procedures in this section will vary by department TAMU Financial Management Services 9 1 01 6 1 Discuss the 10 day tagging rule according to the TAMUS Equipment Management Manual uly 1999 You should have procedures in your department that make you aware of all inventory purchases You need to ensure that all equipment gets tagged within 10 calendar days especially before it goes to the end user a Once you are made aware of the purchase get the purchase document number fromthe document creator Proceed to FFX Screen 545 or FRS Screen 361 to get the tag number 2 Discuss how to verify preliminary asset data if you are not the one entering the information a View FFX Screen 546 or FRS Screen 362 to ensure asset data is correct If it isn t then options to correct it are as follows i Get the preliminary asset enterer to correct it before the bill pays ii Wait until TAMU Property Management approves the asset then you can change some inf ormation on Screen 535 iii Make the necessary changes on the Asset Control Sheet for TAMU Property Management to make last resort 3 Once you have the document number you can go to FRS Screen 288 and view the purchase document Do this to make sure that all of the correct items were inven
12. idered clearly impractical for purpose of this definition Purpose Codes Code Description Comments AD Administrative AG Agricultural Services Building AX Auxiliary Enterprises FR Residence Family Apartments GN General Artwork is an example of general IN Instruction LB Library MT Maintenance NI Non Institutional Agency Building PP Physical Plant PS Public Service RE Research RP Rental Property For Profit SR Residence Single Dorms Restriction Codes Code Description A Equipment through Texas Surplus Acquisition date 18 months Right to reclaim transfer fund agency Title stays with fund agency federal private Research sales receipts to be deposited to NSF equipment sale Sale receipts to return to federal government Exempt property use on federal fund project Retain amp reimburse federal govt by funded by federal govt based on market value No restrictions Retain equipment 10 years under federal grant Equipment to be used for water research programs Equipment to be used for health reasons Other Research only per funding agency Teaching only per funding agency TH O a mM Uo Gift gt 5000 if disposed of in less than acquired date 2 years submit IRS form 8282 TAMU Financial Management Services 9 1 01 15
13. n 534 to create your own asset reports rm the Software Evaluation and Loan Library SELL at 979 862 4104 or s kell tamu edulf or information on obtaining and installing HE software Facilities Coordination Website Use this website to get a listing of all of ficial building and room numbers on the TAMU campus Keep room numbers updated on FFX Screen 535 http www tamu edu f cor Hummingbird Software Information Hummingbird is most current software used for accessing FAMIS Contact eed Software Evaluation and Loan Library SELL at 979 862 4104 or sello tamu edulfor information on obtaining and installing the software ROOM NUMBERS Before entering a room number into FAMIS always check FCOR ga website at http www tamu edu fcor to ensure that it is an official room number for state reporting purposes Always keep room numbers updated This section applies to preliminary asset enterers Figure 3 10 Step 2 and the DPC or whoever will update FAMIS FFX Screen 535 Figure 3 10 Step 4 Figure 3 10 Inputting Room Numbers in Steps 2 and 4 STEP 1 Departmental STEP 2 STEP 3 creator creates Preliminary asset TAMU Property purchase enterer inputs Management document in preliminary asset approves the asset DPC maintains FAMIS asset in FFX It is very important to Keep room numbers current in FAMIS The Office of Facilities Coordination officially record
14. om Number on Screen 362 F 813 Please enter desired modifications 362 Preliminary Fixed Asset Data Screen B Doc 1100095 Seq Mer 1 88 20 01 08 44 FY 2001 CC RM Page 8 lt lt lt lt More gt FISC_ Sub Dept Building 00461 Building Campus AH Roon Floor 100 Group Code Other Location 0 1 Figure 3 12 Building and Room Number on FFX Screen 535 T0813 Please enter desired modifications 535 Departmental Inventory Screen Asset 9400000001 Status A 08 20 01 08 41 FY 2001 CC COMPUTER 4865X W 15 MEG MEMORY AND Availability RV Class 643502 SPA Class Condition Model 4865 Purpose 1 GM Percent 1 100 Serial 55587780 zd Acq Date 04 25 1484 MEE Ad Duner Title TAMU d Restriction I Tag Number 9400000001 How Tagged EC Log Cost 1850 80 uilding 00451 Bldg Campus Department CHEH Won Fir 101 Group Cd KC Sub Dept Oth Description COMPUTER 4865X W 16 MEG MONITOR Inventory Jat Source Pet 05 108 Next Asset Number Hote File Flag Enter PF1 PFB PF3 PF PFG PFB PFT PFB PFB PF18 PFi1 PFiB Hmenu Help EHelp 12 PROPERTY CONTROL CODES Below are the property control codes used for inventory They include the following availability condition restriction and purpose codes The DPC should maintain these codes using FAMIS FFX Screen 535 Availability Cod
