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General Journal Interface Module

Hotz Hall
University of Arkansas, Fayetteville

Table of Contents

Introduction

Overview

System Concepts

Processes: "How-To"

Online Functions

Appendix A. General System Features

Appendix B. General Help Topics

Appendix C. Batch Functions

General Journal Interface Module

BASIS Team

Revised: November 2001

Introduction

System and Revision Identification

These are the preliminary documents concerning GJIM (General Journal Interface Module). The original user GJIM documentation was never formally written, although a training manual was produced by Financial Affairs. This version includes the DART category upgrade to GJIM.

Purpose of this Document

This document is meant to introduce concepts for the BASIS GJIM system, and includes goals and objectives, overall system requirements, on-line screens, and descriptions of batch jobs. Process descriptions are also included where appropriate.

Overview

System Overview

The vast majority of the University's accounting entries are generated from accounts payable, payroll, and other automated systems. These systems employ the necessary processing controls for these entries and maintain the detailed data regarding their origin. In addition to these transactions, there is a need to make adjustments and other direct entries to the University's general ledger. GJIM is an on-line system designed to capture data at its point of origin and facilitate the entry of data to create journal transactions in a common document format.

The scope of GJIM includes processing transfers, interdepartmental invoices, account code changes, and journal entries. GJIM is not used for the processing of cash receipts or other accounts receivable activity.

General Capabilities

GJIM is an external front end to the University's general ledger. It allows document entry to be distributed throughout the University. Documents are uniquely identified by their type, the fiscal year in which they are to be effective, and a system generated number. Other data that are retained include company cost center numbers, account numbers, the budgetary unit and the departmental representative associated with the document (for tracking purposes), and the date the document is effective.

A short descriptive text noting the reason for and/or referencing related activity associated with the document is permitted. These brief descriptions are passed to general ledger and appear on the monthly Departmental Budget Report.

The ability to input lengthy text describing the purpose of, or providing additional justification for, a document is provided and maintained. This text may be viewed whenever the document is accessed.

Primary Functions

The system has been designed to address the needs associated with creating, maintaining, and then gaining approval for the following types of activity:

Expenditure Transfers

allow expenses that have already been recorded in accounting for a specific company cost center to be moved to another.

Funds Transfers

allow funds that are associated in accounting with a specific company cost center to be moved to another.

Interdepartmental Invoices

allow processing of charges to multiple cost centers for a specific service provided by a department.

Account  Code Changes

allow the specific classification of a financial transaction to be altered (e.g., a purchase originally recorded as equipment may be reclassified as non-capital). Only expense or revenue account codes may be used on an account code change, although these may be mixed within an entry (an expense account may be changed to a revenue account or vice versa).

Journal Entries

allow authorized individuals to make unrestricted changes within the University's financial records.

Note: Journal Entries require appropriate justification and Financial Affairs' explicit approval.

An input option to allow Journal Entry documents to be entered in batch via a pre-formatted sequential file is provided. This feature permits the creation of documents generated as output from other automated systems (such as PC spreadsheet software).

System Concepts

Menus

Due to the large number of functions in the GJIM application, some rational for grouping some functions on submenus was required. The TARGET Processing (xxTP) functions were placed on the main menu because it was decided that they would be used the most. Both reviewing and viewing of documents are best accomplished within these functions because a pending transaction is included on the screen.

The maintenance functions (xxM) are on the same menu because they are accessed by the same type of user and the lists were placed on a menu (transaction and document lists) because they serve the same purpose and give the user one location to go and decide which list would provide them the "cut" at the data they needed.

Design Issues

GJIM Document structure

All GJIM documents are composed of header information as well as line item data. The originator, dates, and descriptions are examples of the header information. Document lines identify affected company cost centers and related amounts.

Additional line information and the structure and number of lines varies with each document type as follows:

Expenditure Transfer

documents permit the entry of one source for the transfer and up to 25 targets for a total of 26 lines. This allows distributing one financial transaction, after the fact, to numerous other cost centers.

Funds Transfer

documents permit 24 entries, with each entry specifying a company cost center, a designation as a source or receiver, a departmental accounting category, and an amount or amounts for the specified cost center and category combination.

Account Code Changes

permit 12 entries, with each entry specifying the company cost center, source account, target account code, and amount.

Interdepartmental Invoices

permit the designation of only one cost center to receive credit, but allow the charge to be distributed across as many as 10 cost centers.

Journal Entries

are unrestricted in regard to what company, account, or cost center may be specified. These are intended primarily for use by Financial Affairs, and allow up to 98 lines per transaction.

TARGET and Non-TARGET Document Functions

Two separate functions are required to manage GJIM documents. The first is the maintenance function (xxM). This function provides users with the ability to maintain these documents separate from the approval process for the document. The documents can be lengthy and require an extended time for their creation and editing prior to being finalized by the operator entering them. When the document is ready to submit for approval, the TARGET processing function (xxTP) is used. It creates a request (transaction) to change the document status from open (O) to approved (A). The system also changes the value of document status on the database from open to submitted to prevent any further updates in the xxM function.

Document Status Codes

Newly created documents are assigned a status of O (open). Only an open document can be updated in a document maintenance function. For that reason, when the document is submitted for approval in a TARGET processing function, the status of the document is changed to S (submitted). This insures that the document can't be altered via the maintenance functions during the review process. If a transaction is rejected during the review process, the document status is set to R, and it cannot be updated or resubmitted. If a transaction is withdrawn during the review process, the status is set back to O (open) so corrections can be made and the document re-submitted for approval.

Document Numbers

The system maintains and assigns unique numbers to documents by document type and fiscal year. Each new FY, the document number for each document type begins again at 1. The next number to be assigned is maintained by the system (on the MAD file).

Copy Action

In all of the maintenance functions (xxM), the copy action always effects an Action of A (add). The values displayed on the screen are retained and the addition of a newly numbered document is accomplished when saved. Only documents of the same type can be copied.

Effective Dates

The desired date for the document to be effective within the General Ledger must be specified at data entry. On all documents (except Journal Entries) this date is validated by checking the open and close dates for an accounting month and year on the GJIM calendar (CALM) at the time the document is entered.

In the rare circumstance when the accounting period was open at the time of creation, but has been closed by the time the document is being extracted for processing to GL, the system alters the effective date to be within the oldest period still open and records the fact that this action has taken (by placing an asterisk next to the Effective Date field). However, this change is not performed if it would mean the document would be posted to a different fiscal year than originally intended.

Journal Entries are not altered in this manner since they may be used to update the GL even after the calendar table indicates the period is closed. Journal Entries use the DART calendar (ACAL) to determine which accounting period to use.

Company Cost Center Validation

Company cost centers are validated using the various dates on the Cost Center file.  The system allows activity between the project begin and the adjustment end dates of the cost center.  No activity is allowed after the adjustment end date, except for Journal Entries which are allowed up to the closed date of the cost center.

Processes: "How-To"

The following pages provide brief step-by-step instructions in the creation and submission of accounting documents. For more detailed validations, processing rules, as well as sample screen snapshots, please refer to the corresponding portion of the "Command Reference: Online Functions" segment of this manual (beginning on page 16).

How to Create an Account Change

Account Changes (ACM) are used to correct charges or revenues applied to the wrong account code within a cost center, or to allocate charges or revenues between account codes within a cost center. This function is available to Financial Affairs and Treasurer's Office staff or upon special request.

The only account numbers that can be used are revenue and expenditure account codes.

A Reference ID must be entered in the correct format. (Refer to the Reference ID field help screen for appropriate formats.)

Step by Step Process

  1. Input "ACM" in the Command field, use an Action of A (add), input the correct fiscal year in the Effective FY field, and press Enter.
  2. Enter a Doc Total (this must sum to the total amounts entered on the lines).
  3. Enter a description for the change in the Desc field.
  4. If appropriate, update the Effective Date field with the date that is posted to the accounting records.
  5. Enter an identifying number in the Reference ID field (press PF1 to access a help window showing acceptable formats).
  6. If supporting documentation is to be provided, type Y in the Doc (Y/N) field.
  7. For each line, enter the Co Cost Center #, Amount, Debit Account number, Category, Project number, and the Credit Account number, Category, and Project number.
  8. Press PF9 to enter the reason for the account code change. Include as much information as possible, i.e., PO number, AP ID, vendor name, etc. It is also helpful to include the location of supporting paperwork, i.e., "Supporting documentation filed in Joe Smith's office, ADM 555."
  9. Press PF10 to save the account code change document.

Note: Once a document has been saved, it can be updated (alteration of previously input data) until it is submitted for transaction review into the TARGET system. For account code changes, this means updates can be performed until the ACTP (Account Change TARGET Processing) transaction is submitted. To update data, use an Action of U in conjunction with the other required key fields in the banner. Make sure you press PF10 to save changes.

How to Submit an Account Change for Approval

Once the account code change is created and saved on the ACM (Account Change Maintenance) command, the ACTP (Account Change TARGET Processing) command is used to initiate the transaction review request. Once this submission request is saved on ACTP, updates can no longer be performed on the document via the ACM command.

Submitting a Single Document

  1. Input "ACTP" in the Command field, an Action of S (submit), the Effective FY, and the AC Doc Number, then press Enter.
  2. Press PF10 to submit the transaction.
Once submitted, the transaction is routed automatically to the appropriate desks for review. After final approval, the AC record is posted to DART via a nightly batch job.

Submitting Multiple Documents

  1. Input "LDSB" in the Command field, an Action of S (submit), the Effective FY, Doc Type (AC, ET, FT, II, or JE), Doc Status of O (open), BU (your budgetary unit), and a starting Effective Date, then press Enter.
  2. If your document isn't displayed, then change the effective date in banner.
  3. Select your documents by placing an "x" before each document listed on the screen. Note: Please be sure to only select your documents.
  4. Press PF2 to suspend to ACTP.
  5. Press PF10 to submit the transaction.
  6. Press PF8 to page to the next record or to return to LDSB.
  7. Press PF8 to scroll to the next screen of documents, if you have any other documents that need to be submitted.
Once submitted, the transaction is routed automatically to the appropriate desks for review. After final approval, the AC record is posted to DART via a nightly batch job.

How to Create an Expenditure Transfer

Expenditure transfers are used to change incorrect charges (e.g., an expenditure was charged to the wrong PO or an incorrect cost center was used), or when you want to redistribute an expenditure among cost centers. GJIM's ETM (Expenditure Transfer Maintenance) command is used to create these documents, which are submitted for approval through a separate (ETTP) command.

Only one account number may be used on a ET document. You also can only input a single cost center for an expenditure to be transferred from. You may, however, input up to twenty-five cost centers which a part or all of an expenditure is to be transferred to.

Step by Step Process

  1. Input "ETM" in the Command field, use an Action of A (add), make sure the correct fiscal year is in the Effective FY field especially around year-end, and press Enter.
  2. The Effective Date field defaults to the current date. This is the date that the document, if approved, will be posted to the accounting records. The Effective Date can be any date in the current open month.
  3. If appropriate, update the Dept Rep and BU fields, which default to the person creating the document. (The departmental representative field identifies the contact person for this transaction.)
  4. Press PF11 to access the pop-up window that will list transactions related to the CCC, YYMM and Category entered at the bottom of the window. Only transactions with source codes of EB, GJ, IO, IR, IS, and UP can be selected.
  5. Once the list is accessed, select the transaction that you are wanting to transfer by marking with an "X" and pressing enter.
  6. The Description field, Effective Date field, Date Originally Posted field, Account field, the FR: Co Cost Center # field, Category field , and the Amount field will be populated with the approriate information from the selected transaction.
  7. The Effective Date field will default to the effective date of the originally transaction but can be modified. This date must be in an open accounting period.
  8. Enter the To: Co Cost Center #. Input up to twenty-five company cost center/category combinations. The PF1 help key is available to select a Company Cost Center.
  9. Input the departmental accounting (DART) Category that the expenditure is to be transferred. You can press PF1 to access a help list of the categories available for the cost center entered. If you are selecting a category for another department's cost center and don't know which specific category to use input Maint category. The reviewers of the cost center category in question will have the option of changing the category from Maint to a specific category.
  10. All or part of the original amount can be transferred. Change the amount for the Fr: Co Cost Center # if needed and input the amounts for the To: Co Cost Center #. The To: and Fr: Cost Center amounts must be equal. Please note that the Fr and To sections are separated by a dashed line. Use PF7 and PF8 to scroll up and down the list of entries.
  11. If desired, input a Pr (project) code. See the documentation on DART (Departmental Accounting, Reporting and Tracking) for more information on how project codes can aid with report generation and tracking of accounting entries.
  12. Press PF9 to document and/or justify the purpose of the transfer.
  13. Press PF10 to save the expenditure transfer document.

Note: Once a document has been saved, it can be updated until it is submitted for transaction review into the TARGET system. For expenditure transfers, this means updates can be performed until the ETTP (Expenditure Transfer TARGET Processing) transaction is submitted. To update an ET document, use an Action of U, enter the ET Doc Number in the banner and press enter. The Efffective Date, the Dept Rep, BU,Fr: Amount, the To: Co Cost Center #, Category, and the Amount can be changed as well as the extended texted in the PF9 key. Once the document has been updated, press PF10 to save.

Document Comments

required comments, press PF10 to save them.

How to Submit an Expenditure Transfer for Approval

Once the expenditure transfer is created and saved on the ETM (Expenditure Transfer Maintenance) command, the ETTP (Expenditure Transfer TARGET Processing) command is used to initiate the transaction review request. Once this submission request is saved on ETTP, updates can no longer be performed on the document via the ETM command.

Submitting a Single Document

  1. Input "ETTP" in the Command field, an Action of S (submit), the Effective FY, and the ET Doc Number, then press Enter.
  2. The To: Category is the only field that can be changed by the reviewer.
  3. Press PF10 to submit the transaction.
Once submitted, the transaction is routed automatically to the appropriate desks for review. Reviewers may update the Category and/or Pr fields as necessary. After final approval, the ET record is posted to DART via a nightly batch job.

Submitting Multiple Documents

  1. Input "LDSB" in the Command field, an Action of S (submit), the Effective FY, Doc Type (AC, ET, FT, II, or JE), Doc Status of O (open), BU (your budgetary unit), and a starting Effective Date, then press Enter.
  2. If your document isn't displayed, then change the effective date in banner.
  3. Select your documents by placing an "x" before each document listed on the screen. Note: Please be sure to only select your documents.
  4. Press PF2 to suspend to ETTP.
  5. Press PF10 to submit the transaction.
  6. Press PF8 to page to the next record or to return to LDSB.
  7. Press PF8 to scroll to the next screen of documents, if you have any other documents that need to be submitted.
Once submitted, the transaction is routed automatically to the appropriate desks for review. Reviewers may update the Category and/or Pr fields as necessary. After final approval, the ET record is posted to DART via a nightly batch job.

How to Create a Funds Transfer

Funds transfers are used to move funds between cost centers and within the same institutional category. GJIM's FTM (Funds Transfer Maintenance) command is used to create these documents, which are submitted for approval through a separate (FTTP) command.

Funds can be transferred from one cost center to up to twenty-four cost centers, and can be categorized as intra-fund or inter-fund transfers. Intra-fund transfers are between different cost centers within the same company (e.g., 0102 to 0102). Inter-fund transfers are those between different companies (e.g., 0102 to 0202). Intra- and inter-fund transfers cannot be processed on the same document. (An exception to this rule is made for salary transfers for Agriculture Experiment Station (AES) federal company cost centers. See FTM command reference for AES processing rules).

Funds transfers are not allowed between restricted and non-restricted companies. If the funds transfer is for a restricted company, then all the cost centers for that transfer must use the same company.  Therefore, if you have an FT which involves different companies, make sure you enter the two different companies on the first two lines.

Step by Step Process

  1. Input "FTM" in the Command field, use an Action of A (add), input the correct fiscal year in the Effective FY field, and press Enter.
  2. Input a description for the document in the Desc field.
  3. Optionally, input a value in the second Desc field (e.g., the name of the person whose salary is being funded).
  4. If appropriate, alter the Effective Date. This date defaults to the current date, and is the date that will be posted to the General Ledger if the transaction is approved.
  5. If supporting paper documentation is to be provided, type "Y" in the Doc (Y/N) field.
  6. If appropriate, update the Dept Rep and BU fields, which default to the person creating the document. (The departmental representative field identifies the contact person for this transaction.)

