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Budget Preparation User Manual - The Texas A&M University System

1. Hmenu Help EHelp Exit Left Right Reset PF12 Reset Reset Refreshes the screen as if no processing has been performed Pop Up Field Descriptions Panel 1 F 1 character Indicate whether you wish to Blank No Action A Add record D Delete record P Position not always available U Update record Account 11 digits The SL SA account and the subcode of the account receiving the override End Date 8 digits Identifies the date the override expires End time is also used Date and time must be greater than or equal to current date The default is three business days from the current date End Time 6 digits characters Identifies the time the override expires End date is also used Date and time must be greater than or equal to current date Time must be between 12 01 am and 5 30 pm default is 5 30 pm Exp 1 character Indicates if the override has expired Description 18 characters Lists the account title Entering Level 8 characters Identifies the level setting the account override Attribute 11 characters Identifies the value of the level setting the account Budget Preparation User Manual Page VII 16 Screen 576 Lock Unlock Member cont d Panel 2 Added Dt 8 digits Date the account override was created User Id 8 characters digits FAMIS User Id of the person creating the override Modify Dt 8 digits Date the account override was last modified User Id 8 characters digits FAMIS
2. Copy If the cursor is placed at the top of this screen using this PF key will copy the version on the Action Line to another version name Please enter a copy to Budget Version Name Copy to Budget Version Do you want to Copy Y N Y If the cursor is in the prior year area of the screen press this key to copy data from the column where the cursor is positioned into the new year budget column marks the column being copied Do you want to copy from the marked column to the Budget Version Budget Preparation User Manual Page VI 11 Screen 589 SL 6 Digit New Budget Entry cont d PF9 Print Print Download a report using Entire Connection PF10 Save Save Saves the current version PF11 Submit Submt Submits the current budget version If the version has not been saved it will also perform the save function Budget Preparation User Manual Page VI 12 SA 11 Digit New Budget Entry The main purpose of Screen 599 is to enter and or display SA account budgets for the categories defined by the expense and revenue patterns assigned to the SL accounts Budgets must be entered on Screen 599 for accounts whose SA Create Enable flag Y on Screen 6 All SA amounts for the budget can be entered and or displayed including Beginning Balance Revenue Budget SA Allocations Available Balance Expense Budget and Ending Balance The screen also displays up to four columns of dollar data This
3. 11 12 13 Review FAMIS Account Attributes Request attribute reports FBAR562 GL and FBAR540 SL Option 2 be run the in the new fiscal year Flags that should be reviewed include ABR freeze and delete flags GEB SA create enable and SA expense and revenue budget transactions flags Flag changes can be made online in the new fiscal year by using Screens 2 amp 43 for GLs Screens 6 amp 44 for SLs and Screens 51 amp 54 for SAs Establish any necessary new accounts in the new year If renumbering the chart of accounts contact FAMIS Services for assistance in copying attributes from old account to new account number Unnecessary accounts that were carried forward with the YU001 will need to be dropped in the new year Budget Attribute Roll Forward FBAU596 can be requested to roll forward accounts budget attributes from the previous budget year to the new budget year The following fields Screens 584 and 594 will be rolled from the previous budget year NO Budget Flag NO Feed Flag Previous Accounts Feed Account SA Budget Module Transaction Flags FBAU596 will default to Replace Option equals N The N option no replace will roll only those accounts not having a budget attribute record no pattern set no payroll information loaded etc The Replace Option can be requested equal to Y HOWEVER any changes made to these fields for an account in the new fiscal year may be overwritten when usin
4. 21 22 23 Entry of Transfers and Allocations Fiscal offices and other users depending on each Member s preference should enter the GL transfers and the different types of allocations so the transfer allocation dollar amounts are available for departments to use in preparing their budgets Budget Entry Enter and submit budgets using Screens 589 SL and 599 SA NOTE FBAU584 may need to be requested on a regular basis to update BPP salary information in FAMIS remember that the new salary amount will not be automatically updated for budget versions you have already submitted You will need to update manually by pressing PF5 on the 589 599 Screens or request FBAU672 Automatic Budget Reallocation If you choose to run the FBAU672 review the prodcard Budget Report Requests Request appropriate Budget Module reports when needed You can request them through the FAMIS web site http www tamus edu offices famis You may also click on the Manuals icon to view the Budget Reports Manual for more detail information about the reports System Locks and Reviews Member Budgets The System Office of Budgets and Accounting will lock and review each Member s budget after coordinating with the Member Secure and Print the TAMUS Board Budget Book The System Office of Budgets and Accounting will print the TAMUS Board Budget Book for presentation to the Board At this time the current budgets transfers and allocations w
5. Appendix Instructions cont d Message Line The line above the Action Line is used to display messages to the user These messages may be error messages or processing messages such as the one below 002 GL 6 Digit 01 20 92 11 26 Scrolling Through Data Pressing the SENTER key will scroll through information listed on a screen On some screens there are PF keys to use to scroll forward backward left and right These PF keys are displayed at the bottom on the screens with that function Help HELP functions are available for many screen fields in FAMIS Placing a in the blank beside the desired field and hitting lt ENTER gt will access a pop up window with specified field information Another way is to place your cursor in the desired field and press the F2 key To get out of the HELP function either select a value and press lt ENTER gt or hit the PF4 key The distinction on which key to use will normally be designated in the pop up window EX PF4 Exit Escaping from a Pop Up Window When in a pop up window pressing PF4 will usually take you back to the original screen There are a few screens when pressing lt ENTER gt will take you back to the original screen Budget Preparation User Manual Page IX 5 Appendix Instructions cont d Field Help Using the F2 Program Function Key On selected fields additional information can be displayed using the F2 program function key This HELP information
6. Pat REV EXP M SAGOEXP03 Type A Actuals A Actuals A Actuals A Actuals CC FY MM New 01 2003 13 01 2002 13 01 2001 13 01 2000 13 Ver Budget Category Acct FY 2004 271030 271030 271030 271030 SL Begin Balance Allocations Alloc In 1379978 Alloc Out Total Allocation 1379978 Total Available 1379978 Expenses Salaries 1060978 1004258 936431 895490 849944 Wages 6000 2173 4742 3003 Longevity 19000 17760 16322 8080 7720 Unallocated Sala Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Sal Copy Bkwd Frwd Print Save Submt Screen 599 SA 11 Digit New Budget Entry Page 2 Budget Preparation User Manual 599 SA 11 Digit New Budget Entry 04 06 04 11 19 FAMIS SERVICES Sub Ver FY 2004 CC 01 Screen Acct 271030 Bud Version 1 FY 2004 Calc Col Y Inquiry Only SA flags have changed Delete Ver Pat REV EXP M SAGOEXP03 Type A Actuals A Actuals A Actuals A Actuals CC FY MM New 01 2003 13 01 2002 13 01 2001 13 01 2000 13 Ver Budget Category Acct FY 2004 271030 271030 271030 271030 Benefits 240000 245068 226781 200390 191928 Travel 5000 222 2721 2966 Supplies and Mat 15000 1469 4155 4497 1581 Equipment non c 5000 7691 32314 6881 895 Utilities Telecommunicatio 16000 11703 11765 10551 10752 Fees and Service 8000 3203 3918 3924 5151 Maintenance and 5000 199 229 19608 179 Other Miscellane 278 132 90 Capital Outlay 7658 Scholarships amp G Enter PFl PF2 PF3 PF4
7. or removed at any level until a higher level lock has been set If a lock is set at a higher level the lower levels can only view or delete the overrides The ability to add or update overrides passes to the higher level that locked the accounts The lower levels will still have the ability to view and delete the overrides at their level but they will not be able to add or update overrides Overrides can be entered that allow specific accounts to change their budgets until a specific date and time even though the rest of the accounts owned by the locking entity cannot be changed If no default date and time are set for the account override to expire the override will automatically expire three business days at 5 30 pm Overrides cannot be set for longer than seven calendar days Account overrides can be deleted on the override pop up by the Lock Unlock screen that first added the override or by any lower level Lock Unlock screen that displays the original override Overrides set at lower levels cannot be changed at a higher level until the higher level has been locked Once a lock is placed at an upper level neither additional account overrides nor existing override modifications can be made at its lower levels The lower levels can only delete existing overrides Edits exist on Screens 583 584 594 to prevent the patterns and submitted version from being changed if the account is locked Edits also exist on Screen 589 599 to prevent a v
8. GL to SL Allocation When the receiving SL SA maps to the same GL as the GL mapped to the Action Line s SL SA e Apositive SL SA allocation will be stored for the receiving SL SA e A negative SL SA allocation will be stored for the Action Line SL SA e GLfeed must be set to N When the receiving SL SA maps to a different GL than the GL mapped to the Action Line s SL SA e AGL transfer from the Action Line s SL SA mapped GL to the receiving account s mapped GL will be stored e A positive SL SA allocation will be stored for the receiving SL SA e Anegative SL SA allocation will be stored for the Action Line SL SA e GL feed flag will determine if a fund balance or due to due from transaction will be created at budget feed time Budget Preparation User Manual Page V 13 Screen 562 SL to SL Allocations cont d Field Desc ri ptions Required Help PF2 7 or Field Help Available Action Line From Acct Fiscal Year Default GL Feed Default Mandatory Screen Information F TO cc SLAcct Amount 11 digits Indicate the SL SA account allocating the money to the receiving SL SA account 4 digits Identify the fiscal year of the budget transfer Default is the current fiscal year plus one 1 character Flag indicating how the transfer will be booked and whether it will be automated when the initial feed to financial accounting is performed at the beginning of
9. Indicate the pattern type R Revenue E Expense Help 4 fields 1 character 10 characters digits 5 characters 5 characters Identify the type of pattern M or D and enter the patter name to be displayed 4 digits Identify the fiscal year of the budget pattern Default is the current fiscal year plus one 1 character digit Enter the status of the budget pattern selected 1 Saved Versions C Current Submitted Versions 1 character Type an X in this field and press lt ENTER gt to select the account and transfer to the appropriate budget entry display screen 11 digits Identifies the budget account 10 characters digits Shows the name of the budget version Saved Version Modified on Date Time Userid Name Additional Functions PF KEYS 8 digits Indicates the date the budget pattern for the account was modified 6 digits characters Shows the time the budget pattern for the account was modified 8 characters digits Displays the userid of the person who modified the budget pattern for the account 18 characters Identifies the name of the person that made the modification to the account s budget pattern See the Appendix for an explanation of the standard PF Keys Budget Preparation User Manual Page III 29 Screen 542 Pattern Inquiry cont d Budget Preparation User Manual Page 111 30 Section IV Budget Attributes Budget Preparation User Manual
10. Most PCs have a key labeled TAB while the BACKTAB is a combination of the SHIFT TAB keys Using the arrow keys instead of the TAB keys to move around the screen may lock the computer keyboard Use the RESET key then the TAB key to position the cursor and unlock the keyboard CLEAR Key The CLEAR key on many PC keyboards is the PAUSE key This key is often used to clear or refresh the screen before typing RESET Key After pressing lt ENTER gt to process data information note the status bar at the bottom of the screen When the system is processing information the symbol X or amp will appear You cannot enter additional information until the system is finished processing If any other symbols appear press your RESET key often the ESCAPE key on a PC Budget Preparation 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 in the Action Line will be removed Now the new vendor name can be input On most PCs the correct key to use is the END key on the numeric keypad HOME Key From anywhere on the screen the most efficient way to take the cursor back to the Screen field on the Action Line is by pressing certain keys For the 32
11. PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Sal Copy Bkwd Frwd Print Save Submt Page VI 16 Screen 599 SA 11 Digit New Budget Entry cont d Screen 599 SA 11 Digit New Budget Entry Page 3 599 SA 11 Digit New Budget Entry 04 06 04 11 20 FAMIS SERVICES Sub Ver FY 2004 cc 01 Screen ____ Acct 271030 Bud Version 1 FY 2004 Calc Col Y Inquiry Only SA flags have changed Delete Ver Pat REV EXP M SAGOEXP03 Type A Actuals A Actuals A Actuals A Actuals CC FY MM New 01 2003 13 01 2002 13 01 2001 13 01 2000 13 Ver Budget Category Acct FY 2004 271030 271030 271030 271030 Indirect Cost Ins Claims GIP W Debt Service Total Expense 1379978 1293807 1237015 1162897 1071119 SL Ending Balance 1293807 1237015 1162897 1071119 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Sal Copy Bkwd Frwd Print Save Submt Basic Steps e Advance to Screen 599 e Type in the account number and budget version Do NOT change the fiscal year unless you are NOT working on next year s budget Press lt ENTER gt e Enter additional information as desired Press lt ENTER gt e Press PF7 or PF8 to scroll through the information displayed Field Descri ptions Required Help PF2 7 or Field Help Available Action Line Acct Bud Version 11 digits Identify the budget account Help 10 char
12. This budget pattern currently contains entries Please confirm DELETE to copy over the entire pattern Type DELETE to confirm All categories are removed from an existing pattern When this happens the following pop up will appear Delete Pop Up When deleting all lines of a Pattern All entries have been deleted from this budget pattern Please confirm the deletion of this entire pattern Type DELETE to confirm Basic Steps Field Advance to Screen 556 Enter the pattern type and the pattern name Do NOT change the fiscal year unless you are NOT working on next year s budget Press lt ENTER gt To create a new pattern enter the pattern description sort order and Member rollup pattern name Press lt ENTER gt Enter any other information as desired and press lt ENTER gt Descri ptions Required Help PF2 7 or Field Help Available Action Line R E 1 character Indicate the pattern type R Revenue E Expense default Pattern Name Help 10 characters digits Indicate the particular pattern to be created or modified Budget Preparation User Manual Page 111 15 Screen 556 Member Budget Pattern Maintenance cont d Screen Information FY A digits Identify the fiscal year of the budget pattern Default is the current fiscal year plus one Description 40 characters Enter the full name of the pattern being added or updated ABR
13. cont d gt How do the budget reports handle zero accounts Most Budget Reports will not print account information for zero dollar amounts however this may not be the case for all of the reports You may suppress the accounts from printing by removing the submitted version from the accounts and putting the NOT Budgeted flag on How can print a report showing my Submitted Versions with new salary dollars but not update the versions at this time How can I load them later Updated salaries will automatically print on the FDAR589 budget sheet by running B3 adjustment option BUT nothing is saved in the database If you want to save or submit the versions with the new salary dollars request FBAU586 updates only accounts having no current submitted versions or FBAU672 reallocator Budget Load to Accounting Q A Do we have a deadline for completing our work in the FAMIS Budget Module once the Board Version is submitted locked and sealed with a B The only deadline is when you want to open the new year in accounting and feed the budget into it Does a FBAU584 Feed from BPP to FAMIS need to occur prior to the Prep Budget being locked Closing Prep will not preclude you from feeding the Prep info into FAMIS so no you don t have run the feed prior to closing Prep We have made changes to the Prep Budget since the budget was Board submitted We have not yet gone back to the Budget Module to make All
14. in the Member pattern must map into only one budget category again defined by multiple object code ranges at the System Level A representative feed object code must be defined for each category in the Member patterns These object codes will be used to determine the pool at which the category budget will be posted when the initial budget transactions are fed into FAMIS at the beginning of the next fiscal year One Member Revenue and one Member Expense Pattern should be defined each fiscal year for each ABR In order to do comparative budget analysis on accounts it is important to keep the category number consistent from one fiscal year to another If a category is broken out into more than one category in the new fiscal year it is recommended that the prior year category number be used for one of the new split categories in the new fiscal year s pattern If a category is not being used in the new fiscal year it is recommended that the prior year s category number be included with a description indicating it is no longer used This will ensure that all amounts in the prior year s budget appear in the comparative columns Categories with no dollar activity will be zero suppressed on the budget reports Budget Preparation User Manual Page Ill 3 Budget Patterns cont d Departmental Pattern Level Departments often want to break down their budgets and track their revenues expenditures in more detail than that requi
15. indicated in the Acct column header If you have NOT populated the previous year account numbers on Screen 584 594 the account numbers listed in the column headers will be the same account SL SA you are budgeting with ONE exception For accounts flagged as SA Create Enable Y with the SA Budget Expense and Revenue Transactions both flagged as N indicating you must budget the account on Screen 599 at the base using the 00000 support account but may expense at non base support accounts based on the SA Transaction Actual flags the account number displayed in the column header will be the SL account with blanks in the support account The dollars displayed in the columns will be the sum of the SA activity for these accounts as shown on Screen 19 This will allow you to see the SA combined activity for budgeting purposes Each Member can define what will happen when a user attempts to access an account that has not had its budget pattern s set See the Pattern Default Table description in the Budget Control Tables section for more information on this topic Multiple budget versions for an account can be created saved or submitted as the official budget recommendation on this screen Additionally versions will be flagged with approval types of Board Fed and Done Budget versions cannot be created on line with names beginning with the letters FEED These versions can be modifi
16. 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 unspent and unencumbered Budget Pool A budget summarized at significant levels of revenue or expense A single pool of money defined for use by specific object codes Buying Account Account which is allowed to purchase from a specific selling account via an interdepartmental transfer C Capital Assets cash means property resource Cash Coins currency checks and anything else a bank will accept for immediate deposit Cash Disbursement A non vouchered payment for goods received services rendered reduction of debt or purchase of other assets Cash Receipt Cash received from cash sales collections on accounts receivable and sale of other assets Chart of Accounts A listing at the 6 digit level of all account numbers within FAMIS Sometimes the COA defines the accounts at the 10 digit level as well Check Override The capability to bypass on an individual voucher basis controls that were previously set for all 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 periodically set to zero COA See Chart of Accounts Budget Preparation User
17. 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 200 Technology Way College Station TX 77845 3424 Budget Preparation User Manual Page l 3 Table of Contents PAGE l Introduction Table of Contents sise l EE iris l 4 M58 Budget Preparation Menu l 6 Il Budget Preparation New Year Preparation for Budget Process Il 3 Open New Year and Copy Tables to New Year Il 3 Budget Preparation Concepts semm eensnnzznnnnnenannnnzzzanenenznznnnnna Il 4 Audit Trails scnis a Il 4 Budget Amounts ir Il 4 Action Line Fiscal Year ssssssennanzznnnanznnnnanzzznnnanzzanmanznzanna Il 4 Overview of the Major Steps in Budget Preparation Il 5 SQ GUMILY AME A Eee ge Er ere ere Il 6 B P P amp FAMIS Budget Preparation Procedures Il 8 PIRE EE PR a e i Il 8 PHI E L a iet e e f Il 11 PASSA B aa coentnene aviecasanatueeataats Il 17 Budget Preparation Quick Reference Il 19 Phase l i a en ten see ee ein ci Il 19 PASC abbar Il 19 PASC i i a IT qa Il 22 Useful Update Programs Il 23 Useful Reports LL seeenenanzannnnenanananannn ann nnnanan ana nnananana Il 23 Budget FAQS i ssa izani ccssecinvnasctcunadeecaunaaesctscansstaaaaeect fp IBA adag ha dd Il 25 BPP and FAMIS Active Prep Budget Module amp Accounting Il 25 Salary Dollar Budget
18. I have an account with a Submitted Version whose Budget Pattern field on 584 cannot be updated You may change the budget pattern after a version has been submitted on accounts The procedures are as follows e First on Screen 584 space out the submitted version for all accounts assigned to the pattern this allows update in the pattern fields e Change the budget pattern on Screens 552 556 e Reenter the budget figures on Screens 589 599 for the previously submitted accounts e Lastly if you budget at the Support Account level re do the budget for every support account belonging to this account I need to add a new line to the Pattern and change some object codes that are already assigned to a existing line One account has been budgeted using the Pattern Is there a way to remove the account from pointing to this Pattern so that I can change the Pattern You cannot modify a pattern that has any accounts assigned to it Therefore the pattern must be removed from all associated accounts as follows e Remove the pattern from those budgeted accounts associated with the pattern Screens 584 594 e Remove the budget pattern from all non budgeted accounts assigned to this pattern Screen 583 or FBAU583 e Modify the pattern as desired on Screens 552 556 e Reassign the accounts to the revised pattern Account Deletions Why did Support Accounts flagged for deletion roll forward Support accounts are rolled into the new year
19. Il 22 Budget Preparation Quick Reference cont d Useful Update Programs FBAU581 FBAU582 FBAU583 FBAU584 FBAU586 FBAU596 FBAU598 FBAU672 sets the no budget and no feed flags for a given account range sets SA Budget module flags Example These flags may be set to N if you use support accounts have the Screen 6 SA Budget flags set to B and vou want to budget at Base SA 00000 only assigns patterns to accounts This must be run once for each pattern created loads BPP salarv information into a table displaved on Screen 584 594 This process will not update anv saved budget versions Each saved version mav be update manuallv on 589 599 using PF5 OR the FBAU672 automated salarv reallocation may be run Part 06 must request FBAR570 prior to this initializes the new budget May only be run once Requires two budget tables column default and version create rolls forward budget attributes May use TYPRUN NOUPDATE to see how your flags were set last year loads budget from non FAMIS parts automated salary reallocation program Uses a prodcard to update salaries in the current submitted budget version FBAU584 must be run first Useful Reports FBAR599 FDAR589 FDAR661 FDAR662 Budget download file May be loaded into Excel for Budget Data calculations Two sorts may be specified and these attributes will be included in the download file Budget
20. Load to FAMIS cccsssscceeeesssssseeeeees Il 25 Budget Patterns Il 27 Account Deletions ss Il 29 Budget Versions Il 31 Budget Reports cccccccccscssssssscececesssessaeeeeecessesesseeeeseessesseaeees Il 34 Budget Load to Accounting Il 35 Create New Year Projections in the Current Year Il 36 Ill Budget Patterns Budget Patterns 111 3 SYSTE aaciaee aa aaa a aaeain 1 3 Member iii aa ia ada ka dun ibu nire tissus IIl 3 Departmental ss Ill 4 Sample Revenue Budget Patterns ss seeeeeneenezzennenenznznzi IIl 5 Sample Expense Budget Patterns IIl 6 Screen 557 System Budget Pattern Maintenance ssseeeenenenzznnnenntzni IIl 7 Screen 556 Member Budget Pattern Maintenance 11 12 Screen 552 Department Budget Pattern Maintenance 0 ss ssseseenenzannnnznn IIl 18 Screen 583 Assign Remove Pattern by Department s sssesseenezzennnnzzzsnnenz IIl 23 Screen 542 Pattern Inquiry ne IIl 28 Budget Preparation User Manual Page l 4 Table of Contents cont d PAGE IV Budget Attributes Screen 584 SL 6 Digit Budget Account Attributes IV 3 Screen 594 SA 11 Digit Budget Account Attributes ss sseeesssnnzannnnnzzonzi IV 11 Screen 543 Budget Account Inquiry seeenenanannnnnananananan nannti nanna nannti IV 20 V Budget Transfers and Allocations Transfers and Allocations V 3
21. Manual Page 11 19 Budget Preparation Quick Reference cont d 10 Review new year account attributes including but not limited to ABR freeze flag delete flag GEB SA create enable and SA expense and revenue budget flags Request FBAR562 GLs FBAR540 SLs to check your current attributes Budget programs normally run in numeric sequence EXCEPT FBAU596 should run first then in normal sequence 11 OPTIONAL request FBAU596 budget attribute roll forward This may be run with TYPRUN NOUPDATE to see which accounts had no feed no budget flags set last year This displays the previous accounts feed account number and new SA budget module flags 12 Request FBAU581 set the no budget and no feed flags to Y For example you may set your Restricted accounts ledgers 4 6 to no feed and your Agency funds ledger 9 to no budget The no feed flags allows the account to have a generic ABR 000 pattern assigned The no budget flag suppresses those accounts from appearing on reports Request FBAU582 to set SA Budget module flags For example these flags may be set to N if you use support accounts have the SA Budget flags Screen 6 set to B and you want to budget at the Base SA 00000 only 13 Assign Member Dept Patterns to Accounts Request FBAU583 for batch assignment or use Screen 583 to assign manually If you plan to assign an ABR 000 pattern to your restricted accounts ledgers 4 6
22. Manual Page IX 12 Appendix Glossary cont d Compound Journal Entry A two sided transaction that posts debits and credits Context The information that identifies the record being displayed or to be displayed by the system Credit Memo The reduction of a payable previously paid or still open A credit memo may result from overpayment overbilling or the return of goods Currency Code A code that identifies a record in the Tax Currency Table This record provides the factor to calculate foreign currency conversion costs or gains and the liability account used The code is translated through a table into a conversion rate Cycle Two or more programs that are run in a specific sequence D Data Data are representations such as characters to which meaning might be assigned They provide information and can be used to control or influence a process This term is not synonymous with information Information is data to which meaning has been assigned Database The collected information that is accessible to the computer for processing Data Control The tracking of input processing and output and the comparing of actual results to expected results in order to verify accuracy Data Element HELP An on line feature that assists the user by providing immediate information about any particular field on a screen Data Entry A means for adding information into the system Default The value that the system will assign if no
23. Member patterns are defined correctly before the budgeting process begins Budget Preparation User Manual Page Ill 12 Screen 556 Member Budget Pattern Maintenance cont d An asterisk must be at the end of all budgeted salary description lines It must appear in the last position on the line Use the space bar on your keyboard to advance to the end of the line not the arrow key These asterisks are used by FBAU672 Budget Reallocation when loading the salaries from Goldplate Screen 556 Member Budget Pattern Maintenance 556 Member Budget Pattern Maint 04 02 04 15 27 FY 2004 cc 02 Screen ___ R E E Pattern Name TAMUEXP1 _ FY 2004 Description TAMU EXPENSE ABR 001 ABR 001 Sort C System Rollup TAMUSO4EXP Delete N Page 1 F Cat Low High Feed Disp Description p 4 1410 8 Salaries Faculty _4 1210 1211 _ _4 1310 1310 _4 1410 1410 _4 1420 1420 _ _4 1704 1704 JA 1706 1707 5 1510 5 Sal Non Faculty 0 _5 1005 1209 _5 1212 1309 _5 1311 1324 _5 1326 1409 _5 1416 1419 xx Press ENTER to view more entries Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Valid Bkwd Frwd Print VRoll CPatt Changes to the Member patterns could seriously impact every department pattern and previously established budgets There is currently no process to review and document ro
24. OPTION BUDGET FBYU801 rolls forward COA structure for GLs and SLs FBYU803 rolls forward Global Subcode Edit records FBYU804 rolls forward the ABR table FBYU805 rolls forward GL subcode code description table FBYU806 rolls forward SL subcode code description table Any changes to the new fiscal year tables can begin at this time Changes may be SAGO mandated changes User defined changes or TAMUS defined Object Code deletes Changes to these tables and FFX class code must be updated in both old and new year after this is run The SPR FFX AR and Purchasing control records are not updated until the YEAREND or ALLTABLES option is run TAMRF the Master Campus and the non FAMIS campuses are the only Parts that use the ALLTABLES option 2 System Pattern Create The System Office of Budgets amp Accounting creates the System Pattern on the Master Campus cc 00 Members must familiarize themselves with the System Pattern in order to create their Member Patterns correctly Budget Preparation User Manual Page Il 8 B P P amp FAMIS Budget Preparation Procedures cont d In order to do comparative budget analysis on accounts it is important to keep the System category number consistent from one fiscal year to another If a category is broken out into more than one category in the new fiscal year it is recommended that the prior category number be used for one of the new split categories in the new fiscal year s pa
25. Office of Budgets and Accounting to lock budget recommendations for all or select TAMUS System Members Assign Remove Pattern by Department sssennnnnnnnnnnnnnananznnananzknnenazzkznsenzzznznnzzznzenzzznnazzzznnazanznz I 24 Used to assign or remove budget patterns for accounts belonging to a department sub department Budget Preparation User Manual Page IX 8 Appendix Budget Screens List cont d PAGE 584 SL 6 Digit Budget Account Attributes sssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnanannnnannnmnnnnannnnnnnnmnmnnzzanna zz IV 5 Used to assign and displav budget attributes for an SL account 589 SL 6 Digit New Budget ENN i iii iii lt fsssSexsanskecscccsaccusscecccscasdcedeeccededssussansecesueseesncveatetadvacduascaceicsnsens Vl 8 Used to enter update and displav an SL GL account s budget 594 SA 11 Digit Budget Account Attributes s0nnseennnnnnznnnannzznnnnzznnnnanznnnnnnzenannznnnnnnenennnnneennna IV 13 Used to assign and displav budget attributes for an SA account 599 SA TE Digit New Budget Enti y cisscscesescccescescsesesssscosssosesnsssnceseseasasscecscacsssnadessiestiessvavsceasleesessannetaaciees Vl 16 Used to enter update and displav an SA account s budget Budget Preparation User Manual Page IX 9 Standard PF Keys PF Keys are used in the payroll reference module of FAMIS to access additional information Wherever possible the same assignment has been given to th
26. PF2 7 or Field Help Available Action Line Account Fiscal Year Screen Information Panel 1 F Account Account Title Submitted Version ABR Budget Pattern Typ M D 11 digits Enter the account number to be displayed 4 digits Identify the fiscal year of the budget information to be displayed Default is the current fiscal year plus one 1 character Type an X in this field to transfer to Screen 584 594 to view attribute information for the selected account number 11 digits Displays the account number 24 characters Shows the title of the account and the name of the budget version that has been submitted for the account 3 digits Indicates the automatic budget reallocation ABR rule that the account follows 3 characters Type of data to be displayed in the column REV Revenue EXP Expense 1 character Indicates pattern level M Member D Department Budget Preparation User Manual Page IV 21 Screen 543 Budget Account Inquiry cont d Name Dept SDept ABR Panel 2 Dept SDept SA NB NF Additional Functions PF KEYS 10 characters digits Displays the budget pattern name associated with the account Help 4 characters Identifies department to which the pattern belongs Used only by the department level 4 characters Identifies subdepartment to which the pattern belongs Used only by the department leve
27. Pattern Assign Exp Pattern Help 5 characters Identify the department owning the accounts whose patterns are being affected Help 5 characters Indicate the sub department of the entered department owning the accounts whose patterns are being affected Cannot be specified if All Y 1 character Signify if all accounts belonging to the entered department should be selected ignoring their sub departments 6 digits Identify the starting account number to be selected If left blank will start at the first account for the department subdepartment 4 digits Indicate the budget fiscal year Default is the current FY plus one Help 4 fields 1 character 10 characters digits 5 characters 5 characters Identify the revenue pattern level followed by the pattern name that may be assigned to the selected accounts If a department level pattern minimally a department must be specified Values for pattern level are M Member D Department Help 4 fields 1 character 10 characters digits 5 characters 5 characters Indicate the expense pattern level followed by the pattern name that may be assigned to the selected accounts If a department level pattern minimally a department must be specified Values for pattern level are M Member D Department Budget Preparation User Manual Page Ill 25 Screen 583 Assign Remove Pattern by Departmen
