Home

ACH User Manual - The Texas A&M University System

1. e On Screen 168 type an X in the S Select field beside the voucher line item and press lt ENTER gt to pass the voucher information to Screen 169 FAMIS Voucher Line Item Inquiry where detailed information is provided See section on Screen 169 for more information Field Descri ptions Required Help PF2 or Field Help Available Action Line Voucher 7 digits Enter a FAMIS voucher number Fiscal Year 4 digits Enter the fiscal year voucher was posted ACH User Manual Page III 17 Screen 168 Voucher Total Inquiry cont d Screen Information Status Vendor Hold Alt Vndr Encl Wire Due Date Desc St Vch ACH User Manual 4 characters Shows the status of the voucher For example CYCL In Check Cycle or State Voucher Cycle DROP Dropped before payment acctg reversed PAID Paid after printing or Prepaid PEND Pending voucher no acctg posted P CN Pending cancelled before acctg posted P OP Pending voucher open no acctg posted P CL Pending closed closed but not posted should post overnight and enter into CYCL otherwise there may be a problem OUT Outstanding after being posted but before entering the check or state voucher cycle 11 digits 30 characters Shows the vendor s ID number and name charged with the expense 1 character Signifies if a hold has
2. L Loading ACH records O Open for processing C Closed S Sent to bank Recon Bank 5 digits Identifies the bank that will include these checks in the reconciliation file Page __ of _ 3 digits This field allows you to enter a specific page to view additional detail F Help 1 character Enter a valid function code for approving Types B Blank No Action A Approve U Unapproved R Reject X Selection will take you to Screen 168 and all other functions will be ignored N No Process For Accept All FAMIS Trace 7 character digits Displays the FAMIS generated tracking number identifying this transaction Seq 3 digits Shows the sequence number of the FAMIS trace number Bank 5 digits Identifies the FAMIS bank identification number Vendor Number 11 digits Displays the vendor s identification number for the ACH payment Name 15 characters Shows the vendor s name that will be the recipient of the direct deposit payment St Help 1 character Displays the approval status code Valid values are A Approved N Not Approved R Rejected V Voided ACH User Manual Page 11 12 Screen 503 ACH Detail for Approval Types B cont d Net Amount 10 digits Shows the net amount paid to the vendor Voucher 7 digits Identifies the voucher number issued Approval Cnt 3 digits Displays the number of users who have approve
3. ACH User Manual Page IV 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 01 20 92 11 26 Scrolling Through Data Pressing the lt ENTER gt key will scroll through information listed on a screen On some screens there are PF keys to use to scroll forward backward left and right These PF keys are displayed at the bottom on the screens with that function Help HELP functions are available for many screen fields in FAMIS Placing a in the blank beside the desired field and hitting 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 the F2 key To get out of the HELP function either select a value and press lt ENTER gt or hit the PF4 key The distinction on which key to use will normally be designated in the 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 ACH User Manual Page IV 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
4. Batch Information 168 124 Session Batch Header List 169 127 Transaction Inquiry by Batch 170 178 ES GE Check Inquiry 177 Check List 185 Outstanding Check List M18 186 Vouchers by Check Inquiry 02 17 10 14 54 FY 2010 CC 02 Screen Vendor Voucher Lo ananins Vendor Information NES Voucher Inquiry M21 Vendor Information Menu 160 Invoices by Vendor Inquiry Voucher Inquiry by Voucher Nbr Voucher Inquiry by Vendor Voucher Inquiry by Acct Dept Ref Voucher Inquiry by PO Number Outstanding Voucher Inquiry Pending Voucher Inquiry Voucher Inquiry by Dept Ref Voucher Total Inquiry Voucher Line item Inquiry Voucher Inq by Alt Vendor Vouchers by Reconciliation Bank Other Menus 1099 W2 Menu Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Page l 7 ACH Menus cont d Menu S02 FRS Miscellaneous Tables S02 FRS Miscellaneous Tables 02 17 10 14 55 FY 2010 CC 02 Screen General Purpose Table Screens 816 ACH Holiday Table 840 USAS Strategy Table Maint 817 Comp Codes Subject to Interest 841 LDT Code Maintenance 818 State and Local Holiday Table 819 State Holiday Table S03 FRS Misc Tables Continued 830 Payroll Empl Payment Cr Acct Table 831 Interdepartmental Transfer Table 832 Topic Id Maintenance 833 Maintain AP Bank Information 834 Voucher Type Create 835 Last
5. Help 1 character Identifies the approval type Valid values are Blank Not specified A Above the hand sign limit B Below the hand sign limit C Correction batch Help 2 digits Shows the bank s ACH identification number 17 characters Displays the name of the ACH bank 6 digits Indicates the number of direct deposit payments made to the bank 6 digits Shows the number of payments rejected 6 digits Shows the number of direct deposit payments that were approved Help 1 character Displays the status of the ACH cycle L Loading ACH records O Open for processing C Closed but not sent to bank S Sent to bank 6 digits Indicates the date the ACH cycle was closed See the Appendix for explanation of the standard PF Keys Page III 5 ACH Detail for Approval Type A The detail for the above hand sign limit approvals Type A are viewed on Screen 502 These are items that are above the hand sign limit for checks and therefore would require a hand signature if a check were printed On this screen you may approve individual items or you may press PF10 and approve all records You may also mix the functions and have some items rejected unapproved and press the PF10 key to approve the remaining items Items that are rejected reverse the accounting on an interest item It changes the in cycle flag so the voucher can be dropped or modif
6. ACH User Manual Page IV 10 Glossary A ABR See Automatic Budget Reallocation ABR Pool Table A user defined table assigning rules for budget pools and the subcode ranges participating in each pool Account A functional unit identified by an account ID that serves a particular accounting purpose where one person has primary responsibility for it Accounts include balance sheets GL and revenue expenditure accounts SL A building in the Plant Funds area is an example of a General Ledger account and the President s Office is an example of a Subsidiary Ledger account Account Control The last four digits in the ten digit account number for a General Ledger account The account control designates a specific asset liability fund balance fund addition fund deduction or summary control Account ID A 6 digit identification number for an account Account Number A 10 position ID within the master file of the Financial Records System The first 6 positions identify the specific account while the last four positions identify the account control for a balance sheet account GL and the object code for a revenue or expenditure account SL Accounts Payable An application of the Financial Records System FRS AP processes vendor payments and keeps track of financial activity involving vendors Action Context Line The screen line usually fourth from the top or lines where the screen to be accessed and the key of the data to be
7. 5 digits Identifies the FAMIS bank identification number Vendor Number 11 digits Displays the vendor s identification number for the ACH payment Name 15 characters Shows the vendor s name that will be the recipient of the direct deposit payment St Help 1 character Displays the approval status code A Approved N Not Approved default R Rejected V Voided ACH User Manual Page Ill 8 Screen 502 ACH Detail for Approval Types A cont d Net Amount 10 digits Shows the net dollar amount paid to the vendor Voucher 7 digits Identifies the voucher number issued Approval Cnt 3 digits Displays the number of users who have approved the ACH Rqd 3 digits Shows the number of required approvals before ACH will be sent to the bank Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys PF6 Audit Audit View additional audit trail information for a selected item PF10 Accept All AcAll Accept all items for the cycle this approves all items not marked with an N function or previously approved by a user ACH User Manual Page III 9 ACH Detail for Approval Type B The detail for the below hand sign limit approvals Type B are displayed on Screen 503 These are items that are below the hand sign limit for checks and therefore would not require a hand signature if a check were printed On this screen you may approve i
8. E State Employee F Financial Institution G l v d 5 FF il Government Entity Individual Not Owning A Business ACH User Manual Valid values are Page III 50 Screen 203 Vendor Add Modify cont d Texas Company SIC Charter Nbr Employ Agency Security Busn Desc Texas Limited Partnership Other Limited Partnership J Out of State Corporation Partnership Foreign Sole Proprietorship Texas Corporation State Agency University cHownwvogr Il Help 1 character Type Y to indicate that this vendor is a Texas company Help 4 digits Specify the Standard Industry Code for this vendor For example BLANK No Code Specified 9901 State Employees 9902 Nonprofit Organization 9903 Direct Deposit of Bills 9904 State Publication 9905 Refunds 10 digits Enter the Texas charter number for the business Required if Ownership Code is L 3 digits Type the state agency code For example 710 for SAGO This is required if Ownership Code is E 1 digit Include the TINS security code indicating who can change the vendor you set up Valid values are 0 1 or 2 3 digits currently not used Enter the business description code Sole Proprietor Partnership Data SSN FEI Name Email Addr Discount Terms Percent ACH User Manual 11 digits Include the vendor s Social Secu
9. 609869AL 06000 N N P002164 609869AL 06000 N N 1 200320 00000 5620 3 262 28 2 210670 00000 5620 2 359 53 End of line Hmenu Help EHelp Des Corr Addr Det Unless you have FAMIS element security you may not be able to see the data in the Cust AR Nbr field If you need to see this number talk to your security officer about getting the element security set ACH User Manual Page 111 16 Screen 168 Voucher Total Inquiry cont d Basic Steps e Advance to Screen 168 e Type a voucher number in the Voucher field and press lt ENTER gt Voucher Total Inquiry Process e Entering the Fiscal Year allows you to select the fiscal year in which the voucher was posted e Vendor information can be accessed by using the PF9 key A pop up window will appear providing the address and other information for the selected vendor PO BOX 599999 Established 03 18 2008 Disc Retn Last Active 03 09 2009 Limit Com GA 303333382 YTD Paid 223 131 70 Type BU Hold N e Press the PF10 key to view the voucher item account on the voucher and the encumbrance account l VOUCHER ENCUMBRANCE ENC ITEM ACCOUNT ACCOUNT OBJ AMT INVOICE ae eieae eaa a RE RE RET ERE GEER l l 1 510352 00000 4013 510352 00000 4013 419 95 517254387 l l l l l l l l PF4 Exit x End of line items
10. Acct Lost Y Batch PVP602 01 06 10 Net Amt 3262 28 FA Acct 200320 14000 5620 Cost Reference 23 2 3 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Desc XRItm VOInt Addr Left Right ACH User Manual Page III 23 Screen 169 Voucher Line Item Inquiry cont d Basic Steps Advance to Screen 169 Enter the voucher number line item number and fiscal year on the Action Line and press lt ENTER gt The specified voucher information will be displayed in detail Voucher Record Display Process The Confidential field identifies whether a voucher has been marked as confidential All voucher line items with an object code that maps to the Comptroller List of Confidential Codes are flagged by the FAMIS programs as confidential even if the Confidential Indicator is not entered on the screen Vendor information can be accessed by using the PF9 key A pop up window will appear providing the address and other information for the selected vendor Pressing PF6 provides a pop up window with additional description PF6 Desc Pop Up Window 4 l Description DLM 9 10 ACETONE l l DLM 10 50 DIMETHYL l FREIGHT l l l l l l l PF4 EXIT Pressing
11. Action Line is by pressing certain keys For the 3270 terminals the correct combination is the ALT RULE keys On most PCs the HOME key on the numeric keypad will work Protected Area The Protected Area is the area of the screen that will not allow the user to enter information Typing information in the protected area may freeze the screen Use your reset key and then tab key to release your system when it freezes Action Line Context The Action Line is usually the first line of information on each screen The Screen field is used to navigate from screen to screen by entering the number of the screen desired Fields such as screen vendor voucher number account etc are often found on the Action Line Data that is entered on the Action Line will be carried in context from screen to screen until changed For example the GL account number 032365 is entered on the Action Line of the screen below That account will be carried in context until the user keys a different account in the field The lt 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 03 03 94 14 56 FY 1994 CC AA Account Title NAVSO
12. Bank field to remove a bank from the ACH process Screen 833 Maintain AP Bank Information Voucher 833 Maintain Voucher AP Bank Information 02 17 10 15 26 FY 2010 CC AB Screen ___ Cycle Type VOUCHER Total Pulled Total Prepaid Total FRS Voucher Error Total ACH Pulled Accting Last Cycle Next Cycle Recon Chk Seq Check Pos Work ACH F Bank Start Check Start Check Bank Bank Stock Pay File Bank 00003 NEW 00004 000001 000100 NEW 00008 000001 000100 NEW 00009 000001 000100 NEW 00010 000001 000100 NEW 00011 000001 000100 NEW 00012 NEW 00013 NEW 00014 000001 000100 NEW 01000 100001 000100 BTH 01001 000001 000100 NEW KKKKKKKKKKKKEK End of Data KkKKKKKKKKKKKEK Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ACH User Manual Page III 33 Screen 833 Maintain Check AP Bank Information cont d Maintain Check AP Bank Information Process If the ACH Bank field is not filled in then no ACH payment will be processed for the payment To remove a bank from the ACH process blank out the code in the ACH Bank field Basic Steps e Advance to Screen 833 e Type check or voucher in the Cycle Type field on the Action Line e Press lt ENTER gt to display the information needed e Make desired modifications and press lt ENTER gt Field Des
13. Country ___ Phone Ext Phone Ext FAX FAX Zone Contact Contact Vendor Type BU Ownership cd O 1099 N W9 Date 06 30 2003 Hold N Disadv _ Ethnic Orig ___ Gender _ TAMUS Part __ Freeze N Bus size _ TAMUS Employee _ Ck Limit 0 Retain Mths 18 Delete N Established 06 20 2001 By WxxxxxP Modified 08 31 2007 By TxxxxxP Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp HUB Stats NxVn Order Left Right The PIN field will default to the vendor ID number If you wish to have a different value in this field other than the vendor ID you will need to enter it manually If you use the automatically generated vendor number the PIN number and Tax ID number will not default in it must be manually entered This feature will assist FAMIS in moving away from the use of identifiable information in the Vendor ID ACH User Manual Page III 44 Screen 203 Vendor Add Modify cont d Screen 203 Vendor Add Modify Panel 2 203 Vendor Add Modify 02 23 10 11 56 AA BIOWARE NA INC FY 2010 CC 02 Screen Vendor lvvvvvvvvv0 Page 2 lt lt lt lt More gt Name AA BIOWARE NA INC Vendor Type BU Ownership Code O Texas Company SIC Charter Nbr Employ Agency Cup Sole Proprietor Partnership Data SSN FEI Name SSN FEI Name Email Addr E R ete Discount Terms Percent Disc Days Ind _ Pay Days FOB Established 06 20 2001 By Wxx
