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FAMIS Departmental Correction Request (DCR) User Manual

1. Corrected Line Items Includes Original and Proposed Co c mt Dern 3 ner Subpart etiem emama WORKER S COMPENSTATION INSURANCE Worker s Comp Medical Services mise mis Project 46 17 Correct Corrective Actions No records found to display i Completed FYIs Recipient There are no FYIs for this document Add FYI Voucher Corrections Generally any voucher can be used to create a DCR document Voucher corrections moving from State to Local or Local to State will require manual entry steps These entries are not created and posted automatically Vouchers moving from Local to Local will process automatically after the approval process The status of the line items on the voucher determines whether the corrective action can be applied The line items on the voucher must be in Paid or Recon status The edit to make this determination is made when you close the document The DCR correction is made to the existing voucher by posting a new line item The overall net amount of the voucher cannot be changed General Rules for Voucher Corrections e Only voucher line items in Paid or Recon status can be corrected e Only the Account Number Subcode and Amount fields can be corrected e Encumbrances are NOT adjusted the Partial Final Indicator on the new line items is uy e New line item s are posted to the existing voucher as an 068 journal entry transaction e A reason is required fo
2. FILTER FILTER NOTE o E Over 90 Day Rule N Over 90 Day Rule N The path and unit will only set when rule met for each PF4 Exit Enter PF Tes BEB PP3 PP4 PEBSeePFPB e PRTe PPRBS PES eSPPIBSePBFITS PPIB Hmenu Help EHelp FFX CEGA Sbcd rfAcct C amp GF The DCR Office flags are evaluated in the following order e Over 90 Day Rule e Cost Share Link e SRS Accounts e NON SRS Research Departmental Correction Request DCR User Manual Page 31 DCR Routing and Approval Features cont d 90 Day Rule controls Month Expense Originally Posted Over 90 Days May September June October July November August December September January October February November March December April January May February June March July April August When Screen 9 fields pertaining to research are populated OR there is a Sponsor on the account the NON SRS Research routing can be added C amp G Path on the department member IF the NON SRS Research flag is set to Y n the Dept Routing column CFDR Nbr NSF Category Activity Science Engineering Field Character of Work Selection Process Departmental Correction Request DCR User Manual Page 32 DCR Routing and Approval Features cont d DCR Research Over 90 Departmental level routing units will see the following e New and O
3. e Optionally you can add an FYI copy to route to persons not normally in the routing paths Click the Add FYI button to add the information required Departmental Correction Request DCR User Manual Page 17 Creating DCR Documents cont d 3 Make the Corrections e To open the section and make your correction click on the Correct link next to the line item Canopy Logout The Texas A amp M University System EPA FFX FRS Routing System Campus TAMU TRAINING CAMPUS AM Fiscal Year 2010 E Set CCIFY Main Menu FRS DCR DCR Document end F INFO DCR Document J000003 has been successfully added DCR Search DCR Document Create DCR DCR J000003 g DCR Action Select an action z Submit i DEPARTMENTAL CORRECTION REQUEST E d Account NET HEADER DEFAULT VIEW EFFECT No records found to display DCR Document 3090003 DCRFY 2010 DCR Status In Process IP Voucher 1001784 Voucher FY 2009 Type Voucher V Route Document Route Status Description Supplies Justification Code OT OTHER SEE NOTES Created By Walsh Diane L 10 27 2009 Last Update By Attachments Cancel CORRECTED LINE ITEMS INCLUDES ORIGINAL AND PROPOSED Item Orig Account Account Description Subcode Subcode Description Dept SubDept Dept Name
4. PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 Hmenu Help EHelp CCopy Left Right Screen Campus Code Field Name IAZSS ZC ENTITY Field Value F Field Value Field Translation FFXASSET Fixed Assets FRSACCT Account FRSBUDGET Budget FRSD x ex All Departmental Entities FRSDBR Dept Budget Requests Ersen Dept Correction Requests FRSE ke eee All EPA Entities FRSEPDOC Web EPA FRSEPENC EPA Encumbrances FRSEPHIST EPA Enc and P R History _ FRSLEVEL1 Budget Lock Level 1 FRSLEVEL2 Budget Lock Level 2 FRSLEVEL3 Budget Lock Level 3 FRSLEVELA Budget Lock Level 4 FRSLEVEL5 Budget Lock Level 5 Page 46 DCR Reports and Batches FAMIS Reporting There are two reports available for the DCR Process As part of implementation Member Fiscal Offices need to contact FAMIS Production to schedule these jobs The first is the VBAR272 which reprints any vouchers that now contain corrected items This only picks up vouchers corrected since the last run of the report The second is the VBAR274 which reports statistics in both summary and details about the DCR documents for the period between the chosen start and end dates Reports a Request and schedule the VBAR272 report which reprints any voucher data sheets with corrected items only since last run of the report i Can be set to run multiple times during the day ii Can be set to run without printing the data for
5. PFT PFH PFPS8 PFTH PFlI PF12 Hmenu Help EHelp Names Departmental Correction Request DCR User Manual Page 36 DCR Implementation Task List Implementation for a Member to use the DCR process is a joint effort between the appropriate personnel at the Member and the FAMIS Services staff The following items are necessary to begin using the DCR process In the list below the steps that must be completed by FAMIS are noted Contact famishelp tamus edu to discuss implementation Member Requirements 1 Security Requirements a Entity Security i Users must have Update Access to either DCR or D Entity in FRS to create DCR documents ii Users must have Inquiry Access to either DCR or D Entity in FRS to review DCR documents iii Existing D security allows for the creation or reviewing of DCR documents Update or Inquiry iv Transactions Corrections Service Centers SC personnel can correct either side of the transaction b Screen Access for Screen 933 DCR Settings Maintenance i Give Update Access to create the Processing Office Paths set up the Restricted Subcodes and set the allowable fiscal years for corrections ii Give Inquiry Access to view the DCR controls 2 DCR Processing Office Create the DCR Office on Screen 940 as follows DCR OFFICE Name of the office 2 d in the Processing View DCR Office Processing View Name 3 Tables Set Up a OnScreen 860
6. Diane L Last Updated By DCR Y900001 w DER Action Select an action a Submit zi DEPARTMENTAL CORRECTION REQUEST HEADER DCR Number Y900001 ff DCR Report DCR Fy 2009 DCR Status In Process IP Type Voucher V Route Status 1 Y 271300 00000 FMO 4010 a CORRECTED LINE ITEMS INCLUDES ORIGINAL AND PROPOSED ItemOrig Account Account DescriptionSubcode Subcode Description DeptSubDept Supplies Office General FISC FMO Dept Name Financial Management Operations 1 500 00 zi CORRECTIVE ACTIONS Orig Line Item 1 Orig Account 271300000004010 No records found to display Orig Amt 1500 00 New Account 27130000000 New Subcode Amount 1500 00 Get Line Item Save Cancel zi COMPLETED FYIS RECIPIENT No records found to display Add FYI 3 DCR NOTES There are no DCR notes for this document Add Notes Canopy a Business Computing Services application The Texas A amp M University System Version 10 14 2008 2 09 27 PM Debug Info Site Management Top of Page Theme Large Font e Set theme Turn Paging On System Site Map All DCR amounts entered are positive the posting handles the credits and debits Departmental Correction Request DCR User Manual Page 19 Creating DCR Documents cont d You will then see the correction lin
7. and a multitude of other reasons If you would like to make suggestions or call attention to errors please contact us at 979 458 6464 or copy the page with the error note the correction or suggestion and send it to one of the following addresses College Station based FAMIS Services The Texas A amp M University System 1144 TAMU College Station TX 77843 1144 Non College Station based FAMIS Services The Texas A amp M University System 301 Tarrow Street College Station TX 77840 7896 Departmental Correction Request DCR User Manual Page 3 Introduction cont d Departmental Correction Request DCR User Manual Page 4 Table of Contents Departmental Correction Request DCR Introduction and Basic CONCEPtS cccecesssceceestececeesneeeeseceeeeeeaas Prior Year Documents Vouchers and Transactions DCER Features C ERS Attachirients erreren aae FA UR VN RA VER a Re d D RR Voucher Correctioris sein te orar roa Pep rh d a RI a Td RR General Rules for Voucher Corrections screens Restrictions on Voucher Corrections ccccccccceeeeeeeeeeeeeeeeees Voucher Correction Postings ccscsscsccccssessessseeeeeeessesseees Transaction Corrections Deposits Journal Entries IDTs General Rules for Transaction Corrections ese Restrictions on Transaction Corrections ess Creating DCR Documents Create DCR DOCUMENL cccc
