FRS Users Manual - Vancouver Island University
Contents
1. ET FRS Users Manual 18 6 Vendor Expense This will allow you to prepare a report listing the Vendor Expenses for a single multiple or range of cost centres object codes for the fiscal year up to the current date or the end of the period selected centre s Select a single range or selection of object gt gt code s Select Sort Order alse Pesca Enter Specifications for Vendor Expense Report Select a period ending date i aS Select a single range or selection of a EE a Paederinae Hi Lesbien 2011 Derea a0 Havas LAN preg ASSETS Pesca ANLTES Pal AN UAL MATCHING fott AWARDS GENERAL RE AURA S GENERAL ECHADAJIN COMPLEMENT El ID TERM ALEA STIFEROALLO A NCE Dira FA COMELEMENT E optar General der Macs i al Loerie E Select Report type Summary or a mue Sample Summary Report Type The report will show a summary of expenditures by Vendor You can export the report or print it You can use the search feature to search for a particular vendor If you want to see the detail for a particular vendor double click on the vendor To select a new report click the back arrow on the summary report The vendor detail report can be printed and exported To return to the Vendor summary page click the Preview tab at top left of the screen FRS Users Manual CES CORRE Malina Dolerdis College FRS Siruberes Verda Expenses Ecpord ler Tem Der pul2. 1 fit 4S m fom y Preview Vancouver Island University FRS Summary Report 10 31 2011 FRS Year 2011 Period 7 Favourable Revenue Unfavorable Budget Budget Budget Expenditure Revenue Expenditure To Date LEDGER 1 FRS Users Manual Ep E le Pager Safety Tools Y arance For Y ear Committed Uncommitted This Month 28 4 Export Report To export a report to Excel select the export button on the report tool bar Click the drop down arrow and choose Microsoft Excel Data Only XSL Vancouver Island University FRS Summary Report 10 27 2011 FRS Year 2011 Period 7 Revenue Budget Favourable Expenditure Projection Unfavorable To Date To Date Variance LEDGER 1 8218 ERGONOMICS 400 SUPPLIES 11 662 00 11 495 12 429 TUITION CHG BURSAY SCHOLA 0 00 206 30 465 MAJOR S UPPLIES EQUIPMEN T 466 MAJOR S UPPLIES COMP H W 497 CONFERENCE FEES 625 EXPENSE RECOVERY 737 INTRAFUND TRANSFER Total ERGONOMICS Grand Total for Report Revenue Budget Budget Budget Expenditure For Year Committed Uncommitted This Month 20 000 00 19 833 12 0 00 l 206 80 200 00 392 08 0 00 0 00 0 00 19 034 24 19 034 24 Browse for a directory to save your report give it a name save it as type Microsoft Excel Data Only and click save you may be prompted to update it to a more current version after you open it and save it again B gt Preview Vancouver Island
3. ARDE GEHELR AL PARTS GPW RAL FRS Users Manual 20 The report will list the detailed transactions in the order of each selected vendor in the cost centre s and object code s at the period end selected This report can be printed or exported You can click on the red View Image button to see the scanned image s of the original document s 8 Grand amp Toy Report Vancouver sland University FRS System Venda Espeme Report for Year 1011 Tenis Attest ode Due Type roe lweerr SALE TR SL SBA BIE 11 This report will show you the details of all purchases from Grand amp Toy for the period selected Select a period ending date note the report is for that period only and purchases are not posted until 2 5 business days after the end of the calendar month Select a single multiple or a range of cost centre s Click on Produce Report The report will show the details of all purchases from Grand amp Toy on an order by order basis for each cost centre selected for the selected period The report can be printed or exported It can be used to find the original invoice information if you need to return an item FRS Users Manual Reporting FRS Year 2011 Enter Specifications for Grand amp Toy Report 1200 UABLITIES TMI ANNUAL MATCHING HIE AWARDS GENERAL 1403 BURSARIES GENERAL E Vancouver Eland University FRS Grind amp Toy Summary Reput Yer QU Period e lINNS4 Onder K
4. Microsoft bvternet Explorer p x File Edi View Favorites Took Help Me a 4 Ei z _ 7 k z F a Qee O x 2 En JO sm eros ED o Gl J a ddress de http sab malas bc cajerystal print prirtrep asprreport_name srimare_csbont Or opat Date MA re Er GO Of ES SP reports Boer fraga arar T Ga Links 77 Icon Function Paper floppy disk Export to a file Printer Print report lt Go to first page of document lt Go to previous page lof 1 Indicates page currently displayed and total pages in report gt Go to next page gt Go to last page of document Double arrows Refresh Binoculars Search Drop down box Screen image size Revised September 2012 FRS Users Manual re
5. Select Produce Report The following samples show a summary of a range of object codes across a range of cost centres sorted in cost centre order in the first sample 1 in object code order in the second 11 and by bottom line summary with grand total across all cost centres in the third 111 Sort by transaction type would only be available for a detail report Simply used the Grand Total Report will give you the bottom line for each of your cost centres along with a grand total for all If you want to see expenditures and or revenues separately select the appropriate range of object codes to produce the applicable summary report FRS Users Manual 13 There are no page breaks between cost centres or objects If you want a single page summary for each cost centre select each cost centre individually and run that report before choosing a second cost centre or export the report to an excel file and install page breaks as appropriate 1 Sort in cost centre order Vancouver Island University FRS Summary Report 10 28 2011 FRS Year 2011 Period 7 Revenue Revenue Expenditure To Date Budget Favourable Projection Urfavotabl To Date Vanance Budget For Year Budget Committed Budget Uncommitted LEDGER 1 3300 FINANCIAL SERVICES 400 SUPPLIES Al6 POSTAGE AND COURIER 410 5ERY ICES Total FINANCIAL SERVICES 3310 PORCHASING 400 50PPLIES Total PURCHASING 3390 INST OPENPURCHASE ORDER
