FRS Budget Screens November 2003 Northeastern University Budget Office 247 RI 360 Huntington Avenue Boston, MA 02115 Phone (617) 373-2597 Fax (617) 373-8652
TABLE OF CONTENTS INTRODUCTION 3 Types of Screens Documented 3 Help Functions 4 Logging-On and Off 4 Sample Menu Screens (001, BD1, BD2) 5 INQUIRY SCREENS 7 019 SL Account Summary 7 020 SL Object Code with Encumbrance 7 021 Open Commitments by Account 8 023 Transactions by Account 8 026 Open Commitments by Reference 9 029 List SL Actual Data 9 881 Set Fiscal Year and Campus Code 10 042 PO Browse by 10-Digit Account Number 11 030 Open/Close a Batch 11 PO INQUIRY SCREENS 13 240-Header Create/Modify 13 249- PO Invoice Line Inquiry 13 284-PO Summary 14 BUDGET TRANSFERS 15 Doing an On-line Budget Transfer 15 Looking at the Entry & Fixing Errors 17 APPENDIX SAMPLE FORMS 19 Transaction Code Listing 21 Cheat Sheet 22 Internal Consulting Dept. Page 2 1/11/2007
Introduction Types of Screens Documented This document explains how to use the FRS screens you will be able to access for Budget procedures. Specifically, these types of screens are documented: Menu Screens Menus provide a list of the screens related to a particular function. For example, the main menu screen is 001; it lists all screens available in the financial accounting module of FRS. The main Student Activities Business Office menu is SA1. Inquiry Screens These screens are used to display information about a particular transaction or account. Update Screens These screens are used to add or update information on the FRS database. Combination Inquiry and Update Screens Some screens may be accessed for both inquiry and update purposes. Here is a sample screen: Context line Diagnostic Message Line Current Screen Action Context Line Body of the Screen I-FZ782 MORE RECORDS; PRESS ENTER TO CONTINUE 022 SL Budget Summary SABO Test Account Fiscal Year: 04 Screen: Acct: 888888 Department: 30000 Resp Person: SABO Map Code: 80000 Flags: Del Frz Rvw Drp Sup ABR 0 0 0 0 1 5 Obj Description Orig Bud Revd Bud Last Yr Next Yr ---- ---------------- ----------- -------------- ------------- -------------- 1010 Salary-Faculty 0 50,000 0 0 1014 Sal-Fac Ex Comp 0 33,300 20,141 0 1017 Sal-Fac X Comp A 10,000 11,000 6,666 0 1040 Salary-PT Facult 399,705 385,032 488,022 0 1050 Salary-Teaching 388,404 93,179 41,933 0 1130 Salary-Profession 876,675 823,596 534,469 0 SALARIES FACULTY 64,784 1,396,107 1,091,231 0 1310 Salary-Off/Cleri 377,206 381,843 367,891 0 1320 Salary-Agency He 0 9,948 11,018 0 Internal Consulting Dept. Page 3 1/11/2007
Help Functions The FRS system displays warning, information, and reject messages to advise you when an action is not permitted or when, for example, a transaction couldn t be processed. If you do not understand the message on the screen, tab to the message, press F2 for further information, and press F4 to return to the previously displayed screen. If you do not know what a particular field is used for, position the cursor on the field, press F2 for further information, and press F4 to return to the previously-displayed screen. The same is true for all other FRS screens. To find out more about what a screen is used for, position the cursor on the Screen field and press F2. Logging-On and Off To log-on to FRS you must have a user name and password. You must open the administrative mainframe, which can be accessed from windows. Having opened the administrative mainframe enter user name, tab, enter password then hit the enter key. A selection of screens will be displayed and at the bottom of the screen there is a line marked Selection: enter the number 8 (I/A Financial). If you will be processing on-line transfers you will need to open a batch. Instructions to open a batch are enclosed. To log off FRS hold down the CTRL Key and hit the number 2. This will return you to the Screen Selection menu, enter the number 1 on the line marked selection. If you have opened a batch be sure that you have closed it before logging off the FRS system. Internal Consulting Dept. Page 4 1/11/2007
