INTEGRATED FINANCIAL SYSTEM MTI/EZ DOC MANUAL Angeles Unified School District Information Technology Division FOREWORD The Integrated Financial System MTI/EZ Doc Manual provides information

LOS ANGELES UNIFIED SCHOOL DISTRICT

INFORMATION TECHNOLOGY DIVISION

INTEGRATED FINANCIAL SYSTEM MTI/EZ DOC MANUAL

FEBRUARY 2003

LOS ANGELES UNIFIED SCHOOL DISTRICT

BOARD OF EDUCATION

Jose Huizar, President Marguerite Poindexter LaMotte

Marlene Canter Jon Lauritzen

Julie Korenstein Mike Lansing

David Tokofsky

Roy Romer Superintendent of Schools

© 2003 Los Angeles Unified School District

Los Angeles Unified School District Information Technology Division

FOREWORD The Integrated Financial System MTI/EZ Doc Manual provides information and procedures on the use of IFS MTI/EZ Doc by Central Functional Offices. The manual creates a building block of information that Central Office staff can reference while using the system at the office site. The manual is intended for use by Central Functional Office staff utilizing the Integrated Financial System Master Table Inquiry (MTI) and EZ Doc document processing facilities. Information Technology Division

INFORMATION TECHNOLOGY DIVISION IFS MTI/EZ DOC

Table of Contents (04/99) Page ii

INFORMATION TECHNOLOGY DIVISION

IFS MTI/EZ DOC MANUAL

TABLE OF CONTENTS

INTRODUCTION ................................................................................................................................................................1

OVERVIEW ..........................................................................................................................................................................2

LOGON AND LOGOFF PROCEDURES......................................................................................................................3 LOGON FROM A PERSONAL COMPUTER (PC) ............................................................................................................3 LOGON FROM THE IBM TERMINAL..............................................................................................................................5 LOGOFF THE IFS SYSTEM ...............................................................................................................................................5

ENTERING THE INTEGRATED FINANCIAL SYSTEM ......................................................................................6

TABLES OVERVIEW ........................................................................................................................................................7

USER-MAINTAINED TABLES.......................................................................................................................................9

SYSTEM-MAINTAINED TABLES ..............................................................................................................................11

TABLE STRUCTURE ......................................................................................................................................................12

ACCESSING TABLES .....................................................................................................................................................13 TABLE MENUS.................................................................................................................................................................13

MTI ACTION CODES......................................................................................................................................................14 ACTIONS FOR DISPLAYING TABLE ENTRIES...........................................................................................................15 ACTIONS FOR MODIFYING TABLE ENTRIES............................................................................................................15 LEAFING ACTIONS .........................................................................................................................................................16 MTI DEFAULT ACTIONS................................................................................................................................................16

DOCUMENTS OVERVIEW...........................................................................................................................................17 REFERENCE LIST OF DOCUMENT TRANSACTIONS................................................................................................17 DOCUMENT REFERENCING AND PROCESSING CHAINS..........................................................................................23

DOCUMENT SUSPENSE FILE (SUSF) ......................................................................................................................24 SUSF SCREEN AREAS.....................................................................................................................................................25 SUSF SELECTION AND DETAIL LINE AREA FIELD DESCRIPTIONS.....................................................................26

EZ DOC SCREENS ...........................................................................................................................................................28 EZ DOC SCREEN AREAS DETAILED............................................................................................................................29

FUNCTION COMMANDS FOR SUSF AND EZ DOC............................................................................................30 EZ DOC AND SUSF DOCUMENT FUNCTION COMMANDS .....................................................................................31 EZ DOC COMMANDS FOR BATCHED DOCUMENTS ONLY....................................................................................32

USING SUSF AND EZ DOC TO PROCESS DOCUMENTS .................................................................................33 CREATING A NEW BATCH OR DOCUMENT ..............................................................................................................33 COMPLETING THE FIRST EZ DOC SCREEN ...............................................................................................................34 CONTINUATION SCREENS............................................................................................................................................35


Table of Contents (04/99) Page iii

SAVE AND DISCARD COMMANDS..............................................................................................................................36 PROCESSING BATCHES AND DOCUMENTS..............................................................................................................36 READ-ONLY MODE.........................................................................................................................................................37 MODIFYING AND BATCHING DOCUMENTS .............................................................................................................37 ERROR MESSAGE EXPLANATION TABLE (EMEX) ..................................................................................................39

DOCUMENT SUSPENSE FILE (SUSF) FUNCTION COMMANDS ..................................................................40 MULTIPLE DOCUMENT PROCESSING COMMANDS................................................................................................42

EZ DOC FUNCTION COMMANDS.............................................................................................................................43 DOCUMENT FUNCTION KEYS......................................................................................................................................51

APPENDIXES .....................................................................................................................................................................52 CREATING A PASSWORD..............................................................................................................................................53

CREATE A NEW/REACTIVATED PASSWORD.....................................................................................................53 LOGON PROCEDURES AFTER A PASSWORD HAS BEEN CREATED .........................................................54 CHANGE AN EXPIRED PASSWORD .....................................................................................................................55 CHANGE AN EXISTING PASSWORD ....................................................................................................................55 INVALID SIGN-ON ATTEMPT.................................................................................................................................56

KEYBOARD KEY FUNCTIONS ......................................................................................................................................57 KEYBOARD CONVERSION......................................................................................................................................57 KEYBOARD REVIEW ................................................................................................................................................56

IFS TABLE GUIDE............................................................................................................................................................57 GLOSSARY .......................................................................................................................................................................66


Introduction (04/99) Page 1

INTRODUCTION The Integrated Financial System (IFS) is a complete financial management system specifically designed to support functions performed by the District’s schools and offices. IFS provides an online query of budget and financial information, the creation and processing of requisitions and purchase orders, as well as transactions that support the standard accounting functions of Accounts Payable, Accounts Receivable and General Ledger, and tracking of financial transactions for long-term referencing. The Integrated Financial System was established to accomplish the following goals:

• Integrate the computer systems used in the District.

• Automate accounting controls.

• Provide management reports in a more expeditious manner.

• Collect and report financial data by organization.

• Provide remote access by authorized users for the purpose of entering, updating, retrieving, or viewing current financial information.

• Eliminate duplicate systems and repetitive data entry by having a single transaction capture all

of the data and automatically post the data to the appropriate accounts.

• Provide a front-end validation of data entered into IFS to ensure detection and correction of errors prior to processing data.

IFS offers the following features:

♦ Master Table Inquiry (MTI) - Files and tables that have been updated are available for access through viewing (inquiries) online.

♦ Document Processing (EZ Doc) - As a result of a processed document, automatic file updates

and reversing accounting entries are posted to the appropriate ledgers.

♦ Security and Approval - The security level in IFS dictates what a user can perform online. An employee may be authorized to input transactions and update tables while another employee is authorized to update tables, input data and approve transactions. The security level for each employee is assigned based on the various duties performed by that individual.

As the Integrated Financial System continues to develop and change to accommodate the District’s growing needs, the manual will be modified to provide the users with up-to-date information.


Overview (04/99) Page 2

OVERVIEW The IFS MTI/EZ Doc manual provides procedures for the authorized user in the following areas: • Logon and logoff procedures. • Access various user-maintained and system-maintained tables. • Navigate through the master tables using MTI action codes. • Create, process and scan documents through the Suspense File and EZ Doc facility by using

function commands. • Modify documents for on-line and off-line processing. • Create new passwords/reactivate password and change password procedure.


Overview (03/99) Page 3

LOGON AND LOGOFF PROCEDURES

LOGON FROM A PERSONAL COMPUTER (PC) Upon turning on the computer, Windows 95 is automatically launched. There are two options to access IFS from the Windows 95 desktop.

• Option #1

1. Locate the LAUSD Applications folder on the desktop: 2. Double click on the LAUSD Applications folder. The screen

below will appear, displaying all District applications. Double click the left mouse button on the IFS Icon to start the IFS application.

IFS MTI/EZ DOC INFORMATION TECHNOLOGY DIVISION

Page 4 IFS MTE/EZ Doc Manual (04/99)

Option #2

The user can enter IFS through the Start button located in the left-hand corner of the desktop on the taskbar.

1. Click on the Start button. Highlight the LAUSD Applications folder, then move the cursor to the menu on the right.

2. Slide the cursor down to highlight the IFS application, then click the left mouse button once to start the IFS application.

After using either option, the following screen will display. Signon for CICS/ESA Release 4.1.0 APPLID A07CICS3 WELCOME TO CICS/MVS Type your userid and password, then press ENTER: Userid . . . . Groupid . . . Password . . . Language . . . New Password . . . DFHCE3520 Please type your userid. F3=Exit

2. Type the “User ID” at the Userid field. Press the Tab key to advance to the Password field.

3. Type the “Password” (six to eight characters). The password will not display on the screen. See “Appendixes” for detailed instructions on how to create/change a password.

4. Press Enter/Right Ctrl. The message “Sign-on is complete” appears.

5. Type E1FE and press Enter/Right Ctrl. The IFS Startup Screen will display.

INFORMATION TECHNOLOGY DIVISION IFS MTI/EZ DOC LOGON FROM THE IBM TERMINAL Turn the terminal on. The screen below should appear.

ENTER APPLICATION REQUEST ACF/VTAM VER4 REL2 LL AAAAAAA UU UU SSSSSSSSS DDDDDDDD /------\ LL AA AA UU UU SS DD DD /LOS\----\ LL AA AA UU UU SS DD DD /ANGELES---\ LL AA AA UU UU SSSSSSSS DD DD / UNIFIED----\ LL AAAAAAAAAAA UU UU SS DD DD |SCHOOL | LL AA AA UU UU SS DD DD | DISTRICT | LLLLLLLLLLL AA AA UUUUUUU SSSSSSSSS DDDDDDDD | | | IIIIIII CCCCCCCC BBBBBBBBB // IIIIIII TTTTTTTTTTT DDDDDDDD III CC BB BB // III TTT DD DD III CC BB BB // III TTT DD DD III CC BBBBBBBB // III TTT DD DD III CC BB BB // III TTT DD DD III CC BB BB // III TTT DD DD IIIIIII CCCCCCCC BBBBBBBBB // IIIIIII TTT DDDDDDDD Pifs

1. At the bottom of the screen, type PIFS and press Enter/Right Ctrl.

2. “CICS/ESA” will display on the screen. Press Clear to clear the screen.

3. Type CSSN. Press Enter/Right Ctrl. See Step 3 on the previous page for the next

instructions. LOGOFF THE IFS SYSTEM

1. If you are logging off from:

a) any table in MTI, type E in the Action field. Press Enter/Right Ctrl. b) an EZ Doc transaction, type E in the Function field. Press Enter/Right Ctrl. c) the IFS Startup screen, type X in the Command field. Press Enter/Right Ctrl. d) the Signon for CICS/ESA screen, press F3 to clear the screen.

2. Type CSSF LOGOFF to exit IFS. Press Enter/Right Ctrl.

Note: To close the PC application, click on File on the Menu bar. When the drop down

menu appears, click on Exit All. Do not click on the “X” to close the application.

Logon and Logoff Procedures (04/99) Page 5


ENTERING THE INTEGRATED FINANCIAL SYSTEM After logging on, the IFS Startup Screen will be displayed. Your user ID will automatically be loaded into the User ID field.

////////\ //////////\ //////////\ \\///\\\/ ///\\\\\\\\/ ///\\\\\\\\/ /// / /// / /// / /// / /// / /// / /// / /////////\ //////////\ /// / ///\\\\\\\/ \\\\\\/// / /// / /// / /// / /// / /// / /// / ////////\ /// / ////////// / \______\/ \_\/ \________\/ (RG) LOS ANGELES UNIFIED SCHOOL DISTRICT I N T E G R A T E D F I N A N C I A L S Y S T E M 1. MTI X. EXIT COMMAND: USERID: XXX1234

The Master Table Inquiry (MTI) is the entry to the Integrated Financial System (IFS), where tables and transactions pertaining to EZ Doc can be accessed. To enter MTI, type 1 in the Command field and press Enter/Right Ctrl. The General Messages (GMSS) screen appears. This screen contains messages that pertain to all IFS users; such as, scheduled downtime, new procedures, and other useful information.