28. Screen 560 GL to GL Transfers ccccececsessceeeecessesesaeceeeeesesseaeeeeeeseeseesneaeeesesees V 5 Screen 561 GL to SL Transfers Allocations V 8 Screen 562 SL to SL Allocations V 12 Screen 563 SL to GL Transfers Allocations V 16 Screen 541 Transfer Allocation Listing ccccccccssccssecessceessseeesseeesseceesseeeees V 20 Vi Budget Entry Budget Entry Function ss Vl 3 Screen 589 SL 6 Digit New Budget Entry L ss seen neseenenaznnnnnazannnnnanznnnananzznnnana VI 5 Screen 599 SA 11 Digit New Budget Entry VI 13 Screen 540 Version INQUILY nn VI 21 VII Budget Locks Lock Unlock Function iii VIl 3 Security Changes to Control Access VIl 4 Screen 571 Lock Unlock by Sub Department ss ssesssenznnnnznsssnenznenzznzzi VIl 6 Screen 572 Lock Unlock by Department sssesseenenznnnnzzensnnazzznnazzznnzznzzznzza VII 10 Screen 576 Lock Unlock by Member ss sssensnnnezzennzzzennnznzznnnnazzznnistanzzznnzzzzza VIl 14 Screen 577 Lock Unlock by System sse sssensnenzznnenzanninzznnsnnnzzzznzzzzznazzzznzzzna VIl 18 VIII Budget Control Tables Budget Control Tables VIIl 3 Pattern Default VIIl 3 Column Default ss VIIl 4 Version Creates eseten aaa E E rii aiast VIIl 5 Negative BBA 2225355 sia en a a a a Ai ba ata et VIIl 7 IX Appendix INS TUCLION Page acc exces E i a ea taa fete IX 3 Budget Screens List s sess seseenenzananannnnnanenazananannnnenananannnnntnna IX 8 Stan
29. Worksheet See 17 above May be sorted by up to four account attributes Negative option Displays SL account category detail by member pattern Revenues and Expenses are split on separate reports OPTION allows for summary detail or both reports Displays comparative year data Displays GL information one account per line The Column s shown are GL Account Description Beginning Balance Revenues Net Transfers Net Allocations Expenditures and Ending Balance May be sorted by up to four account attributes Download available Example sorted by LEDGER GL Budget Preparation User Manual Page Il 23 Budget Preparation Quick References cont d FDAR663 FDAR664 FDAR665 FDAR670 FDAR671 Displays SL information one account per line The Column s shown are SL SA Account Description Beginning Balance Revenues Net Allocations Expenditures and Ending Balance May be sorted by up to four account attributes Download available Negative Option Zero Option Example sorted by LEDGER SL Displays Transfers and Allocations as entered May be sorted by up to four account attributes Download available Displays Transfers and Allocations as entered but also includes any indirect transfers that would be created Example SL to SL Allocation where both SL accounts map to a different GL This would create an implied indirect transfer of fund balance between the two mapped GL s May be sorted by up to four account
30. a e IT V 5 Used to enter and display transfers between GLs L to SL Transfers AllOCS scscscssctssstscseacasissesscddsctassaasesececavasiaasiuacescnaecovecscicensesssadetededeiedededotexdastacesacesine V 9 Used to enter and displav the transfer allocation of funds from one GL to one or more SLs SAs SLTO SL ANOCATIONS sssscsiesacissiecssensscossccssontnccssscecssesssessscsssectacaseoennaceecetanedenssnesdnsad sosnadsesavasssoonsadssenace V 13 Used to enter and display the transfer allocation of funds from an SL SA to one or more SLs SAs SL to GU Tat L A l A V 17 Used to enter and display the transfer allocation of funds from one SL SA to one or more GLs Lock Unlock by Sub Department sssennnnnnnnnnnnnnnnnanknnenanknnenanznnennanznnznnnenzanazzanaznnznnzzznznnzzannnnzanaz VII 6 Allows sub departments to lock budget recommendations for its accounts Lock Unlock by DepartMent ccccscssscossssccsssssecssesssssssevasesecssssscansescveveneseverssevsevasedosvansavenacessasnasssnsers VII 10 Used to allow departments to lock budget recommendations for its accounts Lock Unlock by Member sccciecicccssscicicasscscisscsiceiecsccessecacenssnnsecnstcncdsnsacesuavaceasduecssedsaacaseascnsdasaiesvencts VII 14 Allows Member budget offices to lock budget recommendations for the entire Member Lock J Unlock by SYStemMsssssssssssssssssssssssssssssssesensesssnesesesensssssncsosnensess tanisenenesssssatesesnstassnnniesaseass VII 18 Used to allow the System
31. account account version that is currently locked or secured with an approval type a warning message will be displayed saying the account is locked and no further submissions will be allowed Submitted versions that have been secured with an approval type can never be modified If changes need to be made to one of these versions the account and campus must be unlocked the version must be copied to a new name changed and resubmitted and the account must then be re locked Summarize SA Budgets When accessing an account budgeted at the SA level from the SL screen a summarization of all the support accounts submitted budgets will appear This is a very resource intensive process so a warning message is given to ensure that the user needs and wants to see the summarized numbers The response time on this type of access is expected to be less than optimal The following is the warning message given to the user This SL must be budgeted at the Support Account Enter Y to view summed SA submitted versions Y N N Budget Preparation User Manual Page VI 15 Screen 599 SA 11 Digit New Budget Entry cont d A special entity security BUDGET controls this screen Screen 599 SA 11 Digit New Budget Entry Page 1 599 SA 11 Digit New Budget Entry 04 06 04 11 19 FAMIS SERVICES Sub Ver FY 2004 cc 01 Screen Acct 271030 Bud Version 1 FY 2004 Calc Col Y Inquiry Only SA flags have changed Delete Ver
32. account activity in order to develop the new fiscal year budget It is recommended that all possible subcodes be included in the budget patterns There are three levels of budget patterns System Pattern Level The System Pattern Level defines the minimum revenue and expenditure budget categories that each Member must use to budget its accounts so that budget requirements can be adequately reported by TAMUS to the Board of Regents The System Revenue Pattern defines the object code range s belonging to each revenue budget category and the System Expense Pattern defines the object code range s belonging to each expense budget category These patterns are created by the System Office of Budgets and Accounting and must exist before patterns can be created at any other level All lower level patterns created by a Member or its departments will be edited against the System pattern to ensure consistency Only one System Revenue and one System Expense Pattern can be defined for a fiscal year Member Pattern Level TAMUS Members often want and need to break out their budgets into more budget categories than those required by the TAMUS System To satisfy this need each Member must define at least one Member Revenue Pattern and one Member Expense Pattern for each ABR These patterns contain the minimal budget category groupings that will be required to budget any account belonging to that Member Each budget category defined by multiple object code ranges
33. accounts that can be used and whether expense or revenue budgets are allowed When the SA Create Enable flag is Y the SA Transaction Budget Module flags Screen 584 or the FA Budget flags Screen 6 are used If the SA Transaction Budget Module flags are non blank their values are used If they are blank the SA Transaction FA Budget flags are used The SA Transaction Budget Module flags can be set to a value different from the SA Transaction FA Budget flags only when a FA Budget flag is a B Based on the values of an account s SA Create Enable flag and the SA Transaction flags the following chart defines the rules that are used to determine the appropriate Budget Module screen support account range s and allowable budget types for entering an account s budget Budget Preparation User Manual Page IV 11 Screen 594 SA 11 Digit Budget Account Attributes cont d SA SA SA Entry Enable Revenue Expense SL Base or SA Entry SA Entry Flag Budget Budget Screen SA00000 00000 99999 00001 99999 N A N N 589 R E y N N 599 R E Y N Y 599 R E Y Y N 599 E R y y y 599 R E Y N B 599 R E Y B N 599 E R y B B 599 R E Y B Y 599 R E Y Y B 599 E R Approved account budgets will be selectively fed into FAMIS by using Member specified account ranges GEB accounts will not have their budgets automatically fed into financial accounting at the beginn
34. attributes Download available Budget Book Summary Page Requires submitted versions The columns display Functional and General Designated Auxiliary Restricted Plant and Total Rows display system pattern revenue and expense categories net service departments retirement of indebtedness and other transfers and Net Change in Fund Balance May be sorted by up to two account attributes Download available Rollup available Budget Book Detail Report Requires submitted versions Option reports account category detail by system pattern with totals by Functional amp General Designated Designated Service Departments Auxiliary Restricted and Plant Funds May be sorted by up to three account attributes Rollup available Negative Option Example sorted by exec level with SL SLEND parameters and option BLANK Budget Preparation User Manual Page Il 24 Budget FAQs BPP and FAMIS Active Prep Budget Module amp Accounting Q A Once active moves to Prep do I need to make updates in BPP Prep or Active or both Do account changes need to be made in FAMIS in the current year new year or both BPP moves the Active Budget to Prep in preparation for the new FY In accounting FAMIS rolls the accounts from the old FY to the new FY When working with accounts during this time special care needs to be taken to ensure that changes are made in the correct places and year s in both BPP and FAMIS Part of t
35. belonging to the Department Sub department specified in the Action Line regardless of the account specified in the Action Line The account specified in the Action Line is not a starting point for this assignment If an account is locked the pattern will not be changed Budget Preparation User Manual Page Ill 26 Screen 583 Assign Remove Pattern by Department cont d PF10 Remove Pattern RScrn Removes either the revenue or expense patterns or both for all accounts displayed on the current screen based on value from the pop up screen You have requested a procedure that will remove the pattern s assigned to ALL Accounts I I I I l If a Submitted Version exists for an account l it will also be removed if either the Revenue l or Expense Pattern s change l I l I I I I I I Please enter a Y beside the type of pattern s you wish to remove Reset Revenue Pattern s N Reset Expense Pattern s N PF11 Remove All RAII Removes either the revenue or expense patterns or both for all accounts always 100000 999999 belonging to the department sub departments specified on the Action Line regardless of the account specified in the Action Line based on value from the pop up screen The account specified in the Action Line is not a starting point for this assignment You have requested a procedure that will remove the pattern s assigned to ALL Accounts If a Sub
36. budget so final adjustments may be entered prior to the loading of the budget to FAMIS accounting OPTIONAL enter final changes to BPP Prep budget and utilize FBAU584 FBAU672 to automatically update budget versions WARNING If the BPP prep salaries DO NOT match the FAMIS Budget Module salaries the financial accounting budgets and encumbrances will be out of sync If you choose to run the FBAU672 review the prodcard To make your adjustments manually you can use Screens 589 599 putting the old version name in the Action Line Press the PF6 copy key and enter a new version name The old version will be copied to the new version and the new version will be automatically shown on the Action Line You can then make your desired changes to the new version and press PF11 to submit it In mid August the BPP Prep budget will be rolled to Active budget and the initial salary encumbrances feed will be created from the Prep budget If you are only entering updates into the Active budget you must make sure that your Prep budget has been reloaded from Active before the deadline The adjusted FAMIS Budget will be loaded into FAMIS Accounting All budget items account versions and transfers allocations will be secured with Approval Type D Done budget The Approval Type F Fed to Accounting is assigned to budgets and transfers that actually are loaded in Financial Accounting Budget Preparation User Manual Page
37. circumstances How do I drop an account that has had Budget Module activity for the year Starting February 2001 an account with B oard D one or F ed budget activity is no longer permitted to be dropped The account can be flagged for delete to prevent it from rolling into the next year Prior to February 2001 it was possible to drop an account that had been budgeted in the budget module without any warning An account that has submitted budget entry versions that are not marked with a B D or F can be dropped by performing the following steps e Change the delete flag to N it had to be set to V to attempt the drop e Remove the submitted versions using Screen 584 or 594 e Change the delete flag to Y e Change the drop flag to Y If budget information exists for an account but no versions are submitted or marked with a B D or F a pop up window will appear on the Flag maintenance Screens 43 44 indicating the type of budget entries that were found and asking if the budget information should be deleted Entering a V in the pop up will delete the budget information and then drop the account Budget Preparation User Manual Page 11 30 Budget FAQs cont d Budget Versions Q A Can I produce a report that shows Member Pattern categories by account for ALL accounts including a grand total FDAR670 and FDAR671 produce reports that show member pattern categories by account for ALL
38. data Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 561 e Enter the account number Do NOT change the fiscal year unless you are NOT working on next year s budget Press lt ENTER gt e Enter any additional information as desired Press lt ENTER gt GL to SL Transfer Allocation When the receiving SL SA maps to the same GL as the Action Line GL e A positive SL SA allocation will be stored for the receiving SL SA e GLfeed must be set to N When the receiving SL SA maps to a different GL than the Action Line GL e AGLtransfer from the Action Line GL to the receiving account s mapped GL will be stored e A positive SL SA allocation will be stored for the receiving SL SA e GL feed flag will determine if a fund balance or due to due from transaction will be created at budget feed time Budget Preparation User Manual Page V 9 Screen 561 GL to SL Transfers Allocations cont d Field Desc ri ptions Required Help PF2 7 or Field Help Available Action Line From Acct Fiscal Year Default GL Feed Default Mandatory Screen Information F TO cc SLAcct Amount 6 digits Enter the GL account from which the transfer is being made 4 digits Identify the fiscal year of the budget transfer Default is the current fiscal year plus one 1 character Flag
39. digits Identifies the ABR rule that applies Help 1 character Indicates pattern level M Member D Department Help 10 characters digits Indicates the particular pattern which is displayed and attached to the account Help 5 characters Identifies department to which the pattern belongs Used only by the department level Help 5 characters Identifies sub department to which the pattern belongs Used only by the department level 3 digits Identifies the ABR rule that applies 1 character Indicates the account s submitted version has been locked Help 10 characters digits Indicates the name of the budget version that has been submitted for the account The version can only be removed on this screen Use PF11 from Screen 589 599 to submit store the version name for an account 11 digits Indicates where the account s budget should feed when the budget is posted into FAMIS s financial accounting at the beginning of the budget fiscal year This is used only by those Members who have the need to renumber an account after the budget process has been completed Budget Preparation User Manual Page IV 16 Screen 594 SA 11 Digit Budget Account Attributes cont d NO Feed NO Budget Owner Dept SDept Exec Div Coll Mail Cd Budget Group GEB Resp Person ABR Rule Map Cd 1 ch
40. first one occurs when a Y is entered in the Action Line Delete field 2 Another one occurs when copying over an existing pattern The following confirmation screen will appear as a safety feature in both instances to keep unintentional deletes from occurring PF11 Cpatt When copying over an existing Pattern or Delete Y This budget pattern currently contains entries Please confirm DELETE to copy over the entire pattern Type DELETE to confirm 3 The third condition that will cause a pattern to be deleted occurs when all categories are removed from an existing pattern When this happens the following pop up will appear Delete Pop Up When deleting all lines of a Pattern All entries have been deleted from this budget pattern Please confirm the deletion of this entire pattern Type DELETE to confirm Basic Steps e Advance to Screen 552 e Enter the pattern type the pattern name and the department sub department Do NOT change the fiscal year unless you are NOT working on next year s budget Press lt ENTER gt e To create a new pattern enter the pattern description sort order and Member rollup pattern name Press lt ENTER gt e Enter any other information as desired e Press lt ENTER gt Budget Preparation User Manual Page Ill 20 Screen 552 Department Budget Pattern Maintenance cont d Field Desc ri ptions Required Help PF2 7 or Field Help Availa
41. fiscal year it is recommended that the prior year s category number be included with a description indicating it is no longer used This will ensure that all amounts in the prior year s budget appear in the comparative columns Categories with no dollar activity will be zero suppressed on the budget reports Budget Preparation User Manual Page Il 10 B P P amp FAMIS Budget Preparation Procedures cont d 8 Set Up Column Defaults and Prodcards Review and update the column defaults and prodcards that are used for the Budget Module Contact FAMISHELP as necessary to make changes Specifically e check the column defaults for FDAR589 prodcard e check the prodcard for the FBAU672 reallocator program e establish the new fiscal year Column Default table on Screen 856 e check for changes to the Version Create table e Let FAMISHELP know if the if the prodcard for FDAR589 and the Column Default table on Screen 856 are to be the same or if they will be different Phase 2 9 Copy FAMIS Accounts into the New Fiscal Year Run by request including CCO8 CCO9 and CC18 Request YU001 to copy the new fiscal year accounts Banks GLs SLs and SAs YU001 will increment the fiscal year in the state banks both the default and alternate banks on the accounts lt U00 e will set the Allow Attributes Flag to Y on Screen 842 This job can be run for given ranges of accounts and can
42. in the Action Line The transfers must be initiated by someone having budget authority over the account in the Action Line The receiving accounts must exist in FAMIS but they can reside on any Member s campus The person allocating the funds does not need access to the receiving accounts All allocations and transfers must be positive All budget transfers will initially be marked with an approval type of C for Current Once the budget is submitted to the Board of Regents for approval the transfers will also be marked with an approval type of B for Board If changes or additional transfers are later made the resultant transfers will be marked as Current and the transfers at the time of board submission will remain behind the scenes audit trailed with an approval type of B Transfers that are fed to accounting will be audit trailed with an approval type of F and transfers existing when the budget module is closed for the fiscal year will be audit trailed with an approval type of D for Done The audit trailed transfers can be seen on selected screens by indicating the appropriate approval type on the screen They can be seen on reports by specifying the approval type as OPTION6 on the report request Depending on the feed flag allocations from or to an SL will indirectly trigger a GL journal entry to be created at the time the budget is loaded into financial accounting This will occur wheneve
43. in the System Pattern can cause problems with FBAU584 Can I add additional categories that contain subcodes not already included in any of the existing categories on the Pattern Can I do this if the Pattern has been assigned to accounts and if some of the accounts are already budgeted Patterns assigned to accounts and budgeted accounts can be modified as follows e Category display order description or feed object code can be changed e Additional categories can be added to the Pattern e New subcode ranges can be added using existing or new categories as long as they do not include any subcodes in existing ranges Can we reassign the subcodes on a Pattern that has submitted budgets You must contact the System Office of Budgets and Accounting SOBA for this SOBA will contact FAMIS if they approve of the requested changes If allowed the change requires a two step process 1 FAMIS has a program XXBXPA that changes the pattern subcode ranges making the desired subcodes available to be in a separate category For this email famishelp tamus edu the subcodes that you want changed and list the low and high of the new lines 2 After FAMIS changes the subcode ranges you can add the category online Budget Preparation User Manual Page Il 28 Budget FAQs cont d gt gt Can I update the Pattern on an account that does not have a Submitted Version Yes Can I change the Pattern even if there is a Submitted Version
44. indicator account number fiscal year start Campus Code and start account Do NOT change the fiscal year unless you are NOT working on next year s budget Press lt ENTER gt The field titles will change depending on what you enter in the To From field Field Descri ptions Required Help PF2 7 or Field Help Available Action Line App Type 1 character Specify the point of time for which the transfers allocations should be displayed The valid values are B Board Submission C Current default D Done Board adjusted end of budget cycle F Fed to accounting Budget Preparation User Manual Page V 20 Screen 541 Transfer Allocation Listing cont d To From Acct Year Start CC Start Acct Screen Information To From SA cc To From Account To From Account Description Amount 4 characters Indicate whether the transfers allocations shown should be coming to or from the specified accounts The valid values are FROM TO default 11 digits Enter the GL or SL or SL SA giving receiving account being allocated transferred money 4 digits Identify the fiscal year of the budget transfer Default is the current fiscal year plus one Help 2 characters digits Campus code used with Start Acct to begin displaying the transferring allocating detail lines Defaults to current campus code 6 digits GL or SL
45. is seldom used as it is appropriate when there are many changes in a Chart of Accounts OPTIONAL request FBAU586 can only run ONCE to initialize this year s budget based on one of last year s dollar figures This can be used as a starting point for this year s budgeting This program copies last year s activity substitutes this year s salary information and stores a new budget version The Version Create Table and the Column Default Table must be defined prior to running the FBAU586 Most Members have defaulted to type D Done board adjusted All choices are visible by entering in the TYPE field on Screen 589 Examples would be copy from last year s board budget B board adjusted D this is your budget just prior to loading to FAMIS accounting FA Revised Budget R etc OPTIONAL FDAR589 Budget worksheet Option letters are A all accounts eligible for budgeting B all accounts with a submit version Option numbers include 1 listing of accounts 2 budget report for selection accounts 3 adjustment form where current submit version will be displayed next to blank adjustment column for selected accounts 4 empty budget form entry column displayed with 4 comparative columns current submit version WILL NOT be displayed Most initial budget sheets are run using Option A3 Subsequent sheets would probably be printed using Option B3 Enter transfers and allocations One M
46. of the adjustments i e to put things back in balance from the salary adjustments that were made in Prep Can we run a set of FAMIS budget reports once Prep is in to confirm the adjustments needed on transfers allocations etc Yes you can continue to work in the FAMIS budget module and run reports after the budget is submitted to the Board of Regents Once you have finished entering in Prep request that FAMIS load Prep into the Budget Module FBAU584 and run the reallocator FDAU672 with UPDATE NO This can show you if any accounts need additional transfers allocations The FBAR599 Error Report Loading the Beginning Year Balances indicates that the Support SL Account was NOT found What can I do about this These accounts no longer exist in the new year therefore they cannot be loaded to the non existent accounts at this time You may add them as valid accounts in the new year or if you agree with the reject message and no longer need the accounts to be budgeted consider them finished and ignore the error messages Budget Preparation User Manual Page Il 35 Budget FAQs cont d Create Projections for Next Year s Budget in Current Year Often departments wish to begin their New Year budget projections before the future year is open and ready for entry in FAMIS This document outlines one method to use FAMIS budget module to create New Year projections In the Current Year 1 Request that your campus budget module be unlocke
47. of the budget in FAMIS and the finalization of the employees new fiscal year salaries Final employee salary recommendations may not be complete for all System Members when the budget is presented to the Board of Regents for approval The salary budget process chosen by each Member depends on the philosophy and procedures at each particular institution or agency Generally those institutions with a larger percentage of their total budget committed to employee salaries prepare their salary recommendations while their budget is prepared for presentation to the Board of Regents Other Members choose to wait to finalize employees salaries until closer to the beginning of the new fiscal year in order to reduce their workload due to corrections and adjustments caused by employee turnover promotions etc Entry of Recommended Salaries Prior to the start of the new fiscal year Member budget offices complete the input of recommended salaries in the Prep Budget Once they are finished B P P builds a file of the recommended salary adjustments that will be effective with the start of the new fiscal year September 1 This data is then loaded into the Active Budget For even numbered calendar years generally the State Legislature is not meeting the total budget appropriated from state funds is already known Therefore the entire Prep Budget process can begin earlier and usually starts in February For odd numbered calendar years t
48. record of the dollar amount and the type of financial transactions posted to an account Dollar Limit A code used in Accounts Payable to specify a check amount If the amount of a vendor s check is greater than this value the check will not be generated Drop Flag A data element whose condition signifies that a document is to be removed from the database immediately E Encumbrance An obligation incurred in the form of a purchase order or contract Also referred to as an open commitment Endowment Funds received by an institution from a donor who specifies the condition that the principal not be spent Endowment Income The income generated by investing the principal of an Endowment Fund Entry Code The initial three digit code on a transaction that denotes the transaction type This code which is mandatory for all FRS transactions is predefined by the system It is also known as the Transaction Code Expended Depleted used up Expense Cost disbursement payments F 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 Budget Preparation User Manual Page IX 14 Appendix Glossary cont d 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
49. selected fields through the Question Mark Help facility This HELP information may be accessed by typing a question mark in the field in question and pressing the lt ENTER gt key In some instances typing an asterisk will provide additional information for a field A pop up window is displayed with the valid values for the field By placing an X next to the desired value that value is passed to the main screen This is the Passback feature Screen 002 GL 6 Digit 002 GL 6 Digit 11 24 97 13 09 FY 1997 CC AA Screen __ Account 032365 NAVSO INC Account Title NAVSO INC Resp Person 4uuuuuuu9 SOMMERS SALLIE S Old Acct Year end Process F Reclassify _ Reporting Group __ Aux Code Fund Group FG Sub Fund Group DF Sub Sub GP Function __ Default Bank 00001 Override Y SL Mapped Count 1 Alternate Banks 00002 Security Dept S Dept Exec Div Coll Mail Cd Stmt Primary ELEN_ EPI__ AA CD EN C3128 Y Secondary Long Title NAVSO INC ENDOWMENT Account Letter Y Setup Date 02 28 1994 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next ELLE Budget Preparation User Manual Page IX 7 Budget Screens List M58 540 541 542 543 552 556 557 560 561 562 563 571 572 576 577 583 PAGE Budget Preparation Menu 0 0 000 00cccccccccscscssssacssacccasssscccsccsnnssscsssssessssssssnc
50. so that the detailed budget can be summarized for your agency Both patterns should be linked to ABR 000 These patterns will be used to create the Budget Book reports FDAR670 and FDAR671 The ROLLUP expense pattern can be created by copying one of your existing expense patterns to the name ROLLUP deleting the subcode low high lines and adding any missing categories that are used in your other non copied expense patterns The ROLLUP revenue pattern can be created the same way starting with an existing revenue pattern See the Member Budget Pattern Maintenance Screen section for a sample of a ROLLUP pattern 7 Establish Department Patterns OPTIONAL Where desired allow departments to establish Department patterns Screen 552 Department patterns will assume the ABR rule of the Member pattern to which the department pattern rolls Make sure you enter an asterisk in the last position of the description column for all salary categories This asterisk is used by the automated salary reallocation In order to do comparative budget analysis on accounts it is important to keep the Department and Member category numbers consistent from one fiscal year to another If a category is broken out into more than one category in the new fiscal year it is recommended that the prior category number be used for one of the new split categories in the new fiscal year s pattern If a category is not being used in the new
51. the System or Member Level Screens 577 576 If it is locked contact your budget officer 3 Go to Screen 589 599 and enter the account and version name If the version of the account that you wish to change already exists and was previously submitted to the Board you will be prompted by a message asking you to select either the Board Approved Version or the Current Version a Select the one you want to change If you select Board Approved you will get the message Inquiry Only Budget Version Locked and Secured b Press the PF6 Copy key F6 will prompt you for a new version name and will copy the old version to it When the copy is finished the new version name will be in the Action Line of 589 599 c Youcan then make your changes and press PF11 SUBMT to submit them Why don t the transfers show up on the FDAR670 Report If all your transfers are within your campus and within the same ledger all the transfers net to zero and therefore you will not see dollars However if you have entered your debt service transfer to SAGO this will show up Explain the Budget Codes C Current indicates the current submitted budgets transfers and allocations B Board indicates the budgets transfers and allocations as of the time they were submitted to the Board of Regents for approval D Done indicates the final status of the budgets transfers and allocations for the fiscal year This approval type is set at the same
52. the comparative activity isn t needed The default for this field is N for Non FAMIS Members 1 character Designates whether the previously saved budget version should be deleted 20 characters digits Identifies the budget pattern you are working with revenue and or expense 1 character Type of data to be displayed in the column Actuals default Board approved approval type OPTION6 Actuals Encumbrances Done Board adjusted approval type OPTION6 Fed approval type OPTION6 Original Budget No Carry Frwd Original Budget W Carry Frwd Revised Budget New Version No display SIOZMODODWPp II D 3 gt iT Budget Preparation User Manual Page VI 10 Screen 589 SL 6 Digit New Budget Entry cont d CC FY MM Ver Acct Category Additional Functions PF KEYS PF5 Sal Sal PF6 Copy Copy 2 digits 4 digits 2 digits Campus code fiscal year and month from which to get column s data 10 characters digits Name of the budget version to be displayed Required if TYPE V 10 digits Indicates the account number used to display the columns of budget amounts for the categories 17 characters Name of the category to be budgeted See the Appendix for an explanation of the standard PF Keys Salary Salary updates the salary line with the latest salary amount fed from B P P Prep Budget Salary dollars updated Press ENTER to continue
53. this key will copy data from the column where the cursor is positioned into the new year budget column marks the column being copied I I RARE Do you want to copy from the marked column to l the Budget Version l I Budget Preparation User Manual Page VI 19 Screen 599 SA 11 Digit New Budget Entry cont d PF9 Print Print Download a report using Entire Connection PF10 Save Save Saves the current version PF11 Submit Submt Submits the current budget version If the version has not been saved it will also perform the save function Budget Preparation User Manual Page VI 20 Version Inquiry The purpose of Screen 540 is to display all the budget versions created for an account by version status A starting version can be specified Versions are selected based on their version status The following represents the version statuses that can be used Saved Versions All versions saved for a given account Board Approved Version Version approved by the TAMUS Board of Regents Current Submitted Version Version currently submitted for the account Done Board Adjusted Version Budget at feed time Final budget for the budget fiscal year F Feed to FAMIS Version Budget fed to FAMIS at the beginning of the budget fiscal year Oo pm 2 No entity security controls this screen Screen 540 Version Inquiry 540 Version Inquiry 04