    Repeat steps 7 through 11 for each line identifying transfers.

  7. In the From/To column, input an "F" or a "T," depending on whether the transfer will move funds from or to the corresponding cost center.
  8. On the same line, in the Co Cost Center # column, input the cost center to or from which funds will be transferred.
  9. Input the departmental accounting (DART) Category to or from which the funds are to be transferred. Note: You must use the same institutional categories.  For example, you cannot transfer funds between classified salaries and non-classified salaries.You can press PF1 to access a help list of the categories available for the cost center entered. Unless instructed otherwise by the department receiving the funds, always input the Maint category for maintenance transfers. The reviewer of the cost center will have the option of changing the Maint category to a specific maintenance type category during the TARGET process.
  10. Input the Amount desired for this cost center/category combination.

    Note: The Fringe Benefit column is not modifiable. Values for these fields are calculated by the system automatically, based upon the categories involved in the transfer. These rules are discussed in more detail below in "Fringe Benefits".

  11. If desired, input a Pr (project) code. See the documentation on DART (Departmental Accounting, Reporting and Tracking) for more information on how project codes can aid with report generation and tracking of accounting entries.

    Continue making entries as appropriate using steps 7 through 11 for each entry. Remember, you can enter up to twenty-four lines, but make sure your To and From amounts match.

  12. You can use PF7 and PF8 to move up and down through the entries.
  13. Press PF10 to save the funds transfer document.

Note: Once a document has been saved, it can be updated (alteration of previously input data) until it is submitted for transaction review into the TARGET system. For funds transfers, this means updates can be performed until the FTTP (Funds Transfer TARGET Processing) transaction is submitted. To update data, use an Action of U in conjunction with the other required key fields in the banner. Make sure you press PF10 to save changes.

Document Comments

Once a document has been saved and it has been assigned a document number, you can add comments using the extended description (EDesc) facility. To access this facility, use an Action of U (update) in conjunction with the other required key fields. Once you press Enter to access the body of the screen, press PF9 (EDesc) to access the extended description window. Once you have input all required comments, press PF10 to save them.

A primary purpose of this facility is to allow you to provide reviewers with supporting documentation and justification for document approval. In the case of interdepartmental invoices, this information may be minimal. For funds transfers, however, you may need to include several lines of details justifying the transfer. For this reason, the extended description facility lets you enter and save up to ten lines. If you need more lines for supporting information, you'll need to send a memo to the appropriate reviewers, and identify the location of this supporting memo in the extended description facility.

Fringe Benefits

When are benefits calculated automatically?

If you are transferring salary to salary, the fringe benefits amounts are calculated automatically. 

How to Submit a Funds Transfer for Approval

Once the funds transfer is created and saved on the FTM (Funds Transfer Maintenance) command, the FTTP (Funds Transfer TARGET Processing) command is used to initiate the transaction review request. Once this submission request is saved on FTTP, updates can no longer be performed on the document via the FTM command.

Submitting a Single Document

  1. Input "FTTP" in the Command field, an Action of S (submit), the Effective FY, and the FT Doc Number, then press Enter.
  2. Press PF10 to submit the transaction.
Once submitted, the transaction is routed automatically to the appropriate desks for review. Reviewers may update only the maintenance type Category and/or Pr fields as necessary. After final approval, the FT record is posted to DART via a nightly batch job.

Submitting a Multiple Documents

  1. Input "LDSB" in the Command field, an Action of S (submit), the Effective FY, Doc Type (AC, ET, FT, II, or JE), Doc Status of O (open), BU (your budgetary unit), and a starting Effective Date, then press Enter.
  2. If your document isn't displayed, then change the effective date in banner.
  3. Select your documents by placing an "x" before each document listed on the screen. Note: Please be sure to only select your documents.
  4. Press PF2 to suspend to FTTP.
  5. Press PF10 to submit the transaction.
  6. Press PF8 to page to the next record or to return to LDSB.
  7. Press PF8 to scroll to the next screen of documents, if you have any other documents that need to be submitted.
Once submitted, the transaction is routed automatically to the appropriate desks for review. Reviewers may update only the maintenance type Category and/or Pr fields as necessary. After final approval, the FT record is posted to DART via a nightly batch job.

How to Create an Interdepartmental Invoice

Interdepartmental invoices are used to bill other departments for goods and services. GJIM's IIM (Interdepartmental Invoice Maintenance) command is used to create these invoices, which are submitted for approval through a separate (IITP) command.

Only one cost center can be credited, but up to ten cost centers can be charged on a single IIM document. 

Step by Step Process

  1. Input "IIM" in the Command field, an Action of A (add), input the the correct fiscal year in the Effective FY field, and press Enter.
  2. Input a description for the invoice in the Desc field.
  3. Optionally, you may also input a second description in the second Desc-2 field.
  4. If appropriate, alter the Effective Date to change the date that the document, if approved, will be posted to the accounting records. The Effective Date can be any date in the currently open month or a future date in the open fiscal year(s).
  5. If appropriate, update the Dept Rep and BU fields, which default to the person creating the document. (The departmental representative field identifies the contact person for this transaction.)
  6. If supporting paper documentation is to be provided, type "Y" in the Doc (Y/N) field.
  7. Enter the Credit--Co Cost Ctr (the company cost center to which funds should be paid).
  8. Enter the correct account numbers in the Account fields; if you don't know the correct account number use 69529988 for E&G charge back (negative expenditures) and 90440080 for revenues. The Controller's Office will modify the account number if necessary during TARGET review.
  9. Input the departmental accounting (DART) Category to which the revenue or negative expenditure is to be recorded (credited). You can press PF1 to access a help list of the categories available for the cost center entered.
  10. Input the Amount to be paid. This amount should match the total amounts in the list of charges in the section below.
  11. If desired, input a Pr (project) code. See the documentation on DART (Departmental Accounting, Reporting and Tracking) for more information on how project codes can aid with report generation and tracking of accounting entries.
  12. Input up to ten Charge--Co Cost Ctr numbers and the amounts and DART categories to be charged. If you are not the owner of the Charge Cost Centers you may input the Category Maint unless instructed otherwise by the cost center owner. Use PF7 and PF8 to move forward and backward in the charge entries.
  13. Press PF10 to save the interdepartmental invoice document.

Note: Once a document has been saved, it can be updated (alteration of previously input data) until it is submitted for transaction review into the TARGET system. For interdepartmental invoices, this means updates can be performed until the IITP (Interdepartmental Invoice TARGET Processing) transaction is submitted. To update data, use an Action of U in conjunction with the other required key fields in the banner. Make sure you press PF10 to save changes.

Document Comments

Once a document has been saved and it has been assigned a document number, you can add comments using the extended description (EDesc) facility. To access this facility, use an Action of U (update) in conjunction with the other required key fields. Once you press Enter to access the body of the screen, press PF9 (EDesc) to access the extended description window. Once you have input all required comments, press PF10 to save them.

A primary purpose of this facility is to allow you to provide reviewers with supporting documentation and justification for document approval. (In the case of interdepartmental invoices, this information may be minimal.) For this reason, the extended description facility lets you enter and save up to ten lines. If you need more lines for supporting information, you'll need to send a memo to the appropriate reviewers, and identify the location of this supporting memo in the extended description facility.

How to Submit an Interdepartmental Invoice for Approval

Once the interdepartmental invoice is created and saved on the IIM (Interdepartmental Invoice Maintenance) command, the IITP (Interdepartmental Invoice TARGET Processing) command is used to initiate the transaction review request. Once this submission request is saved on IITP, updates can no longer be performed on the document via the IIM command.

Submitting a Single Document

  1. Input "IITP" in the Command field, an Action of S (submit), the Effective FY, and the II Doc Number, then press Enter.
  2. Press PF10 to submit the transaction.
Once submitted, the transaction is routed automatically to the appropriate desks for review. Reviewers may update Account, Category, and/or Pr fields as necessary. After final approval the II record is posted to DART via a nightly batch job.

Submitting a Multiple Documents

  1. Input "LDSB" in the Command field, an Action of S (submit), the Effective FY, Doc Type (AC, ET, FT, II, or JE), Doc Status of O (open), BU (your budgetary unit), and a starting Effective Date, then press Enter.
  2. If your document isn't displayed, then change the effective date in banner.
  3. Select your documents by placing an "x" before each document listed on the screen. Note: Please be sure to only select your documents.
  4. Press PF2 to suspend to IITP.
  5. Press PF10 to submit the transaction.
  6. Press PF8 to page to the next record or to return to LDSB.
  7. Press PF8 to scroll to the next screen of documents, if you have any other documents that need to be submitted.
Once submitted, the transaction is routed automatically to the appropriate desks for review. Reviewers may update Account, Category, and/or Pr fields as necessary. After final approval, the II record is posted to DART via a nightly batch job.

In-process updates

During the review process, TARGET reviewers can change the account numbers and categories to which funds are credited and debited as well as the Pr codes if necessary. Other changes are disallowed, unless the IITP transaction is withdrawn before final approval is reached. In such a case, IIM could be used to perform desired updates using an Action of U, then the document would be resubmitted for approval via the IITP command.

How to Create Journal Entries

Journal Entries (JEs) are used to correct errors in accounting transactions, to record entries from bank reconciliations (i.e., interest, fees, etc.), to record debt service entries, to record investment transactions, and to record accrual entries, closing adjustments and other financial events. They are created and updated on the JEM (Journal Entry Maintenance) command.

A Reference ID should be entered in the correct format. The correct format should be used so that others may look up information easily. (Refer to the Reference ID field help screen or to "GJIM Reference ID formats" for appropriate formats.)

There are no restrictions on the company, cost center, or account number that may be used on a JE, except that the cost center must be valid (if an invalid cost center is entered, the system will not allow the document to be saved), the account number must be valid for the company, and the category class must be valid for the account class entered. Up to 98 lines can be entered per JE.

A Data Type 1 is used  for "unbalanced" JEs. The net difference between the debits and credits is entered in the Total field and a debit or credit code (D or C) must be entered to indicate whether the total is a debit or a credit. The explosion code varies based upon the associated cash pool and  bank accounts that can also be used.

A Data Type 2 is used for "balanced" JEs (where the debits equal the credits). The debit/credit code does not have to be entered if the total of the debits equals the total of the credits. The explosion code of 52 is usually used for balanced journal entries.

A JE may be saved without being completed or balanced, but the user must balance it before it can be submitted in TARGET.

Step by Step Process

  1. Input "JEM" in the Command field, an Action of A (add), and the Effective FY, then press Enter.
  2. Input a description for the entry in the Desc field.
  3. Input an identifying number in the Reference ID (use the PF1 on-line help or see "GJIM Reference ID formats" for acceptable formats).
  4. If appropriate, update the Effective Date field with the date that will be posted to the accounting records. Any effective date within the effective fiscal year entered in the banner may be entered. The system will issue a warning if the effective date is in a closed period, but there is no validation to prevent the user from submitting this into TARGET and the general ledger.
  5. If appropriate, update the Dept Rep and BU fields, which default to the person creating the document. (The departmental representative identifies the contact person for this transaction.)
  6. If supporting documentation is to be provided, type "Y" in the Doc (Y/N) field.
  7. Input the Journal Entry data type in the Data Type field. (See the top of these instructions for data type criteria.)
  8. If necessary for a data type 1, enter the D/C debit or credit code.
  9. Input the Company Cost Center number, followed by the Account code, Category, Debit Amount, Credit Amount, Expl (explosion rule) and Pr (project code) as appropriate.
  10. Press PF10 to save the journal entry document.

Document Comments

Once a document has been saved and it has been assigned a document number, you can add comments using the extended description (EDesc) facility. To access this facility, use an Action of U (update) in conjunction with the other required key fields. Once you press Enter to access the body of the screen, press PF9 (EDesc) to access the extended description window. Once you have input all required comments, press PF10 to save them.

A primary purpose of this facility is to allow you to provide reviewers with supporting documentation and justification for document approval. In the case of interdepartmental invoices, this information may be minimal. For funds transfers, however, you may need to include several lines of details justifying the transfer. For this reason, the extended description facility lets you enter and save up to ten lines. If you need more lines for supporting information, you'll need to send a memo to the appropriate reviewers, and identify the location of this supporting memo in the extended description facility.

How to Submit a Journal Entry for Approval

Once a journal entry document is properly created and saved on the JEM (Journal Entry Maintenance) command, the JETP (Journal Entry TARGET Processing) command is used to request and process necessary approval(s).

Transactions can also be withdrawn (W in the Action field) if the transaction has not gone through final approval. This would be used if the creator of the document realized that a company cost center, account number, etc., was incorrect and needed to be changed.

Reviewers can approve, hold, or disapprove transactions. Transactions put on a hold or disapproved status require the entry of a comment.

Submitting a Single Document

  1. Input "JETP" in the Command field, an Action of S (submit), the Effective FY, and the JE Entry Number, then press Enter.
  2. Press PF10 to submit the transaction.
Once submitted, the transaction is routed automatically to the appropriate desks for review. After approval, the JE record is posted to DART and the general ledger via a batch program (usually performed nightly).

Submitting a Multiple Documents

  1. Input "LDSB" in the Command field, an Action of S (submit), the Effective FY, Doc Type (AC, ET, FT, II, or JE), Doc Status of O (open), BU (your budgetary unit), and a starting Effective Date, then press Enter.
  2. If your document isn't displayed, then change the effective date in banner.
  3. Select your documents by placing an "x" before each document listed on the screen. Note: Please be sure to only select your documents.
  4. Press PF2 to suspend to JETP.
  5. Press PF10 to submit the transaction.
  6. Press PF8 to page to the next record or to return to LDSB.
  7. Press PF8 to scroll to the next screen of documents, if you have any other documents that need to be submitted.
Once submitted, the transaction is routed automatically to the appropriate desks for review. After final approval, the II record is posted to DART via a nightly batch job.

Online Functions

The functions and list functions associated with General Journal Interface Module functions of GJIM are defined on the following pages, and the associated descriptions are also used as the screen level help text within the on-line system.

Summary of Modifications

Modifications to ETM and ETTP

ETM (Expenditure Transfer Maintenance) and ETTP (Expenditure Transfer TARGET Processing) were introduced to the University community in July, 1994. With the addition of the DART (Departmental Accounting) application, ETM and ETTP were revised to include the use of categories and project numbers. The following describe the modifications made to ETM and ETTP:

Modifications to FTM and FTTP

FTM (Funds Transfer Maintenance) and FTTP (Funds Transfer TARGET Processing) were introduced to the University community in July, 1994. With the addition of the DART (Departmental Accounting) application, FTM and FTTP were revised to include the use of categories and project numbers. The following describe the modifications made to FTM and FTTP:

Modifications to IIM and IITP

IIM (Interdepartmental Invoice Maintenance) and IITP (Interdepartmental Invoice TARGET process) were introduced to the University community in July, 1994. With the addition of DART, IIM and IITP were revised to include the use of categories and project numbers. The following describe the modifications made to IIM and IITP:

Modifications to JEM and JETP

JEM (Journal Entry Maintenance) and JETP (Journal Entry TARGET Processing) were introduced to the University community in July, 1994. With the implementation of DART, JEM and JETP were revised to include the use of categories and project fields. The following describe the modifications made to JEM and JETP:

Document Processing Functions

ACM - Account Change Maintenance

Figure 1 is an example of the screen presented during processing of the Account Change Maintenance function

Figure 1. Data Entry Screen - ACM


 AC-2002-00001 displayed; please enter new key fields
   Next Record after AC-2002-00000 retrieved                 ACM  11/09/01 12:16
  Command:       Action: V  Effective FY: 2002  AC Doc Number: 1
 
 -------------------------------------------------------------------------------
 Action: V     Document #:  AC-2002-00001      Doc Status:         A  Approved
                                               Doc Total:            13,176.46
  Desc:         SUMMER FOOD PROGRAM 546938CFR  Effective Date:      07/25/2001
  Reference ID: II01-07162                     Entry Date:          07/25/2001
  Dept Rep:     IRELAND                        Approval Date:       07/25/2001
  BU:           AVCF Asso Vice Chan Finan      Updated by: IRELAND  07/25/2001
  Doc (Y/N):    N
 - Co Cost Center #   ----Amount---  DR Acct  Category Pr   CR Acct  Category Pr
  0412 20087-31-2001      13,176.46  61534130 PartSupp      64534130 Supplies
 
 
 
 
 
 
 
 Entries   1 through    1 of   1 displayed; maximum allowed:  12
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   NextR EDesc

The following sections describe the ACM function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics"

Purpose

The ACM (Account Change Maintenance) function allows the user to create a document that changes the specified account code and category classification of a financial transaction.

