RELATIONAL STATEWIDE ACCOUNTING AND REPORTING SYSTEM Tracking... · RELATIONAL STATEWIDE ACCOUNTING AND REPORTING SYSTEM ... See “FMIS Quick Reference Log-On and Log-Off Procedures

7/26/2006 N:SERVDESK\TRNDOCS\DOCUMENT TRACKING MANUAL.DOC

R*STARS State of Maryland

RELATIONAL STATEWIDE ACCOUNTING AND REPORTING

SYSTEM

DOCUMENT TRACKING

User Training Guide

R*STARS DOCUMENT TRACKING TRAINING

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COURSE DESCRIPTION TRAINING TIME: 3 Hours PREREQUISITES: Introduction and Navigation to FMIS, Transaction Entry, and Error Correction TOPIC OVERVIEW: This course covers the following topics: 1. Purpose of Document Tracking 2. Capabilities 3. Design Concepts 4. Elements related to Document Tracking 5. Availability of Immediate Information 6. Researching of Past Events OBJECTIVES: Upon completion of this course, the employee will be able to do the following tasks: 1. Apply profiles and screens related to the tracking of documents. 2. Define the elements related to the tracking of documents. 3. Utilize the related inquiry screens. 4. Append action codes to document for tracking purposes.


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DOCUMENT TRACKING OVERVIEW

Overview of Document Tracking: ♦ Provides the ability to control and monitor documents as they flow through the system ♦ Tracks the status of a document through the use of action codes ♦ Provides multiple methods of updating the document’s status

♦ Identifies the location of a document

Document action codes can be updated directly by:

♦ 32 Document Transmittal Maintenance-the system generates an Archive Reference Number when disbursement documents are transmitted to the General Accounting Division (GAD)

♦ 35 Batch Tracking-provides online entry of action codes that apply to every tracked document in a

batch ♦ 39 Approvals by Document-provides online entry of action codes that apply to a specific document

♦ 40 Approval by Transmittal-typically used by GAD to recall and record various action codes by Archive Reference Number

Document action codes can also be updated by: System generation-some action codes are system generated as a result of add, change, delete, and error correction processing. The system automatically places these action codes on the document.


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DOCUMENT TRACKING VOCABULARY

♦ Document Tracking - Provides a means to control and monitor documents as they flow through the system. Identifies the location and status of the document.

37 Document Tracking Inquiry Screen - Program provides online inquiry of transactions of Document Tracking actions associated with an agency, document, and fiscal year. Actions may include approvals, receipt of physical documents, initial additions of transactions, changes of transactions, and deletion of transactions.

♦ Document Types - Document Types are established on the 33 Document Control Profile screen. This

screen allows the user to identify the type of document control that is exercised on certain types of documents. This profile provides online entry and inquiry of information to establish and control the processing rules for each type of document to be tracked. This includes document tracking information, approval processing, and payment liquidation tolerance limits. A two-character document type (which can be alphabetic AA-ZZ, numeric 00-99, or a combination of the two) is required.

♦ Action Codes - The D44 Action Code Profile screen allows the user to identify the different types of

actions related to certain Document Types. The profile sets the delete and level indicator for the appropriate action for a batch or document. Also, the type can be set. This would be either the ability to take action on agency document types, comptroller document types, or both. This could be done on the batch or document level, or both.

♦ Archive Reference Number - An Archive Reference Number is a number assigned to your batch

automatically by the system when your documents are transmitted. The purpose of this number is to allow documents to be tracked throughout the transmittal process.

♦ User Class Profile - The purpose of the D66 user class profile is three fold. First, it serves as a

master list of all valid user class codes. Second, it defines up to seven Transaction Codes, or ranges of Transaction Codes the operator may use or the Transaction Codes that the operator may not use. Third, it defines up to seven Action Codes or ranges of Action Codes that the operator is allowed or not allowed to use.


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R*STARS PROFILE SUPPORTING DOCUMENT TRACKING

Document Tracking is supported by three profiles:

♦ Document Control Profile (33)-contains all valid document types that can be used in R*STARS and identifies which document type is tracked

♦ Action Code Profile (D44)-contains all valid agency controlled and centrally controlled action code

combinations ♦ User Class Profile (D66)-contains all valid transaction codes and action codes that a user is allowed

to enter


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FMIS Log-On Instructions for the Training Region Only

Step 1. Type <FMISTRN> on the VTAM Menu and press <ENTER>.

