famis departmental budget request manual
Contents
1. A temporary summary account such as a payroll account which is periodically set to zero See Chart of Accounts A two sided transaction that posts debits and credits The information that identifies the record being displayed or to be displayed by the system The reduction of a payable previously paid or still open A credit memo may result from overpayment overbilling or the return of goods Departmental Budget Request Manual Cycle Data Database Data Control Data Element HELP Data Entry Default Delete Flag Two or more programs that are run in a specific sequence D 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 The collected information that is accessible to the computer for processing The tracking of input processing and output and the comparing of actual results to expected results in order to verify accuracy An on line feature which assists the user by providing immediate information about any particular field on a screen A means for adding information into the system The value that the system will assign if no other value is entered A data element whose condition signifies that a document will be permanently removed from the database during t2. FIELD DESCRIPTIONS CONT D Show Pending Only Screen Information Panel 1 S Doc St Src of Funds Dept SDept Destination Dept SDept Amount Panel 2 JC Description Page Il 14 1 character Enter V to limit the displav to the pending requests 1 character Type an X to select a document for display on Screen 520 1 character digits Displays the document number 2 characters Identifies the status of the document 11 characters Type an X to select a document for display on Screen 520 5 characters Shows the department of the source account 5 characters Displays the subdepartment of the Source account 11 digits Identifies the destination accounts 5 characters Shows the department of the destination accounts 5 characters Displays the subdepartment of the destination accounts 15 digits Identifies the dollar amount 2 characters Shows the justification code 15 characters Displays a description for the transfer Departmental Budget Request Manual Departmental Budget Request Inquiry Screen 521 FIELD DESCRIPTIONS CONT D Route Doc 7 character digits Identifies the routing document Rte Status 12 characters Indicates the routing document status Created by 32 characters Displays the date and name of the person that created the budget request Additional Functions PF KEYS See the Appendix for explanations of th
3. C3128 Y Secondary Long Title NAVSO INC ENDOWMENT Account Letter Y Setup Date 02 28 1994 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Departmental Budget Request Manual Page Ill 7 INSTRUCTIONS cont d Page Ill 8 Departmental Budget Request Manual ABR ABR Pool Table Account Account Control Account ID Account Number Glossary A See Automatic Budget Reallocation A user defined table assigning rules for budget pools and the subcode ranges participating in each pool 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 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 A 6 digit identification number for an account A 10 position ID within the master file of the Financial Accounting System The first 6 positions identify the specific account while the last four positions identify the account control for a balance sheet account GL and the object
4. Also referred to as an open commitment Funds received by an institution from a donor who specifies the condition that the principal not be spent The income generated by investing the principal of an Endowment Fund The initial three digit code on a transaction that denotes the transaction type This code which is mandatory for all FRS transactions may be predefined by the system It is also known as the Transaction Code F A Financial Records System application that balances the General and Subsidiary ledgers while providing a complete audit trail of all transactions A system that supports the financial record keeping and reporting of a college or university An entry made to the system to record information A data element used to set controls or conditions on a process or program Freeze Flag FRS Fund Fund Balance Fund Group Fund Group ID Fund Transfer General Ledger GL GL GL SL Relationships A data element whose condition signifies that new transactions cannot be posted This includes no feeds or invoice postings for this document See Financial Records System 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 The equity of a fund the difference between assets and liabilities A related collection of funds 6 digit GL accounts E
5. to any account Rule would generally allow transfers between ledger 1 accounts Rule O would force transfers from 136XXX account to remain within 136XXX accounts FIELD DESCRIPTIONS Action Line Fiscal Year Access Type Src Dest Order Start From Screen Information F Source of Funds Funds Budget 4 digits Entry Required Enter the desired fiscal year 1 character Show records by access BLANK all records Y Show only allow records N Show only not allow records R Show only restrict records 1 character Type S to display the records in source account order Type D to display the records in destination account order Up to 6 digits Enter the account number or beginning digits to reposition the display from that value 1 character Entry Required Function code U A or D U Update existing records A Adda new record D Delete a record 12 digits Entry Required Account Range for the giving accounts Departmental Budget Request Manual Page Il 17 Departmental Budget Request Access Maintenance Screen 528 FIELD DESCRIPTIONS CONT D Destination Range Access Additional Functions PF KEYS Page Il 18 12 characters Entrv Required Account Range for the receiving accounts 1 character Entrv Required Types Y N or R Y generally Allowed R Restricted N Not allowed See the Appendix for explanations of the standard PF Ke