6. University FRS Summary Report 10 27 2011 FRS Year 2011 Period 7 Budget Favourable nm fe Te a E Save As ax Save in E web Stuff OQ 2 regm Fe Financial Services Homepage_files j Forms My Recent FRS Manual Documents Images E Library PCard Manual_files Desktop PCard Site Coordinators Manual_files Purchasing Card Home Page_files Purchasing Homepage_Files Stationery Home Page_files Year End Guidelines My Documents My Computer om e ETM File name Places Save as type Microsoft Excel Data Only XLS xls be A FRS Users Manual Revenue Budget Budget Budget Expenditure For Y ear Committed Uncommitted This Month 20 000 00 166 88 19 833 12 na ANE ma CAN OO C Export Report C c File Format d microsoft Excel Data Only XLS y Page Range all O Pages From fi To fi File name OK Cancel Browse dias The dialogue box will ask if you want to open the report If you do not open it immediately you can always access it later through the directory you saved it in PS Pino ode po y Preview Vancouver Island University FRS Summary Report 10 27 2011 FRS Year 2011 Period 7 Revenue Budget Favourable Revenue Expenditure Projection Unfavorable Budget Budget Budget Expenditure To Date To Date Y ariance For Y ear Committed Uncommitted This Month LEDGER 1 8218 ERGONOMICS 400 SUPPLIES 166 88 11 662 00 11 495 12 20 000 00 19 833 12 429 TUITION C
7. ae cheque AENA Click in the View Invoice button at the right of the A summary to bring up a scanned copy of the NS ee er ee invoice cn nues ana mw Rhee Pens a Leg rr pl gmo dal ouest Code Emon peut Hemar nu WHH FY MA MAHENI wA IEA BATE Fe PEN WHE T Wait VHT MATS PA MEKI WAHE FRS Users Manual 10 To leave the document viewer and return to the previous screen you must close the window by clicking on the small x in the top right corner of the screen View Requisition Brings up an on line requisition To print the requisition right click on the Requisition form and choose Print in the pop up menu To leave the document viewer at this point and return to the previous screen you must close the window by clicking on the small x in the top ae right corner of the screen co If you want to create a summary for a different period scroll to the bottom of the page re enter the dates you need and select the view cost centre summary button to create the report Cost Centre Summary Hembra Baden qui byi Eubget upeina ara red Ver z If you want a summary for a different cost ts Toti Fern Coane cms tie centre scroll to the bottom of the page and acne ah ee ee select the return to cost centre selection button APC a 2 fr as or press the back key on the toolbar at the top of the web page to return to the previously opened page ou il il To return to the main FRS me
8. this authorization Please make sure you exit completely from your web browser program close all windows when you are finished If you do not exit properly from the browser any person who uses this station after you will have access to this information and the system will log the access under your ID Cost Centre Summary Detail Cost Centre Documents Vendor Inquiry Purchase Orders Payments Cheque Inquiry Telephone Bill Report by Cost Centre Telephone Bill Report by Phone Number Account FRS Web Reports FRS Document Viewer Purchasing Maintenance Menu The following choices are available double click on the item to access it a Cost Centre Summary Detail This option will show a summary by object code of a particular cost centre and will include budgets committed amounts actual expenditures and variances From here you will be able to access details by object code down to an individual expense item and will be able to view a scanned copy of the original document for purchases You will also be able to view the details of Purchasing Card transactions for a particular cost centre and object code b Telephone Bill Report October 2001 and later This option will show the details of telephone line and long distance charges from October 2001 to the present and can be used to view the details of the charges in the 520 equipment and 525 long distance object codes c FRS Web Reports you will be prompt
9. z adi MAJOR SUPFLIES EQUIPMENT ooo id MAJOR SUPPLIES OIM HW 497 COMFPERENCE FEES 433 EN PRHSE RECOVERY 727 IN TRAFUND TRANS FER Total ERGONOMICS a 11 645 00 5 p 19 054 234 Crand Total for E y 5 11 663 00 12 034 14 8 Screen View Sometimes a report is wider than the screen and you have to use the scroll bar to see all of the details To see a full screen report select page width from the image size drop down box yp Ss Preview Vancouver Island University FRS Summary Report 10 27 2011 FRS Year 2011 Period 7 Revenue Budget Favourable Revenue Expenditure Projection Unfavorable Budget Budget Budget Expenditure To Date To Date Variance For Y ear Committed Uncommitted This Month LEDGER 1 8218 ERGONOMICS FRS Users Manual 31 9 Signing in logging on Enter your VAX username and password Tab from username to password do not save password ensure that nothing is in the Remember my Username on this Computer box click on OK or enter If you do not know your VAX username refer to IT web page If you are still having a problem accessing the system contact the Accounting Assistant at local 2498 Information Systems Web Access Employee Login ou may sigh in to Information Systems Web Access using your Employee Capitan computer account Username l Password Remember my Username on this Computer Log in using Capitan Account Crystal Reports Aclivex Weewer
