Financial Records System Manual

Chapter 16 - Real Time Data Input
The screens described in this section allow the user to enter "on-line" transactions into the system.
SCREENS
Business & Financial Services Campus Users Transaction Input
007 007 User Option Subcode
Used to input user option subcode titles.
09A 030 Open a Batch
A batch must be opened before input transactions can be entered into the system.
09A 030 Close a batch
After transaction input is completed, the batch must be closed.
09B 09B Attributes
Departments can input long and short account titles, responsible persons,addresses and the hourly encumbrance code.
09C 09D,010 Budget Transfers
Within guidelines established by the Office of Budgets and Institutional Analysis users can input budget transfers for their departmental accounts.
09E 09E Interdepartmental Service Billing
For use by authorized billing departments to input service billing entries.
09F 09F IMO's
For use by authorized billing departments to input Intramural Order (IMO) entries.
09G 014 Journal Entry
Users may input journal entries within their departmental accounts. Transactions to salary, capital outlay and indirect cost subcodes and controlled funds are prohibited.
011 011 Encumbrances
For use by departments wanting to input encumbrances for Direct Charges, Intramural Orders (IMO's) or planned expenditures.
SCREEN 007SL SUBCODE TITLE
Screen 007
This screen is used to set up user option subcode titles. Any user option subcode on any account can be set up on this screen. There are no fund or subcode range restrictions. A batch DOES NOT need to be opened (screen 30) to use this screen.
  • Position the cursor after SCREEN and type 007.
    Position the cursor after ACCT and type the 10-digit account and subcode. Press the ENTER key.
  • TAB to the DESCRIPTION field and type the subcode description.
    The description may be up to 20 characters. Press the ENTER key.
The system does not provide a printed diagnostic or audit trail of your input. Your input can be verified on screen 41. If the subcode has a balance, it can also be verified on screen 19.
Subcodes that are used University-wide (see Section 6) cannot be changed. If changed, at month-end they will be changed back to their official title. Unused subcodes (those with a zero balance for 2 complete fiscal years) are deleted in late-June of each year. User option subcodes that are set up late in the fiscal year, but not used, will be deleted.
SCREEN 09ASTART/END SESSION
Screen 09A Screen 09A/030                 OPEN/CLOSE A BATCH/SESSION
Screen 09A is used by central office personnel in Business & Financial Services.
Screen 030 is used by campus users. This screen is used when inputting dollar transactions. The user opens a batch on screen 09A or 030, inputs the dollar transactions on the applicable screen & returns to screen 09A or 030 to close the batch.
  1. Position the cursor after SCREEN and type 09A or 030. Press the ENTER key. Positions 2-4 of your USERID will appear in the SESSION REFERENCE field.
  2. TAB to the SESSION REFERENCE field, after the 3 alpha characters, & enter 3 numbers.
  3. Optional - TAB to the SESSION DATE field and type the date as MMDDYY. If the date field is left blank, the system will input today's date.
  4. TAB to the SESSION STATUS field and type the letter O to indicate a session is being opened.
  5. TAB to the DESCRIPTION field & type up to 15 characters to describe the type of data being input. Enter in your dept name & your last name - abbreviating as necessary. Press the ENTER key.
Closing a batch:
  1. If you need a copy of your input, go to screen 026 before closing the batch & press the PRINT SCREEN key. After all transactions have been input, type 09A or 030 in the SCREEN field and press the ENTER key to return to screen 09A or 030.
  2. TAB to the SESSION STATUS field, type the letter C to indicate the session is being closed. Press the ENTER key. The message "BATCH CLOSED OK" will appear at the top of the screen.
A printed diagnostic/audit trail will be mailed to you by Business & Financial Services within a few days of input. Per FINANCIAL POLICY & PROCEDURE INSTRUCTIONS – FPI J-7
"Documentation for all entries entered through the FRS system is to be maintained by the department originating the entries for a period of 5 years following entry of the data."
SCREEN 09B6-DIGIT GL/SL - DEPT. ACCOUNT ATTRIBUTES
Screen 09b
This screen is used to change the short & long title, responsible person, address & encumber hourly code on an account. Both General & Sub-ledger accounts can be accessed on this screen.