6. Data that is entered on the Action Line will be carried in context from screen to screen until changed For example the GL account number 032365 is entered on the action line of the screen below That account will be carried in context until the user keys a different account in the field Departmental Budget Request Manual INSTRUCTIONS cont d The lt 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 ENTER a message will be given at the top of the screen asking for modifications or providing further processing instructions F0002 Record has been successfully added 002 GL 6 Digit 03 03 94 14 56 o FY 1994 CC AA Screen Account 032365 NAVSO INC Account Title NAVSO INC MESSAGE LINE The line above the Action Line is used to display messages to the user These messages may be error messages or processing messages such as the one below gt F6537 Please enter a valid six digit GL account 002 GL 6 Digit 01 20 92 11 26 SCROLLING THROUGH DATA Pressing the ENTER key will scroll through information listed on a screen On some screens there are PF keys to use to scroll forward backward left and right These PF keys are displayed at the bottom on the screens with that function HELP HELP functions are available for many screen fields in FAMIS Placing a in the blan
7. Departmental Path then the Executive Level Path and ultimately to the Processing Office Electronic desk member or substitutes can use the traditional inbox 910 or web inbox Canopy to approve and forward the routed document No transactions have been posted yet Stage 3 Completion The processing office will be responsible for the final approval Processing Office participants can alter the document in limited ways without rejecting it back to the creator Once final approval has been achieved the transactions are processed The FYls to the list of individuals marked in Stage 1 are now sent Note If there are posting errors at this stage the document is automatically rejected back to the creator and the request is at Stage 1 Stage 4 Yearend cleanup Requests are only valid within the fiscal year they are created Furthermore they can only be created in the default open year Therefore yearend processing becomes a critical time to complete or cancel all pending requests Pending requests include all IP in process RE reopened and CL closed documents whether they are routed or not When the new fiscal year becomes the default open year generally within the first few business days in September all old year request will be cancelled This cancellation will sweep all old year requests and cancel the routing documents if they exist and the DBR documents A couple of tools will assist you in monitoring pending transact
8. FAMIS DEPARTMENTAL BUDGET REQUEST MANUAL Version 1 0 July 2005 2005 Texas A amp M University System All Rights Reserved This is unpublished information which contains trade secrets and other confidential information that is subject to a confidentiality agreement The unauthorized possession use reproduction distribution display or disclosure of this material or the information contained herein is prohibited Page l 2 Departmental Budget Request User s Manual INTRODUCTION The purpose of this manual is to assist in understanding departmental budget requests procedures in the Financial Accounting Management Information System FAMIS FAMIS is an accounting system that responds to financial regulations applicable to educational institutions All applications access a common database that allows different users to access identical information Other applications include Financial Accounting Accounts Payable Purchasing Receiving Fixed Assets and Sponsored Research Manuals for these applications are being developed or are currently available By utilizing the information and guidelines contained in this manual a user should be able to process reports and programs required at the end of the fiscal year and to prepare for closing procedures The FAMIS User Manuals are in a constant state of revision due to screen updates changes in procedures or any one of a multitude of reasons If you would like to make suggest
9. GNATES DEPARTMENTS WITHIN SCHOOLS OR UNITS FOR WHICH FISCAL REPORTS WILL BE NECESSARY I E CHEMISTRY DEPARTMENT ADMINISTRATION AND COUNSELOR EDUCATION ACADEMIC COMPUTING CENTER ACADEMIC COMPUTING SERVICES ACCOUNTING ADULT amp EXTENSION EDUCATION ADULT LITERACY amp LEARNING CEN alue Menu IASYS DEPT Default value is IAFRS GENERAL SUBSIDIARY FG FS DEPT Departmental Budget Request Manual O O INSTRUCTIONS cont d Question Mark and Asterisk Help FAMIS also provides information about selected fields through the Question Mark Help facility This HELP information may be accessed by typing a question mark in the field in question and pressing the lt ENTER gt key In some instances typing an asterisk will provide additional information for a field A pop up window is displayed with the valid values for the field By placing an X next to the desired value that value is passed to the main screen This is the Passback feature Screen 002 GL 6 Digit 002 GL 6 Digit 11 24 97 13 09 FY 1997 CC AA Screen Account 032365 NAVSO INC Account Title NAVSO INC Resp Person 499999999 SOSA MARIE M Old Acct Year end Process F Reclassify _ Reporting Group Aux Code Fund Group FG Sub Fund Group DF Sub Sub GP Function __ Default Bank 00001 Override Y SL Mapped Count 1 Alternate Banks 00002 Security Dept S Dept Exec Div Coll Mail Cd Stmt Primary ELEN EPI_ AA CD EN
10. IELD DESCRIPTIONS Action Line Fiscal Year 4 digits Enter the desired fiscal year Screen Information F 1 character Function code U A or D U Update existing records A Add a new record D Delete a record Account Range Start 6 digits characters Entry Required Entry Required Enter the starting account number of the account range End 6 digits characters Enter the ending account number of the account range DBR Path 10 characters digits Enter the name of the path to coordinate with the account range Additional Functions PF KEYS the standard PF Keys Page Il 20 See the Appendix for explanations of Departmental Budget Request Manual Departmental Budget Request Access Maintenance Screen 529 Departmental Budget Request Manual Page Il 21 Page Ill 2 Departmental Budget Request Manual 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 INSTRUCTIONS 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 k