14. User Manual 15 digits Enter the desired bank trace number to display it at the top of the list 2 digits Displays the campus code 5 characters Identifies the name of the TAMUS member associated with the campus code 15 digits Shows the bank trace number on the transaction 6 digits Indicates the date the transaction went into the payment cycle 17 characters Displays the name of the vendor that was paid 4 digits Shows fiscal year payment was made 7 digits Identifies the payment voucher number 10 digits Shows the net amount paid to the vendor 7 character digits Displays the FAMIS bank trace number if this is an ACH payment 11 characters digits Displays the vendor s identification number Page III 37 Screen 150 ACH Inquiry by Bank Trace cont d Bank No 5 digits Shows the ACH bank number Recon Bank 5 digits Identifies the reconciliation bank number Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys ACH User Manual Page 111 38 Vendor ACH Information Screen 207 is used to maintain the vendor ACH information This screen is used to enter ACH information for both local and state vendors If the vendor is a state vendor and the Send to TINS flag is set to Y then the information will be sent to TINS when added Any changes to the information will also be passed to TINS if the flag is set to Y Screen 2
15. Value ACH SEND TINS Y ACH ACCT TYPE C S ACH ACCT TYPE s c ACH SEND TINS Y ACH SEND TINS Y ACH SEND TINS Y ACH SEND TINS Y ACH TRANS TYPE CCD ACH START DATE 20031120 0 ACH PRENOTE OVER Y ACH ACCT TYPE C ACH ACCT NBR Innnnnnnn5 TEXAS A amp M UNIVERSITY COMMERCE N Field 02 17 10 15 58 FY 2010 CC 21 Old Field Value Press ENTER to continue Audit Panel 02 More gt gt Date Changed 12 10 2003 12 10 2003 12 10 2003 12 10 2003 12 10 2003 12 10 2003 11 20 2003 11 20 2003 11 20 2003 11 20 2003 11 20 2003 11 20 2003 Left Right Time Changed Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Screen 201 Vendor Change Log Panel 3 Screen lt lt More 201 Vendor Change Log Field Name Vendor 3vvvvvvvvvF Order New Field Value ACH SEND TINS Y ACH ACCT TYPE C ACH ACCT TYPE S ACH SEND TINS ACH SEND TINS Y ACH SEND TINS ACH SEND TINS Y ACH TRANS TYPE CCD ACH START DATE 20031120 ACH PRENOTE OVER Y ACH ACCT TYPE G ACH ACCT NBR Innnnnnnn5 TEXAS A amp M UNIVERSITY COMMERCE N Field 02 17 10 16 00 FY 2010 CC 21 Userid GxxxxxP GxxxxxP GxxxxxP GxxxxxP GxxxxxP GxxxxxP GxxxxxP GxxxxxP GxxxxxP GxxxxxP GxxxxxP GxxxxxP Press ENTER to continue Audit Panel 03 Date Changed 12 10 2003 12 10 2003 12 10 2003 12 10 2003 12 10 2003 12 10 2003 11 20 2003 11 20 2003 11 2
16. Warrant Nbr St Req Nbr Check Date Warrant Date Vchr Total Check Recon USAS Doc Type PCC Bank Trace ACH User Manual Screen 168 Voucher Total Inquiry cont d 7 digits Shows the check number printed on the check 7 character digits Displays the FAMIS bank tracking number if this is an ACH payment 7 digits This number is assigned by the state and displayed after the voucher has been reconciled 15 digits Shows the state requisition number 8 digits Displays the date the check was printed 8 digits Identifies the date given by the state indicating when the state warrant was produced 10 digits Shows the total amount of the voucher the sum of the line items 1 character 8 digits Y indicates the check has been reconciled The date indicates when the bank cleared the check 3 characters Identifies the document type code assigned by USAS 1 character Shows the General Services Commission GSC defined Purchase Category Code that identifies various purchase types and associated payments 15 digits Shows the bank number the voucher was paid against The first 8 digits are the originating depository financial institution ODFI and the last 7 numbers are sequentially assigned by FAMIS Help 1 character Identifies the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Forc
17. Y indicates the voucher was paid beyond the time allowed to take a discount 6 characters digits Shows the batch session reference number used when transaction was processed Date indicates the session reference date when transaction was processed 11 digits Shows the net amount after discount of the voucher 15 digits Indicates the financial accounting account paying the voucher may be a GL SL or SA State Hold Override Information Override Flag User ID Override Dt Cost Reference 1 2 3 ACH User Manual 1 character Indicates Y or N if there is an override to the vendor on hold flag 6 characters digits Displays the FAMIS user identification number of the person who entered the override flag 6 digits Identifies the date the override flag was set 7 characters digits Identifies the user defined cost accounting reference which provides additional details about the processing of the line item Page III 31 Screen 169 Voucher Line Item Inquiry cont d Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF6 Description Desc Shows additional information about the description PF7 Cross Referenced Item XRitm Displays cross reference item information PF8 Voucher Interest Volnt Shows interest information for voucher PF9 Address Addr Shows the vendor s address information ACH User Manual Page III 32 Maintain Check AP Bank Informat
18. billing address 9 digits Identify the zip code for the billing address Help 3 characters Type the country code for the vendor s billing address 10 digits Enter the phone number for the vendor s billing address Page II 47 Screen 203 Vendor Add Modify cont d Ext 4 digits Include the phone extension for the billing address FAX 10 digits Type the FAX number Zone 3 digits Displays the TINS region zone code designated by the State Contact 25 characters Indicate the name of the contact person at the vendor s billing address Vendor Type Help 2 characters Enter a valid vendor type code For example Blank Not specified BU Business EM Employee FA Federal Agency FC Foreign Corporation FG Foreign Government Fl Foreign Individual FY Foreign Partner Yes Ownership cd Help 1 character Type a valid ownership code If L the Texas Charter Number Nbr field is required Valid values include A Professional Organization Blank None C Professional Corporation E State Employee F Financial Institution G Government Entity l Individual Not Owning A Business J Joint Venture L Limited Partnership N Other O Out Of State Corporation P Partnership R Foreign S Sole Proprietorship T Texas Corporation U State Agency University 1099 Help 1 character digit I
19. column 4 Contact the bank with the appropriate information Ross Arth ACH User Manual Page III 60 Section IV Appendix ACH User Manual Page IV 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 PF keys listed that can assist in the use of the screen For example on Screen 104 Voucher Create the bottom of the screen shows the PF7 with the word Bkwd under it This means that by pressing the PF7 key the screen listing will scroll backwards TAB and BACKTAB Keys Use the TAB and BACKTAB keys on a 3270 terminal to move from field to
20. exempt from Prompt Pay example TAMRF there is no limit to the number of times that a voucher can be pulled into ACH processing ACH User Manual Page Ill 6 Screen 502 ACH Detail for Approval Types A cont d Approvals required are seen on Screen 500 e As long as requirements are met on Screen 500 vouchers will be pulled e If one approver changes to U and if the minimum number is still met or exceeded the voucher will pay e If one approver sets U and there are not enough approvers this voucher will reject Function Codes Explanation U Unapprove Reduces by one the number of approvals on an ACH voucher The status may change back to N if someone who has already approved the item goes back and unapproves it or another person unapproves it and this action causes the approval count to fall below the minimum number of approvals required This occurs if the minimum number of approvers changes between the EFPRT job the night before and the EFCLS job at 11 00am Entering a U Unapprove takes it off the ACH file that would be sent in the next process N No Process Part of the Accept All Function PF10 If you mark only a few records with N then choose PF10 to Accept All all records will be marked Approved EXCEPT those flagged as N No Process R Reject Must open a batch in order to manually post the interest Open a batch on Screen 130 an
21. field This will position the cursor at the start of each field Most PCs have a key labeled TAB while the BACKTAB is a combination of the SHIFT TAB keys Using the arrow keys instead of the TAB keys to move around the screen may lock the computer keyboard Use the RESET key then the TAB key to position the cursor and unlock the keyboard CLEAR Key The CLEAR key on many PC keyboards is the PAUSE key This key is often used to clear or refresh the screen before typing RESET Key After pressing 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 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 ACH User Manual Page IV 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 helpful For example a vendor name is held in context when moving from screen to screen To change to a different vendor use this key and the current vendor name in the Action Line will be removed Now the new vendor name can be input On most PCs the correct key to use is the END key on the numeric keypad HOME Key From anywhere on the screen the most efficient way to take the cursor back to the Screen field on the
22. information is accessed by moving the cursor to the field in question and pressing the F2 Key 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 002 GL 6 Digit 002 GL 6 Digit 06 30 99 10 09 FY 1999 CC AM Screen Account 014000 MEDICINE Account Title MEDICINE Resp Person 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 T 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 YY END PROC PF1 Menu PF4 Exit ACH User Manual Page IV 6 Appendix Instructions cont d Question Mark or Asterisk or Help FAMIS also provides information about selected fields through the Question Mark or Asterisk or Help facility This HELP information may be accessed by typing a question mark or an asterisk in the field in question and pressing the lt ENTER gt key Screen 002 GL 6 Digit 002 GL 6 Digit Screen Account 010100 Acco
23. 0 2003 11 20 2003 11 20 2003 11 20 2003 Left Right Time Changed 09 31 09 31 09 31 09 31 09 30 09 30 13 03 13 03 13 03 13 03 13 03 13 03 29 25 20 12 37 35 20 15 15 15 15 15 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Audit information is available by placing the cursor on any line displayed and pressing PF7 Screen 201 PF7 Audit Pop Up Window x Audit Information Vendor 3vvvvvvvvvF Field Name ACH SEND TINS Date Modified 12 10 2003 Time Modified 09 31 29 Modified By GxxxxxP GRAYSON GENA G PF3 Back to 201 PF4 Exit ACH User Manual Page III 55 Screen 201 Vendor Change Log cont d Basic Steps e Advance to Screen 201 e Type a valid vendor s identification number or name in the Vendor field e Enter the sort preference in the Order field Use O oldest or N newest e f you want to show only a specific field name enter it in the Field field and press lt ENTER gt e Place cursor ona field name and press PF7 to view the audit information for the change e Press PF11 to view additional data in Panel 2 and 3 of this screen e Press PF10 to return to Panel 1 Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Vendor Help 11 digits Enter a valid vendor identification number Orde
24. 00 is used to control the number of approvals required to authorize any ACH payments The authorizations are broken down between the number required for ACH payments that fall above the hand sign check limit as defined by the institution Security Note Persons with update ability to Screen 500 should not have approval authority on Screens 502 and 503 and those with update to approve on Screens 502 and 503 should not have update to Screen 500 It should not be necessary to change this screen very often FAMIS will check this screen at the time of approval so this screen can be changed as necessary without interruption to the process Screen 500 ACH Approval Maintenance 500 ACH Approval Maintenance 02 17 10 14 57 FY 2010 CC 02 Screen Number of Approvals needed for ACH above the limit 2 Number of Approvals needed for ACH below the limit 1 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 500 and make modifications as needed e Press lt ENTER gt to record the new data Field Descri ptions Required Help PF2 or Field Help Available Screen Information Approvals above 1 digit Limit Identify the number of people needed to approve payment above a set dollar amount This set dollar limit is the same as is set for hand signed checks Approvals below 1 digit limit Enter the number o
25. 01 may be used to send the information to TINS if the flag was not set to Y before entering the date TAMUS Member Parts that are not using the Purchasing Module will need to use Screen 207 New screens will not be added in the 100 range to replicate Screen 207 Update access to this screen should be restricted Screen 207 Vendor ACH Information 207 Vendor ACH Information 02 17 10 15 39 FY 2010 CC 02 Screen Vendor lvvvvvvvvv0 R R R INDUSTRIES INC PIN 1xxxxxxxxx3 000 Routing Number 1xxxxxx31 Note Last Digit is computed according to NACHA rules amp may be changed by FAMIS Prenote Sent Dt ACH Start Dt 02 11 2002 ACH Override _ Email Addr AR RRR COM Fins Vendor Change Information Established 02 15 1995 Added By SxxxxxP Date Modified 09 10 2007 Modified By TxxxxxP Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Vendor ACH Data Process Type a valid vendor identification number or name in the Vendor field and press lt ENTER gt You may also type an in this field to view a list of vendors Select the desired vendor s name by typing an X in the field to the left of the vendor s name and press lt ENTER gt New Fields Send to TINS Values Y or N This flag works similarly to the two Send xxxx to TINS flags on Screen 203 but is a different field It may be set different
26. 7 ACH Holiday Table Screen 816 is used to enter the ACH bank holidays These holidays are used by the check cycle to schedule payments to avoid prompt pay interest An A displayed next to a date indicates that it is an ACH holiday No transactions will be sent on these holidays This table is maintained by the System Office of Budgets and Accounting Screen 816 ACH Holiday Table ACH State and Local Holiday Table Process This screen keyed by Month and Year displays all known ACH holidays A ACH holiday All days that ACH transactions will not be sent FY 2010 CC 02 Saturday TE A 16 wo 2 w 30 wo 816 ACH Holiday Table 02 17 10 16 05 Screen Month 01 January Year 2010 Sunday Monday Tuesday Wednesday Thursday Friday a ss een l 1A 3 W 4_ 1 5L 6_ 1 7 8 2 l a a es as 10 W 11 12 1 13 _ 14 15 l D 17 W few 19 20 _ 21 22 D 24 W 25 26 1 27 _ 28 29 ss es 31 W ia D 7 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp LdMth Bkwd Frwd maintained by the System Office of Budgets and Accounting WwW Weekend maintained by FAMIS Services Blank Not a holiday Basic Steps e Advance to Sc