Sample Menu Screens (001, BD1, BD2) Screen 001 shows a list of available FRS menus and can be accessed by typing 001 in the field marked Screen. There are two budget menus used for FRS budgetary transactions - BD1 for updates and BD2 for inquiries. 001 Menu FRS Version 3.00 Screen: Fiscal Year: 04 Northeastern University Financial Records System API Accounts Payable Menu BDI Budgeting Menu BD2 Budget Inquiry Menu NUI Accounting Menu NU2 Accounts Payable/Accounting Menu NU3 Accounting Inquiry & Maintenance NU4 Financial Records System Main Menu NU5 Financial Records System Main Menu PUI Purchasing Review Menu PU2 Requisition Create Menu PU3 Executive Approval Menu PU4 Purchasing Department Menu PU5 Purchasing Payables Menu SAI SABO Menu SRI Research Menu To view the menu to find transaction processing screens, type BD1 in the field marked Screen this will display the following information: BD1 Frs Budget Menu Frs Release Version 3.00 Screen: Acct: Budget Transaction Processing Menu *030 Start/End Batch Session (required for processing) *N10 Budget-Create/Revise/Transfer F11 Encumbrance-Create/Revise/Delete F14 Journal Entries F25 Compound Journal Entries ------------------------------------------------------- BD2 Budget Inquiry Screens Menu 027 Session Inquiry *Special Note: Screen 30 is used to open a batch in order to process purchase orders and budget transfers. N10 is used by the Budget Office to process budget transfers while screen F10 should be substituted for budget administrators. This is not listed as an option on the menu. Screens 030 and F10 used for budget administrators other screens as they will not be accessible to you. Internal Consulting Dept. Page 5 1/11/2007
BD2 is a menu screen, which displays all screens that can be utilized to look at your budget. Type BD2 beside the Screen field and press Enter. The following screen displays showing individual inquiry and update screens: BD2 FRS Budget Menu FRS Release Version 3.00 Screen: Acct: BD1 Budget Transaction Processing Menu BD2 Budget Inquiry Screens Menu F06 6 Digit SL F08 6 Digit SL Attributes 019 Budget Balance (account id by object code) 020 Encumbrance Browse (10 digit account id) 021 Encumbrance Browse (6 digit account id) 022 Budget Summary (Original/Current/Prior/Future) 023 Transaction Detail Inquiry YTD 026 Purchase Order Browse 041 S/L Account Summary (10 digit account) 042 PO Browse (10 digit account id) 013 Detail Vouchers by Vendor Number 015 Unpaid Voucher Detail by Vendor Number 018 Duplicate Invoice File 140 Detail by Voucher Number The most commonly used screens are: Screen 19 - An overall account summary Screen 23 - Show transactional details Screen 21 - An overview all current purchase orders encumbered against the account Screen 29 - Current year account summary (screen not listed on menu) Internal Consulting Dept. Page 6 1/11/2007
Inquiry Screens 019 SL Account Summary Purpose: To provide information for the overall budget of a specified six- or ten-digit Subsidiary Ledger (SL) account. To display account information, type 019 beside the Screen field of any FRS screen and press Enter. On the resultant screen, type the sixor ten-digit account number and press Enter. 019 SL Account Summary SABO TEST ACCOUNT Fiscal Year: 04 Screen: Acct: 8010003400 Department: Resp Person: SMITH, JAMES Map Code: 80001 Flags: Del Frz Rvw Drp Sup ABR 0 0 0 0 0 5 Obj Description Budget Actual Encumb Avail ---- --------------- ------------ -------------- -------------- ------------- 1400 OT & Part time P 100 0.00 0.00 100.00 SALARIES PART TIME 100 0.00 0.00 100.00 TOTAL SALARIES 100 0.00 0.00 100.00 SALARIES & BENEFITS 100 0.00 0.00 100.00 3000 Capital Equip. P 100 0.00 0.00 100.00 EQUIPMENT 100 0.00 0.00 100.00 020 SL Object Code with Encumbrance Purpose: To list open commitment record activity for a specific ten-digit subsidiary ledger account. 020 SL Object Code with Encumbrance SABO TEST ACCOUNT Fiscal Year: 04 Screen: Acct: 8010003051 Department: Resp Person: SMITH, JAMES Flags: Del Frz Rvw Drp Sup ABR 0 0 0 0 0 5 Obj Description Budget Actual Encumb Avail 3051 Postage 17 5.00 12.00 0.00 PO Ref Tran Dt Original Liquidated Adjustments Current Vendor No. Lst Actv Description ----------------------------------------------------------------------------- S123456 06/23 22.00 10.00 0.00 12.00 06/23 DESCRIPTION Account Total 22.00 10.00 0.00 12.00 Internal Consulting Dept. Page 7 1/11/2007