11. Inquiry To view departmental budget requests that have been created use Screen 521 This screen allows you to review by account or dept sdept from a source of funds or destination account point of view Also you can filter the request to show only outstanding i e pending documents A right panel provides more information Selecting the document takes you to screen 520 for the more detailed view Screen 521 Dept Budget Request Inquiry Panel 1 521 DBR Inquiry 07 06 05 10 43 FY 2005 CC AB Screen Account 144013 As Src Dest D Destination Dept SDept Show Pending Only _ MORE gt gt St Src of Funds Dept SDept Destination Dept SDept Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Left Right Screen 521 Dept Budget Request Inquiry Panel 2 521 DBR Inquiry 07 06 05 10 45 FY 2005 CC AB Screen Account 144013 As Src Dest D Destination MORE Dept SDept Show Pending Only _ S JC Description Route Doc Rte Status Created by Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Left Right Departmental Budget Request User s Manual Page Il 12 Departmental Budget Request Inquiry Screen 521 BASIC STEPS Advance to Screen 521 Enter a valid account number on the Action Line or Enter a valid dept or dept and sub dept on the Action Line Change the Source Dest as desired Mark to show pending blank for ALL re
12. ason it can be cancelled from this screen Screen 520 Dept Budget Request Create Modify 520 Dept Budget Request Create Modify 07 06 05 09 31 FY 2005 CC AB Screen Doc U500003 Doc FY 2005 Status Total Amount Summary Route Doc Justify Source Account Amount Title Dept SDept Destinations Created Changed Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp NOTE FYI REFs Clse Rout Reop Canc BASIC STEPS Advance to Screen 520 Enter zero to create the document or enter the desired document number to be modified on the Action Line and press ENTER Add or modify information in the fields available and press ENTER Press PF8 to Close the Document you will be prompted to Route the doc zor Press PF9 to Route the Document you will be prompted to Close the doc DEPARTMENTAL BUDGET REQUEST PROCESSES As a creator you will use this screen to create or modify a budget request Once the request is ready you then send it to you departmental routing path for approval Page Il 7 Departmental Budget Request User s Manual Departmental Budget Request Create Modify Screen 520 Creating a new request Assuming you have screen and entity access begin a new document by typing UO NEW or 0 on the action line field Doc After entering a summary and a select a justification for a list code
13. ation below At this time requests can only be created through the traditional FAMIS 3270 system FRS screen 520 In addition requests can only be entered and approved in the current fiscal year and cannot be transferred across fiscal years The routed documents can be reviewed and approved on the traditional 3270 screens 910 911 912 914 or 918 or under the Canopy inbox outbox on the web Departmental Budget Request User s Manual Page l 7 Departmental Budget Request Introduction In addition to the online systems a nightly batch program FBAR522 can be requested that will generate a DBR status report The report will show among other things outstanding requests document DBR and Routing statuses how long they have been active and what has been posted This report will be critical at year end time as unprocessed old year requests face automatic cancellation Page l 8 Departmental Budget Request User s Manual Page Il 2 Departmental Budget Request User s Manual Departmental Budget Request Basic Concepts BASIC INFORMATION REQUEST LIFE CYCLE Stage 1 Creation Departmental staff will add new requests by using screen 520 A single source account can move budget funds to multiple destination accounts Destination users can be listed to receive FYls upon completion No transactions are posted at this time Stage 2 Routing and Approval Routing is initiated from screen 520 First the document routes through the
14. code for a revenue or expenditure account SL Departmental Budget Request Manual Accounts Payable Action Context Line Alias AP Attributes Automatic Budget Reallocation ABR An application of the Financial Records System AP processes vendor payments and keeps track of financial activity involving vendors The screen line usually fourth from the top or lines where the screen to be accessed and the key of the data to be addressed are input and displayed A commonly used name for a customer other than the formal customer name primary name that prints on the check The Purchasing System also offers a commodity alias name and permits you to define any number of alias names once a vendor has been created See Accounts Payable Descriptive data associated with a record Examples are school department function name and responsible person Attributes support a variety of sophisticated reporting techniques When transactions are entered a process by which the system automatically transfers budget dollars from predefined budget pools to specific object codes Page Ill 9 Glossary Appendix Bank Transfer Batch Session Batch Interface BBA Budget Budget Balance Available BBA Budget Pool Canopy Page Ill 10 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 A collection
15. e document or enter the desired document number to be modified Comprised of a prefix 1 digit year 1 digit sequence 5 digits Screen Information Doc FY 4 digits Displays the fiscal year the document was created Status 2 characters Shows the status of the document Total Amount 15 digits Identifies the total amount of the request Summary 35 characters Entry Required Displays the document summary Route Doc 15 characters Displays an associated routing document and status if one exists Justify 38 characters Help Available Shows the justification code and text For example CD Cover Deficit OI Over realized income Departmental Budget Request Manual Page Il 9 Departmental Budget Request Create Modify Screen 520 FIELD DESCRIPTIONS CONT D Source Account 15 digits Identifies the source account number s Amount 15 digits Entry Required Displays the amount from the source account Title 25 characters Shows the source account title Dept 4 characters Identifies the department on the source account SDept 4 characters Displays the subdepartment on the source account Destinations Destination Account 15 Digits maximum 10 entries Entry Required Identifies the receiving account s Amount 15 digits Entry Required Displays the request amount Title 25 characters Shows the account title Dept 5 characters Identifies the department on the account SDe
