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accounts payable user`s manual - Texas A&M University

1. 123 45 Entr PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Exit Help Escape Canc BASIC STEPS e Open a session on Screen 130 e Advance to Screen 141 enter the necessary Action Line information and press lt ENTER gt Enter valid data in the fields available Close session on Screen 130 CHANGE SOURCE OF FUNDS PROCESSES 1 Ifonly the SL changes A journal entry TC 068 is created if the bank does not change that is if the two accounts have the same default bank The journal entry moves the expense from one account to the other Debit new SL account and subcode Credit old SL account and subcode 2 The bank changes Two disbursement TC 046 transactions are posted One disbursement credits the old SL and debits the old bank The other disbursement entry debits the new SL and credits the new bank Accounts Payable User s Manual Page VII 5 State to State Funds Source Change Screen 141 NOTE Ifthe bank changes the transactions will post regardless of whether the SL changes or not Vi A manual entry in USAS is required FIELD DESCRIPTIONS Action Line Information Vendor Account New Account New Bank Default Cost Ref Screen Information Orig Voucher FY Bank Comp Code 11 digits Enter the number identifying the vendor to be paid 15 digits Indicate the number of the account to be debited 15 digits Type the number of
2. VOUCHER DROP PROCESSES Deleting A Single Line Item from Multiple Account Vouchers When a multiple account voucher requires modification type the line item number to be deleted EX for line item number 3 enter 003 In the pop up window enter Y to continue the drop process or N to have the process aborted Screen 106 Item Delete Pop up Window Voucher Drop Confirmation P O Enc P F N Account Number Obj Ind Bank 297060 00000 4090 03000 Cost Amount Inv Number 150 24 Enter Y to Drop Accounts Payable User s Manual Page IV 21 Drop an Unpaid Voucher Screen 106 BASIC STEPS e Open a session o n Screen 130 e Advance to Screen 106 e Enter valid data in the Action Line fields Press lt ENTER gt J To drop a single line item from an unpaid voucher type a line item number in the line item field and press lt ENTER gt e Type ALL in the line item field to drop a voucher that has been distributed among more than one account and press lt ENTER gt e Once the pop up window appears asking for confirmation of the drop enter Y to continue the drop process or N to have the process aborted e Close the session using Screen 130 Type ALL in the Line Item Nbr field and press lt ENTER gt Drop All Line Items On Multiple Account Vouchers In cases like these all lines of the multi account vouchers may be dropped with a single voucher drop t
3. Cust AR NBR ACH Ovrd Hold Flag Alt Vendor W2 SSN Travel Hotel Zip 8 digits The date the order was placed Required for state vouchers 8 digits Help Available This is the due date for the payment This field determines when the voucher is processed to cycle for payment 10 digits State Requisition Number 7 characters TBPC General Services Commission defined code for purchase orders requiring their approval 35 characters A description of the voucher to be created 25 digits Customer Accounts Receivable number assigned to purchaser by vendor 1 character Enter Y to override the sending of ACH Automated Clearinghouse for a vendor This keeps the routing information available Checks will be created for the vendor until reset 1 character Help Available N or Blank No hold on voucher print Y Do not print check voucher 11 digits Used if payment is a reimbursement to the alternate vendor agency 9 digits Identification number Social Security number on W2 form for employee if the voucher is for services i e moving 9 digits The zip code of the hotels used for travel to determine percentage usage and if the state discount rate is being utilized Page IV 62 Accounts Payable User s Manual Create Modify Pending Voucher Screen 111 FIELD DESCRIPTIONS cont d USAS Doc Type PCC Code PDT Code LDT Codes IC Reason Con
4. Page V 10 Accounts Payable User s Manual Create a Prepaid Voucher Screen 109 FIELD DESCRIPTIONS cont d Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF9 Allows additional line items to be Multi entered for multi account vouchering if necessary PF10 Provides space for a longer description Desc to be entered PF12 Displays nonfatal warning messages Warns Accounts Payable User s Manual Page V 11 Modify Prepaid Voucher Amount The amount of a prepaid voucher entered on Screen 109 can be modified using Screen 119 The change will update both the check reconciliation file and the voucher file The information necessary for modification can be obtained on Screen 161 Screen 163 or Screen 186 Prepaid revolving vouchers which were entered on Screen 139 may also be modified using Screen 109 Screen 119 Prepaid Voucher Amount Modify 119 Prepaid Voucher Amount Modify 05 12 03 15 46 FY 2003 CC SA Screen Voucher 0700001 Line Item 1__ Vendor 19999999990 AMERICAN EXPRESS Alt Vendor Account 297110 00000 8435 Line Item Amount Change the line item amount to P F N Liq Indic _ P O Number the new line item amount Discount Type _ Disc Amt If applicable change the Vendor discount terms Due Date to the new discount terms Transactions 0 Amount 0 00 Batch JAC001 Date 05 12 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu
5. Outstanding Check List Screen 185 FIELD DESCRIPTIONS Action Line Information Recon Bank 5 digits Entry Required Enter the Reconciliation Bank number From Check No 6 digits Provide a starting number for listing outstanding checks From Date 6 digits Screen Information S Acct Bank Check No Campus Recon Void Vendor Date Indicate a date to begin outstanding check search 1 character Type an X in this field to select the line item for viewing further information about this check 5 digits Displays the accounting bank number 6 digits Provides the outstanding check number 2 characters Identifies the campus this check is associated with 1 character N identifies that the check has not been reconciled Y identifies that the check has been reconciled 1 character Shows whether or not the check was voided 11 digits Displays the vendor identification number 8 digits Shows the date the check was processed Accounts Payable User s Manual Page VIH 57 Outstanding Check List Screen 185 FIELD DESCRIPTIONS Amount 15 digits Indicates the amount of the outstanding check Additional Functions PF KEYS See Appendix for explanation of standard PF Keys Page VIII 58 Accounts Payable User s Manual Vouchers By Check Inquiry To display all outstanding vouchers that were aggregated on a single check to pay a vendor use Screen 186 FAMIS loca
6. ccceseeseee BUD Generated Exp Budget 0 0 GEB CASH RECEIPTS Cashier Deposits Depts 0 CDP Cashier Deposits Othert COD IMUCTESE oa Meee h ie INT Distribution to S L ec eeeeeeetees DTR V MC Charge Back cceeeeeees CBK P R Deposits ccccesccetecereeeseeeeeees PRD GEES fess Sel E eases Pease ela ccees GIF Letter of Credit 0 00 ce eeceeertees LOC Investment Sales ccceseesseereeeee INS Investment Correction 000 INC Departmental Deposits DDP Cashiers Collections cceee CSH A R Payments ccccceeseeteeeteeeteees ARP Corrections Receipts c cee CRC Student Loans ceeeecseesseeteeees SLR Miscellaneous cceseeseeteeeteees MDP ENCUMBRANCE Encumbrancce eecceeseeseeeteeneees ENC Corrections cceesseesceesteeteeeteeees ENX Salary Encumbrance cc ccescee SEN Salary Savings SSV FORM 500 s Salary and Budget Interface BUSZ Accounts Payable User s Manual IDT S Regular oo cccccecccecssecsesteceteeeseeeneeens IDT EA E ENEE E OE FEE Interpart IDT Sirenene nanen eneas IDP Corre toh aia ea IDC Interface IDT s 0 DEPT CODE PHPLxx Visa MC Charges cccesceesseeseeees VMC JOURNAL ENTRIES R gulation aroan JEN AMOStiZatiON cececcccecesceeesteeeeeees ATZ Corrections cccccccssssceeeseeeesseeees JEC Payroll ase resno an teres a JPR Investments n
7. 3 digits Indicates the page number of the total pages to be displayed 1 character Place an X on the line to select the vendor information 7 digits Displays a FAMIS voucher number 3 characters Indicates the number of line items in a particular voucher 15 digits Shows the number to identify the first account paying this particular voucher 35 characters Displays a description of items purchased 4 characters Indicates the status of the voucher Examples are CYCL In Check Cycle or State Voucher Cycle DROP Dropped before payment accounting reversed PAID Paid after printing or Prepaid PEND Pending voucher no accounting Posted P CN Pending cancelled before accounting Posted P OP Pending voucher open no accounting posted OUT Outstanding after being posted but before entering the check or state voucher cycle RECN Reconciled Cleared Bank or State Comp VOID Check or State voucher voided 13 digits Shows the net amount of the voucher after discount Page VIII 12 Accounts Payable User s Manual Voucher Inquiry by Vendor Screen 162 FIELD DESCRIPTIONS cont d Batch Date 8 digits Indicates the batch session reference date when transaction was processed MC 1 character Shows the vendor s mail code for the voucher Panel 2 Dept Ref 6 digits Indicates a reference number used by the department Check Nbr 6 digits Identifies the check number issued when
8. Crop Insurance Payments Rents 7 Nonemployee Compensation Royalties 8 Substitute Payments for Other Income Interest Federal Income Tax 9 Direct Sales gt 5000 Withheld For Resale 5 Fishing Boat Proceeds RWNr OZ ll 1 character Y Allow creation of voucher for previously entered invoice Duplicate Invoice Override 14 digits Enter the number of the invoice to be paid 5 digits Include the Program Cost Account code a USAS required field used as a coding reduction field Used to override the calculated PCA code Should be used primarily on vouchers against GL accounts Accounts Payable User s Manual Page VI 9 Create Revolving Voucher Screen 134 FIELD DESCRIPTIONS cont d Cost Ref 1 2 3 7 characters Use these three fields to be used for cost reference accounting entries Dates Inv Rec 6 digits Enter the date the invoice was received This must be 1 after or equal to the invoice date and 2 before or equal to the date the voucher is being entered Delv 8 digits Indicates the receiving delivery date for vouchers created via the Purchasing Module of FAMIS When a voucher is created on Screen 345 the receiving date is picked up from the limited purchase received date or from the date of the receiving document for documents where a receiving document was created Req Pay 8 digits Include the date payment is required Ic 1 character Identify the interest calculatio
9. Desc to be entered Accounts Payable User s Manual Page IV 29 Voucher Line Item Modify With Accounting Screen 118 is used to modify certain voucher information that has accounting effect for a specific line item This includes data related to discounts dates and banking information The modifiable fields are highlighted in white on the screen below Screen 118 Voucher Line Item Modify 118 Voucher Line Item Modify 05 20 03 15 07 FY 2003 CC AM Screen __ Voucher 0000059 Line Item 1_ Fiscal Year 1995 Default Cost Ref N Vendor 17600000000 EOS Alt Vendor Dept Ref 1234 Invoice Date 11 30 1994 Due Date 11 30 1994 Description DESK LAMP Hold Flag N Cont Wk Force ACH Ovrd Ic Reason Discount Type Disc Code _ Disc Amt Dup P O Encumb Comp Item Inv Account Number Obj Bank Code Amount 1099 Ovrrd 211750 00000 4085 P550096 4085 03000 7334 45 0 Inv EOS0000001 PCA Cost Ref 1 2 Dates Inv Rec Delv 11 30 1994 Req Pay Transactions 0 Amount 0 00 Batch JAC110 Date 02 28 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Desc The fields to modify are Discount Type Discount Code Discount Amount Account PO Number Encumbrance Object Bank Comp Object Item Amount 1099 Code Duplicate Invoice Override Invoice Number PCA Code Cost Refs 1 2 3 Invoice Receive Date Delivery Date Requested Payment Date Interest Calculation IC Reason BASIC STEPS e
10. PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp XRItm Bkwd Frwd voiInt Exit Multi Account Encumbrance Liquidation Multi account vouchers can use different purchase order numbers one for each line item of the voucher They can liquidate one purchase order number on multiple lines If all lines will drive expenses over the encumbered amount input the P F N Liq Indic field with the following values e Put F on the multi account line that finalizes the liquidation e Then N on all of the remaining multi account lines FIELD DESCRIPTIONS Action Line Information Voucher 7 digits Entry Required Enter the number of the voucher to be created or modified Page IV 68 Accounts Payable User s Manual Create Modify Pending Voucher with PO Numbers Screen 112 FIELD DESCRIPTIONS cont d Fiscal Year Default Cost Ref Screen Information Doc Summary Vendor Type Dept Ref Enclosure Code Invoice Date Order Date Due Date 4 digits Entry Required Type the fiscal year the voucher was created 1 character Type Y or N Y will display the cost reference fields for entry 35 characters Entry Required Brief summary explaining document 11 digits Entry Required Indicate the number identifying the vendor to be paid 1 digit Designate the third digit of the transaction code which indicates the type of voucher 7 digits Reference 4 Departmental voucher reference nu
11. Vendor Subtotal x x Press lt ENTER gt to view more vouchers Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp BASIC STEPS Advance to Screen 162 Dept Description COFFEE CUPS COFFEE FOR OF COFFEE WATER COFFEE SERVIC REST FOOD REST FOOD PRS FOOD COFFEE CAPPU MONTHLY COFFE REST FOOD COFFEE FOR DE COFFEE TEA FO 05 12 03 16 36 FY 2003 CC 02 1248154 Fiscal Yr 2003 All Ref Pg 1_ of Dept Check Check 1 Pg s Net Amount 1707491 1707491 1707491 1708123 1709273 1709273 1710363 1711254 1717266 1717266 1718694 1718694 09 09 02 09 09 02 09 09 02 09 10 02 09 12 02 09 12 02 09 16 02 09 18 02 09 20 02 09 20 02 09 23 02 09 23 02 2 615 Bkwd Frwd Addr Left Right Type a vendor number in the Vendor field A list of vouchers and pertaining information will be provided for the specified vendor VOUCHER INQUIRY BY VENDOR PROCESSES You can search vendor files by typing a portion of the vendor name in the Vendor field A pop up window will appear with a listing of all vendors on file with the specified characters in their name An example would be entering CO and receiving the following information in the pop up window Selecting a vendor will take the information directly to Screen 162 F0043 Mark Vendor with an Screen Search TWI Vendor Name BRIDGE SOFTWARE CORP CITIES DIGITAL INC CITY CITY CITY CITY CIT
12. due from the state Old bank is the Primary local bank e A journal entry TC 068 is made Debit Due from the State Comptroller GL Credit old SL account and subcode Page VII 18 Accounts Payable User s Manual Local to State State to Local Funds Source Change Screen 148 e A journal entry TC 068 is posted normal AP journal entry Debit new SL Credit accounts payable liability account e A state voucher is created with the agency vendor as the alternate vendor This voucher is transmitted to USAS It is a 904 voucher Reimbursement will be made back to the agency e When the reimbursement is received it should be deposited in the regular depository bank crediting the due from the Comptroller account Old bank is NOT the Primary local bank e A journal entry TC 068 is made Debit change source of funds clearing account Credit old account and subcode e A journal entry TC 068 is posted normal accounts payable journal entry Debit new SL Credit accounts payable liability account e Second journal entry TC 068 is posted to the revolving GL e A revolving voucher is posted with the agency vendor as the alternate vendor e A check from the revolving bank is created payable to the agency in order to reimburse the old local bank The cashier should deposit this check in the old bank Through the cashiering process a credit should be made to the change source of funds clearing accoun
13. 1405282 1405285 270490 00000 COFFEE CUPS CREAM H 09 06 02 217660 00000 COFFEE FOR OFFICE VIS A 09 06 02 217660 00000 COFFEE WATER FILTRAT 5 09 06 02 301110 00000 COFFEE SERVICE INVOI r 09 09 02 300210 00000 REST FOOD 2 09 11 02 300210 00000 REST FOOD 5 09 11 02 300210 00000 PRS FOOD 09 13 02 500388 00000 COFFEE CAPPUCCINO H 5 09 17 02 217800 00000 MONTHLY COFFEE SERVIC x 09 19 02 300210 00000 REST FOOD RECN 09 19 02 1406056 500205 00000 COFFEE FOR DEPT STAF RECN 09 20 02 1406057 500205 00000 COFFEE TEA FOR DEPT RECN 4 09 20 02 Vendor Subtotal 2 615 Press lt ENTER gt to view more vouchers Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Frwd Addr Left Right al 1 2 1 1 1 1 1 ak 1 al 1 l a D P CA a N m E a E TBE e ONE m GA GE e A a Accounts Payable User s Manual Page VIII 9 Voucher Inquiry by Vendor Screen 162 Screen 162 Voucher Inquiry by Vendor Panel 2 Screen Include Only 162 Voucher Inquiry by Vendor Vch Voucher Lns 1400932 1401149 1401150 1401676 1402613 1402614 1403278 1404402 1405282 1405285 1406056 1406057 1 PRPPRPRPRPRPRPNEBR Vendor TWIN PEAKS COFFEE SERVICE 19999999990 Voucher Acct First Account 270490 00000 217660 00000 217660 00000 301110 00000 300210 00000 300210 00000 300210 00000 500388 00000 217800 00000 300210 00000 500205 00000 500205 00000
14. 2003 Vendor 11604680202 XEROX CORP Alt Vendor 1099 Code 1 PCA Code Ic Rsn Dates Inv Rec 05 12 2003 Delv 05 02 2003 Req Pay Type 0 Dept Ref 7203 Enclosure Code Invoice Date 05 08 2003 Order Date 09 02 2002 Due Date 05 21 2003 Description RENTAL OF COPIER Hold Flag N USAS Doc Type 9 PCC Code PDT Code State Hold Override LDT Codes 65 Cont Wk Force Vchr Hdr IC Reason P O Encumb P F N Comp Item Account Number Obj Liq Ind Bank Code Amount 241806 00000 5811 P300313 5811 P 03000 7406 418 00 Inv 095407787 Cost Ref 1 25 8 Transactions 0 Amount 0 00 Batch Date Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Desc Fields to modify 1099 Code PCA code IC interest calculation IC Reason Invoice Receive Date Delivery Date Requested Payment Date BASIC STEPS e Open a session on Screen 130 e Advance to Screen 107 e Type valid data in the fields available and press lt ENTER gt to record the information e Close the session using Screen 130 FIELD DESCRIPTIONS Action Line Information Voucher 7 digits Entry Required Enter the number of the voucher to be modified Page IV 24 Accounts Payable User s Manual Modify Voucher Line Item Screen 107 FIELD DESCRIPTIONS cont d Line Item Fiscal Year Vendor Alt Vendor 1099 Code PCA Code IC 3 digits Entry Required Enter the line number of an item currently bei
15. 2200833 Fiscal Year 2002 Vendor 19999999990 FORBES MAGAZINE INC First Account 271080 00000 4025 Net Amount 19 99 Preview Release Flag N Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp VOUCHER FLAG PREVIEW PROCESSES The release local voucher preview process can be used to 1 release the voucher information to FAMIS for check production OR 2 correct a previous entry to release voucher information if the release was done in error This correction must be done before the next check cycle Some agencies have selected to preview their local vouchers before they are released for payment The institution must be set up as a Preview Campus by the FAMIS team prior to the check cycle Accounts Payable User s Manual Page IV 55 Voucher Flag Preview Screen 131 Typically the accounts payable department receives the vendor s invoice and enters the local voucher information on Screen 104 Voucher Create This initiates local voucher creation After the local voucher is printed the accounts payable department sends it to the buying departments to ensure valid charges were billed After receiving approval from the departments the agency s accounts payable department releases the local voucher on Screen 131 This signals FAMIS to print a check for payment RELEASE A VOUCHER FOR PAYMENT After the voucher is printed by FAMIS and authorized by the buying department advanc
16. 4010 0001 7300 100 00 Old Cost Ref 1 3 zi New Cost Ref 1 ian SR N w Old Cost Ref 1 New Cost Ref 1 745 N ww Old Cost Ref 1 248 New Cost Ref 1 rA 3 w Old Cost Ref 1 2 Si New Cost Ref 1 as Si 100 00 Entr PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Help Escape Page VII 10 Accounts Payable User s Manual Local to Local Funds Source Change Screen 142 BASIC STEPS e Open a session on Screen 130 e Advance to Screen 142 and enter the necessary Action Line information Press lt ENTER gt e Enter valid data in the fields available Press lt ENTER gt e Do not enter the previous voucher number on the Action Line e Close session on Screen 130 CHANGE SOURCE OF FUNDS PROCESSES Screen 142 assigns a new voucher number only when the bank is changed A voucher prefix should be entered EX 2 After completion of data entry FAMIS will assign a voucher number which will be displayed as Reference 2 The old voucher number is not referenced it is recommended that this number be put in the description of the newly created voucher for a reference The accounting entries are as follows l Only the SL changes If the bank does not change a journal entry TC 068 is processed which moves the expense from the original account to the new account No new voucher is created Credit old SL account and subcode Debit
17. Do not combine documents for funds DD Direct Deposit Combine documents within a fund or document agency DF Direct Deposit Combine documents and funds within an agency DH Direct Deposit Warrant Hold H Retain for Agency Pickup HD Retain for Warrant Pickup Combine documents within a fund or agency HF Retail for Warrant Pickup Combine documents and funds within an agency HH Retail for Warrant Pickup Warrant Hold R Return to Agency Do not combine documents and funds RD Return to Agency Combine documents within a fund or document agency RF Return to Agency Combine documents and funds within single document agency RH Return to Agency Warrant Hold USAS Program Cost Account PCA Override This field on the voucher screens is used to override the PCA code that will be calculated for the account and object code on the voucher Normally this will be used only with GL accounts where no PCA can be calculated and the default one will be used If the PCA override has been used PCA coded on the voucher line item then the NACUBO sub fund is always set to 1100 Descriptive Legal Text LDT on FAMIS Screens This information provides a basis for the transaction being processed by providing a legal cite Program Cost Account PCA PCAs for the current year expenditure activity for your agency is based on strategies that are set up on FAMIS Screen 840 Accounts Payable User s Manual Page II 11 FAMIS to USAS Vou
18. Identifies the check number issued when payment was made Page VIII 16 Accounts Payable User s Manual Voucher Inquiry by Account Screen 163 FIELD DESCRIPTIONS cont d Check Date Batch Date Stat Net Amount Additional Functions PF KEYS 6 digits mm dd yy Indicates the date the check was processed 8 digits Shows the date of the batch session when the transaction was processed 4 characters Status of voucher Examples are CYCL In Check Cycle or State Voucher Cycle DROP Dropped before payment accounting reversed PAID Paid after printing or Prepaid PEND Pending voucher no accounting Posted P CN Pending cancelled before accounting Posted P OP Pending voucher open no accounting posted OUT Outstanding after being posted but before entering the check or state voucher cycle RECN Reconciled Cleared Bank or State Comp VOID Check or State voucher voided 14 digits Shows the net amount of the voucher after discount See Appendix for explanation of standard PF Keys Accounts Payable User s Manual Page VIH 17 Voucher Inquiry By Purchase Order Number Screen 164 displays a list of vouchers by purchase order number The information displayed shows the status of the voucher Inquiries default to the current fiscal year but previous fiscal years may be searched by typing a different year in the Fiscal Year field Screen 164 Voucher Inquiry by PO Num
19. Include the date the order was placed Required for state vouchers Due Date 8 digits This field indicates the due date for the payment This field determines when the voucher is pulled to cycle for payment State Req Nbr 11 digits The requisition number given by the State is typed in this field Entry Required Entry Required Page IV 38 Accounts Payable User s Manual Create a Credit Memo Screen 108 FIELD DESCRIPTIONS cont d GSC Ord Description Cust AR NBR ACH Ovrd Hold Flag Discount Type Disc Code Disc Amt Alt Vendor 7 characters TBPC General Services Commission defined code for purchase orders requiring their approval 35 characters Enter a description of the voucher to be created 25 digits This field indicates the customer Accounts Receivable number assigned to purchaser by vendor 1 character Enter Y to override the sending of ACH Automated Clearinghouse for a vendor This keeps the routing information available Checks will be created for the vendor until reset 1 character Help Available N or Blank No hold on voucher print Y Do not print check voucher 1 character Help Available Examples are D Dollar value P Percent value T Code taken from Vendor record V Code based on Discount code Blank No discount applied 2 characters The field is used for pre defined discount codes Values can be viewed on Sc
20. Item Inquiry Screen 169 displays all the information associated with a specific voucher record It is especially useful for finding the date a check cleared and was reconciled Screen 169 Voucher Line Item Inquiry 169 Voucher Line Item Inquiry Screen Trans Code Invoice Dt Invoice No Inv Revd Dt Description UNITED PARCEL Voucher 1497287 Line Cross Reference Dept Ref Order SE It 140 03 01 03 0000Y48825093 Delivery 03 07 03 Act Revd DELIVERY SERVICES Dt Dt Dt 0 RVICE em 1 Fiscal Year 2003 PANEL 5 12 03 16 57 FY 2003 CC 02 01 MORE gt gt Enclosure Code 02 22 03 02 28 03 Due Dt Req Pymt Dt Pymt Due Dt 03 19 03 04 03 03 04 06 03 Orig Dist Dt 1999999991D 9 65 Vendor ID USAS Doc Tp LDT Codes Inv Amt Disc Amt Net Amt W2 SSN PCC Code PCA Code Alt Vendor PDT Code PO Nbr A314420 Rsn P F Liq F 1099 03 19 03 Lost N Batch PVP995 03 19 03 149015 00000 5650 Comp Cd 7286 Bank 73001 Orig Comp Cd 7286 Check Cycle N St Vchr Y Cycle N Nbr Y 03 20 03 B 03 20 03 Void N Ck Feed N Revolving N Recon Y 04 02 03 101416752 St Feed Y Change Src N Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Desc XRItm VOInt Addr Left Right 27 50 Ic Disc Dt 27 50 FA Acct Hold Pull Pull Drop N Pending FFX Feed Trn N N Screen 169 Voucher Line Item Inquiry Pan
21. Override Bank Budget Balance Override Encumbrances Actuals Additional Functions PF KEYS 1 character Help Available Y revolving voucher N voucher is not revolving 5 characters Designates fund type to pay the voucher 1 character Y indicates the invoice was prepaid N indicates the invoice was not prepaid 6 digits Entry Required Check number printed on check 8 digits Date check was printed 5 digits Entry Required This field is used to modify the bank code entered on the original voucher 1 character Entry Required Y indicates budget encumbrances balance can be overridden N indicates budget balance cannot be overridden 1 character Entry Required Y indicates budget actuals balance can be overridden N indicates budget balance cannot be overridden See Appendix for explanation of standard PF Keys Page IV 64 Accounts Payable User s Manual Create Modify Pending Voucher Screen 111 FIELD DESCRIPTIONS cont d PF4 Displays the Automated Clearinghouse ACH bank information if this is an ACH vendor xk Vendor ACH Information Vendor 39999999993 Name SENTER REVOLVING ACCOUNT Routing Nbr 111999025 Acct Nbr 1299999946 Acct Type C Trans Type CCD Prenote Sent Dt Prenote Ovrd Y Dt 09 04 2001 ACH Start Dt 09 04 2001 ACH Override Vendor Change Information Established 03 01 1995 Added By MARCO1
22. PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ACH Multi Desc Warns BASIC STEPS e Open a batch session on Screen 130 e Advance to Screen 104 e Type valid data in the fields available e Press lt ENTER to record the information e Close the session on Screen 130 VOUCHER PROCESSES The accounts 15 digit on the voucher are expensed when the voucher transaction is entered In addition a payable is created in the mapped General Ledger account The payable is reduced when the voucher is processed for printing Accounts Payable User s Manual Page IV 3 Create a Regular Voucher Screen 104 Vouchers are selected for payment based on the date in the Due Date field This date determines the date on the check If this field is left blank the current date is used At present the regular voucher process is run nightly for most institutions All vouchers will go into cycle the night before the due date so the printed check date will match the due date A discount entered on the voucher will not be realized until the check or state voucher is printed If the check or state voucher is printed on or before the due date the discount will be realized and transferred back to either the expense account or a separate discount account which is set up by each institution See Screen 822 Revolving vouchers are treated differently See the section on revolving vouchers for details A batch session must be opened before access t
23. Pg _of_ Pg s Screen Information Panel S Voucher Vch Lns First Account Description Stat 7 characters digits Indicate a reference number used by the department 4 digits Identify a page number to advance through the list of vouchers displayed 1 character Type an X to select an item and advance to Screen 168 to view detail of voucher 7 digits Displays voucher number s that match the inquiry data entered on the Action Line 3 digits Identifies the number of line items on the voucher 11 digits Shows the first account number listed on the voucher 21 characters Displays the description entered on the voucher 4 characters Shows the status of the voucher Valid values are CYCL InCheck Cycle or State Voucher Cycle DROP Dropped before payment acctg reversed PAID Paid after printing or Prepaid PEND Pending voucher no acctg Posted P CN Pending cancelled before acctg Posted P OP Pending voucher open no acctg posted Page VIII 50 Accounts Payable User s Manual Voucher Inquiry by Alt Vendor Screen 170 FIELD DESCRIPTIONS cont d Net Amount Batch Date MC Vendor Total Panel 2 Dept Ref Check Nbr Check Date Net Amount P CL Pending closed closed but not posted should post overnight and enter into CYCL otherwise there may be a problem OUT Outstanding after being posted but before e
24. Screen 109 in n2auncacshiie tien eyed eevee V 3 Modify Prepaid Voucher Amount Screen 119 ccccccccscccecceeseessecetsceseeeeseeesees V 12 Prepaid Credit Memo Screen 116 lt ssscccccissaciss cecvsctescnssasiveccustences iavsutscctea castes V 16 PART VI REVOLVING VOUCHERS Create a Revolving Voucher Screen 134 occccccccccccssccstecesecssccessecssecesecseneeeaeees VI 3 Modify the Revolving Voucher Amount Screen 135 cccccccccccessceeseesseeeteeees VI 12 Delete a Revolving Voucher Screen 136 ecccccccccsccesccssseesssecsteceseeeeseenteeesseenes VI 15 Void a Revolving Check Screen 137 sccssccccctaviccvactusceessavstaoveseacssccstnessearv teens VI 18 Accounts Payable User s Manual Page I 5 Table of Contents PART VI REVOLVING VOUCHERS cont d PAGE Create a Prepaid Revolving Voucher Screen 139 cccccccscccscesseessecsteeeseeeeees VI 20 Revolving Check Receipt Screen 126 4 scat ecccessesseesscsd ncascbsnadhesesind eta gvadeecdess VI 28 Modify a Revolving Prepaid Amount Screen 149 ccescescsesseesesseceteenseeaee VI 30 PART VIE CHANGE SOURCE OF FUNDS Change Source of funds Basic Concepts cascscssiiscssanaansedeiads asada VII 3 Change From One State Account Or Bank To Another State Account Or Bank Screen 141 cccccccccccscccesssccesssesesseeesseeeess VI 4 Change From One Local Account Or Bank To Another Local Account Or Bank Screen 142 cccccccccccssccesssccessceeesseeesseees VI 10 Change Funds From Local To Stat
25. Shows the TBPC General Services Commission defined code for purchase orders requiring their approval 35 characters Provides a description of the item s purchased 25 digits This field is used for the customer Accounts Receivable number assigned to purchaser by vendor 1 character Identifies if the vendor has been placed on hold 11 digits Used if payment is a reimbursement to the alternate vendor agency 9 digits Identifies the identification number Social Security number on W2 form for employee if the voucher is for services i e moving 9 digits Shows the zip code of the hotel used for travel to determine percentage usage and if the state discount rate is being utilized Page IV 78 Accounts Payable User s Manual Pending Interest Voucher Modify Screen 114 FIELD DESCRIPTIONS cont d USAS Doc Type 1 character Indicates a USAS defined document type code that determines processing at the state PCC Code 1 character Help Available Displays the General Services Commission GSC defined Purchase Category Code that identifies various purchase types and associated PDT Code 2 characters Help Available A USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits LDT Codes 2 characters each Help Available USAS Descriptive Legal Text that identifies up to 5 stamps to be put on a voucher Revolving 1 c
26. This provides the ability to check the actual entries made against the paperwork tally of the entries you intended to make This balancing is a further opportunity to find errors in the entry of data into FAMIS See the Session Batch Processes below A session must be opened before any dollar transactions can be processed in real time mode Screen 130 AP Batch Initialize 130 AP Batch Initialize 05 09 03 14 14 FY 2003 cc 02 Screen Session Reference JAC001 Session Date 05 09 2003 Session Status O Acct Feed Y Bank 00001 Voucher Feed Y Description User ID Override N Batch Balancing Information Transactions Amount Expected Totals 3 300 00 Receipts 0 00 Processed Totals 0 0 00 Disburse 0 00 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp BASIC STEPS e Before a session is opened run a total of the transactions and amounts to be entered in the session Later when the session is closed these totals are used to verify correct entry Advance to Screen 130 e Type a reference number in the Reference Number field and an O open in the Session Status field e Type a date and description of the transactions in the batch Type the bank number in the appropriate field e Enter the calculated total number of transactions and amounts in the Expected Totals fields e Press lt ENTER gt If there are no error messages advance to the screen desired to
27. after discount See Appendix for explanation of standard PF Keys Accounts Payable User s Manual Page VIH 21 Outstanding Voucher Inquiry To obtain a listing of outstanding vouchers use Screen 165 This screen is similar in format to Screen 161 except that only the outstanding vouchers are displayed on the screen in voucher number order Screen 161 contains all vouchers on record Screen 165 Outstanding Voucher Inquiry 05 12 03 16 45 FY 2003 CC 02 165 Outstanding Voucher Inquiry Fiscal Year 2003 Voucher Vch First Fscl First Due Voucher Lns Account Bank Vendor Name Stat Net Amount Screen 1525580 1525766 3313588 1525838 1525291 1525323 1525864 1470129 1470131 1499195 1525324 1525596 1513041 1516457 BASIC STEPS 1 1 ak 1 1 1 1 1 1 1 3 1 1 ak 300090 30000 300540 00000 953370 10000 270650 00000 220450 00000 250048 00000 289010 11500 211660 00000 211660 00000 250477 00000 270880 00000 510616 00000 250422 00000 217620 00000 UNITED STATE MSC STUDENT DALE PAULEY ADVANCED MED CORNING INC WILLIAMS COL ALI MED INC THE RIVERSID THE RIVERSID CYRK ASTRODYNE CO PETE ARLAN V KONICA BUSIN KONICA BUSIN 05 09 03 03 13 03 05 09 03 05 09 03 05 07 03 05 09 03 05 09 03 01 28 03 01 28 03 03 20 03 05 09 03 05 09 03 04 16 03 04 22 03 Press lt ENTER gt to view more vouchers Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help
28. there is no effect on the encumbrance 4 Post PF5 the pending voucher this requires opening a batch The batch open screen will display in a window When the voucher is posted the encumbrance will be liquidated and the payable created Screen 112 Pending Voucher Create Modify with PO Numbers 112 Pending Voucher Create Modify with P O Numbers Screen Doc Summary Vendor Type Invoice Date State Req Nbr Description Cust AR NBR Alt Vendor USAS Doc Type LDT Codes Cont Wk Force Voucher 05 12 03 15 41 FY 2003 CC 01 2103628 Fiscal Year CD ROM MONTHLY SERVICE FOR 09 01 00 THRU 08 31 01_ 19999999992 WEST WING PAYMENT CENTER al Dept Ref 0012 10 10 2000 Order Date 09 12 2000 GSC Ord FEDERAL REPORTER FEDERAL SUPPLEMENT 860 017 178 ACH Ovrd _ W2 SSN PCC Code K Revolving Y Prepaid Inv Check Nbr Budget Balance Override Encumbrances N Enclosure Code Due Date Hold Flag Travel Hotel Zip PDT Code IC Reason 2001 Default Cost Ref N 11 03 2000 113356 Check Dt 11 06 2000 Override Bank Actuals N Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ACH VPost Desc VSrch ReOpn Close Mlti Warns If you do not have security access to create or modify pending vouchers some of the PF keys shown above will not be displayed Instead only these PF keys will be available Budget Balance Ove
29. 16 52 FY 2003 CC 02 Screen Voucher 1407737 Fiscal Year 2003 Status RECN Vendor 19999999992 XEROX CORP Hold N Alt Vndr Encl Due Date 10 01 2002 Desc RENEWAL MAINTENANCE AGREE St Vch Inv Date 09 03 2002 Cust AR Nbr 664849908 Revolv Divry Date 08 31 2002 GSC Ord Pending Chg Srce Dept Ref 00000 Cont Work Force ACH ACH Ovrd Tran Cd 140 Check Nbr St Warrant Nbr 169490392 St Req Nbr Check Date Warrant Date 10 02 2002 Vchr Total 145 00 Check Recon USAS Doc Type 9 PCC Bank Trace a taa Reason Orig Dist Date Account Net Amount PO No Invoice Number Dp Vd XRef A200086 090798797 72001 N N End of line items Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Desc Addr Det BASIC STEPS e Advance to Screen 168 e Type a voucher number in the Voucher field and press lt ENTER gt Screen 163 or any other inquiry screen can be used to obtain the voucher number for a particular account Accounts Payable User s Manual Page VIH 31 Voucher Total Inquiry Screen 168 VOUCHER TOTAL INQUIRY PROCESSES e Entering the Fiscal Year allows you to select the fiscal year in which the voucher was posted e Vendor information can be accessed by using the PF9 key A pop up window will appear providing the address and other information for the selected vendor XEROX CORP PO BOX 650000 Established 05 07 1997 Disc Retn 18 ISET UP FOR DIRECT DEPOSIT ACH
30. 7 digits Shows the number of transactions processed Amount 15 digits Indicates the total amount of the transactions processed Batch 6 characters digits Displays the current batch reference Date 8 digits Displays the session date entered on the batch header Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF12 Displays nonfatal warning messages Warns Accounts Payable User s Manual Page IV 51 State Voucher Partial Void Reductions or increases in line item amounts on a state voucher can be handled on Screen 147 This would be done because the state disallowed part of an expenditure or to correct an error The amount of the voucher is adjusted on the outstanding state voucher file and the FRS voucher file This screen is only used after the state voucher has been processed The state voucher and any other information sent to the state will have to be changed manually Screen 147 only reverses the accounting Additional entries will have to be done to reflect the corrected accounting Screen 147 State Voucher Partial Void 147 State Voucher Partial Void 05 12 03 15 37 FY 2003 CC AM Screen Voucher 0000062 Line Item 1_ Fiscal Year 1995 Vendor 39999999990 MICRO PC Alt Vendor Account 270140 00000 8435 State Voucher Amount 5000 00 Change the State Voucher amount to the new State P F N Liq Indic _ Voucher amount State Appropriation Information Year Fund Number Transacti
31. BU Hold N e Typing an X in the S Select field beside the voucher and pressing lt ENTER gt will pass the voucher information to Screen 168 FAMIS Voucher Total Inquiry where detailed information and a list of voucher line items is provided See Screen 168 section for more information e At Screen 168 typing an X in the S Select field beside the voucher line item and pressing lt ENTER gt will pass the voucher information to Screen 169 FAMIS Voucher Line Item Inquiry where detailed information is provided See section on Screen 169 for more information FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Entry Required Enter the vendor identification number Voucher 7 digits Entry Required Type the FAMIS voucher number Fiscal Yr 4 digits Entry Required Indicate the fiscal year the voucher was posted All 1 character Blank only specific mail code Y or blank allows display of all mail codes pertaining to the vendor EXAMPLE IBM would list all vouchers for IBM regardless of address Accounts Payable User s Manual Page VIH 11 Voucher Inquiry by Vendor Screen 162 FIELD DESCRIPTIONS cont d Include Only Acct Dept Ref Pg _of_ Pg s Screen Information Panel S Voucher Vch Lns First Account Description Stat Net Amount 11 digits Enter a FAMIS account number 7 characters digits Indicate a reference number used by the department
32. Budget Pool Cash Cash Disbursement B 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 A collection of related transactions input to the system with a header record and control totals usually prepared by one person or subsystem feed A type of interface where one system generates transactions to be batched for input into another system See Budget Balance Available A plan of revenue and expenditures for an accounting period expressed in monetary terms That portion of budget funds that is unspent and unencumbered A budget summarized at significant levels of revenue or expense A single pool of money defines for use by specific object codes C Coins currency checks and anything else a bank will accept for immediate deposit A non vouchered payment for goods received services rendered reduction of debt or purchase of other assets Cash Receipt Chart of Accounts Check Override Claim On Cash Clearing Account COA Compound Journal Entry Context Credit Memo Cycle Glossary Appendix Cash received from cash sales collections on accounts receivable and sale of other assets A listing at the 6 digit level of all account numbers within the Financial Accounting System The capability to bypass on an individual voucher basis controls that were previously set fo