021 Open Commitments by Account Purpose: To list all open commitments for a six-digit subsidiary ledger account. Enter the account number in the Acct field and all open commitments (PO s and req s) in the current fiscal year will be displayed in order by object. 021 Open Commitments by Account SABO TEST ACCOUNT Fiscal Year: 04 Screen: Acct: 801000 Department: Resp Person: SMITH, JAMES Flags: Del Frz Rvw Drp Sup ABR 0 0 0 0 0 5 Obj PO Ref Tran Dt Original Liquidated Adjustments Current Vendor No. Lst Actv Description ------------------------------------------------------------------------------ 3051 S123456 06/23 22.00 10.00 0.00 12.00 06/23 DESCRIPTION Account Total 22.00 10.00 0.00 12.00 023 Transactions by Account Purpose: To display detailed information about individual object codes or pools within a particular a six- or ten-digit account. To display transaction detail, type 023 beside the Screen field of any FRS screen and press Enter. On the resultant screen, type the six or ten-digit account number and press Enter. If you enter only the 6 digit account number you will see all of the transactions for the account in object code order. 023 Transactions by Account SABO TEST ACCOUNT Fiscal Year: 04 Screen: Acct: 801000 Sub TC Ref 1 Date Description Amount I Batch Offset Acct ---- --- ------- ----- -------------------- ------------- - ------ ------------ 1400 020 REF 1 06/23 BUD CREATE 100.00 D JDW022 3000 020 REF 1 06/23 BUD CREATE 100.00 D JDW022 3020 020 REF 1 06/23 BUD CREATE 100.00 D JDW022 3040 020 REF 1 06/23 BUD CREATE 100.00 D JDW022 3049 020 REF 1 06/23 BUD CREATE 100.00 D JDW022 3051 068 S123456 06/23 BOSTON HOUSE OF PIZ 10.00 JDW001 0-80001-2100 3051 059 S123456 06/23 DESCRIPTION 22.00 JDW022 3051 060 PO # 06/23 SABO JE 5.00- JDW022 8-01000-3052 Internal Consulting Dept. Page 8 1/11/2007
026 Open Commitments by Reference Purpose: To view the status of an open commitment (PO), type the PO number in the reference field on the action context line. Type a 'Y' in the Totals Only line to display a one-line summary of the encumbrance. 026 Open Commitments by Reference Fiscal Year: 04 Screen: Acct: 801000 Reference No.: S123456 Totals Only: _ Acct No. Dt Estb Original Liquidated Adjustments Current Vendor No. Lst Actv Description ------------------------------------------------------------------------------ 8010003051 06/23 22.00 10.00.00 12.00 06/23 DESCRIPTION 8040053051 06/15 13.00 10.00.00 3.00 06/15 TEST PO Reference Total 35.00 20.00.00 15.00 029 List SL Actual Data Purpose: To display the current month s activity, YTD actual figures, PTD (period to date) actual, and balance available figures for subsidiary ledger accounts. This screen works best when viewing non-lapsing accounts (accounts that begin with a 3, 4, 5 or 6). Type on the 6-digit account number in the Acct: field to display account information. I-FZ782 MORE RECORDS; PRESS ENTER TO CONTINUE 029 List SL Actual Data SABO TEST ACCOUNT Fiscal Year: 04 Screen: Acct: 8010003400 Department: Resp Person: SMITH, JAMES Map Code: 80001 Flags: Del Frz Rvw Drp Sup ABR 0 0 0 0 0 5 Obj Description Cur Mon Act YTD Actual PTD Actual Balance Avail ---- --------------- ----------- -------------- -------------- -------------- 1400 OT & Part time 0.00 0.00 100.00 SALARIES PART TIME 0.00 0.00 100.00 TOTAL SALARIES 0.00 0.00 100.00 SALARIES & BENEFITS 0.00 0.00 100.00 3000 Capital Equip. 0.00 0.00 100.00 EQUIPMENT 0.00 0.00 100.00 3020 Travel Pool 0.00 0.00 100.00 TRAVEL 0.00 0.00 100.00 Internal Consulting Dept. Page 9 1/11/2007