ANNAPOLIS DATA CENTER

TERMINAL ID ADTFM23 HELP DESK PHONE NUMBERS ANNAPOLIS NETWORK ADC : 410-260-7400 DHMH : 410-767-5125 FMIS : 410-260-7778 MVA : 410-768-7181 DHR : 410-767-7002 DJJ : 410-230-3434 DLLR UI : 410-767-2222 DLLR ADMIN : 410-230-6363 PRODUCTION CICS SYSTEMS TEST CICS SYSTEMS OTHER ADC SYSTEMS ----------------------- ----------------------- ------------------- CICS CICSP10 CICSP60 CICST20 CICST30 CICST40 TSO NVU SMART CICS SYSTEMS FMIS CICS SYSTEMS OTHER DATA CENTERS ----------------------- ---------------------- ------------------ SMART SMARTMS SMARTMD FMIS FMISUAT FMISTRN MVA CICSFMP SMARTMB SMARTMU FMISDEV FMISSYS FMISNEW CISPRD DHRCICS COURTS UCS CJIS WARNING: UNAUTHORIZED ACCESS TO THIS COMPUTER IS A VIOLATION OF ARTICLE 27 SECTIONS 45A AND 146 OF THE ANNOTATED CODE OF MARYLAND. THIS SYSTEM IS BEING MONITORED. ANYONE USING THIS SYSTEM EXPRESSLY CONSENTS TO SUCH MONITORING. DETECTION OF UNLAWFUL CONDUCT MAY BE REFERRED TO LAW ENFORCEMENT OFFICIALS. ===> <=== FMISTRN

Note: See “FMIS Quick Reference Log-On and Log-Off Procedures for Production” on logging into the Production Region.


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Step 2. Type your training region log-on ID and press <TAB>. Step 3. Type your training region password and press <ENTER>. SYSTEM: CICST5Z FMISTRN - FOR PROBLEMS CALL (410) 260-7400 CICS V4R1 CICST5Z, ACF2 V6R2 INTERFACE TERMINAL: FM05 NODE: ADTFM05 DAY: MONDAY SYSTEM DATE: JANUARY 18, 1999 SYSTEM TIME: 04:24 PM LOGONID: ===> A60TXX PASSWORD: ===> NEW PASSWORD: ===> (enter twice) ===> CICS/VS - T5Z (SYSTEM SIGNON/SIGNOFF FACILITY)

Step 4. Type <FMST> on the Sign-on OK screen and press <ENTER>. FMST ACF01137 A60T10 LAST SYSTEM ACCESS 15.31-01/15/99 FROM ADTF727 ACFAE139 ACF2/CICS ADTFM05 Signon OK: User=A60T10 NAME=ANNA/FMIS TRAIN 10


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Step 5. You are now on the FMIS Global News Screen. Press <ENTER> to advance to the FMIS Master System Menu. QSN0 TRN NEWS: GL / AD / RS / AH / IN / TE 08/14/2000 02:41 PM PAGE 01 LAST UPDATED: 01/18/2000 09:40 WELCOME TO THE APPLICATION SYSTEMS MANAGEMENT (ASM) MARYLAND TRAINING REGION THE FMST MENU IS CUSTOMIZED BASED ON YOUR GLOBAL SECURITY PROFILE. IF YOU DO NOT HAVE A PROFILE IN THE GLOBAL SECURITY TABLE, ACCESS TO ALL APPLICATIONS IS DENIED. PLEASE CONTACT THE ASM SERVICE DESK AT (410) 260-7778 IF YOU HAVE ANY QUESTIONS OR PROBLEMS. WHEN YOU USE FMST, THE GLOBAL NEWS WILL AUTOMATICALLY BE DISPLAYED. IF YOU SELECT THE F1-NEWS OPTION, A NEWS SUB MENU FOR ALL APPLICATIONS IS DISPLAYED. SELECT THE APPLICATION NEWS YOU WANT TO VIEW AND USE THE PF7 AND PF8 KEYS TO PAGE BACK AND FORTH. PRESS THE "ENTER" KEY, IF THAT FUNCTION IS AVAILABLE AT THE BOTTOM OF THE SCREEN, TO EXIT THE NEWS AND CONTINUE TO THE APPLICATION MENU, ELSE PRESS "CLEAR" TO EXIT THE NEWS AND RETURN TO THE NEWS SUB MENU. A FEATURE OF THE NEW MENU IS A DATE/TIME TIMESTAMP INDICATING THE LAST TIME THE NEWS WAS UPDATED. THIS ALLOWS YOU TO ALWAYS BE AWARE OF CURRENT NEWS UPDATES. F7-BACK F8-FORWARD ENTER-CONTINUE

Step 6. To access one of the following programs, use the corresponding function key. Example: <F1> = NEWS MENU, <F2> = ADPICS, or <F3> = R*STARS. QMST FMIS MASTER SYSTEM MENU 08/14/00 03:03 PM NEWS LAST UPDATED DATE TIME

(1) NEWS MENU (2) ADPICS 01/18/00 09:41 AM (3) R*STARS 01/18/00 09:40 AM CLEAR-EXIT


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FMIS Quick Reference Log-On and Log-Off Procedures for Production

Log-On Procedures Step 1. Type <FMIS> on the VTAM Menu and press <ENTER>. NOTE – YOU ARE NOT TYPING FMISTRN.

