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Departmental Accounting User Manual

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1. Cost Ref 1 2 3 7 characters digits Shows the cost reference number for receipts as defined bv vour department Modifiable Information Description 35 characters Tvpe a description to identifv the transaction Dept Ref f Help 7 digits Enter the reference number assigned by the department Account Title 30 characters Shows the full title of the account after entering the SA account and amount to be moved Departmental Accounting User Manual Page Il 29 Screen 56 Support Account Transaction Move cont d To SA 5 digits Enter the support account number where the amountis to be transferred Amount 12 digits Indicate the dollar amount to be transferred from one account to another Cost Ref 1 8 digits Include a cost reference number defined by your department Cost Ref 2 8 digits Include a cost reference number defined by your department Cost Ref 3 8 digits Include a cost reference number defined by your department Transactions 1 digit Shows the number of transactions made to change this account Amount 12 digits Displavs the total dollar amount of the changes Batch 6 characters digits Shows the batch ID number of the person who made changes Date 8 digits Displavs the batch date indicating the actual date changes were made to the account Additional Functions PF KEVS See the Appendix for explanation of the standard PF kevs PF5 Post Post Post the modified transactions PF7
2. Indirect Account Information for Direct Detailed Transaction Record l l l General Ledger 027030 COMPUTING INFORMATION SERVIC l l l PF3 Back to 076 PF4 Exit Display of Detailed Transaction Record Amount Account Control Title 261 41 Fund Bal Designated 261 41 Encumb Sum Ledger 2 261 41 Expense Sum Ledger 2 l Departmental Accounting User Manual Page IV 20 Transaction Inquiry on Ref Number 2 or 4 You can find transactions based on the value of the Reference Number 2 or 4 usually a voucher number Screen 77 is the screen to use for this task Screen 77 Transaction Inquiry on Ref Number 2 or 4 Panel 1 077 Transaction Inquiry on Reference Number 2 or 4 09 21 11 10 13 NETWORKING FY 2012 CC 02 Screen Account 270300 03000 Ref Nbr 1600397 Sbcd TC Ref 2 Date Description Amount I BatRe pffset Acct 3111 068 1600397 09 16 LANCE LORREN 20 00 F PVP340 02703072100 3116 068 1600397 09 16 LANCE LORREN 117 66 F PVP340 027030 2100 3125 068 1600397 09 16 LANCE LORREN 40 20 F PVP340 027030 2100 3130 068 1600397 09 16 LANCE LORREN 499 16 F PVP340 027030 2100 3145 068 1600397 09 16 LANCE LORREN 42 00 F PVP340 027030 2100 End of Data Enter PF1 PF2 PF3 PF 4 PF5 PF 6 4 PF7 PF 8 PF 9 PF10 PFL2 Hmenu Help EHelp View Left When you type Y in the Bank Option field the last column heading of Panel 1 displays Bank an
3. 722 SL 6 Digit Summary by User Defined Categories 09 21 11 11 09 STADIUM REVENUE FUND FY 2012 CC 02 Screen Account 300090 Budget FY 2012 Thru Month 9_ September FY PY IN to Date FY Profile Dept ATLT Name GENERAL _ Department ATHL Resp Person BOLTON JR BENJAMIN B Flags DF DB R Map Code 30009 N N N N 001 Category Budget Actual Encumbrances Available Unalloca 70551247 70551247 Uncatego 10381402 10381402 10381402 Total 70551247 10581407 10381407 60169844 Unalloca 1478228 1478228 Uncatego 1478228 1478228 1478228 Budget E 37082191 37082191 Salaries 16358497 20258 20258 16338238 23 Wages 227275 227275 227275 Fringe B 3066651 54640 54640 3012010 46 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 JIPF104 PF11 PF12 Hmenu Help EHelp Print Left Right Basic Steps e Type an account number in the Account field and press lt ENTER gt e Type a profile department and name if one is not already linked to the account e Press lt ENTER gt to display the account information Departmental Accounting User Manual Page VII 9 Screen 722 SL Account Summary by User Defined Categories cont d Transaction Matching Process FAMIS determines where transactions are displayed on Screen 722 based on their object codes When your post your transactions on line FAMIS compares the object code of your transaction with the profile object code ranges that you specified on Screen 715 Your transaction is then displayed on Scre
4. F 1 character Indicates whether you wish to A Adda new line to the profile U Update change a line of the profile D Delete aline from the profile Category 20 characters Description Displays a short description of the profile category Limit is 65 items Low 4 digits Identifies the lower boundarv of object codes to be tracked for a particular categorv of the profile High 4 digits Indicates the upper boundarv of object codes to be tracked for a particular categorv of the profile Message 50 characters Displays system messages about the status of a particular profile category Additional Functions PF KEVS See the Appendix for an explanation of the standard PF kevs Departmental Accounting User Manual Page VI 5 SL Department Defined Budget Categories Once your profile has been created you may associate it with a Subsidiary Ledger SL account using Screen 720 When an account is linked to a profile the profile inquiry screens Screen 721 and Screen 722 will display the SL account data detailed at the profile categories without requiring you to separately key in the profile department and name each time Screen 720 is also used to allocate funds for the individual categories of the profile A profile may be associated with many accounts but in a specific fiscal year an account may only be linked to one profile at a time Screen 720 SL 6 Digit Dept Defined Budget Maintenance 720 SL 6 Digit Dept
5. B Changes Done D or Fed to FAMIS Accounting F the account cannot be dropped The account can remain flagged as deleted to prevent it from rolling into the next year Departmental Accounting User Manual Page Il 23 Screen 54 Support Account Flag Maintenance cont d If the budget information does not fall into the previous categories but a budget entry version has been submitted certain steps can be taken to drop the account These steps are as follows a change the delete flag to N it had to be set to V to attempt the drop b remove the submitted versions using Screen 584 or Screen 594 c change the delete flag to Y d change the drop flag to Y If budget information exists for the account but has not been marked with a B D or Fand no versions have been submitted for the account the screens will displav a pop up window indicating which tvpe budget entries were found and ask whether the budget information should be deleted Entering a Y in the pop up will delete the budget information and then drop the account Basic Steps e Enter the account number in the Account field and press lt ENTER gt to display the current flag values e Set flag values for each account Press lt ENTER gt to record the record e Enter new account numbers and flag values until all flags have been set or changed Support Account Flag Maintenance Process Six flags help control activity against each Support a
6. Departmental Support Account Attributes cont d Account Title Security Resp Person SA Group Bot Ln Cntl Defit Cat Cntl Deflt Cat Tol Pct Old Acct Roll BBA to Base Primary and Secondary Dept S Dept 35 characters Indicate the title of the account 7 Help 6 characters digits Include the department defined securitv code for account access Help 9 digits Enter the UIN number and name of the person responsible for the account PF2 Help 6 digits Identify the grouping of support accounts for security access PF2 Help 1 character Type Y if bottom line control budget checks should be made for the account It is used on the attribute record only PF2 Help 1 character Include the code to instruct the system on how to perform default category control budget checks at the category pool level Now shown on the screens as Budget Control On the Attribute record this field will contain the initial default values for the dollar records On the dollar records it can have specific values for each record Examples N No Budget Control W Warning if over budget R Reject if over budget PF2 Help 5 digits Indicate the percentage the category can go over budget Negative values are also supported 15 digits Indicate the previous account number used in the old system PF2 Help 1 character Type Y to indi
7. on Screen 6 PF2 Help 30 characters Identifies the person responsible for the account 10 digits Designates the number of support accounts for the SLindicated __ of __ PF2 Helpj4 characters Shows department responsible for the account PF2 Help 1 character 3 digits ABR flag Indicates values for flag maintenance Y On N Off R Reject D Delete F Freeze B Bottom Line C Category Control Z Freeze direct only G Generate Expense Budget GEB ABR ABR number rule PF2 Help 5 digits The General Ledger map code to which the Subsidiary Ledger is tied Departmental Accounting User Manual Page IV 7 Screen 65 SA Summary for SL with Category Totals cont d gt Additional Functions Obj Description Budget Actual Encumbrances Available 4 digits Object codes defining categories where money is expensed or received PF2 Help 30 characters Provides description of object code 12 digits Shows funds budgeted and the allocation of these funds to expenses 12 digits Actual dollar amounts spent in object code categories 12 digits Gives the dollar amounts encumbered for object code categories 12 characters Displays available funds Budgeted amounts minus Actuals and Encumbrances from revenue and for expenses Panel 2 Displays amounts in dollars and cents C CM Actual PF KEYS PF2
8. 9_ September FY PY IN to Date FY Profile Dept ATLT Name GENERAL _ Resp Person BOLTON JR BENJAMIN B Flags DF DB R N N N N 001 Screen Department ATHL Map Code 30009 Category Budget Actual Encumbrances Available Unalloca 70551247 70551247 Uncatego 22580 22580 22580 Total 70551247 22580 22580 70528667 Budget E 61427929 61427929 63 Contract 179156 179156 179156 Total 61607086 179156 179156 61427929 63 Enter PFl PF2 PF3 PFA4 PFS PF6G PF7T PFS8 PFJ PFlO0OJ PFiIl PFI2 Print Left Right Hmenu Help EHelp Basic Steps e Type an account number in the Account field and press lt ENTER gt e Type a profile department name if one is not already linked to the account e Press lt ENTER gt to display the account information Departmental Accounting User Manual Page VII 12 Screen 732 SA Summary by User Defined Categories cont d Transaction Matching Process FAMIS determines where transactions are displayed on Screen 732 based on their object codes When your post your transactions online FAMIS compares the object code of your transaction with the profile object code ranges that you specified on Screen 715 Your transaction is then displayed on Screen 732 next to the category name into whose object code range it falls All data is pulled from the fiscal year entered in the Budget FY field For example on the previous screen shot an encumbrance of 43 54 was
9. Account 010100 ED amp GEN INCOME TUITION Account Title ED amp GEN INCOME TUITION SRS _ Resp Person Suuuuuuu4 MASON MOLLY M Old Acct NA Year end Process F Reclassify _ Reporting Group __ Aux Code Fund Group FG Sub Fund Group Sub Sub __ Function __ Default Bank 06000 Override Y SL Mapped Count 22 Alternate Banks Security Dept S Dept Exec Div Coll Mail Cd Stmt Primary REV__ UN AD C6000 N Secondary VTEA_ AA CD VM C4457 N Fund Source Account Letter Y Long Title EDUCATIONAL AND GENERAL INCOME TUITION Setup Dt 08 26 1991 Ente PFl PFZ PF3 PFA4 PFS jPF6 PF7T PF8B PFJ PFIlO PFil PFI2 Hmenu Help EHelp Screen 2 GL 6 Digit Fund Group Help Pop Up Window 4 More Codes Press lt ENTER gt to View l l Search Criteria BFR Fund Group _ l l l AFR Sub Fund Fund Fund Description l _ 01 CLEARING ACCOUNTS x 10 FG FUNCTIONAL AND GENERAL _ 20 DS DF DESIGNATED FUNCTIONAL amp GENERAL 21 DS DS DESIGNATED SERVICE DEPARTMENTS _ 22 DS ST DESIGNATED SERV DEPT MATERIAL amp SUP _ 23 DS SM DESIGNATED SERV DEPT COMM amp UTIL 24 DS SU DESIGNATED SERV DEPT REPAIRS amp MAIN _ 25 DS SR DESIGNATED SERV DEPT RENTALS amp LEAS _ 26 DS SL DESIGNATED SERV DEPT PRINTING amp REP _ 27 DS SP DESIGNATED SERV DEPT
10. MO5 Support Account Inquiry 066 SA OC Inquiry by Reference 068 Support Account Search 069 SA 11 Digit List w Category Ttls Hmenu Help EHelp The support account maintenance screens are found on Menu MO6 Menu M06 Support Account Maintenance MO6 Support Account Maintenance Screen Account Support Account Maintenance Screens 050 Department SA Attributes 051 Support Account Attributes 51C SA Effort Category Updates 052 Support Account Attributes 2 52B SA Delegation of Authority 053 Support Account Budget Move 054 Support Account Flag Maint 055 SA 15 Digit Maintenance 056 SA Transaction Move 057 Departmental Encumbrances 058 SA Category Maintenance 059 SA Account CFDA and THECB Codes Hmenu Help EHelp Departmental Accounting User Manual 02 13 14 09 57 FY 2014 CC 02 Screen __ Account Support Account Inquiry Screens 51B Support Account Dollar Totals 071 15 Digit Snapshot 072 OC Record Snapshot 060 SA OC 15 Digit List 073 Annual 15 Digit Activity by Mnth 061 SA OC File List 074 SA Summary by Budget Pool 062 SA Open Cmnts by User Ref or PO 076 Trans for Month by Ref 2 063 Trans Inquiry by Support Account 077 Trans Inq for Ref 2 064 Support Account Budget Data List 078 Trans by Account Month Subcd 065 SA Summary for SL w Category Ttls 079 SA Detail Account Statement Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 02 13 14 10 02 FY 2014 CC 02 Enter PFl PF
11. New Amount Benefit Current Amt Adjustment New Amount Longevitv Current Amt Adjustment Departmental Accounting User Manual 1 character Entering Y will change the PIN to the campus code s workstation followed by all nines 2 digits Displavs the current processing month 25 characters Shows the name on the account entered on the Action Line 25 characters Identifies the name associated with the PIN entered on the Action Line 9 digits If N was entered in the Blanket Enc field enter the employee s Universal Identification Number or Social Security Number If V was entered this field will be filled in automatically by FAMIS 7 characters digits Enter the EPA Form 500 document identification number 1 character Type I for increase or D for decrease 12 digits Displays the current amount 12 digits Enter the amount of the increase or decrease for the adjustment 12 digits Shows the new adjusted amount after the increase or decrease 12 digits Displays the current amount 12 digits Enter the amount of the increase or decrease for the adjustment 12 digits Shows the new adjusted amount after the increase or decrease 12 digits Displays the current amount 12 digits Enter the amount of the increase or decrease for the adjustment Page Il 38 Screen 754 Payroll Encumbrance Adjustment Wage cont d New Amount 12 digits Shows the new adjusted amount aft
12. PF7 PF8 PF9 1PF1041 PF11 PF12 Hmenu Help EHelp Dload JLeft Right Basic Steps Departmental Accounting User Manual Type an account number and fiscal year in the fields provided and press lt ENTER gt to view the information Use PF9 to download data using Entire Connection Page IV 12 Screen 69 Support Account List with Category Totals cont d Field Descriptions required Action Line Screen Information gt Departmental Accounting User Manual Account Fiscal Year Panel 1 Thru Month FY PY IN to Date Zero Balance Resp Person Bottom Line Exclusion Department Flags Help Field Help Available Using PF2 or 15 digits Enter a Subsidiary Ledger Support Account Object Code 4 digits Indicate the current fiscal year Change to previous year if needed 2 digits Identify through which month the information is to be listed 2 characters FY Fiscal Year PY Project Year IN Inception of the project to date If PY or IN the display won t be correct unless year end process flag is set to P on Screen 6 1 character Enter Y if zero balances are to be displayed PF2 Help 30 characters Identifies the name of the person responsible for the account PF2 Help 12 digits Gives the dollar amount excluded from the total PF2 Help 4 characters Designates d
13. R Deflt Cat Tol Pct Old Acct 18575 Roll BBA To Base _ CC Dept S Dept Exec Div Coll Mail Cd Stmt Primary CLVM_ AA CD VM C4461 Y Secondary Admin For Center CS Acct Link Long Title IMAGE ANALYSIS LABORATORY COLLEGE OF VET MEDICINE Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp All fields entered on this screen override fields on the Parent SL Basic Steps Add a New Support Account Type an existing Subsidiary Ledger SL account number and a new Support Account SA number in the fields provided and press lt ENTER gt Type an account title Indicate whether or not you want bottom line control and or default category control for the account Type additional account information as desired Press lt ENTER gt to record the account information Departmental Accounting User Manual Page Il 10 Screen 50 Departmental Support Account Attributes cont d Modify an Existing Support Account Advance to Screen 50 Type a Subsidiary Ledger SL account number and Support Account SA number in the fields provided and press lt ENTER gt Add or modify account information as desired Press lt ENTER gt to record the account information Support Account Process Create Support Accounts Before you may create a Support Account the fiscal office must first access Screen 6 to modify the Subsidiary Ledger SL account to allow for
14. Screen 56 Support Account Transaction Move 056 SA Transaction Move 09 21 11 16 21 GULF OF MEXICO OFFSHORE OPERATIONS FY 2011 CC AA Screen ___ Account 440001 00000 Month 2 Search On Ref 2 Ref Nbr Display Ref 2 Internal Tracking No 78654 Obj Code 4010 P O No ID No Vvvvvvvvvv0 Ref Cost Ref Type 048 Enc Obj Bank 00001 2 0000035 1 Date 02 25 2009 3 C874884 2 Amount 100 00 4 0303030 3 Modifiable information is Below Description A 1 PROPANE A 1 PROPANE Dept Ref 0303030 ss Cost Ref Account Title To SA Amount 1 2 3 GULF SHORE OPERATIONS 10000 100 00 Transactions 0 Amount 0 00 Batch 0001JC Date 07 31 2011 Enter PFl PF2 PF3 PF4 1 PF5 PF6 1 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Post SAcct Warns Press PF7 to view transactions and make your selection Search PF7 SAcct Panel 1 056 SA Transaction Move F2202 Mark field with an X to select Transactions for a Month by Reference Number 2 or 4 GULF OF MEXICO OFFSHORE OPERATIONS Screen ___ Account 440001 00000 Month 2 Search On Ref Display Ref 2 Bank Option N Description 0000035 02 25 A 1 PROPANE 0000035 02 25 A 1 PROPANE 0000035 02 25 A 1 PROPANE 0000037 02 02 A amp M TRAVEL SERVI End of List 4 Account s Found xx Departmental Accounting User Manual 09 21 11 16 21 2 Ref Nbr BatRef Offset Acct DLWOO1 DLWOO1 DLWOO1 JKAPO1 043000 210
15. Services 100 100 Total Revenue 600000 100 599900 Salaries 299027 299027 Travel Other 299 299 Office Supplies 21113 174 20939 Indirect Cost 300000 300000 Total Expenses 620439 473 619965 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 Hmenu Help EHelp Now you can see the Sales Service Revenue separate from the remaining income Because FAMIS is online and real time when vou access the inquirv screens vou will see the transactions that have actuallv posted to vour account up to that point in time Should vou choose to look at vour account using a different profile vou simplv change the profile department and or profile name and press lt ENTER gt The data on the screen will then reflect the groupings of the new profile Profiles mav be used across departments since vou can link anv department s profile to vour account Only the department that owns the profile can update the profile categories Screen 715 Users of ENTIRE CONNECTION may also print this view of the account by pressing PF9 For information about ENTIRE CONNECTION consult the ENTIRE CONNECTION User Manual or contact the FAMIS Hotline at 979 458 6464 Departmental Accounting User Manual Page V 8 Departmental Accounting Profiles Basic Concepts cont d Assign Target Budgets A Scenario The previous scenario demonstrated how you can use FAMIS to define a department budget profile to track actual FAMIS transactions using onl
16. X to select l Screen Search CLAR_ l Profile Profile Name l R CLAR CHUD Center for Housing amp Urban Dev CLAR DEANPROJ Dean s Project Feb 00 CLAR GRANT grant CLAR TRAVEL Travel budget END OF LIST 4 PROFILE S FOUND PF4 Exit Field Desc ri ptions Required Help Field Help Available Using PF2 7 or Action Line Profile Dept 5 characters Enter a department code to view the profile associated with it Profile Name 10 characters Indicate the name of the profile to be displayed Screen Information Profile Long Name 40 characters Shows the full name of the profile Category 20 characters Description Displays a short description of the profile category Low 4 digits Identifies the lower boundary of object codes to be tracked for a category of the profile High 4 digits Indicates the upper boundary of object codes to be tracked for a particular category of the profile Additional Functions PF KEYS See the Appendix for an explanation of the standard PF keys Departmental Accounting User Manual Page VIII 4 SPR Project Summary by Target Budget Pool It is possible for you to view a Sponsored Research project s activity using your profile target budgets set on Screen 160 All transactions against them may be accessed via Screen 161 SPR Screen 161 Project Summary by Target Budget Panel 1 161 Project Summary by Target Budget PERFORM
17. among the categories will remain unallocated Field Desc ri ptions Required Help Field Help Available Using PF2 7 or Action Line Project Fiscal Year Profile Dept Name Screen Information FY Unallocated Revenue FY Unallocated Expense Category Description FY Budget Additional Functions PF KEYS 10 digits Enter the project to be viewed with the profile 4 digits Defaults to the current fiscal year Change if needed 5 characters Include the department to which the profile belongs 10 characters Enter the project profile name 15 digits Shows revenue funds available for a project for a fiscal year not allocated to a profile revenue category 15 digits Identifies the expense funds available for a project for a fiscal year not allocated to a profile expense category 30 characters Displays a short description of the profile category 14 digits Indicates the fiscal year budget amount to be allocated to a profile category See the Appendix for an explanation of the standard PF keys Departmental Accounting User Manual Page VI 11 SPR Screen 160 Project Dept Defined Budget Maint cont d Departmental Accounting User Manual Page Vl 12 Section VII Profile Account Inquirv Departmental Accounting User Manual Page VII 2 SL Account Summary by Target Budget You may view your Subsidiary Ledger SL account data based on the prof
18. payments F FA See Financial Accounting Feed Transactions from other systems that are transferred to the FRS Field That part of a control record transaction or established for displaying or entering information File A storage area established within a computer system or database for organizing similar kinds if data Financial Accounting FA A Financial Records System application that balances the General and Subsidiary ledgers while providing a complete audit trail of all transactions Financial Records System FRS A system that supports the financial record keeping and reporting of a college or university Flag A data element used to set controls or conditions on a process or program Freeze Flag A data element whose condition signifies that new transactions cannot be posted This includes no feeds or invoice postings for this document FRS See Financial Records System FTE Full time Equivalents Used by the B P P System Function Purpose Fund An accounting entity a 6 digit GL account with a self balancing set of 10 digit accounts for recording assets liabilities a fund balance and changes in the balance Fund Balance The equity of a fund the difference between assets and liabilities Fund Group A related collection of funds 6 digit GL accounts Examples include Current Unrestricted Current Restricted Loan Endowment Annuitv and Life Income Plant and Agency Departmental Accounting User
19. 054 L200100 09 01 PD MORRISON ENTERP 4011 068 A122412 09 12 TEAM SYSTEMS INC 4011 068 L200100 09 19 PD MORRISON ENTERP Continued vu e a PPP ee Amount I BatRef Offset 17 99 N RXR217 014400 17 99 D RYR217 17 99 N RXR217 014400 17 99 D RYR217 17 99 F PVP332 014400 17 99 F PVP332 014400 306 33 D ZP0916 306 33 P PVP342 014400 101 19 D ZP0920 585 00 N RYR217 014400 585 00 D RYR217 165 92 D PUROO1 585 00 F PVP332 014400 165 92 F PVP342 014400 2101 2100 2100 2100 2101 2100 2100 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 DLoad Left Right El Hmenu Help EHelp View Departmental Accounting User Manual Page IX 15 FAMIS Reference Codes cont d Reference 2 Reference 2 is almost alwavs assigned bv FAMIS In most cases this will be the voucher number There are various ways to view or report data by this reference number FIELD REF 2 RELATED TRANSACTIONS Disbursements Vouchers Credit Memos Prepaid Vouchers Prepaid Credit Memos Revolving Vouchers Change Source of Funds Multi Vendor Vouchers Revolving Prepaid Vouchers CODE 068 TYPE OF DATA or TYPE Voucher Interdepartmental Transfers Receipts A R Addt l Line Item Entry A R Line Item Adjust A R Line Item Payment 030 061 Bill or Receipt A R Invoice Encumbrance SL 05x Document AFR Entries Reversals SL and GL 060 Document DBR Budget
20. Alias A commonly used name for a vendor other than the formal customer name primary name that prints on the check The Purchasing Svstem also offers a commoditv alias name and permits vou to define anv number of alias names once a vendor has been created AP See Accounts Pavable Attributes Descriptive data associated with a record Examples are school department function name and responsible person Attributes support a variety of sophisticated reporting techniques Automatic Budget Reallocation ABR When transactions are entered a process bv which the svstem automaticallv transfers budget dollars from predefined budget pools to specific object codes Bank Transfer A movement of cash from one bank account to another This allows expenditures at specific object codes to share in a single pool of monev Departmental Accounting User Manual Page IX 23 Appendix Glossary cont d Batch Session A collection of related transactions input to the system with a header record and control totals usually prepared by one person or subsystem feed Batch Interface A type of interface where one system generates transactions to be batched for input into another system BBA See Budget Balance Available Beginning Balance Balances posted during implementation Budget A plan of revenue and expenditures for an accounting period expressed in monetary terms Budget Balance Available BBA That portion of budget funds that is uns
21. By Budget Pool 09 21 11 10 43 STUDENT FINANCIAL AID FY 2012 CC 02 Screen Account 210500 Fiscal Year 2012 Thru Month 9_ September FY PY IN to Date FY Calc CM IDC N Resp Person FAUST FRED F Bottom Line Exclusion Department SFAOP Flags DF B C Z G ABR Net Dir BBA Map Code 21050 NNYRN 001 Unprotected Available Obj Description Budget Actual Encumbrances Available 0001 Revenue Pool x k Total Revenue 1005 Lump Sum Salaries 16204 16204 1006 Salary Savings Budge 1000 All Expense Pool 1065638 1539 1004888 59211 9470 Unrestricted Alloc 29000 29000 x Total Expenses 1110842 1539 1004888 104415 Account Total 1110842 1539 1004888 104415 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Left Right Departmental Accounting User Manual Page V 4 Departmental Accounting Profiles Basic Concepts cont d ABR rules and their budget pools may be viewed on Screen 804 In ABR rule 001 below three budget pools have been assigned Revenue Pool Pool Object Code 0001 Object Codes from 0005 to 0999 All Expense Pool Pool Object Code 1000 Object Codes from 1011 to 8999 Indirect Cost Pool Pool Object Code 9600 Object Codes from 9600 to 9699 Screen 804 Maintain Automatic Budget Reallocation Rules 804 Maintain Automatic Budget Reallocation Rules 09 21 11 10 44 FY 2012 cc 02 Screen Rule 001 Pool Low High Act Messages F Pool Low High Act Messages 0001 0001 0999 _ 1005 1
22. Defined Budget Maintenance 09 21 11 16 56 MISP FY 2012 CC AA Screen Account 339999 Fiscal Year 2012 Profile Dept MISP Name PROFILE1__ Profile Number 1 FY Unallocated Revenue 0 00 FY Unallocated Expense 100000 00 Category Description FY Budget General Revenue 200000 00 Sales amp Services 400000 00 Salaries 100000 00 Travel In State 50000 00 Travel Other 50000 00 Office Supplies Other Expenses 200000 00 Indirect Cost 100000 00 kkkkkk End of List Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Type a Subsidiary Ledger SL account number in the Account field and press lt ENTER gt to display any existing profile information e Type a profile department and name and press lt ENTER gt to link the profile to the account e Enter target budget amounts for the profile categories as desired and press lt ENTER gt to record the budget changes Budget Maintenance Process Unallocated Revenue and Expense The dollar amount of unallocated revenue or expense is the dollar amount budgeted for the Subsidiary Ledger SL account by the fiscal department The ABR budget pools and the amount allocated to them by the fiscal department may be viewed using Screen 19 Profile target budgets set using Screen 720 do not affect the budget pools set by the fiscal department They are strictly for departmental use Any funds not distributed