881 Set Fiscal Year and Campus Code Purpose: To allow you to set the Fiscal Year (FY) and Campus Code (CC) indicators. FRS will allow users to go back and view account detail one fiscal year prior. All viewing screens that are available in the current fiscal year will be available in the previous fiscal year. 881 Set Fiscal Year and Campus Code Screen: Acct: Fiscal Year: 04 YEAR SELECTED IS CURRENT Campus Code: Use this screen to change the Fiscal Year by expressing the previous year as a twodigit number by typing over the current fiscal year. In the field immediately following it will read, Year selected is not active this means that you have successfully changed the fiscal year. The campus code is not necessary to enter. These codes will be implicitly attached to all accounts and dollar records accessed by the attribute maintenance screens and the inquiry screens. 881 Set Fiscal Year and Campus Code Screen: Acct: Fiscal Year: 03 YEAR SELECTED IS NOT ACTIVE Campus Code: Internal Consulting Dept. Page 10 1/11/2007
042 PO Browse by 10-Digit Account Number Purpose: To view detailed information for a specific purchase order (open commitment). You must know the both the 10 digit account number (account and object code) and PO number in order to use this screen. Type 042 in the screen field, the 10- digit account number in the Acct field and the PO number in Reference Number. If you have only the 6 digit account number go to screen 021 to find the object code and reference number. 042 Open Commitment Snapshot Screen: Acct: 2210904325 Fiscal Year: 04 Reference Number: P401360 Description: POLAND SPRING WATER Reference Indicator: E Drop Flag: 0 System Drop Flag: 0 Original Amount: 200.00 Liquidated Amount: 105.00 Current Balance: 95.00 Original Trans Date: 07-21 Original Trans Code: 050 Vendor Number: V0000145060 Date Created: 07-21-04 Date Last Activity: 09-21-04 030 Open/Close a Batch PURPOSE: Opening a batch is necessary before budget transfers and purchase orders can be processed on-line NOTES: Screen 030 tracks the number and amount of the transactions that you have processed in a particular batch. Using one batch to process only similar transactions is not required, however it makes it easier to track the transactions. To Open a Batch Step 1. Go to screen 30. Step 2. In the field marked session reference Three character initials (First, Middle, Last) plus three-digit number. In the field marked Session Date DO NOT enter anything the system will automatically default to the current date. Step 3. Tab to Session Status and Type 'o' to open a batch or 'c' to close batch. Step 4. In the field marked DESCRIPTION enter free form text field used to describe the type of transactions you are processing Internal Consulting Dept. Page 11 1/11/2007
Step 5. Having entered this information hit the enter key. You will have a successfully opened batch. Note: These are the ONLY fields you will need to enter. The other fields are either N/A or the system will automatically enter them. To Close a Batch Step 1. Go to screen 30 Step 2. Tab to the field marked Session Status and type in the letter c this will close the session. Screen Illustration Here is an example of a successfully opened batch: 030 Open/Close FA Session Screen: Acct: Session Reference: JED013 Session Date: 10222003 Session Status: O Description: BUDGET ENTRIES Bank Number: 30 Special Processing: Fiscal Year: 04 YEAR SELECTED IS PREVIOUS Campus Code: Trans Processed: 0 Amount Processed: 0.00 Here is an example of a successfully closed batch: 030 Open/Close FA Session Screen: Acct: Session Reference: Session Date: Session Status: _ Description: Bank Number: Special Processing: Fiscal Year: 04 YEAR SELECTED IS CURRENT Campus Code: Trans Processed: Amount Processed: Internal Consulting Dept. Page 12 1/11/2007