10. 40000 057094 0725992 69510599 40 77 0229733 20110516 130600030550040000 o 0750307 69510015 AS 0229799 20110516 12600620850040000 5 0725992 49510567 6001 0229733 201 10509 130000300500 40000 z 0755506 0695105302 40 77 0229792 20110509 106006308500 40000 5 0725506 69510520 ise 97 0222733 20110509 136006308500 40000 5 07315506 69510521 2790 0229733 20110329 130000303500 40000 3 z 0742105 0922511402 304 27 0229739 20110831 13600630850040000 053094 07419293 69511232 5625 NESTLE CANADA INC 044347 20110422 O pen 1396006030 2 500 00 Paya ort D othail ro Number nte GIL Number Vender N Low oice At eunms OWEN BUSINESS SYSTEMS LTD POSCANADA 000737 20110422 12600450 5 Signing Authority List This will allow you to prepare a report listing those employees who currently have signing authority and the level of that authority for a specific cost centre Some employees have view only access contact the Accounting Assistant at Local 2498 to request a list of employees who have view only access Members of the Executive and the Director of Media Relations have authority on all cost centres Select a single cost centre or budget division and click on Produce Report Reporting FRS Year 2011 Enter Specifications for Signing Authority Raport ASSETS Abo nel Etui CL AUTES A Cumin Etes DAT AMIE ATOS mo leatsa m dane A ME Sn Harris MIS ARS GENERAL Vi RE iy HD EUESARES SE MERAL Bourges raan HA CAC LARSAPS GENERAL Copla ledar
11. 416 2 500 00 0229703 SNOW CAP ENTERPRISES LTD 024322 20110427 Open 13600480 100 00 J 0229703 SNOW CAP ENTERPRISES LTD 024322 20110427 Open 13600630 60 000 00 13 803 54 41 196 46 0229703 SNOW CAP ENTERPRISES LTD 024322 20110427 Open 13600418 1 000 00 233 17 716 83 0229703 SNOW CAP ENTERPRISES LTD 024322 20110427 Open 13600656 100 00 100 00 0229704 VICTORIA BOX amp PAPER 034902 20110427 Open 13600416 5 000 00 2 322 06 2 677 94 0229704 VICTORIA BOX amp PAPER 034902 20110427 Open 13600418 5 000 00 1 048 17 3 951 83 0229704 VICTORIA BOX amp PAPER 034902 20110427 Open 13600480 500 00 500 00 0229716 ACE COURIER SERVICES 007535 20110427 Open 13600406 3 800 00 1 313 70 2 436 30 Sample Outstanding single cost centre PO number orders include payment details Vancouver Island Uiriversity FRS Purchase Order Rpt FRS Y ons 2011 1022011 ro Due Che tax mn mi Mena a dr ing PO Date Date Commitment Commitment Payment Dorai ro Number Date Vendor Cheaue 4 Los a ice Amount 0220722 OLD DUTCH FOODS LTD 054004 201 10492 CO pue nm iI 2600620 Vou ou Payment Detail PO lise ex Date OO iweb ocx Vendor Cheume Low las eee wnt 0229799 20110629 17600620850040000 052094 0722222 69510920 2522 0229733 20110729 130600030550040000 0533094 0759941 69511123 30 553 0229729 201 10420 1760062085 0040000 052094 07246 57 69510479 278 99 0229733 201105317 130600030550040000 0530324 0750077 62510070 4738 0229792 20110516 i 26006208500
12. 535 PRINTING amp DUPLICATING wi 760 INVESTMENT INTEREST wi 790 GENERAL REVENUE This will give you a detail listing of the current expenditures in the object From here you can again click on the drop down arrow at the left of the column to bring up the transaction detail This is where you will find the sei neon a sas detail of Purchasing Card transactions aia mr nt transaction type for Pcard transactions is JV sample Pcard detail below Cost Centre Detail D ALU MAR POE LE FEES TATA Ta ANA BODES TORE CHARGES EE A y AS ST pared DN 1 00 3 ee pe la vs wi RENE su See Definitions for detailed explanation of column wmn es 2 headings Tr aaea g FRS Users Manual 8 Purchasing Card Transaction Details Purchasing card transaction details include date of Purchasing Card Transactions transaction merchant name amount of transaction GST included in transaction total and any notes about the transaction The information 1s downloaded from the Access Direct file updated by cardholders site coordinators at the end of each statement cycle Any further changes to the information can only be made by journal entry pores poe Please forward all relevant information for a journal sas entry to the Accounting Assistant ue Werchaee Name This screen provides a snapshot of the data entered Transaction Detail for a particular transaction and includes the ieee avo o cheque number ype PY Payabies c
13. HG BURS AY SCHOLA 206 80 0 00 206 80 0 00 206 80 465 MAJOR SUPPLIES EQUIPMENT 0 00 0 00 0 00 0 00 200 00 466 WMAJOR SUPPLIES COMP H W 392 08 0 00 392 03 0 00 392 03 E E y 0 00 497 CONFERENCE FEES z 625 EXPENSE RECOVERY x 0 00 787 INTRAFUND TRANSFER gt 0 00 Total ERGONOMICS vw j The report has been exported Would you like to open it 19 034 24 Grand T otal for Report o 19 034 24 y Open the report and Adjust column widths delete unused columns line up column heading insert page breaks 1f necessary etc generally pretty it up FRS Year 2011 Period 7 ERGONOMICS Revenue Budget Favourable Budget Budget Budget Revenue Expenditure Projection Unfavorable For Committed Uncommitted Expenditure To Date To Date Variance Year This Month LEDGER 8218 ERGONOMICS 400 SUPPLIES 166 88 11 662 00 11 495 12 20 000 00 166 88 19 833 12 429 TUITION CHG BURSAY SCHOLA 206 80 0 00 206 80 0 00 206 50 206 80 _ 1465 MAJOR SUPPLIES EQUIPMENT A E 0 00 466 MAJOR SUPPLIES COMP HAW A 0 00 497 CONFERENCE FEES 625 EXPENSE RECOVERY TSTANTRAFUND TRANSFER 00 0 00 Total 11 662 00 Grand Total for Report opoooooo 00 o0o0o0o0o00OoO ojoooeo ceo de Fiscal Year The system defaults to the current fiscal year and the current period Use the drop down menu to access a different year and or period ie today is November 10 but the system period default 1s still showing as October because Financial Ser
14. ING THE FRS SYSTEM Follow the steps below or click on the appropriate link on the Table Of Contents page or the hyperlinks throughout this document You must have signing authority or viewing rights to cost centre s to access this system a To access the FRS System begin at the VIU Homepage Click on Employee Resources Congratulations to the Rick Hansen Foundation an TOTES FRS Users Manual 4 gt VANCOUVER 151 uwewnenetr About Wht calendar b Click on Financial Records FRS Employee Resource AND ss Deccune a tive vn r Wh A sign in box will pop up enter your VAX Information Systems Web Access Employee Login username and password If you are unsure what this is please refer to the IT web page If you know your VAX username and password and still cannot Vera access the cost centre please contact the Accounting Assistant at local 2498 You need to tab from the username field to the password field Ensure that nothing is in the save this password in your password Logis agen Aco list box You nay sin to hiomaton Systeme Web Access using your Employee Canta computer account Passwort Rermeermyseane on is Compte FRS Users Manual cae STEP 2 THE OPTIONS AVAILABLE Once you have signed in the FRS homepage will appear as shown below WARNING You have entered a secured area authorized by your username and password Confidential information will be made available using