ACTION: R SCREEN: GMSS USERID: 03/03/99 09:00:00 AM GENERAL MESSAGES ( TO ACCESS SCHOOL MENUS: ACTION = N SCREEN = BF00 ) DATE: 03 / ** / 99 SCREEN NO: 01 _____________________________________________________________________________ FOR ASSISTANCE PLEASE CALL THE TECHNOLOGY HELPDESK AT (213) 633-8110 FOR DIRECT ACCESS TO AN IFS TRAINER CALL (213) 625-4037. IFS ON-LINE HOURS: M-F 6:00 AM-6:00 PM-SAT.& HOLIDAYS ON WRITTEN REQUEST

Page 6 Entering the Integrated Financial System (04/99)


Tables Overview (04/99) Page 7

TABLES OVERVIEW Master tables contain centralized information specific to the District; for example, the chart of accounts, system accounting/control options, and selected open item and budgetary data. The contents of all master tables may be viewed, but the security profile of the user determines what data they are permitted to view. Two types of master tables exist in IFS: user-maintained tables and system-maintained tables. User-maintained tables are referenced but never changed by the system. System-maintained tables, however, are updated automatically by IFS as a result of processing documents. These tables contain data such as account balances and open items (e.g., open purchase orders, stock requisitions and payment vouchers). They are not modified directly by users. Master tables provide IFS with a central source of information used during processing and reporting. IFS uses master tables in the following ways: Validation during processing. IFS compares all transaction codes against master tables. Any

code used must be listed in the master table that defines that code, e.g., all valid fund codes must be in the Fund Table. If a code is not listed in the appropriate table, IFS rejects the transaction and generates an error message stating that the code is invalid; for example, INVALID FUND CODE.

Inferring default codes during processing. IFS uses master tables to obtain information not

entered on the document but needed for processing. For example, the Organization code defaults for its associated Area code if Organization is not entered on the document.

Processing options and controls. During processing, certain points exist where IFS has a

choice of two or more ways to handle a transaction. When this occurs, IFS refers to master tables containing the processing options selected by the District. For example, a table specifies whether organization is coded on accounting transactions for a given fund/area.

Name inference for reports. IFS uses master tables to look up names or descriptions for use

on reports. This makes reports easier to read and more meaningful than if they consisted only of a series of codes.

System-maintained data. IFS automatically updates account balances, open items, and other

information in the appropriate tables. The chart on the following page illustrates the integration of various base financial system components listed above.


User-Maintained Tables (04/99) Page 9

USER-MAINTAINED TABLES User-maintained tables are available for viewing and are directly updated or altered by specific District Central Offices. These tables are also called Reference Data Maintenance tables because they contain reference information and various controls, which are used when documents are processed in IFS. For example, the Stock Requisition (SR) is a document, which allows a user to order supplies and/or equipment from a District warehouse. When a user enters the required data into the document, the system validates or infers the following information by viewing several of the user-maintained tables.

DATA ENTERED REFERENCE/INFERRED DATA

FIELD TABLE ID TABLE NAME

Area Code AREA Area Table

Organization Code ORGN Organization Table

Fund Code FUND Fund Table

Program Code PROG Program Table

FUNC Function Table

Object Code OBJT Object Table

Stock Item INVN Inventory Table

Warehouse Code WHSE Warehouse Management Table

When attempting to process a document, the user may receive an error message that relates to one of the user-maintained tables. For example, the error message “Invalid Program”, may display following the initial edit of a Stock Requisition (SR). During the edit, the system viewed the Program Table (PROG) for verification of the code used. This message states that the program code used is not valid, e.g., the user entered a program code of 4180 instead of 4170.


Page 10 IFS MTI/EZ Doc Manual (04/99)

USER-MAINTAINED TABLES (CONT.) The following are examples of user-maintained tables:

• The Organization Area Table (ORAR) defines valid organization/area codes by fiscal

year. The ORAR table also gives location information such as the location name, address, telephone number, fax number, delivery zones and other useful location information.

ACTION: R SCREEN: ORAR USERID: XXX1 03/03/99 09:00:00 AM ORGANIZATION AREA TABLE KEY IS FISC YEAR, ORGANIZATION, AREA FISCAL YEAR: 99 ORGANIZATION: 7999 AREA: WDF LOCATION ADDRESS-1: WONDERFUL EL ADDRESS-2: 11123 FIRST ST CITY: ANYTOWN, CA ZIP CODE: 90000 TELEPHONE: 213-555-5555 FAX NUMBER: 213-555-7777 BOARD MEMBER REG: 04 SEN DISTRICT: ASSEMBLY DISTRICT: TYPE: E SUB-TYPE: E STATE ID: 5555555 YEAR ROUND STATUS: TRACKS: E CALENDAR: 00070 NORM STATUS: R URBAN STATUS: COMP ED RANK: PERS AREA CERT: N PERS AREA CLASS: W MAINT/OPER AREA: 04 REGION: ED CHILDCARE IND: CAFETERIA IND: Y NEWMAN SERVED: Y CLUSTER: 03 CAFE MGR: MS. BROWN NON-FOOD ZONE: 03 NON-FOOD STOP: 0003 CAFE MGR PHONE: 213-555-8888 GROCERY ZONE: 03 GROCERY STOP: 0003 PREP SITE IND: N MEAT ZONE: 03 MEAT STOP: 0003 MEAT ROUTE #: 03

• The purpose of the Object (OBJT) Table is to give a listing of valid object of expenditure

codes to be used for budget, purchasing and when authorizing payments for goods and services.

ACTION: R SCREEN: OBJT USERID: XXX1 03/03/99 09:00:00 AM H- OBJECT TABLE KEY IS FISC YEAR, OBJECT FY: 99 E OPR P 1099 OBJT CLS CAT TYP GR OBJECT NAME SHORT NAME L N/O S TYPE ST ---- --- --- --- -- ------------------------------ ------------ - --- - ---- -- 4310 430 43 40 INSTR MATERIAL-GENERAL PURPOSE INSTR MAT-GP N A 7 A 4340 430 43 40 INSTR MATERIAL-ELEMENTARY INSTR MAT-EL N A 7 A 4350 430 43 40 INSTR MATERIAL-SECONDARY INST MAT-SEC N A 7 A 4377 430 43 40 RE INSTR MATERIAL-REIMB OBJT INSTR MTL-RE Y A 7 A 4398 430 43 40 INSTR MATERIAL-ADJUSTMENTS INST MAT-ADJ N A 7 A 4399 430 43 40 RE INST MAT-ADJ-BGT/EXP INST MAT-ADJ Y A 7 A 4503 450 45 40 GENERAL SUPPLIES GEN SUPPLIES N A 7 A 4502 450 45 40 ADVISORY COMMITTEE EXPENSES ADVISORY COM N A 7 A 4503 450 45 40 MAINTENANCE/OPERATIONS-SUPPLIE M/O SUPPLIES N A 7 A 4504 450 45 40 REPROGRAPHIC SERVICES REPRO SVCS N A 7 A 4505 450 45 40 DIST ADMIN SUPPLIES (GROW ACCT DIST ADM SUP N A 7 A 4506 450 45 40 JOB COST ENCUMB-STANDING JOBS JC ENC-STAND N A 7 A 4507 450 45 40 MAINTENANCE/OPERATIONS - FAM M/O - FAM N A 7 A


System-Maintained Tables (04/99) Page 11

SYSTEM-MAINTAINED TABLES The second type of tables used in IFS are system-maintained tables. These tables are available for viewing only and are sometime referred to as Online Inquiry Tables. They are automatically updated as a result of documents processed through the system. For example, during the initial editing of a Stock Requisition (SR), the system checks the user-maintained tables for verification of valid data entered by the user and views the system-maintained tables to check for available funds, and inventory balances of the items ordered. If all edits are successful, the system will complete the final processing for acceptance of the transaction. When the SR is processed (accepted) the corresponding system-maintained tables will be updated immediately. Updated tables may include Expense Budget (EXPB), Appropriation (APPR), Open Stock Requisition Header (OSRH), and Open Stock Requisition Line Table (OSRC). All district reports related to areas such as account balances, inventory balances, and open items (e.g., open stock requisition or open purchase orders) are generated from the system-maintained tables. An example of a system-maintained table is:

• The Open Stock Requisition Header Table (OSRH) contains information from the header portion of the Stock Requisitions (SR) and Over-the-Counter (OC) documents. In addition to information recorded from the header, this table also contains the status of the requested stock items and the calculated number of items ordered.

ACTION: R SCREEN: OSRH USERID: XXX1 03/03/99 09:00:00 AM OPEN STOCK REQUISITION HEADER TABLE KEY IS DOCUMENT ID SR/OC DOCUMENT ID: SR 7999-000300 TRANS DATE: 11 12 98 ACCTG PRD: 05 99 BUDGET FY: 99 WAREHOUSE: S1 SR TOTAL: 155.40 REQUESTING AREA: WDF CLOSED SR TOTAL: 155.40 REQUESTING ORG: 7904 DEL TO ALT ADDR: N REQUESTED BY: OFFICE MANAGER DEL BLDG/ROOM: MAINOFFICE ---- SR STATUS ------- PHONE NUMBER: 213-555-4444 BACKORDERED: N DELIVERY DATE: 11 20 98 RESERVED: N RELEASED: N COMMENTS: PRINT IND: DATE: 11 17 98 TOTAL ITEM LINES: 2 WHOLE ORDER: N CLOSED ITEM LINES: 2 NUMBER OF ISSUES: 1 CLOSED DATE: 11 17 98


Page 12 Table Structure (04/99)

TABLE STRUCTURE In master tables, information is stored in lines, with all related information on one line. Information within a line is divided into fields. Special fields, called Key Fields, identify a line and distinguish lines from each other. A table can have more than one key field, but all the key field values for a line are combined to get a unique identification for that line. Therefore, two lines in a table cannot have identical values in all their key fields. For example, a vendor is uniquely identified in the vendor table by its Vendor code. To retrieve a specific record, the user must know its key; for example, to look up a vendor’s name and address you must know the vendor’s code. All information in a table that is not a key is referred to as result data. The information that is stored as a table can be displayed using a screen. Each IFS screen has its own unique four-character screen/table identification, e.g., VEND. The formatted screen has five parts:

1. Action Line Identifies the action code, four-character screen ID, user ID, date, and time.

2. Table Information Identifies the full name of the table and other information.

3. Key Field(s) Identifies a line and distinguish lines from each other.

4. Field Values Identifies the field’s label (e.g., PHONE).

5. Messages Displays messages from the system.

Screen Parts

ACTION: C SCREEN: VEND USERID: XXX1 03/03/99 09:00:00 AM VENDOR TABLE KEY IS VENDOR CODE VENDOR: LAUSD MISC VENDOR IND: N --- ALTERNATE-NAME/ADDRESS --- NAME: LOS ANGELES UNIFIED SCHOOL DIS ADDRESS: P O BOX 54306 LOS ANGELES CA 90054 ADR/CMNT: PHONE: 213-633-7932 LAST ACTION DATE: 990302 DEALER: N CONTACT: MANUFACTURER: N FEDERAL ID NUMBER: 95-6001908 VENDOR TYPE: JOBBER: N TEXT IND: RETAILER: N COMMENT: A/A : GLOBAL: N ACCOUNT: START-MO: INDIVIDUAL: N DISCNT: START-YR: PARTNERSHIP: N A/R CONT: END-MO : INCORPORATED: N 1099: N END-YR : GENDER: FID TYPE: NAME CONTROL: PREFERENCE: HOLD: Y PREVENT DELETION: Y SMALL: N PAY DAY: IN-STATE: N CALENDAR YTD AMT: 0.00 PRIOR CAL YR AMT: 0.00 FY YTD AMT: 0.00 PRIOR FY AMT: 0.00 TAX CODE: 01-*L031 ALL LINES CHANGED

5. Messages

4. Field Values

1. Action Line

2. Table Information

3. Key Field(s)


Accessing Tables (04/99) Page 13

ACCESSING TABLES The first line of an IFS screen is the Action Line. The Action Line consists of four fields. The first field is the Action field. MTI action commands are entered in this field. The second field is the Screen field. This field displays the current screen ID. The final two fields are under the label USERID. These two fields identify the user to MTI and only the first four-character field is displayed. The user ID is tied to a security profile that restricts access to certain tables and table data. The user can access a table by entering the proper MTI retrieval action code (e.g. N) in the Action field and the desired table/screen four-character identification in the Screen field. It is necessary for the user to know the specific four-character screen/table ID code of the table to be accessed. Therefore, it may take some time to become familiar with the table IDs. MTI Action Codes are listed on the following pages. The following are instructions on how to access a table after logging on IFS: • The user is at the IFS Startup screen and the cursor is in the Command field. To access the table

area, the Master Table Inquiry (MTI), type 1 and press Enter/Right Ctrl.

• The General Messages screen (GMSS) is displayed. Messages relevant to all or some users of the system are displayed. If the Action field displays an R (refill), press Enter/Right Ctrl to display any additional messages.

• To directly access another screen, type N in the Action field and the requested ”table ID” in the Screen field (e.g., ORGN), and press Enter/Right Ctrl.

• To exit a table and return to the IFS Startup screen, type E in the Action field and press Enter/Right Ctrl.