54. time as the F code F Feed to FAMIS indicates that the budgets transfers and allocations were actually fed to accounting in the new fiscal year This approval type will not be set for Members who do not use FAMIS as their primary accounting system See Budget Preparation Overview Audit Trails section of the Budget Preparation User s Manual I received the following error messages from Program FBYU408 How do I correct them e Feed Obj is invalid for ABR Rule 001 Update the feed object code on your member pattern to match a subcode in your ABR e Non Numeric Support Account Changed to Zeros This is an informational message No action on your part is required Budget Preparation User Manual Page 11 33 Budget FAQs cont d I notice that the manual says Transfers Allocations Must Be Initiated by Someone Having Budget Authority Over The Account Does this mean the Account Manager If you have been given entity security for Budget and update access for the account as well as screen access you should be able to make the entries want to automatically CREATE this year s Budget Versions using last year s Budget Module numbers excluding the salary dollars which should come from this year s Prep Budget How do I go about this FBAU586 creates a new version based on one of your columns on Screen 589 Then it changes the payroll categories to match the amounts last loaded from BPP Therefore all categories
55. 0 End of Data l l l l l l l l Press lt PF4 gt to Exit 4 digits FAMIS subcode having current year salary related requirements 13 digits Shows the salary dollars for the current year payroll provided by B P P Budget Preparation User Manual Page IV 10 SA 11 Digit Budget Account Attributes The purpose of Screen 594 is to define and display budget account attributes and assign budget patterns and other related information to each account that will be budgeted or not budgeted in the formal budget process Prior to beginning the new budget year the new FAMIS fiscal year will be opened for attribute only access and all accounts not flagged as deleted will be copied from the prior year into the next fiscal year new budget year through a batch process Each university and agency should review these accounts and delete any that should not exist in the next fiscal year Frozen accounts can be valid budgeted accounts This accommodates budget only dummy accounts Accounts whose Budget Sort field Screen 8 matches these dummy accounts are not individually budgeted but their budget numbers are combined and represented in the budget presented in the dummy account The budget sort field should only be used on accounts that have no payroll are not automatically fed with a budget and are not individually presented to the Board A review should be made of the SA Create Enable flag Screen 6 and the SA Tr
56. 0 LABORATORY FEES FALL amp 001 REV M TAMUREVI 001 MD1 EXP 101001 LABORATORY FEES SUMMER 001 REV M TAMUREVI 001 EXP 101002 STATE MINIMUM TUITION FA 001 REV M TAMUREV1 001 EXP 101002 00000 STATE MINIMUM TUITION FA 001 REV M TAMUREVI 001 MD1 EXP 101003 STATE MINIMUM TUITION FA 001 REV M TAMUREVI 001 EXP More Entries lt ENTER gt to Continue xx Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Left Right Screen 543 Budget Account Inquiry Panel 2 543 Budget Account Inquiry F Account Dept SDept _ 101000 REV 101000 00000 REV 101001 REV 101002 REV 101002 00000 REV 101003 REV Hmenu Help EHelp Screen Account 101000 D 00000 Fiscal Vear F SA NB NF N N N Y Y Y 04 02 04 15 56 FY 2004 CC 02 2004 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Left Right Budget Preparation User Manual Page IV 20 Screen 543 Budget Account Inquiry cont d Basic Steps e Advance to Screen 543 e Enter the starting account number Do NOT change the fiscal year unless you are NOT working on next year s budget Press lt ENTER gt e Type X in the F field to select the account you wish to view This action will advance you to Screen 584 where the attribute detail for the selected account number is displayed Field Desc ri ptions Required Help
57. 044 00000 FEEDOO7 08 25 2003 07 34 PM Fxxxxx8 120044 00000 FY2004 07 07 2003 02 44 PM BxxxxxP BAXTER BARBARA 120405 00000 FEEDOO1 08 01 2003 08 19 PM FxxxxxxU 120405 00000 FEEDOO2 08 05 2003 07 45 PM FxxxxxxU 120405 00000 FEEDOO4 08 08 2003 06 33 PM FxxxxxxU 120405 00000 FEEDO06 08 25 2003 07 34 PM Fxxxxx8 120405 00000 FY04 06 26 2003 03 10 PM BxxxxxP BAXTER BARBARA 120406 00000 FEEDOO1 08 01 2003 08 19 PM FxxxxxxU 120406 00000 FEEDOO2 08 05 2003 07 45 PM FxxxxxxU More Entries lt ENTER gt to Continue Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 542 e Designate whether you wish to view a revenue R or expense E budget pattern enter the pattern type M or D the pattern name and the fiscal year Do NOT change the fiscal year unless you are NOT inquiring on next year s budget e A version status can be indicated in the Version Status field to specify whether a saved or submitted version is to be displayed The default displays saved versions e Press lt ENTER gt Budget Preparation User Manual Page Ill 28 Screen 542 Pattern Inquiry cont d Field Desc ri ptions Required Help PF2 7 or Field Help Available Action Line Rev Exp Pattern Fiscal Year Version Status Screen Information Sel Account Version Name Help 1 character
58. 05 04 17 46 FY 2004 CC 02 Screen ____ Acct 271030 00000 Fiscal Year 2004 Approval Type C Start Version Version CURRENT version modified on Sel Account Name Date Time Userid Name 271030 00000 MD1 07 25 2003 10 24 AM JxxxxxP COLLIER CALLIE C 271040 00000 FEEDOO4 08 08 2003 06 38 PM FxxxxxxU 271050 00000 CCWOO1 07 03 2003 05 21 PM KxxxxN DUNLAP DILLON D 271060 00000 MD1 07 25 2003 10 20 AM JxxxxxP COLLIER CALLIE C 289000 00000 FEEDOOA 08 15 2003 06 56 PM Fxxxxx4 289010 00000 FEEDOO7 08 12 2003 06 52 PM FxxxxxxU 289020 00000 sci 07 02 2003 10 00 AM JxxxxxP CARRIER CARRIE C 289030 00000 FEEDOO1 08 15 2003 06 56 PM Fxxxxx4 289040 00000 sci 07 02 2003 03 01 PM JxxxxxP CARRIER CARRIE C 289050 00000 KDG1 07 03 2003 01 40 PM JxxxxxP HARRIS HARRY H 289100 00000 MD1 06 26 2003 05 08 PM JxxxxxP COLLIER CALLIE C 289110 00000 FEEDO06 08 15 2003 06 56 PM Fxxxxx4 More Entries lt ENTER gt to Continue Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Patt Basic Steps e Advance to Screen 540 e Enter the account number and version status Do NOT change the fiscal year unless you are NOT working on next year s budget Press lt ENTER gt e Add any additional information as desired Press lt ENTER gt Budget Preparation User Manual Page VI 21 Screen 540 Version Inquiry cont d Field Desc ri ptions Required Help PF2
59. 16 32 12 Panel 02 F Account End Date End Time Added Dt User ID Modify Dt User ID End of Overrides list Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Exit Left Right Reset tooo n PF12 Reset Reset Refreshes the screen as if no processing has been performed Pop Up Field Descriptions Panel 1 F 1 character Indicates whether you wish to Blank No Action A Add record D Delete record P Position not always available U Update record Account 11 digits The SL SA account and the subcode of the account receiving the override End Date 8 digits Identifies the date the override expires End time is also used Date and time must be greater than or equal to current date Default is three business days from current date End Date cannot be more than seven calendar days from the current date End Time 6 digits characters Identifies the time the override expires End date is also used Date and time must be greater than or equal to current date Time must be between 12 01 am and 5 30 pm Default is 5 30pm Exp 1 character Indicates if the override has expired Desc 18 characters Lists the account title Budget Preparation User Manual Page VII 8 Screen 571 Lock Unlock by Sub Department cont d Entering Level Attribute Panel 2 Added Dt User Id Modify Dt User Id 8 characters Identifies the level sett
60. 3 digits Identify the ABR Rule that applies to the specified pattern Sort Help 1 character Indicate the order of the display This field defaults to the last value input by a user Valid values are S Subcode C Category F Feed Object 556 only D Display System Rollup Help 10 characters digits Indicate the System pattern to which the Action Line pattern rolls and will be edited against Delete 1 character Indicate whether the pattern should be deleted erased Type Y to delete the pattern Page 2 digits Represents the page number of the display F Help 1 character Indicate whether vou wish to A Add record D Delete record P _ Position not always available U Update record Cat 2 digits Signify the number associated with the category ties description to subcodes etc It is recommended this number be set in 5 digit increments This number should be consistent with prior year s category number s Low Help 4 digits Enter the lower boundary of object code ranges to be included for a particular category of the pattern Not permitted if Disp and Description are entered High Help 4 digits Indicate the upper boundary of object code ranges to be tracked for a particular category of the pattern Not permitted if Disp and Description are entered Budget Preparation User Manual Page Ill 16 Screen 556 Member Budget Pat
61. 7 or Field Help Available Action Line Acct Fiscal Year Approval Type Start Version Screen Information Sel Account Version Name 11 digits Enter the budget account 4 digits Identify the fiscal year of the budget pattern Default is the current fiscal year plus one Help 1 character digit Status of the versions being searched The valid values are Saved Version default Board Approved Version Feed to FAMIS Version Done Board Adjusted Version Current Submitted Version O00 TWF Il 10 characters digits Name of the starting budget version 1 character Type an X in this field to select an item displayed on the screen 11 digits Account having a budget version matching the criteria specified in the Action Line 10 characters digits Budget version assigned the account listed in the detail line version modified on title changes depending on Approval Type Date Time Userid Name 8 digits Date version was saved 6 characters digits Time version was saved 8 characters digits UserID of person who saved the version 18 characters Name of the person saving the budget version Budget Preparation User Manual Page VI 22 Screen 540 Version Inquiry cont d Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF7 Pattern Patt Position cursor over any line in detail display area and use P
62. 70 terminals the correct combination is the ALT RULE keys On most PCs the HOME key on the numeric keypad will work Protected Area The Protected Area is the area of the screen that will not allow the user to enter information Typing information in the protected area may freeze the screen Use your reset key and then tab key to release your system when it freezes Action Line Context The Action Line is usually the first line of information on each screen The Screen field is used to navigate from screen to screen by entering the number of the screen desired Fields such as screen vendor voucher number account etc are often found on the Action Line Data that is entered on the Action Line will be carried in context from screen to screen until changed For example the GL account number 032365 is entered on the Action Line of the screen below That account will be carried in context until the user keys a different account in the field The lt ENTER gt key must be pressed after entering Action Line data If a user does not follow this step all information entered on the screen may be lost and must be re entered After pressing lt ENTER gt a message will be given at the top of the screen asking for modifications or providing further processing instructions F0002 Record has been successfully added 002 GL 6 Digit 03 03 94 14 56 FY 1994 CC AA Account Title NAVSO Budget Preparation User Manual Page IX 4
63. 8 digits Date the account override was created 8 characters digits FAMIS User Id of the person creating the override 8 digits Date the account override was last modified 8 characters digits FAMIS User Id of the person last modifying the override Budget Preparation User Manual Page VII 13 Lock Unlock by Member The purpose of Screen 576 is to allow TAMUS Members to lock budget recommendations for its accounts Until the TAMUS System Office of Budgets and Accounting has set a lock on the Member s campus code the TAMUS Member lock can be removed A TAMUS Member lock can be overridden for specific accounts by pressing the override account key PF11 If the Unlock feature is used all accounts in the TAMUS Member will be unlocked and the account override information will be deleted A special entity security LEVEL6 controls this screen Screen 576 Lock Unlock by Member 576 Lock Unlock by Member 04 02 04 16 32 TEXAS A amp M UNIVERSITY FY 2004 CC 02 Screen Fiscal Year 2004 Lock Y N _ Lock Date Locked by Secure Submitted Version Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Ovrds The following pop up occurs when a TAMUS Member lock is attempted and it has unexpired account overrides Override records currently exist for xxxxxxx All Overrides must be deleted before the Lock Unlock can be processed I Enter Y to delete all o
64. 81 895 Utilities Telecommunicatio 16000 11703 11765 10551 10752 Fees and Service 8000 3203 3918 3924 5151 Maintenance and 5000 199 229 19608 179 Other Miscellane 278 132 90 Capital Outlay 7658 Scholarships amp G Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Sal Copy Bkwd Frwd Print Save Submt Page VI 8 Screen 589 SL 6 Digit New Budget Entry cont d Screen 589 SL 6 Digit New Budget Entry Page 3 589 SL 6 Digit New Budget Entry 04 06 04 11 16 FAMIS SERVICES Sub Ver FY 2004 cc 01 Screen ____ Acct 271030 Bud Version 1 FY 2004 Calc Col Y Inquiry Only Delete Ver Pat REV EXP M SAGOEXP03 Type A Actuals A Actuals A Actuals A Actuals CC FY MM New 01 2003 13 01 2002 13 01 2001 13 01 2000 13 Ver Budget Category Acct FY 2004 271030 271030 271030 271030 Indirect Cost Ins Claims GIP W Debt Service Total Expense 1379978 1293807 1237015 1162897 1071119 SL Ending Balance 1293807 1237015 1162897 1071119 Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Sal Copy Bkwd Frwd Print Save Submt Basic Steps e Advance to Screen 589 e Type in the account number and budget version Do NOT change the fiscal year unless you are NOT working on next year s budget Press lt ENTER gt e Enter additional information as desired Press lt ENTER gt e Press PF7 or PF8 to scroll through the informati
65. Budget Preparation Version 6 3 User Manual February 2011 FAMIS Services The Texas A amp M University System Budget Preparation User Manual Page l 2 Introduction The purpose of this manual is to assist in accessing and utilizing information in the Budget Preparation section of the Financial Accounting Management Information System FAMIS FAMIS is an accounting system that responds to financial regulations applicable to educational institutions All applications access a common database that allows different users to access identical information Other applications include Financial Accounting Accounts Payable Accounts Receivable Purchasing Sponsored Research and Fixed Assets Manuals for these applications are being developed or are currently available The materials are grouped according to Budget Preparation functions All associated screens processing information and field descriptions are included in this manual By utilizing the information and guidelines contained in this manual a user should be able to understand the budget process prepare a budget and enter budget information into the FAMIS system The FAMIS User Manuals are in a constant state of revision due to screen updates changes in procedures or any one of a multitude of reasons If you would like to make suggestions or call attention to errors please contact us at 979 458 6450 or copy the page with the error note the correction or suggestion and send it to
66. Code FY 011999 012000 012001 012002 012003 022000 022001 022002 022003 022004 032000 856 Budget Generic Table Campus Cd Key STOP START_ 999999 100000 999999 100000 999999 100000 999999 100000 999999 100000 999999 100000 999999 100000 999999 100000 999999 100000 699999 100000 999999 100000 kkk Press enter for more entries Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp 04 06 04 09 27 cc 02 Data AYYYYMMAYYYYMMAYYYYMMAYYYYMM TYPE YR FM A199812N199813A199713A199613 B200013D199913A199913A199813 A200113F200113A200013A199913 A200113N200113A200013A199913 D200213A200213A200113A200013 B199913A199913A199813A199713 A199913A200013D200013B200013 D200113A200113A200013A199913 D200213A200213A200113A200013 D200313A200313A200213A200113 R199913A199913A199813A199713 kkk The Column Default table provides the capability for a Member to default the four display columns when a new budget version is created for an account These defaults can vary by account ranges For example the default columns for E amp G F amp G accounts can be different than for Auxiliary accounts The following information must be provided to use this table CC FY Account1 Account2 Campus code Fiscal Year Stop account range Start account range Budget Preparation User Manual Page VIII 4 Screen 856 Budget Generic Table cont d Column n 1 to 4 co
67. F7 A pop up window with that account s revenue and expense pattern will be displayed Press lt PF4 gt to exit the pop up window Account 289030 00000 Version SC1 M D Name Dept SDept Revenue M TAMUREV2 Expense M TAMUEXP1 Budget Preparation User Manual Page VI 23 Screen 540 Version Inquiry cont d Budget Preparation User Manual Page VI 24 Section VII Budget Locks Budget Preparation User Manual Page VII 2 Lock Unlock Function The purpose of the lock and unlock function is to control entry and modification to account budgets This feature is necessary during the budget process to ensure that submitted budgets are not modified during or after the budget review process unless the account is specifically authorized for change Locks Unlocks can be set based upon account ownership at four levels Sub department Department Member and System However locks for specific accounts can be overridden if a lock has not been set by a higher level authority If additions or updates need to be made after a higher level lock has been implemented the lower level entity needs to contact the higher level authority to make any additions or updates to the overrides Accounts can be locked that have no budget submitted Budget transfer and allocation intentions entered on Screens 560 563 will not be locked They should not be changed once the TAMUS System lock has been set however Locks may be set overridden and
68. GL mapped GL is different from the to account GL mapped GL Caution must be taken to avoid entering GL transfers on the transfers only Screen 560 that were indirectly implied by entries made on the transfer allocation screens 561 or 563 or the allocation only screen 562 Budget Preparation User Manual Page V 3 Transfers and Allocations cont d The following table outlines the transactions that will be created and posted for the different types of GL transfers Action Line Detail Line Action Line Detail Line from acct to acct from acct to acct Feed TC DR CR TC DR CR Same Campus 58xy 48xy Y 060 58xy 48xy Mandatory D 060 58xy 29xy 06x 19xy 48xy Same campus 59xy 49xv Y 060 59xy 49xv Non Mandatorv D 060 59xy 29xy 06x 19xy 49xv Different campus 5301 43cc N Mandatory Different campus 57cc 47cc N Non Mandatory Where Y normally zero except for ledger 7 X offset ledger Cc offset campus code The ability to batch load the transfer allocations into the Budget Module may be provided in the future This feature would be used only by Members not using FAMIS as their primary accounting system Budget Preparation User Manual Page V 4 GL to GL Transfers Screen 560 is used to budget the transfer of funds between GLs The account transferring the funds is entered
69. MUS System Revenue and Expense Budget Patterns The System Pattern Level defines the minimum revenue and expenditure budget categories and their associated object code ranges that each Member must use to budget its accounts so that budget requirements can be adequately reported by TAMUS to the Board of Regents Each budget category defined by multiple possibly disjoint object code ranges in the lower level patterns must map to only one System Pattern budget category System patterns cannot be assigned as an account s revenue or expense pattern Only one System Revenue and System Expense pattern can be defined for the TAMUS These patterns can be created from scratch or copied from an existing pattern or ABR rule by using the PF11 COPY function Patterns can be copied from any existing ABR rule or any Department Member or System Pattern regardless of campus or security restrictions To copy logon to the new FY and copy from the old FY The TAMUS System Patterns are defined by the TAMUS System Office of Budgets and Accounting on the FAMIS master campus CC 00 These patterns can be seen from any Member s screens but can only be created or modified on the master campus These patterns must be established before any Member s patterns can be created All lower level patterns created by a Member or its departments will be edited against the System pattern to ensure consistency For completeness it is recommended that every possible object code
70. Maintenance cont d Cat Low High Disp Description Additional Functions PF KEYS PF5 Valid PF9 Print PF10 VRoll PF11 CPatt 2 digits Identify the number associated with the category ties description to subcodes etc It is recommended this number be set in 5 digit increments This number should be consistent with prior year s category number s Help 4 digits Enter the lower boundary of object code ranges to be included for a particular category of the pattern Not permitted if Disp and Description are entered Help 4 digits Indicate the upper boundary of object code ranges to be tracked for a particular category of the pattern Not permitted if Disp and Description are entered 2 digits Signify the order that the category should appear when the budget is entered or displayed Not allowed if Low or High are entered It is recommended this number be in 5 digit increments 20 characters Enter a short description of the pattern category Both upper and lower case letters are allowed This is not allowed if Low or High fields are entered See the Appendix for an explanation of the standard PF Keys Validate Validates the pattern against its rollup pattern Print Download a report using Entire Connection View Rollup Views the rollup pattern detail Copy Pattern Copies an existing ABR or Pattern from any valid campus fiscal year to the Action Line patter
71. 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 Transaction Code A three digit code that uniquely identifies a transaction type and determines editing criteria and dollar fields to be updated U Update Screen A screen 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 by comparing operator security authorization with the value stored in the field Vendor A provider of goods and or services Vendor Addresses See Order From Addresses and Remit To Addresses Vendor Automatic A feature that automatically assigns a specific Number Assignment to the vendor in the Action Context Line Vendor Commodity A good or service purchased from a specific vendor Vendor File A record of all attributes dollar data and control information for all vendors Version Account Budgets created by departments These can later be submitted as the budget recommendation for the account Once a version is locked it will be called a secure version and can never again be changed K FA DOC WRKNPRCS Budget BudgetcurrNF docx L
72. PF11 PF12 Hmenu Help EHelp Exit Left Right Reset PF12 Reset Panel 1 F Account End Date End Time Exp Description Reset Refreshes the screen as if no processing has been performed 1 character Indicates whether you wish to Blank No Action A Add a new line to the pattern U Update change a line of the pattern D Delete a line from the pattern P Position scroll to an override account 2 fields of 6 digits 5 digits The SL SA account and the subcode of the account receiving the override 8 digits Identifies the date the override expires End time is also used Date and time must be greater than or equal to current date The default is three business days from the current date End Date cannot be more than seven calendar days from the current date 6 digits characters Identifies the time the override expires End date is also used Date and time must be greater than or equal to current date Time must be between 12 01 am and 5 30 pm default is 5 30 pm 1 character Indicates if the override has expired 18 characters Lists the account title Budget Preparation User Manual Page VII 12 Screen 572 Lock Unlock by Department cont d Entering Level Attribute Panel 2 Added Dt User Id Modify Dt User Id 8 characters Identifies the level setting the account override 11 characters Identifies the value of the level setting the account
73. Page IV 2 SL 6 Digit Budget Account Attributes The purpose of Screen 584 is to define and display budget account attributes and assign budget patterns and other related information to each account that will be budgeted or not budgeted in the formal budget process Prior to beginning the new budget year the new FAMIS fiscal year will be opened for attribute only access and all accounts not flagged as deleted will be copied from the current year into the next fiscal year new budget year through a batch process Each university and agency should review these accounts and delete any that should not exist in the next fiscal year Frozen accounts can be valid budgeted accounts This accommodates budget only dummy accounts Accounts whose Budget Sort field Screen 8 matches these dummy accounts are not budgeted individually but are combined and represented in the budget presented in the dummy account The budget sort field should only be used on accounts that have no payroll are not automatically fed with a budget and are not individually presented to the Board AL RSCH model A review should be made of the SA Create Enable flag Screen 6 and the SA Transaction Budget Expense Revenue flags Screen 6 These flags in addition to SA Transaction Budget Module Expense Revenue flags control the support account s capability of having revenue expense or both types of budgets These flags will control whether t
74. Status of the lock and date the budget version was completed A version sequence number is assigned to the affected accounts budget versions through a batch process that runs after 5 30 pmona daily basis In Process indicates that the budget versions have not yet had their sequence numbers assigned Completed indicates that the budget versions have had their sequence numbers assigned Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF11 Overrides Ovrds Allows for the entry and display of account overrides Entry is only allowed if Lock Y PF11 Account Override Pop Up Panel 1 Budget Lock Overrides for Dept ADRC Current Date 04 06 04 Time 09 03 08 Panel 01 More gt gt Entering F Account End Date End Time Exp Desc Level Attribute End of Overrides list Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Exit Left Right Reset Budget Preparation User Manual Page VII 11 Screen 572 Lock Unlock by Department cont d PF11 Account Override Pop Up Panel 2 Budget Lock Overrides for Dept ADRC lt lt More Current Date 04 06 04 Time 08 59 43 Panel 02 F Account End Date End Time Added Dt User ID Modify Dt User ID End of Overrides list End of Overrides list Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10
75. 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 Financial Transaction An entry made to the system to record information 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 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 Annuity and Life Income Plant and Agency 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 ac
76. TER gt The default columns will be displayed If the Action Line is changed before the current budget version changes are saved the user will be prompted to perform a save before transferring to another screen or accessing a different budget version New Year budget has changed Do you want to SAVE Dollars All amounts will be entered and displayed as whole dollars and will be represented as positive numbers when they are in their normal state For example revenues will be displayed as positive numbers opposite the way they are displayed on normal FAMIS inquiry screens Salary Categories At the beginning of the budget preparation cycle current year salary obligations will be loaded from B P P to FAMIS as informational salary data by the FBAU584 program These salary amounts as shown on the 584 594 Sal pop up are summed by category and displayed in the new budget column whenever a new budget version is created These figures can be changed on 589 599 If the salary related information is re loaded from B P P by running FBAU584 existing versions will not be affected by the more recent B P P file If an account is flagged with SA Enable Y and the SA Revenue Transaction and SA Expense Transaction Allow flags are both N the salary related information for all the SL s support accounts will be summed and displayed at the 00000 base SA Submission If a version has not been previously
77. Typ M D Name Dept SDept ABR Account Title Responsible Person 120405 REV VICE PRESIDENT FOR STUDENT SERVICE 001 EXP D STUDENTAFF VPSS_ 001 WINTER WALLY W 120413 REV VPSA CONTINGENCY RESERVE 001 EXP D STUDENTAFF VPSS_ 001 WINTER WALLY W 211240 REV D STUDENTAFF VPSS_ 001 STUDENT WELFARE amp RECREATIONAL FAC 001 EXP D STUDENTAFF VPSS_ 001 WINTER WALLY W 216930 REV D STUDENTAFF VPSS_ 001 STUDENT LDRSHP amp QUAL OF STUD LIFE 001 EXP D STUDENTAFF VPSS 001 WINTER WALLY W 217660 REV D STUDENTAFF VPSS_ 001 SPECIAL CONCESSIONS VP STUDENT AFF 001 EXP D STUDENTAFF VPSS_ 001 WINTER WALLY W 217830 REV D STUDENTAFF VPSS_ 001 CONCESSIONS TELEPHONE ZERO PLUS 001 EXP D STUDENTAFF VPSS 001 WINTER WALLY W More Entries lt ENTER gt to Continue xx Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp AScrn AAll RScrn RAll Budget Preparation User Manual Page Ill 24 Screen 583 Assign Remove Pattern by Department cont d Basic Steps e Advance to Screen 583 e Enter the department minimum and sub department all starting account number Do NOT change the fiscal year unless you are NOT working on next year s budget Press lt ENTER gt e Enter other information as desired Press lt ENTER gt Field Desc ri ptions Required Help PF2 7 or Field Help Available Action Line Dept SubDept All Acct Fiscal Yr Screen Information Assign Rev
78. UDGET controls this screen Screen 589 SL 6 Digit New Budget Entry Page 1 589 SL 6 Digit New Budget Entry 04 06 04 11 14 FAMIS SERVICES Sub Ver FY 2004 cc 01 Screen Acet 271030 Bud Version 1 FY 2004 Calc Col Y Inquiry Only Delete Ver Pat REV EXP M SAGOEXP03 Type A Actuals A Actuals A Actuals A Actuals CC FY MM New 01 2003 13 01 2002 13 01 2001 13 01 2000 13 Ver Budget Category Acct FY 2004 271030 271030 271030 271030 SL Begin Balance Allocations Alloc In 1379978 Alloc Out Total Allocation 1379978 Total Available 1379978 Expenses Salaries 1060978 1004258 936431 895490 849944 Wages 6000 2173 4742 3003 Longevity 19000 17760 16322 8080 7720 Unallocated Sala Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Sal Copy Bkwd Frwd Print Save Submt Screen 589 SL 6 Digit New Budget Entry Page 2 Budget Preparation User Manual 589 SL 6 Digit New Budget Entry 04 06 04 11 15 FAMIS SERVICES Sub Ver FY 2004 CC 01 Screen ____ Acct 271030 Bud Version 1 FY 2004 Calc Col Y Inquiry Only Delete Ver Pat REV EXP M SAGOEXP03 Type A Actuals A Actuals A Actuals A Actuals CC FY MM New 01 2003 13 01 2002 13 01 2001 13 01 2000 13 Ver Budget Category Acct FY 2004 271030 271030 271030 271030 Benefits 240000 245068 226781 200390 191928 Travel 5000 222 2721 2966 Supplies and Mat 15000 1469 4155 4497 1581 Equipment non c 5000 7691 32314 68
79. User Id of the person last modifying the override Budget Preparation User Manual Page VII 17 Lock Unlock by System The purpose of Screen 577 is to allow the TAMUS System Office of Budgets and Accounting to lock budget recommendations for all or selected TAMUS System Members This screen exists for update only on the FAMIS Master Campus CC 00 A TAMUS System lock cannot be set for a TAMUS Member if existing account overrides set at a lower level Sub department Department or Member for example are not deleted The account overrides can be deleted on this screen or at any level equal to or above the level that originally established the account override The TAMUS System Member lock can be removed for selected Members Specific accounts belonging to TAMUS System Members cannot be overridden on this screen unlike the other lock screens If a TAMUS Member needs to make changes to any of its accounts budgets the TAMUS Member s campus must first be unlocked on this System Lock Unlock screen The TAMUS Member can then enter specific account overrides on the Member Lock Unlock Screen Screen 576 A special entitv securitv LEVEL7 controls this screen Screen 577 Lock Unlock bv Svstem 577 Lock Unlock by System 04 02 04 16 33 FY 2004 CC 02 Screen Fiscal Year 2004 Secure Secured Lock Mbr Name Lock Dt User Id Submit Ver Date Y 01 SYSTEM amp GENERAL OFFICES 08 27 2003 BxxxxxP IN PROCESS 02 TEXAS A amp M UNIVERSIT
80. User Manual Page VII 18 Screen 577 Lock Unlock by System cont d Basic Steps e Advance to Screen 577 e Do NOT change the fiscal year unless you are NOT working on next year s budget Press lt ENTER gt e Enter any additional information as desired Press lt ENTER gt Field Desc ri ptions Required Help PF2 7 or Field Help Available Action Line Fiscal Year Screen Information Lock Mbr Name Lock Dt User Id Secure Submitted Version Secured Date Additional Functions PF KEVS 4 digits Indicate the budget fiscal vear to be locked or unlocked Default is the current fiscal vear plus one 1 character Identifv whether or not all accounts belonging to the detail line s Member are to be locked or not The valid values are Y Lock all accounts belonging to the TAMUS Member N Unlock all accounts belonging to the TAMUS Member 2 digits Campus code identifying the detail line TAMUS Member 34 characters Name of the TAMUS Member on the detail line 8 digits Date lock was set by TAMUS 8 characters digits FAMIS User Id of the person setting the TAMUS Member lock 18 characters digits Status of the lock and date the budget version was completed A version sequence number is assigned to the affected accounts budget versions through a batch process that runs after 5 30 pm on a daily basis In Process indicates that the budget versions have
81. Y 03 TAMUS HEALTH SCIENCE CENTER 07 25 2003 BxxxxxP IN PROCESS 04 TARLETON STATE UNIVERSITY 08 15 2003 BxxxxxP IN PROCESS 05 PRAIRIE VIEW A amp M UNIVERSITY 07 25 2003 BxxxxxP IN PROCESS 06 TEXAS AGRICULTURAL EXPERIMEN 08 27 2003 BxxxxxP IN PROCESS 07 TEXAS COOPERATIVE EXTENSION 08 21 2003 BxxxxxP IN PROCESS 08 TEXAS ENGINEERING EXPERIMENT 07 23 2003 BxxxxxP IN PROCESS 09 TEXAS ENGINEERING EXTENSION 07 23 2003 BxxxxxP IN PROCESS 10 TEXAS A amp M UNIVERSITY AT GALV 08 21 2003 BxxxxxP IN PROCESS 11 TEXAS FOREST SERVICE 09 30 2003 BxxxxxP IN PROCESS 12 TEXAS TRANSPORTATION INSTITU 07 23 2003 BxxxxxP IN PROCESS 14 TEXAS WILDLIFE DAMAGE MGMT S 07 15 2003 BxxxxxP IN PROCESS 15 TAMU CORPUS CHRISTI 09 10 2003 BxxxxxP IN PROCESS Press lt ENTER gt to View more records Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp KKKKKKKKKKKK The following pop up appears when the TAMUS System attempts to lock a TAMUS Member that has unexpired account overrides Override records currently exist for xx All Overrides must be deleted before the Lock Unlock can be processed Enter Y to delete all overrides Enter N to abort N All overrides for the selected TAMUS Member can be removed by typing V and pressing lt ENTER gt If you wish to view the existing overrides before deleting them you must go to Screen 576 Member Lock Unlock for the specified Member Budget Preparation
