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General Journal Interface Module
Hotz Hall
University of Arkansas, Fayetteville
Introduction
Overview
System
Concepts
Processes:
"How-To"
Online
Functions
-
Summary of
Modifications
-
****** Document
Processing Functions ******
-
ACM - Account Change
Maintenance
-
ACTP - Account Change
TARGET Processing
-
ETM - Expenditure
Transfer Maintenance
-
ETTP - Expenditure
Transfer TARGET Processing
-
FTM - Funds Transfer
Maintenance
-
FTTP - Funds Transfer
TARGET Processing
-
FTTV - Funds Transfer
TARGET View pre-FY98
-
IIM -
Interdepartmental Invoice Maintenance
-
IITP -
Interdepartmental Invoice TARGET Processing
-
JEM - Journal Entry
Maintenance
-
JETP - Journal Entry
TARGET Processing
-
****** List
Functions ******
-
LDAF - List Doc by
Co/Acct, FY, type, appr dt
-
LDCF - List Doc by
CCC, FY, type, approval dt
-
LDD - List Documents
by approval Date
-
LDRF - List
Documents by Reference ID
-
LDS - List Documents
by Status
-
LDSB - List Doc by
Status, BU, Type, FY, Date
-
LDTF - List
Documents by Type and FY
-
LJED - List JE Doc
by explosions rule, FY, date
-
LTTF - List
Transactions by Type, FY, number
Appendix A. General
System Features
Appendix B. General
Help Topics
Appendix C. Batch
Functions
General Journal Interface Module
BASIS Team
Revised: November 2001
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.
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.
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.
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.
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).
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.
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.
|
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.
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.
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).
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.
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 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.
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).
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.)
-
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.
-
Enter a Doc Total (this must sum to the total
amounts entered on the lines).
-
Enter a description for the change in the Desc
field.
-
If appropriate, update the Effective Date field
with the date that is posted to the accounting
records.
-
Enter an identifying number in the Reference ID
field (press PF1 to access a help window showing
acceptable formats).
-
If supporting documentation is to be provided, type Y in
the Doc (Y/N) field.
-
For each line, enter the Co Cost Center #,
Amount, Debit Account number, Category,
Project number, and the
Credit Account number, Category,
and Project number.
-
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."
-
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.
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.
-
Input "ACTP" in the Command field, an
Action of S (submit), the Effective FY, and
the AC Doc Number, then press Enter.
-
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.
-
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.
-
If your document isn't displayed, then change the effective date in banner.
-
Select your documents by placing an "x" before each document listed on the screen. Note:
Please be sure to
only select your documents.
-
Press PF2 to suspend to ACTP.
-
Press PF10 to submit the transaction.
-
Press PF8 to page to the next record or to return to LDSB.
-
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.
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.
-
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.
-
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.
- 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.)
-
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.
-
Once the list is accessed, select the transaction that you are wanting to
transfer by marking with an "X" and pressing enter.
-
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.
- 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.
-
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.
-
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.
-
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.
-
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.
- Press PF9 to document and/or justify the purpose of the transfer.
-
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.
required comments, press PF10 to save them.
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.
-
Input "ETTP" in the Command field, an
Action of S (submit), the Effective FY, and
the ET Doc Number, then press Enter.
-
The To: Category is the only field that can be changed by
the reviewer.
-
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.
-
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.
-
If your document isn't displayed, then change the effective date in banner.
-
Select your documents by placing an "x" before each document listed on the screen. Note:
Please be sure to
only select your documents.
-
Press PF2 to suspend to ETTP.
-
Press PF10 to submit the transaction.
-
Press PF8 to page to the next record or to return to LDSB.
-
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.
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.
-
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.
-
Input a description for the document in the Desc
field.
-
Optionally, input a value in the second Desc field
(e.g., the name of the person whose salary is being
funded).
-
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.
-
If supporting paper documentation is to be provided, type
"Y" in the Doc (Y/N) field.
-
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.
-
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.
-
On the same line, in the Co Cost Center # column,
input the cost center to or from which funds will be
transferred.
-
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.
-
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".