8. i Set the DCR Allow flag to Y ii In training the flags can be set in batch send requests to famishelp tamus edu if desired XXDCRTRN Departmental Correction Request DCR User Manual Page 37 DCR Implementation Task List cont d b Control Fields and Flags on Screen 933 DCR Settings Maintenance 933 DCR Settings Maintenance 08 04 09 09 26 FY 2009 cc 02 Screen Fiscal Year 2009 DCR Create Y Oldest Doc FY DCR Allowed Types allowed on a new DCR Proc Office PATHs Vouchers Y FY 2008 FFX FFX Transactions N FY C amp G C amp G Both BOTH Enter PF1 PF2 PF3 PF4 Hmenu Help EHelp PF5 PF6 PF7 PF8 1PF9 PF10 PF11 PF12 FFX C amp G Sbcd rAcct i DCR CREATE Y is default This flag is set to Y to allow the DCR process for the campus ii DCR ALLOWED TYPE Set each desired type to Y to allow the DCR process for Vouchers and or Transactions iii FY Fiscal Year There are separate year allow settings for Voucher Corrections and Transactions Corrections These flags set the oldest year that is allowed on a DCR document for prior year corrections These fields increment each new fiscal year as part of the roll forward processes A blank means that any year may be corrected iv PROCESSING OFFICE PATHS OPTIONS There are three options for setting up Processing Office Paths that vary from the normal These are special paths to route special needs documents to the a
9. ASM University System tPA x us s TEST DEFAULT CAMPUS AB Fiscal Year 2008 SN COFY Main Monu PRS OCR IEEE send Feedback D for a match Last updated by Med Date Created by Last Updated Closed CL Closed CL canona 00099 test post line 6 dean test processed caooo T CAR clean processed Flog 09 02 C800104 fn09105 Departmental Correction Request DCR User Manual Page 23 Creating DCR Documents cont d Manual DCR To standardize the voucher correction process DCR documents may now be used to document all types of voucher corrections Transactions the DCRs can already automatically post will continue to post automatically For all others the DCR will be used to provide documentation via attachments notes and routing approvals Voucher corrections using the change source of funds screens will require manual entry by the processing office during the DCR final approval e The manual DCR will be marked to highlight the manual posting requirement e Automatic and Manual DCR corrections may exist on a single DCR document e Awork flow step in ROUTING to force the manual step is required DCR documents requiring manual entry for completion may now be submitted via the DCR function in Canopy Voucher Changes for Manual DCR For vouchers affected by the new process new fields will be visible on the Voucher Data Form e Voucher lines display prior DCR corrections e Manual W
10. CC UNIT Enter PF1 PF2 PF3 PF4 PF8 PFB PFT PFB PFS PFTE PFTT BF12 Hmenu Help EHelp FFX C amp GA Sbed rfAcct C amp GF These flags are evaluated in the following order e Over 90 Day Rule e Cost Share Link e SRS Accounts e NON SRS Research Departmental Correction Request DCR User Manual E Page 29 DCR Routing and Approval Features cont d Over 90 Day Rule The date the DCR is closed and routed for approval is compared to the original items posting date Items posted 90 or more days ago are considered Over 90 SRS has devised a conversion chart for the Over 90 rule see below Month Expense Originally Posted Over 90 Days May September June October July November August December September January October February November March December April January May February June March July April August Cost Share Link When Cost Share Accounts exist on the old or new account on a DCR and the Cost Share Link is set to Y the Research routing will be added to the document SRS Accounts When the old or new account on a DCR is flagged as SRS the Research routing will be added to the document NON SRS Research When Screen 9 fields pertaining to research are populated OR there is a Sponsor on the account and the NON SRS Research flag is set to Y the NON SRS Research routing via DCR Office C amp G path will be added to the DCR Sc
11. Justification Description Created Date Created by Last Updated Last updated by DCRAMJ900001 CAPITAL INVENTORY GOODS CHANGE CI CAPITAL INVENTORY GOODS CHANGE CI PROCESSED ON THE WRONG ACCOUNT PW DCRAMJ900004 CLERICAL ERROR ER DCRAMJ900005 NEW ACCOUNT HAS BEEN ESTABLISHED AC T change obj code To correct object class code Correct account amounts switch line items amounts account transfers 11 21 2008 14 05 05 11 21 2008 14 05 05 11 21 2008 14 21 23 11 21 2008 14 21 41 11 21 2008 14 33 43 Departmental Correction Request DCR User Manual Raines Andrea L Williams Ketra S Williams Ketra S Raines Andrea L Rai Andrea L 02 16 2009 13 23 25 Gibson Catherine D Williams Ketra S Williams Ketra S Johns Scott M Raines Andrea L Page 15 Creating DCR Documents cont d Transaction Begin with a display of the Transaction you want to correct e Using the Transaction search display the transaction and click on Details to see the detail Logout Canopy The Texas A amp M University System EPA FFX FRS Routing System Campus amu TRAINING CAMPUS AM z Fiscal Ye r 2010 z Set CC FY Main Menu FRS Account Transactions fl Send Feedback Account Search Subcode Search My Accounts Attributes Summary Open Comm Transactions Payroll Report
12. State will require manual entry steps DCR line items will automatically switch from Manual to Automatic and vice versa depending on the corrections being requested DCR documents requiring Manual changes will not be posted immediately in FAMIS These will require manual entry by the Processing Office personnel who will then acknowledge that the Manual entry has been completed as part of the Final Approval process A warning will be provided and require the creator to acknowledge that Manual entry will be required This must be acknowledged prior to submission into routing A Manual DCR Correction will not be reflected in accounting until manual entry has been completed by the processing office Original and new bank information will be displayed for each line item The default bank for the new account may not be modified by the DCR Submitter This is a function of the Processing Office Banks may now be modified on DCR documents New banks will be selected as follows e When the original bank is a valid bank on the new 11 digit account SL SA the bank from the original transaction will be supplied as the bank on the new transaction e When the original bank is not valid on the new 11 digit account SL SA the default bank for the new account will be supplied Corrections which have notes related to them will be designated as follows e Plus Icon lets user add a note to a line e Note Icon 2 shows a note is attache
13. on the document page This gives you extra flexibility to notify others of the correction The creator of the DCR document automatically receives an FYI notification when the document is completed and the transfer has posted Departmental Correction Request DCR User Manual Page 28 DCR Routing and Approval Features cont d DCR Routing Maintenance Screen 933 PF9 Settings Pressing PF9 on Screen 933 will display the options for Research Routing Maintenance Dept Routing RSFN SRS Routing Flags are set to control when the RSFN department should be added to the routing path When added this will follow the regular departmental routing then advance to the DCR Research Path on the TAMRF Department RSFN has only been used for EPA Routing prior to the new features added recently 933 DCR Settings Maintenance 18 81 14 16 FY 2014 CC The Dept Routing settings should be configured for how the departmental approvals should flow This Ck G F a g M ain t enance c setting works independently of the Processing Office settings Dept Routing Processing Office RSFN SRS Routing DCR Office Cost Share Link Cost Share Link Setting the flags to yes SRS Accounts SRS Accounts will follow the C amp G NON SRS Research NON SRS Research Processing Office Path and FILTER FILTER Over 90 Day Rule Over 90 Day Rule N The path and unit will only set when rule met for each PF4 Exit or will add B2 RSFN
14. 0 Computer Consumables Completed FYIs R There are no FYIs for this document Document Note Departmental Correction Request DCR User Manual Page 25 DCR Year End Processing At the end of a fiscal year when the New Year has become the Current Fiscal Year DCR documents can still be created and posted in the old Fiscal Year until either 13th month close or the roll forward of the budgets At that time all pending DCR documents are canceled Therefore it is imperative that DCR documents are completed or manually canceled at this critical time Pending documents include all IP in process RE reopened and CL closed documents whether they are routed or not At the time of the 13 month close or the roll forward of the budgets jobs all old year documents are cancelled VBYU275 is the program for the year end auto cancel This cancellation sweeps all old year requests and cancels both the routing documents if they exist and the DCR documents Canopy FRS DCR Search can be used to review all pending transactions Departmental Correction Request DCR User Manual Page 26 DCR Routing and Approval Features Following are the routing possibilities for DCR Documents Departmental Departmental routing paths are followed in the routing of DCR documents When expenses are corrected from one department to another both departments are required to sign the document The DCR document will route to the department that is acc