33. CC 02 Batch Net Amount 09 05 02 09 04 02 09 05 02 09 04 02 09 04 02 09 04 02 09 04 02 09 04 02 09 04 02 09 04 02 09 04 02 09 04 02 09 04 02 09 05 02 Press ENTER To View More Vouchers Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp BASIC STEPS e Advance to Screen 161 e Type a voucher number in the Voucher field The specified voucher information will pass to the top of the voucher list Ifa voucher number is not known type an and press enter to display a list of vouchers in numerical order VOUCHER NUMBER ANALYSIS PROCESSES e __ The Fiscal Year field allows you to select the fiscal year in which the voucher was posted e Ifthe voucher number is unknown type an asterisk in the Voucher field The vouchers will display in numerical order Page VIII 6 Accounts Payable User s Manual e Typing Voucher Inquiry by Voucher Number Screen 161 an X in the S Select field beside the voucher and pressing lt ENTER gt will pass the voucher information to Screen 168 FAMIS Voucher Total Inquiry where detailed information and a list of voucher line items is provided See Screen 168 section for more information e At Screen 168 typing an X in the S Select field beside the voucher line item and pressing lt ENTER gt will pass the voucher information to Screen 169 FAMIS Voucher Line Item Inquiry where detailed informa
34. Description Cust AR NBR Hold Flag Alt Vendor W2 SSN Travel Hotel Zip 8 digits Identifies the date on the invoice 8 digits Shows the date the order was placed with the vendor 8 digits Displays the date payment is due before incurring interest 8 digits Identifies the requisition number given by the state 7 characters Shows the TBPC General Services Commission defined code for purchase orders requiring their approval 35 characters Provides a description of the item s purchased 25 digits This field is used for the customer Accounts Receivable number assigned to purchaser by vendor 1 character Identifies if the vendor has been placed on hold 11 digits Used if payment is a reimbursement to the alternate vendor agency 9 digits Identifies the identification number Social Security number on W2 form for employee if the voucher is for services i e moving 9 digits Shows the zip code of the hotel used for travel to determine percentage usage and if the state discount rate is being utilized Accounts Payable User s Manual Page IV 83 Pending State Interest Create Modify Screen 115 FIELD DESCRIPTIONS cont d USAS Doc Type PCC Code PDT Code LDT Codes Revolving Fund Type Check Nbr Check Dt Budget Balance Override Additional Functions 1 character Indicates a USAS defined document type code that determines processing at
35. Do not enter the modified voucher amount in the Discount field This field is only for use when discounts should have been entered on Screen 134 Revolving Voucher Create After entering these amounts the resulting net amount new invoice amount minus discount amount will be shown in the Net Amount field on Screen 169 FIELD DESCRIPTIONS Action Line Information Voucher 7 digits Entry Required Enter the number of the voucher to be modified Line Item 2 digits Entry Required Screen Information Vendor Account Line Item Amount P F N Lig Indic P O Number Type the line number of an item currently being entered on a voucher 11 digits Displays the number identifying the vendor to be paid 15 digits Indicates the number of the account to be debited 12 digits Enter the dollar amount to be paid by account number for a specified line item 1 character Help Available Encumbrance liquidation indicator P Partial liquidation F Full liquidation N No liquidation 7 digits Displays the purchase order number Also Reference 1 Accounts Payable User s Manual Page VI 13 Revolving Voucher Amount Modify Screen 135 FIELD DESCRIPTIONS cont d Vendor Discount Terms Discount Type Code Disc Amt Due Date 1 character Help Available Examples are D Dollar value P Percentage value V Code taken from Vendor record T Code based on Discount code 2 char
36. EHelp Advance to Screen 165 Type the voucher number and press lt ENTER gt to view a listing of outstanding vouchers The outstanding vouchers will be listed in numerical order If more detailed information is needed type an X in the Sel field beside the voucher to advance to Screen 168 FAMIS Voucher Total Inquiry OUTSTANDING VOUCHER PROCESSES Type an asterisk in the Voucher field and press lt ENTER gt to access a numerical listing of all vouchers Type an X in the S Select field beside the voucher and press lt ENTER gt to pass the voucher information to Screen 168 FAMIS Voucher Total Inquiry where detailed information and a list of voucher line items is provided See Screen 168 section for more information On Screen 168 type an X in the S Select field beside the voucher line item and press lt ENTER gt to pass the voucher information to Screen 169 FAMIS Voucher Line Item Inquiry where detailed information is provided See section on Screen 169 for more information Page VIII 22 Accounts Payable User s Manual Outstanding Voucher Inquiry FIELD DESCRIPTIONS Action Line Information Fiscal Year Voucher Screen Information S Voucher Vch Lns First Account Fscl Yr First Bank Vendor Name Stat Screen 165 4 digits Entry Required Enter the fiscal year the voucher was posted 7 digits Entry Required Type a FAMIS voucher number 1 charac
37. Help EHelp Warns BASIC STEPS e Open a session on Screen 130 Advance to Screen 119 Enter the required information on the Action Line Press lt ENTER gt If approved message stating Record has been successfully modified will appear e Close the session on Screen 130 PREPAID VOUCHER MODIFICATION PROCESSES When the prepaid voucher information is entered on the Action Line and lt ENTER gt is pressed the voucher amount and due date are displayed Page V 12 Accounts Payable User s Manual Modify Prepaid Voucher Amount Screen 119 To modify the amount enter the new desired amount in the Line Item Amount field The amount entered in the field should reflect the modified invoice amount before discounts The Discount Amount should reflect the amount of discount given to the buyer and should be deducted from the gross amount Do not enter the modified voucher amount in the Discount field This field is only for use when discounts should have been entered on Screen 109 Prepaid Voucher Create After entering these amounts the resulting net amount new invoice amount minus discount amount will be shown in the Net Amount field on Screen 169 Background accounting detail may be viewed on Screen 127 FIELD DESCRIPTIONS Action Line Information Voucher 7 digits Entry Required Enter the number of the voucher to be modified Line Item 3 digits Entry Required Type the line number of an item currently be
38. Information Transactions Amount Batch Date Additional Functions PF KEYS PF12 Warns 6 digits Displays the number of transactions processed 18 digits Shows the total amount of the transactions processed 6 characters digits Indicates the current batch reference 8 digits Shows the session date entered on the batch header See Appendix for explanation of standard PF Keys Displays nonfatal warning messages Entry Required Entry Required Accounts Payable User s Manual Page VI 17 Void A Revolving Check To void a check created in the check cycle as a result of a revolving voucher entered on Screen 134 or 139 use Screen 137 Revolving Check Void If the check was entered on Screen 134 only the revolving check portion will be deleted If the check was entered as a prepaid revolving voucher on Screen 139 the program will reverse both the revolving state voucher and revolving check if the state voucher has not been processed Screen 137 Void Revolving Check 137 Void Revolving Check 05 12 03 15 54 FY 2003 CC AA Screen Vendor 12312312319 Check Number 1101 Check Amount 1211 62 Bank Number 03000 Transactions 0 Amount 0 00 Batch JAC001 Date 05 12 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Warns BASIC STEPS e Open a session on Screen 130 e Advance to Screen 137 and type valid data in the fields
39. Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Contract Terms Prohibit Pymt GE GSC Exemption Granted 7 Documented MI Mailing Instr On PO Not Followed NI No Invoice Received 1 character Indicates that this payment is flagged as a Contract Work Force Payment 2 digits Displays the line number of an item currently being entered on a voucher 15 digits Indicate the number of the account to be debited 7 digits Designate the purchase order number Also Reference 1 4 digits Enter the object code used when the encumbrance was created Page VI 8 Accounts Payable User s Manual Create Revolving Voucher Screen 134 FIELD DESCRIPTIONS cont d P E N Liq Ind Bank Comp Code Item Amount 1099 Dup Inv Ovrrd Inv PCA 1 character Help Available Encumbrance liquidation indicator P Partial liquidation F Full liquidation N No liquidation 5 digits nnnnn Enter the number of the bank used for the voucher transaction If blank it will be the default bank assigned to GL or SL or SA account 4 digit State Comptroller Object Code required for state vouchers will default but can be changed 12 digits Enter the dollar amount for a specific item on a voucher 1 character digit Help Available Examples are Blank Not Required F Foreign Indiv 1042S Reportable Not 1099 6 Medical and Health Care
40. Last Active 05 09 2003 Limit Com TX 752650361 YTD Paid 6 705 536 70 Type BU Hold N e Press the PF10 key to view the voucher item account on the voucher and the encumbrance account VOUCHER ENCUMBRANCE ENC ACCOUNT ACCOUNT 149015 00000 5512 149015 00000 5512 145 00 090798797 PF4 Exit x End of line items e On Screen 168 type an X in the S Select field beside the voucher line item and press lt ENTER gt to pass the voucher information to Screen 169 FAMIS Voucher Line Item Inquiry where detailed information is provided See section on Screen 169 for more information FIELD DESCRIPTIONS Action Line Information Voucher 7 digits Entry Required Enter a FAMIS voucher number Fiscal Year 4 digits Entry Required Enter the fiscal year voucher was posted Page VIII 32 Accounts Payable User s Manual Voucher Total Inquiry Screen 168 FIELD DESCRIPTIONS cont d Information Fields Status Vendor Hold Alt Vndr Encl Due Date Desc 4 characters Status of voucher Examples are CYCL In Check Cycle or State Voucher Cycle DROP Dropped before payment accounting reversed PAID Paid after printing or Prepaid PEND Pending voucher no accounting Posted P CN Pending cancelled before accounting Posted P OP Pending voucher open no accounting posted OUT Outstanding after being posted but before entering the check or state voucher cycle RECN Reconciled Cle
41. Line 15 digits Shows the entire account number including SA and SL numbers 3 digits Shows the transaction code designating the type of transaction 7 digits Displays the reference code providing details about specified transactions 4 digits Shows the date the batch session was entered Accounts Payable User s Manual Page I 11 Transaction Inquiry by Batch Screen 127 FIELD DESCRIPTIONS cont d Description 26 characters Displays a complete description of the transaction item Amount 15 digits Shows the amount of the transaction item Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF6 View detail of transaction record View Display of Detailed Transaction Record 09 03 2002 LINCOLN NATIONAL LIFE INS CO 26 646 52 TransCode 048 gt 04X Disbursement Dir Ind D Account 011108 00000 2210 ORP STATE MATCHING Benefits Payable Payroll Offset PO Enc Ref 1 Cost Ref1 Fiscal Yr 2003 Ref 2 3300001 2 Proc Month 01 Ref 3 Bi Batch Date 09 03 2002 Ref 4 3300001 Bank 03000 Batch Ref ACH001 Vndr Card Id 19999999992 Enc Obj Cd Ovrd Comp Cd Processed 09 02 2002 19 51 47 Liquidation Amt 0 00 User Id K702FA Oper Id BATCH Indirect Base Code Term Id STEPO1 Base Amount 0 00 Internal Tracking Nbr 18112871 PF3 Back to 127 PF4 Exit PF6 Indirect Accts PF9 Press to download the data Dload through Entire Connection Page I 12 Accounts Payable User s Manu
42. Name 35 characters Displays the vendor identification name Page VIII 28 Accounts Payable User s Manual Voucher Inquiry by Dept Ref Screen 167 FIELD DESCRIPTIONS cont d Stat Net Amount Description Panel 2 First Account Description Stat 4 characters Status of voucher Examples are CYCL In Check Cycle or State Voucher Cycle DROP Dropped before payment accounting reversed PAID Paid after printing or Prepaid PEND Pending voucher no accounting Posted P CN Pending cancelled before accounting Posted P OP Pending voucher open no accounting posted OUT Outstanding after being posted but before entering the check or state voucher cycle RECN Reconciled Cleared Bank or State Comp VOID Check or State voucher voided 14 digits Shows the net amount of the voucher after discount 12 characters Displays a description of the item s on the voucher 11 digits Shows the first account number listed on the voucher 21 characters Displays the description entered on the voucher 4 characters Shows the status of the voucher Valid values are CYCL InCheck Cycle or State Voucher Cycle DROP Dropped before payment acctg reversed PAID Paid after printing or Prepaid PEND Pending voucher no acctg Posted P CN Pending cancelled before acctg Posted P OP Pending voucher open no acctg posted Accounts Payable User s Manual
43. Open a session on Screen 130 e Advance to Screen 118 e Type valid data in the fields available and press lt ENTER gt to record the information e Close the session using Screen 130 Page IV 30 Accounts Payable User s Manual Voucher Line Item Modify With Accounting Screen 118 FIELD DESCRIPTIONS Action Line Information Voucher 7 digits Entry Required Enter the number of the voucher to be modified Line Item 3 digits Entry Required Enter the line number of an item currently being entered on a voucher Fiscal Year 4 digits Entry Required Default Cost Ref Screen Information Vendor Alt Vendor Dept Ref Invoice Date Due Date Description Hold Flag Cont Wk Force Enter the fiscal year of the voucher to be modified The default is the current fiscal year 1 character YorN Y display cost reference fields 50 digits characters The number and name identifying the vendor to be paid 50 digits characters The number and name identifying the alternate vendor to be paid 4 digits Shows the departmental voucher reference number 8 digits Displays the date the invoice was issued 8 digits Identifies the date the remittance is due to the vendor 30 characters Displays a description of the voucher item 1 character Y is used to hold a voucher from the check or state voucher cycle N indicates voucher not held 1 character Indicates that this payment i
44. Override 14 digits Enter the number of the invoice to be paid Accounts Payable User s Manual Page IV 41 Create a Credit Memo Screen 108 FIELD DESCRIPTIONS cont d PCA 5 digits This field is used to enter the Program Cost Account code a USAS required field used as a coding reduction field Used to override the calculated PCA code Should be used primarily on vouchers against GL accounts Cost Ref 1 2 3 7 characters Three fields may be used for cost reference accounting entries Dates Inv Rec 6 digits Enter the date the invoice was received This must be 1 after or equal to the invoice date and 2 before or equal to the date the voucher is being entered Delv 8 digits Indicate the date items services were received Req Pay 8 digits Include the date payment is required Ic 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation Rsn 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Contract Terms Prohibit Pymt GE GSC Exemption Granted 7 Documented MI Mailing Instr On PO Not Followed NI No Invoice Received
45. Page IV 42 Accounts Payable User s Manual Create a Credit Memo Screen 108 FIELD DESCRIPTIONS cont d Current Batch Information Transactions Amount Batch Date Additional Functions PF KEYS PF9 Multi PF10 Desc PF12 Warns 7 digits Displays the number of transactions processed 15 digits Indicates the total amount of the transactions processed 6 characters digits Designates the current batch reference 8 digits Shows the session date entered on the batch header See Appendix for explanation of standard PF Keys Allows additional line items to be entered for multi account vouchering if necessary Provides space for a longer description to be entered Displays nonfatal warning messages Accounts Payable User s Manual Page IV 43 Void A Check Checks may be voided on Screen 110 before they have been reconciled A single void check transaction will void the check in the reconciliation file and automatically make the reversing entries in financial accounting for each voucher related to the check If a credit memo is combined with a voucher voiding the check will not affect the credit memo lines This must be done with an offset voucher See Credit Memo screen 108 Screen 110 Void Check 110 Void Check 05 13 03 17 04 FY 2003 CC SA Screen Vendor 19999999990 Check Number A004517 Check Amount 100 36 Bank Number 03102 Transactions 0 Amount 0 00 Batch JAC
46. Page VIH 29 Voucher Inquiry by Dept Ref Screen 167 FIELD DESCRIPTIONS cont d Additional Functions PF KEYS P CL Pending closed closed but not posted should post overnight and enter into CYCL otherwise there may be a problem OUT Outstanding after being posted but before entering the check or state voucher cycle RECN Reconciled Cleared Bank or State Comp VOID Check or State voucher voided See Appendix for explanation of standard PF Keys Page VIII 30 Accounts Payable User s Manual Voucher Total Inquiry The voucher header information that is common for all line items of a specific multi account voucher can be viewed on Screen 168 Each of the multiple accounts included on the voucher is displayed with one line of information The easiest way to access Screen 168 is through Screens 161 through 165 Typing an X in the S Select field of these screens will pass the information to Screen 168 In this case the voucher line item and fiscal year are automatically entered on the action line To see more detail about the line items of the voucher type an X in the S field and press enter to advance to Screen 169 When looking at the status on a voucher keep in mind that the status field only shows the status of the 1 line of the voucher If there are multiple lines you need to check each one to see the status Screen 168 Voucher Total Inquiry 168 Voucher Total Inquiry 05 12 03
47. Payment of Travel Expenses FED Contract Terms Prohibit Pymt GSC Exemption Granted 7 Documented Mailing Instr On PO Not Followed No Invoice Received FC GE MI NI 15 digits The account number sub account number and the sub code used to pay the voucher 7 characters digits The number assigned to the purchase order by Fiscal 4 digits Object code used when the encumbrance was created 1 character Encumbrance liquidation indicator P Partial liquidation F Full liquidation N No liquidation 5 digits The number and name identifying the vendor to be paid Accounts Payable User s Manual Modify Voucher Line Item Screen 107 FIELD DESCRIPTIONS cont d Comp Code 4 digits Identifies the Comptroller code used by the state to track expenses Item Amount 11 digits Displays the dollar amount for a specific item on a voucher Inv 10 characters digits The number of the invoice Cost Ref 1 2 3 7 characters digits Three fields to be used for cost reference accounting entries Current Batch Information Transactions 7 digits Number of transactions processed Amount 15 digits The total amount of the transactions processed Batch 6 characters digits The current batch reference number Date 8 digits Session date entered on the batch header Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF10 Provides space for a longer description
48. Recon Bank 03000 From Check No 821388 825933 829230 846822 878628 890786 894021 911874 915047 919245 919246 919962 946207 Z22222222K 2224 Bank Check No Campus Recon Void ZZZZZKKKZZKZK Vendor 39999999990 39999999993 39999999991 1999999999T 19999999991 39999999999 39999999990 39999999990 39999999990 29999999990 29999999990 39999999991 19999999991 FY 2003 CC From Date Date 07 17 1998 07 28 1998 08 04 1998 03 04 2003 09 29 1998 10 26 1998 10 29 1998 12 08 1998 12 14 1998 08 20 1999 09 16 1999 05 04 2000 02 01 1999 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp BASIC STEPS e Advance to Screen 185 e _ Enter the Recon bank number and press lt ENTER gt OUTSTANDING CHECK LIST PROCESSES e The From Check No field may be used to position the display Entering a specific check number will position the inquiry information to begin with this check number e The From Date field may be used to inquire on checks by date Entering a specific date will display all checks printed on this date for a specified account bank e Type an X in the S Select field beside the Acct Bank line item and press lt ENTER gt to pass the check information to Screen 186 FAMIS Vouchers by Check Inquiry where detailed information is provided See section on Screen 186 for more information Page VIII 56 Accounts Payable User s Manual
49. USAS DOCUMENT Types and Purchase Category Codes PCC USAS document types currently allowed in FAMIS are as follows Document type use for Travel vouchers Document type 2 use for Post Audit by TPBC purchase vouchers PCC is required Document type 3 use for Pre Audit by TPBC purchase vouchers PCC is required Document type 9 use for Exempt from TPBC purchase vouchers Document type T use for interagency payments TBPC is the Texas Building and Procurement Commission Note Type T documents entered into FAMIS will not create a record in the file transmitted to USAS USAS State Requisition Number The State requisition number is required in USAS on document types 2 and 3 e For Document type 3 FAMIS will always transmit the State requisition number to USAS as entered on the voucher screens e For Document type 2 FAMIS will transmit the State requisition number to USAS if the number was entered on the voucher screen If no requisition number was entered on the voucher screen the voucher number will be sent as the state requisition number Page II 10 Accounts Payable User s Manual FAMIS to USAS Voucher Interface USAS Payment Distribution Type PDT The USAS PDT code indicates how the vendor will be paid by the state Following are the valid PDT codes in FAMIS Blank Will default based on the TPIS vendor record If vendor is set up as direct deposit vendor will be paid direct deposit D Direct Deposit
50. VOID STATE VOUCHER PROCESSES Shown below is the confirmation screen that appears after the state voucher void information has been entered on Screen 146 To verify deletion enter a Y to abort the void process enter an N Screen 146 Confirmation Screen to Void State Voucher 146 Void State Voucher 05 12 03 15 36 FY 2003 CC AM Screen Voucher 0000034 Fiscal Year 2002 Vendor 19999999991 MICROAGE Alt Vendor State Voucher Void Enter Y to Confirm Void Transactions 0 Amount 0 00 Batch JCO001 Date 05 12 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Warns FIELD DESCRIPTIONS Action Line Information Voucher 7 digits Entry Required Enter the number of the voucher to be deleted Fiscal Year 4 digits Entry Required Type the fiscal year for the voucher being voided Screen Information Vendor 11 digits Displays the vendor identification number that is on the voucher to be deleted Alt Vendor 11 digits Displays the alternate vendor ID number on the voucher to be deleted Page IV 50 Accounts Payable User s Manual Void A State Voucher Screen 146 FIELD DESCRIPTIONS cont d State Voucher Amount 14 digits Entry Required Enter the dollar amount of the original voucher OR State Voucher Credit Memo Amount 14 digits Entry Required Type the dollar amount of the original credit memo Current Batch Information Transactions
51. Vndr 17999999998 Voucher 0171808 Fiscal Yr 2003 All Y Include Only Acct Dept Ref Pg 1_ of 1 Pg s Vch First Batch M Voucher Lns Account Description c 1456448 3 134059 50000 ENCLOSURE AND POWER E RECN 2 317 00 12 17 02 8 1458439 1 809012 24000 DELL COMPUTER RECN 1 119 00 12 18 02 8 _ 1524908 1 225380 00000 INDIVIDUAL HARD DRIVE PAID 1 352 00 05 08 03 8 Vendor Total 4 788 00 x k End of voucher list for vendor Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Frwd Addr Left Right Screen 170 Voucher Inquiry by Alternate Vendor Panel 2 170 Voucher Inquiry by Alt Vendor 05 21 03 16 02 DELL MARKETING LP FY 2003 cc 02 Screen Alt Vndr Voucher Fiscal Yr All Include Only Acct Dept Ref Pg of 1 Pg s Vch First Dept Check Check S Voucher Lns Account Description Net Amount 1456448 3 134059 50000 ENCLOSURE AND 0685 STVCHR 12 18 02 2 317 00 1458439 1 809012 24000 DELL COMPUTER 0305 779358 12 19 02 1 119 00 1524908 1 225380 00000 INDIVIDUAL HA 1620 862841 05 09 03 1 352 00 Vendor Total 4 788 00 x k End of voucher list for vendor Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Frwd Addr Left Right Page VIII 48 Accounts Payable User s Manual Voucher Inquiry by Alt Vendor Screen 170 VOUCHER INQUIRY BY ALTERNATE VENDOR PROCESSES Type the alternate vendor s identification number and any othe
52. Y Do not print check voucher 1 character This field is for a USAS defined document type code that determines processing at the state 1 character Help Available A General Services Commission GSC defined Purchase Category Code that identifies various purchase types and associated payments 2 characters Help Available Shows a USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits 1 character Y overrides the State Vendor Hold and allows the line item to create a check 2 characters each Help Available USAS Descriptive Legal Text that identifies up to 5 stamps to be put on a voucher 1 character Indicates that this payment is flagged as a Contract Work Force payment Accounts Payable User s Manual Page IV 27 Modify Voucher Line Item Screen 107 FIELD DESCRIPTIONS cont d Vchr Hdr IC Reason Account P O Number Encumb Obj P F N Lig Ind Bank Page IV 28 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation Issue s AP Advance Payment DP Disputed Payment DT Direct
53. a Range of Pending Vouchers Pending Interest Voucher Modify Pending State Interest Create Mod Preview Flag Reset Credit Memos Credit Memo Prepaid Credit Memo Other Menus M13 Voucher Update Menu Part 2 M18 1099 W2 Menu Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp M13 Voucher Update Menu Part 2 M13 Voucher Update Menu Part 2 Screen Vendor 05 09 03 14 05 FY 2003 CC 02 Voucher Revolving Vouchers Revolving Voucher Create Revolving Voucher Amount Modify Revolving Voucher Drop Void Revolving Check Prepaid Revolving Voucher Prepaid Revolving Amount Modify Revolving Check Receipt Change Source of Funds Chg Src State to State Chg Src Local to Local Chg Loc to St St to Loc Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Page I 8 Accounts Payable User s Manual Page II 2 Accounts Payable User s Manual Check and Voucher Cycle Processing Local Check Cycle The purpose of the check print cycle is to prepare and print checks for payment of goods and services Voucher records are not updated with the check information until the check update cycle is run e The check print program collects all voucher records due each vendor combines the amounts and writes a check e Check stub contains the itemized description or invoice number for each check The purpose of the
54. check update cycle is to update the files to record payment by check or a voucher e Updates the voucher record with the check number and date the vendor record with the check number and date e If an invoice was entered on the voucher the invoice record is updated with the check number and date e Currently check updates are processed the night after the check print program is run The daily processing cycle will produce one check for each separate voucher for a single vendor Checks will be produced even if the voucher total is zero 0 The register will show VOID ZERO to signify a check was written but voided Separate Checks There are various ways to produce a separate check 1 Enter a 9 in the Type field TC 149 2 Enter a 2 in the Type field TC 142 Accounts Payable User s Manual Page II 3 Check and Voucher Cycle Processing 3 Enter a value other than V or Z in the Enclosure Code field Enclosure codes of V or Z separate out in sort but no separate check is produced NOTE Separate checks with enclosure codes are sorted by voucher number within the enclosure code The following will also produce separate checks Checks created from revolving vouchers TC 147 Checks for change source of funds processes TC 148 Credit memos TC 159 State Voucher Cycle The state voucher cycle is run at the same time the check cycle is run e The voucher print cyc
55. cycle originally entered on Screen 104 or from a prepaid voucher Screen 109 Pending Voucher Create Modify Used to create or modify a pending voucher Pending Voucher Create Modify with P O Numbers Create or modify a pending voucher with PO Numbers Post a Range of Pending Vouchers Used to post a specified range of pending vouchers Page X 8 Account s Payable User s Manual Ei accounts Payable Screen Information MENU SCREEN DESCRIPTION 114 115 116 118 119 124 125 Pending Interest Voucher Modify Used to modify the account on a pending interest voucher Pending State Interest Create Modify Used to create or modify interest passed from the State to the correct FAMIS voucher Prepaid Credit Memo Enter a credit memo for a prepaid voucher Voucher Line Item Modify Used to add modify voucher line item information and affect accounting Prepaid Voucher Amount Modify Change the amount of a prepaid voucher entered on Screen 109 Updates both the check reconciliation file and the voucher file Session Batch Header List Provides a list of all session batches processed in FAMIS Voucher Amount Modify Used to change the amount of a voucher entered on Screen 104 Must be done before the voucher is paid MENU SCREEN DESCRIPTION 126 127 130 131 134 135 136 Revolving Check Receipt Updates the state voucher file to record the receipt of the chec
56. cycle for payment 11 digits Indicate the State Requisition Number 7 characters TBPC General Services Commission defined code for purchase orders requiring their approval 35 characters Enter a description of the voucher to be created 25 digits Include the customer Accounts Receivable number assigned to purchaser by vendor 1 character Enter Y to override the sending of ACH Automated Clearinghouse for a vendor This keeps the routing information available Checks will be created for the vendor until reset 1 character Help Available Designate flag indicator N or Blank No hold on voucher print Y Do not print check voucher 1 character Help Available Examples are D Dollar value P Percentage value V Code taken from Vendor record T Code based on Discount code table 2 characters This field is used for pre defined discount codes Values can be viewed on Screen 808 Page VI 6 Accounts Payable User s Manual Create Revolving Voucher Screen 134 FIELD DESCRIPTIONS cont d Disc Amt Alt Vendor W2 SSN Travel Hotel Zip USAS Doc Type PCC Code PDT Code LDT Codes 11 digits When used with discount type D enter the dollar amount of the discount to be applied When used with discount type P enter the percent discount to be applied 11 digits Alternate vendor receiving payment Check will be made to the alternate vendo
57. enter transactions Accounts Payable User s Manual Page III 3 Accounts Payable Session Batch Initialize Screen 130 SESSION BATCH PROCESSES All transactions processed within a session contain the session reference number and date When the session is opened for the first time the system creates a batch record that has this reference number and date As transactions are processed the system accumulates the number of transactions processed and the cumulative total absolute or HASH total of all dollars processed in the session These control totals are displayed at the bottom of all the real time updating screens The batch record is not updated with the totals until the batch is closed Reopening A Session A session may be opened and closed as many times as necessary throughout the day it is created Each session record has a run date which is the current CPU date As long as the run date on the session and the CPU date agree and an AP Check Voucher Cycle has not been run the session can be reopened Viewing A Session To view Accounts Payable session and batch information use inquiry Screens 124 and 127 Additional information may be seen using the AP batch summary listing VBMR100 which is printed with the daily reports STEPS TO CLOSE A REAL TIME SESSION e Advance to Screen 130 e Type in Session Reference and Date Press lt ENTER gt e Type a C close in the Session Status field and press lt E
58. 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 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 called the Passback feature Screen 002 GL 6 Digit 002 GL 6 Digit 11 07 97 10 46 FY 1998 CC AA Screen Account 033333 TEST GL ACCOUNT Account Title TEST GL ACCOUNT Resp Person 999999999 TRAINING PERSON Old Acct Year end Process F Reclassify _ Reporting Group _ Aux Code Fund Group AX Sub Fund Group __ Sub Sub ___ Function AX Default Bank 00001 Override N SL Mapped Count 1 Alternate Banks 03000 Security Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Screen 002 GL 6 Digit Fund Group Help Pop Up Window F0003 Record has eee DICTIONARY HEL P 998 CC AA Screen __ Accou VALUES MEANING Account Title TE Resp Person 9999 AGENCY Year end Process ANNUITY amp LIFE INCOME Fund Group AUXILIARY NOT SPECIFIED Default Bank DESIGNATED Alternate Banks ENDOWMENTS FUNCTIONAL AND GENERAL Is INTEREST amp SINKING Primary Secondary Default Rule IAFRS FG FS FUND GR Long Title View IAFRS GENERAL SUBSIDIARY LEDGER Field FG FS FUND GR Account Letter Select a Value or Press lt PF4 gt to Quit A
59. gt to return to Screen 111 There is no field to enter a previously established P O Encumbrance Screen 111 witi Account Vouchering Dup Comp Inv ce Disc Inv Ln Account Bank Code Amount R Amount 1099 Ovr 1 271130 00000 5840 03102 7442 517 00 _ al Inv 7002941 PCA Cost Ref 1 3 Del Dates Inv Rec 02 09 2001 Delv 01 31 2001 Req Pay 02 20 2001 IC _ Rsn 2 271130 00000 4030 03102 7304 83 57 _ Inv 7002941 PCA Cost Ref 1 2 3 Dates Inv Rec 02 09 2001 Delv 01 31 2001 Req Pay 02 20 2001 IC _ 3 271130 00000 5512 03102 7260 205535 Inv 7002941 PCA Cost Ref 1 2 3 Dates Inv Rec 02 09 2001 Delv 01 31 2001 Req Pay 02 20 2001 IC _ Inv Cost Ref 1 2 Dates Inv Rec Delv Req Pay Total Working Items 3 630 10 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp XRItm Bkwd Frwd voiInt Exit Multi Account Encumbrance Liquidation Multi account vouchers can use different purchase order numbers one for each line item of the voucher Multi account vouchers can liquidate one purchase order number on multiple lines If all lines of the multi account voucher will drive expenses over the encumbered amount input the P F N Liq Indic field with the following values e Put F on the multi account line that finalizes the liquidation e Then N on all of the remaining multi account lines Page IV 60 Accounts Payable User s Manual Create Modify Pending Voucher Screen 111 FIELD
60. make modifications Press PF10 to close the document Press PF11 to see the interest items and make necessary changes additions FIELD DESCRIPTIONS Action Line Information Voucher Fiscal Year Screen Information Doc Summary Vendor Dept Ref Enclosure Code 7 digits Entry Required Enter a valid voucher number that has interest 4 digits Entry Required Displays the current fiscal year Modify if needed 30 characters Displays a brief description of the document 11 characters digits Shows the vendor s identification number and name 7 digits Identifies a reference number used by the department 1 character digit Displays the code used to separate checks in the check cycle Valid values include A Auditor Blank Not specified C Comptroller L Local S Audit Services Y Enclosures 1 Housing Deposit Refunds 2 Student Stipends Accounts Payable User s Manual Page IV 77 Pending Interest Voucher Modify Screen 114 FIELD DESCRIPTIONS cont d Invoice Date Order Date Due Date State Req Nbr GSC Ord Description Cust AR NBR Hold Flag Alt Vendor W2 SSN Travel Hotel Zip 8 digits Identifies the date on the invoice 8 digits Shows the date the order was placed with the vendor 8 digits Displays the date payment is due before incurring interest 8 digits Identifies the requisition number given by the state 7 characters
61. master file of the Financial Accounting 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 Action Context Line Alias AP Attributes Automatic Budget Reallocation ABR An application of the Financial Records System AP processes vendor payments and keeps track of financial activity involving vendors 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 A commonly used name for a customer 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 See Accounts Payable Descriptive data associated with a record Examples are school department function name and responsible person Attributes support a variety of sophisticated reporting techniques When transactions are entered a process by which the system automatically transfers budget dollars from predefined budget pools to specific object codes Page X 22 Account s Payable User s Manual Bank Transfer Batch Session Batch Interface BBA Budget Budget Balance Available BBA
62. new SL account and subcode The bank changes If the bank for the transaction changes a credit disbursement is processed TC 068 to reverse the original voucher A voucher is created using the new bank and a check will be printed by the check cycle payable to the agency to reimburse the original bank The cashier should deposit this check in the original bank or the local depository bank if the old bank was part of the cash concentration pool Through the cashiering process a credit should be made to the change source of funds clearing account A journal entry TC 068 is made Debit change source of funds Clearing account Credit old SL account and subcode A journal entry TC 068 is posted normal AP journal entry Debit new SL Credit accounts payable liability account Accounts Payable User s Manual Page VII 11 Local to Local Funds Source Change Screen 142 The new voucher is posted to the voucher file with voucher TC 148 and the alternate vendor is the ID for the agency as defined on Screen 822 A check is printed in the check cycle payable to the agency to reimburse the original bank The cashier should deposit this check in the original bank or the local depository bank if the old bank was part of the cash concentration pool Through the cashiering process a credit should be made to the change source of funds clearing account NOTE The voucher will be posted regardless of whether the SL changes o
63. not selected for processing in the print cycles For vouchers that have entered the print cycles and need correction you must wait until they are out of cycle then delete and re enter them correctly Prior to Print Cycles e Use Screens 105 or 125 to modify both state vouchers and local vouchers Post Print Cycles Local Vouchers e Use Screen 110 to void the check this will automatically void the voucher State Vouchers e Use Screen 146 to void the whole state voucher e Use Screen 147 to enter a partial void for state disallowance Accounts Payable User s Manual Page IV 7 Create a Regular Voucher Screen 104 FIELD DESCRIPTIONS Action Line Information Vendor 11 digits The number identifying the vendor to be paid Voucher 7 digits The number of the voucher to be created Default Cost Ref 1 character Enter Y or N Y Displays the cost reference fields for entry Screen Information Type 1 digit The third digit of the transaction code which indicates the type of voucher Dept Ref 7 digits Reference 4 Departmental voucher reference number Enclosure Code 1 character Help Available Code indicating enclosures may be included This will force separate checks for local vouchers Vouchers will be grouped by identical codes A Auditor Blank Not specified C Comptroller L Local S Audit Services Y Yes enclosures Invoice Date 8 digits The date the inv
64. of Funds REGULAR VOUCHER PROCESSES Automatic Voucher Numbering To prompt FAMIS to automatically assign a voucher number a valid prefix must be typed in the voucher field FAMIS Services sets up valid prefixes on Screen 834 Voucher Type Create and they can be viewed on Screen 835 Last Voucher Number Used Table The steps for automatic voucher numbering are e Type a valid prefix in the Voucher field e Press lt ENTER gt and begin entering voucher information e After final data acceptance the assigned voucher number will be given in the message above the Screen field or in the pop up screen visible by pressing PF3 Due Date Processing The Due Date field determines the date on the check The voucher will be pulled to cycle the day prior Tech Note The DATETO parameter usually set to APCYCLE in the JCL is compared to the Due Date field to determine if the voucher is pulled to cycle APCYCLE pulls the voucher to cycle the night before and uses the Due Date on the check Creating a Single Voucher for Multi Accounts Before a voucher is accepted a pop up screen for Multi Account Vouchering appears Different accounts 15 digits paying the same vendor can be charged with a single voucher Since these accounts are input at the object code level you have the choice of 1 combining line items to the same object code to one line or 2 entering each line item separately Keep in mind you only can input one invoice number
65. system or leave blank Indirect Also 1 character Type Y to include the Indirect transactions Ref 1 digit Enter a value for the reference code entered 1 2 3 or 4 Bank Option 1 character Type Y to display the bank used when entering the batch transactions If N is entered it will display the offset account Screen Information Account 10 digits Indicates the account affected by the transaction Page I 10 Accounts Payable User s Manual TC Ref Date Description Dir Ind Amount Offset Acct Or Bank Panel 2 Account TC Ref Date Transaction Inquiry by Batch Screen 127 FIELD DESCRIPTIONS cont d 3 digits Shows the transaction code designating the type of transaction 7 digits Displays the reference code number entered on the Action Line 4 digits Shows the date the batch session was entered 16 characters Describes the transaction item 1 character Indicates whether the transaction is D Direct or I Indirect Indirects are only displayed if you type Y on the Action Line in the Indirect Also field 15 digits Shows the amount of the transaction item 1 character Indicates credit debit or encumbrance liquidation either P Partial or F Final 10 digits Displays the offsetting account for direct double sided transactions Bank information will be shown if Y is entered in the Bank Option field on the Action
66. that new transactions cannot be posted This includes no feeds or invoice postings for this document See Financial Records System 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 The equity of a fund the difference between assets and liabilities A related collection of funds 6 digit GL accounts Examples include Current Unrestricted Current Restricted Loan Endowment Annuity and Life Income Plant and Agency A one digit identification number representing the fund group with which an account is associated A movement of dollars from one fund balance to another G A balance sheet account for the institution All GL account numbers begin with 0 zero See General Ledger Accounts Payable User s Manual Page X 25 Glossary Appendix GL SL Job Control Relationships User defined structures Language A problem oriented language relating Subsidiary Ledger used in IBM that expresses revenue expense accounts to the statements of a processing General Ledger fund job It is also used to identify accounts the job or describe its requirements usually to an Global Subcode operating system Edit GSE A system edit which checks each new 10 digit account Journal Entry A non cash transfer of dollars against a table which between two or more specifies valid combin
