DAS LogoR⋆STARS Data Entry Guide

Chapter #3

Online Procedures


Purpose

This chapter is intended to provide system users with an understanding of the R⋆STARS on-line functions and procedures.


Table Of Contents

3-1   Terminal Operations

Security Features

Terminal Keyboard Functions

Cursor Control Keys

Data Editing Keys

Function Keys

Sign-On Procedures

Menu Navigation

Logoff Procedures

3-2   Transaction Data Entry

Document Preparation

Transaction Codes

Transaction Batching

Batch Header Identification

Batch Control

Batch Header Data Entry

Transaction ID

Transaction Entry Screens

Accounting Transaction Data Entry

3-3   Accounting Transaction Data Entry Examples

3-4   Transaction Split Data Entry

Recurring Transaction Profile

Common Uses of Transaction Split

Transaction Split by Program and Organization

Establishing the 550 profile

Transaction Split Processing

Entering Split Transactions

Split Transaction Inquiry

Correction of Errors

3-5   Financial Inquiry

Balance Types

Calculated Balances

Inquiry Types

Title and Element Look Ups

Summary and Detail Selection Options

Accessing Financial Inquiry Screens

Drill Down Inquiry

3-6   Help, Interrupt And Link Facilities

The HELP Facility

The INTERRUPT Facility

Beginning an INTERRUPT Session

During an INTERRUPT Session

Returning From an INTERRUPT Session

Link Facility


 

3-1   Terminal Operations

R⋆STARS is an on-line, interactive system providing users with immediate access to accounting information as well as immediate feedback when entering profile maintenance and financial transactions. The on-line update and inquiry capabilities virtuallyeliminate the delays associated with overnight batch editing and update. To make effective use of the on-line features, users must be familiar with the on-line procedures and options available.

This Chapter discusses procedures for entering transactions into R⋆STARS. On-line profile maintenance instructions are described in Chapters 5 and 6.

The topics discussed in this section include:

◾ Security Features

◾ Terminal Keyboard Functions

◾ Sign-on Procedures

◾ Menu Navigation

◾ Log-Off Procedures

 

Security Features

The security features of R⋆STARS help prevent unauthorized access to on-line functions. There are various levels of security that can be assigned to users. A designated security officer is responsible for establishing and controlling all aspects of security. Based upon the security level assigned to an individual user, the user is able to perform only those functions for which he or she has been authorized. Any questions regarding security should be directed to the agency's designated security officer.

System access is determined by two elements - The RACF ID and the User Password. The RACF ID identifies to R⋆STARS who is entering transactions into the system. It also controls the security level assigned to the user. The User Password is a personal key assigned to the RACF ID to allow access. The User Password should be kept confidential and be easy to remember. The system requires that the password be changed every 90 days to ensure against theft.

When leaving a terminal, the user should log off so that each operator uses only their own RACF ID and password to access R⋆STARS.

R⋆STARS security is discussed in greater detail in the System Management Guide.

 

Terminal Keyboard Functions

The keyboard resembles a typewriter with additional function keys. These keys perform special functions when communicating with the R⋆STARS application software. This section discusses the Terminal Keys (Cursor Control Keys and Data Editing Keys) as well as the R⋆STARS Function Keys. For purposes of instruction in this manual, it is assumed that a PC with a standard keyboard is using some form of TCP protocol terminal emulation to access R⋆STARS.

 

Cursor Control Keys

The following keys move the cursor on the screen:

◾ Return ( Enter ): Moves the cursor to the first entry position on the next line of an unprotected screen.

◾  Backspace : Moves the cursor backward within an unprotected (data entry) field erasing the characters in that position.

◾  Tab    Moves the cursor to the first entry position of the next unprotected field

◾ Backtab (Shift Tab ): moves backward to the next unprotected field

◾  Enter : Carriages down to the first unprotected field in the next row

◾  Home : Places the cursor in the LINK TO: field

◾ Arrow Up ()/Down ()/Left (  )/Right (  ): move cursor to next position on the screen (could be either protected or unprotected)

All of the R⋆STARS screens are formatted so that data elements can only be typed in specific fields. The  Tab  and  Shift Tab  keys move the cursor directly from one data element field to another. The , ,    and    arrow keys move the cursor a space at a time to any position on the screen. The Tab  and  Shift Tab  keys are more effective navigation tools since they will position the cursor at the beginning of the data entry fields.

 

Data Editing Keys

The following keys are available to the user to edit the data on the screen:

◾  Insert : In Insert mode, date entered does not overwrite current data, but will “push” it farther along in the field.

Note: if field locks while in insert mode, the field is full. Press  Insert  again to undo  Insert  and unlock field.

◾  Delete : Removes the character at the cursor’s current position (the remainder of the line shifts one character position to the left)

◾  Shift : Selects upper characters on dual-character keys, uppercase characters for alphabetic keys, or to turn off shift-lock feature

◾  Caps Lock : Locks keyboard into uppercase mode

Note: R⋆STARS screens are not case sensitive. Characters can be entered in either lower- or uppercase mode. During processing, all characters are eventually re-displayed and saved in uppercase.

 

Function Keys

Function keys perform special activities based on the on-line program. Functions for each key may vary depending on which screen is used.

In R⋆STARS, Function Keys primarily perform the following functions:

◾ ENTER: Used to retrieve data on a screen. For example, on profile screens, it is pressed after key information is entered to display the specific profile record.

◾ CLEAR: Returns the user to the menu.

◾   F1  :

◽ Help –  Automatically links to the 90 – News/Help Profile. The appropriate type of help record (screen help or error code help) is automatically retrieved, depending on the activity previously performed by the user before pressing   F1  .

◽ Selection Help -  If the user is on a financial data entry screen and the cursor is positioned in any one of the following fields:  Index, PCA, Comptroller Object, Agency Object, Vendor Number or Vendor Name, the corresponding selection help screen is displayed.

◾   F2  : Primarily used to transfer the user to another screen that has some association with the originating screen. If data is displayed on the originating screen, that information is carried to the new screen. Used to access the 520 – View a Batch screen from the 530 – View Batch Headers screen.

◾   F3  : Primarily used to delete records from the database. In addition, it is used for retrieval of recurring transaction records during financial data entry or to transfer the user back to the originating screen during a drill down inquiry.

◾   F4  : Primarily used to perform data look-ups and access Reference Document information during financial data entry. In addition, it is used to transfer to another screen that has some association with the originating screen.

◾   F5  :  Primarily used to recall the next record in the database with the next greatest key value. In batch processing, executes interrupt to 37 - Document Tracking Inquiry.

◾   F6  : Primarily used to 'toggle' from A and B versions of screens and to access the 502 – Batch Balancing screen.

◾   F7  : Primarily used to scroll to a prior page of data on screens that display lists of information. Also used to access 520 screen during batch processing.

◾   F8  : Primarily used to scroll to the next page of data on screens that display lists of information. In batch processing, executes interrupt to the 37 screen.

◾   F9  : (Interrupt): Found on almost all R⋆STARS screens. It initiates an active interrupt to another screen and ends an active interrupt by returning the user to the original screen.

◾  F10 : Primarily used to save (commit) newly entered or changed records in the database. During this function, the data remains on the screen.

◾  F11 : Primarily used to save (commit) newly entered or changed records in the database. During this function, the data is cleared from the screen. Also used to open a new batch once a batch has been released within batch processing.

◾  F12 : Primarily used to access the 530 screen from financial data entry and document tracking screens.

For those keys whose functions vary by screen, look at the function key menu at the bottom of the screen or the screen help record to determine the specific function performed.

 

Sign-On Procedures

When the user opens the mainframe connection to R⋆STARS, the first screen visible will have a list of system regions. These regions are areas set aside in the system to accomplish certain tasks. The main production region for SFMS is E23 - DASCICSP.

 

Sample logon procedures:

Type e23 at the bottom of the screen and press  Enter .

Example:

                Department  of  Administrative  Services

                              Hosted By:

                       Oregon State Data Center

 

          * * *   Contact Your Agency Help/Service Desk   * * *

 
 

     E1  -  ROSCOE           E24 -  SFMSTRN           E31 -  CICSTSRI 

     E8  -  SWITCH           E25 -  SFMSACPT          H2  -  GCICS

     E15 -  PEBBCICS         E26 -  SFMSTEST          H3  -  DHR TSO

     E19 -  TSO              E27 -  CASPOOL           L3  -  AIRS PROD

     E21 -  DASCICST         E28 -  SFMSUNIT          L6  -  AIRS TEST 

     E23 -  DASCICSP         D28 -  OSPSTRNG          M2  -  PPDS

                                                      T8  -  ODOT-MENU

 
 
 

                    THIS MENU IS SUBJECT TO CHANGE

 

     Your IP  Address: 00.000.00.000       Netname:  ET000000

     e23

 
 
 
 

WELCOME TO DASCICSP 09:51:15

 
 
 
 
 

                     ******\  ******\  ******\   ******\(R)

                    ********\ ******\ ********\ ********\

                    **\\\\**\   **\\\ **\\\\**\ **\\\\**\

                    **\    \\   **\   **\    \\ **\    \\

                    **\         **\   **\       *******\

                    **\         **\   **\        *******\

                    **\         **\   **\         \\\\**\

                    **\   **\   **\   **\   **\ **\   **\

                    ********\ ******\ ********\ ********\

                     ******\\ ******\  ******\\  ******\\

                      \\\\\\   \\\\\\   \\\\\\    \\\\\\

 
 
 
 
 
 
 

Press the  Pause/Break  key while in the CICS screen. The screen will clear and the Cursor will be in the home position.

Type cesn and press  Enter . The Login Screen will appear.

Example:

                         CICS Sign-on

 
 
 

 Type your userid and password:

 

          Userid   ==> SYSUSER

          Password ==> ********

          Language ==>

 
 
 

      New Password ==>

 
 
 
 
 
 
 
 

 PF 3=End

 DFHCE3520 Please type your userid.

 

Type in the RACF ID and password in the appropriate fields and press  Enter . The following line will appear in the home position.

DFHCE3549 Sign-on is complete (Language E).

Type fsys and press Enter .

Example:

fsysE3549 Sign-on is complete (Language E).

The following screen should appear.

Example:

SSYS  VER 2.0                    STATE OF OREGON              05/15/14 09:53 AM

                                                                           PROD

 

 *******\              ******\   ********\      **\      *******\      ******\

 ********\            ********\  ********\     ****\     ********\    ********\

 **\\\\**\            **\\\\**\     **\\\\    **\\**\    **\\\\**\    **\\\\**\

 **\   **\    * * *   **\    \\     **\      **\\  **\   **\   **\    **\    \\

 ********\     ***    *******\      **\     **********\  ********\    *******\

 *******\    *******   *******\     **\     **********\  *******\      *******\

 **\\\**\      ***      \\\\**\     **\     **\\\\\\**\  **\\\**\       \\\\**\

 **\   **\    * * *   **\   **\     **\     **\     **\  **\   **\    **\   **\

 **\    **\           ********\     **\     **\     **\  **\    **\   ********\

 **\     **\           ******\\     **\     **\     **\  **\     **\   ******\\

 \\\      \\\           \\\\\\      \\\     \\\     \\\  \\\     \\\    \\\\\\

 

                          OREGON PRODUCTION REGION

 
 

                                USER CLASS: 19

                         ALTERNATE CLASSES: 03 10 19 27 48

 

                                CLEAR-EXIT

 

This screen allows the user to choose a User Class. A User Class determines the accessible screens and the accounting functions allowed on those screens. If the RACF ID has more than one valid User Class, the lowest numerical value will default. Type the desired User Class or use the default and press  Enter .

The News Display appears next. The user should always check the News Screen for important information such as programming schedules and projected down time.

Example:

 S002   UC: 10                   STATE OF OREGON              05/15/14 01:25 PM 

                                 NEWS DISPLAY                              PROD

 

                 WELCOME TO R*STARS - OREGON PRODUCTION REGION

 HOURS: MON-FRI 7:00 AM-6:00 PM / SAT 7:00 AM-3:30 PM/ MONTH-END CLOSE @ 5:30 PM

 VENDOR DESK: 503‑373‑0256                    WARRANT PICKUP: EXPEDITES  3:30

 SFMS FAX   : 503‑378‑8940                    RELEASE EXPEDITES: BY NOON

            VENDOR ACTIVATION/CHANGE REQUESTS RECEIVED BY:

              9:00 AM WILL BE PROCESSED BY 12:00 PM

              2:00 PM WILL BE PROCESSED BY 5:00 PM                  ANALYST=PG05

  REPORTS URL: HTTPS://COLUMBIA.DAS.STATE.OR.US:3025 /CICS/PPDF/DAFWRPT

  FACELIFT URL: HTTPS://COLUMBIA.DAS.STATE.OR.US:3045 /CICS/WSFM/DFHWBTTB/FSYS

  PRINT BATCH UTILITY URL: HTTPS:/ /DASAPP.STATE.OR.US/PRINTBATCH/DEFAULT.ASPX

  SFMS WEBSITE: HTTP://WWW.OREGON.GOV/DAS/EGS /FBS/SFMS/PAGES/INDEX.ASPX

       ***   * **   ***   ***   ***   DAILY NEWS   ***   ***   ***   ***   ***

 
 
 
 
 
 
 
 

 CLEAR-EXIT                 PRESS (ENTER) TO CONTINUE

Press  Enter  to proceed to the R⋆STARS Main Menu.

Example:

 S000   UC: 10                   STATE OF OREGON              05/15/14 04:28 PM

 LINK TO:      MAIN                MAIN MENU                               PROD

 
 
 

          (2)      CAM     COST ACCOUNTING MENU

          (3)      DT      DOCUMENT TRACKING MENU

          (4)      FIN     FINANCIAL DATA ENTRY MENU

          (5)      PR      PROFILE MAINTENANCE MENU

          (6)      PAY     PAYMENT PROCESSING MENU

          (7)      RFM     REPORTING/INQUIRY MENU

          (8)      SYS     SYSTEM CONTROL MENU

 
 
 
 
 
 
 
 
 
 

 F1-HELP  F9-INTERRUPT  CLEAR-EXIT

 

Menu Navigation

The Main Menu is the focal point of user interaction with the system. All other menus used in R⋆STARS are selected from this menu. Note that the Main Menu provides a function key (number in parentheses) corresponding to each of the major system functions.

Submenus are selected in one of three ways:

◾ Press the corresponding function key (e.g., press   F2   to access the Cost Accounting Submenu).

◾ Tab down to the desired menu option and press  Enter .

◾ Enter the submenu ID in the LINK TO: field and press  Enter .  (See Section 3-6 for further discussion of the link facility).

The following screens illustrate the menu navigation process using the Financial Data Entry submenus as an example.

Example – Financial Data Entry:

From the Main Menu, select the Financial Entry submenu using one of the three options described above.

Example:

 S000   UC: 10                   STATE OF OREGON              05/15/14 02:18 PM

 LINK TO:      FIN         FINANCIAL DATA ENTRY MENU                       PROD

 
 
 

          (2)      500     BATCH HEADER ENTRY

          (3)      510     RECALL A BATCH FOR CORRECTION

          (4)      515     INVOICE DETAIL ENTRY

          (5)      518     SPLIT TRANSACTION INQUIRY

          (6)      530     VIEW BATCH HEADERS

          (7)      54A     BATCH ERROR CORRECTIONS

          (8)      550     RECURRING TRANSACTION PROFILE

          (10)     93      RECURRING TRANSACTION REQUEST

          (11)     94      AGENCY MESSAGE PROFILE

 
 
 
 
 
 

 F1-HELP  F9-INTERRUPT  CLEAR-EXIT

The Batch Header Entry screen can be accessed by pressing   F2  , by tabbing to the Batch Header Entry line and pressing  Enter , or by entering 500 in the LINK TO: field and pressing  Enter  as shown below.

Example:

 S000   UC: 10                   STATE OF OREGON              05/15/14 02:18 PM

 LINK TO: 500  FIN         FINANCIAL DATA ENTRY MENU                       PROD

 
 
 

          (2)      500     BATCH HEADER ENTRY

          (3)      510     RECALL A BATCH FOR CORRECTION

          (4)      515     INVOICE DETAIL ENTRY

          (5)      518     SPLIT TRANSACTION INQUIRY

          (6)      530     VIEW BATCH HEADERS

          (7)      54A     BATCH ERROR CORRECTIONS

          (8)      550     RECURRING TRANSACTION PROFILE

          (10)     93      RECURRING TRANSACTION REQUEST

          (11)     94      AGENCY MESSAGE PROFILE

 
 
 
 
 

 F1-HELP F9-INTERRUPT  CLEAR-EXIT

The system will display the 500 – Batch Header Entry screen as illustrated below. The user is now ready to input batch header information.

Example:

 S500   UC: 10                    STATE OF OREGON              05/15/14 02:20 PM

 LINK TO:                       BATCH HEADER ENTRY                          PROD

 

           BATCH AGENCY:                  (SIGN ON AGENCY)

             BATCH DATE:                  (MMDDYY, DEFAULTS TO TODAYS DATE)

             BATCH TYPE:

           BATCH NUMBER:

 

            BATCH COUNT:                  BATCH AMOUNT:

 

        BATCH EDIT MODE: 0                (0=NO EDIT/NO POST)

      PAYMENT DIST TYPE:                  (MUST BE IN D50 PDT PROFILE)

          DISB METH IND:                  (H, M, R, E OR SPACE)

         EFFECTIVE DATE:                  (MMDDYY, DEFAULTS TO TODAYS DATE)

             FAST ENTRY:                  (M/S/I/P/ )

                RACF ID: SFMAUSR          LAST NAME, FIRST NAME

             USER CLASS: 10

     ACTION CODE AGENCY:

            ACTION CODE:

 
 
 
 

 F1-HELP    F9-INTERRUPT    F10/F11-SAVE    CLEAR-EXIT

 

Logoff Procedures

As previously discussed, log off the system when not in use. Logging Off is relatively simple.

Press  Pause/Break  to return to any menu or submenu. For example, from the 500 screen, press  Pause/Break  to return to the Financial Data Entry Menu.

Type quit or exit in the LINK TO: field and press  Enter .

Example:

 S000   UC: 10                   STATE OF OREGON              05/15/14 02:56 PM

 LINK TO: quit FIN         FINANCIAL DATA ENTRY MENU                       PROD

 
 
 

          (2)      500     BATCH HEADER ENTRY

          (3)      510     RECALL A BATCH FOR CORRECTION

          (4)      515     INVOICE DETAIL ENTRY

          (5)      518     SPLIT TRANSACTION INQUIRY

          (6)      530     VIEW BATCH HEADERS

          (7)      54A     BATCH ERROR CORRECTIONS

          (8)      550     RECURRING TRANSACTION PROFILE

          (10)     93      RECURRING TRANSACTION REQUEST

          (11)     94      AGENCY MESSAGE PROFILE

 
 
 
 
 
 
 
 
 

 F1-HELP  F9-INTERRUPT  CLEAR-EXIT

The Following Screen will appear.

Example:

 cESF LOGOFF  <== TYPE OVER THE C AND PRESS ENTER TO LOGOFF OF CICS

Type over the c in CESF and press  Enter .

 

3-2   Transaction Data Entry

This section describes the various procedures involved in accounting data entry with emphasis placed on those procedures performed by users entering data on line.

This section provides information on the following:

◾ Document Preparation

◾ Transaction Codes

◾ Transaction Batching

◾ Batch Header Identification

◾ Batch Control

◾ Batch Header Data Entry

◾ Accounting Transaction Data Entry

◾ Data Element and Function Key Definitions

◾ Detail Coding Instructions

◾ Batch Balancing

 

Document Preparation

Document preparation is the responsibility of the agencies (see OAM 10.15.00.PO for further guidance). Transaction input forms are optional but recommended especially when doing adjustment transactions. Most agencies use data input forms of one type or another containing all required and optional data elements.

 

Transaction Codes

A Transaction Code (T-Code) is a three-digit profile record that determines the accounting impact (debits and credits) of each financial transaction entered. It determines which data elements are required, optional or not allowed on each transaction.

T-Codes are established and defined in the 28A – Transaction Code Decision Profile. They are described in the 28B – Transaction Code Description Profile . A listing of each available T-Code can be requested with following reports:

DAFQ28C0
DAFQA010
DAFQ28A0
DAFQ28B0

T-Code Reference Listing*
Statewide T-Code Listing by G/L Account*
Transaction Code Decision Profile Listing
Transaction Code Description Profile Listing

*Used Most frequently

 28A – Transaction Code Decision Profile

Example:

 S28A   UC: 10                   STATE OF OREGON              05/15/14 08:49 AM

 LINK TO:               TRANSACTION CODE DECISION PROFILE                  PROD

 

 TRAN CODE:     TITLE:

 GENERAL LEDGER   DR-1:      CR-1:      DR-2:      CR-2:

        POSTING   DR-3:      CR-3:      DR-4:      CR-4:

 TRANS     DOCD   DUDT   SVDT   CDOC   RDOC    MOD   AGCY    IDX    PCA   COBJ

  EDIT     AOBJ   RVRS    PDT     CI   1099   WARR   INVC   VNUM   VNAM   VADD

  INDS:   DMETH   APN#   FUND    GLA    AGL   GRNT   SUBG   PROJ   MULT   G38#

 POST SEQ:   REG NO:   WW IND:   D/I:   WAR CANCL TC:     PYTC:     FUTMY:

 GEN- TC:      DT:    ACCR TC:     TR TC:     INTERFACE IND:

 PAY LIQ TC:     PAY RED TC:     CUM POST IND:   BAL TC:       A/S DOC AMT:

            A/S  BT  MATCH GLA DOC     A/S  BT  MATCH GLA DOC

         DF:

 FILE    AP:

 POSTING AB:

 INDS:   CC:

         GP:

         PJ:

     AGY GL:                                             STATUS CODE: A

  EFF START DATE: 07012013   EFF END DATE:            LAST PROC DATE:

 
 

 F1-HELP F3-DEL F5-NEXT F6-28B F9-INT F10-SAVE F11-SAVE/CLEAR ENT-INQ CLEAR-EXIT

The elements of the 28A profile are described below:

◾ TRANSACTION CODE (TRAN CODE) – A three-digit number that uniquely identifies all the elements in a particular T-Code Profile. Similar T-Codes are grouped together in transaction types:

001
100
200
300
400
600
685
692
700
800
900
950
961
996














099
199
299
399
599
680
691
697
795
899
949
960
995
999

Budgetary
Revenues, Receipts, Receivables
Pre-Encumbrances, Encumbrances, Expenditures, Disbursements
System-Generated Transactions
Journal Vouchers (including Fixed Assets)
Conversion Transaction Codes
Specialty T-Codes (Central and Agency Specific)
Receipt/Suspense Account Transaction Codes
Interagency T-Codes
Agency-Specific/Interagency T-Codes
SARS Year-End T-Codes
ADPICS T-Codes
Auto-Reverse T-Codes
Specialty T-Codes

◾ TITLE – A descriptive title describing the purpose and effect of the transaction code.

◾ GENERAL LEDGER POSTING – Up to four pairs of debits and credits can be entered to determine the general ledger accounting impact; however, the fourth pair is reserved for document liquidations against pre-encumbrance and encumbrance accounts only. It is possible to leave one side of the first debit/credit pair blank. This is done when more than one GL account is used as the debit or credit. The appropriate general ledger account is entered on the transaction. General ledger accounts or ranges of accounts allowed for entries are listed in the 28B profile preceded by an I (include). Specific General Ledger accounts not allowed may also be listed, but preceded by an E (exclude). When one half of a pair is left blank, the General Ledger Account Edit Indicator (described below) must be set to I. This capability offers significant flexibility, but must be used carefully due to the financial impact.

◾ TRANSACTION EDIT INDICATORS (TRANS EDIT INDS) – A one-character edit indicator is entered to control whether data elements that impact a transaction are required, not allowed, or optional. Valid values are:


R
N
Blank




Must be entered on the transaction manually
Required on the transaction, but may either be entered or looked up based on one of the other data elements entered
Not allowed to be present on the accounting transaction regardless of whether the data element is entered or looked up
the data element is optional and is entered, looked up or left blank

The transaction edit indicators affect the following data elements:

DOCD
DUDT
SVDT
CDOC
RDOC
MODI
AGCY
IDX
PCA
COBJ
AOBJ
RVRS
PDT
CI
1099















Document Date
Due Date
Service Date
Current Document Number
Reference Document Number
Modifier
Agency Number
Index Code
Program Cost Account
Comptroller Object
Agency Object
Reverse Code
Payment Distribution Type
Capitalized/Inventory Indicator
1099 Indicator

WARR
INVC
VNUM
VNAM
VADD
DMETH
APN#
FUND
GLA
AGL
GRNT
SUBG
PROJ
MULT
G38#















Warrant Number
Invoice Number
Vendor Number
Vendor Name
Vendor Address
Disbursement Method
Appropriation Number
Fund
General Ledger Account
Agency General Ledger Account
Grant Number
Subgrantee Number
roject Number
Multipurpose Code
GASB 38 Transfer Code

System Processing Indicators:

◾ Posting Sequence Indicator (POST SEQ) – Determines the order of transactions posting during the batch update cycle. For example, a value of 1 will always post before a value of 2, etc. Oregon posting sequences are:

1
2


Budgetary
Revenues

3
4


Expenditures
All other transactions

◾ Register Number (REG NO) – Specifies on which transaction register (control report) the transaction will be reported. Oregon values are:

1
2
3



Budgetary
Encumbrance/Pre-Encumbrance/Expenditure
Revenue/Receipts

4
5
6



Cost Allocation
Journal Entries
Warrant Register

◾ Warrant Writing Indicator (WW IND) – Classifies the type of transaction as payment or non-payment,which determines whether or not a warrant will be issued.

0
1


Non-payment
Payment

◾ Direct/Indirect Indicator (D/I) – Determines whether the transaction is entered directly into the system or generated by the cost allocation subsystem.

D

Blank



Direct
Indirect
Neither

◾ Warrant Cancellation Transaction Code (WAR CANCL TC)  – Identifies the T-Code used by the Payment Processing Subsystem to generate cancellation transactions. Must exist in the 28A profile.

◾ Prior Year Transaction Code (PYTC – Not used in Oregon ) – Used in place of the T-Code in the key for transactions with Effective Dates in the prior year.

◾ Future Month Indicator (FUTMY) – Determines whether the T-Code can be used on future dated transactions. Y = Yes   N = No

◾ Generate Transaction Code (GEN-TC) – Determines if a second transaction is to be generated during the next batch cycle. The field contains the number of the T-Code that will be used for the generated transaction. The T-Code must exist in the 28A profile.

◾ Generate Document Type (GEN-DT) – Defines the document type used for the current document number of generated or generated accrual transactions. Oregon document types are GT (Generated Transactions) or GA (Generated Accrual Reversal).

◾ Generate Accrual Transaction Code (ACCR TC) – Identifies the T-Code that will be used to reverse the transaction on the first of the month following the Effective Date on the original transaction. In Oregon, this field is primarily used to reverse SARS reclassification transactions at year-end, but can be used throughout the year.

◾ Treasury Users Transaction Code (TR TC – Not used in Oregon) – Identifies the T-Code for transactions needed by the Treasurer's Office. Must exist in the 28A profile.

◾ INTERFACE IND(icator) – There are ten Interface Indicator fields. Oregon is currently using two of them. The first field (position) is a Treasury indicator. Not all T-Codes have a Treasury indicator. This position indicator determines how and if the transaction interfaces to the Treasury. Valid indicators for the first position are as follows:

1 
2 
P
Blank




Normal Interface to Treasury
CSD Specific Indictor
EFT Pre-Note Notification
No Interface to Treasury

The second field (position) is the cash reconciliation indicator. The cash reconciliation reports use this  indicator to separate and subtotal the different types of transactions. These breakdowns then correspond to the reports Treasury produces for their indicator types. Not all transaction codes need this indicator. Codes currently used are as follows:

C
D
L
P
S
T
W
Y
Z
Blank










Warrant/Checks Cancelled
Deposits (All transactions subject to the deposit reconciliation process will be reflected as a deposit.)
SFMS Transfer Other
Warrants, Checks Issued
Suspense Account Transfer (Transactions posted to suspense account 10503 - Payroll – are reported as T – Transfers.)
SFMS Receipted to SFMS Receipted Transfer
Warrants Redeemed
CSD Accounts Receivable
CSD Expenditures
Not On Cash Reconciliation Report

◾ Payment Liquidation Transaction Code (PAY LIQ TC) – Identifies the T-Code used by the Payment Processing Subsystem to liquidate vouchers payable. Must exist in the 28A profile.

◾ Payment Redemption Transaction Code (PAY RED TC) – Identifies the T-Code to be generated when warrants are redeemed at the bank. Must exist in the 28A profile.

◾ Cumulative Post Indicator (CUM POST IND) – Determines whether posting is to the current fiscal month only (Y) or to the current fiscal month and all thereafter (N).

◾ Balance Transaction Code Indicator (BAL TC) – A T-Code required for balancing transactions. A balance T-Code requires that the opposite transaction(s) be entered with the same Current Document Number to balance and release the batch. The T-Code entered in the BAL TC field must exist in the 28A profile.

◾ Add/Subtract Document Amount Indicator (A/S DOC AMT)  – A one-character field (+ or ) that indicates whether the transaction amount will be added or subtracted to calculate the document amount. This allows the document amount to be a net mount rather than an absolute value. If the transaction entered is reversed (reverse code R), this indicator will be reversed in the calculation of the document amount.

◾ Financial Table Posting Indicators (FILE POSTING INDS) – This segment of the profile contains the rules for posting the transaction to the R⋆STARS financial tables. All transactions also post to these tables:

◽ General Ledger

◽ Summary GL

◽ Accounting Event

◽ History File

In addition to determining the financial field to be posted, this segment of the profile determines:

◽ Whether the transaction is an increase or decrease to the Balance Type.

◽ Whether the transaction requires a match (or a match is not allowed) to a previously entered record in the table.

◽ The general ledger account used to post the transaction.

◽ The document used to post the transaction (current or reference document number).

The File Posting Indicator abbreviations are:

DF
AP
AB
CC




Document Table (64 screen)
Appropriation Table (62 screen)
Agency Budget Table (61 screen)
Cash Control Table (63 screen)

GP
PJ
AGY GL



Grant Table (66 screen)
Project Table (80 screen)
Agency General Ledger Account*

*The AGY GL determines which of the eight COMP GL Accounts above in the General Ledger Posting section will be supported by an Agency General Ledger Account if entered on the transactions.

The remaining elements in the 28A Profile are:

◾ A/S – + adds or increases normal balance. subtracts or decreases normal balance.

◾ BT – Balance Type as defined in the D05 – Balance Type Profile.

◾ MATCH  – Primarily used for the DF, AP and AB tables to ensure that documents and appropriations are correctly updated.

M
N
Blank



Detail transaction must find a matching record.
Detail transaction must not find a matching record.
No match control.

◾ GLA – Identifies which GL account from the General Ledger Posting section is used to post to the table. Also identifies which GLA is supported by the Agency GL Account entered on the transaction entry screen.

1
2


DR-1
CR-1

3
4


DR-2
CR-2

5
6


DR-3
CR-3

7
8


DR-4
CR-4

◾ DOC – Determines the Posting Document Number to be used to post to the DF Table indicator. Valid values are:

1
2


Current Document Number
Reference Document Number

 28B – Transaction Code Description Profile

Example:

 S28B   UC: 10                   STATE OF OREGON              05/15/14 08:59 AM

 LINK TO:                TRANS CODE DESCRIPTION PROFILE                    PROD

 

  TRANS CODE:       (MUST BE IN 28A TRANSACTION CODE DECISION PROFILE)

 DESCRIPTION:

 
 
 

 I/E (I=INCLUDE, E=EXCLUDE) ENTER GL ACCOUNT CODES SEPARATED WITH -” OR  ,”.