15. 00000 0000 DROP 0 00 COMPUTER APPLE MACBOOK Dell Higher Education 11 14 2008 e Enter Doc Year as tha year of the document ex 2009 to correct e Click the magnifying glass icon to search e Select the document ex 2009 document e Click Create FY 2010 Document Logout Campus TAMU TRAINING CAMPUS AM zl Fiscal Year 2010 z Set CCIFY Send Feedback Canopy The Texas A amp M University System EPA FFX FRS Routing System Main Menu FRS DCR Create DCR DCR Search DCR Document Create DCR DCR Create DCR Doc ID NEW Doc Year 2909 Blank current year Original Doc ID Show Create FY 2010 Document Departmental Correction Request DCR User Manual Page 13 Creating DCR Documents cont d 1 Create the DCR Document There are various ways to begin the process Method One Go directly to Create DCR Document e Click on FRS TAB gt DCR gt Create DCR e Choose the Type of document to correct e Optionally change the Doc Year document year default is the Fiscal Year e Fora Voucher i Type the Original Document ID Voucher number optionally click the Show button to display the voucher OR ii Search for the youcher using the magnifying glass icon For a Transaction i Search for the t ansaction by clicking on the magnifying glass icon e Click Select to choose the item t
16. Apparatus Co Inc 1005002 09 03 2008 10 30 2008 Select 1001787 1 300210 00000 1237 PAID 75 00 COFFEE Twin City Coffee Service 000510 11 05 2008 10 30 2008 Select 1001788 1 300210 00000 1239 PAID 3 814 09 TEMP SUPPORT STAFF SERVICES Friendly Service Staffing 000511 11 05 2008 10 30 2008 1001789 1 130520 00000 0000 OUT 262 32 BO KS FOR TEACHING CLASSES Barnes amp Noble College Bookstore STVCHR 11 13 2008 1001790 1 225150 00000 0000 DROP 0 00 BOQKS FOR TEACHING CLASSES Barnes amp Noble College Bookstore 11 13 2008 1001791 3 225150 00000 00000 PAID 5 108 00 COMPUTER PAPER INK CABLES Dell Higher Education 000516 11 17 2008 11 25 2008 Select 1001792 2 241405 00000 0000 PAID 1 990 54 COMPUTER APPLE MACBOOK Apple Computer 000519 11 17 2008 11 13 2008 Select 1001793 2 241490 00000 0000 PAID 1 990 54 COMPUTER APPLE MACBOOK Apple Computer 000519 11 17 2008 11 13 2008 Select 1001794 3 241102 00000 0000 PAID 1 990 54 COMPUTER APPLE MACBOOK Apple Computer 000519 11 17 2008 11 25 2008 Select 1001795 4 214530 00000 00000 PAID 1 990 54 COMPUTER APPLE MACBOOK Apple Computer 000519 11 17 2008 11 18 2008 Select 1001796 2 246206 00000 00000 PAID 1 990 54 COMPUTER APPLE MACBOOK Apple Computer 000519 11 17 2008 11 13 2008 g01797 3 300090 00000 0000 PAID 1 990 54 COMPUTER APPLE MACBOOK Apple Computer 000519 11 17 2008 11 25 2008 D1798 2 241408 00000 0000 PAID 1 990 54 COMPUTER APPLE MACBOOK Apple Computer 000519 11 17 2008 11 13 2008 101799 2 246206
17. FAMIS Departmental Correction Request DCR Version 1 2 December 2014 User Manual FAMIS Services The Texas A amp M University System Departmental Correction Request DCR User Manual Page 2 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 either currently available or in the process of being developed The materials are grouped according to functions All associated screens and processing information are included along with field descriptions The required fields are designated by a diamond symbol 4 Data entry information Help can be accessed on some screen fields by using the PF2 key or by typing an asterisk or question mark in the field With 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 prepare for closing procedures The FAMIS User Manuals are in a constant state of revision due to screen updates changes in procedures
18. J Fill in required fields leaving the Prefix Class field blank ii Run the FBDU258 to create new numbers for the prefix b OnScreen 950 i Set up for new Form DCR ET 950 Electronic Documents Profile 09 30 11 09 27 Screen Form PANEL 01MORE gt gt Review by Processing Required Route Func Form Description Proc Unit Unit View Approvals Cat Level Exp Dt _ DBR DEPT BUD REQ Y DBR OFFICE SIGNER AM D _ DTV DEPT TRAVEL N SIGNER D _ EBR EPA BUDGET _ Y PAYROLL__ SIGNER D _ EGR EPA GRAD Y PAYROLL__ SIGNER D _ EWR EPA WAGE Y PAYROLL__ SIGNER D _ PBD BID Y PURC NONE P _ PEP EXEMPT PURC_ N SIGNER AM D _ PIP INVOICE PROB N SIGNER AM D _ PLP LIMITED PURC N SIGNER AM D _ PPO PURCH ORDER Y PURC NONE P PRQ REQUISITION Y PURC SIGNER AM D _ TDP ASSET TRNSFR Y PROPERTY SIGNER D End of list Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 LFPF11 jPF12 Hmenu Help EHelp Left Right ii Optionally Category can be set to DA for Days Over Routing For vouchers only the DCR form has a built in DAYS Over check The DAYS Over value is based on the Check Date and the initial route date Screen 950 must be set to DA for the DCR form and a new path must be created with the number of days in the Category field on Screen 921 Department Level or Screen 925 Executive Level Then if the original voucher is older than the number of days defining the path 60 90 etc th
19. OUT 262 32 BOOKS FOR TEACHING CLASSES Barnes amp Noble College Bookstore STVCHR 11 13 2008 1001790 1 225150 00000 0000 DROP 0 00 BOOKS FOR TEACHING CLASSES Barnes amp Noble College Bookstore 11 13 2008 1001791 3 225150 00000 00000 PAID 5 108 00 COMPUTER PAPER INK CABLES Dell Higher Education 000516 11 17 2008 11 25 2008 Select 1001792 2 241405 00000 0000 PAID 1 990 54 COMPUTER APPLE MACBOOK Apple Computer 000519 11 17 2008 11 13 2008 Select 1001793 2 241490 00000 0000 PAID 1 990 54 COMPUTER APPLE MACBOOK Apple Computer 000519 11 17 2008 11 13 2008 Select 1001794 3 241102 00000 0000 PAID 1 990 54 COMPUTER APPLE MACBOOK Apple Computer 000519 11 17 2008 11 25 2008 Select 1001795 4 214530 00000 00000 PAID 1 990 54 COMPUTER APPLE MACBOOK Apple Computer 000519 11 17 2008 11 18 2008 Select 1001796 2 246206 00000 00000 PAID 1 990 54 COMPUTER APPLE MACBOOK Apple Computer 000519 11 17 2008 11 13 2008 1001797 3 300090 00000 0000 PAID 1 990 54 COMPUTER APPLE MACBOOK Apple Computer 000519 11 17 2008 11 25 2008 Select 1001798 2 241408 00000 0000 PAID 1 990 54 COMPUTER APPLE MACBOOK Apple Computer 000519 11 17 2008 11 13 2008 1001799 2 246206 00000 0000 DROP 0 00 COMPUTER APPLE MACBOOK Dell Higher Education 11 14 2008 Departmental Correction Request DCR User Manual Page 14 Creating DCR Documents cont d Method Two Voucher Begin with a display of the voucher you want to correct minimum requirements for correction Using the Vouche
20. access to one or more departments or sub departments assigned to a line item account An exception exists for Transaction Corrections and Service Departments Service Center personnel are able to correct both sides of a transaction The Fiscal Office of the Member is the point of contact for departments They work in conjunction with FAMIS Services to set up the required tables including those in Routing amp Approvals If a campus would like to take advantage of this process please contact famishelp tamus edu and they will guide you through the setup and answer all questions Basic Concepts The DCR Process can handle different types of accounting corrections Voucher Corrections State to Local Voucher Corrections with manual steps Transaction Corrections Local to State Voucher Corrections with manual steps Deposits Journal Entries IDTs Local to Local Voucher Corrections Interdepartmental Transfers DCR documents are included in HUB reporting when they meet the HUB criteria Prior Year Documents both Vouchers and Transactions DCR documents can be created to make corrections to prior year vouchers or transaction up to the year that is designated on Screen 933 Departmental Correction Request DCR User Manual Page 7 Departmental Correction Request DCR cont d DCR Features DCR documents may contain a mixture of manual and automatic DCR corrections in one document Documents moving transactions from State to Local or Local to