ANNAPOLIS DATA CENTER

TERMINAL ID ADTFM23 HELP DESK PHONE NUMBERS ANNAPOLIS NETWORK ADC : 410-260-7400 DHMH : 410-767-5125 FMIS : 410-260-7778 MVA : 410-768-7181 DHR : 410-767-7002 DJJ : 410-230-3434 DLLR UI : 410-767-2222 DLLR ADMIN : 410-230-6363 PRODUCTION CICS SYSTEMS TEST CICS SYSTEMS OTHER ADC SYSTEMS ----------------------- ----------------------- ------------------- CICS CICSP10 CICSP60 CICST20 CICST30 CICST40 TSO NVU SMART CICS SYSTEMS FMIS CICS SYSTEMS OTHER DATA CENTERS ----------------------- ---------------------- ------------------ SMART SMARTMS SMARTMD FMIS FMISUAT FMISTRN MVA CICSFMP SMARTMB SMARTMU FMISDEV FMISSYS FMISNEW CISPRD DHRCICS COURTS UCS CJIS WARNING: UNAUTHORIZED ACCESS TO THIS COMPUTER IS A VIOLATION OF ARTICLE 27 SECTIONS 45A AND 146 OF THE ANNOTATED CODE OF MARYLAND. THIS SYSTEM IS BEING MONITORED. ANYONE USING THIS SYSTEM EXPRESSLY CONSENTS TO SUCH MONITORING. DETECTION OF UNLAWFUL CONDUCT MAY BE REFERRED TO LAW ENFORCEMENT OFFICIALS. ===> <=== FMIS


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Step 2. Type your log-on ID and press <TAB>. Step 3. Type your password and press <ENTER>. SYSTEM: CICST5Z FMIS - FOR PROBLEMS CALL (410) 260-7400 CICS V4R1 CICST5Z, ACF2 V6R2 INTERFACE TERMINAL: FM05 NODE: ADTFM05 DAY: MONDAY SYSTEM DATE: JANUARY 18, 1999 SYSTEM TIME: 04:24 PM LOGONID: ===> A30MXX PASSWORD: ===> NEW PASSWORD: ===> (enter twice) ===> CICS/VS - T5Z (SYSTEM SIGNON/SIGNOFF FACILITY)

Step 4. Type <FMST> on the Sign-on OK screen and press <ENTER>. FMST ACF01137 A30MXX LAST SYSTEM ACCESS 15.31-01/15/99 FROM ADTF727 ACFAE139 ACF2/CICS ADTFM05 Signon OK: User=A30MXX NAME=JOHN DOE


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Step 5. You are now on the FMIS Global News Screen. Press <ENTER> to advance to the FMIS Master System Menu. QSN0 PRD NEWS: GL / AD / RS / AH / IN / TE 08/14/2000 02:56 PM PAGE 01

LAST UPDATED: 08/14/2000 11:31 WELCOME TO THE APPLICATION SYSTEMS MANAGEMENT (ASM) MARYLAND PRODUCTION REGION

!!!!!!!!!!!!!!!!!!!!!! IMPORTANT MESSAGE !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!

THE FMST MENU IS CUSTOMIZED BASED ON YOUR GLOBAL SECURITY PROFILE. IF YOU DO NOT HAVE A PROFILE IN THE GLOBAL SECURITY TABLE, ACCESS TO ALL APPLICATIONS IS DENIED. PLEASE CONTACT THE ASM SERVICE DESK AT (410) 260-7778 IF YOU HAVE ANY QUESTIONS OR PROBLEMS.

FMIS PRODUCTION ONLINE OPERATING HOURS

R*STARS/ADPICS: MONDAY THROUGH SATURDAY (EXCEPT WED.): 6:30 AM TO 5:30 PM. WEDNESDAY: 6:30 AM TO 4:00 PM.

SUNDAY: UNAVAILABLE MOST SUNDAYS FOR SYSTEM MAINTENANCE. TESS: (SEE NEXT PAGE)

F7-BACK F8-FORWARD ENTER-CONTINUE

Step 6. You are now on the FMIS Master System Menu. To access one of the following programs, use the corresponding function key. Example: <F1> = NEWS MENU, <F2> = ADPICS, or <F3> = R*STARS. QMST FMIS MASTER SYSTEM MENU 08/14/00 02:51 PM NEWS LAST UPDATED

DATE TIME (1) NEWS MENU

(2) ADPICS 06/26/00 09:42 AM (3) R*STARS 07/07/00 12:13 PM

(6) INFOPAC: VIEW/PRINT REPORTS 01/18/00 09:38 AM (10) TESS 04/03/00 09:11 AM

CLEAR-EXIT


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Log-Off Procedures

From any R*STARS or ADPICS application screen, press <HOME> to move the cursor to the LINK TO field and type <QUIT>. Press <ENTER> if you are in R*STARS or <F9> if you are in ADPICS to execute the quit command. The FMIS Global News Screen appears. Press <ENTER> to advance to the FMIS Master System Menu. Press <Clear>. The Log-Off screen appears. Type the letter <C> over the CESF and press <ENTER>. The Annapolis Data Center VTAM screen appears. Accidental Log-Off Recovery

<FMST> should be typed over the CESF and press <ENTER>. If a blank screen appears, type <FMIS> and press <ENTER>. The FMIS Global News Screen will appear.


