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Financial Accounting System User Guide

1. SECON SD ux BR SY K EY S EE BOG EI O N RETRIEVE TRANSACTION VENDOR BY NAME OPTION EF TRX 6VN KEY COMPUTERLAND Key Vendor Name amp enter SELECTION 1 PRESS ENTER TO VIEW ADDITIONAL SELECTIONS VENDOR NAME NUMBER ADDR 1 COMPUTERLAND C54194000 00 2 COMPUTERLAND OF AUGUSTA C54570000 00 3 COMPUTERLAND TRAINING C54570000 10 4 COMPUTERLAND ATHENS C54570000 01 3 COMPUTERLAND ATLANTA C54570000 03 6 COMPUTERSMART C54650000 00 7 COMPUTERWORLD C54700000 01 8 COMPUTERWORLD C54700000 02 9 COMPUTERWORLD C54700000 03 10 COMPUTING CONFERENCE C54038000 00 11 COMPUTING RESEARCH ASSOCIATION C54800000 00 12 COMSTOR C54900000 00 13 COMTEC INFORMATION SYSTEMS INC C54926000 00 14 COMTRAD INDUSTRIES C54930000 00 15 COMVAC KIRBY C54972000 90 16 CON WAY SOUTHERN EXPRESS C59550000 00 T3 CON WAY TRANSPORTATION SER INC C59560000 02 18 CON WAY TRANSPORTATION SERVICES INC C59560000 01
2. SECONDARY OP TE ACTION C RETURN TO PRIMARY M RETRIEVE MODE 6 SELECT KEY ADFE050 INVALID TRANSACTION SELECTION 99 FSIS MENU AS ACCOUNT STATUS REPORT AM ACCOUNT MAINTENANCE OS OBJECT STATUS SP ACCOUNT SPONSOR CB RESTRICTED CASH BALANCE OA EXPENDITURE OBJECT SUMMARY OT SUMMARY OBJECT TOTALS OD DETAIL OBJECT TOTALS AP ACCOUNTING PERIOD AT ACTUAL TRANSACTION PV PAYMENT VENDOR PE PAYMENT ENCUMBRANCE ID EXTENDED TRANS DESC OE OBJECT ENCUMBRANCE AR RELATED ACCOUNT AE ACCT EDIT RESTRICTIONS HT SUMMARY OBJECT HISTORY ON SELECTION PAGE 1 ENU Q EXIT TO SIGNON LAST HD DETAIL OBJECT HISTORY UT USER TOTAL UP USER ACCOUNTING PERIOD UD USER DETAIL TRANS UE USER ENCUMBRANCE CR OUTSTANDING CHK REO CG CONTRACT GRANT IC TRANS BY CHECK TE TRANS BY ENCUMBRANCE IR TRANS BY REFERENCE TV TRANS BY VENDOR INVC EI ENCUMBRANCE INQUIRY EA ENCUMBERED ACCOUNT TA TRANS BY VENDOR ADDR VN VENDOR BY NAME AL ACCOUNT BY DEPARTMENT WR TRANS BY WORK ORDER AN NON DEL ACCTS BY DPT If the entire
3. SECONDARY KE Y SELECTION RETRIEVE TRANSACTION ACTUAL TRANSACTION OPTION TRX 6AT KEY 1062GA02500019997100071400199812 SELECTION ENTER A SELECTION NUMBER FROM THIS SCREEN TRAN REFER SEO CHECK DESCRIPTION AMOUNT 1 400 TO099 383 1 CAMPUS MAIL 33 39 2 400 T099 386 3 CAMPUS MAIL 56 50 3 400 T099 394 4 COS PR 3295803 22 50 4 400 T099 395 5 CAMPUS MAIL 2 L 2 400 T099 397 6 CAMPUS MAIL 3 58 6 400 T099 399 Yi CAMPUS MAIL 4 68 7 400 TO99 401 8 CAMPUS MAIL 2 20 8 400 3T099 421 10 CAMPUS MAIL 220 9 400 T099 427 9 CENTRAL DUPLICATING 5 96 10 400 T099 432 11 PRINTING DEC 235 00 11 500 7913594 2 737158 UGA MASTER PETTY CAS 33 27 VCFA10 AT ACTUAL TRANSACTION 02 07 00 14 07 10 OPT TRX 6AT KEY 1062GA02500019997100071400199812 400T099 432 dd eI ACTIVE ACCOUNT 1062GA025000 ACCOUNTING DEPARTMENT BEGINS 07 01 1982 FY SUM OBJ 1999 71000 OPERATING EXPENSE ENDS 00 00 0000 DETAIL OBJ 71400 SUPPLIES AND MATERIALS PHR LOD sus sg 1998 12 TYPES elana 400 TICKET REFERENCE T099 432 PRINTING DEC DATE 12 21 1998 SEQUENCE 11 AMOUNT 235 00 BATCH 9 432 CHECR das ENCUMBRANCE WORK ORDER VENDOR JV CODE INVOICE COST CNTR GROSS lt 00 LOCATION BASE PD DISCOUNT 00 FREE BAL OVER EQUIP OBJ NET j24 235 00 OVERRIDE REASON PER DIEM BLANKET PME CY PE sore e053 AUTHORITY DISTRIB NO 13
4. ACCOUNT SPONSOR UE USER ENCUMBRANCE CB RESTRICTED CASH BALANCE CR OUTSTANDING CHK REQ OA EXPENDITURE OBJECT SUMMARY CG CONTRACT GRANT OT SUMMARY OBJECT TOTALS IC TRANS BY CHECK OD DETAIL OBJECT TOTALS TE TRANS BY ENCUMBRANCE AP ACCOUNTING PERIOD IR TRANS BY REFERENCE AT ACTUAL TRANSACTION TV TRANS BY VENDOR INVC PV PAYMENT VENDOR EI ENCUMBRANCE INQUIRY PE PAYMENT ENCUMBRANCE EA ENCUMBERED ACCOUNT ID EXTENDED TRANS DESC TA TRANS BY VENDOR ADDR OE OBJECT ENCUMBRANCE VN VENDOR BY NAME AR RELATED ACCOUNT AL ACCOUNT BY DEPARTMENT AE ACCT EDIT RESTRICTIONS WR TRANS BY WORK ORDER HT SUMMARY OBJECT HISTORY AN NON DEL ACCTS BY DPT Primary Key Selection The primary key selection screen is used to select the type of processing that is desired The following data may be entered on this screen 1 OPTION a D Standard Processing default b Qor C See Chapter 7 Terminating a FAS Session C Help See Special Options later in this chapter for explanations of Help and other special options 2 MODE Only Mode 6 retrieve is available 3 IDENTIFIER Your choice from the previous screen has been entered a Identifiers and their keys are shown in more detail on the next page FINANCIAL ACCOUNTING PRIMARY KK ES 8G SELECTION SCREEN RETRIEVE TRANSACTION SUMMARY OBJECT TOTALS OPTI
5. Accounting Transaction by Reference Number used to access accounting transactions via reference number A transaction selection list will be presented in reference number account number object code accounting period and transaction type sequence A selection will result in detail information on the Actual Accounting Transaction 17 TV Accounting Transaction by Vendor Invoice No used to access accounting transactions via accounts payable vendor and invoice numbers A transaction selection list will be presented in vendor invoice number account number object code accounting period and transaction type sequence A selection will result in detail information on the Actual Accounting Transaction 18 TA Accounting Transaction by Vendor Address used to access accounting transactions via accounts payable vendor and address A transaction selection list will be presented in vendor address account number fiscal year object code accounting period and transaction type sequence A selection will result in detail information on the Actual Accounting Transaction The TA identifier presents the same information as the TV identifier but sequenced in a slightly different order 19 VN Vendor by Name used to obtain the vendor number for particular vendors when the vendor name is known Knowledge of the vendor number is necessary to use the TV or TA identifiers described above Selecting a particular vendor on the secondary key selection screen