TABLE MENUS The user can also access tables via menus. There are two different types of menus currently available in IFS: the MTI Main Menu Screen (MAIN) and the Menu-Driven Screens (BF00). Both menus can be accessed from any table by entering N in the Action field and MAIN or BF00 in the Screen field. Menus help the user follow a logical path to master table inquiry. However, once you become familiar with IFS, it is more efficient to use the MTI action codes, which are listed on the following page and the four-character table ID codes. Detail instructions on how to use the Menu-Driven Screens (BF00) can be found in the IFS Manual for Schools.


MTI Action Codes (04/99) Page 14

MTI ACTION CODES MTI Action Codes are used to perform a certain task on a specific screen. The following actions are valid when using Master Table Inquiry:

CODE ACTION DESCRIPTION

A Add Add all entries displayed on the screen to associated table.

B Back Leafs back to previous table.

C Change Changes non-key fields in all table entries on the screen to the values currently displayed.

D Delete Deletes all displayed records on the screen.

E Exit Ends MTI session.

F Forward Leafs forward to next table (opposite of B action).

G Get Get record(s) based on the full key.

H Help Leafs to the specified help screen.

L Leaf Leafs to a specified screen and scan for records based on the data displayed for the current screen

M More Retrieves any additional messages on the screen.

N Next/New

Go to screen specified in the screen field and clear the screen.

R Refill Refills the screen with more records.

S Scan Scans table starting with entered values.

T Top Scans table from the top.

X Partial Clear Clears the current screen except for fields to be carried forward when leafing to other screens.

Z Zoom Exits a screen and leafs to a specified screen while keeping your place in the original screen. An action of E will return you to the screen you zoomed from.

< Previous Screen

Scans previous screens in the screen stack – up to 4 screens.

> Next Screen

Scans the next screen in the screen stack that was saved for this action.



ACTIONS FOR DISPLAYING TABLE ENTRIES There are six MTI actions that can be used to display entries. They are Get (G), Scan (S), Scan from top of table (T), Refill (R), and Previous Screen or Next Screen (<, >).

G – Get Enter G in the Action field, enter the exact key data necessary to access a record and press Enter/Right Ctrl. Retrieve a specific record. The record will display on the first line of the screen. If the Get action is used with a blank screen, no other records will display. An error message occurs if exact key data is not entered and the record will not display.

S – Scan Enter S in the Action field, enter partial or full key data and press Enter/ Right Ctrl. When full key data is not used, the requested record may not display but user will be near the record. R for refill is displayed in the Action field. Press Enter/Right Ctrl to continue scanning the next records.

T – Top Enter T in the Action field and press Enter/Right Ctrl. Scans the records in the table from the top (beginning) of the table.

R – Refill Enter R in the Action field and press Enter/Right Ctrl. Continues to scan by filling the screen with the next record(s) on the table.

< – Previous Screen

Enter < in the Action field and press Enter/Right Ctrl. Scans the records on the previous screen of the current table (previous screen(s) must have already been scanned). It will scan up to four previous screens.

> – Next Screen

Enter > in the Action field and press Enter/Right Ctrl. Scans the next record(s) on the screen of the current table (the next record must have already been scanned).

ACTIONS FOR MODIFYING TABLE ENTRIES The Add, Change, and Delete actions are used to modify table entries.

A – Add Allows adding records to user-maintained tables. Retrieve specific table,

type A in the Action field, and enter data in all key fields. When all entries have been made, press Enter/Right Ctrl. The message, “All Lines Added” indicates record has been successfully added to tables.

C – Change Allows changing of information in user-maintained tables. Retrieve specific record, enter C in the Action field, make all changes, and press Enter/Right Ctrl. The message, “All Lines Changed” indicates record has been successfully changed.

D – Delete Allows deletion of information in user-maintained tables. Retrieve specific record, enter D in the Action field, and press Enter/Right Ctrl. The message, “All Lines Deleted” indicates all entries displayed on the screen have been deleted from the current tables.


MTI Action Codes (04/99) Page 16

LEAFING ACTIONS The leafing function enables users to move from one screen to another screen that contains some of the same table entry variables. This makes it easier to view related data across multiple screens. Leafing can be used to add, change, and scan data on more than one screen at a time. The Leafing Actions include Leaf (L), Back (B), and Zoom (Z). The Leaf action (L) is more powerful than the Next (N) action for the following reasons. • The Leaf action causes MTI to perform a Scan on the new screen automatically. • When the Leaf action is used, data with which to begin the Scan can be specified. MTI will carry

the data with which to begin the Scan forward to the new table.

L – Leaf Enter L in the Action field and the 4-character table identification in the Screen field. Press Enter/Right Ctrl. Leave one table and go to a related table and directly access the related record. The key data is brought forward automatically with the leaf action and the user does not need to enter key data on the second table. To return to the previous table, type B in the Action field and press Enter/Right Ctrl.

MTI DEFAULT ACTIONS As the user enters actions and process entries, MTI automatically fills in the Action field with the most logical action that would follow that action. The following actions are automatically displayed by MTI:

After This Action: MTI Will Display:

A – Add A C – Change C D – Delete D G – Get G L – Leaf R N – Next Table S R – Refill R (S if end of table is reached) S – Scan R (S if end of table is reached)

None of these actions are actually executed until the Enter/Right Ctrl key is pressed. This is particularly important to remember when using any action that modifies tables (e.g. the Add, Change, and Delete actions). Data can be checked and any obvious errors corrected at any position before the Enter/Right Ctrl key is pressed. The user can even cancel the entire action by simply pressing the Pause/Clear key. When the Pause/Clear key is pressed, the system will cancel the current action, clear the screen, and prompt the user for a new action. The displayed action can also be canceled by entering a different action before pressing the Enter/Right Ctrl key.


Reference List of Document Transactions (04/99) Page 17

DOCUMENTS OVERVIEW Transaction data is organized into documents. A document is a unit of information that is usually composed of a header and lines that are processed together. A two-character transaction code in the document header identifies the type of data. When a document is processed, it is tested for accuracy and completeness, and also checked for conformance to various requirements and systems options. The following is a reference list of documents used by the District in IFS. The list is in order by the following functional areas: Purchasing, Inventory, Budget, Job Cost, Payables, General Accounting, Grants, Project Management and Revenues. REFERENCE LIST OF DOCUMENT TRANSACTIONS

CODE DOCUMENT DESCRIPTION

PC Centralized

Purchase Order Records encumbrances and establishes purchase orders for goods and services from outside vendors. It is created by the Purchasing Branch based on an existing Non-Stock Requisition (RX) entered by any authorized location.

PD Decentralized Purchase Order

Orders goods and services from outside vendors for items that do not involve the Purchasing Branch. Decentralized purchase orders are entered by individual locations instead of Purchasing and are restricted to specific dollar amounts. Reference current district policies and procedures for these restrictions.

PG Price Agreement Writes a purchase order for goods and services purchased under a contract from vendors at a fixed price. Vendor and commodity information must be entered in the Price Agreement Vendor/Commodity Table (PAVC).

RC Receiver Records the receipt of goods and services against the specific commodities ordered.

RO Purchase Order Rollover Closes open purchase orders in the old fiscal year and rolls over the order and its outstanding encumbrance into the new fiscal year.

P

U

R C

H

A

S I

N

G RX Non-Stock Requisition Requests the procurement of goods and services

for items or dollar amounts that do not fall within the guidelines for using the PD.



REFERENCE LIST OF DOCUMENT TRANSACTIONS (CONT.)


CI, CF Confirmation Issue Issues the stock items previously reserved and

released and charges the location for items picked for delivery.

IA Inventory Adjustment Adjusts the on-hand quantities or the unit cost of stock items in inventory.

OC, O1 Over-The-Counter Allows ordering stock items for immediate issuance from a specified District warehouse.

PI Pick and Issue Creates the Pick Ticket Report (Stores Invoice) used to pick items from the warehouse shelves. Schedules previously reserved stock items and releases them from a reserved status. Also creates the corresponding Confirmation Issue (CI).

SR, SF Stock Requisition Requests stock items from a District warehouse for delivery to the specified site on the scheduled zone’s delivery date.

SN Stock Return Allows the user to return previously issued stock items to the inventory of the issuing warehouse.

TI Stock Transfer Issue Stages the transferring of stock items from one warehouse to another warehouse.

I

N

V

E

N

T

O

R

Y TR Stock Transfer Receipt Receives the transferred stock items and posts the

expenditure balances at cost.


A1 Appropriation Establishes an appropriation unit code for a

specific Fund and Area. Updates dollar amount in conjunction with a group of expense budget lines.

EB Expense Budget Establishes the detail accounting line used for spending purposes.

RB Revenue Budget Records and maintains expected revenues.

B

U

D

G

E

T

TB Budget Transfer Transfers funds from one expense budget line to another.





BJ, B1 Bill Job Charge Bills job charges for internal jobs.

CJ Job Cost Cash Receipt Records all monies collected for jobs.

CL Contract Labor Expenditures Posts contracted DBR (Daily Bus Report) charges.

FC Fuel Credit Card Posts gas credit card costs for jobs.

FL Fuel Records fuel costs and other related information.

FM Fuel Markup Records inventory markup on fuel issued.

IJ Job Cost Invoice Bills job charges for external job.

IP Issue Parts Posts inventory costs for automotive parts issued.

JB Job Control Establishes a job number.

JD Job Distribution Defines the Buyer and/or overflow account data.

JE Job Estimate Estimates the potential costs for a job.

JF Standing Job Forecast Encumbrance

Encumbers forecasted amounts for standing jobs.

JH Holding Job Transfer Transfers expenditures from holding to non-holding or from regular school to adult school.

JJ Job-to-Job Transfer Transfers non-labor expenditures from a job to another job.

JL, L1 Job Labor Posts job related expenditures to tables and ledgers.

JM Job Material Transfer Transfers costs of materials used on a job.

JN Special Job Encumbrance Encumbers the estimated amount for special jobs.

JO Job Estimate Encumbrance Rollover

Rolls over outstanding Buyer encumbrance for special jobs to next fiscal year.

J

O

B

C

O

S

T

JT Job Transfer Document Transfers expenditures from a Seller account to a different Seller account within the same job



REFERENCE LIST OF DOCUMENT TRANSACTIONS (CONT.) J O

CODE

DOCUMENT

DESCRIPTION

JZ Job Cost Adjustment Adjusts and moves balances for records that cannot be changed by any other job cost document.

B C O S T

MI Job Indirect Recovery Cost Allocation

Posts indirect recovery costs based on material expenditures.


AC Accrual Expends an estimated dollar amount against an

account at the close of the fiscal year because one of the documents (RC-Receiver, VI-Vendor Invoice) in the processing chain has not been received.

AD Automated Disbursement Records the cash disbursements.

AV Accrual Voucher Authorizes payment to the vendor for goods and/or services previously accrued on the AC document.

CX Check Cancellation Cancels and adjusts warrant amounts and reverses cash and payment voucher entries on corresponding tables.

MW Manual Warrant Records manually written checks and is also used to adjust cash balance sheet accounts.

PV, P1 Payment Voucher Authorizes the expenditure of funds and initiates the automated check writing procedures.

WR Warrant Reconciliation Records the data from the warrants produced by the County. Used to reconcile against the AD and MW documents.

P

A

Y

A

B

L

E

S VI Vendor Invoice Records the vendor’s invoice.





JA Journal Adjustment Voucher Adjusts balances for pre-encumbrances and

encumbrances accounts.

JR Journal Reclassification Records accounting events after an accounting period has been marked as preliminary closed.

G E N E R A L

A C C T G

JV Journal Voucher Records accounting events that are not normally recorded using other IFS documents. They are used for closing accounts, moving money, and adjusting balances.


G R A N T S

GM Grant Master Establishes a grant in the system. This document is used to enter and modify all descriptive and budgetary information about the grant.


P R O J E C T S

PJ Project Management Establishes new projects and allows changing basic information on existing projects. Project accounting is used to plan and control project activity as budget and accounting documents are processed.





CR, C1 Cash Receipt Records all monies collected by the District.

R E V E N U E

IN

Invoice Records earned revenue for which cash is received in the future. Can also record a reduction in expenditures previously made when the District is reimbursed for the expenditure by an outside entity.