23. F Function field to update a profile category Type data in the available fields as desired and press lt ENTER gt to record the profile information Departmental Accounting User Manual Page VI 3 Screen 715 Department Defined Profile Maintenance cont d Profile Maintenance Process Profile Categories Profile categories as entered on Screen 715 are similar to ABR rule budget pools However ABR rules are defined by the central fiscal office for the TAMUS member In contrast profile categories and their budgets may be defined by individual departments within a member institution or agency For each profile category you must enter a short description identifying the type of transactions to be tracked by the category and a range of object codes The object codes determine which transactions you wish to be grouped together to form a category For instance The General Revenue and Sales amp Services categories could be subsets of an ABR pool for revenue This allows you to track all sales revenues transactions with object codes that fall in the range from 0500 to 0999 separately from other revenue transactions regardless of the ABR rule defining budget pools for the account Every object code should fit into one of the categories Order is also important A transaction will be lumped into the first category that its object code fits Categories may include more than one object code range The category descriptions ar
24. GRANT FLAG Provides the ability to prevent direct transactions from being processed and still allow IDC charges to be posted This flag does not prevent the account from rolling forward Field Descriptions required Action Line Account 11 digits Help Field Help Available Using PF2 or Enter a Subsidiary Ledger Support Account number Departmental Accounting User Manual Page Il 25 Screen Information FREEZE DELETE DROP Bottom Line Budget Control Unprotected Budget Control Default Categorv Control Default Categorv Tolerance Pct FREEZE Direct Expenses Additional Functions PF KEVS PF6 Int PF12 Warns Departmental Accounting User Manual Screen 54 Support Account Flag Maintenance cont d PF2 Help 1 character Type Y to freeze the account and restrict posting certain types of direct transactions to an account Allows existing activity to process but will not allow future activity of any type 1 character Enter Y to delete the account and restrict all further activity against an account PF2 Help 1 character Type Y to drop remove the account from the file Must be deleted first PF2 Help 1 character Enter Y to indicate that bottom line budget checks should be used in checking budget for an account Only used on attribute record Y Control on bottom line Instructs the
25. Help 1 character Indicates the type of Category Control in effect Blank No Budget Control Ww Warning if over budget R Reject if over budget PF2 Help 1 character P indicates this budget category is protected from borrowing funds by other budget categories 12 digits Gives the actual dollar amount for the current month See the Appendix for explanation of the standard PF keys Departmental Accounting User Manual Page IV 8 Support Account Search FAMIS will list all support accounts by account number account description or title and by the person responsible for the account Screen 68 lists valid Support Accounts as well as their account number department code account title and responsible person Select an item on this screen to advance to Screen 50 for additional information Screen 68 Support Account Search 068 Support Account Search Screen Account 271290 8300 Dept SDept Search Description MARKETING amp COMMUNICATIONS SEC COMMUNICATOR S CONFERENCE OFFICE OF DATA RESEARCH SERVICE EHSD RADIOACTIVE LICENSE FEES MOLD LEAD SAMPLE ANALYSIS LEAD SAMPLE ANALYSIS TEXAS AGRILIFE RESEARCH LAB SAFETY EQUIPMENT UNIVERSITY RISK AND COMPLIANCE ASSOCIATE VP amp CONTROLLER CONTRACT ADMINISTRATION SYSTEM ASSESSMENTS FAMIS CIS CHARGES Press ENTER to Enter PFl PF2 PF3 PF4 PF5 Hmenu Help EHelp Basic Steps e Enter an account number e Press lt ENTER
26. IDTs dept code Travel TRV Ex PHPLxx Corrections Travel TRC Visa MC Charges VMC Purchase PRV Interagencv Pavments IAP Prepaid Vouchers PPV JOURNAL ENTRIES Corrections Purchase PVC Regular JEN Delete Vouchers DEV Corrections JEC Housing Interface HSG JFAMIS ASSIGNED Investments JIN SIMS Interface SIMS JFAMIS ASSIGNED PAVROLL Miscellaneous MDS EPA Adjustments EPA FAMIS ASSIGNED Procurement Card PCC JFAMIS ASSIGNED Insurance Billing INS FAMIS ASSIGNED Corrections Pavroll CPR Insurance Equitv Transfer INEQ FAMIS ASSIGNED ACCOUNTS RECEIVABLE Pavroll PAV FAMIS ASSIGNED AR Accounting Feed FAR JFAMIS ASSIGNED Pavroll Auto Adjustment SEAA FAMIS ASSIGNED AR Pavments ARP FAMIS ASSIGNED Salary Encumbrance SEN FAMIS ASSIGNED BANK TRANSFERS Salary Savings SSV FAMIS ASSIGNED Bank Transfers BTR FIXED ASSETS FFX BUDGET FFX Accounting Feed FFX FAMIS ASSIGNED Budget Brought Forward BBF FAMIS ASSIGNED FFX Depreciation Fee FFD FAMIS ASSIGNED Beginning Entries BEG SPONSORED RESEARCH SPR Regular BJN Indirect Cost INDZ FAMIS ASSIGNED Original Budgets BUD SUSPENSE Generated Exp Budget GEB FAMIS ASSIGNED Suspense SUS CASH RECEIPTS Cashier Deposits Depts CDP Corrections Receipts CRC Departmental Deposits DDP Distribution to S L DTR Gifts GIF Interest INT Investment Sales INS Letter of Credit LOC Miscellaneous MDP V MC Charge Back CBK V MC Deposits VDD ENCUMBRANCE Encumbrance ENC Page IX 14 FAMIS Reference Codes Currently there are four diff
27. Not specified CSIN Cost share instruction CSOR Cost share organized research CSOS Cost share other spon activities DCSH Direct Cost sharing This is a key item in preparing the IDC calculation Departmental Accounting User Manual Page Il 21 Screen 51C Support Account Effort Category Updates cont d Dept SL Information Effort Category Dept Fund Function Comments Additional Functions PF KEYS 5 characters Designate the department responsible for the account 5 characters Displays the effort category code for the SL account 4 characters Shows the department responsible for the SL account PF2 Help 2 digits Identifies the funding source for the SL account 2 digits Displays the function code for the SL account 4 lines Shows comments about the SL account See the Appendix for an explanation of the standard PF keys Departmental Accounting User Manual Page Il 22 Set Reset Support Account Flags FAMIS allows you to support and maintain Support Account SA flags online by using Screen 54 Six flags help control activity against each supporting account These flags allow review freezing dropping or deletion of an account as well as annual and monthly budget suppression This screen can be used by the Fiscal Office and the departmental personnel Screen 54 Support Account Flag Maintenance 054 Support Account Flag Maintenance 09 21 11 09 04 FY 2012
28. P Help 5 characters digits Department data for this field is associated with the Maestro system Help 5 characters digits Subdepartment data for this field is associated with the Maestro system Help 2 characters Include the Campus Code and linked cost share account number 80 characters Provides additional space to enter the full title of the account See the Appendix for an explanation of the standard PF keys Departmental Accounting User Manual Page Il 14 Fiscal Office Support Account Entry The Fiscal Office may be called upon to create Support Accounts SAs for departments that are not set up to use Screen 50 In this case SAs may be created or modified by using Screen 51 The 11 digits making up a Support Account SA number consist of the 6 digit Subsidiarv Ledger SL account number plus the 5 digit SA identification number All fields entered on this screen override the values set at the Parent SL Screen 51 Support Account Attributes Fiscal Office Use Only 051 Support Account Attributes 04 24 13 11 01 FY 2013 CC 02 Screen ___ Account 144013 00000 VET MED TEACHING HOSPITAL SRS Account Title VET MED TEACHING HOSPITAL Security Resp Person luuuuuuu8 STREETER SAUL S SA Group Bot Ln Cntl Y Deflt Cat Cntl R Deflt Cat Tol Pct Default Bank 73001 Override Y Delg Type _ Old Acct 18564 Alt Banks Roll BBA To Base _ P Card Bank SL Function 10 SA Functio
29. PF12 Hmenu Help EHelp The amount budgeted for the account by the fiscal office for the fiscal year specified on the Action Line will appear in the FY Unallocated Revenue or FY Unallocated Expense fields You may distribute these funds across the profile categories as necessary In this example 100 000 00 of the expense budget has been moved to the Travel In State category Departmental Accounting User Manual Page V 9 Departmental Accounting Profiles Basic Concepts cont d Step 2 View the Target Budget for Your Account When you have distributed all necessary funds for the account you can monitor transactions against your target budgets using the profile categories Screen 721 will show your target budget as defined on Screen 720 actual and encumbrance transactions made against the profile categories and the resulting target budget balance available Screen 721 SL 6 Digit Summary by Target Budget 721 SL 6 Digit Summary by Target Budget 09 21 11 10 56 ENHANCEMENT FEE LIBRARY FY 2012 CC 02 Screen Account 289010 Budget FY 2011 Actuals FY 2011 Thru Month 9_ September FY PY IN to Date FY Department LIBR Resp Person GILBERT GREGORY G Flags DF DB R Map Code 28906 N N N Y 001 Target Category Description Budget Actual Encumbrances Available Uncategorized Revenue 253 253 Unallocated Budget Exp 6540186 6540186 Uncategorized Expense 27883 27883 Salaries 4135 190754 194889 Benefits 3535 33555
30. Payroll Feeds Assigned by FAMIS 065 JE from Accounts Receivable create receivable Assigned by FAMIS 066 JE from Fixed Assets capitalization etc Assigned by FAMIS 067 JE from LMS Loan Management System Assigned by FAMIS 068 JE from Accounts Payable setting up liabilities Assigned by FAMIS 069 Compound Journal Entries system controlled Assigned by FAMIS 06A JE for Procurement Card Entries Assigned by FAMIS 06C JE for Concur eTravel Entries Assigned by FAMIS 09x Beginning Balances Bank Transfers Screen 15 090 Bank Transfers Special FAMIS Processing 098 Beginning Balances Special FAMIS Processing A P Voucher 14x Regular Vouchers Screens 104 111 112 Invoicing Screen 345 140 Regular Vouchers User Defined 141 Regular Vouchers User Defined 142 Produce Separate Checks for Vouchers User Defined 143 State Travel Vouchers Special FAMIS Processing 147 Revolving Vouchers Assigned by FAMIS 148 Change Source of Funds Assigned by FAMIS 149 Force Separate Check Special FAMIS Processing 15x Credit Memos Screen 108 Invoicing Screen 340 151 Regular Credit Memo User Defined 152 Regular Credit Memo User Defined 159 Forces Separate Credit Memo only matches when used on same Special FAMIS Processing voucher as charges 16x Prepaid Vouchers Screen 109 Invoicing Screen 345 160 164 Prepaid Voucher Regular with reconci
31. Process Target budgets are the profile categories you defined on Screen 715 and assigned budgeting for on Screen 730 Profile categories as entered on Screen 715 are similar to ABR rule budget pools However ABR rules are defined by the central fiscal office for a TAMUS member In contrast profile categories and their budgets may be defined by individual departments within a member institution or agency Field Desc ri ptions Required Help Field Help Available Using PF2 7 or Action Line Screen Information gt Account Budget FY Actuals FY Thru Month FY PY IN to Date Profile Dept Name Panel 1 Department Resp Person 11 digits Identify the Support Account SA number for desired transaction summary 4 digits Displays the current fiscal year but may be changed to view the target budget for a specific fiscal year 4 digits Indicate the fiscal year for which transactions are to be displayed 2 digits Identify month through which account transaction activity is to be displayed 2 characters Indicate whether to display account activity for the Fiscal Year FY Project Year to date PY or from the account s Inception to date IN 5 characters Include the department profile 10 characters Identify name of profile whose categories will be used to view the account transactions PF2 Help 5 characters Shows the department to which the selecte
32. Support Account SAcct Provides the abilitv to search account transactions PF12 Warnings Warns Displays nonfatal FAMIS warning messages if any Departmental Accounting User Manual Page Il 30 Departmental Encumbrances Departments can use Screen 57 for certain encumbrances they want to make on an account The ability to establish a new encumbrance i e increase or zero out an existing encumbrance is included here There is however no liquidation for these adjustments The first step in adjusting these encumbrances is to identify the support account that has the original encumbrance Two support account screens to help you are Screen 68 Support Account Search and Screen 63 Transaction Inquiry by Support Account The current amount of the encumbrance if any will be displayed The encumbrance object code transaction code and reference will also be displayed on the screen but you cannot change these fields They are determined by the encumbrance type entered in the Encumbrance field Screen 57 cannot be used to adjust or establish pavroll encumbrances There is no need to enter a batch when using this screen because a batch will be open in the background Cost Refs are used by some parts as another way to track expenses They are required for certain accounts and whether or not thev are required is determined on Screen 8 or Screen 52 Screen 57 Departmental Encumbrances 057 Departmental E
33. Support Account creation and FSA transactions This is done by setting the SA create enable field to Y see below Screen 6 SL 6 Digit Account FSA Screen Account Title Resp Person cc Primary Secondary Admn for Center Fund Source 05 Long Title ABR Rule Bottom Line Cntl AFR Fund Group Year End Process Default Bank Alternate Banks P Card Bank Account 006 SL 6 Digit Account FSA 144015 IMAGE ANALYSIS LABORATORX COLLEGE O IMAGE ANALYSIS MEDICINE Enter PFl PF2 PF3 PF4 4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 bF12 Hmenu Help EHelp Next CAcct CProj AResp Cmnt Left Right LABORATORY COLLEGE OF VET 03 29 12 10 37 FY 2012 CC 02 IMAGE ANALYSIS LABORATORX COLLEGE O SRS 4uuuuuuu2 GRAYSON GARY G Old Acct 18575 001 Map Code 14400 Reporting Group Y Deflt Cat Cntl R Deflt Cat Tol Pct 10 Fund Group FG Sub Fund Group Sub Sub F Year End Acct Function 10 Sub Fun 72001 Override X Proj FYTD End Mo 08 Aux Code BEERS Security State Funds Y Appropriated _ SA Transactions Dept S Dept Exec Div Coll Mail Cd Stmt Budget Actual CLVM_ AA CD VM C4461 Y Expense B B Revenue B B TRS ORP Exempt _ Account Letter Setup Dt 07 31 1987 Iteration Dt 07 31 1987 Support Accounts may then be created using Screen 50 From Screen 50 you should enter a valid 5 digit support account number and press lt ENTER gt Typ
34. account the following conditions must be met 1 Each asset liability and fund balance record must have a zero balance 2 All SL accounts mapped to the GL must be deleted 3 The account must have been inactive for the current month FAMIS doesn t allow an account that has had activity processed during the current month to be deleted The account can be deleted after the current month end process has been run Attempts to process real time transactions against a deleted account are rejected Drop Flag The drop flag is used to identify an account that is to be physically purged from the file when the drop flag is set to Y on the account is removed from the file The drop flag can be set for a 6 digit GL account only if the following conditions are met 1 The delete flag on the GL account must already be set to a value of Y 2 All SL accounts mapped to the GL account must have both the delete and drop flags set to Y The drop flag may also be set on a 10 digit account with the additional condition that the 10 digit account must have a zero balance in all dollar fields i e Beginning balance Current month Present balance etc Freeze Flag The freeze flag restricts posting certain types of direct transactions to an account This flag may be set ONLY at the 6 digit GL level Cash receipts disbursement and journal entries are rejected if processed against a frozen account Transactions that are a
35. accounts are dropped with current year activity there will be problems with rolling balances into the next fiscal year 10 How can delete inactive support accounts a To delete a support account the balance available shown on Screen 74 MUST be zero If there is a balance use Screen 53 to move budget from the support account to either the base or to another support account b Once the balance is zero use Screen 54 First change the delete flag to Y Second change the drop flag to Y See 9 concerning dropping the account 11 When I attempt to move a transaction on Screen 56 get an error message similar to this F8903 Rejected SL Category Budget exceeded on 211791 1000 by 7 000 00 Why can t move this transaction a In this example you are trying to move a transaction from one support account 00000 to another support account 40000 for account number 211791 The amount of the transaction is 9 000 00 Let s say that on Screen 34 for 211791 the total balance of the subsidiary ledger account is only 2 000 b Because you are trying to move money from one support account to another FAMIS does a Bottom Line Budget check on the base account FAMIS is looking at the amount of the transaction and sees the total of the transaction is greater than the balance of the base account FAMIS does this check even though no actual money is being expended from the account at this point it s just a transaction move c
36. among the profile categories will remain unallocated Departmental Accounting User Manual Page VI 6 Screen 720 SL 6 Digit Dept Defined Budget Maintenance cont d Field Descri ptions f Required Help Field Help Available Using PF2 or Action Line Account Fiscal Year Profile Dept Name Screen Information FY Unallocated Revenue FY Unallocated Expense Category Description FY Budget Additional Functions PF KEYS 6 digits Identifv the Subsidiary Ledger SL account to be viewed with the profile 4 digits Enter the fiscal year of the account data 5 characters Identifv the department to which the profile belongs 10 characters Enter the profile name attached to the account 15 digits Shows revenue funds available for an account for a fiscal year not allocated to a profile revenue category 15 digits Displays the expense funds available for an account for a fiscal year not allocated to a profile expense category 30 characters Shows a short description of the profile category 14 digits Indicates the fiscal year budget amount allocated to the profile category See the Appendix for an explanation of the standard PF keys Departmental Accounting User Manual Page VI 7 SA Department Defined Budget Categories Once your profile has been created you may attach it to a Support Account SA using Screen 730 When your support account is linked to
37. e Add or modify account information as desired and press lt ENTER gt to record the account information Departmental Accounting User Manual Page Il 15 Screen 51 Support Account Attributes Fiscal Office Use Only cont d Support Account Process Create Support Accounts Support Accounts offer budget and expense tracking at a level below the SL Before you create a Support Account the fiscal office must access Screen 6 to modify the Subsidiary Ledger SL account to allow for Support Account creation and transactions This is done by setting the SA create enable field to Y Support Accounts may then be created by the Fiscal Office using Screen 51 From Screen 51 you should enter a support account number and press lt ENTER gt Type in the account information as desired and press lt ENTER gt to record The data in the Effort Cat field should accurately reflect the activities of the account both at the SA and the SL level This is a key item in preparing the IDC calculation If this field is left blank the information will be considered equal to the SL level on Screen 8 In addition this information will be reflected on the FBAR246 and FBAR541 reports Field Desc ri ptions 0 Required Field Help Available Using PF2 or Action Line Account 11 digits Enter the Subsidiarv Ledger SL account and Support Account SA number to be created modified Screen Information SRS PF2 Help 1 characte
38. gt to view the informat 07 25 13 15 57 FY 2013 CC 02 0 0000 Title Search Resp Person Search Include Deleted Accts N Account Dept SDept Resp Person R 271330 00000 VPMC CORK CHARLES C N 271330 10000 VPMC CORK CHARLES C N 271340 00000 ODRS MARSH MOLLIE M N 271350 00000 EHSD ROBERTS ROGER N 271350 20001 EHSD ROBERTS ROGER N 271350 20002 EHSD ROBERTS ROGER N 271350 20003 EHSD ROBERTS ROGER N 271350 20004 EHSD ROBERTS ROGER N 271350 24646 EHSD ROBERTS ROGER N 271360 00000 MASD CLARK CHARLEY 271370 00000 VPFN3 CRANFORD CARY 271380 00000 CCOM ENSON ENYA E 271400 00000 EXP CRANFORD CARY 271410 00000 EXP CRANFORD CARY View More Accounts_ PF9 PF10 PF11 PF12 Dload PF6 PF7 PF8 ion e Type an X next to an account press lt ENTER gt and FAMIS will display additional detailed information for that account on Screen 50 e Use PF9 to download data using Entire Connection Download is restricted to 5000 records Account Search Process Searching by Title If the account number is not known the user may search by account description or title The ability to search for accounts by title has been expanded You may now use a wildcard asterisk in the Title Search field to return a list to you for viewing Be aware that FAMIS is now searching through the Title and the Long Title fields in order Departmental Accounting User Manual Page IV 9 Screen 68 Supp
39. have been processed against the target budget category 12 digits Shows the dollar amount of actual transactions completed during the current month i e the month indicated in the Thru Month field for the profile category See the Appendix for an explanation of the standard PF keys Print Account Information Used to print account information from FAMIS using Entire Connection See the Entire Connection User Manual for additional information Departmental Accounting User Manual Page VIII 7 SPR Project Summary by User Categories SPR Screen 162 allows you to view your sponsored research project s activity budget actual and encumbrance transactions using the user defined profile categories Inquiry screens such as Screen 162 may be used to view current data on specific projects using profiles without requesting printing and waiting for hard copy reports SPR Screen 162 Project Summary by User Defined Categories 162 Project Summary by User Defined Categories 09 27 11 14 51 PERFORMANCE CRITERIA FOR RETROREFLECT FY 2012 CC 99 Screen ____ Project 4761100000 Budget FY 2011 Thru Month 9_ September FY IN to Date FY Profile Dept ADMN Name RF ADMIN _ Sponsor 0000730 DOT FEDERAL HIGHWAY ADMINISTRA Begin Date 09 08 2006 End Date 12 31 2010 Category Description Budget Actual Encumbrances Available Unallocated Budget Rev 60330 60330 Uncategorized Revenue 8078 8078 Total Revenue 60330 8078 52252 Unallocated B
40. is totaled through a specified month If PY or IN the display won t be correct unless the year end process flag is set to P on Screen 6 Screen 65 SA Summary for SL with Category Totals Panel 1 065 SA Summary for SL with Category Totals f MATERIAL CHARACTERIZATION FACILITX 012 CC 02 Screen ____ SL Acct 271050 00000 Fiscal Year 2012 Thru Month 9_ September Resp Person SHERWOOD STAN S Support Acct 1 of 1 Department MCF Flags DF BC Z G ABR Map Code 27105 NNYRN 001 Obj Description Budget Actual Encumbrances Available 0001 Revenue Pool 108184 108184 0499 Sales Material 241 241 0602 Services Technical 814 814 0609 Services Chemical 10762 10762 x k Total Revenue Pool 120000 11816 108184 1005 Lump Sum Salaries 21250 21250 kkkk Total Lump Sum Salar 21250 21250 1000 All Expense Pool 147056 147056 1105 Salary Encumbrance 14194 14194 Press ENTER to continue Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 Fill jpPFI2 Hmenu Help EHelp Left Right Screen 65 SA Summary for SL with Category Totals Panel 2 065 SA Summary for SL with Category Totals 09 21 11 09 29 MATERIAL CHARACTERIZATION FACILITY FY 2012 CC 02 Screen ____ SL Acct 271050 00000 Fiscal Year 2012 Thru Month 9_ September FY PY IN to Date FY Resp Person SHERWOOD STAN S Support Acct 1 of 1 Department MCF Flags DF BC Z G ABR Map Code 27105 NNYRN 001 Obj
41. processed for account 339999 09090 with an object code of 5010 FAMIS looks at the profile as defined on Screen 715 and determines that all transactions with an object code of 5010 should fall under the category Other Expenses Field Descriptions Required Help Field Help Available Using PF2 7 or Action Line Account 11 digits Enter the Support Account SA number for which transactions will be displayed Budget FY 4 digits Indicate the fiscal year for transactions to be displayed Thru Month 2 digits Identify through which month to display account transaction activity FY PY IN to Date 2 characters Indicate whether to display account activity for the Fiscal Year FY Project Year to date PV or from the account s Inception to date IN Profile Dept 5 characters Enter department to which the profile belongs Name 10 characters Indicate the name of the profile whose categories will be used to view the account transactions Screen Information Panel 1 Department PF2 Help 5 characters Shows the department to which the selected account belongs Resp Person PF2 Help 30 characters Displays the name of the person responsible for the selected account Departmental Accounting User Manual Page VII 13 Screen 732 SA Summary by User Defined Categories cont d Flags Map Code Category Description Budget Actual Encumbrances Availa
42. type and determines editing criteria and dollar fields to be updated U Update Screen A screen that allows a user to enter data for updating the files Valid Value A value of a data element that has been defined for input Value Based A mechanism used to restrict operator access to information bv comparing operator securitv authorization with the value stored in the field Vendor A provider of goods and or services Vendor Addresses See Order From Addresses and Remit To Addresses Vendor Automatic A feature that automaticallv assigns a specific Number Assignment to the vendor on the Action Context Line Vendor Commoditv A good or service purchased from a specific vendor Vendor File A record of all attributes dollar data and control information for all vendors Version Account Budgets created by departments These can later be submitted as the budget recommendation for the account Once a version is locked it will be called a secure version and can never again be changed K FA DOC WRKNPRCS DEPT ACT DeptAcctcurrNF docx Departmental Accounting User Manual Page IX 32
43. which transactions will be grouped together to form a profile category In the previous example the category Sales amp Services tracks all transactions with an object code that falls in the range from 0500 to 0999 This allows a department to track specific transactions regardless of the ABR rule defining the budget pools for the account Departmental profiles mav be associated with a project using Screen 160 Once a profile is attached to a project all account SL or SA activitv will be grouped according to the profile Account activitv mav be tracked for a project bv profile categories using Screen 161 and Screen 162 Departmental Accounting User Manual Page VIIl 3 SPR Screen 159 Department Defined Profile Inquiry cont d Profile Search and Select Profile search and select is available for all profiles within a particular department If the profile is unknown enter an asterisk in the Profile Dept or Profile Name field and press lt ENTER gt to access a pop up window see below Enter the department code in the Search field and press lt ENTER gt to display a list of profiles for the department Type an X to the left of the desired profile and press lt ENTER gt to select the profile and return to Screen 159 Press PF4 if you wish to return to Screen 159 without selecting a profile Profile Search and Select Pop Up Window 2202 Mark field with an
44. 0 Page Il 27 Screen 56 Support Account Transaction Move cont d Search PF7 SAcct Panel 2 056 SA Transaction Move 09 21 11 16 26 F2202 Mark field with an X to select Transactions for a Month by Reference Number 2 or 4 GULF OF MEXICO OFFSHORE OPERATIONS Screen __ Account 440001 00000 Month 2 Search On Ref 2 Ref Nbr Display Ref 2 Bank Option N Sbcd TC Ref 2 Date fSAcct Description 0000035 02 25 00000 A 1 PROPANE 0000035 02 25 00000 A 1 PROPANE 0000035 02 25 00000 A 1 PROPANE 0000037 02 02 00000 A amp M TRAVEL SERVICES INC End of List 4 Account s Found xx Basic Steps e Type an account number in the Account field and press lt ENTER gt e Type the month of the transaction in the Month field and the reference number if available that is to be moved to another account in the Ref Nbr field e Press PF7 to access a pop up screen displaying transactions and select the transaction to be moved e Inthe Description field briefly describe the transaction e g C N to support account 50000 e Under To SA include the account where the transaction is to be moved and indicate the Amount Enter Cost Ref Reference information if needed Press lt ENTER gt and the SA account title will be displayed e Press PF5 to post the SA transaction move Field Descri ptions Required Field Help Available Using PF2 or Action Line Account 11 digits Enter the desired account nu
45. 005 1005 _ 1006 1006 1006 _ 1000 1008 9699 _ Pl II A kkkkkkkkkkkkkkkkkkkkkk End of Data kikkkkkkkkkkkkkkkkkkkik Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp EE This means any income transaction posted with an object code within the range of 0005 to 0999 i e 0292 Private Gifts will reduce the estimated income that has been posted to the pool object code of 0001 Likewise any expenditure transaction posted with an object code within the range of 1001 to 8999 i e 3310 Foreign Travel will reduce the expense budget that has been posted to the pool object code of 1000 How can I group my account transactions into different categories The ABR budget pools as seen on Screen 34 previous page are very broad and may not summarize data at meaningful levels for all departments For example Vour department receives income for providing sales and services This income from sales and services must be tracked separatelv from all the other income that vou bring into vour account However the FAMIS ABR rule lumps all income together so vou have to use another method perhaps creating an EXCEL spreadsheet and re keving all of the FAMIS transactions in order to separate and report the different tvpes of income Now using the FAMIS departmental accounting profiles vou can define vour view of the t