Access and Security

ACM is available to a select group of persons responsible for correct classification of financial transactions. All campus users have view access to ACM and ACTP.

Key Fields Required in the Banner

Valid Actions

View {V}
Add {A}
Update {U}
Delete {D}
Copy {C}

Validations

  1. Effective Date must fall within the Effective FY defined in the banner.
  2. Doc Total is a required field and must equal to the sum of all line amounts entered.
  3. Effective Date must be open in GJIM Calendar (CALM).
  4. Desc is a required field.
  5. Reference ID is a required field. A warning is issued if the data does not conform to a list of reference ID formats. The Reference ID is used to identify the source document number of the original posting to the accounting.
  6. No negative or zero amounts are allowable in the Amount field.
  7. Only documents with a status of O (open) may be updated. Documents that have been submitted into TARGET, but have not reached final approval may be withdrawn. The status then changes to O (open).
  8. Account codes with the first two digits equal to 10, 20, 30, and 40 are disallowed.
  9. Only account codes with accounting transaction type of 5 (expenditures) and 4 (revenues) are allowed.
  10. If the transaction type of the account code is 5, then only categories where the category class is 5 and the institutional category is 'Maint' are allowed.
  11. If the transaction type of the account code is 4, then only categories where the category class is equal to 4 are allowed.
  12. A category is required for both the debit and credit categories and must be valid for the departmental accounting center as per the DART Dynamic Balance file.
  13. The eight digit account code must be valid for the company for the Effective Date specified.
  14. Co Cost Center # must be valid and have an active status.
  15. Co Cost Center # with function 99 is disallowed except in the case where the company location number is xxx3 (e.g. 0103).
  16. There must be at least one cost center and it may be duplicated.
  17. The Dept Rep user ID and the BU must be valid.
  18. Doc must be Y or N.
  19. The Dept-Acct-Project is an optional field.

Processing

A maximum of twelve cost centers may be used on one AC document. Only expense or revenue account codes may be used on an account change, although these may be mixed within an entry. Once the ACM (Account Change) has been created, the user accesses the ACTP (Account Change TARGET Processing) function to submit the document for approval. After the AC is approved via TARGET, the transaction updates the both the Accounting Detail and Dynamic Balance files in DART via a nightly batch process.

The five digit document number is a unique identifying number for account change documents for a particular fiscal year. When creating a new document with an Action of A or C, this key field is generated by the system after pressing the PF10. It is a sequential system assigned number which starts with 00001 at the beginning of each fiscal year. This number with the prefix "AC" and the effective fiscal year make up the account change identification number.

Add processing

The Effective Date defaults to current system date and can be changed to any valid open date based upon GJIM Calendar (CALM). The Dept Rep and BU default to the user ID and BU of the person creating the AC. These fields may be modified in order to identify to whom the user and BU the document belongs. The Doc defaults to N and is modifiable to Y to indicate if supporting documentation exists for the account code change. Pressing the PF4 key decodes the departmental representative name, BU description, account code description, and cost center description. Pressing PF10 results in the assignment of a new AC Doc Number and an AC record with a status O.

Copy processing

A copy can be accomplished on any document with any status. All fields except Doc Number, Dept Rep, BU Doc Status and Effective Date are copied to the new document. The PF9 Extended Description text can be copied only by pressing PF9, pressing the PF10, and then saving the document by pressing the PF10 key again on the main screen. The document may be modified in any way before pressing PF10 to save. The resulting status is O (open).

Related Topics

The following commands perform processing functions related to the ACM function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
ACTP Account Change TARGET Processing
LDTF List Document by Type and effective Fiscal year
LDRF List Document by ReFerence id.
LDS List Documents by Status, type, and effective fiscal year
LDSB List Doc by Status, BU, type, FY, date
LDAD List Documents by Approval Date
LDCF List Documents by Company cost center, effective Fiscal year
LDAF List Document by company/Account, Fiscal year, type and approval date.

ACTP - Account Change TARGET Processing

Figure 2 is an example of the screen presented during processing of the ACTP (Account Change TARGET Processing) function.

Figure 2. Data Entry Screen - ACTP


Please enter new key fields
   De-coding has been performed                              ACTP 11/09/01 14:12
  Command:       Action: V  Effective FY: 2002  AC Doc Number: 1
 
  ----------------------Txn action: S entered: 07/25/01 by: IRELAND    Status: E
 Action: V   Doc #: AC-2002-00001              Current Doc Status:   A  Approved
 
  Desc:         SUMMER FOOD PROGRAM 546938CFR  Effective Date:        07/25/2001
  Reference ID: II01-07162                     Entry Date:            07/25/2001
  Dept Rep:     IRELAND  Traci Michelle Irela  Approval Date:         07/25/2001
  BU:           AVCF Asso Vice Chan Finan      Updated by:  IRELAND   07/25/2001
  Doc (Y/N):    N                               Traci Michelle Ireland
 - Co Cost Center #   --- Amount --  DR Acct  Category Pr   CR Acct  Category Pr
  0412 20087-31-2001      13,176.46  61534130 PartSupp      64534130 Supplies
  INFOED03107/C. EDMONSTON           Food,Soft Drinks,Cat   Food,Soft Drinks,Cat
 
 
 
 
 
 
             Entries  1 through  1 of  1 displayed; maximum allowed: 12
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   Q/Nxt EDesc       Optns

The following sections describe the ACTP (Account Change TARGET Processing) function:

"Purpose"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics"

Purpose

The ACTP (Account Change TARGET Processing) function allows the user to submit a document into TARGET that changes account codes with transaction types of 4 and 5.

Key Fields Required in the Banner

Valid Actions

Review {R}
Submit {S}
View {V}
Withdraw {W}

Validations

  1. Effective Date must be open in GJIM Calendar (CALM) at the time the transaction is submitted.
  2. Only documents with a status of O (open) may be submitted. Documents which have been submitted into TARGET, but not reached final approval may be withdrawn. The status then changes to O (open).
  3. AC transactions which are disapproved or made invalid are given a status R (rejected) and cannot be updated.
  4. Co Cost Center # must be valid and have an active status.
  5. The eight digit account code must be valid for the company for the effective date specified.
  6. The category class must be the same as the accounting transaction type of the account code.
  7. Account codes and categories may not be changed while in TARGET.

Processing

A maximum of twelve cost centers may be used on one AC. The transaction is routed to reviewers based upon the TARGET criterion type GJAC which utilizes review groups defined for research and property accounting in Financial Affairs. When the PF10 key is pressed, the transaction is created with a status of S (submitted).

Transactions can also be withdrawn (W in the Action field) if the transaction has not gone through final approval. This would be used if the creator of the document realized that a company cost center, account number, or category was incorrect and needed to be changed. When the transaction is withdrawn, the status is set back to O (open).

Reviewers can approve, hold, or disapprove transactions. Transactions put on a hold or disapproved require the user to add a comment. Pressing the PF4 decodes the departmental representative name, BU description, account code description, and cost center description. If the period closes during the course of the AC transaction being processed in TARGET, the system assigns the earliest open date as per GJIM's calendar (CALM). This is indicated by an asterisk by the Effective Date field.

After final approval in TARGET, the entries are posted to the Accounting Detail file and the Dynamic Balance file in DART via a nightly batch process.

Related Topics

The following commands perform processing functions related to the ACTP function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
ACM Account Change Maintenance
LDTF List Document by Type and effective Fiscal year
LDRF List Document by ReFerence id.
LDS List Documents by Status, type, and effective fiscal year
LDSB List Doc by Status, BU, type, FY, date
LDAD List Documents by Approval Date
LDCF List Documents by Company cost center, effective Fiscal year
LDAF List Document by company/Account, Fiscal year, type and approval date.

ETM - Expenditure Transfer Maintenance

Figure 3 is an example of the screen presented during processing of the Expenditure Transfer function

Figure 3. Data Entry Screen - ETM


ET-2005-00014 displayed; please enter new key fields                          
  Suspended from LTRS                                       ETM  02/24/05 13:46
 Command:       Action: V  Effective FY: 2005  ET Doc Number: 14               
                                                                               
-------------------------------------------------------------------------------
Action: V     Document #:  ET-2005-00014      Doc Status:         O      Open  
                                              Effective Date:         02/20/2005  
 Desc:         PC-LOWE'S #432                 Entry Date:             02/23/2005
 Reference ID: EB-AP-ID: 423473:7 RDN: 264    Date Originally Posted: 08/20/2004
 Account:      64533399                       Approval Date:                   
 Dept Rep:     CANFIEL                        Updated by: CANFIEL     02/23/2005
 BU:           AVCF Associate VC Finance                                      
-------------------------------------------------------------------------------
    Co Cost Center # -   Company Cost Center Name --- Category ----- Amount  PR
Fr: 0102 02040-61-0000                                SupOff          545.00   
-------------------------------------------------------------------------
To: 0102 02030-61-0000																Maint						545.00 		    
                                                                               
                                                                               
                                                                               
                                                                               
Entries   1 through    1 of   1 displayed; maximum allowed:  25                
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  DCode                   Q/Nxt EDesc

The following sections describe the ETM function:

"Purpose"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics"

Purpose

The ETM (Expenditure Transfer Maintenance) function allows users to transfer expenditures from one cost center to a maximum of twenty-five (25) cost centers for one expenditure account number. Once the ET (Expenditure Transfer) has been created, the user must access the function ETTP (Expenditure Transfer TARGET Processing) to submit it for approval.

Key Fields Required in the Banner

Valid Actions

View {V}
Add {A}
Update {U}
Delete {D}

Validations

  1. Effective Date must fall within the Effective FY defined in the banner.
  2. Effective Date must be open in GJIM Calendar (CALM).
  3. The Fr (from) amount must equal the sum of all the To amounts on the document.
  4. No negative or zero amounts are allowable in the Amount field.
  5. Only documents with a status of O (open) may be updated.
  6. Documents that have been submitted into TARGET, but have not reached final approval may be withdrawn. The status changes to O (open) after saving.
  7. Only transactions with source codes GJ, UP, IO, IC, IR, and EB are allowed.
  8. Only transactions with effective dates in the current fiscal year can be transferred.
  9. Only valid categories for a cost center are allowed as per the Dynamic Balance file. The Category must be a class 5 (expenditure) and must be defined within the following Institutional Categories:
    M Maint
    O EGChgBk
    P Contg
    Q Schl
    R Util
  10. Co Cost Center # must be valid and have an active date greater than or equal to effective date and an inactive date less than effective date.
  11. The To cost center must be different than the Fr cost center, and there must be at least one To cost center. The To cost center may be duplicated.
  12. The Dept Rep user ID and the BU must be valid.
  13. The "To" lines of the document all summed by cost center. If any cost center total is equal to or exceeds $25,000, then all the cost center totals must be equal to or greater than $25,000.

Processing

The Effective Date defaults to the current system date until a transaction is selected from the PF11 window. The Effective Date then defaults to the effective date of the transaction that is being transferred. Before the document can be saved, the Effective Date must fall in an open accounting period based on the CALM calendar. The Description, Reference ID, Account , Fr: CCC , Category and the original transaction Amount will also be defaulted with the information from the selected transaction. An extended description is required and text can be entered after pressing PF9. The user must save the text by pressing PF10 before leaving the extended text window. Pressing PF4 displays the department representative name, BU description, account code description, and cost center description. Before any document can be saved, the system verifies that the document doesn't have a mixture of material and immaterial lines. The system summarizes the "To" cost center lines by cost center and verifies that if any cost center total is equal to or greater than $25,000, then all cost center totals must be equal to or greater than $25,000. The user must create additional documents to transfer expenses where the cost center totals have a mixture of material and immaterial amounts. For example, if a document has 5 "To" cost centers using 3 different cost centers. The system totals the amounts for each cost center. If the total for cost center A is $5,000, the total for cost center B is $2,500, and the total for C is $25,000, then the user is required to create one document including only the C cost center and another document including A and B cost centers. Pressing PF10 results in the assignment of a new ET Doc Number with a status O.

The document must be submitted for electronic approval via ETTP. After the ET reaches final approval, the system updates DART Dynamic Balance File and Accounting Detail File via a nightly batch job.

Related Topics

The following commands perform processing functions related to the ETM function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
ETTP Expenditure Transfer TARGET Processing
LDTF List Document by Type and effective Fiscal year
LDRF List Document by ReFerence id.
LDS List Documents by Status, type, and effective fiscal year
LDSB List Doc by Status, BU, type, FY, date
LDAD List Documents by Approval Date
LDCF List Documents by Company cost center, effective Fiscal year
LDAF List Document by company/Account, Fiscal year, type and approval date.

ETTP - Expenditure Transfer TARGET Processing

Figure 4 is an example of the screen presented during processing of the ETTP (Expenditure Transfer TARGET Processing) function.

Figure 4. Data Entry Screen - ETTP


                                        
   Please enter new key fields                                                   
  De-coding has been performed                              ETTP 03/01/05 14:19
 Command:       Action: S  Effective FY: 2005  ET Doc Number: 13               
                                                                               
 ----------------------Txn action: S entered: 02/22/05 by: CANFIEL    Status: E
Action: V   Doc#:  ET-2005-00013              Current Doc Status:   A Approved 
                                                                               
Desc:         Department of Computer Servic  Effective Date:         02/26/2005
Reference ID: UP 423866:1                    Entry Date:                       
Account #:    69523100 Bldg & Grds Maint     Date Originally Posted: 08/02/2004
Dept Rep:     CANFIEL  Cheryl R Canfield     Approval Date:          02/23/2005
BU:           AVCF Associate VC Finance      Updated by:  CANFIEL    02/22/2005
-------------------------------------------------------------------------------
     Co Cost Center #    Company Cost Center Name     Category      Amount   Pr
Fr: 0102 02030-61-0000 Associate Vice-Chancellor for  Maint         5,000.00   
-------------------------------------------------------------------------------
To: 0102 02040-61-0000 Assoc VC for Finance           Maint         5,000.00   
                                                                               
                                                                               
                                                                               
                                                                               
  Receiving Entries   1 through   1 of   1 displayed;  maximum allowed:  25    
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  DCode                   Q/Nxt EDesc       Optns

The following sections describe the ETTP (Expenditure Transfer TARGET Processing) function:

"Purpose"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics"

Purpose

The ETTP (Expenditure Transfer TARGET Processing) function allows the user to submit a document into TARGET that transfers expenditures from one cost center to a maximum of twenty-five cost centers. Reviewers may update the To: CCC departmental category and project data when reviewing the ET transaction in TARGET.

Key Fields Required in the Banner

Valid Actions

Review {R}
Submit {S}
View {V}
Withdraw {W}

Validations

The ETTP function employs the following validations:
  1. Effective Date must be open in GJIM Calendar (CALM) at the time the transaction is submitted.
  2. Only documents with a status of O (open) may be submitted. Documents which have been submitted into TARGET but have not reached final approval may be withdrawn. The status then changes to O (open).
  3. ET transactions which are disapproved or made invalid are given a status R (rejected) and cannot be updated.
  4. The To: Category and Pr (project) may be updated while in TARGET.
  5. Only valid categories for a cost center are allowed as per the Dynamic Balance file records. The Category must be a Class 5 and must be defined within the following Institutional Categories:
    M Maint
    O EGChgBk
    P Contg
    Q Schl
    R Util
  6. Co Cost Center # must be valid.
  7. The eight digit account code must be valid for the company for the effective date specified.