RESTRICTIONS: Attributes for accounts in funds 53, 64. 65 & 88 must be changed by the Office of Sponsored Programs. This is to ensure that the Grant Proposal System is in agreement with FRS. Sponsored Programs periodically updates FRS with these codes. Departmental input will be overwritten by Sponosred Programs input at that time.

A batch DOES NOT need to be opened (screen 30) to use this screen.
  1. Position the cursor after SCREEN and type 09B.
    Position the cursor after ACCT and type the 6-digit account number. Press the ENTER key.
  2. TAB to the field(s) that should be modified and type the new information. Press the ENTER key.
    ACCOUNT TITLE, RESPONSIBLE PERSON and ADDRESS are 20 character fields. LONG DESCRIPTION is 80 characters long. ENCUMBER HOURLY is a Y/N field.
The system does not provide a printed diagnostic or audit trail of your input.
SCREEN 09CBUDGETS
screen 9c
Screen 09C is used by the Office of Budget & Institutional Analysis and other authorized users to input original budgets and to input budget revisions. A batch MUST be opened (screen 030) prior to using these screens.

  1. Position the cursor after screen and type 09C. Press the ENTER key.
  2. Position the cursor at ACCOUNT and type the 10 character account number to be debited.
  3. Position the cursor at DIGIT 3 OF TC & type any numeral 0-2,6,8,9 to designate the type of budget entry.
  4. Optional, Position the cursor at BUDGET REF NO and type up to 7 alphanumeric characters.
  5. Optional, Position the cursor at DATE and type the date as MMDD. The date will default to today’s date if left blank.
  6. Position the cursor at DESCRIPTION and type up to 20 characters.
  7. Position the cursor at AMOUNT and type in a dollar amount.
  8. Position the cursor at DEBIT or CREDIT and input D or C. This field is required for original budgets.
  9. Optional, Position the cursor at <REF NO 2 and input up to 7 alphanumeric characters.
  10. Optional, Position the cursor at CREDIT ACCT NUMBER & type the 10 digit acct # to be credited.
SCREEN 09D or 010BUDGETS
screen 9c Screen 09D or 010                 Budget Input (BCR)

Screen 09D is used by fund managers or Dean's Office personnel, who have responsibility for more than one department. Screen 010 is used by campus personnel who have responsibility for one department. A batch MUST be opened (screen 030) prior to using these screens.
RESTRICTIONS:09D010
Funds 15, 53, 64, 65, 88not allowednot allowed
Entries between fundsnot allowednot allowed
Entries between deptsallowednot allowed
- The budget pool you are crediting must have positive budget balance.
In order for the budget transaction to be accepted by the system, it may be necessary to move expense and/or encumbrances from the account first.
- If crediting a 136xxx\166xxx acct (Cost Share), you cannot debit 137xxx\167xxx or 138xxx\168xxx accts.
- If crediting a 137xxx\167xxx acct (RSP), or a 138xxx\168xxx (Faculty Research Grant), you must debit an acct within the range 136000-138999 or 166000-168999.
  1. Position the cursor after SCREEN and type 09D or 010.
    Press the ENTER key.
  2. TAB to the ACCOUNT field and input the 10 digit account to be debited (increase the budget).
    DON'T FORGET THE SUBCODE! Press the ENTER key.
    The subcode should be one of the valid budget pools as listed below.
  3. Optional - TAB to the BUDGET REF NO field and type up to 7 alpha-numeric characters.
  4. Optional - TAB to the DATE field and type the date as MMDD.
    If left blank, the system will input today's date.
  5. TAB to the DESCRIPTION field and type up to 20 characters to describe the type of entry being input.
  6. TAB to the AMOUNT field and type in the dollar amount.
    The amount should be input the AMOUNT as whole dollars, DO NOT use pennies.
  7. Optional -TAB to the REF NO 2 field and type up to 7 alpha-numeric characters to further describe the transaction.
  8. TAB to the CREDIT ACCOUNT field and input the 10 digit account to be credited (decrease the budget).
    DON'T FORGET THE SUBCODE! Press the ENTER key.
    The subcode should be one of the valid budget pools as listed below.
If the system accepts the transaction, the amount field will be erased, all other fields will remain on the screen. The TRANSACTIONS PROCESSED and AMOUNT PROCESSED fields will be update. When inputting subsequent entries any correct data that is displayed on the screen does not need to be rekeyed. Only data that is changing needs to be keyed.
Valid Budget Pools
1800         Cost of Sales2550         1st Yr Temp Supp Staff Salaries
2000         Faculty Salaries2560         Other Temp Supp Staff Salaries
2100         Admin Professional Salaries2590         2nd Yr Temp Supp Staff Salaries
2200         Federal Faculty Salaries2600         Student Hourly Salaries
2250         Federal Admin Pro Salaries2650         Workstudy Salaries
2300         GRA Salaries2700         Miscellaneous Salaries
2320         GSA Salaries3000         Travel
2340         GTA Salaries3400         Other Operating (Supplies)
2360         GVR Salaries4000         Other Direct (Services)
2400         State Classified Salaries7800         Utilities
2500         1st Yr Temp Faculty Salaries8000         Capital Outlay/Equipment
2540         1st Yr Temp Admin Pro Salaries
SCREEN 09EINTERDEPARTMENTAL SERVICE BILLING
Screen 9e Screen 09E                Interdepartmental Service Billing