Document Referencing and Processing Chains (04/99) Page 23

DOCUMENT REFERENCING AND PROCESSING CHAINS Most IFS documents can reference previously accepted documents to create a chain of related business events. The most common chains of documents are:

Purchasing: Requisition (RX), Centralized Purchase Order (PC), Receiver (RC), Vendor Invoice (VI), Payment Voucher (PV), Auto Disbursement (AD), Warrant Reconciliation (WR)

Inventory: Stock Requisition (SR), Pick and Issue (PI), Confirmation Issue (CI)

Revenue: Invoice (IN), Cash Receipt (CR)

Referencing Documents Possible Referenced Documents

Purchase Order (PC) ⇒ Requisition (RX) Receiver (RC) ⇒ Purchase Order (PC, PD, PG)

Vendor Invoice (VI) ⇒ Purchase Order (PC, PD, PG) or Receiver (RC) Payment Voucher (PV, P1) ⇒ Purchase Order (PC, PD, PG)

Manual Warrant (MW) ⇒ Payment Voucher (PV, P1) or P.O. (PC, PD, PG) Automated Disbursement (AD) ⇒ Payment Voucher (PV, P1)

Warrant Reconciliation (WR) ⇒ Automated Disbursement (AD) or Manual Warrant (MW) Check Cancellation (CX) ⇒ Automated Disbursement (AD) or Manual Warrant (MW)

Cash Receipt (CR, C1) ⇒ Invoice (IN) Pick and Issue (PI) ⇒ Stock Requisition (SR)

Confirmation Issue (CI, CF) ⇒ Stock Requisition (SR) Stock Return (SN) ⇒ Stock Requisition (SR)

Transfer Receipt (TR) ⇒ Transfer Issue (TI)

In addition to explicitly linking documents together in a single processing chain, this document referencing facility serves the following purposes: • Establishes a list of accounting events, which apply to the same business purpose (e.g. RX, PC, RC,

VI, and PV all apply to the same purchasing event). • Ensures that funds are obligated only once for a particular item or service (purchasing or inventory), or

recognized once (revenue). Obligations and revenue recognition are made against budgets at the earliest possible stage in the accounting chain and only change by the net difference of the subsequent document in the chain.

• Reduces error by automatically inferring the accounting data from the prior document. • Ensures that financial records are not cluttered with dangling accounting entries or documents from

early in the chain by automatically reversing the accounting entries posted by the earlier document.


Document Suspense File – SUSF (04/99) Page 24

DOCUMENT SUSPENSE FILE (SUSF) The Document Suspense File (SUSF) is a holding area for all document transactions entered in the system. Documents grouped together are referred to as a batch. SUSF is the starting point to create, scan or process a batch or document. Accepted batches and documents will remain on SUSF for two days before being purged by the system. Rejected or held documents will stay on SUSF until they are either accepted (corrected and processed) or marked for deletion (status of DELET) by the user. The data on the Document Suspense File is displayed on two screens, Document Suspense (SUSF) and Document Suspense Part 2 (SUS2). The SUSF screen is organized into five distinct areas: the Action Line, Extended Action, Selection Line, Detail Line, and Message areas. Screen Areas

ACTION: R SCREEN: SUSF USERID: XXX1 03/05/99 09:00:00 AM FUNCTION: SECID: D O C U M E N T S U S P E N S E S BATCH DOCUMENT PROCESS E ---------------- ---------------------- LAST LAST DATE L TRAN AREA NUMBER TRAN AREA NUMBER STAT APPRV DATE USER (YYMMDD) - ---- ---- ------ ---- ---- ----------- ----- ----- ------ -------- -------- . . . PD WDF SPO00033040 ACCPT 00000 990305 XXX12 . . . PD WDF SPO00033049 SCHED 00000 990305 XXX12 990305 . . . PD WDF SPO00033050 ACCPT 00000 990305 XXX12 . . . PD WDF SPO00033456 HELD 00000 990305 XXX12 . . . PD WDF SPO00033457 DELET 00000 990305 XXX12 PD WDF 12925 . . . SCHED 00000 990305 XXX12 PD WDF 12925 PD WDF SPO00032925 BSCHD 00000 990305 XXX12 PD WDF 13040 . . . ACCPT 00000 990305 XXX12 PD WDF 13040 PD WDF SPO00033040 ACCPT 00000 990305 XXX12 PD WDF 13040 PD WDF SPO00033042 ACCPT 00000 990305 XXX12 PD WDF 13040 PD WDF SPO00033050 ACCPT 00000 990305 XXX12 05-*HS26 DOCUMENT FUTURE DATE UPDATED

ACTION: R SCREEN: SUS2 USERID: XXX1 03/05/99 09:00:00 AM FUNCTION: SECID: D O C U M E N T S U S P E N S E ( P A R T 2 ) S BATCH DOCUMENT E ---------------- ---------------------- ENTRY LAST L TRAN AREA NUMBER TRAN AREA NUMBER STATUS APPRV DATE TERMINAL - ---- ---- ------ ---- ---- ----------- ------ ----- ------ -------- . . . PD WDF SPO00033040 ACCPT 00000 990305 IP0J . . . PD WDF SPO00033049 SCHED 00000 990305 BI29 . . . PD WDF SPO00033050 ACCPT 00000 990305 IO0I . . . PD WDF SPO00033456 HELD 00000 990305 BI29 . . . PD WDF SPO00033457 DELET 00000 990305 BI29 PD WDF 12925 . . . SCHED 00000 990305 IP0T PD WDF 12925 PD WDF SPO00032925 BSCHD 00000 990305 IP0T PD WDF 13040 . . . ACCPT 00000 990305 IP0J PD WDF 13040 PD WDF SPO00033040 ACCPT 00000 990305 IP0J PD WEF 13040 PD WDF SPO00033042 ACCPT 00000 990305 IP0J PD WDF 13040 PD WDF SPO00033050 ACCPT 00000 990305 IP0J

1. Action Line

2. Extended Action

3. Selection Line

4. Detail Line

5. Message



SUSF SCREEN AREAS The five SUSF screen areas displayed on the previous page are described in detail below.

1. Action Line The action line area is used to specify MTI actions to be performed. All MTI actions except A (Add), C (Change), D (Delete), and G (Get) are valid. These actions are excluded because documents are added, modified and processed using the Function field. An MTI action of S (Scan), or R (Refill) must be entered whenever function commands are specified.

2. Extended Action The Function field is used to specify commands for data entry, correction and processing of batches and documents. See Page 40 for the list of valid SUSF function commands.

3. Selection Line The selection line is reserved for user input and is always left blank by the system. This row is used to: • Specify a particular batch or document number. • Specify the starting point for the list of documents

displayed. • Restrict the documents displayed to those with a specific

status. For example, you can enter a status of REJCT in the Selection Line, and the system will display only batches and documents that have a status of REJCT.

4. Detail Line This area is used to display batch and document identification

and status information. Except for the Selection and Process Date, this information is displayed and can be updated only by using SUSF function commands.

5. Message The system may display messages at the bottom of the screen.


Document Suspense File – SUSF (04/99) Page 26

SUSF SELECTION AND DETAIL LINE AREA FIELD DESCRIPTIONS

FIELD DESCRIPTION

SEL Enter an X to select a particular document or batch for processing according to the command in the Function field. Some functions will allow for multiple document processing. See Page 42 for multiple document processing commands.

TRAN The two-character code of the desired document, e.g., PD, JV, RC.

AREA The Area code that represents the responsible school/office area.

NUMBER This field may be manually coded or automatically assigned by the system. Most document numbers will be assigned automatically via the Automatic Document Numbering Table (ADNT). To use automatic document numbering, enter the number symbol (#) or a standard prefix followed by #. Manual document numbers can be entered up to eleven characters and batch numbers up to six characters. The assignment of P.O. prefixes must be pre-approved by the Purchasing Branch.

STATUS The status of the batch or document. The user can enter a specific status in the Selection Line to limit the display to batches and documents with a specific status. The current valid status codes are:

ACCPT – The document/batch has been processed and accepted. The applicable IFS screens have been updated.

BHELD – The document is part of a batch and the batch has been placed on hold. The documents have either not been edited or have been edited and have no errors.

BRJCT – The document has passed all edits and is part of a batch that has been rejected.

BSCHD – The document has passed all edits and is part of a batch that has been scheduled for off-line processing.

DELET – The document/batch has been marked for deletion. HELD – The document/batch has been placed on hold with or without

errors. REJCT – The document/batch has been rejected. SCHED – The document/batch has been scheduled for off-line processing.

APPRV Not used at this time.

LAST DATE The last date the document was edited, updated, etc.

LAST USER The user ID of the last person that updated the document. If the document was processed off-line, this field will indicate OFF-LINE.



SUSF SELECTION AND DETAIL LINE AREA FIELD DESCRIPTIONS (CONT.)

FIELD DESCRIPTION

PROCESS DATE

Enter a future processing date in YYMMDD format along with S in the Action field, and Change in the Function field. The system will not process the document or batch until this date is reached.

ENTRY DATE The date that the document was first entered into IFS.

LAST TERMINAL

The identification number of the last computer/terminal used for the transaction. If the document was processed off-line, this field will indicate OFF-LINE.


EZ Doc Screens (04/99) Page 28

EZ DOC SCREENS

EZ Doc is a document processing facility that performs document entry, correction, and processing. EZ Doc screens have a standard format consisting of up to five distinct areas: the Command, Document Header, Document Line, Message, and Batch Header areas. EZ Doc Screen Areas

FUNCTION: DOCID: SR WDF 99999999999 03/03/99 09:00:00 AM STATUS: BATID: ORG: H- STOCK REQUISITION INPUT FORM TRANS DATE : ACCTG PRD : WAREHOUSE : BUDGET FY : REQUESTING ORG : DEL TO ALT ADDR: ACTION : REQUESTED BY : DOC TOTAL : DEL BLDG/ROOM : SHIP WHOLE: PHONE NUMBER : JOB TYPE : DELIVERY DATE : COMMENTS : REPT JOB COST I LN FUND AREA ORG/SUB PROG OBJ/SUB CAT FUNC NUMBER CAT TOTAL D -- ---- ---- ------- ---- ------- ---- ---- -------- ---- -------------- -

FUNCTION: DOCID: SR WDF 99999999999 03/03/99 09:00:00 AM STATUS: BATID: ORG: 000-000 OF 000 LN STOCK AC REQUESTED I ISS NUM ITEM NUMBER LN QUANTITY D UNIT UNIT PRICE BACKORD QTY --- ------------------ -- ------------ - ---- -------------- ----------- C JOB DESCRIPTION D LOCATION TYPE TOTAL PRICE ------------------------------ - -------------------- ---- -------------- 01- 02- 03-

1. Command

3. Document Line

4. Message

4. Message

4. Message

2. Document Header

5. Batch Header

1. Command

1. Command

FUNCTION: DOCID: SR WDF 99999999999 03/03/99 09:00:00 AM STATUS: BATID: SR WDF 999999 ORG: B- STOCK REQUISITION BATCH FORM BATCH DATE: NUMBER OF DOCUMENTS: NET AMOUNT: ACTUAL BATCH COUNT: ACTUAL BATCH AMOUNT:



EZ DOC SCREEN AREAS DETAILED The following is a list detailing the five EZ Doc screen areas illustrated on the previous page.

1. Command The first two lines of any EZ Doc screen are referred to as the command area. These lines are used for accepting user functions (detailed on the following pages) and displaying status and control information.

2. Document Header The document header lines display information about the document as a whole. A document usually consists of a document header and one or more detail lines. The number of lines on the screen making up the document header, vary from one document screen to another.

3. Document Lines Each input document can contain spaces for the entry of detail lines, or accounting line entries, each of which can occupy one or more physical lines on the screen. The size of the detail line area will vary from one document to another, but in all cases this area is considered by EZ Doc to be a separate area from the document header area.

4. Message After a document has been processed and errors are detected, or after you have pressed Enter/Right Ctrl, the system may display messages on the last available lines of the screen. The user can view the Error Explanation Table (EMEX) to obtain a detailed explanation of the error message(s). For more details on EMEX, see Page 39.

5. Batch Header The batch header is a separate screen, which stores statistics about a specific batch. These statistics sometime may include: batch number, batch date, number of documents currently in the batch and the total amount obligated by those documents.


Function Commands for SUSF and EZ Doc (04/99) Page 30

FUNCTION COMMANDS FOR SUSF AND EZ DOC The following section lists valid function commands for Document Suspense File (SUSF) and EZ Doc. These commands are summarized and detailed in tables with the following headings on the following pages:

• Function Command • Short Command • Function Key (EZ Doc only) • SUSF Only • Multiple Documents/Batches (SUSF only) • Description

The Function Command column lists the actual command recognized by the system. These function commands are entered in the Function field of SUSF and EZ Doc screens. While all of the commands in the first column are valid entries in the Function field, most users will prefer to use the command listed in the Short Command column. The Short Command column lists all of the short, or abbreviated, commands for each function command. The Function Key column for EZ Doc lists the function key assigned to each command. The SUSF Only column lists all of the function commands that are valid only on SUSF. The Multiple Documents/Batches column for SUSF indicates whether you can select multiple documents and/or batches for that specific command. The Description column lists a short definition of what the function command actually does. Short commands and function keys can be assigned to any function command, or combination of function commands. Please refer to the Program Function Definition (PFDF) table for a listing of verification of assigned function keys. EZ Doc commands that affect an entire batch have the same effect as selecting all eligible documents within that batch. Note that a batch must be edited (to insure a balanced batch) before the individual documents within the batch can be scheduled.