15. op up listing all building codes on campus 581 Class Table Lists all capital and controlled assets and their asset class code 583 Acquisition Disposal Method Lists all acquisition and disposal methods 589 Departmental Rules Lists all TAMU departments persons responsible for maintaining assets in a department and department location information Press PF9 to view the departmental property contact DPC 860 Department Table Type for dept for a list of all departments on campus Displays department and subdepartment information and if fixed assets are allowed for the unit 882 Change Campus Part and or Fiscal Year Allows user to change the active campus part or active fiscal year for viewing data FRS Inquiry Screen 288 Document Summary Use to inquire on an entire purchase document Shows accounts all items purchased on the document costs object codes used and more Must know the purchase document number TAMU Financial Management Services 2001 9 PROPERTY RESOURCES TAMU Property Management e mail Todd Gregory Property Manager 979 845 8147 or tlgregory tamu edu Amanda Vanek Trani Specialist 979 847 8833 or TIT ITUTTPTUTNY f ms f amis def ault asp FAMIS Departmental Fixed Assets User s Manual Version 2 1 March 2001 Entire Connection Purchase I nf ormation Entire Connection is the required software for downloading FFX Scree
16. orkbook OPA PL If s have mi questions on how to download contact FAMIS Security at 979 847 8833 or 458 1147 TAMU Financial Management Services 9 1 01 22 FMS WORKSHOP EVALUATION Date Workshop Name _FAMIS FFX Trainer Registration Information Did you register by phone e mail other Was your registration handled in a timely and professional manner Yes _ No Course Content Feedback Disagree Agree Course covered the training objectives 1 2 3 4 5 6 7 Course properly covered the subject 1 2 3 4 5 6 7 Course content was current and relevant 12 3 4 5 6 7 Course advanced my knowledge or skills in the subject area 1 2 3 4 5 6 7 Course provided knowledge or skills I can apply in workplace 12 3 4 5 6 7 Course exceeded my expectations 1 2 3 4 5 6 7 List the two most valuable aspects you learned in the course Suggestions for improving the course or registration process Instructor Feedback Disagree Agree Instructor knows the subject 12 3 4 5 6 7 Instructor communicates clearly 12 3 4 5 6 7 Instructor identified the training objectives for the class 12 3 4 5 6 7 Instructor s presentation is organized 12 3 4 5 6 7 Instructor uses training aids appropriately amp with expertise 12 3 4 5 6 7 Instructor ties the skills being taught to the work place 12 3 4 5 6 7 Instructor makes participants feel comfortable in the class 24 63 Ae 9246 37 Instructor is responsive to the participant s que
17. ow I have chosen to access my files by going through Windows Explorer You will see two files One will be the DBF or database file The other will be the NCF or the file that contains information about the download that you really do not need MC xj Edt Favoiec Toos EJ daBack gt ij tech Folders A OI X x3 Ee Address Donriosds oce Kj screer zJ AkB DEFfFie 34 2001 351 E 534 2kB NGF 3 51 PM Downloads 12 Double click on the DBF file to open it It may open into Excel even though you saved it as a dBaselll file If it does not open into Excel automatically it may ask you how you want to open the file Scroll through the list of programs and choose Excel TAMU Financial Management Services 9 1 01 20 13 Once you have opened the DBF file make the necessary changes that you would like to make You may delete columns sort etc However you must know how to use Excel to do this If you do not know how to use Excel then Computing and Information Services provides training http traincenter tamu edu The figures below show what the download will look like Microsoft screen M 3 alg 10 fie Insert Forma uta Widow eH Gm m8 5 ASSET B WEE NOM NES A DO E AE 7 SET ESTATUS CAPITAL FG CLASS REL ASSET CONDITIDM CUSTODIA ACC
18. rom inventory from Inventory accountability MN Missing Negligence MS Missing Request Property Manager will Now assign per State Property Acctg Syst 1 New Excellent NOTE Codes N1 N4 are not used Per State Auditor s office once N2 New Good an item is placed in service it is considered used Therefore code O1 TAMU Financial Management Services 9 1 01 13 N3 New Fair should be used for new purchases N4 New Poor 01 Used Usable Property that has been slightly or moderately Without Repair used no repairs required and still in Excellent excellent condition 02 Used Usable Used property more worn than O1 but still Without Repair in good condition with considerable use left Good before any important repairs would be required 03 Used Usable Used property which is still in fair condition Without Repair Fair and usable without repairs however somewhat deteriorated with some pairs or portion worn and should be replaced 04 Used Usable Used property which is still usable without Without Repair Poor repairs but is in poor condition and undependable or uneconomical to use Parts are badly worn and deteriorated Used Repair Used property still in excellent condition Required 10 Acq but minor repairs required estimated repairs Excellent would cost no more than 10 of acquisition cost R2 Used
