Financial Records System Manual

Chapter 14 - Screen Navigation
GENERAL RULES FOR USING SCREENS
This section presents some general instructions which apply to all of the Financial Accounting (FA) module on-line screens. It also provides background material about the functions and formats of the screens to introduce the user to some basic concepts.
OVERVIEW
This system offers these basic types of screen functions:
  1. Update: To perform accounting functions, on-line, real time.
  2. Inquiry: To view data.
The accounting (input) functions available include:
  1. Modifying accounting attributes
  2. Processing budget data (transfers)
  3. Processing encumbrances
  4. Processing journal entries
Inquiry screens allow the user to retrieve information in a real-time mode. Real-time refers to computerized inquiry which provides data at the user's terminal for immediate review. The available information includes:
  1. Account Balances for 6 or 10 digit accounts
  2. GL account attributes
  3. SL account attributes
  4. Open Commitment records (encumbrance)
  5. Budget data
  6. Previously processed transactions
  7. Previously submitted batches
Each screen has the same skeletal composition. The first lines of information at the top of each screen displays:
  1. Diagnostic messages
  2. Current procedure, screen name, and record identification/context
  3. Action/Context Line
If a diagnostic message appears, consult the message description for appropriate actions or move the cursor to the message and press the HELP (PF2 key) function. The action/context line is the input line which allows the user to tell the system what screen is desired and what specific account is to be referenced.
Correcting Mistakes
To correct an error noticed on the current screen, move the cursor to the field in error and type over the incorrect data. All incorrect data needs to be typed over or erased.
After pressing the ENTER key, notice that the system displays the screen with the entered data. It highlights entered data which is incorrect or incomplete and issues an appropriate message.
If changes are made to any of the Action/Context line fields, then any other changes made to the screen are ignored and action is taken to obtain the next screen and/or account.
Selecting A Screen
To select a screen move the curson to the screen field and type in the requested screen number. Press the ENTER key. You can request a specific account at this time by typing the account number in the account field.
Selecting Another Screen or Account
To select another screen, type the desired screen number in the screen field of the displayed screen. Press the ENTER key. The next screen will appear.
To view another account using the same screen, enter the new account in the account field. Press the ENTER key. The same screen will appear for the entered account.
Next ID/Retention
At the bottom of most input screens is a field "NEXT ID/RETENTION". This field should be used at account create time only. Use of this field prompts the FRS to code your next account with ALL of the same codes as the previous account input. Invalid codes may, of course, be changed prior to using the ENTER key. The ENTER key must be inscribed twice before input is accepted. The retention feature is as dangerous as helpful!! One can, in a matter of a few seconds, make numerous mistakes.
FRS SYSTEM LOG-ON
In the CTSS LabC:\>TELNET AIS (return)
The password listed below is a temporary password. IT MUST BE CHANGED THE FIRST TIME YOU LOG ON TO THE SYSTEM. See HOW TO CHANGE YOUR TOP SECRET PASSWORD. Consult with the LAN Manager for your department to determine the initial FRS logon command.
Enter VMAN Or 'HELP':VMAN (return)
VMAN - LOGON
When the VMAN logon screen appears, the cursor is resting at the "USERID" prompt. Key in your 6 character userid (which begins with a "U") here. Userid is also referred to as accessor ID or ACID. After entering your userid, the cursor automatically jumps to the "PASSWORD" prompt. Key in your Top Secret password here and press the ENTER key.
If either your userid or password are typed incorrectly, a brief message describing the error appears in the upper right corner of the screen & the cursor returns to the incorrect field. Reenter the information. If you have forgotten your password or have any other problems with the VMAN logon, call 491-5491. This is the Information Systems central number. Your call will be transferred to someone who can assist you.
You have 3 attempts on the VMAN logon screen to successfully logon to the administrative computer. After 3 unsuccessful attempts to logon, your userid is suspended & you must call Information Systems at 491 5491 to have it reset. At this point you are locked out of all major applications, i.e., FRS, HRMS, ISIS & SAM, not just the system you were trying to logon to. When both userid & password have been entered correctly, the VMAN information message screen appears. This screen has general information such as your name and userid, last date and time of logon, etc. If your password is about to expire, a warning message will appear. The last line of the screen prompts you to "PLEASE PRESS ENTER TO CONTINUE". Press the ENTER key to proceed.
HOW TO CHANGE YOUR TOP SECRET PASSWORD
This is the password associated with your 6 character userid, not the 4 character FRS password.
Every 120 days your Top Secret password expires and must be changed. It may be changed as often as once per day. It should be changed if it has been compromised. To change your password, key in your userid and password. TAB to the "NEW PASSWORD" field and key in your new password, press the ENTER key. (If your old password was keyed incorrectly, you must re enter both the old password and new password, then press the ENTER key.)
A new prompt will appear, "VERIFY NEW PASSWORD". Re type your new password at this prompt and press the ENTER key.
VMAN now compares the 2 new password entries to verify that the spelling is identical. If the 2 entries do not match, the message "RE ENTER NEW PASSWORDS" will appear in the upper right corner of the screen. Retype your new password at both the "NEW PASSWORD" and "VERIFY NEW PASSWORD" prompts and press the ENTER key. This procedure can be repeated indefinitely until your new password is typed correctly.