15. Order select View a Purchase Order and press enter You can use any of the following items to identify the purchase order you wish to view Date Range Purchase Order Number Vendor Number Vendor Name Requisition Number Originator Name item text Cost Centre or Ticket Number FRS Users Manual Create Modify Requisition Crests a hira Pogues oa OR Modify Requiskion Humb r Reiurn ig Requishion Malmernance Page View Purchase Order t r 2011 2012 To select only orders issued before and or after a certain date enter the date s below hest Order Late Return to Purchasing Main Page 24 DEFINITIONS COST CENTRE SUMMARY REPORT Cost Centre Summary 201 120717 2 April 1 2011 October 41 201 1 FINANCIAL SERIES 1 23004 Revente Revente Expenditure Budget Budget Budget Budget Expenditure To Date To Date For Wear Committed Uncominitte d This Month Revenue Expenditure to Date The total of actual expenses paid or money received in the current fiscal year up to the selected period end Budget to Date The estimated portion of the annual budget that would normally be spent at the current time in the fiscal year determined by the period selected The budget to date may be prorated as a portion of the annual budget on the basis of assumed equal expenditures throughout the year historical expenditure patterns or specific period expenditures indicated through departmental budg
16. S 400 SUPPLIES 45 ADVERTIING Total INST OPEN PURCHASE ORDERS Grand Total for Report 11 Sort in object code order 21 301 81 1 920 43 45 20 25 354 83 21 320 46 0 00 0 00 1135 0 00 71 35 45 628 00 10 250 00 0 00 33 544 00 43 794 00 1 534 00 1 434 00 0 00 0 00 16 473 54 1 834 00 18 236 19 8 329 31 45 40 8 189 11 1 534 00 71 351 0 00 11 35 86 875 00 26 223 00 0 00 57 500 00 83 125 00 3 150 00 3 150 00 0 00 0 00 51 274 51 3 488 50 45 20 47 669 40 51 203 10 0 00 0 00 1138 0 03 1141 Vancouver Island University FRS Object Summary Rpt 10 28 2011 LEDGER 1 400 SUPPLIES 300 FINANCIAL SERVICES 310 PURCHASING 8399 INST OPEN PURCHASE ORDERS Total SUPPLIES 405 ADVERTISING 399 INST OPEN PURCHASE ORDERS Total ADVERTISING 406 POSTAGE AND COURIER 300 FINANCIAL SERVICES Total POSTAGE AND COURIER 410 SERVICES 8300 FINANCIAL SERVICES Total SERVICES Grand Total FRS Users Manual Revenue Expenditure To Date 1 920 43 0 00 31135 1 991 78 0 00 45 20 45 20 25 354 83 25 354 83 27 391 81 FRS Year 2011 Budget Projection To Date 10 250 00 1 334 00 0 00 12 084 00 33 544 00 33 544 00 45 628 00 Favourable Unfavorable V arance 8 329 57 1 834 00 71 35 10 092 22 0 00 45 20 45 20 3 189 17 8 189 17 18 236 19 Period 7 Budget F
17. Vancouver Island University Users Manual For Financial Record System FRS TABLE OF CONTENTS WAR TS OR Stars a A ace ate 4 STEP 1 ACCESSING THE BRS SYSTEM id 4 STEP 2 THE OPTIONS AY AILABEE aiii 6 AJ COST CENTRE SUMMAR Y DE PA en an a cAids 7 Puronasine Card Transaction Dal cacas 9 B TELEPHONE BILL REPORT OCTOBER 2001 AND LATER ss 12 C BRS WEB REPORT Scsi 12 Th ACCOUN O ANN dd ae ne te le dei de 153 Zs ANCCOUME MIC E 15 3e CASMARECCIPERE DO RM MR AR ledit 17 Purchase Order REDOM aii 17 D Onn AUT SAA en A tistee ta ee 18 Os Vendor EXPENSE A N Ne tee een 19 To VENA IMG alud 20 0e Grand de LOY REDON td ias 21 D FPR gt DOCUMENT VIEWER an Rd tn te este 22 EN PURCHASING ER nt a Ne A te N ct 22 DEFINTION Srl dad sil ele Cale 25 COSTE CENTRE SUMMARY REPORT a 25 R venue EXpendiure to Date siars ane Rs en ne 25 PUG COLO TI UE RE do 25 BUG CCLIOR VEU Pa 25 Buda se COMPU lia A O 23 Bud Set UW NCOMMINI CE ASS E A 23 Revenue Expenditure This MOR A ii aa a 25 COST CENTRE DETAIL REPOR er idos 26 OR EN DE E N EE co E A E 26 A a A nog dene 26 Vd ane de du on dort ea 27 POT a Tee SN ee DR 27 TA PRE en ERE OO tn an A EET 27 FRS Users Manual 122 DC reta 2 DOS CRI 0141 0 ene RS ee ee ee 27 CON O EEE ee ec ne ne ee ec een tee eee en 27 QUE RAA RD ET h ceseineemann lente aakeach etait 27 Pepe Te TO UTNE aea E A EEE 28 Te COT CE ACCESS oi 28 2 MIEDO LO WIATTOWS ASA A a 28 3e 29 6 1 89 5 24 010 r
18. committed amount will be in brackets You cannot overspend on the bottom line of the budget nor can you transfer budgets between Human Resource objects 200 range and general expense supply related objects all other ranges Revenue Expenditure This Month the total of revenue expenses which occurred in the fiscal period selected for the report This may be for a single month or for a range of months depending on the starting ending months selected on the Cost Centre Inquiry screen FRS Users Manual sand Cost Centre Summary 2005 2002 AA HCD VER ISLAND April 1 200 June 20 2003 a ra week tiT Y MAIL amp DELIVERY 1 834290 Rewemue A ew enie Expenditure Budaoaetr Buda er Budget Budlget Expenditure Expense Object To Date To Date For Tear Committed Uncommitted This Month wi 215 CUPE COMPLEMENT sa 216 CUPE TEMPORARY 217 CUPE CASUAL m 2189 CUPE wT 219 CUPE ALLOWANCE 1 2A0 FRINGE BENEFITS A00 SUPPLE S A06 POSTAGE m 410 SERVICES AS0 RENTAL EOUIP MIENT 450 REPAIRS FURY amp EJIP 525 PHONE LONG DISTANCE gt 55 EXPENSE RECAER Total Report Core Select a Starting Month April 1 20018 April 30 2008 wi 450 REPAIRS FURN amp EQUIP To access the detail for a particular object code i 460 ON CAMPUS HOSPITALITY EXP click on the drop down arrow to the left of the SS ee ie wi 497 CONFERENCE FEES xi 520 PHONE EQUIPMENT 525 PHONE LONG DISTANCE xi 526 CELLULAR PHONE CHARGES wi