21. age in the DCR routing process may Add or Delete documents but deletion options will be limited to only the user who originally added the document The processing office will have the ability to add or delete any documents giving that function the final review of attachments Departmental Correction Request DCR User Manual Page 9 Departmental Correction Request DCR cont d Once the DCR has received Final approval the attachments may not be modified on the document Canopy oem TEST DEFAULT CAMPUS AB R Fiscal vear EPA FFX FRS Routing System Main Menu FRS DCR DCR Document DESE DCR Search DCR J431053 g DCR Action Select an action Iv Submit Li Departmental Correction Request Header Single View ILI Account Net Effect Ba No records found to display DCR Document 3431053 DCR Report DCRFY 2014 DCRStatus In Process IP Voucher 0000043 Voucher FY 2014 Type Voucher V Route Document Route Status Description Attachment Demo Justification Code OTHER SEE NOTES OT Created By Young Henry C 08 20 2014 Deleted By Date Last Update By Young Henry C 08 20 2014 Attachments p Added Date Added By Deleted Date Deleted By Document 8 20 2014 Young Delete 1 11 41 35 AM Henry C Document 8 20 2014 Dwarf 2 42 15 AM im Document 3 8 20 2014 Young 8 20 2014 Young More Availability Add Attachments Routing Owner
22. arning Indicator on voucher correction line items which are completed manually e Remaining Correctable Amount only viewable in Canopy Canopy 2593 TEST DEFAULT CAMPUS AB R Fiscal vear EPA Routing System Main Menu FRS Vouchers c Voucher Header PESE to Account Voucher Search MAREIMEUZEEE Line Item Details Vendor Voucher 0001294 gl Submit Voucher Header Voucher 0001294 ff Voucher Data Form Report Description Status PAID Vendor 00002210 Cabela s Hold N Alt Vendor Pending Due Date 08 20 2014 Customer A R Nbr State Vchr N Invoice Date 08 06 2014 GSC Order Nbr Revolving Delivery Date Contract Workforce N Change Source Y Original Dist Date DeptRef 123 Transaction Code 160 Total 123 56 CheckNbr 000110 ACH Fg St Req Nbr Check Date 07 01 2014 ACH Override Bank Paid Chk Date ACH Bai Exempt Fg Wire Trans New Manual Amount Exempt Reason Net Manual Correctable USAS Doc Type td ONLY IN CANOPY Long Description Create DCR Voucher Line Items Correctable Amount Ez a 231901 00000 4020 00001 uv w Create DCR E esas A Bes cii as 31 ss lees 3 a Correctio p New Manual Indicators RANA arning Kon Me RR CLERICAL ERROR ER Lneny c 09 29 2612 16 35 83 oung memre 3d v Canopy a Business Computing Services application To
23. bd 300210 00000 FOOD SERVICES Supplies Office General Dining Services 2 Y 241190 00000 DEAN COLLEGE OF ARCHITECTURE 5616 Reproduction Services CLAR College Of Architecture 3 Y 241102 00000 CARC SUPPORT SERVICES 5616 Reproduction Services CLAR College Of Architecture Correct Correct Orig Line Item 2 Orig Amt 1500 00 New Subcode New Account Amount 24119000000 save france 1500 00 e Enter the new information Account Subcode and Amount are the fields that can be changed Below is another sample e Once the correction is entered click on the Save button Orig Line Item 2 Orig Account 110123000004011 Orig Amt 80 00 New Account 11012300000 New Subcode 4020 Amount 40 00 Departmental Correction Request DCR User Manual Page 18 Creating DCR Documents cont d This is a display of the entire page Canopy The Texas A amp M University System Logout Campus Tamu TRAINING CAMPUS AM E Fiscal Year 2009 DCR Search DCR Document Create DCR EPA FFX FRS Routing System Set CC FY Main Menu FRS DCR DCR Document Send Feedback Voucher Number 0000025 Show Voucher FY 2008 Route Doc Description Justification Code Created Date 10 30 2008 Last Update Date Attachments Created By Walsh
24. cseececeeeececeeneeeesaeseeceaueesessaseeseaaases Method One reri rra dra dr ea ara Fav od rade Method Two sese Edit DCR Document sesseseseseeeenenenenenenenenenernnnnen eren ens Make DCR Corrections seseseseeeeeenenenenenenenennnnns Route DCR DOCUMENN cccccseeececseseeceaeeececeaaeeceseaceeeesueseeeeaaeeeees Search for DCR Documents sse eene Manual DER EE Voucher Changes for Manual DCR ccccccssssssseceeeeessessnaees DCR Year End Processing ccccesssssecececeeessesneaeceeecessessseeeeeeeeesees DCR Routing and Approval Features Routing Process Departmental s sssini rare eia peia ERES Executive Level a eek Processing Office ec rect cadet ttd ee add FYI For Your Information esses eene Screen 933 DCR Routing and Approval Features cccsssccccecesessssteeeeeeeeeeees DCR Research Over 90 tait iita titre ad oic de ena aee adn Departmental Correction Request DCR User Manual PAGE Page 5 Table of Contents cont d Research Routing Quick Setup Guide Research Screen 921 TAMRF Office DCR Implementation Task List Member Requirements Security Requirements eeeesss DCR Processing Office eese Table Set Up esses FAMIS Services Requirements Tables Set Up eseeeeeeeernnnne FAMIS Servic
25. ctions K FA DOC WRKNPRCS DCR DCRcurrNF docx Last revised 12 5 2014 5 05 PM Departmental Correction Request DCR User Manual Page 48
26. d to the correction line DCRs track how much has been moved from the original line item and will not allow over correction of line items Account Object and amount can be modified on the DCR DCRs allow a mixture of Local to State State to Local and Local to Local on one DCR The Local to Local portion will post automatically on approval Other transactions requiring manual entry will not affect accounting until posted manually Departmental Correction Request DCR User Manual Page 8 Departmental Correction Request DCR cont d Canopy 250m TEST DEFAULT CAMPUS AB v IEEE 2014 Buy A amp M Routing System Main Menu Routing gt Document Eh Inbox Enroute Outbox Global Queue Profile Document DCRABJA31054 Routing Action Select an action v Submit E Departmental Correction Request Header Single a Account Net Effect View recount Account oeseronon_ ITI DCR Document 1431054 DCRFY 2014 DCR Status Closed CL HENRY S TEST ACCOUNT 2 06 Voucher 5591294 Show VoucherFY 2014 Type Voucher V 610000 00000 3ANNA S TEST SL GATEWY 2 00 metreta 0 00 Route Document DCRABJ431054 f Routing Document Report Route Status In Proc Rt PR Description Manual DCR Test Justification Code CLERICAL ERROR ER Created By Young Henry C 08 20 2014 LastUpdate By Young Henry C 08 20 2014 New Manual Action Attachments eS New Me
27. e 33 Research Routing Quick Setup Guide Screen 933 DCR Settings Setup Determine the proper values for your Departmental RSFN Routing and your Processing Office DCR Routing Below are the recommended settings However some members prefer to see more of the Research SRS related routing than others In those cases you would place a Y on the Processing Office Cost Share Link and SRS Account settings in the middle column 933 DCR Settings Maintenance Een Ane en rh em 12 84 14 16 FY 2014 CC C amp G Flag Maintenance Dept Routing rocessing Office RSFN SRS Routing DCR Office Cost Share Link ost Share Link Setting the flags to yes SRS Accounts RS Accounts will follow the C amp G NON SRS Research ON SRS Research Processing Office Path and FILTER Over 90 Day Rule ver 90 Day Rule The path and unit will only set when rule met for each PF4 Exit or will add B2 RSFN CC UNIT Y Enter PFIe sPPH e PRS BPA BRPB sePPB e BR PPBs PES PFPTES SPFIT PEIB Hmenu Help EHelp FFX CRGA Sbcd rfcct C amp GF The flags and are described in the DCR Routing and Approvals Features section of this manual Departmental Correction Request DCR User Manual Page 34 Research Routing Quick Setup Guide cont d Create a DCR Signer Desk for Research Using Screen 923 943 set up the DCR Signer desk in the TAMRF Office and View and add the SRS Research s
28. e new path will be used c OnScreen 899 i Set up DCR justification codes IAFRS DCR JUSTIFICATION CD ii Business Fiscal Office to submit a Change Enhancement Request with specific values for your campus Departmental Correction Request DCR User Manual Page 44 DCR Implementation Task List cont d FAMIS Services Control Screens Each of these actions is done only once on campus for each region Production Training Test 1 OnScreen 853 Under ASSIGN CONTROL a Enter DEPT CORRECT to initialize the DCR functionality nm M Y P n C 853 Generic Table 06 04 09 15 15 Screen Campus Cd Table Type ASSIGN CONTROL Start From CC AM EXEMPT PURCH INVOICE PROBLEM EXEMPT PURCHASE SCRENN 236 Func Maint Code Key on 853 Data ASSET TRANSFER N DEPT ASSET TRANSFERS BID N BID DOC m DEPT BUDGET N DEPARTMENTAL BUDGET REQUESTS SCREEN 520 LIMITED PURCH MASTER ORDER LIMITED PURCHASES FOR SCREEN 240 PURCHASE ORDER 2222422 REQUISITION kkkkkkkkkkkkkkkkk End of data RKKKKKKKKKKKKK Hmenu Help EHelp 2 On Screen 853 Under ROUTE BATCH APP a Add ZNSPXCRA to allow P poster desk approvals Screen Campus Cd Table Type ROUTE BATCH APP Start From ROUTE Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 853 Generic Table 06 04 09 15 13 cc O1 Fu
29. e the same e Original SL account and destination SL account must be within the same Department o The Department on all accounts must be the same e Fiscal year of DCR must be the same as the current fiscal year e AUTO APP path must be defined on Screen 926 The only required desk on this path is P Pass Thru desk to facilitate the posting Departmental Correction Request DCR User Manual Page 27 DCR Routing and Approval Features cont d Days Over For vouchers only the DCR form has a built in DAYS Over check The DAYS Over value is based on the Voucher Check Date and the Initial Route Date Screen 950 must be set to DA for the DCR form and a new path created with the number of days in the Category field on Screen 921 Dept Level or Screen 925 Exec Level If the original voucher is older than the number of days defining the path 60 90 etc the new path will be used The Auto Approval documents also pass through the Processing Office Any errors that occur during posting are available for the approvers who are on the special P posting desk in the DCR Processing Office Potential Route Path creation e Departmental e SRS Research Routing TAMRF e NON SRS Research Routing e Processing Desk DCR Acknowledgement can t be done on the 910 coversheet at this time only in Canopy FYI For Your Information Routing In addition to the established routing paths information copies FYI Routing can be added dynamically