67. the new account to be debited 5 digits nnnnn Enter the number of the new bank used for the voucher transaction If blank it will be the default bank assigned to GL or SL or SA account 1 character Enter Y or N Y Will display the cost reference fields for entry 7 digits Enter the number assigned to the original voucher 4 digits Indicates the fiscal year the voucher was posted 5 digits nnnnn Designate the number of the bank used for the voucher transaction If blank it will be the default bank assigned to GL or SL or SA account 4 digits Displays the State Comptroller Object Code Entry Required Entry Required Entry Required Entry Required Entry Required Page VII 6 Accounts Payable User s Manual State to State Funds Source Change Screen 141 FIELD DESCRIPTIONS cont d Dept Ref New Comp Code New Dept Ref Type Enclosure Code Invoice Date Order Date Delivery Date 7 digits This field is used for the Reference 4 Departmental reference number 4 digits Enter the Comptroller code for new account used as source of funds 7 digits This field is used for Reference 4 Newly assigned departmental reference number 1 digit The third digit of the transaction code which indicates the type of voucher Presently an 8 will appear indicating a Change Source from State to State transaction 1 character Help Available Enter a cod
68. the state 1 character Help Available Displays the General Services Commission GSC defined Purchase Category Code that identifies various purchase types and associated payments 2 characters Help Available A USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits 2 characters each Help Available USAS Descriptive Legal Text that identifies up to 5 stamps to be put on a voucher 1 character Y Indicates the voucher is a revolving voucher 5 characters Designates fund type to pay the voucher 6 digits Check number printed on check 8 digits Date check was printed 1 character Y or N indicates if budget balance can be overridden PF KEYS See Appendix for explanation of standard PF Keys PF5 Post the voucher VPost PF6 Shows additional information Desc about the description Page IV 84 Accounts Payable User s Manual Pending State Interest Create Modify Screen 115 FIELD DESCRIPTIONS cont d PF9 Reopen the voucher ReOpn PF10 Close the voucher Close PF11 Identifies additional line items to be Multi entered for multi account vouchering if necessary PF12 Displays nonfatal warning messages Warns Accounts Payable User s Manual Page IV 85 Pending State Interest Create Modify Screen 115 Page IV 86 Accounts Payable User s Manual Page V 2 Accounts Payable User s
69. the state requisition number 8 digits Displays the date the check was printed 6 or 8 digits XXXXXX Or Xx Xx xx Identifies the date given by the state indicating when the state warrant was produced 12 digits The total amount of the voucher the sum of the line items 1 character Y Indicates the check has been reconciled The date indicates when the bank cleared the check 3 characters Document type code assigned by USAS 1 character A General Services Commission GSC defined Purchase Category Code that identifies various purchase types and associated payments Page VIII 35 Voucher Total Inquiry Screen 168 FIELD DESCRIPTIONS cont d Bank Trace IC Reason Orig Dist Date Itm Account Net Amount 15 digits Shows the bank number the voucher was paid against 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Contract Terms Prohibit Pymt GE GSC Exemption Granted 7 Documented MI Mailing Instr On PO Not Followed NI No Invoice Received 8 d
70. vouchers the number of vouchers posted and the number of vouchers with errors Screen 113 Post A Range Of Pending Vouchers 113 Post A Range Of Pending Vouchers 05 12 03 15 43 FY 2003 CC AM Screen Fiscal Yr 2003 From Voucher 0000220 To Voucher 0000320 Number of Pending Vouchers Number of Vouchers Posted Number of Vouchers w Errors Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Post Bkwd Frwd BASIC STEPS e Advance to Screen 113 e FEnter the fiscal year if other than the current year e Type beginning voucher number in the From Voucher field and enter the ending voucher number in the To Voucher field for the range of pending vouchers to be posted Press lt ENTER gt FIELD DESCRIPTIONS Fiscal Yr 4 digits Entry Required Designate the fiscal year in which the pending vouchers were created From Voucher 7 digits Entry Required Enter the beginning voucher number in the range of pending vouchers to be posted Page IV 74 Accounts Payable User s Manual Post A Range of Pending Vouchers Screen 113 FIELD DESCRIPTIONS cont d To Voucher 7 digits Entry Required Enter the ending voucher number in the range of pending vouchers to be posted Screen Information Number of 3 digits Pending Vouchers Displays the number of pending vouchers outstanding within the range Number of 3 digits Vouchers Posted Indicates the number of pending vouch
71. 0 02 11 21 02 N PRPRPIYIORPRPRPWOrROW NANAAAAAAAAAAAAA BASIC STEPS e Advance to Screen 124 e Type the batch header code if known in the Batch Ref field and press lt ENTER gt The batch information will be displayed at the top of the list on the screen AP SESSION BATCH HEADER LIST PROCESSES e Type an X in the Sel field and press lt ENTER gt to advance to Screen 127 and view detailed batch information e Ifthe batch header code is unknown press lt ENTER gt to access an alphabetized listing of all batches processed in the given fiscal year FIELD DESCRIPTIONS Action Line Information Batch Ref 6 characters digits Entry Required Enter a batch header reference number to place it at the top of the list displayed This number usually indicates the type of transactions entered Accounts Payable User s Manual Page IL 7 Session Batch Header List Screen 124 FIELD DESCRIPTIONS cont d Batch Date Screen Information Se Batch Ref Batch Date Description Amount Count Bank No Run Date St Additional Functions PF KEYS 8 digits Type the date of the batch reference number specified on the Action Line or leave blank 1 character Type an X in this field to select a batch 6 characters digits Designates individual batch header reference usually indicating the type of transactions entered 8 digits Date batch was entered 20 characters Desc
72. 00 04 23 03 04 22 03 421050 00000 1789617 01 08 03 01 07 03 500260 70000 03 06 03 03 05 03 241801 00697 1735788 10 28 02 10 25 02 270490 00000 09 18 02 09 17 02 270490 00000 10 09 02 10 08 02 210670 00000 1735730 10 28 02 09 23 02 210670 00000 1735730 10 28 02 09 23 02 210670 00000 1735730 10 28 02 09 23 02 270280 00000 1729145 10 11 02 10 10 02 270040 05012 09 13 02 09 12 02 PAID 270040 05012 12 17 02 12 16 02 PAID 270040 05012 03 21 03 03 20 03 PAID Press ENTER to view more accounts Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Left Right PRPRPWRRPEPNRPRBPNBNRB Page VIH 18 Accounts Payable User s Manual Voucher Inquiry by Purchase Order Number Screen 164 BASIC STEPS Advance to Screen 164 Type a PO number in the PO Number field and press lt ENTER gt PURCHASE ORDER LIST PROCESSES e Type an asterisk in the Purchase Order PO Number field followed by lt ENTER gt to access a numerical listing of all vouchers by PO number e The Fiscal Year field allows you to select the fiscal year in which the voucher was posted e Type an X in the S Select field beside the voucher and press lt ENTER gt to pass the voucher information to Screen 168 FAMIS Voucher Total Inquiry where detailed information and a list of voucher line items is provided See Screen 168 section for more information e On Screen 168 type an X in the S Select field bes
73. 004 Date 02 28 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Warns BASIC STEPS e Open a session using Screen 130 e Advance to Screen 110 and type valid data in the fields available All fields are required e Press lt ENTER for acceptance If there is a problem with the check or voucher a message will appear above the screen number Otherwise the check is considered void VOIDING CHECK PROCESSES Voiding a check will initiate the following processes e The accounting will be reversed e The voucher and check will be flagged as voided FIELD DESCRIPTIONS Screen Information Vendor 11 digits Entry Required Enter the number identifying the vendor to be paid Page IV 44 Accounts Payable User s Manual Void A Check Screen 110 FIELD DESCRIPTIONS cont d Check Number 6 digits Entry Required Designate the check number being deleted Check Amount 14 digits Entry Required Include the check amount which is used as another reference to confirm the correct check is being deleted Bank Number 5 digits Entry Required Indicate the number of the bank used for the voucher transaction If blank it will be the default bank assigned to GL or SL or SA account Current Batch Information Transactions 7 digits Shows the number of transactions processed Amount 15 digits Indicates the total amount of the transactions processed Batch 6 characters digits Display
74. 07 048 3300014 09 03 THE PRUDENTIAL INS CO OF A Continued Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp View Dload Left Right Accounts Payable User s Manual Page III 9 Transaction Inquiry by Batch Screen 127 BASIC STEPS e Advance to Screen 127 e Type the batch header code and date in the appropriate fields and press lt ENTER gt The individual batch transactions will be displayed TRANSACTION PROCESSES The Ref field can be changed to display values for References 1 2 3 and 4 e To access a specific batch advance to Screen 124 for the batch listings type an X beside the desired batch and press lt ENTER gt This will display the selected batch information on Screen 127 When working with Support Accounts Screen 127 provides the support account version of the same information by pressing PF11 e Type Y in the Bank Option field to display the bank affected by the transaction If N columns will show the offset account number e Type Y in the Indirect Also field to also display the Indirect transactions FIELD DESCRIPTIONS Panel Action Line Information Batch Ref 6 characters digits Entry Required Type a batch header reference number to display the transactions in the batch The batch number usually indicates the type of transactions entered Date 8 digits Entry Required Indicate the date the batch was posted to the
75. 1 4 digits Object code used when the encumbrance was created 1 character Help Available Encumbrance liquidation indicator P Partial liquidation F Full liquidation N No liquidation 5 digits nnnnn The number of the bank used for the voucher transaction If blank it will be the default bank assigned to GL or SL or SA account 4 digit State Comptroller Object Code required for state vouchers Page V 8 Accounts Payable User s Manual Create a Prepaid Voucher FIELD DESCRIPTIONS cont d Item Amount 1099 Dup Inv Ovrrd Inv PCA Cost Ref 1 2 3 Dates Inv Rec Delv Screen 109 12 digits The dollar amount for a specific item on a voucher 1 character digit Help Available Examples are Blank Not Required F Foreign Indiv 1042S Reportable N Not 1099 6 Medical and Health Care 0 Crop Insurance Payments 1 Rents 7 Nonemployee Compensation 2 Royalties 8 Substitute Payments for 3 Other Income Interest 4 Federal Income Tax 9 Direct Sales gt 5000 Withheld For Resale 5 Fishing Boat Proceeds 1 character Y Allow creation of voucher for previously entered invoice Duplicate Invoice Override 14 digits Indicate the number of the invoice to be paid 5 digits Enter the Program Cost Account code a USAS required field used as a coding reduction field Used to override the calculated PCA code Should be used primarily on vouchers aga
76. 14x Entries Regular Vouchers Screens 104 111 112 140 Regular Vouchers 141 Regular Vouchers 142 Produce Separate Checks for Vouchers 143 State Travel Vouchers 147 Revolving Voucher 148 Change of Source of Funds 149 Force Separate Checks for Voucher 15x Entries Credit Memos Screen 108 151 Regular Credit Memo 152 Regular Credit Memo 159 Forces Separate Credit Memo will only match when used on same voucher as charges 16x Entries Prepaid Vouchers Screen 109 160 164 Prepaid Voucher Regular with reconciliation 165 Prepaid Voucher with No reconciliation but does a JE to cash voucher clearing and does not affect the bank 166 Prepaid Voucher with No reconciliation but does offset to the bank 167 Prepaid Revolving Voucher 169 Prepaid Cash Voucher 17x Entries Prepaid Credit Memo Screen 116 170 174 Prepaid Credit Memo with reconciliation 176 Prepaid Credit Memo with No reconciliation and does not offset to the bank 175 Not Used 177 179 Prepaid vouchers with reconciliation Page X 16 Accounts Payable User s Manual FAMIS Session Batch Header Codes BANK TRANSFERBG 006 BTR BUDGET ENTRIES Regular arpo eit eaten gels whet aie BJN Form 500 s stopped 5 1 91 wee eeceseetteenees BUF Beginning Entries eee BEG Corrections Reg ccceccccsceesseeteenees BJC Corrections Form 500 008 BUC Original Budgets
77. 17 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ACH Desc BASIC STEPS e Advance to Screen 105 e Type valid data in the fields available and press lt ENTER gt to modify the voucher VOUCHER MODIFY PROCESSES Most of the fields displayed on Screen 105 can be changed prior to cycle However the following is also true These fields MAY NOT BE CHANGED Vendor number Voucher number Account number Most dollar data Invoice number P F N indicator Bank Accounts Payable User s Manual Page IV 15 Modify an Unpaid Voucher Screen 105 If corrections need to be made to any of the preceding fields you must drop the voucher or the line item on Screen 106 and then recreate it on Screen 104 with the correct information These fields MAY be changed but using Screen 125 e Voucher Total e Discount information TRANSACTION CODES Changes may be made to the Transaction Type field as long as the type of voucher is not changed For example the transaction type to process a regular voucher TC 141 cannot be changed to a revolving process voucher TC 147 ACH OVERRIDE FLAG Screen 105 allows the ACH Override flag to be changed on vouchers which have the Original distribution date set This eliminates problems where 1 vendors were on state hold and 2 vouchers and credit memos summed to a negative amount in the ACH or Check Cycle These ACH entries can now be o
78. 260 A420893 0490250 0490251 0490253 0490252 0490254 0490256 0490262 0490264 062 0490266 02 12 09 30 10 09 11 04 01 15 10 21 10 18 10 23 10 23 10 25 10 31 11 05 11 07 11 14 05 12 03 17 20 PROTEIN CHEMISTRY LABORATORY FY 2003 CC 02 Screen Account 271020 Ref 2 Direct Indirect D Bank Option N Description TRSF FM OVERREALIZ PCL MINI COURSE BI ID PAGE MINI COURS PCL MINI COURSE BI BIOLOGY PROTEIN CHEM LAB B SALES SALES SALES SALES SALES SALES SALES SALES Continued I BatRef Offset Acct 271020 133518 186180 158044 027102 510100 001004 300 001004 300 001004 340 001004 1 350 001004 1 000 001004 1 350 001004 800 00 DDP389 001004 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp View DLoad Left Right Accounts Payable User s Manual Page X 19 FAMIS Reference Codes Appendix REFERENCE 3 Auto or Field Manual Type Code Related Transactions REF 3 A AP Check 04x AP Disbursements GL 068 Prepaid Vouchers M Teller 03x Receipts If manually entered 04x Disbursements 023 Transaction Inquiry by Account 05 12 03 17 23 PROTEIN CHEMISTRY LABORATORY FY 2003 cc 02 Screen s_ Account 271020 Ref 3 Direct Indirect D Bank Option N Description I BatRef Offset 1PW1114 11 14 5 DDP389 001004 1PW1122 11 22 SALES RECEIPTS DDP301 001004 12 10 CHEM LAB VAPH IDT314 144002 1PW1206 12 06 SALES
79. 4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp 167 Voucher Inquiry by Dept Ref Screen Dept Voucher 1434300 1469687 1493369 1420799 1406682 1413039 1467549 1454700 1479962 1526005 1461284 1526004 1461595 1474427 Dept Ref 166 First Account 130055 00000 130055 00000 150003 23000 210670 00000 214360 00000 214360 00000 219250 17080 241407 00000 240909 00000 246206 60000 300090 12000 246206 10000 300090 12000 270650 00000 x x Press ENTER Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Bkwd Frwd Fiscal Yr 2003 Pg 1 Description ZIP DRIVE INV 1054 PHOTOCOPIES INV 021 INK JET CARTRIDGES 100702 100802 FT WORTH TX VHS TAPES AND SLEEVES DVD TAPES TEMPORARY EMPLOYMENT FREIGHT CHARGES PER AIRBILL NUMBER REGISTRATION FOR LARRY PEREZ TO ATT AIRFARE FOR DR EWING TO TRAVEL FRO GAME GUARANTEE FOR UNIV ARKANSAS FO AIRFARE FOR MIKE BUCKLEY TO TRAVEL GAME GUARANTEE FOR GAME PLAYED ON 1 PHENYBUTE PASTE CATHETERS NURSER to view more Vouchers Bkwd Frwd 05 12 03 16 48 FY 2003 cc 02 1 Viewed Pg s Description ZIP DRIVE__ PHOTOCOPIES INK JET CART 100702 10080 VHS TAPES AN DVD TAPES TEMPORARY EM FREIGHT CHAR REGISTRATION AIRFARE FOR GAME GUARANT AIRFARE FOR GAME GUARANT PHENYBUTE PA Left Right 05 12 03 16 49 FY 2003 cc 02 1 Viewed Pg s Stat RECN RECN RECN RECN RECN RECN RECN PAID RECN P C
80. 5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Warns Screen 136 Revolving Voucher Drop Pop Up Window 136 Revolving Voucher Drop 05 12 03 15 53 FY 2003 CC SA Screen Voucher 0001126 Fiscal Year 2002 Vendor 10200000000 SHINE ON INDUSTRIES Voucher Drop Confirmation P O Enc P F N Account Number Obj Ind Bank 440091 00000 4010 12030 Cost Amount Inv Number akatal Gis Enter Y to Drop Transactions 123 54 Batch AMCO01 Date 05 12 03 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help WErrs Copy Paste Errs Deflt Exit Accounts Payable User s Manual Page VI 15 Revolving Voucher Drop Screen 136 BASIC STEPS e Open a session on Screen 130 e Advance to Screen 136 e Fnter valid data in the Action Line fields Press lt ENTER gt to access the data pertaining to the specified voucher e To drop a single line item from a revolving voucher type a line item number in the Line Item field Press lt ENTER gt e Type ALL in the Line Item field to drop an entire voucher and press lt ENTER gt e Once the pop up window appears asking for confirmation of the deletion enter Y to continue the deletion process or N to have the process aborted e Close the session using Screen 130 DROP REVOLVING VOUCHER PROCESSES Drop A Single Line Item from Multiple Account Revolving Vouchers When a multiple account revolving voucher requ
81. 57 028821 176 2037494 039374 147 1340795 L278573 1652250 042035 163 071602 1405282 L302615 1717266 x k Press lt ENTER gt to view more vouchers Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Addr Left Right ooo0oo0o0coe0co0oe0ceC0C Cong Accounts Payable User s Manual Page VIH 3 Invoices by Vendor Inquiry Screen 160 BASIC STEPS e Advance to Screen 160 e Type a vendor number in the Vendor field A list of invoices and pertaining information will be provided for the specified vendor INVOICE FILE LIST PROCESSES e Type a vendor number in the Vendor field for a specific vendor or an asterisk or part of the vendor name for a pop up window of all vendors Press lt ENTER gt to access the information e Inthe pop up window typing an X beside the vendor will pass the information back to Screen 160 where the vendor invoices will be shown e The Invoice Nbr field can be used to position the display Entering a specific invoice number will position the inquiry information to begin with this invoice number FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Entry Required Enter the vendor identification number Invoice Nbr 14 digits Type an invoice number for a particular voucher All 1 character Enter Y or N to indicate if you wish to display all invoices for the selected vendor Screen Information Panel Invoic
82. 6 344 1292 PH FAX Press lt PF4 gt to Exit Page X 14 Accounts Payable User s Manual FAMIS Transaction Codes Transaction codes are three 3 characters in length With the exception of budget transactions and the 059 encumbrance processing only the first two characters for a transaction are significant as to how FAMIS will process the transaction The last character essentially works as a user reference to further describe the transaction Denotes special FAMIS processing For detailed descriptions of these transaction codes see the main body of the manual FAMIS assigned reference codes Users should exercise caution when entering these codes as it makes it more difficult to determine if the information has been processed correctly User defined transaction codes Shown below are suggestions of how these user defined codes are used in different parts of the TAMU system FINANCIAL ACCOUNTING TRANSACTION CODES 02x Entries Budgets 05x Entries Encumbrances Screen 11 Screens 10 10A 10B 10C 10D 050 Previous Year s encumbrances 020 Original Budgets amp Original Budget 051 Salary Encumbrances Corrections 054 Requisition 021 Revised Budgets General 055 Purchase Order 022 Budget Transfers 057 Encumbrance Begin Year Carry Forward 023 Base SL to Support Account Original 058 Regular Encumbrance 024 Base SL to Support Account Revised 059 Current Year Encum
83. ACCOUNTS PAYABLE USER S MANUAL Version 4 0 June 2003 2003 Texas A amp M University System All Rights Reserved This is unpublished information which contains trade secrets and other confidential information that is subject to a confidentiality agreement The unauthorized possession use reproduction distribution display or disclosure of this material or the information contained herein is prohibited Page I 2 Accounts Payable User s Manual INTRODUCTION The purpose of this manual is to assist in accessing and utilizing information in the Accounts Payable section of 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 Fixed Assets and Sponsored Research Manuals for these applications are being developed or are currently available The materials are grouped according to Accounts Payable functions All associated screens and processing information are included along with field descriptions By utilizing the information and guidelines contained in this manual a user should be able to access vendor information and to create modify vouchers vendors and credit memos The FAMIS User Manuals are in a const
84. Acct 011108 3300001 LINCOLN NATIONAL 011107 3300002 LINCOLN NATIONAL 011108 3300003 TEACHERS INSURAN 011107 3300004 TEACHERS INSURAN 011108 3300005 VARIABLE ANNUITY 011107 3300006 VARIABLE ANNUITY 011108 3300007 JEFFERSON PILOT 011107 3300008 JEFFERSON PILOT 011108 3300009 METROPOLITAN LIF 011107 3300010 METROPOLITAN LIF 011108 3300011 ING LIFE INSURAN 011107 3300012 ING LIFE INSURAN 011108 3300013 THE PRUDENTIAL I 011107 3300014 THE PRUDENTIAL I Continued Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp View Dload Left Right CDUDODUOUDDUOVOUUUY pao AE o 1E e DE o BE so E o S e DE D o E v A w N o D o 127 Transaction Inquiry by Batch 05 09 03 14 28 FY 2003 cc 02 Screen ___ Batch Ref ACH001 Date 09 03 2002 Indirect Also N Ref 2 Bank Option Y Account Description 011108 3300001 09 03 LINCOLN NATIONAL LIFE INS 011107 3300002 09 03 LINCOLN NATIONAL LIFE INS 011108 3300003 09 03 TEACHERS INSURANCE AND ANN 011107 3300004 09 03 TEACHERS INSURANCE AND ANN 011108 3300005 09 03 VARIABLE ANNUITY LIFE INS 011107 3300006 09 03 VARIABLE ANNUITY LIFE INS 011108 3300007 09 03 JEFFERSON PILOT LIFE INSUR 011107 3300008 09 03 JEFFERSON PILOT LIFE INSUR 011108 3300009 09 03 METROPOLITAN LIFE INSURANC 011107 3300010 09 03 METROPOLITAN LIFE INSURANC 011108 3300011 09 03 ING LIFE INSURANCE AND ANN 011107 3300012 09 03 ING LIFE INSURANCE AND ANN 011108 3300013 09 03 THE PRUDENTIAL INS CO OF A 0111
85. Calculation R Refuse Interest Calculation Reason 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Contract Terms Prohibit Pymt GE GSC Exemption Granted 7 Documented MI Mailing Instr On PO Not Followed NI No Invoice Received Cont Wk Force 1 character Indicates that this payment is flagged as a Contract Work Force Payment Revolving 1 character Help Available Enter Y for revolving voucher N for voucher that is not revolving Accounts Payable User s Manual Page IV 71 Create Modify Pending Voucher with PO Numbers Screen 112 FIELD DESCRIPTIONS cont d Fund Type Prepaid Inv Check Nbr Check Dt Override Bank Budget Balance Override Encumbrances Actuals Additional Functions PF KEYS PF4 ACH 5 characters Designate the fund type to pay the voucher 1 character Enter Y to indicate the invoice was prepaid N to indicate the invoice was not prepaid 6 digits Type the check number printed on check 8 digits Include the date the check was printed 5 digits Use this field to modify the bank code entered on the original voucher 1 character Y indicates budget encumbrances balance can be overridden N indicates bu
86. DDP348 001004 0594 1PW1206 12 06 SALES r DDP348 001004 0594 12 11 PROTIEN CHEM LAB B X IDT325 144006 0594 1PW1212 12 12 SALES 4 778 DDP389 001004 0594 1 1218 12 18 SALES 325 DDP301 001004 0594 1PW0103 01 03 SALES 1 225 DDP314 001004 0594 1PW0115 01 15 SALES 1 652 DDP396 001004 0594 1PW0115 01 15 SALES 100 DDP396 001004 0594 1PW0115 01 15 SALES 1 400 DDP396 001004 0594 1PW0115 01 15 SALES 300 DDP396 001004 0594 061 01 28 PROTEIN CHEM LAB B 2 400 00 IDT339 144013 Continued Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp View DLoad Left Right Page X 20 Accounts Payable User s Manual Field Type REF4 Dept A R Payment Check FAMIS Reference Codes Appendix REFERENCE 4 Code Related Transactions 068 Vouchers Credit Memo Prepaid Vouchers Prepaid Credit Memos Revolving Prepaid Vouchers Change Source of Funds Multi Vendor Vouchers 022 A R Additional Line Item Entry A R Line Item Adjust A R Line Item Payment 060 AFR Entries Reversals SL amp GL 023 Transaction Inquiry by Account 05 12 03 17 22 Screen Account 12 19 01 08 01 08 02 27 03 10 04 24 04 28 05 09 08 31 09 04 09 10 09 25 09 01 09 30 PROTEIN CHEMISTRY LABORATORY FY 2003 Cc 02 271020 Ref 4 Direct Indirect D Bank Option N Description BatRef Offset Acct TEXAS AGRICULTURAL OFFICE DEPOT TEXAS AGRICULTURAL OFFICE DEPOT OFFICE DEPOT TEXAS AGRICULTURAL TE
87. DESCRIPTIONS Action Line Information Voucher Fiscal Year Default Cost Ref Screen Information Doc Summary Vendor Type Dept Ref Enclosure Code Invoice Date 7 digits Entry Required Enter the number of the voucher to be created or modified 4 digits Entry Required Type the fiscal year the voucher was created 1 character Enter Y or N Y will display the cost reference fields for entry 50 characters Entry Required Include a brief summary explaining the document 11 digits Entry Required Identify the vendor to be paid 1 digit Indicate the third digit of the transaction code which shows the type of voucher 7 digits Reference 4 Departmental voucher reference number 1 character Help Available Enter the appropriate code to indicate enclosures may be included This will force separate checks for local vouchers Vouchers will be grouped by identical codes Examples are A Auditor Blank Not specified C Comptroller L Local S Audit Services Y Yes enclosures 8 digits The date the invoice was issued If the user wants the system to calculate the discount the invoice date must be entered This date must be before or equal to the date the voucher is entered Accounts Payable User s Manual Page IV 61 Create Modify Pending Voucher Screen 111 FIELD DESCRIPTIONS cont d Order Date Due Date State Req Nbr GSC Ord Description
88. Dept Ref Enclosure Code Invoice Date Order Date 11 digits Enter the number identifying the vendor to be paid 7 digits Type the number of the voucher to be processed or valid prefix to get a number assigned 1 character Enter Y or N Y Will display the cost reference fields for entry 1 digit This field will always display 7 which cannot be changed 7 digits Reference 4 Departmental voucher reference number 1 character Help Available Type a code indicating enclosures may be included This will force separate checks for local vouchers Vouchers will be grouped by identical codes Examples are A Auditor Blank Not specified C Comptroller L Local S Audit Services Y Yes enclosures 8 digits The date the invoice was issued If the user wants the system to calculate the discount the invoice date must be entered This date must be before or equal to the date the voucher is entered 8 digits Enter the date the order was placed Required for state vouchers Create Revolving Voucher Screen 134 Entry Required Entry Required Accounts Payable User s Manual Page VI 5 Create Revolving Voucher Screen 134 FIELD DESCRIPTIONS cont d Due Date State Req Nbr GSC Ord Description Cust AR NBR ACH Ovrd Hold Flag Discount Type Disc Code 8 digits Show the due date for the payment This field determines when the voucher is pulled to
89. Due Date Processing The Due Date field determines the date on the check The voucher will be pulled to cycle the day prior Tech Note The DATETO parameter in the JCL is compared to the Due Date field to determine if the voucher is pulled to cycle Accounts Payable User s Manual Page IV 67 Create Modify Pending Voucher with PO Numbers Screen 112 PENDING VOUCHER PROCESSES cont d Creating a Single Voucher for Multi Accounts Before a voucher is accepted a pop up screen asking for Multi Account Vouchering information appears Accounts paying the same vendor can be paid with a single voucher Four accounts can be entered at a time If additional accounts are needed use PF8 to add up to twenty lines To add more than 20 lines refer to the appropriate section under Screen 104 If no additions are necessary simply press lt ENTER gt to return to Screen 112 You may reference a previously established encumbrance in the P O Number field Screen 112 PF11 Miti Pop Up Window Screen 112 y Multi Account Vouchering Dup P O Enc P Comp Inv c Disc 10 Inv Ln Account Number Obj F Bank Code Amount R Amount 99 Ovr 1 215050 00000 5630 P110004 5630 P 71001 7276 432 00 _ ser Inv P110004 PCA Cost Ref 1 2 5 Del _ Dates Inv Rec 10 17 2000 Delv 10 17 2000 Req Pay 11 06 2000 IC _ Inv Dates Inv Rec Inv Dates Inv Rec Inv Dates Inv Rec Total Working Items Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7
90. EIGHT FOR THE INK FOR THE DEPA TONER CARTRIDGES FREIGHT FOR THE 071402 081202 TO 082902 090102 TO 082802 090102 TO 083102 090102 BO 082802 090102 BO 08 28 09 01 02 082802 090102 BO 08 28 09 01 02 082802 090102 TO 08 29 09 01 02 x Press ENTER to view more Vouchers Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Left Right 05 12 03 16 40 FY 2003 Cc 02 241607 10000 Dept Ref Fiscal Yr 2003 Check Check Batch Date 163 Voucher Inquiry by Account Dept Ref Account Vch Voucher Lns Screen Dept Vendor Name Stat Net Amount 1400014 1411391 1400001 1402814 1406326 1405217 1405698 1406826 1406250 1425834 1412452 1406825 1411566 1406832 UNITED PARCE 1706581 09 06 02 09 05 02 CURRY PRINTI 1723135 10 02 02 09 30 02 LASER SAVER 09 06 02 09 05 02 UNITED PARCE 1709639 09 13 02 09 12 02 RECN NEVA GARRET 1719395 09 24 02 09 23 02 RECN MAT R EULISS 1717334 09 20 02 09 19 02 RECN JUDY BARKER 1718728 09 23 02 09 20 02 RECN JIM ROSIER 1719463 09 24 02 09 23 02 RECN JILL S BARNE 1719410 09 24 02 09 23 02 RECN BOBBY D WORK 10 28 02 10 25 02 PAID JAN T LEIGNT 1724234 10 03 02 10 02 02 RECN KARY MORRISO 1719462 09 24 02 09 23 02 RECN DAVE PAULSON 1723386 10 02 02 09 30 02 RECN GARY WHITE 1719389 09 24 02 09 23 02 RECN k Press ENTER to view more Vouchers Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Left Ri
91. ELD DESCRIPTIONS cont d Delv 8 digits Indicate the receiving delivery date for vouchers created via the Purchasing Module of FAMIS When a voucher is created on Screen 345 the receiving date is picked up from the limited purchase received date or from the date of the receiving document for documents where a receiving document was created Req Pay 8 digits Include the date you request the State to pay the voucher Ic 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation Rsn 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Contract Terms Prohibit Pymt GE GSC Exemption Granted 7 Documented MI Mailing Instr On PO Not Followed NI No Invoice Received Current Batch Information Transactions 5 digits Number of transactions processed Amount 20 digits The total amount of the transactions processed Accounts Payable User s Manual Page IV 13 Create a Regular Voucher Screen 104 FIELD DESCRIPTIONS cont d Batch Date Additional Functions PF KEYS PF4 ACH PF9 Multi PF10 Desc PF12 Warns 6 characters digits Th
92. Entry Required Accounts Payable User s Manual Page VII 21 Local to State State to Local Funds Source Change Screen 148 FIELD DESCRIPTIONS cont d Enclosure Code Invoice Date Order Date Delivery Date State Req Nbr GSC Ord Due Date Description Cust AR NBR 1 character Help Available Entry Required Code indicating enclosures may be included This will force separate checks for local vouchers Vouchers will be grouped by identical codes Examples are A Auditor Blank Not specified C Comptroller L Local S Audit Services Y Yes enclosures 8 digits The date the invoice was issued If the user wants the system to calculate the discount the invoice date must be entered This date must be before or equal to the date the voucher is entered 8 digits Indicate the date the order was placed Required for state vouchers 8 digits Designate the date goods services are expected for delivery Required for state vouchers 11 digits This field is for the State Requisition Number 7 digits TBPC General Services Commission defined code for purchase orders requiring their approval 8 digits Indicate the due date for the payment This field determines when the voucher is pulled to cycle for payment 2 lines 40 characters each line Enter a reason for change source of funds 25 digits Include the customer Accounts Receivable number assigned to pur
93. FUEL AND MAINTENANCE FOR UNIVERSITY VEHICLE FOR__ Cust AR NBR 271130 ACH Ovrd _ Hold Flag Alt Vendor W2 SSN Travel Hotel Zip USAS Doc Type PCC Code _ PDT Code _ LDT Codes IC R Reason AD Cont Wk Force _ Revolving Prepaid Inv Check Nbr 119403 Check Dt 02 21 2001 Override Bank Budget Balance Override Encumbrances N Actuals N Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ACH VPost Desc VSrch ReOpn Close Mlti Warns Page IV 58 Accounts Payable User s Manual Create Modify Pending Voucher Screen 111 If you do not have security access to create or modify pending vouchers some of the PF keys shown above will not be displayed Instead only these PF keys will be available Budget Balance Override Encumbrances N Actuals N Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ACH Desc Mlti Warns BASIC STEPS Advance to Screen 111 e Fnter a valid voucher number or voucher prefix for automatic voucher numbering and press lt ENTER gt e Fnter data in the fields available and press lt ENTER gt to get the voucher accepted and a voucher number assigned e Press PF10 to close the voucher and encumber the funds To post e Advance to Screen 130 and open a session Advance to Screen 111 Enter the voucher number and press lt ENTER gt Post the voucher using PFS Return to Screen 130 and close the
94. Force Payment 2 digits Enter the line number of an item currently being entered on a voucher 15 digits Include the number of the account to be debited 7 digits Type the purchase order number Also Reference 1 Page IV 40 Accounts Payable User s Manual Create a Credit Memo Screen 108 FIELD DESCRIPTIONS cont d Encumb Obj P F N Lig Ind Bank Comp Code Item Amount 1099 Dup Inv Ovrrd Inv 4 digits Object code used when the encumbrance was created 1 character Help Available Encumbrance liquidation indicator P Partial liquidation F Full liquidation N No liquidation 5 digits nnnnn This field is used to enter the number of the bank used for the voucher transaction If blank it will be the default bank assigned to GL or SL or SA account 4 digits State Comptroller Object Code required for state vouchers 11 digits Type the dollar amount for a specific item on a voucher 1 character digit Help Available Examples are Blank Not Required F Foreign Indiv 1042S Reportable Not 1099 6 Medical and Health Care Crop Insurance Payments Rents Nonemployee Compensation Royalties Substitute Payments for Other Income Interest Federal Income Tax 9 Direct Sales gt 5000 Withheld For Resale 5 Fishing Boat Proceeds on ll BRWNFr COZ ll 1 character Y Allow creation of voucher for previously entered invoice Duplicate Invoice
95. IV 11 Create a Regular Voucher Screen 104 FIELD DESCRIPTIONS cont d Comp Code 4 digits State Comptroller Object Code required for state vouchers This will default from FAMIS object code Item Amount 12 digits The dollar amount for a specific item on a voucher 1099 1 character digit Help Available Examples are Blank Not Required F Foreign Indiv 1042S Reportable N Not 1099 6 0 Crop Insurance 1 Rents 7 2 Royalties 8 3 Other Income 4 Federal Income Tax 9 Withheld 5 Fishing Boat Proceeds Dup Inv Ovrrd 1 character Indicate Y Allow creation of line item for previously entered invoice Duplicate Invoice Override Inv 14 digits The number of the invoice to be paid PCA 5 digits Program Cost Account code a USAS required field used as a coding reduction field Used to override the calculated PCA code Should be used primarily on vouchers against GLs Cost Ref 1 2 3 7 characters Three fields to be used for cost reference accounting entries Dates Inv Rec 8 digits Enter the date the invoice was received This must be 1 after or equal to the invoice date and 2 before or equal to the date the voucher is being entered Medical and Health Care Payments Nonemployee Compensation Substitute Payments for Interest Direct Sales gt 5000 For Resale Page IV 12 Accounts Payable User s Manual Create a Regular Voucher Screen 104 FI
96. Identifies the date the original warrant payment was issued 11 digits The number identifying the vendor to be paid 15 digits Gross amount of the voucher Accounts Payable User s Manual Page IV 19 Modify an Unpaid Voucher Screen 105 FIELD DESCRIPTIONS cont d Net Amount 20 digits Net amount after discount of the voucher Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF4 Displays the Automated Clearing ACH House bank information if this is an ACH vendor PF10 Provides space for a longer description Desc to be entered Page IV 20 Accounts Payable User s Manual Drop an Unpaid Voucher A voucher or specific line items may be dropped only before the state voucher or check print cycles When the voucher or line is dropped the reversing accounting entries are automatically created Screen 106 is used to drop vouchers created on Screens 104 and 108 before they are pulled into the check cycle and printed Screen 106 Unpaid Voucher Drop 106 Unpaid Voucher Drop 05 09 03 14 48 FY 2003 CC SA Screen Voucher 0000001 Fiscal Year 2003 Vendor 19999999996 DELL MARKETING Line Item Nbr Enter a Line Item Nbr to drop a specific item from a voucher Type in ALL to drop the entire voucher Transactions 0 Amount 0 00 Batch JAC001 Date 09 26 2001 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Warns
97. Item Inquiry Screen 169 FIELD DESCRIPTIONS cont d Batch Net Amt FA Acct 6 characters digits Shows the batch session reference number used when transaction was processed Date indicates the session reference date when transaction was processed 11 digits Shows the net amount after discount of the voucher 15 digits Indicates the financial accounting account paying the voucher may be a GL SL or SA State Hold Override Information Override Flag User ID Override Dt Additional Functions PF KEYS PF6 Desc PF7 XRItm PF8 VolInt PF9 Addr 1 character Indicates Y or N if an override to the vendor on hold flag 6 characters digits Displays the FAMIS user identification number of the person who entered the override flag 6 digits mm dd yy Identifies the date the override flag was set See Appendix for explanation of standard PF Keys Shows additional information about the description Cross Referenced Item Displays cross reference information Voucher Interest Shows interest information for voucher Shows the vendor s address information Accounts Payable User s Manual Page VIH 47 Voucher Inquiry By Alternate Vendor Screen 170 is used to search for vouchers using the name of the alternate vendor Screen 170 Voucher Inquiry by Alternate Vendor 170 Voucher Inquiry by Alt Vendor 05 21 03 15 49 DELL MARKETING LP FY 2003 cc 02 Screen Alt
98. L RECN P CL RECN RECN Left Right Accounts Payable User s Manual Page VIH 27 Voucher Inquiry by Dept Ref Screen 167 BASIC STEPS e Advance to Screen 167 e To view vouchers with a specific departmental reference code type the code in the Dept Ref field and press lt ENTER gt To view a list of pending vouchers for a specific year use the Fiscal Year field and press lt ENTER gt e The pending vouchers will be listed by departmental reference code in numerical order If more detailed information is needed type an X in the Sel field beside the voucher to advance to Screen 168 FAMIS Voucher Total Inquiry FIELD DESCRIPTIONS Action Line Information Dept Ref 7 characters digits Entry Required Enter the departmental reference code to select vouchers for the display Fiscal Yr 4 digits Entry Required Type the fiscal year to be used for searching for the specified departmental reference code Pg of 3 digits Viewed Pg s Shows the number of pages viewed and allows you to enter the page number you want to view again Screen Information S 1 character Type an X in this field to select the voucher you wish to view Dept Ref 7 characters digits Displays the departmental reference code entered on the voucher when it was created Voucher 7 digits Shows the FAMIS voucher number Panel Vch Lns 3 digits Displays the number of line items in a particular voucher Vendor
99. Left Right FAMIS to USAS Voucher Interface NACUBO If the PCA override has been used PCA coded on the voucher line item then the NACUBO sub fund is always set to 1100 If the Account Fund Group is PL Plant then the account sub fund is checked and the NACUBO sub fund is set accordingly Account Sub Fund NACUBO Sub Fund UA or UU 6100 6200 6300 6400 6100 and an error message is returned The other Account Fund Group values determine the NACUBO Sub Fund The FAMIS to USAS interface sends the calculated PCA code to the State The calculated PCA is displayed on Screen 991 Screen 991 USAS PCA Calculation 991 USAS PCA Calculation 05 09 03 14 12 FY 2003 cc 17 Screen _ Account 120310 OFFICE OF THE PRESIDENT Appropriation Year 2003 Actual Fiscal Year 2003 Function 35 Object Description Goal Objective Strategy PCA Sal Teaching Faculty 37016 Sal Support Staff Professional 0031 0001 3701 37016 Employee Insurance Payments 0000 0000 0000 89010 Supplies Office General 0031 0001 3701 37016 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Accounts Payable User s Manual Page II 13 FAMIS to USAS Voucher Interface Page II 14 Accounts Payable User s Manual Page III 2 Accounts Payable User s Manual Accounts Payable Session Batch Initialize A real time session is used to control the processing of data and to provide an audit trail