82. accounting Make sure you enter an asterisk in the last position of the description column for all salary categories This asterisk is used by the automated salary reallocation A pattern may also be established for ABR 000 a generic ABR to be used for accounts with the NO Feed or NO Budget flags set to Y on Screens 584 and 594 This ABR 000 will eliminate the need for creating patterns for accounts that will not feed regardless of their true ABR rule Budget Preparation User Manual Page Il 9 B P P amp FAMIS Budget Preparation Procedures Title cont d In order to do comparative budget analysis on accounts it is important to keep the Member category number consistent from one fiscal year to another If a category is broken out into more than one category in the new fiscal year it is recommended that the prior category number be used for one of the new split categories in the new fiscal year s pattern Ifa category is not being used in the new fiscal year it is recommended that the prior year s category number be included with a description indicating it is no longer used This will ensure that all amounts in the prior year s budget appear in the comparative columns Categories with no dollar activity will be zero suppressed on the budget reports 6 Establish Member ROLLUP Patterns Optional Create a generic Member expense pattern and a generic Member revenue pattern with names of ROLLUP
83. accounts Before running these reports both a Rollup revenue and expense member pattern must be set up on Screen 556 using ABR 000 The Rollup patterns should contain the category display and description fields Do not fill in the low high ranges or feed codes Key Part Ensure the category code is consistent across all other patterns In other words if Salaries Faculty is category 05 for Member1 linked to ABR 001 then category of 05 for all of the other member patterns should also be Salaries Faculty Warning The Rollup pattern must contain EVERY category that is used in your patterns If one is omitted you will receive the error Rollup index not found sort BSN key Exx BA account xxxxx Reports FDAR670 and FDAR671 are available with the option ROLLUP Y yes This will print your budget book reports using your member rollup pattern instead of the system budget pattern To take advantage of this new option you must have a member revenue pattern named ROLLUP and a member expense pattern named ROLLUP These two ROLLUP patterns must include ALL categorv codes that are used in the other budget patterns See Member Budget Pattern Maintenance section of the Budget Preparation User s Manual What is ABROOO and how is it used A budget pattern mav be established for ABROOO a generic ABR to be used for accounts with the NO Feed or NO Budget flags set to Y on Screens 584
84. acters digits Enter the name of the budget version or select one from the pop up window if available Budget Version Selection Pop Up 4 VERSION SELECTION I I Acct 271030 Fiscal Year 2004 Approval Type C Start Version 1 Version CURRENT version modified on Sel Account Name Date Time Userid SSS See SSeS aaa eS eee Ee 271030 1 07 18 2003 10 39 AM KxxxxG l End of Data Budget Preparation User Manual Page VI 17 Screen 599 SA 11 Digit New Budget Entry cont d Calc Col Delete Ver Screen Information Pat Type Budget Version Approval Type Choose a Budget Version Approval Type Sel Description _ Board Approved _ Done Board Adjusted _ Fed to FAMIS Acct _ Current Version Account 271030 Version 1 M D Name Dept SDept Revenue Expense M SAGOEXP 03 4 digits Identify the fiscal year of the budget pattern Default is the current fiscal year plus one 1 character Designate whether the columns should be populated with previous year activity Type N to help speed up data entry if seeing the past year s activity isn t needed The default for this field is N for Non FAMIS Members 1 character Designates whether the previously saved budget version should be deleted 20 characters digits Identifies the budget pattern you are working with revenue an
85. age IV 17 Screen 594 SA 11 Digit Budget Account Attributes cont d Old Acct AFR Fund Group Fund Group SubFund Function Sub Func Aux Cd Additional Functions PF KEYS PF8 Sal Sal 15 digits Previous account number used either at initial FAMIS conversion or later FAMIS account reorganization This can also be an account number used in a non FAMIS accounting system 2 digits AFR Fund Group for the account 2 characters Fund Group for the account 2 characters Sub grouping for Fund Group 2 digits Current fund expenditures purpose 2 characters Sub grouping for the Function code 3 characters Grouping for auxiliary accounts See the Appendix for an explanation of the standard PF Keys Salary Displays salary dollars associated with the Action Line account for the current year payroll as provided by B P P The dollars are summarized by subcode The dollars represent budgeted positions only and do not include graduate or teaching assistant positions If the SA Create flag is Y and the SA Transaction flags are N and N salary amounts from all support accounts are summarized and added to the base account These dollars will automatically be distributed to the appropriate categories when a new budget version is created These numbers are used for a point of reference and can be changed on the budget entry screens When the base support account 00000 is specified
86. alary to FAMIS to the BPP creates a file from the Prep Budget database of salary information to be fed to FAMIS e Budget Entry System Members make the entries in FAMIS to prepare the budget for the new fiscal year e System Locks and Prints Board Budget Book SAGO locks each System Member creates the Board version of the budget and publishes the Budget Book to present to the Board e System Unlocks SAGO unlocks the Budget for System Members who wish to copy and adjust the Board submitted budgets prior to loading to FAMIS accounting e BPP Final Salary Loads to Accounting System Members may choose to have an updated BPP salary load to FAMIS e FAMIS Budget Data Load to Accounting FAMIS loads the adjusted FAMIS budget from the Budget Module to Accounting Security Even though the budget fiscal year is the current year plus one the current fiscal year security access controls the Budget Preparation screens Therefore people entering budgets nee d update access to only the current fiscal year During budget preparation update access to the next fiscal year is necessary only for positions that establish new accounts and or maintain account flags including those controlling support account access It is highly recommended that departmental personnel not be allowed to create new support accounts in the new fiscal year budget fiscal year since each person would need update FY access to future years which c
87. all support accounts having B P P salary data associated with them can be seen by continuing to press the PF8 Sal key To discontinue paging through the salary dollars press PF4 Exit SUPPORT ACCT 00000 FAMIS Salary Subcd Amount 1315 98 000 00 End of Data Press lt PF4 gt to Exit l 1210 35 000 00 l l l Press lt PF8 gt for next SA Budget Preparation User Manual Page IV 18 Screen 594 SA 11 Digit Budget Account Attributes cont d FAMIS Subcd 4 digits FAMIS subcode having current year salary related requirements Salary Amount 13 digits Shows the salary dollars for the current year payroll provided by B P P Budget Preparation User Manual Page IV 19 Budget Account Inquiry Screen 543 allows the user to list accounts in the budget module The screen will list both SLs and SAs It will display account descriptions their ABRs as well as the patterns attached to the accounts The screen allows the user to panel to the right to see various account and budget flags No entity security controls this screen Screen 543 Budget Account Inquiry Panel 1 543 Budget Account Inquiry 04 02 04 15 55 FY 2004 cc 02 Screen Account 101000 00000 Fiscal Year 2004 Account Title Budget Pattern F Account Submitted Version ABR Typ M D Name Dept SDept ABR 101000 LABORATORY FEES FALL amp 001 REV M TAMUREVI 001 EXP 101000 0000
88. also certain tables that must be present in the new year Open New Year In coordination with System Office of Budgets amp Accounting and BPP FAMIS opens the new fiscal year and copies certain tables into the next fiscal year This generally takes place in the Spring and is dependent on the time frame that is established for Budget Preparation process You will see the related activities interspersed in the Budget Preparation Procedures section These include the YU800 which opens the new year and copies certain tables ABR changes Map Code changes account attributes and the YU001 to copy accounts to the new year Budget Preparation User Manual Page Il 3 Budget Preparation Concepts The Budget Preparation Module of FAMIS has been designed to facilitate the creation and presentation of The Texas A amp M University System s budget This module is different from the previously developed modules of FAMIS in that it serves primarily as a development tool to collect analyze and store future financial information The stored information becomes the basis of the TAMUS Members original detailed budgets that are fed into financial accounting at the beginning of the next fiscal year Data in the Budget Preparation Module for the most part can be created modified and or deleted without an audit trail Only the budget plans submitted for management review are prohibited from having changes made to them Audit Trails Audit trails are p
89. an be very dangerous Budget Preparation User Manual Page Il 6 Budget Preparation Concepts cont d Several new types of entity security have been added to FAMIS to control a user s access to the Budget Preparation Module They are BUDGET This entity controls the majority of the inquiry and update screens in the Budget Preparation Module It works the same as the existing entity security that controls Financial Accounting ACCT but was created so that a user could have different access privileges to an account for budget preparation than for basic accounting This entity currently controls all Budget Preparation screens except the Lock screens and the Member and System Pattern definition screens LEVEL1 This entity controls the sub department lock screens 571 Security can be specified at specific sub departments or at any organizational ownership of the sub departments For example LEVEL1 can be set for an entire College which will include all sub departments within the College LEVEL2 This entity controls the department lock screen 572 Security can be specified at specific departments or at any higher organizational ownership of the departments For example LEVEL2 can be set for an entire College which will include all departments and sub departments within the College Sub departments are assumed to be wild carded for this entity LEVEL6 This entity controls the Member pattern definition screen 556 and M
90. and 594 This ABROOO will eliminate the need for creating patterns for accounts that will not feed regardless of their true ABR rule It is also used on the Rollup Member patterns See Member Budget Pattern Maintenance section of the Budget Preparation User s Manual Budget Preparation User Manual Page Il 31 Budget FAQs cont d gt Is there a report that will show accounts that have a Saved Budget Version but do NOT have a Submitted Version FBAU587 will do this We have several accounts with FEED002 as the Submitted Version on the FDAU673 Report However when I look at Screen 589 or 599 FEED001 is the Submitted Version and I cannot bring up the FEED002 Version It says you cannot use a version name beginning with FEED Can you explain this The FDAU672 was probably run with UPDATE NO The report is showing you the versions that WOULD be created in an update mode Since there was no updating they do not actually exist and you cannot see them online You must request the FDAU672 again with UPDATE YES How can I work with my budget after it has Board approval Once the Board budgets are final and the budget module is available for revisions you have the ability to re open your budget and make changes If you want to make changes you must call SOBA 979 458 6114 and have your budget unlocked If a budget version is marked with a B Board Approved it may not be modified You must first copy the v
91. andatory Transfer for Debt Service to SAGO will appear for everyone Use SL allocations to provide justification for each account s budget make each E amp G ending balance zero Budget Preparation User Manual Page Il 21 Budget Preparation Quick Reference cont d 19 20 21 22 Enter budgets using Screens 589 599 NOTE FBAU584 may need to be requested on a regular basis to update BPP salary information in FAMIS remember that the new salary amount will not be automatically updated for budget versions you have already submitted You will need to update manually by pressing PF5 on the 589 599 Screens or request FBAU672 Automatic Budget Reallocation If you choose to run the FBAU672 review the prodcard Request appropriate Budget Module reports FDARxxx when needed from the FAMIS web site http www tamus edu offices famis You may also click on the Manuals icon to view the Budget Reports Manual for more detail information about the reports Repeat steps 17 19 until budget is completed and submitted to SAGO SAGO locks and reviews each member s budget If changes are necessary SAGO will unlock the member and request budget modifications When all member budgets are completed the official Board budget will be secured with budget approval type B and the master copy of the budget book will be printed Phase 3 23 24 25 26 At each member s request SAGO will unlock the
92. ansaction Budget Expense Revenue flags Screen 6 These flags in addition to SA Transaction Budget Module Expense Revenue flags control the support account s capability of having revenue expense or both types of budgets These flags will control whether the budget attributes must be assigned on the SL Budget Account Attribute Screen Screen 584 or the SA Budget Account Attribute Screen Screen 594 The Revenue and Expense patterns for a budget account can only be set at the SL All support accounts belonging to an SL must use the patterns assigned to the SL The Chart of Accounts setup Screen 802 determines if an account is allowed to have revenues expenses or both Therefore revenue or expense patterns can only be assigned if the Chart of Accounts allows the pattern types The value of the account s SA Transaction Budget Expense Revenue flags Screen 6 in conjunction with the SA Transaction Budget Module Expense Revenue flags Screen 584 control the support account s capability of having revenue expense or both types of budgets The value of the SL account s SA Create Enable flag Screen 6 determines whether the budget must be entered and submitted at the SL or the SA level If the flag is set to Y the budgets must be entered on Screen 599 if the flag is set to N the budgets must be entered on Screen 589 The values of the SA Transaction Budget flags control both the range of support
93. ansfer is mandatory If no value is entered in the detail line s for this field the transfer will be flagged with the Action Line default value Valid values are N or blank transfer not mandatory default Y transfer is mandatory 24 characters Description that will be used on the budget transaction if and when it feeds to financial accounting at the beginning of the budget fiscal year If left blank a default description will be used See the Appendix for an explanation of the standard PF Keys Budget Preparation User Manual Page V 19 Transfer Allocation Listing The purpose of Screen 541 is to allow account owners to view intended budget transfers and allocations for their accounts These transfers and allocations are the ones entered via Screens 560 561 562 and 563 by the account owner of the from account A special entity security BUDGET controls this screen Screen 541 Transfer Allocation Listing 541 Transfer Allocation Listing 04 05 04 16 24 FY 2004 CC 02 Screen App Type C To From Fa Acct 144013 00000 YR 2004 Start CC Start Acct FROM Account GL Date SA cc FROM Account Description Amount Fd Modified 00000 02 144019 00000 VET MED ADMIN amp PLANT 9 591 574 00 Y 08 18 03 End of Data Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps Advance to Screen 541 Enter the approval type To From
94. aracter Y indicates budget is not to be fed to the accounting system N indicates budget is to be fed to the accounting system Blank indicates budget is not to be fed to the accounting system 1 character Indicates whether a budget is intended to be submitted for the account The valid values are N Budget is required Blank Budget is expected default Y Budget is NOT required or allowed 4 characters Designates department responsible for the account 4 characters Designates a sub grouping for departments using the account 2 characters Executive level office responsible for the account 2 characters Designates division using the account 2 characters College responsible for the account 5 characters digits Code for the location or address of responsible person Format is AXXXX where A is a location indicator and XXXX are user defined numbers or alpha characters 6 digits Called Budget Sort on Screen 6 Used as a dummy grouping by AL RSCH to indicate the account is budgeted in summary with other accounts having the same Budget Group Budget Sort 1 character Instruction for generating expense budget Values Y N 20 characters Identification of the person responsible for the account 3 digits Indicates the automatic budget reallocation ABR rule that the account follows 5 digits GL account ID second to sixth digits indirectly updated by SL transactions Budget Preparation User Manual P
95. aration User Manual Page VIII 8 Section IX Appendix Budget Preparation 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 your navigation in FAMIS more efficient 3270 Emulation Keys Special keys and key combinations must be used when working with FAMIS These keys are known as 3270 emulation keys and may be defined differently by each 3270 terminal or PC emulation software that you are using Contact your computer support person if you do not know how to identify the following keys on your computer PF Keys When a key is listed as PFn PF represents Program Function Many PCs use the function keys labeled Fn for these PF keys Others have special combinations of keys to represent the PF keys for example on a Memorex emulation a combination of the ALT key and the number 1 will represent the PF1 key At the bottom of the FAMIS screens there are PF keys listed that can assist in the use of the screen For example on Screen 104 Voucher Create the bottom of the screen shows the PF7 with the word Bkwd under it This means that by pressing the PF7 key the screen listing will scroll backwards TAB and BACKTAB Keys Use the TAB and BACKTAB keys on a 3270 terminal to move from field to field This will position the cursor at the start of each field
96. ars All amounts will be entered and displayed as whole dollars and will be represented as positive numbers when they are in their normal state For example revenues will be displayed as positive numbers opposite the way they are displayed on normal FAMIS inquiry screens Salary Categories At the beginning of the budget preparation cycle current year salary obligations including associated salary counts will be loaded from B P P to FAMIS as informational salary data by the FBAU584 program These salary amounts as shown on the 584 594 Sal pop up are summed by category and displayed in the new budget column whenever a new budget version is created These figures can be changed on 589 599 If the salary related information is re loaded from B P P existing versions will not be affected by the more recent B P P file If an account is flagged with SA Enable Y and the SA Revenue Transaction and SA Expense Transaction Allow flags are both N the salary related information for all the SL s support accounts will be summed and displayed at the 00000 base SA Submission If a version has not been previously saved and it is submitted PF11 as a recommendation it will be automatically saved and submitted Before a previously submitted version is replaced with a new version a pop up will appear verifying that the version should be submitted on top of the previous submitted version Locks When accessing an
97. ast revised 2 11 2011 1 17 PM Budget Preparation User Manual Page IX 19
98. at the prior year category number be used for one of the new split categories in the new fiscal year s pattern If a category is not being used in the new fiscal year it is recommended that the prior year s category number be included with a description indicating it is no longer used This will ensure that all amounts in the prior year s budget appear in the comparative columns Categories with no dollar activity will be zero suppressed on the budget reports A special entitv securitv LEVEL7 controls this screen Screen 557 Svstem Budget Pattern Maintenance 557 Svstem Budget Pattern Maint 04 05 04 14 14 FY 2004 cc 02 Screen ____R E E Pattern Name TAMUSO4EXP FY 2004 Description SYSTEM EXPENDITURE PATTERN FY 2004 Sort C Delete N Page 2 F Cat Low High Disp Description _7 1706 1707 10 10 Wages 10 1700 1703 10 1705 1705 10 1708 1799 10 1803 1899 15 15 Benefits 1800 1800 15 1900 1999 20 20 Utilities 20 5001 5039 25 25 Scholarships and Grants Eee ae sd Ae ae A MM u 25 5900 5906 Press ENTER to view more entries Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Valid Bkwd Frwd Print CPatt There are three conditions that will cause a pattern and its contents to be deleted The first one occurs when a Y is entered in the Action Line Delete field Another one occurs when copying over a
99. attern attached to the account This screen is useful because it allows users to view last year s budget plus actuals for multiple years all on one screen If a GL account is entered on the Action Line the screen will summarize the budget activity of all the mapped SLs SAs that have SUBMITTED budget versions The screen will display the summarized Beginning Balance Revenue Budget Transfers In Transfers Out Available Balance Expense Budget and Ending Balance for the GL Previous accounts associated with an SL SA via Screens 584 594 are not used when displaying GL activity The source of the four dollar display columns will vary depending on the value of the Type FY MO and Version fields over the respective columns When a Budget version is created the columns will default to the values set in the Column Default table See Budget Control Tables If the Column Default table has not been established the columns will default to the prior four years YTD actual activity These columns can be modified by typing over the defaulted fields However this is only allowed for users having update access to the account The version will be saved whenever the column headers are changed It the user replies NO to the save prompt the column headers will not be changed The budget version in the Action Line can also be used in the display columns An Account line has been provided on the column headers to indicate the account providing the p
100. be defined in the System patterns Care must be taken to ensure that the System patterns are defined correctly before the budgeting process begins Changes to the System patterns could seriously impact every institution s and agency s patterns and previously established budgets There is currently no process to review and document rollup inconsistencies due to these errors A System pattern can be modified without limitation only until it has been used as a rollup by another pattern Once a Member pattern has used the System pattern as a rollup e Only the category display order or description can be changed e Additional categories can be added to the pattern e New subcode ranges can be added to existing or new categories Any other changes or additions are prohibited To change a pattern s object code range s Member patterns using the System pattern as a rollup must be deleted It is recommended that both the category and display order fields be incremented by five so that room will be available to add or display new categories between existing categories if the need arises Budget Preparation User Manual Page Ill 7 Screen 557 System Budget Pattern Maintenance cont d In order to do comparative budget analysis on accounts it is important to keep the category number consistent from one fiscal year to another If a category is broken out into more than one category in the new fiscal year it is recommended th
101. be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the right Print Entire Connection Download Download of data available through Entire Connection Budget Preparation User Manual Page IX 10 Glossary A ABR See Automatic Budget Reallocation ABR Pool Table A user defined table assigning rules for budget pools and the subcode ranges participating in each pool Account A functional unit identified by an account ID that serves a particular accounting purpose where one person has primary responsibility for it Accounts include balance sheets GL and revenue expenditure accounts SL A building in the Plant Funds area is an example of a General Ledger account and the President s Office is an example of a Subsidiary Ledger account Account Control The last four digits in the ten digit account number for a General Ledger account The account control designates a specific asset liability fund balance fund addition fund deduction or summary control Account ID A 6 digit identification number for an account Account Number A 10 position ID within the master file of the Financial Records System The first 6 positions identify the specific account while the last four positions identify the account control for a balance sheet account GL and the object code for a revenue or expenditure account SL Accounts Payable An application of the Financial Records System FRS AP process
102. be run as many times as necessary All runs of YU001 will default to Replace Option equals N The N option no replace will copy any new accounts created in the current old fiscal year into the new fiscal year The Replace Option can be requested equal to Y HOWEVER any changes made online to accounts in the new fiscal year may be overwritten when using the Replace Option Y Map code ABR SA create enable flag default bank budget sort and SA revenue and expense budget transaction flags will NOT be replaced after the initial run of VUOO1 when using Replace Option Y The SA revenue and expense actual transaction flags WILL be updated when using Replace Option Y 10 FAMIS Account Map Code Changes in the New Fiscal Year Make all necessary changes to new fiscal year map codes on Screen 44 Map codes are only allowed to be changed on Screen 44 if there is a zero balance in the account there are no SL allocations that have been marked with a B D or F in the Budget Module and there are no Member or System locks on the account Any accounting needed to reflect the GL changes between the old year and the new year will need to be made manually by the Accounting Office at year end Element security 9 must be set by your FAMIS security officer for any userid that needs to make map code changes Budget Preparation User Manual Page Il 11 B P P amp FAMIS Budget Preparation Procedures cont d
103. belonging to the Start CC to begin displaying the GL SL or SL SA account transferring allocating money to the Action Line account 5 digits The GL or SL or SL SA account and subcode of the account giving or receiving the money Title will match entry in To From field 2 characters digits Campus code which transferred or allocated funds 11 digits The GL or SL or SL SA account and subcode of the account giving or receiving the money to the Action Line account Title will change depending on what was entered in the To From field 25 characters Displays a description of the account Title will change depending on what was entered in the To From field 9 digits Amount being allocated transferred Budget Preparation User Manual Page V 21 Screen 541 Transfer Allocation Listing cont d GL Fd 1 character Flag indicating how the transfer will be booked and whether it will be automated when the initial feed to financial accounting is performed at the beginning of the budget year Valid values are N no accounting entries will be automated Y fund balance transfers will be fed when the budget is fed to financial accounting D Dueto Due from transactions will be fed when the budget is fed to financial accounting Date Modified 6 digits Date the transfer allocation intention was entered by the transferring allocating account owner Additional Functions PF KEYS See the Appendix for an e
104. ble Action Line R E Pattern Name e FY Dept SDept Screen Information Description ABR Sort Member Rollup Delete Page 1 character Indicate the pattern type R Revenue E Expense default Help 10 characters digits Identify the pattern to be created or modified 4 digits Signify the fiscal year of the budget pattern Default is the current fiscal year plus one Help 2 fields 5 characters each Enter the department sub department to which the pattern belongs 40 characters Enter the full name of the pattern being added or updated 3 digits Default from ABR of Member rollup pattern Help 1 character Indicate the order of the display S Subcode C Category F Feed Object 556 only D Display This field defaults to the last value input by a user Help 10 characters digits Identify the Member pattern to which the Action Line pattern rolls and will be edited against 1 character Indicate that the pattern should be deleted erased Type Y to delete the pattern 2 digits Shows the page number of the display 1 character Indicate whether you wish to A Adda new line to the pattern U Update change a line of the pattern D Delete a line from the pattern P _ Position not always available Budget Preparation User Manual Page Ill 21 Screen 552 Department Budget Pattern
105. butes cont d Old Acct AFR Fund Group Fund Group SubFund Function SubFunc Aux Cd Additional Functions PF KEYS PF8 Sal FAMIS Subcd Salary Amount 15 digits Previous account number used either at initial FAMIS conversion or later FAMIS account reorganization This can also be an account number used in a non FAMIS accounting system 2 digits AFR Fund Group for the account 2 characters Fund Group for the account 2 characters Sub grouping for Fund Group 2 digits Current fund expenditures purpose 2 characters Sub grouping for the Function code 3 characters Grouping for auxiliary accounts See the Appendix for an explanation of the standard PF Keys Salary Displays salary dollars associated with the Action Line account for the current year payroll as provided by B P P The dollars are summarized by subcode The dollars represent budgeted positions only and do not include graduate or teaching assistant positions If the SA Create flag is Y and the SA Transaction flags are N and N salary amounts from all support accounts are summarized and added to the base account These dollars will automatically be distributed to the appropriate categories when a new budget version is created These numbers are used for a point of reference and can be changed on the budget entry screens Salary Information FAMIS Salary Subcd Amount 1400 321 00 1100 8 822 0
106. can be assigned individually to an account by using the Budget Account Attribute Screen Screen 584 Based on the Member s Pattern Default table an account not having an assigned pattern can also have one assigned from Screens 589 and 599 See the Budget Control Tables section of the Budget Module manual for more detail The pattern assigned must be a Member or Department pattern 16 Copy B P P Salary Amounts into FAMIS Budget Module The FBAU584 copies the BPP salary amounts into the FAMIS Budget Module FBAU584 and BPP Budget Relationships FBAUS84 This load is done by workstation NOT individual FAMIS campus codes Before the first run you must request that BPP load the Prep Budget from Active Budget if you have not already done so Once BPP has done the initial load into Prep Budget you must either 1 enter current fiscal year pay actions into the Active Budget only with a later reload replacement of Active to Prep OR 2 enter the pay actions into BOTH Active and Prep Budgets with no reload replacement of Active to Prep necessary For subsequent runs of the FBAU584 you will need to reload the BPP Active Budget into Prep Budget if you have chosen option 1 above and want to reflect the updated salary numbers in the FAMIS budget B P P creates a file only on Tuesdays and Thursdays of all Member s salary information from the Prep Budget database This file is used to copy salary information in
107. ccount and the account control of the fund addition or due to due from 13 digits Identify the amount being transferred the account 1 character Flag indicating how the transfer will be booked and whether it will be automated when the initial feed to financial accounting is performed at the beginning of the budget year If not specified the Action Line Default GL Feed will be used Valid values are N no accounting entries will be automated Y fund balance transfers will be fed when the budget is fed to financial accounting D Dueto Due from transactions will be fed when the budget is fed to financial accounting 1 character 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 Action Line default value after pressing lt Enter gt N transfer is not mandatory default Y transfer is mandatory 24 characters Description that will be used on the budget transaction if and when it feeds to financial accounting at the beginning of the budget fiscal year If left blank a default description will be used See the Appendix for an explanation of the standard PF Keys Budget Preparation User Manual Page V 7 GL to SL Transfers Allocations Screen 561 is used to indicate for budget purposes the transfer allocation of funds from one GL to one or more SLs SAs The account transferring allocating the funds is entered in t
108. counts 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 Budget Preparation User Manual Page IX 15 Appendix Glossary cont d H Header That portion of a Purchasing document containing basic information such as the document s number the date and amount HEAF Indicates a Higher Education Assistance Fund code number HELP An online feature which accesses PREDICT in order to supply descriptions valid values and suggested actions 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 or liability from one fund to another JCL See Job Control Language Job Control Language JCL A problem oriented language used in IBM that expresses the statements of a processing job It is also used to identify the job or describe its requirements usually to an operating system Journal Entry A non cash transfer of dollars between two or more accounts Ledger A collection of account records for an organizati
109. d from SOBA 2 Request that your current submitted versions be blanked out from FAMIS Services 3 Create new budget versions to reflect projections for next year s budget 4 Save and submit your next year s budget version You will be using the Current Year System budget pattern as you create your next year projections There may be changes to the System pattern when it is officially entered into the New Year When the New Year is OPEN You may copy the current submitted versions which will be your New Year projections to the new year by using the Auto Create New Budget program FBAU586 Since the FBAU586 can ONLY BE RUN ONCE you want to plan this step carefully The Version Create Table and the Column Default Table must be established Also you will designate that you want to use the Current Submitted Version to create the New Year budget See the Budget Manual for more detail and contact FAMISHELP if you have questions before you run this job Budget Preparation User Manual Page 11 36 Section Ill Budget Patterns Budget Preparation User Manual Page Ill 2 Budget Patterns What are Budget Patterns Budget Patterns are used to group individual object codes or ranges into budget categories that will be used to establish new fiscal year budgets Revenues are grouped in revenue patterns and expenditures are grouped in expenditure patterns These budget patterns can be used to track current and past year