After verification is completed, Top Secret checks the new password for conformance to password change rules. The rules for passwords are:
After verification is completed, Top Secret checks the new password for conformance to password change rules. The rules for passwords are:
  1. Must be 4 to 8 characters long.
  2. Cannot contain your userid.
  3. Cannot be a close variation of your name.
  4. Different from your last 3 passwords.
  5. Cannot be a close variation of your last password.
  6. Cannot contain repeating characters.
  7. Cannot be on the list of restricted passwords. This list contains passwords that might be commonly used and therefore easily guessed by someone trying to illegally gain access to a University system. Some examples are CSU, IBM, IDMS, months of the year, department names, FRS, SAM, ISIS, and HRMS.
If the new password is not accepted, "INVALID PASSWORD" is displayed in the upper right corner of the screen. Press the F1 key for more information on why the new password was rejected. Press ENTER or the F3 key to return to the logon screen. TAB the cursor to the "PASSWORD" prompt, reenter your current password, TAB to "NEW PASSWORD" and enter a new password and press the ENTER key. Repeat this process as often as necessary to change your password successfully.
The VMAN Informational Message Display screen now appears with the new message "PASSWORD CHANGED". Press the ENTER key to continue to the VMAN Session Status screen.
If you have not changed your Top Secret password for 120 days and attempt to logon, the message "PASSWORD EXPIRED" is displayed in the upper right corner of the screen. You must change your password as described above before the logon will be accepted. If you have not changed your Top Secret password for 180 days and attempt to logon, the message "ACCESS DENIED" is displayed and your userid is suspended. Press the F1 key to confirm that your userid is suspended. No logons will be accepted until you contact Information Systems to reset your account.
VMAN SESSION STATUS SCREEN
The VMAN Session Status screen will appear. This screen lists all applications that you are currently authorized to access and the status of these applications. Type the number of the application you wish to access at the arrow in the top left corner of the screen and press the ENTER key. Type the number again and press the ENTER key. Repeat these steps as necessary to produce the next screen.
Status
ACTIVapplication currently available
ACT/SESSuser currently logged on to this application
ENDEDuser logged out of this application earlier
FAILEDlogon failed because application is not available
INACTapplication not available
STARTINGVMAN is initiating a logon to the application
TIME OUTapplication disconnected due to 2 hours of inactivity
FINANCIAL RECORDS SYSTEM MANUAL
The FRS Manual is available on the World Wide Web: http://busfin.colostate.edu/frs_manual.aspx
To request a paper copy of the manual send an e-mail to John.Hunter@ColoState.EDU.
Enter your 4 character FRS operator number and your password. Press the ENTER key. Your FRS password may stay the same indefinitely, but should be changed if it has been compromised.
Common error on this screen. When inputting the password, users enter in an extra character(s) but are unaware of this mistake, as the password does not print on the screen. If an "INVALID PASSWORD" message appears, re enter the FRS PASSWORD and press the space bar a few times, then press the ENTER key. This spaces out the error and logs you into FRS.
To exit from this screen, TAB to the ACTION Field. Type in SO (for sign-off) and press the ENTER key twice. At the Enter Next Task Code prompt key in BYE and press ENTER.
LOG OUT OF FRS
Screen:SO (return twice for signoff)
V60 ENTER NEXT TASK CODE:BYE (return)
CA-VMAN Session Status:----> LOGOFF (return)
Enter VMAN Or 'HELP':BYE (return)
If you have a batch open, the system will force you to close your batch (screen 30) before allowing you to signoff.
ASSISTANCE
John Hunter201 Johnson Hall491-1956John.Hunter@ColoState.EDU
FRS SYSTEM INFORMATION
FUNCTION KEYS:
The keys used to navigate the screens are defined by the communications software you use. The keys listed may or may not correspond directly to your PC. Consult with the computer programmer for your department to learn the function keys applicable for your PC.
TABmove cursor to the next field
SHIFT-TABmove cursor to the next field
HOMEmove cursor to the first field on the screen
F2 KeyHELP for the field the cursor is at
= Key, ENTERClear, exit the HELP function (Also CTRL-HOME)
Arrow Keysmove cursor anywhere on the screen
INSERTInsert information within a field
DELETEDelete a character within a field
SPACEBAREnters a space
ENTERTo complete data entry for the screen
ENDErase to the END of the field
ACTION/CONTEXT LINE:
The first printed line of each screen (the line with the SCReen field) is referred to as the ACTION/CONTEXT line. The ACTION/CONTEXT line allows the user to tell the system what screen is desired or what account, vendor, Purchase Order or other field is to be referenced. If new information is keyed on the top line, ANY and ALL information keyed below that line is disregarded and is erased. This is especially critical when doing input, such as journal entries.
HELP:
The HELP function will give the user help anywhere within the FRS System. When HELP is executed (F2 KEY), information is displayed which is applicable to where you are on the screen.
If the cursor is at the SCREEN field and F2 is pressed, information about that screen is displayed.
If the cursor is on any other field on the screen and F2 is pressed, information and codes about that field are displayed.
Error or diagnostic messages are sometimes displayed when using screens. Note the DC error message number. Move the cursor with the error keys to the space above the first zero of the screen number. (On the "D" of the DC error message.) Press the F2 KEY. At the "DC Message ID" prompt, enter the number of the error message and press ENTER. A description of the error is displayed.
Press the ENTER key to page through HELP and the CLEAR key to exit HELP.