Processing

The transaction is routed to reviewers based upon the TARGET criterion type CBCC which utilizes review groups defined for a company, budgetary unit, and cost center. Cost centers for both To and Fr are subject to TARGET review and approval. When the PF10 key is pressed, the transaction is created and put in a submit status. When the transaction is withdrawn, the status is set back to open. Pressing the PF4 (DCode) displays the department representative name, BU description, account code description, and cost center description. If the period closes during the course of the ET transaction being processed in TARGET, the system assigns it the earliest open date as per GJIM. This is indicated by an asterisk by the Effective Date field. After final approval in TARGET, the ET record is posted to the general ledger, accounting detail, and the dynamic balance files via a nightly batch process.

Related Topics

The following commands perform processing functions related to the ETM function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
ETM Expenditure Transfer Maintenance
LDTF List Document by Type and effective Fiscal year
LDRF List Document by ReFerence id.
LDS List Documents by Status, type, and effective fiscal year
LDSB List Doc by Status, BU, type, FY, date
LDAD List Documents by Approval Date
LDCF List Documents by Company cost center, effective Fiscal year
LDAF List Document by company/Account, Fiscal year, type and approval date.

FTM - Funds Transfer Maintenance

Figure 5 is an example of the screen presented during processing of the Funds Transfer function.

Figure 5. Data Entry Screen - FTM


Please enter new key fields
   De-coding has been performed                              FTM  11/09/01 14:43
  Command:       Action: V  Effective FY: 2002  FT Doc Number: 1
 
 -------------------------------------------------------------------------------
 Action: V  Doc #: FT-2002-00001               Doc Status:         A  Approved
  Desc:         POURING RIGHTS TRANSFER        Effective Date:      07/16/2001
  Desc:                          Doc (Y/N): N  Entry Date:          07/16/2001
  Dept Rep:     DREYNOL  Denise B. Reynolds    Approval  Date:      07/18/2001
  BU:           AVCB Asso Vice Chan Busin      Updated by: DREYNOL  07/16/2001
  Benefits: (F)               (T)              Denise B. Reynolds
 To/From  Co Cost Center #   Category     Amount     Fringe Benefits  Project
 (T/F)   ------------------  -------- -------------  ---------------  -------
   F     0372 80252-62-0000  Maint        44,947.50
  Non-R  Pouring Rights Income
   T     0112 03043-51-0000  Maint        24,000.00
  Non-R  Minority Center
   T     0202 13920-00-0000  Maint        11,625.00
  Non-R  Student Affairs for Program Develo
   T     0102 03095-51-0000  Maint         9,322.50
  Non-R  Greek Life
 Entries   1 through    4 of   4 displayed; maximum allowed:  24
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   NextR EDesc

The following sections describe the Funds Transfer function:

"Purpose"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics".

Purpose

The FTM (Funds Transfer Maintenance) function provides the facilities for creating documents which transfer funds between cost centers.

Key Fields Required in the Banner

Valid Actions

View {V}
Add {A}
Update {U}
Copy {C}
Delete {D}

Validations

  1. The Effective Date must be within the Effective FY input in the banner and must be in an open period as per the GJIM Calendar CALM.
  2. The first Desc (description) field is required.
  3. Dept Rep and BU must be valid.
  4. Cannot mix interfund transfers with intrafund transfers on the same FT document.
  5. Co Cost Center # must be valid.
  6. The effective date of the transaction must be between the project begin and inactive dates of the cost center.  The system date must be less than the closed date of the cost center.
  7. Companies 1002, 1102, and 9900 are disallowed.
  8. Companies 0502, 0602, 07, 08, and 09 may not have categories SalNC, SalClass, SalGA, Wages, WagesStu, OtherCom.
  9. Except for company xxx3, cost centers with function 99 are disallowed.
  10. The To and From amounts must balance.
  11. There must be at least one From CCC and one To CCC.
  12. The Category must be non-blank and valid for the cost center entered.
  13. Only class 5 categories are allowed.
  14. Fringes is an allowable category to be input by the user.
  15. Input of an Effective FY prior to 1998 results in following error message: This function used only for Funds Transfers for fiscal year 1998 or later.
  16. Funds cannot be moved between restricted and non-restricted companies.
  17. For restricted companies, funds can only be moved between cost centers within the same company.
  18. Funds cannot be moved across categories. The To and From amounts by category must equal.
  19. The "From" lines of the document are summed by cost center. If any cost center total is equal to or exceeds $25,000, then all the "From" cost center totals must be equal to or greater than $25,000.

Processing

The interfund transfer account code is used for any funds transfer where the federal agriculture cost centers and salary type transfers is on a line of the document.

The system calculates and displays FringeNA for a federal agriculture center identified by the companies 0313, 0323, 0333, or 0343. The Fringes Not Allowed can be displayed by pressing the PF12 FNA key. This pop-up window displays the center numbers at the top and the fringe benefits not allowed are displayed on the specific cost center line affected. The user is expected to input an 0103 cost center for the category FringeNA to show where the fringes not allowed amount should be posted.

The system displays the total of fringe benefits entered to date on the FT in From and To fields.

The University allocates fringe benefit amounts to budgeted cost centers. The Funds Transfer Maintenance (FTM) function in GJIM calculates and displays the fringe benefits based upon the PSB (Position System/Budget) fringe benefit rate table for the salary type entered. Fringe benefits can be moved to other cost centers.

Funds cannot be moved between restricted and non-restricted companies.  For transfers using restricted fund cost centers, all the cost centers must be within the same company.

The To and From amounts by category must be equal. Before any document can be saved, the system verifies that the document doesn't have a mixture of material and immaterial cost center sums. The system summarizes the "From" cost center line amounts by cost center and verifies that if any cost center total is greater than or equal to $25,000, then all the "From" cost center totals must be greater than or equal to $25,000.

After saving the document, the status is O (open).

Related Topics

The following commands perform processing functions related to the FTM function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
FTTP Funds Transfer TARGET Processing
FTTV Funds Transfer Target View pre-FY98
LDTF List Document by Type and effective Fiscal year
LDRF List Document by ReFerence id.
LDS List Documents by Status, type, and effective fiscal year
LDSB List Doc by Status, BU, type, FY, date
LDAD List Documents by Approval Date
LDCF List Documents by Company cost center, effective Fiscal year
LDAF List Document by company/Account, Fiscal year, type and approval date.

FTTP - Funds Transfer TARGET Processing

Figure 6 is an example of the screen presented during processing of the Funds Transfer TARGET Processing function.

Figure 6. Data Entry Screen - FTTP


  Please enter new key fields
   De-coding has been performed                              FTTP 11/09/01 14:53
  Command:       Action: V  Effective FY: 2002  FT Doc Number: 1
 
  -------------Material Txn action: S entered: 07/16/01 by: DREYNOL    Status: E
 Action: V Doc #: FT-2002-00001                Current Doc Status:   A Approved
  Desc:        POURING RIGHTS TRANSFER
  Desc:                         Doc (Y/N): N   Effective Date:        07/16/2001
  Dept Rep:    DREYNOL  Denise B. Reynolds     Approval Date:         07/18/2001
  BU:          AVCB Asso Vice Chan Busin       Updated by:  DREYNOL   07/16/2001
                                               Denise B. Reynolds
 To/From  Co Cost Center #    Category       Amount    Fringe Benefits   Project
  (T/F)  ------------------   --------   ------------- ---------------   -------
    F    0372-80252-62-0000   Maint          44,947.50
         Pouring Rights Income
    T    0112-03043-51-0000   Maint          24,000.00
         Minority Center
    T    0202-13920-00-0000   Maint          11,625.00
         Student Affairs for Progr
    T    0102-03095-51-0000   Maint           9,322.50
         Greek Life
       Entries   1 through   4  of   4 displayed;  maximum allowed:  24
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   Q/Nxt EDesc       Optns

The following sections describe the Funds Transfer TARGET Processing function:

"Purpose"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics".

Purpose

The FTTP (Funds Transfer TARGET Processing) function provides the facilities for submitting documents which transfer funds between cost centers so that the documents may be reviewed by the appropriate persons.

Key Fields Required in the Banner

Valid Actions

View {V}
Review {R}
Submit {S}
Withdraw {W}

Validations

  1. Upon submittal, the FT must have a status of O (open).
  2. The Effective FY must be still open or the reviewer must input a review status code of I or H.
  3. The cost centers must be valid.
  4. Only FY 1998 and later funds transfers may be processed on this function. If the user inputs a FY 1997 or earlier funds transfer the error message reads: This function used only for funds transfers for fiscal year 1998 or later.

Processing

Reviewers may update the maintenance type categories only and the project number.

After final approval in TARGET, the entries are posted to DART accounting detail file and Dynamic Balance file via a nightly batch process. If the effective date on the record is closed, the program changes the date to the earliest open period and indicate this change with an asterisk by the Effective Date field.

Related Topics

The following commands perform processing functions related to the FTTP function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
FTM Funds Transfer Maintenance
LDTF List Document by Type and effective Fiscal year
LDRF List Document by ReFerence id.
LDS List Documents by Status, type, and effective fiscal year
LDSB List Doc by Status, BU, type, FY, date
LDAD List Documents by Approval Date
LDCF List Documents by Company cost center, effective Fiscal year
LDAF List Document by company/Account, Fiscal year, type and approval date.

FTTV - Funds Transfer TARGET View pre-FY98

Figure 7 is an example of the screen presented during processing of the Funds Transfer TARGET View pre-FY98 function.

Figure 7. Data Entry Screen - FTTV


FT-1997-00001 displayed with the indicated transaction
 GJOFTTV 1 DEMO    Funds Transfer Target View pre-FY98 - FTTV    09/02/97 10:02
 Command:       Action: V  Effective FY: 1997  FT Doc Number: 1
 
----------------------Txn action: S entered: 07/02/96 by: GLTST08  C Status: P
Action: V Doc #: FT-1997-00001 Perm(Y/N): N   Requested Doc Status: A Approved
 Desc:        SABBE PROJECT FUNDING           Current Doc Status:   S Submitted
 Desc:        PROF MOON        Doc (Y/N): N   Effective Date:        07/02/1996
 Dept Rep:    GLTST08                         Approval Date:
 BU:          AVCF ASSO VICE CHAN FINAN       Updated by:  GLTST08   07/02/1996
 
To/From  Co Cost Center #    Salary     Wages     Benefits   Maintenance   Pos
(T/F)  ------------------ ---------- ---------- ---------- -------------  ----
  F    0103 80007-24-0100                                       5,000.00
 
  T    0113 11058-24-1471                                       5,000.00
 
 
 
 
 
      Entries   1 through   2  of   2 displayed;  maximum allowed:  24
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  DCode                   NextR             Optns

The following sections describe the Funds Transfer TARGET View pre-FY98 function:

"Purpose"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"

Purpose

The FTTV (Funds Transfer TARGET View pre-FY98) function provides the facilities for viewing transactions which transfer funds between departmental categories and/or cost centers for records FY 1997 and earlier. This function was created to support the need to view funds transfer records prior to the change in the funds transfer screen which previously did not include DART categories and projects.

Key Fields Required in the Banner

Valid Actions

View {V}

Validations

  1. The Effective FY input in the banner must be prior to FY 1998.
  2. The program issues an error message if the user attempts to view a funds transfer that is FY 1998 or later. The error message reads: "This view function valid only for Funds Transfers prior to fiscal year 1998."

IIM - Interdepartmental Invoice Maintenance

Figure 8 is an example of the screen presented during processing of the Interdepartmental Invoice Maintenance function

Figure 8. Data Entry Screen - IIM


Please enter new key fields
   De-coding has been performed                              IIM  11/09/01 15:21
  Command:       Action: V  Effective FY: 2002  II Doc Number: 1
 
 -------------------------------------------------------------------------------
  Action: V Document #: II-2002-00001          Doc Status:          A Approved
   Desc:      MONTHLY UTILITIES-06             Effective Date:      07/16/2001
   Desc-2:    RES. ESTIMAT                     Approval Date:       07/17/2001
   BU:        HOUS Housing                     Updated By: CARRIEJ  07/16/2001
   Dept Rep:  CARRIEJ  Carrie Jackson                      Carrie Jackson
   Doc (Y/N): N
  Credit--Co Cost Ctr--------------------- Account - Category ---- Amount -  Pr
    0202 16700-00-0000                     90460068  Other        20,969.98
    Dining Facility Administration         Commissions
  Charge--Co Cost Ctr----------------------Account-- Category ---- Amount -  Pr
    0202 16753-00-0000                     69529900  Maint        20,969.98
    Dining Services Clearing Account       Other Expenses & Services
 
 
 
 
               1 thru   1 of   1 displayed; maximum allowed:  10
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   NextR

The following sections describe the IIM (Interdepartmental Invoice Maintenance) function:

"Purpose"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics"

Purpose

The IIM (Interdepartmental Invoice Maintenance) function allows the user to invoice departments for goods or services exchanged on campus. Once the II has been created, the user accesses the function IITP (Interdepartmental Invoice TARGET Process) to submit the II for approval.

Key Fields Required in the Banner

Valid Actions

View {V}
Add {A}
Update {U}
Delete {D}
Copy {C}

Validations

The IIM function employs the following validations:
  1. Effective Date must fall within the Effective FY defined in the banner.
  2. Effective Date must be open in GJIM Calendar (CALM).
  3. Desc is a required field.
  4. The credit amount must equal the sum of all the charge amounts on the document.
  5. Negative or zero amounts are not allowable in the amount field.
  6. Only documents with a status of O (open) may be updated. Documents which have been submitted into TARGET, but have not reached final approval may be withdrawn. The Doc Status then changes to O (open).
  7. Only valid categories for a cost center are allowed as per the dynamic balance file records.
  8. The account code type must be equal to the category class. If the account code is type 5 (expenditure), then the category must have an institutional category of maintenance.
  9. The account code must be valid and active.
  10. Account categories 10, 20, 30, and 40 are not be allowed.
  11. The account code is a required field on the Credit and Charge lines before the II document can be saved.
  12. The charge line account code may be a type 5 or 4.
  13. Disallow the use of any account code beginning with 805 (designating capital expenditure).
  14. Co Cost Ctr must be valid. 
  15. The effective date of the transaction must be between the project begin and inactive dates of the cost center.  The system date must be less than the closed date of the cost center.
  16. A Co Cost Ctr with function 99 is disallowed.
  17. A Co Cost Ctr ending with project 0001 is disallowed for 04XX companies.
  18. The Credit Co Cost Ctr must be different than the Charge Co Cost Ctr.
  19. There must be at least one Charge Co Cost Ctr which can be duplicated.
  20. The user ID and the BU must be valid.

Processing

The effective date defaults to current system date. The Dept Rep and BU defaults to the user ID and BU of the person creating the II. These fields may be modified to identify the user and BU the document belongs to. The Doc defaults to N and is modifiable to Y to indicate if supporting documentation exists for the expenditure transfer. The PF4 key decodes the departmental representative name, BU description, account code description, category description, and cost center description.

The Credit and Charge amounts must be equal. Before any document can be saved, the system verifies that the document doesn't have a mixture of material and immaterial cost center sums. The system summarizes the "Charge" cost center line amounts by cost center and verifies that if any cost center total is greater than or equal to $25,000, then all the "Charge" cost center totals must be greater than or equal to $25,000.

Pressing PF10 results in the assignment of a new II document number and a II record with a Doc Status of O. This five digit document number is a unique identifying number for interdepartmental invoice documents for a particular fiscal year. It is a sequential, system assigned number which starts with 00001 at the beginning of each fiscal year. The number with the II prefix along with the effective fiscal year make up the interdepartmental invoice identification number. The II document number is displayed on the departmental budget report and in DART as "IIfy-nnnnn."