46. 11 26 Scrolling Through Data Pressing lt ENTER gt will scroll through information listed on a screen On some screens there are PF keys to use to scroll forward backward left and right These PF keys are displayed at the bottom on the screens with that function Help HELP functions are available for many screen fields in FAMIS Typing a question mark in the blank beside the desired field and pressing lt ENTER gt will access a pop up window with specified field information Another way is to place your cursor in the desired field and press PF2 To get out of the HELP function either select a value and press lt ENTER gt or press PF4 The distinction on which key to use will normally be designated in the pop up window EX PF4 Exit Escaping from a Pop Up Window When in a pop up window pressing PF4 will usually take you back to the original screen There are a few screens when pressing lt ENTER gt will take you back to the original screen Departmental Accounting User Manual Page IX 5 Appendix Instructions cont d Field Help Using the PF2 Program Function Key On selected fields additional information can be displayed using the PF2 key This HELP information is accessed by moving the cursor to the field in question and pressing PF2 For example place the cursor in the Year end Process field and press PF2 The first screen displayed explains the purpose of the field Sometimes you will be shown the values imm
47. 2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Page l 7 Departmental Profiles Menus cont d Departmental Accounting User Manual Page l 8 Section ll Support Account Maintenance Departmental Accounting User Manual Page Il 2 Basic Concepts Support Accounting Maintaining budget data allows you to compare planned income allotments and expenditures to actual results Budgets may be established for Subsidiary Ledger SL or Support Accounts SAs Your budgets are updated in real time mode and allow you to control future expenditures and encumbrances What are Support Accounts Support Accounts SAs are subdivisions of Subsidiary Ledger SL accounts They are commonly used to track account activity at a more detailed level than is provided at the SL level For example SL account 300090 the Stadium Revenue Fund could be further divided into several SAs in order to track specific groups with a larger group 300090 SAs are often referred to as 15 Digit Accounts This is due to the fact that the SA is composed of three elements including the 6 digit SL account number the 5 digit SA number and the 4 digit object code Note Without the 4 digit object code the SA is sometimes referred to as an 11 digit account For example account number 30090 50000 4010 is representative of the SL account 300090 Stadium Revenue Fund plus the SA number 50000 Men s Golf with an object code of 4010 o
48. 21 11 10 53 FY 2012 CC 02 Screen Profile Dept ADRC_ Profile Name ADRC Profile Long Name Admissions and Records F Category Description Low High Message _ Salaries 1100 1699 _ Benefits 1900 1999 Wages 1700 1799 Supplies 4000 4049 Supplies 4051 4090 _ Centrex 5100 5199 _ Centrex 5770 5770 _ Centrex 8445 8445 Printing 5471 5471 Printing 5615 5617 Mail 5650 5655 Travel 3000 3999 Travel 5215 5215 press ENTER to view more Entries Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps Add New Department Profiles Type a profile department and profile name in the fields provided and press lt ENTER gt To see all of the profile names tied to a department tvpe an asterisk f in the Profile Name field and press lt ENTER gt to view a list in a pop up window You may select a profile name from the pop up display and press lt ENTER gt to return to Screen 715 Type an A in the F Function field to add a profile category Enter the Category Description the Low object code value and the High object code value which define each of the profile categories in the fields provided Press lt ENTER gt to record the profile information Modify Department Profiles Type a profile department and profile name in the fields provided and press lt ENTER gt to display existing profile information Type a U in the
49. 37090 Travel 5966 10736 16703 Supplies 11877 11186 23063 Food 49 49 Utilities 2035 19325 21360 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 Hmenu Help EHelp Vou mav change the view of the account bv keving another profile department and or profile name and pressing lt ENTER gt The screen will adjust the data to reflect the new profile you have selected When budget planning is your objective you can view the current or past year actuals Actuals FV against the planning budget for the future year Budget FY Profiles may be used across departments since you can link any department s profile to your account Only the department that owns the profile can update the profile categories on Screen 715 Users of ENTIRE CONNECTION may print this view of the account by pressing PF9 For information about ENTIRE CONNECTION consult the ENTIRE CONNECTION User s Manual or contact the FAMIS Hotline at 979 458 6450 Departmental Accounting User Manual Page V 10 Section VI Profile Maintenance Departmental Accounting User Manual Page VI 2 Maintain Department Defined Profiles Department defined profiles have been designed to allow you to view accounts differently from the central fiscal office You may use Screen 715 to define profiles for your department It is possible for your department to have more than one profile Screen 715 Department Defined Profile Maintenance 715 Dept Defined Profile Maintenance 09
50. 45 068 1600397 09 16 LANCE LORREN 42 00 F PVP340 06000 Display of Detailed Transaction Record 09 16 2011 LANCE LORREN 499 16 TransCode 068 JE Voucher Dir Ind D Account 270300 03000 3130 NETWORKING Tvl Out Meals amp Lodging Offset 027030 00000 2100 COMPUTING INFORMATION SERVICES Accounts Payable E134435 Cost Refl Fiscal Yr 2012 Ref 2 1600397 2 Proc Month 01 Ref 3 85 Batch Date 09 16 2011 Ref 4 12011 Bank 06000 Batch Ref PVP340 Vndr Card Id 2vvvvvvvvv0 Enc Obj Cd 3130 Ovrd Comp Cd Processed 09 16 2011 17 26 00 Liquidation Amt 499 16 User Id K702FA Oper Id Indirect Base Code Term Id STEPO1 Base Amount 0 00 Internal Tracking Nbr 6xxxxxx3 l l l l l l l l l l I PO Enc Ref 1 l l l l l l l l l l l PF3 Back to 077 PF4 Exit PF6 Indirect Accts PF7 Corrections Indirect Account Information for Direct Detailed Transaction Record General Ledger 027030 COMPUTING INFORMATION SERVIC Account Amount Account Control Title 7 2 nanas nee 027030 3200 499 16 Fund Bal Designated 027030 9620 499 16 Encumb Sum Ledger 2 499 16 Expense Sum Ledger 2 l l 027030 9520 l l PF3 Back to 077 PF4 Exit t Departmental Accounting User Manual Page IV 22 Screen 77 Transaction Inquiry on Reference Number 2 or 4 cont d Basic Steps e Enter an SL account number and SA number in the fields provided e Fillinthe Search o
51. 64 BBFOO1 1000 024 10 29 All Expense Pool 9 366 36 4276MC 4010 055 025484A 05 26 A 1 ERGONOMIC SEATING 25 00 ZP0526 5752 054 06478AA 09 22 2010 07 12 117009283 01 3 592 20 ZRO922 5752 054 06478AA 09 28 2010 07 12 117009283 01 3 592 20 ZP0928 5752 055 006361A 09 28 A 1 ERGONOMIC SEATING 3 592 20 ZP0928 5752 068 1429185 11 15 A 1 ERGONOMIC SEATING 3 592 20 PVP968 5752 055 019493A 03 29 A 1 ERGONOMIC SEATING 4 907 24 ZPO329 5752 055 020873A 04 12 A 1 ERGONOMIC SEATING 1 099 88 ZPO412 5752 055 023559A 05 06 EVCO PARTNERS LP DBA BURGOON COM 283 30 ZP0506 5752 055 023560A 05 06 A 1 ERGONOMIC SEATING 459 00 ZP0506 5752 055 025484A 05 24 A 1 ERGONOMIC SEATING 1 240 74 ZPO524 5752 055 025484A 05 26 A 1 ERGONOMIC SEATING 28 00 ZP0526 5752 068 1510095 06 02 EVCO PARTNERS LP DBA BURGOON COM 193 20 PVP232 Continued PF2 PF10 lt PF11 PF12 Hmenu Help EHelp View Dload Left Right Departmental Accounting User Manual Page IV 3 Screen 63 Transaction Inquiry by Support Account cont d Screen 63 Transaction Inquiry by Support Account PF6 Base Amount 0 00 PF3 Back to 063 PF4 Exit Indirect Account Information for Direct l l l General Ledger 028906 LIBRARY USE FEE l 028906 9620 PF3 Back to 063 PF4 Exit Display of Detailed Transaction Record Internal Tracking l l l l l 05 26 2011 A 1 ERGONOMIC SEATING 25 00 l TransCode 055 Enc Purchase Order Dir Ind D l l Account 28
52. 7 PF8 PF9 PF104 PF11 PF12 Hmenu Help EHelp Print Left Right Basic Steps e Type an account number in the Account field and press lt ENTER gt e Type a profile department and name if one is not already linked to the account e Press lt ENTER gt to display the account information Departmental Accounting User Manual Page VII 3 Screen 721 SL Summary by Target Budget cont d Target Budget Process Target budgets are the profile categories you defined on Screen 715 and assigned budgets to on Screen 720 Profile categories as entered on Screen 715 are similar to the ABR rule budget pools However ABR rules are defined by the central fiscal office for a TAMUS member In contrast profile categories and their budgets may be defined by individual departments within a member institution or agency Field Desc ri ptions Required Help Field Help Available Using PF2 7 or Action Line Account Budget FY Actuals FY Thru Month FY PY IN to Date Profile Dept Name Screen Information Panel 1 Department Resp Person 6 digits Identifv the Subsidiary Ledger SL account number to display the transaction summary 4 digits Displavs the current fiscal year but may be changed to display desired vear s target budget 4 digits Enter fiscal year for transactions to be displayed 2 digits Identify the month through which account transaction activity
53. 732 SA Budget Summary by User Defined Categories ssssnenennzznnnnnnnnnennnnnnnnnnnnnenznnnnnnzzmennnnnnananzz Vil 12 Used to view transactions for a SA using a department profile defined categories 754 Payroll Encumbrance Adjustment Wage ssennnnnnnnnnnnnnnnennnnnnnnnnnnnenznnnnnnnnnnnennnnnnnanzznnennannnanzznnnna 11 36 Used to create or adjust a wage PIN s or an account s blanket wage employee s salary benefit or longevity encumbrance amount SPR M12 SPR Project INQUIFY MOMMY sic iesvecceccesssecescvesscesenesenesasscanscsusssusssusssesesserisvevsessshrss sbetetsestecesecsdeecdveceederees V 3 Provides a list of SPR screens using departmental profiles 159 Dept Defined Profile FI knea aeaaea aora Eas maaana raa braai s asire r asua T E VIIl 3 Used to create departmental profile and add update budget categories 160 Project Departmental Defined Budget sssennnnnnnnnnnnnnnnennnnnnnnnnnnennnnnnnnnnnnnnannnnnznnnzneennnannnnzznnnn VI 10 Used to attach a profile to a project and add update dollar amounts when a target budget is desired for that account 161 Project Summary by Target BUG et icsscecsceccccccsssiesasesscccscesasssscecscesesesessecsestsessversienesesssedustssacssasesunstsen VIII 5 Used to view transactions for a project using a department profile and target budgets 162 Project Summary by User Category ccccccccccccccccccccensessesssnssssssssssccccccccececccccccccssssssssssss
54. 8 PF9 PF104 PF11 PF12 Hmenu Help EHelp Left Right Screen 74 Support Account Summary By Budget Pool Panel 2 074 SA Summary By Budget Pool 09 21 11 09 47 LANDSCAPE SERVICES FY 2012 CC 02 Screen Account 270060 00000 Fiscal Year 2011 Thru Month 9_ September FY PY IN to Date FY Calc CM IDC N Resp Person WHITE WALLIE W Bottom Line Exclusion Department LANDS Flags DF B C Z G ABR Net Dir BBA Map Code 27006 N_N R_N 00 Unprotected Available Obj CP Budget CM Actual Actual Encumbrances Available 0001 2358735 110148 110148 2468883 xxx E il ee He me 1005 1006 1000 2364383 00 69678 13 2294704 87 9470 RP kkk 236438300 69678 13 229470487 Total 5648 00 110148 30 110148 30 69678 174178 43 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 1PF1041 PF11 PF12 Hmenu Help EHelp Right Basic Steps Enter a Subsidiarv Ledger account number and Support Account number in the fields provided Press lt ENTER gt to view the information Departmental Accounting User Manual Page IV 15 Screen 74 Support Account Summary by Budget Pool cont d Field Descri ptions Required Help Field Help Available Using PF2 or Action Line Account Fiscal Year Screen Information gt Panel 1 Thru Month FY PY IN to Date Calc CM IDC Resp Person Bottom Line Exclusion Department Flags 11 digits Enter a Subsidiary Ledger Supp
55. 9010 11500 4010 ERGONOMICS Supplies Office General l l Offset l l l I PO Enc Ref 1 025484A Cost Refl Fiscal Yr 2011 Ref 2 025484A 2 Proc Month 09 Ref 3 3 Batch Date 05 26 2011 Ref 4 2381255 Bank 06000 Batch Ref ZP0526 Vndr Card Id ivvvvvvvvvi Enc Obj Cd Ovrd Comp Cd Processed 05 26 2011 10 25 15 Liquidation Amt 0 00 User Id FAPNEON Oper Id Indirect Base Code Term Id STEPO1 l l l Account Control Title Encumb Sum Ledger 2 Nbr 52xxxxx6 PF7 Corrections Detailed Transaction Record Basic Steps information Field Descriptions required Help Action Line gt Panel 1 Account 15 digits Enter an account number in the Account field and press lt ENTER gt to view the Field Help Available Using PF2 or Enter a Subsidiary Ledger Support Account Object Code Display Ref 1 digit Include the reference number to be displayed Bank Option 1 character Type Y to display the bank for each transaction N Default Does not display the bank Departmental Accounting User Manual Page IV 4 Screen 63 Transaction Inquiry by Support Account cont d Screen Information gt Additional Functions Sbcd TC Ref Date Description Amount BatRef Offset Acct OR Bank 4 digits Displavs the subcode 3 digits Identifies the
56. ALLIANCE L 4010 068 14354 09 12 KINGDOM ALLIANCE L 4010 055 4676212 09 16 DELL MARKETING L P 4010 068 4676212 09 19 DELL MARKETING L P 4010 055 4723697 09 20 DELL MARKETING L P 4011 061 14158 08 31 TEAM SYSTEMS INC 4011 051 14158 08 31 TEAM SYSTEMS INC 4011 054 14110 09 01 PD MORRISON ENTERP 4011 068 14158 09 12 TEAM SYSTEMS INC 4011 068 14110 09 19 PD MORRISON ENTERP Continued Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp View Amount I BatRef Offset Acct 17 99 N RXR217 014400 2101 17 99 D RXR217 17 99 N RXR217 014400 2101 17 99 D RXR217 17 99 F PVP332 014400 2100 17 99 F PVP332 014400 2100 306 33 D ZP0916 306 33 P PVP342 014400 2100 101 19 D ZP0920 585 00 N RXR217 014400 2101 585 00 D RYR217 165 92 D PUROO1 585 00 F PVP332 014400 2100 165 92 F PVP342 014400 2100 09 20 11 14 21 FY 2012 CC 02 DLoad Left Right K FA DOC WRKNPRCS Charts for Manuals FAMISReferenceCodesNF docx Departmental Accounting User Manual Page IX 18 Flag Maintenance Definitions GL Flags Delete Flag The delete flag when set to Y on restricts any further activity against an account It can only be set at the 6 digit level It logically removes the account from the files but continues to store it for audit purposes A delete flag for a 6 digit GL account can be set to Y and then set to N to reinstate the account Before a delete flag can be set for a GL
57. ANCE CRITERIA FOR RETROREFLECT 09 27 11 14 49 FY 2012 CC 99 Screen Project 4761100000 Budget FY 2011 Actuals FY 2011 Thru Month 9_ September FY IN to Date IN Profile Dept ADMN Name RF ADMIN _ Sponsor 0000730 DOT FEDERAL HIGHWAY ADMINISTRA Begin Date 09 08 2006 End Date 12 31 2010 Target Category Description Budget Actual Encumbrances Available Unallocated Budget Rev 260939 260939 Uncategorized Revenue 208687 208687 Total Revenue 260939 208687 52252 Unallocated Budget Exp 260939 260939 Uncategorized Expense 166199 166199 Professional Salary 37606 37606 Fringe Regulatory 4882 4882 Total Expenses 260939 208687 52252 Enter PF1 PF2 PF3 PF 4 PF5 PF 6 PF7 PF8 FPF 9 PF10 PF11 PF12 Hmenu Help EHelp Print Left Right SPR Screen 161 Project Summary by Target Budget Panel 2 161 Project Summary by Target Budget 09 27 11 14 50 PERFORMANCE CRITERIA FOR RETROREFLECT FY 2012 cc 99 Screen Project 4761100000 Budget FY 2011 Actuals FY 2011 Thru Month 9_ September FY IN to Date IN Profile Dept ADMN Name RF ADMIN _ Sponsor 0000730 DOT FEDERAL HIGHWAY ADMINISTRA Begin Date 09 08 2006 End Date 12 31 2010 Target Category Budget Actual Encumbrances Available Unalloca 260939 260939 Uncatego 8078 208687 208687 Total 260939 8078 208687 52251 Unalloca 260939 260939 Uncatego 8078 166198 166198 Professi 37606 37606 Frin
58. CC 02 Screen ___ Account 289010 11500 Fiscal Year 2010 Thru Month 9_ September FX PX IN to Date FY Zero Balance N Resp Person COOK CAROL C Bottom Line Exclusion Department LIBR Flags D F B C Z G ABR Net Dir BBA Map Code 28906 NNNNN 001 Unprotected Available Obj Description Budget Actual Encumbrances Available 1000 All Expense Pool 8226 8226 4090 Computer Parts amp Sup 332 332 5650 Freight Deliverv Ser 200 200 5750 Office Furn and Equi 245 245 5752 Institut Furn amp Equi 7899 759 7140 5760 PC Peripherals Add O 1019 373 646 x k Total All Expense Po 1469 1709 7986 8226 x Total Expenses 1469 1709 7986 8226 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF11 PF12 Hmenu Help EHelp Dloadj Left Right Screen 69 Support Account List with Category Totals Panel 2 069 SA 11 Digit List with Category Totals 09 21 11 09 40 ERGONOMICS FY 2012 CC 02 Screen ___ Account 289010 11500 Fiscal Year 2010 Thru Month 9_ September FY PY IN to Date FY Zero Balance N Resp Person COOK CAROL C Bottom Line Exclusion Department LIBR Flags D F B C Z G ABR Net Dir BBA Map Code 28906 N N N N_N 001 Unprotected Available Obj CP Budget Actual Encumbrances Available 1000 8225 98 8225 98 4090 331 331 331 5650 200 200 00 5750 245 245 245 5752 7899 759 759 7139 5760 1018 373 373 645 kkk 1468 1709 1709 7985 8225 98 xxx 1468 78 1709 18 1709 18 7985 58 8225 98 Enter PFl PF2 PF3 PF4 PF5 PF6
59. CC 02 Screen Account 144013 22000 VMTH ANESTHESIOLGY Support Account Flags Y FREEZE this account from future activity N Flag for DELETE Not rolled forward at Year End N ak 3 l N h DDO A Oun M be deleted Note A Budget Control Flag of N does not check Bottom Line and turns off protection of Protected Categories The P flag on Screen 10D will still displav N Default Category Control Default Category Tolerance Pct N FREEZE Direct Expenses Enter PF1 PF2 PF3 PF4 PF5 PF6 4 PF7 PF8 PF9 PF10 PF11 Hmenu Help EHelp Int When changing the Bottom Line Budget Control Unprotect Budget Control from Y to N the following message will appear Screen 54 Pop Up Window Note Reserve Budget Amounts exists on this account Changing the Bottom Line Budget Control on this account from Y to N will no longer protect the Reserve Budget Amounts and the Reserve Budgets can be used by other expenditures Note The P flag on Screen 10D will still display Press lt ENTER gt to Continue or Press lt PF4 gt to Cancel the Bottom Line Budget Control change An account cannot be dropped physically deleted from FAMIS if certain budget entries have been made for the account These budget entries are Account Attributes Budget Entry Versions and Transfers or Allocations If any of the budget information has been marked as Sent to the Board
60. CLAIMS amp LOSSE _ 28 DS sc DESIGNATED SERV DEPT OTHER OPER EXP _ 29 DS so DESIGNATED SERV DEPT OTHER OPER EXP IASXS AFR FUND GROUP Departmental Accounting User Manual Page IX 7 Standard PF Keys PF Keys are used in the FAMIS modules to access additional information Wherever possible the same assignment has been given to the same PF key such as PF9 always being the key used for NOTES Occasionally this has not been possible and a different assignment has been made The following list is to help you identify the functionality behind the PF keys that you will see on the many screens in FAMIS Many screens have extended information windows assigned to various function keys that are designated at the bottom of each screen or pop up window Placing the cursor using the cursor arrow keys on a particular line and pressing the extended information function key will display the pop up window information for the document or item on that line To exit a pop up window press PF4 to return to the previous window or inquiry screen If multiple windows have been opened pressing PF3 will return you directly to the screen where you started From within many of the pop up window an additional set of extended function keys may appear to further inquire on the document or item Extended Function Keys Bkwd Backwards Advances backward to the previous screen or scrolls one page back for a particular item Frwd Forwar
61. Data Control The tracking of input processing and output and the comparing of actual results to expected results in order to verify accuracy Data Element HELP An online feature that assists the user by providing immediate information about any particular field on a screen Data Entry A means for adding information into the system Default The value that the system will assign if no other value is entered Departmental Accounting User Manual Page IX 25 Appendix Glossary cont d Default Mandatory Flag indicating whether the transfer is mandatory If no value is entered in the detail lines for this field the transfer will be flagged with the default value after pressing lt ENTER gt Delete Flag A data element whose condition signifies that a document will be permanently removed from the database during the next archive cycle Demand Voucher Voucher to be paid during the next Check Cycle Diagnostic Message HELP An on line feature that assists the user with data entry by providing an explanation of a message and the appropriate action to take Diagnostics The messages that describe the results of processing These messages may indicate an error and provide information about a process by noting what action to take to correct the error Digit 3 of TC The third digit of the Transaction Code Entry Code which specifies the type of transaction Disbursement Record money paid out by the institution from GL SL and SA o
62. Departmental Accounting Version 2 2 User Manual March 2014 FAMIS Services The Texas A amp M University System Departmental Accounting User Manual Page l 2 Introduction The purpose of this manual is to assist in accessing and utilizing information in the Departmental Accounting section of Financial Accounting Management Information System FAMIS FAMIS is an accounting system that responds to financial regulations applicable to educational institutions All applications access a common database that allows different users to access identical information Other applications include Financial Accounting Accounts Payable Fixed Assets Purchasing and Sponsored Research Manuals for these applications are either currently available or in the process of being developed For your convenience all associated screens and processing information are included in this manual along with field descriptions The required fields are designated by a diamond symbol f Data entry information Help can be accessed on some screen fields with the use of the PF2 key or by typing an asterisk or question mark 7 in the field By utilizing the information and guidelines contained in this manual a user should be able to access Departmental Accounting information as well as create and modifv invoices and customers The FAMIS User Manuals are in a constant state of revision due to screen updates changes in procedures and a multitude of other reasons If
63. Displays individual batch reference headers Departmental Accounting User Manual Page IV 19 Screen 76 Transactions for a Month by Reference 2 or 4 cont d Offset Acct OR Bank Additional Functions PF KEYS PF6 View 12 digits Shows offsetting account for direct double sided transactions 5 digits Displays the bank account number if Y was entered in the Bank Option field gt Panel 2 Provides a full description of the transaction See the Appendix for explanation of the standard PF keys View View the Detailed Transaction Record Screen 76 Detailed Transaction Record PF6 Account 027030 3200 027030 9620 027030 9520 l l l l l l l 09 12 2011 MANNIE M MATTHEWS 51 94 l l l TransCode 068 JE Voucher Dir Ind D l Account 270300 03000 3016 NETWORKING Tvl In Mileage Offset 027030 00000 2100 COMPUTING INFORMATION SERVICES Accounts Payable PO Enc Ref 1 E135284 Cost Refl Fiscal Yr 2012 Ref 2 1601095 2 Proc Month 01 Ref 3 3 Batch Date 09 12 2011 Ref 4 12042 Bank 06000 Batch Ref PVP332 Vndr Card Id 2vvvvvvvvv1 Enc Obj Cd 3016 Ovrd Comp Cd Processed 09 12 2011 17 25 57 Liquidation Amt 52 04 User Id K702FA l Oper Id Indirect Base Code Term Id STEPO1 Base Amount 0 00 Internal Tracking Nbr 61323978 l l PF3 Back to 076 PF4 Exit PF6 Indirect Accts PF7 Corrections
64. J200011 09 12 CENTREX CHARGE 02 91 45 N 1828EA 144004 5145 5155 060 J200012 09 12 CENTREX CHARGE 02 8 57 N 1828EA 144004 5155 Continued Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp View DLoad Left Right Departmental Accounting User Manual Page IX 17 FAMIS Reference Codes cont d Reference H 4 Reference 4 is tvpicallv used bv departments to identifv transactions bv a number that is meaningful to them There are various ways to view or report data by this reference number therebv aiding the departments to work with their accounting data FIELD RELATED TRANSACTIONS CODE TVPEOF DATA or f TVPE REF 4 Vouchers Credit Memo Prepaid Vouchers Prepaid Credit Memos Revolving Prepaid Vouchers Change Source of Funds Multi Vendor Vouchers 068 Department Voucher A R Additional Line Item Entry A R Line Item Adjust A R Line Item Payment 022 A R Payment Check AFR 060 AFR Entries Reversals SL and GL Screen 23 Transaction Inquiry by Account Panel 1 023 Transaction Inquiry by Account VET MED TEACHING HOSPITAL Ref 4 Direct Indirect D Bank Option N Screen Account 144013 4010 Sbcd TC Ref 4 Date Description 4010 061 14387 08 31 KINGDOM ALLIANCE L 4010 051 14387 08 31 KINGDOM ALLIANCE L 4010 061 14354 08 31 KINGDOM ALLIANCE L 4010 051 14354 08 31 KINGDOM ALLIANCE L 4010 068 14387 09 12 KINGDOM
65. JC P Budget CM Actual Actual Encumbrances Available 0001 108184 12 108184 12 0499 240 50 240 50 240 50 0602 813 75 813 75 813 75 0609 10761 63 10761 63 10761 63 xxx 120000 00 11815 88 11815 88 108184 12 1005 21250 00 21250 00 xxx 21250 00 21250 00 1000 147055 71 147055 71 1105 14194 28 14194 28 Press ENTER to continue Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 JPF10 PF11 PF12 Hmenu Help EHelp Left Right Basic Steps e Type an SL account in the fields provided and press lt ENTER gt to view the information Departmental Accounting User Manual Page IV 6 Screen 65 SA Summary for SL with Category Totals cont d Field Descri ptions Required Help Field Help Available Using PF2 or Action Line SLAcct Fiscal Year Screen Information gt Panel 1 Thru Month FY PY IN to Date Resp Person Support Acct Department Flags Map Code 11 digits Enter a Subsidiary Ledger Support Account 4 digits Indicate the current fiscal year Change to previous fiscal year if needed 2 digits Identify through which month the information is to be listed 2 characters Include the code for determining the data to be displayed For example FY Fiscal Year PY Project Year IN Inception of the project to date If PY or IN the display won t be correct unless the year end process flag is set to P
66. Manual Page IX 27 Appendix Glossary cont d Fund Group ID A one digit identification number representing the fund group with which an account is associated Fund Transfer A movement of dollars from one fund balance to another G General Ledger GL A balance sheet account for the institution All GL account numbers begin with 0 zero GL See General Ledger GL SL Relationships User defined structures relating Subsidiary Ledger SL revenue expense accounts to General Ledger GL fund accounts Global Subcode Edit GSE A system edit that checks each new 10 digit account against a table that specifies valid combinations of 6 digit accounts and subcodes GSE See Global Subcode Edit H Header That portion of a Purchasing document containing basic information such as document number date and amount HEAF Indicates a Higher Education Assistance Fund code number HELP An online feature which accesses PREDICT in order to supply descriptions valid values and suggested actions l IDT Interdepartmental Transfer Indirect Updating The automatic posting of real dollar activity to a GL Balance Sheet account as a result of a direct transaction Inquiry Screen A screen which only displays information and cannot be used for entering data Interface A communication link between data processing systems or parts of systems that permits sharing of information Interfund Borrowing The transfer of an asset
67. Support Account number beginning at a specific Reference 2 or 4 number Screen 76 Transactions for a Month by Ref 2 or 4 Panel 1 When you type Y in the Bank Option field the last column heading of Panel 1 displays Bank and the bank number is displayed Screen 76 Transactions for a Month by Ref 2 or 4 Panel 2 076 Transactions for a Month by Reference Number 2 or 4 09 21 11 09 56 NETWORKING FY 2012 CC 02 Screen __ Account 270300 03000 Month 9 Search On Ref 2 Ref Nbr Display Ref 2 Bank Option N 5536 068 1523282 09 08 FULLER COM LTD 50 752 98 INVCO2 5521 068 1547139 09 08 ZEOSS INC 25 000 00 INVCO2 3111 068 1600397 09 16 LANCE LORREN 20 00 PVP340 3116 068 1600397 09 16 LANCE LORREN 117 66 PVP340 3125 068 1600397 09 16 LANCE LORREN 40 20 PVP340 3130 068 1600397 09 16 LANCE LORREN 499 16 PVP340 3145 068 1600397 09 16 LANCE LORREN 42 00 PVP340 3016 068 1601095 09 12 MAURINE M MOORE 51 94 PVP332 3111 068 1601183 09 12 EILLEEN E ELSWORTH 629 80 PVP332 3125 068 1601183 09 12 EILLEEN E ELSWORTH 44 64 PVP332 3130 068 1601183 09 12 EILLEEN E ELSWORTH 549 92 PVP332 3145 068 1601183 09 12 EILLEEN E ELSWORTH 30 00 PVP332 5215 068 1601183 09 12 EILLEEN E ELSWORTH 150 00 PVP332 3016 068 1601224 09 12 MANNIE M MATTHEWS 261 41 PVP332 Continued PF2 PF10 PF11 PF12 Hmenu Help Left Right Basic Steps Type a Support Account SA number and Ref 2 or 4 number for the SA in the fields provide