110. d or expense 1 character Indicate the type of data to be displayed in the column A Actuals default Board approval type OPTION6 Actuals Encumbrances Done Board adjusted approval type OPTION6 Fed approval type OPTION6 Original Budget No carry Frwd Original Budget W carry Frwd Revised Budget New Version No display lt DOZT 7OVODW v D 5 iT Budget Preparation User Manual Page VI 18 Screen 599 SA 11 Digit New Budget Entry cont d CC FY MM Ver Category Acct Additional Functions PF KEYS PF5 Sal PF6 Copy 2 digits 4 digits 2digits Campus code fiscal year and month from which to get column s data 10 characters digits Name of the budget version to be displayed Required if TYPE V 17 characters Name of the category to be budgeted 11 digits Indicates the account number used to display the columns of budget amounts for the categories See the Appendix for an explanation of the standard PF Keys Salary Updates the salary line with the latest salary amount fed from B P P prep Budget Salary dollars updated Press ENTER to continue Copy If the cursor is placed at the top of this screen using this PF key will copy the version in the Action Line Please enter a copy to Budget Version Name Copy to Budget Version Do you want to Copy Y N Y If the cursor is in the prior year area of the screen pressing
111. dard PF Keys IX 10 GIOS SA i a ane eee ae IX 11 Budget Preparation User Manual Page l 5 Budget Menu The following menu shows the list of screens that pertain to budget patterns in FAMIS The menu is M58 FRS Menu M58 Budget Preparation Menu M58 Budget Preparation Menu Screen __ Account a x Pattern Maintenance 552 Dept Budget Pattern Maint 556 Member Budget Pattern Maint 557 System Budget Pattern Maint Transfers Allocations 560 GL to GL Transfers 561 GL to SL Transfrs Al 562 SL to SL Allocations 563 SL to GL Transfrs Al Fess Inquiry Screens 540 Version Inquiry 541 Transfer Allocation Li 542 Pattern Inquiry 543 Budget Account Inquiry locs locs sting 11 19 10 09 18 FY 2011 CC 02 SL Accounts Assign Remove Pattern by Dept SL Budget Account Attributes SL New Budget Entry SA Accounts SA Budget Account Attributes SA New Budget Entry RS Locks Lock Unlock by Sub Department Lock Unlock by Department Lock Unlock by Member Lock Unlock by System Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Budget Preparation User Manual Page l 6 Section Il Budget Preparation Budget Preparation User Manual Page Il 2 New Year Preparation for Budget Process Before the Budget Process can begin the new fiscal year must be opened in FAMIS There are
112. data is displayed for comparative purposes to help the owner of the account create the account s new year expense and revenue budget It should be noted that not all dollars will be shown if their subcodes have not been included in a category of the pattern attached to the account This screen is useful because it allows users to view last year s budget plus actuals for multiple years all on one screen The source of the four dollar display columns will vary depending on the value of the Type FY MO and Version fields over the respective columns When a Budget version is created the columns will default to the values set in the Column Default table See Budget Control Tables If the Column Default table has not been established the columns will default to the prior four years YTD actual activity These columns can be modified by typing over the defaulted fields However this is only allowed for users having update access to the account The version will be saved whenever the column headers are changed It the user replies NO to the save prompt the column headers will not be changed The budget version in the Action Line can also be used in the display columns An Account line has been provided on the column headers to indicate the account providing the prior year activity For example if you have changed your chart of accounts in the past and have populated the previous year account numbers on Screen 584 594 this account will be
113. digits Date lock was set by the owner on the Action Line Locked by 8 characters digits FAMIS User Id and name of the person setting the lock Secure Submitted 18 characters digits Version Status of the lock and date the budget version was completed A version sequence number is assigned to the affected accounts budget versions through a batch process that runs after 5 30 pm on a daily basis In Process indicates that the budget versions have not yet had their sequence numbers assigned Completed indicates that the budget versions have had their sequence numbers assigned Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF11 Overrides Ovrds Allows for the entry and display of account overrides Entry is only allowed if lock Y PF11 Account Override Pop Up Panel 1 toon nn Budget Lock Overrides for SubDept INRE FAMIS Current Date 03 11 04 Time 16 30 22 Panel 01 More gt gt IMI Entering F Account End Date End Time Exp Desc Level Attribute End of Overrides list Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Exit Left Right Reset Budget Preparation User Manual Page VII 7 Screen 571 Lock Unlock by Sub Department cont d PF11 Account Override Pop Up Panel 2 Budget Lock Overrides for SubDept INRE FAMIS lt lt More Current Date 03 11 04 Time
114. e New subcode ranges can be added using existing or new categories Once the Board approves the budget you can still add detail to member patterns For example a campus decides to break out GATs and GANTs The Board version is not affected because of zero suppress FAMIS Services can run XXBXPA which changes the subcode ranges making the desired subcodes available to be in a separate category The second step is for you to go online and add the category Any other changes or additions are prohibited To change a pattern s object code range s the saved budget version must be removed from all accounts using the pattern This must be accomplished individually on the Budget Account Attribute Screens 584 594 Also the Department patterns using the Member pattern as a rollup must be deleted This is accomplished individually on the Department Pattern Maintenance Screen 552 A special entity security LEVEL6 controls this screen To view the Budget Book reports FDAR670 FDAR671 at the member category level it is necessary to create two generic member patterns one revenue and one expense and they must both be assigned ABR 000 and named ROLLUP For example to create a rollup expense pattern copy any one of your expense patterns to the name ROLLUP delete the subcode low high lines and add any categories that are used in your other expense patterns See the following example To utilize these rollup patte
115. e Submitted Version Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Ovrds Basic Steps e Advance to Screen 572 e Enter the department Do NOT change the fiscal year unless you are NOT working on next year s budget Press lt ENTER gt e Enter any additional information as desired Press lt ENTER gt Field Descri ptions Required Help PF2 7 or Field Help Available Action Line Dept 5 characters Identify the department whose accounts will be locked Fiscal Year 4 digits Identify the budget fiscal year to be locked or unlocked Default is the current fiscal year plus one Budget Preparation User Manual Page VII 10 Screen 572 Lock Unlock by Department cont d Screen Information Lock Y N 1 character Signify whether or not all accounts belonging to the Action Line owner are to be locked or not The valid values are Y Lock all accounts belonging to the Action Line owner N Unlock all accounts belonging to the Action Line owner If set to N after once being set to V all overridden account records entered at the department level will be deleted Overrides set at the sub department level will be left unchanged Lock Date 8 digits Date lock was set by the Action Line owner Locked by 8 characters digits FAMIS User Id of the person setting the lock Secure Submitted 18 characters digits Version
116. e same PF key 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 standard PF keys that you will see on the many screens in this module 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 Press lt PF4 gt to exit a pop up window and return to the previous window or inquiry screen If multiple windows have been opened pressing lt PF3 gt will return you directly to the screen where you started From within many of the pop up windows an additional set of extended function keys may appear to further inquire on the document or item Extended Function Keys Bkwd Backwards Returns to the previous screen or scrolls one page back for a particular item Frwd Forward Advances to the next screen or scrolls one page forward for a particular item Next Next Screen Advances to the next screen Left Scroll Left Some windows include several adjacent panels These will be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the left Right Scroll Right Some windows include several adjacent panels These will
117. e screens during the Budget Preparation cycle During other times of the year the default works like other non Budget Module screens Budget Preparation User Manual Page Il 4 Budget Preparation Concepts cont d The default value of the Budget Module screens Action Line Fiscal Year is determined as follows For purposes of this discussion the current fiscal year is the fiscal year that defaults when you first sign on to FAMIS e Ifthe Active Fiscal Year has been changed to a year other than the current fiscal year via Screen 882 the default Fiscal Year will be the year you specified on Screen 882 e Ifthe Active Fiscal Year is the current year the default Fiscal Year will be the current fiscal year UNLESS the future fiscal year has been created for the budget cycle If the future fiscal year has been established the Action Line Fiscal Year will default to the NEXT fiscal year current fiscal year 1 Examples Current Next Fiscal Year Active Fiscal Year Default Current Date Fiscal Year Created Changed on 882 Fiscal Year 1 October 2002 2003 NO NO 2003 2003 2 June 2003 2003 YES NO 2003 2004 3 October 2002 2003 NO YES 2000 2000 4 October 2002 2003 YES YES 2000 2000 1 Since FY2004 hasn t yet been created the default Fiscal Year will be 2003 2 Since FV2004 has been created the default Fiscal Year will be 2004 3 Since FY2000 isn t the current fiscal vear the defau
118. e seen by continuing to press the PF8 Sal key To discontinue paging through the salary dollars press PF4 Exit Budget Preparation User Manual Page IV 12 Screen 594 SA 11 Digit Budget Account Attributes cont d A special entity security BUDGET controls this screen Screen 594 SA 11 Digit Budget Account Attributes 594 SA 11 Digit Budget Account Attributes 04 05 04 15 49 HORTICULTURE MISCELLANEOUS FY 2004 cc 02 Screen Account 271030 00000 Fiscal Year 2004 SA Create SA Transactions Previous CC FY SL SA Enable Y Budget FA FA Account Module Budget Actual Expense N N N Revenue N N N M D Pattern Dept SDept ABR Lock Flag N Revenue M TAMUREV2__ 001 Submit Ver MD1 Expense M TAMUEXP1__ 001 Feed Acct NO Feed Y NO Budget _ Dept SDept Exec Div Coll Mail Cd Owner HORT AA CD AG C2133 Budget Group GEB Resp Person MULLER MILLY M ABR Rule 001 Map Cd 27103 Old Acct AFR Fund Group 23 Fund Group DS Sub Fund SM Function 35 Sub Func Aux Cd Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Sal If a budget pattern name is changed the following pop up window will be displayed Screen 594 Pop Up Window Changing the Pattern on the SL Account will result in removing the submitted version on all Support Accounts for this SL Account Basic Steps e Advance to Screen 594 e Enter the acc
119. e the campuses subcode descriptions and to add any new subcodes that have been added since YU800 was run SAGO enters the system budget pattern Screen 557 Verify FAMIS security access for budget users in the NEW budget year Request any ABR rule changes in the NEW budget year Establish member budget patterns for each ABR on Screen 556 These patterns must be approved by SAGO Joseph Duron or Kelli Holt Make sure you enter an asterisk in the last position of the description column for all salary categories This asterisk is used by the automated salary reallocation OPTIONAL establish department budget patterns on Screen 552 Make sure you enter an asterisk in the last position of the description column for all salary categories This asterisk is used by the automated salary reallocation Review the prodcards that are used for the Budget Module Specifically review the column defaults for FDAR589 and the options for the FBAU672 reallocator program Contact FAMISHELP to establish the new fiscal year Column Default table on Screen 856 and to make changes to the Version Create table if necessary Phase 2 8 Request YU001 roll current chart of accounts into new fiscal year This may be run multiple times during the course of the budget cycle to copy any new accounts or attribute changes Enter any map code or designated service department changes in the NEW budget year Budget Preparation User
120. ed if Disp and Description are entered Help 4 digits Indicates the upper boundary of object code ranges to be tracked for a particular category of the pattern Not permitted if Disp and Description are entered Help 2 digits Indicates the order that the category should appear when the budget is entered or displayed Not allowed if Low or High are entered It is recommended this number be in 5 digit increments 20 characters Displays a short description of the pattern category Both upper and lower case letters are allowed This is not allowed if Low or High fields are entered See the Appendix for an explanation of the standard PF Keys Validate Validates the pattern against its rollup pattern Print Download a report using Entire Connection Budget Preparation User Manual Page Ill 10 Screen 557 System Budget Pattern Maintenance cont d PF11 CPatt Copy Pattern Copies an existing ABR or Pattern from any valid campus fiscal year to the Action Line pattern PF11 COPY Pop Up Copy From Campus AM ABR Rule ABR Fiscal Year 1998 kk OR Level _ Pattern FY 1999 Dept Budget Preparation User Manual Page Ill 11 Member Budget Pattern Maintenance The purpose of Screen 556 is to define Member Revenue and or Expense Budget Patterns The Member Budget Patterns allow TAMUS Members to define and budget their revenues and expenses at a more detailed level than that r
121. ed on line however Budget Preparation User Manual Page VI 13 Screen 599 SA 11 Digit New Budget Entry cont d Reports will only show budgeted expenses and revenues in the New Budget column for SLs SAs that have SUBMITTED versions If budget versions have been saved and not submitted the dollars entered will not be shown An account Version Create option is available on line and in batch that will automatically copy account history data from a Member specified column to the new budget column and overlay its salary dollars with the B P P supplied salary dollars This feature might be used by Members whose new year budgets for a range of accounts follow a predictable pattern from a prior year s history See the Budget Control Table section for more detailed information on the Version Create table If used the account Version Create is invoked when a new version for an account is entered on Screen 589 or Screen 599 If the account number falls within the version create account range and the version name begins with a Member defined version name prefix the new budget column is populated with the appropriate column data salary information The version is not automatically saved or submitted until the user presses the Save PF10 or Submit PF11 key Versions can be automatically created in batch by requesting the program FBAU586 You must specify an account range the new version name and whether you want the created
122. een 856 Budget Generic Table cont d The Version Create table is used online and by the batch program FBAU586 to automatically copy account history data from a Member specified column and create a new budget version using the copied data as the new budget column The salary dollars supplied from B P P are automatically overlaid in the new budget column This feature might be used by Members whose new year budgets for a range of accounts follow a predictable pattern from a prior year s history This feature cannot be used unless the COLUMN DEFAULT table has been defined for the specified account ranges The following must be provided to use this feature CC Campus code FY Fiscal Year Account1 Stop account range Account2 Start account range Version Mask 10 characters that should match the new version being created in order to invoke the new version create feature Wildcards can be specified to indicate that the values of the version name characters that do not matter Column Number of column to be copied columns are defined in the COLUMN DEFAULT table If used the Version Create is invoked on line when a new version for an account is entered on 589 599 If the account number falls within the version create account range and the version name matches the mask of the Member defined version name the new budget column is populated with the appropriate column data salary information The version
123. ember lock screen 576 LEVEL7 This entity controls the System pattern definition screen 557 and System lock screen 577 The Budget Preparation Module also uses element security to control the entry and update of two fields on the Budget Attribute Screens Screens 584 594 Element 7 must be set to A for those individuals who have been authorized to set the FEED ACCT and NO FEED fields Departmental people should NOT be given this access Budget Preparation User Manual Page Il 7 B P P amp FAMIS Budget Preparation Procedures Phase 1 TECH NOTE FAMIS Services runs the YU800 for the Master Campus 00 with OPTION ALLTABLES from SK713FA JOBLIB VU800 Then the same job is run about a week later for the non FAMIS campuses cc 08 09 18 58 and 59 Part 18 loads their accounts and balances from a file they send to famisprod tamus edu FY2004 1 YU800 FAMIS Opens New Year for Attribute Only Access Will be run for all Members no request necessary FAMIS opens the new fiscal year and copies certain tables into the next fiscal year leaving the current year pointing to old year This YU800 must be run before any budget processing can begin for the new year FBYU800 This program creates FRS control records and tables for the fiscal year sets the Campus Allow Flags to N Screen 842 and calls the following programs to roll forward tables necessary for budgeting NOTE This is done with
124. equired by the TAMUS System Each budget category defined by multiple possibly disjoint object code ranges in the Member pattern must map into only one budget category at the next higher level in this case the System Level Only Department or Member patterns can be used to define an account s revenue or expense categories These patterns will define the categories used in creating the accounts new budgets and track past year s budget and revenues expenditures A representative feed object code must be defined for each category in the Member patterns The feed subcode should be a subcode within the pool but not the actual pool subcode unless the pool has an LBB code associated with it This is because the feed subcode is used in the preparation of the LAR and it must be associated with an LBB code Pools do not always have LBB codes associated with them The feed subcode is not required for Members using an accounting system other than FAMIS as their primary accounting system The feed subcodes will be used to determine the pool at which the category budget will be posted when the initial budget transactions are fed into FAMIS at the beginning of the next fiscal year It is recommended that both the category and display order fields be in increments of five so that room will be available to add or display new categories between already existing categories In order to do comparative budget analysis on accounts it is important to kee
125. erformed on budgets transfers and allocations at several predefined times during the budget cycle so that they can be viewed online and so reports can be reproduced reflecting the status of the budget at these critical times The predefined audit trail indicators are called approval types Audit trailed account budgets can be requested on reports by specifying the desired approval type in OPTION6 of the report request s The valid approval types OPTION6 are Board B Indicates the budgets transfers and allocations as of the time they were submitted to the Board of Regents for approval Current C Indicates the current submitted budgets transfers and allocations Current is the default if no approval type or OPTIONG is specified Done D Indicates the final status of the budgets transfers and allocations for the fiscal year This approval type is set at the same time as the F approval type Feed F Indicates that the budgets transfers and allocations were actually fed to accounting in the new fiscal year This approval type will not be set for Members who do not use FAMIS as their primary accounting system Budget Amounts Budgets are entered in whole dollars only Cents cannot be entered or displayed Action Line Fiscal Year Since budgets are prepared in one fiscal year for the next fiscal year the default value of the Action Line Fiscal Year is automatically set to the next fiscal year on all Budget Modul
126. ersion from being changed if it has been assigned a non current approval type The status of each account s official budget will be marked as official at certain key times during the budget cycle This process will examine the accounts to determine their last submitted versions If a submitted version is found for the account its submitted version will be marked with an approval type Budget Preparation User Manual Page VII 3 Lock Unlock Function cont d Valid approval types are B Board budget This is the budget as presented to the Board of Regents for approval C Current This is the most current budget version available D Done budget Board adjusted This is the final budget at the end of the budget cycle F Feed budget This is the budget with departmental payroll or other changes as fed into the accounting system at the beginning of the budget year This could be the same as the Board budget Currently Locks Unlocks are maintained for Members only at the System level by the System Office of Budgets and Accounting Eventually lock screens will be provided at the college division and executive level Security Changes to Control Access Aseries of security programs can also be run to restrict campus wide update access to the Budget Module These programs can be used to remove update access for everyone while the budget is being reviewed by the Member Budget Office Since these progra
127. ersion to a new name using the PF6 COPY key on Screens 589 599 A popup window will prompt you for the COPY TO name press enter then the new budget version name will appear in the Action Line At this point you May Save PF10 OR Submit PF11 this new version Any budgetary changes for an account must be made to this NEW version name If you have made changes to BPP prep budget you may request FBAU584 to load the new Salary amounts from prep budget to the FAMIS budget module table This process WILL NOT update your budget versions If you want to propagate these changes into each account s current budget version you may do this in one of three ways 1 Enter the changes manually on Screens 589 599 OR 2 Press PF5 Sal on Screens 589 599 to update the salary categories with the most recent salary dollars OR 3 Request the FBAU672 673 salary reallocator This program may be run with update or noupdate what if report A prodcard must be supplied to guide the program in reallocating the categories After you unlock the campuses the transfer and allocation screens will be available All reports should now be requested with OPTIONE6 C for current budget and B for board approved budget Budget Preparation User Manual Page 11 32 Budget FAQs cont d gt How do I make changes in the Budget Module after versions have been submitted to the Board 1 First verify that your campus is not locked at either
128. es revenue actuals must be posted to the non base support accounts N indicates revenue actuals may not be posted to the support accounts B indicates revenue actuals may be posted at either the base or the support accounts 2 digits Campus code where the account previously resided Default is the home campus 4 digits Indicates a previous fiscal year when the account had a different account number 6 digits Indicates the previous SL account number associated with the Action Line account Used only when an account existed in a previous year under a different account number 5 digits Indicates the previous support account associated with the Action Line account Used only when an account existed in a previous year under a different account number Help 1 character Indicates pattern level M Member D Department Budget Preparation User Manual Page IV 15 Screen 594 SA 11 Digit Budget Account Attributes cont d Pattern Dept SDept ABR Expense M D Pattern Dept SDept ABR Lock Flag Submit Ver Feed Acct 10 characters digits Indicates the particular pattern which is displayed and attached to the account Help 5 characters Identifies department to which the pattern belongs Used only by the department level Help 5 characters Identifies sub department to which the pattern belongs Used only by the department level 3
129. es vendor payments and keeps track of financial activity involving vendors Action Context Line The screen line usually fourth from the top or lines where the screen to be accessed and the key of the data to be addressed are input and displayed Alias A commonly used name for a vendor other than the formal customer name primary name that prints on the check The Purchasing System also offers a commodity alias name and permits you to define any number of alias names once a vendor has been created AP See Accounts Payable Attributes Descriptive data associated with a record Examples are school department function name and responsible person Attributes support a variety of sophisticated reporting techniques Automatic Budget Reallocation ABR When transactions are entered a process by which the system automatically transfers budget dollars from predefined budget pools to specific object codes Bank Transfer A movement of cash from one bank account to another This allows expenditures at specific object codes to share in a single pool of money Budget Preparation User Manual Page IX 11 Appendix Glossary cont d Batch Session A collection of related transactions entered into the system with a header record and control totals usually prepared by one person or subsystem feed Batch Interface A type of interface where one system generates transactions to be batched for input into another system BBA See Budget
130. et is fed to financial accounting D Dueto Due from transactions will be fed when the budget is fed to financial accounting 1 character 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 Action Line default value Valid values are N or blank transfer not mandatory default Y transfer is mandatory 24 characters Description that will be used on the budget transaction if and when it feeds to financial accounting at the beginning of the budget fiscal year If left blank a default description will be used See the Appendix for an explanation of the standard PF Keys Budget Preparation User Manual Page V 15 SL to GL Transfers Allocations Screen 563 is used to indicate for budget purposes the transfer allocation of funds from one SL SA to one or more GLs The account transferring allocating the funds is entered in the Action Line The transfers allocations must be initiated by someone having budget authority over the account in the Action Line The receiving accounts must exist in FAMIS on the same Member campus as the allocating account The person allocating the funds does not have to have access to the receiving accounts These transfers support the expenditure budget and provide information to support the front schedules of the Budget Book All allocations and transfers must be positive SL allocations are not incl
131. ether a pattern can be selected from the New Budget Entry Screens 589 599 If a pattern is already set for an account this table will not be used The following are the values that each Member can select 0 Pattern cannot be selected from 589 599 An error will be received if the pattern has not been previously assigned Patterns must be set online by either the SL Budget Account Attribute Screen 584 or the Assign Remove Pattern by Department Screen 583 or can be set in batch by FBAU583 If no table exists kkkkkkkkkkkkkkkkk End of data kikikkikkkkikkikkia Enter PFl PF2 PF3 PF4 PF5 PF6 PEF7 PF8 PF9 PF10 PF11 PF12 this option will be the default Budget Preparation User Manual Screen 856 Budget Generic Table cont d 1 Automatically default a pattern if only one pattern is available that matches the account s ABR If no pattern exists or more than one pattern is possible an error will be received on Screen 589 599 Patterns must then be set online by either the SL Budget Account Attribute Screen 584 or the Assign Remove Pattern by Department Screen 583 or can be set in batch by FBAU583 2 Automatically default a pattern if only one pattern is available that matches the account s ABR If more than one pattern is possible a pop up screen will be provided from which the user can select the account s pattern Column Default Screen 856 Budget Generic Table Screen Func
132. except those fed from BPP can be copied from last year s budget while still keeping your payroll dollars current Things to know e FBAU584 prep budget load must run prior to requesting FBAU586 e The version create and column default budget tables must be set for the fiscal year for your Member prior to running FBAU586 When selecting the column to copy most people choose the column containing last year s Done or Fed budget The FBAU586 OPTION parameter must match or be a subset of the version create table prefix e FBAU586 will only look at accounts without a submitted version If it is rerun it will only pick up new accounts Budget Reports Q need the FDAR589 Report to show the current salaries in the New Budget Column with all the other categories blank want the other columns to be the same as the Column Default Table The A3 option will do that and also have a blank column where adjustments can be made Option A4 will not include the salary amounts No revenue is showing for Functional amp General on our FDAR670 Report but the FDAR671 reports a non zero revenue amount All of the accounts in Functional amp General have submitted budgets What could be wrong The FDAR670 report account range probably is not the same as the FDAR671 account range Therefore it would not pick up all the revenue in the Functional amp General range Budget Preparation User Manual Page Il 34 Budget FAQs
133. first request FBAU581 to set no feed flag for those accounts 14 Request FBAU584 to load BPP salary information into FAMIS budget module This will be displayed on Screens 584 SL and 594 SA by pressing the PF8 key This dollar amount will automatically be shown in the New Budget Column for a new budget version on Screens 589 599 This can be run multiple times Before the first run of the FBAU584 you must request that BPP load the Prep Budget from Active Budget if you have not already done so This load is done by workstation NOT individual FAMIS campus codes Once BPP has done the initial load into Prep Budget you must either 1 enter current fiscal year pay actions into the Active Budget only with a later reload replacement of Active to Prep OR 2 enter the pay actions into BOTH Active and Prep Budgets with no reload replacement of Active to Prep necessary Budget Preparation User Manual Page Il 20 Budget Preparation Quick Reference cont d 15 16 17 18 For subsequent runs of the FBAU584 you will need to reload the BPP Active Budget into Prep Budget if you have chosen option 1 above and want to reflect the updated salary numbers in the FAMIS budget OPTIONAL request FBAU585 for a batch update to set previous account number on 584 594 Screen using an external source data such as an Excel spreadsheet Online manually update SL SA accounts with prior year account number This
134. flag can be set to indicate that the owner of the account is not required or planning to submit a budget for the account This flag if set consistently throughout the campus can be used as a tool to identify those accounts that have not been budgeted The program FDAR584 produces several reports whose purpose it is to identify the budget status of selected accounts One option identifies accounts with the NO Budget flag set Another option identifies accounts without submitted budgets whose NO Budget flags are either blank or set to N The NO Feed field should be used to flag accounts that are budgeted but should not have their budgets automatically fed to FAMIS at the beginning of the new budget year This field as well as the Feed Acct field has a FAMIS element security added to it to prevent unauthorized entry To change the pattern for an account you must blank out the submitted version This will unprotect the pattern field so that you can change it Budget Preparation User Manual Page IV 4 Screen 584 SL 6 Digit Budget Account Attributes cont d If an account is locked the submitted version cannot be removed or replaced without first removing or overriding the lock See Lock Function It is possible that the SA Create Enable flags or SA Transaction Budget flags may be changed during or after the budget cycle making the budget versions not fit the account budget entry rules When thi
135. g on next year s budget Press lt ENTER gt e Add additional information as desired and press lt ENTER gt Budget Preparation User Manual Page IV 5 Screen 584 SL 6 Digit Budget Account Attributes cont d Field Desc ri ptions Required Help PF2 7 or Field Help Available Action Line Account Fiscal Year Screen Information SA Create Enable SA TRANSACTIONS Budget Module Expense Revenue FA Budget Expense 6 digits Enter the budget account 4 digits Identify the fiscal year of the budget pattern Default is the current fiscal year plus one 1 character Y Allows creation of Support Account for the SL account Budget must be established on the SA New Budget Entry Screen 599 N Default Does not allow creation of Support Accounts Budget must be established on the SL New Budget Entry Screen 589 A Support accounts will be created automatically Budget must be established on the SL New Budget Entry Screen 599 1 character Blank indicates expense budget must follow the FA Budget Expense rules Y indicates expense budget must be posted to non base support accounts N indicates expense budget may not be posted to the support accounts B indicates expense budget may be posted at either the base or the support accounts 1 character Blank indicates revenue budget must follow the FA Budget Revenue rules Y indicates reven
136. g the Replace Option Y If run after FBAU583 you must use the Replace Option Y Resetting Budget Flags and Feed Flag Initial values are rolled forward Assign before requesting reports This allows accounts to be budgeted more restrictively in the Budget Module than they are used operationally in accounting The flags to set include NO Budget Flag amp NO Feed Flag SA Budget Module Transaction Flags When the Budget SA Flags are blank on Screen 584 FAMIS uses the values on Screen 6 SA Budget transaction flags for the Budget Module Example of a situation when you want to change the flags You use support accounts amp Screen 6 SA Budget flags are set to B both You want to budget at the Base SA 00000 only So you will want to change the SA Budget Module flags to N Budget Preparation User Manual Page Il 12 B P P amp FAMIS Budget Preparation Procedures cont d Ways to change these flags gt atc Request job FBAU581 to have the NO Budget and or NO Feed flags set in batch Request job FBAU582 to have the SA Budget Module Transaction flags set in batch Online Manually set the NO Budget flag and or No Feed flag on appropriate accounts using Screen 584 and 594 Manually set the SA Budget Module transaction flags on appropriate accounts using Screen 584 14 Account Changes from Prior Years Assign before budgeting or requesting reports To assist in b