Related Topics

The following commands perform processing functions related to the IIM function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
IITP Interdepartmental Invoice TARGET Processing
LDTF List Document by Type and effective Fiscal year
LDRF List Document by ReFerence id.
LDS List Documents by Status, type, and effective fiscal year .
LDSB List Doc by Status, BU, type, FY, date
LDAD List Documents by Approval Date
LDCF List Documents by Company cost center, effective Fiscal year
LDAF List Document by company/Account, Fiscal year, type and approval date

IITP - Interdepartmental Invoice TARGET Processing

Figure 9 is an example of the screen presented during processing of the Interdepartmental Invoice TARGET Processing function:

Figure 9. Data Entry Screen - IITP


Please enter new key fields
   De-coding has been performed                              IITP 11/09/01 15:35
  Command:       Action: V  Effective FY: 2002  II Doc Number: 1
 
  ----------------------Txn action: S entered: 07/16/01 by: CARRIEJ    Status: E
  Action: V Document #: II-2002-00001         Current Doc Status:   A Approved
   Desc:      MONTHLY UTILITIES-06
   Desc-2:    RES. ESTIMAT                     Effective Date:      07/16/2001
   BU:        HOUS Housing                     Approval Date:       07/17/2001
   Dept Rep:  CARRIEJ  Carrie Jackson
   Doc (Y/N): N            Updated By: CARRIEJ  07/16/2001 Carrie Jackson
  Credit--Co Cost Ctr--------------Account-----------Category----Amount------Pr
    0202 16700-00-0000             90460068          Other        20,969.98
    Dining Facility Administration Commissions
  Charge--Co Cost Ctr--------------Account-----------Category----Amount------Pr
    0202 16753-00-0000             69529900          Maint        20,969.98
    Dining Contract Clearing       Other Expenses & Services
 
 
 
 
               1 through   1 of   1 displayed; maximum allowed:  10
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode                   Q/Nxt             Optns

The following sections describe the IITP (Interdepartmental Invoice TARGET Processing) function:

"Purpose"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics"

Purpose

The IITP (Interdepartmental Invoice TARGET Processing) function allows the user to submit interdepartmental invoices into TARGET for approval. II documents reflect the activities of a department providing services or goods to another department.

Key Fields Required in the Banner

Valid Actions

Review {R}
Submit {S}
View {V}
Withdraw {W}

Validations

The IITP function employs the following validations:
  1. Effective Date must be open in GJIM Calendar (CALM) at the time the transaction is submitted.
  2. Only documents with a status of O (open) may be submitted. Documents which have been submitted into TARGET, but have not reached final approval may be withdrawn. The Doc Status then changes to O.
  3. II transactions which are disapproved or made invalid are given a status R (rejected) and cannot be updated.
  4. The account code, category, and project code may be updated while in TARGET.
  5. Only valid categories for a cost center are allowed as per the Dynamic Balance file records. If the category is a Class 5 then it must be defined within the institutional category of maintenance. In the case of a revenue account, the category must be a Class 4.
  6. The Credit and Charge line category must be submitted with a non-blank value.
  7. Co Cost Ctr must be valid.
  8. The account code must be valid and active.

Processing

The transaction is routed to reviewers based upon the TARGET criterion type of CBCC which utilizes review groups defined for a company, budgetary unit, and cost center and the criterion type of CONT which adds the Controller's Office as the last reviewer. Cost centers for both Credit and the Charge are subject to TARGET review and approval.

When the PF10 key is pressed the transaction is created and put in a submit status. The PF4 key decodes the department representative name, BU description, account code description, and cost center description. If the period closes for the effective date specified during the course of the II transaction being processed in TARGET, the system assigns it the earliest open date as per the GJIM calendar (CALM). This is indicated by an asterisk beside the Effective Date field.

After the document reaches final approval, the system updates the DART dynamic balance file, accounting detail file, and general ledger balance file during a nightly batch process. The system uses explosion rule 52 to update the accounting detail and general ledger balance files.

Related Topics

The following commands perform processing functions related to the IITP function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
IIM Interdepartmental Invoice Maintenance
LDTF List Document by Type and effective Fiscal year
LDRF List Document by ReFerence id.
LDS List Documents by Status, type, and effective fiscal year .
LDSB List Doc by Status, BU, type, FY, date
LDAD List Documents by Approval Date
LDCF List Documents by Company cost center, effective Fiscal year
LDAF List Document by company/Account, Fiscal year, type and approval date.

JEM - Journal Entry Maintenance

Figure 10 is an example of the screen presented during processing of the JEM function.

Figure 10. Data Entry Screen - JEM


Please enter a Transfer Entry #
GJOJEM  1 TEST      Journal Entry Maintenance - JEM      12/11/96 16:01
Command:       Action: V  Effective FY: 1997  JE Doc Number:
 
-------------------------------------------------------------------------------
Action: V     Document #:  JE-1997-00000      Doc Status: O Open
Desc: Post year end accruals                  Effective Date: 06/30/1996
Rep: AVCF01   BU: AVCF  Doc (Y/N) Data Type: 1 Tot:      100.00 D/C
---Company Cost Center--Account---Category--Debit  Amount-Credit Amount-Expl- Pr
1 0102-05005-12-0000 90460001 Sales                     123,456,789.12  52   RA
2 0102-02040-61-0000 90460001 Sales                     123,456,789.12  52   RA
 
 
 
 
           Entries   1 through    1 of   2 displayed; maximum allowed:  98
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  DCode                   NextR EDesc

The following sections describe the JEM (Journal Entry Maintenance) function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Validations"
"Processing"
"Related Topics"

Purpose

The JEM (Journal Entry Maintenance) function allows the user to create journal entries.

Access and Security

JEM update will be available to a select group of persons responsible for recording accounting activity concerning grants and contracts budgets, accrual entries for receivables, payables and deferred revenues, record bank reconciliation entries (e.g. interest income, service fees, etc.), wire transfer entries (e.g. debt service) booking of assets, year end closing entries, accounting adjustments and balance forward entries. Special permission for access by users outside of the administrative areas of Financial Affairs, Treasurer, and Human Resources can be granted by submitting a request to the Controller. All campus users have view access to JEM and JETP.

Key Fields Required in the Banner

Valid Actions

View {V}
Add {A}
Update {U}
Delete {D}

Validations

  1. There are no restrictions regarding what company, account, or cost center may be specified, and up 98 lines are allowed per JE.
  2. Account code must be valid and active on the account code file.
  3. The category must exist for the cost center on the dynamic balance file for class 4 and 5 categories.
  4. The category must be valid on the departmental category file file for class 1, 2, and 3 categories.
  5. The category class must be the same as the account code type using the following rules:
  6. A JE can be saved without the validation which balances the debits and credits for the Data Type and balance specified. This validation is enforced at the time the JE is submitted in JETP. Two methods of balances are used based upon the type of transaction. When balanced entries have been specified with a Data Type 2, a check total must be entered which matches the sum of the debits or credits. When the JE is composed of unbalanced entries as specified with a Data Type 1, a net difference of the debits and credits must be entered and must match the total of all entries as calculated by the system. A debit/credit code must be entered for an unbalanced Data Type 1.
  7. The explosion rule specified on the JE must exist on the Explosion Rule file.
  8. JEM program warns the user if the effective date they are using on the record is not open on the GJIM Calendar. The error message is as follows: WARNING: Accounting period not open for this Effective Date!

Processing

Upon final approval in TARGET, the status, and time status stamp define which JEs are pulled during the batch extract to post to the DART Accounting Detail file, Dynamic Balance file, and General Ledger Balance file.

Pressing PF12 allows the user to enter default values for cost center, account code, category, explosion rule, and project code.

Pressing PF9 allows the user to enter an extended description of the document.

Related Topics

The following commands perform processing functions related to the JEM function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
JETP Journal Entry TARGET Processing
LDTF List Document by Type and effective Fiscal year
LDRF List Document by ReFerence id.
LDS List Documents by Status, type, and effective fiscal year
LDSB List Doc by Status, BU, type, FY, date
LDAD List Documents by Approval Date
LDCF List Documents by Company cost center, effective Fiscal year
LDAF List Document by company/Account, Fiscal year, type and approval date.

JETP - Journal Entry TARGET Processing

Figure 11 is an example of the screen presented during processing of the JETP function.

Figure 11. Data Entry Screen - JETP


Please enter a Transfer Entry #
GJOJETP 1 TEST  Journal Entry TARGET Processing - JETP     12/11/96 16:01
Command:       Action: V  Effective FY: 1997  JE Doc Number:
 
-------------------------------------------------------------------------------
Action: V   Document #:  JE-1997-00000      Current Doc Status: O Open
Desc: Post year end accruals           Ref:           Effective: 06/30/1996
Rep: AVCF01   BU: AVCF  Doc (Y/N) Data Type: 1 Tot:      100.00 D/C
---Company Cost Center--Account--Category--Debit Amount-Credit Amount--Expl-Pr-
1 0102-05005-12-0000 90460001 Sales                     123,456,789.12  52  RA
2 0102-02040-61-0000 90460001 Sales                     123,456,789.12  52  RA
 
 
 
 
           Entries   1 through    1 of   2 displayed; maximum allowed:  98
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit  DCode                   NextR EDesc

The following sections describe the JETP (Journal Entry TARGET Processing) function:

"Purpose"
"Access and Security"
"Key Fields Required in the Banner"
"Valid Actions"
"Approval Routing"
"Validations"
"Processing"
"Related Topics".

Purpose

The JETP (Journal Entry TARGET Processing) function allows the user to summit journal entries into TARGET for approval.

Access and Security

JETP update is available to a select group of persons responsible for recording accounting activity concerning grants and contracts budgets, accrual entries for receivables, payables and deferred revenues, record bank reconciliation entries (e.g. interest income, service fees, etc.), wire transfer entries (e.g. debt service) booking of assets, year end closing entries, accounting adjustments, and balance forward entries. Special permission for access by users outside of the administrative areas of Financial Affairs, Treasurer, and Human Resources can be granted by submitting a request to the Controller. All campus users have view access to JEM and JETP.

Key Fields Required in the Banner

Valid Actions

View {V}
Submit {S}
Withdraw {W}
Review {R}

Approval Routing

JETP uses the TARGET criterion type GJJE.

Validations

  1. The JE must be a balanced entry before it can be submitted into TARGET.
  2. The JE must have an Open status to submit on JETP.

Processing

The TARGET routing is based upon company and explosion codes. Company 04XX and 013x are routed to Research Accounting. Company 07xx - 09xx are routed to Property Accounting. Companies with location of 3 (XXX3) are routed to the business office of the Agricultural Experiment Station. All other companies are routed to the Controller. Any combination of these companies results a combination of reviews as already defined. If the explosion code has a value other than 52 which indicates it is a special bank user code, the Cash Management Office is added to the review chain. For more information refer to "GJIM TARGET Rules".

JE records which have reached final approval in TARGET are posted to the via the nightly GL input process.

Related Topics

The following commands perform processing functions related to the JETP function. Information on these commands may be viewed by pressing PF1 while the cursor is in the Command field of these screens:
JEM Journal Entry Maintenance
LDTF List Document by Type and effective Fiscal year
LDRF List Document by ReFerence id.
LDS List Documents by Status, type, and effective fiscal year .
LDSB List Doc by Status, BU, type, FY, date
LDAD List Documents by Approval Date
LDCF List Documents by Company cost center, effective Fiscal year
LDAF List Document by company/Account, Fiscal year, type and approval date.

List Functions

LDAF - List Doc by Co/Acct, FY, type, appr dt

Figure 12 is an example of the screen presented during processing of the LDAF function.

Figure 12. List Doc by Co/Acct, FY, type, appr dt - LDAF


Select an entry, PF8 to page forward, or enter new keys
  GJOLDAF 1 PROD   List Doc by Co/Acct, FY, type, appr dt - LDAF  11/12/01 10:49
  Command:       Action: V  Effective FY: 2002  Doc Type: ET  Company: 0102
  Acct: 69529900  Date Approved: 07/01/2001
  ------------------------------------------------------------------------------
   List of documents with Co Account 010269529900 , Effective FY 2002 ,
   and Doc Type ET starting from Date Approved of 07/01/2001
 
      Cmd    Approved    Doc #   BU   Dept Rep  -----Description------  Eff Date
   _  ETTP  08/17 07:27  00536  HIST  MCSALDI   FIREWIRE DRIVE FOR MCC  08/15/01
   _  ETTP  08/17 07:27  00537  HIST  MCSALDI   PRINTER FOR NUDIE WILL  08/15/01
   _  ETTP  08/17 07:27  00538  HIST  MCSALDI   MONITOR FOR GTAS        08/15/01
   _  ETTP  08/17 07:27  00539  HIST  MCSALDI   AUDIO PCI, SPEAKERS FO  08/15/01
   _  ETTP  08/20 16:12  00644  CONF  ASALDIV   FOLLETT BOOKSTORE TRAN  08/17/01
   _  ETTP  08/24 14:50  00736  WCOB  SBRISTO   CORRECTION FOR PHPL CH  08/23/01
   _  ETTP  09/07 08:16  00973  CONF  ASALDIV   FOLLETT BOOKSTORE EXPE  08/31/01
   _  ETTP  09/07 08:16  00974  CONF  ASALDIV   FOLLETT BOOKSTORE EXPE  08/31/01
   _  ETTP  09/07 08:16  00975  CONF  ASALDIV   FOLLETT BOOKSTORE EXPE  08/31/01
   _  ETTP  09/07 08:16  00976  CONF  ASALDIV   FOLLETT BOOKSTORE EXPE  08/31/01
 
                      Entries     1 through    10 listed
 
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt             Forwd

The following sections describe the LDAF function:

"Purpose"
"Key Fields Required in the Banner"
"Processing".

Purpose

The LDAF (List Documents by Company/Account, Fiscal Year, Type, Approval Date) command allows you to list documents by this criteria. A beginning approval date must be entered. This function displays the approval date and time, document number, budgetary unit, departmental representative responsible for the document, document description, and the effective date.

Key Fields Required in the Banner

Processing

To view records, select them by marking the selection boxes to the left and then pressing PF2 to suspend to the TARGET processing record, where they can be viewed in more detail.

LDCF - List Doc by CCC, FY, type, approval dt

Figure 13 is an example of the screen presented during processing of the LDCF function.

Figure 13. List Documents by CCC, FY, type, approval dt - LDCF


Select an entry, or enter new keys
  GJOLDCF 1 PROD   List Doc by CCC, FY, type, approval dt - LDCF  11/12/01 10:53
  Command:       Action: V  Effective FY: 2002  Doc Type: ET
  Co Cost Center: 0202 11000-00-0000  Date Approved: 07/01/2001
 -------------------------------------------------------------------------------
  List of documents with Co Cost Ctr 0202 11000-00-0000 , Effective FY 2002 ,
   and Doc Type ET starting from Date Approved of 07/01/2001
 
      Cmd    Approved    Doc #   BU   Dept Rep  -----Description------  Eff Date
   _  ETTP  07/30 09:21  00145  AVCF  MWWHITE   MOVE EXP. TO NEW WICS   07/24/01
   _  ETTP  07/30 09:21  00146  AVCF  MWWHITE   MOVE EXP. TO NEW WICS   07/24/01
   _  ETTP  07/30 09:21  00147  AVCF  MWWHITE   MOVE EXP. TO NEW WICS   07/24/01
   _  ETTP  07/30 09:21  00148  AVCF  MWWHITE   MOVE EXP. TO NEW WICS   07/24/01
   _  ETTP  08/16 15:44  00548  AVCF  MWWHITE   TO MOVE EXPENSE TO CO.  08/16/01
   _  ETTP  08/16 15:44  00550  AVCF  MWWHITE   TO MOVE EXPENSE TO CO.  08/16/01
   _  ETTP  08/27 16:55  00749  AVCF  MWWHITE   MOVE EXP. TO NEW WICS   08/24/01
   _  ETTP  09/06 11:25  00953  AVCF  MWWHITE   MOVE EXP TO NEW WICS C  09/06/01
 
 
 
                       Entries     1 through     8 listed
 
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt

The following sections describe the LDCF function:

"Purpose"
"Key Fields Required in the Banner"
"Processing".

Purpose

The LDCF (List Documents by Company Cost Center, Fiscal Year, Type, Approval Date) command allows you to list documents by this criteria. A beginning approval date must be entered. This function displays the document number, approval date, the budgetary unit and departmental representative responsible for the document, document description, and the effective date. This list is useful for searching for GJIM records for a cost center.

Key Fields Required in the Banner

Processing

To view records, select them by marking the selection boxes to the left and then pressing PF2 to suspend to the TARGET processing record, where they can be viewed in more detail.

LDD - List Documents by approval Date

Figure 14 is an example of the screen presented during processing of the LDD function.

