Financial Records System Manual

Chapter 15 - Real Time Information Retrieval
The screens described in this section allow the user to view information without generating reports on hard copy. This facilitates immediate decision-making based on current information.
SCREENSDATA AVAILABLE
002GL CodesAttributes coded on a 6-digit General Ledger account. (Resp. Person, Dept. #, etc.)
004GL Codes
Additional Attributes		Additional attributes coded on a 6-digit General Ledger account.
005GL Codes
Contracts & Grants		Attributes coded on a 6-digit Contracts and Grants General Ledger account. (Codes unique to 53 funds)
006SL CodesAttributes coded on a 6-digit Subledger account. (Resp. Person, Dept. #, etc.)
008SL Codes Additional AttributesAdditional attributes coded on a 6-digit Subledger account.
009SL Codes Contracts & GrantsAttributes coded on a 6-digit Contracts and Grants Subledger account. (Codes unique to 53 funds
018GL FlagsFlags set on a 6-digit or 10-digit General Ledger account.(Delete Flag, Freeze Flag)
019SL FlagsFlags set on a 6-digit or 10-digit Subledger account (Delete Flag, Freeze Flag)
018,040GL BalancesBeginning balance, current month, and year-to-date amounts in each account control of a specified GL account plus prior year data
019, 041SL BalancesBudget, actual, encumbrances and budget balance available for each subcode in a specified SL account plus prior year data
020, 021, 027 & 042EncumbrancesOriginal, liquidated and current amounts on the OC (encumbrances) records for a specified account plus prior year data
022BudgetsOriginal, current, prior year and future year budgets for each subcode in a specified SL account
023Transactions by AccountReference number, date entered, description, amount, batch reference, offset account (if applicable)and designation of debit/credit/partial/final liquidation for all transactions posted to a specified account
024BatchBatch reference, batch date, description, amount, count, bank number and run date of each submitted batch and on-line session
026TransactionsAccount number, transaction code, by Batch reference, date, description, amount, D/C indicator and offset account for every transaction in a specified batch
044Valid SubcodesGlobal Subcode Edit Table
045MappingSL accounts mapped to a specified GL account
047Budget PoolsAutomatic Budget Reallocation Table
SCREEN 001FINANCIAL ACCOUNTING MAIN MENU
Screen 1
Screen 1 Pg 2
SCREEN 0026 DIGIT GL
Screen 2
This screen is used to view general attribute information for a 6-digit general ledger account number. General ledger acccounts are those that begin with zero.