-
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.
-
You can use PF7 and PF8 to move up and down through the
entries.
-
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.
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.
If you are transferring salary to salary, the fringe benefits amounts are calculated
automatically.
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.
-
Input "FTTP" in the Command field, an
Action of S (submit), the Effective FY, and
the FT Doc Number, then press Enter.
-
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.
-
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.
-
If your document isn't displayed, then change the effective date in banner.
-
Select your documents by placing an "x" before each document listed on the screen. Note:
Please be sure to
only select your documents.
-
Press PF2 to suspend to FTTP.
-
Press PF10 to submit the transaction.
-
Press PF8 to page to the next record or to return to LDSB.
-
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.
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.
-
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.
-
Input a description for the invoice in the Desc
field.
-
Optionally, you may also input a second description in
the second Desc-2 field.
-
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).
-
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.)
-
If supporting paper documentation is to be provided, type
"Y" in the Doc (Y/N) field.
-
Enter the Credit--Co Cost Ctr (the company cost
center to which funds should be paid).
-
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.
-
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.
-
Input the Amount to be paid. This amount should
match the total amounts in the list of charges in the
section below.
-
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.
-
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.
-
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.
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.
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.
-
Input "IITP" in the Command field, an
Action of S (submit), the Effective FY, and
the II Doc Number, then press Enter.
-
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.
-
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.
-
If your document isn't displayed, then change the effective date in banner.
-
Select your documents by placing an "x" before each document listed on the screen. Note:
Please be sure to
only select your documents.
-
Press PF2 to suspend to IITP.
-
Press PF10 to submit the transaction.
-
Press PF8 to page to the next record or to return to LDSB.
-
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.
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.
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.
-
Input "JEM" in the Command field, an Action
of A (add), and the Effective FY, then press
Enter.
-
Input a description for the entry in the Desc
field.
-
Input an identifying number in the Reference ID
(use the PF1 on-line help or see "GJIM Reference ID formats" for
acceptable formats).
-
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.
-
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.)
-
If supporting documentation is to be provided, type "Y"
in the Doc (Y/N) field.
-
Input the Journal Entry data type in the Data Type
field. (See the top of these instructions for data type
criteria.)
-
If necessary for a data type 1, enter the D/C
debit or credit code.
-
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.
-
Press PF10 to save the journal entry document.
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.
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.
-
Input "JETP" in the Command field, an
Action of S (submit), the Effective FY, and
the JE Entry Number, then press Enter.
-
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).
-
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.
-
If your document isn't displayed, then change the effective date in banner.
-
Select your documents by placing an "x" before each document listed on the screen. Note:
Please be sure to
only select your documents.
-
Press PF2 to suspend to JETP.
-
Press PF10 to submit the transaction.
-
Press PF8 to page to the next record or to return to LDSB.
-
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.
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.
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:
-
Eight digit departmental category added between the Co
Cost Center Name and the Amount field.
-
PR, a two digit project field, added after the
Amount field.
-
Facility added to allow the updating of the category data
during TARGET by the reviewer desk.
-
DART category search and select help program included.
-
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 Institutional
Category Maintenance file.
-
Upon final approval in TARGET, post the
expenditure transfer entries into the Dynamic Balance and
Accounting Detail files. Re: Dynamic Balance - Post all
entries into the Expenditure Amount field for the
Active-Month-Group. Note: Modifications in
July, 1999 (BASIS general ledger) resulted in nightly batch update to
both the Dynamic Balance and Accounting Detail files.
-
Reduce the number of lines an expenditure can be
transferred to from fifty (50) lines to twenty-five (25)
lines. This was done due to TARGET restrictions
and to increase efficiency of processing since production
data showed 50 lines were not needed as originally
anticipated.
-
Modifications in July, 2001 introduced a materiality thresholds to
transactions. The system does not allow a mix of material and immaterial
transaction amounts on the same ET. The "To" cost centers are
summed by cost center. Each of the "To" cost center sums must
all be either less than $25,000 or greater than or equal to $25,000.
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:
-
Change the screen layout to incorporate the eight digit
departmental Category field.