6. Pressing the ENTER key will cause another screen of such items to be displayed 3 When no additional screens of data exist the F will no longer appear in OPTION Return to 1st Secondary Key Select Screen Can be entered when the last Secondary Key Selection screen is displayed Next Item Causes the next occurrence of the same screen type IDENTIFIER to be displayed Return to Selection Screen When positioned on target screen causes the associated selection screen to be displayed MISCELLANEOUS Dates are usually entered in the format MM DD YYYY or MM DD YYYY A slash or blank is acceptable as a separator 11 SELECTED EXAMPLE The following example steps through the screens of an Actual Transaction in a particular account using the AT identifier SECONDARY KEY SELECTION RETRIEVE TRANSACTION ACTUAL TRANSACTION OPTION F TRX 6AT KEY 1062GA0250001999 gt lt Add fiscal year to account key SELECTION 9 PRESS ENTER TO VIEW ADDITIONAL SELECTIONS FY OBJ BUDGET COMMITMENT OBLIGATION ACTUAL BALANCE 1 1999 51110 325940 00 00 325940 05 05 2 1999 51120 29233 00 00 29228 38 4 62 3 1999 51400 20083 00 00 20082 64 24 36 4 1
7. 1011GH160000 98 71400 9803 500 6787524C 591974 160 41 LS C5457000001 1011GH160000 98 74300 9803 500 6787524B 591974 134 89 16 C5457000001 1011GH183000 98 74300 9806 500 6266054B 640493 1129 76 17 C5457000001 1011GH183000 99 71400 9903 500 0141299B 796079 508 87 18 C5457000001 1011GH183000 99 74300 9901 500 7387794A 772107 104 98 VCFA10 TA TRANSACTION BY VENDOR ADDRESS 02 07 00 15 07 19 OPT TRX 6TA KEY C54375000001011DH208001199871400199801 5006645054A 2 VENDOR C54375000 00 ACCOUNT 1011DH208001 EDUC RESOURCES CENTER FY 1998 OBJ 71400 SUPPLIES AND MATERIALS PERIODE s se 199801 TYPE SA atte 0h mud 500 CHECK SEQUENC 9 DATE ws 01 09 1998 AMOUNT 35 00 BATCH vs 00340 REFERENC 6645054A COMPUTER SHOWCASE WORK ORDER CHECK 548378 ENCUMBRANCE P6645054A JV CODE COST CNTR GROSS 35 00 LOCATION 2 GEORGIA BASE PD DISCOUNT 00 FREE BAL OVER 2 CHECK BAL EQUIP OBJ NETS 35 00 OVERRIDE REASON PER DIEM BLANKET PMT TYPE G FIELD PO FINAL AUTHORITY DISTRIB NO 1 9 Chapter 4 ACCOUNT STATUS REPORT A hardcopy Account Status Report may be requested from the terminal using the AS transaction identifier code The report will be produced on the local printer associated with the requesting terminal or on any valid printer node name specified Note The following instructions pertain to opening the printer node which is being phased out Most users will not have to do this procedure peni Pr
8. 18 VN TA example continued SECONDARY K E Y SELECTION RETRIEVE TRANSACTION TRANS BY VENDOR ADDR OPTION F TRX 6TA KEY C5419400000 SELECTION 6 PRESS ENTER TO VIEW ADDITIONAL SELECTIONS VENDOR AD ACCOUNT FY OBJ YYMM TRX REFER CHECK AMOUNT 1 C5419400000 1021RR600514 00 71400 9912 500 8488344A 962703 797 84 2 C5426000001 1021RR267055 98 74320 9801 500 5253254A 552763 715 86 2 C5430000000 1021RR267055 00 71400 9909 500 8757974A 901580 1459 80 4 C5430000000 1021RR267055 00 71400 9910 500 8759534A 918073 259 93 2 C5436250000 9085GN338002 98 71900 9803 500 5710924 599536 150 00 6 C5437500000 1011DH208001 98 71400 9801 500 6645054A 548378 35 00 7 C5437500000 1011RH208068 98 71500 9804 500 6645504 601709 2071 00 8 C5437500001 1011GH248000 99 71400 9906 500 0254269A 850193 353 00 9 C5437500001 1011GH248000 99 74300 9906 500 0254269B 850193 317 00 10 C5437500001 1011GH248000 99 84320 9906 500 0254269C 850193 4672 00 11 C5437500001 1011RH208068 00 84320 9909 500 9016214A 915284 6239 00 12 C5437800000 1044GT013000 99 73300 9901 500 0130409A 778502 500 00 13 C5457000000 1021RR267055 99 71500 9808 500 7460024 688244 712 00 14 C5457000001
9. Budget System For information on the Budget System contact the Budget Department 28
10. SECONDARY OPTION SE LE COC T Tt ON PAGE ACTION C RETURN TO PRIMARY MENU Q EXIT TO SIGNON LAS RETRIEVE MODE 6 SELECT VM KEY C5419400000 ADFE050 INVALID TRANSACTION SELECTION 99 FSIS MENU HD DETAIL OBJECT HISTORY AS ACCOUNT STATUS REPORT UT USER TOTAL AM ACCOUNT MAINTENANCE UP USER ACCOUNTING PERIOD OS OBJECT STATUS UD USER DETAIL TRANS SP ACCOUNT SPONSOR UE USER ENCUMBRANCE CB RESTRICTED CASH BALANCE CR OUTSTANDING CHK REO OA EXPENDITURE OBJECT SUMMARY CG CONTRACT GRANT OT SUMMARY OBJECT TOTALS IC TRANS BY CHECK OD DETAIL OBJECT TOTALS TE TRANS BY ENCUMBRANCE AP ACCOUNTING PERIOD IR TRANS BY REFERENCE AT ACTUAL TRANSACTION TV TRANS BY VENDOR INVC PV PAYMENT VENDOR EI ENCUMBRANCE INQUIRY PE PAYMENT ENCUMBRANCE EA ENCUMBERED ACCOUNT ID EXTENDED TRANS DESC TA TRANS BY VENDOR ADDR OE OBJECT ENCUMBRANCE VN VENDOR BY NAME AR RELATED ACCOUNT AL ACCOUNT BY DEPARTMENT AE ACCT EDIT RESTRICTIONS WR TRANS BY WORK ORDER HT SUMMARY OBJECT HISTORY AN NON DEL ACCTS BY DPT SECONDARY OPTION SELECTION PAGE a ACTION C RETURN TO PRIMARY MENU Q EXIT TO SIGNON LAST RETRIEVE MODE 6 SELECT ta lt Change to TA KEY C5419400000 Add greater than gt to end of key and enter ADFE050 INVALID TRANSACTION SELECTION 99 FSIS MENU HD DETAIL OBJECT HISTORY AS ACCOUNT STATUS REPORT UT USER TOTAL Example continued on next page
11. amendment activity original and approved columns b S Summary budget information original approved and pending columns 4 The type of paper mounted on the printer may be specified as long or short S the default a S Short causes the report to print 68 lines per page at 8 lines per inch for 8 5 inch paper The printer should be set to 68 lines per page b L Long causes the report to print 66 lines per page at 6 lines per inch for 11 inch paper The printer should be set to 66 lines per page C 6 Short causes the report to print 51 lines per page at 6 lines per inch for 8 5 inch paper The printer should be set to 68 lines per page 5 Enter printer nick name of the printer on which the status report is to be printed 6 Type A in the Class field and press enter when ready to print The Option 5 field has been reserved for future use 21 ACCOUNT STATUS EXAMPLE The following example shows an AS screen in use VCFA10 AS ACCOUNT STATUS 02 07 00 15 21 41 OPT TRX 6AS KEY 1062GA025000 ACCOUNT 1062GA025000 ACCOUNTING DEPARTMENT OBJECT BUDGETED OBJECT OMIT TO REPORT ALL OBJECTS PERIOD PERIOD CCYY MONTH OMIT TO REPORT CURRENT PERIOD CONTENT G G OFFICIAL UGA TRANSACTIONS ONLY S USER SCRATCH PAD TRANSACTIONS ONLY U OFFICIAL TRANSACTIO