27. 8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ACH User Manual Page l 6 ACH Menus cont d Menu M12 Voucher Update Menu Part 1 M12 Voucher Update Menu Part 1 Hmenu Help EHelp 02 17 10 14 53 FY 2010 CC 02 Screen Vendor Voucher Regular amp Prepaid Vouchers K Pending Vouchers 104 Voucher Create 111 Pending Voucher Create Mod 105 Voucher Header Modify 112 Pending Voucher Create Mod 106 Unpaid Voucher Drop with P O Numbers 107 Voucher Line Item Mod w o Actg 113 Post a Range of Pending Vouchers 118 Voucher Line Item Mod w Actg 114 Pending Interest Voucher Modify 125 Voucher Amount Modify 115 Pending State Interest Create Mod 131 Preview Flag Reset 110 Void Check 117 Void FAMIS Trace Nbr H Credit Memos 146 Void State Voucher 108 Credit Memo 147 State Voucher Partial Void 116 Prepaid Credit Memo 109 Prepaid Voucher Create Mod 119 Prepaid Voucher Amount Mod N Other Menus M13 Voucher Update Menu Part 2 130 AP Batch Initialize M18 1099 W2 Menu Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Menu M11 Accounts Payable Inquiry and Vendor Menu State Hold ID Search Hmenu Help EHelp ACH User Manual M11 Accounts Payable Inquiry and Vendor Menu 172 State Hold Name Search 163 173 State HUB ID Search 164 174 State HUB Name Search 165 175 Vendors Held by Agency 166 167 Y
28. ACH Version 2 1 User Manual February 2011 FAMIS Services The Texas A amp M University System 2011 The Texas A amp M University System All Rights Reserved ACH User Manual Page l 2 Introduction The purpose of this manual is to assist in accessing and utilizing information in the Automated Clearing House ACH process for direct deposit of payments through the Financial Accounting Management Information System FAMIS FAMIS is an accounting system that responds to financial regulations applicable to educational institutions All applications access a common database that allows different users to access identical information Other applications include Financial Accounting Accounts Payable Accounts Receivable Sponsored Research and Fixed Assets Manuals for these applications are being developed or are currently available By utilizing the information and guidelines contained in this manual a user should be able to access information regarding ACH payments to vendors as well as create and modify ACH transactions The FAMIS User Manuals are in a constant state of revision due to screen updates changes in procedures or any one of a multitude of reasons If you would like to make suggestions or call attention to errors please contact us at 979 458 6450 or copy the page with the error note the correction or suggestion and send it to College Station based FAMIS Services The Texas A amp M University System 1144 TAMU Co
29. Date will be reset and you must manually put the override back on for continued ACH processing If the Prenote Override field is not Y and the Prenote Sent Date is not set or one of the four fields above are changed you will also get a pop up confirmation window asking if you want to send a Prenote to the bank ACH User Manual Page III 40 Screen 207 Vendor ACH Information cont d Prenote Sent Date reflects the date a Prenote was sent Prenote Override Y to override the default of sending a Prenote Dt Override Date Date the Override was set ACH Start Dt reflects the first date that vouchers pulled into cycle will be eligible to be sent by ACH ACH Override Y to override the sending of ACH for a vendor keeps the routing information available Checks will be created for the vendor until reset Email Addr Email address for the vendor not currently used Security Screen 207 data is controlled by element security Unless element security 8 ACH Information is A update access you will only see blank fields This is to protect critical bank routing data from being visible unless specific security clearance is granted through use of element security 8 A user must also have update access to modify data on Screen 207 If a user needs inquiry access to Screen 207 they must have A on element 8 and inquiry access to Screen 207 Security access to data on Screen 207 a
30. GNATED SERV DEPT COMM amp UTIL _ 24 DS SU DESIGNATED SERV DEPT REPAIRS amp MAIN _ 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 _ 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 Page IV 7 Standard PF Keys PF Keys are used in the FAMIS modules to access additional information Wherever possible the same 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 lt PF4 gt to return to the previous window or inquiry screen If multiple windows have been opened pressing lt PF3 gt will return you dir
31. H Related Jobs cccccccccesssssssceeeesssssssaeeneess 11 10 Detailed Listing of ACH Related Jobs and Purpose 102 11 10 FAMIS ACH Addenda Record Abbreviations Il 11 IH Automated Clearing House Screens Screen 500 ACH Approval Maintenance ccccccccccesssssseceeecessesesseaeeeeeeesessaaeess Il 3 Screen 501 Browse ACH Control Records Il 4 Screen 502 ACH Detail for Approval Type A ccececcesssssceecessessnteseeeeeenseeseaeens II 6 Function Codes ss Il 7 Screen 503 ACH Detail for Approval Type BR 11 10 Function Codes ss I 11 Screen 117 Void FAMIS Trace Number cccssscccecessessseceeeeseessesseeeeeeesseeeees 11 14 Screen 168 Voucher Total Inquiry ss 11 16 Screen 169 Voucher Line Item Inquiry ss 11 23 Screen 833 Maintain Check AP Bank information ccccccessesssteeeeeeeeeees 11 33 Screen 150 ACH Inquiry by Bank Trace 11 36 Screen 207 Vendor ACH Data sin 11 39 PRONOLGS sis cece cece ok dave ssadertenet shits res nenase dissem dre sets aaaea con q as 11 40 SECUN reseau en re as nn dre ere Melun Il 41 ACH User Manual Page l 4 Table of Contents cont d PAGE Screen 203 Vendor Add Modify ccccccccsssecsscccssscecssecesseecseecsseeeesaeeesseeesaeees 11 44 Screen 201 Vendor Change Log ccccccccccccsssssssecececsesssesseeecescessesseaeaeeeeseesseaeas I 54 Screen 816 ACH Holiday Table Il 58 ACH Technica
32. LS BANK 184 184 sS 02 02 10 _ 02 01 10 B 04 WELLS BANK 331 331 sS 02 01 10 More records Press enter to view Enter PFl PF2 PF3 PF4 PF5 PF6 PEF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 501 e Select an item by typing an X in the Sel field and press lt ENTER gt This will advance you to Screen 502 for approval type A or Screen 503 for approval type B to view additional detail Field Descri ptions Required Help PF2 or Field Help Available Action Line Cycle Date 8 digits Enter the desired ACH processing date to be positioned at the top of the list displayed Approval Type Help 1 character Identify the approval type Valid values are Blank Not specified A Above the hand sign limit B Below the hand sign limit ACH User Manual Page IIl 4 Screen 501 Browse ACH Control Records cont d Bank ID Screen Information S Cycle Date Approve Type ACH Bank ID Name Record Count Reject Count Approve Count Cycle Status Closed Date Additional Functions PF KEYS ACH User Manual Help 2 digits Indicate the bank s ACH identification number 1 character Type an X to select an item and press lt ENTER gt to proceed to Screen 502 for approval type A or Screen 503 for approval type B 6 digits Displays the ACH processing date
33. O75 ACH Bank record formatted VSCRO89 ACH file sent to the bank download available VSCU080 set status to S Sent Job Name F13EFSND run for cc13 ONLY VSCRO76 creates header and batch records amp combines all Parts FTP sends the file Job Name FnnEFUPD run for each Part nn Part number 2nd night VSCU078 updates vouchers vendor invoices etc VSDUO21 generates transactions VSDU022 updates Transaction Pull flag FBDUO10 posts transactions amp prints error report FAMIS ACH Addenda Record Abbreviations The abbreviations used in the payment of an ACH are not straightforward Different types of industries often use different abbreviations on the addenda record For this reason some vendors may not recognize the abbreviations being used by FAMIS FAMIS has endeavored to use the best fit abbreviations The following are used in the FAMIS ACH Addenda record Abbreviation Field in FAMIS IV Invoice number VV Voucher number REF 11 Customer A R number REF PO Purchase Document number REF RB INCLUDES INTEREST Indicates interest is included in the payment REF ZZ Description on voucher for PPD ACH payments K Fa DOC AP FAMIS ACH Addenda Record Abbreviations doc ACH User Manual Page Il 11 ACH Related Jobs Schedule and List cont d ACH User Manual Page 11 12 Section III Automated Clearing House Screens ACH User Manual Page IIl 2 ACH Approval Maintenance Screen 5
34. OF FEES amp S IA ANNUITY INCOME ACTIVITY IP INVESTMENT IN PLANT Lookup Value Menu Rule IAFRS FG FS SUB FUND GR Default value is View IAFRS GENERAL SUBSIDIARY LEDGER Field FG FS SUB FUND GR l l l l l l l LF LOANS UNIVERSITY FUNDS I l l l l l l l l l PF1 Menu PF4 Exit 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 Page IV 9 ACH Screens List 117 150 168 169 201 203 207 500 501 502 503 816 833 M11 M12 M21 M50 S02 PAGE Void FAMIS Trace Number ssssscceecssssssssecceesssssscceeeeessssssscceeeeesesssscceeeessssssscceeeeesesssssseeeeeeessesees I 14 Voids ACH transaction marks the voucher record as void and backs out accounting ACHtInquiry by Bank Trace asi cccsicziscsiecdcscctestasoccwesssesacaxccuscenssnasosecccexssshastceseeekssaseaecsccdstesnavesdsssassreene 1 36 Used to display ACH payments by bank trace number All payments are shown regardless of campus Voucher Total Wnquiry ciiscisscciscc sasissectecidiessielelalscseaasassaseteaasaaacncacesanesacasecesessaasaaauecasesazeaauesecacesansan s I 16 Lists all line items for specified multi account voucher Voucher Line Item INQuiry scccccccccssscscssssscssecssecesesssecsssecseeeseesensssversrsrsceesseeseeenssssssssrs
35. S INC A 12520 55 1246885 1 zl _ A7nnnn7 1 06000 lvvvvvvvvv3 SIGNS BUILDING A 6995 71 1246934 1 1 _ A7nnnn8 1 06000 lvvvvvvvvv0 COMMEMORATIVE B A 6239 81 1247057 1 1 _ A7nnnn9 1 06000 lvvvvvvvvv0 HHC OFFICE SOLU A 6195 48 1247036 1 1 _ A7nnnnO 1 06000 lvvvvvvvvvH MCADS HILL COM A 5991 81 1246888 1 al More records Press enter to view Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Audit Bkwd Frwd AcAll ACH Detail for Approval Type B Process The default value for the Status field is N then it changes to A when the minimum set on Screen 500 is met until closed When pulled the status is verified again in case Screen 500 has been changed which may then change the value in this field When Prompt Pay interest items causes the line item number to be greater than 999 the limit is reached and the item will no longer be pulled for processing If you are exempt from Prompt Pay example TAMRF there is no limit to the number of times that a voucher can be pulled into ACH processing ACH User Manual Page III 10 Screen 503 ACH Detail for Approval Types B cont d Approvals required are seen on Screen 500 e As long as requirements are met on Screen 500 vouchers will be pulled e If one approver changes to U and if the minimum number is still met or exceeded the voucher will pay e f one approver sets U and there are not enough approvers this vouch
36. Voucher Number Table List 836 Beginning Budget Entries Table 837 Insurance Liability Account Table 838 Contact Maintenance 839 InterAgency Payment Account Table Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Lee ACH User Manual Page l 8 Section Il ACH Basic Concepts ACH User Manual Page Il 2 ACH User Preparation List 1 2 3 4 5 6 7 8 9 10 11 12 Contact A amp M System Treasury to initiate ACH processing Request FAMIS Services send PPD and CCD information to the bank Obtain the vendor or individual Vendor Direct Deposit Authorization Form for your file in the Fiscal Office Decide on your Prenote policy to use or override the prenote feature Request appropriate security access from your security officers Enter the ACH information on Screen 207 for each vendor including the appropriate Prenote flag Set up approval criteria on Screen 500 one time only This controls the number of signatures necessary for the different approval types Send an email to famishelp tamus edu when you have your approval screen ready have entered the information for a number of vendors and are almost ready to process ACH transactions At this point we will still need at least one week to finish your setup We will let you know when we can begin running the ACH programs for you You may continue ente
37. 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 ACH User Manual Page IV 11 Appendix Glossary cont d Batch Session A collection of related transactions entered into the system with a header record and control totals usually prepared by one person or subsystem feed 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 bu
38. aracter to TINS Type Y if this added modified information for the vendor is to be sent to TINS This value will remain until a manual change has been made ACH User Manual Page III 46 Screen 203 Vendor Add Modify cont d Purchasing Bid To Tax ID Address City State Zip Country Phone Ext FAX Contact 9 digits Enter the vendor s tax identification number 4 lines 30 characters digits Type the vendor s bid mailing address 20 characters Include the name of the city for the bid mailing address Help 2 characters Enter vendor s state code for the bid mailing address 9 digits Identify the zip code for the bid mailing address Help 3 characters Type the country code for the vendor s bid mailing address 10 digits Enter the phone number for the vendor s bid mailing address 4 digits Include the phone extension for the bid mailing address 10 digits Type the FAX number for the bid mailing address 25 characters Indicate the name of the contact person at the vendor s bid mailing address Accounts Payable Remit To Address City State Zip Country Phone ACH User Manual 4 lines 30 characters digits Type the vendor s billing address 20 characters Include the name of the city for the billing address Help 2 characters Enter vendor s state code for the
39. avings Account Help 4 characters Enter the payment transaction type CCD Pmt to Commercial Vndrs CCD Pmt to Commercial Vndrs PPD Pmt to Personal Acct PPD Pmt to Personal Acct Invoice number is included in the addenda record for type CCD Always choose between the CCD and the PPD FAMIS currently sends the on all records The indicates that additional information is sent to the bank 8 digits If a prenote is sent displays the date it was sent to the bank 1 character Type Y to override the default of sending a prenote 8 digits Displays the date the prenote override flag was set 8 digits Shows the ACH Automated Clearing House date pulled into cycle This is the first date that vouchers pulled into cycle will be eligible to be sent by ACH 1 character Enter Y to override the sending of ACH Automated Clearing House for a vendor This keeps the routing information available Checks will be created for the vendor until reset 50 characters digits Displays the vendor s email address This is not currently used Page III 42 Screen 207 Vendor ACH Information cont d Vendor Change Information Established 8 digits Shows the date the vendor was added to FAMIS Added By 7 characters digits Indicates the FAMIS user ID of the person who added the vendor information to FAMIS Date Modified 8 digits Shows the last dat