19. de and select the other codes while holding down the control key Enter Specifications for Summary Report Mowomber 1 2011 Mosomber 20 2071 December 1 2011 December 1 2011 A January 1 2012 Januer 31 2012 al iT CENTRES 0100 ASSETS 0200 LIABILITIES 0401 ARIAL eT RPG D402 ARDS GE Mi RL 04037 CWA SWRI S CME RAJ 200 40MIM COMAPLE MIE MIT 201 4044 TE FRA LOUIS STIPE MOD Loa BE LOS UFA CORAPLEMME MT Select Object s E dee ct PACS Codes DO PL Top OMEGA IS TRACTION Sort by Com nt CSstent OT Produce Repor 2 Drop down Arrows Reporting FRS Year 2011 AI BASE Funded Diaria Aboriginal Education Aduh Cantina Eden Arte and Hurri arias Ao Business Operations Select Budget Divison Use the drop down arrows to select from the options available eg fiscal years cost centres accessible object codes etc 3 Exit Report Use the back arrow on top left to leave the current report 1f you want to remain in FRS closing the report with the X box in the top right corner will cause you to exit from the web browser crystal Reports ActiveX Viewer Windows Internet Explorer Oo E https fisweb viu ca crystal_print printrep asp token 629589 File Edit View Favorites Tools Help 3 7 Favorites 53 E Free Hotmail E Web Slice Gallery Bol crystal Reports Activex X F http www viu ca financials F Vancouver Island University i a n
20. e a EE E E ENEE OTE NETON 28 O E IL IET iea a T A AO 29 Je FPCA MOOT en nia 30 O NDS n 31 Ze VUNG REPOT carii t i EEE ts 31 Se DCN VIEWS 31 O DINNE MATOL RING OM AAA de 32 TOOLBARS nn nn id lis 32 FRS Users Manual ee WHAT IS FRS FRS Financial Records System The FRS Financial Records System records all financial transactions for Vancouver Island University Access to relevant areas of the system is given to Deans their assistants and area budget managers as appropriate so they can monitor budgets and expenses throughout the fiscal year and prepare necessary reports Anyone with signing authority for cost centre s will automatically have access to view those cost centre s It is possible to have viewing access without signing authority Both viewing and signing authority must be requested on the Signing Authority form and authorized by the appropriate Dean WARNING You will be entering a secured area authorized by your username and password Confidential information will be made available using this authorization Please make sure you exit completely from your web browser program close all windows when you are finished If you do not exit properly from the browser any person who uses this station after you will have access to this information and the system will log the access under your ID FRS training can be provided for individuals or departments Contact the Accounting Assistant at local 2498 STEP 1 ACCESS
21. e web menu at the top of the page 4 and select new parameters for the report o To select another type of report click on the back arrow until you return to the Web Reports Menu A OA Peg cee 2 Account Detail Reporting FRS Year 2011 Select a starting period and an ending period for your report The system will default to the current period Once you have selected a starting period you must also select an ending period as the current period default will not automatically change Enter Specifications for Detail Report Select a single cost centre or a range or group gt Select all object codes unless only specific information is required in which case ON s appropriate code s Select transaction type safest to select all ieee ina transactions unless you are looking for something very specific 1e cash receipts Select sort order for report gt Select produce report FRS Users Manual 15 The report will list the detailed transactions for each selected cost centre and object code for the period you have selected Click on the red View Image button to see the scanned image s of the original document s You may view a scanned copy of the original documents for both invoices and PO s from this screen To fit the image to the screen for viewing purposes click on the zoom in button To print click on the print button on the document tool bar If image is small i
22. ed for your username and password again at this point This option will allow you to request specific reports for a single cost centre or across a range of cost centres d FRS Document Viewer you will be prompted for your username and password again at this point This option will allow you to search for a specific document when you know the invoice PO cheque etc e Purchasing This option will allow you to create or modify a Purchase Requisition or view a Purchase Order FRS Users Manual 6 A COST CENTRE SUMMARY DETAIL The Cost Centre Inquiry page allows the user to track and manage expenditures associated with a particular cost centre From this report you are also able to view the details of Purchasing Card transactions you will need to know both the cost centre and object code to track the transaction When you first enter the screen the following choices are available Use the drop down arrows on the right side of each white box to select the parameters of the information you need fiscal year default is current year cost centre all cost centres that you are authorized to view will be listed select the one Cost Centre Selection you want 260CT 2011 starting month report can be for a single month or for a range of months within a single fiscal bidaan FAT year ending month when you select a beginning none Selecta Starting Month Center 2 Ombre month the endin
23. er to Field Label tips for assistance If you do not have sufficient signing authority to approve the requisition you will be provided with a drop down list of persons to whom you can forward the requisition for approval use someone from your own department if available before you forward to a member of the executive FRS Users Manual Requisition Maintenance Create Modify Requisition Creeis n here Piaquisibicn DR Modify Requisition Number Retum to Recuiskion Maintenance Page Create Requisition fiin Binter Peso meli Ever Purchase Order No Requistioners Mame Requintos mall Pep Ta Plesso palet Atenton Shipping Hate Date Required I Account Muriel Committed Amounts Suggested Supplier Ngu be sent to Purchasing Beciranic documents may be alfached ho the ent bakon sending hard copy documents nove requisiton number on 23 To modify an existing requisition which has not been submitted to Purchasing select Create Maintain Requisition Enter the number of the requisition you want to modify and press enter This will bring your requisition to the screen so you can adjust any necessary fields Scroll to the bottom and click on update requisition To view an existing requisition select View a requisition and press enter This will bring the requisition to your screen but you will not be able to make any adjustments to it To view a Purchase