100. Legal Text that identifies up to 5 stamps to be put on a voucher 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Contract Terms Prohibit Pymt GE GSC Exemption Granted 7 Documented MI Mailing Instr On PO Not Followed NI No Invoice Received 1 character Identify if this payment is to be flagged as a Contract Work Force Payment Ln 2 digits Shows the line number of an item currently being entered on a voucher Account 15 digits Indicate the number of the account to be debited Page V 20 Accounts Payable User s Manual Prepaid Credit Memo Screen 116 FIELD DESCRIPTIONS cont d P O Number Encumb Obj P F N Lig Ind Bank Comp Code Item Amount 1099 Dup Inv Ovrrd Inv 7 digits Enter the purchase order number Also Reference 1 4 digits Designate the object code used when the encumbrance was created 1 character Help Available Encumbrance liquidation indicator P Partial liquidation F Full liquidation N No liquidation 5 digits nnnn
101. Manual Create A Prepaid Voucher Prepaid vouchers are created to record the accounting for a manually produced check a check either handwritten or prepared by a PC system Information is entered as a regular voucher but with the check date and check number included After pressing lt ENTER gt for data acceptance a pop up window will appear asking for additional transactions from different accounts paying the same vendor A maximum of ten lines accounts can be input for processing a single prepaid voucher This process enables FAMIS to record the check and voucher to accounting Screen 109 Prepaid Voucher CAKES AND PASTRIES BY JOAN 05 12 03 15 45 FY 2003 CC SA Default Cost Ref N 109 Prepaid Voucher Screen Vendor 19999999990 Voucher 0 2 10 04 01__ Dept Ref 16852 __ Order Date 09 30 01 __ GSC Ord BAKE SALE ITEMS FOR CHARITY AUCTION Type Enclosure Code _ Invoice Date State Req Nbr Description Check Nbr 1200009 Check Dt 10 05 2001 Cust AR NBR Discount Type Alt Vendor USAS Doc Type LDT Codes Cont Wk Force W2 SSN Disc Amt Travel Hotel Zip PDT Code Ic _ Reason Dup P O Encumb P F N Number Obj Inv 1099 Ovrrd Comp Item Liq Ind Bank Code Amount 7 00001 15 0 Cost Ref 1 25 3 Dates Inv Rec Delv Req Pay IC _ Rsn _ Transactions 0 Amount 0 00 Batch JAC001 Date 02 28 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 H
102. NTER gt FIELD DESCRIPTIONS Screen Information Session Reference 6 characters 3 possibilities Entry Required 2 characters 4 digits 3 characters 3 digits 4 characters 2 digits Number of the session Session Date 8 digits Entry Required Date of the session Page III 4 Accounts Payable User s Manual Accounts Payable Session Batch Initialize Screen 130 FIELD DESCRIPTIONS cont d Session Status Acct Feed Bank Voucher Feed Description User ID Override 1 character O opens the session C closes the session 1 character field is protected at Y Y Indicates that all voucher and credit memos will be fed to accounting 5 digits Entry Required Number of the bank to open the session 1 character field is protected at Y Y Indicates that all transactions are fed to accounting based on the accrual method basis 35 characters Summary of transactions in the session 1 character Y allows opening of a session established by a different user identification on the same day Batch Balancing Information Receipts Disburse Expected Totals Transactions Amount Processed Totals Transactions 15 digits The total amount of receipts entered in this session 15 digits The total amount of disbursements entered in this session 5 digits Expected number of transactions to be completed in this session 14 digits Expected total amount of th
103. ODES TC 170 174 Prepaid vouchers TC 175 Cash Voucher transactions not currently available TC 176 A transaction code of 176 is a prepaid voucher that does not update the check reconciliation file TC 177 179 Prepaid vouchers BASIC STEPS e Open a session using Screen 130 e Advance to Screen 116 e Type valid data in the available fields e The pop up screen will appear allowing the user to enter additional accounts paying for items from the same vendor maximum number of accounts is 10 If this information is not necessary simply press the lt ENTER gt key and the information will pass back to Screen 116 Press lt ENTER gt to process the data and close the session on Screen 130 e Press lt ENTER to record the information Advance to Screen 130 and close the session FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Entry Required Enter the number identifying the vendor to be paid Voucher 7 digits Entry Required Type the number of the voucher to be created Default Cost Ref 1 character Entry Required Enter Y or N Y Will display the cost reference fields for entry Accounts Payable User s Manual Page V 17 Prepaid Credit Memo Screen 116 FIELD DESCRIPTIONS cont d Screen Information Type 1 digit Enter the third digit of the transaction code which indicates the type of voucher Note If you enter a 6 in the Type field the system will not update the check reconciliation
104. OUNT OR BANK TO LOCAL ACCOUNT OR BANK Screen 142 allows transfer of funds if both the new and old banks are local To change the source of a local expenditure from one local account or local bank to another local account or local bank use this screen Note that this functionality is not intended for data entry error correction For error correction the voucher should be voided and re issued This function is available as a managerial tool for managing monies Screen 142 Change Source of Funds Local to Local 142 Chg Src Local to Local BOB S BARBEQUE 05 12 03 16 00 FY 2003 CC SA Screen ___ Vendor 19999999990 Voucher Account 110408 00000 4010 New Account New Bank Default Cost Ref N Orig Voucher Fy 2002 Bank Comp Dept Ref New m Type Enclosure Code Invoice Date Order Date Delivery Date State Req Nbr GSC Ord Due Date Description Cust AR NBR Hold Flag W2 SSN Travel Hotel Zip LDT Codes Ln 1 Item Amt 5 Inv Nbr Transactions 0 Amount 0 00 Batch JAC001 Date 05 12 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Multi Warns The pop up window is used in to change or add additional accounts or object codes Screen 142 Pop up Window for Multi Account Vouchering F7312 Hash total has been changed to match total of entries Multi Account Vouchering Old New New Obj Cd Obj Cd Comp Cd Amount 1099 Invoice Nbr
105. P Date Modified 09 04 2001 Modified By WILP01P PF3 Back to 111 PF4 Exit PF5 Press this key to post the voucher VPost PF6 Provides additional space for typing Desc the description if needed Description 1 1 01 THRU 1 31 01 RENTA FUEL AND MAINTENANCE FOR UNIVERSITY VEHICLE FOR__ THE CONSTRUCTION DIVISION PF7 Searches for additional VSrch vouchers PF9 Reopens a closed document ReOpn PF10 Close the document Close PF11 Allows additional line items to be Miti entered for multi account vouchering PF12 Displays nonfatal warning messages Warns Accounts Payable User s Manual Page IV 65 Pending Voucher Create Modify with PO Numbers Screen 112 allows you to create a pending voucher which will reference and liquidate an existing encumbrance one entered on Screen 11 You can also create Prepaid or Revolving pending vouchers using this screen While you reference an existing encumbrance here it will not change until the voucher is posted PF5 The encumbrance is not changed when the voucher is closed PF10 Liquidations will occur when the voucher is posted PF5 The steps for creating a pending voucher are as follows 1 Create the voucher on Screen 112 using the same fields and input rules as a regular voucher When the voucher is accepted it is assigned a voucher number 2 The voucher can be re opened PF9 and modified as necessary 3 Ifmodified the voucher must be closed again PF10
106. Press lt ENTER gt e Type valid data in the available fields All fields are required amp Press lt ENTER for acceptance If there is a problem with the check or voucher a message will appear above the screen number Otherwise the check is considered void and a message stating Check Voided Use Screen 146 to void voucher will appear FIELD DESCRIPTIONS Screen Information Vendor 11 digits Entry Required Enter the number identifying the vendor on the revolving check Page VI 18 Accounts Payable User s Manual Void A Revolving Check Screen 137 FIELD DESCRIPTIONS cont d Check Number 6 digits Entry Required Type the check number being deleted Check Amount 14 digits Entry Required Indicate the check amount which is used as another reference to confirm the correct check is being deleted Bank Number 5 digits nnnnn Entry Required Include the number of the bank used for the voucher transaction Current Batch Information Transactions 6 digits Shows the number of transactions processed Amount 18 digits Indicates the total amount of the transactions processed Batch 6 characters digits Displays the current batch reference Date 8 digits Shows the session date entered on the batch header Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF12 Displays nonfatal warning messages Warns Accounts Payable User s Manual Page VI 19 Creating A Prepaid Revolving Voucher Sc
107. R gt will take you back to the original screen in place of PF4 Accounts Payable User s Manual Page X 5 Instruction Page 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 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 07 97 09 30 FY 1998 CC AA Screen Account 033399 TEST GL ACCOUNT Account Title TEST GL ACCOUNT Resp Person 999999999 TRAINING SPECIALIST 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 2 Alternate Banks 03000 Security Dept S Dept Exec Div Coll Mail Cd Stmt Primary MISP_ AA C1144 Y Secondary The first help screen describes the field pressing lt ENTER gt will display the valid values for the field TAMUS uses this field to hold the NACUBO function ACADEMIC SUPPORT AUXILIARY NOT SPECIFIED INSTRUCTION INSTITUTIONAL SUPPORT OPERATION amp MAINT OF PLANT PUBLIC SERVICE MAJOR REPAIRS amp REHABILITATIO Lookup Value Menu Rule IAFRS FG FS PURP Default value is View IAFRS GENERAL SUBSIDIARY LEDGER Field FG FS PURP Page X 6 Accounts Payable User s Manual Instruction Page QUESTION MARK 2 HELP FAMIS also provides information about selected
108. RS AND CREDIT MEMOS Create a Regular Voucher Screen 104 cccccccccsscccsssesstscesecssccescecsseceseesencesneees IV 3 Modify an Unpaid Voucher Screen 105 cccccccccssccssccssscessseessecesecsseeeseeesseenes IV 15 Delete an Unpaid Voucher Screen 106 si 5 855 onctieialan alice as ned kaos IV 21 Modify Voucher Line Item Without Accounting Screen 107 cccccesceteee IV 24 Modify Voucher Line Item With Accounting Screen 118 ccccceccesteeteee IV 30 Create a Credit Memo Screen 108 a 3 5sct ienctsisdeas einai IV 36 Void a Check Screen 110 recura iara on E EE T TE E ER ai IV 44 Modify the Voucher Amount Screen 125 o ccccccccscccsccesscesseceteceseeeeseenseeesseenes IV 46 Void a State Voucher Screen 146 scciccanientinsisneh do ene IV 49 State Voucher Partial Void Screen 147 occccccccccccccccesscccsssceesseceesssesesseeeeseeeenes IV 52 Voucher Flag Preview Screen 13 1 sccctaxcccs davsuevactetsesia cg istedns Gatnretnicaes IV 55 Create Modify Pending Voucher Screen 111 cccccccccccccescesssesseeesseenteeeteeneees IV 58 Pending Voucher Create Modify with PO Numbers Screen 112 cc0000 IV 66 Post A Range of Pending Vouchers Screen 113 cccccccccccssccsseceteeeseeetseeseeees IV 74 Pending Interest Voucher Modify Screen 114 cccceccceccccessecetecetseeeeeesseenseeees IV 76 Pending State Interest Create Modify Screen 115 eccecccecscccssccesseeeseeeseeeteeees IV 81 PART V PREPAID VOUCHERS Create a Prepaid Voucher
109. State Interest Create Modify 05 22 03 09 47 FY 2003 CC AB Screen Voucher 0000215 Fiscal Year 2003 Doc Summary WELDING PARTS Vendor 49999999990 BROWN OIL amp GAS CO Dept Ref B123456 Enclosure Code Y Invoice Date 10 02 2002 Order Date Due Date 10 03 2002 State Req Nbr A123456789B GSC Ord Description WELDING PARTS amp SUPPLIES Cust AR NBR 1234567890123456789012345 Hold Flag Alt Vendor 46206724502 W2 SSN Travel Hotel Zip USAS Doc Type 3 PCC Code B PDT Code LDT Codes AP CC KM LB MP PP Revolving N Fund Type State Check Nbr Check Dt Budget Balance Override N Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp VPost Desc ReOpn Close Mlti Warns Screen 115 PF11 Pop Up Window F8476 Move Cursor to Line Nbr and Press PF9 to create interest items Screen 115 Multi Account Vouchering Comp Inv cs St Orig Ln Account Bank Code Amount R t Void Rvlv Item al 330001 00001 3310 10001 7290 123456789 12 Yaa N Inv 12345678901234 PCA 12345 Cost Ref 1 A123456 2 B123456 3 C123456 Del _ Int Ref Effective Dt PCA Cost Ref 1 Effective Dt PCA Cost Ref 1 Effective Dt Inv PCA Cost Ref 1 Int Ref Effective Dt Total Items 1 Pg 1 of 1 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp XrItm Bkwd Frwd CriInt VoInt Exit Accounts Payable User s Manual Page IV 81 Pending State Interest Create Mo
110. USAS Doc Type LDT Codes Cont Wk Force W2 SSN PCC Code _ P O Number 4010 Ln Account 1 127030 00000 Inv Dates Inv Rec Transactions Obj PCA Delv 0 Amount AMERICAN EXPRESS Encumb P F N Liq Ind Bank Code Cost Ref 1 05 12 03 15 47 FY 2003 CC SA 0 Default Cost Ref N Enclosure Code _ 04 30 01__ Check Nbr 0001201 Check Dt 10 05 01 __ Disc Amt Travel Hotel Zip PDT Code _ Ic _ Reason _ Dup Inv 1099 Ovrrd Item Amount 0001 33 0 ai Comp 2 i Req Pay Ic _ Rsn _ 0 00 Batch JAC001 Date 05 12 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Multi Desc Warns Screen 116 with Multi Account Vouchering Pop up Window Screen 116 Enc Account P O Num Obj 127030 00000 4010 PCA Ln Inv Dates 1 _ Cost Inv Rec Ln Inv Dates 2 Cost Inv Rec Ln Inv Dates 3 Inv Rec Ln Inv Dates 4 Cost Inv Rec Delv Total Posted Items 0 Total Working Items Multi Account Vouchering Amount 33 00 F Ic P F N Bank Ref 1 Req Rsn Pay Ref 1 Req Ref 1 Req Ref 1 3 Req Rsn 1 33 00 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Exit ECopy Bkwd Frwd SCopy Cancl Page V 16 Accounts Payable User s Manual Prepaid Credit Memo Screen 116 TRANSACTION C
111. V Code based on Discount code Blank No discount applied 2 characters Pre defined discount codes Values can be viewed on Screen 808 11 digits When used with discount type D enter the dollar amount of the discount to be applied When used with discount type P enter the percent discount to be applied 11 digits Indicates the alternate vendor receiving payment Accounts Payable User s Manual Page IV 9 Create a Regular Voucher Screen 104 FIELD DESCRIPTIONS cont d W2 SSN 9 digits Identification number Social Security number on W2 form for employee if the voucher is for services i e moving Travel Hotel Zip 9 digits The zip code of the hotel used for travel to determine percentage usage and if the state discount rate is being utilized USAS Doc Type 1 character A USAS defined document type code that determines processing at the state PCC Code 1 character Help Available A TBPC GSC defined Purchase Category Code that identifies various purchase types and associated payments PDT Code 2 characters Help Available A USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits LDT Codes 2 characters each Help Available USAS Descriptive Legal Text that identifies up to 5 stamps to be put on a voucher Ic 1 character Help Available Identify the interest calculation procedure to be followed Val
112. XAS AGRICULTURAL OFFICE DEPOT FY00 ENCUMB AMERSHAM BIOSCIENC AMERSHAM BIOSCIENC THERMO SAVANT REVERSE AFR ENCUMB THERMO SAVANT Continued 6662EB PVP947 027102 PVP947 027102 6662EB PVP989 027102 6662EB PVP022 027102 0682JP ENCZ05 6662EB PVP871 027102 6662EB RENC01 PVP886 027102 2100 D F F D F D F D D D F D G F Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp View DLoad Left Right Accounts Payable User s Manual Page X 21 ABR ABR Pool Table Account Account Control Account ID Account Number Glossary A See Automatic Budget Reallocation A user defined table assigning rules for budget pools and the subcode ranges participating in each pool 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 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 A 6 digit number Identification number for an account A 10 position ID within the
113. Y CITY CITY CITY CITY CITY CITY AUTO SALES BATTERY amp ALT COFFEE SERVIC DRAPERIES DRIVING ACADEMY FURNITURE INC FURNITURE INC HEADLINERS MISSION PHARMACY X N to select Type N N V Include Frz Del Vendors N Vendor ID 19999999990 19999999990 29999999990 19999999990 19999999990 29999999990 19999999990 19999999990 19999999991 29999999990 19999999990 19999999990 PROPERTIES MGMT INC 19999999990 ERNATOR E Alias Frz Del SHld HUB N N N N N N N N N N N N N 2222222222222 2222222222222 More Vendors Press lt Enter gt to View PF4 Exit PF9 Bid PF10 Remit PF11 Order Hmenu Help EHelp PF12 Main Bkwd Frwd Addr Left Right Page VIII 10 Accounts Payable User s Manual Voucher Inquiry by Vendor Screen 162 e Type an asterisk in the Vendor field and press lt ENTER gt will access an alphabetical listing of all vendors e The Voucher field can be used to position the screen display The Fiscal Year field allows you to select the fiscal year in which the voucher was posted e Vendor information can be accessed by using the PF9 key A pop up window will appear providing the vendor s address date the account was established and other information for the selected vendor Screen 162 PF9 Pop up Window TWIN PEAKS COFFEE SERVICE PO BOX 1586 Established 03 15 1999 Disc Retn Last Active 05 09 2003 Limit Com TX 77801 YTD Paid 282 526 26 Type
114. Y R Old Acct Year end Process F Reclassify _ Reporting Group __ Aux Code __ Fund Group FG Sub Fund Group DF Sub Sub GP Function __ MESSAGE LINE The line above the Action Line is used to display messages to the user These messages may be processing messages such as the one below or error messages such as F6120 Insufficient BBA for encumbrances gt F6537 Please enter a valid six digit GL account 002 GL 6 Digit 11 07 97 11 26 Page X 4 Accounts Payable User s Manual Instruction Page SCROLLING THROUGH DATA Pressing the lt ENTER gt 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 Please Note There are a few screens when pressing lt ENTE
115. acters This field is for pre defined discount codes Values can be viewed on Screen 808 11 digits Indicate the amount of applicable discount This will be deducted from the gross amount and result in a net amount paid the vendor 8 digits Displays the due date of prepaid voucher Current Batch Information Transactions Amount Batch Date Additional Functions PF KEYS 6 digits Indicates the number of transactions processed 18 digits Shows the total amount of the transactions processed 6 characters digits Designates the current batch reference 8 digits Shows the session date entered on the batch header See Appendix for explanation of standard PF Keys PF12 Displays nonfatal warning messages Warns Page VI 14 Accounts Payable User s Manual Drop A Revolving Voucher To drop either a single line item from a revolving voucher or the entire voucher use Screen 136 After entering the data on the Action Line a pop up window asking for confirmation of the deletion transaction will appear Screen 136 Revolving Voucher Drop 136 Revolving Voucher Drop 05 12 03 15 52 FY 2003 CC SA Screen Voucher 0001126 Fiscal Year 2003 Vendor 10200000000 SHINE ON INDUSTRIES Line Item Nbr ALL Enter a Line Item Nbr to drop a specific item from a voucher Type in ALL to drop the entire voucher Transactions 0 Amount 0 00 Batch JAC001 Date 05 12 2003 Enter PF1 PF2 PF3 PF4 PF
116. action 10 characters This field is for the departmental reference for voucher Reference 4 or the voucher number if the departmental reference is not required 1 character Code indicating enclosures may be included This will force separate checks for local vouchers Vouchers will be grouped by identical codes Examples are A Auditor Blank Not specified C Comptroller L Local S Audit Services Y Yes enclosures 8 digits The date the invoice was issued If the user wants the system to calculate the discount the invoice date must be entered This date must be before or equal to the date the voucher is entered 8 digits Displays the date the order was placed Required for state vouchers Page VIII 40 Accounts Payable User s Manual Voucher Line Item Inquiry Screen 169 FIELD DESCRIPTIONS cont d Due Dt Invoice No Delivery Dt Req Pymt Dt Inv Revd Dt Act Revd Dt Pymt Due Dt Description Orig Dist Dt Vendor ID W2 SSN 8 digits Shows the due date on the voucher This could indicate the date the voucher is pulled to cycle for payment or the date a prepaid voucher was entered into FAMIS 4 digits Identifies the invoice number for a particular voucher 6 digits Indicates the receiving date 6 digits Shows the date you requested the State to make payment for the voucher 6 digits Displays the date the invoice was received 6 digits Id
117. ailable Enter N or Blank No hold on voucher print Y Do not print check voucher Alt Vendor 11 digits This field is used if payment is a reimbursement to the alternate vendor agency W2 SSN 9 digits Indicate the identification number Social Security number on W2 form for the employee if the voucher is for services i e moving Travel Hotel Zip 9 digits Include the zip code of the hotel used for travel to determine percentage usage and if the state discount rate is being utilized USAS Doc Type 1 character This field is used for a USAS defined document type code that determines processing at the state Page IV 70 Accounts Payable User s Manual Create Modify Pending Voucher with PO Numbers Screen 112 FIELD DESCRIPTIONS cont d PCC Code 1 character Help Available A General Services Commission GSC defined Purchase Category Code that identifies various purchase types and associated payments PDT Code 2 characters Help Available Designate a USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits LDT Codes 2 characters each Help Available USAS Descriptive Legal Text that identifies up to 5 stamps to be put on a voucher Ic 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest
118. al Page IV 2 Accounts Payable User s Manual Create A Regular Voucher Vouchers are used to authorize payment to a vendor for goods or services rendered See the Voucher Processes below for important information regarding vouchers An accounts payable batch session must be opened on Screen 130 before voucher processing Steps to open a batch can be seen in the Accounts Payable Batch Information section FAMIS uses the term voucher for both local and state funds The bank used for the voucher differentiates state and local vouchers Local banks begin with a 0 state banks begin with a non zero number Screen 104 Voucher Create 104 Voucher Create SHINE ON INDUSTRIES 05 09 03 14 30 FY 2003 CC SA Screen Vendor 10200000000 Voucher 0 Default Cost Ref N Type 2 Dept Ref Enclosure Code Invoice Date 10 04 2001 Order Date 10 01 2001 Due Date State Req Nbr GSC Ord Description TASK LIGHT FOR OFFICE DESK Cust AR NBR SOI000010 ACH Ovrd _ Hold Flag Discount Type Disc Code Disc Amt Alt Vendor W2 SSN Travel Hotel Zip USAS Doc Type PCC Code PDT Code LDT Codes Ic _ Reason Cont Wk Force Dup P O Encumb P F N Comp Item Inv Ln Account Number Obj Liq Ind Bank Code Amount 1099 Ovrrd 1 270030 00000 4010 03102 7300 35 0 Inv PCA Cost Ref 1 2 3 Dates Inv Rec Delv Req Pay IC _ Rsn _ Transactions 0 Amount 0 00 Batch JAC001 Date 10 04 2001 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7
119. ant 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 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 Suite 2175 College Station TX 77845 3424 Accounts Payable User s Manual Page I 3 Page I 4 Accounts Payable User s Manual Table of Contents PART I INTRODUCTION PAGE Tabl of Contents hc cchetici tsi a oa ee en 1 5 Accounts Payable Menu Screens M10 M11 M12 M13 eee eeeeeeeeeeteeeees l 7 PART I ACCOUNTS PAYABLE PROCESSES Check and Voucher Cycle Processing cijusciecys tesla nspactemcc tations eineand unas II 3 Vou her Transactions v sinin iarann A ie tea A A E see au eee II 5 FAMIS to USAS Voucher Interface cccccscsssccsstsssessssccssacssssccssncesasesscessecens II 8 PART III SESSION BATCH AUDIT INFORMATION Open or Close a Session Batch Screen 130 cccccccccccccesccesceeseeesseesteceteeeeseesssees IH 3 Session Batch Header List Screen 124 ossccicinasacdsessiciseteddiecsssidmasacdatiseed H 7 Transaction Inquiry by Batch Screen 127 sssssssessssessessesssesseessssessssessesessssesse IH 9 PART IV VOUCHE
120. ared Bank or State Comp VOID Check or State voucher voided 11 digits Shows the vendor charged the with the expense 1 character N or Blank No hold on voucher print Y Do not print check voucher 11 digits Shows the alternate vendor receiving payment 1 character Shows the code indicating enclosures may be included This will force separate checks for local vouchers Vouchers will be grouped by identical codes Examples are A Auditor Blank Not specified C Comptroller L Local S Audit Services Y Yes enclosures 8 digits Indicates the due date on voucher This could indicate the date the voucher is pulled to cycle for payment or the date a prepaid voucher was entered into FAMIS 35 characters Displays a description of items purchased Accounts Payable User s Manual Page VIII 33 Voucher Total Inquiry Screen 168 FIELD DESCRIPTIONS cont d St Vch 1 character Y Indicates the voucher is paid with state money Inv Date 8 digits Shows the date the invoice was issued Cust AR Nbr 25 digits Identifies the customer Accounts Receivable number assigned to purchaser by vendor Revolv 1 character Y Indicates the voucher is a revolving voucher Dlvry Date 8 digits Indicates the receiving delivery date for vouchers created via the Purchasing Module of FAMIS When a voucher is created on Screen 345 the receiving date is picked up from the limited purchase re
121. at the principal not be spent Page X 24 Accounts Payable User s Manual Endowment Income Entry Code FA Feed Field File Financial Accounting FA Financial Records System FRS Financial Transaction The income generated by investing the principal of an Endowment Fund The initial three digit code on a transaction that denotes the transaction type This code which is mandatory for all FRS transactions may be predefined by the system It is also known as the Transaction Code F See Financial Accounting Transactions from other systems that are transferred to the Financial Records System That part of a control record transaction or screen established for displaying or entering information A storage area established within a computer system or database for the purpose of organizing similar kinds of data A Financial Records System application that balances the General and Subsidiary ledgers while providing a complete audit trail of all transactions A system that supports the financial record keeping and reporting of a college or university An entry made to the system to record information Flag Freeze Flag FRS Fund Fund Balance Fund Group Fund Group ID Fund Transfer General Ledger GL GL Glossary Appendix A data element used to set controls or conditions on a process or program A data element whose condition signifies
122. ate the order was placed Required for state vouchers 8 digits Enter the date goods services are expected for delivery Required for state vouchers 10 digits Use this field for the State Requisition Number 6 characters TBPC General Services Commission defined code for purchase orders requiring their approval 8 digits Enter the due date for the payment This field determines when the voucher is pulled to cycle for payment 2 lines 40 characters each line Use this field to identify reason for change source of funds 25 digits Include the customer Accounts Receivable number assigned to purchaser or department by vendor 1 character N or Blank No hold on voucher print Y Do not print check voucher 9 digits Enter the identification number Social Security number on W2 form of employee requiring purchase Page VII 14 Accounts Payable User s Manual Local to Local Funds Source Change Screen 142 FIELD DESCRIPTIONS cont d Travel Hotel Zip LDT Codes Item Amt 1099 Inv Nbr 9 digits Include the ZIP code of the hotel used for travel to determine percentage usage and if the state discount rate is being utilized 2 characters each USAS Descriptive Legal Text that identifies up to 5 stamps to be put on a voucher 2 digits Indicate the line number of an item currently being entered on a voucher 12 digits Designate the dollar amount for a specific ite
123. ations accounts of 6 digit accounts and subcodes L GSE See Global Subcode Edit Ledger A collection of account H records for an organization aa FRS contains two ledgers the GL balance sheet and the Header That portion of a Purchasing SL revenue and expense document containing basic See also General Ledger and information such as the Subsidiary Ledger document s number the date Liability and amount Account In AP a GL account that is credited for the liability when I a voucher is processed Any GL account that accepts a transaction creating a Indirect liability Updating The automatic posting of real dollar activity to a GL M Balance Sheet account as a result of a direct transaction Inquiry Map Code A five digit attribute code in Screen A screen which only displays an SL account indicating the information and cannot be GL Fund ID to which it used for entering data relates Memo Bank Interface A communication link Account An account that represents the between data processing balances of deposits for systems or parts of systems operating accounts that permits sharing of information Menu A screen containing a list of Interfund available processes screens Borrowing The transfer of an asset or or other menus liability from one fund to another J JCL See Job Control Language Page X 26 Accounts Payable User s Manual Name Rotation Object Code Parameter Regular Order Remit To Address Requisition R
124. ayable User s Manual Page X 3 CJ CJ Instruction Page 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 3270 terminals the correct combination is the ALT RULE keys On most PCs the HOME key on the numeric keypad will work 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 and account are 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 F0013 Please enter desired modifications 002 GL 6 Digit 11 07 97 09 14 o FY 1998 CC AA Screen __ Account 032365 NAVSO INC Account Title NAVSO INC Resp Person 999999999 SOSA SAMM
125. ber 164 Voucher Inquiry by PO Number 05 12 03 16 43 FY 2003 CC 02 Screen ___ PO Nbr L Fiscal Year 2003 Vch First Dept Voucher Lns Account Vendor Name Amount L100840 1516114 L100840 1516380 L194270 1461654 L200317 1490960 L216583 1421676 L218015 1404357 L218015 1415518 L218760 1406462 L218760 1406463 L218760 1406465 L220466 1417556 L227302 1401968 L227302 1455487 L227302 1497792 130005 00000 TEXAS AGRICULTUR 130005 00000 TEXAS AGRICULTUR 421050 00000 SCOTT amp WHITE HO 500260 70000 DI LING 241801 00697 ALBERTSON S 270490 00000 CANON U S A INC PAID 270490 00000 CANON U S A INC PAID 210670 00000 MIKE SANDERS RECN 210670 00000 SHELLEY T HOWE RECN 210670 00000 LORY HENDERSON RECN 270280 00000 MARK HERMANN RECN 270040 05012 XEROX CORP PAID 270040 05012 XEROX CORP PAID 270040 05012 XEROX CORP PAID 45 x Press ENTER to view more accounts Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Left Right PRPRPWRRPENRPRPNENEB 164 Voucher Inquiry by PO Number 05 12 03 16 44 FY 2003 cc 02 Screen PO Nbr L Fiscal Year 2003 Vch First Check Check Batch Voucher Lns Account Stat Net Amount L100840 1516114 L100840 1516380 L194270 1461654 L200317 1490960 L216583 1421676 L218015 1404357 L218015 1415518 L218760 1406462 L218760 1406463 L218760 1406465 L220466 1417556 L227302 1401968 L227302 1455487 L227302 1497792 130005 00000 04 23 03 04 22 03 130005 000
126. bility Regular Account 120001 012000 2100 Due from State AP Liability 012000 1150 012000 2100 credited when cleared in warrant deposited check cycle expense object code PrePaid Voucher Cash Basis Accounting DEBIT CREDIT TRANSACTION VOUCHER ACCOUNT ACCOUNT 04X Prepaid Expense Cash Voucher Account Oxxxxx 1100 Accounts Payable User s Manual Page II 5 Voucher Transactions ACCOUNTING TRANSACTIONS POSTED IN FA STATE VOUCHER UPDATE CYCLE NO DISCOUNT TAX CURRENCY CONVERSION Accrual Basis Accounting DEBIT CREDIT TRANSACTION VOUCHER ACCOUNT ACCOUNT Regular AP Liability Cash Oxxxxx 2100 Oxxxxx 1100 Credit Cash AP Liability Memo Oxxxxx 1100 Oxxxxx 2100 Revolving Voucher Accounting DEBIT CREDIT TRANSACTION VOUCHER ACCOUNT ACCOUNT 04X Revolving AP Liability Cash Regular 0xxxxx 2100 0xxxxx 1100 FA TRANSACTIONS POSTED FOR CHECK UPDATE CYCLE NO DISCOUNT TAX CURRENCY CONVERSION Accrual Basis Accounting DEBIT CREDIT TRANSACTION VOUCHER ACCOUNT ACCOUNT Regular AP Liability Cash 0xxxxx 2100 Oxxxxx 1100 Credit Memo Cash AP Liability Oxxxxx 1100 Oxxxxx 2100 Revolving Voucher Accounting DEBIT CREDIT TRANSACTION VOUCHER ACCOUNT ACCOUNT Revolving AP Liability Cash Regular Oxxxxx 2100 Oxxxxx 1100 Page II 6 Accounts Payable User s Manual Voucher Transactions ACCOUNTING TRANSACTIONS FOR VOUCHERS WITH DISCOUNTS FORMULA Gross Amount X Discount Discount Amou
127. ble the same assignment has been given to the same PF key such as PF9 always being the key used for NOTES 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 PF keys that you will see on the many screens in Routing amp Approvals 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 LIST OF EXTENDED FUNCTION KEYS TO FOLLOW Accts Accounts Left Position Screen Left Addr Address Next Next Screen Bkwd Backwards Right Position Screen Right Frwd Forward Vndr Vendor Information Page X 12 Accounts Payable User s Manual Standard PF Keys Appendix EXTENDED FUNCTION KEYS Accts Accounts Displays a window of all responsible accounts and their portion of the total order F5628 End of accounts on doc
128. brances performs a 025 Support Account to Support Account Within budget check regardless of flags SL Only 027 Project Budget Forward 06x Entries Journal Entries Screens 14 14A 25 35 36 37 85 86 03x Entries Receipts Screen 12 060 Real Journal Entries 030 Regular Cash Receipts Dept Sales Payments 061 JE for IDT s to Clearing Accts 062 JE for Cash Sales Payments on Receivables 031 Investment Earnings overrides freeze 032 Gifts 063 JE from Student Feeds 033 Miscellaneous Receipts 064 JE from Payroll Feeds 034 Cashiers Vault Entries 065 JE from Accounts Rec Create receivable 038 Payroll Interpart Transfers 066 JE from Fixed Assets Capitalization etc 039 Interpart IDT s Credit to One Part 067 JE from LMS loan management system Disbursement to Other 068 JE from Accounts Payable Setting Up Liabilities 04x Entries Disbursements Screen 13 069 Compound Journal Entries System Controlled 043 Miscellaneous Disbursements 044 Cashiers Vault Entries 09x Entries Beginning Balances Bank Transfers 045 Miscellaneous Cash Disbursements Travel Screen 15 Advance Work Funds 090 Bank Transfer Entries 046 Change Source of Funds 098 Beginning Balances 047 AP Check Voids 048 AP Disbursements 049 Payroll Disbursements Accounts Payable User s Manual Page X 15 FAMIS Transaction Codes Appendix A P VOUCHER TRANSACTION CODES
129. btain approval before payment is processed The pending voucher is created an encumbrance is posted but the payable is not created until the voucher is pulled into payment cycle This must be done by manually releasing the voucher using Screen 113 NOTE This screen Screen 111 cannot be used to liquidate a pre existing encumbrance one created on Screen 11 You may create Prepaid or Revolving pending vouchers using this screen The steps for creating a pending voucher are as follows 1 Create the voucher on Screen 111 using the same fields and input rules as a regular voucher When the voucher is accepted it is assigned a number 2 Close the voucher PF10 to encumber the funds 3 To modify a pending voucher it can be re opened PF9 4 Ifmodified the voucher must be closed again PF10 adjusting the encumbrance 5 Post PF5 the voucher this requires opening a batch The batch open screen will display in a window When you post the voucher the encumbrance will be liquidated and the payable will be created Screen 111 Create Modify Pending Voucher 111 Pending Voucher Create Modify 05 12 03 15 38 ACH VENDOR FY 2003 CC 01 Screen Voucher 2109868 Fiscal Year 2001 Default Cost Ref N Doc Summary Vendor 3999999999A TRANSPORTING CENTER Type 1 Dept Ref 770 Enclosure Code _ Invoice Date 02 06 2001 Order Date 01 01 2001 Due Date 02 20 2001 State Req Nbr GSC Ord Description 1 1 01 THRU 1 31 01 RENTA
130. c Type PCC Code PDT Code LDT Codes IC _ Reason _ Cont Wk Force Dup P O Encumb P F N Comp Item Inv Ln Account Number Obj Liq Ind Bank Code Amount 1099 Ovrrd 1 271030 00000 4010 03102 7300 95 0 Inv PCA Cost Ref 1 2x 3 Dates Inv Rec Delv Req Pay IC _ Rsn Transactions 0 Amount 0 00 Batch JAC001 Date 10 05 2001 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ACH Multi Desc Warns Page IV 36 counts Payable User s Manual Create a Credit Memo Screen 108 BASIC STEPS e Open a session on Screen 130 e Advance to Screen 108 e Type valid data in the fields available e Press lt ENTER gt to record the information e Close the session using Screen 130 CREDIT MEMO PROCESSES Credit Memos Applied to Checks Credit memos are applied toward the next check generated for the vendor however they will not drive a check to a negative or zero amount You can use multiple accounts on a credit memo but not different banks The total of all credit memos is compared to the total of all vouchers to be paid to a specific vendor If the credit memo total exceeds the voucher total the system will not produce a check In the check cycle credit memos are combined if no enclosure codes are set with other vouchers to produce the net amount Credit Memos Applied to State Vouchers Credit memos for state vouchers are sent to the state by voucher number assigned Corre
131. ccounting Bank 03000 Vendor 17107944124 SAMS CLUB DIRECT Check Date 05 20 1999 Date Cleared 05 28 1999 Void Flag N Date S Voucher Ln Account Fiscal Yr Check 5548422 250416 00000 6339 1999 1000100 5548422 250416 00000 4010 1999 1000100 LARS End of Data LA Total 83 01 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp BASIC STEPS e Advance to Screen 178 Type a valid reconciliation bank number and check number on the Action Line and press lt ENTER gt e Type X in the S field to select a voucher and advance to Screen 169 FIELD DESCRIPTIONS Action Line Information Recon Bank 5 digits Entry Required Enter a valid reconciliation bank number Check 7 digits Entry Required Type the check number to be displayed Screen Information Accounting Bank 5 digits Shows the accounting bank number used for the payment Accounts Payable User s Manual Page VIII 53 Vouchers by Reconciliation Bank Inquiry Screen 178 FIELD DESCRIPTIONS cont d Vendor 11 digits Displays the vendor s identification number and name that was on the check Check Date 8 digits Date Cleared Shows the date the check was printed Identifies the date the check cleared the bank Void Flag 1 character Indicates if the check was voided Date 8 digits Displays the date the check was voided S 1 character Type X in this field to select a voucher for display o
132. ccounts Payable User s Manual Page X 7 Ei accounts Payable Screen Information MENU SCREEN DESCRIPTION M10 M11 M12 M13 104 105 106 107 Accounts Payable System Menu Shows the available menus in the Accounts Payable system Pag Cscscresosisesesciersieorssi 1 7 Accounts Payable Inquiry and Vendor Menu Lists the inquiry screens to use for the Accounts Payable application functions Voucher Update Menu Part 1 Displays the available screens to use with the Accounts Payable voucher transactions Voucher Update Menu Part II Indicates the screens to use with revolving vouchers Voucher Create Enter regular vouchers on this screen Voucher Header Modify Modify information entered on Screen 104 To change the amount you must use Screen 125 Unpaid Voucher Drop Drop a voucher entered on Screens 104 or 108 before it is paid Voucher Line Item Modify Modify voucher information entered on Screens 104 or 108 before it is paid 108 109 110 111 112 113 MENU SCREEN DESCRIPTION Credit Memo Used to enter a credit that the vendor has given the customer agency or institution Prepaid Voucher This screen is used to enter a voucher for prepaid goods and services and to cover a check manually produced outside FAMIS Void Check Allows user to void a check on the check reconciliation file and marks the voucher records as void This may be a check from the check
133. ceived date or from the date of the receiving document for documents where a receiving document was created GSC Ord 15 characters TBPC General Services Commission defined code for purchase orders requiring their approval Pending 1 character Indicates whether the voucher is pending Chg Sre 1 character Y Indicates the voucher involved the change source of funds process Dept Ref 15 characters This field is for the departmental reference for voucher Reference 4 or the voucher number if the departmental reference is not required Cont Work Force 1 character Indicates that this payment is flagged as a Contract Work Force Payment Page VIII 34 Accounts Payable User s Manual ACH ACH Ovrd Tran Cd Check Nbr St Warrant Nbr St Req Nbr Check Date Warrant Date Vchr Total Check Recon USAS Doc Type PCC Accounts Payable User s Manual Voucher Total Inquiry Screen 168 FIELD DESCRIPTIONS cont d 1 character Indicates Y or N if voucher is marked for the ACH process 1 character Indicates Y or N if an override was put on the ACH voucher thereby creating a check in the check cycle 3 digits The transaction code identifies the type of transaction 7 digits Shows the check number printed on the check 7 digits This number is assigned by the state and displayed after the voucher has been reconciled 15 digits Shows
134. cepted will appear e Close the session on Screen 130 Accounts Payable User s Manual Page VII 17 Local to State State to Local Funds Source Change Screen 148 CHANGE SOURCE OF FUNDS PROCESSES Screen 148 assigns a new voucher number when the change affects a local bank A voucher prefix should be entered EX 2 After completion of data entry FAMIS will assign a voucher number which will be displayed as Reference 2 The old voucher number is not referenced it is recommended that this number be put in the description of the newly created voucher for a reference There is one pop up window used in Screen 148 Change Local to State State to Local to change or add additional accounts or object codes Screen 148 Pop up Window for Multi Account Vouchering F7312 Hash total has been changed to match total of entries Multi Account Vouchering 5 Old New New Obj Cd Obj Cd Comp Cd Amount 1099 Invoice Nbr 4010 0001 7300 100 00 Old Cost Ref New Cost Ref l l l l l l l l Old Cost Ref New Cost Ref w w Old Cost Ref New Cost Ref ww Old Cost Ref New Cost Ref 100 00 Entr PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Help Escape w w EFFECTS OF CHANGE SOURCE OF FUNDS 1 Changing the source from local to state e FAMIS posts a revolving voucher which is represented by a journal entry to accounts payable and a journal entry to set up the