16. e standard PF Keys Departmental Budget Request Manual Page Il 15 Departmental Budget Request Account Access Maintenance Screen 528 is used to maintain which accounts are allowed or not allowed to transfer budget to other accounts with a fiscal year Several rules have been established to allow deny or restrict transfer to from an account or range of accounts Screen 528 Dept Budget Request Account Access Maintenance 528 DBR Account Access Maintenance 07 06 05 11 18 FY 2005 CC AB Screen Fiscal Year 2005 Access Type _ Src Dest Order _ Start From _ Source of Funds Budget Destination Range Access 000000 thru 099999 000000 thru 999999 000000 100001 100000 100000 000000 999999 000000 999999 110000 110000 100000 100000 110000 129999 110000 129999 120000 120000 120000 120000 120001 120001 120001 120001 120005 120006 000000 999999 121000 121000 120000 120000 121001 121001 550101 550101 121001 121002 120001 120001 121233 122333 100000 100000 130000 139999 130000 139999 136000 136999 136000 136999 136000 136999 137000 137999 Press ENTER for More Entries Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp F DDKKDADDADKKKKKK BASIC STEPS Advance to Screen 528 Enter the desired fiscal year on the Action Line Include additional information in the fields provided and press ENTER Make modifications as needed ACCOUNT ACCESS MAINTENANCE PROCESSES Source accou
17. eys on your computer PF Keys When a key is listed as PFn PF represents Program Function Many PCs use the function keys labeled Fn for these PF keys Others have special combinations of keys to represent the PF keys for example on a Memorex emulation a combination of the ALT key and the number 1 will represent the PF1 key At the bottom of the FAMIS screens there are PF keys listed that can assist in the use of the screen For example on Screen 104 Voucher Create the bottom of the screen shows the PF7 with the word Bkwd under it This means that by pressing the PF7 key the screen listing will scroll backwards TAB and BACKTAB Keys Use the TAB and BACKTAB keys on a 3270 terminal to move from field to field This will position the cursor at the start of each field Most PCs have a key labeled TAB while the BACKTAB is a combination of the SHIFT TAB keys Using the arrow keys instead of the TAB keys to move around the screen may lock the computer keyboard Use the RESET key then the TAB key to position the cursor and unlock the keyboard CLEAR Key The CLEAR key on many PC keyboards is the PAUSE key This key is often used to clear or refresh the screen before typing Departmental Budget Request Manual Page Ill 3 INSTRUCTIONS cont d RESET Key After pressing ENTER to process data information note the status bar at the bottom of the screen When the system is processing information the symbol X o
18. g Office have the ability to make limited changes to the DBR Document through a PF key on the Routing Document Cover Sheet The default limit is 1 00 dollar i e changes can be made within a one dollar limit on the total document amount However if your campus Processing Office limit set to 0 00 dollars no changes can be made to the document by the people in the Processing Office On the other hand if your campus Processing Office limit set to 5 00 the total amount of the request can be increased or decreased up to that amount Changes can always be made to the document by rejecting the document and instructing the creator to make said changes The table does not have to be used To establish or change the DBR Processing Office Dollar Limit Table value submit a Change Enhancement form through the FAMIS website http sago tamu edu famis Page Il 4 Departmental Budget Request Manual Departmental Budget Request Basic Concepts TRANSACTIONS ALLOWED A DBR can be created to move budget funds between these account combinations e GL to GL Cash transfer an 060 transaction e SL to GL Budget transfer by a one sided C redit 021 transaction The SL is the source of funds budget is reduced If the SL is mapped to a different GL an additional cash transfer will be included e GL to SL Budget transfer by a one sided D ebit 021 transaction The SL is the destination account so budget is increased If the SL is
19. ginal DBR document has be granted to people in the Processing Office As a primary or substitute on your Processing Office desk you will be able to modify the DBR document from the Inbox document coversheet When pressed the corrections PFKEY allows you to modify the dollar amount pool or mandatory non mandatory flag on the DBR document The dollar limit established by your campus controls how much the dollar amount can be altered The pool code can be changed to another pool code FAMIS considers all transfers as Non Mandatory However in rare cases you can re categorize it as a Mandatory transfer For all other changes the DBR document must be rejected back to the department for correction For the department to make changes the routing document cannot be active You will have to reject it back to the creator and all approvals up to this point become null and void The departmental users then have the ability to reopen the document Screen 520 to make changes The DBR document must then be re routed Page Il 6 Departmental Budget Request Manual Departmental Budget Request Create Modify Screen 520 allows for the creation and review of a departmental budget request From here the request can be closed and routed to the department for approval s If the routing document is inactive i e rejected or recalled the budget request can be reopened and modified from this screen Lastly if the request is not required or invalid for some re