 
 

 I/E (I=INCLUDE, E=EXCLUDE) ENTER COMPTROLLER OBJECTS SEPARATED WITH “-” OR “,”.

 
 

 ENTER UP TO 10 VALID DOC TYPES FOR THE TRANS CODE. ("%” IN #1 = ALL VALID)

  1:      2:      3:      4:      5:      6:      7:     8:       9:     10:

 ENTER UP TO 10 VALID BATCH TYPES FOR THE TRANS CODE. ("%” IN #1 = ALL VALID)

  1:      2:      3:      4:      5:      6:     7 :     8:      9 :     10:

   TREAS CAT:                                            STATUS CODE: A

  EFF START DATE: 06012006   EFF END DATE:            LAST PROC DATE:

 
 

 F1-HELP F3-DEL F5-NEXT F6-28A F9-INT F10-SAVE F11-SAVE/CLEAR ENT-INQ CLEAR-EXIT

This profile provides textual comments for T-Codes established in the 28A profile, and defines processing rules related to Document Types (33 – Document Control Profile), Batch Types ( D54 – System Parameters Profile – Table ID: BTYP), valid/invalid GL Accounts (D31 – Comptroller General Ledger Account Profile) and valid/invalid Comptroller Objects (D10 –  Comptroller Object Profile).

Shown below are examples of the 28A and 28B profiles displaying T-Code 222 to record accounts payable, not encumbered.

Example:

 S28A   UC: 10                   STATE OF OREGON              05/15/14 01:31 PM

 LINK TO:               TRANSACTION CODE DECISION PROFILE                  PROD

 

 TRAN CODE: 222 TITLE: VOUCHER PAYABLE-NOT ENCUMBERED

 GENERAL LEDGER   DR-1: 3501 CR-1: 1211 DR-2:      CR-2:

        POSTING   DR-3:      CR-3:      DR-4:      CR-4:

 TRANS     DOCD   DUDT I SVDT   CDOC I RDOC    MOD N AGCY R  IDX    PCA   COBJ R

  EDIT     AOBJ   RVRS    PDT R   CI N 1099 R WARR   INVC   VNUM I VNAM R VADD R

  INDS:   DMETH R APN# R FUND R  GLA N  AGL N GRNT   SUBG   PROJ   MULT   G38# N

 POST SEQ: 3 REG NO: 2 WW IND: 1 D/I: D WAR CANCL TC: 385 PYTC:     FUTMY: Y

 GEN- TC:      DT:    ACCR TC:     TR TC:     INTERFACE IND:

 PAY LIQ TC: 380 PAY RED TC: 390 CUM POST IND: Y BAL TC:       A/S DOC AMT: +

            A/S  BT  MATCH GLA DOC     A/S  BT  MATCH GLA DOC

         DF:

 FILE    AP: +   17

 POSTING AB: +   17

 INDS:   CC:

         GP: +   17

         PJ: +   17

     AGY GL:                                             STATUS CODE: A

  EFF START DATE: 06011990   EFF END DATE:            LAST PROC DATE: 09022003

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP F3-DEL F5-NEXT F6-28B F9-INT F10-SAVE F11-SAVE/CLEAR ENT-INQ CLEAR-EXIT

Example:

 S28B   UC: 10                   STATE OF OREGON              05/15/14 01:32 PM

 LINK TO:                TRANS CODE DESCRIPTION PROFILE                    PROD

 

  TRANS CODE: 222   (MUST BE IN 28A TRANSACTION CODE DECISION PROFILE)

 DESCRIPTION: TO SET UP VOUCHER PAYABLE FOR AN EXPENDITURE THAT

              WAS NOT ENCUMBERED. USE TC 222R TO REDUCE PAYMENT

              TO VENDOR

              USE TC 217 FOR GASB 38

              3501-EXPEND CONTROL-ACCRUED;1211-VOUCHER PAYABLE

 I/E (I=INCLUDE, E=EXCLUDE) ENTER GL ACCOUNT CODES SEPARATED WITH “-” OR “,”.

 
 

 I/E (I=INCLUDE, E=EXCLUDE) ENTER COMPTROLLER OBJECTS SEPARATED WITH “-” OR “,”.

 I 4000 – 5999 , 6093 , 6201 – 7415 , 3263 ,

 

 ENTER UP TO 10 VALID DOC TYPES FOR THE TRANS CODE. ("%” IN #1 = ALL VALID)

  1: VP   2: VI   3: VS   4: VX   5: XC   6:      7:     8:       9:     10:

 ENTER UP TO 10 VALID BATCH TYPES FOR THE TRANS CODE. ("%” IN #1 = ALL VALID)

  1: 4    2:      3:      4:      5:      6:     7 :     8:      9 :     10:

   TREAS CAT:                                            STATUS CODE: A

  EFF START DATE: 06011990   EFF END DATE:            LAST PROC DATE: 07152011

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP F3-DEL F5-NEXT F6-28A F9-INT F10-SAVE F11-SAVE/CLEAR ENT-INQ CLEAR-EXIT

 

Transaction Batching

All transactions are entered into R⋆STARS via a batch created by the agency. Data input is arranged into batches by Batch Type for documentation and control. Transactions within a batch are identified by the Batch ID which includes the elements described in the next section.

 

Batch Header Identification

A Batch ID is comprised of four elements:

◾ Batch Agency – the three-digit agency code.

◾ Batch Date – the date the batch is created or entered.

◾ Batch Type – groups like transactions together.

◾ Batch Number – a three-character identifier assigned to each batch by the agency.

 

Batch Control

It is recommended that each organization maintain a Batch Control Log to track all batches input into R⋆STARS. The log includes the Batch Agency, Batch Date, Type, Number, Batch Count and Batch Amount, to verify against the DAFR2201 Batch Summary Report (a control report) automatically generated by the system. Most agencies assign blocks of numbers for specific units or purposes (e.g., 000-099 for Receivables Section, 100-199 for the Disbursements Section, etc.)  Prepare a batch by grouping all data input forms by batch type. Assign a batch number to each group.

 

Batch Header Data Entry

From the Main Menu select the Financial Data Entry submenu by either pressing a function key (   F4  ), entering a submenu ID (FIN) in the LINK TO: field or tabbing to that submenu line and pressing  Enter . From the Data Entry submenu, the operator selects option 500 Batch Header Entry (by pressing   F2  ) or by typing 500 in the LINK TO: field and pressing  Enter ).

Generally, based on the User’s 96A/96B Security Profile, the Agency number defaults on the Batch Header and the cursor is positioned at Batch Date. Otherwise, the cursor will begin at the Batch Agency field and the user will be required to either enter the Agency number manually or press  F10  to retrieve the Agency in the security record. Agency 000 is a Security Agency and cannot be used as the Batch Agency.

An example of the 500 screen is shown below:

Example:

 S500   UC: 17                   STATE OF OREGON              05/15/14 02:41 PM

 LINK TO:                      BATCH HEADER ENTRY                          PROD

 

           BATCH AGENCY:                  (SIGN ON AGENCY)

             BATCH DATE:                  (MMDDYY, DEFAULTS TO TODAYS DATE)

             BATCH TYPE:

           BATCH NUMBER:

 

            BATCH COUNT:                  BATCH AMOUNT:

 

        BATCH EDIT MODE: 0                (0=NO EDIT/NO POST)

      PAYMENT DIST TYPE:                  (MUST BE IN D50 PDT PROFILE)

          DISB METH IND:                  (H, M, R, E OR SPACE)

         EFFECTIVE DATE:                  (MMDDYY, DEFAULTS TO TODAYS DATE)

             FAST ENTRY:                  (M/S/I/P/ )

                RACF ID: SYSUSER          LAST NAME, FIRST NAME

             USER CLASS: 17

     ACTION CODE AGENCY:

            ACTION CODE:

 
 
 
 

 F1-HELP    F9-INTERRUPT    F10/F11-SAVE    CLEAR-EXIT

 

500 – Batch Header Input Screen Coding Instructions

Batch header information must be entered before any accounting transactions in the batch can be recorded. The detailed Batch Header input coding instructions are as follows:

◾ BATCH AGENCY – This field is required, but it will default or can be input as explained above. The Batch Agency number used must exist in the D02 – Agency Profile.

◾ BATCH DATE – Enter the six-digit BATCH DATE in MMDDYY format. If left blank, this field defaults to the 97 – System Management Profile Current Effective Date.

◾ BATCH TYPE – Required. Enter the one-character BATCH TYPE. The Batch Type determines which data entry screen will be retrieved by the system after the batch header is saved. Some of the valid Batch Types for data entry and the screens they access are:

1
2
3



Budgetary (503)
Revenues/Receipts (504)
Pre-encumbrances/Encumbrances (505)

4
5
G



Expenditures/Disbursements (505)
Journal Voucher (501)
Companion Transactions (509)

There are also system-generated batch types. All Batch Types are defined in the 90 table under the keyword BATCHTYPE.

Each batch should contain only one type of transaction. The Batch Type must be valid for all of the transactions in the batch. Valid Batch Types for each T-Code are shown in the 28B Profile.

◾ BATCH NUMBER – Required. Enter the three-character BATCH NUMBER, which is a unique sequential number for each batch type.

◾ BATCH COUNT – Optional. Enter the total NUMBER OF TRANSACTIONS in the batch (up to a five-digit number). Do not count the Batch Header as a transaction. This field is used with the batch balancing feature.

◾ BATCH AMOUNT – Optional. Enter the total AMOUNT of all transactions in the batch (up to 11 digits with a two-digit decimal). This is an absolute amount that does not consider positives or negatives. For example, if a companion transaction is entered to move $500 out of one fund and into another, the batch amount will be $1,000 even though the document amount is zero (+500/-500).

Like the BATCH COUNT, this field is used with the batch balancing feature. The BATCH COUNT/AMOUNT figures are compared to the COMPUTED COUNT/AMOUNT fields (totals from transactions displayed on the Batch Balancing Screen) to determine if the batch is in balance. If the BATCH COUNT/AMOUNT are not entered, they are derived from the count and amount of the transactions.

◾ BATCH EDIT MODE – The BATCH EDIT MODE indicator will default based on the operator's security record. Valid Edit Mode Indicators are:

0
1
2



No On-line Editing or Posting
On-line Editing, Posting performed in batch
On-line Editing and On-line Posting

◽ If the user's security record has a 0 Edit Mode Indicator, the default is 0 and it cannot be changed.

◽ If the user's security record has a 1 Edit Mode Indicator, the default is 1 and it can be changed to 0.

◽ If the user's security record has a 2 Edit Mode Indicator, the default is 2, and it can be changed to 0 or 1.

◾ PAYMENT DIST(ribution) TYPE – The Payment Distribution Type (PDT) entered here will override the PDT used on 51 – Vendor Mail Code Profile records. If this field is left blank, the default will not appear on the batch header, but will default on each transaction from the 51 profile. It is recommended that the PDT be allowed to default because a manually-entered PDT will override codes on vendors that have direct deposit. The PDT must exist in the D50 – Payment Distribution Type Profile.

◾ DISB(ursment) METH(od) IND(icator) - Enter the one-character indicator as follows:

H
M
R
E
Blank





Hold processing of disbursement
Manual disbursement (typewritten or handwritten check)
Release to automated payment processing subsystem
Expedite disbursement
No Action (transaction not related to a payment) OR If left blank on voucher payable transactions, will default to R.

◾ EFFECTIVE DATE - Defaults to the 97 profile Current Effective date in MMDDYY format. May be overridden on the Batch Header or on individual transactions within the batch. This element determines the accounting period of the transaction.

◾ FAST ENTRY – Enter the one-character FAST ENTRY indicator to bring up the fast entry screens indicated below:

M
S

P
Blank





507 – Multiple Vendor Fast Entry
506 – Single Vendor Fast Entry
508 – Multiple Invoice Fast Entry
516 – Open Document Fast Entry

No Fast Entry screen is selected; the detail transaction entry screen is based on the batch type. Fast Entry options M, S, and I are valid only when the Batch Edit mode is 0 or 1. All Edit modes are valid for Fast Entry option P.

◾ ACTION CODE AGENCY (Not used in Oregon) – Enter the three-character AGENCY for the Agency authorized to input the associated action code.

◾ ACTION CODE (Not used in Oregon) – Enter the three-character ACTION CODE. Must exist in the D44 – Action Code Profile. The Action Code Agency and Action Code will default from the user's security record if not entered. 

 

Transaction ID

The information entered on the batch header is automatically included on every transaction entered for that batch. R⋆STARS automatically assigns a Sequence Number to each transaction within the batch which, when appended to the Batch ID, creates the Transaction ID. The Transaction ID contains the following elements:

Batch Agency
Batch Date

Batch Type
Batch Number

Sequence Number

In other words, every transaction recorded in R⋆STARS is uniquely identified by the Transaction ID.

 

Transaction Entry Screens

When all the elements from the Batch Header have been entered, press  F10  or  F11 . This will save the batch header data and retrieve one of the financial transaction entry screens. Examples of the transaction screens are shown below.

◾ 501 – Journal Voucher Transaction Entry. This screen is accessed from the Batch Header screen when a Batch Type 5 is entered.

Example:

 S501   UC: 17                   STATE OF OREGON              05/15/14 11:01 AM

 LINK TO:               JOURNAL VOUCHER TRANSACTION ENTRY       NOTE:      PROD

 BATCH: AGENCY 101 DATE 050914 TYPE 5 NO 001 SEQ NO 00001 MODE EDIT AND POST

 DOC DATE:          EFF DATE: 050914  DUE DATE:         SERV DATE:

  CUR DOC/SFX:                REF DOC/SFX:                 AGENCY:

   TRANS CODE:

        INDEX:

          PCA:                                                     AY: 15

 COMP/AGY OBJ:

       AMOUNT:                 RVS:              FUND OVRD:

    DOC COUNT:             DOC AMT:                DOC AGY: 101

  GL ACCT/AGY:

  DESCRIPTION:

         FUND:                   GRANT NO/PH:           PROJ NO/PH:

 G38-TRANSFER:

 
 

                                                                 RTI:

 
 
 
 

 F1-HELP  F3-RTI  F4-EDIT  F6-BALANCING  F7-DETAILS  F9-INTERRUPT  F10-SAVE

 F11-SAVE/CLEAR  F12-HEADERS  CLEAR-EXIT

 

Features:

◽ Single transaction entry per screen

◽ All edit modes allowed

◽ Allows all elements needed to process journal voucher transactions

 

◾ 503 – Budgetary Transaction Entry. This screen is selected when Batch Type 1 is entered in the Batch Header.

Example:

 S503   UC: 02                   STATE OF OREGON              05/15/14 10:55 AM

 LINK TO:                  BUDGETARY TRANSACTION ENTRY          NOTE:      PROD

 BATCH: AGENCY 101 DATE 050914 TYPE 1 NO 001 SEQ NO 00001 MODE EDIT AND POST

     DOC DATE:                EFF DATE: 050914

  CUR DOC/SFX:                REF DOC/SFX:                 AGENCY:

   TRANS CODE:

        INDEX:

          PCA:                                                     AY: 15

 COMP/AGY OBJ:

       AMOUNT:                 RVS:              FUND OVRD:

   DOC COUNT:              DOC AMT:                DOC AGY: 101

  DESCRIPTION:

 
 
 

      APPN NO:                   FUND:               GL ACCT/AGY:

  GRANT NO/PH:            SUB GRANTEE:                PROJ NO/PH:

  MPCD:               AGY CD-1:      2:      3:              RTI:

 
 
 
 

 F1-HELP  F3-RTI  F4-EDIT  F6-BALANCING  F7-DETAILS  F9-INTERRUPT  F10-SAVE

 F11-SAVE/CLEAR  F12-HEADERS  CLEAR-EXIT

Features:

◽ Single transaction entry per screen

◽ All edit modes allowed

◽ Allows all elements needed to process budgetary transactions

 

◾ 504 – Revenue/Receipts Transaction Entry. This screen appears when Batch Type 2 is entered in the Batch Header.

Example:

 S504   UC: 19                   STATE OF OREGON              05/15/14 10:57 AM

 LINK TO:               REVENUE/RECEIPTS TRANSACTION ENTRY      NOTE:      PROD

 BATCH: AGENCY 101 DATE 050914 TYPE 2 NO 001 SEQ NO 00001 MODE EDIT AND POST

 DOC DATE:          EFF DATE: 050914  DUE DATE:         SERV DATE:

  CUR DOC/SFX:               REF DOC/SFX:               MOD:    AGENCY:

   TRANS CODE:

        INDEX:

          PCA:                                                     AY: 15

 COMP/AGY OBJ:

       AMOUNT:                 RVS:         DESC:

  DOC COUNT:        DOC AMT:                DOC AGY: 101  FUND OVRD:

 VEND/MC:                 NM:

 PMT TYPE:   INT:       ADD1:

    BANK:               ADD2:

 DISC DT:        TM:    ADD3:

  PEN DT:        TM:    CITY:                        ST:     ZIP:

 PEN AMT:                CHECK #:                 DEPOSIT #:

 G38:                APPN NO:          FUND:         GL ACCT/AGY:

  GRANT NO/PH:            SUB GRANTEE:                PROJ NO/PH:

  MPCD:               AGY CD-1:      2:      3:              RTI:

 
 

 F1-HELP  F2-INVOICE  F3-RTI  F4-EDIT  F6-BALANCING  F7-DETAILS  F8-PRINT

 F9-INTERRUPT  F10-SAVE  F11-SAVE/CLEAR  F12-HEADERS  CLEAR-EXIT

Features:

◽ Single transactionentry per screen

◽ All edit modes allowed

◽ Allows all elements needed to process revenue/receipt transactions

 

◾ 505 – Pre-Enc/Enc Expend Transaction Entry. This screen is retrieved when entering Batch Type 3 or 4. This screen is used to enter pre-encumbrances, encumbrances and expenditures.

Example:

 S505   UC: 17                   STATE OF OREGON              05/15/14 10:54 AM

 LINK TO:             PRE-ENC/ENC/EXPEND TRANSACTION ENTRY      NOTE:      PROD

 BATCH: AGENCY 101 DATE 050914 TYPE 4 NO 001 SEQ NO 00001 MODE EDIT AND POST

 DOC DATE:          EFF DATE: 050914  DUE DATE:         SERV DATE:

  CUR DOC/SFX:               REF DOC/SFX:               MOD:    AGENCY:

   TRANS CODE:

        INDEX:

          PCA:                                                     AY: 15

 COMP/AGY OBJ:

       AMOUNT:                RVS:    DISC:                1099:   FO:   PDT:

 DOC COUNT:       DOC AMT:                DOC AGY: 101 CI:    PROP #:

       INV NO:                DT:           DESC:

 VEND/MC:                 NM:

 CONT NO:             ADDR 1:

 WARR NO:             ADDR 2:

 APPN NO:             ADDR 3:

    FUND:             ADDR 4:

 GL AC/AGY:               CITY:                      ST:     ZIP:

  GRANT NO/PH:            SUB GRANTEE:                PROJ NO/PH:

 MPCD:               AGY CD-1:      2:      3:        G38:           RTI:

 
 

 F1-HELP  F3-RTI  F4-EDIT F5-NEXT RTI TRANS F6-BALANCING F7-DETAILS F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR  F12-HEADERS   CLEAR-EXIT

Features:

◽ Single transaction entry per screen

◽ All edit modes allowed

◽ Allows all elements needed to process pre-encumbrance/encumbrance/expenditure transactions

 

◾ 506 – Single Vendor Fast Entry. This screen is intended for input of vouchers which do not require online entry of optional elements such as Agency Code 1, Grant, and Multipurpose Code. The 506 screen provides an efficient method for voucher entry of similar repetitive transactions. This screen is accessed by typing s in the Fast Entry field on the Batch Header screen. The Edit Mode must be either 0 or 1.

Example:

 S506   UC: 17                   STATE OF OREGON              05/15/14 11:03 AM

 LINK TO:                  SINGLE VENDOR FAST ENTRY             NOTE: N    PROD

        BATCH: AGY 101  DATE 050914 TYPE 4  NO 001 MODE DATA ENTRY RTI:

 RT AMT:               DATE-DOC:        EFF: 050914 DUE:        SRV:

 CUR DOC:          DOC CNT:     DOC AMT:               DOC AGY: 101

 V/MC:                 PDT:

 INV#:                  INV DATE:          DESC:

 SEQ SFX INDEX  PCA  AY COBJ AOBJ 1099 AMOUNT   R  REF DOC/SFX M AGY TC  ERR CD

 001                 15                                          000

 002

 003

 004

 005

 006

 007

 008

 009

 010

 011

 012

 
 

 F1-HELP  F2-REPEAT  F3-RTI  F4-EDIT  F6-BALANCING  F8-NEXT PAGE  F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR  CLEAR-EXIT

Features:

◽ Multiple transaction entry on one screen

◽ Limited to Edit Modes 0 and 1 (no on-line posting)

◽ Multiple coding blocks for single vendor and invoice number

◽ Limited coding block elements

◽ Example use:  Phone bill with multiple accounting distributions

 

◾ 507 – Multiple Vendor Fast Entry.   This screen is accessed typing m in the Fast Entry Field on the Batch Header screen. This screen is intended to be used for payments with similar coding elements to multiple vendors. The Edit Mode must be either 0 or 1.

Example:

 S507   UC: 17                   STATE OF OREGON              05/15/14 11:47 AM

 LINK TO:                 MULTIPLE VENDOR FAST ENTRY            NOTE: N    PROD

        BATCH: AGY 101  DATE 050914 TYPE 4  NO 001 MODE MASTR EDIT RTI:

 RT AMT:               DOC-DATE:        EFF: 050914 DUE:        SRV:

 AGY: 000 CUR DOC:          DOC CNT:     DOC AMT:               DOC AGY: 101

 REF DOC:          M:   TC:     INDEX:       PCA:       AY: 15

 SEQ CSFX  VENDOR NO/MC     AMOUNT      R  PDT 1099 COBJ AOBJ  RSFX  ERROR CD

 001

 002

 003

 004

 005

 006

 007

 008

 009

 010

 011

 012

 013

 
 

 F1-HELP  F2-REPEAT  F3-RTI  F4-EDIT  F6-BALANCING  F8-NEXT PAGE  F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR  CLEAR-EXIT

 

Features:

◽ Multiple transaction entry on one screen

◽ Limited to Edit Modes 0 and 1 (no on-line posting)

◽ Single Reference Document, Transaction Code, Index and PCA with multiple coding blocks for vendors, objects, and cur doc/ref doc suffixes

◽ Limited coding block elements

◽ Example use:  A batch of bills with multiple vendors and/or objects payable by the same program/organization (Index/PCA)

 

◾ 508 – Multiple Invoice Fast Entry. This screen is accessed when an I is present in the Fast Entry Field on the Batch Header screen. This screen is intended to be used for multiple invoices with similar coding elements to a single vendor. The Edit Mode must be either 0 or 1.

Example:

 S508   UC: 17                   STATE OF OREGON              05/15/14 11:48 AM

 LINK TO:                  MULTIPLE INVOICE FAST ENTRY          NOTE: N    PROD

        BATCH: AGENCY 101  DATE 050914 TYPE 4  NO 001 MODE MASTR EDIT

 VENDOR NO/MC:                VENDOR NAME:

 ADDR                      CITY                      ST    ZIP CODE

 DOC DATE:          EFF DATE: 050914     DUE DATE:          SERV DATE:

  CUR DOC:           REF DOC:          MOD:   AGY: 000  TC:     INDEX:

      PCA:              COBJ:      AOBJ:       AY: 15 1099:   FO:   PDT:

  DOC CNT:           DOC AMT:                      DOC AGY: 101

       CI:   PROP#:            CONT NO:            APPN NO:       FUND:

 GL A/AGY:                 GRANT NO/PH:            PROJ NO/PH:

 SEQ SFX  INVOICE NO  INV DATE  INV DESCRIPTION           AMOUNT     R RSFX ERR

 001

 002

 003

 004

 005

 006

 007

 008

 
 

 F1-HELP  F2-REPEAT  F4-EDIT  F6-BALANCING  F8-NEXT PAGE  F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR  CLEAR-EXIT

Features:

◽ Multiple transactions on one screen

◽ Limited to Edit Modes 0 and 1 (no on-line posting)

◽ Single vendor and coding block with multiple lines of invoice information for remittance advice

◽ Coding block less limited than Screens 506/507

◽ Example use:  more than one invoice for a single vendor, with need for each separate invoice to show up on the remittance advice

 

◾ 509 – Companion Transaction Entry . This screen is selected when a Batch Type G is entered in the Batch Header. This screen is used for entering two related transactions where the T-Codes require a BAL TC.

Example:

 S509   UC: 48                   STATE OF OREGON              05/15/14 11:50 AM

 LINK TO:                  COMPANION TRANSACTION ENTRY           NOTE: N   PROD

 

 BATCH: AGENCY 101 DATE 050914 TYPE G NO 001 SEQ NO 00001 MODE EDIT AND POST

   --DOCUMENT INFORMATION: DOC DATE:        EFF DATE: 050914

             TRANS AMOUNT:

    DOC AGY: 101  CUR DOC:           DOC AMT:                DOC COUNT:

       DESC:

  --TRANSACTION INFORMATION: #1

  SFX:     SER DATE:        REF DOC/SFX:              MOD:   AGY:      TC:

  INDEX:       PCA:       AY: 15 COBJ/AOBJ:           APPN NO:       FUND:

     VEND/MC:                 CONT NO:              GL AC/AGY:

    GRANT/PH:              SUBGRANTEE:                PROJ/PH:           FO:

        MPCD:            AGY CD-1:      2:      3:        G38:           RVS:

   --TRANSACTION INFORMATION: #2

  SFX:     SER DATE:        REF DOC/SFX:              MOD:   AGY:      TC:

  INDEX:       PCA:       AY: 15 COBJ/AOBJ:           APPN NO:       FUND:

     VEND/MC:                 CONT NO:              GL AC/AGY:

    GRANT/PH:              SUBGRANTEE:                PROJ/PH:           FO:

        MPCD:            AGY CD-1:      2:      3:        G38:           RVS:

 
 
 

 F1-HELP F4-EDIT F6-BALANCING F9-INTERRUPT F10-SAVE F11-SAVE/CLEAR  CLEAR-EXIT

Features:

◽ Two transactions entered on one screen

◽ Ensures that balanced transactions are balanced

◽ All edit modes allowed

◽ Allows all elements needed to process balanced transfers

 

◾ 516 – Open Document Fast Entry . The Open Document Fast Entry screen is intended to be used for cash received against open receivables or voucher payables against open encumbrances. Suffixes with a non-zero document balance within a document are retrieved all at once and easily paid or liquidated. For example, a user may retrieve numerous suffixes (or transactions) related to a Reference Document that set up an Accounts Receivable, and easily liquidate them all against one cash receipt. The screen is accessible from the 500 Batch Header screen by typing a p in the Fast Entry field. Unlike other fast entry screens, this screen will be available for use in Edit Mode 0, 1 or 2.

Example:

 S516   UC: 17                   STATE OF OREGON              05/15/14 11:51 AM

 LINK TO:                  OPEN DOCUMENT FAST ENTRY             NOTE: N    PROD

        BATCH: AGY 101  DATE 050914 TYPE 4  NO 001 MODE EDIT/POST  RTI:

  RT AMT:                DATE-DOC:        EFF: 050914  DUE:        SRV:

 CUR DOC:          D-TC:     DOC AMT:                DOC AGY: 101 DOC CNT:

 REF DOC:           AMT TO DISTRIBUTE:                PMT #:           1099:

 BANK:                PMT TYPE:    PDT:    CONTRACT:            G38:

 V/MC:                V/NM:                                           AGY:

 INV#:                INV DATE:           DESC:

 SEQ TC      AMOUNT     AY INDEX  PCA  GRANT#/PH COBJ AOBJ RSX M R SFX ERR CD

 001                    15

 002

 003

 004

 005

 006

 007

 008

 009

 010

 
 

 F1-HELP  F2-REPEAT  F3-RTI  F4-EDIT  F6-BALANCING  F8-NEXT PAGE  F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR  CLEAR-EXIT

Features:

◽ Multiple transactions on one screen

◽ All edit modes allowed

◽ Single vendor and invoice with multiple, limited coding blocks

◽ Example use:  when writing a voucher against all lines of an encumbrance, this screen does not require the user to enter each line of the document

 

Accounting Transaction Data Entry

If the information on the batch header is valid, R⋆STARS automatically retrieves one of the nine transaction entry screens. When the transaction entry screen appears, transactions may be entered. The key fields from the batch header are automatically carried forward at the top of each screen, and the sequence number automatically advances one number for each transaction entered. The cursor is positioned at the first data element on the screen. Batch header elements are displayed for information only and cannot be changed.

The screen may contain many blank fields, as some transactions require only a few data elements. For document types defined in the D59 – Current Document Number Increment Profile, the document number can be automatically assigned by entering the document type in the CUR DOC field on the transaction entry screens. The document suffix is also automatically incremented.

Data Element and Function Key Definitions

When the required data elements are entered, press   F4   to edit the data, or press  F10  or  F11  to commit the transaction to the system. The   F4   key does not post the transaction. It edits the transaction for required fields and valid values, and fills in certain looked up elements. The  F11  key commits the transaction and returns an empty screen. The  F10  key commits the transaction, increments the document suffix and batch sequence number and is ready for the next entry. All data fields from the previous transaction remain embedded and available for the next transaction, whether they are visible on the screen or not, with the exception of the Transaction Amount field, Reverse indicator, and Fund Override indicator, which are blank. Function keys are discussed in further detail below.

◾ Function Key 4 – Edit on Transaction Data Entry Screens. If   F4   is pressed and the edit mode of the batch is 1 (data edits) or 2 (data edits and financial table posting) the following functions are performed:

If the transaction requires a matching Document Financial Table record, a Reference Document/Suffix must be entered. Before pressing   F4  , the user must enter the two-digit DOC TYPE, the REFDOC/SFX and amount. Pressing   F4   will then retrieve all the classification elements of the referenced transaction. The following elements will be retrieved if they exist:

Index
Comptroller Object
Agency Object
Vendor Number, Name, Address,
City, State and Zip Code
Grant Number/Phase
Fund
Agency Code 1
Agency Code 2
Agency Code 3

Penalty Amount
Discount Date
Discount Terms
Penalty Date
Penalty Terms
Payment Distribution Type
Program Cost Account (PCA)
Agency General Ledger Account
Appropriation Number
Payment Distribution Type

Project Number/Phase
Interest Terms
G38 #
Multipurpose Code
Contract Number
Appropriation Year
Capitalize Indicator
Property Number
1099 Indicator

Along with retrieving the essential reference/look up data, pressing   F4   initiates the following edits:

◽ Edit Agency. This step edits the agency on the transaction to ensure the agency is compatible with agencies identified on the user's 96A/96B profile. It also edits whether the agency is on the D02 profile.

◽ Edit Index Code. This step edits the Index (24 – Index Code Profile), if entered or looked up, in combination with the Agency and Appropriation Year to determine that it is valid. Then it retrieves any look-up values, such as PCA, Grant and Phase, Project and Phase, etc.

◽ Edit PCA. This step edits the PCA ( 26 – PCA Profile), if entered or looked up, in combination with the Agency and Appropriation Year to determine that it is valid. Then it retrieves any look-up values such as Index Code, Grant and Phase, Project and Phase, etc.

