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FRS Users Guide

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FINANCIAL RECORDS SYSTEM (FRS)

Helpful Tips

Error Messages
Function Keys - Moving Within FRS
On-Line Help
Selecting a Screen
Summary of Screen Purposes
Transaction Definitions

Selecting a Screen

The number and name of the screen currently being displayed will always appear in the upper left-hand corner of the screen. A particular screen is accessed by selecting the appropriate screen number:

At SCREEN, enter the desired screen number. Press the "ENTER" key

Type the account number at ACCT, purchase order number at PO, or requisition number at PR, as applicable. Press the "ENTER" key .

The system will respond by displaying the selected screen and information.

NOTE: The account, purchase order, or requisition number may be entered with the screen number if the desired field appears on the screen currently being displayed.

Function Keys: Moving Within FRS

Various function keys are available in FRS to facilitate movement within and between screens. Additional function keys may also be available depending on the type of software used to access FRS. However, the following functions keys are available to all FRS users:

KEY	RESULT
ENTER	Moves to selected screen if screen number is indicated in SCREEN. - OR - Submits information, such as account number, requisition data, etc., entered on the screen (SCREEN must be blank). - OR - Moves to the next "page" of the screen if all information cannot be displayed on a single screen.
TAB	Moves cursor from field to field within a screen.
CTL+H	Places cursor at the beginning of a field or the previous field.
CTL+J	Places cursor at the first field on the next line.
CTL+U	Erases a field.
CTL+L	Places the cursor to SCREEN field.
CTL+W	Clears system messages received on the screen.

On-Line Help

The on-line help screens provide a description and valid values for all fields in FRS. To access this information, position the cursor on the field for which you would like additional information and press PF2 or the slash ("/") on the numeric key pad. Multiple pages of information may be accessed by pressing "Enter". To exit the Help screens, press PF4 or the dash ("-") on the numeric key pad.

Error Messages

Whenever the system cannot process the information submitted, an error message will appear at the top of the screen. In addition, the field in which the error occurs will be highlighted on the screen. Do not proceed until the error has been corrected as all data subsequently entered will not be accepted. To view multiple messages one at a time, press PF3 or the asterisk ("*") on the numeric key pad.

Summary of Screen Purposes

019	Object Code Summary	Account information by individual revenue and expense object code with the selected account including revised budget, YTD actual, encumbrance, and available budget data.
19P	Object Code Summary (Prior Year)	Account information from the prior fiscal year by individual revenue and expense object codes (final revised budget and fiscal year, current month, and YTD actual revenue and expenditure totals).
039	Account Summary	Summary account information by major revenue and expense categories within the selected account including revised budget, YTD actual, encumbrance, and available budget data.
39P	Account Summary (Prior Year)	Summary account information from the prior fiscal year by major revenue and expense categories (final revised budget and fiscal year, current month, and YTD actual revenue and expenditure totals).
022	Budget Detail	Budget information by individual revenue and expense object codes within the selected account.
027	Fund Balance Summary	Summary YTD information for designated and restricted fund balance accounts including fund balance, budget, YTD actual, encumbrance and budget variance data.
023	Current Month Transactions	Current month transactions within the selected account and/or object code.
23A	Prior Month Transactions	Prior month transactions within the selected account and/or object code.
043	Transaction Summary by Account	Current month transactions within the selected account categorized as budget, actual, or encumbrance transactions.
43A	Transaction Summary by Account (Prior Month)	Prior month transactions within the selected account categorized as budget, actual or encumbrance transactions.
020	Open Commitments by Object Code	Individual encumbrance information for a specific object code within the selected account.
021	Open Commitments by Account	Individual encumbrance information for all object codes within the selected account.
220	Purchase Order Header Maintenance	Account number(s) against which a purchase order has been charged.
221	Purchase Order Header - Shipping & Text	Shipping and vendor contact information.
228	Purchase Order Line Item Summary	Individual line items on a purchase order.
248	Purchase Order Invoice Line Item List	Invoices charged to each line item of a purchase order, plus shipping and freight.
249	Purchase Order Invoice Inquiry	Invoices charged against each line item of a purchase order.
284	Purchase Order Summary	Summary of information related to a specific purchase order including the amount ordered, invoiced, and vouchered.
006	SL Account Create/Modify	Subsidiary ledger account attributes.
041	SL Object Code Snapshot	Detailed dollar amount information for the selected object code within an account.
881	Fiscal Year Indicator	Fiscal year for which financial information will be displayed on FRS inquiry screens.

Transaction Definitions

TRANS TYPE	TRANS CODE	REFERENCE 1	REF 2
Budget Revision	02X	BRXXX	LKD
Deposit of Funds	030	Number pre-printed on Deposit of Funds Form	Month processed followed by four digit number assigned by Cashier's Office.
Voucher Issued from Business and Entertainment Expense Voucher	048	BXXXXXX Number pre-printed on B&E form	Check Number
Voucher check issued from Direct Payment Voucher	048	DXXXXXX Number pre-printed on DPV form	Check Number
Voucher check issued from Purchase Order	048	PXXXXXX Purchase Order Number	Check Number
Voucher check issued from TERV (no pre- payments processed)	048	AXXXXXX	Check Number
Transportation Req. or Travel Advance/ Prepaid Encumb.	050	AXXXXXX	N/A
Purchase Requisition Encumbrance	050	RXXXXXX Purchase Requisition #	Purchase Order Number (if EPO or POCA)
Delete Purchase Requisition Encumb.	051	RXXXXXX Purchase Requisition #	PXXXXXX Purchase Order Number
Purchase Order Encumbrance	050	PXXXXXX Purchase Order Number	RXXXXXX Purchase Requisition #
On-Line Inter-Departmental Order Encumbrance	050	RXXXXXX IDO Requisition #	N/A
TERV (prepayments encumbered earlier)	061	AXXXXXX	JXX-XXX
Journal Entry	061	JXX-XXX	N/A
FRS Transaction Correction	061	TCXXXXX Number pre-printed on FRS Trans. Corr. form	Month processed followed by four digit number assigned by Controller's
Inter-Departmental Order	063	Number pre-printed on IDO form	Month processed followed by four digit number assigned by Controller's
On-Line Inter-Departmental Order	063	RXXXXXX IDO Requisition #	JXX-XXX
Checks issued in the new fiscal year, but charged to old fiscal year	068	PXXXXXX or DXXXXXX or BXXXXXX or AXXXXXX	Voucher Number (Check number does not appear on Screen 023)

Revised: Monday, 14 Apr 2003

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