20. he next archive cycle Departmental Budget Request Manual Diagnostic Message HELP Diagnostics Digit 3 of TC Discount Account Discount Table Dollar Data Dollar Limit Drop Flag Glossary Appendix An on line feature which assists the user with data entry by providing an explanation of a message and the appropriate action to take 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 The third digit of the Transaction Code Entry Code which specifies the type of transaction The account credited for discounts taken by the system when a check is written A table containing user defined values representing discount terms for vendors A record of the dollar amount and the type of financial transactions posted to an account 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 A data element whose condition signifies that a document is to be removed from the data base immediately Page Ill 11 Glossary Appendix Encumbrance Endowment Endowment Income Entry Code Financial Accounting FA Financial Records System FRS Financial Transaction Flag Page Ill 12 E An obligation incurred in the form of a purchase order or contract
21. ions at this time Screen 521 can be used to review all pending transactions by an account or department A batch report FBAR522 can also be requested Departmental Budget Request User s Manual Page Il 3 Departmental Budget Request Basic Concepts TABLE DATA SETUP AND MAINTENANCE Account Access Maintenance Table Lists of account ranges that allow deny or restrict transfers from one account to another must be established Some basic rules apply to all campuses but each campus must determine which account ranges are valid This table could be used to deny GL GL fund transfers See screen 528 for more information Processing Office Routing Path Table A Processing Office and Path must be created to handle the DBR documents The Processing Office must be defined on screen 940 and a default path must be created on screen 926 Other DBR Processing Office paths based on account ranges can be defined using screen 529 The new path name must be used on screen 926 to complete the definition of a new path Routing amp Approvals uses the best fit path available so if a path has been specified on the screen 529 table and on screen 926 it will be used If there is no appropriate path defined on screen 529 or no corresponding path on screen 926 the DBR default path in the Processing Office will be used See screen 529 for more information on this table DBR Processing Office Dollar Limit People on the desks in your DBR Processin
22. ions or call attention to errors please contact us at 979 458 6450 or copy the page with the error note the correction or suggestion and send it to College Station based FAMIS Services Texas A amp M University System 1144 TAMU College Station TX 77843 1144 Non College Station based The Texas A amp M University System FAMIS Services A amp M System Building Suite 2175 200 Technology Way College Station TX 77845 3424 Departmental Budget Request User s Manual Page 1 3 Page 1 4 Departmental Budget Request User s Manual Table of Contents PARTI INTRODUCTION PAGE Table 0f Contents inni l 5 STRIP oli lia n nta l 7 PART Il Departmental Budget Requests Basic ONA isis aid Il 3 Request Lite Cycle A kot t enr ere e eR ux Il 4 Table Setup and Maintenance seren Il 4 Routing and Approvals ad aaa Il 3 A elsa ela Il 12 Screen D seek iraniana sila 11 12 O SE SEJENEES 11 12 e A lalla 11 13 PART VI APPENDIX INSTUCIO MAA a i e Ba A Vl 3 A at aa tia Mra taddi VI 9 Departmental Budget Request User s Manual Page 1 5 Page 1 6 Departmental Budget Request User s Manual Overview INTRODUCTION Within FRS a Departmental Budget Request DBR provides a way to automate the budget and fund transfers at the departmental level Requests to move budget or funds from one account source to another destination are initiated by the source department i e the giving account The docu
23. k beside the desired field and hitting ENTER will access a pop up window with specified field information Another way is to place your cursor in the desired field and press the F2 key To get out of the HELP function either select a value and press ENTER or hit the PF4 key The distinction on which key to use will normally be designated in the pop up window EX PF4 Exit ESCAPING FROM A PoP UP WINDOW When in a pop up window pressing PF4 will usually take you back to the original screen There are a few screens when pressing ENTER will take you back to the original screen Departmental Budget Request Manual Page Ill 5 INSTRUCTIONS cont d Field Help Using The F2 Program Function Key Page IIl 6 On selected fields additional information can be displayed using the F2 program function key This HELP information is accessed by moving the cursor to the field in question and pressing the F2 Key Screen 002 GL 6 Digit 002 GL 6 Digit 11 24 97 12 05 FY 1997 CC AA Screen Account 032365 NAVSO INC Account Title NAVSO INC Resp Person 499999999 SOSA MARIE M Old Acct Year end Process F Reclassify _ Reporting Group Aux Code Fund Group FG Sub Fund Group DF Sub Sub GP Function Default Bank 00001 Override Y SL Mapped Count 1 Alternate Banks 00002 Security The first help screen describes the field pressing ENTER will display the valid values for the field DESCRIPTION DESI
24. mapped to a different GL an additional cash transfer will be included e SL to SL including support accounts Budget transfer 022 transaction If the SLs map to different GLs an additional cash transfer will be included Note The Account Access Maintenance Table can be used to limit the allowed transaction combinations See below for an example of how to eliminate ALL GL combinations for your campus See Screen 528 information Screen 528 Examples F Source of Funds Budget Destination Range 000000 thru 099999 000000 thru 999999 100000 thru 999999 000000 thru 099999 Access N N These rules would prohibit all GL fund balance transfers Departmental Budget Request Manual Page Il 5 Departmental Budget Request Basic Concepts ROUTING AND APPROVALS DEPARTMENTAL DESK PARTICIPANTS The creator of the request or anyone with entity access uses screen 520 to initiate routing Once routing is initiated the routing document must be recalled or rejected before departmental people can make changes to an original DBR document Screen 520 is used to reopen the DBR Once reopened the request can be modified The request must then be re routed EXECUTIVE DESK PARTICIPANTS If an Executive Level has been defined the DBR document routes according to the prescribed path No special access to the original request has been granted PROCESSING OFFICE DESK PARTICIPANTS Special limited access to make changes to the ori