24. eting process Budget for Year Total annual budget as allocated during the annual budgeting process Budget Committed Total amount of actual expenditures to date plus any outstanding purchase orders not yet paid and personnel appointments extending beyond the current date When an expense is paid against an existing commitment the committed amount is reduced by the amount of the payment and the current and actual expenditures are increased by the same amount Budget Uncommitted The funds available for spending in each line item object code Some objects may be overspent budget uncommitted amount will be in brackets You cannot overspend on the bottom line of the budget nor can you transfer budgets between Human Resource objects 200 range and general expense supply related objects all other ranges Revenue Expenditure This Month The total of expenses revenue which occurred in the fiscal period selected for the report This may be for a single month or for a range of months FRS Users Manual D COST CENTRE DETAIL REPORT Cost Centre Detail 2011 2012 October 1 2011 October 31 2011 FINANCIAL SERVICES SUPPLIES 1 2300 4007 Tran Typ Ref Vendor PO Invoice Cheque Date Description Committed Current Tran Typ type of transaction IN Invoice JV Journal Voucher __ PD Payroll Distribution PO Purchase Order Ref reference number issued by Central Cashier Journal Voucher Number assi
25. g month defaults to the same month you will need to change it if you want information for more than one month A Click on the view cost centre button Select an Ending Month Dober 211 Cocher 7 2211 Ranu en FPS Page The summary will include the headings below and will list all the active object codes and related amounts Revenue Expenditure to Date the total of actual expenses paid or money received in the current fiscal year up to the selected period end Budget to Date the estimated portion of the annual budget that would normally be spent at the current time in the fiscal year determined by the period selected The budget to date may be prorated as a portion of the annual budget on the basis of assumed equal expenditures throughout the year historical expenditure patterns or specific period expenditures indicated through departmental budgeting process Budget for Year Total annual budget as allocated during the annual budgeting process Budget Committed total amount of actual expenditures to date plus any outstanding purchase orders not yet paid and personnel appointments extending beyond the current date When an expense is paid against an existing commitment the committed amount is reduced by the amount of the payment and the current and actual expenditures are increased by the Same amount Budget Uncommitted the funds available for spending in each line item object code Some objects may be overspent budget un
26. gned by person preparing JV or system generated Employee Number for payroll items Purchase Requisition Number system generated number for on line requisitions or STARHR to indicate unspent portions of Payroll Commitments Payables Voucher Number system generated cheque numbers FRS Users Manual 26 Vendor Supplier number for regular purchases or employee number for employee related payments both payroll and expense PO System generated Purchase Order number for regular purchases employee number for employee related expenses Invoice Supplier specific invoice number there may be no invoice number if payment has been made on a Cheque Requisition Cheque Number of cheque issued in payment there will not be a cheque number for payroll related expenditures Date Date of payment payroll items or voucher date payables vouchers Description Supplier payee name Committed Amount outstanding on original PO or HR commitment Current Amount paid on this particular transaction FRS Users Manual spay HELPFUL HINTS 1 Cost Centre Access Only cost centres for which you have viewing rights or signing authority will be displayed To select a consecutive range of cost centres or object codes select the starting cost centre object code hold down the shift key and select the ending cost centre object code To select an assortment of cost centres object codes select the first co
27. heque issue date and date cashed reconciled To view the supporting documentation ferthe transaction click on View Transaction Document s or View Purchase Order You may be prompted to log in to access the document viewer Enter your username and password aam 2728 Transaction Delall View Transaction Document s Click open to view document invoice D ter eres Tri Pis Debis Caja dr Pde ORE Pros hire vie ca pew te W a kb so pr Shr pce oot bite da bien bere Ha biera die om urba sous baa olen pueden ally O hanes pou pra bi pou din rd n thes nu rir ind nec seria e Tet ae ep es Tinad chen Causes FRS Users Manual 9 Click on zoom in or zoom out button to better fit the document to the screen O e os ort vu shee beet ad awe 34 go x de tele rro mear a A Dm ma Ln nu es 1 View Purchase Order E PURCHASE ORDER Scroll to the bottom of the Purchase order to View Purchase Order Documents or View Requisition HF ds Pore rer Dace ran Aa ends re as a ra Bi POS o Pure ada ore Picea Estero Susa es E ape Fra EA li m0 pars etes or A a rl nue dme aaa Cota les Purchare Onder 8220078 DEV REGRET ABAD LTD OA i LCase PODA View Purchase Order Documents rater Lists all invoices paid against the purchase order eo each summary lists supplier name PO number ae ee invoice number cheque number and date of TT ak HS