Screen 09E is used to input service billing entries.
  1. Position the cursor after SCREEN and type 09E. Press the ENTER key.
  2. TAB to the ACCOUNT field and input the 10 digit account to be debited.
  3. Mandatory - TAB to the REF NO field and type the 7 character document reference.
  4. Optional - TAB to the DATE field and type the date as MMDD. If left blank, the system will input today's date.
  5. TAB to the DESCRIPTION field and type up to 20 characters to describe the type of entry being input. Do not use descriptions like correct error, correction, move balance, etc. Use the vendors name, or the description of the entry as it originally appeared on the FBM090/91 month-end reports.
  6. TAB to the AMOUNT field and type in the dollar amount.
  7. Optional - TAB to the REF NO 2 field and type up to 7 alpha-numeric characters to further describe the transaction.
  8. TAB to the CREDIT ACCOUNT field and input the 10 digit account to be credited.
    Press the ENTER key.
If the system accepts the transaction, the amount field will be erased, all other fields will remain on the screen. The TRANSACTIONS PROCESSED and AMOUNT PROCESSED fields will be update. When inputting subsequent entries any correct data that is displayed on the screen does not need to be rekeyed. Only data that is changing needs to be keyed.
SCREEN 09FIMO SCREEN
Screen 9f Screen 09F                IMO Screen

Screen 09F is used to input IMO transactions.

A batch MUST be opened (screen 030) prior to using these screens.
  1. Position the cursor after SCREEN and type 09F.
    Press the ENTER key.
  2. TAB to the ACCOUNT field and input the 10 digit account to be debited.
  3. Mandatory - TAB to the REF NOfield and type the 7 character document reference.
  4. Optional - TAB to the DATE field and type the date as MMDD. If left blank, the system will input today's date.
  5. TAB to the DESCRIPTION field and type up to 20 characters to describe the type of entry being input. Do not use descriptions like correct error, correction, move balance, etc. Use the vendors name, or the description of the entry as it originally appeared on the FBM090/91 month-end reports.
  6. TAB to the AMOUNT field and type in the dollar amount.
  7. Optional - TAB to the REF NO 2 field and type up to 7 alpha-numeric characters to further describe the transaction.
  8. TAB to the CREDIT ACCOUNT field and input the 10 digit account to be credited.
    Press the ENTER key.
If the system accepts the transaction, the amount field will be erased, all other fields will remain on the screen. The TRANSACTIONS PROCESSED and AMOUNT PROCESSED fields will be update. When inputting subsequent entries any correct data that is displayed on the screen does not need to be rekeyed. Only data that is changing needs to be keyed.
SCREEN 09GACCOUNTING JE SCREEN
Screen 9f Screen 09G               Journal Entry Input