30. ect an account or type in an account number 650292 W or type in a bank number Months Sep Thru Oct subcbae Te Ref2 Refa Transaction Type Direct gl Submit Reset Transaction Details 10 16 2009 Amount 700 00 OMEGA GiftID 994634 Correctable Amount 700 00 Trans Code Dir Ind D Account 5928 GENERAL SCHOLARSHIP ACCOUNT NONIN Named Recipient Scholarship Expense Offset 1610 DEPOSITS Cash Receipts Clearing PO Enc Ref1 Cost Ref1 Fiscal year 2010 Ref2 9994634 2 Month 9 Ref3 3 Batch Date 09 16 2009 Ref4 9991863 Bank 04060 Batch Ref SUN001 Vndr Card ID Enc Obj Cd Override Comp Cd Liquidation Amt 0 00 Processed 10 16 2009 10 20 AM User Id K702FA Oper Id BATCH Term Id STEPOL Internal Tracking Nbr 1222339 Indirect Base Code Base Amount 0 00 Close Details View Indirects Totar rems 1 DIRECT E B Subcode TC Refi Ref2 Description Amount Batch Date Batch Ref Dorc Offset 5928 061 9994634 9991863 OMEGA GiftID 994634 700 00 09 16 2009 SUNOO1 N 01016 1610 Details Grand Total 700 00 Departmental Correction Request DCR User Manual Page 16 Creating DCR Documents cont d 2 Edit the DCR Document You are redirected to the DCR Document page where the original document information is pulled so the actual corrections can be made e Enter data for the mandatory f
31. epting the new expense first The default department routing path will be used unless a separate DCR path is setup and maintained by your Electronic Office Manager Executive Level An executive level of approvals can be established to route DCR documents Research Based on Screen 933 C amp G PF6 and PF9 flags and settings a Research path utilizing the TAMRF department may be activated for SRS based research routing Member specific Non SRS based research routing will occur by use of the C amp G path on the DCR Office in conjunction with Screen 933 PF6 and PF9 settings Processing Office A DCR Processing Office is established and all departmental documents route to the DCR Processing Office for final review and approval Routing Paths for Fixed Assets and Contracts amp Grants Specific paths within the processing office can be established for documents related to Fixed Assets FFX and or Contract and Grants C amp G The setup to use this functionality is on Screen 933 DCR Settings Maintenance Routing Path for Auto Approvals There is also the ability to fast track it through the processing office Certain conditions must be met to go to the Auto Approval path in the Processing Office Basically only the account can be in need of correction and both the new and old accounts must be in the same department The Auto Approval rules are e DCR may not be C amp G or FFX related e Amount must be the same e Object code must b
32. es Control Screens Sereen B53 cccedicccscssscoctecsseccnesisccenssdscscossacctees SereeniB99 ss occesicicicdiscuabesscctensssseceosdseessnstivecers DCR Reports and Batch Programs FAMIS Reporting REDOMMS M Batch Programs ccccccccccscsssssssceseeeeesssssaeees CAIN DY e MUR Mrigsqpm Departmental Correction Request DCR User Manual Page 6 Departmental Correction Request DCR Introduction Department Correction Request DCR is a process that provides the ability to initiate a correction voucher or transaction for an accounting event that has previously posted The total process involves creating a DCR Department Correction Request document routing it for approvals and posting the resulting voucher or transaction in FAMIS Within CANOPY you access the process under the FRS Tab Create DCR DCR Document and DCR Search Existing FAMIS Security and FAMIS Routing amp Approvals structures are used Be aware that different routing paths can be established for the DCR documents While creating and editing of DCR documents is only available through CANOPY the approval actions and inquiry to the routing documents can be done either in CANOPY or by using the FAMIS screens Security access for use of the DCR process is based on FAMIS security You must have security access to the account transaction you wish to correct More specifically the ability to edit a DCR document is based on your
33. es displayed in two sections of the document under the heading Corrected Line Item and under the heading Corrective Actions Canopy The Texas A amp M University System EPA FFX FRS Routing Campus TAMU TRAINING CAMPUS AM E rischi vear 2009 System Main Menu FRS DCR DCR Document DCR Search DCR Document Create DCR DCR Y900001 amp DCR Action Select an action E al DEPARTMENTAL CORRECTION REQUEST HEADER DCR Number Y900001 Tf DCR Report DCR Fy 2009 Voucher Number Voucher FY 2008 0000025 Show Description Supplies Correction Justification Code OBJECT CODE MODIFICATIONS OC DCR Status In Process IP Type Voucher V Route Doc Route Status Created Date 10 30 2008 Created By Walsh Diane L Last Update Date 11 07 2008 Last Updated By Walsh Diane L Attachments 3 CORRECTED LINE ITEMS INCLUDES ORIGINAL AND PROPOSED Account Net ItemOrig Account Description Subcode Subcode Description Dept SubDept Dept Name Amount 1 Y 271300 FMO 4010 Supplies Office General FISC FMO Financial Management 0 00 00000 Operations 2 271300 FMO 4011 Supplies Paper Goods amp FISC FMO Financial Management 1 500 00 00000 Janitorial Operations ICorrective Actions Record has been successfully added Message 0002 Orig Original Original New New Account New New Subcode Item Item Account Am
34. ettings Departmental Correction Request DCR User Manual Page 41 DCR Implementation Task List cont d Control Fields and Flags on Screen 933 Continued v SUBCODE RESTRICTION Using PF7 PF7 presents a table that allows you to enter subcodes or ranges of subcodes that you want to eliminate from participating in the DCR process By default all subcodes are allowed so you do not have to enter a Y for most subcodes By using combinations of Y and N entries you can allow large groupings and not allow subsets of the main group Enter subcodes or ranges of subcodes that are not allowed for the DCR process Use PF7 to enter view these subcodes PF7 Key Subcode Restrictions 933 DCR Settings Maintenance 06 04 09 15 18 FY 2009 cc 02 PSS SSS SSE SaaS Sea Se suse Ilse e uou s uu es ed ee esee e ceeSg l l l l Subcodes F Start End Allow e ee c c n 0001 1920 N All subcodes are allowed by default 3000 3000 N _ 3100 3100 N Entries with allow flag Y I _ 3200 3200 N override N entries Il 4000 4000 N IN 5001 5001 N 5471 5471 N z 5900 5900 N 6401 6401 N 8000 8000 N l End of data Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp FFX C amp G Sbcd Departmental Correction Request DCR User Manual Page 42 DCR Implementation Task List cont d 4 Routing and Approval Paths a Setup Department R
35. h Department Routing for the accounts on the voucher A special path can be set up at the department level to route the DCR form to a separate path After department routing the document may route to an Executive Level When proper settings are established and the DCR meets the criteria on Screen 933 optional Research routing may occur and then the document will flow to the DCR Processing Office Within the Processing Office which path the document takes is determined by the particular setup of the Routing The options are detailed in the Routing section of this document With final approval in the DCR Processing Office the document is complete and the automatic transactions are posted to FAMIS Manual transactions will have to be posted as a separate manual step by the AP staff All posted transactions can be seen in CANOPY or on Screen 23 in FRS While you can create up to three active corrections on the same document type only one can be routing at a time The document can be changed throughout the routing process but only in the Processing Office Documents Approvals not requiring Manual steps may be processed in CANOPY or on Screen 910 in FAMIS Documents requiring Manual steps may only be processed in CANOPY Search DCR Documents Click on FRS gt DCR gt DCR Search enter a partial DCR Document ID an Account Number or the complete original Document ID C Canopy DCR Search Windows Into wie rapisee Canopy The Texas