◽ Edit Comptroller Object. This step edits the Comptroller Object (D10 profile), in combination with Appropriation Year, to determine that it is valid.

◽ Edit 1099 Indicator. This step edits the 1099 indicator on the transaction (defaults from the D10 profile).

◽ Edit Subgrantee. The Subgrantee ( 31 – Subgrantee Control Profile) is edited and a Grant Number/Phase is potentially retrieved.

◽ Edit Project Number. The Project Number is edited ( 27 – Project Control Profile and D42 – Project Number Profile) and Grant Number/Phase are potentially retrieved.

◽ Edit Grant Number. The Grant Number is edited ( 29 – Grant Control Profile and D47 – Grant Number Profile) and Project Number/Phase are potentially retrieved.

◽ Edit Vendor Number/Mail Code. The Vendor Name and Address information is retrieved (51 and 52 – Systemwide Vendor profiles).

If a required Reference Document is entered and   F4   is pressed, all classification elements from the reference document are retrieved and marked as input. This means that the transaction screen interprets the retrieved data as if it were entered by the user.

Caution should be used to prevent incorrect classification element values from being carried forward to new transactions. If  F10  is used to commit the transaction, most data elements from the previous transaction remain embedded on the screen.  F11  can be used to commit the transaction and clear the screen. When the next transaction is entered,   F4   can then be used to retrieve the new classification information. A full edit of the transaction (all data edits) and fund control edits and financial table posting are performed if  F10  or  F11  is pressed and the edit mode is 2. If the edit mode is 0 or 1, these edits are performed during the nightly IEU cycle.

◾ Function Key 10 – Process (Commit) Transaction Data Entry.   If  F10  is pressed and the transaction is successfully posted, the following look up information from the 24 profile or the 26 profile either remains blank or is changed to blank on the screen:

Appropriation Number
Fund
Grant Number/Phase
Project Number/Phase

Agency Code 1
Agency Code 2
Agency Code 3

If  F10  is pressed and errors are detected, the system will continue to display the items listed above. The only look up information that is not displayed is the Multipurpose Code. If any of the look up information was manually entered on the screen, the information is redisplayed. Elements not manually entered are erased.

Note:  When   F3   is pressed and a Recurring Transaction Index (RTI) value is entered, any elements retrieved from the 550 – Recurring Transaction Profile act as if they were entered. After the data is retrieved and  F10  is pressed, any of the non-blank elements retrieved from the 550 profile are redisplayed.

 

Detail Coding Instructions

A comprehensive list of all the elements from all of the transaction entry screens and the coding instructions for each is provided. Coding elements are required, not allowed, or optional as indicated on the 28A and 28B T-Code profiles. Also, indicators on other profiles throughout R⋆STARS may determine the coding requirements. As it is applicable, these rules are discussed.

The following elements are required on all transactions regardless of the T-Code used:

◾ Amount

◾ Effective Date

◾ Agency

◾ Transaction Code

◾ Appropriation Year (AY)

Below are definitions of R⋆STARS data entry fields. These elements may be found on only one type of transaction screen, or on all of them. Refer to the transaction entry screens themselves to see which data elements they contain.

◾ 1099 – This defaults from the D10 profile. The one-character indicators are as follows:

1
2
3
4
5
6
7
8
9
0










Rent
Royalties
Other Income
Federal Income Tax Withheld
Fishing Boat Proceeds
Medical and Health Care Payments
Non-employee Compensation
Substitute Payments in Lieu of dividends or interest
Payer made direct sales of $5000 or more of consumer products to a buyer
Crop Insurance Proceeds

◾ ADDRESS LINE 1 4 (ADDR 1 – 4) – These 50-character fields identify the postal address of the vendor and may contain internal routing instructions. ADDR-1 is required if a vendor name is entered or looked up. These fields are manually input when the vendor number begins with 9. They are normally populated (inferred) based on the Vendor Number and Mail Code entered. VENDOR NO/MAIL CODE must exist on the 34 –  Agency Vendor Profile or the 51 profile.

◾ AGENCY – A three-digit required field. When entered or inferred, it must exist in the D02 profile.

◾ AGENCY CODE 1 (AGY CD 1) – A four-digit agency-defined field. It must exist in the D26 – Agency Code 1 Profile. Commonly used with grants. The grants must exist in the 29 profile. It may be inferred from either Index or PCA, or entered manually.

◾ AGENCY CODE 2 (AGY CD 2) – A four-digit agency-defined field. It must exist in the D27 – Agency Code 2 Profile. Commonly used with projects. The projects must exist in the 27 profile. It may be inferred from either Index or PCA or entered manually.

◾ AGENCY CODE 3 (AGY CD 3) – A five-digit agency-defined field. It must exist in the D36 – Agency Code 3 Profile. In Oregon, this field is required for the deposit reconciliation process. It may be inferred from either Index or PCA or entered manually.

◾ AMOUNT – Enter up to an 11-digit transaction amount. The last two digits are decimal places. AMOUNT (also known as TRANS AMT) is required for all transactions. If the amount is entered as 1000, 10. or 10.00 the result in each case is 10.00.

◾ AMOUNT (AMT) TO DISTRIBUTE – A 13-digit field available only on the 516 screen. The amount to distribute is an amount that is edited against the Reference Document Amount. It will be distributed among the Reference Document transactions in sequence by suffix.  If the amount to distribute is greater than the Reference Document Amount, a balancing transaction is created and all of the transactions within that document will have a modifier of F indicating that they were fully paid. Any remaining amount is used to record revenue that was not accrued or expenditures that were not encumbered. If the Amount to Distribute is less than the Reference Document Amount, then all remaining transactions after the exhaustion of the Amount to Distribute will have an amount less than the document/suffix balance or a zero balance indicating that the money received was not used to offset their balances. Zero dollar transactions have no financial impact.

Thus, those particular Reference Document suffixes will remain outstanding and have a modifier of P, indicating that they are partially paid. By having the amount to distribute as an amount separate from the Document Amount, multiple Reference Documents can be included on a single current document number.

◾ APPROPRIATION NUMBER (APPN NO) – A five-digit code generally looked up by the Index or PCA. It must exist in the 20 – Appropriation Profile. This field identifies each budgeted line item in legislative appropriation bills as well as other appropriated items belonging to the agency.

◾ APPROPRIATION YEAR (AY) – A two-digit required field. The system automatically defaults to the default appropriation year identified in the 97 profile. Appropriation Year (also known as Biennium) identifies the year for which Funds were appropriated by the legislature.

◾ BANK NAME (BANK) – A 13-digit field.

◾ BANK ID  – A two-character field. The ID entered must exist in the D56 – Bank ID Profile.

◾ CHECK NUMBER (CHECK #) – A nine-character alphanumeric field. This is usually an optional field on cash receipt transactions. The WARR transaction edit indicator on the 28A profile corresponds to both the CHECK # element on the 504 screen, and the WARR NO element on the 505 screen. If the WARR transaction edit indicator on the 28A profile for the T-Code being used is set to I (input), the CHECK Number is required.

◾ CAPITALIZED/INVENTORIED (CI) – Enter a one-character indicator as follows:

C

M



Capitalized
Inventoried
Maintenance

The CI indicator is used by agencies who use the Fixed Asset Subsystem (FAS). It identifies whether the purchased item is to be capitalized or inventoried, or whether the transaction is for maintenance expense on capitalized assets. The Fixed Asset Indicator on the 25 – Agency Control Profile determines whether an Agency is using the FAS. The Comptroller Object and Agency Object entered on the transaction determine the CI value. For example, if the CI Indicator on the D10 profile is C, the 25 FA Indicator is Y, and the transaction amount is greater than the capital threshold amount, the CI Indicator on the transaction defaults to C. If entered, the PROPERTY NUMBER must also be entered unless the transaction is from ADPICS. This element is not currently being used in Oregon.

◾ CITY – A 20-character field usually inferred from the Vendor Number and Mail Code. For non-US vendor addresses, the country is substituted in this field.

◾ COMPTROLLER OBJECT/AGENCY OBJECT (COMP/AGY OBJ) – Two separate four-digit codes usually adjacent to each other. If the Comptroller Object is entered, it must exist in the D10 Profile. If the Agency Object is entered, it must exist in the D11 – Agency Object Profile. As a common practice, most users enter the AOBJ since the AOBJ’s D11 profile carries the appropriate D10 profile COBJ into the transaction with it.

The 28B Profile defines the range of Comptroller Objects allowed depending upon the type of transaction. For example, when a revenue (batch type 2) transaction is recorded, only a revenue type Comptroller Object (0001 - 2999) would be valid.

Whether or not an Agency Object is required is determined by the Agency Object Indicator in the 25 profile. If the Agency Object Indicator is N, the Agency Object is not allowed. If the indicator is R (Revenue), E (Expenditure), or B (Both), the Agency Object may be required depending on the type of transaction.

◾ CONTRACT NUMBER (CONT NO) – A ten-character code. It must exist in the 30 – Contract Control Profile.

◾ CURRENT DOCUMENT/SUFFIX (CUR DOC/SFX) – Codes up to Eight Characters and three digits long respectively. The first two digits of the CUR DOC/SFX are the Document Type. The Document Type must exist in the 33 profile. The valid Document Types for each T-Code are defined in the 28B Profile.

Examples:

Receivables
Payables
Encumbrances



Doc Type AR
Doc Type VP
Doc Type EE

Note:  As described earlier, the D59 profile enables individual agencies to establish automatic document numbering for each document type. When auto-incrementing is used, only the two-character Document Type is entered in the CUR-DOC/SFX field; the remaining spaces are left blank.

◾ INVOICE (INV) DATE (also DT) – Enter a six-digit INVOICE DATE in MMDDYY format or leave blank.

◾ DEFAULT TRANSACTION CODE (D-TC) – A three-character optional code that will determine the accounting distribution for all the transactions in sequence for the Current Document. This data element is found only on the 516 screen.

◾ DEPOSIT # – An alphanumeric code up to 14 characters in length. The INVC (Invoice Number) transaction edit indicator on the 28A profile record corresponds to both the Deposit Number on the 504 screen and the Invoice Number on the 505, 506, 508 and 516 payment screens. If the INVC transaction edit indicator on the 28A profile for the T-Code being used is set to I (input), the DEPOSIT Number is required.

◾ DESCRIPTION (also DESC) – Up to 30 characters. Agencies may code this field as desired in order to provide information about the transaction being entered. On a payable transaction, information entered in the Description field will be printed on the payment remittance advice of warrants or on the ACH website for direct deposits.

◾ DISCOUNT AMOUNT (DISC) – A 13-digit amount field. The last two digits are decimal places. This element is for informational use only; it does not reduce a payment made to a vendor.

◾ DISCOUNT DATE (DISC DT) – A six-digit date field in MMDDYY format for informational use only.

◾ DOCUMENT AGENCY (DOC AGY) – Defaults to the batch Agency. It must be in the D02 profile. The DOC AGY represents the Agency that created and is responsible for the document. It is a required element for tracked documents. Note:  It is strongly recommended that the user DOES NOT override the DOC AGY.

◾ DOCUMENT AMOUNT (DOC AMT) – A 13-digit amount field.  The last two digits are decimal places. DOC AMT is required if the document type requires balancing as defined in the 33 profile. It is the total of all transactions entered for the current document. For Batch Balancing, the calculated total of the document must equal the entered DOC AMT in order for the batch to be balanced and released. The same data entry rules apply as before with the AMOUNT field.

◾ DOCUMENT (DOC) COUNT – A system-generated field that will automatically increment. It counts the number of transactions entered for the current document.

◾ DOCUMENT (DOC) DATE – A six-digit date field in MMDDYY format. This element typically identifies the date the document was created. It is optional for most transaction codes, as defined in the 28A profile.

◾ DUE DATE – A six-digit date field in MMDDYY format. Required for payment transactions, this element identifies the date a warrant or direct deposit will be generated if the transaction is error-free and  released/approved.

For accounts receivable transactions, this element identifies the date by which payment is due from the customer. The user can either enter the date on which accounts receivable are due or allow the due date to default to the effective date plus an agency defined number of days. In order to use this default date feature, the Due Date indicator on the 28A profile must be set to R and the A/R DEF DUE DAYS  on the 53 – Agency Document Control Profile must indicate the number of days (up to 999) to be added to the effective date.

◾ EFFECTIVE (EFF) DATE – This field defaults to the current date on the 97 profile or to the entered effective date on the 500 screen. This six-digit field is in MMDDYY format. A different date may be entered on each transaction within a batch; entered dates will override the batch header default or entered date. EFF DATE determines the month and year to which the transaction will post. For months or years that are closed, or when future or prior month/year postings are not allowed by the transaction code being used, the system edits against EFF DATE to determine whether or not the transaction can be posted.

◾ FUND – This 4-digit code must exist in the D23 – Fund Profile. The Fund is the lowest level of the Fund Structure and is assigned by agencies to meet their internal accounting needs. FUND may be inferred by either Index or PCA or manually keyed.

◾ FUND OVERRIDE (FUND OVRD or FO – SFMS Operations Use Only) – Enter the one-character field as follows:

Blank
A
W



Transaction posts normally
Overrides any agency fund control edits and forces the transaction to post
Overrides any system wide fund control edits and forces the transaction to post

The FUND OVRD indicator allows the system to override fund control edits in order to post an accounting transaction. Only authorized personnel may enter this element. If A or W is entered in this field, it will edit against the Security Fund Override Indicator on the user's 96A profile record.

◾ GASB 38 NUMBER (G38#)  – An 8-digit code identifying interagency and interfund transfers which require reporting under GASB Statement 38 Para.14. The G38 transfer number uses the format AAAFFFF0, where AAA is the agency on the other end of the transfer, FFFF is the appropriate D23 fund in which the other agency will record the transfer, followed by a zero and a blank space or fillers.

◾ COMPTROLLER/AGENCY GENERAL LEDGER ACCOUNT (GL ACCT/AGY)  – Enter a four-digit Comptroller General Ledger Account and/or an eight-digit Agency General Ledger Account. If Comptroller General Ledger Account (COMP GL) is entered, it must exist in the D31 Profile. If Agency General Ledger Account (AGY GL) is entered, and the D31 profile G/L EDIT TYPE is D (for a DUE TO/DUE FROM account), the AGY GL is edited as follows:  the first three digits represent the Financial Agency number and must exist in the D02 profile, the next four digits represent the Fund and must exist in the D23 profile, and the last digit must be zero.

If the D31 profile G/L EDIT TYPE is A (for agency) or S (for system wide), the AGY GL must exist in the D32 – Agency General Ledger Account Profile. If both the COMP GL and the AGY GL are entered, use the COMP GL looked up by the AGY GL. If the Agency has established AGY GL Accounts in the D32 profile before a particular COMP GL, the user will be required to enter an AGY GL on the transaction to affect amounts in the COMP GL. This ensures consistent use of AGY GL.

Note that the COMP GL is normally looked up by the T-Code and is not usually entered on the transaction unless the T-Code being used has an open debit or credit. In this case, the COMP GL must be entered on the transaction. The 28B profile record lists specific COMP GLs that are allowed, or not allowed, for use with specific T-Codes. 

◾ GRANT NUMBER/PHASE (GRANT NO/PH) – Enter the six-digit Grant Number and the two-digit Grant Phase. When entered, they must exist in the 29 and D47 profiles. The Grant Number and Grant Phase elements are set up as a means for accumulating grant expenditures, revenues, receipts, budgets and statistical information in R⋆STARS. These elements are established in the 29 profile, which defines how costs are accumulated and billed for each grant. When the Grant Number and Phase are entered or looked up on accounting transactions, the financial or statistical data is recorded in the Grant Financial Table. GRANT NO/PH may be inferred by Index, Project/Phase, Subgrantee or PCA.

◾ INDEX – Enter the five-digit Index Code. When entered, INDEX must exist in the 24 profile. The Index is required to be entered or looked up when the Agency Budget by Organization Indicator is Y (Yes) on the 25 profile and the T-Code being used posts to the Agency Budget (AB) Financial Table. INDEX may look up a PCA. INDEX is used as a coding reduction tool.

◾ INTEREST TERMS (INT TM) – A two-digit field for informational use only and will not affect the amount of the document.

◾ INVOICE NUMBER (INV NO) – Up to 14-character alphanumeric characters. The Invoice Number is generally an optional element which is coded to associate a particular invoice with the transaction. If entered on a payable transaction, it will print on the payment remittance advice of warrants or on the ACH website for direct deposits. The INVC (Invoice Number) transaction edit indicator on the 28A record corresponds to both the Deposit Number on the 504 screen and the Invoice Number on the 505, 506, 508 and 516 payment screens. If the INVC transaction edit indicator on the 28A profile for the T-Code being used is set to I (input), INV NO is required.

◾ MODIFIER (MOD) – A one-character code required on encumbrance transactions referencing pre-encumbrances and expenditure transactions referencing encumbrances. The valid values are:

F

Final Liquidation – the transaction represents a final payment on the pre-encumbrance or encumbrance and closes the document

P

Partial Liquidation – the transaction represents a partial payment on the document

A

Activate a previously-closed document; used when F has been entered in error on a partial liquidation, closing the document to further processing.

C

Close a document to preclude further posting; used to close documents with zero balances when the user failed to enter a modifier of F.Used to close a document with a remaining balance greater than zero preventing any further processing on that document and liquidating the remaining balance.

◾ MULTIPURPOSE CODE (MPCD) – A ten-character code. This is an agency-defined field which can be used for any coding purpose. The MPCD may be inferred from either the INDEX or PCA or may be entered manually. In Oregon, this field is also used by the system to identify the microfiche address for summarized warrant redemption information. Oregon is not using the following automatic generation of allotment transactions function.  The MPCD Code is used for automatic generation of allotment transactions. The values must follow a specific pattern as described below:

M

12 monthly allotments are generated

Q

4 quarterly allotments are generated

NN

1 allotment is generated for month specified where NN = 01-12

NNNNNNNN

4 allotments generated based on percentages specified where total of positions 1&2+3&4+5&6+7&8=100%

◾ NAME – A 50-Character Field. The Vendor Name is looked up by the Vendor Number, if entered.

◾ NOTE – A one-character Electronic Note indicator defaults to N and is changed to Y by the system when a note is added to the document. The electronic note is used to tie miscellaneous text to a document. After a batch header is created and a transaction is saved, the user may link to the 103 Electronic Note Pad screen from entry screens 501, 503, 504 and 505 by typing NOTE in the LINK TO: field and pressing   F9  . When the note is entered and saved, it will be tied to the document. After the document is final approved, the attached note cannot be changed. The notepad can be accessed via the 37 screen.

Currently, 23 and 27 are the only standard User Classes that have the capability to inquire, add, change or delete items on the 103 screen. All others may inquire only. A special request is needed from the Agency Security Officer for changes to a user’s security profile to allow add, change or delete privileges. The notepad indicators are defined as follows:

Y
N


Note attached
No note attached

◾ PROGRAM COST ACCOUNT (PCA) – Enter the five-digit PCA code. When entered, PCA must exist in the 26 profile. The PCA is required to be entered or looked up if the AGY BUD BY PGM IND: is Y (Yes) on the 25 profile and the T-Code being used posts to the Agency Budget (AB) Financial Table. The PCA may look up an INDEX.  If the PCA looks up a Fund, then that Fund is the only Fund that can be posted for a transaction that uses that PCA.

◾ PAYMENT DISTRIBUTION TYPE (PDT) – Typically, the PDT will be left blank and will default from the 51 profile if the first digit of the Vendor Number is less than 9. If entered, the PDT must exist in the D50 profile. The PDT identifies how transactions are combined for warrants and direct deposits, how warrants are routed, and whether payment will be issued in the form of a warrant, direct deposit, or wire transfer.

◾ PENALTY AMOUNT/DATE (PEN AMT/DT) – The Penalty Amount (PEN AMT) is a 13-digit amount field. The last two digits are decimal places. The Penalty Date (PEN DT) is a six-digit date field in MMDDYY format. These fields are for informational purpose only, and do not affect the document amount.

◾ PAYMENT NUMBER (PMT #) – Enter the nine-digit PMT #, or leave blank. This field is controlled by the WARR indicator on the 28A profile of the transaction code being used.

◾ PAYMENT (PMT) TYPE – Enter the one-digit Cash Receipt PMT TYPE as follows or leave blank:

1
2


Cash
Checks

3
4


U.S. Treasury Checks/Letters of Credit
State Warrants

◾ PROJECT NUMBER/PHASE (PROJ NO/PH) – Enter the six-digit alphanumeric Project Number and the two-digit PROJECT PHASE. When entered, they must exist in the 27 profile. The Project Number and Phase elements are established to accumulate project expenditures, revenues, budgets and statistical information. This profile defines how costs are accumulated and how reimbursable projects are billed. Project-related information is recorded in the Project Financial Table and can be viewed on the 80 – Project Financial Inquiry screen. PROJ NO/PH may be inferred by the INDEX or PCA.

◾ PROPERTY NUMBER (PROP #) (Not used in Oregon) – A ten-digit Number. This field is required if the C/I Indicator is entered unless the transaction is from ADPICS. It must be left blank if the C/I indicator is blank. It identifies each asset recorded in the Fixed Asset Subsystem as a unique item.

◾ REFERENCE DOCUMENT/SUFFIX (REF DOC/SFX) – A two part field. The Reference Document is up to eight characters – the Suffix is three. The Reference Document is automatically left justified. The Suffix is always required when the Reference Document is entered. If the Reference Document Indicator (RDOC) on the 28A profile is blank, REFDOC/SFX is optional and often used for tracking purposes. If the RDOC is I or R, REFDOC/SFX identifies a document previously entered in R⋆STARS.

For example, an encumbrance is established to reserve spending authority. When the goods or services are paid for, the original encumbrance is referenced to reduce the reserve of spending authority. The original encumbrance is identified by entering it in the Reference Document and Suffix fields.

A receivable reference document number is selected for a particular vendor when the vendor number is entered on the transaction entry screen and the user interrupts to the 59 – Vendor Document Inquiry screen. All documents with a non-zero balance associated with a specific vendor are displayed on the 59 screen. The user may select a document and end the interrupt. The document number is carried to the Reference Document and Suffix field on the transaction entry screen. The document amount will also be carried over if the document amount on the transaction entry screen is blank or greater than the Reference Document Amount.

◾ RECURRING TRANSACTION INDEX (RT) AMOUNT – (Fast-Entry Screens Only) A 13-digit amount field where the last two digits are decimal places. This amount will be distributed to the transactions retrieved by the RTI based on the percentage allocation defined in the 550 profile.

◾ RECURRING TRANSACTON INDEX (RTI) – A six-character field. When entered, the RTI must exist in the 550 profile. The RTI is an element used as a coding reduction tool for transactions which are recurrent in nature, such as lease payments or telephone expense. The coding block elements for the recurring transaction are pre-defined in the 550 profile. The RTI may be directly input on any of the 500 series screens. A PCA or Grant may also look up an RTI.

The RTI type indicator on the 550 profile defaults to R, which indicates that the record will be used for traditional recurring transaction entry. If the RTI type is set to s, it is used to perform transaction split. See Section 3.4 for more information on Transaction Split Data Entry.

◾ REVERSE (RVS or R) – Entering an R in this field reverses the impact of the transaction. The 28A Profile identifies whether this element is required, must be input, is optional, or not allowed.

◾ SERVICE (SERV) DATE – (Optional - for Agency Informational Use Only) Enter the six-digit Service Date in MMDDYY format. This field identifies the date on which goods or services are received or rendered. For example, the service date for purchased items would be the day the merchandise was received; the service date for recurring expenses, such as rent, would be the first day of the month; and the service date for payroll would be the last day of the pay period. Additionally, SERV DATE is used to edit against the Final Post Date on the 27 profile and the 29 profile if the Service Date Control Indicator (SERV DATE CTL IND) in the related profile is Y.

◾ STATE – This 2-character field is part of the Vendor Address, and is tied to and looked up by the Vendor Number. For foreign (non-USA) vendors, XX is entered in this field.

◾ SUBGRANTEE – A 14-digit code. It must exist in the 31 Profile. Subgrantees are other agencies, localities, etc., who receive portions of pass-through grants. The Grant must account for advances and expenditures made to the subgrantees. If the Subgrantee entered on the transaction looks up a Grant Number and Phase, they must exist in the 29 profile.

◾ DISCOUNT DATE INTEREST TERMS (TM (DISCOUNT)) – A two-digit field. This field is for informational use only, and does not affect the document amount.

◾ PENALTY DATE INTEREST TERMS (TM (PENALTY)) – A two-digit field. This field is for informational use only, and does not affect the document amount.

◾ TRANSACATION AMOUNT (TRANS AMT) – A 13 digit field found only on the 509 screen. The last two digits are decimal places. The single amount is used for both transactions

◾ TRANSACTION (TRANS) CODE (or T-CODE) – A three-digit code. This element is required for all transactions and must exist in the 28A and the 28B Profiles. It identifies the accounting impact (debits and credits) to be recorded in R⋆STARS. The T-CODE dictates how the rest of the transaction will be entered by determining which elements are required, optional or not allowed. It also determines the valid Document Types, Batch Types, General Ledger Accounts and Comptroller Objects for the transaction. T-CODE elements were described earlier in the chapter.

◾ VENDOR NUMBER/MAIL CODE (VEND/MC) – The ten-digit Vendor Number and the 3-digit Vendor Mail Code must exist in the 34 profile if the first digit equals 0 (zero). If the first digit is greater than 0 and less than 9, the Mail Code must exist in the 51 profile.

The Vendor Number identifies the vendor being paid for purchased materials or services. Expenditure and encumbrance transactions require a Vendor Number. One-time vendor numbers can be created a beginning with a 9, if the payment is not 1099 reportable and it is truly a one-time situation. Since the one-time Vendor Number is not entered on the 52 profile, these fields must be entered on the transaction screen:

VENDOR NUMBER
VENDOR NAME
ADDRESS
CITY

STATE
ZIP
PDT

In some agencies, a one-time Vendor Number is actually entered on the 52 profile. This number is then used to make multiple one-time payments in situations such as jury duty. When entering Revenue or Expenditure transactions the Vendor Number (if known) can be looked up using the 3N – Vendor Number Inquiry screen to choose the correct Mail Code.

◾ VENDOR NAME – This 50-character field is directly assigned to a specific Vendor Number found on the 34 or 51 profiles. When entering transactions, VENDOR NAME can be looked up using the 3A – Vendor Alpha Inquiry screen.

◾ WARRANT NUMBER (WARR NO) – A nine-digit number. The first two digits denote the Bank Type. If the DISBURSEMENT METHOD INDICATOR (DISB METH IND) for the batch is M (Manual Warrant), WARR NO is required; otherwise it is generated by the system.

◾ ZIP – The first five digits of this numeric field are required on certain transactions, the last four digits are optional. It is tied to and looked up by the Vendor Number.

Batch Balancing

When the last transaction in the batch has been entered and the last transaction has been saved with  F10  or  F11 , press   F6   to bring up the 502 screen. This screen can also be accessed from the 510 – Recall A Batch for Correction, 520 or 530 screens using   F6  .

R⋆STARS computes the number of transactions and the total amount entered for the batch. R⋆STARS then compares the computed count and amount to both the count and amount entered on the 500 screen or to the document count on the transaction entry screen and the total of all transaction amounts. In either case, the 502 screen displays the entered and computed counts and amounts.

◾ Balanced Batch. If the batch is in balance (i.e., the entered count and amount equal the computed count and amount), the user may release the batch for overnight or immediate processing. The message

THIS BATCH IS BALANCED

will be displayed at the bottom of the 502 screen. A 502 screen showing a balanced batch is displayed below.

Example:

 S502   UC: 27                  STATE OF OREGON               05/15/14 03:49 PM

 LINK TO:                       BATCH BALANCING                            PROD

 
 

               BATCH AGENCY: 101

                 BATCH DATE: 050914

                 BATCH TYPE: 4

               BATCH NUMBER: 001

 

            BATCH BALANCING:

              ENTERED COUNT: 00000        ENTERED AMOUNT: 00000000000.00

             COMPUTED COUNT: 00000       COMPUTED AMOUNT: 00000000000.00

 

          PAYMENT DIST TYPE:

              DISB METH IND:

                    RACF ID: SYSUSER     LAST NAME, FIRST NAME

                 USER CLASS: 27

 
 
 
 

 THIS BATCH IS BALANCED...PLEASE SELECT APPROPRIATE ACTION

 F1-HELP      F2-RECALL BATCH  F3-DEL HDR    F6-RELEASE   F7-DETAILS F8-DOC TRK

 F9-INTERRUPT F10-HOLD         F11-HDR ENTRY F12-HEADERS  CLEAR-EXIT

To release the batch, press   F6  . Refer to Screen Help, Keyword S502, for valid function key processing.

◾ Batch/Document Not in Balance.  If the batch is out of balance, the user should attempt to correct the balancing error. Three types of balancing edits are performed when a user attempts to release a batch:

◽ Batch Balancing – The entered batch count and amount are compared to the computed count and amount for all transactions in the batch. The batch total is the total of the absolute value of all transactions.

◽ Document Balancing – The entered document amount is compared to the computed document amount for all transactions in each document. This is a “net” amount which considers the +/- Indicator on the 28A profile and the REVERSE Code (RVS) entered on the transaction. In addition, this process checks for balancing T-Codes (identified by an entry in the BAL TC field on the 28A profile record) to ensure that the right combination of T-Codes is used and that the totals for each T-Code are equal within a document.

In addition, if the document BALANCING INDICATOR on the 33 profile is Y (Yes) for any document type used in the batch, the computed DOC AMT must equal the entered DOC AMT for each tracked document in the batch before the batch is balanced. Most documents are tracked.

◽ Invoice Balancing – The total of all transactions (net) within each Accounts Receivable document is compared to the total of all line items on the corresponding invoice.

Certain Accounts Receivable (AR) T-Codes require invoice balancing  – example: 103 - Establish an Accounts Receivable – Billed. The invoice balancing requirement is set by including a specific T-Code number on the D53 – Titles Profile under Table ID ARIV. Before a batch containing this type of T-Code can be released, the system will require that each invoice be balanced against its corresponding transaction.

If one or more AR transaction and invoice pairs are not in balance, one of two error messages will occur. If there is no matching Invoice for an AR Document, the message

NO MATCHING INVOICE FOUND FOR AR TRANSACTION WITH CURRENT DOCUMENT # . . .

will appear. If the amount on an Invoice does not match the amount on the AR Document, the message will read

INVOICE AMT DOES NOT MATCH AR TRANSACTION AMT FOR CURRENT DOC # . . .

The user can either interrupt to the 515 – Invoice Entry screen to add an invoice or correct an invoice amount, or follow the batch and document correction process described below to correct a transaction error. See Chapter 10 for further discussion on the 515 and 504 screens.

◾ Correcting a Batch Balancing Problem.  After the last transaction in a batch has been saved ( F10  or  F11 ) and an attempt has been made to balance the batch (  F6  ), the 502 screen will appear and indicate whether the batch is balanced. If the batch is not balanced, an error message

WARNING...BATCH OR DOCUMENTS NOT IN BALANCE

will appear. The system will not indicate whether the problem is a batch, document or invoice out of balance (an exception to this is the AR balancing previously discussed). One method of correcting batch and document balancing problems is described below:

1. From the 502 screen, press   F7   and the 520 screen will appear. This screen is a view screen only; the transactions cannot be accessed for correction purposes using this screen. The 520 screen can be reviewed for the accuracy of the transactions in a batch and a document. If a transaction amount is found to have been incorrectly entered, the Batch ID information and the sequence number of the erroneous transactions should be noted.