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DOCUMENT CONTROL PROFILE (33)


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DOCUMENT CONTROL PROFILE (33) To link to Document Control Profile (33) screen: 1. Press <Home> 2. Type <33> in the Link To field and Press <Enter> 3. Press <F5> to advance to the next DOCUMENT TYPE To link to Document Control Profile (33) screen: 1. Press <Home> 2. Type <33> in the Link To field Press <Enter> 3. Press <F5> to advance to the next DOC ♦ Balancing Indicator Controls whether a document must be balanced before it is released ♦ Tracking Indicator Identifies whether a document is tracked or not tracked ♦ Required Approvals Identifies the required approval action codes that must be entered before the

document is approved. Corresponding approvals must also exist on the Action Code (D44) profile

(See Appendix A for available document types)


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EXERCISE #1

DOCUMENT CONTROL PROFILE (33)


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Exercise #1 Document Tracking

Viewing Document Types on Document Control Profile (33) Screen

DOC TYPES DESCRIPTION BALANCING

INDICATOR Y or N

TRACKING INDICATORY or N

ACTION CODES Req. Approval *

VZ

Direct Voucher Payable (R*STARS ENTRY)

Y Y 1) 123, 234, 103 2) 3) 4) 5)

D1

1) 2) 3) 4) 5)

JE

1) 2) 3) 4) 5)

* Each document with required approvals must have at least one action code from each of the five levels.


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ACTION CODE PROFILE (D44)


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ACTION CODE PROFILE (D44) To link to Action Code Profile (D44) screen: 1. Press <Home> 2. Type <D44> in the Link To field and Press <Enter>

♦ Action Codes identify the different types of actions related to certain documents

♦ Action Codes can be centrally controlled (numerical codes) ♦ Action Codes can be agency controlled (alphanumerical codes)


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ACTION CODE PROFILE (D44) Frequently Used Centrally Controlled Action Codes

Action Codes Purpose 100 Transaction Initially Added 123 Ready To Transmit 234 Ready To Transmit (Interface Agencies) 330 30 Day Dunning Notice Sent 388 Document/Transaction Deleted 456 Transmitted To GAD 588 Document/Transaction Changed 660 60 Day Dunning Notice Sent 700 Received At GAD/Ready For Pre-Audit (For Transmittals) 701 Held - Not Accepted By GAD (For Transmittals) 702 Reject - Not Accepted By GAD (For Transmittals) 708 Pre-Audit Complete – System 709 Pre-Audit Complete - Manual 710 GAD Hold - Regulations (1) 711 GAD Hold - Documentation (2) 712 GAD Hold - Accounting Information (3) 720 GAD Reject, Pending - Regulations (1) 721 GAD Reject, Pending - Documentation (2) 722 GAD Reject, Pending - Accounting Information (3) 726 GAD Reject, Final - Regulations (1) 727 GAD Reject, Final - Documentation (2) 728 GAD Reject, Final - Accounting Information (3) 730 GAD Accept - Recover From Pending Reject 749 Approved By GAD Pre-Audit - Manual Issue 750 Approved By GAD Pre-Audit 600 Full Pay Action Code


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ACTION CODE PROFILE (D44) Viewing Centrally Controlled Action Codes

1. Type <000> in the Agency field 2. Type <123> in the Action Code field and Press <Enter>


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ACTION CODE PROFILE (D44) Viewing Agency Controlled Action Codes

Below is an example of an Agency Controlled Action Code in the Production Region.


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EXERCISE #2

ACTION CONTROL PROFILE (D44)

Exercise #2


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Document Tracking Viewing Action Codes on

Action Code Profile (D44) Screen The following action codes are centrally controlled, therefore 000 must be used in the Agency Field.

ACTION CODE

DESCRIPTION

100 Transaction Initially Added

123 388 456 588 700 708 749 750


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USER CLASS PROFILE (D66)


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USER CLASS PROFILE (D66) 1. Press <Home> 2. Type <D66> in the Link To field and Press <Enter> 3. Type <89> in the User Class field and Press <Enter>

♦ The D66 User Class Profile identifies the valid transaction codes and document tracking action codes each user is allowed to use.

♦ User class profile serves as a master list of all the valid user class codes. ♦ “I” indicates the included transaction codes and action codes and the included range of transaction

codes and action codes the user has access to based on their R*STARS security profile. ♦ “E” indicates the excluded transaction codes and action codes and the excluded range of transaction

codes and action codes the user does not have access to based on their R*STARS security profile.


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EXERCISE #3

USER CLASS PROFILE (D66)


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Exercise #3 Document Tracking

Viewing User Classes on User Class Profile Maintenance (D66) Screen

USER CLASS TITLE Action Codes Action Codes

Included Excluded 11

Master User Class - With Level 1 Approval

000 1AA - 000 1ZZ 000 500

28

27

89

99


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DOCUMENT TRACKING INQUIRY (37)


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DOCUMENT TRACKING INQUIRY (37) 1. Press <Home> 2. Type <37> in the Link To field and Press <Enter> ♦ This screen is used to inquire about all of the actions associated with a given document.

♦ The action code, date, time, agency, and user ID is posted for each action recorded against a particular document and provides an inquiry to the history of all actions posted for a document in chronological order.