40. been placed on the voucher Nor Blank No hold on voucher print Y Do not print check voucher 11 digits 30 characters Shows the identification number and name of the alternate vendor receiving payment 1 character Shows the code indicating enclosures may be included This will force separate checks for local vouchers Vouchers will be grouped by identical codes Examples are A Auditor Blank Not specified C Comptroller L Local S Audit Services Y Yes enclosures 1 character Y indicates payment was made by use of a wire transfer FAMIS does not make the wire transfer to the bank 8 digits Indicates the due date on voucher This could indicate the date the voucher is pulled to cycle for payment or the date a prepaid voucher was entered into FAMIS 25 characters Displays a description of items purchased 1 character Y indicates the voucher is paid with state money Page III 18 Inv Date Cust AR Nbr Revolv Divry Date GSC Ord Pending Chg Src Dept Ref Cont Work Force Confidential ACH ACH Ovrd Tran Cd ACH User Manual Screen 168 Voucher Total Inquiry cont d 8 digits Shows the date the invoice was issued 25 digits Identifies the customer Accounts Receivable number assigned to purchaser by vendor You must have security access to the document to view this number 1 character Y indica
41. chers ACH User Manual Page IV 12 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 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 processin
42. creen 106 if you want to drop the voucher and not make a payment Again payments that are not approved non action are marked as rejected by the batch programs and the in cycle status is removed Note that the voucher will have a new trace number when ready for approval the next day For any ACH payment rejected either by on line or batch programs any interest items visible and marked dropped or voided will be reversed and the voucher will re enter the check cycle or the ACH cycle as part of the next nightly process Unapprove e Opposite of approval e An approve A has to occur before an unapproved ACH File Transmit During the noon hour FAMIS produces a file of approved ACH payments and transmits the file to Bank of America The time of this transmission will be determined by the bank and lead time required by FAMIS If the date for which or through which vouchers are to be pulled is an ACH holiday vouchers will not be pulled until the next night ACH Update That night the transmitted ACH vouchers are updated and a disbursement transaction is posted The transaction code for these is 048 the same code posted by the Check Update portion of the system ACH User Manual Page Il 8 Basic Concepts ACH Payments to Vendors cont d Voids and Cancellations If the ACH has reached the bank contact the bank to cancel at the bank Then void the trace number using Screen 117 Thi
43. cri ptions Required Help PF2 or Field Help Available Action Line Cycle Type Total Pulled Total Prepaid Total FRS Voucher Error Total ACH Pulled Screen Information F Accting Bank Last Cycle Start Check Next Cycle Start Check ACH User Manual 15 characters Type a valid cycle type check or voucher and press lt ENTER gt to make the desired modifications 14 digits Displays the total dollar amount from the last check cycle 14 digits Shows the total dollar amount prepaid 14 characters Identifies the total voucher error in the FRS module 14 digits Shows the total dollar amount pulled for direct deposit from the last ACH cycle 1 character Enter desired function code Valid values are A add record D delete record U update record 5 digits Enter the FAMIS accounting local bank number Must be a valid bank as entered on Screen 28 7 digits Identify the beginning check number for the last check cycle that was run 7 digits Shows the next check number that FAMIS will print Page III 34 Screen 833 Maintain Check AP Bank Information cont d Recon Bank Chk Seq Bank Check Stock Pos Pay Work File 5 digits Identify the bank that will include these checks in the reconciliation file 5 digits Include the bank used for check stock FAMIS processing gets the check numbers from this bank 5 characters En
44. d 1 character Y indicates the account entries for a state voucher have been fed to FRS Change Src 1 character Y indicates voucher posted as a result of change source of funds ACH User Manual Page III 29 Check Cycle St Vchr Cycle Nbr Void Recon Bank Trace Panel 2 Origin Cd Confidential Travel Hotel Zip Dup Inv Ovrrd ACH User Manual Screen 169 Voucher Line Item Inquiry cont d 1 character Y indicates the voucher is in the check cycle Updates not done online not allowed N indicates updates done or not needed 1 character Y indicates the voucher is paid with state money 1 character Y indicates voucher is in state voucher cycle Updates not done on line not allowed N indicates updates done or not needed 7 digits 6 digits Shows the check number and date printed Y indicates that the state voucher was printed N indicates the voucher has not been printed 1 character 6 digits Y indicates this is a voided check or state voucher and displays the date voided 1 character 6 digits Y indicates if this check or state voucher has been reconciled and the date it was reconciled On a state voucher the warrant will also be displayed 15 digits Shows the bank number the voucher was paid against The first 8 digits are the originating depository financial institution ODFI and the las
45. d expenditure accounts for the institution All SL account numbers begin with a ledger number of 1 through 9 Suspense Account A GL clearing account reflecting real dollar activity directed to the Suspense File T 1099 Vendor A vendor usually a consultant or professional service hired by an institution whose payments must be reported to the IRS on Form 1099 1099 Voucher A voucher that must be reported to the IRS on Form 1099 10 Digit Account The six digit account ID combined with the four digit subcode i e an account control or object code Tax Code A code that identifies a record in the PO Tax Table for the Purchasing System and in the Tax Currency Table for Accounts Payable The code must be the same for both tables This record contains the tax percentage and the tax liability account to be used Tax ID A Social Security Number or Federal Employer Identification Number that is available for 1099 report preparation Taxes An additional charge on the acquisition of goods that is imposed by the taxing authority and should be paid with the invoice Temporary Vendor A vendor from whom only one purchase or service is required No further transactions for this vendor are expected ACH User Manual Page IV 19 Appendix Glossary cont d 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 t
46. d the ACH Rqd 3 digits Shows the number of required approvals before ACH will be sent to the bank Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys PF6 Audit Audit View additional audit trail information for the selected item PF10 Accept All AcAIll Accept all items for the cycle this approves all items not marked with an N function or previously approved by a user ACH User Manual Page 11 13 Void FAMIS Trace Number A unique FAMIS Trace number is assigned each ACH transaction The FAMIS Trace number is used like a check number to identify disbursements to the vendors Once an ACH transaction has been sent to the bank the void must be entered to back out the accounting if the ACH is not processed Screen 117 operates like the void check screens All four fields must be filled in correctly in order to void the ACH Once the information is entered the void is processed the accounting entries are backed out of FAMIS and the voucher is marked void FAMIS does not send any correction to the bank Screen 117 Void FAMIS Trace Nbr 117 Void FAMIS Trace Nbr 02 17 10 15 00 FY 2010 CC AM Screen Vendor 2vvvvvvvvv0 FAMIS Trace Nbr A5nnnn6 Net Amount 4845 00 Recon Bank Number 06000 Transactions 0 Amount 0 00 Batch JACOO1 Date 02 17 2010 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Warns Basic S
47. d use Screen 502 or Screen 503 Basic Steps e Advance to Screen 502 e Type an approval code in the F field for each item e To accept and approve all items listed press the PF10 key Field Descri ptions Required Help PF2 or Field Help Available Action Line Cycle Date 8 digits Enter the ACH processing date to be positioned at the top of the list displayed Bank ID Help 2 digits Enter the bank s ACH identification number ACH User Manual Page Ill 7 Screen 502 ACH Detail for Approval Types A cont d Screen Information Cycle Status Help 1 character Displays the status of the ACH cycle Valid values are L Loading ACH records O Open for processing C Closed S Sent to bank Recon Bank 5 digits Identifies the bank that will include these checks in the reconciliation file Page__ of _ 3 digits This field allows you to enter a specific page to view additional detail F Help 1 character Enter a valid function code for approving Types A Blank No Action A Approve U Unapprove reverse approval R Reject X Selection will take you to Screen 168 and all other functions will be ignored N No Process For Accept All FAMIS Trace 7 character digits Displays the FAMIS generated tracking number identifying ACH transaction Seq 3 digits Shows the sequence number of the FAMIS trace number Vchr Bank
48. decsceeesessisdecsessevase I 58 Used to enter ACH Bank holidays These holidays are used by the check cycle to schedule payments to avoid prompt pay interest Maintain Bank Information cccssscccssssccessssecesccecessccecssccceeesecceceseccesescccesesecceseseceeesseeeeeeseceeeaseus 11 33 Used to control values for check and voucher print cycles Accounts Payable Inquiry and Vendor Menu sssssccccssssssscssccecssessssccccessesessnceesessssssssceeeeesesesssenees 1 7 Lists the available inquiry screens to use with the Accounts Payable application functions Voucher Update Menu Part 1 cccccccecesesesescesssesesessseststsesesestesesessenseescecsteceeeteueceesestsesecsersesesesseeesenscen 1 7 Lists the available screens to use with the Accounts Payable voucher transactions Vendor Information Menu ccccssccccsseccssescceseesceesessceeeesseaesececeesesecaeseseeaeeeseeaeseseeaceeseeeeeeeeeeeseeeeaeeeeees l 6 Lists screens to be used for information on vendors ACH System VION Uhsscccncscccccscecsnasnasesnccssacneacssasenatenscanasecasnnaeassescsmanasenesacedscosdsesisecdduatsecedssddesisesseescsescvess l 6 Contains a list of all inquiry maintenance and control screens used in ACH cycle FRS Miscellaneous TaDleSi ccccsccnccenecneresncnencnndncensnatersnecneetusacaetavancesacasectasencecanadeeiaencerunadeceancateranaceavanaden 1 8 Lists the screens to use with the Financial Accounting System for batch job submission NOT IN USE
49. dget 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 reduction of debt or purchase of other assets Cash Receipt Cash received from cash sales collections on accounts receivable and sale of other assets Chart of Accounts A listing at the 6 digit level of all account numbers within FAMIS Sometimes the COA defines the accounts at the 10 digit level as well Check Override The capability to bypass on an individual voucher basis controls that were previously set for all vou
50. digits Identifies the date the invoice was issued If the user wants the system to calculate the discount the invoice date must be entered This date must be before or equal to the date the voucher is entered 6 digits Displays the date the order was placed Required for state vouchers 6 digits Shows the due date on the voucher This could indicate the date the voucher is pulled to cycle for payment or the date a prepaid voucher was entered into FAMIS 12 digits characters Identifies the invoice number for a voucher 6 digits Indicates the receiving delivery date or the expected delivery date entered on Screen 220 6 digits Shows the date you requested the State to make payment for the voucher 6 digits Displays the date the invoice was received Page III 25 Act Revd Dt Pymt Due Dt Description Orig Dist Dt Vendor ID W2 SSN Alt Vendor USAS Doc Tp PCC Code PDT Code LDT Codes PCA Code PO Nbr Inv Amt ACH User Manual Screen 169 Voucher Line Item Inquiry cont d 6 digits Identifies the last date all items were actually received if more than one shipment is involved This date is generated by FAMIS 6 digits Shows the last due date that a payment can be made before interest starts accruing 40 characters Displays a description of items purchased 6 digits Identifies the original distribution date that would have been printed on the chec
51. e Interest Calculation R Refuse Interest Calculation Page III 20 Reason Orig Dist Date Itm Account Net Amount PO No Invoice Number Bank Dp Vd XRef ACH User Manual Screen 168 Voucher Total Inquiry cont d Help 2 characters Shows the reason for interest exemption Valid values are AD Agency Discretion Exercised Al Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Contract Terms Prohibit Pymt GE GSC Exemption Granted 7 Documented MI Mailing Instr On PO Not Followed NI No Invoice 8 digits Indicates the first date the system attempted to pay a vendor on hold 1 character Type an X to select and press lt ENTER gt to view the voucher information 3 digits Displays the line number of an item entered on a voucher 15 digits Indicates the account number paying the first line item of the voucher 10 digits Shows the net amount of the voucher after discount 7 character digits Displays the FAMIS purchase order number 14 digits Identifies the invoice number for a particular voucher 5 digits Shows the bank number the voucher was paid against 1 character Displays the drop flag setting Y deleted unpaid voucher 1 character Y indicates the check has been voided 3 characters digits For interest calculations this shows the item number of th
52. e principal item on which the interest is based Page III 21 Screen 168 Voucher Total Inquiry cont d Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF6 Description Desc Shows additional information about the description PF9 Address Addr Shows the vendor s address information PF10 Details Det Displays the voucher item detail account number on the voucher and the encumbrance account ACH User Manual Page 111 22 Voucher Line Item Inquiry Screen 169 displays all the information associated with a specific voucher record It is especially useful for finding the date a check cleared and was reconciled information If Y was entered in the ACH field on Screen 168 the title and information changes to reflect ACH data Otherwise if the field was left blank the title will reflect check cycle Press PF6 to view additional description information Screen 169 Voucher Line Item Inquiry Panel 1 Displays Check Cycle if not an ACH payment Screen 169 Voucher Line Item Inquiry Panel 2 169 Voucher Line Item Inquiry 02 17 10 15 16 SMS STAFFING SERVICES INC FY 2010 cc 02 Screen Voucher 1247089 Line Item 1__ Fiscal Year 2010 Cross Reference Item Panel 01 More gt gt Trans Code 140 Dept Ref 00000 Encl Invoice Dt 11 22 09 Order Dt 11 16 09 Due Dt 01 06 10 Invoice No 609869AL Delivery Dt Req Pymt Dt Inv Revd Dt 12 08 09 Act Re
53. e the vendor information was modified Modified By 7 characters digits Displays the FAMIS user ID of the person who last modified the vendor information Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys ACH User Manual Page III 43 Vendor Add Modify Screen 203 is used to add a new vendor to FAMIS and to make changes to existing vendors Due to the TINS rules Screen 203 and the old Screen 206 were combined into one screen Screen 203 with two panels The information on Screen 203 needed to be entered and edited with the information on Screen 206 Panel 2 was added to handle more vendor attributes Additionally two flags Send New Setup to TINS and Send Changes to TINS Setting TINS flags will initiate sending new vendor information to TINS If a vendor is on hold at the state the message ON STATE HOLD will appear under the Vendor field Update access to this screen should be restricted Screen 203 Vendor Add Modify Panel 1 203 Vendor Add Modify 02 17 10 15 47 AB BIODISK NA INC FY 2010 cc 02 Screen ____ Vendor lvvvvvvvvv0 Page 1 lt More gt gt gt gt Name AA BIOWARE NA INC PIN 1xxxxxxxxx4 002 Tax ID 9xxxxxxx7 Fasassss Purchasing Bid To Foie Accounts Payable Remit To Address Address 200 CENTER AVE STE 100 City State __ City CISCA State NE Zip Country ___ Zip 08004 3950