137. get Module Screen 584 or the FA Budget flags Screen 6 are used If the SA Transaction Budget Module flags are non blank their values are used If they are blank the SA Transaction FA Budget flags are used The SA Transaction Budget Module flags can be set to a value different from the SA Transaction FA Budget flags only when a FA Budget flag is a B Based on the values of an account s SA Create Enable flag and the SA Transaction flags the following chart defines the rules that are used to determine the appropriate Budget Module screen support account range s and allowable budget types for entering an account s budget SA SA SA Entry Enable Revenue Expense SL Base or SA Entry SA Entry Flag Budget Budget Screen SA00000 00000 99999 00001 99999 N A N N 589 R E y N N 599 R E Y N Y 599 R E Y Y N 599 E R y y y 599 R E Y N B 599 R E Y B N 599 E R y B B 599 R E Y B Y 599 R E Y Y B 599 E R If an account is required to be budgeted at the support account level SA Create Enable flag Y on Screen 6 the SL Budget Entry Screen 589 will summarize the SL s support accounts having submitted versions Budget Preparation User Manual Page VI 3 Budget Entry Function cont d It is possible that the SA Create Enable flags or SA Transaction Budget flags may be changed during or after the budget cycle making the budget ver
138. get Module or FAMIS accounting Examples include Board Approved version Revised Budget Actuals etc Before running this program the Version Create and Column Default tables must have been established on Screen 856 If the tables have not been created contact FAMISHELP with the required table information Note you cannot use FEEDOO1 for the version You must run FBAU584 before FBAU586 If you forget to do this you must run FBAU584 FBAU672 to update salaries 18 Budget Worksheets Request FDAR589 to print budget worksheets with a blank New Budget Entry column Distribute these worksheets for use in preparing account budgets for entry into FAMIS FDAR589 may be sorted to ease distribution for example by department Option letters are A all accounts eligible for budgeting B all accounts with a submit version Option numbers include 1 listing of accounts 2 budget report for selection accounts 3 adjustment form where current submit version will be displayed next to blank adjustment column for selected accounts 4 empty budget form entry column displayed with 4 comparative columns current submit version WILL NOT be displayed Most initial budget sheets are run using Option A3 Subsequent sheets would probably be printed using Option B3 Budget Preparation User Manual Page Il 16 B P P amp FAMIS Budget Preparation Procedures cont d 19 20
139. hanged This rule applies to all accounts in the department or department sub department except those accounts whose locks are currently overridden Screen security and budget access security controls who may inquire and update the budget patterns on accounts belonging to a department or department sub department If All is set to Y on the Action Line the user must have update access to the department and wildcard security access for the sub department The All Y option cannot be used if a value is entered in the SubDept field A special entity security BUDGET controls this screen Screen 583 Assign Remove Pattern by Department 583 Assign Remove Pattern by Department 04 05 04 14 58 FAMIS SERVICES FY 2004 cc 01 Screen ___ Dept INRE_ SubDept FAMIS All Y Acct Fiscal Yr 2004 Assign Rev Pattern Locked by TAMUS Assign Exp Pattern Acct Budget Pattern F ABR Typ M D Name Dept SDept ABR Account Title Responsible Person Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp AScrn AAll RScrn RAll Screen 583 Assign Remove Pattern by Department 583 Assign Remove Pattern by Department 04 02 04 15 36 VICE PRESIDENT FOR STUDENT FY 2004 CC 02 Screen ___ Dept VPSS_ SubDept All Y Acct Fiscal Yr 2004 Assign Rev Pattern Assign Exp Pattern Acct Budget Pattern F ABR
140. he Action Line The transfers allocations must be initiated by someone having budget authority over the account in the Action Line The receiving accounts must exist in FAMIS on the same campus as the receiving account The person allocating the funds does not have to have access to the receiving accounts These transfers support the expenditure budget and provide information to support the front schedules of the Budget Book All allocations and transfers must be positive SL allocations are not included in any GL ending fund balance calculations It is assumed these allocations are reflected in the expense budget for the account All budget transfers allocations will initially be marked with an approval type of C for Current Once the budget is submitted to the Board of Regents for approval the transfers allocations will also be marked with an approval type of B for Board If changes or additional transfers allocations are later made the resultant transfers allocations will be marked as Current and the transfers allocations at the time of board submission will remain behind the scenes audit trailed with an approval type of B Transfers allocations that are fed to accounting will be audit trailed with an approval type of F and transfers allocations existing when the budget module is closed for the fiscal year will be audit trailed with an approval type of D for Done The audit trailed
141. he State Legislature is in session between January and May With luck they will have an appropriation bill out when the session ends Consequently work on the new fiscal year s budget to start September 1 usually does not start until April when some sense of the contents of the appropriations are known Budget Preparation User Manual Page Il 15 B P P amp FAMIS Budget Preparation Procedures cont d B P P Forms Two general forms are available to Members to use in collecting and verifying new salary recommendations The Form 800 and 800C report positions sequenced by ADLOC All salary sources are reflected for each position The Form 900 reports positions sequenced by source account Positions with multiple sources are reported multiple times but totals reflect only that portion of the salary attributed to that source account B P P Request for Access to Prep Budget Database Once a Member is ready to begin data entry into the Prep Budget a request for update access to the Prep Budget should be made to the B P P Operations Center This request should include the name and Logon ID of each employee who will be entering the new salary recommendations into the Prep Budget 17 Auto Create New Budgets OPTIONAL Program FBAU586 may be run to create an initial saved or submitted budget version for a range of accounts This new version may be based on any prior year s dollar information This information can come from either the Bud
142. he accounting system N indicates budget is to be fed to the accounting system Blank indicates budget is not to be fed to the accounting system 1 character Indicate whether a budget is intended to be submitted for the account The valid values are Y Budget is NOT required or allowed N Budget is required Blank Budget is expected default 5 characters Designates department responsible for the account 5 characters Shows a sub grouping for departments using the account 2 characters Executive level office responsible for the account 2 characters Designates division using the account 2 characters College responsible for the account 5 characters digits Code for the location or address of responsible person Format is AXXXX where A is a location indicator and XXXX are user defined numbers or alpha characters 6 digits Called Budget Sort on Screen 6 Used as a dummy grouping by AL RSCH to indicate the account is budgeted in summary with other accounts having the same Budget Group Budget Sort 1 character Instruction for generating expense budget Values Y N 20 characters Identifies the person responsible for the account 3 digits Shows the automatic budget reallocation ABR rule that the account follows 5 digits Displays the GL account ID second to sixth digits indirectly updated by SL transactions Budget Preparation User Manual Page IV 9 Screen 584 SL 6 Digit Budget Account Attri
143. he budget attributes must be assigned on the SL Budget Account Attribute Screen Screen 584 or the SA Budget Account Attribute Screen Screen 594 The Revenue and Expense patterns for a budget account can only be set at the SL All support accounts belonging to an SL must use the patterns assigned to the SL The Chart of Accounts setup Screen 802 determines if an account is allowed to have revenues expenses or both Therefore revenue or expense patterns can only be assigned if the Chart of Accounts allows the pattern types The value of the account s SA Transaction Budget Expense Revenue flags Screen 6 in conjunction with the SA Transaction Budget Module Expense Revenue flags Screen 584 control the support account s capability of having revenue expense or both types of budgets The value of the SL account s SA Create Enable flag Screen 6 determines whether the budget must be entered and submitted at the SL or the SA level If the flag is set to Y the budgets must be entered on Screen 599 if the flag is set to N the budgets must be entered on Screen 589 The values of the SA Transaction Budget flags control both the range of support accounts that can be used and whether expense or revenue budgets are allowed You can set the SA Budget Module Transaction flags to values different from the FA Budget flags For example to budget at the base SA 00000 only set the SA Budget Module flags to N a
144. he decision process depends on whether the new accounts will be used in the current FY or just in the new FY Hence once Active goes to Prep you will need to either e Update both BPP databases Active amp Prep as well as FAMIS accounting possibly in two FY s OR e Update Prep and FAMIS for the new FY accounts needed only in the new year How often is the Prep Budget loaded into the Budget Module A schedule is usually defined at the beginning of the budget cycle Typically the Prep Budget is loaded to FAMIS GOLDPL52 no more than two times a week on predefined days Towards the end of the cycle it may be loaded daily for a period of approximately two weeks It is only loaded upon user request however Once the Prep Budget is locked and rolled to active a final Prep Budget extract should be made GOLDPL52 No additional Prep Budget extracts need to be run from this point on The FBAU584 however can still be run by request This will cover Members who have not run it since Prep was locked or the case where a salaried account has been added to the Budget Module since the last run of FBAU584 Salary Dollar Budget Load to FAMIS Q A What programs can be run to update the salaries in the Budget Module GOLDPL52 run only on specified days of the week FBAU584 BPP to FAMIS budget salary feed FBAU672 Budget Reallocator Budget Preparation User Manual Page Il 25 Budget Preparation User Manual Budget FAQs co
145. hen the budget is fed to financial accounting 1 character 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 Valid values are N or blank transfer not mandatory default Y transfer is mandatory 1 character Indicate whether you wish to Blank No Action A Add record D Delete record P Position not always available U Update record 2 characters digits Enter the campus receiving the GL account transfer Default is home campus 10 digits Identify the GL account required and the account control of the fund addition 9 digits Indicate the amount being assessed to from the account Budget Preparation User Manual Page V 18 Screen 563 SL to GL Transfers Allocations cont d GL Feed Mand Description Additional Functions PF KEYS 1 character Flag indicating how the transfer will be booked and whether it will be automated when the initial feed to financial accounting is performed at the beginning of the budget year If not specified the Action Line Default GL Feed will be used Valid values are N no accounting entries will be automated Y fund balance transfers will be fed when the budget is fed to financial accounting D Dueto Due from transactions will be fed when the budget is fed to financial accounting 1 character Flag indicating whether the tr
146. ill be marked with an approval type of B for Board Approved Phase 3 24 SAGO Unlocks Member Budgets The System Office of Budgets and Accounting will unlock the Budget Module for Members who wish to copy and adjust the Board submitted budgets This action is in preparation for the loading of the adjusted budget to FAMIS accounting Budget Preparation User Manual Page Il 17 B P P amp FAMIS Budget Preparation Procedures cont d 25 26 27 B P P Final Salary Load OPTIONAL Prior to feeding the budget to FAMIS accounting a Member may request an updated B P P salary load be made to the FAMIS Budget Module Members choosing to do this would then adjust their budgets salary categories to match the current B P P Prep Budget The adjustments can be done manually on Screen 589 599 by putting the old version in the Action Line and pressing lt Enter gt Once the old version appears press the PF6 Copy key and enter a new version name when prompted The new version name will be returned in the Action Line along with its copied budget You can now manually make your changes and press PF11 to submit the new version These changes can also be made in batch by requesting FBAU584 followed by the Budget Reallocator FBAU672 FBAU672 may be run in what if non update or update mode The FBAU672 prodcard should be reviewed again before this request B P P Salary Load to Accounting At a date to be determined u
147. indicating how the transfer will be booked and whether it will be automated when the initial feed to financial accounting is performed at the beginning of the budget year Valid values are N no accounting entries will be automated Y fund balance transfers will be fed when the budget is fed to financial accounting D Dueto Due from transactions will be fed when the budget is fed to financial accounting 1 character 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 Valid values are N or blank transfer not mandatory default Y transfer is mandatory 1 character Indicate whether you wish to Blank No Action A Add record D Delete record P Position not always available U Update record 2 characters digits Indicate the campus receiving SL account allocation Default is the home campus 11 digits Enter the SL and SA account of the fund addition or due to due from 9 digits Identify the amount being assessed to from the account Budget Preparation User Manual Page V 10 Screen 561 GL to SL Transfers Allocations cont d GL Feed Mand Description Additional Functions PF KEYS 1 character Flag indicating how the transfer will be booked and whether it will be automated when the initial feed to financial accounting is performed at the beginning of the budge
148. ing of the budget fiscal year The NO Budget flag can be set to indicate that the owner of the account is not required or planning to submit a budget for the account This flag if set consistently throughout the campus can be used as a tool to identify those accounts that have not been budgeted The program FDAR584 produces several reports whose purpose it is to identify the budget status of selected accounts One option identifies accounts with the NO Budget flag set Another option identifies accounts without submitted budgets whose NO Budget flags are either blank or set to N The NO Feed field should be used to flag accounts that are budgeted but should not have their budgets automatically fed to FAMIS at the beginning of the new budget year This field as well as the Feed Acct field has a FAMIS element security added to it to prevent unauthorized entry If an account is locked the submitted version cannot be removed or replaced without first removing or overriding the lock See Lock Function It is possible that the SA Create Enable flags or SA Transaction Budget flags may be changed during or after the budget cycle making the budget versions not fit the account budget entry rules When this happens the data entered will need to be handled on an exception basis When the base support account 00000 is specified all support accounts having B P P salary data associated with them can b
149. ing the account override 11 characters Identifies the value of the level setting the account 8 digits Date the account override was created 8 characters digits FAMIS User Id of the person creating the override 8 digits Date the account override was last modified 8 characters digits FAMIS User Id of the person last modifying the override Budget Preparation User Manual Page VII 9 Lock Unlock by Department The purpose of Screen 572 is to allow departments to lock budget recommendations for all of its accounts including those in its sub departments Until the Member Budget Office or the System Office of Budgets and Accounting has set a higher level lock the department lock can be removed A department lock can be overridden for specific accounts by pressing the override account key PF11 Unlike the Member level lock screen setting a department lock does NOT force the removal of non expired overrides set at a lower level in this case the sub department If the Unlock feature is used all accounts in the department will be unlocked and all of their overrides will be deleted except for those that were established by the sub department A special entity security LEVEL2 controls this screen Screen 572 Lock Unlock by Department 572 Lock Unlock by Department 04 02 04 16 31 OFFICE OF ADMISSIONS AND RE FY 2004 CC 02 Screen Dept ADRC_ Fiscal Year 2004 Lock Y N _ Lock Date Locked by Secur
150. ior year category number be used for one of the new split categories in the new fiscal year s pattern If a category is not being used in the new fiscal year it is recommended that the prior year s category number be included with a description indicating it is no longer used This will ensure that all amounts in the prior year s budget appear in the comparative columns Categories with no dollar activity will be zero suppressed on the budget reports The charts on the following two pages represent a sample of the budget categories that might be defined in revenue and expense pattern definitions at the TAMUS System level a Member level and finally a department level Budget Preparation User Manual Page Ill 4 Budget Patterns cont d SAMPLE REVENUE BUDGET PATTERNS Example of A Example of A Department Pattern Member Pattern System Pattern State Appropriations I State Appropriations Federal Appropriations Federal Appropriations HEAF HE Assistance Fund HEAF Available University Funds AUF Tuition peer Tuition amp Fees Fees Remissions and Waivers Contracts Grants and Gifts Gifts Contracts amp Grants Contracts amp Grants Indirect Cost Revenue Sales amp Service Sales amp Service Sales amp Service Endowments Investment amp Interest Investment amp Inte
151. is accessed by moving the cursor to the field in question and pressing the F2 Key Screen 002 GL 6 Digit 002 GL 6 Digit 11 24 97 12 05 FY 1997 CC AA Screen Account 032365 NAVSO INC Account Title NAVSO INC Resp Person 4uuuuuuu9 SOMMERS SALLIE S Old Acct Year end Process F Reclassify _ Reporting Group __ Aux Code Fund Group FG Sub Fund Group DF Sub Sub GP Function __ Default Bank 00001 Override Y SL Mapped Count 1 Alternate Banks 00002 Security The first help screen describes the field pressing lt ENTER gt will display the valid values for the field ji Tj7 DESCRIPTION DESIGNATES DEPARTMENTS WITHIN SCHOOLS OR UNITS FOR WHICH FISCAL REPORTS WILL BE NECESSARY I E CHEMISTRY DEPARTMENT ADMINISTRATION AND COUNSELOR EDUCATION 3 3 DICTIONARY HELP xxx 3 3 2 3 VALUES MEANING 3 FT asa a cs sm i sis ae mn cc a ar a 3 ACCN ACADEMIC COMPUTING CENTER ACCS ACADEMIC COMPUTING SERVICES ACCT ACCOUNTING ADEX ADULT amp EXTENSION EDUCATION ADLL ADULT LITERACY amp LEARNING CEN Lookup Value Menu Rule IASYS DEPT Default value is View IAFRS GENERAL SUBSIDIARY Field FG FS DEPT DT ww W W www www Budget Preparation User Manual Page IX 6 Appendix Instructions cont d Question Mark and Asterisk Help FAMIS also provides information about
152. is not automatically saved or submitted until the user presses the save or submit PFkey A sample request might look something like this For all account ranges 100000 999999 automatically create a budget version from column 2 data whenever a new version name begins with AUTO Versions can be automatically created in batch by requesting the program FBAU586 See the Budget Module Reports Processes for a description of the parameters that must be submitted Budget Preparation User Manual Page VIII 6 Screen 856 Budget Generic Table cont d Negative BBA Screen 856 Budget Generic Table 856 Budget Generic Table kk Screen Campus Cd Func Code Kev YYYY AB1998 04 12 02 09 41 cc 02 Data 123456789 LIST ALL LEDGERS IN BYTE 1 9_ 345 Hmenu Help EHelp kkkkkkkkkkkkkkkkk End of data ikkikikkkikkikkikikai Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 The Negative BBA table is used when a Member wishes to prevent budget versions from being submitted for one or more ledgers whenever the budget version results in a negative SL Ending Balance To use this feature provide FAMIS Services with the ledger number s that should be controlled Any or all ledgers from 1 to 9 can be selected They may be listed in any order Budget Preparation User Manual Page VIII 7 Screen 856 Budget Generic Table cont d Budget Prep
153. l 3 digits Indicates the automatic budget reallocation ABR rule that the pattern follows Help 4 characters Identifies department to which the pattern belongs Used only by the department level 4 characters Identifies subdepartment to which the pattern belongs Used only by the department level 1 character Displays whether or not Y or N the submitted version has been deleted 1 character Indicates whether Y or N the submitted version has been frozen 1 character Identifies if Y or N the submitted version has support accounts enabled 1 character Displays whether or not V or N the no budget flag has been set 1 character Shows if Y or N the no feed flag has been set See the Appendix for an explanation of the standard PF Keys Budget Preparation User Manual Page IV 22 Section V Budget Transfers and Allocations Budget Preparation User Manual Page V 2 Transfers and Allocations GL transfers and SL allocations are entered on Budget Module screens to identify fund balance transfers and allocations These transfers support the expenditure budget and provide information to support the front schedules of the Budget Book If appropriately flagged FAMIS will automatically post these fund transfers due to s due from s and budget transfers at budget feed time The account transferring allocating the funds is entered in the Action Line
154. l accounting This will occur whenever the from account GL mapped GL is different from the to account GL mapped GL Caution must be taken to avoid entering GL transfers on the transfers only screen 560 that were indirectly implied by entries made on the transfer allocation screens 561 or 563 or the allocation only screen 562 If the SA Create Enable flag is N for either the From Acct or the To Acct its support account field must be left blank 00000 will not be accepted Transfer allocation entries can be viewed on Screen 541 Budget Preparation User Manual Page V 12 Screen 562 SL to SL Allocations cont d A special entity security BUDGET controls this screen Screen 562 SL to SL Allocations 562 SL to SL Allocations 04 06 04 11 02 CLIENT SERVICES FY 2004 cc 02 Screen From Acct 144013 14000 Fiscal Year 2004 Default GL Feed Y Default Mandatory _ F TO GL cc SL Acct Amount Feed Mand Description End of data Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 562 e Enter the account number and other pertinent information Do NOT change the fiscal year unless you are NOT working on next year s budget Press lt ENTER gt e Enter any additional information as desired Press lt ENTER gt
155. llup inconsistencies due to these errors A pattern can be created from scratch or copied from an existing pattern or ABR rule by using the PF11 COPY function Patterns can be copied from any existing ABR rule or any Department Member or System Pattern regardless of campus or security restrictions An account can only be assigned patterns that match the account s ABR rule unless the account s NO Feed or NO Budget flags are set to Y If these flags are V the pattern s ABR rule can be either the account s ABR rule or ABR 000 Watch for error messages when creating new patterns by using the copy function If an error exists on any of the header lines or the detail lines the pattern will not be created When a pattern is linked to an account the account s past transactions can be shown grouped according to the categories defined by the pattern Future budgets can be created based on these category groupings Categories may include more than one object code range A pattern can be modified without limitation until it has been assigned to an account having a saved version or it is the roll up pattern for a Department pattern Budget Preparation User Manual Page 111 13 Screen 556 Member Budget Pattern Maintenance cont d Once one of the above conditions has been met e Only the category display order description or feed object code can be changed e Additional categories can be added to the pattern
156. lt Fiscal Year will be 2000 4 Since FY2000 isn t the current fiscal year the default Fiscal Year will be 2000 It should be noted that changes made to the Action Line Fiscal Year on the Budget Module screens are NOT carried from one screen to another like they are in the other FAMIS screens The Action Line Fiscal Year will always be reset to its default value when entering any Budget Module Screen Upon leaving a Budget Module for a non Budget Module screen the Action Line Fiscal Year will be changed to its previous non Budget Module screen Action Line Fiscal Year value This will always be the current fiscal year unless a specific fiscal year has previously been entered on a non Budget Module screen having an Action Line Fiscal Year field e g Screen 18 19 etc Overview of the Major Steps in Budget Preparation e FAMIS Opens the New Fiscal Year FAMIS creates the new fiscal year for each campus e Budget Patterns Established The System Budget Pattern is created by SAGO and entered on Campus 00 Member and Department Patterns are created by each of the System Members e Accounts Rolled to New Year in FAMIS FAMIS rolls the accounts to the new fiscal year Budget Preparation User Manual Page Il 5 Budget Preparation Concepts cont d e BPP Opens the Prep Budget for Entry of New Year Pay Actions BPP copies the Active Budget database the highest iteration number of each PIN Prep Budget Database e BPP Loads Initial S
157. lumns can be defined for account range Data type Type of data to be displayed in the column Actuals default Board approved approval type OPTION6 Actuals Encumbrances Done Board adjusted approval type OPTION6 Fed approval type OPTION6 Original Budget No carry Frwd Original Budget W carry Frwd Revised Budget New Version lt 7DOZT 7VONW SY Il Blank No display FY Fiscal Year MM Calendar Month A sample request might look something like this For all accounts 100000 999999 the column defaults for our campus should be D1999 N199902 A199813 N 1998 13 Version Create Screen 856 Budget Generic Table 856 Budget Generic Table 04 06 04 09 28 cc 02 Screen Campus Cd Table Type VERSION CREATE Func Code Key Data FY STOP START_ VERSION c 032000 699999 100000 HSC k eae 032001 699999 100000 HSC RRR 041999 699999 100000 TSUL x 042000 699999 100000 TARLETON O 1 1 1 1 042002 699999 100000 TARLETON 1 1 1 1 1 1 1 042003 699999 100000 TARLETON 042004 699999 100000 TARLETON 102000 699999 100000 VER ke 102001 699999 100000 FYOL 112000 699999 100000 TEST 112003 699999 100000 TES k ee ek Press enter for more entries Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp O Budget Preparation User Manual Page VIII 5 Scr
158. m Pattern regardless of campus or security restrictions Department patterns can be created and named the same by multiple department sub departments within an institution or agency The person viewing creating or modifying a department pattern must have budget security access for the specified department sub department combination However once created a pattern can be assigned to any account regardless of the account s department sub department values Additionally the person assigning the pattern does not have to have budget security access to the department sub department associated with the pattern For example a pattern named EXPENSE for Dept SDept ACCT can be assigned to an account whose primary department is BIOL by a person having only budget update access to BIOL The Dept SDept is used only to control inquiry and update access to the pattern but not its association with an account When a pattern is linked to an account the account s past transactions can be shown grouped according to the categories defined by the pattern Future budgets can be created based on these category groupings For completeness it is recommended that every possible object code be defined in a pattern Categories may include more than one object code range A pattern can be modified without limitation until it has been assigned to an account having a saved version Once a budget version using the pattern has been a
159. ment 04 02 04 16 30 FAMIS SERVICES FY 2004 cc 02 Screen Dept INRE_ SubDept FAMIS Fiscal Year 2004 Lock X N Y_ Lock Date 03 11 2004 Locked by Kxxxx2 BARROW BART B Secure Submitted Version Completed 03 11 2004 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Ovrds Basic Steps e Advance to Screen 571 e Enter the department and sub department Do NOT change the fiscal year unless you are NOT working on next year s budget Press lt ENTER gt e Enter any additional information as desired Press lt ENTER gt Field Descri ptions Required Help PF2 7 or Field Help Available Action Line Dept 5 characters Identify the department whose accounts will be locked SubDept 5 characters Identify the sub department whose accounts will be locked Fiscal Year 4 digits Indicate the budget fiscal year to be locked or unlocked Default is the current fiscal year plus one Budget Preparation User Manual Page VII 6 Screen 571 Lock Unlock by Sub Department cont d Screen Information Lock Y N 1 character Identify whether or not all accounts belonging to the Action Line owner are to be locked or not The valid values are Y Lock all accounts belonging to the Action Line owner N Unlock all accounts belonging to the Action Line owner If set to N after once being set to V all overrides will be removed Lock Date 8
160. mitted Version exists for an account it will also be removed if either the Revenue or Expense Pattern s change l Reset Revenue Pattern s N Reset Expense Pattern s N Budget Preparation User Manual Page Ill 27 Pattern Inquiry Screen 542 allows you to view the budget version detail for a specified budget pattern This detail includes account numbers budget versions associated with each account when the versions were modified and the name of the person who made the modifications After entering the type of pattern revenue or expense you wish to view you may type a question mark in the next field to access a pop up window that will give you a list of budget patterns to choose from Versions are selected based on their version status The following represents the version statuses that can be used 1 Saved Versions Versions saved at one time or another for the account C Current Submitted Version Versions currently submitted for the account No entity security controls this screen Screen 542 Pattern Inquiry 542 Pattern Inquiry 04 02 04 15 43 FY 2004 CC 02 Screen ___ Rev Exp E Pattern D STUDENTAFF VPSS_ Fiscal Year 2004 Version Status 1 Version Saved Version modified on Sel Account Name Date Time Userid Name 120044 00000 FEEDOO1 08 01 2003 08 19 PM FxxxxxxU 120044 00000 FEEDOO4 08 08 2003 06 33 PM FxxxxxxU 120044 00000 FEEDOO6 08 11 2003 06 25 PM FxxxxxxU 120
161. ms change FAMIS Security they must be requested from your Member s FAMIS Security Officer The available programs are 1 XXSETSE1 Selects security records for users whose security needs to be modified and writes them to a file The program options are e CC campus code e SYSTEM FRS FFX SPR etc e ENTITY security entity BUDGET ACCT ASSET etc e ACCESS A D or for all 2 XXSETSE2 Changes the security records selected by XXSETSE1 to have the desired new access The program options are e CC campus code e SYSTEM FRS FFX SPR etc e ENTITY security entity BUDGET ACCT ASSET etc e OLD ACCESS A D or for all must be the same as specified in XXSETSE1 e NEW ACCESS A D or for all all records will be modified to have this new access type e UPDATE Y or N Budget Preparation User Manual Page VII 4 Lock Unlock Function cont d 3 XXSETSE3 Restores the original access back to the user s security record ONLY IF it matches the original file pulled by XXSETSE1 The program options are e CC campus code e SYSTEM FRS FFX SPR etc e ENTITY security entity BUDGET ACCT ASSET etc e ORIG ACCESS A D or for all e UPDATE Y or N Here is an example of how the process could work 1 The Member Security Officer sends a note to FAMISHELP requesting that XXSETSE1 and XXSETSE2 be run to temporarily change all users update access to inquiry The
162. n PF11 COPY Pop Up Copy From Campus ABR Rule ABR Fiscal Year 1998 Pattern FY 1999 Dept kk OR Budget Preparation User Manual Page Ill 22 Assign Remove Pattern by Department Budget patterns are assigned to accounts There are four ways to accomplish this task You may choose one way or a combination of the following Use Screen 583 and assign by department Use Screen 584 and assign by account Screen 589 599 and assign by default In batch by FBAU583 Fe NE Screen 583 provides departments sub departments the capability to assign or remove patterns for all or selected accounts belonging to the department or department sub department combination Using this screen alleviates the necessity of individually setting each account s patterns on the SL Budget Attribute Screen Screen 584 A starting account number can be specified in the Action Line to position to a specific account range within a department It is important to note that this starting account is not used by the All PF Key functions The Assign All PF Key assigns the Action Line patterns to every account allowed to budget revenue or expense belonging to the department sub department Regardless of the starting account number the Remove All PF Key removes the requested patterns from every account belonging to the department The All PF keys are not permitted for TAMUS Members not using FAMIS as their
