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C:\DATA\apl`s\SECTION G.obd - University of Maine System

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1. LHSQ0g SNILNQOOOV WHLSAS ALISUAAINA SN33H2S J NVH 1390N9 5 5 LI3SdnS JO AYING 5515 SI4NUATDOYA SINJOW LNdNI WALSAS ONILLNNOIOV TVIONVNId WALSAS 3NIVIN dO ALISSH3AIND UIVLOL HSVH NONDIS SOIO NOILdIHOSUHG 904 LOOZ L LL pqo 0 z04d o SS NN HH AVG JO HNIL AA GG WW ALYA YHALAdHNOD 1002 10 01 0 20 O SHOVSSAN NNNNN N N XXXXXXXXXXXXXXXXXXXXXXXXXX NNN NNNNN N N NN NNN NNN NN NNN NNNNN N N XXXXXXXXXXXXXXXXXXXXXXXXXX NZ LNQOOOV 1111 LIGXHO LNQOOOV INNONVY LNQOOOV 1111 LISHG od HYAVHS 1500 IVANNY IIduad HAIJ ANIT NOILdIHOSSHG WHIOVHVHO LU ANIT NOILdIHOSSHG WSLOVHVHO LU ANIT NOILdIHOSHG JALOVAVHO LP OMI ANIT NOILdIHOSHG AALOIVAVHO LP ANIT NOILdIHOSHG HXLOVHVHO LP NOILdIYOSad NNNNNN DGWH NNNOdd GI HOLVd SNOILOVSNVHI HONVHO L4DUANa N S ndNVO X X YO HK KK HK KK N O KK KK AK SS NN HH AVG JO HNIJL N IYJOdHY LASANG ONIINAOOOVY NALSAS SNIVW ALISHSAINO AA GG WW HLIVA YaLINdNOO SN33H2S 39NVH9 1390N9 SNOILOVSNVI 1390849 JO 5515 Sdsnadoosd SImWHOd 1NANI WALSAS DNILNNOIOV IVIONVNIA WALSAS 3NIVM dO ALISSH3AINI 9 NOILO3S SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING
2. NOILLdIHOS3G AV 1dSIQ H3HOf1OA TVNSDOP 98 61 60 Z LL OLF1 LOOVSMS lt 1 SV sx Ill LIGIHXS NI3Y9S 31dINVS Ar JOSSII0Y4d34d YAHONOA SIYNUATDOSYA SNYOW 1NANI WALSAS ONILLNNOIOV TVIONVNId IN31SAS 3NIVIN dO ALISSH3AIND 9 NOILO3S SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR JV SAMPLE SCREEN EXHIBIT IV BATCH HEADER SCREEN FAST SWSACC1 1410 11 30 09 19 85 BATCH ID DATE DESCRIPTION PREPARER CODE BATCH PASSWORD HASH TOTAL CALCULATED TOTAL AP SU AB RE SS SELECTED OPTION FUNC ED EDit ENTER REstart PF3 Pr02 07 obd 11 1 2001 JOURNAL VOUCHER DISPLAY JV8001 10 01 SAMPLE SCREEN LES 10 00 10 00 APPEND SUBMIT ABANDON REVIEW SUSPEND 89 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR IDO SAMPLE SCREEN EXHIBIT V BATCH HEADER SCREEN FAST SWSACC1 L410 11 49 09 19 85 JOURNAL VOUCHER DISPLAY BATCH ID DATE DESCRIPTION PREPARER CODE BATCH PASSWORD HASH TOTAL 22 CALCULATED TOTAL FUNC ED EDit ENTER QUit PF2 REstart PF3 Pr02 07 obd 90 11 1 2001 LOOZ L LL 0 20 44 o 4d ueis34 24 H31N3 ONN qa1vadn N338 SVH AHOLO3MIG 4738 d INNOIIV LIGSYD INNONV d
3. SWVS L oN sax l ON saa 6686 9 OL YaDaaT GITVANI 6666 S X OL 0008 9 SLOOW 0066 6 SLOOW aNna SWVS L sax on L on 34 6686 S X OL 9 1 SINnOOOV 0008 S X SLOOW ON SHA l dnoW S T SINNODIW INFAAIATA L QN saa INSHUAJIG 6 L v 1 SINNODOW l ON SHA SAVS SWVS SILNnOOOV HLOd SWVS l SHA ON l ON SHA ANYS SLOOW LIO9IG NHASS HLOd SOdNWO ANVS SLOOV HLOd ON SHA LSU dnOY9 GNN4 5 AHL NI JYV YSAHLAHM dO NOILVNINYSLAG 6 444965 39NVHO 1390N9 SLOOW HLOd SNOILOVSNVI 1390848 JO 5212 Sdsnadaoosd SsImWHOd 1NANI WALSAS DNILNNOIOV TVIONVNId WALSAS 3NIVM dO ALISSH3AIN SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET TRANSACTIONS BUDGET CREATE SCREENS As explained in the Introduction this screen should be used under the following circumstances 1 Creating original budgets in Ledgers 4 7 or 9 Entry Codes 21 or 26 2 Making one sided budget entries to accounts in Ledgers 5 or 7 Entry Codes 21 or 26 Care must be taken to insure that appropriate entries have been made to the corresponding General Ledger account in order that the fund
4. Saee tuit vt Rd Fea et rosa 70 Signons and Their Sees esee aah une e e 70 J V Creations Corrections amp Submitting 22 224422 71 73 IDO Creations Corrections amp Submitting 74 76 Reports and Filing 77 Error Messages ee aerate etre ee 78 79 Journal Voucher Batch Mode ante ei 80 85 Exhibits es cee 86 93 Pro2 07 obd 68 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR INTRODUCTION At the University of Maine System Journal Vouchers and Interdepartmental Orders are entered remotely on computer terminals This results in the entry of transactions close to the source of the data The remote entry of these transactions results in the timely processing of the data such that the effects can be reflected in the data base after the next batch update of the accounting file In addition unnecessary paper flow is reduced and appropriate editing is performed by the computer to ensure that the transactions are technically correct and conform to University administrative policies and generally accepted accounting practices This shortens the transaction posting time and improves the accuracy of the
5. 11430 ONOGI AW1dSIG H3HOfIOA TIVNSHDOFP 98 61 60 62 11 OLV1 LOOWSMS sx LSV IA LISIHX3 NI3YOS 3 Id AVS JOSSII0Y4d34d SdaQnaaoosd SWHO4 LAdNI WALSAS TVIONVNIA IN31SAS 3NIVIN dO ALISYIAINN 9 NOILO3S SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR IDO SAMPLE SCREEN EXHIBIT VII FAST SWSACC1 1410 12 00 09 19 85 BATCH ID DATE DESCRIPTION PREPARER CODE BATCH PASSWORD HASH TOTAL CALCULATED TOTAL AP SU AB RE SS SELECTED OPTION FUNC ED EDit ENTER REstart PF3 Pr02 07 obd 11 1 2001 JOURNAL VOUCHER DISPLAY 08001 10 01 MAINT DISTRIBUTION LES 25 00 25 00 APPEND SUBMIT ABANDON REVIEW SUSPEND 92 SaT LOOT STT LOOT SHT LOOT SHT LOOT SHT LOOT SON AATA STT LOOT SONIS dU STT LOOT AONAA Add SHT LOOT SJT LOOT SHT LOOT STT LOOT SHT LOOT 597 LOOT 597 LOOT SONS JAJA 49Vd S dNWNVO lHOdWH 9 NOIL93S OIC ISITPI O I 140 14681 6 SSO TS68T T S0 0S68T T TSO 0S68T T LODY LIQGSHO 0S80 2IEII I I LODY LICHID 040 2 0 22 LIGWHO 677 0169 2 677 0169 2 677 0169 2 677 0169 2 677 0169 2 677 0169 2 677 10169 2 LOOV LIGUHO SS IVS LXHI JYOLSA004 g dXHOLlSNOOQd LXHI SOLS3MOOq
6. BUDGET CHANGE SCREENS FAST OBFP3 L800 16 36 07 14 87 BUDGET ENTRY DISPLAY BUDGET CHANGE REF 800101 DESCRIPTION FC DB ACCT OBJ AMOUNT CR ACCT OBJ CS ACCT ENTER INITIAL DATA FOR BATCH FUNC ED EDit ENTER 001 PF2 Pr02 07 obd 39 11 1 2001 REF DESCRIPTION EC DB ACCT Pr02 07 obd 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET TRANSACTIONS BUDGET CHANGE SCREENS The REFERENCE NUMBER for each screen is completed automatically by the program after the first page of transactions has been updated It is derived from the last four digits of the BATCH ID and adding 01 to the end As each new screen within the batch is processed the REFERENCE NUMBER is incremented by 1 The DESCRIPTION is MANDATORY and can take up to 5 lines The reason for the budget changes should be explained in detail This area will be highlighted as an error if less than 10 characters are entered All transactions will be reviewed and any budget change that is not fully explained or that is not in compliance with accepted University policies or practices will be questioned For every new Budget Transaction screen the DESCRIPTION on the previous screen will be blanked out and the user must enter a new DESCRIPTION or may enter anywhere in the description area to bring forward the descrip
7. 000 9poo joalqo 318V1 31N9lWL1V SNIQOO SSV14 a oo Io xr FEE gt gt Es 5 olo I ojo ojo Njan OR O 0 eio m os ojo Els O10 O JO a 3 a 3 c gt x ov sv vv cv v or jeejee ze 96 se ve Jee ze e Joe ec 82 zz oz sz vz lez zz e oe Jer el 21 or si fvi ev er vr jore je 2 o e v e e v 9 12010010116 e 9 1917 e e v 9119 101 6 8 121916 v e 2 Spo einquiv 20 uoneuuojur PIO einqunv 20 M N o3 Polo ON 3unooo ALISYSAINN ON 39NVHO 3SNVHO OV14 ALNEIYLLV IN31SAS 3NIVI dO ALISY JAINN SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES REQUEST FOR BUDGET CHANGE FORM TITLE Request for Budget Change PURPOSE Used by the university to alter existing budgets and create new budgets Budget revisions are generally entered using CICS and this form is a mechanism for communicating the desired change to those who are responsible at the university for processing budget changes SUBSEQUENT ACTION The Request for Budget Change Form is processed to the FAST System using CICS Pr02 07 obd 6 11 1 2001 UNIVERSITY OF MAINE SYSTEM REQUEST FOR BUDGET CHANGE UNIVERSITY REF NO EC DEBIT ACCOUNT AMOUNT CREDIT ACCOUNT X X XXXXX XXX X X XXXXX XXX j FULL EXPLANATION FOR REQUESTING CHA
8. NOLLOVSNV LL NALSAS ANIVW JO ALISAHAINO SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES BATCH CONTROL FORM TITLE Batch Control PURPOSE Used to control batches of accounting entries to and from the FAST data base The Batch Control Form must precede each batch and serves two control functions first to identify the batch and second to provide control totals This data is entered in a Control file as the batch is processed and is checked to ensure against double processing of the same data If data has been processed before a diagnostic message is generated and the batch is skipped SUBSEQUENT ACTION The Batch Control form is processed by SWS Accounting and filed for several months The following pages show the form and provide instructions for completing the Batch Control Form Pr02 07 obd 10 11 1 2001 Entry Code Batch Code Batch No Date mmdd Description Absolute Dollars Record Count Bank Account Batch List Pr02 07 obd 11 1 2001 80 University of Maine System BATCH CONTROL SECTION G 11 ions for P T 1 Entry Code 2 Batch Code 3 Batch No 4 Date mmda 5 Description 6 Absolute Dollars 7 Record Count 8 Batch List Pr02 07 obd 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES
9. SECTION G In those cases where a terminal does not have function keys the first two characters of a command can be entered to the right of the word FUNC on the Request Line followed by striking the ENTER key These commands are described as follows EDit ENTER UPdate PF1 QUit PF2 REstart PF3 FOrward PF8 BAckward PF7 Pr02 07 obd 11 1 2001 Checks the screen for errors and highlights the fields that need correcting An update must be performed after all the screens for a single seven digit account have been edited and are free of errors After a successful update a blank Budget Transaction screen is automatically displayed After all budget transactions have been updated for a batch this command should be executed This returns control to the Batch Header screen Refreshes the screen back to the point immediately following the most recent update If a screen has not been updated all entries are erased Used when there is more than one page of entries for a seven digit account This command moves forward to a new screen for entering additional Object Codes and budgets Used when there is more than one page of entries for a seven digit account This command moves backward to a previously completed screen of Object Code and budget entries for the seven digit account 62 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET
10. JOURNAL VOUCHER CREATIONS CORRECTIONS amp SUBMITTING When the page is completed or you are finished the enter key will edit the page At this time any errors will be highlighted and identified either on the command line or in the ER fields The cursor movement keys can be used to get to the needed fields for corrections Then the page will need to be edited again When all errors are corrected it will say Update Allowed Then PF1 will update the screen and get you to the next page The new page will have the same heading as the last and will need to be updated if any information changes If this is the last page PF2 will quit the JV screen and you will return to the Batch Header Screen See Exhibit IV This screen will show the calculated total If it is different from the hash total it must be corrected before you can submit the batch to the feeder file Five alternatives are available from this screen SU Submit Submits the JV to the feeder file At the same time it creates the report and spools it to your CMS signon The JV screens are cleared and your temporary storage is cleared so you are ready to start your next batch RE Review Takes you back through the JV s a page at a time for your review Any changes may be made by typing over the error Lines may be added by typing AA in the entry code area of the line before you want the entry to appear A return and update will give you a new screen with the AA line liste
11. JOURNAL VOUCHER BATCH MODE INPUT continued 3 Comment lines The next line s are comment lines They work like the bottom of the manual Journal Voucher to explain what the Journal Voucher does A comment line is required to start a voucher and each time the voucher number changes As many as nine lines may be used if needed to explain the journal They are numbered C1 to C9 The comment line is formatted as follows Col 1 6 7 10 11 12 13 80 Voucher Number Voucher Date Comment Line Number C1 C9 Description 4 Batch transactions These must follow the FAST system format as follows Col 1 10 11 12 13 18 19 22 23 42 43 52 53 54 59 60 69 70 71 76 77 80 Pr02 07 obd 11 1 2001 Debit Account Number Entry Code 60 or 62 P O Number if not used leave blank Voucher Date MMDD 20 Character Description Amount right justified Leave Blank Voucher Number Credit Account Number Leave Blank Optional Second Reference field Four Digit Approval Code 82 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR JOURNAL VOUCHER BATCH MODE SAMPLE JOB STREAM JOB jobname accountid distribution II EXEC PROC FASTCIL II EXEC PROC FASCLVS II EXEC PROC FAST100 II EXEC JVFEED password update report INCLUDE batchid data E amp The diagnostic messages are as follows O Q gt N gt Pr02 07 obd
12. LXHL SOLS3MOOS 1111 INNODOW OIIVAL 1111 SIOWH HIVI INNODIWV HVIS 1111 INNODOW ILSININGV ISININGV LSININGV ISININGV LSININGV ISININGV LSININGV 9 9 9 9 ATLIL INNODOW 6 00 08 08 06 00 OT c LL 6 87 06 8T WHISIOWH AYINA IVNH OD 8 EST 8bT vz 10 v INNONV 0727 LNDnONV vL6 9 LNDnONV 916 9ST INNONY SaT IVAOdHddV LOOC L LL 0 20 e SHOWHVHO O I OIEII O I UVLS 09 SHDYVHO HWHOLISMOOH O T OTETI 0 T YLS 09 SHOWHVHO O I OIEII O I uVIS 09 SHDYVHO WHOLISMOOH O T OTETT O T YVLS 09 SHDYVHO AYOLSMOOd O I OIEII O I WVIS 09 NOIIdIYOS4a INQOOOV LIddd ATLIL 0 lt WHOLSMOOH GHOOWH OL 0660 alvd 00SZ ON O T OTETI 0O T 09 NOTIdIYOSHd INNODOY ATLIL LN0022V Od NOIIVHISIOWH HALVT GQHOOWH OL NOILdIHOSUHQ 0660 66bZ 0N AIVMGNI 040 0019 NVIGNI 09 NOILdIHOSHGd INQOOOV LISG 11 11 LNOOOOV oa NVIGNI GHOOWH OL NOILATAOS HA 0 60 86bZ 0N san Ovv SLE8C vV l L3IS 5 Sid 09 san 0 7 0091 2 Sau NHVHI HgIT 09 san OTPT OIIZ9 C Tl ILNQOOOV LNHGAIS 09 san ObPV 67E8T E T NINGV XHOISMOOH 09 san 077 0029
13. P O Number Acct Number 10 digit Amount P or F OUTPUT REPORTS AM090 AND AM009 Payment to Vendor Pr02 07 obd 105 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES ENCUMBRANCES It is important to remember the following points in working with the encumbrance feature As long as the Purchase Order contains a ten digit account number a purchase order number and an amount the system will accept the encumbrance transaction and create such on the Open Encumbrance File Once created there are two methods of liquidating the existing encumbrance 1 Cash Disbursement 4X Transactions Any cash disbursement transaction which references the same ten digit account and Purchase Order number will automatically apply the dollar amount of the disbursement against the record in the Open Encumbrance File If the ten digit account number the dollar amount and the P F indicator are all correctly marked on the invoice with or without the corresponding P O number the transaction will process in the Subsidiary Ledger File This results in charging the ten digit account number with the dollar amount indicated on the Invoice If the P O number is also on the Invoice the encumbrance will be appropriately liquidated If the P O number is NOT on the invoice the disbursement transaction will not liquidate the encumbrance the result being that the ten digit account budget balance
14. LSNONV 51504398260 090940009508 1SNINV 51504398260 090940009508 seujue OU 90 60000S00 9208600008900 L90 60000S00 0006 Af0 60L1008Af0L 3 T1dINVS AGOW HOLVE YSHONOA SHOSS3503d3dd TIHINOA Saqunaaoosd smWWHoad LNdNI WALSAS ONILLNNOIOV TVIONVNIA WALSAS 3NIVIN dO ALISHSAINA LO SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR JV SAMPLE SCREEN EXHIBIT FAST SWSACC1 1410 11 20 09 19 85 FUNCTION SELECTION DISPLAY PRESS ENTER FOR A FUNCTION SELECTION DISPLAY REQ FAST jv D ACCT EC DATE Pr02 07 obd 11 1 2001 86 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR JV SANPLE SCREEN EXHIBITII BATCH HEADER SCREEN FAST SWSACC1 1410 11 21 09 19 85 JOURNAL VOUCHER DISPLAY BATCH ID DATE DESCRIPTION PREPARER CODE BATCH PASSWORD HASH TOTAL CALCULATED TOTAL FUNC ED EDit ENTER QUit PF2 REstart PF3 Pr02 07 obd 11 1 2001 87 LOOZ L LL 0 20 4 HeISaY 44 uno Y31N3 aa oNnd SVH AHO LO3MIG 09 09 09 09 09 09 09 09 09 09 09 09 09