EZ DOC AND SUSF DOCUMENT FUNCTION COMMANDS

Function Command Short

Command PF Key

SUSF Only

Multi Docs Definition

[blank]

[blank] SUSF - Selects document or scrolls. EZ Doc - Displays next logical screen.

ACCESS X Displays header screen. BACK < X Displays previous reviewed screen. BOTTOM DOC B, BD F7 Displays the last screen of detail lines. CHANGE X Yes To enter a new processing date. COPY X Creates new document by copying data

from a SUSF document. Use X in SEL. DELETE X Yes Marks document/batch to be deleted. UNDELETE X Yes Marks deleted document to be undeleted. DELETE DOC D, DD F23 Deletes the document displayed. UNDELETE DOC UDD Undeletes the document displayed. DELETE LINE DL F22 Deletes line where cursor is located. DISCARD X F16 Cancels the unprocessed document. DUP LINE CL, NLC F18 Copies one line of the current document. EDIT DOC Q, ED F2 Performs on-line edits. END E F4 Exits out to SUSF. END table id E xxxx Exits out to MTI table specified. ERRORS EL Displays the next screen with errors. FIRST FL Displays the first screen of detail lines. FREE X Yes Release doc/batch held by another user. GET G Displays header of doc/batch specified. HOLD X Yes Places document/batch on hold. HOLD DOC H F12 Places current document on hold. LAST LL Displays the last screen of detail lines. MORE Displays more error messages. NEW N, ID F6

F21 Used to enter new document/batch.

NEW LINE I, IL F20 Creates new lines in current document. NEXT n + n, NLn Displays the next number of line(s). OVERRIDE X Yes Applies the override. UNOVERRIDE X Yes Removes the applied override. OVERRIDE DOC OV, OVD Applies the override to current document. UNOVERRIDE DOC UOVD Removes the override on current document. PAUSE (ZOOM) P, Z F11 Exits to SUSF. PAUSE table id P, Z xxxx Exits to specified MTI table. PREV n - nn F9 Move backward a number of lines. RUN X Edits and updates selected document. RUN DOC W, R, RD F1 Edits and updates current document. SAVE US F5 Saves the current document, status = held. SCHEDULE X Yes Schedules selected document. SCHEDULE DOC O, S, SD F3 Schedules current document. TEXT TX F8 Text Ind = Y, takes you to text table. TOP DOC T, TD, NL0 F10 Displays the current document's header. UP Moves the display up from current screen. VERIFY V Verifies the current document.


EZ Doc Commands for Batched Documents Only (04/99) Page 32

EZ DOC COMMANDS FOR BATCHED DOCUMENTS ONLY

Function Command Short

Command PF Key

SUSF Only

Multi Docs

Definition

BOTTOM BAT

BB

Displays last document header in batch.

DELETE BAT

DB

F24

Deletes the batch displayed.

UNDELETE BAT

UDB

Undeletes the batch displayed.

EDIT BAT

EB

F14

Performs on-line edits.

HOLD BAT

HB+

Places current batch on hold.

NEXT DOC

ND

Displays the next number of documents.

OVERRIDE BAT

OVB

Applies the override to current batch.

UNOVERRIDE BAT

UOVB

Removes the override on current batch.

PREV DOC

<

F19

Move backward a number of documents.

RUN BAT

RB

F13

Edits and updates current batch.

SCHEDULE BAT

SB

F15

Schedules current batch.

TOP BAT

TB

Displays the current batch’s header.


Using SUSF and EZ Doc to Process Documents (04/99) Page 33

USING SUSF AND EZ DOC TO PROCESS DOCUMENTS The following section describes the procedures for processing document data on-line, using both the Document Suspense File (SUSF) screens and EZ Doc screens. It includes the following:

• creating a new batch or document • completing the first screen • continuation screens for EZ Doc • saving and discarding batches and documents • processing batches and documents • using read-only mode • modifying and batching documents.

CREATING A NEW BATCH OR DOCUMENT New batches and documents can be created using the following methods: the NEW function command and the COPY function command. Once new document or new batch header entry has been initiated, the procedures for entering transaction data are the same.

NEW The New command can be used to create both new batches and new documents. This command can be used on both the SUSF and EZ Doc. To use the New command from SUSF, enter S in the Action field, New or N in the Function field and the “Document ID” on the selection line (includes Transaction Code, Area, and Numbering format). Press Enter/Right Ctrl.

ACTION: S SCREEN: SUSF USERID: XXX1 03/03/99 09:00:00 AM FUNCTION: NEW SECID: D O C U M E N T S U S P E N S E S BATCH DOCUMENT PROCESS E ---------------- ---------------------- LAST LAST DATE L TRAN AREA NUMBER TRAN AREA NUMBER STAT APPRV DATE USER (YYMMDD) - ---- ---- ------ ---- ---- ----------- ----- ----- ------ -------- -------- PD WDF SPO#

If a new document is being created, only enter a new Document ID. To use automatic document numbering, you must type # in the Document Number field. EZ Doc will display a blank document header screen for you to begin entering data.

If either a new batch is being created, or a new document within a batch is being created, enter both a Batch ID and a Document ID. After entering both the complete Batch ID and the Document ID, EZ Doc will display a blank batch header for you to begin entering data.



CREATING A NEW BATCH OR DOCUMENT (CONT.)

COPY The Copy command can be used to copy all of the transaction data from a selected document or a shell document to a new document. A shell document is created by a user as a template and remains on SUSF with a HELD status. The Copy command can only be used on SUSF.

Scan and display the Document ID (any status) you wish to copy on SUSF. Enter S in the Action field, Copy in the Function field, the “Document ID” of the new document on the Selection Line, and X in the SEL field on the line of document you want to copy. Press Enter/Right Ctrl.

ACTION: S SCREEN: SUSF USERID: XXX1 03/03/99 09:00:00 AM FUNCTION: copy SECID: D O C U M E N T S U S P E N S E S BATCH DOCUMENT PROCESS E ---------------- ---------------------- LAST LAST DATE L TRAN AREA NUMBER TRAN AREA NUMBER STAT APPRV DATE USER (YYMMDD) - ---- ---- ------ ---- ---- ----------- ----- ----- ------ -------- -------- . . . PD wdf spo# . . . PD WDF SPO00033050 ACCPT 00000 990305 XXX12 x . . . PD WDF SPO00033456 HELD 00000 990305 XXX12 . . . PD WDF SPO00033457 DELET 00000 990305 XXX12

EZ Doc will display the header screen of the newly copied document. All of the document data will be copied, and the Document ID field will be filled with the newly assigned ID. COMPLETING THE FIRST EZ DOC SCREEN Once a document screen is displayed in EZ Doc, you can begin to enter new data. While several documents display both header and line information on the same screen, more documents display the header and line screens separately. On a header screen, regardless of whether all of the lines have been filled, if Enter/Right Ctrl is pressed, EZ Doc will display the next logical screen for the document. If all of the lines on the detail line screen have been filled and Enter/Right Ctrl is pressed, EZ Doc will display a new detail line screen for that document. Other useful commands for navigating batches and documents are:

BACK Displays the screen immediately preceding the current screen. BOTTOM BAT Displays the last document header in the current batch. BOTTOM DOC Displays the last screen of detail lines in the current document. TOP BAT Displays the batch header of the current batch. TOP DOC Displays the document header of the current document.



COMPLETING THE FIRST EZ DOC SCREEN (CONT.) When you have completed entering transaction data on the current screen, you can either enter a function command, or leave the Function field blank and press Enter/Right Ctrl. If a function command is entered, that command will be executed. If the Function field is left blank, then the next logical screen is displayed. EZ Doc stores accepted and corrected documents in a temporary document work area. Each time the Enter/Right Ctrl key is pressed, the document work area is updated. The document work area is also updated when a function is entered that specifically causes this action to be taken, such as the SAVE command. CONTINUATION SCREENS The system recognizes that you are entering data and will display a series of blank data entry screens, or continuation screens, as long as the last line on the current data entry screen contains data, or the Function field displays no commands other than “Blank,” New, or Save. If the current data entry screen is a document header, pressing Enter/Right Ctrl will continue to the next screen. The screen displayed to the user is based on specific transaction type and the following criteria: New Batch When both the Batch ID and the Doc ID were entered during batch creation,

only after Enter/Right Ctrl is pressed will the blank document header for the document be displayed. When only the Batch ID was entered during batch creation, and Enter/Right Ctrl is pressed while the batch header is displayed, the system defaults the “New” command in the Function field. To display the first blank document screen in the batch, enter Doc ID and press Enter/Right Ctrl. The next screen to be displayed will be a blank document header screen.

New Document When the document header resides on a screen without detail lines, pressing Enter/Right Ctrl will save the document header in the document work area. If the Function field is left blank, a blank screen containing detail lines is displayed. When the document header resides on a screen with detail lines, and Enter/Right Ctrl is pressed, the next screen of detail lines is displayed.



SAVE AND DISCARD COMMANDS If you attempt to exit EZ Doc while a new document is displayed, EZ Doc prompts you to use either the Save or Discard command before leaving that document. The Discard function command clears the document work area. All work since the last time the suspense file was updated is lost. If no command has been entered in the Function field causing the document to be written to the suspense file, then this action effectively cancels the document entry. If the document has been previously saved on the Document Suspense Table then it still exists there in its previous state. The Save function command updates the document work area and saves the entire document on the suspense file. SAVE In the Function field type Save (or US) and press Enter/Right Ctrl (or F5). Message:

“Document Held”, will display. DISCARD In the Function field type Discard (or X) and press Enter/Right Ctrl (or F16). Message:

“Document Discarded” will display. NOTE: If the document has previously been edited or saved on the SUSF screen, then Discard

removes the most recent changes only. It must be accessed and deleted to remove it from the SUSF screen.

PROCESSING BATCHES AND DOCUMENTS The SUSF processing function commands include DELETE, UNDELETE, HOLD, OVERRIDE, RUN, and SCHEDULE. On SUSF, all processing commands are executed by typing ‘X’ in the Selection field of one or more batches or documents, typing the processing command to be used in the Function field and pressing Enter/Right Ctrl. The only exception is the RUN command, where only one batch or document can be selected at one time. The EZ Doc processing function commands include DELETE BAT, DELETE DOC, UNDELETE BAT, UNDELETE DOC, HOLD BAT, HOLD DOC, OVERRIDE BAT, OVERRIDE DOC, EDIT BAT, EDIT DOC, RUN BAT, RUN DOC, SCHEDULE BAT and SCHEDULE DOC. On EZ DOC, all processing commands are executed by typing the processing command to be used in the Function field of the current batch or document and pressing Enter/Right Ctrl (or by pressing the applicable Function Key).



READ-ONLY MODE Read-only mode allows the user to view a batch or document but does not allow the user to change information. There are two ways to view a batch or document using read-only mode: scan or access an accepted document, or a document in use. If the user has read-only authority, the system will automatically grant read-only access. If the user attempts to make a change to a document in read-only mode, the system will reject the change and issue an error message. MODIFYING AND BATCHING DOCUMENTS After a transaction is accepted by IFS, you may need to make changes. Changes to accepted documents are referred to as modifications. Modifications vary according to the type of document being modified. Most documents will require the coding of M to modify in the document Action field. For complete information on modifying or canceling (document action = X) a specific type of document, refer to the User’s Guide for that document (e.g., SR, PD, RX, etc.). Listed below are some reasons a user may want to modify a document:

1. Replace the accounting line charged for the items.

2. Add additional commodity lines.

3. Increase or decrease the ordered quantity.

4. Increase or decrease the unit cost.

5. Modify the freight amount.

6. Cancel the accepted transaction. There are two procedures by which modifications are processed: modify the document “with batching,” or modify the document “without batching.” The procedure used is dependent on whether the document to be modified is displayed on the SUSF screen. If the document that the user wishes to modify is still on SUSF, the document can be modified, but it must be “batched.” Type in a unique Batch ID (code, area and number) and the Document ID, and press Enter/Right Ctrl. If the document is not on SUSF, type in the Document ID (code, area and number) and press Enter/Right Ctrl.



MODIFYING AND BATCHING DOCUMENTS (CONT.) Batching is a means of working with the original transaction without the system assuming that the original transaction is being duplicated. The differences between batched and non-batched documents are: • Number in the Batch # field. The batch number cannot exceed six characters. It is easiest to use

the last four to six digits of the original transaction number in the Batch # field.

• Batch Ticket. The Batch Form screen requires the user to enter information like the number of documents and/or the net amount of the batched document(s).

• EZ Doc Function Commands. Some of the function commands include DELETE BAT, UNDELETE

BAT, HOLD BAT, OVERRIDE BAT, EDIT BAT, and RUN BAT. NOTE: Some document’s detailed information remains on the open tables where it may be viewed for

long-term referencing. Batching is also used to group and process multiple documents together. Multiple batching can be performed from the SUSF screen or from within the document screen. To create a multiple batch document from the SUSF screen follow the procedures below: • ACTION: S FUNCTION: New Tab to the Selection line and complete the Batch ID field:

Tran: “Two-character code” identifying the transaction. “Three-character code” of the site creating the transaction.