163. n data salary information The version is not automatically saved or submitted until the user presses the Save PF10 or Submit PF11 key Versions can be automatically created in batch by requesting the program FBAU586 You must specify an account range the new version name and whether you want the created version to be saved or preferably submitted The Version Create table must be defined in order for the batch program to be run The Column Default table should also be defined to run the batch program The response time for this screen will be slower than the normal FAMIS screens especially when the Action Line is changed or when column headers are modified This is attributable to the amount of processing that occurs when the columnar data is initially computed Informational Pop ups with an escape option are displayed when the 589 Screen is being used to sum the activity of all the SAs belonging to an SL and when the screen is being used to display the GL summary Typing N in the Calc Col on the Action Line and pressing lt ENTER gt will speed up data entry This option allows someone to make entries from numbers provided by someone else without having to view the past year activity columns Budget Preparation User Manual Page VI 6 Screen 589 SL 6 Digit New Budget Entry cont d Action Line Processing To create a new version go to 589 and type the name of the new Budget Version Press lt EN
164. n existing pattern The following confirmation screen will appear as a safety feature in both instances to keep unintentional deletes from occurring PF11 Cpatt When copying over an existing Pattern or Delete Y This budget pattern currently contains entries Please confirm DELETE to copy over the entire pattern Type DELETE to confirm Budget Preparation User Manual Page Ill 8 Screen 557 System Budget Pattern Maintenance cont d The second condition that will cause a pattern to be deleted occurs when all categories are removed from an existing pattern When this happens the following pop up will appear Delete Pop Up When deleting all lines of a Pattern All entries have been deleted from this budget pattern Please confirm the deletion of this entire pattern Type DELETE to confirm Basic Steps e Advance to Screen 557 e Enter the pattern type and the pattern name Do NOT change the fiscal year unless you are NOT working on next year s budget Press lt ENTER gt e To create a new pattern enter the pattern description and sort order Press lt ENTER gt e Enter any other information as desired e Press lt ENTER gt Field Descri ptions 9 Required Help PF2 or Field Help Available Action Line R E 1 character Indicate the pattern type R Revenue E Expense default Pattern Name Help 10 characters digits Identify the particular pat
165. nd set the FA Budget flags to B Budget Preparation User Manual Page IV 3 Screen 584 SL 6 Digit Budget Account Attributes cont d When the SA Create Enable flag is Y the SA Transaction Budget Module Screen 584 or the FA Budget flags Screen 6 are used If the SA Transaction Budget Module flags are non blank their values are used If they are blank the SA Transaction FA Budget flags are used The SA Transaction Budget Module flags can be set to a value different from the SA Transaction FA Budget flags only when a FA Budget flag is a B Based on the values of an account s SA Create Enable flag and the SA Transaction flags the following chart defines the rules that are used to determine the appropriate Budget Module screen support account range s and allowable budget types for entering an account s budget SA SA SA Entry Enable Revenue Expense SL Base or SA Entry SA Entry Flag Budget Budget Screen SA00000 00000 99999 00001 99999 N A N N 589 R E y N N 599 R E Y N Y 599 R E Y Y N 599 E R y y y 599 R E Y N B 599 R E Y B N 599 E R y B B 599 R E Y B Y 599 R E Y Y B 599 E R Approved account budgets will be selectively fed into FAMIS by using Member specified account ranges GEB accounts will not have their budgets automatically fed into financial accounting at the beginning of the budget fiscal year The NO Budget
166. not yet had their sequence numbers assigned Completed indicates that the budget versions have had their sequence numbers assigned 8 digits Date the submitted budget version was completed See the Appendix for an explanation of the standard PF Keys Budget Preparation User Manual Page VII 19 Screen 577 Lock Unlock by System cont d Budget Preparation User Manual Page VII 20 Section VIII Budget Control Tables Budget Preparation User Manual Page VIII 2 Budget Control Tables There are several optional control tables defined in the Budget Module that can be used to provide additional functionality and customization based upon each System Member s individual preference After reading about the tables and deciding on the best option for your Member a user representative should send an email message to famishelo tamus edu requesting that the appropriate tables be established on Screen 856 All of the control tables are maintained by the FAMIS Services staff The available Budget Control Tables are Pattern Default Column Default Version Create Negative BBA Pw NE Pattern Default Screen 856 Budget Generic Table 856 Budget Generic Table kk 04 06 04 09 26 cc 02 Data O ERROR 1 USE IF ONLY 1 2 POPUP Screen Campus Cd Func Code Kev _ YYYY 102000 182003 FE 192001 N 2 1 2 Hmenu Help EHelp This table controls wh
167. nt d Should FBAU584 Salary Update Program and FBAU672 Budget Reallocator be run immediately prior to loading the budget into accounting Yes if you have entered new pay actions in BPP Prep Budget since the initial load or have added new salaried accounts to the Budget Module you will want to run the FBAU584 to copy the most recent Prep figures to FAMIS You will also want to run the reallocation program FDAU672 so that the salary budget matches the current salary encumbrances If the reallocator is not run the salary category budget will not net to zero when the salary encumbrances are loaded How can update the salary for budget versions The important thing to remember is that the FBAU584 BPP to FAMIS budget salary feed loads the new salary dollars into a table which is used to display salary amounts on Screen 584 SL or Screen 594 SA Existing Budget Versions will NOT be automatically updated to reflect the new salary amounts To get your Budget Versions to reflect the new amount you must e update each Version manually on Screen 589 SL or 599 SA OR e update each Version by pressing PF5 SAL on Screen 589 SL or 599 SA which will automatically place new salary dollars into the proper category OR e request the FBAU672 Salary Reallocator This can be done with several different options depending on whether you want to maintain bottom line on the account FAMISHELP can help with the prodcard setu
168. of the Transfer and Allocation Screens The transfers allocations must be initiated by someone having budget authority over the account in the Action Line The receiving accounts must exist in FAMIS but they can reside on any Member s campus The person allocating the funds does not have to have access to the receiving accounts All allocations and transfers must be positive There are four types of transfers and allocations that can be made They are e GLtoGL e GLto SL e SLto SL e SLto GL The transfer allocation screens provide a GL Feed flag that is used to determine whether FAMIS will automatically create and feed the transfer into accounting at budget feed time This flag details the type of transaction s that will be created and are specified on each detail line of the screens The GL Feed flag values are N No GL accounting entries will be created by FAMIS and posted when the budget is fed into accounting Y Fund balance transfers will be posted when the budget is fed into accounting This is only valid for same campus transfers D Due to Due from transactions will be created and posted when the new year s budget is fed into accounting This is only valid for same campus transfers Depending on the feed flag allocations from or to an SL will indirectly trigger a GL journal entry to be created at the time the budget is loaded into financial accounting This will occur whenever the from account
169. on FRS contains two ledgers the GL balance sheet and the SL revenue and expense See also General Ledger and Subsidiary Ledger Liability Account In AP a GL account that is credited for the liability when a voucher is processed Any GL account that accepts a transaction creating a liability Liquidate Reduce encumbrance through payment pay off debt Map Code A five digit attribute code in an SL account indicating the GL Fund ID to which it relates Budget Preparation User Manual Page IX 16 Appendix Glossary cont d Memo Bank Account An account that represents the balances of demand deposits for operating accounts Menu A screen containing a list of available processes screens or other menus N Name Rotation A feature that allows users to print a vendor name in one format on checks and then rotate it to another format for sorting on reports O Object Code A four digit number identifying specific items of revenue expense or attribute records Open Commitment An encumbrance P Parameter A variable that is assigned a constant value for a specific purpose or process It provides the user with defined choices for report selection processing or output requirements 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 ver
170. on displayed Field Descri ptions Required Help PF2 7 or Field Help Available Action Line Acct 6 digits Identify the budget account Bud Version Help 10 characters digits Type the name of the budget version or select one from the pop up screen if available After making a selection a budget version approval type pop up window will appear to allow you to select a version Budget Version Selection Pop Up 4 VERSION SELECTION I I Acct 271030 Fiscal Year 2004 Approval Type C Start Version l l Version CURRENT version modified on l I Sel Account Name Date Time Userid l A l 271030 1 07 18 2003 10 39 AM KxxxxG l l I l End of Data Budget Preparation User Manual Page VI 9 Screen 589 SL 6 Digit New Budget Entry cont d Calc Col Delete Ver Screen Information Pat Type PF 7 Pattern Account 271030 Version 1 M D Name Dept SDept Revenue Expense M SAGOEXP 03 Choose a Budget Version Approval Type Sel Description _ Board Approved Done Board Adjusted _ Fed to FAMIS Acct _ Current Version 4 digits Identify the fiscal year of the budget pattern Default is the current fiscal year plus one 1 character Designate whether the columns should be populated with previous year activity Type N to help speed up data entry if seeing
171. other value is entered 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 Budget Preparation User Manual Page IX 13 Appendix Glossary cont d Diagnostics The messages that describe the results of processing These messages may indicate an error and provide information about a process by noting what action to take to correct the error Digit 3 of TC The third digit of the Transaction Code Entry Code which specifies the type of transaction Disbursement Record money paid out by the institution from GL SL and SA or bank 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 system Discount Account The account credited for discounts taken by the system when a check is written Discount Table A table containing user defined values representing discount terms for vendors Dollar Data A
172. ount number Do NOT change the fiscal year unless you are NOT working on next year s budget Press lt ENTER gt e Add additional information as desired and press lt ENTER gt Field Descri ptions Required Help PF2 7 or Field Help Available Action Line Account 11 digits Enter the budget account Budget Preparation User Manual Page IV 13 Screen 594 SA 11 Digit Budget Account Attributes cont d Fiscal Year Screen Information SA Create Enable SA TRANSACTIONS Budget Module Expense Revenue FA Budget Expense 4 digits Identify the fiscal year of the budget pattern Default is the current fiscal year plus one 1 character Y Allows creation of Support Account for the SL account Budget must be established on the SA New Budget Entry Screen 599 N Default Does not allow creation of Support Accounts Budget must be established on the SL New Budget Entry Screen 589 A Support accounts will be created automatically Budget must be established on the SL New Budget Entry Screen 599 1 character Blank indicates expense budget must follow the FA Budget Expense rules Y indicates expense budget must be posted to non base support accounts N indicates expense budget may not be posted to the support accounts B indicates expense budget may be posted at either the base or the support accounts 1 character Blank indicates revenue budget m
173. ovide information to support the front schedules of the Budget Book All allocations and transfers must be positive SL allocations are not included in any GL ending fund balance calculations It is assumed these allocations are reflected in the expense budget for the account All budget transfers allocations will initially be marked with an approval type of C for Current Once the budget is submitted to the Board of Regents for approval the transfers allocations will also be marked with an approval type of B for Board If changes or additional transfers allocations are later made the resultant transfers allocations will be marked as Current and the transfers allocations at the time of board submission will remain behind the scenes audit trailed with an approval type of B Transfers allocations that are fed to accounting will be audit trailed with an approval type of F and transfers allocations existing when the budget module is closed for the fiscal year will be audit trailed with an approval type of D for Done The audit trailed transfers can be seen on selected screens by indicating the appropriate approval type on the screen They can be seen on reports by specifying the approval type as OPTION6 on the report request Depending on the feed flag allocations from or to an SL will indirectly trigger a GL journal entry to be created at the time the budget is loaded into financia
174. p for any member who wishes to choose this option When the FBAU584 FBAU672 and FDAR589 ran the BPP salaries did not appear How do get the Submitted Version Column to include salaries from BPP If the FBAU672 is run with UPDATE NO your salary dollars do not show up on the accounts Be sure to follow up with the UPDATE YES Page Il 26 Budget FAQs cont d Budget Patterns Q A gt Do Member Dept Budget Patterns roll from a previous year No Budget Patterns do not roll forward On Screen 556 you can use PF11 to copy a Pattern Be careful if you copy as there may be changes from one year to the next and therefore just copying last year s pattern will not be sufficient Basically you can copy last year s Member Pattern and modify it to match this year s System Pattern OR copy this year s System Pattern and modify it To help you with the copy and modify process PF10 View Roll Up allows you to check the System Pattern while you are making the changes to last year s copied Member Pattern Another suggestion would be to print off both this year s System Pattern and last year s Member Pattern to review before beginning the copy process Does a Pattern have to be assigned to an account Via FBAU583 or Screen 583 PRIOR to creating a Budget Version on Screen 589 599 This depends on the value of your PATTERN DEFAULT control table Screen 856 setting e If no entry exists or the value is 0
175. p the category number consistent from one fiscal year to another If a category is broken out into more than one category in the new fiscal year it is recommended that the prior category number be used for one of the new split categories in the new fiscal year s pattern If a category is not being used in the new fiscal year it is recommended that the prior year s category number be included with a description indicating it is no longer used This will ensure that all amounts in the prior year s budget appear in the comparative columns Categories with no dollar activity will be zero suppressed on the budget reports Multiple Member Revenue and Member Expense Patterns can be defined for a fiscal year For example a TAMUS Member must create a different Member Expense pattern for each of its ABRs as well as one for ABR rule O00 Update access to this screen should be restricted to only one or two people in either the Business or Budget Offices These patterns must be established before any department patterns or account budgets can be created All department patterns for the Member will be edited against the respective System pattern to ensure consistency For completeness it is recommended that every possible object code be defined in the Member patterns The pool subcodes should always be included in the subcode ranges so that all prior year dollar activity against them will be included Care must be taken to ensure that the
176. primary accounting system The Scrn PF Key functions perform the pattern assignment or removal for only the accounts listed on the current screen The patterns specified below the Action Line are only used by the Assign PF Keys PF7 and PF8 They are not used by the Remove PF Keys PF10 and PF11 The Remove PF Keys remove revenue and expense patterns for accounts in the department or department sub department entered in the pop up window You have requested a procedure that will remove the pattern s assigned to ALL Accounts l l l If a Submitted Version exists for an account l it will also be removed if either the Revenue l or Expense Pattern s change l I Please enter a Y beside the type of pattern s l you wish to remove l l l Reset Revenue Pattern s N l l l Reset Expense Pattern s N l l l l I PF4 Exit Patterns for individual accounts can also be assigned and removed using this screen To use this function position to the specific account by using the Acct field in the Action Line By entering a U in the F unction column the specific patterns can be added modified or deleted Budget Preparation User Manual Page Ill 23 Screen 583 Assign Remove Pattern by Department cont d If a department or department sub department has been locked by any of the Lock screens none of the department sub department accounts can have their pattern c
177. r activity will be zero suppressed on the budget reports A special entity security BUDGET controls this screen NOTE An asterisk must be at the end of all budgeted salary description lines It must appear in the last position on the line Use the space bar on your keyboard to advance to the end of the line not the arrow key These asterisks are used by FBAU672 Budget Reallocation when loading the salaries from Goldplate Screen 552 Department Budget Pattern Maintenance 552 Dept Budget Pattern Maint 04 05 04 14 41 FY 2004 CC 07 Screen ____R E E Pattern Name SCSCEXP000 FY 2004 Dept SDept SCSC_ Description SCSC EXPENSE PATTERN ABROOO FY04 ABR 000 Sort C Member Rollup EXP ABR000 Delete N Page 1 F Cat Low High Disp Description 5 2 Salaries Non Faculty _5 1005 1209 _5 1212 1309 _5 1311 1409 _5 1414 1419 _5 1421 1699 _5 1801 1802 8 1 Salaries Faculty Equivalent _8 1210 1211 _ _8 1310 1310 _ _8 1410 1413 _8 1420 1420 _8 1704 1704 Press ENTER to view more entries Enter PFl PF2 PF3 PF4 PF5 PF6 PEF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Valid Bkwd Frwd Print VRoll CPatt Budget Preparation User Manual Page 11 19 Screen 552 Department Budget Pattern Maintenance cont d There are three conditions that will cause a pattern and its contents to be deleted 1 The
178. r the from account GL mapped GL is different from the to account GL mapped GL Caution must be taken to avoid entering GL transfers on this screen that were indirectly implied by entries made on the transfer allocation screens 561 or 563 or the allocation only screen 562 Unless changed by the user GL Feed will default to Y Transfer allocation entries can be viewed on Screen 541 A special entity security BUDGET controls this screen Screen 560 GL to GL Transfers 560 GL to GL Transfers 04 02 04 15 58 ED amp GEN INCOME TUITION FY 2004 CC 02 Screen From Acct 010100 Fiscal Year 2004 Default GL Feed Y Default Mandatory _ Fo TO GL CC GL Acct Amount Feed Mand Description End of data Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Budget Preparation User Manual Page V 5 Screen 560 GL to GL Transfers cont d Basic Steps e Advance to Screen 560 e Enter the account number to be transferred from Do NOT change the fiscal year unless you are NOT working on next year s budget Press lt ENTER gt e Enter any additional information as desired Press lt ENTER gt Field Descri ptions Required Help PF2 7 or Field Help Available Action Line From Acct Fiscal Year Default GL Feed Default Mandator
179. ral accounts Standing Order A type of purchase order used for recurring services like those provided by the telephone and electric companies Subcode Four digits appended to the account ID to identify attributes and dollar records within an account Submit The process that attached a budget version to a budget account as a budget of an account Submitted Version Version of the budget submitted for approval as the official budget of an account Subsidiary Ledger Revenue 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 Budget Preparation User Manual Page IX 18 Appendix Glossary cont d Tax ID A Social Security Number or Federal Employer Identification
180. red by their Member and the TAMUS System Department Revenue and Expense Patterns can be defined for this purpose Like the Member Pattern each budget category defined by multiple object code ranges in the department pattern must map into only one budget category at the next higher level in this case the Member Level Each budgeted account can use either a Departmental Pattern or the Member Pattern to create its new budget and track past year s budget and revenues expenditures Multiple Revenue and Expense Patterns can be defined for a department sub department for a fiscal year at the Department Level Departmental patterns like Member patterns must be associated with an ABR The goal of budget patterns is to provide a mechanism that will allow budgets to be entered at the lowest level of detail defined yet rolling up to meet the needs of both the Member and the System Additional Pattern Levels such as a College Division and or Executive Level may be added in the future Their rollup rules will be hierarchical between the Department Level and the Member Level In order to do comparative budget analysis on accounts it is important to keep the category number consistent from one fiscal year to another The departmental pattern s category number should also be the same as the Member pattern whenever possible If a category is broken out into more than one category in the new fiscal year it is recommended that the pr
181. requested parameters would be XXSETSE1 e CC campus code e SYSTEM FRS e ENTITY BUDGET e ACCESS A XXSETSE2 e CC campus code e SYSTEM FRS e ENTITY BUDGET e OLD ACCESS A e NEW ACCESS e UPDATE Y 2 The Member Security Officer would then go into security and manually give update budget entry to the limited number of individuals who need to continue to update the Budget Module 3 When it is time to turn the budget access back on the following might be requested XXSETSE3 e CC campus code e SYSTEM FRS e ENTITY BUDGET e ORIG ACCESS A e UPDATE Y Each person s BUDGET access will be restored to its original state unless manual changes were made after XXSETSE2 was run Those will NOT be restored Budget Preparation User Manual Page VII 5 Lock Unlock by Sub Department The purpose of Screen 571 is to allow sub departments to lock budget recommendations for its accounts Until the Department Member Budget Office or the System Office of Budgets and Accounting has set a higher level lock the sub department lock can be removed A sub department lock can be overridden for specific accounts by pressing the override account key PF11 If the Unlock feature is used all accounts in the sub department will be unlocked and the account override information will be deleted A special entity security LEVEL1 controls this screen Screen 571 Lock Unlock by Sub Department 571 Lock Unlock by Sub Depart
182. rest Endowments Inc Miscellaneous Miscellaneous I Miscellaneous Budget Preparation User Manual Page III 5 Budget Patterns cont d SAMPLE EXPENSE BUDGET PATTERNS Example of A Department Pattern Example of A Member Pattern System Pattern Salaries Faculty Salaries Faculty Salaries Non Faculty Unalloc Sal Teaching Salaries Non Faculty Salaries Unalloc Sal Non Fac Unalloc Sal Teaching SSS m Unalloc Sal Non Fac ii Unalloc Teach Merit Unalloc Teach Merit Unalloc Non Fac Merit TE Sal Summer Teach Longevitv Benefits Unalloc Non Fac Merit Wages a wages College Work Study Utilities Scholarships amp Grants Wages Longevity Benefits Benefits Utilities Utilities Scholarships amp Grants Scholarships amp Fellowships Travel Supplies Telecommunications Fees amp Services Maintenance amp Repairs Other 7 Maintenance O amp M Operations amp Maintenance Travel Operations amp Capital Capital Debt Service wo Budget Preparation User Manual Page III 6 System Budget Pattern Maintenance The purpose of Screen 557 is to define the TA
183. rior year activity For example if you have changed your chart of accounts in the past and have populated the previous year account numbers on Screen 584 594 this account will be indicated in the Acct column header If you have NOT populated the previous year account numbers on Screen 584 594 the account numbers listed in the column headers will be the same account SL SA you are budgeting with ONE exception For accounts flagged as SA Create Enable Y with the SA Budget Expense and Revenue Transactions both flagged as N indicating you must budget the account on Screen 599 at the base using the 00000 support account but may expense at non base support accounts based on the SA Transaction Actual flags the account number displayed in the column header will be the SL account with blanks in the support account The dollars displayed in the columns will be the sum of the SA activity for these accounts This will allow you to see the SA combined activity for budgeting purposes Budget Preparation User Manual Page VI 5 Screen 589 SL 6 Digit New Budget Entry cont d Each Member can define what will happen when a user attempts to access an account that has not had its budget pattern s set See the Pattern Default Table description in the Budget Control Tables section for more information on this topic Multiple budget versions for an account can be created saved or submitted as the official budge
184. rns simply request ROLLUP Y with reports FDAR670 or FDAR671 Screen 556 Member Budget Pattern Maintenance ROLLUP 556 Member Budget Pattern Maint 04 05 04 14 26 FY 2004 CC 02 Screen ___ R E E Pattern Name ROLLUP FY 2004 Description EXPENDITURE ROLLUP ABR 000 Sort C System Rollup TAMUSO4EXP Delete N Page 1 F Cat Low High Feed Disp Description 4 1410 8 Salaries Faculty 5 1510 5 Sal Non Faculty 6 1325 10 Grad Asst Sal _ _7 1005 20 Unall Sal Faculty _ _8 1005 30 Unall Mer Faculty 9 1005 15 Summer Teach 10 1005 25 Unall Sal Non Faculty 11 1005 35 Unall Mer Non Facultv 14 1610 40 Longevity Pay 15 1715 45 Wages 18 1800 50 Fringe Benefits 20 5010 55 Utilities 25 5910 60 Schol and Fellow Press ENTER to view more entries Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Valid Bkwd Frwd Print VRoll CPatt oops Budget Preparation User Manual Page Ill 14 Screen 556 Member Budget Pattern Maintenance cont d There are three conditions that will cause a pattern and its contents to be deleted Y is entered on the Action Line in the Delete field Copy over an existing pattern The following confirmation screen will appear as a safety feature in both instances to keep unintentional deletes from occurring PF11 Cpatt When copying over an existing Pattern or Delete Y
185. s Help 1 character Indicate the pattern level M Member D Department Help 10 characters digits Identify the particular pattern that is displayed and attached to the account Help 5 characters Identify the department to which the pattern belongs Used only by the department level Help 5 characters Include the sub department to which the pattern belongs Used only by the department level 3 digits Identifies the ABR rule that applies 1 character Indicates the account s submitted version has been locked Help 10 characters digits Identify the name of the budget version that has been submitted for the account The version can only be removed on this screen Use PF11 from Screen 589 599 to submit store the version name for an account 11 digits Indicates where the account s budget should feed when the budget is posted into FAMIS s financial accounting at the beginning of the budget fiscal year This is used only by those Members who have the need to renumber an account after the budget process has been completed Budget Preparation User Manual Page IV 8 Screen 584 SL 6 Digit Budget Account Attributes cont d NO Feed NO Budget Owner Dept SDept Exec Div Coll Mail Cd Budget Group GEB Resp Person ABR Rule Map Cd 1 character Y indicates budget is not to be fed to t
186. s N indicates revenue actuals may not be posted to the support accounts B indicates revenue actuals may be posted at either the base or the support accounts 2 digits Campus code where the account previously resided Default is the home campus 4 digits Indicate a previous fiscal year when the account had a different account number 6 digits Indicate the previous SL account number associated with the Action Line account Used only when an account existed in a previous year under a different account number 5 digits Indicate the previous support account associated with the Action Line account Used only when an account existed in a previous year under a different account number Help 1 character Enter the pattern level M Member D Department Budget Preparation User Manual Page IV 7 Screen 584 SL 6 Digit Budget Account Attributes cont d Pattern Dept SDept ABR Expense M D Pattern Dept SDept ABR Lock Flag Submit Ver Feed Acct Help 10 characters digits Indicate the particular pattern that is displayed and attached to the account Help 5 characters Identify the department to which the pattern belongs Used only by the department level Help 5 characters Identify the sub department to which the pattern belongs Used only by the department level 3 digits Identifies the ABR rule that applie
187. s multiple patterns can be established for an ABR Budget Preparation User Manual Page Il 27 Budget FAQs cont d Can a Member Pattern be changed or added after the budgets are marked with a B for Board Approved Once the Board approves the budget you can still add additional lines to the member pattern as long as the subcodes are not already included in another category of the pattern The Board version is not affected because it will zero suppress any categories with zero dollars i e new categories Any other changes or additions to an existing pattern are prohibited A new pattern can also be created to replace the old pattern on the account Before changing the pattern on an account the submitted version will have to be removed If Screen 583 is used to assign the new pattern it will automatically remove the submitted version it will display a pop up window asking if you want the submitted version removed Can I change category descriptions within a Pattern Changing the text associated with a Category is allowed even if the Pattern has been used to budget an account You need to make sure that the description appropriately describes the subcodes in the category For example changing unallocated salaries faculty faculty equivalent to merit contingency faculty faculty equivalent in the Category description is fine Remember to put an in the last column of your salary categories Changing the Salary Categories
188. s happens data entered will need to be handled on an exception basis A special entity security BUDGET controls this screen Screen 584 SL 6 Digit Budget Account Attributes 584 SL 6 Digit Budget Account Attributes 04 02 04 15 47 LABORATORY FEES FALL amp SPRING SE FY 2004 CC 02 Screen Account 101000 Fiscal Year 2004 SA Create SA Transactions Previous CC FY SL SA Enable Y Budget FA FA Account Module Budget Actual Expense N N N Revenue N N N M D Pattern Dept SDept ABR Lock Flag N Revenue M TAMUREVI 001 Submit Ver Expense Feed Acct NO Feed _ NO Budget _ Dept SDept Exec Div Coll Mail Cd Owner REV UN AD C6000 Budget Group GEB Resp Person MONORE MORRIE ABR Rule 001 Map Cd 10100 Old Acct 71474 AFR Fund Group 10 Fund Group FG Sub Fund Function 35 Sub Func Aux Cd Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Sal If a budget pattern name is changed on an account the following pop up window will be displayed Screen 584 SL 6 Digit Budget Account Attributes Pop Up Window Changing the Pattern on the SL Account will result in removing the submitted version on all Support Accounts for this SL Account Enter a N to abort this change PF4 Exit changes will be made Basic Steps e Advance to Screen 584 e Enter the account number Do NOT change the fiscal year unless you are NOT workin
189. saved and it is submitted PF11 as a recommendation it will be automatically saved and submitted Before a previously submitted version is replaced with a new version a pop up will appear verifying that the version should be submitted on top of the previous submitted version Locks When accessing an account account version that is currently locked or secured with an approval type a warning message will be displayed saying the account is locked and no further submissions will be allowed Submitted versions that have been secured with an approval type can never be modified If changes need to be made to one of these versions the account and campus must be unlocked the version must be copied to a new name changed and resubmitted and the account must then be re locked Budget Preparation User Manual Page VI 7 Screen 589 SL 6 Digit New Budget Entry cont d Summarize SA Budgets When accessing an account budgeted at the SA from the SL screen a summarization of all the support accounts submitted budgets will appear This is a very resource intensive process so a warning message is given to ensure that the user needs and wants to see the summarized numbers The response time on this type of access is expected to be less than optimal The following is the warning message given to the user This SL must be budgeted at the Support Account to view summed SA or Y Enter S for 599 A special entity security B
190. senssesesenssesessessssecesseseses l 6 Provides a list of all the menus available to use for budget preparation Version JNQUINY 7435505 ssicscssccsccsescdesesensdeceadasdccsadasacasaassenssonsvenssenseencecacecesscacdecsscosceseccdocesscccoccessyasaes VI 21 Displays all budget versions created for an account Transfer Allocation Listing ili sssannzzanenninzzankakinzaazenanazkzareeniazinaajazai anka kapaznkakonanakaaakazekesakakazgzani sadid V 20 Displavs the transfers for a particular account account control Pattern lq fo UI grat nn nn en DD So See nee e see ee eee nes ent I 28 Shows information about a specified budget pattern that has been created Budget Account INQUITY sicsisisccisisiscccsccccecececccsccccccsssasssasesasesssescecnssoconensnenseenssescsescesacteecesessessessseessessss IV 20 Shows the budget patterns that have been assigned to an account Dept Budget Pattern Maint ciccccccccscscscssssccccscscscsceccceccscacsccsacscacscacccacsssosssssscosssasssssssssssesesssssesesasesessess I 19 Defines Department Revenue and or Expense Budget Patterns Member Budget Pattern Maint cccccccccseecccecccccccccccneeennsnsenssssssssecccccccccescccsseeesssssssssssssssssseesees I 13 Used to define the Member Revenue and Expense Budget Patterns System Budget Pattern Maint ssssseennzznnnnnnznnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn IIl 8 Used to define the Member Revenue and Expense Budget Patterns te