-
Change the screen layout to incorporate the 2 digit
Pr (project) field.
-
Delete the Permanent (Y/N) field.
-
Delete the position field.
-
Modify program to derive the fund transfer account codes
from the institutional categories which can be identified
by the departmental category. This is coupled with the
four digit company number to derive the last two digits
of the account code which defines the transfer as
interfund (00), intrafund (20), or debt service (10).
Prefixes for fund transfers by institutional category
are: Maintenance (904), Other Compensation, Salaries
Nonclassified and Salaries Classified, Salaries-GA (104),
Wages and Wages - Student (204), and Fringe Benefits and
Fringe Benefits-NA (304).
-
Include the DART category search and select help program
invoked from the PF1 key.
-
Only valid categories for a cost center are allowed as
per the Dynamic Balance file records. The category must
be a Class 5.
-
Add the facility to allow the updating of maintenance
type category data during TARGET reviews. Changes
to the Category are permitted by the reviewer
desk.
-
Remove Budget Office review criterion from the
TARGET review process.
-
Upon final approval in TARGET, post the funds
transfer entries into the Dynamic Balance and Accounting
Detail files. Re: Dynamic Balance - If the last two
digits of the account code are 00 or 10, then post
entries into the Interfund-Transfer- Amount field for the
Active Month Group. If the last two digits of the account
code are 20, then post entries into the
Intrafund-Transfer- Amount field for the Active Month
Group. Note: Modifications in July, 1999
(BASIS general ledger) resulted in nightly batch update to both the
Dynamic Balance and Accounting Detail files.
-
Include program change to limit the fringe benefits
allowed for agriculture federal cost centers and the
input of the excess fringe benefits to be posted to a
0103 companion CCC. Note: Modifications
made in July, 2001 no longer allowed the fringe benefits not allowed on
federal cost centers to be transferred to the 0103 companion company.
-
Need to disable FBRM in GJIM and point the fringe benefit
rate look-up to FBRT in Position System/Budget (PSB).
-
Modifications in July, 2001 introduced a materiality thresholds to
transactions. The system does not allow a mix of material and immaterial
transaction amounts on the same FT. The "From" cost centers
are summed by cost center. Each of the "From" cost center sums
must all be either less than $25,000 or greater than or equal to
$25,000.
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:
-
Eight digit departmental category added between the
Account and the Amount field.
-
PR field added after the Amount field.
-
Facility added to allow updating of the account and the
category data during the TARGET process. Changes
to category are permitted by the reviewer desk.
-
DART category search and select help program invoked from
the PF1 key included.
-
Only valid categories for a cost center are allowed as
per the Dynamic Balance file records. A credit
Account and Category is required at the time
the II document is submitted in the IITP function. An
account and category must be input before the final
approval in TARGET can be accomplished.
-
Disallow the use of any account code beginning with 805
(which designates capital expenditure) in the
Account field.
-
Correct the current program which forces the final
reviewer of the IITP to input a Charge Account code
before the PF9 extended description can be displayed.
-
Change the TARGET approval routing to include the
credit company cost centers in addition to the charged
company cost centers.
-
Upon final approval in TARGET, post the II entries
into the Dynamic Balance and Accounting Detail files. Re:
Dynamic Balance - Post all credit (Class 4 account
numbers) entries into the Revenue Amount field for
the Active-Month-Group. For any entry with a Class 5
account number, post into the Expenditure Amount
field for the Active-Month-Group. Note:
Modifications in July, 1999 (BASIS general ledger) resulted in nightly
batch update to both the Dynamic Balance and Accounting Detail files.
-
Modifications in July, 2001 introduced a materiality thresholds to
transactions. The system does not allow a mix of material and immaterial
transaction amounts on the same II. The "Charge" cost centers
are summed by cost center. Each of the "Charge" cost center
sums must all be either less than $25,000 or greater than or equal to
$25,000.
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:
-
Eight character departmental category added between the
Account code field and the Debit Amt field .
-
Two digit project number Pr field added after the
explosion rule code (ER) field.
-
DART category search and select help program invoked from
the PF1 key included.