12. early 1980 s before PC s were available in campus units Though some units that opted for scratch pad use during the 1980 s are still using there have been few new users in later years The user scratch pad facility may be used to maintain local unit accounting records The user scratch pad is intended solely for use by campus units as an aid in maintaining departmental accounting records The financial accounting system does not update the user scratch pad The user scratch pad facility provides the following e The ability to define expenditure sub object codes for use in recording budget encumbrance and actual expenditure information e The ability to record detailed financial transactions for encumbered funds and actual expenditures e The ability to request a user account status statement which includes only local accounting transactions i e only those transactions included in the user scratch pad The following transactions are used to access Mode 6 update Mode 5 create Mode 4 or delete Mode 3 user scratch pad accounting entries 1 UT User Object Totals Scratch Pad used to access update or create user defined object classifications tailored to a particular campus department s bookkeeping requirements A description of the user object may be recorded along with budget encumbrance and actual amounts This user defined object is associated with a particular University account budgeted object and
13. key required to access a particular IDENTIFIER is not known the terminal operator may enter as much of the key as is available followed by a greater than symbol whose key values are greater than or equal to the partial key This operation is called browsing See NOTE on The terminal will then display data page 8 SECONDARY K E Y SELECTION RETRIEVE TRANSACTION SUMMARY OBJECT TOTALS OPTION TRX 60T KEY 1062G SELECTION ENTER A SELECTION NUMBER FROM THIS SCREEN ACCOUNT BEGINS ENDS UPDATED T amp E F B i 1062GA022000 07 01 1982 00 00 0000 06 22 1995 N 2 1062GA025000 07 01 1982 00 00 0000 04 10 1998 N 3 1062GA028000 07 01 1982 Fx 07 17 1989 N 4 1062RA025002 12 01 1982 je ad 05 22 1989 N 5 1063DA051000 08 26 1993 00 00 0000 08 26 1993 N When more than one data record meets the key criteria entered a Secondary Key Selection screen offers the terminal operator the opportunity to select a particular target for processing The selection is made by keying the selection number shown at the left of the screen into SELECTION and pressing the ENTER key 10 Special Options Help A question mark may be entered in the OPTION to ask for help with a particular screen Page Forward 1 Automatically displayed in OPTION when more secondary key selection items exist than can be displayed on one screen 2
14. press F4 F3 Exit F4 Sign On F5 Change Password F12 FSIS Menu 5 Optional To see any messages which may have been sent to the terminal the terminal operator may perform the following sequence of steps 8 Clear the screen by pressing the CLEAR key b Press PA2 c Repeat the CLEAR and PA2 steps until there are no more messages i e the screen remains blank d Key menu and enter 6 The user is now ready to access one of the information systems shown in the figure below Select the Financial Accounting System by positioning the cursor on the dash to the left of Financial Accounting and key the letter S for select After positioning the cursor you may simply hit enter without typing S if you prefer HUSP330 Financial and Student Information Systems HUSM3301 Feb 7 00 Menu 11 30 AM Select Application Alumni Trust Fund Accounting Financial Accounting Procurement Status Inquiry End of Menu Items In Color Y N _ Enter PF1 PF2 PF3 PF4 PF5 PF6 PFE7 PF8 PF9 PF10 PF11 PF12 help quit bkwrd frwrd 7 If the system remains on the FAS Information Systems Menu for more than two minutes it is possible that due to emergency situations the databases for the application desired are not available for on line inquiry To terminate the session press PF3 The terminal is now disconnected The terminal screen will appear the same as in item 1 Chapter 1 8 If
15. the Financial Accounting System was successfully accessed the user is now ready to access the detailed accounting screens Detailed procedures are outlined in Chapter 2 4A Chapter 2 IMS FINANCIAL ACCOUNTING SYSTEM A campus unit may gain access to the University s financial accounting system by the use of computer terminals located within the unit if the steps outlined below are followed These steps cannot be taken however until after the terminal has established communications with the mainframe computer as noted in Chapter 1 STARTING A FINANCIAL ACCOUNTING SYSTEM SESSION 1 Complete the terminal signon procedure Chapter 1 IBANSACTION SELECTION 1 Select and key the identifier from the screen below More information is available for identifiers on page 7 SECONDARY OPTION SELECTION PAGE 1 ACTION C RETURN TO PRIMARY MENU Q EXIT TO SIGNON LAST RETRIEVE MODE 6 SELECT KEY 99 FSIS MENU HD DETAIL OBJECT HISTORY AS ACCOUNT STATUS REPORT UT USER TOTAL AM ACCOUNT MAINTENANCE UP USER ACCOUNTING PERIOD OS OBJECT STATUS UD USER DETAIL TRANS SP