  • Hit TAB or HOME to go to the SCREEN field. Type 002.
  • TAB to ACCT and type the 6-digit general account number.
  • Press the ENTER key.
  • The system displays detail about the requested GL account.
Use the HELP (F2) key for an explanation of any of these codes. Position the cursor on the first character of the code and press the F2 key. Press the enter key to exit HELP.
SCREEN 004GL ADDITIONAL ATTRIBUTES
Screen 4
This screen is used to view additional attribute information for a 6-digit general ledger account number. General ledger acccounts are those that begin with zero.
  • Hit TAB or HOME to go to the SCREENfield. Type 004.
  • TAB to ACCT and type the 6-digit general account number.
  • Press the ENTER key.
  • The system displays detail about the requested GL account.
Use the HELP (F2) key for an explanation of any of these codes. Position the cursor on the first character of the code and press the F2 key. Press the enter key to exit HELP.
SCREEN 005GL GRANT/CONTRACT ATTRIBUTES
Screen 5
  • Hit TAB or HOME to go to the SCREEN field. Type 005.
  • TAB to ACCT and type the 6-digit general account number.
  • Press the ENTER key.
  • The system displays detail about the requested GSL account.
Use the HELP (F2) key for an explanation of any of these codes. Position the cursor on the first character of the code and press the F2 key. Press the enter key to exit HELP.
SCREEN 0066 DIGIT SL
Screen 6
  • HitTAB or HOME to go to the SCREEN field. Type 006.
  • TAB to ACCT and type the 6-digit sub-ledger account number.
  • Press the ENTER key.
  • The system displays detail about the requested SL account.
Use the HELP (F2) key for an explanation of any of these codes. Position the cursor on the first character of the code and press the F2 key. Press the enter key to exit HELP.
SCREEN 008SL ADDITIONAL ATTRIBUTES
Screen 8
This screen is used to view additional attribute information for a 6-digit subsidiary ledger account number. Sub-ledger acccounts are those that begin with one through nine (not zero).
  • Hit TAB or HOME to go to the SCREEN field. Type 008.
  • TAB to ACCT and type the 6-digit sub-ledger account number.
  • Press the ENTER key.
  • The system displays detail about the requested SL account.
Use the HELP (F2) key for an explanation of any of these codes. Position the cursor on the first character of the code and press the F2 key. Press the enter key to exit HELP.
SCREEN 009SL GRANT/CONTRACT ATTRIB
Screen 9
This screen is used to view contract & grant attribute information for a 6-digit subsidiary ledger account number. Sub-ledger acccounts are those that begin with one through nine (not zero).
  • Hit TAB or HOME to go to the SCREEN field. Type 009.
  • TAB to ACCT and type the 6-digit sub-ledger account number.
  • Press the ENTER key.
  • The system displays detail about the requested SL account.
Use the HELP (F2) key for an explanation of any of these codes. Position the cursor on the first character of the code and press the F2 key. Press the enter key to exit HELP.
SCREEN 018ACCOUNT BALANCE - GL
Screen 18 Screen 18       GENERAL LEDGER ACCOUNT BALANCES
This screen is used to view balances for a 6-digit General Ledger account number (excluding subcode). General Ledger account numbers are those that begin with zero. This screen is used primarily with 21, 22, 64 or 99 fund accounts - those accounts where there is a carryover of funds from the previous year.
  • Position the cursor after SCREEN and type 018.
  • Position the cursor at the ACCT field & type the 6-digit General Ledger account #.
  • Press the ENTER key.
The system displays detail about the requested GL account.
1BEG BAL = Fiscal year beginning balance. The balance in the subcode on July 1 of the current fiscal
2CURRENT MONTH = Total of all transactions for the current month.
3YEAR TO DATE = Current balance, balance as of today.
Note: This screen is similar in appearance to the FBM092 month-end reports, but it is NOT IDENTICAL. The first column of the FBM092 reports is the beginning balance for the current month, versus the beginning balance for the fiscal year on screen 18.
SCREEN 019ACCOUNT BALANCE - SL
Screen 19 Screen 19       SUB-LEDGER ACCOUNT BALANCES
This screen is used to view balances for a 6-digit Subsidiary Ledger account number. Sub-Ledger account numbers are those that begin with one through nine, (not zero).
  • Position the cursor after SCREEN and type 019.
  • Position the cursor at the ACCT field and type the 6-digit Sub-Ledger account number.
  • Press the ENTER key. The system displays detail about the requested SL account.
1 Subtotal Option. Valid values are A1, AB or AC.
2 Print Subtotal. Valid values are Y (print subcode data and subtotals)
N (print subcode data only)
O (print subtotals only)
3 Subcode # and description. If **** appears, that is a subtotal for the listed subcodes.
4 Revised Budget for the listed subcode.
5 Total of all transactions for the Current Month for the listed subcode.
6 Total of all transactions for the life of the project(project-to-date)for the listed subcode. Note: for non 53 funds, this column reflects the fiscal-year-to-date balance.
7 Total of all encumbrances/open commitments for the listed subcode.
8 Budget Balance Available. (Revised Budget less Project-to-Date less Open Commitments)
Notes on screen 019:

  • Quick, overall view of an account
    key in SUBTOTAL OPTION=AC and PRINT SUBTOTAL=O
  • Revenue Subcodes 0001-0999
    "normal" revenue balances are reflected as a negative amount
  • Expense Subcodes 1000-9999
    "normal" expense balances are reflected as a positive amount
  • Budget Balance Available
    • This balance is the revised budget less year-to-date less open commitments.
    • For 1x and 53 funds, the budget amount reflects the amount available to spend in the account; the budget balance available reflects the available amount to spend at the current time.         Positive BBA         Negative BBA
    • For 2x, 64 or 99 funds, the budget amount is a projection of the amount of revenue that is expected to be earned, and the amount of expense expected to be spent. As the budget amount is a projected or "best guess" amount, the budget balance available should not be considered as the amount available to spend.
  • Account Total - for 53 funds:
    The account total line represents grand totals for the account. Total revised budget, total current month expenses, total project-to-date expenses, total encumbrances and budget balance available. The budget balance available (if a positive amount) reflects the amount available to spend at this moment. If the budget balance available is a negative amount, this is the amount the account is overspent. When determining the available amount to spend, take into consideration expenses that are not encumbered. These expenses include hourly & workstudy wages, phone charges, mail charges, copy center charges, non-CIS DPO’s, indirect cost on these unencumbered expenses, other miscellaneous expenses; and if the account crosses fiscal years, future fiscal year expenses. These expenses can be encumbered by the user on FRS screen 11, at the users discretion.

  • Account Total - for 1x funds:
    The account total line represents grand totals for the account. Total revised budget, total current month expenses, total year-to-date expenses, total encumbrances and budget balance available. The budget balance available (if a positive amount) reflects the amount available to spend at this moment. If the budget balance available is a negative amount, this is the amount the account is overspent. When determining the available amount to spend, take into consideration expenses that are not encumbered. These expenses include hourly & workstudy wages, phone charges, mail charges, copy center charges, non-CIS DPO’s and other miscellaneous expenses. These expenses can be encumbered by the user on FRS screen 11, at the users discretion.

  • Account Total - for 2x, 64 and 99 funds:
    The account total line represents grand totals for the account. Net total of revenue and expense revised budgets, net total of revenue and expenses for the current month, net total of revenue and expenses for the fiscal year, total encumbrances and net total of revenue and expense budget balance available.
    • SCREEN 020OPEN COMMITMENT BY 10 DIGIT ACCOUNT
    Screen 20 Screen 20       ENCUMBRANCE (OPEN COMMITMENT) INQUIRY BY 10 DIGIT ACCOUNT
    This screen is used to view encumbrances by the 10-digit account number (including subcode).
    • Position the cursor after SCREEN and type 020.
    • TAB to the: ACCT field and input the 10-digit account to view encumbrances for that account.
    • Press the ENTER key.
      All encumbrances for the 10-digit account will be displayed. Encumbrances that have a current amount of -0- will be deleted from the system at month-end.
    1Original Amount of the encumbrance
    2Amount Paid to the vendor for this encumbrance
    3Adjustments, change orders, etc processed to this encumbrance
    4Current Amount of the encumbrance
    SCREEN 021OPEN COMMITMENT BY 6 DIGIT ACCOUNT
    Screen 21 Screen 21         ENCUMBRANCE (OPEN COMMITMENT) INQUIRY BY 6 DIGIT ACCOUNT
    This screen is used to view encumbrances by the 6-digit account number (excluding subcode).
    • Position the cursor after SCREEN and type 021.
    • TAB to the: ACCT field and input the 6-digit account to view encumbrances for that account.
    • Press the ENTER key.
      All encumbrances for the 6-digit account will be displayed. Encumbrances that have a current amount of -0- will be deleted from the system at month-end.
    1Original Amount of the encumbrance
    2Amount Paid to the vendor for this encumbrance
    3Adjustments, change orders, etc processed to this encumbrance
    4Current Amount of the encumbrance
    SCREEN 023TRANSACTION INQUIRY (Current Year)
    Screen 23
    This screen is used to view a listing of transactions by 6- digit account, 10-digit account, batch ID and date, reference #1 (Document) or reference #2.
    • Position the cursor after SCREEN and type 023.
    • ACCT field - and input either the 6-digit account or the account and subcode to view transactions for that account.
    • BATCH ID and BATCH DATE fields - input the batch id and date to view transactions by batch. Batch date must be entered as MMDDYY or MM/DD/YY. See screen 24 for a listing of all valid batches. Screen 26 may also be used to view a less detailed listing of transactions by batch.
    • Press the ENTER key. The system displays detail about the requested SL account.
    • REF 1 field - input the 7-character document reference to view transactions by document.
    • REF 2 field - input the 7 character second reference ID to view transactions by the second reference. BEWARE! When searching by REF 1 or REF 2 the document will appear twice. Once by its debit account, & once by its credit account.
    • Press the ENTER key.
      All (current) transactions that meet the selection criteria will be displayed. Detail for the current month and the 2 prior months in available on screen 23.