36. ields Description type in your own description Justification Code choose from the drop down list e Optionally you can Add Attachment by typing in the name or type of attachment or choose a name from the drop down list Then you can browse your computer to attach the file Click the Add Attachment button to attach Logout ampus TAMU TRAINING CAMPUS AM 3 Fiscal Year 2009 3 Set COFY ERO send Feedback I Canopy The Texas A amp M University System EPA FFX FRS Routng System Main Menu FRS DCR DCR Document INFO DCR Document Y900001 has been successfuly added DCR Search DCR Document Create OCR DCR Y900001 v DCR actions Select an action Submit DEPARTMENTAL CORRECTION REQUEST HEADER DCR Number Y900001 DCR Fy 2009 DCR Status In Process IP Voucher Number 0000025 Voucher FY 2008 Type Voucher V Route Doc Description Justification Code Selecta c Created Date 10 30 2008 Last Update Date Route Status Created By Walsh Diane L Last Updated By Attachments select one or type in your own CORRECTED LINE ITEMS INCLUDES ORIGINAL AND PROPOSED Item Orig Account Account Description Subcode Subcode Description Dept Sub Dept Dept Name Net Amount 271300 00000 FMO Supples Office General FISC FMO Financial Management Operations 1 500 00 CORRECTIVE ACTIONS e Save the DCR Document Header by clicking on the Save button
37. igners for DCR documents to this desk This will allow you to separate the DCR approvers from those approving EPA documents The Office and View for TAMRF can be found on Screen 860 Department Table Maintenance FBB13 Please enter desired modifications 943 Security Signer Desk Modify 12 04 14 15 36 Office TAMRF View TAMRFVIEN_ Form Delete Desk N Screen Description leac Office Mgr Desk SIGNER DSK Default Func Type UIN Add a DCR Path for Research Using Screen 921 add the DCR Form to the TAMRF Office and View This will activate the DCR signer desk on the TAMRF Office F2209 1 paths added B paths updated B paths deleted 921 Dept Paths Create Modify Screen Office TRMRF View TAMRFVIEW_ Description TRMRF VIEM Office Mgr STRATTA BARRY J Form Dept Sub Category Status and Desks Departmental Correction Request DCR User Manual Page 35 Research Routing Quick Setup Guide cont d Remove Research Approvers from the Departmental C amp G path on the DCR Office Using Screen 922 remove the Research approvers from the Departmental C amp G path listed on Screen 926 for the DCR Office F3883 Security You may not update on this screen 921 Dept Paths Create Modify Screen B Office TAMRF View TRMRFVN Description OFFICE TO APPROVE EPA DOCUMENTS Office Mgr OBRIEN TERESA A Form Dept Sub Category Status and Desks xxx End of list xxx Enter PP1 PFB PFRS3 PF4 PFPS PPB
38. l to State and State to Local changes will need to be processed manually Transaction Corrections Deposits Journal Entries IDTs Interdepartmental Transfers Corrections can be made for Journal Entries and Deposits Interdepartmental Transfers IDTs are journal entry accounting transactions and follow the rules for journal entries Both correction types create a new journal entry transaction 060 The original transaction is not changed but the amount available is updated for each correction Transactions that can be corrected include Transaction codes of 06x and 03x only Transactions created after May 1 2009 All transaction corrections post as Journal Entries 06x transactions Departmental Correction Request DCR User Manual Page 11 Departmental Correction Request DCR cont d General Rules for Transaction Corrections DCR documents do not adjust encumbrances Partial Final Indicator on the new line item is set to N A Reason is required for each DCR document Attachments can be added to the document page Notes can be added to the document page Restrictions on Transaction Corrections Corrections can only be made for Revenue codes to Revenue codes and Expense codes to Expense codes Transactions cannot be corrected against subcodes that are pool codes See Screen 806 Only three 3 active DCR documents are allowed for each transaction Only one DCR document per voucher can be routing at a time DCR documents cannot
39. lization object codes are set by default using the values from FFX Screen 582 These FFX codes cannot be changed but you may include additional object codes if you choose Documents that include these object codes route through the path named on Screen 933 Departmental Correction Request DCR User Manual Page 39 DCR Implementation Task List cont d Control Fields and Flags on Screen 933 Continued When a DCR document contains one of these Fixed Asset related codes or any additional codes that you input the document routes to the FFX path specified Use thePF5 key to enter additional codes and to view all codes PF5 Key FFX Window to add additional FFX Subcodes 933 DCR Settings Maintenance 07 06 09 11 19 FY 2009 cc 06 En ae ee ee ae en ene ee l l FFX Capitalization Rules l F Start End sem emu 5775 5799 Subcodes Listed will follow the 8000 8999 FFX Processing Office Path l Zn Es l ED l Eo l b l LL LL I l l l l a N l l l End of data l Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp FFX C amp G Sbcd Departmental Correction Request DCR User Manual Page 40 DCR Implementation Task List cont d Control Fields and Flags on Screen 933 Continued 2 C amp G Contracts amp Grants Accounts Name your C amp G path on Screen 933 and create the routing
40. ms Request and schedule the VBAR274 report which produces statistics in both summary and detail about the DCRs for a given period NEW option added show only documents that have manual items Batch Programs a z VBYU275 Year end autocancel of outstanding departmental corrections request DCR documents FBAR710 Purge job for Deleted purges DCRs older than 9 years VBAR272 VBAR274 Canopy Routing Global Document Queue e NEW option added show only documents that have manual items Departmental Correction Request DCR User Manual Page 47 DCR Reports and Batches cont d Year End At the end of a fiscal year when the New Year has become the Current Fiscal Year DCR documents can still be created and posted in the old Fiscal Year until either 13th month close or the roll forward of the budgets At that time all pending DCR documents are canceled Therefore it is imperative that DCR documents are completed or manually canceled at this critical time Pending documents include all IP in process RE reopened and CL closed documents whether they are routed or not At the time of the 13 month close or the roll forward of the budgets jobs all old year documents are cancelled VBYU275 is the program for the year end auto cancel This cancels all old year requests and cancels both the routing documents if they exist and the DCR documents Canopy FRS DCR Search can be used to review all pending transa
41. nc Maint Code Key on 853 Data Z TBYU851 TDP YEAR END AUTO REJECT AND CANCEL ZNSPXBRA _ POST DBR ON A P DESK ZNSPXTXA E POST TDP ON A P DESK kkkkkkkkkkkkkkkkk End of data dodedekekeidekekek Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp pu nt Departmental Correction Request DCR User Manual Page 45 DCR Implementation Task List cont d b Add VBYU275 Year end autocancel of outstanding departmental corrections request DCR documents 853 Generic Table 06 04 09 15 13 Cc 01 Screen Campus Cd Table Type ROUTE BATCH APP Start From ROUTE Func Maint Code Key on 853 Data TBYU851 TDP YEAR END AUTO REJECT AND CANCEL ZNSPXBRA POST DBR ON A P DESK ie ZNSPXCRA POST DCR ON A P DESK ZNSPXTXA POST TDP ON A P DESK ke e e e ke e e ck e ee v e X ce ke e e e e e e e ee e e e x End of data Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp TMM 3 On Screen 899 Under IAZSS ZC ENTITY for all campus codes a Add FRSDCR Dept Correction Requests 899 Maintain Dictionary Values 09 30 11 09 11 No Records Found Departmental Correction Request DCR User Manual Enter PF1
42. o be corrected NOTE The Select link only displays when the minimum DCR requirements are met Canopy X EPA The Texas A amp M University System FFX FRS Fiscal Year 2010 Set CCIFY Routing System Campus TAMU TRAINING CAMPUS AM Main Menu FRS DCR Crpate DCR Send Feedback DCR Search DCR Dpcument Freate DCR DCR Create DER Doc ID NEW Document to Corfect Create FY 2010 Document VOUCHER SEARCH IN FY 2009 vo icher t Account number 9 Dept Ref g vendor ss OM Reset Voucher Lines First Account Dept Ref Status Net Amount VOUCHER SEARCH RESULTS Totar rems 52 Description Vendor Vendor Name Check Nbr Check Date Batch Date 1001783 1 120007 00000 6 OUT 24 32 MODULATORS BOX OF 10 Digi Keo Corporation STVCHR 09 01 2008 1001784 3 300210 00000 00000 PAID 2 000 00 PRINTING SERVICES A amp M Printing Center 09 16 2008 11 18 2008 1001785 2 300210 00000 1234 PAID 2 000 00 PRINTING SERVICES A amp M Printing Center 1005000 09 02 2008 11 25 2008 Select 1001786 1 300210 00000 1235 PAID 5 285 00 SPECTROMETER Vale Apparatus Co Inc 1005002 09 03 2008 10 30 2008 1787 1 300210 00000 1237 PAID 75 00 COFFEE Twin City Coffee Service 000510 11 05 2008 10 30 2008 D1788 1 300210 00000 1239 PAID 3 814 09 TEMP SUPPORT STAFF SERVICES Friendly Service Staffing 000511 11 05 2008 10 30 2008 01789 1 130520 00000 0000