Screen 09G is used by Business and Financial Services and other authorized users to input journal entry corrections.
  1. Position the cursor after SCREEN and type 09G.
    Press the ENTER key.
  2. TAB to the ACCOUNT field and input the 10 digit account to be debited.
  3. TAB to the DIGIT 3 OF TC field and input any numeral 0-9, to designate the type of journal entry correction.
  4. Mandatory - TAB to the REF NO field and type the 7 character document reference.
  5. Optional - TAB to the DATE field and type the date as MMDD. If left blank, the system will input today's date.
  6. TAB to the DESCRIPTION field and type up to 20 characters to describe the type of entry being input. Do not use descriptions like correct error, correction, move balance, etc. Use the vendors name, or the description of the entry as it originally appeared on the FBM090/91 month-end reports.
  7. TAB to the AMOUNT field and type in the dollar amount.
  8. Optional - TAB to the REF NO 2 field and type up to 7 alpha-numeric characters to further describe the transaction.
  9. TAB to the CREDIT ACCOUNT field and input the 10 digit account to be credited.
    Press the ENTER key. If the system accepts the transaction, the amount field will be erased, all other fields will remain on the screen. The TRANSACTIONS PROCESSED and AMOUNT PROCESSED fields will be update. When inputting subsequent entries any correct data that is displayed on the screen does not need to be rekeyed. Only data that is changing needs to be keyed.
SCREEN 011ENCUMBRANCES
Screen 11 Screen 11               Encumbrance Transaction Input

Screen 11 is used to input encumbrance transactions. A batch MUST be opened (screen 30) prior to using this screen. There are no fund or subcode range restrictions. Authorization for Expenditures and IMO’s entered via CIS, Purchase Orders and Salary Payroll are the only expenses that are centrally encumbered in FRS. Phone, Mail, Copy Center, Travel, and Hourly Payroll are not encumbered in FRS. Departments have the option to encumber these expenses.
  1. Position the cursor after SCREEN and type 011.
    Press the ENTER key.
  2. TAB to the ACCOUNT field and input the 10 digit account to be encumbered.
  3. TAB to the DIGIT 3 OF TC field and input
      0 Regular Encumbrance
      1 or 2 Encumbrance Adjustment
      5 Encumbrance Overlay
  4. TAB to the P.O. NO field and type the 7 character document reference.
  5. Optional - TAB to the DATE field and type the date as MMDD. If left blank, the system will input today's date.
  6. TAB to the DESCRIPTION field and type up to 20 characters to describe the type of entry being input. (Vendor Name for PO's and DPO's).
  7. TAB to the AMOUNT field and type in the dollar amount. To delete an encumbrance in full, enter 0 in the AMOUNT field and C in the DEBIT OR CREDIT field.
  8. TAB to the DEBIT OR CREDIT field and type a D for debit (increase) or a C for credit (decrease). If left blank, the system assumes you are inputting a debit.
  9. Optional - TAB to the REF NO 2 field and type up to 7 alpha-numeric characters to further describe the transaction.

If the system accepts the transaction, the amount field will be erased, all other fields will remain on the screen. The TRANSACTIONS PROCESSED and AMOUNT PROCESSED fields will be update.
SCREEN 014JOURNAL ENTRIES
Screen 14
Screen 14 is used by to input journal entry corrections. A batch MUST be opened (screen 30) prior to using these screens.

RESTRICTIONS:
Funds 12/32, 18, 53, 64, 65, 7x, 88not allowed(Use CIS System)
2xxx Salary subcodesnot allowed(corrected in HRS System)
4820-4839 Official Functions subcodesnot allowed(Use CIS System)
8xxx Equipment subcodesnot allowed(Use CIS System)
9xxx Indirect Cost subcodesnot allowed(Use CIS System)
Entries between fundsallowed
Entries between deptsallowed
  1. Position the cursor after SCREEN and type 014.
    Press the ENTER key.
  2. TAB to the ACCOUNT field and input the 10 digit account to be debited.
  3. Mandatory - TAB to the REF NO field and type the 7 character document reference.
  4. Optional - TAB to the DATE field and type the date as MMDD. If left blank, the system will input today's date.
  5. TAB to the DESCRIPTION field and type up to 20 characters to describe the type of entry being input. Do not use descriptions like correct error, correction, move balance, etc. Use the vendors name, or the description of the entry as it originally appeared on the FBMO90/91 month-end reports.
  6. TAB to the AMOUNT field and type in the dollar amount.
  7. Optional - TAB to the REF NO 2 field and type up to 7 alpha-numeric characters to further describe the transaction.
  8. TAB to the CREDIT ACCOUNT field and input the 10 digit account to be credited. Press the ENTER key.
If the system accepts the transaction, the amount field will be erased, all other fields will remain on the screen. The TRANSACTIONS PROCESSED and AMOUNT PROCESSED fields will be update. When inputting subsequent entries any correct data that is displayed on the screen does not need to be rekeyed. Only data that is changing needs to be keyed.