15. do not have a corresponding Subsidiary Ledger account will be accepted Reserve accounts and loan fund accounts are examples of this type of General Ledger account The following General Ledger accounts are the only ones that will be accepted Pr02 07 obd 11 1 2001 C 0 15XXX C 0 16XXX C 0 5XXXX C 0 6XXXX C 0 8XXXX 42 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET IRANSACTIONS BUDGET CHANGE SCREENS The sign will act as a duplication key and repeats the last entry made in a column Once an sign has been entered in a column the entry will be duplicated until another entry is made in that column or until the last transaction line is entered This assists when making entries that repeat themselves on several lines After budget transaction lines have been entered the user can delete a line by entering DD in the ENTRY CODE space on the line to be deleted Striking the space key and then the EOF key or its equivalent will erase any entry in a field from the cursor position to the end of the field Once a page of budget transactions has been completed the user should strike the ENTER key in order to edit the data If any errors are detected they should be corrected and the screen re edited When the screen is error free striking the PF1 key Update will produce a blank Budget Transaction screen After all budget transactions for a given batch have been entered e
16. 07 obd 11 1 2001 15 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CHECK REQUEST FORMTITLE Check Request PURPOSE Used in place of an invoice to make payments to outside individuals and agencies SUBSEQUENT ACTION The Check Request form is prepared processed and filed by the university Pr02 07 obd 16 11 1 2001 gLeoq 8661 oz Ainr eoueurJ jo eouo gt yunoooy e oJddy Opu A dO NOILd IYOSAd ON H3QHO dO 1d30 OL AVd 1S3INOIY MOAHO 31va WALSAS 3NIVIN dO ALISH3AINI SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES INVOICE FORM TITLE Invoice PURPOSE Bill outside individuals or agencies for services performed by the University other than Tuition and Fees SUBSEQUENT ACTION Invoice form is prepared at the university and mailed to the appropriate department for processing and collecting Pr02 07 obd 18 11 1 2001 6L eoq 8661 bz 4A inse il 9 vueul jo 9IJO o LINN NOILLdIHOS3Qd ALILNVNO ON LNNOOOV H3QO LAN SIAH3 LL ASIOANI 39IOANI 1v0 WALSAS dO ALISYUJAINN SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES PET
17. 11 1 2001 Batch mode card not found job terminated Error in parse return code is job terminated Invalid entry code on batch header record Batch mode s invalid or not present Invalid batch code must start with ID or JV Batch number is not numeric Duplicate batch number on batch file Error reading batch field Batch header description not present Invalid campus code on batch header record Invalid month in date field Batch total is not numeric Invalid entry code on JV control record C1 required Invalid day in date field JV control description not present Invalid transaction entry code Invalid date Voucher number not present Invalid debit object code for this ledger Invalid credit object code for this ledger Voucher number in trans not equal to control voucher Description not present is required Amount not numeric Debit account not present or not numeric Credit account not present or not numeric 83 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR JOURNAL VOUCHER BATCH MODE The diagnostic messages are as follows continued 26 Invalid debit campus code 27 Invalid credit campus code 28 Invalid debit account control 29 Invalid credit account control 30 Invalid debit account fund group 31 Invalid credit account fund group 32 Invalid debit account payroll object code 33 Invalid credit account payroll object code 3
18. 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET TRANSACTIONS BUDGET CREATE SCREENS This is the TOTAL EXPENSE for the seven digit ACCOUNT and is the sum of the budgets for Object Codes 100 998 The total must be entered as numeric data and must include the decimal point if pennies are necessary Whole amounts may be entered with or without the decimal point and pennies e g 100 could be entered as 100 or as 100 00 Commas may be entered for amounts greater than 999 99 if desired The area will be highlighted as an error if anything other than numeric data commas or a decimal point are entered This field i i 21 or 26 and the Ledger is 5 or 6 otherwise the field will be highlighted as an error If the Entry Code is anything other than 21 or 26 or the Ledger is not 5 or 6 the field will be highlighted as an error if it is completed The TOTAL EXPENSE must equal the CALCULATED TE or the field will be highlighted as an error This is the CALCULATED TOTAL EXPENSE for the seven digit ACCOUNT and is the sum of the budgets for Object Codes 100 998 The CALCULATED TE field is automatically completed by the program while editing The TOTAL EXPENSE must equal the CALCULATED TE or the field will be highlighted as an error This is the Object Code for the seven digit ACCOUNT Up to 24 different Object Codes may be entered in the two columns provided If there is not roo
19. 2 OINWHGQVOV 09 san 0 lt 009 lt DNIISMNHVIA 09 IIVN OvPvT CISIE C T HOVWHHIQO 09 NOIIdIHO2SUHGd INOQOOOV 119340 LNQOOOV ADVLISOd SAN NOILdIWHOSUGd 1660 H4LWOa L6vC ON 09 661T ET 00Sc L6vVZ S l AD LOOT S 008AC INNONY HOIVH NOIILdINHO2SXG aLvd ON HOIVH LdWXHAC WOd A amp 68 90 AWA JO AWIL NALSAS INNODOY 40 115 YOsssD0ddsdd STHINOA 5 LNdNI WALSAS DNILNNOIIOV TVIONVNId IN31SAS 3NIVIN dO ALISYIAINN G8 L0 0T HLIVA SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CASH RECEIPT PREPROCESSOR Introduction ui tales pts nee ERG 95 Action MO dES u C PEE eat 96 Igel cere dix 97 99 Diagnostic Messages tius etre a ad 100 101 General Considerations id 102 Job Streams u E Hm 103 Sample MD UES a e dea D E suam 104 Pr02 07 obd 94 10 30 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CASH RECEIPT PREPROCESSOR INTRODUCTION The Cash Receipt Preprocessor improves the timeliness and efficiency of entering transactions to the Accounting System FAST by utilizing remote terminal points for data entry The Preprocess
20. 28901 4 4 28902 7 4 28900 7 4 28901 7 4 28902 6 4 28900 6 4 28901 6 4 28902 8 4 28900 8 4 28901 8 4 28902 SECTION G BUDGET CHANGE SCREENS COST SHARING ACCOUNTS BUDGET CHANGE SCREENS INDIRECT COST RECOVERY REVENUE ACCOUNTS 53 L00 L LL pqo 70 204d GITVANI L on saa LO anows anna sWVS SLOOW HILOS L on 84 0 1 LOOW SNO 1 L 34 L on sax 0 1 SLOOW SIHISSOdWI WYS SLOOW 1Oosrau L 84 L on L oN L 34 8z poo 0 1 22 Loar UY l ON T SHA J l ON T SHA J 62792 0772 02 0 1 LOOW WHSHLIS l ON 1 SEA ez zz epoo ON 43290387 GITVANI 1 SHA 8 1 LOOW SHA 94 GITVANI 1 ON 6c 82 92 02 LYVH9 ALIGIIVA 3002 AY LNA 6 438425 39NVHO 1390NA SNOILOVSNVHI 135088 JO AYINI 5515 Sdsnadoosd SImWHOd 1NANI WALSAS DNILNNOIOV TVIONVNId WALSAS INIVAN dO ALISSH3AINI 9 NOILO3S 9 NOILO3S LOOC L LL pqo 0 Z01d dnous INSHH4GIG aNna SWVS Te LO L on 34 6666 9 OL anous 0066b 9 X SLOOW ANNA SIS ANNA
21. BATCH CONTROL This is a fixed number which is 10 identifying the input document as a Batch Control Form The appropriate Batch Control Code as indicated by the Batch Control Legend must be entered Completed by Originator Enter the Batch Number that relates to the Batch Code entered above This must always be a numeric reference beginning with 001 by Batch Code and numbered consecutively beginning July 1st Completed by Data Control person Central Accounting Enter date Batch completed Completed by Originator Example April 13th 0413 Enter any 20 character meaningful description which pertains to the Batch e Journal Vouchers AP Invoices Cash Receipts Credit Memos etc Completed by Originator The total dollar amount of transactions to be keypunched in the batch will be entered here disregarding signs i e do not subtract credit dollars do not net the Debits and Credits If even dollars are used please insert zeros in cent position e 495 00 always start at extreme right of the dollar field Completed by Originator NOT USED Leave blank unless you wish to receive a complete listing of all transactions in the batch in which case you would enter an asterisk Completed by Data Control person Central Accounting 12 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES BATCH CONTROL Batch Control Legend The following legend has been s
22. SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET TRANSACTIONS BUDGET CHANGE SCREENS ENTRY CODES Entry Algebraic Base Current Future Code Replacement Budget Budget Budget 20 Algebraic X 21 Algebraic 22 Algebraic X 23 Replacement 24 Algebraic X X 25 Algebraic 26 Algebraic X X 28 Transfers Algebraic 29 Algebraic X X Pr02 07 obd 51 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET TRANSACTIONS BUDGET CHANGE SCREENS DEBIT D CREDIT C LOGIC Increase Decrease Budget Budget A Revenue 1 Standard Revenue C D 2 Revenue Exceptions D C Waivers Refunds Doubtful Accounts B Expenditures 1 Standard Expenditures D C 2 Credits Object 9XX C D These rules are illustrated by the following examples Current Budget Revised Status Change Status A Revenue 1 Standard Revenue 1 000 100C 1 100 1 000 100 D 900 2 Revenue Exceptions 1 000 1000 71 100 1 000 100 C 900 B Expenditures 1 Standard Expenditures 1 000 1000 1 100 1 000 100 C 900 2 Credits Object 9XX 1 000 100C 1 100 1 000 100 D 900 Pr02 07 obd 52 11 1 2001 Pr02 07 obd 11 1 2001 UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET TRANSACTIONS 5 4 28900 5 4 28901 5 4 28902 1 4 28900 1 4 28901 1 4 28902 2 4 28900 2 4 28901 2 4 28902 3 4 28900 3 4 28901 3 4 28902 4 4 28900 4 4
23. balances will remain equal 3 Making Future Budget entries to accounts in any Subsidiary Ledger Entry Codes 22 or 23 Completion of Budget T ion S As explained previously the first step in preparing a Budget Create batch is the completion of the Batch Header screen Once the Batch Header screen has been completed and updated the user is presented with a Budget Transaction screen The following page shows the layout of the Budget Transaction screen including the data that should be entered for each transaction All items that may be completed are indicated by underscores until an entry is completed One can move from field to field by using the TAB key or the cursor keys The following describes how the screen should be completed REF The REFERENCE NUMBER for each account is completed automatically by the program after the first transaction page has been updated It is derived from the last four digits of the BATCH ID and adding 01 to the end As each new account within the batch is processed the REFERENCE NUMBER is incremented by 1 EC This is a two digit numeric field Any Entry Code other than 21 22 23 or 26 will be highlighted as an error All other Entry Codes require that a Budget Change batch be prepared The proper Entry Code can be determined from the Entry Code table on page 51 Pr02 07 obd 56 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDG
24. not carry credit balances in the encumbrance dollar field Open Encumbrance Preprocessor The Open Encumbrance Preprocessor edits data to be applied to the Open Encumbrance file Only 5X type transactions are handled Batches that are completely error free are sent to the feeder disk file to be collected and processed the next time the FAST update is run There are three types of input passwords batch headers and detail transactions Password Batch Header Pr02 07 obd 10 30 2001 The FAST batch password is entered in columns 1 6 of the first input line A missing or invalid password causes immediate termination of the job Batch headers are required for each batch The format of the batch header is Column Data 1 10 blank 11 12 10 13 campus 14 16 ENC 17 18 batch no 19 22 date 23 42 description 43 52 amount Fill with preceding zero s 107 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES ENCUMBRANCES Detail Detail lines contain up to 7 fields of data Only the first four are required The fields must be in the proper order The fields with their characteristics are 1 2 entry code a two digit field between 50 and 59 inclusive account number a ten digit numeric field with the last three digits being between 100 and 998 inclusive purchase order number a six digit alpha field amount detail amount can be entered with or with
25. s In order to be able to create budget batches using CICS a user needs a CICS signon ID that will permit access to the FAST system and to the budget transaction screens Each signon ID will be restricted to those accounts against which a user has been defined as being authorized to process transactions The account restrictions are established by each university Business Manager A CMS USER ID or a ROUTED PRINTER ID is needed in order to receive the spooled copy of the printed report that summarizes the transactions in each budget batch It is important that a user check the reader files under the appropriate signon ID s periodically and take the necessary action to have the files printed if the printed output is routed to CMS Pr02 07 obd 30 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET IRANSACTIONS BATCH HEADER SCREENS In order to initiate a budget transaction session the user must sign on to CICS and access the FAST system At this point the cursor will be positioned to the right of the word FAST on the CICS Request Line The user then types BU for Budget Entry screens see the example below REQ FAST BU D ACCT OBJ OPT EC DATE When the above has been completed the user will be presented with a Batch Header screen The following page provides an example of the Batch Header screen Except for the BATCH ID input line the rules for completing
26. whether the amounts are debits or credits This total is automatically calculated by the program and entered here after all budget transaction screens have been updated and control has returned to the Batch Header screen by executing the Quit command The Hash Total must equal the Calculated Total before the batch can be submitted for processing ARE THESE YEAR Enter a Y only if these are transactions against the old year file END TRANSACTIONS and the new year has started Once the Batch Header screen has been completed the user should strike the ENTER key in order t it th ta If any errors are detected they should be corrected and the screen re edited When the screen is error free the user should hit the PF1 key to update the screen Once the Batch Header screen has been successfully updated a Budget Transaction screen will automatically be displayed At this point the user begins entering budget transactions After all budget transactions for a given batch have been entered edited updated and control has returned to the Batch Header screen the user should check to see that the Hash Total and Calculated Total are equal If these totals are equal the batch can be submitted for processing After a batch is submitted a blank Batch Header screen is displayed at which point the user can begin preparing another budget batch Pr02 07 obd 33 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDU
27. 2 07 obd 11 1 2001 BUDGET CHANGE SCREENS The user is not authorized via the control file to issue an Entry Code of 28 against a Ledger 5 or 6 account The Entry Code used is not one of 20 26 28 or 29 both accounts are not Subsidiary Ledger accounts and the Entry Code is not 28 both accounts are not in the same fund group and the Entry Code is not 28 22 or 23 or both accounts are in the same fund group and the Entry Code is 28 The user is not authorized via the control file to use an Entry Code of 24 25 or 26 The user is not allowed to do a funds transfer EC 28 involving a General Ledger account for which there exists a corresponding Subsidiary Ledger account At least one of the accounts must be a Subsidiary Ledger account An object code cannot be entered when the account is a General Ledger account The Object Code entered is not compatible with the ledger of the account The Cost Sharing account number must be entered if one of the accounts in the transaction is in the control file record of Cost Sharing accounts 46 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET TRANSACTIONS BUDGET CHANGE SCREENS continued INVALID CS The Cost Sharing account entered must be a Ledger 5 or 6 account must exist and must be required USE NO CS The Cost Sharing account number must not be entered if neither the Debit or Credit account is a