Number: Assign a “four-to six-character code” to represent the Batch. Area:

• Press Enter/Right Ctrl and the Batch header appears. • Press Enter/Right Ctrl and the Batch header appears again with the messages: “Type

BATID/DOCID & Press Enter”, “Batch/Document Saved“ and “Batch Held.” • Tab to the DOCID field and complete. Press Enter/Right Ctrl. • The Document Header screen appears. Enter “required data” on the header and/or lines. Press

Enter/Right Ctrl after all required data has been entered. The system will display the New command in the Function field. Enter the next Document ID number and press Enter/Right Ctrl.

• The next document Header screen will appear with the new DOCID number. Continue the above

process until all documents have been created. • From the last document move the cursor to the Function field and edit the batch by typing EB and

pressing Enter/Right Ctrl, or press Shift + F2 (F14). The Batch Ticket appears.



MODIFYING AND BATCHING DOCUMENTS (CONT.) • The system totals the actual number of batch documents and/or calculates the actual batch dollar

amount. The user enters the “number of documents” and/or the “net amount.” The number of documents must equal the actual batch count, and the net amount must equal the actual batch amount.

• Type Schedule Bat in the Function field and press Enter/Right Ctrl, or press Shift + F3 (F15) to

schedule all transactions in this batch for off-line processing. ERROR MESSAGE EXPLANATION TABLE (EMEX) The purpose of the Error Message Explanation (EMEX) table is to assist the user in obtaining a detailed explanation of IFS document errors. For example, after editing a document, EMEX can provide clarification on an error that appears vague. To view a message on the EMEX Table, place the cursor on the Error Code and press Enter/Right Ctrl. The system displays the EMEX table as it retrieves an explanation of the error. To return to the document, type E in the Function field and press Enter/Right Ctrl.

ACTION: R SCREEN: EMEX USERID: XXX1 03/03/99 09:00:00 AM E R R O R M E S S A G E E X P L A N A T I O N ERROR CODE= S013E ERROR MESSAGE: RECEIVED-BY IS BLANK THE RECEIVED BY FIELD IS REQUIRED ON RECEIVER DOCUMENTS. ADD THE INITIALS OF THE PERSON WHO ACCEPTS RECEIPT OF THE GOODS AND RESUBMIT THE TRANSACTION.

There are three distinct types of messages: 1. Error: Code ends with “E.” Stops the transaction from processing. 2. Overridable: Code ends with “O.” Stops the document from processing until the command

“Override Doc” is applied from a user with the override level needed. 3. Warning/Informational: Code ends with either “W” or “I.”

NOTE: Messages beginning with “*” can either be an error or a warning.


Document Suspense File (SUSF) Function Commands (04/99) Page 40

DOCUMENT SUSPENSE FILE (SUSF) FUNCTION COMMANDS The following is a list of valid function commands for use on the Document Suspense File (SUSF).

COMMAND DESCRIPTION

[blank] When the Function field is blank, any of the following functions can be performed: If all Selection (Sel) fields are also blank and a Function of S (Scan) is entered, the first screen of the suspense file will be displayed. If a Function of R (Refill) is entered, the Suspense File (SUSF) display scrolls forward. If the cursor is moved to a specific batch or document line, and a Function of S (Scan) is entered, the Access command is automatically inferred into the Function field and the selected batch or document will be accessed.

Access Takes user to the header screen of the document selected. If a batch header is accessed, then the batch header is displayed. If the document is approved or ACCPT (accepted), the user can view the transaction data, but cannot change. If the current status is DELET (marked for deletion), you cannot access the batch or document. Otherwise, you have full access to update the accessed batch or document.

Change SUSF Only. Enter a new processing date into the Future Process Date field of selected (Sel = X) batches and documents. The processing date will be updated with the date entered.

Copy Allows the user to begin data entry on a new document by copying data from an existing document or shell document. The selection line must be filled in with the new Document ID and the Selection field next to the document being copied must be filled in with an X to use the Copy command. A shell document is one that stays on SUSF with a status of HELD or REJCT. It is not intended to be processed.

Delete Marks selected batches or documents for deletion from SUSF. The next time the nightly cycle process runs, all documents with a status of DELET will be deleted from SUSF.



DOCUMENT SUSPENSE FILE (SUSF) FUNCTION COMMANDS (CONT.)

COMMAND

DESCRIPTION

Free Releases selected batch or document held by another user. When a batch or document header is accessed, a flag is set on the Suspense File (SUSF) marking it as "in use.” The system does not allow other users access to the batch or document while the first user is still working on it. When the user exits the batch or document, SUSF is updated to remove the "in use" flag. If a user is disconnected while accessing a batch or document, it could be listed as "in use,” even though no other user is accessing it. When this occurs, you can reset the "in use" flag on SUSF by using the FREE command.

Hold Places selected documents and/or batches on hold and changes the status of all selected documents and/or batches to HELD.

New Used to enter new documents or batches. Displays a blank data entry screen for a new batch or document. The Batch ID or Document ID must be entered on the first selection line.

Override Applies the override level identified with the User ID to all selected batches and/or documents.

Run Performs on-line edits and updates tables for selected batch or document.

Schedule Schedules selected batches or documents for off-line processing and changes the status of all selected batches or documents to SCHED. The next time the nightly cycle process runs, all batches and documents with a status of SCHED will be processed.

Undelete Undeletes the selected batches or documents and changes the status of all selected batches and/or documents from DELETE to HELD.

Unoverride Removes the applied overrides from selected batches and documents, based upon the approval level of the User ID.


Document Suspense File (SUSF) Function Commands (04/99) Page 42

MULTIPLE DOCUMENT PROCESSING COMMANDS The following Document Suspense File (SUSF) commands are used to select multiple documents and/or batches for processing. A brief explanation of the use of the command follows the table.

Commands for Multiple Document

Change Override

Delete Schedule

Free Undelete

Hold Unoverride

• Change (SUSF Only). Enter a new processing date into the Processing Date field for selected batches and documents.

• Delete Marks selected batches or documents for deletion from SUSF. Deletion occurs during the nightly cycle.

• Free (SUSF Only). If a user is disconnected from IFS while accessing a batch or a document, the document could be listed as “in use,” even though no other user is accessing it. When this occurs, you can reset the “in use” flag by using the Free command from the SUSF screen. Make sure that no other user is accessing the batch or document before using Free.

• Hold Changes the status of selected batches or documents to HELD.

• Override Applies the override level identified with the user ID to selected batches or documents.

• Schedule Changes the status of all selected batches or documents to SCHED. The next time the nightly cycle process runs, all batches and documents with a status of SCHED will be processed.

• Undelete Changes the status of all selected batches and documents that have been previously marked for deletion, and still remain on the Suspense File (SUSF) to HELD.

• Unoverride Removes the applied overrides from batches and documents.


EZ Doc Function Commands (04/99) Page 43

EZ DOC FUNCTION COMMANDS The following is a list of valid function commands for use inside a document. Enter these commands in the Function field on the document. The user has the option of using either the Text Function Command or the Short Command for each function. COMMAND (Short Command) DESCRIPTION

[blank] Displays the next logical screen within the current batch or document depending on the following criteria: On any header screen, regardless of whether all of the lines have been filled, if you press Enter/Right Ctrl, the first detail line screen of the current document is displayed. If a document only has one detail line and Enter/Right Ctrl is pressed, a blank of the same data entry screen is displayed. If all of the lines on a detail line screen of a new document have been filled and Enter/Right Ctrl is pressed, a blank detail line screen for that document is displayed.

Back <

Displays the screen immediately preceding the current screen if it was accessed using Enter/Right Ctrl.

Bottom Bat BB

Displays the last document header in the current batch.

Bottom Doc B, BD

Displays the last screen of detail lines in the current document (batched or unbatched).

Delete Bat DB

Deletes the batch displayed on the screen and changes the status of all documents within the current batch to DELET. The next time the nightly cycle runs, all batches and/or documents with a status of DELET will be deleted from the Suspense File (SUSF).

Delete Doc D, DD

Deletes the document displayed on the screen and changes the status of the document to DELET. The next time the nightly cycle runs, all documents with a status of DELET will be deleted from the Suspense File (SUSF).

Delete Line DL

Deletes a line from the document. To use this command you must place the cursor anywhere outside of the Command Area (first two lines on the screen) and press Enter/Right Ctrl. Blank lines cannot be deleted with this command. You cannot delete multiple lines.



EZ DOC FUNCTION COMMANDS (CONT.) COMMAND (Short Command)

DESCRIPTION

Discard X

Displays a blank screen. All changes to the data since the last time SUSF was updated are lost. If no function has been entered causing the document to be written to SUSF, this Function will cancel the document or batch. If the document has previously been saved on SUSF, then it must be accessed and deleted to remove it from SUSF.

Dup Line CL, NLC

Duplicates one detail line of the current document. To use this command you must place the cursor on the detail line to be duplicated and press Enter/Right Ctrl. The new detail line is inserted immediately after the duplicated line.

Edit Bat EB

Performs on-line edits. If no errors are detected, the batch header is displayed with a message indicating no errors were detected and the status is updated to BHELD. If errors are detected, the screen with the first error detected within the batch is displayed.

Edit Doc ED, Q

Performs on-line edits. If no errors are detected, the document header is displayed with a message indicating no errors were detected and the status is updated to HELD. If errors are detected, the screen with the first error detected within the document is displayed.

End Screen ID E

The system exits out of the document or batch and returns to the Suspense file (SUSF). If you enter and End function command and specify a screen ID, the system exits out of the document or batch and leafs to the MTI screen specified. For example, in the Function field, type “E Fund” and the system would return to MTI and display the FUND screen. If you have not saved the latest changes to the document, the system prompts you to either save or discard those changes before allowing the End function command.

Errors EL

Displays the next screen in the current batch or document with error messages.

First FL

Displays the first screen of detail lines in a document with multiple detail lines. The First command can only be executed from a detail line screen.




DESCRIPTION

Get G

Displays the first screen of the specified document (any type). The Document ID must be entered in the Document ID field on the screen. If the document is approved or the current status is ACCPT (accepted), you can view the transaction data, but you cannot change anything. If the current status is DELET (marked for deletion), you cannot "get" the batch or document. Otherwise, you have full access to update the accessed batch or document. If you have not saved the latest changes to the document, the system prompts you to either save or discard those changes before allowing the Get function command.

Hold Bat HB

Places the batch on hold and changes the status of the batch to HELD.

Hold Doc H, H+, HD+

Places the current displayed document on hold and changes the status of the document to HELD.

Last LL

Displays the last screen of detail lines in a document with multiple detail lines. The Last command can only be executed from a detail line screen.

More Refills the error message area of the current document screen. Indicates there are more errors to be displayed for this screen. Press Enter/Right Ctrl to view additional messages. This command is only valid when the error message area on the current screen overflows. The system automatically defaults this command into the Function field when the overflow condition is detected.

New N

Used to enter new documents. Displays a blank data entry screen for a new batch or document. The Batch ID or Document ID must be entered in the Document ID field on the screen. If you have not saved the latest changes to the current document, the system prompts you to either save or discard those changes before allowing the New function command.

New Line I, IL

Creates new lines in the current document. To use this command you must place the cursor on the detail line that the new line should follow and press Enter/Right Ctrl. A blank data entry screen will be displayed. You can continue to enter new lines as long as all detail lines on the current screen contain data. If the cursor is not placed on a specific detail line, the new line will be inserted before the first detail line on the screen.




DESCRIPTION

Next Doc ND

The Next Doc command can be used to either display the next document or to move a set number of documents forward where n is equal to the number of documents to move. The number entered for n must be within the range of 1 to 999. If no value is entered for n, the default is equal to 1. If the number entered for n follows the last document, then the last document will be displayed. For example, if you enter Next Doc 5, the display will advance forward five documents.

Next n + n, NLn

The Next command can be used to either display the next line or to move a set number of lines forward where n is equal to the number of lines to move. The number entered for n must be within the range of 1 to 999. If no value is entered for n, the default is equal to 1. If the number entered for n follows the last line, then the last line will be displayed. For example, if you enter Next 5 or + (space) 5, the display will advance forward five lines.

Override Bat OVB

Applies the override level identified with your User ID to the current batch.

Override Doc OV, OVD

Applies the override level identified with your User ID to the current document.

Pause Screen ID P, Z

Suspends data entry and allows access to MTI while keeping your place in the document. When a Pause function command is entered the system returns to MTI and leafs to the screen specified. If you do not specify a screen, the system would return you to MTI and display the SUSF screen. For example, if you type "Z (space) Prog" in the Function field, the system would return to MTI and display the PROG screen. From within MTI, you are free to perform any valid MTI Functions such as scanning data, updating tables, and moving around from one screen to another. When a Function of E (End) is specified within MTI, the system returns to the document screen where the Pause command was entered.