135. chaser or department by vendor Page VII 22 Accounts Payable User s Manual Local to State State to Local Funds Source Change Screen 148 FIELD DESCRIPTIONS cont d Hold Flag W2 SSN Travel Hotel Zip USAS Doc Type PCC Code PDT Code LDT Codes Item Amt 1 character Help Available N or Blank No hold on voucher print Y Do not print check voucher 9 digits Enter the identification number Social Security number on W2 form of employee requiring purchase 9 digits Include the ZIP code of the hotel used for travel to determine percentage usage and if the state discount rate is being utilized 1 character This field is for a USAS defined document type code that determines processing at the state 1 character Help Available Use this field to indicate a General Services Commission GSC defined Purchase Category Code that identifies various purchase types and associated payments 2 characters Help Available Include a USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits 2 characters each USAS Descriptive Legal Text that identifies up to 5 stamps to be put on a voucher 2 digits Indicate the line number of an item currently being entered on a voucher 12 digits Include the dollar amount for a specific item on a voucher Accounts Payable User s Manual Page VII 23 Local to Stat
136. cher Interface Screen 840 Maintain USAS Strategy Table 840 Maintain USAS Screen Acct Low 119900 120310 120310 120310 120310 120393 120393 120393 120393 120394 120395 120396 120397 120398 Fe tk ek Acct High 119999 120325 120325 120325 120325 120393 120393 120393 120393 120394 120395 120396 120397 120398 Strategy Table s c Low 1000 1105 1710 1925 1961 1955 1956 1960 1990 1910 1610 1910 1910 1950 s c High 9650 1525 1780 1940 9650 1955 1957 1960 1990 1920 1610 1910 1945 1950 Goal 1990 0031 0031 0031 0031 1990 0031 1990 1990 1990 0031 0031 0031 0031 Obj 2990 0001 0001 0001 0001 2990 0001 2990 2990 2990 0001 0001 0001 0001 More Data Press lt ENTER gt to View x Appropriation Year 2003 Starting High Acct Strat 3802 3701 3701 3701 3701 8913 3701 3991 3801 8903 3701 3705 3706 3707 ORP 6 AS TRS AS OASI AS SGIP AS WCI AS UCI AS LONGEVITY AS 05 09 03 14 09 FY 2003 CC 17 Description E amp G RESERVES OPERATIONS SUPPORT IS OPERATIONS SUPPORT IS OPERATIONS SUPPORT IS OPERATIONS SUPPORT IS ORP DIFFERENTIAL AS STATE PD BENEF Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Program Cost Account Information Is Required by the State PCAs are automatically calculated by FAMIS using the strategy from Screen 840 as the first 4 digits and the c
137. chers Prepaid Credit Memos Revolving Vouchers Revolving Prepaid Vouchers Change Source of Funds Multi Vendor Vouchers SL amp GL Budgets SL Beginning Balance GL AFR Entries Reversals SL amp GL 05 12 03 17 19 PROTEIN CHEMISTRY LABORATORY FY 2003 cc 02 Screen Account 271020 Ref 1 Direct Indirect D Bank Option N Description TRSF FM OVERREALIZ PCL MINI COURSE BI ID PAGE MINI COURS PCL MINI COURSE BI BIOLOGY PROTEIN CHEM LAB B SALES SALES SALES SALES SALES SALES SALES SALES Continued I BatRef Offset 271020 133518 186180 158044 027102 510100 001004 001004 001004 001004 1 350 001004 1 000 001004 1 350 001004 800 001004 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp View DLoad Left Right Page X 18 Accounts Payable User s Manual FAMIS Reference Codes Appendix REFERENCE 2 FIELD TYPE CODE RELATED TRANSACTIONS REF 2 Voucher 068 Disbursements Vouchers Credit Memos Prepaid Vouchers Prepaid Credit Memos Revolving Vouchers Change Source of Funds Multi Vendor Vouchers Revolving Prepaid Vouchers Bill or 030 Interdepartmental Transfers Receipts Receipt 061 A R Invoice A R Addt Line Item Entry A R Line Item Adjust A R Line Item Payment Doc 05x Encumbrance SL Doc 060 AFR Entries Reversals SL amp GL 023 Transaction Inquiry by Account BU1936 0490245 0490246 0490
138. cting a Credit Memo Local Funds e Use Screen 104 to create an offset voucher Use the credit memo voucher number on the Action Line do not let FAMIS automatically assign the voucher number Voiding a Credit Memo State Funds e Use Screen 146 to void the credit memo TRANSACTION CODES TC 15x Credit Memo TC 159 Force Separate Credit Memo will not deduct from vouchers unless the credit memo is on the same voucher as the charges Accounts Payable User s Manual Page IV 37 Create a Credit Memo Screen 108 FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Enter the number identifying the vendor to be paid Voucher 7 digits Type the number of the voucher to be created Default Cost Ref 1 character YorN Y Will display the cost reference fields for entry Screen Information Type 1 digit Enter the third digit of the transaction code which indicates the type of voucher Dept Ref 7 digits Reference 4 Departmental voucher reference number Enclosure Code 1 character Help Available Be careful using this field with credit memos See previous section Use this field for the code indicating enclosures may be included This will force separate checks Invoice Date 8 digits The date the invoice was issued If the user wants the system to calculate the discount the invoice date must be entered This date must be before or equal to the date the voucher is entered Order Date 8 digits
139. d 14 digits Shows the net amount of the voucher after discount 8 digits Displays the batch session reference date when transaction was processed See Appendix for explanation of standard PF Keys Page VIII 8 Accounts Payable User s Manual Voucher Inquiry By Vendor To view all the vouchers posted for a particular vendor use Screen 162 Type Y in the All field to search for all mail codes for the selected vendor The information displayed on this screen is in summary form and is viewed in voucher number order Inquiries default to the current fiscal year but previous fiscal years may be searched by typing a different year in the Fiscal Year field To see only outstanding vouchers for a specific fiscal year use Screen 165 If a voucher is outstanding the status column will read OUT When a voucher has entered the check or state voucher cycle the status column will read CYCL If a check or state voucher has already been printed the status will read PAID If a voucher has been reconciled it will read RECN Screen 162 Voucher Inquiry by Vendor Panel 1 162 Voucher Inquiry by Vendor 05 12 03 16 35 TWIN PEAKS COFFEE SERVICE FY 2003 cc 02 Screen ____ Vendor 19999999990 Voucher 1248154 Fiscal Yr 2003 All _ Include Only Acct Dept Ref PQ Ot 1 Pg s Vch First Batch Voucher Lns Account Description Stat Net Amount 1400932 1401149 1401150 1401676 1402613 1402614 1403278 1404402
140. de the newly created discount code Update will display if the information has been changed Additional Functions PF KEYS See Appendix for explanation of standard PF Keys Accounts Payable User s Manual Page IX 5 Maintain Discount Table Screen 808 Page IX 6 Accounts Payable User s Manual Page X 2 Accounts Payable User s Manual Instruction Page 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 a combination of the ALT key and the number 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 PF10 with the word Desc u
141. description Desc to be entered Accounts Payable User s Manual Page IV 35 Create A Credit Memo Credit memos are used to record a credit issued by a vendor for the return of goods or services that have been previously invoiced or paid Credit memos can be applied to vendors paid with state or local funds Normally when a credit memo is created a voucher number is automatically assigned however if you want to apply the credit to a specific voucher type the voucher number in the Voucher field on the Action Line Credit memos in hold status hold flag turned on with a Y in the Hold field are not considered when the vendor is paid Line items on a credit memo cannot cross banks the same bank must be used on all items Use of Enclosure Codes Please Note On credit memos DO NOT use enclosure codes or transaction code 159 because FAMIS tries to create a separate check and the credit will never apply to a voucher To correct this situation you may be able to use Screen 106 to delete the line item Screen 108 Credit Memo 108 Credit Memo 05 12 03 12 00 FY 2003 CC SA Screen Vendor 10200000000 Voucher 0 Default Cost Ref N Type 2 Dept Ref Enclosure Code _ Invoice Date 10 01 2001 Order Date 09 25 2001 Due Date State Req Nbr GSC Ord Description SOUND CARD RETURNED Cust AR NBR SOI000023 ACH Ovrd _ Hold Flag Discount Type Disc Code _ Disc Amt Alt Vendor W2 SSN Travel Hotel Zip USAS Do
142. dget balance cannot be overridden 1 character Y indicates budget actuals balance can be overridden Entry Required Entry Required Entry Required Entry Required N indicates budget balance cannot be overridden See Appendix for explanation of standard PF Keys Shows the Automated Clearinghouse bank information if this is an ACH vendor If not no information will be displayed Vendor 19999999992 Name WEST GROUP PAYMENT CENTER No ACH information found for vendor Page IV 72 Accounts Payable User s Manual Create Modify Pending Voucher with PO Numbers Screen 112 FIELD DESCRIPTIONS cont d PF5 VPost PF6 Desc PF7 VSrch PF9 ReOpn PF10 Close PFI1 Miti PF12 Warns Press this key to post the voucher Provides additional space for typing the description if needed Searches for additional vendors Reopens a closed document Close the document Allows additional line items to be entered for multi account vouchering if necessary Displays nonfatal warning messages Accounts Payable User s Manual Page IV 73 Post A Range Of Pending Vouchers Pending vouchers must be posted in order to be paid An individual pending voucher can be posted using a PF key on Screen 111 or Screen 112 To save time you may post pending vouchers a range at a time To post a range of pending vouchers use Screen 113 This screen will display the number of pending
143. dicates the document should be pulled for print cycle 1 character Y indicates the voucher is pending N indicates the voucher has been processed 1 character Y Indicates disbursement transaction needs to be done Page VIII 44 Accounts Payable User s Manual Voucher Line Item Inquiry Screen 169 FIELD DESCRIPTIONS cont d FFX Feed Ck Feed Revolving St Feed Change Sre Check Cycle Nbr Void Recon St Vchr Cycle 1 character Fixed Assets values and meanings are Not examined yet Y Fed to FFX module C Capital s lt Minimum N G L or Voided P Purchasing Bypassed B Nota capital object 1 character Y Indicates the check account entries have been fed to FRS 1 character Y Indicates the voucher is a revolving voucher 1 character Y Indicates the account entries for a state voucher have been fed to FRS 1 character Y Indicates voucher posted as a result of change source of funds 1 character Y indicates the voucher is in the check cycle Updates not done On line not allowed N indicates updates done or not needed 7 digits Check number printed on check 1 character Y Indicates if this is a voided check 1 character Y Indicates if this check has been reconciled and the date it was reconciled 1 character Y Indicates the voucher is paid with state money 1 character Y indicates voucher is
144. dify Screen 115 BASIC STEPS e Advance to Screen 115 e Enter a voucher number that has interest on the Action Line and modify the fiscal year date if needed e Press PF5 to post on line or wait for the batch post in the next nightly run e Press PF6 to view a more detailed description of the document e Press PF9 to reopen the document and make modifications e Press PF10 to close the document e Press PF11 to see the interest items and make necessary changes additions FIELD DESCRIPTIONS Action Line Information Voucher 7 digits Entry Required Enter a valid voucher number that has interest Fiscal Year 4 digits Entry Required Displays the current fiscal year Modify if needed Screen Information Doc Summary 30 characters Displays a brief description of the document Vendor 11 characters digits Shows the vendor s identification number and name Dept Ref 7 digits Identifies a reference number used by the department Enclosure Code 1 character digit Displays the code used to separate checks in the check cycle Valid values include A Blank NE KNOO Il Auditor Not specified Comptroller Local Audit Services Enclosures Housing Deposit Refunds Student Stipends Page IV 82 Accounts Payable User s Manual Pending State Interest Create Modify Screen 115 FIELD DESCRIPTIONS cont d Invoice Date Order Date Due Date State Req Nbr GSC Ord
145. dor filled in These vouchers will create a local check payable to the alternate vendor This type of entry will create a reimbursement type voucher to be sent to USAS The reimbursement will be to the agency using the agency vendor number from Screen 822 in FAMIS The transmission to USAS will be as follows e T code 247 will record the expense using the primary vendor ID e T code 904 will request payment to the agency vendor The only difference between this entry and a regular revolving voucher will be that the local check will be written to the alternate vendor The reimbursement from the State will always be to the agency Accounts Payable User s Manual Page II 9 FAMIS to USAS Voucher Interface Prepaid State Vouchers No State voucher should be entered on the prepaid voucher Screen 109 If a voucher needs to be entered in FAMIS but should not be sent to the State Comptroller usage of USAS document type T is recommended This document type will not be included in the transmission to the State Comptroller Prepaid Revolving State Vouchers State vouchers can be entered on the prepaid revolving screen This screen would normally be used if a vendor is to be paid with State funds but a local revolving check has been written to pay the vendor and reimbursement from the State is needed These vouchers will be transmitted to the State just like all other State vouchers unless document type T is used
146. e Number 15 digits Shows the unique invoice number for a particular voucher Amount 15 digits Displays the amount of invoice Date 8 digits Indicates the date entered on the invoice header Screen 240 in purchasing or as entered on the voucher in Accounts Payable Page VIII 4 Accounts Payable User s Manual Invoices by Vendor Inquiry Screen 160 FIELD DESCRIPTIONS cont d Vchr Number PO Number Check State Voucher Number Amount Date St Panel 2 Bank Trace MC Additional Functions PF KEYS PF9 Addr 7 digits Identifies the voucher number used for invoice payment 7 digits Shows the number assigned to the purchase order if used 7 digits Shows the check number or state voucher number 15 digits Indicates the amount of check or state voucher 8 digits Displays the date check was processed or state voucher was printed 1 character Indicates where in the overall flow through the process this particular invoice is Values are P in Purchasing not yet passed to A P A inA P not yet paid M inA P entered as a prepaid C in A P check has been written by the system NOTE There is no update to indicate whether a check has been reconciled through the bank reconciliation process 15 digits Shows the bank trace number on the transaction 1 character Shows the vendor s mail code for the voucher See Appendix for explanation of s
147. e transactions to be completed in this session 5 digits Number of transactions completed in this session Accounts Payable User s Manual Page IH 5 Accounts Payable Session Batch Initialize Screen 130 FIELD DESCRIPTIONS cont d Amount 14 digits Total amount of the transactions completed in this session Additional Functions PF KEYS See Appendix for explanation of standard PF Keys Page III 6 Accounts Payable User s Manual Session Batch Header List The session batch header list seen on Screen 124 displays summary information about the session batches that were created for entry of accounts payable transactions This screen lists the information in the session batch entered on Screen 130 Screen 124 AP Session Batch Header List 124 AP Session Batch Header List PROCESSED 05 16 03 09 40 FY 2003 CC 02 Screen Batch Ref PPVNO2 Batch Date Batch Batch Description 03 27 03 LOCAL PURCHASE 04 24 03 PURCHASE 04 30 03 LOCAL PURCHASE 09 11 02 PREPAID CASH VOUCHER 09 27 02 LOCAL PURCHASE 09 30 02 LOCAL PURCHASE 10 03 02 LOCAL PURCHASE 10 10 02 LOCAL PURCHASE 10 11 02 LOCAL PURCHASE 10 15 02 LOCAL PURCHASE 11 19 02 LOCAL PURCHASE 11 20 02 LOCAL PURCHASE 11 21 02 LOCAL PURCHASE Continued Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp 03 27 03 04 24 03 04 30 03 09 11 02 09 27 02 10 01 02 10 03 02 10 10 02 10 11 02 10 15 02 11 19 02 11 2
148. e And From State To Local Screen 148 5 cas tester Wy sliaistwadetstiusautey asdeeduciavatilenteedtivens VII 17 PART VII INQUIRY SCREENS Invoices Invoices by Vendor Screen 160 cccccscccsssecesscesccsenccsncecesscescesecceseecensees VIII 3 Vouchers Vouchers by Number Screen 16 ct rivcs assess tl uha heise nsatdetecds Wasaeioeead nets VIII 6 Vouchers by Vendor Screen 162 soc iiss a teasicte casi eveccbriie ete VIII 9 Vouchers by Account Screen 163 sicc scepsstsaceaxihesstaaeaentapaanicuaeudie VII 14 Vouchers by Purchase Order Number Screen 164 cccccccscesseeeseetees VII 18 Outstanding Vouchers List Screen 165 cccccccccssccesceseeeseeesecnteceseeeeees VIII 22 Pending Voucher Inquiry Screen 166 cccccccccccceesseesseeeteceseeeeeeeeseenseenes VII 25 Voucher Inquiry by Dept Ref Screen 167 eccccccssccetcetseesseeeteesteeees VIII 27 Total Vouchers Display Screen 168 ccccccccccsccesseceteceseeeeeeeseeceecnseensaes VII 31 Voucher Line Item Inquiry Screen 169 ceccccccccccesseceteceseeeeeeesseeesseeees VIII 38 Voucher Inquiry by Alternate Vendor Screen 170 eccccccesccetseeseeetees VIII 48 Vouchers by Reconciliation Bank Inquiry Screen 178 cccceeeerees VIII 53 Checks Outstanding Check List Screen 185 scsisccsscccececssictsedssdsacsstasdecssisouacecdads VIII 56 Vouchers by Check Inquiry Screen 186 cccccccccsseesseceteceteeeeseeesseesseeees VIII 59 Check Waster eed 7 Veit aetrs
149. e Payment CD Contract Date Exception DP Disputed Payment DT Direct Payment of Travel Expenses ER Employee Reimbursement FC FED Contract Terms Prohibit Pymt GE GSC Exemption Granted amp Documented MI Mailing Instr on PO Not Followed NI No Invoice Received RD Return Direct Deposit Reissue 8 digits Enter the date the invoice was received 8 digits Identify the delivery date of the items purchased 8 digits Include the requested payment date for the voucher 1 digit Enter the third digit of the transaction code which indicates the type of voucher 10 digits The departmental reference number 1 character Indicates enclosures may be included This will force separate checks 8 digits The date the invoice was issued If the user wants the system to calculate the discount the invoice date must be entered This date must be before or equal to the date the voucher is entered 8 digits Shows the date the order was placed Required for state vouchers Page IV 26 Accounts Payable User s Manual Modify Voucher Line Item Screen 107 FIELD DESCRIPTIONS cont d Due Date Description Hold Flag USAS Doc Type PCC Code PDT Code State Hold Override LDT Codes Cont Wk Force 8 digits The date the remittance is due the vendor 2 lines 50 characters each Description of the items paid by the voucher 1 character N or Blank No hold on voucher print
150. e State to Local Funds Source Change Screen 148 FIELD DESCRIPTIONS cont d 1099 1 character digit Examples are Blank Not Required F Foreign Indiv 1042S Reportable N Not 1099 6 0 Crop Insurance 1 Rents T 2 Royalties 8 3 Other Income 4 Federal Income Tax 9 Withheld 5 Fishing Boat Proceeds Inv Nbr 14 digits Indicate the invoice number to be paid PCA Ovrrd 5 digits Use this field to override the Program Cost Account code automatically assigned by FAMIS Current Batch Information Transactions 6 digits Shows the number of transactions processed Amount 18 digits Displays the total amount of the transactions processed Batch 6 characters digits Indicates the current batch reference Date 8 digits Shows the session date entered on the batch header Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF9 Allows additional line items to be Multi entered for multi account vouchering if necessary PF12 Displays nonfatal warning messages Warns Medical and Health Care Payments Nonemployee Compensation Substitute Payments for Interest Direct Sales gt 5000 For Resale Page VII 24 Accounts Payable User s Manual Page VIII 2 Accounts Payable User s Manual Invoices By Vendor Inquiry Screen 160 displays all invoices that are on file for a particular vendor Press PF11 to scroll right and view the Bank Trace informa
151. e code that determines processing at the state 1 character Help Available A General Services Commission GSC defined Purchase Category Code that identifies various purchase types and associated payments 2 characters each Help Available USAS Descriptive Legal Text that identifies up to 5 stamps to be put on a voucher Page IV 18 Accounts Payable User s Manual Modify an Unpaid Voucher Screen 105 FIELD DESCRIPTIONS cont d IC Reason PDT Code Cont Wk Force Orig Warrant Pay Dt Display Only Vendor Voucher Total 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Contract Terms Prohibit Pymt GE GSC Exemption Granted 7 Documented MI Mailing Instr On PO Not Followed NI No Invoice Received 2 characters Help Available A USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits 1 character Indicates that this payment is flagged as a Contract Work Force Payment 8 digits
152. e current batch reference 8 digits Session date entered on the batch header See Appendix for explanation of standard PF Keys Displays the Automated Clearing House bank information if this is an ACH vendor Allows additional line items to be entered for multi account vouchering if necessary Provides space for a longer description to be entered Displays nonfatal warning messages Page IV 14 Accounts Payable User s Manual Modify an Unpaid Voucher You can correct an unpaid voucher using Screen 105 but only prior to the voucher being pulled for the check or state voucher print cycle This is useful if the data was entered incorrectly or when circumstances have changed since the voucher was created See Correcting Regular Vouchers under the section on Screen 104 for other options Screen 105 Voucher Header Modify 105 Voucher Header Modify 05 09 03 14 43 FY 2003 cc 02 Screen Voucher 1423824 Fiscal Year 2003 Type 0 Dept Ref 7500 Enclosure Code A Invoice Date 09 30 2002 Order Date 09 30 2002 Due Date 10 23 2002 State Req Nbr GSC Ord Description CHEMICALS TIPS PIPETS GOGGLES AND CYLINDER Cust AR NBR BICH DANGO ACH Ovrd Hold Flag N State Hold Ovrd Alt Vendor W2 SSN Travel Hotel Zip USAS Doc Type PCC Code _ LDT Codes IC R Reason AI PDT Code Cont Wk Force Orig Warrant Pay Dt Vendor 39999999995 TEXAS AGRICULTURAL EXPERIMENT Voucher Total 235 17 Net Amount 235
153. e indicating enclosures may be included This will force separate checks for local vouchers Vouchers will be grouped by identical codes Examples are A Auditor Blank Not specified C Comptroller L Local S Audit Services Y Yes enclosures 8 digits The date the invoice was issued If the user wants the system to calculate the discount the invoice date must be entered This date must be before or equal to the date the voucher is entered 8 digits Type the date the order was placed Required for state vouchers 8 digits Show the date goods services are expected for delivery Required for state vouchers Accounts Payable User s Manual Page VII 7 State to State Funds Source Change Screen 141 FIELD DESCRIPTIONS cont d State Req Nbr GSC Ord Due Date Description Cust AR NBR W2 SSN Item Amt 1099 10 digits Enter the State Requisition Number 7 digits TBPC General Services Commission defined code for purchase orders requiring their approval 8 digits Enter the due date for the payment This field determines when the voucher is pulled to cycle for payment 2 lines 40 characters each line This field is used to identify reason for change source of funds 25 digits Include the customer Accounts Receivable number assigned to purchaser or department by vendor 9 digits Enter the identification number Social Security number on W2 form of em
154. e section on Screen 169 for more information Accounts Payable User s Manual Page VIH 59 Vouchers by Check Inquiry Screen 186 FIELD DESCRIPTIONS Action Line Information Recon Bank 5 digits Entry Required Enter the Reconciliation Bank number Check 6 digits Entry Required Type the check number printed on check Screen Information Accounting Bank 5 digits Displays the bank affected by the transaction Vendor 11 digits Indicates the vendor identification number Check Date 8 digits Shows the date check was processed Recon Flag 1 character N indicates the check has not been reconciled Y indicates the check has been reconciled Date 6 or 8 digits XXXXXX or Xx Xx xx Displays the date the check was reconciled Reported 1 character Indicates whether payment was reported to the IRS on 1099 Check Amount 14 digits Shows the amount of the check Void Flag 1 character Indicates void flag setting for check Date 6 digits If check was voided provides date of void Repl Chk 6 digits Shows replacement check number Page VIII 60 Accounts Payable User s Manual Vouchers by Check Inquiry Screen 186 FIELD DESCRIPTIONS cont d Amt Cleared Date Cleared Recon Type Voucher Vch Ln Campus Account Fiscal Yr Check Amount Additional Functions PF KEYS 15 digits If reconciled gives amount cleared 6 digits Displays the date chec
155. e state Fund 6 digits Shows the fund affected by the state appropriation Number 10 digits Indicates the original voucher number issued by the state Transactions 7 digits Displays the number of transactions processed State Voucher Partial Void Screen 147 Entry Required Entry Required Entry Required Accounts Payable User s Manual Page IV 53 State Voucher Partial Void Screen 147 FIELD DESCRIPTIONS cont d Amount 15 digits Shows the total amount of the transactions processed Batch 6 characters digits Indicates the current batch reference Date 8 digits Designates the session date entered on the batch header Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF12 Displays nonfatal warning messages Warns Page IV 54 Accounts Payable User s Manual Voucher Flag Preview This process is not currently being used Agencies with centralized accounts payable departments can use this screen to print a local voucher not on line and delay the printing of the check This allows for the local voucher to be routed to the originating offices for signatures and approval When the voucher is returned to the fiscal office the preview mode is released allowing the local voucher to be processed and then a check is created The release is done on Screen 131 Screen 131 Preview Flag Reset 131 Preview Flag Reset 05 12 03 15 38 FY 2003 cc 01 Screen Voucher
156. e to Screen 131 and release the voucher for payment by typing a Y in the Preview Release Flag field CORRECT VOUCHER RELEASE To prevent a local voucher from being released and creating a printed check type an N in the Voucher Preview Release Flag field This will reverse a prior release The status of the Release flag can be seen on Screen 169 Voucher Line Item Inquiry in the Rls field This must be done before the next check cycle FIELD DESCRIPTIONS Action Line Information Voucher 7 digits Entry Required Enter the voucher number to be released Fiscal Year 4 digits Entry Required Type the fiscal year the voucher was posted Screen Information Vendor 11 digits Displays the number identifying the vendor to be paid First Account 15 digits Shows the account used to process this voucher Net Amount 15 digits Indicates the amount the voucher is written for Page IV 56 Accounts Payable User s Manual Voucher Flag Preview Screen 131 FIELD DESCRIPTIONS cont d Preview Release 1 character Help Available Flag Y Indicates the document has been previewed and released by preview campus N Indicates the document has been previewed and NOT released by preview campus Additional Functions PF KEYS See Appendix for explanation of standard PF Keys Accounts Payable User s Manual Page IV 57 Create Modify Pending Voucher This process is helpful if you need to prepare a voucher and o
157. each USAS Descriptive Legal Text that identifies up to 5 stamps to be put on a voucher 5 digits This field is used to show the Program Cost Account code a USAS required field used as a coding reduction field 7 digits Identifies the FAMIS purchase order number 15 digits Shows the gross invoiced amount of specific line item on a voucher 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation Page VIII 42 Accounts Payable User s Manual FIELD DESCRIPTIONS cont d Rsn 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Contract Terms Prohibit Pymt GE GSC Exemption Granted 7 Documented MI Mailing Instr On PO Not Followed NI No Invoice Received P F Liq 1 character Encumbrance liquidation P Partial liquidation F Full liquidation N No liquidation 1099 1 character digit Examples are Blank Not Required F Foreign Indiv 1042S Reportable N Not 1099 6 0 Crop Insurance 1 Rents T 2 Royalties 8 3 Other Income 4 Federal Income Tax 9 Withheld 5 Fishing Boat Proceeds Disc Amt 3 digits I
158. ed Table Type a valid prefix value in the Voucher field and press lt ENTER gt Begin entering voucher information After final data acceptance the assigned voucher number will be given in the message above the Screen field Creating a Single Voucher for Multi Accounts Before a voucher is accepted a pop up screen asking for Multi Account Vouchering information appears Accounts paying the same vendor can be paid with a single voucher Four accounts can be entered at a time To enter additional accounts press PF8 to enter up to twenty lines of information If no additions are necessary simply press lt ENTER gt to return to Screen 111 Screen 134 Pop up Window for Entering Multi Accounts Screen 134 Multi Account Vouchering Enc Comp Account P O Num Obj P F N Bank Code Amount 1099 Ln 1 127030 00000 4010 x 15001 7300 55 00 Inv 1290789 PCA Cost Ref 1 2 33 Dates Inv Rec Delv Req Pay Ln 2 ee EE a Inv Cost Ref 1 Dates Inv Rec T Req Ln 3 Inv 7 Ref 1 Dates Inv Rec 5 Req Ln 4 ae ee s yy Inv Cost Ref 1 Dates Inv Rec Delv Req Total Posted Items 0 Total Working Items 1 55 00 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Exit ECopy Bkwd Frwd SCopy Cancl Page VI 4 Accounts Payable User s Manual FIELD DESCRIPTIONS Action Line Information Vendor Voucher Default Cost Ref Screen Information Type
159. ed on Screen 127 FIELD DESCRIPTIONS Action Line Information Voucher 7 digits Entry Required Enter the number of the voucher to be modified Line Item 2 digits Entry Required Screen Information Vendor Alt Vendor Account Line Item Amount Type the line number of an item currently being entered on a voucher 11 digits Displays the number identifying the vendor to be paid 11 digits Shows the alternate vendor receiving payment 15 digits Indicates the number of the account to be debited 12 digits Dollar amount to be paid by account number for a specified line item Note Enter new Line Item Amount ONLY if adjusting invoice amount P F N Liq Indic P O Number 1 character Help Available Encumbrance liquidation indicator P Partial liquidation F Full liquidation N No liquidation 7 digits The purchase order number Also Reference 1 Accounts Payable User s Manual Page VI 31 Revolving Prepaid Amount Modify Screen 149 FIELD DESCRIPTIONS cont d Vendor Discount Terms Discount Type Disc Amt Due Date 1 character The types of discount include D Dollar value P Percentage value V Code taken from Vendor record T Code based on Discount code 12 digits Indicate the amount of applicable discount This will be deducted from the gross amount and result in a net amount paid the vendor Note Enter Discount Information ONLY if discount of Vouch
160. el 2 05 12 03 16 57 FY 2003 cc 02 2003 PANEL Enclosure Code Due Dt Req Pymt Dt Pymt Due Dt Orig Dist Dt Alt Vendor Travel Hotel Zip 169 Voucher Line Item Inquiry UNITED PARCEL Voucher 1497287 Line Cross Reference Dept Ref Order SERVICE Screen Item 1_ Fiscal Year lt lt MORE Trans Code Invoice Dt Invoice No Inv Revd Dt Description Vendor ID 02 140 03 01 03 0000Y48825093 Delivery 03 07 03 Act Revd DELIVERY SERVICES 1999999999D Dt Dt Dt 02 22 03 02 28 03 03 19 03 04 03 03 04 06 03 W2 SSN Cont Wk Force Inv Amt Disc Amt Net Amt 27 50 Liab Acct 014900 2100 Disc Acct Lost N Batch PVP995 03 19 03 FA Acct 149015 00000 5650 27 50 State Hold Override Information Override Flag User ID Override Dt Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Desc XRItm VOInt Addr Left Right Page VIII 38 Accounts Payable User s Manual Voucher Line Item Inquiry Screen 169 BASIC STEPS e Advance to Screen 169 e Enter Action Line information voucher line item and fiscal year and press lt ENTER gt e The specified voucher information will be displayed in detail VOUCHER RECORD DISPLAY PROCESSES e Vendor information can be accessed by using the PF9 key A pop up window will appear providing the address and other information for the selected vendor e Pressing PF6 provides a pop up windo
161. entifies the last date all items were actually received if more than one shipment is involved This date is generated by FAMIS 6 digits Shows the last date that a payment can be made before interest starts accruing 35 characters Displays a description of items purchased 6 digits Identifies the original distribution date that would have been printed on the check if the vendor was not on hold It is set when the check cycle first tries to pay a voucher for a vendor on hold 11 digits Shows the Federal Identification number of the vendor 9 digits Displays the identification number Social Security number on W2 form for employee if the voucher is for services i e moving Accounts Payable User s Manual Page VIH 41 Voucher Line Item Inquiry Screen 169 FIELD DESCRIPTIONS cont d Alt Vendor USAS Doc Tp PCC Code PDT Code LDT Codes PCA Code PO Nbr Inv Amt IC 11 digits Shows the alternate vendor receiving payment 6 characters This field is fora USAS defined document type code that determines processing at the state 1 character Displays a General Services Commission GSC defined Purchase Category Code that identifies various purchase types and associated payments 3 characters This field is used for a USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits 2 characters
162. er Line Item occurred before Due Date 8 digits Displays the due date of prepaid voucher Current Batch Information Transactions Amount Batch Date Additional Functions PF KEYS PF12 Warns 6 digits Shows the number of transactions processed 18 digits Displays the total amount of the transactions processed 6 characters digits Indicates the current batch reference 8 digits Shows the session date entered on the batch header See Appendix for explanation of standard PF Keys Displays nonfatal warning messages Page VI 32 Accounts Payable User s Manual Page VII 2 Accounts Payable User s Manual Change Source of Funds Basic Concepts There are three Change Source of Funds screens Change source of funds is the ability to change an existing voucher so that payment is from a different account or bank than the original transaction All three screens have a multi line screen similar to Screen 104 that allows multiple voucher lines to be changed These screens are transaction type screens and have many of the same fields as Screen 104 Your choice of screen depends on the type of bank on the original voucher and the type of bank on the new transaction as seen in the titles on the screens The accounting transactions for each function can be found on the pages for each individual screen These screens are 141 Change Source of Funds from State to State 142 Change Source of Fund
163. er was placed Required for state vouchers 11 digits Indicate the State Requisition Number 7 characters TBPC General Services Commission defined code for purchase orders requiring their approval 80 characters Enter a description of the voucher to be created 6 digits Enter the check number used to pay the voucher Page VI 22 Accounts Payable User s Manual Create A Prepaid Revolving Voucher Screen 139 FIELD DESCRIPTIONS cont d Check Dt Cust AR NBR Discount Type Disc Amt Alt Vendor W2 SSN Travel Hotel Zip USAS Doc Type PCC Code 8 digits Indicate the date the payment was made 25 digits Include the customer Accounts Receivable number assigned to purchaser by vendor 1 character Help Available Types of discount to apply include D Dollar value P Percentage value V Code taken from Vendor record T Code based on Discount code 11 digits When used with discount type D enter the dollar amount of the discount to be applied When used with discount type P enter the percent discount to be applied 11 digits Alternate vendor this is the vendor who will receive the payment The check is made out to the alternate vendor 9 digits Include the identification number Social Security number on W2 form for employee if the voucher is for services i e moving 9 digits The ZIP code of the hotel used for travel to dete
164. ers in the range provided that were posted Number of 3 digits Vouchers w Errors Shows the number of posted pending vouchers that have errors Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PFS Use this key to post the pending Post vouchers Accounts Payable User s Manual Page IV 75 Pending Interest Voucher Modify Interest items are posted in the local check cycle This screen can be used to change the interest account number on the interest items or to fix any errors that occur from the nightly posting If an interest item does not post an error message will appear on the VBDU080 report NOTE On this screen items must be in a closed status to post You may press PF5 to post from this screen or wait for the next nightly cycle The name of the job that will post the local interest item is FxxVIPST where xx is the TAMUS Part number The program name is VBDU080 which is the same name that will appear on the report Screen 114 Pending Interest Voucher Modify 114 Pending Interest Voucher Modify 05 21 03 15 29 FY 2003 CC AB 0000326 Fiscal Year 2003 Screen Voucher Doc Summary WELDING TEST 29999999991 A amp B WELDING Dept Ref 9320 Order Date 02 18 2003 GSC Ord WELDING PARTS amp SUPPLIES Vendor Enclosure Code Invoice Date 09 01 2002 Due Date 02 18 2003 State Req Nbr Description Cust AR NBR Alt Vendor USAS Doc Type LDT Codes Hold Fla
165. ess A control mechanism to track real time posting of a group of financial transactions is order to provide an audit trail See Subsidiary Ledger An encumbrance which applies to several accounts A type of purchase order used for reoccurring services like those provided by the telephone and electric companies Four digits appended to the account ID to identify attributes and dollar records within an account Revenue and expenditure accounts for the institution All SL account numbers begin with a ledger number of 1 through 9 Accounts Payable User s Manual Page X 27 Glossary Appendix Suspense Account 1099 Vendor 1099 Voucher 10 Digit Account Tax Code Tax ID Taxes A GL clearing account reflecting real dollar activity directed to the Suspense File T A vendor usually a consultant or professional service hired by an institution whose payments must be reported to the IRS on Form 1099 A voucher that must be reported to the IRS on Form 1099 The six digit account ID combined with the four digit subcode i e an account control or object 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 A Social Security Number or Federal Employer Identification Numbe
166. etention Months N 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 on on line searching O A four digit number identifying specific items of revenue expense P 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 A type or purchase order that denotes a typical order The address to which the check for goods and or services rendered will be sent 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 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 6 Digit Account Screen HELP Secondary Vendor Session SL Split Encumbrance Standing Order Subcode Subsidiary Ledger Glossary Appendix S For GL An entity which consists of a self balancing accounts For SL An entity of revenues and or expenses An on line feature that assists the user with data entry by providing information on the purpose and operation of a particular screen The vendor record holding the multiple addresses that are used periodically as opposed to the primary addr
167. evolving voucher Personal 12 digits Check Amt Indicate the total dollar amount of personal checks received by the agency to cover any unreimbursed expenses on the revolving voucher Enter Y if 1 character all checks received Enter Y if all checks have been received for the total amount of the voucher This includes the state check and a personal check for any unreimbursed expenses Current Batch Information Transactions 6 digits Displays the number of transactions processed Amount 18 digits Shows the total amount of the transactions processed Batch 6 characters digits Indicates the current batch reference Date 8 digits Shows the session date entered on the batch header Additional Functions PF KEYS See Appendix for explanation of standard PF Keys Accounts Payable User s Manual Page VI 29 Revolving Prepaid Amount Modify If an incorrect amount for a revolving prepaid voucher is entered when creating the voucher on Screen 139 Revolving Prepaid Voucher modifications can be made using Screen 149 Screen 149 Revolving Prepaid Amount Modify 149 Revolving Prepaid Amount Modify 05 12 03 15 59 FY 2002 CC SA Screen Voucher 0000025 Line Item 1__ Vendor 19999999990 AMERICAN ENVELOPE CO Alt Vendor Account 440001 00000 4010 Line Item Amount 155 00 Change the line item amount to P F N Liq Indic _ P O Number the new line item amount Discount Type _ Disc Amt If applicable change the Vendor di
168. file with this voucher Dept Ref 7 digits Reference 4 Departmental voucher reference number Enclosure Code 1 character Help Available Type the appropriate code indicating enclosures may be included This will force separate checks for local vouchers Vouchers will be grouped by identical codes Examples are A Auditor Blank Not specified C Comptroller L Local S Audit Services Y Yes enclosures Invoice Date 8 digits The date the invoice was issued If the user wants the system to calculate the discount the invoice date must be entered This date must be before or equal to the date the voucher is entered Order Date 8 digits Designate the date the order was placed Required for state vouchers State Req Nbr 11 digits This field indicates the State Requisition Number GSC Ord 7 characters TBPC General Services Commission defined code for purchase orders requiring their approval Description 35 characters Enter a description of the voucher to be created Page V 18 Accounts Payable User s Manual Prepaid Credit Memo FIELD DESCRIPTIONS cont d Check Nbr Check Dt Cust AR NBR Discount Type Disc Amt Alt Vendor W2 SSN Travel Hotel Zip USAS Doc Type PCC Code Screen 116 6 digits Entry Required Type the check number printed on check 8 digits Entry Required Show the date the check was printed 25 digits Designate the custome