2. From the 520 screen, press  F11  –CORRECT BATCH. The 510 screen will be retrieved. From this screen the batch header can be changed (press   F2   – CHGE HDR) or individual transactions can be DELETED (press   F3   – DEL TRANS), CHANGED (press   F4   – CHGE), or ADDED (press  F10  – ADD). To delete or change a specific transaction, the SEQUENCE NUMBER must be entered. Entering the sequence number of a transaction to be changed will cause the input screen with that transaction to appear. If the sequence number field is left blank, the first transaction in the batch will be retrieved.

3. Once the transaction entry screen for the sequence number is displayed, correct any erroneous entries by entering accurate information in the field. AFTER CHANGES HAVE BEEN MADE, THE CORRECTED TRANSACTION MUST BE SAVED WITH  F10 . To correct multiple entries in the batch use   F5   – NEXT to progress to the next transaction.

4. If the error is in the batch header, press   F2   on the 510 screen to go to the 511 – Change a Batch Header screen. Correct the ENTERED COUNT, ENTERED AMOUNT or the EFFECTIVE DATE fields as required.

5. After the necessary corrections have been made and saved, press   F6   to balance the batch. The 502 screen will appear and identify that the batch is in balance. Proceed as described in the Balanced Batch section earlier in this chapter.

Example:

 S510   UC: 27                   STATE OF OREGON              05/15/14 03:59 PM

 LINK TO:                RECALL A BATCH FOR CORRECTION                     PROD

 
 

              BATCH AGENCY: 101

                BATCH DATE: 051314

                BATCH TYPE: 4

              BATCH NUMBER: 001

           SEQUENCE NUMBER:       (REQUIRED IF CHANGING, DELETING, OR VIEWING A

                                   TRANS)

 

           BATCH BALANCING-

             ENTERED COUNT: 00011        ENTERED AMOUNT: 00000142500.00

            COMPUTED COUNT: 00012       COMPUTED AMOUNT: 00000142500.00

 

         PAYMENT DIST TYPE:

             DISB METH IND:

          ORIGINAL RACF ID: SYSUSER     LAST NAME, FIRST NAME

                USER CLASS: 27

              LAST RACF ID: SYSUSER     LAST NAME, FIRST NAME

 
 

 F1-HELP    F2-CHGE HDR  F3-DEL TRANS F4-CHGE  F5-VIEW F6-BALANCING  F7-DETAILS

 F8-DOC TRK F9-INTERRUPT F10-ADD      F11-RECOMPUTE    F12-HEADERS   CLEAR-EXIT

Example:

 S511   UC: 27                   STATE OF OREGON              05/15/14 04:00 PM

 LINK TO:                     CHANGE BATCH HEADER                          PROD

 

  ENTER CHANGES – PRESS SAVE KEY TO UPDATE OR CANCEL KEY TO CANCEL

 

               BATCH AGENCY: 101

                 BATCH DATE: 051314

                 BATCH TYPE: 4

               BATCH NUMBER: 001

 

            BATCH BALANCING:

              ENTERED COUNT: 00012        ENTERED AMOUNT: 00000142500.00

             COMPUTED COUNT: 00012       COMPUTED AMOUNT: 00000142500.00

            BATCH EDIT MODE: 2

          PAYMENT DIST TYPE:

              DISB METH IND:

             EFFECTIVE DATE: 051314

                    RACF ID: SYSUSER     LAST NAME, FIRST NAME

                 USER CLASS: 27

 
 
 
 

 F1-HELP  F9-INTERRUPT  F10-SAVE  F12-CANCEL  CLEAR-EXIT

After all batches are complete and balanced, the user can view all the batch headers by entering the 530 screen from the Financial Data Entry Menu, or by pressing  F12  from one of the other Batch Processing screens.

 

This screen will list all the Batch Headers for a particular agency. It also displays the current status of each batch and the entered and computed counts and amounts. The BAL indicator shows if the batch is in balance with either a Y for yes or N for no.

Example:

 S530   UC: 27                   STATE OF OREGON              05/15/14 08:49 AM

 LINK TO:                      VIEW BATCH HEADERS                          PROD

 
 

 BATCH AGENCY: 101 TYPE:   I/E:

   ...BATCH ID...             EFF  ENTERED   ENTERED     COMP        COMP

 S  DATE TYP NO  STA BAL MODE   DATE  COUNT    AMOUNT      COUNT      AMOUNT

   123008 4  689  P   N   2    123008 00022 00000051598.84 00002  00000009680.66

   010509 3  659  H   Y   2    010509 00000 00000000000.00 00000  00000000000.00

   050914 4  418  P   N   2    050914 00030 00000003560.54 00002  00000000012.70

   050914 A  2D1  P   Y   2    050914 00001 00000000196.20 00001  00000000196.20

   010709 4  468  P   N   2    010709 00015 00000002488.36 00002  00000000588.25

   010909 4  470  P   N   2    010909 00019 00000041830.98 00007  00000038503.84

   051314 4  490  P   N   2    010909 00019 00000004803.03 00002  00000001142.56

   051314 4  491  P   N   2    051314 00012 00000694367.04 00002  00000013284.67

   051314 4  493  P   N   2    051314 00017 00000036666.27 00006  00000014523.53

   051314 4  664  P   N   2    053106 00024 00000010729.15 00004  00000003431.49

   012009 4  494  P   N   2    012009 00011 00000027513.90 00002  00000000128.00

   012009 4  499  P   N   2    012009 00006 00000004723.25 00004  00000004056.00

   012009 4  669  P   N   2    012009 00024 00000537267.38 00005  00000184018.22

 

 PRESS NEXT PAGE KEY TO VIEW ADDITIONAL RECORDS

 F1-HELP   F2-DETAILS   F6-BALANCING   F7-PRIOR PG   F8-NEXT PG

 F9-INTERRUPT   F11-CORRECT BATCH   ENTER-FIRST PAGE   CLEAR-EXIT

◾ Batch Status. The Batch Status is used by IEU (Input, Edit and Update) to determine if and how batches are processed. The valid values are:

◽ R (Release) – Transactions within the batch are released. The user is finished entering transactions.

◽ H (Hold) – Transactions within the batch are held. The user is not finished entering or correcting transactions. If the Edit Mode is 0 or 1, the batch is not processed by IEU. If the Edit Mode is 2, transactions have posted but will not be processed while the batch is on hold.

◽ D (Delete) – In Edit Mode 2, transactions within the batch and the batch itself are immediately deleted from the system. In Edit Modes 0 and 1, the transaction and the batch are flagged for deletion. The deleted transactions do not show on  the 520 screen, but they still exist in the transaction history. The actual deletion of the transactions and batch occur in the batch cycle.

◽ A (Approval Required) – Transactions within the batch are released and require approval (not used in Oregon).

◽ P (Posted) – Transactions within the batch are released and approved.

If a transaction is added/deleted/changed in the batch, the Recompute function will recompute the 'Entered' batch count and amount only if these amounts were not previously entered by the operator. This capability is available if a user exits a batch abnormally and the system does not automatically recompute the count and amount. The recompute function is available on the 510 screen.

 

3-3      Accounting Transaction Data Entry Examples

Three examples of accounting transaction data entry are presented below. The first example presents a correct and balanced batch. The others contain batch balancing errors. The second example contains an incorrect transaction amount. The third shows an incorrect transaction count. Posting procedures and steps required to correct the second and third batches are described in detail. Each example contains an overview description of the entries, followed by sample data entry screens illustrating each step.

 

Example 1

Two encumbrance transactions were entered for AGENCY 101. Each transaction has an amount of $100.00.

The first step is to bring up the 500 screen. This entry screen uniquely identifies the batch by agency, date, the type of transactions and the batch number. The number of transactions and the total amount of the batch may also be entered for auditing purposes. Press  F10  or  F11  when header entry is complete.

Example:

 S500   UC: 17                    STATE OF OREGON             05/15/14 04:10 PM

 LINK TO:                      BATCH HEADER ENTRY                          PROD

 

           BATCH AGENCY: 101              (SIGN ON AGENCY)

             BATCH DATE: 051314           (MMDDYY, DEFAULTS TO TODAYS DATE)

             BATCH TYPE: 3

           BATCH NUMBER: 200

 

            BATCH COUNT: 2                BATCH AMOUNT: 200.00

 

        BATCH EDIT MODE: 2                (0=NO EDIT/POST, 1=EDIT, 2=EDIT/POST)

      PAYMENT DIST TYPE:                  (MUST BE IN D50 PDT PROFILE)

          DISB METH IND:                  (H, M, R, E OR SPACE)

         EFFECTIVE DATE:                  (MMDDYY, DEFAULTS TO TODAYS DATE)

             FAST ENTRY:                  (M/S/I/P/ )

                USER ID: SYSUSER          LAST NAME, FIRST NAME

             USER CLASS: 17

     ACTION CODE AGENCY:

            ACTION CODE:

 
 
 
 

 F1-HELP    F9-INTERRUPT    F10/F11-SAVE    CLEAR-EXIT

Entering Batch Type 3 on the Batch Header retrieves the 505 screen (encumbrances). These two transactions are entered either as two separate documents, or one document with two suffixes (transactions). Note that the Batch ID (Batch Agency, Date Type, and No.) is brought forward from the 500 screen. Also, the first transaction sequence number defaults. These fields are protected and cannot be changed on the transaction entry screen.

After the data elements are entered,  F10  or  F11  is pressed to submit the transaction. The sequence number will automatically advance to the next number after the first transaction is successfully posted. If the D59 profile is set up for auto-incrementing, only the two-character Document Type (EE) is entered in the CUR-DOC/SFX field; the remaining spaces are left blank.

Example:

 S505   UC: 17                   STATE OF OREGON              05/15/14 08:25 AM

 LINK TO:             PRE-ENC/ENC/EXPEND TRANSACTION ENTRY      NOTE: N    PROD

 BATCH: AGENCY 101 DATE 051314 TYPE 3 NO 200 SEQ NO 00001 MODE EDIT AND POST

 DOC DATE:          EFF DATE: 050914  DUE DATE:         SERV DATE:

  CUR DOC/SFX: EE000273 001  REF DOC/SFX:               MOD:    AGENCY: 101

   TRANS CODE: 203       ENCUMBRANCE NOT PRE-ENCUMB(NON-ADPICS)

        INDEX: 11000     ADMINISTRATION

          PCA: 11100     OFFICE ADMINISTRATION                     AY: 15

 COMP/AGY OBJ: 4202 4302 EQUIPMENT RENTAL

       AMOUNT: 00000000100.00 RVS:    DISC:                1099: 1 FO:   PDT:

 DOC COUNT: 00000 DOC AMT:  0000000200.00 DOC AGY: 101 CI:    PROP #:

       INV NO:                DT:           DESC:

 VEND/MC: 1561529842 001  NM: OFFICE SYSTEMS GROUP

 CONT NO:             ADDR 1: 1972 NE 3RD ST  #189

 WARR NO:             ADDR 2:

 APPN NO: 31501       ADDR 3:

    FUND: 1110        ADDR 4:

 GL AC/AGY:               CITY: BEND                 ST: OR  ZIP: 97701

  GRANT NO/PH:            SUB GRANTEE:                PROJ NO/PH:

 MPCD:               AGY CD-1:      2:      3:00652   G38:           RTI:

 
 

 F1-HELP  F3-RTI  F4-EDIT F5-NEXT RTI TRANS F6-BALANCING F7-DETAILS F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR  F12-HEADERS   CLEAR-EXIT

After the second transaction is entered and successfully posted, press   F6   to go to the 502 screen.

Example:

 S502   UC: 17                   STATE OF OREGON              05/15/14 08:27 AM

 LINK TO:                       BATCH BALANCING                            PROD

 
 

               BATCH AGENCY: 101

                 BATCH DATE: 051314

                 BATCH TYPE: 3

               BATCH NUMBER: 200

 

            BATCH BALANCING:

              ENTERED COUNT: 00002        ENTERED AMOUNT: 00000000200.00

             COMPUTED COUNT: 00002       COMPUTED AMOUNT: 00000000200.00

 

          PAYMENT DIST TYPE:

              DISB METH IND:

                    USER ID: SYSUSER     LAST NAME, FIRST NAME

                 USER CLASS: 17

 
 
 
 

 THIS BATCH IS BALANCED...PLEASE SELECT APPROPRIATE ACTION

 F1-HELP      F2-RECALL BATCH  F3-DEL HDR    F6-RELEASE   F7-DETAILS F8-DOC TRK

 F9-INTERRUPT F10-HOLD         F11-HDR ENTRY F12-HEADERS  CLEAR-EXIT

This screen identifies that the batch is in balance. Press   F6   to release the batch.

Example:

 S502   UC: 17                   STATE OF OREGON              05/15/14 08:36 AM

 LINK TO:                       BATCH BALANCING                            PROD

 
 

               BATCH AGENCY: 101

                 BATCH DATE: 051314

                 BATCH TYPE: 3

               BATCH NUMBER: 200

 

            BATCH BALANCING:

              ENTERED COUNT: 00002        ENTERED AMOUNT: 00000000200.00

             COMPUTED COUNT: 00002       COMPUTED AMOUNT: 00000000200.00

 

          PAYMENT DIST TYPE:

              DISB METH IND:

                    USER ID: SYSUSER     LAST NAME, FIRST NAME

                 USER CLASS: 17

 
 
 

 BATCH HAS BEEN SUCCESSFULLY RELEASED

 

 F1-HELP      F2-RECALL BATCH  F3-DEL HDR    F6-RELEASE   F7-DETAILS F8-DOC TRK

 F9-INTERRUPT F10-HOLD         F11-HDR ENTRY F12-HEADERS  CLEAR-EXIT

Then press  F11  to bring up a new 500 screen.

 

Example 2

The same transactions are used in this example, but the user incorrectly enters only $50.00 for the second transaction. After all transactions are entered, the 502 screen identifies that the batch is NOT in balance.

Example:

 S502   UC: 17                   STATE OF OREGON              05/15/14 08:27 AM

 LINK TO:                       BATCH BALANCING                            PROD

 
 

               BATCH AGENCY: 101

                 BATCH DATE: 051314

                 BATCH TYPE: 3

               BATCH NUMBER: 200

 

            BATCH BALANCING:

              ENTERED COUNT: 00002        ENTERED AMOUNT: 00000000200.00

             COMPUTED COUNT: 00002       COMPUTED AMOUNT: 00000000150.00

 

          PAYMENT DIST TYPE:

              DISB METH IND:

                    USER ID: SYSUSER     LAST NAME, FIRST NAME

                  USER CLASS: 17

 
 
 

 WARNING....DOCUMENTS NOT IN BALANCE

 COMPUTED TRANSACTIONS HAVE POSTED

 F1-HELP      F2-RECALL BATCH  F3-DEL HDR    F6-RELEASE   F7-DETAILS F8-DOC TRK

 F9-INTERRUPT F10-HOLD         F11-HDR ENTRY F12-HEADERS  CLEAR-EXIT

Press   F7   to view the detail transactions for the batch on the 520 screen.

Example:

 S520   UC: 17                   STATE OF OREGON              05/15/14 08:45 AM

 LINK TO:                         VIEW A BATCH                             PROD

 

 BATCH ID: AGENCY 101 DATE 051314 TYPE 3 NO 200 SEQUENCE 00001   ERRORS I/E:

 MODE EDIT & POST     EFF DATE 050914     STATUS H       PRINTER ID:

 

 S P  SEQ  CUR DOC/SFX  REF DOC/SFX  M AGY TC  INDEX  PCA  AY         AMOUNT R

     00001 EE000273 001                101 203 11000 11100 07         100.00

 s   00002 EE000273 002                101 203 13000 11300 07          50.00

 
 
 
 
 
 
 
 
 

    ENTERED COUNT: 00002                      ENTERED AMOUNT: 00000000200.00

   COMPUTED COUNT: 00002                     COMPUTED AMOUNT: 00000000150.00

 NO MORE DETAILS IN THIS BATCH

 

 F1-HELP  F2-SELECT  F4-PRINT F5-DOC TRACK F6-BALANCING F7-PRIOR PG F8-NEXT PG

 F9-INTERRUPT  F11-CORRECT BATCH  F12-HEADERS  ENTER-FIRST PAGE  CLEAR-EXIT

Notice that the second transaction (Suffix Number 002) is in error. To correct it, tab the cursor to the Selector (s)  column for the transaction, type s and press  F11 . The system retrieves the 510 screen with the selected transaction’s sequence number in the Sequence Number field.

Example:

 S510   UC: 17                   STATE OF OREGON              05/15/14 08:31 AM

 LINK TO:                RECALL A BATCH FOR CORRECTION                     PROD

 
 

              BATCH AGENCY: 101

                BATCH DATE: 051314

                BATCH TYPE: 3

              BATCH NUMBER: 200

           SEQUENCE NUMBER: 00002 (REQUIRED IF CHANGING, DELETING, OR VIEWING A

                                   TRANS)

 

           BATCH BALANCING-

             ENTERED COUNT: 00002        ENTERED AMOUNT: 00000000200.00

            COMPUTED COUNT: 00002       COMPUTED AMOUNT: 00000000150.00

 

         PAYMENT DIST TYPE:

             DISB METH IND:

          ORIGINAL USER ID: SYSUSER     LAST NAME, FIRST NAME

                USER CLASS: 17

              LAST USER ID: SYSUSER     LAST NAME, FIRST NAME

 
 

 F1-HELP    F2-CHGE HDR  F3-DEL TRANS F4-CHGE  F5-VIEW F6-BALANCING  F7-DETAILS

 F8-DOC TRK F9-INTERRUPT F10-ADD      F11-RECOMPUTE    F12-HEADERS   CLEAR-EXIT

Press   F4  . The 505 screen containing the accounting transaction is recalled to the screen.

Example:

 S505   UC: 10                   STATE OF OREGON              05/15/14 08:32 AM

 LINK TO:             PRE-ENC/ENC/EXPEND TRANSACTION ENTRY      NOTE: N    PROD

 BATCH: AGENCY 101 DATE 051314 TYPE 3 NO 200 SEQ NO 00002 MODE EDIT AND POST

 DOC DATE:          EFF DATE: 050914  DUE DATE:         SERV DATE:

  CUR DOC/SFX: EE000273 002  REF DOC/SFX:               MOD:    AGENCY: 101

   TRANS CODE: 203

        INDEX: 13000

          PCA: 11300                                               AY: 15

 COMP/AGY OBJ: 4202 4302

       AMOUNT: 00000000100.00 RVS:    DISC:                1099: 1 FO:   PDT:

 DOC COUNT: 00002 DOC AMT:  0000000200.00 DOC AGY: 101 CI:    PROP #:

       INV NO:                DT:           DESC:

 VEND/MC: 1561529842 001  NM: OFFICE SYSTEMS GROUP

 CONT NO:             ADDR 1: 1972 NE 3RD ST  #189

 WARR NO:             ADDR 2:

 APPN NO: 31501       ADDR 3:

    FUND: 1100        ADDR 4:

 GL AC/AGY:               CITY: BEND                 ST: OR  ZIP: 97701

  GRANT NO/PH:            SUB GRANTEE:                PROJ NO/PH:

 MPCD:               AGY CD-1:      2:      3: 00652  G38:           RTI:

 
 

 F1-HELP  F3-RTI  F4-EDIT F5-NEXT RTI TRANS F6-BALANCING F7-DETAILS F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR  F12-HEADERS   CLEAR-EXIT

Change the amount field to reflect the correct amount of $100.00. Press  F10  or  F11  to save the change.

Example:

 S505   UC: 10                   STATE OF OREGON              05/15/14 08:32 AM

 LINK TO:             PRE-ENC/ENC/EXPEND TRANSACTION ENTRY      NOTE: N    PROD

 BATCH: AGENCY 101 DATE 051314 TYPE 3 NO 200 SEQ NO 00002 MODE EDIT AND POST

 DOC DATE:          EFF DATE: 050914  DUE DATE:         SERV DATE:

  CUR DOC/SFX: EE000273 002  REF DOC/SFX:               MOD:    AGENCY: 101

   TRANS CODE: 203       ENCUMBRANCE NOT PRE-ENCUMB(NON-ADPICS)

        INDEX:

          PCA: 11300     OFFICE OF BUSINESS ADMIN                  AY: 15

 COMP/AGY OBJ: 4202 4302 EQUIPMENT RENTAL

       AMOUNT: 00000000100.00 RVS:    DISC:                1099:   FO:   PDT:

 DOC COUNT: 00002 DOC AMT:  0000000200.00 DOC AGY: 101 CI:    PROP #:

       INV NO:                DT:           DESC:

 VEND/MC: 1561529842 001  NM: OFFICE SYSTEMS GROUP

 CONT NO:             ADDR 1: 1972 NE 3RD ST  #189

 WARR NO:             ADDR 2:

 APPN NO:             ADDR 3:

    FUND:             ADDR 4:

 GL AC/AGY:               CITY: BEND                 ST: OR  ZIP: 97701

  GRANT NO/PH:            SUB GRANTEE:                PROJ NO/PH:

 MPCD:               AGY CD-1:      2:      3:        G38:           RTI:

 

 TRANSACTION SUCCESSFULLY CHANGED

 F1-HELP  F3-RTI  F4-EDIT F5-NEXT RTI TRANS F6-BALANCING F7-DETAILS F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR  F12-HEADERS   CLEAR-EXIT

Now press   F6  . The system retrieves the 502 screen, which identifies that the batch is now in balance.

Example:

 S502   UC: 10                   STATE OF OREGON              05/15/14 08:27 AM

 LINK TO:                       BATCH BALANCING                            PROD

 
 

               BATCH AGENCY: 101

                 BATCH DATE: 051314

                 BATCH TYPE: 3

               BATCH NUMBER: 200

 

            BATCH BALANCING:

              ENTERED COUNT: 00002        ENTERED AMOUNT: 00000000200.00

             COMPUTED COUNT: 00002       COMPUTED AMOUNT: 00000000200.00

 

          PAYMENT DIST TYPE:

              DISB METH IND:

                    USER ID: SYSUSER     LAST NAME, FIRST NAME

                 USER CLASS: 17

 
 
 
 

 THIS BATCH IS BALANCED...PLEASE SELECT APPROPRIATE ACTION

 F1-HELP      F2-RECALL BATCH  F3-DEL HDR    F6-RELEASE   F7-DETAILS F8-DOC TRK

 F9-INTERRUPT F10-HOLD         F11-HDR ENTRY F12-HEADERS  CLEAR-EXIT

Release the batch by pressing   F6  , then press  F11  to recall a new 500 screen.

 

Example 3

Once again, the same transactions are used in this example. This time the user incorrectly enters 3 as the number of transactions in the batch.

After all transactions are entered, the 502 screen identifies that the batch is NOT in balance.

Example:

 S502   UC: 10                   STATE OF OREGON              05/15/14 08:33 AM

 LINK TO:                       BATCH BALANCING                            PROD

 
 

               BATCH AGENCY: 101

                 BATCH DATE: 051314

                 BATCH TYPE: 3

               BATCH NUMBER: 200

 

            BATCH BALANCING:

              ENTERED COUNT: 00003        ENTERED AMOUNT: 00000000200.00

             COMPUTED COUNT: 00002       COMPUTED AMOUNT: 00000000200.00

 

          PAYMENT DIST TYPE:

              DISB METH IND:

                    USER ID: SYSUSER     LAST NAME, FIRST NAME

                 USER CLASS: 17

 
 
 

 WARNING....BATCH NOT IN BALANCE

 COMPUTED TRANSACTIONS HAVE POSTED

 F1-HELP      F2-RECALL BATCH  F3-DEL HDR    F6-RELEASE   F7-DETAILS F8-DOC TRK

 F9-INTERRUPT F10-HOLD         F11-HDR ENTRY F12-HEADERS  CLEAR-EXIT

Pressing   F2   retrieves the 510 screen.

Press   F2   again to retrieve the 511 screen, which enables the user to change the number of entered transactions to 2.

Example:

 S511   UC: 10                   STATE OF OREGON              05/15/14 08:35 AM

 LINK TO:                     CHANGE BATCH HEADER                          PROD

 

  ENTER CHANGES – PRESS SAVE KEY TO UPDATE OR CANCEL KEY TO CANCEL

 

               BATCH AGENCY: 101

                 BATCH DATE: 051314

                 BATCH TYPE: 3

               BATCH NUMBER: 200

 

            BATCH BALANCING:

              ENTERED COUNT: 00002        ENTERED AMOUNT: 00000000200.00

             COMPUTED COUNT: 00002       COMPUTED AMOUNT: 00000000200.00

            BATCH EDIT MODE: 2

          PAYMENT DIST TYPE:

              DISB METH IND:

             EFFECTIVE DATE: 050914

                    USER ID: SYSUSER     LAST NAME, FIRST NAME

                 USER CLASS: 17

 
 
 
 

 F1-HELP  F9-INTERRUPT  F10-SAVE  F12-CANCEL  CLEAR-EXIT

Press  F10  to save the change and return to the 510 screen. Press   F6   to balance the corrected batch. The system retrieves the 502 screen, which identifies that the batch is now in balance. Press   F6   again to release the batch.

Press  F11  to recall the 500 screen for additional transaction processing, or press  Pause/Break  (Clear) to exit to the Financial Data Entry Menu.

 

3-4      Transaction Split Data Entry

Recurring Transaction Subsystem allows fixed transaction schedules and coding blocks to be stored and accessed to automatically generate transactions. Recurring Transaction Indexes (RTIs) are maintained in the 550 profile. This profile is used to record data elements required for establishing traditional and split RTIs.

Traditional, non-split recurring transactions (RTI type R) are used for those payments which recur regularly in the same amount, such as rent payments, or periodic or monthly accruals. Traditional recurring transactions can also be used for coding block retrieval when entering transactions on the transaction entry screens. These transactions are allocated by specified dollar amounts or percents. See Chapter 8 of this guide and Reference Manual, Chapter 7 for discussion of traditional recurring transactions.

Split recurring transactions (RTI type s) allocate a percentage of a specified amount across multiple funds or appropriations. This process provides the capability for splitting any type of transaction, such as revenues, expenditures, pre-encumbrances, and encumbrances. The Transaction Split process is designed to reduce the manual effort necessary for repetitive posting of like transactions.

This chapter discusses the procedures for setting up RTIs for transaction split, followed by examples of transaction data entry and financial table inquiry.

 

Recurring Transaction Profile

The 550 profile is accessed by selecting the Financial Data Entry (FIN) option from the Main Menu and then selecting option 550 from the submenu or pressing the related function key. The 550 profile is shown below.  You may also type 550 into the LINK TO: field and press Enter.

Example:

 S550   UC: 17                   STATE OF OREGON              05/15/14 11:23 AM

 LINK TO:                 RECURRING TRANSACTION PROFILE                    PROD

 

 AGENCY:       TRANS NO:                             RTI:         RTI TYPE: R

 USER ID: SYSUSER         DESCRIPTION:

 GENERATE SCHEDULE (MMDD) - 1:            2:       3:       4:

  BATCH - AGY:            TYPE:      DOC DATE:            SERV DATE:

  CUR DOC/SFX:                REF DOC/SFX:                FINANCIAL AGY:

   TRANS CODE:

        INDEX:

          PCA:

 COMP/AGY OBJ:

       AMOUNT:                RVS:   DISCOUNT:                   FUND OVRD:

      DOC AMT:                DOC AGY:

  % ALLOCATED:                PDT:      MOD:     APPN YEAR:      APPN NO:

         FUND:            GL ACCT/AGY:                  G38:

  GRANT NO/PH:            SUBGRANTEE:                   PROJ NO/PH:

         MPCD:            AGY CD - 1:            2:           3:

      VEND/MC:                                           STATUS CODE: A

  EFF START DATE: 05162014   EFF END DATE:            LAST PROC DATE:

 
 

 F1-HELP   F3-DELETE   F4-EDIT  F5-NEXT TRANS NO  F8-NEXT FOR RTI  F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR       F12-RTI COMPLETE  ENTER-INQUIRE    CLEAR-EXIT

The elements on this profile are described below:

◾ Agency – Each agency maintains its own profiles. This field defaults to the user’s security agency.

◾ Transaction Number – A user-defined number that uniquely identifies each recurring transaction defined within an RTI.

◾ Recurring Transaction Index (RTI) – A user-defined coding block which, when entered on a transaction, identifies the elements to be split or looked up by the RTI and the percentage allocation. Between one and ten coding blocks (splits) can be assigned to one unique RTI.

◾ RTI Type – Valid values are:

R
S


Regular (traditional) non-split transaction
Split transaction

The indicator defaults to R. The user must change the type to s when establishing split RTIs. All transactions within a given RTI must have the same RTI type.

◾ Coding Block – These classification elements are allowed on a split transaction RTI:

Index
PCA
Fund
Appropriation Number
Appropriation Year

Project Number/Phase
Grant Number/Phase
Subgrantee
Multipurpose Code
Agency Codes 1, 2, and 3

See Section 3-2 for a description of these elements.

◾ % ALLOCATED – Establishes the total percentage allocated to each transaction within a given RTI. If the RTI Type is s, this field must be entered. The figures are entered in decimal format (e.g. 0.35000 = 35%.)  The total percentage allocation must equal 1.00 (100% percent) for all transactions assigned to a RTI.

Once all of the elements have been added, the 550 profile is saved by pressing F10-SAVE. For each profile, the STATUS indicator will be I (inactive) until all the profile entries are made. Once the final profile is entered and saved, pressing F12-RTI COMPLETE will change the status of the entire RTI to STATUS A (active).

 

Common Uses of Transaction Split

The RTI Split Process is used by agencies in a variety of ways. Some agencies use Grants to lookup RTIs that split across Funds and Appropriation Numbers. In other instances, PCAs will look up RTIs that split Funds, Appropriation Numbers and various other classification structure elements.

 

Transaction Split by Program and Organization

The RTI Split Process is also used for splitting across multiple Programs and Organizations. An example of splitting across Programs would be payroll transactions where an individual’s salary is split across multiple programs (PCAs).

When a PCA looks up an RTI that splits across PCAs or Indexes, all classification elements (e.g., Fund, Appropriation Number) required on the Transaction Code should be entered on the Transaction Entry screen, looked up by the Index or Grant, entered on the Transaction Entry screen or looked up by the RTI

As a general rule, when the PCA or Index looks up an RTI that splits across Programs or Organizations, classification elements should be blank on the original Index and PCA profiles. This is because the PCAs or Indexes looked up by the RTI will override the original interfaced (or input) PCA or Index. The resulting split transactions will post using only the elements that are looked up by the RTI.

 

Establishing the 550 profile

The following example illustrates the steps taken by Agency 101 to establish a Transaction Split RTI. This RTI will split across Program Cost Accounts allocated as follows: 20% to PCA 11100, 45% to PCA 21110, and 35% to PCA 41200. The profile records are established using RTI CPY-01 and Transaction Numbers 060001, 060002 and 060003 respectively.