54. ectly 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 EHELP Not Used Left Scroll Screen Left Help On Line Help Screen Print Print Account Information HMenu Not Used Right Scroll Screen Right 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 ACH User Manual Page IV 8 Appendix Standard PF Keys cont d Help Right ACH User Manual On Line Help On selected fields additional information may be displayed This information is accessed by moving the cursor to the field in question and pressing the PF key for Help The first screen accessed will describe the field pressing lt ENTER gt will display any valid values for the field DESCRIPTION AN INSTITUTIONALLY DEFINED CODE THAT GROUPS CURRENT FUND EXPENDITURES ACCORDING TO THE PURPOSE FOR WHICH COSTS WERE INCURRED VALUES MEANING memes a AP AUXILIARY PLEDGED AX AUXILIARY NON PLEDGED BLANK NOT SPECIFIED DF DESIGNATED FUNCTIONAL amp GENER DS DESIGNATED SRVC PR
55. ency Fund Group ID A one digit identification number representing the fund group with which an account is associated Fund Transfer A movement of dollars from one fund balance to another G General Ledger GL A balance sheet account for the institution All GL account numbers begin with 0 zero GL See General Ledger GL SL Relationships User defined structures relating Subsidiary Ledger SL revenue expense accounts to General Ledger GL fund accounts Global Subcode Edit GSE A system edit that checks each new 10 digit account against a table that specifies valid combinations of 6 digit accounts and subcodes GSE See Global Subcode Edit H Header That portion of a Purchasing document containing basic information such as the document s number the date and amount HEAF Indicates a Higher Education Assistance Fund code number HELP An online feature which accesses PREDICT in order to supply descriptions valid values and suggested actions l 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 ACH User Manual Page IV 16 Appendix Glossary cont d Interfund Borro
56. er will reject Function Codes Explanation U Unapprove Reduces by one the number of approvals on an ACH voucher The status may change back to N if someone who has already approved the item goes back and unapproves it or another person unapproves it and this action causes the approval count to fall below the minimum number of approvals required This occurs if the minimum number of approvers changes between the EFPRT job the night before and the EFCLS job at 11 00am Entering a U Unapprove takes it off the ACH file that would be sent in the next process N No Process Part of the Accept All Function PF10 If you mark only a few records with N then choose PF10 to Accept All all records will be marked Approved EXCEPT those flagged as N No Process Basic Steps e Advance to Screen 503 e Type an approval code in the F field for each item e To accept and approve all items listed press the PF10 key Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Cycle Date 8 digits Enter an ACH processing date to be positioned at the top of the list displayed Bank ID Help 2 digits Type the bank s ACH identification number ACH User Manual Page Ill 11 Screen 503 ACH Detail for Approval Types B cont d Screen Information Cycle Status Help 1 character Displays the status of the ACH cycle
57. etup to TINS Values Y or N e Set this flag to Y whenever a new mail code needs to be sent to TINS This flag must be set BEFORE you make changes to the fields If you fill out the screen and then change the flag it WILL NOT feed to the state However you can change the flag using Screen 201 and the changes will be sent e The system will use this flag to log the mail code a special way in order to send the setup to the state e This flag is changed to blank after a successful update or ADD Send Changes to TINS Values Y or N e This flag must be set BEFORE you make changes to the fields If you fill out the screen and then change the flag it WILL NOT feed to the state However you can change the flag using Screen 201 and the changes will be sent e This flag will remain set until it is changed by the user Field Descri ptions Required Help PF2 or Field Help Available Action Line Vendor Help 50 digits Enter a valid vendor identification number Screen Information Panel 1 Name 50 characters digits Add modify the name of the vendor PIN 11 digits 3 digits Include the vendor s personal identification number Send New Setup 1 character to TINS Type Y if the setup information for a vendor is to be sent to TINS This field will become blank again after processing a new mail code Send changes 1 ch
58. f people needed to approve payment below a set dollar amount This set dollar limit is the same as is set for hand signed checks Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys ACH User Manual Page III 3 Browse ACH Control Records To view the number of ACH payments in an ACH cycle use Screen 501 The items on this screen are sorted in order of the most recent record first From this screen you may view additional detail by selecting a line item FAMIS will advance you to either 1 Screen 502 for Approval Type A OR 2 Screen 503 for Approval Type B Only items with a Cycle Status of O open for processing may be updated Screen 501 Browse ACH Control Records 501 Browse ACH Control Records 02 17 10 14 57 FY 2010 cc 02 Screen ___ Cycle Date Approval Type _ Bank ID __ Cycle Approve ACH Bank Record Reject Approve Cycle Closed S Date Type ID Name Count Count Count Status Date _ 02 17 10 B 04 WELLS BANK 276 276 sS 02 17 10 _ 02 16 10 B 04 WELLS BANK 409 409 S 02 16 10 _ 02 12 10 B 04 WELLS BANK 305 305 s 02 12 10 02 11 10 B 04 WELLS BANK 276 276 S 02 11 10 __ 02 10 10 B 04 WELLS BANK 274 274 s 02 10 10 _ 02 09 10 B 04 WELLS BANK 221 221 s 02 09 10 _ 02 08 10 B 04 WELLS BANK 226 226 sS 02 08 10 _ 02 05 10 B 04 WELLS BANK 339 339 S 02 05 10 _ 02 04 10 B 04 WELLS BANK 215 215 sS 02 04 10 _ 02 03 10 B 04 WELLS BANK 275 275 s 02 03 10 _ 02 02 10 B 04 WEL
59. f the voucher type an X in the S field and press lt ENTER gt to advance to Screen 169 When looking at the status on a voucher keep in mind that the status field only shows the status of the first line of the voucher If there are multiple lines you need to check each one to see the status The Confidentiality related fields Confidential Conf and CF identify whether a voucher or line item s have been marked as confidential All voucher line items with an object code that maps to the Comptroller List of Confidential Codes are flagged by the FAMIS programs as confidential even if the Confidential Indicator is not entered on the screen Screen 163 or any other inquiry screen can be used to obtain the voucher number for an account Screen 168 Voucher Total Inquiry 168 Voucher Total Inquiry 02 17 10 15 11 FY 2010 CC 02 Screen ___ Voucher 1xxxxx9 Fiscal Year 2010 Vendor lvvvvvvvvv0 SMS STAFFING SERVICES INC Hold N Pend Alt Vndr Encl Wire N Due Dt 01 06 2010 Desc TEMPORARY CLERICAL HELP W St Vchr N Inv Dt 11 22 2009 Revolv N Dlvry Dt GSC Ord Chg Src N Dept Ref 00000 Cont Wk Force ACH Y Ovrd Tran Cd 140 FAMIS Trace JA7nnnn3 St Warrant Nbr St Req Nbr ACH Dt 01 07 2010 Warrant Dt Vchr Total 5621 81 Check Recon USAS Doc Type PCC Reason Orig Dist Dt PO No Invoice Number Bank Dp Vd XRef Bank Trace O0xxxxxxxxxxxxx0 Ic S Itm Account Net Amount P002164
60. ffects user access to Screen 201 also However if security access to Screen 201 is more restrictive then the more restrictive prevails Delete To delete any information on Screen 207 blank out the fields Basic Steps e Advance to Screen 207 e Type a valid vendor s name in the Vendor field and press lt ENTER gt e Include bank processing information in the fields provided and press lt ENTER gt to record Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Vendor 11 digits 30 characters Enter the desired vendor identification number The vendor s name will also be displayed PIN 11 digits Shows vendor s personal identification number ACH User Manual Page III 41 Screen Information Send to TINS Routing Number Account Number Account Type Trans Type Prenote Sent Dt Prenote Override Dt ACH Start Dt ACH Override Email Addr ACH User Manual Screen 207 Vendor ACH Information cont d 1 character Type Y or N to indicate if this is to be fed electronically to TINS 9 digits Include the bank s ACH routing number The last digit is computed according to NACHA rules and may be changed by FAMIS 17 digits Enter the agency account number with the ACH bank Help 1 character Specify the account type to be used for processing the payment C Checking Account S S
61. fied the vendor information See the Appendix for an explanation of the standard PF Keys HUB Displays State HUB Vendor Data Statistics Audit View additional vendor statistics and audit information Page III 52 Screen 203 Vendor Add Modify cont d PF7 Next Vendor Only available on Panel 1 NxVn Gets the next available vendor mail code so you can create a new address for the vendor The information for the original vendor stays on the screen so that only modifications for the new mail code need to be made PF9 Order Only available on Panel 1 Order View add modify the Purchasing Order From information ACH User Manual Page III 53 Vendor Change Log Changes that have been made to a FAMIS vendor record on Screen 203 Screen 103 or Screen 207 may be viewed on Screen 201 To sort the display you may type O oldest or N newest in the Order field This screen also shows the date and time a change was made Use this screen to flag changes that need to be sent electronically to TINS and view whether the changes have been sent If you did not set the TINS flag on Screen 203 you may change the N to Y in the Send TINS field However if there is already a Y in this field you may not change it back to N To ensure that new setup fields are sent to TINS you must type Y in the Send TINS field for the following ACH ROUTING NBR the most importa
62. g Data Control The tracking of input processing and output and the comparing of actual results to expected results in order to verify accuracy Data Element HELP An on line feature that assists the user by providing immediate information about any particular field on a screen Data Entry A means for adding information into the system Default The value that the system will assign if no other value is entered ACH User Manual Page IV 13 Appendix Glossary cont d 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 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 providing an explanation of a message and the appropriate action to take Diagnostics The messages that describe the results of processing These messages may indicate an error and provide information about a process by noting what action to take to correct the error Digit 3 of TC The third digit of the Transaction Code Entry Code which specifies the type of transaction Disbursement Record money paid out by the institution from GL SL and SA or bank acco
63. haracter Include the code indicating the size of the vendor s business Blank L S Not Specified Large Small Page III 49 Screen 203 Vendor Add Modify cont d TAMUS Employee Help 1 character Specify if the vendor is an employee of The Texas A amp M University System Y Yes N No BLANK No Ck Limit Help 1 digit If previously set up select a limit amount for the check from the pop up window or enter 0 if no limit is needed Retain Mths 2 digits Identify the number of months to retain the information on the vendor after the last activity Delete 1 character Displays Y Yes if this vendor has been deleted Established 8 digits Shows the date the vendor was added to FAMIS By 7 characters digits Displays FAMIS user ID of person who added the vendor information to FAMIS Modified 8 digits Shows the date the vendor information was modified By 7 characters digits Displays the FAMIS user ID of the person who modified the vendor information Panel 2 Vendor Type Help 2 characters Enter a valid vendor type code For example Blank Not specified BU Business EM Employee FA Federal Agency Ownership Code Help 1 character Type a valid ownership code If L the Texas Charter Number Nbr field is required A Professional Organization None C Professional Corporation
64. hat allows a user to enter data for updating the files 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 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 in 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 changed K FA DOC WRKNPRCS AP ACH ACHcurrNF docx ACH User Manual Page IV 20
65. ied to create a check Security Note Persons with update ability to Screen 500 should not have approval authority on Screens 502 and 503 and those with update ability to approve on Screens 502 and 503 should not have update ability to approve Screen 500 Screen 502 ACH Detail for Approval Types A 502 ACH Detail for Approval Types A 02 17 10 15 01 FY 2010 cc 01 Screen ___ Cycle Date 01 07 2010 Bank ID 04 WELLS BANK Cycle Status S Recon Bank 05102 Pg 1__ of 1 FAMIS Vchr Vendor S Approval F Trace Seq Bank Number Name t Net Amount Voucher Cnt Rqd _ AOnnnnO 1 05102 lvvvvvvvvvl THOS T TOONE LT A 1686895 00 6000567 2 2 _ Annnn1 1 05102 lvvvvvvvvv7 SAMUELS AND SON A 3208497 70 6000568 2 2 _ AOnnnn2 1 05102 lvvvvvvvvv7 SAMUELS AND SON A 3594279 40 6000569 2 2 End of record list 3 Record s found Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Audit Bkwd Frwd AcAll ACH Detail for Approval Type A Process The default value for the Status field is N then it changes to A when the minimum set on Screen 500 is met until closed When pulled the status is verified again in case Screen 500 has been changed which may then change the value in this field When Prompt Pay interest items causes the line item number to be greater than 999 the limit is reached and the item will no longer be pulled for processing If you are
66. ill appear in the morning and again you must approve by 11 00 am Approximately 11 30 AM F13EFCLS Closes online approvals for vouchers of Day 1 Approximately 11 50 AM FnnEFPUL Pulls amp readies approved vouchers for transmission Between 12 00 PM and 2 00 PM F13EFSND File sent to Bank After 5 PM FnnEFUPD AP vouchers are updated Detailed Listing of ACH Related Jobs and Their Purpose Print jobs and reports are in bold Job Name FnnEFPRT run for each Part nn Part number Ist night VSCRO10 VSCU050 VSCRO11 VSCU071 VSCRO72 VSCU059 VSCU080 sorts amp determines if ACH will be created stores interest items from ACH vouchers separates vouchers by bank account loads records for online approval to 500 series screens amp sets status to T Load prints unapproved ACH register updates original distribution date for state Vendor on Hold sets status to O Open for Processing User looks on Screen 501 the next day ACH User Manual Page 11 10 ACH Related Jobs Schedule and List cont d Job Name F13EFCLS run for Part 13 only for all Parts VSCU080 sets status to C for closed Job Name FnnEFPUL run for each Part nn Part number VSCU074 extracts approved ACH vouchers VSCRO73 voucher data forms for ACH VSCRO79 prints approved ACH register VSCU077 updates unapproved ACH vouchers voids interest items VBDUO85 ACH Prenote pull and format VBDU086 ACH Prenote flag update VSCR