25. ments are routed through the source department s routing and approval paths seeking the required electronic approvals Ultimately the request will post 02x and 06x transactions after the final electronic approval is satisfied at the Processing Office level Overall benefits of this new document include gt Departmental Data Entry One source account to multiple destination accounts Departmental Electronic Approvals Central Approval via Processing Office Automatic Posting of 02x and 06x transactions FYI notification to budget recipients destination accounts Security and Account access controls VV V ON ON V WV Web routing and approval Specifically requests are assigned a unique document ID contain a general reason for the request a short description a source account up to 10 destination accounts and the associated amounts Extra notes can be added to fully justify the request The destination departments can be notified by adding FYIs to specific individuals These FYls are sent upon final approval and posting of the budget transactions Several controls have been added to ensure that requests are made between qualified accounts A new security entity will grant creation modification access to source departments only An account to account access table will refine the allowable transfers Several system rules are embedded to ensure a proper request more details can be found on the FRS Screen 520 Create Modify DBR document
26. nts and Destination accounts combinations must be granted access on this table before a DBR can be successfully use them This table controls what accounts are allowed and not allowed to transfer budget There are 3 types of access Allowed Y Not Allowed N and Restricted R When creating or modifying a request on screen 520 the rules are applied in a specific order If the source and destination account are found within a Not allowed rule an error message will appear and that source dest combination cannot be used If the source or destination is found within a Restricted rule BOTH the source and destination must be on a Restricted rule If the accounts are both found on a Restricted rule the source dest combination can be used otherwise it cannot Lastly the accounts must be found on an Allowed rule otherwise the source dest combination cannot be used Departmental Budget Request User s Manual Page Il 16 Departmental Budget Request Access Maintenance Screen 528 ACCOUNT ACCESS MAINTENANCE PROCESSES CONT D Screen 528 Examples Source of Funds Budget Destination Range Access 000000 thru 099999 000000 thru 099999 121000 100000 136000 121999 000000 999999 199999 100000 199999 136999 136000 136999 Rule 9 would prohibit GL to GL transfers Similar rules could prohibit SL to GL or GL to SL transfers Rule would prohibit a small section of ledger 1 accounts from giving budget
27. of related transactions input to the system with a header record and control totals usually prepared by one person or subsystem feed A type of interface where one system generates transactions to be batched for input into another system See Budget Balance Available A plan of revenue and expenditures for an accounting period expressed in monetary terms That portion of budget funds that is unspent and unencumbered A budget summarized at significant levels of revenue or expense A single pool of money defines for use by specific object codes C Web interface to FAMIS and BPP It contains your Routing and Approval document inbox and the same data as screen 910 Cash Cash Disbursement Cash Receipt Chart of Accounts Check Override Claim On Cash Clearing Account COA Compound Journal Entry Context Credit Memo Coins currency checks and anything else a bank will accept for immediate deposit A non vouchered payment for goods received services rendered reduction of debt or purchase of other assets Cash received from cash sales collections on accounts receivable and sale of other assets A listing at the 6 digit level of all account numbers within the Financial Accounting System The capability to bypass on an individual voucher basis controls that were previously set for all vouchers The share of ownership that an account has in the institution s Moines
28. onstant value for a specific purpose or process It provides the user with defined choices for report selection processing or output requirements R A type or purchase order that denotes a typical order The address to which the check for goods and or services rendered will be sent 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 6 Digit Account Screen HELP Secondary Vendor Session SL Split Encumbrance Standing Order A data element defined when creating a vendor This indicates the number of months a vendor is to be maintained on file after all outstanding items have been paid or reconciled S For GL An entity which consists of a self balancing accounts For SL An entity of revenues and or expenses 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 A control mechanism to track real time posting of a group of financial transactions is order to provide an audit trail See Subsidiary Ledger An encumbrance which applies to several accounts A type of purchase order used for reoccurring services like those provided by the telephone and electric companies De