Example:

 S550   UC: 17                   STATE OF OREGON              05/15/14 11:51 AM

 LINK TO:                 RECURRING TRANSACTION PROFILE                    PROD

 

 AGENCY: 101   TRANS NO: 060001                      RTI: CPY-01  RTI TYPE: S

 USER ID: SYSUSER         DESCRIPTION:

 GENERATE SCHEDULE (MMDD) - 1:            2:       3:       4:

  BATCH - AGY:            TYPE:      DOC DATE:            SERV DATE:

  CUR DOC/SFX:                REF DOC/SFX:                FINANCIAL AGY: 101

   TRANS CODE:

        INDEX:

          PCA: 11100

 COMP/AGY OBJ:

       AMOUNT:                RVS:   DISCOUNT:                   FUND OVRD:

      DOC AMT:                DOC AGY:

  % ALLOCATED: 0.20000        PDT:      MOD:     APPN YEAR:      APPN NO:

         FUND:            GL ACCT/AGY:                  G38:

  GRANT NO/PH:            SUBGRANTEE:                   PROJ NO/PH:

         MPCD:            AGY CD - 1:            2:           3:

      VEND/MC:                                           STATUS CODE: I

  EFF START DATE: 05162014   EFF END DATE:            LAST PROC DATE:

 Z01 RECORD SUCCESSFULLY ADDED

 

 F1-HELP   F3-DELETE   F4-EDIT  F5-NEXT TRANS NO  F8-NEXT FOR RTI  F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR       F12-RTI COMPLETE  ENTER-INQUIRE    CLEAR-EXIT

The first profile entry for RTI CPY-01 posted successfully; however, the record’s status code is set to I (inactive). A new 550 profile record must be established for each of the other two RTI components. Each component is made unique by manually incrementing the Transaction Number.

The second transaction for RTI CPY-01 is shown below:

Example:

 S550   UC: 17                   STATE OF OREGON              05/15/14 11:51 AM

 LINK TO:                 RECURRING TRANSACTION PROFILE                    PROD

 

 AGENCY: 101   TRANS NO: 060002                      RTI: CPY-01  RTI TYPE: S

 USER ID: SYSUSER         DESCRIPTION:

 GENERATE SCHEDULE (MMDD) – 1:            2:       3:       4:

  BATCH - AGY:            TYPE:      DOC DATE:            SERV DATE:

  CUR DOC/SFX:                REF DOC/SFX:                FINANCIAL AGY: 101

   TRANS CODE:

        INDEX:

          PCA: 21110

 COMP/AGY OBJ:

       AMOUNT:                RVS:   DISCOUNT:                   FUND OVRD:

      DOC AMT:                DOC AGY:

  % ALLOCATED: 0.45000        PDT:      MOD:     APPN YEAR:      APPN NO:

         FUND:            GL ACCT/AGY:                  G38:

  GRANT NO/PH:            SUBGRANTEE:                   PROJ NO/PH:

         MPCD:            AGY CD - 1:            2:           3:

      VEND/MC:                                           STATUS CODE: I

  EFF START DATE: 05162014   EFF END DATE:            LAST PROC DATE:

Z01 RECORD SUCCESSFULLY ADDED

 

 F1-HELP   F3-DELETE   F4-EDIT  F5-NEXT TRANS NO  F8-NEXT FOR RTI  F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR       F12-RTI COMPLETE  ENTER-INQUIRE    CLEAR-EXIT

The third transaction is shown below:

Example:

 S550   UC: 17                   STATE OF OREGON              05/15/14 11:52 AM

 LINK TO:                 RECURRING TRANSACTION PROFILE                    PROD

 

 AGENCY: 101   TRANS NO: 060003                      RTI: CPY-01  RTI TYPE: S

 USER ID: SYSUSER         DESCRIPTION:

 GENERATE SCHEDULE (MMDD) - 1:            2:       3:       4:

  BATCH - AGY:            TYPE:      DOC DATE:            SERV DATE:

  CUR DOC/SFX:                REF DOC/SFX:                FINANCIAL AGY: 101

   TRANS CODE:

        INDEX:

          PCA: 41200

 COMP/AGY OBJ:

       AMOUNT:                RVS:   DISCOUNT:                   FUND OVRD:

      DOC AMT:                DOC AGY:

  % ALLOCATED: 0.35000        PDT:      MOD:     APPN YEAR:      APPN NO:

         FUND:            GL ACCT/AGY:                  G38:

  GRANT NO/PH:            SUBGRANTEE:                   PROJ NO/PH:

         MPCD:            AGY CD - 1:            2:           3:

      VEND/MC:                                           STATUS CODE: I

  EFF START DATE: 05162014   EFF END DATE:            LAST PROC DATE:

Z01 RECORD SUCCESSFULLY ADDED

 

 F1-HELP   F3-DELETE   F4-EDIT  F5-NEXT TRANS NO  F8-NEXT FOR RTI  F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR       F12-RTI COMPLETE  ENTER-INQUIRE    CLEAR-EXIT

Once all of these components have been entered and saved, the user must press  F12  – RTI COMPLETE to activate all the transaction profiles for this RTI. R⋆STARS will change the status code to A if the total RTI Percentage Allocated equals 1.00 (100 percent). The activation of RTI CPY-01 is illustrated below:

Example:

 S550   UC: 17                   STATE OF OREGON              05/15/14 11:52 AM

 LINK TO:                 RECURRING TRANSACTION PROFILE                    PROD

 

 AGENCY: 101   TRANS NO: 060003                      RTI: CPY-01  RTI TYPE: S

 USER ID: SYSUSER         DESCRIPTION:

 GENERATE SCHEDULE (MMDD) - 1:            2:       3:       4:

  BATCH - AGY:            TYPE:      DOC DATE:            SERV DATE:

  CUR DOC/SFX:                REF DOC/SFX:                FINANCIAL AGY: 101

   TRANS CODE:

        INDEX:

          PCA: 41200

 COMP/AGY OBJ:

       AMOUNT:                RVS:   DISCOUNT:                   FUND OVRD:

      DOC AMT:                DOC AGY:

  % ALLOCATED: 0.35000        PDT:      MOD:     APPN YEAR:      APPN NO:

         FUND:            GL ACCT/AGY:                  G38:

  GRANT NO/PH:            SUBGRANTEE:                   PROJ NO/PH:

         MPCD:            AGY CD – 1:            2:           3:

      VEND/MC:                                           STATUS CODE: A

  EFF START DATE: 05162014   EFF END DATE:            LAST PROC DATE: 05162014

TRANSACTIONS SUCCESSFULLY ACTIVATED

 
 

 F1-HELP   F3-DELETE   F4-EDIT  F5-NEXT TRANS NO  F8-NEXT FOR RTI  F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR       F12-RTI COMPLETE  ENTER-INQUIRE    CLEAR-EXIT

If a user attempts to post a transaction that includes an inactive RTI while processing transactions in edit mode 2,  the transaction will not post and an error message will be displayed indicating that the RTI must exist in the 550 profile. Also, if an RTI has been activated and one of the records on the 550 profile is subsequently changed or deleted in such a way that the percent allocated no longer equals 1.00, R⋆STARS will automatically inactivate all records assigned to that RTI.

 

Transaction Split Processing

The Transaction Split process was designed to support up to 3 levels of lookups. For example, if a PCA is entered on the Transaction Entry screen, the PCA can look up an RTI that splits across multiple Programs (PCAs). Each of these PCAs can look up various Funds, Appropriation Numbers, Grants, Projects, etc.

The split RTI must either be entered on the transaction or looked up by any of the following elements:

◾ PCA

◾ Grant/Phase

◾ Project/Phase

If more than one of the above elements is entered on the transaction, each element looks up a different RTI.

An example of PCA 41201 created to look up RTI CPY-01 is shown below.

Example:

 S026   UC: 10                   STATE OF OREGON              05/15/14 09:56 AM

 LINK TO:                PROGRAM COST ACCOUNT PROFILE                      PROD

 
 
 

        AGENCY: 101     APPN YEAR: 15    PCA: 41201

 

      PCA TYPE: D           TITLE: DAS-IRMD-GGDC-OPS-COPYSPLT-RTI

 

  PROGRAM CODE: 4120    PCA GROUP:             AGY BUD PRG LEVEL IND: 4

 FUNCTION CODE:                               AGY BUD FUNC LEVEL IND:

   NACUBO FUND:               NACUBO SUBFUND:

     APPN NUMB: _____                   FUND: ____             INDEX: _____

 
 

   GRANT NO/PH:                PROJECT NO/PH:                    RTI: CPY-01

        MPCODE:                    AGENCY CODE – 1:       2:       3:

 

 GRANT REQ IND: N         &     PROJECT REQ IND: N

                                                           STATUS CODE: A

 EFF START DATE: 05162014    EFF END DATE:              LAST PROC DATE: 05162014

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP F3-DEL F5-NEXT F9-INT F10-SAVE F11-SAVE/CLEAR ENTER-INQ CLEAR-EXIT

Since the elements in the split entry RTI are from different funds and appropriations, these elements must be left out of the PCA. The RTI Coding Block elements cannot be overridden. If any elements of the RTI conflict with elements from the PCA, the transactions will not process. For example, an Appropriation is entered on the Transaction Entry screen along with a PCA that calls up an RTI that splits across different Appropriation Numbers  If the Appropriation is not included in the RTI, the 518 – Split transaction Inquiry screen will appear showing ERROR CODE: EAL – CAN'T OVERRD APPR NO for that transaction.

 

Entering Split Transactions

Split transactions can be entered on any of the financial transaction entry screens following the same procedures as non-split transactions. These screens, as well as the coding instructions for completing a batch header and entering on-line and batch transactions, are discussed in Section   3-2.

To enter a split transaction:

1. Select the appropriate Batch Type based on the type of transaction to be entered and complete the Batch Header.

2. Once the Transaction Entry screen is displayed, enter the T-Code and any other elements required by the T-Code (e.g., Index, Comptroller Object, and Transaction Amount).

3. If one of the data elements (such as the PCA or Project/Phase) is capable of looking up the RTI, enter that element.

- OR -

If you know which RTI is needed, enter it in the RTI: field.

When all data has been entered, press   F4   to edit the data or, alternatively, press  F10  to save the data. Note: Although the   F3   RTI key is visible on any of the transaction entry screens, this function key is only valid when using an R Type RTI to retrieve a coding block defined in the 550 profile. It cannot be used with split RTIs.

Example – Entering Split Transactions – Edit Mode 2

The following example illustrates the steps taken by Agency 101 to post encumbrance transactions that will be split across three different funds and appropriations according to the percentages allocated in RTI CPY-01.

The Batch Header is entered using Batch Type 3 and Edit Mode 2.

Example:

 S500   UC: 17                   STATE OF OREGON               05/15/14 11:49 AM

 LINK TO:                      BATCH HEADER ENTRY                           PROD

 

           BATCH AGENCY: 101              (SIGN ON AGENCY)

             BATCH DATE: 051314           (MMDDYY, DEFAULTS TO TODAYS DATE)

             BATCH TYPE: 3

           BATCH NUMBER: 001

 

            BATCH COUNT: 3                BATCH AMOUNT: 2000.00

 

        BATCH EDIT MODE: 2                (0=NO EDIT/POST, 1=EDIT, 2=EDIT/POST)

      PAYMENT DIST TYPE:                  (MUST BE IN D50 PDT PROFILE)

          DISB METH IND:                  (H, M, R, E OR SPACE)

         EFFECTIVE DATE:                  (MMDDYY, DEFAULTS TO TODAYS DATE)

             FAST ENTRY:                  (M/S/I/P/ )

                USER ID: SYSUSER          LAST NAME, FIRST NAME

             USER CLASS: 17

     ACTION CODE AGENCY:

            ACTION CODE:

 
 
 
 

 F1-HELP    F9-INTERRUPT    F10/F11-SAVE    CLEAR-EXIT

Note:  If the user chooses to enter a batch count and batch amount, the count and amount must reflect the total of the split transactions ONLY. In the example, the split transaction is entered for $2,000 that will split into 3 transactions. Therefore, the batch count and batch amount will be 3 and $2,000, respectively. If the batch count and amount are left blank, the system will automatically calculate the values.

In the following example, Batch type 3 invokes the 505 screen. All elements required by the T-Code are entered. The previously established PCA 41201 will look up RTI CPY-01.

Example:

 S505   UC: 17                   STATE OF OREGON              05/15/14 11:54 AM

 LINK TO:             PRE-ENC/ENC/EXPEND TRANSACTION ENTRY      NOTE: N    PROD

 BATCH: AGENCY 101 DATE 012009 TYPE 3 NO 001 SEQ NO 00001 MODE EDIT AND POST

 DOC DATE:          EFF DATE: 051414  DUE DATE: 051414  SERV DATE:

  CUR DOC/SFX: EE000275 001  REF DOC/SFX:               MOD:    AGENCY: 101

   TRANS CODE: 203       ENCUMBRANCE NOT PRE-ENCUMB(NON-ADPICS)

        INDEX: 42000     DATA CENTER

          PCA: 41201     COPY CENTER – RTI                         AY: 15

 COMP/AGY OBJ: 4202 4202 EQUIPMENT RENTAL

       AMOUNT: 00000002000.00 RVS:    DISC:                1099: 1 FO:   PDT:

 DOC COUNT: 00000 DOC AMT:  0000002000.00 DOC AGY: 927 CI:    PROP #:

       INV NO:                DT:           DESC:

 VEND/MC: 1930524553 000  NM: AMERICAN BUSINESS MACHINES

 CONT NO:             ADDR 1: 2720 SW CORBETT

 WARR NO:             ADDR 2:

 APPN NO: 31501       ADDR 3:

    FUND: 1100        ADDR 4:

 GL AC/AGY:               CITY: PORTLAND             ST: OR  ZIP: 97201

  GRANT NO/PH:            SUB GRANTEE:                PROJ NO/PH:

 MPCD:               AGY CD-1:      2:      3:        G38:           RTI: CPY-01

 
 

 F1-HELP  F3-RTI  F4-EDIT F5-NEXT RTI TRANS F6-BALANCING F7-DETAILS F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR  F12-HEADERS   CLEAR-EXIT

Once all data has been entered,   F4   is pressed to edit the transaction (optional) then  F10  to edit, save and post the transaction. The transaction is posted to the Internal Transaction File, Accounting Event Table and all applicable financial tables. The input transaction must be error free before further processing and splitting occurs. If either   F4   or  F10  is pressed and the parent transaction contains data edit errors (e.g., Invalid Index, Document Number Required), some of the looked-up fields will be displayed as well as the related error codes and messages. Press  F10  after all data edit errors have been corrected.

If there are errors associated with the RTI (e.g., RTI looks up an invalid fund or appropriation), R⋆STARS automatically interrupts to the 518 screen to view the resulting errors. This screen displays two lines of data elements and corresponding error codes for each generated transaction. The details of each split transaction and their associated error codes and messages can be selected from this screen by placing an S in the select field of the transaction to be viewed and pressing   F2  .

 

An example of the 518 screen is shown below. Assume RTI CPY-01 contains two splits with no PCA and an invalid fund (1500) and appropriation (31556). R⋆STARS will successfully split the second transaction but will fail on the first and third transaction when it tries to post. None of the transactions are posted due to the errors. Even correctly entered transactions in the split are reversed.

Example:

 S518   UC: 17                   STATE OF OREGON              05/15/14 01:22 PM

 LINK TO:                  SPLIT TRANSACTION INQUIRY                       PROD

 ACTIVE

 BATCH: AGENCY 101 DATE 012009 TYPE 4 NO 101 SEQ NO 00001

 

 S SEQNO AGY RTI    FUND  APPN AY  GRANT/PH PROJECT/PH   INDEX      ERRORS

             PCA     SUBGRANTEE    MULTI CODE ACD1 ACD2  ACD3

   00001 101 CPY-01 1100 31501 07                        42000

             41201                                      00652

   00002            1200 31556 07                        42000   EAL EAK

             41201                                      00652

   00003            1100 31501 07                        21100

             21110                                      00652

   00004            1500 31556 07                        42000   EAL EAK

             41201                                      00652

 
 
 
 
 
 

 NO MORE RECORD(S) FOUND

 

 F1-HELP  F2-VIEW DET  F3-DELETE  F7-PRIOR PAGE  F8-NEXT PAGE  F9-INT  ENTER-INQ

The user can select the transaction in error and press   F2   to view the detail of the transaction and the error messages:

Example:

 S505   UC: 17                   STATE OF OREGON              05/15/14 01:44 PM

 LINK TO:             PRE-ENC/ENC/EXPEND TRANSACTION ENTRY      NOTE: N    PROD

 BATCH: AGENCY 101 DATE 051414 TYPE 3 NO 101 SEQ NO 00002 MODE EDIT AND POST

 DOC DATE:          EFF DATE: 051414  DUE DATE: 051414  SERV DATE:

  CUR DOC/SFX: EE000276 001  REF DOC/SFX:               MOD:    AGENCY: 101

   TRANS CODE: 203

        INDEX: 42000

          PCA: 41201                                               AY: 15

 COMP/AGY OBJ: 4202 4202

       AMOUNT: 00000000400.00 RVS:    DISC: 00000000000.00 1099: 1 FO:   PDT: MA

 DOC COUNT: 00000 DOC AMT: 00000000000.00 DOC AGY: 101 CI:    PROP #:

       INV NO:                DT:           DESC:

 VEND/MC: 1930524553 000  NM: AMERICAN BUSINESS MACHINES

 CONT NO:             ADDR 1: 2720 SW CORBETT

 WARR NO:             ADDR 2:

 APPN NO: 31556       ADDR 3:

    FUND: 1200        ADDR 4:

 GL AC/AGY:               CITY: PORTLAND             ST: OR  ZIP: 97201

  GRANT NO/PH:            SUB GRANTEE:                PROJ NO/PH:

 MPCD:               AGY CD-1:      2:      3: 00652  G38:           RTI: CPY-01

 EAL CANNOT OVERRIDE APPN EAK CANNOT OVERRIDE FUND

 

 RECORD SUCCESSFULLY RECALLED

 F1-HELP  F3-RTI  F4-EDIT F5-NEXT RTI TRANS F6-BALANCING F7-DETAILS F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR  F12-HEADERS   CLEAR-EXIT

   F6   is pressed to return to the 518 screen, then   F9   to interrupt to the original Transaction Entry screen to correct the errors. A message is displayed indicating

TRANSACTION HAS ERRORS – PLEASE CORRECT.

Example:

 S505   UC: 17                   STATE OF OREGON              05/15/14 01:44 PM

 LINK TO:             PRE-ENC/ENC/EXPEND TRANSACTION ENTRY      NOTE: N    PROD

 BATCH: AGENCY 101 DATE 051414 TYPE 3 NO 101 SEQ NO 00002 MODE EDIT AND POST

 DOC DATE:          EFF DATE: 051414  DUE DATE: 051414  SERV DATE:

  CUR DOC/SFX: EE000276 001  REF DOC/SFX:               MOD:    AGENCY: 101

   TRANS CODE: 203

        INDEX: 42000

          PCA: 41201                                               AY: 15

 COMP/AGY OBJ: 4202 4202

       AMOUNT: 00000000400.00 RVS:    DISC: 00000000000.00 1099: 1 FO:   PDT: MA

 DOC COUNT: 00000 DOC AMT: 00000000000.00 DOC AGY: 101 CI:    PROP #:

       INV NO:                DT:           DESC:

 VEND/MC: 1930524553 000  NM: AMERICAN BUSINESS MACHINES

 CONT NO:             ADDR 1: 2720 SW CORBETT

 WARR NO:             ADDR 2:

 APPN NO: 31556       ADDR 3:

    FUND: 1200        ADDR 4:

 GL AC/AGY:               CITY: PORTLAND             ST: OR  ZIP: 97201

  GRANT NO/PH:            SUB GRANTEE:                PROJ NO/PH:

 MPCD:               AGY CD-1:      2:      3: 00652  G38:           RTI: CPY-01

 TRANSACTION HAS ERRORS – PLEASE CORRECT

 

 RECORD SUCCESSFULLY RECALLED

 F1-HELP  F3-RTI  F4-EDIT F5-NEXT RTI TRANS F6-BALANCING F7-DETAILS F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR  F12-HEADERS   CLEAR-EXIT

The correction is made from the Transaction Entry screen by linking to the 550 profile and removing the incorrect coding from the transaction. Once the error has been corrected,   F9   is pressed to interrupt back to the Transaction Entry screen. Then  F10  is pressed to save the transaction.

Example:

 S505   UC: 17                   STATE OF OREGON              05/15/14 02:23 PM

 LINK TO:             PRE-ENC/ENC/EXPEND TRANSACTION ENTRY      NOTE: N    PROD

 BATCH: AGENCY 101 DATE 051414 TYPE 3 NO 101 SEQ NO 00002 MODE EDIT AND POST

 DOC DATE:          EFF DATE: 051414  DUE DATE: 051414  SERV DATE:

  CUR DOC/SFX: EE000276 001  REF DOC/SFX:               MOD:    AGENCY: 101

   TRANS CODE: 203      ENCUMBRANCE NOT PRE-ENCUMB(NON-ADPICS)

        INDEX:

          PCA: 11100     ADMINISTRATION                            AY: 15

 COMP/AGY OBJ: 4202 4202 EQUIPMENT RENTAL

       AMOUNT: 00000000400.00 RVS:    DISC: 00000000000.00 1099: 1 FO:   PDT: MA

 DOC COUNT: 00003 DOC AMT:  0000002000.00 DOC AGY: 101 CI:    PROP #:

       INV NO:                DT:           DESC:

 VEND/MC: 1930524553 000  NM: AMERICAN BUSINESS MACHINES

 CONT NO:             ADDR 1: 2720 SW CORBETT

 WARR NO:             ADDR 2:

 APPN NO:             ADDR 3:

    FUND:             ADDR 4:

 GL AC/AGY:               CITY: PORTLAND             ST: OR  ZIP: 97201

  GRANT NO/PH:            SUB GRANTEE:                PROJ NO/PH:

 MPCD:               AGY CD-1:      2:      3:        G38:           RTI: CPY-01

 

 TRANSACTION SUCCESSFULLY UPDATED

 F1-HELP  F3-RTI  F4-EDIT F5-NEXT RTI TRANS F6-BALANCING F7-DETAILS F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR  F12-HEADERS   CLEAR-EXIT

If no additional errors occur, the transaction will successfully post and split. The batch sequence number will increment and the screen is ready for another transaction.

Pressing   F7   invokes the 520 screen to view the details of the batch:

Example:

 S520   UC: 17                   STATE OF OREGON              05/15/14 08:45 AM

 LINK TO:                         VIEW A BATCH                             PROD

 

 BATCH ID: AGENCY 101 DATE 051314 TYPE 3 NO 001 SEQUENCE 00001   ERRORS I/E:

 MODE EDIT & POST     EFF DATE 051414     STATUS P       PRINTER ID:

 

 S P  SEQ  CUR DOC/SFX  REF DOC/SFX  M AGY TC  INDEX  PCA  AY         AMOUNT R

   Y 00001 EE000276 001                101 203       41201 07        2000.00

     00002 EE000276 001                101 203 11000 11100 07         400.00

     00003 EE000276 001                101 203 21100 21110 07         900.00

     00004 EE000276 001                101 203 42000 42200 07         700.00

 
 
 
 
 
 
 

    ENTERED COUNT: 00003                      ENTERED AMOUNT: 00000002000.00

   COMPUTED COUNT: 00003                     COMPUTED AMOUNT: 00000002000.00

 NO MORE DETAILS IN THIS BATCH

 

 F1-HELP  F2-SELECT  F4-PRINT F5-DOC TRACK F6-BALANCING F7-PRIOR PG F8-NEXT PG

 F9-INTERRUPT  F11-CORRECT BATCH  F12-HEADERS  ENTER-FIRST PAGE  CLEAR-EXIT

R⋆STARS assigns a Y in the parent (P) field to indicate the entered transaction. The remaining transactions are split transactions. Although the Parent transaction is displayed here, the transaction as it was entered no longer exists after the transaction is successfully split. No Accounting Event record is created for the parent transaction and it has no impact on the financial tables. Only the split transactions, known as the children, are reflected in the Accounting Event and impact all applicable financial tables.

 

Split Transaction Inquiry

Split transactions can be viewed and inquired upon in the same manner as non-split transactions. The following screens illustrate the records posted for the split transactions demonstrated above, using the 64 – Document Record Inquiry, 86 – Document Transaction Inquiry and 84 – Accounting Event Inquiry screens.

Example – Document Record Inquiry

A detail record is created for each split transaction ($4,800/$1,600/$700). Each split transaction posts to the same Document No/Suffix, and is incremented by the class sequence number as depicted below in this example of the 64 screen:

Example:

 S064   UC: 10                   STATE OF OREGON              05/15/14 01:13 PM

 LINK TO:                   DOCUMENT RECORD INQUIRY                        PROD

 

         AGY: 101  DOC NO/SFX/CLASS: EE000276 001 001

 

 CREATE DATE: 051314   CLOSE DATE:

    INQ TYPE: MC     (MA, YA, MY, YY, MC, YC)

    INQ YEAR: 14            INQ MONTH: 11      DOC BALANCE:            400.00

 

 BT       TITLE                  AMOUNT  BT       TITLE                  AMOUNT

 01 ORIG AMOUNT                  400.00

 
 
 
 
 
 
 
 
 
 
 
 

 F1-HELP       F5-NEXT       F9-INTERRUPT       ENTER-INQUIRE       CLEAR-EXIT

Pressing   F5   scrolls through the remaining records for this document. The CLASS number will increment by one for each split transaction posted to the DOC NO/SFX as shown on the following two screens:

Example:

 S064   UC: 10                   STATE OF OREGON              05/15/14 01:13 PM

 LINK TO:                   DOCUMENT RECORD INQUIRY                        PROD

 

         AGY: 101  DOC NO/SFX/CLASS: EE000276 001 002

 

 CREATE DATE: 051314   CLOSE DATE:

    INQ TYPE: MC     (MA, YA, MY, YY, MC, YC)

    INQ YEAR: 14            INQ MONTH: 11      DOC BALANCE:            900.00

 

 BT       TITLE                  AMOUNT  BT       TITLE                  AMOUNT

 01 ORIG AMOUNT                  900.00

 
 
 
 
 
 
 
 
 
 
 
 

 F1-HELP       F5-NEXT       F9-INTERRUPT       ENTER-INQUIRE       CLEAR-EXIT

Example:

 S064   UC: 10                   STATE OF OREGON              05/15/14 01:13 PM

 LINK TO:                   DOCUMENT RECORD INQUIRY                        PROD

 

         AGY: 101  DOC NO/SFX/CLASS: EE000276 001 003

 

 CREATE DATE: 051314   CLOSE DATE:

    INQ TYPE: MC     (MA, YA, MY, YY, MC, YC)

    INQ YEAR: 14            INQ MONTH: 11      DOC BALANCE:            700.00

 

 BT       TITLE                  AMOUNT  BT       TITLE                  AMOUNT

 01 ORIG AMOUNT                  700.00

 
 
 
 
 
 
 
 
 
 
 
 

 F1-HELP       F5-NEXT       F9-INTERRUPT       ENTER-INQUIRE       CLEAR-EXIT

Example – Document/Accounting Event Record Inquiry

The 86 screen is used to inquire on the Document Number for the Split Transaction. Using the example transaction for RTI CPY-01, a record is generated for each sequence number in the Batch.

Example:

 S064   UC: 10                   STATE OF OREGON              05/15/14 03:28 PM

 LINK TO:                   DOCUMENT RECORD INQUIRY                        PROD

 

         AGY: 101  DOC NO/SFX/CLASS: EE027907 001 002

 

 CREATE DATE: 051214   CLOSE DATE:

    INQ TYPE: MC     (MA, YA, MY, YY, MC, YC)

    INQ YEAR: 14            INQ MONTH: 11      DOC BALANCE:         13,950.27

 

 BT       TITLE                  AMOUNT  BT       TITLE                  AMOUNT

 01 ORIG AMOUNT               35,950.00

 02 ADJUSTMENT                18,009.17-

 03 LIQUIDATIONS               3,990.56

 04 PYMT/COLLECTIONS           3,990.56

 
 
 
 
 
 
 
 
 

 F1-HELP       F5-NEXT       F9-INTERRUPT       ENTER-INQUIRE       CLEAR-EXIT

Note that there is no record found for the parent transaction (#00001) since no accounting records are effected. Tab to the s column entry field for transaction #00002, type s and  Enter . This invokes the 84 screen and displays the transaction detail.

Example:

 S084   UC: 10                   STATE OF OREGON              05/15/14 01:16 PM

 LINK TO:                ACCOUNTING EVENT RECORD INQUIRY                   PROD

 

 BATCH: AGENCY 101 DATE 051314 TYPE 3 NO 001 SEQ NO 00002 REC TYPE: A STATUS: A

 

 GL: DR1 2735 CR1 3011 DR2      CR2      DR3      CR3      DR4      CR4

 DOC AGY: 101  DOC DATE:         EFF DATE: 051414  DUE DATE: 051414

  SERV DATE:        CUR DOC/SFX/CLASS: EE000276 001 001 MOD:

                    REF DOC/SFX/CLASS:                  AGENCY: 101

   TRANS CODE: 203 INDEX: 11000  PCA: 11100 AY: 15     COMP/AGY OBJ: 4202 4202

       AMOUNT:         400.00   RVS:   DISCOUNT:            .00   FO:   PDT:

           CI:   PROP #:            1099: 1   INV-NO:                DT:

 VEND/MC: 1930524553 000 DESC:

 NAME: AMERICAN BUSINESS MACHINES                       CONT NO:

 CITY: PORTLAND             ST: OR ZIP: 97201               RTI: CPY-01

 PMT-NO:           DT:        AP NO: 31501 FUND: 1110    AGY GL:

  GRANT NO/PH:              SUB GRANTEE:                 PROJ NO/PH:

 MPCD:                AGY CD-1:      2:      3: 00652     CASH FUND: 15000

 G38-TRANSFER:                  PMT TYPE:   INT TM:  0.000 BANK:

 DISC-DT:        TM:    PEN-DT:        TM:    PEN AMT:            .00

 LAST PROC – DT: 05142014 TIME: 1311 ORIG SEQ NO: 00001   APPROVAL DT: 051414

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP   F2-85   F3-PRIOR INQ   F4-PRIOR   F5-NEXT  F7-86  F9-INT ENTER-INQ

The original (parent) Sequence Number is referenced on all split transactions in the ORIG SEQ NO: field. Pressing   F5   advances to the remaining records for this batch. The last Sequence Number is 00004.