Figure 14. List Documents by approval Date - LDD


 Select an entry, PF8 to page forward, or enter new keys
   Restart for 07/01/01                                      LDD  11/12/01 10:56
  Command:       Action: V  Effective FY: 2002  Doc Type:
  Date Approved: 07/01/2001
 -------------------------------------------------------------------------------
 List for documents approved starting from 07/01/01
                                                                          Date
    Cmd   Dt Approved  ---Doc No----   BU  Dept Rep  ---Description---   Effect
    ====  ===========  =============  ==== ========  =================  ========
  _ ETTP  07/02 08:00  ET 2001 09652  WCOB CMUSSAR   TRANSFER BOOKSTOR  06/29/01
  _ ACTP  07/02 08:11  AC 2001 01098  TREA LSLAMON   CORRECTION TO REC  06/28/01
  _ ACTP  07/02 08:12  AC 2001 01115  TREA AVCF007   CORRECT REV POSTI  06/29/01
  _ JETP  07/02 08:12  JE 2001 13140  HMRS PAY02     CORRECTION REG PA  06/29/01
  _ JETP  07/02 08:12  JE 2001 13141  DREX AVCF003   WATER BILL         06/29/01
  _ JETP  07/02 08:12  JE 2001 13142  CJI  MCOTTON   BUDGET ADJUSTMENT  06/29/01
  _ JETP  07/02 08:12  JE 2001 13144  TREA AVCB004   RET CHECK BATCH 0  06/27/01
  _ JETP  07/02 08:12  JE 2001 13151  TREA AVCB004   RET CHECK BATCH 0  06/28/01
  _ JETP  07/02 08:12  JE 2001 13152  TREA AVCF007   POST SIS TRANS FO  06/28/01
  _ JETP  07/02 08:12  JE 2001 13150  CONF MPALMAT   FOLLETT BOOKSTORE  06/29/01
                    Entries     1 through    10 displayed
 
 
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt             Forwd

The following sections describe the LDD function:

"Purpose"
"Key Fields Required in the Banner"
"Processing".

Purpose

The LDD (List Documents by Approval Date) command allows you to list documents by approval date. This list is in approval date order. The LDTF (List Documents by Type and Fiscal Year) command allows you to list documents by entering the criteria of document type and fiscal year. This function will list the document number and status, the budgetary unit and departmental representative responsible for the document, document description, and the effective date. This list is useful for searching for a documents which were approved starting a certain date.

Key Fields Required in the Banner

Processing

To view records, select them by marking the selection boxes to the left and then pressing PF2 to suspend to the TARGET processing record, where they can be viewed in more detail.

LDRF - List Documents by Reference ID

Figure 15 is an example of the screen presented during processing of the LDRF function.

Figure 15. List Documents by ReFerence ID - LDRF


Select an entry, PF8 to page forward, or enter new keys
  GJOLDRF 1 PROD       List Documents by ReFerence ID - LDRF      11/12/01 11:12
  Command:       Action: V  Effective FY: 2002  Ref ID: IV99999999
 
 -------------------------------------------------------------------------------
          List of Documents associated with Reference ID: IV99999999
 
                        Doc                                    ----D A T E S----
    Cmd   --Entry No--- Sta  BU   --------Description--------   Effect  Approved
  _ ETTP  ET 1995 00150  A  DREX  SUMMER 1994 TUITION          08/26/94 09/06/94
  _ ETTP  ET 1995 00151  A  DREX  FALL 1993 TUITION            08/26/94 09/06/94
  _ ETTP  ET 1995 00152  A  DREX  SPRING 1994 TUITION          08/26/94 09/06/94
  _ ETTP  ET 1995 00636  A  DREX  TUITION & FEES SUMMER 1994   11/01/94 12/05/94
  _ ETTP  ET 1995 00637  A  DREX  TUITION AND FEES SUMMER 199  11/01/94 11/04/94
  _ ETTP  ET 1995 00658  A  DREX  TUITION & FEES SUMMER 1994   11/01/94 11/04/94
  _ ETTP  ET 1995 00667  A  DREX  TUITION AND FEES SUMMER 199  11/01/94 11/10/94
  _ ETTP  ET 1995 00668  A  DREX  TUITION AND FEE SUMMER 1994  11/01/94 11/11/94
  _ ETTP  ET 1995 00669  A  DREX  TUITION AND FEES SUMMER 199  11/04/94 11/07/94
  _ ETTP  ET 1995 00695  A  DREX  TUITION/FEES SPRING 94       11/04/94 11/11/94
 
                  Entries     1 through    10 of  1537 displayed
 
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt             Forwd

The following sections describe the LDRF function:

"Purpose"
"Key Fields Required in the Banner"
"Processing".

Purpose

The LDRF (List Documents by ReFerence ID) command allows you to list documents by entering the criteria of reference ID. This function displays the document number and status, the budgetary unit responsible for the document, document description, and the date each document was effected to the database. This list is useful for searching for a document across all GJIM document types by reference ID (e.g. AP ID, PO number).

Key Fields Required in the Banner

Processing

To view records, select them by marking the selection boxes to the left and then pressing PF2 to suspend to the TARGET processing record, where they can be viewed in more detail.

LDS - List Documents by Status

Figure 16 is an example of the screen presented during processing of the LDS function.

Figure 16. List Documents by Status - LDS


Select an entry, PF8 to page forward, or enter new keys
  GJOLDS  1 PROD          List Documents by Status - LDS          11/12/01 11:14
  Command:       Action: V  Effective FY: 2002  Doc Type:     Doc Status: O
  BU:       Effective Date:
 -------------------------------------------------------------------------------
 List of documents with status O in BU      - ordered by type, effective FY
 and effective date
                          Budgetary                                    Dt Last
     Cmd   ---Doc No ---   No    Cd  Dept Rep  -----Description------  Updated
  _  JETP  JE 2002 05347  1033 AVCF  POLLYP    BARDWELL, RODNEY       11/09/2001
  _  JETP  JE 2002 05348  1033 AVCF  POLLYP    LONGER, DAVID          11/09/2001
  _  JETP  JE 2002 05295  1033 AVCF  MHONEYC   ADD BUDGET FOR INVOICE 11/08/2001
  _  IITP  II 2002 01389  1064 COEX  ASTACY    TRAVEL EXPENSES-GARDIS 10/11/2001
  _  ETTP  ET 2002 00451  1080 CVEG  SANDRAH   MARINE PARK SUPER STOR 09/04/2001
  _  ETTP  ET 2002 00450  1080 CVEG  SANDRAH   MARINE PARK SUPER STOR 10/09/2001
  _  JETP  JE 2002 05310  1090 DREX  MSISCO    ADD BUDGET PER DOCS    11/09/2001
  _  JETP  JE 2002 05311  1090 DREX  MSISCO    ADD BUDGET PER DOCS    11/09/2001
  _  FTTP  FT 2002 00960  1094 EDUC  BOWMAN    COVER DEFICIT          11/07/2001
  _  FTTP  FT 2002 00686  1138 GRAD  VGREENE   CANOE RENTAL/WEDINGTON 10/08/2001
 
                     Entries     1 through    10 displayed
 
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt             Forwd

The following sections describe the LDS function:

"Purpose"
"Key Fields Required in the Banner"
"Processing".

Purpose

The LDS (List Documents by Status) command allows you to list documents by entering the criteria of document status and optionally the BU. This function displays the document number, the budgetary unit number and alpha code, departmental representative responsible for the document, document description, and the date last updated. This list is useful for searching for a document by status such as all documents which have still have an open status which may mean the user forgot to submit the document into TARGET for approval.

Key Fields Required in the Banner

Processing

To view records, select them by marking the selection boxes to the left and then pressing PF2 to suspend to the TARGET processing record, where they can be viewed in more detail.

LDSB - List Doc by Status, BU, Type, FY, Date

Figure 17 is an example of the screen presented during processing of the LDSB function.

Figure 17. List Documents by Status, BU, type, FY, date - LDSB


 Select an entry, PF8 to page forward, or enter new keys
  GJOLDSB 1 PROD   List Doc by Status, BU, type, FY, date - LDSB  11/12/01 11:18
  Command:       Action: V  Effective FY: 2002  Doc Type: ET  Doc Status: A
  BU: AVCF  Effective Date: 07/01/2001
 -------------------------------------------------------------------------------
 List of documents with status A , BU AVCF , document type ET , and
 effective FY 2002 - starting from effective date 07/01/2001
                                                               Date      Dept
     Cmd    Eff Dt   ---Doc No----  -----Description-------   Approved    Rep
  _  ETTP  07/24/01  ET 2002 00145  MOVE EXP. TO NEW WICS CO 07/30/2001 MWWHITE
  _  ETTP  07/24/01  ET 2002 00146  MOVE EXP. TO NEW WICS CO 07/30/2001 MWWHITE
  _  ETTP  07/24/01  ET 2002 00147  MOVE EXP. TO NEW WICS CO 07/30/2001 MWWHITE
  _  ETTP  07/24/01  ET 2002 00148  MOVE EXP. TO NEW WICS CO 07/30/2001 MWWHITE
  _  ETTP  07/24/01  ET 2002 00149  MOVE EXP. TO NEW WICS CO 07/30/2001 MWWHITE
  _  ETTP  07/24/01  ET 2002 00150  MOVE EXP. TO NEW WICS CO 07/30/2001 MWWHITE
  _  ETTP  07/24/01  ET 2002 00152  MOVE EXP. TO NEW WICS CO 07/30/2001 MWWHITE
  _  ETTP  07/24/01  ET 2002 00153  MOVE EXP. TO NEW WICS CO 07/30/2001 MWWHITE
  _  ETTP  07/24/01  ET 2002 00154  MOVE EXP. TO NEW WICS CO 07/30/2001 MWWHITE
  _  ETTP  07/24/01  ET 2002 00155  MOVE EXP. TO NEW WICS CO 07/30/2001 MWWHITE
 
                     Entries     1 through    10 displayed
 
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt             Forwd

The following sections describe the LDSB function:

"Purpose"
"Key Fields Required in the Banner"
"Processing".

Purpose

The LDSB (List Documents by Status, Budgetary Unit, Type and Date) command allows you to list documents by entering the criteria of document status, BU, document type, FY and beginning effective date. For example, this function can be used to list all approved fund transfers for a certain department (BU) with effective dates after the first of the month. This function displays the document number, effective date, the description, departmental representative responsible for the document, and the date each document was approved.

Key Fields Required in the Banner

Processing

To view records, select them by marking the selection boxes to the left and then pressing PF2 to suspend to the TARGET processing record, where they can be viewed in more detail.

LDTF - List Documents by Type and FY

Figure 18 is an example of the screen presented during processing of the LDTF function.

Figure 18. List Documents by Type and FY - LDTF


Select an entry, PF8 to page forward, or enter new keys
  GJOLDTF 1 PROD       List Documents by Type and FY - LDTF       11/12/01 11:19
  Command:       Action: V  Effective FY: 2002  Doc Type: ET  List Doc #:
 
 -------------------------------------------------------------------------------
 List of ET  documents for effective FY 2002 starting from document number
 
                Doc                                            --- D A T E S ---
    Cmd   Doc # Sta  BU   Dept Rep  -------Description-------   Effect   Approv
  _ ETTP  00001  A  ANSC  CSTEWA    FOLLETT - UA BOOKSTORE     07/16/01 07/16/01
  _ ETTP  00002  A  UAMF  RMEDLIN   DELL MARKETING L.P.        07/16/01 07/18/01
  _ ETTP  00003  A  CONF  ASALDIV   AR BUSINESS PUB. GROUP EX  07/16/01 07/17/01
  _ ETTP  00004  A  UAMF  RMEDLIN   LACHAT INSTRUMENTS INC.    07/16/01 07/18/01
  _ ETTP  00005  A  UAMF  RMEDLIN   REGENT INSTRUMENTS INC.    07/16/01 07/18/01
  _ ETTP  00006  A  UAMF  RMEDLIN   DIONEX CORP                07/16/01 07/18/01
  _ ETTP  00007  A  UAMF  RMEDLIN   ONLINE TECHNOLOGIES INC    07/16/01 07/18/01
  _ ETTP  00008  A  UAMF  RMEDLIN   DATA DISC                  07/16/01 07/18/01
  _ ETTP  00009  A  PPAC  GEORGET   ENGR.FEES FOR WOMEN GYMNA  07/16/01 08/02/01
  _ ETTP  00010  A  BISC  PLINDA    FEDEX - 6037095:1          07/16/01 07/16/01
 
                    Entries     1 through    10 displayed
 
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit        RStrt             Forwd

The following sections describe the LDTF function:

"Purpose"
"Key Fields Required in the Banner"
"Processing".

Purpose

The LDTF (List Documents by Type and Fiscal Year) command allows you to list documents by entering the criteria of document type and fiscal year. This function displays the document number and status, the budgetary unit and departmental representative responsible for the document, document description, and the date each document was effected to the database. This list is useful for searching for a document by type in numerical document order.

Key Fields Required in the Banner

Processing

To view records, select them by marking the selection boxes to the left and then pressing PF2 to suspend to the TARGET processing record, where they can be viewed in more detail.

LJED - List JE Doc by explosions rule, FY, date

Figure 19 is an example of the screen presented during processing of the LJED function.

Figure 19. List JE Doc by explosions rule, FY, date - LJED


Select an entry, PF8 to page forward, or enter new keys
  GJOLJED 1 PROD  List JE Doc by explosion rule, FY, date - LJED  11/12/01 11:21
  Command:       Action: V  Effective FY: 2002  Doc Type: JE
  Explosion Rule Cd: 45  Date Effective: 07/01/2001
  ------------------------------------------------------------------------------
   List of JE documents with Explosion Rule Cd 45 , Effective FY 2002 ,
   starting from Date Effective: 07/01/2001
 
      Cmd   Eff Date St  Doc #        Description          Dt Approved  Dept Rep
      ====  ======== ==  =====  =========================  ===========  ========
   _  JETP  07/01/01  A  00925  UHC 7/31/01 M/V DEPOSIT    08/03 14:23  LSPRING
   _  JETP  07/01/01  A  01184  UHC 7/31/01 M/V DEPOSIT    08/08 16:43  LSPRING
   _  JETP  07/02/01  A  00031  CTED 6/28/01 DISCOVER DEP  07/09 16:39  LSPRING
   _  JETP  07/02/01  A  00032  CTED 6/29/01 M/V DEPOSIT   07/09 16:40  LSPRING
   _  JETP  07/02/01  A  00033  UHC 6/29/01 M/V DEPOSIT    07/09 16:40  LSPRING
   _  JETP  07/02/01  A  00035  UHC 6/29/01 M/V DEPOSIT    07/09 16:42  LSPRING
   _  JETP  07/02/01  A  00036  UHC 6/29/01 M/V DEPOSIT    07/09 16:42  LSPRING
   _  JETP  07/02/01  A  00037  BOA 7/2 LOCKBOX DEPOSITS   07/09 16:42  LSPRING
   _  JETP  07/02/01  A  00104  RET CHECK BATCH 070283     07/10 11:41  DEATON
   _  JETP  07/02/01  A  00336  Credit Card Fees           07/18 09:22  TREA001
 
                      Entries     1 through    10 listed
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt             Forwd

The following sections describe the LJED function:

"Purpose"
"Key Fields Required in the Banner"
"Processing".

Purpose

The LJED (List JE Doc by explosions rule, FY, date) command allows you to list JE documents which affect various user bank codes for a starting accounting effective date. This list displays in effective date order the document number and status, the document description, date approved and the departmental representative responsible for the document. Cash Management personnel utilize this list to balance the university bank checking accounts and to search and analyze detail accounting entries affecting the cash pool.

Key Fields Required in the Banner

Processing

To view records, select them by marking the selection boxes to the left and then pressing PF2 to suspend to the TARGET processing record, where they can be viewed in more detail.

LTTF - List Transactions by Type, FY, number

Figure 20 is an example of the screen presented during processing of the LTTF function.

Figure 20. List Transactions by Type, FY, number - LTTF


Select an entry, or enter new keys
   De-coding has been performed                              LTTF 11/12/01 11:23
  Command:       Action: V  Doc Type: ET  Effective FY: 2002  Doc No: 2
 
 -------------------------------------------------------------------------------
    Transactions for GJIM Document #  ET 2002 00002  (TARGET Command ETTP )
 
    Txn      Status          Time        Requested        Requestor           #
   Status --- Time ----  - Requested --  -- By -- ---------  Name ---------- Cmt
  _  E   07/18/01 08:21  07/16/01 09:50  RMEDLIN  Renee Vaulner Medlin
  _  W   07/16/01 09:50  07/16/01 09:49  RMEDLIN  Renee Vaulner Medlin
 
 
 
 
 
 
 
 
 
               Transactions     1 through     2 displayed
 
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help  Suspd Quit  DCode RStrt

The following sections describe the LTTF function:

"Purpose"
"Key Fields Required in the Banner"
"Processing".