68. To be able to complete this transaction you must contact Financial Management Operations FMO at 979 845 0978 FMO will flip the Bottom Line Budget Control flag to allow you to move the transaction You can now complete the transaction on Screen 56 After you move the transaction it is very important that you contact FMO again so they can flip the Bottom Line Budget Control flag back Departmental Accounting User Manual Page Il 9 Create Modify Support Accounts You may create or modify Support Accounts SAs for your department using Screen 50 The 11 digits making up a Support Account SA number consist of the 6 digit Subsidiary Ledger SL account number plus the 5 digit SA identification number The attributes on this screen may be set to different values than the SL You have the authority to change this information to make it specific to your support account Fields left blank will assume the same values as the SL Once you press lt ENTER gt on this screen you may not modify the bottom line control or the default category control using Screen 50 Instead you would use Screen 54 Screen 50 Departmental Support Account Attributes 050 Dept Support Account Attributes 04 24 13 10 42 FY 2013 CC 02 Screen ___ Account 144015 00000 IMAGE ANALYSIS LABORATORY COLLEGE O SRS Account Title IMAGE ANALYSIS LABORATORY COLLEGE O Security Resp Person 4uuuuuuu2 GRAY GEORGIA G SA Group Bot Ln Cntl Y Deflt Cat Cntl
69. Transfer 022 DBR Document Screen 23 Transaction Inquiry by Account Panel 1 023 Transaction Inquirv bv Account VET MED TEACHING HOSPITAL 09 20 11 14 19 FY 2012 CC 02 Ref 2 Direct Indirect D BatRef Offset Acct RYR217 RYR217 RYR217 RYR217 PVP332 PVP332 014400 2101 014400 2101 014400 014400 2100 2100 ZP0916 PVP342 ZP0920 RYR217 RYR217 PUROO1 PVP332 014400 2100 014400 2101 014400 2100 Screen Account 144013 4010 Bank Option N Sbcd TC Ref 2 Date Description Amount 4010 061 A122411 08 31 KINGDOM ALLIANCE L 17 4010 051 A122411 08 31 KINGDOM ALLIANCE L 17 4010 061 A122422 08 31 KINGDOM ALLIANCE L 17 4010 051 A122422 08 31 KINGDOM ALLIANCE L 17 4010 068 1601146 09 12 KINGDOM ALLIANCE L 17 4010 068 1601156 09 12 KINGDOM ALLIANCE L 17 4010 055 045071A 09 16 DELL MARKETING L P 306 4010 068 1604551 09 19 DELL MARKETING L P 306 4010 055 045508A 09 20 DELL MARKETING L P 101 4011 061 A122412 08 31 TEAM SYSTEMS INC 585 4011 051 A122412 08 31 TEAM SYSTEMS INC 585 4011 054 L200100 09 01 PD MORRISON ENTERP 165 4011 068 1601148 09 12 TEAM SYSTEMS INC 585 4011 068 1603905 09 19 PD MORRISON ENTERP 165 Continued Hmenu Help EHelp Departmental Accounting User Manual PVP342 014400 2100 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 View DLoad Left Right oo Page IX 16 FAMIS Reference Codes cont d Reference 3 Ref
70. Unallocated Revenue 600000 00 FY Unallocated Expense 520438 65 Category Description FY Budget General Revenue Sales amp Services Salaries Travel In State 100000 00 Travel Other Office Supplies Other Expenses Indirect Cost kkkkkk End of List Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp 8 Again you are not required to attach profiles to your accounts This is merelv a convenience The bottom portion of the screen shows the categories as defined bv the attached profile The lines under the FV Budget heading will be used for target budgets as explained in the next scenario Departmental Accounting User Manual Page V 7 Departmental Accounting Profiles Basic Concepts cont d Step 3 Look at Your Account Transactions by Profile You may view the transactions posted to your account by their user defined categories using either Screen 722 for Subsidiary Ledger SL Accounts or Screen 732 for Support Accounts Screen 722 SL 6 Digit Summary by User Defined Categories 722 SL 6 Digit Summary by User Defined Categories 09 21 11 16 29 MISP FY 2012 CC AA Screen Account 339999 Budget FY 2012 Thru Month 2_ February FY PY IN to Date FY Department MISP Resp Person DREW DAVID D Flags DF DB R Map Code 33333 N N N Y 001 Category Description Budget Actual Encumbrances Available General Revenue 599900 599900 Sales amp
71. View Left Right Page IV 18 Screen 76 Transactions for a Month by Reference 2 or 4 cont d Field Descri ptions Required Help Field Help Available Using PF2 or Action Line Search on Ref Screen Information gt Account Month Ref Nbr Panel 1 Display Ref Bank Option Sbcd TC Ref Date Description Amount BatRef 11 digits Enter a Subsidiary Ledger Support Account 2 digits Designate which month of transactions to display 2 digits Indicate whether to search on reference number 2 or 4 7 digits Enter the user defined reference number PO number 1 digit Displays information sorted by user defined reference number 1 character Type Y to display the bank for each transaction N Default Does not display the bank for each transaction 4 digits Shows a specified subcode transaction record 3 digits Displays the transaction code designating type of transaction 7 characters digits Shows the reference number providing details about specified transactions 4 digits Displays the date the batch session was entered 30 characters Provides a summary description of the transaction item 20 digits Shows amount of the total batch transactions 1 character Identifies the transaction indicator as credit C debit D or encumbrance liquidation P for Partial or F for Final 7 characters digits
72. acter Type Y to display the bank for each transaction N Default Does not display the bank for each transaction 7 characters digits Include a user defined reference number PO number to place it at the top of the list displayed 4 digits Designates the specified subcode 3 characters Displays the Transaction Code designating type of transaction 7 characters digits Shows the reference number PO number providing details about specified transactions Usually Ref 2 is a voucher number 4 digits Displays the date the batch session was entered 20 characters Provides a description of the object code 12 digits Shows the dollar amount of the transaction Departmental Accounting User Manual Page IV 26 Screen 78 Transactions by Account Subcode Month cont d 1 character Shows the transaction indicator as credit C debit D or encumbrance liquidation P for Partial or F for Final BatRef 6 characters digits Provides the individual batch reference header where this transaction was entered Offset Acct 10 digits Indicates the offsetting account number for direct double sided transactions OR Bank 5 digits Displays the bank account number if Y was entered in the Bank Option field Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys PF6 View View View Detailed Transaction Record Screen 78 Detailed Transaction Record PF6 Display of Detailed T
73. aintenance 731 SA Summary by Target Budget 732 SA Budget Summary by User Defined Categories Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp In the Sponsored Research SPR module the menu is M12 SPR Menu M12 SPR Project Inquiry Menu M12 SPR Project Inquiry Menu 09 21 11 10 41 FY 2012 cc 02 Screen Project Inquiry Screens General Project and Award Data Accounting Data 140 Awards for a Project 150 Project Summary By Budget Pool 141 Project High Level Summary 151 Project Indirect Cost Assessed 142 Projects for a Researcher 152 Account Summary for a Project 143 Project Due Over Report Tracking 153 Revenue for a Project 144 Parent Project Inquiry 154 Accounts for a Project 145 Project Browse by Keyword 155 User Defined Categories 146 Projects for a Sponsor 156 Project Summ by Target Budget 147 Awards for a Researcher 157 Project Summ by User Category 148 Awards for a Sponsor 158 Project Summ by Acct Budget Pool Departmental Planning Budgets 159 Dept Defined Profile Inquiry 160 Proj Dept Defined Budget Pool 161 Project Summ by Target Budget 162 Project Summ by User Category Enter PFl PF2 PF3 PFA PFS PF6 PF7T PFS8 PFJ PFIlO pFil PFI2 Hmenu Help EHelp Next Departmental Accounting User Manual Page V 3 Departmental Accounting Profiles Basic Concepts Departmental account
74. an go over budget Negative values are also supported Additional Functions PF KEVS See the Appendix for explanation of the standard PF kevs PF12 Warnings Warns Displays nonfatal FAMIS warning messages Departmental Accounting User Manual Page Il 35 Pavroll Encumbrance Adjustment Wage Screen 754 is an entrv screen used to manuallv create and adjust encumbrances for wage positions Wage wage benefits and longevitv are entered and adjusted on this screen These encumbrances are automaticallv adjusted bv the pavroll posting process to reflect the amounts that have been expensed on the pavroll Encumbering of wages wage benefits and longevitv and the subsequent pavroll reduction of them can be done at the detailed person level summarized bv account or a combination of the two methods Departments or workstations mav prefer to create a blanket wage encumbrance to cover multiple emplovees positions rather than to create individual estimates for each person paid on wages This screen can be used bv departmental personnel or workstation personnel depending on the needs of the agencv Large departments that have a high percentage of emplovees paid on wages may especially want to encumber their waged employees benefits and or longevitv so that the monev to support them will be committed for the vear In order to enter EPA encumbrance adjustments for an account the user must have encumbrance creation security for the account entered i
75. anel 1 063 Transaction Inquiry by Support Account 09 21 11 09 20 ERGONOMICS FY 2011 CC 02 Screen ee ki Sbcd TC Ref 2 Date Description Amount I Don pffset Acct 1000 027 BBF2010 09 01 BUDGET BROUG 633 64 D BBFOO1 1000 024 10 29 All Expense 9 366 36 4276MC 289010 00000 1000 4010 055 025484A 05 26 A 1 ERGONOMI 25 00 D ZP0526 5752 054 06478AA 09 22 2010 07 12 1 3 592 20 D ZRO922 5752 054 06478AA 09 28 2010 07 12 1 3 592 20 C ZP0928 5752 055 006361A 09 28 A 1 ERGONOMI 3 592 20 D ZP0928 5752 068 1429185 11 15 A 1 ERGONOMI 3 592 20 P PVP968 028906 00000 2100 5752 055 019493A 03 29 A 1 ERGONOMI 4 907 24 D ZP0329 5752 055 020873A 04 12 A 1 ERGONOMI 1 099 88 D ZP0412 5752 055 023559A 05 06 EVCO PARTNER 283 30 D ZP0506 5752 055 023560A 05 06 A 1 ERGONOMI 459 00 D ZP0506 5752 055 025484A 05 24 A 1 ERGONOMI 1 240 74 D ZP0524 5752 055 025484A 05 26 A 1 ERGONOMI 28 00 D ZP0526 5752 068 1510095 06 02 EVCO PARTNER 193 20 P PVP232 028906 00000 2100 Continued Enter PF1 PF2 PF3 PF4 PF5 Hmenu Help EHelp When you type Y in the Bank Option field the last column heading of Panel 1 displays Bank and the bank number is displayed Screen 63 Transaction Inquiry by Support Account Panel 2 063 Transaction Inquiry by Support Account 09 21 11 09 23 ERGONOMICS FY 2011 CC 02 Screen Account 289010 11500 0000 Display Ref 2 Bank Option N 1000 027 BBF2010 09 01 BUDGET BROUGHT FORWARD 633
76. ar not allocated to a profile revenue category 15 digits Displays the expense funds available for an account for a fiscal year not allocated to a profile expense category 30 characters Shows a short description of the profile category 14 digits Indicates the fiscal year budget amount allocated to a profile category See the Appendix for an explanation of the standard PF keys Departmental Accounting User Manual Page VI 9 Sponsored Projects Department Defined Budget Categories Once your profile has been created you may attach it to a Sponsored Research SPR project This is accomplished using SPR Screen 160 When your project is linked to your profile the project profile inquiry screens SPR Screen 161 and Screen 162 will display the project account data detailed at the profile categories without requiring you to key the profile department and name each time Screen 160 is also used to allocate budget for the individual categories of the profile Your profile may be associated with many projects but your project may only be linked to one profile at any given time All account transactions for a project will be grouped according to the designated profile categories SPR Screen 160 Project Dept Defined Budget Maintenance 160 Project Dept Defined Budget Maintenance INSECTS kkkkk End of List Hmenu Help EHelp Screen Project 0000000001 Fiscal Year 2012 Profile Dept MISP Name D TEST D
77. as a support account a No ltis NOT recommended to use the 00000 account as a support account since this is the parent account 2 Dolneedtoreconcile mv support accounts a Ves ltis an audit requirement Reconcile to ensure that all charges are correct and that there are no incorrect entries 3 What screen dol use to inquire on the balance in my support accounts a Use Screen 34 for the main account plus all support accounts summed e g 218050 on Screen 34 includes 218050 00000 218050 10000 218050 11000 etc b Use Screen 74 for each individual support account e g 218050 00000 218050 10000 etc e Ifyou want to check to see if there is money in the base account use Screen 74 and inquire on the 00000 support account e g 218050 00000 c Use Screen 19 for the detail by object code of the entire account and Screen 69 for the detail by object code for support accounts 4 Dolhave to move budget into my support accounts a No Many people do not move any budget in their support accounts as they only use them to track expenditures Thus the support accounts will run negative but the department could track all transactions using Screen 63 You will need to set the flags on each support account so they do not check budget on Screen 54 if you use this process This is done on Screen 54 5 Who creates support accounts for contract and grant accounts 4nnnnn range a The Contract Administration Department sets up all con
78. ble Panel 2 CM Actual Additional Functions PF KEYS PF9 Print 1 character 3 digits ABR flag Indicates values for flag maintenance Y On N Off R Reject D Delete F Freeze B Bottom Line C Category Control Z Freeze direct only G Generate Expense Budget GEB ABR ABR number rule PF2 Help 5 digits Shows the General Ledger GL account associated with the selected Support Account SA 25 characters Displavs a brief description of the profile categorv 12 digits Identifies the dollar amount of the official budget grouped in the user defined categories 12 digits Indicates the actual dollar amount of transactions processed for the profile categorv 12 digits Shows dollar amount of encumbrances processed for the profile categorv 12 digits Indicates the net dollar amount available after all transactions actuals and encumbrances have been processed against the budget pool 12 digits Shows dollar amount of actual transactions completed during current month i e month indicated in Thru Month for profile category See the Appendix for an explanation of the standard PF kevs Print Account Information Used to print account information from FAMIS using Entire Connection See the FAMIS Entire Connection User s Manual for greater details Departmental Accounting User Manual Page VII 14 Section VIII Sponsored Research Project Profiles Inquiry Departmental Ac
79. brance 7 characters digits Displays user defined Reference 1 for the transaction 7 characters digits Shows user defined Reference 2 for the transaction 7 digits Displays user defined Reference 4 for the transaction Departmental Accounting User Manual Page IV 29 Screen 79 SA Detail Account Statement for a Month cont d P F 1 character Indicates partial P or full F encumbrance Offset Account 15 digits Indicates the account number receiving offsetting credit or debit Additional Functions PF KEVS See the Appendix for explanation of the standard PF kevs PF9 Print Print Print the information using Entire Connection Departmental Accounting User Manual Page IV 30 Section V Departmental Profile Functions Departmental Accounting User Manual Page V 2 Departmental Profiles Menus The following menus show the list of screens that pertain to departmental accounting profiles in FAMIS On the accounting side FRS the menu is MO7 FRS Menu MO7 Departmental Planning Budgets Menu MO7 Departmental Planning Budgets 09 21 11 10 38 FY 2011 cc 02 Screen Account 715 Dept Defined Profile Maintenance AN SL Accounts 720 SL Dept Defined Budget Pool Maintenance 721 SL Summary by Target Budget 722 SL Budget Summary by User Defined Categories RES SA Accounts 730 SA Dept Defined Budget Pool M
80. cate year end processing will move any remaining Budget Balance Available to the base account of the SL 5 characters Enter the departmental code responsible for the account Defaults from the parent SL account Help 5 characters Shows sub grouping for departments using account Departmental Accounting User Manual Page Il 13 Screen 50 Departmental Support Account Attributes cont d Exec Div Coll Mail Cd Stmt Admin For and Center CC Dept SDept CS Acct Link Long Title Additional Functions PF KEYS 2 characters Identifies the executive level associated with the account For example AD V P Administration Blank Not Specified DE V P Development DI Director 2 characters Shows the division or campus associated with the account Displavs the information for the department as defined on Screen 860 PF2 Help 2 characters Identifies the college responsible for the account as defined on Screen 860 5 characters digits Include the mail code for the responsible person for the account Secondary mail code is used the same as Mail Code 1 Format is Axxxx where A is a location indicator and xxxx includes user defined numbers or alpha characters 1 character Indicate whether or not Y or N an account statement is to be printed Help 2 digits Campus Code data for this field is associated with the Maestro system
81. ccepted against a frozen GL account include attribute modifications journal entries with a special transaction code of 062 and indirect updates All transactions posted against a frozen account generate diagnostic messages Departmental Accounting User Manual Page IX 19 Flag Maintenance Definitions cont d SL Flag Definitions Seven flags help control activity against each SL account These flags allow review freezing deleting or dropping of an account suppressing over budget messages and controlling automatic budget reallocation ABR Flags may be set to Y on or N off Freeze Flag The freeze flag restricts posting certain types of direct transactions to an account The following transactions will be rejected or suspended if processed against a frozen SL account e original budgets e encumbrances except credit encumbrances e cash receipts e cash disbursements e journal entries except those with a transaction code of 062 The following transactions will still be accepted if processed against a frozen SL account attribute modifications budgets excluding original budgets credit encumbrances against an existing OC or Purchase Order e disbursements liquidating outstanding commitments journal entries with a transaction code of 062 All transactions processed against a frozen account generate diagnostic messages Delete Flag The delete flag when set to Y on restricts all further ac
82. ccount PF2 Help 80 characters Provide additional space to enter the full title of the account When the Account Title is modified this field will also be updated PF2 Help 8 characters digits Indicate the rules base for calculation of indirect cost charges For example CYCLOTRO Cyclotron MTDC Base MTDC Modified direct cost S amp W Salaries amp wages Only TDC Total direct cost 425195 TXDOT JR HIGH SAFETY PROGRAM Departmental Accounting User Manual Page 11 19 Screen 51 Support Account Attributes Fiscal Office Use Only cont d Rate 6 digits Identifv the rate at which indirect costs will be charged Distribution PF2 Help 10 characters Include the distribution code which defines the percentage of distribution of indirect costs For example FEDERAL Federal indirect cost revenue MISC Miscellaneous indirect cost revenue STATE State indirect cost revenue VPADMIN Administrative allowance Bush Library WELCH Welch indirect cost revenue Expense Obj 4 digits Designate the object code used for billing a sponsor for indirect costs associated with a project Revenue Obj 4 digits Identify the object code used for specifying revenue received from indirect expenses associated with a project Additional Functions PF KEYS See the Appendix for an explanation of the standard PF keys Departmental Accounting User Manual Page Il 20 Support Account Effort Ca
83. ccount These flags allow freezing dropping or deletion of an account as well as maintaining its budget processes Flags mav be set to on or off Possible values are as follows V on indicates that an action will occur N off indicates that the action will not occur Exceptions e Default category control flag may be set to R W or N Support Account Flags FREEZE The freeze flag restricts posting certain types of direct transactions to an account Cash receipts disbursements and journal entries are rejected if processed against a frozen account It allows the existing activity to process but will not allow future activity of any type This flag will not prevent the account from rolling forward Transactions that are accepted against a frozen account include attribute modifications journal entries with a special transaction code of 062 and indirect updates All transactions processed against a frozen account generate diagnostic messages Departmental Accounting User Manual Page Il 24 Screen 54 Support Account Flag Maintenance cont d DELETE The delete flag when set to V On restricts anv further activitv against an account It logicallv removes the account from the fields but continues to store it for audit purposes DROP The drop flag is used to identifv an account that is to be phvsicallv purged from the file When the drop flag is set to Y On the account is removed from th
84. ccount but only to the same pool Screen 53 Support Account Budget Move 053 SA Budget Move 09 21 11 16 40 FY 2011 cc 02 Screen Acct 300090 From SA 12000 WOMEN S BASKETBALL To SA 11000 WOMEN S ADMINISTRATION Thru Month 6 June Ref No 1 2 3 4 Cost Refl 2 3 Page 1 of 1 Viewed Cat Desc 2000 Budget 111000 Budget Adjust New 11000 Bud 0001 Revenue Pool 1005 Lump Sum Salaries 1006 Salarv Savings Bu 1007 1000 All Expense Pool 28987 00 20708 90 Totals 28987 00 20708 90 0 00 Transactions 0 Amount 0 00 Batch 2256LR Date 09 21 2011 Enter PFl PF2 PF3 PF4 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Frwd Basic Steps e Type the first six digits of the support account number the subsidiary ledger account number the support account from which funds will be moved and the support account to which funds will be moved in the fields provided e Enter your departmental reference number in Ref2 field and or Ref4 field to assist you with tracking the budget move Vou can use this number to look up vour transaction on Screen 76 Screen 77 Screen 78 and Screen 79 e As necessary provide the appropriate cost reference value currently used by TTI and TAMRF only e Type the dollar amount to be moved from the first support account into the second in the Adjust field e Press lt ENTER gt to display the new budget for the second support account e Pre
85. cessed in Actual FY for the profile category 12 digits Shows the dollar amount of encumbrances processed in the Actual FY for profile category 12 digits Identifies the net amount available after all transactions actuals and encumbrances have been processed against target budget category 12 digits Shows dollar amount of actual transactions completed during current month i e month indicated in Thru Month for profile category See the Appendix for an explanation of the standard PF keys Print Account Information Used to print account information from FAMIS using Entire Connection See the FAMIS Entire Connection User s Manual for more information Departmental Accounting User Manual Page VII 5 SA Summary by Target Budget Category You may view your Support Account SA transactions based on the profiles you defined on Screen 715 You may display your SAs and their transactions using Screen 731 Screen 731 SA 11 Digit Summary by Target Budget Panel 1 731 SA 11 Digit Summary by Target Budget 09 21 11 11 06 STADIUM REVENUE FUND FY 2012 CC 02 Screen ___ Account 300090 00000 Budget FY 2012 Actuals FY 2012 Thru Month 9_ September FY PY IN to Date FY Profile Dept ATLT_ Name GENERAL _ Department ATHL Resp Person BOLTON JR BENJAMIN B Flags DF DB R Map Code 30009 N N N N 001 Target Category Description Budget Actual Encumbrances Available Unallocated Budget Rev 70551247 70551247 Uncategorized R
86. counting User Manual Page VIIl 2 View Departmental Defined Profiles It is possible for you to display the categories of your profile which is set up in the FRS module of FAMIS while working in the Sponsored Research SPR module of FAMIS using SPR Screen 159 SPR Screen 159 Department Defined Profile Inquiry 159 Dept Defined Profile Inquiry 09 21 11 11 11 FY 2012 CC 02 Screen Profile Dept CLAR Profile Name CHUD Profile Long Name Center for Housing amp Urban Development Category Description Low High Faculty Salaries 1410 1410 faculty salaries 1410 1410 Support Staff 1510 1510 Support Staff Class 1515 1515 Graduate Assist 162 1525 1525 Wages 1700 1799 Capital Expenditures 8010 8999 Benefits 1 1610 1610 Benefits 2 1910 1990 Travel 1 3010 3065 Travel 2 3110 3165 Travel 3 3210 3410 kkkkkk End of List Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Type a profile department and profile name in the fields provided e Press lt ENTER gt to display user defined categories Departmental Profile Process Profile Categories Profile categories as shown on Screen 159 are similar to ABR rule budget pools However ABR rules are defined bv the central fiscal office for a TAMUS member In contrast profile categories may be defined by individual departments within a member institution or agency The object code ranges displayed determine
87. creen 731 Display SA Summary by Target Budget sse esseseenenezonnzzzzen VII 6 Screen 722 View SL Account Summary by Category VII 9 Transaction Matching Process VII 10 Screen 732 View SA Summary by Category VII 12 Transaction Matching Process VII 13 VIII Sponsored Research Profile Inquiry SPR Screen 159 View the Department Defined Profile VIIl 3 Profile Categories sisi iii e A VIIl 3 Profile Search and Select VIIl 4 SPR Screen 161 Display the Project by Target Budget VIIl 5 SPR Screen 162 View the Project by User Category ss seseenenezennnnzznnenenzzanaa VIIl 8 Transaction Matching Process VIIl 9 IX Appendix INSEFUCTIONS i nee Hees IX 3 Standard PF Key U i iii sia nement IX 8 Departmental Accounting Screens List essenennenennnzzzna IX 10 FAMIS Financial Accounting Transaction Codes IX 12 FAMIS Session Batch Header Codes IX 14 FAMIS Reference Codes a cccscesivcssesssncacavtavcesesatiiecentaccodeeccssoeereacsoses IX 15 Flag Maintenance Definitions sse ssseennnzznnnnnzzznnenanaznenanazzna IX 19 GL Flag Definitions e enenan arana ena n ana nanna ne nn nanna IX 19 SL SA Flag Definitions ss ss seesseenenzznnenzznnnnznzzsnenanzznnanznnzzta IX 20 GIOSS ATV TR RAR mn ten Moses IX 23 Departmental Accounting User Manual Page l 6 Departmental Support Account Menus The support account inquiry screens are found on Menu MOS Menu M05 Support Account Inquiry
88. d Advances forward to the next screen or scrolls one page forward for a particular item Left Scroll Left Some windows are made up of several adjacent panels These will be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the left More Desc More Description Displays complete description text for a document or an item R R400007 Document Item Inquiry Item 1 0 l l Line Descriptions erce 1 1 6 GB FORMATTED USEABLE FAST SCSI 2 DISK 2 DRIVE FOR SGI INDIGO WITH INTERNAL MOUNTING l l Press lt PF4 gt to Exit Departmental Accounting User Manual Page IX 8 Appendix Standard PF Keys cont d Next Notes Right F0013 Please enter desired modifications l P600026 1 0 Position at line l Line kKkKKKKKK Note Text ikikikix Next Screen Advances to the next screen required Notes Displays any notes attached to the document header Use the Position at Line field to start the text at a particular line The Page F B E field scrolls Forward F and Backward B through the text or End E to exit the window gt gt Notes Entered 10 12 95 BY CARSON CARL C THE DEPARTMENT REQUESTS TO REVIEW ALL BIDS PRIOR TO THE AWARD CONTACT DR WILL W WADDLESWORK FOR FURTHER_ DETAILS CLARIFICATION ABOUT THE REQUESTED ITEMS Scroll Right Some windows are made up of several adjacent panels These will be designat
89. d account belongs PF2 Help 30 characters Displays the name of the person responsible for the selected account Departmental Accounting User Manual Page VII 7 Screen 731 SA Summary by Target Budget Category cont d Flags Map Code Category Description Target Budget Actual Encumbrances Available Panel 2 CM Actual Additional Functions PF KEYS PF9 Print 1 character 3 digits ABR flag Indicates values for flag maintenance Y On N Off R Reject D Delete F Freeze B Bottom Line C Category Control Z Freeze direct only G Generate Expense Budget GEB ABR ABR number rule PF2 Help 5 digits Shows General Ledger GL account associated with the Support Account SA 25 characters Displavs a brief description of the profile categorv 12 digits Identifies dollar amount budgeted for profile categorv in the Budget Fiscal Vear 12 digits Indicates the actual dollar amount of transactions processed in Actuals FV for the profile categorv 12 digits Displavs the dollar amount of encumbrances processed in Actuals FV for the profile categorv 12 digits Indicates the net amount available after all transactions actuals and encumbrances have been processed against the target budget categorv 12 digits Identifies dollar amount of actual transactions completed during the current month i e month indicated in the Thru Month field for the p
90. d and press lt ENTER gt to view the information Place the cursor on a transaction and press PF6 to view additional details Departmental Accounting User Manual 076 Transactions for a Month by Reference Number 2 or 4 09 21 11 09 54 NETWORKING FY 2012 CC 02 Screen Account 270300 03000 Month 9_ Ref Nbr Display Ref 2 a Sbcd TC Ref 2 Date Description Amount I BatRef pffset Acct 5536 068 1523282 09 08 FULLER COM LTD 50 752 98 P INVC02 027030 2100 5521 068 1547139 09 08 ZEOSS INC 25 000 00 P INVC02 027030 2100 3111 068 1600397 09 16 LANCE LORREN 20 00 F PVP340 027030 2100 3116 068 1600397 09 16 LANCE LORREN 117 66 F PVP340 027030 2100 3125 068 1600397 09 16 LANCE LORREN 40 20 F PVP340 027030 2100 3130 068 1600397 09 16 LANCE LORREN 499 16 F PVP340 027030 2100 3145 068 1600397 09 16 LANCE LORREN 42 00 F PVP340 027030 2100 3016 068 1601095 09 12 MAURINE M MOORE 51 94 F PVP332 027030 2100 3111 068 1601183 09 12 EILLEEN E ELSWORTH 629 80 F PVP332 027030 2100 3125 068 1601183 09 12 EILLEEN E ELSWORTH 44 64 F PVP332 027030 2100 3130 068 1601183 09 12 EILLEEN E ELSWORTH 549 92 F PVP332 027030 2100 3145 068 1601183 09 12 EILLEEN E ELSWORTH 30 00 F PVP332 027030 2100 5215 068 1601183 09 12 EILLEEN E ELSWORTH 150 00 F PVP332 027030 2100 3016 068 1601224 09 12 MANNIE M MATTHEWS 261 41 F PVP332 027030 2100 Continued Enter PF1 PF2 PF3 PF4 PF5 PF 6 PF 7 PF 8 PF 9 PF10 4 PF11 Hmenu Help EHelp