191. sion that is submitted to the Budget Office for approval Regular Order A type of purchase order that denotes a typical order Remit To Address The address to which the check for goods and or services rendered will be sent Requisition A type of document that internally requests goods and or services to be acquired It must be authorized before being converted to a purchase order Retention Months A data element defined when creating a vendor This indicates the number of months a vendor is to be maintained on file after all outstanding items have been paid or reconciled Revenue Income or receipts Run Parameter A parameter from a control record or a program control transaction as opposed to a file maintenance transaction S 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 Budget Preparation User Manual Page IX 17 Appendix Glossary cont d Screen HELP An on line feature that assists the user with data entry by providing information on the purpose and operation of a particular screen Secondary Vendor The vendor record holding the multiple addresses that are used periodically as opposed to the primary address Session A control mechanism to track real time posting of a group of financial transactions in order to provide an audit trail SL See Subsidiary Ledger Split Encumbrance An encumbrance which applies to seve
192. sions not fit the account budget entry rules When this happens the data entered will need to be handled on an exception basis Each Member can define what will happen when a user attempts to access an account that has not had its budget pattern s set See the Pattern Default Table description in the Budget Control Tables section for more information on this topic Multiple budget versions can be created and saved for an account Any of these versions can be submitted as an official account budget Submitted versions cannot be changed when the campus is locked or if they have been secured with an approval type Budget Preparation User Manual Page VI 4 SL 6 Digit New Budget Entry The main purpose of Screen 589 is to enter and or display SL account budgets for the categories defined by the assigned expense and revenue patterns Budgets can be entered on Screen 589 only for accounts whose SA Create Enable flag N or A on Screen 6 All SL amounts for the budget can be entered and or displayed including Beginning Balance Revenue Budget SL Allocations Available Balance Expense Budget and Ending Balance The screen also displays up to four columns of dollar data This data is displayed for comparative purposes to help the owner of the account create the account s new year expense and revenue budget It should be noted that not all dollars will be shown if their subcodes have not been included in a category of the p
193. ssigned to an account e Only the category display order description or feed object code can be changed e Additional categories can be added to the pattern e New subcode ranges can be added using existing or new categories Budget Preparation User Manual Page Ill 18 Screen 552 Department Budget Pattern Maintenance cont d Any other changes or additions are prohibited To change a pattern s object code range s the saved budget version must be removed from all accounts using the pattern This must be accomplished individually on the Budget Account Attributes Screens 584 594 It is recommended that both the category and display order fields be increments by five so that room will be available to add or display new categories between already existing categories if needed In order to do comparative budget analysis on accounts it is important to keep the category number consistent from one fiscal year to another If a category is broken out into more than one category in the new fiscal year it is recommended that the prior year category number be used for one of the new split categories in the new fiscal year s pattern If a category is not being used in the new fiscal year it is recommended that the prior year s category number be included with a description indicating it is no longer used This will ensure that all amounts in the prior year s budget appear in the comparative columns Categories with no dolla
194. sually in mid August B P P shuts down the Prep Budget Database from any further updates At this time B P P generates the initial salary encumbrance feed to FAMIS accounting for the new fiscal year Any further new fiscal year updates need to be held and processed after the Prep Budget data has been loaded to the Active Budget in B P P FAMIS Budget Module Data Load to Accounting The adjusted FAMIS budget from the Budget Module is loaded to FAMIS accounting At this time the current budgets transfers and allocations will be marked with an approval type of D for Done Board Adjusted The current budgets transfers and allocations that are fed to accounting will also be marked with an approval type of F for Fed to Accounting Budget Preparation User Manual Page Il 18 Budget Preparation Quick Reference These are the FAMIS recommendations on how to proceed through your budget process Phase 1 TECH NOTE FAMIS Services runs the YU800 for the Master Campus 00 with OPTION ALLTABLES from SK713FA JOBLIB YU800 Then the same job is run about a week later for the non FAMIS campuses cc 08 09 18 58 and 59 FAMIS Services runs YU800 opens new fiscal year in FAMIS for attribute and budget preparation only This rolls tables and control records OPTION BUDGET If the Master campus s subcode tables or any other campuses subcode tables have been previously created FBYU810 must be run to updat
195. t cont d Budget Pattern F Acct ABR Typ M D Name Dept SDept ABR Account Title Responsible Person Additional Functions PF KEYS PF7 AScrn PF8 AAII 1 character Indicate the function to be performed U Update change a line of the pattern D Delete the revenue or expense patterns or both based on pop up 6 digits 3 digits Identifies the account number and ABR rule for the displayed detail line 3 characters Shows the pattern type REV and or EXP for each detail line Help 1 character Identify the pattern level assigned to the detail line account Valid values are M Member D Department 10 characters digits Identify the pattern name assigned to the detail line account 5 characters Indicate the department associated with the pattern name where the level M D equals D 5 characters Identify the sub department associated with the pattern name where the level M D equals D 3 digits Shows the ABR rule for the account 2 fields 35 characters each Identifies the name of the detail line account and the account s responsible person See the Appendix for an explanation of the standard PF Keys Assign Pattern Assign the patterns specified on the Assign Pattern lines to all the accounts displayed on the current screen Assign All Assigns the patterns specified on the Assign Pattern lines to all the accounts always 100000 999999
196. t recommendation on this screen Additionally versions will be flagged with approval types of Board Fed and Done Budget versions cannot be created on line with names beginning with the letters FEED These versions can be modified on line however GL SL reports will only show budgeted expenses and revenues in the New Budget column for SLs SAs that have SUBMITTED versions If budget versions have been saved and not submitted the dollars entered will not be shown TAMUS Members not using FAMIS as their primary accounting system will be prohibited from entering a GL in the Action Line on this screen An account Version Create option is available on line and in batch that will automatically copy account history data from a Member specified column to the new budget column and overlay its salary dollars with the B P P supplied salary dollars This feature might be used by Members whose new year budgets for a range of accounts follow a predictable pattern from a prior year s history See the Budget Control Table section for more detailed information on the Version Create table If used the account Version Create is invoked when a new version for an account is entered on Screen 589 or Screen 599 If the account number falls within the version create account range and the version name begins with a Member defined version name prefix the new budget column is populated with the appropriate colum
197. t year If not specified the Action Line Default GL Feed will be used Valid values are N no accounting entries will be automated Y fund balance transfers will be fed when the budget is fed to financial accounting D Dueto Due from transactions will be fed when the budget is fed to financial accounting 1 character 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 Action Line default value Valid values are N or blank transfer not mandatory default Y transfer is mandatory 24 characters Description that will be used on the budget transaction if and when it feeds to financial accounting at the beginning of the budget fiscal year If left blank a default description will be used See the Appendix for an explanation of the standard PF Keys Budget Preparation User Manual Page V 11 SL to SL Allocations Screen 562 is used to indicate for budget purposes the allocation of funds from an SL SA to one or more SLs SAs The account allocating the funds is entered in the Action Line The allocations must be initiated by someone having budget authority over the account in the Action Line The receiving accounts must exist in FAMIS on the same Member campus as the allocating account The person allocating the funds does not have to have access to the receiving accounts These transfers support the expenditure budget and pr
198. tern Maintenance cont d Feed Help 4 digits Identify a representative object code to which the category dollars should map when the approved budget is fed into accounting FAMIS for the next fiscal year It is required and allowed only for the description line of the category It is not permitted if Low or High are entered This is not required for Members whose primary accounting system is not FAMIS This subcode must be valid and must have an LBB code associated with in on the 806 Subcode Maintenance Screen Disp Help 2 digits Indicate the order that the category should appear when the budget is entered or displayed Not allowed if Low or High are entered It is recommended this number be in 5 digit increments Description 20 characters Enter a short description of the pattern category Both upper and lower case letters are allowed This is not allowed if low or high fields are entered Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF5 Validate Valid Validates the pattern against its rollup pattern PF9 Print Print Download data using Entire Connection PF10 View Rollup VRoll View the rollup pattern detail PF11 Copy Pattern CPatt Copies an existing ABR or Pattern from any valid campus fiscal year to the Action Line pattern PF11 COPY Pop Up BUDGET PATTERN COPY Copy From Camp
199. tern to be created or modified FY A digits Identify the fiscal year of the budget pattern Default is the current fiscal year plus one Screen Information Description 40 characters Enter the full name of the pattern being added or view modify the current description Sort Help 1 character Indicate the order of the displav S Subcode C Category F Feed Object 556 only D Display This field defaults to the value input by a user when pattern was created Budget Preparation User Manual Page IIl 9 Screen 557 System Budget Pattern Maintenance cont d Delete Page Cat Low High Disp Description Additional Functions PF KEYS PFS Valid PF9 Print 1 character Signify whether the pattern should be deleted erased Type Y to delete the pattern 2 digits Shows the page number of the display 1 character Indicate whether you wish to A Adda new line to the pattern U Update change a line of the pattern D _ Delete a line from the pattern P Position not always available 2 digits Indicate the number associated with the category ties description to subcodes etc It is recommended this number be in five digit increments This number should be consistent with prior year s category number s Help 4 digits Identifies the lower boundary of object code ranges to be included for a particular category of the pattern Not permitt
200. the Pattern must be assigned to the account prior to creating a Budget Version on Screen 589 599 e Ifthe value is a 1 a Pattern is not assigned to the account AND there is only one Pattern whose ABR matches the account s ABR rule the pattern will automatically be assigned when the user SUBMITS the Budget Version e Ifthe value is a 2 a pattern is not assigned to the account AND only one Pattern matches the account s ABR that Pattern will automatically be assigned when the version is SUBMITTED If more than one pattern exists for the account s ABR a pop up will display the available patterns The user can choose a pattern and it will be assigned to the account when the user SUBMITS the Budget Version Should the Department Pattern be created and attached to the Departmental Accounts before or after the Member Pattern is assigned in batch Patterns should be assigned to the accounts via Screen 583 AFTER the patterns have been batch assigned Departments should not have update access to Screen 584 Running the batch Member pattern assignment after the department pattern assignment would wipe out the department patterns if REPLACE Y is used as an option It is best to wait until the patterns are assigned at the Member level before making any changes overrides The departmental pattern however can be created anytime after the Member pattern has been created and reviewed Can one ABR have two or more Member Patterns Ye
201. the budget year Valid values are N no accounting entries will be automated Y fund balance transfers will be fed when the budget is fed to financial accounting D Dueto Due from transactions will be fed when the budget is fed to financial accounting 1 character 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 Valid values are N or blank transfer not mandatory default Y transfer is mandatory 1 character Indicate whether you wish to Blank No Action A Add record D Delete record P Position not always available U Update record 2 characters digits Indicate the campus receiving SL account allocation Default is the home campus 11 digits Enter the SL SA account receiving the allocation 9 digits Identify the amount being assessed to from the account Budget Preparation User Manual Page V 14 Screen 562 SL to SL Allocations cont d GL Feed Mand Description Additional Functions PF KEYS 1 character Flag indicating how the transfer will be booked and whether it will be automated when the initial feed to financial accounting is performed at the beginning of the budget year If not specified the Action Line Default GL Feed will be used Valid values are N no accounting entries will be automated Y fund balance transfers will be fed when the budg
202. the same as the GL mapped to the Action Line s SL SA e A negative SL SA allocation will be stored for the Action Line SL SA e GLfeed must be set to N When the receiving GL is different from the GL mapped to the Action Line s SL SA e AGL transfer from the Action Line s SL SA mapped GL to the receiving GL account will be stored e Anegative SL SA allocation will be stored for the Action Line SL SA e GL feed flag will determine if a fund balance or due to due from transaction will be created at budget feed time Budget Preparation User Manual Page V 17 Screen 563 SL to GL Transfers Allocations cont d Field Desc ri ptions Required Help PF2 7 or Field Help Available Action Line From Acct Fiscal Year Default GL Feed Default Mandatory Screen Information F TO cc GLAcct Amount 11 digits Enter the SL SA account allocating the money to the receiving GL account 4 digits Identify the fiscal year of the budget transfer Default is the current fiscal year plus one 1 character Flag indicating how the transfer will be booked and whether it will be automated when the initial feed to financial accounting is performed at the beginning of the budget year Valid values are N no accounting entries will be automated Y fund balance transfers will be fed when the budget is fed to financial accounting D Dueto Due from transactions will be fed w
203. to the FAMIS Budget Module Upon Member request FAMIS Production Services will run FBAU584 to copy the salary information from Prep Budget into the FAMIS Budget Module This copy will only pick up the most recent Tuesday or Thursday BPP produced file Budget Preparation User Manual Page Il 14 B P P amp FAMIS Budget Preparation Procedures cont d B P P and the Prep Budget B P P initiates the budget preparation process for the new fiscal year when they load the Active Budget database the highest iteration number of each PIN to the Prep Budget Database This load from the Active Budget is done by workstation and can be done independently of one another Most Members request that this be done before their workstations begin entering summer faculty appointments If a Member is planning to change its Chart of Accounts for the new year this should have already been communicated to both B P P and FAMIS Services Automated programs may be available to assist with this process B P P can build the initial salary recommendation file with either 1 an across the board increase mandated by the legislature or federal law or 2 no increase for years that only have merit increases This initial salary recommendation file is copied into the FAMIS Budget Module and becomes the starting point for the new fiscal year s salary budget Enter B P P New Year Pay Actions Into Prep Budget There is a timing difference between the generation
204. transfers can be seen on selected screens by indicating the appropriate approval type on the screen They can be seen on reports by specifying the approval type as OPTION6 on the report request Depending on the feed flag allocations from or to an SL will indirectly trigger a GL journal entry to be created at the time the budget is loaded into financial accounting This will occur whenever the from account GL mapped GL is different from the to account GL mapped GL Caution must be taken to avoid entering GL transfers on the transfers only screen 560 that were indirectly implied by entries made on the transfer allocation screens 561 or 563 or the allocation only screen 562 If the SA Create Enable flag is N for either the From Acct or the To Acct its support account field must be left blank 00000 will not be accepted Transfer allocation entries can be viewed on Screen 541 Budget Preparation User Manual Page V 8 Screen 561 GL to SL Transfers Allocations cont d A special entity security BUDGET controls this screen Screen 561 GL to SL Transfers Allocations 561 GL to SL Transfrs Allocs 04 02 04 16 00 ED amp GEN INCOME TUITION FY 2004 cc 02 Screen From Acct 010100 Fiscal Year 2004 Default GL Feed Y Default Mandatory _ F TO GL cc SL Acct Amount Feed Mand Description End of
205. ttern Ifa category is not being used in the new fiscal year it is recommended that the prior year s category number be included with a description indicating it is no longer used This will ensure that all amounts in the prior year s budget appear in the comparative columns Categories with no dollar activity will be zero suppressed on the budget reports 3 FAMIS Security Changes Verify employees security on ZSS Screen 4 for the fields that control 1 fiscal year access 2 entity access 3 element access 4 screen access Identify all persons needing access to the Budget Module detailing the screens and type of screen access needed Send the appropriate authorization forms to your Member s security officer Update access in the new fiscal year is needed only for persons establishing new accounts and or maintaining account flags in the new fiscal year 4 FAMIS Account ABR Changes in the New Fiscal Year ABR Rules Review the new year ABR rules to make sure that they represent the pools you will need in the new year The ABRs should correspond to the FAMIS budget patterns that will be created during budget preparation See Review FAMIS Account Attributes All changes to an account s ABR rule must be made prior to beginning the budget process 5 Establish Member Patterns Set up Member patterns Screen 556 making at least one pattern for each ABR rule with budgeted accounts that will feed to financial
206. uded in any GL ending fund balance calculations It is assumed these allocations are reflected in the expense budget for the account All budget transfers allocations will initially be marked with an approval type of C for Current Once the budget is submitted to the Board of Regents for approval the transfers allocations will also be marked with an approval type of B for Board If changes or additional transfers allocations are later made the resultant transfers allocations will be marked as Current and the transfers allocations at the time of board submission will remain behind the scenes audit trailed with an approval type of B Transfers allocations that are fed to accounting will be audit trailed with an approval type of F and transfers allocations existing when the budget module is closed for the fiscal year will be audit trailed with an approval type of D for Done The audit trailed transfers can be seen on selected screens by indicating the appropriate approval type on the screen They can be seen on reports by specifying the approval type as OPTION6 on the report request Depending on the feed flag allocations from or to an SL will indirectly trigger a GL journal entry to be created at the time the budget is loaded into financial accounting This will occur whenever the from account GL mapped GL is different from the to account GL mapped GL Ca
207. udgeting accounts that have had their account numbers changed within the past four years FAMIS Services has a program FBAU585 that will load the prior year account numbers on the budget attribute record To have this program run contact FAMIS Services You will need to provide a spreadsheet of new account number old account number and affected years Prior year accounts assigned in the previous budget year will be rolled to the new year and do not need to be reloaded Any additional prior year accounts can be set from the Budget Account Attribute Screens Screens 584 and 594 15 Assign Member Patterns to Accounts A pattern can be assigned to an account only if it has the same ABR rule as the pattern However a special pattern with an ABR 000 can be assigned to any account regardless of the account s ABR if the account s NO Feed or NO Budget flags on Screens 584 and 594 are set to Y FBAR580 Can be requested to list all accounts with or without assigned patterns les gt atc Request FBAU583 be run to assign patterns to accounts FBAU583 must be run once for each pattern created Use caution with the Replace Option Y it will overlay any previously assigned pattern Budget Preparation User Manual Page Il 13 B P P amp FAMIS Budget Preparation Procedures cont d Online Patterns can be assigned to accounts on a department by department basis by using Screen 583 or
208. ue budget must be posted to the non base support accounts N indicates revenue budget may not be posted to the support accounts B indicates revenue budget may be posted at either the base or the support accounts 1 character Y indicates expense budget must be posted to the non base support accounts N indicates expense budget may not be posted to the support accounts Il indicates expense budget may be posted at either the base or the support accounts depending on the value of the SA Budget Module Expense Transaction flag Budget Preparation User Manual Page IV 6 Screen 584 SL 6 Digit Budget Account Attributes cont d Revenue FA Actual Expense Revenue Previous Account cc FY SL SA Revenue M D 1 character Y indicates revenue budget may be posted to the non base support accounts N indicates revenue budget may not be posted to the support accounts B indicates revenue budget may be posted at either the base or the support accounts depending on the value of the SA Budget Module Revenue Transaction flag 1 character Y indicates expense actuals must be posted to the non base support accounts N indicates expense actuals may not be posted to the support accounts Il indicates expense actuals may be posted at either the base orthe support accounts 1 character Y indicates revenue actuals must be posted to the non base support account
209. us AM l ABR Rule ABR Fiscal Vear 1998 l kk OR I Level _ Pattern FY 1999 Dept l l EA Budget Preparation User Manual Page Ill 17 Department Budget Pattern Maintenance The purpose of Screen 552 is to define Department Revenue and or Expense Budget Patterns The goal of budget pattern is to provide a mechanism that will allow budgets to be entered at the lowest level of detail needed by the department which rolls up to meet the needs of both the Member and the TAMUS System Department Budget Patterns allow departments to define and budget their revenues and expenses at a more detailed level than that required by their Member and the TAMUS System Each budget category defined by multiple possibly disjoint object code ranges in the department pattern must map into only one budget category at the next higher level in this case the Member Level Only Department or Member patterns can be used to define an account s revenue or expense categories These patterns will define the categories used in creating the accounts new budgets and track past year s budget and revenues expenditures Multiple Revenue and Expense Patterns can be defined for a department sub department for a fiscal year at the Department Level A pattern can be created from scratch or copied from an existing pattern or ABR by using the PF11 COPY function Patterns can be copied from any existing ABR rule or any Department Member or Syste
210. ust follow the FA Budget Revenue rules Y indicates revenue budget must be posted to the non base support accounts N indicates revenue budget may not be posted to the support accounts B indicates revenue budget may be posted at either the base or the support accounts 1 character Y indicates expense budget must be posted to the non base support accounts N indicates expense budget may not be posted to the support accounts Il indicates expense budget may be posted at either the base or the support accounts depending on the value of the SA Budget Module Expense Transaction flag Budget Preparation User Manual Page IV 14 Screen 594 SA 11 Digit Budget Account Attributes cont d Revenue FA Actual Expense Revenue Previous Account cc FY SL SA Revenue M D 1 character Y indicates revenue budget may be posted to the non base support accounts N indicates revenue budget may not be posted to the support accounts B indicates revenue budget may be posted at either the base or the support accounts depending on the value of the SA Budget Module Revenue Transaction flag 1 character Y indicates expense actuals must be posted to the non base support accounts N indicates expense actuals may not be posted to the support accounts B indicates expense actuals may be posted at either the base or the support accounts 1 character Y indicat
211. ution must be taken to avoid entering GL transfers on the transfers only screen 560 that were indirectly implied by entries made on the transfer allocation screens 561 or 563 or the allocation only screen 562 If the SA Create Enable flag is N for either the From Acct or the To Acct its support account field must be left blank 00000 will not be accepted Transfer allocation entries can be viewed on Screen 541 Budget Preparation User Manual Page V 16 Screen 563 SL to GL Transfers Allocations cont d A special entity security BUDGET controls this screen Screen 563 SL to GL Transfers Allocations 563 SL to GL Transfrs Allocs 04 05 04 16 17 LABORATORY FEES FALL amp SPRIN FY 2004 cc 02 Screen __ From Acct 101000 00000 Fiscal Year 2004 Default GL Feed Y Default Mandatory _ Fo TO GL CC GL Acct Amount Feed Mand Description 02 011180 675000 00 Y LAB FEES End of data Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 563 e Enter the account number Do NOT change the fiscal year unless you are NOT working on next year s budget Press lt ENTER gt e Enter any additional information as desired Press lt ENTER gt GL to SL Transfer Allocation When the receiving GL is
212. verrides Enter N to abort N All overrides can be removed by typing Y and pressing lt ENTER gt If you wish to view the existing overrides before deleting them type N and press lt ENTER gt Then press lt PF11 gt from the main screen Basic Steps e Advance to Screen 576 e Do NOT change the fiscal year unless you are NOT working on next year s budget Press lt ENTER gt e Enter any additional information as desired Press lt ENTER gt Budget Preparation User Manual Page VII 14 Screen 576 Lock Unlock by Member cont d Field Descri ptions Required Help PF2 7 or Field Help Available Action Line Fiscal Year 4 digits Indicate the budget fiscal year to be locked or unlocked Default is the current fiscal year plus one Screen Information Lock Y N 1 character Identify whether or not all accounts belonging to the Action Line owner are to be locked or not The valid values are Y Lock all accounts belonging to the Action Line owner N Unlock all accounts belonging to the Action Line owner If set to N after once being set to Y all overridden accounts will be removed Lock Date 8 digits Date lock was set by the Action Line owner Locked by 8 characters digits FAMIS User Id of the person setting the lock Secure Submitted 18 characters digits Version Status of the lock and date the budget version was completed A
213. version sequence number is assigned to the affected accounts budget versions through a batch process that runs after 5 30 pm on a daily basis In Process indicates that the budget versions have not yet had their sequence numbers assigned Completed indicates that the budget versions have had their sequence numbers assigned Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF11 Ovrds Overrides Ovrds Allows for the entry and display of account overrides Entry is only allowed if Lock Y PF11 Account Override Pop Up Budget Preparation User Manual tooo n Budget Lock Overrides for Member AB Current Date 04 01 04 Time 14 32 02 Panel 01 More gt gt TU Entering F Account End Date End Time Exp Desc Level Attribute 430001 00000 03 18 2004 01 33 PM Y TESTING ACCOUNT FO SubDept ADRC Blank End of Overrides list Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Exit Left Right Reset Page VII 15 Screen 576 Lock Unlock by Member cont d l A Budget Lock Overrides for Member AB lt lt More Current Date 04 01 04 Time 14 28 44 Panel 02 F Account End Date End Time Added Dt User ID Modify Dt User ID 430001 00000 03 18 2004 01 33 PM 03 13 2004 Kxxxx2 End of Overrides list Enter PFl PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12
214. version to be saved or submitted The Version Create table must be defined in order for the batch program to be run The Column Default table should also be defined to run the batch program The response time for this screen will be slower than the normal FAMIS screens especially when the Action Line is changed or when column headers are modified This is attributable to the amount of processing that occurs when the columnar data is initially computed Informational Pop ups with an escape option are displayed when the 589 Screen is being used to sum the activity of all the SAs belonging to an SL and when the screen is being used to display the GL summary Placing a N in the Calc Col on the Action Line and pressing lt ENTER gt will speed up data entry This option allows someone to make entries from numbers provided by someone else without having to view the past year activity columns Action Line Processing To create a new version go to 599 and type the name of the new Budget Version Press lt ENTER gt The default columns will be displayed If the Action Line is changed before the current budget version changes are saved the user will be prompted to perform a save before transferring to another screen or accessing a different budget version New Year budget has changed Do you want to SAVE Budget Preparation User Manual Page VI 14 Screen 599 SA 11 Digit New Budget Entry cont d Doll
215. when the year end flag on the base SL is set to P If the SL is flagged for project accounting we automatically roll forward all SAs even if they are flagged for deletion All SAs that have activity on project accounts must be kept from year to year in order for the project year to date calculations to be correct If all of the SAs had activity in prior years you will need to go in and undelete them in the new year so that their project balances can be rolled forward at year end Budget Preparation User Manual Page Il 29 Budget FAQs cont d Q Several accounts that were budgeted after the Board B Budget was submitted were deleted Is there a way to add the accounts back so that reports will reflect the previously budgeted accounts Is there anything that keeps budgeted accounts from being deleted Prior to February 2001 it was possible to drop physically delete accounts that had been budgeted in the Budget Module The only way to add the accounts back was to get approval from the System Budgets and Accounting Office to make this change They would then request that FAMIS Services reopen the fiscal year in question so that the accounts could be added Depending on the type of account you would need to provide all the account attribute information that is needed for Screens 2 4 6 8 9 50 and or 51 Once added the year would need to be re closed by FAMIS Services Changes like this are discouraged except in extenuating
216. xplanation of the standard PF Keys Budget Preparation User Manual Page V 22 Section VI Budget Entry Budget Preparation User Manual Page VI 2 Budget Entry Function Account budgets are entered on Screen 589 SL New Budget Entry and Screen 599 SA New Budget Entry The Revenue and Expense patterns for a budget account can only be set at the SL All support accounts belonging to an SL must use the patterns assigned to the SL The Chart of Accounts setup Screen 802 determines if an account is allowed to have revenues expenses or both Therefore revenue or expense patterns can only be assigned if the Chart of Accounts allows the pattern types The value of the account s SA Transaction Budget Expense Revenue flags Screen 6 in conjunction with the SA Transaction Budget Module Expense Revenue flags Screen 584 control the support account s capability of having revenue expense or both types of budgets The value of the SL account s SA Create Enable flag Screen 6 determines whether the budget must be entered and submitted at the SL or the SA level If the flag is set to Y the budgets must be entered on Screen 599 if the flag is set to N the budgets must be entered on Screen 589 The values of the SA Transaction Budget flags control both the range of support accounts that can be used and whether expense or revenue budgets are allowed When the SA Create Enable flag is Y the SA Transaction Bud
217. y Screen Information F TO cc 6 digits Enter the GL account from which the transfer is being made 4 digits Identify the fiscal year of the budget transfer Default is the current fiscal year plus one Help 1 character Flag indicating how the transfer will be booked and whether it will be automated when the initial feed to financial accounting is performed at the beginning of the budget year Valid values are N no accounting entries will be automated Y fund balance transfers will be fed when the budget is fed to financial accounting default D Dueto Due from transactions will be fed when the budget is fed to financial accounting 1 character 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 N transfer is not mandatory default Y transfer is mandatory Help 1 character Indicate the action to be taken Values are Blank No Action A Add record D Delete record P Position not always available U Update record 2 digits Enter the campus receiving GL account transfer Default is the home campus Budget Preparation User Manual Page V 6 Screen 560 GL to GL Transfers cont d GLAcct Amount GL Feed Mand Description Additional Functions PF KEYS 10 digits Indicate the GL a

Budget Preparation User Manual - The Texas A&M University System

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

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Budget Preparation User Manual - The Texas A&M University System