169. g Travel Hotel Zip PDT Code W2 SSN PCC Code Revolving Check Nbr N Fund Type Local 111467 Check Dt 02 20 2003 Budget Balance Override N Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp VPost Desc ReOpn Close Mlti Warns Screen 114 PF11 Pop Up Window Screen 114 Multi Account Vouchering Comp Inv c Orig Item Code Amount R 1099 Ppd Item Status 7806 Bal Lr 1 CL Cost Ref 1 2 3 Bank 00001 In Account 501 440050 00000 6230 Inv 2 PCA Dates Inv Rec 502 440050 00000 6230 Inv 2 PCA Dates Inv Rec 503 440050 00000 6230 Inv 2 PCA Dates Inv Rec Inv Dates Inv Rec Total Interest Items 00001 00001 3 Delv 7806 Cost Ref 1 Delv 7806 Cost Ref 1 Delv Cost Ref 1 Req Pay 10 27 eae NS Req Pay 498 13 _ ae Bes Req Pay eee 2 Req Pay iter aL eee al Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Page IV 76 VOInt XRItm Bkwd Frwd Exit Accounts Payable User s Manual BASIC STEPS Pending Interest Voucher Modify Screen 114 e Advance to Screen 114 e Enter a voucher number that has interest on the Action Line and modify the fiscal year date if needed Press PF5 to post on line or wait for the batch post in the next nightly run Press PF6 to view a more detailed description of the document Press PF9 to reopen the document and
170. g entered Delv 8 digits Indicate the date items services were received Req Pay 8 digits Include the date payment is required Ic 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation Rsn 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Contract Terms Prohibit Pymt GE GSC Exemption Granted 7 Documented MI Mailing Instr On PO Not Followed NI No Invoice Received Page V 22 Accounts Payable User s Manual Prepaid Credit Memo Screen 116 FIELD DESCRIPTIONS cont d Current Batch Information Transactions Amount Batch Date Additional Functions PF KEYS PF9 Multi PF10 Desc PF12 Warns 6 digits Indicates the number of transactions processed 18 digits Shows the total amount of the transactions processed 6 characters digits Displays the current batch reference 8 digits Shows the session date entered on the batch header See Appendix for explanation of standard PF Keys Allows additional line items to be entered for multi account vouchering if necessary Provides space for a longer descripti
171. ght PFWWRUWWEWRPRPENE Page VIII 14 Accounts Payable User s Manual Voucher Inquiry by Account Screen 163 BASIC STEPS e Advance to Screen 163 e Type an 11 digit account ID number in the Account field and press lt ENTER gt to view a list of vouchers In some cases the 5 digit support account number will be 00000 The Voucher field displays the FAMIS voucher number The Dept Ref field refers to the departmental voucher number given by the department VOUCHER LIST PROCESSES e The Fiscal Year field allows you to select the fiscal year in which the voucher was posted e Type an X in the S Select field beside the voucher and press lt ENTER gt to select the voucher The selected voucher information will then be passed to Screen 168 FAMIS Voucher Total Inquiry where detailed information and a list of voucher line items is provided See Screen 168 section for more information e On Screen 168 type an X in the S Select field beside the voucher line item and press lt ENTER gt to pass the voucher information to Screen 169 FAMIS Voucher Line Item Inquiry where detailed information is provided See section on Screen 169 for more information FIELD DESCRIPTIONS Action Line Information Account 6 digits Entry Required Enter an account number for issuing voucher Dept Ref 7 characters Include a departmental reference for voucher Reference 4 or the voucher number if the departmental refe
172. gn if no other value is entered A data element whose condition signifies that a document will be permanently removed from the database during the next archive cycle An on line feature which assists the user with data entry by providing an explanation of a message and the appropriate action to take Diagnostics Digit 3 of TC Discount Account Discount Table Dollar Data Dollar Limit Drop Flag Encumbrance Endowment 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 The third digit of the Transaction Code Entry Code which specifies the type of transaction The account credited for discounts taken by the system when a check is written A table containing user defined values representing discount terms for vendors A record of the dollar amount and the type of financial transactions posted to an account 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 A data element whose condition signifies that a document is to be removed from the database immediately E An obligation incurred in the form of a purchase order or contract Also referred to as an open commitment Funds received by an institution from a donor who specifies the condition th
173. haracter Y Indicates the voucher is a revolving voucher Fund Type 5 characters Designates fund type to pay the voucher Check Nbr 6 digits Check number printed on check Check Dt 8 digits Date check was printed Budget Balance 1 character Override Y or N indicates if budget balance can be overridden Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF5 Post the voucher VPost PF6 Shows additional information Desc about the description Accounts Payable User s Manual Page IV 79 Pending Interest Voucher Modify Screen 114 FIELD DESCRIPTIONS cont d PF9 Reopen the voucher ReOpn PF10 Close the voucher Close PF11 View create modify interest items on Miti multi account vouchering PF12 Displays nonfatal warning messages Warns Page IV 80 Accounts Payable User s Manual Pending State Interest Voucher Modify FAMIS posts a daily feed from the State of interest items If for any reason items cannot be posted they will be reported in the process error report A common error is a frozen account Screen 115 is used to correct these items The items can then be posted online using PFS or picked up in the nightly posting This screen can also be used to change the account number on the interest items NOTE Items must be in a closed status to post Screen 115 Pending State Interest Voucher Create Modify F2308 Press PF11 to add modify Interest items 115 Pending
174. her Note If you enter a 6 in the Type field the system will not Screen 109 Entry Required Entry Required update the check reconciliation file with this voucher Dept Ref Enclosure Code Invoice Date 7 digits Reference 4 Departmental voucher reference number 1 character Help Available Enter code indicating enclosures may be included This will force separate checks for local vouchers Vouchers will be grouped by identical codes Examples are A Auditor Blank Not specified C Comptroller L Local S Audit Services Y Yes enclosures 8 digits The date the invoice was issued If the user wants the system to calculate the discount the invoice date must be entered This date must be before or equal to the date the voucher is entered Accounts Payable User s Manual Page V 5 Create a Prepaid Voucher Screen 109 FIELD DESCRIPTIONS cont d Order Date Delivery Date State Req Nbr GSC Ord Description Check Nbr Check Dt Cust AR NBR Discount Type Disc Amt 8 digits Enter the date the order was placed Required for state vouchers 8 digits Designate the date goods services are expected for delivery Required for state vouchers 11 digits Used to record the State Requisition Number 7 characters TBPC General Services Commission defined code for purchase orders requiring their approval 35 characters Enter a descrip
175. id values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation Page IV 10 Accounts Payable User s Manual Create a Regular Voucher Screen 104 FIELD DESCRIPTIONS cont d Reason Cont Wk Force Line Item Information Ln Account P O Number Encumb Obj P F N Lig Ind Bank 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FED Contract Terms Prohibit Pymt GSC Exemption Granted 7 Documented Mailing Instr On PO Not Followed No Invoice Received FC GE MI NI 1 character Identify if this payment is to be flagged as a Contract Work Force Payment 2 digits Line number of an item currently being entered on a voucher 15 digits The number of the account to be debited 7 digits The purchase order number Also Reference 1 4 digits Object code used when the encumbrance was created 1 character Help Available Shows the encumbrance liquidation indicator P Partial liquidation F Full liquidation N No liquidation 5 digits nnnnn The number of the bank used for the voucher transaction If blank it will be the default bank assigned to GL or SL or SA account Accounts Payable User s Manual Page
176. ide the voucher line item and press lt ENTER gt to pass the voucher information to Screen 169 FAMIS Voucher Line Item Inquiry where detailed information is provided See section on Screen 169 for more information FIELD DESCRIPTIONS Action Line Information PO Nbr 7 digits Entry Required Enter a FAMIS purchase order number or type an asterisk and press lt ENTER gt Fiscal Year 4 digits Entry Required Type the fiscal year the voucher was posted Screen Information S 1 character Type an X in this field to select the voucher you wish to view PO Nbr 7 digits Displays a FAMIS purchase order number Voucher 7 digits Indicates the FAMIS voucher number Accounts Payable User s Manual Page VIH 19 Voucher Inquiry by Purchase Order Number Screen 164 FIELD DESCRIPTIONS cont d Vch Lns First Account Vendor Name Panel Stat Net Amount Dept Ref Panel 2 Check Nbr Check Date Batch Date 3 digits Shows the number of line items in a particular voucher 15 digits Identifies the first account paying this particular voucher 16 characters Displays the vendor identification name 4 characters Shows the status of the voucher Examples are CYCL In Check Cycle or State Voucher Cycle DROP Dropped before payment accounting reversed PAID Paid after printing or Prepaid PEND Pending voucher no accounting Posted P CN Pending cancelled bef
177. igits Indicates the first date the system attempted to pay a vendor on hold 1 character Type an X to select and press lt ENTER gt to view the voucher information 2 digits Displays the line number of an item entered on a voucher 11 digits Indicates the number to identify account paying the first line item of the voucher 14 digits Shows the net amount of the voucher after discount Page VIII 36 Accounts Payable User s Manual PO No Invoice Number Bank Dp Vd XRef Additional Functions PF KEYS PF6 Desc PF9 Addr PF10 Det Accounts Payable User s Manual Voucher Total Inquiry Screen 168 FIELD DESCRIPTIONS cont d 7 digits Shows the FAMIS purchase order number 14 digits Displays the invoice number for a particular voucher 5 digits Shows the bank number the voucher was paid against 1 character Flag set to Y deleted unpaid voucher 1 character Y indicates the check has been voided N indicates the check has not been voided 3 characters digits For interest calculations this indicates the item number of the principal item on which the interest is based See Appendix for explanation of standard PF Keys Shows additional information about the description Shows the vendor s address information Displays the voucher item account number on the voucher and the encumbrance account Page VIH 37 Voucher Line
178. in state voucher cycle Updates not done On line not allowed N indicates updates done or not needed Accounts Payable User s Manual Page VIII 45 Voucher Line Item Inquiry Screen 169 FIELD DESCRIPTIONS cont d Nbr Void Recon Panel 2 Screen Information Cont Work Force Travel Hotel Zip Inv Amt Liab Acct Disc Amt Disc Acct Lost 1 character Flag setting indicating if a state voucher has printed 1 character Flag setting indicating if this is a voided state voucher 1 character Y Indicates if this state voucher has been reconciled and the date it was reconciled with the warrant number 1 character Indicates that this payment is flagged as a Contract Work Force Payment 9 digits The zip code of the hotel used for travel to determine percentage usage and if the state discount rate is being utilized 15 digits Shows the gross invoiced amount of specific line item on a voucher 11 digits Displays a GL Account indicating the liability 11 digits When used with discount type D shows the dollar amount of the discount to be applied When used with discount type P displays the percent discount to be applied 11 digits Displays the account to be credited with the discount 1 character Y Indicates the voucher was paid beyond the time allowed to take a discount Page VIII 46 Accounts Payable User s Manual Voucher Line
179. ine item amount P F N Lig Indic 1 character Help Available Indicate the amount of encumbrance liquidation of the voucher P Partial Liquidation F Full Liquidation N No OC Liquidation Blank P O Number 7 digits Displays the purchase order number Also Reference 1 Accounts Payable User s Manual Page IV 47 Voucher Amount Modify Screen 125 FIELD DESCRIPTIONS cont d Vendor Discount Terms Discount Type Code Disc Amt Due Date 1 character Help Available If applicable change the vendor discount terms to the new discount terms Examples are D Dollar value P Percent value T Code taken from Vendor record V Code based on Discount code Blank No discount applied 2 characters Enter a pre defined discount code Values can be viewed on Screen 808 12 digits Indicate the amount of applicable discount This will be deducted from the gross amount and result in a net amount paid the vendor 8 digits Shows due date of prepaid voucher Current Batch Information Transactions Amount Batch Date Additional Functions PF KEYS 7 digits Displays the number of transactions processed 15 digits Indicates the total amount of the transactions processed 6 characters digits Shows the current batch reference 8 digits This field shows the session date entered on the batch header See Appendix for explanation of standard PF Keys PF12 Displays no
180. ing entered on a voucher Screen Information Vendor 50 characters Displays the number and name identifying the vendor to be paid Alt Vendor 11 digits Shows if an alternate vendor is receiving payment Account 15 digits Indicates the number of the account to be debited Line Item Amount 12 digits This field is used to indicate the dollar amount to be paid by account number for a specified line item Note Enter new Line Item Amount ONLY if adjusting invoice amount Accounts Payable User s Manual Page V 13 Modify Prepaid Voucher Amount Screen 119 FIELD DESCRIPTIONS cont d P F N Liq Indic P O Number Discount Type Disc Amt 1 character Help Available Encumbrance liquidation indicator P Partial Liquidation F Full Liquidation N No OC Liquidation BLANK 7 digits The purchase order number Also Reference 1 1 character Help Available Examples are D Dollar value P Percentage value V Code taken from Vendor record T Code based on Discount code 12 digits Indicates amount of applicable discount This will be deducted from the gross amount and result in a net amount paid the vendor Note Enter Discount Information ONLY if discount of Voucher Line Item occurred before Due Date Due Date 8 digits Indicates the date the voucher is due Current Batch Information Transactions Amount Batch Date 6 digits Displays the number of tran
181. ing voucher no accounting Posted P CN Pending cancelled before accounting Posted P OP Pending voucher open no accounting posted OUT Outstanding after being posted but before entering the check or state voucher cycle RECN Reconciled Cleared Bank or State Comp VOID Check or State voucher voided 14 digits Shows the net amount of the voucher after discount See Appendix for explanation of standard PF Keys Page VIII 26 Accounts Payable User s Manual Voucher Inquiry By Departmental Reference Screen 167 provides a listing of vouchers for a specified departmental reference code To see additional information about a particular voucher type an X in the S field to select it FAMIS will then display the additional information for you on Screen 168 Screen 167 Voucher Inquiry by Dept Ref 167 Voucher Inquiry by Dept Ref Screen Dept Dept Ref 166 Vch Voucher Lns 1434300 1469687 1493369 1420799 Fiscal Yr 2003 Vendor Name GK GROUP LLC TEXAS AGRICULTURAL EXPER LASER SAVER INC WILL ROGERS Pg 1_ of Net Amount 1406682 1413039 1467549 1454700 1479962 1526005 1461284 1526004 1461595 1474427 NWSL PNNPNPRPWRP AREER THE TAPE COMPANY THE TAPE COMPANY EXPRESS SERVICES INC AIRBORNE EXPRESS HOUSTON HISPANIC FORUM RICHARD EULISSON UNIVERSITY OF ARKANSAS MICHAEL T MURPHY DVM RESOURCES x k Press ENTER to view more Vouchers Enter PF1 PF2 PF3 PF
182. inst GL accounts 7 characters These three fields are to be used for cost reference accounting entries 6 digits Enter the date the invoice was received This must be 1 after or equal to the invoice date and 2 before or equal to the date the voucher is being entered 8 digits Indicate the date items services were received Accounts Payable User s Manual Page V 9 Create a Prepaid Voucher Screen 109 FIELD DESCRIPTIONS cont d Req Pay 8 digits Include the date payment is required Ic 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation Rsn 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Contract Terms Prohibit Pymt GE GSC Exemption Granted 7 Documented MI Mailing Instr On PO Not Followed NI No Invoice Received Current Batch Information Transactions 6 digits Displays the number of transactions processed Amount 18 digits Shows the total amount of the transactions processed Batch 6 characters digits Indicates the current batch reference Date 8 digits Displays the session date entered on the batch header
183. ires modification e Type the line item number of the account to be dropped Drop Multiple Account Revolving Vouchers In some cases multiple distributions for revolving vouchers are created because of a need to spread expenses across multiple accounts An example would be FAMIS producing one voucher due to several departments receiving invoices from the same vendor In cases like these all lines of the multi account revolving vouchers may be dropped with a single voucher drop transaction This is only possible however if the same voucher number was used to create the multiple distributions The system creates the appropriate accounting transactions for each account distribution that is dropped e Type ALL in the Line Item Number field and press lt ENTER gt FIELD DESCRIPTIONS Action Line Information Voucher 7 digits Entry Required Enter the number of the voucher to be dropped Page VI 16 Accounts Payable User s Manual Revolving Voucher Drop Screen 136 FIELD DESCRIPTIONS cont d Fiscal Year Screen Information Vendor Line Item Nbr 4 digits Type the fiscal year the voucher was posted 11 digits Displays the number identifying the vendor to be paid 3 digits Enter the line item number of a specific item on a voucher Enter a Line Item Nbr to drop a specific item from a voucher Ex for line item number 3 enter 003 Type in ALL to drop the entire voucher Current Batch
184. iscount Record Advance to Screen 808 Tab to the Function field next to the discount code being dropped Type a D in the Function Field for Delete Press lt ENTER to drop the discount code The message Delete performed successfully should appear at the top of the screen above the screen number DISCOUNT TABLE When voucher transactions vouchers credit memos or checks are entered with a discount type indicator of V or T FAMIS references the discount table for the correct discount percentage and the due date Due Date The due date calculation is based on the invoice date and the number of days on the discount record FIELD DESCRIPTIONS Screen Information Function 1 character Code Page IX 4 Enter the desired value for maintaining the discount A to add a discount code D to delete a discount code U to update a discount code 2 digits Include the numeric code assigned by the user to the vendor s discount terms Values are 01 99 Accounts Payable User s Manual Maintain Discount Table Screen 808 FIELD DESCRIPTIONS cont d Discount 3 digits Indicate the percentage cash discount associated with the discount code Days 2 digits Enter the number of days the discount terms are valid FAMIS automatically calculates the due date by adding these days to the invoice date Message 15 lines 50 characters each Added should appear in Message field besi
185. k cleared the accounting bank 1 digit Batch versus online reconciliation 1 character Type an X in this field to select the voucher to be viewed 7 digits Shows the voucher number used in processing specified check 2 digits Indicates the line number of an item currently being entered on a voucher 2 characters Shows campus associated with voucher 15 digits Displays the account issuing voucher for check 4 digits Indicates fiscal year check was processed 6 digits Shows the printed check number 15 digits Indicates the amount of voucher for the specific account shown on same line Since different accounts may have produced separate vouchers to the same vendor each line may provide information on different vouchers and accounts See Appendix for explanation of standard PF Keys Accounts Payable User s Manual Page VIH 61 Check List Screen 177 displays check information for checks issued on the reconciliation bank specified in the Action Line To get a complete list in check number order press enter To position from a certain check number enter that check number in the From Check No field To further refine the data you may also enter a date to see only checks after a certain date The date field works best when the check number is entered also Screen 177 Check List 177 Check List Screen Acct Recon Bank 03000 From Check No Bank Check No Campus Recon Void Vend
186. k from the state This is only done for multi vendor vouchers Transaction Inquiry by Batch Provides a detailed listing of transactions processed in a specified batch AP Batch Initialize A session batch must be opened to enter accounts payable transactions Preview Flag Reset Used to change the previous status of a voucher that has been placed on Hold by the agency Revolving Voucher Create Used to enter a revolving voucher The multi vendor voucher requests reimbursement from the state Revolving Voucher Amount Modify Modifies the amount of a revolving voucher entered on Screen 134 Must be done before the voucher is paid Revolving Voucher Drop Used to delete a revolving voucher created on Screen 134 Accounts Payable User s Manual Page X 9 Ei accounts Payable Screen Information MENU SCREEN DESCRIPTION 137 139 141 142 143 146 Void Revolving Check This screen is used to void a check created in the check cycle as a result of a voucher entered on Screen 134 or 139 Prepaid Revolving Voucher Request payment from the state for expenses previously paid by the agency Also records the check created outside FAMIS for expenses Change Source State to State Used to change the source of an expenditure from one account or state bank to another account or state bank Change Source Local to Local This screen is used to change the source of an expenditure from one acco
187. l vouchers with some exceptions will be aggregated by vendor and one check printed Therefore the vouchers from several different departments may be included on a single check to the same vendor Checks will be eliminated from the display one month after being reconciled Screen 186 Vouchers by Check Inquiry 186 Vouchers by Check Inquiry 05 12 03 17 05 FY 2003 cc 02 Screen Recon Bank 03000 Check 9900586 Accounting Bank 03000 Vendor 19999999991 IT S YOUR TRAVEL SERVICE Check Date 04 25 2003 Recon Flag N Date Reported Check Amount 19 071 00 Void Flag N Date Repl Chk Amt Cleared Date Cleared Recon type S Voucher Vch Ln Campus Account Fiscal Yr Check 215940 00000 3410 2003 9900586 19 071 00 kkkkK End of Data Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp BASIC STEPS e Advance to Screen 186 e Enter the reconciliation bank and check number and press lt ENTER gt The bank number can be seen on Screen 833 Maintain AP Bank Information and the check number may be listed on Screen 185 Outstanding Check List VOUCHER PROCESSES e The check number and the reconciliation bank must be given in order to process the voucher information e Type an X in the S Select field next to the voucher line item and press lt ENTER gt to pass the voucher information to Screen 169 FAMIS Voucher Line Item Inquiry where detailed information is provided Se
188. le prepares the state purchase vouchers and multi vendor vouchers for payment from state cost centers for the purchase of goods and services e Each voucher prints separately in voucher number sequence e The voucher number submitted to the state is the same number assigned by FAMIS when the voucher was entered The state voucher update cycle updates the files to record payment by voucher e Updates the vendor record with the date the voucher with the date and update the state voucher print flag to Y e Prints two 2 state voucher registers 1 State purchase vouchers 2 Multi vendor vouchers e Currently state voucher updates are processed the night after the state voucher print program is run Page II 4 Accounts Payable User s Manual Voucher Transactions ACCOUNTING TRANSACTIONS POSTED IN FA FOR VOUCHERS ENTERED ONLINE NO DISCOUNT TAX CURRENCY CONVERSION Accrual Basis Accounting DEBIT CREDIT TRANSACTION VOUCHER ACCOUNT ACCOUNT Regular Expense AP Liability Voucher Account Oxxxxx 2100 Voucher Delete AP Liability Expense Oxxxxx 2100 Account Credit Memo AP Liability Expense Oxxxxx 2100 Account Credit Memo Expense AP Liability Delete Account Oxxxxx 2100 Check Void Accounting DEBIT CREDIT TRANSACTION VOUCHER ACCOUNT ACCOUNT 04X Check Void Cash Expense 0xxxxx 1100 Account Revolving Voucher Accounting DEBIT CREDIT TRANSACTION VOUCHER ACCOUNT ACCOUNT Revolving Expense AP Lia
189. lled in This type of entry will create a reimbursement type voucher to be sent to USAS The transmission to USAS will be as follows e T code 247 will record the expense using the primary vendor ID e T code 904 will request payment to the alternate vendor Two examples e Payment is needed to a rental car agency for travel by an employee The employee will be the primary vendor and the rental car agency will be the alternate vendor Page II 8 Accounts Payable User s Manual FAMIS to USAS Voucher Interface e An advance was made to an employee in FAMIS using a clearing account The travel has since occurred and reimbursement to the agency is needed The employee will be the primary vendor and the agency will be the alternate vendor Revolving Reimbursement State Vouchers These vouchers are entered in FAMIS on Screens 134 111 or 112 with no alternate vendor These vouchers will create a local check payable to the primary vendor This type of entry will create a reimbursement type voucher to be sent to USAS The reimbursement will be to the agency using the agency vendor number from screen 822 in FAMIS The transmission to USAS will be as follows e T code 247 will record the expense using the primary vendor ID e T code 904 will request payment to the agency vendor Revolving Reimbursement State Vouchers with Alternate Vendor These vouchers are entered in FAMIS on Screen 134 with an alternate ven
190. llowed NI No Invoice Received 1 character Indicates that this payment is flagged as a Contract Work Force Payment Ln 2 digits Displays the line number of an item currently being entered on a voucher Account 15 digits Type the account number to be debited Page VI 24 Accounts Payable User s Manual Create A Prepaid Revolving Voucher Screen 139 FIELD DESCRIPTIONS cont d P O Number Encumb Obj P F N Lig Ind Bank Comp Code Item Amount 1099 Dup Inv Ovrrd Inv 7 digits Designate the purchase order number Also Reference 1 4 digits Enter the object code used when the encumbrance was created 1 character Help Available Encumbrance liquidation indicator P Partial liquidation F Full liquidation N No liquidation 5 digits nnnnn Enter the number of the bank used for the voucher transaction If blank it will be the default bank assigned to GL or SL or SA account 4 digits Type the State Comptroller Object Code required for state vouchers 12 digits Enter the dollar amount for a specific item on a voucher 1 character digit Help Available Examples are Blank Not Required F Foreign Indiv 1042S Reportable Not 1099 6 Medical and Health Care Crop Insurance Payments Rents Nonemployee Compensation Royalties Substitute Payments for Other Income Interest Federal Income Tax 9 Direct Sales gt 5000 Withheld For Resale 5 Fishing Boa
191. m on a voucher 1 character digit Help Available Examples are Blank Not Required F Foreign Indiv 1042S Reportable Not 1099 6 Medical and Health Care Crop Insurance Payments Rents 7 Nonemployee Compensation Royalties 8 Substitute Payments for Other Income Interest Federal Income Tax 9 Direct Sales gt 5000 Withheld For Resale 5 Fishing Boat Proceeds RWNFr OZ ll 14 digits Include the number of the invoice to be paid Current Batch Information Transactions Amount Batch 6 digits Displays the number of transactions processed 18 digits Indicates the total amount of the transactions processed 6 characters digits Displays the current batch reference Accounts Payable User s Manual Page VII 15 Local to Local Funds Source Change Screen 142 FIELD DESCRIPTIONS cont d Date 8 digits Shows session date entered on the batch header Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF9 Allows additional line items to be Multi entered for multi account vouchering if necessary PF12 Displays nonfatal warning messages Warns Page VII 16 Accounts Payable User s Manual Change Source of Funds Local to State or State to Local LOCAL ACCOUNT OR BANK TO STATE ACCOUNT OR BANK OR STATE ACCOUNT OR BANK TO LOCAL ACCOUNT OR BANK Screen 148 is used to change the source of an expenditure from 1 a local account or ba
192. mber 1 digit Help Available Enter a code indicating enclosures may be included This will force separate checks for local vouchers Vouchers will be grouped by identical codes Examples are Blank Not specified C Comptroller L Local Y Yes enclosures 8 digits The date the invoice was issued If the user wants the system to calculate the discount the invoice date must be entered This date must be before or equal to the date the voucher is entered 8 digits Include the date the order was placed Required for state vouchers 8 digits This field is used for entering the due date for the payment This field determines when the voucher is processed for payment Accounts Payable User s Manual Page IV 69 Create Modify Pending Voucher with PO Numbers Screen 112 FIELD DESCRIPTIONS cont d State Req Nbr 10 digits Include the State Requisition Number GSC Ord 6 characters TBPC General Services Commission defined code for purchase orders requiring their approval Description 35 characters Enter a description of the voucher to be created Cust AR NBR 25 digits Include the customer Accounts Receivable number assigned to the purchaser by vendor ACH Ovrd 1 character Enter Y to override the sending of ACH Automated Clearinghouse for a vendor This keeps the routing information available Checks will be created for the vendor until reset Hold Flag 1 character Help Av
193. mber Press lt ENTER gt e Change the following fields as required Press lt ENTER gt VOUCHER MODIFY PROCESSES When the voucher information is entered on the Action Line and lt ENTER gt is pressed the voucher amount and due date are displayed To modify the amount enter the new desired amount in the Line Item Amount field The amount entered in the Amount field should reflect the modified invoice amount before discounts The Discount Amount should reflect the amount of discount given to the buyer and should be deducted from the total voucher amount Page IV 46 Accounts Payable User s Manual Voucher Amount Modify Screen 125 Do not enter the modified voucher amount in the Discount field This field is only for use when discounts should have been entered on Screen 104 Voucher Create After entering these amounts the resulting net amount new invoice amount minus discount amount will be shown in the Net Amount field on Screen 169 FIELD DESCRIPTIONS Action Line Information Voucher 7 digits Entry Required Enter the number of the voucher to be modified Line Item 2 digits Entry Required Type the line number of an item currently being entered on a voucher Screen Information Vendor 11 digits Displays the number and name identifying the vendor to be paid Account 15 digits Shows the number of the account to be debited Line Item 12 digits Amount Change the line item amount to the new l
194. menu Help EHelp Multi Desc Warns Ln Account 1 100230 00000 4010 Inv PCA Additional space is available for entering multi account vouchering by pressing PF9 A maximum of ten lines accounts may be added using the pop up window Screen 109 Multi Account Vouchering Pop up Window Screen 109 Multi Account Vouchering Enc Obj P F N Bank a 00001 Ref 1 Req P O Num Amount 15 00 35 CE Account 100230 00000 4010 PCA Ln 1 Inv Dates Cost Rsn Inv Rec Pay Ln Inv Dates 2 Ref 1 Req Cost Inv Rec Ln Inv Dates 3 Ref 1 Req Cost Inv Rec Ln 4 Inv Dates Ref 1 Req Cost 35 Ic Delv Rsn Inv Rec Total Posted Items 0 Total Working Items 1 15 00 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Exit ECopy Bkwd Frwd SCopy Cancl Accounts Payable User s Manual Page V 3 Create a Prepaid Voucher Screen 109 BASIC STEPS e Open a session using Screen 130 e Advance to Screen 109 e Type valid data in the available fields e The pop up screen will appear allowing the user to enter additional accounts paying for items from the same vendor maximum number of accounts is 10 If this information is not necessary simply press the lt ENTER gt key and the information will pass back to Screen 109 Press lt ENTER gt to record the information Return to Screen 130 and Close the se
195. n Type the number of the bank used for the voucher transaction If blank it will be the default bank assigned to GL or SL or SA account 4 digits Enter the State Comptroller Object Code required for state vouchers 12 digits Show the dollar amount for a specific item on a voucher 1 character digit Help Available Examples are Blank Not Required F Foreign Indiv 1042S Reportable Not 1099 6 Medical and Health Care Crop Insurance Payments Rents Nonemployee Compensation Royalties Substitute Payments for Other Income Interest Federal Income Tax 9 Direct Sales gt 5000 Withheld For Resale 5 Fishing Boat Proceeds on ll RWNFr COZ 1 character Y Allow creation of voucher for previously entered invoice Duplicate Invoice Override 14 digits Enter the number of the invoice to be paid Accounts Payable User s Manual Page V 21 Prepaid Credit Memo Screen 116 FIELD DESCRIPTIONS cont d PCA 5 digits Show the Program Cost Account code a USAS required field used as a coding reduction field Used to override the calculated PCA code Should be used primarily on vouchers against GL accounts Cost Ref 1 2 3 7 characters These three fields are to be used for cost reference accounting entries Dates Inv Rec 6 digits Enter the date the invoice was received This must be 1 after or equal to the invoice date and 2 before or equal to the date the voucher is bein
196. n procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation Rsn 2 characters Code to indicate the reason that this payment is exempt from interest calculation Current Batch Information Transactions 6 digits Indicates the number of transactions processed Amount 18 digits Shows the total amount of the transactions processed Batch 6 characters digits Displays the current batch reference Page VI 10 Accounts Payable User s Manual Create Revolving Voucher Screen 134 FIELD DESCRIPTIONS cont d Date Additional Functions PF KEYS PF4 ACH PF9 Multi PF10 Desc PF12 Warns 8 digits Shows the session date entered on the batch header See Appendix for explanation of standard PF Keys Displays the Automated Clearing House bank information if this is an ACH vendor Allows additional line items to be entered for multi account vouchering if necessary Provides space for a longer description to be entered Displays nonfatal warning messages Accounts Payable User s Manual Page VI 11 Revolving Voucher Amount Modify The amount of a revolving voucher entered on Screen 134 can be modified using Screen 135 These changes must be done before the state vouchers and checks are processed This screen is used primarily when a voucher was entered incorrectly Screen 135 Revolvi
197. n 808 displays the current values on the discount table and is also used to add change or delete table values Screen 808 Maintain Discount Table 808 Maintain Discount Table 05 12 03 17 08 FY 2003 CC AM Screen Function Code Discount Days Message 01 k 10_ 03 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp BASIC STEPS Steps to Add a Discount Record Advance to Screen 808 Type A in the Function field for Add Type a two digit account code in the Code field Type a four digit discount percent in the Discount field The decimal point is entered two positions from the right For example 1 5 1 50 e nthe Days field type the number of days from the invoice date that payment must be received by the vendor in order to take advantage of the discount e Press lt ENTER gt to record the discount table entry The message Added should appear in the Message field beside the newly created discount code Accounts Payable User s Manual Page IX 3 Maintain Discount Table Screen 808 Steps to Update a Discount Record Advance to Screen 808 Tab to the Function field next to the discount code requiring modification Type a U in the Function field for Update Make the necessary changes to the discount code and press lt ENTER gt The message Update should appear in the Message field beside the modified discount code Steps to Drop a D
198. n Screen 169 Voucher 7 digits Shows the voucher number that was paid for by the check Ln 4 digits Displays the line item number on the voucher Campus 2 digits Identifies the campus code Account 15 digits Shows the account number used to pay for the voucher Fiscal Yr 4 digits Indicates the fiscal year in which the payment was made Check 7 digits Displays the check number sent to the vendor Amount 15 digits Page VIH 54 Identifies the amount for each line item on the voucher Accounts Payable User s Manual Vouchers by Reconciliation Bank Inquiry Screen 178 FIELD DESCRIPTIONS cont d Total 15 digits Includes the total amount of the check Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys Accounts Payable User s Manual Page VIII 55 Outstanding Check List Screen 185 provides a listing of all checks currently on the Check file for a given bank Cleared checks will have a Drop Flag of Y Checks with a Y in either the Drop or Void fields will be deleted in the subsequent Check Reconciliation Checks from BPP are loaded for reconciliation purposes The check numbers are direct from BPP Screen 185 Outstanding Check List 185 Outstanding Check List Screen Acct n 03000 03000 03000 03000 03000 03000 03000 03000 03000 03000 03000 03000 03000 Press ENTER to view more checks UNITED PARCEL SERVICE 05 12 03 17
199. nder it This means that by pressing the PF10 key a longer description may be entered 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 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 3 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 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 Accounts P
200. ndicates the discount amount of a specific line item on a voucher Disc Dt 6 digits Date voucher must be paid by in order to receive discount Lost 1 character Y Indicates the voucher was paid beyond the time allowed to take a discount Voucher Line Item Inquiry Screen 169 Medical and Health Care Payments Nonemployee Compensation Substitute Payments for Interest Direct Sales gt 5000 For Resale Accounts Payable User s Manual Page VIII 43 Voucher Line Item Inquiry Screen 169 FIELD DESCRIPTIONS cont d Batch Net Amt FA Acct Comp Cd Bank Orig Comp Cd Hold Drop Pull Pending Trn Pull 6 characters digits Shows the batch session reference number used when transaction was processed Date indicates the session reference date when transaction was processed 11 digits Shows the net amount after discount of the voucher 15 digits Indicates the financial accounting account paying the voucher may be a GL SL or SA 4 digits Identifies the Comptroller code used by the state to track expenses 5 digits Shows the number for bank processing voucher check 4 digits If changed identifies the original Comptroller code used by the state to track expenses 1 character N or Blank No hold on voucher print Y Do not print check voucher 1 character Y Indicates if voucher has been dropped Date indicates date dropped 1 character Y In
201. nfatal warning messages Warns Page IV 48 Accounts Payable User s Manual Void A State Voucher or Credit Memo To void an entire state voucher or a credit memo for a state bank use Screen 146 All line items will be voided Both the state voucher reconciliation file and the FRS voucher file will be flagged as voided If a partial void is needed Screen 147 can be used to change the amount of a line item on a state voucher Screen 146 Void State Voucher 146 Void State Voucher 05 12 03 15 36 FY 2003 CC AM Screen Voucher 0000034 Fiscal Year 1995 Vendor 19999999991 MICROAGE Alt Vendor State Voucher Amount OR State Voucher Credit Memo Amount x This screen will void the entire State Voucher Use Screen 147 for partial voids Transactions 0 Amount 0 00 Batch JAC001 Date 05 12 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Warns BASIC STEPS e Open a session on Screen 130 e Advance to Screen 146 and enter required information on the Action Line voucher and fiscal year Press lt ENTER gt e Fill in the data in the available fields e gt After pressing lt ENTER gt a pop up window will appear to verify state voucher deletion Values are Y to complete the void or N to abort the current process e Press lt ENTER gt to return to Screen 146 Accounts Payable User s Manual Page IV 49 Void A State Voucher Screen 146
202. nformation Menu Invoices by Vendor Inquiry Voucher Inquiry by Voucher Nbr State Hold ID Search Voucher Inquiry by Vendor State Hold Name Search Voucher Inquiry by Acct Dept Ref State HUB ID Search Voucher Inquiry by PO Number State HUB Name Search Outstanding Voucher Inquiry Vendors Held by Agency Pending Voucher Inquiry Voucher Inquiry by Dept Ref Batch Information Voucher Total Inquiry Session Batch Header List Voucher Line item Inquiry Transaction Inquiry by Batch Voucher Inq by Alt Vendor Vouchers by Reconciliation Bank Check Inquiry Check List Other Menus Outstanding Check List M18 1099 W2 Menu Vouchers by Check Inquiry Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Accounts Payable User s Manual Page I 7 Accounts Payable Menu Screens Menu M12 Voucher Update Menu Part 1 M12 Voucher Update Menu Part 1 Screen Vendor Regular amp Prepaid Vouchers 104 Voucher Create 105 Voucher Header Modify 106 Unpaid Voucher Drop 107 Voucher Line Item Mod w o Actg 118 Voucher Line Item Mod w Actg 125 Voucher Amount Modify 110 Void Check 117 Void FAMIS Trace Nbr 146 Void State Voucher 147 State Voucher Partial Void 109 Prepaid Voucher Create Mod 119 Prepaid Voucher Amount Mod 130 AP Batch Initialize 05 09 03 14 04 FY 2003 CC 02 Voucher Pending Vouchers Pending Voucher Create Mod Pending Voucher Create Mod with P O Numbers Post