♦ The agency, document number, and fiscal year are required to retrieve information about the status of

a document.


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DOCUMENT TRACKING INQUIRY (37) Data Elements: Agency-enter a three character agency code Doc No-enter an eight digit document number FY-enter the two-digit fiscal year Status-identifies if the document is final approved (Y) or not final approved (N) Note-identifies whether there is a note attached to the document (Y) or no note is attached (N)


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Tape No-this field is not used Document Amount-displays the entered document amount Archive Reference Number-displays the system generated number assigned to this document Batch Agency, Date, Type, No-displays the batch ID associated with this document Required Action-displays the required action codes for this document from the Document Control Profile (33) screen Date, Time, Agency Code, User ID-displays the date, time, agency action code, and User ID associated with each action code the document has received


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EXERCISE #4 DOCUMENT TRACKING INQUIRY (37)

Use the example below to answer the questions on the following page.


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1. What is the document number? 2. Is there a note attached to this document? 3. What is the Batch ID (Agency, Date, Type, Number)? 4. What action codes were appended to this document? 5. What date/time was this document initially added? 6. What is the Archive Reference Number? 7. What date/time did GAD receive this document? 8. What date/time did GAD complete the Pre-Audit? 9. What is the amount of this document? 10. What is the User ID of the person who created this document? 11. What is the User ID of the person who accepted this document in GAD? 12. What date/time was a system payment made?


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EXERCISE #5 STEP BY STEP INSTRUCTIONS

ON CREATING A BATCH AND THEN TRACKING THE DOCUMENT ON THE 37 SCREEN

Objective: To process a Cash Receipt transaction and add system generated action codes to a document. Step 1: Determine the transaction code (Instructor will provide) and the coding requirements. Link to the 28A screen – Transaction Code Decision Profile. Notice your required (R) Trans Edit Inds.


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STEP 1 (Continued) Press <F6> to access the 28B. Determine your valid Doc Types and Batch Types.


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STEP 2: Enter the Batch Header

Press <Home>

Type <500> in the Link To field and Press <Enter> At the Batch Header Entry screen, Press <F10> and enter the following information:

Batch Agency Defaults to sign on agency Batch Date Defaults to today’s date

Batch Type 2 Batch Number 100 Batch Count 1 Batch Amount $200.00 Batch Edit Mode Defaults to 2 from security profile

Press <F10> to save the batch header

STEP 3: Enter the following information on the Revenue/Receipts Transaction (504) Screen


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DOC DATE Enter today’s date EFF DATE Defaults to today’s date

CUR DOC NO/SFX The letters DT plus your initials then 555 AGENCY R00 defaults TRANS CODE 190 INDEX Defaults from PCA PCA 11015 OBJ Defaults from AOBJ AOBJ 9651 AMOUNT $200.00 DOC AMOUNT $200.00 Press <F4> to edit the transaction and Press <F10> to save the transaction MAKE SURE YOU WRITE DOWN THE BATCH INFORMATION AND DOC ID


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STEP 4: Balance and Release the Batch Press <F6> to Balance the Batch Press <F6> to Release the Batch


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STEP 5: Press <F7> to access View a Batch (520) screen


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STEP 6: To Access the Document Tracking (37) screen, TAB to SEQ #00001 and select the transaction. Press <F8>


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Press <Enter> to pull up your document on the Document Tracking Screen.


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Note that the status of the batch is “Y” meaning that the document has been final approved Note the action code of 100 (initial add) has been appended to the document by your user ID Press <F6> to access the View a Batch (520) screen


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STEP 7: Change the PCA on this transaction Tab to Seq #00001 and select it Press <F11> to correct this batch


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At Recall a Batch for Correction (510) screen, Press <F4> to change the transaction


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At Revenue/Receipts Transaction (504) screen, change the PCA to 10015 Press <F4> to edit the transaction and Press <F10> to save the transaction. Message displays “Transaction Successfully Changed” Press <F7> to access View a Batch (520) screen


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STEP 8: Access the Document Tracking (37) screen Tab and select Seq #00001 and Press <F8> to access Document Tracking Inquiry (37) screen


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Press <Enter>

Note the action code 588 (change) has been appended to this document


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STEP 9: Delete the transaction created earlier Press <F6> for access View a Batch (520) screen Tab and select Seq #00001 and Press <F11> to correct the batch


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After confirming that Seq #00001 has populated the Sequence Number field, Press <F3> twice to delete the transaction


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Notice the message “Transaction Successfully Deleted”. Our document has been deleted. Now we must delete the Header


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Press <F6> to balance the batch - Ignore “Batch out of Balance” message


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Press <F3> twice to delete the batch header. Message displays “Batch Header has been Deleted” Press <F8> to access Document Tracking (37) screen


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STEP 10: Access the Document Tracking (37) screen Press <Enter> to populate the screen with your document Note the action code 388 (delete) has been appended to the document


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EXERCISE #6 CREATING A BATCH AND ADDING AN ACTION CODE

DIRECTLY TO A BATCH VIA 35 SCREEN Objective: Process a document approval to add a directly updated action code STEP 1: Enter the batch header Press <Home> Type <500> in the Link To field and Press <Enter>