Purpose

The LTTF (List Transactions by Type, FY, number) command allows you to list transactions for a GJIM document by entering the criteria of document type, fiscal year and document number. LTTF displays the the transaction status, transaction time, requested time, the person who requested the transaction, and whether any comments are attached to the transaction. This list is useful for researching the transaction history of a GJIM document and specifically provides access to the TARGET reviewers' activities and comments

Key Fields Required in the Banner

Processing

To view records, select them by marking the selection boxes to the left and then pressing PF2 to suspend to the TARGET processing record, where they can be viewed in more detail. :pa

Appendix A. General System Features

NSM Architecture

The Natural Secured Menus (NSM) Architecture is a standard set of facilities used for the development and operation of online Natural applications. It has been developed at the University of Arkansas using Natural 2, a fourth generation programming language provided by Software AG. The NSM Architecture imposes a command driven, menu augmented approach to the navigation of an application (the act of moving from one function to another). Anyone using an NSM application will be able to move from any function to any other function, within their security constraints, by entering the desired command. Additionally, menus are provided for command selection when the desired command is not known.

Additionally, all NSM applications use the same basic screen format and operate in a similar manner. For example, the first three lines of each screen are reserved for the title, command, and key information. The last two lines are reserved for displaying available PF keys and their associated functions with a standard usage defined for most of these keys. In summary, the NSM Architecture provides:

Additional information on the NSM architecture can be obtained online by requesting help (pressing PF1) from any Menu screen.

Security

The General Journal Interface Module subsystem is a NSM Architecture application and therefore is provided with security features common to all NSM applications.

The NSM security features include:

  1. Command Security

    Command security provides a means of restricting a user or group of users from accessing one or more commands within an application. This is accomplished by associating users with a command security group code and specifying which commands may be executed (allowed), or alternatively which commands may not be executed (disallowed). Commands which are not available to a user are not displayed on the menus presented to that user. Command security is inherent in all NSM Architecture applications.

  2. Security Levels

    The NSM Architecture also provides security levels which may be used to limit or restrict the functions performed within a command. The security levels allowed within General Journal Interface Module are defined below. Security levels are enforced according to the order of the values, from most restrictive to most permissive.

    Level Restrictions Enforced
    1 Inquiry only
    3 Add and Update
    6 Delete

    Each user is assigned a security level by the application administrator. That value determines the maximum privilege that is granted to the user. Additionally, an administrator may designate a more restrictive security level for specific commands a user is allowed to execute. The lower, more restrictive Security Level is always used.

  3. Security by Value

    Security by Value provides a means of restricting entry to a command similar to Security. This restriction is based on the relationship of the desk/Budgertary Unit of the individual attempting the entry to that of the Budgetary Unit being affected by the entry. For instance, an entry would not be permitted where an individual assigned to a desk in CHEM would make a budget change for a Departmental Center allocated to ENGR. The General Journal Interface Module does not utilize this additional level of security.

Screen Definitions

An online function is identified by a command and is represented to a user by one or more primary screens. A screen is also referred to as a map and is developed in Natural using special symbols to define the attributes associated with fields of the map. Accompanying the description for each online function is a corresponding figure which contains an actual sample of the screen, with data, followed by the map definition. The map shows the size, type and attributes of the fields on the map. The following information is needed to read and understand these maps.

Each field on the map is preceded by a special symbol which defines the following attributes for the field:

Symbol Field attributes
blank Output text, default intensity
? Output text, intensified
_ Input field, default intensity
) Input field, intensified
+ Output field, default intensity
( Output field, intensified
& Output modifiable field, default intensity
: Output modifiable field, intensified

The characters following the attribute symbol define the type and length of the field as follows:

X Alphanumeric field
9 Numeric left justified field
0 Numeric right justified field
M Field with an edit mask (special format used)

Additional field attributes may be in effect but are not indicated on the map displays. The first line of every map contains output fields to identify the program, program level, command description, date and time.

PF Key Usage

All valid PF keys are named and the names displayed on the last two lines of the screen, in either Natural format or a PC style format. PF keys that are not valid in a certain circumstance have their names removed so that they do not appear as valid options. The error message "PFxx is unassigned, valid PF Keys are displayed on the screen" is displayed whenever an inappropriate PF key is entered. The standard PF key usage is:

Key & Name

Usage

Enter

If new key field values or a new command have been entered, initiate processing for the new keys or the new command issued. Otherwise, validate any entries made in the body of the screen and prompt for the next activity.

PF1 (Help)

Initiate help processing. This is field help if the cursor is on a field defined with a help routine; otherwise, screen level help is provided.

PF2 (Suspd)

Suspend the current program and transfer control temporarily to the requested function module. Entry of a command is required.

PF3 (Quit)

Quit the current operation and back up one level in the processing hierarchy:

  • If within a window, return to the primary screen.
  • If within a function module and at level one (no programs are suspended), return to the menu which contains that function module.
  • If within a function module and at a level greater than one, return to the program suspended at the next lowest level.
  • If within a menu, return to the menu that contains that menu command, or if on the main menu, return to the LOGON application. If the current application is the user's default application, sign off Natural.
  • If within the application selection screen of the LOGON application, sign off of Natural.

PF4 (DCode)

Decode selected coded values on the screen by performing lookups and displaying associated names, descriptions, or other information. This key may also be used to explode a selected entry by displaying within a window more detailed information than was available on the original screen.

PF5 (RStrt)

Restart the operation with the keys specified in the banner area (disregard any changes or entries made within the body of the screen). On list functions, any previously marked entries for selection are cleared.

PF7 (Back, PrevS)

Page backward to values or previous screens displayed within the same function module.

PF8 (NextS, NextR, NextT, Q/Nxt, Forwd)

PF8 always moves the user forward to access the next set of data, although the key is labeled and the function is performed in a different manner dependent upon the circumstances.

  • If on a multi-screen function, this key is labeled "NextS" and pages forward to the next screen.
  • On the last screen of a function, or when there is a command or key error, it is labeled "NextR" and retrieves the next logical record for display.
  • Additionally, within a function that is operating at level 2 or 3 and which was accessed from a suspended list, this key is labeled "Q/Nxt" for quit this function and retrieve the next selection. If no other entries are marked, the effect is a quit to the suspended list.
  • At other times, PF8 is labeled "Forwd" and pages forward to display the next set of records.

PF10 (Save, Sav/Q)

Normally PF10 saves onto the data base any changes that have been made or data that has been entered. Within a function module operating at level 2 or 3, the key is labeled "Sav/Q" to save the changes and then quit that function and return to the suspended function.

PF11 (Options)

This key is provided for the selection of options that may be available in individual function modules.

PF12 (Print or Flip)

On lists where a print function has been associated with the listed items and the user has selected (by default via the user profile or use of the RODS command) a Report Output Destination ID, this key generates a print (report) of the selected items. On function modules where more than 12 PF keys are defined, PF12 is flip and will flip the display of PF keys to show PF13 thru PF24.

PF24(Flip)

This key flips the display of PF keys to show PF1 thru PF12.

Appendix B. General Help Topics

GJIM Reference ID formats 

Some standard formats include:
GJIM                XXfy-12345
Exempt Vchr    E123456 E1Y1234
MSA Vchr       1234567 12Y1234
UPS Voucher         XX12:XXXXX
AP ID                123456789
Cash Receipts       RE 1 12345
SAFARI              IV12345678
TVIS e.g. Phys Pl,  XX12345-12
 Telephone, Comp Svc
Development Office  DO12345678
Bookstore               TR1234
UPS PO or TA           1234567
MSA Purchase Order      123456
Library PO              1A1234

GJIM TARGET Rules

The following sections describe the GJIM TARGET rules

"Purpose"
"TARGET routing"

Purpose

The GJIM TARGET programs provide for the routing of GJIM transactions to obtain the requisite review by individuals or offices responsible for entries to the General Ledger.

Criterion Types Used in GJIM

GJIM uses the following criterion types to determine the TARGET routing

GJAC

Account code changes on ACTP. Review by Research Accounting, Property Accounting, both offices, or Controller

GJJE

Journal Entries on JETP. Review by Research Accounting, Property Accounting, Cash management, Agricultural Financial Office, and/or the Controller

CBCC

Company BU Cost Center on ETTP/IITP/FTTP. Review by cost center managers.

CONT

Controller review on IITP. Additional review by Controller.

TARGET routing

Account Change TARGET Processing - ACTP

Journal Entry TARGET Processing - JETP

Fund Transfer TARGET Processing - FTTP

Interdepartmental Invoice TARGET Processing - IITP

Expenditure Transfer TARGET Processing - ETTP

DART Category Help

Purpose

The DART category (search and select) help facility is used in the BASIS applications UPS, GJIM, DART, and PSB. This facility is invoked from the PF1 help key on a category field and provides the following features:

Institutional Category Search

Figure 1. Used to display institutional categories by class

The standard list help model is used for this field, where a starting value for class is entered by the user, and the resulting display begins with the starting value that was entered. 


 Enter a starting search value                 
 Help for INSTITUTIONAL-CATEGORY                   
 	A predefined code used to                        
 	identify the highest level of                    
 	categorization of budget.                         
 	This is the level at which the
 	institution budgets.
 	For example, 'Maint' is the
 	institutional category for
 	maintenance.
 	




                                
PF1   PF3   Starting CLASS & INST. CAT.           
Help  Quit  5 ________                            

Figure 1.

The following window is an example of the list of institutional categories the system displays when 5 (expenditure) is used as the starting value. This list is presented in alphabetical order. 


Select desired code and press ENTER              
Values for INSTITUTIONAL-CATEGORY                 
 __	Contg		Contingencies		 	
 __	DebtServ	Debt Service
 __	EGChgBk		E&G Charge Back
 __	FringeNA 	Fringe Benefits Not Allowed        
 __	Fringes		Fringe Benefits                    
 __	Maint   	Maintenance                        
 __	OtherCom 	Other Compensation                 
 __	OthrMand	Other Mandatory
 __	SalClass	Salaries, Classified               
 __	SalGA   	Salaries, Graduate Assistant       
 __	SalNC		Salaries, Nonclassified            
 __	Schl		Scholarships
 __	Util		Utilities	
 __	Wages		Wages (temporary help)             
 __	WagesStu	Wages, Student                     
	                                                  
PF1   PF3   Starting CLASS & INST. CAT.           
Help  Quit  5                             

Figure 2.

Departmental Category Search

Figure 3 illustrates how the user may search for a departmental category for a cost center in the following ways:
  1. Show all categories in alphabetical order.
  2. Show all categories in sequence code order from a starting value. 

Please mark selection, enter starting value & press ENTER 
For Cost Center No. 0102 02040-61-0000                    
Cost Center Description: ASSOCIATE VICE-CHANCELLOR FOR FIN
                                                          
  Order List by:                                          
      _ Alphabetical order starting with: ___________     
                                                          
      _ Sequence code order starting with                 
                         class (1,2,3,4,5): 5             
                                                          
                    Institutional Category: Maint         
                                                          
                             Sequence Code: ___           
                                                          
 PF3=Quit   PF6=Def                                       
                                                          
Figure 3.

Figure 4: To show all categories in alphabetical order. User would mark the alphabetical order option and input a starting value in the search window (Figure 3). 


 Please enter a starting value and press ENTER                    
 Categories in Cost Center No: 0102 02040-61-0000                 
 Cost Center Description: ASSOCIATE VICE-CHANCELLOR FOR FINANCE   
                                                     Inst         
      Category  Seq  Description                     Category Cls 
  _   Airfare   303  Airfare                         Maint     5  
  _   Register  303  Registration                    Maint     5  
  _   SupComp   002  Supplies-computer               Maint     5  
  _   SupEquip  004  Supplies-equipment              Maint     5  
  _   SupLab    006  Supplies-lab                    Maint     5  
  _   SupOff    008  Supplies-office                 Maint     5  
  _   Supplies  001  Supplies                        Maint     5  
  _   SupShop   010  Supplies-shop                   Maint     5  
  _   TravDom   304  Travel-domestic                 Maint     5  
                                                                  
 PF3=Quit                                Starting Value TravDom   
                                                                 
Figure 4.

Figure 5: To display categories in sequence code order the user would input on Figure 3 the class, institutional category, and sequence code. Note that class 5 (expenditure) and institutional category "Maint" are defaulted. 


 Please enter a starting value and press ENTER                   
 Categories for CCC: 0102-02040-61-0000                          
                                                                 
      Seq  Dept Cat  Category Description         Inst Cat Class 
  _   001  Supplies  Supplies                     Maint     5    
  _   002  SupComp   Supplies-computer            Maint     5    
  _   004  SupEquip  Supplies-equipment           Maint     5    
  _   006  SupLab    Supplies-lab                 Maint     5    
  _   008  SupOff    Supplies-office              Maint     5    
                                                                 
 Starting Values -- Class: 5 Inst Catg: Maint  Seq Code: 008     
                                                                 
 PF3=Quit                                                        
                                                                 
Figure 5.

In addition, a standard category help for the Category table (as opposed to the cost center category help above) is available on all functions where category is a key, but does not require help for cost center categories.

Figure 6: This is a standard list help where class and category are entered as a starting value, and the list will be in alphabetical order within class. 


Enter a starting search value                     
Help for DEPT-ACCT-CATEGORY                       
 A pre-defined code used to                       
 categorize expenses, income                      
 and other financial activity                     
 at a summary level which is of                   
 use to departments in                            
 managing their funds.  This                      
 value is maintained in mixed                     
 case.                                            
                                                  
                                                  
                                                  
                                                  
                                                  
                                                  
                                                  
                                                  
PF1   PF3   Starting CLASS & CATEGORY         
Help  Quit  5 ________                            
Figure 6.

Figure 7: To display the categories the user would input on Figure 6 the class and a starting category value. Note that class 5 (expenditure) is defaulted. A user may then select a category and press the Enter key to bring the category to the field. 


 Select desired code and press ENTER  
 Values for DEPT-ACCT-CATEGORY        
      Category   Description          
  _   Airfare    Airfare              
  _   Register   Registration         
  _   SupComp    Supplies-computer    
  _   SupEquip   Supplies-equipment   
  _   SupLab     Supplies-lab         
  _   SupOff     Supplies-office      
  _   Supplies   Supplies             
  _   SupShop    Supplies-shop        
  _   TravDom    Travel-domestic      
                                      
 PF1  PF3  Starting CLASS & CATEGORY  
 Help Quit 5 TravelIO                 

Figure 7.

How Your Computer Communicates with BASIS

Although this document includes some technical concepts that may be confusing at first glance, the payoff for digesting these concepts will be your greatly enhanced effectiveness in using BASIS applications. When you know how to control the look of your screen (field colors, color and location of the message line, function key colors, etc.), how to navigate around the screen quickly and efficiently, and how to use your keyboard to perform time-saving tasks, you will find that your work within BASIS progresses more quickly and easily.

The Mainframe Environment

In order to understand some of the discussion below with regard to how your screen looks and how your keyboard functions, we first need to begin with a basic overview of our mainframe environment. BASIS applications live on a mainframe computer and run under CICS and Adabas TPF. These terms may mean nothing to you, but what they signify to you as a user is that you use your PC or Macintosh desktop computer to interface with a computer application running under a very complex and sophisticated mainframe environment. By itself, without a standard interface, your desktop computer would be unable to communicate properly.

3270 emulation

The interface you use is called a 3270 telnet (a TCP/IP protocol) program. These programs come in many different flavors, with different capabilities. But before we discuss the various capabilities, you must first understand a bit about 3270 emulation. The term "3270 emulation" refers to the fact that these software programs interface with mainframe applications by making it look to the mainframe as if your desktop computer is an IBM 3270 terminal (sometimes called dumb terminals). These terminals were the original devices used to connect with mainframe computers many years ago. Typically, they consisted of a monitor (display) and a keyboard, and did not have their own internal processing capability. Once this sort of connection is established, you are in effect no longer using the 486, Pentium, or PowerMac in front of you, but are instead working within the rules and confines of the 3270 environment.