16. will cause the vendor number associated with a particular vendor to be placed in the KEY Then add the greater than symbol gt to the end of the KEY and change the identifier to TV or TA and enter 20 WR Transaction by Work Order used to access transactions associated with a particular physical plant work order A transaction selection list will be presented in work order account number fiscal year object code accounting period and transaction type sequence A selection will result in detail information on the Actual Accounting Transaction 16 ACCOUNT STATUS AS Account Status Report used to request a hardcopy Account Status Report on a local printer Account Status Report requests are discussed in detail in chapter 4 ENCUMBRANCE PROCESSING 1 El Encumbrance Inquiry used for inquiry only access to open encumbrances created in the batch environment through the Information Systems Scheduling Department 2 EA Encumbered Account used to access summary information about the encumbered account 3 Also see OE amp PE above 17 The following example steps through the screens using the VN and TA identifiers to view an accounting transaction starting with the vendor name
17. 4 has been updated with accounting system changes and rearranged for smoother flow in IMS classes The accounting system is updated daily with transactions processed through the close of business on the previous day Certain intra University billings however such as Central Operating Supply and telephone charges are updated only on a weekly or monthly basis Campus departments may access the system by using the 12 digit account number or by other references such as purchase request number as long as that purchase request number is applicable to a 12 digit account number for which the campus unit is authorized access Information as to the computer terminal and communication equipment required for use in accessing any of the on line administrative systems can be obtained through UCNS Client Services 542 3106 For information on accessing the University s administrative data contact Financial Student Information Systems Access Services 542 4000 Questions with regard to accessing the financial accounting system or concerning information in the system may be directed to the Accounting Department 542 1197 Request for Access forms and instructions for these forms are provided beginning on page 28 or via the internet at http www busfin uga edu forms Chapter 1 TERMINAL SIGNON The procedure outlined below establishes communications between a terminal located in the campus unit and the mainframe computer housing the University s fin
18. 999 51402 5004 00 00 5003 86 ld 5 1999 51510 42328 00 00 42327 22 78 6 1999 51610 26101 00 00 26100 70 30 7 1999 51620 1234 00 00 1233 75 25 8 1999 51899 2460 00 00 00 2460 00 9 1999 71000 20925 00 00 20755 44 169 56 SECONDARY K E Y SELECTION RETRIEVE TRANSACTION ACTUAL TRANSACTION OPTION TRX 6AT KEY 1062GA025000199971000 SELECTION 1 ENTER A SELECTION NUMBER FROM THIS SCREEN OBJ COMMITMENT OBLIGATION ACTUAL YTD ACTUAL T 71400 00 00 00 5632 50 2 71500 00 00 00 2585 00 3 72732 00 00 00 6 30 4 73300 00 00 00 157 00 5 74201 00 00 00 116 48 6 74220 00 00 00 9642 00 7 74300 00 00 00 420 16 8 76930 00 00 00 2196 00 SECONDARY N BY SELECT I ON RETRIEVE TRANSACTION ACTUAL TRANSACTION OPTION TRX 6AT KEY 1062GA02500019997100071400 SELECTION 6 ENTER A SELECTION NUMBER FROM THIS SCREEN PERIOD COUNT AMOUNT 1 1998 07 10 222 39 2 1998 08 10 508 00 3 1998 09 14 156 39 4 1998 10 20 936 70 5 1998 11 9 281 22 6 1998 12 11 401 39 7 1999 01 13 266 52 8 1999 02 14 606 03 9 1999 03 18 229 69 10 1999 04 16 635 22 LL 1999 05 15 731 01 12 1999 06 12 657 94 Example continued next page 12 AT example continued
19. Chapter 3 FINANCIAL ACCOUNTING TRANSACTION IDENTIFIERS The following is a detailed explanation of identifiers listed in the table on page 7 ACCOUNT MAINTENANCE The Account Maintenance transactions are primarily used to access the University s chart of accounts 1 AM Accounting Maintenance used to determine valid accounts and object codes 2 AL Department Account Number used to view all account numbers set up within a particular department i e 025 3 AN Department Account Number used to view all active non deleted account numbers set up within a particular department i e 02596 4 OS Object Status used to access and determine status of a particular object code within an account This function may be performed via the AM transaction AM displays all existing objects within an account while the OS transaction displays information on only one object at a time 5 AR Account Relationship used to determine relationships between account numbers Examples of relationships are a Cost Sharing Type C b Forward account number conversion Type F c Backward account number conversion Type B d Pool Budget Type P e Staff Benefits Type E S and U 6 AE Accounting Transaction Edit Restrictions used to determine accounting transaction edit restrictions which effectively close an account to a particular type of transaction For example an account may be designated as closed to checks while still open to j
20. NS AND USER ENCUMBRANCES A ALL TRANSACTIONS OFFICIAL AND USER BUDGET D D DETAIL BUDGET AMENDMENT ACTIVITY S SUMMARIZE BUDGET INFORMATION PAPER S S SHORT 8 LPI 68 LINES 8 5 INCH PAGE L LONG 6 LPI 66 LINES 11 0 INCH PAGE 6 SHORT 6 LPI 51 LINES 8 5 INCH PAGE PRINTER printerl CLASS a OPTION 5442 SPECIFY PARAMETERS AND PRESS ENTER VCFA10 AS ACCOUNT STATUS 02 07 00 15 21 41 OPT TRX 6AS KEY 1062GA025000 ACCOUNT 1062GA025000 ACCOUNTING DEPARTMENT OBJECT 71000 BUDGETED OBJECT OMIT TO REPORT ALL OBJECTS PERIOD 1999 08 PERIOD CCYY MONTH OMIT TO REPORT CURRENT PERIOD CONTENT G G OFFICIAL UGA TRANSACTIONS ONLY S USER SCRATCH PAD TRANSACTIONS ONLY U OFFICIAL TRANSACTIONS AND USER ENCUMBRANCES A ALL TRANSACTIONS OFFICIAL AND USER BUDGET D D DETAIL BUDGET AMENDMENT ACTIVITY S SUMMARIZE BUDGET INFORMATION PAPER S S SHORT 8 LPI 68 LINES 8 5 INCH PAGE L LONG 6 LPI 66 LINES 11 0 INCH PAGE 6 SHORT 6 LPI 51 LINES 8 5 INCH PAGE PRINTER printerl CLASS a OPEION uum SPECIFY PARAMETERS AND PRESS ENTER 22 Chapter 5 USER SCRATCH PAD The user scratch pad was developed in the