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At the Batch Header Entry screen, Press <F10> and enter the following information: Batch Agency Defaults to sign on agency Batch Date Defaults to today’s date Batch Type 4 Batch Number 200 Batch Count 1 Batch Amount $255.00

Batch Edit Mode Defaults to 2 from security profile Press <F10> to save the batch header


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STEP 2: Enter the following information on the Pre-Enc/Enc/Expend Transaction Entry (505) screen:

Doc Date Enter today’s date

Effective Date Defaults to today’s date Due Date Enter a date 30 days from today’s date Serv Date Enter today’s date Curr Doc No/001 Enter VZ (automatic document numbering will complete the number) Agency R00 - defaults Trans Code 222 Index Defaults from PCA PCA 10015 AY defaults to current FY COBJ Defaults from AOBJ AOBJ 0808


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Amount $255.00 Doc Amount $255.00 Vendor #/MC 1880201867/005

Press <F4> to edit the transaction and Press <F10> to save the transaction

Write your document number _______________

STEP BY STEP INSTRUCTIONS DOCUMENT TRACKING INQUIRY (37)

Message displays “Transaction Successfully Written”. If you receive a warning message, please ignore it


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Press <F6> to Balance the batch and Press <F6> to Release the batch Press <F7> to access View a Batch (520) screen


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Write down your batch ID information: AGENCY____ DATE __________ TYPE ______ NO ______ STEP 3: Approve this transaction by appending a 000 123 action code Press <Home>, Type <UC> in the Link To field and Press <Enter>


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Type <89> in the User Class field and Press <Enter>


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Type <35> in the Link To field and Press <Enter>


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Type <000 123> in Agency/Action Code field Type <Batch Agency, Date, Type, and Number> of the batch Press <F10> to save the approval Message displays “Number of Tracked Documents in Batch : 1”


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Press <Home>, Type <UC> in the Link To field and Press <Enter>


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Type <01> in the User Class field (this actually defaults to 01) and Press <Enter>


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Type <37> in the Link To field and Press <Enter> Enter Agency if not defaulted, document ID and FY. Press <Enter> Note the action code 123 (ready to transmit) has been appended to the document


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EXERCISE #7 CREATING A BATCH AND ADDING AN ACTION CODE

DIRECTLY TO A DOCUMENT VIA 39 SCREEN Objective: Process a document approval to add a directly updated action code STEP 1: Enter the batch header Press <Home> Type <500> in the Link To field and Press <Enter>


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At the Batch Header Entry screen, Press <F10> and enter the following information: Batch Agency Defaults to sign on agency Batch Date Defaults to today’s date Batch Type 4 Batch Number 300 Batch Count 1 Batch Amount $255.00 Batch Edit Mode Defaults to 2 from security profile Press <F10> to save the batch header


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STEP 2: Enter the following information on the Pre-Enc/Enc/Expend Transaction Entry (505) screen: Doc Date Enter today’s date

Effective Date Defaults to today’s date Due Date Enter a date 30 days from today’s date Serv Date Enter today’s date Curr Doc No/001 Enter VZ (automatic document numbering will complete the number) Agency R00 Trans Code 222 Index Defaults from PCA PCA 10015 AY Defaults to current FY COBJ Defaults from AOBJ AOBJ 0808


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Amount $255.00 Doc Amount $255.00 Vendor #/MC 1880201867/005 Press <F4> to edit the transaction and Press <F10> to save the transaction Write your document number _______________

Message displays “Transaction Successfully Written”. If you receive a warning message, please ignore it Press <F6> to Balance the batch and Press <F6> to Release the batch Press <F7> to access View a Batch (520) screen


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Write down your batch ID information: AGENCY____ DATE __________ TYPE ______ NO ______


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STEP 3: Approve this transaction by appending a 000 123 action code Press <Home>, Type <UC> in the Link To field and Press <Enter> Type <89> in the User Class field and Press <Enter>

Type <39> in the Link To field and Press <Enter>


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Type Batch Agency and Document Number and Press <Enter> This retrieves the information to the 39 screen


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Tab to the AGY/ACTION CODE and type <000 123> Press <F10> to save the approval Message displays “Z01 RECORD SUCCESSFULLY ADDED”


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STEP 4: Access the Document Tracking Inquiry (37) screen Press <Home>, Type <UC> in the Link To field and Press <Enter> Type <01> in the User Class field (this actually defaults to 01) and Press <Enter> Type <37> in the Link To field and Press <Enter> Enter Agency if not defaulted, document ID and FY. Press <Enter> Note the action code 123 (ready to transmit) has been appended to the document


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Modular Review

1. Document Tracking is supported by what three profiles? A.___________________ B.___________________ C.___________________