28. nu scroll to the Om bottom of the page and select the return to ot ones main FRS menu button ns Facute Man FRS Papi FRS Users Manual 11 B TELEPHONE BILL REPORT The Telephone Bill Summary Detail will allow you to check and validate telephone mobile fax related charges to your cost centre for equipment and long distance for any month after September 2001 You will be able to view details for only one cost centre and one month at a time Using the drop down menu select the appropriate year it takes a few seconds to switch mt PO from one year to another Select a Cost Centre 8300 FINANCIAL SERVICES y Using the drop down menu select Select a Billing Period SEPTEMBER 2011 7 a cost centre and a billing period Click on the View Phone Bill button Return to Main FRS Page Cost Centre Telephone Bill Report You will be able to see the detail of all or ae telephone mobile fax related charges for the month Equipment charges will be listed by telephone number and or local and the total will be reflected in object 520 of the cost centre Long distance charges will be detailed by employee and the total for all employees will be reflected in object 525 of the cost centre C FRS WEB REPORTS When you select FRS Web Reports from the menu a sign in dialogue box will appear It is necessary to sign in again to access this part of the system You will be able to create a variety of reports to meet your
29. or Y ear 26 225 00 3 150 00 0 00 29 375 00 57 500 00 57 500 00 86 875 00 Budget Committed 3 488 50 0 00 71 38 3 559 88 0 03 0 03 45 20 45 20 47 669 40 47 669 40 51 274 51 35 000 49 22 136 50 45 20 9 530 60 32 521 90 3 150 00 3 150 00 1138 0 03 11 41 Budget Uncommitted 22 736 50 3 150 00 71 38 25 815 12 0 03 0 03 45 20 45 20 9 830 60 9 830 60 35 600 49 Expenditure This Month 0 00 Al 3 364 48 3 473 85 0 00 0 00 0 00 0 00 3 373 85 Revenue Expenditure This Month 3 364 48 3 364 48 3 373 85 14 111 Grand Total Report 10 28 2011 LEDGER 1 300 FINANCIAL SERVICES 310 PURCHASING 399 INST OPEN PURCHASE ORDERS Grand Total for Report Vancouver Island University FRS Summary Report Revenue Exp enditure To Date 27 320 46 0 00 71 35 27 391 81 FRS Year 2011 Budget Projection To Date 43 794 00 1 834 00 0 00 45 628 00 Favourab le U nfavorab le Variance 16 473 54 1 834 00 71 35 18 236 19 Period 7 Bud get For Year 83 125 00 3 150 00 0 00 86 875 00 B ud get Committe 51 203 10 0 00 71 41 51 274 51 Budget Uncommitted 32 521 90 3 150 00 71 41 35 600 49 Revenue Exp enditure This Month 3 373 85 0 00 0 00 3 373 85 To select a new cost centre or range click the back arrow key on th
30. s for a cost centre or group of cost centres Select PO status Outstanding Paid Cancelled or All Select a single range or group of cost centre s Select a sort order PO Number Vendor Date or Account Code Select Payment Details yes or no Click Produce Report FRS Users Manual Er j f li l j A _ FRS Web Re j Reporting FRS Year 2011 Enter Specifications for Purchase Order Report 100453 15 a UARU TES TT AMAL MAT CHIMG 0408 AWARDS GENERAL 1420 BURSARIES GENERAL 17 Sample Outstanding single cost centre PO number orders no payment details Vancouver Island University FRS Purchase Order Rpt 10 28 2011 FRS Year 2011 PO Original Sent To Remaining PO Vendor PO Date Status Account Commitment Date Commitment 0200769 THE PEPSI BOTTLING GROUP CANADA 041521 20020430 Open 13600630 120 000 00 42 519 78 77 430 22 0223574 ECOLAB LTD 039265 20110117 Open 13600418 500 00 500 00 0229036 ISLAND SCALES LTD 036611 20110309 Open 13600450 500 00 500 00 0229165 DIGAS amp ELECTRIC SERVICES 063350 20110315 Open 13600450 4 000 00 3 257 23 0229298 KEY FOOD EQUIPMENT SERVICES 056653 20110324 Open 13600450 1 500 00 0229533 PENGUIN MEAT SUPPLY LTD 062367 20110413 Open 13600630 10 000 00 0229664 QUALITY FOODS 033326 20110426 Open 13600630 56 000 00 0229675 MOUNTAIN VIEW FARMS 061927 20110426 Open 13600630 11 000 00 0229703 SNOW CAP ENTERPRISES LTD 024322 20110427 Open 13600
31. si n pda pa Acensar Code Due Tre POP imez SLT AKON Xim m WLT awaka ALI PT EM Cad DuA ILLES Pr S OA Li WARE JUNI Fi LITA ES Tin Mirad ia irradia da Tara iriam o Ep a ra F LU ls te Chou Ane PT Ins 7248 Eee DEN St 19 7 Vendor Inquiry This will allow you to prepare a report listing all of the Vendor Expenses for a single Vendor or group of Vendors and for a single cost centre or group of cost centres and object codes ll 438 HET Enter the vendor name or the number Press enter FRE Year 2011 Vendor Lockup Search for Vendors with Name or enter Vench Cone You can search for a vendor if you know part of the vendor name example AB The report will show all vendors with names include the letters AB FRS Year 2014 Select a single vendor or group of vendors shift and click for consecutive vendors or control and ie click for random vendors Search for Vendors with ame conta You can change your search selection 1f the vendor you are looking for is not included in the list Select the period ending date for your report Select the cost centre or group of cost centres HTI LL shift and click for consective cost centres or o sas control and click for random cost centres Enter Specifications for Expense Report far Vendor 022076 0500986 057640 Usually you would select All Objects unless you want information on a specific object code only PAL AAT CG
32. specific needs Enter vax username and password Tab from username to password do not save password ensure that nothing is in the save this password in your password list box click on OK or enter FRS Users Manual 12 Using the drop down box select the appropriate weed T fiscal year the system defaults to the current o fiscal year and will take a few seconds to switch over to a different year Select the type of report you want 1 Account Summary Using the arrows to the right of the selection box select the period ending date for your report End of month dates correspond to the fiscal periods April 30 Period 1 May 31 Period 2 etc The system will default to the current period this will not change until month end has been run often the middle of the following month Reporting FAS Year 2011 Enter Specifications for Summary Report Select a single Budget Division cost centre or group of cost centres shift and click for consecutive cost centres or control and click for random cost centres The only cost centres which will be listed will be the ones for which you have access signing or viewing privileges Usually you would select All Objects unless you want information on a specific object code only ie a summary of long distance charges across all cost centres Choose the sort order for your report by cost centre object code or Grand Total bottom line summary