21. ON TRX 60T KEY ENTER THE FOLLOWING KEY INFORMATION ACCOUNT NUMBER FISCAL YEAR SUMMARY OBJECT 4 For value of required key see page 8 CAMPUS USER TRANSACTION IDENTIFIERS amp KEYS IDENTIFIER TRANSACTION KEY DATA REQUIRED Account Status Report Account Maintenance Department Account No Department Active Acct No Object Status Related Account Trans Edit Restr Sponsored Account Contract Grant Restr Cash Balance Outstanding Chk Req Object Total Sum Object Total Det Expense Obj summary Accounting Period Actual Transaction Object Encumbrance Payment Vendor Payment Encumbrance Summary Object History Detail Object History Extended Trans Desc Trans by Chk No Trans by Enc No Trans by Ref No Trans by Vend Invc Trans by Vend Addr Vendor by Name Trans by Work Order Encumbrance Inquiry Encumbered Account Account Account Dept No percent 96 Dept No percent 96 Account 4 Object Account Relation Code Acct Account Account Grant No greater than gt Account FY Summary Object Check Request Number Account 4 FY Summary Object Account 4 FY Summary Object x Detail Object Account Account 4 FY Summary Object Detail Object Yr Mo Da Account 4 FY Summary Object Detail Object Yr Mo Da Account FY Summary Object 4 Detail object greater than gt Account FY Summary Obj Detail Obj Yr Mo Da Typ
22. R SUMMARY OBJECT FINANCIAL ACCOUNTING PRIMARY KEY SELECTION S C RETRIEVE TRANSACTION TRANS BY REFERENCE OPTION TRX 6TR KEY ENTER THE FOLLOWING KEY INFORMATION YEAR OBJEGT 2 2 52 ACCOUNTING PERIOD CC I I I NG PERIOD YEAR NG PERIOD MONTH TING PERIOD DAY TRANSACTION TYPE SEQUENCE NUMBER 0 RE NOTE If you receive message NO AUTHORIZED VALUE OF NOACCTOB TO DISPLAY before giving up add the first four digits of the account number to the key as underlined in the following example i e JV0002561062 gt or T088 0861062 gt 4 Continued b If KEY requires summary object enter one of the following e Personal Services Any valid object that begins with a 5 e Travel 64000 e Operating Expense 71000 e Student Aid 77000 e College Work Study 78000 e Equipment 84000 e Holdback Budget Only 91000 Restricted Accounts only e Total Indirect Costs 92000 Restricted Accounts only e Research Foundation Indirect Costs 92500 Restricted only Secondary Option Menu If the IDENTIFIER is omitted the Secondary Option Menu re appears displaying the list of transaction IDENTIFIERS A transaction selection is then chosen
23. The University of Georgia Financial Accounting System Campus User Guide 17485 Finance and Administration Office Accounting Division February 15 1984 Revised September 1 1987 Revised April 1 1991 Revised November 1 1994 Revised February 1 1997 Revised February 1 2000 Introduction Terminal Signon IMS Financial Accounting System 5 Summary table of Identifiers and Keys Selected Example using AT identifier Financial Accounting Transaction Identifiers Selected Example using VN amp TA Identifiers Account Status Report Open node Command Account Status Example User Scratch Pad User Identification and Password Creation Change Terminating and Signoff Request for Access Forms Statement of Understanding and Agreement for the Receipt and Use of Institutional Data Employee Confidentiality Agreement Request for Terminal Access to Financial Accounting System Request for Terminal Access to Budget System 7 12 14 18 20 20 22 23 25 26 28 Appendix A Appendix B Appendix C Appendix D INTRODUCTION The University community s need for administrative data continues to grow and change The Finance and Administration office is committed to continually developing new and enhanced financial systems which will deliver timely information to individual departments ide is designed to provide detail information about how to use the on line financial accounting system This edition the fifth since 198
24. Understanding found in this packet and return it to the system s DC that the download will come from 27 Three forms are required to gain access to the financial accounting system 1 Appendix A Statement of Understanding and Agreement For the Receipt and Use of Institutional Data Only one Appendix A is required per department and should be signed by the department manager 2 Appendix B Employee Confidentiality Agreement Appendix A and Appendix B were designed by Financial Student Information Systems Personnel If they have previously been completed i e for access to the Purchasing System or the Budget System they should already be on file in the Financial Student Information Systems Division If these forms are not on file they should be completed according to the instructions provided by Financial Student Information Systems on the next page Each employee requesting an IMS Logon should sign an Appendix B If you change departments a new Appendix B should be completed 3 Appendix C Request for Terminal Access to Financial Accounting System This form is required for each individual requesting access to the Accounting system This form may also be used to indicate changes in information available on the form It should be signed by the applicants supervisor Accessing the Budget System Appendix D A Request for Terminal Access to the Budget System is enclosed as a courtesy This guide does not address the use of the