91. d the bank number is displayed Screen 77 Transaction Inquiry on Ref Number 2 or 4 Panel 2 077 Transaction Inquiry on Reference Number 2 or 4 09 21 11 10 14 NETWORKING FY 2012 CC 02 Screen ___ Account 270300 03000 Search on Ref 2 Ref Nbr 1600397 Display Ref 2 Bank Option N 3111 068 1600397 09 16 LANCE LORREN 20 00 PVP340 3116 068 1600397 09 16 LANCE LORREN 117 66 PVP340 3125 068 1600397 09 16 LANCE LORREN 40 20 PVP340 3130 068 1600397 09 16 LANCE LORREN 499 16 PVP340 3145 068 1600397 09 16 LANCE LORREN 42 00 PVP340 End of Data Enter PFl PF2 PF3 PF4 PF5 PF6 PEF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp View Left Right Departmental Accounting User Manual Page IV 21 Screen 77 Transaction Inquiry on Reference Number 2 or 4 cont d With the bank option set to Y Screen 77 Transaction Inquiry on Ref Number 2 or 4 077 Transaction Inquiry on Reference Number 2 or 4 09 21 11 10 17 Enter PFl PF2 PF3 PF4 PF5 Hmenu Help EHelp PF7 PF8 PF9 PF10 Left NETWORKING FY 2012 CC 02 Screen Account 270300 03000 Search on Ref 2 Ref Nbr 1600397 Display Ref 2 Bank Option 3 Sbcd TC Ref 2 Date Description Amount I BatRef Bank 3111 068 1600397 09 16 LANCEXLORREN 20 00 F PVB840 06000 3116 068 1600397 09 16 LANCEXLORREN 117 66 E PVP340 06000 3125 068 1600397 09 16 LANCE LORREN 40 29 F PVP340 06000 3130 068 1600397 09 16 LANCE LORREN 499 16 F PVP340 06000 31
92. dget Attributes Bottom Line Control Controlling your budget by its bottom line means that FAMIS will allow transactions to post to the support account as long as there is budget available in the support account total regardless of the budget or lack of at the category or pool level See below Default Category Control When the bottom line control flag is set to Y transactions against your support account will post only as long as they do not exceed the budget balance available for your support account as a whole Default Category Control Default category control tells you whether or not the account budget is controlled at the pool or category level Category pool control means that FAMIS will allow transactions to post to the support account as long as there is budget available in the pool If the pool does not have enough budget to cover the transaction the transaction will reject You may use this budget control in addition to or in place of the bottom line control see above Valid flag values are as follows N No budget control at the category level It allows the system to process all transactions including those that cause the category to go over budget R Instructs the system to reject transactions when the category goes over budget W Instructs the system to warn the user when a transaction will cause the category to go over budget Once you press lt ENTER gt on this screen you may n
93. dget is to be displayed 4 digits Include the fiscal year for which transactions are to be displayed 2 digits Indicate the month through which project transaction activity is to be displayed 2 characters Include whether to display project activity for the Fiscal Year FY or from the project s Inception to date IN 5 characters Shows the department to which the profile belongs 10 characters Displays the name of the profile whose categories will be used to view the project account transactions PF2 Help 7 digits Shows sponsor associated with your project PF2 Help 10 digits Identifies the start date of your project PF2 Help 10 digits Indicates the ending date of the project 25 characters Shows a brief description of the profile category Departmental Accounting User Manual Page VIII 6 SPR Screen 161 Target Budget Actual Encumbrances Available Panel 2 CM Actual Additional Functions PF KEYS PF9 Print Project Summary by Target Budget cont d 12 digits Identifies the dollar amount you budgeted for the profile category in the Budget Fiscal Year 12 digits Shows the actual dollar amount of transactions processed in Actuals FY for the profile category 12 digits Indicates the dollar amount of encumbrances processed in Actuals FY for the profile category 12 digits Indicates the net amount available after all transactions actuals and encumbrances
94. e database file BOTTOM LINE BUDGET CONTROL Provides the abilitv to control the SA account budget based on the BBA Budget Balance Available When the flag is set to Y sufficient budget must be available across all budget pools to process a transaction Y Control on bottom line Instructs the system to reject all transactions that may cause the SA budget to exceed the bottom line N No control on bottom line Allows the system to process all transactions including those that cause the SA budget to go over the bottom line DEFAULT CATEGORY CONTROL Provides the ability to control the SA account budget based on the available funds in the budget pool or category specific to the expense code on the transaction Valid values are as follows R Reject if over budget Used to instruct the system to reject transactions when the pool or category goes over budget W Warning if over budget Used to instruct the system to warn the user when a transaction will cause the pool or category to go over budget N No budget control at the pool or category level Used to allow the system to process all transactions including those that cause the pool or category to go over budget DEFAULT CATEGORY TOLERANCE PCT An additional element of the Default Category Control If this field is used this is the percentage that a pool can go over budget Negative values are also supported FREEZE DIRECT EXPENSE Formerly the CONTRACT
95. e in the account information as desired To record the information press lt ENTER gt Support Account Budget Attributes Bottom Line Control Controlling your budget by its bottom line means that FAMIS will allow transactions to post as long as there is budget available in the account total regardless of the budget or lack of at the category level When the bottom line control flag is set to Y transactions against your account will post only as long as they do not exceed the budget balance available for your account as a whole Departmental Accounting User Manual Page Il 11 Screen 50 Departmental Support Account Attributes cont d Default Category Control mostly used with grant accounts The default category control flag tells you whether or not the account budget may be controlled at the pool or category level You may use this budget control in addition to or in place of the bottom line control see above Valid flag values are as follows N No budget control at the category level i e allows the system to process all transactions including those that cause the category to go over budget R Instructs the system to reject transactions when the category goes over budget W Instructs the system to warn the user when a transaction will cause the category to go over budget Default Tolerance Percent Default tolerance percent is a percentage entered to allow a leeway or tol
96. e limited to 65 items Profile Search and Select Profile search and select is available for all profiles within a particular department If you do not know the name of the profile enter an asterisk in the Profile Dept or Profile Name field and press lt ENTER gt to access a pop up window see below Enter the department code in the Search field and press lt ENTER gt to display a list of profiles for the department Type an X to the left of the desired profile and press lt ENTER gt to select the profile and return to Screen 715 Press PF4 if you wish to return to Screen 715 without selecting a profile Profile Search and Select Pop Up Window 2202 Mark field with an X to select Screen ____ Search ADRC_ l Profile Profile Name l x ADRC ADRC Admissions and Records l ADRC ADRCO ADRC Other ADRC SALSVG ADRC Salarv Savings kk END OF LIST 4 PROFILE S FOUND l l l l l l l l l l l l l l PF4 Exit Departmental Accounting User Manual Page VI 4 Screen 715 Department Defined Profile Maintenance cont d Field Desc ri ptions f Required Field Help Available Using PF2 or Action Line Profile Dept 5 characters Identify the department to which the profile belongs Profile Name 10 characters Indicate the profile to be created or modified Screen Information Profile Long Name 40 characters Enter the full name of the profile to add update
97. ed 5 digits Include the default bank account number for transactions written against the support account 1 character Enter Y to allow opening of a session established by a different user ID on the same day PF2 Help 1 character Enter the delegation type for the account 15 digits Indicate the previous account number used in the old system 5 digits or asterisks 5 fields available Include alternate bank account numbers for transactions written against the support account Alternate banks may be entered using wild cards i e or 1 You may enter up to 5 specific banks PF2 Help 1 character Enter Y to indicate year end processing will move any remaining Budget Balance Available to the base account of the SL 5 digits Include the P Card bank when you wish to feed a different default bank over to Citibank This field was added for Part 06 07 and 20 so that they can use different banks when they are getting low on funding in the usual default bank 2 digits Displays the function code for the SL account PF2 Help 2 digits Used by TAMUS to hold the NACUBO function code Departmental Accounting User Manual Page Il 17 Screen 51 Support Account Attributes Fiscal Office Use Only cont d Effort Cat Primary and Secondary Dept S Dept Exec Div Coll Mail Cd Stmt Svs Member Off Campus 5 characters Enter the a
98. ed by the word Panel appearing in the window Pressing this key scrolls the panel to the right Departmental Accounting User Manual Page IX 9 Departmental Accounting Screens List M05 Support Account Inquiry Menu sessssssssssssssssssssssssssssrererseessreneesresesssesssssessssssssssssssssssssssssssee Provides a list of screens to create modify and view support accounts M06 Support Account Maintenance sssssseeenzzznnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnannnnnnnmnn Provides a list of support account maintenance screens M07 Dept Planning BUd ets isissesesekzzenezzonninznzonzzozzzzzanaza nisa ni iena niesna ends see sss sss Essas Provides a list of screens using departmental profiles 50 Dept SA Attributes iissiiesszzaieienzezzioszns en iosa satana zi ana aa en nn ten kapa eee etes NESS Used by the department to create modifv maintain data for a Support Account SA 51 Support ACCOUNT Attribute Sissin e E ea iena ki ai kat Used to create and or maintain data for an 11 digit Support Account 51C SA Effort Category Updates sssssssssscesssosesssnsmcescssasssssenenesssesesnnstesesess sssnsnessssssasanees teraess set ee Used to update the effort category for a support account 53 SA Budget Move siccscscccccscscssscecscessssesceescecececuscssscsvsssaseseseseseseceeeseetssenesensseneseessesuseersecnsuenseeeererseess Used to transfer budget from one Support Account SA to anoth
99. ed for approval as the official budget of an account Subsidiary Ledger Revenue and expenditure accounts for the institution All SL account numbers begin with a ledger number of 1 through 9 Suspense Account A GL clearing account reflecting real dollar activity directed to the Suspense File T 1099 Vendor A vendor usually a consultant or professional service hired by an institution whose payments must be reported to the IRS on Form 1099 1099 Voucher A voucher that must be reported to the IRS on Form 1099 10 Digit Account The six digit account ID combined with the four digit subcode i e an account control or object code Tax Code A code that identifies a record in the PO Tax Table for the Purchasing System and in the Tax Currency Table for Accounts Payable The code must be the same for both tables This record contains the tax percentage and the tax liability account to be used Tax ID A Social Security Number or Federal Employer Identification Number that is available for 1099 report preparation Taxes An additional charge on the acquisition of goods that is imposed by the taxing authority and should be paid with the invoice Temporary Vendor A vendor from whom only one purchase or service is required No further transactions for this vendor are expected Departmental Accounting User Manual Page IX 31 Appendix Glossary cont d Transaction Code A three digit code that uniquelv identifies a transaction
100. ed to direct expenses 6 digits Indicates the General Ledger map code to which the Subsidiary Ledger is tied 12 digits Displays unprotected portion of budget available that is not under spending restrictions set on Screen 10C 4 digits Shows the object code defining category where money is expensed or received PF2 Help 12 characters Provides description of object code 12 digits Indicates funds budgeted and the allocation of these funds to expenses 12 digits Gives the actual dollar amount spent in object code categories 12 digits Shows amount encumbered for object code categories 12 digits Displays the available funds Budgeted amounts minus Actuals and Encumbrances from revenue and for expenses 12 digits Shows actual dollar amount spent in each category Panel 2 Displays amounts in dollars and cents C CM Actual PF KEYS 1 character Indicates the type of category control in effect R Reject if over budget W Warning if over budget Blank No Budget Control PF2 Help 1 character P indicates this budget category is protected from borrowing funds by other budget categories PF2 Help 12 digits Gives the actual dollar amount for current month See the Appendix for explanation of the standard PF keys Page IV 17 Transactions for a Month by Ref 2 or 4 Screen 76 is used to find all of the transactions posted in a given month against a specified
101. ediately without a definition or explanation Screen 2 GL 6 Digit 002 GL 6 Digit 08 01 11 09 15 FY 2011 cc 02 Screen Account 014000 MEDICINE Account Title MEDICINE SRS _ Resp Person luuuuuuu7 COLLINS CINDY C Old Acct 0284 Reclassify _ Reporting Group __ Aux Code AFR Fund Group 10 Fund Group FG Sub Fund Group Sub Sub Flag to indicate what action to take with balance at year end From the definition screen press lt ENTER gt to view the valid values for the field P Project Year E Encumbrance Only SL s only T Transfer BBA SL s Oniv D BBA to Different account SL Rule IAFRS FG FS YY END PROC Default value is View IAFRS GENERAL SUBSIDIARY LEDGER Field FG FS YY END PROC PFl Menu PF4 Exit Departmental Accounting User Manual Page IX 6 Appendix Instructions cont d Question Mark or Asterisk Help FAMIS has a Help feature on some screen fields that will display a field definition and or values that may be entered To use the Help feature type a question mark or asterisk in the field and press lt ENTER gt If Help is available for the field a pop up window will appear displaying a definition and or valid values To make a selection type an X next to a value and press lt ENTER gt to pass it back to the previous screen This is called the Passback feature Screen 2 GL 6 Digit 002 GL 6 Digit 08 01 11 09 17 FY 2011 CC 02 Screen
102. elp 1 character Indicates the type of category control in effect R Reject if over budget Ww Warning if over budget Blank No Budget Control PF2 Help 1 character P indicates this budget category is protected from borrowing funds by other budget categories 12 digits Gives the actual dollar amount for current month See the Appendix for explanation of the standard PF keys Download Used to download the information through Entire Connection Departmental Accounting User Manual Page IV 14 Support Account Summary by Budget Pool Screen 74 displays summary data for budget pools at the Support Account SA level Screen 74 Support Account Summary By Budget Pool Panel 1 074 SA Summary By Budget Pool 09 21 11 09 46 LANDSCAPE SERVICES FY 2012 CC 02 Screen Account 270060 00000 Fiscal Year 2011 Thru Month 9_ September FY PY IN to Date FY Calc CM IDC N Resp Person WHITE WALLIE W Bottom Line Exclusion Department LANDS Flags DF B C Z G ABR Net Dir BBA Map Code 27006 NNYRN 001 Unprotected Available Obj Description Budget Actual Encumbrances Available 0001 Revenue Pool 2358735 110148 2468883 x k Total Revenue 2358735 110148 2468883 1005 Lump Sum Salaries 1006 Salarv Savings Budge 1000 All Expense Pool 2364383 69678 2294705 9470 Unrestricted Alloc kkkk Total Expenses 2364383 69678 2294705 Account Total 5648 110148 69678 174178 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF
103. en 722 next to the category name whose object code range it falls into All data is pulled from the fiscal year entered in the Budget FY field For example on the previous screen shot a disbursement of 100 00 was processed for account 339999 with an object code of 3010 FAMIS looks at the profile as defined on Screen 715 and determines that all transactions with an object code of 3010 should fall under the category Travel Other Field Desc ri ptions Required Help Field Help Available Using PF2 7 or Action Line Account 6 digits Enter the Subsidiary Ledger SL account number to display transaction summary Budget FY 4 digits Indicate the fiscal year for which transactions are to be displayed Thru Month 2 digits Identify the month through which account transaction activity is to be displayed FY PY INto Date 2 characters Indicate whether to display account activity for the Fiscal Year FY Project Year to date PY or from the account s Inception to date IN Profile Dept 5 characters Identify the department to which the profile belongs Name 10 characters Indicate the name of the profile whose categories will be used to view the account transactions Screen Information Panel 1 Department PF2 Help 5 characters Identifies the department to which the selected account belongs Resp Person PF2 Help 30 characters Displays the name of the person re
104. eneeneznnnnanznzzna Il 11 Screen 51 Fiscal Office Support Account Entry Il 15 Add a New Support Account ss sssrerenenazonnnzznnnenezsnnizzzzzntani Il 15 Modify an Existing Support Account se esseneenenennnanenzzna Il 15 Create Support ACCOUNTS sr enenenezenenenznenezenznenezenzzzzzznna Il 16 Screen 51C Support Account Effort Category Updates Il 21 Screen 54 Set Reset Support Account Flags ssseessnenzzennnnzznzssnnnazzanzanznnzzn Il 23 SA Flag Maintenance Process s ss ssererenazznnnzzennnenennnazzzznnnanna Il 24 Screen 56 Support Account Transaction Move Il 27 Screen 57 Departmental Encumbrances nn Il 31 Screen 58 Support Account Category Maintenance Il 34 Screen 754 Payroll Encumbrance Adjustment Wage ss sseseenennnzennneznnnzazzi Il 36 Ill Support Account Budget Maintenance Screen 53 Move Support Account Budgets sse sssssennenennnnzzzznntenenzznnazana IIl 3 Screen 64 Support Account Budget Data List IIl 6 IV Support Account Inquiry Screen 63 Transaction Inquiry by Support Account IV 3 Screen 65 SA Summary for SL with Category Totals L eenennnznzznna IV 6 Screen 68 Support Account Search IV 9 Screen 69 SA 11 Digit List with Category Totals IV 12 Screen 74 SA Summary by Budget Pool IV 15 Screen 76 Tra
105. ennnananzenmenmenzana Used to view all SAs for an SL displaying each SA s revenue and expense information 68 Support Account SC AICI EL eieslcscetes2s cance Diccencatscacd cawacatsstencestestosndesstesvocssssstssabuactaessedctalestactetex Used to get a listing of SA accounts by either department or responsible person 69 11 Digit List with Category Totals ccccecssssccccesscesssesassesccsesecavessscesssnsesessevevesevessvensccnchsstssensecsacesarsass Used to display revenue and expense information about a specified 11 digit SA account 74 SA Summary by Budget Pool ariassan aeos esaea aAa EGER OA E Ea isaisa Used to display summary data for budget pools at the SA level 76 Transactions for Month by Ref 2 Of 4 sssennnnnnnnnnnnnnnnnnnnnnnnnnnnnannnznnnnznmnnnnnnnnannnnmnnennnnnnannnnnnn Used to view transactions by entering the voucher number Departmental Accounting User Manual Page IX 10 Departmental Accounting Screens List cont d PAGE 77 Transaction Inquiry for Ref 2 or 4 15 digits sssssennnnnnnzznnnnnnnnnnnnnnnnnnnnennnnnnnnnnznnenannannnzznnnnnzanaa IV 21 Used to view detail transactions in a specified FA batch 78 Transactions by Account Subcode Month ssrennnnnnnnnannnnanannnnananznntnannnenanznnananzznznnzznnanzznznmazanznz IV 25 Used to view detail transactions bv account number month or subcode 79 SA Detail Account Statement ssnnnnnnnnnnnnannnnnnnnnnnnzannn
106. epartment responsible for the account PF2 Help 1 character 3 digits ABR flag Indicates values for flag maintenance Y On N Off R Reject D Delete F Freeze B Bottom Line C Category Control Z Freeze direct only G Generate Expense Budget GEB ABR ABR number rule Page IV 13 Screen 69 Support Account List with Category Totals cont d Net Dir BBA Map Code Unprotected Available Obj Description Budget Actual Encumbrances Available C CM Actual Additional Functions PF KEYS PF9 Dload 12 digits Shows the budget balance available attributed to direct expenses 5 digits The General Ledger map code to which the Subsidiary Ledger is tied 12 digits Shows unprotected portion of budget available not under spending restrictions set on Screen 10C 4 digits Shows the object codes defining categories where money is expensed or received PF2 Help 20 characters Provides a description of object code 12 digits Shows the amount budgeted and the allocation of these funds to expenses 12 digits Displays actual dollar amounts spent in object code categories 12 digits Shows the dollar amounts encumbered for object code categories 12 characters Displays available funds Budgeted amounts minus Actuals and Encumbrances from revenue and for expenses gt Panel 2 Displays amounts in dollars and cents PF2 H
107. er 54 SA Flag Maintenance ii is i cece ccsacesduccesceivesdecdesscravcvaenvevenesevessnausseseaissnanscacdsrctaseanacccceces Used to set and maintain support account flags 56 SA TRANSACTION MOVE i cscccsitedastecsscsiivcdscantasatcdsvaddnd pa cengacssssaneateubesetesetensedanssssetelessdetaseseveceaeseses Used to move or split an expenditure or revenue transactions from one support account base included to another within the same SL 57 Departmental ENCUumbrances siisciccccesssccccoscssaccescsenedecescescdessonsscest saspansnaseveosdeneeedeaesdsasssansssscssadeses Used by departments to add and adjust encumbrances based on encumbrance type 58 Support Account Category Maintenance sssssssennzzennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnna Used by departments to set or reset Support Account SA flags at the 11 digit level to include bottom line budget control and default category control 63 Transaction Inquiry by ACCOUNL ccccccssssssscecceessssssscceeeesssssssneeeeeessssesssceeesesssesssssaceeesesesssnoes Used to list detail transactions entered against a specified SA account 64 Support Account Budget Data List sssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnannnnnnnmmn Used to list current and historical Budget information about a specified SA account 65 SA Summary for SL with Category Totals ssssnnnnnnnnnnznnnnnnnnnnnnnnnnnnnnennnznnnnnnmn
108. er the increase or decrease Transactions 3 digits Displavs the number of transactions processed in this batch Amount 14 digits Indicates the total dollar amount of current entries processed in this batch Batch 6 characters Identifies the batch header used to process the transactions Date 8 characters Shows the date of the batch session Additional Functions PF KEVS See the Appendix for an explanation of the standard PF kevs PF5 Post Post Used to post the adjustment after verifving information entered If PF5 is not pressed information will NOT be posted into accounting PF12 Warnings Warns Displavs anv FAMIS warnings Departmental Accounting User Manual Page Il 39 Screen 754 Payroll Encumbrance Adjustment Wage cont d Departmental Accounting User Manual Page Il 40 Section Ill Support Account Budget Maintenance Departmental Accounting User Manual Page Ill 2 Move Support Account Budgets FAMIS allows you to move budget from one Support Account to another Support Account using Screen 53 This function permits departments to manage their SAs without the necessity of the Business Office involvement This screen is intended for departmental input and cannot be used to make Month 13 entries Use Screen 10 to create budget transfers between support accounts Screen 53 will only let you move an account that is less than or equal to the total of the budget transactions entered on that support a
109. erance against the budget available This flag is used to control your budget at either the pool or bottom line level If you turn the bottom line control flag on Y the default tolerance percent will apply to your budget as a whole If you set the default category control flag to W or R the default tolerance will apply to the budget at the pool category level If the bottom line control flag is set to Y and the default category control flag is set to W or R the default tolerance will apply to both and all transactions must pass both budget checks in order to be processed by FAMIS You may enter the default tolerance percent as either a positive or negative number For example Default Tolerance Percent 10 00 For a budget of 1000 all transactions totaling 1100 or less will be processed without warnings or rejections issued by FAMIS Default Tolerance Percent 10 00 For a budget of 1000 all transactions totaling 900 or less will be processed without warnings or rejections issued by FAMIS Field Descriptions required Action Line Help Field Help Available Using PF2 or Enter the desired Subsidiary Ledger SL account and Support Account SA Account 11 digits number Screen Information SRS PF2 Help 1 character Y identifies this is as an SRS account Departmental Accounting User Manual Page Il 12 Screen 50
110. erence 3 is less used than the others There are some transactions where you will see entries in Reference 3 There are various ways to view the data for this reference number REF 3 FIELD RELATED TRANSACTIONS CODE TYPE OF DATA or TYPE AUTO OR MANUAL AP Disbursements GL 04x AP Check A Prepaid Vouchers 068 ee Receipts 03x Teller Disbursements 04x if manually entered M Screen 23 Transaction Inquiry by Account Panel 1 023 Transaction Inquiry by Account 09 20 11 14 20 VET MED TEACHING HOSPITAL FY 2012 cc 02 Screen Account 144013 4010 Ref 3 Direct Indirect D Bank Option N Sbcd TC Ref 3 Date Description Amount I BatRef Offset Acct 4075 068 09 19 SYNTHES USA 481 10 P PVP342 014400 2100 4075 068 09 19 DXNATRONICS CORP 115 78 P PVP342 014400 2100 4075 055 09 20 SYNTHES USA 1 023 31 D ZP0920 4090 055 09 16 DELL MARKETING L P 286 90 D ZP0916 4090 068 09 19 DELL MARKETING L P 286 90 P PVP342 014400 2100 5110 060 J200005 09 12 CENTREX CHARGE 02 86 67 N 1828EA 144004 5110 5115 060 J200006 09 12 CENTREX CHARGE 02 748 33 N 1828EA 144004 5115 5115 060 J200007 09 12 CENTREX CHARGE 02 241 20 N 1828EA 144004 5115 5130 061 0495504 09 06 CORE IPAY 20112490 360 00 OSJ250 001004 1610 5130 060 J200008 09 12 CENTREX CHARGE 02 42 09 N 1828EA 144004 5130 5130 060 J200009 09 12 CENTREX CHARGE 02 30 39 N 1828EA 144004 5130 5145 060 J200010 09 12 CENTREX CHARGE 02 96 48 N 1828EA 144004 5145 5145 060
111. erent reference codes used in FAMIS Specific transactions are associated with these codes Each transaction code is identified below along with related transactions Samples of Screen 23 have been used to show each reference code with related transactions Reference 1 FIELD REF 1 Encumbrances Vouchers Credit Memos Prepaid Vouchers Prepaid Credit Memos Revolving Vouchers Revolving Prepaid Vouchers Change Source of Funds Multi Vendor Vouchers SL and GL RELATED TRANSACTIONS CODE 05x 06x TYPE OF DATA or TYPE PO or Doc Budget SL Budget Transfer 02x Budget Beg Balance 098 Beginning Balance GL AFR 060 AFR Entries Reversals SL and GL Screen 23 Transaction Inquiry by Account Panel 1 023 Transaction Inquiry by Account VET MED TEACHING HOSPITAL Screen Account 144013 4010 Ref 1 Direct Indirect D Bank Option N Sbed TC Ref 1 Date Description 09 20 11 14 18 FY 2012 CC 02 Acct 4010 061 A122411 08 31 KINGDOM ALLIANCE 4010 051 A122411 08 31 KINGDOM ALLIANCE 4010 061 A122422 08 31 KINGDOM ALLIANCE 4010 051 A122422 08 31 KINGDOM ALLIANCE 4010 068 A122411 09 12 KINGDOM ALLIANCE 4010 068 A122422 09 12 KINGDOM ALLIANCE 4010 055 045071A 09 16 DELL MARKETING L 4010 068 045071A 09 19 DELL MARKETING L 4010 055 045508A 09 20 DELL MARKETING L 4011 061 A122412 08 31 TEAM SYSTEMS INC 4011 051 A122412 08 31 TEAM SYSTEMS INC 4011
112. es as desired e Press lt ENTER gt to record the budget changes Budget Maintenance Process Unallocated Revenue and Expense The dollar amount of unallocated revenue or expense is the dollar amount budgeted for the Support Account SA by the fiscal department The ABR budget pools and the amount allocated to them by the fiscal department may be viewed using Screen 74 Profile target budgets as set using Screen 730 do not affect budget pools set by the fiscal department They are strictly for departmental use Any funds not distributed among the profile categories will remain unallocated Departmental Accounting User Manual Page VI 8 Screen 730 SA Dept Defined Budget Maintenance cont d Field Descri ptions Required Help Field Help Available Using PF2 or Action Line Account Fiscal Year Profile Dept Name Screen Information FY Unallocated Revenue FY Unallocated Expense Category Description FY Budget Additional Functions PF KEYS 6 digits Identifv the Support Account SA to be viewed with the profile 4 digits Identifv the fiscal vear of the account data 5 characters Identifv the department to which the profile belongs 10 characters Indicate the profile name attached to the account The full profile name will be displayed when you press lt ENTER gt 15 digits Displays the revenue funds available for an account for a fiscal ye