Prev Doc <

The Prev Doc command can be used to either display the previous document or to move a set number of documents backward where n is equal to the number of documents to move. The number entered must be within the range of 1 to 999. If no value is entered for n, the default is equal to 1. If the number entered for n precedes the first document, then the first document will be displayed. For example, if you enter Prev Doc 5, the display will move backward five documents. Errors will be issued if this command is executed in an unbatched document or if this command is issued from the batch header.




DESCRIPTION

PREV n - nn

The Prev command can be used to either display the previous line or to move a set number of lines backward where n is equal to the number of lines to move. The number entered for n must be within the range of 1 to 999. If no value is entered for n, the default is equal to 1. If the number entered for n precedes the first line, then the first line will be displayed. For example, if you enter Prev 5, the display will move back 5 lines.

Run Bat RB

Performs on-line edits and updates for the current batch. The batch is saved before the batch is processed. If no errors are detected, the batch header is displayed with the message "ALL ELIGIBLE DOCS ACCEPTED.” If errors are detected, the screen with the first error detected within the batch is displayed.

Run Doc R, RD, W

Performs on-line edits and updates for the current document. The document is saved before the document is processed. If no errors are detected, the document header is displayed with the message "DOCUMENT ACCEPTED.” If errors are detected, the screen with the first error detected within the document is displayed.

Save US

Saves the current batch or document in the Suspense File (SUSF). The status of the batch or document is changed to HELD.

Schedule Bat SB

Schedules the current batch for off-line processing and changes the status of the batch to SCHED. The next time the nightly cycle process runs, all batches with a status of SCHED will be processed.

Schedule Doc S, SD, O

Schedules the current document for off-line processing and changes the status of the document to SCHED. The next time the nightly cycle process runs, all documents with a status of SCHED will be processed.

Text TX

If the Text Indicator field on the current EZ DOC screen is filled with a Y, the Text command will reposition the cursor at the text table associated with that document type. You can enter up to 1000 lines of text pertaining to a specific commodity line onto the text table displayed.

Top Bat TB

Displays the batch header of the current batch.

Top Doc T, TD

Displays the document header of the current document.

Undelete Bat UDB

Undeletes the current batch and changes the status of the batch to HELD.




DESCRIPTION

Undelete Doc UD, UDD

Undeletes the current document and changes the status of the document to HELD.

Unoverride Bat UOVB

Removes the applied overrides from the current batch based upon the override level identified with your User ID.

Unoverride Doc UOVD

Removes the applied overrides from the current document, based upon the override level identified with your User ID.

Up UP

Moves the display "up" from the current screen. If the document header is displayed, UP moves the display to the batch header. If detail lines are displayed, UP moves the display to the document header.

Verify V

Sets the verify flag on the current document. This flag serves as a confirmation to the user that the document has been reviewed. Documents requiring verification will not be accepted without this flag.


Creating A Password (04/99) Page 51

DOCUMENT FUNCTION KEYS

The following is a list of all the function keys and their associated document processing command as used currently in production.

Function Key

Document Function Command

Function Key

Document Function Command

F1 Run Doc F13 Run Bat

F2 Edit Doc F14 Edit Bat

F3 Schedule Doc F15 Schedule Bat

F4 End F16 Discard

F5 Save F17 Discard

F6 New F18 Dup Line

F7 Bottom Doc F19 Prev Doc

F8 Text F20 New Line

F9 Prev F21 New Doc

F10 Top Doc F22 Delete Line

F11 Pause F23 Delete Doc

F12 Hold Doc F24 Delete Bat


Page 52 IFS MTI/EZ Doc Manual – Appendixes (04/99)

APPENDIXES

Contents

CREATING A PASSWORD............................................................................................................................................51 CREATE A NEW/REACTIVATED PASSWORD ............................................................................................................51 LOGON PROCEDURES AFTER A PASSWORD HAS BEEN CREATED ..................................................................... 52 CHANGE AN EXPIRED PASSWORD ...........................................................................................................................53 CHANGE AN EXISTING PASSWORD ..........................................................................................................................53 INVALID SIGN-ON ATTEMPT...................................................................................................................................... 54

KEYBOARD KEY FUNCTIONS....................................................................................................................................55

KEYBOARD CONVERSION ..........................................................................................................................................55 KEYBOARD REVIEW .................................................................................................................................................... 56

IFS TABLE GUIDE..........................................................................................................................................................57 GLOSSARY.......................................................................................................................................................................65 IFS FUNCTION KEYS TEMPLATE .............................................................................................................................66



CREATING A PASSWORD CREATE A NEW/REACTIVATED PASSWORD All users must have a User ID and Password to enter IFS. The User ID consists of alpha and numeric coding issued by ITD as a result of a processed copy of the Request for User ID Authorization, form# ITD082594A. The User ID cannot be changed by the user. The password is created and changed by the user. The first time the user logs onto IFS, a password must be created. The password will expire every 90 days and the user will need to create a new password. The password does not display on the screen, so it is important that you type carefully. Five consecutive incorrect password attempts will automatically revoke your password. Some of the guidelines for creating a password are: • Password consists of a minimum of six and a maximum of eight characters with no periods,

slashes or spaces between the characters. • Password may consist of alpha and numeric characters but must begin with alpha. • To create a new/reactivated password, enter your “User ID” in the Userid field. Press the Tab

key twice. At the Password field type in your “User ID” again. The User ID and password are the same only when creating your password for the very first time, or when your password has been reactivated.

Signon for CICS/ESA Release 4.1.0 WELCOME TO CICS/MVS Type your userid and password, then press ENTER: Userid . . . . XXX9999 Groupid . . . Password . . . XXX9999 Language . . . New Password . . .

Press Enter/Right Ctrl. The cursor is positioned in the new password field. The messages appear: “Your password has expired. Please type your new password.”

Example:



CREATE A NEW/REACTIVATED PASSWORD (CONT.) The same password cannot be reused. Therefore, to help users remember their password, it is

suggested that the password is created with a scheme where the base password remains the same, and the last few characters represent the calendar year and month.

Userid . . . . XXX9999 (User ID is assigned) Password . . . XXX9999 (The password does not display) Language . . . New Password . . . LEARN903

The number 9 represents 1999 and the 03 represents March. When the password expires during June of 1999, the new password can be “LEARN906.”

1. Type the “New Password” in the New Password field. The password does not display, so it is

important that you type carefully. Press Enter/Right Ctrl. 2. The message “Please re-enter the new password for verification” appears. Type in the same

password again in the New Password field. It will not display, so type carefully. 3. Press Enter/Right Ctrl. The "Sign-on is complete" message appears. 4. Type E1FE to access IFS production. Press Enter/Right Ctrl.

• Keep the password information in a secure area to be used by the assigned employee

only. LOGON PROCEDURES AFTER A PASSWORD HAS BEEN CREATED For future logons to IFS after the password has been created, follow the previous instructions provided for accessing IFS to display the Signon for CICS/ESA screen. From the Signon screen, proceed as follows:

1. Type the assigned “User ID” in the Userid field. 2. Press the Tab key twice to advance to the Password field. Type the “password” (six to eight

characters). The password will not display on the screen. 3. Press Enter/Right Ctrl. The message “Sign-on is complete” appears. 4. Type E1FE. Press Enter/Right Ctrl. The IFS start up screen will display.

Example:



CHANGE AN EXPIRED PASSWORD The password expires every 90 days and the user must change the password. To create a new password, the user must know the expired password.

1. After entering the “User ID” and “Password” and pressing Enter/Right Ctrl, the following message will appear if the password has expired: “Your password has expired.” “Please type your new password.” The cursor is positioned in the New Password field.

2. Type the “New Password” and press Enter/Right Ctrl. The screen with the User ID is

displayed, the cursor is positioned in the New Password field, and the message, “Please re-enter the new password for verification” appears.

3. To confirm, enter the “Password” a second time in the New Password field and press

Enter/Right Ctrl. The “Sign-on is complete” message appears. 4. Type E1FE to access IFS production. Press Enter/Right Ctrl.

CHANGE AN EXISTING PASSWORD To change your password prior to expiration, use the following steps:

1. Enter your “User ID” in the Userid field. (The User ID is assigned and does not change). Press the Tab key twice to advance to the Password field.

2. Enter your current “Password” in the Password field. 3. Tab to the New Password field. Following the same parameters used to create the original

Password, enter your “New Password.”

Userid . . . . XXX9999 Password . . . LEARN903 Language . . . New Password . . . LEARN904

4. Press Enter/Right Ctrl. The message “Please re-enter the new password for verification”

appears. 5. Type in the same “password” again in the New Password field. It will not display, so type

carefully. Press Enter/Right Ctrl. The message “Sign-on is complete” appears. 6. Type E1FE, and press Enter/Right Ctrl.

Example:



INVALID SIGN-ON ATTEMPT If the message "Your password is invalid. Please retype” appears, the cursor will be positioned at the Password field.

1. Re-enter “Password” and press Enter/Right Ctrl. 2. "Sign-on is complete" message appears. 3. Type E1FE and press Enter/Right Ctrl.

If the message “Your User ID is invalid. Please retype” appears, the cursor will be positioned at the Userid field. 1. Re-enter “User ID” and tab twice to advance to the Password field.

2. Type the “Password” and press Enter/Right Ctrl. Five consecutive incorrect attempts will automatically deactivate your password. An inactive User ID is automatically revoked after 90 days. When this occurs, the message “Your sign-on User ID has been revoked. Sign-on is terminated” will appear. For assistance, call the Customer Service Helpdesk (213) 625-4037 and ask for an IFS trainer.


Keyboard Key Functions (04/99) Page 57

KEYBOARD KEY FUNCTIONS

The keyboard key functions described throughout this manual are from an IBM keyboard similar to the keyboard illustrusted above. The command performed by a key(s) depends on the type of keyboard being used and the way it communicates with IFS. KEYBOARD CONVERSION

IBM PC w/ Modem

IBM Terminal IBM PC MICROCOM ADN/DSU

Command KEY(S)

Enter Enter Right Ctrl or Keypad Enter Enter

Right Ctrl or Keypad Enter

Clear Clear Pause Home Pause

Home Alt + Rule Home Ctrl + Page Up Home

Reset Reset Left Ctrl Ctrl + R Left Ctrl

Back Tab | Shift + Tab Shift + Tab Shift + Tab Helpful Hint: If the keyboard locks up (X-OP displays or X and the “stick man”) use the Reset

command and Tab to the next field. This occurs when the cursor is not aligned properly within a field.


Keyboard Review (04/99) Page 56

KEYBOARD REVIEW

KEY(S) DESCRIPTION

Caps Lock When lit, invokes uppercase of alpha keys pressed. IFS accepts either uppercase or lower case.

Enter/Right Ctrl Invokes the acceptance of an action or function command. In documents, it moves forward a screen or invokes the next logical command. The Enter key on the Number Pad can be used.

Home/Ctrl + Page Up Moves the cursor to the top of the screen.

Num Lock When lit, invokes the number pad.

Space Bar Enters a space or erases one character at a time.

End Erases from the right of the cursor to the end of the line.

Tab Moves the cursor forward from field to field.

Reset/Left Ctrl/CTRL + R When the cursor is not aligned properly within a field, the keyboard locks up (X-OP displays or X and the “stick man”). Use the Reset key and Tab to the next field.

Shift + Tab Moves the cursor backward from field to field.

New Line Moves the cursor down one line at a time (if available).

Pound Sign # Used with automatic document numbering, e.g., SPO#.

Hyphen - Used with automatic document numbering, e.g., 7999-#.

Print Screen Prints screen displayed. If key does not work, click on File, and then click on “Local Print” or “Print Screen.”

Function Keys F1 – F12 F13 – F24 (Shift + F1 – F12)

Some MTI action commands and EZ Doc function commands are assigned to Function keys. See Page 66 for the applicable function key template.


IFS Table Guide (04/99) Page 57

IFS TABLE GUIDE ACCOUNTING TABLES Table ID

Table Name

Description

ACCT

Account Type

Assists in reading data such as the On-line General Ledger by Acct Type. Transactions are posted by Account Type to the General Ledger, e.g., 20 = Pre-encumbrance, 21 = Encumbrance.

OLGL

On-line General Ledger Inquiries

Displays the details of the accounting effects by pre-encumbrances, encumbrances, or expenditure against a particular budget line.

BUDGET TABLES

APPR Appropriation

Provides information that summarizes groups of detail budget lines by appropriation unit.

ASUM

Appropriation Summary

Displays a line-by-line break down of each budget line within Appropriation and Fund.

EXPB

Expense Budget

Displays the detail expense budget line items and the Appropriation Unit.

ESUM

Expense Summary

Displays more than one object budget line belonging to a specific budget fiscal year, fund, area, organization and program.