25. access by accounting period year month dollar totals for a particular budgeted object code This transaction displays a snapshot of an object s budget encumbrance and actual dollar information at some point in the past 12 HD Detail Object History used to access dollar totals for a particular detail object code This transaction displays a snapshot of an object s encumbrance and actual dollar information at some point in the past 15 13 TD Extended Transaction Description used to access an extended description of the actual transaction The per diem activity description required by the State will be recorded in this area An extended description may be attached to any transaction to accommodate future reporting requirements 14 TC Accounting Transaction by Check Number used to access accounting transactions via accounts payable check number A transaction selection list will be presented in check number account number object code accounting period and transaction type sequence A selection will result in detail information on the Actual Accounting Transaction 15 TE Accounting Transaction by Encumbrance Number used to access accounting transactions via encumbrance number A transaction selection list will be presented in encumbrance number account number object code accounting period and transaction type sequence A selection will result in detail information on the Actual Accounting Transaction 16 TR
26. ancial accounting system If you are using an IBM 3178 terminal note that pressing a key while holding down the ALT key obtains the function labeled on the front side of the key pressed Pressing a key without holding ALT obtains the function labeled on top of the key If you are using a PC with terminal emulation follow the emulation instructions and keyboard charts distributed with your software to locate the keys named in the following instructions 1 The terminal or PC must be on and displaying the UGA logon screen If using dial up the screen displayed will vary slightly from the one shown below 2 The user connects to the mainframe computer by keying f and pressing the ENTER key The University of Georgia IBM Services To select a desired service enter the corresponding letter followed by the ENTER key Carriage Return O OASIS T TSO F FINANCIAL amp STUDENT SYSTEMS gt f 2 Continued After connecting if the terminal seems to ignore all commands entered the operator should perform the following steps a clear the screen by pressing CLEAR type in EXIT and press ENTER b clear the screen by pressing the CLEAR key C Press PA2 d Repeat steps b and C until there are no more messages i e the screen remains blank e Key RCL and enter 3 In order to access information stored in the computer the terminal user must be validated through the security si
27. detail object 2 UP User Accounting Period Scratch Pad used to access summary statistical information concerning user actual transaction activity within the scratch pad A count of the number of transaction for the period month and a total dollar amount are maintained 3 UD User Detail Transaction Scratch Pad used to access update or create user defined accounting transactions associated with a user defined object code These unofficial transactions when created updated or deleted will automatically update the actual total in the User Total UT area of the scratch pad User transactions will be identified keyed by a transaction type code and sequence number and may contain a user reference number dollar amount date and description as well as a University Accounting System reference number to be used for reconciliation with official Business Office records These user transactions will be available in the scratch pad for the entire fiscal year 4 UE User Encumbrance Scratch Pad used to access update or create encumbrances against a user defined object code These Pre encumbrances when created updated or deleted will automatically update the encumbrance total in the User Total UT area of the scratch pad User encumbrances will be identified keyed by an encumbrance type code and sequence number and may contain a user reference number dollar amount date and description as well as a University Accountin
28. e Ref Seq Vendor Address No Account FY Summary Obj Detail obj Yr Mo Da Type Ref Seq Encumbrance No Account Yr Mo Summary Object Account Yr Mo Summary Object Detail Object Account FY Summary Obj Detail Obj Yr Mo Da Type Ref Seq Desc Seq Code Chk No greater than gt Enc No greater than gt Ref No greater than gt Vendor No Addr No Invoice No greater than gt Vendor No Addr no greater than gt Vend Nme greater than gt Wk Or No greater than gt Encumbrance Number Enc no greater than gt FOR DETAILED IDENTIFIER DESCRIPTIONS SEE CHAPTER 3 4 Continued a The value of the KEY required depends on the IDENTIFIER selected on the previous page Examples of selected keys and how they are entered follow Account number i e 1062GA025000 Check number i e 364133 Encumbrance number i e P4647582A Vendor number i e C16405000 Reference number PO Number i e 4647582A JV Number i e JV000256 Ticket Number i e T088 086 Work Order Number i e WO16047 Cash Receipt i e AUG 17 blank space FINANCIAL ACCOUNTING PRIMARY I Bi EX Be DBC oT T ON 9 G Rok RETRIEVE TRANSACTION SUMMARY OBJECT TOTALS OPTION TRX 60T KEY ENTER THE FOLLOWING KEY INFORMATION ACCOUNT NUMBER 1062ga025000 FISCAL YEA
29. e new password on line 3 and enter If the message Your password has been successfully changed appears on the screen the user is signed on and the new password is in effect A password may be from 6 to 8 characters in length and may contain a combination of alpha and numeric characters Change Password You have requested that your Password be changed Follow the steps below to change your password 1 Enter your current Password 2 Enter your new Password Select a 6 to 8 character password Passwords may not be reused 3 Enter your new Password again Verify spelling 4 Press ENTER If you do not wish to change your password either press F2 to return to the Sign On Screen or press F3 to exit to the IBM Services Menu Fl Help F2 Return F3 Exit The terminal access security features used with the financial accounting system are designed to protect against access by unauthorized persons and to ensure that once access is achieved only those actions authorized for an individual will be permitted It is important that each person with a password understand it is for his her use only the password should not be made available to anyone else Note that when the password is keyed on the terminal the password does not appear on the screen Passwords should be changed frequently they will automatically expire every 90 days Currently if User ID Password is inactive for 100 days it is automatically r