2. The 33 screen (Document Control Profile) contains all valid document

types. T or F 3. The D44 screen (Action Code Profile) only gives valid agency controlled

action codes. T or F 4. The D66 screen (User Class Profile) contains all valid transaction codes

and action codes that a user is allowed to enter. T or F 5. To change your user class you must link to the D66 screen. T or F 6. Define action code “100” __________________ 7. Define document type “DT” ________________ 8. Define user class “01” _____________________ 9. The 37 screen (Document Tracking) is used to inquire on all of the action

codes associated with a given document. T or F 10. The agency, document number, and fiscal year are required on the 37

screen to retrieve information on the status of a document. T or F


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11. One function of the 28A (Transaction Code Decision Profile) screen is to determine what fields are required to complete a journal entry. T or F

12. One function of the 28B (Transaction Code Description Profile) screen is

to determine valid doc types. T or F 13. When applying action code 123 to the entire batch, the user should be on

the 35 screen. T or F 14. When applying action code 123 to the document only, the user should be

on the 39 screen. T or F 15. What screen is used to enter the batch header? _____ 16. The 37 (Document Tracking) screen tells you what user ID applied the

action code to the document. T or F 17. When balancing & releasing a batch, the entered amount and the

computed amount must be equal. T or F


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Modular Review

Profile #

Profile Name

As regards to document tracking, what is this profile used for?

37 Document Tracking Inquiry

33 Document Control Profile

D44 Action Code Profile

D66 User Class Profile Maintenance

35 Batch Tracking

39 Approvals By Document


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APPENDIX A


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Easy Steps Document Tracking

Appending Action Code “123” To A Batch Using the Batch Tracking (35) Screen

Link to User Class: 1. Press <Home> 2. Type <UC> in the Link To field and Press <Enter> 3. Type <89> in the User Class field and Press <Enter> Append Action Code 123 1. Type <35> in the Link To field and Press <Enter> 2. Type <000 123> in the Agency/Action Code field 3. Type <Batch Agency, Date, Type, and Batch No> 4. Press <F10> to save the approval

The document is ready to transmit to the Comptroller.


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Easy Steps Document Tracking

Appending Action Code “123” To A Document Using the Approvals by Document (39) Screen

Link to User Class: 1. Press <Home> 2. Type <UC> in the Link To field and Press <Enter> 3. Type <89> in the User Class field and Press <Enter> Append Action Code 123 1. Type <39> in the Link To field and Press <Enter> 2. Type <Batch Agency> in the Agency field 3. Type the Document Number being approved in the Doc No field 4. Press <Enter> to recall the document 5. Type <000 123> in Agy/Action Code field 6. Press <F10> to save the approval

The document is ready to transmit to the Comptroller.


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Document Types

CATEGORY DOC TYPE TITLE RECEIVABLES AA ACCOUNTS RECEIVABLE AB ACCOUNTS RECEIVABLE AC ACCOUNTS RECEIVABLE AD ACCOUNTS RECEIVABLE AE ACCOUNTS RECEIVABLE AF ACCOUNTS RECEIVABLE AG ACCOUNTS RECEIVABLE AH ACCOUNTS RECEIVABLE AJ ACCOUNTS RECEIVABLE AK ACCOUNTS RECEIVABLE AL ACCOUNTS RECEIVABLE FROM LOCAL GOVERNMENT AM ACCOUNTS RECEIVABLE FROM FEDERAL GOVERNMENT AN DUE FROM OTHER FUNDS OR APPROPRIATIONS AP DUE FROM OTHER FUNDS OR APPROPRIATIONS AQ DUE FROM OTHER FUNDS OR APPROPRIATIONS AR DUE FROM OTHER FUNDS OR APPROPRIATIONS AS DUE FROM OTHER FUNDS OR APPROPRIATIONS AT DUE FROM OTHER FUNDS OR APPROPRIATIONS AU UNBILLED ACCOUNTS RECEIVABLES AV INTEREST OR FEES ON ACCOUNTS RECEIVABLE AW ACCOUNTS RECEIVABLE WRITE OFFS AX ACCOUNTS RECEIVABLE FOR DISHONORED CHECKS AZ ACCOUNTS RECEIVABLE ADJUSTMENTS LA LOANS OR NOTES RECEIVABLES LB LOANS OR NOTES RECEIVABLES LC LOANS OR NOTES RECEIVABLES COST ALLOCATION CA COST ALLOCATION CC CASH CONTROL POSTING CD ADVANCES TO DEPARTMENTS-LOAD BEG BALANCE CE ADVANCES TO DEPARTMENTS CI INVESTMENT PURCHASES CASH RECEIPTS DA AGENCY DEPOSITS IN LOCAL ACCOUNTS DB CHARGEBACKS FROM THE TREASURER DC TREASURER COURTESY DEPOSITS DI INVESTMENT REDEMPTIONS DR RETURN OF ADVANCES DT AGENCY DEPOSITS WITH TREASURER DU AGENCY DEPOSITS WITH TREASURER - ALTERNATE DW AGENCY DEPOSITS WITH TREASURER