43. ount 201790 00000 Original Account Original Amount CR 600 00 New Account Description WOMEN S BASKETBALL CAMP Transaction Journal Entry Ref2 W705273 Show Transaction FY 2010 Type Transaction T m 600 00 Route Document DCR02J000008 Route Status Final FN l Description Charged to Wrong Account Justification Code CLERICAL ERROR ER Created By Ford Lisa M 09 16 2009 Last Update By Roubion David A 09 16 2009 Attachments a CORRECTED LINE ITEMS INCLUDES ORIGINAL AND PROPOSED No records found to display al CORRECTIVE ACTIONS Amount CH 600 00 New Subcode Description Rental of Motor Vehicles al COMPLETED FYIs RECIPIENT Departmental Correction Request DCR User Manual Page 21 Creating DCR Documents cont d 1 Choose a DCR Action from the drop down list near the top of the page o CLOSE without routing o ROUTE the document o or CANCEL the document Logout Canopy The Texas A amp M University System mm mum T idis Campus TAMU TRAINING CAMPUS AM E Fiscal Year 2009 E Set CC FY System Main Menu FRS DCR DCR Document Send Feedback DCR Search DCR Docu a DEPARTMENTAL CORRECTION REQUEST HEADER DCR Number Y900001 Tf DCR Report DCR Fy 2009 DCR Status In Process IP Voucher Number Voucher FY 2008 Type Voucher V 0000025 Route Doc Route Status Description Supplies Correction Jus
44. ount Account Description Subcode Description Amount 1 1 271300 00000 1500 00 271300 FMO 4011 Supplies Paper Goods amp 1 500 00 Edit Delete 4010 00000 Janitorial al COMPLETED FYIS RECIPIENT No records found to display 3i DCR NOTES There are no DCR notes for this document Canopy a Business Computing Services application Top of Page Theme Large Font Set Theme The Texas A amp M University System Version 10 14 2008 2 Management 9 27 PM Debug Info Site Departmental Correction Request DCR User Manual Turn Paging On System Site Map Page 20 Creating DCR Documents cont d When the DCR document is displayed there is a section on the right side of the page that shows the Account Net Effect In the example below since this is a double sided entry the columns of Debit and Credit are displayed DCR Document 1000008 a DCR Report DCR FY 2010 DCR Status Completed CO Canopy Lagout The Texas A amp M University System EPA FFX FRS Routing System Campus TEXAS A amp M UNIVERSITY 02 Set CCIFY Main Menu FRS DCR DCR Document Send Feedback pcR Search OCR Document create DER pcr J000008 DCR Action Selectan acton E Submit r DEPARTMENTAL CORRECTION REQUEST HEADER DOUBLE Account Net EFFECT Accoun Credit 600 00 New Subcode 5840 Orig Item 1 300090 12000 5840 New Acc
45. outing Desks and Paths Department Routing always follows the most specific path for the document A specific DCR path can be created to route these documents through individual desks If there is a D path the DCR document will follow that path b Setup DCR Processing Office Desks Paths Within the DCR Processing Office the DCR documents follow the default path unless a specific path is established Each DCR Processing Office path must include a P Pass Thru desk as the last desk See Screen 933 for required setup P s 926 Processing Paths Create Modify 06 04 09 15 18 cc 02 Screen Office DCR OFFICE View DCR OFFICE Description Processing office view Office Mgr GARNER GLENDA G F Form Path Category N Status and Desks _ DCR DESK P PASS THRU BOTH _ C amp G DESK__ FFX DESK__ _ DCR DESK P PASS THRU C amp G I C amp G FYI___ _ C amp G DESK__ _ DCR DESK P PASS THRU_ FFX _ FFX DESK__ _ DCR DESK P PASS THRU _ End of list Enter PF1 PF2 PF3 PF4 PF5 PF6 JPF7 HF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Names Departmental Correction Request DCR User Manual Page 43 DCR Implementation Task List cont d FAMIS Services Requirements 1 Tables Set Up a OnScreen 854 i Setup DEPT CORRECT with a document prefix of
46. p of Page Theme Neon Blue v Set Theme Departmental Correction Request DCR User Manual Page 24 Creating DCR Documents cont d The system will automatically detect entries requiring Manual entry Several indicators will appear on the entry page indicating the requirement for Manual entry and requesting acknowledgment of that requirement prior to routing submission anop M TEST DEFAULT CAMPUS AB ER 2014 v setcorv a EPA FFX FRS Buy A amp M Routing System Main Menu FRS DCR DCR Document HELP Create DCR DCR 3431054 g DCR Action Select an action iv Submit New Manual Indicators Departmental Correction Request Header Single Nesta as Warning Icon View lt a Confirm Message DCR Document 1431054 Tf DCR Report DCR FY 2014 lt HENRY S TEST ACCOUNT 26 Show JANNA S TEST SL GA p 2 01 Voucher 0001294 Voucher FY 2014 EN 4 J Route Document DCRABJ431054 Description Manual DCR Test Justification Code CLERICAL ERROR ER Created By Young Henry C 08 20 2014 Last Update By Young Henry C 08 20 2014 Attachments Net Tptal 0 04 Gs Corrected Line Items Includes Original and Proposed Corre tive Actions New Account 00001 123 56 00001 HENRY S TEST ACCOUNT 4010 Supplies Office General 1 2 0000 4020 00001 123 56 61 00000 00004 JANNA S TEST SL GATEWY 402
47. path using this name on Screen 926 in the DCR Processing Office When a DCR document contains one of the C amp G related accounts the document routes to the C amp G path specified Using PF6 enter the valid account ranges to send documents using these accounts through a C amp G routing path for approvals PF6 Key C amp G Window to add Accounts related to Contracts amp Grants 933 DCR Settings Maintenance 07 06 09 11 24 FY 2009 CC 06 4 l l Contract Grants Accounts F Start End 0 4005xx 599999 Accounts Listed will follow the n C amp G Processing Office Path E us ec ey ce l o ee l De es l LL l o 02 o e l ee l l l End of data pra exit i 4 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp FFX C amp G Sbcd 3 Both Contracts amp Grants and Fixed Assets This path accommodates documents that qualify for both the C amp G and FFX paths There are no special codes or accounts to set up for this option Name the Both path in the DCR Processing Office and create the path using the name on Screen 926 NOTE These ranges would be removed when the PF9 flags are set These account ranges should not be used in conjunction with the Screen 933 C amp G DCR s
48. post to a Fiscal Year prior to the transaction Fiscal Year DCR documents cannot be created for or try to affect a Future Year Departmental Correction Request DCR User Manual Page 12 Creating DCR Documents To make Prior Year Corrections e Go to Create DCR tab search for the voucher or transaction See Method One below in the DCR Documents section e Set or leave the Fiscal Year as current example 2010 at top of the page Canopy The Texas A amp M University System EPA FFX FRS Main Menu FRS DCR quting System Campus TAMU TRAINING CAMPUS AM DCR Create DCR Doc ID NEW Document to Correct Doc Year 2009 Blank ci Br b Show Create FY 2010 Document VOUCHER SEARCH IN FY 2009 Voucher Account number 1 V PO nbr Submit VOUCHER SEARCH RESULTS TotaL rems 52 Voucher Lines First Account Dept Ref Status Net Amount Description Vendor Name Check Nbr Check Date Batch Date 1001783 1 120007 00000 6 OUT 24 32 MODULATORS BOX OF 10 Digi Keo Corporation STVCHR 09 01 2008 1001784 3 300210 00000 00000 PAID 2 000 00 PRINTING SERVICES A amp M Printing Center 09 16 2008 11 18 2008 1001785 2 300210 00000 1234 PAID 2 000 00 PRINTING SERVICES A amp M Printing Center 1005000 09 02 2008 11 25 2008 Select 1001786 1 300210 00000 1235 PAID 5 285 00 SPECTROMETER Vale
49. ppropriate people e Fixed Assets e Contracts amp Grants e Both FFX and C amp G By setting up the values as shown below for these three options you can establish a path in the work flow that includes desks for special approvals Proc Office PATHs FFX FFX C amp G C amp G Both BOTH Departmental Correction Request DCR User Manual Page 38 DCR Implementation Task List cont d Control Fields and Flags on Screen 933 Continued Prior to entering the Processing Office Paths on Screen 933 you must establish these paths on Screen 926 for the DCR Office 926 Processing Paths Create Modify 12 81 14 16 4 CC B Screen B Off ice DER OFFICE View DCR OFFICE Description PROCFSSTNG DFFTCF VIEW Office Mgr The Processing Office Paths designated on Screen 933 must M be configured on Screen 926 Processing Paths prior to the entry on Screen 933 Status and Desks F Form Path N BOTH Foma g amp G DESK I NOTIFY DSK P PASS THRU_ 7 ra FFX DESK__ I NOTIFY DSK P PRSS THRU Categor ESK I NOTIFY DSK P PASS THRU_ amp amp DESK _ FFX DESK I NOTIFY DSK P PASS THRU_ xxx End of list xxx Enter PF1 PF2 PF3 PF4 PF5 PF6 PFT PF8 PF9 PF18 PF11 PF12 Hmenu Help EHelp Names 1 FFX Fixed Assets Name your Fixed Assets path on Screen 933 and create the routing path using this name on Screen 926 in the DCR Processing Office The FFX capita