30. ect Summary used to access by fiscal year year to date dollar totals for all detail expenditure object codes associated with an account Actual expenditure amounts are displayed with sub totals by object type and a grand total of all expense Fiscal year and single period selections are available 6 AP Accounting Period used to access summary statistical information concerning actual transaction activity for a particular accounting period month A count of the number of transactions and a total dollar amount are maintained by the system as transactions are processed and posted to the account The count and amount information may be used to determine which account status hardcopy requests must be deferred to batch processing rather than performed in the online environment 7 AT Actual Accounting Transaction used to access actual detail accounting transactions processed during a particular accounting period against an account object 8 OE Object Encumbrance used to access detailed open encumbrance information associated with a particular object code 9 PV Payment Vendor used to access additional information concerning the accounts payable vendor receiving the payment represented by the actual accounting transaction 10 PE Used to access additional information concerning the open encumbrance against which the payment represented by the actual accounting transaction is applied 11 HT Summary Object History used to
31. evoked DA Chapter 7 TERMINATING A FINANCIAL ACCOUNTING SYSTEM SESSION AND SIGNOFF TERMINATING A FINANCIAL ACCOUNTING SYSTEM SESSION An FAS session may be ended in either one of four ways each of which will successfully end the communication in progress 1 Keying a Q in the option on any screen will end the IMS Conversation If this technique is used the next display will be the FAS Signon screen At this point the terminal operator should clear the screen press CLEAR and proceed with the next signon or signoff 2 Keying a C in the OPTION on the Primary Option Menu screen will end communications If this technique is used the next display will be the FAS Signon screen At this point the terminal operator should clear the screen press clear and proceed with the next application or signoff If the current display is some other FAS screen keying a C in the OPTION and pressing ENTER will cause FAS to return to the Primary Option Menu VCFA10 AM ACCOUNT MAINTENANCE 02 07 00 15226 45 OPT q TRX 6AM KEY 1062GA025000 The g or c may be keyed on any screen that calls for the OPT near the upper left hand corner 3 The terminal operator may exit directly by clearing the screen keying EXIT and pressing ENTER A message will be displayed confirming the exit or stating that no conversation was in progress 4 Key 699 on any screen that has the TRX field This will return you
32. g System reference number to be used for manual reconciliation with official Business Office records These user encumbrances will be available in the scratch pad for the entire fiscal year Remember the financial accounting system will not update or in any way revise the user scratch pad This feature is for local accounting use only 23 Chapter 6 User Identification and Password Creation Change Each individual employee that has been granted terminal access to the financial accounting system will be assigned a user identification Code User ID The User ID serves as a control for action access to which an individual is entitled As a general rule the User ID is constructed by using an employee s initials and the three digit department number from the University s Chart of Accounts Therefore the User ID for John Q Public home based in department 088 is JQP088 In order to access the financial accounting system an employee must use his her user ID and password At the time that a User ID is established a password associated with that User ID will be created see Request for Access Forms page 28 The password created will be an expired password therefore it will be necessary to change the password in order to gain access The password may be changed during the terminal signon procedure as follows After keying the current password even if expired the new password which has been selected should be entered on line 2 Then repeat th
33. gnon facility The SIGNON screen becomes available automatically after proper execution of the logon screen 4 The terminal operator s personal identification number and password must be entered See Chapter 6 for more information on identification number assignment and creation change of password Personal I D and password can be obtained by completing forms provided beginning on page 28 and forwarding to Finance and Administration Office SIGN ON SCREEN WITH VALID PASSWORD v Ck Ck ck Ck Ck KC Ck CK Ck Ck KC Ck CK Ck KOK Ck Ck Ck Ck RR Ck Ck RR Ck RR Ck ck RR KOK ROK ko Sk ko ko ko kx OK ko ko PES IMS System Entry es Access to IMS is restricted to Faculty Staff X Ck CK kk Ck KC Ck CC Ck Ck CK RR KOK Ck Ck RR OK Ck Ck Ck Ck Ck RR Ck ck RR ck kk ko Sk ko Sk ko ko kx OK ko ko x 1 Enter Your User ID trn025 2 Enter Your Password georgia EN Press ENTER Node TCP00662 Date 02 07 00 Time 09 23 32 If you wish to exit now and return to the IBM Services Screen press F3 F1 HELP F3 EXIT 4 Continued The following response indicates a successful signon Congratulations You are signed on to IMS If you wish to display the FSIS Application Menu press F12 or ENTER If you wish to change your password press F5 If you wish to exit and return to the IBM Services Screen press F3 If you wish to exit and sign on with a different User ID