PO Inquiry Screens 240-Header Create/Modify Purpose: To view Purchase Order summary information. This screen will tell you if the purchase order (PO) has been processed for payment. Type the PO number in the PO field and in the field marked Inv type a zero ( 0 ) this will display summarized invoice information. If the field marked Invoiced has a dollar amount filled in, then that is the amount that has been invoiced or prepared for processing against that PO. Should the field be blank then payment has not been processed. 240 PO Invoice Header Create/Modify OCEAN OPTICS, INC. PO BOX XXXX Screen: Vend: V0000870350 PO: P411111 Inv: 0 Line: PO Date: 07-01-03 Type: CO Pay Terms: N 35 Ref No.: X041111 Req/Phone: EN5 EN5 Currency: Start Dt: 00-00-00 End Dt: 00-00-00 FOB/Rte: VN... Remit-to Address. Correct Remit-to Address:. OCEAN OPTICS, INC.. Voucher No.:. PO BOX XXXX. Amount:.. Invoice Dt: 00-00-0000.. Invoice Multiple Lines:.. Hold Pmt:. DUNEDIN FL. Ck/Due Dt: 00-00-0000. 34697-2249. Pay Option: 7 1099:.. Bank No.: 30 FY: 04. Contact:. Ck No.:. In Process: 0. Enclosure:. PO Total: 3,683.00. Description:. Total with Tax: 3,683.00. Cr Memo/Ref: N. Total Invoiced: 3,666.00. Batch Ref/Dt: 00-00-00.... 249- PO Invoice Line Inquiry Purpose: To view invoice detail by purchase order number. This screen provides detailed information, including invoice number, date invoiced and the dollar amount. You can view invoice detail by entering line 001 in the field marked Line for blanket orders and for PO s with multiple lines enter each line number in that same field. You must enter the Purchase Order number in the PO field. 249 PO Invoice Line Inquiry OCEAN OPTICS, INC. PO BOX 2249 Screen: Vend: V0000870350 PO: P411111 Inv: Line: 001 Quantity UOM Unit Price Extd Price UPO Amount Ordered: 1.00 EA 3,683.00 3,683.00 Amount Invoiced: 1.00 3,666.00 Item Description: SPECTROMETER AS DESCRIBED IN QUOTE S 1 NUMBER 9934393 DATED JUNE 25, 2003 t 0 T D F C a 9 f e r Invoice Number Date Quantity UOM Unit Price Extd Price r t 9 r l z 136443 08-27-03 1.00 EA 3,666.00 3,666.00 F Y 0 0 Internal Consulting Dept. Page 13 1/11/2007
284-PO Summary Purpose: To view summary information by purchase order number. This screen provides PO detail as well as payment information. You can use this screen by entering the PO number in the PO field. The following information will be displayed. 284 PO Summary OCEAN OPTICS, INC. 380 MAIN ST Screen: PO: P411111 Vend: V0000870350 Type: Confirming Order Ref No.: X04111 Initiator: Civil Engineering Route: Phone: 617-373-2445 Status: Last Check Date: 10-01-2003 Bank No.: 30 Check No.: 97258 Amount: 3,666.00 Invoice No.: 136443 Voucher No.: 0254175 Summary Ordered Invoiced Vouchered Received Date: 07/01/03 09/15/03 09/15/03 9/11/03 Quantity: 1.00 1.00 1.00 1.00 Amount: 3,683.00 3,666.00 3,666.00 Internal Consulting Dept. Page 14 1/11/2007
Budget Transfers A budget transfer is the transferring of funds from one pool to another or non-pooled object codes. Budget transfers can be done within the same budget center or between two different ledger 2 accounts. All Budget Transfers involving salary dollars are done by the Budget Office. Budget Transfers for these transactions require a Budget Transfer form, which is filled out and submitted to the Budget Office. When moving salary dollars you MUST also move the fringe benefits. The fringe benefit amount for part-time employees for FY04 is 7.65% and the full-time rate is 26.0%. Budget Administrators who have FRS access and the ability to do on-line budget transfers can process transfers between pools with the exception of salary. These transfers are done within the same budget or between different budgets depending upon the level of FRS access. Doing an On-line Budget Transfer In order to do an on-line transfer you MUST be logged into FRS and have an open batch. After opening a batch in screen 30: Step 1. On the line marked Screen, type the letter F and the number 10. It should look like this: F10. DO NOT hit the function key marked F10 on your keyboard; it will not generate the same results. Internal Consulting Dept. Page 15 1/11/2007