28. 4 Invalid debit account object code 35 Invalid credit account object code 36 Debit account not found 37 Credit account not found 38 Debit account is deleted 39 Credit account is deleted 40 Debit account is frozen 41 Credit account is frozen 42 Debit credit accounts not available for this password 43 Verify mode card fields 44 Batch total does not agree with calculated amount 45 Invalid funds transfer account control debit 46 Invalid funds transfer account control credit 47 Funds transfer transaction requires universal password 48 Bad batch feeder file was not updated 49 Error reading GIL file 50 Error reading S L field Pr02 07 obd 84 11 1 2001 9 NOIL93S se se se se se se se se se se se 09756 950 000500 097501 505000500 0975699505000500 0975629506000400 0975679509000500 0975679509000500 09756 9502000500 09y9 85501000500 09756 9501000500 0975669507000500 esodind ay equosep saul euiu se Auew se esn Aew noA JauonoA y JO seui uononpoJjul ay eseu l 14421455 96 61 85066022 LO6SEE 9S806S 0 L080LL 0LGScc 696 cv29v vE098S 29726886 LOOC L LL 0 20 4 1SNINV 51504398260 090940009508 LSNONV 51504398260 090940009508 LSNONV 51504398260 090940009508 LSNONV 51504398260 090940009508 1SNINV 51504398260 090940009508 LSNONV 51504398260 090940009508 LSNONV 51504398260 090940009508 1SNINV 51504398260 090940009508
29. AL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CASH RECEIPT PREPROCESSOR SAMPLE INPUT BATCH CR8100 0805 DEPOSITS 2 507 000 C DEPOSITS 09408 0805 5 000 000 09400 0729 2 500 01409 0726 500 02400 0802 500 00 06400 0803 2496500 C DETAIL 7011310180 9 500 000 7428254086 500 000 D 8014175290 25 VERNE C BEVERLY CASH D 5211330451 25 D 8775851821 25 00 F 8318700061 6492975 DONATIONS D Pr02 07 obd 104 10 30 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES ENCUMBRANCES The encumbrance feature in the accounting system is relatively easy to work with and when applied appropriately can be a tool to assist managers in controlling and monitoring budgets University use of this feature is optional Encumbrances are created by a Purchase Order and are liquidated partially P or fully F upon the processing of an invoice which references the information recorded on the original encumbrance Encumbrances are maintained in a separate open encumbrance file with only summary data 10 digit account totals being represented in the subsidiary ledger file The following is one possible way of depicting the encumbrance cycle EXTERNAL ELEMENTS SYSTEM ELEMENTS OPEN ENCUMBRANCE Purchase Requisition FILE Encumbrance Created Purchase Order P O Number Acct Number 10 digit Amount Encumbrance Liquidated Invoice Block Stamp Goods Received and Invoice Processed
30. CH HEADER SCREENS FAST OBFP3 L800 16 38 07 14 87 BUDGET ENTRY DISPLAY BATCH ID BD8001 DATE 07 14 DESCRIPTION DESCRIPTION BATCH PASSWORD HASH TOTAL 100 00 CALCULATED TOTAL 100 00 ARE THESE YEAR END TRANSACTIONS N AP APPEND SU SUBMIT AB ABANDON RE REVIEW SS SUSPEND SELECTED OPTION __ FUNC ED EDit ENTER Restart As explained in the Introduction this screen may be used when making two sided budget adjustments to accounts in any ledger All transactions must include both a Debit and a Credit account Pr02 07 obd 36 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET IRANSACTIONS BATCH HEADER SCREENS Authorization Level In order to control access to certain types of transactions a special file has been created that is maintained by the Office of Finance and Treasurer at System Wide Services Only a few signon ID s are permitted to process the following transactions 1 Entry Codes 24 26 Base Budget 2 Entry Code 28 Transfer of funds 3 Entry Code 28 transactions against Ledger 5 or 6 accounts 4 Transactions involving Ledger 9 accounts 5 Transactions against accounts with a negative balance or that will become negative as a result of the transaction Only signon ID s with access to negative balances will have access to Ledger 1 Indirect Cost Recovery revenue accounts listed on page 53 INDIVIDUALS WITH S
31. CODE SEQUENCE NO DIRECT RATE DIRECT DEBIT ACCOUNT OBJECT CODE INDIRECT RATE INDIRECT DEBIT ACCOUNT OBJECT CODE DESCRIPTION UPPER LIMIT REMARKS 012 Numeric Field 2 7 Cost Sharing XXXXXXX000 The account to be analyzed and given credit 1 Order in which mechanicals are run against the Base Account XXXXXX Rate used to calculate the Direct Cost Sharing charge Rate is expressed as a percentage i e 2596 would be 025000 XXXXXXX699 The account and object code to be charged Direct Cost Sharing XXXXXX Rate used to calculate the Indirect Cost Sharing charge Rate is expressed as a percentage i e 5096 would be 050000 XXXXXXX085 The account and object code to be charged Indirect Cost Sharing CS XXXXXXX Description used on the journal entry Normally CS Account Number XXXXXXXXXXXX The maximum Direct Cost Sharing that can be charged 25 000 would be shown as 2500000 121 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES MECHANICAL ENTRIES LETTER OF CREDIT REIMBURSEMENTS The University of Maine System has Letters of Credit with various Federal Agencies which are used to reimburse the University for expenditures in grants contracts in Ledger 5 There is no inquiry record to dictate how to generate these journal entries Instead the Type of Funding attribute is used to determine the accounts to receive credits debits 1 Th
32. COUNTING SYSTEM INPUT FORMS PROCEDURES ATTRIBUTE FLAG CHANGE FORM TITLE X Attribute Flag Change PURPOSE Used by the university to change attributes or flags in previously established accounts Dollar amounts cannot be changed with this form SUBSEQUENT ACTION The Attribute Flag Change Form is processed and filed by SWS Accounting Pr02 07 obd 4 11 1 2001 LO ezv eez 1002 62 ACW 1eunseaJ 9 Jo eoo SMS Ad GALVNISIYO 15 sequny jessy S too oz 16 Gua z 100 69 15 8 tom 99 1s ves 8 too so 19 60 ooo z9 senn is uonnqusig 16 0600 ooo 19 zou op sapos j2efqo IS 1equnN Bojejeo jejepe3 too o 19 199 y uonnguisig Mopu3 on ie epo 32efqo pue zz 207271 esn 18 19 sequiny pepuex3 6 to zs nol epoo 32efqo ue aBueyo Jo 338319 OL 31ON 1s 19 4equnw1u85 9 to 15 oN nooy Dusoo 7 too s 15 oo vs 3s eequuag v o 6 PCS el ee 15 9q 1 ooo o y aaaf eL 10 piemioy eoueeg oy s eonos oleN z 000 __ 7 Joprewojeoueeg y 9po9 poo uonduoseq einqunv ezis 1 e qo azig 1 e qo
33. COUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET IRANSACTIONS BATCH HEADER SCREENS FAST L800 16 16 07 14 87 BUDGET ENTRY DISPLAY BATCH ID DATE DESCRIPTION BATCH PASSWORD HASH TOTAL CALCULATED TOTAL ARE THESE YEAR END TRANSACTIONS FUNC ED EDit ENTER QUit PF2 REstart PF3 Pr02 07 obd 32 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET IRANSACTIONS BATCH HEADER SCREENS BATCH PASSWORD The Batch Password is the FAST Batch Password and must be entered correctly or an INVALID PASSWORD error message will appear at the bottom of the screen and no update will be allowed HASH TOTAL This is the total of all transaction amounts in the budget batch regardless of whether the amounts are debits or credits The total must be entered as numeric data and must include the decimal point if pennies are necessary Whole amounts may be entered with or without the decimal point and pennies e g 100 could be entered as 100 or 100 00 Commas may be entered for amounts greater than 999 99 if desired The area will be highlighted as an error if anything other than numeric data commas or a decimal point are entered The Hash Total must equal the Calculated Total before the batch can be submitted for processing CALCULATED TOTAL This is the calculated total of all transaction amounts in the budget batch regardless of
34. Cost Sharing account Warning Messages LEDGER 9 One of the ACCOUNTS is from Ledger 9 ICR ACCOUNT One of the ACCOUNTS is an Indirect Cost Recovery account NEG BALANCE The balance in the Credit account is negative or will become negative as a result of the transaction MIXED CAMPUS The Debit and Credit accounts are from different universities TRANSFER The Debit and Credit accounts are from different fund groups EC 28 BASE BUDGET The transaction involves a change to the Base Budget in each account EC 24 26 FROZEN One of the seven digit accounts is frozen Pr02 07 obd 47 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET TRANSACTIONS BUDGET CHANGE SCREENS Output Report An output report that displays the budget transactions in each batch will be produced for each budget batch There will be a page break after each input screen This report will be spooled to the users CMS USER ID or ROUTED PRINTER ID One copy of a consolidated report for SWS will also be printed that is ordered by batch The report layout is shown on the next page Pr02 07 obd 48 11 1 2001 N S ndNVO N 9 NOILO3S NN NNN NNN NN XXXXXXX H4LOVHVHO 02 OT qa NN NNNOGd HdqvuH HOIVd HONVHO L45 ng8 OCC OC OCC OO K
35. ET TRANSACTIONS BUDGET CREATE SCREENS Completion of Budget Transaction Screen continued ACCOUNT This is the seven digit ACCOUNT number affected by the budget entries The ACCOUNT number will automatically be hyphenated during an edit Account guidelines are listed in the Account Structure section of the FINANCIAL ACCOUNTING SYSTEM USER MANUAL The following account rules must be followed or the ACCOUNT entry will be highlighted as an error In each case the associated error message is indicated in parentheses after the rule is explained FAST OBFP3 L800 16 39 07 14 87 BUDGET ENTRY DISPLAY REF 800101 BUDGET CREATE EC E ACCOUNT PAGE 1 OF 1 IDC RATE TITLE BENEFIT RATE TOTAL EXPENSE CALCULATED TE D D OBJ OBJ DESCRIPTION EX C AMOUNT OBJ OBJ DESCRIPTION EX C AMOUNT FUNC ED EDit ENTER QUit PF2 REstart PF3 Pr02 07 obd 57 11 1 2001 ACCOUNT TITLE IDC RATE BENEFIT RATE Pr02 07 obd 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET IRANSACTIONS BUDGET CREATE SCREENS The ACCOUNT must exist in the Subsidiary Ledger NOT FOUND The user must be allowed to access the ACCOUNT in accordance with the security procedures established for the CICS signon ID being used SECURE The ACCOUNT must not be deleted DELETED The ledger of the ACCOUNT and the Entry Code must be approp
36. IGNON ID S THAT ARE NOT PERMITTED ACCESS TO THE ABOVE TRANSACTIONS MUST SEND THE TRANSACTIONS TO SWS OR CALL SWS TO GAIN ACCESS TO THESE TYPES OF TRANSACTIONS IF IT IS ESSENTIAL TO PROCESS SUCH TRANSACTIONS The file also contains a list of Ledger 4 Cost Sharing accounts that is used by the program to determine whether a Cost Sharing account entry needs to be made on the Budget Transaction screen Pr02 07 obd 37 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET IRANSACTIONS BUDGET CHANGE SCREENS Camaletlanet Budast T ion S As explained previously the first step in preparing a Budget Change batch is the completion of the Batch Header screen with BD being the first 2 characters input on the BATCH ID line Once the Batch Header screen has been completed and updated the user is presented with a Budget Transaction screen The following page shows the layout of the Budget Transaction screen Allitems that may be completed are indicated by underscores until an entry is completed One can move from field to field by using the TAB key or the cursor keys Up to 12 budget changes can be entered on a screen one per line The following describes how the screen should be completed Pr02 07 obd 38 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET IRANSACTIONS
37. ING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET IRANSACTIONS BUDGET CREATE SCREENS The IDC RATE BENEFIT RATE and TOTAL EXPENSE are fields that are necessary in the management of grants and contracts The IDC RATE and BENEFIT RATE are inserted into the mechanical entry program that automatically prepares selected transactions The 7 sign will act as a duplication key and repeats the last entry made in a column Once an sign has been entered in a column the entry will be duplicated until another entry is made in that column or until the last Object Code line is entered This assists when making entries that repeat themselves on several lines After Budget Transaction lines have been entered the user can delete a line by entering DDD in the OBJ space on the line to be deleted Striking the space key and then the EOF key or its equivalent will erase any entry in a field from the cursor position to the end of the field A separate screen must be completed for each seven digit account Once a screen has been completed the user should strike the ENTER key in order to edit the data If any errors are detected they should be corrected and the screen re edited If there are more Object Codes to enter for the seven digit account after a full screen of budgets have been entered the user can proceed to the second page by striking the PF8 Forward key At this point a new screen will be displayed that contains the header information from the fi
38. INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET TRANSACTIONS Error Messages REQUIRED NO ADD FOUND LEDGER 9 SECURE ACCT DELETED ICR ACCOUNT BALANCE SECURE EC Pr02 07 obd 11 1 2001 BUDGET CHANGE SCREENS An entry must be made in the highlighted area The AA entry is only allowed in the review mode The Subsidiary or General Ledger account does not exist The user is not authorized via the control file to access Ledger 9 accounts The user is not allowed access to the account via security definition The seven digit account has been deleted The user is not authorized via the control file to access Indirect Cost Recovery accounts The user is not authorized via the control file to process against a Credit account which is or will be caused by the transaction to have a negative balance available There are two exceptions that result in a warning message being displayed and not an error message The Credit account is from Ledger 3 The seven digit Debit and Credit accounts are the same The user is not authorized via the control file to issue an Entry Code of 28 45 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET TRANSACTIONS continued SECURE LDGR INVALID EC BASE BUDGET INVALID ACT NEED 1 SL USE NO OBJ INVALID OBJ CS REQUIRED Pr0
39. IY CASH REQUEST RECEIPT FORM TITLE Petty Cash Request Receipt PURPOSE Reimburse employees for small cash expenditures SUBSEQUENT ACTION The original copy of the form is attached to the Petty Cash Summary which is then sent to the University Business Office for processing and filing Pr02 07 obd 20 11 1 2001 0c eod 8661 Lz Inr Jenseej 9 eoueurJ ONYO esf pue sajes eui JO II 09 1 Aq 1dulex3 si jisisAlun eu L INNONV ON T ON J8eu9noA pe ouddy Ag Q3AI393H WAOdddv IWLNAWLYVd3ad luo esp sseuisng 104 QAZIMOHLNV soseu Jn eu INNONV 92 1 JO NOILVWNVW1dX4 3H3AVd uv 1dl3193Y4 1S3IND3Y HSVO ALL3d WALSAS dO ALIS 3AINI SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES REQUISITION FOR PURCHASE FORM TITLE Requisition for Purchase PURPOSE Order materials supplies and equipment from vendors outside of the University SUBSEQUENT ACTION The Requisition for Purchase form is processed into a purchase order Pr02 07 obd 22 11 1 2001 220604 8661 22 Inr jieinse jil Jo 23 AYNLVNOSIS avaH LNalN LH vdad ONISVHOMfld dasinoss 133HS VLVG A134VS TVIYILVIN 1809 GALVWILSS YO NOLLVLONO NOILdl HOS3Gd ALILNVNO qd or an RO Q r u
40. M INPUT FORMS PROCEDURES IRAVEL EXPENSE VOUCHER FORM TITLE Travel Expense Voucher PURPOSE record travel expenses so that reimbursement may be received SUBSEQUENT ACTION The Travel Expense Voucher is processed and filed by each university Pro2 07 obd 26 11 1 2001 N ezjeoq 28661 12 1 9 NYO N enp zunowy ss uisng JO IgAo1dde pazuoyny AUSIOAIUA o peuunjeJ junouu v JO 9ABIL ejeq AYSJOAIUN eu JO Jjeueq uo Aq peoueApe junouy panou sesuedxe jeu Ajjeo AYVININNS S3sNadx3 Ive Manto Svan sngniiv SLdIZOSY BANI NOILVLNAWNDOG ONILYOddNS HOVLLY TSAVYL JO NOILVZIWSLI TAAVUL dO ASOduNd GNV NOILVNILS3d SALVG M23HO YOsA SS3 41QQV ONITIVIN YATAAVAEL dO 3INVN WALSAS 3NIVMW dO ALISYJAINN Jou2noA esuedx3 JoA eJ SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET IRANSACTIONS PAGE a Ade 29 30 Batch Header Screens tt 31 37 5 38 55 Budget Create SCl eers ii 56 67 Pr02 07 obd 28 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCED
41. NGE ATTACH EXTRA SHEET IF NECESSARY UNIVERSITY AUTHORIZATION TREASURER S OFFICE DEPARTMENT DATE DEAN OR DIRECTOR DATE BUSINESS MANAGER DATE ENTRY CODES EC 21 CURRENT ONLY EC 25 BASE ONLY EC 22 FUTURE EC 26 BASE amp CURRENT EC 24 BASE CURRENT amp FUTURE EC 28 TRANSFER CURRENT ONLY DEBIT CREDIT INCREASE EXPENSE DEBIT INCREASE REVENUE CREDIT DECREASE EXPENSE CREDIT DECREASE REVENUE DEBIT Office of Finance amp Treasurer May 25 2001 pr01 15 doc 7 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES INTER DEPARTMENTAL ORDER IDO FORM TITLE Inter Departmental Order IDO PURPOSE Used to transfer costs between departments when one department performs a service for another SUBSEQUENT ACTION The IDO is processed to FAST by the department providing the service Copies of the IDO are then mailed to the department ordering the service Pr02 07 obd 8 11 1 2001 pI 0qf 8661 IZ Amf 20nseo1 29 oouvur JO 99UJO o ss 1ippy 3ueunedo q 3uoun1edo q Ag spoor ON JUNO9IY HpaI junoury nun Kjguen uondri9s q eunjeusis 02 60 A V uo Jeodde uondiosaq Ssopp y 3ueunrede q Suropi eureN Ju unied G oN 3unooo y juounedo q IFY su dx jo spunj 0 LON
42. NN NNN NN C a The word Batch is in field 1 b Field 2 must contain 6 characters 1 CR followed by 2 a one digit campus indicator 1 8 and 3 a three digit batch number c Field 3 is the date the batch is prepared 1 two digits for month 2 two digits for day d Field 4 describes the batch and consists of no more than 20 characters e Field 5 contains the net amount of all the bank deposits It can consist of numerics with commas and a decimal point The commas and decimal are optional If no decimal is given it is assumed to follow the last digit The amount cannot exceed 99 999 999 99 f Field 6 is optional It is used when the net deposits are negative amounts The field defaults to D only enter a C when the deposits are negative Pr02 07 obd 97 10 30 2001 Pr02 07 obd 10 30 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CASH RECEIPT PREPROCESSOR INPUT DEPOSITS HEADER This line must contain the word Deposits in columns 1 8 It signals the start of the bank deposits and must be in the job stream BANK DEPOSITS Bank deposits contain four fields all separated by semicolons The following format is to be used FAST Bank Account Number MMDD NN NNN NNN NN C a Field 1 is a five digit field and must contain the last two digits of the FAST bank account number and the account control b Field 2 is the date the deposit was made at the bank c F
43. Number Transaction Date Description Original Encumbrance Current Encumbrance Creation Date Last Activity Date OE Drop Flag System Drop Flag This is the seven digit account to which the encumbrance has been charged This is the three digit object code to which the encumbrance has been charged This is the six digit purchase order number assigned to the encumbrance This is the month and day the encumbrance was prepared for processing This is the 20 character name of the vendor or a description of the encumbrance This is the original dollar amount of the encumbrance when it was created This is the current dollar balance in the encumbrance after adjustments or liquidations This is the month day and year the encumbrance was originally processed This is the month day and year of the last transaction processed against the encumbrance A number 1 in this field indicates that the encumbrance has been flagged for deletion from the OE file A number 1 in this field causes the encumbrance to be dropped from the OE file 109 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES MECHANICAL ENTRIES Mechanical Entries are a special set of computer generated journal entries automatically created each month and entered into the accounting system through the update program These are entry code 61 entries Month end mechanical entries may consist of any
44. RES CICS ENTRY OF BUDGET IRANSACTIONS BATCH HEADER SCREENS Request Line Commands The Request Line at the bottom of the screen displays the commands available to the user These may be executed by striking the indicated PF keys or in those cases where a terminal does not have function keys the first two characters of a command can be entered to the right of the word FUNC followed by striking the ENTER key EDit ENTER Checks the screen for errors and highlights the fields that need correcting UPdate PF1 An update must be performed after the screen has been edited and is free of errors After a successful update a blank Budget Transaction screen is automatically displayed if no transactions have previously been entered If transactions have already been entered a successful update of the Batch Header screen will cause the submit option to appear on the screen QUit PF2 Terminates a batch without submitting it for processing The system exits the Budget Transaction mode and control is returned to the CICS FAST System REstart PF3 Refreshes the screen back to the point immediately following the most recent update If a screen has not been updated all entries are erased Pr02 07 obd 34 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET IRANSACTIONS BATCH HEADER SCREENS Additional Opti The following additional Options are available on the B
45. SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES MECHANICAL ENTRIES INDIRECT COSTS ADMINISTRATIVE CHARGES 25 Indirect Costs Administrative Charges will be charged on all object codes except 600 639 690 699 720 739 and 900 999 and specific object codes entered in the object code field This calculation will be based on fiscal year to date figures only 26 Indirect Costs Administrative Charges will be charged on all object codes except 600 639 690 699 720 739 and 900 999 and specific object codes entered in the object code field This calculation will be based of project to date figures only 27 Indirect Costs Administrative Charges will be charged on all object codes EXCEPT 690 699 900 999 and the specific object codes entered in the object code field This calculation will be based on monthly figures only 28 Indirect Costs Administrative Charges will be charged on all object codes EXCEPT 690 699 900 999 and the specific object codes entered in the object code field This calculation will be based on fiscal year to date figures only 29 Indirect Costs Administrative Charges will be charged on all object codes EXCEPT 690 699 900 999 and the specific object codes entered in the object code field This calculation will be based on project to date figures only 30 Indirect Costs Administrative Charges will be charged ONLY on the specific object codes entered in the o
46. SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES PAGE ACCOUNT Greste FOLfb uu ese tut 2 3 Attribute Flag Change eee ote ie eee 4 5 Request tor Budget Chang aras rt Henn deus 6 7 Interdepartmental Order acaso O 8 9 EA MEI HU ES 10 15 Check Request A A A AR 16 17 INVOICE ui 18 19 Petty Cash Request Receipt 20 21 Requisition for Purchase a cane 22 23 Travel Advance Request ReCeipt 24 25 Travel Expense Voul6lerz ep 26 27 CICS Entry of Budget Transactions acierta 28 67 Journal Voucher Preprocessor 68 93 94 104 ENCUMDISNCOS cuasi 105 109 Mechanical Entries u cea 110 123 Pr02 07 obd 1 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES ACCOUNT CREATE EORM FORM TITLE Account Create Form PURPOSE Used by the university to request new account numbers Requests for designated or restricted accounts must be accompanied by the appropriate authorization ie contract grant proposal gift transmittal letter etc SUBSEQUENT ACTION After the Account Creation Form has received the ne
47. TRANSACTIONS BUDGET CREATE SCREENS Review Mode When the user is in the REVIEW mode transaction lines may be added or deleted A line is deleted by typing DDD in the OBJ space on the line to be deleted then striking the ENTER key Lines can be added by typing AAA in the OBJ space of the line after which additions are to take place Pressing ENTER then PF1 ADdtran will cause a new screen to appear with the AAA line at the top and 22 blank lines for entry The EDIT process must be executed after adding lines Output Report An output report will be produced for each budget batch that displays the budget transactions in each batch lt will also display a computer generated Total Direct Cost amount This amount will be calculated for accounts from Ledgers 5 and 6 when an Entry Code of 21 or 26 is used and is the sum of Object Codes 100 998 excluding Object Codes 690 699 Each input screen will be printed on a separate page This report will be spooled to the user s CMS USER ID or ROUTED PRINTER ID One copy of a consolidated report for SWS will also be printed that is ordered by batch The report layout is shown on the next page Pr02 07 obd 63 11 1 2001 LOOZ L LL pqo 0 z0Jd NN NNN NNN NN UIVLOL HSVH SSAA NONDIS 5210 HSLOVHVHO 02 NOILdIHOSSG 01 qa NWW ALYA NNNOL HOLVd WHGVSH HOLVH AIVA T SNdNVO AAA KKK KK KKK KK KKK KKK KK KK KKK KKK KKK KK KKK SS
48. URES CICS ENTRY OF BUDGET TRANSACTIONS INTRODUCTION At the University of Maine System budget transactions are entered remotely on computer terminals This results in the entry of transactions close to the source of the data The remote entry of budget transactions results in the timely processing of the data such that the effects can be reflected in the data base after the next batch update of the accounting file In addition unnecessary paper flow is reduced and appropriate editing is performed by the computer to insure that the transactions are technically correct and conform to University administrative policies and generally accepted accounting practices This shortens the transaction posting time and improves the accuracy of the data thereby improving the ability of managers to monitor their fiscal affairs Remote terminal entry of budget transactions is accomplished using CICS screens under the FAST system This provides a simple and user friendly environment Essentially a user can create any number of budget batches during a CICS session and each batch can contain any number of screens of budget transactions It is recommended that batches be kept relatively small so that if CICS or the mainframe computer goes down a minimum amount of data will be lost The process consists of completing a Batch Header screen and then a number of budget transaction screens which make up the batch associated with the Batch Header screen All the data o
49. VERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR INTERDEPARTMENTAL ORDER CREATIONS CORRECTIONS amp SUBMITTING The EC field is preset at 63 and need not be changed except for access to frozen accounts The IDO NO field is for the individual IDO number The sign is used to repeat a number an I in the field will increment the number by one Both signs will continue to function until something else is entered into the field The date is the IDO date and must be entered as mm dd The debit and credit account numbers are entered as a solid ten digit number The system will format them correctly during the edit of the page The two ER fields are not for input but are used to let you know what errors if any were found within the account numbers The amount can be typed without regard to spacing within the field and only the period needs to be typed The system will right justify and add commas during the edit The REF 2 column is for any other information you want to record such as a work order number It is a six digit field The description line is a 20 character field to further describe the line and must have an entry to enable the transaction to be processed When the page is completed or you are finished the enter key will edit the page At this time any errors will be identified and highlighted either on the command line or in the ER fields The cursor mov
50. WW HH AVG 40 NIL T LHSdNd ONILNNOOOV ALISUHAINA AX GG WW HLIVA HALNAINOD SN3332S 31V3849 1390N9 5 5 139088 JO AYING 5515 SI4NUAITDOYA SINJOW LNdNI WALSAS ONILNNOIOV TVIONVNId WALSAS 3NIVIN ALISSH3AIND 9 NOILO3S NN NNN NNN NN 2 X HOSHG LOVHVHO 9T NNN NN NNN NNN NN q x HOSHG ILOVHVHO 9T NNN LNOONWV 241 NOILILdIWqOSH AOD INNONV odI 4d09 1524240 190 NOILdIWqOSHqHQ GOO NN NNN NNN NN LSOO IOWNIG TWLOL NN NNN NNN NN 5 TWIOL NN NN 24198 NN NN 24198 DUI SILIL JALOVEVHO 9Z 2581111 NNNNN N N LN O2OV NZ 104 NNNNNN 2448 GI HOIVH SNOILOVSNVHI ALVAYO S dWVO MORONA AA KKK KH SS WN HH AVG 40 AWIL l435d08 9NILINQOOOV ANIVW JO ALISYUHAINO AX GG WW HLIVA YHALNAINOD SN3332S 31V3849 1390N9 5 5 139088 JO AYING 5515 SI4NUATDOSYA SINJOW LNdNI IN31SAS ONILLNNOIOV TVIONVNId IN31SAS 3NIVIN dO ALISHSAINA 9 NOIL93S LOOZ L LL 0 20 LO SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET IRANSACTIONS BUDGET CREATE SCREENS ENTRY CODES Entry Algebrai
51. atch Header screen after a batch of budget transactions have been entered edited and updated APPEND Permits a user to review the last page of transactions entered and to enter additional transactions on following pages SUBMIT Submits the budget batch for processing during the next scheduled accounting update ABANDON This is similar to Quit in that the batch is terminated and control is returned to CICS REVIEW Allows the user to page forward through the transaction screens to review what was entered One proceeds from screen to screen by hitting the ENTER key One can make changes to entries that have already been made or enter additional transactions to the batch by entering this mode SUSPEND Permits the user to temporarily leave the budget input process and use the terminal for some other purpose When the user re initiates the budget input process control is returned to the batch that was on the screen when the process was interrupted Caution should be exercised when exiting for any length of time If the system goes down the batch will be lost Pr02 07 obd 35 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET IRANSACTIONS BATCH HEADER SCREENS When selecting one of these additional options the two letters to the left of the option on the Batch Header screen should be entered to the right of the Selected Option line see example below BAT
52. available will have been charged twice the encumbrance amount and the disbursement amount To prevent this it is imperative that all invoices resulting from P O s clearly reflect the ten digit unt number the originating Purchase Order number the invoice amount and the indicators P partial payment or F full payment 2 Credit Encumbrance 5X Transactions The second way of liquidating an existing encumbrance is to manually process a Miscellaneous Transaction Input Form This form would be used to reduce or fully liquidate an existing encumbrance on the Open Encumbrance File In using this form to accomplish the above the following columns must be completed Pr02 07 obd 106 10 30 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES ENCUMBRANCES Account No S L accounts only Entry Code E C 55 Reference No Purchase Order No Date Date of Transaction Description Amount DCPF Place a C in this column NOTE Regarding the DCPF column on the Misc Transaction form it is not necessary to mark a P or an F in this column as the transaction will apply the dollar amount of the credit encumbrance transaction against the dollar amount in the O E record determining whether this fully or partially liquidates the record If the amount of the credit encumbrance transaction is greater than the amount which is in the OE record the transaction will NOT PROCESS The system does
53. ays be 63 X University number F Journal Vouchers This batch control includes all journal voucher transactions University number G Accounts Receivable 1 Accounts Receivable C amp I This batch control includes all transactions pertaining to C amp l vendors and College Work Study receivables 2 Accounts Receivable ISIS This batch control includes all transactions pertaining to student receivables X University letter H Account Creates This batch control includes the setting up of all new accounts l Account Modifications This batch control includes all modifications to an account such as attribute changes account deletions etc Pr02 07 obd 11 1 2001 SECTION G IDX JVX BJX ARI ARX ACC XFC 14 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES BATCH CONTROL Batch Control Legend Batch Description Batch Code J Balances Brought Forward BBF This batch control is used at the beginning of a fiscal year to bring old year balances forward Only general ledger balances and project to date balances can be affected by these batches K Miscellaneous Transactions MSA L Encumbrance Transactions XENC This batch control includes all transactions which pertain to the Open Encumbrance file i e all 5X transactions The first digit or X equals the University Identifier i e 8ENC where 8 CO SWS M Payroll Encumbrance PAY Pr02