203. ng Voucher Amount Modify 135 Revolving Voucher Amount Modify 05 12 03 15 52 FY 2003 CC SA Screen Voucher 0700003 Line Item 1__ Vendor 19999999992 AMERICAN EXPRESS Account 297060 00000 8435 Line Item Amount Change the line item amount to P F N Liq Indic _ P O Number the new line item amount Discount Type _ Code __ Disc Amt If applicable change the Vendor discount terms Due Date to the new discount terms Transactions 0 Amount 0 00 Batch JAC001 Date 05 12 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Warns BASIC STEPS e Open a session on Screen 130 e Advance to Screen 135 e Fnter valid data in the Action Line voucher and line item Press lt ENTER gt e After entering data press lt ENTER gt for acceptance If approved message stating Record has been successfully modified will appear VOUCHER MODIFY PROCESSES When the voucher information is entered on the Action Line and lt ENTER gt is pressed the voucher amount and due date are displayed To modify the amount enter the new desired amount in the Line Item Amount field The amount entered in the field should reflect the modified invoice amount before discounts The Discount Amount should reflect the amount of discount given to the buyer and should be deducted from the gross amount Page VI 12 Accounts Payable User s Manual Revolving Voucher Amount Modify Screen 135
204. ng entered on a voucher 4 digits Entry Required Enter the fiscal year of the voucher to be modified The default is the current fiscal year 50 digits characters The number and name identifying the vendor to be paid 50 digits characters The number and name identifying the alternate vendor to be paid 1 character Help Available Examples are Blank Not Required 6 Medical and Health Not 1099 Reportable Care Crop Insurance 7 Non employee Rents Compensation Royalties 8 Substitute Paymt Prizes and Awards for Interest Federal Income Tax 9 Direct Sales gt 5000 Withheld For Resale 5 Fishing Boat Proceeds RWNFr CZ 5 digits Program Cost Account code a USAS required field used as a coding reduction field Used to override the calculated PCA code Should be used primarily on vouchers against GL accounts 1 character Identify whether or not interest is to be calculated Valid values include A Accept scheduling of late payment BLANK None F Force interest calculation R Refuse interest calculation Accounts Payable User s Manual Page IV 25 Modify Voucher Line Item Screen 107 FIELD DESCRIPTIONS cont d Rsn DATES Inv Rec Delv Req Pay Type Dept Ref Enclosure Code Invoice Date Order Date 2 characters Indicate the interest exempt reason For example AD Agency Discretion Exercised AI Automation Issue s AP Advanc
205. nk to a state account or bank and 2 a state account or bank to a local account or bank The process creates a credit disbursement TC 046 to correct the original account and bank Then either a revolving voucher or a regular voucher is posted depending on the direction of the funds change Screen 148 Change Local to State State to Local 148 Chg Loc to St St to Loc XEROX CORP 05 12 03 16 01 FY 2003 CC SA Screen ___ Vendor 19999999990 Voucher Account 297060 00000 8435 New Account New Bank Default Cost Ref N Orig Voucher Fy 2002 Bank Comp Code Dept Ref New Type Enclosure Code Invoice Date Order Date Delivery Date State Req Nbr GSC Ord Due Date Description Cust AR NBR Hold Flag W2 SSN Travel Hotel Zip USAS Doc Type PCC Code PDT Code LDT Codes Ln 1 Item Amt _ Inv Nbr PCA Ovrrd Transactions 0 Amount 0 00 Batch JAC001 Date 05 12 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Multi Warns BASIC STEPS e Open a session on Screen 130 e Advance to Screen 148 and enter the necessary Action Line information Press lt ENTER gt to continue e Fnter valid data in the fields available Press lt ENTER gt e Do not enter the previous voucher number on the Action Line e A message will appear prompting the user to press lt ENTER gt to accept the change in source of funds If the change is accepted a message saying data was ac
206. nnnnn Show the number of the bank used for the voucher transaction If blank it will be the default bank assigned to GL or SL or SA account 4 digits This field is used for the State Comptroller Object Code 7 digits Use for Reference 4 Departmental purchase order reference number 4 digits This field is for the Comptroller code for new account used as source of funds 7 digits Use this field for Reference 4 Newly assigned departmental purchase order reference number 1 digit This field is for the third digit of the transaction code which indicates the type of voucher Presently an 8 will appear indicating a Change Source from State to State transaction 1 character Help Available Enter a Code indicating enclosures This forces separate checks and vouchers will be grouped by codes Examples are A Auditor Blank Not specified C Comptroller L Local S Audit Services Y Yes enclosures Accounts Payable User s Manual Page VII 13 Local to Local Funds Source Change Screen 142 FIELD DESCRIPTIONS cont d Invoice Date Order Date Delivery Date State Req Nbr GSC Ord Due Date Description Cust AR NBR Hold Flag W2 SSN 8 digits The date the invoice was issued If the user wants the system to calculate the discount the invoice date must be entered This date must be before or equal to the date the voucher is entered 8 digits Include the d
207. nt EXAMPLE 1000 00 X 025 25 00 Accrual Basis Accounting DEBIT CREDIT TRANSACTION VOUCHER ACCOUNT ACCOUNT Entered Expense AP Liability 1000 00 120000 012000 2100 Gross AP Liability Cash 975 00 012000 2100 012000 1100 Net AP Liability Discount Acct 25 00 012000 2100 150000 expense account code Accounts Payable User s Manual Page II 7 FAMIS to USAS Voucher Interface Regular State Vouchers Regular State vouchers entered in FAMIS will be sent to USAS Uniform Statewide Accounting System using USAS T code 225 These vouchers will produce a payment warrant or ACH to the primary vendor Documents entered with a USAS document type of T IAP interagency payments will be excluded from the file transmitted to USAS Credit Memo State Vouchers State vouchers can be entered on the FAMIS credit memo screen Screen 108 These vouchers will be sent to USAS using USAS T code 248 USAS will net the credit memo against the next payment to the vendor While this entry does not have to be on the same voucher as a regular state voucher it seems that the best approach would be to enter the credit memo on the same FAMIS voucher number as a regular state voucher with the net amount greater than zero This will assure that the credit memo will be applied quickly in USAS State Vouchers with an Alternate Vendor These vouchers are entered in FAMIS on Screens 104 111 or 112 with the alternate vendor field fi
208. ntering the check or state voucher cycle RECN Reconciled Cleared Bank or State Comp VOID Check or State voucher voided 10 digits Shows the net amount of the voucher after discount 6 digits mm dd yy Indicates the batch session reference date when transaction was processed 1 digit Shows the vendor s mail code for the voucher 10 digits Displays the total dollar amount paid to the vendor 6 digits Indicates a reference number used by the department 6 digits Identifies the check number issued when payment was made 6 digits mm dd yy Indicates the date the check was processed 10 digits Identifies the net dollar amount of the voucher Accounts Payable User s Manual Page VIH 51 Voucher Inquiry by Alt Vendor Screen 170 FIELD DESCRIPTIONS cont d Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys PF9 Address Addr Displays detail address information for the vendor Page VIII 52 Accounts Payable User s Manual Vouchers by Reconciliation Bank Inquiry Screen 178 displays voucher information for a specified reconciliation bank check This screen shows the voucher number the line item numbers and amounts that were paid for as well as the total amount of the check Screen 178 Vouchers by Reconciliation Bank Inquiry 178 Vouchers by Reconciliation Bank Inquiry 05 21 03 16 16 FY 2003 CC 02 Screen __ Recon Bank 03000 Check 1000100 A
209. ntract Terms Prohibit Pymt GE GSC Exemption Granted 7 Documented Page VI 26 Accounts Payable User s Manual Create A Prepaid Revolving Voucher Screen 139 FIELD DESCRIPTIONS cont d MI Mailing Instr On PO Not Followed NI No Invoice Received Current Batch Information Transactions Amount Batch Date Additional Functions PF KEYS PF9 Multi PF10 Desc PF12 Warns 6 digits Indicates the number of transactions processed 18 digits Shows the total amount of the transactions processed 6 characters digits Displays the current batch reference 8 digits Shows the session date entered on the batch header See Appendix for explanation of standard PF Keys Allows additional line items to be entered for multi account vouchering if necessary Provides space for a longer description to be entered Displays nonfatal warning messages Accounts Payable User s Manual Page VI 27 Revolving Check Receipt Warrants and checks received from all revolving vouchers should be entered on Screen 126 recording this information makes the state reconciliation process for revolving vouchers much easier The state voucher file is updated by recording the receipt of the check warrant from the state on Screen 126 The check amount is recorded in the Revolving Check Amt field This process is done for state vouchers only While a batch must be opened to maintain the totals no transactions a
210. o Screen 104 is allowed If a session is not opened first a pop up window of Screen 130 will display requiring you to open a batch session before proceeding to Screen 104 Enter the appropriate information and press lt ENTER gt to advance to Screen 104 Screen 001 FRS Main Menu 001 FRS Main Menu 05 09 03 14 12 FY 2003 CC 02 Screen 104 F0019 Session not currently active 130 AP Batch Initialize wassa PIN Screen M01 Accou M02 FA Tr M03 Inqui M05 Suppo M07 Depar Batch Ref JAC001 Batch Date 02 28 03 __ Status O Acct Feed Y Bank 03000 Voucher Feed Y Description Transactions Amount Expected Totals 10 1000 00 l l l l l l M08 Entir User ID Override N l l l l l l l l Enter PF1 PF Hmenu Help EHelp TRANSACTION CODES Vouchers have transaction codes of 140 to 149 The following transaction codes ARE allowed TC 140 Regular Voucher TC 141 Regular Voucher TC 142 Produces a Separate Check TC 149 Produces a Separate Check Page IV 4 Accounts Payable User s Manual Create a Regular Voucher Screen 104 TC 143 State Travel Vouchers prints to a separate print set this allows travel vouchers to be printed on plain paper thereby not wasting a voucher form FAMIS does not print a true Travel Voucher The following transaction codes are NOT allowed on this screen TC 147 Revolving Voucher TC 148 Change Source
211. oice was issued If the user wants the system to calculate the discount the invoice date must be entered This date must be before or equal to the date the voucher is entered Order Date 8 digits The date the order was placed Required for state vouchers Due Date 8 digits This is the due date for the payment This field determines when the voucher is processed for payment See Voucher Processes section Entry Required Entry Required Entry Required Page IV 8 Accounts Payable User s Manual Create a Regular Voucher Screen 104 FIELD DESCRIPTIONS cont d State Req Nbr GSC Ord Description Cust AR NBR ACH Ovrd Hold Flag Discount Type Disc Code Disc Amt Alt Vendor 11 digits Requisition Number assigned by the State 7 characters TBPC General Services Commission defined code for purchase orders requiring their approval 40 characters A description of the voucher to be created 25 digits Customer Accounts Receivable number assigned to purchaser by vendor 1 character Enter Y to override the sending of ACH Automated Clearinghouse for a vendor This keeps the routing information available Checks will be created for the vendor until reset 1 character Help Available N or Blank No hold on voucher print Y Do not print check voucher 1 character Help Available D Dollar value P Percent value T Code taken from Vendor record
212. oisier JIN Investments Corrections 00006 JIC PAYABLES Acct Payable Check ccccceese APC Acct Payable Voucher 0000 APV SUSPENSE ti teucsvateidanician SUS VOUCHERS Trave lasso Psat ities oi het seca tsa thes TRV Purchase crccceatecesvacketen ate PRV BSG E AAEE eaeccate chalets eagaeteetes FEE Prepaid Vouchers ccscceseeseeeteees PPV Gb Checks aneu GLV Corrections Travel ccccccceees TRC Corrections Purchase 0 c000 PVC Void Checks 00 0 ceccccccceessseeeeenees VCH Delete Vouchers 0 ccccceeeseeeenees DEV Housing Interface eee HSG SIMS Interface c cccecccsseeseeseeeeeees SIMS Investment Purchase cceee INP MiscellaneouS cccccccceeeseeeeees MDS Payroll Vouchers cccesceseeseeseeee PAY Corrections Payroll ccceseeseees CPR Revolving Receivable ce RRP Page X 17 FAMIS Reference Codes Currently there are four different reference codes used in FAMIS Specific transactions are associated with these codes Each transaction code is identified below along with related transactions Samples of Screen 23 have been used to show each reference code with related transactions FIELD TYPE REF 1 Doc Budget Beg Balance AFR REFERENCE 1 CODE 05x 02x 098 060 023 Transaction Inquiry by Account 062 RELATED TRANSACTIONS Encumbrances Vouchers Credit Memos Prepaid Vou
213. on e Then N on all of the remaining multi account lines Multi Account Vouchers More Than 20 Lines Accounts If more than 20 lines or accounts are needed on the voucher additional lines accounts up to a total of 60 may be entered on a subsequent voucher using the same voucher number Enter the first 20 accounts on Screen 104 using the multi account window noting the assigned voucher number upon acceptance of these lines Page IV 6 Accounts Payable User s Manual Create a Regular Voucher Screen 104 Re enter the newly created voucher number in the Voucher Number field and press lt ENTER gt This process will allow you to continue adding lines to the previously created voucher The following pop up window appears after you have entered accounts in the multi account vouchering window and pressed lt ENTER gt Enter N to continue The Voucher number 0000001 was entered You may only add additional lines items to this voucher Enter Y to enter a different voucher number Enter N to continue with this voucher Change Voucher Number Y N Y Additional Description Use PF10 to enter additional description for the voucher There are 11 total lines available for text entry Correcting Regular Vouchers You can only correct regular vouchers before the state voucher or check cycle has been run usually done on a daily basis In other words you may access and change vouchers that have been entered but
214. on to be entered Displays nonfatal warning messages Accounts Payable User s Manual Page V 23 Prepaid Credit Memo Screen 116 Page V 24 Accounts Payable User s Manual Page VI 2 Accounts Payable User s Manual Create Revolving Voucher Screen 134 is used to enter a revolving voucher Both a check and a state voucher will be created The revolving voucher is used to pay a vendor with local funds and request reimbursement from state funds Typically this has been used to get a check in the mail to a vendor very quickly But since the intent is to pay from state funds the request for payment state voucher is sent to the state The warrant when returned to the issuing agency is deposited in a Due From State account Screen 134 Revolving Voucher Create 134 Revolving Voucher Create MICRO WAREHOUSE 05 12 03 15 50 FY 2003 CC SA Screen Vendor 19999999993 Voucher 0 Default Cost Ref N Type 7 Dept Ref Enclosure Code Invoice Date 05 04 2003 Order Date 04 30 2001 Due Date State Req Nbr GSC Ord Description Cust AR NBR ACH Ovrd _ Hold Flag Discount Type Disc Code _ Disc Amt Alt Vendor W2 SSN Travel Hotel Zip USAS Doc Type PDT Code LDT Codes IC _ Reason Cont Wk Force Dup P O Encumb P F N Comp Item Inv Ln Account Number Obj Liq Ind Bank Code Amount 1099 Ovrrd 1 127030 00000 4010 ee 55 0 E Inv PCA Cost Ref 1 25 33 Dates Inv Rec Delv Req Pay Ic _ Rsn _ Transac
215. ons 0 Amount 0 00 Batch JAC001 Date 05 12 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Warns BASIC STEPS e Open a session on Screen 130 e Advance to Screen 147 and enter information in the Action Line fields voucher line item and fiscal year Press lt ENTER gt e Ifthe data is accepted the message Accepted Please enter new transaction will appear FIELD DESCRIPTIONS Action Line Information Voucher 7 digits Entry Required Enter the number of the voucher to be deleted Page IV 52 Accounts Payable User s Manual FIELD DESCRIPTIONS cont d Line Item 2 digits Type the line number of an item currently being entered on a voucher Fiscal Year 4 digits Indicate the fiscal year the voucher was posted Screen Information Vendor 11 digits Displays the number identifying the vendor to be paid Alt Vendor 11 digits Shows the alternate vendor receiving payment Account 15 digits Indicates the number of the account to be debited State Voucher Amount 14 digits Enter the corrected amount The program will compute the difference and generate the correct accounting entries P F N Liq Indic 1 character Help Available Encumbrance liquidation indicator P Partial liquidation F Full liquidation N No liquidation State Appropriation Information Year 4 digits Displays the year the funds were appropriated by th
216. ons PF KEYS 7 digits Type the check number to be displayed at the beginning of the list of checks on the screen if desired 8 digits Include a specific date to see checks after that date 1 character Type X in this field to select a voucher for display on Screen 169 5 digits Shows the accounting bank number used for the payment 7 digits Displays the check number sent to the vendor 2 digits Identifies the campus code 1 character Shows if the check has been reconciled 1 character Identifies if the check has been voided 11 digits Displays the vendor s identification number and name that was on the check 8 digits Shows the date the check was printed 15 digits Identifies the amount of the check See the Appendix for an explanation of the standard PF Keys Accounts Payable User s Manual Page VIII 63 Check List Screen 177 Page VIII 64 Accounts Payable User s Manual Page IX 2 Accounts Payable User s Manual Maintain Discount Table Values on the discount table specify terms of frequently used discounts Each discount table record contains a discount code discount percent and a number of days This information is used to determine the discount amount if payment is made within a specific time period Each agency can select values to be set up in the discount table In the sample below discount terms are a 1 5 discount if invoice is paid within 10 days Scree
217. ont d Disc Amt Account P O Number Encumb Obj Bank Comp Code Item Amount 1099 Dup Inv Ovrrd 11 digits When used with discount type D the dollar amount of the discount to be applied When used with discount type P the percent discount to be applied 15 digits The account number sub account number and the sub code used to pay the voucher 7 characters digits The number assigned to the purchase order by Fiscal 4 digits Object code used when the encumbrance was created 5 digits The number and name identifying the vendor to be paid 4 digits Identifies the Comptroller code used by the state to track expenses 11 digits Displays the dollar amount for a specific item on a voucher 1 character digit Enter the appropriate code For example A Crop Insurance After 1997 Blank Not required C Gross Proceeds Paid to Attorney F Foreign Indiv 1042S Reportable N Not 1099 Reportable 0 Crop Insurance Code Before 19 1 Rents 2 Royalties 1 character Y Allow creation of voucher for previously entered invoice Duplicate Invoice Override Accounts Payable User s Manual Page IV 33 Voucher Line Item Modify With Accounting Screen 118 FIELD DESCRIPTIONS cont d Inv PCA Cost Ref 1 2 3 Dates Inv Rec Delv Req Pay IC Rsn Transactions 10 characters digits The number of the invoice 5 Used to
218. onverted function attribute from Screen 6 for that SL account and object defined by the expenditure If FAMIS does not find a match from Screen 840 a default PCA of 89010 will be used For example the PCA for account 120310 and object code 1105 would be 30596 Refer to the chart on the next page for FAMIS conversion values for NACUBO function Screen 6 SL 6 Digit Account FSA 006 SL 6 Digit Account FSA Screen Account Title OFFICE OF THE PRESIDENT 999999999 SANDERS WILLIAM D Resp Person ABR Rule Bottom Line Cntl AFR Fund Group Year End Process Default Bank Alternate Banks State Funds Dept Primary PRES_ Secondary Fund Source Long Title Account Letter Hmenu Help EHelp Page II 12 Account 120310 006 Map Code Y Deflt Cat Cntl 10 Fund Group T Year End Acct 13013 Override kkkkk Ys Appropriated _ S Dept Exec Div Coll Mail Cd Stmt PR OFFICE OF THE PRESIDENT FG 1199601000 05 09 03 14 10 FY 2003 CC 17 SA create enable N Old Acct 12000 Reporting Group R Deflt Cat Tol Pct Sub Fund Group Function Y Proj FYTD End Mo Security 3310 Sub Sub 35 Sub Fun _ 08 Aux Code SA Transactions J1010 xe Budget Actual Expense N N Revenue N N Office of the President Setup Date TRS ORP Exempt _ Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Next CAcct CProj Accounts Payable User s Manual
219. or 03000 03000 03000 03000 03000 03000 03000 03000 03000 03000 03000 03000 03000 101110 103439 105600 110276 110281 120927 124145 132334 132861 132888 133061 133062 133571 28888888840 25555555550 24666666660 24333333330 24222222250 24611111140 24888888810 24999999990 1636666664S 37777777770 37444444410 33000000000 10422222221 KZ2Z222KKKK KK KK Press ENTER to view more checks Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp BASIC STEPS e Advance to Screen 177 e Type a valid reconciliation bank number on the Action Line and press lt ENTER gt 05 21 03 16 FY 2003 CC From Date Date 12 07 1994 12 13 1994 12 16 1994 01 04 1995 01 04 1995 01 11 1995 01 17 1995 01 31 1995 12 01 2000 11 30 2000 01 22 2001 01 22 2001 03 28 2001 e You may specify a check number to begin the list and a date to display checks that were printed after specific day e Type X in the S field to select a voucher and advance to Screen 169 FIELD DESCRIPTIONS Action Line Information Recon Bank 5 digits Enter a valid reconciliation bank number Entry Required Page VIII 62 Accounts Payable User s Manual Check List Screen 177 FIELD DESCRIPTIONS cont d From Check No From Date Screen Information S Acct Bank Check No Campus Recon Void Vendor Date Amount Additional Functi
220. or Shows outstanding vouchers checks issued on the recon for a specified vendor bank specified in the Action PAGE ssscrsccescsrsvsesoees VIli 22 Line Pagers VIII 62 166 Pending Voucher Inquiry Lists pending vouchers in 178 Vouchers by Reconciliation voucher number order by year Displays voucher information Pape svccncssscisctectecssccssdescees X 25 for a specified recon bank check 167 Voucher Inquiry by Dept PASE EE VII 53 Ref Displays list of vouchers for a 185 Outstanding Check List specified departmental Lists outstanding checks for a reference code reconciliation bank PAGE ssscesrcescsscseseees VIll 27 PAGE ccssecssevseessereeees VITI 56 168 Voucher Total Inquiry 186 Vouchers by Check Inquiry Lists all line items for selected This screen provides multi account voucher reconciliation information for PAG scscsscccdisccrescesdecosees VIII 28 a specified check PAGE scsssecsseeseesseoeeees VIII 59 169 Voucher Line Item Inquiry Displays detail information on 808 Maintain Discount Table a specified voucher line item Used to maintain the vendor PAQe siecvscsccccectesssevesesees VITI 38 discount information PAGE scsscecsscecscescsscseseees IX 3 170 Voucher Inquiry by Alternate Vendor Displays vouchers having the specified alternate vendor Pakena VII 48 Accounts Payable User s Manual Page X 11 Standard PF Keys PF Keys are used in the purchasing module of FAMIS to access additional information Wherever possi
221. ore accounting Posted P OP Pending voucher open no accounting posted OUT Outstanding after being posted but before entering the check or state voucher cycle RECN Reconciled Cleared Bank or State Comp VOID Check or State voucher voided 13 digits Displays the net amount of the voucher after discount 7 characters Indicates the departmental reference for voucher Reference 4 or the voucher number if the departmental reference is not required 6 digits Identifies the check number issued when payment was made 6 digits mm dd yy Indicates the date the check was processed 8 digits Shows the date of the batch session when the transaction was processed Page VIII 20 Accounts Payable User s Manual Voucher Inquiry by Purchase Order Number Screen 164 FIELD DESCRIPTIONS cont d Stat Net Amount Additional Functions PF KEYS 4 characters Status of voucher Examples are CYCL In Check Cycle or State Voucher Cycle DROP Dropped before payment accounting reversed PAID Paid after printing or Prepaid PEND Pending voucher no accounting Posted P CN Pending cancelled before accounting Posted P OP Pending voucher open no accounting posted OUT Outstanding after being posted but before entering the check or state voucher cycle RECN Reconciled Cleared Bank or State Comp VOID Check or State voucher voided 14 digits Shows the net amount of the voucher
222. override the calced PCA code Should be used primarily on vouchers against GL accounts 7 characters digits Three fields to be used for cost reference accounting entries 6 digits Enter the date the invoice was received This must be 1 after or equal to the invoice date and 2 before or equal to the date the voucher is being entered 8 digits Indicate the date items services were received 8 digits Include the date payment is required 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation 2 characters Include the reason for interest exempt For example AD Agency Discretion Exercised Al Automation Issue s AP Advance Payment CD Contract Date Exception DP Disputed Payment DT Direct Payment of Travel Expenses ER Employee Reimbursement 7 digits Number of transactions processed Page IV 34 Accounts Payable User s Manual Voucher Line Item Modify With Accounting Screen 118 FIELD DESCRIPTIONS cont d Amount 15 digits The total amount of the transactions processed Batch 6 characters digits The current batch reference number Date 8 digits Session date entered on the batch header Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF10 Provides space for a longer
223. payment was made Check Date 6 digits mm dd yy Indicates the date the check was processed Net Amount 10 digits Identifies the net dollar amount of the voucher Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF9 Displays Vendors address and Addr additional vendor information Accounts Payable User s Manual Page VIH 13 Voucher Inquiry By Account Screen 163 displays a list of vouchers for a specific subsidiary ledger account SL or support account SA And departmental reference number The information displayed shows the status of the voucher Inquiries default to the current fiscal year but previous fiscal years may be searched by typing a different year in the Fiscal Year field Screen 163 Voucher Inquiry by Account Department Reference 05 12 03 16 40 FY 2003 cc 02 Fiscal Yr 2003 163 Voucher Inquiry by Account Dept Ref Account Vch Screen Dept 241607 10000 Dept Ref Net Amount 0008 0009 0011 0012 0013 0015 0016 0018 0019 0020 Voucher Lns 1400014 1411391 1400001 1402814 1406326 1405217 1405698 1406826 1406250 1425834 1412452 1406825 1411566 1406832 PFWWRUWWEWRPRPRPNE Vendor Name UNITED PARCEL SERVIC CURRY PRINTING SYSTE LASER SAVER INC UNITED PARCEL SERVIC NEVA GARRETT MAT R EULISS JUDY BARKER JIM ROSIER JILL S BARNES BOBBY D WORKMAN JAN T LEIGHTON KARY MORRISON DAVE PAULSON GARY WHITE Description FR
224. per line Accounts Payable User s Manual Page IV 5 Create a Regular Voucher Screen 104 VOUCHER PROCESSES cont d Screen 104 Multi Account Vouchering Enc Comp Account P O Num Obj P F N Bank Code Amount 1099 Ln 1 270030 00000 4010 _ 00001 7300 35 00 Inv PCA Cost Ref 1 2 35 Dates Inv Rec Delv Req Pay Ic Rsn Ln 2 Inv 3 Cost Ref 1 Dates Inv Rec 5 Req Ln 3 a ee EPS og VEN Inv Cost Ref 1 Dates Inv Rec Req Ln 4 Se an a IN N Inv Cost Ref 1 Dates Inv Rec Delv Req Total Posted Items 0 Total Working Items 1 35 00 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Exit ECopy Bkwd Frwd SCopy Cancl To copy a line place the cursor anywhere on the line to be copied and press PF9 To access up to twenty more lines press the PF8 key To scroll backward through the entries press PF7 To return to Screen 104 press lt ENTER gt or PF4 To cancel entry on the multi account screen press PF12 Multi Account Encumbrance Liquidation Multi account vouchers can liquidate from different purchase order numbers one for each line of the voucher Vouchers can liquidate one purchase order number on multiple lines However if the total of all lines will drive expenses over the encumbered amount you must input the P F N Liq Indic field with the following values e Type F on the multi account line that finalizes the liquidati
225. ployee requiring purchase 2 digits Show the line number of an item currently being entered on a voucher 12 digits Indicate the dollar amount for a specific item on a voucher 1 character digit Help Available Examples are Blank Not Required F Foreign Indiv 1042S Reportable N Not 1099 6 Medical and Health Care 0 Crop Insurance Payments 1 Rents 7 Nonemployee Compensation 2 Royalties 8 Substitute Payments for 3 Other Income Interest 4 Federal Income Tax 9 Direct Sales gt 5000 Withheld For Resale 5 Fishing Boat Proceeds Page VII 8 Accounts Payable User s Manual State to State Funds Source Change Screen 141 FIELD DESCRIPTIONS cont d Inv Nbr 14 digits Enter the number of the invoice to be paid Current Batch Information Transactions Amount Batch Date Additional Functions PF KEYS PF9 Multi PF12 Warns 6 digits Displays the number of transactions processed 18 digits Indicates the total amount of the transactions processed 6 characters digits Shows the current batch reference 8 digits Displays the session date entered on the batch header See Appendix for explanation of standard PF Keys Allows additional line items to be entered for multi account vouchering if necessary Displays nonfatal warning messages Accounts Payable User s Manual Page VII 9 Change Source of Funds From Local to Local Account LOCAL ACC
226. r 9 digits Include the identification number Social Security number on W2 form for employee if the voucher is for services i e moving 9 digits ZIP code of the hotel used for travel to determine percentage usage and if the state discount rate is being utilized 1 character This field is for a USAS defined document type code that determines processing at the state 1 character Help Available A General Services Commission GSC defined Purchase Category Code that identifies various purchase types and associated payments 1 character Help Available This USAS defined Payment Distribution Type code identifies how transactions will be combined for warrants and direct deposits 2 characters each Help Available USAS Descriptive Legal Text that identifies up to 5 stamps or sets of verbiage to be put on a voucher Accounts Payable User s Manual Page VI 7 Create Revolving Voucher Screen 134 FIELD DESCRIPTIONS cont d IC Reason Cont Work Force Line Item Information Ln Account P O Number Encumb Obj 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation
227. r Accounts Receivable number assigned to purchaser by vendor 1 character Help Available Examples are D Dollar value P Percentage value V Code taken from Vendor record T Code based on Discount code 11 digits When used with discount type D the dollar amount of the discount to be applied When used with discount type P the percent discount to be applied 11 digits This field is used if an alternate vendor is receiving payment 9 digits Indicate the identification number Social Security number on W2 form for employee if the voucher is for services i e moving 9 digits Type the ZIP code of the hotel used for travel to determine percentage usage and if the state discount rate is being utilized 1 character This field is for a USAS defined document type code that determines processing at the state 1 character Help Available Indicate a General Services Commission GSC defined Purchase Category Code that identifies various purchase types and associated payments Accounts Payable User s Manual Page V 19 Prepaid Credit Memo Screen 116 FIELD DESCRIPTIONS cont d PDT Code LDT Codes IC Reason Cont Wk Force Line Item Information 1 character Help Available Enter a USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits 2 characters each Help Available USAS Descriptive
228. r all vouchers The share of ownership that an account has in the institution s Moines A temporary summary account such as a payroll account which is periodically set to zero See Chart of Accounts A two sided transaction that posts debits and credits The information that identifies the record being displayed or to be displayed by the system The reduction of a payable previously paid or still open A credit memo may result from overpayment overbilling or the return of goods Two or more programs that are run in a specific sequence Accounts Payable User s Manual Page X 23 Glossary Appendix Data Database Data Control Data Element HELP Data Entry Default Delete Flag Diagnostic Message HELP D 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 The collected information that is accessible to the computer for processing The tracking of input processing and output and the comparing of actual results to expected results in order to verify accuracy An on line feature which assists the user by providing immediate information about any particular field on a screen A means for adding information into the system The value that the system will assi
229. r criteria to be used in searching and displaying the desired information If you type part or all of the alternate vendor s name in the Alt Vndr field you will be given a pop up window from which to select the desired vendor You may also type an in the Alt Vndr field to view a pop up list of alternate vendor s and select the vendor s number from the list by typing an X in the Sel field Press lt ENTER gt to pass back the number to the field on Screen 170 BASIC STEPS e Advance to Screen 170 Type a valid alternate vendor s identification number in the Alt Vndr field and press lt ENTER gt If there are vouchers for the specified vendor they will be displayed e You may enter a specific voucher number account number and or department reference code to narrow the search and advance to a specific item FIELD DESCRIPTIONS Action Line Information Alt Vndr Voucher Fiscal Year All Include Only Account 11 digits Entry Required Enter a valid alternate vendor identification number 7 digits Include a specific voucher number to display on the screen 4 digits Identify the year to begin the search for the voucher 4 digits Specify if all vouchers are to be included 8 digits Enter an account number to limit the search for vouchers Accounts Payable User s Manual Page VIH 49 Voucher Inquiry by Alt Vendor Screen 170 FIELD DESCRIPTIONS cont d Dept Ref
230. r not Screen 142 assigns a new voucher number only when the bank is changed A voucher prefix should be entered EX 2 After completion of data entry FAMIS will assign a voucher number which will be displayed as Reference 2 The old voucher number is not referenced it is recommended that this number be put in the description of the newly created voucher for a reference FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Entry Required Enter the number identifying the vendor to be paid Voucher 7 digits Entry Required Type the number of the voucher to be modified Account 15 digits Entry Required Indicate the number of the account to be debited New Account 15 digits Entry Required Enter the number of the new account to be debited New Bank 5 digits nnnnn Entry Required Designate the number of the new bank used for the voucher transaction If blank it will be the default bank assigned to GL or SL or SA account Default Cost Ref 1 character Enter Y or N Y Will display the cost reference fields for entry Page VII 12 Accounts Payable User s Manual Local to Local Funds Source Change FIELD DESCRIPTIONS cont d Screen Information Orig Voucher FY Bank Comp Code Dept Ref New Comp Code Dept Ref Type Enclosure Code Screen 142 7 digits Entry Required Enter the original voucher number 4 digits Indicate the fiscal year the voucher was posted 5 digits
231. r that is available for 1099 report preparation An additional charge on the acquisition of goods which is imposed by the taxing authority and should be paid with the invoice Temporary Vendor Transaction Code Update Screen Valid Value Vendor Vendor Addresses Vendor File A vendor from whom only one purchase or service is required No further transactions for this vendor are expected A three digit code that uniquely identifies a transaction type and determines editing criteria and dollar fields to be updated U A screen that allows a user to enter data for updating the files V A value of a data element that has been defined for input A provider of goods and or services See Order From Addresses and Remit To Addresses A record of all attributes dollar data and control information for all vendors t fa doc manuals wrkinpres ap0008 doc 08 09 2000 jac 10 16 01 klp 1 24 02 jac 05 14 03 jac Page X 28 Accounts Payable User s Manual
232. ransaction This is only possible however if the same voucher number was used to create the multiple distributions The system creates the appropriate accounting transactions for each account distribution that is dropped FIELD DESCRIPTIONS Action Line Information Voucher Fiscal Year Screen Information Vendor Line Item Nbr 7 digits Entry Required Enter the number of the voucher to be dropped 4 digits Entry Required Type the fiscal year the voucher was posted 11 digits Displays the number identifying the vendor to be paid 3 digits Enter the line item number of a specific item on a voucher e Enter a Line Item Nbr to drop a specific item from a voucher Ex for line item number 3 enter 003 e Type in ALL to drop the entire voucher Page IV 22 Accounts Payable User s Manual Drop an Unpaid Voucher Screen 106 FIELD DESCRIPTIONS cont d Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF12 Displays nonfatal warning messages Warns Accounts Payable User s Manual Page IV 23 Modify Voucher Line Item Sometimes you need to modify some attributes on a line item on a voucher and Screen 107 allows you to modify certain fields The modifiable fields are highlighted in white on the screen below Screen 107 Voucher Line Item Modify 107 Voucher Line Item Modify 05 20 03 10 21 FY 2003 cc 02 Screen Voucher 1530987 Line Item 1 Fiscal Year
233. re generated In addition there may be a situation that requires the employee to submit a personal check to the agency For example an employee receives a travel advance After submitting a voucher for reimbursement from the state the agency discovers that the state will not cover certain expenses i e rental auto insurance To completely reconcile the voucher the employee will have to submit a personal check to cover the additional expenses not covered by the state Screen 126 Revolving Check Receipt 126 Revolving Check Receipt 05 12 03 15 58 FY 2003 CC AA Screen Voucher 0000025 Revolving Check Amt 1155 00 Personal Check Amt 45 00 Enter Y if all checks received Y Transactions Amount Batch JACO01 Date 05 12 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp BASIC STEPS e Open a session on Screen 130 e Advance to Screen 126 e Fnter data on the Action Line voucher number and press lt ENTER gt e Type valid data in the fields available and press lt ENTER gt to have data accepted e Close session on Screen 130 Page VI 28 Accounts Payable User s Manual Revolving Check Receipt Screen 126 FIELD DESCRIPTIONS cont d Action Line Information Voucher 7 digits Entry Required Enter the number of the voucher to be created Screen Information Revolving 12 digits Entry Required Check Amt Type the amount received from the state for the r
234. reen 139 is used to record the accounting for a check created outside the FAMIS check cycle and also to create a state voucher to be sent to the state for reimbursement These checks are disbursed for expenses that are normally paid by the state but for other reasons rush order etc are paid by the agency s local funds Screen 139 Prepaid Revolving Voucher 139 Prepaid Revolving Voucher AMERICAN ENVELOPE SUPPLY 05 12 03 15 55 FY 2003 CC AA Screen Vendor 19999999990 Voucher 0 Default Cost Ref N Type 7 Dept Ref Enclosure Code _ Invoice Date Order Date State Req Nbr GSC Ord Description Check Nbr Check Dt 10 05 01 __ Cust AR NBR Discount Type Disc Amt Alt Vendor W2 SSN Travel Hotel Zip USAS Doc Type PCC Code _ PDT Code LDT Codes Ic _ Reason Cont Wk Force Dup P O Encumb P F N Comp Item Inv Ln Account Number Obj Liq Ind Bank Code Amount 1099 Ovrrd 1 440001 00000 4010 os Inv PCA Cost Ref 1 2x 3 Dates Inv Rec Delv Req Pay IC _ Rsn _ Transactions 0 Amount 0 00 Batch JAC001 Date 05 12 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Multi Desc Warns This process will set up a Due From the State accounting entry The warrant when returned to the issuing agency must be deposited in the Due From the State account defined on Screen 823 in order to clear the account REVOLVING PREPAID VOUCHER CREATE The two disbursement en
235. reen 808 11 digits When used with discount type D the dollar amount of the discount to be applied When used with discount type P the percent discount to be applied 11 digits Designate the alternate vendor receiving payment Accounts Payable User s Manual Page IV 39 Create a Credit Memo Screen 108 FIELD DESCRIPTIONS cont d W2 SSN Travel Hotel Zip USAS Doc Type PCC Code PDT Code LDT Codes Cont Wk Force Line Item Information Ln Account P O Number 9 digits Enter the identification number Social Security number on W2 form for employee if the voucher is for services i e moving 9 digits Include the zip code of the hotel used for travel to determine percentage usage and if the state discount rate is being utilized 1 character This field is for a USAS defined document type code that determines processing at the state 1 character Help Available A General Services Commission GSC defined Purchase Category Code that identifies various purchase types and associated payments 2 characters Help Available Designate a USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits 2 characters each Help Available USAS Descriptive Legal Text that identifies up to 5 stamps to be put on a voucher 1 character Identify if this payment is to be flagged as a Contract Work