-
Only valid categories for a company cost center are
allowed per the Dynamic Balance file
-
Validate that the account number class (the third number)
has the same class as the category (on DCAT)
-
Upon final approval in TARGET the status and time
status stamp define which JEs are pulled during the nightly batch extract to post to the DART Accounting Detail file
and Dynamic Balance file.
-
Modifications in July, 2001 introduced a materiality thresholds to
transactions. All JE transactions are considered material.
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"
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.
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.
-
Action
-
Effective FY
-
AC Doc Number
View
|
{V}
|
Add
|
{A}
|
Update
|
{U}
|
Delete
|
{D}
|
Copy
|
{C}
|
-
Effective Date must fall within the Effective
FY defined in the banner.
-
Doc Total is a required field and must equal to
the sum of all line amounts entered.
-
Effective Date must be open in GJIM Calendar
(CALM).
-
Desc is a required field.
-
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.
-
No negative or zero amounts are allowable in the
Amount field.
-
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).
-
Account codes with the first two digits equal to 10, 20,
30, and 40 are disallowed.
-
Only account codes with accounting transaction type of 5
(expenditures) and 4 (revenues) are allowed.
-
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.
-
If the transaction type of the account code is 4, then
only categories where the category class is equal to 4
are allowed.
-
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.
-
The eight digit account code must be valid for the
company for the Effective Date specified.
-
Co Cost Center # must be valid and have an active
status.
-
Co Cost Center # with function 99 is disallowed
except in the case where the company location number is
xxx3 (e.g. 0103).
-
There must be at least one cost center and it may be
duplicated.
-
The Dept Rep user ID and the BU must be
valid.
-
Doc must be Y or N.
-
The Dept-Acct-Project is an optional field.
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.
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.
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).
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.
|
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"
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.
-
Action
-
Effective FY
-
AC Doc Number
Review
|
{R}
|
Submit
|
{S}
|
View
|
{V}
|
Withdraw
|
{W}
|
-
Effective Date must be open in GJIM Calendar
(CALM) at the time the transaction is submitted.
-
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).
-
AC transactions which are disapproved or made invalid are
given a status R (rejected) and cannot be updated.
-
Co Cost Center # must be valid and have an active
status.
-
The eight digit account code must be valid for the
company for the effective date specified.
-
The category class must be the same as the accounting
transaction type of the account code.
-
Account codes and categories may not be changed while in
TARGET.
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.
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.
|
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"
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.
-
Action
-
Effective FY
-
ET Doc Number
View
|
{V}
|
Add
|
{A}
|
Update
|
{U}
|
Delete
|
{D}
|
-
Effective Date must fall within the Effective
FY defined in the banner.
-
Effective Date must be open in GJIM Calendar
(CALM).
-
The Fr (from) amount must equal the sum of all the
To amounts on the document.
-
No negative or zero amounts are allowable in the
Amount field.
-
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 changes to O (open) after saving.
-
Only transactions with source codes GJ, UP, IO, IC, IR, and EB
are allowed.
- Only transactions with effective dates in the current fiscal year
can be transferred.
-
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
|
-
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.
-
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.
-
The Dept Rep user ID and the BU must be
valid.
-
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.
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.
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.
|
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"
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.
-
Action
-
Effective FY
-
ET Doc Number
1
Review
|
{R}
|
Submit
|
{S}
|
View
|
{V}
|
Withdraw
|
{W}
|
The ETTP function employs the following validations:
-
Effective Date must be open in GJIM Calendar
(CALM) at the time the transaction is submitted.
-
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).
-
ET transactions which are disapproved or made invalid are
given a status R (rejected) and cannot be updated.
-
The To: Category and Pr (project) may be updated
while in TARGET.
-
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
|
-
Co Cost Center # must be valid.
-
The eight digit account code must be valid for the
company for the effective date specified.
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.
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.
|
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".
The FTM (Funds Transfer Maintenance) function provides the
facilities for creating documents which transfer funds
between cost centers.
-
Action
-
Effective FY
-
FT Doc Number
View
|
{V}
|
Add
|
{A}
|
Update
|
{U}
|
Copy
|
{C}
|
Delete
|
{D}
|
-
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.