29. paid with the invoice A vendor from whom only one purchase or service is required No further transactions for this vendor are expected A three digit code that uniquely identifies a transaction type and determines editing criteria and dollar fields to be updated U A screen that allows a user to enter data for updating the files V A value of a data element that has been defined for input A provider of goods and or services See Order From Addresses and Remit To Addresses A record of all attributes dollar data and control information for all vendors K FA DOC WRKNPRCS Budget deptbudgetcurr doc Last Revised 10 13 2005 8 29 AM Page Ill 15 Glossary Appendix Page Ill 16 Departmental Budget Request Manual
30. partmental Budget Request Manual Subcode Subsidiary Ledger Suspense Account 1099 Vendor 1099 Voucher 10 Digit Account Tax Code Tax ID Four digits appended to the account ID to identify attributes and dollar records within an account Revenue and expenditure accounts for the institution All SL account numbers begin with a ledger number of 1 through 9 A GL clearing account reflecting real dollar activity directed to the Suspense File T A vendor usually a consultant or professional service hired by an institution whose payments must be reported to the IRS on Form 1099 A voucher that must be reported to the IRS on Form 1099 The six digit account ID combined with the four digit subcode e an account control or object 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 A Social Security Number or Federal Employer Identification Number that is available for 1099 report preparation Departmental Budget Request Manual Taxes Temporary Vendor Transaction Code Update Screen Valid Value Vendor Vendor Addresses Vendor File Glossary Appendix An additional charge on the acquisition of goods which is imposed by the taxing authority and should be
31. pt 5 characters Displays the subdepartment on the account Del 1 character Type a V or X to delete Created 30 digits Shows the user name and date the budget request was created Changed 30 digits Displays the user name and date the budget request was last modified Page Il 10 Departmental Budget Request Manual Departmental Budget Request Create Modify Screen 520 FIELD DESCRIPTIONS CONT D Additional Functions PF KEYS PF5 NOTES PF6 FYIs PF7 REFs PF8 Clse PF9 Rout PF 10 Reop PF 11 Canc See the Appendix for explanations of the standard PF Keys Use this key to review add or modify any additional notes If notes exist a screen label NOTES will appear at top of screen Required if Justification code is Other Use this key to review add or modify the list of individuals who will receive the final approval FYls These are sent Use this key to review add or modify the ref numbers that will be associated with the posted transactions REF2 is automatically filled in by the System Use this key to close the request Document posting ability is checked such as budget available valid account flags Use this key to initiate routing which releases the request onto the departmental approval path Use this key to reopen the request for changes Use this key to CANCEL the document Departmental Budget Request Manual Page Il 11 Departmental Budget Request
32. quests Press ENTER Select an item to proceed to Screen 520 and press ENTER DEPARTMENTAL BUDGET REQUEST INQUIRY PROCESSES This screen will list budget requests from either the source or the destination point of view You may look for requests by a specific account or department So to effectively use this screen you need to know whether your account or dept is giving budget funds or getting budget funds If you are looking to receive budget mark a D as the Src Dest direction Conversely if you are inquiring about giving budget mark an S as the Src Dest direction You can filter the results to show only those requests that are pending Pending requests are IP In process RE reopened or CL closed statuses and have not achieved final approval and consequently have not posted Since not all pending requests are closed all pending requests have even been released into routing On the other hand non pending requests are cancelled and completed documents The right panel PF11 will show the routing document FiELD DESCRIPTIONS Action Line Account 11 digits Entry Required Enter a valid account number As Src Dest 1 character Entry Required The default is S for Source requests D will find requests by destination accounts Dept SDept 10 characters Help Available Include the desired department and or subdepartment code Departmental Budget Request Manual Page Il 13 Departmental Budget Request Inquiry Screen 521
33. r 2 will appear You cannot enter additional information until the system is finished processing If any other symbols appear press your RESET key often the ESCAPE key on a PC ERASE END OF FIELD Key To erase all the information in a field with one stroke the ERASE EOF key on a 3270 keyboard is helpful For example a vendor name is held in context when moving from screen to screen To change to a different vendor use this key and the current vendor name in the Action Line will be removed Now the new vendor name can be input On most PCs the correct key to use is the END key on the numeric keypad HOME Key From anywhere on the screen the most efficient way to take the cursor back to the Screen field on the Action Line is by pressing certain keys For the 3270 terminals the correct combination is the ALT RULE keys On most PCs the HOME key on the numeric keypad will work PROTECTED AREA The Protected Area is the area of the screen that will not allow the user to enter information Typing information in the protected area may freeze the screen Use your reset key and then tab key to release your system when it freezes ACTION LINE CONTEXT Page Ill 4 The Action Line is usually the first line of information on each screen The Screen field is used to navigate from screen to screen by entering the number of the screen desired Fields such as screen vendor voucher number account etc are often found on the Action Line