Here is what the proper screen will look like: F10 Budget Transfer - Ledger 2 Only Screen: Acct: To Account: From Account: Amount: Description: Reference Number 1: Session ID: XXX001 Session Date: 10-22-04 Session FY: 04 Trans: Processed:0 Amount: Processed:0.00 Step 2. After you have entered F10 you will be brought to the budget transfer screen for processing the on-line transfer. Hit the tab key twice. This will take you to the line marked To Account. Enter a six-digit budget number immediately followed by a 4-digit pool number. It should look something like this 2XXXXX3050. The To Account is the account you wish to transfer the money into. Step 3. Enter in the From Account. The From Account is where you are taking the money from. This is also a six-digit account number followed by a 4-digit pool number. Step 4. On the Amount line, enter the dollar amount you wish to transfer. Be sure to use a decimal place. In other words, if you re transferring twenty-five dollars it should look like this: 25.00 Step 5. Having entered the dollar amount, tab to the Description line. The description should be brief and something you can identify in the system. Step 6. After entering a description, tab to the line marked Reference No. The reference number should be a number you will recognize as your transfer within the system. You can also use a numbered form (from the Budget Office) to track your transactions. The number is found at the top right-hand corner of the form and can be entered in the reference no. In an effort to make sure your work is NOT duplicated DO NOT forward this to the Budget Office. Step 7. Hit the enter key and your transaction will be processed. To make sure your transaction entered the system, look at the bottom right hand corner of the FRS screen; Internal Consulting Dept. Page 16 1/11/2007
you will notice a change in the Transaction and Amount Processed lines if your transfer was entered correctly. Special Note: If you would like to make sure you processed your transfer correctly you can do so by checking either the to or from accounts. Looking at the Entry & Fixing Errors If you wish to review your transaction in FRS you can do so by looking at either the To or From accounts. For example, if you transferred funds from account 2XXXXX3050 to account 2XXXXX3020, you can look at your transaction by entering your account number in the Account: line followed by the pool number. Then go to screen 23 and you will see your transaction. If you have done numerous transfers, you can confirm a specific transaction by looking at the date, reference number and amount of the transfer. Should you notice that an error has occurred in the transferred amount you can: 1. Process and additional transfer for the difference Or 2. Reverse the transaction and process the transaction for the full-amount *If you noticed that you transferred the amounts correctly but to the wrong accounts you can reverse the entry and re-process the transaction using the correct accounts. Internal Consulting Dept. Page 17 1/11/2007
Journal Entries Rules Journal Entries are not able to be processed by budget administrators on-line. For all journal entries involving ledgers 2,3, and 6 please fill out a journal entry form and submit it to the Budget Office All Journal Entries involving ledgers 4 or 5 (grant accounts) must be forwarded to DSPA and journal entries invloving a ledger 7 (plant funds) are sent to accounting for processing. Journal Entries involving a ledger 8 (Student Activities) account and an operating account and/or restricted accounts can be sent to the Budget Office after approval from the Student Activities Business Office. Journal entries should NOT be processed against pools Journal entries are used to move expenses or revenue (not to be confused with budget transfers. It is very important to understand the difference between the purposes of journal entries and budget transfers. A journal entry is used to move specific expenses or revenue. For example, revenue could be interest income that you may want to spread between accounts. An expense could be costs you want to spread between accounts. You could also process a journal entry to fix an incorrectly posted transaction or use a journal entry to charge an account for goods or services purchased from another department. Internal Consulting Dept. Page 18 1/11/2007