54. bject code field This calculation will be based on monthly figures only 91 Indirect Costs Administrative Charges will be charged ONLY on the specific object codes entered in the object code field This calculation will be based on fiscal year to date figures only 32 Indirect Costs Administrative Charges will be charged ONLY on the specific object codes entered in the object code field This calculation will be based on project to date figures only Pr02 07 obd 115 10 30 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES MECHANICAL ENTRIES INDIRECT COSTS ADMINISTRATIVE CHARGES LAYOUT FOR INDIRECT COST ADMINISTRATIVE CHARGES INQUIRY FILE COLUMN 1 3 4 13 14 15 20 21 30 31 40 41 42 43 59 60 81 Pr02 07 obd 10 30 2001 DESCRIPTION CARD TYPE BASE ACCOUNT OBJECT CODE SEQUENCE NO RATE CREDIT ACCOUNT OBJECT CODE UPPER LIMIT METHOD CODE DESCRIPTION OBJECT CODES REMARKS 014 Numeric Field 4 Indirect X Costs Administrative Charges XXXXXXX690 The account and object code to be charged 0 Order in which mechanicals are run against the Base Account XXXXXX The rate used to calculate charges Rate is expressed as a percentage i e 4696 would be 046000 X16039108X The account and object code to be given credit XXXXXXXXXX The maximum project to date Indirect Costs Administrative Charges that
55. by striking the indicated PF keys In those cases where a terminal does not have function keys the first two characters of a command can be entered to the right of the word FUNC on the Request Line followed by striking the ENTER key These commands are described below EDit ENTER UPdate PF1 Checks the screen for errors and highlights the fields that need correcting An update must be performed after the screen has been edited and is free of errors After an update a blank Budget Transaction screen is automatically displayed Quit PF2 After all budget transactions have been updated for a batch this command should be executed This returns control to the Batch Header screen REstart PF3 Refreshes the screen back to the point immediately following the most recent update If a screen has not been updated all entries are erased Error and Warning Messages There are a number of error and warning messages that will be displayed under various circumstances Errors are indicated by displaying an error message with asterisks around the message and highlighting the field that is in error Warnings are indicated by printing a warning message without asterisks In some cases there may be more than one error or warning on a line In this case only one message will be displayed based on the following order of importance Pr02 07 obd 11 1 2001 44 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM
56. c Base Current Future Code Replacement Budget Budget Budget 21 Algebraic X 22 Algebraic X 23 Replacement X 26 Algebraic X X These are illustrated by the following examples Activity Entry Code Create Original Budget 26 Sponsor Addition to Budget 26 Sponsor Decrease to Budget 26 Sponsor Change to Budget 26 University Addition to Budget 21 University Decrease to Budget 21 University Change to Budget 21 Increase Decrease to Future Budget 22 Replace Future Budget 23 Pr02 07 obd 66 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET IRANSACTIONS BUDGET CREATE SCREENS DEBIT D CREDIT C LOGIC Increase Decrease Budget Budget A Revenue 1 Standard Revenue C D 2 Revenue Exceptions D C Waivers Refunds Doubtful Accounts B Expenditures 1 Standard Expenditures D C 2 Credits Object 9XX C D These rules are illustrated by the following examples Current Budget Revised Status Change Status A Revenue 1 Standard Revenue 1 000 100C 1 100 1 000 100 D 900 2 Revenue Exceptions 1 000 100D 1 100 1 000 100 C 900 B Expenditures 1 Standard Expenditures 1 000 100D 1 100 1 000 100 C 900 2 Credits Object 9XX 1 000 100C 1 100 1 000 100 D 900 Pr02 07 obd 67 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES Introductio ce 69 System Requirements
57. cessary approvals it is processed to FAST and filed by SWS Accounting Pr02 07 obd 2 11 1 2001 UNIVERSITY OF MAINE SYSTEM ACCOUNT CREATE FORM UNIVERSITY UNIVERSITY USE ONLY SUGGESTED ACCOUNT NO Ll CR CODES 1 2 3 4 RESPONSIBLE PERSON NAME FIRST MIDDLE INITIAL RESPONSIBLE PERSON ADDRESS MAJOR SOURCE OF FUNDS REVENUE EXPENSE SL 90 91 DIST GL 90 91 DIST TERMINATION DATE FEDERAL CATALOG NO CLOSING ACCOUNT NO SL GRANT NO BUDGET START BILL CODE Y Y Y Y MM D D Y Y Y Y M MD D ASSET NUMBER PURPOSE OF ACCOUNT RESPONSIBLE PERSON SIGNATURE DATE UNIVERSITY AUTHORIZATION DATE SYSTEM WIDE SERVICES USE ONLY TYPE FUNDING MINOR SOURCE OF FUNDS BIRTH DATE YE SCHEDULE BALANCE FORWARD M M Y Y GL LETTER OF CREDIT NO IDC DEPT ENDOW DISTRIBUTION ACCOUNT TEMP INCOME DISTRIBUTION L GRANTOR RESTRICTION INCOME RESTRICTION ASSET LIABILITY L FUND BALANCE CASH FLOW PROJECT TYPE SWS APPROVAL SIGNATURE DATE SWS APPROVAL SIGNATURE DATE Office of Finance and Treasurer May 29 2001 jb03 17 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL AC
58. ch numbers assigned to you The Batch Date is the current date The Description is up to twenty characters to describe the batch The Preparer Code is up to four characters to identify the person who is preparing the batch This will help if a question arises we will know who to contact to get the answer You will be allowed to use any code within this field however we will need to know your code so we can contact you with any questions The Batch Password is the FAST Batch Password Since the CICS System will submit the batch to VSE directly it will need this password The Batch total is the hash total of the batch Pr02 07 obd 71 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR JOURNAL VOUCHER CREATIONS CORRECTIONS amp SUBMITTING At the bottom of each screen there is a display of the special function keys to use for that page Enter EDit Edits the page and identifies and highlights any errors found PF1 UPdate Moves the edited page into a storage area and supplies a new page A second page to the Journal Vouchers will contain the same JV number date and description PF2 QUit From the Journal Voucher pages this key will get you back to the batch header screen From the batch header this key will get you back to the CICS signoff PF3 REstart Erases any data entered on the screen so you can restart if necessar
59. d and twelve blank lines for entry When the additions have been made and edited the additions will be inserted into the proper position A line can be deleted by typing DD in the entry code area of the line you want to delete You can also add more journal vouchers at the end of the review by striking an enter key SS Suspend Allows you to temporarily leave the JV Preprocessor and use your terminal for another job This should not be used for long periods as you could lose the total batch if the System has a failure CAUTION To avoid this condition complete the batch if possible and submit AB Abandon Clears the total batch which requires the user to start over AP Append Allows you to add additional data at the end of the file Decide which option you want and enter the code in the option field Pr02 07 obd 73 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR INTERDEPARTMENTAL ORDER CREATIONS CORRECTIONS amp SUBMITTING The IDO is created with the use of CICS screens To access these screens you need to signon to CICS and into FAST To enter the IDO Screens type JV in the first two slots and then hit the return key Your next screen will show the Batch Header Screen See Exhibit V You will need to fill in the entire screen except the calculated total This will be supplied later by the editor The Batch ID is the IDO ba
60. data thereby improving the ability of managers to monitor their fiscal affairs In addition this helps in month end reconciliation of accounts The system uses CICS software which has been designed to be as user friendly as possible All fields on the screen are labeled and highlighted and one needs only fill in the blanks When the screen or batch is completed the computer does an edit check to see if the information is correctly entered It also checks most of the accounting rules and notifies the user of any problems When all errors are corrected the computer feeds the batch into the Feeder File for update to the accounting system that night Reports are sent to both the user and SWS Accounting The user needs to keep the backup of entries and is required to answer any questions which might arise All entries must have a debit and credit account This assures that a balanced JV IDO is made and allows the use of the contra account on many reports Pr02 07 obd 69 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR SYSTEM REQUIREMENTS The system will require the following 1 A terminal or a personal computer that can function as a terminal 2 A CICS signon with access to the FAST System and access to the JV System 3 A CMS signon 4 A FAST Batch Password SIGNONS AND THEIR USE The CICS signon with the JV Preprocessor access allows yo
61. dit X X XXXXX 08X This entry charges the appropriate account for University Indirect Costs Administrative Charges and credits the appropriate University Indirect Cost Administrative Charges Recovery Account 2 These entries will be computer written for each ledger affected provided a special entry has been made in the Inquiry File 3 The specific account to be credited must be entered in the Indirect Costs Administrative Charges Inquiry File 4 Twelve different patterns of Indirect Costs Administrative Charges are available by using a method code Method codes and related patterns are as follows 21 Indirect Costs Administrative Charges will be charged on Salary and Wage object codes 100 179 200 279 and 300 379 only This calculation will be based on monthly figures only 22 Indirect Costs Administrative Charges will be charged on Salary and Wage object codes 100 179 200 279 and 300 379 only This calculation will be based on fiscal year to date figures only 23 Indirect Costs Administrative Charges will be charged on Salary and Wage object codes 100 179 200 279 and 300 379 only This calculation will be based on project to date figures only 24 Indirect Costs Administrative Charges will be charged on all object codes except 600 639 690 699 720 739 and 900 999 and specific object codes entered in the object code field This calculation will be based on monthly figures only Pr02 07 obd 114 10 30 2001
62. dited and updated control is returned to the Batch Header screen by executing the Quit command At this point the user should check to see that the Hash Total and Calculated Total are equal If these totals are equal the batch can be submitted for processing After a batch is submitted a blank Batch Header screen is displayed at which point the user can begin preparing another budget batch Review Mode When the user is in the REVIEW mode accessed from the Batch Header screen striking the ENTER key when the cursor is at the bottom of the Budget Transaction screen causes control to be passed to the bottom of the next Budget Transaction screen When in the REVIEW mode transaction lines may be added or deleted A line is deleted by typing DD in the ENTRY CODE space on the line to be deleted then striking the ENTER key Lines can be added by typing AA in the ENTRY CODE area of the line after which additions are to take place Pressing ENTER then PF1 Update will cause a new screen to appear with the AA line at the top and 11 blank lines for entry The Edit process must be executed after adding lines Pr02 07 obd 43 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET TRANSACTIONS BUDGET CHANGE SCREENS Request Line Commands The Request Line at the bottom of the Budget Transaction screen displays the various commands available to the user These may be executed
63. e following Agency General Ledgers have been assigned to record transactions relating to the University s centrally controlled funding under the Letter of Credit Reimbursement program 8 0 30101 130 US Department of Health and Human Services 8 0 30102 130 National Science Foundation 8 0 30104 130 5 Department of Commerce NOAA 8 0 30105 130 US Department of Education 8 0 30107 130 US Small Business Administration 8 0 30108 130 05 Department of Agriculture 8 0 30109 130 5 Environmental Protection Agency 2 The following Type of Funding attributes identify accounts funded through a Letter of Credit 01 US Department of Health and Human Services 02 National Science Foundation 04 US Department of Commerce NOAA 05 US Department of Education 07 USSmall Business Administration 08 US Department of Agriculture 09 US Environmental Protection Agency Other Type of Funding attributes can be added to the program as required 3 Each week this program will read the cash balance of all General Ledger accounts with the above Type of Funding If the cash balance in the General Ledger account is negative and adequate receivable is available a journal entry entry code 61 will be generated debiting the receivable account control in the Agency General Ledger and crediting receivable account control in the Grant Contract General Ledger If the cash balance is positive a journal entry will be generated crediting the receivable accou
64. e to be given credit 41 PRORATE CODE X Indicates how to analyze Base Account Valid values are 0 8 Subsidiary Ledger Using Current Month Actual Dollar Field 0 7 Disregard object code table 17 Exclude those object codes in table 2 7 Include those object codes in table Pr02 07 obd 118 10 30 2001 COLUMN 42 43 59 60 81 Pr02 07 obd 10 30 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES MECHANICAL ENTRIES PRORATES LAYOUT FOR PRORATES INQUIRY FILE DESCRIPTION REMARKS BLANK DESCRIPTION SUBCODES General Ledger Using Current Month Actual Dollar Field 3 7 Disregard account control table 4 2 Exclude those account controls in table 5 Include those account controls in table General Ledger Using Year to Date Actual Dollar Field 6 Disregard account control table 7 7 Exclude those account controls in table 8 Include those account controls in table Space The description to be used on the journal entry generated XXXXXXXXXXXX The object codes of the Base Account to be analyzed or skipped This decision is based on the value of the Prorate Code 119 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES MECHANICAL ENTRIES COST SHARING 1 Cost sharing matching is required for various grants and contracts received by the University Documentation of this cost sharing is required b
65. ect placement of comma Negative deposits are not allowed against this bank 101 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CASH RECEIPT PREPROCESSOR GENERAL CONSIDERATIONS Statements of income should be produced on a daily basis The batch number acts as the control therefore they must be maintained and used in order The edit and update programs will not allow the double use of a batch number If you need to produce more than one daily statement of income four number series can be used 001 249 250 499 500 749 and 750 999 The batch number cannot exceed three digits This statement of income is considered the original It must be retained along with all documentation including bank deposit receipts for future reference and auditing purposes Each remote terminal entry point is responsible for providing all documentation pertaining to the statement of income Pr02 07 obd 102 10 30 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CASH RECEIPT PREPROCESSOR JOB STREAMS EDIT I JOB jobname accountid distribution INCLUDE FASCRFD JCL EXEC CRFEED EDIT INCLUDE batchname input F amp UPDATE JOB jobname accountid distribution INCLUDE FASCRFD JCL EXEC CRFEED UPDATE INCLUDE batchname input amp Pr02 07 obd 103 10 30 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCI
66. ement keys can be used to get to the needed fields for corrections Then the page will need to be edited again When all errors are corrected it will say Update Allowed Then PF1 will update the screen and get you to the next page The new page will have the same heading as the last and will need to be updated if any information changes If this is the last page PF2 will quit the IDO screen and you will return to the Batch Header Screen See Exhibit VII Pr02 07 obd 75 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR INTERDEPARTMENTAL ORDER CREATIONS CORRECTIONS amp SUBMITTING This screen will show the calculated total If it is different from the hash total it must be corrected before you can submit the batch to the feeder file Five alternatives are available from this screen SU Submit Submits the IDO to the feeder file At the same time it creates the report and spools it to your CMS signon The IDO screens are cleared and your temporary storage is cleared so you are ready to start your next batch RE Review Takes you back through the IDO a page at a time to look it over Any changes may be made by typing over the error Lines may be added by typing AA in the entry code area of the line before you want the entry to appear A return and update will give you a new screen with the AA line listed and seven blank lines for entry Whe
67. et up for coding and controlling data to be batched and processed into the Financial Accounting System The batch numbering scheme as outlined in the following paragraphs will begin at 001 per batch code at the beginning of each fiscal year July 1st All batch corrections resulting from daily diagnostic messages are to be processed using the same three digit alpha batch code outlined below Batch Description Batch Code A Cash Receipts This batch control includes Statement of Income received from all CRX universities plus SWS X University number B Cash Disbursements Cash Disbursements Accounts Payable except Travel APX Vouchers This disbursement batch control includes transactions from the A P system X University number C Budget Entries BDX BTX This batch control includes all budget entries 2X Entry Code X University number See CICS Entry of Budget Transactions for explanation of batch codes D Payroll Distribution This batch control is used for the student U biweekly classified B and monthly M payroll distributions charging expenditure accounts UP and crediting payroll clearing and other liability or withholding BP accounts MP Pr02 07 obd 13 11 1 2001 UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES BATCH CONTROL O E Interdepartmental Orders This batch control includes all interdepartmental charge and credit transactions The entry code should alw
68. fied Mechanical Entries can be of the following types Employee Benefits Indirect Costs Administrative Charges Cost Sharing Pro Rates Letter of Credit Reimbursement OU Rom Each is in the format of read a file format an entry then process entries Pr02 07 obd 110 10 30 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES MECHANICAL ENTRIES EMPLOYEE BENEFITS 1 The basic Employee Benefit entry is as follows Debit X X XXXXX 190 or X X XXXXX 290 Credit X 2 62500 91X This entry charges the appropriate account for University Employee Benefits and credits the University General Employee Benefit Account Benefits for non faculty temporary employees are charged to object code 290 All other items are charged to object code 190 2 These entries will be computer written for each ledger affected provided a special entry has been made in the Employee Benefits Inquiry File 3 The specific account to be credited must be entered for each account to be charged 4 The benefit entry is calculated by multiplying the rate times the base amount This amount is compared to the benefits already charged and the entry is made for the difference 5 Nine different patterns of employee benefit charges are available by using a method code Method codes and related patterns are as follows 01 Employee Benefits will be charged on Salary and Wage object codes 100 179 and 200 279 This calcu
69. han numeric data commas or a decimal point are entered This is the seven digit ACCOUNT number to be CREDITED by the indicated amount All of the rules described above for the DEBIT ACCOUNT also apply to the CREDIT ACCOUNT 41 OBJ CS ACCT SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET TRANSACTIONS BUDGET CHANGE SCREENS The last three digits of the ACCOUNT OBJECT CODE must be entered All of the rules described above for the DEBIT OBJECT CODE also apply to the CREDIT OBJECT CODE The CS ACCOUNT area must be completed if either the DEBIT or CREDIT ACCOUNT is one of the Ledger 4 Cost Sharing accounts contained in the special file maintained by the Office of Finance and Treasurer see the list of current Cost Sharing Accounts on page 53 The associated seven digit Ledger 5 or 6 account that requires the Cost Sharing is to be entered in this area The field will be highlighted as an error if it is left blank when a Cost Sharing account is one of the DEBIT or CREDIT ACCOUNTS or if the CS ACCOUNT is not an existing Ledger 5 or 6 account The field must be left blank if neither the DEBIT or CREDIT ACCOUNT is a Cost Sharing account otherwise the area will be highlighted as an error There may be situations in which the user will want to transfer funds from a General Ledger account to a Subsidiary Ledger account or vice versa Only those General Ledger accounts that
70. have 3 fields Invalid account control for bank deposits Invalid deposit date seven digit account does not exist Bad return from GL file Detail lines has wrong number of input fields It should have 2 to 5 Detail account number does not contain the necessary ten digits Invalid object code Invalid account status should be F if frozen 4th field should only contain C for credit D for debit or have no value Warning Description field of detail card D C G or F 100 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 Pr02 07 obd 10 30 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CASH RECEIPT PREPROCESSOR DIAGNOSTIC MESSAGES Account is frozen and account indicator is not F Account deleted Total deposits total cash receipts and batch amount total do not match Batch card was missing from batch Bad return from SL file Card with deposits on it was missing Card with detail on it was missing Deposits were missing from batch Cash receipts were missing from batch Edit is complete Correct errors and resubmit Edit is complete No errors were found in batch All input was correct Batch was sent to fastfeed Error in closing batch file Error in closing SL file Error in closing GL file Amount is too large Amount has incorrect placement of decimal Amount is invalid Amount has incorr
71. he entry code must be between 60 69 excluding 61 which is not used Please correct and resubmit Highlight Entire field Invalid Account Number The account number must not contain blanks or alpha characters Please correct and resubmit Highlight Entire account number Account not found This account number was not found please check and correct Highlight Entire account number 78 EDT AF EDT AD EDT AC EDT IO EDT FG EDT PR EDT OC EDT IS Pr02 07 obd 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR ERROR MESSAGES Account is frozen This account is frozen if you wish to process a transaction against the account you must change the EC 60 to 62 Highlight Entire account number Account is deleted This account is set for deletion No activity is allowed against this account Please correct and resubmit Highlight Entire account number Invalid Account Control The account control selected will not work with this ledger Please correct and resubmit Highlight digits 2 and 8 10 of the account X X XXXXX XXX Invalid Account Operation Transfer of funds are restricted to certain access Also all entries using a 49X 59X must have the opposite 49X 59X sign on the contra account Highlight digits 2 and 8 10 of the account X X XXXXX XXX Invalid Fund Group Entries to fund groups digits 3 7 less than 10000 are prohib
72. ield This calculation will be based on monthly figures only Any benefit code listed in the object code field will be excluded from the analysis of the previous overhead amount 08 Employee Benefits will be charged on all object codes EXCEPT specific Salary and Wage object codes entered in the object code field This calculation will be based on fiscal year to date figures only 09 Employee Benefits will be charged on all object codes EXCEPT the specified Salary and Wage object codes entered in the object code field This calculation will be based on project to date figures only In all cases employee benefits will only be charged on object codes 100 179 and 200 279 5 The maximum employee benefits permitted should be entered in the Upper Limit field of the Inquiry File Employee Benefits will not be charged beyond this amount 6 The Employee Benefit program uses cumulative data in the fiscal year to date fields when referenced to method codes 02 05 and 08 Therefore fiscal year retroactive rate changes are automatically made when a rate change is entered 7 The Employee Benefit program uses cumulative data in the project to date fields when referenced to method codes 03 06 and 09 Therefore project life retroactive rate changes are automatically made when a rate change is entered 8 If negative salary and wage expenditure transactions appear in any account charged for employee benefits due to error correct
73. ield 3 contains the amount of the deposit following the same format as the batch amount d Field 4 is an optional field to be used when the deposit is negative It defaults to D so a C needs to be entered when the deposit is negative DETAIL HEADER This line must contain the word Detail in columns 1 6 It signals the beginning of cash receipts and is necessary for an error free run DETAIL LINES These lines are the cash receipts They must contain at least 2 fields but may have up to five Again semicolons are used to separate fields The format is as follows FAST Account Number NN NNN NNN NN Description D F a Field 1 must contain a ten digit FAST account number b Field 2 must contain the amount following the same guidelines as for the batch amount c Field 3 is optional If it is used it is interpreted to be a description of the transaction Up to 20 characters may be used 98 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CASH RECEIPT PREPROCESSOR INPUT d Field 4 an optional field signals a debit or a credit If it is omitted a credit is assumed To denote a debit the filed must contain a D e Field 5 is also optional To post a receipt to a frozen account an F must be placed in this field All GIFTS must be coded with a G in this optional field A G in this field will create an entry code 37 cash receipt transaction for FAST If any of the opti
74. ile Instead it will create a report of errors and return it to your signon for you to review The errors must all be corrected and the batch re submitted for another update Only when all errors are cleared will the preprocessor automatically send the batch into the FAST feeder file for update The attached documentation gives an outline of how the user must format the batches It also shows the job stream needed to run the preprocessor and the control cards you may use The outline also lists the error messages that you might encounter It is suggested that all batches be retained a minimum of three working days If there is a system problem we may have to ask you to resubmit the information The Journal Voucher preprocessor will edit data to be applied against the FAST master file Only one batch at a time can be handled by the preprocessor Two modes are available UPDATE EDIT and REPORT NOREPORT When UPDATE is used the batch is checked for errors and appropriate diagnostic messages are printed If there are no errors the batch is sent to the FAST feeder file for processing in the next update If EDIT is requested instead of UPDATE the batch is checked for errors and appropriate diagnostics are printed but the batch is not sent to the FAST feeder file for updating If REPORT is requested a formatted report of all transactions entered will be printed If NOREPORT is requested the report will not be printed Either option of either mode mu
75. ions the employee benefits previously charged will be automatically adjusted Pr02 07 obd 112 10 30 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES Pr02 07 obd 10 30 2001 MECHANICAL ENTRIES EMPLOYEE BENEFITS LAYOUT FOR EMPLOYEE BENEFITS INQUIRY FILE COLUMN DESCRIPTION REMARKS 1 3 CARD TYPE 013 Numeric Field 3 Employee Benefits 4 13 BASE ACCOUNT OBJECT CODE XXXXXXX190 or XXXXXXX290 The account and object code to be charged 14 SEQUENCE NO 0 Order in which mechanicals are run against Base Account 15 20 RATE XXXXXX Rate used to calculate charge Rate is expressed as a percentage 29 would be 029000 21 30 CREDIT ACCOUNT OBJECT CODE X26250091X The account and object code to be given credit 31 40 UPPER LIMIT XXXXXXXXXX The maximum Employee Benefits that may be charged Normally no limit is imposed 41 42 METHOD CODE 02 Indicates method code to be used in calculating charges 43 59 DESCRIPTION FB XXXXXXX Description to be used on the journal entry Normally FB Account Number 60 81 OBJECT CODES XXXXXXXXXXXX The object codes to be analyzed or skipped depending on Method Code utilized 113 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES MECHANICAL ENTRIES INDIRECT COSTS ADMINISTRATIVE CHARGES 1 The basic Indirect Costs Administrative Charges entry is as follows Debit X X XXXXX 690 Cre
76. it ACCOUNT in accordance with the security procedures established for the CICS signon ID being used The seven digit ACCOUNT must not be deleted f the ACCOUNT is frozen a warning will be displayed but the ACCOUNT will not be highlighted as an error The last three digits of the ACCOUNT OBJECT CODE must be entered as numeric data and must be compatible with the ledger of the ACCOUNT Revenue OBJECT CODES 010 099 are allowed for Ledgers 1 3 4 6 and 9 Expense OBJECT CODES 100 998 are allowed for Ledgers 2 7 and 9 If an OBJECT CODE does not meet these guidelines the field will be highlighted as an error The object code must be left blank for General Ledger accounts or the field will be highlighted as an error An Attribute Flag Change Form must be used to create new OBJECT CODE descriptions Additional information about OBJECT CODES is available in the Object Codes section of the FINANCIAL ACCOUNTING SYSTEM USER MANUAL This is the dollar AMOUNT to be debited to the DEBIT ACCOUNT and credited to the CREDIT ACCOUNT The AMOUNT must be entered as numeric data and must include the decimal point if pennies are necessary Whole amounts may be entered with or without the decimal point and pennies e g 100 could be entered as 100 or 100 00 Amounts greater than 99 999 999 99 will be highlighted as an error Commas may be entered for amounts greater than 999 99 if desired The area will be highlighted as an error if anything other t
77. ited Highlight digits 3 7 X X XXXXX XXX Access Denied to Payroll Object Codes Access to object codes 100 179 200 279 and 300 379 are made by labor distribution entry only Highlight digits 8 10 X X XXXXX XXX Invalid Object Code This object code is invalid when used with this ledger Please correct and resubmit Highlight digits 8 10 X X XXXXX XXX Invalid Signon This signon does not allow entry to either the debit or the credit account in this journal Highlight Entire account number 79 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR JOURNAL VOUCHER BATCH MODE We have as part of the JV preprocessor a method of sending preformatted batches of JV s through a similar edit process This process will detect most errors like the CICS screen It is the responsibility of the user of the batch mode to create a batch in the format indicated by the attached write up When your batch is ready to be submitted to the preprocessor use the attached documentation to enter the job stream The update mode will automatically default to edit if there is an error detected so it is recommended that you use the job stream in the update mode If requested in your job stream a second report will be spooled back to you This report will list the transactions that were entered in the batch If the editor detects an error the batch will not be submitted to the feeder f