50. r Header tab type in the Voucher number to be corrected The ability to create a DCR document displays if the voucher meets the Canopy BEND The Texas A amp M University System EPA FFX FRS Routing System Campus TAMU TRAINING CAMPUS AM z Fiscal Year 2009 z Set CC FY Main Menu FRS Vouchers Voucher Header Send Feedback to Account I Voucher Search j Voucher Header Line Item Details vendo Voucher 1001784 Submit lal VOUCHER HEADER Voucher 1001784 ff Voucher Data Form Report Description PRINTING SERVICES Status PAID Vendor UU 4am Printing Center Hold N Alt Vendor Pending Due Date 10 16 2008 Customer A R Nbr State Vchr N Invoice Date 09 01 2008 GSC Order Nbr Revolving N Delivery Date Contract Workforce Change Source N Original Dist Date Dept Ref 00000 Transaction Code 166 Total 2 000 00 Check Nbr ACH Fg St Req Nbr Check Date 09 16 2008 ACH Override Bank Paid Chk Date ACH Bank Trace Reconcile Fg Exempt Fg Wire Transfer Flag St Warrant Nbr Exempt Reason Warrant Date USAS Doc Type Encl Code PCC Code Gaaanszeption PRINTING SERVICES ay 3i VOUCHER LINE ITEMS Item Account Net Amount PO Number Invoice Nbr Bank Drop Fg Void Fg i 300210 00000 4010 0 00 06000 N N 2 1 500 00 06000 N Create DCR 3 500 00 06000 N N Create DCR E CORRECTION RESULTS Totar rems 35 DCR ID Status Route Doc ID
51. r each DCR document e Attachments can be added to the document page e Notes can be added to the document page Departmental Correction Request DCR User Manual Page 10 Departmental Correction Request DCR cont d Restrictions on Voucher Corrections e Only three active DCR documents are allowed for each voucher e Only one DCR document per voucher can be routing at a time e Fields that cannot be changed include Vendor and Reference 4 User Ref e The following subcodes cannot be changed Revenue Object Codes Subcodes on interest line items 501 502 All subcodes listed on the Global Subcode Edit Table Screen 803 All subcodes listed on the account Subcode Edit Table Screen 8 All subcodes restricted on the DCR Subcode Control Table PF7 on Screen 933 e Interest line items items 501 502 etc can be corrected to split the amount or correct the account the subcode on these items cannot be changed e DCR documents cannot post to a Fiscal Year prior to the Voucher Fiscal Year e Cannot process DCR documents for a Future Year Voucher Correction Postings For each voucher correction a Journal Entry with transaction code 068 is posted When the DCR document posts a new voucher correction the DCR document number is displayed in the REF3 field The voucher number displays in REF2 field and any information in REF1 field and REF4 field remains in the new transaction NOTE DCRs requiring manual entry on Screen 148 for the Loca
52. reen 9 fields CFDR Nbr NSF Category Activity Science Engineering Field Character of Work Selection Process Departmental Correction Request DCR User Manual Page 30 DCR Routing and Approval Features cont d Processing Office DCR Office Routing The Processing Office DCR Office flags control when the processing office will receive SRS and NON SRS research related documents Flags are set to control when the DCR Office should be added to the routing path When added this will follow the regular departmental and executive routing then optionally advance to the DCR Research Path on the TAMRF Department and finally flow through to the DCR Office A C amp G or similar path should be defined on the DCR Office This path name corresponds with the path defined on Screen 933 for C amp G Proc Office Paths 933 DCR Settings Maintenance 12 01 14 16 81 FY 2814 CC RB The DCR Office Processing Office settings should be configured for how the DCR Office approvals C amp G Fla g Maintenance should flow These settings work independently of the Departmental Routing settings Dept Routing Processing Office E RSFN SRS Routing DCR Office NOTE e a Cost Share Link N Cost Share Link N Setting the flags to yes SRS Accounts N SRS Accounts N will follow the C amp G NON SRS Research N NON SRS Research N Processing Office Path and or will add B2 RSFN CC UNIT
53. riginal Departments of changed accounts e RSFN departmental approvers will review the documents when Screen 933 SRS rules apply to the document Processing office routing e Path selection based on Screen 933 FFX rules C amp G rules or BOTH e 90 day category already exists DCR Research rule A voucher correction is currently only available to local accounts If the old or new local account is one of the following 1 SRS accounts on either old or new adjusted local account s 2 Cost share accounts on old or new 3 SL has Sponsored Project data Screen 9 4 SL has sponsor and at least one of the CFDA NSF or THECB data Screen 9 5 SA has sponsor and at least one of the CFDA NSF or THECB data Screen 59 DCR 90 day rule The date the DCR is closed and routed for approval is compared to the original items posting date Items posted 90 or more days ago are considered Over 90 If both DCR rules apply the system will automatically mark the DCR with the new category Research90 Research90 is a combination category representing SRS administered Research or NON SRS administered research and over 90 days A single routing document could have combinations of the following elements e SRSResearch Only e Non SRS research System Member administered projects all sponsors e Over 90 day rule Recommended Action e Set Flags on 922 e Move SRS to DCR Signer desk for RSEN Departmental Correction Request DCR User Manual Pag
54. s Vouchers Account 650292 GENERAL SCHOLARSHIP ACCOUNT NONIN Dept FAID Student Financial Aid Freeze No Responsible Person Pettibon Joseph P II Sub Dept Delete No Select an account Select an account z or type in an account number 650292 P or type in a bank number Months seo zl Thru oct Ez Subcode TC Ref2 Ref4 g Transaction Type Submit Reset Totar rems 1 DIRECT E 3 bcode Re Re Ref4 De ptio Amo Batch Date Ba Re DO o 5928 061 9994634 9991863 OMEGA GiftID 994634 700 00 09 16 2009 SUNO01 N 001016 1610 Details Grand Total 700 00 Canopy a Business Computing Services application Top of Page Defaut E T ARM University System n Theme Default m Pm Debug Info Site Management e The transaction detail displays and if the transaction meets minimum requirements the Create DCR button will display Canopy The Texas A amp M University System EPA FFX FRS Rquting System Campus Tamu TRAINING CAMPUS AM zl Fiscal Yeai Main Menu FRS Account Trangactions Account Search Subcode Search Accounts Attributes summary open Comm Transactions Payroll Reports Vouchers Account 650292 GENER SCHOLARSHIP ACCOUNT NONIN Dept FAID Student Financial Aid Freeze No Responsible Person Pettibon Joseph P II Sub Dept Delete No 2010 z Set CCIFY Send Feedback Select an account Sel
55. ssage Acknowledge Posting Failed Corrected Line Items Includ lt s Original and Proposed EC ENUNEE NNNUE 73037775 NA EE TR NN 7 RN A 7 fa v 25 901 00000 HENRY S TEST ACCOUNT inge ramis ramisServices NoX 120 56 p c pp inre ramis Famis Services Now 1 00 a See Oe ee ee E O 7o ee L Corrective Actions a 7 c ICOINENNNEN C000 0070 NN NC ILIDOIUmEEKCICI 1071 8C E AN GG 1 23190 00000 4020 00001 aee ee em LK cimi e mt Completed FYIs Recipient Document Notes gt gt Note entered 08 20 14 by Poster at 16 v F8476 Manual items have not been ackn Attachments Attachments allow document approvers and the processing office a method to efficiently manage attachments on DCR documents e Attachments can be added by approvers while the document is awaiting their approval e Approvers may only delete documents they added themselves e Upon Reject to Creator the creator can add additional attachments or remove any attachments present e Processing office approvers have full access to attachments prior to Final Approval e Upon Final Approval attachments cannot be removed Attachment tracking including the addition of Added By Added Date Deleted By and Deleted Date allows users to easily track the attachment history of a DCR document Enhanced availability of the Delete option for documents approvers at any st
56. tification Code OBJECT CODE MODIFICATIONS OC Created Date 10 30 2008 Created By Walsh Diane L Last Update Date 11 07 2008 Last Updated By Walsh Diane L Attachments CORRECTED LINE ITEMS INCLUDES ORIGINAL AND PROPOSED Account Description Subcode Subcode Description DeptSubDept Dept Name Amount 1 Y 271300 FMO 4010 Supplies Office General FISC FMO Financial Management 00000 Operations 2 271300 FMO 4011 Supplies Paper Goods amp FISC FMO Financial Management 1 500 00 00000 Janitorial Operations Corrective Actions Record has been successfully added Message 0002 CORRECTIVE ACTIONS Orig Original Original New New Account New New Subcode Item Item Account Amount Account Description Subcode Description Amount 2 1 271300 00000 1500 00 271300 FMO 4011 Supplies Paper Goods amp 1 500 00 Edit Delete 4010 00000 Janitorial 3i COMPLETED FYIS RECIPIENT No records found to display Add FYI E DCR NOTES There are no DCR notes for this document Add Notes Canopy a Business Computing Services application Top of Page Large Font E PRN The Texas A amp M University System Theme Large Font x Fe Version 10 14 2008 2 09 27 PM Debug Info Site urn Paging Management System Site Map Departmental Correction Request DCR User Manual Page 22 Creating DCR Documents cont d 4 Routethe DCR Document DCR documents route throug

FAMIS Departmental Correction Request (DCR) User Manual

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