236. rence is not required Fiscal Yr 4 digits Entry Required Designate the fiscal year the voucher was posted Accounts Payable User s Manual Page VIII 15 Voucher Inquiry by Account Screen 163 FIELD DESCRIPTIONS cont d Screen Information S Dept Ref Voucher Vch Lns Vendor Name Panel Stat Net Amount Description Panel 2 Check Nbr 1 character Type an X in this field to select the voucher you wish to view 7 characters Indicates a departmental reference for voucher Reference 4 or the voucher number if the departmental reference is not required 7 digits Shows the FAMIS voucher number 3 digits Displays the number of line items in a particular voucher 20 characters Identifies the vendor identification name 4 characters Status of voucher Examples are CYCL In Check Cycle or State Voucher Cycle DROP Dropped before payment accounting reversed PAID Paid after printing or Prepaid PEND Pending voucher no accounting Posted P CN Pending cancelled before accounting Posted P OP Pending voucher open no accounting posted OUT Outstanding after being posted but before entering the check or state voucher cycle RECN Reconciled Cleared Bank or State Comp VOID Check or State voucher voided 13 digits Shows the net amount of the voucher after discount 18 characters Displays a description of items purchased 6 digits
237. ribes the transactions within the batch 16 digits Shows the total amount posted in the batch session selected 5 digits Displays the number of transactions posted in selected batch session 5 digits Indicates the bank number used on the session batch open screen The bank on the batch is not used for AP transactions 8 digits Designates the date the batch was run 1 character Indicates status of the batch session C Closed batch session O Open batch session See Appendix for explanation of standard PF Keys Page III 8 Accounts Payable User s Manual Transaction Inquiry By Batch Where Screen 124 provides summary totals for all batches Screen 127 provides detailed information on each batch If there are 50 transactions in one particular batch this screen will display the 50 individual transactions with detailed information The batch information shown below displays all the transactions entered in the batch that was selected with an X on sample Screen 124 NOTE The Ref column heading and information displayed is determined by the number entered in the Ref field on the Action Line The Offset Acct column will change to Bank when the Bank Option field is Y Screen 127 Transaction Inquiry by Batch Panel 1 127 Transaction Inquiry by Batch 05 09 03 14 27 FY 2003 cc 02 Screen __ Batch Ref ACH001 Date 09 03 2002 Indirect Also N Ref 2 Dir Bank Option N Description Ind I Offset
238. rious purchase types and associated payments 2 characters Help Available A USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits 2 characters each Help Available USAS Descriptive Legal Text that identifies up to 5 stamps to be put on a voucher 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation Accounts Payable User s Manual Page V 7 Create a Prepaid Voucher Screen 109 Reason Cont Wk Force Line Item Information Ln Account P O Number Encumb Obj P E N Liq Ind Bank Comp Code 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Contract Terms Prohibit Pymt GE GSC Exemption Granted 7 Documented MI Mailing Instr On PO Not Followed NI No Invoice Received 1 character Identify if this payment is to be flagged as a Contract Work Force Payment 2 digits Line number of an item currently being entered on a voucher 15 digits The number of the account to be debited 7 digits The purchase order number Also Reference
239. rmine percentage usage and if the state discount rate is being utilized 1 character This field is fora USAS defined document type code that determines processing at the state 1 character Help Available Use this field for a General Services Commission GSC defined Purchase Category Code that identifies various purchase types and associated payments Accounts Payable User s Manual Page VI 23 Create A Prepaid Revolving Voucher Screen 139 FIELD DESCRIPTIONS cont d PDT Code LDT Codes IC Reason Cont Wk Force Line Item Information 1 character Help Available Indicate a USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits 2 characters each Help Available USAS Descriptive Legal Text that identifies up to 5 stamps to be put on a voucher 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Contract Terms Prohibit Pymt GE GSC Exemption Granted 7 Documented MI Mailing Instr On PO Not Fo
240. rmines when the voucher is pulled to cycle for payment 11 digits Requisition number given by the state 7 characters TBPC General Services Commission defined code for purchase orders requiring their approval 35 characters A description of the voucher to be modified 25 digits Customer Accounts Receivable number assigned to purchaser as a receivable by vendor Accounts Payable User s Manual Page IV 17 Modify an Unpaid Voucher Screen 105 FIELD DESCRIPTIONS cont d ACH Ovrd Hold Flag State Hold Ovrd Alt Vendor W2 SSN Travel Hotel Zip USAS Doc Type PCC Code LDT Codes 1 character Enter Y to override the sending of ACH Automated Clearinghouse for a vendor This keeps the routing information available Checks will be created for the vendor until reset 1 character Help Available N or blank No hold on voucher print Y Do not print check voucher 1 character Y will override the State Vendor Hold and allow the line item to create a check 11 digits Alternate vendor receiving payment The alternate vendor can be changed prior to the cycle 9 digits Identification number Social Security number on W2 form for employee if the voucher is for services i e moving 9 digits The zip code of the hotels used for travel to determine percentage usage and if the state discount rate is being utilized 1 character A USAS defined document typ
241. rride Encumbrances N Actuals N Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ACH Desc Mlti Warns Page IV 66 Accounts Payable User s Manual Create Modify Pending Voucher with PO Numbers Screen 112 BASIC STEPS To post Advance to Screen 112 Enter a valid voucher number or voucher prefix for automatic voucher numbering and press lt ENTER gt Enter data in the fields available including the encumbrance PO number and press lt ENTER gt to have the voucher accepted and assigned a voucher number Press PF10 to close the voucher Advance to Screen 130 and open a session Advance to Screen 112 Enter the voucher number and press lt ENTER gt Post the voucher using PFS Return to Screen 130 and close the session PENDING VOUCHER PROCESSES Automatic Voucher Numbering To prompt FAMIS to automatically assign a voucher number a valid prefix must be typed in the voucher field FAMIS Services will set up valid prefixes on Screen 834 Voucher Type Create and they can be viewed on Screen 835 Last Voucher Number Used Table The steps for automatic voucher numbering are e Type a valid prefix in the Voucher field Press lt ENTER gt and begin entering voucher information e After final data acceptance the assigned voucher number will be given in the message above the Screen field or in the pop up screen visible by pressing PF3
242. s Senate tet adle cdetuetraitas amhatlaa tees cas cede VIII 62 PART IX MAINTENANCE SCREENS Maintain Discount Table Screen 808 cccscccsssscesssscessscessssceeneccesnsessnecesenss IX 3 PART X APPENDIX Instruction Page sirecea Lye cat iats con eee alae eeu si enact essed er acal aus X 3 Accounts Payable Screen Information cccceccceceseceseceeeceeeeceseceeeeeeeeeneeeensees X 8 Standard PK Cy ss ocsethstaaevea Sorensen Data Si R N ER A oie sects es case is X 12 FAMS COUCS os a yi sates a a ss e a e A N AEA X 15 GISSA Y siet a RE REAR E E E REA E X 22 Page I 6 Accounts Payable User s Manual Accounts Payable Menu Screens The Accounts Payable menu screens provide access to the screens necessary to process vouchers including vendor and batch information These menus also provide inquiry for all Accounts Payable documents Menu M10 Accounts Payable System Menu M10 Accounts Payable System Menu 05 09 03 14 01 FY 2003 CC 02 Accounts Payable Vendor Information Menu A P Inquiry and Vendor Menu A P Voucher Update Menu Part 1 A P Voucher Update Menu Part 2 A P 1099 W2 Menu Reconciliation ACH System Menu Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Menu M11 Accounts Payable Inquiry and Vendor Menu M11 Accounts Payable Inquiry and Vendor Menu 05 09 03 14 04 FY 2003 CC 02 Screen Vendor Voucher Vendor Information Voucher Inquiry Vendor I
243. s flagged as a Contract Work Force payment Accounts Payable User s Manual Page IV 31 Voucher Line Item Modify With Accounting Screen 118 FIELD DESCRIPTIONS cont d ACH Ovrd 1 character Enter Y to override the sending of ACH Automated Clearinghouse for a vendor This keeps the routing information available Checks will be created for the vendor until reset IC 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation Reason 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Contract Terms Prohibit Pymt GE GSC Exemption Granted 7 Documented MI Mailing Instr On PO Not Followed NI No Invoice Received Discount Type 1 character Help Available Enter the type of discount Valid values are D Dollar value P Percentage value V Code taken from Vendor T Code based on Discount code BLANK No Discount applied Disc Code 2 characters The field is used for pre defined discount codes viewed on Screen 808 Page IV 32 Accounts Payable User s Manual Voucher Line Item Modify With Accounting Screen 118 FIELD DESCRIPTIONS c
244. s from Local to Local 148 Change Source of Funds from Local to State or State to Local Note that this functionality is not meant to be used for data entry error correction In that case the voucher should be voided and re issued This function is a managerial tool for managing monies Identification of the Change Source Voucher When a voucher is created from a Change Source of Funds transaction a flag is set on that voucher On Screens 168 and 169 the field chg sre will display a Y when the voucher has been created from the Change Source of Funds screens Voiding a Change Source Voucher When voiding a local revolving check state voucher resulting from a change source of funds be aware that the change source of funds clearing account is not automatically reversed Examine your situation and decide what is best Steps may include Revolving Check Void Screen 137 State Voucher Void Screen 136 Journal Entry debit original SL acct amp credit change source clearing account Accounts Payable User s Manual Page VII 3 Change Source of Funds From State to State Account FROM A STATE ACCOUNT OR BANK TO ANOTHER STATE ACCOUNT OR BANK Screen 141 is used to change the source of expenditure from one state account or state bank to another state account or state bank The change can be made at a line item level M This screen does not post vouchers it affects accounting only The actual accounting entries
245. s the current batch reference Date 8 digits This field shows the session date entered on the batch header Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF12 Displays nonfatal warning messages Warns Accounts Payable User s Manual Page IV 45 Voucher Amount Modify When you need to modify the dollar amount on a voucher that was entered on Screen 104 use Screen 125 The changes must be input before the voucher is paid i e before the state voucher check has been printed This usually means the same day that the voucher was entered After the modifications have been accepted the changes can be viewed on Screen 169 Voucher Line Item Inquiry the accounting can be viewed on Screen 127 Screen 125 Voucher Amount Modify 125 Voucher Amount Modify 05 12 03 15 34 FY 2003 CC AM Screen Voucher 0000034 Line Item 1__ Vendor 19999999991 MICROAGE Account 134306 00000 4090 Line Item Amount Change the line item amount to P F N Liq Indic _ P O Number the new line item amount Discount Type _ Code _ Disc Amt If applicable change the Vendor discount terms Due Date to the new discount terms Transactions 0 Amount 0 00 Batch JAC001 Date 05 12 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Warns BASIC STEPS e Open a session on Screen 130 e Advance to Screen 125 e Type valid data in the Action Line voucher and line item nu
246. sactions processed 18 digits Indicates the total amount of the transactions processed 6 characters digits Shows the current batch reference 8 digits Displays the session date entered on the batch header Page V 14 Accounts Payable User s Manual Modify Prepaid Voucher Amount Screen 119 FIELD DESCRIPTIONS cont d Additional Functions PF KEYS See Appendix for explanation of standard PF Keys PF12 Displays nonfatal warning messages Warns Accounts Payable User s Manual Page V 15 Prepaid Credit Memo Prepaid credit memos are created to record a credit to a prepaid voucher which is a voucher created to represent a manually produced check that was either handwritten or prepared by a PC system Entering a prepaid credit memo is the same as entering a regular credit memo where the check date and check number are to be included After pressing lt ENTER gt for data acceptance a pop up window will appear asking for additional transactions from different accounts paying the same vendor A maximum of ten lines accounts can be processed on a single prepaid credit memo This process enables FAMIS to record the credit memo Screen 116 Prepaid Credit Memo 116 Prepaid Credit Memo Screen Vendor 19999999991 Voucher 2 05 04 03__ Dept Ref Order Date GSC Ord DESK CLOCK WRONG COLOR Type Invoice Date State Req Nbr Description Cust AR NBR AE0000034 Discount Type Alt Vendor
247. scount terms Due Date to the new discount terms Transactions 0 Amount 0 00 Batch JAC001 Date 05 12 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Warns BASIC STEPS e Open a session on Screen 130 e Advance to Screen 149 and enter Action Line information Press lt ENTER gt e _ Enter the new line item dollar amount and press lt ENTER gt for data acceptance If approved will see message Record has been successfully modified e Screen 169 can be accessed to view the prepaid voucher modifications e Screen 127 can be accessed to view the accounting e Close the session on Screen 130 When the voucher information is entered on the Action Line and lt ENTER gt is pressed the voucher amount and due date are displayed To modify the amount enter the new desired amount in the Line Item Amount field The amount entered in this field should reflect the modified invoice amount before discounts The Discount Amount should reflect the amount of discount given to the buyer and should be deducted from the gross amount Do not enter the modified voucher amount in the Discount field Page VI 30 Accounts Payable User s Manual Revolving Prepaid Amount Modify Screen 149 After entering these amounts the resulting net amount new invoice amount minus discount amount will be shown in the Net Amount field on Screen 169 Background accounting detail may be view
248. session PENDING VOUCHER PROCESSES Automatic Voucher Numbering To prompt FAMIS to automatically assign a voucher number a valid prefix must be typed in the voucher field FAMIS Services will set up the valid prefixes on Screen 834 Voucher Type Create and they can be viewed on Screen 835 Last Voucher Number Used Table The steps for automatic voucher numbering are Type a valid prefix in the Voucher field e Press lt ENTER gt and begin entering voucher information After final data acceptance the assigned voucher number will be displayed in the message above the Screen field or in the pop up screen visible by pressing PF3 Accounts Payable User s Manual Page IV 59 Create Modify Pending Voucher Screen 111 Due Date Processing The Due Date field determines the date on the check The voucher will be pulled to cycle the day prior Tech Note The DATETO parameter in the JCL is compared to the Due Date field to determine if the voucher is pulled to cycle Creating a Single Voucher for Multi Accounts Before a voucher is accepted a pop up screen asking for Multi Account Vouchering information appears Accounts paying the same vendor can be paid with a single voucher Four accounts can be entered at a time To enter additional accounts press PF8 to enter up to twenty lines of information To add more than 20 lines refer to the appropriate section under Screen 104 If no additions are necessary simply press lt ENTER
249. ss lt ENTER gt after entering data to return to Screen 139 e Press lt ENTER to record the information Advance to Screen 130 to close the session FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Entry Required Enter the number identifying the vendor to be paid Voucher 7 digits Entry Required Type the number of the voucher to be processed Default Cost Ref 1 character Enter Y or N Y Will display the cost reference fields for entry Accounts Payable User s Manual Page VI 21 Create A Prepaid Revolving Voucher Screen 139 FIELD DESCRIPTIONS cont d Screen Information Type Dept Ref Enclosure Code Invoice Date Order Date State Req Nbr GSC Ord Description Check Nbr 1 digit This field will always display 7 and cannot be changed The transaction code will be 147 7 digits Reference 4 Departmental voucher reference number 1 character Help Available Type a Code indicating enclosures may be included This will force separate checks for local vouchers Vouchers will be grouped by identical codes Examples are A Auditor Blank Not specified C Comptroller L Local S Audit Services Y Yes enclosures 8 digits The date the invoice was issued If the user wants the system to calculate the discount the invoice date must be entered This date must be before or equal to the date the voucher is entered 8 digits Enter the date the ord
250. ssion PREPAID VOUCHER PROCESSES Correcting a Prepaid Voucher The Gross Amount may be adjusted using Screen 119 Prepaid Voucher Amount Modify Discount information may also be corrected Corrections to other fields are not valid The check and voucher must be voided and a new prepaid voucher created Void the check on Screen 110 Void check This reverses the accounting e Delete the check on Screen 192 Check Reconciliation Modify to remove it from the check reconciliation file e Re enter the voucher on Screen 109 TRANSACTION CODES TC 160 169 Prepaid vouchers have transaction codes of 160 164 and 167 169 TC 165 Does not update the recon file does a journal entry to cash voucher clearing Screen 823 instead of affecting the bank TC 166 A transaction code of 166 is a prepaid voucher that does not update the check reconciliation file but does an offset to the bank This transaction code does not require a check number Page V 4 Accounts Payable User s Manual Create a Prepaid Voucher FIELD DESCRIPTIONS Action Line Information Vendor Voucher Default Cost Ref Screen Information Type 11 digits Enter the number identifying the vendor to be paid 7 digits Type the number of the voucher to be created 1 character Indicate Y or N Y Will display the cost reference fields for entry 1 digit Designate the third digit of the transaction code which indicates the type of vouc
251. t e A reimbursement voucher is transmitted to USAS type 904 voucher requesting reimbursement from the state When the reimbursement is received it should be deposited in the regular depository bank crediting the due from the Comptroller account The revolving bank and the local bank may be the same bank They may be seen on Screen 823 Accounts Payable User s Manual Page VII 19 Local to State State to Local Funds Source Change Screen 148 2 Changing the source from state to local e A disbursement TC 046 is posted Debit old bank Credit old SL e A journal entry TC 068 is posted normal accounts payable journal entry Debit new SL Credit accounts payable liability account e A voucher is created TC 148 with an alternate vendor of the State Comptroller defined on Screen 822 e A check is produced in the check cycle payable to the State Comptroller This check should be deposited with the Comptroller and a deposit entry should be made in USAS using the appropriation number of the old bank NOTE The reconciliation files and original voucher are not affected by the changes FIELD DESCRIPTIONS Action Line Information Vendor 11 digits Entry Required Enter the number identifying the vendor to be paid Voucher 7 digits Entry Required Type the number of the voucher to be modified Account 15 digits Entry Required Indicate the number of the account to be debited New Account 15 digi
252. t Proceeds on ll RWNFr COZ 1 character Y Allow creation of voucher for previously entered invoice Duplicate Invoice Override 14 digits Enter the number of the invoice to be paid Accounts Payable User s Manual Page VI 25 Create A Prepaid Revolving Voucher Screen 139 FIELD DESCRIPTIONS cont d PCA 5 digits Include the Program Cost Account code a USAS required field used as a coding reduction field Used to override the calculated PCA code Should be used primarily on vouchers against GL accounts Cost Ref 1 2 3 7 characters Use these three fields to be used for cost reference accounting entries Dates Inv Rec 6 digits Enter the date the invoice was received This must be 1 after or equal to the invoice date and 2 before or equal to the date the voucher is being entered Delv 8 digits Indicate the date the items services were received Req Pay 8 digits Include the date payment is required Ic 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation Rsn 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Co
253. t Wk Force 1 character A USAS defined document type code that determines processing at the state 1 character Help Available A General Services Commission GSC defined Purchase Category Code that identifies various purchase types and associated payments 2 characters Help Available A USAS defined Payment Distribution Type code that identifies how transactions will be combined for warrants and direct deposits 2 characters each Help Available USAS Descriptive Legal Text that identifies up to 5 stamps to be put on a voucher 1 character Help Available Identify the interest calculation procedure to be followed Valid values are A Accept Scheduling of Late Payment BLANK None F Force Interest Calculation R Refuse Interest Calculation 2 characters Help Available Include the reason for interest exemption Valid values are AD Agency Discretion Exercised AI Automation Issue s AP Advance Payment DP Disputed Payment DT Direct Payment of Travel Expenses FC FED Contract Terms Prohibit Pymt GE GSC Exemption Granted 7 Documented MI Mailing Instr On PO Not Followed NI No Invoice Received 1 character Identify if this payment is to be flagged as a Contract Work Force Payment Accounts Payable User s Manual Page IV 63 Create Modify Pending Voucher Screen 111 FIELD DESCRIPTIONS cont d Revolving Fund Type Prepaid Inv Check Nbr Check Dt
254. tandard PF Keys View vendor s address information Accounts Payable User s Manual Page VIH 5 Voucher Inquiry By Voucher Number Screen 161 provides a complete listing of all vouchers in FAMIS in voucher number order Shown is one summary line per voucher inquiry which lists the FAMIS voucher number lines per voucher the first 11 digit account number in the voucher vendor name status net dollar amounts associated with the voucher and batch session date Inquiries default to the current fiscal year but previous fiscal years may be searched by typing a different year in the Fiscal Year field Screen Vch Voucher Lns 1400001 1400002 1400003 1400004 1400005 1400006 1400007 1400008 1400009 1400010 1400011 1400012 1400013 1400014 PRPPPRPRPBPHPRPRBNEBR Screen 161 Voucher Inquiry by Voucher Number 161 Voucher Inquiry by Voucher Nbr Voucher 1248154 Fiscal Year First Account 241607 10000 225190 20000 144013 36600 216870 00000 144004 51100 217640 00000 500500 00000 250104 00000 500257 00000 216870 00000 216870 00000 216870 00000 510352 00000 241607 10000 Vendor Name LASER SAVER INC DELL MARKETING INC DIAGNOSTIC IMAGING INC VWR INTERNATIONAL INC IOWA STATE UNIVERSITY P BRYAN COLLEGE STATION C DAISY TOURS UNITED PARCEL SERVICE READFIELD MEATS amp FREEZ VWR INTERNATIONAL INC VWR INTERNATIONAL INC SIGMA ALDRICH INC THE FARM PATCH UNITED PARCEL SERVICE 05 12 03 16 35 FY 2003
255. ter Type an X in this field to select the voucher you wish to view 7 digits Shows the FAMIS voucher number 3 digits Displays the number of line items in a particular voucher 15 digits Indicates the number to identify the first account paying this particular voucher 4 digits Shows the fiscal year the voucher was posted 11 digits Displays the bank number the voucher was paid against 35 characters Displays the vendor identification name 4 characters Status of voucher Examples are CYCL In Check Cycle or State Voucher Cycle DROP Dropped before payment accounting reversed PAID Paid after printing or Prepaid PEND Pending voucher no accounting Posted P CN Pending cancelled before accounting Posted P OP Pending voucher open no accounting posted OUT Outstanding after being posted but before entering the check or state voucher cycle RECN Reconciled Cleared Bank or State Comp VOID Check or State voucher voided Accounts Payable User s Manual Page VIII 23 Outstanding Voucher Inquiry Screen 165 FIELD DESCRIPTIONS cont d Net Amount Due Date Additional Functions PF KEYS 14 digits Shows the net amount of the voucher after discount 8 digits Indicates the date the payment for the voucher is due If a discount code was specified the due date is calculated if no discount code was specified the due date will default to the current date of the
256. that are done depend on whether or not the bank changes or if it stays the same Note that this functionality is intended for data entry error correction For error correction the voucher should be voided and re issued This function is available as a managerial tool for managing monies Screen 141 Change Source of Funds State to State 141 Chg Src State to State EOS OFFICE SUPPLIES 06 03 03 11 54 FY 2003 CC AB Screen __ Vendor 12223334440 Account 611000 00000 New Account New Bank Default Cost Ref N Orig Voucher Fy 2003 Bank Comp Code Dept Ref New Type Enclosure Code _ Invoice Date Order Date Delivery Date State Req Nbr GSC Ord Due Date Description Cust AR NBR W2 SSN Ln 1 Item Amt 1099 _ Inv Nbr Transactions 0 Amount 0 00 Batch JAC001 Date 06 03 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Multi Warns Page VII 4 counts Payable User s Manual State to State Funds Source Change Screen 141 The pop up window for multi account vouchering allows the user to add or change more than one object code Screen 141 Pop Up Window for Entering Multi Accounts 141 Chg Src State to State R amp C SUPPLIERS 05 12 03 15 59 F0030 Please press lt ENTER gt to continue Multi Account Vouchering l l l l l Old New New Object Object Comp Code Code Amount 1099 Invoice Nbr 7300 123 45
257. tion Press PF10 to return to the previous panel Screen 160 Invoices by Vendor Inquiry Panel 1 160 Invoices by Vendor Inquiry 05 12 03 16 33 TWIN PEAKS COFFEE SERVICE FY 2003 Cc 02 Screen Vendor 19999999990 Invoice Nbr All N Invoice PO Check State Voucher Amount Date Number Number Number Amount Date St L170074 79 042001 L170074 P L175194 108 050901 L175194 P 1180987 77 052401 1180987 P L325728 291 111102 L325728 P P6345 00 69 031802 L259734 P X733 57 102690 0049185 275529 64 70 113090 C Z033144 107 053000 2033144 P Z047883 149 072000 2047883 P 00121323175366 207 040901 L166380 P 002958 amp 002853 37 022691 0126117 335320 37 50 041191 C 026944 128 011100 A037757 P 028821 176 053100 2037494 P 039374 147 021802 1340795 L278573 1652250 147 25 060502 C 042035 163 071602 1405282 L302615 1717266 384 10 092002 C x Press lt ENTER gt to view more vouchers Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Addr Left Right 160 Invoices by Vendor Inquiry 05 12 03 16 34 TWIN PEAKS COFFEE SERVICE FY 2003 CC 02 Screen Vendor 19999999990 Invoice Nbr All N Invoice PO Bank Amount Number Number Number Trace L170074 79 L170074 L175194 108 L175194 1180987 77 1180987 1325728 291 L325728 P6345 00 69 L259734 X733 57 0049185 275529 2033144 107 2033144 2047883 149 2047883 00121323175366 207 1166380 002958 amp 002853 37 0126117 335320 026944 128 A0377
258. tion is provided See section on Screen 169 for more information FIELD DESCRIPTIONS Action Line Information Voucher Fiscal Year Information Fields S Voucher Vch Lns First Account Vendor Name 7 digits Entry Required Enter a FAMIS voucher number 4 digits Entry Required Type the fiscal year the voucher was posted 1 character Type an X to select and press lt ENTER gt to view the voucher information 7 digits Displays the FAMIS voucher number 3 digits Shows the number of line items in a particular voucher 15 digits Indicates the number to identify account paying the first line item of the voucher 23 characters Displays the vendor identification name Accounts Payable User s Manual Page VIH 7 Voucher Inquiry by Voucher Number Screen 161 FIELD DESCRIPTIONS cont d Stat Net Amount Batch Date Additional Functions PF KEYS 4 characters Shows the status of the voucher Examples are CYCL In Check Cycle or State Voucher Cycle DROP Dropped before payment accounting reversed PAID Paid after printing or Prepaid PEND Pending voucher no accounting Posted P CN Pending cancelled before accounting Posted P OP Pending voucher open no accounting posted OUT Outstanding after being posted but before entering the check or state voucher cycle RECN Reconciled Cleared Bank or State Comp VOID Check or State voucher voide
259. tion of the voucher to be created 6 digits Entry Required Indicate the check number printed on the check 8 digits Entry Required Date check was printed 25 digits This field is used for the customer Accounts Receivable number assigned to purchaser by vendor 1 character Help Available Examples are D Dollar value P Percent value T Code taken from Vendor record V Code based on Discount code Blank No discount applied 11 digits When used with discount type D designates the dollar amount of the discount to be applied When used with discount type P indicates the percent discount to be applied Page V 6 Accounts Payable User s Manual Create a Prepaid Voucher Screen 109 FIELD DESCRIPTIONS cont d Alt Vendor W2 SSN Travel Hotel Zip USAS Doc Type PCC Code PDT Code LDT Codes IC 11 digits Used if payment is a reimbursement to the alternate vendor agency 9 digits Enter the identification number Social Security number on W2 form for employee if the voucher is for services i e Moving 9 digits The zip code of the hotel used for travel to determine percentage usage and if the state discount rate is being utilized 1 character Indicate a USAS defined document type code that determines processing at the state 1 character Help Available A General Services Commission GSC defined Purchase Category Code that identifies va
260. tions 0 Amount 0 00 Batch JAC001 Date 05 12 2003 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ACH Multi Desc Warns BASIC STEPS e Open a session on Screen 130 e Advance to Screen 134 e Type valid data in the fields available and press lt ENTER gt to record the information e Return to Screen 130 and close the session REVOLVING VOUCHER PROCESSES A regular purchase voucher can be printed if options are set in the state voucher cycle Contact the FAMIS Services Team to set these options e Revolving vouchers set up a Due From the State accounting entry The Due From the State account is defined on Screen 823 and always uses the account control of 1150 Accounts Payable User s Manual Page VI 3 Create Revolving Voucher Screen 134 When the reimbursement warrant is returned from the state it must be deposited in this Due From the State account in order to clear the account Separate checks will always be produced Can t do credit memos on revolving vouchers The revolving voucher transaction code has a 7 in the Type field The remaining fields are identical to Screen 104 Automatic Voucher Numbering FAMIS will automatically assign a voucher number if a valid prefix is typed in the voucher field The user can set up valid prefixes on Screen 834 Voucher Type Create These prefixes can be viewed on Screen 835 Last Voucher Number Us
261. tries created are 1 Debit Subsidiary Ledger account 2 Debit State Paid Revolving Clearing Account Creating a Single Voucher for Multi Accounts Before a voucher is accepted a pop up screen asking for Multi Account Vouchering information appears Accounts paying the same vendor can be paid with a single voucher To enter additional accounts press PF8 The maximum number allowed is ten lines accounts If no additions are necessary simply press lt ENTER gt to return to Screen 111 Page VI 20 Accounts Payable User s Manual Create A Prepaid Revolving Voucher Screen 139 Screen 139 Pop up window for a Revolving Prepaid 139 Prepaid Revolving Voucher 05 12 03 15 57 F0030 Please press lt ENTER gt to continue Multi Account Vouchering Enc Comp Account P O Num Obj P F N Bank Code Amount Ln 2 440001 00000 4010 12030 7300 123 4 Inv Cost Ref 1 2 Si Ln Inv Ln Inv Ln Inv Total Posted Items 1 Total Working Items 1 123 45 Entr PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Help Escape Bkwd Frwd SCopy BASIC STEPS e Open a batch session on Screen 130 e Advance to Screen 139 Fnter valid information in the Action Line fields vendor number voucher number and press lt ENTER gt Enter valid data in available fields e Press lt ENTER gt to record this information e Pop up window allowing information entry for multi account vouchers will appear Pre
262. ts Entry Required Include the number of the new account to be debited New Bank 5 digits nnnnn Entry Required Designate the number of the new bank used for the voucher transaction If blank it will be the default bank assigned to GL or SL or SA account Page VII 20 Accounts Payable User s Manual Local to State State to Local Funds Source Change FIELD DESCRIPTIONS cont d Default Cost Ref Screen Information Orig Voucher FY Bank Comp Code Dept Ref New Comp Code Dept Ref Type 1 character YorN Y Will display the cost reference fields for entry 7 digits Enter the original voucher number 4 digits Indicate the fiscal year the voucher was posted 5 digits nnnnn Include the number of the bank used for the voucher transaction If blank it will be the default bank assigned to GL or SL or SA account 4 digits This field is for the State Comptroller Object Code 7 digits Use this field for Reference 4 Departmental purchase order reference number 4 digits This field is for the Comptroller code for new account used as source of funds 7 digits Use this field for Reference 4 Newly assigned departmental purchase order reference number 1 digit The third digit of the transaction code which indicates the type of voucher Presently an 8 will appear indicating a Change Source from State to State transaction Screen 148 Entry Required
263. ument P P600026 k Account Distribution Account Description AM 1996 330001 00000 4050 RENEWAL MAINTENANCE AGREE AM 1996 330001 00000 4010 DELIVERY SERVICES Total all Accounts PF3 Back to 280 PF4 Exit PF5 BBA Addr Address Used to include more lines of address information Delive To Addr 11409 WILSON BLVD SUITE 909 WAYNE WILSON 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 Left Scroll Left Some window are made up of several adjacent panels These will be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the left Next Next Screen Advances to the next screen required Accounts Payable User s Manual Page X 13 Standard PF Keys Appendix EXTENDED FUNCTION KEYS cont d Right Scroll Right Some windows are made up of several adjacent panels These will be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the right Vndr Suggested Vendors Displays all suggested vendor sources for a particular document xkkk Suggested Vendors Information Document R400007 VID or FEI 680101128 VID or FEI 841208588 FALCON SYSTEMS INC LEGACY SYSTEMS 5816 ROSEVILLE ROAD Addr 1006 DEPO HILL RD SUITE G SACREMENTO CA 95842 BROOMFIELD CO 80020 800 326 1002 FAX 91
264. unt or local bank to another account or local bank Vendor Flag Set Reset Provides the ability to freeze drop delete or hold a vendor These settings determine the types of transactions that may be processed against each vendor Void State Voucher Used to void an entire state voucher All line items will be voided MENU SCREEN DESCRIPTION 147 148 149 160 161 162 163 164 State Voucher Partial Void This screen is used to change the amount of a line item on a state voucher Change Local to State State to Local Change the source of an expenditure from local to state or state to local on this screen Revolving Prepaid Amount Modify Modify the amount of a prepaid revolving voucher entered on Screen 139 Invoices by Vendor Inquiry Provides a list of invoices paid to a specified vendor Voucher Inquiry by Voucher Number Lists all FAMIS vouchers by voucher number Voucher Inquiry by Vendor Provides a list of vouchers for a specified vendor Voucher Inquiry by Account Department Reference Provides a voucher list for a specified account PAGE sccssecssevsssesereeees VIll 14 Voucher Inquiry by PO Number Displays vouchers for a purchase order number Page X 10 Accounts Payable User s Manual Ei accounts Payable Screen Information MENU SCREEN DESCRIPTION MENU SCREEN DESCRIPTION 165 Outstanding Voucher 177 Check List Inquiry Displays check information f
265. verridden to produce a check FIELD DESCRIPTIONS Action Line Information Voucher 7 digits Entry Required Enter the number of the voucher to be modified Fiscal Year 4 digits Entry Required The fiscal year the voucher was posted Screen Information Type 1 digit The third digit of the transaction code which indicates the type of voucher Note If the third digit of the transaction code is changed the voucher type cannot be changed For example a regular voucher cannot be changed to a revolving voucher Dept Ref 7 digits Reference 4 Departmental voucher number Page IV 16 Accounts Payable User s Manual Modify an Unpaid Voucher Screen 105 FIELD DESCRIPTIONS cont d Enclosure Code Invoice Date Order Date Due Date State Req Nbr GSC Ord Description Cust AR NBR 1 character Code indicating enclosures may be included This will force separate checks for local vouchers Vouchers will be grouped by identical codes Examples are A Auditor Blank Not specified C Comptroller E Local S Audit Services y Yes enclosures 8 digits The date the invoice was issued If the user wants the system to calculate the discount the invoice date must be entered This date must be before or equal to the date the voucher is entered 8 digits The date the order was placed Required for state vouchers 8 digits This is the due date for the payment This field dete
266. view a list of pending vouchers for a specific year use the Fiscal Year field and press lt ENTER gt e The pending vouchers will be listed in numerical order If more detailed information is needed type an X in the Sel field beside the voucher to advance to Screen 168 FAMIS Voucher Total Inquiry FIELD DESCRIPTIONS Action Line Information Fiscal Year 4 digits Entry Required Enter the fiscal year the voucher was posted Voucher 7 digits Type a FAMIS voucher number Accounts Payable User s Manual Page VIII 25 Pending Voucher Inquiry Screen 166 FIELD DESCRIPTIONS cont d Screen Information S Voucher Vch Lns First Account Fiscal Yr First Bank Vendor Name Stat Net Amount Additional Functions PF KEYS 1 character Type an X in this field to select the voucher you wish to view 7 digits Shows the FAMIS voucher number 3 digits Displays the number of line items in a particular voucher 15 digits Indicates the number to identify the first account paying this particular voucher 4 digits Shows the fiscal year the voucher was posted 11 digits Displays the bank number the voucher was paid against 35 characters Displays the vendor identification name 4 characters Status of voucher Examples are CYCL InCheck Cycle or State Voucher Cycle DROP Dropped before payment accounting reversed PAID Paid after printing or Prepaid PEND Pend
267. voucher See Appendix for explanation of standard PF Keys Page VIII 24 Accounts Payable User s Manual Pending Voucher Inquiry To view a list of pending vouchers use Screen 166 This screen displays a list of vouchers in voucher number order by year To change the display enter a specific fiscal year and voucher number Screen 166 Pending Voucher Inquiry 166 Pending Voucher Inquiry 05 12 03 16 47 FY 2003 CC 02 Screen Fiscal Year 2003 Veh First Fscl Voucher Lns Account Net Amount 1506078 1506108 1506413 1506650 1507746 1514859 1517132 1517777 1519441 1520625 1521525 1521621 1522018 1522131 290096 00000 SPECTRA GASES INC 461065 00000 SAM BRASWELL 461065 00000 MARY MARTIN 217800 00000 FELIX R CATWELL 510505 00000 XEROX CORP 500372 40210 GABY HAYES 510081 00000 ROY L ROGERS 241401 00000 CELEBRITY LIMOUSINE amp P CL 290004 00000 FRANK SAMPSON P CL 211640 00000 TEXAS A amp M BOOKSTORE P OP 130053 10000 SOLUTIONS 4 SURE P CL 169 270040 05000 K D LANGSTON P OP 660 510505 00000 XEROX CORP P OP 413 430622 00000 NEWARK INONE P OP 65 Press lt ENTER gt to view more vouchers Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp 1 2 1 2 2 1 1 1 1 1 1 1 2 al BASIC STEPS e Advance to Screen 166 e To view a specific voucher type the fiscal year and voucher number on the Action Line and press lt ENTER gt To
268. w with additional description Screen 169 PF6 Pop up window for additional description 169 Voucher Line Item Inquiry 05 12 03 16 59 UNITED PARCEL SERVICE FY 2003 cc 02 Screen __ Voucher 1497287 Line Item 1_ Fiscal Year 2003 Cross Reference Item PANEL 01 MORE gt gt Trans Code 140 Dept Ref 0 Enclosure Code Invoice Dt 03 01 03 Order Dt 02 22 03 03 19 03 In 4 03 03 Inv 4 06 03 Des Description DELIVERY SERVICES 314420 1099 03 19 03 ank 73001 l Cycle N l l l 101416752 PF4 EXIT 1 PF12 ht e Pressing the PF4 key will take the user directly back to Screen 169 e The Fiscal Year field allows you to select the fiscal year in which the voucher was posted FIELD DESCRIPTIONS Action Line Information Voucher 7 digits Entry Required Enter a FAMIS voucher number Accounts Payable User s Manual Page VIH 39 Voucher Line Item Inquiry Screen 169 FIELD DESCRIPTIONS cont d Line Item Fiscal Year Panel Screen Information Cross Reference Item Trans Code Dept Ref Enclosure Code Invoice Dt Order Dt 3 digits Entry Required Type the line number of an item currently being entered on a voucher 4 digits Entry Required Include the fiscal year the voucher was posted 1 digit For interest items this indicates the item of the principal 4 characters The transaction code identifies the type of trans

accounts payable user`s manual - Texas A&M University

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accounts payable user`s manual - Texas A&amp;M University

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accounts payable user`s manual - Texas A&M University