78. l JSPIO eseeld ON OW ON euoug ESN pug seseuoung JO 40j98Jlq 01 ON KoueBJjeur3 JO 498y9 9Sey9Ing 104 uonisinboy WALSAS ANIVW dO ALISSHA3AIN SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES IRAVEL ADVANCE REQUEST RECEIPT FORM TITLE Travel Advance Request Receipt PURPOSE Used by the university for employees to acquire funds in advance to cover travel expenses SUBSEQUENT ACTION original copy is attached to the Petty Cash Summary and is sent to the University Business Office for processing and filing Pr02 07 obd 24 11 1 2001 25 1z eoa e661 Lz mp 9 Jo NYO JeDeue N sseusng Jopeuguoueoqg eg peoujueuyedeq peBJeu eq o junoooy peAouddy 1 1 L paubis paubis SI 1 u O ome Aq J JO Uae aq din sejeq 1d13938Y LSANDAY 3ONVAGV TAAVEL ON JeuonoA Ag pe ouddy luo sn 2140 ss uisng 104 ejeq Ag useo IN31SAS ANIVIN dO ALISYJAINN Jo eoueApy 1senbes 1601 uoneyuodsuei 5 3502 pejeuuns3 uoneunseq sseuisng eJmeN SWEN Su AB11 LV SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTE
79. lation will be based on monthly figures only 02 Employee Benefits will be charged on Salary and Wage object codes 100 179 and 200 279 This calculation will be based on fiscal year to date figures only 03 Employee Benefits will be charged on Salary and Wage object codes 100 179 and 200 279 This calculation will be based on project to date figures only 04 Employee Benefits will be charged ONLY on the specific Salary and Wage object codes entered in the object code field Any benefit object code 180 199 280 299 380 399 listed in the object code field will be the only code included in the previous overhead amount and should be the same as the base object code in column 11 13 This calculation will be based on monthly figures only Pr02 07 obd 111 10 30 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES MECHANICAL ENTRIES EMPLOYEE BENEFITS 05 Employee Benefits will be charged ONLY on the specific Salary and Wage object codes entered in the object code field This calculation will be based on fiscal year to date figures only 06 Employee Benefits will be charged ONLY on the specific Salary and Wage object codes entered in the object code field This calculation will be based on project to date figures only 07 Employee Benefits will be charged on all object codes 100 179 200 279 EXCEPT specific Salary and Wage object codes entered in the object code f
80. luded The field may be completed if the Entry Code is 21 or 26 and the Ledger is 5 or 6 Ifthe Entry Code is anything other than 21 or 26 or the Ledger is not 5 or 6 or the CHARACTER entered is not an asterisk the field will be highlighted as an error if it is completed The D C field may be filled in with either a D Debit or a C Credit The default values are C for OBJ 010 099 D for OBJ 100 899 and C for OBJ 900 998 If anything other than a D C or a blank are entered the area will be highlighted as an error The Debit Credit Logic page on page 52 will assist in determining whether to use D or C This is the dollar AMOUNT to be budgeted for the Object Code The AMOUNT must be entered as numeric data and must include the decimal point if pennies are necessary Whole amounts may be entered with or without the decimal point and pennies e g 100 could be entered as 100 or as 100 00 Amounts greater than 99 999 999 99 will be highlighted as an error Commas may be entered for amounts greater than 999 99 if desired The area will be highlighted as an error if anything other than numeric data commas or a decimal point are entered With the exception of Ledgers 5 7 or Future Budget entries EC 22 or 23 the sum of the Debits and Credits for each seven digit account must be equal EC 21 or 26 and Ledgers 4 6 or 9 or the two AMOUNT headings will be highlighted as an error 60 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNT
81. m for all Object Codes for the ACCOUNT on the screen the user may proceed to a new screen by striking the PF8 key Forward after a successful edit This should be done when the user has completed the current screen When more than one page is needed all the heading information is carried forward to the new page A total of 2 pages are available with space for up to 48 Object Code entries Striking the PF7 key Backward allows the user to return to the first page The Object Code must be entered as three digit numeric data and must be compatible with the Ledger of the ACCOUNT Revenue OBJECT CODES 010 099 are allowed for Ledgers 1 3 4 6 and 9 Expense OBJECT CODES 100 998 are allowed for Ledgers 2 7 and 9 If an Object Code does not meet these guidelines the field will be highlighted as an error Additional information about Object Codes is available in the Object Codes section of the FINANCIAL ACCOUNTING SYSTEM USER MANUAL This area is for entering new Object Code descriptions and may contain up to 16 characters The field is not mandatory 59 EX D C AMOUNT Pr02 07 obd 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET IRANSACTIONS BUDGET CREATE SCREENS This is a one character flag for indicating which Object Codes should be excluded from Indirect Costs An asterisk should be inserted into the field for each Object Code that is to be exc
82. may be charged 12 000 would be shown as 1200000 26 Indicates method code to be used in calculating charges IDC XXXXXXX The description to be used on the journal entry Normally IDC Account Number XXXXXXXXXXXX The object codes to be analyzed or skipped depending on Method Code utilized 116 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES MECHANICAL ENTRIES INDIRECT COSTS ADMINISTRATIVE CHARGES There are several techniques that the user can employ for distribution Note that the base account is the account to be analyzed and the transaction s created are to specify the debit and credit accounts The base debit and credit accounts are independent but must be in the SL a If the base account debit account and credit account in the directory field have 000 in the object code field then a journal entry for each object code record of the base account will be generated Both the debit and credit account will assume these object codes Assume the directory entry is as follows BASE ACCT DEBIT ACCT CREDIT ACCT 1 2 12345 000 1 2 20400 000 1 2 31402 000 Also assume account 1 2 12345 has the following object codes 100 200 and 300 Then three journal entries will be generated The debit accounts will be 1 2 20400 100 1 2 20400 200 and 1 2 20400 300 The credit accounts will be 1 2 31402 100 1 2 31402 200 and 1 2 31402 300 respectively If this type of director
83. n a screen must be edited and found to be free of errors before a user can proceed to the next screen Once a budget batch is completed and is free of errors it may be submitted for processing during the next scheduled batch update of the accounting file Printed reports will automatically be spooled to the user and SWS will receive a consolidated report of all budget transactions that process each day There are two types of budget transaction screens Budget Change screens and Budget Create Screens The differences between the two types of screens are summarized below Pr02 07 obd 29 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET TRANSACTIONS INTRODUCTION Budget Change Screen BD This screen may be used when making two sided budget adjustments to accounts in any ledger All transactions must include both a Debit and a Credit account Budget Create Screen BT This screen should be used under the following circumstances 1 Creating original budgets in Ledgers 4 7 or 9 Entry Codes 21 or 26 2 Making one sided budget entries to accounts in Ledgers 5 or 7 Entry Codes 21 or 26 Care must be taken to ensure that appropriate entries have been made to the corresponding General Ledger account in order that the fund balances will remain equal 3 Making Future Budget entries to accounts in any subsidiary ledger Entry Codes 22 or 23 SIGNON ID
84. n the additions have been made and edited the additions will be inserted into the proper position A line can be deleted by typing DD in the entry code area of the line you want to delete You can also add more journal vouchers at the end of the review by striking an enter key SS Suspend A Allows you to temporarily leave the JV Preprocessor and use your terminal for another job This should not be used for long periods as you could lose the total batch if the system has a failure CAUTION To avoid this condition complete the batch if possible and submit AB Abandon Clears the total batch which requires the user to start over AP Append A Allows you to add additional data at the end of the file Decide which option you want and enter the code in the option field Pr02 07 obd 76 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR REPORTS AND FILING REQUIREMENTS The Journal Voucher Preprocessor will format a report See Exhibit VIII of your JV IDO and spool it to the signon you have specified This report should be printed and stored with the source documents for future reference Each day following the FAST update SWS Accounting will receive a copy of all JV IDO batches processed by the system We will be reviewing your entries and will contact you if there are any questions or errors SWS Accounting will not be receiving the
85. nt control in the Agency General Ledger and debiting the receivable account control in the Grant Contract General Ledger Pr02 07 obd 122 10 30 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES MECHANICAL ENTRIES LETTER OF CREDIT REIMBURSEMENTS 4 The cash balance in the Agency General Ledger accounts will clearly reflect the cash position by Type of Funding 5 The Letter of Credit Reimbursements program has been currently established for Ledger 5 but may need to be established for other ledgers in the future 6 The format of the journal entry created by the Letter of Credit Reimbursement program is as follows DEBIT ACCOUNT Agency General Ledger account and receivable account control for Type Funding of Grant Contract General Ledger account being credited ENTRY CODE 61 REF 1 000064 DATE MMDD DESCRIPTION Predefined value 01 DFAFS 02 NSF 04 DOC NOA 05 DOE 07 SBA 08 DOAGRIC 09 EPA AMOUNT Calculated REF 2 000001 n Journal entries sequentially numbered CREDIT ACCT A Grant Contract General Ledger account and receivable account control Pr02 07 obd 123 10 30 2001
86. onal fields are omitted and a later field used a semicolon must be inserted for the omitted field Examples of acceptable input are the following 7011310180 9 500 000 8428254086 500 000 D 8318700061 1499975 DONATIONS F 8318700061 1499975 DONATIONS D F The batch amount the sum of the bank deposits and the sum of the cash receipts must all be equal Sample batch data is attached page 104 Pr02 07 obd 99 10 30 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CASH RECEIPT PREPROCESSOR DIAGNOSTIC MESSAGES There are two types of diagnostic messages Those followed by an asterisk indicate an error in one of the System files If any of those errors are encountered notify the Accounting Office The other diagnostics pertain to input data The messages are listed below N D N A 2 A 3 o NOARKONSSSOMNAARONASS Pr02 07 obd 10 30 2001 Error in opening GL file Error on mode card Error in opening batch file Error in SL file Entry not decodable Found more than one batch card Found more than one deposit card Found more than one detail card First field must be either numeric or character Batch header should have five fields Invalid batch id Invalid campus within batch id Batch number is non numeric Invalid batch date Duplicate batch id Error on batch file read Bank deposits should
87. or reduces the time it takes to update the accounting records and provides editing capability to the individual processing the transactions The transactions are typed on a computer terminal then edited for footing correct account numbers batch number duplication frozen or deleted accounts and other entry errors When all entry errors are corrected the transactions are sent to the feeder file for updating in the Accounting System FAST A machine generated statement of income is produced for retention and the accounting file is normally updated that night The System allows posting of negative deposits Many universities have a need for entry of negative deposit amounts with credit card transactions These deposits are permitted in any bank which UMS feels would require them The procedures for entering these lines are included within this write up The editor will check the bank account number and will only process transactions against those bank accounts we have authorized Pr02 07 obd 95 10 30 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CASH RECEIPT PREPROCESSOR ACTION MODES The Cash Preprocessor has two modes of action EDIT The edit mode checks the entered information for errors Each line of the batch is checked to assure that the account number is valid that the account is not frozen or deleted and for general format errors The batch is also checked as a whole to assure
88. original source documentation for Journal Entries or Interdepartmental Transfers The universities must maintain these source documents for audit purposes for a period of five years These source documents must be available for review by the Department of Internal Audit and external auditors Pr02 07 obd TT 11 1 2001 EDT DB EDT EC EDT ID EDT MD EDT IC EDT ND EDT IE EDT IA EDT NF Pr02 07 obd 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR ERROR MESSAGES Duplicate Batch and Date A batch with this batch code and date has already been processed Please correct and resubmit Highlight JV MM DD Invalid University Code The university code must be 1 to 8 Please correct and resubmit Highlight JV Invalid Date The date must be four digits Please correct and resubmit Highlight MM DD Invalid Month or Day The first two digits month must be greater than 00 but less than 13 The second two digits day must be greater than 00 but less than 32 Please correct and resubmit Highlight MM DD Invalid Characters The date and amount fields must contain only numeric characters Please correct and resubmit Highlight MM DD SHH HHHH HHE HH Field must contain some data This field must have some input to be accepted by the system Please correct and resubmit Highlight Entire field Invalid Entry Code T
89. out commas and a decimal point If no decimal point is entered it is assumed to precede the second digit from the right d c indicator a one character field containing d c p or f date a four digit numeric field description a field of up to 20 characters Sample Input Suggested Input Procedure Pr02 07 obd 10 30 2001 101ENC011117Encumbrance Augusta 000010000 50 1213744300 181818 50 00 54 1318116400 191919 50 D 1101 Tables 101ENC021118Encumbrance Augusta 400 55 1523417530 123456 4 00 C Execute OE Preprocessor I JOB xxxxxxxx yyyyyy INCLUDE FASCLVS JCL II EXEC OEFEED Password Input e amp On a regular basis no less than once a week all encumbrance transactions should be collected and batched A batch should contain about 30 transactions Each batch should be entered into the terminal as a separate file After all batches are entered the Open Encumbrance Preprocessor is executed Output will be returned to the terminal For batches containing errors the file should be corrected and ONLY THOSE BATCHES with errors should be run through the preprocessor again 108 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES ENCUMBRANCES OPEN ENCUMBRANCE FILE FIELDS The Open Encumbrance file contains the following fields for each encumbrance Pr02 07 obd 10 30 2001 Account Number Object Code Purchase Order Number Also called Reference