Example:

 S084   UC: 10                   STATE OF OREGON              05/15/14 01:16 PM

 LINK TO:                ACCOUNTING EVENT RECORD INQUIRY                   PROD

 

 BATCH: AGENCY 101 DATE 051314 TYPE 3 NO 001 SEQ NO 00003 REC TYPE: A STATUS: A

 

 GL: DR1 2735 CR1 3011 DR2     CR2      DR3      CR3      DR4      CR4

 DOC AGY: 101  DOC DATE:         EFF DATE: 051414  DUE DATE: 051414

  SERV DATE:        CUR DOC/SFX/CLASS: EE000276 001 002 MOD:

                    REF DOC/SFX/CLASS:                  AGENCY: 101

   TRANS CODE: 203 INDEX: 21100  PCA: 21110 AY: 15     COMP/AGY OBJ: 4202 4202

       AMOUNT:         900.00   RVS:   DISCOUNT:            .00   FO:   PDT:

           CI:   PROP #:            1099: 1   INV-NO:                DT:

 VEND/MC: 1930524553 000 DESC:

 NAME: AMERICAN BUSINESS MACHINES                       CONT NO:

 CITY: PORTLAND             ST: OR ZIP: 97201               RTI: CPY-01

 PMT-NO:           DT:        AP NO: 31501 FUND: 1110    AGY GL:

  GRANT NO/PH:              SUB GRANTEE:                 PROJ NO/PH:

 MPCD:                AGY CD-1:      2:      3: 00652     CASH FUND: 15000

 G38-TRANSFER:                  PMT TYPE:   INT TM:  0.000 BANK:

 DISC-DT:        TM:    PEN-DT:        TM:    PEN AMT:            .00

 LAST PROC – DT: 05142014 TIME: 1311 ORIG SEQ NO: 00001   APPROVAL DT: 051414

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP   F2-85   F3-PRIOR INQ   F4-PRIOR   F5-NEXT  F7-86  F9-INT ENTER-INQ

Example:

 S084   UC: 10                   STATE OF OREGON              05/15/14 01:16 PM

 LINK TO:                ACCOUNTING EVENT RECORD INQUIRY                   PROD

 

 BATCH: AGENCY 101 DATE 051314 TYPE 3 NO 001 SEQ NO 00004 REC TYPE: A STATUS: A

 

 GL: DR1 2735 CR1 3011 DR2      CR2      DR3      CR3      DR4      CR4

 DOC AGY: 101  DOC DATE:         EFF DATE: 051414  DUE DATE: 051414

  SERV DATE:        CUR DOC/SFX/CLASS: EE000276 001 003 MOD:

                    REF DOC/SFX/CLASS:                  AGENCY: 101

   TRANS CODE: 203 INDEX: 42000  PCA: 42200 AY: 15     COMP/AGY OBJ: 4202 4202

       AMOUNT:         700.00   RVS:   DISCOUNT:            .00   FO:   PDT:

           CI:   PROP #:            1099: 1   INV-NO:                DT:

 VEND/MC: 1930524553 000 DESC:

 NAME: AMERICAN BUSINESS MACHINES                       CONT NO:

 CITY: PORTLAND             ST: OR ZIP: 97201               RTI: CPY-01

 PMT-NO:           DT:        AP NO: 31556 FUND: 1200    AGY GL:

  GRANT NO/PH:              SUB GRANTEE:                 PROJ NO/PH:

 MPCD:                AGY CD-1:      2:      3: 00652     CASH FUND: 15000

 G38-TRANSFER:                  PMT TYPE:   INT TM:  0.000 BANK:

 DISC-DT:        TM:    PEN-DT:        TM:    PEN AMT:            .00

 LAST PROC – DT: 05142014 TIME: 1311 ORIG SEQ NO: 00001   APPROVAL DT: 051414

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP   F2-85   F3-PRIOR INQ   F4-PRIOR   F5-NEXT  F7-86  F9-INT ENTER-INQ

Example – Entering Split Transactions - Edit Mode 0 or 1

Split transactions can be entered in Edit Mode 0 (no on-line editing or posting) or 1 (on-line data editing only, with fund control editing and posting performed in batch).

The following examples illustrate the entry of a receivable transaction using Batch Type 2 and Edit Mode 0. In the example, PCA 81121 looks up RTI GAS-07 (which splits 25% to each of PCAs 81120, 81130, 82120 and 82130). PCA 82130 has been inactivated for purposes of this demonstration.

Example – A Split Transaction for $3000 in Edit Mode 0

 S504   UC: 10                   STATE OF OREGON              05/15/14 04:25 PM

 LINK TO:               REVENUE/RECEIPTS TRANSACTION ENTRY      NOTE: N    PROD

 BATCH: AGENCY 101 DATE 051414 TYPE 2 NO 100 SEQ NO 00001 MODE DATA ENTRY ONLY

 DOC DATE:          EFF DATE: 051414  DUE DATE: 051414  SERV DATE:

  CUR DOC/SFX: CR000273 001  REF DOC/SFX:               MOD:    AGENCY: 101

   TRANS CODE: 103     

        INDEX: 81200

          PCA: 81121

 COMP/AGY OBJ: 0407 1008

       AMOUNT: 00000003000.00  RVS:         DESC:

  DOC COUNT: 00002  DOC AMT:  0000010000.00 DOC AGY: 101  FUND OVRD:

 VEND/MC: 1931111585 013  NM:

 PMT TYPE:   INT:       ADD1:

    BANK:               ADD2:

 DISC DT:        TM:    ADD3:

  PEN DT:        TM:    CITY:                        ST:     ZIP:

 PEN AMT:                CHECK #:                 DEPOSIT #:

 G38:                APPN NO: 31501    FUND: 1100    GL ACCT/AGY:

  GRANT NO/PH:            SUB GRANTEE:                PROJ NO/PH:

  MPCD:               AGY CD-1:      2:      3:              RTI:  SPO-2

 
 

 F1-HELP  F2-INVOICE  F3-RTI  F4-EDIT  F5-NEXT RTI TRANS F6-BALANCING F7-DETAILS

 F8-PRINT  F9-INTERRUPT  F10-SAVE  F11-SAVE/CLEAR  F12-HEADERS  CLEAR-EXIT

The system displays the message

TRANSACTION SUCCESSFULLY WRITTEN

when  F10  is pressed to save the transaction. However, since the transaction is posted in Edit Mode 0 (data entry only), the editing, splitting and posting will not occur until the nightly IEU (Input, Edit, Update) process.

Although the transaction has multiple splits, the splitting has not yet occurred and the original transaction entered is not yet flagged as parent. Details of the batch on shown on the 520 screen below by pressing   F7  :

Example:

 S520   UC: 10                   STATE OF OREGON              05/15/14 08:45 AM

 LINK TO:                         VIEW A BATCH                             PROD

 

 BATCH ID: AGENCY 101 DATE 051414 TYPE 2 NO 100 SEQUENCE 00001   ERRORS I/E:

 MODE ENTRY ONLY      EFF DATE 051414     STATUS R       PRINTER ID:

 

 S P  SEQ  CUR DOC/SFX  REF DOC/SFX  M AGY TC  INDEX  PCA  AY         AMOUNT R

     00001 CR000273 001                101 198 81200 81120 07        3000.00

 
 
 
 
 
 
 
 
 
 

    ENTERED COUNT: 00001                      ENTERED AMOUNT: 00000003000.00

   COMPUTED COUNT: 00001                     COMPUTED AMOUNT: 00000003000.00

 NO MORE DETAILS IN THIS BATCH

 

 F1-HELP  F2-SELECT  F4-PRINT F5-DOC TRACK F6-BALANCING F7-PRIOR PG F8-NEXT PG

 F9-INTERRUPT  F11-CORRECT BATCH  F12-HEADERS  ENTER-FIRST PAGE  CLEAR-EXIT

The transaction fails data editing during the split processing (because PCA 82130 has been inactivated). The split transactions are reported on the DAFR2151 Error Report and then dropped from the IT File. The user must review the DAFR2151 Error Report to find the error codes and error messages associated with each split. The parent transaction is placed on the IT file with an Edit Mode of 3 to indicate that the batch did not pass data and/or fund edits.

The 530 screen for the example batch, where the transaction failed, is displayed below:

Example:

 S530   UC: 10                   STATE OF OREGON              05/15/14 08:51 AM

 LINK TO:                      VIEW BATCH HEADERS                          PROD

 
 

 BATCH AGENCY: 101 TYPE:   I/E:

   ...BATCH ID...             EFF  ENTERED   ENTERED     COMP        COMP

 S  DATE TYP NO  STA BAL MODE   DATE  COUNT    AMOUNT      COUNT      AMOUNT

   051414 2  100  H   N   3    051414 00001 00000003000.00 00001  00000003000.00

 
 
 
 
 
 
 
 
 
 
 
 
 

 NO MORE BATCHES FOR THIS AGENCY

 F1-HELP   F2-DETAILS   F6-BALANCING   F7-PRIOR PG   F8-NEXT PG

 F9-INTERRUPT   F11-CORRECT BATCH   ENTER-FIRST PAGE   CLEAR-EXIT

 

Correction of Errors

The DAFR2151 Error Report, which is generated each time the batch process is run, displays the original transaction and all splits. The original transactions and associated splits will have a message

FB9 ERROR IN SPLIT TRAN

An error code with the specific reason the transaction failed (e.g., FUND INACTIVE) will also be displayed. The procedures for correcting errors on split transactions are virtually the same as those for regular transactions, except that certain data elements on split transactions cannot be changed, as discussed below. See Chapter 4 of this guide and Reference Manual, Chapter 11 for Error Correction Procedures using the 510 and 54* series screens.

 

Changing and Deleting Split Transactions

Changes can be made to transactions generated through the Transaction Split process, depending on the Edit Mode used (0, 1, or 2) and the user’s level of security. Changes to the Transaction Code, Transaction Amount, Current Document Number, and Reference Document Number are allowed for all security levels in Edit Modes 0 or 1. In Edit Mode 2, changes to the Transaction Code, Transaction Amount and Reverse Code (if applicable) are not allowed, regardless of the user’s level of security. Changes to the Document Amount and Batch Header, in order to balance a batch, are allowed by most security levels in Edit Modes 0, 1 and 2. A higher level of security (Accounting Transaction indicator set to 3 or 4 on the user’s 96A profile) will allow the user to change other transaction data elements on split transactions, such as PCA, in Edit Mode 2.

Deleting a Split Transaction will cause all other Split Transactions with the same Original Transaction Sequence Number (parent) to be deleted. The 510 screen is brought up to recall the batch. The transaction is deleted by typing the correct SEQUENCE NUMBER and by pressing   F3  .

The screen below illustrates the warning given when a split transaction is deleted.

Example:

 S510   UC: 19                   STATE OF OREGON              05/15/14 09:15 AM

 LINK TO:                RECALL A BATCH FOR CORRECTION                     PROD

 
 

              BATCH AGENCY: 101

                BATCH DATE: 051414

                BATCH TYPE: 2

              BATCH NUMBER: 100

           SEQUENCE NUMBER: 00002 (REQUIRED IF CHANGING, DELETING, OR VIEWING A

                                   TRANS)

 

           BATCH BALANCING-

             ENTERED COUNT: 00002        ENTERED AMOUNT: 00000010000.00

            COMPUTED COUNT: 00002       COMPUTED AMOUNT: 00000010000.00

 

         PAYMENT DIST TYPE:

             DISB METH IND:

          ORIGINAL USER ID: SYSUSER     LAST NAME, FIRST NAME

                USER CLASS: 19

              LAST USER ID: SYSUSER     LAST NAME, FIRST NAME

 WARNING...SPLIT TRANSACTION, ALL ASSOCIATED TRANSACTIONS WILL BE DELETED

 Z03 DELETE RECORD? PRESS DELETE AGAIN TO CONFIRM

 F1-HELP    F2-CHGE HDR  F3-DEL TRANS F4-CHGE  F5-VIEW F6-BALANCING  F7-DETAILS

 F8-DOC TRK F9-INTERRUPT F10-ADD      F11-RECOMPUTE    F12-HEADERS   CLEAR-EXIT

At this point, if   F3   is pressed again, the parent and all children transactions related to it will be deleted.

 

3-5    Financial Inquiry

Users have on-line access to pertinent accounting data as current as the last batch update cycle for transactions entered in Edit Mode 0 or 1. They can also view the effects of the current day's transactions if the batches were fully edited and updated on-line for transactions entered in Edit Mode 2. Transactions are not required to be posted on line. There may be instances when it is not desirable to post transactions on line. The on-line posting option is available on a batch-by-batch basis (not individual transactions) and is designated at the time of data entry by the Edit Mode on the Batch Header. The Edit Mode field on the 500 screen defaults to 2.

The financial inquiry capability is available for the following financial tables:

◾ Agency Budget (AB) - Contains agency budget balances and revenue, expenditure and encumbrance balances.

◾ Appropriation (AP) – Contains appropriation balances and revenue, expenditure and encumbrance balances.

◾ Cash Control (CC) – Contains the balance of available cash by fund or fund and grant.

◾ Document Financial Table (DF) – Contains the balance of each outstanding pre-encumbrance, encumbrance, accounts receivable, and due to/from account.

◾ Grant Table (GP) – Contains the budgets, expenditures and revenues of a grant.

◾ Project Table (PJ) – Contains the budgets, expenditures and revenues of a project.

Posting of transactions to each of these six financial tables is controlled by the file posting indicators on the 28A Profile. Transaction amounts may post to all, some or none of these tables, depending upon the transaction code used for process the transaction. In addition to the financial tables, every transaction posts to the following three internal tables listed below:

◾ Accounting Event (AE) – Contains the full accounting classification for each financial transaction that posts to all the other financial tables.

◾ General Ledger (GL) – Contains a balance by the lowest level in the classification structure.

◾ Summary General Ledger (GS) – Contains summarized balances for each general ledger account.

Certain types of transactions also post to other internal tables that are not listed here. These tables will be discussed where applicable.

Most financial inquiry screens are comprised of specific informational components. These components are described below.

 

Balance Types

Each financial table, except the AE, GL and GS internal tables, contains several Balance Types which accumulate financial data posted to R⋆STARS. For example, Balance Type 15, Cash Expenditures, is used to group all cash expenditure transactions, regardless of general ledger account or T-Code, together. Financial transactions are posted to the appropriate Balance Types based on the Transaction Code entered on each transaction. The financial inquiry capability provides the user with on-line information by Balance Type in order to track detailed financial balances and transactions. The Balance Types used on each financial table are defined in the D05 profile.

 

Calculated Balances

Calculated financial account balances are displayed on some financial inquiry screens where appropriate. These balances are determined by adding and subtracting the amounts associated with specific Balance Types. For example, the Document Balance amount on the 64 screen is calculated by adding Balance Types 01 ,02 and 05, and subtracting Balance Type 03. These formulas are used to determine account balances for fund control purposes. Each Balance Type is identified by a title (e.g., LIQUIDATIONS). The balance amount is displayed to the right of the description.

 

Inquiry Types

Each inquiry screen has several different inquiry options. These options are used to display different time frames of data balances and activity. The inquiry options are:

◾ MA (Monthly activity) – Summarizes the activity that occurred during the selected month. The Beginning Balance, a summary of all debits and credits during the month and the ending balance are displayed.

◾ YA (Prior year activity) – Summarizes the activity that occurred during the prior year. Takes the prior year's balance and subtracts the prior-prior year's balance.

◾ MY (Year to date) – Summarizes all of the activity for the current year that occurred up to the selected month. Takes the selected month's balance and subtracts the prior year's balance.

◾ YY (Prior prior year activity) – Summarizes the activity that occurred for the year before the prior year.

◾ MC (Cumulative to date) – Summarizes the activity for all years up to the selected month. Shows the balance through the selected month.

◾ YC (Prior years activity) – Summarizes the activity for all years up to the end of the prior year. Shows the prior year's balance.

Each inquiry screen displays all of the Balance Types that have had transactions posted against them. For a complete list of all possible Balance Types, refer to the D05 profile. Subordinate inquiry screens are available that support summarized balances. These subordinate screens inquire against the Document Summary Table and the AE Table and display the detail financial transactions that are associated with a particular Balance Type. This capability is called Drill Down and is discussed in more detail later in this section.

 

Title and Element Look Ups

Some of the inquiry screens retrieve titles and data elements associated with specific values entered on the screen. For example, the 80 screen displays the title of the entered project value. Additionally, the project manager's name and project type from project-related profiles are retrieved.

 

Summary and Detail Selection Options

To access the financial data on each screen, the user must enter the required elements associated with the screen. Ifonly the required elements are entered, the first record most closely matching these elements and any optional elements is displayed. The user may scroll through the records by pressing   F5  . Each time   F5   is pressed, each record with at least one value greater than the displayed record is retrieved until the last record in the table with matching required elements has been displayed.

The element with the next greatest value is determined by the order elements are displayed on the screen. In other words, the left most optional element is evaluated before the one next to it and so forth across the screen.

Some inquiry screens provide two selection options for viewing data – summary and detail. The detail option displays only those Balance Type values for the record that either exactly matches the data elements entered on the screen or, if no record matches the entered elements, the next record in the table. Scrolling to the next record is allowable only with the detail selection option. The detail option will default if no selection option is entered.

When the summary option is selected, all records matching the elements entered on the screen are displayed and summarized. That is, all records matching the entered elements are added together by Balance Type and displayed. Scrolling is not allowed when using the summary option because all the records have already been retrieved. The following examples depict the use of the detail and summary selection options.

 

Example 1 – Detail Selection Option

The user enters only the agency and grant values on the 66 – Grant Financial Inquiry screen and presses  Enter . The first record inquiring Agency 340, Grant G29038 06 is retrieved and the financial amount(s) is displayed by Balance Type. The AGY/OBJ for the first inquiry is 4213.

Example:

 S066   UC: 10                   STATE OF OREGON               05/15/14 11:58 AM

 LINK TO:                   GRANT FINANCIAL INQUIRY                         PROD

 
 

     AGENCY: 340  GRANT NO/PH: G29038 06     AGY CD-1:

       FUND: 6020 COMP AGY/OBJ:       4213 GRANT OBJECT:

 

         TITLE: TMDL WILLAM RIVER SUPPORT PROJECTS #2

     GRANT CAT: 66.436 SURVEY,STUDY,INVESTIG,DEMONSTRT,TRAIN CLEAN WATER

    GRANTOR ID: 0123987654000

  GRANTOR NAME: ENVIRONMENTAL PROTECTION AGNCY

    GRANT TYPE: 01

      INQ TYPE: MC    (MA, YA, MY, YY, MC, YC) DETAIL/SUMMARY: D

      INQ YEAR: 14 INQ MONTH: 11  EXPEND BUDGET BALANCE:                 400.00-

 

 BT    TITLE                   AMOUNT     BT    TITLE                   AMOUNT

 15 CASH EXPEN                 400.00

 
 
 
 
 
 
 

 F1-HELP   F2-DOC INQ   F5-NEXT   F9-INTERRUPT   ENTER-INQUIRE   CLEAR-EXIT

When   F5   is pressed, the next record in the table is retrieved. This record displays an AGY/OBJ value of 4520, and Balance Types 15, 17 and 18.

Example:

 S066   UC: 10                   STATE OF OREGON               05/15/14 11:58 AM

 LINK TO:                   GRANT FINANCIAL INQUIRY                         PROD

 

     AGENCY: 340  GRANT NO/PH: G29038 06     AGY CD-1:

       FUND: 6020 COMP AGY/OBJ:      4520 GRANT OBJECT:

 

         TITLE: WILLAM RIVER SUPPORT PROJECTS #2

     GRANT CAT: 66.436 SURVEY,STUDY,INVESTIG,DEMONSTRT,TRAIN CLEAN WATER

    GRANTOR ID: 0123987654000

  GRANTOR NAME: ENVIRONMENTAL PROTECTION AGNCY

    GRANT TYPE: 01

      INQ TYPE: MC    (MA, YA, MY, YY, MC, YC) DETAIL/SUMMARY: D

      INQ YEAR: 14 INQ MONTH: 11  EXPEND BUDGET BALANCE:              65,600.00-

 

 BT    TITLE                   AMOUNT     BT    TITLE                   AMOUNT

 15 CASH EXPEN              62,000.00

 17 ACCRD EXPE                    .00

 18 ENCUM OUTS               3,600.00

 
 
 
 
 

 F1-HELP   F2-DOC INQ   F5-NEXT   F9-INTERRUPT   ENTER-INQUIRE   CLEAR-EXIT

When   F5   is pressed once more, AGY/OBJ 8601 is displayed and Balance Types 12 and 14.

Example:

 S066   UC: 10                   STATE OF OREGON               05/15/14 11:59 AM

 LINK TO:                   GRANT FINANCIAL INQUIRY                         PROD

 

     AGENCY: 340  GRANT NO/PH: G29038 06     AGY CD-1:

       FUND: 6020 COMP AGY/OBJ:      8601 GRANT OBJECT:

 

         TITLE: WILLAM RIVER SUPPORT PROJECTS #2

     GRANT CAT: 66.436 SURVEY,STUDY,INVESTIG,DEMONSTRT,TRAIN CLEAN WATER

    GRANTOR ID: 0123987654000

  GRANTOR NAME: ENVIRONMENTAL PROTECTION AGNCY

    GRANT TYPE: 01

      INQ TYPE: MC    (MA, YA, MY, YY, MC, YC) DETAIL/SUMMARY: D

      INQ YEAR: 14 INQ MONTH: 11  EXPEND BUDGET BALANCE:              65,000.00-

 

 BT    TITLE                   AMOUNT     BT    TITLE                   AMOUNT

 12 CASH REVEN               65,000.00

 14 ACCRD REVE                     .00

 
 
 
 
 
 

 F1-HELP   F2-DOC INQ   F5-NEXT   F9-INTERRUPT   ENTER-INQUIRE   CLEAR-EXIT

 

Example 2 – Summary Selection Option

The user enters the same agency and grant values depicted in Example 1, but changes the selection option to S. All records in the Grant Financial Table matching the agency and grant/phase are totaled and displayed by Balance Type.  Notice that the Balance Type ‘15' amounts from Example 1 are added together and displayed in the example below ($62,000.00 + $400.00).

Example:

 S066   UC: 10                   STATE OF OREGON              05/15/14 11:59 AM

 LINK TO:                   GRANT FINANCIAL INQUIRY                        PROD

 

     AGENCY: 340  GRANT NO/PH: G29038 09     AGY CD-1:

       FUND:      COMP AGY/OBJ:           GRANT OBJECT:

 

         TITLE: WILLAM RIVER SUPPORT PROJECTS #2

     GRANT CAT: 66.436 SURVEY,STUDY,INVESTIG,DEMONSTRT,TRAIN CLEAN WATER

    GRANTOR ID: 0123987654000

  GRANTOR NAME: ENVIRONMENTAL PROTECTION AGNCY

    GRANT TYPE: 01

      INQ TYPE: MC    (MA, YA, MY, YY, MC, YC) DETAIL/SUMMARY: S

      INQ YEAR: 14 INQ MONTH: 11  EXPEND BUDGET BALANCE:              66,000.00-

 

 BT    TITLE                   AMOUNT     BT    TITLE                   AMOUNT

 12 CASH REVEN              65,000.00

 14 ACCRD REVE                    .00

 15 CASH EXPEN              62,400.00

 17 ACCRD EXPE                    .00

 18 ENCUM OUTS               3,600.00

 
 
 

 F1-HELP   F2-DOC INQ   F5-NEXT   F9-INTERRUPT   ENTER-INQUIRE   CLEAR-EXIT

 

Accessing Financial Inquiry Screens

To access an inquiry screen, the user must either know the screen number or use one of the screen selection options as discussed previously in this chapter. Sample Financial Inquiry and Document Inquiry Menu Screens are shown below.

Example:

 S000   UC: 10                   STATE OF OREGON              05/15/14 01:16 PM

 LINK TO:      FI            FINANCIAL INQUIRY MENU                        PROD

 
 
 

          (2)      57      CASH CONTROL SUMMARY

          (3)      58      AGENCY/FUND SUMMARY

          (4)      61      AGENCY BUDGET RECORD

          (5)      62      APPROPRIATION RECORD

          (6)      63      CASH CONTROL RECORD

          (7)      65      GENERAL LEDGER RECORD

          (8)      66      GRANT RECORD

          (10)     69      AGENCY/FUND RECORD

          (11)     80      PROJECT RECORD

          (12)     89      SUMMARY GL ACCOUNT INQUIRY

 
 
 
 
 
 
 
 

 F1-HELP  F9-INTERRUPT  CLEAR-EXIT

Example:

 S000   UC: 10                   STATE OF OREGON              05/15/14 01:16 PM

 LINK TO:      DIM           DOCUMENT INQUIRY MENU                         PROD

 
 
 

          (2)      68      CONTRACT RECORD

          (3)      56      PROJECT TRANSACTIONS

          (4)      59      VENDOR DOCUMENT

          (5)      64      DOCUMENT RECORD

          (6)      67      GRANT TRANSACTIONS

          (7)      84      ACCOUNTING EVENT

          (8)      85      VENDOR TRANSACTIONS

          (10)     86      DOCUMENT TRANSACTIONS

 
 
 
 
 
 
 
 
 
 

 F1-HELP  F9-INTERRUPT  CLEAR-EXIT

Each of these screens is briefly discussed below.

 

◾ 56 – Project Transaction Inquiry

The 56 screen reads the AE Table and displays supporting detail financial information for the Agency, Project and Balance Type. The effective date range allows a user to restrict the time frame of information displayed. For example, if the user wishes to view only December encumbrance records and the current month is January, the user enters 1201(YY) and 1231(YY) in the EFF DATE RANGE fields and 18 in the Balance Type field. Only December information displays.

If the EFF DATE RANGE fields are left blank, all AE transactions with current effective dates less than or equal to the TO Date (which defaults from the 97 profile current effective date) are retrieved. These transactions are then sorted in descending order by date (even though date does not appear on the screen) and displayed.

The Record Type field identifies the AE Table from which the information should be retrieved. The default value A identifies the active AE Table. The value I indicates the inactive AE Table. See Reference Manual, Chapter 05 for detailed information about the Active and Inactive AE Tables. Because the 56 screen displays lists of transactions associated with the requested values, the scroll feature is used to access the next page of transactions instead of the next inquiry record. To bring up information for a different project/phase or time period, the user must enter the desired values in the necessary fields and press  Enter .

Example:

 S056   UC: 10                   STATE OF OREGON              05/15/14 04:06 PM

 LINK TO:                  PROJECT TRANSACTION INQUIRY                     PROD

 

     AGY: 340    PROJ NO: N39042  HHW-SW DISPOSAL FEE

 PROJ PH: 00                            AGY CD-2:       *UNKNOWN AGENCY CODE 2*

 EFF DATE RANGE:        TO 021309               BALANCE TYPE: 15   REC TYPE: A

           FUND:                                COMP/AGY OBJ:

 

 CUR DOC/SFX/CLASS  VEND NO/MC     VENDOR NAME             TC  TRANS AMT      R

               REF DOC/SFX/CLASS  INDEX PCA AY FUND COBJ AOBJ GRANT/PH  AGY CD-1

 ZE004402 001     1933333333 002 HOME PLATE, INC           380         122.40

               VP001402 001     13320 30252 07 3020 4101 4101

 ZE008686 001     1933333333 002 HOME PLATE, INC           380         642.53

               VP001402 002     13320 30252 07 3020 4103 4103

 ZE009498 001     1944444444 002 TANGENT LLC               380        3500.00

               VP007249 001     13320 30252 07 3020 4701 4714

 ZE010248 001     1488888888 001 WORLD 1 CORPORATE PAYMENT 415          42.06

               VP007250 001     13320 30252 07 3020 4200 4210

 ZE010249 001     1466666666 001 WORLD 1 CORPORATE PAYMENT 415         250.00

               VP007251 001     13320 30252 07 3020 4405 4405

 
 
 

 F1-HELP     F8-NEXT PAGE     F9-INTERRUPT     ENTER-INQUIRE     CLEAR-EXIT

 

◾ 57 – Cash Control Summary Inquiry

The 57 screen reads information in the CC Table. The information is requested and summarized by Agency alone, Agency and Fund, Agency and Cash Fund, or Appropriated Fund alone.

Example:

 S057   UC: 10                   STATE OF OREGON              05/15/14 04:21 PM

 LINK TO:                 CASH CONTROL SUMMARY INQUIRY                     PROD

 
 

   AGENCY: 101  APPR FUND:      CASH FUND: 15000 FUND:

 INQ TYPE: MC      (MA, YA, MY, YY, MC, YC)

 INQ YEAR: 14      INQ MONTH: 11      CASH BALANCE:     56,869,569.45

 

 BT       TITLE                  AMOUNT  BT       TITLE                  AMOUNT

 12 CASH REVENUES      1,620,320,556.68

 13 PYMTS OUTSTANDING        698,824.71

 15 CASH EXPENDITURES  1,520,558,488.83

 20 TRAN IN-CASH         668,288,086.48

 21 TRAN OUT-CASH        754,394,753.92

 22 OTHER INCREASE       322,291,115.22

 23 OTHER DECREASE       299,178,648.00

 25 BEG BALANCE           21,411,090.39

 34 UNREC DEPOSIT          1,309,388.57

 
 
 
 
 

 F1-HELP       F9-INTERRUPT       ENTER-INQUIRE       CLEAR-EXIT

 

◾ 59 – Vendor Document Inquiry

The 59 screen reads the DF Table and lists all encumbrance or receivable documents related to particular vendor sorted in chronological order (oldest first) by Document Date. This screen displays information for documents with a balance greater than zero (Balance Types 01 + 02 - 03 + 05). The data elements Agency, Vendor Number, Mail Code, Document Type and Fiscal Year must be entered to retrieve data on this screen. The vendor name is retrieved from the 34 or 51 profiles.

Users can interrupt from financial data entry screens to this screen to select the oldest receivable or applicable encumbrance document as a Reference Document for a payable or receivable transaction. Pre-encumbrance documents can also be accessed this way if they contain vendor info. Once the user has selected a document by entering an s in the Selector column and pressing   F9  , the document number and suffix are automatically carried back to the financial data entry screen and displayed in the Reference Document and Suffix fields.

Example:

 S059   UC: 10                   STATE OF OREGON              05/15/14 08:29 AM

 LINK TO:                    VENDOR DOCUMENT INQUIRY                       PROD

 

 AGY: 340  VENDOR NO/MC: 1930334999 000   DOC TYPE: EE  FY: 14

            VENDOR NAME: METROPOLITAN SUPPLY, INC.

          S DOC NO / SFX     CREATE DATE  DOC DATE   DOC BALANCE

            EE001606 001      11182008    11182008          67,344.89

            EE005106 001      01262009    01262009          11,496.43

            EE008806 001      02142009    02142009          40,000.00

 
 
 
 
 
 
 
 
 
 
 
 

 NO MORE RECORD(S) FOUND

 

 F1-HELP F5-NEXT RECORD F8-NEXT PAGE F9-INTERRUPT ENTER-INQUIRE CLEAR-EXIT

 

◾ 61 – Agency Budget Financial Inquiry

The 61 screen reads the AB Table and displays information by Agency. All other elements are optional. If Appropriation Year (AY) is not entered, it will default to the 97 profile current appropriation year.

Example:

 S061   UC: 10                   STATE OF OREGON              05/15/14 08:46 AM

 LINK TO:              AGENCY BUDGET FINANCIAL INQUIRY                     PROD

 

       AGENCY: 101  AY: 15  ORG CODE:         PGM CODE:        FUNC CODE:

      AP FUND:         FUND:        GRANT/PH:            PROJECT/PH:

 COMP SRC/GRP:           OBJ/COBJ/AGY OBJ:                   AGY OBJ GROUP:

    ORG LEVEL:

    PGM LEVEL:

   FUNC LEVEL:

     INQ TYPE: MC      (MA, YA, MY, YY, MC, YC)   DETAIL/SUMMARY: S

     INQ YEAR: 14      INQ MONTH: 11         ADJ BUDG:                    .00

 AGENCY BUDG AVAILABLE:       5,047,218,328.72- AGENCY BUDG PCT AVL:     .00

        EXP TO BUDG % :   0.00                     ALLOT TO BUDG % :   0.00

 BT    TITLE                   AMOUNT     BT    TITLE                   AMOUNT

 12 CASH REVENU       3,208,009,895.59

 14 ACCRD REVEN          30,902,039.99

 15 CASH EXPEND       5,042,857,276.11

 17 ACCRD EXPEN             524,486.53-

 18 ENCUM OUTST           4,885,539.14

 30 UNITS ACCUM          20,649,304.70

 
 
 

 F1-HELP   F2-DOC INQ   F5-NEXT   F9-INTERRUPT   ENTER-INQUIRE   CLEAR-EXIT

 

◾ 62 – Appropriation Financial Inquiry

The 62 screen reads the AP Table and displays information by Agency and Appropriation. All other elements are optional. If Appropriation Year is not entered, it defaults to the 97 profile current AY.