      Notes on screen 023:

      • Account Number and subcode for the transaction.
      • Date of the transaction.
      • Reference # 1 - This is usually the document #.
      • Entry (EC) or Transaction Codes:
        • 02x    Budget Entries
        • 03x    Cash Receipts
        • 04x    Cash Disbursements/Payments
        • 05x    Encumbrances
        • 06x    Journal Entries
        • 09x    Balance Forwards (not used very often)
      • BEWARE! Your monthly reports - FBM092 - divide budget, encumbrance and revenue/expense into 3 nice columns. Screen 23 does not! Use caution when working with budget and encumbrance transactions.
      • Amount of the transaction.
      • Offset or other account number.
        All transactions have a debit and credit account number.
        If your account was debited, the offset account shown is the credit account.
        If your account was credited, the offset account shown is the debit account.
      • Reference # 2:
        Contains additional information about the transaction. Data in this field is controlled by the inputter.
    DepartmentBatchData
    Accts PayableAPC7 digit check number
    Accts PayableACP,APD6 digit voucher number
    CashnetCSNUser input from Cashnet System
    Copy CenterYCOTicket #
    FacilitiesPPLWork Order #
    Instructional ServicesYISTicket #
    PayrollPAY, PHZ, PSZEarnings Type Code
    • Batch ID and date. The department or person originating the batch. See FRS Manual Appendix D for a complete list of batch ID’s and contact information.
    • FRS operator # of who input the transaction.
    Other Notes:

    • If more than 1 of the selection fields is input, the transaction must meet both criteria's to be displayed.
      The system treats multiple selections as an "AND" function, not an "OR" function.
      Example: if 131000 were input in the ACCT field and P901000 in the REF 1 field, the transaction must meet both
      selections to be displayed. Only transactions for Purchase Order P901000 to account 131000 will be displayed.
    SCREEN 024SESSION/BATCH LISTING
    Screen 24
    This screen is used to view a listing of processed batches.
    • Hit TAB or HOME to go to the SCREEN field. Type 024.
    • TAB to BATCH field and input 1 to 6 characters, which will mark the starting point for the batches listed.
    • Press the ENTER key.
    • The system displays detail about the requested batches.
    • Enter 1 to 6 characters in the START BATCH field to move the listing to that batch.
    SCREEN 026TRANSACTION INQUIRY BY BATCH
    Screen 26
    This screen is used to view a listing of transactions by the batch reference.
    • Position the cursor after SCREEN and type 026.
    • Press the ENTER key.
    • TAB to the BATCH ID field and type in the batch reference. At the BATCH DATE field input the date of the batch. Batch date must be entered as MMDDYY or MM/DD/YY. Press the ENTER key. See screen 024 for a listing of all valid batches. Screen 023 can be used for a more detailed listing of transactions by batch.