EBTP Expense Budget Totals by Program

Displays by Program code, the budgeted, pre-encumbered, encumbered, expended and available amounts.

EXB2 Expense Budget Totals by Object

Displays the total available amount by Program code, and a list of Object codes within the program. Each line includes account distribution data, budget amounts, pre-encumbered, encumbered and expended amounts.

APS2 Appropriation Summary Inquiry 2

Displays the total available amounts for a specific appropriation unit and the Program and Object codes that comprise the specific unit.

APU2 Appropriation Unit Totals Displays, in summary format, the total available amount remaining in each appropriation unit, a description of each Appropriation Unit and the specific Program codes that comprise each unit.



IFS TABLE GUIDE (CONT.) GRANTS Table ID

Table Name

Description

AGRT

Area Grant

Contains financial and descriptive information about the original amount of the grants and sub-grants.

GBLT

Grant Budget Line

Contains one line for each budget line within a grant.

GFYT

Grant Fiscal Year

Provides summaries of grant data by fiscal year and quarter.

GRDT

Grant Description

Contains descriptive information about grant start and ending date, number and description.

GRIT

Grant Inference

Contains Reporting Category, Grant Number, District-wide Grant Number from a budget fiscal year, Program, and Object source.

SGRT

District-wide Grant

Provides summaries of District-wide Grants.

OTHER ACCOUNTING AND BUDGET TABLES

AREA Area

Represents the organization that administers the budget.

FUND

Fund

Identifies different fund classes, categories, types, and groups for reporting purposes. Defines codes used for fund controls in IFS.

OBJT

Object

Defines types of objects that appear in the Expense Budget and on spending transactions.

ORAR

Organization Area

Used to infer the Area Code from the Organization Code.

ORGN

Organization

Defines valid organization codes (formerly known as location codes) and assigns area/organization relationships.

PROG

Program

Identifies which account will be expended. Program replaces the term Appropriation Code.

INVENTORY (CI, OC,SN & SR DOCUMENTS)

ALTS Alternate Shipping

Contains alternate delivery address codes for sites that have more than one delivery address.

INK1 INK2 INK3

Inventory by Keyword 1 Inventory by Keyword 2 Inventory by Keyword 3

Additional tables to the Inventory Table (INVN) that provide additional means to identify the stock item by keyword rather than by a stock number.

INVN

Inventory Table

Contains information about each stock item stored in each warehouse. The table maintains descriptive, purchasing, historical use, reorder, and cost information.



IFS TABLE GUIDE (CONT.) INVENTORY (CI, OC,SN & SR DOCUMENTS), CONT.

INV2 Inventory Table

Contains the current and forecasts the future usage of an item.

INV3

Inventory Table

Used to add a commodity to the inventory tables.

OISN

Open Items by Stock Number Table

Records are added for each line of an accepted SR and OC documents.

OSRH

Open Stock Requisition Header

Contains information from the header portion of SR and OC transactions by Document ID.

OSRL

Open Stock Requisition Account Line

Contains information about accounting distribution.

OSRC

Open Stock Requisition Item Line

Contains information about each commodity line item.

OSRI

Open Stock Requisition Item Issue

Contains issue or return information about an item line.

OSRR

Open Stock Requisition Item Issues by Issue/Return Table

Allows the user to view data selected by Issue or Return Document ID.

OTRH

Open Transfer Header Table

Contains header information about stock item transfers.

OTRL

Open Transfer Line Table

Contains detail line information about stock item transfers.

STDE

Stock by Description

Displays the description, stock number, warehouse, unit of measure, available quantity and the price viewed by stock description.

STNO

Stock by Number

Displays stock item number, description, warehouse, unit of measure, available quantity and the price viewed by stock item number.

WHSE

Warehouse Management Table

Contains a list of all the district warehouses and their descriptions.

PURCHASING (RX DOCUMENT)

ORIA Open Requisition Inquiry by Area

Maintains information on open requisitions by area and organization.

ORQC

Open Requisition Commodity Line

Contains information about each commodity line.

ORQH

Open Requisition Header

Contains information from the header portion of RX document.



IFS TABLE GUIDE (CONT.) PURCHASING (RX Document), CONT. Table ID

Table Name

Description

ORQL

Open Requisition Accounting Line


MRQC

Open Requisition Commodity Line Modification Table

Shows modification to the detail line of a previously accepted RX transaction.

MRQH

Open Requisition Header Modification Table

Shows modification to the header of a previously accepted RX transaction.

MRQL

Open Requisition Acct Line Modification Table

Shows modification to the accounting line of a previously accepted RX transaction.

RQST

Open Requisition Status Table

Maintains the status of each line of a requisition transaction and acts as a reference for checking previously entered transactions. Tracks the status.

RXTX

Requisition Text Reference Data

Stores text, which is associated with requisition commodity lines.

PURCHASING (PC, PD PG & RC DOCUMENTS)

AOPI Area/Organization Purchase Order Inquiry

Shows all purchase orders for a given area and organization combination.

CARR

Carrier

Lists different carriers used by the district for the delivery of goods.

COND

Condition

Used in validating receiving and vendor invoice information.

MPPC

Open Purchase Order Commodity Line Modification Table

Maintains information on each modification to a purchase order commodity line.

MPPH

Open Purchase Order Header Modification Table

Maintains header information on all modifications made to the purchase order.

MPPL

Open Purchase Order Account Line Modification Table

Maintains information on all modifications to purchase order accounting lines.

OPIV

Open Purchase Order Inquiry by Vendor

Lists purchase order lines by area, organization and vendor. Only open orders are displayed.

OPPC

Open Purchase Order Commodity Line

Contains descriptive information about each commodity line item.

OPPD

Open Purchase Orders by Document Number

Lists by PO Number, Transaction Code and Vendor Code.



IFS TABLE GUIDE (CONT.)

PURCHASING (PC, PD PG & RC DOCUMENTS), CONT.

OPPH Open Purchase Order Header

Contains information from the header portion of PO transactions by Document ID.

OPPL

Open Purchase Accounting Line


ORCH

Open Receiver Header Table

Records the date goods are received against specific order lines as well as the Vendor Code, the initials of the person who accepted the order, and the carrier name and identification number.

ORCL

Open Receiver Line Table

Records the receipt of goods (commodities) against specific order Commodity Lines.

PIBV

Purchase Order Inquiry by Vendor

Lists purchase order lines by area, organization and vendor.

POAC

Purchase Order by Account Distribution Inquiry

Purchase Orders are listed by funding sources.

POBL

Open Purchase Order by Blanket Number

Listing of Purchase Orders by blanket numbers.

POCC

Open Purchase Order Commodity Line by Commodity Table

This table can be viewed to determine which commodities are currently on order and the quantity ordered.

POC1

Open Purchase Order Commodity Line by Vendor and Commodity Table

Determines the validity of incoming shipments by vendor.

POC2

Open Purchase Order Commodity Line by Commodity and Vendor Table

Determines the validity of incoming shipments by commodity.

PODD

Open Purchase Order by Delivery Date Table

Open purchase orders listed by delivery date.

POHB

Open Purchase Order by Buyer Table

A listing of purchase orders by buyer.

PTEX

Purchasing Text Table

Stores text, which is associated with purchase orders.

RCTX

Receiver Text Table

Stores text, which is associated with receiver transactions.

SPIS

Special Instructions

Defines special instruction codes to vendors.

STDS

Standard Specification Table

Stores text, which is associated with standard specifications for a particular commodity.



IFS TABLE GUIDE (CONT.) PURCHASING: OTHER RELATED TABLES (RX, PC, PD & PG TRANSACTIONS) Table ID

Table Name

Description

AGRX

Aged Requisition by Buyer Inquiry

Lists open requisitions by Buyer code and Transaction Date.

BIDD

Bidders Table

Lists by commodity code the vendors that are authorized to supply the item.

BILL

Billing Address Table

List of codes that identifies the “bill-to” location.

BUYT

Buyers

Lists Buyers in Purchasing and phone numbers.

CHIS

Commodity History

Maintains historical information on most recent purchase transactions by commodity.

CIBD

Commodity Inquiry by Bid Number

Maintains information on bids by commodity code.

CIPO

Commodity Inquiry by Purchase Order Number

Displays information about each commodity by purchase order.

CIRX

Commodity Inquiry by Requisition Number

Displays information on commodity codes by requisition number.

CLDE

Commodity Class by Description

Contains information that exists on the Commodity Class Table. Arrangement of commodities by class description, then commodity class code.

CMDE

Commodity by Description

Displays the description of a commodity followed by the corresponding commodity code.

COCL

Commodity Class

Defines valid commodity classes. Commodity Code: 6452180110 Example: 645 Paper Bond

620 Office Supplies

COMK Commodity Cross Reference

Provides a cross-reference for items that have different names. Enter a keyword for referencing a commodity class, subclass, or commodity code.

COMM

Commodity

Defines valid commodity code (items or services). Example: 6452180110 (Paper Bond White).

COMT

Commodity Index

Summarizes the COMM table by listing only the commodity descriptions by commodity number.

CSCC

Commodity Subclass by Commodity Class

Defines valid commodity subclass code within a specific class. Commodity Code: 6452180110 Example: 21 Bond

33 Copy Paper



I FS TABLE GUIDE (CONT.) PURCHASING: OTHER RELATED TABLES (RX, PC, PD & PG TRANSACTIONS), CONT. Table ID

Table Name

Description

CSDE

Commodity Subclass by Description

Contains information that exists on the Commodity Subclass by Commodity Class Table. Arrangement of commodities by subclass description first, then commodity class and commodity subclass.

DISC

Discount Type Table

Defines discount type codes, which can be used on transactions.

DXRF

Document Cross Reference Table

Provides information about all transactions associated with the transaction entered on the header line.

EMEX

Error Message Explanation

Gives detailed explanation of IFS documentation errors.

NOTE

Note Pad Text Table

Allows user to record information for documents.

PABC

Price Agreement by Commodity

Lists the Price Agreement by commodity code number.

PABE

Price Agreement Summary Table by Buyer and Expiration Date

Lists the price agreements by Buyer code and expiration date.

PAEB

Price Agreement Summary Table by Expiration Date and Buyer

Lists price agreements by expiration date and Buyer code.

PAEX

Price Agreement Expiration Table

Lists price agreements by expiration date.

PASI

Price Agreement Summary Inquiry Table

Provides a description and remaining balance for each price agreement in the system.

PASC

Price Agreement Security Table

This table controls access to specific Price Agreements.

PASM

Price Agreement Summary Table

The Price Agreement Document (PG) checks this table to determine a price agreement’s validity and update a counter signifying the number of PG documents written against a particular price agreement.

PATX

Price Agreement Text Table

Stores text, which is associated with price agreements.

PAVC

Price Agreement Vendor/Commodity Table

Provides specific information about vendors and commodities authorized to provide goods within a particular price agreement.



I FS TABLE GUIDE (CONT.) PURCHASING: OTHER RELATED TABLES (RX, PC, PD & PG TRANSACTIONS), CONT. Table ID

Table Name

Description

RIBA

Requisition Inquiry by Area

Maintains information on requisition lines by area and organization.

SHIP

Shipping Address

Lists the shipping codes used on purchase order documents.

UNIT

Unit of Measure

Used for validating codes, which abbreviate standard units of measurement.

VCOM

Vendor Commodity

Lists commodities that each vendor is capable of supplying.

VEND

Vendor

Lists vendor names and addresses by vendor code.

VNAM

Vendor Name

Displays the vendor name in alphabetical order along with the vendor code.


GLOSSARY

This glossary contains terms used throughout the manual related to the computer and IFS MTI/EZ Doc screens.

AREA Three character alphanumeric code that represents the organization that administers the budget. Each location is assigned an Area code for budget and accounting purposes.

DOCUMENT Transaction data is organized into documents. A document is a unit of information that is usually composed of a header and lines that are processed together. A two-character transaction code in the document header identifies the type of data.

FUND The three-digit code which identifies the fund from which resources will be used, such as General (001), General – Restricted (003), Adult Education (029), Cafeteria Fund (030), and Job Cost (009).

INTERFACE The point where independent computer systems communicate with each other.

OBJECT The four-digit code that is used in the expense budget and spending transactions that best describe the expenditure.

OFF-LINE Tables and ledgers are updated during the nightly cycle as a result of a transaction passing all of its edits and being processed (accepted).

ON-LINE Immediate update to tables and ledgers as a result of a transaction passing all of its edits and being processed (accepted).

ORGANIZATION The four-character code used to identify each school and office. Generally, the same as the Location code.

PROGRAM The four-digit number used in the budget and accounting systems to identify which account will be expended. Formerly known as appropriation code.

TABLE Identified by four characters, each table is a file within IFS that stores data. The data is used to validate transactions entered into IFS or to set specific controls.

•

•

•

•

•

•

•

•

•

•

IFS Function Keys Template Page 66