-
The first Desc (description) field is required.
-
Dept Rep and BU must be valid.
-
Cannot mix interfund transfers with intrafund transfers
on the same FT document.
-
Co Cost Center # must be valid.
-
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.
-
Companies 1002, 1102, and 9900 are disallowed.
-
Companies 0502, 0602, 07, 08, and 09 may not have
categories SalNC, SalClass, SalGA, Wages, WagesStu,
OtherCom.
-
Except for company xxx3, cost centers with function 99
are disallowed.
-
The To and From amounts must balance.
-
There must be at least one From CCC and one
To CCC.
-
The Category must be non-blank and valid for the
cost center entered.
-
Only class 5 categories are allowed.
-
Fringes is an allowable category to be input by the user.
-
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.
-
Funds cannot be moved between restricted and non-restricted companies.
-
For restricted companies, funds can only be moved between cost centers
within the same company.
-
Funds cannot be moved across categories. The To and From
amounts by category must equal.
-
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.
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).
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.
|
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".
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.
-
Action
-
Effective FY
-
FT Doc Number
View
|
{V}
|
Review
|
{R}
|
Submit
|
{S}
|
Withdraw
|
{W}
|
-
Upon submittal, the FT must have a status of O (open).
-
The Effective FY must be still open or the
reviewer must input a review status code of I or H.
-
The cost centers must be valid.
-
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.
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.
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.
|
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"
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.
-
Action
-
Effective FY
-
FT Doc Number
-
The Effective FY input in the banner must be prior
to FY 1998.
-
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."
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"
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.
-
Action
-
Effective FY
-
II Doc Number
View
|
{V}
|
Add
|
{A}
|
Update
|
{U}
|
Delete
|
{D}
|
Copy
|
{C}
|
The IIM function employs the following validations:
-
Effective Date must fall within the Effective
FY defined in the banner.
-
Effective Date must be open in GJIM Calendar
(CALM).
-
Desc is a required field.
-
The credit amount must equal the sum of all the charge
amounts on the document.
-
Negative or zero amounts are not allowable in the amount
field.
-
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).
-
Only valid categories for a cost center are allowed as
per the dynamic balance file records.
-
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.
-
The account code must be valid and active.
-
Account categories 10, 20, 30, and 40 are not be allowed.
-
The account code is a required field on the Credit and
Charge lines before the II document can be saved.
-
The charge line account code may be a type 5 or 4.
-
Disallow the use of any account code beginning with 805
(designating capital expenditure).
-
Co Cost Ctr must be valid.
-
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.
-
A Co Cost Ctr with function 99 is disallowed.
-
A Co Cost Ctr ending with project 0001 is
disallowed for 04XX companies.
-
The Credit Co Cost Ctr must be different than the
Charge Co Cost Ctr.
-
There must be at least one Charge Co Cost Ctr
which can be duplicated.
-
The user ID and the BU must be valid.
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."
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
|
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"
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.
-
Action
-
Effective FY
-
II Doc Number
Review
|
{R}
|
Submit
|
{S}
|
View
|
{V}
|
Withdraw
|
{W}
|
The IITP function employs the following validations:
-
Effective Date must be open in GJIM Calendar
(CALM) at the time the transaction is submitted.
-
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.
-
II transactions which are disapproved or made invalid are
given a status R (rejected) and cannot be updated.
-
The account code, category, and project code may be
updated while in TARGET.
-
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.
-
The Credit and Charge line category must be submitted
with a non-blank value.
-
Co Cost Ctr must be valid.
-
The account code must be valid and active.
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.
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.
|
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"
The JEM (Journal Entry Maintenance) function allows the user
to create journal entries.
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.
-
Action
-
Effective FY
-
JE Doc Number
View
|
{V}
|
Add
|
{A}
|
Update
|
{U}
|
Delete
|
{D}
|
-
There are no restrictions regarding what company,
account, or cost center may be specified, and up 98 lines
are allowed per JE.
-
Account code must be valid and active on the account code
file.