113. est that it uses Screen 51 to create the SA for you Departmental Accounting User Manual Page Il 5 Basic Concepts Support Accounting cont d TAMU Support Account Checklist The following checklist is used by Texas A amp M University to guide the creation of support accounts within its departments These procedures are not required but it is stronglv advised that a similar procedure or checklist be provided for any TAMUS member wishing to successfully implement the use of Support Accounts TAMU Support Account Checklist 1 Revenue budgets may be established at the support account SA level or remain at the parent SL account level Revenue collected may be entered at either the support or the parent account level 2 Expenditure budgets may be established at the support account level or remain at the parent account level 3 There will be a transition time during which documents can be entered at both the parent account and the support account level This will allow documents that are in process to flow through the system Examples of these are purchasing documents that have created encumbrances requisitions limited and exempts Once all the in process documents have cleared the department can choose to use only support accounts Financial Management Operations should be notified at 979 845 8106 They will set the flags on Screen 6 to only allow support accounts Documents will only be accepted at the support accoun
114. etail Account Statement For Month Panel 2 79 SA Detail Account Statement For A Month 09 21 11 10 33 HELP DESK FY 2011 CC 02 Screen Account 270300 06000 Month 10 Ref 4 Rev Exp E Page 1_ of 1 Sales or Date Description Ref 4 Budget Expenses Encumbrances 10 01 BALANCE FORWARD 10 21 XIA YIN 11179 985 38 10 07 MAC RESOURCE COMPUT 11109 965 00 10 28 STORES 124 13 10 26 MAC RESOURCE COMPUT 11109 965 00 965 00 10 31 Ending Balance 2 074 51 Account Expense Tot 1 089 13 985 38 End of data foi er Enter PFl PF2 PF3 PF4 PF5 PF6 PF8 PF9 LPF10 PF11 PF12 Hmenu Help EHelp wrd PrintjLeft Right The Reference number entered in the Ref field will determine what is displaved in the Ref column Account Expense Totals End of data for October Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 JPF10 PF11 PF12 Hmenu Help EHelp Bkwd Fwrd Print Left Right P Offset Date Description Ref1 Ref2 Ref4 F Account 79 SA Detail Account Statement For A Month 09 21 11 10 34 HELP DESK FY 2011 CC 02 Screen Account 270300 06000 Month 10 Ref 4 Rev Exp E Page 1 of 1 10 01 BALANCE FORWARD 00 10 21 XIA YIN E104872 E104872 11179 10 07 MAC RESOURCE COMPUTER amp SERVIC L105367 L105367 11109 10 28 STORES S066866 270260 0523 CR 10 26 MAC RESOURCE COMPUTER amp SERVIC L105367 1419664 11109 F 027030 2100 CR 10 31 Ending Balance 2 074 51 Basic Steps e Type a Subsidiary Ledger acco
115. etermination Test Profile FY Unallocated Revenue 150000 00 FY Unallocated Expense 5000 00 Category Description FY Budget General Revenue 100000 00 Training Revenue 50000 00 Salaries amp Wages Benefits Office Supplies Travel In State Travel Not n State Other Expenses 2500 00 Capital Outlay Indirect Cost 2500 00 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 09 21 11 10 50 FY 2012 CC AA Basic Steps e Type a project number in the Project field and press lt ENTER gt to display any existing profile information e Type a profile department and name and press lt ENTER gt to attach the profile to the project e Type target budget amounts for the profile categories as desired and press lt ENTER gt to record the budget changes Departmental Accounting User Manual Page VI 10 SPR Screen 160 Project Dept Defined Budget Maint cont d Budget Maintenance Process Unallocated Revenue and Expense The dollar amount of unallocated revenue or expense is the amount budgeted for all of the Subsidiary Ledger SL and Support Accounts SA by the fiscal department The ABR budget pools and the amount allocated to them may be viewed using FRS Screen 19 and Screen 74 respectively Profile target budgets set using SPR Screen 160 will not affect budget pools set by the fiscal department They are strictly for departmental use Any funds not distributed
116. evenue 22580 22580 Total Revenue 70551247 22580 70528667 Unallocated Budget Exp 61607086 61607086 Contracted Services 179156 179156 Total Expenses 61607086 179156 61427930 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 4PF12 Hmenu Help EHelp Print Left Right Screen 731 SA 11 Digit Summary by Target Budget Panel 2 731 SA 11 Digit Summary by Target Budget 09 21 11 11 06 STADIUM REVENUE FUND FY 2012 CC 02 Screen ___ Account 300090 00000 Budget FY 2012 Actuals FY 2012 Thru Month 9_ September FY PY IN to Date FY Profile Dept ATLT_ Name GENERAL _ Department ATHL Resp Person BOLTON JR BENJAMIN B Flags DF DB R Map Code 30009 N N N N 001 Target Category Budget Actual Encumbrances Available Unalloca 70551247 70551247 22580 22580 22580 22580 22580 70528667 Uncatego xx Total 70551247 61607086 179156 61427929 Unalloca 61607086 Contract Total 61607086 179156 179156 179156 179156 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Print Left Right Basic Steps Type an account number in the Account field and press lt ENTER gt Type a profile department and name if one is not already attached to the account Press lt ENTER gt to display the account information Departmental Accounting User Manual Page VII 6 Screen 731 SA Summary by Target Budget Category cont d Target Budget
117. f 6 characters digits Indicates the batch reference header where this transaction was entered Offset Acct 10 digits Indicates the offsetting account for direct double sided transactions OR Bank 5 digits Displavs the bank number if V was entered in the Bank Option field Additional Functions PF KEVS See the Appendix for explanation of the standard PF kevs PF6 View View View detailed transaction record Departmental Accounting User Manual Page IV 24 Transactions by Account Subcode Month FAMIS will allow you to locate transactions posted against a Support Account in a given month by specifying a month an account number and a subcode This information is available on Screen 78 Screen 78 Transactions by Account Subcode Month Panel 1 078 Transaction Inquiry by Account Subcode Month 09 21 11 10 27 HELP DESK FY 2011 CC 02 Screen Account 270300 06000 4010 Month 6_ Display Ref 2 Bank Option NJ Ref Sbcd TC Ref 2 Date Description Amount I BatRef Pffset Acct 4010 055 027031A 06 06 TODAY S BUSINESS S 180 08 D ZP0606 4010 068 1512367 06 08 TODAY S BUSINESS S 22 16 P PVP240 027034 2100 4010 068 1514674 06 14 TODAY S BUSINESS S 157 92 P PVP248 02703Q 2100 End of Data for June Enter PFl PF2 PF3 PF4 PF5 lt PF6 1 PF7 PF8 PF9 PF10 PF11 PEN2 View Left Right Hmenu Help EHelp When vou tvpe V in the Bank Option field the last column heading of Panel 1 displays Bank and the bank number
118. ffice supplies Valid Accounts Before you can create your Support Account SA the fiscal office must first access Screen 6 to modify the Subsidiary Ledger SL account to allow for Support Account creation and transactions This is done by setting the SA Create Enable field to Y You may establish budgets for your Support Accounts SAs provided that the parent Subsidiary Ledger SL account has been set up to allow budget transactions at the SA level In order for SAs to process budget transactions the SL must have the SA transaction flags set to either B transaction may occur at both the SL and SA levels or Y transaction may occur only at the SA level This flag must be set for budget and actual transactions with the indicators for both expense and revenue object codes Departmental Accounting User Manual Page Il 3 Basic Concepts Support Accounting cont d Support Account Budget Attributes Create Support Accounts Before vou mav create a Support Account the fiscal office must first access Screen 6 to modifv the Subsidiarv Ledger SL account to allow for Support Account creation and transactions This is done by setting the SA Create Enable field to Y Support Accounts may then be created using Screen 50 From Screen 50 you should enter a valid 5 digit support account number and press SENTER Type in the account information as desired To record the information press SENTER Support Account Bu
119. formation in the protected area may freeze the screen Use your reset key and then tab key to release your system when it freezes Action Line Context The Action Line is usually the first line of information on each screen The Screen field is used to navigate from screen to screen by entering the number of the screen desired Fields such as screen vendor voucher number account etc are often found on the Action Line Data that is entered on the Action Line will be carried in context from screen to screen until changed For example the GL account number 032365 is entered on the Action Line ofthe screen below That account will be carried in context until the user keys a different account in the field The lt ENTER gt key must be pressed after entering Action Line data If a user does not follow this step all information entered on the screen may be lost and must be re entered After pressing lt ENTER gt a message will be given at the top of the screen asking for modifications or providing further processing instructions F0002 Record has been successfully added 002 GL 6 Digit 08 01 11 09 17 FY 2011 CC 02 Account Title NAVSO INC Departmental Accounting User Manual Page IX 4 Appendix Instructions cont d Message Line The line above the Action Line is used to display messages to the user These messages may be error messages or processing messages such as the one below 002 GL 6 Digit 01 20 92
120. ge 4882 4882 Total 260939 8078 208687 52251 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 LPF10 PF11 PF12 Hmenu Help EHelp Print Left Right Basic Steps e Type a project number in the Project field and press lt ENTER gt e Type a profile department and name if one is not already linked to the project e Press lt ENTER gt to display the project account information e Use PF9 to print account information using Entire Connection Departmental Accounting User Manual Page VIII 5 SPR Screen 161 Project Summary by Target Budget cont d Target Budget Process Target budgets are the profile categories displayed on Screen 159 and budgeted for on Screen 160 Profile categories as shown on Screen 159 are similar to the ABR rule budget pools However ABR rules are defined by the central fiscal office for a TAMUS member In contrast profile categories and their budgets may be defined by individual departments within a member institution or agency Field Desc ri ptions Required Help Field Help Available Using PF2 7 or Action Line Project Budget FY Actuals FY Thru Month FY IN to Date Profile Dept Name Screen Information Panel 1 Sponsor Begin Date End Date Category Description 10 digits Identify the project whose account information is to be displayed 4 digits Indicate the fiscal year for which the target bu
121. ge the delete flag to N it had to be set to V to attempt the drop e Remove the submitted versions using Screen 594 if dropping during the budget process or use Screen 53 to move budget from the support account back to the main account e Change the delete flag to Y e Change the drop flag to Y If budget information exists for the account but has not been marked with a B D or F and no versions have been submitted for the account the screens will display a pop up window indicating which type budget entries were found and ask whether the budget information should be deleted Entering a Y in the pop up will delete the budget information and then drop the account Departmental Accounting User Manual Page Il 8 Basic Concepts Support Accounting cont d 9 Can a support account be dropped physically deleted if there has been activity on it for the year a One may freeze the support account from future activity but not drop it in the current year If the delete flag is set to Y a pop up window displays stating that there is a budget balance available i e it is not zero and asking whether you want to delete it anyway So one CAN set the delete flag so that the account gets deleted for next fiscal year However the drop flag may NOT be set as a message will appear that the BBA is not zero b You will need to move any remaining budget from the support account to the parent account using Screen 53 c If
122. get otherwise payroll entries will not post correctly Do not move budget into support accounts for payroll transactions because the Personnel Action Request PAR entry that is made by Payroll Services will do it When completing a PAR indicate the main 6 digit subsidiary ledger account and the support account For example 240007 10000 When Payroll Services posts the PAR entry FAMIS will move the payroll encumbrance to the support account Thus departments should not move budget into support accounts for payroll transactions If they do then the account s budget would get messed up because it would cause a double entrv when the pavroll transaction posts 8 How does Screen 54 Flag Maintenance work in relation to budget entries a No account can be dropped physically deleted from FAMIS if certain budget entries have been made for the account These budget entries are Account Attributes Budget Entry versions and Transfers or Allocations If any of the budget information has been marked in the budget module as Sent to the Board B Changes Done D or Fed to FAMIS Accounting F the account cannot be dropped The account can remain flagged as deleted to prevent it from rolling into the next year If the budget information does not fall into the previous categories but a budget entry version has been submitted certain steps can be taken to drop the account These steps are as follows e Chan
123. ile maintenance transaction Save The process that creates a budget version 6 Digit Account For GL An entity that consists of a self balancing set of 10 digit accounts For SL An entity of revenues and or expenses Screen HELP An online feature that assists the user with data entry by providing information on the purpose and operation of a particular screen Secondary Vendor The vendor record holding the multiple addresses that are used periodically as opposed to the primary address Secured Submitted Version Submitted budget version that has been locked It can be flagged to indicate it is an officia version Selling Account Account which is allowed to sell to specified buying accounts via interdepartmental transfers Session A control mechanism to track real time posting of a group of financial transactions is order to provide an audit trail Departmental Accounting User Manual Page IX 30 Appendix Glossary cont d SL See Subsidiary Ledger Split Encumbrance An encumbrance which applies to several accounts Standing Order A type of purchase order used for reoccurring services like those provided by the telephone and electric companies Subcode Four digits appended to the account ID to identify attributes and dollar records within an account Submit The process that attached a budget version to a budget account as a budget of an account Submitted Version Version of the budget submitt
124. iles you defined on Screen 715 You may display your SL accounts and their transactions using Screen 721 Screen 721 SL 6 Digit Summary by Target Budget Panel 1 721 SL 6 Digit Summary by Target Budget 09 21 11 11 03 PROTEIN CHEMISTRY LABORATORY FY 2012 CC 02 Screen Account 271020 Budget FY 2012 Actuals FY 2012 Thru Month 9_ September FY PY IN to Date FY Profile Dept FISC_ Name TELE Department BCBP Resp Person RICHARDS ROBERTO R Flags DF DB R Map Code 27102 NNN Y 001 Target Category Description Budget Actual Encumbrances Available Uncategorized Revenue 8019 8019 Unallocated Budget Exp 35489 35489 Uncategorized Expense 154 15262 15109 Total Expenses 35489 154 15262 20380 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF104 PF11 4PF12 Hmenu Help EHelp Print Left Right Screen 721 SL 6 Digit Summary by Target Budget Panel 2 721 SL 6 Digit Summary by Target Budget 09 21 11 11 04 PROTEIN CHEMISTRY LABORATORY FY 2012 CC 02 Screen Account 271020 Budget FY 2012 Actuals FY 2012 Thru Month 9_ September FY PY IN to Date FY Profile Dept FISC_ Name TELE Department BCBP Resp Person RICHARDS ROBERTO R Flags DFDB R Map Code 27102 N N N Y 001 Target Category Budget CM Actual Actual Encumbrances Available Uncatego 8018 50 8018 50 8018 50 Unalloca 35489 35489 Uncatego 153 153 15262 15108 Total 35489 153 153 15262 20380 Enter PFl PF2 PF3 PF4 PF5 PF6 PF
125. ine screens Departmental profiles may also be used to ask what if l want to change mv view of the budget dollar amounts For example Your boss asks you to find out how much is left of the department s internal In State Travel budget of 100 000 00 Unfortunately the All Expense Budget pool defined by the ABR rule on the account is all you have The FAMIS ABR rule lumps all expenses together so you have to use another method perhaps even creating an EXCEL spreadsheet and re keying all of the FAMIS transactions in order to separate and report the different types of expenses However by using Screen 720 you may create target budgets for the profile categories This can be especially useful at budget planning time and again when the new year is open You can track how your actuals match up with the target budgets Step 1 Assign the Target Budget on Screen 720 Screen 720 SL 6 Digit Dept Defined Budget Maintenance 720 SL 6 Digit Dept Defined Budget Maintenance 09 21 11 16 24 MISP FY 2012 CC AA Screen Account 339999 Fiscal Year 2012 Profile Dept MISP Name PROFILEL Test Profile Number 1 FY Unallocated Revenue 600000 00 FY Unallocated Expense 520438 65 Category Description FY Budget General Revenue Sales amp Services Salaries Travel Other Office Supplies Other Expenses Indirect Cost kkkkkk End of List Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11
126. ing profiles are tools designed to allow you to look at your FAMIS accounts the way YOU want to see them You can define the way the transactions are grouped together and you can do this without involving the central fiscal office Each profile consists of a set of categories The profile is unique because you control the naming of your categories and what object codes you want to group into each of your categories The profile you define is saved so it can be used over and over again You may create many different profiles using them to see transactions in different ways Define Departmental Profiles A Scenario All of the profile screens displayed in this section will be covered in greater detail in later sections To find more information on the inquiry screens shown see the Financial Accounting User s Manual How does my account look in FAMIS and why does it look that way The fiscal office sets up vour accounts in FAMIS Each account is assigned an ABR rule Automatic Budget Reallocation Vour account s ABR rule mav be seen on Screen 34 which defines the budget pools considered part of the official accounting records of vour institution Budgets are posted to vour account based on the pools of the ABR rule associated with the account These budgets as controlled in the fiscal office may be viewed on many FAMIS screens such as Screen 19 and Screen 34 Screen 34 SL Summary By Budget Pool Panel 1 034 SL Summary
127. is displayed Screen 78 Transactions by Account Subcode Month Panel 2 078 Transaction Inquiry by Account Subcode Month 09 21 11 10 29 HELP DESK FY 2011 CC 02 Screen Account 270300 06000 4010 Month 6_ Display Ref 2 Bank Option N 4010 055 027031A 06 06 TODAY S BUSINESS SOLUTIONS LLC 180 08 ZP0606 4010 068 1512367 06 08 TODAY S BUSINESS SOLUTIONS LLC 22 16 PVP240 4010 068 1514674 06 14 TODAY S BUSINESS SOLUTIONS LLC 157 92 PVP248 End of Data for June Enter PF1 PF2 PF3 PF 4 PF5 PF 6 PF7 PF8 PF 9 PF10 PF11 PF12 Hmenu Help EHelp View Left Right Departmental Accounting User Manual Page IV 25 Screen 78 Transactions by Account Subcode Month cont d Basic Steps e Type a Subsidiary Ledger account number and object code in the fields provided and press lt ENTER gt to view the information e Place the cursor on a transaction and press PF6 to view the Detailed Transaction Record Field Desc ri ptions 9 Required Field Help Available Using PF2 or Action Line Account Month Display Ref Bank Option Ref Screen Information Sbcd TC Ref Date Description Amount 15 digits Enter a Subsidiarv Ledger account number 2 digits Designate the month of transactions to be displaved 1 digit Enter the desired user defined reference number to displav information sorted bv reference number 1 char
128. is to be displayed 2 characters Indicate whether to display account activity for the Fiscal Year FY Project Year to date PV or from the account s Inception to date IN 5 characters Include the department to which the profile belongs 10 characters Indicate the profile name for the categories to be used to view the account transactions PF2 Help 5 characters Identifies the department to which the selected account belongs PF2Help 30 characters Displavs the name of the person responsible for the selected account Departmental Accounting User Manual Page VII 4 Screen 721 SL Summary by Target Budget cont d gt Additional Functions Flags Map Code Category Description Target Budget Actual Encumbrances Available Panel 2 CM Actual PF KEYS PF9 Print 1 character 3 digits ABR flag Indicates values for flag maintenance Y On N Off R Reject D Delete F Freeze B Bottom Line C Category Control Z Freeze direct only G Generate Expense Budget GEB ABR ABR number rule PF2Help 5 digits Shows the General Ledger GL account associated with Subsidiary Ledger SL account 25 characters Displays a brief description of the profile category 12 digits Identifies the dollar amount budgeted for the profile category in the Budget Fiscal Year 12 digits Indicates actual dollar amount of transactions pro
129. k Bottom Line and turns off protection of Protected Categories The P flag on Screen 10D will still display R Default Category Control Default Category Tolerance Pct Enter PFl PF2 PF3 PF4 PF5 PF6 PEF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Warns Basic Steps e Type Y to control the bottom line budget control or N for no control e Include the desired flag code for the default category control and default category tolerance percent e Press lt ENTER gt to set the flags Field Desc ri ptions 9 Required Field Help Available Using PF2 or Action Line Account 11 digits Enter the Subsidiary Ledger SL account Support Account SA number to be encumbered Bottom Line 1 character Budget Control Type Y if bottom line budget checks should be made for the account Unprotect N does not check bottom line and turns off protection of protected Budget Control categories P flag on Screen 10D will still display Departmental Accounting User Manual Page Il 34 Screen 58 Support Acct Category Maintenance cont d Default Categorv 1 character Control Include the desired categorv control code to instruct the svstem on whether or not to perform budget checks at the categorv pool level N No Budget Control W Warning if over budget R Reject if over budget Default Categorv 5 digits Tolerance Pct Indicate the percentage the categorv c
130. l voucher basis controls that were previously set for all vouchers Claim On Cash The share of ownership that an account has in the institution s money Clearing Account A temporary summary account such as a payroll account which is periodicallv set to zero COA See Chart of Accounts Compound Journal Entry A two sided transaction that posts debits and credits Context The information that identifies the record being displaved or to be displaved bv the svstem Copv The process that creates a new pattern from an existing version specified on the Action Line or ABR specified in the resulting pop up screen Credit Memo The reduction of a payable previously paid or still open A credit memo may result from overpavment overbilling or the return of goods Currencv Code A code that identifies a record in the Tax Currencv Table This record provides the factor to calculate foreign currencv conversion costs or gains and the liabilitv account used The code is translated through a table into a conversion rate Cvcle Two or more programs that are run in a specific sequence D Data Data are representations such as characters to which meaning might be assigned They provide information and can be used to control or influence a process This term is not synonymous with information Information is data to which meaning has been assigned Database The collected information that is accessible to the computer for processing
131. liation User Defined 165 Prepaid Voucher with NO reconciliation Assigned by FAMIS does a JE to cash voucher clearing and does not affect the bank 166 Prepaid Voucher with NO reconciliation offset to the bank Assigned by FAMIS 167 Prepaid Revolving Voucher Assigned by FAMIS 169 Prepaid Cash Voucher User Defined 17x Prepaid Credit Memo Screen 116 Invoicing Screen 340 and 345 170 174 Prepaid Credit Memo with reconciliation User Defined 176 Prepaid Credit Memo with NO reconciliation User Defined no offset to the bank 175 NOT USED User Defined 177 179 Prepaid vouchers with reconciliation User Defined K FA DOC WRKNPRCS Charts for Manuals FAMISTransactionCodesNF docx Rev 5 8 2012 Departmental Accounting User Manual Page IX 13 FAMIS Session Batch Header Codes A session batch reference code is used to group sessions of like transactions The first three 3 characters typically identify the type of transactions entered during the session For example ARP001 would signify an Accounts Receivable Payment transaction We recommend that FAMIS users use these batch header codes where appropriate Departmental Accounting User Manual ACCOUNTS PAYABLE IDTs AP ACH APA JFAMIS ASSIGNED Regular IDT AP Check APC JFAMIS ASSIGNED Corrections IDC AP State Voucher APV JFAMIS ASSIGNED Gift Fees FEE Fee FEE Interface
132. mber Month 2 digits Include the month of the transaction The default is the current processing month Search on Ref 1 digit Indicate the reference number to be used for transaction search Ref Nbr 7 characters digits Include a reference number PO number if needed Departmental Accounting User Manual Page Il 28 Screen 56 Support Account Transaction Move cont d Display Ref 1 digit Indicate the reference number to be used for the display of the transaction Internal 8 digits Tracking No Enter a tracking number for use by FAMIS Services Screen Information Obj Code 4 digits Shows object code for the transaction P O No 7 character digits Provides the Purchase Order number used with the transaction ID No 11 characters digits Shows the user defined identification number entered on the original document Tvpe 1 digit Identifies the transaction code for the tvpe of transaction The third digit of the transaction code 1 9 represents the tvpe of receipt Enc Obj 4 digits Shows the object code where the purchase order was originally encumbered Bank 5 digits Displays the bank to receive the deposit as entered on Screen 30 FA Batch Initialize Date 8 digits Displays the date the transaction was originated Amount 12 digits Shows the dollar amount of the transaction Ref 2 3 4 PF2 Helpi 7 characters digits Identifies the reference number for receipts as defined bv vour department
133. n 10 Effort Cat DINS_ CC Dept S Dept Exec Div Coll Mail Cd Stmt Primary VTEA_ AA CD VM C4457 Y Sys Member Secondary CLVM_ AA CD VM C4461 Y Off Campus _ Admin For __ Indirect Cost Center __ Base 90 Day Pre _ Classing Cd _ Rate Start Date TAMRF Nbr Distribution End Date CS Acct Link __ Expense Obj Long Title VET MED TEACHING HOSPITAL Revenue Obj Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps Add a New Support Account e Goto Screen 6 and set the SA creation enable field to Y on the SL e Advance to Screen 51 e Type an existing Subsidiary Ledger SL account number and a new Support Account SA number in the Account field and press lt ENTER gt If this is the number of an existing account its attribute information will appear If this is the number of a new account no attribute information will appear but you can now input this information in the necessary fields e Type an Account Title Indicate whether you want bottom line control Bot Ln Cntrl field and or default category control Deflt Cat Cntrl field for the account e Type additional account information as desired and press lt ENTER gt to record the account information Modify an Existing Support Account e Advance to Screen 51 e Type a Subsidiary Ledger SL account number and Support Account SA number in the Account field and press lt ENTER gt
134. n Account 289010 11500 0000 ERGONOMICS Thru Month 13 13th Month Department LIBR Resp Person GILROY GRANT GES L Flags D F BC Z G ABR NNNNN 001 Last Year Next Year Obj Description Original Current YTD YTD 1000 All Expense Pool 634 1314 634 1314 4010 Supplies Office Ge 25 204 25 5752 Institut Furn amp Equi 11164 8357 628 5760 PC Peripherals Add O 126 554 Account Total 634 10000 9749 661 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Type the desired 15 digit support account number in the Account field e Change the month in the Thru Month field if desired and press lt ENTER gt to display the Support Account budget data list Field Desc ri ptions Required Help Field Help Available Using PF2 7 or Action Line Account 15 digits Enter the desired support account number Thru Month 2 digits Indicate through which month to display account transaction activity Screen Information Department PF2 Help 4 characters Displays the department code responsible for the account Resp Person PF2 Help 20 characters Identifies the name of the responsible person for the account Departmental Accounting User Manual Page Ill 6 Screen 64 Support Account Budget Data List cont d Flags 1 character 3 digits ABR flag Indicates values for flag maintenance Y On D Z uou D O D ie cr Delete F