67. inancial Accounting Feed Transactions from other systems that are transferred to the FRS Field That part of a control record transaction or established for displaying or entering information File A storage area established within a computer system or database for organizing similar kinds if data Financial Accounting FA A Financial Records System application that balances the General and Subsidiary ledgers while providing a complete audit trail of all transactions Financial Records System FRS A system that supports the financial record keeping and reporting of a college or university 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 Fund An accounting entity a 6 digit GL account with a self balancing set of 10 digit accounts for recording assets liabilities a fund balance and changes in the balance Fund Balance The equity of a fund the difference between assets and liabilities ACH User Manual Page IV 15 Appendix Glossary cont d Fund Group A related collection of funds 6 digit GL accounts Examples include Current Unrestricted Current Restricted Loan Endowment Annuity and Life Income Plant and Ag
68. ion This screen is used to control the bank information for Accounts Payable and the check writing process It controls the processing of the check and voucher files The table defines the check information for local banks A record must be created for voucher cycle to process Displayed are the beginning numbers for the preprinted checks There is also the ability to point several FAMIS memo banks to one check printing stock and bank This screen is maintained and updated by FAMIS Services The information is campus specific Screen 833 Maintain Check AP Bank Information Check 833 Maintain Check AP Bank Information 02 17 10 15 23 FY 2010 cc 02 Screen ___ Cycle Type Total Pulled 522932 73 Total Prepaid Total FRS Voucher Error Total ACH Pulled 8 6 Accting Last Cycle Next Cycle Recon Chk Seq Check Pos WorkJ ACH F Bank Start Check Start Check Bank Bank Stock Pay File Bank 00060 PPD 01150 PPD 01650 PPD 03000 2426554 2426915 POSPA Y a 03002 PPD 03003 POSPA Y 04060 PPD _ 04500 PPD _ 04700 PPD 04800 124702 124810 Y e 06000 2719447 2719666 e W 03 04 06002 P 06003 POSPA W XXKXXXKXKXXKX4XX More Data Press lt ENTER gt to View PS ANENEREX Enter PFl PF2 PF3 PFA4 PF5 PF6 PF7 22S8 pF9 PF10 PF1 1 PF12 Hmenu Help EHelp Blank out number in the ACH
69. k if the vendor was not on hold It is set when the check cycle first tries to pay a voucher for a vendor on hold 11 digits Shows the Federal Identification number of the vendor 9 digits Displays the identification number Social Security number on W2 form for employee if the voucher is for services i e moving 11 digits Shows the alternate vendor receiving payment 3 characters digits Displays USAS defined document type code that determines processing at the state 1 character Shows a General Services Commission GSC defined Purchase Category Code that identifies various purchase types and associated payments 3 characters Identifies the USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits 2 digits each Displays the USAS Legal Descriptive code that identifies up to 5 stamps to be put on a voucher 5 digits Shows the Program Cost Account code a USAS required field used as a coding reduction field 7 character digits Identifies the FAMIS purchase order number 15 digits Shows the gross invoiced amount of specific line item on a voucher Page III 26 Screen 169 Voucher Line Item Inquiry cont d IC Help 1 character Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse I
70. l Setup ccccccccccssssssecececsseesecseaeeeseessesesaeeeeeeseessesaes 11 60 IV Appendix Str UCHOD Sieira ainai in des etens yea ites ccidessuscadeantetiessa ARE aa aiaa aa IV 3 Standard PF Key Definitions IV 8 Screen Information ss IV 10 GI OSS ANY PR D eects ia IV 11 ACH User Manual Page l 5 ACH Menus Screens used in the ACH process are found on the following menus Menu M50 ACH System Menu M50 ACH System Menu 02 17 10 14 52 FY 2010 CC 02 Screen ACH Screens E iseSSese S o Inquiry 501 Browse ACH Control Records 150 ACH Inquiry by Bank Trace Mines Maintenance 500 ACH Approval Menu 502 ACH Detail For Approval Types A 503 ACH Detail For Approval Types B Enter PFl PF2 PF3 PF4 PF5 PF6 PEF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Menu M21 Vendor Information Menu M21 Vendor Information Menu 02 17 10 14 53 FY 2010 CC 02 Screen k Vendor Information 201 Vendor Change Log 203 Vendor Add Modify 204 Vendor Purchasing Create 205 Vendor Payables Create 206 Vendor Ownership Information 207 Vendor ACH Information 209 State Vendor Hold Maintenance 143 Vendor Flag Set Reset 101 Vendor Number Search 102 Vendor Name Search 120 Vendor Alias Maintenance 132 Vendor History 173 State HUB ID Search 174 State HUB Name Search Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF
71. l change to A Approved Above amp Below Dollar Limits Screen 500 controls the number of signatures necessary to process payments via ACH The approval types are similar to the check signature limits Each agency decides how many signatures are required for ACH payments Above the hand signature limit Approval Type A and for those that fall Below the hand signature limit Approval Type B Note that the limit is determined by each agency but must be entered and changed by FAMIS Services in the JCL Approval Payments may be approved en masse Individual payments may be either approved or disapproved If you mark only a few records with N no process and press PF10 to Accept All all records will be marked Approved EXCEPT those flagged as N ACH User Manual Page Il 7 Basic Concepts ACH Payments to Vendors cont d No Action or Reject If you do not approve the payment or Reject the payment on Screens 502 503 the payment is marked for rejection and the in cycle status is taken off the voucher If any approver rejects the item the status will be R There is no undo for a Reject You may 1 wait until the next morning when it will be available for you to approve again Note the voucher will have a new trace number OR 2 modify the voucher on Screen 105 to create a check instead OR 3 use S
72. led for processing If you are exempt from Prompt Pay example TAMRF there is no limit to the number of times that a voucher can be pulled into ACH processing ACH User Manual Page Il 6 Basic Concepts ACH Payments to Vendors cont d ACH Approval Process The following morning before 11 00 a m the authorized signers for the disbursement account review the ACH payments on Screen 501 If records are not approved by 11 00 a m they will be rejected and you will have to wait and approve them the next morning The status codes on Screens 502 and 503 are initially set to N Not Approved during the nightly EFPRT job The status may change back to N if someone who has already approved the item goes back and unapproves it or another person unapproves it and this action causes the approval count to fall below the minimum number of approvals required This occurs if the minimum number of approvers changes between the EFPRT job the night before and the EFCLS job at 11 00 a m Entering a U Unapprove takes it off the ACH file that would be sent in the next process The authorized signers approve or do not approve the payments using either Screen 502 or 503 depending on the dollar amount and whether it is Above or Below the controlled dollar limit processing When the number of approvals reaches or exceeds the minimum required set on Screen 500 the status wil
73. llege Station TX 77843 1144 Non College Station based FAMIS Services The Texas A amp M University System 200 Technology Way College Station TX 77845 3424 ACH User Manual Page l 3 Table of Contents PAGE l Introduction M50 M21 ACH MENIS sare diii RE AEAEE aire l 6 M12 M11 S02 II ACH Basic Concepts ACH User Preparation List Il 3 Steps to Successful ACH ren EEA ETO Ea Il 4 ACH Payments to Vendors Basic Concepts ssssccceeeeessrees Il 5 Vendor Direct Deposit Authorization Form Il 5 ACH Processing saten cacsctecseatiees wadsacececaeeseteatiees cecaedeccitatasieacena E Il 5 ACH Override sssssssissrsstsn ins saccegcaas taeccueetensdeetesteseeteude Il 5 PrENOLES 24 iaaa aE E E Il 6 New ACH Vendor and Prenotes Il 6 Two Week Delay Il 6 Prenote Rejection ss Il 6 Production Cycle Il 6 Limit on Number of Pulls for Payment ccessseceeeeesereees Il 6 ACH Approval Process Il 7 Above amp Below Dollar Limits Il 7 APPlOVAl T E sees Il 7 No Action or Reject ss Il 8 UNAPPEOVE pinirsa aea Aa iaaa Raai Il 8 ACH File Transmit ss Il 8 AGH Wid ate sieer onein enian aiaiai iana Il 8 Voids and Cancellations Il 9 Email NOCIPICATIONS wacscndsecsio292 stceceesasgsesens taere aiei aekin Il 9 ACH Related Jobs Schedule and List 11 10 Schedule of AC
74. ly from the ones on Screen 203 ACH User Manual Page III 39 Screen 207 Vendor ACH Information cont d Example if you have ACH set one way at the state for state payments but want local payments sent to different ACH routing A different mail code should be set up for state and for local Routing Number ACH bank s number used for routing Account Number agency account number with ACH bank Account Type C CHECKING ACCOUNT S SAVINGS ACCOUNT Trans Type ACH codes Commercial vs Personal CCD PMT TO COMMERCIAL VNDRS CCD PMT TO COMMERCIAL VNDRS The invoice number will be included in the addenda record for type CCD PPD PMT TO PERSONAL ACCT PPD PMT TO PERSONAL ACCT Always choose between the CCD and the PPD FAMIS currently sends the on all records The indicates that additional information is sent to the bank Prenotes A Prenote is a zero dollar ACH record that FAMIS sends to the ACH system as a test of the bank routing and account data When routing information is entered for a vendor this triggers the sending of a Prenote FAMIS will not send any actual ACH records within 14 days of sending the test Prenote The default for Prenote testing is to Send the data You have the ability to override the sending of the Prenote data by using the override fields as described If you change the Routing Number Account Number Account Type or Trans Type the Prenote Sent
75. n None of the sensitive bank information appears on this screen Screen 150 ACH Inquiry by Bank Trace Panel 1 150 ACH Inquiry By Bank Trace 02 17 10 15 28 FY 2010 cc 02 Screen ___ Bank Trace cc Bank Cycle Vendor Vchr Net CC Name Trace Date Name FY Voucher Amount 99 TAMRF 09xxxxxxxxxxx57 05 29 02 2002 2042454 5 00 99 TAMRFE 09xxxxxxxxxxx03 06 11 02 WILLIAM W WALLING 2002 2045540 1 000 00 99 TAMRF 09xxxxxxxxxxx39 06 19 02 2002 2047865 896 00 99 TAMRF 09xxxxxxxxxxx40 06 19 02 WILLIAM W WALLING 2002 2045542 1 000 00 99 TAMRF 09xxxxxxxxxxx74 06 25 02 JULIE J JIMENEZ 2002 2045560 3 391 00 99 TAMRF 09xxxxxxxxxxx75 06 25 02 WILLIAM W WALLING 2002 2045543 1 000 00 99 TAMRFE 09xxxxxxxxxxx38 07 23 02 TONYA T TOLER 2002 2053697 310 99 99 TAMRFE 09xxxxxxxxxxx92 07 25 02 JULIE J JIMENEZ 2002 2049826 3 391 00 99 TAMRF 09xxxxxxxxxxx90 07 29 02 JULIE J JIMENEZ 2002 2056373 411 11 99 TAMRFE 09xxxxxxxxxxx99 08 08 02 JULIE J JIMENEZ 2002 2058723 4 64 99 TAMRF 09xxxxxxxxxxx22 08 09 02 2002 2058962 303 00 99 TAMRFE 09xxxxxxxxxxx49 08 16 02 JULIE J JIMENEZ 2002 2060059 56 00 Press lt ENTER gt to view more inquiries Enter PFl PF2 PF3 PF4 PF5 PF6 PEF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Left Right Screen 150 ACH Inquiry by Bank Trace Panel 2 150 ACH Inquiry By Bank Trace 02 17 10 15 32 FY 2010 cc 02 Screen ____ Bank Trace Bank FAMIS Vendor Vendor Bank Recon Trace Trace ID Name No Bank O9xxxxxxxx
76. nclude a valid 1099 code BLANK Not Specified C Corporation E Employee F Foreign Individual l Individual M Medical Health Corporation ACH User Manual Page III 48 Screen 203 Vendor Add Modify cont d W9 Date Hold Disadv Ethnic Orig Gender TAMUS Part Freeze Bus size ACH User Manual N lt WNDVOZ Not 1099 Reported Other Partnership Real Estate Sub Chapter S Corp 1099 1042 8 digits Include the date for the mailing return of the W9 form from a vendor 1 character Displays Y Yes if this vendor is on hold with the State of Texas Help 1 character Include the disadvantage code For example Blank Not Hub Not Specified C Certified HUB Business H HUBZONE Labor Surplus Area N Not HUB S Self Declared HUB Business Help 3 characters Enter a valid ethnic origin code Blank Not Specified BLK Black CAU Caucasian HSP Hispanic IND American Indian Native American Help 1 character Indicate the gender code for the vendor Blank Not Specified M Male Owned W Woman Owned Help 2 digits Enter the TAMUS Member Part number this vendor information belongs to For example 01 System amp General Offices 02 Texas A amp M University Help 1 character Help Displays Y Yes if a freeze has been placed on the vendor 1 c
77. ndividual items or you may press PF10 and approve all records You may also mix the functions and have some items rejected unapproved and press the PF10 key to approve the remaining items Items that are rejected reverse the accounting on an interest item It changes the in cycle flag so the voucher can be dropped or modified to create a check Security Note Persons with update ability to Screen 500 should not have approval authority on Screens 502 and 503 and those with update ability to approve on Screens 502 and 503 should not have update ability to approve Screen 500 Screen 503 ACH Detail for Approval Types B 503 ACH Detail for Approval Types B 02 17 10 15 04 FY 2010 CC 02 Screen ___ Cycle Date 01 07 2010 Bank ID 04 WELLS BANK Cycle Status S Recon Bank 06000 Pg 1__ of 1 FAMIS Vchr Vendor S Approval F Trace Seq Bank Number Name t Net Amount Voucher Cnt Rqd _ A7nnnn9 1 06000 lvvvvvvvvv3 ASSOCIATION OF A 56097 61 1247447 1 1 _ A7nnnnO 1 06000 lvvvvvvvvv1l PROFESSIONAL TU A 28588 05 1245910 1 1 _ A7nnnnl 1 06000 lvvvvvvvvv0 GRAYSON INC A 26091 04 1247476 1 1 _ A7nnnn2 1 06000 lvvvvvvvvv1l PROFESSIONAL TU A 19812 21 1245902 1 1 _ A7nnnn3 1 06000 lvvvvvvvvv0 R R R INDUSTRIE A 19740 00 1247252 1 1 _ A7nnnn4 1 06000 lvvvvvvvvv2 EVANT ENTERPRIS A 17990 00 1247245 1 al _ A7nnnn5 1 06000 3vvvvvvvvv6 TEXAN ENGINEERI A 14897 66 1247488 1 1 _ A7nnnn6 1 06000 lvvvvvvvvvA HARRY SALE
78. nt field to be sent to TINS ACH ACCT TYPE ACH ACCT NBR Update access to this screen should be restricted Only the field names will be displayed if the user does not have the proper access Screen 201 Vendor Change Log Panel 1 02 17 10 15 57 FY 2010 CC 21 201 Vendor Change Log TEXAS A amp M UNIVERSITY COMMERCE Screen ____ Vendor 3vvvvvvvvvF Prder NJ Field Panel Sent Date I l Tins Field Name New Field Value Changed N Y ACH SEND TINS Y 12 10 2003 N Y ACH ACCT TYPE c 12 10 2003 N ACH ACCT TYPE s 12 10 2003 N ACH SEND TINS 12 10 2003 N Y ACH SEND TINS Y 12 10 2003 N ACH SEND TINS 12 10 2003 N Y ACH SEND TINS Y 11 20 2003 N ACH TRANS TYPE CCD 11 20 2003 N ACH START DATE 20031120 11 20 2003 N ACH PRENOTE OVER Y 11 20 2003 N ACH ACCT TYPE c 11 20 2003 N Y ACH ACCT NBR innnnnnnn5 11 20 2003 x Press ENTER to GoniLnue Enter PFl PF2 PF3 PF4 PF5 PF6 4 4PF8 PF9 PF10 Hmenu Help EHelp Left 01 More gt gt Date Pulled for TINS 12 16 2003 12 16 2003 12 10 2003 11 20 2003 12 16 2003 PF11 PF12 Right Additional fields of information are displayed on Panel 2 and Panel 3 Press the PF11 key to scroll right and view these panels ACH User Manual Page II 54 Screen 201 Vendor Change Log cont d Screen 201 Vendor Change Log Panel 2 Screen lt lt More 201 Vendor Change Log Field Name Vendor 3vvvvvvvvvF Order New Field