-
The category must exist for the cost center on the
dynamic balance file for class 4 and 5 categories.
-
The category must be valid on the departmental category
file file for class 1, 2, and 3 categories.
-
The category class must be the same as the account code
type using the following rules:
-
Account codes with transaction type 1, then category
class must be 1.
-
Account codes with transaction type 2, then category
class must be 2.
-
Account codes with transaction type 3, then category
class must be 3.
-
Account codes with transaction type 4, then category
class must be 4.
-
Account codes with transaction type 5, then category
class must be 5.
-
Account codes with transaction type 6, then category
class must be 4.
-
Account codes with transaction type 7, then category
class must be 5.
-
Account codes with transaction type 8, then category
class must be 5.
-
Account codes with transaction type 9, then category
class must be 5.
-
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.
-
The explosion rule specified on the JE must exist on the
Explosion Rule file.
-
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!
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.
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.
|
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".
The JETP (Journal Entry TARGET Processing) function
allows the user to summit journal entries into TARGET
for approval.
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.
-
Action
-
Effective FY
-
JE Doc Number
View
|
{V}
|
Submit
|
{S}
|
Withdraw
|
{W}
|
Review
|
{R}
|
JETP uses the TARGET criterion type GJJE.
-
The JE must be a balanced entry before it can be
submitted into TARGET.
-
The JE must have an Open status to submit on JETP.
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.
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.
|
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".
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.
-
Effective FY
-
Doc Type
-
Company
-
Acct
-
Date Approved
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.
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".
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.
-
Effective FY
-
Doc Type
-
Co Cost Center
-
Date Approved
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.
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".
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.
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.
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".
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).
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.
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".
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.
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.
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".
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.
-
Effective FY
-
Doc Type
-
Doc Status
4
-
BU
-
Effective Date
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.
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".
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.
-
Effective FY
-
Doc Type
-
List Doc #
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.
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".
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.
-
Effective FY
-
Doc Type
-
Explosion Rule Cd
-
Date Effective
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.
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".
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
-
Doc Type
-
Effective FY
-
Doc No
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
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:
-
A common user interface for Natural applications
-
Central facilities for displaying menus and processing
commands
-
Security features needed by most applications
-
Maintenance facilities that allow individuals responsible
for an application the ability to administer the security
for their system directly and independently
Additional information on the NSM architecture can be
obtained online by requesting help (pressing PF1) from
any Menu screen.
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:
-
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.
-
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.
-
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.
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.
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.
|
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
The following sections describe the GJIM TARGET
rules
-
"Purpose"
-
"TARGET routing"
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.
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.
|
-
Funds transfers require the approval of the cost center manager.
-
CBCC - Review Group: Various reviewers based upon
cost center
-
Due to the nature of being able to ensure that an account
number is correctly assigned on the transaction before it
is extracted to General Ledger the review for
Interdepartmental Invoices requires the approval of the
Controller in addition to the cost center managers.
-
CBCC - Review Group: Various reviewers based upon cost center
-
CONT - Review Group: Controller
-
Expenditure transfers are reviewed and approved by cost
center managers.
-
CBCC - Review Group: Various reviewers based upon cost center
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:
-
The functionality of searching and selecting (pulling)
the category into the data field
-
List of institutional categories by classification (e.g.,
assets, liabilities, fund balance, revenues-estimated
revenues, or expenditures-budget-fund transfer)
-
List of departmental categories pre-defined for a
departmental cost center:
-
All categories in alphabetical order.
-
In sequence code order for an entered class and
institutional category.
-
Help function can identify the departmental accounting
center (DAC) without requiring the user to rekey the cost
center number into the search facility
-
The category help routine will perform a conversion. In
any place that the DAC/category help is used, and when
the cost center entered is an Agriculture center (company
0XX3), then the category help will determine the
appropriate DAC to provide the list of valid categories.
For instance, if the cost center 0103-12345-24-1058 is
entered on a requisition line, and the user requests help
(PF1) on the category field, then the help will look for
the DAC 0103-12345-24-0100 on the file and display the
categories available for that DAC.