One final note should be made here about 3270 terminals. The 3270 screen is made up of fields, either protected or modifiable. The terminals operate in block mode which means that the mainframe (BASIS) does not respond to any entries or changes you make to these onscreen fields until you submit the updated screen, usually by pressing Enter or a PF key. This is different from many PC-based spreadsheet, database or word-processing applications you may use where on-screen changes take immediate effect.

3270 terminal types

The term 3270 is a generic one since there are actually three basic types of 3270 connections supported by BASIS, each with different capabilities.
3270 The simplest of the three. 3270 terminals are monochromatic (one-color) displays able to show only normal or intensified (bold) text.
3278 Adds reverse video and underlined text. Among the development team and veteran BASIS users, the reverse video (or reverse highlighting) is a favorite since it allows the user to quickly determine via visual cues which fields are modifiable, required, etc.
3279 The most capable of the emulations. It adds the ability to display text in seven different colors.
You can set your 3270 type, and control the 3279 colors (if supported by your emulation software) through the BASIS user profile screen (accessed by pressing PF6 on the logon screen). See "Maintaining Your User Profile" for further information about customizing the screen.

Generally speaking, if your software and monitor support it, you are encouraged to use 3279 mode since it offers the greatest control over the look of your screen. This is usually available while using a Network or PPP connection, but is not be available while using a non-PPP, dial-up connection.

BASIS Mainframe Keys and Keyboard Mapping

Keyboard mapping is important to you because you need to know which keys on your desktop machine are being used to emulate the 3270 keys the mainframe is expecting. Below we cover some common function keys and other special use keys. If a BASIS program tells you to press PF10, this could literally be any key or any combination of keys on your machine. Generally, default keyboard mapping for emulation programs use your PC or Macintosh F (function) keys to represent the mainframe PF (programmable function) keys, but other 3270 keys are not so clear. When you wish to move your cursor from one line to the next, or from one field to another, or you want to erase an entry in a field, you need to know how your software represents 3270 keys like Newline, Tab, and Erase EOF (end of field).

Depending upon the 3270 software you are running, you may see variations in the keys used in the default setup, and in your ability to reset, or re-map those keys. This is especially true of dial-up software. Addressing all variations in 3270 emulation software and keyboard mapping is beyond the scope of this document. Instead, this is intended to provide support and explanation for the common usage seen with on-campus PC-compatible and Macintosh computers. Contact Computing Services Help Desk at campus extension 5-2905 with any questions or problems not addressed here. Please be prepared to tell the technician:

Commonly used 3270 keys

The following list shows mainframe 3270 keys. In order to process these keys using your desktop computer, you need to know how your tn3270 software emulates these keystrokes. For that information, please refer to "Common PC-compatible keyboard mapping" for PCs or "Common Macintosh keyboard mapping" for Macintosh computers.
3270 Key Purpose
Enter Submit on-screen entries to mainframe for processing. 5
Insert Toggles between type over and text insertion.
Home Moves cursor to first input field on the screen (the Command field in BASIS).
Tab Moves the cursor to the first position of the next field on the screen (fields run left to right, top to bottom, and wrap from last field to first field).
Back Tab Moves the cursor to the first position of the previous field on the screen.
Clear Clears (resets) current screen display. This is used in other mainframe applications, such as CMS, but is trapped and will result in an error in BASIS. Instead, PF5 is used to reset a screen.
Erase EOF Erase to End Of Field. This key deletes any characters from the current cursor position to the end of the current field. It is especially handy for deleting lengthy or unwanted text entries, instead of spacing over each character or holding down the delete key.
Newline Moves the cursor to the first position of the first modifiable field which is on a line vertically below the current cursor position. In the example below, we would move from the field One to the field Five with a single keystroke, whereas Tab would require four (4) keystrokes. 
One : _____ Two: _____ Three: _____ Four : _____
 
Five: _____ Six: _____ Seven: _____ Eight: _____

Note: The usage noted below for all PF keys is for BASIS. Other mainframe applications are likely to utilize the PF keys in different manners.

PF1 Help
PF2 Suspend (See Help Topic "Using the Suspend Feature" for more information.)
PF3 Quit
PF4 DeCode
PF5 Restart
PF6 Can vary by application. Often used to access Detail or Percentage windows.
PF7 Back/Previous/PageUp
PF8 Next/Forward/PageDown
PF9 Can vary by application. Often used to access Display or Detail facilities.
PF10 Save
PF11 Options/Comments or other special function
PF12 Flip (change PF key display to show PF13-24) or Print, or other special function.
PF13-24 As assigned for special functions. Usually only available when PF12 is labeled as "Flip."
PA1 Access the COM-PASS Natural session manager, which allows you to simultaneously run up to nine BASIS applications (or other Natural applications which run under Adabas TPF).
PA2 Prints the current screen at Computing Services. Since the printout is not identified with a user and will be recycled, please do not use this key.
PA3 Switch to the next COM-PASS session (first setup under the Natural session manager accessed via PA1).

Common PC-compatible keyboard mapping

Again, depending upon your software, the default mapping (or mapping customized by a previous user) may be different. These are common settings seen on many of the configurations around campus. If for some reason they do not work for you, check to see if your software has re-mapping capabilities, and/or contact Computing Services for assistance.
3270 Key PC-Compatible Key
Enter Enter
Insert Insert
Home Home
Tab Tab
Back Tab Shift + Tab
Clear + (plus) on numeric keypad
Erase EOF - (minus) on numeric keypad
Newline End
PF1 - PF12 F1 - F12
PF13 - PF24 (Shift + F1) - (Shift + F12)

Common Macintosh keyboard mapping

3270 Key Macintosh Key(s)
Enter return
Insert apple + i
Home home
Tab tab
Back Tab shift + tab
Clear clear (num lock)
Erase EOF apple + e
Newline shift + return
PF1 - PF12 F1 - F12
PF13 - PF24 (shift + F1) - (shift + F12)

Maintaining Your User Profile

Before reading this section, you should be familiar with the terms and concepts presented in "How Your Computer Communicates with BASIS". Figure 21 shows the user profile screen, which is accessed by pressing PF6 on the logon screen.

Figure 21. Natural User Profile


 Make changes and press ENTER to validate and see the results
                    User Profile for  PCAMPBE   Peter Campbell
 
   CMS ID:          @                              Default Application:
   Email:                                          Campus Bldg:      Room:
   Report Output Destination ID: PIKE_301_L
   PFKey Format: N           Message Line: T             Terminal Type: 3279
 
 Color Selections Available to 3279 Type Terminals:    BL GR NE PI RE TU YE
 
                         Modifiable:     Protected:
  D  Default intensity:  TU   sample     NE   sample    PFKey name: YE
  I  Intensified:        GR   sample     YE   sample    Function:   NE
  V  Reverse video:      TU   sample     NE   sample
  U  Underline:          GR   sample     BL   sample
 
 Override program assigned colors (T/F): F        Message Line Color: YE
 
 NSM Field options:    Modifiable default      V   color:  TU    sample
                       Modifiable intensified  V           PI    sample
                       Conditionally protected D           NE    sample
                       Previous value          V           NE    sample
 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
       Help        Quit        RStrt Deflt                   Sav/Q Color Mono
The figure printed here is unfortunately not able to truly represent the look of the 3279 emulation seen onscreen. It does, however, help demonstrate the various modifiable fields which control the look of your BASIS screen.

Beginning near the top, notice the Report Output Destination ID: field. This sets the default location to which report and/or file outputs are sent. It can also be set via the RODS (Report Output Destination Specification) command. An online help facility is available to help you with your selection; a full description of these choices is beyond the scope of this document.

Just below this, is the Message Line field. This controls the location of your message line. Possible values are:

B Bottom of the screen
T Top of the screen
 

Just to the right is the Terminal Type: field. This controls which type of 3270 emulation you use, which also of course depends upon the ability of the software you are using to support that level of emulation. Refer to "3270 terminal types" for a description of the differences between these terminal types. Possible values here are:

3270 Basic functionality
3278 Extended attributes
3279 Color support
 

Below this, you will see the color options available under 3279 emulation:

BL Blue
GR Green
NE Neutral (white)
PI Pink
RE Red
TU Turquoise
YE Yellow
 

In the middle section of the screen, you control (if using 3279 emulation) the colors used for the four basic field types: default intensity, intensified, reverse video, and underlined. Since each field type can be either modifiable or protected, there are eight color values to be entered here. Essentially, you are telling the system how (which color) to display the various field types. If you are using 3270 or 3278 emulation, none of these color fields will be available, although some tn3270 software allows for a kind of synthetic color specification for different field types under 3270 or 3278 emulation. Such color specification is done within the microcomputer software, rather than in your user profile.

To the right of this middle section are the PFKey name and Function fields, which set the colors for your function key list shown at the bottom of the screen. Below this is the field where you set the Message Line Color.

The last section of the screen allows you to specify further options for some special NSM (Natural Secured Menus) fields, which all BASIS applications use. There are four field types, each of which has two entries:

  1. The type of attribute option you want linked to the NSM field. For example, in the figure, we see that Modifiable default fields are set to be V (reverse video). The options available to you will depend upon your type of emulation. For example, you cannot select V under 3270 emulation since it does not support reverse video.
  2. The color to be used for this NSM field type. In our example of the Modifiable default, we chose TU (turquoise). Again, these colors will only be modifiable if the Terminal Type is 3279.
To save any changes made, simply press PF10.

Appendix C. Batch Functions

There are three batch functions to be defined that are related to posting the approved accounting entries to DART from GJIM functions and one batch job for uploading Batch JE documents

To date, the following batch functions have been defined:

GJIM Interface to DART - Accounting Detail and Dynamic Balance files

The following sections describe the GJIM interface to DART which is a batch update at the time the transaction reaches final approval in TARGET:
"Purpose"
"Processing".

Purpose

When a GJIM transaction reaches final approval in TARGET, the nightly general ledger posting programs posts the entry to the DART Accounting Detail and Dynamic Balance files.

Processing

Accounting Detail file updates

The following maps the GJIM data elements to the Accounting Detail file:

GJIM field

Accounting Detail field

Co-Center-No

Co-Center-No

Account Number

Account

Dept-Acct-Category

Dept-Acct-Category-UC

Dept-Acct-Project

Dept-Acct-Project

Date-Acct-Effective

Date-Expense-Effective

System date

Date-Posted

System assigned

Acct-Txn-Source-DB-Key (1)

  • 1 - type "1"
  • 2-3 - type
  • 4-7 - fiscal year
  • 8-12 - entry
  • 13-14 - line
  • Acct-Txn-Source-Display-Key (1)
  • 1-8 - "Doc No:"
  • 9-10 - type
  • 11-14 - fiscal year
  • 15 - "-"
  • 16-20 - journal-entry-no
  • 21 - "-"
  • 22-23 - either blank or logical line #
  • Example: Doc No: JE1998-00001-01

System assigned

Acct-Txn-Source-DB-Key (2)

  • 1 - type "2"
  • 2-11 - journal-doc-ref-id or Desc-2
  • Acct-Txn-Source-Display-Key (2)
  • 1-8 - "Ref ID:" or "Description 2:"
  • 9-18 - journal-doc-ref-id
    AC Description-2
    ET Reference-ID
    FT Description-2
    II Description-2
    JE Reference-ID

Description-1 and 2

Acct-Txn-Desc

Line-Amount

Acct-Txn-Amt

The following indicates whether the amount for the AD file is positive or negative:

AC - DR type 5 positive
AC - CR type 5 negative
AC - DR type 4 negative
AC - CR type 4 positive
ET - From line negative
ET - To line positive
FT - From line negative
FT - To line positive
II - CR type 4 positive
II - CR type 5 negative
II - Charge positive
JE - DR type 1 positive
JE - DR type 2 negative
JE - DR type 3 negative
JE - DR type 4 negative
JE - DR type 5 positive
JE - DR type 6 positive
JE - DR type 7 negative
JE - DR type 8 negative
JE - DR type 9 negative
JE - CR type 1 negative
JE - CR type 2 positive
JE - CR type 3 positive
JE - CR type 4 positive
JE - CR type 5 negative
JE - CR type 6 negative
JE - CR type 7 positive
JE - CR type 8 positive
JE - CR type 9 positive

The remaining AD fields need to be populated with the following:

Dynamic Balance file updates

GJIM record lines with a category account class 4, 5, 6, and 7 are posted to the Dynamic Balance file. Ignore and do not post to the Dynamic Balance any GJIM record lines with category account class 1 (Asset), 2 (Liability), and 3 (Fund Balance).

The fields on the Dynamic Balance file are populated from GJIM as follows:

User Guidelines for Loading Batch JE Documents

Purpose

The LDJE program provides a method for JEs to be batch loaded into the GJIM system.

Some offices produce and manage data in other (often PC-based) systems that ultimately end up on a Journal Entry document. This program allows us to load that data directly to the GJIM system with a status of O (open) so they can be submitted on-line for approval.

User Requirements

To load JEs in batch, you must know how to upload a data file from your PC to the mainframe, whether it be "PCPUT" or some other method. You will also need to be granted access to GJJLDJE. This requires Computing Services to set up a job specific to your PC. This job pulls your data from a specified PC file and passes it the actual loading job, which it also triggers.

File Requirements

The 80-character records in the file must be conform to the layout provided in the Predict file named BATCH-JOURNAL-ENTRY. Since validations and edits are processed according to that layout, it is extremely important that the layout is strictly adhered to.

The batch is sorted by ID Number and Record Type Code, so pay particular attention to the following field requirements:

ID Number

All related records that make up a document are tied together by having a common ID number in the header (HEADER-ID field) and associated line (LINE-ID field) records. The only significance of this ID is within the batch to associate the records of a single document.

Record Type Code

A single header record for each document is required, has a HEADER-ID of "H", and is processed first. All following records for the document must be line records (LINE-ID of "L").

All dollar values must be zero-filled and may not contain any decimals or commas. The system will place a decimal two places from the right. For example, $12,132.62 would be 000001213262.

Processing the Data

The system will assign or calculate and apply the following elements to the record before it is stored in the GJIM database.

If we encounter errors, because it is batch, we really have no recourse but to reject the entire document in which the error was found. The basic assumption held throughout the BASIS development effort has been that because data is validated and controlled upon entry, the data residing on the database is correct. We require it to be.

Submitting Batch JEs

To submit your data to the batch load program,  ******Need to update **************

 

Be sure you enter the date as today's date and in the correct format. Failure to do so could not only prevent your job from running, but could prevent others from submitting requests also. Never request a job "ahead of time". Because of the very short time it takes for these jobs to make it to the system and run, the job should only be initiated at the time you are ready for it to load.

The only reason your submission should not run when requested is if the job is currently being run by someone else at exactly the same time as you request the job to run. In this case, the JCL returned to your reader will indicate that the job GJJLDJE is already scheduled to run, so your request was denied. You should be able to re-request the job in a few minutes.

If you have not received any output from the job within an hour of requesting the run on MVSAPS, there is probably some problem either with the request or the job itself. If this happens, call Computing Services Production Control at 2016 and tell them your CMS ID, the MVSAPS application (GJJLDJE), and the job that it triggers (also GJJLDJE). They will be able to identify any problems that might have occured.

Outputs

All outputs from the jobs will be returned to your individual CMS reader. This is another reason each user submitting batch JEs must be set up individually to run MVSAPS.

Run Report

Included in the files returned to your reader will be the "JE Load Exception Report" (output form L31TDL). The report shows the disposition of each JE document processed. If a header and subsequent line records are successfully loaded, the message will indicate so and provide the new GJIM Document Number. Otherwise, all records associated with the invalid document will be listed. The first error or reason that the document was rejected will be noted with the record in which the error occurred.

Everything input shall be either output to the error file or loaded into GJIM. The output report will note both cases.

Error File

If errors are found in a header record or its associated line records, none of the data for that document will be loaded into GJIM. Instead, those records will be placed into an output file which will contain all data that could not be processed and returned to your reader. A note will be made on the output report produced by the program indicating the probable cause of the error. This file can be edited to make the necessary corrections and then resubmitted to be loaded.












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