34. te an open document the system will also check the transactions for posting correctness You can also insert an FYI or FYA recipient at this time Closing and Initiating routing are two actions that can be taken together or separately If you press PF8 to close you will be given the choice to also route the document You can choose to route the document now or later Reopening and Modifying a Request If the request is closed but not routed simply press PF10 to reopen the document Page Il 8 Departmental Budget Request Manual Departmental Budget Request Create Modify Screen 520 However if the request has been routed the routing document cannot be active It must be cancelled rejected or creator recalled within the Routing and Approval screens 910 911 912 or on Canopy Once the routing document has been taken out of routing the request can be reopened on screen 520 by pressing PF10 Once the document has be reopened the status will change to RE The changes can now be entered The request must be closed and routed again Canceling a Request You can simply cancel any request that does not have a routing document by pressing PF11 However if you wish to cancel the document with an active routing document the routing document must first be rejected or creator recalled A cancelled request cannot be reopened or closed FiELD DESCRIPTIONS Action Line Doc 7 character digits Entry Required Enter zero to create th
35. uage Departmental Budget Request Manual Job Control Language Journal Entry Ledger Liability Account Map Code Memo Bank Account Menu Glossary Appendix 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 A non cash transfer of dollars between two or more accounts L 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 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 A five digit attribute code in an SL account indicating the GL Fund ID to which it relates An account that represents the balances of deposits for operating accounts A screen containing a list of available processes screens or other menus Page Ill 13 Glossary Appendix Name Rotation Object Code Parameter Regular Order Remit To Address Requisition Page Ill 14 N A feature that allows users to print a vendor name in one format on checks and then rotate it to another format for sorting on reports on on line searching O A four digit number identifying specific items of revenue expense P A variable that is assigned a c
36. xamples include Current Unrestricted Current Restricted Loan Endowment Annuity and Life Income Plant and Agency A one digit identification number representing the fund group with which an account is associated A movement of dollars from one fund balance to another G A balance sheet account for the institution All GL account numbers begin with 0 zero See General Ledger User defined structures relating Subsidiary Ledger revenue expense accounts to General Ledger fund accounts Departmental Budget Request Manual Global Subcode Edit GSE GSE Header HEAF Indirect Updating Inquiry Screen Interface Interfund Borrowing JCL A system edit which checks each new 10 digit account against a table which specifies valid combinations of 6 digit accounts and subcodes See Global Subcode Edit H That portion of a Purchasing document containing basic information such as the document s number the date and amount Indicates a Higher Education Assistance Fund code number The automatic posting of real dollar activity to a GL Balance Sheet account as a result of a direct transaction A screen which only displays information and cannot be used for entering data A communication link between data processing systems or parts of systems that permits sharing of information The transfer of an asset or liability from one fund to another J See Job Control Lang
37. you can enter the account information You must enter at least the 6 digit source account and if the account is an SLa valid pool from the account ABR or one designated as a line item budget If the account is a GL no account control is required the system will generate it at posting time after all approvals have been satisfied You can only enter a single source account If multiple source accounts are needed multiple requests must be created Enter a positive amount into the source account amount field This field will match the total amount field and cannot be negative Negative amounts reversals or trying to move money from a destination account into a source account are not allowed Next you must add at least one maximum of 10 destination account s to the request The destination account can be the same SL as the source account but the pools or support account must be different Once you have successfully added a destination account the system will assign the document id The status is now IP in process Closing and Routing the Request Closing the documents checks the transaction for posting correctness The transaction will not post at this time but any errors should be caught here instead of at the final approval within the processing office Once you have successfully closed the request the status becomes CL closed Routing will send a closed document onto the Department routing path If you choose to rou
38. ys Departmental Budget Request Manual Departmental Budget Request Processing Office Routing Path Table Screen 529 is used to establish a link between the source account and the appropriate approver in the Processing Office Once departmental routing has been satisfied the Processing Office path will be automatically selected If no entries are made on this table or a specific source account is not found the default path will be selected Screen 529 Dept Budget Request Account Routing Path Rules 529 DBR Processing Office Routing Path Table 07 06 05 11 29 FY 2005 CC AB Screen Fiscal Year 2005 Account Range Account Range DBR Path DBR Path 18XXXX AXXXXX 6XXXXX kkkkkkkkkkkkkkkkk End of data kkkkkkkkkkkkkkkkk Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp BASIC STEPS Advance to Screen 529 e Enter the desired fiscal year on the Action Line e Type a valid function in the F field to add or modify the starting and ending account ranges and DBR Path Press ENTER to record rules entered ACCOUNT TO ROUTING PATH RULES e The account ranges cannot overlap e Multiple entries can point to the same path e These DBR Path names are used on Screen 926 to define the path for the accounts within the range Page Il 19 Departmental Budget Request User s Manual Departmental Budget Request Routing Path Rules Screen 529 F
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