Appendix Sample Forms JOURNAL ENTRY REQUEST Budget Office 247 Richards Hall Reason: Submitted by: Approved by: Director Date Dean or Vice President Date Processed by: Budget Office Date Internal Consulting Dept. Page 19 1/11/2007
BUDGET TRANSFER REQUEST Budget Office 247 Richards Hall Reason: Submitted by: Approved by: Director Date Dean or Vice President Date Processed by: Budget Office Date Internal Consulting Dept. Page 20 1/11/2007
Transaction Code Listing T/C PURPOSE 03X CASH RECEIPTS 04X CASH DISBURSEMENTS 05X ENCUMBRANCES 06X JOURNAL ENTRIES 14X VOUCHER CREATE 15X CREDIT MEMO CREATE 16X PREPAID VOUCHER 17X PREPAID CREDIT MEMO 18X VOID CHECK 020 CREATE ORIGINAL BUDGET 021 BUDGET REVISION FOR CURRENT YEAR 022 BUDGET TRANSFER 031 CASH RECEIPTS/ACTUAL CASH THROUGH CASHIERS 032 0362 DEBITS/CHANGED TO A FEED 033 MANUAL FEED TO FRS 034 CREDIT MEMOS/MEMO BANK 30 035 INVESTMENT MATURITIES/EARNINGS INTO MEMO 30 036 CASH RECEIPTS-NOT THROUGH CASHIERS OFFICE 040 GENERAL DISBURSEMENTS 042 PETTY CASH DISBURSEMENTS 043 CREDIT TO DISBURSEMENTS 044 DEBIT MEMOS/MEMO BANK 30 045 INVESTMENT PURCHASE 046 CASH DISBURSEMENTS/ALL OTHERS 047 MAIL, TELEPHONE CHARGES 048 ACCOUNTS PAYABLE CASH DISBURSEMENT T/C PURPOSE 050 ENCUMBRANCE CREATE 051 ENCUMBRANCE MODIFY 059 ENCUMBER ONLY IF SUFFICIENT FUNDS AVAIL. 061 FEED FROM A/R ENROLLED 062 OVERRIDES FREEZE CONDITION ON AN ACCOUNT 063 FEED FROM H.R.S. 064 FEED FROM A.D.S. 065 INVESTMENT JOURNAL ENTRY- INVESTMENT BANK ACCTS 068 ON-LINE FEED FROM ACCOUNTS PAYABLE 069 COMPOUND JOURNAL ENTRY 090 BANK TRANSFERS 098 BEGINNING BALANCES 130 UNPAID VOUCHER DELETE 131 UNPAID VOUCHER MODIFY 140 VOUCHER CREATE 141 VOUCHER CREATE/GOODS SERVICES ORDERED AND PAID IN JULY/AUGUST OF FOLLOWING FY 142 DEMAND CHECK 147 VOUCHER CREATE - PURCHASING 149 VOUCHER CREATE/CUT SEPARATE CHECK FOR THIS VOUCHER 150 CREDIT MEMO 160 TYPED CHECK 166 TYPED CHECK WITH NO RECON. (FOR 1099) 170 PREPAID CREDIT MEMO 176 PREPAID CREDIT MEMO - NO CHECK RECONCILIATION Internal Consulting Dept. Page 21 1/11/2007
Cheat Sheet FRS Screens FRS Menus Transaction Codes F10 ON-LINE Budget Transfer 19 Budget Balance 20 Encumbrance Browse (10 Digit Account Id) 21 Encumbrance Browse (6 Digit Account Id) 22 Budget Summary 23 Transaction Detail Inquiry YTD 26 Purchase Order Browse 29 Current Month Total YTD 30 Start/End Batch Session 39 Current Month Prior Year Current Month FYTD 41 S/L Account Summary 42 PO Browse (10 Digit Account Id) 240 PO Invoice Header/Create 249 PO Invoice Inquiry 284 PO Summary 881 Changes the Fiscal Year 001 Menu of Menus BD1 Menu Screen Budget Processing BD2 Menu Screen Budget Inquiry Screens 22 Transaction Code Budget Transfer 60 Transaction Code Journal Entry 69 Transaction Code Payment Other Helpful information The Budget Office is located at 247 Richards Hall and can be reached by calling x2597. Our fax number is ext. 8652. Budget transfer and journal entry forms can be obtained from the B.O. The Budget Office is responsible for Ledgers 1, 2,3, and 6. All budget transfers and journal entries using these ledgers are forwarded to Budget. Ledger 4 and 5 accounts are handled by the Division of Sponsored Projects Administration that can be contacted by calling x5600. Budget Reports are distributed after the close of the month to all division-designated budget administrators. Overdraft reports are also enclosed and are to be filled out and returned to the Budget Office by the specified date. Payroll detail is NOT available on-line. Internal Consulting Dept. Page 22 1/11/2007