33. t is possible to fit to page before printing see below for instructions Select File Print Then select Fit to Page from the drop down menu in Print Options To exit the scanned image close the document using the small x in the upper right corner FRS Users Manual FES Year 2011 CL Hasin Tipo Cii ef FO Pid te rat E 3 Jet y La TE 3 FBLA Get acciona Fr DOUE 3 retenu M LEGS TA Las TT LD Teal 43 POM Loe BT REE des COLL CLARE is ME LO A PT Lo Se oe EME LC RENE JT LN Fr SEEPS A a EURERTER Lo aoe Coca a ML a 2 LET IE A CO TIAE Maw a a Pee ie Lo ano fe DO aS De Rat DA TO RULEIFRRHT T muni 16 3 Cash Receipt Report Any money deposited to VIU other than student tuition is recorded on a Cash Receipt The Cash Receipt Report is quite flexible A minimum number of fields need to be filled in to produce a report Select a single cost centre or a range group of cost centres Enter the Cash Receipt if you know it Or a description in Description Containing box Or enter the dates for your report in Between Date YYYYMMDD Click Produce Repor 4 Purchase Order Report Reporting FRS Year 2011 Enter Specifications for Cash Receipt Report p100 ASSETS 1200 LABILTIES 0401 ANNUAL MATCHING Josie AWARDS GENERAL 0403 BURSARIES GENERAL The purchase order report will enable you to track the status of PO s commitments expenditure
34. tion E PURCHASING This option will allow you to create a purchase requisition modify a requisition which you have created but not yet submitted to purchasing or view a requisition or purchase order You will only be able to access purchase orders and requisitions within your authorization range Refer to What is FRS if you need additional permission s Refer to Create Requisition User s Manual and or Requisition System FAQ s for additional information Purchasing To create a Purchase Requisition select ye Lp r Create Maintain Requisition i You can also access this directly from the Purchasing or Financial Services forms page FRS Users Manual 22 Select Create Modify a Requisition Select Create a New Requisition Each requisition has a unique system generated requisition number Record your requisition number for future reference Complete all necessary fields on the requisition Underlined Field Labels contain tips click on the underlined label to display the information Some fields have drop down boxes to assist you in selecting correct information from a limited number of options Using the search option to input the requisitioner s name will auto fill the following requisitioner related fields When all of the information is complete click the Create a Requisition bar at the bottom of the form If any mandatory fields are incomplete you will be prompted to complete them Ref
35. under 1044 Order Anas LT Abe iting MONET Enaduet Number Ereduct Drapes Mab Oriel Sppe Lie Diemen Nelk Prie Hub com a COLCR LASENET BLATEA 0 fan Ki nil S45 CONTRACT 105 122 UTAT AYELL FOSTITROTES VEL ZH iDEA ETAT ESTEL KETAT NOTES XPOS COMA HPOCLOUR LASER TONTA MACK pai HP CULOUR LASER TONER MACESTA yy Cuite LINN Oder Kamber 7202301 Quer Aasma NH Ape lio MESET muaa Tm n Ut Onal 1 AIpd Leti Deo Melo Meter E char SPOOLCR LASTEST BLACHA pan NT pay fa Cua Cnter LS Order Nopber WIN Order karmi Np Ape iin HOFFET Pretec Senter Ereid Dec dun Um lett Mp Labie Diew NoU r ufr Y VENUNOTON NCOCTET STEW UER 319 NET SX sx y pr pa un fey Br fur MP OOLOUR LASER TONER TLAN 63 KET a ODUOUS LASER TONED TELL OW 53 KaT SELE PLPC RAR MARR GPR PESADOS MEK Al D FRS DOCUMENT VIEWER This option will allow you to search for a specific document when you know the PO Invoice Cheque Voucher Account Vendor or Vendor name Select a fiscal year Web Document Viewer Select a type of document and Enter the document number Click search or press the enter key This will bring up a summary line showing the l 7 j i details of vendor reference PO number and batch T number By clicking on the circle at the left of the line you can access scanned documents attached to the transaction You may be prompted for your username and password Web Document Viewer Type Pages Descrip
36. vices has not yet run the month end process for period 7 Entries can be made in the next period before the current period has been closed and you are able to select the following month 1f needed You cannot prepare reports across fiscal years However you could prepare a report for each of the years export the reports to excel and combine them Cost Centre Selection 2720 T 2011 Select a Year 201 12012 Select a Cost Centre 0100 ASSETS Select a Starting Month October 1 2011 October 31 2011 Select an Ending Month October 1 2011 October 31 2011 A Er Cost Centre Summar FRS Users Manual 30 6 Hyperlinks There are hyperlinks to many forms reports throughout this document If you are required to sign in log on to access the particular report or document you may have to sign in a number of times to access the level requested ie you must sign in to access the FRS system and again to access some of the reports or the document viewer Ts Print Report To print the report click on the printer icon on the report toolbar not the print button for Vancouver sland University PRS Summary Report Ios v2011 FES Wear 28011 Period 7 Budget Favourshia miscti n U niho rak be Bucks Budget Budget To Date W ELA amp For Year Corbata Uncommitted LEDGER L 5115 ERGONOMIC E 400 SU FPF LIES cs 11 662 00 11 495 12 20000 00 16 53 19 833 12 4 TUITION CHOEURS AYISCHOLA 0 00 206 04 000
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