90. riate for Budget Create transactions Entry Codes 21 and 26 can be directed at Ledgers 4 7 and 9 Entry Codes 22 and 23 can be directed at Ledgers 1 7 and 9 If the ACCOUNT is frozen a warning will be displayed but the ACCOUNT will not be highlighted as an error FROZEN This is the TITLE of the ACCOUNT and is automatically completed by the program while editing obtaining the TITLE from the file This is the INDIRECT COST RECOVERY RATE and is a 5 character numeric field It must include the decimal point if a fractional percentage is necessary Twenty six percent would be entered as 26 or as 26 00 This field must be completed with a number greater than 0 00 if there is a or 6 otherwise the field will be highlighted as an error If there isn t a budget in Object Code 690 or the Entry Code is anything other than 21 or 26 or the Ledger is not 5 or 6 the field will be highlighted as an error if it is completed This is the EMPLOYEE BENEFIT RATE and is a 5 character numeric field It must include the decimal point if a fractional percentage is necessary s percent would be bes as 21 or as 21 00 This field must otherwise the field will be highlighted as an error If there isn t a budge in Object Code 100 2989 or the Entry Code is anything other than 21 or 26 or the Ledger is not 5 or 6 the field will be highlighted as an error if it is completed 58 TOTAL EXPENSE CALCULATED TE OBJ OBJ DESCRIPTION Pr02 07 obd
91. rst page along with a blank Object Code and budget section The header information may be edited from this new page if desired The user may move back to the original page by striking the PF7 Backward key Once the second page has been completed the user should strike the ENTER key in order to edit the data When all the screens for a seven digit account are error free the user should hit the PF1 key to update the screens for the seven digit account Once all the screens for a seven digit account have been successfully updated a blank screen is presented and the user can begin preparing transactions for another seven digit account After all budget transactions for a given batch have been entered edited and updated control is returned to the Batch Header screen by executing the Quit command At this point the user should check to see that the Hash Total and Calculated Total are equal If these totals are equal the batch can be updated and submitted for processing After a batch is submitted a blank Batch Header screen is displayed at which point the user can begin preparing another budget batch Pr02 07 obd 61 11 1 2001 UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET IRANSACTIONS BUDGET CREATE SCREENS Request Line Commands The Request Line at the bottom of the screen displays the various commands available to the user These may be executed by striking the indicated PF keys
92. st be entered in any order on the batch control card Pr02 07 obd 80 11 1 2001 Pr02 07 obd 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR JOURNAL VOUCHER BATCH MODE Batch control A control statement is required to enter the password and the processing modes The format is PASSWD UPDATE REPORT The password must be entered first starting in any position The mode option must follow appearing in any order in any position on the control statement Batch header A batch header statement must follow the control statement The entry code must be 10 The batch code is a six character field The first two characters identify the type of entry JV The third character is a university indicator The last three characters indicate the batch number The date is a four character field containing month day MMDD The description is a twenty character field that must contain information identifying the batch The batch total is a sum of the amounts on the batch transactions and must be entered The approval must be used it is a code to identify the person creating the batch The positional format is Col 11 12 Entry Code 13 18 Batch Code 19 22 Date 23 42 Description 43 52 Batch Total 71 80 Approval 81 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR
93. tch number It must be six digits long and start with ID the third digit will represent the campus 1 8 Digits four six will be the batch numbers assigned to you The Batch Date is the current date The Description is up to twenty characters to describe the batch The Preparer Code is up to four characters to identify the person who is preparing the batch This will help if a question arises we will know who to contact to get the answer You will be allowed to use any code within this field however we will need to know your code so we can contact you with any questions The Batch Password is the FAST Batch Password Since the CICS System will submit the batch to VSE directly it will need this password The Batch Total is the hash total of the batch At the bottom of each screen there is a display of the special functions keys to use for that page Enter EDit Edits the page and identifies and highlights any errors found PF1 UPdate Moves the edited page into a storage area and supplies a new page A second page to the IDO will contain the same IDO number date and description PF2 QUit From the IDO pages this key will get you back to the batch header screen From the batch header this key will get you back to the CICS signoff PF3 REstart Erases any data entered on the screen so you can restart if necessary The next screen is the IDO itself See Exhibit VI Pr02 07 obd 74 11 1 2001 SECTION G UNI
94. that the batch total deposit total deposit detail and cash receipts detail all agree Any problems that are detected will be listed for correction UPDATE The update mode edits the entered transactions produces a statement of income and sends the batch to the feeder file This mode may be used at all times as it automatically defaults to edit if any errors are found The bank deposit slip s should be attached to the statement of income and filed with other back up documentation for future reference and audit purposes The update mode also spools a second copy of the statement of income to UMS for control purposes Pr02 07 obd 96 10 30 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CASH RECEIPT PREPROCESSOR INPUT The cash receipt transactions need to be recorded as a data batch At a minimum retain the data batch until a statement of income has been printed If you maintain more than one cash receipt transaction data batch make certain the input line of the job stream agrees with the current batch name If more than one data batch is maintained data batches should be named CR NNN as indicated in the batch header below The batch data contains five types of input lines 1 BATCH HEADER A batch header necessary for each batch consists of six fields Each field must be separated by semicolons The following format is to be used BATCH CRZNNN MMDD Batch Description NN N
95. this screen are the same whether for Budget Changes or Budget Creates Completion of Screen All lines that need to be completed are indicated by underscores until an entry is completed except for the BATCH PASSWORD line which remains blank at all times One can move from line to line by using the TAB key or the cursor keys The following describes how the screen should be completed BATCH ID The first two characters to be entered in this six character field indicate the type of budget batch being created either BD for Budget Changes or BT for Budget Creates Any other entry will be highlighted as an error The next character is the university number Any entry other than 1 9 will be highlighted as an error The last three digits are the batch number and must be numeric If anything other than numbers are entered the area will be highlighted as an error The BATCH ID will be checked against the file for duplicate ID s If the same ID has already been processed that day the BATCH ID will be highlighted as an error DATE The date is entered as MM DD month day and must be numeric The date will be highlighted as an error if anything other than 01 12 for month or 01 31 for day is entered DESCRIPTION This is a 20 character field for describing the budget batch being prepared This area will be highlighted as an error if less than 5 characters are entered Pr02 07 obd 31 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL AC
96. tion from the previous screen This is a two digit numeric field Any ENTRY CODE other than 20 26 28 or 29 will be highlighted as an error The proper ENTRY CODE can be determined from the Entry Code Table Entry Code Validity Flow Chart and Determination of Whether Accounts Are in the Same Fund Group Chart on pages 51 and 54 55 or from Accounting Practice Letter 7 If the ENTRY CODE does not conform to the appropriate rules the area will be highlighted as an error Only a few signon ID s will be permitted to process transactions with ENTRY CODES 24 26 Base Budget or 28 Transfer of funds This is the seven digit ACCOUNT number to be DEBITED by the indicated amount The ACCOUNT number will automatically be hyphenated during an edit Account guidelines are listed in the Account Structure section of the FINANCIAL ACCOUNTING SYSTEM USER MANUAL The Debit Credit Logic on page 52 can be used for determining the effects of debiting and crediting an account If the seven digit ACCOUNT is not entered the area will be highlighted as an error The following account rules must be followed or the ACCOUNT entry will be highlighted as an error 40 OBJ AMOUNT CR ACCT Pr02 07 obd 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES CICS ENTRY OF BUDGET TRANSACTIONS BUDGET CHANGE SCREENS The seven digit ACCOUNT must exist The user must be allowed to access the seven dig
97. type of transaction that can be predefined in nature and lacking only the data that can be derived through program analysis of various accounts The System has the ability to mechanically enter transactions for employee benefits indirect cost administrative charges cost sharing pro rates and Letter of Credit reimbursements The purpose of the mechanical entries is to eliminate manual entries by University personnel and the Accounting Office for recurring and predictable transactions An additional important benefit is that they are quickly generated and entered into the system and this contributes to very rapid month end reporting Mechanical entries are created and entered each month after all other transactions have been entered and immediately before report generation The calculation programs do not actually update the files they create a batch of transactions that are then presented to the Daily Update which updates the files The order of execution is important because the activity is cumulative on each affected account Mechanical entries except Letter of Credit Reimbursements which are accomplished directly from the Type of Funding attribute are activated by a special inquiry file The Letter of Credit Reimbursement Program is accomplished directly from the Type of Funding attribute Therefore changes will automatically be made as accounts with these attributes are added or deleted or when existing Type of Funding attributes are modi
98. u to enter the JV s IDO s to the Feeder File for update This signon restricts you to only those accounts for which you have access What this means for the JV Preprocessor is that one side debit and or credit account number of each line of the JV IDO must contain an account to which you have access The account restrictions are set up by the University Business Managers so if you need to change these restrictions please contact them The CMS signon is needed to receive the spooled copy of the JV IDO for your files The FAST Batch Password is needed to submit the complete batch to the Feeder File for update This password is asked for on the Batch Header Screen Pr02 07 obd 70 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR JOURNAL VOUCHER CREATIONS CORRECTIONS amp SUBMITTING The Journal Voucher is created with the use of CICS screens To access these screens you need to signon to CICS and into FAST To enter the Journal Voucher Screens type JV in the first two slots and hit the return key see Exhibit 1 Your next screen will show the Batch Header Screen see Exhibit II You will need to fill in all the screen except the calculated total This will be supplied later by the editor The Batch ID is the JV number It must be six digits long and start with JV the third digit will represent the university 1 8 Digits four six will be the bat
99. y The next screen is the Journal Voucher itself Exhibit 111 The JV NO is for the university identification of the JV A single batch header can contain any number of individual JV s The JV NO the Date and Description identify the different JV s The Description is three lines which can be used for a detailed description of the JV The body of the JV is made up of a seven field lines EC is preset at 60 so it can be skipped unless you need to change it The tab key will move you from field to field The debit and credit account numbers are entered as a solid ten digit number The system will format them correctly during the edit of the page The two ER fields are not for input but are used to let you know what errors if any were found within the account numbers The description is to explain the transaction and is limited to twenty characters The amount can be typed without regard to spacing within the field and only the period needs to be typed The system will right justify and adds commas during the edit The sign will act as a duplication key and repeat the last number or description until something is typed in that field again Example If the debit account is to be repeated after this entry place the equal sign in entry two and all future entries will be repeated Pr02 07 obd 72 11 1 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES JOURNAL VOUCHER PREPROCESSOR
100. y OMB Circular A 110 and University of Maine System Administrative Practice Letter 10 2 This program will generate computer written journal entries provided an entry has been made to the Cost Sharing Inquiry File 3 The base account is the account that will receive the credit Normally the debit is applied to a Ledger 4 account This program permits both direct and indirect cost sharing The user must specify each if desired along with respective rates The user must also indicate an upper limit for direct cost sharing 4 Rules for Cost Sharing calculation are as follows a Object codes less than 100 and object codes 69X are excluded from the direct cost sharing calculation b The Direct Rate will be applied against the total of all object codes except those excluded by a above C Total Direct Cost Sharing credit will not exceed the upper limit entered in the Cost Sharing Inquiry File d The Indirect Rate will be applied against the amount shown in object code 690 5 Please see next page for further information concerning the Layout for Cost Sharing Inquiry File Pr02 07 obd 120 10 30 2001 COLUMN 1 3 4 13 14 15 20 21 30 31 36 37 46 47 59 60 73 Pr02 07 obd 10 30 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES MECHANICAL ENTRIES COST SHARING LAYOUT FOR COST SHARING INQUIRY FILE DESCRIPTION CARD TYPE BASE ACCOUNT OBJECT
101. y record is used both the debit and credit account object codes must be 000 If either one is 000 and the other is not the transaction would not be accepted by AM901 b If the base account in the directory file has 000 in the object code field and the debit and credit account object codes are not 000 and 0 as a prorate code then each of the object code records in that seven digit base account will be summed together and used in computing the prorate C If the base account in the directory file has a specific object code in the object code field e g 195 then only that individual object code record will be used in computing the prorate Pr02 07 obd 117 10 30 2001 SECTION G UNIVERSITY OF MAINE SYSTEM FINANCIAL ACCOUNTING SYSTEM INPUT FORMS PROCEDURES MECHANICAL ENTRIES PRORATES LAYOUT FOR PRORATES INQUIRY FILE COLUMN DESCRIPTION REMARKS 1 3 CARD TYPE 011 Numeric Field 1 Prorate Transaction 4 13 BASE ACCOUNT OBJECT CODE XXXXXXXXXX The account and or object code to be analyzed The prorate program assumes this to be an expenditure account 14 SEQUENCE NO 0 Order in which mechanicals are run against the Base Account 15 20 RATE XXXXXX Rate to calculate charge Rate is expressed as a percentage i e 25 would be entered as 025000 21 30 DEBIT ACCOUNT OBJECT CODE XXXXXXXXXX The account and object code to be charged 31 40 CREDIT ACCOUNT OBJECT CODE XXXXXXXXXX The account and object cod

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