135. n Ref and Ref Nbr fields and press lt ENTER gt to view the information Field Descri ptions Required Help Field Help Available Using PF2 or Action Line Account Search on Ref Ref Nbr Display Ref Bank Option Screen Information Sbcd TC Ref Date Description Amount 11 digits Enter a Subsidiary Ledger Support Account requiring transaction 1 digit Indicates whether to search on reference 2 or 4 7 characters digits Enter the user defined reference number PO number 1 digit Indicate the reference number to be used for the display 1 character Indicates whether or not V or N to display the bank for each transaction N Default Does not display the bank for each transaction 4 digits Designates a specified subcode 3 digits Displays the transaction code designating type of transaction 7 characters digits Shows the reference number providing details about specified transactions Usually Ref 2 is a voucher number 4 digits Displays date the batch session was entered 20 characters Provides a description of the object code 12 digits Gives the dollar amount of the transaction 1 character Shows the transaction indicator as credit C debit D or encumbrance liquidation P for Partial or F for Final Departmental Accounting User Manual Page IV 23 Screen 77 Transaction Inquiry on Reference Number 2 or 4 cont d BatRe
136. n SPR Screen 162 based on their object codes When vou post your transactions online FAMIS compares the object code of your transaction with the profile object code ranges that you displayed on SPR Screen 159 Your transaction is then displayed on SPR Screen 162 next to the category name whose object code range it falls into All data is pulled from the fiscal year entered in the Budget FY field Field Desc ri ptions Required Help Field Help Available Using PF2 7 or Action Line Screen Information gt Project Budget FY Thru Month FY IN to Date Profile Dept Name Panel 1 Sponsor Begin Date End Date Category Description Budget 10 digits Identify the project whose account information will be displayed 4 digits Indicate the fiscal year for which all transactions will be displayed 2 digits Include the month through which project transaction activity is to be displayed 2 characters Indicate whether to display project activity for the Fiscal Year FY or from the project s Inception to date IN 5 characters Identify the department to which the profile belongs 10 characters Include the profile whose categories will be used to view the project account transactions 7 digits Shows the sponsor associated with your project 10 digits Identifies the start date of your project 10 digits Indicates the ending date of the projec
137. n the Account field Screen 754 Pavroll Encumbrance Adjustment Wage 754 Pavroll Enc Adjustment Wage 09 21 11 16 37 FY 2011 CC AB Screen _ Account 430001 00000 PIN Sxxxxxxxx9 Thru Month 8 August Acct Title TESTING ACCOUNT FOR WAGE ENC Current Occupant No Current Occupant UIN SSN Juuuuuuu9 Ref Doc ID PPPOOL Increase Decrease Current Amt Adjustment New Amount Salarv 505287 00 505287 00 Benefit 2000 00 5000 00 7000 00 Longevitv 10 00 480 00 490 00 Transactions 3 Amount 7 010 00 Batch 1111AA Date 09 21 2011 Enter PFl PF2 PF3 PF4 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Warns ransactions ARE NOT POSTED until the PF5 is pressed Departmental Accounting User Manual Page Il 36 Screen 754 Payroll Encumbrance Adjustment Wage cont d Notes for Adjustments Wage Process Departments have the option of encumbering benefits at the SL SA account level summary or for each wage position within the account detail Departments if authorized are able to manage encumbrances for wage positions or blanket wage encumbrances on Screen 754 If you want to maintain encumbrances at the PIN level enter the wage PIN number and the FAMIS account number at the top of the screen If you want to encumber benefits at the blanket level enter a Y in the Blanket Enc field The format of the assigned blanket PIN number is the workstation indicator fr
138. ncumbrance the dollar amount and either I increase or D decrease in the fields provided If you want to zero out the encumbrance you may leave Amount field blank and type D for decrease in the Increase Decrease field Optional fields include Cost Ref1 Cost Ref2 and Cost Ref3 Press lt ENTER gt after all the data has been entered to validate and process the information Field Desc ri ptions Required Help Field Help Available Using PF2 7 or Action Line Account 11 digits Enter the Subsidiary Ledger SL account Support Account SA number to be encumbered Encumbrance Help 1 character Indicate the type of encumbrance B Benefits T Travel W Wages These values must be defined on Screen 853 Departmental Accounting User Manual Page Il 32 Screen 57 Departmental Encumbrances cont d Screen Information Object Code Liquidated Tvpe Adjustments Enc Ref Current Date Description Amount Increase Decrease Cost Ref 1 2 3 Additional Functions PF KEYS PF12 Warns 4 digits Displays the original encumbrance object code automatically filled in by FAMIS PF2 Help 12 digits Shows the total amount liquidated for encumbered item 3 digits Automatically displays the encumbrance transaction code based upon what was entered in the Encumbrance field 12 digits Displays
139. ncumbrances 09 21 11 09 11 FY 2011 CC AM Screen ___ Account 440001 00000 Encumbrance B BENEFITS Obj Code 1906 Liquidated Tvpe 051 Adjustments Enc Ref BENOOO1 Current Date 08 31 2011 Description Amount Increase Decrease _ I D Cost Ref 1 2 3 Transactions 0 Amount 0 00 Batch 1586JC Date 08 31 2011 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Vou can access a list of the encumbrance tvpes if thev have been defined on Screen 853 bv placing your cursor in the Encumbrance field pressing PF2 and then pressing lt ENTER gt This does not include Purchase Order or Pavroll encumbrances To use this functionalitv FAMIS Services must define valid encumbrance tvpes on Screen 853 Departmental Accounting User Manual Page Il 31 Screen 57 Departmental Encumbrances cont d Screen 57 Encumbrance Types Pop up End of List 2 Type s Found Enc Type Description B BENEFITS W WAGES Select Type or Press lt PF4 gt to QUIT Basic Steps Enter a subsidiary ledger account and support account number in the Account field Type a encumbrance type code in the Encumbrance field and press lt ENTER gt The appropriate Obj Code Type Enc Ref and Date Current encumbrance fields are displayed automatically The date in the Date field defaults to the current processing date but can be changed Enter a reason describing the change to the e
140. nd then rotate it to another format for sorting on reports O Object Code A four digit number identifving specific items of revenue expense or attribute records Open Commitment An encumbrance P Parameter A variable that is assigned a constant value for a specific purpose or process It provides the user with defined choices for report selection processing or output requirements Purpose The function Departmental Accounting User Manual Page IX 29 Appendix Glossary cont d R Receipts Cash received from cash assets collections on account receivable and sale of other assets The purpose is to record money received by the institution to the GL SL and SA or bank accounts Recommendation The budget projection version that is submitted to the Budget Office for approval Regular Order A type or purchase order that denotes a typical order Remit To Address The address to which the check for goods and or services rendered will be sent Requisition A type of document that internally requests goods and or services to be acquired It must be authorized before being converted to a purchase order Retention Months A data element defined when creating a vendor This indicates the number of months a vendor is to be maintained on file after all outstanding items have been paid or reconciled Revenue Income or receipts Run Parameter A parameter from a control record or a program control transaction as opposed to a f
141. nnnnnnnannnnnnnnnnnaanenennnnnnnangeeemnnnnnanna az IV 28 Used to view detail support account transactions for a specified month 715 D pt Defined Profile Maint sccciesceeccescessccsesescceiecesssesseceseceiecesssesesesessssenevencvevevasevecsscsassssanabeasssesasrebececs VI 3 Used to create departmental profile and add update budget categories 720 SL Dept Defined Budget Maintenance serennnnzznnnnnnnnnnnnnnnnnnnenmzznnnnnnnnnnnzanznannnzznzenananannnzznmenzzznnnnzz VI 6 Used to attach a profile to a SL account and add update dollar amounts for a target budget 721 SL Sumimarv bV Target BUASCE es ices cccccscvcvedecsccensccdscsnseudsdistd Seaasdeacecesssssteusonesssasssncdbsletetiistaansssatelevicans VII 3 Used to view SL transactions a profile and target budgets 722 SL Budget Summary by User Defined Categories sssesnnnennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnannnznneenannnnnzzz VII 9 Used to view transactions for a SL using a department profile defined categories 730 SA Dept Defined Budget Maintenance srennnnznnnnnnnnnnnnnnnnnnnennznnnnzznznnzentnnnanznnnnnenazannanzzzmmenzzanananz VI 8 Used to attach a profile to a SA account and add update dollar amounts when a target budget is desired 731 SA Summary by Target Budget sssssesennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnannnnnnnnnnnnnnnnnnnnnananannnnnna VII 6 Used to view transactions for a SA using a department profile and target budgets
142. nsactions for a Month by Reference Number 2 or 4 IV 18 Screen 77 Transaction Inquiry on Reference Number 2 or 4 IV 21 Screen 78 Transaction Inquiry by Account Subcode Month seen IV 25 Screen 79 SA Detail Account Statement for a Month IV 28 Departmental Accounting User Manual Page l 5 Table of Contents cont d V Departmental Profile Functions PAGE FRS MO7 and Departmental Profiles Menu Screens ss ssseeeenenenzzsnneznnerenzznni V 3 SPR M12 Departmental Accounting Profiles Basic Concepts mm V 4 Define Departmental Profiles V 4 Assign Target Budgets V 9 VI Profile Maintenance Screen 715 Maintain Department Defined Profiles VI 3 Add New Department Profiles VI 3 Modify Department Profiles VI 3 Profile Categories VI 4 Profile Search and Select Vs VI 4 Screen 720 Add Update Dept Defined Subsidiary Ledger Budgets VI 6 Unallocated Revenue and Expense sse mennennzeznnenezenntani VI 6 Screen 730 Add Update Dept Defined Support Account Budgets Vl 8 Unallocated Revenue and Expense sse ennennnezknnnenzznnzzi VI 8 SPR Screen 160 Add Update Dept Defined SPR Project Budgets Vl 10 Unallocated Revenue and Expense ss ssseeeenenenzznnnnnkennnnnenzzani Vl 11 VII Profile Account Inquiry Screen 721 Display SL Ledger Account Summary by Target Budget VIl 3 S
143. nt for the budget pool in the second Support Account whose 5 digit ID number is YYYYY 12 digits Enter the dollar amount to be transferred from the FROM SA to the TO SA for specified budget pool category 13 digits Displays the anticipated change for the TO SA Departmental Accounting User Manual Page Ill 4 Screen 53 Support Account Budget Move cont d Totals Transactions Amount Batch Date Additional Functions PF KEYS PF5 Post 12 digits Indicates the total amount of funds to be transferred between the SA accounts 6 digits Identifies the number of transactions for this batch reference 13 digits Shows the total of all transactions processed for this batch reference 6 characters Indicates the batch reference number associated with the budget transactions posted 8 digits Displavs the date of the batch for the budget transactions See the Appendix for an explanation of the standard PF kevs Post Used to post the budget move transaction Departmental Accounting User Manual Page Ill 5 Support Account Budget Data List Screen 64 provides comparison of historical budget data for a Support Account SA online in FAMIS In addition to Original and Current budget information comparison displays are also available for Last Year and Next Year Screen 64 Support Account Budget Data List 064 Support Account Budget Data List 09 21 11 09 20 FY 2011 cc 02 Scree
144. ock the keyboard CLEAR Key The CLEAR key on many PC kevboards is the PAUSE key This key is often used to clear or refresh the screen before typing RESET Key After pressing lt ENTER gt to process data information note the status bar at the bottom of the screen When the system is processing information the symbol X or hour glass icon amp will appear You cannot enter additional information until the system is finished processing If any other symbols appear press your RESET key often the ESCAPE key on a PC Departmental Accounting User Manual Page IX 3 Appendix Instructions cont d ERASE END OF FIELD Key To erase all the information in a field with one stroke the ERASE EOF key on a 3270 keyboard is helpful For example a vendor name is held in context when moving from screen to screen To change to a different vendor use this key and the current vendor name on the Action Line will be removed Now the new vendor name can be input On most PCs the correct key to use is the END key on the numeric kevpad HOME Key From anywhere on the screen the most efficient way to take the cursor back to the Screen field on the Action Line is by pressing certain keys For the 3270 terminals the correct combination is the ALT RULE keys On most PCs the HOME key on the numeric keypad will work Protected Area The Protected Area is the area of the screen that will not allow the user to enter information Typing in
145. om Screen 823 followed by nine 9s Enter the amount you want to adjust the encumbrance by and then press PF5 to post the transaction Transactions ARE NOT POSTED until PF5 is pressed Basic Steps Enter an 11 digit Support Account in the Account field Type the wage PIN number in the PIN field Enter a Y in the Blanket Enc field if you want to encumber benefits at the blanket level Enter a reference document ID number in the Ref Doc ID field Indicate the type of encumbrance I for increase or D for decrease in the Increase Decrease field Enter the amount of the adjustment s in the Adjustment column and press lt ENTER gt If there are no errors and the information displayed is what was intended press PF5 to post the adjustment If PF5 key is not pressed the information will NOT be posted into accounting Field Desc ri ptions Required Help Field Help Available Using PF2 7 or Action Line Account 11 digits Enter the subsidiary ledger SL and support account SA number on which you wish to encumber funds PIN 6 characters digits Enter a Position Identification Number PIN Departmental Accounting User Manual Page Il 37 Screen 754 Payroll Encumbrance Adjustment Wage cont d Blanket Enc Thru Month Screen Information Acct Title Current Occupant UIN SSN Ref Doc ID Increase Decrease Salarv Current Amt Adjustment
146. or liability from one fund to another J JCL See Job Control Language Departmental Accounting User Manual Page IX 28 Appendix Glossary cont d Job Control Language JCL A problem oriented language used in IBM that expresses the statements of a processing job It is also used to identifv the job or describe its requirements usuallv to an operating svstem Journal Entrv A non cash transfer of dollars between two or more accounts L Ledger A collection of account records for an organization FRS contains two ledgers the GL balance sheet and the SL revenue and expense See also General Ledger and Subsidiarv Ledger Liabilitv Account In AP a GL account that is credited for the liabilitv when a voucher is processed Anv GL account that accepts a transaction creating a liabilitv Liquidate Reduce encumbrance through payment pay off debt M Map Code A five digit attribute code in an SL account indicating the GL Fund ID to which it relates Mandatorv Flag indicating whether the transfer is mandatory If no value is entered in the detail line s for this field the transfer will be flagged with the default value after pressing lt ENTER gt Memo Bank Account An account that represents the balances of demand deposits for operating accounts Menu A screen containing a list of available processes screens or other menus N Name Rotation A feature that allows users to print a vendor name in one format on checks a
147. ort Account Object Codes defining categories where money is expensed or received 4 digits Shows the current fiscal year Change to a previous year if needed 2 digits Identifv through which month the information is to be listed 2 characters Include the code for determining the data to be displaved For example FY Fiscal Year PY Project Year IN Inception of the project to date 1 character Y will calculate current month indirect cost charges for display only Actual posting is a batch job run at month end PF2 Help 30 characters Identifies the person responsible for the account PF2 Help 12 digits Shows the dollar amount that is excluded from the total PF2 Helpj4 characters Designates the department responsible for the account PF2 Help 1 character 3 digits ABR flag Indicates values for flag maintenance Y On N Off R Reject D Delete F Freeze B Bottom Line C Category Control Z Freeze direct only G Generate Expense Budget GEB ABR ABR number rule Departmental Accounting User Manual Page IV 16 Screen 74 Support Account Summary by Budget Pool cont d gt Additional Functions Departmental Accounting User Manual Net Dir BBA Map Code Unprotected Available Obj Description Budget Actual Encumbrances Available Account Total 12 digits Shows the Budget Balance Available attribut
148. ort Account Search cont d For example typing pres in the field may give you the following ART PRESERVATION 460597 00000 ARTS 01 COLLABOR INITIATIVE AG CAREERS 412084 00000 CITR RES1 DESIGNING LOW BIT RATE SIGNALS 412184 00000 ELEN RES1 EXPRESSION OF RICH GENE 160300 00042 BIOL FURNITURE PRESIDENT S RESIDENCE 883003 00000 PHPL You ll notice that you do not see PRES in two of the above titles that s because you are looking at the Short Title while the letters PRES are found in the Long Title visible on the account screens such as Screen 6 Field Desc ri ptions Required Help Field Help Available Using PF2 7 or Action Line Account Title Search Dept SDept Search Resp Person Search Include Deleted Accts Screen Information Sel Description Account Dept 11 digits Enter a Subsidiary Ledger Support Account number PF2 Help 20 characters Identify the title or portion of the account title you wish to search 2 fields 5 characters each Enter the department subdepartment code for the account you wish to search 20 characters Identify the name or portion of a name of the person responsible for the account search 1 character Indicate whether or not Y or N to include the deleted accounts 1 character Type X to select a particular support account FAMIS will display more detail on Screen 50 PF2 Hel
149. ot modify the default category control using Screen 50 You will need to make modifications on Screen 54 Departmental Accounting User Manual Page Il 4 Basic Concepts Support Accounting cont d Default Tolerance Percent Default tolerance percent is a percentage entered to allow a leewav or tolerance against the budget available This flag is used to control your budget at either the pool or the bottom line level If you turn the bottom line control flag on Y the default tolerance percent will applv to vour budget as a whole If vou set the default categorv control flag to W or R the default tolerance will apply to the budget at the pool category level If the bottom line control flag is set to Y and the default category control flag is set to W or R the default tolerance will apply to both and all transactions must pass both budget checks in order to be processed by FAMIS You may enter the default tolerance percent as either a positive or negative number For example Default Tolerance Percent 10 00 Default Tolerance Percent 10 00 For a budget of 1000 all transactions For a budget of 1000 all transactions totaling 1100 or less will be processed totaling 900 or less will be processed without warnings or rejections issued by without warnings or rejections issued by FAMIS FAMIS You are now ready to use Screen 50 to create your SA or you may contact the Fiscal Office and requ
150. our navigation in FAMIS more efficient 3270 Emulation Keys Special keys and key combinations must be used when working with FAMIS These keys are known as 3270 emulation keys and may be defined differently by each 3270 terminal or PC emulation software that you are using Contact your computer support person if you do not know how to identify the following keys on your computer PF Keys When a key is listed as PFn PF represents Program Function Many PCs use the function keys labeled Fn for these PF keys Others have special combinations of keys to represent the PF keys for example on a Memorex emulation a combination of the ALT key and the number 1 will represent the PF1 key At the bottom of the FAMIS screens there are PF keys listed that can assist in the use of the screen For example at the bottom of Screen 164 Voucher Inquiry by PO Number there is a PF11 kev with the word Right under it This means that bv pressing PF11 the screen listing will scroll to the right for an additional panel of information TAB and BACKTAB Kevs Use the TAB and BACKTAB kevs on a 3270 terminal to move from field to field This will position the cursor at the start of each field Most PCs have a key labeled TAB while the BACKTAB is a combination of the SHIFT TAB kevs Using the arrow keys instead of the TAB keys to move around the screen may lock the computer keyboard Use the RESET key then the TAB key to position the cursor and unl
151. p 31 characters Shows the description or title of the support account 11 digits Displays the 11 digit support account number the first six digits being the attached SL account PF2 Help 4 characters Shows the code for the department responsible for the account Departmental Accounting User Manual Page IV 10 Screen 68 Support Account Search cont d SDept PF2 Help 5 characters Identifies the code for the sub department responsible for the account Responsible PF2 Help 18 characters Person Shows the person responsible for the account R PF2 Help 1 character Flag set to Y identifies the account as an SRS account Additional Functions PF KEYS See the Appendix for explanation of the standard PF keys PF9 Download Dload Used to download the information through Entire Connection This download is restricted to 5000 records Departmental Accounting User Manual Page IV 11 Support Account List with Category Totals To find information on specific 11 digit accounts Subsidiary Ledger account number plus Support Account number you can view Screen 69 Information is totaled through a specified month If PY or IN the display won t be correct unless the year end process flag is set to P on Screen 6 Screen 69 Support Account List with Category Totals Panel 1 069 SA 11 Digit List with Category Totals 09 21 11 09 37 ERGONOMICS FY 2012
152. pent and unencumbered Budget Fiscal Year Budgets are prepared in one fiscal year for the next fiscal year The default is always the next fiscal year when using any Budget Preparation screen Budget Pattern Used to group individual object codes or ranges into budget categories to establish new fiscal year budget Tracks current and past year account activity in order to develop the new fiscal year budget Budget Pool A budget summarized at significant levels of revenue or expense A single pool of money defined for use by specific object codes Budget Version Various versions of a budget can be created and names for comparative purposes Buying Account Account which is allowed to purchase from a specific selling account via an interdepartmental transfer C Capital Assets cash means property resource Cash Coins currency checks and anything else a bank will accept for immediate deposit Cash Disbursement A non vouchered payment for goods received services rendered reduction of debt or purchase of other assets Cash Receipt Cash received from cash sales collections on accounts receivable and sale of other assets Chart of Accounts A listing at the 6 digit level of all account numbers within FAMIS Sometimes the COA defines the accounts at the 10 digit level as well Departmental Accounting User Manual Page IX 24 Appendix Glossary cont d Check Override The capability to bypass on an individua
153. ppropriate effort categorv code for the account This is a kev item in preparing the IDC calculation For example Blank Not specified CSIN Cost share instruction CSOR Cost share organized research CSOS Cost share other spon activities DCSH Direct Cost sharing PF2 Help 5 characters Designate the department responsible for the account PF2 Help 5 characters Indicate a sub grouping for departments using the account PF2 Help 2 characters Identifies the executive level office responsible for the account PF2 Help 2 characters Indicates the division using the account PF2 Help 2 characters Identifies the college responsible for the account 5 characters digits Include the mail code for the location or address of responsible person Secondary mail code used the same as Mail Code 1 Format is AXXXX where A is a location indicator and XXXX are user defined numbers or alpha characters 1 character Indicate whether or not Y or N a statement for the account is to be printed PF2 Help 2 digits Identify which TAMUS member the account is associated with For example BL Not specified 02 Texas A amp M University 15 TAMU Corpus Christi 20 TVMDL 21 TAMU Commerce PF2 Help 1 character Indicate whether or not Y or N work associated with the account is being done off campus Work done off campus may be subject to different indi
154. r Y identifies this is as an SRS account Account Title 35 characters Type the title of the account Security 6 digits Enter a TINS security code indicating who can change the vendor you set up Valid values are O 1 or 2 Resp Person PF2 Help 9 digits Type the UIN of the person responsible for the account SA Group PF2 Help 6 digits Use as a user defined security code for support accounts Bot Ln Cntl PF2 Help 1 character Indicate whether or not Y or N bottom line control is used on the attribute record only Departmental Accounting User Manual Page Il 16 Screen 51 Support Account Attributes Fiscal Office Use Only cont d Defit Cat Cntl Deflt Cat Tol Pct Default Bank Override Delg Type Old Acct Alt Banks Roll BBA to Base P Card Bank SL Function SA Function 1 character Include the appropriate code to instruct the system on how to perform default category control budget checks at the category pool level Now shown on the screens as Budget Control On the Attribute record this field will contain the initial default values for the dollar records On the dollar records it can have specific values for each record For example N No Budget Control W Warning if over budget R Reject if over budget PF2 Help 5 digits Indicate the percentage the category can go over budget Negative values are also support
155. r bank account Can reverse an encumbrance A payment for goods received services rendered reduction of debt or purchase of other assets that does not go through the AP voucher svstem Discount Account The account credited for discounts taken bv the svstem when a check is written Discount Table A table containing user defined values representing discount terms for vendors Dollar Data A record of the dollar amount and the tvpe of financial transactions posted to an account Dollar Limit A code used in Accounts Pavable to specifv a check amount If the amount of a vendor s check is greater than this value the check will not be generated Drop Flag A data element whose condition signifies that a document is to be removed from the database immediatelv E Encumbrance An obligation incurred in the form of a purchase order or contract also referred to as an open commitment Endowment Funds received by an institution from a donor who specifies the condition that the principal not be spent Endowment Income The income generated by investing the principal of an Endowment Fund Departmental Accounting User Manual Page IX 26 Appendix Glossary cont d Entry Code The initial three digit code on a transaction that denotes the transaction type This code which is mandatory for all FRS transactions is predefined by the system It is also known as the Transaction Code Expended Depleted used up Expense Cost disbursement
156. ransaction Record 06 08 2011 TODAY S BUSINESS SOLUTIONS LLC 22 16 TransCode 068 JE Voucher Dir Ind D Account 270300 06000 4010 HELP DESK Supplies Office General Offset 027030 00000 2100 COMPUTING INFORMATION SERVICES Accounts Payable PO Enc Ref 1 027031A Cost Refl Fiscal Yr 2011 Ref 2 1512367 2 Proc Month 10 Ref 3 3 Batch Date 06 08 2011 Ref 4 2629928 Bank 06000 Batch Ref PVP240 Vndr Card Id ivvvvvvvvvi Enc Obj Cd 4010 Ovrd Comp Cd Processed 06 08 2011 17 26 48 Liquidation Amt 22 16 User Id K702FA Oper Id Indirect Base Code Term Id STEPO1 A r jA ase Amount 0 00 ackina 8298 PF3 Back to 078 PF4 Exit PF6 Indirect Accts PF7 Corrections Indirect Account Information for Direct Detailed Transaction Record General Ledger 027030 COMPUTING INFORMATION SERVIC Account Amount Account Control Title 027030 3200 22 16 Fund Bal Designated 027030 9620 22 16 Encumb Sum Ledger 2 027030 9520 22 16 Expense Sum Ledger 2 PF3 Back to 078 PF4 Exit Departmental Accounting User Manual Page IV 27 SA Detail Account Statement for a Month You can locate transactions against an account in a given month by using Screen 79 The information and column headings on this screen will change depending on the reference number entered in the Reffield Screen 79 SA Detail Account Statement For A Month Panel 1 Screen 79 SA D
157. ransactions using Screen 715 For a detailed explanation of how to use Screen 715 see the Profile Maintenance section of this manual Departmental Accounting User Manual Page V 5 Departmental Accounting Profiles Basic Concepts cont d Step 1 Define the Profile Screen 715 Department Defined Profile Maintenance 715 Dept Defined Profile Maintenance 09 21 11 08 55 FY 2011 CC AA Screen Profile Dept MISP_ Profile Name PROFILEL Profile Long Name Profile Number 1 rj Message Salaries 1000 1999 kkkkkk End of List Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Each profile is defined bv a department and with a unique name the profile above belongs to the department MISP and is named PROFILE1 Profile search and select is available for all profiles within a particular department If you do not know the name of the profile enter an asterisk f in either the Profile Dept field or the Profile Name field and press lt ENTER gt to access a pop up window Enter the department code in the Search field and press lt ENTER gt to display a list of profiles for the department Type an X to the left of the desired profile and press lt ENTER gt to select the profile In PROFILE1 the account revenues are divided into two groups General Revenue and Sales amp Services Revenue When you link this profile to an accoun