79. nterest Calculation Rsn Help 2 characters Include the reason for interest exemption Valid values are AD Agency Discretion Exercised Al Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Contract Terms Prohibit Pymt GE GSC Exemption Granted 7 Documented MI Mailing Instr On PO Not Followed NI No Invoice Received P F Liq 1 character Shows the Encumbrance liquidation P Partial liquidation F Full liquidation N No liquidation 1099 Help 1 character digit Displays the 1099 code For examples Blank Not Required Not 1099 Reportable Crop Insurance Rents Royalties Prizes and Awards Federal Income Tax Withheld Fishing Boat Proceeds Medical and Health Care Non employee Compensation Substitute Paymt for Interest Direct Sales gt 5000 For Resale WO ON DU PB N R Z Il Disc Amt 3 digits Indicates the discount amount of a specific line item on a voucher Disc Dt 6 digits Displays the date voucher must be paid by in order to receive discount Lost 1 character Y indicates the voucher was paid beyond the time allowed to take a discount ACH User Manual Page III 27 Batch Net Amt FA Acct Comp Cd Bank Orig Comp Cd Wire Hold Drop Check Cycle OR ACH Cycle St Vchr Cycle Pull ACH User Manual Screen 169 Voucher Line Item Inquiry cont d 6 cha
80. o your the paying agency s fiscal office for processing For additional vendor payment information use the links on this web page http www cpa state tx us fm payment ACH Processing When a voucher is entered FAMIS checks to determine if the vendor is set up for ACH payments Processing vouchers to be paid via ACH is the same process as normally used for state vouchers and local checks As with state vouchers and local checks the voucher can be changed and canceled prior to the payment going into the payment cycle ACH processing will not combine vouchers to a vendor Credit memos must be done as a line item on the same voucher ACH Override The voucher entry screens contain a flag that allows the user to override the ACH data and send the vendor a check instead of an ACH payment This flag is on Screen 105 ACH User Manual Page jls Basic Concepts ACH Payments to Vendors cont d Prenotes When entering new ACH information on the vendor record a default is set that sends a Prenote to the bank The prenote is a non dollar transaction that tests the validity of the ACH information The routing and account data are validated and it is determined whether the account is a valid account for ACH The prenote process involves doing some hand shaking with the bank We need two business days to get the information to the bank The bank requires 5 business days for their processing Then we allow a couple of days for a nega
81. r Help 1 character Designate the order in which the information displayed is to be sorted O Oldest Date N Newest Date Field Help 23 characters Leave this field blank to view all changes or type a valid field name For example ACH Acct Nbr ACH Acct Type ACH Email ACH Override ACH Prenote ACH Prenote Date ACH Prenote Override ACH Routing Nbr ACH Send TINS Screen Information Panel 1 Send Tins 1 character Type Y if the change is to be sent to TINS Sent Tins 1 character Y identifies the change made was sent to TINS Field Name 16 characters digits Identifies the current field name New Field Value 18 characters digits Shows the changed field value ACH User Manual Page III 56 Screen 201 Vendor Change Log cont d Date Changed 8 digits Identifies the date the field change was made Date Pulled For 8 digits TINS Displays the nightly processing date for sending the change to TINS Panel 2 Old Field Value 18 characters digits Identifies the old value used for this field prior to the change Time Changed 6 digits Shows the time the field value change was entered Panel 3 Userid 7 characters digits Identifies the FAMIS User ID of the person who made the change Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF7 Audit Audit View the audit information for the selected vendor ACH User Manual Page III 5
82. racters digits Shows the batch session reference number used when transaction was processed Date indicates session reference date when transaction was processed 11 digits Shows the net amount after discount of the voucher 15 digits Indicates the financial accounting account number paying the voucher may be a GL SL or SA 4 digits Identifies the Comptroller code used by the state to track expenses 5 digits Shows the bank number processing the voucher check 4 digits If changed identifies the original Comptroller code used by the state to track expenses 1 character Y indicates payment was made by use of a wire transfer FAMIS does not make the wire transfer to the bank 1 character Shows if a hold has been placed on the voucher Nor Blank No hold on voucher print Y Do not print check voucher 1 character 8 digits Y indicates a voucher has been dropped and date dropped is displayed 1 character Y identifies voucher is in the check processing cycle No updates can be done online not allowed N indicates update done or not needed 1 character Y indicates voucher is in the ACH processing cycle N indicates update done or not needed 1 character Y indicates the voucher is paid with state money 1 character Y shows the voucher is in the state voucher processing cycle No updates can be done online not allowed N indicates upda
83. reen 816 e View the current month s ACH holidays or display a specific month year by typing a number in the Month and or Year field and pressing lt ENTER gt e Press PF6 to load the local holidays for the month into FAMIS ACH User Manual Screen 816 ACH Holiday Table cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Month 2 digits Displays the current month Enter the desired number of the month to view holidays Year 4 digits Shows the current fiscal year but may be changed to view data from another year Information is not available prior to 2000 Screen Information Calendar Shows a monthly calendar with the numbered days of the week If a holiday exists the following codes will be used A ACH holiday W Weekend Blank Nota holiday Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys PF6 Load Month LdMth Press this key to load holidays entered for the month ACH User Manual Page III 59 ACH Technical Setup ACH Technical Setup Steps 1 Contact TAMUS Treasury to unblock the accounts Originally all accounts had been setup but are blocked if not used within a period of time hence they must be unblocked 2 Changes to the JCL can be made through an EXEC Larry Brown See Section II for a list of related programs 3 Change Screen 833 to include the workfile number in the ACH Bank
84. reports O Object Code A four digit number identifying specific items of revenue expense or attribute records Open Commitment An encumbrance P Parameter A variable that is assigned a constant value for a specific purpose or process It provides the user with defined choices for report selection processing or output requirements Purpose The function ACH User Manual Page IV 17 Appendix Glossary cont d R 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 of purchase order that denotes a typical order Remit To Address The address to which the check for goods and or services rendered will be sent Requisition A type of document that internally requests goods and or services to be acquired It must be authorized before being converted to a purchase order Retention Months A data element defined when creating a vendor This indicates the number of months a vendor is to be maintained on file after all outstanding items have been paid or reconciled Revenue Income or receipts Run Parameter A parameter from a control record or a program control transaction as opposed to a file maintenance transaction Save The process that creates a b
85. ring vendor information as the ACH process will not begin until FAMIS initiates the correct JCL Send ACH bank information to famishelp tamus edu for Screen 833 to identify your ACH bank Process your vouchers normally i e state and local vouchers FAMIS Production will notify you when they are ready to begin running the ACH jobs Once the ACH jobs are running approve the ACH payments online using Screens 502 and 503 before 11 00 am each day Verify ACH transactions using the approved ACH register ACH User Manual Page Il 3 Steps to Successful ACH Obtain the vendor or individual Vendor Direct Deposit Authorization Form for your file in the Fiscal Office Decide on your Prenote policy to use or override the prenote feature Request appropriate security access from your security officers Enter the ACH information on Screen 207 for each vendor including the appropriate Prenote flag Set up approval criteria on Screen 500 one time only This controls the number of signatures necessary for the different approval types Send an email to famishelp tamus edu when you have your approval screen ready have entered the information for a number of vendors and are almost ready to process ACH transactions At this point we will still need at least one week to finish your setup We will let you know when we can begin running the ACH programs for you You may continue entering vendor information as the ACH process will no
86. rity Number or Federal Employer Identification Number If ownership code is S this number must be the same as the PIN on Panel 1 50 characters digits Identify the name of the sole proprietor partnership 50 characters digits Include the vendor s E mail address if available 5 digits Specify the discount percent given by the vendor Page II 51 Screen 203 Vendor Add Modify cont d Disc Days Ind Pay Days FOB Established By Modified By Additional Functions PF KEYS PF5 HUB PF6 Stats ACH User Manual 3 digits Indicate the number of days allowed in the payment agreement Help 1 character Enter the indicated vendor terms Valid values are l As invoiced N Net P Prox Blank None 3 digits Indicate the number of pay days in the payment agreement Help 2 characters Specify the vendor s freight terms Valid values are AC Air Collect AP Air Prepaid Blank Not Specified DA Dest Add DC Dest Collect DP Dest Prepaid EA Reg prepaid Add EC Reg Collect SA Ship Point Frt Prepaid and Added 8 digits Shows the date the vendor was added to FAMIS 7 characters digits Indicates the FAMIS user ID of the person who added the vendor information to FAMIS 8 digits Shows the date the vendor information was last modified 7 characters digits Displays the FAMIS user ID of the person who modi
87. s voids the accounting entries and marks the voucher as Void Note that FAMIS does not send any correction to the bank If the bank rejects the ACH void the ACH trace number on Screen 117 This voids the accounting entries and marks the voucher as Void There is no other way to re issue the payment e You can use Screen 112 or Screen 104 to re issue a voucher number e Use the purchase document number L or P in the Ref field and set the P Partial Final Indicator N to link the new payment to the original document This is not an attempt to liquidate any encumbrance Email Notifications FAMIS Services produces a file of approved ACH transactions some of the FAMIS users are using this dataset to create and send email notifications The VSCRO89 program in the F15EFPUL job has a download option which creates a dataset that is comma and quote delimited The IT department can use this file to handle the process of notifications ACH User Manual Page Il 9 ACH Related Jobs Schedule and List Schedule of ACH Related Jobs See List below for detailed description of each Job Day 1 After 5 PM FnnEFPRT Pulls eligible vouchers into ACH process If the date for which or through which vouchers are to be pulled is an ACH holiday vouchers will not be pulled until the next night Approvals must be done by 11 00 am or they will be rejected They will then have to wait until next day to be approved They w
88. t 7 numbers are sequentially assigned by FAMIS 1 character Displays the origin code for the voucher Valid values are P Purchasing Screen 345 N Pending Screen 111 D Pending Screen 112 1e Regular AP Screen 104 etc 1 character Identifies if the voucher has been marked as confidential Valid values are Blank Can be left blank on both header and line items N Not confidential S Some information is confidential such as description Y Confidential 9 digits The Zip code of the hotel used for travel to determine percentage usage and if the state discount rate is being utilized 1 character Y indicates the Duplicate Invoice Override flag has been set to allow the creation of a voucher for a previously entered invoice Page III 30 Screen 169 Voucher Line Item Inquiry cont d Cont Work Force Inv Amt Liab Acct Disc Amt Disc Acct Lost Batch Net Amt FA Acct 1 character Indicates that this payment is flagged as a Contract Work Force Payment 15 digits Shows the gross invoiced amount of a line item on a voucher 11 digits Displays a GL Account indicating the liability 11 digits When used with discount type D shows the dollar amount of the discount to be applied When used with discount type P displays the percent discount to be applied 11 digits Displays the account to be credited with the discount 1 character
89. t begin until FAMIS initiates the correct JCL Send ACH bank information to famishelp tamus edu for Screen 833 to identify your ACH bank Process your vouchers normally i e state and local vouchers FAMIS Production will notify you when they are ready to begin running the ACH jobs Once the ACH jobs are running approve the ACH payments online using Screens 502 and 503 before 11 00 am each day Verify ACH transactions using the approved ACH register ACH User Manual Page Il 4 Basic Concepts ACH Payments to Vendors When a vendor wishes to have payments sent directly to the bank through the direct deposit process the FAMIS ACH Automated Clearing House process handles it FAMIS is also able to set up a direct deposit for reimbursement payments when an individual purchases items for his or her office or department Vendor Direct Deposit Authorization Form The individual or vendor must complete a Vendor Direct Deposit Authorization Form and have it signed by the financial institution that will be receiving the direct deposit A sample of the form by the State of Texas Comptroller s Office is found on their web site in the Adobe Acrobat PDF format http www window state tx us taxinfo taxforms 74 176 pdf You may print a copy of this form alter it to fit your institution and have it approved by the State Comptroller s Office When you send the form to your vendors they are to fill in all the information requested and mail it t
90. te done or not needed 1 character Y indicates the document should be pulled for print cycle Page III 28 Screen 169 Voucher Line Item Inquiry cont d Pending 1 character Y indicates the voucher is pending N indicates the voucher has been processed Nbr 7 digits Check number printed on check and the date it was printed or FAMIS trace number and date the ACH was transmitted to the bank Also Y indicates the state voucher was printed N indicates the voucher as not printed Trn Pull 1 character Y indicates disbursement transaction needs to be done FFX Feed 1 character Identifies the Fixed Assets flag ne Not examined yet Y Fed to FFX module C Capital s lt Minimum N G Lor Voided P Purchasing Bypassed B Not a capital object Void 1 character Y signifies this is a voided check ACH Rsn 2 characters Displays a code indicating the reason a check was voided For example Amount incorrect on check Duplicate payment Incorrect Vendor address Lost Stolen Destroyed Stale dated check reissue Unclaimed property Wrong Vendor Name scuvr op Il Ck Feed 1 character Y indicates the check account entries have been fed to FRS Revolving 1 character Y indicates the voucher is a revolving voucher Recon 1 character Y shows this check has been reconciled and displays the date it was reconciled St Fee