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.
|
Figure 3 illustrates how the user may search for a
departmental category for a cost center in the following
ways:
-
Show all categories in alphabetical order.
-
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.
|
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.
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.
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.
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.
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:
-
The type of computer system you are running (PC/Mac)
-
Your operating system (Mac, Windows 3.x, Windows 95,
Unix, OS/2, etc.)
-
Your type of connection (On-campus Networked or PPP
dial-up, dial-up through Voyager, etc.)
-
The 3270 software product and version you are running
(tn3270, OnNet 2.1, ProComm Plus, Kermit, PCTCP 2.3,
NCSA, Red Ryder, etc.)
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).
|
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)
|
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)
|
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:
-
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.
-
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.
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:
-
DART general ledger.
-
User Guidelines for Loading Batch JE Documents
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".
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
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:
-
Dept-Acct-Center-No is derived from the Co-Center-No
-
Dept-Acct-Category-Class is derived from the class of the
category on the DCAT file
-
Institutional-Category is derived from the institutional
category of the category on the DCAT file
-
Acct-Txn-Type is derived from Account Code file
-
Date-Acct-Effective-YYMM is derived from the
Date-Acct-Effective
-
Date-Effective-Alternate is blank
-
Acct-Txn-Source-Cd is GJ
-
Acct-Txn-Follow-Up-Cd is blank
-
Comment is blank
-
Audit-Log-Group is system assigned
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:
-
Dept-Acct-Center-No, derived from Co-Center-No using
existing code
-
Dept-Acct-Category, Dept-Acct-Category
-
Dept-Acct-Category-UC, Dept-Acct-Category
-
Dept-Acct-Category-Class, derived from the class
identified with the category on the Category Table
-
Institutional-Category, derived from Category Table
-
Dept-Acct-Category-Seq-CD, derived from the existing seq
code defined for the DAC-Category combination found on
the Dynamic Balance file
-
Dynamic-Balance-Base-Month, value as already defined on
the file
-
Determining what DB bucket to post the amount to is based
upon the account code on the record line as follows for
AC, ET, II, and JE document types:
-
Expenditure-Amt, account code with transaction type 5
entries:
AC - DR amount
|
positive
|
AC - CR amount
|
negative
|
ET - From line
|
negative
|
ET - To line
|
positive
|
II - Credit amount
|
negative
|
II - Charge amount
|
positive
|
JE - CR amount
|
negative
|
JE - DR amount
|
positive
|
-
Revenue-Amt, account code with transaction type 4
entries:
AC - DR amount
|
negative
|
AC - CR amount
|
positive
|
II - Credit amount
|
positive
|
JE - CR amount
|
positive
|
JE - DR amount
|
negative
|
-
Interfund-Transfer, account code with transaction
type 8 entries:
FT - From amount
|
negative
|
FT - To amount
|
positive
|
JE - DR amount
|
negative
|
JE - CR amount
|
positive
|
-
Intrafund-Transfer, account code with transaction
type 9 entries:
FT - From amount
|
negative
|
FT - To amount
|
positive
|
JE - DR amount
|
negative
|
JE - CR amount
|
positive
|
-
Budget-Amt, account code with transaction type 7
entries:
JE - DR amount
|
negative
|
JE - CR amount
|
positive
|
-
Estimated-Revenue, account code with transaction type
6 entries:
JE - DR amount
|
positive
|
JE - CR amount
|
negative
|
-
Audit-Log-Group, program assigned.
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.
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.
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.
|
The system will assign or calculate and apply the following
elements to the record before it is stored in the GJIM
database.
-
All documents will have a Journal Document Type "JE"
-
The Journal Document Number will be assigned to the
document by the system. The number assigned will be noted
in the program's report.
-
Journal Doc Status will be O (open). They will have to be
submitted for approval on-line and any extended text
required for them must also be input on-line.
-
All normal validations are performed on each element as
in the on-line JE function. There are also edits
to ensure that lines total the header total and that Data
Type 2s have at least two lines and are balanced, etc.
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.
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.
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.
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.
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.
Sorry, but your search for documentation yielded
No Results.
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