158. rect cost rates Departmental Accounting User Manual Page Il 18 Screen 51 Support Account Attributes Fiscal Office Use Only cont d Admin For and Center CC Dept SDept For Research Projects 90 Day Pre Start Date End Date Classing Cd TAMRF Nbr CS Acct Link Long Title Indirect Cost Base PF2 Help 2 digits Campus Code data for this field is associated with the Maestro system PF2 Help 5 characters digits Department data for this field is associated with the Maestro system PF2 Help 5 characters digits Subdepartment data for this field is associated with the Maestro system 1 character Type Y if this support account can be used for pre awards 8 digits Identify the date when an account was will be activated Also used to identify the start date of the budget period related to sponsored projects PF2 Help 8 digits Indicate the date when an account was will be terminated as an active account Also used to identify the ending date of the budget period related to sponsored projects 1 character Indicate whether or not Y or N the account should be included on the classing list used by TAMRF when applicable N No Y Yes BLANK Not Applicable No Unknown 11 digits Identify the TAMU Research Foundation project number associated with the account PF2 Help 2 digits 6 digits Include the Campus Code and linked cost share a
159. reeze Bottom Line Category Control Freeze direct only Generate Expense Budget GEB ABR number rule OO NO nn CR AT A gt es po il Obj PF2 Help 4 digits Displays the object code for the budget line item Description PF2 Help 20 characters Shows the description of the object code line item Original PF2 Help 12 digits Displays the original budget amount budgeted for the line item Current PF2 Help 12 digits Indicates the current budget amount available for line item Last Year YTD 12 digits Displays the year to date dollar amount budgeted for the previous year Next Year YTD 12 digits Identifies the year to date dollar amount budgeted for next year Running Total 12 digits or Account Total Indicates the total current dollar amount displayed in each column or total amount for the account Additional Functions PF KEYS See the Appendix for an explanation of the standard PF keys Departmental Accounting User Manual Page Ill 7 Screen 64 Support Account Budget Data List cont d Departmental Accounting User Manual Page Ill 8 Section IV Support Account Inquiry Departmental Accounting User Manual Page IV 2 Transaction Inquiry by Support Account FAMIS lists information about transactions previously entered against the selected account The transactions are positioned by the Subcode and are found on Screen 63 Screen 63 Transaction Inquiry by Support Account P
160. rofile category See the Appendix for an explanation of the standard PF kevs Print Account Information Used to print account information from FAMIS using Entire Connection See the FAMIS Entire Connection User s Manual for greater details Departmental Accounting User Manual Page VIl 8 SL Account Summary by Categories You may view your transactions budget actuals and encumbrances for your Subsidiary Ledger SL account with the user defined categories by accessing Screen 722 Screen 722 SL 6 Digit Summary by User Defined Categories Panel 1 722 SL 6 Digit Summary by User Defined Categories 09 21 11 11 08 STADIUM REVENUE FUND FY 2012 CC 02 Screen Account 300090 Budget FY 2012 Thru Month 9_ September FY PY IN to Date FY Profile Dept ATLT Name GENERAL _ Department ATHL Resp Person BOLTON JR BENJAMIN B Flags DF DB R Map Code 30009 N N N N 001 Category Description Budget Actual Encumbrances Available Unallocated Budget Rev 70551247 70551247 Uncategorized Revenue 10381402 10381402 Total Revenue 70551247 10381402 60169845 Unallocated Budget Exp 1478228 1478228 Uncategorized Expense 1478228 1478228 Budget Entries 37082192 37082192 Salaries 16358497 20259 16338238 Wages 227275 227275 Fringe Benefits 3066651 54641 3012010 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 Eee AP Hmenu Help EHelp Print Left Right Screen 722 SL 6 Digit Summarv bv User Defined Categories Panel 2
161. sponsible for the selected account Departmental Accounting User Manual Page VII 10 Screen 722 SL Summary by User Defined Categories cont d gt Additional Functions Flags Map Code Category Description Budget Actual Encumbrances Available Panel 2 CM Actual PF KEYS PF9 Print 1 character 3 digits ABR flag Indicates values for flag maintenance Y On N Off R Reject D Delete F Freeze B Bottom Line C Category Control Z Freeze direct only G Generate Expense Budget GEB ABR ABR number rule PF2 Help 5 digits Shows the General Ledger GL account associated with the selected Subsidiary Ledger SL account 25 characters Displays a description of the profile category 12 digits Identifies the dollar amount of the official budget grouped in the user defined categories 12 digits Shows the actual dollar amount of transactions processed for the profile categorv 12 digits Indicates the dollar amount of encumbrances processed for the profile categorv 12 digits Displavs the net dollar amount available after all transactions actuals and encumbrances have been processed against the budget pool 12 digits Identifies dollar amount of actual transactions completed during current month i e month indicated in Thru Month for the profile category See the Appendix for an explanation of the standard PF kevs Print Acco
162. ss PF5 to post the transaction Departmental Accounting User Manual Page Ill 3 Screen 53 Support Account Budget Move cont d Field Descri ptions Required Help Field Help Available Using PF2 7 or Action Line Acct From SA ToSA Thru Month Screen Information RefNo 1 2 3 4 Cost Ref1 2 3 Page _ of _ Viewed Cat Desc XXXXX Budget YYYYY Budget Adjust New YYYYYY Bud 6 digits Identifv the parent Subsidiary Ledger SL account number 5 digits Enter the Support Account SA number from which that budget is to be transferred 5 digits Enter the Support Account number into which that budget is to be transferred 2 digits Indicate through which month to display account transaction activity 7 characters digits Identify a user defined sequence reference number that identifies the budget transaction 7 characters Include the user defined reference number identifying budget transactions for the selected account Only used by TTI and TAMRF 2 digits Shows the number of pages to be viewed 4 digits Identifies the budget category pool subcode based on the ABR rule for the account 17 characters Displays the description of the budget pool subcode 13 digits Indicates the current budgeted amount for the budget pool in the first Support Account whose 5 digit ID number is XXXXX 13 digits Indicates the current budgeted amou
163. sssssssesseeees VIII 8 Used to view transactions for a project using a department profile defined categories Departmental Accounting User Manual Page IX 11 FAM IS Transaction Codes FAMIS uses a 3 digit transaction code to determine how transactions are processed The last digit is often used as a reference to further describe the transaction The exception is a full 3 digit code to indicate special processing Many of these codes are used for budge t transactions encumbrances and beginning balances Financial Accounting 02x Budgets Screens 10 10A 10B 10C 10D Disbursement to Other Receipt of funds via equity transfer from Members to System for share of benefits paid by System 04x Disbursements Screen 13 020 Original Budgets amp Original Budget Corrections Special FAMIS Processing 021 Revised Budgets General Special FAMIS Processing 022 Budget Transfers Special FAMIS Processing 023 Base SL to SA Original Special FAMIS Processing 024 Base SL to SA Revised Special FAMIS Processing 025 SA to SA Within SL Only Special FAMIS Processing 027 Begin Year Budget Forward Special FAMIS Processing 03x Receipts Screen 12 030 Regular Cash Receipts Dept Sales Payments to Clearing Accts User Defined 031 Investment Earnings User Defined 032 Gifts User Defined 033 Miscellaneous Receipts User Defined 034 Cashiers Vault Entries User Defined 038 Payroll Interpar
164. system to reject all transactions that may cause the SA budget to exceed the bottom line N Nocontrol on bottom line Allows the system to process all transactions including those that cause the SA budget to go over the bottom line The P flag on Screen 10D will still display PF2 Help 1 character N R Values of R will cause the transaction to reject if the pool or category is over budget W No budget control at the category level Reject if over budget Warning if over budget Instructs to display a warning message only PF2 Help 5 digits Indicate the percentage the category can go over budget Negative values are also supported 1 character Identify whether or not to freeze the account from making direct expense transactions those within the 1000 9599 object code range Revenue and indirect are still allowed to post Y Freeze direct expenses N or blank do not freeze See the Appendix for explanation of the standard PF keys Interest Shows the account numbers using specified interest account Warnings Displays nonfatal FAMIS warning messages Page Il 26 Support Account Transaction Move Use Screen 56 to move transactions online from one Support Account to another This is beneficial to departments as they can manage their SA accounts without Business Office involvement Transaction types 02x and 05x are not allowed on this screen
165. t 25 characters Displays a brief description of the profile category 12 digits Identifies the dollar amount of the official budget grouped in the user defined categories Departmental Accounting User Manual Page VIII 9 SPR Screen 162 Actual Encumbrances Available gt Panel 2 CM Actual Additional Functions PF KEYS PF9 Print Project Summary by User Defined Categories cont d 12 digits Indicates the actual dollar amount of transactions processed 12 digits Indicates the dollar amount of encumbrances processed 12 digits Indicates the net dollar amount available after all transactions actuals and encumbrances have been processed against the budget pool 12 digits Identifies the dollar amount of actual transactions completed during the current month i e the month indicated in the Thru Month field for the profile categorv See the Appendix for an explanation of the standard PF kevs Print Account Information Used to print account information from FAMIS using Entire Connection See the FAMIS Entire Connection User s Manual for greater details Departmental Accounting User Manual Page VIII 10 Section IX Appendix Departmental Accounting User Manual Page IX 2 Instructions Listed below are general instructions that will make your job easier as you use FAMIS to input or view document information Please become familiar with the information in this reference as it can make y
166. t you will be able to see the actual transactions grouped according to these two categories Similarly the expenses are broken out to reflect two types of travel In State and Other The category Office Supplies has also been created so that expenditures on office supplies may be viewed separately from all other expenses Every object code should fit into one of the categories Order is also important A transaction will be lumped into the first category that its object code fits Categories may include more than one object code range Departmental Accounting User Manual Page V 6 Departmental Accounting Profiles Basic Concepts cont d Step 2 Tie Each Account to a Profile As a time saver you can attach a profile to each of your accounts When you do this the profile view screens Screen 721 Screen 722 Screen 731 and Screen 733 will show your account detailed at the categories defined by the attached profile without the need for you to key the profile department and name each time For account 339999 associated with Profile the entire FAMIS ABR budget posted by the fiscal office appears in either the FY Unallocated Revenue or FY Unallocated Expense fields see below Screen 720 SL 6 Digit Dept Defined Budget Maintenance 720 SL 6 Digit Dept Defined Budget Maintenance 09 21 11 16 24 MISP FY 2012 CC AA Screen Account 339999 Fiscal Year 2012 Profile Dept MISP Name PROFILEL Profile Number 1 FY
167. t Transfers Assigned by FAMIS 039 Equity Transfer Receipts Interpart IDTs Credit to One Part Assigned bv FAMIS 043 Miscellaneous Disbursements User Defined 044 Cashiers Vault Entries User Defined 045 Miscellaneous Cash Disbursements Travel Advance Work Funds JUser Defined 046 Change of Source of Funds Assigned bv FAMIS 047 AP Check Voids Assigned bv FAMIS 048 AP Disbursements Assigned by FAMIS 049 Payroll Disbursements Equity Transfer Disbursements Assigned by FAMIS 05x Encumbrances Screen 11 050 Previous Year s Encumbrances Special FAMIS Processing 051 Salary Encumbrances Assigned by FAMIS 054 Requisition Assigned by FAMIS 055 Purchase Order Assigned by FAMIS 057 Encumbrance Begin Year Carry Forward Special FAMIS Processing 058 Regular Encumbrance User Defined 059 Current Year Encumbrances budget check regardless of flags Special FAMIS Processing E5x Blanket Wage Encumbrances Assigned bv FAMIS Departmental Accounting User Manual Page IX 12 FAMIS Transaction Codes cont d Financial Accounting Transaction Codes cont d 06x Journal Entries Screens 14 14A 25 35 36 37 85 86 060 Real Journal Entries User Defined 061 JE for IDTs Assigned by FAMIS 062 JE for Cash Sales Payments on Receivables overrides freeze Assigned by FAMIS 063 JE from Student Feeds Assigned by FAMIS 064 JE from
168. t level after this flag is set It is the department s responsibility to notify Financial Management Operations when only support accounts are to be accepted If Financial Management Operations is not notified the account will accept documents at both the support account and the parent account levels 4 The following issues need to be addressed by the department before allowing support accounts only e Form 500 s for all employees paid on the account need to be processed This includes current employees as well as new employees e Centrex Stores Physical Plant and CIS must be notified to include support accounts when billings are processed e Credit cards for Stores and Bookstore need to be reissued to include the support account number 5 The monthly FAMIS statement will include statements at the support account and parent account level 6 Any existing encumbrances on the parent account that will last for two months or longer and are not salary encumbrances should be transferred to a support account during the transition period Checklist Date Contacted Dept Date Moved if applicable Form 500 for Payroll Centrex Stores Physical Plant CIS New Credit Cards Encumbrances Moved Fiscal Contacted to set flags for Support Account ONLY Departmental Accounting User Manual Page Il 6 Basic Concepts Support Accounting cont d Support Account FAQs 1 Should I use the 00000 e g 240007 00000 parent account
169. tegory Updates To update the effort category for a support account SA use Screen 51C All fields entered on this screen override fields on the parent SL account Screen 51C SA Effort Category Updates 51C SA Effort Category Updates 09 21 11 09 02 FY 2012 CC 02 Screen Account 144010 00000 Effort Category DINS_ DIRECT INSTRUCTION Dept VBMS VET BIOMEDICAL SCIENCE sse e SL Information Display Only Effort Categorv DINS DIRECT INSTRUCTION Dept VBMS VET BIOMEDICAL SCIENCE Fund 05 STATE GENERAL REVENUE Function 10 INSTRUCTION Comments STATE FUNDING FOR THE COLLEGE OF VETERINARX MEDICINE BIOMEDICAL SCIENCE OPERATING EXPENSES PURCHASES MUST FOLLOW STATE GUIDELINES Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Type the account number in the Account field and press lt ENTER gt to display current effort categorv information e Modify the fields as desired and press lt ENTER gt to record the information Field Desc ri ptions Required Help Field Help Available Using PF2 or Action Line Account 11 digits Enter the desired Subsidiary Ledger SL account Support Account SA number to be updated Screen Information Effort Category 5 characters Enter the effort category code for the account For example Blank
170. the adjustments other than liquidations made to an encumbrance 7 characters digits The value displayed is based on the type entered in the Encumbrance field 12 digits Shows the current amount of encumbrance 8 digits Indicates the date the encumbrance was entered If blank it will default to the batch session date 31 characters Provide a description of the reason for the change to the encumbrance 13 digits Enter the amount of the change to the encumbrance 1 character Indicate if the amount is an increase I or decrease D 8 digits If necessary provide the appropriate cost reference value defined by your department This is currently only used by TTI and TAMRF See the Appendix for explanation of the standard PF keys Warnings Displays nonfatal FAMIS warning messages if any Departmental Accounting User Manual Page Il 33 Support Account Category Maintenance Screen 58 is used to set the Support Account category flags These flags include the Bottom Line Budget Control Unprotect Budget Control flag and the Default Category Control flag In addition there is a field provided to enter the Default Category Tolerance Pct Percent For additional information see Screen 54 Screen 58 Support Account Category Maintenance 058 Support Acct Category Maintenance 09 21 11 09 13 FY 2011 CC 02 Screen Account 271300 00000 FMO Support Account Flags Note A Budget Control Flag of N does not chec
171. tivity against an account It can only be set at the 6 digit level It logically removes the account from the files but continues to store it for auditing and comparative reporting purposes the account can be reinstated by setting the flag to N off unless the delete flag for the related GL account is on Before the delete flag can be set the following conditions must be met 1 The budget balance available must be zero 0 2 There can be no outstanding or open encumbrances against the account 3 The account must have been inactive during the current month The system will not delete an account that has had activity during the current month Departmental Accounting User Manual Page IX 20 Flag Maintenance Definitions cont d Drop Flag The drop flag identifies an account that is to be physically purged from the file When the drop flag is set to Y on the account is removed from the file It is recommended that an account not b dropped except at the end of the fiscal year or if the account was created in error and has no dollar activity Before the drop flag can be set the delete flag for the account must be set to Y on Annual Budget Reallocation ABR The ABR flag specifies the automatic budget reallocation rule that applies to the account set to 001 009 Departmental Accounting User Manual Page IX 21 Flag Maintenance Definitions cont d Departmental Accounting User Manual Page IX 22 Glossar
172. tract and grant subsidiarv ledger and support accounts except those in the 461nnn range The 461nnn accounts are residual funds In other words thev are funds left over from contracts that the department gets to keep and use So departments mav create support accounts for the 461nnn accounts 6 Why don t departments generally need to set the Default Category Control flag on Screen 50 when setting up support accounts a The Default Category Control flag is used when an account has numerous budget pools that need additional controls set on them Most of Texas A amp M s accounts have only one budget pool the 1000 All Expense Pool so setting this flag on support accounts is not necessary Departmental Accounting User Manual Page Il 7 Basic Concepts Support Accounting cont d However the Contract Administration Department frequentiv uses this flag for contract and grant accounts These accounts frequently have numerous budget pools For example travel fringe equipment etc Each category can have an allotted budget This flag controls what can happen with the budget for each category no budget control warning if over budget reject if over budget 7 How do the payroll encumbrances work with support accounts a Very Important If salary and wage activity will be recorded on the support account then the SA Transactions flags on Screen 6 MUST be set to B for Budget Expense and Actual Expense since the Form 500 moves bud
173. transaction code for the tvpe of financial transaction being posted 1 digit Designates the reference used for identifving information about posted financial transaction The number displayed is determined by the entry in the Display Ref field Refi PO Ref 2 Voucher Ref 3 A P Check Ref 4 Departmental Voucher H 4 digits Shows date financial transaction was posted 12 characters Provides a summary description of the posted transaction The full description is shown on Panel 2 12 digits Gives the dollar amount of the transaction 1 character Shows the transaction indicator as credit C debit D or encumbrance liquidation P for Partial or F for Final 6 characters digits Designates the individual batch reference header where this transaction was entered 15 digits Displays the GL account offsetting the dollar amount of the transaction 5 digits Displays the bank account number if Y was entered in the Bank Option field Panel 2 Displays the full Description for the transaction PF KEYS PF6 View PF9 Dload See the Appendix for explanation of the standard PF keys View View the detailed transaction record Download Used to download the information through Entire Connection Departmental Accounting User Manual Page IV 5 SA Summary for SL with Category Totals To find Support Account summary information for a Subsidiary Ledger SL account you can view Screen 65 Information
174. udget Exp 60330 60330 Uncategorized Expense 8078 8078 Total Expenses 60330 8078 52252 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 LPF10 PF11 PF12 Hmenu Help EHelp Print Left Right SPR Screen 162 Project Summary by User Defined Categories 162 Project Summary by User Defined Categories 09 27 11 14 52 PERFORMANCE CRITERIA FOR RETROREFLECT FY 2012 CC 99 Screen Project 4761100000 Budget FY 2011 Thru Month 9_ September FY IN to Date FY Profile Dept ADMN Name RF ADMIN _ Sponsor 0000730 DOT FEDERAL HIGHWAY ADMINISTRA Begin Date 09 08 2006 End Date 12 31 2010 Category Budget CM Actual Actual Encumbrances Available Unalloca 60329 60329 Uncatego 8078 8078 8078 Total 60329 8078 8078 52251 Unalloca 60329 60329 Uncatego 8078 8078 8078 Total 60329 8078 8078 52251 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Print Left Right Basic Steps e Type a project number in the Project field and press lt ENTER gt e Type a profile department and name if one is not already linked to the project e Press lt ENTER gt to display the project account information e Use PF9 to print account information using Entire Connection Departmental Accounting User Manual Page VIIl 8 SPR Screen 162 Project Summary by User Defined Categories cont d Transaction Matching Process FAMIS determines where transactions are displayed o
175. unt Information Used to print account information from FAMIS using Entire Connection See the FAMIS Entire Connection User s Manual for greater details Departmental Accounting User Manual Page VII 11 SA Summary Displayed by Categories You may view your transactions budget actuals and encumbrances for your Support Account SA with the department defined profile categories by accessing Screen 732 Screen 732 SA 11 Digit Summary by User Defined Categories Panel 1 09 21 11 11 09 FY 2012 CC 02 732 SA 11 Digit Summary by User Defined Categories STADIUM REVENUE FUND Account 300090 00000 Budget FY 2012 Thru Month 9_ September FY PY IN to Date FY Profile Dept ATLT_ Name GENERAL _ Resp Person BOLTON JR BENJAMIN B Flags DF DB R N N N N 001 Screen Department ATHL Map Code 30009 Category Description Budget Actual Encumbrances Available Unallocated Budget Rev 70551247 70551247 Uncategorized Revenue 22580 22580 Total Revenue 70551247 22580 70528667 Budget Entries 61427930 61427930 Contracted Services 179156 179156 Total Expenses 61607086 179156 61427930 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 P PF11 Hmenu Help EHelp Print Left Right Screen 732 SA 11 Digit Summary by User Defined Categories Panel 2 09 21 11 11 10 FY 2012 CC 02 732 SA 11 Digit Summary by User Defined Categories STADIUM REVENUE FUND Account 300090 00000 Budget FY 2012 Thru Month
176. unt number and Support Account number in the fields provided Provide additional information as desired e Press lt ENTER gt to view the information Departmental Accounting User Manual Page IV 28 Screen 79 SA Detail Account Statement for a Month cont d Field Descri ptions f Required Help Field Help Available Using PF2 or Action Line Screen Information Account Month Ref Rev Exp Page _of Panel 1 gt Date Description Ref _ Budget Sales or Expenses Encumbrances Panel 2 Ref 1 Ref 2 Ref 4 11 digits Enter a Subsidiary Ledger account number Support Account number 2 digits Designate the month of transactions to be displayed 1 digit Enter the desired user defined reference number to be displayed 1 character Indicate whether revenue or expense transactions for the month should be listed 3 digits Indicate which page of the report is to be displayed 4 digits Shows the date of the transaction 20 characters Provides a description of the transaction 7 characters digits Shows user defined reference number for the transaction The display is determined by the number entered in the Ref field 15 digits Identifies the funds budgeted and the allocation of these funds to expenses 15 digits Displays the dollar amount of the transaction as sales or an expense 15 digits Shows dollar amount of the encum
177. vou would like to make suggestions or call attention to errors please contact us at 979 458 6464 or copv the page with the error note the correction or suggestion and send it to one of the following addresses College Station based FAMIS Services The Texas A amp M University System 1144 TAMU College Station TX 77843 1144 Non College Station based FAMIS Services The Texas A amp M University System 301 Tarrow Street College Station TX 77840 7896 Departmental Accounting User Manual Page l 3 Departmental Accounting User Manual Page l 4 Table of Contents l Introduction PAGE M05 MO6 Departmental Inquiry and Maintenance Menus l 7 Il Support Account Maintenance Basic CONCEPTS eiiis tiniee estrenarse aaae iiaae anaien iaaii Il 3 What are Support Accounts ss ssseeenenezzannenzannenananznazznnnnna Il 3 Valid ACCOUNTS annee ss hessste tel interet teintes Il 3 Support Account Budget Attributes ss sseeenennnnnzennenennni Il 4 Create Support ACCOUnts cccseeeeeseseeesessseseesseeeeeeeees Il 4 Bottom Line Control d a a aa a Il 4 Default Category Control Il 4 Default Tolerance Percent sse sssseenenznnnnezznnnazzznnzami Il 5 TAMU Support Account Checklist e eeenennnznzennenenzzanenznna Il 6 Support Account FAQS se Il 7 Screen 50 Create Modify Your Department Support Accounts ssseeenenz Il 10 Add a New Support ACCOUNT Il 10 Modify an Existing Support Account sem ess
178. y A ABR See Automatic Budget Reallocation ABR Pool Table A user defined table assigning rules for budget pools and the subcode ranges participating in each pool Account A functional unit identified by an account ID that serves a particular accounting purpose where one person has primary responsibility for it Accounts include balance sheets GL and revenue expenditure accounts SL A building in the Plant Funds area is an example of a General Ledger account and the President s Office is an example of a Subsidiarv Ledger account Account Control The last four digits in the ten digit account number for a General Ledger account The account control designates a specific asset liabilitv fund balance fund addition fund deduction or summary control Account ID A 6 digit identification number for an account Account Number A 10 position ID within the master file of the Financial Records Svstem The first 6 positions identifv the specific account while the last four positions identifv the account control for a balance sheet account GL and the object code for a revenue or expenditure account SL Accounts Pavable An application of the Financial Records Svstem FRS AP processes vendor pavments and keeps track of financial activitv involving vendors Action Context Line The screen line usuallv fourth from the top or lines into which the screen to be accessed and the kev of the data to be addressed are input and displaved
179. your profile the profile inquiry screens Screen 731 and Screen 732 will display the SA data detailed at the profile categories without requiring you to key the profile department and name each time you wish to view the account data Screen 730 is also used to allocate funds for the individual categories of your profile Your profile may be associated with many accounts but in a specific fiscal year your account may only be linked to only one profile at a time Screen 730 SA 11 Digit Dept Defined Budget Maintenance 730 SA 11 Digit Dept Defined Budget Maintenance 09 21 11 17 00 MISP FY 2012 CC AA Screen Account 339999 00000 Fiscal Year 2012 Profile Dept MISP Name PROFILEL Profile Number 1 FY Unallocated Revenue 300000 00 FY Unallocated Expense 250000 00 Category Description FY Budget General Revenue 120000 00 Sales amp Services 50000 00 Salaries 50000 00 Travel In State 50000 00 Travel Other 10000 00 Office Supplies 25000 00 Other Expenses 10000 00 Indirect Cost 30000 00 kkkkkk End of List Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Type a Support Account SA number in the Account field e Press lt ENTER gt to display any existing profile information e Type a profile department and name e Press lt ENTER gt to attach the profile to the account e Type target budget amounts for the profile categori

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