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BUDGETARY BA ORIGINAL APPROPRIATIONS BB PENDING REVISIONS BC APPROVED REVISIONS BD AGENCY BUDGETS & ALLOTMENTS BG GRANT/PROJECT ORIGINAL BUDGETS BI ORIGINAL APPROPRIATIONS BS SUBGRANTEE EXPENDABLE BUDGET BU BUDGET UNITS BX BUDGET OTHER WORKING FUND WD WORKING FUND DEPOSITS WF WORKING FUND CHECK FOR ADVANCES WV WORKING FUND VOUCHER REIMBURSEMENTS ADPICS FX PRIMARY POSTING OF ADPICS EXPENDITURE R4 REQUISITION / PRE-ENCUMBRANCE 1994 R5 REQUISITION / PRE-ENCUMBRANCE 1995 R6 REQUISITION / PRE-ENCUMBRANCE 1996 R7 REQUISITION / PRE-ENCUMBRANCE 1997 R8 REQUISITION / PRE-ENCUMBRANCE 1998 PZ PURCHASE ORDER/ENCUMBRANCE - ALTERNATE P4 PURCHASE ORDERS/ ENCUMBRANCE 1994 P5 PURCHASE ORDERS/ ENCUMBRANCE 1995 P6 PURCHASE ORDERS/ ENCUMBRANCE 1996 P7 PURCHASE ORDERS/ ENCUMBRANCE 1997 P8 PURCHASE ORDERS/ ENCUMBRANCE 1998 D6 DIRECT VOUCHER PAYABLE FROM ADPICS FY96 D7 DIRECT VOUCHER PAYABLE FROM ADPICS FY97 VC VOUCHER PAYABLE FROM ADPICS V6 VOUCHER PAYABLE FROM ADPICS FY96 V7 VOUCHER PAYABLE FROM ADPICS FY96 VR DIRECT VOUCHER PAYABLE FROM ADPICS PB DIRECT VOUCHER PAYABLE (R*STARS ENTRY) PD DIRECT VOUCHER PAYABLE (R*STARS ENTRY) PG DIRECT VOUCHER PAYABLE (R*STARS ENTRY) PM DIRECT VOUCHER PAYABLE (R*STARS ENTRY) PW DIRECT VOUCHER PAYABLE (R*STARS ENTRY) VM DIRECT VOUCHER PAYABLE (R*STARS ENTRY) VV DIRECT VOUCHER PAYABLE (R*STARS ENTRY) VX DIRECT VOUCHER PAYABLE (R*STARS ENTRY) VY DIRECT VOUCHER PAYABLE (R*STARS ENTRY) VZ DIRECT VOUCHER PAYABLE (R*STARS ENTRY) CO CHANGE ORDER FROM ADPICS CM CREDIT MEMO FROM ADPICS CN DOCUMENT CANCELLATIONS ZY INTERFACE FROM ADPICS ADJUSTMENT


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JOURNAL ENTRIES JA JOURNAL VOUCHER JB JOURNAL VOUCHER JC JOURNAL VOUCHER JD JOURNAL VOUCHER JE JOURNAL VOUCHER JF JOURNAL VOUCHER JG JOURNAL VOUCHER JH JOURNAL VOUCHER JJ JOURNAL VOUCHER JK JOURNAL VOUCHER JL JOURNAL VOUCHER JP JOURNAL VOUCHER JS SUBGRANTEE JOURNAL ENTRIES JT JOURNAL VOUCHER PA JOURNAL VOUCHER PP JOURNAL VOUCHER PS JOURNAL VOUCHER INTRA AGENCY GG DUE TO OTHER FUNDS GF DUE FROM OTHER FUNDS GZ DUE TO/FROM ADJUSTMENT FIXED ASSETS YU USE ALLOWANCE YX ACQUISTIONS YY DISPOSITIONS YZ DEPRECIATION ZA FIXED ASSETS SYSTEM GENERATED ZB CMIA ACCOUNTS RECEIVABLE ZC COST ALLOCATION ZD Y/E CLOSE APPN / CARRY FORWARD/LAPSE ZE PAYMENT PROCESSING CASH LIQUIDATATION ZF DETAIL TRANSACTIONS ZG DETAIL TRANSACTIONS ZH DETAIL TRANSACTIONS ZY INTERFACE FROM ADPICS - ADJUSTMENTS SUBGRANTEE CS SUBGRANTEE CHANGE ORDER ES ENCUMBRANCE FOR SUBGRANTEE ADVANCES SG SUBGRANTEE ENCUMBRANCE JS ADVANCE SUBGRANTEE JOURNAL ENTRY VS VOUCHER PAYABLE FOR SUBGRANTEE ENCUMBRANCES EC ENCUMBRANCE FOR CONVERTED BALANCES EE ENCUMBRANCES - LUMP SUM NO POST TO DOC FIN EP ENCUMBRANCES PAYROLL NO POST TO DOC FIN EZ ENCUMBRANCE ADJ - ALTERNATE TO CO OTHER CV CONVERSION OF BEGINNING BALANCES


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CZ CONVERSION OF BEGINNING BALANCES - INTERF. PC CONTRACTUAL PAYROLL TRANSACTIONS PR PAYROLL TRANSACTIONS SU STATISTICAL UNITS UF INDELIVERED OR UNPRESENTED CHECKS