Example:

 S062   UC: 10                   STATE OF OREGON              05/15/14 08:58 AM

 LINK TO:              APPROPRIATION FINANCIAL INQUIRY                     PROD

 AGY: 101 APPN YEAR: 15 APPN #: 81000   OPERATIONS GENERAL FUND APPROP

 APPR FUND: 8000  FUND:         COMP SRCE/GRP:      OBJ/COMP OBJ:

 PRG CD: 0002  LVL: 02 OJD BUDGET OR APPR ORG CD:      LVL:

  INQ TYPE: MC  INQ YEAR: 14  INQ MONTH: 11 DETAIL/SUMMARY: S

 CASH BASIS BUD:         131,397,782.17        ADJ BUDG:         257,339,824.00

 ACCR BASIS BUD:         131,331,388.61  REM APPN ALLOT:         127,599,503.51-

  ENC BASIS BUD:         129,740,320.49  ALLOT TO BUDG % :   0.00

 EXP TO BUDG % :  48.90                  UNSCHED TO BUDG % :   0.00

 BT    TITLE                   AMOUNT     BT    TITLE                   AMOUNT

 01 ORIG BUDGT         256,236,244.00

 02 REVISIONS-           1,103,580.00

 15 CASH EXPEN         125,942,041.83

 17 ACCRD EXPE              66,393.56

 18 ENCUM OUTS           1,591,068.12

 30 UNITS ACCU           2,995,565.63

 
 
 
 
 
 

 F1-HELP   F2-DOC INQ   F5-NEXT   F9-INTERRUPT   ENTER-INQUIRE   CLEAR-EXIT

 

◾ 63 – Cash Control Financial Inquiry

The 63 screen reads the CC Table and displays information for each Balance Type as requested. In detail mode (DETAIL/SUMMARY: D), the user enters only the Agency Number and resses  Enter .  The user can then scroll through individual Cash Fund/Fund balances by pressing   F5  . In summary mode (DETAIL/SUMMARY: S), totals of all Balance Types for the Agency will be displayed with no option to scroll.

Drill down may be performed on the different Balance Types in detail mode only; however, users cannot view detail transaction level information for agencies not included in their 96A profile Agency Range (or Group).

Example:

 S063   UC: 10                   STATE OF OREGON              05/15/14 09:04 AM

 LINK TO:              CASH CONTROL FINANCIAL INQUIRY                      PROD

 
 

 AGENCY: 101 APPR FUND:      CASH FUND: 10408 FUND:      GRANT NO/PH:

 

 INQ TYPE: MC      (MA, YA, MY, YY, MC, YC)   DETAIL/SUMMARY: D

 INQ YEAR: 14      INQ MONTH: 11      CASH BALANCE:          46,962,421.88

 

 BT    TITLE                   AMOUNT    BT    TITLE                    AMOUNT

 12 CASH REVEN       3,674,074,847.37

 13 PYMTS OUTS             215,337.41

 15 CASH EXPEN       5,152,018,556.23

 20 TRAN IN-CA       2,665,674,445.30

 21 TRAN OUT-C       2,681,099,128.65

 22 OTHER INCR         272,058,886.46

 23 OTHER DECR         969,032,189.93-

 25 BEG BALANC         299,908,050.56

 34 UNREC DEPO             668,312.86

 
 
 
 

 F1-HELP   F2-DOC INQ   F5-NEXT   F9-INTERRUPT   ENTER-INQUIRE   CLEAR-EXIT

 

◾ 64 – Document Record Inquiry

The 64 screen reads the DF Table and displays information by Agency and Document Number. Both elements must be entered; scrolling is allowed through Document Suffix/Class only, and will not move automatically to the next Document Number. Document Class is incremented only when a transaction has been “split” using an RTI (see section 3‑4 below). If a date is displayed in the Close Date field, additional transactions cannot post to this document unless the document is re-opened.

Example:

 S064   UC: 10                   STATE OF OREGON              05/15/14 09:33 AM

 LINK TO:                   DOCUMENT RECORD INQUIRY                        PROD

 

         AGY: 101  DOC NO/SFX/CLASS: EE000902 001 001

 

 CREATE DATE: 051414   CLOSE DATE: 022310

    INQ TYPE: MC     (MA, YA, MY, YY, MC, YC)

    INQ YEAR: 14            INQ MONTH: 11      DOC BALANCE:               .00

 

 BT       TITLE                  AMOUNT  BT       TITLE                  AMOUNT

 01 ORIG AMOUNT              489,432.36

 03 LIQUIDATIONS             489,432.36

 04 PYMT/COLLECTIONS         124,721.76

 
 
 
 
 
 
 
 
 
 

 F1-HELP       F5-NEXT       F9-INTERRUPT       ENTER-INQUIRE       CLEAR-EXIT

 

◾ 65 – General Ledger Record Inquiry

The 65 screen reads the GL Table and displays information by Agency and General Ledger Account. All other elements are optional. The Beginning Balance column displays the ending balance amount for the period before the requested Inquiry Type period. The Activity column shows the activity amount for the request period. The Ending Balance column amount reflects the sum of the other two column amounts.

Example:

 S065   UC: 10                   STATE OF OREGON              05/15/14 09:51 AM

 LINK TO:                 GENERAL LEDGER RECORD INQUIRY                    PROD

 

           AGY: 101  COMP/AGY GL: 0926 33080150  FUND: 4100

         INDEX:              PCA:        COMP/AGY OBJ:           ORG CODE:

        PGM CD:          APPN YR: 15          APPN NO:

      GRANT/PH:                            SUBGRANTEE:

       PROJ/PH:                            AGY CD - 1:      2:      3:

 NACUBO - FUND:          SUBFUND:            FUNCTION:

                    G38-TRANSFER:                  CONTRACT #:

 

      INQ TYPE: MC     (MA, YA, MY, YY, MC, YC)

      INQ YEAR: 14     INQ MONTH: 11

 

      BEGINNING BALANCE              ACTIVITY                ENDING BALANCE

 

 DIR:               .00                  91,039.58                  91,039.58

 

 IND:               .00                        .00                        .00

 

 BAL:               .00                  91,039.58                  91,039.58

 
 

 F1-HELP       F5-NEXT       F9-INTERRUPT       ENTER-INQUIRE       CLEAR-EXIT

 

◾ 66 – Grant Financial Inquiry

The 66 screen reads the GP Table and displays information for each Balance Type by Agency and Grant Number. All other elements are optional.

Example:

 S066   UC: 10                   STATE OF OREGON              05/15/14 09:50 AM

 LINK TO:                   GRANT FINANCIAL INQUIRY                        PROD

 

     AGENCY: 101  GRANT NO/PH: 150511 14     AGY CD-1:

       FUND:      COMP AGY/OBJ: 6600      GRANT OBJECT:

 

         TITLE: TITLE V--LEA

     GRANT CAT: 84.298 STATE GRANTS FOR INNOVATIVE PROGRAMS

    GRANTOR ID: 00000216580000

  GRANTOR NAME: U.S. DEPARTMENT OF EDUCATION

    GRANT TYPE: 01

      INQ TYPE: MC    (MA, YA, MY, YY, MC, YC) DETAIL/SUMMARY: D

      INQ YEAR: 14 INQ MONTH: 11  EXPEND BUDGET BALANCE:             228,762.37

 

 BT    TITLE                   AMOUNT     BT    TITLE                   AMOUNT

 15 CASH EXPEN           2,328,250.52

 17 ACCRD EXPE              75,989.74

 18 ENCUM OUTS             184,193.17

 26 EXPEND BUD           2,817,195.80

 
 
 
 

 F1-HELP   F2-DOC INQ   F5-NEXT   F9-INTERRUPT   ENTER-INQUIRE   CLEAR-EXIT

 

◾ 67 – Grant Transaction Inquiry

The 67 screen reads the AE Table and displays supporting detail financial information for the Agency, Grant and Balance Type. The effective date range allows a user to restrict the timeframe of information displayed. For example, if the user wishes to view only December encumbrance records and the current month is January, the user enters 1201{YY} and 1231{YY} in the EFF DATE Range fields and 18 in the Balance Type field. Only December information displays.

If the EFF DATE Range fields are left blank, all AE transactions with current effective dates less than or equal to the To Date (which defaults from the 97 profile current effective date) are retrieved. These transactions are then sorted in descending order by date (even though date does not appear on the screen) and displayed.

The Record Type field identifies the AE Table from which the information should be retrieved. The default value A identifies the active AE Table. The value I indicates the inactive AE Table. See Reference Manual Chapter 05 for detailed information about the Active and Inactive AE Tables. Because the 67 screen displays lists of transactions associated with the requested values, the scroll feature (  F8  ) is used to access the next page of transactions instead of the next inquiry record. To bring up information for a different Grant/Phase or time period, the user must enter the desired values in the necessary fields and press  Enter .

Example:

 S067   UC: 10                   STATE OF OREGON              05/15/14 09:55 AM

 LINK TO:                    GRANT TRANSACTION INQUIRY                     PROD

 

     AGY: 101    GRANT NO: 150511  TITLE V

GRANT PH: 14                            AGY CD-1:

EFF DATE RANGE:        TO 051514    BALANCE TYPE: 15            REC TYPE: A

          FUND:                     COMP/AGY OBJ:           GRANT OBJECT:

 

CUR DOC/SFX/CLASS    VEND NO/MC     VEND NAME             TC    TRANS AMT     R

    REF DOC/SFX/CLASS  INDEX  PCA  AY FUND COBJ AOBJ GOBJ   PROJ/PH   AGY CD-2

ZE006624 001     1936600376 008 MALHU RICHEY SCH DIST 888 380       37674.82-

    VP202402 002       36979 35013 09 6070 6600

ZE006624 001     1936091902 000 BUGG CO SCH DIST 73       380          19.78-

    VP203499 001       36979 35013 09 6070 6600

ZE006624 001     1936204207 012 LAYTON SCHOOL DISTRICT    380        8344.29-

    VP199404 001       36979 35013 09 6070 6600

ZE006975 001     1936408309 000 CORT CO SCH DIST 777      380       17040.84-

    VP199403 001       36979 35013 09 6070 6600

ZE006975 001     1936074999 000 VANCOUVER HILLS SCH DIST  380        2398.42-

    VP200400 002       36979 35013 09 6070 6600

 
 
 

 F1-HELP      F8-NEXT PAGE    F9-INTERRUPT     ENTER-INQUIRE    CLEAR-EXIT

 

◾ 68 – Contract Record Inquiry

The 68 screen reads the Contract Table and displays information for Balance Types 01 - Encumbrances Outstanding and 02 – Total Expenditure by Agency and Contract number.

Transactions with contract numbers and T-Codes that post to the AP table under Balance Type 18 will post to Balance Type 01 on the 68 screen. Transactions with contract numbers and T-Codes that post to the AP table under Balance Type 15 and/or 17 will post to Balance Type 02 on this screen. Balance Type 35 for refund of expenditure is not included because it is considered an accrual. The refund is reflected in the AP table, Balance Type 15 when the payment is received.

All other information elements (e.g., Amendment Number, Change Number, Type, etc.) are retrieved from the 30 profile.

Example:

 S068   UC: 10                   STATE OF OREGON              05/15/14 10:12 AM

 LINK TO:                   CONTRACT RECORD INQUIRY                        PROD

 
 

       AGENCY: 101      CONTRACT NO: 30112695

 AMENDMENT NO:            CHANGE NO:              TYPE:     COMP NO:

  DESCRIPTION: START DATE: 01-01-2009

              SEE EXHIBIT A PART 2 OF CONTRACT FOR CONTRACT BREAKDOWN

 
 
 

  VENDOR NO/MC: 1934025402    000   NAME: CRATER LAKE MEDICAL SCHOOL

 

 INQ TYPE: MC     (MA, YA, MY, YY, MC, YC)

 INQ YEAR: 14     INQ MONTH: 11

 

   BUDGET:       104,066.72            BALANCE:         49,283.86

 

 BT       TITLE                  AMOUNT  BT       TITLE                  AMOUNT

 02 TOTAL EXPENDITURE         69,346.92

 
 
 

 F1-HELP       F5-NEXT       F9-INTERRUPT       ENTER-INQUIRE       CLEAR-EXIT

 

◾ 69 – Agency /Fund Record Inquiry

The 69 screen reads information from the Agency Fund Financial Table. Posting to this table is controlled through the T-­Code File Posting Indicators for the AP table. AGENCY and AP YEAR are the only required elements on the screen. This screen allows scrolling through Appropriated Funds of the Agency when AGENCY and AP YEAR are entered in detail mode. In Oregon, balances are detailed at APPR FUND only.

Example:

 S069   UC: 10                   STATE OF OREGON              05/15/14 10:20 AM

 LINK TO:                  AGENCY/FUND RECORD INQUIRY                      PROD

 

   AGENCY: 101  AP YEAR: 15  APPR FUND: 3200  FUND:

 

 INQ TYPE: MC      (MA, YA, MY, YY, MC, YC)   DETAIL/SUMMARY: D

 INQ YEAR: 14      INQ MONTH: 11       REM APPROP ALLOT:         347,101,905.22

 NET CSH ACT:          122,857,440.22  APP ACCR CSH AVL:         241,722,316.65

 APP CSH AVL:          242,776,062.22  APP ENCM CSH AVL:         241,601,001.40

 

 BT    TITLE                   AMOUNT    BT    TITLE                    AMOUNT

 01 ORIG BUDGT         101,918,622.00

 02 REVISIONS-          12,000,000.00

 12 CASH REVEN         163,047,311.71

 14 ACCRD REVE             966,209.64

 15 CASH EXPEN          40,189,871.49

 17 ACCRD EXPE           1,053,745.57

 18 ENCUM OUTS             121,315.25

 23 ALLOTMENT-         104,325,843.00

 
 
 
 

 F1-HELP   F2-DOC INQ   F5-NEXT   F9-INTERRUPT   ENTER-INQUIRE   CLEAR-EXIT

 

◾ 80 – Project Financial Inquiry

The 80 screen reads the PJ Table and displays information for each Balance Type by Agency and Project Number. All other elements are optional.

Example:

 S080   UC: 10                   STATE OF OREGON              05/15/14 10:29 AM

 LINK TO:                    PROJECT FINANCIAL INQUIRY                     PROD

 

   AGENCY: 101 PROJ NO/PH: 952004 99          AGY CD-2:

     FUND:       COMP/AGY OBJ:               AGY OBJ GROUP:

    TITLE: *UNKNOWN DESCRIPTION*                              PROJECT TYPE:

 

 PROJECT MANAGER:

 

 INQ TYPE: MC     (MA, YA, MY, YY, MC, YC)   DETAIL/SUMMARY:  S

 INQ YEAR: 14    INQ MONTH:  11   EXPEND BUDGET BALANCE:               2,504.37-

                                      NET CASH ACTIVITY:               4,443.40

 BT    TITLE                   AMOUNT    BT     TITLE                   AMOUNT

 12 CASH REVEN               6,947.77

 15 CASH EXPEN               2,504.37

 28 AMT BILLED               3,486.07

 30 UNITS ACCU                 100.00

 
 
 
 
 
 

 F1-HELP   F2-DOC INQ   F5-NEXT   F9-INTERRUPT   ENTER-INQUIRE   CLEAR-EXIT

 

◾ 84 – Accounting Event Record Inquiry

The 84 screen has one access path by Transaction ID (Batch Agency, Batch Date, Batch Type, Batch Number and Sequence Number). The detail accounting classification elements for each financial transaction are displayed on this screen. The record type identifies whether the record is retrieved from the Active (A) or Inactive (I) AE Table. The Record Type defaults to A.

See Reference Manual Chapter 5 for detailed information about the Active and Inactive AE Tables.

Example:

 S084   UC: 10                   STATE OF OREGON              05/15/14 11:08 AM

 LINK TO:                ACCOUNTING EVENT RECORD INQUIRY                   PROD

          LIQUIDATION

 BATCH: AGENCY 101 DATE 051414 TYPE 4 NO 505 SEQ NO 00001 REC TYPE: A STATUS: A

 

 GL: DR1 3501 CR1 1211 DR2      CR2      DR3      CR3      DR4 3011 CR4 2735

 DOC AGY: 101  DOC DATE:         EFF DATE: 051414  DUE DATE: 051414

  SERV DATE:        CUR DOC/SFX/CLASS: VP002134 001     MOD: P

                    REF DOC/SFX/CLASS: EE002773 001 001 AGENCY: 101

   TRANS CODE: 225 INDEX:        PCA: 11320 AY: 15     COMP/AGY OBJ: 4701 5209

       AMOUNT:        2925.00   RVS:   DISCOUNT:            .00   FO:   PDT: MA

           CI:   PROP #:            1099: 7   INV-NO: L0207742706    DT:

 VEND/MC: 1135590906 001 DESC: CUST# 329734 JULY 2006

 NAME: RAMPMAN LIFT COMPANY                             CONT NO:

 CITY: BOARDMAN             ST: OR ZIP: 97999               RTI:

 PMT-NO: 127123444 DT: 051414 AP NO: 31501 FUND: 4630    AGY GL:

  GRANT NO/PH:              SUB GRANTEE:                 PROJ NO/PH: 110113  00

 MPCD:                AGY CD-1:      2:      3: 15000     CASH FUND: 15000

 G38-TRANSFER:                  PMT TYPE:   INT TM:  0.000 BANK:

 DISC-DT:        TM:    PEN-DT:        TM:    PEN AMT:            .00

 LAST PROC – DT: 05142014 TIME: 0959 ORIG SEQ NO: 00001   APPROVAL DT: 051414

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP  F2-85  F3-PRIOR INQ  F4-PRIOR  F5-NEXT F7-86 F8-LIQ F9-INT ENTER-INQ

 

◾ 85 – Vendor Transaction Inquiry

The 85 screen provides a multiple record inquiry into either the Active or Inactive Accounting Event Tables by Vendor Number and Document Type. Payable and receivable document types may be accessed on this screen for both system-wide (51/52 Profile) and agency (34 Profile) vendors. Information may be restricted by entering Mail Code and/or Agency and/or Invoice Number. Additionally, Appropriated Fund and/or Fund may be entered to further restrict the information.

If the EFF DATE RANGE fields are left blank, all AE transactions with current effective dates less than or equal to the To Date (which defaults from the 97 profile current effective date) will be retrieved. These transactions are then sorted in descending order by date and displayed.

Two other inquiry features are available on this screen. If the user does not enter a vendor number but enters a vendor name and presses  F1  , the program interrupts to the 3A screen. The user may then select a vendor number and return to the inquiry screen by pressing   F9  . The Vendor Number is automatically carried back to the 85 screen.

As an alternative, the user may enter part of the vendor number and press   F1  . The program interrupts to the 3N screen. The user may then select a vendor number and return to the 85 screen. If the vendor number begins with a 0 (zero), Agency is required.

The   F8   -NEXT PAGE function on this screen allows the user to scroll through any additional pages of transactions for the vendor selected.

Example:

 S085   UC: 10                    STATE OF OREGON               05/15/14 11:16 AM

 LINK TO:                    VENDOR TRANSACTION INQUIRY                      PROD

                                                                        PAGE 0000

  VEND NO/MC: 1135590906 001  AGY: 101   DOC TYPE: VP  INV#:

  VEND NAME: RAMPMAN LIFT COMPANY

 REC TYPE: A  APPR FUND:        FUND:        EFF DATE RANGE:        TO 051514

 

 DOC NO / SFX  REF DOC/SFX    INVOICE #   TC  PDT  PMT- #    DATE   APPR DT

             AP FUND  FUND  INDEX   PCA   AY  COBJ  AOBJ       TRANS AMT  R

 VP002134 001 EE002773 001 L0207742706    225 MA  119629775 052014   022009

              3400    4630         11320  07  4701  5209         2925.00

 VP002134 002 EE002773 002 L0207742706    225 MA  119629775 052014   022009

              3400    4630         11320  07  4701  5209         3205.00

 VP002134 003 EE002773 003 L0207742706    225 MA  119629775 052014   022009

              3400    4670         11500  07  4701  5209         1400.00

 VP002134 004 EE002773 004 L0207742706    225 MA  119629775 052014   022009

              3400    4630         11320  07  4701  5209          320.00

 VP002134 005 EE002773 005 L0207742706    225 MA  119629775 052014   022009

              3400    4630         11320  07  4701  5209          420.00

 VP002134 006 EE002773 006 L0207742706    225 MA  119629775 052014   022009

              3400    4630         11320  07  4701  5209          290.00

 
 

 F1-HELP  F2-84  F7-PRIOR PG  F8-NEXT PG  F9-INTERRUPT   ENTER-INQ    CLEAR-EXIT

 

◾ 86 – Document Transaction Inquiry

The 86 screen provides an alternate record inquiry into either the Active or Inactive Accounting Event Tables by Agency and Document Number. Document Suffix is optional. If Record Type is not entered, it defaults to A.

If the EFF DATE RANGE fields are left blank, all AE transactions for a certain document with effective dates less than or equal to the TO Date (which defaults from the 97 profile current effective date) will be retrieved. These transactions are then sorted in descending order by effective date and displayed (even though this element does not appear on the screen).

Example:

 S086   UC: 10                   STATE OF OREGON              05/15/14 11:25 AM

 LINK TO:                  DOCUMENT TRANSACTION INQUIRY                    PROD

                                                                      PAGE 0000

     AGY: 101  DOCUMENT NO/SUFFIX: EE002773     REC TYPE: A

                      EFF DATE RANGE:        TO 051514

 –-------TRANS ID-------- TC  D DT  PAYMENT #  REF DOC/SFX  TRANSACTION AMOUNT R

            M INDEX  PCA  AY COBJ AOBJ   VENDOR NO/MC  AP FUND  FUND         S

 101 05/14/14 4 459 00001 225 05/14 128463027 EE002773 001             2925.00

            P       11320 07 4701 5209  1135590906 001  3400    4630

 101 05/14/14 4 459 00002 225 05/14 128463027 EE002773 002             3205.00

            P       11320 07 4701 5209  1135590906 001  3400    4630

 101 05/14/14 4 459 00003 225 05/14 128463027 EE002773 003             1400.00

            P       11500 07 4701 5209  1135590906 001  3400    4670

 101 05/14/14 4 459 00004 225 05/14 128463027 EE002773 004              320.00

            P       11320 07 4701 5209  1135590906 001  3400    4630

 101 05/14/14 4 459 00005 225 05/14 128463027 EE002773 005              420.00

            P       11320 07 4701 5209  1135590906 001  3400    4630

 101 05/14/14 4 459 00006 225 05/14 128463027 EE002773 006              290.00

            P       11320 07 4701 5209  1135590906 001  3400    4630

 101 05/14/14 4 459 00007 225 05/14 128463027 EE002773 007              290.00

            P       11320 07 4701 5209  1135590906 001  3400    4630

 
 

 F1-HELP F2-84  F3-15  F7-PRIOR PG  F8-NEXT PG  F9-INT  ENTER-INQ CLEAR-EXIT

 

◾ 87 – Cumulative Vendor Invoice Inquiry

The 87 screen reads the Cumulative Payment Table to retrieve vendor invoice information by Agency, Vendor Number, Vendor Mail Code and Fiscal Year. This table is updated during the nightly Payment Processing Cycle. To further restrict the records, the user may enter Invoice Number and/or Organization Level 2 or Level 3. Only one of the organization levels may be entered.

A selection option is available for this screen that allows a user to select a detail record (by typing an s in the select column next to the detail record) and transfer to the 88 screen (shown next) by pressing   F2  .

Example:

 S087   UC: 10                   STATE OF OREGON              05/15/14 11:34 AM

 LINK TO:               CUMULATIVE VENDOR INVOICE INQUIRY                  PROD

 

 AGY 101 VEND NO/MC 1135590906  001 FY 14 INVOICE NO                ORGL2

   ORGL3      VEND NAME RAMPMAN LIFT COMPANY

   INVOICE NO   INV DT --TRANSACTION ID-- TC  DAG  REF DOC/SFX M     AMOUNT    R

 S INDEX  PCA  COBJ AOBJ IRS  PAYMENT   CUR DOC/SFX         DESCRIPTION

 L1234543210           101051414445900006 225 101 EE002773 006 P        290.00

         11320 4701 5209  7  128463117 VP002134 006 CUST# 329734 FEB 2009

 L1234543210           101051414445900007 225 101 EE002773 007 P        290.00

         11320 4701 5209  7  128463117 VP002134 007 CUST# 329734 FEB 2009

 L1234543210           101051414445900008 225 101 EE002773 008 P        845.00

         11320 4701 5209  7  128463117 VP002134 008 CUST# 329734 FEB 2009

 L1234543210           101051414445900009 225 101 EE002773 009 P        740.00

         11320 4701 5209  7  128463117 VP002134 009 CUST# 329734 FEB 2009

 L1234543210           101051414445900010 225 101 EE002773 010 P        232.00

         11320 4701 5209  7  128463117 VP002134 010 CUST# 329734 FEB 2009

 L1234543210           101051414445900011 225 101 EE002773 011 P        255.00

         11320 4701 5209  7  128463117 VP002134 011 CUST# 329734 FEB 2009

 L1234543210           101051414445900012 225 101 EE002773 012 P       2499.00

         11320 4701 5209  7  128463117 VP002134 012 CUST# 329734 FEB 2009

 
 

 F1-HELP  F2-VEN DOC  F7-PRIOR PG  F8-NEXT PG  F9-INT  ENTER-INQUIRE  CLEAR-EXIT

 

◾ 88 – Cumulative Vendor Payment Inquiry

The 88 screen reads the Cumulative Payment Table to retrieve vendor payment information by Agency, Vendor Number, Mail Code and Fiscal Year. To further restrict therecords, the user may enter Payment (Cur) Document Number and/or Organization Level 2 or 3. Only one of the organization levels may be entered.

Payment transactions (i.e., TC 222) are posted to the Cumulative Payment Table when the batch is released to overnight IEU. This means that payment records, without payment numbers, will appear on the 88 screen before the actual warrant or direct deposit transmittal is issued.

A selection option is available for this screen that allows a user to select a detail record (by typing an s in the select column next to the detail record) and transfer to the 87 screen by pressing   F4  .

Example:

 S088   UC: 10                   STATE OF OREGON              05/15/14 11:43 AM

 LINK TO:               CUMULATIVE VENDOR PAYMENT INQUIRY                  PROD

 

 AGY 101 VEND NO/MC 1135590906 001 FY 14 CUR DOC          ORGL2      ORGL3

           VEND NAME RAMPMAN LIFT COMPANY

 CURR DOC/SFX --TRANSACTION ID-- TC  DAG  REF DOC/SFX M INV DT      AMOUNT   R

 S INDEX  PCA  COBJ AOBJ IRS  PAYMENT    INVOICE NO            DESCRIPTION

 VP002134 001 101051414445900001 225 101 EE002773 001 P              2925.00

         11320 4701 5209  7  128463027 L1234543210    CUST# 424042 FEB 2009

 VP002134 002 101051414445900002 225 101 EE002773 002 P              3205.00

         11320 4701 5209  7  128463027 L1234543210    CUST# 424042 FEB 2009

 VP002134 003 101051414445900003 225 101 EE002773 003 P              1400.00

         11500 4701 5209  7  128463027 L1234543210    CUST# 424042 FEB 2009

 VP002134 004 101051414445900004 225 101 EE002773 004 P               320.00

         11320 4701 5209  7  128463027 L1234543210    CUST# 424042 FEB 2009

 VP002134 005 101051414445900005 225 101 EE002773 005 P               420.00

         11320 4701 5209  7  128463027 L1234543210    CUST# 424042 FEB 2009

 VP002134 006 101051414445900006 225 101 EE002773 006 P               290.00

         11320 4701 5209  7  128463027 L1234543210    CUST# 424042 FEB 2009

 VP002134 007 101051414445900007 225 101 EE002773 007 P               290.00

         11320 4701 5209  7  128463027 L1234543210    CUST# 424042 FEB 2009

 
 

 F1-HELP  F4-VEN INV  F7-PRIOR PG  F8-NEXT PG  F9-INT  ENTER-INQUIRE  CLEAR-EXIT

 

◾ 89 – Summary General Ledger Account Inquiry

The 89 screen reads the GS Table and displays information on amounts moved into and out of each G/L account using specific T-Codes. Information may be requested for Comptroller G/L accounts or Agency G/L accounts.

If Agency and Comptroller G/L account are entered, information can be specified by entering either State Fund Group or Appropriated Fund and Fund. If Agency and Agency G/L account are entered, information can be specified by entering either State Fund Group or Appropriated Fund.

When the scroll feature is used, pressing   F5   will bring up the next T-Code number within the same G/L account, Appropriated Fund and Fund. When the last T-Code (highest numerical value) is reached for the Fund displayed,   F5   will bring up the next Fund, still within the same G/L account and appropriated fund. When the last record of the last Fund has been reached,   F5   will bring up the next appropriated fund and begin all over again. G/L account cannot be scrolled; the account desired must be entered. 

Example:

 S089   UC: 10                   STATE OF OREGON              05/15/14 11:54 AM

 LINK TO:              SUMMARY GENERAL LEDGER ACCOUNT INQUIRY              PROD

 

            AGENCY: 274       OREGON DEPARTMENT OF VETERANS' AFFAIRS

    COMPTROLLER GL: 0075      CASH ON DEPOSIT-SUSPENSE ACCT AT TREAS

         AGENCY GL:

 

  STATE FUND GROUP:

         APPR FUND:

              FUND: 0475      SUSPENSE ACCT 27405-ODVA SERIES 75

               ORG:                              TC:

          GRANT/PH:                         PROJ/PH:

      G38-TRANSFER:             NACUBO FUND/SUBFUND:

 

      INQ TYPE: MC   (MA,YA,MY,YY,MC,YC)   DETAIL/SUMMARY: S

      INQ YEAR: 14   INQ MONTH: 13

 

  BEGINNING BALANCE        DEBIT               CREDIT         ENDING BALANCE

 

               .00      199,805,982.41      199,771,423.72-          34,558.69

 
 
 

 F1-HELP       F5-NEXT       F9-INTERRUPT       ENTER-INQUIRE       CLEAR-EXIT

 

Drill Down Inquiry

Drill Down Inquiry enables the user to view increasing levels of detail from certain Financial Inquiry screens:

◾ 11 – Document Summary Inquiry - allows the user to view the documents supporting a Balance Type selected from the financial inquiry screens (61, 62, 63, 66, 69 and 80).

◾ 60 – Transaction Summary Inquiry - allows the user to view the transactions supporting a document selected from the 11 screen.

◾ 84 – Accounting Event Record Inquiry - allows the user to view the information, either input or looked up, for a transaction selected from the 60 screen.