34. inter Nad Each day the printer node must be opened in order that information directed to the printer can be output printed 1 Immediately after using the signon screen containing your user ID and password see Chapter 1 do the following 2 From the Financial and Student Information Systems Menu choose IMS Printer Open 4 Key OPN NODE XXXXXX where XXXXXX equals your printer node name and press enter 5 The message NO RESPONSE should be returned 6 At this point you may either issue another OPN command or CLEAR the screen and proceed with your normal IMS activities 7 To return to the menu Clear the screen key MENU and enter 20 Printi R The desired 12 digit account number must be supplied by the terminal operator Other parameters may be specified to control the reporting period content format and destination of the printed report 1 Specify the accounting period for the desired status report using year and month If omitted the current accounting period will be reported 2 Content may be specified to request the following versions of the account status report a G official University transactions only b S user scratch pad transactions only c U official University transactions plus user budget and encumbrances excludes user actual amounts d A both official University and user scratch pad transactions 3 The type of budget information may be specified as follows a D Detail budget
35. ournal vouchers 7 SP Account Sponsor used to access sponsored accounts and object codes 8 CG Contract Grant used to access sponsored accounts and object codes via the sponsoring agency s contract grant number 14 ACCOUNT TOTALS TRANSACTIONS AND ENCUMBRANCES The following transactions are used to view account related dollar information budget encumbrance and actual 1 CB Cash Balance Restricted Accounts used to calculate by fiscal year the current fund balance of a particular restricted income account Indirect costs associated with the sponsored accounts are only computed at the end of each month 2 CR Outstanding check request used to access a check request in the outstanding check request suspense file Requests will be automatically relieved when the associated check is written 3 OT Summary or Budgeted Object Totals used to access by fiscal year dollar totals for a particular budgeted object code Original approved and pending budget as well as actual revenue expense obligated and committed amounts are available in fiscal year to date current period fiscal year beginning and project life classifications 4 OD Detail Object Totals used to access dollar totals for a particular detail expense object code Actual expense obligated and committed amounts are available in fiscal year to date current period fiscal year beginning and project life classifications 5 OA Expenditure Obj
36. to the Financial and Student Information Systems Menu 25 TERMINAL SIGNOFF 4 At this point the terminal is still in communication with the mainframe computer The user should sign off from the computer by A If you are using the Financial and Student Information Systems Menu press PF3 and follow the instructions on the screen B If you are not using the Financial and Student Information Systems Menu 1 Clear the screen press PF5 twice or 2 Clear the screen key FOR SIGNOFF and press ENTER ren UGA SIGN OFF SCREEN ae k KEK KKK Ck Ck KKK KKK KKK KKK KEK KKK KKK KKK KKK KEK KKK KKK ko ko Mk kx ko ko kx koX TO SIGN OFF DEPRESS THE ENTER KEY Ck ck ck Ck Ck KC Ck Ck CC Ck Ck Ck Ck Ck Ck CCS Ck RR KOK RR Ck kk Ck kk Sk ck kk ko OK Sk Sk ko Mk kx ko kx kx koX TO GET SIGN ON SCREEN DEPRESS PF4 OR ENTER FORMAT SIGNON TO GET SIGN OFF SCREEN DEPRESS PF5 OR ENTER FORMAT SIGNOFF 3 Follow instructions on the screen 5 The terminal may then be turned off if desired not mandatory 26 THE UNIVERSITY OF GEORGIA Gaining Access to University Administrative Systems For additional information see http Avww busfin uga edu access Financial Information Systems FIS 1 Complete the appropriate forms found in this packet photocopy as needed e Complete a Request for Access for each s
37. ystem desired for each individual requesting access e Each employee userlD should sign the Employee Confidentiality Agreement This is done once and then returned to any Data Custodian DC selected below 2 Return the completed paperwork to the appropriate data custodian s e Aunique user Identification userlD will be created for you which may be used for any IMS or QMF administrative system to which you gain access e Your scope of access within each system is determined by that system s DC and typically includes information for your home department only 3 Each DC will contact you as your access to his her system is completed and will provide instructions for using the system Student Information Systems SIS Send a memo or e mail to Data Custodian Bill Marshall 542 6904 or rrvcm 2arches uga edu with your full name social security number department number description of your responsibilities related to student data and a statement of approval from your department head PC Based Departmental Financial Systems DFIS This suite of stand alone integrated personal computer PC applications focuses on budget accounting and other administrative tasks in UGA departments Instructions and examples may be found at http deptfis busfin uga edu Data File Download When data files are to be downloaded from any FIS SIS data system the Business Manager or Department Head of the requesting unit should complete the Statement of

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