19. s every building and room number on the TAMU campus Each year they must submit a report to the State listing the building and room numbers along with exactly how much square footage is being utilized This information is used to calculate how much money the state will fund TAMU for indirect costs e g utilities to run the equipment and utilize the space Since the Texas Coordinating Board ties property to specific room numbers if departments input room numbers into FAMIS that do not match what FCOR has on file then the state reports will be invalid This can affect TAMU s state funding When inputting room numbers into either FAMIS FRS Screen 362 preliminary asset enterer or FFX Screen 535 DPC the room number entered must be an official room number recorded by the Office of Facilities Coordination FCOR Therefore the preliminary asset enterer or the DPC must always check FCOR s room number listing si ies p www tamu edu fcor to ensure that the room numbers match exactly For example if property is located in room 17Y at the YMCA but FCOR has the room number listed as 017Y then it is crucial to input 017Y into FAMIS for state reporting purposes Figure 3 11 illustrates the field on Screen 362 where the preliminary asset enterer would input the building and room number Figure 3 12 illustrates FFX Screen 535 where the DPC would keep the room number updated after the asset is approved 11 Figure 3 11 Building and Ro
20. stions ly o 13 4 G 27 Instructor facilitates group discussion where appropriate 12 3 4 5 6 7 Instructor gets participants involved where appropriate 10 gt 4 56 I would recommend this course to others 12 3 4 5 6 7 Instructor strengths _ Instructor weaknesses Name Optional Telephone Optional Please leave evaluation form in the classroom or mail to FAMIS Security at Financial Management Services Mail Stop 6000 TAMU Financial Management Services 9 1 01 23
21. t Notes Notes entered on an asset by TAMU Property Management 523 Transaction Inquiry Transactions posted against an asset by fiscal year Helps to see when a change occurred on an asset For FY Only type N to see activity for all years Scroll right left using PF10 amp PF11 To view a transaction place the cursor on the line and press PF6 532 Asset Search by Dept and Class Code Lists assets by asset class code for a department Includes asset description location acquisition date and asset value 534 Asset Search by Dept Downloadable screen Lists all approved or disposed assets for a department Includes description location class code and asset value Download includes a plethora of data not shown on screen like group code other location accounts purchase document number model amp serial number and more 536 Limited Asset Inquiry Use to identify the contact person for an asset Includes asset number description contact name and department total cost class code and serial number 545 View Preliminary Fixed Assets Use to find tag number for preliminary pending asset Must know purchase document number 546 Preliminary Fixed Asset Data Use to verify inventory information that the department entered on an asset prior to payment FFX Table Screens 540 Building Codes Place an in the building field and press lt Enter gt to get a p
22. toried fromthe purchase Lesson 7 Viewing the Asset Control Tables Production Region 1 View Screen 540 use help View Screen 581 View Screen 583 View Screen 860 W View Screen 882 Lesson 8 Creating Your Own Asset Report Demonstration 1 Proceed to Screen 534 2 Demonstrate how to download the screen with Entire Connection TAMU Financial Management Services 9 1 01 This page is intentionally left blank TAMU Financial Management Services 9 1 01 INVENTORY SCREENS FFX Update Screen 535 Departmental Inventory Used to update locations group codes purpose and availability of assets FFX Inquiry Screens 001 Main menu Listing of menus containing a listing FFX inquiry amp update screens 502 Purchasing Vendor Data Purchasing and vendor data type of asset asset value manufacturer model and serial number 503 Property Control Data Asset class code acquisition method physical characteristics of asset in service date and inventory history 504 Owner Location Data Physical location group code restrictions department and person responsible for asset 505 Funding Accounting Data Accounting information capitalization and depreciation data funding information and asset purpose 506 Debt Finance Maintenance Insurance Data Debt finance maintenance and insurance data 508 Asse
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