91. teps e Advance to Screen 117 e Enter information in the fields provided for the ACH transaction to be voided e Press lt ENTER gt to process the void Field Descri ptions Required Help PF2 or Field Help Available Screen Information Vendor 11 digits Enter the vendor identification number for the ACH transaction to be voided FAMIS Trace 7 character digits Nbr Include the FAMIS tracking number assigned to the ACH transaction ACH User Manual Page 11 14 Screen 117 Void FAMIS Trace Number cont d Net Amount 14 digits Type the net amount of the transaction to be voided Recon Bank 5 digits Number Include the reconciliation bank s identification number Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF12 Warnings Warns Displays any nonfatal FAMIS warnings ACH User Manual Page III 15 Voucher Total Inquiry The voucher header information that is common for all line items of a specific multi account voucher can be viewed on Screen 168 Each of the multiple accounts included on the voucher is displayed with one line of information The easiest way to access Screen 168 is through Screens 161 through 165 Typing an X in the S Select field on these screens will pass the information to Screen 168 In this case the voucher number line item and fiscal year are automatically entered on the Action Line To see more detail about the line items o
92. ter the type of checks that are allowed for the check stock decisions For example NEW checks PPD prepaid BTH both prepaid and checks to print POSPA positive pay On a payroll bank corrections to payroll will not cut checks but will go to Positive Pay file 1 character Type Y if set up for positive pay 2 digits Identify whether one or more accounting banks will be used Set up a different number for different check stock Sample values are 03 only one bank 04 second accounting bank For each different check stock new steps must be set up in check print and check reconciliation JCL ACH Bank Additional Functions PF KEYS ACH User Manual 2 digits Include the bank s ACH identification number used only by FAMIS internally See Appendix for explanation of standard PF Keys Page III 35 ACH Inquiry by Bank Trace Screen 150 was created for FAMIS ACH Automated Clearinghouse transactions It is based on the bank trace number generated by FAMIS and sent as part of the ACH transaction to the bank This bank trace number is used to identify a transaction within the NACHA system The bank trace number is created from the first 8 digits of the originating depository financial institution ODFI and the last 7 digits are sequentially assigned by FAMIS This screen is similar to Screen 277 for purchasing documents It may be used to identify the agency that initiated the ACH transactio
93. tes a revolving voucher 8 digits Indicates the receivin Module of FAMIS delivery date for vouchers created via the Purchasing When a voucher is created on Screen 345 the receiving date is picked up from the limited purchase received date or from the date of the receiving document for documents where a receiving document was created 15 characters Identifies the TBPC General Services Commission defined code for purchase orders requiring their approval 1 character Indicates whether the voucher is pending 1 character Y indicates the voucher involved the change source of funds process 5 digits Displays the departmental reference for voucher Reference 4 or the voucher number if the departmental reference is not required 1 character Indicates that this payment is flagged as a Contract Work Force Payment 1 character Identifies if the voucher has been marked as confidential Valid values are Blank Can be left blank on both header and line items N Not confidential S Some information is confidential such as description Y Confidential 1 character Y indicates the voucher is marked for the ACH process 1 character Indicates Y or N if an override was put on the ACH voucher thereby creating a check in the check cycle 3 digits The transaction code identifies the type of transaction Page III 19 Check Nbr OR FAMIS Trace St
94. the PF4 key will take the user directly back to Screen 169 The Fiscal Year field allows you to select the fiscal year in which the voucher was posted Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Voucher 7 digits Enter a FAMIS voucher number Line Item 3 digits Type the line number of an item on the voucher to be displayed Fiscal Year 4 digits Include the fiscal year the voucher was posted ACH User Manual Page III 24 Screen 169 Voucher Line Item Inquiry cont d Screen Information Panel 1 Cross Reference Item Trans Code Dept Ref Enclosure Code Invoice Dt Order Dt Due Dt Invoice No Delivery Dt Req Pymt Dt Inv Revd Dt ACH User Manual 1 digit For interest items this cross reference indicates the item number of the principal item on which the interest is based 4 digits Displays the transaction code identifying the type of transaction 7 digits characters Shows the departmental reference for voucher Reference 4 or the voucher number if the departmental reference is not required 1 character Displays the code indicating enclosures may be included This will force separate checks for local vouchers Vouchers will be grouped by identical codes Examples are A Auditor Blank Not specified C Comptroller L Local S Audit Services Y Yes enclosures 6
95. tive bank response since we don t get any positive response we just have to assume everything is OK To choose NOT to send a prenote you can set the prenote override flag to Y New ACH Vendor and Prenotes If a new ACH vendor is entered on the same day as the voucher AND the prenote is set to override ACH payment will process Two Week Delay Prenotes are sent daily with the regular ACH payments When a prenote is sent FAMIS does not send any corresponding ACH payments until two weeks after the prenote is sent When the two weeks have passed FAMIS automatically sets an indicator that allows the voucher to be processed During the prenote process checks are produced for the vouchers Once the prenote time has passed then payments will be sent by ACH processing Prenote Rejection When a prenote is rejected you need to mark the vendor to indicate that the ACH information is invalid or correct it and send it again Production Cycle During the nightly production cycle FAMIS selects vouchers due for local payment based on the Due Date and separates ACH payments from check payments Multiple ACH vouchers are NOT combined into one payment as is done in the check cycle One ACH payment is created for each voucher flagged as ACH Limit on Number of Pulls for Payment When Prompt Pay interest items causes the line item number to be greater than 999 the limit is reached and the item will no longer be pul
96. udget 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 on line feature that assists the user with data entry by providing information on the purpose and operation of a particular screen 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 version Selling Account Account which is allowed to sell to specified buying accounts via interdepartmental transfers Secondary Vendor Session A control mechanism to track real time posting of a group of financial transactions in order to provide an audit trail ACH User Manual Page IV 18 Appendix Glossary cont d SL See Subsidiary Ledger Split Encumbrance An encumbrance which applies to several accounts Standing Order A type of purchase order used for recurring services like those provided by the telephone and electric companies Subcode Four digits appended to the account ID to identify attributes and dollar records within an account 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 an
97. unt 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 Endowment Income The income generated by investing the principal of an Endowment Fund ACH User Manual Page IV 14 Appendix Glossary cont d 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 Expense Cost disbursement payments F FA See F
98. unt Title ED amp GEN INCOME TUITION Fund Source 02 16 04 10 12 FY 2004 CC 02 ED amp GEN INCOME TUITION Resp Person 4uuuuuuuu0 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 03000 Override Y SL Mapped Count 18 Alternate Banks Security Dept S Dept Exec Div Coll Mail Cd Stmt Primary REV__ UN AD C6000 N Secondary VTEA_ AA cD VM C4457 x Long Title EDUCATIONAL AND GENERAL INCOME TUITION Account Letter Y Setup Date 08 26 1991 Next Hmenu Help EHelp Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 A pop up window is displayed with the valid values for the field By typing an X next to the desired value and pressing lt ENTER gt that value is passed to the main screen This is called the Passback feature Screen 002 GL 6 Digit Fund Group Help Pop Up Window ACH User Manual 4 More Codes Press lt ENTER gt to View l l Search Criteria AFR Fund Group _ I l AFR Sub Fund Fund Fund Description l _ 01 CLEARING ACCOUNTS x 10 FG FUNCTIONAL AND GENERAL _ 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 DESI
99. vd Dt 11 22 09 Pymt Due Dt 01 07 10 Description TEMPORARY CLERICAL HELP WITH DATA ENTRY Orig Dist Dt Vendor ID lvvvvvvvvv0 W2 SSN Alt Vendor USAS Doc Tp PCC Code PDT Code LDT Codes PCA Code PO Nbr P002164 Inv Amt 3262 28 IC Rsn P F Liq F 1099 7 Disc Amt Disc Dt 01 06 10 Lost Y Batch PVP602 01 06 10 Net Amt 3262 28 FA Acct 200320 14000 5620 Comp Cd 7274 Bank 06000 Orig Comp Cd 7274 Wire N Hold N Drop N St Vchr N Cycle N Pull Pending Nbr A706753 01 07 10 N Trn Pull FFX Feed B 01 07 10 Void N Rsn N Ck Feed Y Revolving N Recon N N St Feed N Chg Sre N Bank T XXXXXXXXX0 Enter PF1 PF2 PF3 PF4 PF5 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp RItm VOInt Addr Left Right 169 Voucher Line Item Inquiry SMS STAFFING SERVICES INC 02 17 10 15 18 FY 2010 CC 02 State Hold Override Information Override Flag User ID Override Dt Screen ___ Voucher 1247089 Line Item 1__ Fiscal Year 2010 lt lt More Cross Reference Item Panel 02 Trans Code 140 Dept Ref 00000 Encl Invoice Dt 11 22 09 Order Dt 11 16 09 Due Dt 01 06 10 Invoice No 609869AL Delivery Dt Req Pymt Dt Inv Revd Dt 12 08 09 Act Revd Dt 11 22 09 Pymt Due Dt 01 07 10 Description TEMPORARY CLERICAL HELP WITH DATA ENTRY Orig Dist Dt Vendor ID lvvvvvvvvv0 W2 SSN Alt Vendor Origin Cd P Confidential Travel Hotel Zip Dup Inv Override Cont Wk Force N Inv Amt 3262 28 Liab Acct 020032 2100 Disc Amt Disc
100. vsrersrersrsrersrsrees I 23 Displays detail information on a specified voucher line item Vendor Change Opre anis uaea aaa ne a na mess re eines ane EESAN E I 54 Used to view changes made to vendors and also to set the Send to TINS flag Vendor Add MOGify wesscsccescarctcccteccicececesencstcosescdessxecstecnvecsbacdecetesedecausestecevecssedceccstncedessvedstecbecs exsseve 11 44 Set up new vendor or modify existing vendor Vendor ACH InfOrmationic cnccccensecerancncessnsscersnsnceransaceransnecsansacerancacsnanaetenancacasansorsnabantatanasvonsvasen I 39 Used to set up ACH information for a vendor ACH Approval MaintOnanCe sciscecccesscisecesecesecesecrsscesesesscesecessseuecesevesesvivsvsevesedessvesesesecesessestesesdsesesesdeess 1 3 Used to control the number of ACH approvals needed for ACHs above and below limit Browse ACH Control Records sssssssssceceesssssceceeessessscceeeeesessssscceeeesessssccceeeeeesssssscceeeeesessssseseeeeeens Il 4 Used to view and select available ACH batches ACH Detail Approval Types A ssssssccscsssssssssscesscsssscsscesssssssscsnccessesssssscncoessessssccnccosssssssssnssesssesssees Ill 6 Used to approve reject ACH transactions above dollar limit ACH Detail Approval Types B rsrsrs a a aeaa aara aaaea Il 10 Used to approve reject ACH transactions that are below the dollar limit ACH Holiday Table sisccvscccscctscscececssnccevevecsccasesesesecsessssssesedesscstsdenstedessdsseseaeitcstedsssdesc
101. wing The transfer of an asset or liability from one fund to another J JCL See Job Control Language Job Control Language JCL A problem oriented language used in IBM that expresses the statements of a processing job It is also used to identify the job or describe its requirements usually to an operating system Journal Entry A non cash transfer of dollars between two or more accounts 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 M Map Code A five digit attribute code in an SL account indicating the GL Fund ID to which it relates Mandatory Flag indicating 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 N Name Rotation A feature that allows users to print a vendor name in one format on checks and then rotate it to another format for sorting on
102. xxx57 AOnnnnl V4vvvvvvvv0 00010 00010 09xxxxxxxxxxx03 AOnnnn2 VAvvvvvvvv0 WILLIAM W WALLING 00010 00010 09xxxxxxxxxxx39 AOnnnn5 V3vvvvvvvv0 00010 00010 O9xxxxxxxxxxx40 AOnnnn6 VAvvvvvvvv0 WILLIAM W WALLING 00010 00010 O9xxxxxxxxxxx74 AOnnnn7 V3vvvvvvvv0 JULIE J JIMENEZ 00010 00010 09xxxxxxxxxxx75 AOnnnn8 V4vvvvvvvv0 WILLIAM W WALLING 00010 00010 O9xxxxxxxxxxx38 AOnnnn2 V5vvvvvvvv0 TONYA T TOLER 00010 00010 O9xxxxxxxxxxx92 AOnnnn3 V3vvvvvvvv0 JULIE J JIMENEZ 00010 00010 09xxxxxxxxxxx90 AOnnnn4 V3vvvvvvvv0 JULIE J JIMENEZ 00010 00010 O9xxxxxxxxxxx99 AOnnnn6 V3vvvvvvvv0 JULIE J JIMENEZ 00010 00010 O9xxxxxxxxxxx22 AOnnnn7 VAvvvvvvvv0 00010 00010 O9xxxxxxxxxxx49 AOnnnn8 V3vvvvvvvv0 JULIE J JIMENEZ 00010 00010 Press lt ENTER gt to view more inquiries Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Left Right ACH User Manual Page 11 36 Screen 150 ACH Inquiry by Bank Trace cont d Basic Steps e Advance to Screen 150 e To quickly find and display a specific item enter the desired number in the Bank Trace field and press lt ENTER gt e Additional information is available by pressing PF11 to scroll right Field Descri ptions Required Help PF2 or Field Help Available Action Line Bank Trace Screen Information Panel 1 cc CC Name Bank Trace Cycle Date Vendor Name Vchr FY Voucher Net Amount Panel 2 FAMIS Trace Vendor ID ACH
103. xxxP Modified 08 31 2007 By TxxxxxP Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp HUB Stats Left Right ON STATE HOLD Security Busn Desc Basic Steps e Advance to Screen 203 e Type a valid vendor s identification number or name in the Vendor field and press lt ENTER gt If the vendor exists add additional vendor data or modify existing information and press lt ENTER gt to record If new add all required vendor data and press lt ENTER gt e Set the Send xxxx To TINS flag if appropriate e Press PF11 to view additional data on Panel 2 of this screen e Press PF10 to return to Panel 1 e Press the other PF keys provided to view additional information for this vendor Vendor Add Modify Process You can use Screen 205 when you only want to enter the Remit To address This screen is identical to Screen 203 except that the Bid To address is protected and you will not have to tab through those fields You will not be able to update the Purchasing Bid To information on this screen Press the following PF Keys for the desired action PFS PF6 PF9 PF11 ACH User Manual View HUB data if this is a HUB vendor View additional vendor statistics and audit information Make desired changes to the Purchasing Order From address Scroll to Panel 2 Page II 45 Screen 203 Vendor Add Modify cont d Fields Send New S

ACH User Manual - The Texas A&M University System

Contents

Download Pdf Manuals

Related Search

Related Contents

ACH User Manual - The Texas A&amp;M University System

Contents

Download Pdf Manuals

Related Search

Related Contents

ACH User Manual - The Texas A&M University System