The Drill Down Inquiry process is presented below:

Example:

Place the Cursor within the BT/Effective Date field of the detail wanted and press   F2  

 S061   UC: 10                   STATE OF OREGON              05/15/14 01:12 PM

 S066   UC: 10                   STATE OF OREGON              05/15/14 02:17 PM

 LINK TO:              AGENCY BUDGET FINANCIAL INQUIRY                     PROD

 LINK TO:                   GRANT FINANCIAL INQUIRY                        PROD

 

 

       AGENCY: 101  AY: 15  ORG CODE: 0371    PGM CODE: 0450   FUNC CODE:

     AGENCY: 101  GRANT NO/PH: 999099 00     AGY CD-1:

      AP FUND: 8000    FUND:        GRANT/PH: 999099 00  PROJECT/PH:

       FUND: 1700 COMP AGY/OBJ:      6110 GRANT OBJECT:

 COMP SRC/GRP: 4175      OBJ/COBJ/AGY OBJ:                   AGY OBJ GROUP:

 

    ORG LEVEL: 03 SPD ADMINISTRATION L3

         TITLE: RENTAL REHAB

    PGM LEVEL: 06 SPD REVENUE RECORDING

     GRANT CAT: 99.999 NON-FEDERAL GRANTS

   FUNC LEVEL:

    GRANTOR ID: 00000000000001

     INQ TYPE: MC      (MA, YA, MY, YY, MC, YC)   DETAIL/SUMMARY: D

  GRANTOR NAME: DHS GRANTS

     INQ YEAR: 14      INQ MONTH: 11         ADJ BUDG:                    .00

    GRANT TYPE: 04

 AGENCY BUDG AVAILABLE:                    .00  AGENCY BUDG PCT AVL:     .00

      INQ TYPE: MC    (MA, YA, MY, YY, MC, YC) DETAIL/SUMMARY: D

        EXP TO BUDG % :   0.00                     ALLOT TO BUDG % :   0.00

      INQ YEAR: 14 INQ MONTH: 13  EXPEND BUDGET BALANCE:             544,853.80-

 BT    TITLE                   AMOUNT     BT    TITLE                   AMOUNT

 

 12 CASH REVENU           9,080,948.00

 BT    TITLE                   AMOUNT     BT    TITLE                   AMOUNT

 

 15 CASH EXPEN             149,271.88

 

 17 ACCRD EXPE                    .00

 

 18 ENCUM OUTS             395,581.92

 

 

 

 

 

 

 

 

 

 

 F1-HELP   F2-DOC INQ   F5-NEXT   F9-INTERRUPT   ENTER-INQUIRE   CLEAR-EXIT

 F1-HELP   F2-DOC INQ   F5-NEXT   F9-INTERRUPT   ENTER-INQUIRE   CLEAR-EXIT

Vertical 2-way Arrow                                             Vertical 2-way Arrow

 S011  UC: 10                    STATE OF OREGON              05/15/14 02:17 PM 

 LINK TO:      ACTIVE       DOCUMENT SUMMARY INQUIRY                       PROD

 

 AGENCY: 101   FISCAL YR: 09  MO: 08  DAY: 28  BT: 15 CASH EXPEN

                  BT AMT:             149,271.88

      FUND AOBJ GRANT  PH

 KEY: 1700 6110 999099 00

 EFFECTIVE DATE DOC AGY   DOC NUMBER     REFERENCE DOC      BALANCE/AMOUNT

 20140205          100     ZE44625A       VP010130                71207.99

 20140205          081     ZE44612R       VP010011                57745.11

 20140330          100     CA060630                              -87986.75

 20140315          137     BT017816       AR016170                  -21.58

 20140325          081     ZE44245R       VP009166                72882.98

 20140326          081     ZE44246R       VP009095                55124.95

 20140430          100     CA044431                             -157102.71

 20140425          081     ZE44426R       VP006197                  145.00

 20140425          081     ZE44426R       VP006198                  145.00

 20140425          081     ZE44426R       VP006199                  145.00

 20140425          081     ZE44426R       VP006200                  145.00

 20140425          081     ZE44426R       VP006201                   75.00

 

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP F2-TRANS INQ F3-PRIOR INQ F7-PRIOR F8-NEXT F9-INTERRUPT ENTER-INQUIRE

Vertical 2-way Arrow

 S060  UC: 10                    STATE OF OREGON              05/15/14 02:18 PM

 LINK TO:      ACTIVE     TRANSACTION SUMMARY INQUIRY                      PROD

 

     AGENCY: 101   FISCAL YEAR: 14    EFF DATE: 20140514  SFX: 001

   REC TYPE: A         DOC AGY: 100     DOC NO: ZE44625A  REF DOC: VP010130

 

       FUND AOBJ GRANT  PH

 KEYS: 1700 6110 999099 00

 SFX   EFF DATE   VENDOR NO/MC    VENDOR NAME          TC            AMOUNT  R

 001   20140514  1522134207 003  CLINKER OFFICE SUPPLY 380         71207.99

 
 
 
 
 
 
 
 
 
 
 
 
 

 F1-HELP  F2-AE DETAIL  F3-PRIOR INQ  F7-PRIOR  F8-NEXT  F9-INTER  ENTER-INQUIRE

Vertical 2-way Arrow

 S084  UC: 10                    STATE OF OREGON              05/15/14 02:18 PM 

 LINK TO:                ACCOUNTING EVENT RECORD INQUIRY                   PROD

 ACTIVE

 BATCH: AGENCY 101 DATE 051514 TYPE W NO 951 SEQ NO 00003 REC TYPE: A STATUS: A

 

 GL: DR1 1211 CR1 0070 DR2 3500 CR2 3501 DR3 1111 CR3 1011 DR4      CR4

 DOC AGY: 100  DOC DATE:         EFF DATE: 072506  DUE DATE:

  SERV DATE:        CUR DOC/SFX/CLASS: ZE44625A 001     MOD:

                    REF DOC/SFX/CLASS: VP010130 003     AGENCY: 100

   TRANS CODE: 380 INDEX: 03710  PCA: 09941 AY: 15     COMP/AGY OBJ: 4202 6110

       AMOUNT:      731207.99   RVS:   DISCOUNT:            .00   FO:   PDT: MA

           CI:   PROP #:            1099: 1   INV-NO:                DT:

 VEND/MC: 1522134207 003 DESC:

 NAME: CLINKER OFFICE SUPPLY                            CONT NO:

 CITY: CHALLIS              ST: ID ZIP: 84404 0011          RTI: D

 PMT-NO: 119634560 DT:        AP NO: 87101 FUND: 1700    AGY GL:

  GRANT NO/PH: 999099 00    SUB GRANTEE:                 PROJ NO/PH:

 MPCD:                AGY CD-1:      2:      3: 00717     CASH FUND:

 G38-TRANSFER:                  PMT TYPE:   INT TM:  0.000 BANK:

 DISC-DT:        TM:    PEN-DT:        TM:    PEN AMT:            .00

 LAST PROC – DT: 05152014 TIME: 1930 ORIG SEQ NO:         APPROVAL DT: 051514

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP   F2-85   F3-PRIOR INQ   F4-PRIOR   F5-NEXT  F7-86  F9-INT ENTER-INQ

To execute the Drill Down function, press   F2   while the cursor is placed on one of the elements in the fields highlighted in the examples above. Press   F3   to return to the previous inquiry screen. Press   F9   to return all the way back to the original Financial Inquiry screen.

 

 3-6     Help, Interrupt And Link Facilities

Three features of R⋆STARS are available during on-line processing that allow the user to navigate through various screens quickly and access and/or modify system information. The HELP feature provides on-line documentation on many aspects of the system, including reports, screens, error messages and any other topics deemed necessary by the system manager. The INTERRUPT feature allows the user to access other screens to inquire on data or modify profiles and return to the original screen with the data intact. INTERRUPTs are especially helpful for correcting coding errors during data entry. The LINK feature allows quick navigation through virtually any screen available to the user.

 

The HELP Facility

The HELP facility provides on-line documentation for the R⋆STARS system. The actual topics described by the HELP facility and their contents are determined and maintained centrally in a profile. HELP documentation is viewed and maintained through the 90 table, which is accessed from the System Management Submenu. The key fields of the 90 table are a topic KEYWORD: and a PAGE: number. Typical HELP keywords include three-character system error messages (e.g., G56). The profile also includes up to 14 lines of free-form text per page.

In order to access HELP for a specific subject, the user enters the Keyword associated with the desired topic in the KEYWORD: field. The PAGE: field defaults to 01.  A specified page for the requested topic can be entered if desired and available.

HELP consists of four types of on-line R⋆STARS assistance:

◾ Data Element Help – During financial transaction entry, the user may interrupt to a scroll screen to select a valid Index, Program Cost Account, Comptroller Object, Agency Object, Vendor Name or Vendor Number. These screens are accessed by pressing   F1   while the cursor is in the related field. To select an element, the user enters an s in the Selector column to the left of the data element list. When   F9   is pressed to end interrupt, the selected information is automatically carried back to the financial data entry screen. These screens can also be accessed from the LINK TO: field or from their associated submenu; however, the Selector column to the left of the data element list is available only when these screens are accessed from a financial data entry screen.

Example:

 S077   UC: 10                   STATE OF OREGON              05/15/14 01:39 PM

                                 INDEX SELECTION                           PROD

 

 STARTING – AGY: 101   IDX:        APPN YR: 15

  S   AGY    IDX    AY   SC           TITLE

      101   04685   15   A   IRM-ENS-DVS-IP TELEPHONY SERV-NL

      101   04701   15   A   IRM-ENS-VOS-STC (SALEM TELECON)-NL

      101   04702   15   A   IRM-ENS-VOS-ONLINE SERVICES-NL

      101   04703   15   A   IRM-ENS-VOS-STC (SALEM TELECON)-L

      101   04714   15   A   IRM-ENS-VOS-ONLINE SERVICES-L

      101   04722   15   A   IRM-ENS-VOS-GATEWAY SERVICES-NL

      101   04723   15   A   IRM – ENS – VOS  – TERRESTRIAL SERVICES

      101   04732   15   A   IRM-ENS-VOS-BASIC VIDEO SERV-NL

      101   04801   15   A   IRM-ENS-VOICE-L

      101   04805   15   A   IRM-ENS-VOICE-ADMIN-NL

      101   04825   15   A   IRM-ENS-VOICE-SWITCHED/LOCAL SRVS-NL

      101   04835   15   A   IRM-ENS-VOICE-SWITCHEDSRVS/TRUNKING-NL

      101   04845   15   A   IRM-ENS-VOICE-SWITCHED SRVS/OPX-NL

      101   04856   15   A   IRM-ENS-VOICE-SWITCHED SRVS/EDP SUP-NL

      101   04875   15   A   IRM-ENS-VOICE-TOLL SRVS/DDD TOLL-NL

      101   04885   15   A   IRM-ENS-VOICE-TOLL SRVS/SDN OFF NET-NL

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP  F7-PRIOR PAGE  F8-NEXT PAGE  F9-INTERRUPT  ENTER-INQUIRE  CLEAR-EXIT

Example:

 S078   UC: 10                   STATE OF OREGON              05/15/14 01:42 PM

                          PROGRAM COST ACCOUNT SELECTION                   PROD

 

 STARTING – AGY: 101   PCA:        APPN YR: 15

  S   AGY    PCA    AY   SC            TITLE

      101   38651   15   A   OPB – POPULATION SURVEY

      101   38652   15   A   OPB –  OS III

      101   40150   15   A   DISPUTE RESOLUTION COMMISSION-OF-L

      101   40160   15   A   CAPITOL PLANNING COMMISSION-OF-L

      101   40210   15   A   SCD ARREST & RETURN – OF – L

      101   42000   15   A   SCD/STATEWIDE ADMINISTRATION – L

      101   42020   15   A   SCD/STATEWIDE ADMINISTRATION – NL

      101   42700   15   A   SCD – STATEWIDE A/R MGMT – L

      101   42800   15   A   SCD – E-COMMERCE – L – OF

      101   42900   15   A   SCD – FINANCIAL INTERNAL CONTROL-L

      101   44200   15   A   OREGON STATE PAYROLL SYSTEM (OSPS) – L

      101   44220   15   A   SCD/OREGON STATE PAYROLL SYS (OSPS) – NL

      101   44230   15   A   SCD/OSPS AD HOC REPORTING – NL

      101   45000   15   A   SCD – SHARED CLIENT SERVICES – L

      101   46001   15   A   SARS

      101   46020   15   A   SCD/SARS – SFR/CAFR – NL

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP  F7-PRIOR PAGE  F8-NEXT PAGE  F9-INTERRUPT  ENTER-INQUIRE  CLEAR-EXIT

Example:

 S079   UC: 10                   STATE OF OREGON              05/15/14 01:40 PM

                          COMPTROLLER OBJECT SELECTION                     PROD

 STARTING – APPN YR:  15  COMP OBJ:

  S   AY   COBJ                   TITLE                    1099  SC

      15   0229   INDIGENT DEFENSE RECOVERY                  N   A

      15   0300   FEDERAL REVENUE                            N   A

      15   0401   ADMINISTRATIVE AND SERVICE CHARGES         N   A

      15   0402   EDUCATION OF CHILDREN IN STATE SCHOOLS     N   A

      15   0403   CARE OF STATE WARDS                        N   A

      15   0404   SUPPORT COLLECTIONS                        N   A

      15   0415   CENTRAL SERVICE CHARGES                    N   A

      15   0406   INDIRECT COST REIMBURSEMENTS               N   A

      15   0407   OTHER CHARGES FOR SERVICES                 N   A

      15   0410   INSURANCE PREMIUMS                         N   A

      15   0500   FINES AND FORFEITS                         N   A

      15   0600   RENTS AND ROYALTIES                        N   A

      15   0701   LIQUOR SALES                               N   A

      15   0702   PARI-MUTUEL RECEIPTS                       N   A

      15   0703   STATE FOREST LANDS                         N   A

      15   0704   COMMON SCHOOL LANDS                        N   A

      15   0708   OTHER SALES INCOME                         N   A

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP  F7-PRIOR PAGE  F8-NEXT PAGE  F9-INTERRUPT  ENTER-INQUIRE  CLEAR-EXIT

Example:

 S081   UC: 10                   STATE OF OREGON              05/15/14 01:43 PM

                             AGENCY OBJECT SELECTION                       PROD

 STARTING – AGY: 101  APPN YR: 09  AGY OBJ:

  S   AGY   AY   AOBJ                  TITLE                       COBJ   SC

      101   15   4153   OUT-OF-STATE GROUND TRANSPORTATION         4153   A

      101   15   4154   OUT-OF-STATE TRAVEL MISC EXPENSES          4154   A

      101   15   4155   FOREIGN MEAL AND LODGING                   4155   A

      101   15   4156   FOREIGN AIR TRANSPORTATION                 4156   A

      101   15   4157   FOREIGN GROUND TRANSPORTATION              4157   A

      101   15   4158   FOREIGN TRAVEL MISCELLANEOUS EXPENSE       4158   A

      101   15   4200   OFFICE SUPPLIES                            4200   A

      101   15   4201   SMALL EQUIPMENT                            4200   A

      101   15   4202   EQUIPMENT RENTAL                           4200   A

      101   15   4203   SMALL EQUIPMENT INV NONCAP                 4200   A

      101   15   4204   PHOTOGRAPHIC SUPPLIES                      4200   A

      101   15   4205   SPOTS DEFAULT                              4200   A

      101   15   4250   OFFICE SERVICES                            4201   A

      101   15   4251   POSTAGE                                    4200   A

      101   15   4252   PRESORT EXPENSE                            4201   A

      101   15   4253   FREIGHT CARTAGE & EXPRESS                  4201   A

      101   15   4254   LATE PAYMENT CHARGES                       4201   A

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F1-HELP  F7-PRIOR PAGE  F8-NEXT PAGE  F9-INTERRUPT  ENTER-INQUIRE  CLEAR-EXIT

Example:

 S03A   UC: 10                   STATE OF OREGON              05/15/14 01:45 PM

                              VENDOR ALPHA INQUIRY                         PROD

 SELECT VENDORS FROM: A  (S=SYSTEMWIDE, A=AGENCY)

 SEARCH NAME: BOISE                       AGY: 101    VENDOR TYPE:

 

 S VENDOR NO / MC SC  PDT        VENDOR NAME                     ADDRESS

   0000X26001 000 A        BOISE CASCADE                   4660 N CHANNEL AVE

 

   0000X26152 000 A        BOISE CASCADE OFFICE PRODUCTS   ATTN: TIM GRAY

                                                           4660 N CHANNEL AVE

   0000X26002 000 A        NORTHWEST ELEVATOR COMPANY      17700 SW UPPER BONES

 
 
 
 
 
 
 
 
 
 

 Z36 RECORD(S) RECALLED – END OF LIST

 

 F1-HELP  F7-PRIOR PAGE  F8-NEXT PAGE  F9-INTERRUPT  ENTER-INQUIRE  CLEAR-EXIT

Example:

 S03N   UC: 10                   STATE OF OREGON              05/15/14 01:49 PM

                              VENDOR NUMBER INQUIRY                        PROD

 

 VENDOR NO:   0000X26152    AGY:   101

 

 S VENDOR NO / MC   PDT SC       VENDOR NAME                     ADDRESS 1

   0000X26152  000      A  BOISE CASCADE OFFICE PRODUCTS    ATTN: TIM GRAY

 
 
 
 
 
 
 
 
 
 
 
 
 
 

 Z36 RECORD(S) RECALLED – END OF LIST

 

 F1-HELP  F7-PRIOR PAGE  F8-NEXT PAGE  F9-INTERRUPT  ENTER-INQUIRE  CLEAR-EXIT

 

◾ 3S – Vendor Record Status Inquiry. The Status Inquiry screen allows users view key information from vendor profiles awaiting activation based on the record’s Status Code:  P – partial record from ADPICS; R – agency request to activate new record; or B –  both entered if the user wishes to view both P and R records.

A record may be selected by entering s in the selector column on the inquiry screen. If the record selected has a Mail Code of 000, the system interrupts to the 52 profile. If the record has a Mail Code other than 000, the system interrupts to the 51 profile. This inquiry aids personnel who maintain the statewide vendor profiles with thereview and activation of vendor records.

Example:

 S03S   UC: 10                   STATE OF OREGON              05/15/14 11:45 AM

 LINK TO:                  VENDOR RECORD STATUS INQUIRY                    PROD

 

 STATUS: P (P/R/B)

 

 S PROC DT  AGY  VENDOR ID  MC  NAME                                     TIN SC

 

   04/10/14 100  1974268535 500 UMPQUA TRIBAL                             D  P

                  974268535     UMPQUA TRIBAL

   05/27/14 581  1205077069 000 ARTS EXPRESSION LLC                       3  P

                  205077069     ARTS EXPRESSION LLC

   05/27/14 581  1936002303 510 COUNTY OF LANE                            D  P

                  936002303     COUNTY OF LANE

 
 
 
 
 
 
 
 

 Z36 RECORD(S) RECALLED - END OF LIST

 

 F1-HELP  F2-SEL  F7-PRIOR PAGE F8-NEXT PAGE F9-INT ENTER-INQUIRED CLEAR-EXIT

 

◾ Error Code Help – Error Code Help assists the user in the correction of errors detected during on-line data entry. When an error has been generated by R⋆STARS, pressing   F1   will retrieve the 90 table screen and display the first error code.   F8   is used to access information on the next error code. Samples of a transaction with errors and the 90 table screens with error codes explained are shown below.

Example:

 S504   UC: 19                   STATE OF OREGON              05/15/14 02:20 PM

 LINK TO:               REVENUE/RECEIPTS TRANSACTION ENTRY      NOTE: N    PROD

 BATCH: AGENCY 101 DATE 051514 TYPE 2 NO 001 SEQ NO 00001 MODE EDIT AND POST

 DOC DATE:          EFF DATE: 051514  DUE DATE:         SERV DATE:

  CUR DOC/SFX: CR000275 001  REF DOC/SFX:              MOD:     AGENCY: 101

   TRANS CODE: 190       RECEIPT OF REVENUE NOT ACCRUED

        INDEX: 13000     OFFICE OF BUSINESS ADMINISTRATION

          PCA: 11300     OFFICE OF BUSINESS ADMIN                   AY: 15

 COMP/AGY OBJ: 4101 4101 INSTATE MEALS AND LODGING

       AMOUNT: 00000000500.00  RVS:         DESC:

  DOC COUNT: 00000  DOC AMT:  0000000000.00 DOC AGY: 101  FUND OVRD:

 VEND/MC:                 NM:

 PMT TYPE:   INT:       ADD1:

    BANK:               ADD2:

 DISC DT:        TM:    ADD3:

  PEN DT:        TM:    CITY:                        ST:     ZIP:

 PEN AMT:                CHECK #:                 DEPOSIT #:

 G38:                APPN NO: 31501    FUND: 1100    GL ACCT/AGY:

  GRANT NO/PH:            SUB GRANTEE:                PROJ NO/PH:

  MPCD:               AGY CD-1:      2:      3:              RTI:

 EE7  INVALID GL/OBJ COMBO EE8  INVALID OBJ/GL COMBO EDE  OBJ NOT INCLUDED 28B

 

 F1-HELP  F2-INVOICE  F3-RTI  F4-EDIT  F5-NEXT RTI TRANS F6-BALANCING F7-DETAILS

 F8-PRINT  F9-INTERRUPT  F10-SAVE  F11-SAVE/CLEAR  F12-HEADERS  CLEAR-EXIT

Example:

 S090   UC: 19                  STATE OF OREGON               05/15/14 02:22 PM

 LINK TO:                       NEWS/HELP TABLE                            PROD

 ACTIVE

 KEYWORD: EE7           PAGE: 01

 

 CODE: EE7      INVALID GL/OBJ COMBO

 

 DATA ELEMENT:  AGENCY OBJECT

 

 EXPLANATION:   THE D11 AGENCY OBJECT ENTERED MUST HAVE AN OBJECT TYPE THAT

                MATCHES THE OBJECT INDICATOR FOR THE D31 GENERAL LEDGER

                ACCOUNT ON THE TRANSACTION. THE VALID VALUES FOR THE OBJECT

                TYPE INDICATOR IN BOTH THE D11 AGENCY OBJECT PROFILE & THE D31

                GENERAL LEDGER ACCT PROFILE ARE: E-EXPENDITURE, R-REVENUE,

                S-STATISTICS, 'T'-TRANSFER, AND 'O'-OTHER. FOR EXAMPLE:

                IF AOBJ ENTERED ON THE TRANS HAS AN OBJ TYPE OF E THEN ONE

                OF THE GL ACCTS ON THE TCODE (SEE 28A) MUST ALSO HAVE AN

                OBJECT TYPE OF E.

 

                                                         STATUS CODE: A

  EFF START DATE: 07221991   EFF END DATE:            LAST PROC DATE: 07221991

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F3-DELETE        F5-NEXT RECORD    F8-NEXT ERROR   F9-INTERRUPT    F10-SAVE

 F11-SAVE/CLEAR   ENTER-INQUIRE     CLEAR-EXIT

Example:

 S090   UC: 19                  STATE OF OREGON               05/15/14 02:22 PM

 LINK TO:                       NEWS/HELP TABLE                            PROD

 ACTIVE

 KEYWORD: EE8           PAGE: 01

 

 CODE: EE8     INVALID OBJ/GL COMBO

 

 DATA ELEMENT: COMPTROLLER OBJECT/D10 COMP OBJECT TYPE/D31 GL TYPE

 

 EXPLANATION:  THE D10 COMPTROLLER OBJECT ENTERED MUST HAVE AN OBJECT TYPE THAT

               MATCHES THE OBJECT INDICATOR ON ONE OF THE D31 GENERAL LEDGER

               ACCOUNTS USED ON THE TRANSACTION. THE VALID VALUES FOR THE D10

               AND D31 PROFILES ARE: "E" = EXPENDITURE, "R" = REVENUES, "S" =

               STATISTICS, "T" = TRANSFER, AND "O" = OTHER. FOR EXAMPLE:

               IF THE COMP OBJECT ENTERED HAS AN OBJ TYPE = "E", THEN ONE OF

               THE GL ACCOUNTS MUST ALSO HAVE AN OBJECT OF "E".

 
 

                                                         STATUS CODE: A

  EFF START DATE: 06201990   EFF END DATE:            LAST PROC DATE: 07151991

 Z07 NEXT RECORD SUCCESSFULLY READ

 

 F3-DELETE        F5-NEXT RECORD    F8-NEXT ERROR   F9-INTERRUPT    F10-SAVE

 F11-SAVE/CLEAR   ENTER-INQUIRE     CLEAR-EXIT

Example:

 S090   UC: 19                  STATE OF OREGON               05/15/14 02:23 PM

 LINK TO:                       NEWS/HELP TABLE                            PROD

 ACTIVE

 KEYWORD: EDE           PAGE: 01

 

 CODE: EDE      COBJ NOT INCL IN 28B

 

 DATA ELEMENT:  COMPTROLLER OBJECT

 

 EXPLANATION:   THE COMPTROLLER OBJECT ENTERED OR LOOKED UP CANNOT BE USED ON

                THIS TRANSACTION. THE 28B TRANSACTION CODE DESCRIPTION PROFILE

                INCLUDED IN THE RANGE OF COMP OBJECTS ALLOWED FOR THE T-CODE

                PROHIBITS THE USE OF THIS COMP OBJECT WITH THIS T-CODE. IF

                ONLY CERTAIN COMP OBJECTS ARE ALLOWED, THEY WILL BE LISTED

                IN THE INCLUDE (I) RANGE. IF CERTAIN COMP OBJECTS ARE NOT

                ALLOWED, THEY WILL BE LISTED IN THE EXCLUDE (E) RANGE.

 
 

                                                         STATUS CODE: A

  EFF START DATE: 06201990   EFF END DATE:            LAST PROC DATE: 11221994

 Z06 RECORD SUCCESSFULLY RECALLED

 

 F3-DELETE        F5-NEXT RECORD    F8-NEXT ERROR   F9-INTERRUPT    F10-SAVE

 F11-SAVE/CLEAR   ENTER-INQUIRE     CLEAR-EXIT

 

◾ Screen Help – If a user needs information about a screen, pressing   F1   while that screen is displayed will retrieve that screen's HELP record. (Note: this only works if there are no error codes displayed on the screen. If an error code is present,   F1   will cause the 90 table to display the HELP record for the error code instead of the HELP record for the screen.)  Any screen HELP record can be recalled by typing Snnn (where nnn is the screen ID) in the Keyword field of the 90 table and pressing  Enter .

◾ Report Help – A help record exists that describes each requestable report. It may include instructions related to special select options and any other relevant information. These records can be recalled by entering the report ID (DAFRnnnn) in the Keyword field and pressing  Enter .

◾ News – During the Logon process, the first page of NEWS is automatically displayed to the user. The first page of news and any additional pages that may exist can be viewed by entering the Keyword NEWS on the 90 table.

 

The INTERRUPT Facility

The INTERRUPT facility allows a user to temporarily exit an on-line function and execute one or more other on-line functions. As an example, a typical interrupt session might proceed as follows:

1. The operator is entering financial transactions and receives an error message.

2. The operator interrupts transaction data entry to check the Help facility for a further explanation of the error message. The Help screen explains that the PCA entered is not in the PCA Profile.

3. The operator returns to the financial transaction entry screen, interrupts from there to the PCA Profile, and enters the new PCA into the profile.

4. The operator returns to the financial transaction entry screen and presses   F4   or  F10  to re-edit the transaction.

When the operator returns to the original screen, all of the original data is displayed.

 

Beginning an INTERRUPT Session

In the upper left corner of each screen is the LINK TO: field. The screen below shows the placement of this field. When a screen is first retrieved, the cursor is positioned in the first enterable field on the screen. The Backtab ( Shift Tab ) or  Home  keys can be used to position the cursor in the LINK TO: field. To begin an interrupt, the user types the profile ID of the screen they wish to view in the LINK TO: field. If an INTERRUPT to that function is permitted, control will be transferred when   F9   is pressed. When an INTERRUPT session has begun, the screen displays the word ACTIVE next to the LINK TO: entry field to remind the operator that an INTERRUPT is in progress.

Example:

 S505   UC: 17                   STATE OF OREGON              05/15/14 03:27 PM

 LINK TO: 64          PRE-ENC/ENC/EXPEND TRANSACTION ENTRY      NOTE: N    PROD

 BATCH: AGENCY 101 DATE 012609 TYPE 4 NO 101 SEQ NO 00001 MODE EDIT AND POST

 DOC DATE:          EFF DATE: 012609  DUE DATE: 051514  SERV DATE:

  CUR DOC/SFX: VP000989 001  REF DOC/SFX:               MOD:    AGENCY: 101

   TRANS CODE: 222

        INDEX: 11000

          PCA: 11100                                               AY: 15

 COMP/AGY OBJ: 4200 4251

       AMOUNT: 00000000450.00 RVS:    DISC:                1099:   FO:   PDT: RA

 DOC COUNT: 00000 DOC AMT:  0000000450.00 DOC AGY: 101 CI:    PROP #:

       INV NO:                DT:           DESC:

 VEND/MC: 1410760000 003  NM: UNITED STATES POSTAL SERVICE

 CONT NO:             ADDR 1: % CMRS-PBP

 WARR NO:             ADDR 2: PO BOX 504766

 APPN NO: 31501       ADDR 3:

    FUND: 1110        ADDR 4:

 GL AC/AGY:               CITY: THE LAKES            ST: NV  ZIP: 88905 4766

  GRANT NO/PH:            SUB GRANTEE:                PROJ NO/PH:

 MPCD:               AGY CD-1:      2:      3:        G38:           RTI:

 
 

 F1-HELP  F3-RTI  F4-EDIT F5-NEXT RTI TRANS F6-BALANCING F7-DETAILS F9-INTERRUPT

 F10-SAVE  F11-SAVE/CLEAR  F12-HEADERS   CLEAR-EXIT

Example:

 S064   UC: 17                   STATE OF OREGON              05/15/14 03:28 PM

 LINK TO:                   DOCUMENT RECORD INQUIRY                        PROD

 ACTIVE

         AGY: 101  DOC NO/SFX/CLASS: EE000001 001 001

 

 CREATE DATE: 050114   CLOSE DATE: 051514

    INQ TYPE: MC     (MA, YA, MY, YY, MC, YC)

    INQ YEAR: 14            INQ MONTH: 13      DOC BALANCE:               .00

 

 BT       TITLE                  AMOUNT  BT       TITLE                  AMOUNT

 01 ORIG AMOUNT                  500.00

 03 LIQUIDATIONS                 500.00

 
 
 
 
 
 
 
 
 
 
 

 F1-HELP       F5-NEXT       F9-INTERRUPT       ENTER-INQUIRE       CLEAR-EXIT

 

During an INTERRUPT Session

During some INTERRUPT sessions, certain key values can be attached and carried back to the original transaction. An example is interrupting to the 59 screen to find an encumbrance previously posted using a specific Vendor Code. Entering the Vendor Code and Document Type displays a list of documents. After typing an s in the Select column for the specific document and pressing   F9   to end INTERRUPT, the system will automatically retrieve the document number and post it to the REF DOC field on the original entry screen. Another example is  retrieving a Vendor Number during a transaction. After invoking the 3A or 3N screens by pressing [F1], if the operator enters an s next to the desired vendor and then presses   F9   to end INTERRUPT, the system will place the selected vendor number in the vendor number field of the original entry screen.

Also, when HELP (  F1  ) is requested with an error message on the screen during data entry, the system will automatically display the help message related to the error.

 

Returning From an INTERRUPT Session

Pressing   F9   returns the operator from an active INTERRUPT function to the function or screen that was active before the INTERRUPT started. Once an INTERRUPT session has been started, it will remain active until   F9   is pressed again to end it. During this time, the user may move from screen to screen by entering the screen ID in the LINK TO: field and pressing  Enter .

Note: this is not true if the user has interrupted to the HELP facility; during an active INTERRUPT session, the 90 table may only be exited by pressing   F9  .

As explained above, when   F9   is pressed to return from selected INTERRUPT locations, R⋆STARS can carry select data to the original entry screen.

 

Link Facility

The LINK Facility is a quick way to navigate through the R⋆STARS screens. To LINK, the user goes to the LINK TO: field, types the desired screen and presses  Enter . R⋆STARS will take the user to the requested screen without requiring a return to the original screen. LINK is helpful in assisting experienced users with quick navigation through the system.


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